File Cabinet Fields

The steps below provide an example on how to create a Report Collection.

1. Select Report Collection from the Add sub-menu in the File Cabinet.

2. On the Report Collection General Information page, enter information to identify your Report Collection (Code and Name).

3. Select Financial, Sales or Workforce for Reporting Area. Reporting areas must be configured and applicable to be displayed. For example, if you are not using Planful Sales Forecasting, the Sales option is not available.

4. For Select Folder, identify the folder within the File Cabinet where you want to store the Report Collection. You must have full control or edit folder privileges to add a Report Collection. Only those folders in which you have full control or edit privileges are displayed in the Search pane (opened by clicking Search ).

5. Click Reports to open the Report Selections page where you add reports to your Report Collection, select bursting criteria, dimensions, and apply member selections.

6. Add a new tab to the Report Collection for each bursting method by selecting the tab drop-down to open the list box where you can select to Add a new tab, Duplicate or Delete the current tab. The maximum number of tabs that can be added to a single Report Collection is ten. Contact Support to increase this number.

7. In the Add Report field, add one or more reports to the tab. Click arrow to open the Search dialog page to locate reports to add to your Report Collection. Search results are based on the Reporting Area selected in the General Information tab. A single report can be added multiple times in a single bursting tab. Additionally, a single report can be used in multiple tabs in the Report Collection or across Report Collections. Only Dynamic Reports can be added to a Report Collection. Added reports are displayed in the Selected Reports pane. Under Action, you can:

   • Delete a report.

   • Move the report up by one place.

   • Move the report down by one place.

     The order of the selected members for each bursting dimension is retained in Report Collection output. For example, in the image below the bursting dimension is Scenario. The members selected are Actual, Capital Budget, Template Delete Budget, and Capital Forecast. The placement of these members will be retained when the Report Collection runs.

     

8. Enter a name to identify bursting criteria in the Bursting Criteria Name field.

   Select from one of the four

   Bursting Methods:

   1. Single Dimension Multiple Members – Use this method so that each report selected in the Report Collection is run for each individually selected bursting member. A single bursting method can be used multiple times in a single Report Collection. Selecting this option allows for the selection of one dimension as the bursting dimension. Member selections are then made available based on the selected bursting dimension, which means they are subject to Dimension Security.

      In the example below Income Statement, Balance Sheet and Expense Report are run for the Head Office, Redwood City, and New York locations individually. Report outputs generated are:

      • Reports Selected: Income Statement, Balance Sheet, Expense Report

      • Bursting Dimension: Location

      • Member Selections: Head Office, Redwood City, New York

      • Redwood City, and New York locations individually. Report outputs generated are:

   2. Head Office: Income Statement, Balance Sheet, Expense Report

   3. Redwood City: Income Statement, Balance Sheet, Expense Report

   4. New York: Income Statement, Balance Sheet, Expense Report

   5. One output file is generated for each location and one sheet/page in Excel/PDF is generated for each report selected. Within the output file, the member selected first in the bursting selection is listed and the reports are added for this member in the same order in which they were selected in the Reports section.

   6. Generate Single Output File for Selected Members - Generate a single output file (Excel or PDF) for all members in the Bursting tab when Single Dimension, Multiple Members is selected as the Bursting Criteria Method. If this checkbox is selected and Generate Single Output File is not selected on the Settings page, one Excel or PDF file is generated for all members in the bursting tab where the checkbox is selected. If the Generate Single Output File for Selected Members checkbox is not selected and the Generate Single Output File is not selected on the Settings page, one Excel or PDF file is generated for each bursting member on the bursting tab. If the Generate Single Output File checkbox is selected on the Settings page, the status on the Generate Single Output File for Selected Members is ignored and one consolidated file is generated for all bursting tabs in the Report Collection. When you save a Report Collection, the Generate Single Output File for Selected Members checkbox setting is retained. When you perform a Copy or Save As, the Generate Single Output File for Selected Members checkbox setting is copied or saved. This setting is also retained for Report Collection integration with Cloud Scheduler.

