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Using Custom Fields to Make Coupa Forms Your Own

Love how Coupa works for your business but looking at configuring it further to capture data that meets your specific business process requirements? Custom fields allow you to set up additional fields on any Coupa object while supporting a total of 12 different types of fields that you can choose from.


Some common custom field use cases are:

  • Capture any kind of free-form text information on any object using text fields.
  • Add attachments to objects that require different kinds of details.
  • Select one of many options from a lookup.

A common scenario is to include a project code on the requisition line. Project codes are loaded into a lookup in Coupa, or create an integration if they change frequently. Your users select the project code on the requisition line and then that value is defaulted to the PO and invoice lines. Customers often don’t want to expose this information on the PO for suppliers to see, so they configure the field to stay hidden on the supplier view of the PO.

See Drive Usability and Data Accuracy with Lookups for more information about setting up lookups.

Once the custom field is added to your requisitions, POs, and invoices, it’s available for use with your approvals chains.


Creating a Custom Field

There’s a couple of steps to getting started with Custom Fields:

  1. From Setup > Company Setup > Custom fields, choose the object, or the part of Coupa (requisitions, items, suppliers...), where you want to add a custom field.
  2. Coupa loads the fields associated with the object you selected and organizes them into different categories, if necessary. This includes current custom fields and, in some cases, standard fields. Custom fields stand out because they have a yellow background.
  3. Click and drag whichever type of custom field you'd like to add from the right side of the screen to the appropriate location on the left side. You can drag new custom fields to the sections outlined in yellow, which appear to have a field labeled Drag custom fields here.
  4. Enter the custom field info.
  5. Verify your settings and click Done.

It’s really that easy. If you go check the object, you’ll see the custom field is there. But don’t get too far ahead, there are some important things to be aware of:

  • Adding custom fields can be easy, but be careful adding them to fields that have existing integrations. Adding a new required field to the user record could break an existing integration from you HR system.
  • With great power comes great responsibility. Your custom fields make it easy to get more details from your end users, but don’t overload them with too many new required fields on the requisition line. Also, type in names and hints that make sense, so your end users will still have a good experience with Coupa.
  • If you’re using custom field defaults, make sure they’re set up properly. You can use the Save & copy to… and Defaults from: custom field settings to make this work. Check the Coupa online help if you need more details.

Like what you see? Want to know what others think?

Join this interesting Custom Fields related discussion in the Coupa Community and share your thoughts about custom fields and the use cases you’ve addressed so far.

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