Configuring Data Locking

Data locking lets you specify areas of model data that cannot be changed by planning operations or by importing data from files or data sources.

Prerequisites

Data Locking must be enabled in the model preferences. For more information, see Model Preferences.
You must have the appropriate permissions to configure data locking. For example, users with the Modeler role are granted these permissions. If you are a data lock owner, you can open the Data Locking page and change the state of locks that you own with the Planner Reporter role. For more information, see Permissions.

Context

You configure data locks in a grid layout, by choosing driving dimensions and setting combinations of their members as locked, open, or restricted.

In a story, locked and restricted cells for public versions appear as read-only, and cannot be changed by data entry or other planning operations.

Optionally, you can also delegate ownership of the data locks on members of a dimension. Data locking owners can change the state of the locks that they own. As well, restricted data is treated as open data for its data locking owners.

If you want to, you can also delegate ownership of the data locks on members of a dimension. Data locking owners gain a few privileges for the data that they own:

They can make changes to restricted data.
They can set locks to a more restrictive state, for example, Open to Restricted, or Restricted to Locked.
For members that are children or descendants of the member that they own, they become data locking managers. They can open restricted or locked data that they manage. For example, as the data locking owner for Footwear in EMEA, you become the data locking manager for Sneakers in Germany. You can't change the overall value for Footwear in EMEA once it's locked, but you can unlock different products and countries to change the distribution of that value.

If you're using data locking frequently in your planning processes, you can create a data locking task in the calendar to establish a schedule and coordinate with data locking owners. See Creating Data Locking Tasks for details.

For example, if your organization is carrying out a forecast across different regions for 2018 Q4, this feature allows you to lock all the model data for regular users, and grant permission only to regional managers to update their own region’s data for the Forecast version in 2018 Q4. For a detailed workflow based on this example, see Example: Applying Data Locks to a Regional Forecast.

Note

Data locks do not apply to users with the Admin role, or the user who created the model. These users can always publish their changes to public versions, even if they affect locked data.
Users with the appropriate permissions can also configure data locks in a story. To do so, select a table that shows the relevant data and choose . For more information, see Table Menu Options on Story Pages.
Users working with a table in a story can also apply value locks, which are a separate feature from data locks. For more information, see About Value Lock Management.

Procedure

Select (Configure Data Locks).

The Data Locking page is displayed, with the driving dimensions pre-filtered based on the members of the ownership-enabled dimensions that are owned by the current user.
Set the driving dimensions.
If you are configuring data locking for the first time for this model, the driving dimensions are displayed. Otherwise, select (Edit Driving Dimensions) to show them.

You apply data locks to sets of members from each driving dimension. For example, if you want to lock the 2018 Forecast for North America, you can use Version, Date, and Organization as your driving dimensions.
Note
- Version and Date are mandatory driving dimensions.
- Any data lock settings that are configured for the existing driving dimensions will be reset when you add a driving dimension.
1. To add a new driving dimension, select +Add a new Driving Dimension and choose the dimension from the list. A maximum of four driving dimensions is allowed.
2. To delegate ownership of the locks applied to specific members of the dimension, select the checkbox in the Enable Ownership column.
3. If a Responsible Person column has been set up for the dimension to identify responsible users for each member, you can select Copy Responsible Users to set these users as data locking owners.
  
  These settings can be edited later, on the Data Locking page or in the Modeler.
4. When you have finished configuring driving dimensions, select Finish Editing.
Drill, filter, and hide the driving dimensions as necessary.
- To filter the members of a driving dimension, select the dimension.
- To set the drill level, select (Drill dimension) next to the dimension name.
- To hide dimensions from the grid, select (Show / Hide Driving Dimensions) and deselect the dimension. Any changes to the lock states will apply to all members of the hidden dimensions.
The (Apply the ownership-based filters) button can be used to apply and reset the filters.
It behaves as follows:
- If the button is selected, clicking it resets all existing filters (all filters will be removed from all dimensions).
- If the button is not selected, clicking it applies the ownership-based filters. For driving dimensions without ownership enabled, empty filters are applied.
- If the button is selected, and you manually change any filters, the button becomes deselected.
- If there are no ownership-based driving dimensions, or if you don't own any members of the existing driving dimensions, the button is disabled.
Select Show Grid to display a grid of the driving dimensions where you can set the lock state of each cell.

Note
When you're setting up data locking, the grid always shows the default hierarchy of each driving dimension. Use these default hierarchies when you're entering data in a story too, so that you can see the lock state of each cell. If you display a different hierarchy for a driving dimension, you might enter data to locked cells. In this case, you'll have to discard those changes to publish your data.

Note
The default setting is determined by the Default Lock State in the model preferences.
To set the lock state for a cell, choose the cell that represents the appropriate combination of members, select and choose the state from the list:
- Open: Values are unlocked for this combination of members in table, and can be changed by any users who have permissions to enter values for the model.
- Restricted: Values can be changed only by a user who has effective ownership of locks on this combination of members.
- Locked: Values cannot be changed for this combination of members in a table.
When you change the state for a parent member in a dimension, the same state is applied to its child members as well. For example, if you lock North America, then the United States and Canada will also be locked.
If necessary, set data locking owners.

When you set a cell to Restricted, you can set owners for the member of each driving dimension with data locking ownership enabled.
1. Select the restricted cell and choose (Select owners of the selected slice).
2. Select Add Owner under a driving dimension and choose one or more owners for the selected member of that driving dimension.
  Note
  - When multiple driving dimensions have data locking ownership enabled, a user must own the appropriate member from each dimension to receive ownership privileges for a specific cell. These users are known as effective owners. The effective owners for a cell are listed in the Set Owners page.
  - If you chose a parent member, the selected users also receive ownership of its children.
3. Select OK.
4. Continue setting owners for restricted cells as necessary.
When you have finished setting locks in the grid, select Close to return to the model.

Results

The data locks that you configured are applied to the model data in stories.

For the dimensions that have data locking ownership enabled, the Data Locking Owner column is added in the Modeler. You can add data lock owners for each member by adding their IDs in this column.