Table of Contents


1. Automate Your Document Approval Process
1.1 Set up Document Approval Rules
1.2 Document Approval - Use Cases


Section 1

Automate Your Document Approval Process

Document Approval in Zomentum allows you to automate the approval process as soon as a document is ready to send out to clients. The admins of the organization will be the approvers of the document. You can set up multiple filters to align the approval process based on organizational needs.

Automation in Zomentum is made up of two parts - a trigger event and an action event.

  • The trigger event tells when the automation should run. It is the "if" portion of an if-then equation: if the programmed action occurs, the automation will run.
    This is a fixed value and cannot be changed - “Document is Updated” as a trigger.

  • The action event tells what action should be performed when the automation runs. It is the "then" part of an if-then equation: once the trigger event has occurred, this is the action you wish to take place.
    This is a fixed value and cannot be changed - “Approver” where you will be able to select the admin’s.

Note: Accounts having Manager or User level access cannot be set as Approver. 

The Admins can use this feature to  set controls on the quotes that are sent from Zomentum by the sales agent.


Section 2

1.1 Set up Document Approval Process

  1. Navigate to the Settings Icon  “”  available on the left navigation bar.

  2. Click on "Approver Rule" and click on ‘Create New Rules’.

  3. Provide a suitable name for the Rule, for identification purposes. 

  4. Next, you can select the adequate filters (Document Filters and Quote Block filters) which you want to apply based on the triggered variable,  Item Quantity, products, price, etc. (please see the appendix section on the complete list of filters.)


  5. Choose the approver under the Actions category.
    Note: Multiple Admins can be selected to approve the document.


6. Hit save and Activate the workflow. 

7. Once you have activated the rule, all of your documents suited to the criteria set will be listed on the Approval Rule page within the Zomentum app.

Note 1: In case you have multiple approval rules set up with the same trigger and filters, we will only run the topmost automation rule. 

Note 2: only a maximum of 10 rules can be activated in one account.


Now, that we know the setup procedure for Approver Rule, let’s see how it helps in the Sales Cycle.


Section 3

1.2  Approver Rule: Use Case     

To understand how the ‘Approver Rule’ can give the admin more control over the document shared from Zomentum, let's look at the below use-case.

Matt and Jim are sales consultants at XYZ firm and they have User and Managerial level access to their Zomentum accounts, respectively. The admin of the organization has set up two ‘Approval Rules’ as below:

  • Item Discount is more than 25%. 

  • If the Grand Total of the document is more than $2000. 

The users want to send out quotes and proposals to their clients but they will now require permission from the admin to approve the quote/proposal before sharing the same with the end-user. 

                                       Fig 1. Flow diagram of Approver Rule Use case




Step 1: Settings → Approval Rule → Approve



Step 2: Approval Request Sent



Step 3: 
 a. Approved! You are Good to GO!

    

    


b. Rejected! Need to make changes and raise Approval requests again.





Notifications Sent to Approver (Admin)

  • Via Email:

  1. Approved Email!






2. Rejected Email!

  • In-app Notification and the ‘Warning’ symbol before the Document.





Appendix

Use case Matrix 

Trigger 

Expected Action

Update Document 

Set Approver



Filters will be on the below fields:


  1. Quote Line item

    1. Item margin amount

    2. Item margin percentage

    3. Item discount amount

    4. Item discount percentage

    5. Item quantity

    6. Item sell price

    7. Item billing period

    8. Type of the products


  1. Document-level filters

    1. Total document margin

    2. Document grand total

    3. Document one time total

    4. Document weekly total

    5. Document Monthly total

    6. Document Quarterly total

    7. Document Annual total

    8. Document discount