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Administrator Guide
Last Updated: 2026-03-13
Concept: Opportunity in Quotes

Concept: Opportunity in Quotes

When you don’t have a CRM solution or integration, you can use the
Create Opportunity
 task to create an opportunity. You can specify the opportunity name, company, customer, currency, associated salesperson, expected close date, and any worktags or notes.
Worktags enable you to tag dimensions specific to the opportunity. Workday automatically adds the specified worktags to quotes created for this opportunity. For mass transactions, you can use the
Put Opportunity
 web service.
When you create an opportunity, ensure that:
  • You specify a Customer to be able to create quotes for an opportunity.
  • The customer is not a worktag customer.
  • The opportunity currency is valid for the specified customer.
You can edit an opportunity when it has a
Source
 of
Manual
. When you change opportunity fields after creating a quote:
  • The changes will reflect in the new quotes.
  • The existing quotes retain the data prior to the change.
Each Opportunity should only associate with 1 primary quote. You won't be able to use an opportunity to create a quote if:
  • The status is not
    Open
    .
  • It has line items.
  • It has no customer.
To track pre-sales labor costs and expenses for a specific sales deal, you can use the opportunity worktag to tag expense reports and purchase orders. You can view the amount for these transactions in the
Opportunity Cost
 field.
You can use these reports to track opportunities and cost to close in Workday:
  • Find Opportunities
  • Opportunities
  • Opportunity Statuses
  • View Opportunity
  • View Opportunity Summary
When you import opportunity data created in a third-party software application, such as Salesforce, you can configure your integration to map the
Source
 field to display the name of the CRM solution.

Opportunity Statuses

An opportunity can have these statuses:
  • Open
    : Workday automatically creates the opportunity in this status. You can create, edit, cancel quotes when the opportunity has this status.
  • Closed/Won
    : When the prospective customer accepts the quote/contract. You can't create quotes in this status. Workday creates a contract after all project events complete.
  • Closed/Lost
    : When the prospective customer declines the contract. You can't create quotes in this status. The associated project is canceled.
  • Custom
    : Statuses you create to meet your organizational needs. You can set 1 status as default. You can also use them in conditions in the
    Opportunity Event
     business process to drive intended outcomes.
These are Workday-delivered statuses and are read-only. You can’t set them to Inactive.

Custom Opportunity Statuses

You can define custom statuses for opportunities, beyond the standard Workday-delivered statuses. When you create custom statuses:
  • You can set only 1 opportunity status as the default.
  • The default status must be active.
  • When a custom status is in use, that status can not be removed.
  • Custom statuses are available as part of condition criteria on the
    Opportunity Event
     business process. You can use the custom status to configure conditions for completing the business process.
  • Statuses that are set to
    Inactive
     do not display in the
    Status
     prompt.
You can use the
Maintain Opportunity Custom Status Settings
 task (secured to
Set Up: Opportunity
 domain) or the
Put Opportunity Custom Status Settings
 web service operation to create custom statuses.

Opportunity Event Business Process Considerations

  • Workday initiates an opportunity event when you create or edit an opportunity.
  • You must specify a Company for the opportunity to route the approvals according to the roles for that company.
  • When the opportunity status of an approved primary quote changes to
    Closed/Won
     :
    • Workday converts the opportunity project to a project. You can send the project for approval.
    • If there is only 1 project and the approval is denied, then Workday doesn't create a customer contract.
    • If there are multiple projects, and 1 project is denied, Workday creates a customer contract for the rest of the approved projects.
    Workday delivers the business process with a default condition criteria that uses the
    Closed/Won
     status to convert quotes to opportunity projects and create contracts. You can edit the condition criteria to use another custom opportunity status instead.
  • When the subprocess events are in-progress and the opportunity status changes to
    Closed/Lost
    , Workday cancels the in-progress events.
  • When the subprocess events complete and the opportunity status changes to
    Closed/Lost
    , Workday converts the approved project and creates a contract. You can create a custom report to identify the converted projects.
  • When the opportunity status changes from
    Closed/Won
     back to
    Open
     , Workday cancels in-progress subprocess events.
  • To view the opportunity event changes, you can access the Opportunity for a company and see the details on the
    Process History
     tab.
  • When you have critical custom validations configured on the opportunity and the criteria is not met, then Workday doesn't process the opportunity until the error is resolved.
The opportunity event business process can have these statuses after a user approves a primary quote and the business process is initiated:
  • Approved
    : When the Opportunity Event business process is approved. Workday creates a project if the conditions configured on the business process are met.
  • Draft
    : When the Opportunity Event business process is canceled by the initiator, or the business process is not submitted. Workday doesn't create a project and you can continue to process quotes when the opportunity has this status.
  • Error
    : When an opportunity has critical validation errors. Workday doesn't create a project. You can edit or change the existing quote, but not create a new quote.
  • In Progress
    : When the Opportunity Event business process is waiting for approval or has a
    Send Back
    . Workday doesn't create a project. You can continue to process quotes when the opportunity has this status.