Toggle Quote Visibility for Customer Users

A guide for printIQ users

What is this feature?

Quote Visibility lets internal users control whether a quote is visible to customer users in the printIQ portal. When you start a quote, you can mark it as hidden so the customer cannot see it until it is ready. Once you have added all items and adjusted pricing, you switch visibility on and the quote appears in the customer's portal view.

Why would I use it?

• Customers only see quotes that are complete and ready for review, avoiding confusion from draft or incomplete pricing.
• Your team can work on complex quotes, add products, and adjust margins without the customer seeing partial or unfinished work.
• You can control the right moment to share a quote with a customer, keeping the experience clean and professional.
• The Quotes Board makes it easy to see at a glance which quotes are currently hidden, so nothing slips through unintentionally.

How does it work?

When you create or edit a quote, an eye icon appears next to the customer selector. Clicking it toggles the quote between visible and hidden.

A warning appears if you try to email a quote that is currently hidden, prompting you to consider making it visible before sending. A hidden quote cannot be accepted by the customer.

What qualifies?

The eye toggle appears on a quote if all of the following are true:

• The quote has not yet been accepted.
• The internal user has a role listed under "Roles that can Toggle Quote Visibility" in settings.
• The user is an internal user. Customer users never see the toggle, regardless of role.

Where does the visibility toggle appear?

The eye icon is available on the following screens:

• Create Order screens: after selecting a customer (Simplified Product, Custom Product, Store Item, Request for Quote, Die Product and Product Category (next to the customer selector).
  

• Quote Details / Checkout screen: at the top of the screen.  If the user attempts to accept a hidden quote, a popup prompting to set the quote to visible is presented before the quote can be accepted.
• Copy or version quote modal. Defaults to the current visibility state of the source quote.
  

What happens after toggling visibility?

1. Quote made visible: The quote appears in the customer's portal view. The customer can review and accept it.
2. Quote made hidden: The quote is removed from the customer's portal view. The customer cannot see or accept it.
3. Visibility change logged: The change is recorded in the quote's history, showing who toggled it and when.
4. Quotes Board updated: The eye icon on the Quotes Board reflects the current state, and the hidden quote appears in the "Hidden Quotes Only" filter.

What if a user doesn't have the toggle role?

A user without a role listed in the "Roles that can Toggle Quote Visibility" setting will see the eye icon greyed out and locked.

What happens when a quote is accepted?

Once a quote is accepted, the visibility toggle is removed from all quoting screens for that quote. When copying a quote that has been accepted, the copy's visibility defaults to on (visible), because an accepted quote was visible at the time of acceptance.

What about the Quotes Board?

The Quotes Board shows an eye icon on any quote that is currently hidden.

Settings to know about

Setting	What it does
Hide Visibility option	Controls the default visibility state for new quotes. Options are: Visibility ON by default (the quote is visible when created) or Visibility OFF by default (the quote is hidden when created). The system default is Visibility ON.
Roles that can Toggle Quote Visibility	Defines which internal roles can switch the eye toggle on or off. Defaults to the Internal role. Configurable per customer on the customer details screen and in Customise/Settings.aspx.

Quote visibility isn't working as expected. What should I check?

Is the eye toggle greyed out for the user?

The user's role isn't in the "Roles that can Toggle Quote Visibility" setting. Check the customer record or the global settings at Customise/Settings.aspx and add the appropriate role.

The customer can still see the hidden quote in their portal.

Check that the visibility toggle is in the hidden state on the quote itself. If the quote was made visible at any point after the customer logged in, they may need to refresh their portal session to see the updated state.

The eye toggle isn't appearing at all on a quote screen.

Confirm the quote hasn't been accepted. Once a quote is accepted, the toggle is removed from all screens. If the quote is still open, check that the feature has been enabled in your site settings.

The visibility state didn't carry over when copying a quote.

If the source quote was accepted before copying, the copy defaults to visible. This is expected behaviour. For unaccepted quotes, the copy inherits the visibility state of the source.

Still not seeing the expected behaviour after checking the above?

Reach out to your system administrator or the printIQ support team for a closer look at the configuration.