Using The CPQ DriveApp (DriveWorks Documentation)

Using The CPQ DriveApp

The DriveWorks CPQ DriveApp allows you to manage the entire sales process of your configurable products.

Administer lists of Accounts, Quotes, Price Lists and more. Configure your own catalog, for both Standard and Custom Products.

Running CPQ

When the CPQ DriveApp is running (see DriveApps) the Home screen will be shown (unless the Start Parameter has been customized).

The following tiles appear on the default Home screen:

Accounts
Opens the Accounts list.
Contacts
Opens the Contacts list.
Quotes and Orders
Opens the CPQ Quotes and Orders dashboard, containing the following tiles:
- View All
  Opens the View All list.
- View Saved
  Opens the View Saved list.
- View Quotes
  Opens the View Quotes list.
- View Orders
  Opens the View Orders list.
- View Shipped
  Opens the View Shipped list.
Catalog Administration
Opens the CPQ Catalog Administration dashboard, containing the following tiles:
- Items
  Opens the Items list.
- Price Lists
  Opens the Price Lists list.
- Catalog Categories
  Opens the Catalog Categories list.
CPQ Administration
Opens the CPQ Administration dashboard, containing the following tiles:
- Currencies
  Opens the Accounts list.
- Territories
  Opens the Territories list.
- Teams
  Opens the Teams list.
- Users
  Opens the Users list.
CPQ KPIs
Opens the CPQ Administration dashboard, containing the following tiles:
- Total Orders
- Quoted
- Ordered
- Shipped
- Last Hour
- Last 24 hrs
- Last Week
- Last Month
- Last 3 Months
- Last Year

CPQ Quick Start Guide

Before using the DriveWorks CPQ DriveApp - follow the steps below to allow quick set up of the CPQ DriveApp.

1. Set up the Base Currency

CPQ requires a Base Currency to specify the pricing of the items.

All other Currency Exchange Rates will be based off the specified Base Currency.

To set up the Base Currency, follow the steps below:

From the main CPQ Dashboard, go to CPQ Administration > Currencies.
Click Add in the Currencies List.
Add the currency that will be the Base Currency. Set the Currency Exchange Rate to 1.
With the Currency added, go to the DriveApp Settings (click the button at the top right of the header) > CPQ Settings.
Select the General tab, and from the Base Currency drop down, select the Currency previously added.

2. Set up the Default Initial Category

Items are added to orders using the CPQ Catalog.

The CPQ Catalog includes Standard and Custom Items.

These Items can be categorized by creating Catalog Categories.

One Category must be selected to be the Default Catalog Category.

This category will be the first category that is shown when new Items are added to an Order.

From the main CPQ Dashboard, go to Catalog Administration > Catalog Categories.
Add a new Category. Enter a name (for example Main or Default).
With the Category added, go to the DriveApp Settings (click the button at the top right of the header) > CPQ Settings.
Select the Catalog tab, and from the Default Initial Category drop down, select the new Category from the list.

3. Next Steps

Once the above steps are completed the CPQ DriveApp is ready to use.

The following are additional steps that may be required before creating the first Order.

Add a Standard Item using the Catalog Administration > Items.
Add the Standard Item to the Catalog using the Catalog Administration > Catalog Categories Dashboard Tile and edit either the existing Category or create a new one.
Create a new Account and Contact in the CPQ DriveApp. This will allow an Order to be linked with an Account.
Create a Price List and add Standard Items. Price Lists can be created for different Currencies that have been added.
Look through the DriveWorks CPQ DriveApp Templates - these show further customizations to enhance the DriveWorks CPQ DriveApp.

4. DriveWorks CPQ DriveApp Templates

There are a number of Templates that come with the DriveWorks CPQ DriveApp.

These Templates enable further customization of the CPQ experience, by setting up custom exports, custom items and linking DriveWorks Orders with Third Party systems.

Each Template has its own guide, which can be followed to link your own DriveWorks Projects to the CPQ DriveApp.

Adding Existing Configurators to the CPQ DriveApp

For existing configurators that are required to be consumed in the CPQ DriveApp we have provided a Form template.

This template can be used to add the necessary Variables\Form Controls etc to a configurator that is required to be used as a Custom Product inside the DriveWorks CPQ DriveApp.

For more information on adding this template to an existing configurator please see CPQ Custom Item.

Embedding CPQ into your website

A customer facing entry point for the CPQ DriveApp can be used to embed your catalog\configurators into a website to create custom quotes and orders.