   7. Multiple Dimensions Single Member – Use this method to select multiple dimensions for bursting. Each report selected in the Report Collection is run for a combination of the member selections made on each dimension. All dimensions/attributes/attribute hierarchies applicable for the selected reporting area are displayed.

      • Reports Selected: Income Statement, Balance Sheet, Expense Report

      • Bursting Dimensions: Company, Location

      • Member Selections: Company – HA RWC, Location-Head Office

      • In the example above, Income Statement, Balance Sheet, and Expense Report are run for HA RWC-Head Office locations. Report outputs generated are:

      • Income Statement for HA RWC-Head Office

      • Balance Sheet for HA RWC-Head Office

      • Expense Report for HA RWC-Head Office

      • A single output file is generated for HA RWC-Head Office and one sheet/page in Excel/PDF is generated for each report selected.

   8. Multiple Dimensions, Multiple Members - If this option is selected, multiple dimensions can be selected. For each dimension, multiple members can be selected from the hierarchy in a bursting tab. A single Excel or pdf file is generated for each bursting tab where the Multiple Dimension, Multiple Members bursting method is selected. If Generate Single Output File is selected in Settings, one Excel or pdf file is generated across all bursting tabs in the Report Collection.

      One the report is generated for every distinct combination of members across all dimensions selected for bursting, if there are multiple reports added in the bursting tab, all reports are run for different combinations of the first member in the dimension and then the next member is picked. This means that the number of reports generated in the Excel or pdf file is equal to the number of reports selected times the number of members in dimension 1 times the number of members in dimension 2 times the number of members in dimension 3 and so on. Please read the example below, which depicts this explanation.

      You create a Report Collection and select the Multiple Dimensions, Multiple Members bursting method as shown below. In this example, the Report Collection has 2 reports, 2 bursting dimensions.

      

      Now, save the Report Collection and run it. When the Report Collection is processed, 8 reports are generated for the above combination of reports, dimensions and members. And, they are generated in the order shown below.

      

   9. None - If this option is selected, there are no bursting dimension or member selections. The result is a simple Report Collection or book. Each report is run independently based on its own member selections. A single output file is generated for the tab and one sheet/page in Excel/PDFis generated for each report selected.

9. For the Dimensions field (disabled if None is selected for Method) select one bursting dimension when the Single Dimension Multiple Members method is selected or select multiple bursting dimensions when the Multiple Dimensions Single Member method is selected. Once the dimension is selected, click the Add located next to the list box. Doing so will add the dimension members to the Members box. Then, select another dimension and click Add to load associated members to the Members box. You can continue to add dimensions using this method.

10. Members associated with the selected dimension are displayed in the Members field. Click Add/Remove Members to add or remove bursting dimension members and open the Select-Members dialog page where you can select to display All dimension members or Mapped members only. The following options are available in the Selected list box:

    • Selected (default) - Members in the tree, as selected by user

    • Children - Immediate children of members, as selected by user

    • All Children - All levels of children under the selected member

    • Selected + Children - Selected members, and their immediate children

    • Selected + All Children - Selected members, and all levels of children under them

    • Leaves - Leaf members at all levels under the selected members

    • Selected + Leaves - Selected members, and their leaf members, at all levels

    • Selected + Parents - Selected members, and their immediate parents

    • A Display Parents Last checkbox is available for the Selected + Children, Selected + All Children, Selected + Leaves, and Selected + Parents options.
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    The following options are available for the Time dimension:

    • Year

    • Quarter

    • Month

    • Trailing

    • Note:

      The Period dimension in Sales does not support the additional Time dimension options.

      Click OK to exit the Select - Members dialog page.
      
      

      Note:

      Member selections on page dimensions can be modified for each report added to the Report Collection. These selections are saved to the Report Collection and do not affect the selections made on the source Dynamic Report. By default, the member selections made within the Dynamic Report setup page are displayed for each dimension. Member selection on non-bursting page dimensions can be modified in this section for the Report Collection. All member selections are subject to Dimension Security. If the page dimension is locked in Dynamic Reports, it will be displayed with a lock symbol in the Report Collection. All associated dimension members cannot be edited when the dimension is locked.

