Working with Snapshots in Planning Control Panel

The Snapshot feature in Planning Control Panel enables finance teams to create backup versions of GTSC (Global Template Single Copy) templates for a selected budget entity. It ensures template data safety and facilitates easy restoration in case of errors during collaboration.

The Snapshot feature allows users with Input permissions to create, restore, and delete snapshots, while users with View permissions can only view them.

• This feature is enabled by default and can be disabled by deselecting the Enable Template Snapshot checkbox in the Approval Role Setup screen.

• Applicable only for GTSC templates.

• A maximum of 20 snapshots can be stored per template. When this limit is reached, you may delete snapshots in bulk using the Select All option, or remove them individually as needed.

• Snapshot actions (create, restore, edit, and delete) are tracked via Audit Logs.

• Snapshots can also be automatically scheduled via Cloud Scheduler for consistent template backups. To learn more, click here.

For example:

John from the Finance team creates a Snapshot of the "Operating Expense" template and shares it with a budget manager, Michel, for updates to the "T&E Accounts". Michel makes changes but accidentally deletes some data. John is notified of the template’s return and finds data discrepancies. Using the Snapshot feature, John restores the backup version he created earlier, avoiding any data loss from Michel’s update.

How to Create a Snapshot?

Perform the below steps to create a snapshot:

1. Navigate to the Structured Planning to open then Planning Control Panel.

2. Select a Scenario > Budget Entity and a template.

   

3. Click the Snapshot icon. A dialog box will appear on the screen.

   

4. In the Create New tab, provide a name for the backup version of the template and click Save.
   

5. Click the Saved tab to view the backup version. The latest backup version is saved at the top.
   

6. Click the Export to Excel icon if you want to download the backup version of the template.

How to Restore a Snapshot?

Perform the below steps to restore a snapshot:

1. Navigate to Structured Planning to open the Planning Control Panel.

2. Select a Scenario, Budget Entity, and a template with at least one snapshot.

3. Click the Snapshot icon.

4. Click the Saved tab to view the list of backup versions.

5. Click the Restore button associated with the snapshot to restore. A confirmation message will appear asking for permission.

6. Click Yes to restore this version of the template.

   

Notes:

• A snapshot of the entire template can be taken, but only L-type lines can be restored

• Only the latest backup of the template can be restored; older versions can be downloaded using the Export to Excel icon

• The modified date and time for the template are visible in the history window on the Template Input screen

• Restoring a backup version is not possible if the template is open in input mode; all instances must be closed first

• Structural changes made in Template Setup mode, such as adding a new line type or updating a calculation formula, will invalidate the latest backup version

How to Delete Snapshots?

Perform the below steps to delete snapshots:

1. Navigate to Structured Planning to open the Planning Control Panel.

2. Select a Scenario, Budget Entity, and a template.

3. Click the Snapshot icon to open the Snapshot dialog.

   

4. Click the Saved tab, use the Select all option or only select the snapshots you want to delete.

5. Click Delete.

   Note:

   The most recent restorable snapshot cannot be deleted. It will remain available until a new snapshot is created, which then replaces it as the latest snapshot.

   

6. Review the confirmation prompt, and proceed.

Snapshot Restore Guidelines

The snapshot feature allows finance teams to take a backup of a GTSC template for the selected budget entity. Using this feature, finance teams can easily take a backup and restore the version of the template if needed. You need to have access to the GTSC template in Input mode to be able to restore a snapshot. Following are the cases when a snapshot can be restored:

• Latest Snapshot of the template or the restorable version of the template can be restored and has the delete option disabled.

• When you click on restore, the Planful system automatically generates a backup version of the snapshot which can be restored.

• Only L-type lines are restored from the snapshot, while RA lines (Single & Multiple), RC lines, C-type Lines, and History account lines are not restored since these lines consist of data from a different template.

• Once a snapshot is restored, it can not be reverted and it can be downloaded in Excel format.

• In case a template is open in the setup or input mode, the scenario will be locked and you will not be able to restore a snapshot of the same template.

• Only data from the template is restored from the snapshot while the format changes from the template are retained.