RapidResponse User Guide

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RapidResponse User Guide (E76376-20162)

Date of Publication: Thursday, December 12, 2019

Published in Canada.

Support: [email protected]
Web site: http://www.kinaxis.com
Contents
C o n te n ts

Part 1: Introduction to RapidResponse 13

CHAPTER 1: What is RapidResponse? 15
Key concepts in RapidReponse 16
Scenarios in RapidResponse 17
Introduction to RapidResponse resources 18
Different capabilities for different users 24
CHAPTER 2: About Kinaxis 31
Customer Support 31
CHAPTER 3: New and changed features 33
2019 changes affecting general users 33
2018 changes affecting general users 35
2017 changes affecting general users 39
2016 changes affecting general users 40

Part 2: Getting started 45

CHAPTER 4: Sign in and sign out 47
Sign in to RapidResponse (On-Demand systems) 48
Sign in to RapidResponse (On-Premises systems) 50
RapidResponse system requirements 51
JRE memory settings and versions 53
Accessing resources and information from the Start page 60
Changing your password 61
Specify formats for dates, times, numbers, and currencies 62
Bulletin Board information 63
Sign out and exit RapidResponse 63
CHAPTER 5: Accessing help and documentation 65
Determining which help system or guide to use 66
Documentation conventions 68
Finding the content you need in HTML help 68
Your feedback 69
Help embedded in resources 70
Other ways to learn about RapidResponse 75
CHAPTER 6: Determining where to begin 77
RapidResponse application window basics 80
Summary of RapidResponse panes 82

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 Finding resources using the Explorer 84
Search for a report that contains a specific text string 89
Resources that can only be opened from links 90
CHAPTER 7: Following standard procedures using task flows 93
Open and follow a task flow 93
CHAPTER 8: Participating in business processes 97
View process activities 97
Change the status of your activities 98
CHAPTER 9: Managing resources 101
Private and shared resources 102
Creating new resources 103
Viewing resource properties 103
View workbook and worksheet properties 104
Open a resource automatically upon signing in 105
Access favorite resources quickly 105
Create a shortcut to display workbook data 106
Create a shortcut to display scorecard data 108
Managing shortcuts 109
Creating personal resource tags 109
CHAPTER 10: Arranging your workspace 113
View multiple reports simultaneously 114
Keep a pane in view 115
Show or hide the Navigation Pane 116
Customize navigation pane layout 117
Refresh the contents of the Navigation Pane 119
Restore the original navigation pane layout 119
Adjust task flow reading pane 119
CHAPTER 11: Troubleshooting 121
Data Model Dialog Box 121

Part 3: Viewing data in reports 125

CHAPTER 12: Using worksheets and workbooks 127
Worksheet types 128
Open a workbook to access a worksheet 129
Navigate workbooks and worksheets 129
Set worksheet viewing options 131
Hide worksheet columns 134
Freeze columns in a worksheet 135
Changing the order of worksheet columns 137
Adjust a worksheet's zoom level 138
Restore original worksheet appearance in a workbook 140
CHAPTER 13: Viewing data in workbooks 141
Display data in a worksheet 148
Display part data 150
Revert to previously displayed data 151
View money data in a worksheet 152
Understanding how numeric values are displayed 154
Change the units for numeric data in a worksheet 155
Show reference parts 157

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 Display most recent data 159
View data from multiple scenarios 160
View data in a crosstab worksheet 163
Select data 169
View auto statistics for selected data 169
Add and view notes 171
CHAPTER 14: Working with data in workbooks 175
Sort data 175
Set date buckets 176
Create or modify a filter 179
Link to different resources from a worksheet 181
Cancel data retrieval in a worksheet 185
CHAPTER 15: Searching data in workbooks 187
Search for specific data 189
Clear a data search 192
Data types 192
Operators and wildcards 194
Non-standard data types 195
Examples of search syntax 196
CHAPTER 16: Viewing data in charts 199
Types of charts 200
Viewing charts in dashboards 209
Viewing charts in workbooks 210
Viewing details in a chart 210
Drill from a chart 211
Copy, print, and save a chart 215
Change what data displays in a chart 216
Change how a chart displays data 219
Change the colors in a chart 222
Visualizing the bill of material 225
Understanding nodes in a BOM chart 226
Controlling your view in a BOM chart 228
Focusing on a component in a BOM chart 229
Viewing part substitutes, co-products, and by-products in a BOM chart 229
Resetting a BOM chart 231
CHAPTER 18: Viewing data in treemaps 233
Interpret data in a treemap 235
Open a treemap to view data 238
Change the data views in a treemap 238
Track data filtering in a treemap 245
Use a treemap to drill to details 246
View data in a circular treemap 247
Copy, print, and save a treemap 248
CHAPTER 19: Viewing data in dashboards 249
Open a dashboard 250
About widgets 251
Magnify a widget 254
Refresh widget data 257
View data in a treemap widget 257

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 Open a linked resource from a dashboard widget 259
Drill from a widget 260
CHAPTER 20: Data settings in dashboards 265
View data dashboard settings 267
Change data settings for a dashboard 269
Change data settings for a widget 271
CHAPTER 21: Viewing data in a map 273
View site data 274
Navigate on a map 275
Change data settings on a map 275
Refresh map data 277
Communicate from a map 277
CHAPTER 22: Viewing scorecard data 279
Specify the data displayed in a scorecard 284
Specify scorecard viewing options 285
Calculate metric results in a scorecard 287
Drill to worksheets and forms from scorecards 288
Display scorecard data in a chart 291
Using a target scorecard to make decisions 298
CHAPTER 23: Using hierarchies in reports 301
Filter and summarize data with hierarchies 304
CHAPTER 24: Scheduling reports 307
About automatically generating reports 307
Create a scheduled report 308
Prerequisites for sending customized reports 310
Specify report settings 311
Specify how a report is delivered 312
Specify information included with a report 313
Test a report 315
CHAPTER 25: Exporting data 317
Export data to a Microsoft Excel file 318
Export data to a text file 322
Export data to a PDF file 323
Export data to an HTML file 324
Export data to an XML file 325
Copy and paste data 326
CHAPTER 26: Printing reports 327
Before you print 328
Print worksheet data 328
Print scorecard data 329
Copy and print dashboard widgets 329
Save a report as a PDF file 330
Customizing appearance of printed reports 330
Set headers and footers for printed reports 332

Part 4: Editing data 335

CHAPTER 27: Modifying data in workbooks 337
Delete records 338
Edit records 342

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 Edit dates, and dates and time 344
Edit records in a crosstab worksheet 347
Edit summarized records in hierarchies 348
Edit summarized records in average values 350
Edit records in percentage values 353
View and simulate currency conversion rates 354
Copy data between worksheets 356
Run workbook commands 358
Add a note 363
Undo data changes 363
Save data changes 364
Insert a record 364
Split a record 367
CHAPTER 28: Transferring inventory 369
Transfer inventory 371
View or modify existing transfers 372
CHAPTER 29: Importing data 375
Import data from a text file 377
Import data from a Microsoft Excel file into a workbook 378
Import data from a Microsoft Excel file into a scenario 382
Example of using a workbook to import data 386
Data import error categories 391
Data import error messages 392
Saving data import error messages 394
Importing only valid records 395
CHAPTER 30: Worksheets for importing data from a Microsoft Excel file 397
Importing data in tabular worksheet format 398
Importing data in crosstab worksheet format 400
Settings worksheets for importing data 402
Settings worksheet syntax 404
Create a Settings sheet for importing data 404
Version 400 Settings sheets 407
Version 300 Settings sheets 415
Version 200 Settings sheets 424
Version 100 Settings sheets 428

Part 5: Communication and decision making 433

CHAPTER 31: Communicating using Message Center 435
Summary of Message Center icons 437
Read a message 438
Contact a message’s sender 438
Mark a message as unread 439
Print a message 439
Send a message from a contact card 439
Send a resource link 440
Send a resource link with a report attached 445
Copy and paste a resource link 446
Open a resource link 446
Open or save an attachment 447

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 Sort the message list 448
Search the message list 448
Delete messages 449
Message Center and email 449
Messages from collaborations 450
CHAPTER 32: Managing your contact information 451
Specify your contact information 452
Set your profile picture 453
View another person's contact information 455
CHAPTER 33: Simulating business changes 457
Understanding the scenario structure 458
Summary of scenario icons 460
Changes to scenarios during data imports and updates 462
View information about a scenario 462
Track activity in a scenario 463
Track data changes in a scenario 464
View conflicting data changes in a scenario 465
Update data in a scenario 466
Discard changes in a scenario 468
Export scenario activity 469
Commit data changes to a parent scenario 470
Respond to a scenario 472
Add notes about a scenario 473
Change a scenario’s status 474
Undo scenario property changes 474
Save scenario property changes 475
Distributing a scenario activity report 475
CHAPTER 34: Managing scenarios 477
Create a scenario 478
Change a scenario’s purpose 479
Rename a scenario 479
Delete a scenario 480
Automatically update a scenario 481
Currency conversion rates in scenarios 481
Share a scenario 482
Scenario notifications 487
Add links to scenario notifications 488
Remove access to a scenario 489
Give a scenario 489
CHAPTER 35: Simulating with different control settings 491
About perspectives 491
Determine if a scenario has a perspective applied 493
Create a scenario with a perspective applied 493
Edit and commit a scenario with a perspective applied 494
Update a scenario with a perspective applied 495
CHAPTER 36: Tracking responsibility 497
Assign responsibility 498
View data responsibility using a responsibility definition 502
View data responsibility in worksheets 505

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 CHAPTER 37: Collaborating to solve business challenges 507
Collaboration Center 508
Start a new collaboration 509
The collaboration interface 511
Set up a collaboration 513
Viewing a collaboration 515
Managing a collaboration 516
Add users to a collaboration 516
Remove participants from a collaboration 518
View information about participants 519
View information about user groups 519
Participate in a collaboration 521
Leave a collaboration 521
Work on a collaboration 522
Add a scenario to a collaboration 522
Manage scenarios in a collaboration 524
Compare scenarios 525
Goals 526
Communicate in a collaboration 527
View the latest content in a collaboration 530
Add resource links to a collaboration 531
Add screenshots to a collaboration 532
Commit a scenario in a collaboration 534
Generate and distribute a report of your actions 534
Archive a collaboration 535
CHAPTER 38: Running business processes 537
Create a process instance 537
Edit process instance properties 539
Change activity properties 539
Change the status of a process instance and activities 542
Delete a process instance 543
About process instance notifications 543
Create or modify process instance notifications 544
Create or modify activity notifications 545
CHAPTER 39: Extensions and add-in applications 549
Access an external application or link 549
Run an add-in application 549
Scheduling the running of an add-in 550
View information about an add-in application 550

Part 6: Automating tasks 551

CHAPTER 40: About automation tasks 553
About alerts and data monitoring 554
About scheduled tasks 554
About scripting 554
About automation chains 555
About modifying automation tasks 556
Use a temporary scenario in an automation task 556
Allow automation task customization 557

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Contents
 Modify an automation task 559
Copy an automation task 560
Import or export an automation task 560
Share an automation task 562
Give an automation task 563
Unlock an automation resource 564
Delete an automation task 565
CHAPTER 41: Monitoring data with alerts 567
Create an alert to monitor worksheet data 568
Create an alert to monitor scorecard data 575
Create an alert based on a widget 578
Create an alert to monitor collaboration progress 579
Currency considerations in alerts 579
Attach a report to an alert message 580
Modify an alert 581
Alert messages in Message Center 582
Alert messages by email 583
CHAPTER 42: Scheduling tasks 585
Schedule when an automation task runs 585
Schedule an automatic data modification 589
Schedule a script 592
Modify a scheduled task 593
CHAPTER 43: About forms 595
Run a form 597
Upload data to a form 598
CHAPTER 44: Automating sequences of tasks 601
Create an automation chain 601
Add steps to an automation chain 603
Create groups of parallel steps 605
Modify an automation chain 608
CHAPTER 45: Running automation tasks manually 611
Run an automation task 611
Run alerts manually 612
Run a scheduled task 614
Run an automation chain 615
Run a script 617
Send notification messages when an automation task completes 618
Add links to automation task notifications 621
Run a program with an automation task 623
CHAPTER 46: Using predefined schedules to run automation tasks 627
Create a predefined schedule 627
Share a predefined schedule 628
View predefined schedules 629
Edit a predefined schedule 629
Delete a predefined schedule 629
CHAPTER 47: Automation task details and logging 631
Managing automation tasks 632
Automation task logging 635
Workbook command logging 641

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 Script logging 646
CHAPTER 48: Publishing data to subscribers 649
About setting up a data extract 650
Cautionary notes about customizing the Data Publish workbook 650
Customize the Data Publish workbook 650
Create a filter for subscriber data 652
Schedule data publishing to a subscriber 653

Index 655

RapidResponse User Guide 11

Contents
Part 1: Introduction to RapidResponse
l "What is RapidResponse?" on page 15
l "About Kinaxis" on page 31
l "New and changed features" on page 33
CHAPTER 1: What is RapidResponse?

Key concepts in RapidReponse 16

Scenarios in RapidResponse 17
Introduction to RapidResponse resources 18
Different capabilities for different users 24

This documentation set (Help and User Guide) supports RapidResponse® from Kinaxis®.

RapidResponse integrates key functional processes in supply chain management (SCM), sales and
operations planning (S&OP), and other associated areas. It is a cloud solution that allows companies to
dramatically reduce the time it takes to identify plan deviations and make critical course corrections.
Expanding beyond SCM and S&OP, RapidResponse measures the impact of changes (current and future)
and allows teams to collaborate on response scenarios across interrelated functions, inside and outside
the company.
With RapidResponse, companies benefit from an end-to-end solution in a single product. Users
throughout the entire supply chain, from demand managers and customer service representatives to
master schedulers and planners have access to these key capabilities:

l Data visibility and reporting—provides companies with an accurate and dynamic view of their
entire supply chain. Data collected from multiple sites and disparate enterprise systems, including
key suppliers and contract manufacturers, is transformed into valuable information that provides
operational insight, driving improved decision-making and action.
l Interactive visualizations—dashboards, treemaps, and chart visualizations fulfill a critical
requirement for monitoring key performance indicators (KPIs) and pinpointing the cause of a
problem before taking action. Plan deviations are easily identified and the root causes of any issues
are quickly discovered, allowing companies to make crucial course corrections in a timely manner.
l Collaborative what-if analysis— enables companies to instantly understand the impact of a
change on operations by simulating supply chain events and proposed solutions. Numerous
scenarios can be created and evaluated by various departments before any corrective actions are
taken.
l Scorecarding—calculates and compares the scores of multiple what-if scenarios in terms of how
well they meet specific individual, departmental, and company-wide metrics and objectives.
l Alerting and event management—allows for continuous monitoring of supply and demand
activities and automatically generates notifications when exceptions that pose risk to the business
occur.

RapidResponse User Guide 15

 Key concepts in RapidReponse
The following concepts are important for understanding how RapidResponse works and how it is
different from your other enterprise data systems.

Where does the data in RapidResponse come from?

An important capability of RapidResponse is that it enables users to view and analyze enterprise data
from multiple systems and sites. Data is extracted from different sources, such as your ERP system,
forecast system, and your contract manufacturer’s system, and imported into RapidResponse. This data
is instantly transformed into valuable information that users can access through the RapidResponse
client interface, using a secure Internet (or intranet) connection.

Data in scenarios
RapidResponse enables what-if analysis and collaboration through scenarios, which are essentially
versions of a company's enterprise data. Scenarios are organized in a tree structure, in which each
scenario is based on another scenario. The following example shows the organization of RapidResponse
scenarios.

Within a scenario, data can be modified , and the changes that can be evaluated range from an order
policy change to an introduction of an entire product line.
For more information, see "Scenarios in RapidResponse" on page 17.

Resources for viewing and editing data

Resources are used to view and edit data in scenarios. They include:

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CHAPTER 1: What is RapidResponse?
 l Reports—display data in dashboards, workbooks, and scorecards.
l Tasks—help you to follow steps to complete procedures and edit data in RapidResponse.
l Automation resources—are used to free up your time by performing repetitive tasks for you, or by
simplifying tasks.
l Filtering resources—are used to control which subset of the data you are working with.

For more information, see "Introduction to RapidResponse resources" on page 18.

Some resources needed for common business processes are included with RapidResponse, and other
resources might be created to meet your company's unique needs. RapidResponse users are given
access to different resources, depending on their roles in the company. For more information, see
"Different capabilities for different users" on page 24.

User account permissions

Permissions define which RapidResponse capabilities user or group of users can access, and the data
they can view. For example, creating new scenarios requires a permission. RapidResponse administrators
are responsible for ensuring that users have the permissions needed to do their jobs. For more
information, see "Different capabilities for different users" on page 24.
Some capabilities, such as accessing help or printing reports, do not depend on permissions, and are
available to all users.

Scenarios in RapidResponse
The RapidResponse database stores data as scenarios. Each scenario represents a different, complete
version of your company's enterprise data. Depending on the permissions assigned by their
administrators, RapidResponse users can create new scenarios to simulate business changes, such as
supply shortages or changes to large orders. Scenarios allow you to experiment with different ways to
respond to challenges, and discard plans that do not work, rather than having to undo changes.
Historical data can also be stored in scenarios, allowing you to see what has changed over time.
If you have access to more than one scenario, you can see the list of scenarios you have access to in the
Scenarios pane or in the toolbar or data settings of an open report. If a scenario icon is shown with a
padlock , you can view data in the scenario, but you cannot edit it. An example of scenarios that can
be selected from a workbook toolbar control is shown in the following illustration.

RapidResponse User Guide 17

Scenarios in RapidResponse
 Scenarios exist in a parent-child relationship, where each scenario, except for the root scenario, is the
child of another scenario. If you have access to a scenario and its parent, the parent-child relationship of
those scenarios is shown. For example, in the preceding illustration, the Approved actions scenario is a
child of the Enterprise Data scenario. The parent of the Change sales forecast scenario is not visible
because it has not been shared with this user. The Enterprise Data scenario is the root scenario, so it
does not have a parent. For more information about the structure of the scenario tree, see
"Understanding the scenario structure" on page 458.

Creating scenarios
If you have the required permissions, you can perform actions including creating scenarios and sharing
scenarios from the Scenarios pane. Creating scenarios and sharing scenarios require two separate
permissions, so you might be able to create them for your own private analyses, but not share them with
other users.

New scenarios can be created quickly because only the differences between the data in the new scenario
and the data in its parent are recorded. When a new scenario is created, there are not any differences
yet, so the process is more like creating a blank file than like copying a very large database.
After a scenario is created, changes made to the parent or the child that result in the data in the two
scenarios being different are tracked. When you access data in a scenario, any records that are identical
in both that scenario and its parent are retrieved from the parent scenario.
For more information about creating and managing scenarios, see "Managing scenarios" on page 477.

Viewing data in scenarios

You can view, and in some cases edit, a scenario's data in reports. These scenarios might be ones you
create, ones created by other users and shared with you, or the standard scenarios included with
RapidResponse, which can be shared with you by your RapidResponse administrator. For more
information about how a scenario affects the data visible in a worksheet, see "Viewing data in
workbooks" on page 141 and "Data settings in dashboards" on page 265.

Introduction to RapidResponse resources

Resources are tools that you can use to view, monitor, and work with data. They are broken down into
several types, each with a different function. For example, you might use workbooks to view and modify
data, filters to limit the data displayed in workbooks, alerts to monitor changes in the data, and so on.
Individual users are granted permission to use different subsets of the available resources, depending
on their job functions.

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CHAPTER 1: What is RapidResponse?
Resources are shown in the Explorer, which provides access to common functions performed with those
resources. For more information, see "Finding resources using the Explorer" on page 84.
The following types of resources might be available to you:
Reports

l "Dashboards" on page 19
l "Workbooks" on page 20
l "Scorecards" on page 21

Tasks

l "Task flows" on page 21

l "Processes" on page 22
l "Responsibility Definitions" on page 22
l "Forms" on page 22

Automation

l "Automation chains" on page 22

l "Alerts" on page 22
l "Scheduled tasks" on page 23
l "Scripts" on page 23

Filtering

l "Filters" on page 23
l "Hierarchies" on page 23

Other

l "Widgets" on page 23

Reports
Dashboards
Dashboards hold a series of widgets that provide you with status updates on areas important to you and
allow you to drill to detailed resources as needed. Dashboards are designed based on your role, and are
provided to you by your RapidResponse administrator. For more information, see "Viewing data in
dashboards" on page 249.

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Introduction to RapidResponse resources
 Workbooks
Workbooks are used to view, analyze, and modify data. Each workbook contains worksheets, which
display data in a spreadsheet-like environment. For more information, see "Using worksheets and
workbooks" on page 127.

There are three types of workbooks that you might see in the Explorer, each identified with a different
icon:

l —standard workbooks
l —metric workbooks.
l —workbooks for publishing data to your customers who are RapidResponse subscribers. For
more information, see "Publishing data to subscribers" on page 649.

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CHAPTER 1: What is RapidResponse?
Scorecards
Scorecards are used to view data summarized by various metrics, which show how data varies between
scenarios or how closely data meets a set of targets. Comparing results between scenarios allows you to
choose the most beneficial course of action. For more information, see "Viewing scorecard data " on
page 279.

Tasks
Task flows
Task flows are step by step procedures you can follow to perform a complex task. Individual steps of a
task flow might link to the resources required to complete the steps, or launch scenario actions. For
more information, see "Following standard procedures using task flows" on page 93. For information
about the task flows included with RapidResponse, see the RapidResponse Applications Guide.

RapidResponse User Guide 21

Introduction to RapidResponse resources
 Processes
Processes are a little bit like tasks, but they are used to coordinate the efforts of multiple people across
an organization to complete more complex series of activities. For more information, see "Participating in
business processes" on page 97 and "Running business processes" on page 537.

Responsibility Definitions
Responsibility definitions are used to assign responsibility for data to RapidResponse users, so that they
can be contacted about issues affecting the data they are responsible for. You might be able to assign
responsibility for data to other users, or you might only be able to assign responsibility to yourself. For
more information, see "Assign responsibility" on page 498.

Forms
Forms are used to complete a business task or series of focused tasks such as running a data
modification. For more information, see "Run a form" on page 597.

Automation
Automation chains
Automation chains are a type of automation task used to run a sequence of alerts and scheduled tasks.
Automation chains can be used to define a business process, which runs automatically. You can specify
the schedule that an automation chain runs on. For more information, see "About automation chains"
on page 555.

Alerts
Alerts are a type of automation task used to monitor data and send notification messages when the
data meets a specified condition. For more information, see "About alerts and data monitoring" on page
554. The following illustration shows an alert message in Message Center.

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Scheduled tasks
Scheduled tasks are a type of automation task used to automatically run specific operations, such as
modifying data with workbook commands or running scripts. You can specify the schedule that a
scheduled task runs on. For more information, see "About scheduled tasks" on page 554.

Scripts
Scripts are used to automate RapidResponse tasks and processes, such as creating and sharing
scenarios or modifying data with workbook commands. If you have been provided scripts, you can run a
script manually, or automatically using a scheduled task. For more information, see "About scripting" on
page 554.

Filtering
Filters
Filters are used to limit the data shown in a dashboard, workbook, or scorecard. Filters allow you to see a
manageable amount of data in a worksheet, or to view data specific to your job. For more information,
see "Viewing data in workbooks" on page 141.

Hierarchies
Hierarchies are used to view data at different levels of detail, and allow you to view both high-level data—
such as forecasts for an entire product line—and low-level data—such as forecast for a single part—in
the same worksheet. For more information, see "Viewing data in workbooks" on page 141.

Other
Widgets
Widgets provide a visual or text-based summary of data and trends and allow you to drill to detailed
resources as needed. Widgets are located on your dashboard for easy access. For more information, see
"About widgets" on page 251.

RapidResponse User Guide 23

Introduction to RapidResponse resources
 Different capabilities for different users
RapidResponse is a versatile and dynamic application that offers unique features and resources for
different types of users. How you use RapidResponse depends largely on your job function. Your
RapidResponse administrator customizes your RapidResponse experience based on the information you
require and the tasks you need to perform as part of your job. For example, some users only need to view
information, while others need to run what-if simulations to resolve various supply chain problems.
This topic describes four common categories of RapidResponse users to help you to understand the
range of configurations that can exist:

l Consumer—users can view some data from their company's enterprise data systems and might be
able to monitor data by creating personal alerts.
l Contributor—users can view and modify data in one or more scenarios that have been shared with
them.
l Simulation/Collaboration—users can create what-if scenarios to simulate business problems.
They might also be able to collaborate on solutions with other RapidResponse users.
l Resource Author—users can create a variety of RapidResponse resources.

There are considerably more than the four general settings that determine what you can do in
RapidResponse, so two users who fall into the same category might have very different capabilities.
As you use this guide, keep in mind that your toolbars, menus, and resources might not be exactly like
the ones shown in an illustration, because so many variations are possible. Your list of options might be
longer or shorter, and in some cases, you might not be able to complete a procedure described in this
guide because the option is not available to you. If you do not have access to the options you need,
contact your RapidResponse administrator to modify your permissions.

Consumers
Consumers could include managers and financial analysts. They typically view data in reports created for
them. As a consumer, when you first sign in to RapidResponse, you might be presented with a report (a

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CHAPTER 1: What is RapidResponse?
dashboard, workbook or scorecard) that displays data related to your job function, and includes links to
detailed information, as in the following illustration.

RapidResponse User Guide 25

Different capabilities for different users
 You might also have access to multiple reports, which you can open from the Explorer. You might also be
able to create personal alerts that monitor data and notify you if specific data changes.

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CHAPTER 1: What is RapidResponse?
Contributors
Contributors not only view data in RapidResponse, but contribute by editing or adding information. For
example, a warehouse manager might use a form to update inventory data. Contributors might also be
external users, such as suppliers and customers, who need to modify order information. A supplier, for
example, might open a workbook to view new part orders, and then commit to delivering the parts,
decline the orders, or propose changes.

RapidResponse User Guide 27

Different capabilities for different users
 Simulation/collaboration users
Simulation/collaboration users might be master schedulers, production planners, and material planners
who view data, and also modify it to perform what-if simulations to resolve various issues. These users
might also be able to collaborate with others on a solution to a particular problem and have access to
the Scenarios pane where these tasks can be performed.

28 RapidResponse User Guide

CHAPTER 1: What is RapidResponse?
Resource authors
Users who are resource authors have more advanced reporting and analysis knowledge, and can create
some or all of the types of resources available in RapidResponse. Resources include reports, tasks,
automation tools, and filters. Sometimes they create these resources for their own purposes, and they
might also have permission to share resources with other users.
To learn more about resource authoring, see the RapidResponse Resource Authoring Guide.

RapidResponse User Guide 29

Different capabilities for different users
CHAPTER 2: About Kinaxis

Kinaxis® delivers cloud-based S&OP and supply chain applications for discrete manufacturers and brand
owners with complex supply chain networks and volatile business environments.
Leaders across multiple industry verticals, including A&D, Automotive, High Tech, Industrial and Life
Sciences rely on RapidResponse® applications to create a foundation for concurrent planning,
continuous performance monitoring, and coordinated responses to plan variances across multiple areas
of the business. All founded on a single product, RapidResponse’s configurable applications encompass a
full spectrum of supply chain processes, including such functions as S&OP, supply planning, capacity
planning, demand planning, inventory management, MPS, and order fulfillment.
As a result, Kinaxis customers have replaced disparate planning and performance management tools and
are realizing significant operations performance breakthroughs in planning cycles, supply chain response
times and decision accuracy. From a single product, customers are able to easily model varying supply
chain conditions to make both long-term and real-time demand and supply balancing decisions quickly,
collaboratively, and in line with the shared business objectives of multiple stakeholders.
For more information, visit www.kinaxis.com or the Kinaxis Knowledge Network at
http://knowledge.kinaxis.com/.

Customer Support
The Kinaxis Customer Support team understands demand and supply chain planning, monitoring and
response, and is experienced in applying RapidResponse to real-world business scenarios. Areas of
expertise include:

l RapidResponse functionality
l Data extraction and mapping issues
l Technical software compatibility
l Coordination of integration
l Product implementation

If you are a key support contact, you can submit support cases. To submit a support case, you need to log
into the Kinaxis Knowledge Network. You can also contact Kinaxis Customer Support by phoning 1-866-
463-7877 or by sending a message to [email protected].

RapidResponse User Guide 31

 Kinaxis Knowledge Network
The Kinaxis Knowledge Network is the place to find knowledge about RapidResponse. In one site, you
can:

l Search all knowledge about RapidResponse, including product documentation, knowledge base
articles, and threaded discussions about common questions.
l Review your company’s Customer Support requests (and, if you are a key support contact, create
new Support requests).
l Engage with a community of RapidResponse experts in the Discussion Groups.

Go to https://knowledge.kinaxis.com and log in today. You can also access the Kinaxis Knowledge
Network from RapidResponse by clicking Kinaxis Knowledge Network on the Help menu.

32 RapidResponse User Guide

CHAPTER 2: About Kinaxis
CHAPTER 3: New and changed features

2019 changes affecting general users 33

2018 changes affecting general users 35
2017 changes affecting general users 39
2016 changes affecting general users 40

This section describes all the new user features introduced in recent versions of RapidResponse.
There are similar chapters in other guides. For more information, see "Determining which help system or
guide to use" on page 66.
You can also earn more about the new features and changes included in RapidResponse from the
RapidResponse Release Summary Guide. A new version of the RapidResponse Release Summary Guide is
released with each new version of RapidResponse.
This document is available for download from the Kinaxis Knowledge Network and summarizes the
changes to RapidResponse. It contains a compilation of changes gathered from every RapidResponse
guide and help system. It also contains lists of defects resolved in each version.

To access the RapidResponse Release Summary Guide

1. On the Help menu, click Kinaxis Knowledge Network.

2. Sign into the Kinaxis Knowledge Network.
You can create a new Kinaxis Knowledge Network account if you do not have one. An account is
required.
3. On the Knowledge menu, click Documentation.
4. Under Release Summary Documents, select a release to download the PDF document.

Tip: You can also find release summary content in the Global Help system.

2019 changes affecting general users

The following 2019 releases include features affecting general users:

RapidResponse User Guide 33

 Service Update 1907
Worksheet record limit removed
Previously, if the number of records that matched your query in a worksheet exceeded a value defined by
your RapidResponse administrator, the worksheet would initially load only a subset of the matching
records. This limit has been removed, and now all of the matching records are loaded the first time, so
you can get complete results more quickly.

Service Update 1906

Updated collaboration pane
The collaboration side pane has a new look.

Service Update 1903

Updated sign-in page
The RapidResponse sign-in web page has a new look.

Service Update 1902

Automation resources locked when given
If someone gives you an alert, scheduled task, or automation chain, it is locked and cannot run until you
unlock it. This gives you an opportunity to ensure that it is configured correctly before it runs.
For more information, see "Unlock an automation resource" on page 564.

Running automation tasks

If you have access to an alert, script, scheduled task, or automation chain that is shared with multiple
other users, you can now all run the automation task at the same time. Each run request is now queued
individually, which replaces the previous behavior of marking the task for execution, which could only
add a single request to the automation queue in a specific period. This ensures each user who needs to
run an automation task can run the task, regardless of how many other users are attempting to run it at
the same time.
This also adds the automation task to the queue immediately, instead of adding it at the end of interval.
This allows your automation tasks to run sooner, and to receive the output of your automation tasks
more quickly.
For more information, see "Run an automation task" on page 611.

34 RapidResponse User Guide

CHAPTER 3: New and changed features
Calculated values in subtotal buckets
In crosstab worksheets that display subtotals for date buckets using the data from multiple grouped
rows, the subtotals now display a calculated value. This might affect some of your predefined resources
where calculated subtotal values display instead of blank cells.
For more information, see "View data in a crosstab worksheet" on page 163.

Sign Out menu item not available when using gateway

For security reasons, when you sign in to RapidResponse using the gateway, the Sign Out option is not
included on the File menu. You can use the Exit option to end your RapidResponse session.

Service Update 1901

Release numbering
As of this version of RapidResponse, the service update numbering now reflects which release number of
the year the service update is. This supports the continuous delivery of RapidResponse, and allows you
to correlate your RapidResponse installation with the order of releases for that year.
For example, RapidResponse 1901 is the first release of 2019 using this numbering system.
In some places, a letter might be included in front of the number—for example, G1901. The letter
designation (G) is used to identify the major platform version. If it is not necessary to distinguish between
major platform versions, the letter might not be included.

Version 2016.2, Service Update 27

Improved hierarchy filtering
When you use more than one hierarchy to filter data in a report, the options that are available in each
hierarchy now depend on your selections in any previous hierarchies. This way, your options do not
include combinations for which no data exists. For more information, see "Applying multiple hierarchies"
on page 302.

2018 changes affecting general users

The following 2018 releases include features affecting general users:

l "Version 2016.2, Service Update 26" on page 36

l "Version 2016.2, Service Update 25" on page 36
l "Version 2016.2, Service Update 24" on page 37
l "Version 2016.2, Service Update 23" on page 38
l "Version 2016.2, Service Update 21" on page 38
l "Version 2016.2, Service Update 18" on page 38

RapidResponse User Guide 35

2018 changes affecting general users
 Version 2016.2, Service Update 26
Administrators can limit visibility of names and contact information
RapidResponse administrators can now limit the visibility of certain users' contact information to other
users. This way, users can have access to a RapidResponse system without necessarily having access to
other users' personal information. This might be used if, for example, an external supplier is given access
to a company's RapidResponse system.
Two types of restricted visibility are allowed:

l The user cannot see any other users' names and contact information.
l The user cannot see the names and contact information of other users who also have restricted
visibility.

If information about another user is blocked, a user might see the user ID in place of a name, a generic
label, or nothing at all.
In collaborations, users who cannot see each other's information can still see each other's comments,
but might not know who made the comments. You are warned if you add users with restricted visibility
to a collaboration.

Version 2016.2, Service Update 25

Gain a better understanding of the bill of material with BOM
visualization
RapidResponse now offers BOM charts. A BOM chart provides you with an up-to-date view of the bill of
material, which you can easily filter to focus only on the components or sites (or other criteria) that are
relevant to you. The new BOM Visualization worksheet in the BOM Analysis workbook includes a
BOM chart.

36 RapidResponse User Guide

CHAPTER 3: New and changed features
To better focus on the information you need, you can zoom in and out or reposition any components
within the chart.
Additionally, the chart allows you to view links between components that show:

l BOM level part substitutes

l Global part substitutes
l Co-products and by-products

For more information, see "Visualizing the bill of material" on page 225.

Version 2016.2, Service Update 24

New chart types
RapidResponse now provides three new chart types that you might see in dashboards or workbooks:

l Tornado charts
l Treemap charts
l Waterfall charts

For more information, see "Viewing data in charts" on page 199.

RapidResponse User Guide 37

2018 changes affecting general users
 Version 2016.2, Service Update 23
Importing data from and exporting data to Microsoft Excel
If you export data to or import data from Microsoft Excel, update 1803 (March 2018) changed how
Microsoft Excel handles internal code execution. This update is now supported by the import and export
process in RapidResponse. For more information, see "Export data to a Microsoft Excel file" on page 318
and "Import data from a Microsoft Excel file into a workbook" on page 378.

Version 2016.2, Service Update 21

Java 10 support
RapidResponse now works with Oracle Java Runtime Environment (JRE) version 10. Version 8 is still
supported.
For full system requirements, see "RapidResponse system requirements" on page 51.

Note: You might see the following warning when you run the Desktop Client using Java 10:
Java Web Start and Java Plug-in are deprecated and will be considered
for removal in a future Java release. Please contact the developer of
this content "Kinaxis Inc." and request an update for this program. No
action is required in response to this warning. RapidResponse is updated frequently and will be
compatible with future versions of Java.

Variables in alerts and scheduled tasks

You now have the increased flexibility when creating or editing alerts and scheduled tasks on
worksheets that use workbook variables. Depending on how you expect the monitored workbook to
change, you can specify if the default variable value is used or if a value you have specified is used. This
can reduce the number of unexpected results the alert or scheduled task returns.
For more information, see "Create an alert to monitor worksheet data" on page 568 and "Schedule an
automatic data modification" on page 589.

Version 2016.2, Service Update 18

Add links to automation task notifications
You can now add resource links to notification messages for automation tasks (including alerts,
automation chains, and scheduled tasks). Message recipients can open the resource with the data
settings that you set. To view the data, users require permission to all of the resources you are using to
display the data.
For more information, see "Add links to automation task notifications" on page 621.

38 RapidResponse User Guide

CHAPTER 3: New and changed features
2017 changes affecting general users
The following 2017 releases include features affecting general users:

l "Version 2016.2, Service Update 12" on page 39

l "Version 2016.2, Service Update 9" on page 39
l "Version 2016.2, Service Update 7" on page 39

Version 2016.2, Service Update 12

Changing your view of quantity and money data
You can now change your view of numeric data in some workbooks. The unit of measure control enables
you to switch the unit of measure applied to quantity or money columns.
For example, you might change your view of order quantities from pallets to kilograms to assess whether
or not a new shipping route is feasible.

For more information, see "Change the units for numeric data in a worksheet" on page 155.

Version 2016.2, Service Update 9

Monitoring the health of your supply chain using maps
You can now view and review details for manufacturing and distribution sites on a map. The map displays
in a RapidResponse dashboard and enables you to track and view information for specific sites, identify
relationships and geographical context between sites, and communicate with other RapidResponse
users involved with those sites.
For more information, see "Viewing data in a map" on page 273.

Version 2016.2, Service Update 7

More flexibility when editing percentages in crosstab worksheets
Some worksheets that allow percentage values to be edited in hierarchies require totals in each bucket
to add up to 100% before you can save data changes. Previously, the value had to be exactly 100%. Now a
range of totals is allowed. The worksheet author specifies how close the total must be to 100%. If the

RapidResponse User Guide 39

2017 changes affecting general users
 total in a bucket is outside of this range when you try to save your data changes, an error message is
displayed. The message tells you what the range is, as well as the current total.

2016 changes affecting general users

The following 2016 releases include features affecting general users:

l "Version 2016.2, Service Update 4" on page 40

l "Version 2016.2 initial release" on page 40

Note: Features that were added in versions of RapidResponse prior to 2016.2 are not included in
this list of changes.

Version 2016.2, Service Update 4

New option to copy percentage values
In previous versions or RapidResponse, when you copied a value formatted as a percentage from a
RapidResponse worksheet, the raw value was copied to the Clipboard. Now, the value displayed in the
cell is the value copied to the Clipboard by default. For example, if you see 2% in the cell and you copy
that value by selecting Copy from the Edit menu, 2 is copied to the Clipboard, regardless of any scaling
applied to the column.
If you want to copy the raw value of a percentage instead, you can use the new Copy Raw % Values
option on the Edit menu. For example, if you copy the raw value from a cell that displays 2%, the value
copied to the Clipboard is 0.02, assuming that 2% is not a scaled value.
For more information, see "Copying percent values" on page 358.

Version 2016.2 initial release

Adaptive Collaboration: A new way to address business challenges
You are now able to communicate securely, share simulated data in scenarios, and compare solutions in
a single interface for collaborations. You can also include links to resources and annotated screenshots
directly in the collaboration to provide more comprehensive details about the data and your proposals.
Optionally you can provide more context for the situation by naming the collaboration, adding a
description, and setting a due date for the collaboration's resolution.

40 RapidResponse User Guide

CHAPTER 3: New and changed features
You can add a scorecard directly in the collaboration to track and assess proposed solutions. With an
interface that supports real-time communication and modern communication tools like social markup,
collaborations provide you with flexibility over who leads the collaboration, who participates, and what
collaborations you are involved in.
Once the collaboration team is finished with the collaboration, you can archive the collaboration to keep
a record of the communications and the actions taken. The collaboration title, description, posts, and
comments are saved. For more information, see "Archive a collaboration" on page 535.
Adaptive Collaboration is available in both the Mobile Client and the Desktop Client. The Mobile Client
has the same interface and many of the same collaboration features. For more information, see the
RapidResponse User Guide (Mobile Client).
For more information, see "Collaborating to solve business challenges" on page 507.

Note: You can still collaborate with other RapidResponse users as you did in RapidResponse
2014.4 and earlier using Message Center, tracking scenarios changes, and generating a report of
the scenario actions taken. For more information, see "Track activity in a scenario" on page 463,
"Track data changes in a scenario" on page 464, and "Generate and distribute a report of your
actions" on page 534.

Copy resource links

To support faster decision-making, you can now copy and paste resource links in collaborations and
optionally, in external communications such as instant messaging.

RapidResponse User Guide 41

2016 changes affecting general users
 For more information, see "Add resource links to a collaboration" on page 531 and "Copy and paste a
resource link" on page 446.

A more user-friendly sign-in page

The RapidResponse sign-in page has been improved: it now provides browser-specific instructions to
guide users through opening the JNLP file and launching RapidResponse. It also provides links that you
might find useful: a link to download the latest version of Java, a link to more detailed sign-in help, and a
link to RapidResponse system requirements.

For more information about signing in to RapidResponse, see "Sign in and sign out" on page 47.

42 RapidResponse User Guide

CHAPTER 3: New and changed features
System requirement changes for Desktop Client users
The Desktop Client runs as a standalone Java Web Start application but is started from a Web browser
and requires a supported Oracle Java Runtime Environment (JRE).
The Desktop Client is now supported on Microsoft's newest operating system, Windows 10 (32-bit and
64-bit). In addition, RapidResponse can now be started using the Microsoft Edge browser.
Mac OS users can use the Desktop Client with Mac OS X 10.11 (El Capitan) however Mac OS X 10.9
(Mavericks) is no longer supported.
It is strongly recommended that user systems have the latest service updates and patches applied to
operating systems, browsers, and JREs to maintain system performance and security.
For more information, see "RapidResponse system requirements" on page 51.

RapidResponse User Guide 43

2016 changes affecting general users
Part 2: Getting started
l "Sign in and sign out" on page 47
l "Accessing help and documentation" on page 65
l "Determining where to begin" on page 77
l "Following standard procedures using task flows" on page 93
l "Participating in business processes" on page 97
l "Managing resources" on page 101
l "Arranging your workspace" on page 113
l "Troubleshooting" on page 121
CHAPTER 4: Sign in and sign out

Sign in to RapidResponse (On-Demand systems) 48

Sign in to RapidResponse (On-Premises systems) 50
RapidResponse system requirements 51
JRE memory settings and versions 53
Accessing resources and information from the Start page 60
Changing your password 61
Specify formats for dates, times, numbers, and currencies 62
Bulletin Board information 63
Sign out and exit RapidResponse 63

RapidResponse runs as a Java Web Start application on supported Microsoft Windows and Mac OS
operating systems. To run RapidResponse, you must have a supported Java Runtime Environment (JRE)
installed and running. RapidResponse is started from a Web browser which downloads the latest
RapidResponse application files to your computer. For information about system requirements, see
"RapidResponse system requirements" on page 51.
Depending on how RapidResponse has been set up for your company, you might use the On-Premises
version of RapidResponse or the RapidResponse On-Demand service. Your RapidResponse administrator
provides you with the credentials that you need to sign in to either version of RapidResponse.
After you sign in to RapidResponse for the first time, you might need to change your password. For more
information, see "Sign in to RapidResponse (On-Demand systems)" on page 48, "Sign in to
RapidResponse (On-Premises systems)" on page 50, and "Changing your password" on page 61.
You can also access RapidResponse using the Mobile Client. Workbooks, dashboards, scorecards, and
forms that you have access to display on the Mobile Client. For more information, see the RapidResponse
User Guide (Mobile Client).
Once you have signed in, you see the RapidResponse application window, including the Start page, which
provides links that can help you to find information and access resources that you need. For information
about getting started in RapidResponse, see "Determining where to begin" on page 77.
You can further customize your RapidResponse experience by selecting data format preferences (such as
your preferred currency), selecting a report or task flow that will open each time you start RapidResponse,
or creating shortcuts to resources that you use often. For more information, see "Specify formats for
dates, times, numbers, and currencies" on page 62, "Open a resource automatically upon signing in" on
page 105, and "Access favorite resources quickly" on page 105.
Announcements from your RapidResponse administrator, such as scheduled maintenance windows that
might affect your work, might be available on the Bulletin Board. For more information, see "Bulletin
Board information" on page 63.

RapidResponse User Guide 47

 When you have finished using RapidResponse, you can either close the application window or, if you did
not sign in through the gateway, you can sign out and leave the application window open so that you
can sign in again without having to restart RapidResponse. For more information, see "Sign out and exit
RapidResponse" on page 63.

What to do if you cannot sign in

If you cannot sign in to RapidResponse, ask your RapidResponse administrator for help. If you do not
know how to contact your RapidResponse administrator, RapidResponse Support can provide the
contact information. You can contact support by sending a message to [email protected].

Sign in to RapidResponse (On-Demand

systems)
To run RapidResponse, you need the following:

l A supported Microsoft Windows or Mac OS operating system

l A Java Runtime Environment (JRE) installed and running
l A supported web browser

For detailed information, see "RapidResponse system requirements" on page 51.

If you are using a newer version of a supported browser such as Google Chrome, you might need to
complete an additional step to sign in to RapidResponse.

l After entering your credentials, you might need to manually open the JNLP file that is sent to your
computer each time you sign in. In Chrome, you can do this by clicking the file on the download bar
to start RapidResponse.
l Depending on your browser and your security settings, you might need to confirm that you really
want to proceed. For example, in Firefox, you might need to click OK in the Opening dialog box.

The RapidResponse sign-in page provides instructions to guide you through opening the JNLP file. It
also provides links that you might find useful: a link to download the latest version of Java, a link to more
detailed sign-in help, and a link to RapidResponse system requirements.

48 RapidResponse User Guide

CHAPTER 4: Sign in and sign out
Users on some RapidResponse systems might see a notice, such as a data use policy or legal notice,
immediately after signing in. If you see this notice, you must acknowledge the notice by clicking the
button below the notice before you can do anything else in RapidResponse. The label on the button is
set by your RapidResponse administrator.
Your RapidResponse administrator provides you with a company ID, a user ID, and a password to access
your RapidResponse system.

Sign in to the Desktop Client

1. In your web browser address bar, type the URL https://rapidresponse.kinaxis.com and press
ENTER.
2. Type your Company ID, User ID, and Password, and then click Sign In.
3. If a sign-in notice is displayed, review it and then click the button below the notice to continue.

Sign in to the RapidResponse Mobile Client

1. In your web browser address bar, type the URL https://rapidresponse.kinaxis.com/mobile and
press ENTER.
2. Type your Company ID, User ID, and Password, and then click Sign In.
3. If a sign-in notice is displayed, review it and then tap the button below the notice to continue.

Note: You cannot have two instances of RapidResponse running on the same computer and
connected to the same server. This means that you cannot be concurrently signed into one
RapidResponse system using two accounts from the same computer. However, you can sign into
two different RapidResponse systems concurrently (for example, a production system and a test
system) from the same computer.

RapidResponse User Guide 49

Sign in to RapidResponse (On-Demand systems)
 Sign in to RapidResponse (On-Premises
systems)
To run RapidResponse, you need the following:

l A supported Microsoft Windows or Mac OS operating system

l A Java Runtime Environment (JRE) installed and running
l A supported web browser

For detailed information, see "RapidResponse system requirements" on page 51.

If you are using a newer version of a supported browser such as Google Chrome, you might need to
complete an additional step to sign in to RapidResponse.

l After entering your credentials, you might need to manually open the JNLP file that is sent to your
computer each time you sign in. In Chrome, you can do this by clicking the file on the download bar
to start RapidResponse.
l Depending on your browser and your security settings, you might need to confirm that you really
want to proceed. For example, in Firefox, you might need to click OK in the Opening dialog box.

The RapidResponse sign-in page provides instructions to guide you through opening the JNLP file. It
also provides links that you might find useful: a link to download the latest version of Java, a link to more
detailed sign-in help, and a link to RapidResponse system requirements.

Users on some RapidResponse systems might see a notice, such as a data use policy or legal notice,
immediately after signing in. If you see this notice, you must acknowledge the notice by clicking the
button below the notice before you can do anything else in RapidResponse. The label on the button is
set by your RapidResponse administrator.

50 RapidResponse User Guide

CHAPTER 4: Sign in and sign out
Accessing RapidResponse
Your RapidResponse administrator provides you with a user ID, a password, and the URL you need to
type into your browser address bar to access your RapidResponse system. The password is case
sensitive.
For the Desktop Client, the URL address typically looks like http://computername/rapidresponse/.
For the Mobile Client, it typically it looks like http://computername/rapidresponse/mobile.

Sign in to the Desktop Client or Mobile Client

1. In your web browser address bar, type the URL given to you by your RapidResponse administrator
and press ENTER.
2. Type your User ID and Password in the Sign In box.
3. If a sign-in notice is displayed, review it and then click the button below the notice to continue.

Note: You cannot have two instances of RapidResponse running on the same computer and
connected to the same server. This means that you cannot be concurrently signed into one
RapidResponse system using two accounts from the same computer. However, you can sign into
two different RapidResponse systems concurrently (for example, a production system and a test
system) from the same computer.

RapidResponse system requirements

This section outlines the system requirements for Desktop Client users. These system requirements do
not apply to Mobile Client users.

Requirements Details
System memory 4 GB of RAM

Operating Microsoft Windows

system l Microsoft Windows Vista Business SP2 (32-bit and 64-bit)
l Microsoft Windows Vista Enterprise SP2 (32-bit and 64-bit)
l Microsoft Windows 7 SP1 (32-bit and 64-bit)
l Microsoft Windows 8 (32-bit and 64-bit)
l Microsoft Windows 8.1 (32-bit and 64-bit)
l Microsoft Windows 10 (32-bit and 64-bit)

Mac OS
l Mac OS X 10.10 (Yosemite)
l Mac OS X 10.11 (El Capitan)

Notes:
l It is advisable that the operating system also include the latest updates, service packs, and
patches.
l For more information about using the Mac OS operating system with RapidResponse, see
"RapidResponse Desktop Client on the Mac OS operating system" on page 53.

RapidResponse User Guide 51

RapidResponse system requirements
 Requirements Details
Java Runtime Oracle Java Runtime Environment (JRE), version 8 or 10.
Environment Notes:
(JRE)
l To protect your system from potential security threats, it is recommended that you use an
up-to-date version of JRE 8.
l You can test the version of the JRE you are using by visiting
http://www.java.com/en/download/help/testvm.xml. You can also download a supported
version of the JRE by visiting http://www.java.com/en/.
l By default, the JRE controls how much system memory RapidResponse can consume. For
information about memory settings, see "JRE memory settings and versions" on page 53.

Web browser Browsers are used to initially start RapidResponse as a Java Web Start application. Kinaxis has
verified that the following browsers can be used to start the Desktop Client. However, you
might also be able to use other browsers.

Microsoft Windows
l Microsoft Internet Explorer 11
l Microsoft Edge 25 (and later)
l Mozilla Firefox 31 (and later)
l Google Chrome 40 (and later)

Mac OS
l Apple Safari 8 and 9
l Mozilla Firefox 31 (and later)
l Google Chrome 40 (and later)

Notes:
l RapidResponse can be used with 32-bit and 64-bit versions of the supported browsers.
However, the JRE configuration determines whether Java Web Start runs as 32-bit or 64-bit
application.
l Depending on how your browser is configured, you might need to change some browser
security settings to ensure that RapidResponse can start and properly communicate with the
Microsoft Windows operating system.

Monitor Microsoft Windows:1024 x 768 (minimum resolution)

Mac OS: 1440 x 900 (minimum resolution)

System Keyboard and mouse

Peripherals

PDF viewer A PDF viewer such as Adobe Reader or Preview for MacOS is required to open RapidResponse
application guides and documents.

Adobe Flash Adobe Flash Player 11.8 or later (browser plug-in) is required to view videos included in the
Player RapidResponse help systems and documentation. A sound card, and speakers and headphones
to listen to the audio portion of the video recording is also required. You can verify that Adobe
Flash Player is properly set up by visiting http://www.adobe.com/software/flash/about/.

Notes:
l Kinaxis has verified that RapidResponse runs effectively with the operating systems and

52 RapidResponse User Guide

CHAPTER 4: Sign in and sign out
 browsers noted in the previous table. In certain cases, you might experience unexpected
results or performance issues using newer browsers and JREs or other operating systems.
Kinaxis endeavors to verify new platforms as they are released.
l It is strongly recommended that user systems have the latest service updates and patches
applied to operating systems, browsers, and JREs to maintain system performance and
security.

RapidResponse Desktop Client on the Mac OS operating system

The Desktop Client client can be used on Microsoft Windows and Mac OS operating systems. However,
not all RapidResponse features supported on Microsoft Windows are supported on Mac OS. This
includes:

l The Start page. For more information, see "Accessing resources and information from the Start
page" on page 60.
l Forms. For more information, see "About forms" on page 595.
l Collaboration Center. For more information, see "Collaborating to solve business challenges" on
page 507.

In addition, some RapidResponse applications such as Order Fulfillment make use of forms in process
and workflows. These applications should only be used with the Desktop Client on the Microsoft
Windows operating system.
If you are using the Mac OS, consider using the Mobile Client if you want to take advantage of forms or
Collaboration Center. For more information about starting the Mobile Client, see "Sign in to
RapidResponse (On-Demand systems)" on page 48 or "Sign in to RapidResponse (On-Premises systems)"
on page 50. Alternatively, you might be able to run Microsoft Windows in a Mac OS virtual environment
to run the Desktop Client.

JRE memory settings and versions

To run RapidResponse, you require an installed and enabled Java Runtime Environment (JRE) on your
computer. For more information about system requirements, see "RapidResponse system requirements"
on page 51.
By default, the JRE controls how much system memory RapidResponse (a Java Web Start application) can
consume. For example the 32-bit version of JRE 8 sets the Java Web Start memory to 256 MB. The 64-bit
version provides additional memory.
You can determine which version of the JRE you are using and how much system memory the JRE can
consume by selecting About RapidResponse from the Help menu, then clicking the Components
button.

RapidResponse User Guide 53

JRE memory settings and versions
 Determining which version of JRE you are using
You can determine which version of the JRE is installed on your computer from the Java Runtime area of
the About RapidResponse Components dialog box.

54 RapidResponse User Guide

CHAPTER 4: Sign in and sign out
 Note: Java version numbering conventions changed between version 8 and version 10.

Java 8
If you have Java 8 installed, the version number begins with 1.8, and the number after the underscore is
the update number. For example, if your Java Runtime (Oracle Corporation) Version is 1.8.0_172-b11, as
shown in the following image, the Java version number is 8, and the update number is 172.

Java 10
If you have Java 10 installed, the version number begins with 10. For example, if your Java Runtime (Oracle
Corporation) Version is 10.0.1+10, as shown in the following image, you have Java 10.0.1.

You can also determine the version of the JRE you are using from the Java control panel in the Windows
Control Panel.

JRE memory
Your RapidResponse administrator can override your JRE memory setting for RapidResponse. If this is
the case, the About RapidResponse dialog box continues to show your computer's JRE memory setting
but RapidResponse uses the override setting.
To optimize RapidResponse performance, you can download the latest version of the JRE by visiting
http://www.java.com/en/. You might want to consider installing the 64-bit version of the JRE (if you are
using a 64-bit browser).

RapidResponse User Guide 55

JRE memory settings and versions
 32-bit and 64-bit browsers and JREs
If you are using a 32-bit browser with a 64-bit version of a JRE, you will not be able to sign into
RapidResponse if a 32-bit JRE is not also installed on your system. Upon trying to sign into
RapidResponse, you will be warned that a JRE is not enabled. To work around this, install a 32-bit JRE.
As a Java Web Start application, RapidResponse is launched by a JNLP file from a browser. The JNLP file is
associated with the enabled JRE. If more than one JRE is enabled, for example, a 32-bit and a 64-bit
version, the JNLP file and the RapidResponse client uses the most recent JRE that was installed on the
user’s system. The most recent JRE installed takes into account updates.

JRE tips
If you are experiencing any difficulty with signing into RapidResponse or using RapidResponse while
signed in, you might have to first perform the following tasks to ensure that your issue is not related to
the JRE.

Clear the JRE cache

If your RapidResponse is loading slowly or not at all, clearing the Java cache files can remedy this
problem. Doing so clears out historical files that might be causing problems and force your web browser
to load the fresh version of RapidResponse.

To access the Java Control Panel

1. Click the Windows Start menu and select the Control Panel option.
2. In the Control Panel, click Programs.
3. Select Java 32-bit/64-bit.
The Java Control Panel opens.

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Clear the Java cache (Java 8)

1. In the Java Control Panel, on the General tab, under the Temporary Internet Files section, click
Settings.
The Temporary Files Settings dialog box appears.

RapidResponse User Guide 57

JRE memory settings and versions
 2. In the Temporary Files Settings dialog box, click Delete Files.
The Delete Files and Applications dialog box appears.

3. In the Delete Files and Applications dialog box, select all three check boxes.
4. Click OK.

To find the Java Control Panel on your computer or for more information, see
https://www.java.com/en/download/help/plugin_cache.xml.

Clear the Java cache (Java 10)

1. In the Java Control Panel, on the Web Settings tab, select the Temporary Files Settings tab.
2. Click Delete Files.
3. In the Delete Files and Applications dialog box, select all three check boxes.
4. Click OK.

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Enable the Java console
If you are still experiencing any difficulty with using RapidResponse, you might need to enable Java
console (or Java Log) on your computer. Once Java Console is enabled, it appears in a separate window
providing information about the Java version, user home directory, and any error messages that occur
while running RapidResponse or any other JRE-based application.

To enable the Java console

1. In the Java Control Panel, click the Advanced tab.

2. Under the Java console option, select Show Console.
3. Click OK.

Information provided in the Java Console can be communicated to your RapidResponse administrator or
Kinaxis Customer Support in order for them to investigate any problem you are experiencing. For more
information about enabling the Java Console, see
http://www.java.com/en/download/help/javaconsole.xml.

RapidResponse User Guide 59

JRE memory settings and versions
 Accessing resources and information from
the Start page
By default, most users see a Start page after signing in to RapidResponse. The Start page has four
sections:

l Getting Started or Recent Activity—The first time you sign in, this section is called Getting Started,
and it provides you with links to your account settings and information about RapidResponse. On
subsequent sign-ins, it is called Recent Activity, and it displays links that you can use to open your
most recently used resources with the same data settings you used last time.
l Act Faster—This section provides links to help you get started on common tasks.
l Recent Messages—This section is shown if you have access to the Message Center. Any recent
messages in your inbox are displayed here. You can click a message title to read it, or click See All to
go to the message center.
l Learn—This section provides links to resources that you can use to learn more about
RapidResponse, such as videos, documentation, discussions, and news. These links only work if you
have Internet access.

Notes:
l Depending on account settings, some users might not have a start page available to them.
l The Desktop Client can be used on Microsoft Windows and Mac OS operating systems.
However, the Start Page is not supported on Mac OS.

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Showing and hiding the Start page
The Start page appears on a tab, which you can leave open and refer to as you work, or close after
RapidResponse starts. If you have closed the Start page, you can open it again at any time. By default, the
Start page opens each time you start RapidResponse, but you can toggle this behavior on and off.

Specify whether the start page is shown each time you sign in

1. On the Tools menu, click Options.

2. On the Settings tab, check the Show Start Page box if you want the Start page to open when you
sign in to RapidResponse, or clear the box if you do not want it to open.

Tip: If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Open the Start page

l On the Go menu, click Start Page.

Note: If a report and the Start page both open automatically when you start RapidResponse,
the tab for the report is shown in front of the tab for the Start page.

Changing your password

To maximize the effectiveness of your password, follow these guidelines:

l Make your password at least 8 characters long.

l Use letters, numerals, and symbols in your password. You cannot use the straight quotation mark
(") character or the semicolon (;) character in the password.
l Avoid actual words and common names.
l Do not use personal information, for example: your name, your pet’s name, birth dates, or phone
numbers.

Your RapidResponse administrator might set requirements for passwords, such as a minimum password
length or specific types of characters (such as numbers and symbols).

Change your password

1. On the Tools menu, click Change Password.

2. In the Change Password dialog box, type your current password, your new password, and then
the new password again.
3. Click OK.

RapidResponse User Guide 61

Changing your password
 Caution: If you automatically sign in to RapidResponse either through a portal or without
entering a password, changing your password could cause you to become locked out of
RapidResponse.

Notes:
l You can change your password only if you have been granted the required permission.
l If your RapidResponse administrator has specified password complexity requirements, those
requirements are displayed in the Change Password dialog box..

Specify formats for dates, times, numbers,

and currencies
Date, time, number, and currency information displayed in RapidResponse resources has formatting
applied. For example, number information can be displayed using commas or spaces as thousands
separators, or date information can be displayed with a two-digit or four-digit year.
The formats applied to data can be defined by the resource's author. In resources where the author has
not defined a format, your specified format is used. The format you specified is also used in the
RapidResponse interface. If your RapidResponse system supports multiple currencies, you can also
specify the currency that is used in all resources that contain money values.
The number format includes thousand separators, decimal symbol, and positive and negative formats. It
does not include the number of decimal places which is specified by the resource authors.
The date and time displayed in RapidResponse (including worksheets) is taken from your computer,
unless your computer’s time zone is not defined in RapidResponse. If the time zone is not defined, you
are notified when signing in to RapidResponse, and a different time zone is used for the session. Contact
your RapidResponse administrator to define your time zone.
Any notes you add to a scenario include the date and time information of when the note was added,
using RapidResponse's date and time. For any automatically generated notes, such as when you create a
scenario, RapidResponse's date and time is also used. For information about scenarios, see "Scenarios in
RapidResponse" on page 17.

Specify formats for number, date, time, and currency data

1. On the Tools menu, click Options.

2. In the Options dialog box, click the Settings tab.
3. In the Formats area, click a format in any of the following lists:
l Currency
l Number
l Date
l Time

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 Specify your preferred currency

1. On the Tools menu, click Options.

2. In the Options dialog box, click the Settings tab.
3. In the Currency list at the top of the Settings tab, select the currency you want to view in
resources.

Note: RapidResponse administrators control which data formats are available to users. If you
want to use a data format that is not currently available, contact your RapidResponse
administrator.

Tips:
l To view information about the currency, currency format, or number format you have
selected, click the button beside the currency or format.
l If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Bulletin Board information

You have access to the Bulletin Board dialog box which provides information about the RapidResponse
system. This dialog box provides:

l Information about the next scheduled maintenance activity.

l Announcements from RapidResponse administrators.

The Announcements section typically includes information about system activities such as when data
updates and system restarts will occur. This could help you pick optimal times to schedule your own
automatic activities such as alerts or scheduled reports.

l On the Help menu, click Bulletin Board.

Sign out and exit RapidResponse

You can sign out of RapidResponse by closing the RapidResponse client window. It is recommended you
close the window by using the RapidResponse menu command. If you want to sign back in, you must
open another browser window and provide the RapidResponse URL. For more information about
signing in, see "Sign in to RapidResponse (On-Premises systems)" on page 50 or "Sign in to
RapidResponse (On-Demand systems)" on page 48.

To sign out and exit RapidResponse

l On the File menu, click Exit.

If you are using the On-Premises version of RapidResponse and did not sign in through the gateway, you
can sign out of RapidResponse, but leave the RapidResponse client window open. This way, you can
quickly sign back in by clicking Sign In on the File menu, without having to restart RapidResponse.

RapidResponse User Guide 63

Bulletin Board information
 To sign out of the On-Premises version of RapidResponse

l On the File menu, click Sign Out.

Note: By default, your RapidResponse session automatically expires if it is inactive for four hours,
and all unsaved data changes are lost. This setting can be changed by your RapidResponse
administrator.

Tip: If profile pictures are turned on, you can sign out by clicking on your profile picture in the
RapidResponse toolbar and selecting Sign Out.

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CHAPTER 5: Accessing help and
documentation

Determining which help system or guide to use 66

Documentation conventions 68
Finding the content you need in HTML help 68
Your feedback 69
Help embedded in resources 70
Other ways to learn about RapidResponse 75

The RapidResponse documentation set includes several different help systems and guides, each dealing
with a different area of knowledge. Help for individual resources, such as workbooks is also available.
In addition to the RapidResponse documentation, you can access a variety of other resources to help you
learn about the capabilities and features in RapidResponse. These include an online community where
you can view how-to videos and find advice, a mailing list that you can use to keep up to date on supply
chain news and upcoming events, and instructor-led training courses.

Accessing RapidResponse help systems and guides

You can access RapidResponse help systems and guides two ways:

l Access documentation directly from the Help menu in RapidResponse.

l For links to all of the available help systems and guides, see "Determining which help system or
guide to use" on page 66.

Account permissions and the contents of your Help menu

The list of options you see when you click the Help menu in RapidResponse depends on the permissions
associated with your RapidResponse account. The more permissions you have in RapidResponse, the
more options you see on the menu. For example, resource authors have more permission than general
users.
Links to documentation that you are less likely to need, based on your permissions, are not shown on the
Help menu. For example, users without administrator permissions do not see Administration Help.

RapidResponse User Guide 65

 Documentation formats
Most RapidResponse documentation resources are available as both HTML help systems and PDF
documents. Some documentation is only available in PDF format.
HTML help systems are optimized for viewing in a web browser. While it is possible to print individual
topics from HTML help, you will get better results if you print the topic or topics from the equivalent PDF
guide.
PDF guides are optimized for printing. They can be viewed and printed using Adobe Reader®. You can
download Adobe Reader from the Adobe site at www.adobe.com.

Accessing help for RapidResponse resources

Help is often available in the RapidResponse application window for individual resources of the following
types:

l Dashboards and widgets

l Worksheets and workbooks
l Scorecards
l Forms
l Scripts
l Responsibility definitions

For more information, see "Help embedded in resources" on page 70.

Determining which help system or guide to

use
The RapidResponse documentation set includes several help systems and guides, each dealing with a
different area of knowledge. The following table summarizes the available documentation, some of which
you can access from the Help menu in RapidResponse.

Title Description
RapidResponse User Guide This guide provides RapidResponse users with basic reference and procedural
information. It covers topics such as viewing data, modifying data as part of
simulation, solving business problems, and customizing the user interface.
RapidResponse User Guide This guide provides information on how to view and edit data in the Mobile
(Mobile Client) Client.
RapidResponse Applications Practical ways to use RapidResponse and the applications that can be deployed
Guide to support business processes and make decisions. It also includes instructions
aimed at RapidResponse administrators that outline how to install and configure
applications.
RapidResponse Fundamental RapidResponse product overview, which includes key capabilities and the
Concepts Guide deployment methodology.

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 Title Description
RapidResponse Resource This guide provides information on creating and managing resources, such as
Authoring Guide dashboards, workbooks, and filters. Detailed information about RapidResponse
Query language is also included.
RapidResponse Analytic and Description of the RapidResponse data model and associated analytics. All tables
Data Model Guide and fields in the data model are listed and described. This guide also notes
changes to the data model corresponding to the RapidResponse release.
Data model posters A series of posters illustrating the structure of tables and fields in
RapidResponse, and the relationships between fields. For more information, see
"Data Model Posters" on page 67.

RapidResponse Administration Information for administrators, covering installation, upgrades, maintenance,

Guide system settings, and user administration.
RapidResponse Scripting Guide Information about building custom applications using scripting language
objects, functions, and methods to automate some RapidResponse processes.
RapidResponse Web Services Information on using RapidResponse Web services to create users, resources,
Guide and Web service client programs.
RapidResponse Data Information about integrating enterprise data sources with RapidResponse,
Integration Guide including mapping data from source tables and fields, customizing the
RapidResponse database, extracting data from enterprise sources, performing
data updates to bring new and updated data into RapidResponse, moving data
between RapidResponse instances, and moving data changes between
RapidResponse and business partners in real-time.
Global Help If you are not sure which help system contains the information you need, you
can search for it in this help system, which includes information from all of the
other help systems.

RapidResponse Release Outlines all of the changes that have been made in RapidResponse 1908,
Summary including new features and defect resolutions in service updates. Release
summaries can be found in the Kinaxis Knowledge Network in the
Documentation Center.

Custom Help Your company might have also created custom help specific to your
RapidResponse implementation.

The permissions associated with your RapidResponse account affect the list of guides that you can
access from the Help menu. For more information, see "Account permissions and the contents of your
Help menu" on page 65.

Data Model Posters

Users who have permission to create resources such as workbooks and dashboards have access to the
following posters on their RapidResponse Help menus:

l RapidResponse Data Model for Import poster—displays the relationship between the tables and fields
used in the RapidResponse data import process.
l RapidResponse Calculated Data Model poster—displays the relationship between the main
RapidResponse database calculated tables and fields. Calculated fields in the RapidResponse data
model input tables are also displayed.

RapidResponse User Guide 67

Determining which help system or guide to use
 l RapidResponse Sales & Operations Planning poster —displays the relationship between the tables
used to support the Sales & Operations Planning application.
l RapidResponse Inventory Planning and Optimization poster —displays the relationship between the
tables used to support Inventory Planning and Optimization application.
l RapidResponse Integrated Project Management poster —displays the relationship between the tables
used to support Integrated Project Management application.
l RapidResponse Historical Supply poster and RapidResponse Historical Demand poster—displays the
relationship between all tables (input, control, and calculated) that are used to store historical
supply data and historical demand data, respectively.

Documentation conventions
To help you quickly locate and interpret information, Kinaxis guides use conventions noted in the
following table.

Convention Description
bold Bold is used for user-interface elements in procedures. For example:
On the File menu, click New.

italic Italic is used when citing other documents. For example:

For more information, see the RapidResponse Administration Guide.
Courier Courier New is used for programming examples and text that is entered in Microsoft
New Windows Command Prompt window or command lines.

Caution: Identifies a caution message (critical information).

Note: Identifies a note.

Tip: Identifies a tip.

If you are using a Mac OS, procedures that use the Windows CTRL key should be replaced with the Mac
OS Command key.

Finding the content you need in HTML

help
You can find information in any RapidResponse HTML help system by searching or by browsing in the
contents or the index.

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Searching the help
You can find the information you require by entering a term in the Search box. You can also refine your
search by using AND or OR to search for a combination of words, and you can put quotation marks
around your search word or phrase to search for that exact phrasing only. For example, "sort" would
return any topics with the word "sort", but not the words "sorted" or "sorting".

Search for content

l Type a search term in the search bar and then click .

Note: If you do not want the words you searched for highlighted in the help topic, click Remove
Highlights .

Tip: If the browser window is small, the search bar might not be displayed. To see a search bar
click or enlarge the window.

Browsing the contents and the index

You can also find information by browsing in either of these panes:

l Contents—Browse through the topics in the table of contents.

l Index—Find a topic through the index. Scroll through the index or type a word or phrase in the
Search Index box to find an index entry.

Tip: If the browser window is small, the Contents and Index panes might not be displayed. To
see them, click or enlarge the window.

Your feedback
Kinaxis Inc. takes great pride in developing user-friendly applications and we hope that our
documentation resources ensure a high level of usability. We welcome your feedback about the help
topics you access.

RapidResponse User Guide 69

Your feedback
 If you have comments or suggestions about Kinaxis documentation or training materials, you can email
them to [email protected].

Help embedded in resources

Many openable RapidResponse resources have help embedded within the resource. The form the help
takes depends on the type of resource.
When help is available for a resource, you can view it from the open resource. You can also view the help
for some types of resources from the Explorer, without having to open the resource first. These
resources include workbooks, scorecards, widgets, forms, and scripts. Viewing resource help from the
Explorer can help you to determine whether a resource is the right one to use, without having to wait for
it to load.

View resource help without opening the resource

l In the Explorer, select a resource and then click beside the name of the resource.

Tip: You can also view resource help from the Explorer by right-clicking the name of the resource
and then selecting the Help option for the resource from the menu. For example, to view help for
a script, click Script Help.

View and print worksheet and workbook help

RapidResponse worksheets can include a help page that is displayed in a pane on the right-hand side of
the worksheet. Workbooks might also include a help page, in which case, the help pane includes two
tabs: Workbook Help and Worksheet Help.

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 Show or hide the help pane

l On the Help menu, click Show Workbook/Worksheet Help.

Note: This command is not available for workbooks that do not have workbook help or help for
at least one worksheet defined.

Tip: You can also show or hide the help pane by clicking Show Workbook/Worksheet Help
on the toolbar.

Print the worksheet or workbook help

You can print the worksheet or workbook help when the help pane is displayed.

1. On the File menu, click Print.

2. Click Worksheet help or Workbook Help, and then click OK.

Note: The worksheet and workbook help are printed as they appear in the help pane. Widen the
help pane before printing to maximize the amount of information printed on a page.

Tip: You can also print the worksheet help by right-clicking in the help pane, and then clicking
Print.

View and print scorecard help

Each scorecard in RapidResponse includes a help page that is displayed in a pane on the right-hand side
of the scorecard. You can show and hide the scorecard help pane.

l On the Help menu, click Show Scorecard Help.

Note: This command is available only for scorecards that have help defined.

Tip: You can also show or hide the scorecard help pane by clicking Show Scorecard Help on
the toolbar.

RapidResponse User Guide 71

Help embedded in resources
 Print the scorecard help
You can print the scorecard help when it is displayed.

1. On the File menu, click Print.

2. Click Scorecard help, and then click OK.

Note: The scorecard help is printed as it appears in the help pane. Widen the worksheet help
pane before printing to maximize the amount of information printed on a page.

Tip: You can also print the scorecard help by right-clicking in the help pane, and then clicking
Print.

View dashboard and widget help

Dashboard help is often available for a dashboard as a whole, and you might also be able to view help for
individual widgets.

Dashboard help
Some dashboards might have an Information tab with a text widget that shows dashboard help.
Dashboard help contains information about how the dashboard is intended to be used, and can include
links to related resources, websites, or help videos.

Widget help
Most widgets on dashboards that are supplied with RapidResponse have widget help, and some custom
widgets might also include help. Widget help typically describes the metrics displayed in a widget, and
might include links to other resources such as workbooks and websites. You can access help for widgets
directly from the widget controls on a widget on your dashboard.

View widget help

l On a widget title bar, click Actions , and then click Help.

The widget help displays in a dialog box.

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View form help
Forms can display two types of embedded help:

l Text on the form itself can provide information such as what action is run by the underlying script,
the purpose of the form, or how best to use the form.
l Individual controls on the form might also display help specific to the control, such as the purpose
of the control or what types of values it accepts.

RapidResponse User Guide 73

Help embedded in resources
 On an open form:

l To view form help, click the information icon at the top right corner.
l To view help for a control, next to the control title click the information icon.

View script help

Some scripts might have embedded help. If a script has embedded help, a Script Help tab is shown when
you run the script.

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View help for a responsibility definition
You might be able to access embedded help for an open responsibility definition. If help is available, a
Responsibility Help button is available near the top left of the tab.

Resources without embedded help

Some types of resources, such as filters, cannot have embedded help, and not every resource that could
have embedded help does have embedded help. Resource authors decide whether or not to include help
when they create new resources that can have embedded help.
Sometimes, the information needed to use that resource might be available elsewhere. For example, if
you access a dashboard by opening it from a task flow, the information you need to understand the
purpose of the dashboard might be included in the task flow. Another example is a custom resource
created for your company, which might be documented in company procedures that are maintained
outside of RapidResponse.

Other ways to learn about RapidResponse

In addition to the RapidResponse documentation set, there are several other ways to learn about
RapidResponse.

Kinaxis Knowledge Network

Visit the Kinaxis Knowledge Network at knowledge.kinaxis.com to access features including:

RapidResponse User Guide 75

Other ways to learn about RapidResponse
 l Upgrade Center—Learn what's new in each version of RapidResponse.
l Training videos—Familiarize yourself with the basic capabilities of RapidResponse by taking an
introductory course, delivered as a series of short videos. You can also view videos on some more
advanced topics.
l Discussion Forums—Discuss RapidResponse with other users.
l Blogs—Learn how others are using RapidResponse and solving supply chain problems.

Some content is only available after you create a Kinaxis Knowledge Network user account and sign in.

News mailing list

Subscribe to the mailing list to stay up-to-date on news and upcoming supply chain events, such as
Kinexions, the annual Kinaxis training and user conference. You can find the subscription form at
http://info.kinaxis.com/customer-subscription-page.

Training courses
Kinaxis offers instructor-led courses and self-paced online training courses to help you develop in-depth
RapidResponse knowledge. Instructor-led courses are usually delivered online in a virtual classroom, but
on-site instruction can also be arranged. To see a list of available courses, visit
https://www2.kinaxis.com/rapidresponse-training/courses.cfm.

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CHAPTER 6: Determining where to begin

RapidResponse application window basics 80

Summary of RapidResponse panes 82
Finding resources using the Explorer 84
Search for a report that contains a specific text string 89
Resources that can only be opened from links 90

There are several ways to determine what you need to do and begin getting work done
in RapidResponse. Which one you use depends on the work you need to do, the resources that have
been made available to you, and in some cases, your experience level. Often, there is more than one way
to accomplish a task.
This section discusses some ways that you might begin your work in RapidResponse, and covers some
basic information that all RapidResponse users need to know, including application window layout and
how to locate and open resources.

Starting with a task flow

Task flows are resources intended to help you to perform routine, but complex, tasks in a standard way.
Often, task flows also provide links to the other resources, such as workbooks, that you need to complete
certain steps. Task flows can be particularly useful for new employees who might not be familiar with their
employer's procedures yet, but task flows can also help experienced employees to complete routine tasks
without errors or omissions, and locate necessary resources quickly. For more information about task
flows, see "Following standard procedures using task flows" on page 93.

Example
Robert signs in to RapidResponse to respond to late orders. He opens a task flow specifically designed for
this task. Robert already knows how to complete each step, but he still refers to the task flow so that he
doesn't forget a step. He uses the links beside the step titles to quickly open the resources he needs,
using predefined data settings.

RapidResponse User Guide 77

 Starting with a dashboard
Some RapidResponse users begin by looking at a dashboard. The summary data displayed in dashboard
widgets can help you to detect areas that require your attention. For more information, see "Viewing
data in dashboards" on page 249. Often, you can drill to detailed resources from widgets on a
dashboard, or click links from the dashboard to open related resources.

Example
Helena is a district sales manager. The first thing she does when she signs in to RapidResponse is open a
dashboard and check sales figures for the area that she is responsible for. She notices a sudden,
unexpected drop in sales revenue for a particular product family, so she contacts the person responsible
for the product family to find out whether the numbers are accurate.

Starting with Message Center

Most RapidResponse users can receive messages through the RapidResponse Message Center. These
messages can let you know when you need to take action, and help direct you to the resources you need
to complete the necessary task. You might receive messages from colleagues who would like you to
investigate an issue, reminders about routine tasks that you need to complete, reports containing data
that you need to review, or alerts that let you know when certain conditions (such as inventory dipping
below safety stock) arise.
You can also set RapidResponse to forward these messages to your email, so even if you are not signed
in to RapidResponse, you can see that something requires your attention.
For more information about Message Center, see "Communicating using Message Center" on page 435.

Example
Jada checks message center as soon as she signs in to RapidResponse. She sees that her district
manager has sent her a link to a dashboard, and wants to know whether last week's unusually low sales
figures are accurate. Jada clicks the link to view the dashboard, and when she sees the chart, it is obvious
that something isn't right. She clicks on the data point representing last week's sales, and opens the
workbook containing sales data. She determines that some figures were entered using the wrong
currency, so she corrects the errors.

Starting with a form

For some business tasks or series of tasks in RapidResponse, you might use a form. Only the information
and controls you need to complete the tasks are included in the form. This way you can avoid making
common mistakes, such as accidentally editing data in the wrong scenario. If another resource, for an
example a script, is also available to complete the same task or tasks, it is recommended that you use the
form each time to you perform the tasks. For more information, see "About forms" on page 595.

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Example
Samer uses RapidResponse once a month to enter the marketing values required in the S&OP forecast
calculations. He opens the Enter Forecast form from his S&OP Forecast task flow to type the marketing
values. Clicking okay runs the form and submits his values to the RapidResponse database for the
forecast calculations.

Starting with the process activities calendar

Some companies use RapidResponse to orchestrate business processes that involve multiple people,
who are each expected to perform one or more activities within a given time frame, contributing to the
overall process. If any activities in such a process are assigned to you, then you have access to a calendar
showing any activities that you are responsible for, on the days that these activities are scheduled to
start. You can also see which other activities in the process are in progress or completed, so you can
determine whether the prerequisites for your activity have been met. For more information about
processes, see "Participating in business processes" on page 97.
You might view your process calendar in a dashboard, or in the Process Activities workbook.

Example
Lucy signs in to RapidResponse and checks her Process Activities calendar. She sees that she is supposed
to begin an activity tomorrow. Lucy checks to see whether the prerequisite activity has been completed
yet, and discovers that it has been completed. She decides to get started early. She changes the task
status of her task to In Progress and then clicks the link in the activity instructions to open a task flow
that details the steps for her activity.

Starting with a workbook

Sometimes, it makes sense to go straight to a workbook when you sign in to RapidResponse. This is
particularly true when the task you need to accomplish is not routine. For example, you might need to
search for specific data and export it to Microsoft Excel, or you might need to create a new scenario and
perform a simulation. For more information, see "Using worksheets and workbooks" on page 127.

Example
Konstantinos signs into his company's client's RapidResponse system and opens a workbook to review
new purchase order requests. He reviews the worksheet help to refresh his memory about precisely what
the information in each of the columns means, and then he responds to the requests.

Starting from the Start page

Most RapidResponse users have access to a Start page, which opens when they sign in to
RapidResponse. It provides quick access to recently used resources and serves as a launching point for
common activities. Your list of recently used resources can also help you to remember what you did in
previous RapidResponse sessions, and either repeat tasks that you have completed previously or move

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 on to the next task that needs to be done. For more information, see "Accessing resources and
information from the Start page" on page 60.

Example
Roger signs in to RapidResponse to review a dashboard to see how well his department is meeting goals
set out in the annual plan. He has recently viewed the dashboard, using the same dashboard settings he
wants to use today. He clicks on the name of the dashboard in his Start page to access the dashboard
directly, using the same settings. He glances at the data settings to make sure they are what he
expected, and then he reviews the charts on the dashboard.

Starting with a collaboration

Collaborations allow RapidResponse users to assemble a team to solve complex problems that involve
too many different data sources or have too much of an impact for one person to handle. Teams use
collaborations to communicate, share simulated data, and compare solutions. You can start a new
collaboration or you can be added to a collaboration by another participant. All the collaborations you
have access to are displayed in Collaboration Center. For more information about collaborations, see
"Collaborating to solve business challenges" on page 507.

Example
Aman signs in to RapidResponse to check on the status of an unexpected customer order. He opens the
Collaboration Center and clicks on the collaboration that was created to address the impact of this
order. He sees that a number of the collaboration participants have added scenarios and posts. He
reviews the information and responds to the issues that relate to his location.

RapidResponse application window

basics
The following image shows an example of a RapidResponse window, and the table provides a quick
overview of the items labeled in this image.

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The following table describes the areas labeled in the above illustration.

Area Description
Toolbar This area contains tools that provide shortcut access to the menu commands.
Workspace The workspace area displays the resources you are using. When you open a dashboard,
workbook, or scorecard, they are displayed in the workspace area, allowing you to view,
modify, and analyze data.
When you view a scenario’s properties, the scenario properties open in the workspace area,
and allows you to respond to or modify the properties of the scenario. For more
information about scenarios, see "Scenarios in RapidResponse" on page 17.
The workspace area can also show the Start page or the RapidResponse Message Center.
The Start page provides you with quick access to resources and information. For more
information, see "Accessing resources and information from the Start page" on page 60.
The Message Center contains notification messages that can tell you when alert conditions
have been met, when resources have been given to you, and so on. For more information,
see "Communicating using Message Center" on page 435.
Explorer The Explorer provides access to resources, and you can use it to perform many actions with
resources, such as opening resources or making changes to resources. For more
information, see "Finding resources using the Explorer" on page 84.
Workbook/Worksheet This pane contains help for the currently displayed worksheet. If workbook help is also
Help defined, then a workbook help tab is also available in this pane. For more information, see
"View and print worksheet and workbook help" on page 70.

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RapidResponse application window basics
 Area Description
Menu Bar This area contains the menu bar, which provides access to various commands from pull-
down menus.
Status Bar The status bar displays information about RapidResponse, including your name, the server
you are signed in to, and whether you have unread messages. The status bar also displays
automatically-calculated statistics about data you have selected. For more information, see
"View auto statistics for selected data" on page 169.

There are several ways you can customize the arrangement of your workspace. For more information, see
"Arranging your workspace" on page 113.

Summary of RapidResponse panes

The following is a summary of the panes you might be able to access, and some of the tasks that can be
performed within each pane.

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Pane Description
Explorer The Explorer pane allows you to view and open resources that you have access to. Resources include
reports (dashboards, workbooks, and scorecards), tasks (task flows, forms, business processes, and
responsibility definitions), automation resources (alerts, scheduled tasks, scripts, and automation
chains) and filtering resources (filters and hierarchies).
You can also perform a search to narrow down the list of resources. For more information, see
"Finding resources using the Explorer" on page 84.
Depending on the permissions you have been granted by your RapidResponse administrator, you
might also be able to perform resource management activities, such as editing or sharing resources, in
the Explorer. For more information, see "Managing resources" on page 101.

Scenarios If you have access to the Scenarios pane, you can view a list or scenarios available to you in reports,
create scenarios, and perform simulations. You might also be able to share scenarios. For more
information, see "Scenarios in RapidResponse" on page 17.

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Summary of RapidResponse panes
 Pane Description
Add-ins Provides access to custom applications, generally developed by your company, that extend base
RapidResponse functionality. For more information, see "Extensions and add-in applications" on page
549.

Extensions Your RapidResponse administrator defines the content of the Extensions pane. It can be used to
provide access to optional Web-based application, your company intranet and documents, and
important Web sites. For more information, see "Extensions and add-in applications" on page 549.

Searching for items in a navigation pane

If one of the panes in RapidResponse contains a large number of items, for example, scenarios, you can
search for a specific item.

1. Click inside the pane.

2. Begin typing the name of the item. A text box is displayed at the top of the pane.
You can also use the * and ? wildcards to search for text fragments and use the arrow keys to
scroll through the items in the pane that match the search criteria. For example, searching for To*
in the scenarios pane finds scenarios whose names begin with "To" and end with any number of
characters. For more information about the wildcards, see "Operators and wildcards" on page
194.
3. Once you find the resource, press ESC to close the text box.

The Explorer pane also has its own special search functions. For more information, see "Finding
resources using the Explorer" on page 84.

Finding resources using the Explorer

Every RapidResponse user has access to at least one openable resource, which can be a report
(dashboard, workbook or scorecard), a task, or an automation resource. If you have more than one
resource you can open or you have resource authoring permission, you can locate all types of resources
using the Explorer.

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 Open the Explorer to view resources

l On the Go menu, click Explorer.

If the Explorer button is shown at the left side of the RapidResponse window, you can also click
this button to open the Explorer.

Open a report, task, or automation resource

l In the Explorer, select the resource you want to open.

l On the Actions menu, click Open.

Notes:
l You might be able to access certain resources by clicking on links from other resources.
For example, you might be able to open a workbook from a dashboard widget. Some of
these resources that you access through links might not appear in the Explorer. For
more information, see "Resources that can only be opened from links" on page 90.
l Some resources, such as filters, are listed in the Explorer, but cannot be opened.
l If a displays next to a resource that you have selected or hovered over with your
mouse pointer, you can click it to view the help for that resource. This can help you to
determine whether it is the resource you are looking for before opening the resource
and waiting for data to load.

Tips:
l You can also open a resource by double-clicking it in the Explorer or by selecting it in
the Explorer and pressing Enter on your keyboard.
l You can use the Search Resources tool to search for text in more locations than just the
title of the resource. For example, you could find a workbook that uses a specific word
in a column heading. For more information, see "Search for a report that contains a
specific text string" on page 89.

Open another copy of a report

You can open another copy of a report (dashboard, workbook, or scorecard) that you already have open.
For example, you might want to compare the data in the report with different data settings applied.

1. In the Explorer, select a report that is already opened.

2. On the File menu, click Open in New Tab .

Tip: You can also open a report on a new tab by right-clicking the name of the report in the
Explorer, and then clicking Open in New Tab .

Searching and filtering resources

Narrowing down the list of resources can make it easier to find the what you need when you have a long
list of resources in the Explorer. You can use the following strategies:

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Finding resources using the Explorer
 l Apply basic or advanced filtering options
l Search for a resource by name
l Only show resources with a specific tag

These strategies can be used in combination to narrow down the selection further.
Your filtering, tag selections, and searches in the Explorer persist when you sign out of RapidResponse
and sign back in. For example, if you select the option to view only filters in the Explorer, the next time
you sign in to RapidResponse, you will only see filters in the Explorer, until you make a different selection.

Apply basic or advanced filtering options

You can use the basic filtering options to select categories of resources to see. These basic filtering
options are available:

l Reports—shows dashboards, workbooks, and scorecards.

l Tasks—shows task flows, forms, processes, and responsibility definitions.
l Automation—shows alerts, scripts, scheduled tasks, and automation chains.

To view a list of all resources, which includes the sites, hierarchies, and filters that you have access to, de-
select all three basic filtering options—Reports, Tasks, and Automation—or use advanced filtering
options.
Advanced filtering options allow you to select any combination of resource types to view. You can also
view only public resources, only private resources, or only shortcuts. Users with authoring permission
also have the option to view only resources that are checked out of the resource repository.
The following illustration shows the Explorer, without the advanced filtering options shown, and with
them shown. The red arrow points to the Show Options button.

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 Use basic filtering options to limit the resources listed

l In the Explorer, click any of the following buttons to select or deselect it:
l Reports—Shows dashboards, workbooks, and scorecards.
l Tasks—Shows forms, processes, responsibilities, and task flows.
l Automation—Shows alerts, automation chains, scheduled tasks, and scripts.
When a button is selected, it is highlighted and resources in that category are listed in the Explorer.

Use advanced filtering options to limit the resources listed

1. In the Explorer, click .

Advanced filtering options appear at the left side of the Explorer.
2. Select the type of resource you want to see.

Note: If no basic or advanced filtering options are selected, all of the resources that you have
access to are listed. This can occur if you select one or more basic filtering options, and then
deselect all of the basic filtering options without selecting any advanced filtering options.

Tip: You can select multiple advanced filtering options by holding down the CTRL key and
clicking each of the options that you want to select.

Search for a resource by name

You can search for a resource by typing all or part of its name. The more characters you type, the
narrower your selection becomes.
You can also search for a report using text, such as the name of a worksheet or a widget, that might not
be included in the name of the resource. For more information, see "Search for a report that contains a
specific text string" on page 89.

Search for a resource by name

l In the search bar of the Explorer, type all or part of the name of the resource.

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Finding resources using the Explorer
 Tip: You can click the button on the search bar and select Match from start or Match
anywhere to change the way RapidResponse determines what is a match. In the example shown
here, the default option, Match anywhere, is selected. If Match from start were selected, NPI
Record Creation would not be included in the search results.

Only show resources with a specific tag

Some resources might be marked with tags to identify them as belonging to a group of related
resources. A resource can have multiple tags applied.
There are two types of tags: global and personal.
Global tags can be applied to shared resources by administrators, and are visible to everyone who has
access to the tagged resources. For example, all project management resources or financial planning
resources might be grouped together using a global tag. Global tags are identified with blue icons .
Personal tags can be applied by any user to any resource listed in the Explorer. A personal tag is visible
only to the user who created it. For example, you might apply a personal tag to the resources that you
use to produce forecasts for your company's annual plan, or you might create a favorites tag that you
apply to resources that you use often. Personal tags are identified with gray icons . For information
about creating personal tags, see "Creating personal resource tags" on page 109.
You can only view results for one tag at a time in the Explorer.

Only show resources with a specific tag

l From the Choose a tag menu, select a tag.

Note: You can also manage your resources in the Explorer. For more information about
managing resources, see "Managing resources" on page 101.

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Search for a report that contains a specific
text string
You can search the dashboards and workbooks directly available to you in order to find the ones that
contain a specific text string. The following elements are searched:

l Workbooks—workbook names, column headers, chart titles, worksheet names, column help,
worksheet help, or workbook help.
l Dashboards—dashboard titles, widget titles

For example, suppose you know you have a worksheet that reports supply and demand balances, but
you do not remember which workbook it is in. You can search the workbooks for the term "balance" to
find worksheets that contain a Balance column. The search results would also include any workbooks
that contain the term "balance" somewhere other than the column header, and dashboards that have
"balance" in their names or their widget names.

Tip: You can also use the Explorer to search for text strings in workbook, dashboard, and widget
names. For more information, see "Finding resources using the Explorer" on page 84.

This type of search is different from searching in a worksheet to find a specific data value. For information
about searching for data within a worksheet, see "Search for specific data" on page 189. This type of
search is also different from searching for a workbook or other resource based on its title. For
information about searching for workbooks by title, see "Finding resources using the Explorer" on page
84.
Search results are displayed in the Search Resources window, which is shown in the following illustration.

In this example, the term "Finance" was found in 25 places in 12 reports. You can expand each report's
results to determine where in the report your search term is used. In this example, there are two matches
in the S&OP Consensus Demand Planning Widgets workbook, including in a column header and column
help for the Consensus Demand Plan - Revenue Chart worksheet.
If you search for a text string that includes multiple words, results are returned for the complete phrase,
and not for the individual words in the text string. For example, if you search for 'Ship Set Available', you
get results only for columns or help entries that contain the full text string 'Ship Set Available', such as
"Ship Set Available Date". This search does not match columns or help that contain 'Ship', 'Set', or
'Available' individually.

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Search for a report that contains a specific text string
 You can open workbooks and dashboards from the result list. Alternatively, you can copy the list of
results into another program, such as Microsoft Excel, if you want to make a permanent record of the
workbooks and dashboards that contain the text string.
RapidResponse users with authoring permissions can perform more advanced searches. For more
information, see the RapidResponse Resource Authoring Guide.

Search for a text string

1. On the Tools menu, click Search Resources.

2. In the Search Resources Settings dialog box, type the text string you want to search for, and then
click OK.
The search is not case sensitive. For example, searching for 'demand' or 'Demand' produce the
same search results.

Open a resource

1. In the Search Resources window, click the workbook you want to open.
2. Optionally, click the symbol beside the resource, and then click the worksheet or tab you want
to view.
3. On the Search Resources toolbar, click Open .

Tip: You can also open a resource by double-clicking the worksheet or tab you want to open.

Copy search results

1. On the Search Results toolbar, click Copy search results to the Clipboard .
2. Paste the results into another application, such as Microsoft Excel or Microsoft Word.

Perform another search

1. On the Search Resources toolbar, click Search Settings .

2. Type the text string you want to search for, and then click OK.

Resources that can only be opened from

links
RapidResponse resource authors can create resources that link to other resources. Examples include a
workbook linking to other workbooks or a dashboard widget linking to scorecards and task flows.
By creating links, resource authors can create a simplified user experience. For example, a single
workbook might be used as a launching point for several other workbooks.
If someone has shared a resource with you, and it links to other resources that have not been shared
with you directly, the only resource that will display in the Explorer will be the shared, or main, resource.
This means you can open the shared resource from the Explorer and all of the linked resources can only
be opened from the shared resource. For example, if someone shares a workbook with you, and that
workbook links to five other workbooks, only the main (originally shared) workbook will be available
from the Explorer.

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 Note: If you have permission to create alerts, you can create alerts based on linked workbooks.

The following table summarizes the RapidResponse resources that can be linked.

Main resource Can link to

Dashboard widget l Workbooks
l Dashboards
l Scorecards
l Task flows

Script l Workbooks
l Scripts

Scorecard l Workbooks

Task flow l Workbooks

l Scorecards
l Forms

Workbook l Scripts
l Workbooks
l Forms

Note: If a task flow is shared with you, any linked resources (workbooks and scorecards) are
available from the Explorer.

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Resources that can only be opened from links
CHAPTER 7: Following standard
procedures using task flows

A task flow is a series of steps you follow to complete an overall process or task. For example, a task flow
to simulate the effect of reducing the safety stock level for a group of parts might include steps to create
a new scenario, change the safety stock value in a worksheet, compare the new scenario to existing
scenarios, and so on.
You might have access to task flows that have been shared with you. These are likely specific to your job
function. RapidResponse includes predefined task flows for common business procedures. Custom task
flows might also be created to address the specific needs of your company. If you have task flow
authoring permissions, you can create your own task flows. For information about creating your own task
flows, see the RapidResponse Resource Authoring Guide.
Often, task flows contain action buttons that you can click to quickly open resources that are necessary
to complete the task. These can include dashboards, workbooks, scorecards, forms, or additional task
flows. Task flows can also include buttons that launch scenario actions, including creating, deleting,
sharing, updating, and committing scenarios.

