RapidResponse User Guide

(Java Client)

SU 2312
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RapidResponse User Guide (Java Client)

Date of Publication: Thursday, December 14, 2023
Published in Canada.

Support: support@kinaxis.com
Web site: http://www.kinaxis.com
Contents

Contents 4

Part 1: Introduction to RapidResponse 16

CHAPTER 1: What is RapidResponse? 18
Key concepts in RapidResponse 19
Scenarios in RapidResponse 20
Introduction to RapidResponse resources 22
Different capabilities for different users 28
CHAPTER 2: About Kinaxis 36
Customer Support 36
CHAPTER 3: New and changed features 38
2023 changes affecting general users 39
2022 changes affecting general users 41
2021 changes affecting general users 47
2020 changes affecting general users 51
2019 changes affecting general users 54
2018 changes affecting general users 56
2017 changes affecting general users 59
2016 changes affecting general users 60

Part 2: Getting started 64

CHAPTER 4: Sign in and sign out 66
Sign in to RapidResponse (On-Demand systems) 67
Sign in to RapidResponse (On-Premises systems) 70
Launching the Web client 72
RapidResponse system requirements 75
Installing and configuring the Temurin OpenJDK 78
JRE memory settings and versions 80
Accessing resources and information from the Start page 88
Changing your password 89
Specify formats for dates, times, numbers, and currencies 91

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 Bulletin Board information 92
Sign out and exit RapidResponse 92
CHAPTER 5: Accessing help and documentation 94
Determining which help system or guide to use 96
Documentation conventions 99
Finding the content you need in HTML help 99
Your feedback 100
Help in resources 101
Other ways to learn about RapidResponse 106
CHAPTER 6: Determining where to begin 108
RapidResponse application window basics 112
Summary of RapidResponse panes 113
Finding resources using the Explorer 116
Search for a report that contains a specific text string 120
Resources that can only be opened from links 122
CHAPTER 7: Following standard procedures using task flows 124
Open and follow a task flow 124
CHAPTER 8: Participating in business processes 128
View process activities 129
Change the status of your activities 130
CHAPTER 9: Managing resources 132
Private and shared resources 133
Creating new resources 134
Viewing resource properties 135
View workbook and worksheet properties 135
Open a resource automatically upon signing in 136
Access favorite resources quickly 137
Create a shortcut to display workbook data 138
Create a shortcut to display scorecard data 140
Managing shortcuts 141
Creating personal resource tags 141
CHAPTER 10: Arranging your workspace 144
View multiple reports simultaneously 145
Keep a pane in view 146
Show or hide the Navigation Pane 147
Customize navigation pane layout 148
Refresh the contents of the Navigation Pane 150
Restore the original navigation pane layout 150
Adjust task flow reading pane 150
CHAPTER 11: Troubleshooting 152
Data Model Dialog Box 152

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Part 3: Viewing data in reports 156
CHAPTER 12: Using worksheets and workbooks 158
Worksheet types 160
Open a workbook to access a worksheet 160
Navigate workbooks and worksheets 161
Set worksheet viewing options 163
Hide worksheet columns 167
Freeze columns in a worksheet 168
Changing the order of worksheet columns 169
Adjust a worksheet's zoom level 171
Restore original worksheet appearance in a workbook 173
CHAPTER 13: Viewing data in workbooks 174
Display data in a worksheet 183
Display part data 186
Revert to previously displayed data 187
View money data in a worksheet 188
Understanding how numeric values are displayed 190
Change the units for numeric data in a worksheet 191
Show reference parts 193
Display most recent data 195
View data from multiple scenarios 197
View data in a crosstab worksheet 200
Select data 206
View auto statistics for selected data 207
Add and view notes 209
CHAPTER 14: Working with data in workbooks 214
Sort data 214
Set date buckets 215
Create or modify a filter 219
Link to different resources from a worksheet 221
Cancel data retrieval in a worksheet 227
CHAPTER 15: Searching data in workbooks 228
Search for specific data 230
Clear a data search 233
Data types 234
Operators and wildcards 236
Non-standard data types 238
Examples of search syntax 239
CHAPTER 16: Viewing data in charts 240
Types of charts 242
Viewing charts in dashboards 249

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 Viewing charts in workbooks 250
Viewing details in a chart 251
Drill from a chart 252
Copy, print, and save a chart 255
Change what data displays in a chart 257
Change how a chart displays data 261
Change the colors in a chart 263
Visualizing the bill of material 264
Understanding nodes in a BOM chart 266
Controlling your view in a BOM chart 268
Focusing on a component in a BOM chart 269
Viewing part substitutes, co-products, and by-products in a BOM chart 270
Resetting a BOM chart 272
Using network visualizations 272
Understand the network visualization structure 274
Understand network visualization styles 276
View more details about nodes and links 284
Focus on specific nodes and links 286
Control your view in a network visualization 289
Use the network visualization legend 291
Search a network visualization 292
Drill from a network visualization 294
Reset a network visualization 295
Visualizing data on a timeline 295
Understanding the data in a timeline visualization 296
Drill to more information from a timeline visualization 301
Viewing data in single value charts 302
View help in a single value chart 304
Drill to more information from a single value chart 304
Viewing data in sparkline charts 306
Viewing help in a sparkline chart 307
Drill to more information from a sparkline chart 308
Save and print a visualization 310
CHAPTER 17: Viewing data in treemaps 312
Interpret data in a treemap 314
Open a treemap to view data 317
Change the data views in a treemap 317
Track data filtering in a treemap 326
Use a treemap to drill to details 326
View data in a circular treemap 328
Copy, print, and save a treemap 328

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CHAPTER 18: Viewing data in dashboards 330
Open a dashboard 331
About widgets 332
Magnify a widget 337
Refresh widget data 339
View data in a treemap widget 340
Open a linked resource from a dashboard widget 342
Drill from a widget 342
CHAPTER 19: Data settings in dashboards 346
View data dashboard settings 348
Change data settings for a dashboard 350
Change data settings for a widget 352
CHAPTER 20: Viewing data in geospatial visualizations 354
The geospatial visualization interface 355
Toggle views 358
Focus your data view 359
View information for a location 360
Refresh geospatial data 361
Heatmap locations 361
CHAPTER 21: Viewing scorecard data 364
Specify the data displayed in a scorecard 369
Specify scorecard viewing options 371
Calculate metric results in a scorecard 373
Drill to worksheets and forms from scorecards 373
Display scorecard data in a chart 377
Using a target scorecard to make decisions 384
CHAPTER 22: Using hierarchies in reports 388
Filter and summarize data with hierarchies 391
CHAPTER 23: Scheduling reports 394
About automatically generating reports 395
Create a scheduled report 396
Sending customized reports 397
Specify report settings 400
Specify how a report is delivered 402
Specify information included with a report 404
Test a report 406
CHAPTER 24: Exporting data 408
Export data to a Microsoft Excel file 410
Export data to a text file 414
Export data to a PDF file 416
Export data to an HTML file 416
Export data to an XML file 417

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 Copy and paste data 418
CHAPTER 25: Printing reports 420
Before you print 421
Print worksheet data 421
Print scorecard data 422
Copy and print dashboard widgets 422
Save a report as a PDF file 423
Customizing appearance of printed reports 423
Set headers and footers for printed reports 425

Part 4: Editing data 430

CHAPTER 26: Modifying data in workbooks 432
Delete records 434
Edit records 438
Edit dates, and dates and time 441
Edit records in a crosstab worksheet 444
Edit summarized records in hierarchies 447
Edit summarized records in average values 449
Edit records in percentage values 451
View and simulate currency conversion rates 453
Copy data between worksheets 455
Run workbook commands 458
Add a note 463
Undo data changes 463
Save data changes 464
Show disaggregation results after saving 464
Insert a record 465
Split a record 468
CHAPTER 27: Transferring inventory 472
Transfer inventory 475
View or modify existing transfers 477
CHAPTER 28: Importing data 478
Import data from a text file 480
Import data from a Microsoft Excel file into a workbook 482
Import data from a Microsoft Excel file into a scenario 487
Example of using a workbook to import data 491
Data import error categories 497
Data import error messages 498
Saving data import error messages 501
Importing only valid records 501
CHAPTER 29: Worksheets for importing data from a Microsoft Excel file 504
Importing data in tabular worksheet format 505

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 Importing data in crosstab worksheet format 507
Settings worksheets for importing data 510
Settings worksheet syntax 511
Create a Settings sheet for importing data 512
Version 400 Settings sheets 515
Version 300 Settings sheets 524
Version 200 Settings sheets 533
Version 100 Settings sheets 539
CHAPTER 30: Using forms 544
Run a form 546
Upload data to a form 549

Part 5: Communication and decision making 550

CHAPTER 31: Communicating using Message Center 552
Summary of Message Center icons 555
Read a message 556
Contact a message's sender 556
Mark a message as unread 557
Print a message 557
Send a message from a contact card 557
Send a resource link 559
Send a resource link with a report attached 563
Copy and paste a resource link 564
Open a resource link 565
Open or save an attachment 566
Sort the message list 566
Search the message list 567
Delete messages 567
Message Center and email 568
Messages from collaborations 569
CHAPTER 32: Managing your contact information 570
Specify your contact information 571
Set your profile picture 572
View another person's contact information 575
CHAPTER 33: Simulating business changes 578
Understanding the scenario structure 579
Summary of scenario icons 581
Changes to scenarios during data imports and updates 583
View information about a scenario 583
Track activity in a scenario 584
Track data changes in a scenario 585
View conflicting data changes in a scenario 588

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 Update data in a scenario 589
Discard changes in a scenario 590
Export scenario activity 591
Commit data changes to a parent scenario 593
Respond to a scenario 595
Add notes about a scenario 596
Change a scenario's status 597
Undo scenario property changes 598
Save scenario property changes 598
Distributing a scenario activity report 598
CHAPTER 34: Managing scenarios 602
Create a scenario 603
Change a scenario's purpose 604
Rename a scenario 605
Delete a scenario 606
Automatically update a scenario 607
Currency conversion rates in scenarios 608
Share a scenario 608
Scenario notifications 614
Add links to scenario notifications 614
Remove access to a scenario 616
Give a scenario 616
CHAPTER 35: Simulating with different control settings 618
About perspectives 619
Determine if a scenario has a perspective applied 620
Create a scenario with a perspective applied 621
Edit and commit a scenario with a perspective applied 623
Update a scenario with a perspective applied 623
CHAPTER 36: Tracking responsibility 624
Assign responsibility 625
View data responsibility using a responsibility definition 629
View data responsibility in worksheets 632
CHAPTER 37: Collaborating to solve business challenges 634
Collaboration Center 635
Start a new collaboration 636
The collaboration interface 639
Set up a collaboration 641
Viewing a collaboration 642
Managing a collaboration 643
Add users to a collaboration 644
Remove participants from a collaboration 646
View information about participants 646

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 View information about user groups 647
Participate in a collaboration 649
Leave a collaboration 649
Work on a collaboration 650
Add a scenario to a collaboration 650
Manage scenarios in a collaboration 652
Compare scenarios 654
Goals 654
Communicate in a collaboration 656
View the latest content in a collaboration 659
Add resource links to a collaboration 660
Add screenshots to a collaboration 661
Commit a scenario in a collaboration 663
Generate and distribute a report of your actions 664
Archive a collaboration 665
CHAPTER 38: Running business processes 668
Create a process instance 669
Edit process instance properties 670
Change activity properties 671
Change the status of a process instance and activities 674
Delete a process instance 675
About process instance notifications 675
Create or modify process instance notifications 676
Create or modify activity notifications 677
CHAPTER 39: Extensions and add-in applications 680
Access an external application or link 680
Run an add-in application 680
Scheduling the running of an add-in 681
View information about an add-in application 681

Part 6: Automating tasks 682

CHAPTER 40: About automation in RapidResponse 684
Alerts 685
Scheduled tasks 685
Automation chains 686
Scripts 687
Workflows 688
Workflow properties 689
Understanding the BPMN system in a workflow 692
CHAPTER 41: Running automation resources manually 696
Run an alert 698
Alert messages in Message Center 699

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 Alert messages by email 701
Run a scheduled task 701
Run an automation chain 703
Run a script 704
Run a workflow 706
Search for an automation resource 707
Unlock an automation resource 708
CHAPTER 42: Viewing help for an automation resource 710
View help for an alert 710
View help for a script 711
View help in a workflow 712
CHAPTER 43: Creating alerts 714
Creating worksheet alerts 716
Create an alert to monitor worksheet data 719
Create an alert to monitor a specific record 722
Define worksheet search properties for an alert 725
Create an alert to monitor scorecard data 726
Create an alert to monitor data in a widget 730
Create an alert to monitor data changes in a scenario 731
Schedule when an alert runs 732
Send notification messages when an alert completes 735
Add links to alert notifications 739
Attach a report to an alert message 741
Customize how alerts run 743
Use a temporary scenario in an alert 744
Currency considerations in alerts 745
Modifying alerts 746
Add an alert to the versioned repository 746
Modify an alert 748
Version numbering 751
Version history 752
Compare versions of an alert 753
Share an alert 755
Copy an alert 756
Give an alert 757
Import or export an alert 757
Delete an alert 759
CHAPTER 44: Using predefined schedules to run alerts 762
Create a predefined schedule 762
Share a predefined schedule 763
View predefined schedules 764
Edit a predefined schedule 764

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 Delete a predefined schedule 765
CHAPTER 45: Automation resource details and logging 766
Automation task logging 767
Workbook command logging 774
Script logging 780
Workflow logging 781

Glossary 784

Index 806

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Contents
Part 1: Introduction to RapidResponse
l "What is RapidResponse?" on page 18
l "About Kinaxis" on page 36
l "New and changed features" on page 38

This section gives you a brief introduction about Kinaxis, RapidResponse, and its new and updated
features.
CHAPTER 1: What is RapidResponse?
Key concepts in RapidResponse 19
Scenarios in RapidResponse 20
Introduction to RapidResponse resources 22
Different capabilities for different users 28

This documentation set (Help and User Guide) supports RapidResponse® from Kinaxis®.

RapidResponse integrates key functional processes in supply chain management (SCM), sales and
operations planning (S&OP), and other associated areas. It is a cloud solution that allows companies to
dramatically reduce the time it takes to identify plan deviations and make critical course corrections.
Expanding beyond SCM and S&OP, RapidResponse measures the impact of changes (current and future)
and allows teams to collaborate on response scenarios across interrelated functions, inside and outside
the company.
With RapidResponse, companies benefit from an end-to-end solution in a single product. Users
throughout the entire supply chain, from demand managers and customer service representatives to
master schedulers and planners have access to these key capabilities:
l Data visibility and reporting: provides companies with an accurate and dynamic view of their
entire supply chain. Data collected from multiple sites and disparate enterprise systems, including
key suppliers and contract manufacturers, is transformed into valuable information that provides
operational insight, driving improved decision-making and action.
l Interactive visualizations: dashboards, treemaps, and chart visualizations fulfill a critical
requirement for monitoring key performance indicators (KPIs) and pinpointing the cause of a
problem before taking action. Plan deviations are easily identified and the root causes of any
issues are quickly discovered, allowing companies to make crucial course corrections in a timely
manner.

RapidResponse User Guide (Java Client) 18

 l Collaborative what-if analysis: enables companies to instantly understand the impact of a change
on operations by simulating supply chain events and proposed solutions. Numerous scenarios can
be created and evaluated by various departments before any corrective actions are taken.
l Scorecarding: calculates and compares the scores of multiple what-if scenarios in terms of how
well they meet specific individual, departmental, and company-wide metrics and objectives.
l Alerting and event management: allows for continuous monitoring of supply and demand
activities and automatically generates notifications when exceptions that pose risk to the business
occur.

Key concepts in RapidResponse

The following concepts are important for understanding how RapidResponse works and how it is
different from your other enterprise data systems.

Where does the data in RapidResponse come from?

An important capability of RapidResponse is that it enables users to view and analyze enterprise data
from multiple systems and sites. Data is extracted from different sources, such as your ERP system,
forecast system, and your contract manufacturer's system, and imported into RapidResponse. This data
is instantly transformed into valuable information that users can access through the RapidResponse
client interface, using a secure Internet (or intranet) connection.

Data in scenarios
RapidResponse enables what-if analysis and collaboration through scenarios, which are essentially
versions of a company's enterprise data. Scenarios are organized in a tree structure, in which each
scenario is based on another scenario. The following example shows the organization of RapidResponse
scenarios.

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CHAPTER 1: What is RapidResponse?
Within a scenario, data can be modified , and the changes that can be evaluated range from an order
policy change to an introduction of an entire product line.
For more information, see "Scenarios in RapidResponse" on page 20.

Resources for viewing and editing data

Resources are used to view and edit data in scenarios. They include:
l Reports: display data in dashboards, workbooks, and scorecards.
l Tasks: help you to follow steps to complete procedures and edit data in RapidResponse.
l Automation resources: are used to free up your time by performing repetitive tasks for you, or by
simplifying tasks.
l Filtering resources: are used to control which subset of the data you are working with.

For more information, see "Introduction to RapidResponse resources" on page 22.

Some resources needed for common business processes are included with RapidResponse, and other
resources might be created to meet your company's unique needs. RapidResponse users are given
access to different resources, depending on their roles in the company. For more information, see
"Different capabilities for different users" on page 28.

User account permissions

Permissions define which RapidResponse capabilities user or group of users can access, and the data
they can view. For example, creating new scenarios requires a permission. RapidResponse
administrators are responsible for ensuring that users have the permissions needed to do their jobs. For
more information, see "Different capabilities for different users" on page 28.
Some capabilities, such as accessing help or printing reports, do not depend on permissions, and are
available to all users.

Scenarios in RapidResponse
The RapidResponse database stores data as scenarios. Each scenario represents a different, complete
version of your company's enterprise data. Depending on the permissions assigned by their
administrators, RapidResponse users can create new scenarios to simulate business changes, such as
supply shortages or changes to large orders. Scenarios allow you to experiment with different ways to
respond to challenges, and discard plans that do not work, rather than having to undo changes.
Historical data can also be stored in scenarios, allowing you to see what has changed over time.

RapidResponse User Guide (Java Client) 20

Scenarios in RapidResponse
 If you have access to more than one scenario, you can see the list of scenarios you have access to in the
Scenarios pane or in the toolbar or data settings of an open report. If a scenario icon is shown with a
padlock , you can view data in the scenario, but you cannot edit it. An example of scenarios that can
be selected from a workbook toolbar control is shown in the following illustration.

Scenarios exist in a parent-child relationship, where each scenario, except for the root scenario, is the
child of another scenario. If you have access to a scenario and its parent, the parent-child relationship
of those scenarios is shown. For example, in the preceding illustration, the Approved actions scenario is
a child of the Enterprise Data scenario. The parent of the Change sales forecast scenario is not visible
because it has not been shared with this user. The Enterprise Data scenario is the root scenario, so it
does not have a parent. For more information about the structure of the scenario tree, see
"Understanding the scenario structure" on page 579.

Editing data in scenarios

When you modify data in RapidResponse, the data changes are made in a scenario. All data edits
should be made in a private scenario that is a child of a shared scenario. Those changes should be
verified and then committed to the shared parent scenario. This ensures that changes introduced to
the data are as intended and prevents two users from overwriting each others changes.

Creating scenarios
If you have the required permissions, you can perform actions including creating scenarios and sharing
scenarios from the Scenarios pane. Creating scenarios and sharing scenarios require two separate
permissions, so you might be able to create them for your own private analyses, but not share them
with other users.

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CHAPTER 1: What is RapidResponse?
New scenarios can be created quickly because only the differences between the data in the new
scenario and the data in its parent are recorded. When a new scenario is created, there are not any
differences yet, so the process is more like creating a blank file than like copying a very large database.
After a scenario is created, changes made to the parent or the child that result in the data in the two
scenarios being different are tracked. When you access data in a scenario, any records that are identical
in both that scenario and its parent are retrieved from the parent scenario.
For more information about creating and managing scenarios, see "Managing scenarios" on page 602.

Viewing data in scenarios

You can view, and in some cases edit, a scenario's data in reports. These scenarios might be ones you
create, ones created by other users and shared with you, or the standard scenarios included with
RapidResponse, which can be shared with you by your RapidResponse administrator. For more
information about how a scenario affects the data visible in a worksheet, see "Viewing data in
workbooks" on page 174 and "Data settings in dashboards" on page 346.

Introduction to RapidResponse resources

Resources are tools that you can use to view, monitor, and work with data. They are broken down into
several types, each with a different function. For example, you might use workbooks to view and
modify data, filters to limit the data displayed in workbooks, alerts to monitor changes in the data, and
so on. Individual users are granted permission to use different subsets of the available resources,
depending on their job functions.
Resources are shown in the Explorer, which provides access to common functions performed with
those resources. For more information, see "Finding resources using the Explorer" on page 116.
The following types of resources might be available to you:
Reports

l "Dashboards" on page 23
l "Workbooks" on page 24
l "Scorecards" on page 25

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Introduction to RapidResponse resources
 Tasks

l "Task flows" on page 25

l "Processes" on page 26
l "Responsibility Definitions" on page 26
l "Forms" on page 26

Automation

l "Automation chains" on page 26

l "Alerts" on page 26
l "Scheduled tasks" on page 27
l "Scripts" on page 27

Filtering

l "Filters" on page 27
l "Hierarchies" on page 27

Other

l "Widgets" on page 28

Reports
Dashboards
Dashboards hold a series of widgets that provide you with status updates on areas important to you
and allow you to drill to detailed resources as needed. Dashboards are designed based on your role,
and are provided to you by your RapidResponse administrator. For more information, see "Viewing
data in dashboards" on page 330.

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CHAPTER 1: What is RapidResponse?
Workbooks
Workbooks are used to view, analyze, and modify data. Each workbook contains worksheets, which
display data in a spreadsheet-like environment. For more information, see "Using worksheets and
workbooks" on page 158.

There are three types of workbooks that you might see in the Explorer, each identified with a different
icon:

l : standard workbooks
l : metric workbooks.
l : workbooks for publishing data to your customers who are RapidResponse subscribers. For
more information, see the RapidResponse Resource Authoring Guide (Java client)

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Introduction to RapidResponse resources
 Scorecards
Scorecards are used to view data summarized by various metrics, which show how data varies between
scenarios or how closely data meets a set of targets. Comparing results between scenarios allows you
to choose the most beneficial course of action. For more information, see "Viewing scorecard data " on
page 364.

Tasks
Task flows
Task flows are step by step procedures you can follow to perform a complex task. Individual steps of a
task flow might link to the resources required to complete the steps, or launch scenario actions. For
more information, see "Following standard procedures using task flows" on page 124. For information
about the task flows included with RapidResponse, see the RapidResponse Applications Guide (Java
client).

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CHAPTER 1: What is RapidResponse?
Processes
Processes are a little bit like tasks, but they are used to coordinate the efforts of multiple people across
an organization to complete more complex series of activities. For more information, see "Participating
in business processes" on page 128 and "Running business processes" on page 668.

Responsibility Definitions
Responsibility definitions are used to assign responsibility for data to RapidResponse users, so that they
can be contacted about issues affecting the data they are responsible for. You might be able to assign
responsibility for data to other users, or you might only be able to assign responsibility to yourself. For
more information, see "Assign responsibility" on page 625.

Forms
Forms are used to complete a business task or series of focused tasks such as running a data
modification. For more information, see "Run a form" on page 546.

Automation
Automation chains
Automation chains are a type of automation task used to run a sequence of alerts and scheduled tasks.
Automation chains can be used to define a business process, which runs automatically. You can specify
the schedule that an automation chain runs on. For more information, see "Automation chains" on
page 686.

Alerts
Alerts are a type of automation task used to monitor data and send notification messages when the
data meets a specified condition. For more information, see "Alerts" on page 685. The following
illustration shows an alert message in Message Center.

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Introduction to RapidResponse resources
 Scheduled tasks
Scheduled tasks are a type of automation task used to automatically run specific operations, such as
modifying data with workbook commands or running scripts. You can specify the schedule that a
scheduled task runs on. For more information, see "Scheduled tasks" on page 685.

Scripts
Scripts are used to automate RapidResponse tasks and processes, such as creating and sharing
scenarios or modifying data with workbook commands. If you have been provided scripts, you can run
a script manually, or automatically using a scheduled task. For more information, see "Scripts" on page
687.

Filtering
Filters
Filters are used to limit the data shown in a dashboard, workbook, or scorecard. Filters allow you to see
a manageable amount of data in a worksheet, or to view data specific to your job. For more
information, see "Viewing data in workbooks" on page 174.

Hierarchies
Hierarchies are used to view data at different levels of detail, and allow you to view both high-level
data, such as forecasts for an entire product line, and low-level data, such as forecast for a single part,
in the same worksheet. For more information, see "Viewing data in workbooks" on page 174.

27 RapidResponse User Guide (Java Client)

CHAPTER 1: What is RapidResponse?
Other
Widgets
Widgets provide a visual or text-based summary of data and trends and allow you to drill to detailed
resources as needed. Widgets are located on your dashboard for easy access. For more information,
see "About widgets" on page 332.

Different capabilities for different users

RapidResponse is a versatile and dynamic application that offers unique features and resources for
different types of users. How you use RapidResponse depends largely on your job function. Your
RapidResponse administrator customizes your RapidResponse experience based on the information you
require and the tasks you need to perform as part of your job. For example, some users only need to
view information, while others need to run what-if simulations to resolve various supply chain
problems.
This topic describes four common categories of RapidResponse users to help you to understand the
range of configurations that can exist:

RapidResponse User Guide (Java Client) 28

Different capabilities for different users
 l Consumer: users can view some data from their company's enterprise data systems and might be
able to monitor data by creating personal alerts.
l Contributor: users can view and modify data in one or more scenarios that have been shared with
them.
l Simulation/Collaboration: users can create what-if scenarios to simulate business problems. They
might also be able to collaborate on solutions with other RapidResponse users.
l Resource Author: users can create a variety of RapidResponse resources.

There are considerably more than the four general settings that determine what you can do in
RapidResponse, so two users who fall into the same category might have very different capabilities.
As you use this guide, keep in mind that your toolbars, menus, and resources might not be exactly like
the ones shown in an illustration, because so many variations are possible. Your list of options might be
longer or shorter, and in some cases, you might not be able to complete a procedure described in this
guide because the option is not available to you. If you do not have access to the options you need,
contact your RapidResponse administrator to modify your permissions.

29 RapidResponse User Guide (Java Client)

CHAPTER 1: What is RapidResponse?
Consumers
Consumers could include managers and financial analysts. They typically view data in reports created
for them. As a consumer, when you first sign in to RapidResponse, you might be presented with a
report (a dashboard, workbook or scorecard) that displays data related to your job function, and
includes links to detailed information, as in the following illustration.

RapidResponse User Guide (Java Client) 30

Different capabilities for different users
 You might also have access to multiple reports, which you can open from the Explorer. You might also
be able to create personal alerts that monitor data and notify you if specific data changes.

31 RapidResponse User Guide (Java Client)

CHAPTER 1: What is RapidResponse?
Contributors
Contributors not only view data in RapidResponse, but contribute by editing or adding information. For
example, a warehouse manager might use a form to update inventory data. Contributors might also be
external users, such as suppliers and customers, who need to modify order information. A supplier, for
example, might open a workbook to view new part orders, and then commit to delivering the parts,
decline the orders, or propose changes.

RapidResponse User Guide (Java Client) 32

Different capabilities for different users
 Simulation/collaboration users
Simulation/collaboration users might be master schedulers, production planners, and material planners
who view data, and also modify it to perform what-if simulations to resolve various issues. These users
might also be able to collaborate with others on a solution to a particular problem and have access to
the Scenarios pane where these tasks can be performed.

33 RapidResponse User Guide (Java Client)

CHAPTER 1: What is RapidResponse?
Resource authors
Users who are resource authors have more advanced reporting and analysis knowledge, and can create
some or all of the types of resources available in RapidResponse. Resources include reports, tasks,
automation tools, and filters. Sometimes they create these resources for their own purposes, and they
might also have permission to share resources with other users.
To learn more about resource authoring, see the RapidResponse Resource Authoring Guide (Java client).

RapidResponse User Guide (Java Client) 34

Different capabilities for different users
CHAPTER 2: About Kinaxis
Customer Support 36

Kinaxis enables our customers to improve and accelerate analysis and decision-making across their
supply chain operations.
We help leaders across multiple industries, including A&D, Automotive, High Tech, Industrial, and Life
Sciences to create a foundation for concurrent planning, continuous performance monitoring, and
coordinated responses to plan variances across multiple areas of the business. Our single-product
offering supports a full spectrum of supply chain related business processes, including S&OP, supply
planning, capacity planning, demand planning, inventory management, MPS, and order fulfillment.
Our customers have immensely complex supply chain networks and volatile business environments. Yet,
they have been able to replace disparate planning and performance management tools and realize
significant operations performance breakthroughs in planning cycles, supply chain response times, and
decision accuracy. They can easily model varying supply chain conditions to make both long-term and
real-time demand and supply balancing decisions quickly, collaboratively, and in line with the shared
business objectives of multiple stakeholders.
For more information, visit www.kinaxis.com or the Kinaxis Knowledge Network at
http://knowledge.kinaxis.com/. Kinaxis trades on the Toronto Stock Exchange (TSX:KXS).

Customer Support
The Kinaxis Customer Support team understands demand and supply chain planning, monitoring, and
response, and is experienced in applying RapidResponse to real-world business scenarios. Areas of
expertise include:

RapidResponse User Guide (Java Client) 36

 l RapidResponse functionality
l Data extraction and mapping issues
l Technical software compatibility
l Coordination of integration
l Product implementation

If you are a key support contact, you can submit support cases. To submit a support case, log into the
Kinaxis Knowledge Network. You can also contact Kinaxis Customer Support by phoning 1-866-463-
7877 or by sending a message to support@kinaxis.com.

Kinaxis Knowledge Network

The Kinaxis Knowledge Network is the place to find knowledge about RapidResponse. In one site, you
can:
l Search all knowledge about RapidResponse, including product documentation, knowledge base
articles, and threaded discussions about common questions.
l Review your company's Customer Support requests (and, if you are a key support contact, create
new Support requests).
l Engage with a community of RapidResponse experts in the Discussion Groups.

Go to https://knowledge.kinaxis.com and log in today. You can also access the Kinaxis Knowledge
Network from RapidResponse by clicking Kinaxis Knowledge Network on the Help menu.

37 RapidResponse User Guide (Java Client)

CHAPTER 2: About Kinaxis
CHAPTER 3: New and changed features
2023 changes affecting general users 39
2022 changes affecting general users 41
2021 changes affecting general users 47
2020 changes affecting general users 51
2019 changes affecting general users 54
2018 changes affecting general users 56
2017 changes affecting general users 59
2016 changes affecting general users 60

This section describes all the new user features introduced in recent versions of RapidResponse.
There are similar chapters in other guides. For more information, see "Determining which help system
or guide to use" on page 96.
You can also earn more about the new features and changes included in RapidResponse from the
RapidResponse Release Summary Guide. A new version of the RapidResponse Release Summary Guide is
released with each new version of RapidResponse.
This document is available for download from the Kinaxis Knowledge Network and summarizes the
changes to RapidResponse. It contains a compilation of changes gathered from every RapidResponse
guide and help system. It also contains lists of defects resolved in each version.

To access the RapidResponse Release Summary Guide

1. On the Help menu, click Kinaxis Knowledge Network.
2. Sign into the Kinaxis Knowledge Network.
You can create a new Kinaxis Knowledge Network account if you do not have one. An account is
required.

RapidResponse User Guide (Java Client) 38

 3. On the Knowledge menu, click Documentation.
4. Under Release Summary Documents, select a release to download the PDF document.

Tip: You can also find release summary content in the Global Help system.

2023 changes affecting general users

The following 2023 releases include features affecting general users:
l "Service Update 2311" on page 39
l "Service Update 2308" on page 39
l Service Update 2306
l "Service Update 2304" on page 40
l "Service Update 2304" on page 40
l "Service Update 2301" on page 40

Service Update 2311

Exporting compressed reports using alerts
If you are using On-Demand RapidResponse, you can now optionally compress any report file exported
to an external file location by alerts. This allows you to reduce the size of files that are transferred
between RapidResponse and the file destination. Reports of any file type can be compressed. See
"Specify how a report is delivered" on page 402.

Service Update 2308

Microsoft Windows Vista, 7, and 8 support to be discontinued
In an upcoming RapidResponse Service Update, support for launching RapidResponse on Microsoft
Windows Vista, 7, and 8 will be discontinued. These versions of Windows are no longer supported by
Microsoft, and it is recommended all users migrate to a later version of Windows.

Mac OS X 10.10 (Yosemite) and 10.11 (El Capitan) support to be discontinued

In an upcoming RapidResponse Service update, support for launching RapidResponse on Mac OS X
10.10 (Yosemite) and 10.11 (El Capitan) will be discontinued. These versions of Mac OS X are no longer
supported by Apple, and it is recommended all users migrate to a later version of Mac OS.

39 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
Service Update 2306
Internet Explorer support
As previously announced, official support for using Internet Explorer (or Microsoft Edge in
IE mode) with RapidResponse has now ended.

Service Update 2305

Java support on MacOS
Access to the RapidResponse Java client is now supported only with Oracle Java products (Oracle JRE
and Java Web Start) on MacOS. If you want to use the Temurin OpenJDK with IcedTeaWeb on MacOS,
you can use a Microsoft Windows virtual environment. See "RapidResponse system requirements" on
page 75.

Service Update 2304

Add an email address and region to your contact information
You can update the contact information for your user profile by adding an email address and specifying
the country or region you work from. These required fields improve your supply chain management
experience by giving you access to RapidResponse notifications, and facilitating collaboration with other
members of your organization.
For more information, see "Specify your contact information" on page 571.

Service Update 2301

Open links to external sites
Links to external sites can now be added to your worksheets by the workbook author. This lets you
easily access useful resources outside of RapidResponse.

RapidResponse User Guide (Java Client) 40

2023 changes affecting general users
 2022 changes affecting general users
The following 2022 releases include features affecting general users:
l "Service Update 2212" on page 41
l "Service Update 2211" on page 41
l "Service Update 2210" on page 42
l "Service Update 2209" on page 44
l "Service Update 2208" on page 44
l "Service Update 2207" on page 44
l "Service Update 2206" on page 46
l "Service Update 2205" on page 46
l "Service Update 2204" on page 47

Service Update 2212

32-bit Java deprecation
32-bit versions of Java are no longer supported, and all users must upgrade to a 64-bit Java version.

Service Update 2211

Network visualization enhancement: actual values on color gradient legend
items
Network visualizations can now show actual values on color gradient legend items. Actual values can
make it easier for you to understand the range of values represented by the gradient used in the

41 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
visualization (for example, you'll know what the minimum and maximum values are and which colors
represent those values).

Previously, these legends always displayed percentage values. Now, the visualization author can decide
which format will be used.
For more information about network visualizations, see "Using network visualizations" on page 272.

Deprecated browser support (IE)

Support for using Internet Explorer 11 to start the RapidResponse Java client is being deprecated and
will officially end in the second quarter of 2023. Microsoft ended all support for the Internet Explorer
browser on June 15 2022. Therefore its continued use with RapidResponse should be avoided. Instead,
the use of modern supported browsers including Google Chrome, Microsoft Edge (not running IE
compatibility mode), and Mozilla Firefox is recommended.
Note that once support officially ends next year, any issues directly related to the use of Internet
Explorer with the RapidResponse Java client will not be addressed by Kinaxis. Although Internet
Explorer may continue to function with the Java client at that time, the behavior is not guaranteed and
problems could be encountered if using this combination in future.

Service Update 2210

Open your resources in the Web client
When you right-click on most resources in the Explorer, you'll see a new menu item that allows you to
open the resource in the Web client. After launching a resource, it will open in a new tab in your default
browser.
Because you can open resources in multiple browser tabs, this lets you control the arrangement of your
resources by moving your tabs around. You can also view multiple resources at the same time on
different monitors.
Your user preferences and data settings selections are saved between RapidResponse clients. When
you open a report in the Web client, it'll open automatically with the data settings that you typically use
to get your work done.
See "Open a resource in the Web client" on page 74 for more details.

RapidResponse User Guide (Java Client) 42

2022 changes affecting general users
 Major network visualization improvements
This release brings you many network visualization usability, design, and performance improvements.
Some of these include:
l Access more information on nodes and in tooltips with more labeling.
l The redesigned action bar includes a new item that lets you collapse and expand nodes to view
more details when you need them.
l A new context menu item lets you zoom to focus on your selected nodes.
l The legend was redesigned and now appears at the bottom of the visualization (it won't get in the
way).
l There are more places where you can drill to details: drill links can now be added to multiple
labels on nodes and links. Click on a label to drill to details or right-click to use the context menu.

Use network visualizations to more easily find the root cause of issues in your network. For more
information, see "Using network visualizations" on page 272.

43 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
Service Update 2209
Future dates extended to 2099
RapidResponse now supports dates through December 31, 2099. This allows you to perform extended
forecasts and planning. Any dates that were previously interpreted as 'Future' because they were
beyond the limit are now displayed as the actual date, however, any dates that were entered or saved
as the 'Future' date constant still display as 'Future'.

Service Update 2208

Apply more hierarchies to your reports
If you need to add more than five hierarchies to a report, your administrator can to increase the
maximum number of hierarchies that you can apply to reports. However, keep in mind that adding
more hierarchies can impact performance.
For more information, see "Applying multiple hierarchies" on page 389.

Service Update 2207

Launch the RapidResponse Web client from the Start page or Go menu
Now you can launch the Web client directly from the Java client. Links to the Web client can be found
on the Start page and the Go menu.
All you need to run the Web client is a compatible web browser (your preferred browser will open
automatically when you click one of these links). Then, you can sign in with the same credentials that
you use to sign in to the Java client. Or, if your company uses SSI (single sign-in), you'll be signed in to
the Web client automatically when the browser opens. No need to download a JNLP file.
You can be signed in to the Java client and the Web client at the same time. Easily switch back and forth
between the two clients.

RapidResponse User Guide (Java Client) 44

2022 changes affecting general users
 The Web client interface is designed to be familiar to experienced RapidResponse users. But it also
offers a modern user interface, a simplified launch process, and performance and feature
improvements. Consider using the Web client if you want to take advantage of the latest
RapidResponse functionality. For more information, see "Launching the Web client" on page 72.
Note that if you have access to the Start page, it will open automatically each time you start
RapidResponse to allow you to take advantage of the added link (even if you have previously toggled
the Start page off). But you can easily hide the Start page if required. See "Showing and hiding the Start
page" on page 89.

Conditionally editable data

Some worksheets provide guided editing support using conditionally editable columns Only cells in the
column that meet the defined condition can be edited. This can help you in aligning to business rules
and ensuring that data is only edited when appropriate. Which column values are editable and when
they can be edited are identified in the worksheet help and by conditional formatting in the column.
See "Conditionally editable data" on page 440.

Exporting data to Microsoft Excel

When you export data from a worksheet to a Microsoft Excel file, the dates in the worksheet can be
automatically exported using regional formats that display correctly regardless of the regional
formatting applied to them. This ensures all dates are presented correctly regardless of the region the
Excel users are in. The date format used for exporting to Excel is controlled by your RapidResponse
administrator. See "Exporting dates" on page 409.

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CHAPTER 3: New and changed features
Service Update 2206
Microsoft Windows 11 support
The RapidResponse Java client is now supported on Microsoft Windows 11 (64-bit). See
"RapidResponse system requirements" on page 75.

Eclipse Temurin OpenJDK support

RapidResponse now supports the Eclipse Temurin OpenJDK with IcedTeaWeb. This provides an
alternative to the Oracle Java Runtime Environment 8 and Java Web Start. Other OpenJDK
implementations based on Temurin might also work, however, only Temurin has been verified and is
supported. You can download the latest version of Eclipse Temurin by visiting
https://adoptium.net/temurin/releases?version=8 and IcedTeaWeb by visiting
https://adoptopenjdk.net/icedtea-web.html. See "RapidResponse system requirements" on page 75.

Service Update 2205

See disaggregation results when saving data changes
If you often edit summarized or aggregate values, a new item on the Tools menu lets you view the
number of records that were deleted, inserted, or updated as a result of your edits. This can give you
more visibility into the impact of your changes.
To view this information, turn on Show Disaggregation Results on the Tools menu. Disaggregation totals
appear in a dialog box when you save the worksheet. Easily turn the setting off when you no longer
need it.

RapidResponse User Guide (Java Client) 46

2022 changes affecting general users
 See "Show disaggregation results after saving" on page 464 for more details.

Service Update 2204

Creating automated resources
The following documentation has been moved to the RapidResponse Resource Authoring Guide (Java
client):
l Creating scheduled tasks
l Creating automation chains
l Publishing data to subscribers

2021 changes affecting general users

The following 2021 releases include features affecting general users:
l "Service Update 2112" on page 47
l "Service Update 2108" on page 48
l "Service Update 2106" on page 49
l "Service Update 2105" on page 50
l "Service Update 2104" on page 50
l "Service Update 2101" on page 50

Service Update 2112

Use timeline visualizations to visualize chronological data
RapidResponse offers a new type of visualization: timeline visualizations. A timeline visualization
provides you with the ability to track the chronology of events and associated time-varying quantities
on the same time scale. See "Visualizing data on a timeline" on page 295.

47 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
View workflow help
You can now view the help defined for a workflow or tasks in that workflow in the workflow properties.
See "View help in a workflow" on page 712.

View workflow properties

You can now view the properties for a workflow to help you understand how the workflow is
configured, what data it uses, and how that data flows through tasks in the workflow. See "Workflow
properties" on page 689.
To help you understand the industry standard Business Process Model and Notation (BPMN) system
used in workflows, you can review what the shapes and icons represent in "Understanding the
BPMN system in a workflow" on page 692.

