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Workday Adaptive Planning Knowledge Center

Steps: Build Cube and Merged Cube Sheets

Explains how to build cube sheets and merged cube sheets.

Once you start a cube sheet, you build and edit its components from the sheet summary. To get to the sheet summary, select the Edit link next to any cube sheet in the sheet list.

Select each link in the sheet summary to finish building or editing the sheet:

  • Cube Accounts: Create, edit, and delete cube accounts, including settings, formulas, names, and codes.
  • Dimensions, Attributes, and Levels: Access the cube sheet's canvas to add custom dimensions and attributes, manage the visibility of cube's dimensions, and the sheet settings. The maximum number of system dimensions, custom dimensions, and attributes allowed in a cube is 50.
  • Restrictions (not available for merged cube sheets): Create restrictions based on the dimension intersections. For example, you can hide certain accounts when certain levels or versions are selected.
  • Accessibility (user-assigned sheets only): Add or remove users who can view and edit the sheet. See Assign Users and Levels to Sheets.

Prerequisites

Merged cube sheets are no longer available for requests. We plan to redeliver it in a future update. If you already enabled this feature, you can continue using it.

Navigation

Compass.png From the nav menu, select Modeling. In the Sheets menu, select User Assigned Sheets or Level Assigned Sheets to view the list of sheets in your model.

Steps

  1. Start the cube sheet. 
    Enter the name of the sheet and the prefix code and optionally click the Create as a Merged Cube check box. 
  2. (Merged sheets only) Choose source sheets.
  3. Manage system dimensions: time, the root account, and levels.
  4. (Optional) Add custom dimensions and attributes.
    For merged sheets, only the dimensions in the source sheets are available.
  5. (Optional) Create account groups.
  6. Create accounts:
  7. (Optional) Remove the root account. See below.
  8. (Optional) Hide cube accounts. See below.
  9. Set the initial view. See below.
  10. (Optional) Add cube restrictions. See below.
    Restrictions hide certain dimensions based on the selection of other dimensions. Restrictions are not available for merged cube sheets.

Start the Cube Sheet

  1. From the sheets list, select the New Sheet button. 
  2. Enter a sheet name and account code prefix. The sheet name must be unique for your instance. The code is the first part of all the sheet's account codes.
  3. Select Create a new sheet and choose Cube from the drop-down. The drop-down for Clone existing sheet contains modeled sheets only. If you choose this option, you create a new modeled sheet. 
  4. (Required for merged sheets) Click the Create as Merged Cube checkbox. 
    To enable merged cube sheets, submit an Account Provisioning ticket.  Product Managers process requests in the order they are received and will let you know if merged cube sheets are the right solution for your model.
  5. Select Next

The sheet summary for the new sheet appears with links to: 

  • Cube Accounts
  • Dimensions, Attributes, and Levels
  • Restrictions
  • Accessibility (user-assigned sheets only)

Choose Source Sheets

Choosing source sheets is:

  • Required for merged cube sheets. 
  • Unavailable for regular cube sheets.

To choose source sheets, 

  1. From the sheet summary, click Dimensions, Attributes, and Levels
  2. From the toolbar, click the gear icon. 
  3. Click the Settings tab.
  4. Ctrl-click to select more than one sheet from each box. The boxes are separated by sheet type. You can select up to 3 sheets total. 
  5. Click OK

Manage System Dimensions

Cube sheets require time, levels, and accounts. They appear in the cube sheet canvas by default and you choose which of their values appear on the sheet. See the Concept: Cube Sheet Quick Tour to understand the areas referenced in the steps. 

Assign Levels

For level-assigned sheets, this step assigns the sheet to levels. Only owners of the levels you add can view the sheet. If this is a user-assigned sheet, this step adds the levels to the sheet for data entry and data review. See Assign Users and Levels Sheets.

Choose Time Periods

  1. From the sheet summary, click Dimensions, Attributes, and Levels
  2. From the canvas, select the Time row. 
  3. From the Time Properties, checkmark the time periods you want to display on the sheet. Your options depend on your calendar setup, generally months, quarters, and years.
  4. (Optional) Select Initial Balance to add a column to the sheet for seeding cumulative accounts. 
  5. From the canvas toolbar, select Save.

