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Administrator Guide
Last Updated: 2026-09-18
Steps: Set Up Quote

Steps: Set Up Quote

You can configure the various quote parameters and projects and contracts objects to create a quote for your opportunities.
  1. (Optional) Access the
    Maintain Opportunity Custom Status Settings
     task.
    • Create custom statuses for an opportunity based on your organizational needs, define their sort order, set a default status, and mark statuses as inactive.
    • Security:
      Set Up: Opportunity
       domain in the Services CPQ functional area.
  2. From the related actions menu of the
    Quote Event
     business process, select
    Business Process
    Edit Definition
    .
    1. Configure these subprocesses as an
      Action
       step:
      • Create Project from Services CPQ
        : Creates an opportunity project when you add services to a primary approved quote, and also creates resource plan lines and resource forecast lines when you add role lines to the quote.
      • Edit Project from Services CPQ
        : Updates downstream projects when there is a change to a primary approved quote.
      • Resource Request from Services CPQ
        : Updates downstream project resource request when there is a change to quote role lines of an approved primary quote.
      • In the
        Project Resource Request
         business process, add the Resource Plan Line (Assignment) for Request as an Action step to create an unnamed resource for each resource request.
    2. (Optional) Add the
      Process Project Plan from Services CPQ
       subprocesses as a
      Service
       step to create a project plan from quote phases and tasks after opportunity projects are approved.
    When the primary quote is approved and the business process completes, Workday creates an opportunity project, including a resource plan, and resource forecast with details from the quote. It also appends an [O] suffix to the name of the opportunity project.
    • When the
      Quote Event
       business process has condition rules and the quote doesn’t meet the rules, then the subprocesses don't initiate.
    • If you have condition rules on the initiation step of the sub business processes, Workday ignores them when the project is created from Services CPQ. We recommend moving the validations to Project or Project Resource Plan in the
      Maintain Custom Validations
       task, or as condition rules on the
      Quote Event
       business process to keep the same functionality.
  3. From the related actions menu of the
    Opportunity Event
     business process, select
    Business Process
    Edit Definition
    .
    Configure these subprocesses as an
    Action
     step:
    • Convert Opportunity Project with Quote to Project
    • Create Customer Contract with Quote
    When there is a change in opportunity detail and a primary approved quote exists, Workday creates a project and a customer contract.
    • When you send back an approval, then the opportunity will cancel and the status will change to
      Draft
      .
    • If there is only 1 project and it’s denied, then no customer contracts are created. If there are multiple projects, and 1 project is denied, Workday creates a customer contract for the rest of the approved projects.
    • When the Opportunity object has critical custom validations configured and the criteria is not met, then the Opportunity Event is paused until the error is resolved.
    • To view the opportunity event changes, you can access the View Opportunity report for a company and see the details on the
      Process History
       tab.
  4. (Optional) From the related actions menu of the
    Convert Opportunity Project to Project
     business process, select
    Business Process > Edit Definition
    .
    1. Add
      Process Project Plan from Services CPQ
       as a
      Service
       step to automatically create project task resources from quotes after the opportunity details change.
    2. Set the Initiation step as the Completion Step.
    3. (Optional) Access the
      Maintain Custom Validations
       task to add custom validation for project plan tasks and phases.
      When phases and tasks fail critical custom validation, Workday still When phases and tasks fail critical custom validation, Workday still creates the Project Plan but with errors.
    4. (Optional) Set up custom notification on the Convert Opportunity Project to Project business process to alert project administrators when task resource fails a custom validation.
      • From the related actions menue of the business process, select
        Add Notification
         and
        On the Under Trigger -> On Exit
        , select the
        Process Service CPQ Project Plan
        .
      • Under the
        Email Message Content
         section, select the
        Project Phases and Tasks failing critical Project Plan Custom Validations
         option from the
        External Field
         prompt and draft a message in the
        Body
        .
    • When the Project Plan is created, it respects the ordering from the Services CPQ phases and tasks. Any new phases or tasks after the initial creation, are added to the top of the project plan.