Run a workflow from workflow properties

You can run a workflow manually from the Explorer or from the workflow properties. See "Run a
workflow" on page 706.

Service Update 2108

Run automated business processes using workflows
Workflows are a new resource type that leverage business process automation to help you improve
digital detection, automation, and responsiveness in your supply chain. When viewing the workflow
properties you can easily see each step and understand the logic embedded in the process.

RapidResponse User Guide (Java Client) 48

2021 changes affecting general users
 To run and share workflows, a license for the Command and Control Center Foundation package is
required. See the the RapidResponse Applications Guide (Java client).
See "Run a workflow" on page 706.

Service Update 2106

View KPIs with single value charts
Use the new single value chart to view key information with individual KPIs highlighted and
comparative trend values you can use to track performance. See "Viewing data in single value charts"
on page 302.

Track trends with sparkline charts

Use the new sparkline chart to quickly assess trends, identify patterns, and pinpoint highs and lows in
your key data. See "Viewing data in sparkline charts" on page 306.

49 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
Service Update 2105
Save and print BOM visualizations
In addition to network visualizations, you can now also save BOM visualizations as images. Print the
exported images or use them in documents, presentations, or other online resources.
For more details, see "Save and print a visualization" on page 310.

Service Update 2104

Save and print your network visualizations
You can now save network visualizations as images, which you can print or use in documents,
presentations, or online resources.
For information about saving network visualizations, see "Save and print a visualization" on page 310.

Service Update 2101

Deprecated dynamic charts
Dynamic charts that were introduced in Service Update 24, including waterfall and tornado charts, have
been deprecated and are no longer available in RapidResponse. These charts were removed due to
maintenance and performance issues.
Dynamic charts will be reintroduced in future service updates, leveraging a more robust data
visualization solution.
Other chart and visualization options continue to be available to you in RapidResponse. For more
details, see "Types of charts" on page 242.

RapidResponse User Guide (Java Client) 50

2021 changes affecting general users
 2020 changes affecting general users
The following 2020 releases include features affecting general users:
l "Service Update 2009" on page 51
l "Service Update 2008" on page 51
l "Service Update 2003" on page 52
l "Service Update 2002" on page 53
l "Service Update 2001" on page 54

Service Update 2009

Simultaneous connections using different RapidResponse clients
You can now sign in to multiple RapidResponse clients at the same time with the same account. For
example, you can make data changes in the Java client and immediately view the effects of these
changes in a live lens in the Mobile client (without having to sign out and sign in again). You must save
any changes before they can be viewed in another client.
However, you can only have one active session per user account per client. For example, if you're
signed in to the Java client on your laptop and then sign in to the Java client using another computer,
the RapidResponse session on your laptop is terminated.

Renamed RapidResponse client

The RapidResponse client previously known as the Desktop client, which this guide applies to, is now
called the Java client. This is to distinguish it from the soon-to-be-released Web client. Both clients are
primarily intended for use with desktop or laptop computers, but the Java client requires a Java
Runtime Environment (JRE), while the Web client will run in a web browser.

Service Update 2008

Geospatial visualizations
Worksheets now can include geospatial visualizations which render RapidResponse data combined with
geospatial data to display site locations on a global map. Use geospatial visualizations to view and
understand complex relationships and patterns across your supply chain.

51 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
See "Viewing data in geospatial visualizations" on page 354.

Service Update 2003

Improvements to network charts
The network chart context menu now includes more options, making it easier for you to perform
various actions while working with the chart.
Improvements have also been made to chart legends and the overall chart layout, providing a more
optimal environment for working with a network chart.
For more information about network charts, see "Using network visualizations" on page 272.

Analytics are now Algorithms

To promote better understanding, the term "analytic" has been renamed "algorithm". In some
RapidResponse interface elements, such as variables, the term "analytic" has been retained to ensure
continuing functionality of your systems on upgrade. The title of the RapidResponse Analytic and Data
Model Guide has been changed to the RapidResponse Data Model and Algorithm Guide.

RapidResponse User Guide (Java Client) 52

2020 changes affecting general users
 Service Update 2002
Use network charts to gain insight into your network
RapidResponse offers a new type of dynamic chart: network charts. A network chart allows you to
visualize hierarchical data by displaying connections between entities (using nodes and links). With a
network chart, you can more easily identify the root causes of issues in your network.

Important details or metrics can be included in the chart, and the author chooses how these details
should be displayed (for example, the color of nodes or links can reflect certain data). This means that a
network chart can often be tailored to the specific issue that your organization is trying to solve, such
as late revenue, high or low inventory, supply shortages, spoilage due to expiry, and so on.
Legends and tooltips appear automatically to help you understand the chart data. But network charts
can often include additional text labels, extra tooltip items, or swim lanes to improve usability. You can
also search and focus the chart to find the information that you need.
Additionally, network charts can include drill links so that you can easily access more detailed data and
take action to resolve issues.
Network charts are included in two RapidResponse workbooks: Supply Chain Network Health and
Demand Order Analysis - Partial Orders.

53 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
For more information about network charts, see "Using network visualizations" on page 272.

Service Update 2001

The .xls file format is no longer supported
RapidResponse has been upgraded to use a faster, more modern engine to import and export data,
such as when importing data into a worksheet or generating a report to include in an alert notification.
The new engine supports the current Microsoft Excel file formats, .xlsx and .xlsm. However, the .xls file
format, which was used by versions of Microsoft Excel that were released in 2003 and earlier, is no
longer supported. Resources that previously exported data in .xls format continue to work, but now use
the .xlsx file format instead.

2019 changes affecting general users

The following 2019 releases include features affecting general users:

Service Update 1907

Worksheet record limit removed
Previously, if the number of records that matched your query in a tabular worksheet exceeded a value
defined by your RapidResponse administrator, the worksheet would initially load only a subset of the
matching records. This limit has been removed, and now all of the matching records are loaded the first
time, so you can get complete results more quickly.

Service Update 1906

Updated collaboration pane
The collaboration side pane has a new look.

Service Update 1903

Updated sign-in page
The RapidResponse sign-in web page has a new look.

RapidResponse User Guide (Java Client) 54

2019 changes affecting general users
 Service Update 1902
Automation resources locked when given
If someone gives you an alert, scheduled task, or automation chain, it is locked and cannot run until you
unlock it. This gives you an opportunity to ensure that it is configured correctly before it runs.
For more information, see "Unlock an automation resource" on page 708.

Running automation tasks

If you have access to an alert, script, scheduled task, or automation chain that is shared with multiple
other users, you can now all run the automation task at the same time. Each run request is now queued
individually, which replaces the previous behavior of marking the task for execution, which could only
add a single request to the automation queue in a specific period. This ensures each user who needs to
run an automation task can run the task, regardless of how many other users are attempting to run it at
the same time.
This also adds the automation task to the queue immediately, instead of adding it at the end of
interval. This allows your automation tasks to run sooner, and to receive the output of your automation
tasks more quickly.
For more information, see "Running automation resources manually" on page 696.

Calculated values in subtotal buckets

In crosstab worksheets that display subtotals for date buckets using the data from multiple grouped
rows, the subtotals now display a calculated value. This might affect some of your predefined resources
where calculated subtotal values display instead of blank cells.
For more information, see "View data in a crosstab worksheet" on page 200.

Sign Out menu item not available when using gateway

For security reasons, when you sign in to RapidResponse using the gateway, the Sign Out option is not
included on the File menu. You can use the Exit option to end your RapidResponse session.

Service Update 1901

Release numbering
As of this version of RapidResponse, the service update numbering now reflects which release number
of the year the service update is. This supports the continuous delivery of RapidResponse, and allows
you to correlate your RapidResponse installation with the order of releases for that year.
For example, RapidResponse 1901 is the first release of 2019 using this numbering system.

55 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
In some places, a letter might be included in front of the number (for example, G1901). The letter
designation (G) is used to identify the major platform version. If it is not necessary to distinguish
between major platform versions, the letter might not be included.

Version 2016.2, Service Update 27

Improved hierarchy filtering
When you use more than one hierarchy to filter data in a report, the options that are available in each
hierarchy now depend on your selections in any previous hierarchies. This way, your options do not
include combinations for which no data exists. For more information, see "Applying multiple
hierarchies" on page 389.

2018 changes affecting general users

The following 2018 releases include features affecting general users:
l "Version 2016.2, Service Update 26" on page 56
l "Version 2016.2, Service Update 25" on page 57
l "Version 2016.2, Service Update 24" on page 58
l "Version 2016.2, Service Update 23" on page 58
l "Version 2016.2, Service Update 21" on page 58
l "Version 2016.2, Service Update 18" on page 59

Version 2016.2, Service Update 26

Administrators can limit visibility of names and contact information
RapidResponse administrators can now limit the visibility of certain users' contact information to other
users. This way, users can have access to a RapidResponse system without necessarily having access to
other users' personal information. This might be used if, for example, an external supplier is given
access to a company's RapidResponse system.
Two types of restricted visibility are allowed:
l The user cannot see any other users' names and contact information.
l The user cannot see the names and contact information of other users who also have restricted
visibility.

If information about another user is blocked, a user might see the user ID in place of a name, a generic
label, or nothing at all.

RapidResponse User Guide (Java Client) 56

2018 changes affecting general users
 In collaborations, users who cannot see each other's information can still see each other's comments,
but might not know who made the comments. You are warned if you add users with restricted visibility
to a collaboration.

Version 2016.2, Service Update 25

Gain a better understanding of the bill of material with BOM visualization
RapidResponse now offers BOM charts. A BOM chart provides you with an up-to-date view of the bill of
material, which you can easily filter to focus only on the components or sites (or other criteria) that are
relevant to you. The new BOM Visualization worksheet in the BOM Analysis workbook includes a
BOM chart.

To better focus on the information you need, you can zoom in and out or reposition any components
within the chart.
Additionally, the chart allows you to view links between components that show:

57 RapidResponse User Guide (Java Client)

CHAPTER 3: New and changed features
 l BOM level part substitutes
l Global part substitutes
l Co-products and by-products

For more information, see "Visualizing the bill of material" on page 264.

Version 2016.2, Service Update 24

New chart types
RapidResponse now provides three new chart types that you might see in dashboards or workbooks:
l Tornado charts
l Treemap charts
l Waterfall charts

For more information, see "Viewing data in charts" on page 240.

Version 2016.2, Service Update 23

Importing data from and exporting data to Microsoft Excel
If you export data to or import data from Microsoft Excel, update 1803 (March 2018) changed how
Microsoft Excel handles internal code execution. This update is now supported by the import and
export process in RapidResponse. For more information, see "Export data to a Microsoft Excel file" on
page 410 and "Import data from a Microsoft Excel file into a workbook" on page 482.

Version 2016.2, Service Update 21

Variables in alerts and scheduled tasks
You now have the increased flexibility when creating or editing alerts and scheduled tasks on
worksheets that use workbook variables. Depending on how you expect the monitored workbook to
change, you can specify if the default variable value is used or if a value you have specified is used. This
can reduce the number of unexpected results the alert or scheduled task returns.
For more information, see "Create an alert to monitor worksheet data" on page 719 and "Schedule
when an alert runs" on page 732.

RapidResponse User Guide (Java Client) 58

2018 changes affecting general users
 Version 2016.2, Service Update 18
Add links to automation task notifications
You can now add resource links to notification messages for automation tasks (including alerts,
automation chains, and scheduled tasks). Message recipients can open the resource with the data
settings that you set. To view the data, users require permission to all of the resources you are using to
display the data.
For more information, see "Send notification messages when an alert completes" on page 735.

2017 changes affecting general users

The following 2017 releases include features affecting general users:
l "Version 2016.2, Service Update 12" on page 59
l "Version 2016.2, Service Update 9" on page 60
l "Version 2016.2, Service Update 7" on page 60

Version 2016.2, Service Update 12

Changing your view of quantity and money data
You can now change your view of numeric data in some workbooks. The unit of measure control
enables you to switch the unit of measure applied to quantity or money columns.
For example, you might change your view of order quantities from pallets to kilograms to assess
whether or not a new shipping route is feasible.

For more information, see "Change the units for numeric data in a worksheet" on page 191.

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CHAPTER 3: New and changed features
Version 2016.2, Service Update 9
Monitoring the health of your supply chain using maps
You can now view and review details for manufacturing and distribution sites on a map. The map
displays in a RapidResponse dashboard and enables you to track and view information for specific sites,
identify relationships and geographical context between sites, and communicate with other
RapidResponse users involved with those sites.
For more information, see "Viewing data in geospatial visualizations" on page 354.

Version 2016.2, Service Update 7

More flexibility when editing percentages in crosstab worksheets
Some worksheets that allow percentage values to be edited in hierarchies require totals in each bucket
to add up to 100% before you can save data changes. Previously, the value had to be exactly 100%.
Now a range of totals is allowed. The worksheet author specifies how close the total must be to 100%.
If the total in a bucket is outside of this range when you try to save your data changes, an error
message is displayed. The message tells you what the range is, as well as the current total.

2016 changes affecting general users

The following 2016 releases include features affecting general users:
l "Version 2016.2, Service Update 4" on page 60
l "Version 2016.2 initial release" on page 61

Note: Features that were added in versions of RapidResponse prior to 2016.2 are not included
in this list of changes.

Version 2016.2, Service Update 4

New option to copy percentage values
In previous versions or RapidResponse, when you copied a value formatted as a percentage from a
RapidResponse worksheet, the raw value was copied to the Clipboard. Now, the value displayed in the
cell is the value copied to the Clipboard by default. For example, if you see 2% in the cell and you copy
that value by selecting Copy from the Edit menu, 2 is copied to the Clipboard, regardless of any scaling
applied to the column.

RapidResponse User Guide (Java Client) 60

2016 changes affecting general users
 If you want to copy the raw value of a percentage instead, you can use the new Copy Raw % Values
option on the Edit menu. For example, if you copy the raw value from a cell that displays 2%, the value
copied to the Clipboard is 0.02, assuming that 2% is not a scaled value.
For more information, see "Copying percent values" on page 457.

Version 2016.2 initial release

Adaptive Collaboration: A new way to address business challenges
You are now able to communicate securely, share simulated data in scenarios, and compare solutions
in a single interface for collaborations. You can also include links to resources and annotated
screenshots directly in the collaboration to provide more comprehensive details about the data and
your proposals. Optionally you can provide more context for the situation by naming the collaboration,
adding a description, and setting a due date for the collaboration's resolution.

You can add a scorecard directly in the collaboration to track and assess proposed solutions. With an
interface that supports real-time communication and modern communication tools like social markup,
collaborations provide you with flexibility over who leads the collaboration, who participates, and what
collaborations you are involved in.
Once the collaboration team is finished with the collaboration, you can archive the collaboration to
keep a record of the communications and the actions taken. The collaboration title, description, posts,
and comments are saved. For more information, see "Archive a collaboration" on page 665.

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Adaptive Collaboration is available in both the Mobile client and the Java client. The Mobile client has
the same interface and many of the same collaboration features. For more information, see the
RapidResponse User Guide (Mobile client).
For more information, see "Collaborating to solve business challenges" on page 634.

Note: You can still collaborate with other RapidResponse users as you did in RapidResponse
2014.4 and earlier using Message Center, tracking scenarios changes, and generating a report
of the scenario actions taken. For more information, see "Track activity in a scenario" on page
584, "Track data changes in a scenario" on page 585, and "Generate and distribute a report of
your actions" on page 664.

Copy resource links

To support faster decision-making, you can now copy and paste resource links in collaborations and
optionally, in external communications such as instant messaging.

For more information, see "Add resource links to a collaboration" on page 660 and "Copy and paste a
resource link" on page 564.

A more user-friendly sign-in page

The RapidResponse sign-in page has been improved: it now provides browser-specific instructions to
guide users through opening the JNLP file and launching RapidResponse. It also provides links that you
might find useful: a link to download the latest version of Java, a link to more detailed sign-in help, and
a link to RapidResponse system requirements.

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2016 changes affecting general users
 For more information about signing in to RapidResponse, see "Sign in and sign out" on page 66.

System requirement changes for Java client users

The Java client runs as a standalone Java Web Start application but is started from a Web browser and
requires a supported Oracle Java Runtime Environment (JRE).
The Java client is now supported on Microsoft's newest operating system, Windows 10 (32-bit and 64-
bit). In addition, RapidResponse can now be started using the Microsoft Edge browser.
Mac OS users can use the Java client with Mac OS X 10.11 (El Capitan) however Mac OS X 10.9
(Mavericks) is no longer supported.
It is strongly recommended that user systems have the latest service updates and patches applied to
operating systems, browsers, and JREs to maintain system performance and security.
For more information, see "RapidResponse system requirements" on page 75.

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CHAPTER 3: New and changed features
Part 2: Getting started
l "Sign in and sign out" on page 66
l "Accessing help and documentation" on page 94
l "Determining where to begin" on page 108
l "Following standard procedures using task flows" on page 124
l "Participating in business processes" on page 128
l "Managing resources" on page 132
l "Arranging your workspace" on page 144
l "Troubleshooting" on page 152
CHAPTER 4: Sign in and sign out
Sign in to RapidResponse (On-Demand systems) 67
Sign in to RapidResponse (On-Premises systems) 70
Launching the Web client 72
RapidResponse system requirements 75
Installing and configuring the Temurin OpenJDK 78
JRE memory settings and versions 80
Accessing resources and information from the Start page 88
Changing your password 89
Specify formats for dates, times, numbers, and currencies 91
Bulletin Board information 92
Sign out and exit RapidResponse 92

RapidResponse runs as a Java Web Start application on supported Microsoft Windows and Mac OS
operating systems. To run RapidResponse, you must have a supported Java Runtime Environment (JRE)
or Eclipse Temurin OpenJDK with IcedTeaWeb installed and running. RapidResponse is started from a
Web browser which downloads the latest RapidResponse application files to your computer. For
information about system requirements, see "RapidResponse system requirements" on page 75.
You can also access RapidResponse using the Web client. All you need to run it is a compatible web
browser. Depending on your system settings, you might be able to launch the Web client directly from
the Java client. See "Launching the Web client" on page 72 for more information.
Depending on how RapidResponse has been set up for your company, you might use the On-Premises
version of RapidResponse or the RapidResponse On-Demand service. Your RapidResponse administrator
provides you with the credentials that you need to sign in to either version of RapidResponse.
After you sign in to RapidResponse for the first time, you might need to change your password. For
more information, see "Sign in to RapidResponse (On-Demand systems)" on page 67, "Sign in to
RapidResponse (On-Premises systems)" on page 70, and "Changing your password" on page 89.

RapidResponse User Guide (Java Client) 66

 RapidResponse is also available as a Mobile client. Dashboards, scorecards, and forms that you have
access to are available using the Mobile client. For more information, see the RapidResponse User
Guide (Mobile client).
Once you have signed in, you see the RapidResponse application window, including the Start page,
which provides links that can help you to find information and access resources that you need. For
information about getting started in RapidResponse, see "Determining where to begin" on page 108.
You can further customize your RapidResponse experience by selecting data format preferences (such
as your preferred currency), selecting a report or task flow that will open each time you start
RapidResponse, or creating shortcuts to resources that you use often. For more information, see
"Specify formats for dates, times, numbers, and currencies" on page 91, "Open a resource
automatically upon signing in" on page 136, and "Access favorite resources quickly" on page 137.
Announcements from your RapidResponse administrator, such as scheduled maintenance windows
that might affect your work, might be available on the Bulletin Board. For more information, see
"Bulletin Board information" on page 92.
When you have finished using RapidResponse, you can either close the application window or, if you
did not sign in through the gateway, you can sign out and leave the application window open so that
you can sign in again without having to restart RapidResponse. For more information, see "Sign out and
exit RapidResponse" on page 92.

What to do if you cannot sign in

If you cannot sign in to RapidResponse, ask your RapidResponse administrator for help. If you do not
know how to contact your RapidResponse administrator, RapidResponse Support can provide the
contact information. You can contact support by sending a message to support@kinaxis.com.

Sign in to RapidResponse (On-Demand

systems)
To run RapidResponse, you need the following:
l A supported Microsoft Windows or Mac OS operating system
l A Java Runtime Environment (JRE) or Eclipse Temurin OpenJDK with IcedTeaWeb installed and
running
l A supported web browser

For detailed information, see "RapidResponse system requirements" on page 75.

If you are using a newer version of a supported browser such as Google Chrome, you might need to
complete an additional step to sign in to RapidResponse.

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CHAPTER 4: Sign in and sign out
 l After entering your credentials, you might need to manually open the JNLP file that is sent to your
computer each time you sign in. In Chrome, you can do this by clicking the file on the download
bar to start RapidResponse.
l If you are using Eclipse Temurin, the JNLP files must be associated with IcedTeaWeb.
l Depending on your browser and your security settings, you might need to confirm that you really
want to proceed. For example, in Firefox, you might need to click OK in the Opening dialog box.

The RapidResponse sign-in page provides instructions to guide you through opening the JNLP file. It also
provides links that you might find useful: a link to download the latest version of Java, a link to more
detailed sign-in help, and a link to RapidResponse system requirements.

Users on some RapidResponse systems might see a notice, such as a data use policy or legal notice,
immediately after signing in. If you see this notice, you must acknowledge the notice by clicking the
button below the notice before you can do anything else in RapidResponse. The label on the button is
set by your RapidResponse administrator

Notes:
l You can't have two instances of RapidResponse Java client running on the same computer
and connected to the same server, even if you are using two different user accounts.
However, you can sign in to two different RapidResponse systems at the same time (for
example, a production system and a test system) from the same computer.
l You can sign in to multiple RapidResponse clients at the same time with the same user
account, but you can't have two simultaneous sessions using the same Java client. For
example, you can use your RapidResponse account to sign in to the Java client and the Web

RapidResponse User Guide (Java Client) 68

Sign in to RapidResponse (On-Demand systems)
 client at the same time, but if you then sign in to the Java client on another computer, the
first Java client session is disconnected.
l If your company uses SSI (single sign-in) with RapidResponse, you can access this sign-in
method using a special URL, provided by your company. Sign-in procedures with SSI vary,
depending on the identity provider used by your company and how it is configured.

Signing in to RapidResponse
Your RapidResponse administrator provides you with a company ID, a user ID, and a password to access
your RapidResponse system.
Your RapidResponse administrator also provides you with a URL to use to access RapidResponse, such
as https://na1.kinaxis.net.
Depending on your region and configurations for your company, you might have a region in the
RapidResponse URL, such as rapidresponseeu1.kinaxis.com. Or, you might access a URL in the format
https://region.kinaxis.net, such as eu1.kinaxis.net. These are just examples, so make sure that you're
using the URL given to you by your administrator.

Caution: If your password has expired, you will receive a notice when you attempt to sign in. If
you leave the sign in dialog without changing your password, you will be locked out the next
time you try to sign in. See "Changing your password" on page 89

Sign in to the Java client

1. In your web browser address bar, enter the URL given to you by Kinaxis or your RapidResponse
administrator and press ENTER.
For example, the URL might look like https://na1.kinaxis.net.
2. Type your Company ID, User ID, and Password, and then click Sign In.
3. If a sign-in notice is displayed, review it and then click the button below the notice to continue.

Sign in to the RapidResponse Mobile client

1. In your web browser address bar, enter the URL given to you by Kinaxis or your RapidResponse
administrator and press ENTER.
This URL is the same as the one used to sign in to the Java client, with "mobile" appended to the
end of the URL. For example, the URL might look like https://na1.kinaxis.net/mobile.
2. Type your Company ID, User ID, and Password, and then click Sign In.
3. If a sign-in notice is displayed, review it and then tap the button below the notice to continue.

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CHAPTER 4: Sign in and sign out
 Sign in to the RapidResponse Web client
1. In your web browser address bar, enter the URL given to you by Kinaxis or your RapidResponse
administrator and press ENTER.
This URL is the same as the one used to sign in to the Java client, with "web" appended to the
end of the URL. For example, the URL might look like https://na1.kinaxis.net/web.
2. Type your Company ID, User ID, and Password, and then click Sign In.
3. If a sign-in notice is displayed, review it and then tap the button below the notice to continue.

Starting RapidResponse in macOS environments

When the RapidResponse Java client is accessed in a macOS environment, Kinaxis recommends using
the per application override. This ensures that you must confirm that the RapidResponse.jnlp (Java
Web Start) file was downloaded from an authorized location. Note that this must be done each time
you sign into RapidResponse, as a new *.jlnp file will be generated each time and the application
override then has to be reauthorized.

1. Use Finder to browse to the download location and Open the file RapidResponse.jlnp.
2. Click the Open button after confirming that this file was downloaded from the authorized
location.
3. Click Run which will allow signing directly into the RapidResponse instance.

Sign in to RapidResponse (On-Premises

systems)
To run RapidResponse, you need the following:
l A supported Microsoft Windows or Mac OS operating system
l A Java Runtime Environment (JRE) or Eclipse Temurin OpenJDK with IcedTeaWeb installed and
running
l A supported web browser

For detailed information, see "RapidResponse system requirements" on page 75.

If you are using a newer version of a supported browser such as Google Chrome, you might need to
complete an additional step to sign in to RapidResponse.
l After entering your credentials, you might need to manually open the JNLP file that is sent to your
computer each time you sign in. In Chrome, you can do this by clicking the file on the download
bar to start RapidResponse.
l If you are using Eclipse Temurin, the JNLP files must be associated with IcedTeaWeb.
l Depending on your browser and your security settings, you might need to confirm that you really
want to proceed. For example, in Firefox, you might need to click OK in the Opening dialog box.

RapidResponse User Guide (Java Client) 70

Sign in to RapidResponse (On-Premises systems)
 The RapidResponse sign-in page provides instructions to guide you through opening the JNLP file. It
also provides links that you might find useful: a link to download the latest version of Java, a link to
more detailed sign-in help, and a link to RapidResponse system requirements.

Users on some RapidResponse systems might see a notice, such as a data use policy or legal notice,
immediately after signing in. If you see this notice, you must acknowledge the notice by clicking the
button below the notice before you can do anything else in RapidResponse. The label on the button is
set by your RapidResponse administrator.

Notes:
l You can't have two instances of the RapidResponse Java client running on the same
computer and connected to the same server, even using different user accounts. However,
you can sign in to two different RapidResponse systems at the same time (for example, a
production system and a test system) from the same computer.
l You can sign in to multiple RapidResponse clients at the same time with the same user
account, but you can't have two simultaneous sessions using the Java client. For example,
you can use your RapidResponse account to sign in to the Java client and the Web client at
the same time, but if you then sign in to the Java client on another computer, the first Java
client session is disconnected.
l If your company uses SSI (single sign-in) with RapidResponse, you can access this sign-in
method using a special URL, provided by your company. Sign-in procedures with SSI vary,
depending on the identity provider used by your company and how it is configured.

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Accessing RapidResponse
Your RapidResponse administrator provides you with a user ID, a password, and the URL you need to
type into your browser address bar to access your RapidResponse system. The password is case
sensitive.
For the Java client, the URL address typically looks like http://computername/rapidresponse/.
For the Mobile client, it typically it looks like http://computername/rapidresponse/mobile.
For the Web client, it typically it looks like http://computername/rapidresponse/web.

Caution: If your password has expired, you will receive a notice when you attempt to sign in. If
you leave the sign in dialog without changing your password, you will be locked out the next
time you try to sign in. See "Changing your password" on page 89.

Sign in
1. In your web browser address bar, type the URL given to you by your RapidResponse
administrator and press ENTER.
2. Type your User ID and Password in the Sign In box.
3. If a sign-in notice is displayed, review it and then click the button below the notice to continue.

Starting RapidResponse in macOS environments

When the RapidResponse Java client is accessed in a macOS environment, Kinaxis recommends using
the per application override. This ensures that you must confirm that the RapidResponse.jnlp (Java
Web Start) file was downloaded from an authorized location. Note that this must be done each time
you sign into RapidResponse, as a new *.jlnp file will be generated each time and the application
override then has to be reauthorized.

1. Use Finder to browse to the download location and Open the file RapidResponse.jlnp.
2. Click the Open button after confirming that this file was downloaded from the authorized
location.
3. Click Run which will allow signing directly into the RapidResponse instance.

Launching the Web client

The RapidResponse Web client is available to all users, and you can launch it directly from the Java
client. All you need to run the Web client is a compatible web browser, such as Google Chrome or Apple
Safari. When you launch the Web client, it will open in your preferred browser automatically.
You can be signed in to the Java client and the Web client at the same time, so you won't be signed out
of the Java client when you open the Web client. You can easily switch back and forth between the two
clients.

RapidResponse User Guide (Java Client) 72

Launching the Web client
 You can launch the Web client from the Start page or from the Go menu. Or, you can open a specific
resource in the Web client. See "Open a resource in the Web client" on page 74 below.
The Web client interface is designed to be familiar to experienced RapidResponse users, while also
incorporating elements of modern web applications. Consider using the Web client if you want to take
advantage of the latest and greatest RapidResponse functionality.

You sign in to the Web client in the same way that you sign in to the Java client, and using the same
credentials.
Each time you launch the Web client from the Java client, a new browser tab is opened. You won't need
to sign in each time if your session remains active.
Or, if your company uses SSI (single sign-in), you'll be signed in to the Web client automatically when
the browser opens. If the URL that you use to access RapidResponse includes 'ssi.ashx' (for example:
http://server/RapidResponse/ssi.ashx), this means that SSI is used in your environment.
Your SSI identity should be used to access the Web client.
For more details about signing in to On-Premises systems, see "Sign in to RapidResponse (On-Premises
systems)" on page 70. Or (for On-Demand systems) see "Sign in to the RapidResponse Web client" on
page 70.
If you need more information about signing in to and using the Web client, you can find it in the the
RapidResponse User Guide (Web client).

Launch the RapidResponse Web client

l Do one of the following:
l On the Go menu, select Web Client.
l On the Start page, in the Act Faster section, click Launch Web Client.

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CHAPTER 4: Sign in and sign out
 Note: Depending on your system settings, links to the Web client might not be available to you.

Open a resource in the Web client

From the Explorer, you can right-click on a resource to open it in the Web client.

When you launch a resource, it will open in a new tab in your default browser. You might need to sign
in to the Web client if you haven't already (see the above section for useful links that can help you sign
in).
Because you can open resources in multiple browser tabs, you can control the arrangement of your
resources by moving your tabs around. You also have the option of viewing your resources in different
tabs on different monitors.
Your user preferences and data settings selections are saved between RapidResponse clients. So when
you open a report in the Web client, for example, it'll open automatically to the view that you typically
use to get your work done.
If you have private alerts, you can edit them in the Web client. This launches a dialog box in the Web
client where you can modify alert properties.

RapidResponse User Guide (Java Client) 74

Launching the Web client
 Notes:
l The Open in Web Client link isn't available for some resources, including public alerts,
filters, site filters, scheduled tasks, automation chains, widgets, hierarchies, and
responsibilities. However, you can still use most of these resources in the Web client.
Launch and explore the Web client or take a look at the RapidResponse User Guide (Web
client) to learn more about what you can do in the Web client.
l Depending on your system settings, you might not be able to open any resources in the Web
client from the Explorer.
l Performance can be negatively impacted if you open the Web client in too many browser
tabs.

Open or run a resource in the Web client

1. In the Explorer, right-click on the resource you want to launch in the Web client.
2. Do one of the following:
l To open most resources, select Open in Web Client.
l To run a script, select Run in Web client.

RapidResponse system requirements

This section outlines the system requirements for Java client users. These system requirements do not
apply to Mobile client users.

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CHAPTER 4: Sign in and sign out
Requirements Details

System memory 4 GB of RAM

Operating system l Microsoft Windows 10 (32-bit and 64-bit)

l Microsoft Windows 11 (64-bit)
Notes:
l It is advisable that the operating system also include the latest updates, service packs,
and patches.
l If you are using the Mac OS operating system with RapidResponse, see "RapidResponse
Java client on the Mac OS operating system" on page 77.

Java Runtime Oracle Java Runtime Environment (JRE), version 8, with Java Web Start, or for Windows only,
Environment (JRE), Adoptium Temurin OpenJDK, version 8, with IcedTeaWeb.
64-bit Notes:
l To protect your system from potential security threats, it is recommended that you use
an up-to-date version of JRE 8. As of 2019, updates to Java 8 require a maintenance
contract with Oracle.
l You can test the version of the JRE you are using by visiting
http://www.java.com/en/download/help/testvm.xml. You can also download a
supported version of the JRE by visiting http://www.java.com/en/.
l You can download the latest version of Adoptium Temurin by visiting
https://adoptium.net/temurin/releases?version=8 and IcedTeaWeb by visiting
https://github.com/AdoptOpenJDK/IcedTea-Web. These have been verified with
RapidResponse but are not directly supported by Kinaxis. If you require support with
IcedTeaWeb, you can contact a commercial OpenJDK vendor who specializes in
supporting these technologies.
l By default, the JRE controls how much system memory RapidResponse can consume.
For information about memory settings, see "JRE memory settings and versions" on
page 80.

RapidResponse User Guide (Java Client) 76

RapidResponse system requirements
 Requirements Details

Web browser Browsers are used to initially start RapidResponse as a Java Web Start application. Kinaxis has verified
that the following browsers can be used to start the Java client. However, you might also be able to
use other browsers.
l Microsoft Edge, two latest versions (IE mode not supported)
l Mozilla Firefox, two latest versions
l Google Chrome 95 ,and later
l Apple Safari, two latest versions
Notes:
l Because only 64-bit JREs are supported, 64-bit versions of the supported browsers are
also required.
l Depending on how your browser is configured, you might need to change some
browser security settings to ensure that RapidResponse can start and properly
communicate with the Microsoft Windows operating system.

Monitor 1024 x 768 (minimum resolution)

System Keyboard and mouse

Peripherals

PDF viewer A PDF viewer such as Adobe Reader or Preview for Mac OS is required to open PDF versions of
application RapidResponse guides and documents.

Notes:
l Kinaxis has verified that RapidResponse runs effectively with the operating systems and
browsers noted in the previous table. In certain cases, you might experience unexpected
results or performance issues using newer browsers and JREs or other operating systems.
Kinaxis endeavors to verify new platforms as they are released.
l It is strongly recommended that user systems have the latest service updates and patches
applied to operating systems, browsers, and JREs to maintain system performance and
security.

RapidResponse Java client on the Mac OS operating system

The Java client client can be used on Microsoft Windows and is not verified on Mac OS operating
systems. Any supported Java version should ensure the RapidResponse Java client runs on Mac OS, but
RapidResponse is not tested or validated on Mac OS. In addition, the Temurin OpenJDK and
IcedTeaWeb are not supported on Mac OS.
If you do not want to use the Oracle JRE, you must either use the Web client or access RapidResponse
using a Microsoft Windows virtual environment. Otherwise, Oracle Java and Java Web Start are
required to access the Java client on Mac OS.

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Not all RapidResponse features supported on Microsoft Windows are supported on Mac OS. This
includes:
l The Start page. For more information, see "Accessing resources and information from the Start
page" on page 88.
l Forms. For more information, see "Using forms" on page 544.
l Collaboration Center. For more information, see "Collaborating to solve business challenges" on
page 634.

Some RapidResponse applications, such as Order Fulfillment, make use of forms in processes and
workflows. If you're using an application that relies on the above features, the Java client should be run
on a Microsoft Windows operating system.
If you're using the Mac OS, consider using the Web client if you want to take advantage of forms or
Collaboration Center. You can launch the Web client from the Go menu (see "Launching the Web
client" on page 72 for more information).
Alternatively, you might be able to run Microsoft Windows in a Mac OS virtual environment to run the
Java client.

Installing and configuring the Temurin

OpenJDK
If you are using the Temurin OpenJDK instead of the Oracle JRE, you must install both the OpenJDK and
the IcedTeaWeb web start application. These are separate applications that work together to perform
the same operations as the Oracle JRE and Java Web Start, which opens and runs web start
applications.
This section uses specific versions of the Temurin OpenJDK and IcedTeaWeb application, however, the
latest version of both applications are supported. The Java 8 version of the Temurin OpenJDK is
required, however, any update of this version can be used.
When you install the Temurin OpenJDK, you can automatically set the location you install it to as the
JAVA_HOME location, which some applications require to use Java, and add the OpenJDK to the Path
environment variable in Windows, which some applications use to locate the proper Java version to
use. If you do not set these during installation, you can modify the environment variables in Windows.
You can download the Temurin OpenJDK from https://adoptium.net/temurin/releases?version=8. The
.msi installer version is recommended.
You can download the IcedTeaWeb application fromhttps://github.com/AdoptOpenJDK/IcedTea-Web.

Install Temurin OpenJDK

1. From the location you downloaded the Temurin installer, double-click the .msi file. This should
have a name similar to OpenJDK8U-jdk_x64_windows_hotspot_8u332b09.msi.

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Installing and configuring the Temurin OpenJDK
 2. Click Run.
3. In the setup wizard, click Next.
4. Select the product features you want to install with. Select the following options to make
configuration easier:
l Add to PATH: Adds the Temurin OpenJDK to the Path environment variable. This allows
applications to locate the OpenJDK using the path.
l Set JAVA_HOME variable: Sets the location of the OpenJDK as the home location of Java.
This allows applications to locate the OpenJDK using the home location.
5. Optionally, select the Associate .jar option if you want to open .jar files with the OpenJDK.
6. If you want to specify a location to install the OpenJDK, click Browse, and then select the folder
to install into.
7. Click Next.
8. Click Install.

Install IcedTeaWeb
1. From the location you downloaded the IcedTeaWeb installer, extract the .zip file. This should
have a name similar to icedtea-web-1.8.8.win.bin.zip.
2. Run the .msi file you extract from the zip file.
3. Click Run.
4. In the setup wizard, click Next.
5. Select the I accept the terms in the license agreement check box, and then click Next.
6. If you want to specify a location to install IcedTeaWeb, click Change, and then select the folder
to install into.
7. Click Next.
8. Click Install.

Associate IcedTeaWeb with the OpenJDK

1. Navigate to the location you installed IcedTeaWeb. By default this is C:\Program
Files\IcedTeaWeb\WebStart.
2. Open the bin folder
3. Run the itweb-settings.exe program.
4. In the IcedTeaWeb Control Panel window, in the sidebar, click JVM Settings.
5. If the JVM did not automatically detect, click Browse for JVM for IcedTeaWeb.
6. Navigate to the location you installed the Temurin OpenJDK, and then click Open.
7. If necessary, click Validate JVM for IcedTeaWeb.
The validation results area reports any issues with the location you have specified.

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 Modify Windows environment variables
1. Open the Windows Settings dialog box, and then click About.
2. On the sidebar, click Advanced system settings.
3. Click Environment Variables.
4. In the System variables area, click the Path variable , and then click Edit.
5. Click New, and then specify the location of the Temurin OpenJDK's bin folder. For example,
C:\Program Files\Eclipse Adoptium\jdk-8.0.332.9-hotspot\bin
6. Move the Temurin location so it is at the beginning of the Path variable list.
7. Select the JAVA_HOME variable, or if it does not exist, click New.
8. For the JAVA_HOME variable, specify the Temurin OpenJDK's root folder. For example,
C:\Program Files\Eclipse Adoptium\jdk-8.0.332.9-hotspot
9. Click OK twice.

JRE memory settings and versions

To run RapidResponse, you require an installed and enabled Java Runtime Environment (JRE) or Eclipse
Temurin OpenJDK (Java Development Kit) on your computer. For the purposes of this topic, JRE and JDK
are used interchangeably. For more information about system requirements, see "RapidResponse
system requirements" on page 75.
The JRE or JDK controls how much system memory RapidResponse (a Java Web Start application) can
consume. You can determine which version of the JRE or JDK you are using and how much system
memory it can consume by selecting About RapidResponse from the Help menu, then clicking the
Components button.

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JRE memory settings and versions
 Determining which version of JRE you are using
You can determine which version of the JRE is installed on your computer from the Java Runtime area
of the About RapidResponse Components dialog box.

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Java 8
If you have Java 8 installed, the version number begins with 1.8, and the number after the underscore is
the update number. For example, if you are using the Oracle JRE and the reported Java Runtime (Oracle
Corporation) Version is 1.8.0_172-b11, as shown in the following image, the Java version number is 8,
and the update number is 172.

If you are using Temurin, the Java runtime is reported as Java Runtime (Temurin), and the version
number follows the same format as for the Oracle JRE.
You can also determine the version of the JRE you are using from the Java control panel in the Windows
Control Panel, or by running the IcedTeaWeb settings application (by default, C:\Program
Files\IcedTeaWeb\WebStart\bin\itweb-settings.exe).

JRE memory
Your RapidResponse administrator can override your JRE memory setting for RapidResponse. If this is
the case, the About RapidResponse dialog box continues to show your computer's JRE memory setting
but RapidResponse uses the override setting.
To optimize RapidResponse performance, you can download the latest version of the JRE by visiting
http://www.java.com/en/.
As a Java Web Start application, RapidResponse is launched by a JNLP file from a browser. The JNLP file
is associated with the enabled JRE. If more than one JRE is enabled, the JNLP file and the
RapidResponse client uses the most recent JRE that was installed on the user's system. The most recent
JRE installed takes into account updates.
For Temurin and IcedTeaWeb, IcedTeaWeb runs the JNLP file with a specific version of the Temurin
OpenJDK. That version is associated with the IcedTeaWeb application, and is used by default.

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JRE memory settings and versions
 JRE tips
If you are experiencing any difficulty with signing into RapidResponse or using RapidResponse while
signed in, you might have to first perform the following tasks to ensure that your issue is not related to
the JRE.

Clear the Oracle JRE cache

If your RapidResponse is loading slowly or not at all, clearing the Java cache files can remedy this
problem. Doing so clears out historical files that might be causing problems and force your web
browser to load the fresh version of RapidResponse.

