Workflow-based quote approval processes

A workflow-based quote approval process usually starts with a quote request and ends when a quote is approved or abandoned or when someone creates a project based on the quote. Client managers and client users can receive automatic email notifications when tasks are assigned to them. WorldServer processes the quote as a project by creating a project with the same name as the quote.

Prerequisites

If you plan to use a workflow-based approval process, import the following two samples into WorldServer:
  • The Set Quote Status automatic action
  • The Advanced Quote Approval Process workflow

You can find the Set Quote Status automatic action in the \samples\dist\autoaction_samples.zip file of the WorldServer SDK. Your WorldServer administrator can import it by going to Management > Administration > Customization and selecting Automatic Actions in the Custom component type list. You can also import it if you have the appropriate permissions.

You can find the Advanced Quote Approval Process workflow in the \samples\deployment\workflows\quote_processing_workflows.xml file of the WorldServer distribution kit. Your WorldServer administrator can import it by going to Management > Administration > Import Objects. You can also import it if you have the appropriate permissions.The Advanced Quote Approval Process workflow.

Sample scenario

The following scenario is based on the Advanced Quote Approval Process workflow, which is designed to automate the quote approval process:
  • A client user creates a quote request in WorldServer TransPort. In WorldServer, the quote requester has the Submitter role in the workflow.
  • In WorldServer, client managers receive an email message notifying them that they need to work on a task. The client manager has the Client Account Manager role in the workflow. The email message contains a link to the WorldServer login page and to the Tasks page for that project. At this point, the client manager can modify the quote and complete the task step. When the client manager completes the task step, in this sample workflow, selecting Quote document ready for approval changes the status to Pending Approval, whereas selecting Insufficient information to prepare quote changes the status back to Requested.
  • In TransPort, client users receive an email message notifying them that they need to work on a task. On the TransPort Home page, under To Do Items, client users can select Click here to respond to action item The Click here to respond to action item icon in WorldServer TransPort. to advance the approval process. In the Open Response Items for Project <name> dialog box, client users can select the next step configured in the workflow. In this sample workflow, the following options are available:
    Next stepReasonNext status
    Approve the quoteTo create a translation project based on the approved quote.Approved
    Abandon the quoteTo place the project on hold or abandon it entirely.Abandoned
    Request updates to quote based on changesTo revise the quote and request an update.Requested
    After choosing a step, client users should select Submit Response to complete the task. If a client user selects Approve the quote, the Set Quote Status automatic action updates the status to Approved. Depending on their permissions, client users may create a project based on the quote by selecting Create New Project on the TransPort Quotes page.