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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study. Typographic Conventions American English is the standard used in this handbook. The following typographic conventions are also used.
This information is displayed in the instructor’s presentation
Configuration Lesson: Scoping the Disclosure Management Solution Lesson: Creating Periods and Reports Exercise 1: Create a Period and Reports Lesson: Creating the Data Cache Exercise 2: Create a Data Cache Lesson: Organizing the Data Cache Exercise 3: Define Data Cache Ranges Lesson: Refreshing the Data Cache Exercise 4: Refresh the Data Cache Lesson: Creating a Period from an Existing Period Exercise 5: Create a Period from an Existing One Lesson: Presenting the Configuration of Formatting Lesson: Defining Table Templates Exercise 6: Create a Template for a Table Format Lesson: Defining Chapter Templates Exercise 7: Create Chapter Templates
Unit 3:
94 97 101 107 117
Introduction to Disclosure Management
Workflow and Security Configuration Lesson: Creating Users and Roles Exercise 8: Create Users Lesson: Configuring a Workflow Exercise 9: Configure a Customized Workflow
Lesson: Editing Word Chapters Exercise 13: Edit a Chapter Lesson: Defining Data Links
150 154 157 161 165 169 171 175 177 181 183
Lesson: Defining Data Selections Lesson: Inserting Tables Exercise 14: Insert a Table Lesson: Formatting Tables Exercise 15: Format a Table Lesson: Inserting a Floating Text Exercise 16: Insert a Floating Text Lesson: Inserting a Formula Field Exercise 17: Insert a Formula Field Lesson: Managing Datalinks Exercise 18: Modify an Inserted Data Link
193
Unit 6:
194 195 199 202 207
217
Unit 7:
240
Workflow Utilization Lesson: Using the Workflow Exercise 21: Approve Chapters
Unit 8:
218 221 225 228 231 239
Data Refresh and Compare Lesson: Refreshing Data in Word Exercise 19: Refresh a Chapter Exercise 20: Compare Differences After a Data Refresh Lesson: Refreshing Data in the Web
208 211
viii
Chapter Editing
Consolidated Report Lesson: Creating the Consolidated Report Exercise 22: Create the Consolidated Report Exercise 23: Modify the Consolidated Report Lesson: Generating the EDGAR Report Exercise 24: Generate an EDGAR report
Lesson: Presenting the Configuration of XBRL in Disclosure Management Lesson: Presenting a Taxonomy
253 259 267 269 271 282 285 289 292 295 302 303
Lesson: Creating a Taxonomy Exercise 25: Create a Simple Taxonomy Lesson: Extending a Taxonomy Exercise 26: Import a Taxonomy Exercise 27: Customize a Taxonomy Lesson: Tagging Data with XBRL Exercise 28: Tag a Simple Document Exercise 29: Validate a Simple Instance Document Lesson: Tagging Word Comments with XBRL Lesson: Configuring Multi-Entities Publication Lesson: Publishing an XBRL Instance Document Exercise 30: Publish a Simple Instance Document
LESSON OVERVIEW In this lesson, you will learn about the application and its features. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Position the application in SAP portfolio
●
Describe the functional architecture
●
List the main functionalities
The Financial Close You use Disclosure Management in the last step of the financial close, that is, to publish your financial statements. For example, a PDF annual report or an XBRL instance. Note: XBRL stands for eXtensible Business Reporting Language.
Figure 1: Disclosure Management in the Financial Close
Disclosure Management in the SAP Portfolio Disclosure Management is part of the Enterprise Performance Management portfolio of SAP.
Functional Architecture The functional architecture of Disclosure Management is as follows:
Figure 3: Functional Architecture
Disclosure Management can connect to different types of source systems and files. You collect and organize data in the data cache. You edit chapters collaboratively. You publish the reports in different formats.
Main Tasks when Using Disclosure Management The application enables users to: Main Tasks ● In chapters, insert data and write text. ●
Depending on their role in the workflow, submit or approve chapters.
The Three Data Levels in Disclosure Management In Disclosure Management, you work with three levels of data:
The data cache contains data and masterdata, that is, amounts and their descriptive information. The documents contain some of the data cache data and your comments, that is, the text that explains the data. The output reports are generated from the documents in one or several formats.
The application records all actions performed by users and you can use a workflow to organize the work with these data levels.
User and Roles In general, the following types of users use the application: Users and Roles ● Technical consultants install the application, and configure the technical settings and data sources. ●
Application consultants configure the reports and workflow.
●
Power-users configure the main content of reports and chapters.
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Users insert data and enter comments into chapters.
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Managers approve chapters.
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Power-users generate the output reports.
Main Functionalities SAP Disclosure Management has the following main functionalities: Main Functionalities ● Collect and organize the data from several systems.
4
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Edit Microsoft Office documents organized into reports and chapters.
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Organize the edition and validation of documents with a workflow.
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See changes in data and comments between revisions of documents.
LESSON OVERVIEW In this lesson, you will learn how to navigate in the application and see how users work with it. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Navigate in Disclosure Management
The Different Interfaces To work with Disclosure Management, you can use several interfaces: Table 1: The Interfaces of Disclosure Management Interface
LESSON OVERVIEW In this lesson, you will learn about the key concepts of the application. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Define the key concepts
Key Concepts
Figure 9: Key Concepts: Period, Report, Chapter, Data cache, Datalink
In Disclosure Management, the chapters are organized into Periods and Reports. The period corresponds to the publication timeframe. For example, a year, semester, quarter, and so on. The reports are a set of documents that you publish together. For example, the group's Annual Report, or a Sustainability report. Each report is made of one or several chapters, for which you can specify access rights and workflow. The report defines the authorized formats for chapters and the output formats. For example, Excel, Word, PowerPoint, XBRL, HTML. You use one or several reports of type Data Cache to collect and organize data from one or several source systems: SAP ERP, SAP BW, SQL, OLEDB, and so on.
To insert data dynamically from one chapter into another, you use datalinks. A datalink references both an object in the destination chapter (for example, a table) and the source data used to populate this object.
With the XBRL applications of Disclosure Management, you can create or extend a taxonomy, map facts with a taxonomy, and generate and validate XBRL instance documents. A taxonomy, that you create or receive from a regulator, contains concepts. Concepts are organized in extended links. An extended link defines a relationship between concepts, for example, presentation and calculation. You use the concepts of the taxonomy, contexts, and units to map your data. If the mapping is valid, you generate an instance document. This document contains your data organized in a compliant way for the regulator. With Disclosure Management, you can automate the generation of instance documents for several entities. LESSON SUMMARY You should now be able to: ●
1. Before working with Disclosure Management, you must collect all data into a database. Determine whether this statement is true or false. X
True
X
False
In Disclosure Management, you use the data cache to collect the data from several systems. 2. You edit the content of a chapter in the web interface. Determine whether this statement is true or false. X
True
X
False
You use the web interface to organize and open chapters, but you edit chapters with Microsoft Office. 3. A chapter contains reports with data. Determine whether this statement is true or false. X
True
X
False
In Disclosure Management, a report is not only a data retrieval report, like in other applications. It is a more complex object that contains chapters.
Unit 2 Lesson 1 Scoping the Disclosure Management Solution
LESSON OVERVIEW In this lesson, you will learn which criteria to take into account when scoping the Disclosure Management solution. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Collect key information for solution design
●
Prepare hardware sizing
Questions to Scope an Implementation Project To scope the implementation of a Disclosure Management solution, we recommend that you answer the following questions: Table 2: Questions to Scope an Implementation Project Question
Example of Answer
Example Consequence for the Disclosure Management Solution
What is your objective filing timeline?
Printed annual report this year, Work load and timeline of the XBRL publishing next year implementation project
What documents do you file?
10Q, 10K, 8K, 20-F, 40-F
Number of reports
With which application do you Microsoft Office currently produce your annual report?
Analyze, rework, and upload of files
What preparatory work do you Rounding, controls, ... perform before starting the filing production?
Adjustments in the data cache
In which system is the financial SAP ERP, system for financial data? consolidation, database
Data retrieve options: data sources, add-in
In which system is the additional data?
Accounting system, HR system, treasury, ...
Data retrieve options: data sources, add-in
How do you integrate updated data into the filing system?
Example Consequence for the Disclosure Management Solution
What scale do you use for amounts in the source system and in filed reports?
Units, thousands, millions
Data cache formulas, formats
How many people write comments?
One, one by department
Number of chapters, permissions
Who reviews the filed data and Annotate a file, emails comments? How?
Workflow configuration
How do you integrate the changes of reviewers?
Send annotations to editor
Workflow configuration, writeback
How do you tag data with XBRL?
Export data to desktop Data cache with XBRL, XBRL application, a publisher does it Factory
Criteria for Hardware Sizing To prepare the hardware sizing of a Disclosure Management solution, you must take certain criteria into account. Table 3: Main Criteria for Hardware Sizing Category
Criteria
General settings
Number of user Number of concurrent users If inheritance is broken for some chapters
Reports
Number of reports The number of periods in which a report exists The size of the consolidated report The number of chapters and revisions per chapter
LESSON OVERVIEW In this lesson, you will learn how to organize the data into Periods and Reports and how to manage report types. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Explain Periods and Reports
●
Create periods
●
Create reports
●
Create report types
Overview of Periods and Reports In Disclosure Management, chapters are organized into periods and reports.
Figure 11: Example of Periods and Reports
The period corresponds to the publication timeframe: for example, a year, semester, quarter, and so on. The reports are a set of documents that you publish together. For example, the group's Annual Report, or a Sustainability report. The report defines the authorized formats for chapters and the output formats. For example, Excel, Word, PowerPoint, XBRL, HTML.
You can define the period's name freely, but we recommend using a meaningful naming convention.
Note: The following special characters are not allowed in period names: / \ < > * " ? | § ² % : +&°, The start date and end date are for information purposes only, and have no impact on the workflow, access rights and so on.
Report A report has the following properties: ●
Period
●
Report type
●
Workflow
●
Locale, that is, a language culture
●
Optionally, a due date
You can organize data into different types of reports. In general, you use the following types of reports: Table 4: Common Report Types Report type
Content
Data Cache
A Data Cache report contains source data in Excel files.
Word
A Word report is used for reports you publish in a Word or PDF format.
Report Types A report type defines:
20
●
One or several chapter content types that are allowed for the report
●
One or several output formats to apply when creating the report
Table 5: Content Types and Output Formats Cotent Type
Output Format
MS Office formats
●
Word
●
Excel (chapter content)
●
Powerpoint
Adobe format
●
Acrobat (pdf)
XBRL-related formats
●
Taxonomy (chapter content)
●
XBRL
●
iXBRL
●
e-Bilanz (output format)
●
XBRL Excel and Word
●
XML schema (chapter content)
●
Word2HTML (output format)
HTML
You define the category type as follows: Table 6: Category Types Category Type
Purpose
Data Cache
Applies to the report type Data Cache.
Document
Is used as the generic category type for most of the publishable reports.
XBRL Taxonomy
Is used to store an XBRL taxonomy in a dedicated report.
Data Cache In Disclosure Management, you use a dedicated report of type Data Cache to store the data from various data sources. This reports contains one or several Excel Workbooks.
Note: You define the name of this report freely, as you would do for any other report. For example, you can use Data Cache or Data Repository.
The 3 Data Levels in Disclosure Management The process from source data to output reports can be represented using three main stages:
Figure 12: Data Levels
1. In the Data Cache, you collect data from one or several source systems, and prepare this data so that it can be used in the other reports. 2. In the Document step, you find publishable reports, such as the annual report. You now create, edit, and validate the content of the reports. The data in these reports is linked from the data cache, using a Disclosure Management data source. 3. In the Output reports, you consolidate all the chapters of a report with the appropriate output processor to generate a Word or PDF report, an HTML publication or an XBRL instance document.
Note: The Data Cache report plays a particular role from a functional standpoint, but it is presented like any other report in the Disclosure Management Web interface.
Unit 2 Exercise 1 Create a Period and Reports In this exercice, you create a new period 2011_xx, and two reports belonging to this period: a data cache report and the annual report. You also start the workflow. 1. Create a new period 2011_xx (xx is your trainee number), valid from 1/1/2011 to 12/31/2011. 2. Create a new report Data Cache_xx (report type: Excel Data Cache). 3. Create another report Annual Report_xx (report type: Word Standard).
Unit 2 Solution 1 Create a Period and Reports In this exercice, you create a new period 2011_xx, and two reports belonging to this period: a data cache report and the annual report. You also start the workflow. 1. Create a new period 2011_xx (xx is your trainee number), valid from 1/1/2011 to 12/31/2011. a) In the Web client and the Settings functional area, choose Manage periods. b) Choose New period. c) In the Name field, enter 2011_xx. d) In the Valid from field, enter 1/1/2011. e) In the Valid to field, enter 12/31/2011. f) Choose Add. 2. Create a new report Data Cache_xx (report type: Excel Data Cache). a) Choose Manage reports. b) Choose New report. c) In the Name field, enter Data Cache_xx. d) In the Period dropdown list, select 2011_xx. e) In the Report type dropdown list, select Excel Data cache. f) Choose Add. g) On the Workflow tab page, check that the Four-eye principle workflow is applied, then choose Start. 3. Create another report Annual Report_xx (report type: Word Standard). a) Choose Manage reports. b) Choose New report. c) In the Name field, enter Annual Report_xx. d) In the Period dropdown list, select 2011_xx. e) In the Report type dropdown list, select Word Standard. f) Choose Add. g) On the Workflow tab page, check that the Four-eye principle workflow is applied, then choose Start.
LESSON OVERVIEW In this lesson, you will learn how to create the data cache and insert data into it. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Create the data cache
Chapters and Worksheets The data cache is a report with Microsoft Excel files. A report can have one or several chapters; an Excel file can have one or several worksheets. You can create one or more data cache chapters that include one or more worksheets. The number of data cache chapters and worksheets depends on the following criteria: ●
●
●
●
26
The number of people who define the data of the data cache. At a given time, only one person can edit a chapter. If several people need to work on different data sets of the data cache at the same time, we recommend that you create several chapters with the corresponding data sets. In general, to block people from changing the data cache, you define different security settings on chapters. If possible, we recommend that only one person defines all the data sets of the data cache. The number of source systems. If one data cache chapter retrieves data from several systems, when you refresh its data, the application opens several connections. We recommend you create one data cache chapter for one source system. The way the data is retrieved into the data cache chapter. The number of worksheets is different if data is manually entered, retrieved by a Microsoft Excel add-in, or retrieved with a supported data source. The number of outputs in which the data is used. If a data is used in several outputs, you can retrieve the data one time in the data cache and share it between outputs. For example, you can use one data cache chapter for the annual report in Word format and for the XBRL instance.
Three different ways to retrieve data into the worksheets
Data Cache Chapters Data Upload To insert data into a data cache chapter, several methods are available. Table 7: Methods to Insert Data in a Data Cache Chapter Method
Example
Pros
Cons
Enter data manually
You want to ease the insertion of complementary data.
No configuration required
Manually maintained
Upload a Microsoft You have already Excel file that contains collected data into data Excel files.
No configuration required
Files to check carefully before upload
Retrieve data from a source system with a Disclosure Management supported data source type
Your data is in a system for which a data source type exists.