This removes the need for a user to log in before they can start configuring their own order. Less options are also available, so discounts, shipping costs etc cannot be applied.

Any data that is configured using the embedded entry point of the CPQ DriveApp can be accessed and managed from a standard CPQ DriveApp entry point, if they are both linked to the same database.

Learn more about how to set up an embedded entry point using the following guide:

Embedding a CPQ Order

Settings

Click the Settings button (top right of the header) to customize the CPQ DriveApp.

Teams that have the setting Administer DriveApps applied (found in Team Security Setting) will only be able to customize the Dashboard.

If the logged on user is a member of more than one Team a dialog will be shown, select the required Team from the drop down.

Select the following menu items from the left of the Settings screen to customize the CPQ DriveApp:

Running Multiple DriveApps

When running multiple DriveApps that share the same database any global customizations made will apply to all DriveApps.

Customizations will need to be applied to each DriveApp if they have their own database.

Appearance

By default, the appearance of the Dashboard DriveApp will be skinned with the DriveWorks logo and default DriveWorks color schemes.

Expand to see how to change appearances

To change the appearance:

Logo
Two versions of a logo are required:
- Small - used in device responsive DriveApps, when viewed from a smaller screen (phone or tablet for example)
- Large - used when viewed from a monitor screen or larger tablet
Image files must be .jpg or .png file and less than 100kb.
We recommend using .png with transparency set for any white space.
Click the Upload button under each Logo version to apply a new image.
The Preview tile will display the selected logo.
Color Scheme
The Dashboard uses four areas where the color scheme can be customized:
- Highlight Color
  Controls the highlight strip applied just above the header.
- Background Color
  Controls the header color.
- Workspace Color
  Controls the color of the area behind the tiles.
- Contrast Color
  Controls the color of any side menu that could become available.
Each color area can have the following elements customized:
- General Color
  Select the required element from the color area and enter the color Hex Code in the Preview Color field.
  Click the save icon to apply.
- Font Color
  Select the required element from the color area and enter the color Hex Code in the Preview Color field.
  Click the save icon to apply.
- Icon Color
  Select the required element from the color area and choose White or Black.
  Click the save icon to apply.
Date Format
Toggle between the preferred Date Format setting required for the Dashboard.
Accessibility
Controls the font size used for the Dashboard DriveApp.

Language

All DriveApps are designed to be translatable.

The default language is English, but each DriveApp has the ability to translate the text used into your preferred language.

Expand to see how to set up languages

The Language setting allows the DriveApp to translated into different languages.

The setting view will display all of the translatable text within the DriveApps.

There are two methods for translating the text:

Manual - enter the translation for each piece of text individually.
Bulk - export all of the text to a file, use a service to add translations and re-import into the DriveApp.

Manual Method

From the Language drop down, select the language to translate into.
From the list of text, select the row of text to be translated.
Click Edit.
Type the translation into the Translated Text box.
Click update.
Repeat from step 2 above for each piece of text to translate.
Navigate up and down the list of text using the arrows next to the Edit button.

Bulk Method

The easiest method to translate uses a .csv file to export the text.

This allows translation of all the text either individually or by using a translation service.

Export the text to a .csv file

From the Language drop down, select the language to translate into.
Click Export.
Specify a Path to Export the .csv file to.
Click the Export button.
This will save the file to that location.
The Export dialog will switch to the Import tab.

Add translations to the .csv file (individually)

Open the .csv file exported in the step 5 above.
Using a spreadsheet application (such as Microsoft Excel) will open the file in a readable format.
It will also allow the file to be saved in the correct format for importing back into the DriveApp.
Add the translations to the cells in the Translation column.
Save the file as CSV UTF-8 (overwriting the original exported file).
Please note:
The file must be saved as UTF-8 to allow for non-latin fonts.
Close the file.
Return to the Language setting in the DriveApp and click Import File in the Import dialog.
Note the Path to Import field is pre-populated with the location and file name the original export was given.
If the Import dialog (from step 5 above) was closed, it can be re-opened from the Language setting by clicking the Export button and then switching to the Import tab.
The Import will begin.
This will take time, the import box will close when complete.
Do not interact with the DriveApp during the import.

Add translations to the .csv file (automatically)

This method uses Microsoft Excel to open and save the .csv file and Google Sheets to automatically translate each text item.

