How to Create and Manage Forms in CPQ Admin

Learn how to create, configure, and manage CPQ forms, including adding sections, defining product selection rules, setting pricing options, and managing form actions like editing, activating, and copying.

Managing Forms

Configuring Forms in the CPQ Admin Tool

The CPQ Admin Tool allows administrators to create and manage forms by defining sections and configuring product selection rules.

Creating a New Form

To create a new form, click the Create Form button. This initiates the form creation process.

For a CPQ Form, the administrator must define:

• Form Name – The title of the form, helping users identify its purpose.
• Description – Additional details or instructions about the form’s contents.

After entering these details, a success message appears: "Form created successfully."

Once the form is created, the administrator can start adding sections and products.

Configuring Form Sections

Forms are structured into Sections, which allow administrators to organize product selections. To create a section, click Create Section, then set from the following dialogue box:

• Section Name (Text Field) – A title to identify the section.
• Description (Text Field) – Additional details or instructions for users.
• Selection Settings – Three configurable options that control product selection behavior:
  • Single Product Selection (On/Off Toggle) – Restricts the user to selecting only one product within the section. Useful for mutually exclusive options, such as different subscription plans.
  • Mandatory Selection (On/Off Toggle) – Requires the user to select at least one product before proceeding, ensuring essential items are always included in the quote.
  • Plan Selection (On/Off Toggle) – Highlights a specific product within the section, helping guide users toward a recommended or default choice.

By structuring forms with sections and settings, administrators ensure a clear and user-friendly selection process for sales teams.

Configuring Products in Sections

Once a section has been created, the administrator can add products to it. This defines the selections available to sales users when configuring quotes.

Adding a Product

To add a product to a section, click "Add Product" and configure the following details:

1. Product Selection

• Product (Dropdown Menu) – Choose one of the available products.
• Product Name (Text Field) – Set the product name as it should appear in the CPQ form. If the product has a different name in Billing and CPQ, this field determines how the salesperson will see it.
• Description (Text Field) – Provide additional details or instructions about the product.

2. Pricing and Configuration

• Pricing Type (Dropdown Menu) – Select how the product is billed:
  • One-time
  • Recurring
  • Usage
    (Before selecting, the UI prompt displays: "Select type.")´

• Period (Dropdown Menu) – Choose the applicable billing period (for recurring and usage-based products):
  • 1 month (default selection)
  • 1 year
• Discount Allowed (On/Off Toggle) – Enable or disable the ability to apply discounts to this product.
• Limit Amount (On/Off Toggle) – Enable this setting to define quantity limits for the product. If selected, the administrator must also specify:
  • Min Amount (Text Field) – The minimum allowed quantity for the product.
  • Max Amount (Text Field) – The maximum allowed quantity for the product.

Once all fields are configured, click the Create button to finalize the product setup.

This structured approach ensures that product selections are clearly defined, pricing is configured correctly, and sales teams have a seamless experience when using the CPQ form.

Continue adding products until all the intended products for this section have been configured. This ensures that sales users have the complete selection they need when creating quotes.

Form Actions: Edit, Delete, Activate, and Copy

When you open a form, you’ll see four icons next to the form name:

• Edit ()
• Delete ()
• Activate ()
• Copy ()

These icons represent the following actions: 

Editing a Form

Click the Edit icon () to open a dialog box where you can change the Form Name and Description. This allows you to update the form's details as needed.

Deleting a Form

Click the Delete icon () to open a confirmation dialog box that will allow you to delete the form.

Activating a Form

Click the Activate icon () to open the activation settings to open the following dialogue box:

The following options are available:

• Status (Dropdown Menu)

• • Draft: The form is not yet active and cannot be accessed by salespeople.
  • Activated: The form is live and visible to salespeople who have the required user rights.

• Organization (Dropdown Menu)
  The tooltip reads: “Set the visibility for the selected form. The quote form is visible to the CPQ client only for logged users with user rights for the selected organization.”

Below these settings, there are two tabs: Pricing and Permission.

• Pricing Tab

• • Organization (Dropdown Menu)
    Tooltip: “Set the individual pricing organization for all products on the selected quote form.”
    This allows you to assign different pricing models to different organizations. Pricing models come from Good Sign Billing, where the products and prices must first be configured. The dropdown will show organizations from the Good Sign Billing Organization Tree.

• Permission Tab

• • User Right (Dropdown Menu)
    Tooltip: “Set the individual user rights for the selected form. The logged user account needs this user right to access the form via the CPQ client.”
    This dropdown will display User Right Profiles created in Good Sign Billing, enabling access control for the form.

When the Activation Status is set to Activated, this status will be displayed at the top of the form view. Activated forms are visible to salespeople who have the necessary user rights.

Copying a Form

Click the Copy icon () to open a confirmation dialog box. This will create a copy of the form with the name of the original form followed by "_copy." The copied form will be opened in the UI for further editing.