Fully integrated
Data source to create and source system configuration to check.
Retrieve data from a source system with the Microsoft Excel add-in of an external application
Your data is in a system for which an Excel add-in exists.
Quite simple and integrated
Refreshing the data cache requires to open the chapter.
Note: To upload a file in a chapter, the workflow must be started. To define a data cache, you choose one or several of these methods based on your system landscape and organization. For example, one data cache chapter retrieves most of the data for the annual report from an SAP ERP system. Another chapter retrieves specific data from another system using an Excel add-in. You manually enter complementary data into another chapter.
Data Retrieval with Supported Data Sources In a data cache chapter, if you retrieve data with a supported data source, the application creates two worksheets named: Table 8: Worksheets of a Data Cache Chapters with Data Retrieved with a Supported Data Source Worksheet Name
Content
Can Be Modified
BDx, x is a number
Values of the retrieved data
No: do not rename, content changes are lost on refresh
BT
Formulas to the retrieved data Yes: rename, content changes are kept
The application creates a BDx worksheet where data is retrieved. The application requires the BDx worksheet and you must not change it. When you refresh the data, the changes made into the BDx worksheet are lost. The application creates a BT worksheet. You can use this worksheet to adjust the retrieved data. Because this worksheet is re-created each time you create a new data link into a data cache chapter, we recommend that you rename it.
Supported Data Sources A data source contains the connection parameters to a system. There are several types of data sources: Supported Data Sources ● SAP Business Warehouse (BW)
Note: In general, you don't use the Disclosure Management type of data source to insert data into the data cache. You use this type of data source to insert data cache data into Word chapters.
Data Adjustments in Data Cache The data cache allows you to collect and adjust data. In general, the data that you retrieve from a source system does not match all requirements for publication. In the data cache you can adjust the data. Table 9: Adjustments in Data Cache Adjustment in Data Cache
Example
Calculation
The source system doesn't contain some data. You create calculations based on the retrieved data.
Scale
Data is in units. You scale it in millions.
Rounding
Data has decimals. You apply rounding functions and manually adjust roundings. Optionally, you can use an Excel macro to suggest to which amount the rounding difference can be plugged, for example the biggest amount.
Control
You create additional controls for a data set or compare the data retrieved from different data sets.
Number Formatting To obtain formatted numbers in Word chapters, you must define a format in the data cache. For example, the separator for decimals and thousands, the currency or percentages symbols of a data cache cell are visible when you insert the data in a Word chapter. Note: The report locale (culture language) defines the separator displayed in the Word chapter. In the Excel chapter, you only activate the separator. To define number formatting, in Microsoft Excel, right-click the cell, choose Format Cells.. and, in the Number tab, define the format.
Unit 2 Exercise 2 Create a Data Cache You create data chapters and add data from different sources into them. 1. In the 2011_xx period and Data Cache_xx report, create several standard Excel chapters that are visible in Disclosure Management. Use the following list of chapter names: Hint: To create several chapters without closing and reopening the New chapter window, before you click Add, select the Add and create another chapter checkbox.
●
Financial Statements
●
Headcounts
●
Notes
2. Add and format data into the chapters according to the following table: Chapter
Method to Add Data
Data
Number Format
Financial Statements
Upload existing file
Financial Statements.xlsx
Headcounts
Data entry or copypaste
See Headcount table here or file Headcounts.xlsx
Notes
Data link to SQL Server
SQL Server data Percentage, no source (SQLREAD/ decimals training), SQL for training briefing book, DM100_01-subsidiary query.
Number, no decimals, thousands separator
Table 10: Headcounts 2011.DEC Research and development
Note: Here you replace formulas, that retrieve text from the BD1 worksheet, with a custom text. If needed, in the BT sheet, you can enter other content. The existing text is the column name of the SQL query. 3. Insert the data of the data cache chapters into the Insert Data_xx Microsoft Word chapter of the Configuration Testing period and Word Tests report. For each data cache chapter, insert the data of one worksheet as a table.
Unit 2 Solution 2 Create a Data Cache You create data chapters and add data from different sources into them. 1. In the 2011_xx period and Data Cache_xx report, create several standard Excel chapters that are visible in Disclosure Management. Use the following list of chapter names: Hint: To create several chapters without closing and reopening the New chapter window, before you click Add, select the Add and create another chapter checkbox.
●
Financial Statements
●
Headcounts
●
Notes
a) In the Report functional area, select period 2011_xx and report Data Cache_xx. b) To create the chapters, repeat the following steps for each chapter of the chapter list. c) On the General tab page, in the navigation area, select Data Cache_xx. d) Choose the
(Add new chapter) icon.
e) In the Chapter type dropdown list, select Standard. f) In the Name field, enter the chapter name as mentioned in the chapter list. g) In the Content type dropdown list, select Microsoft Excel. h) Select the Visible in Disclosure Management checkbox. i) Choose Add. 2. Add and format data into the chapters according to the following table: Chapter
SQL Server data Percentage, no source (SQLREAD/ decimals training), SQL for training briefing book, DM100_01-subsidiary query.
Table 10: Headcounts 2011.DEC Research and development
5984
Sales and marketing
2136
General and administration
4482
Infrastructure
2590
Table 11: Text Replacement in Notes Existing Text
Text to Enter
entityCode
Code of entity
entityName
Name of entity
entityCountry
Country of incorporation or residence of entity
entityOwnership
Proportion of ownership interest in entity
entityVotes
Proportion of voting power in entity
Note: Here you replace formulas, that retrieve text from the BD1 worksheet, with a custom text. If needed, in the BT sheet, you can enter other content. The existing text is the column name of the SQL query. a) In the 2011_xx period and Data Cache_xx report, on the General tab page, select the Financial Statements chapter. b) On the Upload tab page, choose Browse... and select the Financial Statements.xlsx file. c) Optionally, enter a comment. d) Choose Add document.
e) In the 2011_xx period and Data Cache_xx report, on the General tab page, select the Headcounts chapter. f) Choose Edit. g) Enter the headcounts data or copy and paste them from the Headcounts.xlsx file. Enter the data in the top left corner of the Sheet1 worksheet, that is, enter 2011.DEC in cell B1. h) Right-click the cells with amounts and choose Format Cells.... i) In the Number tab, choose Number and enter decimal places 0. j) Select Use 1000 Separator and choose OK. k) In Microsoft Excel, in the Disclosure Management ribbon tab, choose Apply changes. l) Optionally, enter a comment. m) Select Close and choose OK. n) In the 2011_xx period and Data Cache_xx report, on the General tab page, select the Notes chapter. o) Choose Edit. p) In Microsoft Excel, in the Disclosure Management ribbon tab, choose Start. q) In the Disclosure Management ribbon tab, choose Create datalink. r) In the Create datalink window, chose New. s)
In the Datasources dropdown list, select SQL Server and choose the BriefingBooks of the selected datasource) icon on the right.
(Load
t) In the Connecting with 'SQL Server' window, enter the user SQLREAD and password training and choose OK. u) In the Load BriefingBook or Query/View dropdown list, select SQL for training and choose the
(Load the selected BriefingBook) icon on the right.
v) In the Dataprovider list, select the checkbox of the DM100_01-subsidiary query. w) Choose OK two times. x) In the BT worksheet, right-click the cells with amounts and choose Format Cells.... y) In the Number tab, choose Percentage, enter decimal places 0 and choose OK. z) In the BT worksheet, for column headers, modify the text according to the table. aa) In Microsoft Excel, in the Disclosure Management ribbon tab, choose Apply changes. ab) Optionally, enter a comment. ac) Select Close and choose OK. ad) Close Microsoft Excel.
3. Insert the data of the data cache chapters into the Insert Data_xx Microsoft Word chapter of the Configuration Testing period and Word Tests report. For each data cache chapter, insert the data of one worksheet as a table. Chapter
Worksheet to Insert
Financial Statements
IS
Headcounts
Sheet1
Notes
BT
a) In the Report functional area, select the Configuration Testing period and the Word Tests report. b) On the Cockpit tab page, select the Insert Data_xx chapter and choose Edit. c) In Microsoft Word, in the Disclosure Management ribbon tab, choose Start. d) In the Disclosure Management ribbon tab, choose Datasources. e) In the Datasources (local) window, select DM Data Repository and choose the Connect pushbutton on the right, in the Server area. f) In the Connecting with 'DM Data Repository' window enter dm-xx and training and choose OK. g) If needed, in the Datasources (Server: DM Data Repository) window, select DM Data Repository and choose the
Connect pushbutton on the left, in the Connection area.
h) If needed, enter your login and password and choose OK. i) Choose OK. j) To insert the data of the chapters, repeat the following steps for each chapter. k) In the Disclosure Management ribbon tab, choose Table. l) In the Create datalink window, choose New. m) In the Datasources dropdown list, select DM Data Repository (Disclosure Management) and choose the
(Load Briefingbooks of the selected datasource) icon on the right.
n) In the Load BriefingBook or Query/View dropdown list, select 2011_xx/Data cache_xx/ and choose the
(Load the selected BriefingBook) icon on the right.
o) In the Dataprovider list, select the checkbox of the data provider to insert. p) Choose OK two times. q) Put the cursor after the table, press Enter and repeat the steps with the next chapter to insert.
r) In the Disclosure Management ribbon tab, choose Apply changes. s) Optionally enter a comment. t) Select Close and choose OK. u) Close Microsoft Word.
LESSON OVERVIEW In this lesson, you will learn how to organize the data cache. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Organize the data cache with ranges
Data Cache Data Addressing In general, you insert the data of the data cache into Word chapters. The application doesn't insert the data itself into the Word files, but creates a link to it. Links to the data of the data cache can be: Link Types ● Absolute: the link identifies the data by its row/column location in the worksheet. ●
Relative: the link identifies the data by a key.
To ease the insertion of data and to make it more dynamic, you can define named ranges in the data cache.
Note: Defining ranges is optional. If you don't define ranges, all data of a worksheet is available and you can only create absolute links.
Data Cache Ranges In the data cache you can insert several types of ranges: ●
With BIP ranges, you define one range for the data. In Word, if you use the BIP range to insert the data you can only create an absolute link. With ER ranges, you define one range for each column; you must create a column and range that contains a key. In Word, if you use the ER ranges to insert the data, you can choose to create either an absolute or a relative link. ER ranges are an evolution of BIP ranges. Note: In a worksheet, you can create both BIP and ER ranges. When you insert data in Word, ranges appear as additional data providers to the worksheet.
Figure 14: Example of Data Cache Ranges and Data Refresh
You see a data cache that has ranges defined. In Word, you insert rows one by one using the BIP or ER ranges with absolute or relative links. In the data cache, you insert a row of data. Ranges automatically adjust to include all data. In Word, if you refresh the data, you see that: ●
●
40
The BIP link and the ER absolute link both retrieve the two first rows of the data cache. Data is identified by its row position. The ER relative link retrieves the same data than before inserting the new row. Data is identified by the key.
Note: In Word, you can insert the entire range, and not rows one by one. In this case, using BIP or ER ranges doesn't make any difference in the retrieved data. In this example, the name that appears when you insert the ER range in Microsoft Word is the base name of ER ranges: COUNTRY. To create ranges, you must follow a naming convention: Range
The ER components of an ER range (keys, labels and values named ranges) must have the same base name. In this example, we use SalesByC. More information is available in the documentation.
Caution: You must define the BIP or ER ranges at the workbook level, which is how Excel does by default. If you define a BIP or ER range and limit its scope to a specific worksheet, the named range will not be interpreted by Disclosure Management.
1. For the data of the Headcounts chapter, define the BIP range named HEADCOUNT. 2. For the data of the Notes chapter, define the ER range named ENTITY. 3. Using the BIP and ER ranges, insert the data from the data cache chapters into the Insert Data_xx Microsoft Word chapter of the Configuration Testing period and Word Tests report. For each chapter, insert the data of the ranges as a table. Table 14: Ranges to Insert Chapter Name
1. For the data of the Headcounts chapter, define the BIP range named HEADCOUNT. a) Select the 2011_xx → Data Cache_xx → Headcounts chapter and choose Edit. b) In Microsoft Excel, select all the cells that contain data. Normally, you select cells A1 to B5. c) In the Formulas ribbon tab, choose Name Manager. d) In the Name Manager window, choose New. e) In the Name field enter BIP_HEADCOUNT. f) In the Refers to field, check that the cells with the data are correctly defined. Normally, you see =Sheet1!$A$1:$B$5. g) Choose OK and Close. h) In the Disclosure Management ribbon tab, choose Apply changes. i) Optionally enter a comment. j) Select Close and choose OK. 2. For the data of the Notes chapter, define the ER range named ENTITY. a) Select the 2011_xx → Data Cache_xx → Notes chapter and choose Edit. b) Display the BT worksheet. c) In Microsoft Excel, to define the ranges of the table repeat the following steps for each range: Table 13: ER Ranges
44
Range Name
Data
Cells
ER_KEYS_ENTITY
Code of entity
A1:A4
ER_LABELS_ENTITY
Name of entity
B1:B4
ER_VALUES_ENTITY_COUN Country of incorporation or TRY residence of entity
ER_VALUES_ENTITY_VOTE Proportion of voting power S in entity
E1:E4
d) Select the cells with the data of the range. e) In the Formulas ribbon tab, choose Name Manager. f) In the Name Manager window, choose New. g) In the Name field enter the range name. h) In the Refers to field, check that the cells with the data are correctly defined. i) Choose OK. j) Continue with the next range. k) Choose Close. l) To check that the ER ranges are correctly defined, in the Disclosure Management ribbon tab in the Ranges group, choose List. You see a valid range named ENTITY with four rows and five columns. m) In the Disclosure Management ribbon tab, choose Apply changes. n) Optionally enter a comment. o) Select Close and choose OK. 3. Using the BIP and ER ranges, insert the data from the data cache chapters into the Insert Data_xx Microsoft Word chapter of the Configuration Testing period and Word Tests report. For each chapter, insert the data of the ranges as a table. Table 14: Ranges to Insert Chapter Name
Range to Insert
Financial Statements
04PL
Headcounts
HEADCOUNT
Notes
ENTITY
a) In the Report functional area, select the Configuration Testing period and the Word Tests report. b) On the Cockpit tab page, select the Insert Data_xx chapter and choose Edit. c) In Microsoft Word, in the Disclosure Management ribbon tab, choose Start. d) In the Disclosure Management ribbon tab, choose Datasources. e) In the Datasources (local) window, select DM Data Repository and choose the Connect pushbutton on the right in the Server area.
f) In the Connecting with 'Disclosure Management' window enter dm-xx and training and choose OK. g) In the Datasources (Server:DM Data Repository) window, select DM Data Repository and choose the Connect pushbutton on the left in the Connection area. h) Choose OK. i) To insert the data of the chapters, repeat the following steps for each chapter. j) Put the cursor after the table and press Enter. k) In the Disclosure Management ribbon tab, choose Table. l) In the Create datalink window, choose New. m) In the Datasources dropdown list, select Disclosure Management and choose the Load Briefingbooks of the selected datasource icon on the right. n) In the Load BriefingBook or Query/View dropdown list, select 2011_xx/Data cache_xx/ and choose the Load the selected BriefingBook icon on the right. o) In the Dataprovider list, select the checkbox of the range to insert. p) Choose OK two times. q) Optionally, to better organize your Word chapter, before each table, enter a text that describes which data you have inserted and how. For example, enter Headcounts inserted with BIP range. r) In the Disclosure Management ribbon tab, choose Apply changes. s) Optionally enter a comment. t) Select Close and choose OK. u) Close Microsoft Word.
