Managing Proposals from the List View

Owned by Victor Chemodanov (Unlicensed)
Last updated: Aug 13, 2024 by Anastasia Medovkina

The Proposals List View allows you to view and manage proposals submitted by your providers in one easy view. Here, you can review the costs for various scopes of work — and with the Decision Engine intelligence agent, you have deeper data at your fingertips to help you make the right decisions while approving costs.

In this view you can:

  • view proposals submitted by your providers;
  • manage, approve and reject proposals;
  • using Decision Engine intelligence recommendations to help you decide on the action to take on proposals;
  • filter and search for proposals, as well as save filters for easy use; and
  • download proposals reports.

⦿ How to Access the Proposals page
  • In Service Automation, click Proposals on the top navigation bar. 
    The Proposals List View appears.

Sections of the Proposal List View

The Proposals List View has four sections:

  1. Status Tabs: Quickly view proposals that are in each status. By default, the statuses with the asterisk (*) appear, however, you can change this by using the Proposal Status filter.
    • All*: Displays all proposals, irrespective of the status.
    • Open*: Proposals that no one has taken any action on them.
    • On Hold: Proposals that were marked as requiring further review before being approved or rejected.
    • Approved: Proposals that were accepted.
    • Reviewed: For multilevel proposals, these proposals were looked at by at least one person in the MLP hierarchy. See Configuring Multi-Level Proposals for more information.

    • Rejected: Proposals that were not accepted.

  2. Filters and Search: From here you can filter proposals based on desired criteria, or search for proposals. Filter selections can be saved and retrieved later.
  3. Proposals List: The list of proposals matching the applied filters displays here. You can view details and take actions on proposals.
  4. Additional Views / Download / Sorting:
    • Additional Views: Enables to set number of proposals displayed on the page.
    • Download: Download Excel and PDF reports.
    • Sort: Allows you to sort the list of proposals by Date, Proposal Number, Trade, Location ID, Provider, and Status.

Details of a Proposal in the List View

Proposal information is available in the following views:

  • List view: Stay on the Proposals List to view and compare multiple proposals, process them, or navigate to associated items, such as RFPs or work orders.
  • Detailed view: Click the View Proposal button to go to the details page of a specific proposal. That enables you to view a breakdown of costs for the required service. Note that you cannot take action on a proposal from the detailed view page.

The maximum number of proposals you can view on the Proposals List is 100. 

Refer to the table below to find out what proposal details are available on the Proposals List. The presented information may differ depending on your system configuration and the action taken on a particular proposal.

Section #Proposal information
1

Proposal status. Proposal statuses and their color codes are also displayed on the tabs at the top of the Proposals page.

Up to 2 LNHs can be displayed on a proposal in the list view

2
  • Trade
  • Action date (when available)
  • User the proposal is assigned to (if the proposal was assigned to a specific employee)
  • User’s level in the MLP hierarchy (if the MLP configuration is set up)
  • Rejection reason code and description (for rejected proposals)
  • Purchase order number (when applicable)
3
  • Provider submitted the proposal
  • Work order schedule date (when available)
  • Level of approval
  • Work order number (when the proposal has a linked work order)
4
  • Date and time when the proposal was submitted
  • Name of the person who created the proposal
  • Name of the person who last updated the proposal 

  • Proposal amount

    Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative. 

  • Project ID associated with the proposals (when applicable)
  • Status of the work order linked to that proposal (when available)

Proposal approval reason is displayed in this section if the feature that prompts users to select an approval reason when they approve a proposal is enabled for your company. If you want this feature to be turned on, get in touch with your ServiceChannel representative.

To view the proposal history, click History.

5
  • Proposal description and work order description (if the proposal is linked to the work order)

If the feature that prompts users to select a reason for assignment when they assign a proposal is enabled for your company, the reason is displayed in this section. Contact ServiceChannel to have this feature turned on.

6
  • Files attached to the proposal and a label assigned to the associated work order (if available)
  • Proposal approval reason is displayed in this column if the feature that prompts users to select an approval reason is enabled.
  • To enable this feature, contact your ServiceChannel representative.
  • Rejection reason code and description — for rejected proposals
7
  • The Supporting intelligence link enabling you to view the Decision Engine recommendation.
8

This section contains the buttons enabling you to perform the following actions on the proposal:

  • View Proposal – view proposal details.
  • History – view proposal history.
  • Approve – approve the proposal.

  • Budget – view how the proposal linked to a work order aligns with the budget uploaded into Budget Insights.

    Only Power User and Admin User roles can view Budget Insights. 


  • More – opens the menu with the options for proposals to:
    • Edit – edit the proposal
    • On Hold – put the proposal on hold
    • Approve – approve the proposal
    • Reject – reject the proposal
    • Assign – assign the proposal to a different user

In this Section

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