Oracle Express CPQ for Salesforce.com What s New in Winter 16 October 2015
TABLE OF CONTENTS REVISION HISTORY... 3 OVERVIEW... 4 Give Us Feedback... 4 PRE-UPGRADE TESTING... 5 POST-UPGRADE REQUIREMENTS... 6 RELEASE FEATURE SUMMARY... 7 INTERNATIONALIZATION... 8 End User Translations... 8 Localizations... 11 CONFIGURATION... 13 Modern Blueprint Selector... 13 Collapsible Features... 15 Formulas on Text and Checkbox Fields... 16 If Functions... 18 Text Functions and Operators... 22 Boolean Operators... 26 Merge Salesforce Picklists in Formulas... 29 Formula Picker... 31 QUOTING... 33 Faster Document Generation... 33 2
REVISION HISTORY This document will continue to evolve as existing sections change and new information is added. All updates are logged below, with the most recent updates at the top. Date What s Changed Notes 16 SEP 2015 Initial Document Creation 3
OVERVIEW This document provides a detailed overview of the new and improved functionality of the Winter 16 update for Oracle Express CPQ for Salesforce.com, formerly BigMachines Express. Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you. Note: To manually upgrade your sandbox or production environment, follow the instructions in the online help article called How to Upgrade Express CPQ. This update will be pushed to all customer production environments in the coming months. Upgrade notifications and reminders are sent to all registered users of My Oracle Support who are associated with your Customer Support Identifier (CSI number). Contact your organization s Customer User Administrator (CUA) to confirm you are registered and approved. GIVE US FEEDBACK We welcome your comments and suggestions to improve the content. Please send us your feedback to Express CPQ. 4
PRE-UPGRADE TESTING REMINDER: As a standard practice all administrators should test all upgrades in a full-data sandbox prior to the planned update to your production environment. A full-data sandbox is required to confirm that the new packages are tested under load with production scale data. This provides the highest degree of confidence. Customers with access to full-data sandboxes should: 1. Create or refresh a full-data sandbox from your production environment. 2. Request a sandbox upgrade from My Oracle Support (see below). 3. Manually upgrade to the newest release into the sandbox environment. 4. Update security settings for new components and metadata. 5. Create a series of test quotes with configurations and proposals. These test quotes should: a. follow the most common use cases. b. follow the most complex use cases. c. test all of the CPQ features you have adopted. d. be performed while logged in as a sales user. e. be validated against pre-upgrade sample quotes. Steps for Requesting a Sandbox Upgrade 1. Log into the BigMachines Express Support Center and create a Service Request (SR) by clicking the Service Requests tab. 2. Click the Create Service Request button from the Service Requests section or tab, and fill in this information: 3. Problem Description Service Type: Oracle BigMachines Express CPQ Cloud Service for Salesforce.com Problem Type: Any Problem Summary: Sandbox Upgrade Description: Requesting package passwords for sandbox upgrade testing. Severity: 4 - No loss of service 4. Confirm that your contact information and method is correct. 5. Skip the Additional Details section. 6. Confirm and Submit. NOTE: If you do not have a full data sandbox (or even if you do), you can enroll in our complimentary Automated User Acceptance Testing (UAT) program instead. Please contact Customer Support for details. 5
POST-UPGRADE REQUIREMENTS IMPORTANT READ ME: This update introduces new components such as custom fields, buttons, classes and pages. Immediately following the upgrade, Express CPQ customers must update their profiles and/or permission sets to include the appropriate access to these new components if they do any of the following: use the Quoting module, grant access to CPQ pages and features using profiles, or grant access to CPQ pages and features using custom permission sets. Failure to do so may result in Insufficient Privileges errors for administrators and users who are unable to quote. This process is simple and should require no more than 30 minutes. Documentation and stepby-step instructions are available in the following My Oracle Support (MOS) article: How to Update Permission Sets after Upgrade (Doc ID 1938864.1) Additionally, you should refer to the following MOS article for a detailed list of these new components and their required access and security settings: Components and Metadata and Their Required Permissions (Doc ID 1940214.1) NOTE: Customers who grant user and administrator access using the included BigMachines Express permission sets can skip these steps. These included permission sets are automatically updated during upgrade. It is always recommended that administrators use the included permission sets when possible. 6