To access the Java Control Panel

1. Click the Windows Start menu, and then expand the Java item.
2. Click Configure Java.

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 The Java Control Panel opens.

Clear the Java cache (Java 8)

1. In the Java Control Panel, on the General tab, under the Temporary Internet Files section, click
Settings.
The Temporary Files Settings dialog box appears.

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JRE memory settings and versions
 2. In the Temporary Files Settings dialog box, click Delete Files.
3. In the Delete Files and Applications dialog box, select the Trace and Log Files, Cached
Applications and Applets, and Installed Applications and Applets checkboxes.
4. Click OK.

To find the Java Control Panel on your computer or for more information, see
https://www.java.com/en/download/help/plugin_cache.xml.

Clear the Temurin JDK cache

If your RapidResponse is loading slowly or not at all, clearing the Java cache files can remedy this
problem. Doing so clears out historical files that might be causing problems and force your web
browser to load the fresh version of RapidResponse.

To access the IcedTeaWeb configuration

1. In File Explorer, navigate to the IcedTeaWeb bin folder, typically C:\Program
Files\IcedTeaWeb\WebStart\bin\
2. Run the itweb-settings.exe application.

Clear the Java cache

1. In the IcedTeaWeb Control Panel, click Cache on the sidebar.
2. Click View Files.
3. In the Cache Viewer window, select the cached files you want to delete, and then click Delete.

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 Note: You cannot delete a cached file that is in use.

Tip: To remove all cached files, click Purge.

Enable the Java console

If you are still experiencing any difficulty with using RapidResponse, you might need to enable Java
console (or Java Log) on your computer. Once Java Console is enabled, it appears in a separate window
providing information about the Java version, user home directory, and any error messages that occur
while running RapidResponse or any other JRE-based application.
Information provided in the Java Console can be communicated to your RapidResponse administrator
or Kinaxis Customer Support in order for them to investigate any problem you are experiencing.

To enable the Java console for the Oracle JRE

1. In the Java Control Panel, click the Advanced tab.
2. Under the Java console option, select Show Console.

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JRE memory settings and versions
 3. Click OK.

For more information about enabling the Java Console, see

http://www.java.com/en/download/help/javaconsole.xml.

To enable the Java console for the Temurin JDK

1. In File Explorer, navigate to the IcedTeaWeb bin folder, typically C:\Program
Files\IcedTeaWeb\WebStart\bin\
2. Run the itweb-settings.exe application.
3. In the IcedTeaWeb Control Panel, on the sidebar, click Debugging.

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 4. In the Java Console list, select one of the following:
l Show on startup: Opens the Java console when Java starts.
l Show on javaws startup: Opens the Java console when a Java Web Start application, such as
RapidResponse, runs.

Accessing resources and information from the

Start page
By default, most users see a Start page after signing in to RapidResponse. The Start page has four
sections:
l Getting Started or Recent Activity: The first time you sign in, this section is called Getting Started,
and it provides you with links to your account settings and information about RapidResponse. On
subsequent sign-ins, it is called Recent Activity, and it displays links that you can use to open your
most recently used resources with the same data settings you used last time.
l Act Faster: This section provides links to help you get started on common tasks. It also provides a
link that you can use to launch the RapidResponse Web client in a web browser. See "Launching
the Web client" on page 72 for more details.
l Recent Messages: This section is shown if you have access to the Message Center. Any recent
messages in your inbox are displayed here. You can click a message title to read it, or click See All
to go to the message center.
l Learn: This section provides links to resources that you can use to learn more about
RapidResponse, such as videos, documentation, discussions, and news. These links work only if
you have Internet access.

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Accessing resources and information from the Start page
 Notes:
l Depending on account settings, some users might not have a start page available to them.
l The Java client can be used on Microsoft Windows and Mac OS operating systems. However,
the Start Page is not supported on Mac OS.

Showing and hiding the Start page

The Start page appears on a tab, which you can leave open and refer to as you work, or close after
RapidResponse starts. If you have closed the Start page, you can open it again at any time. By default,
the Start page opens each time you start RapidResponse, but you can toggle this behavior on and off.

Specify whether the start page is shown each time you sign in
1. On the Tools menu, click Options.
2. On the Settings tab, check the Show Start Page box if you want the Start page to open when you
sign in to RapidResponse, or clear the box if you do not want it to open.

Tip: If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Open the Start page

l On the Go menu, click Start Page.

Note: If a report and the Start page both open automatically when you start RapidResponse,
the tab for the report is shown in front of the tab for the Start page.

Changing your password

To maximize the effectiveness of your password, follow these guidelines:
l Make your password at least 8 characters long.
l Use letters, numerals, and symbols in your password. You cannot use the straight quotation mark
(") character or the semicolon (;) character in the password.
l Avoid actual words and common names.
l Do not use personal information, for example: your name, your pet's name, birth dates, or phone
numbers.

Your RapidResponse administrator might set requirements for passwords, such as a minimum
password length or specific types of characters (such as numbers and symbols).

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 Change your password
1. On the Tools menu, click Change Password.
2. In the Change Password dialog box, type your current password, your new password, and then
the new password again.
3. Click OK.

Caution: If you automatically sign in to RapidResponse either through a portal or without

entering a password, changing your password could cause you to become locked out of
RapidResponse.

Notes:
l You can change your password only if you have been granted the required permission.
l If your RapidResponse administrator has specified password complexity requirements, those
requirements are displayed in the Change Password dialog box.
l If an administrator changes the password of another user who is currently signed into
RapidResponse, that user is not automatically disconnected. However, if required, an
administrator can disconnect a user after changing their password as described in the the
RapidResponse Administration Guide.

Changing an expired password

If your password has expired, you will see the following dialog box when you attempt to sign in.

Caution: If you close this dialog box without changing your password, you will be locked out the
next time you attempt to sign in.

Change your expired password

1. In the Dialog box, click OK.
2. In the Change Password dialog box, type your current password, your new password, and then
the new password again.
3. Click OK.

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Changing your password
 Specify formats for dates, times, numbers,
and currencies
Date, time, number, and currency information displayed in RapidResponse resources has formatting
applied. For example, number information can be displayed using commas or spaces as thousands
separators, or date information can be displayed with a two-digit or four-digit year.
The formats applied to data can be defined by the resource's author. In resources where the author has
not defined a format, your specified format is used. The format you specified is also used in the
RapidResponse interface. If your RapidResponse system supports multiple currencies, you can also
specify the currency that is used in all resources that contain money values.
The number format includes thousand separators, decimal symbol, and positive and negative formats.
It does not include the number of decimal places which is specified by the resource authors.
The date and time displayed in RapidResponse (including worksheets) is taken from your computer,
unless your computer's time zone is not defined in RapidResponse. If the time zone is not defined, you
are notified when signing in to RapidResponse, and a different time zone is used for the session.
Contact your RapidResponse administrator to define your time zone.
Any notes you add to a scenario include the date and time information of when the note was added,
using RapidResponse's date and time. For any automatically generated notes, such as when you create
a scenario, RapidResponse's date and time is also used. For information about scenarios, see "Scenarios
in RapidResponse" on page 20.

Specify formats for number, date, time, and currency data

1. On the Tools menu, click Options.
2. In the Options dialog box, click the Settings tab.
3. In the Formats area, click a format in any of the following lists:
l Currency
l Number
l Date
l Time

Specify your preferred currency

1. On the Tools menu, click Options.
2. In the Options dialog box, click the Settings tab.
3. In the Currency list at the top of the Settings tab, select the currency you want to view in
resources.

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 Note: RapidResponse administrators control which data formats are available to users. If you
want to use a data format that is not currently available, contact your RapidResponse
administrator.

Tips:
l To view information about the currency, currency format, or number format you have
selected, click the button beside the currency or format.
l If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Bulletin Board information

You have access to the Bulletin Board dialog box which provides information about the RapidResponse
system. This dialog box provides:
l Information about the next scheduled maintenance activity.
l Announcements from RapidResponse administrators.

The Announcements section typically includes information about system activities such as when data
updates and system restarts will occur. This could help you pick optimal times to schedule your own
automatic activities such as alerts or scheduled reports.
l On the Help menu, click Bulletin Board.

Sign out and exit RapidResponse

You can sign out of RapidResponse by closing the RapidResponse client window. It is recommended you
close the window by using the RapidResponse menu command. If you want to sign back in, you must
open another browser window and provide the RapidResponse URL. For more information about
signing in, see "Sign in to RapidResponse (On-Premises systems)" on page 70 or "Sign in to
RapidResponse (On-Demand systems)" on page 67.

To sign out and exit RapidResponse

l On the File menu, click Exit.

If you are using the On-Premises version of RapidResponse and did not sign in through the gateway,
you can sign out of RapidResponse, but leave the RapidResponse client window open. This way, you can
quickly sign back in by clicking Sign In on the File menu, without having to restart RapidResponse.

RapidResponse User Guide (Java Client) 92

Bulletin Board information
 To sign out of the On-Premises version of RapidResponse
l On the File menu, click Sign Out.

Note: By default, your RapidResponse session automatically expires if it is inactive for four
hours, and all unsaved data changes are lost. This setting can be changed by your
RapidResponse administrator.

Tip: If profile pictures are turned on, you can sign out by clicking on your profile picture in the
RapidResponse toolbar and selecting Sign Out.

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CHAPTER 5: Accessing help and
documentation
Determining which help system or guide to use 96
Documentation conventions 99
Finding the content you need in HTML help 99
Your feedback 100
Help in resources 101
Other ways to learn about RapidResponse 106

The RapidResponse documentation set includes several different help systems and guides, each dealing
with a different area of knowledge. Help for individual resources, such as workbooks is also available.
In addition to the RapidResponse documentation, you can access a variety of other resources to help
you learn about the capabilities and features in RapidResponse. These include an online community
where you can view how-to videos and find advice, a mailing list that you can use to keep up to date on
supply chain news and upcoming events, and instructor-led training courses.

Accessing RapidResponse help systems and guides

You can access RapidResponse help systems and guides two ways:
l Access documentation directly from the Help menu in RapidResponse.
l For links to all of the available help systems and guides, see "Determining which help system or
guide to use" on page 96.

RapidResponse User Guide (Java Client) 94

 Account permissions and the Java client Help menu
The list of options that you see when you click the Help menu in the Java client depends on the
permissions that are associated with your RapidResponse account.
The more permissions you have in RapidResponse, the more options you see on the Help menu. For
example, resource authors have more permission than general users. Links to documentation that you
are less likely to need, based on your permissions, are not shown on the Help menu. For example, users
without administrator permissions do not see Administration Help.
The following table outlines all potential Java client Help menu items and the type of users who can
access them.

Help menu item(s) Available to...

RapidResponse User Help All users

RapidResponse Applications Help
Fundamental Concepts Guide

Resource Authoring Help Authors

Analytics and Data Model Guide
Data Model Posters

Scripting Help All administrators

Users with Script authoring permission

Administration Help All administrators

Data Integration Help Data and system administrators

RapidResponse Web Service Help

Note: Additionally all Help listed above (as well Help supporting the Web and Mobile
clients) can be accessed by any user via the Documentation Center page on Knowledge
Network (available in both HTML and PDF format for each Service Update).

Documentation formats
Most RapidResponse documentation resources are available as both HTML help systems and PDF
documents. Some documentation is only available in PDF format.
HTML help systems are optimized for viewing in a web browser. While it is possible to print individual
topics from HTML help, you will get better results if you print the topic or topics from the equivalent
PDF guide.
PDF guides are optimized for printing. They can be viewed and printed using an application such as
Adobe Reader®. You can download Adobe Reader from the Adobe site at www.adobe.com.

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Accessing help for RapidResponse resources
Help is often available in the RapidResponse application window for individual resources of the
following types:
l Dashboards and widgets
l Worksheets and workbooks
l Scorecards
l Forms
l Scripts
l Responsibility definitions

Determining which help system or guide to

use
The RapidResponse documentation set includes several help systems and guides, each dealing with a
different area of knowledge. The following table summarizes the available documentation, some of
which you can access from the Help menu in RapidResponse.

Title Description

RapidResponse User Guide (Java client) This guide provides Java client users with basic reference and procedural
information. It covers topics such as viewing data, modifying data as part
of simulation, solving business problems, and customizing the user
interface.

RapidResponse User Guide (Web client) This guide provides Web client users with basic reference and procedural
information. It covers topics such as viewing data, modifying data as part
of simulation, solving business problems, and customizing the user
interface.

RapidResponse Applications Guide (Java This guide provides information about the RapidResponse applications
client) that support supply chain planning processes across different functional
areas in the Java client.

RapidResponse Applications Guide (Web This guide provides information about the RapidResponse applications
client) that support supply chain planning processes across different functional
areas in the Web client.

RapidResponse Fundamental Concepts Guide RapidResponse product overview, which includes key capabilities and the
deployment methodology.

RapidResponse User Guide (Java Client) 96

Determining which help system or guide to use
 Title Description

RapidResponse Resource Authoring Guide This guide provides information on creating and managing resources, such
(Java client) as dashboards, workbooks, and filters, using the Java client. Detailed
information about RapidResponse Query language is also included.

RapidResponse Resource Authoring Guide This guide provides information on creating and managing workbooks and
(Web client) forms using the Web client.

RapidResponse Data Model and Algorithm Description of the RapidResponse data model and associated algorithms.
Guide (Java client) All tables and fields in the data model are listed and described. This guide
also notes changes to the data model corresponding to the
RapidResponse release. Procedures in this guide are for the Java client.

RapidResponse Data Model and Algorithm Description of the RapidResponse data model and associated algorithms.
Guide (Web client) All tables and fields in the data model are listed and described. This guide
also notes changes to the data model corresponding to the
RapidResponse release. Procedures in this guide are for the Web client.

Data model posters A series of posters illustrating the structure of tables and fields in
RapidResponse, and the relationships between fields. For more
information, see "Data Model Posters" on page 98.

RapidResponse Administration Guide Information for administrators, covering installation, upgrades,

maintenance, system settings, and user administration.

RapidResponse Scripting Guide (Java client) Information about building custom applications using scripting language
objects, functions, and methods to automate some RapidResponse
processes. Procedures in this guide are for the Java client.

RapidResponse Scripting Guide (Web client) Information about building custom applications using scripting language
objects, functions, and methods to automate some RapidResponse
processes. Procedures in this guide are for the Web client.

RapidResponse Embedded Algorithms Guide Information on creating embedded algorithms to perform calculations on
data in RapidResponse.

RapidResponse Web Services Guide Information on using RapidResponse Web services to create users,
resources, and Web service client programs.

RapidResponse Data Integration Guide Information about integrating enterprise data sources with
RapidResponse, including mapping data from source tables and fields,
customizing the RapidResponse database, extracting data from enterprise
sources, performing data updates to bring new and updated data into
RapidResponse, moving data between RapidResponse instances, and
moving data changes between RapidResponse and business partners in
real-time.

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 Title Description

RapidResponse User Guide (Mobile Client) This guide provides information on how to view data in the Mobile client.

Global Help If you are not sure which help system contains the information you need,
you can search for it in this help system, which includes information from
all of the other help systems.

RapidResponse Release Summary The latest release summary outlines all of the changes that have been
made in RapidResponse 2312, including new features and defect
resolutions in service updates. Release summaries can be found in the
Kinaxis Knowledge Network in the Documentation Center.

Custom Help Your company might have also created custom help specific to your
RapidResponse implementation.

The permissions associated with your RapidResponse account affect the list of guides that you can
access from the Help menu. For more information, see "Account permissions and the Java client Help
menu" on page 95.

Data Model Posters

Users who have permission to create resources such as workbooks and dashboards have access to the
following posters on their RapidResponse Help menus:
l RapidResponse Data Model for Import poster: displays the relationship between the tables and
fields used in the RapidResponse data import process.
l RapidResponse Calculated Data Model poster: displays the relationship between the main
RapidResponse database calculated tables and fields. Calculated fields in the RapidResponse data
model input tables are also displayed.
l RapidResponse Sales & Operations Planning poster : displays the relationship between the tables
used to support the Sales & Operations Planning application.
l RapidResponse Inventory Planning and Optimization poster : displays the relationship between
the tables used to support Inventory Planning and Optimization application.
l RapidResponse Integrated Project Management poster : displays the relationship between the
tables used to support Integrated Project Management application.
l RapidResponse Historical Supply poster and RapidResponse Historical Demand poster: displays the
relationship between all tables (input, control, and calculated) that are used to store historical
supply data and historical demand data, respectively.

RapidResponse User Guide (Java Client) 98

Determining which help system or guide to use
 Documentation conventions
To help you quickly locate and interpret information, Kinaxis guides use conventions noted in the
following table.

Convention Description

bold Bold is used for user-interface elements in procedures. For example:

On the toolbar, click Save.

italic Italic is used when citing other documents. For example:

For more information, see the RapidResponse Administration Guide.

Courier Courier New is used for programming examples and text that is entered in Microsoft
New Windows Command Prompt window or command lines.

Caution: Identifies a caution message (critical information).

Note: Identifies a note.

Tip: Identifies a tip.

If you are using a Mac OS, procedures that use the Windows Ctrl key should be replaced with the Mac
OS Command key.

Finding the content you need in HTML help

You can find information in any RapidResponse HTML help system by searching or by browsing in the
contents or the index.

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Searching the help
You can find the information you require by entering a term in the Search box. You can also refine your
search by using AND or OR to search for a combination of words, and you can put quotation marks
around your search word or phrase to search for that exact phrasing only. For example, "sort" would
return any topics with the word "sort," but not the words "sorted" or "sorting."

Search for content

l Type a search term in the search bar and then click .

Note: If you do not want the words you searched for highlighted in the help topic, click Remove
Highlights .

Tip: If the browser window is small, the search bar might not be displayed. To see a search bar,
click or enlarge the window.

Browsing the contents and the index

You can also find information by browsing in either of these panes:
l Contents: browse through the topics in the table of contents.
l Index: find a topic through the index. Scroll through the index or type a word or phrase in the
Search Index box to find an index entry.

Tip: If the browser window is small, the Contents and Index panes might not be displayed. To
see them, click or enlarge the window.

Your feedback
Kinaxis takes great pride in developing user-friendly applications and we hope that our documentation
resources ensure a high level of usability. We welcome your feedback about the help topics you access.
If you have comments or suggestions about Kinaxis documentation or training materials, you can email
them to training@kinaxis.com.

RapidResponse User Guide (Java Client) 100

Your feedback
 Help in resources
Many RapidResponse resources have help embedded within the resource. The form the help takes
depends on the type of resource.
When help is available for a resource, you can view it from the open resource. You can also view an
Help overview that describes the purpose of the resource for some types of resources from the
Explorer, without having to open the resource first. These resources include workbooks, scorecards,
widgets, forms, and scripts. Viewing resource help from the Explorer can help you to determine
whether a resource is the correct one to use, without having to wait for it to load.

View resource help overview without opening the resource

l In the Explorer, select a resource and then click beside the name of the resource.

Tip: You can also view resource help from the Explorer by right-clicking the name of the
resource and then selecting the Help option for the resource from the menu. For example, to
view help for a script, click Script Help.

View and print worksheet and workbook help

RapidResponse worksheets can include a help page that is displayed in a pane on the right side of the
worksheet. Workbooks might also include a help page, in which case, the help pane includes two tabs:
Workbook Help and Worksheet Help.

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 Show or hide the help pane

l
Click Show Workbook/Worksheet Help .

Note: This command is not available for workbooks that do not have workbook help or help for
at least one worksheet defined.

Print the worksheet or workbook help

You can print the worksheet or workbook help when the help pane is displayed.

1. On the File menu, click Print.

2. Click Worksheet Help or Workbook Help, and then click OK.

Note: The worksheet and workbook help are printed as they appear in the help pane. Widen
the help pane before printing to maximize the amount of information printed on a page.

Tip: You can also print the worksheet help by right-clicking in the help pane, and then clicking
Print.

View and print scorecard help

Each scorecard in RapidResponse includes a help page that is displayed in a pane on the right side of
the scorecard. You can show and hide the scorecard help pane.

l Click Show Scorecard Help .

Note: This command is available only for scorecards that have help defined.

Print the scorecard help

You can print the scorecard help when it is displayed.

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Help in resources
 1. On the File menu, click Print.
2. Click Scorecard help, and then click OK.

Note: The scorecard help is printed as it appears in the help pane. Widen the worksheet help
pane before printing to maximize the amount of information printed on a page.

Tip: You can also print the scorecard help by right-clicking in the help pane, and then clicking
Print.

View dashboard and widget help

Dashboard help is often available for a dashboard as a whole, and you might also be able to view help
for individual widgets.

Dashboard help
Some dashboards might have an Information tab with a text widget that shows dashboard help.
Dashboard help contains information about how the dashboard is intended to be used, and can include
links to related resources, websites, or help videos.

Widget help
Most widgets on dashboards that are supplied with RapidResponse have widget help, and some custom
widgets might also include help. Widget help typically describes the metrics displayed in a widget, and
might include links to other resources such as workbooks and websites. You can access help for widgets
directly from the widget controls on a widget on your dashboard.

View widget help

l On a widget title bar, click Actions , and then click Help.
The widget help appears in a dialog box.

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View form help
Forms can display three types of help: contextual help directly on the form, form pop-up help, and field
pop-up help.
Both contextual help and form pop-up help might describe the purpose of the form, how to use it, or
what happens when the form is run. Contextual help appears directly on the form. Form pop-up help
appears when you hover over the information icon at the top right corner of the form.
Individual fields on a form might also display help specific to the field, such as what types of values it
accepts.

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Help in resources
 View pop-up help for a form
1. On the form, point to the information icon in the upper right corner of the form.
Form help appears below the form title bar.
2. Point away from the information icon to close the help.

Note: Only forms that have available help display with the information icon.

View pop-up help for a field

1. Point to the field that you want to view help for.
Only fields with help appear next to the field title.
2. Point to the information icon on the field.
Help for the field appears above or below the field.
3. Point away from the information icon to close the help.

View script help

Some scripts might have embedded help. If a script has embedded help, a Script Help tab is shown
when you run the script.

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View help for a responsibility definition
You might be able to access embedded help for an open responsibility definition. If help is available,
RapidResponse Help is available near the top left of the tab.

Resources without embedded help

Some types of resources, such as filters, cannot have embedded help, and not every resource that
could have embedded help does have embedded help. Resource authors decide whether to include
help when they create new resources that can have embedded help.
Sometimes, the information needed to use that resource might be available elsewhere. For example, if
you access a dashboard by opening it from a task flow, the information that you need to understand
the purpose of the dashboard might be included in the task flow. Another example is a custom resource
created for your company, which might be documented in company procedures that are maintained
outside of RapidResponse.

Other ways to learn about RapidResponse

In addition to the RapidResponse documentation set, there are several other ways to learn about
RapidResponse.

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Other ways to learn about RapidResponse
 Kinaxis Knowledge Network
Visit the Kinaxis Knowledge Network at knowledge.kinaxis.com to access features including:
l Upgrade Center: Learn what's new in each version of RapidResponse.
l Training videos: Familiarize yourself with the basic capabilities of RapidResponse by taking an
introductory course, delivered as a series of short videos. You can also view videos on some more
advanced topics.
l Discussion Forums: Discuss RapidResponse with other users.
l Blogs: Learn how others are using RapidResponse and solving supply chain problems.

Some content is only available after you create a Kinaxis Knowledge Network user account and sign in.

News mailing list

Subscribe to the mailing list to stay up-to-date on news and upcoming supply chain events, such as
Kinexions, the annual Kinaxis training and user conference. You can find the subscription form at
http://info.kinaxis.com/customer-subscription-page.

Training courses
Kinaxis offers instructor-led courses and self-paced online training courses to help you develop in-depth
RapidResponse knowledge. Instructor-led courses are usually delivered online in a virtual classroom,
but on-site instruction can also be arranged. To seethe training paths and courses that are available,
visit www.kinaxis.com/learningservices.

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CHAPTER 6: Determining where to begin
RapidResponse application window basics 112
Summary of RapidResponse panes 113
Finding resources using the Explorer 116
Search for a report that contains a specific text string 120
Resources that can only be opened from links 122

There are several ways to determine what you need to do and begin getting work done
in RapidResponse. Which one you use depends on the work you need to do, the resources that have
been made available to you, and in some cases, your experience level. Often, there is more than one
way to accomplish a task.
This section discusses some ways that you might begin your work in RapidResponse, and covers some
basic information that all RapidResponse users need to know, including application window layout and
how to locate and open resources.

Starting with a task flow

Task flows are resources intended to help you to perform routine, but complex, tasks in a standard way.
Often, task flows also provide links to the other resources, such as workbooks, that you need to
complete certain steps. Task flows can be particularly useful for new employees who might not be
familiar with their employer's procedures yet, but task flows can also help experienced employees to
complete routine tasks without errors or omissions, and locate necessary resources quickly. For more
information about task flows, see "Following standard procedures using task flows" on page 124.

RapidResponse User Guide (Java Client) 108

 Example
Robert signs in to RapidResponse to respond to late orders. He opens a task flow specifically designed
for this task. Robert already knows how to complete each step, but he still refers to the task flow so
that he doesn't forget a step. He uses the links beside the step titles to quickly open the resources he
needs, using predefined data settings.

Starting with a dashboard

Some RapidResponse users begin by looking at a dashboard. The summary data displayed in dashboard
widgets can help you to detect areas that require your attention. For more information, see "Viewing
data in dashboards" on page 330. Often, you can drill to detailed resources from widgets on a
dashboard, or click links from the dashboard to open related resources.

Example
Helena is a district sales manager. The first thing she does when she signs in to RapidResponse is open a
dashboard and check sales figures for the area that she is responsible for. She notices a sudden,
unexpected drop in sales revenue for a particular product family, so she contacts the person
responsible for the product family to find out whether the numbers are accurate.

Starting with Message Center

Most RapidResponse users can receive messages through the RapidResponse Message Center. These
messages can let you know when you need to take action, and help direct you to the resources you
need to complete the necessary task. You might receive messages from colleagues who would like you
to investigate an issue, reminders about routine tasks that you need to complete, reports containing
data that you need to review, or alerts that let you know when certain conditions (such as inventory
dipping below safety stock) arise.
You can also set RapidResponse to forward these messages to your email, so even if you are not signed
in to RapidResponse, you can see that something requires your attention.
For more information about Message Center, see "Communicating using Message Center" on page 552.

Example
Jada checks message center as soon as she signs in to RapidResponse. She sees that her district
manager has sent her a link to a dashboard, and wants to know whether last week's unusually low sales
figures are accurate. Jada clicks the link to view the dashboard, and when she sees the chart, it is
obvious that something isn't right. She clicks on the data point representing last week's sales, and
opens the workbook containing sales data. She determines that some figures were entered using the
wrong currency, so she corrects the errors.

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Starting with a form
For some business tasks or series of tasks in RapidResponse, you might use a form. Only the
information and controls you need to complete the tasks are included in the form. This way you can
avoid making common mistakes, such as accidentally editing data in the wrong scenario. If another
resource, for an example a script, is also available to complete the same task or tasks, it is
recommended that you use the form each time to you perform the tasks. For more information, see
"Using forms" on page 544.

Example
Samer uses RapidResponse once a month to enter the marketing values required in the S&OP forecast
calculations. He opens the Enter Forecast form from his S&OP Forecast task flow to type the marketing
values. Clicking okay runs the form and submits his values to the RapidResponse database for the
forecast calculations.

Starting with the process activities calendar

Some companies use RapidResponse to orchestrate business processes that involve multiple people,
who are each expected to perform one or more activities within a given time frame, contributing to the
overall process. If any activities in such a process are assigned to you, then you have access to a
calendar showing any activities that you are responsible for, on the days that these activities are
scheduled to start. You can also see which other activities in the process are in progress or completed,
so you can determine whether the prerequisites for your activity have been met. For more information
about processes, see "Participating in business processes" on page 128.
You might view your process calendar in a dashboard, or in the Process Activities workbook.

Example
Lucy signs in to RapidResponse and checks her Process Activities calendar. She sees that she is
supposed to begin an activity tomorrow. Lucy checks to see whether the prerequisite activity has been
completed yet, and discovers that it has been completed. She decides to get started early. She changes
the task status of her task to In Progress and then clicks the link in the activity instructions to open a
task flow that details the steps for her activity.

Starting with a workbook

Sometimes, it makes sense to go straight to a workbook when you sign in to RapidResponse. This is
particularly true when the task you need to accomplish is not routine. For example, you might need to

RapidResponse User Guide (Java Client) 110

 search for specific data and export it to Microsoft Excel, or you might need to create a new scenario
and perform a simulation. For more information, see "Using worksheets and workbooks" on page 158.

Example
Konstantinos signs into his company's client's RapidResponse system and opens a workbook to review
new purchase order requests. He reviews the worksheet help to refresh his memory about precisely
what the information in each of the columns means, and then he responds to the requests.

Starting from the Start page

Most RapidResponse users have access to a Start page, which opens when they sign in to
RapidResponse. It provides quick access to recently used resources and serves as a launching point for
common activities. Your list of recently used resources can also help you to remember what you did in
previous RapidResponse sessions, and either repeat tasks that you have completed previously or move
on to the next task that needs to be done. For more information, see "Accessing resources and
information from the Start page" on page 88.

Example
Roger signs in to RapidResponse to review a dashboard to see how well his department is meeting
goals set out in the annual plan. He has recently viewed the dashboard, using the same dashboard
settings he wants to use today. He clicks on the name of the dashboard in his Start page to access the
dashboard directly, using the same settings. He glances at the data settings to make sure they are what
he expected, and then he reviews the charts on the dashboard.

Starting with a collaboration

Collaborations allow RapidResponse users to assemble a team to solve complex problems that involve
too many different data sources or have too much of an impact for one person to handle. Teams use
collaborations to communicate, share simulated data, and compare solutions. You can start a new
collaboration or you can be added to a collaboration by another participant. All the collaborations you
have access to are displayed in Collaboration Center. For more information about collaborations, see
"Collaborating to solve business challenges" on page 634.

Example
Aman signs in to RapidResponse to check on the status of an unexpected customer order. He opens the
Collaboration Center and clicks on the collaboration that was created to address the impact of this
order. He sees that a number of the collaboration participants have added scenarios and posts. He
reviews the information and responds to the issues that relate to his location.

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RapidResponse application window basics
The following image shows an example of a RapidResponse window, and the table provides a quick
overview of the items labeled in this image.

The following table describes the areas labeled in the above illustration.

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RapidResponse application window basics
 Area Description
Toolbar This area contains tools that provide shortcut access to the menu commands.

Workspace The workspace area displays the resources you are using. When you open a dashboard,
workbook, or scorecard, they are displayed in the workspace area, allowing you to view, modify,
and analyze data.
When you view a scenario's properties, the scenario properties open in the workspace area, and
allows you to respond to or modify the properties of the scenario. For more information about
scenarios, see "Scenarios in RapidResponse" on page 20.
The workspace area can also show the Start page or the RapidResponse Message Center. The
Start page provides you with quick access to resources and information. For more information,
see "Accessing resources and information from the Start page" on page 88. The Message Center
contains notification messages that can tell you when alert conditions have been met, when
resources have been given to you, and so on. For more information, see "Communicating using
Message Center" on page 552.

Explorer The Explorer provides access to resources, and you can use it to perform many actions with
resources, such as opening resources or making changes to resources. For more information,
see "Finding resources using the Explorer" on page 116.

Workbook/Worksheet This pane contains help for the currently displayed worksheet. If workbook help is also defined,
Help then a workbook help tab is also available in this pane. For more information, see "View and
print worksheet and workbook help" on page 101.

Menu Bar This area contains the menu bar, which provides access to various commands from pull-down
menus.

Status Bar The status bar displays information about RapidResponse, including your name and whether you
have unread messages. Other information might also be shown here, such as the name of the
server you are signed in to or automatically-calculated statistics about data you have selected.

There are several ways you can customize the arrangement of your workspace. For more information,
see "Arranging your workspace" on page 144.

Summary of RapidResponse panes

The following is a summary of the panes you might be able to access, and some of the tasks that can be
performed within each pane.

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Pane Description
Explorer The Explorer pane allows you to view and open resources that you have access to. Resources include reports
(dashboards, workbooks, and scorecards), tasks (task flows, forms, business processes, and responsibility
definitions), automation resources (alerts, scheduled tasks, scripts, and automation chains) and filtering
resources (filters and hierarchies).
You can also perform a search to narrow down the list of resources. For more information, see "Finding
resources using the Explorer" on page 116.
Depending on the permissions you have been granted by your RapidResponse administrator, you might also
be able to perform resource management activities, such as editing or sharing resources, in the Explorer. For
more information, see "Managing resources" on page 132.

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Summary of RapidResponse panes
 Pane Description
Scenarios If you have access to the Scenarios pane, you can view a list or scenarios available to you in reports, create
scenarios, and perform simulations. You might also be able to share scenarios. For more information, see
"Scenarios in RapidResponse" on page 20.

Add-ins Provides access to custom applications, generally developed by your company, that extend base
RapidResponse functionality. For more information, see "Extensions and add-in applications" on page 680.

Extensions Your RapidResponse administrator defines the content of the Extensions pane. It can be used to provide
access to optional Web-based application, your company intranet and documents, and important Web sites.
For more information, see "Extensions and add-in applications" on page 680.

Searching for items in a navigation pane

If one of the panes in RapidResponse contains a large number of items, for example, scenarios, you can
search for a specific item.

1. Click inside the pane.

2. Begin typing the name of the item. A text box is displayed at the top of the pane.
You can also use the * and ? wildcards to search for text fragments and use the arrow keys to
scroll through the items in the pane that match the search criteria. For example, searching for
To* in the scenarios pane finds scenarios whose names begin with "To" and end with any

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 number of characters. For more information about the wildcards, see "Operators and wildcards"
on page 236.
3. Once you find the resource, press ESC to close the text box.

The Explorer pane also has its own special search functions. For more information, see "Finding
resources using the Explorer" on page 116.

Finding resources using the Explorer

Every RapidResponse user has access to at least one openable resource, which can be a report
(dashboard, workbook or scorecard), a task, or an automation resource. If you have more than one
resource you can open or you have resource authoring permission, you can locate all types of resources
using the Explorer.

Open the Explorer to view resources

l On the Go menu, click Explorer.
If the Explorer button is shown at the left side of the RapidResponse window, you can also
click this button to open the Explorer.

Open a report, task, or automation resource

l In the Explorer, select the resource you want to open.
l On the Actions menu, click Open.
Notes:
l You might be able to access certain resources by clicking on links from other resources.
For example, you might be able to open a workbook from a dashboard widget. Some
of these resources that you access through links might not appear in the Explorer. For
more information, see "Resources that can only be opened from links" on page 122.
l Some resources, such as filters, are listed in the Explorer, but cannot be opened.
l If a displays next to a resource that you have selected or hovered over with your
mouse pointer, you can click it to view the help for that resource. This can help you to
determine whether it is the resource you are looking for before opening the resource
and waiting for data to load.

Tips:
l You can also open a resource by double-clicking it in the Explorer or by selecting it in
the Explorer and pressing Enter on your keyboard.
l You can use the Search Resources tool to search for text in more locations than just
the title of the resource. For example, you could find a workbook that uses a specific

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Finding resources using the Explorer
 word in a column heading. For more information, see "Search for a report that
contains a specific text string" on page 120.

Open another copy of a report

You can open another copy of a report (dashboard, workbook, or scorecard) that you already have
open. For example, you might want to compare the data in the report with different data settings
applied.

1. In the Explorer, select a report that is already opened.

2. On the File menu, click Open in New Tab .

Tip: You can also open a report on a new tab by right-clicking the name of the report in the
Explorer, and then clicking Open in New Tab .

Searching and filtering resources

Narrowing down the list of resources can make it easier to find the what you need when you have a
long list of resources in the Explorer. You can use the following strategies:
l Apply basic or advanced filtering options
l Search for a resource by name
l Only show resources with a specific tag

These strategies can be used in combination to narrow down the selection further.
Your filtering, tag selections, and searches in the Explorer persist when you sign out of RapidResponse
and sign back in. For example, if you select the option to view only filters in the Explorer, the next time
you sign in to RapidResponse, you will only see filters in the Explorer, until you make a different
selection.

Apply basic or advanced filtering options

You can use the basic filtering options to select categories of resources to see. These basic filtering
options are available:
l Reports: shows dashboards, workbooks, and scorecards.
l Tasks: shows task flows, forms, processes, and responsibility definitions.
l Automation: shows alerts, scripts, scheduled tasks, and automation chains.

To view a list of all resources, which includes the sites, hierarchies, and filters that you have access to,
de-select all three basic filtering options (Reports, Tasks, and Automation) or use advanced filtering
options.

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Advanced filtering options allow you to select any combination of resource types to view. You can also
view only public resources, only private resources, or only shortcuts. Users with authoring permission
also have the option to view only resources that are checked out of the resource repository.
The following illustration shows the Explorer, without the advanced filtering options shown, and with
them shown. The red arrow points to the Show Options button.

Use basic filtering options to limit the resources listed

l In the Explorer, click any of the following buttons to select or deselect it:
l Reports: Shows dashboards, workbooks, and scorecards.
l Tasks: Shows forms, processes, responsibilities, and task flows.
l Automation: Shows alerts, automation chains, scheduled tasks, and scripts.
When a button is selected, it is highlighted and resources in that category are listed in the
Explorer.

Use advanced filtering options to limit the resources listed

1. In the Explorer, click .

Advanced filtering options appear at the left side of the Explorer.
2. Select the type of resource you want to see.

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Finding resources using the Explorer
 Note: If no basic or advanced filtering options are selected, all of the resources that you have
access to are listed. This can occur if you select one or more basic filtering options, and then
deselect all of the basic filtering options without selecting any advanced filtering options.

Tip: You can select multiple advanced filtering options by holding down the CTRL key and
clicking each of the options that you want to select.

Search for a resource by name

You can search for a resource by typing all or part of its name. The more characters you type, the
narrower your selection becomes.
You can also search for a report using text, such as the name of a worksheet or a widget, that might not
be included in the name of the resource. For more information, see "Search for a report that contains a
specific text string" on page 120.

Search for a resource by name

l In the search bar of the Explorer, type all or part of the name of the resource.

Tip: You can click the button on the search bar and select Match from start or Match
anywhere to change the way RapidResponse determines what is a match. In the example
shown here, the default option, Match anywhere, is selected. If Match from start were
selected, NPI Record Creation would not be included in the search results.

Only show resources with a specific tag

Some resources might be marked with tags to identify them as belonging to a group of related
resources. A resource can have multiple tags applied.
There are two types of tags: global and personal.

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Global tags can be applied to shared resources by administrators, and are visible to everyone who has
access to the tagged resources. For example, all project management resources or financial planning
resources might be grouped together using a global tag. Global tags are identified with blue icons .

Personal tags can be applied by any user to any resource listed in the Explorer. A personal tag is visible
only to the user who created it. For example, you might apply a personal tag to the resources that you
use to produce forecasts for your company's annual plan, or you might create a favorites tag that you
apply to resources that you use often. Personal tags are identified with gray icons . For information
about creating personal tags, see "Creating personal resource tags" on page 141.
You can only view results for one tag at a time in the Explorer.

Only show resources with a specific tag

l From the Choose a tag menu, select a tag.

Note: You can also manage your resources in the Explorer. For more information about
managing resources, see "Managing resources" on page 132.

Search for a report that contains a specific

text string
You can search the dashboards and workbooks directly available to you in order to find the ones that
contain a specific text string. The following elements are searched:
l Workbooks: workbook names, column headers, chart titles, worksheet names, column help,
worksheet help, or workbook help.
l Dashboards: dashboard titles, widget titles

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Search for a report that contains a specific text string
 For example, suppose you know you have a worksheet that reports supply and demand balances, but
you do not remember which workbook it is in. You can search the workbooks for the term "balance" to
find worksheets that contain a Balance column. The search results would also include any workbooks
that contain the term "balance" somewhere other than the column header, and dashboards that have
"balance" in their names or their widget names.

Tip: You can also use the Explorer to search for text strings in workbook, dashboard, and
widget names. For more information, see "Finding resources using the Explorer" on page 116.

This type of search is different from searching in a worksheet to find a specific data value. For
information about searching for data within a worksheet, see "Search for specific data" on page 230.
This type of search is also different from searching for a workbook or other resource based on its title.
For information about searching for workbooks by title, see "Finding resources using the Explorer" on
page 116.
Search results are displayed in the Search Resources window, which is shown in the following
illustration.

In this example, the term "Finance" was found in 25 places in 12 reports. You can expand each report's
results to determine where in the report your search term is used. In this example, there are two
matches in the S&OP Consensus Demand Planning Widgets workbook, including in a column header
and column help for the Consensus Demand Plan - Revenue Chart worksheet.
If you search for a text string that includes multiple words, results are returned for the complete
phrase, and not for the individual words in the text string. For example, if you search for 'Ship Set
Available', you get results only for columns or help entries that contain the full text string 'Ship Set
Available', such as "Ship Set Available Date". This search does not match columns or help that contain
'Ship', 'Set', or 'Available' individually.
You can open workbooks and dashboards from the result list. Alternatively, you can copy the list of
results into another program, such as Microsoft Excel, if you want to make a permanent record of the
workbooks and dashboards that contain the text string.
RapidResponse users with authoring permissions can perform more advanced searches. For more
information, see the RapidResponse Resource Authoring Guide (Java client).

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 Search for a text string
1. On the Tools menu, click Search Resources.
2. In the Search Resources Settings dialog box, type the text string you want to search for, and
then click OK.
The search is not case sensitive. For example, searching for 'demand' or 'Demand' produce the
same search results.

