Building flows to read or update the ERP system

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Building flows to read or update the ERP system

    ServiceNow customers can integrate and interact with their ERP (Enterprise Resource Planning) systems by building flows in Workflow Studio using the ERP Data Hub. This capability enables querying, reading, and updating ERP data within ServiceNow workflows, allowing ERP data to drive business processes such as task or incident creation.

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    Key Features

    • Use ERP Data action: Automatically available in Workflow Studio after installing ERP Data Hub, this action lets you incorporate ERP data into flows outside ERP Data Hub.
    • Model-based querying: You select an ERP model and specify which fields to read or update. This includes both mandatory and optional input parameters configured in the model.
    • Parameter filtering: You can filter ERP data queries by entering values for defined parameters (e.g., filtering by Order ID or fiscal year) to retrieve targeted data.
    • Response data handling: The action returns ERP data in a JSON format encapsulated in a Response data pill, which can be parsed and used further in the flow for downstream processing.
    • Testing flows: Workflow Studio supports testing the Use ERP Data action by specifying the model and input parameters to verify input and output before deployment.
    • ERP Data Hub visibility: Within Workflow Studio, ERP Data Hub is labeled as ERP Integration.

    Practical Steps for Customers

    • Configure your ERP model in ERP Data Hub first, defining mandatory and optional input fields.
    • In Workflow Studio, use the Use ERP Data action to test your model by selecting the ERP system and specifying inputs.
    • Review the returned data in the Response output to confirm correct retrieval.
    • Build flows that incorporate the Use ERP Data action, using the Response data pill to parse and leverage ERP data in your business processes.
    • Use parameter filtering to narrow down data queries and optimize flow performance.

    Benefits

    This integration enables ServiceNow customers to seamlessly incorporate ERP data into their workflows, improving automation, data accuracy, and operational efficiency by bridging ERP systems with ServiceNow processes.

    After you configure an operation in ERP Data Hub, you can build a flow in Workflow Studio to specify details for querying the ERP (Enterprise Resource Planning) system. For example, build a flow that filters by Order ID.

    Actions in Workflow Studio for calling the ERP system

    A Use ERP Data action is automatically available in Workflow Studio after installing ERP Data Hub.

    The Use ERP Data action enables you to use ERP data outside of ERP Data Hub for other processes. For example, you could create a task or an incident based on ERP data using the Use ERP Data action.

    After you're done creating and managing your model in ERP Data Hub, go to Workflow Studio and use the Use ERP Data action to test your model's inputs and outputs.

    When you test the action, you must specify the model you're using, which fields to read or update, and the ERP system. For more information on the action, see ERP Data Hub Use ERP Data action details for flows.

    Using parameters to filter data requests

    After you successfully test the Use ERP Data action, build a flow that uses that action to retrieve or update the specified data in the ERP system.

    When you add the Use ERP Data action to a flow, you can specify any Mandatory Field(s) and Optional Field(s) defined as inputs when you managed the model. Required and optional fields must already be configured as required and optional input parameters.

    If you select a field that was defined as a parameter for the system query, you can then enter a value to filter on. For example, if you build a flow that uses the Use ERP Data action and specify the SAP Stock Movement model, you can select iseg_fiscal_year as a required field, and then enter a year to filter the data returned, for example 2023.

    Process for building flows to retrieve ERP data

    If you want to use ERP data for processes or tasks outside of ERP Data Hub, use the following workflow:
    1. In Workflow Studio, test the Use ERP Data action by selecting the model in the System field of the Test Action modal and then specifying the inputs.
    2. After the test runs, view the action execution details. For more information, see Flow execution details.
    3. The returned data from testing the action appears in the Response field of the output data.
    4. Build a flow that runs the Use ERP Data action.
      The Use ERP Data action returns ERP data in an output data pill called Response. The Response pill is available when you build a flow in Workflow Studio with the Use ERP Data action. The Response data pill is available in the following places of the action:
      • The Outputs tab
      • The Output section in the Data pane
      You can then add the Response data pill or any of the child record data pills to a flow to parse the returned JSON.

      For more information, see Building flows.

    Note:
    ERP Data Hub appears as ERP Integration when you work with it in Workflow Studio.