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Coupa Success Portal

Program Objects

Program objects allow the user to capture additional information about the program. Program objects are displayed in the bottom section of the Program Management page. A link at the top of the Program Management page shows for each of the objects that exists and displays the number of instances of the object.  Hovering over these links, displays the list of instances for that object.

Program objects are associations to the program record. There may be zero, one, or more object associations for any program.

Select the Program

Select the Relationship –Based Program
  1. Select the relationship either from the Relationship tab, or by selecting the supplier to whom the relationship is attached and scrolling down to the relationship section and selecting the relationship.

  2. The relationship management page will display.  Scroll down to the [Program Object] section, and click the New button. 

Select the Enterprise Program
  1. Navigate to the Programs tab.

  2. Click on the program to which you want to add a [program object].

  3. Scroll down to the [Program Object] section, and click New

Select the Info Management Program
  1. Navigate to the Info Management tab.

  2. Click on the program to which you want to add a [program object].

  3. Scroll down to [Program Object] section, and click New.

Assignment Defaults

Assignment defaults allow the program architect to set the program assignments (evaluators and approvers) for both internal and external users; the user does not have to edit each object separately after enrollment. For optimum performance, assignment defaults should be set prior to enrolling any object although it is not required.  Assignment Defaults can be created for relationship-based, enterprise and info management programs.

To create an assignment default association under a program, you must fill in the required fields:

  • Name (the display name for the assignment default)

  • Application Order (the order in which the enrollment default is used when multiple assignment defaults are defined)

All other values on the team member screen are optional

  • Description (a brief explanation of the purpose of the assignment default)

  • Object Type (the object the default is associated with)

  • Evaluation Group/Team Assign Method (indicates whether each member of the group must complete the evaluation or if only one member is required to complete it) – defaults to “Shared”

    • Separate – Evaluation is sent to all members of the group. Each member must complete it

    • Shared – Evaluation is sent to all members of the group; only one member must complete it

User groups are evaluated at the time of assignment. This means that if a group is assigned to be responsible for an approval, it immediately associates that approval with every user in that group. Removing users from a group will not remove them from any pending evaluations or approvals that are assigned to that group, and they will still be assigned to evaluations and approvals that the group was assigned while they were in it. Regenerating the program launch after modifying the group membership will update the assignments on the evaluation and approval to reflect the updated group membership.

  • Org Approval Group/Team Assign Method  (indicates whether each member of the group must complete the organization approval or if only one member is required to complete it) – defaults to “Shared”

    • Separate – Org approval is sent to all members of the group. Each member must complete it

    • Shared – Org approval is sent to all members of the group; only one member must complete it

User groups are evaluated at the time of assignment. This means that if a group is assigned to be responsible for an approval, it immediately associates that approval with every user in that group. Removing users from a group will not remove them from any pending evaluations or approvals that are assigned to that group, and they will still be assigned to evaluations and approvals that the group was assigned while they were in it. Regenerating the program launch after modifying the group membership will update the assignments on the evaluation and approval to reflect the updated group membership.

  • Enable Activate On Launch (indicates whether user accounts with status = Inactive for users who are designated in the assignment defaults should be activated when the assignment default is triggered)

  • Status ( indicates whether the assignment default is active and available to the Risk Assess workflow or if it is inactive and saved as a draft)

  • Internal Program Manager:  Assignment Type (the client/internal user (relationship manager) or group who is designated as the final approver for the program)

  • Internal Organization Manager:  Assignment Type (the client/internal users (organization manager) or groups who are designated as the approver for each organization that participates in the program)

  • Internal Evaluator:  Assignment Type (the client/internal user, team member, or group (scorer) that completes the evaluation/assessment)

  • Party 2 Program Manager:  Assignment Type (the suppler/external user, team member or group who is designated as the final approver for the program)

  • Party 2 Organization Manager:  Assignment Type (the supplier/external user , team members, or group who are designated as the approver for each organization that participates in the program)

  • Party 2 Evaluator:  Assignment Type (the supplier/external user, team members, or group (scorer) that completes the evaluation/assessment)

Define Assignment Defaults
  1. Select the Program to which you want to add an assignment default (see Select the Program above).

  2. Scroll down to the Assignment Defaults section.

  3. Click New.  The Assignment Defaults page will display.  Define the assignments. The available selections for assignments will change depending on the Collaboration Type selection.  

