Revision History

This document will continue to evolve as existing sections change and new information is added. All updates are logged below, with the most recent updates at the top.

Date

What’s Changed

Notes

21 JUN 2016

Pricing: Line Item Editor

Added Important Note to the Setup Section.

03 FEB 2016

Initial Document Creation

Overview

This document provides a detailed overview of the new and improved functionality of the Spring 16 update for Oracle Express CPQ for Salesforce.com, formerly BigMachines Express.

Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you.

NOTE: To manually upgrade your sandbox or production environment, follow the instructions in the online help article called How to Upgrade Express CPQ .

This update will be pushed to all customer production environments in the coming months. Upgrade notifications and reminders are sent to all registered users of My Oracle Support who are associated with your Customer Support Identifier (CSI number). Contact your organization’s Customer User Administrator (CUA) to confirm you are registered and approved.

Give Us Feedback

We welcome your comments and suggestions to improve the content. Please send us your feedback to Express CPQ.

Post-Upgrade Requirements

Important READ ME:

This update introduces new components such as custom fields, buttons, classes and pages. Immediately following the upgrade, Express CPQ customers must update their profiles and/or permission sets to include the appropriate access to these new components if they do any of the following:

Failure to do so may result in Insufficient Privileges errors for administrators and users who are unable to quote. This process is simple and should require no more than 30 minutes. Documentation and step-by-step instructions are available in the following My Oracle Support (MOS) article:

Additionally, you should refer to the following MOS article for a detailed list of these new components and their required access and security settings:

NOTE: Customers who grant user and administrator access using the included BigMachines Express permission sets can skip these steps. These included permission sets are automatically updated during upgrade. It is always recommended that administrators use the included permission sets when possible.

Pre-Upgrade Testing

REMINDER:

As a standard practice all administrators should test all upgrades in a full-data sandbox prior to the planned update to your production environment.

A full-data sandbox is required to confirm that the new packages are tested under load with production scale data. This provides the highest degree of confidence.

Customers with access to full-data sandboxes should:

  1. Create or refresh a full-data sandbox from your production environment.
  2. Request a sandbox upgrade from My Oracle Support (see below).
  3. Manually upgrade to the newest release into the sandbox environment.
  4. Update security settings for new components and metadata.
  5. Create a series of test quotes with configurations and proposals. These test quotes should:
    1. follow the most common use cases.
    2. follow the most complex use cases.
    3. test all of the CPQ features you have adopted.
    4. be performed while logged in as a sales user.
    5. be validated against pre-upgrade sample quotes.

Steps for Requesting a Sandbox Upgrade

  1. Log into the BigMachines Express Support Center and create a Service Request (SR) by clicking the Service Requests tab.
  2. Click the Create Service Request button from the Service Requests section or tab, and fill in this information:
  3. Problem Description
  4. Service Type: Oracle BigMachines Express CPQ Cloud Service for Salesforce.com

    Problem Type: Any

    Problem Summary: Sandbox Upgrade

    Description: Requesting package passwords for sandbox upgrade testing.

    Severity: 4 - No loss of service

  5. Confirm that your contact information and method is correct.
  6. Skip the Additional Details section.
  7. Confirm and Submit.

NOTE: If you do not have a full data sandbox (or even if you do), you can enroll in our complimentary Automated User Acceptance Testing (UAT) program instead. Please contact Customer Support for details.

Release Feature Summary

Some new features are automatically visible to users after an update and some require action from a company administrator to enable. In this release, several new features must be enabled by the administrator. The table below offers a brief summary of the new Spring 16 features and a quick reference for the actions required to enable them.

Features

Action Required to Enable Feature

Automatically Available to Users

Automatically Available to Admins

Administrator Set Up Required

General

Quote Paths

This feature can be used to create a guided quote process for sales reps to follow. It is configured by admins from the new Quote Paths page and appears on the quote to sales users as an interactive graphic with clickable steps.

Configuration

Lightning Design for Configurations

The Configuration page for sales users has a new Lightning Design System look.

Hyperlink Function

The Hyperlink function is now available to use in text formula fields.

Image Function

The Image function is now available to use in text formula fields.

Line Break Function

The Line Break function is now available to use in text formula fields.

Line Item Sorting

Line items can now be sorted to establish default sorting behavior from the Configuration Layout Editor and sales users can re-sort line items by any column directly on the Configuration screen as needed.

Pricing

Line Item Editor

This new feature makes managing Quote line items more efficient and user-friendly through inline editing, item groupings and group discounts. The sorting defaults are administered from the new Edit Line Item settings page.