Open the .csv file exported in the step 5 above.
Using a spreadsheet application (such as Microsoft Excel) will open the file in a readable format.
It will also allow the file to be saved in the correct format for importing back into the DriveApp.
Select the DefaultText and Translation columns, copy to the clipboard.
Open Google Sheets and paste the items above into a new blank sheet.
Type the following rule in the first Translation cell:
=GOOGLETRANSLATE(A2,"en", "LangCode")
Replace LangCode with the Google Translate code for the language required.
Please see Google Translate Two-Letter Language Codes for a full list of codes.
Press enter to apply the rule in the selected cell.
Copy this rule to all other cells in the Translation column.
Grab the blue square in the bottom right of the cell and drag to the last cell in Google Sheets.
Copy the two columns from Google Sheets and paste into the matching columns in the .csv file open in Microsoft Excel.
Microsoft Excel may display a message about the data being pasted not being the same size as the selection.
Click OK.
Save the file as CSV UTF-8 (overwriting the original exported file).
Please note:
The file must be saved as UTF-8 to allow for non-latin fonts.
Close the file.
Return to the Language setting in the DriveApp and click Import File in the Import dialog.
Note the Path to Import field is pre-populated with the location and file name the original export was given.
If the Import dialog (from step 5 above) was closed, it can be re-opened from the Language setting by clicking the Export button and then switching to the Import tab.
The Import will begin.
This will take time, the import box will close when complete.
Do not interact with the DriveApp during the import.

Dashboard Manager

Add, edit and delete Dashboards from this setting.

When loading the Edit Dashboard Settings for the first time, a list of default Dashboards is displayed.

The list includes a description of what each contains.

Expand to see how to edit Dashboards

The default Dashboards that come setup are:

Document KPI
Home
Model KPI
Specification KPI

The four Icons on the right-hand side of the Dashboard Table are:

Add
To add a new Dashboard.
1. Click Add.
2. Enter a Dashboard Name.
3. Enter a Description.
4. Select the Justification for the text.
5. Upload an image for the background, if required.
Edit Dashboard
Edit the selected Dashboard to customize the Name, Description, Justification, and Background of the Dashboard.
Edit Tiles
Edit the tiles on the selected Dashboard to add, edit and position the tiles that will appear on that Dashboard.
1. Click Edit Tiles on the right side of the Dashboards table.
  The Tile list will be displayed. Use this to delete, reorder and edit existing tiles on the Dashboard or add new tiles.
2. To Add a new tile, select an empty row in the list and click the Add icon.
3. Enter text to display on the Header of the tile.
4. Enter a description.
5. Select a Type for the tile.
  - Dashboard
    This will add a property called Dashboard. This is the Dashboard that will be loaded when this tile is selected
  - DriveWorks Project
    Two new properties will be added called Project and Data.
    Project is the DriveWorks Project that will be loaded when the tile is selected.
    Data is the text that will be passed into a constant called Data on the selected DriveWorks Project.
  - Hyperlink
    The property URL will be added where the required hyperlink for the tile to redirect to can be entered.
  - KPI
    This will change the Image menu to KPI Name.
    KPI Name is the KPI that you want to be displayed on the tile. Next to Background, there will also now be a Use KPI Settings button which will pull through the Background and Text Color of the KPI to be used on the tile if required.
  - KPI & Dashboard
    This will change the Image menu to KPI Name and add a property called Dashboard.
    KPI Name is the KPI that you want to be displayed on the tile. Next to Background, there will also now be a Use KPI Settings button which will pull through the Background and Text Color of the KPI to be used on the tile if required.
    Dashboard is the Dashboard that will be loaded when this tile is selected
  - KPI & DriveWorks Project
    This will change the Image menu to KPI Name and add two new properties called Project and Data.
    KPI Name is the KPI that you want to be displayed on the tile. Next to Background, there will also now be a Use KPI Settings button which will pull through the Background and Text Color of the KPI to be used on the tile if required.
    Project is the DriveWorks Project that will be loaded when the tile is selected.
    Data is the text that will be passed into a constant called Data on the selected DriveWorks Project.
  - KPI & Hyperlink
    This will change the Image menu to KPI Name and add a property called URL.
    KPI Name is the KPI that you want to be displayed on the tile. Next to Background, there will also now be a Use KPI Settings button which will pull through the Background and Text Color of the KPI to be used on the tile if required.
    The property URL will be added where the required hyperlink for the tile to redirect to can be entered.
  - DriveApp
    Two new properties will be added called DriveApp and Data.
    DriveApp is the DriveWorks DriveApp that will be loaded when the tile is selected.
    Data is text that will be passed into a constant called Data on the selected DriveWorks DriveApp.
  - KPI & DriveApp
    This will change the Image menu to KPI Name and add two new properties called DriveApp and Data.
    KPI Name is the KPI that you want to be displayed on the tile. Next to Background, there will also now be a Use KPI Settings button which will pull through the Background and Text Color of the KPI to be used on the tile if required.
    DriveApp is the DriveWorks DriveApp that will be loaded when the tile is selected.
    Data is text that will be passed into a constant called Data on the selected DriveWorks DriveApp.
  - List
    This adds a property called List and allows a list to be selected to be displayed on the KPI.
    Lists are set up in the List Manager.
    - List Administration
      This property value is currently reserved for a future service pack.
    - Teams
      This will allow the tile to access Teams administration.
      The default Teams tile (within the Security dashboard) uses this property.
    - Users
      This will allow the tile to access User administration.
      The default Users tile (within the Security dashboard) uses this property.
6. Select the Background to be located on the tile, this can either be a default color or a custom background (created in the Tile Background Creator setting).
7. Select an Image (optional) - an additional smaller image that appears on top of the tile can be selected.
8. Select the Text Color - This can be toggled between Black or White.
9. Select the Text Alignment - The options for the alignment are Left, Right, or Center and this will be how the text appears on the tile.
10. Select Permissions.
  Permissions allows Teams access to the tile on the dashboard.
  By default this is set to Allow All.
  When a tile requires access for certain Teams only, they can be granted permission here.
  Once Custom is selected, the single chevron can be used to move the currently selected team to the allow column or the double chevron can be used to move all teams to the allowed column (the same works in reverse).
Delete
Delete the selected Dashboard.
Deleting a Dashboard will prompt for further confirmation.
Once deletion has been confirmed this action cannot be undone.