  4. Click Save to save assignment default definition.

  

  • In order for the assignment defaults to work properly, the Program Workbench and Enrollment entries must have the associated internal and external assignment fields set to Assignment Defaults before the program is launched.
  • When teams are selected that include both internal and external users in assignments, Risk Assess distinguished between the internal and external users and routes the evaluation and approvals accordingly.
  • Assignment Defaults may be used in robo programs to send notifications to suppliers.

Attachments

The Attachments capability in Risk Assess can be used to store any and all documents related to a supplier.  A list of all attachments related to the supplier is displayed on the Supplier Management page. When creating an attachment, users can classify the document using the category field, and create search keywords that can be used to find the document using the application search feature.  Additional remarks and comments can also be recorded for the attachment.

To create an attachment association under a program, you must fill in the required fields:

  • Document Name (the display name for the attachment object)

  • File Name (the name of the source file that is attached)

  • Category (enables classification of attachment documents by document type (i.e., template, contract, etc.))

All other values on the attachment screen are optional

  • Key Words (search words or search string that enables searching for the document using the application search feature)

  • Available Group Access (any user group defined for the client can be granted permission to view and (if they have the necessary permissions) edit the attachment record)

  • Selected Group Access (user groups to whom access right to view and/or edit the attachment record are granted)

  • Description (brief description of the contents/purpose of the document)

  • Internal Use Only (indicates whether or not the attachment will be accessible to both internal and  external users)

The following fields are display only and are automatically populated by Risk Assess when the attachment is created:

  • File Type (a description of the file format)

  • File Size (the size of the file that was attached)

  • Attached By (the name of the user who created the document attachment)

  • Upload Date (the date the attachment was created)

Attach a Document/Image
  1. Select the Program to which you want to add an attachment (see Select the Program above).

  2. The Attachment page will display.  Attach the document or image.  

  3. Click Save to save the attachment.

  • Maximum document size is 100MB.
  • The Category type designations are client customizable.  Drop down lists need to be populated using Set-up Data Management in the Admin Tab.  
    • Setup Data Type:  DocumentCategory
  • Administrator privileges are required to create setup data.  Please refer to the Administration-Configuration Management-Set-up Data Management section of this document for detailed instructions on creating custom dropdown lists.
  • The following document types are supported .pdf,.txt,.doc,.docx,.xls,.xlsx,.mpp,.ppt, .pptx
  • The application does NOT allow:  .exe. .xml. .msg

Enrollment

Enrollments allow the program architect to define the object on which to run the program:   suppliers, supplier locations, relationships, relationship locations, engagements, candidate suppliers, products and/or product suppliers.

To create an enrollment association under a program, you must fill in the required fields:

  • Enrollment Type (indicates what type of object is being enrolled in the program when the conditions are met)

  • Suppler/Relationship/Engagement/Product (the name of the object that is being enrolled in the program)

    • From the workbench

      • When Supplier is selected,  check Show Locations to enroll supplier locations

      • When Relationship is selected,  check Show Locations to enroll relationship locations

      • When Engagement is selected,  check Show Candidates to enroll candidate suppliers

      • When Product is selected,  check Show Supplier Products to enroll supplier locations

    • From the enrollment

      • When Supplier is selected, select the Location from the selection list to enroll supplier locations.

      • When Relationship is selected, select the Location from the selection list to enroll relationship locations.

      • When Engagement is selected,  select the Candidate supplier from the selection list to enroll candidate suppliers

      • When Product is selected,   select the Supplier Product from the selection list to enroll supplier products.

All other values on the enrollment screen are optional

  • Int Manager (the client/internal user (relationship manager) or group who is designated as the final approver for the program)

  • Account Manager (the suppler/external user (relationship manager) or group who is designated as the final approver for the program)

  • Int Organization Manager (the client/internal users (organization manager) or groups who are designated as the approver for each organization that participates in the program)

  • Ext Organization Manager (the supplier/external users (organization manager) or groups who are designated as the approver for each organization that participates in the program)

  • Int Evaluator (the client/internal user or group (scorer) that completes the evaluation/assessment)

  • Ext Evaluator (the supplier/external user or group (scorer) that completes the evaluation/assessment)

  • Start Date (date the enrollment goes into effect)

  • Status (indicates whether the enrollment Is active and available to the workflow or inactive)

  • First Launch Date (the date the first assessment was lunched for the program)

  • Current Active Period (the period for which the current assessment was launched)

  • Details (contains information about the settings for the parent program)

Define Enrollment
  1. Select the Program to which you want to add an enrollment (see Select the Program above).

