Reference Qualifiers are the best way to limit the available choices in your reference fields. The idea behind them is to allow you to select only those records that are useful in a given situation.
In this tutorial, we will provide a few use cases for this really powerful feature.
- Create an Invoice Selecting Only Opportunities with Closed Won Sales Stage
- Create a Deal for Contacts with Type Customers
- Create a Dynamic Reference Qualifier - Quote Champion
Create an Invoice Selecting Only Opportunities with Closed Won Sales Stage
Let's say that you want to create an invoice. If you have to select the deal or opportunity for which you are generating the invoice wouldn't it be great if you could limit the options available to only show those Opportunities that you have actually won/closed? That is what Qualifiers are for.
To set up the above example, go to System Settings, then click on App Setup and there choose your Invoice app (it could have a different name according to your own configuration)
There create a Custom field of type Reference, then under Reference Object select your Opportunities or Deals app. The next step is to select your qualifier. Since we want to show only the Closed won deals, the Sales Stage is our best choice. As for the Qualifier Value, Closed Won is exactly what we are looking for.
As you create your invoice, when you click on the Opportunity field, you will only see the Closed Won deals. This would make it easier for you to find the right one, without having to worry about selecting one that is not 'Closed Won'.
Create a Deal for Contacts with Type Customers
When you are creating a deal, you want to make sure that you add an actual customer to it and not a contact that is a supplier/provider. In that case, you need to create a Reference field in your Deals app to the contacts, adding the 'type' as the qualifier. Your Reference field configuration will have 'Contacts' as the Object, Contact type as the 'Reference Qualifier', and lastly, Customer as 'Qualifier Value'.
When you create your deal, on the customer field only those contacts that have the customer as type will be available in the list for you to choose from.
Dynamic Reference Qualifiers
Use the Dynamic Reference Qualifiers when you need to return specific options to select from according to the reference fields set up in other apps.
First, you will need to specify the Dynamic Reference Field. It will be used to limit the information of your Reference field. Think of it as the first data filter. It lets the system know where to go and “look” for that data.
Then, you need to select your qualifier under ‘Dynamic Reference Field Qualifier’. This is the field that will be used to show the available options in your Reference field.
Dynamic Reference Qualifiers can be used in combination with Reference Qualifiers to narrow down the available options of your Reference field to only those needed in your form.
Quote Champion. Allows you to limit the list of contacts available to select from depending on the Account they belong to when creating a new Quote.
In your Quotes App, you will need to create a new Reference field with the following configuration:
|Dynamic Reference Field||Account|
|Dynamic Reference Field Qualifier||Account|
With this configuration, the Champion field in your Quote will only show the contacts that belong to the Account you specified when creating your Quote.
If on top of all this, you also want to show only those contacts that are labeled as ‘Decision Makers’ then all you have to do is add a Reference Qualifier.
|Reference Qualifier||Is Decision Maker?|
Note: The 'Is Decision Maker?' field is a boolean field available in the Contacts App.