Oracle CPQ Cloud for Salesforce.com What's New in Spring 15 9 March 2015
TABLE OF CONTENTS TABLE OF CONTENTS... 2 OVERVIEW... 3 POST-UPGRADE REQUIREMENTS... 3 RELEASE FEATURE SUMMARY... 4 CONFIGURATION... 5 CUSTOM LINE ITEM FIELDS... 5 MAP LINE ITEM FIELDS TO QUOTE LINE ITEM FIELDS... 6 SET LINE ITEM FIELDS USING PRODUCT RULES... 7 SET LINE ITEM FIELDS USING FORMULAS... 9 ADD, REMOVE AND ORDER LINE ITEM COLUMNS... 11 LINE ITEM FIELDS IN SALES PRICE FORMULAS... 13 DATE FUNCTIONS IN FORMULAS... 14 CUSTOM CONFIGURATION SUBTOTALS... 15 CHANGES TO EXISTING BEHAVIORS... 17 RENEWALS... 18 UPDATE PRICING... 18 MULTIPLE RENEWAL QUOTES... 19 EXCLUDE EXPIRED ASSETS... 22 CHANGES TO EXISTING BEHAVIORS... 23 ADDITIONAL INFORMATION... 24 BROWSER SUPPORT... 24 MICROSOFT WORD SUPPORT... 24 DISCLAIMER... 24 REVISION HISTORY... 24 2
OVERVIEW This guide outlines the information you need to know about new and improved functionality in the Spring 15 update for Oracle CPQ Cloud 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. POST-UPGRADE REQUIREMENTS This update introduces new components and metadata including custom objects, custom fields, buttons, classes and pages. IMPORTANT: Immediately following upgrade all customers granting user and administrator access to Express CPQ features using profiles or custom permission sets must update them to include the appropriate access permissions to these new components. Failure to do so may result in Insufficient Privileges errors for users. This process is simple and should require no more than 30 minutes. Step-by-step instructions and documentation are available here: How To Update Permission Sets After Upgrade Components and Metadata and their required permissions NOTE: Customers granting user and administrator access using the included BigMachines Express permission sets can skip these steps. It is always recommended that administrators use the provided permission sets when possible. REMINDER: We encourage all customers with full-data sandbox environments to install the upgrade and test in a sandbox prior to the planned update to your production environment. All administrators should validate the upgrade by preparing test quotes as a sales user after completion. 3
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, all new features must be enabled by the administrator. The table below offers a brief summary of the new Spring 15 features and a quick reference for the actions required to enable them. Action Required to Enable Feature Features Automatically Available to Users Automatically Available to Admins Administrator Set Up Required Configuration Custom Line Item Fields Create and display custom fields on line items in configuration Map Line Item Fields to Quote Line Item Fields Set where line item field values are written to when a configuration is saved Set Line Item Fields using Product Rules Product rules can set the value of any line item field when the product is added Set Line Item Fields using Formulas Define a formula which calculates the value of a line item field Add/Remove/Order Line Item Columns Add, remove and sort custom and standard line item field columns on the line item grid Line Item Fields in Sales Price Formulas Use line item and product fields in sales price calculations Date Functions in Formulas Modify dates and calculate differences in dates using date functions Custom Configuration Subtotals Display a summarized total of any numeric line item field Renewals Update Pricing Sales reps can quickly update the pricing on existing renewal quotes to the current price or the original price with an uplift Multiple Renewal Quotes Automatically create multiple renewal quotes from a single closed won opportunity by designating a quote matching key that indicates which line items are kept together on renewal quote(s) Exclude Expired Assets Assets that are marked as expired are no longer available for import for add-ons or manual renewals 4
CONFIGURATION CUSTOM LINE ITEM FIELDS Administrators can create custom line item fields on configuration blueprints. These line item fields appear as columns in the line item grid and can be used to display product information, capture subscription information like dates and term length and calculate costs and pricing details. Fields can be made editable or read-only. SAMPLE USE CASES Sales reps can enter different start and end dates on individual line items. Sales reps can enter descriptions or custom notes on line items. Administrators can create fields that calculate the monthly recurring cost and total contract value. SETUP Administrators can create Custom Line Item Fields from the Configuration Blueprints administration page by clicking the New Line Item Field button under the new Line Item Fields related list. Clicking the New Line Item Field button brings you to the Line Item Field Edit page. 5
