Rules Engine

MonetizeNow's rules engine lets you describe your business policies once, as IF this, THEN that rules, and have MonetizeNow apply them to every quote.

For example:

• IF any line is discounted more than 50% THEN the Deal Desk must approve the quote.
• IF payment terms aren't Net 30 THEN Legal must approve.
• IF the billing contact has no full address THEN stop the rep from submitting.
• IF Analytics Seats are on the quote without Gold Support THEN suggest the upsell.
• IF Platinum Support is sold THEN add the service-level wording to the quote.

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How the rules engine works

Explanation

One engine, several kinds of rule

Every kind of rule uses the same condition builder. What differs is the THEN: what happens when the rule matches.

This page covers the IF part, which works the same everywhere. Approval rules, validation rules and conditional terms are checked against quotes; the screenshots here use approval rules.

Conditions and criteria

The IF part of a rule is made of conditions, numbered 1, 2, 3…

Each condition:

1. looks at one kind of record, its target object: the Quote, its Quote Offerings, its Quote Items, its Quote Conditional Terms or its Quote Documents;
2. contains one or more criteria (a field, an operator and a value), such as Discount Percent > 50.

The key idea: all the criteria in one condition are checked against the same record. Separate conditions are checked independently.

• "Analytics Seats has a discount over 50%" → one Quote Item condition with two criteria (Product = Analytics Seats, Discount Percent > 50). It only matches if a single line is both.
• "Analytics Seats is on the quote, and any line has a discount over 50%" → two conditions. They can be matched by different lines.

A condition on Quote Offerings or Quote Items is true if any offering or item matches. Use an aggregate condition to look at them together.

flowchart TD
    Q[Quote] --> O1[Quote Offering: Time Lord Enterprise]
    Q --> O2[Quote Offering: TARDIS Data Warehouse]
    O1 --> I1[Quote Item: Analytics Seats]
    O1 --> I2[Quote Item: Gold Support]
    O2 --> I3[Quote Item: TARDIS Data Warehouse]

Quote Offering and Quote Item conditions can also use fields from their parents, for example Quote Offering → Offering Name or Quote → Net Terms on a Quote Item condition.

How conditions are combined

The IF dropdown decides how conditions combine:

Each condition has the same dropdown, including Custom Logic Is Met, for combining its own criteria. Each condition also has a NOT box that reverses its result (true becomes false).

!= or NOT? Which one to use

These two look alike but answer different questions when a condition looks at Quote Items or Quote Offerings, because a quote has many of them.

So:

• To check that a product is missing from the quote, use = with NOT (or Product = Gold Support with NOT in custom logic). Don't use !=.
• Use != (or Not In) when you want to describe one line, usually together with other criteria in the same condition. For example, Product != Gold Support and Discount Percent > 20 means "a line other than Gold Support has more than 20% off".

On the Quote itself there's only one record, so the two are the same: Net Terms != Net 30 and NOT [Net Terms = Net 30] give the same result.

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Tutorial: your first rule

Tutorial. About 5 minutes. You'll build an approval rule that sends any quote with a line discounted more than 50% to the Deal Desk team, then test it on a real quote.

You need: Tenant Admin or Sales Admin, and at least one quote.

1. Start a new rule

Go to Settings → Rules → Approval Rules and click New. Enter a Name, Deep discounts need Deal Desk approval, and a Description.

2. Choose how conditions combine

Leave IF as All Conditions Are Met.

3. Choose what to look at

In condition 1, change the target object from Quote to Quote Item: you want to check each line.

4. Add the criterion

Set Compare From Field to Discount Percent, Operator to > and Compare To to 50.

5. Say what happens

Under THEN, open Approver 1, switch to the Team tab and choose Deal Desk.

6. Test it

Expand Test Rule, choose a quote (here, Bad Wolf Media – Enterprise expansion, which has Analytics Seats at 55% off) and click Test Rule. Green results mean the rule matches this quote; each condition shows its own result.

7. Save

Click Save. From now on, every quote with a line discounted over 50% needs the Deal Desk's approval.

What you learned: a rule is a target object, criteria, a way to combine them, and an outcome, and you can test it on a real quote before it affects anyone.

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How-to guides

Combine conditions with custom logic

How-to

1. Add each condition you need with + Add Condition (under the conditions). They're numbered 1, 2, 3…
2. Set IF to Custom Logic Is Met.
3. Type the formula using the numbers, AND, OR, NOT and brackets, for example (1 OR 2) AND NOT 3.

Every condition must appear in the formula, and every number must match a condition:

• 1 AND (2 OR 4) isn't valid if there's no condition 4, or if condition 3 is missing.
• 1 OR 2 isn't valid if the rule has only one condition.

Use the copy icon on a condition to duplicate it, and the bin icon to remove it.

Check two things on the same line

How-to

Add both criteria inside one condition with + Add Condition within that condition's box. Both are checked against the same Quote Item.

Compare one field with another

How-to

In Compare To, change Value to Field and choose the other field. You can pick any field of the same type from the same target object, including its parent's fields (for example Quote → Contract Start Date on a Quote Offering condition). For example, Expiration Date > Field: Contract Start Date catches quotes that would still be open after the contract should have started.

This is most useful with custom fields synced from your CRM, for example comparing the quote's expiration date with an opportunity close date mapped through Salesforce or HubSpot field mapping.

To allow some slack between two dates, use the Differs From Date Field operator instead. You set how far apart they may be (More Than / Less Than a number of days, weeks, months or years) and in which direction (Before, After or Either Direction). For example, Quote Offering → Start Date differs from Contract Start Date by more than 5 days after.

Count, sum or compare lines (aggregate conditions)

How-to. Quote Offering and Quote Item conditions only.

An aggregate condition looks at all the offerings or items that match the condition's criteria, together.

1. In a Quote Item (or Quote Offering) condition, set the criteria that pick the lines, for example Product In Analytics Seats, Platinum Support.
2. Click + Aggregate Condition.
3. Choose the Operator and, where needed, the Field and Value, for example Has Different Value on Quantity.

For Quote Items, tick Evaluate each offering ramped segment individually to check each scheduled-change segment on its own. For example, quantities must match within each segment but can differ between segments.

On amendment and renewal quotes, deleted offerings and items are ignored unless you tick Include Deleted Records on the condition.

Check every day of a quote

How-to. Approval rules, validation rules and conditional terms only.

The FOR dropdown sets how dates on the quote are treated:

Use Every day of the Quote for rules like "Silver and Gold can't be on a contract at the same time". An amendment that upgrades from Silver to Gold, with no overlapping dates, then passes.

Test a rule

How-to

1. Expand Test Rule at the bottom of the rule.
2. Choose a quote in Choose a quote to test rule against.
3. Click Test Rule. You'll see whether the rule is valid, whether it evaluated to true, and the result of each condition.

True means the rule applies. For an approval rule, true means the quote needs this approval. Testing never changes the quote, and works before you save.

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Rules worth building

Ideas

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Reference

Target objects for quote rules

Operators

The operators you can choose depend on the field's type.

Compare To

Custom logic syntax

Every condition must be used, and every number must refer to a condition that exists.