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Coupa Success Portal

Users Import

Overview

The User Import process read files from the ./Incoming/Users/ in the SFTP. These files will be moved to the archive folder located at ./Incoming/Archive/Users/ before being processed in alphanumeric order.

  • Associated fields like Content Groups, Account Group Names, etc. must already exist. They will not be created through the users integration (CSV or API).
  • Integrations (CSV or API) currently supports only a full default account code. If only a portion of the default account code is used as a source field, the integration can query Coupa for any account that matches the partial account with a limit of 1.

Keys

  • Id
  • Employee Number
  • Login

Validations

You can update any field if you include Id. You can update Login using Employee Number. However, you cannot update Employee Number using Login. Coupa tries to create a new record with the login, and the integration will fail.

User Authentication

Methods that don't use standard Coupa credentials need to be configured in the customer instance before they are available as choices on a user record. These are case some sample values and their associated reference field:

  • LDAP - "ldap"  - The Login field is mapped to the LDAP sAMAccountName field
  • SAML - "saml" - The Sso Identifier field is mapped to the SAML NameID

User Columns

Column Name Description Req'd Unique Type Allowable Values
Id Coupa Unique User Id No No integer any
Login Must be at least 2 characters Yes Yes string(255) any
Status Possible values are active or inactive. Inactive users cannot login. No No string(255) any
Purchasing User Purchasing User License No No boolean Yes/No, True/False, Y/N, T/F
Expense User Expense User License No No boolean Yes/No, True/False, Y/N, T/F
Sourcing User Sourcing User License No No boolean Yes/No, True/False, Y/N, T/F
Inventory User Inventory User License No No boolean Yes/No, True/False, Y/N, T/F
Contracts User Contracts User License No No boolean Yes/No, True/False, Y/N, T/F
Authentication Method Optional field to specify LDAP or SAML authentication if you have either of those enabled No No string(255) Coupa_Credentials, LDAP, SAML
Sso Identifier Identifier for SSO/SAML No Yes string(255) any
Generate Password And Notify User Set to Yes if you want the system to invite the user to the system and have them set up their password No No boolean Yes/No, True/False, Y/N, T/F
Email* User's email address Yes Yes string(255) any
First Name User's first name Yes No string(40) any
Last Name User's last name Yes No string(40) any
Employee Number User's employee number, often used for cross-referencing with the HR system No Yes string(255) any
Department Must match department name exactly. No No string(255) any
Phone Work Your user's work phone number in the format xxx-yyy-zzzz. Intl numbers must be prefaced by a + sign and the country code. +aa xxx-yyy-zzzz No No string(255) any
Phone Mobile Your user contact's mobile number No No string(255) any
Approval Limit The amount and currency code of the approval limit in the form 1000.00 USD. May also be the name of an already created approval limit or position. Setting this field will set Requisition Approval Limit, Expense Approval Limit and Invoice Approval Limit. No No decimal(32,4) any
Requisition Approval Limit The amount and currency code of the approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. No No decimal(32,4) any
Expense Approval Limit The amount and currency code of the approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. No No decimal(32,4) any
Invoice Approval Limit The amount and currency code of the approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. No No decimal(32,4) any
Contract Approval Limit The amount and currency code of the approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. No No decimal(32,4) any
Service/Time Sheets Approval Limit The amount and currency code of the approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. No No decimal(32,4) any
Self Approval Limit The amount and currency code of the self approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. Setting this field will set Requisition Self Approval Limit, and Expense Self Approval Limit. No No decimal(32,4) any
Requisition Self Approval Limit The amount and currency code of the self approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. Setting this field will set Requisition Self Approval Limit, and Expense Self Approval Limit. No No decimal(32,4) any
Expense Self Approval Limit The amount and currency code of the self approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. Setting this field will set Requisition Self Approval Limit, and Expense Self Approval Limit. No No decimal(32,4) any
Invoice Self Approval Limit The amount and currency code of the self approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. Setting this field will set Requisition Self Approval Limit, and Expense Self Approval Limit. No No decimal(32,4) any
Contract Self Approval Limit The amount and currency code of the self approval limit in the form '1000.00 USD'. May also be the name of an already created approval limit or position. Setting this field will set Requisition Self Approval Limit, and Expense Self Approval Limit. No No decimal(32,4) any
Approver Login Your user's next approver No No string(255) any
Default Chart of Accounts Name Default chart of accounts for this user. No No string(50) any
Default Account Code If the user has a particular account that he or she charges most purchases to, you can enter in a default account No No string(100) any
Default Account Code Segment-1 Default Account Code Segment-1 No No string(100) any
Default Account Code Segment-2 Default Account Code Segment-2 No No string(100) any
Default Account Code Segment-3 Default Account Code Segment-3 No No string(100) any
Default Account Code Segment-4 Default Account Code Segment-4 No No string(100) any
Default Account Code Segment-5 Default Account Code Segment-5 No No string(100) any
Default Account Code Segment-6 Default Account Code Segment-6 No No string(100) any
Default Account Code Segment-7 Default Account Code Segment-7 No No string(100) any
Default Account Code Segment-8 Default Account Code Segment-8 No No string(100) any
Default Account Code Segment-9 Default Account Code Segment-9 No No string(100) any
Default Account Code Segment-10 Default Account Code Segment-10 No No string(100) any
Default Account Code Segment-11 Default Account Code Segment-11 No No string(100) any
Default Account Code Segment-12 Default Account Code Segment-12 No No string(100) any
Default Account Code Segment-13 Default Account Code Segment-13 No No string(100) any
Default Account Code Segment-14 Default Account Code Segment-14 No No string(100) any
Default Account Code Segment-15 Default Account Code Segment-15 No No string(100) any
Default Account Code Segment-16 Default Account Code Segment-16 No No string(100) any
Default Account Code Segment-17 Default Account Code Segment-17 No No string(100) any
Default Account Code Segment-18 Default Account Code Segment-18 No No string(100) any
Default Account Code Segment-19 Default Account Code Segment-19 No No string(100) any
Default Account Code Segment-20 Default Account Code Segment-20 No No string(100) any
User Role Names If specifying more than one role name, use a comma to separate each name. Max 40 characters per role name. No No string User, Buyer, Accounts Payable, Central Receiving, Accounting Supervisor, Edit as Approver, Inventory Manager, and/or Admin.
Default Currency* Enter in the 3-digit currency code Yes No string(6) any
Default Locale Enter in the 2 or 5 character locale code No No string(10) Example: en or en-US
Pcard Name If the user has a purchasing credit card, you can enter in the person's name on the card No No string(255) any
Pcard Number Enter in the purchasing credit card's number No No string(255) any
Pcard Expiration Enter in the purchasing credit card's expiration date No No string(255) any
Pcard Cvv DEPRECATED NO LONGER SUPPORTED No No string(255)  
Content Groups If specifying more than one content group, use a comma to separate each content group name. Max 100 characters per content group name. No No string any
Default Address Location Code For shipping address, enter in location code No No string(255) any
Default Address Street 1 For shipping address, enter in street address line 1 No No string(100) any
Default Address Street 2 For shipping address, enter in street address line 2 No No string(100) any
Default Address City For shipping address, enter in city No No string(50) any
Default Address State For shipping address, enter in state No No string(50) any
Default Address Postal Code For shipping address, enter in postal code No No string(50) any
Default Address Country Code For shipping address, enter in country code No No string(4) any
Default Address Attention For shipping address, enter in Attention line No No string(255) any
Default Address Name For shipping address, enter in address nickname No No string(255) any
Remove Default Address Remove the default address for this user No No boolean Yes/No, True/False, Y/N, T/F
Receive Coupa Emails Possible values are Yes or No. If yes, the person will receive updates from Coupa Service Delivery and Operations on any announcements No No boolean Yes/No
Limit Showing of DataTable Views Do now allow user to create datatable views No No boolean Yes/No, True/False, Y/N, T/F
Account Security Type Sets the type of account security.
0 or blank: Full access 1: Restricted to the user's default CoA 2: Restricted to specific accoung groups
No No int(11) 2000, 1, 2
Business Group Security Type

