When creating a new Scenario, there are different options to choose from. This article discusses how to create a Scenario and the different options to choose from. There is also a section on how to edit data with Scenarios.
Table of Contents for this article
Create a new Scenario
Once activated, each Application will start with a Default Scenario, this scenario will inherit all the current data and formulas. You can create new scenarios in multiple places. First is the Scenario Management screen, you can navigate there by clicking Scenarios from the Sidebar within an Application. This screen will show all active Scenarios for that Application, and in the top right, you can click + New to add more. You can also add a Scenario from any of the Scenario Selector screens, located on Metrics, Tables, Boards or anywhere scenarios are present.
Options when creating a new Scenario
In order to create a Scenario, you will need to define the name and you can add a description (optional). The description is visible in the Scenario Management screen and can be used to help give additional information about the scenario. There are two more options that affect the scenario; Source Scenario and Shared Scenario.
The Source Scenario is the Scenario that will be used to define the new scenarios data and formulas. It is possible to choose any Scenario to be the Source Scenario. For example, you start with a Default Scenario, you can use that as your Source Scenario for Scenario A. You can then create a Scenario B, that uses Scenario A as a Source.
Note: From the Scenarios management screen, you can click on the ellipses (…) next to a Scenario to create a new scenario that will use the selected scenario to be the source of the new scenario.
When creating a new Scenario is very important to select the right type of Scenario. Once you have started to work on a particular Scenario you can’t change its type.
There are 2 types of Scenarios:
- Shared Scenarios: have the ability to be used across different Applications. By default, if you are a workspace administrator new Scenarios are listed as Shared Scenarios, if you prefer to create a local one you just have to disable the “Shared Scenario” option in the Scenario creation form. Keep in mind, if your Application is using or will be using Shared Blocks from other Applications and you plan to change assumptions on these Blocks, you need a Shared Scenario. You can identify a Shared Scenario by the two rings icon next to them.
- Local Scenarios: they will be created only in your Application and won’t be visible elsewhere. Data in Local Scenarios will never be shared with other Applications via Shared Blocks. Shared Blocks being used in the Local Scenario are the ones coming from the closest Shared Scenario.
In the image below, we have 3 Shared Scenarios: Baseline, Forecast, and Optimistic. You can identify them due to the shared symbol located next to their name. Keep in mind, that when renaming a Shared Scenario you rename the Scenario on all the Applications of the Workspace.
This means these scenarios will be able to be shared across applications, from Budget Planning to HR Planning.
Making Changes in Scenarios
Currently, the changes that are supported between Scenarios are changes in Metrics. Everything else is shared across All Scenarios.
Here below some actions examples that will impact all Scenarios regardless of the Scenario being selected on the Active Scenario Selector:
- Editing a List (Dimension or Transaction)
- Creating a new Block or changing a Metric’s Dimensions
- Creating or modifying a View or a Board
You will see the Scenario selector when viewing List dimensions, currently there is no impact here, as all lists remain the same across Scenarios.
Editing a Scenario
When working with Scenarios, they will always appear in top left of your screen in the Scenario Selector. By default when only one scenario is selected, the name of the scenario will not appear on the grid in a Metric or Table. if you want to see the name of a Scenario on the grid, open the Configure panel, locate the Scenarios and select Always show header. There is more information around how to view and compare scenarios in this article.
Putting a Scenario into Read Only
You can limit the ability for all users to be able to adjust data in a Scenario by placing the Scenario into Read Only. This will prevent users to manually enter data and import on that specific Scenario. It is still possible to change formulas in this Scenario. Only users with Create Scenario Permission can set a Scenario into Read only mode by selecting the “Prevent inputs” icon in the Scenario Selector dropdown.
Importing into a Scenario
When importing into a Scenario, you will have to choose which Scenario you want to import your data into. The Scenario Selector will be located in the top right corner of the import screen. If a Scenario is grayed out, this means it has been put into Read Only mode and can not be imported into.
Saved Import Configurations are also Scenario specific. Meaning if you have Import Configuration saved on one Scenario, you will have to recreate on other Scenarios.
The ability to import into all Scenarios is on the near roadmap.