Create, Publish, and Manage Versions of Planning Data

With a planning model in SAP Analytics Cloud, you can use version management to organize, compare, and maintain different versions of your data.

About Version Management

You may not need many versions of your historical data. Often, a single actuals version is created and updated by importing data. But when planning for the future, organizations might create many plans for various reasons.

These plans could each use a different version of the data. When working with versions, you can change data in one version without impacting the data in other versions.

Version management lets you manage different versions and types of plans. For example, your organization might create a new version for each new forecast period. You might also need to separate your forecasts from other types of plans like budgets and strategic plans.

Versions exist as a dimension in the model. Modelers could start with multiple versions when importing data to the model and you could create new versions while planning.

You can use version management to complete the following tasks:

  • Manage different types of plans across various time periods.

  • Compare actuals to a forecast by conducting a variance analysis.

  • Explore private planning scenarios separate from public versions.

  • Share your private versions with team members to work together or show your findings.

Examples of Planning with Versions

Conduct a variance analysis between the actual and budget versions in a table.

Often, you’ll need to check whether your actuals data meets the planned amounts by analyzing the variance between the two versions.

Use a forecast layout in a table.

In this example, the Forecast Layout shows actual data for past time periods and forecast data for the future, with a specific cutover date. For more information, refer to Creating a Forecast or Rolling Forecast Layout.

Types of Versions

There are two types of versions: public and private.

Public versions can be viewed by users with the required permissions, but private versions can only be viewed by the owner unless the version is shared.

The following table describes the differences between public and private versions:

Trait Public Version Private Version

How is the version created?

Created by importing it to the model from a data source or by publishing a private version during planning.

Created by a user copying another version during planning.

Can the data be exported?

Yes.

No.

Who can view the data?

Any user with access to the model, unless additional security is applied to the version.

Only the version owner unless they share the version.

When sharing a private version, you can assign permissions as Read Only or Read and Write.

Who can edit the data?

Any user who can view the data, unless additional security has been applied to the version dimension.

If you edit a public version, you will put the version into Edit Mode. This acts like a private version that replaces your view of the public version, until you publish the changes.

Only the version owner unless they share the version.

Who can publish the data?

Users with the required permissions.

Publishing might override changes made by other users, so it is best to keep public edits short and publish often.

Users with the required permissions can publish their private versions to public versions.

Who can delete the version?

Users with the required permissions.

Only the version owner.

Additional security measures applied to the model or version dimension can impact permissions. For example, Data Access Control can be applied to the version dimension to set read or write permissions for public versions. For more information about securing your data, refer to Learn About Data Security in Your Model.

Use Categories to Organize your Versions

You can use the category property to organize your versions by type.

Versions can be organized by the following categories:

  • Actual

  • Budget

  • Plan

  • Forecast

  • Rolling Forecast

You can create multiple versions in the same category. For example, you could create different forecast versions to explore scenarios such as optimistic, baseline, and so on.

A model can only have one public actuals version, which is usually imported from a file or data source. However, you can still create private copies of this version.

A modeler can also define currency conversation rates across a category. For more information, refer to Learn About Currency Conversion Tables.

Video: How to Manage Versions and Categories for Planning

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In this video, you will open the Version Management panel, change data in a public version, see how to publish changes or revert them, create and edit a private version, and publish it to make the data public.

About the Version Management Panel

In SAP Analytics Cloud, you can use the version management panel to view and manage all the versions you have access to.

To access the version management panel:

  1. Select a table or value driver tree.

  2. Select Version Management from the toolbar.

Some version management functions can also be accessed by right-clicking a version name in a table and selecting Version from the menu.

Options for Public Versions
Option Sub-option Description

More

Start Edit Mode

Start Edit Mode on a public verison. For more information, see Planning on Public Versions.

Undo

Undo the last change.

Redo

Redo (reapply) the change that was undone.

Version History

Open the Version History panel to see a list of changes.

Revert

Remove unsaved changes and reset the public version.

Delete

Delete the version.

Details

Display the following information:

  • Name

  • Access Rights

  • Category

  • Type

  • Model

  • Rate Version (currency model)

  • Currency (currency model)

  • Created Date

Copy

 

Create a private version.