LESSON OVERVIEW In this lesson, you will learn about the different ways to refresh the data cache. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Refresh the data cache
Refresh If you change the source data of a data cache, you can refresh the data cache with the changes. You can refresh a data cache in different ways: Refresh Possibilities ● From the web interface, at the report and chapter level ●
From the Microsoft Excel interface, at the chapter level
Note: If you refresh a data cache chapter from the web interface, the chapter is automatically checked-in. So, a new revision is created.
Compare You can compare revisions of a chapter: ●
From the web interface
●
From the Microsoft Excel interface
In the comparison file, you see the content of the latest revision with comments that describe the changes. The comments contain the data of the selected revision or a comment text. The application compares the content of cells between two revisions, identified by their row/ column location in the worksheet. The comparison doesn't detect changes of cell formatting, or tab insertion and renaming. Moving data in a worksheet or inserting rows above existing data is detected as a change.
Figure 15: Example of Changes Comparison after Data Update in Data Cache
Impact of the Data Retrieval Method on Data Refresh In the data cache, you can have chapters that retrieve data from the source system with different methods. Table 15: Methods to Refresh Data in a Data Cache Chapter Data Retrieval Method
Methods to Refresh the Data from Source System
With a supported data source
From the web interface From the Microsoft Excel interface, with the Disclosure Management add-in
With the Microsoft Excel add-in of an external application
From the Microsoft Excel interface, with the add-in of the external application
Depending on the method that you use to retrieve data in a data cache chapter, you can use more or less integrated methods to refresh data. If you retrieve data with a supported data source, you don't need to edit the chapter. You can refresh the data from the web interface and you just need to enter the credentials of the source system. If you retrieve data with the Microsoft Excel add-in of an external application, to refresh the data of the chapter you must: 1. Edit the chapter 2. Refresh the data with the Microsoft Excel add-in of the external application 3. Check-in the chapter
New Data and Ranges If you refresh a data cache that has BIP or ER ranges, we recommend that you check the data they include after the data refresh. Note: BIP and ER ranges are Microsoft Excel named ranges. Ranges only expand if you insert a row or column in the middle of the range. For example, if you insert a row and enter data between two rows of a range, the range includes the new row of data. If you enter the data in a row that is before or after the range, the range doesn't include the new data. Here is what can happen after the refresh of a data cache with ranges: Table 16: Reasons to Check Ranges after a Data Refresh
50
Data Retrieval Method
Range After Data Refresh
Proposed Solution
With a supported data source
In the BD worksheet a new row Copy formulas and modify appear. The worksheet that range. retrieves data from the BD worksheet doesn't have a formula for the new data.
With a Microsoft Excel add-in
Add-in adds new member and data outside the range.
1. The instructor updates the data sources with new data. Table 17: Data Modification in Excel Data Source Account Code
Account Description
Current Amount
New Amount
A229T
Trade and other current receivables
4 994 695
4 996 695
A269T
Cash and cash equivalents
6 219 979
6 217 979
Table 18: Data Modification in SQL Table Type of Data Modification
Data
Insert into
'US02','Subsidiary - United States 2','USA', 0.6,0.6
Update
entityOwnership=0.8, entityVotes=0.8 WHERE entityCode='UK01'
2. Refresh the Financial Statements data cache chapter. 3. In the Headcounts data cache chapter, insert a row with Professional services 5922 before the Sales and marketing row. If required, modify the BIP range so that it contains the latest data. 4. Refresh the Notes data cache chapter. If required, modify the ER range so that it contains the latest data. 5. Refresh the Insert Data_xx Word chapter.
1. The instructor updates the data sources with new data. Table 17: Data Modification in Excel Data Source Account Code
Account Description
Current Amount
New Amount
A229T
Trade and other current receivables
4 994 695
4 996 695
A269T
Cash and cash equivalents
6 219 979
6 217 979
Table 18: Data Modification in SQL Table Type of Data Modification
Data
Insert into
'US02','Subsidiary - United States 2','USA', 0.6,0.6
Update
entityOwnership=0.8, entityVotes=0.8 WHERE entityCode='UK01'
a) Ask the instructor to perform the steps in the instructor note. 2. Refresh the Financial Statements data cache chapter. a) Select the 2011_xx → Data Cache_xx → Financial Statements chapter. b) On the General tab page, choose Edit. c) In the Disclosure Management ribbon tab, choose Start. d) In the Disclosure Management ribbon tab, choose Datasources. e) If you see a connection window that ask for credential, choose Cancel. f) Check that the Consolidation 2011.DEC data source is connected and choose OK. g) In the Refresh group, choose Workbook. h) Choose Next two times and Finish. i) In the Disclosure Management ribbon tab, choose Apply changes. j) Optionally, enter a comment.
k) Select Close and choose OK. l) Close Microsoft Excel. 3. In the Headcounts data cache chapter, insert a row with Professional services 5922 before the Sales and marketing row. If required, modify the BIP range so that it contains the latest data. a) Select the 2011_xx → Data Cache_xx → Headcounts chapter. b) On the General tab page, choose Edit. c) In Microsoft Excel, right-click the header of the Sales and marketing row and choose Insert. Normally, you right-click the header of row 3. The data for Sales and marketing is in row 4. d) In the inserted row, enter Professional services and 5922. Normally, you enter Professional services in cell A3 and 5922 in cell B3. e) To check that the BIP range includes all data, in the Formulas ribbon tab choose Name Manager and check that BIP_HEADCOUNT contains all data. Normally, it refers to =Sheet1!$A$1:$A$6. f) In the Disclosure Management ribbon tab, choose Apply changes. g) Optionally, enter a comment. h) Select Close and choose OK. i) Close Microsoft Excel. 4. Refresh the Notes data cache chapter. If required, modify the ER range so that it contains the latest data. a) Select the 2011_xx → Data Cache_xx → Notes chapter and choose Edit. b) In the Disclosure Management ribbon tab, choose Start. c) In the Refresh group, choose Workbook. d) In the Refresh Wizard window, choose Next. e) In the Connecting with 'SQL Server' window, enter the user SQLREAD and password training and choose OK. f) Choose Next and Finish. g) Compare the data of the BT and BD1 worksheets. Check the ranges. Because it uses formulas that are not expanded automatically: ●
The BT worksheet doesn't retrieve the new row of data.
●
The ER ranges are not expanded.
h) To copy the formulas for the new row, in the BT worksheet select a row that retrieves data and choose Copy.
i) Select the row under the last row with data and choose Paste. Normally, you paste the formulas into row 5. In the BT worksheet, you can now see the data for US02. j) In the Formulas ribbon tab, choose Name Manager. k) Edit each ER range so that they contain all rows with data. Normally, the ranges refer to rows 1 to 5 for each column. l) Close the Name Manager. m) To check that the ER ranges are correctly defined, in the Disclosure Management ribbon tab in the Ranges group, choose List. You see a valid range named ENTITY with five rows and five columns. n) In the Disclosure Management ribbon tab, choose Apply changes. o) Optionally, enter a comment. p) Select Close and choose OK. q) Close Microsoft Excel. 5. Refresh the Insert Data_xx Word chapter. a) In the Report functional area, select the Configuration Testing period and the Word Tests report. b) On the Cockpit tab page, select the Insert Data_xx chapter and choose Edit. c) In the Disclosure Management ribbon tab, choose Start. d) In the Refresh group, choose Document. e) In the Refresh Wizard window, choose Next. f) To connect to the DM Data Repository, enter your user name and password and choose OK. g) Choose Next and Finish. h) In the Disclosure Management ribbon tab, choose Apply changes. i) Optionally, enter a comment. j) Select Close and choose OK. k) Close Microsoft Word.
Unit 2 Lesson 6 Creating a Period from an Existing Period
LESSON OVERVIEW In this lesson, you will learn how to use the roll forward feature to create a new period based on an existing period. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Create a period from an existing one
Period Roll Forward When you start working on a new reporting period, you have two main options to create the corresponding reports and chapters: Options to Create a New Period ● Create the new period from scratch, then create the new reports, chapters, and eventually upload the chapter content. ●
Create the new period from an existing one, using the roll forward feature.
The Roll forward does the following actions: Detail of the Roll Forward Process Create a new period based on the period name and validity dates you specify
●
●
Copy all the reports and chapters of the source period to the (new) destination period
●
Copy the content of every chapter of the source reports
●
Re-direct the datalinks using a Disclosure Management-type datasource to the new period
●
Reset the revision number to 1
●
Reset the workflow status of the new chapters to Open
Caution: The data links based on a Disclosure Management data source are not modified if they are inserted in a data cache report.
Data Cache Redirection After rolling a period forward, you must modify the data cache contents so that it retrieves the relevant data. Depending on the way your data cache is populated, you may have to:
Data Cache Redirection ● Create new queries to an external data source (for example, the SAP ERP or BW); these queries might be based on the queries you used for the previous period. You can do this by just changing the date parameters ●
●
Modify the date parameters used by an Excel add-in (for example, the SAP EPM add-in) that retrieves external data into the data cache Update the content of the static Excel chapters of the data cache
Unit 2 Exercise 5 Create a Period from an Existing One In this exercise, you create a new period 2012_xx and the related reports based on the 2011_xx period, using the roll forward feature. 1. Roll the 2011_xx period forward to create the 2012_xx period (valid from 1/1/2012 to 12/31/2012). 2. Check the result in the Reports functional area.
Unit 2 Solution 5 Create a Period from an Existing One In this exercise, you create a new period 2012_xx and the related reports based on the 2011_xx period, using the roll forward feature. 1. Roll the 2011_xx period forward to create the 2012_xx period (valid from 1/1/2012 to 12/31/2012). a) In the Settings functional area, choose Manage periods. b) Select the 2011_xx period. c) Choose Roll forward. d) In the New period name field, enter 2012_xx. e) In the Valid from field, enter 01/01/2012. f) In the Valid to field, enter 12/31/2012. g) Choose Roll forward. 2. Check the result in the Reports functional area. a) In the Reports functional area, check that the 2012_xx period has been created. b) Choose the Data cache_xx report. c) In the Cockpit view, check that the chapters have content. d) In the General view, notice that a comment identifies the origin of the chapter file (period and revision number).
Unit 2 Lesson 7 Presenting the Configuration of Formatting
LESSON OVERVIEW In this lesson, you will learn about the role and configuration of each object to obtain formatted content. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Explain formatting
Overview of Formatting In Disclosure Management, the formatting of a Word report is based on three key elements: ●
The language culture
●
a dedicated MS Word document (BIP_WordTableDef.doc)
●
MS Word templates (.dot/dotx)
The following table explains how these elements are used. Table 19: Elements Used for Formatting
62
Element
Applies to
Example
Can be customized?
Language Culture
Datalinked amounts' format in tables and floating texts
Decimal separator, digit grouping, currency symbol and position, null value
Yes, at report level
BIP_WordTableDef.do Datalinked tables c
Alignment, borders and shading
One unique BIP_WordTableDef.do c file for the whole Disclosure Management database, with several table templates.
Lesson: Presenting the Configuration of Formatting
Language Culture By default, the language culture inherits the regional settings defined in Windows. It is possible to customize one or several language cultures by defining your own parameters. These parameters can be different for tables and floating texts. For the digit grouping and decimal symbol, the default or custom language culture parameters apply to the datalinked amounts only if they are defined in the Excel data cache: ●
●
The Excel format for numbers determines if there is a digit grouping symbol and the decimal places The language culture defines which symbols are used when you refresh the data link.
Table 20: Language Culture Parameters Parameter
Applies to
Decimal symbol
Tables and floating texts
Digit grouping symbol
Tables and floating texts
Negative sign symbol
Tables and floating texts
Sign space
Tables and floating texts
Currency sign
Tables and floating texts
Currency code alignment
Tables and floating texts
Currency space
Tables and floating texts
Null value
Tables and floating texts
Table direction
Tables
Comment
The None value means that no currency sign is displayed
The symbol is used for Excel amounts that equal zero, not for empty cells
Best Practices to Handle Formatting In general, the styles of your .dot/dotx templates are not applied when you edit a Word chapter. These styles are applied when you: ●
Preview a chapter or the whole report,
●
Create the report.
To be able to use the relevant styles when you write the content of your Word chapters, you should apply the following best practices.
Table 21: Best Practices to Handle Formatting Context
Behavior
Best Practice
You edit a Word chapter that had no content.
MS Word creates a new chapter content based on the Normal.dotm template. This template does not include the styles of your corporate stylesheet.
Create a .doc/docx blank file based on your corporate template and use it as the starting point for any Word chapter (upload this file to any Word chapter before starting editing them).
You edit a Word chapter that contains one formatted datalinked table.
Disclosure Management applies the stylesheet of the BIP_WordTableDef.doc to the whole chapter.
Include the styles of your corporate stylesheet into the BIP_WordTableDef.doc.
You create the consolidated report.
The styles of the BIP_WordTableDef.doc are replaced by the styles of the .dot/dotx templates applied to the chapters.
Maintain in parallel the styles of your .dot/dotx templates and the styles of the BIP_WordTableDef.doc.
LESSON OVERVIEW In this lesson, you will learn how to configure the formatting of data linked tables. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Define table format
Table Style The templates for datalinked tables are grouped together in a dedicated MS Word document named BIP_WordTableDef.doc.
Figure 16: Structure of the BIP_WordTableDef.doc File
You create table templates in the BIP_WordTAbleDef.doc. You define the name of a table template in a comment. You format each row of the table template with Microsoft Word table formatting features. You enter the name of the row template in the left column. For example, you create the Heading, Default, Totals styles. The row template name is the text that you enter in the first cell (left cell) of the row. Depending on your needs, you can modify the row templates list by adding or deleting templates.
Note: Each table template must include at least one row template named Default. This row template will be applied by default to all the rows of a datalinked table when you assign a table template to the datalink. If needed, you can define two or more default row templates as Default1, Default2, and so on, to apply a different format every 2 (or more) rows.
Table Template Modification Before modifying the table template, you must analyze your needs, based on the data that you plan to insert in the Word chapters. Consider the number of columns, the row styles (borders, shading, font name, size and color, text/numbers position), and so on. To make the table templates available to all the users, and to ensure that the tables are correctly formatted when you refresh a chapter or a report, the BIP_WordTAbleDef.doc file is stored on the server.
Note: Disclosure Management keeps all the versions of the BIP_WordTAbleDef.doc in the database. To view, download or restore one revision, choose Administration → Content Refresh and choose the BIP_WordTableDef Revisions tab.
To Modify the Table Template There are two options to modify the BIP_WordTAbleDef.doc. 1. From the web interface: a) In the Administration functional area, choose Content refresh. Note: Your role must include the Administration/system permission. b) Click the BIP_WordTableDef.doc link to download the file. c) Update the BIP_WordTAbleDef.doc with Microsoft Word. d) In the Administration functional area, choose Content refresh and upload the BIP_WordTAbleDef.doc file on the server. 2. In Microsoft Word: a) In the Disclosure Management ribbon tab, choose Start. b) Choose Datasources and connect to the DM Data Repository data source using the Connect button on the right. If needed, first choose the Disconnect button on the left. c) In the Disclosure Management ribbon tab, in the Table templates group, choose Edit.