RELEASE FEATURE SUMMARY Some new features are automatically visible to users after an update and some require action from a company administrator to enable. In this release, several new features must be enabled by the administrator. The table below offers a brief summary of the new Winter 16 features and a quick reference for the actions required to enable them. Action Required to Enable Feature Feature Automatically Available End User Action Required Administrator Setup Required Oracle Service Request Required Internationalization End User Translation Localizations Configuration Modern Blueprint Selector Collapsible Features Formulas on Text and Checkbox Fields If Functions Text Functions and Operators Boolean Operators Merge Salesforce Picklists in Formulas Formula Picker Quoting Faster Document Generation 7
INTERNATIONALIZATION This section summarizes any new multi-language, multi-currency or localization changes you can expect to see in Oracle Express CPQ. If your Basic package is updated to Winter 16, you will be able to configure the features listed in this section. END USER TRANSLATIONS End-user translations allow an administrator to provide translations for various interface items like button labels, error messages, static text, and descriptions. The translated items appear for sales reps based on the users default language. For example, for businesses located in a non-english speaking country like Mexico, an administrator can translate the elements of each CPQ page that a sales rep will see into Spanish. The languages and regions which are supported include: Danish (Denmark) German (Germany) English (UK) English (USA) Spanish (Spain) Spanish (Mexico) Finnish (Finland) French (France) Italian (Italy) Japanese(Japan) Korean (South Korea) Dutch (Netherlands) Norwegian (Norway) Portuguese (Brazil) Russian (Russia) Swedish (Sweden) Chinese (China) Chinese (Taiwan) SAMPLE USE CASES For non-english single language organizations, an administrator can configure the applicable CPQ pages to appear in the language your business uses. For international organizations that have sales reps who speak multiple languages, an administrator can configure the applicable CPQ pages to appear in the default language of their sales users. 8
SETUP Translations are configured by the administrator through the Translations page which can be accessed from the Basic package under the Translations tab. The administrator must supply translated page, button and field labels as well as other text and error messages for each language you support. The translated values appear for the sales user based on their default language selection. Note: The administrator will always see and use English. To create and save a new translation: 1. Navigate to the Translations tab by either: a. Clicking the Translations tab directly from the navigation bar at the top of the screen. b. Clicking the All tabs icon (+) from the navigation bar at the top of the screen and selecting the Translations link from the list of tabs. 9
2. Select the language you will be translating into from the Language picklist. 3. Select the type of element you will be translating from the Type picklist. The available types are: a. All c. Buttons d. Labels e. Error or Warning Messages f. Help Text g. Table Column Headings h. Picklist Values 4. Select the page that you want to translate from the Page picklist. The area below the final picklist displays the information that can be translated. 5. Double-click the Translation text box for the translation you wish to enter. A pop-up window appears. 6. Enter the translation text inside that pop-up window and click OK. 7. Repeat Steps 4 through 5 for every item on the list you wish to translate. 10
8. Click Quick Save to save your translations. Important: If you do not Quick Save before you navigate away from this screen or before selecting a new picklist option, all changes will be lost. TIPS AND CONSIDERATIONS Languages in the list are the complete list of supported languages. This feature is not compatible with the usage of line breaks and is not recommended. This feature does not include data translations (e.g., product names, line item field labels or values, blueprint field labels or values, field assignment messages and constraint messages). To create a configuration blueprint in a non-english language, clone an existing blueprint and replace the field labels. Proposal translations are not