Publish

 

Publish changes.

Options for Private Versions
Option Sub-option Description

More

Undo

Undo the last change.

Redo

Redo (reapply) the change that was undone.

Version History

Open the Version History panel to see a list of changes.

Share

  • Read Only: select users that can view the version.

  • Read and Write: select users that can view and edit the version.

  • Unshare: stop sharing the version.

Revert

Remove unsaved changes and reset the public version.

Delete

Delete the version.

Details

Display the following information:

  • Name

  • Category

  • Type

  • Model

  • Rate Version (currency model)

  • Currency (currency model)

  • Created Date

Copy

 

Create a private version.

Publish

Publish

Publish as an update to an existing public version.

Publish As

Publish as a new public version.

Undo, Redo, and Revert Changes to Versions

In SAP Analytics Cloud, you can use the Version History panel to display, undo, redo, or revert changes to versions.

Context

You can use the Version History panel to display all changes made to a private version or a public version in edit mode. This includes changes made in a story and unpublished changes made by processes like data actions or allocations. You can undo or redo those changes by selecting the revision (change) that you want to go back to.

Note

After you publish changes to a version, you won’t be able to revert the changes.

You can access the history of all versions for any models present in the story or analytic application. Only the owner of a shared private version can see its version history.

You can also undo or redo changes outside of the Version History panel in the following ways:
  • Right-click a version name in a table and select these options under the Version option.

  • Right-click a recently changed table cell and select these options from the Version option.

  • From the Version Management panel, select Start of the navigation path More Next navigation step  UndoEnd of the navigation path or Redo.

To access the Version History panel, do the following:

Procedure

  1. Select a table that contains a private version or unpublished changes to a public version.
  2. Choose one of the following options:
    • Select History from the toolbar.
    • Right-click a version name in the table and select Start of the navigation pathVersion Next navigation step  HistoryEnd of the navigation path.
  3. Select the version you want to view.
  4. Make your changes.

Results

The current state is indicated on the timeline and selecting a different state will revert the version to that state.

Creating Versions

To create a new version in SAP Analytics Cloud, copy an existing version to a private version and then edit the new version.

Context

With version management, all new versions are private until they are published.

You can also create a private copy of a public version by selecting a public version in the Version Management panel and dragging it into the private versions list, or by right-clicking on a version name in a table and selecting Start of the navigation pathVersion Next navigation step  Copy VersionEnd of the navigation path.

If your table shows the version dimension, you can also right-click a version header and select Start of the navigation pathVersion  Next navigation step Copy VersionEnd of the navigation path.

Options for Copying Data

When you create a version, you can choose which data you want to include in the new version. If you are copying data from a large version, filtering the data can help reduce the size of your new version and speed up performance.

There are a few options for copying data to a new version:
  • Copy data in recommended planning area: If this option is enabled on your model, you can copy a recommended subset of data defined in the model settings. The recommended planning area is based on data access, data locking, or both. For more information about the recommended planning area, see Optimize Planning Models Using the Planning Area.

  • Copy all data: Copy all data from the orginal version.

  • Choose which data to copy: Manually choose which data you want to copy.

  • Create a blank version: Create an empty version.

Procedure

  1. Select a table.
  2. From the toolbar, select (Version Management).

    The version management panel is displayed.

  3. Locate the version that you want to copy and choose (Copy).
  4. In the Copy Data to a Private Version dialog, enter a name for the version.
  5. Leave the default Category, or change it to something else.
  6. To copy values from the version, select one of the following options:
    Option Description
    Copy data in recommended planning area Copies a recommended subset of data defined in the model settings.
    Copy all data Copies all existing data.
    Choose which data to copy Change the filter values for the new private version.
    Create a blank version Creates an empty version.
    Note
    If your private version exceeds the size limit set up for the model, you’ll see a warning. You can still create the version, but performance may be affected due to its size. For better performance, consider creating a private version and selecting Copy data in recommended planning area or Choose which data to copy to reduce the size of the version.
  7. If currency conversion is enabled, there may be more options:
    • Change conversion: If you're working with a classic account model and your table shows multiple currency rows or columns, you can select the currency conversion that you want to use for planning.