Tile Background Creator

Create a Tile with a custom image.

Expand to see how to create tile backgrounds

The Tile Background Creator consists of two tiles:

Tile Background Creator
1. Click the Upload Image icon to upload a custom image for the tile background.
2. Choose Black or White for the Text Color.
3. Choose an alignment for the text on the tile.
Click Show Tile Backgrounds to open the folder location where the current background images are stored.
Tile Preview
1. Enter a Name for the tile background.

KPI Manager

This displays a list of default KPIs.

Each has a description of what KPIs they will report.

The search bar located above the Table to the left, can be used to search the existing KPIs by name.

The KPIs can be filtered by Category using the Category drop down.

Expand to see how to change KPI settings

On the right of the KPI Table, there are four icons:

Refresh
This is used to refresh the list of KPIs as well as clear the search and category’s filters.
This is useful if multiple users are editing KPIs at the same time.
Add
Will add a new KPI.
1. Click Add.
  This will open the KPI Editor.
  Click the Help button at the top of the editor for more information on the information each section requires.
2. In the Name tab enter:
  All fields require completing.
  - Name
    This is the name the KPI is referred to in the search bar for the KPI table and the name the KPI is referred to when adding it to a tile on a Dashboard.
  - Category
    This is the category that the KPI will be linked to, this can either be a new category (this will appear in the category drop-down list) or a default category.
    Default categories include:
    - Documents
    - Machines
    - Models
    - Specifications
    Categories are not case sensitive.
  - Description
    This is the description of the KPI and will be displayed in the KPI Table, the description can also be displayed on the tile if required by selecting the Visible option.
  - Visible
    Select if the Description is to be displayed on the tile.
3. In the Title tab enter:
  When the Visible option is selected all fields will require completing.
  - Visible
    Select if the Text is to be displayed on the tile.
  - Text
    Enter the text you want to be displayed on the KPI.
  - Color
    Enter a Windows color (for example Black) or a hex color code (for example 000000).
  - Font Size
    Enter the font size in points (for example 12).
  - Top Align - Bottom Align
    Toggle between top aligned or bottom aligned.
  - Font
    Enter any font installed on the machine running DriveWorks (for example Arial).
  - Font Style
    Enter any font styles to be applied (for example Bold).
4. In the Data tab enter:
  - Type
    The format of the KPI data. Either Table, Value or Percentage.
  - Refresh Rate
    How often you want the KPI to refresh the data displayed in minutes.
  - Type Data
    The DriveWorks Rule to calculate the data to be rendered by the KPI.
    Build the Rule in DriveWorks Administrator and then copy and paste it into the KPI Data field.
    When Type is Table enter a rule in the Table field.
    When Type is Value enter a rule in the Value field.
    When Type is Percentage enter a rule in the Numerator and Denominator field.
5. In the Colors tab:
  The Colors tab allows the color of the text that will be displayed on the KPI Tile to be selected.
  The fields displayed are dependent on the Type that has been chosen from the Data section.
  - Background
    Select a color for the background when the KPI is displayed on a tile.
    This color will only be used when the KPI is displayed on a tile and the Tile Setting - Use KPI Setting is selected.
  - For Table (selected from the Type field in the Data tab)
    Enter colors for the table Grid Line, Header and Text.
    Accepted values for Color properties are valid Windows colors (for example Black) or a hex color code (for example 000000).
  - For Value (selected from the Type field in the Data tab)
    Enter a Value Color for the displayed text.
    Accepted values for Color properties are valid Windows colors (for example Black) or a hex color code (for example 000000).
  - For Percentage (selected from the Type field in the Data tab)
    Enter colors for Color1, Color2 and Color3
    Accepted values for Color properties are valid Windows colors (for example Black) or a hex color code (for example 000000).
    Rules applied to the corresponding Rule field will result in that color being applied.
6. In the Fonts tab enter:
  - Font - Enter any font installed on the machine running DriveWorks (for example Arial)
  - Size - Enter the font size in points (for example 12)
  - Style - Enter any font styles you want to apply (for example Bold)
7. Click the Preview tab to view a preview of how the KPI will look on a Dashboard.
Edit
By default, the edit icon will be disabled until a KPI is selected from the list.
This will load the KPI Editor and allow you to change any of the settings of any pre-created or custom KPI.
Delete
By default, the delete icon will be disabled until a KPI is selected from the list.
When selected, the delete icon will immediately delete the selected KPI from the list.
This action cannot be undone.

