Site Quote - Facilisight Portal

| Overview

| Existing Challenges

• Increased time required to generate site quotes.
• Higher risk of data entry errors and inconsistencies.
• Limited visibility into quote ownership and accountability.
• Lack of a centralized workflow for review and approval.
• No clear audit trail to track quote creation, modifications, reviews, and approvals.
• Difficulty monitoring the progress and status of quotes throughout their lifecycle. 

| Objective of The New Feature

• Standardize the quote creation process across projects.
• Establish clear ownership and accountability through role-based workflows.
• Enable controlled review and approval processes.
• Provide end-to-end visibility into the quote lifecycle.
• Improve traceability by capturing quote creation, modifications, reviews, and approvals.
• Enhance accuracy, consistency, and efficiency in quote generation. 

| Access Site Quote Creation

To access Site quote creation:

• Log in to the Facilisight Portal.

• Click the 9-dot menu located in the top-right corner of the portal. 

• From the dropdown menu, select Quoting Tool. 

• A new window opens displaying the Quoting Tool page.

• Choose one of the following options:

  • Generate New Quote using Saffron AI to create a quote with AI assistance.
  • Create New Quote Manually to create a quote by entering the required details manually.

• Click Create New Quote Manually to create a new quote for the site from scratch.

• The Create Quote pop-up appears.

• Enter the required site details, add equipment, and review the auto-generated Bill of Materials (BOM). After completing the quote, save it as a draft or submit it for review. For detailed information about each field and option, refer to Create Quote Pop up

| Create Quote Pop-up

The pop-up is divided into three main sections:

• Site Information
• Equipment Details
• Bill of Materials (BOM)

Site Information:

This Site Information section captures the basic details required for the quote.

Note: Fields marked with an asterisk (*) are mandatory.

Field	Description
Distributor/Sales Contact Email	Email address of the distributor or sales contact associated with the quote.
Site Name	Name of the site for which the quote is being created.
Site Area (sqft)	Total site area in square feet.
Street Address	Street address of the site.
City	City where the site is located.
State	State or province of the site location.
Country	Country where the site is located.
ZIP Code	Postal or ZIP code of the site.
Price Multiplier	Pricing adjustment factor applied to the quote. The default value is typically set to 1. Note: The Price Multiplier applies a discount to the actual price. For example, a value of 0.8 applies a 20% discount, while 1.0 indicates no discount.

Equipment Details:

Option	Description
Search for Equipment Name	Allows users to search for a specific equipment type after adding it to the quote.
Bulk Edit Equipments	Allows multiple equipment records to be modified simultaneously, reducing manual effort. Note: For detailed instructions on updating equipment types, quantities, and notes, refer to the Bulk Edit Equipments section under | Bulk Edit.
Add Equipments	Click Add Equipments to open the equipment selection window and add equipment to the quote.

Equipment Grid

After the equipment is added, the details are displayed in the grid with the following columns:

Column	Description
Type	Equipment type selected for the quote.
Count	Quantity of the selected equipment.
Notes	Additional information or comments related to the equipment.
Actions	Options to delete equipment entries.

A message is displayed indicating:

The Bill of Materials will be updated based on the Equipment Details.

Bill of Materials (BOM):

The Bill of Materials section is automatically generated based on the equipment selected in the Equipment Details section.

Option	Description
Search for Products Name/Part Number	Allows users to search for a specific product name or part number within the BOM.
Reset Bill of Materials	Resets the BOM and regenerates it based on current equipment selections. Note: Refer to the | Bulk Edit section for detailed information about the Reset Bill of Materials functionality and its impact on the Bill of Materials (BOM).
Bulk Edit Products	Updates multiple BOM products simultaneously. Note: For detailed instructions on updating product details, part numbers, quantities, and pricing information, refer to the Bulk Edit Bill of Materials section under | Bulk Edit.
Add Products	Manually adds products to the BOM.

BOM Grid

The generated products are displayed with the following information:

Action Buttons

Button	Description
Cancel	Closes the quote creation window without saving changes.
Save as Draft	Saves the quote in draft status so it can be completed later.
Submit Quote for Pre-Sales Review	Submits the quote to the pre-sales review workflow for validation and approval.

| Bulk Edit

Bulk Edit Equipments:

Bulk Edit Equipments allows users to update multiple equipment entries at the same time, reducing manual effort and speeding up the equipment configuration process.

• In the Create Quote window, click Add Equipments.

• The Add Equipments pop-up appears, displaying a list of available equipment types.

• Select the equipment you want to add and specify the required quantity. 

