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Coupa Success Portal

1.4 Deactivate a User

Using API

  1. Deactivate/delete a User in the HR system.

  2. The ERP Connector platform should trigger an API call to Coupa using GET API to query the user’s <id> that you need to update (based on “login”, for example, but any queryable field/tag can be used depending on the business scenario).

  3. The ERP Connector platform should trigger a Coupa PUT API to update the status for the User in Coupa using the User's <id>.

  4. Ensure that you get a 200 API response and it is logged in your ERP Connector platform logging engine. (If you get a different API response (for example, 400) error, API error (returned on API response <errors><error> tag(s)) must be logged in the ERP Connector platform logging engine and a notification must be sent to the relevant person to investigate.)

  5. Validate that the User's status is deactivated in Coupa.

Sample API

In this example, a User is queried based on the User's login name ( USER_TEST); then the API response Coupa user <id> is used to update the Coupa User's status to deactivated (inactive).

GET

https://<instance_url>/api/users?login=USER_TEST

Payload

<?xml version="1.0" encoding="UTF-8"?>
<users type="array">
  <user>
    <id type="integer">281</id>
    <created-at type="dateTime">2016-06-30T07:51:11Z</created-at>
    <updated-at type="dateTime">2016-07-14T07:53:55Z</updated-at>
    <login>USER_TEST</login>
    <email>user_test_new_email@coupa.com</email>
    <purchasing-user type="boolean">true</purchasing-user>
    <expense-user type="boolean">true</expense-user>
    <sourcing-user type="boolean">false</sourcing-user>
    <inventory-user type="boolean">false</inventory-user>
    <employee-number />
    <phone-work nil="true" />
    <phone-mobile nil="true" />
    <firstname>user</firstname>
    <lastname>test new lastname</lastname>
    <fullname>user test new lastname</fullname>
    <api-user type="boolean">false</api-user>
    <active type="boolean">true</active>
    <salesforce-id nil="true" />
    <account-security-type type="integer">0</account-security-type>
    <authentication-method type="symbol">coupa_credentials</authentication-method>
    <sso-identifier nil="true" />
    <default-locale>en</default-locale>
    <default-account nil="true" />
    <business-group-security-type type="integer">1</business-group-security-type>
    <edit-invoice-on-quick-entry type="boolean">false</edit-invoice-on-quick-entry>
    <avatar-thumb-url nil="true" />
    <mention-name>usertestnewlastname</mention-name>
    <test-cust-field>TEST_CUSTOM_FIELD</test-cust-field>
    <roles type="array" />
  </user>
</users>

Take the User's <id> form the response payload (<id>277</id>).

PUT

https://<instance_url>/api/users/277

Payload

<?xml version="1.0" encoding="UTF-8"?>
<user>
  <active>false</active>
</user>

Using CSV

  1. Change a User's details in the HR system.
  2. The ERP Connector platform generates a CSV flat file containing the changes that you want to see in Coupa.
  3. The ERP Connector platform places the CSV file to the /Incoming/Users folder on the Coupa sFTP site.
  4. Once the scheduled job picks up and processes the file, validate that the User's details are updated correctly in Coupa and the User is deactivated.

Sample CSV

Place the CSV file to the/Incoming/Users folder, where the file is picked up and processed in 5 minutes, and validate that the User's details are updated and the User is deactivated.

For a sample file, see deactivate_user.csv.

The CSV flat file upload is monitored in Coupa at https://<instance>/data_sources. Coupa sends a notification to Coupa Admin on an upload failure, and Coupa Admin needs to investigate further.


Prior of making a user inactive or in case you encounter any errors, validate if any of the scenarios here explained are applicable. 

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