On the opportunity record, this functionality has already existed for a long time, and I have had lots of requests from colleagues who were asking, “Can I reopen a won quote? ” because the customer came back to us, and now I need to make a few minor changes to it. This triggered me to investigate what is possible, but also, are there any downsides to this? When searching on the web, I found a couple of solutions that were as simple as running a workflow manually.
On an opportunity record that is marked as Won or Lost, there is a button available in the ribbon called Reopen Opportunity that allows you to reopen the record.
Once the opportunity is reopened on the timeline, an autopost is created to indicate that it was reopened. This is giving you at least some sort of audit about what happened with the opportunity.
How to create your own reopen a won quote functionality
How to build a custom button yourself that allows you to reopen a won quote? Please follow the next steps to do this yourself:
- Open the make.powerapps.com
- Select the right environment
- Open the solution, I have created a solution with the Big Lex Smokehouse model-driven app in it
- Select the model-driven app and select Edit
- Find and select the Quotes view > Edit command Bar > Edit
- Select the Main form since we want the button to be available there, and select Edit
- Select New > Command within the Commands section
- Set the following values on the button:
- Label – Reopen Quote
- Icon – Use Icon
- ReOpenOpportunity (this is the same icon as for the opportunity form
- Action – Run formula
The Patch statement is updating the status of the current quote to Draft and the status reason to be In progress
Patch(
Quotes,
Self.Selected.Item,
{
Status: 'Status (Quotes)'.Draft,
'Status Reason': 'Status Reason (Quotes)'.'In Progress (1)'
}
);
Notify(Concatenate("Quote ",Self.Selected.Item.'Quote ID', " is reopened"),NotificationType.Success);- Visibility – Show on condition from formula
The Power FX code for the visibility is as follows, which in essence is saying, if for the current record the status equals is won, then display the button:
Self.Selected.Item.Status = 'Status (Quotes)'.Won- Tooltip – Reopen the quote
- Tooltip description – This function allows you to reopen a Won or Lost quote
Conclusion: As simple as that?
So to conclude, is reopening a Won quote as simple as that? The answer to that has two aspects, according to me. The first aspect: can this be done technically? The answer to that is yes if you ask me without too much hassle as you can see in the instructions above.
The other aspect is whether it will help further in the process or only cause more disruptions? The answer to that, depending on what components you are using of the platform, would be no if you ask me. Below are the two things to be aware of when you are having chats about introducing this functionality:
- Close Opportunity
When selecting the Create Order button in the ribbon of the quote form, the pop-up is asking you if you want to close the related opportunity. If you have already won the quote, this will be closed already. If you leave this setting to yes (which I bet some users will do 😁), you will get an error message saying that the opportunity is already closed.
2. 1-to-many relationship with Order table
The relationship between the quote and order table is a one-to-many relationship. Which means,
Every time you mark the quote as won, it will create a new order and the question is, is that desired?
