Building flows to read or update the ERP system

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read
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    Summary of Building flows to read or update the ERP system

    After configuring an operation in Zero Copy Connector for ERP, ServiceNow customers can build flows in Workflow Studio to query and update ERP (Enterprise Resource Planning) system data. This enables integration of ERP data into ServiceNow processes, such as creating tasks or incidents based on ERP information.

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    Key Features

    • Use ERP Data Action: Automatically available in Workflow Studio after installing Zero Copy Connector for ERP (shown as ERP Integration in Workflow Studio). It allows customers to use ERP data outside of the connector for various workflows.
    • Model Testing: Customers can test the Use ERP Data action by selecting the ERP model, specifying which fields to read or update, and defining input parameters before incorporating it into flows.
    • Parameter Filtering: Flows can filter ERP data requests using mandatory and optional input parameters defined in the model. For example, filtering by fiscal year or Order ID to retrieve specific ERP records.
    • Response Data Handling: The Use ERP Data action returns a Response data pill containing ERP data in JSON format, which can be parsed and used within flows for further processing.

    Practical Workflow

    • Test the Use ERP Data action in Workflow Studio by selecting the ERP model and providing input parameters.
    • Review the test execution details and examine the returned data in the Response output.
    • Build flows that include the Use ERP Data action to retrieve or update ERP data as part of broader processes.
    • Use the Response data pill to access and parse the ERP data for use in subsequent flow actions.

    Why This Matters

    This capability enables ServiceNow customers to seamlessly integrate ERP data into their workflows, enhancing automation and data consistency between systems without manually transferring information. It supports efficient process automation by bridging ERP systems with ServiceNow operations.

    After you configure an operation in Zero Copy Connector for ERP, 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 Zero Copy Connector for ERP.

    The Use ERP Data action enables you to use ERP data outside of Zero Copy Connector for ERP 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 Zero Copy Connector for ERP, 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 Zero Copy Connector for ERP 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 Zero Copy Connector for ERP, 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:
    Zero Copy Connector for ERP appears as ERP Integration when you work with it in Workflow Studio.