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How to Set Up Approvals for Salesforce CPQ in Prelay
How to Set Up Approvals for Salesforce CPQ in Prelay
Chris Zuby avatar
Written by Chris Zuby
Updated over a week ago

Prelay’s integration with Salesforce CPQ allows Account Owners and Approvers to consume all quote approval information from a single place. Prelay utilizes your existing Salesforce Approval automation to drive workflows remotely, while keeping every comment, decision, and notification in sync.

Instructions

  1. Configure Assist Type. To get started, you’ll first need to create a new (or use an existing) Assist Type dedicated to CPQ Approvals. Within the Assist Type definition, make sure the “Include Approval workflow” toggle is set to ON.

    Note: The Approval Completion Type will be ignored for CPQ Approvals as the completion type is defined within Salesforce. Leave it set to the default value of Unanimous.

  2. Set up back-end automation. Next, you’ll need to add an automation rule to detect the creation of a new quote in CPQ and subsequently create a related Assist:
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    • Within the “When this happens” portion, select “CPQ Quote Approval is Created”

    • Then choose a specific Approval Process (defined in Salesforce) that correlates to the workflow for the relevant CPQ Quote. If your Prelay environment is connected to Salesforce, you’ll automatically see this list populated with all standard approval definitions.
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    Note: Prelay covers quote approvals for both the "standard" approval process (image 1) and the "advanced" approval process (SteelBrick Salesforce CPQ) (image 2).
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    Within the “Then do this” section, choose “Create an Assist” and then select the Assist Type defined in the first step. Provide a name for the Assist that describes what the approval is for. Note: The Quote ID from CPQ will be added to the beginning of each Prelay Assist name


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  3. Kick-off the new process. Now that configuration is complete, submit a quote in Salesforce CPQ for approval to trigger the new workflow with Prelay.


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    Once a quote is submitted for approval, Prelay will automatically create an Assist with the owner set to the quote creator. Any context provided by the quote creator in Salesforce will automatically display in the comments section of the Assist. Comments made from Approvers will also be displayed and reflected back in Salesforce on the quote object.

    Information about the overall quote, as well as individual line items, are displayed directly within the Assist. For quotes with many line items, you can expand the quote information to show all fields. Additionally, if users need to view the quote object in Salesforce, Prelay provides a link for quick access.


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    The Approvals widget, displayed to the right, provides a view into the Approvers that have been added and the status of their decision regarding the quote. Approvers can approve or reject directly from within Prelay and the decision will be recorded and synced back to Salesforce.

    Notifications

    Prelay distributes notifications for Approvals across the following channels:

    • Email

    • Slack

    • Microsoft Teams

    These notifications include Assist metadata and Quote and Line Item details. Below are examples of what Approvers see when assigned a new Approval. Prelay includes a link back to the Assist if additional context is needed, as well as a link back to the Quote object in Salesforce.
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    ​Email


    Slack


    MS Teams

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