Creating Coupa requisitions from BMC Helix Digital Workplace requests by using Jitterbit Harmony
BMC Helix iPaaS, powered by Jitterbit provides a pre-built integration template to create Coupa requisitions from a BMC Helix Digital Workplace request. Use this integration template to create a Coupa requisition from a BMC Helix Digital Workplace request and displays the corresponding Coupa reference ID in the BMC Helix Digital Workplace request.
To use the integration template with the values defined out of the box:
- In BMC Helix Digital Workplace Catalog, create a service with the required questions to gather the data required to create a Coupa requisition
- Update the project variables with details of your systems
- Map the catalog service fields with the Coupa requisition fields
- Then deploy the integration template.
Currently, only amount based and quantity based requisitions are supported. Catalog based requisitions are not supported.
The template provides the following capabilities:
|Use case||BMC Helix Digital Workplace to Coupa|
|Create Coupa requistion|
Creates a Coupa requisition from a new BMC Helix Digital Workplace service request
|Update problems||Updates a ServiceNow problem record from an updated BMC Helix ITSM problem|
|Synchronize activity notes|
|Synchronizes an activity note or an attachment from a BMC Helix ITSM problem record with a ServiceNow problem.|
Data flow between BMC Helix Digital Workplace to Coupa
The following image describes the flow of data between BMC Helix Digital Workplace and Coupa as defined in the integration template:
Before you begin
You require the following items to successfully set up and use this integration:
|Authentication and permissions|
|Jitterbit Harmony subscription|
A valid subscription
Register BMC Helix iPaaS with your Coupa instance
To do this, create an API Key in Coupa, and then add it in the Coupa_Api_Key project variable.
For more information about generating an API key, see in the Coupa documentation.
Task 1: To create the BMC Digital Workplace service for Coupa requisitions
Repeat this procedure for each service for which you want to perform an action in Coupa.
For a detailed description of the procedure to create a service, see .
- Log in to BMC Helix Digital Workplace Catalog.
- Select Services > Services.
- Select Create New > Service.
- Enter a name and version for the service, for example, Coupa Requisition and 1.0.
From Template, select the catalog service under which you want to create the service, for example, IT Request.
- Click Create Service.
Under Service Options, click Edit for the following options and provide the details to create the service:
Configuration Description Catalog Profile
Define the profile to be displayed in the BMC Helix Digital Workplace Catalog.
For more information about creating the catalog profile, see .
Define a basic workflow for the service. For more information about defining a workflow, see .Click here to view the sample process
Define the following elements to configure your workflow and then click Save:
Under General settings, for Input Variables, enter the following values:
Name—Enter a unique name for your variable.
- Variable ID—Add a unique variable ID.
- Variable Type—Select Input/Output Variable > Input.
- Data Type—Select Service Broker Context.
Set Service Request Status element:
Map the Service ID field to the SB Context > Service Request > Service Request ID.
Set the Status field to "Active".
Receive Task element: Add this element to the workflow.
Add a questionnaire for the service.
For more information about adding a questionnaire, see .
Important: The values you define in the questionnaire must be defined in Coupa.
Click Save, and then click Close.
- Publish the service.
For details about publishing a service, see .
Task 2: To download and import the integration template project file
Download the project file to your system.
This file contains the BMC Helix iPaaSCloud Studio project Create Coupa Requisitions from BMC Helix DWP Request.
Your ability to access product pages on the EPD website is determined by the license your company purchased.
- As a developer, log in to BMC Helix iPaaS and navigate to the Cloud Studio.
- On the projects page, click Import.
- Click Browse and then select the Create Coupa Requisitions from BMC Helix DWP Request 2022-07-01 file you downloaded.
The Project Name and Organization fields are automatically populated depending on the values defined.
- From the Environment list, select the environment to which you want to import this integration template, and then click Import.
The project opens after the integration template is imported.
- To open the project file at a later time, select the environment where the integration templates are available, select the Create Coupa Requisitions from BMC Helix DWP Request project, and click View/Edit.
Task 3: To update the project variables for the integration template
- Click the ellipses ... next to the Environment name and select Project Variables.
Update the following project variables for the for BMC Helix Digital Workplace, Coupa, BMC Helix Digital Workplace, and BMC Helix iPaaS applications:
Project variable Value BMC Helix Digital Workplace DWPC_URL Enter the BMC Helix Digital Workplace Catalog host URL. DWPC_User Enter the user ID to access BMC Helix Digital Workplace Catalog. DWPC_Password Enter the password for the user to access BMC Helix Digital Workplace. DWPC_Service_Name Enter the name of the BMC Helix Digital Workplace Catalog service created for Coupa requisition. BMC Helix Innovation Studio Helix_Platform_API_Prefix Enter a predefined prefix for the names of the WebAPI, Process, Document, and Rules created for BMC Helix Digital Workplace in BMC Helix Innovation Studio. Helix_Platform_Url Enter the BMC Helix Innovation Studio URL. Helix_Platform_User Enter the user ID to access BMC Helix Innovation Studio. Helix_Platform_Password Enter the password for the user to access BMC Helix Innovation Studio. Coupa Coupa_URL Enter the URL to access your Coupa instance. Coupa_Default_Login
Enter the Coupa login ID.