Quoting

Lightning Design for Proposals

The user-side proposal creation pages have a new Lightning Design System look.

Quoting Permission Set Builder

Admins can quickly create or update permission sets for the Quoting module from a new Quoting Settings page.

General

This section summarizes the changes you can expect to see in Oracle Express CPQ. If your Basic package is updated to Spring 16, you will be able to configure the features listed in this section.

Quote Paths

The new Quote Paths feature uses the Lightning Experience to direct your sales reps through a prescribed quoting process that increases adoption and reduces errors by visually representing each step from the quote. Sales reps can see and follow the quote process graphically on the quote, as a series of completed, current, and next steps. Each step is a clickable chevron that will navigate to the page necessary to complete the step. The sales rep will be visually guided until the quote process is complete.

The configuration of Quote Paths allows for a series of quote path steps to appear within the Quote Detail for a sales user to see.

Sample Use Cases

Setup

An administrator must create and save the quote path(s) using the Quote Paths builder before this feature can affect the sales users and influence their quoting behavior. To create a new quote path:

  1. Navigate to the Quote Paths page by:
    1. Clicking the All tabs icon ().
    2. Clicking the Quote Paths link .
  2. From the Quote Paths page, select a Quote Path field from the picklist. This option presents any custom or standard picklist fields that exist on the quote. Each value of this selected picklist field defines a different quote path that can be used.
  3. NOTE: We recommend that you use your own custom picklists. Those picklists should have values driven by Workflow rules to establish the active quote path.

  4. From the Quote Path picklist, select a value that represents the unique quote path you are building.
  5. From the Quote Path Steps section, click the Add Step button. A new entry to define the step appears. Steps are automatically assigned a number based on the order in which they were added.
  6. In the Name field enter a descriptive name that indicates to the sales user what must be accomplished. This text appears inside the chevron, as it is written in this field.
  7. In the Action field, select an action from the picklist. The following table describes the available actions.
  8. Action

    Description

    Sync Quote

    Prompts the user to sync the Quote to the Opportunity.

    Return to Quote

    Returns the user to the Quote Details screen.

    Submit for Approval

    For organizations that have approvals already configured, this option will trigger the approval process.

    IMPORTANT! This option is not compatible with the Select Approver option called ‘Let the submitter choose the approver manually.’

    Create Configuration

    Navigates the user to the Select Configuration screen.

    Create Specific Configuration

    Will bypass the selection of a configuration and immediately open the target configuration.

    NOTE: A target to a specific blueprint template will override any validations or restrictions presented by an existing blueprint group.

    Manage Line Items

    Navigates the user to the Manage Line Items page.

    Edit All Line Items

    Presents an editable list of all Line Items.

    Create Proposal

    Navigates the user to the proposal creation page where a sales user can select from available proposal templates.

    Create Specific Proposal

    Navigates the user to the create proposal page. The template selection picklist defaults to the preselected template and the user is unable to change the selection.

    NOTE: A target to a specific proposal template will override any validations or restrictions presented by an existing template group.

    Import Assets

    Navigates the user to the Import Assets screen.

    Update Pricing

    Navigates the user to the Update Pricing page.

  9. Repeat Steps 4 through 6 for every step needed to complete the quote path.
  10. Additional quote paths can be built by repeating Steps 3 through 7 for each value in the Quote Path field.
  11. Once you finish creating your quote paths, be sure to add the new Quote Paths section (Lightning Experience) to the Quote Layout.

To add the Quote Path section (Lightning Experience) to the Quote Layout:

  1. Navigate to the Quote Layout screen. For help, refer to How To Edit Page Layouts.
  2. From the Visualforce Pages category, select a Section and drag it to the location you want it to appear, for example at the very top of the page.
  3. Complete the Section Properties.
  4. Select the Quote Path element.
  5. Drag and drop it into the new Quote Paths section.
  6. Click on the Properties icon.
  7. Select your width and height preferences.
  8. Note: Be sure to enable scrollbars. All other options can be configured to your preference.

  9. Click OK.
  10. Click Save. The Quote Detail screen should now display the Quote Path steps that have been created and are applicable to the quote, depending on how your system is configured.

(Optional) Quote Path configuration is fairly straightforward and easy to implement. However, if you want to lock down the quoting process to formally guide your sales users through each step or even automate the process as much as possible, you may want to utilize workflow and validation rules.

