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Workflow administration is the final step in setting up a Commerce Process. Workflows are made up of steps, which define the states transactions can be in, as well as document permissions and routing. Commerce Processes can have any number of workflow steps.
For example, an RFQ process could have steps like "Submitted", "Quoted", "Accepted", "Declined" and "Expired". These steps could transition a transaction from an RFQ document to a Quote document to a PO document.
Workflow steps use profiles to define access rights, transition notification, and transaction views. The Commerce system automatically creates a default profile for each workflow step. You can customize the default profile and create additional ones to support different transaction access rights.
Profile permissions can be granted based on user access type, user groups, or previous performers. In addition to these permissions, you can add auto-forwarding rules to workflow steps to support a collaborative sales environment, one in which multiple users can work on the same transaction.
Auto-forwarding rules direct the system to share transactions between members of certain user groups. You can create auto-forwarding rules for each workflow step and base them on any number of criteria.
All workflow step functionality can be administrated in Commerce Processes that have not been deployed. After a process has been deployed, certain functionality becomes hidden from view, including adding, ordering and deleting steps. To perform any of these actions when they are not visible, contact a CPQ Cloud implementation engineer.
Example of One-Page Step Administration
You can add/edit and delete all steps, profiles, transition rules and timers from a single page. Steps and profiles are organized in a hierarchical tree structure for ease of administration. You can re-order your steps and profiles and move transition rules using drag-and-drop.
How it's all related
Creating Workflow Steps
Steps (document states) can be created individually from the Step List page. We recommend creating all of the steps in a workflow before managing profiles.