Set Up Workflows for Coupa Integration – Ironclad

This topic will walk you through how to set up workflows for your Coupa integration.

Setting up your workflows is the first step of integrating Coupa with Ironclad. To set up workflows, you must:

Create an approval that will represent procurement’s approval in your Ironclad workflow.
Understand how required fields will be treated when launching from Coupa.

You must do these two steps for each workflow you want to integrate with Coupa.

Add Coupa Users to Ironclad

Required Permissions: Administrator
For your Coupa integration to work properly, all of you users in Coupa who have permissions to create requisitions should also be users in Ironclad with the same email address. If you are an administrator, you can manage and invite new team members by clicking Company Settings > Users and Groups > Invite Users. If you want to learn more about users, check out User Management.

If you do not add your Coupa users to Ironclad with the same email address, you will receive a 400 error and the following response:

    "code": "INVALID_PARAM",

    "message": "invalid user for subject-from-webhook attribute",

    "param": "subject-from-webhook"

Create an Approval for Procurement

Required Permissions: Ability to create and edit all workflow templates
The Ironclad Coupa integration enables you to auto-approve Ironclad approvals on behalf of procurement. You can place the ‘Procurement Approval’ anywhere you’d like in the Ironclad approval chain.

Use Case
WonderWeb Inc. wants their legal team to do one final check before their contract goes out for signature. They add a sequential legal approval after their procurement approval with no impact to their Ironclad Coupa integration.

Decide where in your Ironclad approval process you would like your procurement approval to take place.
Click the Workflow Designer tab.
Select the workflow you want to update.
Click the Review tab. Create the approval, using any name you think will make sense to your end users (e.g. "Coupa Approval" or "Procurement").
Click Company Settings > Integrations > Coupa.
Beneath Procurement Approval in Ironclad, select the approval you just created.
Click the Workflow Designer tab.
Select the workflow you are updating to return to it.
Click the Review tab. The approval you created should now show it is Integrated with Coupa. You can select users who can manually override the Coupa approval in workflows after they have been launched, if needed.

Launch Experience

Required Permissions: Ability to create and edit all workflow templates
All Ironclad launch forms can be set as either required or not required. This is controlled by a checkbox located at the bottom left corner of each question in Workflow Designer.

All required launch form fields must be completed to launch an Ironclad workflow. This is true even when launching from an external source like a Coupa requisition.

The Ironclad Coupa integration works by pulling data from Coupa into your Ironclad launch form, but it’s common that not all of the data you need to request a contract exists in Coupa. This can be because the data does not exist in Coupa or because that specific requisition has incomplete information.

To easily manage this and reduce the burden on admins, Ironclad requisition sync for Coupa has a dynamic launch process depending on whether or not all of the required fields are present at the time of the automated Coupa launch:

If All Required Fields are Present

If all required fields are successfully pulled in from Coupa, then the Ironclad workflow is automatically launched, with no further action needed from your business users. The Coupa approval used to initiate the launch is approved and the requisition and contract review proceed.

You will set these Coupa approvals up in a later topic, so don’t worry if they’re not familiar.

If Required Fields are Missing

It’s common that not all required fields for your contracting process are present in Coupa. In this scenario, Ironclad dynamically generates a launch form that is emailed to your business user, allowing them to add additional information.

The data which is present in Coupa is automatically pulled into the form and the business user only has to enter the additional data.

While the task of filling in the rest of the launch form is completed by the requester, the launch shows as pending in Coupa.

Once the launch form is completed and submitted, the integration automatically approves in Coupa and the review process can continue in Coupa and Ironclad in the same way as if all required fields are present.

Review and Publish

You now have an Ironclad workflow with an approval that will automatically be sent on behalf of procurement when the requisition is approved in Coupa.

Save and publish your changes. If you do not publish your changes, they will not show up when you set up your field mappings in the next topic.

Once that is done, you are ready to map your data between Coupa and Ironclad.

Coupa Requisition Sync Setup

Step 1: Set Up Workflows for Coupa Integration (Current Topic)
Step 2: Set Up Mappings for Coupa Integration
Step 3: Set Up Your Coupa Instance

Coupa Contract Sync Setup

Set Up Coupa Contract Sync