    • When you delete a phase or a task in the quote, but the Project has validations that prevent deleting the phases and tasks, then the relationship to the quote will be removed.
    • You can only edit the non-quote fields in the Project Plan for an Opportunity Project. When it converts to a standard project, all Project Plan fields can be edited.
    • The Task Display Name on the quote task automatically populates the Custom Task Name column of the Project Plan.
  5. (Optional) From the related actions menu of the
    Convert Opportunity Project to Project
     business process, select
    Business Process > Edit Definition
    .
    1. Add
      Process Project Task Resources from Services CPQ
       as a
      Service
       step to automatically create project task resources from quotes after the opportunity details change.
    2. Set the Initiation step as the Completion Step.
    3. (Optional) You can add a condition rule using the report field
      Project Task Resources With Critical Custom Validation Errors
      .
    4. (Optional) Access the
      Maintain Custom Validations
       task to add custom validation for Project Task Resource.
    5. (Optional) Set up custom notification on the Convert Opportunity Project to Project business process to alert project administrators when task resource fails a custom validation.
      • From the related actions menue of the business process, select
        Add Notification
         and
        On the Under Trigger -> On Exit
        , select the
        Process Project Task Resources from Service CPQ
        .
      • Under the
        Email Message Content
         section, select the
        Project Task Resources Failing Critical Custom Validations
         option from the
        External Field
         prompt and draft a message in the
        Body
        .
    • The quote must have an effort estimation of With Phases and Tasks, and a task with role allocations must exist.
    • The quote must be primary and approved.
    • When you add a role to a task, but leave the hours at 0, Workday doesn’t create task resources.
    • You can also add the project task resources manually on the Project Planner tab under the Project Plan tab of the project. Note: This might require you to adjust the resources after they are created automatically from the quote.
  7. (Optional) Access the
    Maintain Quote Change Reason
     task.
    • Add or edit reasons for changing a quote. You can also report on quote change reasons.
    • Security:
      Set Up: Quotes
       domain in the Services CPQ functional area.
  8. (Optional) Access the
    Maintain Custom Validations
     task.
    • Create custom validations for the quote and opportunity to prevent future errors. Ensure that the custom validations align among quote, opportunity project, and customer contract.
    • Security:
      Set Up: Custom validations
       domain in the Common Financial Management functional area.
  9. Configure
    Quote IDs
     so that Workday can assign unique numbers to quote documents in the desired sequence. If you don't specify an ID definition, Workday generates its own internal ID codes.
    1. Access the
      Edit Tenant Setup - Financials
       task.
    2. In the
      Business Document Sequence ID
      ID Generator for Quotes
       prompt, select
      Create ID Definition/Sequence Generator
       option.
    3. In the
      Increment Sequence ID By
       field, enter a nonzero value by which the sequence number increases each time Workday generates a new ID.
    4. In the
      Padding
       field, enter the number of digits present in the sequence. Ensure to specify a large enough padding value so that the sequence doesn't encounter an overflow condition.
      To determine the next number in the sequence, specify the
      Sequence ID Overflow Behavior
       option.
    5. In the
      Sequence ID Format
       field, enter the format for the identifier preceding with
      Q
      .
    6. In the
      Time-Based Reset Settings
       section, specify when you want to restart the sequence. It can be at the beginning of the day, month, or year, and time zone.
      To restart the quote sequence number from a specific digit, enter the value for
      Restart Number
      .
    7. (Optional) If you previously used a different ID generation pattern and you want Workday to continue that sequence, enter a number for
      Last Sequence Used
       and
      Last Date Used
       from your previous ID generation system.
    8. (Optional) Select the
      Low Volume
       check box to ensure that sequences generated by the sequence generator don't have gaps.
    9. (Optional) In the
      Web Service
       section, enter a meaningful name in the
      Reference ID
       field. You can use this ID to identify specific sequences in Workday.
    Security:
    Set Up: Tenant Setup - Financials
     domain in the System functional area.
You can create 1 or more quotes for an opportunity.