Purpose

This article explains how RFP Coordinators prepare and send RFP Opportunities for executive approval in Dynamics 365 Sales.

Applies To

• RFP Coordinators
• Executive Approvers

Prerequisites

• RP Intake must already be submitted
• Required SharePoint files must be attached
• Financial review information must be completed

Navigation Path

Sales Hub → Opportunities → Open Contract Opportunity

Step-by-Step Instructions

Step 1 — Review the Submitted RFP Opportunity

Open the submitted RFP Opportunity and review all intake information.

Confirm:

• Financial information
• Contract details
• Business information
• Supporting documentation

Step 2 — Complete Internal Review Information

Fill in the remaining approval preparation fields.

This includes:

• Financially Approved By
• Preliminary Approver
• Lifemark Signatory

Step 3 — Verify Approval Requirements

Before sending approvals:

• Make sure whoever the approval is being sent to is tagged in the Lifemark Signatory field.
• Finance approval must already be completed
• VP approval must already exist for escalated approvals
• Required approvers must be identified

Approval routing may include:

• VP Approval
• Steven approval
• Tim approval
• Sonya approval

Sonya approval

Make sure the following data fields are filled: Annual Recurring Revenue (ARR), Gross Margin, Total Contract Value, EBITDA Margin. 

Step 5 — Verify SharePoint Documentation

Approvals cannot be submitted without attached files.

Required documents must exist in:

Files → Final Documents folder

The approval reviewers will access these files during review.

Step 6 — Send the Approval Request

At the top of the Opportunity record, select the appropriate approval action after you have tagged the receiver through the Lifemark Signatory field:

• Send for Approval VP
• Send for Approval CFO
• Send for Approval Tim
• Send for Approval Sonya

Step 7 — Wait for Approval Decisions

After submission:

• Approval notifications are sent automatically
• Approvers receive Teams and email notifications
• Approval decisions and comments are tracked in CRM

Step 8 — Review Approval Status

To track approvals:

1. Navigate to the left-hand navigation menu
2. Open Approvals

This area displays:

• Pending approvals
• Approved requests
• Rejected requests
• Approval comments

What Happens Automatically

After an approval is submitted:

• Notifications are sent automatically
• Approval records are created
• Approval history is tracked
• CRM status updates dynamically based on responses

Important Notes

Approvals cannot be submitted without supporting files stored in SharePoint.

CFO, Tim, and CEO approvals require prior financial and VP approval completion.

Approval comments are stored within the Approval records.

Common Issues and Troubleshooting

Expected Outcome

The RFP Opportunity is successfully routed through the executive approval workflow and approval decisions are tracked within CRM.