You may have access to more than one instance because you have multi-instances or a sandbox instance. Multi-instances are linked instances in a hierarchical relationship. The instances share data through account- and dimension-mapping. A sandbox instance is a clone of your production instance. Use clones for test environments and what-if scenarios.
How Multiple Instances Works with OfficeConnect
If your user ID has access to more than one instance, you'll see an Instance drop-down in the Reporting and Planning pane. Your administrator assigns instances to your User ID. The data in the sheets, reports, and charts is from the instance selected from the drop-down.
Multi-Instance Rules for OfficeConnect
For new workbooks
- Your default instance is always selected in the Instance drop-down by default. Read below to learn how to change your default instance.
- Choose different instances from the drop-down. The planning pane display elements for the selected instance.
- Once you add elements to the worksheet, the instance locks.
For existing workbooks:
Because it already has elements from an instance, the instance locks.
For multiple workbooks
- Open and update up to three workbooks with different instances at the same time to compare and contrast data.
- You can't copy, cut, paste or merge data from different instances.
Choose an Instance in OfficeConnect
Watch the video (1 m 19 s):
- Start OfficeConnect.
- From the Reporting pane, choose your instance from the drop-down.
- Start building your report.
Choose a Different Instance
Once you add elements to the worksheet, the instance drop-down locks for the workbook.
To choose a different instance:
- From the toolbar of the workbook, click File > New.
- From the Instance drop-down, select a different instance and start building your report.
- Switch back and forth between the two workbooks to compare and contrast as needed.
You can also open an existing workbook that uses a different instance.
Change Access to Instances
The instances you access depend on your User ID setup. This requires administrator permissions:
- Clickand Administration.
- From the Users and Roles tile, click Users.
- Find your User ID and click Edit.
- Click the Instance access drop-down and select or clear the available instances.
- Click the Default instance drop-down and choose the default instance.
- Click Submit to save your changes.
Change Your Default Instance in My Profile
If you don't have administrator access to your instance, use My Profile to change your default instance:
- Click the arrow in the User Profile .
- Click Settings.
- From the Default instance drop-down, choose your default.
- Click Save.
Share Reports Between Instances
Sharing reports between instances is possible but should be done with caution.
The most common reason to share reports between instances is when you have a sandbox and production instance. A sandbox instance allows you to make changes without affecting the live, production instance. When you create reports with your sandbox instance, you may want to share it with your live instance or vice versa.
Best Practice: Only share reports between cloned instances. Sharing reports between instances that aren't clones often results in invalid data because the element mapping may not be correct.
If you choose to share the report between instances, click Yes when you open the report and get the warning message. The report opens and uses the data of your current default instance without affecting the elemental structure of the report. In this case, be mindful of possible errors, discrepancies and invalid intersections.
To share reports between sandbox and production:
- Keep it Cloned: Make sure the instances are the same before you share the reports.
- If you made changes in one instance, make the same changes in the other in the exact same order.
- If you don't want to keep changes you made in one instance, revert the changes so that it matches the original instances.
- If you share reports prior to making the changes to the instance, review the report elements carefully against the online instance to ensure that intersections and data are valid before refreshing the report.
- Audit Elements: Review the elements in the Review tab of the Reporting pane to make sure you are still pulling the data you expected and that the intersections are still valid.
- Use Labels: Label the data, especially noted discrepancies, so that you and others know what you are viewing.
- Develop File Name Protocols: State the instance associated with the workbook report.
- If you built a report with changes that you later reverted, either delete the report, update it, or rename it to show its origin.
- If you open the report with a different instance, be sure to rename it accordingly when you save and close it so you know which instance is populating the report.
What to Watch For
- Discrepancies: If the structure or data between production and sandbox is different, there may be discrepancies in the reports.
- "Unknown" in Cells: This may be a result of an element applied in the report from one instance that does not exist in the other.
- Different Elements: The report from one instance may have different elements in the grid than the same report from the other instance.