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Workflow Steps


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.

ClosedExample 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.

ClosedHow it's all related

ClosedCreating 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.

  1. Navigate from the Admin Home Page > Commerce and Documents > Process Definition > Select a Commerce Process > Steps.
  2. Enter a step Name and Variable Name. The name is displayed when you encounter the step. For example, Start.
  3. Enter a Description for the step. For example, Default Step.
  4. Click Save.

      This displays the section where you can define forwarding rules for the step. Forwarding rules are used to give one or more user groups access to transactions during that step.
      To understand the concept of auto-forwarding rules, see .
  5. Specify the following in the Forward Rule section:
  6. Click Save. The new step appears in the right panel.
    1. To edit workflow steps, double-click on the Step Name in the right pane.
      Steps are created in an inactive, pending state. After all components of a Commerce Process have been completed, the process should be deployed. For more information, see Deploying Processes.



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