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Coupa Success Portal

Data Dictionary Management - Create a New User Defined Field (UDF)

User Defined Fields (UDFs) can be created to meet specific business requirements, allowing customers to create custom association objects and define the fields that should display for these custom objects.

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.

To add UDFs, follow the steps below.

Go to Admin > Configuration Data Management > Data Dictionary Management - Fields.

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The Data Dictionary Fields Management page will display with the object grid populated with the list of all standard and UDFs across objects.

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Click the Add New Field button and add your new data dictionary field.

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Click the Save button to save the field. Or, click the Cancel button to exit without saving.

The Data Dictionary Field Management “Add Data Dictionary Field” page is comprised of three sections:

Configuration – This section contains configuration options for managing display on object pages, grids and reporting.

  • Object Name - The object associated with the fields
  • Field Status - Indicator of whether the field is active and available to be displayed on object pages, grids and widgets
  • Field Name - Name of the field
  • Include in Standard page – Indicator of whether the field should be a displayed on the management page for the associated object type
  • Display in Grid - 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)
  • Include in Warehouse – Indicator of whether the field should be available to the data warehouse for reporting purposes
  • Admin Only - Indicator of whether the UDF will only be editable by Administrator users
  • Internal Only – Indicator of whether the UDF will be visible to supplier users in programs and on the associated object
  • Group – Filter employed to organize the display of fields in the associated object record; all fields in the same group are displayed together in separate sections (selection list configured under Setup Data Type UDFGroupNames)
  • Default Value - The value that is prepopulated into the field when the record is created (UDFs only)
  • Grouping Order - Numeric value for the order the data field should display in the object
  • Field Description - Display name for the field

Dashboard Settings – This section contains configuration options for managing display in configurable Widgets.

  • Include the in dashboard widget – Indicator of whether the field should be displayed in the widget for creating instances of the associated object
  • Require on Widget – Indicator of whether the field must be populated in order to submit the widget request
  • Group on Widget – Filter used to organize the display of fields in the associated object record; all fields in the same group are displayed together in a separate section
  • Display Order on Widget – Numeric value for the order the data field should display in the widget
  • Displays as Wide on Widget – Indicator of whether the field should be displayed in its own row on the widget

Culture Settings – This section contains the configuration options for managing component type specific configuration options. Upon selection of the component type, the configuration options for that type are displayed for configuration.

  • Display Name - Name for the field on object pages, grids, and information management components 

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.

  • Reporting Display Name – Display (column) name for the field in reporting
  • Component Type – The field format; once selected, further configuration options are displayed based on the field type.

General guidelines for UDF fields are listed below.

  • UDF field names cannot be changed once the configuration has been saved. To change the named, activate the original UDF and create a new UDF (with the same configuration) using the preferred name.
  • UDFs cannot be deleted from the application. In order to remove the UDF from display on the associated object, update the status to Inactive.
  • Unlike program components for which changes to the configuration only affect in-process programs, changes to the configuration of scoreable UDFs affect in-process programs without required reactivation of the program.
  • Changing a UDF from scoreable to not 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.
  • Tab order in the New UI displays in alphabetical order by display name, not field name.
  • 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 the UDF as “UDO Unique Field” In Data Dictionary Field Management. Complex keys can be configured by checking UDO Unique Field on multiple UDFs on the UDO.