included in this feature. Refer to the MOS Article (Doc ID 2033943.1) for information on using the Translation Workbench feature for proposal template translations. Column headers which use Salesforce fields are translated through the translation workbench. Refer to the MOS Article (Doc ID 2033943.1) for information on using the Translation Workbench feature. LOCALIZATIONS Similar to end-user translations, the locale of each user will be used to render numeric, currency and date formats correctly. For example, end-user interfaces like configurations or asset import will automatically reflect the date and numeric formatting which is used in the sales rep s locale. As you can see from the image above, because the logged in user has an English (U.K) locale setting the date and number formatting reflects the standards of the UK (DD/MM/YYYY and 1,000.00). 11
The locales which are supported include: Danish (Denmark) German (Germany) English (UK) English (USA) Spanish (Spain) Spanish (Mexico) Finnish (Finland) French (France) Italian (Italy) Japanese(Japan) Korean (South Korea) Dutch (Netherlands) Norwegian (Norway) Portuguese (Brazil) Russian (Russia) Swedish (Sweden) Chinese (China) Chinese (Taiwan) SAMPLE USE CASES For organizations with locations outside of North America such as the UK or Sweden, where number and date formats differ from the main company location, these sales reps will now see date and numeric values represented appropriate to their designated locale. SETUP This feature does not require any setup. It will become available to sales users immediately upon package update. TIPS AND CONSIDERATIONS Number, currency, and date formats that appear on a proposal are not controlled by this feature. They are determined by the language selected on the proposal template. As a result, a sales user can generate a proposal with date formatting appropriate to the customer. Please refer to the MOS Article (Doc ID 2033943.1) for more information on creating a proposal in multiple languages. Be sure to always allow CPQ to handle the thousands separator when entering numeric values. For example, when entering one thousand three hundred and fifty dollars and 92 cents simply type 1350.92 instead of 1,350.92. 12
CONFIGURATION The Configuration package update is Winter 16. This section summarizes the changes you can expect to see in the Configuration module and how to configure them, if applicable. MODERN BLUEPRINT SELECTOR This new feature will give administrators the tools to effectively present more information about the available Configuration Blueprints to sales reps. This feature ensures that the available blueprints are not hidden behind a lengthy picklist but instead presented graphically, with each blueprint represented by a description card with formatted text and images. All description cards line up cleanly in rows and when a card is clicked, the user is navigated into a new configuration. SAMPLE USE CASES For organizations with many configurations or multiple product lines, administrators may use the Blueprint Selector to visually distinguish between them with images and descriptions to make finding the correct blueprint more efficient. SETUP To enable the blueprint selector: 1. Navigate to Setup > Develop > Custom Settings. The Custom Settings screen appears. 13
2. Click the Manage hyperlink for the Configuration Settings label. The Configuration Settings screen appears. 3. Click the Edit button. The Configuration Settings Edit screen appears. 14
4. Place a check in the Blueprint Selector Grid View checkbox. 5. Click Save. TIPS AND CONSIDERATIONS When uploading images or formatting rich-text for your Blueprint Configuration, be sure the content is less than or equal to 300 x 200 pixels in size. Inactive blueprints will not appear. Blueprints which are not in the current Blueprint Group will not appear. Blueprint description cards are tiled from left to right in the sort order of the current Blueprint Group. COLLAPSIBLE FEATURES Sales users can now display or hide features on bundles by clicking the icon beside the master product. This feature allows sales reps to more quickly scan the configuration screen by allowing bundled features to be collapsed and reduce the amount of scrolling. Collapsed Features Expanded Features SAMPLE USE CASES Users in organizations that configure large numbers of products with many features can choose to hide features to make the Line Items list more readable. 15