A list of fields/options and descriptions are provided below: NAME Field Label Field Name Help Text Field Type Quote Line Item Field Is Formula Formula Source DESCRIPTION Is displayed as the column heading on the configuration line item for the end user and as a display label on the admin pages Must be a unique field name for each field and is used in formula merge fields Help text is displayed in a green hover box in the column header on configuration line items Sets the field s data type. The supported field types are: Number, Text, Checkbox, Picklist, Currency, Date and Percentage Optionally choose a Quote Line Item Field where the custom Line Item Field data is saved when a configuration is saved. See the MAP LINE ITEM FIELDS TO QUOTE LINE ITEM FIELDS section below for more detail. Sets the value of the line item field using a formula for all line items. When checked it toggles the Formula Source editor. This setting is only available to numeric and Date-type Fields. Define the value saved to the line item field using the formula field equation editor. See the SET LINE ITEM FIELDS USING FORMULAS section below for more detail. Complete the required fields and save. NOTE: Line Item Fields can be assigned values systematically by the Product Rule or by a Formula. They can also be entered or modified by the user during configuration. Line Item Fields can be added to the layout and reordered using the Configuration Layout editor which is covered later in this document. MAP LINE ITEM FIELDS TO QUOTE LINE ITEM FIELDS When creating custom line item fields, administrators have the option to write those values to quote line item fields. This minimizes situations where sales reps would need to enter or edit data on individual line items outside of configuration. 6
SAMPLE USE CASES Sales reps can enter dates, descriptions or quantities on line items and have them saved to the quote. Administrators can choose to write quantities to custom quantities fields on quote line items. Administrators can use a custom configured list price instead of relying on the standard pricebook price. Administrators can save configuration input to fields on quote line items so they can be printed on the proposal. SETUP Administrators can map a value from a custom Line Item Field in configuration to a Quote Line Item Field. First there must be a field of a matching data type on the Quote Line Item. For example, a text field on the Configuration Line Item can write only to text fields on the Quote Line Item and not a Currency field. On the Line Item Field Edit page the Quote Line Item Field pick list displays all the Quote Line Item Fields that match the data type and are available for mapping. Select one and save. NOTE: Each Quote Line Item field can only be mapped to one custom Line Item Field. Standard mappings like Quantity and Discount cannot be changed. Fields can only be mapped to a like data type (e.g. currency fields currency fields; date fields date fields). SET LINE ITEM FIELDS USING PRODUCT RULES Administrators can set the value of a custom line item field using a product rule. This allows them to provide default or recommended values for their sales reps based on the rule conditions or configuration fields. Administrators can also choose to make individual fields read-only or editable on each line item. 7
SAMPLE USE CASES Administrators can set the default start and end date on each line item equal to the start and end date on the quote. Administrators can save the dimensions of a configured product to the line item to which they belong. Administrators can calculate the list price or cost of a product in the configurator and set it to a custom field. SETUP Administrators can assign values to custom Line Item Fields for each configured product using Product Rules. Edit or create a Product Rule. The Product Rule edit page now contains a new related list that shows any Line Item Fields which have been created. Line Item Fields set using formulas are not shown. 8
A list of fields/options and descriptions are provided below: NAME Column Read Only Checkbox Value/Field Toggle Value Mapping Field DESCRIPTION Label of the Configuration Line Item Field When checked, the value assigned to the Line Item field will not be editable by the end user Note: Line Item Fields with Is Formula checked are always Read Only Toggles how the value of the field is set. Choose Value to assign a static value Choose Field to assign the value using a configuration Field The value assigned to the Line Item Field when the Product Rule fires Shows the Quote Line Item Field that the Field is mapped to if a mapping is set on the Line Item Field Set the field values and save the product rule. NOTE: By default all Line Item Fields are Read Only. SET LINE ITEM FIELDS USING FORMULAS Administrators can set the value of a custom line item field using a single formula that applies to all lines. This allows them