CPQ Forms — Admin Guide
Build and maintain the selection screens salespeople use when configuring quotes.
Audience: Good Sign admin users with CPQ administrative rights, working in the Good Sign Billing UI. Scope: building and maintaining CPQ Forms — the structured selection screens that salespeople use to configure quotes. How quotes are actually created from these forms is covered in the CPQ user guide; this document does not cover the sales-side workflow. See also: CPQ Document Templates admin guide (for the quote-document texts that get linked to a form on activation).
1. What CPQ Forms are
A CPQ Form is a structured selection screen that a salesperson uses when creating a quote. Each form defines:
- The products available to choose from
- How they are grouped into sections (e.g. “Marketing Hub”, “Analytics Hub”)
- The selection rules for each section (single choice, mandatory, recommended)
- The pricing, language, permissions, quote-document template, and e-signing settings that apply when the form is activated and used
A form is the contract between the admin (who builds the selectable offering) and the salesperson (who configures quotes from it). The admin’s job is to make the right options available with the right defaults; the salesperson’s job is to pick from those options for a specific customer.
Forms exist in either Draft or Activated state. Only Activated forms are visible to salespeople in the CPQ client.
2. Who can access this feature
CPQ Forms are intended for admin or power users responsible for maintaining CPQ configuration. Access is governed by user rights in your environment.
User rights and rights profiles are environment-specific and configured by system administrators. The names and contents of profiles vary between environments depending on customer needs and setup.
How to check access for a specific user
In Good Sign Billing:
- Go to Settings → Users (or in the old navigation: Administration → Users).
- Select an organization in the tree on the left so the user list appears on the right.
- Right-click the user and choose User Rights (or User Right Profiles to view assigned bundles).
- The User Rights dialog opens. Use the Right filter at the top — start typing CPQ to see all CPQ-related rights matching the user’s assignments.
Key visibility rights
These two rights typically gate access to the Forms view in standard configurations:
- Menu - CPQ Forms (3270) — gates the Forms page itself
- Menu - CPQ Quote Create Form (3271) — gates the + Create Form button on that page
If the Forms view is not visible, Menu - CPQ Forms (3270) is the first right to verify. If the view is visible but actions are restricted, additional CPQ administrative rights may be needed in your environment.
Profiles as examples
Some environments group CPQ-related rights into user rights profiles for easier administration. Typical example names include:
- CPQ Admin
- CPQ Admin with API
- CPQ Admin with API / Products / Prices
- CPQ Client
These names illustrate common groupings only — they are not system-defined defaults. Verify the actual profiles in your environment by opening a user’s User Right Profiles and confirming the assigned profile includes the rights you need.
3. Where forms live
Forms are managed under:
Settings → CPQ → Forms
The list shows existing forms with their Name and Description. There is no hard limit on the number of forms.
Note: No forms are created by default. Any forms you see were created in your environment by an admin.
4. Creating a new form
Click + Create Form at the top of the Forms list. The CPQ Form dialog opens with two fields:
| Field | Required | Notes |
|---|---|---|
| Form Name | Yes | Identifier shown in the Forms list and to salespeople |
| Description | No | Context about what this form is for — typical customer group, contract type, etc. |
Click Create. The new form opens with no sections — ready for you to start adding sections and products.
Before any sections are added, the form view prompts:
Start adding sections and products Define selections that a salesperson has to make when creating a quote.
5. The form editor
When you open a form, the page header shows:
- The form name and description
- Action icons (in order): Edit, Delete, Activate, Duplicate
- The current state pill: Activated or Draft
Below the header is the form’s content: an ordered list of sections, each with its own selection rules and a list of products inside it.
