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Coupa Success Portal

Data Dictionary Management

The Data Dictionary Management (formerly User Defined Data Management) feature provides the ability to create user defined objects (UDOs) and fields (UDFs) and manage standard and UDOs and UDFs that are displayed throughout the application and made available for reporting.

As part of the version 16.3 release, the data dictionary replaces the former User Defined Object Management and User Defined Field administrative functions under the Admin tab > Configuration Data Management section.

Data Dictionary Management has been enhanced to make the data dictionary consistent and more usable for both UDFs/UDOs and standard fields/objects. Enhancements include the following features and capabilities for all New User Interface (UI) users:

  • Configurable Field Placement for all standard and UDFs
    • Customers now have the ability to customize the display of each object management page for all standard objects, including the ability to intermingle standard fields and UDFs, and define the order and grouping of field placement.
    • There must be at least one UDF in the UDF group in order for it to display on the object.
  • Manage field requirements
    • Field requirement extends to all levels of cascading dropdown types.
  • Inactivate fields
  • Format Help Text (standard fields) using an HTML Editor
  • Enable/disable standard fields to display in grid
    • Inactive fields are also suppressed from display in the grid.
  • Enable/disable standard fields to display in the object page
    • Inactive fields are also suppressed from display on the page.
  • Enable/disable standard fields to display in widgets
    • Inactive fields are also suppressed from display in widgets.
  • Configure Quick Create in widgets and pages on certain fields
    • Displays in the Culture Edit pop-up window in the Data Dictionary for the following fields only:
      • Engagement: Organizations
      • Relationship: Organizations
      • Supplier: DefaultClientManager (Default Account Manager) and DefaultSupplierManager
  • Hide standard fields
    • System-required fields cannot be configured to be displayed on the object page via the Data Dictionary.
    • Status field in the Data Dictionary for system-required fields is disabled.

The following table contains a list of all system required fields for each object:

Supplier

Relationship

Engagement

Product

ContactAlternateEmail*+

ContractDocuments+

ContractDocuments+

EntityData.CreateDate%

ContactEmail*+

EngagementParentId#+

EntityData.CreateDate%

EntityData.DeleteDate%

ContactFirstName*+

EntityData.CreateDate%

EntityData.DeleteDate%

EntityData.ModifyDate%

ContactLastName*+

EntityData.DeleteDate%

EntityData.ModifyDate%

EntityId%

ContactPhone*+

EntityData.ModifyDate%

EntityId%

TenantId%

DefaultClientManager#

EntityId%

ExpireDate^

 

DefaultSupplierManager^

ExpireDate^

Organizations+

 

EntityData.CreateDate%

ExternalRelationshipManagerId+

relRM^

 

EntityData.DeleteDate%

InternalRelationshipManagerId+

StandardCategory^

 

EntityData.ModifyDate%

Organizations+

StartEffectiveDate^

 

EntityData.SourceSystem@

RelationshipNumber

Status

 

EntityId%

RelationshipParentId+

TenantId%

 

ExternalReference^

relRM^

UserGroupAccess+

 

MainPhone^

relSRM^

   

Status

StartEffectiveDate^

   

SupplierGroups+

Status

   

SupplierTenantId%

ThirdPartyLocations+

   

WebSite+

UserGroupAccess+

   

* = Widget Only Fields – display on the widget by default.

+ = ‘Are not included in reporting’ fields - (generally foreign keys) reference a field in another object.

# = Grid and Object Page Only Fields – display on the object page by default and cannot be hidden.

% = Grid and Reporting Only Fields – cannot be configured to be displayed on object pages or widgets.

@ = System field – cannot be displayed in pages, widgets, or grids and is not included in reporting.

^ = Cannot be inactivated and is required for reporting – however, can be configured to be hidden/displayed on widgets, pages and grids.

If a customer chooses to hide or does not require Organizations on Relationships or Engagements, The following changes are written to the change log:

  • Date modified/changed
  • By whom
  • What object was changed
  • What data field was changed

Access Data Dictionary Management


Go to Admin and select one of the two data dictionary management grids:

  • Data Dictionary Management – Object
  • Data Dictionary Management – Fields

RA - Access Data Dictionary.png

User Defined Data Management and User Defined Object Management functions are not included in the Data Dictionary, and are no longer separate functions under Configuration Data Management.