to calculate values in real time on line items when the configuration is updated or the sales rep makes changes to line item fields. SAMPLE USE CASES Administrators can calculate the term length for each line based on the entered start and end date. Administrators can calculate the total contract value, extended net price or other revenue amounts for products. Administrators can calculate the total net discount, cost or margin of individual line items. SETUP Administrators can set the value of a Line Item Field using a formula on the Line Item Field Edit page. When creating a Line Item Field check the Is Formula checkbox which will bring up the Formula Source editor. This option is only available to Number, Currency, Date and Percent field types. 9
A list of available operators and functions is listed to the right of the formula editor. To reference another field or value click the Select Merge Field button. This displays the Merge Field selector. Configuration Blueprint, Account, Contact, Opportunity, Product, Quote, User and other Line Item Fields are available in the formula editor. Additionally, the Product Rule entry provides a special list of Merge Field options. A list of Product Rule options and description is provided below: 10
OPTION Quantity Sales Price Sum of all Features by List Price Sum of all Features by Sales Price Unit Price DESCRIPTION Returns the Product Rule s Quantity value Returns the Sales Price value on the Line Item. Note: This value can be supplied by a Product Rule or a Pricing Rule Returns the sum of the List Price on all Features added by the Product Rule Returns the sum of the Sales Price on all Features added by the Product Rule Returns the Unit Price value on the Line Item. This value is driven by the Price book. Create your formula and click Save. A Check Syntax button is provided to validate the formula. NOTE: BigMachines Express currently supports up to 200 formula evaluations in a single save or update action in order to avoid hitting Salesforce governor limits. Each Line Item Formula Field is counted once per product added to the Configuration. For example, if a configuration has 5 Line Item Formula Fields per line item and 10 products added to the configuration, 50 formulas will be evaluated in addition to any formula Fields contained on the Blueprint. ADD, REMOVE AND ORDER LINE ITEM COLUMNS Administrators choose which columns they want to show to sales reps during configuration. They can add and re-order custom line item fields and remove the standard product, quantity and price fields. 11
SAMPLE USE CASES Administrators can choose to hide the standard product name field and show the product code instead. Administrators can add the standard description field or add a custom one in configuration. Administrators can choose to replace the standard quantity, sales price, total price or list price fields and replace them with custom ones. SETUP Administrators can add custom Line Item Fields to the layout or remove standard Line Item Fields. Navigate to the Layout Editor page. There are now two new sections titled Line Item Settings and Line Item Columns. To remove standard Line Item Field columns from the configuration line item table uncheck the associated checkbox in the Line Item Settings section. To add custom Line Item Field columns to the Line Item table select the Field Label from the list of Available Fields and click the Add button. To remove custom Line Item Field columns from the Line Item table select the Field Label from the list of Selected Fields and click the Remove button. To order the custom Line Item Field columns use the Up and Down buttons to the right of the Selected Fields list. Make your selections and click Save or Quick Save. You can preview your changes using the Preview button. NOTE: By default all custom Line Item Fields are not selected and not shown on the layout. All standard Line Item Fields are shown with the exception of Discount. In this release the positions of the standard Line Item Field columns cannot be altered. Custom Line Item Fields will be displayed between the standard Product Name and Quantity field positions. 12
LINE ITEM FIELDS IN SALES PRICE FORMULAS Administrators can now use any standard or custom product field, the sum of feature prices or any custom line item field in the sales price formula on a product rule. This allows additional flexibility for how products are priced. SAMPLE USE CASES Administrators can pull the cost off the product and use it for cost-plus pricing formulas. Administrators can factor the term length of a subscription into the sales price. SETUP When Administrators define Sales Price formulas on the Product Rule Edit page they can now reference custom Line Item Fields, Product fields and Product Rule Fields. Choose Formula for the Price Adjustment option and click the Select Merge Field button. Create your formula and click Save. A Check Syntax button is provided to validate the formula. 13
