Searching and managing quotes

SECURITY  Security level with access to CRM. Your security level may not allow access to all opportunities and quotes. For security related to lines of business, a quote will follow the line of business assigned to its associated opportunity.

NAVIGATION  Left Navigation Menu >  CRM >  Search >  Quotes

NAVIGATION  My >  CRM >  Quotes

BEFORE YOU BEGIN  This feature may be hidden in your Autotask instance because it is not activated. If so, you can activate it on the Left Navigation Menu > Admin > Admin Categories > Activations page. Refer to Activations.

  • To display a list of all records of a given entity in your Autotask instance, click Search without applying any filters.

Search results containing more than 25, 50, or 100 records (depending on your Records per page setting) are paginated. Use page navigation to view additional results. At most, 5,000 data record will be retrieved at any one time.

The Active filter defaults to Active on the Organization Search, Contact Search, My Organizations, and My Contacts pages, as well as on the global Search by Organization, Contact (First Name), Contact (Last Name), and Contact (Email). The counters in the My menu also reflect only active entities.

NOTE  There are several options for phone number filters. The Phone filter will look for a contains match that includes any characters (such as - or () ) entered in the filter box. The Organization Search and Contact Search pages have a Phone (numbers only) option that will ignore special characters in the filter and the results. It will do a contains search for just the numbers entered in the filter box. The Contact Search page also allows you to do a Phone (Starts With) search. It will search for phone numbers that start with the value entered in the filter box.

The following tool buttons appear above the results list:

Tool Button Description

Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:

  • Click New.
  • Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option.

For help with populating the fields, refer to the context-sensitive Help of the page that opens.

If the Kaseya Quote Manager (formerly Datto Commerce) integration and the Quote Prompt feature are enabled, the Choose a Quoting Tool page will open, allowing you to choose either Autotask or Kaseya Quote Manager as the quoting tool. Refer to Selecting a quoting tool.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

NOTE  Context menu options are determined by your security level, and which Quote table you are viewing.

Hover over the context menu icon to access the following options:

Menu Option Description
General
Edit Quote Opens the Edit Quote page. Refer to Adding or editing an Autotask quote.
Edit Quote Settings for Organization Opens the Edit Quote Settings page. Refer to The Quote Settings tab and page.
View/Edit Quote Items Opens the Quote Item page. Refer to The Quote (Quote Item) page.
View
Opportunity Opens the Opportunity page. Refer to The Opportunity page.
Organization Opens the Organization page. Refer to The Organization page.
Quote (Preview) Opens the quote in the format used when a quote is published. Refer to Viewing or previewing a quote.
Quote Actions
Copy Quote

Opens the New Quote window. The Quote Item page will be an exact copy of the original quote. All other quote fields on all tabs default to empty or nothing selected. For information on completing quote fields, refer to Adding or editing an Autotask quote.

NOTE  Quotes created in Kaseya Quote Manager (formerly Datto Commerce) cannot be copied, and this option is disabled.

Won Quote Opens the Won Quote Wizard for the selected quote. Requires permission to edit the selected quote and its opportunity.
If the quote is not the primary quote for the opportunity a message opens:
-If the opportunity does not have an associated sales order, you can make the Quote the opportunity's primary quote and then proceed with the wizard.
-If the opportunity does have an associated sales order, you will be advised that you cannot win the Quote because the opportunity already has an associated sales order.
Refer to Winning or losing quotes (quick quotes).
Lost Quote Opens the Lost Quote dialog box for this quote. Requires permission to edit the selected quote and its opportunity. Refer to Winning or losing quotes (quick quotes).
Delete Quote Opens a dialog box to confirm the deletion. Click OK to delete the quote or cancel the deletion. Deletion cannot be undone.
All CRM users can delete quotes, even if they are not the account manager or opportunity owner.

NOTE   A quote associated with a procurement sales order cannot be deleted.