FAQ: Linked Accounts and Formulas

What happens when I link or unlink accounts?: When you link an account:

You replace all data in plan versions with the data of the source account. This includes locked versions and excludes archived versions.
You also delete all cell notes and splits in plan versions.
The link applies across levels, and time.
From sheets, the account locks and end users can't override the linked data.
Explore Cell links users to the source account if they have access to the source account.
To maintain actuals separately and to save actuals data from being replaced with the data of the source account, you can select the
Enable actuals for link
option.

When you unlink an account:

You remove the link across of all plan versions, levels, and time.
You remove all the data across plan versions, even locked versions. This doesn't affect archived versions.
If you have
Show actuals if linked account has them
, you also remove all data from actuals versions.
How can I change multiple accounts at once into linked accounts?: From the account toolbar, click the arrow next to the print button and select Export account structure.
Open the spreadsheet that downloaded.
In the
Type
column, enter Link
in the same row of the accounts that you want to change.
In the
Linked Account
column of the same row, enter the account code of the source account. The source account is the account that you're linking to.
Return to the account page.
From the account toolbar, click the arrow next to the import button and select Import account structur
e.
Upload the spreadsheet.
When should I use linked accounts and when should I stick with formulas?: In general, formulas and links serve similar purposes. They pull data from 1 account into another.

When to Use Formulas
When to Use Links

Use shared formulas when you want different formulas for level and version combinations.
Use default formulas when you want the same calculation across all levels and versions.
Use formula overrides to change the default formula for different versions.

Use links:
For the same logic across levels, plan versions, and time.
To pull custom dimensions into the data of general ;ledger and custom accounts from cube and modeled sheets. When you build reports with linked accounts, you can filter the general ledger and custom account data by custom dimension values.
What's the best way to update formulas for different types of accounts without changing historical data?: Account Type
How to Save Historic Data

General Ledger and Custom Accounts
You can:
Use shared formulas for flexibility: Because shared formulas are version- and level-specific, you can change the formula for each version without affecting other versions. See Create Shared Formulas.
Use the
Override Formula Setting
: When the account already has a default formula, this setting enables you to change the formula for only specific versions. See Add or Change Account Formulas and Overrides.

Metric Accounts and Modeled Calculated Accounts
Create a new metric account for the new versions. When you update the formula of a Metric account, the formula logic changes the data of even locked versions.

Cube Calculated Accounts

Use the
Override Formula Setting
: When the account already has a default formula, this setting enables you to change the formula for only specific versions. See Add or Change Account Formulas and Overrides.

When to Use Formulas	When to Use Links
Use shared formulas when you want different formulas for level and version combinations. Use default formulas when you want the same calculation across all levels and versions. Use formula overrides to change the default formula for different versions.	Use links: For the same logic across levels, plan versions, and time. To pull custom dimensions into the data of general ;ledger and custom accounts from cube and modeled sheets. When you build reports with linked accounts, you can filter the general ledger and custom account data by custom dimension values.

Account Type	How to Save Historic Data
General Ledger and Custom Accounts	You can: Use shared formulas for flexibility: Because shared formulas are version- and level-specific, you can change the formula for each version without affecting other versions. See Create Shared Formulas. Use the Override Formula Setting : When the account already has a default formula, this setting enables you to change the formula for only specific versions. See Add or Change Account Formulas and Overrides.
Metric Accounts and Modeled Calculated Accounts	Create a new metric account for the new versions. When you update the formula of a Metric account, the formula logic changes the data of even locked versions.
Cube Calculated Accounts	Use the Override Formula Setting : When the account already has a default formula, this setting enables you to change the formula for only specific versions. See Add or Change Account Formulas and Overrides.