11. Click the Settings tab to select Report Collection output settings.

12. Select an Output Format (Excel, PDF, or Google Sheets). A Report Collection can have only one output format configured and the same format applies to all the reports added to the Report Collection. (Google for Work must be configured by your System Administrator in order to enable export for Google Sheets.)

    You can select the Suppress Empty Reports checkbox to exclude a blank report from the Report Collection output file.

    You can apply the recipient’s dimension security to the Report Collection output files using the Apply Bursting Dimension Security of Recipient checkbox. If the Apply Bursting Dimension Security of Recipient checkbox is selected for every user added in the distribution list, the corresponding reports are generated after applying specific dimension security. The selected dimension security is applicable to PDF, Excel, and Google Sheet output.

    Note:

    The existing Report Collections are run based on the sender’s dimension security.
    Note:

    The sender’s dimension security will be applied to the reports for the Non-Planful users and for the recipients who are in CC in the distribution list.
    Note:

    If a user group is added in the distribution list, the output is generated for every distinct dimension security combination of the individual users within the user group.

13. Select the Generate Single Output File checkbox to generate a single workbook with an individual sheet for each report in Excel. For PDF, a single PDF file is generated and each report consumes a single or multiple pages based on report size. If this option is not selected, the number of output files generated depends on the bursting criteria applied. If the Single Dimension Multiple Member method is applied, one output file is generated for each member selected on the bursting dimension. Each output file will contain a complete set of reports run for one member on the bursting dimension. If the Multiple Dimensions Single Member method is selected, one output file is generated for each bursting tab (available on the Reports page) in the Report Collection. If None is selected, one output file is generated for each bursting tab.

14. Enter a file name in the Custom File Name field for the output when Generate Single Output File is selected.

15. The Custom File Output checkbox is available when Generate Single Output File is selected. Select to enter a File Name for the output. When Custom File Name is not selected and the output format is Excel, the following fields are available:

    • Report Collection - The code and name that you entered on the General Information tab. The label is a combination of the report code and name. Select which you would like to appear on report output.

    • Report Bursting - Include the bursting name in the report output. The name was entered on the Reports tab.

    • Member– Select to include dimension member name, code, label, or no dimension information in the report output.

      Note:

      You can select the None option to exclude the report collection name in the Output File Name from the generated output. You must select at least one value from the Report Collection or Report Bursting or Member drop-down lists. You cannot select None in all the drop-down lists.
    You can Exclude or Include the date and time stamp in the Report Collection output file name from the Date and Time field.
16. Further customize Excel sheets by including sheet names. Select Report to include the report name, label, or code for each sheet. Select Member to include the dimension member name, label, or code in each sheet for page dimension members.
    Note:

    You can select the None option to exclude the report collection name in the sheet name from the generated output. You must select at least one value from the Report or Member drop-down lists. You cannot select None in all the drop-down lists.
17. In the In Excel Export, Display Header & Footer as section, select Header & Footer Section to export header and footer section details. The setting is applicable for all reports added to the Report Collection, but is not applicable for PDF output (only Excel output). For PDF output, the header and footer are exported as header and footer sections by default. Alternatively, select Rows so that header and footer section details are exported as normal rows. Logos, formatting, and alignment (left/center/right) remain intact and are adjusted to fit the rows in the sheet.
18. In the Table of Contents section, select the following fields based on your requirement:

    • Table of Contents: Allows you to Show or Hide the table of contents from the Report Collection output.

    • Page Orientation: Allows you to select Portrait or Landscape orientation.

    • Sheet Number: Allows you to Show or Hide the sheet number from the output. You can show or hide the sheet number when you generate Excel or Google Sheet output and page number in the PDF output.

    • Company Logo: Allows you to align the logo based on your requirement. You can select one of the following options:

      • None

      • Top Left

      • Top Right

    • Style: Allows you to customize the table of contents format. The following fields are available:

      • Font - Select the required font from the drop-down list.

      • Size - Select the required font size from the drop-down list.

      • Bold the text for the Report Collection name.

      • Italicize the text for the Report Collection name.

      • Underline the text for the Report Collection name.

      • Reset: Click Reset, if you want to return to the default formatting.

