Question 1

What is an approval workflow in QuoteCloud?

Accepted Answer

An approval workflow in QuoteCloud is a configured sequence of review steps, approvers, and rules that routes a quote or document for review before it can be sent to a customer or accepted. Workflows enforce your organization’s approval policies—for example requiring manager sign‑off on high‑value quotes or routing technical proposals to subject‑matter experts—helping your sales quoting software and sales proposal software ensure compliance, consistency, and auditability.

Question 2

Where do I start when creating a new approval workflow?

Accepted Answer

Begin in the Workflow area of the QuoteCloud application or follow the user guide. Create a new workflow by giving it a clear name, defining its scope or trigger conditions, and adding one or more approval steps. Then assign approvers, choose step order (serial or parallel), and configure notifications, reminders and escalation rules before saving.

Question 3

What elements make up a workflow and what do I need to configure?

Accepted Answer

Core elements include the workflow name, scope/trigger conditions (when it runs), approval steps, approvers or approval groups for each step, step order (serial vs parallel), and notification or escalation settings. When configuring a step you typically complete fields for the trigger, step details, approver selection, and any custom messages or reminders used by your quote software or proposal software.

Question 4

How do I specify who can approve (individual approvers vs groups)?

Accepted Answer

When building each approval step you can assign approvers either as individual users or as preconfigured user groups/roles in your QuoteCloud account. Use groups to simplify management for teams or functional roles and individuals for single‑owner approvals. You can mix approaches across different steps to reflect complex organizational workflows.

Question 5

Can I control when a workflow is triggered (conditions and thresholds)?

Accepted Answer

Yes. Define the workflow scope and trigger rules so the workflow runs only under specific conditions, such as quote value thresholds, particular product lines, customer tags, or document types. Using triggers and custom fields lets your quote software or proposal software apply approvals only when needed, reducing friction for routine documents.

Question 6

What is the difference between serial and parallel approval steps?

Accepted Answer

Serial steps run in a defined order where each step must complete before the next begins, which is useful for hierarchical approvals. Parallel steps notify multiple approvers at once and typically wait for all required approvals (or a configured quorum) before advancing, which is ideal for cross‑functional review. Choose the mode that matches your decision process and risk controls.

Question 7

How do notifications, reminders and escalation rules work?

Accepted Answer

You can configure notifications to alert approvers when a step requires action, set automated reminders to follow up after a specified time, and define escalation rules to route overdue approvals to managers or alternate approvers. Customize message content and cadence so your team receives clear, timely prompts without creating unnecessary noise.

Question 8

Can I edit, test, or deactivate an approval workflow after creating it?

Accepted Answer

Yes. After creating a workflow you can edit its name, triggers, steps and approvers, test it with sample quotes to confirm behavior, and deactivate or archive it when it’s no longer needed. Be mindful that changes may affect in‑flight documents—test updates and communicate changes to stakeholders before applying them broadly.

Creating a New Approval Workflow