Advanced SOW Generator

Advanced SoW Generator

This add-on is provided at no additional cost to all active QuoteX Subscribers.

Overview

The Advanced SOW Generator as add-on for QuoteX v1.85 delivers powerful enhancements for creating comprehensive Statements of Work (SOW) with ease. Key features include:

1. Merge Fields Flexibility: Utilize merge fields directly from a SOQL query, supporting up to one level of referential relationships, without the need to define tables for simple merge fields.
2. Seamless Timeline Integration: No more manual copy-pasting timelines from Excel. Simply select an active timeline you’ve created, and it will be automatically drawn into the document.
3. Linked to Quote Record: Save the generated SOW directly to the related Quote record for easy access and organization.
4. Global Text Replacement: Quickly replace text across the entire document with a new search-and-replace feature.
5. Content Clearing: Clear the SOW content when needed to start fresh.
6. Enhanced PDF Formatting: Automatically adds page numbers and confidential footer text for a polished and secure pdf document.

Installation and Setup

Prerequisite: Ensure that QuoteX v1.85+ is already installed in your salesforce org.

1. Install SoW Generator Managed Package for ALL Users.

2. Post-Installation Configuration

After successfully installing the SoW Generator, follow these steps to configure it for use:

1. Navigate to Setup
2. Quick Find Permission Sets > Open
3. Search Advanced SOW Generator Permission Set.
4. Assign the permission set to the users

Assign Advanced SOW Generator permission set to the users to enable saving with out any permission errors.

OR

1. Navigate to Setup > Object Manager.
2. In the Object Manager, locate and select PSC Quote.
3. A new field named Saved Quote Document (API name: psce_ext__Saved_Quote_Document__c) will have been automatically created.
4. Set the field-level security for the Saved Quote Document field to ensure it is visible to the appropriate users or profiles—specifically, those who will be saving the Statement of Work (SoW).
5. To do this, click Field & Relationships, search for the Saved Quote Document field, and click Set Field-Level Security.
6. Select the profiles that should have access to this field and click Save.

This will enable users with the appropriate permissions to save SoW documents directly from the quote.

New Feature: Dynamic Document Sections with Non-Tabular Format (Merge Fields)

The latest update enables users to dynamically retrieve data from the database and display it as simple HTML content, rather than in a table format. This feature allows you to define a SOQL query and use merge fields to access data from the returned record, including up to one level of parent relationships (e.g., using 'Account.Name' for related data).

There's no need to define Table Config JSON or Table Style JSON—simply use HTML to format the merge fields. Although the data will be displayed in a non-tabular format, continue to set the section type as 'Table' for seamless functionality.

3. Deactivating the Previous Version of the SoW Generator

Before using the new and advanced version of the SoW Generator, it's important to deactivate the older version to avoid conflicts. Follow these steps:

1. Navigate to Setup.
2. In the Quick Find box, search for Custom Metadata Types.
3. From the list, find and select PSC Extensible Navigation Items.
4. Click Manage Records.
5. Locate the existing record for Generate SOW.

1. Edit this record.
2. Mark the Active checkbox as false (or uncheck the box) to inactivate it.
3. Click Save.

This step ensures that only the new version of the SoW Generator will be used moving forward.

4. Adding the Advanced SoW Generator to the Navigation Panel

To complete the setup of the Advanced SoW Generator, you'll need to add it to the navigation panel. Follow these steps:

1. Navigate to Setup.
2. In the Quick Find box, search for Custom Metadata Types.
3. Select PSC Extensible Navigation Items.
4. Click Manage Records.
5. Click New to create a new navigation item record.

1. Fill in the fields as follows:
2. Label: Generate SOWV2
3. PSC Extensible Navigation Item Name: Generate_SOWV2
4. Is Active?: Check this box to activate the item.
5. Item Label: Generate SOW
6. Item Value: psce_ext:generateSow
7. Order: 7
8. Once the fields are completed, click Save.

Congratulations! You’ve now successfully set up the Advanced SoW Generator in the navigation panel. Users will be able to access it directly for generating Statements of Work.

How to Use the Advanced SoW Generator

1. Navigate to a Quote Record
2. Open any Quote record in your Salesforce environment.
3. Access the Advanced SoW Generator
4. In the navigation menu, you will see an option labeled Generate SOW.
5. Simply click on this option, and the new Advanced SoW Generator will load.

How It Works

1. PSC Document Template Integration

Accessing the Templates:

Click the Insert/Choose Document Template button. A progress bar will appear, followed by a dropdown list displaying the available document templates for the selected currency.

Initiating Document Generation:

Select a template from the dropdown to start generating the document. The content is dynamically populated based on the selected template framework within the editor. Once the document is generated, users can edit or modify the content (excluding tables) directly in the editor.

2. Drawing a Timeline in the Document

Creating the Timeline:

1. To insert a timeline in the SoW document, click the Period icon button. Previously, users had to manually copy and paste timelines from Excel into the document. This feature automates the process.

Selecting a Timeline:

1. Choose a timeline from the dropdown. The timeline is generated and placed within the document based on the {{timeline}} merge context. If no merge context is defined, the timeline is appended at the end of the document.

Customizing the Timeline:

1. Once the timeline is drawn, users can cut and paste the timeline table to any desired location in the document.

3. Saving the Document

Saving Changes:

After making the necessary changes in the editor, simply click the Save button. The content will be saved to the related quote record's Saved Quote Document field.

Preserving Edits:

Previously, any changes made on top of the template were lost if users navigated away from the screen. With this new feature, users no longer need to worry about losing their work—they can save the document and safely navigate away.

Best Practices

1. Thorough Configuration Before Use: Ensure that all fields, permissions, and settings are correctly configured before enabling the Advanced SoW Generator. This includes confirming that the relevant profiles have access to the Saved Quote Document field and the correct version of the generator is active.
2. Leverage Document Templates: Use predefined document templates for efficiency and consistency. Templates help in maintaining uniformity across documents, reducing manual errors, and saving time. Ensure the templates are up to date and reflect the current contractual standards of your organization.
3. Save Frequently: Encourage users to save their progress frequently, especially after making substantial changes in the document editor. The Saved Quote Document field allows you to preserve edits without losing any progress, even if you navigate away.
4. Optimize Timeline Usage: Utilize the automated timeline generation feature to insert project schedules or delivery timelines directly into the document. This reduces the risk of errors compared to manual copy-pasting from external applications like Excel.
5. Consistent Use of Merge Fields: When utilizing merge fields, especially those related to SOQL queries, ensure that they are correctly mapped to the fields from the related records. This will prevent any data inaccuracies and streamline the generation process.