Unit 2 Exercise 6 Create a Template for a Table Format In this exercise, you add a new table template to the existing BIP_WordTableDef.doc file downloaded from the server. 1. In the web client, download the BIP_WordTableDef.doc file on your desktop. Note: The actual file name depends on the revision number of the BIP_WordTableDef.doc file. For example, BIP_WordTableDef_V1.doc. 2. Open the BIP_WordTableDef.doc file with Microsoft Word from your desktop. 3. Add a new table template LIST_SUBSIDIARIES based on the figure below.
Figure 17: New Table Template to Create
4. Save the BIP_WordTableDef.doc file. 5. Ask your trainer to upload the updated BIP_WordTableDef.doc file to the server. Note: Because there is only one BIP_WordTableDef.doc file for the whole application, it would not be relevant to have all the trainees upload the file on their own. In real life, you would upload the modified BIP_WordTableDef.doc as a new revision of this template. 6. Test the availability of the new table template by applying it to a datalinked table in your Subsidiaries_xx word chapter in the Configuration Testing → Template Test report.
Unit 2 Solution 6 Create a Template for a Table Format In this exercise, you add a new table template to the existing BIP_WordTableDef.doc file downloaded from the server. 1. In the web client, download the BIP_WordTableDef.doc file on your desktop. a) In the Administration functional area, choose Content refresh. b) On the Configuration tab page, click the BIP_WordTableDef.doc link. c) Choose Save. d) Save the BIP_WordTableDef.doc file on your desktop.
Note: The actual file name depends on the revision number of the BIP_WordTableDef.doc file. For example, BIP_WordTableDef_V1.doc. 2. Open the BIP_WordTableDef.doc file with Microsoft Word from your desktop. 3. Add a new table template LIST_SUBSIDIARIES based on the figure below.
Figure 17: New Table Template to Create
a) Put the cursor in a blank paragraph just after the Specific breakdown by column title (page 2). b) Create a table with 4 columns and 6 rows. c) Define the rows name, cells content and formatting as shown. Hint: To define the borders and shading, select the entire table or a selection of rows/columns, choose the Table → Layout ribbon and choose the Draw Borders → Borders and Shading icon.
d) Add a comment to the top-left cell of the table and enter LIST_SUBSIDIARIES. 4. Save the BIP_WordTableDef.doc file. 5. Ask your trainer to upload the updated BIP_WordTableDef.doc file to the server. Note: Because there is only one BIP_WordTableDef.doc file for the whole application, it would not be relevant to have all the trainees upload the file on their own. In real life, you would upload the modified BIP_WordTableDef.doc as a new revision of this template. 6. Test the availability of the new table template by applying it to a datalinked table in your Subsidiaries_xx word chapter in the Configuration Testing → Template Test report. a) In the Configuration TestingTemplate Test report, select your Subsidiaries_xx chapter. b) On the Cockpit or General tab page, choose Edit. c) In the Disclosure Management ribbon tab, choose Start. d) In the Disclosure Management ribbon tab, choose Datasources. e) In the Datasources (local) window, select DM Data Repository and choose the Connect pushbutton on the right in the Server area. f) In the Connecting with 'DM Data Repository' window enter dm-xx and training and choose OK. g) Choose OK. h) Place the cursor anywhere in the table. i) In the Disclosure Management ribbon tab, choose Create Datalink. j) If needed, choose Yes to load the according Briefing Book, choose Next two times and choose Finish. k) In the Load dataprovider dialog box, select the Use Template checkbox. l) Choose the Format pushbutton m) In the Template dropdown list, check that the new table template LIST_SUBSIDIARIES is available and select it n) In the Formatting column, check that the dropdown list displays all the row templates you defined in your table template. o) Apply the Head row template to the first row, and keep the Default row template for the other rows p) Choose Save.
q) Choose OK. r) Choose Yes. s) Check that the new table format is correctly applied. t) At the top of the chapter, add a title Subsidiaries and format it using the DM par Title 2 style. Hint: To find the DM par Title 2 style easily, in the Home ribbon tab, choose the Styles icon to show the Styles window. u) Check-in the Subsidiaries_xx chapter.
LESSON OVERVIEW In this lesson, you will learn how to configure the formatting of the text and page of chapters. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Define text format
Template Files The formatting of Word and PDF reports is based on one or several MS Word template files (.dot/ dotx). If needed, each chapter can have its own template. The MS Word template files are used when creating the report or previewing a report or chapter. They define: Formatting Scope of Template File ● The styles to be applied to the text ●
The page layout
The template file type (.dot or .dotx) depends on the chapter content types allowed by the report type.
Note: Disclosure Management applies a default.dot/dotx template to any new report or chapter. It is possible to replace it with your own template file named default.dot/dotx, and/or to create additional template files with different names.
Word Styles In the MS Word templates, you define styles to apply to titles, bullet and numbering, header and footer, and so on. MS Word comes with a lot of suggested styles in the Normal.dot/dotx template. As a best practice, we recommend that you define your own styles, give them customized names starting with a common prefix, and ask chapter editors to use only these styles.
Note: Ms Word includes a lot of features to handle styles, such as style inheritance, styles themes, import/export, and so on. Depending on how complex your corporate stylesheet is, you can use some of these features.
Page Layout The MS Word templates also apply to the report's layout, which includes page size and orientation, margins, header/footer and page number.
Template Upload Before using a template for a chapter or the whole report, you must upload this template on the report. To Upload a Template 1. In the web client, choose the Report functional area. 2. Select the period and the report to which you want to assign the template. 3. On the General tab page, in the navigation area, select the root node of the report. 4. On the Templates tab page, browse the template file you want to upload and click Add template.
Unit 2 Exercise 7 Create Chapter Templates In this exercise, you modify an existing Microsoft Word templates and test it. 1. Create a copy of the CorporateTemplate_2.dotx file as CorporateTemplate_2_xx.dotx. 2. To open the CorporateTemplate_2_xx.dotx file, right-click the file and choose Open or Öffnen. Caution: Do not double-click on the file in Windows Explorer, because the default action is New, that is, it creates a new .docx Word document. 3. Modify the page footer font color from Automatic to Red. Note: Because the odd and even header/footer of this template are different, you should temporarily insert a page break in the template in order to modify the footer of the even pages. This note also applies to the following step. 4. Remove the Text Title level 2-Section field from the header. 5. Modify the font color of style DM par Title 2 from Automatic to Blue. Hint: To easily find the DM par Title 2 style, in the Home ribbon tab, choose the Styles icon to show the Styles window. 6. Save the template. 7. In the Web client, upload the CorporateTemplate_2_xx.dotx file to the Configuration Testing → Template Test report. 8. Assign your CorporateTemplate_2_xx.dotx template to your Subsidiaries_xx chapter. 9. To test your modification on the template, preview your Subsidiaries_xx chapter.
Unit 2 Solution 7 Create Chapter Templates In this exercise, you modify an existing Microsoft Word templates and test it. 1. Create a copy of the CorporateTemplate_2.dotx file as CorporateTemplate_2_xx.dotx. a) In the Report functional area, select the 2011 → Annual Report report. b) On the General tab page, in the navigation area on the left, select the root element Annual Report. c) On the Templates tab page, click the CorporateTemplate 2.dotx link. d) Save the file as CorporateTemplate_2_xx.dotx on your desktop. 2. To open the CorporateTemplate_2_xx.dotx file, right-click the file and choose Open or Öffnen. Caution: Do not double-click on the file in Windows Explorer, because the default action is New, that is, it creates a new .docx Word document. 3. Modify the page footer font color from Automatic to Red. Note: Because the odd and even header/footer of this template are different, you should temporarily insert a page break in the template in order to modify the footer of the even pages. This note also applies to the following step. a) In Print layout view mode, double-click the footer area. b) Select all the text in the footer. c) In the Home ribbon tab, in the Font color dropdown list, select the red standard color. d) Double-click the central area of the page and place the cursor and the end of the text. e) To insert a page break, press Ctrl+Enter. f) Repeat the three first steps to change the color of the footer for page 2. 4. Remove the Text Title level 2-Section field from the header. a) In Print layout view mode, double-click the header area for page 1.
b) Select the Text Title level 2-Section field and press Delete. c) Repeat the two first steps to remove theText Title level 2-Section field from the header for page 2. d) Place the cursor at the end of the second page and press Backspace to remove the page break. 5. Modify the font color of style DM par Title 2 from Automatic to Blue. Hint: To easily find the DM par Title 2 style, in the Home ribbon tab, choose the Styles icon to show the Styles window. a) To open the Styles window, in the Home ribbon tab, click the icon at the bottom-right of the Styles group. b) Right-click the DM par Title 2 style and choose Modify. c) In the Font color dropdown list, select a blue standard color. d) Choose OK. 6. Save the template. a) Choose Save. Caution: If Microsoft Word displays a Save as dialog box, this is because you have created a new .docx file instead of opening the template. In this case, in the Save as window, change the file to Word template (*.dotx) and overwrite the CorporateTemplate_2_xx.dotx file on your desktop (choose Replace existing file). 7. In the Web client, upload the CorporateTemplate_2_xx.dotx file to the Configuration Testing → Template Test report. a) Select the Configuration Testing → Template Test report. b) On the General tab page, in the navigation area on the left, select the root element Template Test. c) On the Templates tab page, choose Browse. d) Select the CorporateTemplate_2_xx.dotx file and choose Open. e) Choose Add template. 8. Assign your CorporateTemplate_2_xx.dotx template to your Subsidiaries_xx chapter. a) On the General tab page, select your Subsidiaries_xx chapter
b) On the Configuration tab page, update the Template name field with CorporateTemplate_2_xx.dotx for both PDF and Word source. c) Choose Save. 9. To test your modification on the template, preview your Subsidiaries_xx chapter. a) On the General tab page, choose Preview with Word. b) Choose Open. c) Check that the format of your CorporateTemplate_2_xx.dotx is correctly applied to the Subsidiaries_xx chapter.
1. The application can store several revisions of a chapter. You must take that into account for hardware sizing. Determine whether this statement is true or false. X
True
X
False
2. You can create a report and specify its period later on. Determine whether this statement is true or false. X
True
X
False
3. Which category types can you assign to report types? Choose the correct answers. X
4. Which definition corresponds to each report type? Match items from 1st column to the corresponding item in 2nd column.
Word Data Cache
Is used to collect data from one or several source systems and to prepare them for the publication Is used to insert text and tables and to publish the consolidated report
5. Several users can edit a chapter at the same time. Determine whether this statement is true or false. X
True
X
False
6. In a data cache chapter, you can enter data and formulas. Determine whether this statement is true or false. X
True
X
False
7. To obtain amounts formatted with a comma as a thousand separator in Word chapters, you must format cells with the comma as thousand separator in the Excel data cache chapter. Determine whether this statement is true or false. X
True
X
False
8. A chapter can retrieve data from several systems. Determine whether this statement is true or false.
14. Determine which formatting element corresponds to each formatting attribute. Match items from 1st column to the corresponding item in 2nd column.
Number's decimal separator and digit grouping Headers and footers
BIP_WordTableDef.doc MS Word templates Language culture
Table borders and shading
15. You can apply a different Microsoft Word template (.dot/dotx) to each chapter. Determine whether this statement is true or false. X
True
X
False
16. Each table template must include at least one row template named Default. Determine whether this statement is true or false. X
True
X
False
17. How do you define a table template's name? Choose the correct answer. X
A By writing the template's name in the top-left cell of the table
X
B By writing the template's name as a comment in the top-left cell of the table
X
C By writing the template's name in the paragraph just above the table
18. The styles of the MS Word template that are assigned to a chapter are available when you edit this chapter. Determine whether this statement is true or false.
1. The application can store several revisions of a chapter. You must take that into account for hardware sizing. Determine whether this statement is true or false. X
True
X
False
Chapter revision is an essential functionality of the application. It consumes storage space. 2. You can create a report and specify its period later on. Determine whether this statement is true or false. X
True
X
False
The period is a mandatory property of a report. 3. Which category types can you assign to report types? Choose the correct answers. X
4. Which definition corresponds to each report type? Match items from 1st column to the corresponding item in 2nd column.
Word Data Cache
Is used to insert text and tables and to publish the consolidated report Is used to collect data from one or several source systems and to prepare them for the publication
5. Several users can edit a chapter at the same time. Determine whether this statement is true or false. X
True
X
False
When you edit a chapter, it is checked-out to you and nobody else can edit it. We recommend you organize the chapters so that users who must work at the same time have their own chapter. 6. In a data cache chapter, you can enter data and formulas. Determine whether this statement is true or false. X
True
X
False
You can use the data cache to enter, calculate, control, or adjust data. 7. To obtain amounts formatted with a comma as a thousand separator in Word chapters, you must format cells with the comma as thousand separator in the Excel data cache chapter. Determine whether this statement is true or false. X
True
X
False
In the Excel data cache chapter you must define a thousand separator; it can be a comma or another separator. The separator in Word chapters is defined by the locale of the report.
8. A chapter can retrieve data from several systems. Determine whether this statement is true or false. X
True
X
False
This is possible, but for better performances we recommend that a chapter only retrieves the data from one system. 9. In Microsoft Excel, you can define absolute or relative ranges. Determine whether this statement is true or false. X
True
X
False
You can create BIP and ER ranges; in itself a range is not absolute or relative. In Microsoft Word, when inserting data with a range, you choose between a relative or absolute link. 10. If it includes a key, you can use a BIP range to create relative links. Determine whether this statement is true or false. X
True
X
False
In a BIP range, you cannot define a column as a key. With a BIP range, you can only create absolute links to data. 11. In some configurations, you must open the data cache chapter to refresh its data. Determine whether this statement is true or false. X
True
X
False
If the data of a data cache chapter is retrieved with the Microsoft Office add-in of an external application, you must edit the chapter and refresh the data with the add-in.
12. Before rolling a period forward, you must first create the destination period. Determine whether this statement is true or false. X
True
X
False
When you roll a period forward, the destination period is automatically created based on the period name and parameters you provide. 13. The roll forward features copies only the report structure, not the content of the chapter. Determine whether this statement is true or false. X
True
X
False
The content of chapters is copied when you use the period roll forward feature. 14. Determine which formatting element corresponds to each formatting attribute. Match items from 1st column to the corresponding item in 2nd column.
Number's decimal separator and digit grouping Headers and footers
Language culture MS Word templates BIP_WordTableDef.doc
Table borders and shading
15. You can apply a different Microsoft Word template (.dot/dotx) to each chapter. Determine whether this statement is true or false. X
True
X
False
You can upload several Word templates to a report and apply these templates on a chapter by chapter basis.
16. Each table template must include at least one row template named Default. Determine whether this statement is true or false. X
True
X
False
Each table template must include one Default row template. 17. How do you define a table template's name? Choose the correct answer. X
A By writing the template's name in the top-left cell of the table
X
B By writing the template's name as a comment in the top-left cell of the table
X
C By writing the template's name in the paragraph just above the table
18. The styles of the MS Word template that are assigned to a chapter are available when you edit this chapter. Determine whether this statement is true or false. X
True
X
False
Disclosure Management applies the styles of the Word templates only when you preview a chapter or preview/create the report.