The following example is a very basic scenario using workflows to lock down the selection of the correct Quote Path. The example organization has two different quote paths; one for add-ons and one for new quotes. The admin wants to ensure that the sales user indicates which type of quote it is (new or add-on) when it is first created. Then, based on that selection, a field update will be triggered which determines the quote path to be used. The triggered field is also hidden to prevent a sales user from changing the quote path after it has been selected.

  1. In this example, we have created two custom fields. One is a picklist field that controls the active Quote Path and is hidden from the user so that it remains static and protected from any changes after it’s initially set while a quote is being worked on. The other is a picklist field that triggers the selection of the active Quote Path via workflow.
  2. NOTE: This workflow can be triggered using any custom field, standard field, or a combination of fields. For help on creating fields, refer to the online help article, Adding Fields.

    1. Custom Picklist A: Called Quote Category with two picklist values (New and Addon).
    2. Custom Picklist B: Called Path Type with two picklist values (New and Addon). This field will also be hidden from the layout or restricted from users to prevent changes.
  3. Create two workflows that both use a field update action to update the custom picklist B (Path Type); one for each possible selection the user may make when selecting a Quote Category. For help with workflow rules, refer to the online help article, Workflow.
    1. Workflow 1: If Quote Category equals New, then Path Type will be set to New.

    2. Workflow2: If Quote Category equals Addon, then Path Type will be set to Addon.

  4. From the Quote Layout screen (see How To Edit Page Layouts), make the Custom Picklist called Quote Category to be required.
  5. While in the Quote Layout, you can remove the Path Type field or set it to Read-Only to ensure it cannot be changed.

With this example, anytime a sales rep creates a new quote, the selection of a Quote Category will be required in order to save the quote. The Quote Category will automatically set the hidden field called Path Type through workflows, which drives the Quote Path assignment.

The needs of your organization may require more complex workflows and validation rules to either automate the assignment of a Quote Path entirely and/or to further restrict users from being able to skip any steps.

TIP: To ensure that a step is completed before moving on to a new step you can first, create a workflow rule to track the previous step. For help creating a workflow rule that tracks the previous step, refer to this online Salesforce topic. Then you can write a validation rule to enforce step completion by checking if the current value is greater than the old value +1. If not, an error can notify the user that a step was skipped in the Quote Path and cannot proceed.

Tips and Considerations

IMPORTANT! Once a Quote Path is in use, changing it may affect any in-process quotes negatively and is therefore not recommended.

Configuration

The Configuration package update is Spring 16. This section summarizes the changes you can expect to see in the Configuration module and how to administer them, if applicable.

Lightning Design for Configurations

The Configuration page for sales users has been redesigned with the Lightning Design System. This new look will increase the engagement of your sales reps by modernizing the user experience while creating configurations. Your sales reps will find the new look to be more refined and attractive with modern styles.

The new design is available in the Classic UI.

Setup

No setup or configuration is required. This new design replaces the previous end user UI automatically after the upgrade.

Hyperlink Function

The use of hyperlinks in configurations can help your sales team to quickly access additional information about features and products, or retrieve more detailed instructions about potential configuration options. Sales reps will be able to access important links to external resources directly from within the Configuration screen.

Administrators can add hyperlinks to a configuration by using the HYPERLINK function in a text formula field as demonstrated below.

Sample Use Cases

Organizations with many product variations or complex product specifications may use hyperlinks to quickly direct the sales user to product information and websites from within the Configuration screen.

Setup

Following the Configuration package update, the Hyperlink function will be available in the formula editor.

  1. Open a configuration blueprint to edit. Refer to How to Create, Edit, and Delete Configuration Blueprints for help.
  2. Create a new formula field or line Item field of type Text. For help creating a formula field, refer to How To Create Formula Fields. For help creating a line item field, refer to Creating Formula Line Item Fields.
  3. Enter a hyperlink formula text into the Formula Source text box. The syntax for creating a hyperlink is HYPERLINK (url, friendly_name [, target]).
  4. Click the Check Syntax button to check your formula for errors.
  5. Click Save or Quick Save.

Tips and Considerations

IMPORTANT: When mapping Configuration Line Item fields that are hyperlinks to Quote Line Item fields, it is necessary that the target field is a Rich Text field. Otherwise, the hyperlink will not display as desired and instead show only the html.

Image Function

The embedding of images into a configuration layout will visually help your sales team understand what products are being configured and what information is required when selecting and configuring solutions. Images can be placed on the configuration layout and within each line item for sales reps to see.

Administrators can place images on a configuration by using the IMAGE function in a text formula field.

