1. Business Scenarios

ShareCRM CPQ helps you quickly, efficiently, and accurately handle pricing and quotation workflows to improve sales efficiency and resolve common business pain points:

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Collaborative Quoting

Problem: Ironically, strict rules introduced to improve quotation control can become bottlenecks. For example, an order may require manufacturing approval to confirm Inventory availability, or multiple sales managers must sign off on a Quotation. While these rules aim to ensure accuracy, too many approvers often delay the process and risk losing the deal.

Guided Accurate Quoting

Problem: Making promises you cannot keep. If sellers lack visibility into organizational changes, product availability, or allowable discounts, they may over-promise to win deals. Keep sales teams informed of current prices, product lines, acceptable discounts, and order availability so they provide realistic Quotations.

Bundled Product Configuration

Problem: CPQ lets you preconfigure product bundles to cover all valid combinations.

Dynamic Pricing

Problem: Pricing rules in CPQ let you adapt to dynamic pricing requirements to close sales effectively.

If any of these scenarios describe your situation, CPQ is likely a good fit:

• You sell a wide range of complex products.

• You sell products combined with services (e.g., device sales + repair).

• You want to accelerate Quotation generation across products or services.

• Your products require customized Quotations with constrained, interrelated options.

• Your end-to-end process needs integration with surrounding systems such as CRM and ERP.

2. Product Overview

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• Configure multi-level product structures: define multi-level product hierarchies including parent-child relationships, option parameter details, child pricing rules, and dependency constraints.

• Configure Attributes and Attribute Values: after linking Attributes to Products, assign Price Lists and prices to Attribute Values to support multiple prices for the same Product (single product, multiple prices). This includes creating Attributes and Attribute Values, linking Attributes to Products, and configuring Attribute Price Lists.

• Quotation / Order usage: during Quotation or Order creation you can select product bundles to enable efficient ordering of complex products. The flow includes selecting a bundle, choosing parent (master) Attribute Values, selecting child components, setting child Attribute Values, editing child prices and quantities, and editing parent prices and quantities.

3. CPQ Operations

3.1 CPQ Configuration

3.1.1 Enable CPQ

After purchasing CPQ, go to Business Rule Management > Mid-Sales Configuration > CPQ Configuration in the admin console to find the CPQ enable switch. Turn this switch on to activate CPQ capabilities for the tenant.

Note: This switch is irreversible once enabled.

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CPQ Enable — details

• Once enabled, the CPQ switch cannot be turned off. Printing and other related toggles should be selected based on your business scenario.

• After enabling CPQ, ShareCRM Quotations and Sales Orders support complex Products and pricing; other modules are not supported yet.

• When CPQ is enabled, Quotations and Orders automatically receive a “Level” field.

  • This field appears only in the Quotation, Quotation Line, Sales Order, and Order Product print templates and can be shown via layout configuration.

  • In admin, Quotation Line and Order Product objects allow editing a default value for the “Level” field. The default is “[.]” and the system only accepts one of “[.]”, “[-]”, or “[ _ ]”. Any other value or formula falls back to “[.]”.

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• After enabling CPQ, Price Lists can only set discounts/prices at the product-bundle (parent) level; child product prices/discounts cannot be set directly in Price Lists. If a bundle is selected in a Quotation or Sales Order and its children are configured, the final bundle price is calculated according to the Price List discount.

3.1.2 Enable Standard BOM

Path: Business Rule Management > Mid-Sales Configuration > CPQ Configuration > Enable Standard BOM

Turning on the Standard BOM switch allows creating and maintaining Standard BOM bundle Products in the Product Bundle object.

Once enabled, the Product Bundle create/edit page’s BOM Type single-select supports the “Standard BOM” option.

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3.1.3 Product Configuration Modes

Path: Business Rule Management > Mid-Sales Configuration > Product Configuration > Product Configuration Mode

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3.1.3.1 Default Mode

Overview: Default out-of-the-box mode. Product selection path: search products by filter, choose products from the results list (supports multi-select). If a parent product or bundle has Attributes, you can configure them in the list. For bundle Products, child configuration is managed separately via the Configure button which opens the configuration page.

Use case: Complex product BOMs where you need to inspect child components during selection; child components have Attributes (e.g., model) that must be set during selection.

Example: Machinery — an industrial machine may include power systems, control systems, actuators, sensors. Power systems might include DC motors, AC motors, stepper motors, or servo motors. When configuring, users select subsystem components and motor types.

3.1.3.2 Cart-Style Ordering

Overview: Requires Attributes or CPQ enabled. Supports an e-commerce Cart experience where all product selection, BOM configuration, and quantity edits happen in one place.

Use case: When multiple different products (standard and bundle) must be chosen at once, with varying quantities and many model parameters.

Example: A data center purchase including servers, storage, and network devices: storage requires capacity selection, network requires model selection, and servers have complex BOMs with many child parts.

Example server configuration: 1. Base config: CPU: Intel Xeon Platinum 8280, 64 cores, 2.5GHz; RAM: 256GB DDR4 ECC Registered; Storage: 2TB NVMe SSD 2. Optional upgrades: CPU upgrade to Intel Xeon Platinum 8380, 128 cores, 3.0GHz; RAM expansion to 512GB or 1TB; additional storage options 3. Add-ons: GPU, NICs, PSU 4. Software options: OS and virtualization platform

3.1.3.3 Attribute-Guided Ordering

Overview: Requires Attributes enabled. Product Attributes guide configuration through progressive prompts or sales scenarios, allowing sellers to configure complex BOMs by answering sales-oriented questions without needing to know BOM internals.

Use case: Technically complex BOMs or many sales parameters where sales reps configure by selecting customer-use scenarios that filter child components.