SETUP This feature does not require any setup. It will become available to sales users immediately upon package update. FORMULAS ON TEXT AND CHECKBOX FIELDS Administrators can now set the value of a text or checkbox field using a formula. With string operators the value of a text string can be constructed dynamically using other fields and inputs. Text values can also be switched from one value to another using a logical function. Checkboxes can similarly be toggled between true and false (checked and unchecked) using logical functions and Boolean operators. Text and Checkbox formulas can be used on both Fields and Line Item Fields. SAMPLE USE CASES An administrator can create a formula on a checkbox field in order to set the value of the checkbox to checked (TRUE) or unchecked (FALSE). In this example formula (e.g., ((TODAY() + 10) - {!account.customer_creation_date c}) <=60)), a customer_creation_date c field exists on the Account object. This field is used in a formula and evaluated against the current date. If the customer creation date is less than or equal to 60 days old, the field called New Customer? will be checked. 16
An administrator can set the value of a text field by building a string that concatenates a static text string with a merge field. In this example formula (e.g., 'Ship to:' + IF ({!account.shippingcity} = ' ', {!quote.shippingcity}, {!quote.billingcity})), the text field called Ship to: is concatenated with either the value from the shippingcity or the billingcity field on the related Account or Quote. Within the formula is an IF statement that states if the shipping city on the account is blank, use the Quote s shipping city or billing city. A possible result may appear as Ship to: Chicago in the configuration. 17
SETUP Following the Configuration package update, no additional setup is required. Administrators can create text and checkbox formula fields by selecting the Is Formula? checkbox. For detailed instructions on creating and using formula fields, refer to the online My Oracle Support Article (Doc ID 1624949.1). TIPS AND CONSIDERATIONS The + operator, used for addition with numeric fields and addition of days to date fields, is used to append new text to a string (concatenation) when using text fields. The TEXT() function converts numbers to text with no rounding. The \ character is used to escape special characters so they can be used in strings. It can only be used inside of single quotes. The character (single quote) is necessary when using literal text and must have an opening and closing quote. IF FUNCTIONS IF functions are now available for administrators to use when defining formulas on Fields or Line Item Fields where you need to use conditional logic. For example, you can dynamically set a field s value in a Configuration Blueprint using an IF statement in your formula instead of having to create a field assignment rule. 18
The previous screen shot shows how you can dynamically set a text field s value using IF logic. In this example we are evaluating if the account is Acme and returning one text string if it is and another if it is not. SAMPLE USE CASES An administrator can use conditional logic to programmatically set the value of a field on a blueprint without using field assignment rules. In the example shown below, you can set the value of a text field to different strings based on a simple IF condition (e.g., IF (MONTH (Today ()) = 9, 'Be sure to check out our Autumn collection.', ' ' )). An administrator can use conditional logic to programmatically set a Line Item field value on products. This allows product or pricing information to be variable based on user inputs at the configuration or line item level. For example, the annual recurring revenue calculation for the line item can be calculated differently if the product s base price is a monthly fee or an annual fee. (IF({!bp.isNewCustomer} && {!bp.last_chance_discount},.15, IF ({!bp.isnewcustomer},.10, IF ({!bp.last_chance_discount},.05, 0))) 19
SETUP Following the Configuration package update, the IF option will be available in the formula editor. To set the value of a field using an IF function, it is important to remember: The first argument is the condition (IF (<condition>), <action when true>, <action when false>). The second argument is the result if the condition evaluates to true (IF (<condition>), <action when true>, <action when false>). The third is the result if the condition expression evaluates to false (IF (<condition>), <action when true>, <action when false>). 1. Create a new configuration field or Line Item field. 20
2. Enter a Field Label and Name. 3. Select a Field Type and check the Is Formula? checkbox. 4. Enter the formula text into the Formula Source text box. a. Begin with the IF statement IF(logical_test,value_if_true, value_if_false). b. Use the necessary operators like Equal to =, Greater than >, or Less than < where applicable. c. You can nest your IF statements. d. Be sure to finish with a closed parenthesis ) or several parentheses depending on how many IF statements were used. 5. Click the Check Syntax button to check your formula for errors. 6. Click Save or Quick Save. 21