LESSON OVERVIEW In this lesson, you will learn how to set up the access rights in Disclosure Management. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Create users and roles
Roles and Permissions In Disclosure Management, the security is based on roles and permissions. A permission is an action you can perform, such as editing a chapter, viewing a report or managing a report. A role is a set of permissions. By default, Disclosure Management includes four standard roles: You can customize the standard roles or create additional roles, based on your requirements. Standard Roles Standard-Admin
●
●
Standard-Editor
●
Standard-Manager
●
Standard-Read-only
How to Create a Role 1. In the Administration functional area, choose Roles. 2. Choose New role. 3. Enter the Name and Description. 4. On the Permissions tab page, select the permissions you want to grant to this role. 5. Choose OK.
Create and edit reports and create the report tree
View
Display the consolidated document
Undo
Undo checkout of a report
Edit
Edit the consolidated report
Lock
Lock the consolidated report
Undo all chapters
Undo checkout of all chapters of a report
Unlock
Unlock the consolidated report
Edit for writeback
Write-back changes made in the consolidated report to the individual chapters
Edit
Edit the chapter content
View
Display the chapter content
Undo
Undo checkout of a chapter.
Chapter
Note: The Administration → System permission grants access to the Administration functional area (for example, to manage report types, roles and users) but does not include any permission on the periods, reports, or chapters.
Users To grant permissions, you assign one or several roles to the users.
Note: You cannot assign permissions directly to users. This helps you to maintain a coherent list of role-based access rights.
Assigning roles can be done at the local or global level. This option has a major impact on the way you define access rights to the reports and their chapters. Table 23: Role Types Role Types
Apply to
Are assigned in...
Can be overruled?
Global roles
The entire system
Administration → User No. You cannot add or remove global s permissions at the report or chapter level.
Local roles
Reports and chapters
Report → Permissions Yes. It is possible to break the inheritance tab principle and to assign a role to a user for a specific chapter.
Caution: Global roles cannot be overruled at local level. For this reason, you generally assign global roles only to a few users. Most of the permissions are defined at local level (report or chapter).
Unit 3 Exercise 8 Create Users In this exercise, you create two users. One user with global roles and another with no role assigned at global level. 1. Create a new user GlobalEditor_xx with global roles Standard-Editor and Standard-ReadOnly. Field
Unit 3 Solution 8 Create Users In this exercise, you create two users. One user with global roles and another with no role assigned at global level. 1. Create a new user GlobalEditor_xx with global roles Standard-Editor and Standard-ReadOnly. Field
a) In the Administration functional area, choose Users. b) Choose New user. c) On the User tab page, enter or select the values as indicated in the table. d) On the Roles tab page, select the Standard-Readonly and the Standard-Editor checkboxes. e) Choose OK. 2. Create a new user Manager_xx with no global rights.
a) In the Administration functional area, choose Users. b) Choose New user. c) On the User tab page, enter or select the values as indicated in the table. d) In the Time zone dropdown list, select the relevant value. e) On the Roles tab page, do not select any checkbox. f) Choose OK.
LESSON OVERVIEW In this lesson, you will learn how to configure a customized workflow. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Configure a workflow
●
Define the workflow for specific chapters
●
Configure workflow notification
Workflow Besides users and roles, the workflow is a key element to define how users work with reports and chapters. Workflow actions are recorded into the history of reports/chapters. In the system, you can define as many workflows as you need, and apply these workflows at report or chapter level.
Steps and Activities A workflow is a series of steps and activities.
Each workflow has a start step and an end step. The start step (for example: Open) is the step assigned when the workflow is started. The End step (for example: Approved) is the last step in a chapter's lifecycle. When the chapter reaches the end step, it can no longer be edited, except if you trigger an activity that changes its status. For example: Reopen. Caution: When you create a customized workflow, we recommend that you always define an activity for the End step, for example to re-open a chapter. If you do not do this, you may not be able to modify a chapter that has reached its end step.
Linked Status Each step is linked to a built-in linked status. Table 25: Linked Status Linked status
Description
Open
Chapter/report has been created and is ready for editing, or chapter/report has been reopened
In Progress
Chapter/report editing has started
Finished
Chapter/report editing is finished and waiting for approval
Approved
Chapter/report has been approved
Rejected
Chapter/report has been rejected
The linked status allows you to create as many steps as needed, while the linked status is used to define the behavior of the application, and especially: ●
●
102
The status icon that is displayed for each workflow step, in the Cockpit and General views The consolidated status of the data sources (step DS), based on the Priority property of the linked status.
Note: For example, you can create two workflow steps Pre-approved and Approved. In this case, you would probably associate steps and linked statuses as follows: Step
Linked status
Working
In progress
Pre-approved
In progress
Approved
Approved
Priority and Step DS In the Cockpit view, Disclosure Management displays a Step DS column. The information displayed in this column, for a chapter, is determined as follows: ●
List all the data links used by the chapter,
●
Identify all the Excel chapters used as the source briefing books for these data links,
●
●
Determine the highest linked status priority of these Excel chapters, that is, the minimum value of all the linked status of these chapters, Display the corresponding linked status in the Step DS.
Caution: The Step DS information cannot determine the workflow status of external data sources such as BW, SAP ERP or SQL. It consolidates only the statuses of Excel chapters located in the Disclosure Management database. For this reason, it is recommended to datalink only data from the data cache into the Word chapters of a report. The Step DS status of a chapter gives a useful information about the relevance of its own status. For example, a Word chapter can be approved, but if the data in this chapter are populated from a data cache chapter that has the Rejected status, this will be visible via the Step DS. You should wait until the Excel chapter is approved before creating the report, and even before approving the chapter. Table 26: Recommended Configuration for the Linked Status Priority Linked status
Note: You can adapt the recommended values based on your requirements. In particular, you can change the relative priority of the Rejected link status, for example before or after Open and/or In Progress.
Caution: You must always ensure that the Approved linked status has the lowest priority, that is the highest value (5 in the table above). If you do not do this, the Step DS column may display Approved though some source chapters have another status, for example Rejected.
Step and Activity Conditions When you define a workflow, you can add conditions based on the roles or permissions. You use these conditions to restrict the editing of chapters or workflow activities to users with certain roles or permissions. Table 27: Workflow Conditions Condition type
Purpose
Example
Step condition
Only users with certain roles/ Only Editors (not Managers) permissions can edit a chapter can edit chapters at Open and at this step In progress step.
Activity condition
Only users with certain roles/ permissions can trigger this activity
Activities Approve and Reject available only to Managers.
Customized Workflow By Default, Disclosure Management includes a standard pre-configured workflow named 4-eyeprinciple. This workflow uses five steps (each corresponding to one of the five linked statuses) and includes activity conditions based on two standard roles: Standard-Editor and StandardManager.
Figure 19: Diagram of the 4-eye Principle Workflow
Depending on your organization, you can define has many additional workflows as needed. By default, the workflow of a report applies to all its chapters and sub-chapters. If needed, you can break this inheritance and apply a different workflow to a specific chapter.
Workflow Statuses As well as the workflow steps (and linked statuses) that are applicable to chapter and report level, the workflow itself has its own status. To see the status of a workflow, in the Settings functional area, choose Reports. There are five workflow statuses. Table 28: Workflow Status: Definition Workflow Status
Definition
Initializing
●
The report structure has been created
●
The workflow has been reset
Running
The workflow has been started
Stopped
The workflow has been stopped
Chapters in progress
You have triggered the first activity on a chapter
Report in progress
You have started working on the report. Editing chapters is no longer possible.
The workflow status is modified: ●
●
When you perform an action on the workflow itself (for example: Start or Reset) When you trigger an activity on a report or chapter that uses this workflow (for example: Start work)
The Workflow Tester When you create or modify a workflow, you can use the workflow tester to simulate the sequence of steps and check which activities are available at each step. The workflow tester displays the activity conditions for each step. Caution: The step conditions are not displayed while testing the workflow.
Unit 3 Exercise 9 Configure a Customized Workflow In this exercise, you create a customized workflow without approve/reject activities. This workflow will be applied to chapters such as the cover page or tables of content. 1. Create a new workflow called 2-eye principle_xx, based on the following diagram.
Figure 20: Diagram of the 2-eye principle workflow
2. Define the workflow steps and linked statuses. 3. Define the activities. 4. Define the Start step and End step. 5. Upload the diagram of the workflow (file: Workflow_2-eye_image.gif) 6. Test the workflow with the workflow tester. 7. Activate the 2-eye principle_xx workflow.
Unit 3 Solution 9 Configure a Customized Workflow In this exercise, you create a customized workflow without approve/reject activities. This workflow will be applied to chapters such as the cover page or tables of content. 1. Create a new workflow called 2-eye principle_xx, based on the following diagram. a) In the Administration functional area, choose Workflow. b) Choose New Workflow. c) In the Name field, enter 2-eye principle_xx. d) Choose OK.
Figure 20: Diagram of the 2-eye principle workflow
2. Define the workflow steps and linked statuses. a) For each workflow step, perform the following actions: b) Choose New step. c) In the Name field, enter the step name d) In the Linked status dropdown list, select the relevant status. e) Choose the Step link. 3. Define the activities. a) For each activity, perform the following actions: b) In the Steps tab, select a step. c) Choose Edit step. d) Choose the Activities tab.
e) Choose New activity. f) In the Name field, enter the activity name. g) In the Next step dropdown list, select the next step. h) Choose OK. i) Click the Steps link. 4. Define the Start step and End step. a) Click the 2-eye principle_xx link to display the first page of the workflow definition. b) In the Start step dropdown list, choose Open. c) In the End step dropdown list, choose Completed. d) Choose OK. 5. Upload the diagram of the workflow (file: Workflow_2-eye_image.gif) a) In the Workflow tab, choose Edit workflow. b) Choose Browse, select the Workflow_2-eye_image.gif file and choose Open. c) Choose Change picture. d) Choose OK. 6. Test the workflow with the workflow tester. a) In the Workflow tab, choose Edit workflow. b) Choose Test workflow. c) Click the activity links to change to the next step. d) Close the Workflow test window. 7. Activate the 2-eye principle_xx workflow. a) Choose Activate workflow.
Workflow Inheritance When you create a report, you assign a workflow to this report. By default, this workflow applies to any chapter and sub-chapter, but you can choose to apply a different workflow at chapter level. To do this, in the Report functional area, select the chapter to which you want to apply a different workflow, and choose the Workflow tab. Note: Applying a different workflow to a chapter is only possible when the parent workflow has the Stopped or Initializing status.
Workflow Notifications You can configure the application so that a notification e-mail is sent to the workflow owner when an activity is triggered on a chapter. There are three options: ●
No notification
●
Optional: you can decide if you want to send a notification e-mail.
●
Mandatory: the system sends a notification e-mail.
The Administrator can customize the email template. To identify the location of this template, choose Administration → System configuration → E-Mail.
1. You can assign permissions directly to users. Determine whether this statement is true or false. X
True
X
False
2. Global permissions can be overruled at the report or chapter level Determine whether this statement is true or false. X
True
X
False
3. When a chapter has reached the End step of its assigned workflow, it can no longer be edited. Determine whether this statement is true or false. X
True
X
False
4. You want to prevent a Standard-Editor user from editing a chapter when the chapter's status is Finished. How do you configure the workflow? Choose the correct answer. X
A You add an Activity condition on the activity Finish.
X
B You add a Step condition on the workflow step Finished.
5. You can edit a chapter when the status of its assigned workflow is Report in progress. Determine whether this statement is true or false. X
1. You can assign permissions directly to users. Determine whether this statement is true or false. X
True
X
False
You assign roles to the users. 2. Global permissions can be overruled at the report or chapter level Determine whether this statement is true or false. X
True
X
False
You cannot add or remove global permissions (granted by a global role) at the report or chapter level. 3. When a chapter has reached the End step of its assigned workflow, it can no longer be edited. Determine whether this statement is true or false. X
True
X
False
A chapter that has reached the End step of its workflow can no longer be edited. 4. You want to prevent a Standard-Editor user from editing a chapter when the chapter's status is Finished. How do you configure the workflow? Choose the correct answer. X
A You add an Activity condition on the activity Finish.
X
B You add a Step condition on the workflow step Finished.
A step condition defines the permissions or roles a user must have to edit a chapter that has reached this step.
LESSON OVERVIEW In this lesson, you will learn how to create the chapters of a report. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Define the report structure
●
Manage the content files
Report Structure In a report, you create chapters. You can organize chapters in a tree. When you define the tree of chapters consider the following principles: Table 29: Report Structure Principles Principle Related to Chapter Creation
Example
Impact on Output Report
The position of the chapter in the tree is important.
The Income Statement chapter Defines the position of the is above the Balance Sheet chapter content in the output chapter. report.
Levels ease navigation and configuration of the report structure.
The Account Receivables chapter is a child of the Balance Sheet chapter.
None, tree levels don't create any indentation or title level.
Chapter names can follow any naming convention.
Chapter names begin with an identifier or with the author name.
None, the chapter name is not visible in the output report.
Hint: Sub-chapters inherit the workflow and permissions of their parent chapter. To easily configure several chapters, you can create them as sub-chapters in a parent chapter and configure the parent chapter.
Caution: In chapter names, don't enter the following characters: / \ < > * " ? | § ' ² ³ % : + & ° ,
Chapter Properties A chapter has the following properties: Chapter Properties ● A name ●
A type
●
A due date
●
An active property
●
For data cache chapters, a visibility property
Note: When you manually create or import chapters, you cannot define all the properties. You can modify these properties by editing chapter properties. Table 30: Chapter Types Chapter Type
Content
Example
Standard
Chapter with file content. The file format is defined by the report type.
Data cache .xslx file with data, or .doc file with comments and tables.
Link
Shortcut to an existing chapter, no specific content.
Link to a chapter that is shared between several reports.
Linked Copy
Copy of existing chapter and shortcut to it.
Copy of the content of an existing Word chapter into which you make changes.
XBRLlinked
Shorcut to existing Word chapter, for XBRL tagging
Link to chapter that contains comments for the XBRL instance document.
Without Content
None
Tree node used for navigation into a report.
The due date is mandatory information. You use it for information during the disclosure process; it doesn't lock chapters or block users from performing actions. By default, chapters are active, that is, chapters are included into the consolidated report. You can define the visibility property for data cache chapters. If a chapter is visible in Disclosure Management, you can insert its data into a publishable Office document.
You can create chapters with the following methods: ●
Manually
●
By import
Manual Creation You create chapters manually in the General tab of a report. You define the chapter tree and chapter properties with the toolbar.
Figure 21: Chapter Toolbar
Upload Structure You can define the tree of chapters of a report by importing an XML file. In the import file, you can define: Table 31: Tags of Chapter Import File Property
XML Tag
Example Value
New chapter
Chapter name
Balance Sheet
Chapter type
standard, noncontent
Content type
doc, xls, docx, xlsx, xbrl,...
