This topic will walk you through a scenario where WonderWeb Inc. enables the Ironclad Coupa integration.
WonderWeb Inc. takes a simple approach to building out their procurement contracts. They use a single Vendor Agreement workflow that manages all papers associated with requisition requests. This means that they only need to prepare one Ironclad workflow for their Coupa integration.
This use case demonstrates an Ironclad Coupa integration that features the following:
- A single workflow type from Coupa.
- A procurement approval.
- A variety of complex fields, including custom fields.
- Configuration that ensures a purchase order is not issued before the contract is signed.
- Manages the New Vendor supplier.
If you’d like to take a closer look at this workflow, download the file below and upload it into your Ironclad Instance.
WonderWeb Inc. sets up a launch form with 7 fields, each mapped from Coupa via the Ironclad mapping UI:
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|Launch Form Field
|Counterparty Legal Entity Name is a string field:
|It pulls in from the Supplier Name on the first Requisition Line in Coupa:
|New Vendor Name is a custom field added to the Requisition in Coupa. It is used to provide a placeholder name in Ironclad when New Vendors are being onboarded:
|This field is pulled from the Coupa custom field:
|Vendor Type distinguishes between contractors, events and software spend:
|This field is pulled from a custom field on the first requisition line’s commodity:
|Business purpose is a text field used to explain the reason for the purchase:
|This field is mapped to the standard Requisition Justification line:
|“When do you need this to be completed?” provides a due date for those working on the contract:
|This field pulls from the need-by-date of the first requisition line:
|Estimated Total Contract Value pulls in the projected size of the spend:
|This field is pulled in from Total on the Contract Value:
|The individual responsible for the request is pulled into an email field.
|This field is pulled in from the “requested-by” field on the Requisition:
To make the vendor type & vendor-being-onboarded fields work, WonderWeb Inc. adds two custom fields using custom fields:
Finally, WonderWeb Inc. sets up a formula field to ensure that when the Counterparty Name is New Vendor, the workflow title is overwritten to show the fallback Counterparty name provided on the requisition.
They then use this field to populate the workflow title. This ensures that the workflow always has the correct name, even when dealing with a new vendor.
In addition to the 6 fields from Coupa, WonderWeb Inc. sets up an internal form to collect additional data required by the legal team.
Vendor Agreement Files
The form begins with the document upload field so that business users can attach the contracts provided by the counterparty.
Section 2 is called Agreement Information and is always included. It collects basic information about the submitted contract.
Technology or Software Vendors
Section 3 is called Technology or Software Vendors and only appears if the Counterparty Type pulled from Coupa is equal to Technology Vendor. This section asks additional questions needed to vet Software Vendors.
Consultant or Contractor
Section 4 is called Consultant or Contractor and only appears if the Counterparty Type pulled from Coupa is equal to Contractor. This section asks additional information specific to consulting services.
Section 5 is called Vendor Information and is always included. This section collects Counterparty Signer Information:
WonderWeb Inc.’s adds 3 approvals to their workflow:
- Vendor Security Approval is requested when the Counterparty Type is Technology Vendor. This approval enables IT to vet vendors that could pose an information security risk.
- Legal Review enables legal to review and approve the workflow.
- Final Procurement Approval syncs with Coupa and indicates when the requisition is waiting on a contract signature before it can be approved.
Approval Configuration in Ironclad
In workflow designer, the approvals appear as follows:
In Company Settings > Integrations > Coupa, the configuration points to the final procurement approval as the synced approval.
In Coupa, WonderWeb Inc. makes the following changes to support their joint requisition and contracting flow:
- They create a dummy New Vendor supplier that can be selected every time a requester is trying to onboard a new supplier.
- They add a custom field called New Vendor Being Onboarded with instructions that the vendor name must be entered when there is a new vendor is being onboarded.
- They add a custom field called Vendor Type which allows requesters to indicate which type of Vendor they are onboarding.
- The add a custom field to link to the Ironclad workflow.
- They add a custom field called Requires contract review which allows a requester to indicate if the contract review is required.
- They add a priority 1 approval that is assigned to a member of the procurement team. This approval is always required and part of the approval is to verify whether or not a contract is required. It is also the point at which procurement reaches out to a requester to initiate a new vendor onboarding process if New Vendor has been selected.
- They add an external Contract Launch approval (using a call out) at priority 2. This ensures that the contract is always launched early in the process.
- They add an external Contract Execution approval (using a call out) at priority 100. This ensures that the Procurement Approval in Ironclad is set at the right time.