For additional instructions on creating and using formula fields, refer to the online My Oracle Support Article (Doc ID 1624949.1) TIPS AND CONSIDERATIONS If statements can be nested to handle more complex logic. Use equal (=), not equal (<>), greater than (>), greater than or equal to (>=), less than (<) and less than or equal to (<=) as operators when defining the IF condition. Use Boolean operators and groupings when multiple arguments for the IF condition are needed. Use TRUE and FALSE as the actions when applying an IF function to a checkbox field. Use single quotes ( ) when defining a literal string as the action on text fields. TEXT FUNCTIONS AND OPERATORS Text functions and operators are now available in the formula editor on Fields and Line Item Fields allowing you to build a dynamic text string from static text and text fields. This allows you to merge text values, concatenate text strings and convert numeric or date values to text when generating a text output to display on your Configuration Blueprint. In the above screen shot example, the use of the Add/Concatenate operator between the account name and the quote name would render a field with the text Acme:Quote01 if the account was Acme and the Quote was Quote01. 22
USE CASES Administrators can concatenate merge fields and static text values in any combination, to dynamically generate new text that will appear on the blueprint configuration. For example, in the screen shot below, we concatenated the account field with the quote field. 'Quote for ' + {!account.name} + '. ' + 'Quote number' + ': ' + {!quote.name} When evaluated the field will appear as Quote for <account name>. Quote number <quote name> on the configuration blueprint. Administrators can use the TEXT function to convert a percent, number, or currency value into text. This converted value can be further combined with elements of a formula like functions and operators, to dynamically generate the output. The formula provided in the screen shot below first converts the number field {!quote.surveynumber_c} to text and then concatenates the value with the account name. {!account.name} + ':' + TEXT ( {!quote.surveynumber c} ) 23
The output on the blueprint configuration appears as Accountname:11233. SETUP Following the Configuration package update, the TEXT function and operators will be available in the formula editor. To set the value of a field using a TEXT function: 1. Create a new configuration field or line item field. 24
2. Enter a Field Label and Name. 3. Select Text for Field Type and check the Is Formula? checkbox. 4. Enter the formula text into the Formula Source text box. a. Enter the TEXT function. b. Provide a number, percent, or currency type field in the parentheses of the TEXT function. 'Extra discount of ' + TEXT ( {!quote.tax} ) + ' %' 25
5. Click the Check Syntax button to check your formula for errors. 6. Click Save or Quick Save. For additional instructions on creating and using formula fields, refer to the online My Oracle Support Article (Doc ID 1624949.1) TIPS AND CONSIDERATIONS Picklist merge fields will work with TEXT functions. If trying to convert the date to text, using the TEXT (date) formula will not work. However you can use the Month, Day, and Year conversions individually to yield a date. For example, TEXT(MONTH({!bp.date})) + '-' + TEXT(DAY({!bp.date})) + '-'+ TEXT(YEAR({!bp.date})). When using TEXT functions, the output will always be in US formatting. Numbers will not be rounded by this function. However, you can round the number first and then convert it to text. Use the + operator to indicate a concatenation of text strings. Use single quotes ( ) when defining a literal string in the formula. BOOLEAN OPERATORS Boolean operators are available for use in the formula editor allowing you to string together a number of different values where and, or and not logic may be required. When constructing a logical test for use in an IF function you can use the && ( and ), II ( or ) and! ( not ) operators to create more complex evaluations. Boolean operators are also important when using formulas with checkbox fields because they allow you to resolve multiple checked ( true ) and unchecked ( false ) into a single result. 26
