Get Started 101 - Set-Up

by Community Manager on ‎05-03-2017 05:15 PM - edited on ‎05-03-2017 05:23 PM by Community Manager

OVERVIEW

Get your Salesforce CPQ org up and running quickly with this setup walkthrough.

 

DETAILS

Set up a Professional Version instance

Salesforce Professional Edition does not have profiles, field-level security or page layouts, so you'll need to follow a few more steps when installing Salesforce CPQ in a Professional Edition instance.

 

Professional Edition handles field-level security through page layouts: Fields that aren't on the page layout are hidden everywhere in your org, including reports, list views and search results.

  1. Add the fields you want visible to the page layout for each object.  
  2. Add the following fields to the Quote Line object page layout:  
    • Product Code
    • Product Name
    • Product Family
  3. Add the Document ID field to the Quote Document page layout so that users can view the generated quote document.
  4. If your organization plans to set up product bundles, add the following fields to the Product Options page layout:
    • Product Name
    • Product Code
    • Description
    • Product Configuration Type
    • Price Editable
  5. If your organization plans to set up block pricing, cost-plus-markup pricing, or any special additional features, make sure the appropriate price fields are on the page layouts as well.

Review a video walkthrough for page layout editing here.

 

Installing Upgrades

We'll email you with a link to the newest version of Salesforce CPQ as soon as it's available.

  1. Select the installation link in the email.
  2. If you are installing into a sandbox, replace the “login.salesforce.com" portion of the installation link with “test.salesforce.com”.
  3. Enter your username and password for the target org in which you want it installed.
  4. Review the upgrade details, then select Continue.
  5. If prompted, review third party approval, select Yes, then select Continue.
  6. Review the API access that components have, then select Next.
  7. Choose the security level to grant users upon installation, then select Next.
    1. Grant access to admins only
    2. Grant access to all users (RECOMMENDED)
    3. Select security settings
  8. Select Next.
  9. Check Ignore Apex test failures, then select Install.

Review a walkthrough for installing a Salesforce CPQ package here.

Caution: Salesforce CPQ best practices recommend that users install upgrades in a sandbox first to test enhancements before rolling them out to users in production.

 

WALKTHROUGHS

Create Product Bundles

Customize product bundles for items that are optional or need to be included together.

 

Product Bundles include the following components:

  • Options: Additional products in the bundles that contribute to the bundle price.
  • Features: Categories of options. Options with the same feature may have selection constraints, such as pick one or more and pick 2 of 5. They may contribute to the bundle price based on the Bundled checkbox.
  • Option Constraints: Constraints placed on products defined in the Options related list. They control which options may or may not be purchased together. For example, one battery may be required and included, but any additional batteries can be added/purchased.

Follow these steps to create Product Bundles:

Create Discount Schedules

Discount schedules allow you to specify volume discounts. These volume discounts are based on a percentage of the product's price to be discounted using the quantity purchased or term. You can set the quantity or term ranges in tiers of different discount percentages.

  • Volume Discounts are price reductions based on a schedule of the quantity purchase.
  • Partner Discounts can be given to Quote and Product line items for a quote.
  • Non-Discountable Products are exempt from additional discounts.

Creating Volume Discounts video walkthrough

 

Create Quote Templates

Create and select from a variety of templates when you generate a Quote document. You can customize standard Quote details, such as logo, company name, and terms & conditions. You can also set a default template for your entire organization.

 

Begin using the Quote Template editor

  1. Store your logo in the Documents tab to reference your Quote Template.
  2. Create a Quote Template to reference your logo.
  3. Customize the columns and column headings you want to be listed in the Quote Line Item template section
  4. Create Template Content for any sections you want to be displayed on your Quote Template.
    • These sections may contain many fields and table columns. They are also available in different types, such as HTML, that display different fields with any special formatting you specify. Another type is Line Item that is a placeholder for the table listing quotes line items. The columns in this table are still determined by the Line Columns related list of you quote template.
  5. Create sections that refer to your content.
    • These sections determine the display order of your content while the content determines the information that is displayed.
  6. Select your header and footer content from the appropriate Quote Template.

Create Contracts and Renewals

You may review the contracting process through our video walkthroughs:

  1. Creating a New Contract
  2. Creating and Automating Renewals
  3. Creating an Add-On Opportunity

 

SETUP TIPS

Sandbox

Consider getting a full sandbox account alongside your production org so you can test functionality without affecting your production data. Sandbox orgs also let you provide training and user acceptance testing in a safe environment.