Open and follow a task flow

If you have access to task flows, you can access them in the Explorer.
When you open a task flow, it appears in a pane at the right side of the screen. When you open multiple
task flows at the same time, each appears on its own tab at the right side of the screen.

Open a task flow

1. In the Explorer, ensure that task flows are shown. You can do this by selecting Tasks.

2. Double-click the task flow to open it.

Tips:
l You can also open a task flow by selecting it and then clicking Open on the File menu.

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 l For quicker access to your most frequently used tasks flows, you can create shortcuts. For
more information, see "Access favorite resources quickly" on page 105.
l If you always open a task flow when starting RapidResponse, consider automatically opening
it upon sign in. For more information, see "Open a resource automatically upon signing in"
on page 105.

In the task flow, a list of steps appears in the top section. Instructions for the selected step appear in the
bottom section.

View instructions for a step

l Click a step in the list to select it.

Tip: You can also move to the next step or the previous step by clicking the arrow buttons at the
top of the task flow.

Task flows with steps that use a specific resource are identified with an icon for the resource required to
complete the step. For example, some task flows might require that you open a workbook, or that you
create a new scenario. Some task flow steps might also open resources needed for the first step or steps
automatically when the task flow opens.

Launch the action associated with a step

l Click on the task flow toolbar.

Tip: You can also launch the action by double-clicking the step title.

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To help you follow a task flow, you have the option of printing by clicking Print in the task flow
reading pane. You can also hide the task flow or re-size the task flow window if it is taking up too much
room on your screen. For more information, see "Adjust task flow reading pane" on page 119.

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CHAPTER 8: Participating in business
processes

View process activities 97

Change the status of your activities 98

Every company owns complex processes that are performed on a regular basis. Often, these processes
can be cumbersome, inefficient, not properly tracked, and not performed consistently from instance to
instance. RapidResponse offers the capability to define processes, compiling the activities and performers
of a given process in a logical manner, allowing for a consistent execution of processes that occur
frequently within a company.
Like task flows, processes outline steps and provide instructions, but they coordinate the activities of
multiple individuals on a larger scale. Execution of a process requires a person, typically referred to as a
process owner, designated for starting the process instance and monitoring its progress. While the
process owner coordinates the overall execution, performers are responsible for individual activities in the
process.
When you are designated as a performer in one or more process activities, you are granted access to a
process calendar that lets you view information about the activities you are responsible for. You can also
adjust the status of your activities to let the process owner know when they are in progress or finished.
Depending on how a process is configured, performers might receive automated messages in Message
Center about process activities. For example, you could receive a message to inform you that a process
activity you are responsible for is scheduled to start soon.
Performers can be individual RapidResponse users, but performers can also be groups of users defined
within RapidResponse. For example, if you belong to the Marketing group, you can view the process
activities that the Marketing group is responsible for, and change the status of these activities. When a
group that is designated as a performer for an activity, any automated messages about the activity are
delivered to all members of the group. Groups are defined by RapidResponse administrators.
For information about running a process instance, see "Running business processes" on page 537.

View process activities

If you are defined as a performer of any activities within a process in RapidResponse, then you have access
to a dashboard that includes a calendar widget for the process. The calendar displays all of the activities
you are tasked with performing, on the day that they are scheduled to start.

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 1. In the Explorer, ensure that dashboards are shown. You can do this by selecting Reports.

2. Double-click the dashboard that contains the calendar widget for a process you are involved in.
3. Click the activity that you want to perform. In the pop-up dialog box you can see instructions for
the activity, and sometimes, a link to the RapidResponse resource required to complete the
activity.

Change the status of your activities

You can change the status of the activities you are assigned to as you begin work on them and when
they are complete.
Typically, you will change the status of your activities in a dashboard designated for your role in the
process. For example, if you are participating in an S&OP process, you will use an S&OP dashboard,
specific to your role in the process.

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1. On the dashboard calendar widget, click the activity that you want to change.
2. In the list at the bottom of the dialog box, click a status, as shown in the following illustration.

3. Click outside the pop-up dialog box or click the close button on the dialog box toolbar.

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Change the status of your activities
CHAPTER 9: Managing resources

Private and shared resources 102

Creating new resources 103
Viewing resource properties 103
View workbook and worksheet properties 104
Open a resource automatically upon signing in 105
Access favorite resources quickly 105
Create a shortcut to display workbook data 106
Create a shortcut to display scorecard data 108
Managing shortcuts 109
Creating personal resource tags 109

Managing resources includes:

l Creating resources. For more information, see "Creating new resources" on page 103.
l Viewing the properties of resources. For more information, see "Viewing resource properties" on
page 103.
l Editing, copying, renaming, deleting resources. For more information, see the RapidResponse
Resource Authoring Guide.
l Giving and sharing resources. For more information, see the RapidResponse Resource Authoring Guide.
l Importing and exporting resources. For more information, see the RapidResponse Resource Authoring
Guide.
l Creating shortcuts. For more information, see "Access favorite resources quickly" on page 105.
l Assigning tags to resources. For more information, see "Creating personal resource tags" on page
109.

Which of these actions you can perform might depend on several factors, such as:

l What type of resource it is

l What permissions have been granted to you by your RapidResponse administrator
l Who owns the resource
l Whether the resource is shared or private. For information about identifying private and shared
resources, see "Private and shared resources" on page 102.
l Whether the resource is checked out of the versioned repository. For information about resource
versioning, see the RapidResponse Resource Authoring Guide.

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 How permissions affect what you can do with resources
You might have permissions that allow you to perform certain resource management actions with some
types of resources, but not others. For each resource type, there are two permissions you can have:
permission to create resources and permission to share them.

l Permission to create—Many resource management actions are only possible if you have
permission to create resources of that type. When you have permission to create resources of a
particular type, you can also own, copy, import, export, and view the properties of resources of that
type. You own all resources that you create, unless you give them to someone else. You can only
rename, give, or delete resources that you own.
l Permission to share—There might be types of resources that you can create, but not share with
other users. Since you must own a resource to share it, it is not possible to share a type of resource
that you do not have permission to create.

Private and shared resources

Every resource that you have access to is either private or shared.

l Private resources are resources that you own. Other RapidResponse users do not have access to
them.
l Shared resources are resources that more than one RapidResponse user has access to.

Private resources can become shared, but shared resources cannot be made private again. For more
information about sharing resources, see the RapidResponse Resource Authoring Guide.

Icons for private and shared resources

You can tell from the appearance of a resource's icon in the Explorer whether it is private or shared.
When an icon is not colored, it is private. For example, this is an icon for a private workbook: . When a
resource is shared, the icon is shown in color. For example, this is an icon for a shared workbook: .

Private resources
You can own private resources of any type that you have permission to create. These might be resources
that you created yourself, or resources that someone else created and then gave to you.

Shared resources
A shared resource that you have access to might be owned by you, or by another user. Even if you
cannot create a type of resource, you can still have access to resources of that type that other users have
shared with you.

Cautions:
l If a shared resource that you have access to is owned by someone else, the resource owner
can make changes to it. These changes might affect the way the resource functions in ways
that are not obvious, such as changing the way calculations are performed. You are not
automatically informed about these changes.

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 l Resources that use private data settings such as a private filter or hierarchy should not be
shared with other users unless the data settings are changed. For more information, see
"Send a resource link" on page 440.

Creating new resources

Your RapidResponse administrator might have granted you permission to create one or more types of
resources. The process for creating new resources varies depending on the resource that you are
creating, and it is recommended that you view documentation specific to the type of resource that you
are creating.

l For information about creating static filters, see "Create or modify a filter" on page 179.
l For information about creating alerts, see "Create an alert to monitor worksheet data" on page 568
and "Create an alert to monitor scorecard data" on page 575.
l For information about creating automation chains, see "Automating sequences of tasks" on page
601.
l For information about creating scripts, see the RapidResponse Scripting Guide.
l For information about creating any other type of resource, see the RapidResponse Resource
Authoring Guide.

Begin creating a new resource

1. From the File menu, select New.

2. Select a type of resource to create.
The steps required to configure the new resource depend on the type of resource.

Note: When you create a new resource, it is always a private resource. Depending on the
permissions that have been granted to you by your RapidResponse administrator, you might be
able to share the resource with other users after creating it. For more information, see the
RapidResponse Resource Authoring Guide.

Tips:
l You can also begin creating a new resource by clicking the New Resource button on the
toolbar and selecting the type of resource you want to create.
l You can also begin creating a new resource by opening the Explorer and right-clicking any
resource, selecting New, and then selecting the type of resource you want to create.

Viewing resource properties

You can view the properties of resources of any type that you have permission to create. You can also
view the properties of any process that has been shared with you, and you might be able to view the
properties of workbooks that have been shared with you even if you cannot create workbooks.
If you can view the properties of a resource, when you select the resource in the Explorer, the Properties
option is available on the Actions menu.

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Creating new resources
 Information contained in resource properties
Resource properties provide information about the resource, such as the name of its owner and when it
was created, and they often define the way the resource functions.
Sometimes, the resource properties contain the complete definition of the resource. For example, you
can discover everything there is to know about a filter by viewing its properties.
Other times, the resource properties contain only part of the definition of a resource. For example,
dashboard properties contain information about some of the dashboard's global settings, but they do
not tell you which widgets are on the dashboard, how the widgets are arranged, or what the settings for
each individual widget are.

View the properties of a resource

1. Select the resource in the Explorer.

2. From the Actions menu, click Properties.

For information about viewing workbook and worksheet properties, see "View workbook and worksheet
properties" on page 104.

View workbook and worksheet properties

If you have the appropriate permissions, you can view workbook properties to find out more information
about a workbook, such as the author of the workbook, the tables the worksheets in the workbook are
based on, and any special expressions used in the worksheet columns to display data.
For more information about workbook or worksheet properties, click the Help button in the Workbook
Properties or Worksheet Properties dialog box.

View workbook properties

1. In the Explorer, select a workbook.

2. On the File menu, click Properties.

View worksheet properties

1. In an open workbook, select the worksheet for which you want to view properties.
2. On the File menu, point to Properties, and then click Worksheet Properties.

View column properties

1. In an open workbook, select the column for which you want to view properties.
2. On the File menu, point to Properties, and then click Column Properties.

Tip: You can also access properties by clicking Workbook Properties on the toolbar, and
then clicking Workbook Properties, Worksheet Properties, or Column Properties.

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Open a resource automatically upon
signing in
If you use a dashboard, workbook, scorecard, or task flow frequently, or begin with it when you start
your work in RapidResponse, you can have it open automatically each time you sign in.

1. On the Tools menu, click Options.

2. Click the Settings tab.
3. In the On sign in area, select the Open check box, and then click the resource or shortcut you
want.

Notes:
l If you only have access to one resource, it will open automatically when you log in to
RapidResponse.
l This setting only applies to the Desktop Client. It does not apply to the Mobile Client.

Tips:
l If you want to open a resource with specific data settings applied, create a shortcut before
performing this procedure and select it from the list.
l If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Access favorite resources quickly

You can use shortcuts to open workbooks or scorecards with specific data settings, or to open a
workbook to a specific worksheet. This can save you time if you frequently open a resource with the same
data settings, because it eliminates the need to choose multiple data settings every time you open the
resource.
Even if you do not need to open resources with specific data settings, you can create shortcuts to help
you find them quickly. There is a button in the Explorer that allows you to view only shortcuts, which can
help you to narrow down the list. You can also create shortcuts with easy-to-remember names to help
you find resources with difficult-to-remember names that other users might have shared with you.
Shortcuts are available for the following types of resources:

l Scorecards
l Scripts
l Workbooks

For more information, see "Create a shortcut to display workbook data" on page 106 and "Create a
shortcut to display scorecard data" on page 108.

Creating shortcuts to scripts

When creating a shortcut to a script, you can specify values for script arguments, which are then used as
the default values each time you use the shortcut to run the script. For more information about running

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Open a resource automatically upon signing in
 scripts, see "Run a script" on page 617.

Tip: Another way to make it easier to find resources is to apply tags to them. For more
information, see "Creating personal resource tags" on page 109.

Create a new shortcut

1. In the Explorer, select a frequently used resource. For more information, see "Finding resources
using the Explorer" on page 84.
2. On the File menu, point to New, then click Shortcut.
3. If you do not want the shortcut to have the same name as the resource, type a new name in the
Name box.

Display only shortcuts in the Explorer

1. Ensure that the advanced filtering options are shown in the Explorer. If you do not see the
advanced filtering options, click to display them.
2. Select the types of resources you want to see shortcuts for. To select more than one type of
resource, hold down the CTRL key while you make your selections.
3. Select Shortcuts.

Open a resource using a shortcut

l In the Explorer, double-click the shortcut.

Create a shortcut to display workbook

data
If you use a workbook frequently with specific data settings (scenario, filter, site, and so on), you can
create a shortcut to the workbook. The selections made from these controls are then used each time you
open the workbook using the shortcut.
Shortcuts are also useful for opening workbooks to a specific worksheet.

Create a shortcut from an open workbook

1. In an open workbook, specify the data settings you want the shortcut to include.
2. On the File menu, point to New, then click Shortcut .
3. In the New Shortcut dialog box, verify the settings are set the way you want.

Note: You cannot create a shortcut to a workbook that can only be opened by clicking a link in
another workbook. For more information, see "Resources that can only be opened from links"
on page 90.

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Create a shortcut to open a workbook with specific settings

1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Select a workbook.
3. On the File menu, point to New, then click Shortcut . You can also right-click a workbook in the
Explorer, and then click New .
4. In the Name box, change the default name. This step is optional.
5. In the Worksheet list, click the worksheet that the shortcut will open.
Select Default Worksheet, to open the last worksheet you viewed.
6. To define the data that is displayed, select the check boxes you want, and click an item in the
corresponding lists.
7. If the workbook contains multi-scenario columns and you want it to open with specific scenarios,
do the following:
l Select the Scenarios check box.
l Click Select.
l In the Scenarios dialog box, in the Select from this list box, click the scenarios you want to
add, and then click Add.
l Click OK.
l To remove a scenario, select it in the list and then click Remove.
8. If the workbook includes hierarchies and you want to specify a hierarchy for the workbook to
open with, do the following:
l Select the Hierarchy check box.
l Click Hierarchy Settings.
l In the Hierarchy Settings dialog box, select the hierarchy you want to apply to the worksheet.
l To add additional hierarchies, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet.
For information about selecting multiple values in hierarchies, see " Filter and summarize data
with hierarchies" on page 304.
l To remove a hierarchy, click the X button beside the hierarchy list.
l Click OK.

Notes:
l If the workbook author has defined settings that cannot be set by modifying the workbook
toolbar controls, you should specify a value for each setting in the New Shortcut dialog box.
l You can add as many hierarchies as you have access to, to a maximum of five.
l If the workbook you created the shortcut to becomes unavailable to you, the shortcut is
automatically deleted.

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Create a shortcut to display workbook data
 Tip: You can also create a shortcut by selecting a workbook in the Explorer and clicking New
Shortcut on the Actions menu or New Resource on the RapidResponse toolbar,
followed by New Shortcut .

Create a shortcut to display scorecard

data
If you use a scorecard often, you can create a shortcut to open that scorecard with the scenarios, filter,
site, and hierarchy settings (if the scorecard includes the hierarchy panel) you analyze most often.
You can choose to only show shortcuts in the Explorer, making it easier to find your shortcuts quickly.
For more information, see "Display only shortcuts in the Explorer" on page 106.

Create a shortcut from an open scorecard

1. In an open scorecard, specify the data settings you want the shortcut to include.
2. On the File menu, point to New, then click Shortcut.
3. In the New Shortcut dialog box, verify the settings are set the way you want.

Tip: If you have a scorecard open, you can also create a shortcut by clicking New Resource
on the RapidResponse toolbar, and then clicking New Shortcut.

Create a shortcut to open a scorecard with specific settings

1. In the Explorer, ensure that scorecards are shown. You can do this by selecting Reports.

2. Select a scorecard.
3. On the File menu, point to New, then click Shortcut.
4. In the New Shortcut dialog box, in the Name box, type a name for the shortcut.
5. If you want the scorecard to open with some specific scenarios, do the following:
l Select the Scenarios check box.
l Click Select.
l In the Scenarios dialog box, in the Select from this list box, click the scenarios you want to
add, and then click Add.
l Click OK.
6. If you want the scorecard to open with a specific filter, select the Filter check box, and then in the
list, click the filter you want.
7. If you want the scorecard to open with a specific site, select the Site check box, and then in the
list, click the site you want.

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 8. If the scorecard includes the hierarchy panel and you want the scorecard to open with specific
hierarchy settings, do the following:
l Select the Hierarchy check box, and then click Settings.
l In the Hierarchy Settings dialog box, add the hierarchies you want to use to filter the
scorecard.
l For each hierarchy, click the value you want to apply to the scorecard.
l Click OK.
For more information about hierarchies, see " Filter and summarize data with hierarchies" on page
304.
9. Click OK.

Tip: You can also create a shortcut by selecting a scorecard in the Explorer, and then clicking
New Resource on the RapidResponse toolbar and selecting Shortcut.

Managing shortcuts
You can edit the properties of shortcuts. You can also rename and delete them. This works similarly to
managing resources.

Change shortcut properties

1. In the Explorer, select a shortcut.

2. On the Actions menu, click Properties.
3. In the Shortcut Properties dialog box, make desired changes.

Rename a shortcut

1. In the Explorer, select a shortcut.

2. On the Actions menu, click Rename.
3. Type a new name for the shortcut.

Delete a shortcut

1. In the Explorer, select a shortcut.

2. On the Actions menu, click Delete.

Creating personal resource tags

You can use personal resource tags to customize the way that resources (reports, tasks, automation
activities, filters, and so on) are organized. A tag is a word or brief description that can be assigned to
resources in the Explorer. By creating and assigning personal tags, you create custom categories that
allow you to quickly locate required resources. For example, you could use a tag to group workbooks,
dashboards, and task flows related to a business process.

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Managing shortcuts
 The personal tags you have assigned to resources are displayed along with global tags in the Choose a
tag menu at the top of the Explorer, as shown in the following illustration. Personal tags are identified
with gray icons .

When you select a tag from this menu, only the resources that have that tag assigned to them are
displayed in the Explorer. You can perform a search in resources that have been filtered using a tag, and
apply additional filtering options, such as selecting a resource type. For more information about
searching for tagged resources, see "Only show resources with a specific tag" on page 88.
The personal tags you create and assign cannot be shared. When you share a resource that you have
assigned a tag to, the tag is not available to the user you shared the resource with. A personal tag is
automatically deleted when it is no longer assigned to any resources.

Assign a personal tag to a resource

1. In the Explorer, select the resource you want to assign the tag to and click Add and remove tags
.

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2. In the Add Tags dialog box do one of the following:
l Type the tag name and press Enter.
l Select an existing tag name by clicking the name of the tag in the list.
3. Repeat the previous step if you want to add additional tags.
4. When you are done adding tags to the resource, click Close .

Tip: If you do not see the list of available tags, click to see the list.

Assign a personal tag to multiple resources

1. In the Explorer, select all the resources you want to assign the tag to and, beside any of the
selected resources, click Add and remove tags .
2. In the Add Tags dialog box do one of the following:
l Type the tag name and press Enter.
l Select an existing tag name by clicking the name of the tag in the list.
3. Repeat the previous step if you want to add additional tags.
4. When you are done adding tags to the resources, click Close .

Tip: If you do not see the list of available tags, click to see the list.

Remove a personal tag from a resource

1. In the Explorer, hover your mouse cursor over the resource you want to remove the tag from and
then click Add and remove tags .
2. In the Add Tags dialog box, locate the tag you want to remove from the resource, and beside it,
click Remove tag .
3. When you are done removing tags from the resource, click Close .

Note: Only administrators can add global tags to resources or remove global tags. For more
information, see the RapidResponse Administration Guide.

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Creating personal resource tags
CHAPTER 10: Arranging your workspace

View multiple reports simultaneously 114

Keep a pane in view 115
Show or hide the Navigation Pane 116
Customize navigation pane layout 117
Refresh the contents of the Navigation Pane 119
Restore the original navigation pane layout 119
Adjust task flow reading pane 119

You can change which panes are shown in your RapidResponse workspace and how they are arranged.
This way, you can maximize your workspace by hiding panes that you do not need to see, or keep panes
in view if you need to refer to them often.

Viewing multiple reports at the same time

If you want to refer to two or more reports without flipping back and forth between tabs, you can add
additional tab groups to your workspace, so you can see the reports side by side.

You can also open two copies of the same report and select different data settings for each. This way, you
can do things like comparing data from two different sites, or data at different levels of a hierarchy. For
more information, see "View multiple reports simultaneously" on page 114 and "Open a second instance
of a workbook" on page 129.

RapidResponse User Guide 113

 You can also create additional tab groups within workbooks so that you can view more than one
worksheet in the same workbook at the same time, and you can re-size or hide worksheet columns. For
more information, see "Set worksheet viewing options" on page 131.

Showing, hiding, and rearranging navigation panes

You can keep panes such as the Explorer and Scenarios pane in view all the time. You can also show a
navigation pane that can contain these panes on separate tabs. If you have access to the Add-ins pane
or the Extensions pane, the navigation pane can contain those too. You can change the way that
individual panes are arranged in the navigation pane. For more information, see "Show or hide the
Navigation Pane" on page 116, "Keep a pane in view" on page 115, and "Customize navigation pane
layout" on page 117.

Showing, hiding, and resizing the task flow pane

If you are working on a task flow step and the task flow reading pane is taking up too much space in the
RapidResponse window, you can adjust its size or temporarily hide the task flow without closing it. For
more information, see "Adjust task flow reading pane" on page 119.

View multiple reports simultaneously

You can view multiple items, including reports, Message Center, the Start page, and scenario properties
together in the same window by organizing them into different panes.

1. Open the items you want to view.

2. Right-click a tab, and then click one of the following:
l New Horizontal Group
l New Vertical Group

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The following example displays a workbook and a dashboard in separate horizontal panes.

Note: You can organize items into either horizontal or vertical panes, not both.

Tips:
l You can also move items into different panes by clicking and dragging the tab.
l Once you have created at least two panes, you can move items between them by right-
clicking a tab and then clicking one of the options.

Keep a pane in view

By default, the Explorer pane (and some other panes such as the Scenarios pane) are automatically
hidden when you perform actions such as opening a resource or clicking somewhere else in the
RapidResponse window. This is called auto-hide.
If you want to keep panes in view, you can turn off the auto-hide function. When you turn off auto-hide,
the pane stays in view until you close it, open a different pane, or turn auto-hide back on. In addition,

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Keep a pane in view
 when auto-hide is turned on, the pane does not overlap with the open tabs in the RapidResponse
window.
You can also move a pane by dragging it and dropping it when auto-hide is turned off. For example, if
you wanted to move your Explorer pane from its default location at the left side of the RapidResponse
window to the right side, you could turn off auto-hide, and then drag the Explorer to its new location.

Toggle Auto-Hide

1. Right-click the title bar of the pane.

2. Click Auto-Hide.

Show or hide the Navigation Pane

When you sign into RapidResponse, the Navigation Pane is hidden, and tabs for each pane are displayed
to the left of your workspace. As needed, you can show or hide the Navigation Pane.

l On the RapidResponse toolbar, click Show Navigation Pane .

Tip: You can also show or hide the Navigation Pane by clicking Show Navigation Pane under
the View menu.

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Customize navigation pane layout
When you first view the Navigation pane, all of the panes to which you have access are arranged in a
preset layout. You can modify the pane layout to suit your needs by doing the following:

Move a pane
Drag a tab from one pane section to another pane section. Use the blue outline to determine where the
pane will go. The following illustrates how to move the Add-ins pane.

Create a pane section

If all of your panes are in one pane section, you can create other pane sections if you need to view
multiple panes at the same time. You can create another pane section by moving a pane, as shown in the
following illustration.

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Customize navigation pane layout
 Resize a pane

1. Pause your pointer over the border of the pane sections or the Navigation Pane and the working
area.
2. When the pointer becomes a double arrow, click and drag to the desired size.

Close a pane

1. Click the tab of the pane you want to close.

2. On the title bar of the pane, click Close .

Open a pane

l On the Go menu, click the pane that you want to open.

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Refresh the contents of the Navigation
Pane
If an administrator, resource author, or another user shares resources or scenarios with you while you
are signed in to RapidResponse, you can refresh the Navigation Pane to access them. For example, if an
author shares a filter with you and you refresh the Explorer pane, you can access the filter right away
from the list of filters.

l On the View menu, click Refresh.

Note: This also refreshes the data in scenarios and updates your user permissions if they have
been modified since the last time you signed in. For more information about refreshing data, see
"Display most recent data" on page 159. For information about scenarios, see "Scenarios in
RapidResponse" on page 17.

Restore the original navigation pane

layout
You can change the layout of the docked panes in your Navigation pane back to the default layout.

l On the View menu, click Reset Navigation Pane.

Adjust task flow reading pane

You can adjust the amount of space occupied by the task flow reading pane by resizing it. You can also
toggle between showing and hiding the task flow reading pane, without having to close and re-open
the task flow.

Resize the task flow reading pane

1. Place your mouse cursor over the line between the task flow reading pane and the tab group
immediately to its left.
When the cursor is in the correct position, it turns into a pair of lines with arrows pointing left and
right.
2. Hold down the left mouse button and drag the mouse left or right to adjust the amount of space
occupied by the task flow reading pane.

Show or hide the task flow reading pane

l On the RapidResponse toolbar, click Show Task Flow .

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Refresh the contents of the Navigation Pane
CHAPTER 11: Troubleshooting

If you encounter a RapidResponse application error, your administrator or Kinaxis Customer Support
might request information about the error from you. If your company has deployed the On-Premises
version of RapidResponse and you have been granted access from your administrator, you can open the
RapidResponse Application Server Event Log.
A detailed error report is written to the event log if a user receives an error message while using
RapidResponse. The event log can help you or Kinaxis Customer Support diagnose RapidResponse
application issues and problems.
Each error report includes:

l The date and time the error occurred.

l The User ID of the user that triggered the error.
l An error title.
l A detailed description of the error. Descriptions can include query error information that might be
useful in better understanding issues related to dashboards, workbooks, and scorecards.

To access the RapidResponse Application Server Event Log

l On the View menu, click Application Server Event Log.

Data Model Dialog Box

System and data administrators can customize the RapidResponse data model using the Data Model
dialog box. These administrators need to be granted permission to modify data integration settings.
This dialog box, as shown in the following illustration, provides information about all the tables and fields
in the RapidResponse data model. It also provides data model reference information.
General users and authors can be given permission to open the Data Model dialog box. Access to the
dialog box might help general users troubleshoot issues. It can also provide authors a better
understanding of the data model to improve the resource authoring process.

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 To open the Data Model dialog box:

1. Do one of the following:

l System and data administrators—In the Administration pane, under Data, click Data Model.
l All other users—On the View menu, click Data Model.
2. From the Show list, select one of the following:
l All tables—displays all standard and custom RapidResponse input and control tables, as well
as all standard RapidResponse calculated tables.
l Calculated tables—displays all standard RapidResponse calculated tables.
l Control tables—displays all standard and custom RapidResponse control tables.
l Frequently used tables—displays all tables that have been designated as frequently used.
These allow you to define a group of tables you expect to frequently work with or modify.
l Input tables—displays all standard and custom RapidResponse input tables.
l Tables with fields in namespace—displays only tables with fields that belong to the
namespace selected from the Namespace list. For example, for a namespace created by your
company, this might include custom input tables you've created as well as standard
RapidResponse input tables in the Mfg namespace that you've added fields to.
3. Optionally, from the Namespace list, select the namespace whose tables you want to view. The list
of tables shown is then narrowed to those matching the selection in the Show list that also
belong to the selected namespace.
4. If you want to display the set fields on each table, select the Show set fields check box.

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To view table and field reference information

l Do one of the following:

l To view help for a given table, select it from the Table box, and then click Table Information.
l To view help for a given field, select it from the Fields box, and then click Field Information.
For standard RapidResponse tables and fields, the RapidResponse Data Model and Analytic Guide
opens and displays information about the selected table or field. For custom tables and fields, a
dialog box opens displaying properties and information provided by the user who added the table
or field.

Tips:
l For more information about the Data Model dialog box, click Help.
l You can also access reference information for a given table by right-clicking it in the Table
box and then clicking Table Information. Similarly, you can access reference information for a
given table by right-clicking it in the Field box and then clicking Field Information.

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Part 3: Viewing data in reports
l "Using worksheets and workbooks" on page 127
l "Viewing data in workbooks" on page 141
l "Working with data in workbooks" on page 175
l "Searching data in workbooks" on page 187
l "Viewing data in dashboards" on page 249
l "Data settings in dashboards" on page 265
l "Viewing data in a map" on page 273
l "Viewing data in charts" on page 199
l "Viewing data in treemaps" on page 233
l "Viewing scorecard data " on page 279
l "About automatically generating reports" on page 307
l "Exporting data" on page 317
l "Printing reports" on page 327
CHAPTER 12: Using worksheets and
workbooks

Worksheet types 128

Open a workbook to access a worksheet 129
Navigate workbooks and worksheets 129
Set worksheet viewing options 131
Hide worksheet columns 134
Freeze columns in a worksheet 135
Changing the order of worksheet columns 137
Adjust a worksheet's zoom level 138
Restore original worksheet appearance in a workbook 140

You can view and work with RapidResponse data in worksheets that provide a spreadsheet-like
environment. Worksheets are stored and organized in workbooks. A workbook typically contains several
worksheets that display related data. For example, you might have a workbook that provides master data
for all parts and includes details such as part type, planner codes, unit cost, and demand fences.

RapidResponse User Guide 127

 A worksheet's formatting is defined by the person who creates the workbook, called the workbook
author. Some options a workbook author has include hiding row numbers, hiding grid lines, allowing
columns to be hidden, and so on. An example of a worksheet with hidden row numbers is shown in the
following illustration.

RapidResponse includes predefined workbooks that address common business problems; however, your
company might have modified these workbooks or created new workbooks for company specific
processes, or you might have created your own. The workbooks to which you have been granted
permissions are accessed from the Explorer. For more information about accessing resources using the
Explorer, see "Finding resources using the Explorer" on page 84.

Note: Workbooks and worksheets are also available on the Mobile Client. For more information,
see the RapidResponse User Guide (Mobile Client).

Worksheet types
Data is displayed in worksheets, which can be one of the following types:

l Vertical—Displays data in a vertical format, with one record per row. Vertical worksheets can be
displayed in either Table view, which displays every record in the worksheet, or Form view, which
displays one record at a time. You can switch between the views at any time. For more information,
see "Set worksheet viewing options" on page 131.
l Crosstab—Displays summarized data in a horizontal format, usually bucketed by date. Crosstab
worksheets have two sections, the dimensions (columns that show how the data is summarized)
and the data (the crosstab rows). For more information, see "View data in a crosstab worksheet" on
page 163.
l Chart—Displays data in a chart format. There are several possible chart types, including bar, line,
and area charts, pie charts, gauge charts, and scatter charts. Worksheets might only display a
chart, or they might display a chart in addition to a vertical or crosstab format, by displaying the
chart above, below, or beside the worksheet grid. For more information, see "Viewing data in
charts" on page 199.
l Treemap—Displays data in a treemap visualization, which presents large sets of data as container
and nested rectangles. Treemap worksheets are indicated with a unique icon . For more
information, see " Open a treemap to view data" on page 238.
l Tree view—Displays data in a tree structure with collapsible nodes. Mainly used in worksheets for
project management.

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Open a workbook to access a worksheet
1. In the Explorer,ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click on a workbook in the Explorer.

If the workbook is already open, focus is placed on the opened workbook tab.

Notes:
l You might have to specify data settings when opening certain workbooks. For more
information about the settings you can modify to view data, see "Viewing data in workbooks"
on page 141.
l The next time you open the workbook, it will display the last worksheet you accessed, unless
the workbook author specified that the workbook always open to the first worksheet. If you
want to always open to a specific worksheet, create a shortcut to the worksheet. For more
information, see "Create a shortcut to display workbook data" on page 106.
l Some workbooks might automatically modify data when you open them. For more
information, see "Run workbook commands" on page 358.

Tip: You can also open a workbook by selecting it in the Explorer, and then clicking Open on the
File menu.

Open a second instance of a workbook

You can open another instance of an already opened workbook on a new tab. For example, you might
want to compare the data in the workbook with different data settings applied.

1. In the Explorer, select a workbook that is already opened.

2. On the File menu, click Open in New Tab.

Tip: You can also open a workbook on a new tab by right-clicking the workbook in the Explorer,
and then clicking Open in New Tab.

Navigate workbooks and worksheets

Workbooks typically contain multiple worksheets. You can navigate through worksheets in a workbook
and through rows in a specific worksheet. You can use the scroll bars to navigate through the data in a
worksheet or you can use the corresponding shortcut keys.

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Open a workbook to access a worksheet
 Navigate through worksheets

l Do one of the following:

l Click the worksheet tab for the worksheet you want to view.
l Click the arrow buttons to scroll the worksheet tabs in the workbook.
l Click Show List , and then click the worksheet you want to view.

Navigate within a worksheet

To move Press
In Table view

To the next cell in the current row. TAB

To the previous cell in the current row SHIFT+TAB

Up one page in the worksheet. PAGE UP

Down one page in the worksheet. PAGE DOWN

Over one cell in a given direction. Any arrow key

To the edge of the active worksheet. CTRL+Arrow key

To the beginning of the record. HOME

To the first record on the worksheet. CTRL+HOME

To the end of the record. END

To the last record on the worksheet. CTRL+END

In Form view

To the next field in the current record TAB

To the previous field in the current record in Form view. SHIFT+TAB

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 To move Press
Up one record. PAGE UP

To the next record. PAGE DOWN

To the beginning of the current field. HOME

To the end of the current field. END

Note: For information about Form view, see "Switch between Table and Form view" on page 133.

Set worksheet viewing options

You can customize how you view worksheets within a workbook. For example, you can change the size of
worksheet columns, or you might be able to view multiple worksheets at the same time in several
different panes. These settings are saved after you close the workbook, until the next time you make
changes.
Some viewing options might not be allowed by the workbook's author. For example, the author can
choose to not allow you to move worksheets within the workbook, or not allow you to switch between
table view and form view.
You always have the option of restoring the workbook's default display settings. For more information,
see "Restore original worksheet appearance in a workbook" on page 140.

View multiple worksheets from one workbook simultaneously in different panes

You can view multiple worksheets from one workbook at the same time by moving them into a different
horizontal or vertical pane, if the workbook's author has allowed the worksheets to be moved.

l In a workbook, right-click a worksheet tab, and then click one of the following:
l New Horizontal Group
l New Vertical Group

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Set worksheet viewing options
 The following illustration shows worksheets displayed in different panes.

Notes:
l Your pane settings stay the same the next time you view the workbook.
l The New Horizontal Group and New Vertical Group options are not available if the
workbook author has not allowed the worksheets to be moved.

Change the order of worksheets

l In a workbook, click and drag a worksheet tab along the other tabs in the worksheet. Release the
mouse button when you have the tab in the appropriate position.

Note: Your worksheet order settings stay the same the next time you view the workbook.

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 Move worksheets between panes

l In a workbook, right-click a worksheet tab, and then click one of the following:
l Move to Next Tab Group
l Move to Previous Tab Group

Switch between Table and Form view

Table view is the default worksheet viewing format. It displays each record as a row in a table, similar to a
spreadsheet. Form view displays one record at a time, as shown in the following illustrations.

You can switch between Table view and Form view on the worksheet, if the workbook author has
allowed it.

l On the View menu, click Form.

If the worksheet is in Table view, it switches to Form view.
If the worksheet is in Form view, it switches to Table view.

Notes:
l The Table and Form viewing options are unavailable for crosstab worksheets. For more
information about crosstab worksheets, see "View data in a crosstab worksheet" on page
163.
l Your view settings stay the same the next time you view the worksheet.

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Set worksheet viewing options
 Tip: You can also click the Form View toggle button to switch between Table view and Form
view.

Resize worksheet columns

1. Move the pointer over the right border of the column’s title you want to resize.
2. When the pointer becomes a double arrow, click and drag to the desired size.
When you resize a column, the column's size displays in a tooltip. You can use this value to resize
columns to a precise width, or to resize a number of columns to a consistent size. Column widths
are represented by the number of standard-sized characters the column can display at once. This
size should be used as a guideline, because the actual number of characters displayed in a column
might vary slightly depending on the column's contents (for example, upper or lower case
characters, numerals, symbols, and so on). An example of a column width is shown in the
following illustration.

Notes:
l In a crosstab worksheet, all pivoted bucket columns resize together. You can resize the
columns to the left of the pivoted columns individually.
l Your column size settings stay the same the next time you view the worksheet.

Resize the worksheet help

1. Move the pointer over the left edge of the workbook help pane.
2. When the pointer becomes a double arrow, click and drag to the desired size.

Note: Your help size settings stay the same the next time you open the worksheet.

Hide worksheet columns

You can hide columns that you do not need to view in any open worksheet. For example, you can hide
columns not relevant to the business process you are working on, or you can hide columns that contain
private or sensitive data before you print the worksheet or export the worksheet to Microsoft Excel. You
can also subsequently display any columns you have hidden, or reset the workbook back to its default
display configurations. For more information about resetting the workbook, see "Restore original
worksheet appearance in a workbook" on page 140.

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Some worksheets might contain columns that are initially hidden; you can also display these columns
when required. These columns should typically be mentioned in the worksheet help.

Hide a column

1. In a worksheet, do one of the following:

l Click a cell in the column you want to hide
l Select one or more cells in the columns you want to hide
2. On the Data menu, click Hide Column .

Notes:
l You must always have one visible column in the worksheet.
l You can hide only vertical columns in a crosstab worksheet. You cannot hide data rows.
l If the workbook author has not allowed columns to be hidden, the Hide Column option is
not available.

Tip: You can also hide a column by right-clicking on a cell in the column and then clicking Hide
Column, or by pressing CTRL+0 (zero).

Show hidden columns

1. On the Data menu, point to Unhide Column.

The columns you have hidden are displayed in a list
2. To show a column, click it in the list.

Tips:
l If you have hidden multiple columns in the worksheet, you can show every hidden column by
clicking Unhide All.
l You can also show columns by right-clicking in the worksheet, pointing to Unhide Columns,
and then clicking the column you want to show.

Freeze columns in a worksheet

Specific columns of data in a worksheet can be frozen so that the columns remain visible as you scroll
through the worksheet. A workbook author may specify frozen columns for a worksheet so that the
worksheet opens with those settings. You can modify or delete author-specified frozen columns or add
frozen columns to a worksheet that doesn't have preset frozen columns.

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Freeze columns in a worksheet
 You can freeze a single column of data or multiple columns, and this setting will be maintained when you
close and re-open the worksheet.
However, frozen columns will not be maintained if you:

l select a pivoted column or the last Group By column in a crosstab worksheet

l select a multi-scenario column that is not the first scenario on the multi-scenario list for that
column. RapidResponse will save the settings of the first scenario and the worksheet will open with
those settings.

You can modify preset frozen columns by unfreezing the columns, and then selecting and freezing a new
set of columns. To return to the author-specified settings for the worksheet, on the View menu click
Reset Workbook.

Freeze a column

1. On the worksheet, click in the column to the right of the column that you want to freeze.
2. On the View menu, click Freeze Columns.

Note: You can only freeze one set of columns in a worksheet.

Tips:
l You can also freeze columns by right-clicking on the column to the right of the column you
want to freeze and clicking Freeze Columns or pressing CTRL + R.
l You can also freeze columns by selecting Columns from the data menu, right-clicking the
column below the column you want to freeze, then clicking Freeze Columns .

Unfreeze a column

1. Right-click anywhere on the worksheet.

2. On the View menu, click Freeze Columns.

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 Tips:
l You can also unfreeze columns by right-clicking on any column and clicking Freeze Columns
or pressing CTRL + R.
l You can also unfreeze columns by selecting Columns from the data menu, right-clicking any
column, and then clicking Freeze Columns .

Changing the order of worksheet columns

You can change the order of columns in worksheets, and place any two columns next to each other so
you can compare them more easily. The column order you choose persists until you reset the worksheet
layout or the workbook author makes changes to the worksheet. For more information, see "Restore
original worksheet appearance in a workbook" on page 140.
Before you change the order of worksheet columns, it is recommended that you make as many columns
as possible visible using the worksheet controls. For example, if you can toggle between a regular view
and a detail view that has more columns, choose the detail view. This way, you can arrange the detail
columns the way you want them, rather than having them appear in unexpected places when you switch
to the detail view.
Before you reorder columns, it might also be useful to hide or unhide columns. In the columns dialog
box, which is shown in the following illustration, you can toggle the view to list all columns, or only list
visible columns.

In some cases, there might be restrictions on the changes that you can make to the column layout. In
crosstab worksheets and worksheets that contain subtotals, it is not possible to reorder columns, and

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Changing the order of worksheet columns
 the Columns dialog box is not available. Some worksheets do not allow you to hide columns. For these
worksheets, Hide and Unhide options are not available in the Columns dialog box.

Change the order of worksheet columns

1. On the Data menu, click Columns .

The Columns dialog box opens.

Tip: You can also right-click anywhere in the worksheet, and then click Columns .

2. Click the name of a column and drag it up or down in the list.

Note: Spacer columns that do not have headers appear as blank lines in the column list.
Columns that have images in their headers are listed as Image in the column list.

Tip: You can select multiple adjacent columns in the list and move them all at the same time.

Importing and exporting data after changing the column order

When you export data from a worksheet, the order in which the columns appear in the exported file
depends on the current order of columns in the worksheet. This means you can customize the order of
columns in the exported file by reordering the worksheet columns in RapidResponse before exporting
the data. However, some business process might require columns in the exported data to appear in the
default order, and these processes fail or produce unexpected results if you change the order of the
columns.
When you import data using a worksheet, the columns in the worksheet you are importing data from
must be in the same order as the columns in the RapidResponse worksheet. Reordering the colums in
RapidResponse so that they no longer match causes the import process to fail.

Adjust a worksheet's zoom level

You can adjust zoom levels on

l Worksheet grids, including those found in dashboard widgets, workbooks, scorecards, and
scenario properties.
l Some types of charts. For more information, see "Change how a chart displays data " on page 219.

When you open a worksheet, the default zoom level setting is based on your computer settings (DPI of
monitor resolution). Before you can adjust the zoom level on a worksheet, it must be in focus. You can
put it in focus by clicking on it. Only the worksheet or worksheet widget that is currently in focus is
affected when you adjust the zoom level, so you can set different zoom levels on different worksheets.

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If the item that is in focus does not contain a worksheet that you can zoom in on—for example, the Start
page or a chart widget—zoom controls are not shown. When zoom controls are available, they are on
the status bar, at the bottom right corner of the RapidResponse window.

Make the text in a worksheet smaller or larger

1. Click anywhere on the worksheet you want to adjust.

2. On the status bar, click or until the text is the size you want it to be.

Notes:
l The zoom level on worksheet grids does not affect the appearance of printed reports. For
information about adjusting the size of the text in printed reports, see "Adjust the amount of
information printed on a page" on page 331.
l Worksheet authors cannot set the default zoom level.

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Adjust a worksheet's zoom level
 Tip: You can also press CTRL + PLUS SIGN or CTRL + MINUS SIGN to zoom in and out, or hold
down CTRL and use the mouse scroll wheel.

Resetting the zoom level

The zoom level you select remains in effect if you switch focus to other tabs, but it is not saved when you
close the report. Each time you open a report that contains worksheet grids, the zoom level for each is
reset to the default.
You can also return the text size to its default setting without closing the report.

Reset the text in a worksheet to its original size

1. Click anywhere on the worksheet you want to adjust.

2. On the status bar, hover your mouse pointer over the zoom level indicator.
The zoom level indicator becomes a Reset button.

3. Click Reset.

Restore original worksheet appearance in

a workbook
After modifying the appearance of a workbook, you can reset the workbook's appearance to use the
original settings that were specified by the workbook author.
This function resets many different settings, including the following:

l Arrangement of worksheet tabs l Column order

l Zoom level l Hidden/unhidden status of
l Worksheet view (Form view or Table columns
view) l Frozen columns
l Chart appearance l Column searches
l Bucket settings in crosstab workbooks l Column sorting
l Column width

Reset worksheet layout

1. Select a workbook tab in the workspace area.

2. On the View menu, click Reset Workbook.

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CHAPTER 13: Viewing data in workbooks

Display data in a worksheet 148

Display part data 150
Revert to previously displayed data 151
View money data in a worksheet 152
Understanding how numeric values are displayed 154
Change the units for numeric data in a worksheet 155
Show reference parts 157
Display most recent data 159
View data from multiple scenarios 160
View data in a crosstab worksheet 163
Select data 169
View auto statistics for selected data 169
Add and view notes 171

You can view RapidResponse data in workbooks, which contain worksheets. The type of information
presented in a RapidResponse worksheet is partly determined by the design of the worksheet. Each
worksheet acts as a container that displays specific types of records (for example, late customer orders).
The data that displays in a worksheet is also determined by the selections you make in the controls at the
top of the worksheet. The controls you see depend on your user permissions and resources, and the
worksheet itself. Only records that match every selection you make from the controls are displayed in the
worksheet. If there are no records matching your selections, the worksheet remains empty.

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 You might also have a hierarchy panel on the left side of the worksheet to control the data that is
displayed in the worksheet.
The following is a list of the most common controls that you might have available to you.

Scenario
A scenario represents a complete version of your company’s enterprise data. Scenarios enable what-if
analysis and collaboration in RapidResponse. When a supply chain event occurs that requires a response
or resolution, users who have permission to manage scenarios can create numerous scenarios and
evaluate them before any action is taken.
The scenarios you have access to depend on your job function and how you typically use RapidResponse.
You might have access to only one scenario that represents the current state of your supply chain, in
which case, you will not see the scenario control. If you are often involved in resolving common supply
chain problems, other users might share with you scenarios in which data has been modified to simulate
a specific business problem. You might also see scenarios that evaluate potential solutions to the
problem. Each of these scenarios represents a different version of your enterprise data. You might also
have access to workbooks that contain multi-scenario worksheets, which display data from more than
one scenario and allow you to compare the data values in the scenarios side by side. For more
information about multi-scenario worksheets, see "View data from multiple scenarios" on page 160.
Scenarios exist in a parent-child relationship, where each scenario is the child of another scenario. For
example, in the following illustration, the Current S&OP scenario is a child of the S&OP Intermediate
scenario. The parent of the S&OP Intermediate scenario is not visible because it has not been shared
with this user.

For information about scenarios, see "Scenarios in RapidResponse" on page 17.

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Filter
A filter focuses on a subset of data in the selected scenario. It defines the selection criteria that data
must meet to display in a worksheet. For example, a planner might have a filter that displays data only for
the parts he oversees.
Some workbooks also contain a Part control, or Work center, Constraint and Project control if your
company has enabled the appropriate modules. In these worksheets, you must select a part, work
center, or constraint after you select the filter in order to populate the worksheet with data.

Notes:
l You cannot access some workbooks if the appropriate filters are not available to you. If this
situation occurs, contact your RapidResponse administrator.
l Only filters that are compatible with the workbook you are viewing are available for selection.
For example, if a worksheet contains material (part-based) data, you cannot apply a capacity-
based (work center-based) filter.
l To always open a worksheet with a specific filter, you can create a shortcut to the worksheet.
For more information, see "Create a shortcut to display workbook data" on page 106.

Site
You frequently filter the data in a worksheet by site.
All parts in the RapidResponse database are associated with a site. The combination of the part’s name
and its site, make the part unique. While multiple sites could carry the same part and use the identical
name to identify it, the part is considered unique in each different site.
For example, three different sites can each carry the same part and use an identical name to identify it.
For planning purposes the part is considered unique in each different site. You can distinguish between
the parts using the site and part name.
Sites are used to identify data sources. Data sources can include your company’s enterprise system (for
example, ERP), data feeds from your customers and suppliers, and other databases. RapidResponse can
use sites to model a source of supply, demand, or both. Supply and demand from each site is segregated
from other sites.
The site you select is used with the selections you make in other controls to determine the data that
displays in a worksheet. For example, if you select a site in a part-based worksheet, the worksheet shows
only parts carried at that site.
RapidResponse supports two types of sites: manufacturing/physical and inventory/logical. These types of
sites are identified with the following icons:

l manufacturing/physical site
l inventory/logical site

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 Manufacturing/Physical
A manufacturing/physical site is an individual location within a company (or a company's subsidiary or a
company's third-party manufacturing facilities) that segregates its supply and demand from other
locations, for example, a plant, a specific geographic location, and so on. Typically, manufacturing,
assembly of products, or both occur at this type of site.
Data from manufacturing/physical sites is used to model supply and demand, and model the building of
supply to support demand. The part data associated with manufacturing/physical sites includes a BOM
structure.
Enterprise data sources are often used as a site identifiers.

Inventory/Logical
Inventory/logical sites are used to identify units, such as business units and inventory hubs. An
inventory/logical site is often an inventory location, and it segregates its supply and demand from other
locations. Examples include retail site, hub, VMI, and order consolidation.
These types of sites are primarily used to model a source of supply, demand, or both.
The part data associated with the inventory/logical site type does not involve transformation of one part
into another (for example, processing, assembly, and so on) and should not include any BOM structures.
RapidResponse analytics (including netting) must not be used in modeling exercises that explode BOM
structures.
You can filter data in a worksheet by individual sites or possibly by site filters, which include multiple sites.
Permission to see data for a particular site is granted to you by an administrator. Site filters are shared by
users who create them.

Site filters
Site filters are used to group data from multiple sites. Site filters provide RapidResponse users with the
ability to view aggregated data based on logical groupings (for example, geography or manufacturing
plants). For example, assume your company has five sites:

l United States
l Canada
l Mexico
l Japan
l China

In this case you might have two site filters:

l North America (for United States, Canada, Mexico)

l Asia (for China and Japan)

You should be aware that although you might have been given permission to a site filter, it does not
provide you access to the all the underlying sites. For example, you might be given permission to the
North American site filter and only have permission to the data from the United Stated and Canada sites.
In this case, using the North America site filter only returns data from the United Stated and Canada
sites and excludes data from the Mexico site.

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 Notes:
l Every RapidResponse user with access to two or more sites can filter data based on every site
available to them using the All Sites site filter.
l Sites filters using the icon.

You might also see the following controls where you can make selections.

Hierarchy
A hierarchy is used to display data at different levels of detail within a workbook. A hierarchy typically
represents one aspect of your company’s data, such as a product structure or geographical regions. For
example, you could have a product structure represented as a hierarchy with levels for divisions of your
company, product families, product lines, and individual parts.
Each level in the hierarchy, when selected, summarizes the data in the levels below it to show you data at
that level of detail. By selecting different values in the hierarchy, a worksheet can show summarized
values for each level of the hierarchy, such as forecast values for individual product lines, or for an entire
division of your company.
Hierarchies are selected from a panel on the left side of the worksheet, as shown in the following
illustration.

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 For more information about hierarchies, see "Using hierarchies in reports" on page 301.

Part
In some workbooks available to you, you might be able to filter the data down to a particular part. After
you select a filter and a site, the parts available with that filter and site combination are listed in a Part
control. Select a part from this control to populate each worksheet with data pertaining to that part.

Notes:
l It is important to select an appropriate filter in workbooks that include the Part control.
Some filters can load a large part list into the Part control, making it more difficult to locate
the part you want.
l If your company has enabled the reference part functionality, a List Reference Parts
button might be displayed beside the Part list. For more information, see "Show reference
parts" on page 157.
l Workbooks that use part data in worksheets, but have no Part control, typically include a
Part column so that you can search for records pertaining to a specific part. For more
information about searching, see "Search for specific data" on page 189.

Constraint
If your company has enabled constraints, a Constraint control might be available in workbooks that are
compatible with constraints.
A constraint is a factor that represents the capacity of a process or supply source. Each constraint is
based on a rate, that is the amount of the constraint available per time period. For example, a constraint
on a manufacturing process can be the number of units that a production line can produce per day, or
the number of production hours per day. A supplier, or a particular piece of equipment can also be
defined as a constraint.

Work Center
If your company has enabled the Capacity Manager application, a Work Center control might be available
in workbooks that are compatible with work centers.

Model
This control is displayed only if your company has enabled the Model-Unit Effectivity module. Model-Unit
effectivity is typically used to simplify bill of material maintenance. A model is a variant of a specific part.
Models are used where several variants of a common part are made, and where the differences in
structure between the variants are relatively small. A model uses the same part number, but is different
from other models of the same part. As such, supply of one model is never used to satisfy the demand for
a different model.

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For example, in the aviation industry, an aircraft engine has a specific part number. However, there might
be different models of the engine for left and right side mounting. The right-side model uses a right-side
fuel pump and engine mounts while the left-side model uses a left-side fuel pump and engine mounts.
The bill of material for the engine uses model effectivity to generate dependent demand for either right-
side mounts and fuel pumps, or left-side mounts and fuel pumps.
Some worksheets contain hidden Model and Unit columns, which can be made visible if your company
has enabled the Model-Unit Effectivity module. For more information, or if you see a worksheet that
should have the Model and Unit columns, contact your RapidResponse administrator.

Pool
This control is displayed only if your company has enabled the optional Pool module. A pool is a set of
supplies and demands that are segregated from other supplies and demands for the same part. Pools
can be constructed on a project or customer basis. For example, a customer may pay early to have
inventory set aside for them and not allow it to be used in another customer’s production. Pool netting
then plans each pool for a part independently, respecting the segregation.
Some worksheets contain a hidden Pool column, which can be made visible if your company has enabled
the Pool module. For more information, or if you see a worksheet that should have the Pool column,
contact your RapidResponse administrator.

Project
This control is displayed only if your company is using integrated project management and only in project
related workbooks.

Currency
This control is displayed only if your company uses multiple currencies, the workbook contains Money
columns, and the workbook's author has allowed you to select the currency used in the worksheet. By
changing the currency, you can view Money data in the worksheet in any available currency.

Unit of measure
This control is displayed if the workbook is configured to display quantity or money columns in different
unit of measures. Changing the unit of measure enables you to view data in measures most useful to
your context, such as viewing orders in equivalent units.

Other settings
Some worksheets allow you to specify values for other settings, which are defined by the workbook's
author and can be used to filter the data in the workbook, or to provide values to be used if you click a
link to another workbook. These settings might be displayed on the workbook toolbar, or might be

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 visible only on the Data Settings dialog box, which you can use to specify display settings for the
worksheet. In the data settings, settings that are displayed on the workbook toolbar are listed above
settings that are not displayed on the toolbar. For information about specifying values for these
settings, see "Display data in a worksheet" on page 148.
Some workbooks also contain buttons that can apply multiple settings at one time. In these workbooks,
you can use the button to reset the workbook to its initial appearance or change other control settings
to display specific data defined by the workbook's author. Using a button sets the values the button
specifies, and cannot be undone.

Display data in a worksheet

You can specify the data that the worksheet displays in two ways: by modifying the controls on the
workbook toolbar one at a time, or by modifying the controls all at once in the Data Settings dialog box.
If you modify the controls individually, the data displayed in the workbook is refreshed after each
selection you make. If you modify multiple settings in the Data Settings dialog box, the data displayed in
the worksheet is refreshed only after you close the dialog box, which means that you do not have to wait
for the worksheet data to load for every setting you change.

Data settings on the workbook toolbar

Workbook authors can create custom workbook controls on the workbook toolbar, which you can use
to control the data displayed in the worksheet. These controls are visible only if they affect the active
worksheet. For example, if the control determines which customer data is displayed for, it is not visible in
worksheets that do not display customer data. These settings are always visible in the Data Settings
dialog box.
When a value is shown in orange on a control on the worksheet toolbar, it means that the value that is
currently selected is placeholder text. When you see placeholder text, select a different value from the
drop-down list.

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The Data Settings dialog box
Some worksheets might also contain settings that can only be modified in the Data Settings dialog box.
These settings are defined by the workbook's author, and can be used either to filter the worksheet, or
to provide data for another workbook through a worksheet link.
In workbooks that have additional settings, you should specify a value for every setting in the Data
Settings dialog box. Otherwise, you might have to specify settings when you open a worksheet, or the
worksheets might not contain meaningful data, depending on how the worksheet was created.

Select data settings

l Open a workbook, and do one of the following in the selected worksheet:

l In the controls at the top of the worksheet, select the appropriate items. After you make a
selection in a control, the worksheet data is refreshed to match the selected item.
l If you want to change the selection in several controls at the same time, you can click Data
Settings to make all of your selections before refreshing the data.
For information about how the selections you make populate a worksheet, see "Viewing data in
workbooks" on page 141.

Notes:
l When you open a workbook, the last control selections you made are retained. If you want to
specify that a workbook always open with certain selections, you can create a shortcut to the
workbook. For more information, see "Create a shortcut to display workbook data" on page
106.
l If the data takes longer than twenty seconds to display, a dialog box opens where you can
cancel the data retrieval. For more information, see "Cancel data retrieval in a worksheet" on
page 185.

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 l A workbook might be set to manual refresh. Worksheets that might be displaying outdated
date must be manually refreshed to view the most current data. For more information, see
"Display most recent data" on page 159.
l If the workbook contains a button that specifies values, the button is not displayed in the
Data Settings dialog box.

Tips:
l You can search for specific items in the worksheet controls by clicking the control and typing
the name of the item.
l You can revert to the data that was previously displayed by clicking Back . For more
information, see "Revert to previously displayed data" on page 151.

Display part data

You might have access to the Part Properties workbook, which you can use to view key part and part
source parameters. You can also edit some part data, including modifying specific parameters, or
inserting and deleting records. The following illustration shows the Part Properties workbook.

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 Note: You can read detailed information about all worksheets in the Part Properties workbook
by opening the workbook and then clicking Show Workbook/Worksheet Help on the Help
menu.

Open the Part Properties workbook

You can open the Part Properties workbook from the Explorer or you can link to it from a part column in
any worksheet, if the part names are shown in blue. The following illustration shows ways to open the
Part Properties workbook.

Note: For more information about opening workbooks or linking to a workbook, see "Open a
workbook to access a worksheet" on page 129, or "Link to different resources from a worksheet"
on page 181.

Revert to previously displayed data

After changing the selections in the controls within a workbook, you can revert to the previously
displayed data. There are five views preserved in history per workbook or scorecard. The views preserved
in a workbook or scorecard are not applicable to any other workbooks or scorecards. For more
information about scorecards, see "Viewing scorecard data " on page 279.

l On the workbook toolbar, click Back .

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Revert to previously displayed data
 Note: Clicking the Back button does not take you back to a different worksheet if you were
viewing one previously, rather, it applies the previously selected controls to the active worksheet.

Tip: You can display the data you had displayed before clicking the Back button by clicking
Forward .

View money data in a worksheet

In worksheets that display financial information, such as revenues, costs, prices, or margins, the money
values are displayed using a specific currency. If your company uses multiple currencies, depending on
how the worksheet was created, the money values might be displayed in your preferred currency, or in a
currency specified by the worksheet's author. For information about specifying your default currency,
see "Specify formats for dates, times, numbers, and currencies" on page 62.
Money values for each record can be displayed in any available currency, and converted to any other
currency when displayed in worksheets. For example, the Revenue column in the following illustration
shows money values converted into four currencies.

Each record inserted or imported into RapidResponse is saved using a currency. If your RapidResponse
system supports multiple currencies, the currency used to insert the record is determined by
RapidResponse. These values are then converted in workbooks. This allows you to have records inserted
in multiple currencies, but display those records in one currency. For example, if you have records
inserted using euros, US dollars, and Canadian dollars, those values are converted to a single currency
when displayed in a worksheet, as shown in the following illustration.

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In workbooks that contain the Currency data control, you can choose the currency to view data in. This
currency is applied to all Money columns, except those which always display a specific currency. For
example, the workbook shown in the following illustration displays the unit price and order total in
Canadian dollars.

By selecting a different currency, such as yen, the unit price and order total values are converted.

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View money data in a worksheet
 Understanding how numeric values are
displayed
Scaled numbers
In some cases, the numbers displayed might not be actual values, but are formatted to scale to a value
that the worksheet author specifies (for example, thousands or millions). The column heading or
worksheet help should indicate the scaling factor used in the column. Scaling numbers simplifies the
data, making it easier to understand and edit.

Scientific notation
In some cases, when a numeric value in a cell is very large, it might display as a scientific notation (also
known as exponential notation) so that it is easier to read. For example, the number 123000000000
might display as 1.23e+011, which is 1.23 times 10 to the power of 11, where e stands for exponent.
Scientific notation is applied to quantity fields, not integer fields.

Values used in calculations

RapidResponse calculations use stored values rather than values displayed in a worksheet. For example,
cost information for three parts might be displayed as $11, $12, and $13 when the actual values are
$10.60, $11.95, and $13.45. In a calculation that sums this cost information, the actual values are used.

Numbers that cannot be displayed

In some cases, the result of a calculation might not be able to be displayed in RapidResponse. This could
happen if, for example, a value is divided by zero, or an infinite value is used in a calculation.
If the result of the calculation is not a number that can be represented in RapidResponse, it is displayed
as 0 or an alternative such as is NaN for “Not a Number” or is INF for “Infinity”.
Alternatives to 0 are specified by the workbook author.

Units of measure
Columns that display quantity or money data typically display in a set unit of measure which is
determined by the data itself and how it will be used.
In some workbooks, you might have a control that allows you to change the unit of measure that those
columns display in. For example, you might change how the quantities for a set of orders displays, from
pallets to kilograms.

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Change the units for numeric data in a
worksheet
In worksheets that display quantity or money columns, the data values display in a specific unit of
measure. Typically, this measure is individual units.

For example, a quantity value could be expressed in units, cases, pallets, or trucks, which allows you to
view orders in terms of different scales. In this example, there might be 10 units to a case, 2 cases to a
pallet, and 8 pallets to a truck, so an order for 160 units will occupy one truck.

If your company has multiple units of measures defined, workbooks with a unit of measure control allow
you to view numeric data in different units. The selected unit of measure is applied to all quantity and
money columns in the worksheet. For example, if you had to coordinate an alternate shipping route for a
group of orders and the new shipping requirements needed items clustered into groups of twelve, you
could switch your view of the data to see those order quantities in dozens instead of individual units.

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Change the units for numeric data in a worksheet
 A workbook can only have one type of measure applied at a time. The list of values in a unit of measure
control display for the first scenario or the current scenario applied in the workbook.

You might see unit of measure controls in short cuts, drill links, collaboration links, in an open action in a
task flow, or in the Data Settings pane of a dashboard. For some records, the data value cannot be
converted to the selected unit of measure. Instead, the records display as Not a Number (NaN) or infinity
(INF).

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 Notes:
l Unit of measure controls are only available in the Desktop Client.
l Units of measure not available for the selected scenario or that are not available in your
system display with a red X in the list of units in the unit of measure control.
l If an alert is created for a worksheet that has a unit of measure control, the alert might use
the measure selected in the workbook or it might the default measure (specified as = No
conversion = in the control list).

Show reference parts

Your company might have enabled the reference part functionality if:

l Your company is a brand owner that imports data into RapidResponse from a contract
manufacturer’s instance of RapidResponse.
l Your company wants to more easily aggregate and analyze demand and supply across sites.
l Your company has transferred to a new part naming system and is also keeping the old part name
information in RapidResponse for reference purposes.
l Your company has divisions that use different part naming conventions.
l Your company uses RapidResponse to group a product line. For example, you might group various
pager models into one reference category.

Several predefined RapidResponse workbooks contain worksheets which include a Reference Part
column, as illustrated below.

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Show reference parts
 Understanding the part to reference part relationship
If your company is using the reference part functionality to show the relationship between old and new
part names, then a one to one relationship between part and reference part is common.
If your company is using the reference part functionality to group product lines, then a one to many
relationship exists.
Consider the following scenario:
You are interested in part RDAC022, which is manufactured at four different sites. Some of the sites use a
part name different from your company, and have a naming convention unique to the others.
Some naming conventions for part RDAC022 are shown in the following illustration.

The relationship between these parts is displayed as shown in the following illustration.

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 Toggle between parts and reference parts

1. Open a workbook that includes a Part control, for example, the Part Properties workbook.
2. Select the scenario, filter, and site for which you want to view data.
3. Click List Reference Parts , and then select a part from the Reference Part control.
The worksheet is populated with information related to the part you selected.
4. Click List Reference Parts to toggle back to the Part control.

Note: The List Reference Parts button is only available to you if your RapidResponse
administrator has enabled it.

Tip: You can also display the part you want by clicking the part link and then clicking Current
Worksheet. This filters the worksheet by the selected part.

Display most recent data

Other users might be able to edit data in the shared scenarios to which you have access. If the workbook
has been authored to refresh automatically, the data in scenarios is instantly updated on a regular basis
as long as you are performing tasks in RapidResponse. During a period of inactivity, the data is updated
every five minutes. Some workbooks that process large amounts of data might be authored to refresh
data manually to reduce worksheet load times. This allows you to make edits to an active worksheet and
then choose when to refresh the data in the worksheet.

Manual refresh
Workbooks with the manual refresh option enabled display the Refresh Worksheet button on the
workbook toolbar. When a data change impacts an open worksheet, click Refresh Worksheet to
refresh the worksheet and see the most current data. Some workbooks will also display the out of date
icon that displays on worksheets that might have outdated data and need to be manually refreshed.

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Display most recent data
 Manually refresh a worksheet

1. Click on the worksheet to make it active.

2. Click Refresh Worksheet on the worksheet toolbar.

Tip: You can also manually refresh an active worksheet by clicking Refresh Worksheet on the
Data menu or by pressing CTRL-SHIFT-R.

Manually refresh a workbook

l To refresh all of the worksheets in the workbook at the same time, click Refresh All on the
RapidResponse toolbar.

Note: Manually refreshing also updates the contents of the Navigation pane and your user
permissions. For more information, see "Refresh the contents of the Navigation Pane" on page
119.

Tip: You can also refresh the workbook by clicking Refresh All on the View menu.

View data from multiple scenarios

Some worksheets include multi-scenario columns, which display data from different scenarios. These
columns allow you to compare data values between scenarios. Depending on how the workbook you are
using was authored, you might be able to compare the scenario you have selected to one other scenario,
or you might be able to specify multiple scenarios for comparisons.

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For workbooks that compare your selected scenario to one other scenario, your scenario might be the
baseline scenario or the comparison scenario. The baseline scenario is displayed first in the workbook,
and the values in the comparison scenario are compared to the baseline. The scenario your selected
scenario is compared to can be your selected scenario’s parent or a scenario chosen by the worksheet’s
author, depending on the workbook. The data displayed in the comparison scenario can be shown as
actual values, differences from the baseline scenario, or differences expressed as percentages. An
example of a worksheet with a multi-scenario column displaying differences is shown in the following
illustration.

In this example, the on hand quantity of each part is shown in the On Hand column. The value in the
Baseline column shows the On Hand quantity in the Baseline scenario, while the value in the Adjustment
column shows the difference between the Baseline scenario and the Adjustment scenario. There are 250
units of Part A on hand in the Baseline scenario, and 150 units on hand in the Adjustement scenario. The
difference, -100, is shown in the Adjustment column.
Some multi-scenario worksheets include more than one comparison scenario. For these worksheets, you
can specify each of the scenarios, including the baseline scenario. The first scenario you specify is the
baseline, and the values in each additional scenario you add are compared to it. An example of a
worksheet with multiple comparison scenarios is shown in the following illustration.

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View data from multiple scenarios
 This worksheet is a multi-scenario crosstab worksheet. Each row represents data from a different
scenario, which in this case are the Approved Actions, Cancel Orders, and Increase Orders scenarios. The
Approved Actions scenario is the baseline scenario. For more information about crosstab worksheets,
see "View data in a crosstab worksheet" on page 163.
In this example, the values in the Demand Increase and Demand Decrease columns show the difference
between the Approved Actions scenario and the Demand Increase and Demand Decrease scenarios,
respectively.
Depending on how the workbook was created, the number of scenarios might be fixed, which require
you to add a specific number of scenarios. For these workbooks, you cannot add more or fewer
scenarios; you must add the number specified by the workbook's author.
If you create a scenario in these workbooks, the scenario you create replaces the baseline scenario. If a
worksheet in the workbook contains editable columns, you can use the scenario you created to modify
data and then compare the changes to the comparison scenarios already in the workbook. For more
information, see "Modifying data in workbooks" on page 337.
You cannot modify data in a worksheet that contains multi-scenario columns.

Add or remove scenarios

1. In a multi-scenario workbook, on the workbook toolbar, click Add or Remove Scenarios .

2. In the Scenarios dialog box, do the following:
l To add a scenario to the worksheet, select it in the Select from this list box, and then click
Add.
l To remove a scenario from the worksheet, select it in the Scenarios box, and then click
Remove.
l To change the order in which scenarios are displayed, drag a scenario up or down in the
Scenarios box.

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 Note: Each scenario in the list is compared to the first scenario. You can change the order of
scenarios by dragging a scenario up or down in the list.

View data in a crosstab worksheet

Crosstab worksheets display summarized data in a horizontal format, usually bucketed by date. For
example, a crosstab summary worksheet might display summarized sales and forecast information in
weekly buckets. Crosstab worksheets have two sections, the dimensions (columns that show how the
data is summarized) and the data (the crosstab rows).

Sometimes, crosstab worksheets use a dual-pane layout that includes associated detail worksheets that
provide more information about the individual records that comprise the crosstab worksheet data.

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View data in a crosstab worksheet
 The buckets in a crosstab worksheet are specified from a date of the worksheet author's choice. In some
cases, this date might be several weeks or even months from the current date or planning date. For
these worksheets, the worksheet author can highlight the current date or planning date to indicate
where it is in relation to the worksheet buckets. An example of a highlighted date is shown in the
following illustration.

Some buckets might contain data for only a portion of the bucket, such as a weekly bucket that contains
only two days of data. This typically happens when the date the buckets are defined from falls near the
end of a bucket, or when the bucket is the last bucket before the bucket size changes, as shown in the
following illustration.

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Some buckets might contain data for more than the bucket period. This typically happens when the
buckets change size and the last bucket of one size comes more than one period in advance of the first
bucket of the next size. For example, in a worksheet bucketed by week and month, if the last weekly
bucket comes near the beginning of the month, it will contain data for each week until the end of that
month, as shown in the following illustration.

Partial buckets and buckets that contain more data than expected are identified by the black triangle
symbol in the top right corner of the column header, as shown in the following illustration.

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View data in a crosstab worksheet
 Crosstab worksheets can contain bucketed subtotals, which are displayed after the buckets they
summarize. For example, you might have a crosstab worksheet bucketed by week with a monthly
subtotal at the end of each month. Depending on how the buckets are defined, the subtotals could split
buckets into two partial buckets, as shown in the following illustration.

Crosstab worksheets can also contain a to-date subtotal, which shows the total of a crosstab row from
the beginning of a period to a current date. For example, a worksheet might contain a year to date
subtotal that displays the total of demands from the beginning of the year to the beginning of the
current week. An example of a year to date subtotal is shown in the following illustration.

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Depending on how the crosstab worksheet was created, the values displayed in the subtotal columns
might be calculated using values not displayed in the worksheet. For example, if the worksheet contains
a quarterly subtotal but only displays two monthly buckets, the subtotal might be calculated using the
month that is not displayed. The subtotal might also be calculated using only the values visible in the
worksheet. The worksheet's author specifies how subtotals are calculated in these cases.
When a subtotal column is displayed without all the buckets for the period that it summarizes (such as a
quarterly subtotal with only two monthly buckets), the column header is marked with a triangle, which
tells you whether the subtotal is calculated using only the visible values or using values not shown in the
worksheet. An example of a subtotal calculated using values not displayed in the worksheet is shown in
the following illustration.

Crosstab worksheets present aggregated data. You can only modify data in these worksheets if the
worksheet author has allowed a row of the crosstab to be editable. For more information, see "Edit
records in a crosstab worksheet" on page 347.
In a crosstab worksheet, blank cells can be used to represent zero values. Typically, a cell with a zero
value represents a date bucket that does not contain any detailed records. However, you might have
buckets that contain a record or records with zero quantities. To determine whether the bucket contains
records, you can view the records summarized in a bucket in the detail worksheets.

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View data in a crosstab worksheet
 The detail worksheets display records that are summarized in the crosstab worksheet. In some crosstab
worksheets, you can drill to details in another resource by clicking a drill link in a crosstab cell. When you
drill to details, searches are applied to the columns in the detail worksheet, so it displays only the records
that are summarized in the crosstab cell.
An example of a crosstab worksheet that drills to a details worksheet is shown in the following
illustration.

Clicking a value in a crosstab row in the Demand Summary worksheet displays the records summarized in
the Demand Details worksheet. The Part, Site, and Due Date columns in the detail worksheet are
searched for the corresponding values in the Part, Site, and Due Date columns in the crosstab.
Some drill links open a form when clicked. For more information, see "Link to different resources from a
worksheet" on page 181.

Note: A crosstab worksheet cannot display more than 100,000 records.

Determine how much data is in a marked bucket

l In a crosstab worksheet, move the pointer over a bucket or subtotal bucket that is marked with a
black triangle.
A tooltip indicates whether the bucket does not contain data for a full period ('Transition bucket -
time period is shorter than indicated') or contains data for more than one period ('Transition
bucket - time period is longer than indicated') .

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 If the bucket is a subtotal bucket, the tooltip indicates whether the subtotal is calculated for only
the visible values ('Subtotal bucket - time period is shorter than indicated') or calculated for values
not visible in the worksheet ('Subtotal bucket - time period contains dates not displayed in
buckets').

Select data
The following table describes how you select data in worksheets.

To select Do the following

A single cell Click the cell you want to select.
Multiple cells Click and drag to select cells.
A row Click the row number of the row you want to select. You can also select the row number using
arrow keys.
A column Click the column header. You can also select a column header using arrow keys.
Adjacent rows Click a row number and drag to select multiple rows.
The entire Click the empty cell in the top left corner of the worksheet.
worksheet

View auto statistics for selected data

When you select a range of cells—either in a worksheet column or crosstab worksheet row—you can
view automatically calculated statistics about the selected data, such as the number of selected cells. No
statistics are displayed by default, but you can activate those that you want to view. An example of
displaying auto statistics is shown in the following illustration.

Auto statistics are also available in scorecards and in worksheet data widgets on dashboards.

Caution: Using auto statistics with scorecard summary data or detail worksheets with multiple
scenarios displayed in rows might not return meaningful results.

The available auto statistics vary depending on the data type of the selected cells.

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Select data
 Statistic Description Data types
Average The statistical mean of the values in the selected cells. Quantity, Money
This is calculated using the actual values in RapidResponse, not the
values displayed in the worksheet.
Count The number of selected cells. Quantity, Money, Date, Time,
DateTime, String
Maximum The highest value or latest date selected. Quantity, Money, Date, Time,
DateTime
Minimum The lowest value or earliest date selected. Quantity, Money, Date, Time,
DateTime
Sum The total sum of the values in the selected cells. Quantity, Money
This is calculated using the actual values in RapidResponse, not the
values displayed in the worksheet.

Turn on auto statistics

1. On the Data menu, click Auto Statistics.

2. In the Auto Statistics dialog box, select the check boxes for the auto statistics you want to turn
on.
3. Click OK.

Tips:
l You can turn on all statistics by clicking Select All.
l You can also open the Auto Statistics dialog box by right-clicking the status bar.

Turn off auto statistics

1. On the Data menu, click Auto Statistics.

2. In the Auto Statistics dialog box, clear the check boxes for the auto statistics you want to turn off.
3. Click OK.

Tips:
l You can turn off all statistics by clicking Clear All.
l You can also open the Auto Statistics dialog box by right-clicking the status bar.

Calculate and display auto statistics

l In any worksheet, select two or more cells in the same column. For more information, see "Select
data" on page 169.

Note: Cells in subtotal rows are not included in auto statistic calculations.

Tip: Click a column header to see statistics for the entire column.

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 Calculate and display auto statistics in crosstab worksheets

l In any crosstab worksheet, select two or more cells in the same row.
An example of displaying auto statistics in a crosstab worksheet is shown in the following
illustration.

For more information about crosstab worksheets, see "View data in a crosstab worksheet" on page 163.

Add and view notes

Some worksheets might have a notes option enabled that attaches a note to a data record. Notes allow
for greater collaboration between the users of a worksheet. For example, suppliers that have access to
workbooks might add a note providing status on an order or notes can be added to a sales order to
keep a record of customer communication and preferences.
There are two ways that notes for a record are indicated on a worksheet:

l In a Notes column in a table-based worksheet.

l As a notes indicator on a cell in a cross-tab or composite worksheet.

Double-clicking on the Notes column or selecting a cell with the notes indicator and clicking Add or
view notes opens the Notes dialog box.
You can add new notes, and view and search existing notes in the Notes dialog box. Above existing note
text, the date and time the last note was added and the ID of the user who added the note are displayed.
If you do not have editing permission for a worksheet with notes enabled, you can only view and search
existing notes.

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Add and view notes
 Notes:
l Date and time in notes are displayed in the format as specified in user options. For more
information, see "Specify formats for dates, times, numbers, and currencies" on page 62.
l If you have data editing permissions and are working in an editable scenario, a pen icon
displays in the Notes column header, indicating that you can add notes to this worksheet.
For more information, see "Add a note" on page 363.

Adding and viewing notes in a table-based worksheet

For table-based worksheets with notes enabled, the most recent note with date, time, and user ID
displays in the Notes column.

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 Add and view a note in a table-based worksheet

1. Double-click the cell in the Notes column for the record you want to add or view a note on.
The Notes dialog box will open.
2. To add a note, type text in the New note box.
3. View any existing notes below the Find box.
4. Click OK.

Tip: To search existing notes, type text in the Find box.

Adding and viewing notes in a cross-tab or composite

worksheet
For cross-tab worksheets with notes enabled, records with an attached note display the notes indicator,
a red triangle in the upper corner of a cell. Notes are added and viewed by clicking Add and view notes
on the workbook toolbar. You can only add notes to cells in an editable column.

Add and view a note on a cross-tab or composite worksheet

1. Select the cell to add a note to or a cell displaying the notes indicator .
2. Click Add or view notes on the worksheet toolbar.

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Add and view notes
 3. The Notes dialog box opens, and if you have editing permission, you can add notes on the
column.
4. To add a note, type text in the New note box.
5. Click OK.

Tip: To search existing notes, type text in the Find box.

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CHAPTER 14: Working with data in
workbooks

Sort data 175

Set date buckets 176
Create or modify a filter 179
Link to different resources from a worksheet 181
Cancel data retrieval in a worksheet 185

When you view data in a worksheet, you can modify how the data is presented to you, such as changing
how the worksheet data is sorted, the size and number of date buckets a crosstab worksheet displays, or
the appearance of a chart.
You can also create a shortcut to always open a workbook with the same filter, site, and so on, open
another workbook based on the data in the worksheet, or stop worksheet data from loading.

Sort data
You can sort a worksheet to change the order in which records are displayed. You can sort the worksheet
by the data in any column so the records are displayed in the order of the data values in that column. For
example, you can sort by a quantity column to show the records with the greatest quantity first in the
worksheet, or by a due date column to show the records with the earliest due date first.
When you sort a column, you must decide whether to sort in ascending or descending order. The
following table explains how the order applies to different types of data.

Order Sorts
Ascending Quantity values smallest to largest.
Date values earliest to latest.
String values A to Z.

Descending Quantity values largest to smallest.

Date values latest to earliest.
String values Z to A.

1. Select the column you want to sort by clicking the column heading.
2. On the Data menu, click one of the following:
l Sort Ascending
l Sort Descending

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 Tip: You can also sort a column by clicking the Sort Ascending or Sort Descending
buttons.

Reset to the default sort order

l On the Data menu, click Reset Sort.

Note: Sorting is not available if you are working with data displayed in Form view.

Set date buckets

Some worksheets you have access to, particularly crosstab worksheets, might have data grouped into
date buckets. These buckets are predefined by the worksheet author. If necessary, however, you can
change the buckets used in a worksheet or workbook. For example, if you are doing longer term
planning you might want to add more buckets.
Depending on how the bucketing settings were specified by the workbook author, you will either have
basic bucketing permissions, where you simply set the size and number of buckets to display in the
worksheet, or you will have more advanced bucketing permissions. Both the basic and advanced
bucketing permission are accessed by clicking the Bucket Settings button on the worksheet toolbar.
The following information pertains to workbooks in which the author has specified advanced bucketing
permissions. For more information on specifying basic bucketing settings, see " Set the size and number
of buckets " on page 178, below.
Some worksheets automatically scroll past historical date buckets to the anchor date, which is especially
helpful in worksheets that include many historical date buckets, as it prevents you from scrolling to
locate the anchor date each time you open the worksheet.

Defining date buckets

You can also use different bucket units within the same worksheet. For example, if you require more
detailed data in the short term, you can initially use weekly buckets, and then switch to monthly or
quarterly buckets after a specified period of time. All bucket settings are done relative to a date, called
the anchor date, chosen by the workbook's author.
If the workbook author has specified subtotals for any of the buckets, you can only change the number
of buckets that are displayed. You cannot change the bucket sizes, add additional sizes of buckets, or
modify the subtotal settings.
The bucket that contains the anchor date is identified by the dividing line between buckets. You can
determine which bucket contains the anchor date by looking for bucket sizes that are either the same on
both sides of the line, or different with the size on the right of the line smaller than the size on the left.
For example, if the left side shows weekly buckets and the right side shows daily buckets, the first daily
bucket represents the anchor date. The first bucket to the right of the line is always the bucket that
contains the anchor date, as shown in the following illustration.

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The buckets at the end of a calendar period might display data for multiple periods. For example, if you
have buckets for weeks and months, you might have multiple weeks of data displayed in the last weekly
bucket, as shown in the following illustration.

A bucket that contains more data than expected is identified by the black triangle symbol in the top right
corner of the column header. An example of a bucket that contains more data than intended is shown in
the following illustration.

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Set date buckets
 If you do not want buckets to contain more data than intended, you can automatically insert buckets
when the bucket sizes change. These buckets are inserted only when required, so you always see, at
minimum, the number of buckets you have specified. However, inserting buckets in this manner can
insert partial buckets at the end of a calendar period. For example, if you have buckets for weeks and
months, the last weekly bucket might end on the last day of the month but before the end of the week,
causing the bucket to not contain the entire week, as shown in the following illustration.

Set the size and number of buckets

If the workbook author has specified basic bucketing settings, you can specify the size and number of
date buckets to display. If the worksheet's author has allowed it, you can also specify whether buckets
earlier than the planning period are displayed.

1. On the toolbar, click Bucket Settings .

2. From the Bucket by list, select one of the following bucket sizes:
l Month
l Quarter
l Year
3. In the Future Buckets box, specify the number of buckets to display.
4. If buckets earlier that the worksheet's planning period are available, do one of the following:
l To display earlier buckets, select the Include buckets for earlier periods check box.
l To hide earlier buckets, clear the Include buckets for earlier periods check box.

Define advanced worksheet bucket settings

If the workbook author has specified advanced bucket settings, you can select how many buckets to
display before the anchor date, and specify the bucket size and number of buckets to display. You can
also apply bucket settings to the open worksheet only, or to the entire workbook.

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 1. On the toolbar, click Bucket Settings .
2. Click one of the following:
l Workbook bucket settings—Lets you specify buckets that will be used for all worksheets in
this workbook that do not have worksheet specific settings (that is, all worksheets that have
the Workbook bucket settings option selected).
l Bucket settings specific to worksheet—Lets you specify buckets that will be used for this
worksheet.
3. In the Before anchor date area, select the number and size of buckets you want to display before
the anchor date.
A Past bucket that contains all dates earlier than any specified bucket is also included. If you do
not want to display the Past bucket, clear the Include Past bucket check box.
4. In the After anchor date area, select the number and size of buckets you want to display after the
anchor date. You must have at least one bucket after the anchor date.
The first bucket specified after the anchor date contains the anchor date. For example, if it is a
Weekly bucket, then the bucket will include data from the week containing the anchor date.
A Future bucket that contains all dates later than any specified bucket is also included. If you do
not want to display the Future bucket, clear the Include Future bucket check box.
5. To insert buckets when bucket sizes change, select the Automatically add buckets when
transitioning between bucket sizes check box.
6. Click OK.

Notes:
l If the worksheet author has defined subtotal buckets for the worksheet, you can modify only
the number of buckets. The bucket sizes cannot be modified, and you cannot add additional
bucket sizes.
l This procedure can be used to modify the buckets in many of the crosstab worksheets
included in RapidResponse predefined workbooks, except for the Inventory Analysis
workbook. For information about changing the bucket settings for the Inventory Analysis
workbook, see the RapidResponse Administration Guide or contact your administrator.
l The calendars (bucket sizes) available in your RapidResponse system are specified by data
administrators. Calendars can be defined to be excluded from the Bucket Settings dialog box.
For more information, see the Calendar.PlanningOnly field in the RapidResponse Analytic and
Data Model Guide. This is available to resource authors and administrators.

Create or modify a filter

If your RapidResponse administrator has granted you permission, you can create filters that limit the
records displayed in a report to a specific subset of the available records. You can copy values from a
worksheet column into a filter. You can also create filters by typing one or more values that define the
filter, or copying and pasting values from other applications (for example, Microsoft Excel) into a filter.
When you create a filter this way, you must pick a RapidResponse database table to base the filter on. A
RapidResponse database table is a section of the RapidResponse database where a particular type of
record is stored. For example, the Part table contains information about parts, and the Project table
contains information about projects.
When you apply the filter, only records where the key field matches a value listed in the filter display in
the report. The key field must be a string value. So, for example, if the filter is based on the Part table, the

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Create or modify a filter
 values in the filter are compared to part names. If the filter is based on the Project table, the values are
compared to project names.
For tables that have only one key field, that key field is the default value for the table and it cannot be
edited. If the table has multiple key fields, you can select from an alphabetical list of all valid string key
fields in the table. Filters cannot be created for tables that have no string key fields.
There are many other tables in RapidResponse. For more information about tables, see the
RapidResponse Analytic and Data Model Guide.

Create a filter

1. On the File menu, point to New, and then click Filter.

2. In the Name box, type a name for the filter.
3. In the Table list, click the table you want to base the filter on.
4. Optionally, add a description of the filter in the Author Notes box.
5. Click the Static Values tab.
6. In the Enter a value box, type a static value to define the filter, and then click Add. Repeat for each
value you want to add.
7. If the table has more than one key value, you can select another value in the list for the Values for
field box.
8. After you have added all required values, click OK.

Notes:
l If you have values in your Windows Clipboard, you can paste them into the filter by clicking
Paste. Each line or tab character in the pasted text represents the beginning of a new value.
l You can remove static values by selecting them in the Values list, and then clicking Remove,
or you can click Remove All to remove all static values.

Tip: You can also create a new filter by clicking New Resource on the RapidResponse
toolbar and selecting Filter..

Copy values from a worksheet into a filter

You can copy values from selected worksheet columns to create a filter based on those column values. If
any of the worksheet columns you have selected directly reference a field in a table that has a key field,
the Values for fields box is set to that key field by default. If the table has multiple or no key fields, you
must select a key field from the list or select another table for the filter.

1. In an open worksheet, select the cell values you want to add to a filter. The values must be in
adjacent rows of the same column.
2. On the Edit menu, click Copy to Filter.
3. If you have at least one private filter, the Copy to Filter dialog box opens. Do one of the following:
l To add the worksheet values to a new filter, click Create a new filter.
l To add the worksheet values to an existing filter, click Modify filter, select the filter from the
list, and then click Append to list of values.
l To overwrite the static values in an existing filter with the worksheet values, click Modify filter,
select the filter from the list, and then click Replace existing values.

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 4. Click OK.
5. Optionally, select Add a comment to the version history for the filter.
6. If you selected Create a new filter in Step 3, type a name for the filter in the Name box.

Note: If you do not have at least one private filter, clicking Copy to Filter takes you directly to
the New Filter dialog box where you can create a new filter using the selected worksheet values.

Tip: You can also click Copy to Filter on the RapidResponse toolbar.

Link to different resources from a

worksheet
In some worksheets, you can open related resources by clicking on links in the worksheet cells. In some
bucketed crosstab worksheets, you might see links on column headers.

There are two types of links: drill links and part, constraint, and work center links.

Drill links
Drill links can open a details worksheet in the same workbook or another workbook, or they can open a
form. The information displayed in the linked resource is related to the record you click to drill from.
When you drill to a form, some of the data values from the record might populate some of the form
controls. For example, when looking at order information, you might open a form to dispose of
unneeded inventory without having to leave the order worksheet.

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Link to different resources from a worksheet
 l Click a cell or column value. For cells with one drill link, the linked resource opens. For cells with two
or more drill links, select a menu option.

Part, Constraint, and Work Center Links

This type of link opens other workbooks to view additional part, constraint, or work center information.

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For example, when you click a part name in a worksheet, you can access the Planning Sheet workbook,
where you can view date-bucketed supply and demand information for a part. You can also link to the
current worksheet, which filters the worksheet to only display the selected part, constraint, or work
center.

l Click a part, constraint, or work center link in a worksheet column, and select a menu option. Part,
constraint, and work center links are underlined.
This can be done when viewing a worksheet in table view and in form view. For more information,
see "Set worksheet viewing options" on page 131.

Either the worksheet is filtered or a workbook opens that corresponds to your selection. The
selection in the item list is set to the selected part, constraint, or work center. This ensures your
worksheet displays data for only the item you are linking from.
If the workbook you are linking from contains multi-scenario columns, you can choose which
scenario to view in the workbook you link to, as shown in the following illustration.

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Link to different resources from a worksheet
 Notes:
l The workbooks you can link to from the shortcut menus vary depending on the workbooks
to which you have access. If you require, but do not have access to a workbook, contact your
RapidResponse administrator.
l Your RapidResponse administrator can add links to other workbooks to the link menu.
l Links are available to you only if you have access to more than one filter. If you require
additional filters, contact your RapidResponse administrator.

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 l For drill links on cells with part, constraint, or work center links, drill links display in a
secondary list, as shown in the following illustration.

Cancel data retrieval in a worksheet

Occasionally, it can take longer than expected to display data in a report. This is mainly due to the
selections in the workbook controls. If data is not displayed within 20 seconds, the Retrieving Data
dialog box includes a Cancel button that lets you cancel long running queries. After a query (data
retrieval) is canceled you can modify the data selection controls.
RapidResponse system administrators can modify the 20 second threshold.

l In the Retrieving Data dialog box, click Cancel.

Notes:
l In multi-pane workbooks, data retrieval is canceled for all worksheets in which data has not
yet been displayed.
l In some cases, the data retrieval process might take several minutes if the data is complex.
l To refresh the data when data retrieval has been canceled, click Refresh This Worksheet
on the worksheet toolbar or Refresh on the RapidResponse toolbar. For more
information, "Display most recent data" on page 159.
l RapidResponse administrators can also cancel data retrievals.
l For more information about displaying data in a worksheet, see "Display data in a worksheet"
on page 148.

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Cancel data retrieval in a worksheet
CHAPTER 15: Searching data in
workbooks

Search for specific data 189

Clear a data search 192
Data types 192
Operators and wildcards 194
Non-standard data types 195
Examples of search syntax 196

The controls you set for a worksheet (scenario, filter, and so on) might return a set of records that is too
large for your needs. For example, a worksheet might display all customer orders and you want to filter
the worksheet to show only late orders for a specific part, or only orders from a specific customer.
To reduce the data that displays, you can specify conditions that the data in one or more columns must
meet in order to display in the worksheet. After applying a search, the worksheet displays only those
records that match the criteria you specified. All other records are hidden from view until you clear the
search. The following illustration applies search criteria to display only work orders for the part
“Mountain”.

Note: The search capability is sometimes called QBE or Query By Example.

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 Searching in multi-scenario columns
In workbooks that contain multi-scenario columns, searches applied to comparison scenario columns
apply to every comparison scenario. For example, in the following illustration, the Cancel Orders and
Increase Orders columns are comparison scenarios, and the search condition was specified for only the
Cancel Orders column.

Searching in worksheets with grouped records

Some worksheets can group similar records together, and provide summarized totals for records with
the same grouping criteria, such as orders for the same part or from the same supplier. These
worksheets are similar to crosstab worksheets, except the data is presented in a vertical format instead
of horizontal. For more information, see "View data in a crosstab worksheet" on page 163. In these
worksheets, you cannot search the grouped columns. For example, the following illustration shows a
worksheet grouped by the Part, Site, and Due Date columns.

In this example, the Quantity and Days Late columns contain grouped data, and cannot be searched. In
addition, the Due Date column summarizes all order dates into weekly increments, so it also contains
grouped data and cannot be searched.

Worksheets with column searching disabled

Workbook authors have the option to disable column searching in any worksheet they create. If column
searching is disabled, the search row is not displayed in the worksheet.
In the following image, the worksheet on the left has a search row, but the worksheet on the right does
not have a search row because column searching is disabled.

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Search for specific data
For each column you want to search, you typically must specify a value to search for and an operator. The
value you specify should be of the same data type as the column you are searching (for example, a date,
quantity, text string, and so on). The operators you can use vary depending on a column’s data type and
they determine how the value you enter is interpreted by the search. For example, a quantity column
(such as, Revenue) can be searched for values equal or not equal to, greater than, less than, or between
quantities that you specify.
When searching a column containing text strings (for example, Part Name), you can search for an exact
string or you can include wildcards to look for patterns of text. There are two wildcards available to you; a
? which represents a single character, and a * which represents any number of characters including none.
For example, searching for wheel? finds all occurrences of the word “wheel” followed by any single
character (such as, wheels). Similarly, searching for wheel* finds all occurrences of the word “wheel”
followed by any number of characters (such as, wheel, wheels, wheel covers, and so on).
Regardless of the data type in the column you search, all the operators compatible with that data type
are available in a list in the Search dialog box. You can use this dialog box to create most of your search
conditions. However, in certain situations, and as you become familiar with the search syntax, you can
type your search conditions directly into the search row.

Caution: When searching columns containing quantity values, avoid using a comma (,) as a
thousands separator. This will produce undesirable results because the comma is interpreted as
an OR operator. For example, 1,500 would be interpreted as 1 or 500. If you want to represent
fifteen hundred, type 1500.

Notes:
l When searching for a date, use the date format that is displayed in the column.
l When searching columns that use scaled numbers, search based on the scaled values, not
the actual values. For more information, see "Understanding how numeric values are
displayed" on page 154.

Illustration of Search dialog box

The Search dialog box is shown in the following illustration.

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Search for specific data
 Note: Unless you edit or clear them, the search conditions you create remain until you close the
worksheet. If you want to save your search conditions with the worksheet, you can create a
shortcut to the worksheet. For more information, see "Create a shortcut to display workbook
data" on page 106.

Create a search condition

1. Do one of the following:

l On the Data menu, point to Search, and then click New Search.
l Click Search Worksheet Data on the toolbar, and then click New Search .
2. In the Columns in this worksheet list, click the name of the column you want to search.
3. Select an operator from the list available with the column’s data type.
The list of operators varies depending on the data type. For complete descriptions of the
operators available for a given data type, see "Data types" on page 192.
4. Type the term or condition you want to search for in the text box.
If you selected the Is between operator in step 3, you must specify the minimum and maximum
values for the search
If the column you selected contains a list of values, select the values you want to search for in the
Select from this list list, and then click Add.
5. Repeat steps 2 to 4 for each additional column you want to search.
6. Click OK.
The results displayed are those that meet the conditions specified in all columns. The columns to
which a search has been applied contain the search condition in the search row.

Notes:
l The Basic Search functionality of the Search dialog box allows you to search for one term or

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 condition per column. To search for multiple terms or conditions in a column (for example,
two or more part names), click Advanced Search and then type the search conditions.
Separate each condition with a comma. For more information, see "Data types" on page 192.
l For columns that display check boxes, you can search for all rows that are selected or all rows
that are cleared instead of specifying search operators.

Tips:
l You can copy and paste a value from any worksheet cell into the search. To copy a value,
select a worksheet cell and press CTRL+C. To paste the value into the Search dialog box,
place the insertion point in the text box and press CTRL+V.
l If you are searching a date column, click the down arrow at the right of the text box to access
a pop-up calendar for easy date selection.

Create a search condition directly in the Search row

1. Click in the Search row cell above a column you want to search.
2. Type the full syntax for the search condition you want to create.
3. To search for multiple conditions in the column, separate each with a comma (for example, ac-04,
ac-05).
4. Repeat steps 1 and 2 for any other column you want to add search conditions for.
5. Click OK.

Notes:
l For information on the proper syntax required to create search conditions, see "Data types"
on page 192.
l You can click Cancel to remove search conditions and restore the worksheet to its previous
state.
l For columns that display check boxes, search for the text string 'Y' to find selected check
boxes and 'N' to find cleared check boxes.

