Enumerations

Objectives

After completing this lesson, you will be able to:
  • Define an Enumeration
  • Create and manage Enumerations
  • Associate an Enumeration to a field

Enumerations in SAP Ariba

An enumeration is a custom-defined, static listing of all the items in a collection.

The following types of fields can be associated to an enumeration:

  • Text
    • Displays a simple drop down with a static list.
    • Only one value can be selected.
    • The display order in the drop down matches the order defined in the enumeration file.
  • Integer
    • Displays a simple drop down with a static list.
    • Only one value can be selected.
    • The display order in the drop down matches the order defined in the enumeration file.
    • In the enumeration file, the Value column must only contain integers/whole numbers.
  • Text Multiple Select
    • Displays a chooser with an option to search.
    • Multiple values can be selected.
    • The display order in the chooser is alphabetical.

Reminder, Text Multiple Select type fields are only available in Sourcing.

Enumeration File Formats

You can export and import the enumeration files in XLS or CSV format:

  • XLS – Recommended format
    • Microsoft Excel enumeration files have a secondary tab called Translations that you use to translate values for other locales. This tab only appears in XLS format and not in comma-separated values (CSV) format.
    • Keep in mind, Microsoft Excel may strip leading zeros.
    • Can handle up to 65,000 rows.
  • CSV – Use when XLS format does not support requirements
    • Uploading a CSV file will replace all current enumerations with the contents of the file. So, do not use this format unless you are including all existing enumeration data in the CSV file.
    • Since translations are not included, uploading a CSV file will wipe out any existing picklist translations.
    • Can handle over 65,000 rows.

Both file formats contain the following columns:

  • Enumeration – the name of the enumeration to which the information in that row applies
  • Value – a string or numeric value
  • Display Value – a string or resource key that determines how the value is displayed in the user interface

Example (with no translations):

  • XLS Format - Enumerations Tab
    EnumerationDisplay ValueValue
    cus_ContractTypeMaster Services AgreementMaster Services Agreement
    cus_ContractTypeNon Disclosure AgreementNon Disclosure Agreement
    cus_ContractTypeStatement Of WorkStatement Of Work

  • CSV Format

    UTF8

    "cus_ContractType","Master Services Agreement","Master Services Agreement"

    "cus_ContractType","Non Disclosure Agreement","Non Disclosure Agreement"

    "cus_ContractType","Statement Of Work","Statement Of Work"

Create and Manage Enumerations

Creating an Enumeration

First, download an existing enumeration or all existing enumerations:

  1. On the dashboard, select Manage → Administration for Sourcing or Manage → Core Administration for Procurement.
  2. Select Customization Manager → Enumerations.
  3. You can either export all enumerations or specific enumeration lists:
    • For all enumerations in one file, select Export In Excel Format or Export in CSV Format
    • For an individual enumeration file, select theenumeration name → Export
  4. Save the enumeration file to your desktop. Creating a backup copy of the downloaded file is a good safeguard.

Now that you have an enumeration file with the correct formatting, define the new enumeration and its values:

  1. Open the enumeration file
  2. Start a new row and define the name of the new enumeration in the Enumeration column.
  3. Insert values in the Display Value and Value columns.
  4. Repeat steps 2 and 3 for each item that needs to be included in the list.
  5. Save the file.
  6. Select Import on the Enumerations page and upload the file. A message appears confirming the enumeration upload was completed.

Managing Enumerations

You can export the contents of the enumeration file in XLS or CSV format, edit it, and import it back into Ariba Administrator. Keep in mind, if uploading a CSV file, it will replace all current enumerations with the contents of the file.

If you remove or change enumerations, be aware that loss of data due to the removal can break referential integrity. For example:

  • Value objects that were using the enumeration no longer show the display value.
  • For objects that were not yet published, the value selection is removed without notice upon saving.
  • Updates to objects remove the value selection without notice upon saving.
  • If the same value was added again with a different display value, existing objects show the new display value without notice.

If the enumerations you are about to import will break referential integrity by overriding existing enumerations, the SAP Ariba system provides a warning. In addition, the Application.Base.VerifyUnchangedEnumerationValues parameter can be enabled to prevent enumeration uploads from proceeding if the new enumerations would cause data loss by replacing existing enumerations.

See the following Product Documentation for more information: Managing Enumerations

Other Considerations

When an ERP is configured in a Sourcing realm, integration enumerations are automatically created. The integration enumerations should not be removed. Their default setup is designed to drive other functionalities, and modifying the integration enumerations can cause issues when performing a master data search and adding item master data to Events or CLIDs. As a general rule, do not modify integration related enumerations, including those listed below:

  • ariba.contracts.integration.documenttype
  • ariba.contracts.integration.documentcategory
  • ariba.sourcing.integration.documenttype
  • ariba.sourcing.integration.documentcategory

Translate Enumeration

Microsoft Excel enumeration files have a secondary tab called Translations that you use to translate pick list values for other locales.

To create translations for your enumerations:

  1. Access the Translations tab of the XLS enumeration file
  2. Copy the data for the Enumeration, Display Vale, and Value columns from the Enumerations tab to the Translations tab
  3. Assign a translation for each enumeration value by using the Locale and Translation Columns

The Locale column relates to the exact common user Locale and the Translation column is the translated text for that Locale

Translation Tab Example

EnumerationDisplay ValueValueLocaleTranslation
ColorRedReden_USRed
ColorGreenGreenen_USGreen
ColorRedRedes_ESRojo
ColorGreenGreenes_ESVerde
ColorRedRedfr_FRRouge
ColorGreenGreenfr_FRVert

Based on the example above, if the user Locale is French-Belgium fr_BE instead of French-French fr_FR, the translation would not be available because it is not defined in the table.

The full list of Locales is available in the Reference Data Workbook (SAP)

Associate an Enumeration to a Field

The Picklist checkbox is available in the General tab if the field is Normal and Field Type is Text, Text Multiple Select, or Integer.

If Picklist is enabled, two additional options appear in the General tab:

  1. Require Selection – If this setting is enabled, the "No Choice" / null option will not appear. As a result, the system will default the field to the first value in the associated enumeration file. Note, this setting isn’t used often and is unavailable for Text Multiple Select type fields.
    Require Selection – DisabledRequire Selection – Enabled
  2. Choice - Used to associate the field to an enumeration. A member of the Customization Administrator group must load the needed enumeration from Customization Manager → Enumerationsbefore you can choose that option from the Choice drop down

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