Settings and data
Set up tender checklists, offer approval rules and pre-sales integration
Keep the checklist copied onto every new tender, decide which offers need sign-off and by whom, and manage the machine accounts a pre-sales system uses to exchange quote requests and offers.
3 min readLast updated
In this article
Three tabs of CRM settings serve companies that bid for projects and price through a pre-sales team. Set them up before the first tender or offer.
Tender checklist
The checklist template lists the documents and steps every tender needs: the bid bond, the commercial registration copy, the technical submission. Every active item is copied onto each new tender.
Open CRM › Settings & Data › CRM Settings and select the Tender checklist tab.
Select Add item. Type the Requirement and the Requirement (Arabic), choose its Type and set the Order.
Leave Active on and select Save.
Changing the template does not change existing tenders. To retire an item, switch it off rather than deleting it. If the template is empty, installing an industry pack seeds a default one.
Offer approval rules
Rules decide which offers need sign-off before they can be sent to the customer, and who signs.
Select the Offer approval rules tab and then Add rule.
Give the rule a Name, Name (Arabic) and a Priority (0 to 1000; higher is checked first). Add a Description if useful.
Under Conditions, fill the ones that should trigger approval. Leave a field empty to ignore it. The rule applies when any filled condition is met. The conditions are:
Margin % below
Discount % above
Total (base currency) above
Offer has non-standard terms
Under Approval steps (in order, up to 5), select Add step for each sign-off. Give it a Step name and choose the Approver: A specific user, Anyone with a permission or The general manager. Set Auto-approve after (hours) if a step should pass on its own when nobody acts.
Select Save.
How rules are applied when an offer is submitted:
Active rules are checked from the highest priority down; the first that matches is used.
A rule with no conditions matches every offer. Use it as a catch-all with the lowest priority.
The person who raised an offer can never approve it.
If no rule matches, the offer is approved at once, unless Every offer needs approval is on in the General tab. Then it waits for one approver.
Approvers find their work in approvals.
Integrations
The Integrations tab lists the Pre-sales integration clients: machine identities an external pre-sales system uses to read quote requests and push offers into the CRM. It is for your IT administrator.
Select Add client, type the Name and choose the Bound user. That user's group must hold the CRM pre-sales integration permission, and ideally nothing else.
Turn on Require request signatures if every call must carry an HMAC signature.
Save. The Client secret and HMAC signing secret are shown once. Copy them, tick I have stored the secrets somewhere safe and close.
Later, use Rotate secrets to issue new secrets (the old ones stop working at once) or Revoke to deactivate a client permanently. The Call log shows every inbound call with its HTTP status, Endpoint, Duration and Error; tick Errors only to troubleshoot.
Who can change these tabs
The tender checklist follows the tender permissions; the approval rules and integrations follow the CRM settings permissions. Users without them see "You do not have access to this section."