Edit a search condition

1. On the Data menu, click Edit Search.

2. Make any changes you want to your search conditions.

Tips:
l You can also access the Search dialog box by clicking the down arrow at the right of any
search row cell, or by clicking Search Worksheet Data on the RapidResponse toolbar and
then clicking Modify Search on the RapidResponse toolbar.
l You can modify search conditions by typing directly in the Search cell.

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Search for specific data
 Clear a data search
If you have limited the records shown in a worksheet by searching for specific data in one or more
columns, you can clear all of the search conditions that you have specified. After you clear the data
search, all records that match the selected data settings are shown.

Clear a data search

l On the Data menu, click Search and then click Clear Search .

Tips:
l You can also clear a search by clicking Search Worksheet Data on the RapidResponse
toolbar, and then clicking Clear Search , or by clicking Search at the top left corner of
the worksheet, and then clicking Clear Search .
l If you have specified search conditions for more than one column, and you do not want to
clear all of them, you can modify your search to remove one or more of the search conditions.
For more information, see "Search for specific data" on page 189.

Data types
The following table describes the basic data types you can search in the columns of your worksheets,
and lists the operators and wildcards you can use with each. For information on what the specific
operators do, and examples detailing their use, see "Operators and wildcards" on page 194. For
information about searching, see "Search for specific data" on page 189

Data Description Operators

type &
Wildcards
String You can search columns containing text by entering a string (containing any * (any
combination of text, numbers, or symbols) and, optionally, any of the operators and number of
wildcards shown to the right. characters)
If you do not enter an operator with your search, the search uses the LIKE operator. ? (any
Note: To search for the * or ? characters, which are typically used as wildcards, precede single
your search with the = operator. character)
! (not)
Note: To search for the comma character, which is otherwise interpreted as the or , (or)
operator, within a string, the entire string should be enclosed in single quotes (for
Like
example, 'AX,5R'. This can only be done within the Advanced Search dialog.
= (equal to)
< (less
than)
> (greater
than)
Boolean You can search columns containing 'yes' or 'no' values by entering the value, represented
as 'Y' or 'N'. If the column displays check boxes, you can find all selected or all cleared
check boxes.

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Data Description Operators
type &
Wildcards
Quantity, You can search columns containing numbers (quantity, integer, or money), such as units = (equal to)
Integer, or dollar values, by entering a numeric value and, optionally, any of the operators shown <> (not
and to the right. equal to)
Money If you search a column that contains scaled numbers or Money values, the search is > (greater
performed using the numbers displayed in the column. than)
If you do not enter an operator with your search, the search uses the = operator. >= (greater
If you are using the range operator, ensure you specify two numeric values to set the than or
range (for example, 100..250) equal to)
Do not use a comma as a thousands separator. The comma is used as an OR operator to < (less
separate multiple terms in a single search. For example, 1,500 would be interpreted as 1 than)
or 500; if you wanted to indicate fifteen hundred, you would enter 1500. <= (less
Do not include the currency symbol in Money columns. than or
equal to)
.. (range)
, (or)
Date You can search columns containing dates by entering a date and, optionally, any of the = (equal to)
operators shown to the right. <> (not
Ensure that you enter dates in a valid date format (for example, 11-17-04, or 05-20-2005). equal to)
It is recommended that you use the date format displayed in the column. > (greater
If you use the RANGE operator, ensure that you specify two values to set the range (for than)
example, 07-01-05..07-31-05) >= (greater
If you do not enter an operator with your search, the search uses the = operator. than or
You can also search for any of the following date constants: equal to)
l Past—A date earlier than any calendar definition. < (less
than)
l Future—A date later than any calendar definition.
<= (less
l Today—The current date. This value is determined by converting the current date and than or
time from RapidResponse Server to your local time zone. equal to)
l Undefined—Any date value that has not been defined. .. (range)
If you do not get any results, try a DateTime search. , (or)
Time You can search columns containing time by entering a time value and, optionally, any of Same as
the operators shown to the right. Date.
Ensure that you enter times in a valid time format (for example, 2:35, or 14:35).
If you are searching for a time using the = operator, you must specify the time up to the
second (for example, 14:35:12). If you do not specify the seconds, the search uses :00.
If the seconds do not match, no records are returned.
If you do not know the exact second, use the > or < operators (for example, >14:35 or
<14:36 to search for 2:35 PM).
DateTime You can search columns containing a combination of date and time by entering a date See Date
value followed by a time value, and, optionally, any of the operators shown to the right. and Time.
Ensure that you enter DateTimes in valid date and time formats (for example, 05-20-2005
14:35:12). If you do not specify the seconds, the search uses :00.
If you do not enter an operator with your search, the search uses the = operator. If the
seconds do not match, no records are returned. If you do not know the exact second, use
the > or < operators.
If your region participates in Daylight Saving Time (DST), DateTime values returned by the
search might be affected the time change on the dates DST begins and ends. When DST
begins, no records exist for the 2:00 AM to 3:00 AM range, because no times exist in this
range. When DST ends, you might have multiple records in the 1:00 AM to 2:00 AM range,
and you might not be able to determine the order of records returned by the search.

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Data types
 Operators and wildcards
The following tables describe the operators and wildcards you can include in your searches, and provide
examples of each.

Operator Description Examples

= Use the EQUAL TO operator to find exact date or Searching =05-20-05 on an order received
quantity values. date column finds all orders with a promise
You can also use the EQUAL TO operator if you want to date of May 20, 2005.
search for the characters * and ? instead of having Searching =AC-*1 on a part number column
them interpreted as wildcards. find all occurrences of the part number AC-
*1.
<> Use the NOT EQUAL TO operator to search for dates or Searching <>06-30-05 on an order promise
quantities other than one that you specify. date column finds all orders other than
those with a promise date of June 30, 2005.
< Use the LESS THAN operator to search for quantities Searching <07-15-05 on an order shipment
less than one you specify, dates occurring before one date column finds all orders with a shipment
you specify, or times without specifying the time up to date before July 15, 2005.
the second.
<= Use the LESS THAN OR EQUAL TO operator to search Searching <=10000 on an order unit price
for quantities less than or equal to one you specify, or column finds all orders with a value of less
to search for dates or times occurring on or before one than or equal to $10,000.
you specify.
> Use the GREATER THAN operator to search for Searching >10000 on an order unit price
quantities greater than one you specify, to search for column finds all orders with a value greater
dates occurring after one you specify, or to search for than $10,000.
times without specifying the time up to the second. Searching >14:35 on a time column finds all
times later than 2:35:00 PM.
>= Use the GREATER THAN OR EQUAL TO operator to Searching >=08-01-05 on an order shipment
search for quantities greater than or equal to one you date column finds all orders with a shipment
specify, or to search for dates or times occurring on or date on or after August 1, 2005.
after one you specify.
LIKE Use the LIKE operator to search text strings in a column Searching Like AC-1? on a part number
against a pattern of characters and wildcards. column finds all part numbers that begin
If you do not specify an operator when searching text, with AC-1 and end with any single character
the LIKE operator is automatically applied. (for example, AC-13, AC-1B, and so on).
Searching Like AC-11 on a part number
column finds only the part number AC-11.
! Use the NOT operator to find text or patterns of text Searching !Rochester on a part site column
that do not match that which you enter. finds records for all sites other than
Rochester.

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 Operator Description Examples
.. Use the RANGE operator to search for quantities on or Searching 1000..15000 on an order amount
between two values that you specify, or you can search column finds only those orders with a value
for date values on or between two values that you of at least $1,000 but no more than $15,000.
specify.
, Use the OR operator to search for multiple conditions Searching Rochester, Buffalo, Albany on a
in a column. part site column finds all records pertaining
When using the OR operator, the search will find to either the Rochester, Buffalo, or Albany
records that match any of the conditions you specify. sites.
Searching !Rochester, Buffalo on a part site
column finds all records other than those
pertaining to the Rochester or Buffalo sites.
Searching 01-01-04..03-31-04, 01-01-05-..03-
31-05 on an order received date column
finds all orders received in either the first
quarter of 2004 or the first quarter of 2005.

Wildcard Description Examples

? Use the ? wildcard to represent any Searching AC-1? on a part number column finds all part
single character when searching numbers that begin with AC-1 and end with any single character
for a text string pattern. (for example, AC-1E).
Searching ??-yy on a part number column finds all part
numbers that begin with any two characters and end with -yy
(for example, A1-yy).
* Use the * wildcard to represent any Searching wheel* on a part name column finds records
number of characters, including pertaining to parts whose names begin with the word wheel and
none, when searching for a text end with any number of characters (for example, wheel, wheels,
pattern. wheel cover).
Searching *wheel* on a part name column finds records
pertaining to parts whose name contains the word wheel (for
example, steering wheel, wheel, wheel cover).

Non-standard data types

The following table describes how to search non-standard data types that might display in some
worksheet columns.

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Non-standard data types
 Column Description
contains
Check Boolean columns can be formatted as check boxes and might have a check box in the column header
box to check or uncheck all of the Boolean values. For information about searching in these columns, see
"Search for specific data" on page 189.
If you have access to legacy workbooks created by Kinaxis, Integer columns might be formatted as
check boxes. If you have access to these workbooks, you can search columns containing check boxes
to find either those records which are selected or those records which are cleared. To search a check
box column, enter one of the following:
0—finds all records that are cleared.
1 —finds all records that are selected.
Urgency You can search Urgency columns to find either those records which are marked as urgent(!) or those
marker(!) records which are not marked as urgent (blank). To search an urgency column, enter one of the
following:
=!—finds all records that are marked as urgent.
!!—finds all records that are not marked as urgent.

Examples of search syntax

The following table provides examples of search syntax to use when searching for specific conditions in a
given column. Also note that if you apply search conditions to more than one column, your search only
returns records that meet the conditions specified in all columns.

To find Type
The part name wheel wheel

Part names that begin with the word wheel wheel*

Part names that contain the word wheel *wheel*

Part numbers that begin with AC- and end with any single character AC-?

Part numbers that begin with any two characters and end with -A ??-A

All part sites other than the Chicago site !Chicago

Any of the sites Chicago, Taipei, or Melbourne Chicago, Taipei, Melbourne

All part sites other than Buffalo or Rochester !Rochester, Buffalo

Orders received on April 2, 2018 04-02-18

Supply orders confirmed on April 2, 2018 at 3:30 PM 04-02-18 15:30

Supply orders confirmed on April 2, 2018 between 3:35 and 4:35 PM. 04-02-18 15:35..04-02-18
16:35

Orders due between July 1, 2018 and July 31, 2018 07-01-18..07-31-18

Orders due between July 1, 2018 and July 31, 2018 or between Sept 1, 2018 07-01-18..07-31-18,09-01-
and Sept 30, 2018 18..09-30-18

Orders with a due date of today or later >= today

Orders due within 5 calendar days of the today or earlier <= today + 5

Orders due within 5 working days of today or earlier <= today + 5 Workday

Orders for more than 15000 units >15000

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To find Type
Orders with a dollar value between $10,000 and $50,000 10000..50000

Orders with a dollar value between $10,000 and $50,000 or between 10000..50000, 100000..200000
$100,000 and $200,000

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Examples of search syntax
CHAPTER 16: Viewing data in charts

Types of charts 200

Viewing charts in dashboards 209
Viewing charts in workbooks 210
Viewing details in a chart 210
Drill from a chart 211
Copy, print, and save a chart 215
Change what data displays in a chart 216
Change how a chart displays data 219
Change the colors in a chart 222

RapidResponse can display data in a variety of charts in dashboards, workbooks, and scorecards. Charts
provide you with a quick and compact view of data to help you identify trends, patterns, and exceptions in
data.
Information about what specific data displays in the chart can be found in chart titles, legends, axes, or in
worksheet or widget help. For more information, see "Help embedded in resources" on page 70.

l Dashboards—For information, see "Viewing charts in dashboards" on page 209.

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 l Workbooks—For more information, see "Viewing charts in workbooks" on page 210.

l Scorecards—Scorecards summarize data in a special type of chart called a speedometer.

Speedometer charts are not discussed in this section. For more information, see "Viewing
scorecard data " on page 279.

Depending on how a chart has been authored, you might be able to change some of its appearance. For
example, you might have control over what data series display in the chart or what colors represent each
data series. For more information, see" Change what data displays in a chart" on page 216 and "Change
the colors in a chart" on page 222.
To learn more about the types of charts you might see in RapidResponse, see Types of charts.

Types of charts
You might see any of the following types of charts in a dashboard or workbook:

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 l "Bar, line, and area charts" on page 201
l "Pie charts" on page 206
l "Gauge charts" on page 205
l "Scatter charts" on page 206
l "Gantt charts" on page 204
l "Bullet charts" on page 202
l "Calendar charts" on page 203
l "Tornado charts" on page 207
l "Treemap charts" on page 207
l "Waterfall charts" on page 208
l BOM charts (see "Visualizing the bill of material" on page 225)

Bar, line, and area charts

Bar, line, and area charts provide a visual representation of data changes, typically over time. Bar, line,
and area charts can include any combination of bars, lines, and areas.
In the following example of a combination chart, the changes in Total Demand, Total Supply, and Balance
for one part and site are shown across a range of due dates. The bucketed due dates make up the
chart's horizontal axis.

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Types of charts
 You can summarize bar, line, or area charts and then display them as grouped data columns or points.
For bar and area charts, you can display summarized data as stacked data series.

Bullet charts
Bullet charts are linear data displays that compare measures against a featured measure on a
background of target ranges. For example, a bullet graph can display actual revenue (featured indicator)
against forecast revenue and target revenue (comparative indicators) along a scale of performance:
poor, fair, and good (qualitative ranges).

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You might see bullet charts displayed horizontally or vertically in a workbook or on a dashboard. The
following images show bullet charts that display ending inventory comparisons.

Calendar charts
Calendar charts present information in a calendar view, in a monthly, weekly, or daily format. They are
particularly useful for process orchestration, allowing process participants to see the activities within a
process that they are responsible for. They can also be used to display other information, such as
constraints on the date that they become overloaded, as shown in the following image.

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Types of charts
 Gantt charts
Gantt charts show date ranges. For example, they can be used to track the progress of a project and its
associated tasks over time. In RapidResponse, Gantt charts can display up to two scenarios for a project,
allowing you to compare the impact of each scenario on tasks, resources, and timelines. The resource
author determines if the corresponding worksheet is displayed with the Gantt chart, the scenarios, and
whether dependency relationships are displayed. The following example shows a multi-scenario Gantt
chart with the worksheet it is based on.

If you can edit data in the worksheet, you might be able to change a date range by dragging the ends of
the corresponding bar in the Gantt chart. If you have this option, the mouse cursor changes to when
placed near the end of a bar.

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Gauge charts
Gauge charts display the performance of selected data series measured against a specific target. Gauge
charts are most often included in dashboards, but can also be included in workbooks. Displayed as a
circle, semi-circle, or arch, a gauge chart includes the following elements:

l Needles—Each needle on a gauge chart represents one data series or a unique scenario of a data
series. A gauge chart can include one or more needles.
l Target color ranges—The target color ranges, displayed as color blocks surrounding the gauge
chart, typically represent acceptable, warning, and critical ranges for the specific target.
l Scale values—The actual data or percentage of the target is displayed as a numerical value in a
scale around the chart.

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Types of charts
 Pie charts
Pie charts provide a visual comparison of data. Data values might be displayed as percentages or total
quantities. The resource author determines how many pie segments are displayed, and whether data
value labels are displayed on the chart, as shown in the example below, or as tooltips when you hover
the pointer over a pie segment. For more information about tooltips on charts, see "Change how a chart
displays data " on page 219.

Scatter charts
Scatter charts plot data as dots on a grid whose concentration provides a quick view of data trends that
can be used for planning and forecasting. Quadrant lines might be included to further segment data for
easier chart reading. The resource author determines whether tooltips are used in the chart, and
whether quadrant lines are included. Scatter charts can be located in workbooks and in dashboards.

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Tornado charts
Tornado charts display data in vertical bars to the right and left of the X-axis. Use them to compare data
sets on the same scale or to identify specific trends. You can look at similar data sets or two different
ones to identify the differences between them.
For example, in the image below, inventory levels are grouped by site and depending on how much the
total inventory value falls below or above target, the bars display on the left(below target) or right(above
target) axes of the chart.

Treemap charts
Treemap charts display large data sets grouped into category and subcategory boxes. Use a treemap
chart to find patterns and outliers in your data.
Each category of data is represented by container rectangles which are further divided into nested
rectangles to represent subcategories of data. For example, in the treemap chart below, customers are
represented by container rectangles and each site for a customer is represented by the nested
rectangles.

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Types of charts
 To view the nested sites for a customer, click a container rectangle to view the specific customers for that
customer group.

Waterfall charts
Waterfall charts display the distribution of values within a data set. Specifically, they show the positive
and negative changes that a measure goes through according to a dimension. For example the waterfall
chart below shows how inventory levels are added to or subtracted from over time.

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Viewing charts in dashboards
Charts in dashboards display in components called widgets. Typically, multiple widgets display on each
dashboard tab and most widgets display data as a chart.

You can view more details in a chart widget by zooming in to widget, hovering over chart elements, or
clicking a data series to see more detailed data. For more information, see "Magnify a widget" on page
254, "Viewing details in a chart" on page 210, and "Drill from a chart" on page 211.
For more information about dashboards and widgets, see "Viewing data in dashboards" on page 249
and "About widgets" on page 251.

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Viewing charts in dashboards
 Viewing charts in workbooks
In workbooks, charts display in worksheet tabs either on the same tab with a related worksheet or on its
own worksheet tab.

When you view data in a worksheet, you can see more details by hovering over chart elements or click a
data series to see more detailed data. For more information, see "Viewing details in a chart" on page 210
and "Drill from a chart" on page 211.
Depending on how the chart was designed, you might be able to change what data you see in the chart
and how it displays. For more information, see " Change what data displays in a chart" on page 216,
"Change the colors in a chart" on page 222, and "Change how a chart displays data " on page 219

Viewing details in a chart

To see details for specific data points in a chart, hover over the data point or an item in the chart legend.
A tooltip displays information specific to that data point. When data series overlap in a chart, the tooltip
displays multiple values.

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 View the exact value of a bar, data point, area, gauge needle, or pie segment

l Hover the pointer over the bar, line marker, area, gauge needle, or pie segment, or over an item in
the chart legend.

Drill from a chart

Some charts are linked to more detailed resources. In those charts, clicking a data series in the chart drills
you to one of the following:

l A worksheet that displays detailed information specific to the data you drilled from. The details
worksheet might open in the same worksheet tab as the chart, a new worksheet tab, or in a

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Drill from a chart
 separate workbook.

l A form with controls populated with values from the data you drilled from.

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If you can drill from a data series on a chart, the pointer changes to a hand (link select mode) when you
hover over that data series. For example, you can drill from the following types of data series
representations:

l Bar, line marker, or area (in a bar, line, or area chart)

l Gauge needle (in a gauge chart)
l Pie segment (in a pie chart)
l Bar, line, or triangle indicator (in a bullet chart).

A data series might have multiple drill links defined. When you click the data series, a list of linked
resources displays for you to select from.

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Drill from a chart
 When you click overlapping data points that both drill to linked resources, you can select with data point
you want to drill from.

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 Drill to a linked resource from a chart

l When the pointer displays in link select mode, click a bar, line data point, area, gauge needle, pie
segment, or indicator.
l If you are drilling from a chart in a workbook, a details worksheet opens in separate worksheet
tab or workbook or a form opens as an overlay on the workbook.
l If you are drilling from a chart on a dashboard, a workbook opens displaying the details
worksheet, or a form opens as an overlay on the dashboard.

Drill to a linked resource when data points overlap

1. When the pointer displays in link select mode, click the data marker.
2. In the list, click the data series you want to view details for.

Note: Data points in scatter charts cannot display drill links.

Copy, print, and save a chart

You can copy, print, or save charts in workbooks or dashboards.

Copy a chart
When you copy a chart it is copied to your computer clipboard. From there you can paste the chart into
documents, presentations, or web pages outside of RapidResponse.

1. Select the chart.

2. On the Edit menu, click Copy.

Tip: You can also copy a chart by right-clicking the chart, and then clicking Copy Chart.

Print a workbook chart

1. Select the workbook tab that includes the chart.

2. On the File menu, click Print.
3. In the Print dialog box, select Chart.
4. Click OK.

Notes:
l The chart will print as it is currently displayed on the screen, including zoom levels and
scrolled areas.
l If you want to customize the printed output, in the Print dialog box, click Properties. By
default, charts print in landscape orientation.
l You cannot directly print a Gantt chart but you can copy your current view of the chart (see
Copy a chart).

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Copy, print, and save a chart
 Tip: You can also print a workbook chart by right-clicking the chart, and then clicking Print
Chart.

Print a dashboard chart

1. Select the chart widget title bar.

2. On the File menu, click Print.

Notes:
l The chart will print as it is currently displayed on the screen, including zoom levels and
scrolled areas.
l If you want to customize the printed output, in the Print dialog box, click Properties. By
default, charts print in landscape orientation.

Tip: You can also print a dashboard chart by right-clicking the chart and then clicking Print
Chart.

Save a chart as an image

You can save a chart as PNG or JPEG image file.

1. Do one of the following:

l For workbook charts, select the worksheet tab that includes the chart.
l For dashboard charts, select the widget title bar.
2. On the File menu, click Save Chart.
3. In the Save As dialog box, navigate to the location where you want to save the chart.
4. In the File name box, type a name for the file.
5. In the Files of type list, click the image type you want to save the chart as.
You can save charts as PNG or JPEG formats.
6. Click Save.
After saving the file, you can open the file or the folder where the file is saved. If you do not want
to do open the file, click Close.

Note: Charts will save with their current view settings intact. This includes zoom levels and
scrolled areas.

Tip: You can also save a chart by right-clicking the chart, and then clicking Save Chart.

Change what data displays in a chart

There are two ways you can change what data is displayed in a chart:

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 l Depending on how the chart was authored, you might have the option of including or excluding
data series or selecting from multiple data series options.
l If the chart includes a multi-scenario column, you can add data for multiple scenarios to the chart.
For more information, see "View data from multiple scenarios" on page 160.
l Changing data settings in the dashboard or workbook will change what data displays in the chart.
For more information, see "Data settings in dashboards" on page 265 and "Display data in a
worksheet" on page 148.
l For charts in workbooks, if the chart displays on the same tab as the worksheet that provides its
data, you can change the data in the chart by selecting a different record in the worksheet.

Changing which data series display in a chart

Some types of charts can be defined to allow you to include and exclude data series. When this is
enabled, only data series that have been selected by the resource author can be added. Data series are
included or excluded using the Chart Settings dialog box, which displays an icon beside each available
data series to indicate whether it is charted as a bar, line or area:

Note: Some charts might have hidden data columns specified for a data series. If the chart does
not display data, you will be prompted to select a data series that is not based on a hidden data
column.

Change the record displayed in a chart

l Click a record in a worksheet column to view information for that record in a chart.

Exclude or include a data series in a chart

1. Do one of the following:

l For workbook charts, on the workbook toolbar, click Chart , and then click Chart Settings.
l For dashboard widget charts, on the widget title bar, click Actions , and then click Chart
Settings.
2. In the Chart Settings dialog box, clear the check box for the data series you do not want to
appear on the chart, or select the checkbox for the data series you want to appear on the chart.

Select from multiple data series options

This setting only applies summarized bar, line, or area charts.

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Change what data displays in a chart
 1. Do one of the following:
l For workbook charts, on the workbook toolbar, click Chart , and then click Chart Settings.
l For dashboard widget charts, on the widget title bar, click Actions , and then click Chart
Settings.
2. In the Chart Settings dialog box, select the data column you want to display in the summary chart
from the Values list.

Changing the data in a chart by selecting a different

record
When you click a new record in the worksheet that provides the data for a chart, the chart instantly
updates to display data for that record. Chart data can only be changed for bar, line, and area charts,
gauge charts, and bullet charts, displayed on the same tab as their related worksheets.
For example, the following illustration shows bar, line, and area charts created by clicking different part
sites in the same worksheet.

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Change how a chart displays data
You can change how a chart displays in a worksheet by resizing the chart, zooming in and scrolling
through the data, and for charts that display next to a worksheet grid you can hide the chart from view

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Change how a chart displays data
 to focus on data in the grid.

Resize a chart
A chart located on the same tab as its related worksheet might initially display larger or smaller than you
want. In this case, you can resize the chart as needed by clicking and dragging a border. When you hover
the cursor over a chart border that can be moved, the cursor changes to a pair of lines with arrows
pointing in either direction.

Resize a workbook chart

1. Move the pointer over the border between the worksheet and chart.
The cursor changes to or .
2. Click and drag the border until the chart is the desired size.

Zoom into a chart

You can change the zoom level of bar, line, and area charts, and scatter charts. You can zoom in for focus
on specific data points, or zoom out to see more data. When a bar, line, and area chart is zoomed in and
extends beyond the viewing area, gray arrows appear on the left and right of the chart:

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When a scatter chart is zoomed in and extends beyond the viewing area, gray arrows appear on the left,
right, top, and bottom of the chart:

When a chart is zoomed in and gray arrows appear, you can click on the arrows or pan back and forth in
the chart to view data that is outside of the viewing area.

Change the chart zoom level

l Click in the chart area, and then scroll the mouse wheel up to zoom in, or scroll the mouse wheel
down to zoom out.

Note: If your mouse does not have a scroll wheel, right-click the chart and then click Zoom In or
Zoom Out.

Pan back and forth in a chart

l Click and then drag the mouse left or right.

Note: In a scatter chart, you can also drag the mouse up or down.

Show or hide a workbook chart

If a worksheet includes a chart, the Chart button is present on the workbook toolbar. Use the chart
button as a toggle to show or hide the chart in that worksheet.
To show or to hide a chart in a worksheet:

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Change how a chart displays data
 l On the workbook toolbar, click Chart , and then click Show Chart.

Change the colors in a chart

In some charts you can control which colors are used in the chart. All of your changes are saved and
display the next time you view the chart. At any time, you can reset chart settings to their original state.
The table below outlines the changes you can make to different types of charts:

Chart Changes Allowed

Bar, line, and area l Color of bars, lines, and areas
l Include or exclude data series
l Change the date buckets for the data series

Pie l Color of pie segments

Gauge l Color of gauge needles

Scatter l Color of markers

l Include or exclude data series

Gantt l Color of percentage complete indicator

l Color of bars
l Show or hide bar text and dependency
relationships
l Highlight today's date
l Change color of highlight line

Bullet l Color of indicators

l Include or exclude indicator measures

For more information, see "Viewing data in charts" on page 199.

Change the colors used in the chart

1. Do one of the following:

l For workbook charts, on the workbook toolbar, click Chart , then click Chart Settings. In
some cases you might need to only click Chart .
l For dashboard widget charts, on the widget title bar, click Actions , and then click Chart
Settings.
2. In the Chart Settings dialog box, click the color you want to change, and then click the drop-
down arrow that appears beside the color.
3. Select a color from the color palette.

Tips:
l Click More Colors at the bottom of the color palette to select swatches, HSB, or RGB colors.
l You can also access the Chart Settings dialog box from the View menu.

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 Reset the original chart settings
At any time, you can return to the original chart settings set by the resource author.

l For workbook charts, on the View menu, click Reset Workbook.

l For dashboard charts, on the View menu, click Reset Dashboard.

Caution: Reset Dashboard resets the data settings for all widgets on the dashboard.

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Change the colors in a chart
Visualizing the bill of material
Some workbooks can include a chart that shows the bill of material (BOM). A BOM chart provides you
with an up-to-date view of the product structure, and you can filter the chart to focus only on the
components or sites (or other criteria) that are relevant to you.
For example, the BOM Visualization worksheet in the BOM Analysis workbook includes a BOM chart.

The nodes that you see in the chart depend on the filter settings that you have applied. For more
information about nodes, see "Understanding nodes in a BOM chart" on page 226.
Additionally, in a BOM chart you can:

l Control your view by moving the whole chart, moving individual nodes, or zooming in and out of
the chart (see "Controlling your view in a BOM chart" on page 228).
l Focus on a single component and its relationships (see "Focusing on a component in a BOM chart"
on page 229).
l View substitutes, co-products, and by-products for all components or a specific component (see
"Viewing part substitutes, co-products, and by-products in a BOM chart" on page 229).
l Reset the chart to return to its default view (see "Resetting a BOM chart" on page 231).

Notes:
l It is recommended that you use a 64-bit version of Java when viewing a BOM chart. Using a

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Visualizing the bill of material
 32-bit version of Java can result in you not being able to use this chart.
l BOM charts can depict a maximum of 10,000 records.

Understanding nodes in a BOM chart

Each component in the chart is represented by a node. Typically, each node lists the component's name,
site, and the first three characters of its product group (this displayed information might change
depending on how the chart was authored). Lines connect the nodes, with arrows pointing from a child
node to its parent.
The nodes that you see in the chart depend on the filter settings that you have applied. For more
information about changing your workbook settings, see "Viewing data in workbooks" on page 141.
Your selected settings represent the highest level of the structure that will appear in the chart. In other
words, when you select a part from the filter settings, only nodes representing this part and its children
will appear in the chart (not the part's parent).
For example, the following image shows a chart that is filtered to show information about part Cell-
Phones at site DC-Europe.

Nodes that represent phantom assemblies have a different color and shape.

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If a component is not a child or parent of any other component in the chart but matches the filter
settings of the worksheet, it appears in the chart as a gray circle. Clicking on a gray circle selects it,
allowing you to see the full node. Because you selected it, the focus is on this node, so you must click
outside of this node to deselect it and to return the focus to main chart structure.

If a component in the product structure includes a substitution, co-product, or by-product, this is

indicated by one or more small circles along the edge of the node. You can click the node to view the
links between the component and its substitutions, co-products, or by-products. When the links are
hidden, the substitutions, co-products, or by-products appear as gray circles. For more information, see
"Viewing part substitutes, co-products, and by-products in a BOM chart" on page 229.

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Visualizing the bill of material
 You can focus on any node in the chart to more clearly see its relationships. For more information, see
"Focusing on a component in a BOM chart" on page 229.

Controlling your view in a BOM chart

You can control your view of a BOM chart by moving the whole chart structure, moving individual nodes,
or zooming in and out of the chart.
To return to the default view of the chart, you can reset it. For more information, see "Resetting a BOM
chart" on page 231.

Move the chart

l Click on the chart outside of a node and drag the chart to a new position.

Move a node
You can move any node in the chart. Lines connecting nodes automatically move with them.

l Click on the node you want to move and drag it to a new position.

Zoom in and out of the chart

When the chart loads, it might display a large BOM structure made up of many nodes. It can be useful to
zoom in to specific areas of the chart to view details.

l With your cursor on the chart, use your mouse wheel to scroll up and down.

Tip: If you have zoomed in and want zoom out to view the full chart, it might be easier to click
Reset instead of scrolling. Note, however, that this will reset all other changes that you have
made.

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Focusing on a component in a BOM chart
You can click on any node in a BOM chart to bring focus to this node and its relationships. Child and
parent relationships are shown, as well as grandchild and grandparent relationships (and so on)
through the entire structure.
The selected node is highlighted, and any other nodes in the chart that are not related to the selected
part are hidden. This can be useful when you are looking at a BOM chart that includes a large number of
nodes.

Focusing on a node also displays all links to the part's substitutes, co-products, and by-products. For
more information, see "Viewing part substitutes, co-products, and by-products in a BOM chart" on page
229.

Deselecting a node
To deselect a node, click somewhere in the chart, outside of the node. Or, you can click on a different
node to change the focus.
You can also deselect a node by resetting the entire chart (but this will also reset any other changes you
have made). For more information, see "Resetting a BOM chart" on page 231.

Viewing part substitutes, co-products, and by-

products in a BOM chart
In a BOM chart, if a component in the product structure includes a BOM level part substitution, global
substitution, co-product, or by-product, this is indicated by one or more small circles along the edge of

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Visualizing the bill of material
 the node. You can click the node to view links between the component and its substitutions, co-
products, or by-products.
You can also toggle between showing and hiding these links by clicking the buttons at the bottom of
the chart. You can view all link types at once or just one at time.

When the links are hidden, the substitutions, co-products, or by-products appear as gray circles.

View part substitutes, co-products, and by-products for a specific node

l Click a node to view links to this component's substitutes, co-products, or by-products.

To hide these links, deselect the node by clicking somewhere in the chart, outside of the node.

For more information about viewing links to part substitutes, co-products, and by-products, see:

l "View BOM level part substitutions" on page 230

l "View co-products and by-products" on page 231
l "View global part substitutions" on page 231

For more information about part substitutions, co-products, or by-products and how to configure them
in RapidResponse, see the RapidResponse Analytic and Data Model Guide.

View BOM level part substitutions

A component used in the production of an assembly might not always have sufficient supply available to
satisfy dependent demand exploded down from the assembly. However, there could be available supply
on other similar components which could be used instead. In RapidResponse, an assembly can be
configured to have substitutable component parts that can be used in place of one another.

View or hide all BOM level part substitutions in a BOM chart

l At the bottom of the chart, click Has BOM Substitutions.

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View co-products and by-products
RapidResponse can be configured to support generating co-products and by-products. These are
products that are generated during, and because of, the production of another part.
Co-products are parts manufactured alongside the supply of a primary product to which they are
functionally similar and with which they might typically share common components or manufacturing
processes. For example, a co-product might be a lower quality grade version of a primary product.
By-products are parts generated from and considered residual to the production of a primary product.
For example, a by-product might be a chemical generated during the production of one or more
assemblies (primary products) in a given product structure. In other cases, a by-product might be scrap
material with value that is salvaged or recovered during the production process of the primary product.

View all co-products and by-products in a BOM chart

l At the bottom of the chart, click Has Co/By-Products.

View global part substitutions

In some cases, when there is not enough supply of a part to satisfy its demand(s), there might be other
similar parts whose supply could be used to satisfy demand for the original part. RapidResponse allows
for parts to be configured as substitutes for one another on a global basis (that is, outside of a bill of
material context).

View all global substitutions in a BOM chart

l At the bottom of the chart, click Has Global Substitutions.

Resetting a BOM chart

BOM charts include a Reset button. After making changes in the chart, you can click this button to reset
the chart to its default view.

Resetting the chart will hide any substitution, co-product, or by-product links. If you have clicked on a
node, it will also remove the focus from the selected node.
Clicking the Reset button does not change worksheet settings.

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Visualizing the bill of material
 Reset a BOM chart

l In the top-right corner of the chart, click Reset.

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Interpret data in a treemap 235

Open a treemap to view data 238
Change the data views in a treemap 238
Track data filtering in a treemap 245
Use a treemap to drill to details 246
View data in a circular treemap 247
Copy, print, and save a treemap 248

You might see treemaps in RapidResponse workbooks or dashboards. Like charts, they provide visual
representations of large data sets. This section discusses interpreting and navigating through treemaps.

What is a treemap?
Treemaps are interactive visualizations of large data sets that help users recognize patterns and identify
outliers and problem areas. Data is grouped into categories and subcategories that can be viewed at
both hierarchical and linear, grouped levels. You can view treemaps in worksheets or in widgets on a
dashboard.
Each category of data in a treemap is represented by container rectangles, which are further divided into
nested rectangles to represent subcategories of data. For example, in the treemap section below, the
container rectangle represents a product family (Cell-Phones) which is then further divided into nested
rectangles that represent customers for items in that product family.

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 The structure of the treemap is provided by a hierarchy or from data in the underlying worksheet the
treemap is based on. Category and subcategory groups can be dynamically updated based on the
options you select. For more information, see "Interpret data in a treemap" on page 235 and " Change
the data views in a treemap" on page 238.
Treemaps can help you recognize patterns and outliers in your data that might otherwise be difficult to
detect. For example, from a forecast chart you might see that sales revenue is expected to dip. Drilling to
a treemap worksheet allows you to quickly and easily determine which parts or regions are causing
issues so you can take corrective action.

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Treemap worksheets can be viewed in a workbook or in dashboard widget, or they can be accessed by
drilling from another worksheet or widget. Treemap worksheets provide the same filtering controls as
other worksheet types, with a few additional controls that are unique to treemaps. For more information
see "Interpret data in a treemap" on page 235 and " View data in a treemap widget" on page 257.

Interpret data in a treemap

Treemaps consist of container and nested rectangles, which represent the tree structure's categories
and subcategories of data. Treemap categories are based on worksheet data or hierarchy levels, such as
customer, product family, and location. For example, in the treemap below, the container rectangles
(category) represent product parts, and the nested rectangles (subcategory) represent customers for
those product parts.
The size of the rectangles are determined by a quantitative measure, which provides a visualization of the
rectangle value. In the treemap below, the size of each rectangle is determined by the total revenue
generated by the rectangle's categories; that is, by the part and customer represented by the rectangle.
The greater the revenue quantity for that customer and part, the larger the rectangle.
The color of the rectangles is also determined by a quantitative measure; in the treemap below, a color
range of orange, white, and blue has been applied to illustrate the difference between revenue quantity
and the targeted % of Annual Plan. Treemap worksheets include a color legend to help you interpret the
colors used in a treemap. The value set on the treemap may appear as a percentage, or as a range,
depending on how the treemap was created.
Breadcrumb navigation helps you track the filtering you have placed on the data as you drill down into
the treemap. Making a selection in the hierarchy pane or clicking on a rectangle filters the data your are
viewing. In the treemap below, breadcrumbs display that the data displayed has been filtered to only
display data for the Product: Cell Phones. For more information about breadcrumbs, see " Track data
filtering in a treemap" on page 245.
Treemaps are designed to draw your eye to problem areas; you can easily see by the size and color of the
rectangles in the treemap where the problem areas occur. In the treemap below, problem areas are
indicated by large, orange rectangles, which represent items and parts with high numbers of total units

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Interpret data in a treemap
 produced but which are falling well below the required backlog levels. Thus, the categories represented
by large, orange rectangles have the greatest negative impact on overall revenue.

View details in a treemap

A treemap usually includes labels on each container and nested rectangle. To view further details for a
rectangle, such as the actual data values represented by the rectangle size and color, hover the pointer
over the rectangle to view a tooltip.

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The first two rows in the tooltip list the category and subcategory for the rectangle. The values for the
color and size metrics for that rectangle are listed below the categories. If there are multiple size or color
metrics available for the treemap, or if the treemap author has decided to display additional metrics in
the tooltip, those additional metrics are also listed in the tooltip.

Enlarge a treemap to view details

You can enlarge areas that are too small to view in the treemap. You can maximize a treemap container in
which the nested rectangles are too small to view their labels. You can also zoom in to any area of a
treemap. When you zoom in, subcategory labels that were too small to appear in the initial treemap view
will appear.

Zoom in to an area of the treemap

l Position the pointer over an area of the treemap and roll the mouse wheel up to zoom in to that
area. To zoom back out, roll the mouse wheel down.

Note: If your mouse does not have a mouse wheel, you can zoom in and out by pressing the
Page Out and Page In keys.

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 Open a treemap to view data
Some treemaps are accessed by drilling from another resource, such as a worksheet or dashboard.
Treemaps might also be available from the Workbooks pane or as a widget on a dashboard.
When you drill to a treemap from another resource, the data settings such as the scenario and filter
selections are typically passed on to the treemap; the exact interaction between the resource and the
treemap depends on how the drilling behavior was defined by the resource author. For example, when
you click a data point in a chart to drill to a treemap, the treemap typically displays information for that
data point only. For charts that use a date as the base axis, the date is displayed below the treemap.

Clear treemap drilling context filters

When you have drilled to a treemap from another resource, you can clear the drill context.

l In an open treemap, click Clear.

Change the data views in a treemap

You can change how data displays in a treemap by:

l Changing the data settings for the worksheet or widget.

l Selecting different data categories and subcategories.
l Drilling down the levels of a hierarchy in the hierarchy pane.

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 l Drilling down in the treemap by clicking on container or nested rectangles.
l For some treemaps, you can select different color or size measures from a drop down menu.

Changing data settings and hierarchies

By selecting different data settings, including hierarchies, for a worksheet or widget you can modify what
data displays in a treemap. For more information, see "Viewing data in workbooks" on page 141 and
"Data settings in dashboards" on page 265.

Selecting different data categories and subcategories

You can modify what data displays in a treemap by selecting the categories and subcategories of data to
display from the Group By lists above the treemap. The left Group By list determines the category for
container rectangles, and the right Group By list determines the category for nested rectangles. Every
time you make a new selection from one of these lists, the treemap updates to display the new view of
the data set. For example, in the treemap below, the treemap is categorized by Item and Item Location.

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Change the data views in a treemap
 Selecting Customer from the right Group By list instantly updates the treemap:

Change data categories and subcategories

l To change the way data is categorized in the treemap, do the following:

l To change how the data is categorized in the container rectangles, select a different category
from the left Group By list.
l To change the data subcategories displayed in the nested rectangles, select a different
subcategory from the right Group By list.

Note: If you select a Group By value and then select the same value for the other Group By,
RapidResponse automatically switches the two values. For example, if you selected Customer for
the first Group By and then changed the second Group By from Item Location to Customer,
RapidResponse changes the first Group by to Item Location and keeps the second Group By as
Customer.

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Drilling down in a hierarchy
You might be able drill down to more focused data in a treemap by using a hierarchy. When a hierarchy is
available for a treemap worksheet, you might be able to select the hierarchy from the Group By lists. You
can use a hierarchy to filter data in a treemap either in place of or in conjunction with the defined Group
By categories. For more information, see "Using hierarchies in reports" on page 301.
When you select a hierarchy from one of the Group By lists, the treemap displays data for all hierarchy
levels below the node selected in the hierarchy pane; as you drill down to lower levels in the hierarchy
pane, the treemap updates to display a more focused set of data. As you select nodes in the hierarchy,
the text box below the Group By list with the hierarchy selected updates to display the hierarchy level
currently shown in the treemap. When the lowest hierarchy level is selected, the text box is blank.

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 You can also choose to categorize data in a treemap by using the hierarchy only. When you select the
same hierarchy from both Group By lists, the container rectangles display the hierarchy level one level
below the currently selected node, and the nested rectangles display two hierarchy levels below. As you
walk through the hierarchy, the treemap data updates each time you select a node.
The following treemap categorizes data using the Product hierarchy, which is selected at the highest
level:

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Selecting HDTVs in the hierarchy updates the treemap to display only the parts in the HDTV product
family:

If there are multiple hierarchies available for the treemap worksheet, you can select different hierarchies
from each Group By list to categorize the data by one hierarchy for container rectangles, and another
hierarchy for nested rectangles.

Note: If a hierarchy is available for a treemap worksheet, but not available from the Group By
lists, you can still use the hierarchy to filter data in the treemap by selecting data categories from
the Group By lists, and then selecting nodes in the hierarchy pane.

Drill down in a hierarchy

l To drill down through the hierarchy levels, do one of the following:

l If the hierarchy is available in the Group By lists, select it from one of the Group By lists to
categorize the data into hierarchy levels. The treemap displays all hierarchy levels below the
node selected in the hierarchy pane.
l If the hierarchy is not available in the Group By lists, select a node in the hierarchy pane to
further refine the data displayed in the treemap.

Drilling down in a treemap

You can filter down to specific views in a treemap by clicking on category or subcategory rectangles. For
rectangles grouped by a hierarchy, as you click on rectangles, you drill down to each level of the
hierarchy.

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Change the data views in a treemap
 For rectangles grouped by worksheet columns, as you click on rectangles, you drill down through a
designated list of data columns. For most treemaps, the list order follows the order of data columns in
the Group By lists.

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Changing rectangle size and color measures
Some treemaps include additional size and color measures to allow you to change the way the data
categories are measured. When additional measures are available, the Size and Color measures are
displayed as lists. When you select a new size or color measure, the treemap updates to display the new
view of the data.

Change treemap size or color measures

1. To change the measure on which the rectangle size is based, select a different measure from the
Size list.
2. To change the measure on which rectangle color is based, select a different measure from the
Color list.

Tip: To view data at one level, without subcategories, select "None" from the right Group By list.

Note: If the treemap does not include additional size or color measures, you cannot select a
different size or color measure.

Track data filtering in a treemap

RapidResponse uses breadcrumbs to track the filtering layers you are applying to a treemap.
Breadcrumbs display as a sequence of filters, in the order the filter is applied. Each time you change the
data view by changing a hierarchy level, data category or subcategory, or drill down in a treemap, a new
filter layer is added to the breadcrumb row.

You can return to earlier data views by removing a filter layer. For example, if you have filtered the data in
a treemap by drilling down from a customer region (WesternEurope) to a product family (HDTVs) and
then product (LCD-4226), you can return to a view of the data filtered by only the customer region by
clicking the product family filter layer (WesternEurope) in the breadcrumbs row.

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Track data filtering in a treemap
 Return to an earlier data view in a treemap

l In the breadcrumbs row, click an earlier filter layer.

Return to the original data view in a treemap

l In the breadcrumbs row, click All.

Use a treemap to drill to details

You might be able to click problem areas in a treemap worksheet to drill to more details. When drilling to
details is enabled, the pointer changes to a hand icon when you position it over treemap rectangles.
When you double-click on a rectangle, a detail worksheet opens for you to view data summarized by that
rectangle. The way data is summarized in the detail worksheet depends on how the resource author
defined the drilling to details process for the treemap; data can either be summarized by container or
nested rectangles. Additionally, the data settings for the treemap worksheet, such as filter, site, and
scenario, might also be passed to the detail worksheet.
Drilling to details is a subsequent step in a typical task flow in which you use the treemap to identify
problem areas, and then drill to a worksheet to view details and possibly resolve the problem.
When you drill to details, a details worksheet opens in either the lower pane, a new tab, or in a separate
workbook. In the example below, the details worksheet opens in a new tab:

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 Drill to details in a treemap

l Move the pointer over a rectangle in the treemap and double-click to open a details worksheet.

Notes:
l Some treemaps might open a form when you click on a treemap category or subcategory
rectangle. For more information, see "Link to different resources from a worksheet" on page
181.
l When you drills to details from a treemap category or sub-category, the hierarchy settings
applied to the category or sub-category are passed to the details worksheet. For categories
or sub-categories with no hierarchy applied, the hierarchy from to the treemap worksheet is
passed to the details worksheet.

View data in a circular treemap

Treemaps can also be displayed as circles. In a circular treemap, data categories are represented by
container and nested circles. Color and size metrics are applied in the same way to a circular treemap.
However, because circles do not nest perfectly within other circles, a circular treemap does not use space
as efficiently as rectangular treemaps. In the treemap below, container circles are indicated as a white
circle, and nested circles have the green, gray, and orange color range applied.

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View data in a circular treemap
 Copy, print, and save a treemap
You can copy, print, and save a treemap to use in other documents, presentations, or web pages.

Copy a treemap

l Right-click on a treemap and select Copy Treemap.

Print a treemap

1. On the File menu, click Print.

2. In the Print dialog box, click OK.

Tip: You can also print a treemap by right-clicking on it and selecting Print Treemap.

Save a treemap as an image

1. On the File menu, click Save Treemap.

2. In the Save Treemap dialog box, navigate to the location where you want to save the treemap.
3. In the File name box, type a name for the file.
4. In the Files of type list, click the image type that you want to save the treemap as.
5. Click Save.

Tip: You can also save a treemap by right-clicking on it and selecting Save Treemap.

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CHAPTER 19: Viewing data in dashboards

Open a dashboard 250

About widgets 251
Magnify a widget 254
Refresh widget data 257
View data in a treemap widget 257
Open a linked resource from a dashboard widget 259
Drill from a widget 260

Dashboards are summarized views that help you monitor business performance categories important to
you. Data and charts are displayed in components called widgets, which are assembled in an easy-to-
understand control panel view. Dashboards can display widgets on multiple tabs, with widgets grouped
by type, theme, or use on each tab. You can drill to more detailed data on a dashboard by clicking a
widget to open another resource, such as a treemap or source worksheet, where you can view and
correct the root cause of a problem area. For more information, see "Drill from a widget" on page 260.
Dashboards are for monitoring purposes only, however the data settings for widgets can be modified.
You can control the data displayed in a widget by selecting different data settings like scenario or
hierarchy. All of the widgets on the dashboard can display a specific set of data settings or you can define
different data settings for individual widgets. To see what data settings have been applied to the
dashboard you can hover over a widget or over a data setting to highlight the matching data settings or
widgets. For more information, see "Data settings in dashboards" on page 265.

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 The following is an example of a dashboard with key tools noted.

You might have access to multiple dashboards, each of which are designed to help you oversee different
areas of performance. You can only access dashboards that you have created if you have dashboard
authoring permission, or that have been shared with you. When a dashboard is shared with you, all of
the underlying resources are also shared. This includes the widgets in the dashboard, the workbooks
containing the source worksheets for widgets, and any linked resources such as other dashboards,
workbooks, scorecards, and task flows. These underlying resources cannot be opened directly from the
Explorer; they are only available from within the dashboard. For more information, see "Open a linked
resource from a dashboard widget" on page 259 .
If you have dashboard authoring permission, you can create a personalized dashboard by changing the
widgets in the dashboard and the dashboard layout. For more information, see the RapidResponse
Resource Authoring Guide.

Open a dashboard
You might have access to multiple dashboards that might be specific to your role in your company and to
your company's business processes. RapidResponse also includes several predefined dashboards that
your RapidResponse administrator might make available to you. For more information, see "Introduction
to RapidResponse resources" on page 18.
Dashboards might open automatically when you log in to RapidResponse, or they might be accessible
from the Explorer

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 Open a dashboard from the Explorer

1. In the Explorer, ensure that dashboards are shown. You can do this by selecting Reports.

2. Double-click a dashboard.

Tip: You can also open a dashboard by selecting the dashboard and clicking Open on the
Actions menu.

Note: You might be prompted to specify data settings for the dashboard before it opens.

Open a dashboard in another tab

You can open another instance of an already opened dashboard on a new tab. For example, you might
want to compare the data in the workbook with different data settings applied.

1. In the Explorer, ensure that dashboards are shown. You can do this by selecting Reports.
2. Select a dashboard that is already open.
3. On the File menu, click Open in New Tab.

Tip: You can also open the dashboard in another tab by right-clicking on the open dashboard in
the Explorer and then clicking Open in New Tab.

About widgets
Widgets display summarized data in the form of charts, worksheets, or reports. You can modify the data
settings of widgets to view and compare different scenarios, sites, filters, and hierarchies. If you have
widget authoring permission, you can create and modify widgets. For more information, see the
RapidResponse Resource Authoring Guide.

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About widgets
 If the widget has a hidden title bar and borders, hover over the widget to display the widget options.

Widget types
Dashboard widgets fall into three categories:

Worksheet widgets
Worksheet widgets are based on worksheets in RapidResponse workbooks. This widget type can be a
worksheet data grid, worksheet chart, or treemap widget. You can perform the same actions in a
worksheet widgets as you would in a regular worksheet, depending on how the worksheet was defined.
You can sort data, change scenarios and other data settings. For worksheet charts, you might be able to
change bucket settings, the colors used, and the data series that are charted. In a treemap widget, you
can change the Group By options and size and color measures.
Example of a worksheet widget:

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Example of a worksheet chart widget:

Example of a treemap widget:

Text widgets
Text widgets can provide help for a dashboard and might contain meaningful information about the
tasks and processes the dashboard supports. Text widgets might include links to workbooks and other
resources to help you complete a workflow related to your dashboard.

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About widgets
 Message widgets
Message widgets are a simplified version of Message Center. From a message widget, you can read
messages, send messages to your email, and open the full Message Center page. Message widgets can
only be viewed if you have the permission to Message Center. For more information on Message Center,
see "Communicating using Message Center" on page 435.

Magnify a widget
There are two ways to make the contents of widgets easier to see. You can maximize a widget so that it
takes up most of the space on the dashboard, and in some types of widgets, you can zoom in on the
contents of the widget without changing its overall size.

Maximizing widgets
You might find that a widget is too small to view the data. You can maximize any widget in a dashboard
so that it fills most of the page, and the other widgets are shown as thumbnails below the maximized

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widget.

Maximize a widget

1. In a widget title bar, click Maximize Widget .

2. To restore the widget size, in the widget title bar, click Minimize Widget .

Tip: You can also maximize a widget by double-clicking the widget title bar. Double-click the title
bar again to restore the widget to its position in the dashboard.

Widget zooming
For some chart widgets, you can zoom in to more easily view individual data points. When you zoom in to
a chart widget, arrows appear at the edges of the chart to indicate that there is additional data that is

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Magnify a widget
 not being displayed. You can also pan back and forth to view the areas of the chart that are not
displayed. You can pan or zoom to a widget when the widget is on the dashboard or is maximized.

You can use zoom controls to adjust the text size in a worksheet data widget, just like you can in a
worksheet in a workbook. For more information, see "Adjust a worksheet's zoom level" on page 138.

Note: You cannot zoom in to pie charts, gauge charts, or bullet charts.

Zoom in to a chart widget

1. Click to select the chart widget on the dashboard.

2. Move the pointer over the chart widget you want to zoom in to, and then move the mouse wheel
up to zoom.
3. To zoom back out, move the mouse wheel down.

Note: You can also zoom into a chart widget that has been maximized.

Tip: You can also zoom in and out by right-clicking in a line, bar, or area chart and selecting
Zoom in and Zoom out. If the widget has drill links, clicking on a data point opens the resource
or a menu where you select which resource to drill to.

Pan back and forth in a chart widget

1. Click on a chart widget to select it.

2. Click and hold anywhere in the chart area, then drag the pointer to pan to the left or right.

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Refresh widget data
When a data change impacts an open widget's source worksheet, you will need to refresh the widget to
see the most current data displayed. A message might display on any widgets that might have data that
is out of date.

You can also manually refresh all of the widgets on the dashboard by refreshing the dashboard. It is a
good practice to manually refresh the dashboard if you have the dashboard open for a period of time.

Manually refresh a widget

l Click on the widget toolbar.

Manually refresh a dashboard

l Click on the dashboard toolbar.

View data in a treemap widget

In addition to changing data settings to filter the data view in a treemap widget, you can also change the
Group By dimensions and size or color measures. The left Group By list determines the category for
container rectangles, and the right Group By list determines the category for nested rectangles. Every
time you make a new selection from one of these lists, the treemap updates to display the new view of
the data set. For more information, see " Change the data views in a treemap" on page 238.

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Refresh widget data
 Change the categories and subcategories in a treemap

1. Click the first Group By list and select a data category to display.
2. Click the second Group By list and select a subcategory to display.

Select a hierarchy as a category or subcategory

1. Select the hierarchy in the data settings for the treemap.

2. Depending on whether you want to display hierarchy data in the category or subcategory
rectangles, do one of the following:
l To display hierarchy data in the category rectangles, click the first Group By list and select the
hierarchy.
l To display hierarchy data in the subcategory rectangles, click the second Group By list and
select the hierarchy.

Change the size or color measures in a treemap

In some treemaps, you can change the size or color measures.

1. To change the color measure, click the Color list and select the color measure to display.
2. To change the size measure, click the Size list and select the color measure to display.

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Drill down in a treemap widget
You can filter to specific data views in a treemap by drilling down from category or subcategory
rectangles. For most treemaps, the drill down path follows either a hierarchy or the order of data
columns in the Group By lists.
Breadcrumbs track the filtering layers you are applying to a treemap with the filters displaying in the
order each filter is applied. Each time you change the data view, such as drilling down or changing a
category, a new filter layer is added to the breadcrumb row. For more information, see " Change the data
views in a treemap" on page 238 and " Track data filtering in a treemap" on page 245.

Drill down in a treemap

1. Depending on how you want to drill down in the treemap data, do one of the following:
l To drill down in the category list, click on the bar for a category rectangle.
l To drill down in the subcategory list, click on a subcategory rectangle.
l To drill down in the hierarchy, select the hierarchy levels in the hierarchy pane. For more
information, see " Filter and summarize data with hierarchies" on page 304.
2. Continue to drill down successively in a treemap until you have reached the end of the drill

Tip: You can also drill down in a hierarchy if you specify the hierarchy as a category or
subcategory and then drill down in the treemap.

Return to an earlier view of the data

l Click an earlier filter layer in the breadcrumbs row.

Return to the original view of the data

l Click All in the breadcrumbs row.

Open a linked resource from a dashboard

widget
Worksheet and text widgets might allow you to open a linked resource, such as workbooks, dashboards,
scorecards, and task flows. If a linked resource is available for a widget, the Open button is available on
the widget title bar. Linked resources are only available from the dashboard; you cannot access them
from the Explorer. The source worksheet that the widget is based on may also be displayed with linked
resources.

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Open a linked resource from a dashboard widget
 For more information about linked resources, see "Resources that can only be opened from links" on
page 90.

Open a linked resource

l In the worksheet widget title bar, click Open and select the resource to open.

Drill from a widget

Some worksheet data and chart widgets might allow you to drill to more detailed information in a
worksheet, or to open a form. When you click on a drill link from a widget, data settings or data values
from the widget are passed to the linked resource, which opens in another tab or as an overlay on the
dashboard. Depending on the widget type, the method used to drill to linked resources differs.

Drill from a worksheet data widget

You can drill from a worksheet data widget by clicking a link in a data cell. For example, if you click in a cell
that displays forecast data for the month of October, the linked worksheet that opens only displays
detailed data for that forecast in the October time period. The details worksheet also preserves the
scenario, hierarchy level, and other filters from the worksheet widget data settings.

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Drill from a worksheet chart widget
You can drill from a chart widgets by clicking on a chart element such as a line marker in a line chart or a
needle in a gauge chart. If drilling is defined for that chart widget, the pointer changes to a hand when
you hover over a charting element.

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Drill from a widget
 1. In a chart widget, hover the pointer a charting element, such as:
l a data point in a line, bar, or area chart;
l a slice in a pie chart;
l a needle in a gauge chart
2. Click to open the linked resource in another tab or as an overlay on the dashboard.

Note: You cannot drill from data points in scatter charts.

Drill from a treemap widget

You can drill from a treemap widget by double-clicking on a category or subcategory rectangle. The drill
to details worksheet opens in a new tab in the workbook.

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Note: Single-clicking on a category or subcategory rectangle drills down in the treemap. For
more information, see " Change the data views in a treemap" on page 238.

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Drill from a widget
CHAPTER 20: Data settings in
dashboards

View data dashboard settings 267

Change data settings for a dashboard 269
Change data settings for a widget 271

Dashboard are created with predefined settings that you can change to customize your view of data on
the dashboard. Data settings are applied to individual widgets, however you can modify data settings
that are shared by multiple widgets on a dashboard. For example, some of the widgets on a dashboard
might display data for the Approved Actions scenario. When you change that scenario to Current S&OP,
those widgets will change to display data from the Current S&OP scenario.
Data settings are accessed and display in the Data Settings pane or dialog box.

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 When you open a dashboard for the first time, the data settings pane might be hidden if the author has
created the dashboard to display that way. Expand the Data Settings pane to view and modify the
settings for the dashboard and for individual widgets.
For dashboards, all of the data settings applied to widgets on the dashboard are displayed and you
might see multiple controls for some data settings. When different widgets on a dashboard carry a
different data setting, each setting is displayed in the dashboard's data settings.

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 Notes:
l The Data Settings pane might be empty if you cannot modify data settings. This might occur
if you do not have access to multiple data settings such as scenarios, filters, and sites.
l After opening a dashboard for the first time, RapidResponse will remember your display
preference for the Data Settings pane and accordingly the dashboard will open the next with
the pane minimized or maximized.

View data dashboard settings

You can determine which data settings have been applied to the widgets on a dashboard by hovering
over a data setting or hovering over a widget. The corresponding widget or data setting(s) are outlined
in blue.

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View data dashboard settings
 View the data settings applied to a widget

l Hover the cursor over the center of the widget.

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 View which widgets carry a specific data setting

l Hover the cursor over the data setting.

Change data settings for a dashboard

Data settings for all widgets on the dashboard are visible and can be changed in the Data Settings pane.
After each change, each widget on the dashboard updates to reflect the new setting. When you are
making multiple changes to the data settings for a dashboard, click Change Multiple Data Settings.
Instead of updating after each individual change, all of the widgets on the dashboard updates after all
changes have been made, thereby reducing load times.
For more information on viewing data settings already defined for a dashboard, see "Data settings in
dashboards" on page 265.

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Change data settings for a dashboard
 Notes:
l The dashboard might open with the Data Settings pane minimized. Click or the Data
Settings tab to expand the pane.
l Changes made to dashboard data settings are maintained when you move between
RapidResponse clients. For example, if you change the scenario on a dashboard while
working on the Mobile Client and then check that dashboard later on the Desktop Client, the
scenario change will be applied to the dashboard.

Change data settings for widgets on a dashboard

1. Open the dashboard you want to change data settings for.

2. On the Data Settings pane, make your data setting changes.
Widgets will automatically update one by one to display the new data setting.

Notes:
l These new data settings are applied to all the widgets on the dashboard tab that can accept
the data settings. To modify data settings for an individual, see "Change data settings for a
widget" on page 271.
l To change multiple settings at a time for a dashboard, click Change Multiple Data Settings
to open the Data Settings dialog box. You can make your changes and the dashboard will
only update after you click OK.

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Change data settings for a widget
You can change the data settings applied to a widget by maximizing the widget and then making the
changes on the Data Settings pane. The widget will update after each change to reflect the new setting.
Like dashboards, only Boolean, List, and Date variables might display in the Data Settings pane. Quantity
and Text variables available for a widget only display in the Data Settings dialog box.
When you are making multiple changes to the data settings for a widget, click Change Multiple Data
Settings. Instead of updating after each individual change, the widget updates after all changes have
been made, thereby reducing load times.
For more information about viewing data settings already defined for a widget, see "Data settings in
dashboards" on page 265.

Note: The Data Settings pane might be minimized. Click or the Data Settings tab to expand
the pane.

Change data settings for an individual widget

1. Select the widget on the dashboard to change data settings for.

2. Maximize the widget by clicking Maximize Widget on the widget title bar.
3. On the Data Settings pane, make your data setting changes.
The widget will automatically update and display the new data setting after each change.
4. To return to the dashboard after you have made your changes, click Minimize Widget or if the
dashboard has multiple tabs, click on the tab title.

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Change data settings for a widget
 Note: To change multiple settings at a time for a widget, click Change Multiple Data Settings to
open the Data Settings dialog box. You can make your changes and the widget will only update
after you click OK.

Tip: You can also double-click on the widget title bar to maximize the widget.

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CHAPTER 21: Viewing data in a map

View site data 274

Navigate on a map 275
Change data settings on a map 275
Refresh map data 277
Communicate from a map 277

You can monitor the health of your supply chain by tracking and viewing information for sites on a
RapidResponse map. Data for your distribution and manufacturing sites display, enabling you to view the
geographical context and connections between sites.
The arrows identify which direction goods flow between linked sites and you can navigate in the maps to
focus on specific areas or view sites in a broader geographical setting. For more information, see
"Navigate on a map" on page 275.

You can focus on individual sites and communicate and collaborate with other colleagues to resolve
issues. For more information, see "Communicate from a map" on page 277.

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 As with other dashboards, you can change the data settings to customize your view of data on the map.
For more information, see "Change data settings on a map" on page 275.

View site data

Maps display data for manufacturing and distribution sites. You can focus on the health of individual
sites and move from site to site using either the map or the side pane.

To view data for a site

l Do one of the following:

l Click a site icon on the map.

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 l Click a site in the Site List widget.

To return to the main site list

l Click Back to Site List.

Navigate on a map
You can navigate in different ways on a map. You can zoom in to focus on sites in a specific area, zoom
out to view sites in a broader geographical context, or move around on the map at whichever level of
zoom you have specified.

Zoom in to a map

l Do one of the following:

l Click in the map area and scroll the mouse wheel up.
l Click the Zoom in button.

Zoom out of a map

l Do one of the following:

l Click in the map area and scroll the mouse wheel down.
l Click the Zoom out button.

Pan through a map

1. Click in the map area.

2. Click and drag the mouse in any direction on the map.

Change data settings on a map

The data settings applied to a map display in the Data Settings widget at the top of the dashboard.

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Navigate on a map
 Change data settings on a map

1. Do one of the following:

l Click the Data Settings widget at the top left of the map.
l Click Data Settings at the top right of the map.
2. In the Settings pane, click the data setting you want to change.
3. Select a new setting option.
4. Click .
5. Repeat steps 2 - 4 for each data setting you want to change.
For each change, the Data Settings widget automatically updates to display the new settings.
6. Click to close the Settings pane.

Add a hierarchy on a map

1. Do one of the following:

l Click the Data Settings widget at the top left of the map.
l Click Data Settings at the top right of the map.
2. In the Settings pane, click +.
3. Click .
4. Click to close the Settings pane.

Add a hierarchy level on a map

1. Do one of the following:

l Click the Data Settings widget at the top left of the map.
l Click Data Settings at the top right of the map.
2. Click All > next to the hierarchy you want to select a level in.
3. Do one of the following:
4. Select a level setting.
5. Click > to view sub-level settings.
6. Click to return to the previous hierarchy level or click to return to the top hierarchy level.
7. Click to close the Settings pane.

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 Remove a hierarchy setting from a map

1. Do one of the following:

l Click the Data Settings widget at the top left of the map.
l Click Data Settings at the top right of the map.
2. In the Settings pane, click next to the hierarchy setting.
3. Click to close the Settings pane.

Reset data settings on a map

At any time, you can return to the original data settings for the map.

1. Do one of the following:

l Click the Data Settings widget at the top left of the map.
l Click Data Settings at the top right of the map.
2. In the Settings pane, click Reset to Default.

Refresh map data

Map data might become out of date when data is updated on your company’s enterprise system or
another user updates data in a shared scenario you are viewing. When this happens, you can refresh the
map data to ensure you are viewing the most up-to-date information.

To refresh map data

1. Do one of the following:

l Click the Data Settings widget at the top left of the map.
l Click Data Settings at the top right of the map.
2. Click Refresh.

Communicate from a map

You have the ability to communicate with other RapidResponse users from a map. Users responsible for
specific sites have an accessible contact card that allows you to send them messages that display in
Message Center or to initiate a collaboration with them.

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Refresh map data
 To send a message from a map

1. Do one of the following:

l Click a site icon on the map.
l Click a site in the Site List widget.
2. Click the user you want to send a message to.
3. In the contact card, click New Message.
4. Optionally, select additional recipients of the message.
5. Add text in the Message box to explain why you are sending the message.
6. Optionally, add one or more links to the message or attach a report.
7. Click Send.

To start a collaboration from a map

1. Do one of the following:

l Click a site icon on the map.
l Click a site in the Site List widget.
2. Click the user you want to start a collaboration with.
3. Click Collaborate.

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CHAPTER 22: Viewing scorecard data

Specify the data displayed in a scorecard 284

Specify scorecard viewing options 285
Calculate metric results in a scorecard 287
Drill to worksheets and forms from scorecards 288
Display scorecard data in a chart 291
Using a target scorecard to make decisions 298

Depending on your role within your organization, you might have access to scorecards. Scorecards
incorporate various metrics that measure key performance aspects of select scenarios, including
customer impact, costs, and quality. Scorecards show the scores for different metric results for various
scenarios. You specify the filter, site, hierarchy settings and so on that define the data a scorecard
analyzes, as well as the scenarios to be compared.
You access and organize scorecards in the Explorer. For more information about Scorecards are defined
by users who have scorecard authoring permissions; if you require changes in a scorecard, contact the
person who created the scorecard, or your RapidResponse administrator.
Each metric in a scorecard usually links to detailed information about how the metric's result is calculated.
For more information, see " Drill to worksheets and forms from scorecards" on page 288. You can view
information about the scorecard and the metrics it calculates by clicking Scorecard Help on the Help
menu.

Scorecard comparing scenario metric results against

targets
Scorecards can include metric targets, against which the metric results of a scenario can be compared,
and assigned a score. The overall score of each scenario in the scorecard is also calculated. Scorecards
with targets can help you meet objectives. By comparing the metric results of select scenarios against
department and corporate targets, you can determine the best plan of action to meet and exceed these
targets, and adjust your operations accordingly.

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 In a scorecard that contains targets specified by the scorecard author or uses values from the annual
plan as targets, every scenario has a score.

In a scorecard where the first scenario contains the targets, the first scenario does not have a score.
Every other scenario is compared to the first scenario and has a score.

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Scorecard comparing metric results between scenarios
Scorecards can also be used to show the differences between the metric results for various scenarios
without using targets and scores.

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 Scorecard with charts
Scorecards can show summary information in charts. Charts are available in the top pane of the
scorecard, with each type of chart on a separate tab.

For more information about scorecard charts, see " Display scorecard data in a chart" on page 291.

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Scorecard comparing metric results for a period of time
Scorecards can show metric results for a specific time period.

You can view a time-based scorecard as either an overall summary for the entire period, or as a time-
bucketed summary that displays the metric result and score (if the scorecard uses targets) for each
bucket. A scorecard that shows results in buckets is shown in the following illustration.

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 Specify the data displayed in a scorecard
You can change the scenarios that are included in the scorecard, the order in which the scenarios are
presented, or the data that the scorecard analyzes.
If you open the scorecard using a shortcut, the scenarios specified in the shortcut are always used. For
more information about scorecard shortcuts, see "Create a shortcut to display scorecard data" on page
108.
You can also specify whether to view the metric results as one of the following:

l Actual values for all scenarios and targets.

l Differences between the first scenario and other scenarios or targets and results.
l Percentage differences between the first scenario and other scenarios or targets and results.

Define the data that is displayed in the scorecard

1. Make selections from the controls at the top of the scorecard. For information about each
control, see "Viewing data in workbooks" on page 141.
2. If the scorecard includes the hierarchy panel, add the hierarchies and select the values that
determine the scorecard data. For more information, see " Filter and summarize data with
hierarchies" on page 304.

Tip: If you want to change the selection in several controls, you can click Data Settings to
make all of your selections before refreshing the data.

Change the scenarios analyzed by a scorecard

1. On the scorecard toolbar, click Add or Remove Scenarios .

2. In the Scenarios dialog box, to add a scenario, select a scenario in the Select from this list list,
and then click Add.
3. To remove a scenario, select a scenario in the Scenarios in this scorecard list, and then click
Remove.
4. To change the order of scenarios, in the Scenarios in this scorecard list, drag a scenario up or
down in the list. Moving the scenario up in the list moves the scenario to the left in the scorecard.
Moving the scenario down in the list moves the scenario to the right in the scorecard.

Tip: If you want to change the selection in several controls, you can click Data Settings to
make all of your selections before refreshing the data.

Specifying the time period for a scorecard

If the scorecard author has allowed the time period for a time-based scorecard to be changed, you can
select the number and type of buckets to display after the scorecard's anchor date, which is specified by
the scorecard's author. Today's date, the planning date, or the beginning of the current calendar period
are commonly used as anchor dates.

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Some scorecards also have the option to include buckets for earlier periods, in addition to the number of
buckets you select to display after the anchor date. The scorecard author defines when these earlier
periods begin.

Specify the time period for a time-based scorecard

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, in the Duration box, type the number of calendar periods you want the
scorecard to analyze.
3. In the list, click the calendar unit.
For example, if you specify 4 in the Duration box and Month in the calendar list, the scorecard
displays results for four months, starting from the date specified by the scorecard author.
4. If applicable, check or uncheck the Include buckets for earlier periods box.

Note: Depending on how the scorecard's author has defined when the earlier periods begin,
you might sometimes select Include buckets for earlier periods, but not see any additional
buckets in the scorecard. For example, a scorecard uses Today as the anchor date, and the
scorecard author has specified that including buckets for earlier periods shows additional
buckets going back to the beginning of the current year. On January first, you do not see
additional buckets when you select Include buckets for earlier periods in this scorecard,
because the anchor date and the beginning of the current year are the same day.

Example: specifying the time period

Today is June 15th. You have opened a time-based scorecard, and it displays data in three buckets: June,
July, and August. You open the Scorecard Settings and see that the scorecard is set to display three
buckets, using the Month calendar period. The Include buckets for earlier periods box is not currently
selected.
You increase the number of buckets to four, and select the Include buckets for earlier periods box. The
scorecard's author has specified that the buckets for earlier periods go back to the beginning of the
current year, so you now see a total of nine buckets for January through September—the four buckets
you specified, plus five additional buckets for January through May.

Specify scorecard viewing options

You can specify whether the scorecard calculates results automatically. If you choose to automatically
calculate, the metric results are recalculated when you change the scorecard's data settings, such as
adding a scenario or changing the filter. Automatically calculating data is recommended if the scorecard
includes the hierarchy panel, so you can see the data for your selected hierarchy values as you make
selections.
If the scorecard shows time-based metric results, you might be able to modify the period of time
displayed in the scorecard. In addition, you can choose to view either a summary of results for the entire
time period, or a summary for each date bucket in the period.
If you modify the scorecard's settings, you can reset them to the scorecard defaults at any time.

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Specify scorecard viewing options
 Specify how to display metric results

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, in the Show metric results as area, click one of the following:
l Actual values—displays the actual calculated value for each metric for all scenarios.
l Differences—displays the difference between the results calculated for the first scenario or
the scorecard's targets and the results calculated for each other scenario in the scorecard.
l % Differences—displays the differences in percentage values.
3. Click OK.

Notes:
l These settings apply to the scorecard and to multi-scenario columns in metric detail
worksheets. For more information about detail worksheets, see " Drill to worksheets and
forms from scorecards" on page 288.
l If a result in a scorecard that includes targets is blank, a target might be missing. Contact the
scorecard author or your RapidResponse administrator to define the required target.

Change the order of scenarios in a scorecard

1. On the scorecard toolbar, click Add or Remove Scenarios .

2. In the Scenarios in this scorecard list, drag a scenario up or down in the list. Moving the scenario
up in the list moves the scenario to the left in the scorecard. Moving the scenario down in the list
moves the scenario to the right in the scorecard.

Note: If you are viewing a scorecard that does not include targets, the first scenario in the
scorecard is used as the scenario against which all other scenarios in the scorecard are
compared (if you are viewing differences). If you are viewing a scorecard that uses the first
scenario's results as targets (that is, if the first scenario is the only one that does not have a
score), dragging a scenario to the top of the Scenarios in this scorecard list makes that
scenario's results the targets for the other scenarios in the scorecard.

Specify whether a scorecard is automatically calculated

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, select or clear the Automatically calculate check box.
3. Click OK.

Note: Some metrics are complex and can take a long time to calculate. You should not
automatically calculate scorecards with complex metrics.

Show data in time buckets

You can change to a date-bucketed view if the scorecard author has specified buckets for the scorecard.

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 l On the scorecard toolbar, click Bucket Data by Date .
If the scorecard was displaying the summary, the scorecard changes to a horizontal date-bucketed
view with results and scores (if applicable) calculated for each bucket.
If the scorecard was displaying a date-bucketed view, the scorecard changes to the summary view.

Note: You might also be able to change the bucket settings for the scorecard. For more
information, see "Specifying the time period for a scorecard" on page 284.

Reset scorecard settings

Resetting the scorecard settings resets the scorecard's data settings and viewing options, such as the
chart settings, whether the scorecard automatically calculates results, and how metric results are
displayed in the scorecard summary. Scorecard layout changes, such as column widths, are not reset.

l On the View menu, click Reset scorecard settings.

Note: You can use zoom controls to adjust the text size in a scorecard, just like you can in a
worksheet in a workbook. For more information, see "Adjust a worksheet's zoom level" on page
138.

Calculate metric results in a scorecard

A scorecard can automatically calculate metric results if you or the scorecard author has enabled it to. If
not, you can manually calculate the results when you open the scorecard, or after you have changed any
of the data in the scorecard, such as adding a scenario or changing the site. Certain metric calculations
are quite complex and can take some time to complete.

Calculate metric results

l On the Data menu, click Calculate .

Notes:
l For more information about automatically calculating a scorecard, see " Specify scorecard
viewing options " on page 285.
l If the scorecard compares results to targets and a target is not specified for a metric, results
for that metric are not displayed. A metric without a result is not the same as a result of zero.

Tip: You can also calculate metric results by clicking Calculate on the scorecard toolbar.

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 Drill to worksheets and forms from
scorecards
Scorecards usually contain links that you can click to drill to details or open forms or workbooks where
you can make data changes. You might be able to click the name of a scenario or a metric result to open
a form or a worksheet in another workbook. You might also be able to the name of a metric to view one
or more details worksheets in the scorecard, below the summary of metric results.
The following illustration shows a scorecard in which you can drill to an editable worksheet in a
workbook, a form that you can use to commit a scenario, or detail worksheets that can be displayed in
the scorecard. In this example, two drill links are available for the item that was clicked, and the user can
choose either one from the pop-up menu.

Drilling to forms and worksheets in workbooks

If scenario names or metric results in a scorecard are blue and underlined, you can click them to open
related worksheets or forms. You might find links to worksheets that you can use to edit data and
perform simulations, or worksheets that give you information related to the metrics in the scorecard.
You might be able to use linked forms to make changes to data, or perform scenario actions, such as
accepting or rejecting a scenario based on scorecard results.
In time-based scorecards, you can click a metric result for a date bucket to open a worksheet or form
with the date range from that bucket selected. You can click the name of a scenario to open worksheet
or form with the range for all the date buckets in the scorecard selected, or to open a worksheet or form
in which no date range is selected.

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Viewing detail worksheets for metrics in a scorecard
You can view worksheets containing the detailed data behind each metric in a scorecard. These
worksheets display data from multiple scenarios, so that you can compare values that change from
scenario to scenario. For example, the detail worksheet for the Revenue metric, shown in the following
illustration, contains the revenue, cost of goods sold, and gross margin values for three scenarios.

The detailed information includes records that are different between the first scenario in the scorecard
and all other scenarios included in the scorecard. For example, the Revenue metric calculates the revenue
associated with customer orders. The results displayed in the scorecard reflect the total revenue from
orders for each scenario in a particular time period. When you view the detailed information, revenue
values that differ between scenarios are displayed.
For example, in the illustration above, for the 06-02-08 period, the revenue for the Approved Actions
scenario is $7,511,915. In the Demand Increases scenario, the revenue for the period is $2,736,900 and in
the Demand Decreases scenario, the revenue is $6,441,915.
You can choose to display data from multiple scenarios as either rows or columns. For more information,
see "Specify how multi-scenario data is displayed" on page 290.

Notes:
l Data in detail worksheets displayed in a scorecard cannot be modified.
l You can see all detail records in a scenario for a metric result by including only that one
scenario in the scorecard.

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 View metric details

l In the scorecard Summary or chart tabs, click the metric for which you want to view details.
The detail worksheets display in the bottom pane of the scorecard. and the metric name is
displayed in the Details for metric list.

View details for a different metric

l Do one of the following:

l In the scorecard Summary or chart tab, click a different metric.
l In the area above the detail worksheets, in the Details for metric list, click the metric you want
to view details for.

Specify how multi-scenario data is displayed

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, in the Show multi-scenario data in area, click one of the following:
l Rows—for every unique data record in the worksheet, each scenario has one row added to
the worksheet. This row displays data for that record under each multi-scenario column, as
shown in the following illustration.

l Columns—each scenario has a column added under each multi-scenario column header. This
column displays scenario data for every unique data record in the worksheet, as shown in the
following illustration.

Access workbooks from detail worksheets in scorecards

You might be able to drill to worksheets in other worksbooks from a detail worksheet in a scorecard, to
see more information about a part, constraint, or work center listed in a detail worksheet. You might be
able to use the linked worksheet to edit data. If you are viewing data from more than one scenario in the

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scorecard, you can specify the scorecard scenario that you want to review or modify so that the
workbook opens with the scenario selected in the scenario list.

1. Click a part, constraint, or work center link in a detail worksheet column, and select a workbook
from the menu.
2. Click the scenario that contains the information you want to view in the workbook.
The workbook opens with the data you requested. Note that your scenario is in the Scenario list
and that the part, constraint, or work center is also selected. This ensures your worksheet displays
data for only the item you requested.

Close the detail view

l In the area above the detail worksheets, click Close Details .

Display scorecard data in a chart

One or more charts might be included in the top pane of the scorecard on separate tabs. On a chart tab,
each metric in the scorecard is charted separately. Charts can display the metric results for each scenario,
or the score for each scenario. For example, a scorecard showing results for three metrics with targets
would display four score-based charts; one for each metric, and the fourth for the overall score of each
scenario, as shown in the following illustration.

This is an example of a speedometer chart. The scores for the Demand Increase and Demand Decrease
scenarios are calculated relative to the target values provided by the Approved Actions scenario, which is
not shown in the charts. Each scenario's score is represented by a needle. The Warning and Critical

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Display scorecard data in a chart
 ranges for each metric are displayed as colored bands on the speedometer so you can see the range for
each scenario's score.
You can customize a chart's style, which modifies the background or, depending on the chart type,
whether the chart is two-dimensional or three-dimensional. You can also customize the colors displayed
in charts. When you modify colors, the same colors are used for every chart. You cannot change the
chart's type or its position in the scorecard.
For charts that show scores, you can choose to show or hide the Warning and Critical limits. These limits
are shown as lines in most charts or colored bars in the speedometer chart, and can be used as
references to see which scores are outside of your acceptable ranges. Depending on the scores, each
chart might use a different scale. When compared, the different scales might present misleading results,
such as differences that look greater than they actually are. You can specify each chart use the same
scale, which ensures the scores can always be compared using the same frame of reference.
The scorecard must be calculated to see information in the charts.

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Chart types
The charts you might see are described in the following table.

Chart type Description and Example

Speedometers Displays the actual value or score for each metric as a speedometer, with lower values on the left
by Metric and higher values on the right.
If the scorecard uses targets and calculates scores, the Warning and Critical ranges for each metric
are displayed as colored bands on the speedometer.

Bar Charts by Displays each metric's results or scores in a bar chart, with one bar for each scenario in the
Metric scorecard.
If the scorecard includes targets, the Warning and Critical ranges for each metric can be included
as lines in the chart.

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 Chart type Description and Example
Bar Charts by Displays each metric's results or scores in a bar chart, by time period and scenario. Each bar
Metric Over represents the result or score for a scenario in a time period.
Time If the scorecard includes targets, the Warning and Critical ranges for each metric can be displayed
as lines in the chart.

Line Charts by Displays each metric's results or scores in a line chart, by time period and scenario.
Metric Over If the scorecard includes targets, the Warning and Critical ranges for each metric can be included
Time as additional lines in the chart.

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Chart type Description and Example
Summary Bar Displays scores for every metric by scenario in one chart.
Chart by This type of chart can only display scores.
Scenario

Summary Bar Displays the scores for all metrics in all scenarios in one chart.
Chart by Each score is displayed as a bar in the color that reflects its performance. A score in the Critical
Metric range is displayed as a red bar, a score in the Warning range is displayed as a yellow bar, and a
result that is on track is displayed as a green bar.
This chart type can only display scores, and also includes the overall scores for each scenario.

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 View a scorecard chart

1. Ensure that the scorecard you are viewing is fully calculated.

2. Click the tab for the chart you want to view.

Modify a chart's style

1. On the scorecard toolbar, click Scorecard Settings .

2. Click the Charts tab.
3. In the chart list, click the chart you want to modify.
4. Click Chart Settings.
5. In the Chart Settings dialog box, in the Style list, click the style you want to apply to the chart.
6. If the chart shows scores, do either of the following:
l To hide or show the Warning and Critical limits on the chart, clear or select the Include
warning and critical limits check box.
l To use the same scale for every metric, select the Use same scale for all metric scores check
box.

Tip: You can move your pointer over a style in the list to see a description of the style in a tooltip.

Customize the colors used in a chart

The colors in the chart are applied to the metrics or scenarios in the chart. The order of the colors in the
Chart Settings dialog box shows the order in which colors are applied to the metrics or scenarios.

For example, color 1 in the above illustration is applied to the first metric or scenario in the chart. Each
successive color is applied to successive metrics or scenarios.

1. On the scorecard toolbar, click Scorecard Settings .

2. Click the Charts tab.
3. In the Chart colors area, for the color you want to modify, click the color in the Color column.
4. In the color picker, click the color you want to apply to the metric or scenario in the chart.
This color is applied to the metric or scenario, depending on the chart type, displayed in the chart.

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5. Repeat steps 3 and 4 for the other colors you want to modify.
6. Click OK.

Note: The colors that identify the target values or the Warning and Critical ranges in charts that
show scores cannot be modified.

Tip: You can change colors by dragging them up or down in the list.

Save a chart

1. In the scorecard, click the tab for the chart you want to save.
2. On the File menu, click Save Chart.
3. In the Save Chart dialog box, specify a location and name for the file you save the chart as.
4. Click Save.

Tip: You can also save a chart by right-clicking the chart and then clicking Save Chart.

Print a chart

1. In the scorecard, click the tab for the chart you want to print.
2. On the File menu, click Print.
3. In the Print dialog box, click Chart, and then click OK.

Tips:
l You can also print a chart by right-clicking the chart and then clicking Print Chart.
l For more information about printing, see "Printing reports" on page 327.

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 Using a target scorecard to make
decisions
Target scorecards include the following elements to help you make business decisions:

Scorecard Description
element
Metrics Metrics that measure different performance aspects. Each metric links to detailed information.
Weights The weight of each metric impacts how the overall score of each scenario in the scorecard is
calculated.
Targets The target for the metric. All of the metrics results in the scorecard are compared to the target, and a
score for the metric is calculated based on the target. The target can be the data from the first
scenario in the scorecard, data from the annual plan, or a specific metric target defined by the
scorecard author.
When the scorecard author defines specific metric targets, they are defined for a specific set of data,
defined by a filter, site, and hierarchy (if applicable). If a metric target has not been defined for your
current data settings, (as determined by the site, filter, and hierarchy selections from the controls in
the scorecard), the target value is blank.
Score The score calculated for each metric in each scenario and an icon that identifies the range the metric
score falls into. There are three icons that you might see in a scorecard:
l —signifies that the metric results are on track
l —signifies that the metric results are in the warning range
l —signifies that the metric results are in the critical range
Overall The overall score of all metrics for each scenario in the scorecard.
score

Notes:
l If the scorecard you are viewing includes a metric for which there is no target, the individual

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 score for that metric and the overall score cannot be calculated.
l If the scorecard is time-based and does not contain a target for one time period, the score
for that metric is not calculated.

Understanding scores in target scorecards

RapidResponse metrics can be configured so that metric results higher than the target are desirable or
that metric results lower than the target are desirable. For example, a metric that measures revenue is
configured so that results higher than the target are favorable, where a metric that measures inventory
is configured so that lower results are favorable.
RapidResponse calculates the score for metric results differently depending on how the metric is
configured. This ensures that scores accurately depict the type of results that is desirable. It is important
to understand how these calculations affect the scores displayed in the scorecards you review.
Consider the scorecard in the following illustration.

The target for the Projected On-Time Work Orders metric is 50, and the metric is configured so that
higher results reflect desirable performance. The result for this metric in the Cancel Orders scenario is 28;
RapidResponse generates a score of 56.0%.
The target for the Projected Late Work Orders metric is 50, and the metric is configured so that lower
results reflect desirable performance. The result for this metric in the Cancel Orders scenario is 49;
RapidResponse generates a score of 102.0%.
The fact that one metric has a score in the fifties and the other above 100% indicates that the Cancel
Orders scenario is underperforming in one area but excelling in another.

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 Understanding scores for zero value targets
Targets set to zero are handled differently than other target values. For a target of zero, a metric result
of zero scores 100%. Any result that surpasses the zero mark is assigned a score of 101%, while any score
not meeting the zero target is assigned a score of 0%.
Depending on whether the metric considers high or low values to be better, a result greater than zero
could have a score of either 0% or 101%. For example, you might have a target of zero for a late customer
order metric. This metric considers low values to be better, so a result greater than zero would give a
score of 0%.

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CHAPTER 23: Using hierarchies in reports

Filter and summarize data with hierarchies 304

You might have access to reports that use hierarchies to filter and summarize the data in workbooks,
dashboards, and scorecards. Each level of the hierarchy summarizes data from every level below it,
allowing you to view data at the level of detail you require.
For example, depending on the hierarchies you have available to you, you can use a hierarchy in a
worksheet to view for a part, product line, product family, region, division, or country. As outlined in
following illustration, a hierarchy might be divided into the following divisions.

Each level of the hierarchy summarizes data from the levels below it. Using the above example, each
division summarizes data for the product families in that division. Similarly, each product family
summarizes data for the product lines in that family, and so on. You can move from one level to another
to either see details about the values summarized at a high level, or see how values at a low level are
summarized at higher levels.

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 Applying a hierarchy
You can only apply a hierarchy to a workbook or scorecard that has been defined to include a hierarchy
panel as shown in the following illustration.

You can change the selected hierarchy level by clicking a new value in the hierarchy tree. In addition, you
can add and remove hierarchies from the panel. You can only add hierarchies that are compatible with
the filter you have selected.

Applying multiple hierarchies

If you have access to more than one hierarchy, you can apply multiple hierarchies to the data up to a
maximum of five hierarchies. The data displayed in the report represents the data that is summarized by
all of the active hierarchies. For example, if you have one hierarchy representing product lines and
another representing geography, you can view data summarized for a product line at a specific location.
Only data matching both the selected product line and selected geographic location is displayed in the
report.
When you add a second hierarchy, the options available in the second hierarchy are limited based on
your selection in the first hierarchy. If you add a third hierarchy, it is filtered based on your selections in
the first two, and so on. For example, if the first hierarchy represents geography and you use it to select a
region, a second hierarchy representing product lines would then only list product lines associated with
the selected region.

Selecting multiple values in a hierarchy

You can select multiple values in a hierarchy, including values in different levels of the hierarchy, if none of
the worksheets contains a hierarchy column. See "Hierarchy columns in workbooks" on page 303 The
values you select can be adjacent (SHIFT + click) or non-contiguous (CTRL + click). However, if you have
selected a high-level value, you cannot select a value underneath that value, because that value is

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included in the high-level value. For example, if you have a product hierarchy with a level named Portables
and a value PDVD-1053 under it, you cannot select both Portables and PDVD-1053.

Hierarchies in dashboards
Hierarchies in dashboards are applied to one or more widgets from the Data Settings pane.

Hierarchy columns in workbooks

Some worksheets can display columns based on the values you select in a hierarchy. Depending on how
the workbook was created, you might see only one column for a hierarchy, multiple columns for one
hierarchy, one column for every hierarchy you add, or multiple columns for every hierarchy you add. An
example of a worksheet with a hierarchy column is shown in the following illustration.

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 The header shown for a hierarchy column is based on the hierarchy name and the level name specified by
the hierarchy author. In this example, the selected value is in the Supplier Group level of the Supplier
hierarchy. If multiple columns are added for the hierarchy selection, the hierarchy name acts as a
spanning header, as shown in the following illustration.

Filter and summarize data with

hierarchies
Select a hierarchy in a workbook or scorecard

l In the hierarchy panel, in the hierarchy list, click a hierarchy.

Tips:
l You can also select hierarchies by clicking Data Settings , Hierarchy Settings, and then
selecting the desired hierarchies.
l You can also create a shortcut to open a workbook with hierarchies already applied to it. for
more information, see "Create a shortcut to display workbook data" on page 106.

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Select a hierarchy in a widget

1. In the Data Settings pane, click Select in the Hierarchies section.

2. In the Hierarchy Settings dialog box, select a hierarchy from the drop down list.

View data for a hierarchy level

1. In the hierarchy panel or Hierarchy Settings dialog box, click the or symbol beside a hierarchy
level to expand or collapse the values in that level.
2. Click a value in the hierarchy.
3. If you want to select more values in the hierarchy, do one of the following:
l To select non-contiguous values, hold CTRL, and then click the values you want to select.
l To select a group of adjacent values, click the first value, hold SHIFT, and then click the last
value you want to select.
l To add the next value in the hierarchy to the selected values, hold SHIFT, and then press the
down arrow.

Note: When you select a value or values in the hierarchy, the workbook, dashboard, or scorecard
automatically updates with data for the selected value or values.

Add a hierarchy to the panel in a workbook or scorecard

1. In the hierarchy panel, click Add Hierarchy.

2. In the hierarchy list, click a hierarchy.

Remove a hierarchy from the panel in a workbook or scorecard

l In the hierarchy panel, click beside the hierarchy you want to remove.

Note: You cannot remove the hierarchy panel.

Resize the hierarchy panel in a workbook or scorecard

l Drag the right border of the hierarchy panel left or right.

Note: You cannot remove the hierarchy panel.

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CHAPTER 24: Scheduling reports

About automatically generating reports 307

Create a scheduled report 308
Prerequisites for sending customized reports 310
Specify report settings 311
Specify how a report is delivered 312
Specify information included with a report 313
Test a report 315

You can receive regularly scheduled reports, containing selected information from RapidResponse
worksheets or scorecards. For example, you could receive a financial update for your division every
Monday. Scheduled reports can be delivered by email, in RapidResponse message center, or both,
depending on how your account is configured. Reports can also be posted to a website, or stored in a file.
The contents of the reports, when they are sent, and where they are sent are defined using alerts.
You can create customized reports to deliver different data to different recipients. For example, you might
create a report that provides updated information to your suppliers every week, but only sends
information to each supplier that pertains to that supplier. For more information, see "Prerequisites for
sending customized reports" on page 310.

Before creating a report

Depending on the information you want to include in a report and on how the report is delivered, you
might have to complete the following preparatory steps:

l Ensure that you have access to the workbook, worksheet, scenario, filter and site filter used to
generate the report content. Contact your RapidResponse administrator or the person responsible
for creating RapidResponse resources.
l If the worksheet contains columns that you do not want to include in the report, you can hide them.
For more information, see "Hide worksheet columns" on page 134.

About automatically generating reports

You can automatically export data from RapidResponse into comprehensive reports in various formats
and deliver the reports to key contacts at regularly scheduled intervals.

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 To automatically create and deliver a report, you must create an alert, which defines the content and
format of the report, the report’s recipients, and the schedule upon which the report is generated and
delivered. For more information, see "About alerts and data monitoring" on page 554.
A report generated by an alert can include the same information as any worksheet or scorecard you can
view in RapidResponse, because when you create the report you choose the following elements to
define the content:

l Workbook and worksheet, or scorecard

l Scenario
l Filter
l Site or site filter
l Other workbook data controls

When the alert’s condition is met, data is extracted from the RapidResponse database, compiled into a
file, and delivered to users. The report file can be sent through RapidResponse Message Center, and can
be exported to a network file location or posted to a Web site. The report can be delivered by email if
your RapidResponse administrator has enabled file attachments.
You can also configure RapidResponse so that a custom report is generated for each recipient. For
example, you can provide suppliers with reports that include information about their parts only. For
information about resources required for generating custom reports, see "Prerequisites for sending
customized reports" on page 310.
After the initial setup, you can rely on RapidResponse to automatically generate and deliver the reports
without any maintenance. At any time, you can change when the report is created, the delivery method,
the information that is exported, and the report recipients.

Note: If the report content is defined by a worksheet, hidden columns are not included, and if
you have reordered the columns in the worksheet, the column order that you specified is used.

Create a scheduled report

Before creating a report, ensure that you performed the appropriate preparation tasks (see "Scheduling
reports" on page 307 for more information). In order to generate a report on a schedule, you must have
an alert that checks for a condition at scheduled intervals. For more information, see "Prerequisites for
sending customized reports" on page 310.
The report is created from the same worksheet or scorecard, site, filter, and scenario that the alert
monitors. If you are creating a report without a worksheet or scorecard selected, you must specify the
resources to use. For more information, see "Create an alert to monitor worksheet data" on page 568
and "Create an alert to monitor scorecard data" on page 575.

Create an alert to generate a report for a worksheet

1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

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 2. Double-click a workbook, and then select the worksheet you want to monitor.
3. Select the scenario that contains the data you want to monitor, the filter, the site, and the search
criteria to define the data that appears in the report. For more information, see "Search for specific
data" on page 189.
4. On the File menu, point to New, then Alert and click Monitor Worksheet.
You can also click New Resource on the RapidResponse toolbar.
5. In the Name box, enter a descriptive name for the alert.
6. In the Author notes box, enter a summary of what the alert monitors.
7. In the Alert is area, click Off.
8. Click the Condition tab.
9. In the Condition area, click one of the following:
l Alert if this worksheet contains any data—creates a report only if the worksheet contains
data that matches your search criteria.
l Always alert (even if the worksheet is empty)—creates a report even if there is no data to
display. This option should be used if you want to receive regular updates.
l Only if the number of records in the worksheet—creates a report when the specified
number of records are in the worksheet.
10. Click the Report tab.
11. To generate a report, select at least one of the following:
l the Attach report to notification message check box (you must also select the Deliver
notification message check box on the Notify tab).
l the Export to file check box.
l the Post to Web site check box.
12. Select how the report is delivered. For more information, see "Specify how a report is delivered" on
page 312.