      • Preview: Click Preview to view the table of contents.

      • Add Logo: Click this to add a logo to the table of contents. You can upload an image from your system or select an image from the File Cabinet folders. The logo is visible when you generate a PDF, Excel, and Google Sheet output files

      • Add or remove the following fields from the table of contents based on your requirement:

        • Report Collection name

        • Report Collection title

        • Generated By

        • Generated On

          The table of content settings is retained when you generate a PDF, Excel, and Google Sheet output files. The output files generated from Process flow also display the table of contents.

          Note:

          The Table of Contents Settings are retained when you Save, Save as, or Copy a Report Collection.
19. Click Distribution to define Report Collection distribution preferences:
    • Select Send e-mail notification to user(s) to send an email to selected users informing them of the generated Report Collection. See Report Collection E-mail Customization.
    • Select Include reports as an attachment to attach generated Report Collection output to the email. If the attachment exceeds 5MB, you will be notified and the report will be saved to the File Cabinet (if this option is selected) for viewing.
    • Select Save output files in the File Cabinet to save Report Collection output files to a specified path (folder location) within the File Cabinet. Users without access to the folder in the File Cabinet where the Report Collection is saved, can still view the report.

    • When you select the Save output files in the File Cabinet check box, the Replace existing reports check box is enabled. You can select this check box to replace all reports that are saved after the Summer 19 release in the same folder.

      By default, the Replace existing reports check box is:

      • Not enabled in all existing and new Report Collections.
      • Enabled if the Date and Time field is excluded in the Output File Name (Report Collection) section.
    • Note:

      Any output files saved to File Cabinet prior to Summer19 release are not replaced. The output files saved or moved to other folders (other than the one specified in Report Collection, Distribution) are not replaced.
    • Click Add/Remove User – User group to open a dialog page where you can identify Planful Users, Planful User Groups, and non-Planful Users (Other Users) to send the Report Collection with email or share the output file with the File Cabinet for the users/user groups selected.
      If a User Group is selected in the distribution table, all users mapped to the user group get Full access to the respective files automatically. To view and open the files (used in this example) from the File Cabinet users must have at the very least, Read Only access to the Report Collection folder and it’s parent folders in the File Cabinet hierarchy. Folder access must be set MANUALLY and does not apply automatically. If the users do not have access to the Report Collection folder, they cannot view the files in File Cabinet though they have Full access. A Full access user can open and view an artifact in the File Cabinet, rename an artifact, edit an artifact, move the artifact from one folder to another in the File Cabinet, modify report security, copy the artifact, view the Usage Report, delete a document from the File Cabinet, and add and remove the artifact from User Favorites.
      It doesn't matter how you distribute the Report Collection, the order of the dimension members selected and displayed on the Reports tab for a given dimension is retained. See Distributing Report Collections.

20. Click Save. Only reporting administrators or users with full access can perform a save. Use Save As to save a current Report Collection under a different name. Enter a new Report Collection code and name and select the folder where you would like to store the Report Collection. You can save a Report Collection to folders if you have edit or full privileges. Only reporting administrators or users with full access can perform a Save As.

21. Click Run to execute the Report Collection.

1. Navigate to the File Cabinet. When you select to add a Financial Package from the File Cabinet Add list box, an empty folder called New Financial Packageis provided in the Report panel. Select the folder to display fields in the Properties pane to define the report definition. Enter the following information:

   Details

   • Code - Enter a code, which provides a name for the New Financial Package folder.

   • Name - Optionally, enter a name to identify the Financial Package.

   • Description - Optionally, enter detailed information to describe the Financial Package.

   • Due Date - Click Calendar to select the due date. The Due Date represents the completion date for the report, group, or section and controls the status (for information purposes).
     Content

   • Report Folder - Locate the File Cabinet folder to identify where the report will reside.

   • Owner - The owner of the report is the person who created the report by default.

   • Participants - A list of users that will have access to the report and contribute to the contents. Subsequently, the Assigned To field within groups or sections retrieves the list of participants defined here.

   • Document Type - Generate output into a single Microsoft Word or PowerPoint document.