Create a sub chapter
Nesting of
Figure 22: Example of Chapter Import with Nested Tags
1. To create several Word chapters, in the Import period and the Word_xx report, import the Word chapters.xml file. 2. To adjust the chapters created by the import file, make the following changes: ●
Move the Income Statement chapter as sub-chapter of Financial Statements.
●
Deactivate the Validation Dashboard chapter.
3. Create the Statement of Cash Flows standard Word chapter as a child of Financial Statements. 4. To enable the upload of file chapters, start the workflow of report Import → Word_xx.
1. To create several Word chapters, in the Import period and the Word_xx report, import the Word chapters.xml file. a) In the Report functional area, select the Import period and Word_xx report. b) Check that it doesn't contain any chapter. c) In the Settings functional area, choose Manage reports. d) In the list, select the filters All and Import. e) Select the Word_xx report and choose Edit report. f) In the Import tab, choose Browse... and select the Word chapters.xml file. g) Choose Import. h) In the Report functional area, select the Import period and Word_xx report. i) Check that several chapters exist. 2. To adjust the chapters created by the import file, make the following changes: ●
Move the Income Statement chapter as sub-chapter of Financial Statements.
●
Deactivate the Validation Dashboard chapter.
a) In the Word_xx report, select the Income Statement chapter. b) In the General tab, click the Change chapter hierarchy level (level down) icon. The Income Statement chapter now has number 5.2, instead of 6. c) Select the Validation Dashboard chapter. d) Click the
(Edit selected chapter) icon.
e) Deselect the Chapter is active checkbox. f) Choose Save. 3. Create the Statement of Cash Flows standard Word chapter as a child of Financial Statements. a) In the Word_xx report, select the Financial Statements chapter. b) Click the
d) In the Name field, enter Statement of Cash Flows and choose Add. 4. To enable the upload of file chapters, start the workflow of report Import → Word_xx. a) In the Settings functional area, choose Reports. b) In the list, select the Word_xx report and choose Edit report. c) In the Workflow tab, choose Start.
Content Files New chapters have an empty content file. You can define the content of a chapter by: ●
Editing the chapter
●
Uploading an existing file
To Create and Upload Chapter Files You have created a chapter and want to define basis content for the chapter editors. 1. To manually enter content in a new chapter: a) In the Report → Cockpit or in the Report → General tab, select a chapter. b) In the General tab, choose Edit. c) Enter content and check-in changes. 2. To upload an existing file in a chapter: a) In the Report → Cockpit or in the Report → General tab, select a chapter. b) In the Upload tab, choose Browse... c) Select a file and choose Open. d) Optionally enter a comment. e) Choose Add document.
1. In the Import → Word_xx report, import the following chapter files: ●
Cover Page.docx
●
To Our Shareholders.docx
●
Statement of Cash Flows.docx
●
Statement of Financial Position.docx
●
Income Statement.docx
a) In the Import → Word_xx for each chapter file, repeat the following steps. b) In the Upload tab, choose Browse.... c) Select the chapter file. d) Choose Add document.
LESSON OVERVIEW In this lesson, you will learn how to configure parameters that are relevant to chapters. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Configure chapter access
●
Modify chapter workflow
●
Apply a Word template to chapters/reports
●
Configure chapter parameters
Permissions If you define roles for a user at the application level, that is, in the Administration functional area, the user has permissions defined for all periods, reports, and chapters. This user has a global role.
Note: At the chapter level, you cannot overwrite global roles. As a reminder, in the left part of the Permissions tab of a chapter, you see the roles and permissions defined globally and that apply to the chapter. That is why we recommend that you don't define such global roles for editors. For editors, we recommend that you define roles at the chapter level, that is, local roles. By default, subchapters of a chapter inherit the roles defined on the chapter. You can break inheritance and define specific roles for subchapters.
To Define Roles at the Chapter Level In the application, you haven't defined roles for editors. You want a user to edit only a specific chapter. 1. In the Permissions tab of a chapter, choose the Add user pushbutton. 2. In the Select user dropdown list, select the user. 3. In the table, select one or several roles. 4. Choose OK.
Workflow By default, chapters have the system Four-eye principle workflow defined. By default, the sub-chapters of a chapter inherit the workflow of the chapter. You can break workflow inheritance and define a specific workflow for sub-chapters. For example, for the Cover page chapter of the Annual report report or for all chapters of the Data cache report, you can define a workflow that contains less steps than the Four-eye principle workflow.
Word Template For each chapter you can define a template for the following outputs: ●
To define the template, in the Configuration tab of a chapter, enter the template name in the Template name field and choose Save.
Note: A template applies to the published report or chapter; it does not apply when editing or viewing a chapter. To check that a template applies to a chapter, on the General tab, generate a Word or PDF preview.
Parameters In the Configuration tab of a chapter, you can activate or deactivate several layout properties: Chapter Layout Parameters ● Type of section break at the end of the chapter
1. Define the following local security for the chapters in the Import → Word_xx report: Chapter
User
Local Role
Management Report
Management Manager
Standard-Manager
Management Editor
Standard-Editor
Financial Manager
Standard-Manager
Financial Editor
Standard-Editor
Financial Statements
2. For the Cover Page chapter in the Import → Word_xx report, configure the 2-eye principle_xx workflow. Start the workflows of this report. 3. Apply the CorporateTemplate_2.dotx template to the Word outputs of the Income Statement chapter.
1. Define the following local security for the chapters in the Import → Word_xx report: Chapter
User
Local Role
Management Report
Management Manager
Standard-Manager
Management Editor
Standard-Editor
Financial Manager
Standard-Manager
Financial Editor
Standard-Editor
Financial Statements
a) In the Import → Word_xx report, repeat the following steps for each chapter. b) In the Permissions tab, select the chapter. c) Click Break inheritance. d) Choose Add user. e) In the Select user dropdown list, select the user. f) Select the role and choose OK. 2. For the Cover Page chapter in the Import → Word_xx report, configure the 2-eye principle_xx workflow. Start the workflows of this report. a) To stop the workflow of your report, in the Settings functional area, choose Reports. b) Filter on period Import, select your Word_xx report and choose Edit report. c) In the Workflow tab, choose Stop. d) In the Report functional area, select the Cover Page chapter of the Import → Word_xx report. e) In the Workflow tab, click Break inheritance. f) Select the 2-eye principle_xx workflow and choose Save. g) To start the workflows of your report, in the Settings functional area, choose Reports. h) Filter on period Import, select your Word_xx report and choose Edit report. i) In the Workflow tab, at the top, on the right of Four-eye principle, choose Start. j) In the Workflow tab, in the middle, on the right of 2-eye principle_xx, choose Start.
3. Apply the CorporateTemplate_2.dotx template to the Word outputs of the Income Statement chapter. a) To upload the template, in the chapter tree on the left, select Word_xx. b) In the Templates tab, choose Browse.... c) Select the CorporateTemplate_2.dotx file and choose Add template. d) In the Import → Word_xx report, select the Income Statement chapter. e) In the Configuration tab, in the Source dropdown list, select Word. f) In the Template name field, enter CorporateTemplate_2.dotx. g) Choose Save. h) To check that the template applies to the Word output, in the General tab, click Preview with Word.
1. For an Excel chapter, which property makes the data in the chapter available for insertion into a Word chapter? Choose the correct answer. X
A Type is data cache.
X
B Chapter is visible.
X
C Chapter is active.
X
D Type is standard.
2. When you create chapters with an import file, you can create levels and chapters without content. Determine whether this statement is true or false. X
True
X
False
3. To reuse the content of an existing file into a Disclosure Management chapter, you must copy and paste its content. Determine whether this statement is true or false. X
True
X
False
4. Only users with a local role on a chapter can edit a chapter. Determine whether this statement is true or false. X
5. You see a template defined at the report level and another template defined at the chapter level. How are the templates applied to the chapter content? Choose the correct answer. X
A The report template has the highest priority and is applied.
X
B The formatting of both templates is merged and applied.
X
C The chapter template has the highest priority and is applied.
6. You see a template defined at the report level and another template defined at the chapter level. When are the templates applied to the chapter content? Choose the correct answer.
1. For an Excel chapter, which property makes the data in the chapter available for insertion into a Word chapter? Choose the correct answer. X
A Type is data cache.
X
B Chapter is visible.
X
C Chapter is active.
X
D Type is standard.
If an Excel chapter is Visible in Disclosure Management its data are available into Microsoft Office publishable documents. Active is a property of Word chapters and includes the chapter into the consolidated report. 2. When you create chapters with an import file, you can create levels and chapters without content. Determine whether this statement is true or false. X
True
X
False
In an import file, you can nest the tag to create levels and use the ->noncontent chapter type. 3. To reuse the content of an existing file into a Disclosure Management chapter, you must copy and paste its content. Determine whether this statement is true or false. X
4. Only users with a local role on a chapter can edit a chapter. Determine whether this statement is true or false. X
True
X
False
Users with a global editor role can edit any chapter. 5. You see a template defined at the report level and another template defined at the chapter level. How are the templates applied to the chapter content? Choose the correct answer. X
A The report template has the highest priority and is applied.
X
B The formatting of both templates is merged and applied.
X
C The chapter template has the highest priority and is applied.
6. You see a template defined at the report level and another template defined at the chapter level. When are the templates applied to the chapter content? Choose the correct answer.
LESSON OVERVIEW In this lesson, you will learn how to edit the content of Microsoft Word chapters. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Change the content of a chapter
Interface of Disclosure Management for Word Here you see the interface of Disclosure Management for Word.
Figure 24: Word Interface
Edit and Check-in You edit a Word chapter in several steps: Steps of Chapter Editing 1. In the web interface, open the chapter file with Microsoft Word in edit mode
2. In Microsoft Word, enter content 3. In Microsoft Word, check-in the chapter file When you edit a chapter, the file is checked-out to you and it is not available for editing to other users.
Note: Make sure that you don't leave chapters unintentionally checked-out. This can block the work of other users. You can see which user has chapters checked-out: ●
In the Cockpit tab of a report
●
In the General tab of a chapter
●
In a monitoring report
When editing a chapter file, you can use all the features of Microsoft Word. In addition, you can use Disclosure Management features. To cancel an editing, you can discard changes. To apply your changes, you check in the file and can perform the following actions: Actions While Checking-in a Chapter ● Enter a comment ●
Choose between several actions for the file: -
Close the file
-
Keep the file opened in edit mode
-
Keep the file opened in view mode
Hint: If you have made important changes to an object, to increase the transparency of the work process, we recommend that you enter a short and explicit comment that describes your changes. When you check a file in, the application performs the following actions: 1. Saves the file as a new revision into the application database. 2. Displays a new row for the new revision of the file and displays the comment that you have entered. 3. Makes the file available again for editing.
1. In the Financial Statement_xx chapter of the Current Year → Annual Report report, enter the following formatted text: Text to Enter
Style Name
Income Statement
DM par Title 2
Here is the Income Statement of the current year.
DM Body
a) In the Report functional area, select the Current Year period and the Annual Report report. b) Select the Financial Statement_xx chapter and choose Edit. c) In Microsoft Word, enter the text. d) Place the mouse cursor into the line that contains the text and, in the Home ribbon, in the Styles group, select the style. 2. Save your changes and keep the file editable. a) In the Disclosure Management ribbon tab, choose Apply changes. b) Optionally, enter a comment. c) Select Close and choose OK.
LESSON OVERVIEW In this lesson, you will learn how to define data links. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Define data links
Data Link In Disclosure Management, a data link retrieves data. A data link is defined by: Definition of a Data Link ● A data source ●
A briefing book
●
A data provider
●
A data selection
●
Optionally, a format
Data Source A data source contains the connection parameters to a source system or file. To insert tables with data retrieved from the data cache, you must create a data source of type Disclosure Management.
Note: When you define a data source, the application stores its parameters into a config20.xml file in your operating system user profile. The management of the server and local config20.xml files can be complex and must be organized. To connect to most types of data sources, you must enter your credentials.
Briefing Book and Data Provider Depending on the type of data source, a briefing book has different types. The type of briefing book defines the type of data provider. The table indicates the correspondence between types.
Table 32: Correspondence between the Types Data Source, Briefing Book, and Data Provider Data Source Type
Briefing Book is a
Data Provider is a
Microsoft SQL Server, SAP ERP, SAP BW
Group of queries
Query
Disclosure Management
Report chapter in Microsoft Excel format and defined as visible
Worksheet or range of cells
Figure 25: Data Source, Briefing Book, Data Provider
Hint: In the Load Dataprovider window, you can filter the content of the Load BriefingBook or Query/View dropdown list. Choose the filter icon and select a period, report, or chapter.
Data Selection and Format If required, you can precisely select the data of a data link. You can apply a format to some data links.
Note: You can find more information about these topics later in this training.
LESSON OVERVIEW In this lesson, you will learn how to define the data selection of a data link, taking into account data additions. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Define data selections
Selection Methods for Data To select the data in a data link, you can use one of the following methods: ●
All data
●
Row by row
●
Column by column
●
Cell by cell
Figure 26: Example of Data Selection with Several Methods
Note: An ER range is a cell range defined in the data cache. ER ranges are optional. If an ER range can be useful to you, request the creation of an ER range to the person who organizes the data cache.
Selection Definition To add data to the selection, use the toolbars.
Metadata Insertion Depending on the data provider, instead of data, you can select metadata. For example, you can select the name of the data provider, the date of the latest data update, or the login of the user who made the changes. You see the metadata in the Meta data tab of the data link. LESSON SUMMARY You should now be able to: ●
LESSON OVERVIEW In this lesson, you will learn how to insert tables that contain data. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Insert tables
Table with Data Link The tables that you insert into Microsoft Word document with Disclosure Management are different from classic Microsoft Word tables. The tables you insert with Disclosure Management contain the data of a data link. In general, you insert into Word chapters data from the Disclosure Management data cache.
Caution: Instead of inserting tables with data retrieved from the Disclosure Management data cache, you can directly insert data from source systems. However, for performance, maintenance, and usability reasons, we recommend that you insert data from the Disclosure Management data cache.
Tables and Link Types Remember that depending on how you want to retrieve new data, you insert the table with an absolute or relative link.
1. In the Financial Statements_xx chapter of the Current Year → Annual Report report, with the DM Data Repository data source, insert the 04PL range as a table without the control columns. This range is in the Current Year/Data Cache/Financial Statements_xx briefing book.
1. In the Financial Statements_xx chapter of the Current Year → Annual Report report, with the DM Data Repository data source, insert the 04PL range as a table without the control columns. This range is in the Current Year/Data Cache/Financial Statements_xx briefing book. a) In the Report functional area, select the Current Year period and the Annual Report report. b) Select the Financial Statement_xx chapter and choose Edit. c) In Microsoft Word, in the Disclosure Management ribbon tab, choose Start. d) If needed, in the Disclosure Management ribbon tab, choose Datasources. e) In the Datasources (local) window, select DM Data Repository and choose the (Connect) pushbutton on the right in the Server area. f) In the Connecting with 'DM Data Repository' window enter dm-xx and training and choose OK. g) In the Datasources (Server:DM Data Repository) window, select DM Data Repository and choose the Connect pushbutton on the left in the Connection area. h) Choose OK. i) Put the cursor in a new row after the text. j) In the Disclosure Management ribbon tab, choose Table. k) In the Create datalink window, choose New. l) In the Datasources dropdown list, select DM Data Repository (Disclosure Management) and choose the
(Load Briefingbooks of the selected datasource) icon on the right.
m) In the Load BriefingBook or Query/View dropdown list, select Current Year/Data Cache/ Financial Statements_xx and choose the right.