Create an alert to generate a report for a scorecard

1. In the Explorer, ensure that scorecards are shown. You can do this by selecting Reports.

2. Double-click the scorecard you want to monitor.

3. Select a filter and site to narrow your search.
4. Click a cell under the scenario you want to monitor.
l If the scenario you want is not in the scorecard, you can add it. For more information, see "
Specify scorecard viewing options " on page 285.
5. On the File menu, point to New, then Alert and click Monitor Scorecard.
You can also click New Resource on the RapidResponse toolbar.
6. In the Name box, type a descriptive name for the alert.
7. In the Author notes box, enter a summary of what the alert monitors.
8. Click the Condition tab.

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 9. In the Condition area, click Always alert.
10. Click the Report tab.
11. Select at least one of the following:
l the Attach report to notification message check box (you must also select the Deliver
notification message check box on the Notify tab).
l the Export to file check box.
l the Post to Web site check box.
12. Select how the report is delivered. For more information, see "Specify how a report is delivered" on
page 312.

Prerequisites for sending customized

reports
You can use one alert to generate and deliver different versions of a report to the recipients. These
recipients are commonly suppliers or customers who need updated information provided to them from
your company. Alternatively, the recipients could be a group of sales representatives that work in
different global regions, and each requires an editable sales forecast worksheet that displays and allows
them to import values in their local currency.
Ensure that a profile variable has been defined for each user who will be receiving the report. These
profile variables will be used in the worksheet filter expression of the worksheet used for the report.

Example: sending customized reports to suppliers

For example, you might want to send a worksheet to a group of suppliers that informs them of parts you
require, including the quantities and the due dates. Each supplier needs only the information related to
his own parts. The following is required to ensure that a custom report can be sent to each supplier:

l A worksheet that contains part, quantity and date information for supply orders. The worksheet
must use a profile variable to filter records so that each supplier sees only orders they are
responsible for. Contact the person in your company who creates workbooks for more information.
l An Alert user account for every supplier. Each user account must include an email address for the
contact person who will be receiving reports. All of the suppliers must be members of one group.
For more information, contact your RapidResponse administrator.
l User profile variables for all the suppliers. The name of the user profile variable must match the
profile variable used in the worksheet. For information about creating profile variables for
suppliers, see the RapidResponse Administration Guide.

When these prerequisites have been met, you can send the report to this group of suppliers. When
RapidResponse generates the customized report, it finds the value for the profile variable for each user,
and includes in the report only the orders that match that SupplierID value.

Testing customized reports

To test customized reports, ensure that a profile variable that uses the value for a target test user has
been defined for your user account. For example, to test a report that is being delivered to several
suppliers, it is recommended that you verify the report for one supplier. Contact the person responsible
for creating RapidResponse resources or your RapidResponse administrator for more information.

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Distributing customized reports to Web sites
If you are distributing customized reports to different Web sites, ensure that profile variables for each
Web site on which the customized report will be posted have been defined. For more information about
profile variables, see the RapidResponse Resource Authoring Guide.

Note: When sending custom reports to recipients, keep in mind that they receive data for the
site or site filter you define in the report rather than the sites to which they have permissions.

Specify report settings

After the alert has been created, you can create the report. The first step is to provide a file name, file
type, and encoding type for the report. If you are generating the report in Microsoft Excel format, you
can specify the worksheets to be included in the Microsoft Excel file
You can control the title of an HTML document or Tab-delimited text file. If you are generating the report
in HTML format, you can also specify a title for the report. If you do not specify a title, the file name is used
as the title.
You can choose to include a time stamp in the file name to indicate when the report was generated. You
might do this if, for example, you generate daily reports.

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Attach report to notification message check box.
3. In the File name box, type the name of the file.
4. If you want to add a time stamp to indicate when the report was generated, select the Append
time stamp to file name check box.
5. In the File type list, click one of the following file types:
l Adobe PDF (*.pdf)—creates a PDF file which can be opened in a PDF viewer such as Adobe
Reader or Preview for Mac OS.
l HTML Document (*.html)—creates an HTML file, which opens in a Web browser.
l Microsoft Excel Workbook (*.xlsx) - Mac OS only (version 2008-2019)
l Microsoft Excel Workbook (*.xlsx) - Windows only (version 2007-2019)
l Microsoft Excel 97-2004 Workbook (*.xls) - Mac OS only
l Microsoft Excel 97-2003 Workbook (*.xls) - Windows only
l Tab Delimited (*.tab)—creates a tab-delimited text file which opens in any word processor
and can be imported into Microsoft Excel 97 and earlier.
l XML Document (*.xml)—creates an XML file which opens in a Web browser or text editor.
6. If you selected the HTML Document, XML Document, or Tab Delimited file type in step 5, then
in the Encoding list, click one of the following:
l ANSI (System Locale)—plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode—a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multilingual
setting.
l Unicode (Big Endian)—A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use an

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 x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8)—an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that will
be used in a multi-lingual setting, and on different operating systems. It is also important to
use UTF-8 for files exported in XML format.
7. If you chose HTML Document (*.html) in the File Type list, in the Title box, type the name of the
report.
8. If you chose a Microsoft Excel Workbook type, in the Include list, click one of the following:
l Selected worksheet—The data in only the active worksheet is included in the report.
l All worksheets in the workbook—The data in every worksheet is included in the report.
l Workbook data using the report template—The data specified in the workbook's report
template is included in the report. This option is available only for alerts that monitor data in a
workbook that has a report template defined.

Notes:
l For more information about file types for reports, see "Specify how a report is delivered" on
page 312.
l If you select Workbook data using the report template, report options such as including
column headers and hiding duplicate values are specified by the template. For more
information, see "Specify information included with a report " on page 313.

Specify how a report is delivered

When creating a report, you can specify how it is delivered to recipients. Reports are delivered through
RapidResponse Message Center and by email to those recipients who have not disabled email delivery,
but you can specify additional delivery methods such as:

l Exporting the report to a network file location

l Posting the report to a Web site using either the HTTP or the secure HTTPS protocols
l Sending customized reports to a user group

Export the report to a file

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Export report to file check box.
3. In the File location list, click the file location to which you want to export the file.
4. If the report file is in tab-delimited text format, click one of the following:
l Replace—if a file with the same name exists, it is replaced with the new report.
l Append—if a file with the same name exists, the new report data is added to it.
All other file formats are always exported in Replace mode.

Note: The Export report to file option is available only if your RapidResponse administrator has
defined one or more network file locations to which the file can be exported.

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 Post the report to a Web site

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Post report to Web site check box.
3. In the Address box, type the complete URL of the Web site. For example,
https://server01/postfile.
If the Web site uses authentication to control access, you must include your user name and
password, separated by a colon, at the beginning of the URL. For example, if the Web site is
https://server01/postfile, your user name is ID0023, and your password is snmjb, the URL you
enter must be https://ID0023:snmjb@server01/postfile.

Note: Before using the Post report to Web site feature, consult your RapidResponse
administrator to ensure your system is properly configured. Only On-Premises installations of
RapidResponse can be configured to allow posting reports to Web sites.

Send a customized report to a RapidResponse group

1. In the New Alert or Alert Properties dialog box, click the General tab.
2. Click Advanced.
3. Select the Deliver customized reports to members of user group check box.
4. In the list, click a group name.
5. Click OK.

Notes:
l Ensure you have followed the prerequisites for creating customized reports. For more
information, see "Prerequisites for sending customized reports" on page 310.
l If you choose to deliver customized reports to a group, you cannot specify other recipients or
export the report to a network file location.
l If you choose to deliver customized reports and post the report to a Web site, you must
create a profile variable to define the URL, including the user name and password required to
access the server. For more information, see the RapidResponse Resource Authoring Guide.

Specify information included with a report

When generating a report, you can control several aspects of the report's presentation. You can hide the
column headers in HTML, XML, and tab-delimited text files, and specify how hidden duplicate values are
handled in the report if the RapidResponse worksheet hides duplicates.
In addition, you can include information about the resources used to generate the report content, such
as the scenario and workbook. This allows your report recipients to know which resources they require
to view the data in RapidResponse.
You can also write an introduction for the report to tell the recipients what the report is about and what
specific data is being reported. If your report is in HTML format, you can also change the Web browser
window title.
If your report is in PDF format, the report’s appearance matches your printed reports. For more
information, see "Customizing appearance of printed reports" on page 330.

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 Hide column headers in the report

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Clear the Include column headers check box.

Note: This option is available only for HTML, XML, and tab-delimited text files.

Specify how hidden duplicate values are included in the report

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. In the Format hidden duplicate data values list, click one of the following:
l Clear—The hidden duplicate values are not included in the report. The duplicate values are not
included in subtotals or grand totals.
l Hide—The hidden duplicate values are included in the report, but are hidden by making the
text color the same as the background color. The duplicate values are included in subtotals
and grand totals.
l Show—The duplicate values are not hidden, and are shown in the report.

Notes:
l The Hide option is available only for file formats that preserve the formatting of the
RapidResponse workbook, such as Microsoft Excel, PDF, and HTML files.
l The Show and Clear options are not available for PDF files.

Include resource information in HTML reports

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Click Options.
3. In the Options dialog box, select the Include resource information check box.

Include introductory notes in the report

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Click Options.
3. In the Introductory notes text box, type an introduction for the report.

Notes:
l This option is available only for HTML and tab-delimited text files.
l If your report is in HTML format, the introductory notes can include HTML formatting and
hyperlinks.

Specify the title of the Web browser window for HTML reports

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Click Options.
3. In the Web browser window title text box, type the text that you want to be displayed as the
title of the Web browser window when the report is opened.

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Test a report
Before you schedule the alert and specify recipients, it is important to test the report settings. You
should verify the look and content of the report, especially if you are generating reports with content
specific to the recipients.
Depending on how you are delivering the report, do one of the following.

Verify a report

l Click the alert you created, and then on the Actions menu, click Run Now.
The condition is checked and the report is generated. After verifying that the report is generated
and delivered correctly, you can specify when the condition is checked and define the report
recipients. For more information, see "Schedule when an automation task runs" on page 585 and
"Send notification messages when an automation task completes" on page 618.

Verify a recipient-specific report

1. Click the Notify tab.

2. Click Select Names, and then specify yourself as the recipient of the report.
Ensure that any required profile variables are defined for your user account, using the values for
one of your target test users. For example, if you are testing a report that will be delivered to
several suppliers, you should verify the report for one supplier. To do so, you need a profile
variable specified for your user account with the supplier’s user values. For more information,
contact the person in your company who creates workbooks.
3. Click OK.
4. Click the alert you created, and then on the Actions menu, click Run Now.
After verifying that the report is generated and delivered correctly, you can specify when the
condition is checked and define the report recipients. For more information,see "Schedule when
an automation task runs" on page 585 and "Send notification messages when an automation task
completes" on page 618.

Verify a report posted to a Web site or network file location

1. In the Explorer, select the alert.

2. On the Actions menu, click Run Now.
3. Verify that the report is delivered to the correct location and that the report content is as
expected.
After verifying that the report is generated and delivered correctly, you can specify when the
condition is checked. For more information, see "Schedule when an automation task runs" on
page 585.

Note: You might also be able to generate and test reports on a test system computer. For more
information, contact your RapidResponse administrator.

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Test a report
CHAPTER 25: Exporting data

Export data to a Microsoft Excel file 318

Export data to a text file 322
Export data to a PDF file 323
Export data to an HTML file 324
Export data to an XML file 325
Copy and paste data 326

You can export data from a RapidResponse workbook for use in other programs. You can export data
from a single worksheet, or from all worksheets in a workbook. You can also use the procedures outlined
in this section to export data from an active scorecard. For more information about scorecards, see
"Viewing scorecard data " on page 279.

Available file formats

You can export data in the following file formats:

l A Microsoft Excel file, which opens in Microsoft Excel.

l A tab-delimited text file, which opens in any word processor or text editor.
l A PDF file which can be opened in a PDF viewer such as Adobe Reader or Preview for Mac OS.
l An HTML file, which opens in a Web browser.
l An XML file, which opens in a Web browser or word processor.

Depending on the file format you choose, different options are available to you. For example, Microsoft
Excel files support formatting, which can be saved when you export a workbook to Microsoft Excel. Text
files do not support formatting, so the formatting cannot be saved when you export a workbook to a text
file.

Exporting data that includes images

If you export data that includes images, such as a scorecard with targets or a worksheet with an icon
column, depending on the type of file you export to, the images might not be exported with the data. For
example, if you export a scorecard with targets to a Microsoft Excel file, the scenario score icons are
replaced with a text description of what the icon represents, such as "Critical" for values in the critical
range. You can export images to Adobe PDF files and HTML documents.

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 Exporting scaled values
If a column is formatted to display numbers as scaled values, the scaled values that you see in the
worksheet are exported, rather than the underlying raw values.

Handling of duplicate values

If you are exporting a RapidResponse worksheet that hides duplicate values, you can specify how the
values are handled when exporting. You can choose from the following options:

l Clear—The duplicate values are not exported. The cells that contained the duplicate values are
empty in the exported file. If you select this option, you cannot use the exported file to import data
into RapidResponse.
l Hide—The duplicate values are hidden by making the font color and background color the same.
The duplicate values are available for editing or reporting.
l Show—The duplicate values are visible.

The options available depend on the type of file you are exporting to. For example, you cannot hide
duplicate values if you are exporting to an XML file, but you can clear or show them. If you are exporting
to a PDF file, you cannot specify any of these options and the duplicate values are hidden. If a worksheet
column is not configured to hide duplicate values, any duplicate values in that column appear in both the
RapidResponse worksheet and in exported data, regardless of whether you choose to clear, hide, or
show duplicate values.

Column arrangement and exporting data

When you export data using a worksheet, the order in which the columns appear in the exported file
depends on the current order of columns in the worksheet. You can customize the order of columns in
the exported file by reordering the worksheet columns in RapidResponse before exporting the data. For
more information, see "Changing the order of worksheet columns" on page 137.
If the worksheet you are exporting contains data you do not want to include in the report, you can hide
the columns that contain the data. For more information, see "Hide worksheet columns" on page 134.
If the worksheet contains columns that are hidden or shown according to selections in the Data Settings
dialog box, these columns are always included in the exported data, regardless of whether they are
hidden.

Caution: Some business process might require columns in the exported data to appear in the
default order, and these processes fail or produce unexpected results if you change the order of
the columns or hide columns.

Export data to a Microsoft Excel file

You can export data from a workbook to a Microsoft Excel file. When exporting data to a Microsoft Excel
file, you can choose whether column headers are exported with the data. Column formatting, such as
font color and column width, can be exported with the data. You can choose to export a single
worksheet, every worksheet in a workbook, or a set of data defined by a report template.
A report template can be created by the workbook's author, and can be used to export data into a
specially-formatted Microsoft Excel file that can include data from multiple worksheets, graphics, charts,

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customized worksheet names, and so on. The report template specifies which RapidResponse
worksheets are exported, also specifies some of the exporting options, such as whether to include
column headers or how to format hidden duplicate values. The workbook's author can specify that only
the report template is used to export data from the workbook. In this case, you cannot modify any of the
exporting options when you export the data.
If you export an entire workbook, any worksheets that cannot open because of errors are not exported.
In this case, you can choose to export the valid worksheets, or cancel the export. If you see worksheets
with errors, contact your RapidResponse administrator.
You can also import data from a Microsoft Excel file. For more information, see "Importing data" on page
375.
Microsoft Excel uses the Microsoft Windows regional settings to interpret dates exported from
RapidResponse. This means the dates in data you export are always imported in the same format your
computer uses. You might want to use a four-digit representation of the year format (for example, 2009)
in RapidResponse worksheets to ensure dates are correctly interpreted. For more information about
setting date formats, see "Specify formats for dates, times, numbers, and currencies" on page 62.

Hidden duplicate values

If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the Microsoft Excel file,
and is applied to every worksheet you export. For example, if you want to hide the duplicate values but
include them in the Microsoft Excel file for editing or reporting, you can hide the values. If you want to
hide the duplicate values and not include them in the Microsoft Excel file, you can clear the values. You
can also override the worksheet’s setting by showing the duplicate values in the Microsoft Excel file.
If you clear the duplicate values, subtotal and grand total rows will have different results in
RapidResponse and Microsoft Excel. In addition, if you clear duplicate values, you cannot use the
Microsoft Excel file to import data.

Microsoft Excel row limit

The worksheets must not contain more records than Microsoft Excel can display in a worksheet.
The Microsoft Excel row limits are shown in the following table.

Microsoft Excel version Row limit

Microsoft Excel Workbook (*.xlsx) - Mac OS only (version 2008-2019) 1,048,576 rows
Microsoft Excel Workbook (*.xlsx) - Windows only (version 2007-2019) 1,048,576 rows
Microsoft Excel Workbook (*.xls) - Mac OS only (version 97-2004) 65,536 rows
Microsoft Excel Workbook (*.xls) - Windows only (version 97-2003) 65,536 rows

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Export data to a Microsoft Excel file
 Exporting data that can be imported
Your RapidResponse administrator might have provided you with workbooks that you can export data
from, and that are intended for another person to import that data. This type of workbook usually
contains crosstab worksheets, which are exported to Microsoft Excel and then sent to customers or
suppliers to be updated.
When another user imports the data, any existing records that match the workbook controls you
specified might be deleted. In this case, you must be careful with the site you select in the workbook. If
you use the All Sites site filter and you have access to fewer sites than the person that imports the data,
records can be deleted from every site that user has access to. However, because only the data for sites
you have access to is exported, that user can lose data.
If you are exporting data that another user will import, you should not use All Sites. You should use a
more specific site filter, or export each site's data individually. This ensures that only the sites you have
exported data for are affected by the import.
For more information about the data that can be imported and configuring the import data, see
"Worksheets for importing data from a Microsoft Excel file" on page 397 and "Settings worksheets for
importing data" on page 402.

Example of a report created by a report template

An example of a report created by exporting a workbook with a report template is shown in the
following illustration.

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Exporting money data
Your RapidResponse system might support more than one currency. When you export data that
contains money values, the value displayed in the column is saved in the exported data. The currency
used to display the data in each column is saved in the Microsoft Excel file, as described in "View the
currency used in a column" on page 382.
If you intend to use the exported Microsoft Excel file to import data back into RapidResponse or into a
different RapidResponse installation, the worksheet that the data is imported into must use the same
currency as the data in the Microsoft Excel file. For more information, see "Import data from a Microsoft
Excel file into a workbook" on page 378.

Export data to a Microsoft Excel file

1. On the Data menu, click Export Data.

2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click one of the following:
l Microsoft Excel Workbook (*.xlsx) - Mac OS only (version 2008-2019)
l Microsoft Excel Workbook (*.xlsx) - Windows only (version 2007-2019)
l Microsoft Excel 97-2004 Workbook (*.xls) - Mac OS only
l Microsoft Excel 97-2003 Workbook (*.xls) - Windows only
5. In the Export area, click one of the following:
l Active worksheet—exports data displayed in the active worksheet.
l All worksheets in workbook—exports data displayed in each worksheet in the active
workbook. Each worksheet in the workbook corresponds to a worksheet in the Microsoft
Excel file.
l Workbook data using the report template—exports data in worksheets as specified in the
report template. Selecting this option automatically sets the other exporting options.
6. To include the worksheet’s column headers in the Microsoft Excel file, select the Include column
headers check box.
7. To include the worksheet’s formatting in the Microsoft Excel file, select the Include formatting
check box.
8. In the Format hidden duplicate data values list, click Clear, Hide, or Show.
For more information about these options, see "Exporting data" on page 317.
9. If you want to use the exported file to import data to a scenario, select the Configure the
exported file for importing into a scenario check box.
10. Click Save.
11. If you are exporting the entire workbook and some worksheets cannot be exported, do one of the
following:
l To export the valid worksheets, click Yes.
l To cancel the export, click No.

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Export data to a Microsoft Excel file
 12. Once the file is saved, you are given the option to open the file or the folder where the file is saved.
If you do not want to do either, click Cancel.

Notes:
l If a RapidResponse worksheet’s name is longer than 32 characters, the corresponding
Microsoft Excel worksheet name is shortened to 32 characters.
l You can export data to a Microsoft Excel file format if you do not have Microsoft Excel
installed on your computer.
l Numerical data exported to Microsoft Excel always uses the period character (.) as a decimal
separator. If you use a number format with a different separator, you can modify the format
in the Microsoft Excel file after the export is complete.
l If you are exporting Unicode or double-byte characters (for example, Japanese), and use
Microsoft Excel 97, ensure that your computer’s regional settings match the settings of the
computer hosting RapidResponse. For more information, contact your RapidResponse
administrator.
l When you modify the data in Microsoft Excel and save it, some of the formatting can become
corrupted. For example, double quote characters (“) are added to certain cells. If you are
having problems importing data that was exported and edited in Microsoft Excel into
RapidResponse, you can use a text editor to modify the data to avoid any formatting issues.
l When exporting data from the worksheets that display detailed scorecard data to Microsoft
Excel 97, any scenario names in the scorecard that begin with a special character, such as a
plus (+) or equal sign (=) , are interpreted by Microsoft Excel as “NAME?”.
l When exporting data from a worksheet that uses scaled numbers, the scaled values
displayed in the worksheet will be exported instead of the actual values. For more
information, see "Understanding how numeric values are displayed" on page 154.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to a text file

You can export worksheet data to a text file, which opens in any word processor. When exporting data
to a text file, you can choose whether column headers are exported with the data. Column formatting,
such as font color and column width, cannot be exported with the data. For example, if you use red to
signify negative values, this will not be reflected in the exported data.
If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the text file. For
example, if you want to hide the duplicate values and not include them in the text file, you can clear the
values. You can also override the worksheet’s setting by showing the duplicate values in the text file.
If you clear the duplicate values, they are not exported, and you will be unable to use the text file to
import data.
If you have applied a worksheet search to limit the number of records shown in the worksheet, the
search conditions are not displayed in the text file when you export the data.
You can also import data from a text file. For more information, see "Import data from a text file" on page
377.

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 1. On the Data menu, click Export Data.
2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file or accept the default.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click Tab-Delimited Text (*.tab).
5. Optionally, in the Encoding list, click one of the following:
l ANSI (System Locale)—plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode—a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multi-lingual
setting.
l Unicode (Big Endian)—A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use an
x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8)—an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that will
be used in a multi-lingual setting, and on different operating systems. It is also important to
use UTF-8 for files exported in XML format.
6. To include column headers in the text file, select the Include column headers check box.
7. In the Format hidden duplicate data values list, click Clear or Show.
For more information these options, see "Exporting data" on page 317.
8. Click Save.
9. Once the file is saved, you are given the option to open the file or the folder where the file is saved.
If you do not want to do either, click Cancel.

Notes:
l The text file uses the regional encoding settings of the computer hosting RapidResponse.
For more information, contact your RapidResponse administrator.
l Exporting very large data sets as .tab files using this method is not recommended, and might
produce unexpected results. You can create an alert with a report to reliably export data to
large (1 GB or greater) text files. For more information, see "Create an alert to monitor
worksheet data" on page 568.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to a PDF file

You can export a worksheet’s data to a Portable Document Format (PDF) file. PDF files can be opened in a
PDF viewer such as Adobe Reader or Preview for Mac OS. This type of file can be distributed to people
who do not use RapidResponse.
When exporting data to a PDF file, the active worksheet is exported with all column headers and
formatting.
Any worksheet searches you have applied are exported with the PDF file.

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Export data to a PDF file
 1. On the Data menu, click Export Data.
2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click Adobe PDF File (*.pdf).
5. Click Save.
6. Once the file is saved, you are given the option to open the file or the folder where the file is saved.
If you do not want to do either, click Cancel.

Note: Data in an PDF file can be modified using PDF editing or authoring software such as
Adobe Acrobat.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to an HTML file

You can export a worksheet’s data to an HTML document, which opens in a Web browser. When
exporting data to an HTML document, the active worksheet is exported with all column headers. The
exported file can be uploaded to a Web site.
If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the HTML file. For
example, if you want to hide the duplicate values but include them in the HTML file for editing or
reporting, you can hide the values. If you want to hide the duplicate values and not include them in the
HTML file, you can clear the values. You can also override the worksheet’s setting by showing the
duplicate values in the HTML file.

1. On the Data menu, click Export Data.

2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click HTML Document (*.html).
5. Optionally, in the Encoding list, click one of the following:
l ANSI (System Locale)—plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode—a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multi-lingual
setting.
l Unicode (Big Endian)—A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use an
x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8)—an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that will

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 be used in a multi-lingual setting, and on different operating systems. It is also important to
use UTF-8 for files exported in XML format.
6. In the Format hidden duplicate data values list, click Clear, Hide, or Show.
For more information these options, see "Exporting data" on page 317.
7. Click Save.
8. Once the file is saved, you are given the option to open the file or the folder where the file is saved.
If you do not want to do either, click Cancel.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to an XML file

You can export a worksheet’s data to an XML file, which opens in a Web browser or word processor.
When exporting to an XML file, the active worksheet is exported with all column headers. The exported
file can be uploaded to a Web site or used to generate a report.
If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the XML file. For
example, if you want to hide the duplicate values and not include them in the XML file, you can clear the
values. You can also override the worksheet’s setting by showing the duplicate values in the XML file.

1. On the Data menu, click Export Data.

2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click XML Document (*.xml).
5. Optionally, in the Encoding list, click one of the following:
l ANSI (System Locale)—plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode—a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multi-lingual
setting.
l Unicode (Big Endian)—A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use an
x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8)—an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that will
be used in a multi-lingual setting, and on different operating systems. It is also important to
use UTF-8 for files exported in XML format.
6. In the Format hidden duplicate data values list, click Clear or Show.
For more information these options, see "Exporting data" on page 317.
7. Click Save.
8. Once the file is saved, you are given the option to open the file or the folder where the file is saved.
If you do not want to do either, click Cancel.

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Export data to an XML file
 Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Copy and paste data

You can copy data from a RapidResponse worksheet and paste it into another application. For example,
you could copy records and paste them into a Microsoft Excel file, or copy a list of part names and paste
them into an email message.
When you copy numeric data (including money values), the raw values are copied to the Clipboard. For
example, if a cell displays 39 but has been rounded from 38.7 then the clipboard holds the raw value of
38.7 when copied. This is similar to what happens with scaled data. Assume a cell holds a value of 9 but it
represents 9000 (it has been scaled by a thousand). When this cell is copied to the Clipboard, the
clipboard will hold the value of 9000. Percentage values are an exception to this rule. For more
information, see "Copying percent values" on page 358.
When you paste a cell's data into another application (other than RapidResponse), the actual (raw or
unscaled) values are pasted instead of the formatted value. For example, if you copied the cell that held
$39, it would be pasted into Microsoft Word or Microsoft Excel as 38.7 without the currency symbol (this
value is based on the previous example).
When you paste a cell's data in RapidResponse, the value is displayed using the number formatting of
the cell where it was pasted.
For more information, see "Understanding how numeric values are displayed" on page 154.

Copy data

1. Select the worksheet cell or cells to copy. If you select data by clicking and dragging along the row
numbers, the row numbers are also copied.
2. On the Edit menu, click Copy.

Notes:
l Data formatting, such as color, is not copied.
l The maximum number of worksheet rows you can copy at one time is 500. If you copy more
than the maximum number of rows allowed, export the data. For more information about
exporting data, see "Export data to a text file" on page 322.

Tip: You can also copy data by clicking Copy on the toolbar or pressing CTRL+C (or
Command + C if you are using Mac OS).

Paste data

l Open another application, and paste the data by pressing CTRL+V (or Command + V if you are
using Mac OS).

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CHAPTER 26: Printing reports

Before you print 328

Print worksheet data 328
Print scorecard data 329
Copy and print dashboard widgets 329
Save a report as a PDF file 330
Customizing appearance of printed reports 330
Set headers and footers for printed reports 332

You can print reports from RapidResponse worksheets and scorecards. Printed reports are helpful when
reviewing large amounts of data, and can also be used as part of a presentation. RapidResponse prints
reports as PDF documents that open in your default PDF viewer. For example, Adobe Reader or Preview
for Mac OS.
By default, you can print a maximum of 200 pages per report, however, your RapidResponse administrator
might have modified the limit. If your printed report exceeds the maximum limit, you are notified on the
first page of the report. If this occurs, use a different filter or search to reduce the content of the report.
You can also print messages that you have received in Message Center. For more information, see "Print a
message" on page 439.

Asian characters
To print reports that include Asian characters, download an Asian font pack for Adobe Reader if you are
not using an Asian version of Microsoft Windows. You might also need to contact your RapidResponse
administrator to ensure the printing of Asian characters is properly set up.

Saving reports
As part of the printing process, RapidResponse generates a PDF file. If you want to send this file by email,
you must first save it and then attach it to an email message.

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 Before you print
The following table provides suggestions on what to do before printing a report. You can also hide
columns that you do not want to include in printed reports. For example, you might not want to print
columns that contain confidential financial data. For more information, see "Hide worksheet columns" on
page 134.

Before you print For more information, see

Adjust the worksheet column widths on screen. Make columns that have "Set worksheet viewing options" on
a lot of blank space narrower, or widen columns that do not display all page 131.
of the data.
Set up the page layout: "Set page orientation and paper size" on
l Set page orientation. Print worksheets with fewer columns vertically page 330 and "Define page margins" on
on a page (portrait), and worksheets with many columns horizontally page 331.
on a page (landscape).
l Choose a paper size.
l Set page margins.
Adjust how much information is printed on a page. "Adjust the amount of information
printed on a page" on page 331.
Customize the appearance of the report. "Customizing appearance of printed
reports" on page 330.
Include information about resources, such as scenarios and filters on the "Include data settings in printed
printed report. reports" on page 331.
Add or modify headers and footers. "Set headers and footers for printed
reports" on page 332.

Print worksheet data

1. If you want to print specific rows, select them on the worksheet.
2. On the File menu, click Print.
3. In the Print dialog box, click one of the options.
4. Click OK.
5. The worksheet data is opened in your default PDF viewer. For example, Adobe Reader or Preview
for Mac OS.
6. Use the printing tools in your PDF viewer to the print the data.

Notes:
l A page break might occur after each subtotal row if you are printing a worksheet that
contains subtotal rows. This setting is specified by the worksheet author.
l If you select Worksheet help or Workbook help, the help is displayed as an HTML document.

Tip: You can also print all the rows in a worksheet by clicking Quick Print on the
RapidResponse toolbar.

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Print scorecard data
1. When working in a scorecard, on the File menu, click Print.
2. If the scorecard help is visible, in the Print dialog box, click one of the options.
3. Click OK.
4. The scorecard data is opened in your default PDF viewer. For example, Adobe Reader or Preview
for Mac OS.
5. Use the printing tools in your PDF viewer to the print the data.

Notes:
l For information about printing the details of a metric included in a scorecard, see "Print
worksheet data" on page 328.
l If you select Scorecard help, the help is displayed as an HTML document.

Copy and print dashboard widgets

You can copy and print dashboard widgets for use in other documents, presentations, or Web pages.
You can only perform these functions at the widget level; you cannot copy or print an entire dashboard.
Depending on the widget type, the procedure for copying and printing differs. For chart widgets, the
procedures are the same as for charts that are displayed in worksheets. You can also save a chart widget.
For more information, see " Copy, print, and save a chart" on page 215.
For worksheet widgets, the printing and copying procedures are the same as for worksheets. For more
information, see "Print worksheet data" on page 328 and "Copy and paste data" on page 326.
Text widgets can only be printed.

Copy a chart widget

1. Select the widget in the dashboard.

2. On the Edit menu, click Copy Chart.

Tip: You can also copy a chart widget by right-clicking on the widget itself and then clicking
Copy Chart.

Print a widget

1. Select the widget in the dashboard.

2. On the File menu, click Print.
3. In the Print dialog box, select print options.
4. Click OK.

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 Note: You cannot print an entire dashboard from the RapidResponse menu. To create a screen
capture for use in another application, press PRINT SCREEN to copy the entire screen, or
ALT+PRINT SCREEN to copy the active window.

Tip: You can also print a widget by clicking Quick Print on the RapidResponse toolbar or right-
clicking on the widget itself and then clicking Print.

Save a report as a PDF file

1. Print the worksheet data you want to save as the PDF file.
RapidResponse prints reports as PDF documents that open in your default PDF viewer. For
example, Adobe Reader or Preview for Mac OS.
2. In the PDF viewer application, specify a location where you want to save the PDF file.

Customizing appearance of printed reports

Your RapidResponse administrator, or the author of the worksheets and scorecards to which you have
access, likely configured their printed layout. If these settings do not meet your needs, you can change
them by setting page layout, customizing the report appearance, and including information about
selected resources on the report.
You can also set headers and footers for printed reports. If standard headers and footers are defined for
your organization, any printed reports from a shared worksheet or scorecard use the standard headers
and footers to ensure consistency of printed reports across your organization. For more information
about headers and footers, see "Set headers and footers for printed reports" on page 332.
The print options you select are saved with the worksheet or scorecard until the next time you change
them.

Access Print Setup options

l When working in a worksheet or scorecard, on the File menu, click Print Setup.

Specify whether gridlines and row numbers are printed.

1. In the Print Setup dialog box, click the Options tab.

2. Select any options you want.

Note: You cannot print row numbers when printing a scorecard or a crosstab worksheet.

Set page orientation and paper size

1. In the Print Setup dialog box, click the Page tab.

2. In the Orientation section, click Portrait or Landscape.
3. From the Paper size list, select a paper size.

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 Define page margins

1. In the Print Setup dialog box, click the Page tab.

2. In the Margins area, specify the options you want.

Note: The margin unit setting you select applies to all of your worksheets and scorecards. For
example, if you select Inches, the margins for reports printed from all of your worksheets and
scorecards are calculated in inches.

Include data settings in printed reports

You can include the active data settings in a worksheet or scorecard, for example, the scenario and filter,
in a printed report. For information about the resources that you might be able to select when viewing a
worksheet, see "Display data in a worksheet" on page 148. For information about scorecards, see
"Viewing scorecard data " on page 279.

1. In the Print Setup dialog box, click the Options tab.

2. In the Data settings area, select the Include data settings check box.
3. In the Print data settings on section, click one of the following:
l All pages
l First page only

Note: If the header or footer definition for the printed report includes information about
resources, the resource information is duplicated on the printed report.

Adjust the amount of information printed on a page

You can adjust the amount of information printed on a page by scaling the printed document. You might
want to scale the document if your worksheet is too wide to be printed on one page, or if you want to
enlarge the output to make it easier to read.
The scaling of the report can be affected by the other page layout options. For example, if you adjust the
document to print one page wide using a portrait orientation, the columns are reduced more than on a
landscape orientation, thus making the document harder to read. Always consider the page layout
options when scaling the document.

1. In the Print Setup dialog box, click the Page tab,

2. In the Scaling section, click one of the following.
l Actual—Prints the data in the actual font size.
l Adjust to—Reduces or enlarges the printed information by the percentage value you specify.
l Adjust to fit on one page wide—Reduces or enlarges the printed information to fit onto one
page.

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 Note: The zoom controls on the status bar that are used to control the zoom level on worksheet
grids do not affect the appearance of printed reports.

Set headers and footers for printed reports

You can define the appearance and content of the headers and footers displayed in printed reports.
If your RapidResponse administrator standardized the appearance of headers and footers in all printed
reports from shared worksheets or scorecards, you can customize the headers and footers only when
printing private worksheets and scorecards. Shared worksheets and scorecards use the company-
standard headers and footers.
Any settings you create for worksheets and scorecards are stored, so that when your administrator
turns off the standardized headers and footers, your header and footer settings for shared workbooks
and scorecards are restored.
When setting the header or footer, you can specify that certain information in the header or footer be
automatically generated during printing. For example, you can ensure that the active filter name display
in the header or footer. When you insert an AutoText item, the AutoText code displays in the box. It
consists of the text from the AutoText items list in square brackets, preceded by an ampersand (&), for
example, &[Filter]. The items available in the Auto Text list depend on whether you are printing a
worksheet or a scorecard summary.

AutoText items you can add

AutoText item Description
Company Name Your company's name.

Constraint The active constraint.

Data as of Date The date that data was last updated in RapidResponse.

Filter The active filter.

Filter: Private/Shared Indicates whether the active filter is private or shared.

Model The active model.

Page Number The number of the page in the report.

Part The selected part.

Pool The active inventory pool.

Print Date The date the report was printed.

Scenario The active scenario.

Scenario: Private/Shared Indicates whether the active scenario is private or shared.

Site(s) The active site or sites.

Time Zone Your time zone.

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AutoText item Description
User ID Your user ID.

User Name Your name.

Work Center The active work center.

Workbook The active workbook.

Workbook: Private/Shared Indicates whether the active workbook is private or shared.

Worksheet The active worksheet.

Set a header or footer

1. When working in a worksheet or scorecard, on the File menu, click Print Setup.
2. Click the Header/Footer tab.
3. In the Header or Footer section, click in the box where you want to insert text, and do any of the
following:
l To insert text that is automatically generated during printing, in the AutoText list, click the
item you want to insert, and then click Insert. AutoText can be combined with fixed text you
type.
l To insert fixed text, type the constant text you want.
Repeat this step for each header and footer section for which you want to specify content.
4. In the AutoText date format list, click a date format. This date format is applied to all AutoText

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 dates.

Edit the font of headers and footers

1. When working in a worksheet or scorecard, on the File menu, click Print Setup.
2. Click the Header/Footer tab.
3. Click inside one of the boxes where you specify header or footer content, and then click Edit Font.
4. Set the font options, and then click OK.

Notes:
l The font is changed for the text in the individual box. To change the font for each header or
footer element, you must change the font in each box.
l If you click Cancel in the Print Setup dialog box, any changes made to the fonts are not
saved.

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Part 4: Editing data
l "Modifying data in workbooks" on page 337
l "Transferring inventory" on page 369
l "Importing data" on page 375
l "Worksheets for importing data from a Microsoft Excel file" on page 397
CHAPTER 27: Modifying data in
workbooks

Delete records 338

Edit records 342
Edit dates, and dates and time 344
Edit records in a crosstab worksheet 347
Edit summarized records in hierarchies 348
Edit summarized records in average values 350
Edit records in percentage values 353
View and simulate currency conversion rates 354
Copy data between worksheets 356
Run workbook commands 358
Add a note 363
Undo data changes 363
Save data changes 364
Insert a record 364
Split a record 367

You can modify data in RapidResponse worksheets by editing or deleting existing records, or by inserting
new records. The data is actually modified in a scenario you can edit. See "Scenarios in RapidResponse" on
page 17. Modifying data in RapidResponse is different that in other spreadsheet or database
applications. Considerations unique to RapidResponse are outlined below.

Saving data changes in a worksheet

After editing or deleting records in a worksheet, the worksheet tab is marked with an asterisk (*) to
indicate that data has been changed and not yet saved.
Until you save those changes you cannot search for data in the worksheet and controls on the workbook
toolbar are unavailable.

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 Save your changes from the File menu or by clicking the Save icon on the RapidResponse toolbar. See
"Save data changes" on page 364.
The following lists additional information about saving data in a worksheet:

l When you insert a record, the new record is automatically saved and you do not need to save the
data changes.
l You can edit data in multiple worksheets and then save all of the changes. Each worksheet with
modified data is marked with an asterisk until the changes are saved.
l Some workbooks that process large amounts of data are set to manually refresh the worksheet
data. This means that after saving data in a worksheet, you have to refresh the data in the
workbook first to see the effect of those changes in other worksheets in the workbook. For more
information, see "Display most recent data" on page 159.
l After you modify data in a worksheet and save the changes, all other worksheets in the workbook
are automatically updated to reflect those data changes. Data changes in other open workbooks
are reflected after you switch focus to these workbooks.
l Saving data changes in some workbooks can start a process that modifies additional data in that
workbook or other workbooks, or in different scenarios. For more information, see "Run workbook
commands" on page 358.

Additional considerations
l You can only modify data in a private scenario or in a shared scenario that you have been
authorized to modify, providing that your administrator has also granted you permission to modify
shared scenarios.
l Modifying data in RapidResponse does not modify data in your enterprise data source.
l Some worksheets might automatically update calculated fields as you move to another row or cell
to cell in the worksheet.
l Data cannot be modified in worksheets that contain multi-scenario columns or in worksheets with
grouped columns unless the worksheet author has enabled a column to be editable.
l In some cases, data you modify might be a calculated value. When you modify a calculated value,
the underlying values are modified to produce a result close to, but not the same as, the value you
entered.
l Some workbooks display the aggregate average value of summarized detail records, as opposed to
the sum of detail record values. There are special considerations for editing average values. For
more information, see "Edit summarized records in average values" on page 350.
l Forms can be used to modify data in the RapidResponse database. For more information, see
"About forms" on page 595.

Delete records
When you delete a record, you are actually deleting all the information related to that record from the
active scenario. This has important implications on your data, because if you delete a record that is
referenced by a record in another table, that referencing record is also deleted. This can result in a large
number of records being deleted. For example, if you delete a part record, other records that reference
that part value are also deleted (this might include bill of material, on hand inventory, and scheduled
receipt records).

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If deleting a given record causes related records to be deleted, you are presented with a confirmation
dialog box that displays how many other records will be deleted, and you can view a list of database
tables that records will be deleted from. The confirmation dialog box is shown in the following
illustration.

Note that if you delete more than 300 records, the number of related records that will be deleted is
displayed for only 300 of the records, as shown in the following illustration. This number represents the
minimum number of records that will be deleted, and the actual number of deleted records can be
greater.

For more information about database tables, see the RapidResponse Analytic and Data Model Guide, or
contact your RapidResponse administrator if you do not have access to this guide.
You must have permission to edit data in the scenario in order to delete records from it. If you do not
have permission, contact your RapidResponse administrator.
Deleted records are removed from the active scenario, but are available in other scenarios, as shown in
the following illustration.

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Delete records
 However, if you delete records in a scenario, you cannot replace those records by updating the scenario
with data from its parent. If you commit a scenario after deleting records, those records are deleted from
the parent scenario. For more information about updating and committing scenarios, see "Update data
in a scenario" on page 466 and "Commit data changes to a parent scenario" on page 470. Deleting
records cannot be undone.

Marking records for deletion

Before you delete records, you must mark them for deletion. The marked records are then deleted when
you save your changes. When you mark records for deletion in a worksheet that is in table view, they are
usually crossed through.

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In Form view, records marked for deletion are usually marked with a blue background.

Workbook authors can set worksheets to automatically recalculate results when you make changes to
the data. If the worksheet automatically calculates results, records marked for deletion disappear from
view immediately. You can still undo the changes and restore the records until you save the changes.

Delete a record

1. Select the worksheet records you want to delete.

2. On the Edit menu, click Delete.
The record is marked for deletion.
3. On the File menu, click Save Data.
4. In the confirmation dialog box, click Yes to delete the records or Details to view a list of database
tables from which records will be deleted.

Notes:
l A small number of RapidResponse reference fields are nullable. These fields are not
necessarily required to point to a valid record in the referenced table, and can be left empty
(null) if no value is provided. When a record is deleted from a referenced table, values in tables
which point to the deleted record through a nullable reference can be configured to have the
reference set to null instead of deleting the entire referencing record. For more information
about nullable reference fields, see the RapidResponse Analytic and Data Model Guide or talk to
your administrator.

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 l If you are unable to delete a record in a scenario that you have permission to modify, the
workbook author has disabled record deletion in that worksheet. Contact the workbook
author or your administrator to enable deletions.
l If records are deleted from a shared scenario, other users can see the changes by clicking the
Pending Commits or Pending Updates tabs on the Scenario Properties tab.

Tip: You can also mark records for deletion by clicking Delete Record(s) on the
RapidResponse toolbar.

Edit records
You can edit worksheet records in columns that are modifiable. For example, in a Customer Orders
worksheet, you can edit the Quantity and Due Date of an order, but not the Order Number. The pen icon
indicates that you can edit the records in a column.

Caution: Avoid editing shared scenarios. Conflicts can occur when multiple users edit the same
scenario simultaneously.

Conflicts can be caused by the following actions:

l Modify—Another user modified a record while you were making changes in the same scenario.
When you save your edits, they are overwritten by the other user’s version of the scenario.
l Delete—Either you modify a record that another user deletes, or you delete a record that another
user modifies. When the changes are saved, the record is deleted.

Edit a cell

l Select the cell you want to change, and then enter the new value.

Notes:
l To edit a date, you can click the arrow to select a date from the calendar. For more

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 information, click Help on the Calendar.
l If a cell is formatted to display a check box, select or clear the check box to modify the value.
l In a scaled-number column, you can either select the cell in order to edit the scaled value, or
double-click the cell to edit the actual value. Scaled numbers display significant digits after
the decimal symbol. For example, if the actual value is 100,134, and the column is scaled in
thousands, the formatted value is 100 and displays as 100.134 in edit mode. For more
information, see "Understanding how numeric values are displayed" on page 154.
l When you edit a monetary value, the value represents the currency that the column displays.
This does not change the currency of the record in the underlying table. For more
information, see "View money data in a worksheet" on page 152.

Tip: When you Copy a value in a check-box column, the 'Y' (Yes) and 'N' (No) Boolean values
are copied. The values that you Paste into a check-box column must be either 'Y' or 'N'.

Edit Range
You can edit a range of cells in a worksheet column, if the cells are adjacent and the worksheet is set to
Table view.
You can perform mathematical operations on numerical data, such as multiplying by 2 to double each cell
value. You can also change all cells to the same value, or copy a value from another column.
When using Edit Range to modify cells in columns that use numbers or percentage scaling, the following
rules apply:

l Add, Subtract, Change to: Enter values as scaled numbers. For example, adding 2 to a cell in a
column that is scaled to thousands adds 2000 to the cell.
l Multiply by, Divide by: Enter values in actual numbers. For example, multiplying a cell value by 2 on
a cell that is scaled to thousands multiplies the cell by 2, not 2000.
For more information, see "Understanding how numeric values are displayed" on page 154.

Edit cells in multiple records

1. Select the cells that you want to edit.

To select the entire column, click the column heading.
2. On the Edit menu, click Edit Range.
3. In the Edit Range dialog box, make the appropriate selections.
For more information, see " Edit dates, and dates and time" on page 344.

Note: When using Edit Range to copy values into a currency-formatted column, the source-
column's values are not converted to the destination column's currency. This might result in
incorrect or unexpected data values in the column.

Tip: You can also edit multiple records by clicking Edit Range on the RapidResponse
toolbar.

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 Edit dates, and dates and time
You can edit date, and date and time values in worksheets and other resources. Typically, you edit a date
by typing a date in a worksheet cell or by selecting a date from the calendar shown in the following
illustration. The Time control is not available for date-only fields.

You can also edit date, and date and time values by:

l Copying values from another worksheet column.

l Changing a range of dates to a different date value.
l Moving a date in or out by adding or subtracting a specific period of time, such as three days or
two weeks.

When you move a date, you specify a RapidResponse calendar and the number of calendar units to add
or subtract. RapidResponse calendars contain a series of dates defined by your company, and different
calendars contain different dates. For example, you might have a Workday calendar that defines every
work day, a Week calendar that defines the first work day of each week, and a Month calendar that
defines the first work day of each month.
The following illustration shows some examples of RapidResponse calendars. The shaded dates are
defined in the calendar.

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 Workday calendar

Week calendar

Month calendar

The calendars available to you depend on your company’s calendars, and might not match the ones used
in these examples.
Some examples of adding and subtracting dates in the above calendars are shown in the following table.

Date Value Edit Result

Friday, August 29 Add 3 Workdays Thursday, September 4
Tuesday, July 15 Add 10 Workdays Tuesday, July 29
Tuesday, September 9 Subtract 2 Weeks Monday, August 25
Wednesday, July 9 Add 1 Month Friday, August 1
Thursday, August 14 Subtract 0 Months Friday, August 1
Thursday, August 14 Subtract 1 Month Tuesday, July 1

When you add or subtract a number of calendar units, the result is always a date in that calendar.
However, if you add or subtract a value and the result is outside of the calendar’s defined dates, the
result is the Past or Future date constant, respectively.

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 Select a date from a calendar

1. Click the down arrow beside the date you want to modify.
2. In the Calendar dialog box, click the date you want.
3. On the File menu, click Save Data.

Edit a range of dates

You can edit one date or contiguous dates in the same worksheet column.

1. Select the date or dates you want to modify.

To select the whole column, click the column heading.
2. On the Edit menu, click Edit Range.
3. To move the dates by adding or subtracting a number of calendar units, do the following:
l In the Operation list, click Add or Subtract.
l In the Value box, type the number of calendar units you want to add to or subtract from the
date.
l In the Calendar unit list, click the calendar to use for adding or subtracting.
4. To change the range of dates to a different value, do the following:
l In the Operation list, click Change to.
l In the Value box, type the date you want to change the range of dates to.
5. To copy the date values from another column, do the following:
l In the Operation list, click Copy from column.
l In the Column list, click the column that contains the dates you want to copy.
6. Click OK.
7. On the File menu, click Save Data.

Note: If you add or subtract values from the Past, Future, or Undefined date constants, the date
does not change.

Tip: You can also click Edit Range on the RapidResponse toolbar.

Past and Future date limitations

RapidResponse can store specific dates from January 2, 1970 through December 31, 2037. The Past and
Future date constants are used to represent dates that fall outside of this range.
When you enter a date using a date format where the year is represented by two digits, 70 though 99 are
interpreted as 1970 through 1999. The years 00 through 69 are interpreted as 2000 through 2069. For
example, 12-31-30 is interpreted as December 31, 2030.

Notes:
l If you enter a date in a worksheet that is after December 31, 2037, it is changed to "Future." If

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 you enter January 1, 1970, it is changed to "Past."
l You cannot enter dates prior to 1970.

Edit records in a crosstab worksheet

You can edit records in crosstab worksheets that contain rows that are modifiable. For example, in a
crosstab worksheet showing customer demands over time, you can change the values in quantity rows
that have been made modifiable. The pencil icons represent which rows you can edit, as shown in the
following illustration.

Because crosstab worksheets display summarized data, any changes you make are reflected in the data
that is summarized to create the crosstab view. You can edit crosstab values to be negative only if the
workbook's author has allowed negative values.
Depending on how the workbook author has specified that records are modified in crosstab worksheets,
the result in the columns might not match the values you enter. This might happen if the individual
records in each bucket cannot contain decimal values, or if the value in the bucket is calculated by
multiplying values together, such as a column that calculates revenue values by multiplying an order
quantity by its selling price. In these cases, when you modify the revenue value, the quantity is modified,
and the new quantity used to calculate the new revenue value. If the calculated value is summarized from
many records, the quantity of each order record is modified, and the calculated result of each order
summarized to produce the overall total. Depending on the values used in the calculations, the result can
be greater than or less than the value you entered in the revenue column. If the value in the cell is zero,
you cannot modify the value in the cell.
If the worksheet is configured to not allow decimal values, the values added to or subtracted from each
record summarized in the column must be whole numbers. In these cases, the values might not divide
evenly into the amount you modified the column by, and the value in the column after the modification
will typically not match the value you entered in the column.
Depending on how the crosstab worksheet has been created, editing a cell might insert a new record.
For more information, see "Insert a record" on page 364.

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 When you edit data in a shared scenario, you might modify a record that another user has modified. In
this case, when you save your changes, you are warned that your changes conflict with another user’s
changes. You are also asked whether you want to continue saving the data changes, which will overwrite
your changes with changes made by the other user, or to cancel saving the data, which undoes all your
changes.
Conflicts can be caused by the following:

l Modify—The record you are modifying was modified by another user while you were making your
changes. When you save your changes, they are overwritten by the other user’s changes.
l Delete—Either you modify a record that another user deletes, or you delete a record that another
user modifies. When you save the changes, the record is deleted.

If the crosstab worksheet uses a hierarchy to summarize data, you cannot edit the values in cells that do
not contain records. To change these values, you must insert a record. For more information, see "Insert
a record" on page 364. For more information about hierarchies, see " Filter and summarize data with
hierarchies" on page 304.
If you edit data in a worksheet summarized with a hierarchy, the change affects records at lower levels of
the hierarchy. For more information, see "Edit summarized records in hierarchies" on page 348.

Edit a crosstab cell

l Select the cell you want to change, and then type the new value.

Notes:
l If the data in the cell also contains a link to another worksheet, the number in the cell will be
underlined. To edit the cell’s data, click an area of the cell that does not contain text.
l Only rows that contain numerical values can be edited.
l When editing a money cell, the value you enter is saved in the currency the row displays. This
value is converted when viewed in a worksheet that uses a different currency.

Edit multiple cells in a row

1. Select the cells that you want to edit.

2. On the Edit menu, click Edit Range.
3. In the Edit Range dialog box, make the appropriate selections.
You can perform mathematical operations on numerical data, such as multiplying all cells by 2 to
double each cell value. You can also change all cells so they contain the same value, or you can
copy a value from another row. You can only copy values from a row with the same dimension
columns. For example, in a crosstab worksheet grouped by part, you cannot copy values in a row
for one part into a row for another part.
For more information about editing multiple records in a worksheet, see "Edit cells in multiple
records" on page 343.

Edit summarized records in hierarchies

When you modify data in a worksheet that is summarized by a hierarchy, the changes you make are used
to modify values in the records at the lowest level of the hierarchy, which are then summarized at the
other levels of the hierarchy. For example, if you modify data at the top level of the hierarchy, the change

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is spread across all the records at the lowest level, and each intermediary level reflects the changes made
to the records.
The modified values are spread proportionally, so records with large quantities are given larger
percentages of the change. An example of quantities in a hierarchy is shown in the following illustration.

In this example, the quantities for the hierarchy values are shown with the percentage of the total
quantity each quantity represents. When the quantity at a higher level is changed, the change is
multiplied by the percentage to calculate the new quantity in each lower level. As you can see, the values
for the intermediary levels, Handhelds and Consoles, are sums of the quantities in the records beneath
them.
For example, assume the quantity for the Games level has been increased to 1,400. This increase is split
between the SKU01, SKU02, SKU03, and SKU04 quantities according to their percentages of the total. The
Handhelds and Consoles quantities are then calculated by adding the quantities below them. The new
quantities at each level are shown in the following illustration.

For more information about editing data, see "Edit records in a crosstab worksheet" on page 347.

Protected records
In some cases, a workbook author might specify that some records in a worksheet be protected,
meaning they are not modified when changes are made to the values at higher levels of the hierarchy.
For example, assume the worksheet author has protected records for SKU03. These records are not
modified when the higher level quantities are modified, so the percentage of the total for SKU03 is not
calculated.

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 The percentages for the other quantities are calculated after setting aside the quantity for the protected
record. This means the percentage for each level is calculated using the difference between the top level
quantity and the protected quantity. In this example, the Handhelds level is calculated by dividing its
quantity by the difference between the Games quantity and the SKU03 quantity. In this case the
Handhelds quantity is 800, and the difference between the Games and SKU-03 quantities are 900. The
percentages for this situation are shown in the following illustration.

When the Games quantity is increased to 1400, the quantities for every other level are increased, except
for the SKU03 quantity. The protected quantity is set aside before calculating the new quantities,
meaning that the quantities for the other levels are calculated using the difference between the top level
and the protected quantities. The new quantities for each level are then calculated by splitting 1100 (the
Games quantity minus the protected SKU03 quantity), instead of the 1400 entered for the Games level.

Note: Protected records are only protected when editing data in crosstab worksheets. The
values can be modified in vertical worksheets.

Edit summarized records in average

values
In some crosstab worksheets, the records display the aggregate average value of the summarized detail
records, as opposed to the total value. Editing in average values is particularly beneficial for worksheets
in which you are entering and modifying forecast targets. After entering average values at an aggregate
level in the hierarchy, you can then modify detail records whose value should be above or below the
average value you entered.

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When you increase an aggregate average value, the summarized detail records increase by the same
percentage difference. For example, if the aggregate average value is 150, and you increase it to 165, that
is an increase of 10%. Thus, each detail record summarized by that aggregate average value will be
increased by 10%.

Inserting new records

If inserting new records in the worksheet is allowed, by default new detail records are set to the
aggregate average value that you entered for the hierarchy level above. For example, if you set an
aggregate average value of 100 for a product family, and then insert a new record at the product level,
the quantity in the Insert Record dialog box is set to 100. You can then increase or decrease the quantity
as needed.
For more information on inserting records, see "Insert a record" on page 364.

Editing detail records

When you make modifications at a detail record level, the changes you make affect the aggregate
average value in the hierarchy level above. In the example below, the average values have been entered
at a product level.

When you enter average values for a hierarchy level, the value is copied to each record below that
hierarchy level. In the example below, the values that were entered at the product level are copied down
to the product part level.

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 You can then edit the detail records at the product part level, as needed.

After saving your changes at the detail record level, the aggregate average values in the hierarchy level
above are updated to reflect your changes.

Note: When you edit data at a lower level in the hierarchy, the resulting aggregated average
value for the level above typically becomes a decimal value. By default, RapidResponse rounds
aggregated average values to the nearest whole number. If the author has allowed decimal
values for the worksheet, you can click in a record at an aggregate level to view and edit the
decimal value.

For more information about editing data, see "Edit records in a crosstab worksheet" on page 347.

Editing records with negative values

Some worksheets contain records with negative values. If the worksheet author has permitted the
insertion and modification of records with negative values, then these records will update when you
modify the aggregate average value. If inserting and modifying negative value records is not allowed,
then negative value records are treated as protected records; they cannot be modified and their share of
changes made to the aggregate average value is divided equally among the remaining summarized detail

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records. For more information on protected records, see "Edit summarized records in hierarchies" on
page 348.

Edit records in percentage values

A worksheet might display quantities as a percentage within a bucket. When you edit percentage values,
you are not changing the total value for the bucket; instead, you are redistributing the quantity amongst
the items in the bucket. For example, a worksheet might allow you to edit the ratio applied to forecast
streams, such as marketing and finance, that when combined create a consensus forecast for the
bucketed date. In this worksheet, you can assign a weight to each forecast stream by entering the
percentage value assigned to each stream.

Worksheets that allow you to enter values in percentages typically rely on a source worksheet to provide
default values for each item in the bucket. The default values might be visible in the worksheet, or they
might be hidden by the worksheet author. When you edit the percentage values, you are overriding the
default values provided by the source worksheet.
If you are entering percentage values in a worksheet that does not yet contain override values, it is
recommended that you enter percentage values at the highest level in the hierarchy. This ensures that
the override percentage values you entered are disaggregated to all summarized records in the
hierarchy. When you enter percentage values at a lower hierarchy level, the values are applied to that
hierarchy level only.
For more information on editing values in a hierarchy, see "Edit summarized records in hierarchies" on
page 348.

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 Ensuring percentage values total 100%
Some worksheets require a value of approximately 100% for each bucket total before you can save data
changes. (The allowable range is determined by the workbook author.) If you enter values that do not
add up to a bucket total of 100%, upon saving an error message appears indicating the current bucket
total. You must close the error message and re-enter the bucket values to equal approximately 100%
before saving again.

If the worksheet does not require that you input values for a bucket total of 100%, upon saving your
changes, RapidResponse adjusts the values in the bucket to equal 100%. For example, if the values you
enter equal less than 100%, RapidResponse increases each value in the bucket to achieve a total value of
100%.

Item Original value Edited value Value after saving

A 20% (1000) 20% 33% (1667)

B 80% (4000) 40% 67% (3333)

Total Quantity 5000 5000 5000

When this occurs, the percentage values in the bucket increase upon saving. Similarly, if you enter values
that add up to a bucket total of more than 100%, RapidResponse decreases each value to achieve a
bucket total of 100%.
To prevent RapidResponse from adjusting the values, ensure that the values in the bucket add up to an
exact total of 100% before saving.

Note: You cannot save a bucket total of 0%, even if the worksheet allows you to input bucket
totals that do not equal 100%.

View and simulate currency conversion

rates
You can view conversion rates if you have access to the Currency Conversion Rates workbook.
Conversion rates determine how the currency is converted to a base currency, which is used as the basis
for all conversions. Rates can be viewed for each currency and over multiple periods, which shows how
the rates change over time. You can use the rate information to see trends in the relative value of

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currencies, and to see how the predicted future rates compare to the past rates, as shown in the
following illustration.

You can choose to view the rates in a chart showing the past, future, or all rates; or to view all rates in a
crosstab view.
You can use this workbook to modify future conversion rates. You might do this if you want to see how
forecast orders will increase or decrease revenue if the conversion rate changes, or to simulate changes
to the conversion rates that have not yet been brought in to your system. You can simulate the future
rate changes for each currency separately.

View a chart of conversion rates

1. In the Explorer, double-click the Currency Conversion Rates workbook.

2. Click the Chart tab.
3. On the toolbar, click Data Settings .
4. In the Data Settings dialog box, specify the following:
l Currency—Select the currency you want to view.
l Horizon—Specify whether you want to see Past, Future, or All rates for the selected currency.

Note: You can also select Current from the Horizon list. However, when this value is selected,
the chart displays all rates. This setting is typically used to select the current rate in the
Conversion Detail worksheet.

View conversion rates

1. In the Explorer, double-click the Currency Conversion Rates workbook.

2. Click the Conversions tab.
3. On the toolbar, click Data Settings .
4. In the Data Settings dialog box, in the Currency list, select the currency you want to view.

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 Simulate rate changes

1. Create a new scenario for simulating the rate changes.

2. In the Currency Conversion Rates workbook, click the Conversion Detail tab.
3. On the toolbar, click Data Settings .
4. In the Data Settings dialog box, in the Currency list, select the currency you want to simulate
changes for.
5. In the Horizon list, click Future.
6. Click OK.
7. For each date, type the new conversion rate.
To edit multiple rates at one time, on the Edit menu, click Edit Range. For more information, see
"Edit cells in multiple records" on page 343.
8. On the File menu, click Save Data.

Notes:
l If you modify multiple records using Edit Range, you must specify None in the Rounding list.
Otherwise the decimal values for the rates are rounded to an integer, which could result in
incorrect converted values.
l If you select All or Past in the Horizon list, you cannot modify the conversion rates.

Copy data between worksheets

You can copy data from cells in one worksheet to cells in another worksheet. The data can be copied
from a single cell, a range of contiguous cells in a column or row, or a block of cells. You can copy up to
500 rows of data at one time.
Two types of decimal formatting are accepted in RapidResponse:

l Period symbol identifies the decimal place—422.99

l Comma symbol identifies the decimal place—422,99

Two different copy options are provided so that you can copy the data with the decimal formatting you
want to apply to it.

l Use Copy when you want to copy data using the period symbol.
l Use Copy with comma decimals when you want to copy data using the comma symbol.

Pasting values
The worksheet you paste the data in must have editable columns or rows of the same type you copied.
For example, if you copy a range of date values, you can only paste that data into an editable date
column.
If you copy a block of cells, the worksheet you paste the data into must have the same types of columns
or rows, the columns or rows must all be editable, and there must be enough cells available to contain
the pasted values. For example, if you copy data from a block of three columns and four rows, there must
be three adjacent editable columns (for vertical worksheets) or four adjacent editable rows (for crosstab
worksheets) in the worksheet you paste the block into.

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 Copy and paste worksheet data

1. In a worksheet, select the cells you want to copy.

2. On the Edit menu, click Copy or Copy with comma decimals.
3. Click the worksheet tab for the worksheet you want to paste into.
4. Click the cell that you want to begin pasting into, and then on the Edit menu, click Paste.
If you are pasting a range of cells, the cell you select is the first cell in the range. If you are pasting
a block of cells, the cell you select is the first cell in the first column of the block, and the other
columns are pasted automatically. The entire range or block of cells is always pasted, regardless of
the cells you have selected.
5. On the File menu, click Save Data.

Note: You can copy and paste data into different types of worksheets, as long as the data types
are the same in the columns or rows of each worksheet. For example, if you copy data from a
crosstab worksheet, you can paste into a vertical worksheet if the vertical worksheet contains
columns with the same data types as the crosstab rows.

Tip: You can also copy data by clicking Copy on the toolbar or by pressing CTRL+C, and
paste data by clicking Paste on the toolbar or by pressing CTRL +V.

Copying scaled values

When copying a cell in a scaled column, the actual value will be copied, not the formatted value. For
example, if you copy a cell with the scaled value of 2, and the column scaling is in thousands, then the
value copied to the Clipboard is 2000.
Percent values are not considered scaled values. For more information, see "Copying percent values" on
page 358.

Pasting values into scaled columns

If you select a cell (with a single click) that has number formatting and paste a value, the value will be
formatted accorded to the cell's number formatting. For example, if you copy the value 1000 and paste it
into a cell with scaling set to thousands, the value displayed is 1.
However, if you double-click this cell, the cell acts as an input field. When you paste a value into the input
field, the value is taken as-is. For example, if you copy the value 1, double-click a cell with scaling set to
thousands, and then paste the value, the value displayed is 1. Note that this value is considered to be
scaled.
For more information about number formatting, see "Understanding how numeric values are displayed"
on page 154.

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 Copying percent values
Some values in worksheets are formatted to display as percent values. When you copy a percent value by
clicking Copy on the Edit menu or by pressing Ctrl-C, the value that is displayed in the cell is the value
copied to the Clipboard, regardless of any scaling that is applied to the column. For example, if the value
displayed in the cell is 2%, the value copied to the Clipboard is 2.
You can copy actual values from percent columns without any scaling by selecting the value or values to
copy and then clicking Copy Raw % Values on the Edit menu. For example, if the worksheet author has
not added scaling to the column, and the value displayed in the cell is 2%, then the value copied to the
Clipboard using Copy Raw % Values is 0.02. If the column scaling is in thousands and the value
displayed in the cell is 2%, then the value copied to the Clipboard using Copy Raw % Values is 20.

Copying values from other programs

You can also copy data from files you have open in other programs, such as Microsoft Excel or Adobe
Reader, into a RapidResponse worksheet. Some file formats, such as PDF files or text files, do not support
copying blocks of cells. If you copy a block of cells from these files, the block is converted to a range of
cells in a single column.

Pasting values into other programs

You can also copy RapidResponse data to other programs, such as Microsoft Excel. If you copy a column
that contains money values or quantity values that are formatted to display in scaled units or
percentages, the value in the column is copied without formatting (such as currency symbols, rounding,
or percentage symbols), which allows you to use and edit the actual values in the application you copy
the data to. However, if you copy data from a multi-scenario column that displays differences, the
formatted difference values are copied rather than the actual values from that column. For more
information, see "View data from multiple scenarios" on page 160. For more information about money
data, see "View money data in a worksheet" on page 152. For more information about formatted
quantity values, see "Understanding how numeric values are displayed" on page 154.

Run workbook commands

Some workbooks include the capability to run a command to automatically modify data, open a form, or
run scripts. Commands that modify data typically represent data modifications required for a business
process that have been automated for you. For example, part of your business process might be to
change newly-received demand orders into firm orders so they can be allocated supply. A command
might be created that automatically firms the demand orders, so you can continue with the next steps of
the business process.
Forms that open from a command might run multiple operations on a worksheet or allow you to modify
data in another worksheet based on another table. For example, when adding a new order in the Order
Details worksheet, you might run a command to open the New Customer form. There you can add a new
customer linked with the new order you are working on. The customer information is stored in the
Customer Summary worksheet and you can then continue working on the order.

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Depending on how the workbook has been authored, commands that open forms might display from
the Commands button on the toolbar, or from a custom button positioned at the left end of the toolbar.

Commands that run scripts typically represent automated operations required for a task or process. For
example, part of a process might require working with historical data for the past three months, with
each month represented as a different historical scenario. A command might run a script to create a
historical scenario for the past month, and then move the oldest historical data into an archive scenario.
With the scenario management automated, you can focus on the rest of the process.
The workbook help typically contains a description of the command and provides instructions for
choosing the appropriate settings for running the command.

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 Commands that run scripts might require you to specify values for the script's arguments. Information
about these arguments can be provided in the workbook's help or displayed when you run the
command. For more information about passing values to a script, see "Run a script" on page 617.

Data modification commands

When you run a command, the command can complete successfully if there are no errors or if the
number of errors does not exceed an acceptable number. If the acceptable number of errors is exceeded,
the command fails. You can also cancel the command before the data changes are saved.
The acceptable number of errors that can occur when a command runs is set by the worksheet author.
Authors can configure whether a data modification command fails when the first error occurs or
completes successfully even though some errors have occurred. When the author allows some errors to
occur, they set an error limit for the worksheet. If this limit is not exceeded, the command can complete
successfully. Therefore, you might be able to confirm a command's data changes even though not all
record insertions, modifications, or deletions have occurred successfully.
When a data modification command can complete successfully, you might be shown how many records
will be modified, inserted, or deleted by the command and how many errors occurred in the Confirm
Changes dialog box. You can confirm the changes or, if these numbers do not look right, you can cancel
the command. You can then change your data settings and run the command again.
The Confirm Changes dialog box displays the total number of record modifications, insertions, deletions,
and errors. You can view more specific information about the records modified by each command action
by clicking the Details button. It might be useful to view these details before confirming a command's
changes.

If the number of errors exceeds the acceptable limit, the Error dialog box opens to inform you that the
command failed. You can view details about the action that caused the errors and any actions that
preceded that action by clicking the Details button. When a command performs multiple actions and one
action fails, subsequent actions are not run so no details are provided about those actions.
To better understand why errors occurred, you can click the View Error Log button to open the
Automation Details and Log workbook, which displays the Workbook Command Log and Error Details
worksheets. For more information about these worksheets, see "Workbook command logging" on page
641.

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You can also open the error log if the command completes successfully with errors by clicking the Cancel
and View Error Log button in the Confirm Changes dialog box. You might want to do this if the errors
should be corrected before you confirm the data modifications performed by the command.

The data changes the command makes might not be visible in the workbook. Depending on how the
command was created, the changes it makes might be visible in the scenario properties on the Pending
Commits tab. For more information, see "Track data changes in a scenario" on page 464.

Run a workbook command to modify data

1. On the RapidResponse toolbar, click Workbook Help .

2. Use the instructions in the workbook help to configure your data settings to run the command.
3. If you are not working in a private scenario, create a new scenario and ensure it is active.
4. On the workbook toolbar, click Run Command .
5. In the list, click the command you want to run.
6. In the Run Command dialog box, read the notes and ensure you have set the data settings
correctly.
7. If you need to adjust your workbook display settings, click No.
Otherwise, click Yes to run the command.
8. If the command runs successfully and results in no data changes, click OK.

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 9. If you are prompted to confirm changes, do any of the following in the Confirm Changes dialog
box:
l Click Details to view detailed information about the actions performed by the command. Click
Close to return to the Confirm Changes dialog box.
l Click Apply Changes to save the changes made by the command and return to the worksheet.
l Click Cancel to revert the changes made by the command and return to the worksheet.
l Click Cancel and View Error Log if the command returned some errors to revert the changes
made by the command and open the Automation Details and Log workbook, which displays
the Workbook Command Log and Error Details worksheets.
10. If the command fails, do any of the following in the Error dialog box:
l Click Details to view detailed information about the actions performed by the command and
where errors have occurred. Click Close to return to the Error dialog box.
l Click View Error Log to open the Automation Details and Log workbook, which displays the
Workbook Command Log and Error Details worksheets.
l Click Close to return to the worksheet.

Note: Some commands can be run only when a specific worksheet is active. If you want to run a
command but it is not available, refer to the workbook help to determine which worksheet it
runs on.

Tips:
l If you do not want the Run Command dialog box to appear every time you run the
command, select the Do not show me this dialog box again check box. The Run Command
dialog box does not display again, and the command runs whenever you click it.
l If you selected the Do not show me this dialog box again check box for a command, but
want to see the Run Command dialog box again, you can reset the workbook layout by
clicking Reset Workbook on the View menu.

Run a workbook command to open a form

1. On the RapidResponse toolbar, click Workbook Help .

2. Use the instructions in the workbook help to determine what button provides access to the
command.
3. On the workbook toolbar, click the button identified in the help.
The form opens as an overlay on the worksheet.

Run a workbook command to run a script

1. On the RapidResponse toolbar, click Workbook Help .

2. Use the instructions in the workbook help to determine the values that must be provided for the
script arguments.
3. On the workbook toolbar, click Run Command .
4. In the list, click the command you want to run.
5. If required, in the Run Command dialog box, specify values for each of the arguments
To view more information about an argument, pause the pointer over it. A description of the

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 argument displays in a tooltip.
6. Click Yes to run the command.

Notes:
l Some commands can be run only when a specific worksheet is active. If you want to run a
command but it is not available, refer to the workbook help to determine which worksheet it
runs on.
l For more information about scripts, see "About scripting" on page 554.

Tips:
l If you do not want the Run Command dialog box to appear every time you run the
command, select the Do not show me this dialog box again check box. The Run Command
dialog box does not display again, and the command runs whenever you click it. If the script
the command runs requires argument values, the Do not show me this dialog box again
check box is not available.
l If you selected the Do not show me this dialog box again check box for a command, but
want to see the Run Command dialog box again, you can reset the workbook layout by
clicking Reset Workbook on the View menu.

Add a note
You can add text notes to any record in a worksheet that contains a Notes column. For example, if you
are in a worksheet showing scheduled receipts, you might want to add a note containing up to date
information about a specific order or to explain a change you have made to the order. These notes will
then be viewable by other users who have access to the scenario in which they were added. All notes are
viewed and added through the Notes dialog box.

1. For the record you want to add the note to, click the down arrow at the right of the Notes column
cell.
2. In the New Note box, type your note.

Notes:
l You can add new notes as well as view any existing notes that have been added to the record
in the Notes dialog box. You cannot, however, edit or delete an existing note.
l Each note you add can contain a maximum of 30,000 characters.

Undo data changes

You can undo changes made on the active worksheet since the last time you saved your data changes.
Undoing data changes restores records marked for deletion and undoes changes to existing records.
When you undo data changes, the asterisk (*) that indicates unsaved changes is removed from the
worksheet tab.

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 Undo data changes

l On the Data menu, click Undo Data Changes.

Note: When you insert records, they are saved immediately, so you cannot undo record
insertion using Undo Data Changes.

Save data changes

1. Ensure you are in the worksheet where you modified data.
2. On the File menu, click Save Data.
3. If you see the Conflicting Data Changes dialog box, one or more of your changes conflicts with a
change made by another user. Do one of the following:
l To save your changes and have the conflicting changes overwritten with the other user’s
changes, click Yes.
l To cancel the save and undo your changes, click No.

Notes:
l This command saves changes made in the active worksheet. After saving, the asterisk (*) is
removed from the worksheet tab.
l Saving the changes in a worksheet recalculates the data in the active scenario.

Tip: You can also save data changes by clicking Save Data on the RapidResponse toolbar.

Insert a record
You can insert records into scenarios through certain worksheets in RapidResponse. Depending on your
RapidResponse permissions, you can insert records into a private scenario or into a shared scenario that
you have been authorized to edit. Inserted records are automatically saved in the scenario.
When inserting a record, in most cases you must specify values for a combination of key fields that make
the record unique in RapidResponse. These key fields are identified at the top of the Insert Record dialog
box. For example, when inserting a new part, the combination of the name and site must be unique to at
least one of the part records in RapidResponse. As shown in the following illustration, these fields are
identified in the Insert Record - Independent Demand dialog box.

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Many Insert Record dialog boxes use list controls where you can select the values you want. The
contents of some lists are determined by the selections you make in preceding lists. The Site list control
can automatically filter other controls, even if those controls display above the Site control.
You might be able to select a blank entry for some non-key reference fields. The blank value will always be
located at the top of the list and is not affected by list filtering.

Insert a record

1. Open the worksheet into which you want to insert a record.

2. If you have made any changes to the data in the worksheet, then on the File menu, click Save
Data.
3. On the Edit menu, click Insert Record.
4. Type the appropriate information in the fields provided in the Insert Record dialog box, or select
the appropriate option from the lists.
If you want to automatically select the newly inserted record, select the Go to this record after
insert check box.
5. If available, in the Currency list, select the currency you want to use for money data fields.
For more information about the selected currency, click the button.
6. Click Save and Close to insert the record.
If you want to insert multiple records, click Save. You can then type the data for subsequent
records.

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 Notes:
l If the worksheet contains a record similar to the record you want to insert, you can select it
before inserting to automatically populate the fields in the Insert Record dialog box.
l If the new record does not match the query defined by the controls on the worksheet or by a
search that might be applied, the record does not display in the worksheet. Select different
items from the worksheet controls, or clear the search to see the new record.
l If records are inserted into a shared scenario, other users can see the changes by clicking the
Pending Commits tab in the Scenario Properties tab.

Tip: You can also insert a record by clicking Insert Record on the RapidResponse toolbar.

Add a new record for a specific field

If you attempt to save a field value that is not valid for the table the worksheet is based on, you will be
prompted to click the Add button to insert records into the correct database table. For example, you
might want to insert a new part record that includes a new reference part. Because the reference part is
new to RapidResponse, and is a reference to another table, you are prompted to insert a new part
record. If you know that you want to create a new record using a value is that is not valid for the current
database table, click the Add button next to the relevant field.

1. In the Insert Record dialog box, click Add beside the field.
2. In the new Insert Record dialog box, type the appropriate information in the fields provided or
select the appropriate option from the lists.
3. Click Save and Close to insert the record.

Notes:
l The newly created record is automatically selected upon returning to the Insert Record
dialog box.
l The Add button displays beside all fields for which new reference records can be created.

Specify the currency for the new record

When you insert a record that contains money values, such as the standard cost of a part, the currency
for that value is displayed beside the money fields. Depending on the worksheet, you might be able to
specify the currency to use for inserting the records, which allows you to insert values in your preferred
currency regardless of the currency the workbook uses. The value you specify is converted to the
column's currency when the record is displayed in the worksheet. For example, if you insert a record in
euros, when you view that data in a column that uses US dollars, the euro values are converted to US
dollars. For more information about specifying your preferred currency, see "Specify formats for dates,
times, numbers, and currencies" on page 62.

l In the Insert Record dialog box, click a currency in the Currency list.

Inserting a record in a crosstab worksheet

If you modify a crosstab worksheet cell that contains a zero value, a record is always inserted using
automatically-generated data values. If the worksheet author has allowed the worksheet to drill to
details, you can modify the automatically-generated values in the appropriate detail worksheet. Records
inserted in this manner are always inserted at the beginning of the date bucket that was modified. For

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example, in a crosstab worksheet displaying order quantities by due date, if you modify a zero value in a
bucket beginning on June 9th, a record is inserted with a due date equal to June 9th.

Report an insert error

In some cases, a worksheet might contain errors that do not allow you to insert records. If an insert fails
due to an error, a dialog box containing the error message is displayed. You can copy this message and
send it to your RapidResponse administrator so that the error can be corrected.

1. In the error dialog box, click Copy.

2. Paste the error message into a text editor or email message.
3. Provide the error message to your RapidResponse administrator.

Split a record
You can split demand and supply records to schedule part of an order to be due on one date, and the
remainder on a later date.
You can split an order line into up to five lines at one time. If you require further splitting, you can split
one of the newly-created lines. When you split a line, a new record is inserted for each split you make.
Each new record copies the original record’s line number and adds a separator—such as a decimal
point—and a number. For example, if you split line 3 of an order, the new record is line 3.1. If you then
split line 3.1, the new record created is line 3.1.1, and so on.
Your RapidResponse administrator might have specified a different separator character.
For each split you make, the quantity of the new line is automatically set to the difference between the
starting quantity and the sum of split quantities. This quantity is set when you select either the Due Date
or Quantity columns on a new line, as shown in the following illustration.

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 Split a record

1. In any worksheet that displays demand or supply information and allows record splitting, select
the record you want to split.
2. On the worksheet toolbar, click Split .
3. In the Split Demand or Split Supply dialog box, change the value in the Existing line’s Quantity
column.
4. On a New line, click the Due Date column, then either type a date or click the down arrow and
select a date from the calendar.
5. To create another split, repeat steps 3 and 4 for each New line you want to add.
You can change the quantity in either the Existing line or any New line.
6. Click OK.

Note: The sum of split quantities does not have to equal the quantity of the original order.

Tip: To remove a split, clear its Due Date and Quantity columns.

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CHAPTER 28: Transferring inventory

Transfer inventory 371

View or modify existing transfers 372

You can use RapidResponse to simulate transferring inventory. For example, when faced with an
unexpected change that results in an inventory shortage at a particular site, you might choose to transfer
inventory from a site that has excess on hand to the site that requires it. Alternatively, you might
proactively look for sites in need of inventory which is considered excess at another site.
Inventory transfers can be made using the Inventory Transfers workbook included with RapidResponse.
For each part and site combination, this workbook shows bucketed demand, firm supply, and inventory
levels, and provides a running balance of inventory over time. You can use the Projected Inventory
worksheet to find locations where eligible inventory may exist to be transferred to other locations that
require it. For example, in the Balance row you can look for excess on hand or on hand not being used
until past the part's lead time date. As shown in the following illustration, red values in the Balance row
indicate an inventory shortage, and black values in this row indicate a positive inventory balance or
potential excess.

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 Once you have found available inventory to transfer, you can use the Transfer Inventory dialog box to
simulate the transfer. As shown in the following illustration, this dialog box enables you to select the
part at the sourcing site to be transferred, and the part at the destination site that will receive the
supply. You must also specify the amount to be transferred, as well as the costs and dates associated
with the transfer.

After you specify the details of the inventory transfer, the Inventory Transfers workbook is updated to
reflect the transfer. As shown in the following illustration, a new record is added to the Open Transfers
worksheet with all details of the transfer. This includes a reference to the transfer’s Type value which is a
control value allowing you to change the status of the transfer (for example, from in-transit to received).
The transfer is also reflected in the Projected Inventory worksheet with a positive value added to the
Transfer row at the destination site, and a negative value added to the Transfer row at the sourcing site.

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 Note: Workbook authors in your company might include access to the Transfer Inventory dialog
box in some of the workbooks they create.

Transfer inventory
1. Do one of the following:
l In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.
Double-click the Inventory Transfers workbook.
l From the Part column in an open workbook, click the part link in a selected cell and then click
Inventory Transfers. The Inventory Transfers workbook opens in the context of the selected
part.
2. On the workbook toolbar, click the Transfer Inventory button .
The Transfer Inventory dialog box opens.
3. In the From area, identify the part providing the transfer by doing the following:
l From the Site list, select the sourcing site.
l From the Part list, select the name of the part at the sourcing site (the transfer part).
l From the Model list, select the model for the transfer part (if applicable).

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 l In the Unit box, type the start unit for the transfer part (if applicable).
l From the Pool list, select the pool for the transfer part (if applicable).
4. In the To area, identify the part receiving the transfer by doing the following:
l From the Site list, select the destination site.
l From the Part list, select the name of the part at the destination site (the receiving part).
l From the Model list, select the model for the receiving part (if applicable).
l In the Unit box, type the start unit for the receiving part (if applicable).
l From the Pool list, select the pool for the receiving part (if applicable).
5. In the Quantity box, type the amount of the inventory transfer. This should be specified in the
unit of measure for the receiving part.
It is possible to specify a quantity greater than what is actually available at the sourcing site, but
RapidResponse will only transfer what is on hand at the sourcing site.
6. In the Transfer cost box, type the total cost of transferring inventory from the sourcing site to the
destination site.
7. In the Ship date box, specify the date the inventory is expected to leave the sourcing site.
8. Indicate the date the inventory transfer is expected to arrive at the destination site’s receiving
dock (dock date) by doing one of the following:
l In the Arrival date box, specify a date. The In-transit time box is then calculated based on this
value.
l In the In-transit time box, type the number of regular (Gregorian) calendar days it takes to
transfer inventory to the destination site’s receiving dock. The Arrival date is then calculated
based on this value.
9. In the Dock-to-stock time box, type the number of days it takes to get inventory from the
destination site’s receiving dock to the warehouse. This value should be specified in the calendar
units used by the receiving part, and is used to calculate the date the transfer is expected to be
received into inventory at the destination site (stock date).
10. Do one of the following:
l To save the transfer and return to the Inventory Transfers workbook, click Save and Close.
l To save the transfer and add another, click Save.
l To return to the Inventory Transfers workbook without saving the transfer, click Close.

Note: In order to save an inventory transfer, at least one of the values in the From area must be
different from the corresponding value in the To area.

View or modify existing transfers

1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click the Inventory Transfers workbook.

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3. In the Open Transfers worksheet, modify editable values as required. For example, you might
change the Type value to indicate the inventory transfer has been received at the destination site
and is no longer in transit.

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View or modify existing transfers
CHAPTER 29: Importing data

Import data from a text file 377

Import data from a Microsoft Excel file into a workbook 378
Import data from a Microsoft Excel file into a scenario 382
Example of using a workbook to import data 386
Data import error categories 391
Data import error messages 392
Saving data import error messages 394
Importing only valid records 395

You can import records into the RapidResponse database from either a Microsoft Excel file or a tab-
delimited text file. This data can be new customer orders, updated forecast records, and so on. This data
is typically provided to you already in a format suitable to be imported into RapidResponse.
You can import data from a Microsoft Excel file into a workbook or directly into a scenario. Importing into
a workbook brings in data for only the tables that worksheets are based on, which must be configured to
allow importing data. All key and reference fields must be accounted for, either in the worksheet or with
customized values. Values for other fields can be included in the worksheet or a custom value can be
provided. Otherwise, the default value for the column's data type is used. Depending on how the
workbook has been configured, values can be inserted, modified, or deleted by the import. Records are
deleted if they are present in the RapidResponse workbook but not in the import file. For more
information, see "Import data from a Microsoft Excel file into a workbook" on page 378.
Importing into a scenario brings in data for any table, and can also bring in summarized demand or
supply data. This requires the imported Microsoft Excel file to contain worksheets that match or are
mapped to the table names that data is provided for, and to contain values for every key field in that
table. Values for other fields can be included in worksheets or values for them can be specified in the
Microsoft Excel worksheets. Otherwise, the default value for that data type is used. Depending on how
the Microsoft Excel worksheets have been configured, records that match an expression in the
worksheets can be deleted prior to the import. Depending on how your RapidResponse system has been
configured, you can choose to insert and modify records, only insert records, or only modify records. For
more information, see "Import data from a Microsoft Excel file into a scenario" on page 382.
You can import data from a tab-delimited text file only into a worksheet.
A summary of the options for importing data is shown in the following table.

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 To import Import
Records for a single table l From a tab-
delimited text file
into a worksheet.
l From a Microsoft
Excel file into a
worksheet.
l From a Microsoft
Excel file into a
scenario.

Records for multiple tables or crosstab worksheets. l From a Microsoft

This includes cases where data in one worksheet of the import file depends on or Excel file into every
references the records in another worksheet, and cases where your customers or worksheet in a
suppliers send you Microsoft Excel files with order or forecast information. workbook.
l From a Microsoft
Excel file into a
scenario.

Worksheets used to import data must have been created specifically to allow importing. You can view the
imported records in the worksheet or any other worksheet based on the same table. Workbooks that
are formatted to allow importing will typically be provided for you by your RapidResponse administrator
or a workbook author.
When you import data, you must always specify the scenario the data is imported into. This can be either
the active scenario in a worksheet, or the scenario you specify to import data into. You can import data
into a private scenario, or a shared scenario that you have permission to modify.

Default values for imported records

Because of the relationship that exists among its tables, the RapidResponse database requires values for
certain fields in order to maintain record integrity. During a data import, RapidResponse can
automatically generate some of these required field values if your administrator has enabled the tables
to automatically create required values. For the remainder of the required fields, you need to provide
values in your external data source. If these required values are not provided, the data import will fail. If
values are omitted for non-required fields, RapidResponse populates the worksheet with default values
based on data type, as outlined in the following table.

Data type Default

Integer 0
Quantity 0.0
Money 0.0
Time 12:00 AM
Date Undefined
DateTime Past
String Is left blank

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The workbook's author can also specify values for fields not included in the worksheet.

Import data from a text file

You can import data from a tab-delimited text file that contains the same columns as the worksheet you
are importing into. The data can be imported into any worksheet designed to accept imported data,
such as the worksheets in the Import External Data workbook, or any worksheet with all of a table’s key
fields in it.
A tab-delimited text file can contain data for only one table. Column headers are not required for the
import, but are useful if you need to know how data in the text file corresponds to data in
RapidResponse. The data in the text file must match the column order of the worksheet you are
importing into.
When you import data into a workbook, records can be inserted into, modified in, or deleted from the
RapidResponse database. Each worksheet can perform different import operations, which are
determined by the worksheet's author. For example, a worksheet could insert new records and modify
records that already exist in the database. You should always import data into a private scenario, to
ensure the new records do not impact other data in your system.
Money data in the import file is imported using each worksheet column's currency. Before you import the
data, you should ensure the currencies in the tab-delimited text file and the RapidResponse worksheets
are the same, otherwise you cannot import the data.
Depending on how the workbook you are importing to has been configured, default values might be
specified for columns that are not included in the import file. These values are used in any cell that does
not have a value in the import file. If these values are not specified, the blank value can use the default
value for the table you are importing to, such as a blank value for String columns or 'Undefined' for Date
columns. If you are importing data to perform modifications, blank values in Quantity columns are
ignored and the data is not modified.
If the import file contains records that would cause an import operation that the worksheet does not
support, that record is reported as an error. For example, if the worksheet allows only modifications, any
record in the import file that would be inserted results in an import error. When errors occur, you can
choose to have the alert fail on the first error, or complete the import and report every error. If you
choose to complete the import, you can import only the valid records. For more information about
import errors, see "Data import error categories" on page 391.
After you import data, you can verify the correct number of inserts, modifications, and deletions have
been made. If the numbers do not look correct, you can cancel the import and then adjust your filtering
settings.

1. Create a new scenario.

2. On the Data menu, point to Import Data to, and then click Workbook.
3. In the Import Data to Workbook dialog box, in the in the Workbook list, click the workbook you
want to import data into.
4. In the Worksheet list, click the worksheet you want to import data into.
5. In the Scenario list, click the scenario you created in step 1.
6. Specify the filter, site, and other data control settings you want to use to define the data to
import.
7. Click Browse.
8. Locate and select the source file you want to import, and then click Open.

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 9. If you want to exclude certain records from being imported—for example, the first row of the
source file might contain heading names instead of data—select the File contains header rows
check box.
The number of header rows in the worksheet determines how many rows of the import data are
ignored. For example, if the worksheet contains two header rows, the import begins with line 3 of
the import file.
10. To determine how errors in the import data are handled, click one of the following:
l Stop when the first error is found—The import process ends when an error is encountered.
No values are imported.
l Identify all invalid records—The import process continues when errors are encountered.
After all records are processed, you can choose to import the valid records.
By default, the selected option is the one that you selected the last time that you imported data to
a workbook.
11. Click Import.
12. When the import is complete, in the Confirm Changes dialog box, review the number of changes
that will be made when you complete the import.
13. To automatically open the workbook after you import, select the Open the workbook after
importing the data check box.
14. To complete the import, click Import.

If any of the records fail to be imported, a Data Import Errors dialog box opens. It provides information
about the records that were not imported, a summary of the error conditions, and if applicable, the field
for which the error occurred. You can then cancel the data import, or import any valid records and save
the invalid records to another file. For more information, see "Data import error categories" on page 391.

Notes:
l If the file you import is located on a network drive, browse to the file location using Microsoft
Windows Explorer prior to importing the file. This ensures that you are authenticated to
connect to the network location.
l Any records for which the key fields are not unique cannot be imported.
l If records are imported into a shared scenario, other users can see the changes by clicking
the Pending Commits tab in the Scenario Properties tab.

Tip: You can also import data into a worksheet by clicking Import Data on the
RapidResponse toolbar, and then clicking Import Data to Workbook.

Import data from a Microsoft Excel file into

a workbook
You can import data from a Microsoft Excel file into a RapidResponse workbook. Depending on the data
in the Microsoft Excel file, you can choose to import data into a single worksheet or into every worksheet
in a workbook. You can import data only into a workbook that is designed for importing data. These
workbooks are typically provided for you by your RapidResponse administrator, and can be configured
to insert, modify, or delete records.

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When you import data into a workbook, records can be inserted into, modified in, or deleted from the
RapidResponse database. Each worksheet can perform different import operations, which are
determined by the worksheet's author. For example, a worksheet could insert new records and modify
records that already exist in the database. You should always import data into a private scenario, to
ensure the new records do not impact other data in your system.
Depending on how the workbook you are importing to has been configured, default values might be
specified for columns that are not included in the import file. These values are used in any cell that does
not have a value in the import file. If these values are not specified, the blank value can use the default
value for the table you are importing to, such as a blank value for String columns or 'Undefined' for Date
columns. If you are importing data to perform modifications, blank values in Quantity columns are
ignored and the data is not modified.
If the import file contains records that would cause an import operation that the worksheet does not
support, that record is reported as an error. For example, if the worksheet allows only modifications, any
record in the import file that would be inserted results in an import error. When errors occur, you can
choose to have the import fail on the first error, or complete the import and report every error. If you
choose to complete the import, you can import only the valid records. For more information about
import errors, see "Data import error categories" on page 391.

Importing data into crosstab worksheets

If the workbook contains crosstab worksheets, only the editable rows are affected by the import. The
values from the Microsoft Excel file are inserted into the editable rows, and the summarized values are
modified according to the crosstab worksheet's data editing rules. Any values provided for a non-
editable row are ignored. For more information, see "Edit records in a crosstab worksheet" on page 347.
When you import data into a crosstab worksheet, you must ensure the set of records in the crosstab
worksheet and Microsoft Excel worksheet match. For example, if the crosstab worksheet shows demand
order quantities for a set of parts and sites, the Microsoft Excel file must contain data values for only
those part and site combinations. You cannot insert a new part and site combination into the crosstab
worksheet by importing data.
By default, a crosstab worksheet can contain up to 500,000 records, measured by multiplying the number
of rows by the number of buckets in the crosstab, because each bucket represents a separate record. If
your RapidResponse administrator has increased the record limit, you can still import only up to 500,000
records at a time. When you import data into a crosstab worksheet, if the imported data crosses the
import record limit, the import stops and an error is reported.
In this case, you can specify filter settings using the workbook controls (filter, site, part, and so on) to
reduce the number of records in the worksheet, and split the import file according to the corresponding
settings. For example, you can create a separate data file with records for each site. You should then use
those same filter settings when you import each new data file.

Importing money data

Money data from the Microsoft Excel file is imported using the currency specified in the worksheet
columns. If the currencies in the Microsoft Excel file and the worksheets you are importing into do not
match, you cannot import the data. You can view the currency each money column in the Microsoft Excel
file uses, as described in "View the currency used in a column" on page 382. If you receive a Microsoft
Excel file from a customer or supplier, you should verify the currencies in each worksheet column match
the currencies used in the RapidResponse worksheets. If the currencies do not match, to import the
data, you can contact the workbook's author to specify the correct currency, or the person who sent you
the file to export using a different currency.

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Import data from a Microsoft Excel file into a workbook
 If a currency is not specified in the Microsoft Excel file, the data is imported using the currency displayed
in the worksheet you import into. In this case, a warning is displayed during the import. If the currency
displayed in the worksheet is not the currency you expect , for example, if you view data in US dollars and
you receive orders from a customer in Europe, you can cancel the import and modify the currency in
either the workbook or the Microsoft Excel file.

Matching worksheets and columns

When you are importing data from an Excel spreadsheet with multiple worksheets, data is imported into
the worksheets that exist in both the RapidResponse workbook and the Microsoft Excel file. If the
worksheets do not have the same names, or do not have the same columns in the same order, data is
not imported into that worksheet. For example, if the Microsoft Excel file contains a worksheet named
Expedited Orders and the RapidResponse worksheet does not contain a matching worksheet, the data
in that worksheet is not imported.
However, if the workbook and the Microsoft Excel both contain a single worksheet, the worksheet
names do not have to match, and data is imported as long as the columns match. Worksheet names are
matched using the first 32 characters in the worksheet name.

Note: Microsoft Excel worksheets for importing data are typically designed based on the default
column order of the corresponding worksheets in RapidResponse. If you have reordered the
columns in the RapidResponse worksheet so that the order no longer matches, the data cannot
be imported until you restore the default column order. For more information, see "Restore
original worksheet appearance in a workbook" on page 140.

Handling import errors

After you import data, you can verify the correct number of inserts, modifications, and deletions have
been made. If the numbers do not look correct, you can cancel the import and then adjust your filtering
settings.
If the import data contains errors, you can choose how those errors are handled during the import
process. You can choose to stop importing when an error is encountered, or you can process every
record and report all errors. If the import file contains crosstab worksheets, the crosstab import always
fails on the first error. For more information about import errors, see "Data import error messages" on
page 392.
You can also save a copy of the error messages reported by the import to determine how to fix the
issues. In some cases, the saved error messages include additional information that would not fit in the
Data Import Errors dialog box. For example, if the import file does not specify a correct reference field
value, an error code is shown in the import results, and the full error message is available in the detailed
error messages. For more information, see "Saving data import error messages" on page 394.

