Manage outcome document mappings for intake requests

Redwood Platform

Define and manage data transformation flows that map information from source documents such as intake requests to target documents such as Purchase Requisitions, Sourcing Negotiations, and Procurement Contracts. 

You can customize the ready to use transformation flows and you can also create new transformation flows to handle custom outcomes.

Transformation flows use JSON-based mapping files and JavaScript functions to transform intake request attributes—including flexfields and questionnaire responses—into fields on outcome documents, with built-in support for business rules, validations, and computations. 

This functionality leverages the transformation capabilities of Oracle Collaboration Messaging framework.

The feature includes the following capabilities:

  • Create custom transformation flows — Define new transformation flows for custom outcome documents or specialized procurement processes.
  • Duplicate flows to customize predefined transformation flows — Create variants of predefined or user-defined flows with independent mapping configurations.
  • Activate and deactivate flows — Control which flow variant is active for a given flow type code.
  • Download mapping artifacts — Export mapping and function files for review or modification outside the system.

Predefined transformation flows

The predefined transformation flows are:

Flow Name

Flow Code

Description

Intake Request to Requisition

ORA_PO_INR_TO_REQ

Transforms intake request data into a purchase requisition.

Intake Request to Negotiation

ORA_PO_INR_TO_NEG

Transforms intake request data into a sourcing negotiation.

Intake Request to Contract

ORA_PO_INR_TO_CTT

Transforms intake request data into a procurement contract.

You can't modify or delete predefined flows. You can duplicate them to create user-defined variants with customized mappings and functions.

As an example of a mapping customization, you can add a flex field on an intake request header indicating a minimum number of suppliers that you want to obtain bids from when a negotiation is created from the request. A similar flex field can be created on the negotiation header. The mapping file for Intake Request to Negotiation can be customized to copy the values from the intake request to the negotiation, either unconditionally, or conditionally using functions defined in the function file.

A transformation flow consists of the following components:

  • Flow code — A unique identifier for the flow type (seeded flows use ORA_  prefix; user-defined flows cannot be created with this prefix.)
  • Version — The version number of the flow (predefined flows only).
  • Variant — A variant within a version, allowing multiple independent configurations of the same flow. Variants identify user defined duplicates of a flow (seeded or user defined).
  • Mapping file — A JSON file that defines how source attributes from the intake request map to target attributes on the outcome document.This is required to be specified for every flow.
  • Mapping function file — A JavaScript file that contains custom functions for data validation, transformation, and business rules. This is required to be specified for every flow.
  • Active status — Indicates whether this flow version or variant is active; only for a flow code only one can be active at any time.

Access the Manage Transformation Flows page from Procurement Setup to view all available flows and manage their configurations.

Steps to enable and configure

If you use custom job roles, assign the new privilege Manage Procurement Transformation Flows (PO_MANAGE_TRANSFORMATION_FLOW_PRIV) to your appropriate job role.

Tips and considerations

  • Flow codes are immutable - Once a flow is created, its code cannot be changed. Choose codes that clearly identify the transformation purpose.
  • Only one active version or variant per flow code - Ensure you intentionally choose which variant should be active before making changes.
  • Mapping and function files are always required -You must provide both mapping file and mapping function file when editing or duplicating flows.
  • Test variants before activation - When creating a new variant, test it with sample intake request data before activating it for production workflows.
  • Monitor transformation errors - Review transformation logs to identify mapping or function file errors that may affect workflow execution.

Access requirements

If you are using custom job roles, then you need to add the privilege identified below.

Privilege status

Privilege name and code

New

Manage Procurement Transformation Flows

PO_MANAGE_TRANSFORMATION_FLOW_PRIV