      This isn't necessary for a model with measures, since you can plan on all of its currency conversions.

    • Rate Version: If any rate versions are available, you can choose one to apply those specific conversion rates instead of general rates for the category.

      For a classic account model, you need to choose the base currency (for example, local currency) as your conversion to apply a rate version.

      For details about planning with currencies, see Plan with Currency Conversion.

  8. To copy the comments from the original version to the new version, select Include all comments.
    For more information about comments, see Adding Comments to a Data Cell.
  9. Select OK.

    If you chose Refine Filter, the Set Filters for Account dialog appears; select your new filter options, and then select OK.

    The new version is added to the table.

Results

You can now modify the data in the new private version.

The new version may automatically appear in other tables using the same model if there is no filter on the version dimension.

Making Private Versions Public

In SAP Analytics Cloud, you can save a private version to make it public, either in the same category or as a different category. You can also save edits to public versions.

Context

When you save a private version that has multiple currencies, the data is displayed in the correct currencies.

If you have added comments to the private version, those comments will also be published to the public version. If you don't want the comments published, de-select the option for Include comments. (You can't de-select the comments option when you drag the private version to the public versions section; the comments will be published.)

Procedure

  1. Select a table.
  2. From the Tools menu, select (Version Management).

    The version management panel is displayed.

  3. Locate the version that you want to save and choose one of the following:
    • Start of the navigation path (Publish) Next navigation step PublishEnd of the navigation path publishes your work as an update to a public version.

      Choose the version, and then select OK. By default, the selected version is the one that was initially copied to create this private version.

      If you choose a different public version, you can decide whether to publish the entire version (Publish all data) or only publish the data that was changed in the private version after its creation. For models with measures, all measure values will be published for each set of leaf members that has updates to any of its measures. See Treatment of Measures from the Same Set of Dimension Members for details about this behavior.

      Many of the public version's values could be overwritten when you update it from a different private version, so you should have a good understanding of the differences between the versions before publishing.

    • Start of the navigation path (Publish) Next navigation step Publish AsEnd of the navigation path creates a new public version.

      Select a category, for example Forecast, enter a name for the new version, and then choose OK.

    • Drag the private version to the Public Versions section.

    If you chose to save a new version, the version is now available in the Public Versions section of the Version Management panel. If you chose to update a version, the version is updated. If you saved or dragged a private version, the original private version is no longer available in the Version Management panel.
    Note

    If data access control is enabled for a dimension in the model, it restricts changes to data in public versions, but not in private versions. In a private version, you may want to simulate a scenario that involves changing dimension members for which you do not have Write permissions, for example. In this case, you cannot save the changes to those members to a public version. Only members for which you have Write permissions will be updated. For more information about data access control, see Set Up Data Access Control.

  4. When you are finished, Close the version management panel.

Sharing Private Versions

In SAP Analytics Cloud, you can share a private version with other users. You can choose to make the version read-only, or allow others to edit it.

Context

Security settings may restrict other users from viewing the data if they do not have the same permissions as you. For details, refer to Learn About Data Security in Your Model.

Procedure

  1. Select the table that has the private version that you want to share.
  2. From the toolbar, select (Version Management).

    The version management panel is displayed.

  3. Select the private version from the list and then select Start of the navigation path More Next navigation step  ShareEnd of the navigation path: choose either Read Only or Read and Write.
  4. In the dialog that appears, choose the users and then choose OK.

Results

The private version is shared and a notification is sent. The users can now modify the data.

Note
If you gave the users write access to a shared private version, they may be able to delete it.
Restriction

Only the owner of the private version can see the version history details.

Requirements for Publishing Public Versions

In SAP Analytics Cloud, public versions are often controlled by data privileges and other security measures, such as data locks or validation rules. These features control who can update public versions and what data can be edited.

When working with public versions, permissions applied to a user’s role indicate whether they can read, update, maintain, or delete data from a model.

While all users with read access for a public version can create a private version to plan on, other security settings may be enforced when you publish the version. Security settings will also be enforced when publishing changes to a public version. Examples of security features include the following:

  • Model Privacy and Data Access Control

    Only users with permission to edit the version data can publish changes to a public version. Specific dimension members may also require write permission to update, in which case only the accessible dimensions will update. Model privacy and data access control will also impact publishing permissions. For more information, refer to Learn About Data Security in Your Model.

