Overview

In some cases, a quote needs to be modified after it has been approved. By default, transitioning a Quote back to Draft status will remove all the approvals.

An administrator can determine which roles(s) can override this behavior on a case-by-case basis and retain all or some of the existing approvals when transitioning to Draft status.

Administrator Configuration: Role-Based Approval Retention

Tenant Admins can configure which user roles are permitted to retain approvals when editing an approved quote.

This setting controls who sees the "Retain existing approvals" option in the pop-up window; users whose role is not included in the configuration will always have approvals cleared on edit, just like standard users.

To configure this, navigate to Settings > Quote Settings and locate the Approval Retention section. From there, a Tenant Admin can select one or more roles that should be granted the ability to retain approvals.

Read-only roles and roles without quote editing permissions cannot be granted this capability.

What Happens When a User Edits an Approved Quote?

For Users Without Approval Retention Access:

If a user's role has not been granted approval retention access, any approvals already on that quote will need to be obtained again after changes are made. This is the standard procedure to ensure that all changes are reviewed and re-authorized.

The pop-up window will inform the user:

• Editing the quote means the current approvals will be removed.
• The window will show a list of all the approvals that were on the quote. These are the specific approvals that will need to be re-submitted and approved once the editing is complete and the quote is saved.

This default behavior acts as a safeguard, ensuring that any modification goes through the formal re-approval process. This approach prioritizes adherence to established processes and minimizes risk for this group of users, ensuring that individuals without full authority or context for approval validity do not inadvertently bypass necessary checks.

For Users With Approval Retention Access:

Users whose role has been granted approval retention access by a Tenant Admin have more options when editing an approved quote. When the user clicks "Edit" on an approved quote, the pop-up window will show them:

• An option to "Retain existing approvals"
• If the user chooses to retain approvals, all approvals currently on the quote will remain active and in an "Approved" state, even while changes are being made.

This capability is designed to improve efficiency for trusted users, allowing them to make necessary adjustments without triggering a full re-approval cycle for minor edits.