  2. The Program Management - Enrollment page will display.  Choose an enrollment type and specific supplier/relationship/engagement. Update the external and internal roles for this program.  

  3. Click Save to save the enrollment.

  • When an auto-enrolled program is to be canceled, it needs to be un-enrolled from the program workbench AND deleted from the program launch section of the program admin tab. Deleting the enrolled program from the program launch changes the enrollment status to inactive and ANY change to the object on which the rule was based will trigger the re-launch of the program.
  • The parent program launch date is only used for manual enrollments from the workbench or as a default when an enrollment is created using new under the program. For objects that are auto enrolled in the program using enrollment rules, the rules engine does not set the launch date to the parent program start date, it sets the next launch date to the current date.
  • The time of launch is set to midnight the day it is scheduled.

Remarks

Remarks allow the program architect to attach comments or notes to the program.  Remarks can either be displayed to all users or defined as internal only.

The following fields are display only and are automatically populated by Risk Assess when the remark is created:

  • Created By (the person who created the remark)

  • Created On (the date on which the remark was entered)

All other values on the remarks screen are optional

  • Subject (short description of the purpose of the remark)

  • Details (comments or notes about the object )

  • Internal Use Only (indicates whether or not the attachment will be accessible to both internal and  external users)

To create a remarks association under a program: 

Enter Remarks
  1. Select the Program to which you want to add a remark (see Select the Program above).

  2. The Remarks page will display.  Enter comments.  

  3. Click to save the remark.

Rules

Rules allow the program architect to define criteria that automatically enroll suppliers, relationships, engagements, candidate suppliers, supplier locations, relationship locations, products and supplier products to the current program. Auto enrollment rules improve the consistency and quality of the application of business policies by automatically sending the required program to any object (i.e., supplier, relationship, location, engagement or candidate supplier) that meets the criteria.  Objects are automatically un-enrolled (deactivated) from programs when one or more criteria are no longer met.

Multiple rules can be defined for a given program.  Rules are driven by engagement, supplier or relationship data (standard fields and UDFs), overall program results, or result for specific evaluation items.  All conditions within a given rule are “AND”, when multiple rules are defined for the program, the conditions between rules are “OR”. 

The rules engine runs approximately every 5-15 minutes to look for additional suppliers and relationships that meet the enrollment criteria.  Rules are reconciled nightly for deactivation of supplier and relationship enrollments that no longer meet the rule criteria.

To create a rules association under a program, you must fill in the required fields:

  • Rule Name (the display name for the rule)

  • Field (field on which the rule is triggered)

All other values on the rules screen are optional

  • Rule Type (indicated the type of object that will be enrolled in the program when the defined criteria are met)

  • Description (brief description of the purpose of the rule)

  • # of Days to Delay Launch (indicates the number of days until the program launches after the object is enrolled in the program.  Based on this setting, programs will launch the first time the launched scheduler runs after the # of days elapses.  If this option is set to 0 the program launches the same day (within a few hours) as the object enrolls. The behavior for the setting for 1-day, 2-day, 3-day, 4-day and 5-day delay will adjust accordingly. i.e. where previously, a 1-day delay resulted in the launch happening 2 calendar days later, it will now launch the next calendar day.)

The Delay Launch only applies to first time enrollments. Based on the “Enable rule reactivation of one time complete?” configuration option under Program Rules, the Delay Launch is not honored when an object is re-enrolled in a one-time program. Additionally, it does not apply if the launch for a one-time program is being managed by a Launch Follow-up Program Component.

  • Status (indicates whether the rule is active and available to the Risk Assess workflow.  Rules can be set up in advance and left inactive until they are ready to be deployed)

  • Object (data element that drives the rule:  supplier or relationship data (standard fields and UDFs), overall program results, or result for specific evaluation items)

  • Condition (operator that defines the criteria for the rule)

If the Setup Data Checkbox component is selected as an object, the rule condition is automatically set to Equals. Due to a known issue, if you change the condition to In, you will see an incorrect list in the Values section. In addition, if you change the condition back to Equals, Risk Assess returns an error.