(Load the selected BriefingBook) icon on the
n) In the Dataprovider list, select the checkbox of the 04PL range. o) Choose OK. p) In the Create datalink window, select the new data link and choose Edit.
q) In the Dataprovider1 window, to delete the current selection, choose Delete complete selection. r) In the area at the top, click into the columns with account names, on the left. s) Choose the Activate the selection of columns and choose Add the selected data to the preview. t) Choose OK. u) For the columns with the notes, December 2011 and December 2010 amounts, click into the column and choose Add the selected data to the preview. v) Choose OK two times. w) In the Disclosure Management ribbon tab, choose Apply changes. x) Optionally, enter a comment. y) Select Close and choose OK.
LESSON OVERVIEW In this lesson, you will learn how to format tables. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Format tables in Word chapters
Template When you insert a datalinked table in an MS Word chapter, you can format the table. You apply a table template that is defined in the BIP_WordTableDef.doc file. This file contains several table templates and is stored on the server.
Caution: The formatting you choose for a datalinked table is a property of the dataprovider. If you need to insert two times the same data with two different table templates, you must create two data providers, that is, two named ranges.
Level Formatting Once you have chosen a table template, you can assign a different formatting to each row. Each row template has a name. A Default row template is applied to all the rows of the table. The template can contain additional row templates, for example for the header, for subtotals, totals, and so on. When you assign a row template other than Default to a row of a dataprovider based on an ER range, you can specify whether the reference to the row is absolute or relative. By default, it is relative. To hide one or several rows, assign the Ignore row template. Note: This can be useful if some data of the dataprovider is not relevant and you have choosen to keep this information within a range you defined in the data cache. Another example is when you use two dataproviders refering to the same data, but with two different headers. In the data cache, you create two header rows included in the two BIP or ER ranges, and you ignore the first or second header in the datalinked tables.
When you want to modify the formatting of a table, you can apply some changes to the whole data provider: Action
Description
Delete
Removes the table template
Reload
Revert to the previous version of the table formatting
Reset
Keeps the same table template but assigns the Default row template to the whole table
Amount Format In Word chapters, the amounts of the data links are formatted according to: Amount Format Defined by ● The cell format of the Excel data cache chapter ●
The separators of the report locale (language culture)
For example, in the Excel chapter cells have the comma (,) as decimal separator, but not thousand separator. The report locale has a dot (.) for decimal separator and a comma (,) for thousand separator. In Word, the amount has a dot (.) decimal separator and no thousand separator. To Apply a Table Template You have inserted a table and want to format it. 1. Edit the Word chapter. 2. If required, connect to the DM Data Repository data source. 3. Edit the data link a) In MS Word, select the datalinked table and choose Create datalink. b) Select the Use template checkbox. c) Choose Format. 4. Choose the table template to apply it to the table. a) In the Template dropdown list, select the table template. Hint: If you have chosen a dataprovider to which a table template is already assigned, it will appear in the Format template window. You can also choose the Overview pushbutton to list all the relationships between data providers and table templates. 5. Optionally, to hide a row:
a) Choose Ignore in the Formatting dropdown list. b) Optionally, select the Absolute checkbox. 6. Apply the row templates. a) For each row, select a row template in the Formatting dropdown list. b) Optionally, select the Absolute checkbox. 7. To save the formatting, choose Save.
1. In the Income Statements_xx chapter of the Current Year → Annual Report report, format the income statement table with the STD_2PERIODS_NOTE template as follows: Account or Text
1. In the Income Statements_xx chapter of the Current Year → Annual Report report, format the income statement table with the STD_2PERIODS_NOTE template as follows: Account or Text
Formatting
(in thousands of €)
Head
All empty rows
Presentation_row
Gross profit
T0_DirectTotal
Financial result
T0_DirectTotal
Operating Profit
T1_Subtotal1
Net income (loss)
T3_GrandTotal
All other rows
Default
a) In the Current Year → Annual Report report, select the Income Statements_xx chapter and choose Edit. b) In Microsoft Word, in the Disclosure Management ribbon tab, choose Start. c) In the Disclosure Management ribbon tab, choose Datasources. d) In the Datasources (local) window, select DM Data Repository and choose the (Connect) pushbutton on the right in the Server area. e) In the Connecting with 'DM Data Repository' window enter dm-xx and training and choose OK. f) In the Datasources (Server:DM Data Repository) window, select DM Data Repository and choose the
(Connect) pushbutton on the left in the Connection area.
g) Choose OK. h) Put the cursor inside the table. i) In the Disclosure Management ribbon tab, choose Create datalink. j) In the Create datalink window, select the datalink. k) Select Use template and choose Format.
l) In the Format template window, in the Template dropdown list, select STD_2PERIODS_NOTE. m) In the Formatting column on the left, select the formattings according to the table. n) Choose Save, OK, and Yes. a) In the Disclosure Management ribbon tab, choose Apply changes. b) Optionally, enter a comment. c) Select Close and choose OK.
LESSON OVERVIEW In this lesson, you will learn how to insert a floatting text that displays data. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Insert floating texts
Selection To insert data into a sentence, you can insert a floating text. For a floating text, you define a data link that contains one cell of data.
Amount Format In Word chapters, the amounts of the data links are formatted according to: Amount Format Defined by ● The cell format of the Excel data cache chapter ●
The separators of the report locale (language culture)
For example, in the Excel chapter cells have a comma (,) as a decimal separator, but have no thousand separator. The report's locale has a dot (.) as decimal separator and a comma (,) as a thousand separator. In Word, the amount has a dot (.) as a decimal separator and no thousand separator.
Floating Text and Link Types Depending on how you want to retrieve new data, you insert the floating text with a different type of link.
1. In the Financial Statements_xx chapter of the Current Year → Annual Report report, below the inserted table, enter the sentence The revenues have increased from. 2. At the end of the sentence, insert a floating text with the 2010 revenues.
1. In the Financial Statements_xx chapter of the Current Year → Annual Report report, below the inserted table, enter the sentence The revenues have increased from. a) In the Current Year → Annual Report report, select the Financial Statements_xx chapter and choose Edit. b) Under the table, enter The revenues have increased from. 2. At the end of the sentence, insert a floating text with the 2010 revenues. a) In Microsoft Word, in the Disclosure Management ribbon tab, choose Start. b) In the Disclosure Management ribbon tab, choose Datasources. c) In the Datasources (local) window, select DM Data Repository and choose the (Connect) pushbutton on the right in the Server area. d) In the Connecting with 'DM Data Repository' window enter dm-xx and training and choose OK. e) In the Datasources (Server:DM Data Repository) window, select DM Data Repository and choose the
(Connect) pushbutton on the left in the Connection area.
f) Choose OK. g) In the Disclosure Management ribbon tab, choose Floating field. h) In the Create datalink window, choose New. i)
In the Datasources dropdown list, select Disclosure Management and choose the (Load Briefingbooks of the selected datasource) icon on the right.
j) In the Load BriefingBook or Query/View dropdown list, select Current Year/Data Cache/ Financial Statements_xx and choose the right.
(Load the selected BriefingBook) icon on the
k) In the Dataprovider list, select the checkbox of the 04PL range. l) Choose OK. m) In the Create datalink window, select the new data link and choose Edit.
n) In the Dataprovider1 window, to delete the current selection, choose Delete complete selection. o) In the area at the top, select the 37191 amount of Revenues and Dec 31, 2010. p) Choose Activate the selection of cells. q) Optionally, to select the data with a relative link, to obtain a blue anchor, choose the Activate/Deactivate absolute referencing icon. r)
Choose the
(Add the selected data to the preview) icon.
s) Choose OK. t) In the Disclosure Management ribbon tab, choose Apply changes. u) Optionally, enter a comment. v) Select Edit and choose OK.
LESSON OVERVIEW In this lesson, you will learn how to insert and format a formula field that displays data. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Insert formula fields
Selection To insert a formatted data into a sentence, you can insert a formula field. For a formula field, you define a data link that contains one cell of data.
Formula Field and Link Types Depending on how you want to retrieve new data, you insert the formula field with a different type of link.
Figure 33: Example of New Data in Formula Field
Format For formula fields, the following format types are available: Table 33: Formula Field Formats Format Type
Comment
Example
Numeric
Formats for numbers as defined in the report culture
1. In the Financial Statements_xx chapter of the Current Year → Annual Report report, after the floating field enter to .. 2. Before the . insert a formula field with the 2011 revenues formatted as euros (negative amounts with a minus sign). 3. Check if Microsoft Word bookmarks exist for the 2010 and 2011 amounts. If a bookmark doesn't exist, create it. 4. Using the bookmarks of the two amounts, create a field that displays increased if the 2011 amount is greater than the 2010 amount. If this is not true, the field displays decreased.
1. In the Financial Statements_xx chapter of the Current Year → Annual Report report, after the floating field enter to .. a) In the Current Year → Annual Report report, select the Financial Statements_xx chapter and choose Edit. b) After the floating field enter to .. 2. Before the . insert a formula field with the 2011 revenues formatted as euros (negative amounts with a minus sign). a) In Microsoft Word, in the Disclosure Management ribbon tab, choose Start. b) In the Disclosure Management ribbon tab, choose Datasources. c) In the Datasources (local) window, select DM Data Repository and choose the (Connect) pushbutton on the right in the Server area. d) In the Connecting with 'DM Data Repository' window enter dm-xx and training and choose OK. e) In the Datasources (Server:DM Data Repository) window, select DM Data Repository and choose the
(Connect) pushbutton on the left in the Connection area.
f) Choose OK. g) In the Disclosure Management ribbon tab, choose Formula field. h) In the Short selection window, choose the data provider icon at the top right. i)
In the Datasources dropdown list, select Disclosure Management and choose the (Load Briefingbooks of the selected datasource) icon on the right.
j) In the Load BriefingBook or Query/View dropdown list, select Current Year/Data Cache/ Financial Statements_xx and choose the right.
(Load the selected BriefingBook) icon on the
k) In the Dataprovider list, select the checkbox of the 04PL range. l) Choose OK. m) In the Short selection window, select the 48658 amount of Revenues and Dec 31, 2011.
n) In the Format type dropdwon list select Numeric. o) In the Format dropdown list, select #,##0.00 €;-#,##0.00 €. p) Optionally, to select the data with a relative link, to obtain a blue anchor, choose the Activate/Deactivate absolute referencing icon. q)
Choose the
(Create datalink) icon.
a) In the Disclosure Management ribbon tab, choose Apply changes. b) Optionally, enter a comment. c) Select Edit and choose OK. 3. Check if Microsoft Word bookmarks exist for the 2010 and 2011 amounts. If a bookmark doesn't exist, create it. a) To check that the floating text with the 2010 amount has a bookmark, in the Home ribbon tab, choose Find → Go To.... b) In the Find and Replace window, in the Go To tab, select Bookmark and BIP_SEL001, and choose Go To. The 37191 amount for 2010 is selected. c) In the Find and Replace window, choose Close. d) To create a bookmark on the 2011 amount, select the 48658 € amount and in the Insert ribbon tab, choose Bookmark. e) In the Bookmark window, in the Bookmark name field enter amount_2011 and choose Add. 4. Using the bookmarks of the two amounts, create a field that displays increased if the 2011 amount is greater than the 2010 amount. If this is not true, the field displays decreased. a) In the sentence, select the increased word. b) In the Insert ribbon tab, in the Text group, choose Quick Parts → Field.... c) In the Field window, choose the Field Codes pushbutton. d) In the Field codes field, enter IF amount_2011 > BIP_SEL001 increased decreased. Note: If there is an = sign, remove it. e) Choose OK. a) In the Disclosure Management ribbon tab, choose Apply changes. b) Optionally, enter a comment. c) Select Edit and choose OK.
LESSON OVERVIEW In this lesson, you will learn how to modify existing data links. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Modify inserted datalinks
●
Activate refresh options
●
Manage the list of datalinks
Data Link Modification You can modify the data link of an existing table, floating text, and formula field. For example, you can modify a data link so that it retrieves other data. To Modify an Existing Table or Floating Text You want that the data link of an existing table or floating text retrieves other data. 1. Place the cursor into the table or floating text. 2. In the Disclosure Management ribbon tab, choose Create datalink. 3. Choose Edit. 4. Modify the selection preview and choose OK. 5. Choose OK and Yes.
To Modify an Existing Formula Field You want that the data link of an existing formula field retrieves other data. 1. To place the cursor into the formula field, click into it. 2. In the Disclosure Management ribbon tab, choose Short selection.
Unit 5 Exercise 18 Modify an Inserted Data Link You need to change the sentence under the income statement table. It must retrieve and present the gross profit. 1. In the Financial Statements_xx chapter, modify the sentence under the table, so that it mentions the gross profit. 2. Modify the floating text so that it retrieves the gross profit for 2010. 3. Modify the formula field so that it retrieves the gross profit for 2011.
Unit 5 Solution 18 Modify an Inserted Data Link You need to change the sentence under the income statement table. It must retrieve and present the gross profit. 1. In the Financial Statements_xx chapter, modify the sentence under the table, so that it mentions the gross profit. a) In the Financial Statements_xx chapter, replace revenues have by gross profit has. 2. Modify the floating text so that it retrieves the gross profit for 2010. a) In the sentence, click the 37191 amount. b) In the Disclosure Management tab, choose Create datalink. c) In the Create datalink window, select the data link and choose Edit. d) Choose Delete complete selection. e) In the area at the top, select the 24768 amount of Gross profit and Dec 31, 2010. f) Choose the Activate the selection of cells. g) Optionally, to select the data with a relative link, to obtain a blue anchor, choose the Activate/Deactivate absolute referencing icon. h) Choose Add the selected data to the preview. i) Choose OK two times and Yes. 3. Modify the formula field so that it retrieves the gross profit for 2011. a) In the sentence, right-click the 46658 amount and choose Short selection.... b) In the Short selection window, select the 32024 amount of Gross profit and Dec 31, 2010. c)
Choose the
(Create datalink) icon and Yes.
d) In the Disclosure Management ribbon tab, choose Apply changes. e) Optionally, enter a comment. f) Select Close and choose OK.
Object Refresh Options For the tables and formula fields of a chapter, you can see and modify several properties. In the Manage Objects window, you see several properties: Object Properties ● Information about the object: identifier, type, briefing book, and data provider. ●
Information about the insertion of the object: who inserted it and when, who last refreshed the object and when.
●
Formatting properties: activation of format, styles, and template.
●
Refresh properties: activation of data update and change tracking.
In the Manage Objects window, you can filter the list of objects and edit their data link.
Target Object A data link retrieves its data into a table or a formula field; this is the target object of the data link. In the Create datalink window, in the top-center drop-down list, you can see the identifier of the target object. You may want to change the data link of a target object for different reasons: ●
●
The data source or briefing book name has changed. In the data cache, the layout of the data has changed or you want to retrieve other data: to avoid changing the chapter layout, you keep the target object, but change its data link.