Open a resource
1. In the Search Resources window, click the workbook you want to open.
2. Optionally, click the symbol beside the resource, and then click the worksheet or tab you want
to view.
3. On the Search Resources toolbar, click Open .

Tip: You can also open a resource by double-clicking the worksheet or tab you want to open.

Copy search results

1. On the Search Results toolbar, click Copy search results to the Clipboard .
2. Paste the results into another application, such as Microsoft Excel or Microsoft Word.

Perform another search

1. On the Search Resources toolbar, click Search Settings .

2. Type the text string you want to search for, and then click OK.

Resources that can only be opened from links

RapidResponse resource authors can create resources that link to other resources. Examples include a
workbook linking to other workbooks or a dashboard widget linking to scorecards and task flows.
By creating links, resource authors can create a simplified user experience. For example, a single
workbook might be used as a launching point for several other workbooks.
If someone has shared a resource with you, and it links to other resources that have not been shared
with you directly, the only resource that will display in the Explorer will be the shared, or main,
resource. This means you can open the shared resource from the Explorer and all of the linked
resources can only be opened from the shared resource. For example, if someone shares a workbook
with you, and that workbook links to five other workbooks, only the main (originally shared) workbook
will be available from the Explorer.

Note: If you have permission to create alerts, you can create alerts based on linked workbooks.

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Resources that can only be opened from links
 The following table summarizes the RapidResponse resources that can be linked.

Main resource Can link to

Dashboard widget l Workbooks

l Dashboards
l Scorecards
l Task flows

Script l Workbooks
l Scripts

Scorecard l Workbooks

Task flow l Workbooks

l Scorecards
l Forms

Workbook l Scripts
l Workbooks
l Forms

Note: If a task flow is shared with you, any linked resources (workbooks and scorecards) are
available from the Explorer.

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CHAPTER 7: Following standard procedures
using task flows
A task flow is a series of steps you follow to complete an overall process or task. For example, a task
flow to simulate the effect of reducing the safety stock level for a group of parts might include steps to
create a new scenario, change the safety stock value in a worksheet, compare the new scenario to
existing scenarios, and so on.
You might have access to task flows that have been shared with you. These are likely specific to your job
function. RapidResponse includes predefined task flows for common business procedures. Custom task
flows might also be created to address the specific needs of your company. If you have task flow
authoring permissions, you can create your own task flows. For information about creating your own
task flows, see the RapidResponse Resource Authoring Guide (Java client).
Often, task flows contain action buttons that you can click to quickly open resources that are necessary
to complete the task. These can include dashboards, workbooks, scorecards, forms, or additional task
flows. Task flows can also include buttons that launch scenario actions, including creating, deleting,
sharing, updating, and committing scenarios.

Open and follow a task flow

If you have access to task flows, you can access them in the Explorer.
When you open a task flow, it appears in a pane at the right side of the screen. When you open multiple
task flows at the same time, each appears on its own tab at the right side of the screen.

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 Open a task flow
1. In the Explorer, ensure that task flows are shown. You can do this by selecting Tasks.

2. Double-click the task flow to open it.

Tips:
l You can also open a task flow by selecting it and then clicking Open on the File menu.
l For quicker access to your most frequently used tasks flows, you can create shortcuts. For
more information, see "Access favorite resources quickly" on page 137.
l If you always open a task flow when starting RapidResponse, consider automatically
opening it upon sign in. For more information, see "Open a resource automatically upon
signing in" on page 136.

In the task flow, a list of steps appears in the top section. Instructions for the selected step appear in
the bottom section.

View instructions for a step

l Click a step in the list to select it.

Tip: You can also move to the next step or the previous step by clicking the arrow buttons at
the top of the task flow.

Task flows with steps that use a specific resource are identified with an icon for the resource required
to complete the step. For example, some task flows might require that you open a workbook, or that
you create a new scenario. Some task flow steps might also open resources needed for the first step or
steps automatically when the task flow opens.

Launch the action associated with a step

l Click on the task flow toolbar.

Tip: You can also launch the action by double-clicking the step title.

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To help you follow a task flow, you have the option of printing by clicking Print in the task flow
reading pane. You can also hide the task flow or re-size the task flow window if it is taking up too much
room on your screen. For more information, see "Adjust task flow reading pane" on page 150.

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Open and follow a task flow
CHAPTER 8: Participating in business processes
View process activities 129
Change the status of your activities 130

Every company owns complex processes that are performed on a regular basis. Often, these processes
can be cumbersome, inefficient, not properly tracked, and not performed consistently from instance to
instance. RapidResponse offers the capability to define processes, compiling the activities and
performers of a given process in a logical manner, allowing for a consistent execution of processes that
occur frequently within a company.
Like task flows, processes outline steps and provide instructions, but they coordinate the activities of
multiple individuals on a larger scale. Execution of a process requires a person, typically referred to as a
process owner, designated for starting the process instance and monitoring its progress. While the
process owner coordinates the overall execution, performers are responsible for individual activities in
the process.
When you are designated as a performer in one or more process activities, you are granted access to a
process calendar that lets you view information about the activities you are responsible for. You can also
adjust the status of your activities to let the process owner know when they are in progress or finished.
Depending on how a process is configured, performers might receive automated messages in Message
Center about process activities. For example, you could receive a message to inform you that a process
activity you are responsible for is scheduled to start soon.
Performers can be individual RapidResponse users, but performers can also be groups of users defined
within RapidResponse. For example, if you belong to the Marketing group, you can view the process
activities that the Marketing group is responsible for, and change the status of these activities. When a
group that is designated as a performer for an activity, any automated messages about the activity are
delivered to all members of the group. Groups are defined by RapidResponse administrators.
For information about running a process instance, see "Running business processes" on page 668.

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 View process activities
If you are defined as a performer of any activities within a process in RapidResponse, then you have
access to a dashboard that includes a calendar widget for the process. The calendar displays all of the
activities you are tasked with performing, on the day that they are scheduled to start.

1. In the Explorer, ensure that dashboards are shown. You can do this by selecting Reports.

2. Double-click the dashboard that contains the calendar widget for a process you are involved in.
3. Click the activity that you want to perform. In the pop-up dialog box you can see instructions for
the activity, and sometimes, a link to the RapidResponse resource required to complete the
activity.

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Change the status of your activities
You can change the status of the activities you are assigned to as you begin work on them and when
they are complete.
Typically, you will change the status of your activities in a dashboard designated for your role in the
process. For example, if you are participating in an S&OP process, you will use an S&OP dashboard,
specific to your role in the process.

1. On the dashboard calendar widget, click the activity that you want to change.
2. In the list at the bottom of the dialog box, click a status, as shown in the following illustration.

3. Click outside the pop-up dialog box or click the close button on the dialog box toolbar.

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Change the status of your activities
CHAPTER 9: Managing resources
Private and shared resources 133
Creating new resources 134
Viewing resource properties 135
View workbook and worksheet properties 135
Open a resource automatically upon signing in 136
Access favorite resources quickly 137
Create a shortcut to display workbook data 138
Create a shortcut to display scorecard data 140
Managing shortcuts 141
Creating personal resource tags 141

Managing resources includes:

l Creating resources. For more information, see "Creating new resources" on page 134.
l Viewing the properties of resources. For more information, see "Viewing resource properties" on
page 135.
l Editing, copying, renaming, deleting resources. For more information, see the RapidResponse
Resource Authoring Guide (Java client).
l Giving and sharing resources. For more information, see the RapidResponse Resource Authoring
Guide (Java client).
l Importing and exporting resources. For more information, see the RapidResponse Resource
Authoring Guide (Java client).
l Creating shortcuts. For more information, see "Access favorite resources quickly" on page 137.
l Assigning tags to resources. For more information, see "Creating personal resource tags" on page
141.

Which of these actions you can perform might depend on several factors, such as:

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 l What type of resource it is
l What permissions have been granted to you by your RapidResponse administrator
l Who owns the resource
l Whether the resource is shared or private. For information about identifying private and shared
resources, see "Private and shared resources" on page 133.
l Whether the resource is checked out of the versioned repository. For information about resource
versioning, see the RapidResponse Resource Authoring Guide (Java client).

How permissions affect what you can do with resources

You might have permissions that allow you to perform certain resource management actions with some
types of resources, but not others. For each resource type, there are two permissions you can have:
permission to create resources and permission to share them.
l Permission to create: Many resource management actions are only possible if you have
permission to create resources of that type. When you have permission to create resources of a
particular type, you can also own, copy, import, export, and view the properties of resources of
that type. You own all resources that you create, unless you give them to someone else. You can
only rename, give, or delete resources that you own.
l Permission to share: There might be types of resources that you can create, but not share with
other users. Since you must own a resource to share it, it is not possible to share a type of
resource that you do not have permission to create.

Private and shared resources

Every resource that you have access to is either private or shared.
l Private resources are resources that you own. Other RapidResponse users do not have access to
them.
l Shared resources are resources that more than one RapidResponse user has access to.

Private resources can become shared, but shared resources cannot be made private again. For more
information about sharing resources, see the RapidResponse Resource Authoring Guide (Java client).

Icons for private and shared resources

You can tell from the appearance of a resource's icon in the Explorer whether it is private or shared.
When an icon is not colored, it is private. For example, this is an icon for a private workbook: . When
a resource is shared, the icon is shown in color. For example, this is an icon for a shared workbook: .

Private resources
You can own private resources of any type that you have permission to create. These might be
resources that you created yourself, or resources that someone else created and then gave to you.

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Shared resources
A shared resource that you have access to might be owned by you, or by another user. Even if you
cannot create a type of resource, you can still have access to resources of that type that other users
have shared with you.

Cautions:
l If a shared resource that you have access to is owned by someone else, the resource owner
can make changes to it. These changes might affect the way the resource functions in ways
that are not obvious, such as changing the way calculations are performed. You are not
automatically informed about these changes.
l Resources that use private data settings such as a private filter or hierarchy should not be
shared with other users unless the data settings are changed. For more information, see
"Send a resource link" on page 559.

Creating new resources

Your RapidResponse administrator might have granted you permission to create one or more types of
resources. The process for creating new resources varies depending on the resource that you are
creating, and it is recommended that you view documentation specific to the type of resource that you
are creating.
l For information about creating static filters, see "Create or modify a filter" on page 219.
l For information about creating alerts, see "Create an alert to monitor worksheet data" on page
719 and "Create an alert to monitor scorecard data" on page 726.
l For information about creating scripts, see the RapidResponse Scripting Guide (Java client.
l For information about creating any other type of resource, see the RapidResponse Resource
Authoring Guide (Java client).

Begin creating a new resource

1. From the File menu, select New.
2. Select a type of resource to create.
The steps required to configure the new resource depend on the type of resource.

Note: When you create a new resource, it is always a private resource. Depending on the
permissions that have been granted to you by your RapidResponse administrator, you might be
able to share the resource with other users after creating it. For more information, see the
RapidResponse Resource Authoring Guide (Java client).

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Creating new resources
 Tips:
l You can also begin creating a new resource by clicking the New Resource button on the
toolbar and selecting the type of resource you want to create.
l You can also begin creating a new resource by opening the Explorer and right-clicking any
resource, selecting New, and then selecting the type of resource you want to create.

Viewing resource properties

You can view the properties of resources of any type that you have permission to create. You can also
view the properties of any process that has been shared with you, and you might be able to view the
properties of workbooks that have been shared with you even if you cannot create workbooks.
If you can view the properties of a resource, when you select the resource in the Explorer, the
Properties option is available on the Actions menu.

Information contained in resource properties

Resource properties provide information about the resource, such as the name of its owner and when
it was created, and they often define the way the resource functions.
Sometimes, the resource properties contain the complete definition of the resource. For example, you
can discover everything there is to know about a filter by viewing its properties.
Other times, the resource properties contain only part of the definition of a resource. For example,
dashboard properties contain information about some of the dashboard's global settings, but they do
not tell you which widgets are on the dashboard, how the widgets are arranged, or what the settings
for each individual widget are.

View the properties of a resource

1. Select the resource in the Explorer.
2. From the Actions menu, click Properties.

For information about viewing workbook and worksheet properties, see "View workbook and
worksheet properties" on page 135.

View workbook and worksheet properties

If you have the appropriate permissions, you can view workbook properties to find out more
information about a workbook, such as the author of the workbook, the tables the worksheets in the
workbook are based on, and any special expressions used in the worksheet columns to display data.
For more information about workbook or worksheet properties, click the Help button in the Workbook
Properties or Worksheet Properties dialog box.

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 View workbook properties
1. In the Explorer, select a workbook.
2. On the File menu, click Properties.

View worksheet properties

1. In an open workbook, select the worksheet for which you want to view properties.
2. On the File menu, point to Properties, and then click Worksheet Properties.

View column properties

1. In an open workbook, select the column for which you want to view properties.
2. On the File menu, point to Properties, and then click Column Properties.

Tip: You can also access properties by clicking Workbook Properties on the toolbar, and
then clicking Workbook Properties, Worksheet Properties, or Column Properties.

Open a resource automatically upon signing in

If you use a dashboard, workbook, scorecard, or task flow frequently, or begin with it when you start
your work in RapidResponse, you can have it open automatically each time you sign in.

1. On the Tools menu, click Options.

2. Click the Settings tab.
3. In the On sign in area, select the Open checkbox, and then click the resource or shortcut you
want.

Notes:
l If you only have access to one resource, it will open automatically when you log in to
RapidResponse.
l This setting only applies to the Java client. It does not apply to the Mobile client.

Tips:
l If you want to open a resource with specific data settings applied, create a shortcut before
performing this procedure and select it from the list.
l If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

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Open a resource automatically upon signing in
 Access favorite resources quickly
You can use shortcuts to open workbooks or scorecards with specific data settings, or to open a
workbook to a specific worksheet. This can save you time if you frequently open a resource with the
same data settings, because it eliminates the need to choose multiple data settings every time you
open the resource.
Even if you do not need to open resources with specific data settings, you can create shortcuts to help
you find them quickly. There is a button in the Explorer that allows you to view only shortcuts, which
can help you to narrow down the list. You can also create shortcuts with easy-to-remember names to
help you find resources with difficult-to-remember names that other users might have shared with you.
Shortcuts are available for the following types of resources:
l Scorecards
l Scripts
l Workbooks

For more information, see "Create a shortcut to display workbook data" on page 138 and "Create a
shortcut to display scorecard data" on page 140.

Creating shortcuts to scripts

When creating a shortcut to a script, you can specify values for script arguments, which are then used
as the default values each time you use the shortcut to run the script. For more information about
running scripts, see "Run a script" on page 704.

Tip: Another way to make it easier to find resources is to apply tags to them. For more
information, see "Creating personal resource tags" on page 141.

Create a new shortcut

1. In the Explorer, select a frequently used resource. For more information, see "Finding resources
using the Explorer" on page 116.
2. On the File menu, point to New, then click Shortcut.
3. If you do not want the shortcut to have the same name as the resource, type a new name in the
Name box.

Display only shortcuts in the Explorer

1. Ensure that the advanced filtering options are shown in the Explorer. If you do not see the
advanced filtering options, click to display them.
2. Select the types of resources you want to see shortcuts for. To select more than one type of

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 resource, hold down the CTRL key while you make your selections.
3. Select Shortcuts.

Open a resource using a shortcut

l In the Explorer, double-click the shortcut.

Create a shortcut to display workbook data

If you use a workbook frequently with specific data settings (scenario, filter, site, and so on), you can
create a shortcut to the workbook. The selections made from these controls are then used each time
you open the workbook using the shortcut.
Shortcuts are also useful for opening workbooks to a specific worksheet.

Create a shortcut from an open workbook

1. In an open workbook, specify the data settings you want the shortcut to include.
2. On the File menu, point to New, then click Shortcut .
3. In the New Shortcut dialog box, verify the settings are set the way you want.

Note: You cannot create a shortcut to a workbook that can only be opened by clicking a link in
another workbook. For more information, see "Resources that can only be opened from links"
on page 122.

Create a shortcut to open a workbook with specific settings

1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Select a workbook.
3. On the File menu, point to New, then click Shortcut . You can also right-click a workbook in
the Explorer, and then click New .
4. In the Name box, change the default name. This step is optional.
5. In the Worksheet list, click the worksheet that the shortcut will open.
Select Default Worksheet, to open the last worksheet you viewed.

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Create a shortcut to display workbook data
 6. To define the data that is displayed, select the checkboxes you want, and click an item in the
corresponding lists.
7. If the workbook contains multi-scenario columns and you want it to open with specific scenarios,
do the following:
l Select the Scenarios checkbox.
l Click Select.
l In the Scenarios dialog box, in the Select from this list box, click the scenarios you want to
add, and then click Add.
l Click OK.
l To remove a scenario, select it in the list and then click Remove.
8. If the workbook includes hierarchies and you want to specify a hierarchy for the workbook to
open with, do the following:
l Select the Hierarchy checkbox.
l Click Hierarchy Settings.
l In the Hierarchy Settings dialog box, select the hierarchy you want to apply to the
worksheet.
l To add additional hierarchies, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet.
For information about selecting multiple values in hierarchies, see " Filter and summarize
data with hierarchies" on page 391.
l To remove a hierarchy, click the X button beside the hierarchy list.
l Click OK.

Notes:
l If the workbook author has defined settings that cannot be set by modifying the workbook
toolbar controls, you should specify a value for each setting in the New Shortcut dialog box.
l You can add as many hierarchies as you have access to, to a maximum of five.
l If the workbook you created the shortcut to becomes unavailable to you, the shortcut is
automatically deleted.
l How a workbook was authored and the variables used can affect the settings that you see
when creating a shortcut. If you are having difficulty finding the settings that you want to
use, it might help to create your shortcut from an open workbook. Or contact the workbook
author for help.

Tip: You can also create a shortcut by selecting a workbook in the Explorer and clicking New
Shortcut on the Actions menu or New Resource on the RapidResponse toolbar, followed
by New Shortcut .

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Create a shortcut to display scorecard data
If you use a scorecard often, you can create a shortcut to open that scorecard with the scenarios, filter,
site, and hierarchy settings (if the scorecard includes the hierarchy panel) you analyze most often.
You can choose to only show shortcuts in the Explorer, making it easier to find your shortcuts quickly.
For more information, see "Display only shortcuts in the Explorer" on page 137.

Create a shortcut from an open scorecard

1. In an open scorecard, specify the data settings you want the shortcut to include.
2. On the File menu, point to New, then click Shortcut.
3. In the New Shortcut dialog box, verify the settings are set the way you want.

Tip: If you have a scorecard open, you can also create a shortcut by clicking New Resource
on the RapidResponse toolbar, and then clicking New Shortcut.

Create a shortcut to open a scorecard with specific settings

1. In the Explorer, ensure that scorecards are shown. You can do this by selecting Reports.

2. Select a scorecard.
3. On the File menu, point to New, then click Shortcut.
4. In the New Shortcut dialog box, in the Name box, type a name for the shortcut.
5. If you want the scorecard to open with some specific scenarios, do the following:
l Select the Scenarios checkbox.
l Click Select.
l In the Scenarios dialog box, in the Select from this list box, click the scenarios you want to
add, and then click Add.
l Click OK.
6. If you want the scorecard to open with a specific filter, select the Filter checkbox, and then in the
list, click the filter you want.
7. If you want the scorecard to open with a specific site, select the Site checkbox, and then in the
list, click the site you want.
8. If the scorecard includes the hierarchy panel and you want the scorecard to open with specific
hierarchy settings, do the following:

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Create a shortcut to display scorecard data
 l Select the Hierarchy checkbox, and then click Settings.
l In the Hierarchy Settings dialog box, add the hierarchies you want to use to filter the
scorecard.
l For each hierarchy, click the value you want to apply to the scorecard.
l Click OK.
For more information about hierarchies, see " Filter and summarize data with hierarchies" on
page 391.
9. Click OK.

Tip: You can also create a shortcut by selecting a scorecard in the Explorer, and then clicking
New Resource on the RapidResponse toolbar and selecting Shortcut.

Managing shortcuts
You can edit the properties of shortcuts. You can also rename and delete them. This works similarly to
managing resources.

Change shortcut properties

1. In the Explorer, select a shortcut.
2. On the Actions menu, click Properties.
3. In the Shortcut Properties dialog box, make desired changes.

Rename a shortcut
1. In the Explorer, select a shortcut.
2. On the Actions menu, click Rename.
3. Type a new name for the shortcut.

Delete a shortcut
1. In the Explorer, select a shortcut.
2. On the Actions menu, click Delete.

Creating personal resource tags

You can use personal resource tags to customize the way that resources (reports, tasks, automation
activities, filters, and so on) are organized. A tag is a word or brief description that can be assigned to
resources in the Explorer. By creating and assigning personal tags, you create custom categories that

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allow you to quickly locate required resources. For example, you could use a tag to group workbooks,
dashboards, and task flows related to a business process.
The personal tags you have assigned to resources are displayed along with global tags in the Choose a
tag menu at the top of the Explorer, as shown in the following illustration. Personal tags are identified
with gray icons .

When you select a tag from this menu, only the resources that have that tag assigned to them are
displayed in the Explorer. You can perform a search in resources that have been filtered using a tag, and
apply additional filtering options, such as selecting a resource type. For more information about
searching for tagged resources, see "Only show resources with a specific tag" on page 119.
The personal tags you create and assign cannot be shared. When you share a resource that you have
assigned a tag to, the tag is not available to the user you shared the resource with. A personal tag is
automatically deleted when it is no longer assigned to any resources.

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Creating personal resource tags
 Assign a personal tag to a resource
1. In the Explorer, select the resource you want to assign the tag to and click Add and remove tags
.
2. In the Add Tags dialog box do one of the following:
l Type the tag name and press Enter.
l Select an existing tag name by clicking the name of the tag in the list.
3. Repeat the previous step if you want to add additional tags.
4. When you are done adding tags to the resource, click Close .

Tip: If you do not see the list of available tags, click to see the list.

Assign a personal tag to multiple resources

1. In the Explorer, select all the resources you want to assign the tag to and, beside any of the
selected resources, click Add and remove tags .
2. In the Add Tags dialog box do one of the following:
l Type the tag name and press Enter.
l Select an existing tag name by clicking the name of the tag in the list.
3. Repeat the previous step if you want to add additional tags.
4. When you are done adding tags to the resources, click Close .

Tip: If you do not see the list of available tags, click to see the list.

Remove a personal tag from a resource

1. In the Explorer, hover your mouse cursor over the resource you want to remove the tag from
and then click Add and remove tags .
2. In the Add Tags dialog box, locate the tag you want to remove from the resource, and beside it,
click Remove tag .
3. When you are done removing tags from the resource, click Close .

Note: Only administrators can add global tags to resources or remove global tags. For more
information, see the RapidResponse Administration Guide.

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CHAPTER 10: Arranging your workspace
View multiple reports simultaneously 145
Keep a pane in view 146
Show or hide the Navigation Pane 147
Customize navigation pane layout 148
Refresh the contents of the Navigation Pane 150
Restore the original navigation pane layout 150
Adjust task flow reading pane 150

You can change which panes are shown in your RapidResponse workspace and how they are arranged.
This way, you can maximize your workspace by hiding panes that you do not need to see, or keep panes
in view if you need to refer to them often.

Viewing multiple reports at the same time

If you want to refer to two or more reports without flipping back and forth between tabs, you can add
additional tab groups to your workspace, so you can see the reports side by side.

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 You can also open two copies of the same report and select different data settings for each. This way,
you can do things like comparing data from two different sites, or data at different levels of a hierarchy.
For more information, see "View multiple reports simultaneously" on page 145 and "Open a second
instance of a workbook" on page 161.
You can also create additional tab groups within workbooks so that you can view more than one
worksheet in the same workbook at the same time, and you can re-size or hide worksheet columns. For
more information, see "Set worksheet viewing options" on page 163.

Showing, hiding, and rearranging navigation panes

You can keep panes such as the Explorer and Scenarios pane in view all the time. You can also show a
navigation pane that can contain these panes on separate tabs. If you have access to the Add-ins pane
or the Extensions pane, the navigation pane can contain those too. You can change the way that
individual panes are arranged in the navigation pane. For more information, see "Show or hide the
Navigation Pane" on page 147, "Keep a pane in view" on page 146, and "Customize navigation pane
layout" on page 148.

Showing, hiding, and resizing the task flow pane

If you are working on a task flow step and the task flow reading pane is taking up too much space in the
RapidResponse window, you can adjust its size or temporarily hide the task flow without closing it. For
more information, see "Adjust task flow reading pane" on page 150.

View multiple reports simultaneously

You can view multiple items, including reports, Message Center, the Start page, and scenario properties
together in the same window by organizing them into different panes.

1. Open the items you want to view.

2. Right-click a tab, and then click one of the following:
l New Horizontal Group
l New Vertical Group

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The following example displays a workbook and a dashboard in separate horizontal panes.

Note: You can organize items into either horizontal or vertical panes, not both.

Tips:
l You can also move items into different panes by clicking and dragging the tab.
l Once you have created at least two panes, you can move items between them by right-
clicking a tab and then clicking one of the options.

Keep a pane in view

By default, the Explorer pane (and some other panes such as the Scenarios pane) are automatically
hidden when you perform actions such as opening a resource or clicking somewhere else in the
RapidResponse window. This is called auto-hide.

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Keep a pane in view
 If you want to keep panes in view, you can turn off the auto-hide function. When you turn off auto-
hide, the pane stays in view until you close it, open a different pane, or turn auto-hide back on. In
addition, when auto-hide is turned on, the pane does not overlap with the open tabs in the
RapidResponse window.
You can also move a pane by dragging it and dropping it when auto-hide is turned off. For example, if
you wanted to move your Explorer pane from its default location at the left side of the RapidResponse
window to the right side, you could turn off auto-hide, and then drag the Explorer to its new location.

Toggle Auto-Hide
1. Right-click the title bar of the pane.
2. Click Auto-Hide.

Show or hide the Navigation Pane

When you sign into RapidResponse, the Navigation Pane is hidden, and tabs for each pane are
displayed to the left of your workspace. As needed, you can show or hide the Navigation Pane.

l On the RapidResponse toolbar, click Show Navigation Pane .

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 Tip: You can also show or hide the Navigation Pane by clicking Show Navigation Pane under
the View menu.

Customize navigation pane layout

When you first view the Navigation pane, all of the panes to which you have access are arranged in a
preset layout. You can modify the pane layout to suit your needs by doing the following:

Move a pane
Drag a tab from one pane section to another pane section. Use the blue outline to determine where the
pane will go. The following illustrates how to move the Add-ins pane.

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Customize navigation pane layout
 Create a pane section
If all of your panes are in one pane section, you can create other pane sections if you need to view
multiple panes at the same time. You can create another pane section by moving a pane, as shown in
the following illustration.

Resize a pane
1. Pause your pointer over the border of the pane sections or the Navigation Pane and the working
area.
2. When the pointer becomes a double arrow, click and drag to the desired size.

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 Close a pane
1. Click the tab of the pane you want to close.
2. On the title bar of the pane, click Close .

Open a pane
l On the Go menu, click the pane that you want to open.

Refresh the contents of the Navigation Pane

If an administrator, resource author, or another user shares resources or scenarios with you while you
are signed in to RapidResponse, you can refresh the Navigation Pane to access them. For example, if an
author shares a filter with you and you refresh the Explorer pane, you can access the filter right away
from the list of filters.
l On the View menu, click Refresh.

Note: This also refreshes the data in scenarios and updates your user permissions if they have
been modified since the last time you signed in. For more information about refreshing data,
see "Display most recent data" on page 195. For information about scenarios, see "Scenarios in
RapidResponse" on page 20.

Restore the original navigation pane layout

You can change the layout of the docked panes in your Navigation pane back to the default layout.
l On the View menu, click Reset Navigation Pane.

Adjust task flow reading pane

You can adjust the amount of space occupied by the task flow reading pane by resizing it. You can also
toggle between showing and hiding the task flow reading pane, without having to close and re-open the
task flow.

Resize the task flow reading pane

1. Place your mouse cursor over the line between the task flow reading pane and the tab group
immediately to its left.
When the cursor is in the correct position, it turns into a pair of lines with arrows pointing left
and right.

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Refresh the contents of the Navigation Pane
 2. Hold down the left mouse button and drag the mouse left or right to adjust the amount of space
occupied by the task flow reading pane.

Show or hide the task flow reading pane

l On the RapidResponse toolbar, click Show Task Flow .

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CHAPTER 11: Troubleshooting
If you encounter a RapidResponse application error, your administrator or Kinaxis Customer Support
might request information about the error from you. If your company has deployed the On-Premises
version of RapidResponse and you have been granted access from your administrator, you can open the
RapidResponse Application Server Event Log.
A detailed error report is written to the event log if a user receives an error message while using
RapidResponse. The event log can help you or Kinaxis Customer Support diagnose RapidResponse
application issues and problems.
Each error report includes:
l The date and time the error occurred.
l The User ID of the user that triggered the error.
l An error title.
l A detailed description of the error. Descriptions can include query error information that might be
useful in better understanding issues related to dashboards, workbooks, and scorecards.

To access the RapidResponse Application Server Event Log

l On the View menu, click Application Server Event Log.

Data Model Dialog Box

System and data administrators can customize the RapidResponse data model using the Data Model
dialog box. These administrators need to be granted permission to modify data integration settings.
This dialog box, as shown in the following illustration, provides information about all the tables and
fields in the RapidResponse data model. It also provides data model reference information.

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 General users and authors can be given permission to open the Data Model dialog box. Access to the
dialog box might help general users troubleshoot issues. It can also provide authors a better
understanding of the data model to improve the resource authoring process.

To open the Data Model dialog box:

1. Do one of the following:
l System and data administrators: In the Administration pane, under Data, click Data Model.
l All other users: On the View menu, click Data Model.
2. From the Show list, select one of the following:
l All tables: displays all standard and custom RapidResponse input and control tables, as well
as all standard RapidResponse calculated tables.
l Calculated tables: displays all standard RapidResponse calculated tables.
l Control tables: displays all standard and custom RapidResponse control tables.
l Frequently used tables: displays all tables that have been designated as frequently used.
These allow you to define a group of tables you expect to frequently work with or modify.
l Input tables: displays all standard and custom RapidResponse input tables.
l Tables with fields in namespace: displays only tables with fields that belong to the
namespace selected from the Namespace list. For example, for a namespace created by your

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 company, this might include custom input tables you've created as well as standard
RapidResponse input tables in the Mfg namespace that you've added fields to.
3. Optionally, from the Namespace list, select the namespace whose tables you want to view. The
list of tables shown is then narrowed to those matching the selection in the Show list that also
belong to the selected namespace.
4. If you want to display the set fields on each table, select the Show set fields checkbox.

To view table and field reference information

l Do one of the following:
l To view help for a given table, select it from the Table box, and then click Table Information.
l To view help for a given field, select it from the Fields box, and then click Field Information.
For standard RapidResponse tables and fields, the RapidResponse Data Model and Algorithm
Guide opens and displays information about the selected table or field. For custom tables and
fields, a dialog box opens displaying properties and information provided by the user who added
the table or field.

Tips:
l For more information about the Data Model dialog box, click Help.
l You can also access reference information for a given table by right-clicking it in the Table
box and then clicking Table Information. Similarly, you can access reference information for
a given table by right-clicking it in the Field box and then clicking Field Information.

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Data Model Dialog Box
Part 3: Viewing data in reports
l "Using worksheets and workbooks" on page 158
l "Viewing data in workbooks" on page 174
l "Working with data in workbooks" on page 214
l "Searching data in workbooks" on page 228
l "Viewing data in dashboards" on page 330
l "Data settings in dashboards" on page 346
l "Viewing data in geospatial visualizations" on page 354
l "Viewing data in charts" on page 240
l "Viewing data in treemaps" on page 312
l "Viewing scorecard data " on page 364
l "About automatically generating reports" on page 395
l "Exporting data" on page 408
l "Printing reports" on page 420
CHAPTER 12: Using worksheets and
workbooks
Worksheet types 160
Open a workbook to access a worksheet 160
Navigate workbooks and worksheets 161
Set worksheet viewing options 163
Hide worksheet columns 167
Freeze columns in a worksheet 168
Changing the order of worksheet columns 169
Adjust a worksheet's zoom level 171
Restore original worksheet appearance in a workbook 173

You can view and work with RapidResponse data in worksheets that provide a spreadsheet-like
environment. Worksheets are stored and organized in workbooks. A workbook typically contains several
worksheets that display related data. For example, you might have a workbook that provides master
data for all parts and includes details such as part type, planner codes, unit cost, and demand fences.

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 A worksheet's formatting is defined by the person who creates the workbook, called the workbook
author. Some options a workbook author has include hiding row numbers, hiding gridlines, allowing
columns to be hidden, and so on. An example of a worksheet with hidden row numbers is shown in the
following illustration.

RapidResponse includes predefined workbooks that address common business problems; however,
your company might have modified these workbooks or created new workbooks for company specific
processes, or you might have created your own. The workbooks to which you have been granted
permissions are accessed from the Explorer. For more information about accessing resources using the
Explorer, see "Finding resources using the Explorer" on page 116.

Note: Workbooks and worksheets are also available on the Mobile client. For more
information, see the RapidResponse User Guide (Mobile client).

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Worksheet types
Data is displayed in worksheets, which can be one of the following types:
l Vertical: Displays data in a vertical format, with one record per row. Vertical worksheets can be
displayed in either Table view, which displays every record in the worksheet, or Form view, which
displays one record at a time. You can switch between the views at any time. For more
information, see "Set worksheet viewing options" on page 163.
l Crosstab: Displays summarized data in a horizontal format, usually bucketed by date. Crosstab
worksheets have two sections, the dimensions (columns that show how the data is summarized)
and the data (the crosstab rows). For more information, see "View data in a crosstab worksheet"
on page 200.
l Chart: Displays data in a chart format. There are several possible chart types, including bar, line,
and area charts, pie charts, gauge charts, and scatter charts. Worksheets might only display a
chart, or they might display a chart in addition to a vertical or crosstab format, by displaying the
chart above, below, or beside the worksheet grid. For more information, see "Viewing data in
charts" on page 240.
l Treemap: Displays data in a treemap visualization, which presents large sets of data as container
and nested rectangles. Treemap worksheets are indicated with a unique icon . For more
information, see " Open a treemap to view data" on page 317.
l Tree view: Displays data in a tree structure with collapsible nodes. Mainly used in worksheets for
project management.

Open a workbook to access a worksheet

1. In the Explorer,ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click on a workbook in the Explorer.

If the workbook is already open, focus is placed on the opened workbook tab.

Notes:
l You might have to specify data settings when opening certain workbooks. For more
information about the settings you can modify to view data, see "Viewing data in
workbooks" on page 174.
l The next time you open the workbook, it will display the last worksheet you accessed, unless
the workbook author specified that the workbook always open to the first worksheet. If you

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Worksheet types
 want to always open to a specific worksheet, create a shortcut to the worksheet. For more
information, see "Create a shortcut to display workbook data" on page 138.
l Some workbooks might automatically modify data when you open them. For more
information, see "Run workbook commands" on page 458.

Tip: You can also open a workbook by selecting it in the Explorer, and then clicking Open on
the File menu.

Open a second instance of a workbook

You can open another instance of an already opened workbook on a new tab. For example, you might
want to compare the data in the workbook with different data settings applied.

1. In the Explorer, select a workbook that is already opened.

2. On the File menu, click Open in New Tab.

Tip: You can also open a workbook on a new tab by right-clicking the workbook in the Explorer,
and then clicking Open in New Tab.

Navigate workbooks and worksheets

Workbooks typically contain multiple worksheets. You can navigate through worksheets in a workbook
and through rows in a specific worksheet. You can use the scroll bars to navigate through the data in a
worksheet or you can use the corresponding shortcut keys.

Navigate through worksheets

l Do one of the following:
l Click the worksheet tab for the worksheet you want to view.
l Click the arrow buttons to scroll the worksheet tabs in the workbook.
l Click Show List , and then click the worksheet you want to view.

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 Navigate within a worksheet

To move Press

In Table view

To the next cell in the current row. TAB

To the previous cell in the current row SHIFT+TAB

Up one page in the worksheet. PAGE UP

Down one page in the worksheet. PAGE DOWN

Over one cell in a given direction. Any arrow key

To the edge of the active worksheet. CTRL+Arrow key

To the beginning of the record. HOME

To the first record on the worksheet. CTRL+HOME

To the end of the record. END

To the last record on the worksheet. CTRL+END

In Form view

To the next field in the current record TAB

To the previous field in the current record in Form view. SHIFT+TAB

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Navigate workbooks and worksheets
 To move Press

Up one record. PAGE UP

To the next record. PAGE DOWN

To the beginning of the current field. HOME

To the end of the current field. END

Note: For information about Form view, see "Switch between Table and Form view" on page
165.

Set worksheet viewing options

You can customize how you view worksheets within a workbook. For example, you can change the size
of worksheet columns, or you might be able to view multiple worksheets at the same time in several
different panes. These settings are saved after you close the workbook, until the next time you make
changes.
Some viewing options might not be allowed by the workbook's author. For example, the author can
choose to not allow you to move worksheets within the workbook, or not allow you to switch between
table view and form view.
You always have the option of restoring the workbook's default display settings. For more information,
see "Restore original worksheet appearance in a workbook" on page 173.

View multiple worksheets from one workbook simultaneously in different panes

You can view multiple worksheets from one workbook at the same time by moving them into a
different horizontal or vertical pane, if the workbook's author has allowed the worksheets to be moved.
l In a workbook, right-click a worksheet tab, and then click one of the following:
l New Horizontal Group
l New Vertical Group

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The following illustration shows worksheets displayed in different panes.

Notes:
l Your pane settings stay the same the next time you view the workbook.
l The New Horizontal Group and New Vertical Group options are not available if the
workbook author has not allowed the worksheets to be moved.

Change the order of worksheets

l In a workbook, click and drag a worksheet tab along the other tabs in the worksheet. Release the
mouse button when you have the tab in the appropriate position.

Note: Your worksheet order settings stay the same the next time you view the workbook.

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Set worksheet viewing options
 Move worksheets between panes
l In a workbook, right-click a worksheet tab, and then click one of the following:
l Move to Next Tab Group
l Move to Previous Tab Group

Switch between Table and Form view

Table view is the default worksheet viewing format. It displays each record as a row in a table, similar
to a spreadsheet. Form view displays one record at a time, as shown in the following illustrations.

You can switch between Table view and Form view on the worksheet, if the workbook author has
allowed it.
l On the View menu, click Form.
If the worksheet is in Table view, it switches to Form view.
If the worksheet is in Form view, it switches to Table view.

Notes:
l The Table and Form viewing options are unavailable for crosstab worksheets. For more
information about crosstab worksheets, see "View data in a crosstab worksheet" on page

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 200.
l Your view settings stay the same the next time you view the worksheet.

Tip: You can also click the Form View toggle button to switch between Table view and Form
view.

Resize worksheet columns

1. Move the pointer over the right border of the column's title you want to resize.
2. When the pointer becomes a double arrow, click and drag to the desired size.
When you resize a column, the column's size displays in a tooltip. You can use this value to resize
columns to a precise width, or to resize a number of columns to a consistent size. Column widths
are represented by the number of standard-sized characters the column can display at once. This
size should be used as a guideline, because the actual number of characters displayed in a
column might vary slightly depending on the column's contents (for example, upper or lower
case characters, numerals, symbols, and so on). An example of a column width is shown in the
following illustration.

Notes:
l In a crosstab worksheet, all pivoted bucket columns resize together. You can resize the
columns to the left of the pivoted columns individually.
l Your column size settings stay the same the next time you view the worksheet.

Resize the worksheet help

1. Move the pointer over the left edge of the workbook help pane.
2. When the pointer becomes a double arrow, click and drag to the desired size.

Note: Your help size settings stay the same the next time you open the worksheet.

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Set worksheet viewing options
 Hide worksheet columns
You can hide columns that you do not need to view in any open worksheet. For example, you can hide
columns not relevant to the business process you are working on, or you can hide columns that contain
private or sensitive data before you print the worksheet or export the worksheet to Microsoft Excel.
You can also subsequently display any columns you have hidden, or reset the workbook back to its
default display configurations. For more information about resetting the workbook, see "Restore
original worksheet appearance in a workbook" on page 173.
Some worksheets might contain columns that are initially hidden; you can also display these columns
when required. These columns should typically be mentioned in the worksheet help.

Hide a column
1. In a worksheet, do one of the following:
l Click a cell in the column you want to hide
l Select one or more cells in the columns you want to hide
2. On the Data menu, click Hide Column .

Notes:
l You must always have one visible column in the worksheet.
l You can hide only vertical columns in a crosstab worksheet. You cannot hide data rows.
l If the workbook author has not allowed columns to be hidden, the Hide Column option is
not available.

Tip: You can also hide a column by right-clicking on a cell in the column and then clicking Hide
Column, or by pressing CTRL+0 (zero).

Show hidden columns

1. On the Data menu, point to Unhide Column.
The columns you have hidden are displayed in a list
2. To show a column, click it in the list.

Tips:
l If you have hidden multiple columns in the worksheet, you can show every hidden column
by clicking Unhide All.
l You can also show columns by right-clicking in the worksheet, pointing to Unhide Columns,
and then clicking the column you want to show.

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Freeze columns in a worksheet
Specific columns of data in a worksheet can be frozen so that the columns remain visible as you scroll
through the worksheet. A workbook author may specify frozen columns for a worksheet so that the
worksheet opens with those settings. You can modify or delete author-specified frozen columns or add
frozen columns to a worksheet that doesn't have preset frozen columns.

You can freeze a single column of data or multiple columns, and this setting will be maintained when
you close and re-open the worksheet.
However, frozen columns will not be maintained if you:
l select a pivoted column or the last Group By column in a crosstab worksheet
l select a multi-scenario column that is not the first scenario on the multi-scenario list for that
column. RapidResponse will save the settings of the first scenario and the worksheet will open
with those settings.