• Click Add Equipments to add the selected equipment to the Equipment Details section. 

• Once equipment is added, the Bulk Edit Equipments option becomes available. 

• Click Bulk Edit Equipments. 

• The Bulk Edit Equipments Details page opens, allowing you to modify multiple equipment entries and quantities simultaneously.

• Click an equipment type in the Equipment Type column. A drop-down arrow appears on the right side of the selected cell.

• To add additional equipment, click Add Equipments in the upper-right corner. The Add Equipments 
  pop-up appears, allowing you to select and add more equipment types.

• Select the equipment you want to add by clicking Add next to the required equipment type. Adjust the quantity, if applicable.

• Click Add Equipments at the bottom of the pop-up to add the selected equipment to the list.

• The newly added equipment appears in the Equipment Type column on the Bulk Edit Equipments Details page.

• To modify the quantity of an equipment item, double-click the corresponding cell in the Count column and enter the required value.

• To add comments or additional information, double-click the corresponding cell in the Notes column and enter the desired note.

• If you click Cancel, any changes made in the Bulk Edit Equipments Details page, including newly added equipment, will not be saved.

• Review the equipment list and make any additional changes as needed. When satisfied with the updates, click Done to save the changes.

• A confirmation pop-up appears, informing you that updating the Equipment Details will reset the associated Bill of Materials (BOM). Any products added manually will be retained.

• Click Cancel to close the confirmation pop-up and return to the Bulk Edit Equipments Details page without applying the changes.

• Click Proceed to apply the changes and update the equipment list.

• The newly added and updated equipment entries appear in the Equipment Details section of the Create Quote page.

• The corresponding Bill of Materials (BOM) is updated automatically.

Bulk Edit Products:

Bulk Edit Products allows users to modify multiple Bill of Materials (BOM) products simultaneously, making it easier to update quantities, or other product details in a single action.

To Bulk Edit Products: 

• In the Create Quote window, click Bulk Edit Products.

• The Bulk Edit Bill of Materials page opens, allowing users to modify multiple BOM products simultaneously, including product details, and quantities.

• To add additional product, click Add Products in the upper-right corner. The Add Products 
  pop-up appears, allowing you to select and add more product types.

• Select the product you want to add by clicking Add next to the required equipment type. Adjust the quantity, if applicable.

• Click Add Products at the bottom of the pop-up to add the selected equipment to the list.

• The newly added product appears in the Product column on the Bulk Edit Bill of Materials page.

• To modify the quantity of an equipment item, double-click the corresponding cell in the Quantity column and enter the required value.

• The Total amount is automatically recalculated and updated based on the revised quantity and product price.

• Review the product list and make any additional changes as needed. When satisfied with the updates, click Done to save the changes.

• If you click Cancel, any changes made in the Bulk Edit Bill of Materials page, including newly added equipment, will not be saved.

• The newly added and updated product entries appear in the Bill of Materials section of the Create Quote page.

• Click Reset Bill of Materials to restore the Bill of Materials (BOM) to its original system-generated state.

Note: Resetting the BOM removes all manual product additions and modifications, restoring the BOM to the version generated from the current equipment selection.

• A confirmation pop-up appears, informing you that the BOM will be reset based on the latest Equipment Details and that any manual edits or manually added products will not be retained.

• Click Continue to proceed with the reset or click Cancel to close the pop-up without making any changes.

• The BOM is regenerated automatically based on the current equipment list in the Equipment Details section.

• Click Save as Draft at the bottom of the page. The site quote is saved with a Draft status.

Note: Refer to the Action Buttons table in Create Quote Pop-up section for information about the remaining actions and options available on the Create Quote page.

• Navigate back to the Quoting Tool page. The saved site quote is displayed in the Created by me section with the status Draft.

• Click the three-dot menu (⋮) under the Actions column.

| Actions

Three-dot Menu:

The following options are displayed:

• Export
• Edit Quote
• Delete

Export:

The Export option allows you to download the site quote and Bill of Materials (BOM) information in different file formats for review, sharing, or external processing.

Available Export Formats

• PDF
• Excel
• XML

PDF

• Exports the quote as a PDF document.

• Includes site details, equipment information, BOM, quantities, pricing, and quote summary.
• Suitable for:
  • Customer-facing documentation
  • Printing and sharing
  • Record keeping

Result: A PDF file is generated and downloaded to your local system.

 

Excel

• Exports the quote data to an Excel spreadsheet (.xlsx).

• Allows users to:
  • Analyze data
  • Modify values externally
  • Create custom reports
  • Perform calculations and comparisons

Result: An Excel file containing the quote details and BOM is downloaded.

