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Documents Overview

OVERVIEW

Each Commerce Process contains one or more document sets. There are two types of Commerce documents:

A document set is comprised of a main document, or a main document with an attached sub-document. Using these document types, you can create flexible Commerce processes.

Example: A process named RFQ could contain three main documents (RFQ, Quote, and PO), and three corresponding sub-documents (RFQ sub, Quote sub, PO sub). Main documents are used for general information pertaining to the Transaction, like customer name or billing and shipping information, while sub-documents are used as product detail pages.

For every process, Commerce documents are created in a one-to-one relationship.

Every main document can be mapped to only one sub document.

Commerce documents permit a one-to-many relationship, where the main document is the r;one, and the sub-document is the r;many. This design scheme enables buyers to create a single main document for multiple products, each of which appears on a linked sub-document where users can view product details and configure products separately.

A summary of sub-document data also appears on main documents, in the Line Item Grid.

ClosedActions

You can create transitions between documents using actions. Transitions can be created between main and sub-documents using the system-generated Commerce action, r;open sub-document. Transitions can be created between two main documents using workflow steps.

Attributes and actions are the building blocks of documents. Attributes are used to create document fields, whereas actions trigger events. Along with the custom attributes and actions you can create, the Commerce system provides a set of standard attribute sets and system-generated actions.

After generating document attributes and actions, all the pieces can be arranged using document views. Only those attributes and actions included in a view appear to users.


ClosedUser-Defined Commerce Actions

* Represents a system-generated action that is available on the main document only.


ClosedSystem-Generated Commerce Actions

* Represents a system-generated action that is available only on the main document.

The system automatically deletes system-generated actions when their corresponding attribute or attribute set is deleted, if attribute sets are associated.


ADMINISTRATION

ClosedManaging Documents

Use the Document List page to manage Commerce documents within the selected process.

  1. ClosedNavigate to the Document List 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.

    3. For the process you are interested in, confirm that Documents is selected in the Navigation column and click List.

      The Document List page appears.

  2. Select an option from the Navigation drop-down and click List.

    The corresponding screens (for the option selected) appear. The options are:

    • Attributes: Clicking List against Attributes displays the Attributes List page for managing attributes for documents within the selected process.
    • Actions: Clicking List against Actions displays the Actions List page.
    • Groups: Clicking List against Groups displays the Group List page.

  3. Admins can select which Quote-level formulas will be executed when a new line item is added to a quote on the Modify tab within the Attribute Editor.

      Quote-level (main-document) formulas can be executed when users add a line item (sub-document) to the quote, regardless of whether the line item is a result of Configuration, Search, or Quick Key Line Items.

  1. Click Back to return to the Processes page.

ClosedEditing a Main Document (quote level)

  1. Click the name of the document you want to edit on the Document List page.

  1. Edit the Name and/or Description displayed on the Add Document page.
  2. Edit the following information, if necessary:
    • Advanced Default:
      • Select No Advanced Default if you do not want to have an advanced default.
      • Select Define Advanced Default if you do want an advanced default, and click Define Function.

      The Select Attributes dialog box appears. Select the System Variable Name, Variable Name for (Quote), Variable Name for (Line), and/or Library Function(s) for the selected document.

      Click Next Screen to go the Function Editor page.

    • Auto Update- Before Formulas: This allows functions to run before Formulas when the Commerce page performs an auto update.
    • Auto Update- After Formulas: This allows functions to run after Formulas when the Commerce page performs an auto update. This was previously known as simply auto update.
  1. Select one of the following options:
    • Translations: CPQ Cloud content and product templates can be translated.
    • Apply: saves changes and remains on the page.
    • Update: saves changes and returns to the Document List page.
    • Back: returns to the Document List page without saving changes.
    1. Document names and descriptions can be edited at any time.

      Quote-level (main document) formulas can be executed when users add a line item (sub-document) to the Quote, regardless of whether the line item is a result of Configuration, Search, or Quick Key Line Items.

ClosedEditing a Sub-Document (line level)

  1. Click the name of the document you want to edit on the Document List page.

  1. Edit the Name and/or Description displayed on the Add Document page.
  2. Edit the following information, if necessary:
    • Select whether to Run Scripts Once For All Line Items.
    • Auto Update- Before Formulas: This allows functions to run before Formulas when the Commerce page performs an auto update.
    • Auto Update- After Formulas: This allows functions to run after Formulas when the Commerce page performs an auto update. This was previously known as auto update.
    • Click the Modify tab to choose whether to Use Formula or Don't Use Formula for certain quote-level attributes.
  1. Click the Modify tab to choose whether to Use Formula or Don't Use Formula for certain quote-level attributes.

Only quote level attributes exist on the line level Modify tab. For each of the quote level attribute the user can specify whether to use or not use formulas during a new line item addition.

  1. Select one of the following options:
    • Translations: CPQ Cloud content and product templates can be translated.
    • Apply: saves changes and remains on the page.
    • Update: saves changes and returns to the Document List page.
    • Back: returns to the Document List page without saving changes.
    1. Document names and descriptions can be edited at any time.