Example: E-Signature product families segmented by use-case; sales reps select the scenario and Attributes to produce the configured product.

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3.2 Business Operation Guide

3.2.1 Product Bundle Management

When CPQ is enabled, the tenant gains a Product Bundle object used to create BOM-level bundle Product data.

3.2.1.1 Create a New Product Bundle

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Basic fields explained:

• Parent Product: Lookup to Products. The parent can be the actual sellable Product or a virtual Product created to act as the parent. Note: once a Product is used as a parent, it cannot be sold individually.

• BOM Type: Default is “Configuration BOM” for customizable Products. If Standard BOM is enabled, you can choose between:

  • Configuration BOM: for customizable Products that allow option selection during ordering.

  • Standard BOM: for standardized Products with fixed Bills of Materials for production and Inventory Management.

• BOM Purpose: single-select to specify the use case. Two options are provided:

  • Sales BOM (default): used for sales configuration and quoting. Sales BOM Product Bundles can be added in:

    • Preset objects: Opportunity, Quotation, Contract, Sales Order, etc.

    • Custom objects: Sales BOMs can also be used via CPQ plugins attached to custom objects for greater flexibility.

  • Service BOM: for service-related configuration and management.

• Bom Version:

  • Auto-increment ID to manage multiple BOM versions for the same parent Product.

  • The system assigns a unique number to each new BOM version that increments as new versions are added.

3.2.2.2 Create Product Bundle from Product

• On the new or edit Product page, after entering basic information, use Save and Configure Product Bundle to open the Product Bundle configuration page. The current Product is pre-filled as the parent. picture coming soon:

• On the Product detail page, under the Product Bundle tab, click the add icon to add a Product Bundle with the current Product as default parent. picture coming soon:

• From the Product list page you can also enter direct Product Bundle configuration. picture coming soon:

Note: This entry shows all Products where “Is Bundle” = Yes. Selecting a Product here configures that Product’s Product Bundle.

3.2.2 Bundle Child Configuration

Supports Add Product and Add Group.

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• Add Product:

  • Opens a Product selection modal that supports adding standard Products and bundle Products. If the Product selection dialog marks “Bundle Product” as No, the selected item becomes a standard child. If “Bundle Product” is Yes, the selected bundle becomes a child and is treated as a “reusable BOM.”

  • Reusable BOMs can be referenced by multiple parents; changes to a reusable BOM propagate to all bundles that reference it.

• Add Group:

  • Group child Products by scenario, type, etc. You can create an empty BOM by adding just a group and adding children later. Group settings:

    • In-group option control: constrain selections to single-select or multi-select.

    • Single-select: set whether a selection is required.

    • Constraint type: choose “single-select” to force only one selection per group.

    • Required toggle: require at least one selection when submitting the configuration.

    • Multi-select: set min/max number of selectable child Products for the group.

    • Quantity limits:

      • Minimum child count: validation to ensure at least this many children are chosen.

      • Maximum child count: validation to cap the number of children selectable.

    • Enabled status: default = enabled. Setting to No disables all children in the group for bulk deactivation.

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• Each child Product can itself contain child Products to form multi-level hierarchies. Save to complete configuration. picture coming soon:

3.2.4 Constraint & Dependency Rules

1. Product constraints

• Product constraints define relationship rules between Products with support for “Must Select” and “Not Allowed” relationships. This feature supports product-to-product constraints only; it does not support BOM-level or Attribute-level constraint maintenance.

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1. Product attribute constraints: Used for constraints between child components in a BOM. If Product Attributes are enabled, you can define constraints at the Attribute dimension.

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• Constraint types include Must Select, Not Allowed, and Must Select within a Range. Example:

  • If processor == I5 then core count must be 4 cores (auto-selected and locked).

  • If relationship is Not Allowed, selecting 4-core disables that choice. picture coming soon:

• Must-select range: e.g., if core count = 4 cores, GPU brands must be selected from an allowed list (e.g., ASUS, YOKO, HISENSE, HITACHI); other brands are disallowed. picture coming soon:

• If you need to constrain quantities across other Parts (Parts quantity dependent on core count), use advanced formulas. This requires requesting the Quote Engine feature flag. After approval, the Advanced Formula feature is available. picture coming soon:

• Constrained child quantities can be set as fixed values or computed via formulas. During selection, constrained child quantities (e.g., GPU count) will default according to the formula. Users may change them, but if the final selection violates the quantity constraint at submission, the system prompts a warning and requires confirmation. picture coming soon:

3.2.5 Configure Product Attributes

• Create Attributes and Attribute Values

  • Manual creation:

    • Path: CRM > Product Management list > Attributes list

  • Import (see help for import instructions)

• Define Attributes and Values:

  • Define an Attribute first, then its Attribute Values. You can copy or delete values and reorder rows by dragging.

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• Link Attributes to Products:

  • Once linked, you can configure the allowable Attribute Values and display the Attribute and its values on the Product detail page.

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• Attribute Price Lists:

  • Attribute Price Lists link to a master Price List and select the applicable Price List scope. Edit Attribute Price List lines to set different prices for different Attribute Values so the same Product can have multiple prices.

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3.2.6 Select Attribute Values at Ordering

When ordering, select a Product and its Attribute Values. Pricing comes from the Attribute Price List and the chosen Attributes and Values display on the list page.

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3.2.7 Product Quotation & Ordering

When creating a Quotation or Sales Order, choose Products, filter bundles by Attributes, select bundle Attribute Values, choose child components, set prices and quantities, and generate the Order.

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3.2.8 ERP Integration

ShareCRM supports integration with mainstream ERP systems for seamless handoff: Orders and Products ultimately map to ERP Materials (BOM) and Orders.

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Note: Contracts, Orders, and Quotations are unified and already support CPQ.