   • Template - Click Browse to select a *.dot file (Word Template) or *.dotx file. Financial Package functionality allows you to create a template (with header/footer, logos, page numbers, and text styles, for example) and apply it to a Financial Package.

   • Table of Contents - Select to automate a table of contents and insert page numbering based on the document structure. If you want a selected group or section name to appear in the table of contents and as a header within the Word document, select this checkbox.

2. Click Save at the bottom of the Properties pane. The code/name you entered is applied to the folder formerly called New Financial Package.

3. Add a new section children, group children and variables to create a reporting hierarchy. Select New Group Child to organize sections. A folder is added under the selected folder. Select New Section Child to add a section as a child member of the selected folder. Select New Variable to add a new variable to use in the creation of the report.

4. In the Properties pane, enter a name, description, and due date and assign the new group to a user.

5. Select the Slide Title checkbox so that the name of the content type is used as the slide title in the generated Microsoft PowerPoint presentation.

6. Click Save (located at the bottom of the Properties pane). A new group folder is added below the main folder that was originally called New Financial Package.

7. Select the new group folder. Click the Add list box and select from the following options:

   • New Group Child - Adds a folder under the selected folder. Organizes sections and provides various options in the Properties pane.

   • New Group Sibling - Adds a folder as a sibling to the selected folder. Organizes sections and provides various options in the Properties pane.

   • New Section Child - Adds a section as a child to the selected folder. Provides more options in the Properties pane.

   • New Section Sibling - Adds a section as a sibling to the selected folder. Provides more options in the Properties pane.

   • New Variable - Add a new variable to use in the creation of the report. Enter the name of the variable, the description, and select a variable type.

8. Enter a name and description for the new section, the due date and the user the section is assigned to, and then select Content Type. The content type selection determines subsequent content options, including the Parameters pane (right). Select from the following:

   • Text - Add text content to your report. Click Search to open the Text pane. The Text pane resembles a Microsoft Word document, enter text and modify as desired. Formatting options are preserved.

   • Snapshot - Add a snapshot to your report and click Search to open the Snapshot pane to search for snapshots. Click on the desired snapshot to update the Snapshot field in the Properties pane.

   • Scorecard KPI - Add a Scorecard KPI (Key Performance Indicator) to your Financial Package and click Search to open the Scorecard KPI pane. Use the File Cabinet structure to locate the Scorecard folder and select the appropriate KPI. The selected Scorecard KPI is reflected in the Scorecard KPI field in the Properties pane.

   • Dynamic Report - Add a Dynamic Report to your Financial Package report and click Search to open the Dynamic Report pane. Use the File Cabinet structure to locate the Dynamic Report folder and select the appropriate report. The selected Dynamic Report is reflected in the Dynamic Report field in the Properties pane. Print Setup selections for a Dynamic Report are applied to Financial Package reports. For example, to have a Content Type of Dynamic Report associated with a Financial Package Section, when you preview or generate the Financial Package report, the print settings created for the Dynamic Report are retained in the output.

   • Document - Select to add a document to the system or file cabinet folder and open the File field. Click Browse and locate the document on your machine, a shared drive, or within the File Cabinet, and then click Open to insert the document path in the File field.

   • Custom Graph- Select to add a custom graph to your Financial Package report and click Search to open the Custom Graph pane. Use the File Cabinet structure to locate the graph. Select the appropriate graph, which will appear in the Custom Graph field in the Properties pane.

   • Agenda - The Agenda Content Type replaces the Table of Contents (TOC) content type found in Microsoft Word Document Types. The Agenda is constructed in a similar fashion to the TOC. The Group sections added to a Financial Package report when PowerPoint Presentation is selected are added to a bulleted Agenda slide. To add Group sections to an Agenda slide, select the Slide Title Content Property (in step 5).

9. Continue to build the Report hierarchy with groups, sections, and variables that contain reports, graphs, and documents.

10. Use the status bars to manage the status of a section or group.
    • Click to return the item to a status of In Progress .
    • Click to complete the item, which displays a checkmark next to the completed section/group .

11. Preview and Generate the Financial Package. Select Save to File Cabinet if you wish to save the presentation in the File Cabinet.