Struggling with Improvement on Quotation Approval Flow; Automatic Filename Generation

Make it easier to identify automatically generated quotation PDF files!

Hi, there!


One sales manager (that’s me) is currently struggling to improve “Quotation approval flow”!


Even though I have made several improvements, it seems that salespersons are still dissatisfied. They claim that they want to make automatically generated quotation PDF file names to be identified easily.
* Reference: Struggling with Improvement on Quotation Approval Flow; Quotation PDF Auto-generation


Utilizing Questetra BPM Suite, a Cloud-Based Workflow


In “Struggling with Improvement of Quotation Approval Flow”, I will proceed with the premise of using the Cloud based Workflow “Questetra BPM Suite” to improve the business flow. In addition, I may use other Cloud services as necessary.


I will arrange it to be possible to download the Apps that can be used on “Questetra BPM Suite”, so if you would like to use it, please apply for Questetra BPM Suite Free Edition.


Include Quotation number in the name of the Quotation PDF file


In the Quotation approval flow that we have created so far, the names of the Quotation files automatically generated after being approved were all named “quote.pdf”. For a salesperson who frequently submits Quotations, it was necessary to change the filenames “quote.pdf” to one that is easy to identify manually in order to distinguish it from other Issues. The efforts for this changing was the cause of dissatisfaction for salespersons.


Therefore, I made an improvement so that the name of automatically generated PDF files automatically include the Quotation number. This improvement was easy.


Similar to the “magic spell” we described before, which was to automatically generate a number for the initial value of the Data Item “Quotation number”, you can also make the spell to include the initial value of the Data Item for “Label for PDF file”.


This time, we make the name of the quotation PDF file to be in the format “quote-quotation number.pdf”. So that, if the Quotation number is 20180123, for example, the filename will be “quote-20180123.pdf”.


You enter the same value which we entered in the initial value of the Data Item “Quotation number” following the string “quote-” into the initial value of the Data Item “Label for PDF file”, and then enter the string “.pdf” at the end. Like this, a filename “quote-quotation number.pdf” will be generated.


It might be easier to understand by saying that you just put the initial value entered in the Data Item “Quotation number” in between the strings “quote-” and “.pdf”.



With this improvement, quotation PDF files with a different filename are generated for each Issue. Salespersons can now find the quotation number simply by looking at the filename.


We are preparing a file with which you can confirm the operation of Quotation approval flow for which we’ve made some improvements so far in this article on Questetra BPM Suite, so please download and try it.


That’s it, for today!



About YAHAGI Hajime

幸せを生み出すITを追求するクエステトラの一味です。 国産の BPM ソフト Questetra BPM Suite で日本・世界を幸せにしたい。
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