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Adaptive Insights
Knowledge @ Adaptive Insights LLC, a Workday company.

Rollup Cells in Sheets

Introduces you to time, account, dimension, and level rollups and how to identify them.

rollup sums or averages the values of entries according to a pre-set structure. Rollup cells represent the rollup value of time, accounts, dimensions, or levels. 

Not all rollups are editable in sheets. Look for blue cells to edit rollups. See Edit Rollup Cells in Sheets.

How Rollups Work

To edit rollups, you can

  • Edit the contributing cells and let the sheet calculate the rollup.
  • Edit the rollup and choose the breakback method to calculate the data in the contributing cells.

The breakback method determines how the value is distributed to contributing cells. The data is updated in contributing cells, even if you can't see the contributing cells on the sheet, unless the cells are locked for any reason.

Rollups are based on their hierarchies in your domain. Your administrator created the different hierarchies when they set up Adaptive Insights for your company:

  • The time hierarchy is based on your calendar setup, most typically Month > Quarter > Year. Months contribute to the quarter rollups, which contribute to the year rollup.
  • The level hierarchy is typically based on the organization of your company. Levels contribute to parent levels, which contribute to a single top-level, commonly called Total Company.
  • The account hierarchies generally reflect your company's accounting books. There may be subtotals in standard sheets that add up values of accounts. Unlike account rollups, they don't follow the account hierarchy and they aren't editable.
  • Each custom dimension is a rollup. The following image shows the dimension, Product, in the rows. Each row is a dimension value that contributes to the product rollup.

Dimensions in cube sheet

  • Splits on standard sheets create rollups in the rows. These are data categories created on the sheet. They work like rollups, but they don't follow the structural hierarchies. 

Rollups in Columns

In modeled sheets with a time span and all standard sheets, time rollups appear in columns after the contributing cells (when visible).

Time Rollups in Standard and Modeled Sheets.png

In cube sheets, accounts, levels, or any custom dimensions can be in the columns. In the following image, accounts are in the columns with the account rollup highlighted:

Account rollups in columns

Rollups in Rows

In all sheets, rollups in collapsed rows are gray (read-only). Expand the row to see contributing values. The rollup, labeled Total, appears as the last row: 

Expanded Time in rows

Account Rollup

  • In standard sheets, accounts are generally down the rows.
  • When you view standard sheets by level, levels are down the rows and don't have editable level rollups. 
  • In cube sheets, you can drag time, accounts, levels and custom dimensions to the rows. These aren't always editable.

Rollups as Filters 

When dimensions are filters, any filter with an expand arrow is a rollup. When you choose rollups, you can view, but not edit, the sheet.  When you choose a "leaf," or a filter that can't be expanded, you can edit the sheet. The values contribute to the rollup.

Filters in Modeled and Standard Sheets

Filters are available from the drop-down in the toolbar:

level drop-down in sheets

Filters in Cube Sheets

In cube sheets, any dimension (including time, levels, accounts, and custom dimensions) that isn't in the rows or columns is a filter:

Accounts as filters in a cube sheet

Dimension Attributes as Filters

For attributes, indicated by the attribute icon AttributeIcon.png, the attribute filter works differently. The sheet may not have all the attribute values available. If this is true:

  • All the related dimensions, even those not tagged with the attribute value, are still in the sheet. See them by selecting All from the attribute value drop-down.
  • If you drag the related dimension into the rows, the attribute rollup, All, totals all the related dimensions and itemizes them, even those not tagged with the available attributes. 

Notice the totals for G&A and how they differ based on the attribute selection:

Dimension Total with All Attributes.png

When you select All for an attribute value and view all the unfiltered levels in the rows, the values you enter per level are tagged with their appropriate attribute, even if you can't see or select it from the attribute filter.

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