Sets the content groups for the user:

  • 0 = No content group restrictions 
  • 1 = Basic content plus selected content groups (if content groups are specified), basic content only if no content groups are specified
No No int(11) 0,1
Account Group Names Account groups that the user should have access to (for account-based document security) No No string any
Approval Group Names Approval groups that the user should belong to No No string any
Warehouses Warehouses No No string any
Inventory Organizations Inventory Organizations No No string any
Edit Invoice On Quick Entry Edit invoice button route user to fast entry screen No No boolean Yes/No, True/False, Y/N, T/F
Mention Name Mention Name No Yes string(255) any

List of Valid Locales

en, tr, ja, cs, es, da, de-AT, de-CH, de, en-AU, en-CA, en-GB, en-IE, en-IN, en-MT, en-ZA, es-CO, es-MX, es-PR, fi, fr-BE, fr-CA, fr-CH, fr, hu, it-CH, it, ko, nl-BE, nl, no, pl, pt-BR, pt, ru, sv, zh-CN, zh-TW, zh-HK, en, tr, ja, cs, es, da, de-AT, de-CH, de, en-AU, en-CA, en-GB, en-IE, en-ZA, es-CO, es-MX, es-PR, fi, fr-BE, fr-CA, fr-CH, fr, hu, it-CH, it, ko, nl-BE, nl, no, pl, pt-BR, pt, ru, sv, zh-CN, zh-TW, zh-HK

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