List Manager

A DriveApp List is a view of a table of data into which items can be added, edited or removed.

The Dashboard DriveApp uses Lists to allow administration of Teams and Users

The List Manager allows Lists to be applied that will be displayed on Dashboard Tiles.

Expand to see how to edit the List Manager

The List Manager will display a view of the default Lists.

The following icons appear at the top of the list:

Add
1. Click Add to create a new list.
2. In the Adding List window, enter a List Name.
3. Select a Data Provider from:
  - DriveApp-Security-Teams-DataProvider
    Will display the Teams Administration list when selected from the running dashboard.
  - DriveApp-Security-Users-DataProvider
    Will display the Users Administration list when selected from the running dashboard.
4. User Defined
  Here you can specify the name of your List-DataProvider project so that CPQ can consume it.
Edit
Select the list to edit, from the list view, and click edit.
The Editing List window displays the same fields as the Adding List window described above.
Delete
Select the list to delete, from the list view, and click delete.

CPQ Settings

Additional settings for CPQ are found in the following tabs across the top of the CPQ Settings window:

General

General Settings

Base Currency.

Select the Base Currency to use, from the drop down.

A Currency must have been applied, to be available from the drop down.

Record Exclusion Teams

Identify Teams to be excluded from being linked to new records.

Use the controls to add Teams that are not required to be linked to Records (Order, Accounts, Contacts).

The Teams Will be excluded from the drop down when creating a new record.

Catalog

Price List Settings

Specify Price List prices in Base Currency.

Check this option to use the Base Currency.

Catalog Settings

Default Initial Category
A Category must have been applied, to be available from the drop down.
Catalog Image Size
Set the size of the Catalog Image (px).
Show Title and Description
Check this to display the Title and Description.

Custom Fields

Set the Custom Field Project to use with each record.

See CPQ Custom Fields for instructions to create a Custom Fields Project.

Orders

Apply Order and Workflow settings.

Sync

A CPQ Data Synchronization Project must exist.

Set the Project to use, for each Record type, when synchronizing data with a Third Party system.

Check the box under each Record type to enable synchronization on Add/Edit.

Tabs

Select the tabs to appear on each List view.

Columns

Columns displayed in the Orders Table can be applied and controlled.

To Add a column to the Orders Table, select CPQ Settings and then the Columns Tab and:

Select Orders from the List Type drop down.
Click Add.
From the Adding Column window, choose Standard or Custom
Custom Columns
Custom columns are added in the CPQ Custom Fields template.
Add the required properties for the column:
- Name (this is fixed and cannot be changed)
  The name of the column.
- Alias
  The name displayed in the Orders table.
  Translation
  Translation (see Language above) of the Alias field is only maintained for the default columns.
- Width
  The width of the column.
- Justification
  The justification (alignment) of the column text.
Click the Save icon to save the column.

CPQ Help

This links to the online version of this page.

DriveWorks Pro 22 Using The CPQ DriveApp