XML

• Exports the quote in XML format.

• Primarily used for:
  • System integrations
  • Data migration
  • Importing quote information into other applications

Result: An XML file containing the quote data structure is downloaded.

Edit Quote:

The Edit Quote option allows users to modify a draft quote before submission.

• Click Edit Quote from the Actions menu.

• The Create Quote window opens with all previously saved information.

• Make the required changes.

• Save the changes using:

  • Save as Draft, or
  • Submit Quote for Pre-Sales Review

Delete:

The Delete option permanently removes the draft quote from the Quoting Tool.

• Click Delete from the Actions menu.

• A confirmation prompt appear.

• Confirm the deletion.

Result

• The selected quote is removed from the Created by me list.
• Deleted quotes cannot be accessed from the Quoting Tool page.

Comments:

The Comments Attachment Enhancement improves collaboration within the Comments panel by allowing users to attach files directly from their device storage or capture media using the device camera. This functionality enables users to provide visual evidence, supporting documentation, and contextual information without leaving the application.

Accessing the Comments Panel: 

• Navigate to the required site quote. Click the Comments icon associated with the quote.

• The Comments panel opens. Use the attachment options displayed beside the comment text box to add supporting files.

With the Comments Attachment Enhancement, users can quickly attach relevant information directly from within the application, eliminating the need to switch between multiple tools or applications. This streamlined workflow improves collaboration, increases field productivity, and ensures that all supporting information remains associated with the corresponding site quote.

• Click the Plus (+) icon to display the available attachment options.

• Select the Attachment (paperclip) icon.

• The device's File Explorer/Folder window opens.

• Select the file and click Open.

• The selected file is attached to the comment. Optionally, enter a comment in the text box to provide additional context.

• Click the Send button.

Note: Attachments with multiple pages are also supported, including PDF, Word, and Text file formats.

• Click the Shared Files tab located at the top of the panel.

• A list of all uploaded attachments is displayed.

• Each file entry displays:

  1. File name
  2. File size
  3. User who uploaded the file
  4. Available file actions

  

| Submit a Quote for Pre-Sales Review

Submit the Quote:

• Open the draft quote from the Created by me section.

• Click Submit Quote for Pre-Sales Review at the bottom of the Edit Quote window.

• A confirmation email is automatically sent to the relevant users.

• The email contains:

  • Site Name
  • Submitted By information
  • Current Status
  • A direct link to view the quote in Facilisight

   

• The quote status changes from Draft to Pre-Sales Review.

• The quote continues to appear in the Created by me section with the updated status.

• A new entry is also displayed in the Quotes for Review section.

During the manual creation process,

Users can select from the already created quotes to use for the new sites.

• Users can bulk edit the equipment and the BOM items.

From the Excel interface, as shown below.

Or from the Add equipment window, as shown below.

• Users can use the Reset option to revert to the original list item, during the addition or deletion of BOM items.

• Save work in progress

• Users can edit, delete or export the draft in different formats using the options provided.

• Submit a quote for the review

 | Workflow Lifecycle

The feature uses a state-driven workflow model.

| Floor, Location & Notes

• Users can add floor names for the equipment as shown below.

  

  Note: The default floor name is floor 1.

   

• Users can add location details for the equipment, as shown below.

And note for the equipment, as shown below.

The same can be achieved using the bulk edit option as well.

| Comments

The Comments Attachment Enhancement extends the existing attachment workflow in the Comments panel by allowing users to capture and upload media directly from their device camera, in addition to uploading files from local storage.

With this enhancement, users can quickly attach site photos, equipment images, videos, or supporting documents without leaving the application, improving field productivity and reducing the steps required to share contextual information.

Note: Attachments with multiple pages are also supported, including PDF, Word, and Text file formats.

| Quote Status Log

For a submitted quote, the users can check the quote status using the quote status log option, as shown below.

The same can also be viewed from the Review quote screen as shown below.

| Configurable Exception Product Handling in Bill of Materials (BOM)

This enhancement introduces special handling for configurable exception products within the Bill of Materials (BOM) workflow. Unlike standard BOM products, exception products follow predefined business rules for selection, quantity calculation, editability, reset behaviour, and bulk update operations.

The objective of this feature is to support labor and service-based products whose quantities are derived from overall hardware value rather than being manually maintained by users.

The list of exception products is environment-specific and managed through backend configuration, allowing future additions or modifications without requiring application code changes.

For more information, refer to  Configurable Exception Product Handling in Bill of Materials (BOM)

| Exported Quote

An exported quote in PDF would look as shown below.