Manage a Workflow
This guide shows you how to manage a workflow in QuoteCloud, allowing you to edit workflow steps, update approvers, and ensure your document approval process runs efficiently.
Steps to manage workflows
Open Settings
From the account menu in the lower-left corner, click Settings to access your account configuration options.Open the Workflow section
In the left-side settings menu, click Workflow to open the workflow management page.Review the workflow list
The workflow list displays all existing workflows along with their status, last updated date, and available management actions.Edit a workflow
Click the Edit button beside a workflow to open the workflow editor and modify the workflow configuration.Save workflow changes
After making changes inside the workflow editor, click Save to apply and store your workflow updates.Activate a workflow
If a workflow is currently inactive, click the Activate button to enable the workflow for use.Deactivate a workflow
If a workflow is active, click the Deactivate button to temporarily disable the workflow.Delete a workflow from the editor
Inside the workflow editor, click the Delete button to remove the current workflow.Confirm workflow deletion
In the confirmation popup, click Confirm to permanently delete the workflow.Rename a workflow
Click the workflow name field at the top of the editor and type a new workflow name.Apply the workflow name change
Press Enter or click outside the name field to apply the updated workflow name.Return to the workflow list
Click the Back arrow in the workflow editor to return to the workflow list page.Open workflow actions
From the workflow list page, click the dropdown actions menu beside a workflow to access additional management options.Activate or deactivate workflows from the list
Use the actions menu to quickly activate or deactivate workflows directly from the workflow list page.Duplicate a workflow
Select Duplicate from the actions menu to create a copy of the selected workflow.Delete a workflow from the list
Select Delete from the actions menu to remove a workflow directly from the workflow list.Confirm workflow deletion from the list
In the deletion confirmation popup, click Confirm to permanently delete the selected workflow.Select workflows for bulk actions
Tick the checkbox beside workflows to select them for bulk workflow management actions.Open the bulk actions menu
Click the Actions button at the top of the workflow list to access bulk workflow actions.Delete selected workflows
Select Delete Selected to remove all currently selected workflows in a single action.
FAQs
What is a workflow in QuoteCloud and why should I manage it?
In QuoteCloud a workflow is a configurable approval process that routes documents—quotes, proposals, and contracts—through defined steps and approvers before finalization. Managing workflows in your sales quoting software or sales proposal software ensures approvals happen consistently, reduces bottlenecks, preserves an audit trail for compliance, and improves the speed and reliability of your quote software or proposal software document lifecycles.
How do I edit the steps in an existing workflow?
Open the Workflows area in QuoteCloud, select the workflow you want to change, and choose Edit. From the editor you can add, remove, or reorder steps, set step conditions (when a step applies), and configure timeouts or escalation rules.
Save a draft and run tests with sample quote or proposal documents before publishing so you don’t disrupt active approvals in your quote software or proposal software environment.
How can I update approvers or the approval order for a workflow?
Edit the approver settings on the specific workflow step to add or remove approvers, change the approval order (sequential vs. parallel), and define fallback or substitute approvers. Use role-based assignments to ensure the right teams receive approvals.
Always run a mock approval in test or draft mode to confirm notifications, routing, and permissions behave as expected.
What’s the difference between disabling and deleting a workflow?
Disabling a workflow temporarily prevents it from being applied to new documents while preserving its full configuration, history, and audit trail—useful when you want to pause approvals without losing records. Deleting a workflow removes it from your account and is typically irreversible; only delete when you are certain you no longer need the workflow or its history.
Can I clone a workflow or keep versions of workflow configurations?
QuoteCloud lets you create drafts and duplicate common workflow configurations so you can iterate safely. Cloning or saving a draft of an existing workflow lets you maintain versioned configurations, compare changes, and test revisions before making them live.
Give cloned workflows clear names and use the draft/test steps to validate behavior against sample quote or proposal documents.
How do I test workflow changes without disrupting active approvals?
Use the built‑in draft or test mode in the workflow editor to run mock approvals with sample quote or proposal documents. This verifies routing, notifications, and role-based permissions without affecting live approvals in your sales quoting or proposal software.
Only publish changes after successful tests to avoid interrupting active document lifecycles.
Who can edit or manage workflows, and how are permissions handled?
Workflow administration is controlled by role-based permissions in QuoteCloud. Typically admins or users with workflow management rights can create, edit, disable, or delete workflows, while approvers receive approval tasks based on workflow settings.
Review your account’s permission settings before changing workflows to ensure only authorized users can alter approval logic in your quote software or proposal software.
What are best practices for maintaining efficient approval processes in QuoteCloud?
Keep approval chains as short as possible, use conditional steps to apply approvals only when needed, and configure timeout and escalation rules to prevent stalls. Define fallback approvers to handle absences and maintain a clear naming/versioning convention for workflow drafts and clones.
Also integrate workflow management with your document generation and accounting processes (for example, templates and QuickBooks sync) to ensure consistent, auditable document lifecycles across your sales quoting and proposal software.