Published at: 2026-09-17

Quote

Overview

By configuring quote permissions, price-book strategy, templates, and order-conversion rules in a consistent way, the business can help frontline teams complete standard quotes faster and reduce later document rework and permission disputes.

Before you begin

[!IMPORTANT] - Permissions required: You must have system administrator, CRM administrator, or equivalent back-office configuration permissions. - Prerequisites: Related objects such as customers, opportunities, price books, and orders are already enabled in the current tenant. - Dependencies: If the business already uses price books or order approval, confirm that these capabilities are already running in a stable way.

Step 1: Confirm visibility scope and collaboration boundaries

Quote configuration should first solve not how to create a quote, but who can see it, who can participate, and who can inherit permissions.
Key preset scenarios include:
  • All
  • Owned by Me
  • Participated by Me
  • Owned by My Department
  • Owned by My Subordinates
  • Participated by My Subordinates
  • Shared with Me
Also pay special attention to the following:
  • CRM Administrator can view all data
  • Records in the Voided status are visible only to the CRM administrator by default
If inconsistent data visibility appears after go-live, check these preset scenarios and visibility rules first instead of starting with page configuration.

Step 2: Confirm data-sharing rules

Quote visibility is directly tied to data-sharing rules. Sharing can be configured around owners, owner departments, employees, departments, or user groups. Before company-wide rollout, administrators should decide whether quote management follows a strong owner-based model or a more collaborative team-based model.
Pay special attention to the Owned by My Department scenario. Whether it also covers subordinate scopes depends on the Manager Data Visibility Scope rule, so the department management model should be confirmed together with the permission rule.

Step 3: Prepare price books and product-selection prerequisites

Quotes are closely tied to price books. After price books are enabled, sales selects the customer first, then the price book, and then adds products. If price books are not enabled, sales selects the customer first and adds products directly. Therefore, before configuring quotes, decide whether the company will use a unified price-book model.
If the business uses both manual pricing and price-book pricing, define the recommended front-end path in advance so the frontline team does not develop conflicting habits during quote creation.
Also note these more detailed configuration facts:
  • The switch path is CRM Back Office -> Business Rule Settings -> Price Management
  • Price books cannot be disabled after they are enabled
  • Enabling them automatically initializes the Standard Price Book
  • Force Best Price by Price Book Priority affects both the product-entry pattern on quotes and the default ability to switch pricing
Illustration of the price-book switch location.
If the company plans to use quotes as a standard closing entry point, finalize these switches before user training starts. Otherwise the actual front-end entry points will not match the training material.

Step 4: Prepare print and email templates

Although the system provides a default quote print template, template content still needs adjustment before formal use. At a minimum, administrators should confirm:
  • Whether the required template fields are complete
  • Whether the customer-facing display order is appropriate
  • Whether the email sending process matches the current business workflow
Because the related capability is tied to template management, template configuration is not just a nice optimization. It is a necessary check before quotes are formally rolled out.

Step 5: Confirm order-conversion rules

A quote can be converted into an order only when it is Normal and Unlocked. Therefore, if the company adds approval, locking, or voiding mechanisms, confirm that these mechanisms do not conflict with quote-to-order conversion.
Administrators should also confirm who can execute the conversion. Because owners, owner managers, related team members with read/write permission, and shared users may all participate, the permission model needs to support collaboration without enabling accidental conversion.
At the order stage, the team often continues to handle product discounts, delivery addresses, and approval workflows. So when designing the quote-to-order flow, focus not only on whether conversion is possible, but also on who will continue processing after conversion, whether approval is triggered, and whether fulfillment information must be added.

Step 6: Confirm creation methods and import boundaries

Besides manual entry points, import also has limitations: the Applicable Customer field is not currently supported for import and defaults to all. If the company plans to batch-import historical quotes, the business team should be informed of this restriction in advance.

Pre-launch checklist

Before handing quotes over to business teams as a formal transaction entry point, confirm:
  • Visibility scope, sharing rules, and voided-record visibility align with the current management model
  • The price-book switch and best-price strategy are aligned with frontline training guidance
  • Print templates, email templates, and downstream order-conversion flows have been fully tested together

Result after configuration

After this configuration is complete, quotes should provide the following:
  • Clear role boundaries
  • Stable sharing rules
  • Behavior aligned with price books and product-selection logic
  • The ability to be printed, sent, and converted into orders
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