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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.
Commerce Process Administration Infographic
Auto 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.
The FullAccess user enables auto update on the transaction by checking the trigger property on attributes.
When these attributes are changed by the end user, the auto update function is instantly run, which updates fields in the main document.
The auto update function can update main document attributes or line item attributes that are displayed on the main document.
Only currency, integer, and text fields can be modified by the auto update script.
The FullAccess user must also define an auto update function at the main document level that returns the affected attributes due to changes in the trigger fields.
The return format of this rule is:
documentNumber~variableName~value [ |documentNumber~ variableName~ value ]*
The Update Line Item function is not run automatically when the auto update occurs.
The user must invoke a modify type action for the changes to be saved to the database.
A line item of numeric or currency type can be auto-summed.
This feature is not available for attributes of other types.
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.
Managing 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
Click Admin to go to the Admin Home Page.
Click Process Definition in the Commerce and Documents section.
The Processes page appears.
|Delete a Process||Select all or a required Process Name that is to be deleted using the Selection Option and click Delete to delete it.|
|Edit Details for Specific Processes||Click the Process Name link to go to the Process Administration page.|
|Navigate to Process-Related Sections||Select an option from the Navigation drop-down and click List. This displays the corresponding screens for the option selected.|
|Quick Links||This opens a new window displaying a list of process that can be deployed together using Deploy. Click Refresh in the window to get the current data. Click Close to close it.|
|Reporting||This displays the Reporting Setup page for managing reports generation. This option is available if the advanced reporting module is turned on for your company.|
|Migration||This button is visible based on a commerce global setting under Admin Home Page > Global System Settings and Utilities > Commerce.|
|Add||Goes to the Process Administration page and add details for the Commerce Process.|
|Apply||Saves the changes made on the Process Administration page.|
|Cancel||Returns to the Processes page without saving your changes.|
Options available on the Navigation drop-down:
Steps: Clicking List next to Steps displays the Steps list for managing workflows.
At least one main document must be created before Steps can be created and accessed.
Process Actions: Clicking List next to Process Actions displays the Process Actions List page for customizing process actions.
At least one main document must be created before Process Actions can be created and accessed.
Data Columns: Clicking List next to Data Columns displays the Mapped Data Columns page for managing data columns.
At least one main document must be created before Data Columns can be created and accessed.
Process Manager: Clicking List next to Process Manager displays the Process Manager Columns page for mapping the process columns for the Commerce Manager.
At least one main document must be created before Process Manager can be created and accessed.
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.
Setting up and Using a Commerce Process
Design the process workflow steps.
In each workflow step, create participant profiles to control user access. Participant profiles must be further defined using:
Adding 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.
Enter a Description for the process being added.
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.
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.
Editing a Commerce Process
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.
Select one of the following actions:
|Apply||This saves the changes made and refreshes the page.|
|Update||This updates the changes made to the database and takes you back to the Processes page.|
|Back||This takes you back to the Processes page.|
Previously created variable names cannot be edited.
Setting up Auto Update Fields
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.
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 ]*
Setting up Totals for Line Item Columns
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.