PandaDoc

Availability: PandaDoc CPQ is a paid add-on for the Enterprise plan.

Leverage the power of conditional approvals with PandaDoc CPQ to automate document approvals. Using quote data fields you can create flexible, rule-based workflows that respond to specific quote data in real time.

Conditional approvals for CPQ workflows allow you to use both quote builder block values such as Document value, Line item discount, Total discount, or Line item discount total AND quote variables (quote data fields), such as product name, quantity, terms, or custom values, to define approval rules.

How to set up conditional approvals with quote variables

You need to define the quote variables you’d like to use for approval automation, extract data using quote rules, and then select the created quote variable in the conditional approvals setup. 

Start by creating your quote variables:

Open a quote builder block  in your template 

Select the Quote data fields icon next to the gear icon 

Set up data fields for your quote (e.g., selected products, product terms, or quantities).

1. Open a quote builder block  in your template 
2. Select the Quote data fields icon next to the gear icon 
3. Set up data fields for your quote (e.g., selected products, product terms, or quantities).

Go to the Rules tab in your quote to create rules  to dynamically update the quote variables based on selections/values in the quote.

For example, you can extract the product name into a variable like "Selected Products":

Another example would be to calculate a custom value like "Products QTY"

1. Go to the Rules tab in your quote to create rules to dynamically update the quote variables based on selections/values in the quote.
2. For example, you can extract the product name into a variable like "Selected Products": 
 
 
 
 
3. Another example would be to calculate a custom value like "Products QTY" 
 
 
 
4. Save your quote changes.

Now that you’ve created your quote variables and set up quote rules to automatically extract their values you can create conditional approval rules:

Navigate to the Workflow tab of your template.

Turn on Approval settings for the quote and add approvers or approver groups.

Select +Add condition and configure rules based on quote variables or pricing table data.

1. Navigate to the Workflow tab of your template.
2. Turn on Approval settings for the quote and add approvers or approver groups.
3. Select +Add condition and configure rules based on quote variables or pricing table data.

Best practices for conditional approvals with PandaDoc CPQ 

Combine conditions with AND/OR operators to build flexible workflows.

Apply Contains, Not Contains, Equals, Not Equals, More than, or Less than operations for precise conditions.

Extract quote variable values with quote rules for dynamic updates to ensure accuracy.

Save and test your approval workflow with different scenarios to ensure conditions trigger as expected.

- Combine conditions with AND/OR operators to build flexible workflows.
- Apply Contains, Not Contains, Equals, Not Equals, More than, or Less than operations for precise conditions.
- Extract quote variable values with quote rules for dynamic updates to ensure accuracy.
- Save and test your approval workflow with different scenarios to ensure conditions trigger as expected.