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Introduction

A Coupa Query activity retrieves existing records at a Coupa endpoint and is intended to be used as a source to provide data to an operation. After configuring a Coupa connection, you can configure as many Coupa activities as you like for each Coupa connection.

Creating a Coupa Activity

From the design canvas, open the Connectivity tab of the design component palette:

Connectivity tab

Use the Show dropdown to filter on Endpoints, and then click the Coupa connection block to display activities that are available to be used with a Coupa connection:

Coupa activities

To create an activity that can be configured, drag a Coupa Query activity from the palette to the operation.

For more information about the parts of an operation and adding activities to operations, see Operation Creation and Configuration.

Configuring a Coupa Query Activity

Follow these steps to configure a Coupa Query activity:

Step 1: Enter a Name and Select an Object

Coupa Query Activity Configuration Step 1

  • Name: Enter a name to use to identify the Coupa Query activity. The name must be unique for each Coupa Query activity and must not contain forward slashes (/) or colons (:).

  • Select an Object: This section displays objects available in the Coupa endpoint.

    • Selected Object: After an object is selected, it is listed here.

    • Search: Enter any part of the object name into the search box to filter the list of objects. The search is not case-sensitive. If objects are already displayed within the table, the table results are filtered in real time with each keystroke. To reload objects from the endpoint when searching, enter search criteria and then refresh, as described below.

    • Refresh: Click the refresh icon Refresh icon or the word Refresh to reload objects from the Coupa endpoint. This may be useful if you have recently added objects to Coupa. This action refreshes all metadata used to build the table of objects displayed in the configuration.

    • Selecting an Object: Within the table, click anywhere on a row to select an object. Only one object can be selected. The information available for each object is fetched from the Coupa endpoint:

      • Name: The object name from Coupa.

      • Description: The object description from Coupa.

    TIP: If the table does not populate with available objects, the Coupa connection may not be successful. Ensure you are connected by reopening the connection and retesting the credentials.

  • Save & Exit: If enabled, click to save the configuration for this step and close the activity configuration.

  • Next: Click to temporarily store the configuration for this step and continue to the next step. The configuration will not be saved until you click the Finished button on the last step.

  • Discard Changes: After making changes, click to close the configuration without saving changes made to any step. A message asks you to confirm that you want to discard changes.

Step 2: Select a Sub-object

Coupa Query Activity Configuration Step 2

  • Select a Sub-object: This section displays sub-objects available in the Coupa endpoint.

    • Selected Object: The object selected in the previous step is listed here.

    • Selected Sub-object: After a sub-object is selected, it is listed here.

    • Search: Enter any part of the sub-object name into the search box to filter the list of sub-objects. The search is not case-sensitive. If sub-objects are already displayed within the table, the table results are filtered in real time with each keystroke. To reload sub-objects from the endpoint when searching, enter search criteria and then refresh, as described below.

    • Refresh: Click the refresh icon Refresh icon or the word Refresh to reload sub-objects from the Coupa endpoint. This may be useful if you have recently added sub-objects to Coupa. This action refreshes all metadata used to build the table of objects displayed in the configuration.

    • Selecting a Sub-object: Within the table, click anywhere on a row to select a sub-object. Only one sub-object can be selected. The information available for each sub-object is fetched from the Coupa endpoint:

      • Name: The sub-object name from Coupa.

      • Type: The sub-object type from Coupa.

      • Description: The sub-object description from Coupa.

    TIP: If the table does not populate with available sub-objects, the Coupa connection may not be successful. Ensure you are connected by reopening the connection and retesting the credentials.

  • Back: Click to temporarily store the configuration for this step and return to the previous step.

  • Next: Click to temporarily store the configuration for this step and continue to the next step. The configuration will not be saved until you click the Finished button on the last step.

  • Discard Changes: After making changes, click to close the configuration without saving changes made to any step. A message asks you to confirm that you want to discard changes.

Step 3: Review the Data Schemas

Coupa Query Activity Configuration Step 3

  • Data Schema: The request and response data schemas for Coupa are displayed. If the operation uses a transformation, the data schemas are displayed again later during the transformation mapping process, where you can map to target fields using source objects, scripts, variables, custom values, and more.

    The Coupa connector uses the Coupa R27 Core Platform API. Refer to the API documentation for information on the schema fields.

    Documentation on the current version of the Coupa Core API is also available in an online format.

    These are the schema fields shown in the example screenshot above:

    • Request:

      Request Schema Field/NodeNotes
      limitThe limit of records to get, maximum of 50
      offsetThe offset on which to begin getting records
      order_byThe column name on which to sort records
      dirThe direction of sorting, either ascending (asc) or descending (desc)
      return_objectA return format of none, limited, or shallow
      filterA response filter
      queryArguments
      column_nameAn attribute on which to limit records
      operatorAn operator of contains, starts_with, ends_with, gt, lt, gt_or_eq, lt_or_eq, not_eq, or blank
      valueA value to be used with the attribute and operator
    • Response:

      Response Schema Field/NodeNotes
      accountsAccounts
      accountAccounts API GET
      account-typeInformation on the type of account
      activeWhether the account is active (true) or inactive (false)
      created-atA datetime value automatically created by Coupa in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ
      created-byInformation on the account creation
      account-groupsAccount groups that the user should have access to (for account-based document security)
      account-security-typeAccount security type
      activeWhether the account is active (true) or inactive (false)
      aic-userWhether the user has (true) or does not have (false) an AI Classification License
      analytics-userWhether the user has (true) or does not have (false) an Analytics License
  • Refresh: Click the refresh icon Refresh icon or the word Refresh to regenerate schemas from the Coupa endpoint. This action also regenerates the schema in other locations throughout the project where the same schema is referenced, such as in an adjacent transformation.

  • Back: Click to temporarily store the configuration for this step and return to the previous step.

  • Finished: Click to save the configuration for all steps and close the activity configuration.

  • Discard Changes: After making changes, click to close the configuration without saving changes made to any step. A message asks you to confirm that you want to discard changes.

Next Steps

After configuring a Coupa Query activity, complete the configuration of the operation by adding and configuring other activities, transformations, or scripts as operation steps. You can also configure an operation's operation settings, which include the ability to chain operations together that are in the same or different workflows.

After a Coupa activity has been created, menu actions for that activity are accessible from the project pane in either the Workflows or the Components tabs, and from the design canvas. See Activity Actions Menu for details.

Coupa Query activities can be used as a source with these operation patterns:

Other patterns are not valid using Coupa Query activities. See the validation patterns on the Operation Validity page.

A typical use case is to use a Coupa Query activity in the Two-Transformation Pattern. In this example, the first transformation (Query Request) creates a request structure that is passed to the Coupa Query activity. The second transformation (Query Response) receives the response structure, which is then written to a variable by a Variable Write activity (Write Query Response) and a message is then logged by the Write to Operation Log script:

Coupa Query operation

To use the activity with scripting functions, write the data to a temporary location and then use that temporary location in the scripting function.

When ready, deploy and run the operation and validate behavior by checking the operation logs.

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Last updated:  Jan 12, 2021

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