Validation Rules

A validation rule checks every draft quote against your business policy and shows the rep a message when something needs attention. For example:

• Error: "Add a complete billing address for the billing contact before submitting." The rep can't submit the quote until it's fixed.
• Warning: "Analytics Seats and Platinum Support should have the same quantity." The rep can still submit.
• Info: "Consider upselling from Basic Support to Gold Support." A helpful nudge.

Find them in Settings → Rules → Validation Rules.

Validation rules use the same IF builder as every other rule. For conditions, operators, NOT, custom logic and aggregates, see Rules Engine.

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How validation rules work

Explanation

IF this, THEN show a message

Each rule has two parts:

• IF: the conditions to look for on the quote, for example the billing contact's address line 1 is empty.
• THEN: the level (Error, Warning or Info), the message the rep sees, and where it appears.

When a quote matches the IF, the message appears on the quote. When the rep fixes the quote so it no longer matches, the message disappears.

The three levels

What the rep sees on the quote

A Quote Alerts button appears at the top of the quote, with a count for each level: red for errors, orange for warnings, blue for info. When there's at least one error, the button reads Action Required instead.

Clicking it opens the Quote Alerts panel, which lists every message, errors first.

Where else a message appears depends on the rule's Error Location:

When rules are checked

• Only Active rules are checked. Inactive rules are ignored.
• Rules are checked on draft quotes: when the quote is created and every time it changes, for example when the rep edits a field, a contact or a product. Each time, MonetizeNow clears the old messages and re-checks every active rule, so messages always reflect the quote as it is now.
• Once a quote is submitted, its rules are no longer re-checked.
• A new or edited rule doesn't change existing quotes straight away. It's applied the next time each draft quote changes.

Tip: Messages are for reps, so write them as an instruction: say what to fix, not just what's wrong.

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Tutorial: block quotes without a billing address

Tutorial. About 5 minutes. Requires Tenant Admin or Sales Admin.

You'll build an Error rule that stops reps submitting a quote until the billing contact has an address, and shows the message right under the billing contact.

1. Go to Settings → Rules → Validation Rules and click New.

2. Enter a Name, Billing contact needs a full address, and a Description, Blocks submission until the billing address is complete. Leave Status as Active.

   

3. Under IF, set up condition 1:

   • Target object: Quote
   • Compare From Field: Contacts → Billing Address → Line 1
   • Operator: Exists
   • Compare To: Value, False

   This matches quotes whose billing contact has no first address line.

   

4. Under THEN, choose Error. The hint confirms: Quote cannot be submitted until resolved.

5. In Message, enter Add a complete billing address for the billing contact before submitting.

6. Under Error Location, choose Specific field(s). Open Fields: the field used in your condition is at the top, under Used in this Rule's Conditions, tagged Suggested. Tick Contacts → Billing Address → Line 1 and click Done.

   

7. Optional: expand Test Rule, choose a draft quote and click Test Rule. True means the message would appear on that quote.

8. Click Save.

   

Result: the next time a rep changes a draft quote whose billing contact has no address, they'll see Action Required, the message under the billing contact, and a disabled Submit button. As soon as they add the address, the error clears.

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How-to guides

Choose the right level

How-to

If a situation needs someone's sign-off rather than a fix, use an approval rule instead.

Show the message on a field

How-to

1. Open the rule. Under THEN → Error Location, choose Specific field(s).
2. In Fields, tick one or more fields and click Done. Fields used in your conditions are suggested at the top.
3. Save.

Only fields that appear on the quote page are listed (see Fields you can point to). If a field isn't shown on a particular quote, for example PO Number when PO numbers are turned off, the message still appears in the Quote Alerts panel, just without a Jump to link.

Manage rules

How-to. Requires Tenant Admin or Sales Admin.

Click ⋮ at the end of a rule's row:

There's no delete. To retire a rule, deactivate it.

Fix a rule that isn't firing

How-to

1. Check the rule's Status is Active.
2. Make any change to the draft quote, then check again. Rules aren't applied retroactively.
3. Open the rule, expand Test Rule and test it against that quote. Each condition shows its own result, so you can see which one isn't matching.
4. If you used NOT on a condition with an aggregate, read the note in Rules Engine on NOT and aggregates.

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Reference

THEN settings

Fields you can point to

Specific field(s) can point to these quote fields:

PO Number, VAT Number, Output Language and Amendment Date only appear on quotes where they apply.

Rule list columns

Name, Description, Target (always Quote), Type (Error, Warning or Info), Status, Updated and Created. Use the column filters or Search to narrow the list, and the download icon to export it.

Who can manage validation rules

Related

• Rules Engine: building conditions
• Approval Rules
• Conditional Terms