Complete Your Tasks in Stories and Analytic Applications

Access your story or analytic application from the SAP Analytics Cloud calendar or an email notification, and finish your work from within the story or analytic application.

Stories and analytic applications can be attached to calendar events and serve as work files for you as assignee or reviewer. Inside the stories and analytic applications an integrated task menu bar supports you to finish your tasks and to get an overview of your data.

Note

The integrated task menu bar in stories and analytic applications is only availabe for calendar tasks, not for calendar processes.

This image is interactive. Hover over the white boxes for a description and click on them for more information.

This graphic illustrates the workflow how people can access calendar events, and how assignees and reviewers can work directly in stories and analytic applications to enter and review data. Access your task from a notification, an email, your Calendar Highlights tile on the home screen, or the Work Files section in the calendar Details panel. A task menu bar helps you work on your task and enter your data. If you don't want to work on the task, you can decline it. Once finished, you can submit the task and your data changes are published automatically. A task menu bar helps you work on your task and review the data. If you don't want to work on the task, you can decline it. Once finished, you can approve or reject the work of the assignees. Any data changes from you are published automatically.

Access Your Task

Access your task from a notification, an email, your Calendar Highlights tile on the home screen, or the Work Files section in the calendar Details panel.

There are a few ways to access stories and analytic applications from the calendar:

  • If you're the assignee or the reviewer of a task, you can access stories and analytic applications directly through the email or the notification you got when the task was activated. To read your notifications choose (Notifications) on the shell bar.

  • If you're assigned to a task with links to multiple stories or analytic applications, you'll get a link to access the calendar, instead of the story or the analytic application. The task opens in the Details panel. Under Work Files, you can choose which story or analytic application to work on.

  • You can access stories and analytic applications from the Calendar Highlights tile on the home screen.

  • You can access stories and analytic applications by selecting your file under Work Files in the calendar task's Details panel. Typically, creators or owners of a task choose this option in the calendar.

Note

If the owner has set filter values in the model they added as context to the task, these same filters will apply to your story and analytic application.

Note

When accessing analytic applications, your application will be displayed in view mode.

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Work on the Data Entry or Decline the Task

A task menu bar helps you work on your task and enter your data. If you don't want to work on the task, you can decline it.

Work on the Data Entry

Once you've entered the story or the analytic application, you can proceed in different ways:

  • In the story or the analytic application, you can find a task menu bar. If you hover over the task title, information on the task that belongs to the story or the analytic application will pop up. You can now choose to work on your task.

  • If multiple tasks link to the same story or analytic application, a dropdown menu appears displaying your open tasks. Select a task to work on it.

  • When you select Details, the Details panel for the task opens.

    • You can enter your progress by changing the percentage values.

    • To start a discussion with other people involved in the task, select (Open Discussion).

    • You can add your personal notes in the Private Memo. Text that you enter in the memo will only be visible to you.

  • In the Details panel, you can go back to the calendar by clicking (View in Calendar). This is helpful in case you'd like to add more files. You can also forward your task to someone else by changing the assignee of the task.

Decline the Task

If you don't want to work on the task as an assignee, click Decline.

  • You can choose to decline the task for your role only, or on behalf of all assignees.

  • You can decide if you'd like to remove the task from your calendar, or if it should stay there in status Canceled.

    If you choose to remove the task from your calendar, the task menu bar will disappear. If there are other tasks for the same story or analytic application that require action from you, you can access these from the corresponding notifications, emails, your Calendar Highlights tile on the home screen, or the Work Files section in the calendar Details panel.

    If you choose to keep the task in your calendar, the task will be displayed in the task menu bar in status Canceled. If there are other tasks for the same story or analytic application that require action from you, you can select the next task from the dropdown menu in the task menu bar.

The owners will be notified accordingly.

If all assignees decline the task, it switches to status On Hold and all involved people will be notified.

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Submit Your Task

Once finished, you can submit the task and your data changes are published automatically.

Once you've finished your work as an assignee, click Submit.

  • If you've changed data, these will be published.

    In the Submit dialog, click Show Details to see which versions will be published and which models are affected.

    Note

    It's not possible to publish only the data changes in the context the task owner defined for you. Your changes will be published in all public versions that are in edit mode in this story or analytic application.

  • If the task has a reviewer, the reviewer gets a notification that the task is open, and the other assignees get a notification that the task is completed.

    If the task has no reviewer, the involved users get notified that their task has been completed.

The task is displayed in the task menu bar in status Successful. If there are other tasks for the same story or analytic application that require action from you, you can select the next task from the dropdown menu in the task menu bar.

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Work on the Data Review or Decline the Task

A task menu bar helps you work on your task and review the data. If you don't want to work on the task, you can decline it.

Work on the Data Review

Once you've entered the story or the analytic application, you can proceed in different ways:

  • In the story or the analytic application, you can find a task menu bar. If you hover over the task title, information on the task that belongs to the story or the analytic application will pop up. You can now choose to work on the data review.

  • If multiple tasks link to the same story or analytic application, a dropdown menu appears displaying your open tasks. Select a task to work on it.

  • When you select Details, the Details panel for the task opens.

    • You can enter your progress by changing the percentage values.

    • To start a discussion with other people involved in the task, select (Open Discussion).