As a workaround, please use the Equals condition in place of the In condition for the Setup Data Checkbox component.

  • Value (the value for the field that defines the criteria for the rule)

  • Enable rule reactivation of onetime complete? (Defaults to False.  Indicates whether the rule re-activates a onetime program that has already launched.   One time programs can be caused to re-launch if under rule control. This happens because the rules engine would change the status of a onetime enrollment from Complete to Inactive if the enrollment should no longer meet the rule criteria. If something should change such that this same enrollment now meets the rule criteria again the system will set the one time enrollment back to Active and it will launch again. With the introduction of this flag this change in status of one time enrollments would NOT happen if the Reactivate One Time Complete flag is set to false on the rule.

  • Skip previous launch periods? (Defaults to False. Indicates whether the rule re-activates an enrollment and sets the next launch date to the current date instead of retroactively setting the launch date to a date in the past.  For example, if a periodic enrollment is under rule management and is set to inactive for an extended period, when set back to active the program could launch multiple times to catch up with the missed periods. When set to true, the Reset Launch Date On Active If In Past option resets the next launch date to the current date and the program will launch from that point on and NOT catch up for the missing periods.)

Define Enrollment Rules
  1. Select the Program to which you want to add a rule (see Select the Program above).

  2. Scroll down to the Rules section.  Click New.  The Rules page displays. Create one or more rules.  

  3. Click Preview to preview the objects that meet the criteria for enrollment.

  4. Click Save to save the rules.

 

  • Caution – an incorrectly designed rule or rule that is very broad can create a large number of incorrect enrollments.
  • Object Type and Rule Type must be set to reflect the object that is enrolled into the program.
  • “Days delay” gives the program architect time to verify implications of a rule before workflow is initiated.
  • Rules can be set up in advance and left inactive until you are ready to deploy them.
  • If updates are made to the data elements that define enrollment rule criteria, there is a risk that timing of the update will be such that the object will have already been enrolled the program before the update is made.  In this case where updates are being made within 24 hours of program launch (based on the rule), the object should be manually removed from the enrollment to ensure the program does not launch inadvertently.
  • Once an object is enrolled in a program, it will not re-enroll and create a duplicate enrollment either because it now meets the conditions for a new rule or if the user tries to enroll it manually.
  • Making a rule inactive does not mean that the previously enrolled objects no longer meet that rule.  These objects remain enrolled in the program even when a new rule is created for which they no longer meet the criteria.  No new object will be enrolled based on the inactive rule.
  • Changing the rule so that the enrolled object no longer meets the conditions un-enrolls the object and updates the engagement status to Inactive.  
  • If a new rule is added and an object with an inactive enrollment status now meets the conditions of the new rule, the rule name is updated to reflect the new rule and the enrollment status is updated to active.
  • Three condition/operators support definition of any date type (standard or extension - UDF) field based rule.   The rule condition evaluates the Field against “today”, which is the date when the rule ran. 
    • Less than today: This operator will enroll Relationships with an Expiration Date less that the date when the rule ran. 
    • Greater than today: This operator will enroll Relationships with an Expiration Date greater than today. 
    • Equal to today: This operator will enroll Relationships with an Expiration Date equal to today. 

Supplier Compliance/Performance/Risk Library

Libraries are connected to the Client Library in the Community Tab.  Libraries allow the Client to share information including documents and templates with Client teams, suppliers and even other Coupa Clients.

To create a library association under a program: 

Create Documents
  1. Select the Program to which you want to add a library (see Select the Program above).

  2. The Community Library Compose Document page will display.  Create document attachment.  

  3. Click Post to post the document to the library.

Supplier Compliance/Performance/Risk Forum

Forums are connected to the Client Forums in the Community Tab.  Forums allow the Client to create discussion threads that facilitate collaboration with Client teams, suppliers and even other Coupa Clients.  Forum discussions can comprise both text and document attachments.

To create a forum association under a program:

Create Documents
  1. Select the Program to which you want to add a forum (see Select the Program above).

  2. The Community Forum Compose Thread page will display.  Create the discussion thread.  

  3. Click Post to post the discussion thread to the forum.

 

 

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