Integrating with CDW

starting with itam v2023 3, you can streamline the process of hardware asset procurement by integrating with the value added reseller cdw this means that if an asset request from itam's online product catalog requires a cdw purchase order, you can raise that order directly to cdw with several clicks from the itam user console with itam v2023 4, there are two new cdw integration features cdw shipment and invoice data now display in the console and dynamically update with the purchase order's status the itam product catalog's asset request form includes a deliver to office check box, which employees can select to automatically use the default delivery address configured for cdw integration this means they no longer have to fill in the address fields manually product requirements both ivanti neurons for itam and itsm v2023 3 must be operational in your work environment for cdw integration to work to raise cdw purchase orders that also include shipment and invoice data, itam and itsm v2023 4 or above are required this topic assumes you have the correct version of itam and itsm installed for the type of integration you want to download the minimum version of the consolidated package required for cdw integration, see this page of the ivanti marketplace https //marketplace ivanticloud com/packages/ivantiassetmanagercontentpackage/ getting started before configuring cdw integration in itam, you must register itam as an application on the cdw website contact your cdw representative for guidance during the registration process, obtain the following credentials, which are required to configure the cdw integration client id client secret token api url order api url for cdw integrations in production or staging environments, these credentials and urls must be provided by your cdw representative it’s recommended that you test the app registration and api in a pre production environment before going live for a pre production environment, the source server ip needs to be whitelisted with cdw so that they can control the requests coming in; otherwise, the cdw api will produce a 403 unauthorized error this step is not necessary in a production environment next, access the itam user console to configure it for cdw integration to raise cdw purchase orders from the console without shipment and invoice data you need to turn on the enablevendorintegration global constant for vendor integration configure cdw integration, which includes address fields so that cdw knows where to ship your company’s purchase orders add address fields to the itam product catalog's asset request form that match the ones you entered for cdw integration above this procedure is required for upgrade customers only for new customers of itam v2023 3 and above, these fields exist by default add cdw hardware items to the itam product catalog items must be of asset type computer and/or consumable to raise cdw purchase orders that include shipment and invoice data, you also need to enable the webhook for po invoice and shipment data from a third party to turn on the global constant for vendor integration log in as asset administrator click the icon at the top of any workspace the configuration console displays in a new browser tab in the left navigation pane, expand to build > global constants find enablevendorintegration in the list and set it to true click save to turn off integration with cdw at any point, set this same global constant back to false this will hide the address fields on the asset request form that are necessary for integration to configure cdw integration log in as asset administrator click the icon at the top of any workspace the configuration console displays in a new browser tab in the left navigation pane, expand extend > integration tools > vendor integrations > cdw integration this option only displays if the enablevendorintegration global constant has been set to true fill in the fields—all are necessary the vendor api details enable itam to connect to the cdw website the customer details ensure cdw knows where to ship your company’s purchase orders customer id the unique identifier associated with your cdw account vendor name cdw is the vendor in this case client id the id used to authenticate your cdw account, generated during the registration process client secret the secret associated with your client id, generated during the registration process token api url the api token associated with your cdw account and provided by cdw order api url an order api associated with your cdw account and provided by cdw customer name your company’s name address/city/state/country/postal code the default company location you want cdw to ship all purchase orders to click submit if the configuration was successful, you’ll see a pop up indicating success to add address fields to the asset request form this procedure is required for upgrade customers only for new customers of itam v2023 3 and above, these fields exist by default address fields are necessary for cdw integration to work as part of an asset request, employees will be required to fill in these fields to indicate where the items should be delivered the address they enter will need to match the address entered as part of the cdw integration procedure above the itam user roles of asset administrator, asset manager, and procurement manager can complete this procedure for details not provided here about editing request forms, see the itsm help topics under about request offerings https //help ivanti com/ht/help/en us/ism/2023/user/content/servicedesk/requestofferings/about request offerings htm open the request offerings workspace click general services in the left pane, then click computer request from product catalog in the list to edit the form for consumables, click consumable request from product catalog and follow the same instructions below click design request form at the top of the page add the following fields and options to the form, starting with step 4 below enter the expressions and property ids