Quote Visibility

By default, users can only see quotes that they have created. These are accessed by clicking My Quotes in the dropdown located in the upper-left part of the Load Quote page. In order to allow a user to see any other quotes, a quote visibility rule must be created. Quotes a user has been given permission to will be displayed when the Other Quotes option is selected in the same dropdown where My Quotes can be accessed. Quote visibility rules are managed in the Quote Visibility administrative section. This section can be accessed by choosing the link under the Quotes admin menu.

The Cart Visibility administration screen shows the parameters from which a rule can be built: Group, User, and Company. The order in which each is displayed reflects its priority from left to right, with Groups having priority over Users, and Users having priority over Companies. User can join parameters to filter permissions even more, this is explained later.

Click Add New to create a new quote visibility rule. This displays the quote visibility definition page shown in Figure B.

Cart visibility rules have three areas of definition: the first area (Step 1) specifies which users the rule applies to, the second (Step 2) limits which quotes will be seen by the users, and the third (Step 3) specifies the condition under which the quote will be visible. It is only possible to create one rule per combination of User Group, User and Company. For instance user can only create one rule for the user John Smith. User can, though, create a rule for the user group Sales, even if John Smith has been added to that group. In this case, though, the visibility rule created for the Sales group would have priority over the rule create for John Smith.
When a user goes to the other quotes tab, the system runs the visibility rule for every quote in the system. If the condition is met (true) for a quote then the specified user(s) will be able to see that quote. The actions the user is able to perform on these quotes is determined by the workflow set in the Other Quotes area of the Workflow Actions administrative section.
Only shopping cart tags can be used in the condition field for visibility rules. Clicking displays the code builder window where user can access tags and create complex conditional statements. Any quote information can be pulled to use in the calculation, including user information, customer information, custom fields, discounts, cart amounts, and many others. Entering 1 in the condition field allows the selected user(s) to see all quotes generated in the system.

Using Visibility Rules Together

User can create inherited visibility rules to further filter quotes. For example, we create a rule in which the Sales group can see all quotes where the quote creator’s user group is Sales. We then want John Smith, who is part of the Sales group, to only see quotes within his zip code. To do this we first need to create the visibility rule for the Sales group as shown in Figure C.

This rule states that any user in the Sales group will be able to see quotes from the users that are within their group. The <*SAMEGROUP*> tag checks the quote creator’s user group and the user group of the user currently logged in and returns true if the same.
Now, we want John Smith to only be able to see quotes from user’s within his own zip code. To do that we create another visibility group for John Smith as shown in Figure D.

For this rule we select not only John Smith from the User column, but also Sales from the User Group column. In this way we are able to use the Sales visibility rule for John Smith also. This rule uses the <*SAMEZIPCODE*> tag which matches the zip code of the currently logged in user with that of the quote creator’s. So the rule states that John Smith will only see quotes where his zip code matches that of the quote creator’s. Because we’ve selected the Sales group, though, the rule inherits that rule also. So John Smith is allowed to see only those quotes where he has the same user group AND the same zip code as the quote creator’s.

Visibility Rule Examples

All companies have unique needs but there are some commonalities which will be used for quote visibility rule examples. Companies can have many different ways of distributing products and services and hierarchal structures to manage them. For example, a Sales Management group needs to see all quotes that its groups or salespeople generate, which may include individual users, Value-Added Resellers, Wholesale Distributors, Outside Sales Reps, etc. Several quote sharing rules must be created in order to specify who can and cannot see the quotes that have been generated.
There are four groups that need cart visibility rules applied to them:

  • Sales Management: The internal management staff which needs access to all quotes.
  • Sales: The internal sales rep staff which work in territories or specific companies.
  • Channel Rep: Wholesalers, VARs, Distributors.
  • Direct Sales: Center sales personnel, customer service, etc.

The Sales group will be divided into 2 territories, East and West. The Channel Rep group has 4 major stocking wholesalers, 2 in each territory. In addition, they have 5 Value-added resellers assigned to each.
Based on these conditions, four visibility rules can be created.

Rule 1

Sale Management needs access to ALL quotes.

Rule 2

The Sales group should see only quotes within their territory. Jerry Spinger is assigned to East and Opah Windfree is assigned to West. In order to make sure each rep can only see quotes that belong in their respective territory a rule is created using the <*SAMETERRITORY*> tag.

Now every Sales user will be able to see all quotes located within their respective territory. Based on this rule Jerry Spinger will not be able to see Opah Windfree’s quotes, because in there user profile they are in different territories. For more information on assigning users to a territory, see the chapter on Users in the Users section.
The way this rule works is very simple as well. When a user from the group Sales accesses the Other Quotes tab, every quote is evaluated against the tag <*SAMETERRITORY*>. This tag evaluates to 1 (true) if a user who created a quote (quote owner) has the same territory as the logged in user. All quotes will then be visible to the logged in user through the Other Quotes tab.

Rule 3

Channel Reps should see only those quotes they have generated (My Quotes) and all quotes created by their own distributor companies. The Channel Rep group supplies Westcoast Distribution Inc. and Eastcoast Distribution Inc. They need to view all quotes generated by those two distributor companies. In this case the condition is a bit more complex and requires the following expression: [OR]([EQ](<*CO_INFO(COMPANY_NAME)*>,Eastcoast Distribution Inc),[EQ](<*CO_INFO(COMPANY_NAME)*>,Westcoast Distribution Inc)).

The way the above rule works is also very simple. When a user from the Channel Rep group accesses the Other Quotes tab, every quote is evaluated to see whether or not the user who created that quote belongs to a company Eastcoast Distributors or Westcoast Distributors. Those quotes that belong to those companies are then visible.

Rule 4

By default the employee from each company (Westcoast and Eastcoast) can only see their own quotes (My Quotes). In order to allow each user to see quotes from their own company we need the following rule:

The way the above rule works is also very simple. After a user from Channel Rep accesses the Other Quotes tab the user will see all quotes where the quote owner has been added to the same company as the logged in user.

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