Promote or Revise Data by Entity

Is it required to have control at the individual Entity dimension member? Is it desired to limit data changes to specific Entities during the close and it is difficult because multiple entities are assigned to a Workflow?

This is an important design decision because it directly impacts the Workflow structure design of the OneStream application.  Workflows can be setup up to manage multiple entities for common Import processes based on common users doing the work or common general ledgers and data source connections.  If one entity in a shared Workflow is set to a Process Level that is higher than the user’s current Process Level access, by default that Import process will be blocked for all entities assigned to that Workflow.  This is done by design to prevent those Entities that are at a higher Process Level from being updated.  There are two options to handle this situation:

1. If multiple Entities are assigned to one Workflow Profile to which revisions are desired, this Workflow Profile can be uncertified or rejected in order to allow for edits to all assigned Entities at the appropriate Process Level. If it is desired for only certain Entities to be available at a certain Process Level for edit out of those potentially multiple Entities assigned, the Administrator can use the Process Status Dashboard to manually adjust the Process Level by individual Entity. If this exception process is acceptable, then this is the suggested implementation and multiple Entities can remain assigned to each Workflow. See Using Process Control Manager Dashboard for Manual Process Level Management.

2. To provide detailed control at the entity with little Administrator intervention, there could be separate Workflow Profiles created for each entity.  The Workflow design could take advantage of the Certify step and the Promote On Certify PCM Global Option is set to Yes to provide a simple process for data loaders. See sections on Global Options and Event Snippets for configuration details.

End-user management of the Process Control Level at the Entity level will require promoting the Process Level using a manual Workflow step or using the Promote on Certify option in the Global Options.  The manual management step would be included in the Workflow Profile Properties by selecting a Workflow Name type that includes a Workspace step.  Then set the Workspace Dashboard Name to refer to the 0_Frame_WorkspaceChild_PCM Dashboard to allow the users to manually maintain the Process Level for their Intersections.  Sample Workflow Profile Properties for manual management of the Process Level.

The Promote on Certify option will take advantage of the Default Promote/Reject Level configured in the Process Level Definition Page.  Sample Workflow Profile Properties for an automated management of the Process Level when the Promote on Certify option is set to Yes in the Global Options.

The process for setting up the Process Control Manager Dashboard in the Workflow Workspace page will be discussed later in this document. 

Administrators will manage the Process Control Level using the Process Status Page from the Process Control Manager Dashboard found in the XFW Process Control Mgr Admin Dashboard Profile Group.  This Dashboard provides features to allow administrators to set the Process Level quickly across Entity dimensions based on the Global Options setting for Multiple Origins and Multiple Workflow Channels for multiple intersections based on the activated Global Options.