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Best way to automate creation of renewal opportunity and associated quote?

Doug Coulter

Hello all - new to Sugar automation. 

We have a manual opportunity renewal process that we have been following for a number of years.  Essentially, we go to the previous Closed Won opportunity and copy it, manually edit all of the necessary fields, and re-create the associated quote from scratch.  This process typically takes a few minutes per opportunity x's hundreds of opportunities each month.  Looking for a way to partially automate this process.  I reviewed the Renewals/Sales Console, and unfortunately, I don't think it will meet our needs.

I have been experimenting with Action Buttons and SugarBPM.  I created an Action Button on our Opportunities layout that successfully creates a new opportunity based on the previous Closed Won opportunity and automatically updates all of the necessary fields; however, I couldn't find a way to also copy over the associated quote from the previous Closed Won opportunity - at least not using an Action Button or triggering a SugarBPM process.  I then pivoted to creating another Action Button on the Quotes module (resulting in a 2-step process), so that our users could first go to the previous Closed Won opportunity, click the new Renew Opp Action Button to create the new renewal opportunity, then go back into the quote from the previous Closed Won opportunity and click the Renew Quote Action button to create the new renewal quote, but I hit a wall when trying to associated the newly created renewal quote with the newly created renewal opportunity.  I tried setting the Opportunity Name field in the Quotes module accordingly, but this did not work, presumably because this is a Relationship field.

Any recommendations on how best to proceed?

Thanks!

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  • 0

    I am interested in seeing what others suggest.

    I use a custom scheduler that queries Opportunities that are up for renewal and creates and links the Beans using BeanFactory; the scheduler runs every month and creates what I need 90dd before expiration.

    In terms of linking your Opportunity and Quote, the Opportunity is a Relate field, not a Relationship (subtle but important difference) on the Quote so you are half-way there, you need to populate both the name and the id of the Opportunity on the quote:

    $quoteBean->opportunity_name = $opportunityBean->name;

$quoteBean->opportunity_id = $opportunityBean->id;

    I find that looking at the vardefs in the cache folder is the easiest way to find our if it's a relate or relationship and, in the case of relationships, the link name.

    For example in:  cache/modules/Quotes/Quotevardefs.php

        'opportunity_name' =>
    array (
      'name' => 'opportunity_name',
      'rname' => 'name',
      'id_name' => 'opportunity_id',
      'vname' => 'LBL_OPPORTUNITY_NAME',
      'type' => 'relate',
      'table' => 'Opportunities',
      'isnull' => 'true',
      'module' => 'Opportunities',
      'link' => 'opportunities',
      'source' => 'non-db',
      'len' => 50,
    ),
    'opportunity_id' =>
    array (
      'name' => 'opportunity_id',
      'type' => 'relate',
      'source' => 'non-db',
      'rname' => 'id',
      'id_name' => 'id',
      'vname' => 'LBL_OPPORTUNITY_ID',
      'table' => 'opportunities',
      'module' => 'Opportunities',
      'link' => 'opportunities',
      'massupdate' => false,
    ),

    FrancescaS

  • 0 in reply to Francesca Shiekh

    Sincere thanks, Francesca, for your detailed response.  Is there any way to update the Opportunity ID in the Quote from an Action Button or SugarBPM?

    While I have read about SugarBeans in the Developer's Guide, I am still not clear how to utilize them with Logic Hooks on an existing module within our Cloud instance.

    Thanks again!

  • 0 in reply to Doug Coulter

    The short answer is: I don't know.

    I have yet to try using BPM myself. But from a quick google search, see if this helps: https://support.sugarcrm.com/knowledge_base/sugarbpm/understanding_relate_fields_in_sugarbpm/

  • 0 in reply to Francesca Shiekh

    Thank you, Francesca.  Based on the Comparison of Relate Fields table, it appears that it is not possible to update relate fields in SugarBPM (and presumably Action Buttons).

    I will dig further into the SugarBeans approach for our Cloud instance.

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