You'll likely want to share the scope of work with your internal team. You may want to do this in the early days of an opportunity to get feedback from the team or when an opportunity is Won to help facilitate the completion of the project.
In this article, we will describe the best practices for sharing proposals from Open opportunities by redacting sensitive information such as product and labor costs from the proposal.
We’ll also show you how to share proposals/BOM of Won opportunities.
Share Proposals from Open Opportunities
As the Owner or the Project Manager in the company, you may want to share proposals with installers, technicians, engineers, and programmers who don’t really need to know the project's costs.
We recommend you use the Proposal Templates feature to create a template that does not include sensitive information—a redaction template. Duplicate the proposals you need to share and apply this template to the duplicates.
Duplicate the Accepted Quote
Navigate to the Open opportunity and choose the "Duplicate" option in the Quote's Ellipsis menu (three-dot menu).
Be sure to give this duplicated Quote a name that is easy to distinguish from the original. After giving the Quote a name, you will be automatically redirected to the newly created Quote.
Edit the Proposal and Save it as a Proposal Template
Next, edit the proposal so that it only includes the information relevant to your team (ex. removing an image gallery, budget summary, or customer testimonials).
Click “Preview Proposal” in the upper right.
This will bring you to the proposal's editor. From the editor, add or remove sections from the proposal. In the example below, we’re removing the Summary section from the proposal.
In this example, we’re hiding the price of each item shown in the "Products" section.
Once you are done making your changes, click the “Templates icon” at the top and click Save as new template.
Apply the Template to Duplicate Quotes
Now, when you want to redact the next quote before sharing it, go to the proposal edit view of the duplicate quote, click the “Templates icon,” click Change template, and apply the redaction template.
Share or Print the Redacted Proposal
Lastly, you will want to choose how you would like to share this information with your team. Like the proposals you share with your customer, you have the same option to share the proposal electronically through email or print a copy and attach it to the project.
Share proposals from Won opportunities
Proposals in Won opportunities are locked, and you cannot edit or duplicate the proposal. To share proposals or BOM from the project view, go to the project and click View original BOM or View signed proposal from the Ellipsis menu (three-dot menu).
Then, share electronically or download and email or print it.
If you want to share the scope of work without sensitive data, click Export items to CSV or Download installer report.
You can remove sensitive columns from the CSV and share it with your team. Installer reports are typically used to check the progress of product installation, so they contain only product details, quantity, and labor hours.
You are all set
We hope this article helps you and your team through the implementation phase of your projects. If you have any questions about D-Tools Cloud, please don't hesitate to reach out to our support team.