You can modify preset frozen columns by unfreezing the columns, and then selecting and freezing a
new set of columns. To return to the author-specified settings for the worksheet, on the View menu
click Reset Workbook.

Freeze a column
1. On the worksheet, click in the column to the right of the column that you want to freeze.
2. On the View menu, click Freeze Columns.

Note: You can only freeze one set of columns in a worksheet.

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Freeze columns in a worksheet
 Tips:
l You can also freeze columns by right-clicking on the column to the right of the column you
want to freeze and clicking Freeze Columns or pressing CTRL + R.
l You can also freeze columns by selecting Columns from the data menu, right-clicking the
column below the column you want to freeze, then clicking Freeze Columns .

Unfreeze a column
1. Right-click anywhere on the worksheet.
2. On the View menu, click Freeze Columns.

Tips:
l You can also unfreeze columns by right-clicking on any column and clicking Freeze Columns
or pressing CTRL + R.
l You can also unfreeze columns by selecting Columns from the data menu, right-clicking any
column, and then clicking Freeze Columns .

Changing the order of worksheet columns

You can change the order of columns in worksheets, and place any two columns next to each other so
you can compare them more easily. The column order you choose persists until you reset the
worksheet layout or the workbook author makes changes to the worksheet. For more information, see
"Restore original worksheet appearance in a workbook" on page 173.
Before you change the order of worksheet columns, it is recommended that you make as many
columns as possible visible using the worksheet controls. For example, if you can toggle between a
regular view and a detail view that has more columns, choose the detail view. This way, you can
arrange the detail columns the way you want them, rather than having them appear in unexpected
places when you switch to the detail view.
Before you reorder columns, it might also be useful to hide or unhide columns. In the columns dialog
box, which is shown in the following illustration, you can toggle the view to list all columns, or only list
visible columns.

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In some cases, there might be restrictions on the changes that you can make to the column layout. In
crosstab worksheets and worksheets that contain subtotals, it is not possible to reorder columns, and
the Columns dialog box is not available. Some worksheets do not allow you to hide columns. For these
worksheets, Hide and Unhide options are not available in the Columns dialog box.

Change the order of worksheet columns

1. On the Data menu, click Columns .

The Columns dialog box opens.

Tip: You can also right-click anywhere in the worksheet, and then click Columns .

2. Click the name of a column and drag it up or down in the list.

Note: Spacer columns that do not have headers appear as blank lines in the column list.
Columns that have images in their headers are listed as Image in the column list.

Tip: You can select multiple adjacent columns in the list and move them all at the same time.

Importing and exporting data after changing the column order

When you export data from a worksheet, the order in which the columns appear in the exported file
depends on the current order of columns in the worksheet. This means you can customize the order of

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Changing the order of worksheet columns
 columns in the exported file by reordering the worksheet columns in RapidResponse before exporting
the data. However, some business process might require columns in the exported data to appear in the
default order, and these processes fail or produce unexpected results if you change the order of the
columns.
When you import data using a worksheet, the columns in the worksheet you are importing data from
must be in the same order as the columns in the RapidResponse worksheet. Reordering the columns in
RapidResponse so that they no longer match causes the import process to fail.

Adjust a worksheet's zoom level

You can adjust zoom levels on
l Worksheet grids, including those found in dashboard widgets, workbooks, scorecards, and
scenario properties.
l Some types of charts. For more information, see "Change how a chart displays data " on page
261.

When you open a worksheet, the default zoom level setting is based on your computer settings (DPI of
monitor resolution). Before you can adjust the zoom level on a worksheet, it must be in focus. You can
put it in focus by clicking on it. Only the worksheet or worksheet widget that is currently in focus is
affected when you adjust the zoom level, so you can set different zoom levels on different worksheets.

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If the item that is in focus does not contain a worksheet that you can zoom in on (for example, the Start
page or a chart widget) zoom controls are not shown. When zoom controls are available, they are on
the status bar, at the bottom right corner of the RapidResponse window.

Make the text in a worksheet smaller or larger

1. Click anywhere on the worksheet you want to adjust.
2. On the status bar, click or until the text is the size you want it to be.

Notes:
l The zoom level on worksheet grids does not affect the appearance of printed reports. For
information about adjusting the size of the text in printed reports, see "Adjust the amount
of information printed on a page" on page 425.
l Worksheet authors cannot set the default zoom level.

Tip: You can also press CTRL + PLUS SIGN or CTRL + MINUS SIGN to zoom in and out, or hold
down CTRL and use the mouse scroll wheel.

Resetting the zoom level

The zoom level you select remains in effect if you switch focus to other tabs, but it is not saved when
you close the report. Each time you open a report that contains worksheet grids, the zoom level for
each is reset to the default.
You can also return the text size to its default setting without closing the report.

Reset the text in a worksheet to its original size

1. Click anywhere on the worksheet you want to adjust.
2. On the status bar, hover your mouse pointer over the zoom level indicator.
The zoom level indicator becomes a Reset button.

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Adjust a worksheet's zoom level
 3. Click Reset.

Restore original worksheet appearance in a

workbook
After modifying the appearance of a workbook, you can reset the workbook's appearance to use the
original settings that were specified by the workbook author.
This function resets many different settings, including the following:
l Arrangement of worksheet tabs l Column order
l Zoom level l Hidden/unhidden status of
l Worksheet view (Form view or Table columns
view) l Frozen columns
l Chart appearance l Column searches
l Bucket settings in crosstab workbooks l Column sorting
l Column width

Reset worksheet layout

1. Select a workbook tab in the workspace area.
2. On the View menu, click Reset Workbook.

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CHAPTER 13: Viewing data in workbooks
Display data in a worksheet 183
Display part data 186
Revert to previously displayed data 187
View money data in a worksheet 188
Understanding how numeric values are displayed 190
Change the units for numeric data in a worksheet 191
Show reference parts 193
Display most recent data 195
View data from multiple scenarios 197
View data in a crosstab worksheet 200
Select data 206
View auto statistics for selected data 207
Add and view notes 209

You can view RapidResponse data in workbooks, which contain worksheets. The type of information
presented in a RapidResponse worksheet is partly determined by the design of the worksheet. Each
worksheet acts as a container that displays specific types of records (for example, late customer orders).
The data that displays in a worksheet is also determined by the selections you make in the controls at
the top of the worksheet. These controls include common data settings and variables and other options
specific to individual worksheets. Which controls you see depend on the worksheet and on your user
permissions and resources.

RapidResponse User Guide (Java Client) 174

 Only records that match every selection in the controls display in the worksheet. If no records match
your selections, the worksheet remains empty.
Some worksheets also include a hierarchy panel where you can select the levels of details that display
in the worksheet.

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You might also see buttons on the toolbar that let you set the values of variables. The following images
show examples of how you might set Boolean variables.
Typically, toolbar controls include labels or tooltips that can help you understand how to use them.

Common data settings

The following lists contains the most common data settings that you might have available on a
worksheet:
l "Constraint" on page l "Project" on page 183
182 l "Scenario" on page 177
l "Currency" on page l "Site" on page 178
183 l "Unit of measure" on page
l "Filter" on page 177 183
l "Hierarchy" on page l "Work Center" on page
180 182

RapidResponse User Guide (Java Client) 176

 l "Model" on page 182 l "Other settings" on page
l "Part" on page 181 183
l "Pool" on page 182

Scenario
A scenario represents a complete version of your company's enterprise data. Scenarios enable what-if
analysis and collaboration in RapidResponse. When a supply chain event occurs that requires a
response or resolution, users who have permission to manage scenarios can create numerous scenarios
and evaluate them before any action is taken.
The scenarios you have access to depend on your job function and how you typically use
RapidResponse. You might have access to only one scenario that represents the current state of your
supply chain, in which case, you will not see the scenario control. If you are often involved in resolving
common supply chain problems, other users might share with you scenarios in which data has been
modified to simulate a specific business problem. You might also see scenarios that evaluate potential
solutions to the problem. Each of these scenarios represents a different version of your enterprise data.
You might also have access to workbooks that contain multi-scenario worksheets, which display data
from more than one scenario and allow you to compare the data values in the scenarios side by side.
For more information about multi-scenario worksheets, see "View data from multiple scenarios" on
page 197.
Scenarios exist in a parent-child relationship, where each scenario is the child of another scenario. For
example, in the following illustration, the Current S&OP scenario is a child of the S&OP Intermediate
scenario. The parent of the S&OP Intermediate scenario is not visible because it has not been shared
with this user.

For information about scenarios, see "Scenarios in RapidResponse" on page 20.

Filter
A filter focuses on a subset of data in the selected scenario. It defines the selection criteria that data
must meet to display in a worksheet. For example, a planner might have a filter that displays data only
for the parts he oversees.

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Some workbooks also contain a Part control, or Work center, Constraint and Project control if your
company has enabled the appropriate modules. In these worksheets, you must select a part, work
center, or constraint after you select the filter in order to populate the worksheet with data.

Notes:
l You cannot access some workbooks if the appropriate filters are not available to you. If this
situation occurs, contact your RapidResponse administrator.
l Only filters that are compatible with the workbook you are viewing are available for
selection. For example, if a worksheet contains material (part-based) data, you cannot apply
a capacity-based (work center-based) filter.
l To always open a worksheet with a specific filter, you can create a shortcut to the
worksheet. For more information, see "Create a shortcut to display workbook data" on page
138.

Site
You frequently filter the data in a worksheet by site.
All parts in the RapidResponse database are associated with a site. The combination of the part's name
and its site, make the part unique. While multiple sites could carry the same part and use the identical
name to identify it, the part is considered unique in each different site.
For example, three different sites can each carry the same part and use an identical name to identify it.
For planning purposes the part is considered unique in each different site. You can distinguish between
the parts using the site and part name.
Sites are used to identify data sources. Data sources can include your company's enterprise system (for
example, ERP), data feeds from your customers and suppliers, and other databases. RapidResponse can
use sites to model a source of supply, demand, or both. Supply and demand from each site is
segregated from other sites.
The site you select is used with the selections you make in other controls to determine the data that
displays in a worksheet. For example, if you select a site in a part-based worksheet, the worksheet
shows only parts carried at that site.
RapidResponse supports two types of sites: manufacturing/physical and inventory/logical. These types
of sites are identified with the following icons:

l manufacturing/physical site
l inventory/logical site

Manufacturing/Physical
A manufacturing/physical site is an individual location within a company (or a company's subsidiary or a
company's third-party manufacturing facilities) that segregates its supply and demand from other

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 locations, for example, a plant, a specific geographic location, and so on. Typically, manufacturing,
assembly of products, or both occur at this type of site.
Data from manufacturing/physical sites is used to model supply and demand, and model the building of
supply to support demand. The part data associated with manufacturing/physical sites includes a BOM
structure.
Enterprise data sources are often used as a site identifiers.

Inventory/Logical
Inventory/logical sites are used to identify units, such as business units and inventory hubs. An
inventory/logical site is often an inventory location, and it segregates its supply and demand from other
locations. Examples include retail site, hub, VMI, and order consolidation.
These types of sites are primarily used to model a source of supply, demand, or both.
The part data associated with the inventory/logical site type does not involve transformation of one
part into another (for example, processing, assembly, and so on) and should not include any BOM
structures. RapidResponse algorithms (including netting) must not be used in modeling exercises that
explode BOM structures.
You can filter data in a worksheet by individual sites or possibly by site filters, which include multiple
sites. Permission to see data for a particular site is granted to you by an administrator. Site filters are
shared by users who create them.

Site filters
Site filters are used to group data from multiple sites. Site filters provide RapidResponse users with the
ability to view aggregated data based on logical groupings (for example, geography or manufacturing
plants). For example, assume your company has five sites:
l United States
l Canada
l Mexico
l Japan
l China

In this case you might have two site filters:

l North America (for United States, Canada, Mexico)
l Asia (for China and Japan)

You should be aware that although you might have been given permission to a site filter, it does not
provide you access to the all the underlying sites. For example, you might be given permission to the
North American site filter and only have permission to the data from the United Stated and Canada
sites. In this case, using the North America site filter only returns data from the United Stated and
Canada sites and excludes data from the Mexico site.

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 Notes:
l Every RapidResponse user with access to two or more sites can filter data based on every
site available to them using the All Sites site filter.
l Sites filters using the icon.

You might also see the following controls where you can make selections.

Hierarchy
A hierarchy is used to display data at different levels of detail within a workbook. A hierarchy typically
represents one aspect of your company's data, such as a product structure or geographical regions. For
example, you could have a product structure represented as a hierarchy with levels for divisions of your
company, product families, product lines, and individual parts.
Each level in the hierarchy, when selected, summarizes the data in the levels below it to show you data
at that level of detail. By selecting different values in the hierarchy, a worksheet can show summarized
values for each level of the hierarchy, such as forecast values for individual product lines, or for an
entire division of your company.
Hierarchies are selected from a panel on the left side of the worksheet, as shown in the following
illustration.

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 For more information about hierarchies, see "Using hierarchies in reports" on page 388.

Part
In some workbooks available to you, you might be able to filter the data down to a particular part. After
you select a filter and a site, the parts available with that filter and site combination are listed in a Part
control. Select a part from this control to populate each worksheet with data pertaining to that part.

Notes:
l It is important to select an appropriate filter in workbooks that include the Part control.
Some filters can load a large part list into the Part control, making it more difficult to locate
the part you want.
l If your company has enabled the reference part functionality, a List Reference Parts
button might be displayed beside the Part list. For more information, see "Show reference
parts" on page 193.
l Workbooks that use part data in worksheets, but have no Part control, typically include a
Part column so that you can search for records pertaining to a specific part. For more
information about searching, see "Search for specific data" on page 230.

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Constraint
If your company has enabled constraints, a Constraint control might be available in workbooks that are
compatible with constraints.
A constraint is a factor that represents the capacity of a process or supply source. Each constraint is
based on a rate, that is the amount of the constraint available per time period. For example, a
constraint on a manufacturing process can be the number of units that a production line can produce
per day, or the number of production hours per day. A supplier, or a particular piece of equipment can
also be defined as a constraint.

Work Center
If your company has enabled the Capacity Manager application, a Work Center control might be
available in workbooks that are compatible with work centers.

Model
This control is displayed only if your company has enabled the Model-Unit Effectivity module. Model-
Unit effectivity is typically used to simplify bill of material maintenance. A model is a variant of a
specific part. Models are used where several variants of a common part are made, and where the
differences in structure between the variants are relatively small. A model uses the same part number,
but is different from other models of the same part. As such, supply of one model is never used to
satisfy the demand for a different model.
For example, in the aviation industry, an aircraft engine has a specific part number. However, there
might be different models of the engine for left and right side mounting. The right-side model uses a
right-side fuel pump and engine mounts while the left-side model uses a left-side fuel pump and engine
mounts. The bill of material for the engine uses model effectivity to generate dependent demand for
either right-side mounts and fuel pumps, or left-side mounts and fuel pumps.
Some worksheets contain hidden Model and Unit columns, which can be made visible if your company
has enabled the Model-Unit Effectivity module. For more information, or if you see a worksheet that
should have the Model and Unit columns, contact your RapidResponse administrator.

Pool
A pool is a set of supplies and demands that are segregated from other supplies and demands for the
same part. Pools can be constructed on a project or customer basis. For example, a customer may pay

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 early to have inventory set aside for them and not allow it to be used in another customer-' production.
Pool netting then plans each pool for a part independently, respecting the segregation.

Project
This control is displayed only if your company is using integrated project management and only in
project related workbooks.

Currency
This control is displayed only if your company uses multiple currencies, the workbook contains Money
columns, and the workbook's author has allowed you to select the currency used in the worksheet. By
changing the currency, you can view Money data in the worksheet in any available currency.

Unit of measure
This control is displayed if the workbook is configured to display quantity or money columns in different
unit of measures. Changing the unit of measure enables you to view data in measures most useful to
your context, such as viewing orders in equivalent units.

Other settings
Some worksheets allow you to specify values for other settings, which are defined by the workbook's
author and can be used to filter the data in the workbook, or to provide values to be used if you click a
link to another workbook. These settings might be displayed on the workbook toolbar, or might be
visible only on the Data Settings dialog box, which you can use to specify display settings for the
worksheet. In the data settings, settings that are displayed on the workbook toolbar are listed above
settings that are not displayed on the toolbar. For information about specifying values for these
settings, see "Display data in a worksheet" on page 183.
Some workbooks also contain buttons that can apply multiple settings at one time. In these workbooks,
you can use the button to reset the workbook to its initial appearance or change other control settings
to display specific data defined by the workbook's author. Using a button sets the values the button
specifies, and cannot be undone.

Display data in a worksheet

You can specify the data that the worksheet displays in two ways: by modifying the controls on the
workbook toolbar one at a time, or by modifying the controls all at once in the Data Settings dialog box.

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If you modify the controls individually, the data displayed in the workbook is refreshed after each
selection you make. If you modify multiple settings in the Data Settings dialog box, the data displayed in
the worksheet is refreshed only after you close the dialog box, which means that you do not have to
wait for the worksheet data to load for every setting you change.

Data settings on the workbook toolbar

Workbook authors can create custom workbook controls on the workbook toolbar, which you can use
to control the data displayed in the worksheet. These controls are visible only if they affect the active
worksheet. For example, if the control determines which customer data is displayed for, it is not visible
in worksheets that do not display customer data. These settings are always visible in the Data Settings
dialog box.
When a value is shown in orange on a control on the worksheet toolbar, it means that the value that is
currently selected is placeholder text. When you see placeholder text, select a different value from the
drop-down list.

The Data Settings dialog box

Some worksheets might also contain settings that can only be modified in the Data Settings dialog box.
These settings are defined by the workbook's author, and can be used either to filter the worksheet, or
to provide data for another workbook through a worksheet link.
In workbooks that have additional settings, you should specify a value for every setting in the Data
Settings dialog box. Otherwise, you might have to specify settings when you open a worksheet, or the
worksheets might not contain meaningful data, depending on how the worksheet was created.

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Display data in a worksheet
 Select data settings
l Open a workbook, and do one of the following in the selected worksheet:
l In the controls at the top of the worksheet, select the appropriate items. After you make a
selection in a control, the worksheet data is refreshed to match the selected item.
l If you want to change the selection in several controls at the same time, you can click Data
Settings to make all of your selections before refreshing the data.
For information about how the selections you make populate a worksheet, see "Viewing data in
workbooks" on page 174.

Notes:
l When you open a workbook, the last control selections you made are retained. If you want
to specify that a workbook always open with certain selections, you can create a shortcut to
the workbook. For more information, see "Create a shortcut to display workbook data" on
page 138.
l If the data takes longer than twenty seconds to display, a dialog box opens where you can
cancel the data retrieval. For more information, see "Cancel data retrieval in a worksheet"
on page 227.
l A workbook might be set to manual refresh. Worksheets that might be displaying outdated
date must be manually refreshed to view the most current data. For more information, see
"Display most recent data" on page 195.
l If the workbook contains a button that specifies values, the button is not displayed in the
Data Settings dialog box.

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 Tips:
l You can search for specific items in the worksheet controls by clicking the control and typing
the name of the item.
l You can revert to the data that was previously displayed by clicking Back . For more
information, see "Revert to previously displayed data" on page 187.

Display part data

You might have access to the Part Properties workbook, which you can use to view key part and part
source parameters. You can also edit some part data, including modifying specific parameters, or
inserting and deleting records. The following illustration shows the Part Properties workbook.

Note: You can read detailed information about all worksheets in the Part Properties workbook
by opening the workbook and then clicking Show Workbook/Worksheet Help on the Help
menu.

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Display part data
 Open the Part Properties workbook
You can open the Part Properties workbook from the Explorer or you can link to it from a part column
in any worksheet, if the part names are shown in blue. The following illustration shows ways to open
the Part Properties workbook.

Note: For more information about opening workbooks or linking to a workbook, see "Open a
workbook to access a worksheet" on page 160, or "Link to different resources from a
worksheet" on page 221.

Revert to previously displayed data

After changing the selections in the controls within a workbook, you can revert to the previously
displayed data. There are five views preserved in history per workbook or scorecard. The views
preserved in a workbook or scorecard are not applicable to any other workbooks or scorecards. For
more information about scorecards, see "Viewing scorecard data " on page 364.

l On the workbook toolbar, click Back .

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 Note: Clicking the Back button does not take you back to a different worksheet if you were
viewing one previously, rather, it applies the previously selected controls to the active
worksheet.

Tip: You can display the data you had displayed before clicking the Back button by clicking
Forward .

View money data in a worksheet

In worksheets that display financial information, such as revenues, costs, prices, or margins, the money
values are displayed using a specific currency. If your company uses multiple currencies, depending on
how the worksheet was created, the money values might be displayed in your preferred currency, or in
a currency specified by the worksheet's author. For information about specifying your default currency,
see "Specify formats for dates, times, numbers, and currencies" on page 91.
Money values for each record can be displayed in any available currency, and converted to any other
currency when displayed in worksheets. For example, the Revenue column in the following illustration
shows money values converted into four currencies.

Each record inserted or imported into RapidResponse is saved using a currency. If your RapidResponse
system supports multiple currencies, the currency used to insert the record is determined by
RapidResponse. These values are then converted in workbooks. This allows you to have records
inserted in multiple currencies, but display those records in one currency. For example, if you have
records inserted using euros, US dollars, and Canadian dollars, those values are converted to a single
currency when displayed in a worksheet, as shown in the following illustration.

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View money data in a worksheet
 In workbooks that contain the Currency data control, you can choose the currency to view data in. This
currency is applied to all Money columns, except those which always display a specific currency. For
example, the workbook shown in the following illustration displays the unit price and order total in
Canadian dollars.

By selecting a different currency, such as yen, the unit price and order total values are converted.

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Understanding how numeric values are
displayed
Scaled numbers
In some cases, the numbers displayed might not be actual values, but are formatted to scale to a value
that the worksheet author specifies (for example, thousands or millions). The column heading or
worksheet help should indicate the scaling factor used in the column. Scaling numbers simplifies the
data, making it easier to understand and edit.

Scientific notation
In some cases, when a numeric value in a cell is very large, it might display as a scientific notation (also
known as exponential notation) so that it is easier to read. For example, the number 123000000000
might display as 1.23e+011, which is 1.23 times 10 to the power of 11, where e stands for exponent.
Scientific notation is applied to quantity fields, not integer fields.

Values used in calculations

RapidResponse calculations use stored values rather than values displayed in a worksheet. For example,
cost information for three parts might be displayed as $11, $12, and $13 when the actual values are
$10.60, $11.95, and $13.45. In a calculation that sums this cost information, the actual values are used.

Numbers that cannot be displayed

In some cases, the result of a calculation might not be able to be displayed in RapidResponse. This could
happen if, for example, a value is divided by zero, or an infinite value is used in a calculation.
If the result of the calculation is not a number that can be represented in RapidResponse, it is displayed
as 0 or an alternative such as is NaN for "Not a Number" or is INF for "Infinity".
Alternatives to 0 are specified by the workbook author.

Units of measure
Columns that display quantity or money data typically display in a set unit of measure which is
determined by the data itself and how it will be used.

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Understanding how numeric values are displayed
 In some workbooks, you might have a control that allows you to change the unit of measure that those
columns display in. For example, you might change how the quantities for a set of orders displays, from
pallets to kilograms.

Change the units for numeric data in a

worksheet
In worksheets that display quantity or money columns, the data values display in a specific unit of
measure. Typically, this measure is individual units.

For example, a quantity value could be expressed in units, cases, pallets, or trucks, which allows you to
view orders in terms of different scales. In this example, there might be 10 units to a case, 2 cases to a
pallet, and 8 pallets to a truck, so an order for 160 units will occupy one truck.

If your company has multiple units of measures defined, workbooks with a unit of measure control
allow you to view numeric data in different units. The selected unit of measure is applied to all quantity
and money columns in the worksheet. For example, if you had to coordinate an alternate shipping
route for a group of orders and the new shipping requirements needed items clustered into groups of
twelve, you could switch your view of the data to see those order quantities in dozens instead of
individual units.

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A workbook can only have one type of measure applied at a time. The list of values in a unit of measure
control display for the first scenario or the current scenario applied in the workbook.

You might see unit of measure controls in short cuts, drill links, collaboration links, in an open action in
a task flow, or in the Data Settings pane of a dashboard. For some records, the data value cannot be
converted to the selected unit of measure. Instead, the records display as Not a Number (NaN) or
infinity (INF).

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Change the units for numeric data in a worksheet
 Notes:
l Units of measure not available for the selected scenario or that are not available in your
system display with a red X in the list of units in the unit of measure control.
l If an alert is created for a worksheet that has a unit of measure control, the alert might use
the measure selected in the workbook or it might use the default measure (specified as = No
conversion = in the control list).

Show reference parts

Your company might have enabled the reference part functionality if:
l Your company is a brand owner that imports data into RapidResponse from a contract
manufacturer's instance of RapidResponse.
l Your company wants to more easily aggregate and analyze demand and supply across sites.
l Your company has transferred to a new part naming system and is also keeping the old part name
information in RapidResponse for reference purposes.
l Your company has divisions that use different part naming conventions.
l Your company uses RapidResponse to group a product line. For example, you might group various
pager models into one reference category.

Several predefined RapidResponse workbooks contain worksheets which include a Reference Part
column, as illustrated below.

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Understanding the part to reference part relationship
If your company is using the reference part functionality to show the relationship between old and new
part names, then a one to one relationship between part and reference part is common.
If your company is using the reference part functionality to group product lines, then a one to many
relationship exists.
Consider the following scenario:
You are interested in part RDAC022, which is manufactured at four different sites. Some of the sites use
a part name different from your company, and have a naming convention unique to the others.
Some naming conventions for part RDAC022 are shown in the following illustration.

The relationship between these parts is displayed as shown in the following illustration.

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Show reference parts
 Toggle between parts and reference parts
1. Open a workbook that includes a Part control, for example, the Part Properties workbook.
2. Select the scenario, filter, and site for which you want to view data.
3. Click List Reference Parts , and then select a part from the Reference Part control.
The worksheet is populated with information related to the part you selected.
4. Click List Reference Parts to toggle back to the Part control.

Note: The List Reference Parts button is only available to you if your RapidResponse
administrator has enabled it.

Tip: You can also display the part you want by clicking the part link and then clicking Current
Worksheet. This filters the worksheet by the selected part.

Display most recent data

Other users might be able to edit data in the shared scenarios to which you have access. If the
workbook has been authored to refresh automatically, the data in scenarios is instantly updated on a
regular basis as long as you are performing tasks in RapidResponse. During a period of inactivity, the
data is updated every five minutes. Some workbooks that process large amounts of data might be
authored to refresh data manually to reduce worksheet load times. This allows you to make edits to an
active worksheet and then choose when to refresh the data in the worksheet.

Manual refresh
Workbooks with the manual refresh option enabled display the Refresh Worksheet button on the
workbook toolbar. When a data change impacts an open worksheet, click Refresh Worksheet to

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refresh the worksheet and see the most current data. Some workbooks will also display the out of date
icon that displays on worksheets that might have outdated data and need to be manually refreshed.

Manually refresh a worksheet

1. Click on the worksheet to make it active.
2. Click Refresh Worksheet on the worksheet toolbar.

Tip: You can also manually refresh an active worksheet by clicking Refresh Worksheet on the
Data menu or by pressing CTRL-SHIFT-R.

Manually refresh a workbook

l To refresh all of the worksheets in the workbook at the same time, click Refresh All on the
RapidResponse toolbar.

Note: Manually refreshing also updates the contents of the Navigation pane and your user
permissions. For more information, see "Refresh the contents of the Navigation Pane" on page
150.

Tip: You can also refresh the workbook by clicking Refresh All on the View menu.

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Display most recent data
 View data from multiple scenarios
Some worksheets include multi-scenario columns, which display data from different scenarios. These
columns allow you to compare data values between scenarios. Depending on how the workbook you
are using was authored, you might be able to compare the scenario you have selected to one other
scenario, or you might be able to specify multiple scenarios for comparisons.
For workbooks that compare your selected scenario to one other scenario, your scenario might be the
baseline scenario or the comparison scenario. The baseline scenario is displayed first in the workbook,
and the values in the comparison scenario are compared to the baseline. The scenario your selected
scenario is compared to can be your selected scenario's parent or a scenario chosen by the worksheet's
author, depending on the workbook. The data displayed in the comparison scenario can be shown as
actual values, differences from the baseline scenario, or differences expressed as percentages. An
example of a worksheet with a multi-scenario column displaying differences is shown in the following
illustration.

In this example, the on hand quantity of each part is shown in the On Hand column. The value in the
Baseline column shows the On Hand quantity in the Baseline scenario, while the value in the
Adjustment column shows the difference between the Baseline scenario and the Adjustment scenario.
There are 250 units of Part A on hand in the Baseline scenario, and 150 units on hand in the
Adjustement scenario. The difference, -100, is shown in the Adjustment column.
Some multi-scenario worksheets include more than one comparison scenario. For these worksheets,
you can specify each of the scenarios, including the baseline scenario. The first scenario you specify is
the baseline, and the values in each additional scenario you add are compared to it. An example of a
worksheet with multiple comparison scenarios is shown in the following illustration.

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This worksheet is a multi-scenario crosstab worksheet. Each row represents data from a different
scenario, which in this case are the Approved Actions, Cancel Orders, and Increase Orders scenarios.
The Approved Actions scenario is the baseline scenario. For more information about crosstab
worksheets, see "View data in a crosstab worksheet" on page 200.
In this example, the values in the Demand Increase and Demand Decrease columns show the difference
between the Approved Actions scenario and the Demand Increase and Demand Decrease scenarios,
respectively.
Depending on how the workbook was created, the number of scenarios might be fixed, which require
you to add a specific number of scenarios. For these workbooks, you cannot add more or fewer
scenarios; you must add the number specified by the workbook's author.
If you create a scenario in these workbooks, the scenario you create replaces the baseline scenario. If a
worksheet in the workbook contains editable columns, you can use the scenario you created to modify
data and then compare the changes to the comparison scenarios already in the workbook. For more
information, see "Modifying data in workbooks" on page 432.
You cannot modify data in a worksheet that contains multi-scenario columns.

Add or remove scenarios

1. In a multi-scenario workbook, on the workbook toolbar, click Add or Remove Scenarios .

2. In the Scenarios dialog box, do the following:
l To add a scenario to the worksheet, select it in the Select from this list box, and then click
Add.
l To remove a scenario from the worksheet, select it in the Scenarios box, and then click
Remove.

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View data from multiple scenarios
 l To change the order in which scenarios are displayed, drag a scenario up or down in the
Scenarios box.

Note: Each scenario in the list is compared to the first scenario. You can change the order of
scenarios by dragging a scenario up or down in the list.

Grouping and single-scenario columns in multi-scenario

worksheets
In a multi-scenario worksheet, there are some columns that only display a single value in each row.
l Grouping columns: Multi-scenario worksheets always include one or more columns that are used
to group records. For example, a worksheet displaying data about independent demands could be
grouped by customer and site.
l Single-scenario columns: The worksheet might also include single-scenario columns, which
display a single summarized value in each row, rather than showing different values for each
scenario. These are generally values where the worksheet author doesn't expect the data to be
different from one scenario to another. For example, it isn't particularly useful to show a multi-
scenario view of historical data.
Only data from the baseline scenario is displayed in single-scenario columns, with one exception:
if data to populate the a cell in the column isn't available in the baseline scenario, the first
comparison scenario in the list that has data is used to populate that cell instead. This means that
while the data in any given cell of a single-scenario column comes only from one scenario, it is
sometimes possible for data from more than one scenario to appear in the column.

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View data in a crosstab worksheet
Crosstab worksheets display summarized data in a horizontal format, usually bucketed by date. For
example, a crosstab summary worksheet might display summarized sales and forecast information in
weekly buckets. Crosstab worksheets have two sections, the dimensions (columns that show how the
data is summarized) and the data (the crosstab rows).

Sometimes, crosstab worksheets use a dual-pane layout that includes associated detail worksheets that
provide more information about the individual records that comprise the crosstab worksheet data.

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View data in a crosstab worksheet
 The buckets in a crosstab worksheet are specified from a date of the worksheet author's choice. In
some cases, this date might be several weeks or even months from the current date or planning date.
For these worksheets, the worksheet author can highlight the current date or planning date to indicate
where it is in relation to the worksheet buckets. An example of a highlighted date is shown in the
following illustration.

Some buckets might contain data for only a portion of the bucket, such as a weekly bucket that
contains only two days of data. This typically happens when the date the buckets are defined from falls
near the end of a bucket, or when the bucket is the last bucket before the bucket size changes, as
shown in the following illustration.

Some buckets might contain data for more than the bucket period. This typically happens when the
buckets change size and the last bucket of one size comes more than one period in advance of the first
bucket of the next size. For example, in a worksheet bucketed by week and month, if the last weekly
bucket comes near the beginning of the month, it will contain data for each week until the end of that
month, as shown in the following illustration.

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Partial buckets and buckets that contain more data than expected are identified by the black triangle
symbol in the top right corner of the column header, as shown in the following illustration.

Crosstab worksheets can contain bucketed subtotals, which are displayed after the buckets they
summarize. For example, you might have a crosstab worksheet bucketed by week with a monthly
subtotal at the end of each month. Depending on how the buckets are defined, the subtotals could split
buckets into two partial buckets, as shown in the following illustration.

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View data in a crosstab worksheet
 Crosstab worksheets can also contain a to-date subtotal, which shows the total of a crosstab row from
the beginning of a period to a current date. For example, a worksheet might contain a year to date
subtotal that displays the total of demands from the beginning of the year to the beginning of the
current week. An example of a year to date subtotal is shown in the following illustration.

Depending on how the crosstab worksheet was created, the values displayed in the subtotal columns
might be calculated using values not displayed in the worksheet. For example, if the worksheet
contains a quarterly subtotal but only displays two monthly buckets, the subtotal might be calculated
using the month that is not displayed. The subtotal might also be calculated using only the values
visible in the worksheet. The worksheet's author specifies how subtotals are calculated in these cases.
When a subtotal column is displayed without all the buckets for the period that it summarizes (such as
a quarterly subtotal with only two monthly buckets), the column header is marked with a triangle,
which tells you whether the subtotal is calculated using only the visible values or using values not

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shown in the worksheet. An example of a subtotal calculated using values not displayed in the
worksheet is shown in the following illustration.

Crosstab worksheets present aggregated data. You can only modify data in these worksheets if the
worksheet author has allowed a row of the crosstab to be editable. For more information, see "Edit
records in a crosstab worksheet" on page 444.
In a crosstab worksheet, blank cells can be used to represent zero values. Typically, a cell with a zero
value represents a date bucket that does not contain any detailed records. However, you might have
buckets that contain a record or records with zero quantities. To determine whether the bucket
contains records, you can view the records summarized in a bucket in the detail worksheets.
The detail worksheets display records that are summarized in the crosstab worksheet. In some crosstab
worksheets, you can drill to details in another resource by clicking a drill link in a crosstab cell. When
you drill to details, searches are applied to the columns in the detail worksheet, so it displays only the
records that are summarized in the crosstab cell.

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View data in a crosstab worksheet
 An example of a crosstab worksheet that drills to a details worksheet is shown in the following
illustration.

Clicking a value in a crosstab row in the Demand Summary worksheet displays the records summarized
in the Demand Details worksheet. The Part, Site, and Due Date columns in the detail worksheet are
searched for the corresponding values in the Part, Site, and Due Date columns in the crosstab.
Some drill links open a form when clicked. For more information, see "Link to different resources from
a worksheet" on page 221.

Note: A crosstab worksheet cannot display more than 100,000 records.

Determine how much data is in a marked bucket

l In a crosstab worksheet, move the pointer over a bucket or subtotal bucket that is marked with a
black triangle.
A tooltip indicates whether the bucket does not contain data for a full period ('Transition bucket -
time period is shorter than indicated') or contains data for more than one period ('Transition
bucket - time period is longer than indicated') .

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 If the bucket is a subtotal bucket, the tooltip indicates whether the subtotal is calculated for only
the visible values ('Subtotal bucket - time period is shorter than indicated') or calculated for values
not visible in the worksheet ('Subtotal bucket - time period contains dates not displayed in
buckets').

When the crosstab worksheet record limit is exceeded

Your RapidResponse administrator sets a worksheet record limit for crosstab worksheets, determining
the maximum number of records that worksheets can display. By default, the limit is 500,000 records.
When the worksheet record limit is exceeded in a crosstab worksheet, no records are displayed. A
crosstab worksheet's record limit applies to the number of its source records; that is, the number of
records that would be returned if the crosstab worksheet was formatted as a vertical worksheet.
A message appears to indicate that the number of records exceeds the limit, as shown in the following
illustration.

You can often adjust the worksheet's data and bucket settings to reduce the number of records that are
selected so that you can view data.

Select data
The following table describes how you select data in worksheets.

To select Do the following

A single cell Click the cell you want to select.

Multiple cells Click and drag to select cells.

A row Click the row number of the row you want to select. You can also select the row number using arrow
keys.

A column Click the column header. You can also select a column header using arrow keys.

Adjacent rows Click a row number and drag to select multiple rows.

The entire Click the empty cell in the top left corner of the worksheet.
worksheet

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Select data
 View auto statistics for selected data
When you select a range of cells (either in a worksheet column or crosstab worksheet row) you can
view automatically calculated statistics about the selected data, such as the number of selected cells.
No statistics are displayed by default, but you can activate those that you want to view. An example of
displaying auto statistics is shown in the following illustration.

Auto statistics are also available in scorecards and in worksheet data widgets on dashboards.

Caution: Using auto statistics with scorecard summary data or detail worksheets with multiple
scenarios displayed in rows might not return meaningful results.

The available auto statistics vary depending on the data type of the selected cells.

Statistic Description Data types

Average The statistical mean of the values in the selected cells. Quantity, Money
This is calculated using the actual values in RapidResponse, not the
values displayed in the worksheet.

Count The number of selected cells. Quantity, Money, Date, Time,

DateTime, String

Maximum The highest value or latest date selected. Quantity, Money, Date, Time,
DateTime

Minimum The lowest value or earliest date selected. Quantity, Money, Date, Time,
DateTime

Sum The total sum of the values in the selected cells. Quantity, Money
This is calculated using the actual values in RapidResponse, not the
values displayed in the worksheet.

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Turn on auto statistics
1. On the Data menu, click Auto Statistics.
2. In the Auto Statistics dialog box, select the checkboxes for the auto statistics you want to turn
on.
3. Click OK.

Tips:
l You can turn on all statistics by clicking Select All.
l You can also open the Auto Statistics dialog box by right-clicking the status bar.

Turn off auto statistics

1. On the Data menu, click Auto Statistics.
2. In the Auto Statistics dialog box, clear the checkboxes for the auto statistics you want to turn off.
3. Click OK.

Tips:
l You can turn off all statistics by clicking Clear All.
l You can also open the Auto Statistics dialog box by right-clicking the status bar.

Calculate and display auto statistics

l In any worksheet, select two or more cells in the same column. For more information, see "Select
data" on page 206.

Note: Cells in subtotal rows are not included in auto statistic calculations.

Tip: Click a column header to see statistics for the entire column.

Calculate and display auto statistics in crosstab worksheets

l In any crosstab worksheet, select two or more cells in the same row.
An example of displaying auto statistics in a crosstab worksheet is shown in the following
illustration.

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View auto statistics for selected data
 For more information about crosstab worksheets, see "View data in a crosstab worksheet" on page
200.

Add and view notes

Some worksheets might have a notes option enabled that attaches a note to a data record. Notes allow
for greater collaboration between the users of a worksheet. For example, suppliers that have access to
workbooks might add a note providing status on an order or notes can be added to a sales order to
keep a record of customer communication and preferences.
There are two ways that notes for a record are indicated on a worksheet:
l In a Notes column in a table-based worksheet.
l As a notes indicator on a cell in a cross-tab or composite worksheet.

Double-clicking on the Notes column or selecting a cell with the notes indicator and clicking Add or
view notes opens the Notes dialog box.

You can add new notes, and view and search existing notes in the Notes dialog box. Above existing note
text, the date and time the last note was added and the ID of the user who added the note are
displayed. If you do not have editing permission for a worksheet with notes enabled, you can only view
and search existing notes.

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 Notes:
l Date and time in notes are displayed in the format as specified in user options. For more
information, see "Specify formats for dates, times, numbers, and currencies" on page 91.
l If you have data editing permissions and are working in an editable scenario, a pen icon
displays in the Notes column header, indicating that you can add notes to this worksheet.
For more information, see "Add a note" on page 463.

Adding and viewing notes in a table-based worksheet

For table-based worksheets with notes enabled, the most recent note with date, time, and user ID
displays in the Notes column.

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Add and view notes
 Add and view a note in a table-based worksheet
1. Double-click the cell in the Notes column for the record you want to add or view a note on.
The Notes dialog box will open.
2. To add a note, type text in the New note box.
3. View any existing notes below the Find box.
4. Click OK.

Tip: To search existing notes, type text in the Find box.

Adding and viewing notes in a cross-tab or composite

worksheet
For cross-tab worksheets with notes enabled, records with an attached note display the notes
indicator, a red triangle in the upper corner of a cell. Notes are added and viewed by clicking Add and
view notes on the workbook toolbar. You can only add notes to cells in an editable column.

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Add and view a note on a cross-tab or composite worksheet

1. Select the cell to add a note to or a cell displaying the notes indicator .
2. Click Add or view notes on the worksheet toolbar.
3. The Notes dialog box opens, and if you have editing permission, you can add notes on the
column.
4. To add a note, type text in the New note box.
5. Click OK.

Tip: To search existing notes, type text in the Find box.

