Introduction
The Auto-Assignments feature allows Admin users to set up automation rules that automatically assign a user or team to line items when certain configured criteria are met.
Auto-Assignments operate at the line item level, not at the quote level, and users or teams are auto-assigned in the following scenarios:
- When parts are uploaded or manually added to quotes
- When line items are refreshed
- When line item criteria like the quoted part, prices, requested quantities, lead times, etc. change
Navigating To The Auto-Assignments Page
To configure Auto-Assignment rules for your instance of Supplyframe CPQ, go to the System Settings page. Only Admin users are able to access System Settings. Then click on Auto-Assignments in the lefthand side menu to access the page below.
Adding New Auto-Assignment Rules
To add a new auto-assignment rule, click the + Add Rule button. A pop up titled Add Assignment Rule will appear, which is where you can create new auto-assignments. Start by entering a "Rule Name".
Criteria
Next, move onto the Criteria section to specify the conditions that must be met for this rule to apply. Click on the "Select a Field" dropdown and select the rule criteria that best applies to your new rule:
The following is a full list of all criteria options that are available:
- Currency
- Currency Code
- Customers
- Customer
- Customer Category
- Customer Region
- Customer Type
- End Customer
- Parts
- Auto-Match Result
- Category
- Customer Part Number
- Internal Part Number
- Manufacturer Part Number
- Part Lead Time
- Part Manufacturer Name
- Part MOQ
- Packing Method
- Part Requested Quantity
- Product
- Stock
- Sub-Category
- Tariff Code
- Tariff Type
- Quotes
- Quote Reason
- Quote Type
- Line Items
- Extended Price
- GP%
- Line Item Status
- Suggested Price
- Quote Target Price
- Suggested Target Price
- Customer Metadata (Options vary by your account)
- Catalog Metadata (Options vary by your account)
Once you've chosen a criteria, choose the operator you wish to use to construct your rule:
Note that the operators may differ from criteria to criteria. However, common operators you may see in this dropdown include:
- =
- >=
- <=
- <
- not =
Lastly, choose or enter the a value. Similar to the operators field, this last step may differ based on the criteria you've chosen. Some criteria such as Extended Price allow you to type values:
While others like Part Category will display a dropdown that shows unique values from your master data.
If needed, you can also create more complex criteria by adding additional conditions. Click the '+' button to add a new condition:
When a new condition is added, CPQ will by default set the relationship between the first and second conditions to AND. This means that both the first and second condition must be met for this rule to apply. Admins also have the ability to set this field to OR as well.
Assignee
Next, choose the user or team you'd like to assign when this rule is applied. Use the search feature to narrow down results and select an option from the list.
Days To Complete
Lastly, enter how many days the assigned user or team will have to complete the line item assignment. The due date counter begins as soon as a user or team is automatically assigned to a line item.
Due dates are available for reference in list view when you hover over the Assignee column.
As well as in the side panel that opens when you click into the Assignee field in list view.
In the My Tasks and Team Tasks tabs of the Quotes page, "Overdue" lines can be seen in the rightmost column of the table.
Auto-Assignment Rule Priority
Once you've added your Auto-Assignment rules, the next step is to determine the priority in which the rule should be applied. To do so, drag and drop your Auto-Assignment rules using the leftmost column of the table below.
When lines are added, refreshed, or when line item criteria change, CPQ will cycle through these Auto-Assignment rules and attempt to assign the highest priority user or team that meets your line item's criteria. If the first rule cannot be applied, CPQ will check the next, and so on and so forth.
Active Column
Admins also have the option to determine which Auto-Assignment rules should be active. Select or de-select the checkboxes in the Active column as appropriate.
Edit & Remove Auto-Assignment Rules
Use the Edit and Remove options in the rightmost column of the Auto-Assignments table as needed:
Save
After you make any change to your Auto-Assignment rules, make sure to select Save to register your updates.