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:

1. In BMC Helix Digital Workplace Catalog, create a service with the required questions to gather the data required to create a Coupa requisition
2. Update the project variables with details of your systems
3. Map the catalog service fields with the Coupa requisition fields
4. 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: 

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: 

Task 1: To create the BMC Digital Workplace service for Coupa requisitions

1. Log in to BMC Helix Digital Workplace Catalog.
2. Select Services > Services.
3. Select Create New > Service.
4. Enter a name and version for the service, for example, Coupa Requisition and 1.0. 

5. From Template, select the catalog service under which you want to create the service, for example, IT Request. 

6. Click Create Service.

7. 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 Adding catalog profile details to a service .
   Workflow	Define a basic workflow for the service. For more information about defining a workflow, see Workflows for service fulfillment .  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 Adding a questionnaire to a service . Important: The values you define in the questionnaire must be defined in Coupa.

8. Click Save, and then click Close.

9. Publish the service. 
   For details about publishing a service, see  Approving and publishing services .

Task 2: To download and import the integration template project file

1. Download the Create Coupa Requisitions from BMC Helix DWP Request 2022-07-01  project file to your system.

   This file contains the BMC Helix iPaaSCloud Studio project Create Coupa Requisitions from BMC Helix DWP Request.

   Important

   Your ability to access product pages on the EPD website is determined by the license your company purchased.

2. As a developer, log in to BMC Helix iPaaS and navigate to the Cloud Studio.
3. On the projects page, click Import.
4. 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. 
5. 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. 
6. 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

1. Click the ellipses ... next to the Environment name and select Project Variables.

2. 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.
   Coupa_Api_Key	Enter the API Key generated in Coupa for BMC Helix iPaaS.
   Coupa_Default_Currency	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
   BHIP_Host	Enter the URL to access BMC Helix iPaaS.
   BHIP_Username	Enter the user ID to access BMC Helix iPaaS.
   BHIP_Password	Enter the password of the user ID to access BMC Helix iPaaS.
   BHIP_API_Name	Enter a name of the API that is created in BMC Helix iPaaS. This API receives the webhook requests from Coupa.
   BHIP_API_User_Roles	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.
   BHIP_Vendor_API_Profile_Username	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) ANONYMOUS APIKEY 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. Important: 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

1. 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
   Requester	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
   Supplier Code	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	requisition-lines.requisition-line.payment-term.code
   Shipping Term Code	requisition-lines.requisition-line.shipping-term.code

2. In the Field Mappings workflow, select the DWP to Coupa script element, click the ellipses ... and select View/Edit.

3. Update the required mappings in the javascript. 

    Click here to view the sample code

   <javascript>
   $dwpToCoupaMapping = {
       "Coupa Requisition": {
          "Requisition Type": {
               "coupaField": "",
           },
          "Requester": {
         		"coupaField": "requested-by.login",
               "default": $Coupa_Default_Login,
               "required": true
          },
          "Department": {
               "coupaField": "department.name"
           },
           "Shipping Address Code": {
               "coupaField": "ship-to-address.name",
               "default": $Coupa_Default_Shipping_Address,
               "required": true
           },
           "Purpose": {
               "coupaField": "justification",
           },
           "Summary": {
               "coupaField": "requisition-lines.requisition-line.description",
           },
           "Unit Price": {
               "coupaField": "requisition-lines.requisition-line.unit-price",
           },
           "Quantity": {
               "coupaField": "requisition-lines.requisition-line.quantity",
           },
           "Billing Account Code": {
               "coupaField": "requisition-lines.requisition-line.account.code",
           },
           "Billing Account Type": {
               "coupaField": "requisition-lines.requisition-line.account.account_type.name",
           },
           "Unit of Measure Code": {
               "coupaField": "requisition-lines.requisition-line.uom.code",
           },
           "Item Code": {
               "coupaField": "requisition-lines.requisition-line.item.name",
           },
           "Supplier Code": {
               "coupaField": "requisition-lines.requisition-line.supplier.name",
           },
           "Currency Code": {
               "coupaField": "requisition-lines.requisition-line.currency.code",
               "default": $Coupa_Default_Currency,
               "required": true
           },
           "Commodity Name": {
               "coupaField": "requisition-lines.requisition-line.commodity.name",
           },
           "Payment Term Code": {
               "coupaField": "requisition-lines.requisition-line.payment-term.code",
           },
           "Shipping Term Code": {
               "coupaField": "requisition-lines.requisition-line.shipping-term.code",
           },
       }
   };
   
   </javascript>

4. To validate the script, click Test, and then to return to the workflow, click the x mark.
5. Define the json output schema for the updated javascript. 

6. In the Coupa Create Requisition workflow, add the json output to the Coupa Read Requisition variable.

   1. Click the ellipsis ... on the Coupa Read Requisition variable, and click View/Edit.
   2. On the first screen of the Read dialog, select Yes, Provide New Schema and paste the json output schema in the text area.
   3. Click Next.
   4. Validate the schema and then click Finished.
7. In the Transformation element of the Coupa Read Requisition workflow, map the fields updated or modified in the schema.
   1. Click the ellipsis ... on the Transformation element, and click View/Edit.
   2. From the variable list, drag the variable to the field mapping you want to update in the Mappings section.

   3. Click Return to Workflow.

8. (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

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:

1. In BMC Helix iPaaS, powered by Jitterbit, select API Manager > My APIs.
2. Open the API created for the integration. The API name is the value defined in the BHIP_API_Name project variable.
3. Select Enable Debug Mode Until: and set it for the required date and time.
4. 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. 

Common

This workflow includes generic operations and scripts that are used in other workflows of the integration template.

Integrations

This workflow defines the required details for the integration.

BHIP Operations

This workflow defines the operations required to be performed for BMC Helix iPaaS. The following operations are included in this workflow:

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:

Field Mappings

This workflow includes the script to map the BMC Helix Digital Workplace request fields to the Coupa Requisition fields.

DWP Workflow 

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.