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Add and view notes
CHAPTER 14: Working with data in workbooks
Sort data 214
Set date buckets 215
Create or modify a filter 219
Link to different resources from a worksheet 221
Cancel data retrieval in a worksheet 227

When you view data in a worksheet, you can modify how the data is presented to you, such as changing
how the worksheet data is sorted, the size and number of date buckets a crosstab worksheet displays,
or the appearance of a chart.
You can also create a shortcut to always open a workbook with the same filter, site, and so on, open
another workbook based on the data in the worksheet, or stop worksheet data from loading.

Sort data
You can sort a worksheet to change the order in which records are displayed. You can sort the
worksheet by the data in any column so the records are displayed in the order of the data values in that
column. For example, you can sort by a quantity column to show the records with the greatest quantity
first in the worksheet, or by a due date column to show the records with the earliest due date first.
When you sort a column, you must decide whether to sort in ascending or descending order. The
following table explains how the order applies to different types of data.

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 Order Sorts

Ascending Quantity values smallest to largest.

Date values earliest to latest.
String values A to Z.

Descending Quantity values largest to smallest.

Date values latest to earliest.
String values Z to A.

1. Select the column you want to sort by clicking the column heading.
2. On the Data menu, click one of the following:
l Sort Ascending
l Sort Descending

Tip: You can also sort a column by clicking the Sort Ascending or Sort Descending
buttons.

Reset to the default sort order

l On the Data menu, click Reset Sort.

Note: Sorting is not available if you are working with data displayed in Form view.

Set date buckets

Some worksheets you have access to, particularly crosstab worksheets, might have data grouped into
date buckets. These buckets are predefined by the worksheet author. If necessary, however, you can
change the buckets used in a worksheet or workbook. For example, if you are doing longer term
planning you might want to add more buckets.
Depending on how the bucketing settings were specified by the workbook author, you will either have
basic bucketing permissions, where you simply set the size and number of buckets to display in the
worksheet, or you will have more advanced bucketing permissions. Both the basic and advanced
bucketing permission are accessed by clicking the Bucket Settings button on the worksheet toolbar.
The following information pertains to workbooks in which the author has specified advanced bucketing
permissions. For more information on specifying basic bucketing settings, see " Set the size and number
of buckets " on page 218, below.
Some worksheets automatically scroll past historical date buckets to the anchor date, which is
especially helpful in worksheets that include many historical date buckets, as it prevents you from
scrolling to locate the anchor date each time you open the worksheet.

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Defining date buckets
You can also use different bucket units within the same worksheet. For example, if you require more
detailed data in the short term, you can initially use weekly buckets, and then switch to monthly or
quarterly buckets after a specified period of time. All bucket settings are done relative to a date, called
the anchor date, chosen by the workbook's author.
If the workbook author has specified subtotals for any of the buckets, you can only change the number
of buckets that are displayed. You cannot change the bucket sizes, add additional sizes of buckets, or
modify the subtotal settings.
The bucket that contains the anchor date is identified by the dividing line between buckets. You can
determine which bucket contains the anchor date by looking for bucket sizes that are either the same
on both sides of the line, or different with the size on the right of the line smaller than the size on the
left. For example, if the left side shows weekly buckets and the right side shows daily buckets, the first
daily bucket represents the anchor date. The first bucket to the right of the line is always the bucket
that contains the anchor date, as shown in the following illustration.

The buckets at the end of a calendar period might display data for multiple periods. For example, if you
have buckets for weeks and months, you might have multiple weeks of data displayed in the last weekly
bucket, as shown in the following illustration.

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Set date buckets
 A bucket that contains more data than expected is identified by the black triangle symbol in the top
right corner of the column header. An example of a bucket that contains more data than intended is
shown in the following illustration.

If you do not want buckets to contain more data than intended, you can automatically insert buckets
when the bucket sizes change. These buckets are inserted only when required, so you always see, at
minimum, the number of buckets you have specified. However, inserting buckets in this manner can
insert partial buckets at the end of a calendar period. For example, if you have buckets for weeks and
months, the last weekly bucket might end on the last day of the month but before the end of the week,
causing the bucket to not contain the entire week, as shown in the following illustration.

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 Set the size and number of buckets
If the workbook author has specified basic bucketing settings, you can specify the size and number of
date buckets to display. If the worksheet's author has allowed it, you can also specify whether buckets
earlier than the planning period are displayed.

1. On the toolbar, click Bucket Settings .

2. From the Bucket by list, select one of the following bucket sizes:
l Month
l Quarter
l Year
3. In the Future Buckets box, specify the number of buckets to display.
4. If buckets earlier that the worksheet's planning period are available, do one of the following:
l To display earlier buckets, select the Include buckets for earlier periods checkbox.
l To hide earlier buckets, clear the Include buckets for earlier periods checkbox.

Define advanced worksheet bucket settings

If the workbook author has specified advanced bucket settings, you can select how many buckets to
display before the anchor date, and specify the bucket size and number of buckets to display. You can
also apply bucket settings to the open worksheet only, or to the entire workbook.

1. On the toolbar, click Bucket Settings .

2. Click one of the following:
l Workbook bucket settings: Lets you specify buckets that will be used for all worksheets in
this workbook that do not have worksheet specific settings (that is, all worksheets that have
the Workbook bucket settings option selected).

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Set date buckets
 l Bucket settings specific to worksheet: Lets you specify buckets that will be used for this
worksheet.
3. In the Before anchor date area, select the number and size of buckets you want to display
before the anchor date.
A Past bucket that contains all dates earlier than any specified bucket is also included. If you do
not want to display the Past bucket, clear the Include Past bucket checkbox.
4. In the After anchor date area, select the number and size of buckets you want to display after
the anchor date. You must have at least one bucket after the anchor date.
The first bucket specified after the anchor date contains the anchor date. For example, if it is a
Weekly bucket, then the bucket will include data from the week containing the anchor date.
A Future bucket that contains all dates later than any specified bucket is also included. If you do
not want to display the Future bucket, clear the Include Future bucket checkbox.
5. To insert buckets when bucket sizes change, select the Automatically add buckets when
transitioning between bucket sizes checkbox.
6. Click OK.

Notes:
l If the worksheet author has defined subtotal buckets for the worksheet, you can modify
only the number of buckets. The bucket sizes cannot be modified, and you cannot add
additional bucket sizes.
l This procedure can be used to modify the buckets in many of the crosstab worksheets
included in RapidResponse predefined workbooks, except for the Inventory Analysis
workbook. For information about changing the bucket settings for the Inventory Analysis
workbook, see the RapidResponse Administration Guide or contact your administrator.
l The calendars (bucket sizes) available in your RapidResponse system are specified by data
administrators. Calendars can be defined to be excluded from the Bucket Settings dialog
box. For more information, see the Calendar.PlanningOnly field in the RapidResponse Data
Model and Algorithm Guide (Java client). This is available to resource authors and
administrators.

Create or modify a filter

If your RapidResponse administrator has granted you permission, you can create filters that limit the
records displayed in a report to a specific subset of the available records. You can copy values from a
worksheet column into a filter. You can also create filters by typing one or more values that define the
filter, or copying and pasting values from other applications (for example, Microsoft Excel) into a filter.
When you create a filter this way, you must pick a RapidResponse database table to base the filter on.
A RapidResponse database table is a section of the RapidResponse database where a particular type of
record is stored. For example, the Part table contains information about parts, and the Project table
contains information about projects.

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When you apply the filter, only records where the key field matches a value listed in the filter display in
the report. The key field must be a string value. So, for example, if the filter is based on the Part table,
the values in the filter are compared to part names. If the filter is based on the Project table, the values
are compared to project names.
For tables that have only one key field, that key field is the default value for the table and it cannot be
edited. If the table has multiple key fields, you can select from an alphabetical list of all valid string key
fields in the table. Filters cannot be created for tables that have no string key fields.
There are many other tables in RapidResponse. For more information about tables, see the
RapidResponse Data Model and Algorithm Guide (Java client).

Create a filter
1. On the File menu, point to New, and then click Filter.
2. In the Name box, type a name for the filter.
3. In the Table list, click the table you want to base the filter on.
4. Optionally, add a description of the filter in the Author Notes box.
5. Click the Static Values tab.
6. In the Enter a value box, type a static value to define the filter, and then click Add. Repeat for
each value you want to add.
7. If the table has more than one key value, you can select another value in the list for the Values
for field box.
8. After you have added all required values, click OK.

Notes:
l If you have values in your Windows Clipboard, you can paste them into the filter by clicking
Paste. Each line or tab character in the pasted text represents the beginning of a new value.
l You can remove static values by selecting them in the Values list, and then clicking Remove,
or you can click Remove All to remove all static values.

Tip: You can also create a new filter by clicking New Resource on the RapidResponse toolbar
and selecting Filter..

Copy values from a worksheet into a filter

You can copy values from selected worksheet columns to create a filter based on those column values.
If any of the worksheet columns you have selected directly reference a field in a table that has a key
field, the Values for fields box is set to that key field by default. If the table has multiple or no key fields,
you must select a key field from the list or select another table for the filter.

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Create or modify a filter
 1. In an open worksheet, select the cell values you want to add to a filter. The values must be in
adjacent rows of the same column.
2. On the Edit menu, click Copy to Filter.
3. If you have at least one private filter, the Copy to Filter dialog box opens. Do one of the
following:
l To add the worksheet values to a new filter, click Create a new filter.
l To add the worksheet values to an existing filter, click Modify filter, select the filter from the
list, and then click Append to list of values.
l To overwrite the static values in an existing filter with the worksheet values, click Modify
filter, select the filter from the list, and then click Replace existing values.
4. Click OK.
5. Optionally, select Add a comment to the version history for the filter.
6. If you selected Create a new filter in Step 3, type a name for the filter in the Name box.

Note: If you do not have at least one private filter, clicking Copy to Filter takes you directly to
the New Filter dialog box where you can create a new filter using the selected worksheet
values.

Tip: You can also click Copy to Filter on the RapidResponse toolbar.

Link to different resources from a worksheet

In some worksheets, you can open related resources by clicking on links in the worksheet cells. In some
bucketed crosstab worksheets, you might see links on column headers.

There are several types of links:

l "Drill links" on page 222
l "Part, Constraint, and Work Center Links" on page 223
l "External links" on page 226

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Drill links
Drill links can open a details worksheet in the same workbook or another workbook, or they can open a
form. The information displayed in the linked resource is related to the record you click to drill from.
When you drill to a form, some of the data values from the record might populate some of the form
controls. For example, when looking at order information, you might open a form to dispose of
unneeded inventory without having to leave the order worksheet.

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Link to different resources from a worksheet
 l Click a cell or column value. For cells with one drill link, the linked resource opens. For cells with
two or more drill links, select a menu option.

Part, Constraint, and Work Center Links

This type of link opens other workbooks to view additional part, constraint, or work center information.
For example, when you click a part name in a worksheet, you can access the Planning Sheet workbook,
where you can view date-bucketed supply and demand information for a part. You can also link to the
current worksheet, which filters the worksheet to only display the selected part, constraint, or work
center.
l Click a part, constraint, or work center link in a worksheet column, and select a menu option. Part,
constraint, and work center links are underlined.
This can be done when viewing a worksheet in table view and in form view. For more information,
see "Set worksheet viewing options" on page 163.

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Either the worksheet is filtered or a workbook opens that corresponds to your selection. The
selection in the item list is set to the selected part, constraint, or work center. This ensures your
worksheet displays data for only the item you are linking from.
If the workbook you are linking from contains multi-scenario columns, you can choose which
scenario to view in the workbook you link to, as shown in the following illustration.

RapidResponse User Guide (Java Client) 224

Link to different resources from a worksheet
 Notes:
l The workbooks you can link to from the shortcut menus vary depending on the workbooks
to which you have access. If you require, but do not have access to a workbook, contact
your RapidResponse administrator.
l Your RapidResponse administrator can add links to other workbooks to the link menu.
l Links are available to you only if you have access to more than one filter. If you require
additional filters, contact your RapidResponse administrator.

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 l For drill links on cells with part, constraint, or work center links, drill links display in a
secondary list, as shown in the following illustration.

External links
External links open web resources outside of RapidResponse. When multiple links are available, your
link options appear in a menu.

Note: Your administrator determines the URLs that can be opened from a worksheet.

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Link to different resources from a worksheet
 Cancel data retrieval in a worksheet
Occasionally, it can take longer than expected to display data in a report. This is mainly due to the
selections in the workbook controls. If data is not displayed within 20 seconds, the Retrieving Data
dialog box includes a Cancel button that lets you cancel long running queries. After a query (data
retrieval) is canceled you can modify the data selection controls.
RapidResponse system administrators can modify the 20 second threshold.
l In the Retrieving Data dialog box, click Cancel.

Notes:
l In multi-pane workbooks, data retrieval is canceled for all worksheets in which data has not
yet been displayed.
l In some cases, the data retrieval process might take several minutes if the data is complex.
l To refresh the data when data retrieval has been canceled, click Refresh This Worksheet
on the worksheet toolbar or Refresh on the RapidResponse toolbar. For more
information, "Display most recent data" on page 195.
l RapidResponse administrators can also cancel data retrievals.
l For more information about displaying data in a worksheet, see "Display data in a
worksheet" on page 183.

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CHAPTER 15: Searching data in workbooks
Search for specific data 230
Clear a data search 233
Data types 234
Operators and wildcards 236
Non-standard data types 238
Examples of search syntax 239

The controls you set for a worksheet (scenario, filter, and so on) might return a set of records that is too
large for your needs. For example, a worksheet might display all customer orders and you want to filter
the worksheet to show only late orders for a specific part, or only orders from a specific customer.
To reduce the data that displays, you can specify conditions that the data in one or more columns must
meet in order to display in the worksheet. After applying a search, the worksheet displays only those
records that match the criteria you specified. All other records are hidden from view until you clear the
search. The following illustration applies search criteria to display only work orders for the part
"Mountain".

RapidResponse User Guide (Java Client) 228

 Note: The search capability is sometimes called QBE or Query By Example.

Searching in multi-scenario columns

In workbooks that contain multi-scenario columns, searches applied to comparison scenario columns
apply to every comparison scenario. For example, in the following illustration, the Cancel Orders and
Increase Orders columns are comparison scenarios, and the search condition was specified for only the
Cancel Orders column.

Searching in worksheets with grouped records

Some worksheets can group similar records together, and provide summarized totals for records with
the same grouping criteria, such as orders for the same part or from the same supplier. These
worksheets are similar to crosstab worksheets, except the data is presented in a vertical format instead
of horizontal. For more information, see "View data in a crosstab worksheet" on page 200. In these
worksheets, you cannot search the grouped columns. For example, the following illustration shows a
worksheet grouped by the Part, Site, and Due Date columns.

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In this example, the Quantity and Days Late columns contain grouped data, and cannot be searched. In
addition, the Due Date column summarizes all order dates into weekly increments, so it also contains
grouped data and cannot be searched.

Worksheets with column searching disabled

Workbook authors have the option to disable column searching in any worksheet they create. If column
searching is disabled, the search row is not displayed in the worksheet.
In the following image, the worksheet on the left has a search row, but the worksheet on the right does
not have a search row because column searching is disabled.

Search for specific data

For each column you want to search, you typically must specify a value to search for and an operator.
The value you specify should be of the same data type as the column you are searching (for example, a
date, quantity, text string, and so on). The operators you can use vary depending on a column's data
type and they determine how the value you enter is interpreted by the search. For example, a quantity
column (such as, Revenue) can be searched for values equal or not equal to, greater than, less than, or
between quantities that you specify.
When searching a column containing text strings (for example, Part Name), you can search for an exact
string or you can include wildcards to look for patterns of text. There are two wildcards available to
you; a ? which represents a single character, and a * which represents any number of characters
including none. For example, searching for wheel? finds all occurrences of the word "wheel" followed
by any single character (such as, wheels). Similarly, searching for wheel* finds all occurrences of the
word "wheel" followed by any number of characters (such as, wheel, wheels, wheel covers, and so on).
Regardless of the data type in the column you search, all the operators compatible with that data type
are available in a list in the Search dialog box. You can use this dialog box to create most of your search

RapidResponse User Guide (Java Client) 230

Search for specific data
 conditions. However, in certain situations, and as you become familiar with the search syntax, you can
type your search conditions directly into the search row.

Caution: When searching columns containing quantity values, avoid using a comma (,) as a
thousands separator. This will produce undesirable results because the comma is interpreted
as an OR operator. For example, 1,500 would be interpreted as 1 or 500. If you want to
represent fifteen hundred, type 1500.

Notes:
l When searching for a date, use the date format that is displayed in the column.
l When searching columns that use scaled numbers, search based on the scaled values, not
the actual values. For more information, see "Understanding how numeric values are
displayed" on page 190.

Illustration of Search dialog box

The Search dialog box is shown in the following illustration.

Note: Unless you edit or clear them, the search conditions you create remain until you close
the worksheet. If you want to save your search conditions with the worksheet, you can create a
shortcut to the worksheet. For more information, see "Create a shortcut to display workbook
data" on page 138.

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Create a search condition
1. Do one of the following:
l On the Data menu, point to Search, and then click New Search.
l Click Search Worksheet Data on the toolbar, and then click New Search .
2. In the Columns in this worksheet list, click the name of the column you want to search.
3. Select an operator from the list available with the column's data type.
The list of operators varies depending on the data type. For complete descriptions of the
operators available for a given data type, see "Data types" on page 234.
4. Type the term or condition you want to search for in the text box.
If you selected the Is between operator in step 3, you must specify the minimum and maximum
values for the search
If the column you selected contains a list of values, select the values you want to search for in
the Select from this list list, and then click Add.
5. Repeat steps 2 to 4 for each additional column you want to search.
6. Click OK.
The results displayed are those that meet the conditions specified in all columns. The columns to
which a search has been applied contain the search condition in the search row.

Notes:
l The Basic Search functionality of the Search dialog box allows you to search for one term or
condition per column. To search for multiple terms or conditions in a column (for example,
two or more part names), click Advanced Search and then type the search conditions.
Separate each condition with a comma. For more information, see "Data types" on page
234.
l For columns that display checkboxes, you can search for all rows that are selected or all
rows that are cleared instead of specifying search operators.

Tips:
l You can copy and paste a value from any worksheet cell into the search. To copy a value,
select a worksheet cell and press CTRL+C. To paste the value into the Search dialog box,
place the insertion point in the text box and press CTRL+V.
l If you are searching a date column, click the down arrow at the right of the text box to
access a pop-up calendar for easy date selection.

Create a search condition directly in the Search row

1. Click in the Search row cell above a column you want to search.
2. Type the full syntax for the search condition you want to create.

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Search for specific data
 3. To search for multiple conditions in the column, separate each with a comma (for example, ac-
04, ac-05).
4. Repeat steps 1 and 2 for any other column you want to add search conditions for.
5. Click OK.

Notes:
l For information on the proper syntax required to create search conditions, see "Data types"
on page 234.
l You can click Cancel to remove search conditions and restore the worksheet to its previous
state.
l For columns that display checkboxes, search for the text string 'Y' to find selected
checkboxes and 'N' to find cleared checkboxes.

Edit a search condition

1. On the Data menu, click Edit Search.
2. Make any changes you want to your search conditions.

Tips:
l You can also access the Search dialog box by clicking the down arrow at the right of any
search row cell, or by clicking Search Worksheet Data on the RapidResponse toolbar and
then clicking Modify Search on the RapidResponse toolbar.
l You can modify search conditions by typing directly in the Search cell.

Clear a data search

If you have limited the records shown in a worksheet by searching for specific data in one or more
columns, you can clear all of the search conditions that you have specified. After you clear the data
search, all records that match the selected data settings are shown.

Clear a data search

l On the Data menu, click Search and then click Clear Search .

Tips:
l You can also clear a search by clicking Search Worksheet Data on the RapidResponse
toolbar, and then clicking Clear Search , or by clicking Search at the top left corner of
the worksheet, and then clicking Clear Search .

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 l If you have specified search conditions for more than one column, and you do not want to
clear all of them, you can modify your search to remove one or more of the search
conditions. For more information, see "Search for specific data" on page 230.

Data types
The following table describes the basic data types you can search in the columns of your worksheets,
and lists the operators and wildcards you can use with each. For information on what the specific
operators do, and examples detailing their use, see "Operators and wildcards" on page 236. For
information about searching, see "Search for specific data" on page 230

Data type Description Operators

& Wildcards
String You can search columns containing text by entering a string (containing any combination of * (any
text, numbers, or symbols) and, optionally, any of the operators and wildcards shown to the number of
right. characters)
If you do not enter an operator with your search, the search uses the LIKE operator. ? (any single
Note: To search for the * or ? characters, which are typically used as wildcards, precede your character)
search with the = operator. ! (not)
, (or)
Note: To search for the comma character, which is otherwise interpreted as the or operator,
Like
within a string, the entire string should be enclosed in single quotes (for example, 'AX,5R'.
This can only be done within the Advanced Search dialog. = (equal to)
< (less than)
> (greater
than)

Boolean You can search columns containing 'yes' or 'no' values by entering the value, represented as
'Y' or 'N'. If the column displays checkboxes, you can find all selected or all cleared
checkboxes.

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Data types
 Data type Description Operators
& Wildcards
Quantity, You can search columns containing numbers (quantity, integer, or money), such as units or = (equal to)
Integer, and dollar values, by entering a numeric value and, optionally, any of the operators shown to the <> (not equal
Money right. to)
If you search a column that contains scaled numbers or Money values, the search is > (greater
performed using the numbers displayed in the column. than)
If you do not enter an operator with your search, the search uses the = operator. >= (greater
If you are using the range operator, ensure you specify two numeric values to set the range than or equal
(for example, 100..250) to)
Do not use a comma as a thousands separator. The comma is used as an OR operator to < (less than)
separate multiple terms in a single search. For example, 1,500 would be interpreted as 1 or <= (less than
500; if you wanted to indicate fifteen hundred, you would enter 1500. or equal to)
Do not include the currency symbol in Money columns. .. (range)
, (or)

Date You can search columns containing dates by entering a date and, optionally, any of the = (equal to)
operators shown to the right. <> (not equal
Ensure that you enter dates in a valid date format (for example, 11-17-04, or 05-20-2005). It to)
is recommended that you use the date format displayed in the column. > (greater
If you use the RANGE operator, ensure that you specify two values to set the range (for than)
example, 07-01-05..07-31-05) >= (greater
If you do not enter an operator with your search, the search uses the = operator. than or equal
You can also search for any of the following date constants: to)
l Past: A date earlier than any calendar definition. < (less than)

l Future: A date later than any calendar definition. <= (less than
or equal to)
l Today: The current date. This value is determined by converting the current
date and time from RapidResponse Server to your local time zone. .. (range)
, (or)
l Undefined: Any date value that has not been defined.
If you do not get any results, try a DateTime search.

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 Data type Description Operators
& Wildcards
Time You can search columns containing time by entering a time value and, optionally, any of the Same as
operators shown to the right. Date.
Ensure that you enter times in a valid time format (for example, 2:35, or 14:35).
If you are searching for a time using the = operator, you must specify the time up to the
second (for example, 14:35:12). If you do not specify the seconds, the search uses :00.
If the seconds do not match, no records are returned.
If you do not know the exact second, use the > or < operators (for example, >14:35 or <14:36
to search for 2:35 PM).

DateTime You can search columns containing a combination of date and time by entering a date value See Date and
followed by a time value, and, optionally, any of the operators shown to the right. Time.
Ensure that you enter DateTimes in valid date and time formats (for example, 05-20-2005
14:35:12). If you do not specify the seconds, the search uses :00.
If you do not enter an operator with your search, the search uses the = operator. If the
seconds do not match, no records are returned. If you do not know the exact second, use the
> or < operators.
If your region participates in Daylight Saving Time (DST), DateTime values returned by the
search might be affected the time change on the dates DST begins and ends. When DST
begins, no records exist for the 2:00 AM to 3:00 AM range, because no times exist in this
range. When DST ends, you might have multiple records in the 1:00 AM to 2:00 AM range,
and you might not be able to determine the order of records returned by the search.

Operators and wildcards

The following tables describe the operators and wildcards you can include in your searches, and provide
examples of each.

Operator Description Examples

= Use the EQUAL TO operator to find exact date or quantity Searching =05-20-05 on an order received date
values. column finds all orders with a promise date of
You can also use the EQUAL TO operator if you want to May 20, 2005.
search for the characters * and ? instead of having them Searching =AC-*1 on a part number column find
interpreted as wildcards. all occurrences of the part number AC-*1.

<> Use the NOT EQUAL TO operator to search for dates or Searching <>06-30-05 on an order promise date
quantities other than one that you specify. column finds all orders other than those with a
promise date of June 30, 2005.

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Operators and wildcards
 Operator Description Examples
< Use the LESS THAN operator to search for quantities less Searching <07-15-05 on an order shipment date
than one you specify, dates occurring before one you column finds all orders with a shipment date
specify, or times without specifying the time up to the before July 15, 2005.
second.

<= Use the LESS THAN OR EQUAL TO operator to search for Searching <=10000 on an order unit price
quantities less than or equal to one you specify, or to column finds all orders with a value of less than
search for dates or times occurring on or before one you or equal to $10,000.
specify.

> Use the GREATER THAN operator to search for quantities Searching >10000 on an order unit price
greater than one you specify, to search for dates column finds all orders with a value greater
occurring after one you specify, or to search for times than $10,000.
without specifying the time up to the second. Searching >14:35 on a time column finds all
times later than 2:35:00 PM.

>= Use the GREATER THAN OR EQUAL TO operator to search Searching >=08-01-05 on an order shipment
for quantities greater than or equal to one you specify, or date column finds all orders with a shipment
to search for dates or times occurring on or after one you date on or after August 1, 2005.
specify.

LIKE Use the LIKE operator to search text strings in a column Searching Like AC-1? on a part number column
against a pattern of characters and wildcards. finds all part numbers that begin with AC-1 and
If you do not specify an operator when searching text, the end with any single character (for example, AC-
LIKE operator is automatically applied. 13, AC-1B, and so on).
Searching Like AC-11 on a part number column
finds only the part number AC-11.

! Use the NOT operator to find text or patterns of text that Searching !Rochester on a part site column
do not match that which you enter. finds records for all sites other than Rochester.

.. Use the RANGE operator to search for quantities on or Searching 1000..15000 on an order amount
between two values that you specify, or you can search column finds only those orders with a value of
for date values on or between two values that you at least $1,000 but no more than $15,000.
specify.

, Use the OR operator to search for multiple conditions in a Searching Rochester, Buffalo, Albany on a part
column. site column finds all records pertaining to either
When using the OR operator, the search will find records the Rochester, Buffalo, or Albany sites.
that match any of the conditions you specify. Searching !Rochester, Buffalo on a part site
column finds all records other than those
pertaining to the Rochester or Buffalo sites.
Searching 01-01-04..03-31-04, 01-01-05-..03-
31-05 on an order received date column finds
all orders received in either the first quarter of
2004 or the first quarter of 2005.

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 Wildcard Description Examples
? Use the ? wildcard to represent any Searching AC-1? on a part number column finds all part numbers
single character when searching for a that begin with AC-1 and end with any single character (for example,
text string pattern. AC-1E).
Searching ??-yy on a part number column finds all part numbers
that begin with any two characters and end with -yy (for example,
A1-yy).

* Use the * wildcard to represent any Searching wheel* on a part name column finds records pertaining
number of characters, including to parts whose names begin with the word wheel and end with any
none, when searching for a text number of characters (for example, wheel, wheels, wheel cover).
pattern. Searching *wheel* on a part name column finds records pertaining
to parts whose name contains the word wheel (for example, steering
wheel, wheel, wheel cover).

Non-standard data types

The following table describes how to search non-standard data types that might display in some
worksheet columns.

Column Description
contains
Checkbox Boolean columns can be formatted as checkboxes and might have a checkbox in the column header to select
or clear all of the Boolean values. For information about searching in these columns, see "Search for specific
data" on page 230.
If you have access to legacy workbooks created by Kinaxis, Integer columns might be formatted as
checkboxes. If you have access to these workbooks, you can search columns containing checkboxes to find
either those records which are selected or those records which are cleared. To search a checkbox column,
enter one of the following:
0: finds all records that are cleared.
1 : finds all records that are selected.

Urgency You can search Urgency columns to find either those records which are marked as urgent(!) or those records
marker(!) which are not marked as urgent (blank). To search an urgency column, enter one of the following:
=!: finds all records that are marked as urgent.
!!: finds all records that are not marked as urgent.

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Non-standard data types
 Examples of search syntax
The following table provides examples of search syntax to use when searching for specific conditions in
a given column. Also note that if you apply search conditions to more than one column, your search
only returns records that meet the conditions specified in all columns.

To find Type
The part name wheel wheel

Part names that begin with the word wheel wheel*

Part names that contain the word wheel *wheel*

Part numbers that begin with AC- and end with any single character AC-?

Part numbers that begin with any two characters and end with -A ??-A

All part sites other than the Chicago site !Chicago

Any of the sites Chicago, Taipei, or Melbourne Chicago, Taipei, Melbourne

All part sites other than Buffalo or Rochester !Rochester, Buffalo

Orders received on April 2, 2018 04-02-18

Supply orders confirmed on April 2, 2018 at 3:30 PM 04-02-18 15:30

Supply orders confirmed on April 2, 2018 between 3:35 and 4:35 PM. 04-02-18 15:35..04-02-18 16:35

Orders due between July 1, 2018 and July 31, 2018 07-01-18..07-31-18

Orders due between July 1, 2018 and July 31, 2018 or between Sept 1, 2018 07-01-18..07-31-18,09-01-
and Sept 30, 2018 18..09-30-18

Orders with a due date of today or later >= today

Orders due within 5 calendar days of the today or earlier <= today + 5

Orders due within 5 working days of today or earlier <= today + 5 Workday

Orders for more than 15000 units >15000

Orders with a dollar value between $10,000 and $50,000 10000..50000

Orders with a dollar value between $10,000 and $50,000 or between 10000..50000, 100000..200000
$100,000 and $200,000

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CHAPTER 16: Viewing data in charts
Types of charts 242
Viewing charts in dashboards 249
Viewing charts in workbooks 250
Viewing details in a chart 251
Drill from a chart 252
Copy, print, and save a chart 255
Change what data displays in a chart 257
Change how a chart displays data 261
Change the colors in a chart 263
Visualizing the bill of material 264
Using network visualizations 272
Visualizing data on a timeline 295
Viewing data in single value charts 302
Viewing data in sparkline charts 306
Save and print a visualization 310

RapidResponse can display data in a variety of charts in dashboards, workbooks, and scorecards. Charts
provide you with a quick and compact view of data to help you identify trends, patterns, and exceptions
in data.
Information about what specific data displays in the chart can be found in chart titles, legends, axes, or
in worksheet or widget help. For more information, see "Help in resources" on page 101.

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 l Dashboards: For information, see "Viewing charts in dashboards" on page 249.

l Workbooks: For more information, see "Viewing charts in workbooks" on page 250.

l Scorecards: Scorecards summarize data in a special type of chart called a speedometer.

Speedometer charts are not discussed in this section. For more information, see "Viewing

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 scorecard data " on page 364.

Depending on how a chart has been authored, you might be able to change some of its appearance. For
example, you might have control over what data series display in the chart or what colors represent
each data series. For more information, see" Change what data displays in a chart" on page 257 and
"Change the colors in a chart" on page 263.
To learn more about the types of charts you might see in RapidResponse, see Types of charts.

Types of charts
You might see any of the following types of charts in a dashboard or workbook:
l "Bar, line, and area charts" on page 242
l "Pie charts" on page 248
l "Gauge charts" on page 247
l "Scatter charts" on page 249
l "Gantt charts" on page 246
l "Bullet charts" on page 244
l "Calendar charts" on page 245
l Network visualizations (see "Using network visualizations" on page 272 )
l BOM visualizations (see "Visualizing the bill of material" on page 264)

Bar, line, and area charts

Bar, line, and area charts provide a visual representation of data changes, typically over time. Bar, line,
and area charts can include any combination of bars, lines, and areas.

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Types of charts
 In the following example of a combination chart, the changes in Total Demand, Total Supply, and
Balance for one part and site are shown across a range of due dates. The bucketed due dates make up
the chart's horizontal axis.

You can summarize bar, line, or area charts and then display them as grouped data columns or points.
For bar and area charts, you can display summarized data as stacked data series.

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Bullet charts
Bullet charts are linear data displays that compare measures against a featured measure on a
background of target ranges. For example, a bullet graph can display actual revenue (featured
indicator) against forecast revenue and target revenue (comparative indicators) along a scale of
performance: poor, fair, and good (qualitative ranges).

You might see bullet charts displayed horizontally or vertically in a workbook or on a dashboard. The
following images show bullet charts that display ending inventory comparisons.

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Types of charts
 Calendar charts
Calendar charts present information in a calendar view, in a monthly, weekly, or daily format. They are
particularly useful for process orchestration, allowing process participants to see the activities within a
process that they are responsible for. They can also be used to display other information, such as
constraints on the date that they become overloaded, as shown in the following image.

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Gantt charts
Gantt charts show date ranges. For example, they can be used to track the progress of a project and its
associated tasks over time. In RapidResponse, Gantt charts can display up to two scenarios for a
project, allowing you to compare the impact of each scenario on tasks, resources, and timelines. The
resource author determines if the corresponding worksheet is displayed with the Gantt chart, the
scenarios, and whether dependency relationships are displayed. The following example shows a multi-
scenario Gantt chart with the worksheet it is based on.

If you can edit data in the worksheet, you might be able to change a date range by dragging the ends of
the corresponding bar in the Gantt chart. If you have this option, the mouse cursor changes to when
placed near the end of a bar.

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Types of charts
 Gauge charts
Gauge charts display the performance of selected data series measured against a specific target. Gauge
charts are most often included in dashboards, but can also be included in workbooks. Displayed as a
circle, semi-circle, or arch, a gauge chart includes the following elements:
l Needles: Each needle on a gauge chart represents one data series or a unique scenario of a data
series. A gauge chart can include one or more needles.
l Target color ranges: The target color ranges, displayed as color blocks surrounding the gauge
chart, typically represent acceptable, warning, and critical ranges for the specific target.
l Scale values: The actual data or percentage of the target is displayed as a numerical value in a
scale around the chart.

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Pie charts
Pie charts provide a visual comparison of data. Data values might be displayed as percentages or total
quantities. The resource author determines how many pie segments are displayed, and whether data
value labels are displayed on the chart, as shown in the example below, or as tooltips when you hover
the pointer over a pie segment. For more information about tooltips on charts, see "Change how a
chart displays data " on page 261.

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Types of charts
 Scatter charts
Scatter charts plot data as dots on a grid whose concentration provides a quick view of data trends that
can be used for planning and forecasting. Quadrant lines might be included to further segment data for
easier chart reading. The resource author determines whether tooltips are used in the chart, and
whether quadrant lines are included. Scatter charts can be located in workbooks and in dashboards.

Viewing charts in dashboards

Charts in dashboards display in components called widgets. Typically, multiple widgets display on each
dashboard tab and most widgets display data as a chart.

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You can view more details in a chart widget by zooming in to widget, hovering over chart elements, or
clicking a data series to see more detailed data. For more information, see "Magnify a widget" on page
337, "Viewing details in a chart" on page 251, and "Drill from a chart" on page 252.
For more information about dashboards and widgets, see "Viewing data in dashboards" on page 330
and "About widgets" on page 332.

Viewing charts in workbooks

In workbooks, charts display in worksheet tabs either on the same tab with a related worksheet or on
its own worksheet tab.

When you view data in a worksheet, you can see more details by hovering over chart elements or click
a data series to see more detailed data. For more information, see "Viewing details in a chart" on page
251 and "Drill from a chart" on page 252.
Depending on how the chart was designed, you might be able to change what data you see in the chart
and how it displays. For more information, see " Change what data displays in a chart" on page 257,
"Change the colors in a chart" on page 263, and "Change how a chart displays data " on page 261

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Viewing charts in workbooks
 Viewing details in a chart
To see details for specific data points in a chart, hover over the data point or an item in the chart
legend. A tooltip displays information specific to that data point. When data series overlap in a chart,
the tooltip displays multiple values.

View the exact value of a bar, data point, area, gauge needle, or pie segment
l Hover the pointer over the bar, line marker, area, gauge needle, or pie segment, or over an item
in the chart legend.

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Drill from a chart
Some charts are linked to more detailed resources. In those charts, clicking a data series in the chart
drills you to one of the following:
l A worksheet that displays detailed information specific to the data you drilled from. The details
worksheet might open in the same worksheet tab as the chart, a new worksheet tab, or in a
separate workbook.

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Drill from a chart
 l A form with controls populated with values from the data you drilled from.

If you can drill from a data series on a chart, the pointer changes to a hand (link select mode) when you
hover over that data series. For example, you can drill from the following types of data series
representations:
l Bar, line marker, or area (in a bar, line, or area chart)
l Gauge needle (in a gauge chart)
l Pie segment (in a pie chart)
l Bar, line, or triangle indicator (in a bullet chart).

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A data series might have multiple drill links defined. When you click the data series, a list of linked
resources displays for you to select from.

When you click overlapping data points that both drill to linked resources, you can select with data
point you want to drill from.

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Drill from a chart
 Drill to a linked resource from a chart
l When the pointer displays in link select mode, click a bar, line data point, area, gauge needle, pie
segment, or indicator.
l If you are drilling from a chart in a workbook, a details worksheet opens in separate
worksheet tab or workbook or a form opens as an overlay on the workbook.
l If you are drilling from a chart on a dashboard, a workbook opens displaying the details
worksheet, or a form opens as an overlay on the dashboard.

Drill to a linked resource when data points overlap

1. When the pointer displays in link select mode, click the data marker.
2. In the list, click the data series you want to view details for.

Note: Data points in scatter charts cannot display drill links.

Note: Network charts drill only to worksheets. See "Drill from a network visualization" on page
294.

Copy, print, and save a chart

You can copy, print, or save charts in workbooks or dashboards.

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You can also export visualizations as images. For more information, see "Save and print a visualization"
on page 310.

Copy a chart
When you copy a chart it is copied to your computer clipboard. From there you can paste the chart into
documents, presentations, or web pages outside of RapidResponse.

1. Select the chart.

2. On the Edit menu, click Copy.

Tip: You can also copy a chart by right-clicking the chart, and then clicking Copy Chart.

Print a workbook chart

1. Select the workbook tab that includes the chart.
2. On the File menu, click Print.
3. In the Print dialog box, select Chart.
4. Click OK.

Notes:
l The chart will print as it is currently displayed on the screen, including zoom levels and
scrolled areas.
l If you want to customize the printed output, in the Print dialog box, click Properties. By
default, charts print in landscape orientation.
l You cannot directly print a Gantt chart but you can copy your current view of the chart (see
Copy a chart).

Tip: You can also print a workbook chart by right-clicking the chart, and then clicking Print
Chart.

Print a dashboard chart

1. Select the chart widget title bar.
2. On the File menu, click Print.

Notes:
l The chart will print as it is currently displayed on the screen, including zoom levels and
scrolled areas.
l If you want to customize the printed output, in the Print dialog box, click Properties. By
default, charts print in landscape orientation.

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Copy, print, and save a chart
 Tip: You can also print a dashboard chart by right-clicking the chart and then clicking Print
Chart.

Save a chart as an image

You can save a chart as PNG or JPEG image file.

1. Do one of the following:

l For workbook charts, select the worksheet tab that includes the chart.
l For dashboard charts, select the widget title bar.
2. On the File menu, click Save Chart.
3. In the Save As dialog box, navigate to the location where you want to save the chart.
4. In the File name box, type a name for the file.
5. In the Files of type list, click the image type you want to save the chart as.
You can save charts as PNG or JPEG formats.
6. Click Save.
After saving the file, you can open the file or the folder where the file is saved. If you do not
want to do open the file, click Close.

Note: Charts will save with their current view settings intact. This includes zoom levels and
scrolled areas.

Tip: You can also save a chart by right-clicking the chart, and then clicking Save Chart.

Change what data displays in a chart

There are two ways you can change what data is displayed in a chart:
l Depending on how the chart was authored, you might have the option of including or excluding
data series or selecting from multiple data series options.
l If the chart includes a multi-scenario column, you can add data for multiple scenarios to the chart.
For more information, see "View data from multiple scenarios" on page 197.
l Changing data settings in the dashboard or workbook will change what data displays in the chart.
For more information, see "Data settings in dashboards" on page 346 and "Display data in a
worksheet" on page 183.
l For charts in workbooks, if the chart displays on the same tab as the worksheet that provides its
data, you can change the data in the chart by selecting a different record in the worksheet.

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Changing which data series display in a chart
Some types of charts can be defined to allow you to include and exclude data series. When this is
enabled, only data series that have been selected by the resource author can be added. Data series are
included or excluded using the Chart Settings dialog box, which displays an icon beside each available
data series to indicate whether it is charted as a bar, line or area:

Note: Some charts might have hidden data columns specified for a data series. If the chart does
not display data, you will be prompted to select a data series that is not based on a hidden data
column.

Change the record displayed in a chart

l Click a record in a worksheet column to view information for that record in a chart.

Exclude or include a data series in a chart

1. Do one of the following:
l For workbook charts, on the workbook toolbar, click Chart , and then click Chart Settings.
l For dashboard widget charts, on the widget title bar, click Actions , and then click Chart
Settings.
2. In the Chart Settings dialog box, clear the checkbox for the data series you do not want to
appear on the chart, or select the checkbox for the data series you want to appear on the chart.

Select from multiple data series options

This setting only applies summarized bar, line, or area charts.

