This topic will walk you through how to set up mappings for your Coupa integration.
If you have not set up your workflows yet, refer to Set Up Workflows for Coupa Integration before moving forward with the steps below.
Complete the following steps in order:
- Connect Coupa to Ironclad
- Connect Your Workflow Configuration to Coupa
- Map Your Data From Ironclad to Coupa
- Mapping Tips and Tricks
- Save Your Settings
- Related Articles
Required Permissions: Administrator
Note: If you currently map to Coupa Easy Forms using an API key authentication, reach out to Support before migrating.
- In Ironclad, click Company Settings > Integrations > Coupa.
- Click Configure Connection Settings.
- Open a second tab in your web browser and navigate to the Coupa instance you want to connect to.
- Click Setup > Oauth2/OpenID Connect Clients > Create.
- Fill in the following fields:
- Grant Type: Client credentials
- Name: <any name that will help you identify that you are using this to connect with Ironclad>
- Login: <any name to represent login>
- Contact First Name: <first name of creator>
- Contact Last Name: <last name of creator>
- Contact Email: <email of creator>
- Once you generate a client, return to Ironclad.
- In the Coupa Host field, enter the part of your Coupa URL prior to and including ‘.com’. Do not include https:// in your URL. For example, ‘ironclad.coupahost.com’.
- In the Coupa Client ID and Coupa Client Secret fields, input the clientId and clientSecret that you just generated.
- Click Link. If successful, you see a “Linked successfully!” toast message.
- If there is an error, verify that you’ve selected the right scopes for your client and that you’ve copied the right values.
- In Ironclad, click Company Settings > Errors > Notification Settings > Add Subscription. Select the user or group that should receive alerts if a Coupa initiated contract launch fails. Select the checkbox next to Coupa. The user or group will receive alerts that include information required to debug configuration errors. You can change this at any time. If you cannot access your Notification Settings, please reach out to Support.
- Connect your workflow configuration to Coupa.
- Once connected, either continue with these instructions or return to your Contract Sync setup, depending on which connector you are attempting to configure.
Required Permissions: Administrator
- Click Add Workflow Configuration and select the workflow you want to integrate with Coupa. You must do this step and the remaining steps in this topic for each workflow you want to launch from Coupa.
- Under Procurement Approvalin Ironclad, select the procurement approval you created when you set up your workflows for your Coupa integration.
- Under Purchase Order Generation, set your purchase order generation logic.
- If you want to block requisition approval in Coupa until the associated Ironclad contract is signed, select Block PO issue until contract is signed in Ironclad. The Coupa requisition approval chain will remain on the last approval step until the contract is executed, at which time the approval will automatically be approved and the purchase order will be generated in Coupa.
- If you want to allow the purchase order to be generated in Coupa prior to the Ironclad contract being signed, select Allow PO issue before contract is signed in Ironclad. This setting removes an amount of control since the purchase order is not longer tied to the finalization and agreement of the legal terms.
Required Permissions: Administrator
- Click Add Attribute.
- A dropdown displays with all of the Ironclad launch form fields that you have not mapped.
- Select an Ironclad field to map. The mapping dropdown displays.
- From the dropdown, select a source attribute from Coupa that you want to pull data from.
Ironclad’s mapping UI is powerful and self-serve. However, the underlying data it allows you to move between Coupa and Ironclad is complex. There are a number of concepts that will enable you to fully use the mapping tool:
Find the Correct Coupa Data
Coupa fields available for mapping are based on their relationship to the requisition (known as the RequisitionHeader within Coupa’s API). Fields that appear directly on the requisition will usually appear as simple first-level mappings. However, fields on other related objects (e.g. requisition lines, suppliers etc) require slightly more sophisticated mappings.
Example 1: Map requisition status
If you wanted to construct a simple mapping, such as the status for a requisition, you can configure it like so:
Example 2: Map supplier account number
For more complex relationships, such as if you wanted to map the account number of a supplier listed on a requisition line, you would need to follow the relationship chain to get that to that account number. As your starting point is always the requisition, you would first map to the requisition line, then the supplier associated with that requisition line and, finally, the account number.
Take note of how you navigate different relationship types. Requisition lines is a list under the Requisition, while account is a single nested object under requisition lines. These relationships match the relationships you see when using Coupa’s UI.
Example 3: Map supplier primary-address
If you want to map the primary-address of a supplier on a requisition line, we would follow the same exercise. Select requsition-lines > supplier > primary-address.
Example 4: Map to requesting user’s email address
If you want to map the email of the person who created the requisition in Coupa, follow a similar flow of relationships from the requisition. First select the created-by user and then select their email as the field you want to map.
All other mappings follow the same pattern of tracing the path of relationships available under the RequisitionHeader field via the Coupa API.
Be Aware of Types
All of your mappings in your Ironclad Coupa integration are typed, meaning that the platform looks to map fields of the same type between the systems. For example, text field to text field, or monetary amount to monetary amount. If a field you are looking for is missing in your dropdown, check to make sure that the Coupa field is the same type as the Ironclad field.
Map Requisition Lines
Types are especially useful when dealing with Coupa requisition lines. You can think of requisition line like a table: each requisition line is a row and each field is a column.
You can map requisition lines to a single field or to a dynamic table. Ironclad follows two rules when determining what data to pull:
- If you map requisition-lines to a dynamic table, Ironclad will iterate through all requisition lines, pulling them in as rows in the table. The fields you want to map then become the values of the cells within the table.
- If you map requisition-lines to a single field, Ironclad will take the value for the first requisition-line on your requisition and map that to Ironclad.
Map Purchase Order Numbers
You can map Coupa purchase order numbers to an Ironclad field, however, this option is only provided if you enabled Allow PO issue before contract is signed in Ironclad.
Click Save. After you save your mappings, a saved sync displays. Keep this page open. You are ready to set up your Coupa instance.
Coupa Requisition Sync Setup
- Step 1: Set Up Workflows for Coupa Integration
- Step 2: Set Up Mappings for Coupa Integration
- Step 3: Set Up Your Coupa Instance
Coupa Contract Sync Setup