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Adaptive Insights LLC.

Create, Edit, or Clone Levels

Explains how to create, clone or edit the organizational structure, including  alternate hierarchies, linked levels, and elimination levels.

Audience: Administrators who manage the model.

Levels are the organizational structures of your business. For example, levels represent departments, profit centers, cost centers, or geographical regions.

Before You Begin

  • New to Levels? See Levels Overview and Levels Interface Tour.
  • Required permission: Model Management Access > Organization Structure
  • Additional permissions: Model Management Access > Structure Import to import bulk updates.

How You Get There

Navigation Icon5.png From the nav menu, select Modeling. From the Levels and Dimension menu, select Levels.

Create Levels Basic Steps

  1. Choose a method.
  2. Choose the settings.
  3. Click Save.

Choose Method

  • Create: Click anywhere in the level hierarchy list. Click Create New Level createNewLevel.png. The result is a single level that inherits its parent's shared formulas and many settings. 
  • Clone: From the level list, click on a leaf-level (one that you can't expand) and click Clone Level cloneLevel.png.  The result is a level with the same settings, shared formulas, and the data as the original.
  • Link: Click anywhere in the level hierarchy and click Create New Linked Level createNewLinkedLevel.png. Link a level to another instance. 
  • Import: Create multiple levels or make bulk edits. Each setting is a column in the spreadsheet. See Import Levels.

Clone or Create

If you want to copy either settings or shared formulas, it's best to create a level. Click on a child of the level you want to copy, and click Create New Level createNewLevel.png. Most of the settings update to match the parent. 

If you want to copy all the data, it's best to clone. Click the leaf level you want to clone, and click Clone Levels. If you choose a different parent from the Rolls up to drop-down, many of the cloned settings change to match the parent settings. The data still copies.

See Inherited Level Settings and Data

Choose Level Settings

The settings you choose change the level's behavior and visibility. See Level Fields and Settings for details.

  1. Enter the Name and Short Name.
  2. From the Rolls up to drop-down, choose the parent level and click Save.

Levels inherit many of the settings from the parent level, even if you're cloning. You won't see these inherited settings until you save. Shared formulas in unlocked plan versions are always inherited for new levels. See Parent and Reparent Levels for details.

  1. Skip the Level Access selection box for now. After you save the level, return to the settings to assign more user IDs access. See Assign Level Access
  2. If you have Workflow, the In Workflow setting is Yes from the top level (and downward)If the parent is not in workflow, the field is disabled. Choose:
    • Yes if the level is part of the workflow process
    • No to remove it from the process.
  3. From the Currency drop-down, choose a currency. Or, click Add Standard Currency at the bottom of the drop-down list. The exchange rate set in the account settings of each account converts the currency at rollup levels.
  4. Skip the Versions and Availability section for now. After you save the new level, return and update the level availability. See Change Level Availability in Versions
  5. In the Sheets section, use the checkboxes to assign the sheets to the new level. The Sheets section contains a list of all your model's level-assigned sheets.
  • Sheet assigned to the parent level are automatically checked for the new level. Uncheck to remove the sheet from the level.
  • If a sheet is not assigned to the parent, it's read-only and you can't assign it to the level.
  • When you uncheck a sheet, the level doesn't appear on the sheet's columns, rows, or filters.

Link Levels to Another Instance

Linked levels have a link icon in the level hierarchy: linkedlevel.png.

Link levels in a parent instance to levels in child instances. When you refresh the instances, the data in the parent synchs with the data in the child instance. See Multi-Instance Solutions.

Prerequisites

  • Multi-instance solution
  • Linked levels can be a child of any level in the hierarchy.
  • Linked levels must be leaf level. They can't have child levels. 

Create Linked Levels

  1. From the toolbar, click Create New Linked Level createNewLinkedLevel.png. The button is visible for multi-instance solutions.
  2. In the Level Details settings, choose the instance from the Linked to drop-down. The drop-down contains all instances that roll up to the current instance.
    LinkedToLevelSetting.png

Create Alternate Level Hierarchies

Tag each level with a dimension or attribute. The tags create alternate rollup values for your level structure. For example, the alternate hierarchy could be regional, functional, or departmental. You can then report totals for each dimension or attribute. 

Prerequisites: 

  • Level dimensions or level attributes previously created.

See Level Dimensions and Attributes and Create Level Dimensions and Attributes.   

Tag Levels with Attributes and Dimensions

  1. From the hierarchy list, highlight the level to tag.
  2. From the Level Attributes section or the Level Dimensions section, choose the value from each or any of the drop-down menus. If you don't see drop-downs, you must create the level dimensions or attributes first.

Level dimensions and attributes drop-downs

  1. To use the alternate rollup, reference the dimension or attribute in formulas and reports.

Create Elimination and Trading Partner Levels

Elimination levels is a part of the consolidation solution. Use elimination rules to remove transactions between child levels from the rollup values in levels tagged as elimination levels. For example, Total Company owns company A and Company B. If Company A purchases something from Company B, the transaction is an expense. The transaction in Company B is revenue. If Total Company is an elimination level, you create rules to eliminate the transaction at the Total Company level. The resulting expense and revenue do not roll up to the elimination level and don't affect the rollup level's revenue and expense data.

Prerequisites

  • Consolidation
  • A trading partner must have an elimination level as a generation level. 

Make Elimination Levels

Elimination levels have an icon in the level hierarchy: eliminationlevels.png

  1. From the level hierarchy, highlight any level.
  2. In the Elimination Settings, click the Elimination level checkbox. 
    EliminationLevelSetting.png

Transaction between descendants tagged as trading partners are eliminated at this level after you set up the elimination rules

Make Trading Partner Levels

The label, Elimination Trading Partner, is set in your General Settings. It can be any label.

  1. From the level hierarchy, highlight any level.
  2. In the Elimination Settings, click the Elimination Trading Partner checkbox. The setting is available only if the one of the level's generations is an elimination level. All child levels of a level tagged with Elimination Trading Partner are also tagged. 
    TradingPartnerSettings.png

Edit Levels

  1. From the level list, highlight the level.
  2. Update the settings. See the preceding section.
  3. Click Save.

Pay attention to the messages and warnings and follow the prompts to save your changes. Level edits may affect data visibility and flow. 

Parent Level Settings

When you edit parent levels, its child level settings may also update. See Inherited or Cloned Level Settings and Data.

Best Practice: After you make changes to the parent level, check the settings of its child levels.

Top-Level Settings

Top level settings are different from other level settings: 

Setting Rule
Rolls up to Read-only. The top-level rolls up to None. 
Level Access Anyone with access to the top level has access to all levels.
In Workflow If you use workflow, the workflow setting for the top-level is Yes and read-only. In the workflow process, you can mark the top-level level In Progress or Approved, but you can't submit or reject it.
Currency Read-only. The top-level currency is always the corporate currency, chosen when your instance was first set up. See the FAQ.
Versions and Availability Read-only for all versions. The top-level is always available in all version. 
Sheets If you remove a sheet from the top-level, you hide the sheet and its data from all users, including you.

Copy Shared Formulas for New Levels

New levels inherit the shared formulas of the parent level. See Shared Formulas.

  1. For the new level, choose a parent level from the Rolls up to drop-down that has the shared formulas you want to copy. Save the level.
  2. Reparent the level. The level keeps the shared formulas. Save the level.
  3. Update other settings as needed and save.
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