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Ariba Template Configuration

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Using project templates in SAP Ariba, you can configure settings and create tasks for each project that is created from the template. Certain tasks must be configured so that the Keelvar SAP Ariba Connector can identify the event in SAP Ariba and create the sourcing event in Keelvar Sourcing Optimizer, while specific settings must be configured to ensure the event can be published.

This document describes how to configure these elements in a project template to ensure that the Keelvar SAP Ariba Connector works effectively with SAP Ariba. For more information on project templates, including the necessary prerequisites for creating templates, refer to the Project template guide.

Creating a new project template

To create a new project template, complete the following steps:

  1. On the dashboard, click Manage, and then click Templates.
  2. On the Documents tab, click the Actions button, then click Create, and then click Template.
  3. Select the type of template you want to create, and then click OK.
  4. In the Title field, enter a name for the template.
  5. Optional: In the Description field, enter a description for the template.
  6. From the Base Language dropdown list, select the base language for the template.
  7. Click OK.

Configuring the Approval For Publish task

The Keelvar SAP Ariba Connector polls SAP Ariba for Approval For Publish tasks with the External System Approval flag set. When it encounters projects with these types of tasks — that have been approved — it triggers the creation of an event in Keelvar for the associated SAP Ariba sourcing project. Rather than manually creating an Approval For Publish task for each event, it is recommended to configure a template that can be used to create this task automatically when a project is created using the template.

Most Approve For Publish task settings can be configured as required by your organization. For example, you may want to have all events manually approved or you may want events to be automatically created without user intervention. However, for the External System Approval option, ensure you click Yes.

Figure 1. Configuring settings for the Publish For Approval task

To configure the Approval For Publish task for your template, complete the following steps:

  1. On the dashboard, click Manage, and then click Templates.
  2. On the Overview tab, in the Documents area, navigate to the project template, and click the dropdown arrow next to the file name.
  3. Click Create New Task, and then click Approval For Publish.
  4. Configure the Approval For Publish
    Note: To configure the Approval For Publish task to be automatically created and approved, for the Allow auto approval option, click Yes, and from the Approvers dropdown, ensure (no value) is selected.
  5. Click OK.

Configuring supplier notifications

You can configure notification settings for each event that is created from the project template. This can be useful for ensuring suppliers are not notified of events that will be run in Keelvar from SAP Ariba, which could lead to confusion about which platform the supplier should use. It is recommended that all supplier notifications are disabled.

Figure 2. Configuring notification settings in Messages Templates

To configure supplier notifications for your template, complete the following steps:

  1. On the dashboard, click Manage, and then click Templates.
  2. On the Overview tab, in the Documents area, navigate to the project template, and click the dropdown arrow next to the file name.
  3. Click Edit.
  4. On the left side of the page, click Summary.
  5. In the Customized Messages area, click Customize.
  6. On the Message Templates page, configure the notification settings as required.
  7. When you are finished, click Done.

Configuring placeholder content

If item data is not being sent from Ariba to Keelvar — this is recommended unless the Material Master integration from SAP ERP to SAP Ariba is in use — it is required to add some content to projects created in Ariba so that the event can be published. The content itself is irrelevant to the Keelvar SAP Ariba Connector, which only reads in line item data. One option to fulfill this content requirement is to configure a dummy question which is not visible to suppliers.

Configuring Add Question settings

To configure a question, complete the following steps:

  1. On the dashboard, click Manage, and then click Templates.
  2. On the Overview tab, in the Documents area, navigate to the project template, and click the dropdown arrow next to the file name.
  3. Click Edit.
  4. On the left side of the page, click Content, and then click the Content
  5. In the All Content area, click Add, and then click Question.
  6. Configure the Add Question
    1. In the Name field, enter a meaningful name to communicate the purpose of the question.
    2. From the Response Required dropdown, select Not Required.
    3. From the Visible to Participant dropdown, select
    4. Click Done.