  • Data Locking

    If data locking is enabled and you made changes while ignoring data locks, data locking will still be enforced when you publish the data. For more information, refer to Configuring Data Locking

  • Validation Rules

    If edits to the version conflict with validation rules defined on the model, the invalid data will be marked with validation warnings. For more information, refer to Check Validation Rule Results and Warnings for Planning

Planning on Public Versions

In SAP Analytics Cloud, you can edit public versions directly if you have the required permissions. Editing a public version creates a temporary private version that only you can see until the changes are published.

Context

When you make edits to a public version, the version is put into Edit Mode. This creates a private version of the public version that only you can see until the changes are published.

You can leave edits unpublished to resume later, however, it is best to publish changes often when editing public versions. If other users are editing the same version, your changes could overwrite theirs when you publish because the most recent update will overwrite previous states.

You can also use Version Management APIs to publish, delete or revert data from planning versions even if the table is not planning-enabled. For more information, see Using Version Management APIs on Data Models for SAP Analytics Cloud

Using the Recommended Planning Area

When you put a public version into Edit Mode, you define the planning area for that version. The planning area corresponds to a versions' data that is used for all planning actions, for example, entering values or running data actions. If the model has a recommended planning area defined, the recommended planning area will be put into Edit Mode to optimize performance when working with large versions. The scope of the recommended planning area is configured in the model settings, and defines a slice of data that you can plan on based on data access control, data locking, or both. For more details about the planning area, see Optimize Planning Models Using the Planning Area

If your model has a recommended planning area applied, you can still choose to put all version data into Edit Mode by manually selecting Start Edit Mode on a public version in a table or the Version Management panel. However, write permissions still apply and you will only be able to publish changes within your write permissions.

Note

Data actions will only run on data within a public versions' planning area when the version is in Edit Mode. If you use the recommended planning area, data actions will only run on this data. If you put all version data into Edit Mode, data actions may run on all version data, however, write permissions will still apply.

Procedure

  1. Make your edits to a public version in a table.

    If a recommended planning area has been defined on the model, this data will be put into Edit Mode once the first changes are made.

    • If you want to manually decide which data to put into Edit Mode, do one of the following:

      • Choose your public version in the Version Management panel and select Start of the navigation path Next navigation step Start Edit ModeEnd of the navigation path.

      • Right-click the version name in a table and select Start of the navigation pathVersion Next navigation step Start Edit ModeEnd of the navigation path.

      If your model has a recommended planning area defined, you can choose from the following options:

      • Recommended Planning Area: Only a recommended subset of data will be put into Edit Mode, which can help optimize performance on large versions.

      • All Version Data: All data in the version will be put into Edit Mode.

  2. After you have finished your edits, do one of the following actions:
    Option Action

    Publish all the public versions that you are editing.

    Choose one of the following options:
    • Select Publish Data from the toolbar.
      • In the Publish Data window, you'll have a chance to check which versions are involved.

    • Navigate to another part of the application, then select Publish and Leave.
      • You can select Show Details to check which versions are involved

    Publish or revert one public version.

    1. Select a table with the public version you want to publish.

    2. Select Version Management from the toolbar.

    3. Select Publish for the version you want to publish.

    4. Select which version you want to publish your changes to, then select Publish.

    Revert changes for one public version.

    1. Select a table with the public version you want to publish.

    2. Select Version Management from the toolbar.

    3. Select Start of the navigation path More Next navigation step  RevertEnd of the navigation path for the version you want to revert, then select OK.

    Publish or revert changes to multiple versions.

    1. Select Start of the navigation pathPublish Data Next navigation step  AdvancedEnd of the navigation path from the toolbar. A dialog appears, prompting you to revert your changes or publish them. Choose one of the following options:
      • Next to each version, select either Revert or Publish.

      • To update all the versions at once, select either Revert All or Publish All.

    2. Select OK.

    Some data actions will publish changes to a target version automatically. In this case, all unpublished changes to the public version will be published.