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Commerce Process Overview


Commerce Processes are used to create templates for the purchasing processes used by your company. In Commerce Processes, you set up your quoting, ordering, approval, and other workflow processes. By creating ordered sets of Commerce document templates, along with associated attributes and actions, you enable buyers and supplier agents to conduct commerce on your system.

Built from the ground up, each Commerce Process can be customized according to how you want to structure data flow between users during Transactions. You can create one process for all Commerce Transactions or multiple processes based on different purchase types.

All Commerce Process tasks are administrated in an inactive, pending state. For a new process (or a change to an existing process) to be visible on the production side of the system, the process must be deployed.

After a Commerce Process is deployed, certain Commerce Process administration functionality becomes hidden from view and can only be administered by an implementation engineer. This happens because deployed processes, which are in use by Partner Organizations and host companies, contain user data. To preserve user data in live Commerce Processes, some types of changes can only be performed on cloned processes that are then migrated into the system.

The Commerce migration process can only be performed by a CPQ Cloud implementation engineer. For more information, see Migration Management Overview.

ClosedCommerce Process Administration Infographic

ClosedAuto Update Fields

Instantly update fields in the transaction main document based on trigger fields on the same document. The typical use cases might include Instant Pricing in the line item section based on changes to quantity of line items. Additionally, the admin has the ability to display column totals for line item columns. These totals are also updated automatically.

  1. This feature allows the FullAccess users to set up calculations to update the fields on the main document when trigger fields associated with it are modified.
  1. A feature in the line item column group allows the FullAccess user to set up column totals.
  1. All auto updated fields are highlighted in sharp yellow and fade away to a dull yellow to indicate that the fields have been modified.

    The dull yellow is also an indicator that the modified values have not been updated into the database until an appropriate modify action is clicked.

ClosedManaging a Commerce Process

The Processes page displays a list of available Commerce Processes, along with various Navigation options, Quick Links for the other available options, descriptions for the available processes, and the date and time the processes were Last Deployed.

Accessing the Processes page

  1. Click Admin to go to the Admin Home Page.

  2. Click Process Definition in the Commerce and Documents section.

    The Processes page appears.

Options available on the Navigation drop-down:

Integration is ONLY available for companies that have this module turned on. If you want to learn more about CPQ Cloud integration module, please contact your system FullAccess user.


ClosedSetting up and Using a Commerce Process

  1. Create a process and save it.
  2. Add main document(s) and sub document(s) to the Commerce Process.
  3. For each document, create attributes, actions, and views.
  4. Develop XSL views for print, email, and change history actions.
  5. Customize process actions for the Transaction Manager.
  6. Create the Transaction Manager Column layout using Data Columns.
  7. Design the process workflow steps.

     In each workflow step, create participant profiles to control user access. Participant profiles must be further defined using:

  8. Set up forwarding rules within workflow steps to automatically forward transactions to groups upon creating or saving a transaction.
  9. Create timers to automatically perform Commerce actions and auto-forwarding rules to support collaborative workflows.
  10. Deploy the Commerce Process.

ClosedAdding a Commerce Process

It is very unusual to create a new Commerce Process or Document from scratch; customers typically use the default Commerce Process and its Documents.

If you need another Commerce Process or Document, best practice is to clone the existing Commerce Process or Document and then delete everything that isn’t needed.

For more information on cloning a Commerce Process, see Commerce Deployment Center.

  1. Enter a Process Name in the field provided. The process name you choose is used as the navigation link to the Commerce Manager.
  2. Enter a unique Variable Name.
  3. Enter a Description for the process being added.

  4. Choose the number of commerce transactions you want to display on the Commerce Manager page using the Page Length drop-down.
  5. Choose an Auto Fill Option from the drop-down if you want new commerce documents auto-populated with user account data or Accounts Information.

    You can also opt for no auto fill by selecting None.

  6. Click Add.

    This adds the new process and takes you back to the Processes page or click Cancel to return to the Processes page without saving your changes.

After document sets are created, return to the Process Administration page to set the Tab Document and Tab Name.

ClosedEditing a Commerce Process

  1. Modify the Process Name in the field provided. The process name you choose is used as the navigation link to the Commerce Manager.
  2. Modify the Description for the process being edited.
  3. Choose and specify a label that you want to be displayed on the page from the Tab Label drop-down.
  4. Choose the number of Commerce Transactions you want to display on the Commerce Manager page using the Page Length drop-down.
  5. Choose an Auto Fill Option from the drop-down if you want new Commerce documents auto-populated with user Account data or Accounts Information.

    You can also opt for no auto fill by selecting None.

  6. Select one of the following actions:

Previously created variable names cannot be edited.

ClosedSetting up Auto Update Fields

  1. Define Trigger Fields:Select the Trigger Auto Update option on the Attribute Editor page to make this attribute a trigger field.

    When this attribute is modified, the auto update function is run.

  2. Define Auto Update Function: The FullAccess user can specify the auto update function of the Main Document Editor.

The format of this rule is: documentNumber~variableName~value [ |documentNumber~variableName~value ]*

ClosedSetting up Totals for Line Item Columns

  1. Select Display Auto Sum for Column option on the Line Items Columns List page.

This option is available for numeric or currency type attributes only.


    NULL and blank Integer values are treated as separate values.

    - NULL= 0
    - Blank = ""

    If you use logic that tests for NULL values in rule conditions or BML, this logic should be updated.

    Using "null" as an attribute value is strongly discouraged.


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