DATE FUNCTIONS IN FORMULAS Configuration formula fields, line item formula fields and the sales price formula editor can all now use date fields and new special date functions that allow administrators to calculate the difference between dates, add days to dates and extract the day, month or year from a date input. SAMPLE USE CASES Administrators can calculate the term length of a line item and use that to calculate the total contract value of a recurring product. Administrators can add days to the start date of a quote in order to derive the end date. SETUP Administrators can now use Date data types in Formula Fields and in custom Line Item Fields. New date functions have been provided. From the Formula Editor on the Field Edit page, the Line Item Field page, or the Product Rule Edit page click the Select Merge Field button to bring up the Merge Field selector. 14
Date fields on the Configuration Blueprint, Line Items and Standard Objects are now Merge Field options. Additionally, there are new Date functions available for use in the Formula Editor. A list of the new date functions with descriptions is displayed below: FUNCTION today() date(y,m,d) year(d) month(d) day(d) DESCRIPTION Returns today's date Returns a new date at the given year, month, and day Returns the year of the given date Returns the month of the given date Returns the day of the given date Create your formula and click Save. A Check Syntax button is provided to validate the formula. NOTE: If a Date Field type is a formula it will evaluate to blank if any date fields included in the formula are blank. If a numeric Field type (Number, Currency or Percent) is a formula it will evaluate to 0 if any date fields included in the formula are blank. CUSTOM CONFIGURATION SUBTOTALS Administrators can now choose a currency Line Item Field to summarize and display that total under the line item grid. Administrators can choose to show more than one configuration subtotal, reorder them and they will update in real-time when a configuration is modified. Sample Use Cases Administrators can show both the monthly recurring charge and the total contract value in configuration. Administrators can show the total number of items, the total cost or total discount in configuration. 15
SETUP Administrators can add custom Line Item Field Subtotals to the Configuration Layout. Navigate to the configuration Layout Editor. There is a new section at the bottom of the Layout Editor page called Line Item Columns. The second selector in that section displays all Line Item Fields with a currency data type as Available Totals. To add a subtotal to the layout select the Field from Available Totals and click the Add button. To remove a subtotal from the layout select the Field from Selected Totals and click the Remove button. To order the subtotals use the Up and Down buttons to the right of the Selected Totals list. NOTE: Only currency Line Item Fields are available as subtotals. 16
CHANGES TO EXISTING BEHAVIORS 1. Configuration Total has been relabeled to Total Price on the end user s Configuration page. 2. Total Price subtotal (formerly Configuration Total) placement is now more flexible. The checkbox to show or hide the Configuration Total has been removed from the Layout Editor. It is now a subtotal which can be added, removed and ordered within the list of Configuration Subtotals. 3. Quantity and Discount Line Item Fields now retain user-edited values when constraint rules fire and when configurations are saved or updated. 4. Pick List and Multi-Pick List Field values are now limited to 80 characters per option on the Field Edit page and at the data base level. This protects against unexpected errors when data is entered via API using the Data Loader and increases performance. 5. Multi-currency: Line Item currency fields - both standard and custom - no longer display the user currency value in parenthesis if there is a mismatch between user currency and opportunity currency. This is to be consistent with Salesforce s multi-currency formatting and to limit the amount of space taken by fields with the release of Configuration Line Item Fields. 6. Feature Price changes made directly on the Feature record using the standard Salesforce UI will no longer update the master Quote Line Item s Sales Price. This ensures a more consistent and predictable user experience and allows for more robust Sales Price formula calculations in configuration. 17