File size limit

Microsoft Excel files used for importing data must be 50 MB or less in size. If your file is larger than this,
you can divide the Microsoft Excel file into multiple files and import them separately. Files near the size
limit might take several minutes (or hours, in some cases) to import.
For crosstab worksheets, the 500,000 record limit might be reached before the file size limit, so you
should inspect the files you want to import regardless of their file size.

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 Import into a workbook

1. Create a new scenario.

2. On the Data menu, point to Import Data to, and then click Workbook.
3. In the Import Data to Workbook dialog box, in the Workbook list, click the workbook that
contains the worksheet you want to import data into.
4. In the Worksheet list, click the worksheet you want to import data into.
To import data into all worksheets in the workbook, click All corresponding worksheets.
5. In the Scenario list, click the scenario you created in step 1.
6. Specify the filter, site, and other data control settings you want to use to define the data to
import.
7. Click Browse.
8. Locate and select the Microsoft Excel file you want to import, and then click Open.
9. If you want to exclude records at the top of the worksheet from being imported—for example, if
the first row of the source file contains heading names instead of data—select the File contains
header rows check box.
The number of header rows in each worksheet determines how many rows of the import data are
ignored. For example, if the worksheet contains two header rows, the import begins with line 3 of
the import file.
10. To determine how errors in the import data are handled, click one of the following:
l Stop when the first error is found—The import process ends when an error is encountered.
No values are imported.
l Identify all invalid records—The import process continues when errors are encountered.
After all records are processed, you can choose to import the valid records.
By default, the selected option is the one that you selected the last time that you imported data to
a workbook.
11. Click Import.
12. When the import is complete, in the Confirm Changes dialog box, review the number of changes
that will be made when you complete the import.
13. To automatically open the workbook after you import, select the Open the workbook after
importing the data check box.
14. To complete the import, click Import.

If any of the records fail to be imported, a Data Import Errors dialog box opens. It provides information
about the records that were not imported, a summary of the error conditions, and if applicable, the field
for which the error occurred. You can then cancel the data import, or import any valid records and save
the invalid records to another file. For more information, see "Data import error categories" on page 391.

Note: When importing data to worksheet columns that use scaled numbers, the imported data
will be scaled. For example, if a column is scaled in thousands and you import a data value of 2,
you will see the value as 2 in RapidResponse, but the actual data value is 2000. For more
information, see "Understanding how numeric values are displayed" on page 154.

Tip: You can also import data into a workbook by clicking Import Data on the
RapidResponse toolbar, and then clicking Import Data to Workbook.

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Import data from a Microsoft Excel file into a workbook
 View the currency used in a column
When RapidResponse data is exported to Microsoft Excel, you can view the currency used in any Money
columns in the Microsoft Excel file in a hidden worksheet named _SettingsCurrency. An example of this
worksheet is shown in the following illustration.

The columns in the _SettingsCurrency worksheet are created as described in the following table.

Column Description
A The worksheet that contains Money columns.

B The worksheet column that contains the Money value.

C The currency used in the column.

Depending on how the worksheet you are importing data to is created, the currencies in the Microsoft
Excel file might not match. In this case, you cannot import the data in the Microsoft Excel file. To resolve
the issue, you can contact the RapidResponse workbook's author to specify the correct currency, or the
person who sent you the file to export using a different currency.
If the Microsoft Excel file does not contain a _SettingsCurrency worksheet, the currency displayed in the
worksheet is used to import the Money data.

View the _SettingsCurrency worksheet

1. In the Microsoft Excel file, right-click a worksheet name.

2. In the menu, click Unhide.
3. In the Unhide dialog box, select the _SettingsCurrency worksheet, and then click OK.

Import data from a Microsoft Excel file into

a scenario
If your RapidResponse administrator has granted you the appropriate permissions, you can import data
from a Microsoft Excel file into a scenario, which allows you to import the data directly into the
RapidResponse database. This does not require a workbook to define the data that is imported, and
requires all fields and values to be defined in the import file.
The import file typically must be formatted specifically for importing. Worksheet names in the import files
must match the table name it provides data for, along with the namespace that table is in, which ensures
the data is provided for the correct table. For example, a worksheet in the import file named PartSource

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(Mfg) imports data into the PartSource table in the Mfg namespace. Each column in the worksheet must
match the fields in the table. For more information, see "Worksheets for importing data from a Microsoft
Excel file" on page 397. For more information about namespaces, contact your RapidResponse
administrator.
Depending on how the Microsoft Excel file is configured, importing data can insert new records, modify
existing records, and delete obsolete records. You should always import data into a private scenario, to
ensure the changes do not impact other data in your system.
You can import data from either a Microsoft Excel 97-2003 file (.xls), a Microsoft Excel file (.xlsx), or a
macro-enabled Microsoft Excel file (.xlsm). Regardless of the format, the worksheets in the import file
must be configured to allow importing.
When importing into a scenario, date values in the Microsoft Excel file are converted to your default date
format. For more information, see "Specify formats for dates, times, numbers, and currencies" on page 62.
Money data in the Microsoft Excel file is imported as quantity values, with no currency associated with
the values. These values are inserted using either the currency an existing record is stored in, or
RapidResponse's default currency for a new record. If the data has a currency specified, you should
import the data into a workbook. For more information, see "Import data from a Microsoft Excel file into
a workbook" on page 378.
Any columns that do not have a header and do not contain data values, such as separator columns, are
ignored when data is imported. These blank columns are not marked as errors, so you should always
review the imported data to determine whether a blank column that should have been populated was
imported.
You can choose to review the changes that will be made before the data is imported. You can see how
many records are inserted, modified, or deleted by the import, and then choose to either continue with
the import or to reject the changes and cancel the import. The changes do not include records inserted
or deleted automatically, such as by deleting related records. For more information about deleting
related records, see "Delete records" on page 338. For more information about defining the records to be
deleted, see "Settings worksheets for importing data" on page 402.
Depending on how your administrator has configured RapidResponse, you might have the option to
specify how the imported data is handled. You can choose to:

l Import new records and replace existing records with the imported data. You might select this
option if you want to bring in new records and modify existing records, such as adding new orders
and updating forecast quantities.
l Import only new records and ignore duplicate records in the imported data. You might select this
option if you want to only bring in new records but not update other records, such as adding
actual orders without modifying existing orders.
l Reject new records and only replace existing records in the imported data. You might select this
option is you want to only update records, such as updating order due dates without adding new
orders.

If these options are not available, duplicate records in the imported data always replace the records in
the RapidResponse database. Regardless of the option you select, if the import file defines records to be
deleted, those records are deleted before the records are inserted or modified.
Any data required by, but not included in, the Microsoft Excel file can be automatically created during the
import. If your RapidResponse administrator has enabled automatic record creation, the records
required to support the data in the Microsoft Excel file are created as the record that needs them is
imported. For more information, contact your RapidResponse administrator.

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 Microsoft Excel files used for importing data into a scenario must be 10 MB or less in size, unless your
RapidResponse administrator has modified the size limit. If your file is larger than this, you are notified
when you try to import the data in the file. To reduce the file size, you can divide the Microsoft Excel file
into multiple files and import them separately.
You can also export data from a RapidResponse workbook and format it so that data can be imported
into a scenario. Depending on the format of worksheets in the workbook, the workbook might need to
use a report template to export data. For example, a workbook with crosstab worksheets must use a
report template that defines the settings used to insert records into the RapidResponse database. For
more information, see "Importing data in crosstab worksheet format" on page 400.
When you export an importable worksheet, the column headers are modified to refer to the database
tables and fields each column provides data for, namespace qualifications are added to the tables and
fields, and money columns are modified to display unconverted (raw) quantity values. If the table or
namespace names are longer than 32 characters, the names are shortened and special mapping
worksheets that map the truncated name to the full name are inserted. These worksheets are hidden,
and are referenced when data is imported from the file to ensure the data is imported into the correct
table and namespace. For more information, see "Importing data in tabular worksheet format" on page
398.
To ensure data is read correctly, you must ensure the namespace for each field used in the worksheet is
specified. If the namespaces are not specified, the values imported for that field are blank. When you
export data from a workbook that specifies how data is imported into scenarios, the namespaces for
fields are included automatically. However, any import files you receive from external sources or that were
created in RapidResponse 2015.3 (or earlier) might not have the namespaces. In this case, you must
modify the import file to ensure all namespaces are specified.
If the workbook contains crosstab worksheets, specialized worksheets called Settings sheets are
inserted into the worksheet's export template and exported to the Microsoft Excel file to determine how
data in crosstab worksheets relate to the RapidResponse database and whether records are deleted
prior to the import. You can modify these Settings worksheets to import data with specific values. For
more information, see "Worksheets for importing data from a Microsoft Excel file" on page 397. For more
information about report templates, see "Export data to a Microsoft Excel file" on page 318.

Import data into a scenario

1. Create a scenario to import data into.

2. On the Data menu, point to Import Data to, and then click Scenario.
3. In the Import Data to Scenario dialog box, click Browse.
4. Locate and select the Microsoft Excel file you want to import, and then click Open.
5. In the Scenario list, click the scenario you want to import data into.
6. If applicable, click one of the following:
l Insert new records and replace existing records—Records that do not exist in
RapidResponse are inserted, and records that do exist are replaced with new records from the
imported data.
l Insert new records—Records that do not exist in RapidResponse are inserted, and records
that do exist are ignored.
l Modify existing records—Records that exist in RapidResponse are modified, and records that
do not exist are rejected.
7. If you would like to see how many records are imported, modified, or deleted during the import,
select the Confirm the changes before importing check box.
8. Click Import.

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9. When the import is complete, if you did not select the Confirm the changes before importing
check box in step 7, click OK.
Otherwise, do the following:
l In the Confirm Changes dialog box, examine the number of records inserted, modified, and
deleted.
l Click Yes to confirm the changes and import the data, or click No to reject the changes and
cancel the import.
If any of the records fail to be imported, a Data Import Errors dialog box opens before the
Confirm Changes dialog box is displayed. It provides information about the records that were not
imported, including which records could not be imported, and why the import failed. You can then
cancel the data import, or import any valid records and save the invalid records to another file. For
more information, see "Data import error categories" on page 391.

Notes:
l If the import automatically creates records in tables, those new records are reported in the
Confirm Changes dialog box.
l If the Microsoft Excel file contains data for a table that does not exist or for a table that has
been defined in multiple namespaces, you might need to modify the Microsoft Excel file to
specify the correct table or namespace. For more information, see "Worksheets for importing
data from a Microsoft Excel file" on page 397. For more information about tables and
namespaces, see the RapidResponse Data Integration Guide.

Tip: You can also import data into a scenario by clicking Import Data on the RapidResponse
toolbar, and then clicking Import Data to Scenario.

Export an importable Microsoft Excel file

1. In the Explorer, open the workbook that you want to use to import data.
2. On the Data menu, click Export.
3. In the Export Data dialog box, navigate to the location you want to save the exported file.
4. In the File name box, type a name for the file
5. In the Files of type list, select one of the following:
l Microsoft Excel Workbook (*.xlsx) - Mac OS only (version 2008-2019)
l Microsoft Excel Workbook (*.xlsx) - Windows only (version 2007-2019)
l Microsoft Excel Workbook (*.xls) - Mac OS only (version 97-2004)
l Microsoft Excel Workbook (*.xls) - Windows only (version 97-2003)
6. In the Export area, click one of the following:
l Active worksheet—exports data displayed in the active worksheet.
l All worksheets in workbook—exports data displayed in each worksheet in the active
workbook. Each worksheet in the workbook corresponds to a worksheet in the Microsoft
Excel file.
l Workbook data using the report template—exports data in worksheets as specified in the
report template. Selecting this option automatically sets the other exporting options.
7. If you did not select Workbook data using the report template in step 6, select the Configure
the exported file for importing data into a scenario check box.
8. Click Save.

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 Example of using a workbook to import
data
The following provides an example of the process for using a workbook to import data into the
IndependentDemand table. This example uses a Microsoft Excel file to import new orders into
RapidResponse.
This example uses the Import External Data workbook. For information about the worksheets in the
Import External Data workbook, see the workbook help. The help also identifies the columns for which
you must specify values in the external data file.

Prepare the external data file

In this example, data is being imported into the IndependentDemand table. The source data file
contains data for most of the fields required for a successful import, as well as data for the Customer ID
field as shown in the following illustration. In this case, the Customer ID, JoeCycle, does not yet exist in
the RapidResponse database.

Before the data in this file can be imported, it must contain all required fields in the Import External Data
workbook. In particular, the file is missing the Order Priority and Status fields. Valid values for these fields
can be found in the Control Tables workbook, shown in the following illustration, which is generally
available only to administrators. To determine which fields require values, see the Import External Data
workbook help.

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Values for the missing fields then need to be added to the external data file as shown in the following
illustration.

Open the Import External Data workbook

Once all required data fields have been added to the external data file, they can be imported into the
Import External Data workbook.
Within the Import External Data workbook, the Independent Demands worksheet is used to import the
order data. In order to begin importing data, you must be working in a private scenario. To start the
import process, point to Import Data to and then click Workbook from the Data menu, as shown in the
following illustration.

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Select the file
After you select the Workbook command, the Import Data to Workbook dialog box opens. To select a
file for import, click Browse, and then locate the file.

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 Complete the import
After you select the file for import, the actual importing of the data is initiated by clicking Import, as
shown in the following illustration.

Records can only be created in those referenced tables that a data administrator has enabled automatic
record creation for. For more information, contact your RapidResponse administrator.

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You are notified when the import is completed, as in the following illustration. Click OK to finish the
process.

After a successful import, the new records display in the Independent Demands worksheet.

Besides adding records to the IndependentDemand table, the import also added a record to the
Customer table. This is because the Order Customer ID field in the Independent Demands worksheet is a
reference to the Customer table. In this example the value in the imported records for this field, JoeCycle,
did not already exist on the Customer table.

Data import error categories

When you import data, error messages are displayed if there are problems with the data. Errors are
reported when you import data from a Microsoft Excel file or a text file into a workbook or scenario. The
errors that might be reported depend on which type of file you import from. You might need to refer to
the RapidResponse Analytic and Data Model Guide to resolve errors. If you cannot access this guide, contact
your RapidResponse administrator.
Messages can belong to one of the following categories.

Icon Description
All records are valid and can be imported

Some records in the imported file are not valid. Some records are valid and can be imported.

No records are valid and none can be imported, or no records can be imported because of errors in the
Microsoft Excel file.

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 Data import error messages
The following error conditions might occur when you import data into a workbook.

Error Description
message
Invalid data The data is in the wrong format. For example, an alphabetic value was provided for a numeric
field.
Duplicate key The values provided for the record’s key fields are the same as an existing record.
field
Invalid reference The value provided for a reference field does not exist in the RapidResponse database.
field
Number of The number of data values in a record you want to import is not the same as the number of
columns does columns in the worksheet.
not match
No matching The Microsoft Excel file does not have a worksheet with the same name as the RapidResponse
worksheet in worksheet. This message only displays if you import data from a Microsoft Excel file into all
import file worksheets in a workbook.
No matching The Microsoft Excel file contains a worksheet that does not have the same name as a worksheet
worksheet in in the RapidResponse workbook. This message only displays if you import data from a Microsoft
RapidResponse Excel file into all worksheets in a workbook.
This message is displayed in the file created to save error messages, and is not displayed in
RapidResponse.
Records cannot The table the worksheet is based on cannot be used to insert records. To use this worksheet to
be inserted into import data, you must ensure the records in the Microsoft Excel file match the records in the
the <table RapidResponse worksheet, and the worksheet allows records to be modified or deleted.
name> table
Modify: Data in A column contains data that cannot be modified. This message is displayed only if the import
view-only operation modifies data.
column will not
be changed
Worksheet does The RapidResponse worksheet is missing one or more columns required for inserting records. To
not contain all use this worksheet to import data, you must ensure the records in the Microsoft Excel file match
key fields the records in the RapidResponse worksheet, and the worksheet allows records to be modified
or deleted.
No data rows in The Microsoft Excel worksheet contains no data rows.
the import file
Invalid foreign The crosstab worksheet's insert definition is defined incorrectly.
key
Bucket size not The Microsoft Excel crosstab worksheet does not have a calendar defined.
in header row
Buckets not in The buckets in the Microsoft Excel crosstab worksheet are not in chronological order.
chronological
order
Date not in mm- A date specified in the Microsoft Excel crosstab worksheet is defined using an invalid format.
dd-yyyy format The date format displayed in the message depends on your date format preference.

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 Error Description
message
Bucket size The "<calendar value>" calendar specified in the Microsoft Excel crosstab worksheet is not
“<calendar defined in the RapidResponse worksheet.
value>” is not
valid
Empty buckets The RapidResponse worksheet contains a bucket with no records or a bucket with protected
cannot be records, and the worksheet does not allow records to be inserted.
changed
No matching The RapidResponse worksheet does not contain any data.
data to modify
Extra rows in The Microsoft Excel file contains rows of data that are not present in the RapidResponse
Excel file worksheet.
skipped
RapidResponse The RapidResponse worksheet contains rows of data that are not present in the Microsoft Excel
rows omitted file.
from import file
Invalid data The pivot column in the Microsoft Excel file is not a valid date value.
bucket column
header
Row The group by column values in the Microsoft Excel file and in the RapidResponse worksheet are
identification different.
values do not
match
Invalid header The Microsoft Excel file does not contain header rows.
rows in Excel file
Missing bucket A date bucket is missing from the Microsoft Excel file.

<table name> is A table or namespace is not specified in the import file or the specified table and namespace do
not a valid table not map to a valid table. For more information, see "Importing data in tabular worksheet format"
on page 398.

Mismatched The currency used in the Microsoft Excel columns does not match the currency used in
currency RapidResponse column.

The following error conditions might occur when you import data into a scenario.

Error message Description

Invalid data type The data is in the wrong format. For example, an alphabetic value was provided for a
numeric field.
Cannot resolve reference The value provided for a reference field does not exist in the RapidResponse
database.
Duplicate record The values provided for the record’s key fields are the same as an existing record or
another record in the import file.
Automatic record creation The record could not be automatically created. This can happen because of a missing
failed reference record, or because the table data is imported into does not allow records to
be automatically created.
Automatic record creation The record could not be automatically created because the record being created
ignored already exists in the table.

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 Error message Description
Worksheet contains no The Microsoft Excel worksheet does not contain data.
records
The worksheets in this file The worksheets in the Microsoft Excel file contain errors that prevent the data in
contain errors and cannot these worksheets from being imported.
be processed

If you are importing crosstab data into a scenario, you might receive error messages related to Settings
sheets in the Microsoft Excel file. For information about resolving these error messages, see "Worksheets
for importing data from a Microsoft Excel file" on page 397.

View detail messages

1. In a failed import dialog box, click OK.

The Data Import Errors dialog box lists the number of valid and invalid records in each worksheet
of the imported file.
2. In the Summary area of the Data Import Errors dialog box, click a worksheet name.
The Details area contains a list of invalid records, the error type, and the affected column of the
worksheet. You can use this information to correct the errors.

Saving data import error messages

If an import fails, you can save the error and detail messages in a new file to use as a reference when
resolving the errors. If any worksheets could not be imported, either because of errors or because they
did not have a matching worksheet in the Microsoft Excel file or the RapidResponse workbook, they are
listed in the saved error and detail messages. You can also save the invalid records in a file, so you can
isolate the records that have errors. Errors and details are saved only for worksheets that have the same
name in the Microsoft Excel file and RapidResponse workbook.
If you choose to save both the error and detail messages, and the invalid records, they are combined into
one file. For Microsoft Excel files, the error and detail file includes a summary worksheet and additional
technical information for resolving the problems with the data. A worksheet is created in the error and
detail file for each Microsoft Excel worksheet that had errors on importing. Each row in these worksheets
contains the invalid record and the error and detail message, and identifies the column that is affected.
For tab-delimited text files, the error and detail messages are listed at the beginning of the file, followed
by the invalid records.

1. In the Data Import Errors dialog box, in the Save area, select at least one of the following check
boxes:
l Detail messages—Saves the list of error and detail messages in a new file.
l Invalid records—Saves the invalid records in a new file.
If both check boxes are selected, the invalid records, and error and detail messages are saved in
the same file. The file is in Microsoft Excel format.
2. Click Save.
3. In the Save as dialog box, navigate to the location you want to save the errors and details.
4. Optionally, in the File name text box, type a new name for the file.
5. Click Save.

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 Note: If Invalid Records is selected, the Microsoft Excel file highlights the invalid record in a
color and includes a comment in the cell.

Importing only valid records

If an import fails, after saving the error messages or invalid reports, you can import just the valid records.
You can then resolve the errors in the invalid records, and import them separately. If you want to import
all the records together, you can cancel the import, resolve the errors, and then import the data again.
For more information, see "Saving data import error messages" on page 394.

l In the Data Import Errors dialog box, click Import Valid Records.
If you do not want to import the valid records, you can cancel the import by clicking Cancel.

Notes:
l If the data imported into a scenario did not contain any valid records, the Data Import Errors
dialog box is not displayed, and you are prompted to save the invalid records.
l The first time you do not click Save, when you click Import Valid Records, you are notified
that you did not save the errors, and are prompted to either continue with importing the
valid records by clicking Yes, or to return to the Data Import Errors dialog box by clicking No.

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CHAPTER 30: Worksheets for importing
data from a Microsoft Excel file

Importing data in tabular worksheet format 398

Importing data in crosstab worksheet format 400
Settings worksheets for importing data 402
Settings worksheet syntax 404
Create a Settings sheet for importing data 404
Version 400 Settings sheets 407
Version 300 Settings sheets 415
Version 200 Settings sheets 424
Version 100 Settings sheets 428

Worksheets in a Microsoft Excel file can be one of the following:

l A tabular data worksheet—Contains data to be imported, in a vertical format. For more information,
see "Importing data in tabular worksheet format" on page 398.
l A crosstab data worksheet—Contains data to be imported, in a horizontal format. For more
information, see "Importing data in crosstab worksheet format" on page 400.
l A Settings worksheet—Defines how the data in data worksheets is mapped into the RapidResponse
database. Settings sheets are required for crosstab worksheets, and for tabular worksheets only if
the Microsoft Excel file also contains crosstab worksheets. For more information, see "Settings
worksheets for importing data" on page 402.

Each data worksheet provides the data for a single database table, and each table is contained in a
namespace. Namespaces act as containers to identify or give context to groupings of related tables and
fields. This provides a means to distinguish between multiple tables, or multiple fields on a given table,
that have the same name but different purposes. Worksheets must contain the table's key fields, either as
columns in the Microsoft Excel worksheet, or specified in a Settings sheet.
The Microsoft Excel file can contain any number of worksheets. When creating the workbook, the
following are recommended:

l You should group all tabular data files.

l If you have a Settings sheet that describes how the tabular worksheets are imported into
RapidResponse, you should place it after the last tabular worksheet.
l You should arrange the crosstab worksheets and settings worksheets so that each crosstab
worksheet is beside the Settings sheet that describes how its data is imported into RapidResponse.

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 l DateTime values in the worksheets must contain a year (yyyy), a day (dd), month (mm), as well as the
hour (hh), minute (mm), and second (ss). The hour must be specified using a 24-hour clock (for
example, 15 instead of 3 PM). The DateTime values are specified in the following format:
yyyy-dd-mm hh:mm:ss
l If you have other worksheets that do not contain data to be imported, you should place them after
the last crosstab-Settings pair.

Kinaxis provides a sample Microsoft Excel file (SampleImportableSpreadsheet.xls) that can be used as a
template for properly formatting your own Microsoft Excel files. This file contains crosstab and tabular
Data worksheets, with related Settings worksheets. The sample Microsoft Excel file can be provided for
you by your RapidResponse administrator.

Importing data in tabular worksheet format

A Microsoft Excel worksheet in tabular format is similar to a tabular RapidResponse worksheet. The
column headers contain RapidResponse field names, and each row of the worksheet represents a
record. The worksheet must contain columns for each of the table’s key fields. Columns that represent
key fields and referenced records must be labeled with the table and field names, using the
TableName.FieldName syntax. For example, Order.Type or Assembly.Part.Name. This syntax is
automatically specified if you export a RapidResponse workbook using the option to format the file for
importing data to a scenario.
The column headers must exactly match the field names in the table. The worksheet and column names
cannot contain spaces.

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The tabular worksheet in this example provides data for the OnHand table. Each of its column headers
indicates which field the record values are inserted into, with table names included for reference records,
such as the Part.Name or Location.Id fields.
Tabular worksheets typically have the same name as the tables they provide data for and can refer to the
namespace that table is in. Depending on the length of the table name and namespace, the worksheet
name might be truncated. For example, if the namespace and table name are longer than 32 characters,
the names are shortened and additional hidden worksheets are inserted. These worksheets, _
NamespaceMap and _TableMap, are used to map the full table and namespace names to the worksheet
names. An example of a _TableMap worksheet is shown in the following illustration.

For these worksheets, the columns are mapped as follows.

Column Description
A The table or namespace name as displayed in the worksheet name.

B The table or namespace name in RapidResponse.

These worksheets are created automatically when you export data from RapidResponse, and can be
added to or modified in Microsoft Excel files if required.
If the Microsoft Excel file contains both tabular and crosstab worksheets, a Settings sheet is required for
the tabular worksheets. If a Settings sheet exists for a tabular worksheet, the tabular worksheet does
not need to have the same name as the table it imports data into. For more information about Settings
sheets, see "Settings worksheets for importing data" on page 402.
If the Microsoft Excel file contains a worksheet that provides data for the CurrencyConversionActual
table, those records are not included in the import.

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 View the _NamespaceMap or _TableMap worksheets

1. In Microsoft Excel, right-click a worksheet name.

2. In the menu, click Unhide.
3. In the Unhide dialog box, select one of the following:
l _NamespaceMap
l _TableMap
4. Click OK.

Modify the _NamespaceMap or _TableMap worksheets

1. Select the _NamespaceMap or _TableMap worksheet.

If you need to add these worksheets, click New Worksheet, and then name the new worksheet _
NamespaceMap or _TableMap.
2. In column A, ensure the value matches the worksheet name.
3. In column B, modify the value to match either the RapidResponse table or namespace name.
4. Save your changes.

Importing data in crosstab worksheet

format
A Microsoft Excel file with crosstab worksheets must meet several criteria to be included in the data
import process. It must contain at least one data worksheet, which contains the data to be imported,
and one Settings worksheet, which describes how the data in the crosstab worksheet is mapped to the
tables and fields in the RapidResponse database. This section describes the crosstab data worksheets
and the criteria they must meet to be valid. For information about Settings worksheets, see "Settings
worksheets for importing data" on page 402.
A Microsoft Excel crosstab worksheet can be used to import data only into the ScheduledReceipt or
IndependentDemand tables.
An example of a Microsoft Excel crosstab worksheet is shown in the following illustration.

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The data worksheet is in crosstab format; that is, date buckets are used in column headers.
In addition to the data being in crosstab format, the following rules apply to crosstab data worksheets:

l The first two visible columns and the last visible column before the pivoted data are reserved for
site, part, and type data, respectively. Type data includes items such as commitments and
requirements from suppliers or orders from customers. The columns that can be included in the
Data worksheets depend on the version of Settings sheets being used. For example, if you are
using a Version 300 Settings sheet, the columns between the Part and Type data can contain any
number of additional columns, as shown in the following illustration.

l The first visible row is reserved for dates. The dates begin in the visible column following the Type
data and must be formatted as actual date data. When the data is imported, all date values are
converted to the user’s default format.
l When data is imported, the part and date values can be used to create order line values in the
format Date_Part. This value can be overridden by specifying a different line value in the Settings
worksheet.
l All rows below the date row should be used for data. However, you can include information such as
header text in Column A provided the other columns do not contain any text or data.
l Any data related to a site that has not been specified in a settings worksheet is ignored. For
example, the following illustration shows a portion of a data worksheet and a portion of a settings
worksheet showing the MapSites configuration setting. Only two sites are defined (OTT and NY).
Using this example, the data related in the OTT+NY site is ignored. This might have been added to
the data worksheet for summation or visibility purposes only. For more information about this
configuration setting, see "MapSites" on page 413.

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 l Any data related to a type that has not been specified in a settings worksheet is ignored. For
example, the following illustration shows a portion of a data worksheet and a portion of a settings
worksheet showing the MapTypes configuration setting. Three types are defined (Net Reqts, TCO,
and Ship Plan). Using this example, the data related to the Balance type is ignored. This might have
been added to the data worksheet for summation or visibility purposes only. For more information
about this configuration setting, see "MapTypes" on page 413.

The crosstab worksheet automatically maps values from the crosstab data for the following fields in the
IndependentDemand or ScheduledReceipt table:

l Order.Id
l Order.Type
l Order.Site
l Line
l Part.Name
l Part.Site
l DueDate
l Quantity

You can override the values provided for the Order.Id or Line fields in the AdditionalData section of the
Settings sheet. For more information, see "Version 400 Settings sheets" on page 407.

Settings worksheets for importing data

If the Microsoft Excel file contains a crosstab worksheet, then at least one worksheet in the file must
have a name that begins with Settings (for example, 'Settings' or 'Settings - Site 1'). Settings worksheets
define the configuration settings for the crosstab and tabular data worksheets. The configuration
settings indicate to RapidResponse how to read and load the data from the Microsoft Excel file.
It is recommended that you use a Settings sheet to process only one crosstab worksheet.
If the Microsoft Excel file contains a crosstab worksheet and a tabular worksheet, a Settings worksheet is
required for each type of worksheet. You can use one Settings sheet to process multiple tabular
worksheets.

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In each Settings worksheet you must specify a Version setting, which controls the configuration sections
you can add to the Settings sheet, how data worksheets can be formatted, and whether separate header
and detail records are created. Valid Version settings are shown in the following table.

Version Description RapidResponse

version
100 Generates separate header and detail records for orders. Data worksheets must 8.2.3 and later
contain only three data columns (Site, Part, Type).
For more information, see "Version 100 Settings sheets" on page 428.

200 Automatically generates header records for orders. Requires the header record 9.2 and later
tables to allow records to be automatically created. Data worksheets must contain
only three data columns (Site, Part, Type).
For more information, see "Version 200 Settings sheets" on page 424.

300 Can optionally generate separate header records for orders. Data worksheets can 9.4 and later
contain additional columns. Additional data sections can contain variables and
obtain values from Data worksheet columns or other sections of the Settings
sheet.
For more information, see "Version 300 Settings sheets" on page 415.

400 Uses namespaces to insert records into tables and fields. 11.0 and later
For more information, see "Version 400 Settings sheets" on page 407.

When RapidResponse loads the Microsoft Excel worksheets, the Settings worksheets are read from left
to right.
The sample Microsoft Excel workbook (SampleImportableSpreadsheet.xls), available from your
RapidResponse administrator, includes a Settings worksheet. The Settings worksheet is set to protected
mode to prevent anyone from accidentally changing the settings it holds. Protected mode can be
disabled if you want to make any changes to the Settings worksheet.
If you copy the Settings worksheet, protected mode still applies to the copied worksheet. It is good
practice to enable worksheet protection on any Settings worksheet to avoid inadvertent changes.
After making changes to a Settings worksheet, it is recommended that you apply protection again to the
Settings worksheet.

To remove Microsoft Excel 2003 worksheet protection

l On the Tools menu, point to Protection, and then click Unprotect Sheet.

To remove Microsoft Excel 2007-2016 worksheet protection

l On the Review tab, in the Changes group, click Unprotect Sheet.

To apply Microsoft Excel 2003 worksheet protection

1. On the Tools menu, point to Protection, and then click Protect Sheet.
2. Click OK.

Note: Using a password to protect a worksheet is optional.

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 To apply Microsoft Excel 2007-2016 worksheet protection

1. On the Review tab, in the Changes group, click Protect Sheet.

2. Click OK.

Note: Using a password to protect a worksheet is optional.

For more information about protecting worksheets or other elements in Microsoft Excel, see the
Microsoft Excel Help.

Settings worksheet syntax

Column A in a Settings worksheet specifies the configuration settings. Settings are specified using the
following convention:
SettingName (opens setting configuration section)
Setting information
/SettingName (closes setting configuration section)
The forward slash is used to close the setting specification.
The following illustration shows the settings for specifying site names.

In this example, MapSites is used to define site names in RapidResponse for data from the Ottawa and
New York sites.
Column B (and in some cases columns C, D, and subsequent) are used to provide additional information
about a setting. The following sections describe all the configuration settings that can be used in a
Settings worksheet.

Create a Settings sheet for importing data

You can create a new Settings sheet, or copy one from the sample importable file provided with
RapidResponse. The configuration sections you can include in a Settings worksheet depend on the value
you specify for the Version section.
This section describes creating a Version 400 Settings worksheet. For a description of each section in the
Settings sheet, see "Version 400 Settings sheets" on page 407.
If you want to create a different version, see "Version 300 Settings sheets" on page 415, "Version 200
Settings sheets" on page 424 or "Version 100 Settings sheets" on page 428 for the sections that are valid
in Version 300, Version 200, and Version 100 Settings sheets.

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Copy a Settings worksheet from the sample importable file into the Microsoft Excel file

1. In Microsoft Excel, open both the file you are adding the Settings sheet to and the
SampleImportableSpreadsheet.xls file.
2. Ensure the SampleImportableSpreadsheet.xls file is active.
3. Right-click the Settings worksheet tab, and then click Move or Copy.
4. In the Move or Copy dialog box, in the Workbook list, click the file you exported.
5. In the Before sheet list, click the where you want to insert the Settings worksheet.
6. Select the Create a copy check box, and then click OK.

Create a Settings worksheet

1. Click the Insert Worksheet worksheet tab.

2. Right-click the new worksheet tab, and then click Rename.
3. Type a name that begins with 'Settings', and then press Enter.
4. Add the Settings sections. For more information, see " Settings worksheet syntax" on page 404.

Configure the Settings worksheet

1. In the SheetType section, specify whether the Settings worksheet processes Crosstab or Tabular
worksheets.
2. If you specified Crosstab in step 1, in column B, specify whether the data is imported into the
ScheduledReceipt or IndependentDemand table.
3. In the SheetsToProcess section, specify the Data worksheet this Settings worksheet processes.
4. If you specified Tabular in step 1, in column B, specify the table the worksheet imports data into.
5. If you want to enable the worksheet to delete records before importing, in column C of the
SheetsToProcess section, type the expression that defines the records that can be deleted.
If you specified Tabular in step 1, go to step 14.
6. In the OrderPrefix section, specify the string that will be used in the order number for each
imported record.
7. In the OptionalFlags section, if you want the header records to be generated, in column A, type
'CreateHeaderRecord'.
8. In the ExcelColumns section, in column A, specify the name assigned to each column in the Data
worksheet.
9. If you included the OptionalFlags section, in the AdditionalHeaderData section, do the following:
l In column A, type 'Data', and then in the next row, specify the worksheet these header records
are defined for.
l In column B, in the same row as the Data section is defined, specify the field the additional
data is defined for.
l Specify the value inserted into the field for each worksheet you specified.
l In column A, in the row after the worksheets are defined, type '/Data'.
Repeat this step for each value you want to specify for the header records.
10. In the AdditionalData section, do the following:
l In column A type 'Data', and then in the next row, specify the worksheet these records are
defined for.
l In column B, in the same row as the Data section is defined, specify the field the additional
data is defined for.

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 l Specify the value inserted into the field for each worksheet you specified.
l In column A, in the row after the worksheets are defined, type '/Data'.
Repeat this step for each value you want to specify for the records.
11. In the MapSites section, in column A specify the sites that appear in the Data worksheets, and in
column B specify the RapidResponse sites they map to.
12. In the MapTypes section, in column A specify the order types that appear in the Data worksheets
and in column B specify the RapidResponse types they map to.
13. In column C of the MapTypes section, specify the field you want to provide additional
customization to, and then specify the value inserted into that field for each order type.
Repeat this step for each additional field you want to specify values for.
14. In the Version section, type 400.

Variables and named ranges

In Version 300 and 400 Settings sheets, you can specify values in cells by creating expressions that refer
to named ranges in other worksheets. The values in these named ranges are inserted into the
expression, as shown in the following illustration.

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You can also use named ranges in complex expressions, such as the one shown in "SheetsToProcess" on
page 417.
If you have exported data from a RapidResponse workbook to Microsoft Excel using the importable
format, a worksheet named 'Settings_Variables' is automatically created in the Microsoft Excel file. This
worksheet contains named ranges that define the workbook controls and variables that were used to
define the data that was exported. These variables allow you to customize the data in the Settings sheet
to match the data you exported.

Version 400 Settings sheets

Version 400 Settings sheets and Version 300 sheets are similar, except Version 400 sheets require table
and field names to be namespace qualified. For example, using a Version 300 Settings sheet to import
crosstab data into the ScheduledReceipt table, the SheetsToProcess section would specify
ScheduledReceipt in column B. However, for a Version 400 Settings sheet, the SheetsToProcess section
would specify Mfg::ScheduledReceipt in column B, to indicate the data is for the ScheduledReceipt table
in the Mfg namespace.
To ensure data is read correctly, you must specify the namespace for each field used in the Settings
sheet. If you do not specify the namespace for a field, the values imported for that field are blank. When
you export data from a workbook that specifies how data is imported into scenarios, the namespaces for
fields are included automatically. However, any import files you receive from external sources or that were
created in RapidResponse 2015.3 (or earlier) might not have the namespaces. In this case, you must
modify the import file to ensure all namespaces are specified.
For more information about data sections and settings valid in Version 300 Settings sheets, see "Version
300 Settings sheets" on page 415.
If you have upgraded to RapidResponse 11.0 (or later), it is recommended you update all your Settings
sheets to Version 400, to ensure the data is imported to the correct tables and fields in the correct
namespaces.
The following sections are valid in a Version 400 Settings sheet. You can create these sections in any
order. Each section with ‘Yes’ in the Mandatory column must be included to import data from the
Microsoft Excel file.

Section name Description Mandatory?

SheetType Specifies the type of worksheet (tabular or crosstab) this Settings sheet Yes
processes.
Specifies the table crosstab worksheets provide data for.

SheetsToProcess Specifies the worksheet or worksheets this Settings sheet processes. Yes
Specifies the table tabular worksheets provide data for.
Specifies the set of records that are deleted before importing the data
into RapidResponse.

OrderPrefix Specifies the order number assigned to the records imported using this No
Settings sheet.

OptionalFlags Specifies optional configuration settings. Allows you to specify whether No

header records are created as part of the import process.

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 Section name Description Mandatory?
ExcelColumns Specifies the names of columns in the Data worksheets processed by this No
Settings sheet. These names can be used to configure the data values in
other sections.

AdditionalHeaderData Specifies values to be inserted into the header records created during the No
import process. This section can contain any number of data values.

AdditionalData Specifies values to be inserted into the records created during the import No
process. This section can contain any number of data values.

MapSites Specifies how the site values in the Data worksheets relate to the site Yes
values in RapidResponse.

MapTypes Specifies how the type values in the Data worksheets relate to the order Yes
type values in RapidResponse.
Specifies additional data values that can be inserted into the records,
depending on the order type.

Version Specifies how the Settings sheet is processed during the import process, Yes
and the sections that are valid.

SheetType
The SheetType section specifies the type of the Settings worksheet, which determines the configuration
settings that can be applied to worksheets in the Microsoft Excel file. Settings worksheets can be one of
the following types:

l Crosstab—Contains settings to be applied to worksheets with pivoted data, with records

summarized by date.
l Tabular—Contains settings to be applied to worksheets with data in columns, with one record per
row.

If the Settings sheet type is Crosstab, the RapidResponse namespace and table—either
ScheduledReceipt or IndependentDemand—that the worksheets specified in the SheetsToProcess
section provide data for must be specified in column B. Each Settings sheet can specify data values for
only one table. If the Excel file contains worksheets with data for multiple tables, you must create a
separate Settings sheet for each table.

In this example, Crosstab worksheets specified by this Settings sheet supply data for the
Mfg::ScheduledReceipt table.
Tabular worksheets require a Settings sheet only if the Microsoft Excel file contains crosstab worksheets
or if a template is used to arrange the tabular data in worksheets. Only the SheetType, SheetsToProcess,
and Version sections of a Tabular Settings sheet are processed during the data import. All tabular

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worksheets must contain columns that match the RapidResponse field names, as described in
"Importing data in tabular worksheet format" on page 398.

SheetsToProcess
The SheetsToProcess section specifies the Microsoft Excel worksheets that are to be read when
RapidResponse loads data. Worksheets specified in this section require the settings in the Settings
sheet.
You can specify multiple worksheets in this section. For tabular worksheets, you can use one Settings
sheet for all of the tabular worksheet. For crosstab worksheets, each worksheet must have the same
columns, and you must define the settings required for each worksheet. It is recommended you use one
Settings worksheet for each crosstab worksheet.
In column B of this section, you can specify the table the worksheet supplies data for. This value is
required only for tabular worksheets.
In column C of this section, you can specify a deletion scope for the worksheet. This is a RapidResponse
query expression that defines the records that will be deleted from the scenario when the data is
updated. You can use this to ensure the records defined in the Data worksheet are always the most
current. If you do not define a deletion scope, records are not deleted.

In this example, the Sheet1 worksheet is processed using the settings in the Settings sheet. The deletion
scope for this worksheet includes all the records for the part and site combination in the date range
specified.
When you create the deletion scope, you can use any combination of variables, column values, and text.
You can also include values from other worksheets by referring to a named range, as shown in the
following illustration.

For more information about using named ranges in expressions, see "Create a Settings sheet for
importing data" on page 404.
This example uses a named range from the Settings_Variables worksheet, which includes ranges named
DeletionScope and WhereClause. These ranges can be used to delete older records in the Data
worksheet.
In some cases, the DeletionScope and WhereClause named ranges might delete more records
than intended. For example, if the DeletionScope refers to the All Sites site filter, if you have access to
three sites and export data for those three sites but set the DeletionScope to use All Sites. If another
user with access to eight sites imports that data, the All Sites filter in the DeletionScope deletes the

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 records from all eight of that user’s sites, but imports data for only the three sites available to them. If
you use the DeletionScope or WhereClause to delete records, you should export data using either
a specific site or a site filter with a limited set of sites defined in it. For more information about site filters,
see the RapidResponse Resource Authoring Guide.

OptionalFlags
The OptionalFlags configuration setting specifies settings that are not mandatory.The
CreateHeaderRecord setting can be specified in this section, which is shown in the following illustration.

The CreateHeaderRecord setting specifies that header records are created as part of the import process.
You must use this setting if header records are not automatically created. With this flag specified, you
can include an AdditionalHeaderData section to specify additional information for the header records.
The data used to create the header records is taken from the SheetType and AdditionalHeaderData
sections. The table specified in the SheetType section determines whether a demand order or supply
order is created. The data specified in the AdditionalHeaderData section determines values for other
fields in the new header record.

ExcelColumns
The ExcelColumns section defines the columns in the Data worksheet this Settings sheet processes. The
columns must be listed in the order they appear in the Data worksheet. You can use these columns in
other settings sections.
In this section, a Site column must be first, a Part column must be second, and an Order Type column
must be last. The columns between the Part and Type columns are the custom columns you add to the
Data worksheet.
An example of an ExcelColumns section is shown in the following illustration.

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In this example, the Data worksheet contains columns named SiteName, PartName, SupplierId, and
OrderType. These columns match the order of columns required for the Data worksheet, because
SiteName is a Site column, PartName is a Part column, and OrderType is a Type column.
These columns can be used in other settings sections by putting the column name in angle brackets (<
>). For example, the SupplierId column can be included in another section by including
'<SupplierId>' in that section.

AdditionalHeaderData
If your Settings sheet includes the OptionalFlags section, the AdditionalHeaderData configuration
setting can be included. The data specified in this section is used in creating the header records for the
IndependentDemand or ScheduledReceipt records imported from the data worksheets.

In this example, orders in all worksheets processed by this Settings sheet have an Order.Pool.Value
value of Unpooled , an Order.Id value equal to that order’s values in the SupplierId and PartName
columns, and an Order.Supplier.Id value equal to that order's value in the SupplierId column. When the
data is imported, these fields are populated with the specified values.
The values added to the Order.Supplier.Id fields in this example might insert a new record in the
Supplier table. If the Supplier table allows records to be automatically created, the other key values for
the record are inserted automatically using the table’s specified default values. If the Supplier table does
not allow records to be automatically created, you must specify Data sections for each of the table’s key
fields. For complete information about key fields for tables, see the RapidResponse Analytic and Data Model
Guide.
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.

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 The fields you specify in this section should be namespace-qualified to ensure the data is loaded into the
correct locations. However, if you are overriding the order number in the Id field, you must specify the
field without the namespace. Otherwise a column with the namespace qualification is added to the
import data, in addition to the column without the namespace. In this case, because the columns are
both considered valid, the column used to identify the records cannot be predicted, which can produce
unexpected results.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

AdditionalData
The AdditionalData configuration setting specifies information to add to the records imported into
RapidResponse when loading the Microsoft Excel data. Data can be added to all worksheets that data is
imported from, or you can specify which worksheets data is added to. This section can be used to add
data that is required to import records into RapidResponse, but is not included in the Excel crosstab
worksheets, or to override values from the crosstab worksheet.
The data values specified in this section might insert records into other tables. Depending on the
settings specified for the tables, the data values required to insert those records can be automatically
created.

In this example, the Routing value ACKIT-01 is added to the all orders imported from the Data
worksheet. The OrderPriority and SavedPriority values for each order in all worksheets are set to Med.
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
The fields you specify in this section should be namespace-qualified to ensure the data is loaded into the
correct locations. However, if you are overriding the order number in the Order.Id field or the line

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number in the Line field, you must specify the field without the namespace. Otherwise a column with the
namespace qualification is added to the import data, in addition to the column without the namespace.
In this case, because the columns are both considered valid, the column used to identify the records
cannot be predicted, which can produce unexpected results.
For other columns included in the crosstab data, if you add a segment to the AdditionalData section with
the same names, an additional column is added to the import data, which can also produce unexpected
results because the column used to provide the data to import cannot be predicted. You should ensure
the AdditionalData section contains only fields that are not provided by the crosstab, or that override
the Order.Id or Line values.
For reference fields, you can also include the key field names in the reference. For example,
OrderPriority.Value or Part.Type.Value. This ensures the value is mapped correctly, and avoids
ambiguity if the referenced table has multiple key fields.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

MapSites
The MapSites configuration setting specifies how site or location names in the data worksheets are
mapped to the RapidResponse database. At least one site must be defined in this section.
The following example shows a MapSites section.

Using this example, the Americomp site (Column A) in the data are mapped to the Americomp site
(Column B) in the RapidResponse database.

MapTypes
The MapTypes configuration setting specifies how data category names in the data worksheets are
mapped to the RapidResponse database. The data category names in Column A are mapped to the
category names in Column B.
The following example shows a MapTypes section.

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 Using this example, the data categories in Column A (Ship Plan, TCO, and Net Reqts) are used as row
labels in the Data worksheets. For an example, see "Importing data in crosstab worksheet format" on
page 400. The data categories in Column B (Blanket, PO, and WO) correspond to the values in Column A
and are the type values used in the control table records when imported into the RapidResponse
database.
Column B must include the heading Type as shown in the example.
As discussed in the AdditionalData section, you can use a Settings worksheet to add data to the records
imported from the Microsoft Excel data. You can also override the additional data you are adding using
the MapTypes configuration setting. To add overrides, you need to add information to the right (Column
C, D, and so on) of the MapTypes configuration settings.
Data specified in the MapTypes section insert the value only for one Type value. You can define different
values for each Type. If you specify values for a column in both the AdditionalData or
AdditionalHeaderData and MapTypes sections, the value in the MapTypes section overrides the
AdditionalData or AdditionalHeaderData section.
As with the AdditionalData section, the data values specified in the MapTypes section might insert
records into other tables. Depending on the settings specified for the tables, the data values required to
insert those records can be automatically created.
The following example shows a MapTypes overrides section (columns C, D, and so on).

The Routing.Id heading corresponds to the AdditionalData label and the Supplier.Id and Id headings
correspond to the AdditionalHeaderData labels described in the previous examples. For the PO Type
value, the Routing.Id value is Citycruiser, the Supplier.Id value is a the default defined in the
AdditionalHeaderData section, and the Order.Id value is set to My new Order Id. For the Blanket Type
value, the Routing.Id value is the default defined in the AdditionalData section, and the Supplier.Id
value is set to Cartons. For the WO Type value, all values are set to the defaults from the AdditionalData
and AdditionalHeaderData sections.
For columns that are not included in the AdditionalData or AdditionalHeaderData sections, the
<default> setting inserts the default value for that table.

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Version
The Version configuration setting is used by your RapidResponse system and should never be modified.
If this section is missing, RapidResponse cannot load data from the Microsoft Excel file.

In this example, the Settings worksheet is Version 400, which is compatible with RapidResponse 11.0 and
later.

Version 300 Settings sheets

Version 300 Settings sheets are compatible with RapidResponse 9.4 and later. These Settings sheets
allow you to customize many aspects of the data being imported. You can use values from the Data
worksheets to map values into RapidResponse, or use variables to define values for a specific customer
or supplier.
If you are using a Version 300 Settings sheet, the Data worksheets can contain columns in addition to
the Site, Part, and Type columns that are required. For example, you can include supplier or customer
information in the Data worksheets.
Version 300 Settings sheets can also use the following variables to customize the data values inserted
into the data being imported. These variables are not shown in the Settings_Variables worksheet.

Variable Description
<default> The value for a field specified in the AdditionalData or AdditionalHeaderData sections. This is
typically used in the MapTypes section to indicate the value is not overridden.

<BucketDate> The date associated with the data value being processed.

<OrderPrefix> The value specified in the OrderPrefix section.

<SheetName> The name of the Data worksheet.

The following sections are valid in a Version 300 Settings sheet. You can create these sections in any
order. Each section with ‘Yes’ in the Mandatory column must be included to import data from the
Microsoft Excel file.

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 Section name Description Mandatory?
SheetType Specifies the type of worksheet (tabular or crosstab) this Settings sheet Yes
processes.
Specifies the table crosstab worksheets provide data for.

SheetsToProcess Specifies the worksheet or worksheets this Settings sheet processes. Yes
Specifies the table tabular worksheets provide data for.
Specifies the set of records that are deleted before importing the data
into RapidResponse.

OrderPrefix Specifies the order number assigned to the records imported using this No
Settings sheet.

OptionalFlags Specifies optional configuration settings. Allows you to specify whether No

header records are created as part of the import process.

ExcelColumns Specifies the names of columns in the Data worksheets processed by this Yes
Settings sheet. These names can be used to configure the data values in
other sections.

AdditionalHeaderData Specifies values to be inserted into the header records created during the No
import process. This section can contain any number of data values.

AdditionalData Specifies values to be inserted into the records created during the import Yes
process. This section can contain any number of data values.

MapSites Specifies how the site values in the Data worksheets relate to the site Yes
values in RapidResponse.

MapTypes Specifies how the type values in the Data worksheets relate to the order Yes
type values in RapidResponse.
Specifies additional data values that can be inserted into the records,
depending on the order type.

Version Specifies how the Settings sheet is processed during the import process, Yes
and the sections that are valid.

SheetType
The SheetType section specifies the type of the Settings worksheet, which determines the configuration
settings that can be applied to worksheets in the Microsoft Excel file. Settings worksheets can be one of
the following types:

l Crosstab—Contains settings to be applied to worksheets with pivoted data, with records

summarized by date.
l Tabular—Contains settings to be applied to worksheets with data in columns, with one record per
row.

If the Settings sheet type is Crosstab, the RapidResponse table—either ScheduledReceipt or

IndependentDemand—that the worksheets specified in the SheetsToProcess section provide data for
must be specified in column B. Each Settings sheet can specify data values for only one table. If the Excel
file contains worksheets with data for multiple tables, you must create a separate Settings sheet for each
table.

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In this example, Crosstab worksheets specified by this Settings sheet supply data for the
ScheduledReceipt table.
Tabular worksheets require a Settings sheet only if the Microsoft Excel file contains crosstab worksheets
or if a template is used to arrange the tabular data in worksheets. Only the SheetType, SheetsToProcess,
and Version sections of a Tabular Settings sheet are processed during the data import. All tabular
worksheets must contain columns that match the RapidResponse field names, as described in
"Importing data in tabular worksheet format" on page 398.

SheetsToProcess
The SheetsToProcess section specifies the Microsoft Excel worksheets that are to be read when
RapidResponse loads data. Worksheets specified in this section require the settings in the Settings
sheet.
You can specify multiple worksheets in this section. For tabular worksheets, you can use one Settings
sheet for all of the tabular worksheet. For crosstab worksheets, each worksheet must have the same
columns, and you must define the settings required for each worksheet. It is recommended you use one
Settings worksheet for each crosstab worksheet.
In column B of this section, you can specify the table the worksheet supplies data for. This value is
optional for crosstab worksheets, but is required for tabular worksheets. If the value is blank for a
crosstab worksheet, the table specified in the SheetType section is used. If a table is specified in this
section and the table is different from the one specified in the SheetType section, importing data from
this file results in an error.
In column C of this section, you can specify a deletion scope for the worksheet. This is a RapidResponse
query expression that defines the records that will be deleted from the scenario when the data is
updated. You can use this to ensure the records defined in the Data worksheet are always the most
current. If you do not define a deletion scope, records are not deleted.

In this example, the Sheet_ExtraFields worksheet is processed using the settings in the Settings sheet.
The records in this worksheet are imported into the ScheduledReceipt table. The deletion scope for this
worksheet includes all the records in the date range specified.
When you create the deletion scope, you can use any combination of variables, column values, and text.
In this example, the RapidResponse date values d'1/15/2009' and d'2/26/2009' are variables,

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 which are inserted into this expression by referring to a named range in another worksheet, as shown in
the following illustration.

In this example, BucketRangeStart_ScheduledReceipts and BucketRangeEnd_

ScheduledReceipts are named ranges in the Settings_Variables worksheet. The query expression is
created by concatenating the named ranges and the comparisons that will be made when the data is
imported into RapidResponse. For more information about using named ranges in expressions, see
"Create a Settings sheet for importing data" on page 404.
The Settings_Variables worksheet also includes ranges named DeletionScope and WhereClause,
which can be used to delete all records in the Data worksheet. The DeletionScope named range
cannot be used to delete records in crosstab worksheets, worksheets with grouped data, or worksheets
that have searches applied. For these worksheets, you must use the WhereClause named range
instead. You can use these ranges instead of creating a deletion scope if you do not want to leave any of
the older records in RapidResponse.
In some cases, the DeletionScope and WhereClause named ranges might delete more records
than intended. For example, if the DeletionScope refers to the All Sites site filter, if you have access to
three sites and export data for those three sites but set the DeletionScope to use All Sites. If another
user with access to eight sites imports that data, the All Sites filter in the DeletionScope deletes the
records from all eight of that user’s sites, but imports data for only the three sites available to them. If
you use the DeletionScope or WhereClause to delete records, you should export data using either
a specific site or a site filter with a limited set of sites defined in it. For more information about site filters,
see the RapidResponse Resource Authoring Guide.

OrderPrefix
The OrderPrefix configuration setting specifies the beginning of the Order.Id value for every order
created by the crosstab worksheet. The full Order.Id value is the OrderPrefix setting and the worksheet
name, separated by a hyphen. For example, OrderPrefix-SheetName.
The following example shows an OrderPrefix section.

In this example, every order created when importing the data is given an Order.Id value that begins with
SupA. In this example, the orders created from Sheet_ExtraFields will have SupA-Sheet_ExtraFields as
their ID.
Each order record also has a Line value, which is determined using the part and date values in the
crosstab worksheet, in the format Date_Part. In this example, an order created from worksheet Sheet_
ExtraFields for the Racer part due on June 12, 2008 will be order SupA-Sheet_ExtraFields, line

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20080612_Racer. The Line value can be overridden by specifying a value in the AdditionalData or
MapTypes sections.
If the Settings sheet does not include this section, the Order.Id values created during the import use the
user ID of the user importing the data and the name of the Microsoft Excel file, separated by a hyphen.
For example, UserId-FileName. The Order.Id value can be overridden by specifying a value in the
AdditionalData or MapTypes sections.

OptionalFlags
The OptionalFlags configuration setting specifies settings that are not mandatory. In RapidResponse 9.4,
only the CreateHeaderRecord setting can be specified in this section, which is shown in the following
illustration.

The CreateHeaderRecord setting specifies that header records are created as part of the import process.
You must use this setting if header records are not automatically created. With this flag specified, you can
include an AdditionalHeaderData section to specify additional information for the header records.
The data used to create the header records is taken from the SheetType, OrderPrefix, and
AdditionalHeaderData sections. The table specified in the SheetType section determines whether a
demand order or supply order is created. The value specified in the OrderPrefix section determines the
order ID assigned to the new record. The data specified in the AdditionalHeaderData section determines
values for other fields in the new header record.

ExcelColumns
The ExcelColumns section defines the columns in the Data worksheet this Settings sheet processes. The
columns must be listed in the order they appear in the Data worksheet. You can use these columns in
other settings sections.
In this section, a Site column must be first, a Part column must be second, and an Order Type column
must be last. The columns between the Part and Type columns are the custom columns you add to the
Data worksheet.
An example of an ExcelColumns section is shown in the following illustration.

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 In this example, the Data worksheet contains columns named Plant, SKU, Warehouse, MyCustomField,
and OrderType. These columns match the order of columns required for the Data worksheet, because
Plant is a Site column, SKU is a Part column, and OrderType is a Type column.
These columns can be used in other settings sections by putting the column name in angle brackets (<
>). For example, the Plant column can be included in another section by including '<Plant>' in that
section.

AdditionalHeaderData
If your Settings sheet includes the OptionalFlags section, the AdditionalHeaderData configuration
setting can be included. The data specified in this section is used in creating the header records for the
IndependentDemand or ScheduledReceipt records imported from the data worksheets.

In this example, each order in the Sheet_ExtraFields worksheet has an Order.Supplier.Id value of
SupCorp-A. Orders in all worksheets processed by this Settings sheet have an Order.Pool.Value value of

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Unpooled and an Order.Id value equal to that order’s value in the MyCustomField column. When the
data is imported, these fields are populated with the specified values.
The values added to the Order.Supplier.Id fields in this example might insert a new record in the
Supplier table. If the Supplier table allows records to be automatically created, the other key values for
the record are inserted automatically using the table’s specified default values. If the Supplier table does
not allow records to be automatically created, you must specify Data sections for each of the table’s key
fields. For complete information about key fields for tables, see the RapidResponse Analytic and Data
Model Guide.
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

AdditionalData
The AdditionalData configuration setting specifies information to add to the records imported into
RapidResponse when loading the Microsoft Excel data. Data can be added to all worksheets that data is
imported from, or you can specify which worksheets data is added to. This section can be used to add
data that is required to import records into RapidResponse, but is not included in the Excel crosstab
worksheets.
The data values specified in this section might insert records into other tables. Depending on the
settings specified for the tables, the data values required to insert those records can be automatically
created.

In this example, the Routing value EastAsia is added to the all orders imported from the Data worksheet.
The Line value for each order in the Sheet_ExtraFields worksheet is constructed by concatenating the
bucket date (taken from the Data worksheet) and the value in the SKU column.
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data

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Version 300 Settings sheets
 worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

MapSites
The MapSites configuration setting specifies how site or location names in the data worksheets are
mapped to the RapidResponse database. At least one site must be defined in this section.
The following example shows a MapSites section.

Using this example, the Boston and Detroit sites (Column A) in the data are mapped to the Ottawa and
Detroit sites (Column B) in the RapidResponse database.

MapTypes
The MapTypes configuration setting specifies how data category names in the data worksheets are
mapped to the RapidResponse database. The data category names in Column A are mapped to the
category names in Column B.
The following example shows a MapTypes section.

Using this example, the data categories in Column A (Ship Plan, TCO, and Net Reqts) are used as row
labels in the Data worksheets. For an example, see "Importing data in crosstab worksheet format" on
page 400. The data categories in Column B (Commitments, SpecialCommitments, and NetRequirements)
correspond to the values in Column A and are the type values used in the control table records when
imported into the RapidResponse database.
Column B must include the heading Type as shown in the example.

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As discussed in the AdditionalData section, you can use a Settings worksheet to add data to the records
imported from the Microsoft Excel data. You can also override the additional data you are adding using
the MapTypes configuration setting. To add overrides, you need to add information to the right (Column
C, D, and so on) of the Map Types configuration settings.
Data specified in the MapTypes section insert the value only for one Type value. You can define different
values for each Type. If you specify values for a column in both the AdditionalData or
AdditionalHeaderData and MapTypes sections, the value in the MapTypes section overrides the
AdditionalData or AdditionalHeaderData section.
As with the AdditionalData section, the data values specified in the MapTypes section might insert
records into other tables. Depending on the settings specified for the tables, the data values required to
insert those records can be automatically created.
The following example shows a MapTypes overrides section (columns C, D, and so on).

The Routing and Line headings correspond to the AdditionalData labels described in the previous
examples. For the SpecialCommitments Type value, the Routing value is SouthAsia and the Line value is
a the default defined in the AdditionalData section. For the Commitments Type value, the Routing value
is the default defined in the AdditionalData section, and the Line value is a combination of the value in
the Warehouse column and the bucket date.
For columns that are not included in the AdditionalData or AdditionalHeaderData sections, the
<default> setting inserts the default value for that table.

Version
The Version configuration setting is used by your RapidResponse system and should never be modified.
If this section is missing, RapidResponse cannot load data from the Microsoft Excel file.

In this example, the Settings worksheet is Version 300, which is compatible with RapidResponse 9.4 and
later.

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Version 300 Settings sheets
 Version 200 Settings sheets
Version 200 Settings sheets are compatible with RapidResponse 9.2 and later.
This section discusses the sections that can be included in a Version 200 Settings sheet.

SheetType
The SheetType section specifies the type of the Settings worksheet, which determines the configuration
settings that can be applied to worksheets in the Excel file. Settings worksheets can be one of the
following types:

l Crosstab—Contains settings to be applied to worksheets with pivoted data, with records typically
summarized by date.
l Tabular—Contains settings to be applied to worksheets with data in columns, with one record per
row.

If the Settings sheet type is Crosstab, the RapidResponse table—either ScheduledReceipt or

IndependentDemand—that the worksheets specified in the SheetsToProcess section provide data for
must be specified in column B. Each Settings sheet can specify only one table. If the Excel file contains
worksheets with data for multiple tables, each table must be specified in a separate Settings sheet.

In this example, Crosstab worksheets specified by this Settings sheet supply data for the
ScheduledReceipt table.
Tabular worksheets require a Settings sheet only if the Microsoft Excel file contains crosstab
worksheets. Only the SheetsToProcess section of a Tabular Settings sheet is processed during the data
import. All tabular worksheets must contain columns that match the RapidResponse field names, as
described in "Importing data in tabular worksheet format" on page 398.

SheetsToProcess
The SheetsToProcess section specifies the Microsoft Excel worksheets that are to be read when
RapidResponse loads data. Worksheets specified in this section require the settings in the Settings
sheet.

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In this example, the Sheet1, Sheet2, and Sheet3 worksheets are processed using the settings defined in
the Settings sheet.
If every worksheet in the Excel file is to be processed, you can use the <all sheets> setting instead of
specifying every worksheet.

AdditionalData
The AdditionalData configuration setting specifies information to add to the tab-delimited text files
generated by your RapidResponse system when loading the Microsoft Excel data. Data can be added to
all worksheets that data is imported from, or you can specify which worksheets data is added to. This
section can be used to add data that is required to import records into RapidResponse, but is not
included in the Excel crosstab worksheets.
The data values specified in this section might insert records into other tables. Depending on the
settings specified for the tables, the data values required to insert those records can be automatically
created. For more information, contact your RapidResponse administrator.

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Version 200 Settings sheets
 The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets but can be overridden with a
specific data worksheet name. If the <all sheets> syntax is not used then any unspecified sheet has a
blank added as a value.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.
In this example, ALLIED is added to the Order.Supplier.Id field for every line in the data file generated
from every data worksheet in the Microsoft Excel workbook excluding the worksheet named Sheet1.
Data generated from the Sheet1 worksheet has BBEARING added to it.
The values added to the Order.Supplier.Id fields in this example might insert a new record in the
Supplier table. If the Supplier table allows records to be automatically created, the other key values for
the record are inserted automatically using the table’s specified default values. If the Supplier table does
not allow records to be automatically created, you must specify Data sections for each of the table’s key
fields. For complete information about key fields for tables, see the RapidResponse Analytic and Data Model
Guide.
In the previous example, the field that the data is supplied for is added to Column B at the beginning of
the Data section. In addition to specifying the RapidResponse field that the specified values are inserted
into, this allows you to further override what is added to the generated data file. For more information,
see "MapTypes" on page 427.

OrderPrefix
The OrderPrefix configuration setting specifies the beginning of the Order.Id value for every order
created by the crosstab worksheet. The full Order.Id value is the OrderPrefix setting and the worksheet
name, separated by a hyphen. For example, OrderPrefix-SheetName.
The following example shows an OrderPrefix section.

In this example, every order created when importing the data is given an Order.Id value that begins with
SupA. In this example, the orders created from Sheet1 will have SupA-Sheet1 as their ID.
Each order record also has a Line value, which is determined using the part and date values in the
crosstab worksheet, in the format Date_Part. In this example, an order created from worksheet Sheet1
for the Racer part due on June 12, 2008 will be order SupA-Sheet1, line 20080612_Racer.
If the Settings sheet does not include this section, the Order.Id values created during the import use the
user ID of the user importing the data and the name of the Microsoft Excel file, separated by a hyphen.
For example, UserId-FileName.

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MapSites
The MapSites configuration setting specifies how site or location names in the data worksheets are
mapped to the RapidResponse database. At least one site must be defined in this section.
The following example shows a MapSites section.

Using this example, the OTT and NY sites (Column A) in the data are mapped to the Ottawa and New
York sites (Column B) in the RapidResponse database.

MapTypes
The MapTypes configuration setting specifies how data category names in the data worksheets are
mapped to the RapidResponse database. The data category names in Column A are mapped to the
category names in Column B.
The following example shows a MapTypes section.

Using this example, the data categories in Column A (Ship Plan, TCO, and Net Reqts) are used as row
labels in the Data worksheets. For an example, see "Importing data in crosstab worksheet format" on
page 400. The data categories in Column B (Blanket, PO, and WO) correspond to the Column A values
and are the type values used in the control table records when imported into the RapidResponse
database.
Column B must include the heading Type as shown in the example.
As discussed in the AdditionalData section, you can use a Settings worksheet to add data when loading
the Microsoft Excel data. You can also override the additional data you are adding using the MapTypes
configuration setting. To add overrides, you need to add information to the right (Column C, D, and so
on) of the Map Types configuration settings.

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Version 200 Settings sheets
 As with the AdditionalData section, the data values specified in the MapTypes section might insert
records into other tables. Depending on the settings specified for the tables, the data values required to
insert those records can be automatically created.
The Routing.Id and Order.Supplier.Id headings correspond to the AdditionalData labels noted in the
previous examples. The column headings must be the same as those used in the other configuration
settings. For example, the corresponding AdditionalData is as follows and includes the Order.Supplier.Id
setting.

In this example, instead of ALLIED or BBEARING being added to every line in the data file, CARTONS is
added to lines where Type is set to Ship Plan (Blanket). The example also shows the override value of
<default>. This setting indicates not to override with a different value.

Version
The Version configuration setting is used by your RapidResponse system and should never be modified.
If this section is missing, RapidResponse cannot load data from the Microsoft Excel file.

In this example, the Settings worksheet is Version 200, which is compatible with RapidResponse 9.2 and
later.

Version 100 Settings sheets

The following sections were required for Version 100 Settings sheets, which are compatible with
RapidResponse 8.2.3 through 9.1. The configurations in this section were used to create the structure
required to import data from tab-delimited text files. Because RapidResponse 9.2 and later imports data
directly from the Microsoft Excel file, these configurations are no longer required.
Microsoft Excel files with these Settings sheets are supported by RapidResponse 9.2 and later, but
should be updated to Version 300 or 400, using the syntax described in "Version 300 Settings sheets" on
page 415 and "Version 400 Settings sheets" on page 407. Microsoft Excel files cannot contain Settings
sheets with different Version settings.

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Version 100 settings sheets must include MapTypes, MapSites, and Version sections. These sections are
identical to those for Version 200 sheets. For more information, see "Version 200 Settings sheets" on
page 424.

AdditionalHeaderData
The AdditionalHeaderData configuration setting specifies information to add to the tab-delimited text
files generated by your RapidResponse system when loading the Microsoft Excel data.
During a data load, RapidResponse generates two tab-delimited text files from the Microsoft Excel
workbook. One file contains data header information and the other contains the actual data. This setting
adds more data to the header file.
Data can be added to all worksheets that generate header information, or you can specify which
worksheets to add data to.
The following example shows an AdditionalHeaderData section.

In this example, SupCorpA-1 is added to every line in the data header file generated from every data
worksheet in the Microsoft Excel workbook excluding the worksheet named Sheet1. Data header
information generated from the Sheet1 worksheet has SupCorpA-2 added to it.
The information in column A between Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets but can be overridden with a
specific data worksheet name. If the <all sheets> syntax is not used then any unspecified sheet has a
blank added as a value.
In the previous example, the Supplier label is added to Column B in Row 2. This is optional. By adding a
label, you can further override what is added to the generated data header file. For more information,
see "MapTypes" on page 427.

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Version 100 Settings sheets
 You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax as shown in the following illustration.

AdditionalDetailData
The AdditionalDetailData configuration setting specifies information to add to the tab-delimited text
files generated by your RapidResponse system when loading the Microsoft Excel data.
During a data load, RapidResponse generates two tab-delimited text files from the Microsoft Excel
workbook. One file contains data header information and the other contains the actual data. This
setting adds information to the actual data file.
Data can be added to all worksheets that generate data or you can specify which worksheets to add
data to.
The following example shows an AdditionalDetailData section.

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In this example, East Asia is added to every line in the data file generated from every data worksheet in
the Microsoft Excel workbook excluding the worksheets named Sheet2 and Sheet3. Data generated from
the Sheet2 worksheet has Mexico added to it and data generated from the Sheet3 worksheet has USA
added to it.
The information in column A between Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets but can be overridden with a
specific data worksheet name. If the <all sheets> syntax is not used then any unspecified sheet has a
blank added as a value.
In the previous example, a Routing label is added to Column B in Row 2. This is optional. By adding a
label, you can further override what is added to the generated data file. For more information, see
"MapTypes" on page 427.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

OutputFileNaming
The OutputFileNaming configuration setting specifies the names of the tab-delimited text files that the
RapidResponse generates when loading the Microsoft Excel data.
During a data load, RapidResponse creates two tab-delimited text files from the Microsoft Excel
workbook. One file contains data header information and the other contains the actual data.
The data header file name is specified in Column B and the data file name is specified in Column C.
Column D contains the name of the company publishing the data to the RapidResponse subscriber. This
name is concatenated (using an underscore character) with the items in columns B and C to form the
tab-delimited text file names. The following example shows an OutputFileNaming section.

Using this example, the two data files created are POHeader_CMCorp1.tab and PO_CMCorp1.tab.

WorksheetsIgnore
The WorksheetsIgnore configuration setting specifies the Microsoft Excel worksheets that are to be
ignored when RapidResponse loads data. Worksheets specified in this section can be used to store
notes or other information not required by RapidResponse. Although this is an optional configuration
setting it still must be present in a Settings worksheet.
In the following example, the RapidResponse data load ignores the Notes and Contacts worksheets
during a data load.
WorksheetsIgnore
Notes

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Version 100 Settings sheets
 Contacts
/WorksheetsIgnore

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Part 5: Communication and decision
making
l "Communicating using Message Center" on page 435
l "Simulating business changes" on page 457
l "Managing scenarios" on page 477
l "Create a scenario with a perspective applied" on page 493
l "Tracking responsibility" on page 497
l "Collaborating to solve business challenges" on page 507
l "Running business processes" on page 537
l "Extensions and add-in applications" on page 549
CHAPTER 31: Communicating using
Message Center

Summary of Message Center icons 437

Read a message 438
Contact a message’s sender 438
Mark a message as unread 439
Print a message 439
Send a message from a contact card 439
Send a resource link 440
Send a resource link with a report attached 445
Copy and paste a resource link 446
Open a resource link 446
Open or save an attachment 447
Sort the message list 448
Search the message list 448
Delete messages 449
Message Center and email 449
Messages from collaborations 450

All communications from RapidResponse and other RapidResponse users are displayed in Message
Center. In Message Center, you might receive multiple types of messages depending on your
RapidResponse permissions and responsibilities. For example, you might receive an alert notification
when one of your alert conditions is met. From the alert notification you can view and correct problems
with the affected data. Other notifications that you might receive can include:

l Notification messages, including links to predefined views of resources.

l Urgent notifications from your RapidResponse administrator.
l Scheduled task notifications.
l Scenario messages.
l Error messages or messages about missing resources.
l Messages identifying collaboration comments or posts you are mentioned in.

You can choose to have messages received in Message Center sent to your email address. For more
information, see "Message Center and email" on page 449.
Messages can also be displayed in a message widget on a dashboard. Message widgets are a simplified
version of Message Center. From a message widget, you can read messages, send messages to your
email, and open the full Message Center page if you have the permission to Message Center.

RapidResponse User Guide 435

 Messages are retrieved every five minutes, or whenever you refresh the Message Center window. When
messages arrive in Message Center, the You have new RapidResponse messages button appears
on the RapidResponse status bar. You can click this button to open Message Center. Close Message
Center at any time. To reopen Message Center, click Message Center on the Go menu.
RapidResponse Message Center is shown in the following illustration:

Message Center consists of a toolbar, message list, and reading pane. Unread messages are displayed in
a bold font. The following table describes each column of the message list.

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 Column Description
Message Shows an icon corresponding to the type of message. For a complete list of message type icons, see
type "Summary of Message Center icons" on page 437.
Attachment Shows if a message has a file attachment.
From Shows who the message is from. Alert messages are sent from the alert owner. Collaborative scenario
messages are sent from the collaboration team member who made the change. System messages are
sent from RapidResponse.
Subject Shows what the message is about.
Item type Shows an icon corresponding to the type of resource the message is about. For a list of resource type
icons, see "Summary of Message Center icons" on page 437.
Item Shows what specific resource the message is about. For alert messages, the item is the name of the
alert. For collaborative scenario messages, the item is the scenario.
Received Shows when the message was sent.

For more information about Message Center, see "Read a message" on page 438 or "Message Center
and email" on page 449.

Summary of Message Center icons

The Message Center message list contains three graphical columns, which contain icons indicating the
message type, the presence of attachments, and the type of resource the message is about. The
graphical columns do not have column headers.
Each message received has an icon, which identifies the type of message. These icons appear in the
Message Type graphical column. The message types are shown in the following table.

Icon Message type

Urgent notification: Your RapidResponse administrator has sent a message. Typically, it is about
RapidResponse maintenance that might impact you.
Alert notification: An alert’s condition was met.

Approval: Somebody added an Accept response to a scenario you own.

Rejection: Somebody added a Reject response to a scenario you own.

Commit: Somebody committed a child scenario into a scenario you own.

Modify: Somebody modified data in a scenario you own.

Give: Somebody gave you a resource or a scenario.

Share: Somebody shared a scenario with you.

Error: An error occurred, such as an automation task failing to run because a resource or scenario is missing.

Notification: This is the default message type. It is used when the other types do not apply.

Messages with file attachments have the attachment icon displayed in the Attachment graphical
column.

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Summary of Message Center icons
 Messages related to a specific resource or scenario often have an icon displayed in the Item graphical
column. Shared and private items use the same icons.

Icon Resource type

Scenario

Alert

Scheduled task

Automation chain

Script

Process

Task Flow

Workbook

Dashboard

Widget

Scorecard (regular or live lens)

Filter

Hierarchy

Read a message
l In the Message Center message list, click the message you want to read.
The message is shown in the reading pane.

Tip: You can copy the selected message’s text by clicking Copy on the Edit menu, or by clicking
Copy on the toolbar.

Contact a message’s sender

If you would like to get in contact with someone who has sent you a message, you can obtain their
contact information. You cannot reply to a message through Message Center.

l In the Message Center message list, move the pointer over a sender’s name.
The contact information is displayed in a tooltip.

Note: If the other person has not entered any contact information, the tooltip might not
contain the information you need. For more information, see "View another person's contact
information" on page 455.

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 Mark a message as unread
New messages appear in bold in your message list in Message Center. Once a message is displayed in the
Message Center reading pane or viewed from the Start page, it is marked as read, and it is no longer
shown in bold in your message list.
If you do not have time to read the message or respond to the message, you can mark it as unread so
that it will appear in bold again. This can help you remember to look at the message again when you
have time.

1. In the Message Center message list, click a message you have already read.
2. On the Actions menu, click Mark as Unread.

Print a message
You can print the content of any message in the message list. When a message is printed, the contents of
the reading pane are printed as they appear. If the message has an attachment, the attachment is not
printed.
You cannot print the message list.

1. In the Message Center message list, click the message you want to print.
2. On the File menu, click Print.
3. In the Print dialog box, click OK.

Note: For more information about available print options, see "Customizing appearance of
printed reports" on page 330.

Send a message from a contact card

You can send Message Center messages from user contact cards. Some workbook columns can contain
IDs or names of RapidResponse users accompanied by buttons that can be clicked to open the
contact card for each listed user. Often, these columns are meant to show who is responsible for certain
data, such as parts, and the contact cards can help you to quickly contact the right people to resolve
issues. These buttons can also appear beside a user's name in a responsibility definition.
When the button is clicked, a pop-up displays the profile picture and contact information for the user
whose name or ID appears in the cell. The pop-up contains a Compose button that opens the Send
Message dialog box, which can be used to send the user a message in RapidResponse Message Center.

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Mark a message as unread
 In the Send Message dialog box you can:

l Add links to shared resources.

l Include explanatory text.
l Edit link attributes, including data settings for reports or the text displayed for the link.
l Attach a report of a specific worksheet from an open workbook.

For more information about sending links and attaching reports, see "Send a resource link" on page 440
and "Send a resource link with a report attached" on page 445.
When you send messages through Message Center, the recipients might also receive an email message,
depending on how their RapidResponse accounts are configured.
Contact cards also contain a Share Scenario button that can be used to share a scenario with the user.
For more information, see "Sharing scenarios from contact cards" on page 485.

To send a message from a contact card

1. In a worksheet or responsibility definition, click the User Contact Information button.

The Send Message dialog box opens.
2. Optionally, select additional recipients of the message.
3. Add text in the Message box to explain why you are sending the message.
4. Optionally, add one or more links to the message or attach a report.
5. Click Send.

Send a resource link

You might have permission to send resource links to other users. Resource links allow you to send
specific views of workbooks, dashboards, and scorecards that display for other RapidResponse users
when they open the link. You can also use resource links to send links to forms.

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For example, when you are reviewing a dashboard and see that the revenue in S&OP Candidate falls well
below Annual Plan values for the same month, you can send your colleague a link to the dashboard.
When they open the resource link, they will see the same data context on the dashboard as you are
seeing, with the same data settings applied.

If any of the data settings use a private resource, such as a private filter or site, link recipients will not be
able to view the resource with its intended context. You must do one of the following before sending the
link:

l Change the data settings to use shared resources.

l Share the private resources used in the data settings with those users.

When you send a resource link, you can:

l Add additional links to other shared resources.

l Include explanatory text.
l Edit link attributes, including data settings for reports or the text displayed for the link.
l Attach a report of a specific worksheet from an open workbook. For more information, see "Send a
resource link with a report attached" on page 445.

Note: Resource links cannot be sent for system workbooks.

Including explanatory text, other links, and reports can provide further context for the resource view,
outline a course of corrective action for a problem, and support faster decision-making.

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Send a resource link
 You can also copy and paste resource links in collaborations and, depending on how your system has
been configured, you might also be able to copy and paste resource links in external communications

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such as in an instant message. For more information, see"Add resource links to a collaboration" on page
531 and "Copy and paste a resource link" on page 446.
Link recipients can open resource link messages in Message Center or in email messages. When clicked,
the link opens the resource with the data settings you specified. If the link recipient is signed in to
RapidResponse, the resource link opens in a new tab. If the recipient is not signed in, the resource link
opens a RapidResponse sign-in window for them to sign in to view the resource.

The link recipient must have permission to view the resource to open the link. If the resource has not
been shared with the recipient, they will receive the link but will be unable to open it. If the link recipient
does not have access to resources needed to view the link with the data settings you specified, they will
have to change the data settings to view data in the worksheet.
If you would like to ensure that the link recipient is able to view a worksheet exactly as you see it,
consider attaching a report. For more information, see "Send a resource link with a report attached" on
page 445.

Notes:
l You can only send resource links to shared resources. If you open a Send Link dialog box
from a private resource, no default link is added.
l You can also send resource links from contact cards. For more information, see "Send a
message from a contact card" on page 439.

Send a link from an open report

1. Open the resource you want to send a link for.

The resource must be shared, and the link recipient must have permission to view that resource to
successfully open it.
2. Select the desired data settings for the resource.
3. On the RapidResponse toolbar, click Link .

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Send a resource link
 4. Click Send Link .
The resource link is automatically added in the Message box.
5. Select one or more recipients for the link.
6. If desired, add text in the Message box to explain why you are sending the link. You can also add
other links that might be of use.
7. Click Send.

Send a link without an open report

1. On the RapidResponse toolbar, click Link and then click Send Link .
2. Select one or more recipients for the link.
3. Add one or more links to the message.
4. If desired, add text in the Message box to explain why you are sending the link.

Add a link to the message

1. In the open Send Link dialog box, place the cursor in the Message box where you want to add
the link.
2. Click Add Link .
3. Select the type of link to add:
l An open report.
l A report you have access to.
l A form.
l A typed web page address.
4. If desired, change the Text to display and any other settings that are available in the Add Link
dialog box.
The settings that you can specify depend on the type of resource you are sending a link to. If the
link is for a form, you can only select the form and the Text to display.

Edit a link
Depending on the resource you are sending a link to, you can modify different attributes of the resource
to customize the view you are sending.

1. In the open Send Link dialog box, place the cursor in the text of the resource link you want to
edit.
2. Click Edit Link .
3. Perform any of the following modifications to the resource link:
l Modify the link title.
l Select the workbook and worksheet to link to.
l Select the data settings to display for that resource.
l Modify the data settings for that resource.

Notes:
l The Edit Link button is only active when the cursor is placed in a link.

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 l In the Edit Link dialog box for dashboards, User's personal settings and Custom settings
can only be selected if the dashboard author has allowed the dashboard to be opened with
custom settings.

Send a resource link with a report attached

You can attach a report when you send a resource link to another RapidResponse user. The report is a
file that shows the data you see in the selected worksheet in an open workbook at the time the link is
sent. For more information about sending links, see "Send a resource link" on page 440.

Why include a report?

When you send a link to a worksheet to another RapidResponse user, the recipient can open the link to
view the most current data using the settings you specified.
If someone makes changes to the data after you send the link, though, the recipient might not see the
same data that were available to you when you sent the link. In addition, if the recipient does not have
access to all of the resources needed to view the worksheet with exactly the same data settings you
specified in the link, they will be unable to view the worksheet as you see it.
If it is important that the recipient see the worksheet data exactly as you see it, consider including a
report with the link. For example, you could share a view of the data exactly as it looks at 11:25 AM on
Monday, using a private filter that you created.

Report options
The file types that are available for reports include:

l A PDF file which can be opened in a PDF viewer such as Adobe Reader or Preview for Mac OS.
l An HTML file, which opens in a Web browser.
l A Microsoft Excel file, which opens in Microsoft Excel.
l A tab-delimited text file, which opens in any word processor.
l An XML file, which opens in a Web browser or word processor.

If you send the report as a Microsoft Excel file, you can include just the selected worksheet, or all of the
worksheets in the workbook.
If you send the report as an HTML file, a tab-delimited text file, or an XML file, you can choose the type of
encoding for the file. The following options are available.

l ANSI (System Locale)—plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode—a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multilingual setting.

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Send a resource link with a report attached
 l Unicode (Big Endian)—A sequence of bytes is stored with the most significant value first (a word
is stored big-end first). This format is usually supported on computers that do not use an x86 CPU
(Intel and AMD) such as the older generation Macintosh computers which used a Motorola CPU.
l Unicode (UTF-8)—an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that will be
used in a multi-lingual setting, and on different operating systems. It is also important to use UTF-8
for files exported in XML format.

Attach a report to a resource link message

1. In the Send Link dialog box, select the Attach report check box.
2. Click Report.
3. Select a Workbook and a Worksheet, and make any necessary changes in the File area.

Copy and paste a resource link

You can copy and paste resource links to share and communicate about business contexts. The links can
be added to collaborations in RapidResponse, or to external communications such as an email message.
For more information about resource links in collaborations, see "Add resource links to a collaboration"
on page 531.

1. Open the resource you want to add as a link to a collaboration.

2. Edit the data settings to display the data you want to share.
3. In the open resource, click Link on the RapidResponse toolbar.
4. Click Copy Link .
5. Navigate to the location where you want to paste the link, such as a chat window or in the body
of an email message.
6. Press CTRL-V to paste the link.

Open a resource link

Resource links are sent to Message Center or your email address and automatically open when you click
the link text. The resource link might also display a message from the sender, additional resource links or
web page links, and attached reports. You can only open a resource link to a resource you have
permission to view.

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Resource links are automatically deleted after 45 days. To modify this limit, contact your RapidResponse
Administrator.

Open a link

1. In the Message Center message list, click the message with the resource link.
2. Click the link text to open it.
l If you are signed into RapidResponse, the link will open the resource in a new tab.
l If you are not signed into RapidResponse, the link will open a sign-in window for
RapidResponse for you to sign in through to view the resource.

Note: If the message opens with unexpected results, such as missing data settings, contact the
sender of the link and ask them to resend the link using data settings you have access to or to
share the resources used in the data settings.

Open or save an attachment

Messages can be sent with attachments, which contain data and can be opened or saved.

Open an attachment

1. In the Message Center message list, click a message with an attachment.

2. On the File menu, click Open Attachment.

Note: If the attachment is too large for RapidResponse to open, you are prompted to save the
file and open it with another application.

RapidResponse User Guide 447

Open or save an attachment
 Tip: You can also click Open Attachment on the Message Center toolbar or click the file
name in the reading pane.

Save an attachment

1. In the Message Center message list, click a message with an attachment.

2. On the File menu, click Save Attachment.
3. Navigate to the location you would like to save the attachment, and then click Save.

Tip: You can also click Save Attachment on the Message Center toolbar.

Sort the message list

You can change the order in which messages are listed in the Message Center. For example, you might
want to see your oldest messages at the top of the list so that you can address outstanding issues that
still require your attention.

1. In the Message Center message list, click the column header you want to sort by.
2. To sort in reverse order, click the column header again.

Note: You can sort by columns that have blank headers, such as the attachment column.

Search the message list

If you have a long list of messages in Message Center, searching the message list might be the fastest
way to find the message you are looking for.

1. Place the insertion point in the search box on the Message Center toolbar.
2. Type text to search for.
3. The search word does not have to be an actual word. It can be a word, sentence, or just a few
characters.
4. To search in a specific column, click , and then click one of the following:
l All—searches all columns in the message list.
l From—searches the From column only.
l Subject—searches the Subject column only.
l Item—searches the Item column only.
l Received—searches the Received column only.
5. To specify where in the column the search word is, click , and then click one of the following:
l Match from start—the search word must be at the beginning of a word in the specified
column.
l Match anywhere—the search word can be anywhere in the specified column.
6. To clear a search, click in the search box.

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 Note: You can only search one column at a time, unless you select All.

Delete messages
You can delete any messages you have received. You can select multiple messages to delete at the same
time.
When you delete a message, you are given a confirmation dialog box. If you do not want this dialog box
to display, you can disable it.
Messages can be automatically deleted if the following conditions occur:

l You have 1,000 messages in your message list. When a new message arrives, the oldest message is
deleted.
l A message is more than 45 days old.

Your RapidResponse administrator can modify these limits.

Delete a message

1. In the Message Center message list, click a message.

If you want to delete multiple messages, hold the CTRL key and click each message you want to
delete.
2. On the Actions menu, click Delete.

Tip: You can also click Delete on the Message Center toolbar.

Disable the delete confirmation dialog box

1. On the Tools menu, click Options.

2. In the Options dialog box, click the Settings tab.
3. Clear the Warn before deleting messages check box.

Tip: If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Message Center and email

When you receive a message in Message Center, a copy of that message is automatically sent to your
email address. This automatic forwarding can be disabled, and all messages will be sent to Message
Center only.
Even if you disable automatic forwarding, you can forward a copy of any message to your email address.
File attachments in messages are sent if your system administrator has allowed file attachments in email
messages. You can only forward a message to your own email address.

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Delete messages
 Some messages that are sent from RapidResponse contain links to sign in to your RapidResponse
account. These links can help you to quickly sign in, see the most up to date information, and take
necessary actions. It is possible, however, that unauthorized third parties could attempt to steal
RapidResponse account information using a phishing attack—an email message that is intended to look
like it comes from your company's RapidResponse server, but directs you to a fake instance of the
RapidResponse sign-in page or another website that exists for the purpose of collecting account
information. If you have concerns about the authenticity of a RapidResponse message, do not click any
of its links. Instead, open your web browser and sign in to RapidResponse directly from there, or contact
your RapidResponse administrator.

Disable automatic email forwarding

1. On the Tools menu, click Options.

2. In the Options dialog box, click the Settings tab.
3. Clear the Forward a copy of each message to my email address check box.

Tip: If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Forward a message to your email address

1. In the Message Center message list, click a message.

2. On the Actions menu, click Forward to my Email.

Notes:
l When a message is sent to an email address, the email is sent from RapidResponse using
your name. In some cases, Microsoft Outlook and other email programs might detect this
email and warn you that a program is sending an email using your name. If this happens, click
Allow on the warning to send the message to the email recipients.
l Message center is not available on the Mobile Client. You can however set up email
forwarding and send views of dashboards to other users. For more information, see the
RapidResponse User Guide (Mobile Client).

Tip: You can also click Forward to my Email on the Message Center toolbar.

Messages from collaborations

Activity in collaborations will generate messages that are sent to you in Message Center. You will see
messages when you are:

l Added to a collaboration.
l Made the leader of a collaboration.
l Mentioned in a collaboration post or comment where social markup is used.

For more information, see "Collaborating to solve business challenges" on page 507.

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CHAPTER 32: Managing your contact
information

Specify your contact information 452

Set your profile picture 453
View another person's contact information 455

RapidResponse can display contact information such as your title, contact numbers, or location to other
users. You can also add a profile picture that displays with your contact information. You can add or edit
your contact information and profile picture in the Options dialog box, as shown in the following
illustration.

RapidResponse User Guide 451

 RapidResponse administrators can limit users' ability to see each other's contact information.

Specify your contact information

Providing your contact information in RapidResponse allows other users to contact you and determine
what collaborations to involve you in and what resources to share with you. For example, someone in
your company might want to share a specific workbook with users at a specific location or with the same
job title. By viewing contact information, they can select only the applicable users to share the workbook
with.
Contact information can also be used by people external to your company (such as customers or
suppliers who use RapidResponse) to find out who can help resolve specific business issues.
Your Name, User ID, User type, and email addresses are fields defined by your RapidResponse
administrator. Optionally, you or your administrator can provide additional contact information such as
your job title or location. If your additional contact information has not been specified, it is
recommended that you update your information when you sign in to RapidResponse for the first time.
If profile pictures are turned on, you can upload an image to display as your profile picture. For more
information, see "Set your profile picture" on page 453.

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 1. On the Tools menu, click Options.
2. On the Contact tab, specify the following information:
l Title—your job title. For example, Buyer or Planner.
l Phone—your telephone number. Include your extension if you have one.
l Fax—your fax number.
l Mobile—your mobile telephone number.
l Pager—your pager number.
l Location—where you work. If your office is not in the list of sites provided, you can type it in
the text box.
l Country/Region—where your office is located.
l Notes—any additional information about you. You can include your responsibility within the
company here, such as customers you deal with, product lines you are responsible for, and so
on.
3. Verify the information is correct, and then click OK.

Notes:
l The telephone numbers should include the area code and country code if you expect to be
contacted by people from other parts of the world.
l Some users, such as suppliers external to your company, might not be able to view your
contact information. This depends on user account settings, which are specified by
administrators.

Tip: If profile pictures are turned on, you can access Options by clicking on your profile picture in
the RapidResponse toolbar.

Set your profile picture

You can set a profile picture for your RapidResponse account that helps other users identify you. This can
be especially helpful when you are participating in collaborations. Only users on your RapidResponse
system can view your profile picture.
If you do not set a profile picture, a default image of the first initial of your name or user ID displays
instead.

RapidResponse User Guide 453

Set your profile picture
 In the Desktop Client, profile pictures display in the toolbar, contact cards, broadcast messages, and
messages in Message Center.
To set your profile picture, upload an image from your computer or network. When uploaded, you can
crop the image using the Add Profile Picture dialog box, shown below. A preview shows you how the
profile picture will display in RapidResponse.

Notes:
l If your system administrator has turned off profile pictures, you cannot see any profile
pictures or options to set a profile picture.
l An administrator can set a profile picture for you.

Set or change your profile picture

1. Do one of the following:

l On the RapidResponse toolbar, click your current profile picture and select Options.
l On the Tools menu, click Options.
2. On the Contact tab, click Choose.
3. In the Add Profile Picture dialog box, click Select Image.
4. Locate and select the image file you want to upload and click Open.
5. If necessary, resize the dialog box to show the whole image.
6. To change the image you have uploaded, click the file name below the image.

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 7. To crop the image, click the white square and drag it to a different area of the image.
8. Click Save.
9. Click OK.

Notes:
l You can use the following file types to set a profile picture: BMP, GIF, JPG, JPEG, PICT, PNG,
TIFF, WEBP, ICO, JFIF, PJPEG, PJP, SVGZ, TIF, XBM, and SVG.
l The image file size must be 20 MB or smaller.
l You cannot re-crop an image after you have exited the Add Profile Picture dialog box. To
crop the image differently, you must upload the image again.

Remove an uploaded profile picture

1. Do one of the following:

l On the RapidResponse toolbar, click your current profile picture and select Options.
l On the Tools menu, click Options.
2. On the Contact tab, click Remove.
3. Click OK.

View another person's contact information

Wherever you see someone's name in RapidResponse, you can view their available contact information.
For example, when you are selecting a user to share a resource with, you might also see their job titles
and locations. This information can help you identify who to share the resource with.

RapidResponse User Guide 455

View another person's contact information
 To view more information about any one of the users, you can view their contact information by moving
the pointer over a name.

This information cannot be copied and displays until you move the pointer off of the name or after ten
minutes has elapsed.

You might also be able to view another user's contact information by clicking the button beside a
user's name in a worksheet column. When you view contact information in a worksheet column, you can
copy it to the clipboard. For more information, see "View data responsibility in worksheets" on page 505.

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CHAPTER 33: Simulating business
changes

Understanding the scenario structure 458

Summary of scenario icons 460
Changes to scenarios during data imports and updates 462
View information about a scenario 462
Track activity in a scenario 463
Track data changes in a scenario 464
View conflicting data changes in a scenario 465
Update data in a scenario 466
Discard changes in a scenario 468
Export scenario activity 469
Commit data changes to a parent scenario 470
Add notes about a scenario 473
Undo scenario property changes 474
Save scenario property changes 475
Distributing a scenario activity report 475

Every company faces daily challenges, such as supply shortages and unexpected orders. The impact of
these occurrences is often unknown, as is the impact of proposed solutions.
If you have been granted simulation permissions by your RapidResponse administrator, you can perform
what-if analysis by creating scenarios and modifying the data in them to simulate a business challenge.
Further, you can use these scenarios as a base for other scenarios that simulate different solutions. If you
have not been granted simulation permission, you can view data in any scenario that has been shared
with you. For more information, see "Scenarios in RapidResponse" on page 17.
For example, if you receive information from a supplier that a key part is not going to be available on time,
you can create a new scenario and change the data in it to reflect the supply shortage. You can then
create different scenarios based on this scenario and change the data to simulate various responses. To
help determine the optimal solution, you can collaborate with other RapidResponse users by sharing the
scenarios that represent the solutions. For more information, see "Share a scenario" on page 482 and
"Collaborating to solve business challenges" on page 507.

RapidResponse User Guide 457

 Data is modified in a scenario using a RapidResponse worksheet. For more information, see "Modifying
data in workbooks" on page 337.

