What is an Order Form?

Introduction

This article explains the Order form, which is a critical component for provisioning services to Customers after they purchase Offers. Understanding Order forms helps Vendors configure proper data collection and streamline provisioning workflows.

In this article:

• Understanding Order forms
• Order form requirements
• Default fields for License-Based offers
• Form Data for CPQ offers
• Automated order email

Understanding Order forms

Once the Offer is onboarded, the Order form should be created to be allowed to publish the Offer.

An Order form is a form that the Vendor receives to provision the service to the Customer. Depending on a provisioning type, an Order form is treated as an official purchase Order document.

Purpose: The Order form collects essential information needed to provision Subscriptions and deliver services to Customers. This information enables Vendors to set up accounts, assign Licenses, and configure services correctly.

For detailed instructions on configuring Order forms, refer to the article "How to edit form?" in the related content section.

Order form requirements

Order forms are required before Offers can be published:

Publishing prerequisite: An Offer cannot be published until an Order form is created and configured. This ensures that all necessary provisioning information will be collected when Customers place Orders.

Order form types: The automated Order form consists of:

• Default fields for License-Based Offers
• Form Data for CPQ Offers (Configure Price Quote)

Default fields for License-Based offers

For License-Based Offers, the Order form includes standard default fields that collect essential provisioning information:

Admin Email: This email address must be able to receive a License and provides access. Can be either someone from the Seller side or end-Customer—depends on who is managing the account after the purchase.

Admin Contact Name and Last Name: A person's name and last name that receive a License and have access to the Subscription.

Offer Name: Name of the purchased Offer.

License Quantity: The Quantity that is placed in the Order.

End-customer name: The Organization name of the end-Customer for whom this Order is placed.

NOTE! The Vendor shouldn't create default fields in the Order form. These fields are automatically included by the Platform for License-Based Offers.

Form Data for CPQ offers

For CPQ Offers (Configure Price Quote), the Order form includes comprehensive data fields:

Order information:

• Order #: Unique identifier for the Order
• Order Type: Type of Order (for example, Offer Ordered)
• ID: Internal Order identification number

Offer details:

• Offer: Offer information
• SKU ID: Stock keeping unit identifier
• Name: Offer name

Order created by:

• Email: Email address of the person who created the Order
• First name: First name of the person who created the Order
• Last name: Last name of the person who created the Order

FormData:

• Admin first name: Administrator's first name
• Admin last name: Administrator's last name
• Admin email: Administrator's email address
• License quantity: Number of Licenses ordered
• Language: Selected language for the service
• Billing cycle: Selected Billing Frequency (for example, Monthly Billing)
• Additional info: Any additional information provided during configuration

These fields provide comprehensive information needed for provisioning complex, configurable Offers.

Automated order email

An example of an automated Order email that Vendors receive includes:

FormData section:

This automated email provides Vendors with all necessary information to process and provision the Order.

Summary

An Order form is a form that Vendors receive to provision services to Customers and is treated as an official purchase Order document depending on provisioning type. Order forms must be created before Offers can be published. The automated Order form consists of default fields for License-Based Offers (including Admin Email, Admin Contact Name and Last Name, Offer Name, License Quantity, and End-Customer name) and Form Data for CPQ Offers (including comprehensive Order information, Offer details, and configuration data). Vendors should not create default fields in the Order form as these are automatically included by the Platform. Vendors receive automated Order emails containing all provisioning information needed to process Orders.