Quote Approval Admin
Admin configuration guide for quote approval settings, branded approval emails, tokens, conversion behavior, and dashboards
Use Quote Approval Settings from the Settings app in QA:
https://exodus--vesper.sandbox.lightning.force.com/lightning/n/Quote_Approval_Settings
Admin Surface
Quote approval administration covers:
| Surface | Purpose |
|---|---|
Quote_Approval_Settings__c | Org-level approval behavior and email settings. |
Quote_Approval_History__c | Submission, review, decision, and email evidence. |
quoteApprovalSettings | LWC settings editor. |
quoteApprovalDashboard | Operational approval queue and metrics. |
quoteApprovalReviewAction | Approver decision action. |
quoteApprovalSubmitAction | Sales submission action. |
QuoteApprovalSettingsController | Server-side settings API. |
QuoteApprovalEmailService | Approval communication. |
Settings Fields
| Field | Admin meaning |
|---|---|
Enable_Approval_Request_Email__c | Send request email when a quote is submitted. |
Enable_Approved_Email__c | Send approved email after decision. |
Enable_Rejected_Email__c | Send rejected email after decision. |
Enable_Internal_Activity_Notifications__c | Create/notify internal activity for approval events. |
Processing_Team_Emails__c | Additional operational recipients. |
Token_Expiry_Hours__c | Expiration window for approval tokens or external review links. |
Auto_Convert_On_Approval__c | Convert approved quotes when policy allows. |
Auto_Send_Invoice_On_Conversion__c | Send invoice after conversion when enabled. |
| Shared branding | Approval email action buttons inherit Company Branding colors. |
Do not enable auto-conversion or auto-invoice behavior without a QA quote that exercises approval, conversion, invoice, and payment readiness.
Email and Branding
Quote approval emails use the shared branded email shell. Check Email & Notifications Settings before diagnosing email layout because approval emails inherit company branding, including action button colors.
After changing approval email behavior:
- Submit a sandbox quote.
- Confirm request email recipients.
- Approve and reject separate test quotes if both email types changed.
- Use
ResendApprovalEmailorResendThisApprovalEmailto confirm resend behavior. - Verify
Quote_Approval_History__crecords capture the email activity.
Approval State Rules
Sales users submit through the Quote action. Approvers review through the Quote record, approval list, or dashboard.
Admin rule:
| Change | Required validation |
|---|---|
| Approval email toggle | Submit a test quote and inspect history. |
| Processing team recipients | Confirm all intended recipients receive the message in QA. |
| Token expiry | Confirm expired tokens fail cleanly and fresh tokens work. |
| Auto-convert | Confirm the resulting Sales Order, Opportunity, and payment context. |
| Auto-send invoice | Confirm invoice creation, recipients, email history, and payment link assumptions. |
Dashboards
Use these dashboards after settings changes:
| Dashboard | Use |
|---|---|
| Quote Approval Dashboard | Current pending requests and decision mix. |
| Quote Approval SLA Dashboard | Aging, bottlenecks, and stale approvals. |
| Metric Integrity Dashboard | Data-quality issues that can undermine approval metrics. |
Common Admin Issues
| Symptom | Check |
|---|---|
| Submission fails before email | Quote validation, required payment plan, item rules, quote status. |
| Approver cannot review | Permission set group, quote object access, approval action access. |
| Email looks unbranded | Email & Notifications Settings and the shared email shell. |
| Email recipients are wrong | Processing team emails, contact email, notification profile, order/quote email settings. |
| Dashboard counts look stale | Approval history, report filters, dashboard refresh, metric integrity issues. |
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