Understanding the scenario structure

Many RapidResponse implementations adhere to a scenario structure that includes a few standard
scenarios. These scenarios are used to provide users with data, and each fulfills a different purpose.
Depending on your company's data requirements, you might see one or more of the standard scenarios,
or you might see a different set of scenarios in a different tree structure.
Data is extracted from your company’s enterprise data sources (such as ERP, MRP, PLM, and other
databases) and from external sources such as customers, suppliers, and contract manufacturers. Most
often, this data is imported into RapidResponse and stored in the root scenario, usually called Enterprise
Data. The Approved Actions scenario is the child of the Enterprise Data scenario, and is used for
automatic data manipulation purposes. Many users do not have access to these scenarios.

The Baseline scenario is the child of Approved Actions, and it contains user maintained master data, such
as annual plan targets, manual data modifications, and IPM project actuals. The Baseline scenario
typically has several child scenarios, including History, which is used as the root scenario for historical
scenarios.

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Your RapidResponse administrator might have created other scenarios to be used for viewing data or
simulating business changes. In this case, you should be told which scenarios to use for simulation
purposes.
If no other scenarios are available, then, for simulation purposes, you and other users create scenarios
based on the Baseline scenario to perform your daily analysis of changes such as a new demand or
supply shortage. As you resolve these issues, you commit the data changes in your scenarios to the
Baseline scenario. This gives users throughout your company a view into the most current business
situation.

Caution: Modifying data in the Enterprise Data scenario is not recommended, and can result in
damage to your data. For more information about committing changes to the Enterprise Data
scenario, see the RapidResponse Administration Guide.

Note: The root scenario is usually named Enterprise Data, but its name can be modified by your
RapidResponse administrator.

Scenarios pane
If your administrator has given you simulation permission, you have access to the Scenarios pane where
all of the scenarios to which you have access are displayed. With the exception of the root scenario, each
scenario begins as a copy of another scenario. The scenarios are organized to show the parent/child
relationship between the scenarios. In the following illustration, the Enterprise Data scenario is the
parent of the Approved Actions and Project Baseline scenarios, which are both parents of other
scenarios.

RapidResponse User Guide 459

Understanding the scenario structure
 Your Scenarios pane might look different than any of the ones shown in these illustrations. For example,
you might have access to only one scenario, or your administrator might have created a hierarchy of
scenarios to represent for the divisions of your company, to hold historical information, or to apply
modifications to some data. For more information about your company's scenario structure, contact
your RapidResponse administrator.
You can see the parent-child relationship between scenarios only if you have access to both a scenario
and its parent. Otherwise, the scenarios are listed in alphabetical order in the Scenarios pane. The
following illustration shows a Scenarios pane that contains two scenarios in a parent-child relationship,
and two scenarios whose parents are not visible.

You can create scenarios in the Scenarios pane. Also, if you have permission to share scenarios, you can
share the scenarios you create with other users. The Scenarios pane is refreshed every minute to ensure
that you have access to any scenarios that have been shared with you.
The status of the scenarios is identified with various icons in the scenario pane. For information about
what each icon depicts, see "Summary of scenario icons" on page 460.

Summary of scenario icons

Scenarios are represented by an icon that indicates the status of the scenario. The following table
summarizes the icons and provides a description of each icon.

Icon What it means

You cannot change the data in this scenario.

A shared scenario. This scenario is owned by another user and has been shared with you, or you are the
owner of this scenario and you have shared it. You are authorized to change the data in this scenario.
A private scenario. You are the owner of this scenario and have not shared it with other users.

The data in this scenario is out of date with its parent scenario because changes have been made to the
parent. You can update this scenario with the changes made in the parent. This can apply to a private or a
shared scenario. For more information, see "Update data in a scenario" on page 466.
Indicates that changes in the scenario's parent have been discarded, making the parent and child scenarios
out of sync. Discard changes in the child scenario to make the parent and child scenarios the same. For
more information, see "Discard changes in a scenario" on page 468.

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Shared scenarios
Shared scenarios are those to which you have either been given access by a RapidResponse
administrator or another user, or you have shared. In the Scenarios pane, shared scenarios are identified
with a blue icon . When you share a scenario, you can specify if it is view only or if it is modifiable
(others can make changes in the scenario). In scenarios that have been shared with you with the Modify
permission, you can modify data by:

l Changing the data directly in the scenario. You can do this only if your administrator has granted
you permission to modify data in shared scenarios.
l Creating a new scenario, modifying the data in this scenario, and then committing the changes
back to the shared scenario. For more information, see "Commit data changes to a parent scenario"
on page 470.

Private scenarios
A private scenario is one that you create and only you can see. In the Scenarios pane, private scenarios
are identified with a gray icon . As the scenario owner, you can modify the data it contains to explore
various business situations. For more information, see "Modifying data in workbooks" on page 337.
If your administrator grants you scenario sharing permissions, you can share private scenarios with other
users. With the appropriate scenario permissions, you can also commit changes you make in private
scenarios back into the shared scenarios from which they were derived (this allows any user with access
to the shared scenario to see your changes).

Permanent scenarios
A permanent scenario cannot be deleted, and is always present after committing changes or after a data
import. Your RapidResponse administrator can make any shared scenario permanent. Permanent
scenarios do not have a different icon, however, the Permanent check box in the scenario properties
window appears selected, as shown in the following illustration.

RapidResponse User Guide 461

Summary of scenario icons
 Changes to scenarios during data imports
and updates
Regularly scheduled data updates modify the data in the Enterprise Data, Approved Actions, and
Baseline scenarios with a latest data set from your enterprise data sources.
Instead of updating the RapidResponse data, your administrator might perform a data import from the
enterprise data sources. If this happens, the Enterprise Data and Approved Actions scenarios are
replaced with the new data from the enterprise data sources. Every other scenario is deleted, unless the
scenario is permanent. For more information, see "Permanent scenarios" on page 461.

View information about a scenario

If your administrator has given you simulation permission, you can access the properties of each scenario
to view information about the scenario and, if you are the scenario’s owner, perform many scenario
functions, such as sharing or monitoring changes. The General tab is shown in the following illustration:

View scenario information

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties .

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 Tip: You can also click Properties on the Scenarios pane toolbar, or click the Scenario
Properties link in a message inviting you to collaborate on a scenario.

Track activity in a scenario

If a number of people are collaborating on the same scenario, you can see what each of them has done
to it. Scenario actions can be viewed in two places in the scenario properties:

l General tab - Collaboration summary

Each person’s most recent action is shown here. If a person has taken more than one action in this
scenario, only the most recent is shown.
l Activity Log tab
This tab lists detailed information about every action taken. If a person has taken more than one
action in this scenario, all of the actions are shown.

Each action is recorded, including responses, committed child scenarios, and so on. Each activity type has
an icon, as shown in the following table.

Icon Activity
A collaborator has added a note or the scenario’s status was changed.

An action team member has accepted the changes they are responsible for in the scenario.

An action team member has rejected the changes they are responsible for in the scenario.

Data was modified by committing a child scenario into the scenario. You can review the child scenario’s
activities by clicking the plus symbol beside the commit icon.
Data was modified by a scheduled task.

The scenario was updated with changes from its parent.

Changes in the parent scenario were discarded.

The scenario was shared with the action team. This activity is recorded the first time the scenario is shared.

The scenario was renamed.

The scenario was given to a new owner.

The scenario was created.

Review scenario activity

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. In the scenario properties, click the Activity Log tab.

RapidResponse User Guide 463

Track activity in a scenario
 Note: For more information about the activities shown in the Activity Log tab, see the
"Managing scenarios" on page 477 section and "Collaborating to solve business challenges" on
page 507.

Tip: You can also click Properties on the Scenarios pane.

Track data changes in a scenario

As people collaborate on resolutions to a given problem, and make changes in scenarios by inserting,
deleting, or modifying records, it can become important to understand the differences between
scenarios, and to trace the actions that led to these differences. Therefore, RapidResponse provides the
ability to track the source and details of user-initiated data changes in a scenario.
You can track the recent changes that have resulted in differences between a selected scenario and its
parent scenario. For example, suppose you are ready to update a scenario with changes from its parent
scenario. You might want to know the details of the changes in the parent to determine the impact, if
any, they would have on the assumptions, decisions, and changes made in the active scenario. You can
also track recent changes that have resulted in differences between a selected scenario and the
Enterprise Data scenario. For example, you might want to see all inclusive changes that comprise a
scenario used to resolve a particular problem, and thus understand what changes need to be made in
the host system.
For each RapidResponse scenario, three types of changes are tracked:

l Pending Updates—changes that exist in the parent, but which have not yet been updated into the
selected scenario. This includes changes made directly in the parent, or changes brought into the
parent from another scenario. When a scenario is updated with its parent, all Pending Updates
become Inherited Changes.
l Pending Commits—changes that have been made in the scenario (either directly or committed up
from a child scenario), but which have not yet been committed into the parent scenario. When a
scenario is committed into its parent scenario, these changes then become pending commits in
that scenario.
l Inherited Changes—changes that have been brought into the selected scenario from its parent.
This includes changes inherited from the parent at the time the scenario was created, as well as
changes subsequently updated into the selected scenario from its parent. Together with any
Pending Commits, this represents all recent user-initiated changes resulting in differences between
the selected scenario and the Enterprise Data scenario.

For each scenario in your Scenarios pane, the changes in the scenario can be viewed along with details of
each change, such as the user who made the change, the type of action that resulted in the change, and
the field values affected by the change. These changes are viewed through the scenario properties.

View the differences between a scenario and its parent

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. To see changes made in the scenario, in the scenario properties, click the Data Changes (Pending
Commits) tab.
4. To see changes made in the parent scenario, click the Pending Updates tab.

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 Notes:
l Information is displayed on the Pending Updates tab only if you have access to the
scenario's parent.
l In some cases, data changes made using automated processes, such as workbook
commands, are not listed on the Data Changes (Pending Commits) tab. If automated
processes have been used to update data, a summary of the changes appears in the Activity
Log.
l Changes older than a certain age (45 days by default, but this number can be changed by an
administrator) no longer appear on the Data Changes (Pending Commits) tab or the Pending
Updates tab.
l These tabs might not be able to display data for a scenario with thousands of changes, due
to memory limits. In this case, your RapidResponse Administrator can adjust the limit.

Tip: To access scenario properties, you can also click Properties on the Scenarios pane
toolbar.

View the differences between a scenario and the Enterprise Data scenario

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. In the scenario properties, click the Inherited Data Changes tab. This shows all changes brought
into this scenario from its parent (that is, changes updated in another scenario).
4. Click the Data Changes (Pending Commits) tab. This shows all changes made to this scenario.

Notes:
l This shows all recent user-initiated changes between a scenario and the Enterprise Data
scenario. It does not include any changes resulting from data updates from your host system
or automatically made by custom applications.
l Changes older than a certain age (45 days by default, but this number can be changed by an
administrator) no longer appear on the Inherited Data Changes tab or the Data Changes
(Pending Commits) tab.
l Information is displayed on this tab only if you have access to the scenario's parent.
l These tabs might not be able to display data for a scenario with thousands of changes, due
to memory limits. In this case, your RapidResponse Administrator can adjust the limit.

Tip: To access the scenario properties, you can also click Properties on the Scenarios pane
toolbar.

View conflicting data changes in a

scenario
In some cases, you and another user might modify the same records in a scenario and its parent. For
example, you might increase the quantity of a demand record in a scenario that another user decreases

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 the quantity of in the parent scenario. In these cases, the changes in the scenarios conflict, and one of
the changes will be overwritten when you update the scenario.
Conflicts can result from the following:

l Modify—You and another user modify the same record in the scenario and its parent. When you
update the scenario, the value in the parent scenario overwrites your change.
l Insert—You and another user insert records with the same key field values in the scenario and its
parent. When you update the scenario, the values in the parent scenario’s record overwrite the
values in your record.
l Delete—Either you modify a record that another user deletes in the parent, or you delete a record
that another user modifies in the parent. When the scenario is updated, the record is deleted.

You can view the conflicting changes in the scenario’s properties to see which changes will be
overwritten and the values the records will have after you update the scenario. You can also see the
values that are overwritten, and which scenario the overwritten records are in. Some conflicting changes
are shown in the following illustration.

Information is displayed on this tab only if you have access to the scenario's parent.

View conflicting data changes

1. In the Scenarios pane, select a scenario that is out of date with its parent.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Pending Update Conflicting Changes tab. This shows all the
changes that conflict between the scenario and its parent.

Tip: With a scenario selected, you can also view the scenario properties by clicking Properties
on the Scenarios pane toolbar.

Update data in a scenario

The data in a parent scenario might change as you perform your analysis in your scenario. You can
update the data in your scenario with the data in the parent scenario. Scenarios that are out of date with

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their parent are identified with an exclamation mark .
You should update a scenario if you require the most recent data from its parent. For example, if a
change has been made to a group of parts, you might want to update your scenario to determine how
that change has impacted your simulation, or to ensure any data you modify is up to date.
You can update a shared scenario if you have Modify access to the scenario and you have access to the
scenario's parent.
Before you update the scenario, you can view the changes that will be made on the Pending Updates tab
of the scenario properties. You can also view any conflicts, which are changes that have been made to
the same records in the scenario and its parent, on the Pending Update Conflicting Changes tab of the
scenario properties. For more information about these tabs, see "Track data changes in a scenario" on
page 464 and "View conflicting data changes in a scenario" on page 465.
If you update a scenario that has conflicting changes in its parent, you are warned about the conflicts,
and have the choice to overwrite your changes with the changes in the parent, or to cancel the update. If
you cancel the update, you can view the conflicts in the scenario’s properties.
Some scenarios should not be updated. For example, a scenario that contains historical data will always
be out of date with its parent, but updating it removes the historical data. Before you update a scenario,
you should determine what changes would be made by the update, and then proceed with the update
only if the scenario needs updating.

Determine what changes are being updated

1. In the Scenarios pane, select the scenario that needs updating.

2. On the Actions menu, click Properties.
3. In the scenario properties, click the Pending Updates tab.

Determine what changes conflict with the parent scenario

1. In the Scenarios pane, select the scenario that needs updating.

2. On the Actions menu, click Properties.
3. In the scenario properties, click the Pending Update Conflicting Changes tab.

Update a scenario

1. In the Scenarios pane, select the scenario that needs updating.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Update .
4. If you have any unsaved data changes in the scenario you are updating, you are asked whether
you want to save them. Do one of the following:
l To save your changes and then update the scenario, click Yes.
l To discard your changes and then update the scenario, click No.
l To continue editing data in this scenario without saving your changes or updating the
scenario, click Cancel.
5. If you see the Conflicting Data Changes dialog box, the changes made in the parent scenario
conflict with the changes in your scenario. Do one of the following:
l To update the scenario and overwrite your changes with changes from the parent scenario,
click Yes.
l To cancel the update, click No.

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 Notes:
l You can also update scenarios identified with a yellow exclamation mark . These scenarios
are children of a scenario that had its changes discarded. For more information, see "Discard
changes in a scenario" on page 468.
l Each scenario consumes system memory across your entire RapidResponse system. An
excess number of scenarios, particularly out-of-date (historical) scenarios, can degrade
RapidResponse system performance. Consider updating scenarios that have not been
updated for a significant amount of time.

Tips:
l You can also click Properties on the Scenarios pane toolbar.
l You can also click Scenarios on the RapidResponse toolbar and then click Update
Scenario, click Update on the Scenario pane toolbar, or click Update on the Actions
menu.
l You can specify that shared scenarios you own update whenever the data in their parent
changes. For more information, see " Automatically update a scenario" on page 481.

Discard changes in a scenario

You might want to discard changes you made in a scenario if:

l You have made changes in a scenario that you want to revert. For example, your changes might
have corrupted data and made the scenario unsuitable for use.
l You see a yellow exclamation mark on a scenario, which indicates that changes in the scenario's
parent have been discarded, making the parent and child scenarios out of sync.

When you discard changes in a child scenario, all changes are deleted, and any changes made to the
parent scenario since you created the child scenario are applied. The parent and child scenarios are now
the same.

1. In the Scenarios pane, select a scenario. You must own a scenario to discard changes.
2. On the Actions menu, click Discard All Changes.
3. If desired, in the Discard All Changes dialog box, in the Subject text box, type the subject of the
message that is displayed in the scenario’s Activity Log.
4. In the Message text box, type a summary of the changes that will be discarded.
You can add a link to a report in the message. For more information, see "Send a resource link" on
page 440.
5. If you want to send the message to owners of child scenarios, select the Notify the owners of
child scenarios check box.
This check box is available only if child scenarios owned by someone other than yourself exist.

Cautions:
l After discarding all changes, the data will be identical to the data in the parent scenario.
Changes in any child scenarios will also need to be discarded if those scenarios are to be
synchronized with their parent scenario.

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 l When you synchronize child scenarios with a changed parent scenario, all changes made in
the child scenarios are lost.

Tip: You can also discard changes in a scenario with the yellow exclamation mark by clicking
Update on the Actions menu.

Export scenario activity

You can export the information on the Inherited Data Changes, Pending Updates, Data Changes
(Pending Commits), and Pending Update Data Conflicts tabs of any scenario's properties. You can use
this information to make changes to the data in your enterprise data system, or to distribute reports
about the data that is being modified in RapidResponse.
You can also create a report showing the data on the General, the Activity Log, and, optionally, the Data
Changes (Pending Commits) tab of the scenario properties. This report can include just the changes you
have made, or the changes made by every person working on the scenario. If you export the report, you
can distribute it to the people who require it. However, you can also automatically distribute it, as
discussed in "Generate and distribute a report of your actions" on page 534.
You can export the scenario's actions as any of the following file types:

l A Microsoft Excel file, which opens in Microsoft Excel.

l A tab-delimited text file, which opens in any word processor.
l A PDF file which can be opened in a PDF viewer such as Adobe Reader or Preview for Mac OS.
l An HTML file, which opens in a Web browser.
l An XML file, which opens in a Web browser or word processor.

Export a scenario's activities

1. In the Scenarios pane, click the scenario you want to export activities for.
2. On the File menu, click Properties.
3. In the scenario properties, click one of the following tabs:
l Inherited Data Changes
l Pending Updates
l Data Changes (Pending Commits)
l Pending Update Conflicting Changes
4. On the Data menu, click Export Data.
5. In the Export Data dialog box, navigate to the location where you want to save the file.
6. In the File name box, type a name for the file.
You should include the scenario's name in the file name.
7. In the Files of type list, click the type of file you want to save.
8. In the Export area, ensure Active view is selected.
9. If you do not want the report to include column headers, clear the Include column headers check
box, if applicable.

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 10. If you do not want the report to include formatting, clear the Include formatting check box, if
applicable.
11. Click OK.
12. Once the file is saved, you are given the option to open the file or the folder where the file is saved.
If you do not want to do either, click Cancel.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Generate a report of actions

1. In the Scenarios pane, click the scenario you want to generate the report for.
2. On the File menu, click Properties.
3. On the Data menu, click Export Data.
4. In the Export Data dialog box, navigate to the location where you want to save the file.
5. In the File name box, type a name for the file.
You should include the scenario's name in the file name.
6. In the Files of type list, click one of the following file types:
l Microsoft Excel Workbook (*.xlsx) - Mac OS only (version 2008-2019)
l Microsoft Excel Workbook (*.xlsx) - Windows only (version 2007-2019)
l Microsoft Excel 97-2004 Workbook (*.xls) - Mac OS only
l Microsoft Excel 97-2003 Workbook (*.xls) - Windows only
l XML Document (*.xml)
7. In the Export area, click Activity report.
8. If you want the report to include data changes that should be made in your enterprise data
sources, select the Include pending data change details check box, and then click one of the
following:
l All changes—Includes changes made by every user with access to the scenario.
l My changes—Includes only the changes you have made.
9. Click OK.

Tip: You can create a report and automatically distribute it to the people collaborating on the
scenario by clicking Distribute Activity Report on the scenario properties toolbar. For more
information, see "Generate and distribute a report of your actions" on page 534.

Commit data changes to a parent scenario

When you have completed a simulation, you might want to modify the parent scenario to reflect the
changes you have made. This can be important in situations where others need access to the results of
the simulation, such as when you are participating in a collaborative effort to determine a solution to a
business problem. For more information, see "Commit a scenario in a collaboration" on page 534.
Committing data changes to a scenario incorporates data changes made in a child scenario back into the
parent scenario from which it was derived.

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Deleting or keeping the child scenario
Typically, when you commit the changes made in a child scenario back into its parent, you have the
option to either delete the child scenario or keep it. If your RapidResponse administrator has designated
a scenario as permanent, you will not be able to delete it when you commit the changes. To see if a
scenario is permanent, review the General tab in the scenario's properties.

Deleting the child scenario on commit

If you delete the child scenario when committing it, the child scenario and any child scenarios it might
have are removed from the Scenarios pane. The child scenario’s Activity Log entries are moved into the
parent’s Activity Log.
Sometimes deleting a scenario affects other scenarios, users, or resources. Before you confirm your
decision to commit and delete the scenario, you are warned if:

l The scenario has child scenarios.

l The scenario or its children are currently being used by other users.
l You own alerts or scheduled tasks based on the scenario or its children.

If you own alerts and scheduled tasks that use the scenario you are committing or its children, you will be
prompted to delete or keep these resources. If you keep these resources, they will not function until you
modify them to use another scenario. You are not warned about alerts and scheduled tasks owned by
other users that use the scenario that you are committing or its children. These alerts and scheduled
tasks are always kept.
You can choose to close any resources that are currently using the scenario or leave those resources
open after it is deleted. If you choose to leave the resources open, the scenario's data is removed from
view. For example, if the scenario is being used in a workbook, the scenario name is shown in the
scenario control with the icon, but no records from the scenario are visible.
In the illustration below, the scenario Supply Shortage is deleted when its changes are committed to
Approved Actions:

Keeping the child scenario on commit

If you keep the child scenario, it is not removed from the Scenarios pane. No changes are made to the
structure of the scenario tree. The scenario’s data changes and Activity Log are committed into its

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 parent, and the two scenarios then have the same data. The child scenario’s Activity Log contains only a
Commit message.
In the illustration below, the scenario Supply Shortage is kept when its changes are committed to
Approved Actions:

Preparing to commit a scenario

In order to commit a scenario, the following three conditions must be met:

l One of the following is true:

l You own the child scenario.
l The child scenario is a permanent scenario that has been shared with you, giving you Modify
permission.
l The child scenario is up-to-date with the parent scenario. If it is not, you must update the child.
Before updating the child, you should review the changes that have been made in the parent,
because the update could invalidate the changes you made. For more information, see "Track data
changes in a scenario" on page 464.
l You have Modify access to the parent scenario (that is, it is either one of your private scenarios, or a
shared scenario to which you have Modify permissions). Shared scenarios to which you do not have
Modify access are represented by a blue icon with a lock .

Before you commit the scenario, you can view the changes that will be made by viewing the Scenario
Properties workbook. For more information, see "Track data changes in a scenario" on page 464.

Respond to a scenario
After viewing a scenario’s properties or performing some operations to solve the problem, you can add a
response to the scenario. This response allows you to keep notes about what you have done, and
provides the collaboration leader with a record of your actions. Depending on how you shared the
scenario, you might have response notifications already set up. For more information, see "Share a
scenario" on page 482 and "Scenario notifications" on page 487.

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 1. On the Scenario Properties tab, click Respond .
2. In the Respond dialog box, in the Response area click one of the following:
l Note—Allows you to tell the collaboration leader what you are doing.
l Accept—Indicates you have solved your portion of the problem.
l Reject—Indicates your portion of the problem cannot be solved.
3. In the Subject and Message text boxes, specify the message informing the collaboration leader of
what you are doing.
4. If you are the scenario owner, select the Notify everyone who can access this scenario check box
if you want to send the message to each member of the action team.

Note: The message specified in this dialog box is shown on the General and Activity Log tabs of
the Scenario Properties tab.

Tip: You can also click Respond on the Actions menu.

For more information about creating and committing scenarios, see "Create a scenario" on page 478 and
"Commit data changes to a parent scenario" on page 470.

Add notes about a scenario

You can add notes to a scenario to help you track changes that you made. Notes are especially useful
when you share the scenario with other users to collaborate on a solution to a particular problem.
Anybody with access to a scenario can add a note for any purpose. Notes are visible on the scenario
properties General and Activity Log tabs. The General tab shows the most recent note added by a
collaborator. The Activity Log tab shows every note added to the scenario. When a note is selected, the
note’s message displays in the box at the bottom of the scenario properties.

Add a note

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Respond .
4. In the Response area, click Note.
5. In the Subject box, type a subject for the message.
6. In the Message box, type the message.
7. Optionally, add a link in the message, click Add Link and select the type of link to add:
l An open report.
l A report you have access to.
l A typed web page address.
8. Optionally, check Notify everyone who can access this scenario to inform them of the response
you are making.
This option is only available to the scenario owner and anyone who the scenario has been shared
with.

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Add notes about a scenario
 Note: Any notes you add include the date and time information of when the note was added.
The date and time on your computer is used. For any automatically generated notes, such as
when you create or share a scenario, the date and time on the computer where RapidResponse
is hosted is used.

Tip: You can also click Properties on the Scenarios pane toolbar.

Read a note

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. In the scenario properties, click the General or Activity Log tab, and then click a note.
The message displays at the bottom of the General or Activity Log tab.

Change a scenario’s status

As you work through a collaboration, you can keep the status of its scenarios updated. This can be
especially useful if you will be generating a report of the scenario actions taken in the collaboration. For
more information, see "Generate and distribute a report of your actions" on page 534.

1. In the Scenarios pane, select the scenario used in the collaboration, and then on the Actions
menu, click Properties.
2. In the scenario properties, on the General tab, select a Status from the list:
l In Progress—Work in the scenario is still in progress.
l Suspended—Work in the scenario is on hold until further notice.
l Completed—Work in the scenario is finished, and a solution was found.
l Cancelled—Work in the scenario is finished, but no solution was found.
3. In the Change Scenario Status dialog box, optionally change the subject in the Subject text box,
and type information related to the status change in the Details area.
4. To send a message about the status change to all users with access to the scenario, select the
Notify everyone who can access this scenario check box.
5. Click Save on the toolbar to save the changes and send the notification message.

Note: The Notify everyone who can access this scenario check box is disabled for private
scenarios.

Tip: You can also access scenario properties by clicking Properties on the Scenarios pane
toolbar.

Undo scenario property changes

You can undo all changes made to a scenario's properties since the last save. Changes to a scenario's
properties cannot be undone once saved.

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 l With the scenario properties open, on the Edit menu, click Undo Data Changes.

Save scenario property changes

If there are unsaved changes to a scenario's properties, an asterisk * displays on the scenario properties.
Until the changes are saved, the buttons on the scenario properties toolbar are inactive, and all buttons
but New Scenario and Properties are inactive on the Scenarios pane. The Help button is
always active.

l On the File menu, click Save Data.

Note: You can also click Save on the RapidResponse toolbar.

Distributing a scenario activity report

If you want to distribute an activity report detailing activities in the scenario that you are committing, you
can do this from the scenario properties before you commit it. You can also generate a report during the
process of committing the scenario. Either way, this report can be sent to each colleague who responded
to the scenario, or just to yourself. You can also choose to include the list of data changes made in the
scenario, and optionally customize the data in the report for each recipient. The report is sent as an
attachment to a message, which is delivered to the specified recipients. For more information, see
"Generate and distribute a report of your actions" on page 534 or "Export scenario activity" on page 469.

Determine what changes are being committed

1. In the Scenarios pane, select the scenario containing the data changes you want to commit.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Data Changes (Pending Commits) tab.

Commit a scenario

1. In the Scenarios pane, select the scenario containing the data changes you want to commit.
2. On the Actions menu, click Properties.
3. If the scenario is out of date with its parent, review the changes, and then on the scenario
properties toolbar, click Update .
4. On the scenario properties toolbar, click Commit .
5. In the Commit Scenario dialog box, click one of the following to indicate what you want to do
with the scenario after you commit it:
l Delete this scenario—The scenario being committed is deleted. Any child scenarios based on
the scenario being committed are also deleted.
l Keep this scenario—The scenario being committed is kept. No changes are made to the
scenario tree.
6. If you chose to delete the scenario and you want to close the resources that are using the
scenario, select the Close all resources that are using this scenario check box.
This check box is available only if at least one open resource is using the scenario or one of its child
scenarios.

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 7. If desired, in the Commit Scenario dialog box, in the Subject text box, edit the subject of the
message that is displayed in the parent scenario’s Activity Log.
8. In the Message box, type a description of what changes were made in the committed scenario.
You can also include any information people might find useful, such as what should be done next
or when you expect to finish your part of a collaboration. This message could also contain notes
for transferring the changes back to your host system.
You can add a link to a report in the message. For more information, see "Send a resource link" on
page 440.
The message text can be viewed in the scenario properties. The message text is also available in a
Message Center message if the user who shared the scenario requested notifications.
9. If you are committing into a collaborative scenario and have finished your part of the
collaboration, select the Add response check box, and then click one of the following:
l Accept—You have solved your part of the problem.
l Reject—You could not solve your part of the problem.
10. If you do not want to send a report of the scenario activity to anyone, click OK to finish
committing the scenario, and omit all the remaining steps in this procedure.
If you want to send a report of the scenario activity to yourself or members of the collaboration
team, click the Activity Report tab, select the Distribute the activity report to check box, and
then click one of the following:
l Everyone who has responded to this scenario—Sends a copy of the activity report to the
collaborators who have added a response. Anybody the scenario is shared with, but who has
not responded, is not sent a copy of the report.
l Me—Sends a copy of the activity report only to you.
11. If you want to include the information on the Data Changes (Pending Commits) tab in the
activity report, select the Include pending data change details check box, and then click one of
the following:
l All changes—Each recipient receives a report that contains changes made by every user with
access to the scenario.
l Only changes made by the report recipient—Each recipient receives a report that contains
only the changes they made.
12. In the File name box, type the name for the report file.
13. In the File type box, click the type of file you want to save the report as.
Only Microsoft Excel Workbook (*.xlsx and *.xls) and XML Document (*.xml) formats are supported.

Note: Some resources close automatically after a scenario they were using is deleted, including
scorecards that will have their only scenarios deleted, workbooks with scenario comparison
columns, and scenario properties windows.

Tips:
l You also access the scenario properties by clicking Properties on the Scenarios pane.
l You can also commit a scenario by clicking Commit on the scenario properties toolbar,
clicking Commit on the Actions menu, or clicking Scenarios on the RapidResponse toolbar
and then clicking Commit Scenario.

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CHAPTER 34: Managing scenarios

Create a scenario 478

Change a scenario’s purpose 479
Rename a scenario 479
Delete a scenario 480
Automatically update a scenario 481
Currency conversion rates in scenarios 481
Share a scenario 482
Scenario notifications 487
Add links to scenario notifications 488
Remove access to a scenario 489
Give a scenario 489

If you have simulation permissions in RapidResponse, you can perform actions to manage scenarios.
These can include:

l Creating a new scenario—If you have permission to create scenarios, you can create as many
scenarios as you need to simulate data changes. For more information, see "Create a scenario" on
page 478and "Create a scenario with a perspective applied" on page 493.
l Making changes to a scenario—You can make changes to a scenario that you own. Changes can
include editing its name or its purpose. For more information, see "Rename a scenario" on page 479
and "Change a scenario’s purpose" on page 479.
l Deleting a scenario—It is good practice to delete a scenario that you own if it is no longer needed.
Be careful when deleting shared scenarios, because there is a risk of deleting someone else's work.
For more information, see "Delete a scenario" on page 480.
l Updating scenario—Some scenarios are updated automatically when changes are made to their
parent scenarios, while other scenarios must be updated manually when changes are made to the
parent scenario. Keeping scenarios up-to-date helps you to ensure that you are working with the
most current data. For more information, see "Update data in a scenario" on page 466 and "Update
a scenario with a perspective applied" on page 495.
l Sharing scenarios—You might be able to share scenarios with other users, so that a group of
RapidResponse users can collaborate to solve a business problem. You can give others permission
to view a scenario, or to both view and edit it. For more information, see "Share a scenario" on page
482.
l Giving scenarios—You can transfer ownership of a scenario to another user. You might do this if
someone else is taking over a task that you have been working on, or if you want someone else to
share a scenario for you. (Some users can create scenarios, but not share them.) For more
information, see "Give a scenario" on page 489.

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 Scenarios and RapidResponse system performance
Each scenario consumes system memory across your entire RapidResponse system. An excess number of
scenarios, particularly out-of-date (historical) scenarios, can degrade RapidResponse system
performance. Scenario management is a task for RapidResponse administrators. They can delete any
scenario. They can also set rules to automatically delete scenarios that have not been used for a specified
amount of time.
As a RapidResponse user, consider deleting scenarios you own but no longer use. Also consider
updating scenarios that have not been updated for a significant amount of time. You can also have
scenarios set to be automatically updated.

Create a scenario
If you have permission to create scenarios, you can create as many scenarios as you need to simulate
data changes. Each scenario that you create must be based on another scenario that you own or have
access to. For more information, see "Scenarios in RapidResponse" on page 17 and "Simulating business
changes" on page 457.
You might be able to apply a perspective to the new scenario to modify control table settings and
RapidResponse calculations. If your RapidResponse administrators have defined perspectives, you can
choose one during scenario creation. If no perspectives have been defined, the perspective control is not
shown. Perspectives can only be applied when the scenario is created and cannot be removed. For more
information, see "About perspectives" on page 491.
Specifying a purpose for the new scenario can help to avoid confusion. While it is optional, specifying a
purpose is good practice, particularly if you intend to share the scenario with other users.

1. On the File menu, point to New, and then click Scenario.

2. In the Scenario name box, type the name of the scenario.
3. In the Based on list, click the scenario on which the new scenario should be based (the parent
scenario).
4. In the Purpose box, type a description of the changes being simulated in the scenario.

Notes:
l You cannot own two private scenarios with the same name, and two shared scenarios with
the same name cannot exist on a RapidResponse system. In some RapidResponse systems
that were upgraded from RapidResponse 2014.4 (or earlier), scenario names might need to
be unique.
l If you create a scenario from the File menu or the RapidResponse toolbar while using a
workbook, the scenario you create is automatically selected in the workbook. If the
workbook contains multi-scenario columns, the scenario you create replaces one of the
scenarios in the workbook. For more information, see "View data from multiple scenarios" on
page 160.

Tip: You can also create a new scenario by clicking New Scenario on the Scenarios pane
toolbar, or clicking Scenarios on the RapidResponse toolbar and selecting New Scenario
.

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Change a scenario’s purpose
You can change the purpose of any scenario you own. For example, if new goals are required, or if a
previous goal was found to be unattainable, you can change the purpose to reflect the new goal or to
remove the unobtainable goal.

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, type a purpose in the Purpose text box.

Tip: You also access the scenario properties by clicking Properties on the Scenarios pane.

Rename a scenario
You can rename any private scenario you own. You can rename scenarios using the scenarios pane, and
you also have an opportunity to rename a private scenario when you give it to another user or share it
for the first time. For more information, see "Share a scenario" on page 482 and "Give a scenario" on page
489.
If you rename a scenario that is currently used by an open workbook, you will be prompted to save any
unsaved changes in the workbook. After you rename a scenario that is currently in use, the icon will
be shown beside the scenario's former name in the scenario control and records from this scenario will
no longer be visible. To view records from the renamed scenario, use the scenario control to select the
scenario's new name.
If you own resources (that is, alerts, scheduled tasks, or automation chains) that use the scenario you are
attempting to rename, you are prompted to delete or keep these resources. If you keep the resources,
you must modify them to use the scenario's new name to allow them to continue functioning as they did
before you renamed the scenario.

Rename a scenario in the Scenarios pane

1. In the Scenarios pane, select the scenario you want to rename.

2. On the Actions menu, click Rename.
3. In the Rename Scenario dialog box, type a new name for the scenario, and then click OK.

Rename a scenario by modifying its properties

1. In the Scenarios pane, select the scenario you want to rename.

2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, type a new name in the Scenario text box.
4. On the File menu, click Save Data.

Tips:
l You cannot rename a shared scenario using these procedures. However, if you have
permission to create scripts, you can rename shared scenarios using the rename method in a
RapidResponse script. For more information, see the RapidResponse Scripting Guide.

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 l You can also rename a scenario by right-clicking it in the Scenarios pane and then clicking
Rename, or by double-clicking on a scenario in the Scenarios pane.

Delete a scenario
You can delete scenarios that you own, whether private or shared, as long as a system administrator has
not made them permanent.
When you delete a scenario, all of its child scenarios are also deleted, including child scenarios that
belong to other users.
You can choose to close any reports that are currently using a deleted scenario, or leave them open. If
you choose to leave the reports open, the scenario is removed from view. For example, if the scenario is
being used in a workbook, the scenario is shown in the scenario control with the icon, and no
records from the scenario are visible.
Each scenario consumes system memory across your entire RapidResponse system. An excess number of
scenarios, particularly out-of-date (historical) scenarios, can degrade RapidResponse system
performance. Consider deleting scenarios you own but no longer use.

Considerations when deleting a scenario

Sometimes deleting a scenario affects other scenarios, users, or resources. Before you confirm the
deletion, you are warned if :

l The scenario has child scenarios.

l The scenario or its children are currently being used by other users.
l You own alerts, scheduled tasks, or automation chains that use the scenario.

If you own resources (that is, alerts, scheduled tasks, or automation chains) that use the scenario you are
deleting, you are prompted to delete or keep these resources. If you keep the resources, they will not
function until you modify them to use another scenario. Resources owned by other users that use the
scenario are kept automatically and you are not warned about them.
Other users are not warned if you delete the parent of one of their scenarios or if you delete a scenario
that they are using in an open report. Deleted scenarios are removed from their view, just as your
scenarios are removed from your view when you delete them. They do not have an opportunity to save
their work or prevent scenarios from being deleted.

Delete a scenario

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Delete .
4. If you want to close the resources that use the scenario, in the Confirm Delete Scenario dialog
box, select the Close all resources that are using this scenario check box.
This check box is available only if at least one open resource is using the scenario or one of its
child scenarios.

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 5. Click Yes.
The selected scenario and all of its child scenarios are deleted.

Note: Some resources close automatically after a scenario they were using is deleted, including
scorecards that will have their only scenarios deleted, workbooks with scenario comparison
columns, and scenario properties windows.

Tip: You can also click Delete on the Actions menu, or click Delete on the Scenarios pane
toolbar.

Automatically update a scenario

You can specify that any shared scenario you own be automatically updated when data changes in its
parent. Automatic updates can be used to ensure a simulation always uses the most recent data.
If a scenario updates automatically, any changes in the parent that conflict with your changes in the
scenario will overwrite your changes automatically.

Make a scenario update automatically

1. In the Scenarios pane, select a shared scenario that you own.

2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, beside Update, select Automatic.

Notes:
l If the scenario has updates pending, it is updated when you select Automatic.
l You cannot make a private scenario update automatically.

Tip: You also access the scenario properties by clicking Properties on the Scenarios pane.

Make a scenario update manually

1. In the Scenarios pane, select a shared scenario that you own.

2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, beside Update, select Manual.

Tip: You also access the scenario properties by clicking Properties on the Scenarios pane.

Currency conversion rates in scenarios

When updated currency conversion rates are brought in to RapidResponse, the updated future and
historical rates might not be reflected in your private scenarios. For example, if your scenario's parent

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 does not automatically update, the updated rates might not be available to your scenario. In addition,
you might want the updated rates, but not want to automatically update all records in the scenario.
If you want your scenario to receive the updated rates, you can contact your RapidResponse
administrator and request to have your scenario added to the list of scenarios updated with the rates.

Share a scenario
You can share scenarios with other users if a RapidResponse administrator has granted you sharing
permission. Sharing a scenario lets other users view and possibly modify the scenario. They can access it
from the Scenario control in resources such as dashboards and workbooks. Users who can create their
own scenarios will also see the scenario in their Scenarios pane and will be able to view its properties and
create child scenarios based on the shared scenario.
When you share a scenario that you own with another user, you retain control over the scenario. You
can stop sharing the scenario with that user at any time. You can also choose to be notified when others
respond to the scenario or modify records in the scenario. Users with whom you share a scenario cannot
modify the properties of the scenario, delete the scenario, prevent you from accessing the scenario, or
give control of the scenario to someone else. If you want to give full control of a scenario to another
user, see "Give a scenario" on page 489.
You can delete shared scenarios that you own. For more information, see "Delete a scenario" on page
480.

Sharing a scenario for the first time

All scenarios are private scenarios when they are created. When a scenario is private, it is shown in your
Scenarios pane with a gray icon . When a scenario is shared for the first time, its icon in the Scenarios
pane becomes blue .
When a scenario is shared, it can never become a private scenario again. It will always be shared with
administrators. For more information, see "Sharing scenarios with RapidResponse administrators only"
on page 484.

Sharing scenarios when you are a resource author

If you have resource authoring permissions and you own resources that refer to a private scenario in
their resource definitions, these resources will not function after you share the scenario. For example,
sharing a scenario for the first time could cause an alert that monitors data in that scenario to fail when
it tries to run.
This is because RapidResponse uses both the scenario name and the private or shared status of a
scenario to identify it. A shared scenario and a private scenario can both have the same name, and
RapidResponse can tell them apart by their private or shared status.
If sharing a scenario for the first time makes a resource stop functioning, you can fix the problem by
updating the resource definition to use the shared scenario.

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Renaming a scenario when you share it
If you are sharing a scenario for the first time—that is, if the scenario you are about to share is currently
private—you can change the scenario name as part of the sharing process.
If no shared scenario with the same name exists yet, renaming the scenario is optional. If a shared
scenario with the same name already exists, you are notified when you click OK in the Share Scenario
dialog box, and you have an opportunity to type a different name for the scenario.

Giving permission to view or modify

When you share a scenario with another user, you can choose whether to allow them to view the
scenario or allow them to modify the scenario. Users with view-only access cannot make any changes to
the scenario or manually update the scenario. Users who have permission to modify the scenario can
make changes to records in the scenario and commit child scenarios into it.

Sharing parent and child scenarios

When you share a scenario with others, they receive access to only the scenario you shared, and not to
the scenario's parent or child scenarios. You can share the parent and child scenarios separately, as long
as you have the required permission. Users who have access to parent and child scenarios can see the
relationship between the scenarios.
For example, assume you are about to share a scenario named Receiving This Week, and that your
scenario tree looks like this:

After you share the Receiving This Week scenario, the other user's scenario tree might look like this:

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 When you share a scenario without its parent, the users with whom you share the scenario cannot
manually update the scenario.

Sharing scenarios with RapidResponse administrators

only
You might want to share a scenario with RapidResponse administrators so they can make it permanent
or so that they can have access to it for the purpose of coordinating processes. Any time you share a
scenario with another user, it is shared with RapidResponse administrators too. If you want to share a
scenario with administrators only, share the scenario but do not specify any users to share it with.
Sharing the scenario with RapidResponse administrators cannot be undone. Even if you initially specify
other users to share the scenario with, then remove all the names from the Share list, you cannot make
your scenario private again; administrators will always have access to it.

If a scenario's Share list is empty and the scenario icon is blue , it means the scenario is shared with
RapidResponse administrators only.

In this example, the Muffler Shipment Delayed scenario is not shared with any users, so only you and
system administrators can access it.

Sharing scenarios owned by other users

Depending on the permissions you have been granted, you might be able to share only the scenarios
that you own, or any scenario that you have access to. When sharing a scenario you do not own, you can
give view-only permission, but you cannot give other users permission to modify the scenario. The
option to set up automatic notifications about the scenario is not available if you do not own the
scenario.

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Sharing scenarios from contact cards
Some workbook columns can contain IDs or names of RapidResponse users accompanied by buttons
that can be clicked to open the contact card for each listed user. Often, these columns are meant to
show who is responsible for certain data, such as parts, and the contact cards can help you to quickly
contact the right people to resolve issues. These buttons can also appear beside a user's name in a
responsibility definition.
When the button is clicked, a pop-up displays the profile picture and contact information for the user
whose name or ID appears in the cell. The pop-up contains a Scenario button that opens the Share
Scenario dialog box, which can be used to share the current scenario with the user. The Share Scenario
button appears only if you have permission to share scenarios.

Contact cards also contain a Compose button that can be used to send the user a message in
RapidResponse Message Center. For more information, see "Send a message from a contact card" on
page 439.

Share a scenario with other users

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
4. If applicable, type a new name for the scenario in the New name box. For more information, see
"Renaming a scenario when you share it" on page 483.
5. Click Select Names.
The Select Names dialog box opens.
6. On the Users tab, click the people you want, and then click one of the following:
l Modify—people can change the data in the scenario by committing changes from other
scenarios back into your scenario, or by editing the scenario directly if the user has permission
to edit shared scenarios.
l View only—people can view data in the scenario, but cannot change its data.

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 To find out more about the people you can share scenarios with, move the pointer over their
names.
7. On the Groups tab, click the groups you want, and then click one of the following:
l Modify—group members can change the data in the scenario by committing changes from
other scenarios back into your scenario, or by editing the scenario directly if the group
member has permission to edit shared scenarios.
l View only—group members can view data in the scenario, but cannot change its data.
To review who belongs to a group, click the group, and then click Members.
8. Click OK.
9. If you want to send a message to people you are sharing the scenario with, click the Notify tab.
10. On the Notify tab, select the Notify when given access to this scenario check box, and then do
the following:
l In the Subject box, type the subject for the message sent to people given access to the
scenario.
l In the Message box, type the message sent to people given access to the scenario.
For more information, see "Scenario notifications" on page 487.
11. To add a link to the message, click the location where you want to insert the link and click Insert
Link . For more information, see "Send a resource link" on page 440.

Notes:
l If you add a user’s name to both the View only list and the Modify list, the user is granted
the Modify permission.
l You cannot share a scenario with the “Modify” permission to users and groups who do not
have the permission to edit data in shared scenarios.

Tip: In the Select Names dialog box you can search for a specific name by clicking inside the
column that contains the names and typing the name you want to find. You can also use the *
and ? wildcards to search for text fragments and use the arrow keys to scroll through the items
in the box that match the search criteria. To close the search box that displays at the top of the
dialog box, press ESC.

Share a scenario with RapidResponse administrators only

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
The Share dialog box opens.
4. Click OK.

Stop sharing a scenario with other users

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .

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 4. In the Share pane, select the users or groups whom you no longer want to share the scenario
with.
5. Click Remove.
The user or group is removed from the Share list.

Change if a scenario is shared as view-only or modifiable

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
4. Select the users or groups for whom you want to change the scenario permission, ensuring you
click in the Permissions column.
5. Click the down arrow button, and then select a permission from the list.

Note: Certain S&OP scenarios are automatically shared upon creation. In these scenarios, you
may see Manage as a scenario permission in addition to View only and Modify. This means the
user has the same power as a system admin to manage that scenario, including toggling the
permanent flag or setting it to update automatically. You can reduce a user's permission from
Manage to View only or Modify, but you cannot give Manage permission to a user who
currently has View only or Modify permission.

Tip: You can also click Scenarios on the RapidResponse toolbar and then click Share, click
Share on the Scenarios pane toolbar, or click Share on the Actions menu.

Scenario notifications
When you share a scenario, you can choose to be notified in Message Center when users you have
shared it with respond to the scenario. You can be notified when:
Everyone has responded—a message is sent when every user with access to the scenario responds to
the scenario or modifies data in the scenario. Select this option when you want to know when all users
have feedback on the scenario.
Anyone responds—a message is sent when any user with access to the scenario (excluding yourself)
responds to the scenario or modifies data in the scenario. Select this option when you want to know
everything that happens with the scenario.
Anyone modifies in this scenario—sends a message when any user commits a child scenario or
modifies data in the scenario. Select this option if you only want to know when data has been modified in
the scenario.
For more information, see "Share a scenario" on page 482.

Specify notification options

1. In the Share Scenario dialog box, click the Notify tab.

2. Select the Notify when given access to this scenario check box.

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 3. In the Subject and Message text boxes, type the message that is sent to the people the scenario
has been shared with.
4. In the Notify me when area, select any of the notification options outlined above.
If you select both the Anyone responds and Anyone modifies data in this scenario options, you
receive only one message when someone modifies data or commits a child scenario.

Add links to scenario notifications

You can add additional information to scenario notification messages by adding links to resources with
the data context you specify. Message recipients can open the resource with the data settings that you
set. You can also include links to RapidResponse forms or to websites.
The following illustration shows a link added to a notification message when sharing a scenario.

To view the data, users require permission to all of the resources you are using to display the data.

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 Insert a link

1. In the Message area, click the location where you want to insert the link.
2. Click Insert Link .
3. In the Insert Link dialog box, select one of the following:
l An open report —inserts a link to a currently opened shared workbook or scorecard.
l Report—inserts a link to any shared dashboard, workbook, or scorecard.
l Form—inserts a link to a form.
l Web page—inserts a link to a web page outside of RapidResponse.
4. If you are inserting a link to a report or a form, select the report or form from the drop-down list.
5. Click Next.
6. Optionally, in the Add Link text box, change the default text that displays as the link in the
message.
7. In the worksheet list, select the worksheet you want to open.
8. To define the data that is displayed, select the check boxes you want, and click an item in the
corresponding lists.

Edit a link

1. In the Message box, select the link and click Edit Link .
2. Make your changes and then click OK.

Remove access to a scenario

If you have shared a scenario with a user or group, and you no longer want that person or group to have
access to that scenario, you can remove them from the list of people the scenario is shared with. You
might do this prevent people from accessing sensitive information that they no longer require access to.
You can also reduce clutter in other users' scenario panes by removing access to unneeded scenarios.

Remove access to a scenario

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties
3. On the scenario properties toolbar, click Share .
4. In the Share Scenario dialog box, click a user or group in the Name column, and then click
Remove.

Tip: You can also click Share on the Scenarios pane toolbar.

Give a scenario
You can give scenarios you own to another user who has permission to create scenarios. You might give
a scenario if you are no longer responsible for maintaining it, you are changing job functions, or you
created it for another user. The user to whom you give the scenario becomes the owner of the scenario,

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 though if the scenario is shared, you can choose to retain access to the scenario. Shared scenarios can
only be given to recipients who also have permission to share scenarios.
If you want to give another user access to a scenario but still want to maintain control over the scenario,
consider sharing the scenario with the other user instead of giving it. For more information, see "Share a
scenario" on page 482.
When you give a private scenario, you have the opportunity to rename the scenario. Renaming the
scenario is optional unless the recipient already has a private scenario with the same name, in which
case, an error message is displayed when you try to give the scenario without renaming it.

Give a scenario

1. In the Scenarios pane, select the scenario you want to give.

2. On the Actions menu, click Give.
3. In the Give Scenario dialog box, do the following as applicable:
l In the Owner list, click the user you are giving the scenario to.
l In the New Name box, type a new name for the scenario. (Only applies to private scenarios.)
l Optionally, in the Notify new owner area, type a message to notify the new owner that the
scenario has been given to them.
l Select the Give my child scenarios check box if you own child scenarios based on this
scenario, and you would like to give them to the new owner of this scenario.
l Select the Allow me to access this scenario with permission check box if you want this
scenario to be shared with you after you give it to the new owner. Choose View only or
Modify from the drop down list.
This check box is available only if the scenario is already shared.
l Select the Close all resources that are using this scenario check box if you are not retaining
access to the scenario and want to close the resources using it.
This check box is available only if at least one open resource is using the scenario or one of its
child scenarios.

Notes:
l If you give the parent of one of your scenarios and do not retain access, you will be unable to
update the child scenario. You need to retain modify permission to be able to commit any
changes to the scenario. Similarly, if you give a child scenario to someone who does not have
access to its parent, that user will be unable to update the child scenario or commit any
changes.
l Some resources close automatically after a scenario they were using is deleted, including
scorecards that are using only that scenario, workbooks with scenario comparison columns,
and scenario properties windows.
l If your scenario is currently private, you cannot select the Allow me access to this scenario
with permission box.

Tips:
l You can also give a scenario by right-clicking the resource and then clicking Give, or by
opening the scenario properties and clicking Give .
l To find out more about the person you have selected in the Owner list, pause the pointer
over their name.

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CHAPTER 35: Simulating with different
control settings

About perspectives 491

Determine if a scenario has a perspective applied 493
Create a scenario with a perspective applied 493
Edit and commit a scenario with a perspective applied 494
Update a scenario with a perspective applied 495

Each scenario is a different version of the RapidResponse database. Scenarios are comprised of three
types of data:

l Input—data imported from your company's enterprise data sources (for example, ERP) and, if
applicable, suppliers (for example, contract manufacturers) and customers.
l Control—rules and values that determine how RapidResponse performs calculations.
l Calculated—data produced by RapidResponse calculations after applying control settings to the
input data.

To simulate business situations, RapidResponse users usually change input data. For example, if you
receive information that a key supplier is unable to deliver a large quantity they had already committed to,
you can create a new scenario and modify the input data in it to reflect the potential changes.
In addition to changing input data to model a new data state, you can also change control settings on a
scenario-by-scenario basis. For example, you could simulate a change in how RapidResponse handles
order priorities. To change settings, you must have access to a worksheet based on a Control table and
knowledge of the RapidResponse data model and analytics. For information about the RapidResponse
data model, see the RapidResponse Analytic and Data Model Guide. For information about creating
workbooks, see the RapidResponse Resource Authoring Guide.
Your RapidResponse administrator might have saved a set of control settings as a perspective which can
be applied to any scenario you create. For more information, see "About perspectives" on page 491.

About perspectives
Applying a perspective to a scenario provides another view of the data by changing the way
RapidResponse calculates results.
Brand owners that have integrated data from their contract manufacturers commonly use perspectives.
By applying perspectives, brand owners can control how the integrated data is calculated into their
overall data set.

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 For example, brand owners can use scenarios with perspectives applied to determine which supplies are
active. A brand owner’s Enterprise Data (root) or Approved Actions scenarios might show the data from
a capable viewpoint; that is, what can be done given the current state of supply and capacity in which
supplier commitments such as Available Date are active. By applying a perspective, the scenario can now
calculate results with supplier commitments as being inactive. This allows the brand owner to analyze
their supply chain data by applying a different view to it.
Perspectives enable you to model your supply chain the same way you perform visibility and response
management analysis. For example, you can view data the same way your enterprise data system models
it or by excluding supplier commitments as available supply. You can also use perspectives to change the
dates used to convert currencies for calculated money values, such as viewing values using the
conversion rates used to calculate your annual budget.
When a perspective is applied to a scenario, the scenario’s control settings are modified. Control settings
specify how RapidResponse performs calculations. Perspectives allow you to apply a preconfigured set of
control settings to a scenario without having to manually change control setting data. As shown in the
following illustration, a scenario with a perspective applied is originally the same as its parent except the
control settings are different, resulting in potentially different calculated values.

You can only apply perspectives to scenarios if you have simulation permission and your RapidResponse
administrator has set up perspective definitions.

Caution: Changes made to data in scenarios with perspectives applied might be overlaid with
the values defined in the perspective. For more information, see "Edit and commit a scenario with
a perspective applied" on page 494.

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Determine if a scenario has a perspective
applied
The easiest way to show whether a scenario has a perspective applied to it is by giving the scenario an
intuitive name. For example, My New Orders - Capable could indicate the Capable perspective has been
applied.
You can also review the scenario’s properties to determine whether a perspective has been applied.

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.

If a perspective has been applied, in the scenario properties, the Apply Perspective check box is checked
and the perspective name is displayed.

Note: Once a perspective is applied to a scenario it cannot be removed.

Tip: You can also access scenario properties by clicking Properties on the Scenarios pane
toolbar.

Create a scenario with a perspective

applied
You can only create scenarios with perspectives applied to them if you have simulation permission and
your RapidResponse administrator has defined at least one perspective. To determine whether you can
create a scenario with a perspective applied to it, open the New Scenario dialog box. If perspectives have
been defined, the New Scenario dialog box includes the Apply perspective check box and list as shown in
the following illustration.

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 1. On the File menu, point to New, and then click Scenario.
2. In the Scenario name box, type the name of the scenario.
It is recommended you add perspective information to the scenario name. For example, My New
Orders - (Capable) where Capable is the perspective name.
3. In the Based on list, click the scenario on which the new scenario should be based.
4. Select the Apply perspective check box and then select the perspective you want to use from the
list.
5. In the Purpose box, type any information about the scenario.
It is recommended that you indicate in the Purpose box that a perspective has been applied to
the new scenario and describe the perspective’s intended purpose.

Notes:
l You can only apply a perspective to a scenario when the scenario is created. Once a
perspective is applied to a scenario it cannot be removed. However, you can create a child
scenario of a scenario that has a perspective applied to it, and not apply a perspective to the
new scenario or apply a different perspective. Only one perspective can be applied to a
scenario.
l A scenario with a perspective applied can be shared with other RapidResponse users.

Tip: You can also create a scenario by clicking Scenarios on the RapidResponse toolbar.

Edit and commit a scenario with a

perspective applied
Scenarios that have perspectives applied can be modified. In fact, you can also modify data that has a
perspective applied to it. However, after the data has been modified it is immediately overlaid (or hidden)

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with the values defined in the perspective definition. The user-modified data will not affect analytic
calculations or query results (for example, data displayed in a worksheet) as it is considered hidden.
For example, assume a user modifies a field in a worksheet that has a perspective value applied to it.
When the user saves the data changes in the worksheet, the perspective value is overlaid. To the user it
will seem as if the data edit was discarded. In reality, the perspective value is overlaid on the user's data
edit. However, the data change is visible from the Data Changes (Pending Commits) tab in the Scenario
Properties pane.
A scenario with a perspective applied against it can be committed to its parent. During the commit
operation, the data overlaid by the perspective in the child scenario is ignored and not committed to the
parent. However, all pending data commits, including the user-modified data that was overlaid by a
perspective is committed to the parent. Committing these data values could provide unwanted or
unexpected changes to the data in the parent scenario.
RapidResponse system administrators have access to the Perspectives workbook which includes the
Hidden Data Changes worksheet. This worksheet identifies user-modified data changes that are hidden
in any scenario because a perspective value is overlaid.
For more information about committing, see "Commit data changes to a parent scenario" on page 470.

Update a scenario with a perspective

applied
The data in parent scenarios might change as you analyze their child scenarios. You can update the data
in your child scenarios with the data changes from their parent scenarios. A child scenario that need
updating is identified with an exclamation mark in the scenario icon .
Any control setting in the parent scenario that has been modified as part of the perspective definition
applied to a child scenario is not affected by a scenario update command.
In the case of a parent scenario that has a perspective applied to it and its child does not, the scenario
update command updates all data in the child scenario except control table settings that were modified
due to a perspective being applied to the parent.
For more information about updating, see "Update data in a scenario" on page 466.

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CHAPTER 36: Tracking responsibility

Assign responsibility 498

View data responsibility using a responsibility definition 502
View data responsibility in worksheets 505

In RapidResponse, some users might be assigned responsibility for specific data, so that others will know
who to contact if there is a problem with the data or if they have questions. For example, your company
might track which planners are responsible for which parts, or which customer service representatives are
responsible for each product family in each region. Responsibility can be assigned and viewed using a
type of resource called a responsibility, also known as a responsibility definition. Worksheets might also
display responsibility information.

Responsibility definitions
You might have access to one or more responsibility definitions, which you can use to view responsibility
assignments, or to assign responsibility for data to yourself or to other RapidResponse users.
The following illustration shows a responsibility definition that is used to assign responsibility for buyer
codes.

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 For more information, see "Assign responsibility" on page 498 and "View data responsibility using a
responsibility definition" on page 502.

Responsibility information in worksheets.

Whether or not you have access to any responsibility definitions, you might be able to use worksheets to
find out who is responsible for data. For example, you might see a column that lists parts located next to
a column that lists the name of the planner responsible for each part. Each name is accompanied by a
button that can be clicked to open the user's contact card. Contact cards allow you to quickly share
scenarios or contact the right people with your questions or concerns to resolve issues. For more
information, see "View data responsibility in worksheets" on page 505.

Assign responsibility
If you have access to a responsibility definition, you can open it from the Explorer pane and use it to
assign and unassign responsibility for data. Typically, when you create a new responsibility assignment,
you select the data that you want to assign, and then you select a user to be responsible for the data.
For example, you might assign responsibility for a planner code to a specific planner. The number of
fields used to assign responsibility for data varies, depending on the responsibility definition.
Responsibility assignments are listed in the Assignments table, which you see when you open the
responsibility definition. If a responsibility assignment in the Assignments table is not correct, you can
delete the responsibility assignment, or you can change it so that someone else is responsible for the
data. You can also change a responsibility assignment so that no specific user is listed as responsible for
that data.
Depending on how the responsibility definition is designed, you might be able to assign responsibility
only to yourself or members of certain groups, or you might be able to assign responsibility to any user.

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 Notes:
l It is possible to create a new responsibility assignment without selecting a specific user to be
responsible for the data. For more information, see the RapidResponse Resource Authoring
Guide.
l You cannot assign responsibility for data using a private responsibility definition.

Using multiple fields to assign responsibility for data

When you create a new responsibility assignment, there might be more than one field used to define
responsibility. In these cases, the values available in each field after the first depend on the values you
selected in the fields to the left of it. Make your selections in order from left to right.

Selecting = All = in a field

When more than one field is used to assign responsibility for data, the first option listed for each field
after the first is = All =. You can select this option if you want to make someone responsible for all values
in that category for which specific assignments have not been made yet. This can be done as a temporary
measure until specific assignments are made.
For example, you might assign responsibility for all parts for a particular customer to a customer service
manager. This way, as soon as a new part is added for that customer, someone will be listed as the
person responsible. Until a specific customer service representative is assigned responsibility for that
part, the manager can handle issues that might arise, or forward inquiries to the appropriate person.
In the following sample Assignments table, Rebecca Gunn is responsible for all products for the
customer "Circuit Town," except for DVD-160A, which has been assigned specifically to Maurice Turcotte.
If another part is added for the customer "Circuit Town", Rebecca Gunn will be responsible for it by
default.

It is good practice to make specific responsibility assignments as soon as possible to avoid confusion.

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 Note: When someone is selected to be responsible for all values in a category, any values for
which specific assignments have not yet been made are still considered unassigned for the
purpose of identifying unassigned data in a responsibility definition. For more information, see
"Identifying unassigned data" on page 502.

Responsibility definitions where only the Assignments

table is displayed
Depending on the properties of the responsibility definition, you might only see the Assignments table
when you open it. In these cases, you do not have access to the controls for creating and deleting
responsibility assignments, but you can change existing responsibility assignments. You can either make
yourself responsible for data or remove your name from a responsibility assignment, leaving it blank so
that somebody else can claim responsibility for it. An example of this type of responsibility definition is
shown in the following illustration.

Open a responsibility

1. In the Explorer, ensure that responsibilities are shown. You can do this by selecting Tasks.

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2. Double-click a responsibility to open it.

Create a new responsibility assignment

1. Open the responsibility.

2. For each data field, select the value that you want to assign responsibility for.
3. From the Assign to list, select the user who is responsible for the data.
4. Click Add.

Tip: You can select multiple values for a data field by clicking on the first value and holding down
the mouse button as you move your cursor up or down the list to expand the selection. If a
responsibility definition uses more than one field to assign responsibility for data, you can only
make multiple selections in the rightmost field.

Delete a responsibility assignment

1. Open the responsibility.

2. In the Assignments table, select the data that you want to unassign responsibility for.
3. Click the Remove button.

4. On the File menu, click Save Data.

Change the person responsible for data

1. Open the responsibility.

2. Locate the row containing the responsibility assignment in the Assignments table, and double-
click the cell in the Responsible column for that row.
3. Select the name of the person you want to transfer responsibility to from the drop-down menu. If
you want the Responsible field to be blank, select = Unassigned =.
4. On the File menu, click Save Data.

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 Note: After you remove or change a responsibility assignment, you must save the data before
you can create any new responsibility assignments.

Tip: You can filter items in the Assignments table to make it easier to find a specific responsibility
assignment. For more information, see "View data responsibility using a responsibility definition"
on page 502.

View data responsibility using a

responsibility definition
If you have access to a responsibility definition, you can view a list of responsibility assignments that have
been made using that responsibility definition. In some cases, you might be able to view all responsibility
assignments, but in other cases you might only be able to view the ones that are not assigned to a
specific user (that is, the ones where the Responsible field is blank in the Assignments table) and the
ones that are assigned to you.

Filtering responsibility assignments

You can use filtering to limit the records displayed in the Assignments table, so that you can find specific
information more easily. You can filter the list to see who is responsible for specific data, or you can filter
the list by user name to see which data is assigned to a specific user.

Identifying unassigned data

By default, data values for which responsibility assignments have not been made are listed in black, and
values for which responsibility assignments have been made are listed in grey. In the following
illustration, AO—Kanata and DK—030 are unassigned.

You can also hide data values that have already been assigned. In the following illustration, assigned
values that were shown in gray in the previous illustration are hidden.

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 Note: After you assign responsibility for data, it is not immediately marked as assigned. Recently
assigned items are marked as assigned when you toggle the Hide Assigned Data button or
close and reopen the responsibility definition.

Searching for text in the Assignments table

In addition to the filter controls discussed in this topic, you can apply column searches to the data in the
Assignments table. This works the same way as searching in worksheet columns in a workbook. For more
information, see "Search for specific data" on page 189. You can apply a column search at the same time
as you are using the filter controls discussed in this topic.

View list of responsibility assignments

1. In the Explorer, ensure that responsibilities are shown. You can do this by selecting Tasks.

2. Double-click a responsibility.
Existing responsibility assignments are listed in the Assignments table.

View a specific user's responsibility assignments

1. In a responsibility definition, under Assign to, select the name of the user whose responsibility
assignments you want to see.
2. Beside Assign to, click Show assignments for selected person .

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 Only responsibility assignments for the selected user are shown in the Assignments table.

Find out who is responsible for data

1. Select the data value or values that you want to view responsibility for.
2. Beside the field name of each field you want to use for filtering, click Show assignments for
selected data values , or if you want to use all fields to filter data, click Filter All Data .

Only responsibility assignments for the selected data are shown in the Assignments table.

Tip: You can click Show assignments for selected data values again to toggle filtering off for
that field.

Remove all data filtering from the Assignments table

l Click Remove Data Filtering .

Note: This does not remove column searches from the Assignments table, nor does it remove
filtering based on who is responsible for the data.

Hide or show assigned data

l Click Hide Assigned Data .

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View data responsibility in worksheets
In some worksheets, you might see columns that list the users responsible for the data. For example, you
might see which buyer or planner is responsible for each part in a worksheet. In some cases, you might
see the user ID of the responsible person in a worksheet column, but it is more common to see the
person's name with a button beside it.

Viewing contact cards

You can click the button to view a user's contact card, which displays the user's profile picture and
whatever contact information is available for that user in RapidResponse. You can use a contact card to
send the user a message through RapidResponse Message Center. When you send messages through
Message Center, the recipients might also receive an email message, depending on how their
RapidResponse accounts are configured. Contact cards can also be used to share a scenario with the
user if you have permission to share scenarios.

Note: Sometimes, a column might contain a mix of user names with buttons and user
ID strings without buttons. This happens if the user ID strings cannot be linked to user accounts.
You might not have permission to view information about these users or the accounts might not
exist.

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 Sharing a scenario with selected users
In some workbooks where you see this type of column with user names, you might also see a button
on the workbook toolbar. You can click this button to quickly share a scenario with users whose names
you have selected in the worksheet.

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CHAPTER 37: Collaborating to solve
business challenges

Collaboration Center 508

Start a new collaboration 509
The collaboration interface 511
Set up a collaboration 513
Viewing a collaboration 515
Managing a collaboration 516
Work on a collaboration 522
Archive a collaboration 535

Often, a supply chain problem cannot be resolved by one person. The problem might be too complex,
involve too many different data sources, or have too much of an impact for one person to handle. In these
situations, you can use Adaptive Collaboration in RapidResponse to assemble a dedicated team to work
on the problem. Collaborations are available in both the Desktop Client and the Mobile Client.

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 The team uses a collaboration to communicate, share simulated data in scenarios, and compare
solutions. Content in the collaboration is visible only to added participants and to administrators.
After a course of action has been chosen and the collaboration is no longer needed, you can archive it.
Archived collaborations can still be accessed from the Collaboration Center. For more information, see
"Collaboration Center" on page 508.

Note: The Desktop Client can be used on Microsoft Windows and Mac OS operating systems.
However, the Collaboration Center is not supported on Mac OS. If you are using the Mac OS,
consider using the Mobile Client if you want to take advantage of forms or Collaboration Center.
For more information about starting the Mobile Client, see "Sign in to RapidResponse (On-
Demand systems)" on page 48 or "Sign in to RapidResponse (On-Premises systems)" on page 50.
Alternatively, you might be able to run Microsoft Windows in a Mac OS virtual environment to
run the Desktop Client.

Collaboration Center
All the collaborations you have access to display in Collaboration Center. These include collaborations
you have started, collaborations you have been added to, and past collaborations you have participated
in that are now archived.

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 Open a collaboration from Collaboration Center

1. On the RapidResponse toolbar, click to view the Collaboration Center.

2. In the Open Collaborations or Archived Collaborations pane, click the name of the collaboration
you want to view.

Notes:
l When you click a link to a collaboration in a message or add a screenshot to a collaboration,
the collaboration automatically opens.
l You can also access Collaboration Center in any message informing you that you have been
included in a collaboration. For more information, see "Participate in a collaboration" on page
521.

Start a new collaboration

RapidResponse has multiple starting points for a collaboration.
You can start a new collaboration from:

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Start a new collaboration
 l File menu
l RapidResponse toolbar - Collaboration button
l Collaboration Center
l An open dashboard, scorecard, or workbook
l A screenshot of a dashboard, process, scorecard, or workbook
l A contact card in a worksheet cell
l A contact card in an open or archived collaboration

From some starting points, your current context is carried over into the collaboration. For example, when
you start a collaboration from an open resource, the scenarios used in the resource are automatically
shared in the collaboration along with a link to the open resource.
When you create a new collaboration, you are identified as the collaboration leader.

As leader, your role is to initiate the collaboration by adding the initial participants. You also have the
option to describe the context of the issue and/or add scenarios for participants to start working with.
If you are not observing or taking an active role in the collaboration, you can delegate leadership to
another participant and then leave the collaboration. For more information, see "Managing a
collaboration" on page 516.

Start a new blank collaboration

l Do one of the following:

l On the File menu, click New . Then click Collaboration and click Start a Collaboration.
l Click Collaboration on the RapidResponse toolbar and then click Start a Collaboration.
l In Collaboration Center, click . For more information, see "Collaboration Center" on page 508.

Start a new collaboration from an open resource

You can start a new collaboration from an open public dashboard, scorecard, or workbook. The
scenarios used in the resource are automatically added to the collaboration and a link to the resource is
automatically posted in the collaboration.

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 l In the open resource, do one of the following:
l On the File menu, click New . Then click Collaboration and click Start a Collaboration on
this View.
l Click Collaboration on the RapidResponse toolbar and then click Start a Collaboration on
this View.

Start a new collaboration from a screenshot

You can start a new collaboration from a screenshot of a dashboard, process, scorecard, or workbook.
The scenarios used in the resource are automatically added to the collaboration.

1. In an open resource, click Capture Screenshot on the RapidResponse toolbar.

2. Optionally, add annotations to the screenshot. For more information, see "Add screenshots to a
collaboration" on page 532.
3. Click Share .
4. Click New Collaboration.

Start a new collaboration from a worksheet cell

1. In the worksheet row, click the contact card for the person you want to collaborate with.
2. Click Collaborate.

3. In the Collaboration pane, click New Collaboration.

The person is automatically added as a participant in the collaboration.

Start a new collaboration from a contact card in an open collaboration

1. In the open or archived collaboration, click on the profile picture of the person you want to
collaborate with.
2. Click Collaborate in the contact card.

The collaboration interface

The image and table below provide an overview of the collaboration interface.

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The collaboration interface
 Letter Description Letter Description
A Collaboration toolbar—displays the due H Add participant—You can add people to a
date (if one has been specified) and the collaboration by clicking on the icon and then
More ... menu icon. typing their name or full email in the Add
participant field. For more information, see "Add
users to a collaboration" on page 516.

B Collaboration name—Optionally, specify I Show Details—Click to access details for people

a name for the collaboration. Each added to the collaboration. For more information,
collaboration is also assigned a see "View information about participants" on page
collaboration ID. For more information, 519.
see "Specify a name for the
collaboration" on page 513.

C Collaboration description—Optionally, J Post something new—You can add new posts to a

describe the collaboration's purpose or collaboration to communicate with other
goals. For more information, see collaboration participants. You can also add
"Describe the collaboration" on page 514. participants and scenarios to the collaboration
using social markup. For more information, see
"Add a new post to a collaboration" on page 529.

D Goals—A scorecard that has been added K Sort by—You can filter posts by viewing posts that
to the collaboration displays in this area. have the latest activity or posts that were created
For more information, see "Compare first. For more information, see "Communicate in a
scenarios" on page 525. collaboration" on page 527.

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 Letter Description Letter Description
E Scenarios—All scenarios that have been L Posts display in white boxes. You can edit or
added to a collaboration display in this remove posts you add to a collaboration. For more
area. For more information, see "Add a information, see "Edit a collaboration post or
scenario to a collaboration" on page 522 comment" on page 530.
and "Manage scenarios in a
collaboration" on page 524.

F Collaboration leader—The leader of the M Comments display in light gray boxes. You can
collaboration is identified by a crown edit or remove comments you add to a
over their profile picture. collaboration. For more information, see "Edit a
collaboration post or comment" on page 530.

G Collaboration participant—The profile N Add a comment—You can add a comment to a

pictures for all collaboration participants post. For more information, see "Add a comment
display in the Participants area. to a collaboration post" on page 530.
Participants currently signed in to
RapidResponse are identified by a green
circle on their profile picture.

Set up a collaboration
When you set up a collaboration, it's recommended that you add a name, description, and due date for
the collaboration. None of these properties are required for the collaboration to work. However, they
can provide context and focus for the team. Any participant in the collaboration can add or edit these
properties.

Specify a name for the collaboration

The default name for a collaboration is "Untitled Collaboration" prefixed by the user ID of the
collaboration leader.
For collaborations started from an open resource, the default name is the name of the resource. For
more information, see "Start a new collaboration from an open resource" on page 510.

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Set up a collaboration
 Add or edit a collaboration name

l In the collaboration, type text in the Name this Collaboration box.

Describe the collaboration

For a collaboration description, you might explain the issue the team is working to resolve, the goals of
the collaboration and steps to achieve them, or similar information that provides context for the
participants.

Add or edit a description

l In the collaboration, type text in the Add a description of the issue box.

Set a due date

The due date in a collaboration is the deadline proposed for the participants to decide on a solution. The
number of days before or after the due date relative to today's date is also identified.

Add or edit a due date

1. On the collaboration toolbar, click Set Due Date.

2. In the calendar, click the left and right arrows to move from month to month.
3. To select a date, click the date.
4. To select the due date as today, do one of the following:
l Click the date identified by a blue corner.
l Click Today.
5. To close the calendar without selecting a due date, click Close.

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 Remove the due date

1. In the collaboration, click the specified due date on the collaboration toolbar.
2. In the calendar, click Clear.

Viewing a collaboration
All of the active and archived collaborations you are a participant in display in Collaboration Center. You
can open a collaboration by clicking it Collaboration Center or by opening any automated message in
Message Center from a collaboration. For more information, see "Collaboration Center" on page 508 and
"Participate in a collaboration" on page 521.
The collaboration center and collaborations can be viewed as full screen or as a side pane next to an
open resource.

Collaboration toolbar
The collaboration toolbar allows you to toggle between individual collaborations and the collaboration
center. It also enables you to minimize and maximize your collaborations.

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Viewing a collaboration
 To toggle between full screen and side pane

l On the collaboration toolbar click .

Managing a collaboration
As a collaboration leader or participant, you can manage collaborations by:

l Adding other RapidResponse users to the collaboration who have the requisite experience or
expertise . For more information, see "Add users to a collaboration" on page 516.
l Participating in collaborations you have been added to. For more information, see "Participate in a
collaboration" on page 521.
l Leaving collaborations you have been added to where you are not the leader. For more
information, see "Leave a collaboration" on page 521.

As a collaboration leader, you can manage collaborations by:

l Removing participants from a collaboration. For more information, see "Remove participants from a
collaboration" on page 518.
l Delegating leadership of the collaboration to another participant. For more information, see
"Assign a new leader to the collaboration" on page 522.

Note: RapidResponse user and system administrators can also add or remove users from
collaborations, reassign leadership, and post and comment in any collaboration.

Add users to a collaboration

In a collaboration, just as in other parts of RapidResponse, you simulate data changes using scenarios.
When you are simulating changes that affect areas of data you do not manage, you will need to get
others involved to determine the best course of action. Typically, a small team of people are added to the
collaboration who have the skills or experience to resolve a particular problem. Collaboration
participants might also be selected based on their roles or geographical responsibilities. For example, if
you are investigating a critical shortage of a part, you might add the planner responsible for that part to
join the collaboration.

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When you are deciding whose input is critical for the collaboration, you can check worksheets that list
the names of people responsible for data or you might check the list of users for a group. For more
information, see "View information about user groups" on page 519.
You can add users to a collaboration by:

l Selecting their name from a list in the collaboration.

l Using social markup in the collaboration posts or texts.
l From their contact card in a worksheet row.

When someone is added to a collaboration, they are notified in Message Center. If you do not have
permission to add people to a collaboration, contact your RapidResponse administrator to add the
required participants for you.
As work on a collaboration progresses, some participants might leave or other participants might be
added. Any member of the collaboration who has permission can add other users to the collaboration.
Collaboration leaders and administrators can remove people from collaborations. For more information,
see "Remove participants from a collaboration" on page 518.

Note: RapidResponse administrators can limit users' ability to see each other's contact
information. In collaborations, users who cannot see each other's information can still see each
other's comments, but might not know who made the comments. Adding users who should not
be aware of each other to the same collaboration is not recommended. You are warned if you
add users with restricted visibility to a collaboration.

Add a user to a collaboration

When you add another RapidResponse user to a collaboration, a list of users that match the text you
type displays. Anyone who is already a participant in the collaboration is already identified.
If you do not have permission to add people to a collaboration, contact your RapidResponse
administrator to add the required participants for you.

1. In the collaboration, click .

2. Start typing the name of the RapidResponse user you want to add.
3. Click the user name from the list of matched users.

Add a user to a collaboration using social markup

1. In the collaboration, click in a post or comment reply box.

2. Type "@" and then start typing the user name of the person you want to add. For example
"@riley".
3. Click the user name from the list of matched users.

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 Tip: If the person is already a participant in the collaboration, tagging them in a post or
comment using @ sends a message telling them that they have been mentioned in the
collaboration. For more information, see "Communicating using Message Center" on page 435.

Add a user to a collaboration from a worksheet contact card

1. In the worksheet row, click the contact card for the person you want to collaborate with.
2. Click Collaborate.
3. In the Collaboration pane, click an existing collaboration.

Remove participants from a collaboration

As a collaboration leader, you can remove participants from an open collaboration when their expertise
is no longer needed or might not applicable for the collaboration.
If the participant is in the collaboration when they are removed, they are immediately notified and forced
to exit the collaboration. The collaboration is also removed from their view of Collaboration Center.
Your RapidResponse administrators can remove any participant from a collaboration in your system.

1. In the Participant area of the collaboration, click Show participants list .

2. Click More for the person you want to remove.
3. Click Remove from Collaboration.

Notes:
l Links in messages to collaborations you have left or been removed from will no longer work.
l You cannot remove participants from an archived collaboration.

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View information about participants
In a collaboration, you can view more detailed information for any participant by viewing their contact
card. The contact card might have information such as their job title and location, and any contact details
such as email and telephone numbers. From the contact card, you can also start a new collaboration with
the person or send them a message. For more information, see "View data responsibility in worksheets"
on page 505.

Note: If your system is configured to make outgoing calls, you can call telephone numbers from
a contact card.

View a contact card in a collaboration

l Do one of the following:

l Click a participant's profile picture in the collaboration.
l Click Show participant list , click More for the participant you want to view, and then click
View Contact Card.

Call a participant from a contact card.

1. Do one of the following:

l Click the person's profile picture in the collaboration.
l Click Show participant list , click More for the participant you want to view, and then
click View Contact Card.
2. Click the phone or mobile number in the card.

View information about user groups

Other RapidResponse users on your system might be members of one or more user groups. As a group
member, you have access to all the resources that the group has been given access to. Groups might be

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Managing a collaboration
 composed of people with similar job functions. For example, an Operations group has users who are
responsible for tracking capacity and supply.

You can view a list of groups you belong to and members that belong in each group in your system. For
example, if you are uncertain of who to contact about a part order, you might check the list of members
for the Buyer group. Member lists can also be useful in deciding who to include in a collaboration.

View groups you are a member of

1. On the Tools menu, click Options.

2. Click the Group Memberships tab.
The Group list displays all groups you are a member of.
3. In the Group settings area, review the following information:
l Description—what the group does.
l Owner—who administers the group and assigns responsibility for data.
l To view a list of group members, click Members.

Notes:
l If the group owner has enabled it, you will receive a message when you are added to a group.
l If your company started tracking responsibility in RapidResponse 2014.2 (or earlier), you
might see a Responsibility area on the Group Memberships tab of the Options dialog box.
For information about the items displayed in this area, see the RapidResponse User Guide for
Version 2014.2.

Tip: If profile pictures are enabled on your RapidResponse system, you can also access the
Options dialog box by clicking your profile picture in the RapidResponse toolbar and then
clicking Options.

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 View the members of a group

1. On the Tools menu, click Options.

2. Click the Group Memberships tab.
3. Select the group to view from the Group list.
4. Click Members.

Participate in a collaboration
You might be added to collaborations initiated by other users in your RapidResponse system. If you have
access to Message Center, you will receive a message with a link to the collaboration. From there, you can
open the collaboration and start working on solving the problem.

1. Open Message Center.

2. In the message informing you that you have been included in a collaboration, click View
Collaboration.

All collaborations you are a participant of display in the open collaborations list in Collaboration Center.
For more information, see "Collaboration Center" on page 508.

Leave a collaboration
You can leave a collaboration by removing yourself from it. When you leave a collaboration, the
collaboration is no longer visible in Collaboration Center and you can no longer view any of the
collaboration-specific content. However, you still have access to the shared scenarios and resources in
the Scenario and Explorer panes.
When another participant has left a collaboration, you are informed of the departure, but until you
accept the update notification, their image still displays in the Participant row.
If you are the leader of the collaboration, you must assign leadership of the collaboration to another
participant before you can leave the collaboration.

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 Leave a collaboration

1. In the Participant area of the collaboration, click Show Details .

2. Click More for your name.
3. Click Remove Myself from Collaboration.

Assign a new leader to the collaboration

1. In the Participant area of the collaboration, click Show Details .

2. Click More for the person you want as the new collaboration leader.
3. Click Assign Leadership.

Notes:
l Links in messages to collaborations you have left or been removed from will no longer work.
l The leader of a collaboration or a RapidResponse administrator can remove any participant
from a collaboration. For more information, see "Remove participants from a collaboration"
on page 518.

Work on a collaboration
As you work on a collaboration, you can add and compare scenarios, communicate with other
collaboration participants, and add resource contexts to the collaboration by adding links or annotated
screenshots. Once the collaboration has reached a successful conclusion, you can commit the scenario
and generate a report of scenario actions and responses for distribution.

Add a scenario to a collaboration

Any time you want to simulate a change in RapidResponse, you should create a scenario to determine
the change’s impact on your total supply chain. As you are working in a collaboration to resolve an
identified issue, you can add scenarios to test the possible solutions.
When you add a scenario to a collaboration, by default you share it with all other participants. You must
specify what level of access participants have to the scenario: modify or view only permission. For more
information, see "Manage scenarios in a collaboration" on page 524.
All participants can remove scenarios from a collaboration. Depending on the scenario permission they
have been granted, they might also be able to perform these other scenario actions:

l Add or remove new or existing scenarios.

l Create child scenarios. For more information see "Manage scenarios in a collaboration" on page
524.
l Commit changes to parent scenarios. For more information see "Manage scenarios in a
collaboration" on page 524.
l Compare results between scenarios. For more information see "Compare scenarios" on page 525.

To understand the changes other participants are making in scenarios, view the Activity Logs for those
scenarios. For more information, see "Track activity in a scenario" on page 463.

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 Notes:
l If you do not have permission to create scenarios, you can only remove scenarios that others
add to the collaboration.
l The ability to create a new scenario or share scenarios is determined by the scenario
permissions given to you by your RapidResponse administrator. For more information, see
"Simulating business changes" on page 457.

Tips:
l You can also use the @ markup text to add scenarios to a collaboration.
l To use the @ markup to add scenarios, scenario names should not start with the @ symbol
or square brackets [ ].

Add a new scenario to a collaboration

1. In the Scenarios area of the collaboration, click Create Scenario .

2. In the Create a New Scenario form, type a name for the scenario.
3. Select the scenario to base the new scenario on.
4. Optionally, describe the purpose of the scenario.
5. To keep the scenario private, clear the Share with everyone in the collaboration check box.
6. Select the permission to provide to other people in the collaboration:
l Modify—collaboration participants can change the data in the scenario by committing
changes from other scenarios back to this scenario, or by editing the scenario directly if the
participant has permission to edit shared scenarios.
l View Only—collaboration participants can view data in the scenario, but cannot change its
data.
7. Click Create.

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 Add an existing scenario to a collaboration

1. In the Scenarios area of the collaboration, click Add Scenario .

2. In the Scenario list, select the scenario to add.
3. To keep the scenario private, clear the Share with everyone in the collaboration check box.
4. Select the permission to provide to other people in the collaboration:
l Modify—collaboration participants can change the data in the scenario by committing
changes from other scenarios back to this scenario, or by editing the scenario directly if the
participant has permission to edit shared scenarios.
l View Only—collaboration participants can view data in the scenario, but cannot change its
data.
5. Click Add.
6. If the scenario has any child scenarios, you will be prompted to do one of the following:
l Click Scenario Only to only add the scenario to the collaboration.
l Click Scenario and Children to add the scenario and all its child scenarios to the collaboration
l Click Cancel to cancel the add a scenario action and exit the form.

Manage scenarios in a collaboration

As you work with scenarios in a collaboration, you might change the level of access other participants
have to it or create child scenarios to work in. For example, you might change the permission for a
scenario you added from Modify to View Only if you no longer want changes made to the scenario. The
View Only permission still allows participants to use the scenario in comparisons. You might also remove
scenarios that are not working or are not needed.

Change the level of access to a scenario in a collaboration

1. In the Scenarios area in a collaboration, click More for the scenario you want to change access
to.
2. Click Share Scenario.
3. In the Share Scenario form, do one of the following:
l To make the scenario private, clear the Share with everyone in the collaboration check box.
l To make the scenario accessible to all collaboration participants, click the Share with everyone
in the collaboration check box.
4. To change what participants can do with the scenario, click the drop-down list in the Permission
control and do one of the following:
l To allow participants to modify the scenario or create child scenarios to test, select Modify.
l To not allow participants to modify the scenario or create child scenarios, select View Only.
5. Click OK

Create a child scenario in a collaboration

1. In the Scenarios area in a collaboration, click More for the scenario you want to change access
to.
2. Click Create Child Scenario.
3. In the Create a New Scenario form, type a name for the child scenario.
4. To change the parent scenario, select another scenario from the Based on control.

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 5. Optionally, describe the purpose of the child scenario.
6. To keep the scenario private, clear the Share with everyone in the collaboration check box.
7. Select the permission to provide to collaboration participants:
l Modify—collaboration participants can change the data in the scenario by committing
changes from other scenarios back to this scenario, or by editing the scenario directly if the
participant has permission to edit shared scenarios.
l View only—collaboration participants can view data in the scenario, but cannot change its
data.
8. Click Create.
The new scenario displays in the Scenarios area.

Remove a scenario from a collaboration

1. In the Scenarios area, click More for the scenario you want to remove.
2. Click Remove Scenario.
3. In the Remove Scenario form, do one of the following:
l To keep the scenario in the Scenarios area after removing it from the collaboration, clear the
Delete scenario check box.
l To delete the scenario after removing it from the collaboration, select the Delete scenario
check box.
4. Click Remove.

Compare scenarios
As you are exploring the different solutions proposed by the team, you can test the impact of those
changes by comparing the solutions in the scenarios. You can compare scenarios in a collaboration by
opening a scorecard in another resource tab or by adding a scorecard directly in the collaboration. Any
participant in the collaboration can open or add a scorecard they have access to.

Open a scorecard
You can compare the scenarios that are used in a collaboration by opening them in a scorecard. The
scorecard opens in a new resource tab and by default, all the scenarios in the collaboration are passed to
the scorecard. You can change which scenarios you are comparing using the Add or Remove Scenarios
button on the workbook toolbar. For more information, see " Specify the data displayed in a
scorecard" on page 284.

Open a scorecard from a collaboration

1. In the Scenarios area of a collaboration, click Compare

2. Click a scorecard in the Select Scorecard list.
The scorecard opens in a new tab.

Add a scorecard
You can also compare the scenarios directly in the collaboration by adding a scorecard to it. Results for
all scenarios in the collaboration display as a series of bullet charts in the Goals panel. For more
information, see "Goals" on page 526.

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 Add a scorecard to a collaboration

1. Click More on the Collaboration toolbar.

2. Click Add Scorecard.
3. Click a scorecard in the Select Scorecard list.

Remove a scorecard from a collaboration

1. Click More on the Collaboration toolbar.

2. Click Remove Scorecard.

Goals
The Goals area displays metrics from a scorecard added to the collaboration. The scenarios added to the
collaboration all automatically display in the scorecard. You can change the data settings for the
scorecard or what measures the data displays in.. Too view more detailed data or to change what
scenarios are measured, you can open the scorecard outside of the collaboration. Any collaboration
participant can add a scorecard to the Goals area.

Change the scorecard in the collaboration

If you have access to more than one scorecard, you can change what data displays in the Goals area by
changing the scorecard.

1. Click the scorecard name in the Goals area toolbar.

2. Click another scorecard in the Select Scorecard list.
The new scorecard now displays in the Goals area.

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 Change how metric results display in the scorecard
You can change how the data values in the scenarios are measured by showing them as actual values,
differences, percent differences, or scores.

l Do one of the following:

l In the Goals area toolbar, click Measure to change between the following measures:
l Scores
l Differences
l % Differences
l Actual Values
l Click More on the Goals area toolbar and then click Change Scorecard Measure until
the measure you want displays on the toolbar.

Refresh the data in the scorecard

l On the Goals area toolbar, click Refresh .

Change the data settings for the scorecard

1. Click Settings on the Goals area toolbar.

2. In the Scorecard Settings pane, make changes to one or more setting.
3. Click Close to close the Scorecard Settings pane.

View more detailed data for the scorecard

You can view more detailed data by opening the scorecard outside of the collaboration. This view
provides you with the ability to change which scenarios results display and drill to more detailed
information.

1. Click More on the Goals area toolbar.

2. Click Go to Detailed Scorecard.
The scorecard opens in a new tab.

Communicate in a collaboration
In addition to adding scenarios, resource links, and screenshots, collaborations are used to
communication about the work specific to the collaboration. You can add posts to a collaboration or
respond to a post in a comment.
You can filter the posts to view them order by posts created first or by posts with the most recent activity.

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 Use the @ markup to add a new participant to a collaboration or to tag a collaboration participant.

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When you are tagged in a collaboration, if you have access to Message Center, you are notified when you
are mentioned in a post or comment.

Note: You cannot use @ markup to send yourself notifications from a collaboration.

Add a new post to a collaboration

1. In the Activity area of a collaboration, type text in the Post something new box.
2. Click Post.

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 Add a comment to a collaboration post

In the post you want to respond to, do one of the following:

l Click More and then click Reply.
l Click Comment.

Edit a collaboration post or comment

You can edit or delete comments and posts that you have added to the collaboration.

1. Click More on the post or comment you want to edit.

2. Click Edit.
3. Make your changes and then click Update.

Delete a collaboration post or comment

1. Click More on the post or comment you want to edit.

2. Click Delete.

Filter posts

1. On the Activity bar, click Latest Activity or Creation Date.

2. Click Latest Activity or Creation Date in the pop up box.

View the latest content in a collaboration

As participants are working simultaneously in an open collaboration, there are two ways for you to
ensure that you are viewing the latest content for the collaboration:

l Accept the update notifications

l Refresh the collaboration

Accept update notifications for the collaboration

Update notifications display each time another participant has made a change to a collaboration you
have open. This ensures that an active collaboration is not constantly changing from other participant's
edits are you are working in it.

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 l Click anywhere in the notification pop up box to accept the update.
The newest comments and posts in the collaboration are briefly highlighted.

Note: Accepting an update does not affect content you are working on, for example a post or
comment you have not sent yet.

Refresh a collaboration
When you are uncertain of whether or not the content in an open collaboration is the most recent, you
can refresh the collaboration.

1. Click More on the Collaboration toolbar.

2. Click Refresh Collaboration.

Add resource links to a collaboration

As you work in a collaboration, you might want to share specific data views in resources. You can add a
link to public dashboard, scorecard, or workbook in collaboration posts of comments.

When clicked, the link opens the resource with the data settings you specified. If you send a link to a
resource that uses one or more private data settings, other users will not see the resource with its
intended content. Before sending the link, either change the data settings to shared resources or share
the private resources used in the data settings with those users.
Other participants open the link and see the resource with the data settings you specified. If a user does
not have access to the resource, the link will not work for them.
If you have email forwarding turned on, notification messages from collaboration posts or comments,
including those with resource links, are forwarded to your email.

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 You can also copy and paste resource links in external communications. For more information, see "Copy
and paste a resource link" on page 446.

1. Open the resource you want to add as a link to a collaboration.

2. Edit the data settings to display the data you want to share.
3. In the open resource, click Link on the RapidResponse toolbar.
4. Click Copy Link .
5. In the collaboration, click in the post or comment box where you want to add the resource link.
6. Press CTRL-V to paste the link.
7. Click Post or Comment.

Add screenshots to a collaboration

You can add screenshots of private or public resources to a collaboration. If there is something you want
to highlight on the resource, you can draw on the screenshot using annotation tools. You can use text,
shapes, and a freehand drawing tool in different colors and remove any of the annotations at any time.
For example, you might draw an arrow to point out a problem area in a worksheet screenshot.

By default, a link to the resource is also included in the post or comment. When clicked, the link opens
the resource with the data settings you specified. If you send a screenshot with a link of a resource that
uses one or more private data settings, other users will not see the resource with its intended content.
Before taking the screenshot, either change the data settings to shared resources or share the private
resources used in the data settings with those users.

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 Add a screenshot to a collaboration

1. In the open resource, click Screenshot on the RapidResponse toolbar.

2. Click Share .
3. Do one of the following:
l To start a new collaboration with the screenshot, click New Collaboration.
l To add the screenshot to an existing collaboration, click the collaboration name in the Existing
Collaborations list.

Add annotations to a screenshot

1. Click an annotation tool on the Annotation toolbar. To learn about the different tools and what
they do, see the "Annotation tools" on page 533 table below.
2. To draw a shape, line, or arrow, tap on the shape on the toolbar and click and drag on the
screenshot to draw the shape.
3. To add text, click Text Tool and then click and drag on the screenshot to draw the text box.
Then start typing text in the box.
4. To remove the last annotation drawn, click Undo .
5. To remove all annotations from the screenshot, click Delete All .

Notes:
l Once an annotation is drawn, you cannot move it on the screenshot or change its color.
l Screenshots are not saved after you close them or share them in a collaboration.

Change the color for an annotation

l Click a color drop on the toolbar and then click the tool you want to use.

Annotation tools
The following drawing and text tools are available in RapidResponse:

Delete All. Removes all annotations from the screenshot. This action cannot be undone.

Undo. Removes the most recently added annotation object, such as a box or line. You can use
this tool repeatedly to remove successively placed objects.

Zoom and Pan Tool. Zooms in or pans out from the screenshot. Use the scroll wheel on your
mouse.

Pen Tool. Draws freehand lines.

Rectangle Tool. Draws a box. Start where you want to place the first corner and drag to enlarge
the box.

Circle Tool. Draws a circle. Start at the center of the circle and drag outward to widen the circle.

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 Arrow Tool. Draws an arrow. Start at the base of the arrow and drag to position the tip of the
arrow.

Text Tool. Adds text. Start where you want to place the first corner and drag to enlarge the text
box. Once the box is in position, you can type text. The font cannot be changed.

Ink Color. Changes the color of the annotation. The currently selected color displays as an outline
and is underlined.

Commit a scenario in a collaboration

When the collaboration team has decided on a solution or approach, changes made in one or more child
scenarios can be committed back to the parent scenario. You might also commit a scenario to see how
your solution fits with the solutions from other collaboration participants. You can only commit
scenarios that you own and have shared in the collaboration.

