Taking Action on Proposals from the List View or About Proposal List View

1. Locate the desired proposal on the Proposals List.
   
   
2. Click More, and then select the appropriate option from the drop-down list:
• Edit: Edit proposal details without changing the proposal status.
• Open: Move a proposal back to the Open status. Once submitted, proposals are in the Open status before you take action on them.

• On Hold: Put a proposal on hold. Proposals in the On Hold status require further review before being approved or rejected.

  Should you have the multi-level proposal (MLP) approval configuration enabled, you cannot put a proposal on hold if the linked work order is in the Completed status. You can only edit, approve, or reject such a proposal.

• Approve: Approve a proposal. If you select this option, you accept the proposal conditions submitted by the provider.
  

  If the Decision Engine is enabled in your system, the Approve (or Reject) buttons are displayed. If you follow the Decision Engine recommendation, click on the Approve (or Reject) button to approve (or reject) the proposal. 

  You cannot approve a proposal if its amount exceeds your approval limit set by your administrator. Read more about setting limits for users.

• Reject: Reject a proposal. Usually, proposals get rejected if the costs and/or conditions are not agreed upon.

• Assign: Assign the proposal to a different user.

  In the More drop-down list, the option for moving a proposal to the current proposal status is not available. For example, you cannot approve a proposal that is already in the Approved status.

3. In the window that appears, provide more details on changing the proposal status. The options available in the window may differ depending on the action you're taking on the proposal.
   1.  Opening, placing on hold, or approving a proposal:

      1. Select a work order to link to the proposal:
         • Post to Originating Work Order: When there is a service request associated with the proposal, you see its work order number and tracking number below this option in the overlay. You can enter a purchase order number as well as change the work order category and priority if needed.
           When no service request is linked to the proposal and you don’t want to generate a new work order or pick an existing one, leave the Post to Originating Work Order option selected, and go to step ii.
           
         • Generate New Work Order: Pick this option to create a new service request and link it to the proposal. To proceed, set the work order category and priority. Optionally, enter a purchase order number.
         • Select Existing Work Order: If there are service requests in the system whose trade and location match those of the proposal, you can choose an existing work order and attach it to the proposal. The selected service request gets linked to the proposal. You can enter a purchase order number as well as change the WO category and priority if needed.
      2. (Optional) Select or enter the label that should be linked to the proposal.
         
      3. In the Set P.O. # To field, enter a new purchase order number if you want to change it.
      4. Review or change the Set Category to and Set Priority to fields to reflect the appropriate information.
      5. (Optional) Enter a comment describing why you’re taking this action on the proposal. You can also enter information such as when to begin service or who to contact to setup a schedule.
      6. (Optional) In the Email field, specify the email addresses to which you want to send a notification of the proposal status change. The email address of the provider who submitted the proposal is set by default.
      7. (Optional) Select the Email a Copy to Myself checkbox to send a notification to your email address displayed in the My Email field. Edit the address or list more emails if needed.

      8. Click Send to confirm.

         When approving a proposal, pick a reason for doing so if your company has this feature enabled. Admin users can configure proposal approval reasons in Admin > Proposals > Proposal Approve Reasons.

         When you approve a proposal linked to a work order that has other associated proposals, you can reject the remaining proposals in batch to inform the provider of your decision. Contact your ServiceChannel representative to have this feature enabled.

          Click here for details.

         Once you click Send to approve the desired proposal, an overlay for rejecting additional proposals appears. Here, you can see Open, On Hold, Approved, and Reviewed proposals associated with the work order for which you have just approved a proposal. For each proposal, you can see its number, status, and total cost. Click the proposal number to navigate to the /wiki/spaces/~166717768/pages/2263975527.

         ⦿ How to Process Multiple Additional Proposals Associated with a Work Order

         1. In the overlay for rejecting additional proposals, choose what you want to do with each proposal.
            
            1. To reject a proposal:
               1. Under Rejection Reason, pick a reason for rejecting the proposal.
               2. (Optional) Enter a comment explaining why you are rejecting the proposal.
            2. To skip a proposal and leave its status unchanged:
               1. Make sure the Do not Reject option is selected under Rejection Reason.
         2. (Optional) Edit the email address to which you want to send a notification about rejection. The provider email is set by default. You can add multiple addresses by separating them with a comma, semicolon, or whitespace.
         3. Once you have reviewed all proposals, click Submit.

         The selected proposals get rejected. You can go back to the proposals you didn’t reject and process them later.

         

   2.  Rejecting a proposal:

      1. Select a reason for rejecting the proposal.

         When rejecting a proposal, you must select a reason for that rejection, using reason codes. This is beneficial so service providers can have more information on the rejection, thus allowing them to adjust and resubmit the proposal.

         You may reject a proposal based on your business practices, even when Decision Engine shows an ‘Approve’ recommendation.

         
         

         
      2. Select or enter the label.
      3. (Optional) Enter a comment explaining why you’re rejecting the proposal.
      4. (Optional) Specify the email addresses to which you want to send a notification about the rejected proposal. The email address of the provider who submitted the proposal is set by default.
      5. Click Reject to confirm.

The proposal is moved to the selected status, and other changes you’ve made are applied.