Creating a rule
- Open Settings → Workflows → Quotes → Approvals and the ruleset the rule belongs to.
- Click New rule and set:
- Name and description — say what the rule is for, e.g. “High Discount Approval”.
- Conditions — one or more of the types below, combined with ALL or ANY.
- Approver groups — at least one.
- Priority — evaluation order within the ruleset; lower runs first.
- Enabled — disabled rules are skipped.
- Save.
Condition types
Operators for discount conditions: greater than, greater than or equal, less than, less than or equal, equal, not equal.
Discount type is required on discount conditions and matters: a rule set to percentage does not match a fixed amount discount of the same value, and vice versa.
Excluded products are optional on
any_product_discount_threshold. A discount on an excluded product never matches the condition; every other product still does. Use it for products that are routinely discounted, such as implementation or onboarding services.
product_absence takes one product. To require two products, add one condition per product and combine them with ALL.
Examples
- Require product-team approval whenever “Enterprise Support” is added →
product_presence. - Require deal-desk approval when a quote leaves out “Enterprise Support” →
product_absence. - Require manager approval when any product is discounted by 20% or more →
any_product_discount_threshold, ≥, 20, percentage. - Require manager approval for a 5% discount on any product except “Implementation” →
any_product_discount_threshold, ≥, 5, percentage, excluded products: “Implementation”. - Require legal approval whenever a rep edits a standard clause →
clause_modified. - Require deal-desk approval for every deal during a pricing migration →
always.
The always condition
An always rule cannot be combined with other conditions in the same rule and cannot be negated. Because only the first matching rule in a ruleset applies, every rule below an always rule is unreachable — give it the highest priority number unless you intend it as a blanket override. A rule that matches unconditionally never asks for a justification, even in a ruleset that requires one.
Quote types
Each ruleset applies to the quote types selected on it: New quote, Amendment quote and Renewal quote. The type decides which terms a rule is evaluated against.
The requester chooses Amendment or Renewal when the quote is prepared, and the type stays fixed for that approval request. A quote that waits for approval, or is approved but not sent, must be returned to draft before its terms change; the proposal and its approval history stay. An edit of an amendment or renewal that is already out for signature is checked against the same rules. When the edited terms need approval, the edit is saved with a request for approval, the quote shows Pending approval, and the customer’s signing link signs nothing new until the approval reissues the quote with the edited terms. Edits that need no approval are reissued at once. The requester sees which rows and rules need approval before submitting, and approvers see the captured proposal with the triggering rows highlighted. See Amendment and Renewal Approvals for the full flow.
Combining conditions
A rule with several conditions combines them with:- ALL — every condition must be true. “Enterprise Support” is present and any product is discounted by more than 15%.
- ANY — one is enough. Any product is discounted by more than 30% or a standard clause was modified.
Priority and first-match-wins
Within a ruleset, rules are evaluated lowest priority number first, and evaluation stops at the first match.
A 45% discount matches rule 1 and stops: only the executive group is asked. Reverse the priorities and the manager rule would match first, so the executive would never see it. Put the strictest rule at the lowest number.
Rulesets
Rules are not scoped to plans or products; they live in a ruleset, which is evaluated as a unit.
Every enabled ruleset is evaluated, and each can contribute one rule. Two rulesets covering the same ground therefore stack approvals. Keep related rules together — discounts in one ruleset, legal terms in another — so each concern yields exactly one approval. To limit a rule to particular products, use a product condition.
Managing rules
- Edit — open the rule, change it, save. Requests still waiting for a decision are evaluated again against the edited rule and stay pending.
- Disable rather than delete when you might want a rule back. Disabling a rule or ruleset approves, without a person’s decision, every pending request that no other enabled rule requires; see When rules change.
- Delete from the rule’s menu. Deleting a rule does not affect flows already opened; they continue with their current requirements.
- Reorder by dragging rules within the ruleset, which rewrites their priorities.
Evaluation
Rules are evaluated against a subscription version before it is published (or a quote before it is sent), and re-evaluated when its pricing or terms change. The result is shown on the deal so the rep sees what will be required before committing:
The Approval section on the subscription or quote lists the rules that fired.
Rule examples
Discount governance
One ruleset, strictest first, so a deal picks up exactly one level of approval.Product governance
A separate ruleset, so it fires alongside a discount approval.Legal review
Troubleshooting
A rule never triggers. Check, in order: the ruleset is enabled; the rule is enabled; a lower-numbered rule in the same ruleset is matching first; the condition’s discount type matches how the discount was applied; the product on the condition is the product on the subscription. Too many approvals. Count the enabled rulesets — each contributes a rule. Consolidate related rules into one ruleset, and raise thresholds that fire on nearly every deal.Next steps
Approval Flows
What happens after a rule matches.
Setup Guide
Rulesets, groups, and notifications end to end.