Change of Data Source or Briefing Book When the data source or briefing book name has changed, to retrieve the same data as before, modify the data source and/or briefing book of the data link. To modify the data source and/or briefing book of a data link, in the Create datalink window, select the data link and choose Change. For example, you need to modify the data source and/or briefing book of a data link in an implementation project, when chapters have been transferred from a development system to a production system. In some projects, the data source and/or briefing book names are different between the two systems, but you want that objects of chapters still retrieve the same data.
Retrieval of Different Data If you need to change the data of a data link, in the Create datalink window, to change the: ●
Hint: Before modifying a data link, you can make a backup copy. To copy a data link, in the Create datalink window, select the data link and choose Copy. When you have modified the data link, to delete the backup copy, select the backup copy and choose Delete.
6. You format a table with column styles. Determine whether this statement is true or false. X
True
X
False
7. To insert several data from a data provider into a sentence, it is more practical to insert formula fields than floating texts. Determine whether this statement is true or false. X
True
X
False
8. To change the selection of a data link, you choose Edit. Determine whether this statement is true or false.
1. For chapter editing, Disclosure Management uses a check-out and check-in mechanism. Determine whether this statement is true or false. X
True
X
False
When you edit a chapter, it is checked-out. To save your changes, you check it in. 2. A briefing book can be a Disclosure Management chapter in Microsoft Excel format. Determine whether this statement is true or false. X
True
X
False
If defined as visible, a Disclosure Management chapter of the data cache is available as briefing book. 3. In a selection defined row by row, an absolute link always retrieves the same data. Determine whether this statement is true or false. X
True
X
False
If new data appears in the cells referenced by an absolute link, you see the new data. 4. When defining a selection, if the anchor icon is blue the link is relative. Determine whether this statement is true or false. X
5. In a Word chapter, a Disclosure Management table is simply an embedded Excel worksheet. Determine whether this statement is true or false. X
True
X
False
A Disclosure Management table is a Word table with a data link that retrieves data, generally from the data cache. 6. You format a table with column styles. Determine whether this statement is true or false. X
True
X
False
In a table format template, you choose formatting row by row. The formatting by columns is defined in the template. 7. To insert several data from a data provider into a sentence, it is more practical to insert formula fields than floating texts. Determine whether this statement is true or false. X
True
X
False
The formula field window displays the data of the latest inserted formula field. So, you can insert several data from the same data provider in very few clicks. 8. To change the selection of a data link, you choose Edit. Determine whether this statement is true or false.
LESSON OVERVIEW In this lesson, you will learn how to refresh and compare Word chapters. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Refresh the data in the chapters
●
Compare chapters after a data refresh
Refresh Options In Microsoft Word, you can refresh the data for the following objects: Refresh Possibilities in Word ● All objects of the document ●
All objects of the current page
●
The selected object
Note: Some chapters can contain many objects. To keep good system performances, check the number of datalinked objects. Only refresh all objects of the document if it is really required.
Refresh Wizard To refresh the data of objects, in the Disclosure Management ribbon tab, in the Refresh ribbon group, expand the Document pushbutton and choose one option for the object refresh. In the refresh wizard, you can select and deselect briefing books. You can activate a basic compare feature.
1. Check the content of the Notes_xx chapter of the Refresh period and Annual Report report. 2. The instructor updates the data cache with new data. 3. Refresh all tables of the Notes_xx chapter and check the data of all tables.
1. Check the content of the Notes_xx chapter of the Refresh period and Annual Report report. a) In the Report functional area, select the Refresh period and the Annual Report report. b) Select the Notes_xx chapter and choose Edit. c) Compare the tables and read the sentence before them. The tables contain the same data; the data come from the same data cache chapter. They have been inserted with different methods. 2. The instructor updates the data cache with new data. a) Ask the instructor to perform the steps of the instructor note. 3. Refresh all tables of the Notes_xx chapter and check the data of all tables. a) In the Notes_xx chapter, in the Disclosure Management ribbon tab, in the Refresh group, choose Document. b) Check that you are connected to the DM Data Repository data source. If not, connect to it. c) In the Refresh wizard, choose Next three times and Finish. d) Check the data in all the tables. ●
●
●
●
The first table retrieves all data, because it selects all the data in the worksheet. The second table does not retrieve the data of Japan 1, because it selects all data of the range and Japan 1 is not in the range. The third table does not retrieve the data of United Kingdom because the absolute link selects the two first rows of data (and the header row) of the range. Japan 1 is not in the range The fourth table does not retrieve the data of United States 2 because the relative link only selects the data of Germany 1 and United Kingdom. Japan 1 is not in the range
e) In the Disclosure Management ribbon tab, choose Apply changes. f) Optionally, enter a comment. g) Select Close and OK.
Compare In Microsoft Word, you can compare the content of a chapter: Table 34: Word Comparison Features Comparison Feature Type
Feature
Comparison Scope
Detail Level
Disclosure Management
Show changes in the Refresh wizard
Before and after refresh
Object
Microsoft Word, with Disclosure Management
Compare in the Disclosure Management ribbon tab
Current revision and another revision
Character
When you edit a chapter and refresh its data, you can have an overview of the changes. In the data refresh wizard, if you select Show changes you see which objects have changed. When you edit a chapter, you can compare its content precisely with another revision of the chapter. Choose the Compare pushbutton, select the revision to compare it with and you see a document comparison in Word format.
Unit 6 Solution 20 Compare Differences After a Data Refresh
1. In the Refresh period and the Annual Report report, compare the content of the Notes_xx chapter before and after data refresh. a) In the Report functional area, select the Refresh period and the Annual Report report. b) Select the Notes_xx chapter and choose Edit. c) In the Disclosure Management ribbon tab, in the Context group, choose Compare. d) In the Revision list of 'Notes_xx' window, select revision 1 and choose Compare. e) In the new Microsoft Word document with change tracking, check the changes between the current revision and revision 1. f) Close Microsoft Word and discard the changes on the Notes_xx chapter.
LESSON OVERVIEW In this lesson, you will learn how to refresh and compare chapters, and track the history of actions from the web interface. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Refresh the data of several chapters
●
Compare versions of a chapter
Content Refresh In the web interface, you can refresh the data of one or several chapters. In the Content refresh tab of a chapter, parent chapter, or report, you can see their briefing books. You can refresh the data and show the changes with another revision.
Revisions In the Revisions tab of a chapter or report, you see a list of the revisions. For each revision, you see the following information: Revision Information ● Revision number ●
File size
●
Action that created the revision
●
Who created the revision, that is, the user who performed the action
●
When the revision has been created
●
Comment entered by the user or created by the application
For a Word chapter, you can compare: Table 35: Web Comparison of Word Chapters
1. You can only compare the current revision with the previous revision. Determine whether this statement is true or false. X
True
X
False
You can compare the current revision with any other revision. 2. With the compare feature, you only see changes of text. Determine whether this statement is true or false. X
True
X
False
Changes are detected at the character level and for both text and amounts. 3. You can see who approved a chapter and when. Determine whether this statement is true or false. X
True
X
False
When you approve a chapter, which is a workflow action, this generates a history row with the user and date.
LESSON OVERVIEW In this lesson, you will learn how to use the workflow. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Use the workflow
Steps A workflow is made up of steps and activities (transitions between steps). As a chapter editor, you generally trigger the activities that change the status of a chapter. Each step is linked to a built-in linked status. The default 4-eye principle workflow includes five steps that correspond exactly to the linked status. Table 36: Linked Status Linked Status
Description
Open
Chapter/report has been created and is ready for editing, or chapter/report has been reopened
In Progress
Chapter/report editing has started
Finished
Chapter/report editing is finished and waiting for approval
Approved
Chapter/report has been approved
Rejected
Chapter/report has been rejected
The linked statuses apply both to the report and to each individual chapter.
The chapters of a report can be edited only when the Report is at the start step of the workflow. For example, Open. Editing a chapter does not change its workflow step. Before editing a chapter, we recommend that you trigger the Start work activity. When a chapter has reached the end step of the workflow (for example, Approved), it can no longer be edited.
1. Open report Workflow → Annual Report_xx. 2. Check the step of the three chapters. 3. Change the status of Chapter 2 to Finished. 4. Change the status of Chapter 2 to Approved. 5. Reopen Chapter 3. 6. Edit Chapter 3. Below the datalinked table, enter the following text using style DM Body: This is a comment added to the individual chapter. Check in Chapter 3. 7. Change the status of Chapter 3 to Finished then Approved. 8. Change the status of your Annual Report_xx report to In Progress.
1. Open report Workflow → Annual Report_xx. a) In the Report functional area, choose the Workflow → Annual Report_xx report. 2. Check the step of the three chapters. a) Choose the Cockpit or General tab. 3. Change the status of Chapter 2 to Finished. a) In the General tab, select Chapter 2. b) Choose Finish. 4. Change the status of Chapter 2 to Approved. a) Choose Approve. 5. Reopen Chapter 3. a) In the General tab, select Chapter 3. b) Choose Reopen. c) Enter a comment and choose OK. 6. Edit Chapter 3. Below the datalinked table, enter the following text using style DM Body: This is a comment added to the individual chapter. Check in Chapter 3. a) Choose Edit. b) Place the cursor below the datalinked table c) Enter This is a comment added to the individual chapter. d) Apply style DM Body to the paragraph. e) In the Disclosure Management ribbon tab, choose Apply changes. f) Optionally, enter a comment. g) Select Close and choose OK. 7. Change the status of Chapter 3 to Finished then Approved. a) In the Web client, choose Finish. b) Choose Approve. 8. Change the status of your Annual Report_xx report to In Progress. a) In the General tab, select the root node of report Annual Report_xx.
1. You can no longer edit a chapter that has reached the End step of its workflow. Determine whether this statement is true or false. X
True
X
False
If you want to edit a chapter that has reached the End step of its assigned workflow, you must first trigger an activity to change its workflow step. 2. Which of the following items is not a valid Disclosure Management linked status? Choose the correct answer. X
A Rejected
X
B Approved
X
C Initializing
X
D In Progress
The Initializing status is assigned to a workflow when it has not yet been started. For a chapter or report, the first workflow step is generally linked to the Open status.
LESSON OVERVIEW In this lesson, you will learn how to create the consolidated report and write changes you have made back into chapters. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Create the consolidated report
Consolidated Report Once you have finished editing all the individual chapters of a report, you can generate the consolidated report.
Note: If needed, you can also create the consolidated report before all its chapters have been approved. However, you may see inconsistent data. Creating the report does the following actions: Consolidated Report Processings ● Group together all the active chapters of the report ●
Apply the assigned Word templates (.dot/dotx files) to the chapters Note: If the BIP_WordTableDef.doc and Word templates contain styles with similar names, the styles of the Word template overwrite those defined in the BIP_WordTableDef.doc.
●
Save the report in the Disclosure Management database. The file format corresponds to the native output format defined by the report type.
Caution: Creating the consolidated report does not execute a refresh of the data links. If needed, you can refresh all the chapters before creating the report.
When you trigger the first workflow activity on the report, for example by executing the Start work activity, the workflow status changes to Report or chapters in progress and the chapters are in read-only mode. You can no longer edit these chapters, nor can you execute any workflow activity at the chapter level.
Unit 8 Exercise 22 Create the Consolidated Report The chapters of your annual report have been approved. You can now generate the consolidated report. 1. Generate the consolidated report Annual Report_xx for the Workflow period. 2. Display the consolidated report.
Unit 8 Solution 22 Create the Consolidated Report The chapters of your annual report have been approved. You can now generate the consolidated report. 1. Generate the consolidated report Annual Report_xx for the Workflow period. a) In the Report functional area, select the Workflow → Annual Report_xx report. a) In the General tab, choose Create. b) Optionally, enter a comment and choose OK. 2. Display the consolidated report. a) Choose View. b) Close Microsoft Word.
Write-back The write-back feature, available for a Word report, allows you to make changes to the consolidated report and replicate these modifications into the individual chapters.
Caution: Before editing the consolidated report, we recommend that you create it again, to be sure that the last version of each chapter is used. Before executing the write-back, you must first lock the report.
Note: You must also have a global or local role that includes the Report → Edit for writeback permission.
To Write Back Changes to the Individual Chapters You have made changes to the consolidated report and, for consistency, want to apply the same changes to chapters. 1. In the Report functional area, select the period and the report for which you want to execute a write back. 2. Lock the consolidated report. 3. Choose Write back. 4. Make modifications to the report. Note: Microsoft Word uses comments to identify the beginning and end of each chapter. If you make additions to the consolidated report, you must enter them between these comments. 5. In the Disclosure Management ribbon, choose Write back. 6. In the Write back dialog box, select the chapters to be written back. You can use the Actions and Options menu commands to change the display, and use the Search field. 7. Choose Apply. 8. To check-in the consolidated report, choose Apply changes.
1. Edit the consolidated report Workflow → Annual Report_xx for write back. 2. In MS Word, at the end of the consolidated report, just before the last paragraph, insert an additional comment: This is a comment added to the consolidated report. 3. Write back changes to the individual chapters. 4. Check-in the consolidated report. 5. Display individual chapter Chapter 3 to confirm the execution of the write-back.
1. Edit the consolidated report Workflow → Annual Report_xx for write back. a) In the Report functional area, select the Workflow → Annual Report_xx report. b) In the General tab, choose the root node of the report. c) Choose Lock. d) Deselect the Send notification to users checkbox. e) Optionally, enter a comment f) Choose OK. g) Choose Write back. 2. In MS Word, at the end of the consolidated report, just before the last paragraph, insert an additional comment: This is a comment added to the consolidated report. 3. Write back changes to the individual chapters. a) In the Disclosure Management ribbon tab, choose Write back. b) In the Write back dialog box, select only Chapter 3. c) Choose Apply. 4. Check-in the consolidated report. a) In the Disclosure Management ribbon tab, choose Apply changes. b) Optionally, enter a comment. c) Select Close and choose OK. 5. Display individual chapter Chapter 3 to confirm the execution of the write-back. a) In the Web client, select report Workflow → Annual Report_xx. b) In the area on the left, select Chapter 3. c) Choose View. d) See if the new comment has been correctly written back. e) Close Microsoft Word.
LESSON OVERVIEW In this lesson, you will learn how to generate an EDGAR version of the consolidated report. LESSON OBJECTIVES After completing this lesson, you will be able to: ●
Publish a report in EDGAR format
EDGARization EDGAR stands for Electronic Data Gathering, Analysis, and Retrieval. It is a system that the US Securities and Exchange Commission (SEC) uses to collect financial information of companies quoted on US Stock Exchanges. EDGARization means that you generate a report that meets the requirements.
Figure 34: EDGARization Process with Disclosure Management
From a consolidated report, Disclosure Management can generate an EDGAR report. To generate an EDGAR report, in Microsoft Word, in the Disclosure Management ribbon tab, choose Convert to Edgar HTML.
Note: You must open the consolidated report in edit mode. Depending on the content of your chapters or for testing purposes, you can also EDGARize a chapter. The EDGAR report is a ZIP archive file that contains: EDGAR Report ● An HTML file ●
EDGAR Requirements When you generate an EDGAR report, the application checks it for errors, for example: Table 37: Example of EDGAR Errors Content that Generates Error
Corresponding Tag in HTML
Nested table
Nested
Link to external web site, other than SEC previous submission