exactly as shown field deliver to office (for v2023 3 this field is hidden from the form, but it's used for internal validation and will be visible in future releases); control check box; visible no; properties unique id isdelivertooffice field address line 1; control text, number or mask field; visible expression getglobal("enablevendorintegration"); required expression getglobal("enablevendorintegration") && isdelivertooffice == false; properties unique id addressline1 field street; control text, number or mask field; properties unique id addressline2 field city; control text, number or mask field; properties unique id addresscity field postal code; control text, number or mask field; properties unique id addresspostalcode the state and country fields require drop down pick lists that will enable employees to select from available options stored in the itam database field state (if this field existed previously on the form as a text field, delete it and create from new as a drop down field); control drop down selection; pick list validation list; validation list to use state address us and canada state (the title field will default to state long—leave as is); properties unique id state field country; control drop down selection; pick list validation list; validation list to use countries full name (the title field will default to country full name—leave as is); properties unique id addresscountry in the form designer tools pane, double click the control type you want to use for the new field the control type you selected will display as a text box next to the control itself, similar to this place your cursor in this text box and type the name of the field a description is optional click the icon to the left of the new field name to open the item configuration editor dialog edit the options to match the ones listed above for each new field, then click ok leave as is any options not listed above repeat steps 4 6 for each field you're adding if needed, you can reorder any of the fields in the request form list by dragging and dropping them to a new position preview the updates, then click save & exit the new fields will display in the preview page and online product catalog only if you've set the enablevendorintegration global constant to true to add cdw hardware items to the product catalog the itam user roles of asset administrator and asset manager can complete this procedure open the product catalog workspace add hardware items (of asset type computer or consumable ) that you want to make available for purchase from cdw for details about adding hardware items to the product catalog, see product catalog docid\ mg4kcnt2jlkxs4b04gjeh beyond the usual required fields, the part number field is also mandatory for each added item fill it in with the cdw supplied part number if the part number is missing, you will not be able to raise the purchase order to cdw via the itam user console save each item, then click submit for approval (at the top of the page), so that the status changes to approved to enable the webhook for po invoice and shipment data from a third party log in as asset administrator click the icon at the top of any workspace the configuration console displays in a new browser tab in the left navigation pane, expand build > webhooks manager find ivnt purchaseorder invoice and shipment in the list and toggle its status to enabled the enabled status automatically saves procuring assets from cdw using the itam user console once the procedures above are completed, you should be able to raise a cdw purchase order directly from the itam user console when needed you can do so after an employee has submitted a cdw asset request that meets the following conditions the request requires a purchase order the request is for a standard cdw item listed in the itam product catalog non standard items are not allowed the address added in the request form matches the same address entered for cdw integration above someone other than the submitter, such as a procurement manager or service desk analyst, must verify that the fields match before the purchase order can be raised to cdw for v2023 4 users if the employee selected the request form's deliver to office check box, the addresses will automatically match for details about submitting an asset request, see asset requests docid\ mkrwhp6dy1gkvogz9a2ua to raise a cdw purchase order from itam the itam user roles that can manage this workflow are asset administrator, asset manager, procurement manager, and storage manager open the asset requests workspace, then open the submitted request review the request details to ensure the address fields for city , state , and country match the same fields entered during cdw integration configuration above edit the fields if necessary click create purchase order (at the top of the page) this action does three things in the purchase orders workspace it creates the cdw purchase order and associated line item within itam it generates a purchase request number as the po name it sets the purchase order status to created open the purchase orders workspace, then open the newly created cdw purchase order click submit (at the top of the page) to change the status to approved click raise po vendor to initiate the order within the cdw system and generate an asset request number if successful, the status will change to on order and the vendor order status tab will update with the purchase order click save if the ability to view shipment and invoice data is enabled, those details will display under the purchase order's shipment and invoice tabs and will dynamically update with the order's status you can click those tabs to view more details in the shipment and invoice workspaces respectively from the vendor order status workspace, you can track the progress of all cdw purchase orders if an error occurs upon raising the purchase order to cdw, this workspace provides an error description that can help you troubleshoot the issue open the purchase order to view details about the error