CPQ and CLM Integration

This functionality enables customers to integrate seamlessly with CLM (Contract Lifecycle Management) from CPQ. In other words, the integration enables sales reps to send contracts to CLM for redlining and negotiation directly from CPQ.

CLM is a quick, user-friendly solution that automates contract management from inception to terminations. It enables users to get automatic notification, automatic approval process, audit tracking and centralized location for all documents accessible from the CRM (Customer Relationship Management).

Setup integration

CPQ and CLM integration setup starts in CPQ setup under Setup > Providers > Providers. (See Figure 1)

Figure 1 - List of integration providers

Click on CLM provider banner to open the settings page for CLM provider. This page contains two tabs:

  • Provider Settings
  • Template Mappings

Provider Settings tab

This tab contains the form where CLM information, that you have received upon CLM tenant creation, should be entered. (See Figure 2)

Figure 2 - Integration parameters

  • Use CLM Integration - Use this drop down field to enable or disable the integration
  • CLM Integration URL - Url of the CLM environment where your CLM tenant was created
  • CLM Integration username - Email of the CLM admin integration user. The integration authorization will be based on this value.
  • CLM Integration password - Password of the user entered in the previous field.

Template Mappings tab

This tab displays a list of CPQ templates that can be mapped to a particular CLM contract type, such as Master Service Agreement (MSA), Warranty Agreement (WA), Business Loan Agreement (BLA), among many others. (See Figure 3)

Figure 3 - CPQ Document generation templates mapped to CLM contract type

In order to map CPQ document generation template to CLM contract type click Add New. The mapping form will be displayed. (See Figure 4).

Figure 4 - Mapping form

Name your mapping as you want and then respectively click on the search icons (marked in Figure 4) to select documents on CPQ and CLM side that you want to map. Figure 5 and Figure 6 displays lists of CPQ and CLM documents. Use these lists to search for and select the desired documents to map.

Figure 5 - Selecting CPQ document generation template to map

Figure 6 - Selecting CLM contract type to map

Once you selected files, click on Save to add the mapping. (See Figure 7)

Figure 7 - New mapping added

As an admin you can map one or more templates to the same contract type in CLM.

Please pay attention to the next two notes since they are very important and will help you to troubleshoot if you encounter common issues.

As you might have noticed, in CLM, each Contract Type has its own Contract Type Code (See Figure 6). This code must match the name of the active template file under the Document Generation template in CPQ. E.g. If you want to map Statement of work CPQ template to the Statement of work CLM Contract Type, then make sure that the file name under CPQ template must be SOW.docx, SOW.doc, SOW.xls or SOW.xlsx (depending on the templaty type you want), since Contract Type Code is SOW

When you click on action Send to CLM, then integration process look up the CLM user lists and tries to map current CPQ user to the CLM user. In order to be able to complete the integration process, CLM user that corresponds to your CPQ user must be created. Notice that CPQ user's email is mapped to the CLM user's username. That being said, if your CPQ user email is something@sthelse.com then you have to create CLM user whose username is something@sthelse.com

For each document mapping you can map particular CPQ fields to CLM fields. To do so click to edit the existing document mapping. Two additional tabs will be displayed. (See Figure 8)

Figure 8 - Edit the existing document mapping

Under the tab Field Mappings CPQ to CLM you choose among different CPQ field types from the drop down list and the CLM field that you want to be mapped. (See Figure 9)

Figure 9 - Mapping CPQ fields to CLM fields

Below are fields that must be mapped for successful integration:

CPQ FieldsCLM Fields
Company (Bill To Customer)name (Customer)
Email (Bill To Customer)email (Contact)
First Name (Bill To Customer)contactFirstName (Contact)
Last Name (Bill To Customer)contactLastName (Contact)

Similarly, under the tab Field Mappings CLM to CPQ, you can map CLM fields that belong to one of the two CLM objects - Customer or Contract. (See Figure 10))

Figure 10 - Mapping CLM fields to CPQ fields

CPQ provides a comprehensive list of standard fields related to different CPQ entities, e.g. quote, customer, user, territory, and more. There may be a situation when you need some aggregation of data that can be fetched through a standard CPQ formula but not available through this list. Therefore a tag “Dynamic Formula” has been introduced. Figure 11 shows that the administrator has defined “summary” aggregated information that will be mapped to the CLM custom field.

Figure 11 - Using Dynamic Formula to fetch aggregated data

One more step is to insert the action Send Quote to CLM into the appropriate Workflow matrix position and set the permission for that action. Note that this action is displayed only after the action “Generate Quote” is triggered. The action is displayed at the email form for sending the generated document, as you will see under the Integration demonstration section.

This means that the “Send Document to CLM” action should be available only after the quote reaches the status that is result of “Generate Document” action. Our example uses “Open”, “Quoted” and “Contracting” statuses but you are free to name statuses as you wish. (See Figure 12) Additionally, you should include the Update fields in CLM action in the workflow so that it displays in quotes. This action lets you send updates of custom fields from CPQ to CLM without creating a new contract each time.

Figure 12 - Set Workflow

Integration demonstration

Assuming that you created a Quote and clicked on action “Generate Documents”, this example shows the typical steps you will go through when the CPQ and CLM integration is enabled.

The first step is to select template that will be used to generate the quote document. Select the template that you have previously mapped to the desired CLM contract type. (See Figure 13)

Figure 13 - Select document generation template

As soon as CPQ completes template processing and document generation, at the right side of the email form, action ”Send to CLM” is appears. (See Figure 14)

Click on Send to CLM. Note that only the templates mapped to the Contract Type in CLM will have a Send to CLM action available.

Figure 14 - Send to CLM action

If the integration works properly, at the end of the process you are being redirected to the CLM and your mapped fields get populated with values of CPQ fields.

Figure 15 - Contract lodaded in CLM

Each time you send field values to CLM, the system will create a new contract.
However, if you change a custom field, click Update fields in CLM in the quote and the system will update just the last generated contract, without creating a new one. A message in a pop-up will inform you that the contract is successfully updated.
If you use the Update fields in CLM action to send updates of custom and other fields, the system will update the custom field in CLM and disregard other changes.

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