Running Reports in SpotlightXL

Overview

In the Report > Run, users can execute reports based on the current design layout and access detailed data through Drill Through. They can refresh report data, save changes to leaf-level cells, and take snapshots for sharing. Additionally, users can manage data entry with prompts for unsaved changes and utilize the Metadata Viewer for deeper insights. Below are the actions available for the Run subtask:

Drill Through

The Drill Through feature allows users to access detailed data from a report. If this option is not visible in the menu, it indicates that the report lacks drill-through data. The information presented on the Drill Through detail page is determined by the model’s configuration. Specifically, Master Models that pull data from HACPM_Financial or external sources are equipped to support this functionality, enabling deeper insights into the data hierarchy and relationships.

How to Drill Down into Detailed Data in a Report?

1. In SpotlightXL, go to Report >Run.
2. Select a report.
3. Select one or more data cells.
4. Click Drill Through. The Drill Through detail page opens, if available.
   
5. Click Go Back to close the Drill Through detail page.
   Note:

   The Drill Through will display either code or display label based on the display property of the view or report. Also, the display label will be based on the source model. In the image below, Display Label is selected for Display on the Report Properties page so Display Label is displayed when Drill Through is performed on that same report.
   

Refresh/Refresh All Open Reports

This action refreshes the worksheet data after changes have been made to either the format or the data. If multiple sheets with reports are open, select Refresh All Open Reports to update data in each sheet.

Save Data

The "Save Data" option allows users to save changes made to leaf-level data in reports. If this option is not available, saving is not enabled for that report, and users need to ensure "Enable Save" is set to either "Calculation Model" or "All Models" in the Report Properties. It's important to note that only leaf-level changes can be saved; attempts to save rollup member changes will be ignored. See Enabling Menu Items in Views and Reports: Save Data and Breakback.

If the report consists of a combination of leaf-level and rollup-level cells, then the validation is not run. The leaf-level cells will be saved and the rollup-level cells will not be saved. This validation is applicable only when Enable Save is set to the Calculation Model. If Enable Save is set to All Models, no validation is performed.

Breakback

The Breakback feature allows users to allocate changes in numeric data from the top down by selecting a spread method. If the option is not visible in the menu, it indicates that saving is not enabled for the report. Users can refer to the guidelines for enabling menu items in Views and Reports to activate this functionality. For details, see Enabling Menu Items in Views and Reports: Save Data and Breakback and Breakback from View or Report.

Snapshot - Send Email/Save

The Snapshot feature allows you to capture a static image of a report, making it easy to store or share without the need for live interaction. This functionality is useful for preserving the current state of a report for future reference or for collaboration with other users.

Select from two options.

• Select Save to save the snapshot to the report folder structure.
• Select Email to receive an email with a link to the snapshot, which you can share with other users of the application.

Saving the Snapshot

When you select Save, the snapshot is automatically named after the report and appended with a date and time stamp.

There is a dedicated folder called Snapshot in the folder structure where all snapshots are saved. Snapshots in the Snapshot folder are stored alpha-numerically.

Snapshots are not backed up when performing a model backup. So, when restoring a model you will not see the snapshots that are saved in the model. Snapshots can be viewed in SpotlightXL and Spotlight Web.

Providing Access to Saved Snapshots

Reviewer and Contributor users must be given access to view a saved snapshot. To provide Reviewers and Contributors with access:

How to Grant Snapshot Access to Reviewers and Contributors?

1. In SpotlightXL, navigate to the Manage > Group Management > Group Access.
2. Select the Snapshot artifact.
   
   
   
3. Select the desired Group and Model.
4. Once selected, you will see the list of saved Snapshots along with the available groups and then you can provide access to each group by selecting or typing Yes.
   
   
   
   Note:

   Power Users have access to all saved snapshots.

Deleting Snapshots

Saved snapshots can be deleted from the snapshots folder by selecting the snapshot, right-clicking, and selecting Delete.

Audit Log for Snapshots

Every time a user saves, emails, or deletes a snapshot, an audit entry is created in the Audit Log as shown below. The Audit Log can be accessed by selecting the Manage task and the Application Administration > Audit Log.

Emailing a Snapshot

Once the link to the snapshot is emailed to the user, it will expire after 72 hours. During that time, the same user can forward that email link to other team members or management for collaboration and review. Unlike saved snapshots, there is no group access security applied to emailed snapshot links. For Saved Snapshots, the Power User needs to provide group access so that Contributor & Reviewer users can access the saved snapshots.

Users who want to access the Snapshot from the email link need to be authenticated. So if the user is not logged into Dynamic Planning, the system will ask the user to provide login credentials. Only once the user is authenticated will the Snapshot be opened.

If the user is already logged into Dynamic Planning, then clicking the snapshot link in the email will open the Snapshot. Also, unlike saved snapshots, emailed snapshots are not available in the Snapshots folder.

More

This action groups together the Metadata Viewer, Capture Data, Capture Entire Workbook, and Copy Formulas commands.

Metadata Viewer

The Metadata Viewer provides information about the model and dimensions that make up the SpotlightXL cells. When users are running a report, they may want to see additional information about the POV, rows or columns headings, or data cells. Metadata Viewer is similar to Design Manager in Report Design but everything the user sees in the Metadata Viewer is read-only. To use the Metadata Viewer, select one or more SpotlightXL cells, then select the More menu, and Metadata Viewer.

The Metadata Viewer tells the user which model is being used and the particular dimension members that make up the data intersection.

Users can also select a group of cells and then select Metadata Viewer. The viewer then displays all dimension members in use. Metadata Viewer can also be used in cases where a report has data from multiple models.

Capture Data/Capture Entire Workbook

This action captures metadata for report intersections and converts the report to an Excel Report. You can Capture Data from either Run mode or Design mode. With this option, you can convert your existing reports into Excel Reports, without having to redesign the reports from scratch.

Additionally, if you have existing formatted reports in a workbook with multiple worksheets, you can convert all tabs to Spotlight formulas with one action, Capture Entire Workbook.

Copy Formulas

This action converts the selected cells to Spotlight formulas and copies the converted cells to the Clipboard. The cells remain on the report as they originally were; they are not replaced with Spotlight formulas as they are with the Capture Data menu commands. Once the formulas are on the Clipboard, you can use Paste Formulas in Excel Reports or Spotlight for Office documents.

Data Entry in Reports

This only applies when the user activates save data. You can change the data displayed in a view or report. When you enter a numeric value and press Enter, the cell changes to a yellow background, which indicates that the data change is unsaved. 

Entering numeric values follows the same rules as Excel. When entering a value over 1000, for example, do not type the thousands separator; just type the digits. Also, if you are viewing numbers in a currency, such as the Euro, Dynamic Planning honors the thousands separator”.” instead of “,” and the decimal separator of “,” instead of “.”. 

To save your data changes, click Save Data. Only changes to leaf-level data are saved. If you change data in a parent cell, it is ignored when you click Save Data. 

Dynamic Planning warns you if you attempt to navigate away while there is unsaved data on the screen. If you choose an option that would change the display of data on the screen, Dynamic Planning will prompt you if you have not saved data changes. See also: Save Data.