Sample Use Cases

Organizations with many products and complex product configurations may add images to help the sales rep quickly identify products and services while at the Configuration screen.

Setup

Following the Configuration package update, the Image function will be available in the formula editor.

  1. Open a configuration blueprint to edit. Refer to How to Create, Edit, and Delete Configuration Blueprints for help.
  2. Create a new formula field or line Item field of type Text. For help creating a formula field, refer to How To Create Formula Fields. For help creating a line item field, refer to Creating Formula Line Item Fields.
  3. Enter the image function text into the Formula Source text box. The syntax for adding an image is IMAGE(image_url, alternate_text [, height, width]).
  4. Click the Check Syntax button to check your formula for errors.
  5. Click Save or Quick Save.

Tips and Considerations

IMPORTANT: When mapping Configuration Line Item fields that are images to Quote Line Item fields, it is necessary that the target field be a Rich Text field. Otherwise, the image will not display as desired and instead show only the html.

Line Break Function

By using the Line Break function, lengthy instruction fields or notes that are included in a configuration will appear more legible and organized. For the sales rep, reading text fields with a lot of information will be easier with the use of line breaks.

Administrators can create line breaks by using the BR() function within text formulas or strings surrounded by concatenation operators.

Sample Use Cases

Administrators who wish to present more information regarding products to the sales rep directly on the configuration screen can use the Break function to make the layout easier to read.

Setup

Following the Configuration package update, the Break function will be available in the formula editor.

  1. Open a configuration blueprint to edit. Refer to How to Create, Edit, and Delete Configuration Blueprints for help.
  2. Create a new formula field or line Item field of type Text. For help creating a formula field, refer to How To Create Formula Fields. For help creating a line item field, refer to Creating Formula Line Item Fields.
  3. Enter the break function text into the Formula Source text box. The syntax for using the break function is BR().
  4. Click the Check Syntax button to check your formula for errors.
  5. Click Save or Quick Save.

Tips and Considerations

IMPORTANT: When mapping Configuration Line Item fields that contain line breaks BR() to Quote Line Item fields, it is necessary that the target field be a Rich Text field. Otherwise, the line breaks will not display as desired and instead show only the html <br> <br/>.

Line Item Sorting

This new feature allows the sorting of Line Item columns in a configuration. Sorting by columns such as Product Type, Price, or Quantity makes more complex configurations easier to read and understood by your sales reps. Establishing a default sort order will automatically sort Line Items when they are initially added to a configuration. However, the sales rep can then re-sort these items by any column in the Line Item grid. Sorting will apply to both standard and custom Line Item columns.

Administrators can configure the default sort order from the Configuration Layout Editor below the Line Item Columns section.

Sample Use Cases

Setup

To establish a default sorting behavior for configuration line items:

  1. Navigate to the Configuration Blueprints tab.
  2. Edit an existing blueprint (refer to How to Create, Edit, and Delete Configuration Blueprints for help).
  3. From the Configuration Blueprint Detail screen, click the Edit Layout button. The Configuration Layout Editor screen appears.
  4. Scroll down to the Line Item Columns section.
  5. From the Sort By picklist, select a field or configuration line item field you want to make the default.
  6. NOTE: Configuration Line Item fields must be moved to the Selected Fields section in order to be available for sorting. If the Sort By selection equals Default, then Ascending and Descending options do not apply.

  7. Select either Ascending or Descending as the Sort Direction.
  8. Click Quick Save or Save.

A sales user can make changes to the sorting behavior by clicking the Line Item column heading that he or she chooses to sort by.

Tips and Considerations

Pricing

The Pricing package update is Spring 16. This section summarizes the changes you can expect to see in the Pricing module and how to configure them, if applicable.

Line Item Editor

The new Line Item Editor is an engaging and modern feature that will save your sales reps time when adding discounts, modifying start dates, and editing Line Items for a quote. Sales reps can now view all Line Items and perform inline edits without having to load a new page or page through long item lists. This feature can be embedded on the quote page or launched to full screen view when managing large lists of items.

Administrators may configure the default behavior for the way in which Quote Line Item columns are ordered, grouped by, discounted, and subtotaled from the Pricing Rules tab.

Sample Use Cases

Setup

Administrators can establish a default sort order, grouping, and/or discount field to determine how all Line Items on a quote will appear for the sales user.

IMPORTANT! To use the new Lightning user interface you must have the Salesforce Lightning Design System installed in your org. For more information on how to install this system, refer to the online Salesforce resources page at http://design-system-v-0-12-2.herokuapp.com/resources/downloads. Scroll down to Design System Unmanaged Package and select Version 0.12.1. Only Version 0.12.1 has been tested and verified to work.