RENEWALS UPDATE PRICING When a renewal quote is automatically created following a closed won deal, the renewal quote s line items will use the same pricing as the original quote. Later, once a renewal is due, the sales rep may want to update the pricing to today s prices or apply uplift to that original price to capture additional revenue. The Update Pricing button provides the sales rep a quick way to update the quantity and the price of line items on a renewal quote and choose what pricing they want to use. SAMPLE USE CASES Sales reps can apply a current promotional rate to the products on a renewal quote. Sales reps can update the renewal pricing to current pricing if your product pricing has changed during the original contract. Sales reps can choose to base the renewal pricing off the original price by applying an uplift percentage to the renewal items to increase the value of the deal. SETUP To allow users to update pricing on a Renewal Quote, Administrators must add the Update Pricing button to the Quote Line Item related list on the Quote layout. For step by step instructions on adding a custom button to a standard related list, please see this article. Sales users can apply current pricing by clicking the Update Pricing button which navigates them to the new Update Pricing page. On the Update Pricing page sales reps can choose to set the Quote Line Item s price to the: Original Price which updates the item s price to the price stored on the Asset 18
Current Price which updates the item s price to the current price which will either be the current active price book price or the price set by any active Pricing Rules (i.e. Volume, Account Specific or Custom Pricing Rules) Sales users can also modify the Quantity of the Quote Line Item on this page. They can also apply a % Uplift to the Original Price when that option is selected. This allows sales users to increase the asking price on a renewal quote. All changes are saved to the Quote Line Item after clicking Save. NOTE: If you are using Automatic Renewals, pricing rules no longer run when the Renewal Quote is generated. Renewal Quote Line Items will be initially priced at the same price as the Original Quote Line Items. Associated Products are not automatically added unless they are marked as renewable. See the CHANGES TO EXISTING BEHAVIORS section below for more detail. MULTIPLE RENEWAL QUOTES Sales reps can create quotes that have products which are not necessarily renewed together. They may have line items with different end dates, products being delivered to different lines of business or products covered by different contracts. With this release, sales reps can win deals which automatically generate more than one renewal quote. SAMPLE USE CASES Sales reps can sell a ramped/phased deal with products that have many different end dates. Sales reps can create a quote that has line items which are covered under different contract terms and must be renewed separately. Administrators may want to assign renewal opportunities to different renewals teams based on the product family, region or line of business and 19
SETUP When using Automatic Renewals, Administrators can define when and how a Closed Won Opportunity should be split up into multiple Renewal Quotes. These same settings also control how Renewal Quotes are updated when an Add-On opportunity is won. This process can be set up on the Renewals Settings page under the Asset Import section. Administrators can define which assets belong on the same renewal by designating Asset Fields as Quote Matching Keys. For example, if the field End Date is designated as a Quote Matching Key on assets, all newly created assets with a common end date will be added to the same renewal quote. If a deal is won that creates multiple assets and some of those assets have different end dates then a renewal quote will be created for each unique end date and the assets added to it. Assets can have multiple Quote Matching Keys. When an asset has multiple Quote Matching Keys each unique combination will create separate renewal quotes. 20
In another example, if the End Date and the Contract Number fields on assets are both designated as Quote Matching Keys then assets with the same end date but different contract numbers will create different renewals and vice versa. Quote Matching Keys also control how assets created from Add-on Opportunities are added to existing Renewal Quotes. If a newly created asset is added to an Account with existing Renewal Quotes, and that asset s Quote Matching Key value(s) match the assets on one of those quotes that asset will be added to that renewal. If no match is found a new renewal is created. NOTE: The above are only examples. Quote Matching Key values can use any field on the Asset object. To define a Quote Matching Key, first select a field from the Asset Field column. This picklist displays all fields on the asset object available for mapping. Next, select a field from the Quote Line Item Field column. This picklist displays all fields on the quote line item object available for mapping. Asset fields can only be mapped to quote line item fields that share the same data type. Finally, select Quote Matching Key as the Renewal Merge Behavior. When importing assets using the Import Assets feature, available assets will be grouped by the Quote Matching Key values. 21
