Workflow Rules

Automate quote processing with event-driven workflow rules.

Overview

Workflow rules execute actions when specific events occur:

Quote submitted
Status changed
Quote approved
Quote expired

Rule Configuration

Sales > B2B Quotes > Workflow Rules

Create New Rule

Click "Add New Rule"
Select trigger event
Configure conditions
Define actions
Save rule

Rule Structure

Basic Settings

Field	Description
Name	Rule identifier
Description	Rule purpose
Status	Active/Inactive
Priority	Execution order

Trigger Events

Event	Description
quote_submitted	Customer submits new quote
quote_updated	Quote details changed
status_changed	Status transition
quote_approved	Admin approves quote
quote_accepted	Customer accepts quote
quote_expired	Validity period ended
message_received	New message added

Screenshot placeholder: workflow rule trigger + action selector
File: ./_screenshots/admin-workflow-rule.png

Conditions

Additional filters:

Condition	Example
Subtotal	>= $5000
Customer Group	= Wholesale
Status From	= Submitted
Status To	= Approved
Item Count	>= 10

Actions

Action	Description
Send Email	Notification to customer/admin
Change Status	Update quote status
Assign Admin	Assign to sales rep
Add Tag	Apply tag to quote
Apply Pricing Rule	Trigger pricing calculation
Create Task	Generate follow-up task

Example Rules

Auto-Assign High-Value Quotes

Event: quote_submitted
Condition: Subtotal >= 10000
Action: Assign to Senior Sales Rep

Auto-Approve Small Orders

Event: quote_submitted
Condition: Subtotal < 500 AND Customer Group = Trusted
Action: Change status to Approved, Apply standard discount

Expiration Warning

Event: daily_check
Condition: Days until expiry = 3
Action: Send reminder email to customer

Escalation Rule

Event: quote_updated
Condition: Days in status >= 5 AND Status = Under Review
Action: Send escalation email to manager

Workflow Chains

Link multiple rules:

Quote Submitted → Auto-assign
Quote Assigned → Send notification
Quote Approved → Apply pricing
Quote Accepted → Prepare order

Email Templates

Configure notification templates:

Marketing > Email Templates

Template	Purpose
`quote_new`	New quote notification
`quote_status_update`	Status change notification
`quote_approved`	Approval notification
`quote_expiring`	Expiration warning

Logging

All workflow actions are logged:

Go to quote detail
Open "History" tab
View all automated actions

Best Practices

Start Simple: Begin with basic rules
Test Thoroughly: Verify with test quotes
Monitor Performance: Check rule execution times
Avoid Loops: Ensure rules don't trigger each other infinitely
Document Rules: Maintain rule documentation