1. In the Scenario area, click More for the scenario you want to commit.
2. Click Commit Scenario.
3. In the Commit Scenario form, select the action to apply to the child scenario from the After
commit control.
The default action is to remove and delete the child scenario.
Optionally, you can add a note with the commit. The information you provide in the note also
displays in the Collaboration Summary and Activity Log entries in the scenario properties for the
parent scenario. For more information, see "Track activity in a scenario" on page 463 and "View
information about a scenario" on page 462.
4. Type text in the Subject control. The default subject identifies the child and parent scenarios.
5. Type text in the Message control. For example, you might provide a summary of the changes you
are committing.
6. In the Add response control, select one of the following:
l Accept—your actions solved the problem in your area of responsibility.
l Reject—you are unable to solve the problem.
7. Click Commit.

For more information, see "Commit data changes to a parent scenario" on page 470.

Note: If there is only one scenario in the collaboration and you commit it, the collaboration
automatically closes after the commit.

Generate and distribute a report of your actions

After you have settled on a course of action to resolve the problem in the collaboration, you can
generate a report of the actions the team has taken, or have decided to take. You can use this report as
a guide when making changes in your enterprise data sources.
The report consists of the collaboration scenario's summary and activity log, and can optionally include
the pending data changes made in the scenario. You can choose to include the data changes if you have
simulated your solution in RapidResponse. You can send the report to all participants who have
responded to the scenario and depending on how they have configured their message settings, they
receive it as a message attachment in Message Center or their email.

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The activity report can be customized so people involved in the collaboration can see only their own
changes, or the report can include every contributor's changes together. Generating a customized
report for each person involved in the collaboration is a resource-intensive process, and might take
several minutes.

Generate and distribute a report

1. In the Scenarios pane, click the scenario you are collaborating on.
2. On the File menu, click Properties.
3. On the toolbar, click Distribute Activity Report .
4. In the Distribute Activity Report dialog box, in the Distribute the activity report to area, click
one of the following:
l Everyone who has responded to this scenario—Sends a copy of the activity report to the
collaborators who have added a response. Anybody the scenario is shared with, but who has
not responded, is not sent a copy of the report.
l Me—Sends a copy of the activity report only to you.
5. If you want to include the information on the Data Changes (Pending Commits) tab, select the
Include pending data change details check box, and then click one of the following:
l All changes—Each recipient receives a report that contains changes made by every user with
access to the scenario.
l Only changes made by the report recipient—Each recipient receives a report that contains
only the changes they made.
6. In the File name box, type the name for the report file.
7. In the File type box, click the type of file you want to save the report as.
8. In the Subject box, modify the subject of the message that the report will be attached to.
9. In the Message box, type a message that will be sent to each recipient.
You can add a link to a report in the message. For more information, see "Add links to scenario
notifications" on page 488.
10. Click OK.

View the report

1. In Message Center, click the message that includes your copy of the activity report.
2. On the Message Center toolbar, click Open Attachment .

Tip: You can also save the attachment by clicking Save Attachment on the Message Center
toolbar.

Archive a collaboration
After you have successfully completed a collaboration, you move it from the open collaboration list to the
archived collaboration list. A collaboration is considered successful if all the problems in the scenario’s
data can be resolved without having a negative impact on other data. Changes made in a successful
collaboration must be implemented in your enterprise data system.

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 When the collaboration is archived, the descriptive text and posts and comment are saved. If you delete
resources or scenarios that had been shared in the collaboration, the archived collaboration is still saved
and the missing resource links and scenarios are identified.
Any collaboration participant can archive a collaboration and if it was archived by mistake or needs to be
revisited, you can make it active again by reopening the collaboration.
Optionally, you can update the scenario status and send a message to all participants of the
collaboration team. For more information, see "Change a scenario’s status" on page 474.

Note: As collaboration leader or administrator, you cannot remove people from an archived
collaboration.

Archive a collaboration

1. Click More on the Collaboration toolbar.

2. Click Archive Collaboration.
The open collaboration background turns entirely gray.

Reopen an archived collaboration

1. Click More on the Collaboration toolbar.

2. Click Reopen Collaboration.

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CHAPTER 38: Running business
processes

Create a process instance 537

Edit process instance properties 539
Change activity properties 539
Change the status of a process instance and activities 542
Delete a process instance 543
About process instance notifications 543
Create or modify process instance notifications 544
Create or modify activity notifications 545

Execution of processes requires a person, typically referred to as a process owner, designated for starting
the process instance and monitoring its progress. As a process owner in RapidResponse, you are
responsible for creating process instances of a given process whenever they are required.
You are also responsible for ensuring that the instances start on time and are completed in a prompt
manner. Other RapidResponse users participate in the business process, and are tasked with performing
process activities. For information about participating in business processes, see "Participating in
business processes" on page 97.
After you create a new process instance, you can adjust the properties of the process instance and the
individual activities within the instance. For example, you can change the timing of activities, or the
conditions in which automatic notifications are sent. This allows you to adapt to special circumstances in
a particular instance, without affecting the properties of the process that was used to create the process
instance. For more information about changing activity properties, see "Change activity properties" on
page 539.

Create a process instance

The processes in the Explorer are definitions of various processes used by your company and serve as a
starting point for running a process instance. Users do not interact with the process definition, rather
they interact with a process instance, as shown in the following illustration.

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 When you want to start running a process, you must create an instance of it. Creating an instance
schedules an actionable process instance and:

l Sets the start date for the process.

l Activates the notifications associated with the process. For example, you might have reminders
sent to participants a day before an activity is scheduled to start.
l Displays the activities to performers in resources designed for working with business processes,
and allows the performers to update activity status.

Create an instance
To run a process you must create an instance of it that users can interact with. You can create a process
instance on an as needed basis. You can also create multiple process instances and schedule them to
begin when required. For example, if your company's regular S&OP cycle starts at the beginning of every
month, you can create a year's worth of instances and schedule them to start at the beginning of every
month.

1. In the Explorer, ensure that processes are shown. You can do that by selecting Tasks.

2. Click a process, and then on the Actions menu, click Create Instance.

Note: The Create Instance option is not available when the process instance's properties
are open.

3. In the New Process Instance dialog box, in the Name box, type the name of the process instance.
Ensure that the name will be meaningful to the performers participating in the process.
4. In the Type list, select the process instance type suitable for the instance. The type controls the
calendar used by the process instance. The default type selected is the type specified by the
process author.
5. In the Start date list, specify the date you expect the process to start on. This date is used to
calculate the expected start dates of all the activities in the process instance. It is also the date
used when generating certain notifications. For example, participants can be notified several days
before a process instance is supposed to start.
6. Although it includes content defined by the process author, in the Description box, you can make
changes to the description of the process instance.
7. In the After creation area, in the list, click the workbook you want to open after you have created
the instance.

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 Include links to reports in the process instance description

1. In the New Process Instance dialog box, click inside the Description box.
2. Click Add Link.
3. In the Insert Link dialog box, click one of the following:
l An open report—inserts a link to a currently opened and shared workbook, scorecard, or
dashboard.
l Report—inserts a link to any shared workbook, scorecard, or dashboard.
l Web page—inserts a link to an external website.
4. Click Next.
5. In the dialog box that opens, define the link properties.

Review the process instance

After creating the instance you can review it to ensure all of the activity start dates are scheduled as
desired. You might also want to review the performers assigned to the activities. For example, if you are
aware that particular performers are away during a scheduled activity, you might want to assign different
performers to the activity.

1. If the Process Activities workbook is not open, open it by double-clicking it in the Explorer.
2. Review the calendar to ensure the dates of the activities.
3. To display the tree view of the process instance, on the workbook toolbar click the Calendar
button.
4. Review the information in the workbook.

Edit process instance properties

You can change the properties of a process instance at any time after creating it.

1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click the Process Activities workbook.

3. On the workbook toolbar, click Calendar to display the tree-view of the activities.
4. In the Process Instance list, click a process instance.
5. On the workbook toolbar, click Process Instance Properties .
6. In the Edit Process Instance dialog box, make the desired changes.

Change activity properties

Process authors typically define most aspects of a given process, from activity durations to the
performers assigned to the activities. When creating an instance of a process, you can change the
properties of its activities to ensure that they meet the requirements of the specific process occurrence.

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 For example, you might need to adjust the duration of an activity if it needs to be completed early, or play
around with the activity start dates to adjust the length of the process.
You can change activity properties within a process instance in the Process Activities workbook, in the
Activity Properties dialog box.

Open the Activity Properties dialog box

1. In the Process Activities workbook, if the calendar is displayed, click Calendar to display the tree-
view of the activities.

2. Click the Activity Properties button in the row of the activity you want to modify.

Specify the activity start day and duration

1. In the Activity Properties dialog box, click the General tab.

2. In the Start on day box, type the day number on which the activity starts.
The number you type is the number of days in relation to the date the process instance starts. For
example, if the process starts on October 15, 2012, an activity that is specified to start on day 4 will
start on October 18, 2012.
3. In the Duration box, type the number of days the activity is expected to take.

Tip: You can also change the activity start day and duration directly on the process page by
typing values in the Start on day and Duration columns.

Provide instructions for performing an activity

The process author should have defined instructions for performing the activity, including:

l Directions about the tasks they must perform to complete an activity.

l Links to any resources used during the activity. For example, if users require a workbook or
scorecard to complete their task the link in the instructions allows them to access it quickly and in
context of the activity.

You can modify the instructions if required.

1. In the Activity Properties dialog box, click the General tab.

2. In the Instructions box, type any information that can help users perform their tasks.
3. To add a link to a report or URL to the instructions, click Add Link.
4. In the Insert Link dialog box, click one of the following.
l An open report—inserts a link to a currently opened and shared workbook, scorecard, or
dashboard.
l Report—inserts a link to any shared workbook, scorecard, or dashboard.
l Form—inserts a link to a shared form.
l Web page—inserts a link to an external website.
5. Click Next.
6. In the dialog box that opens, define the link properties.

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 Specify the people who perform activities
For each activity, you can specify the RapidResponse users who will be responsible for performing it.
These users will then be able to see their activities in dashboards and workbooks that are designed for
working with process activities. If notifications are defined for the activity, they might also be notified
when they are supposed to start the activity, or when preceding activities are complete.
IMPORTANT: It is recommended that you avoid using groups when defining performers. Users change
their progress status for an activity, for example from In Progress to Finished, so that the process owner
can monitor the overall progress of an activity. When a group is defined as a performer, it is not possible
to determine the status at the user level.

1. In the Activity Properties dialog box, click the Performers tab.

2. Click Add.
3. In the Select Names dialog box, on the Users tab,
4. In the Select Names dialog box, do any of the following:
l On the Users tab, select the users you want to perform this activity, and then click Select.
l On the Groups tab, select the groups you want to perform this process, and then click Select.
5. Click OK.

Note: To remove users or groups from the activity, on the Performers tab select those you want
to remove, and then click Remove.

Activity validation
When changing the activity properties, you might occasionally see the following dialog box, which
indicates that there are some issues with the activity.

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 The Resources list displays issues related to RapidResponse resources, such as workbooks or
dashboards, identified in the activity. There are two issues that can arise with resources:

l A resource identified in the activity is not available on the RapidResponse system you are using.
This can occur if a process has been imported from another RapidResponse system but the
required resources have not, or, when a resource has been deleted from RapidResponse.
l A resource is not shared with a RapidResponse user who requires it to perform an activity.

The Performers list displays the activities that have performers that are not in the RapidResponse
system. This might occur if a RapidResponse user account is deleted or if the process is imported from
another RapidResponse system.
When this dialog box displays, it is recommended that you review and fix the issues if possible, however,
you have the option to continue without fixing the problems.

1. In the Invalid Resources and Performers dialog box, click Yes.

2. The Activity Properties dialog box opens, where you can make the required changes.

Change the status of a process instance

and activities
You can change the status of a process instance to indicate that work has started on a process instance
or that an instance has been completed.
Certain notification messages are related to the status of a process instance, therefore, It is particularly
important that you change the status of a process instance to In Progress when performers begin
working on it. For example, performers might receive needless notifications that a process instance is
late if its status is set to Not Started past its expected start date.

Change the status of a process instance

1. In the Explorer, ensure that workbooks are shown. You can do this by clicking Reports.

2. Double-click the Process Activities workbook.

3. If the calendar is displayed, on the toolbar click Calendar to display the tree view.
4. In the Process Instance list, click the process instance for which you want to change the status.
5. On the workbook toolbar, click Edit Process Instance.
6. In the Edit Process Instance dialog box, in the Status list, click a status.

Change a process instance to historical

If you do not want to delete a previously completed process instance, but do not want the activities from
this process instance to be displayed in process calendar dashboard widgets, you can mark the process
instance as historical.

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 1. In the Explorer, ensure that processes are shown. You can do this by selecting Tasks.
2. Select a process, and then on the Actions menu click View Instances.
3. Ensure that Details is selected on the workbook toolbar.
4. In the Historical column of the process instance you want, select the check box.

Note: RapidResponse administrators can still see historical process instances in calendar
widgets.

Change the status of an activity

As a process owner, you can change the status of any activities in a process instance.

1. In the Explorer, ensure that workbooks are shown. You can do this by clicking Reports.
2. Double click the Process Activities workbook.
3. In the Calendar, click the activity you want.
4. In the pop-up dialog box, in the list beside the performer name you want, click a status.

Delete a process instance

You can delete process instances when required.

1. In the Explorer, ensure that processes are shown. You can do this by clicking Tasks.
2. Click a process and then on the Actions menu click View Instances.
3. In the Process Instances workbook, select a process instance and then on the workbook toolbar
click Delete .

About process instance notifications

A key aspect of successfully executed business processes is communication of activity and process
progress to the process owner and performers. Process authors can create notifications so that
performers and process owners can be kept informed about how a process instance is progressing. As a
process owner, you can modify the notifications for each instance of a process if required.
Notifications are sent once a day at a time defined by your RapidResponse administrator, with the
exception of status-based notifications on activities, which are sent when a performer or process owner
changes the status of an activity.
You can add or modify notifications at the process level and at the activity level.

Process and activity level notification criteria

You can set notifications at the process instance level, mainly to let performers and process owners know
when a process instance is about to start or when it is late starting.
At the process instance level and also at the activity level, RapidResponse includes the following
notification criteria (where n stands for the number of days you specify):

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 l Scheduled to start in (n) days
l Scheduled to finish (n) days
l Late starting by (n) days
l Late finishing by (n) days

Activity level notification criteria

You can define notifications that apply to all of the activities in a process. You can also define
notifications for individual activities in a process.
The notifications listed above, in the Process level notifications section, are also available at the activity
level.
Additionally, at the activity level, the following status-based notification criteria are available. When you
choose any of these options, the notification is generated when a performer changes the status

l Started
l Finished
l Started early
l Finished early

Create or modify process instance

notifications
For an overview of notifications, see "About process instance notifications" on page 543.

Add a notification

1. In the Process Instances workbook, click Process Instance Properties for the process instance
you want to modify.
2. Click the Notifications tab.
3. In the Send when this process instance is area, click Add.
4. In the list at the top of the Add Process Notification dialog box, click the criteria on which you
want to send a notification.
5. In the days(s) box, type the number of days as they relate to the notification criteria.
6. In the Send to to area, select any of the following:
l Process owner—sends the notification to the process owner that created the process
instance.
l Performers—sends the notification to all performers defined in the process instance.
7. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.

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 l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

Modify an existing notification

1. In the Process Instances workbook, click Process Instance Properties for the process instance
you want to modify.
2. Click the Notifications tab.
3. In the Send when this process instance is area, select the notification you want to modify, and
then click Edit.
4. In the list at the top of the Edit Process Notification dialog box, click the criteria on which you
want to send a notification.
5. In the days(s) box, type the number of days as they relate to the notification criteria.
6. In the Send to to area, select any of the following:
l Process owner—sends the notification to the process owner that created the process
instance.
l Performers—sends the notification to all performers defined in the process instance.
7. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.
l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

Create or modify activity notifications

You can create notifications that apply globally to all the activities defined in the process and
notifications that apply only to a particular activity.
In general, you might want to limit the number of notifications applicable to all the activities in the
process to minimize instances of sending email messages that are not required.
For an overview of notifications, see "About process instance notifications" on page 543.

Create notifications for all activities in a process instance

1. In the Process Instances workbook, click Process Instance Properties for the process you want
to modify.
2. Click the Notifications tab.
3. In the Send when an activity is area, click Add.
4. In the list at the top of the Add Process Notification dialog box, click the criteria on which you
want to send a notification.
5. To notify the process owner, select the Process owner check box.
6. To notify performers, click one of the following:

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 l All performers—notifies all performers involved in the activities.
l One of the following options, which change depending on the criteria that is selected in the
list at the top of the dialog box:
l Performers that have not started—available when the selected criteria is Scheduled to
start in or Late starting by.
l Performers that have not finished—available when the selected criteria is Scheduled to
finish in or Late finishing by.
l None—none of the performers are modified.
7. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.
l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

Create notifications for an individual activity in a process instance

1. In the Process Instances workbook, click on the name of the process that you want to modify.
The Process Activities workbook opens.
2. On the Process Activities tab of the Process Activities workbook, ensure that the Gantt chart
view is selected. If the worksheet is displayed in calendar view, click Calendar on the workbook
toolbar to toggle the view.
3. Click Activity Properties for the activity that you want to modify.
4. Click the Notifications tab and select the Override Notifications check box.
Any notifications that have been defined for all activities are listed in the Send when an activity is
box. You can turn on or turn off any of these notifications by selecting or clearing the
corresponding check box.
5. Click Add.
6. In the list at the top of the Add Process Notification dialog box, click the criteria on which you
want to send a notification.
7. To notify the process owner, select the Process owner check box.
8. To notify performers, click one of the following:
l All performers—notifies all performers involved in the activities.
l One of the following options, which change depending on the criteria that is selected in the
list at the top of the dialog box:
l Performers that have not started—available when the selected criteria is Scheduled to
start in or Late starting by.
l Performers that have not finished—available when the selected criteria is Scheduled to
finish in or Late finishing by.
l None—none of the performers are modified.
9. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.

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l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

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Create or modify activity notifications
CHAPTER 39: Extensions and add-in
applications

Access an external application or link 549

Run an add-in application 549
Scheduling the running of an add-in 550
View information about an add-in application 550

Your RapidResponse administrator might have given you access to the Extensions and Add-ins panes. In
the Extensions pane, you can access external applications from Kinaxis, any custom external applications
developed by your company, and links to internal or external Web pages or documents.
In the Add-ins pane you can access add-in applications, which are custom applications generally
developed by your company. These applications typically address specific processes or solutions to daily
operations. Add-in applications do not have a user interface. Once accessed, they run and perform a
specific task.

Access an external application or link

l In the Extensions pane, click an application or click a link.

Run an add-in application

1. In the Add-ins pane, select an add-in application.
2. On the Actions menu, click Run.

Notes:
l If the add-in application is developed to run in the foreground, you will be unable to perform
any other tasks in RapidResponse while the application is running. When an application runs
in the foreground, an hourglass is displayed, and you are notified when the process is
complete.
l If the add-in application is developed to run in the background, you can continue working in
RapidResponse. You are not notified when the application finishes running.

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 Scheduling the running of an add-in
Add-in applications can be scheduled to run at specific times using the RapidResponse RunAddin
command. For more information about scheduling, contact your RapidResponse administrator.

View information about an add-in

application
When implementing an add-in application, your RapidResponse administrator can include important
information about the application, which you can review.

1. In the Add-ins pane, select an add-in application.

2. On the Actions menu, click Properties.

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Part 6: Automating tasks
l "About automation tasks " on page 553
l "Monitoring data with alerts" on page 567
l "Scheduling tasks" on page 585
l "About forms" on page 595
l "Automating sequences of tasks" on page 601
l "Using predefined schedules to run automation tasks" on page 627
l "Running automation tasks manually" on page 611
l "Automation task details and logging" on page 631
l "Publishing data to subscribers" on page 649
CHAPTER 40: About automation tasks

About alerts and data monitoring 554

About scheduled tasks 554
About scripting 554
About automation chains 555
About modifying automation tasks 556
Use a temporary scenario in an automation task 556
Allow automation task customization 557
Modify an automation task 559
Copy an automation task 560
Import or export an automation task 560
Share an automation task 562
Give an automation task 563
Unlock an automation resource 564
Delete an automation task 565

RapidResponse automation tasks are resources that support automated processes. You can use
automation tasks to automatically modify data, run other automated processes, and notify you of
changes made by the process. Automation tasks consist of alerts, scheduled tasks, automation chains,
and scripts.

l Alerts are typically used for monitoring dashboard, workbook or scorecard data for changes, so
that you are notified when a specific condition is met. This feature can be used for exception
reporting. For more information, see "About alerts and data monitoring" on page 554.
l Alerts can also be used to send regularly scheduled reports. For more information, see "Scheduling
reports" on page 307.
l Scheduled tasks are typically used to automatically run data modifications and scripts. For more
information, see "About scheduled tasks" on page 554.
l Scripts typically represent a custom application, and are used to perform an automated process. For
more information, see "About scripting" on page 554.
l Forms are interfaces based on scripts that are used to run automated business tasks. For more
information, see "About forms" on page 595.
l Automation chains are used to run a sequence of other automation tasks. For more information,
see "About automation chains" on page 555.

You can run any automation task you have access to. For more information, see "Running automation
tasks manually" on page 611.

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 About alerts and data monitoring
Using alerts, you can monitor your worksheet or scorecard data for changes that you specify, allowing
you to respond as soon as they occur. You can also generate reports about the affected data and alert
other people when your condition occurs.
When your specified condition is met you receive a message in RapidResponse Message Center and,
optionally, in your email. You can also choose to send alerts to other RapidResponse users or even
people who do not use RapidResponse. The message will include a link to the affected data. For example,
you can send material planners a daily report listing all the parts with excess inventory greater than
$50,000.
You can also generate reports that will be included in the message sent when your condition occurs. The
report shows the data as it was when the change occurred. To view the current affected data in
RapidResponse, anybody you send alert messages to must also have permission to access the resources
the alert uses, such as the workbook, filter, and scenario.
Data values monitored by or specified in alerts are not updated after the alert is created. This ensures the
values specified for an alert remain constant, however, in some cases this might produce unexpected
results in the alert. For example, if your alert uses the Today date constant in a date value, that value is
not updated, which can result in date values that are out of date. You can modify the alert to update the
value, or you can monitor different data. Typically, the Today date constant should not be used for
scheduling, because it can be interpreted as different dates for different users. For more information, see
"About modifying automation tasks" on page 556.
You must have permission to create alerts. For more information, contact your RapidResponse
administrator.

About scheduled tasks

If your administrator has granted you the appropriate permission, you can schedule tasks to run on a
regular basis. For example, if you have access to a script, you can run that script on a daily or weekly
basis, or whenever data in a scenario is modified.
The types of scheduled tasks you can create depend on the resources available to you. For example, you
can create scheduled tasks that run scripts if you have access to at least one script, or you can create
scheduled tasks to run data modifications if you have access to a workbook with a data modification
defined in it. For more information, see "Scheduling tasks" on page 585.

About scripting
Scripts can be used to automate parts of your business processes, such as creating and updating
historical scenarios or ensuring data changes are available in multiple scenarios. Scripts perform a
specific series of actions, and are typically provided by your RapidResponse administrator or a user with
script authoring permission.
Scripts you have access to are shown in the Explorer.

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For more information about running scripts, see "Run a script" on page 617. For more information about
viewing scripts that have run, see " Script logging" on page 646.
For information about creating scripts, see the RapidResponse Scripting Guide.

Note: You might have access to scripts that are linked to workbooks, and do not appear in the
Explorer. You can run these scripts only through a workbook command. For more information,
see "Run workbook commands" on page 358.

About automation chains

Automation chains define a series of automation tasks—alerts, scheduled tasks, and automation
chains—that run in the sequence specified. Each automation task represents a step in the automation
chain, and each step runs either when the step before it finishes or at the same time as other steps,
depending on how you have configured the automation chain.
Each step's notification messages are sent as defined in its properties. You could use an automation
chain to, for example, run a scheduled task that creates a scenario using a script, run a sequence of
scheduled tasks that run workbook commands to modify data in that scenario, and then run an alert
that reports the results of those changes.
Typically, an automation task that runs as part of an automation chain should be unscheduled and
turned off, which ensures it runs only as part of the automation chain. For more information see
"Schedule when an automation task runs" on page 585.
Depending on the steps specified for the automation chain, the automation tasks can be configured to
only run if the step before it ran successfully. For more information, see "Add steps to an automation
chain" on page 603.

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About automation chains
 About modifying automation tasks
If you have authoring permission for a specific type of automation task, such as alerts, you can modify
your private tasks and any public tasks you own. To modify a public automation task, you must check the
resource out of the versioned repository. All public resources are stored in a centralized, versioned
repository where multiple versions of a resource are tracked along with comments about any changes to
the resources. This version control supports resource development by controlling and tracking changes,
ownership and prevents conflicts in multi-authoring environments. To make a private automation task
public, you must add the task to the versioned repository. For more information about version control,
see the RapidResponse Resource Authoring Guide.
In RapidResponse systems with version control turned off, you can modify private and shared
automation tasks you own without adding or checking the tasks in or out of a versioned repository.

Caution: If you have upgraded from RapidResponse 2013.4 or earlier, and version control is
turned on, you should not revert changes to the automation tasks you own if they are used in
an automation chain. Doing so can cause automation chains to not run, which can break
processes.

Use a temporary scenario in an

automation task
You can use advanced options to specify a scenario that doesn't exist yet to be used with an alert or
scheduled task. Ensure you spell the scenario correctly, because if the name does not match the
temporary scenario, the automation task fails.
Although resources that refer to private scenarios typically cannot be added to the versioned repository,
alerts and scheduled tasks that refer to a private temporary scenario using a scenario override can be
added to the versioned repository. For more information about adding resources to the versioned
repository, see the RapidResponse Resource Authoring Guide.

Specify a temporary scenario for an alert

You might want to create an alert that monitors data in a scenario that does not exist, such as a
temporary scenario created by a script. Because the scenario does not normally appear in the
RapidResponse user interface, you cannot select it from the list in the New Alert dialog box.
An alert that monitors a temporary scenario cannot be run manually if the scenario does not exist.

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 Specify a temporary scenario for an alert

1. In the New Alert dialog box, on the General tab, click Advanced.
2. In the Scenario override area, select the Use scenario check box.
3. In the Scenario override area, select the Shared or Private scenario icon from the drop-
down list.
4. In the Use scenario text box, type the name of the scenario.
5. Click OK.

Notes:
l The scenario specified in the Use scenario text box is used instead of the one specified on the
General tab. When the Use scenario check box is selected, the Scenario list on the Condition
tab appears dimmed.
l If you select the Use scenario check box, you cannot leave the scenario name blank.

Specify a temporary scenario for a scheduled task

For data modification tasks, you can run the scheduled task using a scenario that does not exist when
you create the scheduled task. For example, the scenario might be created as part of another process, or
created by a script that runs in another scheduled task. Because you cannot select the scenario, you
must know what the scenario name is before you create the scheduled task.
The scenario you specify is used in place of the one you specify in the scheduled task's properties.

Specify a scenario to use in a scheduled task

1. In the New Scheduled Task - Modify Data or Modify Data Scheduled Task Properties dialog
box, on the General tab, click Advanced.
2. In the Scenario override area, select the Use scenario check box.
3. In the Scenario override area, select the Shared or Private scenario icon from the drop-
down list.
4. In the Use scenario box, type the name of the scenario to use.
5. Click OK.

Allow automation task customization

You can specify how other users run alerts and scheduled tasks you share with them. Automation chains
cannot be customized, and the settings for each alert or scheduled task in the automation chain are
used.

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 Using the owner's settings when running an automation
task
For alerts and scheduled tasks, you can specify that the automation task runs using the task owner's
resource access and settings. This offers a couple of advantages:

l It allows other users to run automation tasks that use resources they do not have access to.
This applies to both resources and permissions. For example, if you share a scheduled task that
runs a script, the user who runs that scheduled task can perform any functions within that script,
such as sharing scenarios, that they otherwise do not have permission to perform. In this case, you
can limit the scheduled task to other users who have the same level of permission as you.
In addition, if you are using a shared script, other users could edit the script after you create and
share the scheduled task. This could introduce functions that you have permission to perform but
other users do not, and could violate your company's security policies. To prevent this, you could
use only private scripts or have the scheduled task run with each user's resources and permissions.
l It ensures that the automation task is not affected by personal workbook settings of the users
running the automation task.
This can help to provide consistent results. For example, an alert that generates a report will not
use different bucket settings depending on the personal workbook settings of users who run the
alert. However, if this option is selected, the scheduled task or alert owner's settings affect the
results that other users get when they run it.

Using the settings of the person who ran the automation

task
Alternatively, you can run the automation task using the other user's resource access, which also allows
those users to run the automation task manually using data settings they want or to choose who to
notify when the automation task is successful.
If you do not allow users to change any settings, the automation task runs with the data and notification
settings that you created.
For more information, see "Share an automation task" on page 562.

Note: The settings you allow to be customized apply only when the alert or scheduled task is
run manually. For automation tasks that run on a schedule or as part of an automation chain,
the settings you specify are always used. To ensure the automation chain runs successfully for
these users, you should ensure the resources the automation task requires are shared with the
user.

Specify that an alert runs using the owner's RapidResponse account

1. In the Explorer, select the alert you want.

2. On the Actions menu, click Properties.

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 3. On the General tab, in the Sharing area, click Alert owner.

Specify that a scheduled task runs using the owner's RapidResponse account

1. In the Explorer, select the scheduled task you want.

2. On the Actions menu, click Properties.
3. On the General tab, in the Sharing area, click Scheduled task owner.

Specify that the automation task runs using the user's RapidResponse account

1. In the Explorer, select the automation task you want.

2. On the Actions menu, click Properties.
3. On the General tab, in the Sharing area, click User.

Allow the user to control data settings and notifications

1. In the Explorer, select the automation task you want.

2. On the Actions menu, click Properties.
3. On the General tab, in the Sharing area, click User.
4. To allow users to change data settings, select the Data settings check box.
5. To allow users to change notification settings, select the Notification settings check box.

Notes:
l You must separately share scenarios, filters, and sites that the automation task depends on.
Workbooks, scorecards, and scripts are shared automatically.
l Users who do not own the automation task cannot alter failure notification settings.
l If you do not have permission to share the automation task, the Sharing section does not
appear.

Modify an automation task

Sometimes you might want to make changes to an alert. For example, you might want to change when
the alert runs, add a recipient, change the scenario that is monitored, or change the search conditions.
You can edit any alert you have created. If you change the resources required by the alert, you should
ensure every recipient has access to the new resources. For more information, see " Modify an alert" on
page 581.
You can modify a scheduled task you own. For example, you might want to change when the scheduled
task runs, add a notification message recipient, or change the scenario the scheduled task runs on. If you
change the resources required by the scheduled task, you should ensure every recipient has access to
the new resources. For more information, see "Modify a scheduled task" on page 593.
You can modify any automation chain you own. You can change when the automation chain runs, add a
notification message recipient, add or remove steps, change the order the steps run in, or edit the
automation tasks the automation chain runs. If you change the steps the automation chain runs, you
should ensure every recipient has access to the alerts, scheduled tasks, or automation chains you have
added to the automation chain. For more information, see "Modify an automation chain" on page 608.

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Modify an automation task
 If any of the alerts, scheduled tasks, or automation chains are public resources that you own, you must
first check the resource out of the versioned repository. For more information, see "About modifying
automation tasks" on page 556 and the RapidResponse Resource Authoring Guide.

Copy an automation task

When you create an automation task by copying any automation task you have access to. If you copy a
private automation task, you must specify a name for the new automation task.
Copying an automation task copies all properties, including the resource an alert monitors, the
workbook or script a scheduled task uses, or the steps defined in an automation chain, when the
automation task runs , and the users notified when the automation task finishes or fails.

Copy an automation task

1. In the Explorer pane, select the automation task you want to copy.
2. On the Actions menu, click Copy.
3. Specify a name for the new automation task, and then click OK.

Import or export an automation task

If you are moving an automation task from one system to another, or you have been provided with an
automation task from an external source, such as a customer, a supplier, or third-party developer, you
can import that automation task into your RapidResponse system.
Automation tasks you import or export also include any linked resources, such as workbooks,
scorecards, filters, and other automation tasks. If you import an automation task, the linked resources
are also imported as private resources. If you already have access to a resource with the same name, you
can choose to either not import the resource, replace the existing resource, or rename it. If you choose
to rename a resource, all references to it must also be renamed. You must have permission to author
each type of resource that the automation task imports.
If you cannot create the resource type, you can import the automation task, but cannot use it to monitor
data, modify data, run scripts, or run a sequence of automation tasks. The resources you cannot create
are specified when you import the automation task, as shown in the following illustration.

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You can export any automation task you have created, which allows you to send the automation task to
another system or allow another user to import and modify the automation task, or to share automation
tasks with an external partner. Any resources required by the automation task, such as workbooks,
scorecards, filters, or other automation tasks, are included with the automation task.
Automation tasks are exported using the following extensions.

Automation task Extension

Alert .alt

Scheduled task .stk

Automation chain .acn

If you have upgraded to RapidResponse 2014.1 and are importing an automation chain that replaces an
alert that runs another alert, you must replace the alerts and scheduled tasks that automation chain
imports. Otherwise, the alerts and scheduled tasks in the automation chain will not be valid, and the
automation chain will not be able to run.

Import an automation task

1. On the File menu, point to Import, and then click one of the following:
l Alert
l Automation Chain
l Scheduled Task
2. In the Import Resource dialog box, do the following:
l In the Look in list, navigate to the location where the automation chain is saved.
l Select the automation chain, and then click Open.
l If you already have a private automation task with the same name, you are prompted to enter
a unique name.
The automation task is now visible in the Explorer.

Specify how duplicate resources are managed when importing an automation task

1. In the Import Resource - Duplicate Resource Names dialog box, for each resource, in the Action
column click one of the following:
l Use existing shared—The resource is not imported, and the existing shared resource is used.
l Use existing private—The resource is not imported, and the existing private resource is used.
l Use existing —The resource is not imported, and the existing resource is used. Applies to
macros, profile variables, images, and insert definitions.
l Replace—The resource being imported replaces the existing resource.
l Rename—The resource's name is changed. The new name is automatically used in the
resource. The new name is typed in the New Name column of the dialog box.
l Import—The resource is imported as private. Available when there is not a duplicate conflict in
the system.
2. Click Ok twice.

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 Caution: If you replace a macro, it is replaced for all other workbooks, filters, and so on that use
the macro. This can result in workbooks and filters not returning the data you expect, or possibly
not returning any data. Before you replace a macro, you should ensure the new macro is similar
to the existing macro.

Note: You must select the Replace option if you are importing an automation chain that
replaces an alert that runs another alert.

Export an automation task

1. In the Explorer, click the automation chain you want to export.

2. On the File menu, click Export.
3. In the Export Resource dialog box, specify the location you want to save the file.
4. In the File name box, type the name of the file.
5. Click Save.

Share an automation task

If you have been granted permission to do so, you can share public alerts, scheduled tasks, or
automation chains you create with other RapidResponse users. This allows those users to run the
automation task and, if they are automation task authors, copy it.

Sharing other resources along with automation tasks

Sharing an automation task also shares any resources the automation task uses to run, including the
automation tasks an automation chain runs, the workbook or scorecard an alert monitors, or the
workbook or script a scheduled task uses. However, users you share the automation task with might not
see those resources in their resource panes and cannot run or open them separately.
You can share an automation task only if you own the automation tasks or resources it uses. Otherwise,
you must give the automation task to your RapidResponse administrator, and ask them to share the
automation task for you. For more information, see "Give an automation task" on page 563. Only
automation tasks that you have added to the repository, making them public resources, can be shared.
For more information, see "About modifying automation tasks" on page 556.

Scenario sharing and automation tasks

Resources, including automation tasks, that refer to private scenarios typically cannot be added to the
versioned repository or shared. You must share the scenario first. Other users will only be able to run the
automation task if they are on the list of users who have access to the scenario. For more information,
see "Share a scenario" on page 482.
Alerts and scheduled tasks that refer to a private temporary scenario using a scenario override—for
example, alerts that check for a condition in a scenario created as part of an automation chain—are an
exception to the rule. They can be added to the versioned repository and shared. For more information,
see " Use a temporary scenario in an automation task" on page 556.

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 Share an automation task

1. In the Explorer, select the public automation task you want to share.
2. On the Actions menu, click Share.
3. In the Share dialog box, click Select Names.
4. In the Select Names dialog box, do the following:
l On the Users tab, select the user or users you want to share the automation task with, and
then click Share with.
l On the Groups tab, select the group or groups you want to share the automation task with,
and then click Share with.

Notes:
l In systems with version control turned off, you can share private and shared alerts, scheduled
tasks, and automation chains that you own.
l If you add an automation task to the versioned repository (or, in systems with version control
turned off, share an automation task for the first time) and it uses a private predefined
schedule, the predefined schedule is shared automatically. For more information, see "Share
a predefined schedule" on page 628.

Give an automation task

You can give any automation task you own to another author of the same type of automation task. You
might do this if you have created an automation task for another user, or if you are no longer
responsible for the automation task.
When you give an automation task, any automation tasks or resources used by that automation task are
not given to the recipient. The tasks and resources must be given or shared separately. Those tasks or
resources include workbooks or scorecards monitored by an alert, the workbook or script used by a
scheduled task, or the alerts, scheduled tasks, and automation chains used in an automation chain.
When you give an alert, scheduled task, or automation chain to another user, it is automatically locked.
The new owner of the automation task must edit the properties of the automation task to unlock it
before it can run. For more information, see "Unlock an automation resource" on page 564. Automation
tasks that were configured to run automatically are also turned off or disabled. The new owner must
turn on or enable a task before it will run automatically.

Give an automation task

1. In the Explorer, select the automation task you want to give.

2. On the Actions menu, click Give.
3. In the Give Alert , Give Scheduled Task, or Give Automation Chain dialog box, do the following:
l In the Owner list, click the user you are giving the automation task to.
l If you want to rename the automation task, in the New Name box, type a name for the
automation task.
l Optionally, in the Notify new owner area, type a message to notify the new owner that the
automation task has been given to them.
l Click OK.

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 Note: If the new owner already has an automation task of the same type with the same name as
the one you are giving them, you must specify a new name for the automation task.

Tips:
l You can also give an automation task by right-clicking the automation task and then clicking
Give.
l To find out more about the person you have selected in the Owner list, move the pointer
over their name.

Unlock an automation resource

If someone gives you a scheduled task, alert, or automation chain, it is locked and cannot run until you
unlock it. This gives you a chance to ensure that it is configured correctly. Before unlocking an
automation resource, check for problems that might occur as a result of your permissions being different
from those of the previous owner.
For example if someone who only has access to one site creates an alert and gives it to a user who has
access to all sites, the alert will be configured to check data at all sites by default. The new alert owner
might want to specify the site so that the alert does not check data for other sites that it was not
intended to check.
An automation resource that is locked is shown in the Explorer with a lock on its icon.

Note: Most users can only unlock automation resources that they own, but administrators can
unlock any shared automation resources that they have access to.

Unlock an automation resource

1. In the Explorer, right-click a locked automation resource that you own.

2. Select Edit or Check Out and Edit .
3. Review the automation task's properties and make any necessary changes.
4. On the General tab of the automation task's properties, clear the Locked box.

5. Click OK to save your changes.

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 6. If you selected Check Out and Edit in the first step, check the changes in to the versioned
repository. For more information, see the RapidResponse Resource Authoring Guide.

Delete an automation task

If an automation task you own is not needed, you can delete it. Deleting an automation task removes it
from all users who had access to it, and it no longer runs. The workbooks, scorecards, scripts, alerts,
scheduled tasks, or automation chains used in the automation task are not deleted.
If you delete an automation task that is used in an automation chain, you are notified that deleting the
automation task might cause the automation chain that uses it to fail.

Delete an automation chain

1. In the Explorer, select the automation task you want to delete.

2. On the Actions menu, click Delete.
3. If the automation task is used in an automation chain, to confirm the deletion, in the Delete Alert,
Delete Scheduled Task, or Delete Automation Chain dialog box, click Yes.
If you do not want to affect the automation chains this automation task depends on, click No.

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CHAPTER 41: Monitoring data with alerts

Create an alert to monitor worksheet data 568

Create an alert to monitor scorecard data 575
Create an alert based on a widget 578
Create an alert to monitor collaboration progress 579
Currency considerations in alerts 579
Attach a report to an alert message 580
Modify an alert 581
Alert messages in Message Center 582
Alert messages by email 583

You can use alerts to monitor data in reports and receive automatic notifications when specified
conditions are met. Monitoring data using alerts saves you the trouble of repeatedly checking the same
reports for the same conditions. For example, you could create an alert that checks the Project Plan
workbook daily for delays that cause tasks to extend past the end of June.
When the alert conditions you specify are met, you receive an alert message in Message Center and you
might receive an email message too. For more information about how messages are delivered, see
"Message Center and email" on page 449.
Alerts can monitor either a worksheet or a scorecard. When you create an alert based on a dashboard
widget, the alert monitors the worksheet that the widget gets its data from, and is considered a
worksheet alert.
Each type of alert requires different data, and can monitor different conditions. For more information,
refer to the following table.

Alert Monitors Alerts when

type
Worksheet All records that match the Either any records match the display criteria; or always, regardless of
worksheet display settings or a if any records match the display settings. For alerts monitoring a
specific record in the specific record, when the data contained in the record matches a
RapidResponse database. specified condition.
Scorecard The value of a scorecard metric. Either the value of the metric matches a specified condition; or
always, regardless of if any value matches a condition.

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 Create an alert to monitor worksheet data
You can create an alert to monitor data in an open worksheet. For example, you might want to be
alerted when orders are more than one week late. It is recommended that you specify the worksheet
data you want to monitor by making selections in the worksheet control settings (scenario, filter, and so
on). In addition, any search criteria you apply to the worksheet are saved as part of the alert. For
worksheets that contain column searches, you can use the worksheet's search or define your own,
depending on the data you want to monitor. All of these settings are used to determine if the worksheet
contains relevant data when the alert runs.
If the worksheet has searches applied to it, an alert on that worksheet uses the worksheet searches by
default. By using the default searches, the alert always uses the default worksheet search. If the
worksheet's author modifies the default searches, the alert uses the new searches. If you want to add,
edit, or remove the searches in the alert, you must ensure the defaults are not used. If you are creating
the alert without an open worksheet context, any searches defined in the worksheet are included in the
alert, and you must specify to not use the defaults to add or change the searches.
If you apply different searches to the worksheet, those searches are specified for the alert instead of the
default searches. You can then add, edit, or remove these searches. If you decide to use the defaults
instead, the searches you have applied in the worksheet and in the alert are ignored.
If the worksheet has date buckets, you can select the bucket settings that will be used when the alert
runs. Reports generated by the alert will use the bucket settings specified by the alert properties.
Similarly, clicking the View Current Data link in an alert message will open the worksheet using the
specified bucket settings.
If you do not apply bucket settings in the alert properties, the data will be grouped according to the
personal bucket settings of the user running the alert. For more information about setting buckets, see
"Set date buckets" on page 176.
For worksheets that use variables, you can specify which value is used in an alert condition: a value you
specify or the default value for the variable. For workbooks that you do not expect authoring changes
for, specifying a value ensures that it is always used in any alerts for worksheets in the workbook.
In a new alert, by default, all variables are set to use a value you have selected from a list or that you have
defined. If a new variable is added to a worksheet that you have already created an alert for, the default
value for the variable is used in that alert condition.
For workbooks that might change, it is recommended that you use default variable values. This ensures
that any worksheets alerts for the workbook run with the most current variable values.

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 Notes:
l In some worksheets, column searching might be disabled in some or all columns. For more
information, see "Searching data in workbooks" on page 187.
l Only the data settings visible in the selected worksheet are available in the alert. However, if
you are generating a report from the alert, additional settings might be made available on
this tab. For more information, see "Attach a report to an alert message" on page 580.
l Columns that are conditionally hidden by the worksheet author cannot be used in alerts,
even if they are visible when you are creating the alert. Examples include columns that are
only visible to administrators, or only shown if a button is clicked on the worksheet toolbar.

Creating an alert without an open workbook

You can also specify alert settings without opening a workbook. However, to ensure your alerts monitor
the correct data, you should create alerts from an open worksheet. To specify alert settings without
opening a workbook, you must specify what worksheet—including the workbook and worksheet
controls (scenario, filter, site, and so on)—you want to monitor. Creating using the New Resource button
on the RapidResponse menu without an open worksheet is not recommended because worksheets that

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 display different data based on worksheet settings, such as the Demand Order Analysis - Whole Orders
or Supply Order Analysis workbook, might not display the data you expect when the alert runs.

Modifying alerts
After an alert is created, you can modify its settings. For example, if you create an alert with a private
scenario active, but that you intended to monitor the Approved Actions scenario, you can change the
scenario being monitored. Similarly, if you create an alert with search conditions that do not match what
you intended, you can override the default searches and add, modify or remove conditions in the alert.
For more information, see " Modify an alert" on page 581.

Specifying the alert message condition

You can be alerted if any worksheet records match the condition you specify, or you can be alerted
regardless of records matching the condition. For example, you can use a worksheet to monitor whether
any orders for a part are late. If you want to receive alert messages when any orders are late, you can
choose to be alerted if the worksheet contains data.

Create an alert to monitor worksheet data

1. If you are creating this alert without a worksheet open, skip to step 5. Otherwise, in the Explorer,
ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click a workbook, and then click the worksheet you want to monitor.
3. Select the scenario that contains the data you want to monitor, the filter, and the site. Optionally,
you might want to specify other worksheet control settings.
4. Optionally, specify the search criteria. For more information, see "Search for specific data" on page
189.
5. On the File menu, point to New, then Alert and click Monitor Worksheet.
6. In the New Alert dialog box, in the Name box, type a descriptive name for the alert.
7. In the Author notes box, type a summary of what the alert monitors.
8. If you are going to schedule the alert, beside Alert is, click On.
9. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) check box.
10. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see " Allow automation task customization" on page 557.
11. Click the Condition tab.
12. If you created the alert without a worksheet open, or you want to modify the worksheet data
settings, specify any of the following:
l In the Workbook list, click the workbook that contains the worksheet you want to monitor.
l In the Worksheet list, click the worksheet you want to monitor.
l In the Scenario list, click the scenario that contains the data you want to monitor.

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 l If the monitored worksheet contains multi-scenario columns, in the Scenarios area, click Select
to select the scenarios to monitor. If the scenario you want to monitor does not exist, such as a
scenario created by running a script, see " Use a temporary scenario in an automation task" on
page 556.
l In the Filter list, click the filter you want to be applied to the worksheet.
l In the Site list, click the site the data you want to monitor originates from.
l If the worksheet on which you are basing the alert contains the Part, Model, Pool, Reference
Part, Currency, or other controls, select the desired values.
13. If the worksheet uses variables, do the following:
l For variables you want to specify a value for, ensure the check box for the variable is selected
and then do one of the following:
l For text and quantity variables, type a value.
l For all other variable types, pick a value from the drop-down list.
l For variables that you want the default value used for, clear the check box for the variable.
14. If the worksheet uses a hierarchy, click Hierarchy Settings and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the worksheet.
l To add another hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet. For more information
about selecting multiple values in a hierarchy, see " Filter and summarize data with hierarchies"
on page 304.
l To remove a hierarchy, click the beside the hierarchy you want to remove.
l Click OK
15. If the worksheet uses date buckets, click Apply default bucket settings to use the worksheet's
default bucket settings (as defined by the worksheet author) when the alert runs. Optionally, click
Buckets to specify the bucket settings used when the alert runs.
16. To modify the alert's search conditions, ensure the Apply the default column search for this
worksheet check box is cleared, and then in the Search area, click one of the following:
l Add—add a search condition. You must specify a column, a comparison operator and a value
for the search condition. For more information, see "Currency considerations in alerts" on page
579.
l Edit—edit an existing search condition.
l Remove—remove a search condition.
17. In the Alert area, click one of the following:
l Alert if this worksheet contains any data—sends an alert message if any records match the
condition.
l Always (even if worksheet is empty)—sends an alert message whenever the condition is
checked. This option is typically used when generating scheduled reports. For more
information, see "About automatically generating reports" on page 307.
l Only if the number of records in the worksheet—sends an alert message when the specified
number of records are in the worksheet. You must also specify the comparison operator and
the number of records for this type of condition.
18. On the Frequency tab, specify when the condition is checked. Alerts are scheduled similarly to
other automation tasks. For more information, see "Schedule when an automation task runs" on
page 585.

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 19. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an automation task completes" on
page 618.
20. On the Report tab, if you want to send a report, specify report settings. For more information, see
"Attach a report to an alert message" on page 580.

Caution: If you create an alert that monitors data in a private scenario, and then you share the
scenario, the alert will not function correctly until you edit its properties to specify the shared
scenario.

Notes:
l You cannot create an alert using a library workbook.
l You can create alerts using linked workbooks. Linked workbooks are not available in the
Explorer. For more information, see "Resources that can only be opened from links" on page
90.
l You can specify search conditions only if the worksheet the alert monitors allows searching. If
the worksheet does not have a search row, the alert's search options are not available.
l Your alert might be based on a worksheet for which one of the workbook controls is not
active; however, to save the alert, you must select an item from this control on the Condition
tab (you are prompted if there is no selection). The selection is not applied to the worksheet
and does not affect the alert.

Tips:
l You can also create an alert by clicking New Resource , pointing to Alert , and then
clicking Monitor Worksheet.
l You can also create an alert from an open workbook by right-clicking the worksheet, clicking
New Alert , and then clicking Monitor Worksheet.

Override a worksheet's default search

1. In the New Alert or Alert Properties dialog box, click the Condition tab.
2. Clear the Apply the default column search filtering for this worksheet check box.
3. Edit or remove the searches you do not want to include in the alert.
4. Add searches you want to apply to the alert.

Apply a worksheet's default search

1. In the New Alert or Alert Properties dialog box, click the Condition tab.
2. Select the Apply the default column search for this worksheet check box.

Note: If you apply the default searches, any search conditions you have specified are removed.

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Creating an alert to monitor a specific record
You can also create an alert that monitors a single record in the RapidResponse database. The record
displays as a row in vertical worksheets. This allows you to keep track of and respond to changes made
to specific areas of your business, such as an order or part. For example, you can monitor the on hand
nettable inventory of a part, and be alerted if the quantity drops below a level you specify.
When creating an alert to monitor a specific record, you can specify a value for a field of that record to be
compared against and receive notifications only if the field matches the specified value. The conditions
available depend on the data type of the field being monitored. For example, a date field has conditions
such as 'is before' and 'is after', while a numeric field has conditions such as 'is less than' and 'is not equal
to'.
The monitored record is uniquely defined by its key fields. For example, if the record is an order, it is
defined by its order number, line, type, and site. No other order can have the same combination of key
fields. You cannot monitor a single record if the worksheet you are creating the alert from does not
uniquely identify records, such as a crosstab worksheet. The following illustration shows the New Alert
dialog box displaying the column searches that uniquely identify the selected record.

After an alert is created, you can modify its settings. For example, if you create an alert with a private
scenario active, but that you intended to monitor the Approved Actions scenario, you can change the
scenario being monitored. Similarly, if you create an alert with search conditions that do not match what
you intended, you can add, modify or remove conditions in the alert. For more information, see " Modify
an alert" on page 581.

Create an alert to monitor a specific record

1. Open a workbook from the Explorer, and then click the worksheet that contains the record you
want to monitor.
2. Select the scenario that contains the data you want to monitor, the filter and the site. Optionally,
you might want to specify other worksheet control settings, such as model and pool.
3. Click anywhere in the row you want to monitor. You can also select one or more cells in the row, or
click the row number.
4. On the File menu, point to New, then Alert and click Monitor the Selected Record.

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 If you do not get the option to Monitor the selected record, then the worksheet does not
uniquely identify records. In this case, you can only monitor the worksheet, and not the selected
record.
5. In the New Alert dialog box, in the Name box, type a descriptive name for the alert.
6. In the Author notes box, type a summary of what the alert monitors.
7. If you are going to schedule the alert, beside Alert is, click On.
8. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) check box.
9. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see " Allow automation task customization" on page 557.
10. Click the Condition tab.
11. If you want to modify the worksheet data settings, specify any of the following:
l In the Scenario list, click the scenario that contains the data you want to monitor. In some
cases, you might want your alert to monitor data in a scenario that does not exist, such as a
temporary scenario created by a script. For information on handling this situation, see " Use a
temporary scenario in an automation task" on page 556.
l If the monitored worksheet contains multi-scenario columns, in the Scenarios area, click Select
to select the scenarios to monitor.
l In the Filter list, click the filter you want to be applied to the worksheet.
l In the Site list, click the site the data you want to monitor originates from.
l If the worksheet on which you are basing the alert contains other controls, select the desired
values.
12. If the worksheet uses variables, do the following:
l For variables you want to specify a value for, ensure the check box for the variable is selected
and then do one of the following:
l For text and quantity variables, type a value.
l For all other variable types, pick a value from the drop-down list.
l For variables that you want the default value used for, clear the check box for the variable.
13. If the worksheet uses a hierarchy, click Hierarchy Settings, and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the worksheet.
l To add a hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet.
l To remove a hierarchy, click Remove Hierarchy beside the hierarchy you want to remove.
l Click OK
14. If you want to modify the alert's search conditions, ensure the Apply the default column search
for this worksheet check box is cleared, and then do one of the following in the Search area:
l To add a condition, click Add. In the Search dialog box, click the column you want to monitor,
the condition you want to check and enter a value to compare to the field. To create advanced
search conditions click Advanced Search button.
l To edit a condition, click Edit. In the Search dialog box, choose the alert's search conditions.
l To remove a condition, click the condition you want to remove, then click the Remove button.
15. In the Alert area, click one of the following:
l Alert if this worksheet contains any data—sends an alert message if any records match the
condition.

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 l Always (even if worksheet is empty)—sends an alert message whenever the condition is
checked. This option is typically used when generating scheduled reports. For more
information, see "About automatically generating reports" on page 307.
l Only if the number of records in the worksheet—sends an alert message when the specified
number of records are in the worksheet. You must also specify the comparison operator and
the number of records for this type of condition.
16. If the data value you are monitoring is in a multi-scenario column, in the Scenario area, click one of
the following:
l Baseline—monitors the value in the workbook's baseline scenario.
l Comparison—monitors the value in the comparison scenario or scenarios.
For more information about multi-scenario columns, see "View data from multiple scenarios" on
page 160.
17. On the Frequency tab, specify when the alert conditions are checked. For more information, see
"Schedule when an automation task runs" on page 585.
18. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an automation task completes" on
page 618.
19. On the Report tab, if you want to send a report, specify settings. For more information, see
"Attach a report to an alert message" on page 580.

Caution: If you select the Apply the default column search for this worksheet check box, the
alert no longer monitors a specific record because the search conditions that uniquely identify
the record are not applied.

Note: Your alert might be based on a worksheet for which one of the workbook controls is not
active; however, to save the alert, you must select an item from this control on the Condition tab
(you are prompted if there is no selection). The selection is not applied to the worksheet and
does not affect the alert.

Tip: You can also monitor a record by right-clicking a cell, clicking New Alert , and then
clicking Monitor the Selected Record.

Create an alert to monitor scorecard data

You can create an alert to monitor changes in a scorecard’s calculated metric values. This allows you to
be notified when a data change causes a significant problem, such as on-time deliveries dropping below
a certain percentage or late order revenue rising over a certain value.
You can create an alert to monitor metric results in a scorecard you have open. When you create an alert
of this type, the data settings (filter, site, and so on) are automatically set for you, as shown in the
following illustration.

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 If you do not have a scorecard open, you can still create a scorecard-based alert. In this case, you must
specify the scorecard to monitor, along with the scenario, site, filter, and any other data the scorecard
requires.
Creating an alert without an open scorecard is not recommended. The metric worksheets that a
scorecard reports can use profile variables or other worksheet settings to customize the data reported
by the metric, and might not display the data you expect when the alert checks for its condition. To
ensure your alerts return the correct data, you should always create alerts from an open scorecard.
If you create an alert with settings that do not match what you intended, you can change any of the
scorecard controls in the alert. For example, if you create an alert with a private scenario active, but that
you intended to monitor the Approved Actions scenario, you can change the scenario being monitored.
If the scorecard has targets, you can be notified when a metric result moves into the Warning or Critical
ranges. For more information, see " Using a target scorecard to make decisions" on page 298.

Create an alert to monitor scorecard data

1. If you are creating the alert without a scorecard open, skip to step 5.
Otherwise, in the Explorer, ensure that scorecards are shown. You can do this by selecting
Reports.

2. Double-click the scorecard you want to monitor.

3. Select a filter and site to narrow your search.
Optionally, you might want to specify other control settings, such as model and pool.
4. Click a cell under the scenario you want to monitor.

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 If the scenario you want to monitor is not in the scorecard, you can add it. For more information,
see " Specify scorecard viewing options " on page 285.
5. On the File menu, point to New, then Alert and click Monitor Scorecard.
6. In the New Alert dialog box, in the Name box, type a descriptive name for the alert.
7. In the Author notes box, type a summary of what the alert monitors.
8. If you are going to schedule the alert, beside Alert is, click On.
9. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) check box.
10. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see " Allow automation task customization" on page 557.
11. Click the Condition tab.
12. If you created the alert without a scorecard open, or you want to modify the scorecard data
settings, specify any of the following:
l In the Scorecard list, click the scorecard you want to monitor.
l In the Scenarios area, click Select to select the scenarios to monitor. In some cases, you might
want your alert to monitor data in a scenario that does not exist, such as a temporary scenario
created by a script. For information on handling this situation, see " Use a temporary scenario
in an automation task" on page 556.
If the scenario you want to monitor is not in the scorecard, see " Specify scorecard viewing
options " on page 285.
l In the Filter list, click the filter you want to be applied to the scorecard.
l In the Site list, click the site the scorecard data originates from.
l If the scorecard contains the Model or Pool controls, select the desired values.
13. If the scorecard uses a hierarchy, click Hierarchy Settings, and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the scorecard.
l To add a hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the scorecard.
l To remove a hierarchy, click Remove Hierarchy beside the hierarchy you want to remove.
l Click OK.
14. To specify when to send an alert, do one of the following:
l Select Alert if this condition occurs—sends an alert message if the metric’s results match the
selected condition.
l Always alert—sends an alert message regardless of if any metric’s results match a condition.
This option is typically used when generating scheduled reports. For more information, see
"About automatically generating reports" on page 307.
15. If you selected Alert if this condition occurs in step 11, then in the metric list, click the metric you
want to monitor.
16. Do one of the following:
l Select Actual Value to monitor a result value calculated by the scorecard.
l Select Score to monitor a metric’s overall performance.
17. Click the condition you want to monitor, and then enter a value to compare to the metric.
If you selected the is between or is not between condition in this step, enter the beginning and
end of a range of values to compare the field’s value with in the text boxes. The top text box must
contain the beginning value of the range, which must be less than the end of the range.

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 If you selected the is in the OK range, is in the Warning range, is in the Critical range, or is in
the Warning or Critical range condition in this step, you cannot specify a value. These conditions
are available only for scorecards with targets.
18. In the In scenario list, click the scenario that you want to monitor.
19. On the Frequency tab, specify when the condition is checked. Alerts are scheduled similarly to
other automation tasks. For more information, see "Schedule when an automation task runs" on
page 585.
20. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an automation task completes" on
page 618.
21. On the Report tab, if you want to send a report, specify report settings. For more information, see
"Attach a report to an alert message" on page 580.

Caution: If you create an alert that monitors data in a private scenario, and then you share the
scenario, the alert will not function correctly until you edit its properties to specify the shared
scenario.

Notes:
l An alert can monitor only one condition. If you want to monitor more than one condition,
you must create an alert to monitor each of the other conditions or copy the alert and specify
a new condition in the copy’s properties. For more information, see "Copy an automation
task" on page 560.
l For more information about metric performance, see " Using a target scorecard to make
decisions" on page 298.

Tips:
l You can also create a scorecard alert by clicking New Resource , pointing to Alert , and
then clicking Monitor Scorecard.
l You can also create an alert from an open scorecard by right-clicking the scorecard and
pointing to New Alert then clicking Monitor Scorecard.

Create an alert based on a widget

You can create an alert that notifies you of data changes in a worksheet widget in a dashboard. For more
information, see "Create an alert to monitor worksheet data" on page 568.

Create an alert to monitor a worksheet data or chart widget in a dashboard

1. Open the dashboard that contains the widget you want to create the alert on.
2. Maximize the widget.
3. From the File menu, click New, Alert , and Monitor Worksheet.
4. Name the alert and select alert conditions and other alert properties in the New Alert dialog box.
5. Click OK.

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 Caution: If you create an alert that monitors data in a private scenario, and then you share the
scenario, the alert will not function correctly until you edit its properties to specify the shared
scenario.

Note: You cannot create an alert based on a calendar widget.

Tip: For worksheet data widgets, you can also create an alert by right-clicking the widget and
selecting New Alert .

Create an alert to monitor collaboration

progress
If you want to monitor the commits and updates made to a scenario used in a collaboration without
having to check back into a collaboration, you can create an alert to monitor the scenario. For example,
you might no longer be a participant in the collaboration or only want to check it when a condition has
been met in the scenario, such as an order that is no longer late.
When you receive the alert message, it indicates that the collaboration team has produced a potential
solution. You can then review the solution.

1. Open the workbook or scorecard that contains the data you want to monitor.
2. Click the worksheet cell or scorecard calculated result you want to monitor.
3. On the File menu, point to New, and then click Alert.
4. If you are monitoring a record, click The selected record, and then click OK.
5. On the General tab, specify a name and description for the alert.
6. On the Condition tab, specify the success condition.
7. On the Frequency tab, select When data changes in scenario and then select the collaboration
scenario.
8. If you want to send the alert message to the collaboration team, click the Notify tab, and then
add each action team member to the recipients list.

Note: For more information about alerts, see "About alerts and data monitoring" on page 554.

Tips:
l You can also notify the action team by adding a response to the scenario after the alert’s
condition is met.
l You can also create an alert by clicking New Resource on the RapidResponse toolbar.

Currency considerations in alerts

When creating a search condition for an alert that monitors a worksheet, if the search condition is on a
money column, the column setting can affect alert results. The same also applies to alerts that monitor a

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 money metric in an alert that monitors a scorecard.
If a money column is set to use a user's own currency settings, an alert created using your account's
currency settings might not display the intended results. To avoid this situation, either change the
money column setting to use a specific currency, or do not share the alert.
The currency used by the money column is displayed in the Search dialog box:

If you can select the currency used to display Money values, the currency you selected is displayed in the
Search dialog box.

Attach a report to an alert message

You can choose to create a report of the monitored data. Whenever the alert's condition is met, the
report can be attached to the alert message and delivered to each recipient’s Message Center or email
account; and can also be exported to a network file location or posted to a Web site. You might include a
report if you want to view the data in another application, or to summarize the alert data for people who
do not have access to RapidResponse. For more information, see "About automatically generating
reports" on page 307.
Before creating a report, ensure that you performed the appropriate preparation tasks described in
"Scheduling reports" on page 307. In order to generate a report, you must have an alert that checks for a
condition at scheduled intervals, either at a specified date and time or according to a schedule. For more

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information, see "Schedule when an automation task runs" on page 585. You can also generate a report
that contains data customized for a specific group. For more information, see "Prerequisites for sending
customized reports" on page 310.
For more information about creating and scheduling alerts that generate reports, see "Create a
scheduled report" on page 308.
Reports can be generated in the following formats:

l Portable Document Format (PDF)

l HTML
l Microsoft Excel
l Tab-delimited text
l XML

When you attach a report, you can include every worksheet in the workbook in the report. If you include
all worksheets, any additional data settings used in those worksheets are available in the Conditions tab,
and you must specify values for them to create the report. For example, if you generate a report that
displays all worksheets in the workbook, data settings that were available in only one of those
worksheets are now required for the alert.
You can choose to not attach a report and also not send notification messages. You might choose to do
this if you want to use the alert's condition to control an automation chain's processing order. For more
information, see "Add steps to an automation chain" on page 603.

Attach a report to an alert message

1. In the New Alert or Alert Properties dialog box, click the Notify tab.
2. Ensure the Deliver notification message check box is selected.
3. Click the Report tab.
4. Select the Attach report to notification message check box.
5. In the Report area, specify the report file’s name, format, and properties.
6. If necessary, click the Condition tab, and then specify values for any data settings required for the
other worksheets in the workbook.

Caution: If you attach a Microsoft Excel report to an alert message and the number of records
selected by the data settings and column searches specified in the alert exceeds the maximum
number of rows allowed in a Microsoft Excel file, the alert will fail. The row limit for Microsoft Excel
2007 and later is 1,048,576. The row limit for Microsoft Excel 97-2003 is 65,536.

Note: For more information about other report delivery methods and the available reporting
options, see "Specify how a report is delivered" on page 312, "Specify report settings" on page
311, and "Specify information included with a report " on page 313.

Modify an alert
If you have permission to create alerts, you can modify any of your private alerts and any public alerts you
own. For private alerts, you can open the alert's properties and directly make your modifications. For a

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 public alert, you must first check it out of the versioned repository. For more information, see "About
modifying automation tasks" on page 556 and the RapidResponse Resource Authoring Guide.
If you are working in a RapidResponse system with version control turned off, shared alerts you own can
be modified like private alerts. For more information about whether or not version control is turned on
or off in your system, contact your RapidResponse Administrator.

To modify a private alert

1. In the Explorer, select a private alert.

2. On the Actions menu, click Properties .
3. In the Alert Properties dialog box, make changes to any of the following:
l The resources required.
l The condition that is checked for.
l When the alert runs.
l Whether a report is sent to the recipients, and the report options.
l The notification message recipients.

Notes:
l If you change the workbook that is monitored or use the worksheet's default searches, the
search criteria are cleared.
l If the worksheet includes searches on hidden columns, those searches are visible in the Alert
Properties dialog box. You cannot modify or remove these searches, but, if you add or modify
searches in the alert, the searches on hidden columns are removed. You can also remove the
search if the column is deleted from the worksheet.
l If any of the resources (for example a workbook or filter) required become unavailable to you,
they are marked with a . For example, the scenario you are monitoring might no longer
exist. If any resources are unavailable, the condition is not checked, and you receive a
message identifying the missing resource. Contact your RapidResponse administrator for
more information.

Tip: You can also modify an alert by selecting the alert in the Explorer and pressing ALT +
ENTER.

Alert messages in Message Center

When an alert message is received in RapidResponse Message Center, you can view the notification
message, which includes a link to view the attached report (if applicable). If you own the alert, links to
view the alert properties and the data that triggered the alert are included as well. You can also see the
link to the data if the alert author allowed all users to view the current data. For more information about
Message Center, see "Communicating using Message Center" on page 435.

View an alert message

1. On the Go menu, click Message Center.

2. Click an alert message.

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 The message is displayed in the reading pane.

View an attached report

l With the alert message selected, in the reading pane, click the attached report name.

Tip: You can also view the report by clicking Open Attachment on the Message Center
toolbar.

View affected data

l With the alert message selected, in the reading pane, click View current data.

Note: If the alert message is old or if you are missing certain resources such as a scenario or
filter, the data opened by the View current data link might not be the same data that met the
condition.

View alert properties

l With the alert message selected, in the reading pane, click Alert Properties.

Alert messages by email

When you receive an alert message by email, you can open the affected worksheet by signing in to
RapidResponse, or open the report if one has been attached and your administrator has enabled email

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 file transfers. For more information, contact your RapidResponse administrator.

View affected data

1. In the email body, click View data.

2. On the RapidResponse sign in screen, type your user name and password.
3. Click OK.
4. In Message Center, click the alert message you want to see.
5. In the reading pane, click View current data.

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CHAPTER 42: Scheduling tasks

Schedule when an automation task runs 585

Schedule an automatic data modification 589
Schedule a script 592
Modify a scheduled task 593

You can schedule tasks to do the following:

l Perform automatic data modifications. For more information, see "Schedule an automatic data
modification" on page 589.
l Run scripts. For more information, see "Schedule a script" on page 592.
l Publish data to subscribers. For more information, see "Publishing data to subscribers" on page 649.

Depending on the permissions you have been granted and the resources available to you, you might be
able to create any of the scheduled task types. For example, if you have access to a script, you can create a
scheduled task to run that script either on a schedule, when a scenario is modified, or on a data update.
You can also run any scheduled task that has been shared with you. Running a scheduled task either runs
the command, runs the script, or exports data from the Data Publish workbook defined in the scheduled
task.

Note: The scheduled tasks discussed in this section are not related to the system scheduled
tasks available to RapidResponse administrators. For more information, see the RapidResponse
Administration Guide.

Schedule when an automation task runs

By default, any automation task you create is disabled and not scheduled. If you want an alert, scheduled
task, or automation chain to run automatically, you must specify when it runs. You can run an automation
task in any of the following ways:

l On a schedule
l When data is modified in a scenario
l After a data update
l After a data import

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 Running automation chains automatically
The automation task must be on or enabled in order to run automatically. Running an automation task
performs a set of operations that depend on the type of automation task. Scheduled tasks run the
command or script specified in their definitions. Automation chains run the first automation task
specified. Alerts perform the following actions when they run:

1. The alert's condition is checked.

2. If the condition is met, alert notification messages are created.
3. If the alert generates a report, the report is created and attached to the alert notification
messages.
4. If the alert has a post-process command defined, that command runs.

Selecting an effective date window

To run automatically, an automation task requires an effective date window. Within a date window, an
automation task can run whenever data in the scenario changes, on a specified day and time, or when
data is imported into RapidResponse. The effective dates specify when the automation task is active. On
any date earlier than the Start date or later than the End date, the automation task does not run
automatically, even if it is enabled. However, an automation task can be run manually outside of its
effective dates. For more information, see "Run an automation chain" on page 615.

Specify an automation task's effective dates

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Frequency tab.
2. In the Start box, optionally change the date the automation task is first active.
3. In the End box, select the last date the automation task is active.

Tip: If you want the automation task to always be active, set the End date to Future.

Running an automation task when data is modified

An automation task that runs when a scenario you specify is modified runs when data is modified in the
scenario, when the monitored scenario has changes committed, or when data in the scenario is updated.
You can also choose to run the automation task only on changes made by updating a scenario or when
changes are made by committing a child scenario. If the automation task runs on a scenario that has
many changes made to it per day, you can disable the automation task after it runs.
If an automation chain contains a scheduled task that runs on a change in a scenario and another that
modifies data in the same scenario, the change made in the automation chain does not trigger the other
scheduled task to run. In addition, other changes to the scenario do not run these tasks until the
automation chain is complete. If you want the scheduled task to run on every data change, you can
remove it from the automation chain.

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 Run an automation task when data in a scenario is modified

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the General tab.
2. In the Alert is, Scheduled task is, or Automation chain is area, click Enabled.
3. Click the Frequency tab.
4. Click On data change in scenario.
5. For an automation chain or scheduled task that runs a script, in the list, select the scenario you
want to run the automation chain from. For alerts and scheduled tasks that run workbook
commands, this scenario is specified on the Condition or Data tab.
6. If you want to limit when the automation task runs, select the Only on changes made by check
box, and click either Updating the scenario or Committing a child scenario.

Notes:
l If you select Committing a child scenario and the selected scenario is shared, the
automation task runs when you commit a child scenario to the selected scenario, and when
you edit data in the selected scenario and save your changes. This is because, internally,
RapidResponse creates temporary child scenarios to keep track of unsaved data changes to
shared scenarios, and commits them whenever you save the changes.
l For a scheduled task that modifies data, scheduling the task to run when data in a scenario is
modified makes the Update task scenario before applying the data actions option on the
Data Actions tab unavailable.

Running an automation task on a schedule

An automation task that runs on a schedule runs only on a specified day and time. A scheduled
automation task can be run on a repeating basis. For example, you can specify the automation task run
at noon each work day, and then run again every three hours until midnight.
If your region participates in Daylight Saving Time (DST), your scheduled automation tasks might not run
as you expect if they are scheduled between 1:00 AM and 3:00 AM on the dates DST begins and ends.
When DST begins, tasks scheduled between 2:00 AM and 3:00 AM run at the equivalent time an hour
later, for example, at 3:15 instead of 2:15. When DST ends, tasks scheduled between 1:00 AM and 2:00 AM
run only once, despite the hour repeating.

Run an automation task on a schedule

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Frequency tab.
2. Click one of the following:
l Every—Runs the automation task on the specified calendar period.
l Use schedule—Runs the automation task according to the selected schedule.
3. If you selected Every in step 2, specify the calendar used to determine how often the automation
task runs, the time it runs at, and the time zone used to determine that date and time.
4. Optionally, if you want the automation task to run again, select the Repeat every check box,
specify the time interval to repeat the automation task, and then in the Until box, specify the last
time the automation task runs.

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 5. If you selected Use schedule in step 2, in the list, select the schedule to use for running the
automation task. For more information about schedules, see "Using predefined schedules to run
automation tasks" on page 627.
6. Optionally, in the Sequence box, specify the sequence number for this automation task.

Note: The Today date constant should not be used for scheduling, because it can be interpreted
as different dates for different users.

Running an automation task on data import or update

An automation task that runs on a data update runs whenever data in RapidResponse is updated from
the enterprise data sources.
An automation task that runs on a data import runs whenever new data is imported into RapidResponse
from your enterprise data sources. Most implementations of RapidResponse only import data once. Data
is refreshed using a data update process. For more information about the differences between data
updates and imports, see "Changes to scenarios during data imports and updates" on page 462.

Run an automation task on a data import or update

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Frequency tab.
2. Click one of the following:
l On data update—The automation task runs after a data update finishes.
l On data import—The automation task runs after a full data import.

Note: These options are available for scheduled tasks that run scripts, but not for scheduled
tasks that modify data. If you need a scheduled task that modifies data to be run on data update
or import, you can include it in an automation chain and then schedule the automation chain to
run on data update or import. (An automation chain does not need to contain more than one
task.) For more information, see "Create an automation chain" on page 601.

Unscheduled automation tasks

An automation task that is not scheduled never runs automatically, and must either be run manually or
run after as part of an automation chain. An automation task that is not scheduled is automatically
turned off, and if you choose a different frequency setting, you are prompted to turn the automation
task on. For more information about non-scheduled automation chains, see "Run an automation chain"
on page 615.

Specifying whether a task must finish before it can be

run again
Regardless of the condition that causes an automation task to run, you can choose whether multiple
instances of the task can run at once, or if it must finish running before it can run again.

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 l If multiple instances of the automation task can run at once, it is added to the queue each time the
condition that causes it to run occurs. This can result in the automation task being queued and
starting again while another instance of the same task is running. Notification messages are sent
each time the task completes.
l If the automation task must finish before it can run again, it cannot be added to the queue again
while it is running. If the condition that would normally cause the automation task to run occurs
while it is already running, it is not queued to run again. You might choose this setting to improve
system performance and reduce the number of messages and reports generated. In the case of a
scheduled tasks that modifies data, you might also want to prevent multiple simultaneous
instances of the same task to prevent errors. For more information, see "Timing of data
modifications" on page 589.

An automation task that must complete before running again can be run multiple times if it runs as part
of an automation chain. In this case, the automation task can be queued when the automation chain is
running.

Specify whether a task must finish before it can be run again

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Frequency tab.
2. Clear the Alert must finish running before it can be run again, Scheduled task must finish
running before it can be run again, or Automation chain must finish running before it can be
run again check box.

Schedule an automatic data modification

You can schedule automatic data modifications to run on a regular basis or after a specific event occurs.
A scheduled data modification runs a workbook command using a scenario and filter settings you
specify. You can schedule data modifications defined in any workbook you have access to. A scheduled
task can run one command, which can perform any number of modifications. For more information
about running commands, see "Run workbook commands" on page 358.
To schedule an automatic data modification, create a scheduled task.
When the scheduled task runs, it modifies data in the scenario you specify. To accomplish this, it first
creates a private scenario that is a child of the specified scenario. You do not see the private scenario in
your scenarios pane because it belongs to the scheduled task. The scheduled task performs the data
modifications in this private scenario using the workbook command. It then commits and deletes the
private scenario, bringing the changes into the specified scenario. The data changes cannot be undone.

Timing of data modifications

Automatic data modifications can be performed when a scenario is updated, when data is imported, or
on a schedule. For example, you can schedule records to be deleted every Friday at midnight, or schedule
records to be inserted into a worksheet for historical data whenever a scenario created to contain
yesterday’s data changes is updated.
Only one data modification task should be scheduled to run at one time for a scenario. If two or more
scheduled tasks modify data at the same time, they can interfere with each other, overwrite data that has
already been modified, and cause the child scenario to be updated with incorrect data. Data

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 modifications made by one task can also cause another task to fail if they cause data conflicts. For
example, if a task attempts to modify records that were deleted after it started running, it will fail.
In cases where the same scheduled task might run more than once at one time—for example, if it runs
on a scenario update and changes are brought in by two or more subsequent updates—you can specify
that it cannot be queued again until it completes. This can prevent errors and improve system
performance. For more information, see "Specifying whether a task must finish before it can be run
again" on page 588.
If you have multiple modifications to perform, you can create multiple scheduled tasks and add them to
an automation chain, which runs the scheduled tasks in sequence. For more information, see
"Automating sequences of tasks" on page 601.

Updating child scenarios after data modifications

After the scheduled task's modifications to the specified scenario are complete, you can automatically
update a child scenario with the changes or commit the changes to the scenario’s parent. When you
commit the scenario, you can specify whether that scenario is kept or deleted. If you choose to delete the
scenario, you can also specify whether its children, if any exist, are deleted. If the scenario has children
that you do not own, you cannot delete them, and the scheduled task fails. If you delete the scenario
after committing, you cannot update a child scenario.
If the modification updates a child scenario, that scenario must be set to update manually. If it updates
automatically, the child will be updated with the same changes that cause the data modifications, which
might conflict with the data modifications. Users must use this child scenario for simulations, and not the
scenario the scheduled task modifies. If data is modified in the scenario modified by the scheduled task,
that data might be automatically modified and produce incorrect results in the child scenario.
If the command modifies data in the same scenario it takes source data from, you should run the
scheduled task using a scenario that is not used for simulation, because any data changes or commits
made to it will be processed by the automatic data modification, and might produce incorrect results. To
make the modified data available to other users for simulations, you should create a scenario based on
the scenario the scheduled task runs on, and have the scheduled task update that scenario when the
modifications are complete. This scenario can be shared with the users who require it, and must be set to
update manually.

Committing the data changes

If you commit the scenario, the changes in the specified scenario are committed after the data
modifications are complete. Committing the changes to the scenario’s parent allows them to be used in
other scenarios. You can only commit the scenario if you have permission to modify the scenario’s
parent.

Notifications
When the task completes successfully, the specified users are notified in Message Center. A summary of
the actions performed by the scheduled task can be included with the notification message. This
includes the number of records modified, inserted, and deleted by each action in the workbook
command. You can use this information to verify the scheduled task is modifying the correct data.

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If the data modifications cannot be completed, the specified users are notified in Message Center. These
do not have to be the same users who are notified when the task runs successfully. You can use the
information in the notification message to correct the problem, and then try the modifications again.

Schedule a data modification

1. On the File menu, point to New, and then click Scheduled Task.
If you have access to multiple types of resources you can schedule, point to Scheduled Task, and
then click Modify Data.
2. In the New Scheduled Task - Modify Data dialog box, in the Name box, type a name for this
scheduled task.
3. In the Author notes box, type an explanation of what the scheduled task does.
4. If you are going to schedule the scheduled task, beside Scheduled task is, click Enabled.
5. If you clicked Enabled in step 4 but want the scheduled task to run only one time, select the Run
scheduled task once (and then disable it) check box.
6. If you are going to share this scheduled task, configure how it is run by users you share it with. For
more information, see " Allow automation task customization" on page 557.
7. Click the Data tab.
8. In the Workbook list, select the workbook that contains the command you want the scheduled
task to run.
9. Specify the scenario the command runs on, and the filter, site, and other data settings that
determine the set of data the command runs on.
10. If the worksheet uses variables, do the following:
l For variables you want to specify a value for, ensure the check box for the variable is selected
and then do one of the following:
l For text and quantity variables, type a value.
l For all other variable types, pick a value from the drop-down list.
l For variables that you want the default value used for, clear the check box for the variable.
11. If the worksheet uses a hierarchy, click Hierarchy Settings, and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the worksheet.
l To add a hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet.
l To remove a hierarchy, click Remove Hierarchy beside the hierarchy you want to remove.
l Click OK
12. On the Frequency tab, specify when the task will run. For more information, see "Schedule when
an automation task runs" on page 585.
13. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an automation task completes" on
page 618.
14. Click the Data Actions tab.
15. To ensure the scenario the scheduled task modifies data in is up to date, select the Update task
scenario before applying the data actions check box.
16. In the Run command list, click the command you want the scheduled task to run.
17. To commit the changes into the parent of the scenario the command modifies data in, select the
Commit task scenario check box.

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 18. If you are committing the scenario, click one of the following:
l Delete scenario—Removes the scenario after committing it.
l Keep scenario—The scenario exists after committing it.
19. If you selected Delete scenario in step 18, select the Delete child scenarios check box if you want
all child scenarios of the scenario that is being committed to be deleted, no matter who owns
them. If this box is left unchecked and the scenario being committed has child scenarios, the task
will fail.
20. If you selected Keep scenario in step 18 and want to update one of the scheduled task scenario's
children, select the Update child scenario check box, and then in the list, click the scenario you
want to update.
21. If you want the child to be updated regardless of whether there are conflicting changes, select the
Always update check box.
22. To include a summary of changes made by the command, select the Include data change
summary in notification message check box.
23. Specify when the scheduled task runs. For more information, see "Schedule when an automation
task runs" on page 585.
24. Optionally, specify the users you want to notify when the scheduled task runs. For more
information, see "Send notification messages when an automation task completes" on page 618.

Caution: If you select a private scenario for the scheduled task to modify, and then you share the
scenario, the task will fail unless you edit its properties to specify the shared scenario.

Tip: You can also create a new scheduled task by clicking New Resource on the
RapidResponse toolbar. Point to Scheduled Task, and then click Modify Data.

Schedule a script
You can schedule any script you have access to. Scheduling a script runs it at the specified time or runs it
periodically for the specified amount of time. How often you run a script depends on what the script
does. For example, if the script automatically commits changes from a scenario, you might want to run it
multiple times during a day. However, if the script resets a scenario hierarchy and rolls up historical data,
you might want to run it only weekly or monthly.
When you specify the script to schedule, you can view its help, which can help you decide how often to
run the script. This also provides information about the script's arguments, which are data values you
can specify to customize the data the script runs on.
Regardless of how the scheduled task runs, you can choose whether it can be run multiple times, or if it
must finish running before it can run again. If the scheduled task can run multiple times, it is added to
the task queue multiple times, and the script runs for each task. If the script performs an operation that
should not run often or to improve system performance, you can prevent the task from running again
until it finishes. In this case, if the task is triggered again before it has finished running, it is not added to
the queue. You can limit the scheduled task to running only once at a time to preserve system resources,
or to prevent the same script operations from being performed multiple times. The task must have the
same name and run the same script as a currently-running task in order to be considered the same.

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 Create a scheduled task to run a script

1. On the File menu, point to New, and then click Scheduled Task.
If you have access to multiple types of resources you can schedule, point to Scheduled Task, and
then click Run Script.
2. In the New Scheduled Task - Run Script dialog box, in the Name box, type a name for the
scheduled task.
3. In the Script list, select the script you want this scheduled task to run.
4. To view information about the script you have selected, click Script Help.
5. In the Author notes box, type an explanation of what the scheduled task does and how often you
expect it to run.
6. If you are going to schedule the scheduled task, beside Scheduled task is, click Enabled.
7. If you clicked Enabled in step 6 and want the scheduled task to run only once, select the Run
scheduled task once (and then disable it) check box.
8. If you will share the scheduled task, configure how it is run by users you share it with. For more
information, see " Allow automation task customization" on page 557.
9. Click the Arguments tab.
10. For each script argument, select or type a value to be used in the script.
11. Specify when the scheduled task runs. For more information, see "Schedule when an automation
task runs" on page 585.
12. Optionally, specify the users you want to notify when the scheduled task runs. For more
information, see "Send notification messages when an automation task completes" on page 618.

Tip: You can also create a new scheduled task by clicking New Resource on the
RapidResponse toolbar. Point to Scheduled Task, and then click Run Script.

Modify a scheduled task

If you have permission to create scheduled tasks, you can modify any of your private scheduled tasks and
any public scheduled tasks you own. For private scheduled tasks, you can open the scheduled task's
properties and directly make your modifications. For a public scheduled task, you must first check it out
of the versioned repository. For more information, see "About modifying automation tasks" on page 556
and the RapidResponse Resource Authoring Guide.
If you are working in a RapidResponse system with version control turned off, shared scheduled tasks
you own can be modified like private scheduled tasks. For more information about whether or not
version control is turned on or off in your system, contact your RapidResponse Administrator.

Modify a private scheduled task

1. In the Explorer, ensure that scheduled tasks are shown. You can do this by clicking Automation.

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 2. Select a private scheduled task.
3. On the Actions menu, click Properties .
4. In the Scheduled Task Properties dialog box, make changes to any of the following:
l For scheduled tasks that run scripts, the script the scheduled task runs and the values passed
to the script arguments. For more information, see "Schedule a script" on page 592.
l For scheduled tasks that modify data, the resources required to run the workbook command
and the command the scheduled task runs. For more information, see "Schedule an automatic
data modification" on page 589.
l When the scheduled task runs. For more information, see "Schedule a script" on page 592 or
"Schedule an automatic data modification" on page 589.
l The notification message and recipients. For more information, see "Send notification
messages when an automation task completes" on page 618.

Tip: You can also edit a scheduled task by selecting it in the Explorer and then pressing ALT
+ ENTER.

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CHAPTER 43: About forms

Run a form 597

Upload data to a form 598

Forms are resources that guide you through data entry or help you complete a task. With forms, you can
complete tasks faster and on the go. Typically, forms perform a single business task or focused set of
actions such as editing data. Only the information and controls you need to complete the tasks are
included in the form. This way you can avoid making common mistakes, such as accidentally editing data
with the wrong data settings selected.
For example, you might use a form to respond to a scenario or dispose of inventory stock.

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 You can open a form from the Start page or the Explorer pane. Some forms open from links in a
worksheet, when a workbook command is run, or from a step in a task flow. For more information, see
"RapidResponse application window basics" on page 80, "Link to different resources from a worksheet"
on page 181, "Run workbook commands" on page 358, and "Open and follow a task flow" on page 93.
Forms launched from a worksheet can enable you to make changes in a worksheet based on a different
table. For example, when working on a new supply order, you might open a form to add a new order
record.

Help embedded in a form might be available for both the form and for individual controls on the form.
For more information, see "View form help" on page 73.

Note: The Desktop Client can be used on Microsoft Windows and Mac OS operating systems.
However, Forms are not supported on Mac OS. If you are using the Mac OS, consider using the
Mobile Client if you want to take advantage of forms or Collaboration Center. For more
information about starting the Mobile Client, see "Sign in to RapidResponse (On-Demand
systems)" on page 48 or "Sign in to RapidResponse (On-Premises systems)" on page 50.
Alternatively, you might be able to run Microsoft Windows in a Mac OS virtual environment to
run the Desktop Client.

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Run a form
As a user, you are responsible for filling all required controls with appropriate values. Depending on the
type of control on the form, you might have to type a value, select a value from a list, or select a check
box. Some forms might have a control to upload data in text files to the RapidResponse database. For
more information, see "Upload data to a form" on page 598.
Controls might be required, optional, or read-only.

l Required controls must have a defined value because the values are required to successfully run
the form. They are identified by an asterisk (*).

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 l Optional controls do not need a defined value. The form runs with or without a value in these types
of fields.
l Read-only controls display a fixed value you cannot modify. These controls might require a value to
run the form and display to provide context for other controls on the form. Read-only controls
cannot be edited when you click the control.

Each form displays only the information and controls specific to the tasks the form runs. If you are
uncertain about how to use the form or what type of value to define for a control, view the help
embedded in the form. For more information, see "View form help" on page 73.
You might also see a dynamic form that changes in response to the values you select or type in a control.
For example, in the form below, you can create a part constraint. You also have the option to apply that
constraint to a part source when you click in the Apply Constraint check box. New controls specific to
applying that constraint now display on the form.

Upload data to a form

On some forms, you can upload data from text files up to 10 MB in size in to the RapidResponse
database. Only .txt, .tab, and .csv file types can be uploaded.
For example, you can upload an external list representing parts being phased out from specific BOMs.

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RapidResponse User Guide 599
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CHAPTER 44: Automating sequences of
tasks

Create an automation chain 601

Add steps to an automation chain 603
Create groups of parallel steps 605
Modify an automation chain 608

You can create automation chains from any automation task, which includes alerts, scheduled tasks, or
automation chains, or you can create an empty automation chain and add the required automation tasks.
If you create an automation chain using an automation task, that automation task is added as the first
step in the automation chain. You must have access to at least one automation task to create an
automation chain.
After creating the automation chain, you can add additional steps to it, specify whether any steps run at
the same time, and then specify when the automation chain runs. If you want to be notified when the
automation chain completes, you can add a notification message. You can choose who to notify when the
automation chain finishes, and if you want to notify people in the case the automation chain fails.
Each alert or scheduled task in the automation chain runs using the resources and permissions of the
user specified in the alert or scheduled task. For more information, see " Allow automation task
customization" on page 557.
You can share the automation chain with any other user or group who requires access to it, or give it to
another automation chain author. For more information, see "Share an automation task" on page 562
and "Give an automation task" on page 563.

Create an automation chain

If you have been granted the necessary permissions by your RapidResponse administrator, you can create
an automation chain to perform a series of automation tasks in a predefined order. For more information,
see "Automating sequences of tasks" on page 601.
You can begin by creating an empty automation chain and then add steps to it. Alternately, you can begin
by selecting the task that you want to use for the first step, add it to a new automation chain, and then
add additional steps.

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 Create an automation chain

1. On the File menu, click New, and then click Automation Chain .
2. In the New Automation Chain dialog box, in the Name box, type the name for the automation
chain.
3. In the Author notes area, type a description of the automation chain and the steps it runs.
4. If you are going to schedule the automation chain, beside Automation chain is, click Enabled.
5. If you clicked Enabled in step 4 and want the automation chain to run only once, select the Run
automation chain once (and then disable it) check box.
6. On the Steps tab, add additional alerts, scheduled tasks, or automation chains. For more
information, see "Add steps to an automation chain" on page 603.
7. Configure any steps you want to run at the same time. For more information, see "Create groups
of parallel steps" on page 605.
8. On the Frequency tab, specify when the automation chain runs. For more information, see
"Schedule when an automation task runs" on page 585.
9. On the Notify tab, specify who is notified when the automation chain completes or fails. For more
information, see "Send notification messages when an automation task completes" on page 618.

Tip: You can also create an automation chain by clicking New Resource on the
RapidResponse toolbar, and then clicking Automation Chain , or by selecting an automation
chain in the Explorer and then clicking New Automation Chain on the Actions menu.

Create an automation chain from an automation task

1. In the Explorer, ensure that automation tasks are shown. You can do this by clicking Automation.

2. Select the alert, scheduled task, or automation chain you want to create the automation chain
using.
3. On the Actions menu, click Add to Automation Chain .
4. In the Add to Automation Chain dialog box, in the To area, click New automation chain, and
then click OK.
5. In the New Automation Chain dialog box, in the Name box, type the name for the automation
chain.
6. In the Author notes area, type a description of the automation chain and the steps it runs.
7. If you are going to schedule the automation chain, beside Automation chain is, click Enabled.
8. If you clicked Enabled in step 6 and want the automation chain to run only once, select the Run
automation chain once (and then disable it) check box.
9. On the Steps tab, add additional alerts, scheduled tasks, or automation chains. For more
information, see "Add steps to an automation chain" on page 603.
10. On the Frequency tab, specify when the automation chain runs. For more information, see
"Schedule when an automation task runs" on page 585.

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 11. On the Notify tab, specify who is notified when the automation chain completes or fails. For more
information, see "Send notification messages when an automation task completes" on page 618.

Note: If the automation task you add as the first step is scheduled, its frequency settings are
copied to the automation chain.

Tip: You can also create an automation chain from an automation task by right-clicking on the
automation task and then clicking Add to Automation Chain.

Add steps to an automation chain

You can add any automation task (alerts, scheduled tasks, or automation chains) to an automation
chain. Each automation task you add to an automation chain adds an additional step to the automation
chain. When you add an automation task, it is added as the last step in the automation chain. You can
also add a step to a new automation chain, which creates the automation chain and adds the specified
automation chain as its first step. For more information, see "Automating sequences of tasks" on page
601. When you add an automation task to an automation chain, you can also verify the steps are in the
correct order, rearrange the steps, and specify which steps, if any, are conditional.

Adding alerts and scheduled tasks from RapidResponse 2013.4 and

earlier
If you have upgraded from RapidResponse 2013.4 or earlier and you add an alert or scheduled task that
runs another alert or scheduled task, each of those alerts and scheduled tasks are added to the
automation chain. You must modify the alerts and scheduled tasks to remove the relationships before
you can run the automation chain, which also ensures the alerts and scheduled tasks run as part of the
automation chain. This allows you to perform the same operations, but provides visibility into how the
sequence of alerts and scheduled tasks are arranged, and to rearrange these steps if desired. For more
information, see " Modify an alert" on page 581 and "Modify a scheduled task" on page 593.

Making steps conditional

After you add a step, you can specify whether the automation chain can stop running based on this step.
Typically, this should be a step that the rest of the automation chain depends on, such as an alert that
determines if a process should be run. A step can conditionally stop the automation chain from running
if one of the following conditions occurs:

l The step is an alert, and its condition is not met.

l The step is a scheduled task that runs a script, and the script either does not return a value, or
returns a value other than 'True'.

A step that runs a scheduled task that modifies data cannot conditionally stop the automation chain. If a
step is marked conditional and either its condition is not met or the script does not return 'True', the
automation chain fails and no further steps run. An example of conditional steps is shown in the
following illustration.

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 In this example, the Balance Supplies step fails if the Consolidated Supply Balancing script it runs does
not return a 'True' value. If the Balance Supplies step fails, the automation chain fails. Depending on the
requirements of your automation chain, you can include alerts that do not send notifications, and are
used only to control whether an automation chain continues running. For more information, see "Send
notification messages when an automation task completes" on page 618.

Running steps in parallel

If you add a step to an automation chain and the last steps in the automation chain run in parallel, the
step you add is not added to the parallel group. The parallel steps must complete before the newly-
added step runs. If you want to include the new step in the parallel group, you must edit the automation
chain to make the step part of the group. For more information, see "Create groups of parallel steps" on
page 605.

Creating valid automation chains

When you are adding steps to an automation chain, you cannot include an automation chain that
includes the automation chain you are modifying. For example, if you have an automation chain A that
runs automation chain B, you cannot add automation chain A to automation chain B.
If you add an automation chain to an automation chain, you must ensure all steps in the automation
chain you are adding are valid. For example, if the automation chain includes a scheduled task that has
been deleted, that step fails when your automation chain runs. If any step encounters an error, the
automation chain fails, regardless of whether it is specified as conditional. For more information about
failed steps, see "Automation task logging" on page 635.

Adding steps that run independently of the automation chain

You are warned if you add an automation task to an automation chain, and that automation task is
already set to run automatically. Disabling tasks that you add to an automation chain is generally good
practice, so that these tasks to not run more often than necessary. However, disabling these tasks is
optional, since there might be situations when it makes sense for the task to run independently of the
automation chain. For example, you might want an alert to run on a regular schedule and every time you
manually run an unscheduled automation chain that imports and modifies data.

Add an automation task to an existing automation chain

1. In the Explorer, ensure that automation tasks are shown. You can do this by clicking Automation.

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 2. Select the alert, scheduled task, or automation chain you want to add to an automation chain.
3. On the Actions menu, click Add to Automation Chain.
4. In the Add to Automation Chain dialog box, in the To area, click Automation chain.
5. In the list, select the automation chain you want to add the automation task to.
6. Click OK.
7. In the Automation Chain Properties dialog box, on the Steps tab, verify the step is in the position
you want it. Otherwise, drag the step up or down in the list.

Tip: You can also create a new automation chain by adding a step. For more information, see
"Automating sequences of tasks" on page 601.

Add a step by modifying an automation chain

1. In the New Automation Chain or Automation Chain Properties dialog box, click the Steps tab.
2. Click Add.
3. In the Add Step dialog box, select the alert, scheduled task, or automation chain you want to add,
and then click Add.
4. Repeat step 3 for each step you want to add, and then click OK.

Tip: You can also add a step by right-clicking the steps and then clicking Add.