If you remove the smallest time period, the sheet displays the time rollups. For example, with a month > quarter > year calendar, if you select only quarters, the sheet displays the quarter rollup. When you enter data in the quarter rollup, you get a prompt to break back the value into the months. You don't see the months on the sheet, but you can create reports and charts that display the monthly data based on the break back selection.

Choose the Root Account Group

  1. From the sheet summary, click Dimensions, Attributes, and Levels
  2. From the canvas, click the Account row.
  3. Click the checkbox next to the cube root group. 

You can return to these settings after you create the rest of the accounts for the cube to determine which accounts display on the sheet. See Hide Accounts below.

Add Custom Dimensions and Attributes

  1. From the sheet summary, click Dimensions, Attributes, and Levels
  2. From the Elements tab, expand either the dimensions or attributes.
    • For regular cube sheets, the  dimension list shows all the custom dimensions in your model. Add up to 10 custom dimensions.
    • For merged cube sheets, the dimension list contains only the dimensions that are on the source sheets. Dimensions that are common to all source sheets are automatically added to the canvas and appear gray in the list. You can't remove them from the sheet.
    • For regular cube sheets: The attributes list shows all the attributes in your model, including account, dimension, and level attributes.
    • For merged cube sheets: The list only includes the attributes for the available dimensions.
  3. From the list, drag and drop dimensions or attributes into the canvas. If you drag an attribute into the canvas, the associated dimension (account or custom dimension) automatically appears in the canvas. 
  4. Select the dimension or attribute from the canvas rows to update the settings in the General Properties section.
    • Edit dimension on sheet (custom dimensions only): Click to allow users to add new dimension values or edit dimension values when they use the sheet. 

    • Immediately available in sheets: Click to add new dimension or attribute values to the sheet as soon as they are created.

    • Unavailable in sheet: Click to block new dimension and attribute values from being added to the sheet. To add them, return to the cube sheet canvas, click the dimension or attribute in the canvas, and click the checkboxes next to the new values from the Properties section.

    • Only available if parent is available in sheet: Select for hierarchical values to add new child values to the sheet only when the parent value is already on the sheet.  

  5. In the Properties section,  click the checkboxes next to the values. Only checked values appear on the sheet for selection. 

  6. From the canvas toolbar, select Save.

For details about merged cube sheets, see Concept: Merged Cube Sheet and Example: Build Merged Cube Sheets.

Create Account Groups

Use groups to organize the accounts so you can find them easily when using formula assistant or building reports and charts. On the sheet, you can expand and collapse the groups to manage a large cube sheet. Account groups do not display rollup values of their accounts.

Your cube sheet comes with a "root" account, which is the name of the sheet. You can't edit the name of the "root" group and it doesn't appear on the sheet.  All the cube accounts roll up to this root, except general ledger and custom accounts. You can remove the root to integrate general ledger and custom accounts in the sheet settings. See the section below,  Create Cube Accounts and Add General Ledger and Custom Accounts.

  1. From the sheet summary, select Cube Accounts
  2. Select the Create new group button from the toolbar. 
  3. Enter a name. 
  4. For Start Expanded, select No if you want the group collapsed. Select Yes if you want it expanded when you first open the sheet.
  5. Save. 

To add an account to a group, select the group from the list before selecting the Create account buttons. Or, in the settings of an account, choose the group from the "Rolls up to" drop-down.

Create Cube Accounts

New to accounts? See Interface Tour for Accounts.

For information on the different types of accounts available in cube sheets and merged cube sheets, see Concept: Cube Sheet Building.

Best Practice: For regular cube sheets, create standard and assumption accounts first so you can reference them in your calculated and metric accounts.

Import Cube Accounts

You can import your account structure, or use the import to make bulk changes. Importing works for:

  • All cube accounts.
  • Cube-entered general ledger accounts.
  • Cube-entered custom accounts. 

See Import or Export Accounts for Bulk Changes.