 

Quote Example

Quickly create Quote Templates by using an existing document as a model. If your organization has not generated Quotes, you can test with quotes you've received from business partners, or create a Quote document in a word processing tool. Make sure your Quote samples are reviewed and approved within your organization before you build the Quote in Salesforce CPQ.

 

Logo

Find a logo to display in your Quote document. Assemble these logo files and store them in a folder in your Documents tab - later, you can reference them by their Document ID.

 

Quote Status

Your organization may have a process in place for tracking a Quote through its life cycle. To align Salesforce CPQ with your quoting process, you'll want to update the Status picklist field on the Salesforce CPQ Quote object. By default, this field contains the following values:

  • Draft
  • In Review
  • Approved
  • Denied
  • Presented
  • Accepted
  • Rejected

The first four default values should be used internally, while the last three can be presented to your clients in a Quote Template.

 

Products and Price List

If you're already using price books and products in Salesforce, you're a step ahead! If not, you may have a spreadsheet of your product lines with associated prices, or at least have an idea drafted. Gather these in a list to import.

 

If your products include extra options or optional features and add-on components, you can set these up in Salesforce CPQ as bundles. For these product bundles, make three lists:

  1. One for each product bundle
  2. One for each option available in that bundle
  3. One for the category of each component or option

 

ADVANCED OPTIONS

Approval Process

Your organization may already have an org chart that resembles the flow for each stage in your approval process. You should still diagram this flow so everyone agrees on how a Quote will move from one approval level to another and which Quote attributes drive each decision tree.

 

Multi-Lingual Considerations

Determine the best plan for your non-English speaking users. You can install Salesforce CPQ in a multi-lingual instance, but the components are only available in English.

 

Configure Salesforce CPQ

Depending on your quote process, you may want to change some of the default settings for Salesforce CPQ. To configure the package to meet your business requirements:

  1. Navigate to Setup | View Installed Packages | Configure.
  2. Determine the following:
    • If you want to allow partner discounts at the product line input level
    • If your unit prices require a more or less than two decimal places
    • If you need more than one (included by default) document folder for Quote storage.
    • If you need Solution Groups. When you have data groups that frequently occur on your Quotes, you can organize these as a Solution Group for easy access when building a Quote.
    • If you would like to use additional Product fields when selecting Products. Product Family is selected by default.
    • If you need any additional custom fields to be editable on Quote Line Items.

 

Permissions and Profiles

Depending on your business, you may want to assign certain users the task of setting up Discount Schedules and Contracted Prices. If so:

  • Consider removing these tabs from profiles for other users to avoid confusion.
  • Make sure that only admins have read and write permissions to these objects. This includes removing the Contracted Prices related list from the Accounts page layout of selected users at your discretion.
  • All users should have a least read access to both objects.

If your organization will use Product bundles where reps can select component offerings after adding a product bundle to a quote:

  • They'll need Create permission on the Products object.
  • To prevent reps from creating a Product, remove the Products tab from all their tab sets and make the tab hidden in their profiles.
  • They'll need the Create, Edit and Delete permission on the Product Object option.

If you want users to select a Quote document output type:

  • Select the Allow Output Format Change checkbox on the appropriate user records. This prompts users to create quote documents in Word or PDF.
  • Set the Product Sort Preference field to “Followed” on user records if you are using Chatter and want followed Products to display above other product in product search results.

 

Advanced Page Layout Management

  1. Determine which users should see the Contracted Prices related list on the Accounts page layout.
  2. If you want to change the fields listed in product search results, you'll need to change the Products fieldsets.
    1. Navigate to Setup | Customize | Products | Field Sets
    2. Edit as necessary
    3. All fieldset changes remain when you upgrade to a new Salesforce CPQ version
  3. If you want to change the fields listed in the Edit Lines Page, you'll need to change the Line Editor field set.
    1. Navigate to Setup | Create | Objects | Quote | Field Sets
    2. All fieldset changes remain when you upgrade to a new Salesforce CPQ version
  4. If your approval process requires re-approval when approved quotes are cloned, add the Source field on the Quote object.
    1. This will tell users if the quote was cloned and determine if any changes occurred after the quote was cloned.
    2. A similar Source lookup field also appears on each Quote Line Item pointing to the line item that was cloned.

WHAT'S NEXT?

Products 

Contributors