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Adaptive Planning
Last Updated: 2023-06-23
Introducing Shared Scenarios

Introducing Shared Scenarios

Preview Date: 2025-02-08. Production Date: 2025-03-15.
We now enable you to share your personal scenarios with other collaborators. To establish workflows and to keep stakeholders informed, we provide automatic notifications for various new actions. We support these new roles:
  • Owners: The person who creates the scenarios and shares it.
  • Collaborators: The people who are invited to change data in the scenario.
  • Managers: The person with the Manage Scenarios permission who can help with any workflow issues that arise due to changes in the organization, access rules, or permissions.
To support the workflow, we enable:
  • Collaborators to check the status of submissions, download their changes, submit their changes, or recall their submissions.
  • Owners to review the status of all collaborators and to download, accept, send back, or discard the changes.
  • Managers to share and to, download, discard, and merge changes. We provide managers with these capabilities for both shared and personal scenarios to avoid blockages in the workflow.

Business Benefits

Shared scenarios improve collaboration, providing more visibility and input from stakeholders. This improves accuracy in your budgets and plans and saves time.
Automatic notifications increase the efficiency of communication and workflow, while keeping collaborators informed so that they can quickly complete their tasks.

Changes

Share Scenarios
We provide a new
Share
option in the
Actions
menu (the 3 dots next to the scenario in the scenario list). This enables scenario owners to:
  • Pick individual users and groups to collaborate.
  • Optionally select the Dashboard that has the data for the collaborators to review and change.
  • Optionally add a
    Note to Collaborators
     with specific instructions or details.
After owners share scenarios, we enable collaborators to select the scenario, nested under the base version for sheets, reports, and dashboards. For collaborators, we provide these new options in the
Actions
menu of the scenarios list on the
Scenarios
page:
  • Submit for Review
    : This option updates the status of the collaborator, sends a notification to the owner that changes are ready for review, and locks the sheets in the scenario for the collaborator.
  • Recall Submission
    : This option is for cases where collaborators require additional changes or corrections. It reverses the status, unlocks the sheet, and notifies the owner.
  • View Collaborators
    : This option enables collaborators to view a list of fellow collaborators and check the status of their submissions.
Manage Submissions
We provide managers and owners a new option,
Manage Submissions
, in the
Actions
menu of the scenarios list on the
Scenarios
page. This option enables them to view the list of collaborators, including the owner of the scenario. The list includes the status of each collaborator’s contribution:
  • In Progress
    : The collaborator has not finished the changes.
  • Submitted
    : The collaborator has submitted the changes. To unlock the scenario for collaborator, you can send back the changes.
  • Approved
    : The scenario owner has accepted the changes. We keep the sheets locked until the owner or manager merges or deletes the scenario.
  • Sent Back
    : The owner sent back the scenario to the collaborator for additional changes. We unlock the sheets for the collaborator.
From the
Actions
menu, the 3 dots, in the
Manage Submissions
 dialog box, we enable owners and managers to take these actions:
  • Download Changes
    : Download an Excel sheet so you can review all the changes made by the collaborator or owner.
  • Discard Changes
    : Discard the changes that the collaborator or owner made.
In the
Manage Submissions
 dialog, we also provide these additional actions only for owners:
  • Approve (checkmark icon): Accept the changes that the collaborator made.
  • Send Back (x icon): Send back the scenario to the collaborator for additional changes. We provide an option to also discard all the collaborator’s changes when you send back.
  • Approve All
    : Accept all the changes of all collaborators, including themselves.
Scenario Notifications
To support an informed and seamless workflow, we now send notifications to owners and collaborators each step of the way. The notifications include:
  • Scenario name.
  • Name of the involved parties.
  • Link to the perspective, if included, or the
    Scenarios
    page.
  • Note
    , if provided.
We provide access to notifications with the bell icon in the toolbar of the application.
We send notifications to:
  • Collaborators when managers or owners share scenarios.
  • Owners when collaborators submit scenarios for review or recall submissions.
  • Collaborators when owners or managers discard, accept, or send back changes.
  • Owners when all collaborators finish submitting changes.
  • Collaborators when owners or managers merge scenario changes into the base version.
For Adaptive Planning only instances, when your instance is set up for email notifications, we automatically send an email notification as well. For Adaptive Planning with HCM or Financials, we send notifications through both Adaptive Planning and Workday.
New Scenario Maximums and Guidance
We provide new maximums as guardrails that keep your model performing at its best:
  • 2000 sheet saves per scenario across all users who have access to the scenario.
  • 5,000 scenarios per instance.
We also recommend that you limit yourself to:
  • 50 collaborators for each shared scenario. When you share with groups, be mindful of how many users are in the group.
With this release, we don’t send notifications when you share the same scenario with over 100 users at a time.
Changes to Scenarios Page
We change the
Scenario Management
 page to
Scenarios
. On the
Scenarios
page, we now provide new folders:
  • Shared
    : We display all shared scenarios that you own or that others have shared with you.
  • Global
    : We display this folder to scenario managers so that they can take actions on all scenarios in the instance, including the personal scenarios of others users and shared scenarios that weren’t shared with the manager.
New and Changed Permissions
To support clarity and precision, we update permissions and add a new permission in the
Permission Sets
 section of
Administration
.
  • We add the new
    Share Scenarios
    permission that enables users to share their scenarios with collaborators. We make the
    Create Scenarios
     permission a prerequisite.
  • We change the
    Access Scenario Manager
     permission to
    Access Scenarios
    .
  • We update the capabilities of the
    Manage Scenarios
     permission. We make
    Share Scenarios
     permission, in addition to
    Merge Scenarios
     permission, a prerequisite.
We now enable users with the
Manage Scenarios
 permission to:
  • Access the
    Global
    folder on the
    Scenarios
    page.
  • Share, merge, manage submissions, discard changes, and download changes for all scenarios.
We block users with the
Manage Scenarios
 permission from:
  • Viewing the scenario data in sheets, reports, and dashboards. We do enable them to download the changes to review them.
  • Receiving notifications. We send all notifications to the owners and collaborators.
  • Approving or sending back submissions. We do enable you to merge the changes.
If you manage Adaptive Planning security through Workday Core, you must manually enable the
Share Scenarios
 action. For all other instances, we automatically enable the
Share Scenarios
 permission for any permission set that has
Manage Scenarios
.
Imports and Exports
  • We enable export scenarios data with Design Integrations and manual export.
  • At this time, we don’t support importing data with Design Integration loaders, APIs, or manually.
Other Enhancements to Support Shared Scenarios
  • We update Audit Trail to track changes due to scenario merges by the user who made the change in the scenario. Previously, we only showed the name of the user who merged the scenario. We update the merge capability.
  • You must have access to all the intersections of all changes in order to successfully merge. As a best practice, we recommend that you assign access rules, which provide
    Edit
    access to all data, to at least 1 person who also has the
    Manage Scenarios
     permission. This practice prevents blockers from occurring in the shared scenario workflow.
  • When you create a new version and opt to copy all scenarios, we convert any shared scenarios to personal scenarios.
  • When collaborators submit shared scenarios for review, we automatically lock all sheets for the collaborator for the scenario. The scenario remains locked after the owner approves changes. We also display a tooltip for locked cells that includes the status of the scenario submission.

