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Levels

In most instances, levels represent departments, cost centers, profit centers, or geographical regions. An organization structure models the operations of your business and the way data rolls up for planning and analysis purposes. Levels can be used to represent divisions within a company or network of companies. The organization structure determines how the various levels roll up in a hierarchical fashion.

Level access is the primary method of controlling which users can see what data. The levels a user has permission to see (either through the role assigned to them or through access granted directly to them on the Edit User screen) dictate the data they can view throughout the Adaptive Suite. See Users and Roles for more information.

The Adaptive Insights Professional Services team can work with your company to determine the best structure to use in your particular instance of the software.

Once an organization structure is created, levels can be further identified and differentiated with dimensions and attributes.

Granting Partial Administrative Access

You can grant some users high-level administrative privileges, but only for the levels to which they have access. Users with this role permission are often referred to as Partial Organization Admins, since they administer only part of the organization structure. Creation and management of this role is handled in user roles within Model Management Access by selecting Organization Structure and Accessible Levels Only.

Level Administration

A level refers to the key organizational units of a company. For most companies, the levels represent departments, cost centers, profit centers or geographical regions. An organization structure is the hierarchy of levels that models the operations of your business for planning purposes.

The Level Administration screen consists of two main areas: the organization tree on the left, and the Level Details area on the right.

When you make changes on the Manage Organization Structure screen (Modeling > Model Management click Levels), the changes are global in nature. This means that the changes apply to all versions in your model even if they are locked or actuals versions.

Organization Structure Buttons

The toolbar across the top of the Manage Organization Structure screen includes some or all of the following buttons, depending on your model:

  • createNewLevel.png New Level: Create a new level as a child of the selected level

  • createNewLinkedLevel.png New Linked Level:  (only visible if you have the multi-instance solution) Create a new level linked to another instance.

  • cloneLevel.png Clone Level: Clone the selected level

  • moveUp.png Move Up: Move selected item up in the list

  • moveDown.png Move Down: Move selected item down in the list

  • printView.png Printable View: Exports organization data (including owners, roll-up structures, and sheets available at each level) into an Excel spreadsheet

  • exportLevelAccess.png Export Level Access: Exports a comma-separated values (CSV) file, sorted by level, detailing which users have access to which levels

  • importOrganizationStructure.png Import Organization Structure: Open import organization structure dialog to download structure template and/or upload completed template

  • adminSaveDetail.png Save: Save changes to details

  • adminCancelDetailChange.png Cancel: Discard changes to details

  •  Linked Level Options:  (only visible if you have the multi-instance solution) Click to select various linked level options. For more about linked levels, see Refresh Linked Levels

Search

To search, click the Search tab or in the Search bar, enter part or all of the item(s) you are looking for, and click the Search adminSearch.png button . The Search tab is brought into focus, with a list of levels values matching your search, displayed along with their location in the organization structure.

The search results are paginated, and you can navigate through the pages using the arrows at the bottom of the Search tab:

  • goToFirstPage.png First

  • goToPreviousPage.png Previous

  • pageNumberField.png Page number field

  • goToNextPage.png Next

  • goToLastPage.png Last

  • refreshSearch.png Refresh

You can also enter a number in the page number field and press enter to be taken directly to that page.

Level Details Fields

  • Name: Enter the level's name, which can be a text description, a numerical code, or a combination of a code and a description. The name must be unique.

  • Short Name: Enter an abbreviated form of the level's name, to be used when the full name is too long to fit.

  • Rolls up to: Select the level's parent level or the next highest level in the hierarchy.

  • Level access: Open a dialog to select the users who should have access to this level. Users who have access to the parent level of this level automatically have access to this level, regardless of whether they appear in the Level Access control for this level. Those without access are unable to see any of the data stored in this level, even if they have access to sheets or reports which reference it. 

  • In workflow: Select Yes if the level and all of its sub-levels should be included in workflow processes such as approval and submission. To exclude the level from workflow, select No.

  • Currency: If you plan in multi-currency, select the appropriate currency here. Only the currencies that have been added in the Manage Currencies screen appear in this drop-down list. You can select the Add New Currency choice at the bottom of the list to add a new currency and assign it to this level.

  • Dependencies: Click the View Dependencies link to see where a level is referenced. The View Dependencies popup contains tabs for:

    • Calculated Accounts

    • Shared Formulas

    • Cube Entries

    • Other Entries

    • Rules

    • Journal Entries

    • Reports

  • Elimination Settings: Adaptive Consolidation only. Indicate if this level is an elimination level (a level where eliminations should be performed for its lower levels; if it is, use the Elimination level check box) or if this level represents a trading partner for elimination purposes (Elimination Trading Partner check box). 

  • Version selector: Use this selector and the Available in Version check box to indicate whether or not the level is visible to the currently selected version.

  • Linked To: Multi-instance solution only This option appears for linked levels only. This list contains any instances that are connected to and beneath the instance in which you working. You will only have the option to create a linked level if you have purchased the multi-instance solution. Once you select the instance, you can establish account mappings (required) and dimension mappings (optional) for the linked level by clicking those associated links. Once the link has been established and account mappings have been created, you can also click Refresh Linked Level to refresh the data in the Linked level to reflect the most current data in the linked instance.

  • Level Attributes: If level attributes have been defined for your instance, they appear here with drop-down menus for their attribute values. You can select appropriate values for the level.

  • Level Dimensions: If one or more dimensions have been made available to levels, select among them here. For each of the dimension fields, select the choice that corresponds with the level.

  • Sheets: Select the standard, cube, and modeled sheets that users at this level need to access (for example, Expenses, Personnel, Sales).

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