  1. From the Pricing Module, open the Pricing Setting tab. For help, refer to How to Navigate the Pricing Module.
  2. From the Navigation menu, select Line Item Editor. The following screen appears.
  3. At the Columns section, you can indicate which Line Item fields that you want to appear on the Quote:
    1. Highlight an Available field on the left and click the Add button for it to move to the Selected Fields section on the right.
    2. To remove a Line Item field from the Quote, highlight the Selected field from the right and click the Remove button for it to move to the Available Fields section on the left.
  4. Under the Grouping section, you can specify which field you want to group line items by when they appear on the quote like Product Family or Recurrence.
  5. Use the Group Subtotal picklist to nominate a subtotal field that will appear at the bottom of every grouping or at the end of the entire list of line items.
  6. You can choose how you want quote line items to be sorted by selecting a Sort By Field.
  7. Use the Sort By Direction picklist to indicate if you want the items sorted in an ascending or descending order.
  8. From the Discount Field picklist, you can select the default percentage field (Discount) or a custom percentage field that will be used to quickly apply a discount to every line item.
  9. Click Quick Save.

Before this feature becomes visible to your sales reps, you need to add the new Visualforce section for Line Items to the Quote Layout. This allows your users to be able to edit line item field values from the standard Quote page.

  1. Navigate to the Quote Layout screen. For help, refer to How To Edit Page Layouts.
  2. From the Visualforce Pages category, select a Section and drag it to the location you want it to appear.
  3. Complete the Section Properties window.
  4. Click OK.
  5. Drag EditLineItems into the new section you created.
  6. Click the Section Properties icon in the top-right of the section.
  7. Complete the Section Properties window.
  8. IMPORTANT! Be sure to enable scrollbars. All other options can be configured to your preference.

  9. Click OK.
  10. Click Quick Save.

Sales users will now be able to view and manage their Quote Line Items more easily by:

Tips and Considerations

Quoting

The Quoting package update is Spring 16. This section summarizes the changes you can expect to see in the Quoting module and how to configure them, if applicable.

Lightning Design for Proposals

The proposal creation pages for sales users have been redesigned using the Lightning Design System. This new look will increase the engagement of your sales reps by modernizing the user experience when they create proposals. Sales reps will notice more refined, modern, and attractive proposal creation pages.

Proposal Selection Screen

Proposal Creation Screen

The new design is available in the Classic UI.

NOTE: The new design does not affect the proposal page layout, template styling, or document layout.

Setup

No setup or configuration is required. This new design will replace the end user UI automatically after the upgrade.

Quoting Permission Set Builder

This new feature will make the initial setup and upgrade of Express CPQ Quoting simpler and faster for your administrators. The new Quoting Settings page allows an administrator to create or update permission sets by clicking a single button.

This button will perform different actions, depending on the status of your permission sets:

Sample Use Cases

Organizations that have the Quoting module will save administration time during upgrades, allowing administrators to focus more on updating/creating custom permission sets.

Setup

  1. Navigate to the new Quoting Settings page:
    1. Click the All tabs icon ().
    2. Click the Quoting Settings link .
  2. The Manage Settings screen appears.
  3. Click the button on the screen to create or update your permission sets. For creation or update of permission sets, you will see a confirmation message appear at the top of the screen.
  4. The new permission sets will appear in the Permission Sets page (Setup > Manage Users > Permission Sets). Two sets are created:
    1. BigMachines Express Quoting - Admin
    2. BigMachines Express Quoting - User

To assign either permission set to a user:

  1. Navigate to the Active Users page (Setup > Manage Users > Users).
  2. Click the name hyperlink of the user you wish to manage.
  3. Scroll down to the Permission Set Assignments section. Click Edit Assignments.
  4. From the Permission Set Assignments page, select the Permission Set(s) you wish to assign (i.e., BigMachines Express - Admin or Big Machines Express - User).
  5. Click the Add button to move the selected permission set(s) to the Enabled side.
  6. Click Save.

NOTE : This feature must be enabled manually following the instructions available here: How to Upgrade Express CPQ .

Once enabled, this feature can be used to quickly update permission sets and enable Quoting module features in subsequent releases.

Tips and Considerations

IMPORTANT! This feature uses the API Name of the permission set for updates after an upgrade. If an existing permission set contains this same API Name, it will be affected in a potentially undesirable way. Please check your existing permission sets to confirm the API Name does not match.

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06/2016