Change the order of steps

1. In the New Automation Chain or Automation Chain Properties dialog box, click the Steps tab.
2. Drag the steps up or down in the list.

Specify if a step can stop the automation chain

1. In the New Automation Chain or Automation Chain Properties dialog box, click the Steps tab.
2. For each step you want to make conditional, select the Conditionally Stop check box.

Create groups of parallel steps

In any automation chain you create, you can specify a group of tasks to run in parallel. This runs the alert,
scheduled task, or automation chain in each step at the same time, and allows you to improve system
performance by running multiple steps at once, instead of waiting for each step to complete before the
next can begin. Typically, you should make steps run in parallel if they have no dependency on each
other. For example, scheduled tasks that modify data in different tables can run in parallel because one
does not require the other to be finished.
An example of this structure is shown in the following illustration.

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Create groups of parallel steps
 In this example, the light-colored boxes represent steps in the automation chain. The dark-colored
boxes represent other automation chains that run in parallel with each other as part of the light-colored
automation chain. When all the parallel automation chains are complete, the last step in the light-
colored automation chain runs.
Steps in the automation chain run in the order specified, steps in parallel groups run after the step
before the group runs, and steps after the parallel group run after all steps in the group complete.
Steps that run in a parallel group cannot also be set to conditionally stop the automation chain, except
for the first step in the parallel group. If a step must be able to conditionally stop the automation chain,
you should ensure it is the first in the parallel group.
The structure of steps in an automation chain is indicated using the following:

l blank—The first step in the automation chain.

l After—The step runs after the step before it completes.
l With previous—The step runs in parallel with the automation task above it in the list.

Note: When an automation chain is nested as a step within another automation chain, the steps
within the nested automation chain do not run in parallel, even if they are set to run with the
previous step. Instead, they run sequentially in the order they are listed.

Automation chains with multiple parallel groups

An automation chain can contain parallel groups that run after other parallel groups. For example, the
following illustration contains three parallel groups, two of which run two scheduled tasks in parallel and
the other runs a scheduled task and an alert in parallel.

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Choosing a good number of parallel steps
Because parallel steps run at the same time, each step requires a worker thread and memory. Because
worker threads are limited, you should not create parallel groups that contain too many steps. Typically,
three or four steps should be the most you run at one time. You can use the Automation Details and Log
workbook to determine how long an automation chain takes to run, and compare the duration using
different sizes of parallel groups to determine the optimal number of steps in a parallel group. For more
information, see "Automation task details and logging" on page 631.

Specify steps that run in parallel

1. In the New Automation Chain or Automation Chain Properties, click the Steps tab.
2. Locate the step you want to run in parallel.
3. Click in the Start column, and then click With previous.

Note: If you run steps in parallel, you cannot start running the automation chain from a step in a
parallel group.

Tip: You can also drag a step into a parallel group to run it with the group.

Modify a parallel step to not run in parallel

1. In the New Automation Chain or Automation Chain Properties, click the Steps tab.
2. Locate the step you want to no longer run in parallel.
3. Click in the Start column, and then click After.

Tip: You can also drag a step out of a parallel group to run it after the previous step.

Remove a step that runs in parallel

When you remove a step that is part of a parallel group, the other steps in that group continue to run in
parallel. However, if there is only one other step in the group, that step is modified to run in series. For

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 more information about removing automation chain steps, see "Modify an automation chain" on page
608.

Modify an automation chain

If you have permission to create automation chains, you can modify any of your private automation
chains and any public automation chains you own. For private automation chains, you can open the
automation chain's properties and directly make your modifications. For a public automation chain, you
must first check the automation chain and each of its tasks out of the versioned repository. For more
information, see "About modifying automation tasks" on page 556 and the RapidResponse Resource
Authoring Guide.
If you are working in a RapidResponse system with version control turned off, shared automation chains
you own can be modified like private automation chains. For more information about whether or not
version control is turned on or off in your system, contact your RapidResponse Administrator.

Modify a private automation chain

1. In the Explorer, ensure that automation chains are shown. You can do this by selecting
Automation

2. Select a private automation chain.

3. On the Actions menu, click Properties .
4. In the Automation Chain Properties dialog box, do any of the following:
l Add steps or remove steps For more information, see "Add steps to an automation chain" on
page 603.
l Drag steps up or down in the list to change the order they run in.
l Specify whether steps run in parallel. For more information, see "Create groups of parallel
steps" on page 605.
l Specify whether steps can conditionally stop the automation chain. For more information, see
"Specify if a step can stop the automation chain" on page 605.
l Change when the automation chain runs. For more information, see "Schedule when an
automation task runs" on page 585.
l Edit the notification message that is sent when the automation chain runs, and add or remove
recipients it is sent to. For more information, see "Send notification messages when an
automation task completes" on page 618.

Tip: You can also edit an automation chain by selecting it in the Explorer and then pressing ALT
+ ENTER.

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Add or remove steps in an automation chain

1. In the Automation Chain Properties dialog box, click the Steps tab.
2. To add a step, click Add, and then add the step as described in "Add steps to an automation
chain" on page 603.
3. To remove a step, select the step you want to remove, and then click Remove.

Tip: You can also remove a step by right-clicking it and then clicking Remove.

Modify an automation task included in an automation chain

1. In the Automation Chain Properties dialog box, click the Steps tab.
2. Select the automation task you want to modify.
3. On the Actions menu, click Check Out .
4. Click Properties.
5. Modify the automation task properties as described in "Modify a scheduled task" on page 593 or "
Modify an alert" on page 581.

Tip: You can also edit a step by double-clicking it, or by right-clicking it and then clicking
Properties.

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CHAPTER 45: Running automation tasks
manually

Run an automation task 611

Run alerts manually 612
Run a scheduled task 614
Run an automation chain 615
Run a script 617
Send notification messages when an automation task completes 618
Add links to automation task notifications 621
Run a program with an automation task 623

Automation tasks can be scheduled to run at predefined times, and they can also be run manually as
needed. Some automation tasks do not run on a preset schedule at all, and are only intended to be run
manually. If you create or modify an automation task, it is also good practice to run the automation task
manually to test it before you schedule it to run or add recipients to the notification list.
When you run an automation task manually, it does not affect any regularly scheduled runs of the task. If
the task is scheduled to run at certain times, it will still run at those times.
When you run an alert, scheduled task, or automation chain manually, you might be able to change some
of its settings without affecting the default settings. The person who owns the alert or scheduled task
can specify which types of settings, if any, can be changed when someone runs the alert manually.
For example, if an alert is scheduled to run every Monday and send information to many recipients, but
you want to receive updated information on Wednesday, you could run the alert manually. To avoid
sending unneeded information to all of the usual recipients, you could specify that only you will receive a
notification this time. Next Monday, the alert will still run, and it will sent a report to all of the usual
recipients. For more information about running alerts and scheduled tasks manually, see "Run alerts
manually" on page 612 and "Run a scheduled task" on page 614.
When you run an automation chain manually, you might be able to choose to begin at a step other than
step one. For more information, see "Run an automation chain" on page 615.

Run an automation task

You can run any automation task you have access to, as long as it is not locked.
Your automation tasks are available in the Run Automation Task dialog box, which you can access from
the RapidResponse toolbar.
You can also search for the automation task you want to run.

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 Run an automation task

1. On the RapidResponse toolbar, click Run Automation Task .

2. In the Run Automation Task dialog box, select the automation task you want to run.
3. Optionally, do the following to sort the automation task list.
l Click Name to sort the list alphabetically by name, which allows you to select from the
beginning or end of the list.
l Click Type to sort the list by type, which allows you to select from only the type of automation
tasks you want to run.
4. Click OK.
5. Depending on the automation task type you selected and the settings of that automation task,
specify settings for the automation task.
For more information, see "Run alerts manually" on page 612, "Run a scheduled task" on page 614,
"Run an automation chain" on page 615, or "Run a script" on page 617.

Search for an automation task

1. On the toolbar, click Run Automation Task .

2. To search in a specific column, in the search box, click Search Options , and then click one of
the following:
l All—searches all columns in the list for the specified text.
l Name—searches the Name column for the specified text. Select this option if you are
searching for a specific automation task.
l Type—searches the Type column for the specified text. Select this option if you are searching
for a specific type of automation task.
3. To specify where in the column the search word is, click Search Options , and then click one of
the following
l Match from start—the search word must be at the beginning of a word in the specified
column.
l Match anywhere—the search word can be anywhere in the specified column.
4. In the search box, type the automation task name or type you want to find.

Run alerts manually

You can manually run alerts that have been shared with you by other users or administrators. You can
run an alert from the RapidResponse toolbar or using the Explorer. Depending on the alert settings you
might be prompted to specify the data settings you want the alert to use, to define notification settings,
or both.
If you have permission to create alerts you can also manually run alert to test alerts you create, or to
periodically run alerts that are not meant for data monitoring.
An alert can be run manually at any time, as long as the resources required are available to you. Manually
running an alert does not consider the alert’s effective dates.
An alert that is not scheduled can also be run as part of an automation chain. For more information, see
"About automation chains" on page 555.

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You can customize data, notification settings, or both when you run a shared alert, if the alert's author
has allowed it. If you have not been granted these permissions, the alert runs using the alert author's
chosen settings.

Run an alert

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the alert you want to run, and then click OK.

Tip: You can also search for the alert you want to run by typing its name in the search box.

Run an alert from the Explorer

1. In the Explorer, ensure that alerts are shown. You can do this by selecting Automation.

2. Select the alert you want to run.

3. On the Actions menu, click Run Alert Now.
4. In the confirmation dialog box, click Yes.
5. Click Run.

Note: It can take several minutes to run an alert. If the alert takes a significant amount of time to
complete, contact your RapidResponse administrator.

Run an alert manually with customized settings

1. Run an alert from the Run Automation Task dialog box or the Explorer.
2. In the Run Alert dialog box, on the Data Settings tab, select the data settings you want to
monitor. For more information, see "Create an alert to monitor worksheet data" on page 568.
3. On the Notify tab:
l Select Alert owner to send a notification message to the alert's owner.
l Select User running the alert to send a notification message to yourself.
l Select Others to send a notification message to the list of recipients you specify. For more
information, see "Send notification messages when an automation task completes" on page
618.
l In the Message area, type a Subject and a Message in the text boxes.
4. Click Run.

Notes:
l The Run Alert dialog box might contain both or only one of the Data Settings and Notify
tabs.

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 l If you do not have access to a resource required by the alert, it displays with a on the Data
Settings tab. To access the resource, contact the alert owner.
l It can take several minutes to run an alert. If the alert takes a significant amount of time to
complete, contact your RapidResponse administrator.

Run a scheduled task

In addition to running a scheduled task according to its schedule, you can run a scheduled task manually
from the RapidResponse toolbar or using the Explorer. Running a scheduled task executes the script or
modifies the data.
If a scheduled task author has allowed, you can customize data and/or notification settings when you
run a shared scheduled task. If you have not been granted these permissions, the scheduled task runs
using the author's chosen settings.

Run a scheduled task

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the scheduled task you want to run, and then click
OK.

Tip: You can also search for the scheduled task you want to run by typing its name in the search
box.

Run a scheduled task from the Explorer

1. In the Explorer, ensure that scheduled tasks are shown. You can do this by clicking Automation.

2. Select the scheduled task you want to run.

3. On the Actions menu, click Run Now .
4. In the confirmation dialog box, click OK.

Note: It can take several minutes to run a scheduled task. If a scheduled task takes a significant
amount of time to complete, contact your RapidResponse administrator.

Run a scheduled task manually with customized settings

1. Run a scheduled task from the Run Automation Task dialog box or the Explorer.
2. In the Run Scheduled Task dialog box, on the Data Settings tab, select the data settings you
want to monitor. For more information, see "Schedule an automatic data modification" on page
589 and "Schedule a script" on page 592.

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 3. On the Notify tab:
l Select Scheduled task owner to send a notification message to the scheduled task's owner.
l Select User running the scheduled task to send a notification message to yourself.
l Select Others to send a notification message to the list of recipients you specify. For more
information, see "Send notification messages when an automation task completes" on page
618.
l In the Message area, type a Subject and a Message in the text boxes.
4. Click Run.

Notes:
l The Run Scheduled Task dialog box might contain both or only one of the Data Settings
and Notify tabs.
l If you do not have access to a resource required by the scheduled task, it displays with a
on the Data Settings tab. To access the resource, contact the scheduled task owner.
l It can take several minutes to run a scheduled task. If the scheduled task takes a significant
amount of time to complete, contact your RapidResponse administrator.

Run an automation chain

In addition to scheduling automation chains, you can run them manually. You can run an automation
chain from the RapidResponse toolbar or using the Explorer. Running an automation chain runs each
alert, scheduled task, or automation chain included in the automation chain's steps, and sends any
notification messages defined by those steps.
You can run any automation chain you own or that has been shared with you, as long as it is not locked.
For more information, see "Unlock an automation resource" on page 564.
If any step of the automation chain fails, you and the users or groups specified in that step are notified of
the failure.
If you are running an automation chain that has been shared with you and you have the ability to
change the recipients, you can add or remove recipients before you run the automation chain. This
changes the recipients of the notification sent when the automation chain completes, but does not
affect the recipients of notifications sent by each automation task in the automation chain.
If you can create automation chains, when you run an automation chain, you can choose which step the
automation chain begins running on. You can run a step that you have just added to ensure it works as
part of the automation chain, to test parts of the automation chain without running every other
automation task, or to re-run a failed automation chain from the step where the failure happened. For
more information about failed automation chains, see "Automation task logging" on page 635.
Automatically running the automation chain always runs every step.

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 If any step in an automation chain is missing, for example, if an alert has been deleted, you are notified
about the missing step and the automation chain does not run.

Run an automation chain

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the automation chain you want to run, and then
click OK.

Tip: You can also search for the automation chain you want to run by typing its name in the
search box.

Run an automation chain from the Explorer

1. In the Explorer, ensure that automation chains are shown. You can do this by selecting
Automation.

2. Select the automation chain you want to run.

3. On the Actions menu, click Run Now.
4. In the confirmation dialog box, click OK.

Specify recipients when running an automation chain

1. Run an automation chain from the Run Automation Task dialog box or the Explorer.
2. In the Run Automation Chain dialog box, add or remove recipients for the message. For more
information, see "Send notification messages when an automation task completes" on page 618.
3. In the Message area, specify the subject and message to be sent when the automation chain
completes.
4. Click OK.

Run an automation chain from a specific step

1. Run an automation chain from the Run Automation Task dialog box or the Explorer.
2. In the Run Automation Chain dialog box, in the Start at step list, click step you want to run first.

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 3. Click OK.

Run a script
You can run any script you have access to. When you run a script, the operations defined in the script are
performed. Depending on what the script does, it could take a long time to complete. If you think a script
has been running for too long, you can contact your RapidResponse administrator to cancel the script.
Depending on how the script was created, it can take arguments, which are values you specify and that
are used in the script. Arguments can take text, date, Boolean, or quantity values, or a scenario name.
Information about each argument is typically found in the script's help.
When you run a script, you are often prompted to provide values for the script's arguments, as shown in
the following illustration.

The script's author specifies default values for each argument, so you can specify values for only the
arguments you want to change. All arguments must have a value specified.
You can also view help about the script and its arguments. For more information, see "View script help"
on page 74.
You can run a script from the RapidResponse toolbar, using the Explorer, by scheduling it to run at a
specific time, or by running a workbook command. For more information, see "Schedule a script" on page
592 and "Run workbook commands" on page 358.

Run a script

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the script you want to run, and then click OK.

Tip: You can also search for the script you want to run by typing its name in the search box.

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 Run a script from the Explorer

1. In the Explorer, ensure that scripts are shown. You can do this by selecting Automation.

2. Select the script you want to run.

3. On the Actions menu, click Run Now .
4. If the script has arguments, in the Run Script dialog box, on the Settings tab, specify values for
each argument you want to modify.
5. Click OK.
When the script completes, a confirmation dialog might display the output of the script, including
whether it completed successfully.

Send notification messages when an

automation task completes
When an alert's condition is met, a scheduled task completes its modifications or script, or the steps in
an automation chain complete, you can send notification messages to people who have access to that
automation task. Similarly, if the automation task fails, you can notify your RapidResponse administrator
or other users who have access to the automation task. You can send a notification message to each
member of a RapidResponse group, a list of RapidResponse users, and any other message recipients you
specify. RapidResponse users receive notifications in Message Center, and might also receive
notifications by email depending on their personal settings. Recipients who do not use RapidResponse
only receive messages by email. You can also specify the message’s subject and body to explain the
purpose of the automation task and why the message is being sent.
For each person you send the notification message to, you can specify how they receive it.

l To—Primary recipients. These are typically the users and groups affected by changes made by the
scheduled task.
l Cc—Carbon copied recipients. These are typically users who are not impacted directly by the
changes, but might want to know a change has happened.
l Bcc—Blind carbon copied recipients. These recipients are not shown in the message's list of
recipients.

For notification messages sent by alerts, recipients are unable to view the affected data unless you
specifically allow them to view the current data or attach a report to the alert. For more information
about reports, see "Attach a report to an alert message" on page 580.
For notification messages sent by scheduled tasks, you should send messages to users or groups if the
scheduled task affects a resource they use. For example, if a script creates a scenario that a group uses
for simulations, you can notify them when the script runs so they know when the scenario is available. If
a data modification consolidates data from a number of scenarios into one scenario the group uses for
reference, you can notify the group with a summary of the data changes made to that scenario.

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Some scripts automatically send messages when they run. However, unless you are a script author, you
cannot modify these recipients.
If the automation task cannot run for any reason, you will automatically receive a message that explains
what went wrong. You can also choose to send a failure message to other users. Failed automation task
messages have the icon. An automation task typically fails because a resource is missing. For
example, if the worksheet or scorecard being monitored by an alert is deleted, the alert fails the next time
it runs.
You can send success and failure notifications if you created the automation task. If you have been
shared an automation task created by someone else, you might have been granted permission to send
success notifications. Otherwise, you can run the automation task and the notification messages are
sent to the recipients specified in the automation task.
You can also choose to not send notification messages. You might not send notifications if you want to
use an alert's condition to control an automation chain's processing order, or if you want a scheduled
task or automation chain to perform its operations silently. For more information, see "Add steps to an
automation chain" on page 603.

Specify RapidResponse user recipients

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Notify tab.
2. On the Success sub-tab, select any of the following, depending on the type of automation task:
l Alert owner—Sends the notification message to the person who created the alert.
l User who ran the alert—Sends the notification message to the user who ran the alert.
l Scheduled task owner—Sends the notification message to the person who created the
scheduled task.
l User who ran the scheduled task—Sends the notification message to the user who ran the
scheduled task.
l Automation chain owner—Sends the notification message to the person who created the
automation chain.
l User who ran the automation chain—Sends the notification message to the user who ran
the automation chain.
l Others—Sends the notification message to a list of users you specify.
3. If you selected Others, click Select Names.
4. In the Select Names dialog box, do the following:
l On the Users tab, click a user you want to be notified, and then click To, Cc, or Bcc; depending
on how you want the recipient to receive the message.
l On the Groups tab, click a group you want to be notified, and then click To, Cc, or Bcc,
depending on how you want the recipients in the group to receive the message.
5. Repeat step 4 for every user or group you want to add.
6. Click OK.

Notes:
l You are included in the recipient list of every automation task you create. If you do not want
to receive the message, you can remove yourself from the list of recipients.
l The To, Cc, or Bcc setting is most useful if the recipient chooses to receive messages by email.

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 Tip: To find out more about the people you can send notification messages to, move the pointer
over their names.

Specify email recipients

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Notify tab.
2. On the Success sub-tab, click Email Addresses.
3. In the To, Cc, or Bcc text boxes, enter the recipients’ email addresses, separated by commas or
semicolons.
4. Click OK.

Caution: Email is not a secure method of transmitting data. Ask your system or RapidResponse
administrator whether your company’s email server uses encryption before sending notification
messages to recipients using email.

Notes:
l The Email Addresses button is inactive if your RapidResponse account does not have an
email address defined. For more information, contact your RapidResponse administrator.
l When a notification is sent to an email address, the email is sent from RapidResponse using
your name. In some cases, Microsoft Outlook and other email programs might detect this
email and warn you that a program is sending an email using your name. If this happens, click
Allow on the warning to send the notification to the email recipients.

Tip: If you often send messages to the same email address, ask your RapidResponse
administrator to create an Alert user account for that email address. By creating an Alert user,
you no longer need to type in the address; instead you can select the name from the list of
RapidResponse users.

Specify the message content

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Notify tab.
2. On the Success sub-tab, in the Subject box, type a descriptive name.
3. In the Message box, type a description of the automation task or a summary of what actions the
automation task performs.
4. If you want the message to include a link to a resource, see "Add links to automation task
notifications" on page 621.
5. If you want the resource link to provide access to the current data, make sure that the Allow all
recipients to view current data box is checked.

Modify how a recipient receives messages

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Notify tab.

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 2. On the Success sub-tab, in the Recipients list, click the value in the Address column for the
recipient you want to change.
3. Click To, Cc, or Bcc.

Remove a message recipient

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Notify tab.
2. On the Success sub-tab, click the recipient you want to remove.
3. Click Remove.
4. Repeat steps 2 and 3 for every recipient you want to remove.

Send a failure notification

1. In the New Alert, Alert Properties, New Scheduled Task, Scheduled Task Properties, New
Automation Chain or Automation Chain Properties dialog box, click the Notify tab.
2. On the Failure sub-tab, select who you want to receive the failure notification, depending on the
type of automation task:
l Alert owner—Sends the notification message to the person who created the alert.
l User who ran the alert—Sends the notification message to the user who ran the alert.
l Scheduled task owner—Sends the notification message to the person who created the
scheduled task.
l User who ran the scheduled task—Sends the notification message to the user who ran the
scheduled task.
l Automation chain owner—Sends the notification message to the person who created the
automation chain.
l User who ran the automation chain—Sends the notification message to the user who ran
the automation chain.
l Others—Sends the notification message to a list of users you specify.
3. If you selected Others, do one of the following to add failure message recipients:
l Click Select Names, and then in the Select Names dialog box, select the user or group you
want to send the failure message to, and then click To, Cc, or Bcc to specify how the message
is delivered.
l Click Email Addresses, and then in the Email addresses dialog box, type the address you want
to send the failure message to, and then click To, Cc, or Bcc to specify how the message is
delivered.

Add links to automation task notifications

You can add additional information to notification messages for all automation tasks (alerts, automation
chains, and scheduled tasks) by adding links to resources with the data context you specify. Message
recipients can open the resource with the data settings that you set. You can also include links to
RapidResponse forms or to websites.
The following illustration shows a link added to a notification message for an alert.

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Add links to automation task notifications
 To view the data, users require permission to all of the resources you are using to display the data.

Insert a link

1. Click the Notify tab.

2. Ensure that the Success sub-tab is selected.
3. In the Message area, click the location where you want to insert the link.
4. Click Insert Link .
5. In the Insert Link dialog box, select one of the following:
l An open report —inserts a link to a currently opened shared workbook, scorecard, or
dashboard.

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 l Report—inserts a link to any shared dashboard, workbook, or scorecard.
l Form—inserts a link to a form.
l Web page—inserts a link to a web page outside of RapidResponse.
6. If you are inserting a link to a report or a form, select the report or form from the drop-down list.
7. Click Next.
8. Optionally, in the Add Link text box, change the default text that displays as the link in the
message.
9. To define the data that is displayed, select the settings that you want to use to open the resource.

Edit a link

1. In the Message box, select the link and click Edit Link .
2. Make your changes and then click OK.

Run a program with an automation task

If your company has deployed the On-Premises version of RapidResponse, you can specify that another
process be activated after an automation task has been successfully completed. For example, once a
scheduled task has been processed, you can export a report of the data modified by the scheduled task
back to your enterprise data system (“closing the loop”) by specifying that an additional operation is run
to complete the export back to your enterprise data system.
To run an external process, you must include appropriate instructions. These instructions take the form
of a command string, which specifies a program to run and the file(s) it should use.
When you create a command string to launch a program, you must provide a path that is fully resolvable
by RapidResponse. If the path or the command string contains spaces, you must enclose the command
string in double quotes ("). Otherwise, the program will be unable to run.
To create a command string, you use one or more of the existing File locations, which are created by your
RapidResponse administrator. The first element in the command string must contain the path to the
executable, which must contain a defined File location. The File location and the executable must be
separated by a backslash (\), which can either be typed in the command string or specified in the File
location. For example, [FileLocation]\executable.bat.

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 The executable can be any file that executes commands, for example, an executable file (.exe), a script, or
a batch file (.bat). If no File locations have been defined, you will not be able to use this feature. The File
location, as it appears in the command string, must be surrounded by square brackets [ ] and must be
spelled exactly as it appears in the File locations drop-list.
In addition to the File location, you must provide the name of the executable and its associated
parameters. The required syntax for the command string is equivalent to entering the same string at a
command prompt. The elements of the string are separated by a space.
The command string can only reference one executable. RapidResponse verifies the contents of the
command string when it attempts to run it. If the first element in the command string does not include a
defined File location, the command string is not accepted.

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 Notes:
l A command string is always associated with an alert, scheduled task, or automation chain.
l The automation task must be successfully completed or run to completion in order for
RapidResponse to run the program.

Example: creating a command string

You have run an automation task that has exported worksheet data to a file called myreport, to a file
location called PostFiles. To transfer the contents of this file to your enterprise data system using FTP,
you need to run an FTP script called FTPtransfer.bat, which will FTP the file from RapidResponse to the
enterprise data system. The script is stored in the file location called PostPrograms.
The following steps include the syntax you would use to create a command string that would FTP the file
myreport to your enterprise data system.

1. In the Explorer, ensure that automation tasks are shown. You can do this by selecting
Automation.

2. Select an automation task.

3. On the Actions menu, click Properties.
4. On the General tab, click Advanced.
5. Select the Run program check box.
6. In the File location list, click the location containing the script or program you want to run, and
then click Insert File Location.
7. The file location, surrounded by square brackets [ ], is added to the Command box.
8. In the Command box, type the name of the script or program, using the appropriate syntax. For
example:
"[PostPrograms]\FTPtransfer.bat"
9. Insert a space.
10. In the File location list, click the location containing the files exported by the alert, and then click
Insert File Location.
The second file location, surrounded by square brackets, is added to the Command box, at the
end of the command string.
11. In the Command box, type the file name that you want the program to work with, as well as any
other required parameters. For example:
"[PostPrograms]\FTPtransfer.bat [PostFiles]\myreport"
12. Click OK.
RapidResponse verifies the command string when it attempts to run the command.

Notes:
l You can type file locations in the command string, but they must be surrounded by square

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 brackets.
l The command string should only contain one reference to an executable.
l When you insert a file location into a command string by double-clicking or by using the
Insert button, it is placed at the location of the insertion point.

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CHAPTER 46: Using predefined
schedules to run automation tasks

Create a predefined schedule 627

Share a predefined schedule 628
View predefined schedules 629
Edit a predefined schedule 629
Delete a predefined schedule 629

You can create predefined schedules with which you can associate multiple automation tasks at the same
time. You can use a schedule to run alerts that you want to generate reports on a consistent schedule,
scheduled tasks that you want to run regularly, or automation chains that perform a sequence of tasks
according to the schedule you define. For example, your organization might have a data update
scheduled every night. After each update, you want to provide the latest details of your operation to key
suppliers. You can create a predefined schedule for after the update, and then associate numerous
automation tasks that generate reports with it. You can also share the schedule so that other people can
schedule their automation tasks for the same time.

Create a predefined schedule

You can create schedules for generating reports or running automation tasks. Each schedule must
specify when the automation task runs, the dates the automation task is effective, and, if required, how
often the automation task repeats. You can specify the automation task run and generate a report on a
specific day and time, or whenever data is imported from your enterprise data sources.
If your region participates in Daylight Saving Time (DST), your scheduled automation tasks might not run
as you expect if they are scheduled between 1:00 AM and 3:00 AM on the dates DST begins and ends.
When DST begins, tasks scheduled between 2:00 AM and 3:00 AM run at the equivalent time an hour
later, for example, at 3:15 instead of 2:15. When DST ends, tasks scheduled between 1:00 AM and 2:00 AM
run only once, despite the hour repeating.

Create a schedule to run automation tasks

1. On the View menu, click Schedules.

2. In the Schedules dialog box, click New Schedule .
3. In the New Schedule dialog box, type the schedule name in the Name box.
4. In the Description box, type information about the schedule.
5. Click Every, and then click the calendar period in which you want to run the automation task.

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 If you select a weekly or monthly calendar, the automation task runs on the first day of the week
or month.
6. In the Time and Time zone boxes, specify the time you want to run the automation task.
7. If you want the automation task to run multiple times, do the following:
l Select the Repeat every check box.
l In the Repeat every box, type the interval you want the automation task to repeat on.
l In the list, click either Hours or Minutes.
l In the Until box, type the time you want the automation task to stop running.
8. In the Effective area, specify the time span during which automation tasks associated with the
schedule will run.

Note: The Today date constant should not be used for scheduling, because it can be interpreted
as different dates for different users.

Tip: You can also open the Schedules dialog box by clicking Show Schedule Details on the
Automation Details and Log workbook toolbar. For more information, see "Automation task
details and logging" on page 631.

Create a schedule to run automation tasks on a data import

1. On the View menu, click Schedules.

2. In the Schedules dialog box, click New Schedule .
3. In the New Schedule dialog box, type the schedule name in the Name box.
4. In the Description box, type information about the schedule.
5. Click On data import.
6. In the Effective area, specify the time span during which alerts associated with the schedule will
check for conditions.

Tip: You can also open the Schedules dialog box by clicking Show Schedule Details on the
Automation Details and Log workbook toolbar. For more information, see "Automation task
details and logging" on page 631.

Share a predefined schedule

You can allow other users to use predefined schedules that you create for running automation tasks.
Unlike sharing resources and scenarios, you do not share predefined schedules with specific users. Once
you share a predefined schedule, it is available to all users who have permission to create alerts,
automation chains, or scheduled tasks.
If you create a private predefined schedule, and then you start to use the schedule to run a public
automation task, the schedule is shared automatically. This can occur when you edit a public automation
task to use a private schedule, or when you add an automation task that uses a private predefined
schedule to the versioned repository. In systems with version control turned off, sharing an automation
task automatically shares the predefined schedule it uses.

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 1. On the View menu, click Schedules.
2. In the Schedules dialog box, select a schedule and then click Properties .
3. In the Schedule Properties dialog box, select the Shared check box.

Note: If nobody else owns an automation task that uses a predefined schedule that you have
shared, and you do not own a public automation task that uses that schedule, you can stop
sharing it by clearing the Shared box in the Schedule Properties.

View predefined schedules

You can view information about of all the predefined schedules to which you have access.

l On the View menu, click Schedules.

Tip: You can also access this information when you are creating or editing an alert, automation
chain, or scheduled task. Click the Frequency tab and then click Schedule Details.

Edit a predefined schedule

You can edit any predefined schedule that you have created for running automation tasks. This changes
the schedule for all automation tasks that use that predefined schedule.

1. On the View menu, click Schedules.

2. In the Schedules dialog box, select a schedule and then click Properties .
3. In the Schedule Properties dialog box, change the properties you want.

Delete a predefined schedule

You can delete any predefined schedule that you have created for running automation tasks.
If the schedule that you are deleting is used by one or more automation tasks, you are warned. You have
the opportunity to cancel the deletion or choose what happens to any automation tasks that you own
that use that schedule. If automation tasks that use the schedule that you are deleting are owned by
other people, those automation tasks are not modified by the Delete Schedule dialog box. They keep the
deleted schedule, and do not run.

1. On the View menu, click Schedules.

2. In the Schedules dialog box, click a schedule and then click Delete .
If the schedule is used by an automation task, the Delete Schedule dialog box appears.
3. In the Delete Schedule dialog box, do one of the following:
l To keep running automation tasks on the same schedule, click Apply the deleted schedule’s
settings to the alerts, and then ensure the Turn alerts Off check box is cleared.
l To stop running automation tasks, click Apply the deleted schedule’s settings to the alerts,
and then select the Turn alerts Off check box.

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 l To run automation tasks on a different schedule, click Assign a different schedule to these
alerts, and then select a schedule from the Use schedule list. This option is available only if
another schedule exists.
l To delete the automation tasks using the deleted schedule, click Delete the alerts.

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CHAPTER 47: Automation task details
and logging

Managing automation tasks 632

Automation task logging 635
Workbook command logging 641
Script logging 646

You can view details about each automation task you have access to in the Automation Details and Log
workbook. This workbook lists all automation tasks you have access to, including automation chains,
alerts, and scheduled tasks. This workbook also provides logs that show details about automation tasks,
workbook commands, and scripts that you run, including when they ran and, for automation chains, the
automation tasks that ran as part of the automation chain. You can view information about any
automation chain that failed to run, and re-run the chain starting from the step that failed.
The Automation Tasks worksheet provides information about all automation tasks you have access to,
including whether it is scheduled, the resource and scenario used, and when it runs. You can choose
which type of automation task is displayed in this worksheet. An example of the Automation Tasks
worksheet displaying alerts is shown in the following illustration.

Additional information is displayed only if you click the Details button on the workbook toolbar. This
includes details about the resource used in an alert or scheduled task, whether alerts generate reports,
and other information. An example of alerts with additional information displayed is shown in the
following illustration.

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 When an automation task runs, this activity is logged in the Automation Task Log workbook. When you
run a workbook command interactively, this activity is logged in the Workbook Command Log
worksheet. When a script runs, this activity is logged in the Script Log worksheet.
You can also use the Automation Details and Log workbook to manage automation tasks.

Managing automation tasks

The Explorer and Automation Tasks worksheet can be used to create, edit, delete, and run automation
tasks. You can edit an automation task if you have checked it out. A checked out resource is displayed
with the icon, as shown in the following illustration.

You can also use this worksheet to print a list of your automation tasks, or export the details to create a
report of your automation tasks. For more information, see "Print worksheet data" on page 328 or
"Exporting data" on page 317.
You can sort the list of automation tasks to view information about the resources used by the scheduled
tasks. This information can be used to organize scheduled tasks into groups; or to find obsolete
scheduled tasks, unused resources, or problems with schedules. For more information, see "Sort the
automation task details" on page 634.

View details about automation tasks

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. Click the Automation Tasks tab.
3. In the Show list, click one of the following:
l All Automation Tasks—Shows alerts, scheduled tasks, and automation chains.
l Alerts—Shows only alerts.

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 l Automation Chains—Shows only automation chains.
l Scheduled Tasks—Shows only scheduled tasks.

Create an automation task

1. In the Automation Details and Log workbook, click the Automation Tasks tab.
2. On the toolbar, click one of the following:
l New Alert —Creates an alert to monitor a worksheet or scorecard. For more information,
see "Create an alert to monitor worksheet data" on page 568 or "Create an alert to monitor
scorecard data" on page 575.
l New Scheduled Task —Creates a scheduled task to modify data or run a script. For more
information, see "Schedule an automatic data modification" on page 589 or "Schedule a script"
on page 592.
l New Automation Chain —Creates an automation chain. For more information, see
"Automating sequences of tasks" on page 601.

Copy an automation task

1. In the Automation Details and Log workbook, in the Automation Tasks worksheet, select the
automation task you want to copy.
2. On the toolbar, click Copy .

Modify an automation task

1. In the Automation Details and Log workbook, click the Automation Tasks worksheet.
2. Do one of the following:
l In the Name column, click the name of the automation task you want to modify.
l Select the automation task you want to modify, and then on the toolbar, click Properties .

Add an automation task to an automation chain

1. In the Automation Details and Log workbook, click the Automation Tasks worksheet.
2. Optionally, in the Show list, click the type of automation task you want to add to the automation
chain.
3. Select the automation task you want to add to an automation chain.
4. On the toolbar, click Add to automation Chain .
5. In the Add to Automation Chain dialog box, select the automation chain to add the automation
chain to, or click New automation chain to create a new automation chain with this automation
task as its first step. For more information, see "Add steps to an automation chain" on page 603 or
"Automating sequences of tasks" on page 601.

Give an automation task

1. In the Automation Details and Log workbook, click the Automation Tasks worksheet.
2. Select the automation task you want to give, and then on the toolbar, click Give .
3. In the Give Alert, Give Scheduled Task, or Give Automation Chain dialog box, specify the person
you want to give the automation task to.
For more information, see "Give an automation task" on page 563.

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 Run an automation task

1. In the Automation Details and Log workbook, in the Automation Tasks worksheet, select the
automation task you want to run.
2. On the toolbar, click Run Now .

Notes:
l If an automation task has been shared with you, you might have been given permission to
customize the automation task's data or notification settings. For more information, see
"Running automation tasks manually" on page 611.
l If an automation task is locked, its owner must unlock it before it can run. For more
information, see "Unlock an automation resource" on page 564.

Delete an automation task

1. In the Automation Details and Log workbook, in the Automation Tasks worksheet, select the
automation task you want to delete.
2. On the toolbar, click Delete .

Refresh data in the worksheet

l On the toolbar, click Refresh All .

Note: You might need to refresh the worksheet if you create or copy an automation task and it
does not automatically appear in the worksheet.

Sort the automation task details

1. In the Automation Details and Log workbook, click the Automation Tasks worksheet.
2. Click the column header you want to sort.
3. On the RapidResponse toolbar, click either Sort Ascending or Sort Descending .

Sort by To find
Type (no column How many automation tasks of the same type you have access to.
header)
Automation Task Automation tasks with similar names.
On/Off How many automation tasks are actively scheduled, and run automatically. This includes alerts
that monitor data, and scheduled tasks and automation chains that run automatically.

Owner How many automation tasks you own or have been shared with you.
This column is available only if you are a RapidResponse administrator or you have permission
to create automation tasks.

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 Sort by To find
Resource How many alerts and scheduled tasks monitor or modify data in the same workbook or
scorecard, or how many scheduled tasks run the same script.
This column is blank for automation chains.
Workbooks and scorecards with many automation tasks should not be deleted without editing
or deleting the associated alerts. For more information, see "Modify an automation task" on
page 559 or "Delete an automation task" on page 565.
Worksheet/Metric Same as Resource. This column is visible only if you have clicked Details on the workbook
toolbar.
Scenario Same as Resource.
Frequency Predefined schedules that are not being used. Schedules that do not appear in the list can be
deleted. For more information, see "Delete a predefined schedule" on page 629.
The time shown in this column is reported in the time zone specified by the automation task.
For example, if the schedule runs an alert at midnight Pacific Time, this column reports the
time as '12 AM'.
Last Completed Automation tasks that have not run recently. Automation tasks that have not run for a long
time can then be deleted. For more information, see "Delete an automation task" on page 565.
The time shown in this column is reported using your time zone. For example, if the schedule
runs a scheduled task at midnight Pacific Time but you are in the Eastern time zone, this
column reports the time as '3 AM'.
Next Start When automation tasks tend to run. If many automation tasks run at the same time,
performance can suffer, especially if the automation tasks run during periods of high use.
Automation tasks that run at the same time can be rescheduled. For more information, see
"Schedule when an automation task runs" on page 585.
The time shown in this column is reported using your time zone. For example, if the schedule
runs an automation chain at midnight Pacific Time but you are in the Eastern time zone, this
column reports the time as '3 AM'.
Sequence Automation tasks with the same sequence number. If many automation tasks share a sequence
number and run at the same time, some notification messages could arrive later than expected.
This column is visible only if you have clicked Details on the workbook toolbar.
Report How many alerts generate reports. This column is visible only if you have clicked Details on the
workbook toolbar.

Automation task logging

You can view all automation tasks you have run in the Automation Task Log worksheet in the
Automation Details and Log workbook. You can use the information in the Automation Task Log
worksheet to verify your automation tasks are running properly. Each automation task's start and end
time are recorded, which show you if the automation task is running on schedule, and how long the
automation task or steps in an automation chain take to run. If an automation task is not running on
schedule, it might be starting at the same time as several other automation tasks and cannot complete
until the others have completed. In this case, you can modify the start times.
You can display only specific automation tasks by selecting a type from the Show list, and you can view
log entries that have run in a specific time frame by selecting from the Horizon list.
You can also use this worksheet to run automation tasks.
Records in the Automation Task Log are automatically deleted after 14 days. Your RapidResponse
administrator can modify this number.

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 Automation task status
The Automation Task Log worksheet provides a status column and a color bar to help you quickly
recognize whether an automation task has completed successfully or failed.
When a data modification command is run as a scheduled task, the command can complete successfully
if there are no errors or if the number of errors does not exceed an acceptable number. If the acceptable
number of errors is exceeded, the command fails.
The acceptable number of errors that can occur when a command runs is set by the worksheet author.
Authors can configure whether a data modification command fails when the first error occurs or
completes successfully even though some errors have occurred. When the author allows some errors to
occur, they set an error limit for the worksheet. If this limit is not exceeded, the command can complete
successfully. Therefore, a command might be successful even though not all record insertions,
modifications, or deletions have occurred successfully. The Status column and the color bar can help you
to differentiate between the commands that were successful and the commands that were successful yet
had errors.
The status of a task can be one of the following:

Completed—The automation task completed successfully. If a data modification command was

run, there were no errors.

Completed—Applies to data modification commands. The command completed successfully with

some errors.

Failed—The automation task failed. If a data modification command was run, the command
failed because the acceptable number of errors was exceeded. No data changes were made. A data
modification command might also fail due to a non-data error, such as an invalid scenario or a missing
resource that prevents it from completing successfully. Information about these errors is provided in the
Details column.

Canceled—The automation task was canceled. If a data modification command was run, details
about the command are not available. In addition, the number of records inserted, modified, and deleted
are displayed in gray text, and the changes are not applied.
The Automation Task Owner column displays the user name of the user who owns the Automation task.
When automation tasks fail, consider contacting this user for assistance. Click the icon beside the user's
name to view contact information.
In the following example, the Commit Buyer Response scheduled task and the Buyer Overdue Requests
alert have completed successfully, while the Update Part Records scheduled task failed both times that it
was run.

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The Update Part Records scheduled task failed the first time because the task runs a data modification
command that could not be completed due to errors. The second time, the scheduled task failed because
the workbook that contains the command is missing, as indicated by the error message displayed when
the Errors link in the Details column is clicked.

Scheduled tasks can fail if the command that a workbook runs cannot access a resource or data setting,
or if the script it runs contains an error. For example, the following message explains that a scheduled
task failed because of a script error.

Automation chains fail only if they contain a conditional step that does not meet its condition. For
automation chains that do not contain conditional steps, each step that fails is identified as a failed
automation task in the Automation Task Log, but the automation chain itself is identified as successful.

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 For each automation task that failed, the automation chain that it ran from is identified in the log. For
more information, see "Add steps to an automation chain" on page 603.

You can run an automation chain that has failed from the step it failed on. This allows you to resolve the
issue that was affecting the automation chain, and then resume the sequence of operations the
automation chain performs. For more information, see "Run an automation chain" on page 615.
Alerts can fail if the resource they monitor or one of the data settings is not available. For example, the
following message explains that an alert failed because its scenario is missing.

You can also use the information in the log to determine if an automation task is failing consistently. If an
automation task has failed, you can search the worksheet for that automation task to determine if the
failure was an isolated incident, or an indication of a problem with the automation task. For more
information, see "Searching data in workbooks" on page 187.
When an automation task fails, a notification is sent to your Message Center and your email address if
you have forwarded your messages to email. When a scheduled task that runs a data modification
command fails due to data errors, the message lists a maximum of ten invalid records. You can review the
Error Details worksheet for information about all of the errors that occurred. For more information
about accessing this worksheet, see "Data Modification columns" on page 639.

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For more information about using Message Center, see "Message Center and email" on page 449.

Data Modification columns

The Data Modification columns contain information about data changes made by scheduled tasks that
run data modification commands. The number of records that are inserted, modified, and deleted are
displayed with the number of errors, if any, that occurred. These record counts apply only to the data in
tables that the worksheets updated by the command are based on. They do not include inserted
reference records or related deleted records.
The Inserted, Modified, and Deleted columns contain a number if the worksheet is configured to perform
that operation (this number can be zero). If there is no number in the column, the worksheet is not
configured to perform that operation. If the data modification cannot complete successfully, these
numbers are displayed in gray text to indicate that the changes were not made.

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 The Data Modification columns display the total number of records that are inserted, modified, and
deleted by a command. You can click the name of a command to open the Data Modification Details
worksheet, which displays the number of records modified by each command action. For more
information about this worksheet, see "Data Modification Details worksheet" on page 644.
You can click the number of errors in the Errors column to open the Error Details worksheet, which
provides information about any errors that occurred. For more information about this worksheet, see
"Error Details worksheet" on page 645.
When you open the Data Modification Details worksheet or the Error Details worksheet by clicking a link,
the row is highlighted with yellow. Click Reset on the workbook toolbar to close the detail worksheets.

Note: The Data Modification Details and Error Details worksheets are also accessible from the
Workbook Command Log worksheet. For more information, see "Workbook command logging"
on page 641.

View the log of automation tasks that have run

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. Click the Automation Task Log worksheet.
3. In the Show list, click one of the following:
l All Automation Tasks—Shows alerts, scheduled tasks, and automation chains.
l Alerts—Shows only alerts.
l Automation Chains—Shows only automation chains.
l Scheduled Tasks—Shows only scheduled tasks.
4. If you want to view all automation tasks that run as part of an automation chain, do the following:
l In the Show list, click All Automation Tasks.
l Search the Automation Chain column to display only non-blank values. For more information,
see "Searching data in workbooks" on page 187.
5. In the Horizon list, click the number of days of log activity to view in the worksheet.

Note: If an automation task has been deleted, an icon is not displayed beside its name.

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 Find failed automation tasks

1. In the Automation Details and Log workbook, click the Automation Task Log tab.
2. On the RapidResponse toolbar, click Search Worksheet Data , and then click New Search.
3. In the Search dialog box, specify one of the following:
l In the Finished column, in the Matches search expression box, type a blank String (' ').
l In the Status column, select either contains , is like, or is exactly, and then in the box type
Failed.
4. For each failed automation task, look in the Automation Chain column to determine if the
automation task was part of an automation chain.

Note: For more information about searching, see "Search for specific data" on page 189.

View details about why an automation task failed

1. In the Automation Details and Log workbook, click the Automation Task Log tab.
2. Do one of the following:
l In the Details column, click the Errors link for the failed alert, scheduled task, or automation
chain you want to view details about.
The error message for the automation task is displayed in the Error message dialog box.
l For a failed scheduled task that runs a data modification command, click the link in the Errors
column to open the Error Details worksheet. When you are finished reviewing details, click
Reset on the toolbar to close the details worksheet.

Run an automation task

1. In the Automation Task Log worksheet, select a failed automation chain.

2. On the toolbar, click Run Now .

Run a failed automation chain from the point it failed

1. In the Automation Task Log worksheet, select a failed automation chain.

2. On the toolbar, click Run Now .
3. In the Run dialog box, select the step you want to run the automation chain from, and then click
Run.

Workbook command logging

Each time you interactively run a workbook command, this activity is logged in the Workbook Command
Log worksheet in the Automation Details and Log workbook. You can use this worksheet to review
information about the commands that you have run. Additionally, the Workbook Command Log
worksheet includes links to the following worksheets:

l "Data Modification Details worksheet" on page 644

l "Error Details worksheet" on page 645

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Workbook command logging
 The Data Modification Details worksheet can be used to more closely examine the data modifications
made by the command, and the Error Details worksheet can be used to investigate errors.
For information about running workbook commands, see "Run workbook commands" on page 358.

Workbook Command Log worksheet

The Workbook Command Log worksheet displays information about the worksheet commands you have
run, including when the command was run, the workbook that contains the command, the scenario that
was modified by the command, and the status of the command (for example, whether it completed
successfully or failed). This worksheet also provides counts of the number of records that were inserted,
modified, or deleted by the command and of the number of records in error.
The Workbook Owner column shows the name of the user who owns the workbook that contains the
command. Consider contacting this user if you require assistance with the command. Click the icon
beside the user's name to view contact information.
You can display log records that have run in a specific time frame by selecting from the Horizon list.

Command status
When you run a workbook command, the command can complete successfully if there are no errors or if
the number of errors does not exceed an acceptable number. If the acceptable number of errors is
exceeded, the command fails. You can also cancel the command before the data changes are saved. This
worksheet provides a status column and a color bar to help you recognize whether a command has
completed successfully, failed, or was canceled.
The acceptable number of errors that can occur when a command runs is set by the worksheet author.
Authors can configure whether a data modification command fails when the first error occurs or
completes successfully even though some errors have occurred. When the author allows some errors to
occur, they set an error limit for the worksheet. If this limit is not exceeded, the command can complete
successfully. Therefore, you might be able to confirm a command's data changes even though not all
record insertions, modifications, or deletions have occurred successfully.
The status of a command can be one of the following:

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 Completed—The command completed successfully with no errors.

Completed—The command completed successfully with some errors.

Canceled—You canceled the command. No data changes were made.

Failed—The command failed because the acceptable level of errors was exceeded. No data
changes were made. A command might also fail due to a non-data error, such as an invalid scenario or a
missing resource that prevents the command from completing successfully. Information about these
errors is provided in the Details column, which contains a link to open a dialog box that provides more
information about the error.

Data Modification columns

The Data Modification columns contain information about data changes made by commands. The
number of records that are inserted, modified, and deleted are displayed with the number of errors, if
any, that occurred. These record counts apply only to the data in tables that the worksheets updated by
the command are based on. They do not include inserted reference records or related deleted records.
The Inserted, Modified, and Deleted columns contain a number if the worksheet is configured to perform
that operation (this number can be zero). If there is no number in the column, the worksheet is not
configured to perform that operation. These numbers are displayed even if a command fails or is
canceled. In this case, the text is gray to indicate that the changes were not made.

The Data Modification columns display the total number of records that are inserted, modified, and
deleted by a command. You can click the name of a command to open the Data Modification Details
worksheet, which displays the number of records modified by each command action. You can click the
number of errors in the Errors column to open the Error Details worksheet, which provides information
about any errors that occurred.
When you open the Data Modification Details worksheet or the Error Details worksheet by clicking a link,
the row is highlighted with yellow. Click Reset on the workbook toolbar to close the detail worksheets.
Records in the Workbook Command Log worksheet are automatically deleted after 14 days. Your
RapidResponse administrator can modify this number.

Tip: The Errors column in the Data Modification Details worksheet also includes a link to the
Error Details worksheet. To view error information for one specific command action only, open
Error Details from this worksheet instead.

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Workbook command logging
 Data Modification Details worksheet
This worksheet shows details about the results of each action of a data modification command. The
number of records that were inserted, modified, or deleted by each action of the command and the
errors that occurred, if any, are reported. This worksheet also provides other information, including the
statuses of the actions (such as whether they completed successfully or failed) and the worksheet that is
updated by each action.
You can access this worksheet by clicking a link in the Command column of the Automation Task Log
worksheet or the Workbook Command Log worksheet.

Action status
An action can complete successfully if there are no errors or if the number of errors does not exceed an
acceptable number. If the acceptable number of errors is exceeded, the action fails, causing the
command to fail. This worksheet provides a status column and a color bar to help you recognize whether
a command action has completed successfully or failed.
The acceptable number of errors that can occur when an action is performed is set by the worksheet
author. Authors can configure whether a data modification action fails when the first error occurs or
completes successfully even though some errors have occurred. When the author allows some errors to
occur, they set an error limit for the worksheet. If this limit is not exceeded, the action can complete
successfully. Therefore, you might be able to confirm a command's data changes even though not all
record insertions, modifications, or deletions have occurred successfully. The Status column and the
color bar can help you to differentiate between the actions that were successful and the actions that
were successful yet had errors.
The status of an action can be one of the following:

Completed—The action completed successfully with no errors.

Completed—The action completed successfully with some errors.

Failed—The action failed because the acceptable number of errors was exceeded. No data
changes were made because a failed action results in a failed command. If an action fails, any subsequent
actions are not displayed in this worksheet. A command might also fail due to a non-data error, such as
an invalid scenario or a missing resource that prevents the command from completing successfully.
When you click a command name in the Automation Task Log worksheet or the Workbook Command
Log worksheet, the row is highlighted with yellow to clearly identify the command that you are viewing
information about. To close the Data Modification Details worksheet and remove any highlighting, click
Reset on the workbook toolbar. This will also close the Error Details worksheet if it is open.

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If errors occurred when an action was being performed, you can click the link in the Errors column to
open the Error Details worksheet, which displays information about only those errors.
Records in the Data Modification Details worksheet are automatically deleted after 14 days. Your
RapidResponse administrator can modify this number.

Note: For information about accessing this worksheet from the Automation Task Log
worksheet, see "Automation task logging" on page 635.

Error Details worksheet

If errors occur when a data modification command runs, you might need to fix the errors so that the
command can run successfully. You can use the information logged in this worksheet to investigate data
modification errors. Any errors that are identified when an action is performed are logged in this
worksheet. You can view information about the errors, including the location of the records in error and
why the errors occurred.
You can access this worksheet by clicking on the number of errors that appears in the Errors column of
the Automation Task Log worksheet, the Workbook Command Log worksheet, or the Data Modification
Details worksheet. You can also open this worksheet from the Error dialog box. When you run a
command that fails, the Error dialog box opens. You can click View Error Log in this dialog box to open
the Automation Details and Log workbook, which displays the Workbook Command Log and the Error
Details worksheets.

When you click this link in the Automation Task Log worksheet or the Workbook Command Log
worksheet, the row that contains the link is highlighted with yellow to clearly identify the command that
you are viewing information about. When you are done reviewing the details, click Reset on the
workbook toolbar to close the detail worksheet. This also closes the Data Modification Details
worksheet.

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Workbook command logging
 If a command performs multiple actions and one action fails, the actions that follow the failed action are
not run and no error information is logged for those actions.
The number of errors displayed in this worksheet is determined by your RapidResponse administrator.
Records in the Error Details worksheet are automatically deleted after 14 days. Your RapidResponse
administrator can modify this number.

Note: For information about accessing this worksheet from the Automation Task Log
worksheet, see "Automation task logging" on page 635.

View the log of data modification commands that have run interactively

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. Click the Workbook Command Log worksheet.
3. In the Horizon list, click the number of days of log activity to view in the worksheet.

View details about the actions of a command

1. In the Automation Details and Log workbook, click the Workbook Command Log tab.
2. In the Command column, click the command's name link to open the Data Modification Details
worksheet.
3. When you are finished reviewing details, click Reset on the toolbar to close the details worksheet.

View details about why a data modification command failed

1. In the Automation Details and Log workbook, click the Workbook Command Log tab.
2. Do one of the following:
l In the Details column, click the Errors link for the command you want to view details about.
The error message for the command is displayed in the Error message dialog box.
l For a command that failed due to data errors, click the link in the Errors column to open the
Error Details worksheet. When you are finished reviewing details, click Reset on the toolbar to
close the details worksheet.

Script logging
Each time you run a script, either from the Run Automation Task dialog box, by a scheduled task, from
the Explorer, or by a workbook command, the script's activity is logged. This information indicates when
the script started running, how long it ran for, the result of running it, and any values passed to the

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script. You can use this information to find scripts that are not functioning properly, or to review the
results of scripts that have run multiple times.
Scripts are logged when they complete properly and when they fail. However, a completed script might
not have performed the operations you expect. For example, if a script creates a scenario and that
scenario already exists, the script does not perform its function. However, because the code defined in
the script executed properly, the script is logged as running successfully. To determine whether a script
has performed its function, the result of running the script is included in the log. Typically, this
information will contain an error message if the script did not perform its function. If a script fails
consistently, contact your RapidResponse administrator.
An example of script log information is shown in the following illustration.

One script shown in the log is identified as successful, and the other two failed.
Sometimes, scripts that could not perform their functions are identified as successful. The values in the
Result column show which scripts could not perform their functions, and why. In the following example,
the Historical Scenarios script ran, and it was successful, but a scenario it required to perform its function
was not available.

If you own a script, you can also view any messages written to the output console in the Console Output
column. This column is blank if you do not own the script.
You can specify how much history to display in the worksheet. For example, you can view only scripts that
have run on the current date, the past three days, or the past month.

View information about scripts

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. In the Automation Details and Log workbook, click the Script Log tab.

Specify how many days of log entries are displayed

1. In the Automation Details and Log workbook, click the Script Log worksheet.
2. In the Horizon list, click the number of days to display entries for.

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Script logging
 View properties of a script

1. In the Automation Details and Log workbook, click the Script Log worksheet.
2. Click the link in the Script column.

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CHAPTER 48: Publishing data to
subscribers

About setting up a data extract 650

Cautionary notes about customizing the Data Publish workbook 650
Customize the Data Publish workbook 650
Create a filter for subscriber data 652
Schedule data publishing to a subscriber 653

The RapidResponse-to-RapidResponse connection enables manufacturers (publishers) to publish data to

their customers (subscribers). This provides subscribers with greater visibility into current supply status as
well as the impact of planned or potential changes in demand, supply, and product. The following
illustrates the concept of the RapidResponse-to-RapidResponse connection.

If your company is publishing RapidResponse data, you might be responsible for extracting the
appropriate subscriber data to a network location from where the data can be transferred to the
subscriber’s RapidResponse Data Center. The following illustrates how data is moved from your
company’s RapidResponse Data Center to the subscriber’s RapidResponse Data Center.

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 The data extracted from your RapidResponse system is defined in a Data Publish workbook. To control
the data that each subscriber receives, you create a filter identifying each subscriber’s parts. To export
the data, you create a scheduled task that generates the data extract files. The extract files are then
moved to the RapidResponse Data Transfer Client. The RapidResponse Data Transfer Client sends the
extract files through a secure Internet connection to each subscriber’s RapidResponse Data Center.

About setting up a data extract

The following list summarizes the steps required to publish data to a subscriber. Repeat these steps for
each subscriber.

1. Create a copy of the Data Publish workbook and customize it as required for the subscriber.
2. Create a filter that matches the subscriber’s parts.
3. Ensure to validate that the correct data will be extracted by opening the Data Publish workbook
with the filter for the subscriber’s parts. Confirm that only the subscriber’s data is displayed.
4. Create the scheduled task to publish the subscriber data. The task runs automatically according
to a predefined schedule.

When the task runs, text files that contain the data are created on a network location. The text files are
then automatically moved to the computer where the RapidResponse Data Transfer Client is installed.
The data from these files is then transferred into the subscriber’s RapidResponse system.

Cautionary notes about customizing the

Data Publish workbook
The Data Publish workbook has been designed to export data in a specific format. Note the following
when customizing this workbook:

l Do not modify existing worksheet names.

l Do not delete worksheets.
l Do not delete columns from this workbook.
l The date format for all date columns must be yyyymmdd.
l Number formats cannot include a comma as a thousands separator.
l Do not delete the following line from the workbook help: Data Publish="server_version".
l Do not modify column identifiers.

Note: Hiding a column does not prevent the data in that column from being published to a
subscriber. For information about hiding data, see "Customize the Data Publish workbook" on
page 650.

Customize the Data Publish workbook

The Data Publish workbook is used to publish data to subscribers. You can customize this workbook to
control the type of data you share with the subscriber. It is recommended that you make a copy of this

650 RapidResponse User Guide

CHAPTER 48: Publishing data to subscribers
workbook for every subscriber. If your RapidResponse system uses multiple currencies, you should set
each copy of the Data Publish workbook you make to use the currency the subscriber does business in.
The Data Publish workbook includes data from all of the tables from which data is required for most
subscribers to get value from RapidResponse. However, certain tables contain fields that store
information which you might not want to share with your subscribers. These fields, listed in the following
table, are cost and price fields and are set to display zero using a column expression.

Table Field
OnHand l UnitCost
Part l AverageSellingPrice
l CarryingCost
l MaterialCost
PartSource l LaborCost
l MaterialCost
l OverheadCost
l OverheadCost2
l UnitCost
ScheduledReceipt l UnitPrice

To protect other company data, you can set columns that contain numeric data to zero and fields that
contain string data to blank. Note that hiding a column does not prevent the data in that column from
being published to a subscriber.

Standard Unit Cost

The StdUnitCost column in the Part worksheet is not set to zero because the data in the StdUnitCost
field is used for many RapidResponse cost calculations. It is recommended that you set this column to
the price that your company and the subscriber have agreed upon. This can be done by creating a
custom field in the Part table to store the data, and then referencing this field in the StdUnitCost column
expression.

Note: You can also customize worksheet filters; however, make sure you do not omit values
referenced by other tables from which data is extracted. Missing referenced values can prevent
other data from being imported into the subscriber’s RapidResponse system.

Hide PlannedOrder data

By default, the Data Publish workbook is designed to publish PlannedOrder data. This data is required
during the initial stage of the integration at the subscriber’s RapidResponse deployment to validate the
data extract and ensure that planning results match those in your RapidResponse system. Once the
validation is complete, it is not necessary to publish PlannedOrder data to the subscriber. When the
subscriber’s initial integration and data mapping is complete, if you do not want to publish this data, set
the worksheet filter expression for the CPO_BaselinePlannedOrder worksheet to FALSE.

RapidResponse User Guide 651

Customize the Data Publish workbook
 Custom tables and fields
You might want to publish other data to your subscriber if your company implemented custom tables
and fields. If so, you must work together with the subscriber to modify your publishing process and the
subscriber’s import process to include this data.

Set a column’s value to zero or blank

1. Ensure that the Data Publish workbook you want to edit is not open.
2. In the Explorer, select the appropriate workbook.
3. On the File menu, click Properties.
4. On the Worksheets tab, select a worksheet in the Worksheets in this workbook list, and then
click Properties.
5. Click the Columns tab.
6. In the Columns in this worksheet list, select a column.
7. In the Expression box, type the appropriate expression:
l To display a zero for a numeric value column, type 0
l To display a blank cell for a string column, type two single quote characters (‘’)

Specify the currency to use

1. Ensure that the Data Publish workbook you want to edit is not open.
2. In the Explorer, select the appropriate workbook.
3. On the File menu, click Properties.
4. In the Currency list, select the currency the subscriber does business in.

Note: You can also set up the Data Publish workbook to put out unconverted quantity values
for each money column. For more information, see the RapidResponse Resource Authoring Guide.

Create a filter for subscriber data

To extract data for a subscriber, you must create a part-based filter that returns data for only the
subscriber’s parts manufactured by your company. The filter must return all top-level parts and all
component parts across all sites. To help you design such a filter, you might need to do one of the
following:

l If your company is not using the ProductGroup1 or ProductGroup2 field in the part table, for each
part, you can populate either field with the appropriate subscriber name.
l You can also add a custom field to the Part table and populate it with the subscriber name for each
part. Note that you do not include this field in the data extract.

Notes:
l Contact your RapidResponse administrator for more information about the tasks listed

652 RapidResponse User Guide

CHAPTER 48: Publishing data to subscribers
 above.
l You might also want to create a site filter. For more information about creating filters and site
filters, see the RapidResponse Resource Authoring Guide.

Schedule data publishing to a subscriber

You can publish data to your subscribers at regular intervals by using scheduled tasks. The subscriber
receives new data according to the task’s schedule. This type of scheduled task is available only if you
have access to the Data Publish workbook and you have been designated by a RapidResponse
administrator as the publisher to at least one subscriber. For more information, contact your
RapidResponse administrator.

Create a scheduled task to publish data

1. On the File menu, point to New, and then click Scheduled Task.
If you have access to multiple types of resources you can schedule, point to Scheduled Task, and
then click Publish Data.
2. In the Name box, type a descriptive name for the alert.
3. In the Subscriber list, click the subscriber for whom the data is intended.
4. In the Description box, type a summary of what data the task publishes.
5. In the Scheduled task is area, click one of the following:
l Enabled—The task runs at its specified time.
l Disabled—The task does not run automatically.
6. If you clicked Enabled in step 5 but want the task to run only one time, select the Run scheduled
task once (and then disable it) check box.
7. Configure how the scheduled task is run by users you share it with. For more information, see "
Allow automation task customization" on page 557.
8. Click the Data tab.
9. In the Scenario list, click the scenario that contains the data you want to publish.
10. In the Filter list, click the filter appropriate for the subscriber.
11. In the Site list, click a site or site filter.
12. If the workbook contains the Model and Pool controls, select the desired values.
13. Specify when the scheduled task runs. For more information, see "Schedule when an automation
task runs" on page 585.
14. Optionally, specify the users you want to notify when the task runs. For more information, see
"Send notification messages when an automation task completes" on page 618.

Notes:
l You should schedule the task to run during a low RapidResponse usage period, for example,
overnight.
l Tasks for publishing subscriber data generate multiple files—one for each worksheet in the
Data Publish workbook.
l You cannot create a scheduled task and an alert with the same name.

RapidResponse User Guide 653

Schedule data publishing to a subscriber
 activities
instructions 97
viewing 97
Index activity report
exporting 469
generating personal 534
add-in applications
about 549
- running in background 549
running in foreground 549
-INF 154 scheduling 550
! viewing information about 550
Add-ins pane 82
! Add or Remove Scenarios button 284
searching for 196 Add Response button 473
adding
A notes 363
worksheet records 364
about adding dates 344
add-in applications 549 AdditionalData configuration setting 412, 421
alerts 554 AdditionalHeaderData configuration setting 411, 420
auto statistics 169 adjacent cells, editing 343
AutoText 332 Adobe PDF
collaboration 507 exporting data to 323
data publishing 649 Adobe Reader 66
data worksheets 397 advanced searching 190
dates 62 alert details
exporting data 317 sorting 634
extensions 549 alerting 15
hierarchies 304 alerts
importing data 375 about 554
Kinaxis 31 attaching reports 307, 312
models 146 checking for conditions manually 612
monitoring data 554 creating for collaboration 579
pools 147 creating for reports 307-308, 315
predefined schedules 627 creating for scorecards 575, 579
printed reports 327 creating from widget 578
RapidResponse 15 defining report content 308
RapidResponse Message Center 435 finding problems 634
resources 18 for worksheets 568, 579
scenarios 17, 142 predefined schedules 627
scorecards 279 running manually 612
searching 187 scheduling 585
settings worksheets for Microsoft Excel 402 sorting details 634
shared scenarios 461 testing 315
simulations 457 types 567
site filters 143 using profile variables 310
sites 143 viewing messages in email 583
sorting 175 viewing messages in Message Center 582
time zones 62 anchor date
times 62 in crosstab worksheets 176
accessing announcements 63
external applications 549 ANSI encoding 445
help and documentation 65 for HTML files 324
specific data quickly 106 for text files 323
workbooks 129 for XML files 325
worksheets 129 Apple Safari 52
Acrobat 66 Apple Safari 4 52

RapidResponse User Guide 655

Index
 Application Server Event Log 121 B
applications
add-in 549 Back button 151
external 549 bar charts 201
Approved Actions scenario 458 bar, line, and area charts 199, 219
archiving collaborations 535 basic searching 190
area charts 201 big-endian Unicode encoding
arguments 617 for HTML files 324
ascending column sorting 175 for text files 323
ascending data sorting 175 for XML files 325
Asian characters 327 BOM charts 225-226, 228-229
assigning responsibility 498 resetting 231
asterisk 337 Boolean values, searching for 192
attaching reports 445 browser window, closing 63
auto statistics browsers 52
about 169 Bucket Data by Date button 286
available 169 buckets
calculating 170 extended 164
displaying 170 partial 164
hiding 170 setting dates 176
in crosstab worksheets 171 bullet charts 199, 202
automated task notifications bulletin board 63
adding links 621 business processes
automatic data modifications 589 creating new instances 537
running 358 viewing activiries 97
automation buttons
logging 631 Add or Remove Scenarios 284
automation chains Add Response 473
about 555 Back 151
adding steps 601 Bucket Data by Date 286
creating 601, 603, 623 Calculate 287
editing 608 Clear Search 192
parallel steps 605 Commit 475
running 611, 615 Copy 326
scheduling 585, 601 Copy to Filter 180
Automation Details and Log workbook 631-632, 635, 646 Data Display Settings 148
automation tasks Delete Record(s) 338
about 553 Edit Properties 479
copying 560 Edit Range 343
creating 557, 601, 618 Export Data 318
deleting 565 Form View 133
editing 556, 559, 608 Forward 151
exporting 560 Forward to my E-mail 449
failure 618, 641 Freeze Columns 135
giving 563 Import Data 381
importing 560 Insert Record 365
logging 635 List Reference Parts 159
managing 560, 562-563, 565, 632 Maximize Workspace 116
notifications 618 Modify Search 191
permissions 557, 562-563 New Alert 573
running 585, 611 New Filter 180
running manually 611 New Scenario 478
scheduling 585 New Schedule 627
searching 611 New Search 190
sharing 562 Open Attachment 447
unlocking 564 Paste 342
Automation Tasks worksheet 632 Print 328
AutoText Properties, scenario 462
about 332 Properties, schedules 628
date formats 333 Remove Hierarchy 304
available auto statistics 169 Run Alert Now 613
average values 350 Run Command 358
Save Attachment 447
Save Data 364

656 RapidResponse User Guide

Index
 Scorecard Settings 284 settings 216
Select Scenarios 284 tornado 207
Share, scenarios 482 treemap 207
Show List 129 types 199-200
Show Schedule Details 627 waterfall 208
Sort Ascending 175 zoom 219
Sort Descending 175 check boxes, searching for 196
Split 368 check mark symbol 298
Update 466 Chrome 52
Workbook Properties 104 circle symbol 298
by-products 229 CJK 327
Clear Search button 192
C closing
panes 118
Calculate button 287 RapidResponse 63
Calculated Data Model poster 67 co-products 229
calculating auto statistics 170 collaboration
calculations with protected records 349 about 507
calendar 199 monitoring progress 530, 579
calendar charts 203 starting 509
calendars Collaboration Center 508
markers 344 collaborations 511, 519
canceling add participants 516
data retrieval in worksheet 185 add scorecards 525
query 185 adding screenshots 532
cascading delete 338 archiving 535
cells comments 527
deleting 338 committing scenarios 534
editing 343 creating 513
inserting 364 goals pane 526
changes joining 521
committing to scenarios 470 leaving 521
in scenarios 464 managing 516
changes in RapidResponse 33 maximizing 515
changing posts 527
order of worksheets 132 remove participants 518
passwords 61 reopening 535
scenario purposes 479 resource links 531
search conditions 191 scenarios 522, 524
shortcut properties 109 viewing 515
worksheet view 133 column order
characters not valid in passwords 61 in reports 307
charts column searches 189
bar, line, and area 199, 201, 219 columns
BOM 225, 228-229 freezing 135
bullet 199, 202 headers in reports 314
calendar 199, 203 hiding 134
changing data displayed 216, 222 reordering 137
color 222 required for importing data 376
copying and pasting 215 resizing 134
data points 210 searching 189
displaying scorecard data in 291 sorting 175
drilling to details 211, 260 commands
gantt 199 running in workbooks 358
Gantt 204 comments
gauge 199, 205 in collaborations 527
hide 219 Commit button 475
in dashboards 209 committing changes
in workbooks 210 to scenarios 470
pie 199, 206 to scenarios with perspectives 494
printing 215 committing scenarios 534
resetting 222 comparing
saving 215 data from multiple scenarios 160
scatter 199, 206, 219
scroll 219

RapidResponse User Guide 657

Index
 configuration settings 402
AdditionalData 412, 421 viewing data in 163
AdditionalHeaderData 411, 420 currency conversion 481
deletion scope 409, 417 rate changes 354-355
ExcelColumns 410, 419 Currency Conversion Rates workbook 354
in settings worksheets 404 custom links 549
MapSites 413, 422 custom tables and fields 652
MapTypes 413, 422 customer support 31, 121
OptionalFlags 410, 419 customized reports, sending to groups 313
OrderPrefix 418 customizing
SheetsToProcess 409, 417 Data Publish workbook 650
SheetType 408, 416
Version 415, 423 D
constraint control 146
constraints dashboards 77
worksheet control 146 about 249
Contact card 505 data settings 265, 267, 269, 271
Compose 439 help 72
Share scenario 485 linked resources 259
contact cards opening 250
in collaborations 519 viewing data 257
contact information 505 data
changing 451 adding records 364
in Message Center 438 changing how it is calculated 491
specifying 452 clearing searches 192
viewing 455 copying 326
Contents tab 68 default values for importing data 376
control tables, changing calculations 491 displaying in charts 216
copy and paste displaying in crosstab worksheets 163
between worksheets 356 displaying in worksheets 148
charts 215 displaying most recent 159
Copy button 326 editing 342
copy data 329 editing in hierarchies 348
between worksheets 356 editing in shared scenarios 461
Copy to Filter button 180 editing with protected records 349
copying exporting 317
data 326 exporting to Adobe PDF 323
worksheet values to a filter 180 exporting to HTML 324
create or modify a filter 358 exporting to Microsoft Excel 318
creating exporting to text files 322
alerts for scorecards 575 exporting to XML 325
alerts for worksheets 568 generated for reports 308
collaborations 513 hiding from subscribers 651
new pane section 117 inserting records 364
new process instances 537 Microsoft Excel crosstab worksheets 400
predefined schedules 627 modifying 589
reports 308 money 152
scenarios 478 monitoring 307
scorecard shortcuts 108 pasting 326
search conditions 190 precision in calculations 154
static-value filters 179 publishing 649
tasks for data publishing 653 recalculating 364
crosstab worksheets refreshing 159
anchor date 176 resetting sort order 176
auto statistics 171 responsibility 505
data 400 saving changes 364
drilling to details 163 searching 187
editing 347 selecting 169
extended buckets 164 series 216, 222
highlighted dates 164 setting up extract 650
importing from Microsoft Excel 382, 400 shortcuts to 106
Microsoft Excel 400 sorting 175
partial buckets 164 sources 16
Planning column 176 summarized 348
summary 169

658 RapidResponse User Guide

Index
 undoing changes 363 predefined schedules 629
updating in a scenario 466 related records 338
viewing history 151 scenarios 480
viewing specific 106, 210 shortcuts 109
with hierarchies 304 worksheet records 338
data categories 413, 422 deletion scope 409, 417
Data Center. See RapidResponse Data Center[Data delivery options for reports 312
Center] 650 denying access to scenarios 489
data changes descending column sorting 175
conflicting 465 descending data sorting 175
propagation through hierarchies 348 details, drilling to 163
Data Display Settings button 148 differences between scenarios 464
data editing 465 discard
protected records 349 changes in scenarios 468
data import processing display formats
crosstab Microsoft Excel worksheets 400 date 62
settings for crosstab worksheets 404 number 62
settings worksheets 402 time 62
tabular Microsoft Excel worksheets 398 display values 154
data imports 392, 394-395, 398, 404, 462 displaying
Data Model dialog box 121 auto statistics 170
Data Model for Import poster 67 data in crosstab worksheets 163
data model posters 66 data in worksheets 148
Data Modification Details 644 most recent data 159
data publishing part data 150
about 649 reference parts 157
cautions about customizing 650 displaying money data 152
customizing workbook 650 dock-to-stock time 371
scheduling 653 documentation
data publishing workbooks 20 feedback 69
data summary. See auto statistics 169 documentation conventions 68
Data Transfer Client. See RapidResponse Data Transfer documentation, accessing 65-66, 68
Client 650 double-byte characters 327
data types double quote characters in exported data 322
and search syntax 192 drill-through. See linking 181
non-standard search syntax 195 drill links 211
data updates 462, 465 drill to form 211
data worksheets drilling to details 163, 211, 260
about 397 duplicate values
crosstab 400 hiding in exported data 317
formatting 400 hiding in reports 314
date-bucketed worksheets showing in exported data 317
Microsoft Excel 400 showing in reports 314
date buckets
in scorecards 284 E
date formats
AutoText 333 Edit Properties button 479
dates edit range 343
about 62 Edit Range button 343
adding 344 editing
buckets 176 cells in multiple records 343
display format 62 data 342, 347, 353
editing 344 dates 344
highlighted in crosstab worksheets 164 predefined schedules 629
searching for 193 scenario purposes 479
subtracting 344 editing data 350, 353
DateTime data type email 449
searching for 193 email, viewing alert messages in 583
defining emailing
content of reports 308 messages 449
Delete Record(s) button 338 printed reports 327
deleting encoding types
cascading 338 for HTML files 324
messages 449 for text files 323
for XML files 325

RapidResponse User Guide 659

Index
 enlarge text 138 Form view 133
Enterprise Data scenario 458 Form View button 133
Error Details 645 formatting data worksheets 400
errors 121 forms
importing data 391-392, 394-395 controls 597
event management 15 help 73
examples running 597
importing data 386 Forward button 151
of search syntax 196 Forward to my E-mail button 449
ExcelColumns configuration setting 410, 419 Freeze Columns button 135
exclamation mark freezing columns 135
scenarios 466 full data imports 462
searching for 196
exiting. See closing 63 G
Explorer 82, 84, 105
tags 109 Gantt charts 199, 204
exponential notation 154 gauge charts 199, 205
Export Data button 318 generating a personal activity report 534
exporting getting started 47, 77
reports to file 312 giving
scenario activity 469 automation tasks 564
scorecard data 322 scenarios to others 489
exporting data Go menu 118
about 317 goals pane 526
duplicate values 317 Google Chrome 52
showing duplicate values 317 grid lines, including in printed reports 330
to Adobe PDF 323 group information, viewing 519
to HTML 324 groups, sending customized reports to 313
to Microsoft Excel 318
to text files 322
H
to XML 325 headers
extended buckets 164 AutoText 332
Extensions pane 82 editing font 334
extensions, about 549 for printed reports 332
F inserting AutoText 333
inserting fixed text 333
feedback, providing 69 help
fields 121 accessing 65
custom 652 hidden columns
file attachments in messages 447 in reports 307
files, exporting reports to 312 hiding
filtering auto statistics 170
by selected part 181 charts 219
filters columns 134
adding values to 179 data from subscribers 651
based on worksheet values 180 hiding duplicate values
for subscriber data[filters in exported data 317
subscriber data] 652 in reports 314
removing values from 179 hierarchies
site 143 about 301
static-value 179 editing data in 348
finding resources in Navigation Pane 84 filter with 304
Firefox 52 propagating data changes 348
Firefox 3.5 52 summarize with 304
font size 138 viewing data with 301, 304
fonts hierarchy panel
headers and footers 334 adding hierarchies 304
in printed reports 330 hiding 304
footers removing hierarchies 304
AutoText 332 resizing 304
editing font 334 showing 304
for printed reports 332 highlighted date 164
inserting AutoText 333 historical
inserting fixed text 333 process instances 542

660 RapidResponse User Guide

Index
Historical Demand poster 68 L
Historical Supply poster 68
horizontal worksheets landscape page orientation 330
Microsoft Excel 400 layout
HTML restoring 119
exporting data to 324 workbooks 140
HTML file encoding types 324 leaving a collaboration 521
line charts 201
I linked resources 90
linking
icons external applications 549
scenarios 460 to current worksheet 181
IEEE standards 154 to details 163
Import Data button 381 to workbooks 181
Import External Data workbook links
example of using 386 in collaborations 531
importing 407 List Reference Parts button 159
crosstab Microsoft Excel worksheets 400 locked automation tasks 564
tabular Microsoft Excel worksheets 398 logging on 47-48, 50
importing data 407 logging out 63
about 375 logical sites 143
columns required 376
default values 376 M
error conditions 391
example 386 Mac OS 68
from text files 377 managing
into scenarios 382 scenarios 477
into workbooks 378 manufacturing sites 143
into worksheets 378 mapping sites
increasing Java memory limit 53 mapping Microsoft Excel 413, 422
incremental import 462 maps 273
Index tab 68 data settings 275
INF 154 refreshing 277
Infinity 154 viewing site data 274
inherited changes in scenarios 464 MapSites configuration setting 413, 422
Insert Record button 365 MapTypes configuration setting 413, 422
inserting margins on printed reports 331
worksheet records 364 markers, in calendars 344
integers, searching for 193 marking messages as unread 439
Integrated Project Management poster 68 Maximize Workspace button 116
Internet Explorer 52 memory limit
introduction to RapidResponse 15 increasing 53
Inventory Planning and Optimization poster 68 Java Runtime Environment 53
inventory sites 143 settings 53
inventory transfers 369, 371 Message Center
modify 372 resource links 446
Inventory Transfers workbook 369, 371 messages
contacting sender 438
J deleting 449
file attachments 447
Java memory limit, increasing 53 marking as unread 439
Java Runtime Environment printing 439
memory limit 53 reading 438
JNLP file 48, 50 searching 448
joining collaborations 521 sorting 448
JRE. See Java Runtime Environment 53 metrics
calculating results 287
K targets and scores 279
Microsoft Excel 397, 407
Kinaxis exporting data to 318
about 31 importing crosstab worksheets 382, 400
providing feedback to 69 importing data into scenarios 382
Kinaxis Customer Support 31 importing data into workbooks 378
Kinaxis Knowledge Network 32 importing data into worksheets 378
importing tabular worksheets 398

RapidResponse User Guide 661

Index
 settings worksheets for importing 402 New Search button 190
worksheet protection 403 Not A Number 154
Microsoft Internet Explorer notation, scientific 154
system requirements 52 notes
mode adding 363
protected in Microsoft Excel 403 adding to a scenario 473
model control 146 including in reports 314
models viewing 171
about 146 numbers
worksheet control 146 display format 62
Modify Search button 191 display values 154
modifying
calculations 491 O
passwords 61
records 342 open
scenario purposes 479 multiple instances of workbook 129
scheduled tasks 593 resource automatically when signing in 105
search conditions 191 workbook in new tab 129
modifying data Open Attachment button 447
automatic modifications 358 opening
by copying and pasting 356 file attachments 447
money data 152 panes 118
money, searching for 193 Part Properties workbook 150
monitoring collaboration progress 579 task flows 93
monitoring data workbooks 129
about 554 worksheets 129
checking conditions manually 612 operators
in scorecards 575 search syntax 194
in worksheets 568 OptionalFlags configuration setting 410, 419
reports 580 OrderPrefix configuration setting 418
running alerts manually 612 original workbook layout, restoring 140
moving out of date scenarios 470
panes 117 overall score results not displaying 298
panes to original layout 119
worksheets 133
P
worksheets between panes 133 page margins 331
moving columns 137 panes
Mozilla Firefox 52 available 82
Mozilla Firefox 3.5 52 closing 118
multiple cells creating new section 117
editing 343 moving 117
selecting 169 opening 118
multiple values reopening 118
search syntax for 195 resizing 118
searching for 191 restoring default layout 119
N parallel steps 605
parent scenarios, saving changes to 470
naming reports 311 part control 146
NaN 154 Part Properties workbook 150, 157
navigating partial buckets 164
through worksheets 130 parts
within a worksheet 130 displaying data 150
Navigation Pane reference 157
finding resources 84 worksheet control 146
refresh contents 119 passwords
new changing 61
automation chain 601 invalid characters 61
process instances 537 Paste button 342
scenarios 478 pasting data 326
New Alert button 573 PDF 66, 330
New Filter button 180 pending commits in scenarios 464
new resources 103 pending updates in scenarios 464
New Scenario button 478 percentage values 353
New Schedule button 627 permanent scenarios 461

662 RapidResponse User Guide

Index
permissions 17, 24, 65, 101 status 98, 542
perspectives processes 77
about 491 activities 539, 545
applying 493 creating 539, 545
properties 493 creating new instances 537
simulating changes 491 instructions 97
phishing 449 notifications 545
physical sites 143 performers 539
pie charts 199, 206 prerequisite activities 97
Planning column 176 profile pictures 453
planning date 176 profile variables
pool control 147 using in reports 310
pools Projected Inventory worksheet 369
about 147 propagating data changes 348
worksheet control 147 properties
portrait page orientation 330 of add-in applications 550
predefined schedules of shortcuts 109
about 627 of workbooks 104
creating 627 of worksheets 104
deleting 629 Properties button
editing 629 scenario 462
sharing 628 schedules 628
viewing 629 protected mode (Excel) 403
Print button 328 protected mode for Excel worksheets; worksheets 403
printed reports protected records 349
about 327
customizing appearance 330 Q
emailing 327
fitting to one page 331 QBE 189
fonts 330 quantities, searching for 193
headers and footers 332 query
including resource information 331 canceling 185
page margins 331 Query by Example 189
page orientation 330 query expressions
paper size 330 data types 192
scaling 331 syntax for worksheet searching 192
setting options 330
printing
R
Asian characters 327 range of cells, editing 343
charts 215 RapidResponse
CJK fonts 327 about 15
double-byte characters 327 changes 33
grid lines in reports 330 closing 63
headers and footers 332 memory limit 53
help 65, 71 signing in 63
messages 439 signing out of 63
PDF files 327 RapidResponse Calculated Data Model poster 67
reports 327 RapidResponse Data Center 650
row numbers in reports 330 RapidResponse Data Model for Import poster 67
saving reports 327 RapidResponse Data Transfer Client 650
scorecard data 329 RapidResponse Historical Demand poster 68
selected part of a worksheet 328 RapidResponse Historical Supply poster 68
what to do before 328 RapidResponse Integrated Project Management
worksheets 328 poster 68
private resources 102 RapidResponse Inventory Planning and Optimization
private scenarios 461
Process Activities workbook 77, 542 poster 68
process instances RapidResponse Message Center
deleting 543 about 435
editing properties 539 icons 437
historical 542 searching 448
notifications 543-544 sorting messages 448
participating 97-98 viewing alert messages in 582
running 537, 542-543 RapidResponse Sales and Operations Planning poster 68
reading messages 438

RapidResponse User Guide 663

Index
 recalculating data 364 resources 16
records about 18, 101
deleting 338 creating 103
editing data 342, 347, 350, 353 new 103
protected 349 open automatically 105
searching for 187 opening 84
summarized 347, 350 private 102-103
red X shared 102
resources in reports 582 types 18
reference parts, displaying 157 X icon 582
refining data displayed in worksheets 187 Response Management
refreshing about 15
data 159 responsibility 497
pane contents 119 assigning 497-498
user permissions 119 data 505
Remove Hierarchy button 304 filtering 502
renaming in worksheets 505
scenarios 479, 482 unassigning 498
shortcuts 109 viewing 497, 502, 505
reopening panes 118 responsibility definitions 497-498, 502
reordering restoring
worksheets 132 original workbook layout 140
reordering columns 137 panes 118
reporting and decision support 15 retrieving
reports 445 panes 118
creating 308, 315 retrieving data dialog box 185
customized 313 reverting
define content 308 to original pane layout 119
delivering 312 to previously displayed data 151
duplicate values 314 row numbers, including in printed reports 330
exporting to file 312 rows, selecting 169
hiding column headers in 314 Run Alert Now button 613
including with alert messages 307, 580 Run Command button 358
introductory notes 314 running
naming 311 add-in applications 549
posting to Web site 313 automatic data modifications 358
printing 327 commands in workbooks 358
recipient-specific 310 scheduled tasks 614
saving 327 scripts 617
sharing 327 running alerts
tasks to do before creating 307 manually 612
testing 315
Web browser window title 314 S
resetting
BOM charts 231 Safari 52
charts 222 Sales and Operations Planning poster 68
original workbook layout 140 Save Attachment button 447
scenarios 468 Save Data button 364
sort order 176 saving
resizing changes to parent scenarios 470
panes 118 charts 215
workbook help 134 data changes 364
worksheet columns 134 file attachments 447
worksheet help 134 PDF file of a report 330
resource reports 327
properties 103 specific data view 106
resource information scaling printed reports 331
including in printed reports 331 scatter charts 199, 206, 219
resource links scenario notifications
in automation task notifications 621 adding links 488
in collaborations 531 scenarios 16
in Message Center 446 about 17, 142
in scenario notifications 488 activity report 463, 469
sending 440 adding notes 473
adding to scorecards 284

664 RapidResponse User Guide

Index
 applying perspectives 493 types 585
blue icon 461 scheduling
buttons 460 running of add-ins 550
changes 464-465 scientific notation 154
changing in scorecards 284 score icons 298
changing order in scorecards 286 Scorecard Settings button 284
changing status 474 scorecarding 15
check mark button 470 scorecards
committing 534 about 279
committing changes 470, 589 anchor date 284
committing changes with perspectives 494 bucket settings 284
creating 17, 478 changing order of scenarios 286
deleting 480 check mark icon. 298
deleting all scenarios 462 circle icon 298
deleting Enterprise Data/Approved Actions 462 date buckets 286
denying access 489 defining data displayed in 284
differences 464-465 in collaborations 525-526
differences from Enterprise Data 465 missing overall score 298
discard changes in 468 monitoring data in 575
editing purpose 479 overall score 298
editing records 342 score calculations 299
exclamation mark 466 scores 298
exclamation mark icon 460 selecting filter 284
exporting activity 469 selecting site 284
giving to other users 489 setting viewing options 285
icons 460, 463 shortcuts 108
importing data 382, 392, 394-395 showing actual values 286
importing data from Microsoft Excel 382, 392, 394 showing differences 286
in collaborations 522, 524 showing percentage differences 286
inherited changes 464 specifying buckets 284
lock icon 460 targets 298
out of date 470 triangle icon 298
pending commits 464 understanding scores 299
pending updates 464 viewing data 279
permanent 461 weights 298
perspectives 493 scorecards, procedures with
private 461 accessing workbooks from 290
problems with deleting 480 calculating results 287
properties 474-475, 479 displaying data in a chart 291
removing from scorecards 284 exporting data 322
renaming 479, 482 printing 329
reset 468 showing all records for a scenario 289
responding 472 screenshots
shared 461 in collaborations 532
sharing 482, 505 Script Log worksheet 646
showing changes 464 scripts
simulation 457 about 554
updating 465, 481 arguments 617
updating data 466, 589 logging 646
updating data with perspectives 495 running 617
viewing data from multiple 160 scheduling 592
viewing data in 17 search conditions
viewing differences between 279 advanced syntax 192
viewing information about 462 creating 190
viewing notes 462 modifying 191
worksheet control 142 multiple values 191
yellow exclamation mark 468 search row 191
Scenarios pane 82 search syntax
scheduled tasks 556 data types 192
creating 589 examples 196
creating for data publishing 653 multiple values 195
modifying 593 non-standard data 195
running 614 operators and wildcards 194
running scripts 592

RapidResponse User Guide 665

Index
 searching data in worksheets 148
about 187 showing changes in scenarios 464
advanced 190 showing duplicate values 314
basic 190 in exported data 317
clearing 192 sign in
examples 196 open resource automatically 105
for resources 84 signing in 47-48, 50, 63
for specific data types 192 signing out of RapidResponse 63
for specific records 187 simulating
from search row 191 changing control settings 491
in workbooks 189 using perspectives 491
messages 448 simulations
workbooks 89 about 457
select all 169 creating 478
Select Scenarios button 284 sharing 482
selecting site control 143
auto statistics 169 site filters
data 169 about 143-144
entire worksheet 169 site groups. See site filters 143
sending a link 445 sites
setting about 143
data extract 650 inventory 143
date buckets 176 logical 143
memory limit 53 manufacturing 143
printed report options 330 mapping Microsoft Excel 413, 422
report delivery options 312 on maps 274
scorecard viewing options 285 physical 143
Web browser window title 314 worksheet control 143
settings size of worksheet columns 134
syntax 404 SmartStart. See linking 181
worksheets (Excel) 402 Sort Ascending button 175
settings worksheets Sort Descending button 175
about 402 sorting
syntax 404 about 175
Version 100 428 alert details 634
Version 200 424 columns 175
Version 300 415 data 175
Version 400 404 messages 448
Share button resetting 176
scenarios 482 specific data, searching 187
shared resources 102 specifying contact information 452
shared scenarios specifying scorecard buckets 284
about 461 speedometer 279
editing data in 461 Split button 368
sharing standard workbooks 20
predefined schedules 628 Start page 60
scenarios 482, 505 starting RapidResponse 47-48, 50
SheetsToProcess configuration setting 409, 417 static-value filters, creating 179
SheetType configuration setting 408, 416 statistics 169
shortcuts 105 status bar 138
changing properties 109 status bar data summary 169
creating 105-106, 108 status, changing for scenarios 474
deleting 109 subscriber data, filters for 652
for navigating within a worksheet 130 substitutions 229
renaming 109 subtracting dates 344
to scorecards 108 summarizing
to specific data 106 selection 169
viewing 105 summarizing data with hierarchies 304
workbooks 106 summary of changes 33
Show List button 129 summary values. See auto statistics 169
Show Schedule Details button 627 syntax
showing settings 404
all records in scorecards 289 system locale. See ANSI encoding 323
auto statistics 170 system maintenance 63

666 RapidResponse User Guide

Index
system requirements print 248
Apple Safari 52 save 248
Google Chrome 52 size measure 235
Microsoft Internet Explorer 52 change 239, 245
Mozilla Firefox 52 subcategory 233-234
user 51 change 238-239
nested rectangles 233
T tooltip 236
widget 235
Table view 133 zoom in 237
tables 121 triangle symbol 298
custom 652 troubleshooting 121
tabular Microsoft Excel worksheets, importing 398 types of alerts 567
tagging 109 types of resources 18
tags 84, 109
targets U
in scorecards 298
understanding scores 299 unassigning responsibility 498
task flows 77, 93 undoing
action link 93 data changes 363
following 93-94 pane layout 119
opening 93 Unicode encoding 445
opening resources from 93-94 for HTML files 324
printing 95 for text files 323
Task Flows pane 119 for XML files 325
testing units of measure 155
reports 315 unlocking automation tasks 564
text file encoding types 323 Update button 466
text files updating data
exporting data to 322 in a scenario 466
importing data from 377 in scenarios with perspectives 495
text size 138 upgrading
text strings, searching for 192 new features 33
time urgency markers (!), searching for 196
about 62 user system requirements 51
buckets 176 user types 24
display format 62 UTF-8 Unicode encoding
searching for 193 for HTML files 324
time zones 62 for text files 323
tornado charts 207 for XML files 325
tracking data changes 464
transferring inventory 369, 371 V
Treemap
interpret data in 235 values, displayed 154
treemap charts 207 Version 100 settings sheets 428
Treemaps 233 Version 200 settings sheets 424
breadcrumbs 235, 245 Version 300 settings sheets 415
data filtering 245 Version 400 settings sheets 407
data views 245 Version configuration setting 415, 423
category 233-235 viewing
change 238-239 alert messages in email 583
container rectangles 233 alert messages in Message Center 582
change data views in 238, 257 contact information 455, 505
circular 247 data from multiple scenarios 160
color measure 235, 257 data history 151
change 239, 245 data in scorecards 279
legend 235 data in worksheets 148
copy 248 data with hierarchies 304
drill down in 257, 260 group information 519
categories, subcategories 239, 243 list of predefined schedules 629
hierarchy 238, 241 multiple workbooks simultaneously 114
drill to details 238, 246, 257, 260 multiple worksheets simultaneously 131
hierarchy 234 notes 171
interpret data in 235 panes 118
open 238 process activities 97

RapidResponse User Guide 667

Index
 scenario notes 462 show 70
workbook properties 104 worksheets 127
worksheet properties 104 asterisk 337
worksheets as forms or tables 133 editing data 342
form view 133
W hiding columns 134
importing data 378, 397-398, 407
waterfall charts 208 importing data from Microsoft Excel 378, 397-398,
Web applications 549 407
Web browser title, changing in reports 314 Microsoft Excel Settings worksheets 402
Web site, posting reports to 313 monitoring data in 568
weights navigating through 130
in scorecards 298 navigating within 130
what-if analysis 15 protection for Microsoft Excel 403
what’s new in RapidResponse 33 resizing columns 134
widgets resizing help 134
about 251 select all 169
data settings 267, 271 settings (Excel) 397, 402
linked resources 259 table view 133
message 251 types 128
printing 329 worksheets, procedures with
text 72, 251 copying data 326
viewing 254, 257 copying values to a filter 180
viewing help 72 deleting records 338
worksheet 251 displaying data 148
wildcards exporting data 317
search syntax 194 filtering by part 181
work center control 146 inserting records 364
work centers moving between panes 133
worksheet control 146 pasting data 326
Workbook Command Log 641 printing 328
workbook commands 358 printing selected part 328
workbook help 70 removing data searches 192
changing size 134 reordering 132
show 70 searching data 187
Workbook Properties button 104 selecting 169
workbooks 77, 127 selecting data 169
asterisk 337 showing most recent data 159
data publishing 20 viewing multiple 131
importing data 378, 392, 394, 404 viewing properties 104
importing data from Microsoft Excel 378, 392, 394,
404 X
opening 129
resizing help 134 X
shortcuts to 106 icon 582
standard 20 XML
types 20 exporting data to 325
workbooks, procedures with XML file encoding types 325
accessing help 65
linking to 181 Y
restoring original layout 140
viewing multiple 114 yellow exclamation mark 468
viewing properties 104
worksheet
Z
zoom level 138 zoom 138
worksheet controls
constraint 146
model 146
part 146
pool 147
scenario 142
site 143
work center 146
worksheet help
changing size 134

668 RapidResponse User Guide

Index
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