Make sure tha the login ID used is configured in Coupa.
Enter the API Key generated in Coupa for BMC Helix iPaaS.
Enter a value for the default Currency Code to be used when creating a requisition, if no input is received from the BMC Helix Digital Workplace request.
Coupa_Default_Shipping_Address Enter a default Shipping Address Code to be used when creating a requisition, if no input is received from the BMC Helix Digital Workplace request.
BMC Helix iPaaS
Enter the URL to access BMC Helix iPaaS.
Enter the user ID to access BMC Helix iPaaS.
Enter the password of the user ID to access BMC Helix iPaaS.
Enter a name of the API that is created in BMC Helix iPaaS.
This API receives the webhook requests from Coupa.
Enter comma-separated values of the user roles assigned for the BMC Helix iPaaS API.
Only a user with these roles can access the APIs. Leave this value blank to restrict access only to administrators.
For security profile type BASIC, enter the user name to be used to create the security profile.
The Jitterbit API and the Webhook API use this user name for authentication while accessing BMC Helix ITSM.
BHIP_Vendor_API_Profile_Password For security profile type BASIC, enter the password for the security profile created.
This password is used for authentication by the Jitterbit API and the Webhook API.
BHIP_Vendor_API_Profile_ApiKey_Name Enter the name for the APIKEY to be used when creating the Coupa profile of type APIKEY. BHIP_Vendor_API_Profile_Type
Enter a security profile type.
You can set the following values for this variable:
- BASIC (Default)
Use comma-separated values to specify multiple security profile types.
Security Profile Type defines the authentication type to be used by the Webhook API while accessing Coupa. This value is added in the BMC Helix iPaaS Jitterbit API.
- For profile types supported by the Coupa application, the security profiles are automatically created by the integration template when you enable the integration.
- BMC Helix iPaaS does not support OAuth authentication for this application.
Task 4: To update out-of-the-box mappings
Open the Create Coupa Requisitions from BMC Helix DWP Request project.
Out-of-the-box field mappings are defined in the script element of the DWP to Coupa Mapping operation in the 5.0 Field Mappings workflow. You must update the payload to map the fields you defined in the BMC Helix Digital Workplace service with corresponding Coupa fields.
For additional information about the workflow, see Workflows included in the integration template.Click here to view the fields that are mapped out-of-the-box
The following table lists the fields that are mapped out-of-the-box in the Coupa Read Requisition Payload variable of the Coupa Create Requisitions operation.
BMC Helix Digital Workplace fields Coupa fields
requested-by.login Department department.name Shipping Address Code ship-to-address.name Purpose justification Summary requisition-lines.requisition-line.description Unit Price requisition-lines.requisition-line.unit-price Quantity requisition-lines.requisition-line.quantity Billing Account Code requisition-lines.requisition-line.account.code Billing Account Type requisition-lines.requisition-line.account.account_type.name Unit of Measure Code requisition-lines.requisition-line.uom.code Item Code requisition-lines.requisition-line.item.name
requisition-lines.requisition-line.supplier.name Currency Code requisition-lines.requisition-line.currency.code Commodity Name requisition-lines.requisition-line.commodity.name Payment Term Code
Shipping Term Code requisition-lines.requisition-line.shipping-term.code
- In the Field Mappings workflow, select the DWP to Coupa script element, click the ellipses ... and select View/Edit.
- To validate the script, click Test, and then to return to the workflow, click the x mark.
In the Coupa Create Requisition workflow, add the json output to the Coupa Read Requisition variable.
- Click the ellipsis ... on the Coupa Read Requisition variable, and click View/Edit.
- On the first screen of the Read dialog, select Yes, Provide New Schema and paste the json output schema in the text area.
- Click Next.
- Validate the schema and then click Finished.
- In the Transformation element of the Coupa Read Requisition workflow, map the fields updated or modified in the schema.
- Click the ellipsis ... on the Transformation element, and click View/Edit.
- From the variable list, drag the variable to the field mapping you want to update in the Mappings section.
Click Return to Workflow.
- (Optional) If you update the field mappings after the integration template is already deployed, to enable the updated mappings, deploy the integration template again. To deploy the integration template, see Task 5: To deploy and enable the project.
Task 5: To deploy and enable the project
To deploy the project and then enable the integration:
- To deploy the project, next to the project name, click the ellipsis ..., and select Deploy Project.
- To enable the integration, next to the Enable Integrations workflow, click the ellipsis ..., and select Deploy.