Header actions
| Icon | Action | Notes |
|---|---|---|
| Pencil | Edit form metadata | Rename, change description. Does not edit sections — sections are edited inline below |
| Trash | Delete the form | Form can only be deleted when all sections have been removed. A section can only be removed when all products inside it have been removed first |
| Power | Open Activation settings | Status, pricing organization, permissions, product language, linked quote template, and e-signing (see §8 below) |
| Duplicate | Copy the form | Creates a copy with the original name plus the suffix _copy. The copy opens in the UI for further editing |
6. Working with sections
Sections group related products and define selection rules for them. A typical form has one section per product family (e.g. “Marketing Hub”, “Service Hub”, “Analytics Hub”).
Adding a section
Click + Create Section. The CPQ Section dialog opens:
| Field | Notes |
|---|---|
| Section Name | Heading shown to the salesperson |
| Description | Optional helper text for the salesperson |
| Only one product can be chosen | On restricts the salesperson to exactly one product within this section — typical for mutually exclusive options like subscription tiers |
| Mandatory selection | On requires the salesperson to pick at least one product in this section before the quote can move forward |
| Plan selection | On marks a product in this section as the recommended/default choice, guiding the salesperson toward it |
Click Save. The new section appears at the end of the list.
Editing a section
Click the pencil on the section’s title bar. The same dialog reopens, prepopulated. Edit and Save.
Deleting a section
Click the trash on the section’s title bar. Note that a section can only be deleted once all products inside it have been removed first.
7. Working with products
Once a section exists, add the products that the salesperson can pick from.
Adding a product to a section
Click Add Product (the + next to the section title bar). The product dialog opens with these fields:
Product selection
| Field | Notes |
|---|---|
| Product | Choose from the available products in your environment. The list comes from Good Sign Billing — products must be set up in Billing before they can be added to a CPQ form |
| Product Name | The label the salesperson sees. If the same product has a different name in Billing and CPQ, this field controls the CPQ-side label |
| Description | Optional helper text for the salesperson |
Pricing and configuration
| Field | Notes |
|---|---|
| Pricing Type | One-time / Recurring / Usage. The available types mirror the pricing models supported in Good Sign Contracts |
| Period | 1 month (default) / 1 year. Applies to recurring and usage products |
| Discount Allowed | On lets the salesperson apply discounts to this product on a quote; Off locks the price |
| Limit Amount | On enforces a quantity range. When On, also specify Min Amount and Max Amount |
Click Create to save the product into the section. Repeat for every product the salesperson should be able to pick from in this section.
Editing or removing a product
Open the product entry from inside the section to edit its settings, or delete it before deleting the section that contains it.
8. Activation settings
Activation is more than a status toggle — it’s where you bind the form to its runtime context (pricing org, permissions, language, document template, e-signing). Click the power icon next to the form name to open the Activation settings dialog.
The dialog has two always-visible header controls and five tabs.
Header controls
| Field | Notes |
|---|---|
| Status | Draft — not yet active; not visible to salespeople. Activated — live; visible to salespeople with the required user right (see Permission tab below) |
| Organization | Sets visibility of the form: salespeople see this form only if their logged-in user has rights for the selected organization. Tooltip: "Set the visibility for the selected form." |
Pricing tab
| Field | Notes |
|---|---|
| Organization | Sets the individual pricing organization for all products on the form. Pricing models come from Good Sign Billing, where products and prices must first be configured. The dropdown lists organizations from the Billing Organization Tree. Tooltip: "Set the individual pricing organization for all products on the selected quote form." |
Permission tab
| Field | Notes |
|---|---|
| User right | Sets the user right required to access this form from the CPQ client. Salespeople without this right will not see the form. The dropdown lists User Right Profiles created in Good Sign Billing. Tooltip: "Set the individual user rights for the selected form." |
Product tab
| Field | Notes |
|---|---|
| Product language | Sets the language for product names shown to the salesperson. Default is Not specified, which falls back to the system's default language. Useful when the same form should present products in different languages to different customer groups |
If no product language is explicitly selected, the system attempts to resolve the language from available settings. If no specific language is found, it falls back to the default product language (typically language_id = 1).