Create Cube Accounts 

  1. From the sheet summary, select Cube Accounts.
  2. From the toolbar, select one of the following buttons:
  • Create New Cube Standard Account ​​(required for regular cube sheets, and not available for merged cube sheets).
  • Create New Cube Calculated Account ​​​​​(required for merged cube sheets).
  • Create New Cube Assumption Account ​​(not available for merged cube sheets).
  • Create New Cube Metric Account.
  1.  In the account details (on the right), enter a unique code and name for the account and complete the remaining settings.

New accounts are automatically visible on the cube sheet. 

Add General Ledger and Custom Accounts

Click Include GL or Custom Accounts and select the accounts to add. By default, cube-entered accounts don't roll up to the cube root. But, you can remove the root in order to integrate the accounts as you wish.

See Create Cube-Entered Accounts.

Remove Cube Root Account

Remove the cube root so that you can integrate the cube-entered general ledger and custom accounts into the cube account hierarchy.

  1. From the sheet summary, click Dimensions, Attributes, and Levels
  2. From the toolbar, click the gear button. 
  3. Click the Settings tab.
  4. Click Rearrange GL and custom accounts
  5. Click OK and save the sheet.

Now, when you go to Cube Accounts from the sheet summary, you can drag and drop general ledger and custom accounts anywhere in the account hierarchy or in any group.

You can't have a general ledger or custom account roll up to a cube account.

Hide Cube Accounts

You may not want calculated and metric accounts visible to those who have access to the data entry accounts on the sheet. To hide the accounts on the sheet: 

  1. Use the breadcrumbs to return to the sheet summary.
  2. Select Dimensions, Attributes, and Levels
  3. From the canvas, select the Accounts dimension. 
  4. On the right, uncheck the boxes next to the accounts that you want to hide. 
  5. From the canvas toolbar, select Save.

You can also create cube restrictions. See Set Cube Restrictions.

Set the Initial View

Control how the cube sheet appears to all users when you or anyone first opens it from the nav menu > Sheets. They can still change the sheet view, but they also have the option to reset the view to the default with the Reset Display Options button on the sheet toolbar. 

  1. Use the breadcrumbs to return to the sheet summary.

  2. Select Dimension, Attributes, and Levels.

  3. From the canvas toolbar, click Sheet Properties.

  4. Select the Initial View tab.

  5. From the Horizontal prompt, choose the dimension you want in the columns.

  6. From the first Vertical prompt, choose the dimension you want in the rows.
    The remaining vertical prompts control the order of the cube filters. The second prompt is the first cube filter and so on.

  7. (Optional) For the Max column width, enter the maximum number of pixels for the columns. 

  8. (Optional) Select the checkbox for Suppress rows if all zeros or blank. You can use the Add Row button from the sheet's toolbar to reveal suppressed rows. 

  9. Select OK.

Once you've built the sheet, you can further manage the inital view if you have both:

  •  Model permission
  • Access Sheets permissions

To further define the default view:

  1. From the nav menu, select Sheets and choose the sheet. 
  2. From the toolbar, click Display Options
  3. Modify the display options in the tabs:
    • In the Time tab, choose a Start and End of the sheet display, and select the months and time rollups to display for each year.
    • Each remaining tab represents the dimensions on the sheets, such as levels, accounts, and custom dimensions. Select each tab and check the dimension values you want displayed in the columns, rows, and filters.
  4. Select the Set as default for all users checkbox.
  5. Select Apply. Check the sheet to ensure that it looks the way you prefer.
  6. Select Save

Set Cube Restrictions

You can restrict access to certain accounts, custom dimensions, and attributes based on versions, accounts, levels, and other custom dimensions. Example: If a user selects a certain level, they only see the accounts not restricted by that level.

Cube restrictions aren't available for merged cube sheets.

  1. Use the breadcrumbs to return to the sheet summary.
  2. Select Restrictions.
  3. Select the Add New button.
  4. From the box on the left, choose a dimension that determines the restriction.  
  5. From the box on the right, select the dimension that you want to restrict. Gray items in the list indicate:
    • A restriction already exists for that combination.
    • You can't restrict the dimension with the dimension selected in the left box. Example: You can't use accounts to restrict account attributes.
  6. Select Create and Continue.
  7. On the right, select the dimension values that will determine the restriction.
  8. On the left, leave values unselected to hide them when the determining values are selected on the sheet.
  9. From the toolbar, select Save.

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