The following image shows the steps to deploy the project and enable it by deploying the workflow:
After you deploy the integration, when a BMC Helix Digital Workplace request is created by using the catalog service created for Coupa, a Coupa requisition is automatically created with the Pending Approval status. When the Coupa requisition is created, the Coupa requisition ID and a link to the requisition is added to the comments of the BMC Helix Digital Workplace request. If the creation of the Coupa requisition fails, a comment is added to the BMC Helix Digital Workplace request indicating the failure.
(Optional) Task 6: To set the time for API debug mode
By default, the debug mode is set to 2 hours after you run the integration. Debug logs are updated for the time set for the debug mode. To increase the debug mode for a longer period of time, perform the following steps:
- In BMC Helix iPaaS, powered by Jitterbit, select API Manager > My APIs.
- Open the API created for the integration. The API name is the value defined in the BHIP_API_Name project variable.
- Select Enable Debug Mode Until: and set it for the required date and time.
- Save and publish the API.
Workflows included in the integration template
The integration template includes workflows for the basic configuration and each integration use case. The following tables describe the operations defined in each workflow.
This workflow includes generic operations and scripts that are used in other workflows of the integration template.
This workflow defines the required details for the integration.
Sets up variables required for the integration
This workflow defines the operations required to be performed for BMC Helix iPaaS. The following operations are included in this workflow:
|Operation name||Actions performed|
Logs in to BMC Helix iPaaS by using the credentials provided in the project variables
|BHIP Get API Details||Verifies if any custom APIs or security profiles exist for the integration|
|BHIP Delete API||Deletes existing APIs, if required|
|BHIP Delete API Profile||Deletes existing security profiles, if required|
|BHIP Create API Profile|
Creates the security profiles and Rest APIs in BMC Helix iPaaS
|BHIP Get Operation ID||Verifies if an operation ID exists for the integration|
|BHIP Get User Roles|
Verifies the roles of the users accessing BMC Helix iPaaS
BHIP Create API
Creates the API configuration in BMC Helix iPaaS
|BHIP Publish API|
Publishes the API configuration to BMC Helix iPaaS
BHIP Rest API Variables
|If a Webhook API configuration exists, updates the configuration with the new data|
Helix Platform Operations
This workflow logs in to BMC Helix Innovation Studio, and creates the required WebAPI, Process, Document, and Rules created for BMC Helix Digital Workplace. The following operations are included in this workflow:
|Helix Platform Login|
Logs in to BMC Helix Innovation Studio to create the required artifacts
|Helix Platform Get Web API Connection||Verifies if a Web API connection is defined for the integration|
|Helix Platform Delete Web API Connection||Deletes any existing Web API connections defined for the integration|
|Helix Platform Create Web API Connection||Creates the Web API connection for the integration|
|Helix Platform Get Documents|
Verifies if Documents are defined for the integration
|Helix Platform Delete Documents||Deletes any existing Documents defined for the integration|
|Helix Platform Create Documents||Creates the Documents required for the integration|
|Helix Platform Get Web API Collections||Verifies if Web API collections are defined for the integration|
|Helix Platform Delete Web API Collections||Deletes any existing Web API collections defined for the integration|
|Helix Platform Create Web API Collections||Creates the Web API collections for the integration|
|Helix Platform Get Processes||Verifies if processes are defined for the integration|
|Helix Platform Delete Processes||Deletes any existing processes defined for the integration|
|Helix Platform Create Processes||Creates the required processes defined for the integration|
|Helix Platform Get Rules||Verifies if rules are defined for the integration|
Helix Platform Delete Rules
|Deletes existing rules defined for the integration|
Helix Platform Create Rules
|Creates the required rules for the integration|
|Helix Platform Get Alias Mapping||Verifies if alias mappings are defined for the integration|
|Helix Platform Update Alias Mapping||Updates any existing alias mappings defined for the integration|
This workflow includes the script to map the BMC Helix Digital Workplace request fields to the Coupa Requisition fields.
|DWP to Coupa Mapping|
Maps the BMC Helix Digital Workplace request fields to the Coupa Requisition fields
This workflow logs in to BMC Helix Digital Workplace and processes the data from the BMC Helix Digital Workplace request to create the Coupa requisition and update the BMC Helix Digital Workplace request with the Coupa Requisition details.
|DWP Flow Controller|
Accepts the request from BMC Helix Digital Workplace and sends it to the DWP Wrapper operation for asynchronous processing, and then responds back to the webhook request
Manages the processing of the Coupa Requisition and update of the requisition details in the Comments section of the BMC Helix Digital Workplace request.
This is the Interface between the DWP Flow Controller and DWP Driver operations.
Defines the sequence in which operations need to be called to create the Coupa requisition
|DWP Login||Logs in to BMC Helix Digital Workplace|
|DWP Get Request Details||Retrieves the details of the BMC Helix Digital Workplace request|
|Coupa Create Requisitions|
Creates the Coupa requisition based on the details retrieved from the BMC Helix Digital Workplace request
|DWP Create Comment||Adds the Coupa requisition ID and URL to the comments section in the BMC Helix Digital Workplace request|