This topic will walk you through how to use custom fields in the Ironclad Coupa integration.

Coupa enables you to define a number of custom fields on key objects within their system, including requisition headers, suppliers, and users. Similarly, custom forms can be built using Easy Forms. In order to map these fields to your Ironclad workflow, Ironclad provides some additional schema building tools under Settings.

Define Your Custom Fields

Required Permissions: Administrator
The custom fields tool enables you to specify the location (supplier, requisition header, or user), names, and types of custom fields you have set up in Coupa.

1. In Ironclad, click on your name in the upper right corner.
2. Navigate to Company Settings > Integrations > Coupa.
3. Scroll down to Custom Fields.
4. Define the Coupa object of the custom field you want to map to Ironclad. In the above example, the locations are RequisitionHeader and Supplier.
5. Define the custom fields using their Field Name from Coupa. Convert the text from snake_case to kebab-case. In the above example, the field names are justification, internal_poc, and supplier_number.
6. Define the type for each of your fields. The type refers to the type of data that the field will contain. The possible types include string, boolean, number, and reference. Here are some basic guidelines regarding types of fields:
   • In general, most question types are string.
   • Numbers map to number.
   • Checkboxes map to boolean.
   • User and ApprovalGroup are special cases. You should define these as reference and set them to either the User or ApprovalGroup object. Make sure to use the correct capitalization. Later in the mapping UI, this will allow you to map any underlying fields for the referenced object type.

Map Your Custom Fields

Required Permissions: Administrator
Once the custom fields are defined, they can be mapped the same way you map any other field. Below you can see the custom fields from the example above being mapped to an Ironclad form. Remember that, just like with standard field mappings, you must launch the Ironclad contract from the requisition. This means that all mappings must start with the requisition header.

A custom field on the requisition header will map as custom-fields > field name (not requisition-header > custom-fields > field-name). Similarly, custom fields on the supplier must be accessed through requisition-lines > supplier.

Tip: If your mappings are not displaying correctly or are missing, hard refresh your browser. If you are using a Mac, hold down command + shift + R on your keyboard. If you are using a PC, hold down ctrl + shift + R on your keyboard. 

The image below shows the mapping for 'Requisition Sync`.

The image below shows the mapping for `Contract Sync`.

Define Your Easy Forms

Required Permissions: Administrator
The Easy Form Field Configuration tool enables you to specify the names and types of fields in easy forms you have set up in Coupa.

1. In Ironclad, click on your name in the upper right corner.
2. Navigate to Company Settings > Integrations > Coupa > Settings.
3. Scroll down to Easy Form Field Configuration.
4. Click Edit.
5. Identify the easy form you want to integrate with Ironclad by entering the easy form’s name in the Enter Easy Form name... field and pressing the Enter key.
6. After pressing the Enter key, you should see field configurations show up. Define the fields of your easy form, making sure the Field Name matches the Reporting Name from Coupa. In the screenshot below, the field name is text_field.
7. Define the type for each of your fields. The type refers to the type of data that the field will contain. The possible types include TextFieldEasyFormWidget, CheckBoxEasyFormWidget, DatePickerEasyFormWidget, DropDownEasyFormWidget, MultiOptionEasyFormWidget, RadioGroupEasyFormWidget and TextAreaEasyFormWidget. These types should match the General Field type in Coupa. For example, the Text Area field in Coupa easy form has a TextAreaEasyFormWidget type.
8. Click Add Field for every field you want to add to the configuration.
9. After adding all of your easy form fields, click Save to save the Easy Form Field Configuration and refresh the page. The easy form fields are visible in the attribute mappings step of the workflow configuration.

Import an Existing Easy Form Configuration

If you have an existing easy form field configuration you want to use, you can import it.

1. Download the JSON file of the easy form field configuration you want to import. You can do this by clicking the Export button of an existing easy form field configuration.
2. Click Import and upload the JSON file.
3. Click Overwrite Configuration.

Map Your Easy Forms

Required Permissions: Administrator
Once you define the easy form fields, you can map them the same way you map any other field. In the screenshot below, the easy form fields from Coupa are being mapped to an Ironclad form.

An easy form field maps as requisition-lines > easy-form-response-id > [Easy Form Name].

Select Field from the Easy Form

Select Name/Status from Corresponding Easy Form

Related Articles

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

• Set Up Coupa Contract Sync

Other Topics

• Use Custom Fields and Easy Forms in Coupa (Current Topic)
• Manage Purchase Order Changes with Requisition Sync