Skip to main content



Coupa Success Portal

User Defined Object Management

The User Defined Object section provides the ability to create user-defined data objects to meet specific business requirements.  This allows customers to create custom association objects and define the fields that should display for these custom objects.  

A user-defined object (UDO) can be associated with the one or more of the following objects in Risk Assess: products, suppliers, supplier products, relationships, engagements, candidate suppliers, locations, third party bank, company code, and other UDOs.  UDOs can have associated attachment objects, remark objects, and other UDOs.

Configuration Options:


  • Object Name (display name for the user defined object)
  • Association Heading (the heading under which instances of the user defined object are displayed in the associated object)
  • Culture (language in which the object should be displayed)


  • Object Name (the Risk Assess objects with which the user defined object are associated)
  • Tab Order (numeric value for the order the data field should display in the list)
  • Multiple (determines if the associated object cardinality is one-to-one with its parent object or many-to-one with the parent object


  • Object Name (Risk Assess objects that are associated with the user defined object)
  • Tab Order (numeric value for the order the data field should display in the list)
  • Multiple (determines if the associated object cardinality is one-to-one with its parent object or many-to-one with the parent object

The process for creating a user defined data object is:

  1. Navigate to the Admin tab.
  2. The Administration page will display.  Select the “User Defined Object Management” link under the Configuration Data Management grouping.
  3. The User Defined Object Management page will display.  Select New.
  4. Enter the Localization information and select the parent and child objects. 
  5. Click Save to save the UDO.
  • Unlike standard system objects, UDOs do not have any standard data elements under them.  User defined fields (UDFs) must be created to capture and display the data elements associated with the UDO.  
  • Please refer to the Administration - Configuration Data Management - User Defined Data Management section of this document for detailed instructions on how to configure user defined fields.
  • In order to be able to update values in UDOs using the UDO import, a unique key must be identified (either an existing field in the record that won’t change over time or a reference key that is created for the UDF) by configuring on or more fields that uniquely identifies the record as “Display in Grid.”
    • Display in Grid is a checkbox indicator of whether the field should be available to the Columns list on the management page for the associated object type (Inactive fields are not available for Display in Grid) for the purpose of performing a search

User Defined Data Management

The user-defined data management option (now Data Dictionary Management) allows the administrator to create user-defined data elements to meet specific business requirements.  A user-defined field (UDF) can be associated with any object in Risk Assess, including suppliers, relationships, engagements, locations, users, etc. 

User defined fields can be used on all program types (info management (for customers who have information management enabled), performance, compliance & risk); HOWEVER, the UDF must be registered/activated as an information management field before it can be used in an information management program.  

UDFs can be configured to affect the score in a program.  When these UDFs are used on a program type that calculates scores the applicable scores will be used by the program logic. Changes to these fields WILL change in-process programs. 

Configuration Options:

  • Object ( the Risk Assess object type to which the user defined field is associated)
  • Status ( indicates whether or not the user defined field is active and available to the workflow.  setup can be set up in advance and left inactive until it is ready to be used)
  • Field Name (the name of the UDF)
  • Culture (primary language with which the client communicates)
  • Object pages components)
  • Display Name (display name for the user defined field)

Changing the Display Name of an existing UDF that is being used in a program as an Info Management (IM) component will change it on all past Evaluations as well.

  • Default Value (the value that is returned when a value is not entered by the user)
  • Tab Order (numeric value for the order the data field should display in the list)
  • Group (used to organize the display of UDFs in the associated object record.  All UDFs in the same group are displayed together in separate section)
  • Make field internal only? (Programs Only) (indicates whether or not the UDF will be accessible to both internal and external users when included in a program)
  • Admin Only (indicates whether or not the UDF will only be accessible to administrator users)
  • Internal Only (Programs and Pages) (Indicates whether or not the UDF will be visible to supplier users in programs and on the associated object)
  • Display in Grid (indicates whether or not the UDF should be available to the "show fields" list on the management page for the selected object type)
  • Reporting Column Name (report column name)
  • Included in Data Warehouse (indicates whether or not the field should be available to the data warehouse for reporting)
  • Does component affect the score? Checking this option means that the response will affect the score of the KPI, requirement, or item (evaluation item) under which this component is located. The sub-options for this configuration option are Sum, Average, Maximum, Minimum, and Multiply. These “aggregation” sub-options determine how the score from this component will be combined with other components within the KPI, requirement, or item.

The following UDFs component types may be configured to affect the score when included in a program: 

  • Checkbox
  • Diversity Control
  • Dropdown Generic
  • Money
  • Money & Currency
  • Multi-select Checkbox List
  • Multi-select Checkbox List With Other
  • Parent Child Setup Selection
  • Radio Button
  • Radio Button With Other
  • Ratio Calculation Control
  • Ratio Difference
  • Ratio Over Sum
  • Response Time
  • Setup Data Check 
  • Box List
  • Setup Data Check Box With Other
  • Setup Data Radio Button, Setup Data Radio 
  • Button With Other
  •  Setup Data Type DropDown
  • Setup Multi-select, Table
  • Table With List of Values
  • Weight And Score Dropdown
  • Yes/No
  • Z Score
  • Unlike program components, for which changes to the configuration only affect in process programs at program activation time, changes to the configuration of scoreable UDFs affect in process programs without required reactivation of the program.
  • Changing a UDF from scoreable to not be scoreable for an actively running program will cause the component to no longer calculate a score, however the program line will still be considered a calculated line. In order for a UDF to be made not scoreable, the program must be re-activated after the UDF scoreable configuration has been changed.
  • Please refer to the Program Component Guide for a detailed description of UDF component types.  
  • Population of scoreable Setup data type UDFs from Robo Programs using Put Program Results in fields is not supported
  • When embedding scoreable UDFs in robo enable enterprise programs, the UDF must be configured as Copy Previous in order to carry the score forward into the program.
  • advisable to set the tab order of each field before updating to the New UI.

User defined fields in a grid  

The following columns are displayed in the default grid:

  • Object Type
  • Field Name
  • Display Name
  • Component
  • Culture
  • Default Value
  • Tab Order
  • Status
  • Localize

To view a UDF record:

  1. Navigate to the Admin tab.
  2. Select User Defined Data Management. The User Defined Data Management page will display.  
  3. Scroll down to the component you want to view.  Click View.
  • Was this article helpful?