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Change what data displays in a chart
 1. Do one of the following:
l For workbook charts, on the workbook toolbar, click Chart , and then click Chart Settings.
l For dashboard widget charts, on the widget title bar, click Actions , and then click Chart
Settings.
2. In the Chart Settings dialog box, select the data column you want to display in the summary
chart from the Values list.

Changing the data in a chart by selecting a different record

When you click a new record in the worksheet that provides the data for a chart, the chart instantly
updates to display data for that record. Chart data can only be changed for bar, line, and area charts,
gauge charts, and bullet charts, displayed on the same tab as their related worksheets.
For example, the following illustration shows bar, line, and area charts created by clicking different part
sites in the same worksheet.

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 Change how a chart displays data
You can change how a chart displays in a worksheet by resizing the chart, zooming in and scrolling
through the data, and for charts that display next to a worksheet grid you can hide the chart from view
to focus on data in the grid.

Resize a chart
A chart located on the same tab as its related worksheet might initially display larger or smaller than
you want. In this case, you can resize the chart as needed by clicking and dragging a border. When you
hover the cursor over a chart border that can be moved, the cursor changes to a pair of lines with
arrows pointing in either direction.

Resize a workbook chart

1. Move the pointer over the border between the worksheet and chart.
The cursor changes to or .
2. Click and drag the border until the chart is the desired size.

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Zoom into a chart
You can change the zoom level of bar, line, and area charts, and scatter charts. You can zoom in for
focus on specific data points, or zoom out to see more data. When a bar, line, and area chart is zoomed
in and extends beyond the viewing area, gray arrows appear on the left and right of the chart:

When a scatter chart is zoomed in and extends beyond the viewing area, gray arrows appear on the
left, right, top, and bottom of the chart:

When a chart is zoomed in and gray arrows appear, you can click on the arrows or pan back and forth in
the chart to view data that is outside of the viewing area.

Change the chart zoom level

l Click in the chart area, and then scroll the mouse wheel up to zoom in, or scroll the mouse wheel
down to zoom out.

Note: If your mouse does not have a scroll wheel, right-click the chart and then click Zoom In or
Zoom Out.

Pan back and forth in a chart

l Click and then drag the mouse left or right.

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 Note: In a scatter chart, you can also drag the mouse up or down.

Show or hide a workbook chart

If a worksheet includes a chart, the Chart button is present on the workbook toolbar. Use the chart
button as a toggle to show or hide the chart in that worksheet.
To show or to hide a chart in a worksheet:

l On the workbook toolbar, click Chart , and then click Show Chart.

Change the colors in a chart

In some charts you can control which colors are used in the chart. All of your changes are saved and
display the next time you view the chart. At any time, you can reset chart settings to their original state.
The table below outlines the changes you can make to different types of charts:

Chart Changes Allowed

Bar, line, and area l Color of bars, lines, and areas

l Include or exclude data series
l Change the date buckets for the data series

Pie l Color of pie segments

Gauge l Color of gauge needles

Scatter l Color of markers

l Include or exclude data series

Gantt l Color of percentage complete indicator

l Color of bars
l Show or hide bar text and dependency
relationships
l Highlight today's date
l Change color of highlight line

Bullet l Color of indicators

l Include or exclude indicator measures

For more information, see "Viewing data in charts" on page 240.

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 Change the colors used in the chart
1. Do one of the following:
l For workbook charts, on the workbook toolbar, click Chart , then click Chart Settings. In
some cases you might need to only click Chart .
l For dashboard widget charts, on the widget title bar, click Actions , and then click Chart
Settings.
2. In the Chart Settings dialog box, click the color you want to change, and then click the drop-
down arrow that appears beside the color.
3. Select a color from the color palette.

Tips:
l Click More Colors at the bottom of the color palette to select swatches, HSB, or RGB colors.
l You can also access the Chart Settings dialog box from the View menu.

Reset the original chart settings

At any time, you can return to the original chart settings set by the resource author.
l For workbook charts, on the View menu, click Reset Workbook.
l For dashboard charts, on the View menu, click Reset Dashboard.

Caution: Reset Dashboard resets the data settings for all widgets on the dashboard.

Visualizing the bill of material

Some workbooks can include a chart that shows the bill of material (BOM). A BOM chart provides you
with an up-to-date view of the product structure, and you can filter the chart to focus only on the
components or sites (or other criteria) that are relevant to you.
For example, the BOM Visualization worksheet in the BOM Analysis workbook includes a BOM chart.

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 The nodes that you see in the chart depend on the filter settings that you have applied. For best results,
use this type of chart to view the bill of material relationships for one part or one site at a time. For
more information about nodes, see "Understanding nodes in a BOM chart" on page 266.
Additionally, in a BOM chart you can:
l Control your view by moving the whole chart, moving individual nodes, or zooming in and out of
the chart (see "Controlling your view in a BOM chart" on page 268).
l Focus on a single component and its relationships (see "Focusing on a component in a BOM chart"
on page 269).
l View substitutes, co-products, and by-products for all components or a specific component (see
"Viewing part substitutes, co-products, and by-products in a BOM chart" on page 270).
l Reset the chart to return to its default view (see "Resetting a BOM chart" on page 272).

If you want to use a BOM visualization outside of RapidResponse, you can export it as an image (see
"Save and print a visualization" on page 310 for more details).

Note: BOM charts can depict a maximum of 2000 records. If the workbook data settings select
between 2000 and 10,000 records, you are warned and the chart displays a subset of those
records. If the workbook data settings select more than 10,000 records, the chart doesn't
display data.

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Understanding nodes in a BOM chart
Each component in the chart is represented by a node. Typically, each node lists the component's
name, site, and the first three characters of its product group (this displayed information might change
depending on how the chart was authored). Lines connect the nodes, with arrows pointing from a child
node to its parent.
The nodes that you see in the chart depend on the filter settings that you have applied. For more
information about changing your workbook settings, see "Viewing data in workbooks" on page 174.
Your selected settings represent the highest level of the structure that will appear in the chart. In other
words, when you select a part from the filter settings, only nodes representing this part and its children
will appear in the chart (not the part's parent).
For example, the following image shows a chart that is filtered to show information about part Cell-
Phones at site DC-Europe.

Nodes that represent phantom assemblies have a different color and shape.

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 If a component is not a child or parent of any other component in the chart but matches the filter
settings of the worksheet, it appears in the chart as a gray circle. Clicking on a gray circle selects it,
allowing you to see the full node. Because you selected it, the focus is on this node, so you must click
outside of this node to deselect it and to return the focus to main chart structure.

If a component in the product structure includes a substitution, co-product, or by-product, this is

indicated by one or more small circles along the edge of the node. You can click the node to view the
links between the component and its substitutions, co-products, or by-products. When the links are
hidden, the substitutions, co-products, or by-products appear as gray circles. For more information, see
"Viewing part substitutes, co-products, and by-products in a BOM chart" on page 270.

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You can focus on any node in the chart to more clearly see its relationships. For more information, see
"Focusing on a component in a BOM chart" on page 269.

Controlling your view in a BOM chart

You can control your view of a BOM chart by moving the whole chart structure, moving individual
nodes, or zooming in and out of the chart.
To return to the default view of the chart, you can reset it. For more information, see "Resetting a BOM
chart" on page 272.

Move the chart

l Click on the chart outside of a node and drag the chart to a new position.

Move a node
You can move any node in the chart. Lines connecting nodes automatically move with them.
l Click on the node you want to move and drag it to a new position.

Zoom in and out of the chart

When the chart loads, it might display a large BOM structure made up of many nodes. It can be useful
to zoom in to specific areas of the chart to view details.
l With your cursor on the chart, use your mouse wheel to scroll up and down.

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 Tip: If you have zoomed in and want zoom out to view the full chart, it might be easier to click
Reset instead of scrolling. Note, however, that this will reset all other changes that you have
made.

Focusing on a component in a BOM chart

You can click on any node in a BOM chart to bring focus to this node and its relationships. Child and
parent relationships are shown, as well as grandchild and grandparent relationships (and so on)
through the entire structure.
The selected node is highlighted, and any other nodes in the chart that are not related to the selected
part are hidden. This can be useful when you are looking at a BOM chart that includes a large number
of nodes.

Focusing on a node also displays all links to the part's substitutes, co-products, and by-products. For
more information, see "Viewing part substitutes, co-products, and by-products in a BOM chart" on
page 270.

Deselecting a node
To deselect a node, click somewhere in the chart, outside of the node. Or, you can click on a different
node to change the focus.
You can also deselect a node by resetting the entire chart (but this will also reset any other changes you
have made). For more information, see "Resetting a BOM chart" on page 272.

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Viewing part substitutes, co-products, and by-
products in a BOM chart
In a BOM chart, if a component in the product structure includes a BOM level part substitution, global
substitution, co-product, or by-product, this is indicated by one or more small circles along the edge of
the node. You can click the node to view links between the component and its substitutions, co-
products, or by-products.
You can also toggle between showing and hiding these links by clicking the buttons at the bottom of the
chart. You can view all link types at once or just one at time.

When the links are hidden, the substitutions, co-products, or by-products appear as gray circles.

View part substitutes, co-products, and by-products for a specific node

l Click a node to view links to this component's substitutes, co-products, or by-products.
To hide these links, deselect the node by clicking somewhere in the chart, outside of the node.

For more information about viewing links to part substitutes, co-products, and by-products, see:
l "View BOM level part substitutions" on page 271
l "View co-products and by-products" on page 271
l "View global part substitutions" on page 271

For more information about part substitutions, co-products, or by-products and how to configure them
in RapidResponse, see the RapidResponse Data Model and Algorithm Guide (Java client).

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Visualizing the bill of material
 View BOM level part substitutions
A component used in the production of an assembly might not always have sufficient supply available
to satisfy dependent demand exploded down from the assembly. However, there could be available
supply on other similar components which could be used instead. In RapidResponse, an assembly can
be configured to have substitutable component parts that can be used in place of one another.

View or hide all BOM level part substitutions in a BOM chart

l At the bottom of the chart, click Has BOM Substitutions.

View co-products and by-products

RapidResponse can be configured to support generating co-products and by-products. These are
products that are generated during, and because of, the production of another part.
Co-products are parts manufactured alongside the supply of a primary product to which they are
functionally similar and with which they might typically share common components or manufacturing
processes. For example, a co-product might be a lower quality grade version of a primary product.
By-products are parts generated from and considered residual to the production of a primary product.
For example, a by-product might be a chemical generated during the production of one or more
assemblies (primary products) in a given product structure. In other cases, a by-product might be scrap
material with value that is salvaged or recovered during the production process of the primary product.

View all co-products and by-products in a BOM chart

l At the bottom of the chart, click Has Co/By-Products.

View global part substitutions

In some cases, when there is not enough supply of a part to satisfy its demand(s), there might be other
similar parts whose supply could be used to satisfy demand for the original part. RapidResponse allows
for parts to be configured as substitutes for one another on a global basis (that is, outside of a bill of
material context).

View all global substitutions in a BOM chart

l At the bottom of the chart, click Has Global Substitutions.

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Resetting a BOM chart
BOM charts include a Reset button. After making changes in the chart, you can click this button to reset
the chart to its default view.

Resetting the chart will hide any substitution, co-product, or by-product links. If you have clicked on a
node, it will also remove the focus from the selected node.
Clicking the Reset button does not change worksheet settings.

Reset a BOM chart

l In the top-right corner of the chart, click Reset.

Using network visualizations

A network visualization displays hierarchical data by showing connections between entities (using
nodes and links).
With a network visualization, you can discover relationships between elements that would otherwise
be difficult to see, and more easily find the cause of issues in your network.

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 The basic structure of a network visualization is determined by the parent-child relationships between
the entities (or nodes) in the visualization. For more information about the visualization structure, see
"Understand the network visualization structure" on page 274.
The author can additional details to the visualization, which are represented in the visualization as
tooltips, labels, or various other style options (like node or link color). For more information about
these options, see "Understand network visualization styles" on page 276.
Legends are included to help you interpret the visualization styling (see "Use the network visualization
legend" on page 291).
In a network visualization, you can:
l View details about the nodes and links in the visualization structure (see "View more details about
nodes and links " on page 284).
l Focus on specific nodes or links within the structure (see "Focus on specific nodes and links" on
page 286).
l Customize your view of the visualization by zooming or moving items (see "Control your view in a
network visualization" on page 289).
l Search the visualization to find specific information (see "Search a network visualization" on page
292).
l Drill from the visualization to another worksheet or a form (see "Drill from a network
visualization" on page 294).

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 l Reset the visualization to return it to its default appearance (see "Reset a network visualization"
on page 295).

If you want to use a network visualization outside of RapidResponse, you can export it as an image (see
"Save and print a visualization" on page 310 for more details).

Notes:
l Network visualizations can display up to 2000 rows of worksheet data. If the worksheet
exceeds this limit, you'll have to filter your worksheet using data settings to view the
visualization.

Understand the network visualization structure

The structure of a network visualization is determined by the hierarchical relationships between the
entities (or nodes) in the visualization. Links between nodes identify these relationships.
A network visualization structure typically displays many parent-child relationships. The network
visualization author specifies the data that's used to create both the parent and child nodes.

Typically, the relationships in the visualization span multiple levels. However, nodes can also have
relationships with other nodes within the same level. When the target node and the source node are on
the same level, these nodes are considered siblings. Their connecting link appears as a dotted line.
A link can also have one node act as both source and target (a self-loop). These relationships appear as
dotted loops on the right side of the node.

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 A simple example
Consider a simple example: let's say that the visualization author wants the network visualization to
display information about a bill of materials (BOM). The author specifies that parent nodes should
represent assembly data, and that child nodes should represent components.
The worksheet data looks like this:

Assembly Component

Bike Wheel

Bike Frame

Wheel Spoke

Wheel Hub

The resulting visualization would look like:

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Other data and styling options that you see depend on how the visualization author has configured the
visualization. For information about the styling options you might see in the chart, see"Understand
network visualization styles" on page 276.

Understand network visualization styles

When a visualization author is creating a network visualization, the author must specify the data that
will represent the parent nodes and child nodes. This allows the visualization structure to be built
(through the parent-child relationships).
The visualization author can add additional details to the visualization, and the author chooses how
these details should be displayed.
For example, the visualization author might decide that each node in the visualization should display a
supply-on-time score, and that this score should be represented by node color. Red nodes would
therefore represent a lower score, and green nodes would represent a higher score.
The visualization author can add:
l "Node styles" on page 277
l "Link styles" on page 279
l "Layout styles" on page 282

The visualization author can also add details to tooltips. See "View more details about nodes and links "
on page 284.

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 Visualization legends can help you interpret the styles used in the visualization. For more information,
see "Use the network visualization legend" on page 291.

Node styles
Nodes might use the following style options to display information.

Node color
Node color can represent categorical or numeric data.
For example, one node color could represent "Manufacturing", while another node color could
represent "Distribution". Or, as shown in the image below, the node color could indicate whether
supply is on-time for the item.

Node shape
An icon appears in each node. Each icon represents a category of data.
In the following image, the node shape represents the source type.

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The visualization author can choose to display the first five letters of the data value instead of an icon.

Node indicators
Indicators are small colored circles added to a node (if the node meets certain criteria). They allow you
to quickly determine a characteristic about the nodes where they appear.

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 Link styles
Links might use the following style options to display information.

Link color
Similar to nodes, link color can represent categorical or numeric data.

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Link width
The width of a link can indicate a numeric value.
In the following example, a wider link indicates a higher allocated quantity value for the site.

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 Link label
Links can display numerical data or text in a label.

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Link arrows
The visualization author can add arrows to the links in the visualization. These arrows can point towards
the parent node or the child node.

Layout styles
The visualization author can add swim lanes to the visualization or change the direction of the layout.

Note: The visualization author can also modify the space between levels, the space between
nodes (within a level), and the width of the nodes.

Swim lanes
Swim lanes distinctly label or distinguish each level in the visualization. The levels and their associated
labels are specified by the visualization author.
When swim lanes appear in a network visualization, nodes can't be moved (to make sure that they stay
in their correct lanes). You're still able to move the entire visualization structure and zoom in and out.

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 Layout direction
Typically, network visualizations use a top-to-bottom layout (root nodes start from the top of the
visualization structure and leaf nodes appear at the bottom). However, the visualization author can
specify the direction of the visualization layout as any of the following:
l Top to bottom: Root nodes start from the top of the structure, and leaf nodes appear at the
bottom (the default).
l Bottom to top: Root nodes start from the bottom of the structure, and leaf nodes appear at the
top.
l Left to right: Root nodes start from the left side of the structure, and leaf nodes appear on the
right.
l Right to left: Root nodes start from the right side of the structure, and leaf nodes appear on the
left.

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View more details about nodes and links
Each node displays at least one identifier label. For example, this could be the name of the part or site
that the node represents. However, the author can choose to add more labels to nodes (as well as
special formatting). The author can also add more items to node and link tooltips.

Expanding and collapsing nodes

The visualization author can add multiple labels to each node. When nodes are expanded, you can see
all node labels.
The author can also apply worksheet column formatting to the labels in the visualization, which can
help you identify key exceptions or trends. The following elements can be applied to node text using
formatting rules and appear when nodes are expanded. If nodes are collapsed, these elements are not
shown.
l Text color
l Text background color
l Font weight
l Font style (bold or italic)

Collapse nodes to stop showing additional labels and formatting.

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 Viewing tooltips
You can hover over a node to see its identifying details. You can also hover over a link to view details
about the relationship that the link represents.
Depending on how the visualization was authored, additional details might appear in node and link
tooltips.

Note: A node in a network visualization can be both a child and a parent to other nodes. If a
given node is a parent, the labels that appear on the node are determined by the parent
information. For example, if a node is both an assembly (parent) and a component (child), the
node's label would display its assembly information. If a node is a not a parent (a "leaf" node),
the node's label would display component information.

In the following example, the network visualization uses this setup configuration:
l Parent nodes: Item data
l Secondary ID for parent nodes: Order data
l Child nodes: Supply data
l Secondary ID for child nodes: Supplies data

When you hover over a node, the tooltip displays the node's data (item and order data because it's a
parent node). The author has also added date and quantity details to each node tooltip.

When you hover over a link, the tooltip displays the parent data and child data (item and supply). The
author has also added lead time information to link tooltips.

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Focus on specific nodes and links
When you click on a node, it becomes selected (and selected nodes are highlighted in blue). The
ancestors and descendants of a selected node remain visible, while all other nodes in the visualization
become faded.
Similarly, you can click on a link to select it. All nodes and links that are not related are faded.
Deselect nodes and links by clicking on the visualization background.

Selecting multiple nodes and links

You can select multiple nodes and links at one time by holding the CTRL or SHIFT key while you make
your selections.
Select each node or link by clicking them individually, or select a group at one time by dragging a
rectangle over the nodes that you want to select.

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 When you have multiple nodes selected, you can click on one of the selected nodes and drag them all
to a different position.

Note: Another way to select multiple nodes is by performing a search. All of the nodes that
match your search criteria are highlighted. For more information, see "Search a network
visualization" on page 292.

Focusing on your selection

If you want to hide the parts of the visualization that are unrelated to your selection (instead of leaving
them faded), you can right-click on the node or link that you want to focus on and select Hide Faded
Nodes.

Tips:
l Press Ctrl+H to hide faded nodes.
l Press Esc to deselect nodes.
l Press Ctrl+1 to zoom in on your selected nodes.

You might want to focus on specific nodes and links before you save the visualization as an image. See
"Save and print a visualization" on page 310 for more details on saving a visualization.
This action is also available when you right-click the visualization background while you have nodes
selected.

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To show any hidden nodes again, right click somewhere in the visualization and select Show Hidden
Nodes.

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 Control your view in a network visualization
There are several ways that you can control your view of a network visualization. You can:
l Move the entire visualization or certain nodes (see "Moving visualization items" on page 289)
l Zoom in and out of the visualization (see "Zooming in and out of a network visualization" on page
289)

To return to the default view of the visualization, you can reset it. See "Reset a network visualization"
on page 295.

Moving visualization items

To move the entire visualization, you can click on a link or on the visualization background (not on a
node) and drag the structure to a new position.
You can move any node in the visualization by clicking on it and dragging it to a different position (the
link connecting the node automatically moves with it). If the visualization uses swim lanes, you can
move the entire visualization structure but the nodes are locked in place.
When you have multiple nodes selected, you can move all of your selected nodes together. For more
information see "Selecting multiple nodes and links" on page 286.

Zooming in and out of a network visualization

When the visualization loads, it might display a large structure made up of many nodes. It can be useful
to zoom in to specific areas of the visualization to view details.
To zoom in or out of the visualization, keep your cursor on the visualization and use your mouse wheel
to scroll up and down.

Zooming in to your selection

If you have selected nodes, you can quickly zoom in on your selection by right-clicking somewhere in
the visualization and selecting Zoom to Selection.

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 Notes:
l You can also zoom in to your selection by pressing Ctrl+1.
l Click Zoom to Fit on the action bar (or after right-clicking the visualization background) to
make the visualization zoom in or out to fit your current window size. This won't remove any
changes that you have made, such as selecting certain nodes (leaving them highlighted) or
moving nodes to different positions. Clicking Reset Chart will also fit the visualization to the
current window, but this resets any changes that you have made.

Using the navigator

When part of the visualization structure appears outside of the window, a navigator appears in the
bottom-right corner of the visualization. The navigator displays a rectangle or viewport that represents
your window (and current view), relative to the rest of the visualization.

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 You can interact with the navigator in the following ways:
l Left click: moves the viewport where you click
l Drag and drop: moves the viewport where you drag it
l Double click: centers the viewport
l Mouse wheel: zooms in or out.

Use the network visualization legend

Network visualizations include a legend to help you understand the information represented by the
nodes and links. The items that you see in the legend depend on the data and corresponding styles
used in the chart (determined by the author).
You can show or hide the legend as you work.

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 Notes:
l Hiding or showing nodes does not affect the items in the legend. The legend changes only
when you select different data settings.
l When node or link color is determined by a gradient, you might see actual values or
percentages along the gradient range. The format is determined by the visualization author.

Search a network visualization

In large network visualizations that contain many nodes and links, you can perform a search to more
easily find the information that you're looking for. Network visualizations include a search bar in the
top-left corner.
The text that you enter into the search bar is matched against the text that appears on visualization
nodes (and against any hidden labels, when nodes are collapsed).
When a node matches the search query, it becomes selected (or highlighted). Nodes that don't match
the search criteria are faded. For tips on how to quickly focus on the search results, see "Focusing on
your selection" on page 287.
You can search a network visualization similarly to how you search a worksheet column, including using
some special characters (to see the special characters that can be used, see "Using special characters in
a network visualization search" on page 293 below). When no special characters are used, only the
nodes that match your exact search are highlighted.

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 When you're done with your search, clear the search field or click the visualization background to
remove any highlighting. You can also press Esc to clear highlighting.

Note: Another way to control the amount of data displayed in the visualization is by changing
your data settings. For more information, see "Display data in a worksheet" on page 183.

Using special characters in a network visualization search

The following table lists the special characters that can be used to search a network visualization. For
more examples of using special characters in search expressions, see "Operators and wildcards" on
page 236 or "Examples of search syntax" on page 239.

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 Special Description Example
character

* Use the * wildcard to represent any number of characters, including *unit*

none.

? Use the ? wildcard to represent any single character. PDUnit?G

! Use the NOT operator to find text or patterns of text that don't !PDUnit4G
match your search (nodes that don't match are highlighted). !*4G*
!Case*,*4G

, Use the OR operator to search for multiple conditions. When using PDUnit4G,
the OR operator, the search will highlight nodes that match any of Case60*, Sub?G
the conditions you specify.

Drill from a network visualization

The visualization author can add drill links to the node and link labels in a network visualization.
Drill links allow you to navigate from a specific node to another worksheet where you can view more
detailed data or resolve a problem. For example, a "part" node might drill to a planning sheet where
you can view more detailed supply and demand data. A drill link can also launch a form.
The linked worksheet is filtered to display detailed information specific to the label that you drilled
from.
When nodes are configured to use drill links, you'll see drill options when you right-click a node. You
can also click directly on a node label to drill.

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 Similarly, if a drill link is active on a link label, you can click on the label or right-click on the link to drill
to details.

Reset a network visualization

You can reset a network visualization to its default appearance by clicking Reset Chart on the action
bar. This action is also available when you right-click on the visualization.

Note that resetting the visualization will deselect any highlighted nodes, move all nodes their original
positions, and show all hidden nodes.

Tip: If you want to fit the visualization to the current window without removing node
highlighting, changing the position of any nodes, or undoing hide actions, click Zoom to Fit on
the action bar instead of Reset Chart.

Visualizing data on a timeline

Timeline visualizations display the chronology of events and associated time-varying quantities. Use
them to identify patterns and outliers, analyze how metrics change over time, and investigate cause
and effect relationships.
Timelines display two kinds of data:
l Events: Data on a specific date (instant event) or over a period of time (interval event). For
example, the independent demand quantity on a due date or the expiry period of a supply.
l Time series: Data collected at different points in time. Typically time series are used to plot
metrics such as safety stock, planned demand, or available inventory.

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Time series summarize key metrics and events on the timeline identify the causes of variations in those
metrics. For example, the timeline below for part L3500-21 is displaying supply and demand data.
Shape is used to identify the supply demand type for the order where Transfer/PT parts display with a
star and non-Transfer/PT parts display with a triangle. The color of the event identifies the type of
action assigned to that order. For example, canceled orders display in red and expedited orders display
in yellow. Two metrics display as time series on the timeline: the Time Series balance and Planned
Demand.

Typically, timeline visualizations display with the source worksheet they are based on. Each row in the
worksheet represents a single event on the timeline.

Tip: Timeline visualizations can only show 10,000 or fewer records. Use the data settings to
filter to a data set that will display in the visualization. See"Viewing data in workbooks" on page
174

Note: The Kinaxis convention is to display demand events above the timeline axis and supply
events below the axis.

Understanding the data in a timeline visualization

The labeled timeline visualization below identifies all of the key elements you need to understand to
read the data in the visualization.

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 A. Timelines and timeline labels
Timeline visualizations can display multiple timelines, each with its own set of events. Each timeline is
identified by a timeline label that groups events and time series data using a specific dimension such as
part name, customer, or site. The visualization above displays a timeline for each Part.
You can drill from some timeline labels to view more detailed information. See "Drill to more
information from a timeline visualization" on page 301.

B. Shared time axis

The time axis is shared by all timelines in the visualization and enables you to compare data across the
different timelines.

C. Instant event
An instant event displays data for a single date. Use the legend to identify what the event shapes and
colors represent.
Hover over an event to see more information in a tooltip.

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You can drill from some event labels or shapes to view more information about that event or to open a
form and edit data for that event. See "Drill to more information from a timeline visualization" on page
301.

D. Interval event
An interval event displays data that spans a period of time. It has a defined start and end date and is
represented as a bar between those dates. Use the legend to identify what the event shapes and colors
represent.
Hover over an event to see more information in a tooltip.

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 You can drill from some event labels or shapes to view more information about that event or to open a
form and edit data for that event. See "Drill to more information from a timeline visualization" on page
301.

Note: By default, interval events display their event marker (shape) at the start of an interval. If
the timeline displays interval events that are not in chronological order, for example when
there is lateness or early expiry, the event marker displays at the end of the interval.

E. Overflow events
On a timeline, when multiple events display on or near the same dates, events are stacked on the axis
to prevent overlap. Additional events are aggregated into overflow events. Hover over the overflow bar
to see a list of the stacked events and the date range the events cover in the tooltip.

Depending on how the timeline visualization has been designed, overflow events might be labeled with
the number of events aggregated in the overflow or with the summed quantity of all the aggregated
events.

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 Note: The number of events that are stacked on the timeline are defined by the visualization
author. Events past this defined stack number display aggregated as overflow events.

F. Time series
Time series display as area or step area charts and track the variation of metrics over time.
Hover over a data point on a time series to see more information in a tooltip.

G. Time series Y-axis

The Y-axis in the timeline visualization tracks time series values over the time X-axis.

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 H. Legend
The legend explains what the symbols and colors represent for all timelines displayed in the timeline
visualization. The colors and shapes of events are identified along with the color assigned to time series
in the visualization.

Drill to more information from a timeline

visualization
Timeline visualizations can display drill links on timeline labels and on event labels and shapes. Drill
links provide you with the ability to view more information about a timeline or event or to open a form
and add or modify an event. Depending on how the visualization author has set up the drill links, you
can drill to different resources from different elements in the timeline or access different links on the
same label or shape based on different data conditions. If you can drill from a label or shape, the
pointer changes to a hand (link select mode) when you hover over that element in the visualization.

l When the pointer changes to a hand (link select mode, click the time series label, event label, or
event shape.

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Viewing data in single value charts
Single value charts display individual KPIs and optional comparative trend values that enable you to
track key metric performance.

Single value charts can track data in some of the following ways:
l Track a single value. For example, this chart displays a value for total revenue.

l Track the difference between two scenarios. For example, this chart displays data in the primary
scenario (2,298) and the difference from the data in a second scenario (-50).

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 l Track the difference between two values. For example, this chart displays the on time quantity
(2,300) and the quantity not shipped (1,600) as the comparative value.

l Track the difference between two time periods. For example, this chart displays the current
revenue total ($6,538,050) compared to last year's revenue total ($7,373,250).

To identify what type of data is tracked in the chart, view the chart or widget help. See "View help in a
single value chart" on page 304 or "Widget help" on page 103.
Some single value charts will provide access to more detailed information by drilling from a value in the
chart. See "Drill to more information from a single value chart" on page 304.

Identify the trend

The main value identifies the metric you are tracking. The comparative value displays in smaller text to
the right of the main value. Depending on how the author has designed the chart, the comparative
value might represent trends or numeric values. Check the chart help for more information on what the
values represent. See "View help in a single value chart" on page 304.
A combination of indicator type (up/down arrow or square) and color tell you if the value for the
comparative value is going up or down in relation to the main value. An increasing value for a revenue
metric is positive whereas an increasing value for an excess inventory metric is negative. Indicator
colors are specified by the chart author.

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 l Increasing value/trend: Identified by an upward arrow.
l Neutral value/trend: Identified by a square.
l Decreasing value/trend: Identified by a downward arrow.

View help in a single value chart

Help for a single value chart can display directly in the chart or from the widget help when the chart
displays on a dashboard. See "Widget help" on page 103.
l To view help in a single value chart, hover over the label.

Drill to more information from a single value chart

Some single value charts are linked to other resources and you can click on a value in a chart to drill to a
worksheet displaying more detailed information.

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 l When the pointer changes to link select mode (hand), click the value.

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Viewing data in sparkline charts
Sparkline charts display data trends over a set of data values or over a set of dates. Use sparklines to
track patterns, see variations over time, or to identify high and low points in your data.

Depending on how the chart has been authored, the chart color is an indicator of the metric
performance. The default chart settings have green as acceptable, orange as warning, and red as
critical. Review the chart or widget help to confirm which colors represent which levels of performance
in the chart. See "Viewing help in a sparkline chart" on page 307.
The main value that displays above the chart label is the data value for the focal point. When you hover
over the main value, you can see what scenario the data is in and if the pointer changes to link select
mode (hand icon), you can click the value to drill to more details about the data. See "Drill to more
information from a sparkline chart" on page 308.

All charts display historical and current data, with some sparkline charts including forecast data. A focal
point identifies the current period or the last forecast value in the chart. Historical data displays in a
darker shade on the chart. The first chart below has the focal point set to identify the current period,
which is the end of historical data. The second chart has the focal point set to identify the end of
forecast data.

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 Hovering over a point on the trend line displays the value for that data point, and when applicable, a
date.

Viewing help in a sparkline chart

Help can be provided at multiple levels in a sparkline chart. On the chart itself, the label identifies what
data displays and might include scaling information if the data values have been scaled. In the chart
below, the data tracked is revenue for site Bern and it has been scaled in the thousands.

Hovering over the label displays more information about the chart.

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 l To view help in a single value chart, hover over the label.

For sparkline charts that display on a dashboard, you can open widget help to see more information.
See "Widget help" on page 103.

Note: Not all widgets have help defined.

Drill to more information from a sparkline chart

Some sparkline charts are linked to other resources that provide you with more details and context for
the data in the chart. To identify if a sparkline has a drill link, hover your mouse over the value in the
chart and if it changes to link select mode (hand icon), then it has a link.

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 l When the pointer changes to link select mode (hand), click the value.

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Save and print a visualization
You can save a visualization as a PNG image file, which you can print or use in documents,
presentations, or online resources outside of RapidResponse.
Because some visualizations can be quite large, consider focusing on a specific subset of the data before
saving. You can filter the worksheet data using the data settings (see "Viewing data in workbooks" on
page 174). Or, for details about reducing the amount of data displayed in a network visualization, see
"Focus on specific nodes and links" on page 286.
For best results, it's recommended that you view the exported image in a professional image viewer.
Large visualizations can result in large image files. Basic image editors, such as Microsoft Paint, might
not be able to open such large files.
You can save an image of your current view or an image of the entire visualization.
Your current view:
l The image contains only what is currently visible in the visualization window.
l Your zoom level, scrolled areas, and window size impact the exported image.
l If the visualization includes a visible legend or toolbar, these appear in the image.

The entire chart:

l The image contains all the components of the visualization, even if they don't fit within the
visualization window.
l Your zoom level, scrolled areas, and window size do not impact the exported image.
l If the visualization includes a visible legend, it appears at the bottom of the image.
l If the visualization includes a toolbar or buttons, they are not included in the image.

Printing a visualization
To print a visualization, it's recommended that you save a visualization as an image and then print the
image.
You can print a visualization directly from RapidResponse (by clicking Quick Print on the toolbar or by
selecting Print from the File menu). However, the image quality of the printed visualization is
comparatively worse than if you saved it as an image first.

Save a visualization as an image

1. If necessary, click on the worksheet that includes the visualization so that it's active.
2. On the File menu, click Save Chart.
3. In the Save Chart dialog box, do one of the following:

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 l Select Current View to save an image of your current view.
l Select Entire Chart to save an image of the entire visualization.
4. In the File name box, type a name for the file.
5. Click Save.
6. Click Open File to view the image or Open Folder to open the folder where the image is saved.

Note: If clicking Open File does not open the image, this can occur because your operating
system does not include an image viewer or because a default image viewer is not configured.
Install an image viewer or configure the default image viewer application in your operating
system settings to view the image.

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CHAPTER 17: Viewing data in treemaps
Interpret data in a treemap 314
Open a treemap to view data 317
Change the data views in a treemap 317
Track data filtering in a treemap 326
Use a treemap to drill to details 326
View data in a circular treemap 328
Copy, print, and save a treemap 328

You might see treemaps in RapidResponse workbooks or dashboards. Like charts, they provide visual
representations of large data sets. This section discusses interpreting and navigating through treemaps.

What is a treemap?
Treemaps are interactive visualizations of large data sets that help users recognize patterns and identify
outliers and problem areas. Data is grouped into categories and subcategories that can be viewed at
both hierarchical and linear, grouped levels. You can view treemaps in worksheets or in widgets on a
dashboard.
Each category of data in a treemap is represented by container rectangles, which are further divided
into nested rectangles to represent subcategories of data. For example, in the treemap section below,
the container rectangle represents a product family (Cell-Phones) which is then further divided into
nested rectangles that represent customers for items in that product family.

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 The structure of the treemap is provided by a hierarchy or from data in the underlying worksheet the
treemap is based on. Category and subcategory groups can be dynamically updated based on the
options you select. For more information, see "Interpret data in a treemap" on page 314 and " Change
the data views in a treemap" on page 317.
Treemaps can help you recognize patterns and outliers in your data that might otherwise be difficult to
detect. For example, from a forecast chart you might see that sales revenue is expected to dip. Drilling
to a treemap worksheet allows you to quickly and easily determine which parts or regions are causing
issues so you can take corrective action.

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Treemap worksheets can be viewed in a workbook or in dashboard widget, or they can be accessed by
drilling from another worksheet or widget. Treemap worksheets provide the same filtering controls as
other worksheet types, with a few additional controls that are unique to treemaps. For more
information see "Interpret data in a treemap" on page 314 and " View data in a treemap widget" on
page 340.

Interpret data in a treemap

Treemaps consist of container and nested rectangles, which represent the tree structure's categories
and subcategories of data. Treemap categories are based on worksheet data or hierarchy levels, such as
customer, product family, and location. For example, in the treemap below, the container rectangles
(category) represent product parts, and the nested rectangles (subcategory) represent customers for
those product parts.
The size of the rectangles are determined by a quantitative measure, which provides a visualization of
the rectangle value. In the treemap below, the size of each rectangle is determined by the total revenue
generated by the rectangle's categories; that is, by the part and customer represented by the rectangle.
The greater the revenue quantity for that customer and part, the larger the rectangle.
The color of the rectangles is also determined by a quantitative measure; in the treemap below, a color
range of orange, white, and blue has been applied to illustrate the difference between revenue
quantity and the targeted % of Annual Plan. Treemap worksheets include a color legend to help you
interpret the colors used in a treemap. The value set on the treemap may appear as a percentage, or as
a range, depending on how the treemap was created.
Breadcrumb navigation helps you track the filtering you have placed on the data as you drill down into
the treemap. Making a selection in the hierarchy pane or clicking on a rectangle filters the data your are
viewing. In the treemap below, breadcrumbs display that the data displayed has been filtered to only

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 display data for the Product: Cell Phones. For more information about breadcrumbs, see " Track data
filtering in a treemap" on page 326.
Treemaps are designed to draw your eye to problem areas; you can easily see by the size and color of
the rectangles in the treemap where the problem areas occur. In the treemap below, problem areas
are indicated by large, orange rectangles, which represent items and parts with high numbers of total
units produced but which are falling well below the required backlog levels. Thus, the categories
represented by large, orange rectangles have the greatest negative impact on overall revenue.

View details in a treemap

A treemap usually includes labels on each container and nested rectangle. To view further details for a
rectangle, such as the actual data values represented by the rectangle size and color, hover the pointer
over the rectangle to view a tooltip.

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The first two rows in the tooltip list the category and subcategory for the rectangle. The values for the
color and size metrics for that rectangle are listed below the categories. If there are multiple size or
color metrics available for the treemap, or if the treemap author has decided to display additional
metrics in the tooltip, those additional metrics are also listed in the tooltip.

Enlarge a treemap to view details

You can enlarge areas that are too small to view in the treemap. You can maximize a treemap container
in which the nested rectangles are too small to view their labels. You can also zoom in to any area of a
treemap. When you zoom in, subcategory labels that were too small to appear in the initial treemap
view will appear.

Zoom in to an area of the treemap

l Position the pointer over an area of the treemap and roll the mouse wheel up to zoom in to that
area. To zoom back out, roll the mouse wheel down.

Note: If your mouse does not have a mouse wheel, you can zoom in and out by pressing the
Page Out and Page In keys.

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 Open a treemap to view data
Some treemaps are accessed by drilling from another resource, such as a worksheet or dashboard.
Treemaps might also be available from the Workbooks pane or as a widget on a dashboard.
When you drill to a treemap from another resource, the data settings such as the scenario and filter
selections are typically passed on to the treemap; the exact interaction between the resource and the
treemap depends on how the drilling behavior was defined by the resource author. For example, when
you click a data point in a chart to drill to a treemap, the treemap typically displays information for that
data point only. For charts that use a date as the base axis, the date is displayed below the treemap.

Clear treemap drilling context filters

When you have drilled to a treemap from another resource, you can clear the drill context.
l In an open treemap, click Clear.

Change the data views in a treemap

You can change how data displays in a treemap by:

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 l Changing the data settings for the worksheet or widget.
l Selecting different data categories and subcategories.
l Drilling down the levels of a hierarchy in the hierarchy pane.
l Drilling down in the treemap by clicking on container or nested rectangles.
l For some treemaps, you can select different color or size measures from a drop down menu.

Changing data settings and hierarchies

By selecting different data settings, including hierarchies, for a worksheet or widget you can modify
what data displays in a treemap. For more information, see "Viewing data in workbooks" on page 174
and "Data settings in dashboards" on page 346.

Selecting different data categories and subcategories

You can modify what data displays in a treemap by selecting the categories and subcategories of data
to display from the Group By lists above the treemap. The left Group By list determines the category
for container rectangles, and the right Group By list determines the category for nested rectangles.
Every time you make a new selection from one of these lists, the treemap updates to display the new
view of the data set. For example, in the treemap below, the treemap is categorized by Item and Item
Location.

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Selecting Customer from the right Group By list instantly updates the treemap:

Change data categories and subcategories

l To change the way data is categorized in the treemap, do the following:
l To change how the data is categorized in the container rectangles, select a different category
from the left Group By list.
l To change the data subcategories displayed in the nested rectangles, select a different
subcategory from the right Group By list.

Note: If you select a Group By value and then select the same value for the other Group By,
RapidResponse automatically switches the two values. For example, if you selected Customer
for the first Group By and then changed the second Group By from Item Location to Customer,
RapidResponse changes the first Group by to Item Location and keeps the second Group By as
Customer.

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 Drilling down in a hierarchy
You might be able drill down to more focused data in a treemap by using a hierarchy. When a hierarchy
is available for a treemap worksheet, you might be able to select the hierarchy from the Group By lists.
You can use a hierarchy to filter data in a treemap either in place of or in conjunction with the defined
Group By categories. For more information, see "Using hierarchies in reports" on page 388.
When you select a hierarchy from one of the Group By lists, the treemap displays data for all hierarchy
levels below the node selected in the hierarchy pane; as you drill down to lower levels in the hierarchy
pane, the treemap updates to display a more focused set of data. As you select nodes in the hierarchy,
the text box below the Group By list with the hierarchy selected updates to display the hierarchy level
currently shown in the treemap. When the lowest hierarchy level is selected, the text box is blank.