    • You can add your personal notes in the Private Memo. Text that you enter in the memo will only be visible to you.

  • In the Details panel, you can go back to the calendar by clicking (View in Calendar). This is helpful in case you'd like to add more files. You can also forward your task to someone else by changing the reviewer of the task.

Decline the Task

If you don't want to work on the task as a reviewer, click Decline.

  • You can choose to decline the task for your role only, or on behalf of all reviewers.

  • You can decide if you'd like to remove the task from your calendar, or if it should stay there in status Canceled.

    If you choose to remove the task from your calendar, the task menu bar will disappear. If there are other tasks for the same story or analytic application that require action from you, you can access these from the corresponding notifications, emails, your Calendar Highlights tile on the home screen, or the Work Files section in the calendar Details panel.

    If you choose to keep the task in your calendar, the task will be displayed in the task menu bar in status Canceled. If there are other tasks for the same story or analytic application that require action from you, you can select the next task from the dropdown menu in the task menu bar.

The owners will be notified accordingly.

If all reviewers decline the task, it switches to status On Hold and the owners will be notified.

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Approve or Reject the Work Result

Once finished, you can approve or reject the work of the assignees. Any data changes from you are published automatically.

Approve the Work Result

If you have finished your work as a reviewer, click Approve.

  • If you've changed data, these will be published.

    In the Approve dialog, click Show Details to see which versions will be published and which models are affected.

    Note

    It's not possible to publish only the data changes in the context the task owner defined for you. Your changes will be published in all public versions that are in edit mode in this story or analytic application.

  • If the task has one review round, the owners get a notification that the task is completed.

  • If the task has multiple review rounds, the reviewers of the next round are informed that the task is open now.

  • If the task has multiple review rounds and this was the last review round, the owners get a notification that the task is completed.

The task is displayed in the task menu bar in status Successful. If there are other tasks for the same story or analytic application that require action from you, you can select the next task from the dropdown menu in the task menu bar.

Reject the Work Result

If you disapprove the work of the assignees as a reviewer, click Reject.

  • If you've changed data, these will be published.

    In the Reject dialog, click Show Details to see which versions will be published and which models are affected.

    Note

    It's not possible to publish only the data changes in the context the task owner defined for you. Your changes will be published in all public versions that are in edit mode in this story or analytic application.

  • The assignees get notified that their task has been reopened and they can keep working on the task.

    In a dependency chain, all preceding events will be reopened until there's an event in the chain that has assignees. This can be a general task, a composite task, or a process with assignees. In a hierarchy, all parent events will be reopened.

    Example

    For example, there are review tasks that start once preceding processes have been successful:

    Let's assume that you're the reviewer of the review task Review PM – Laptop and you select Reject:

    Your review task Review PM – Laptop will be set to On Hold and the processes this review task is dependent on, namely Budget 2022 – Data Collection – United States and Budget 2022 – Data Collection – Europe, will be set to Open. The assignees of these processes can decide which child events to reopen. If these processes don't have assignees, then all their child events will be set to Open, as well.

  • If a dependency chain includes a data locking task that starts once its dependency event has been successful, the data locking task will be reopened and the reverted lock state that the task owner defined will be applied to the data. If the reverted lock state is set to Open, the assignees of a preceding general task can adapt the data.

    Example

    For example, there's a sequence of tasks including a data locking task:

    Once you reject the work of the assignees in the review task Review Profit&Loss Forecast Q4 2022, both the general task Profit&Loss Forecast Q4 2022 and the data locking task Lock Profit&Loss Forecast Q4 2022 will be reopened. The reverted lock state that is set to Open will be applied and the assignees can change their data entries.

  • If there are events in the dependency chain that start once their dependency event reaches status Open, which means both the dependency event and the dependent event start at the same time, the dependent event won't be reopened upon your rejection.

    Example

    For example, there's a sequence of tasks with two tasks starting at the same time as their dependency events:

    The manual data locking task Restricted Data Locks starts once the general task Budget Q1 2023 is in status Open. The review task Review Budget Q1 2023 starts once the general task Budget Q1 2023 is successful. At the same time, the automatic data locking task Lock Budget Data starts, as it is set to start once the review task is in status Open.

    Once you reject the work of the assignees in the review task, only the general task will be reopened. Both data locking tasks won't be reopened.

The task is displayed in the task menu bar in status On Hold. If there are other tasks for the same story or analytic application that require action from you, you can select the next task from the dropdown menu in the task menu bar.

Note

If you're a reviewer working on a review task, you're the assignee of the review task.

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Video: How to Complete Planning Workflows Using the Calendar

In this video, you will explore how different users can complete tasks designated in the calendar to complete a typical planning workflow.

Open this video in SAP Media Share

Learning Tutorials

Learning tutorials let you click through the workflows for assignees and reviewers interactively.

Click through the interactive tutorial illustrating how to work on a general task in step-by-step instructions (2:00 min); the tutorial is captioned exclusively in English:

[To start the interactive tutorial, click here or on picture]

Click through the interactive tutorial illustrating how to work on a review task in step-by-step instructions (2:00 min); the tutorial is captioned exclusively in English:

[To start the interactive tutorial, click here or on picture]
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