Using an Automated Quote Approval Process

An automated quote approval process involves a workflow. The process starts with a quote request and usually ends when a quote is approved or abandoned, or when a translation project is created based on the quote. Client Managers and client users can receive automatic notifications when tasks are assigned to them. WorldServer processes the quote as a project by creating a project with the same name as the quote.

If you plan to use a workflow-based quote approval process, be sure to import these two samples into WorldServer:

Set Quote Status automatic action
Advanced Quote Approval Process Workflow

The following scenario is based on the sample Advanced Quote Approval Process Workflow, which is designed to automate the quote-approval process.

A client user creates a quote request in TransPort. WorldServer regards the quote requester as the Submitter in the workflow.

On the WorldServer side, Client Managers may receive an email notifying them that they have a task assigned. WorldServer regards the Client Manager as the Client Account Manager in the workflow. The email includes a link to the WorldServer login page and theTask Listing page for that project.

From the Task Listing page, a Client Manager selects the task and:

Clicks	To
Edit	Open the Edit Quote page. At this point, the Client Manager can update the quote details, as well as upload quote documents, and save the quote. WorldServer displays the following information as read-only, which cannot be changed during quote creation: Status. The initial quote status is set to Requested. Requested By. If the Client uses a workflow-based quote-approval process, the Client Manager cannot create a quote on behalf of the client user in WorldServer.
Complete	Complete the task. In the Complete Tasks dialog box, the Client Manager chooses the next step, adds an optional comment, and clicks OK to move the workflow along. For example, the Client Manager can select: Quote document ready for approval, which changes the status to Pending Approval Insufficient information to prepare quote, which changes the status back to Requested

Note that WorldServer users with the appropriate permissions can also view workflow-based tasks from the:

Quotes page where they can choose a task link listed in the Quote Processing Task column.
Projects page where they can choose a project link that opens the Task Listing page for the project.

If the Client Manager chooses Quote document ready for approval and clicks OK, the Set Quote Status automatic action updates the status to Pending Approval. If the quote requester (Submitter) is assigned to the next workflow step, the TransPort Home page displays a quote action item in the user's To Do list.

On the TransPort side, client users receive an email notifying them that they have a task assigned. A client user can click on the quote

action item from the To Do list or select the quote from the Quotes page. In the Edit Quote page, the client user can scrutinize the quote details. Note that only client users with the appropriate permissions can modify the quote and click Save and Request Update.

To advance the quote-approval process, the client user clicks the

action item. In the Open Response Items dialog box, the client user browses the available steps configured in the workflow. For example, the client user can select:

Step	To	Status changes to
Approve the quote	Create a translation project based on the approved quote	Approved
Abandon the quote	Place the project on hold or abandon the project entirely	Abandoned
Request updates to quote based on changes	Revise the quote and request an update	Requested

After choosing a step, the client user must Submit Response to complete the task. If a client user selects Approve the quote, the Set Quote Status automatic action updates the status to Approved and the workflow may finish. Depending on the permissions, the TransPort Quotes page displays a Create New Project link, which the client user can use to create a project based on the quote.