This article goes over setting up workflow sync to pull supplier data from Coupa into your Ironclad workflow launch forms. Workflow sync is used for pulling and syncing Coupa supplier data into in-flight Ironclad contracts. When a user launches a configured workflow, they can select a Coupa supplier and Ironclad fills in the mapped launch form properties with that supplier's data, so users don't have to re-enter supplier information manually.
Use Case
Your company manages supplier records in Coupa and creates contracts in Ironclad. When their business users launch a vendor agreement, they want supplier details like the supplier's name and address to populate the form automatically. Their administrator sets up workflow sync so users can pull supplier data from Coupa directly into the workflow launch form.
Prerequisites
| Features |
Integrations |
| Connected Systems |
Your Coupa instance must already be connected to Ironclad. If you haven't connected Coupa yet, follow the instructions listed under Connect Coupa to Ironclad. |
| Permissions |
|
Step 1: Connect Your Workflow Configuration to Coupa
To connect your workflow configuration to Coupa:
- In Ironclad, navigate to Company Settings > Integrations > Coupa.
- Click the Workflow Sync tab.
- Click +Add Workflow Configuration to access a searchable dropdown list of your Ironclad workflows.
- Search for or select the workflow you want to configure to pull data from Coupa.
- Note: The workflow configuration appears as a card named for the workflow. You must repeat this step for each workflow you want to sync.
Once you've selected a workflow, you can set up your attribute mappings.
Step 2: Set Up Attribute Mappings
Under Workflow Launch > Pull Supplier from Coupa into the Ironclad Launch Form section, you can set up mappings for what data is synced to Ironclad when a Coupa supplier is pulled into an Ironclad launch form.
Each mapping row shows the Ironclad launch form property on the left (with its API name and Type, like Supplier Name, counterpartyName, string) and the Coupa Supplier field it pulls from on the right.
To set up an attribute:
- Click +Add Attribute to access a dropdown of your workflow's launch form properties.
- Select the Ironclad property you want to fill with Coupa data.
- Note: Only mapped properties will be synced from Coupa.
- Select the Coupa Supplier field that syncs to the Ironclad workflow property. You'll see different dropdown options depending on the type of data that you're pulling:
- Pick a field from Supplier: Choose a simple field located directly on the Coupa Supplier, such as display-name for Supplier Name.
- Pick a field from a nested object field in Supplier: Choose a field that's contained within a more complex object on the Supplier.
- Pick a field from the first item of a list of object fields in Supplier: Choose a field from the first item of a list on the Supplier. For example, to map an address subfield like Postcode, first select supplier-addresses as the list, then pick the field from SupplierAddress, such as postal-code.
- For complex Ironclad properties like an address, map each subfield individually (Address line 1, Postcode, Country, and so on).
- Repeat this process for each launch form property you want to fill with Coupa data.
- Click Save.
- Note: To remove a mapping, click the X button next to any unwanted Ironclad property.
Once workflow sync is configured, your users will see the option to link Coupa data when they launch a workflow. They can do so by clicking the Pull from Coupa button.