Synchronizing PSA Information with Concur

Once you have enabled the relevant workflows using the Feature Console, you can use the connector to send information from PSA to Concur. You can synchronize the following data from PSA to Concur:

  • Projects
  • Resources
  • Assignments

You can send project, resource, and assignment information using either:

  • The default Send to Third-Party Expenses Application formula fields
  • Custom formula fields

The mappings that define which fields are used to send information are in the IHC Mapping Concur to PSA custom metadata types.

Warning:

If your project, resource, or assignment names are longer than 64 characters, these will be truncated to 64 characters in Concur.

Synchronizing Information Using the Default Third-Party Expenses Application Formula Fields

The Send to Third-Party Expenses Application formula fields on the Assignment, Contact, and Project objects control which records are sent to Concur.

On each record, the value is automatically added according to the formula that has been configured on the Send to Third-Party Expenses Application fields. The fields listed in the following table control whether this value is set to True or False and whether a corresponding record is created, updated, or deleted in Concur:

Send to Third-Party Expenses Application Formulas
PSA Object Field Label Value
Project Active True
Closed For Expense Entry False
Contact (for Resources) Is Resource True
Is Resource Active True
Assignment Closed For Expense Entry False

(On linked project)

Closed For Expense Entry

 False

(On linked contact)

Is Resource

 True

(On linked contact)

Is Resource Active

 True

If the value on the PSA record matches the value shown in the table, the Send to Third-Party Expenses Application formula field on the project, resource, or assignment record is automatically set to True and:

  • A new record is created in Concur, if no corresponding record already exists
  • Any existing Concur record is updated

If the value on the PSA record does not match the value shown in the table, the Send to Third-Party Expenses Application formula field on the project, resource, or assignment record is automatically set to False and any existing Concur record is deleted.

When an assignment is synced to Concur, its Third-Party Expenses App Correlation ID is populated with the ID of the related list item in Concur that represents the assignment. You must not change this value manually.

Notes:
  • Depending on your configuration, the Integration Hub Connector: Concur - PSA might sync project manager information with PSA projects. If the mapped value, for example email, is blank on the related contact record, the name of the contact is synced to Concur. If you want to delete a contact record that is a project manager, we recommend that you unlink the contact from the project before deleting it.
  • If errors occur when synchronizing projects, resources, and assignments from PSA to Concur, an error email is sent to the PSA user who created or updated the record. A Foundations message is also created with the publisher name PSA/IHCIntegration.Concur. For more information, see Viewing Integration Hub Connector: Concur - PSA Error Message.

Synchronizing Information Using Custom Formula Fields

If you want to synchronize information from PSA to Concur using custom formula fields, you must:

  1. Create the custom formula fields in PSA, ensuring that they are set to True to send information from PSA to Concur.
  2. Add them to your page layouts for projects, resources and assignments.

  3. Update the PSA Field value in the following IHC Mapping Concur to PSA custom metadata types to include the custom formula field name. For more information, see Editing Existing Mappings on Custom Metadata Types. The following mappings control which fields are used for sending information to Concur.

    • PSAProject SendToThirdPartyExpensesAppli
    • PSAResource SendToThirdPartyExpensesAppl
    • PSAAssignment SendToThirdPartyExpensesAp

  4. Push keys and mappings from PSA to the Integration Hub. You can either use the Feature Console or the Concur - PSA Configuration Lightning tab.

    • Open the Concur - PSA Configuration Lightning page, and click Push Mappings to push mappings to the Integration Hub.

For more information on customizing fields, see the Salesforce Help.

Deleting Projects or Assignments in Concur

You can configure the Integration Hub Connector so that PSA projects or assignments are deleted in Concur when one of the following occurs in PSA:

  • The Send To Third-Party Expenses Application field is set to False
  • The project or assignment is deleted

If you have configured an alternative custom formula field to send PSA information to Concur, instead of the Send To Third-Party Expense Application field, projects, or assignments can also be deleted when this custom field is set to False.

You can choose to delete:

  • Only projects
  • Only assignments
  • Both projects and assignments

When an assignment is deleted from Concur, its Third-Party Expenses App Correlation ID is also removed from PSA.

You can enable the deletion of projects or assignments using the Feature Console. For more information, see Activating the Integration Hub Connector: Concur - PSA.