Set or Unset Quote as Primary Using Workflow Rules

Workflow rules help you automate actions when specified conditions are met. When working with quotes, you can automatically set or unset a quote as the primary sales document for its linked pipeline. This automation ensures that the correct quote is marked as primary without manual updates.

Use cases

Set the first created quote as primary

When a rep creates the first quote for a new pipeline, the workflow instantly marks it as the primary quote.

Make an approved quote primary

When a quote’s status changes to Approved, the workflow immediately sets it as the primary sales document.

Unset a primary quote when it becomes invalid

If a quote is updated to Rejected, Expired, or any nonactive status, the workflow automatically unsets it as primary.

Switch primary quote to the newest version

When a new quote version is created, the workflow unsets the old primary quote and sets the newly created one as the primary.

Available modules

The Set quote as primary and Unset quote as primary actions are available only when the trigger module is:

Sales Documents > Quote

These actions run on the quote that triggers the workflow.

Create a workflow to set or unset a primary quote

1. Click Setup in the left sidebar menu.
2. In the Setup drawer, navigate to Process Management > Workflow Rules, or Automation > Workflow Rules. Alternatively, use the search bar in the drawer and type Workflow Rules.
   
3. Click button.

Set triggers

1. Select Sales Documents > Quote in the Trigger module dropdown.
2. Select a trigger type such as:
   • Record created
   • Record edited
   • Record created/edited
   • Date/time

Add conditions

1. Click Add Condition.
2. Select a field and define the criteria.
3. Click Add condition to create more conditions.
4. Choose whether All or Any conditions must be met.
5. Click Add Group to add another condition group.
6. Use And or Or logic between groups.

Note: You can add up to 10 conditions. Once added, conditions must be met for the workflow to run.

Click or to proceed.

Define actions

Set quote as primary

• Open the Action dropdown and select Set quote as primary.
• A note appears:
  “This action sets the triggered sales document as the primary for the linked pipeline record”.

Use this action when you want the first created quote, an approved quote, or a specific quote status to become the primary quote.

Unset quote as primary

• Open the Action dropdown and select Unset quote as primary.
• A note appears:
  “This action unsets the triggered sales document as the primary for the linked pipeline record”.

Use this action when the quote is no longer the main version or must be replaced by another quote.

Notes

• Only one quote can be marked as primary for a pipeline.
• If the primary quote is unset, the pipeline will not have a primary quote until one is set manually or through a workflow.
• These actions apply only to quotes.