Template tab
| Field | Notes |
|---|---|
| Quote template | Links a CPQ Document Template (managed in Settings → CPQ → Templates) to this form. When a quote built from this form is approved and exported, the linked template provides the standard texts and logo for the generated document. Default is Please select (no template). Available options are all Activated templates in the environment |
This is the link between a form and the template that controls its generated quote-document content. Both must be Activated for the link to take effect at quote export. The selected template is captured when the quote is created. Changes to the template after quote creation do not automatically affect existing quotes.
If no template is linked, the document content is determined based on the state at the time the quote is created. Template information is stored as part of the quote data and is not dynamically applied afterward.
E-Signing tab
| Field | Notes |
|---|---|
| E-signing | Off by default. When On, this form's generated quote documents can be sent for e-signature from the CPQ Client by the salesperson. The provider and credentials used are set environment-wide in CPQ Settings → E-Signing (see CPQ Settings admin guide) |
Supported providers: OneFlow and Visma Sign. Both are configured at the environment level in CPQ Settings; per-form, this tab just turns the capability on or off.
Saving activation settings
Click Save to persist the settings. Changing Status to Activated makes the form live for salespeople with the configured permission and organization.
9. Scope and limitations
Verified in the current UI
- Forms list and `+ Create Form` flow (Name, Description)
- Sections with three selection toggles (Only one product can be chosen, Mandatory selection, Plan selection)
- Products with full configuration (Product, Name, Description, Pricing Type, Period, Discount Allowed, Limit Amount with Min/Max)
- Form action icons: Edit, Delete, Activate, Duplicate
- Deletion order: products → sections → form
- Activation dialog now has five tabs: Pricing, Permission, Product, Template, E-Signing — expanded from the two tabs (Pricing, Permission) documented in the previous public guide
- The Template tab is the binding point between a form and a CPQ Document Template
- Section and product ordering is supported in the underlying data model, but there is currently no user interface control for reordering. Items appear in the order they were created.
10. Quick reference
| Task | Path / Click |
|---|---|
| Open the Forms list | Settings → CPQ → Forms |
| Create a new form | + Create Form (top of the list) |
| Open a form | Click its name in the list |
| Rename a form | Pencil icon next to the form name |
| Open Activation settings | Power icon next to the form name |
| Duplicate a form | Duplicate icon (creates _copy suffix) |
| Delete a form | Trash icon — only after all sections (and their products) are removed |
| Add a section | + Create Section at the bottom of the section list |
| Edit a section's selection rules | Pencil on the section title bar |
| Add a product to a section | Add Product within the section |
| Link a quote-document template | Power icon → Template tab → Quote template dropdown |
| Set the form's pricing organization | Power icon → Pricing tab → Organization |
| Set the required user right | Power icon → Permission tab → User right |
| Set the product language | Power icon → Product tab → Product language |
| Turn e-signing on for this form | Power icon → E-Signing tab → toggle to On |
| Check a user's CPQ Forms access | Settings → Users → right-click user → User Rights, filter by CPQ |
Changes vs. the previous public guide (support.goodsign.com)
The previous guide (at support.goodsign.com/how-to-create-and-manage-forms-in-good-sign-cpq) documented an earlier version of the Activation dialog with two tabs (Pricing, Permission). The current UI has five tabs:
- Pricing — unchanged (Organization for the form’s pricing org)
- Permission — unchanged (User right required to access the form)
- Product — new: Product language selector
- Template — new: Quote template link (added in Release 2026_2 alongside CPQ Document Templates)
- E-Signing — new: On/off toggle to route generated documents through e-signing
Other changes versus the previous guide:
- The section dialog labels are slightly different in the live UI: the previous guide called the toggle “Single Product Selection”, the live UI labels it “Only one product can be chosen”. Other two toggle labels match.
- The user-rights framing has been reworked to acknowledge that profiles and rights are environment-specific and configurable — see §2.
- This guide is scoped to building forms in Billing. The sales-side workflow (creating quotes from these forms in the CPQ client) is covered separately in the CPQ user guide.