What's Coming Next

In an upcoming service package, we will support notifications for over 100 collaborators.

What Do I Need to Do?

We automatically add the
Share Scenarios
 permission to any permission set with an active
Manage Scenarios
 permission. If you manage Adaptive Planning security through Workday Core, you must manually enable the
Share Scenarios
 action for
Action Groups
.
To enable
Share Scenarios
 for an Adaptive Planning Permission Set:
  1. Select
    Administration
    from the main menu.
  2. Select
    Permission Sets
    .
  3. Click
    Edit
    next to the permission set name.
  4. Select
    Share Scenarios
    . If
    Share Scenarios
     is disabled, select
    Create Scenarios
     to enable it.
  5. Select
    Submit
    .
To enable the action from Workday:
  1. From Workday, run the
    View Action Details
     report.
  2. Filter the
    Action
    column with
    Manage Scenarios
    .
  3. Select an
    Action Group
     with the
    Manage Scenarios
     action.
  4. Edit the action group.
  5. Search for
    Share Scenarios
    .
  6. Select
    Share Scenarios
     action.
  7. Repeat for all
    Action Groups
    with the
    Manage Scenarios
     action.
  8. (Optional) You can add the
    Share Scenarios
     action to Action Groups that don't have the
    Manage Scenarios
     action.

What Happens If I Do Nothing?

Users with the
Manage Scenarios
 permission can start sharing scenarios.
For customers that use Workday core to manage Adaptive Planning security, no one can start sharing scenarios until you activate the action.