Does duplicating an approved quote re-trigger rule-based approvals?

Yes, the ALWAYS dropdown in the rule-based workflows should make the approval process retrigger on any duplication. 

Hi Team, 

We’ve implemented a rule-based workflow to ensure quote comments are reviewed and approved by our team. However, we are seeing that when a quote is approved and then duplicated, reps are still able to edit the quote comments without triggering the approval workflow again. This presents a challenge, as we want all rule-based workflows to be reviewed, even in cases where a quote is duplicated.

Setting the rule-based workflow to be active: ALWAYS, would trigger an approval when no quote comments are presented. Is there a way to “turn off” the Smart workflow for rule-based approvals?

Unfortunately, we do not have a way to disable the smart workflow for a specific workflow type, it is all or none. Would you mind posting your rule so I can take a look and maybe suggest an alternative?

We have created standardized templates for reps to utilize when entering the required quote comments. Our rule is [Quote_and_DealRoom_Customization.Comments_Needed] = "Yes" AND [User.group] != "Contract Admins" AND [User.login] != "alex.bruu@phishme.com"

Could you try adding one more thing to that rule? Approvals trigger again off any change happening to the variables involved in the rule, so I think if you key in on your comment area, you’ll get what you’re looking for.

e.g.

[Quote_and_DealRoom_Customization.Comments] != “”

That will trigger if the comments section is not blank, and any change to that should retrigger. Let me know if that works!

Hi ​@JaidaGaleas and ​@Jamie Rivers -

There’s another approach you can use that guarantees an approval will always be required, one my team and I have successfully implemented across several DealHub environments.

The idea is to check whether the Quote ID has changed.

When a proposal is duplicated, DealHub generates a new Quote ID. By comparing the current Quote ID against a previously stored one (for example, a field synced to the Opportunity or Deal), you can detect that change and trigger the approval process again.

This ensures that the team knows when a proposal has been duplicated and needs to go back through the review process.

For your specific use case, this approach won’t re-trigger all previously approved items. Those only re-trigger when an element that you’re monitoring for has been updated.

To manage that, you can add a small enhancement in the playbook — an Approval question group that captures details about previously triggered approvals.

This provides a quick reference for approvers, helping them pinpoint scenarios that may need to be reassessed because of changes made to the proposal.

I hope that this triggers some ideas for you!