SAMPLE USE CASES Administrators can use the && (and) operator to evaluate if two or more conditions are true. In the example below, if both the Account Type is Partner and Level is Strategic then the Partner Type field will display Gold, otherwise it will display Standard. IF (( {!account.type} ='Partner' && {!account.level c} ='Strategic'), 'Gold', 'Standard') Administrators can use the (or) operator to evaluate if any of the conditions are true. In the example below, if either the Discount is greater than (>) 20% or the Margin is less than (<) 50% then the Requires Approval field will show Yes. IF (( {!quote.discountpromo c} >20 {!quote.margin c} <50), 'Yes', ' ') 27
Administrators can use Boolean operators by themselves to set the value of a checkbox. In the example below, if the Options Selected field is greater than (>) zero and the Bundle A or Bundle B checkbox is checked, then the Configured System checkbox is checked. IF(( {!bp.options_selected}>0 && ( {!bp.bundle_a}= True {!bp.bundle_b}= True )), TRUE, FALSE) 28
SETUP Following the Configuration package update, the Boolean operators will be available in the formula editor. When creating a Boolean formula, it is important to know that the format varies. However it is generally constructed as <value> <operator> <value> but <operator> <value> may be used with NOT (!) as well (e.g.,!(10 < 11)). For additional instructions on creating and using formula fields, refer to the online My Oracle Support Article (Doc ID 1624949.1) TIPS AND CONSIDERATIONS When using multiple conditions in an IF function or to set a checkbox value, use parentheses to indicate the order of operations or logical grouping of Boolean operations. Boolean operations will always result in a TRUE or FALSE result. A TRUE result will be rendered as a checked checkbox on checkbox fields. Use single quotes ( ) when using a literal string in a comparison. MERGE SALESFORCE PICKLISTS IN FORMULAS The merge field feature has been enhanced to allow for picklist field values from any supported Salesforce object to be used in formulas. The addition of picklists provides more options when using formulas to import values from the quote for use in a Configuration Blueprint and can be used with all functions available for use with text fields. Additionally, when a picklist value is imported into a formula, it is interpreted automatically as text. SAMPLE USE CASES Administrators can calculate important numbers like total contract value dynamically on a configuration line item field by merging a Salesforce picklist field value like Recurrence directly into the total contract value formula. 29
SETUP Following the Configuration package update, picklist fields will be available in the Merge Field selector when using the formula editor. When merging a picklist field, the available Salesforce objects will vary, depending on the location of the formula: Blueprint Field- Opportunity, Quote, User, Account, Contact, Blueprint Line Item Field- Opportunity, Quote, User, Account, Contact, Blueprint, Line Item, and Product Product Rule- Opportunity, Quote, User, Account, Contact, Blueprint, Line Item, Quantity, List Price, Sales Price, and Product For additional instructions on creating and using formula fields, refer to the online My Oracle Support Article (Doc ID 1624949.1) 30
FORMULA PICKER This feature simply allows the administrator to quickly view the functions which are available for use in formulas. When a formula is selected an example appears and a description regarding this feature is provided. Clicking the Insert Selected Function button automatically inserts the formula into the Formula Source text box. SETUP Following the Configuration package update, the formula picker will automatically appear in the formula editor. When using the formula picker to enter a formula into the editor, simply select the formula from the picklist (i.e., IF) and click the Insert Selected Function button. 31
A drop-down menu is available to display the functions by category: Date & Time (DATE, DAY, MONTH, TODAY, YEAR) Logical (IF) Math (ABS, MAX, MIN, MOD, ROUND, ROUNDDOWN, ROUNDUP, SQRT) Operator (!, &&, (), *, +, -,/,<, <=, <>,=, >, >=, ^, ) Text (TEXT) For additional instructions on creating and using formula fields, refer to the online My Oracle Support Article (Doc ID 1624949.1) 32
QUOTING The Quoting package update is Winter 16. This section summarizes the changes you can expect to see in the Quoting module and how to configure them, if applicable. FASTER DOCUMENT GENERATION Proposal generation is now optimized for maximum speed. Your Microsoft Word and PDF proposals will be rendered faster than before. SETUP Following the Quoting package update, the document engine will be optimized for faster performance for users and administrators. No action is required to enable this enhancement. --- 33
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