Prerequisites

• Zuora Quotes managed package version 10.64 or later is installed.

• Ensure that your administrator has activated the Advanced Approval feature under Zuora Config > Advanced Quoting Configuration Settings > Enable Advanced Approval.

• Assign the required Advanced Approval permission sets based on each user's role. Users who configure approval flows, groups, chains, and rules need Zuora Approval Admin access. Approvers and users who submit quotes for approval need Zuora Approval User access. See Assign Advanced Approval permission sets.

• Activate the approval components on the quote page. See Enable approval components on the quote page.

• Ensure that the users and groups who will participate in approval chains have been created. See Approval group.

Approval flow

An approval flow is the top-level configuration for an approval process. It contains an entry gate that determines whether the flow applies to a quote. For example, you can configure an entry gate that starts the flow when the quote account is "XYZ".

The entry gate can contain multiple conditions. Conditions can use quote fields, comparators, values, and logical operators. If a quote does not meet the entry gate conditions, the approval flow does not apply and its approval rules are not evaluated.

Use an approval flow to define a common condition that applies to multiple approval rules. The approval flow is a parent-level condition. An approval rule is required to trigger an approval chain, so the flow alone does not start the approval process.

Approval rule

An approval rule defines a more specific condition within an approval flow and identifies the approval chain to run when the condition is met. Approval rules are required to trigger an approval chain.

For example, an approval flow can apply to all quotes for "XYZ" account. Within that flow, you can create separate rules for conditions such as:

• A discount that exceeds a specified percentage requires Finance approval.

• A quote with a specific margin or MRR value requires Legal approval.

Each approval rule is associated with one approval chain.

Approval group

An approval group is a collection of users who can approve a request. Approval groups are optional. Create a group when you want to use a group as an approver in an approval chain.

When an approval group is included in an approval chain, any configured group members can act on the request according to the chain configuration.

For example, you can create a Finance approval group and add the Finance users who are authorized to approve quotes.

Approval chain

An approval chain defines the users or approval groups who must approve a quote and the order in which the approvals occur.

Approval chains support the following modes:

• Sequential - Approvers receive the request in the configured order. The request moves to the next step only after the current step is approved.

• Parallel - All approvers receive the request at the same time. Every approver must approve the request. If any approver rejects the request, the request is rejected.

Example approval configuration

The following configuration applies approval processing to quotes for a specific account and then applies a more specific rule:

• Approval flow entry gate: Account Name equals "XYZ"

• Approval rule condition: MRR equals 0

• Approval chain: Sequential

• Approval step 1: Individual approver

• Approval step 2: Finance Approvers group

When a quote meets both conditions, the request is sent to the individual approver first. After that approval is complete, the request is sent to the Finance Approvers group. The quote can be sent to Zuora after all required approvals are complete.