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Adaptive Planning
Last Updated: 2023-06-23
Lock, Archive, or Hide Versions with Version Access Controls

Lock, Archive, or Hide Versions with Version Access Controls

  • To lock the version for calculated accounts, go to the account settings and uncheck the
    Disable version specific formula setting
    .
  • Validate Formulas. For archived versions, we store the values resulting from errors as zeros or blanks.
  • Security:
    • Model includes sheets, accounts, dimensions, and formulas
       permission.
    • Versions
       permission.
Adaptive Planning provides a unified and dynamic model for many versions of data. The dynamic nature makes planning robust and powerful. However, there are business requirements to lock, freeze, or hide versions. Example: You want to close a budget plan and prevent changes to it while still updating your model.
The ability of users to view and change data also depends on their:
  • Access rules.
  • Permissions.
  • Sheet settings.
  • Account settings.
When you hide:
  • Parent actuals versions, you hide all the descendants. To make an actuals version visible, make each parent visible first.
  • Any version, the versions and the data aren't available in
    Sheets
    ,
    Reports
    , and
    Dashboards
    .
The names of hidden versions are still visible in areas of:
  • Modeling
    :
    View Dependencies
     for dimension values and
    View Capacity
     in the sheet summary of cube sheets.
  • Integration
    : Data loaders.
  1. Select
    Modeling
     from the main menu.
  2. Click
    Versions
    .
  3. From the version list, select the version you want to hide or lock.
  4. (Optional) Select the check boxes in the
    Access Control
     section.
    These options are available for plan versions only.
    As you complete the task, consider:
    Option Description
    Locked version
    Select the check box to:
    • Enable the Archive Version option.
    • Lock the entire plan version.
    • Create override formulas for calculated accounts.
    • Keep any access controls for user types that are already
      Hidden
       or
      Locked
      .
    • Update remaining access controls for user types to
      Locked Except Notes
      .
    To change the access control per user type, first uncheck the
    Locked Version
     setting.
    Archive version
    Select Locked Version to enable this check box.
    Clearing this check box changes the stored data and potentially deletes it.
    Select the check box to also freeze:
    • Calculations in cells, account formulas, and shared formulas.
    • Actuals overlay and calculations in sheets that reference actuals overlay.
    • Values in target link accounts.
    • Values from spread and value lookups.
    Selecting this check box deletes all personal scenarios related to this version.
    Don’t archive:
    • More than 1 version at a time.
    • The same version more than once.
    If you aren’t sure whether or not the archive is still pending, you can go to the Long Running Processes report in the Planning Center to check on the status. See Monitor and Cancel Long Running Processes.
    View Errors
    Displays when you select Archive Version.
    Click to download summaries of the formula errors. If you have no errors, the spreadsheet is blank.
    If you have errors, you can:
    • Click Save to archive the version without correcting the errors. We convert the values of formula errors to zero or blanks for the archived version.
    • Click Cancel and then go to Formula Validation in the Modeling area to find and correct formula errors before archiving the version. See Validate Formulas.
    Calculate formula values
    Legacy option only available for versions that already have it enabled.
    Locks the values resulting from shared formulas and formulas entered on sheets. Disabling this check box recalculates values. See FAQ: Deprecation of Calculate Formula Values.
  5. Select the options from the prompts for each user type.
    As you complete the task, consider the user types:
    Option Description
    Administrators
    Anyone with the
    Version
     permission.
    Users
    Anyone with a login ID and password.
    Group
    Anyone added to the selected user group. Your admin creates user groups and adds users to the groups.
    Access level
    The level of access for anyone in the user group you selected.
    Privileged actuals access
    For actuals and virtual versions.
    Anyone with the
    Privileged Actuals Access
     permission.
    Editable sheet access
    For plan versions.
    Anyone with the
    Editable Sheet Access
     permission.
    As you complete the task, consider the options:
    Option Description
    Full Access
    Enables users to view and change the data in the version throughout the model.
    Available for:
    • All plan versions except virtual versions.
    • Actuals versions with no descendant versions.
    Import and Notes Only
    Enables users to import data and add or change cell notes.
    Available for:
    • All plan versions except virtual versions.
    • Actuals versions with no descendant versions.
    Locked Except Notes
    Enables users to add or change cell notes.
    Available for:
    • All plan versions except virtual versions.
    • Actuals versions with no descendant versions.
    Locked
    Enables users to view the data and the version throughout the model. This option is the only way to lock actuals versions.
    Available for:
    • All plan versions except virtual versions.
    • Actuals versions with no descendant versions.
    Visible
    Enables users to view the data and the version throughout the model.
    Available for actuals parent versions.
    To lock actuals versions, you must first make all the ancestor versions
    Visible
    .
    Hidden
    Prevents users from accessing the version and the data in sheets, reports, and charts.
    Available for all versions.
    When you hide a parent actuals version, you hide all the descendant versions regardless of their access controls.
    When team members belong to more than 1 user type, they get the most permissive access to the version.
The results vary.