    Quote-level (main document) formulas can be executed when users add a line item (sub-document) to the Quote, regardless of whether the line item is a result of Configuration, Search, or Quick Key Line Items.
      The order of execution is:

      1. Modify tab
      2. Advanced Default- Before Formulas
      3. Formulas
      4. Advanced Default- After Formulas.

ClosedAdding a Main Document (Quote Level)

  1. ClosedNavigate to the Document List 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.

    3. For the process you are interested in, confirm that Documents is selected in the Navigation column and click List.

      The Document List page appears.

  2. Click Add.

    You will only see an Add button if you are working in a Commerce Process that was created from scratch and the main and sub documents have not been created yet.

  3. Enter a Name.

    This label distinguishes one document from another and is used as the page title on the user side whenever a user opens the document type.

  4. Select the type: Main Document or SubDocument - Line.

    Create your sub-documents first.

  5. Enter a unique Variable Name for your reference.

  6. Enter a document Description.
  7. Advanced Default:

    The Select Attributes window appears. Select the System Variable Name, Variable Name for (Quote), Variable Name for (Line), and/or Library Function(s) for the selected document.

    Click Next Screen to go the Function Editor page.

  8. Auto Update- Before Formulas: This allows functions to run before Formulas when the Commerce page performs an auto update.
  9. Auto Update- After Formulas: This allows functions to run after Formulas when the Commerce page performs an auto update.

    This was previously known as simply auto update.

  10. Click one of the following actions:

ClosedAdding a Sub-Document (Line-level)

  1. ClosedNavigate to the Document List 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.

    3. For the process you are interested in, confirm that Documents is selected in the Navigation column and click List.

      The Document List page appears.

  2. Click Add.

    You will only see an Add button if you are working in a Commerce Process that was created from scratch and the main and sub documents have not been created yet.

  3. Enter a Name.

    This label distinguishes one document from another and is used as the page title on the Commerce side whenever a user opens the document type.

  4. Enter a unique Variable Name for your reference.
  5. Enter a document Description.

  6. Select whether to Run Scripts Once For All Line Items.
  7. Auto Update- Before Formulas: This allows functions to run before Formulas when the Commerce page performs an auto update.
  8. Auto Update- After Formulas: This allows functions to run after Formulas when the Commerce page performs an auto update. This was previously known as auto update.
  9. Click the Modify tab to choose whether to Use Formula or Don't Use Formula for certain quote-level attributes.

    Only Quote-level attributes exist on the line level Modify tab. For each of the Quote-level attributes, specify whether to use or not use formulas during a new line item addition.

  10. Click one of the following actions:
    • Translations: CPQ Cloud content and product templates can be translated.
    • Apply: saves changes and remains on the page.
    • Update: saves changes and returns to the Document List page.
    • Back: returns to the Document List page without saving changes.

    Quote-level (main document) formulas can be executed when users add a line item (sub-document) to the Quote, regardless of whether the line item is a result of Configuration, Search, or Quick Key Line Items.
      The order of execution is: Modify tab, Advanced Default- Before Formulas, Formulas, and Advanced Default- After Formulas.

ClosedDeleting a Document

It is not possible to recover a deleted Commerce document.

Upon deletion, all associated views, attributes and actions within the document are also deleted.

  1. Select the checkbox for the corresponding document you wish to delete on the Document List page.
  2. Click Delete.

ClosedOrdering a Document

Ordering documents determines how they appear in the Commerce Manager. Order numbers are auto-generated at the time of creating documents. Since only one sub-document is associated with a main document, sub-documents don't require ordering.

  1. On the Document List page, click on the order number next to the document and set it to any positive integer. The order numbers of other main documents in the list will be automatically reordered.
  2. Click Update.
    1. Changes to document order deletes current document mapping data.

ClosedOrdering Main & Sub-Documents

  1. From the Document List page, select either Quote or Line Attributes in the Navigation drop-down and click List.
  2. Scroll to bottom of page and click Reorder.

  1. Enter a new order number for the attributes you wish to reorder.

ClosedGroup Sequence Number

End users can view recommended items and child line items with sequence numbers that are counted based on the parent line item's sequence. This functionality is enabled when you add the _group_sequence_number attribute to the attribute list and the Line Item Grid instead of _sequence_number. End users can order line items through drag and drop when the sequence number/group sequence number is on the Line Item Grid. Example: A parent line item can have a group sequence number of 1 and then the child items will have group sequence number of 1.1, 1.2, 1.3...and so on.

ClosedEnabling Group Sequence Numbers and Drag & Drop Line Items

  1. Verify there is a Group Sequence Number sub-document (line) attribute with the variable name _group_sequence_number.

  1. Add the Group Sequence Number to the Line item Grid on the Main Document Layout Editor.

      Group Sequence Number functionality is independent of Sequence Number. It should not be used in conjunction with Sequence Number.

      Line items are automatically re-sequenced if the user enters a value in the group sequence number field. However, if the user enters an invalid value, then the user's input is ignored.

ClosedFormulas in Reconfiguration Scenarios

The Reconfigure action is split into one parent (Reconfigure) and one sub-action (Reconfigure Inbound). This eliminates the need for conditionals to segregate logic.


NOTES

RELATED TOPICS

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