Tutorial 1: How to set up the Concur connector in Sapho
- This tutorial assumes you are a person who administers the Concur instance of your organization.
- We recommend setting up the Concur connector using a dedicated user account. Having a separate user account will enable delegated authentication and transparency in your audit logs. Steps 1-3 below describe how to create a new user in Concur and assign to it the appropriate privileges.
Step 1: Sign in
Log in to www.concursolutions.com.
Step 2: Go to Expense Settings page
Hover on the Administration button in the top right corner of the Concur UI. Then click on Expense Settings.
In the Expense Setup for your company, go to Users.
Step 3: Create a new user
Click the button for Create/Edit User.
Add the required user details in the fields marked as red.
TIP: Since this new user needs an email address as its Login, you can create a distribution group in your email system (something like “firstname.lastname@example.org”) with the members being the employees in your organization who manage Concur, and use that address. This ensures that you don’t need to manage a separate mailbox from your email provider.
Save for future reference the information you entered for the following fields: (1) Login (email address) and (2) Password because you will need to paste it in Sapho.
Set the user as Active and check the following checkboxes for user permissions:
- Can Administer
- Can Submit Expense Reports
- Can Approve Expense Reports.
Click the Save button on the top of the page.
Step 4: Go to Partner Application Administration page
Hover on the Administration button in the top right corner of the Concur UI. Then hover on Company and click Web Services.
Step 5: Go to Application Registration page
On the left side, click on Register Partner Application.
Step 6: Add partner application & set access permissions
Click the New button.
On the form page:
- Fill in Name and Description fields.
- Add access to the following APIs by checking the corresponding checkboxes:
- Expense Report - Add, Approve, or Update Expense Reports
- Imaging - Add or Retrieve Report and Line Item Images
- List Items - Add, Update, or Delete List Items
- Users - Add or Update User Accounts.
Step 7: Get the consumer key
On the same form for New Partner Application, under Application Authorization, you will find the consumer key. Copy & paste it in a secure place for later reference.
Step 8: Save the application
Click the OK button to save the partner application.
Step 9: Log in the Sapho Builder (Admin)
Go to the Connectors or Micro Apps page and start Add Concur Connector or Add Concur Micro App wizard by clicking on the Concur icon.
Step 10: Enter the username of the dedicated Concur account
The username is the Login (email address) you have set for the dedicated Concur user account.
Step 11: Enter the password of the dedicated Concur account
Again, this is the password you have set for the dedicated Concur user account.
Step 12: Enter the consumer key
This is the consumer key you obtained at Step 7.
Step 13: Set the number of months of expense reports to load
Enter a number for how many months of Concur expense reports you would like the connector to retrieve. The default is 3 months. If left as it is, the connector will load Concur expense reports created or modified during the last 3 months.
Step 14: Select the business entities you would like to sync with Sapho
By default, all entities are selected. You can unselect any entity that is not of interest. However, be careful, this might break the template micro apps for the Concur connector.
Step 15: Set the synchronization schedule of the connector
Every time the connector updates itself, it will sync any data changes from Concur. You can change this setting later by editing the Concur connector and going to the Connector Details page.
Step 16: Finish the creation of the connector
If you are in Add Concur Connector wizard, hit Done. At this point, the connector will be created in Sapho.
If you are in Add Concur Micro App wizard, hit Next. You will be able to choose whether you would like create a predefined micro app (a set of template micro apps for Concur that you can modify later) OR an empty micro app (a micro app with no pages that you can build from scratch).
Click Done. At this point the micro app(s) will be created along with the connector.
Possible issue #1: Sapho on-premises (most likely behind a firewall) might not be able to connect to Concur cloud.
Solution: In your firewall settings, allow access to hostname
www.concursolutions.com with port 443, so Sapho can connect to the Concur cloud.
Possible issue #2: The site of concursolutions.com is down.
Solution: Check the status of the site here. If it’s marked as down, all you can do is to wait.
Delegated Authentication and Audit Trail
Once you have created a separate user in Concur and set up the connector in Sapho using that user account, you need to do one more step for delegated authentication to work.
Sapho requires that all employees who are going to frequently use the micro apps to set the user account with which the connection to Concur was made as an Expense Delegate. Provide them with the employee name, email address, employee id or login id of the dedicated account and ask them to adjust their Concur profile settings as described in Tutorial 2.
This will allow transparency in the Audit Trail of each Concur expense report. For example, when a manager will approve an expense report through Sapho, their name will be shown in the Updated By column (1) inline with the action that changed the report status to Approved. Additionally, their email will be available in the Description column in the Comment section (2).
This comment is added by Sapho, not the end user itself. The purpose of this comment is to let Concur administrators distinguish which expense reports have been approved specifically through Sapho.
Tutorial 2: How to set up an Expense Delegate in Concur
This tutorial is intended for end users who are going to use Sapho to have streamlined access to Concur (such as approving reports in a few taps on their mobile phone). It is expected that you have been provided with the employee name, email address, employee id or login id of the user account used to connect Sapho to Concur.
Step 1: Sign in
Log in to www.concursolutions.com.
Step 2: Go to Profile Settings
In the top right corner of the Concur UI, click on Profile and then on Profile Settings.
Step 3: Go to Expense Delegates
Click on Expense Delegates.
Step 4: Add expense delegate
On the Delegates tab, click the Add button.
Step 5: Find delegate
Find the user account that was used to connect Sapho to Concur by entering the employee name, email address, employee id or login id. (It is expected that one of these details was provided by your System Admin). Click the Add button in line with the search box.
Step 6: Add rights for the delegate
Assign the following permissions to the expense delegate:
- Can Approve
- Can View Receipts.
Step 7: Save changes
Click the Save button.