Quote Approval Process, Google Drive/Sheets Connectivity 20241120
This is a process that manages everything from drafting quotations and their approval to recording whether they are won or lost.
After approval by a supervisor, a PDF file of the quotation with a stamp is automatically generated (using Google Sheets and Google Drive).
After the order is confirmed, the result is automatically posted to the in-house SNS.
Worker (#of Swimlane: 3)
Sales
Supervisor
System
Business Flow (Complexity of Workflow: 19)
11. Draft quote details
The sales representative will prepare a quotation
71x. Return response
The sales representative will revise the report and resubmit it.
62. Approval of quote proposal
The sales representative's manager will check the quotation and return it if there are any defects.
83. Submit a quote
The sales representative will submit a quote and inform you of the date and time of delivery.
94. Order/Loss Report
Sales representatives report win/loss results
15x1. Set PDF file name, clear data
The system generates a string from the fixed value and the system variables and sets it to the data item.
51x2. Copy template file
53x3. Table cell update
52x4. Cell Update 1
54x5. Cell Update 2
44x6. PDF File Generation
16x7. Post Set
The system generates a string from the fixed value, system variables, and data item values, and sets it to the data item.
14x8. Post to internal social media
The system will post the value of the specified data item to Open Chat.
Business Process Variables (#of Data Item: 40)
▼ Internal Communication ▼0
Special Project Notesq_Remarks1
▼ Submission Information ▼2
Companyq_Company3
Will be inserted into the PDF
Assigneeq_Assignment4
Will be inserted into the PDF
Representativeq_Representative27
Will be inserted into the PDF
Addressq_Post_Address26
Phone Numberq_Phone24
Email Addressq_Email25
▼ Quote Information ▼5
Estimatorq_Person6
Will be inserted into the PDF
processInstanceInitQuser
(Approving Supervisor)q_Approved22
Service Detailsq_Service28
Terms and Conditionsq_Trade7
3
Quotation Issue Dateq_Issuance8
3 days after the process start date and time. Will be inserted into the PDF
processInstanceStartDatetime.addDays(3)
Quote Expiration Dateq_Expiration9
17 days after the process start date and time.
processInstanceStartDatetime.addDays(17)
◆ Detail Tableq_Table10
Total Display 1q_Label129
Will be inserted into the PDF
Subtotal (excluding tax)
Subtotalq_Subtotal11
The sum of the Amount column in q_Details , which will be inserted into the PDF.
Total Display 2q_Label230
Will be inserted into the PDF
Discounts, etc. 2q_Discount32
Will be inserted into the PDF
Total Display 3q_Label331
Will be inserted into the PDF
Consumption tax
Consumption Tax, etc.q_Tax12
The tax amount is automatically calculated from q_Subtotal and inserted into the PDF.
Label Totalq_Label_Total33
Will be inserted into the PDF
請求合計
Grand Totalq_Total13
#q_Subtotal + #q_Discount + #q_Tax。The results are inserted into the PDF
◆ Footer Messageq_Footer14
Will be inserted into the PDF
Questetra BPM Suite is a workflow product that allows you to transfer business data on the cloud.
It has the unique feature of allowing you to set up business flows with just drag and drop operations, making it possible to systematize even complex business processes such as Approval Flows, Order and Billing Flows, and Claim Handling Flows led by the field.
If you would like to incorporate an automatic PDF generation function for forms, or if you would like us to propose modelling for other business processes,
please feel free to contact Questetra with any requests.
This archive contains the BPMN icons that are not available in the Basic edition.
Notes
You will need to prepare the source file for the PDF quotation in Google Sheets.
If you have a Google Workspace contract, you can generate PDFs without any additional costs.
This Workflow App has some difficult settings, such as “Google Spreadsheet: Multiple Cell Values, Bulk Update (Range Specification)”. We have prepared a detailed manual on the settings, so please contact sales-support@questetra.com if necessary.
In this Workflow App, the process is as follows: Copy the original Google Sheets file → Insert data into the copy file → Download the copy file as a PDF However, the copy file in Google Sheets will remain. Please consider how to delete unnecessary copy files on a regular basis.