EXCLUDE EXPIRED ASSETS Administrators or back office users can flag an asset as being expired, which makes the asset unavailable for import onto add-on or renewal quotes. This expired flag can be set manually or programmatically. SAMPLE USE CASES Administrators can create a standard Salesforce workflow rule which marks a product as expired automatically when the product s end date passes or a renewal has been closed lost. Administrators can set up integrations with ERP or billing systems which will flag assets as expired when contracts have been terminated, when the account is in non-payment or when the product has been replaced or sunset. SETUP Administrators can make Assets unavailable for Import by flagging them as Expired. To mark an Asset as Expired, first add the Expired checkbox to the standard Asset Object layout. For step by step instructions on how to do this, please see this article. Next, check the Expired checkbox on any Asset that has expired. Assets that have been marked Expired will no longer display in the list of Assets on the Import Assets interface. NOTE: Assets can be marked as Expired programmatically using a Salesforce Workflow rule which assigns True to the Expired checkbox based on date fields or other criteria. For more on how to build Salesforce Workflow, please see this article. 22
CHANGES TO EXISTING BEHAVIORS 1. Quote Start Date and Quote End Date are no longer required in order to generate Assets from a Closed Won Opportunity once a Quote Matching Key has been chosen in Renewals Settings. This allows administrators more flexibility in how they quote and renew subscriptions. Standard Salesforce Workflows and Validations can be built to recreate the legacy functionality if desired. 2. Pricing Rules no longer run when automatic Renewal Quotes are generated after an Opportunity is Closed Won. The sales user now has the ability to Update Pricing at the time they are actively working the Renewal. a. This allows administrators more flexibility in how they quote and renew subscriptions and allows for multiple renewal quotes to be automatically created. b. This resolves an issue where list prices may have changed or promotional pricing programs may have expired by the time a Renewal is due to be worked. 3. Tiered and Volume Pricing rules do not update the discounts on the Renewal Quote as multiple add-ons are Closed Won. These discounts are now applied by the sales user using the Update Pricing feature when the Renewal is being actively worked. 4. Associated Product Pricing rules no longer add additional items to Renewal Quotes. This ensures there are no duplicate products added to renewals. Associated Products that should be renewed should instead be converted to renewable Assets. a. When using Automatic Renewals these products are then added to the Renewal Quote when it is generated. b. When using On Demand Renewals the sales user will select and import the Associated Products to the Renewal. 5. Import Assets in Add-On Mode no longer excludes Assets with different End Dates or Start Dates in the future. Additionally, the Start Date and End Date filters are no longer necessary and have been removed from the layout. Assets are now grouped by the Matching Key values set in Renewals Settings allowing more flexibility. 6. Quote Default Term Length is no longer required on the Renewals Settings page. This allows administrators more flexibility in how they quote and renew subscriptions. 23
ADDITIONAL INFORMATION BROWSER SUPPORT In most cases, when using standard functionality, BigMachines Express Spring 15 is compatible with all browsers supported by Salesforce. For more information, see this article. The Mass Create Pricing Rules page relies on modern web technologies including HTML5 and CSS3 and requires modern browsers that support those web technologies. Supported Browsers for Mass Create Pricing Rules: IE9+, Chrome 31+, Firefox 26+, Safari 7 MICROSOFT WORD SUPPORT Word Output is currently supported on the latest two releases of Microsoft Word for Windows only. Supported versions for Word Proposal Output: Microsoft Word 2010 for Windows, Microsoft Word 2013 for Windows DISCLAIMER These Release Notes are provided for high-level informational purposes only and are not intended to function as a specification or to replace the Product Help and/or User Guide. 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 IMPORTANT: Please note it is possible that not every change has been covered in this document. The Revision History section, found above, will be utilized to rectify and recognize these instances. Please refer to the Product Help available in My Oracle Support for the most up-to-date documentation, detailed instructions, and use cases. 24
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