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You can also choose to categorize data in a treemap by using the hierarchy only. When you select the
same hierarchy from both Group By lists, the container rectangles display the hierarchy level one level
below the currently selected node, and the nested rectangles display two hierarchy levels below. As
you walk through the hierarchy, the treemap data updates each time you select a node.
The following treemap categorizes data using the Product hierarchy, which is selected at the highest
level:

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 Selecting HDTVs in the hierarchy updates the treemap to display only the parts in the HDTV product
family:

If there are multiple hierarchies available for the treemap worksheet, you can select different
hierarchies from each Group By list to categorize the data by one hierarchy for container rectangles,
and another hierarchy for nested rectangles.

Note: If a hierarchy is available for a treemap worksheet, but not available from the Group By
lists, you can still use the hierarchy to filter data in the treemap by selecting data categories
from the Group By lists, and then selecting nodes in the hierarchy pane.

Drill down in a hierarchy

l To drill down through the hierarchy levels, do one of the following:
l If the hierarchy is available in the Group By lists, select it from one of the Group By lists to
categorize the data into hierarchy levels. The treemap displays all hierarchy levels below the
node selected in the hierarchy pane.
l If the hierarchy is not available in the Group By lists, select a node in the hierarchy pane to
further refine the data displayed in the treemap.

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Drilling down in a treemap
You can filter down to specific views in a treemap by clicking on category or subcategory rectangles. For
rectangles grouped by a hierarchy, as you click on rectangles, you drill down to each level of the
hierarchy.

For rectangles grouped by worksheet columns, as you click on rectangles, you drill down through a
designated list of data columns. For most treemaps, the list order follows the order of data columns in
the Group By lists.

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 Changing rectangle size and color measures
Some treemaps include additional size and color measures to allow you to change the way the data
categories are measured. When additional measures are available, the Size and Color measures are
displayed as lists. When you select a new size or color measure, the treemap updates to display the
new view of the data.

Change treemap size or color measures

1. To change the measure on which the rectangle size is based, select a different measure from the
Size list.
2. To change the measure on which rectangle color is based, select a different measure from the
Color list.

Tip: To view data at one level, without subcategories, select "None" from the right Group By
list.

Note: If the treemap does not include additional size or color measures, you cannot select a
different size or color measure.

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 Track data filtering in a treemap
RapidResponse uses breadcrumbs to track the filtering layers you are applying to a treemap.
Breadcrumbs display as a sequence of filters, in the order the filter is applied. Each time you change the
data view by changing a hierarchy level, data category or subcategory, or drill down in a treemap, a new
filter layer is added to the breadcrumb row.

You can return to earlier data views by removing a filter layer. For example, if you have filtered the data
in a treemap by drilling down from a customer region (WesternEurope) to a product family (HDTVs) and
then product (LCD-4226), you can return to a view of the data filtered by only the customer region by
clicking the product family filter layer (WesternEurope) in the breadcrumbs row.

Return to an earlier data view in a treemap

l In the breadcrumbs row, click an earlier filter layer.

Return to the original data view in a treemap

l In the breadcrumbs row, click All.

Use a treemap to drill to details

You might be able to click problem areas in a treemap worksheet to drill to more details. When drilling
to details is enabled, the pointer changes to a hand icon when you position it over treemap rectangles.
When you double-click on a rectangle, a detail worksheet opens for you to view data summarized by
that rectangle. The way data is summarized in the detail worksheet depends on how the resource

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 author defined the drilling to details process for the treemap; data can either be summarized by
container or nested rectangles. Additionally, the data settings for the treemap worksheet, such as filter,
site, and scenario, might also be passed to the detail worksheet.
Drilling to details is a subsequent step in a typical task flow in which you use the treemap to identify
problem areas, and then drill to a worksheet to view details and possibly resolve the problem.
When you drill to details, a details worksheet opens in either the lower pane, a new tab, or in a
separate workbook. In the example below, the details worksheet opens in a new tab:

Drill to details in a treemap

l Move the pointer over a rectangle in the treemap and double-click to open a details worksheet.

Notes:
l Some treemaps might open a form when you click on a treemap category or subcategory
rectangle. For more information, see "Link to different resources from a worksheet" on page
221.
l When you drills to details from a treemap category or sub-category, the hierarchy settings
applied to the category or sub-category are passed to the details worksheet. For categories
or sub-categories with no hierarchy applied, the hierarchy from to the treemap worksheet is
passed to the details worksheet.

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View data in a circular treemap
Treemaps can also be displayed as circles. In a circular treemap, data categories are represented by
container and nested circles. Color and size metrics are applied in the same way to a circular treemap.
However, because circles do not nest perfectly within other circles, a circular treemap does not use
space as efficiently as rectangular treemaps. In the treemap below, container circles are indicated as a
white circle, and nested circles have the green, gray, and orange color range applied.

Copy, print, and save a treemap

You can copy, print, and save a treemap to use in other documents, presentations, or web pages.

Copy a treemap
l Right-click on a treemap and select Copy Treemap.

Print a treemap
1. On the File menu, click Print.
2. In the Print dialog box, click OK.

Tip: You can also print a treemap by right-clicking on it and selecting Print Treemap.

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View data in a circular treemap
 Save a treemap as an image
1. On the File menu, click Save Treemap.
2. In the Save Treemap dialog box, navigate to the location where you want to save the treemap.
3. In the File name box, type a name for the file.
4. In the Files of type list, click the image type that you want to save the treemap as.
5. Click Save.

Tip: You can also save a treemap by right-clicking on it and selecting Save Treemap.

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CHAPTER 18: Viewing data in dashboards
Open a dashboard 331
About widgets 332
Magnify a widget 337
Refresh widget data 339
View data in a treemap widget 340
Open a linked resource from a dashboard widget 342
Drill from a widget 342

Dashboards are summarized views that help you monitor business performance categories important to
you. Data and charts are displayed in components called widgets, which are assembled in an easy-to-
understand control panel view. Dashboards can display widgets on multiple tabs, with widgets grouped
by type, theme, or use on each tab. You can drill to more detailed data on a dashboard by clicking a
widget to open another resource, such as a treemap or source worksheet, where you can view and
correct the root cause of a problem area. For more information, see "Drill from a widget" on page 342.
Dashboards are for monitoring purposes only, however the data settings for widgets can be modified.
You can control the data displayed in a widget by selecting different data settings like scenario or
hierarchy. All of the widgets on the dashboard can display a specific set of data settings or you can
define different data settings for individual widgets. To see what data settings have been applied to the
dashboard you can hover over a widget or over a data setting to highlight the matching data settings or
widgets. For more information, see "Data settings in dashboards" on page 346.

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 The following is an example of a dashboard with key tools noted.

You might have access to multiple dashboards, each of which are designed to help you oversee
different areas of performance. You can only access dashboards that you have created if you have
dashboard authoring permission, or that have been shared with you. When a dashboard is shared with
you, all of the underlying resources are also shared. This includes the widgets in the dashboard, the
workbooks containing the source worksheets for widgets, and any linked resources such as other
dashboards, workbooks, scorecards, and task flows. These underlying resources cannot be opened
directly from the Explorer; they are only available from within the dashboard. For more information,
see "Open a linked resource from a dashboard widget" on page 342 .
If you have dashboard authoring permission, you can create a personalized dashboard by changing the
widgets in the dashboard and the dashboard layout. For more information, see the RapidResponse
Resource Authoring Guide (Java client).

Open a dashboard
You might have access to multiple dashboards that might be specific to your role in your company and
to your company's business processes. RapidResponse also includes several predefined dashboards
that your RapidResponse administrator might make available to you. For more information, see
"Introduction to RapidResponse resources" on page 22.
Dashboards might open automatically when you log in to RapidResponse, or they might be accessible
from the Explorer

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 Open a dashboard from the Explorer
1. In the Explorer, ensure that dashboards are shown. You can do this by selecting Reports.

2. Double-click a dashboard.

Tip: You can also open a dashboard by selecting the dashboard and clicking Open on the
Actions menu.

Note: You might be prompted to specify data settings for the dashboard before it opens.

Open a dashboard in another tab

You can open another instance of an already opened dashboard on a new tab. For example, you might
want to compare the data in the workbook with different data settings applied.

1. In the Explorer, ensure that dashboards are shown. You can do this by selecting Reports.
2. Select a dashboard that is already open.
3. On the File menu, click Open in New Tab.

Tip: You can also open the dashboard in another tab by right-clicking on the open dashboard in
the Explorer and then clicking Open in New Tab.

About widgets
Widgets display summarized data in the form of charts, worksheets, or reports. You can modify the
data settings of widgets to view and compare different scenarios, sites, filters, and hierarchies. If you

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About widgets
 have widget authoring permission, you can create and modify widgets. For more information, see the
RapidResponse Resource Authoring Guide (Java client).
If the widget has a hidden title bar and borders, hover over the widget to display the widget options.

Widget types
Dashboard widgets fall into three categories:

Worksheet widgets
Worksheet widgets are based on worksheets in RapidResponse workbooks. This widget type can be a
worksheet data grid, worksheet chart, or treemap widget. You can perform the same actions in a
worksheet widgets as you would in a regular worksheet, depending on how the worksheet was defined.
You can sort data, change scenarios and other data settings. For worksheet charts, you might be able to
change bucket settings, the colors used, and the data series that are charted. In a treemap widget, you
can change the Group By options and size and color measures.

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Example of a worksheet widget:

Example of a worksheet chart widget:

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About widgets
 Example of a treemap widget:

Text widgets
Text widgets can provide help for a dashboard and might contain meaningful information about the
tasks and processes the dashboard supports. Text widgets might include links to workbooks and other
resources to help you complete a workflow related to your dashboard.

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Message widgets
Message widgets are a simplified version of Message Center. From a message widget, you can read
messages, send messages to your email, and open the full Message Center page. Message widgets can
only be viewed if you have the permission to Message Center. For more information on Message
Center, see "Communicating using Message Center" on page 552.

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About widgets
 Magnify a widget
There are two ways to make the contents of widgets easier to see. You can maximize a widget so that it
takes up most of the space on the dashboard, and in some types of widgets, you can zoom in on the
contents of the widget without changing its overall size.

Maximizing widgets
You might find that a widget is too small to view the data. You can maximize any widget in a dashboard
so that it fills most of the page, and the other widgets are shown as thumbnails below the maximized
widget.

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 Maximize a widget

1. In a widget title bar, click Maximize Widget .

2. To restore the widget size, in the widget title bar, click Minimize Widget .

Tip: You can also maximize a widget by double-clicking the widget title bar. Double-click the
title bar again to restore the widget to its position in the dashboard.

Widget zooming
For some chart widgets, you can zoom in to more easily view individual data points. When you zoom in
to a chart widget, arrows appear at the edges of the chart to indicate that there is additional data that
is not being displayed. You can also pan back and forth to view the areas of the chart that are not
displayed. You can pan or zoom to a widget when the widget is on the dashboard or is maximized.

You can use zoom controls to adjust the text size in a worksheet data widget, just like you can in a
worksheet in a workbook. For more information, see "Adjust a worksheet's zoom level" on page 171.

Note: You cannot zoom in to pie charts, gauge charts, or bullet charts.

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Magnify a widget
 Zoom in to a chart widget
1. Click to select the chart widget on the dashboard.
2. Move the pointer over the chart widget you want to zoom in to, and then move the mouse
wheel up to zoom.
3. To zoom back out, move the mouse wheel down.

Note: You can also zoom into a chart widget that has been maximized.

Tip: You can also zoom in and out by right-clicking in a line, bar, or area chart and selecting
Zoom in and Zoom out. If the widget has drill links, clicking on a data point opens the resource
or a menu where you select which resource to drill to.

Pan back and forth in a chart widget

1. Click on a chart widget to select it.
2. Click and hold anywhere in the chart area, then drag the pointer to pan to the left or right.

Refresh widget data

When a data change impacts an open widget's source worksheet, you will need to refresh the widget to
see the most current data displayed. A message might display on any widgets that might have data that
is out of date.

You can also manually refresh all of the widgets on the dashboard by refreshing the dashboard. It is a
good practice to manually refresh the dashboard if you have the dashboard open for a period of time.

Manually refresh a widget

l Click on the widget toolbar.

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 Manually refresh a dashboard
l Click on the dashboard toolbar.

View data in a treemap widget

In addition to changing data settings to filter the data view in a treemap widget, you can also change
the Group By dimensions and size or color measures. The left Group By list determines the category for
container rectangles, and the right Group By list determines the category for nested rectangles. Every
time you make a new selection from one of these lists, the treemap updates to display the new view of
the data set. For more information, see " Change the data views in a treemap" on page 317.

Change the categories and subcategories in a treemap

1. Click the first Group By list and select a data category to display.
2. Click the second Group By list and select a subcategory to display.

Select a hierarchy as a category or subcategory

1. Select the hierarchy in the data settings for the treemap.
2. Depending on whether you want to display hierarchy data in the category or subcategory
rectangles, do one of the following:

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View data in a treemap widget
 l To display hierarchy data in the category rectangles, click the first Group By list and select
the hierarchy.
l To display hierarchy data in the subcategory rectangles, click the second Group By list and
select the hierarchy.

Change the size or color measures in a treemap

In some treemaps, you can change the size or color measures.

1. To change the color measure, click the Color list and select the color measure to display.
2. To change the size measure, click the Size list and select the color measure to display.

Drill down in a treemap widget

You can filter to specific data views in a treemap by drilling down from category or subcategory
rectangles. For most treemaps, the drill down path follows either a hierarchy or the order of data
columns in the Group By lists.
Breadcrumbs track the filtering layers you are applying to a treemap with the filters displaying in the
order each filter is applied. Each time you change the data view, such as drilling down or changing a
category, a new filter layer is added to the breadcrumb row. For more information, see " Change the
data views in a treemap" on page 317 and " Track data filtering in a treemap" on page 326.

Drill down in a treemap

1. Depending on how you want to drill down in the treemap data, do one of the following:
l To drill down in the category list, click on the bar for a category rectangle.
l To drill down in the subcategory list, click on a subcategory rectangle.
l To drill down in the hierarchy, select the hierarchy levels in the hierarchy pane. For more
information, see " Filter and summarize data with hierarchies" on page 391.
2. Continue to drill down successively in a treemap until you have reached the end of the drill

Tip: You can also drill down in a hierarchy if you specify the hierarchy as a category or
subcategory and then drill down in the treemap.

Return to an earlier view of the data

l Click an earlier filter layer in the breadcrumbs row.

Return to the original view of the data

l Click All in the breadcrumbs row.

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Open a linked resource from a dashboard
widget
Worksheet and text widgets might allow you to open a linked resource, such as workbooks,
dashboards, scorecards, and task flows. If a linked resource is available for a widget, the Open button is
available on the widget title bar. Linked resources are only available from the dashboard; you cannot
access them from the Explorer. The source worksheet that the widget is based on may also be displayed
with linked resources.

For more information about linked resources, see "Resources that can only be opened from links" on
page 122.

Open a linked resource

l In the worksheet widget title bar, click Open and select the resource to open.

Drill from a widget

Some worksheet data and chart widgets might allow you to drill to more detailed information in a
worksheet, or to open a form. When you click on a drill link from a widget, data settings or data values
from the widget are passed to the linked resource, which opens in another tab or as an overlay on the
dashboard. Depending on the widget type, the method used to drill to linked resources differs.

Drill from a worksheet data widget

You can drill from a worksheet data widget by clicking a link in a data cell. For example, if you click in a
cell that displays forecast data for the month of October, the linked worksheet that opens only displays

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Open a linked resource from a dashboard widget
 detailed data for that forecast in the October time period. The details worksheet also preserves the
scenario, hierarchy level, and other filters from the worksheet widget data settings.

Drill from a worksheet chart widget

You can drill from a chart widgets by clicking on a chart element such as a line marker in a line chart or
a needle in a gauge chart. If drilling is defined for that chart widget, the pointer changes to a hand
when you hover over a charting element.

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 1. In a chart widget, hover the pointer a charting element, such as:
l a data point in a line, bar, or area chart;
l a slice in a pie chart;
l a needle in a gauge chart
2. Click to open the linked resource in another tab or as an overlay on the dashboard.

Note: You cannot drill from data points in scatter charts.

Drill from a treemap widget

You can drill from a treemap widget by double-clicking on a category or subcategory rectangle. The drill
to details worksheet opens in a new tab in the workbook.

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Drill from a widget
 Note: Single-clicking on a category or subcategory rectangle drills down in the treemap. For
more information, see " Change the data views in a treemap" on page 317.

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CHAPTER 19: Data settings in dashboards
View data dashboard settings 348
Change data settings for a dashboard 350
Change data settings for a widget 352

Dashboard are created with predefined settings that you can change to customize your view of data on
the dashboard. Data settings are applied to individual widgets, however you can modify data settings
that are shared by multiple widgets on a dashboard. For example, some of the widgets on a dashboard
might display data for the Approved Actions scenario. When you change that scenario to Current S&OP,
those widgets will change to display data from the Current S&OP scenario.
Data settings are accessed and display in the Data Settings pane or dialog box.

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 When you open a dashboard for the first time, the data settings pane might be hidden if the author has
created the dashboard to display that way. Expand the Data Settings pane to view and modify the
settings for the dashboard and for individual widgets.
For dashboards, all of the data settings applied to widgets on the dashboard are displayed and you
might see multiple controls for some data settings. When different widgets on a dashboard carry a
different data setting, each setting is displayed in the dashboard's data settings.

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 Notes:
l The Data Settings pane might be empty if you cannot modify data settings. This might occur
if you do not have access to multiple data settings such as scenarios, filters, and sites.
l After opening a dashboard for the first time, RapidResponse will remember your display
preference for the Data Settings pane and accordingly the dashboard will open the next with
the pane minimized or maximized.

View data dashboard settings

You can determine which data settings have been applied to the widgets on a dashboard by hovering
over a data setting or hovering over a widget. The corresponding widget or data setting(s) are outlined
in blue.

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View data dashboard settings
 View the data settings applied to a widget
l Hover the cursor over the center of the widget.

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 View which widgets carry a specific data setting
l Hover the cursor over the data setting.

Change data settings for a dashboard

Data settings for all widgets on the dashboard are visible and can be changed in the Data Settings pane.
After each change, each widget on the dashboard updates to reflect the new setting. When you are
making multiple changes to the data settings for a dashboard, click Change Multiple Data Settings.
Instead of updating after each individual change, all of the widgets on the dashboard updates after all
changes have been made, thereby reducing load times.
For more information on viewing data settings already defined for a dashboard, see "Data settings in
dashboards" on page 346.

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Change data settings for a dashboard
 Notes:
l The dashboard might open with the Data Settings pane minimized. Click or the Data
Settings tab to expand the pane.
l Changes made to dashboard data settings are maintained when you move between
RapidResponse clients. For example, if you change the scenario on a dashboard while
working on the Mobile client and then check that dashboard later on the Java client, the
scenario change will be applied to the dashboard.

Change data settings for widgets on a dashboard

1. Open the dashboard you want to change data settings for.
2. On the Data Settings pane, make your data setting changes.
Widgets will automatically update one by one to display the new data setting.

Notes:
l These new data settings are applied to all the widgets on the dashboard tab that can accept
the data settings. To modify data settings for an individual, see "Change data settings for a
widget" on page 352.

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 l To change multiple settings at a time for a dashboard, click Change Multiple Data Settings
to open the Data Settings dialog box. You can make your changes and the dashboard will
only update after you click OK.

Change data settings for a widget

You can change the data settings applied to a widget by maximizing the widget and then making the
changes on the Data Settings pane. The widget will update after each change to reflect the new setting.
Like dashboards, only Boolean, List, and Date variables might display in the Data Settings pane.
Quantity and Text variables available for a widget only display in the Data Settings dialog box.
When you are making multiple changes to the data settings for a widget, click Change Multiple Data
Settings. Instead of updating after each individual change, the widget updates after all changes have
been made, thereby reducing load times.
For more information about viewing data settings already defined for a widget, see "Data settings in
dashboards" on page 346.

Note: The Data Settings pane might be minimized. Click or the Data Settings tab to expand
the pane.

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Change data settings for a widget
 Change data settings for an individual widget
1. Select the widget on the dashboard to change data settings for.
2. Maximize the widget by clicking Maximize Widget on the widget title bar.
3. On the Data Settings pane, make your data setting changes.
The widget will automatically update and display the new data setting after each change.
4. To return to the dashboard after you have made your changes, click Minimize Widget or if
the dashboard has multiple tabs, click on the tab title.

Note: To change multiple settings at a time for a widget, click Change Multiple Data Settings to
open the Data Settings dialog box. You can make your changes and the widget will only update
after you click OK.

Tip: You can also double-click on the widget title bar to maximize the widget.

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CHAPTER 20: Viewing data in geospatial
visualizations
The geospatial visualization interface 355
Toggle views 358
Focus your data view 359
View information for a location 360
Refresh geospatial data 361
Heatmap locations 361

Geospatial visualizations display site data as locations on a global map. Geospatial data is combined with
existing RapidResponse data to help you easily understand complex relationships across location nodes
and identify patterns and distributions using a geographical context.

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 Arrows identify which direction goods flow between linked sites and you can navigate in the maps to
focus on specific areas or view sites in a broader geographical setting. To understand how you can
interact with the visualization, see "The geospatial visualization interface" on page 355
All geospatial visualizations allow you to toggle between map and satellite views. See "Toggle views" on
page 358.
You can determine which data displays in the map by specifying the data settings and view information
for specific locations. See "Focus your data view" on page 359 and "View information for a location" on
page 360.
Some geospatial visualizations include heatmap locations that identify other metrics that might impact
your site locations. See "Heatmap locations" on page 361.

The geospatial visualization interface

The image and table below provide an overview of the interface for a geospatial visualization.

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 Number Description

1 Change your data view in the visualization by changing data settings using the controls or the Data
Settings dialog box. See "Focus your data view" on page 359.

2 Change your data view in the visualization by focusing on different levels in a hierarchy. See
"Focus your data view" on page 359.

3 Use the legend to identify the types of sites that display in the visualization.

4 Click a node to see more information about that location and to see links between locations. See
"View information for a location" on page 360.

5 Toggle the views in the visualization between map or satellite. See "Toggle views" on page 358.

6 Zoom in or out of the visualization. See "Navigate in a geospatial visualization" on page 356.

Navigate in a geospatial visualization

You can navigate in different ways on a geospatial visualization. You can zoom in to focus on sites in a
specific area, zoom out to view sites in a broader geographical context, or move around on the
visualization at whichever level of zoom you have specified. Some visualizations have multiple nodes
clustered to improve readability.

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The geospatial visualization interface
 Zoom in to a map
l Do one of the following:
l Click in the visualization and scroll the mouse wheel up.
l Click Zoom in .

Zoom out of a map

l Do one of the following:
l Click in the visualization and scroll the mouse wheel down.
l Click Zoom out .

Pan through a map

1. Click in the visualization.
2. Click and drag the mouse in any direction in the visualization.

View locations in clustered nodes

Some regions might include multiple levels of clustering.

l Click the clustered node to automatically zoom to individual location nodes or smaller node
clusters.

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Toggle views
You can toggle between map or satellite views in a geospatial visualization.
Map view: the visualization displays as a drawn outline of the global map with standard geographical
labels.

You can also add a terrain overlay to the map view.

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Toggle views
 Satellite view: The visualization displays using satellite imagery. You can choose to hide or show the
standard geographical labels.

Set map view

1. In the upper right corner of the visualization, click Map.
2. To add the terrain overlay, click the Terrain checkbox.

Set satellite view

1. In the upper right corner of the visualization, click Satellite.
2. To hide the standard labels, clear the Labels checkbox.

Focus your data view

To focus in on the data that is relevant to you, use the data settings controls or dialog box to filter your
view of the data in the geospatial visualization. Hierarchies can be changed in the hierarchy panel or
through the Data Settings dialog box. For more about the types of data settings available, see
"Common data settings" on page 176.

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 Change data settings
l To change individual data settings, use the controls on the workbook toolbar.

l To change multiple data settings at one time, do the following:

1. On the workbook toolbar, click Data Settings .

2. In the Data Settings dialog box, specify the data settings you want to apply to the visualization.
For hierarchy settings, see "Configure hierarchy settings in the Data Settings dialog box" on page
360.
3. Click OK.

Configure hierarchy settings in the hierarchy panel

1. In the hierarchy panel, select a hierarchy in the drop-down list.
2. Select the hierarchy level to apply to the visualization. You might need to expand one or more
levels in the panel.

Configure hierarchy settings in the Data Settings dialog box

1. On the workbook toolbar, click Data Settings .

2. In the Data Settings dialog box, click Hierarchy Settings.
3. In the Hierarchy Settings dialog box, select the hierarchy in the drop-down list.
4. Select the hierarchy level to apply to the visualization. You might need to expand one or more
levels .
5. Click OK twice.

View information for a location

Location nodes on a geospatial visualization might include additional information in the form of labels
and tooltips. In some visualizations, links between locations might also include a tooltip.

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View information for a location
 l Click a location to view its label.
If the location links to another node, the link between them and their labels all display.

l To view tooltips, hover over the location or link.

Refresh geospatial data

The data in a geospatial visualization might become out of date when data is updated on your
company's enterprise system or another user updates data in a shared scenario you are viewing. When
this happens, you can refresh the geospatial data to ensure you are viewing the most up-to-date
information.

l On the RapidResponse toolbar, click Refresh All .

All of the data in the workbook is refreshed.

Heatmap locations
Some geospatial visualizations include heatmap locations that identify related metrics that might
impact your site locations. For example, heatmap locations might identify the demand for a product in
a region or map events such as labor actions or disease incidence.

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RapidResponse User Guide (Java Client) 362
Heatmap locations
CHAPTER 21: Viewing scorecard data
Specify the data displayed in a scorecard 369
Specify scorecard viewing options 371
Calculate metric results in a scorecard 373
Drill to worksheets and forms from scorecards 373
Display scorecard data in a chart 377
Using a target scorecard to make decisions 384

Depending on your role within your organization, you might have access to scorecards. Scorecards
incorporate various metrics that measure key performance aspects of select scenarios, including
customer impact, costs, and quality. Scorecards show the scores for different metric results for various
scenarios. You specify the filter, site, hierarchy settings and so on that define the data a scorecard
analyzes, as well as the scenarios to be compared.
You access and organize scorecards in the Explorer. Scorecards are defined by users who have scorecard
authoring permissions; if you require changes in a scorecard, contact the person who created the
scorecard, or your RapidResponse administrator.
Each metric in a scorecard usually links to detailed information about how the metric's result is
calculated. For more information, see " Drill to worksheets and forms from scorecards" on page 373.
You can view information about the scorecard and the metrics it calculates by clicking Scorecard Help
on the Help menu.

Scorecard comparing scenario metric results against targets

Scorecards can include metric targets, against which the metric results of a scenario can be compared,
and assigned a score. The overall score of each scenario in the scorecard is also calculated. Scorecards
with targets can help you meet objectives. By comparing the metric results of select scenarios against

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 department and corporate targets, you can determine the best plan of action to meet and exceed these
targets, and adjust your operations accordingly.
In a scorecard that contains targets specified by the scorecard author or uses values from the annual
plan as targets, every scenario has a score.

In a scorecard where the first scenario contains the targets, the first scenario does not have a score.
Every other scenario is compared to the first scenario and has a score.

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Scorecard comparing metric results between scenarios
Scorecards can also be used to show the differences between the metric results for various scenarios
without using targets and scores.

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 Scorecard with charts
Scorecards can show summary information in charts. Charts are available in the top pane of the
scorecard, with each type of chart on a separate tab.

For more information about scorecard charts, see " Display scorecard data in a chart" on page 377.

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Scorecard comparing metric results for a period of time
Scorecards can show metric results for a specific time period.

You can view a time-based scorecard as either an overall summary for the entire period, or as a time-
bucketed summary that displays the metric result and score (if the scorecard uses targets) for each
bucket. A scorecard that shows results in buckets is shown in the following illustration.

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 Specify the data displayed in a scorecard
You can change the scenarios that are included in the scorecard, the order in which the scenarios are
presented, or the data that the scorecard analyzes.
If you open the scorecard using a shortcut, the scenarios specified in the shortcut are always used. For
more information about scorecard shortcuts, see "Create a shortcut to display scorecard data" on page
140.
You can also specify whether to view the metric results as one of the following:
l Actual values for all scenarios and targets.
l Differences between the first scenario and other scenarios or targets and results.
l Percentage differences between the first scenario and other scenarios or targets and results.

Define the data that is displayed in the scorecard

1. Make selections from the controls at the top of the scorecard. For information about each
control, see "Viewing data in workbooks" on page 174.
2. If the scorecard includes the hierarchy panel, add the hierarchies and select the values that
determine the scorecard data. For more information, see " Filter and summarize data with
hierarchies" on page 391.

Tip: If you want to change the selection in several controls, you can click Data Settings to
make all of your selections before refreshing the data.

Change the scenarios analyzed by a scorecard

1. On the scorecard toolbar, click Add or Remove Scenarios .

2. In the Scenarios dialog box, to add a scenario, select a scenario in the Select from this list list,
and then click Add.
3. To remove a scenario, select a scenario in the Scenarios in this scorecard list, and then click
Remove.
4. To change the order of scenarios, in the Scenarios in this scorecard list, drag a scenario up or
down in the list. Moving the scenario up in the list moves the scenario to the left in the
scorecard. Moving the scenario down in the list moves the scenario to the right in the scorecard.

Tip: If you want to change the selection in several controls, you can click Data Settings to
make all of your selections before refreshing the data.

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Specifying the time period for a scorecard
If the scorecard author has allowed the time period for a time-based scorecard to be changed, you can
select the number and type of buckets to display after the scorecard's anchor date, which is specified
by the scorecard's author. Today's date, the planning date, or the beginning of the current calendar
period are commonly used as anchor dates.
Some scorecards also have the option to include buckets for earlier periods, in addition to the number
of buckets you select to display after the anchor date. The scorecard author defines when these earlier
periods begin.

Specify the time period for a time-based scorecard

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, in the Duration box, type the number of calendar periods you want the
scorecard to analyze.
3. In the list, click the calendar unit.
For example, if you specify 4 in the Duration box and Month in the calendar list, the scorecard
displays results for four months, starting from the date specified by the scorecard author.
4. If applicable, select or clear the Include buckets for earlier periods box.

Note: Depending on how the scorecard's author has defined when the earlier periods begin,
you might sometimes select Include buckets for earlier periods, but not see any additional
buckets in the scorecard. For example, a scorecard uses Today as the anchor date, and the
scorecard author has specified that including buckets for earlier periods shows additional
buckets going back to the beginning of the current year. On January first, you do not see
additional buckets when you select Include buckets for earlier periods in this scorecard,
because the anchor date and the beginning of the current year are the same day.

Example: specifying the time period

Today is June 15th. You have opened a time-based scorecard, and it displays data in three buckets:
June, July, and August. You open the Scorecard Settings and see that the scorecard is set to display
three buckets, using the Month calendar period. The Include buckets for earlier periods box is not
currently selected.
You increase the number of buckets to four, and select the Include buckets for earlier periods box. The
scorecard's author has specified that the buckets for earlier periods go back to the beginning of the
current year, so you now see a total of nine buckets for January through September: the four buckets
you specified, plus five additional buckets for January through May.

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Specify the data displayed in a scorecard
 Specify scorecard viewing options
You can specify whether the scorecard calculates results automatically. If you choose to automatically
calculate, the metric results are recalculated when you change the scorecard's data settings, such as
adding a scenario or changing the filter. Automatically calculating data is recommended if the scorecard
includes the hierarchy panel, so you can see the data for your selected hierarchy values as you make
selections.
If the scorecard shows time-based metric results, you might be able to modify the period of time
displayed in the scorecard. In addition, you can choose to view either a summary of results for the
entire time period, or a summary for each date bucket in the period.
If you modify the scorecard's settings, you can reset them to the scorecard defaults at any time.

Specify how to display metric results

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, in the Show metric results as area, click one of the following:
l Actual values: displays the actual calculated value for each metric for all scenarios.
l Differences: displays the difference between the results calculated for the first scenario or
the scorecard's targets and the results calculated for each other scenario in the scorecard.
l % Differences: displays the differences in percentage values.
3. Click OK.

Notes:
l These settings apply to the scorecard and to multi-scenario columns in metric detail
worksheets. For more information about detail worksheets, see " Drill to worksheets and
forms from scorecards" on page 373.
l If a result in a scorecard that includes targets is blank, a target might be missing. Contact the
scorecard author or your RapidResponse administrator to define the required target.

Change the order of scenarios in a scorecard

1. On the scorecard toolbar, click Add or Remove Scenarios .

2. In the Scenarios in this scorecard list, drag a scenario up or down in the list. Moving the scenario
up in the list moves the scenario to the left in the scorecard. Moving the scenario down in the list
moves the scenario to the right in the scorecard.

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 Note: If you are viewing a scorecard that does not include targets, the first scenario in the
scorecard is used as the scenario against which all other scenarios in the scorecard are
compared (if you are viewing differences). If you are viewing a scorecard that uses the first
scenario's results as targets (that is, if the first scenario is the only one that does not have a
score), dragging a scenario to the top of the Scenarios in this scorecard list makes that
scenario's results the targets for the other scenarios in the scorecard.

Specify whether a scorecard is automatically calculated

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, select or clear the Automatically calculate checkbox.
3. Click OK.

Note: Some metrics are complex and can take a long time to calculate. You should not
automatically calculate scorecards with complex metrics.

Show data in time buckets

You can change to a date-bucketed view if the scorecard author has specified buckets for the scorecard.

l On the scorecard toolbar, click Bucket Data by Date .

If the scorecard was displaying the summary, the scorecard changes to a horizontal date-bucketed
view with results and scores (if applicable) calculated for each bucket.
If the scorecard was displaying a date-bucketed view, the scorecard changes to the summary
view.

Note: You might also be able to change the bucket settings for the scorecard. For more
information, see "Specifying the time period for a scorecard" on page 370.

Reset scorecard settings

Resetting the scorecard settings resets the scorecard's data settings and viewing options, such as the
chart settings, whether the scorecard automatically calculates results, and how metric results are
displayed in the scorecard summary. Scorecard layout changes, such as column widths, are not reset.
l On the View menu, click Reset scorecard settings.

Note: You can use zoom controls to adjust the text size in a scorecard, just like you can in a
worksheet in a workbook. For more information, see "Adjust a worksheet's zoom level" on page
171.

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Specify scorecard viewing options
 Calculate metric results in a scorecard
A scorecard can automatically calculate metric results if you or the scorecard author has enabled it to.
If not, you can manually calculate the results when you open the scorecard, or after you have changed
any of the data in the scorecard, such as adding a scenario or changing the site. Certain metric
calculations are quite complex and can take some time to complete.

Calculate metric results

l On the Data menu, click Calculate .

Notes:
l For more information about automatically calculating a scorecard, see " Specify scorecard
viewing options " on page 371.
l If the scorecard compares results to targets and a target is not specified for a metric, results
for that metric are not displayed. A metric without a result is not the same as a result of
zero.

Tip: You can also calculate metric results by clicking Calculate on the scorecard toolbar.

Drill to worksheets and forms from

scorecards
Scorecards usually contain links that you can click to drill to details or open forms or workbooks where
you can make data changes. You might be able to click the name of a scenario or a metric result to
open a form or a worksheet in another workbook. You might also be able to the name of a metric to
view one or more details worksheets in the scorecard, below the summary of metric results.
The following illustration shows a scorecard in which you can drill to an editable worksheet in a
workbook, a form that you can use to commit a scenario, or detail worksheets that can be displayed in
the scorecard. In this example, two drill links are available for the item that was clicked, and the user
can choose either one from the pop-up menu.

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Drilling to forms and worksheets in workbooks
If scenario names or metric results in a scorecard are blue and underlined, you can click them to open
related worksheets or forms. You might find links to worksheets that you can use to edit data and
perform simulations, or worksheets that give you information related to the metrics in the scorecard.
You might be able to use linked forms to make changes to data, or perform scenario actions, such as
accepting or rejecting a scenario based on scorecard results.
In time-based scorecards, you can click a metric result for a date bucket to open a worksheet or form
with the date range from that bucket selected. You can click the name of a scenario to open worksheet
or form with the range for all the date buckets in the scorecard selected, or to open a worksheet or
form in which no date range is selected.

Viewing detail worksheets for metrics in a scorecard

You can view worksheets containing the detailed data behind each metric in a scorecard. These
worksheets display data from multiple scenarios, so that you can compare values that change from
scenario to scenario. For example, the detail worksheet for the Revenue metric, shown in the following
illustration, contains the revenue, cost of goods sold, and gross margin values for three scenarios.

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Drill to worksheets and forms from scorecards
 The detailed information includes records that are different between the first scenario in the scorecard
and all other scenarios included in the scorecard. For example, the Revenue metric calculates the
revenue associated with customer orders. The results displayed in the scorecard reflect the total
revenue from orders for each scenario in a particular time period. When you view the detailed
information, revenue values that differ between scenarios are displayed.
For example, in the illustration above, for the 06-02-08 period, the revenue for the Approved Actions
scenario is $7,511,915. In the Demand Increases scenario, the revenue for the period is $2,736,900 and
in the Demand Decreases scenario, the revenue is $6,441,915.
You can choose to display data from multiple scenarios as either rows or columns. For more
information, see "Specify how multi-scenario data is displayed" on page 376.

Notes:
l Data in detail worksheets displayed in a scorecard cannot be modified.
l You can see all detail records in a scenario for a metric result by including only that one
scenario in the scorecard.

View metric details

l In the scorecard Summary or chart tabs, click the metric for which you want to view details.
The detail worksheets display in the bottom pane of the scorecard. and the metric name is
displayed in the Details for metric list.

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 View details for a different metric
l Do one of the following:
l In the scorecard Summary or chart tab, click a different metric.
l In the area above the detail worksheets, in the Details for metric list, click the metric you want
to view details for.

Specify how multi-scenario data is displayed

1. On the scorecard toolbar, click Scorecard Settings .

2. On the View tab, in the Show multi-scenario data in area, click one of the following:
l Rows: for every unique data record in the worksheet, each scenario has one row added to
the worksheet. This row displays data for that record under each multi-scenario column, as
shown in the following illustration.

l Columns: each scenario has a column added under each multi-scenario column header. This
column displays scenario data for every unique data record in the worksheet, as shown in
the following illustration.

Access workbooks from detail worksheets in scorecards

You might be able to drill to worksheets in other worksbooks from a detail worksheet in a scorecard, to
see more information about a part, constraint, or work center listed in a detail worksheet. You might be
able to use the linked worksheet to edit data. If you are viewing data from more than one scenario in
the scorecard, you can specify the scorecard scenario that you want to review or modify so that the
workbook opens with the scenario selected in the scenario list.

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Drill to worksheets and forms from scorecards
 1. Click a part, constraint, or work center link in a detail worksheet column, and select a workbook
from the menu.
2. Click the scenario that contains the information you want to view in the workbook.
The workbook opens with the data you requested. Note that your scenario is in the Scenario list
and that the part, constraint, or work center is also selected. This ensures your worksheet
displays data for only the item you requested.

Close the detail view

l In the area above the detail worksheets, click Close Details .

Display scorecard data in a chart

One or more charts might be included in the top pane of the scorecard on separate tabs. On a chart
tab, each metric in the scorecard is charted separately. Charts can display the metric results for each
scenario, or the score for each scenario. For example, a scorecard showing results for three metrics
with targets would display four score-based charts; one for each metric, and the fourth for the overall
score of each scenario, as shown in the following illustration.

This is an example of a speedometer chart. The scores for the Demand Increase and Demand Decrease
scenarios are calculated relative to the target values provided by the Approved Actions scenario, which
is not shown in the charts. Each scenario's score is represented by a needle. The Warning and Critical

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ranges for each metric are displayed as colored bands on the speedometer so you can see the range for
each scenario's score.
You can customize a chart's style, which modifies the background or, depending on the chart type,
whether the chart is two-dimensional or three-dimensional. You can also customize the colors
displayed in charts. When you modify colors, the same colors are used for every chart. You cannot
change the chart's type or its position in the scorecard.
For charts that show scores, you can choose to show or hide the Warning and Critical limits. These
limits are shown as lines in most charts or colored bars in the speedometer chart, and can be used as
references to see which scores are outside of your acceptable ranges. Depending on the scores, each
chart might use a different scale. When compared, the different scales might present misleading
results, such as differences that look greater than they actually are. You can specify each chart use the
same scale, which ensures the scores can always be compared using the same frame of reference.
The scorecard must be calculated to see information in the charts.

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Display scorecard data in a chart
 Chart types
The charts you might see are described in the following table.

Chart type Description and Example

Speedometers by Displays the actual value or score for each metric as a speedometer, with lower values on the left and
Metric higher values on the right.
If the scorecard uses targets and calculates scores, the Warning and Critical ranges for each metric are
displayed as colored bands on the speedometer.

Bar Charts by Displays each metric's results or scores in a bar chart, with one bar for each scenario in the scorecard.
Metric If the scorecard includes targets, the Warning and Critical ranges for each metric can be included as
lines in the chart.

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Chart type Description and Example

Bar Charts by Displays each metric's results or scores in a bar chart, by time period and scenario. Each bar represents
Metric Over the result or score for a scenario in a time period.
Time If the scorecard includes targets, the Warning and Critical ranges for each metric can be displayed as
lines in the chart.

Line Charts by Displays each metric's results or scores in a line chart, by time period and scenario.
Metric Over If the scorecard includes targets, the Warning and Critical ranges for each metric can be included as
Time additional lines in the chart.

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Display scorecard data in a chart
 Chart type Description and Example

Summary Bar Displays scores for every metric by scenario in one chart.
Chart by This type of chart can only display scores.
Scenario

Summary Bar Displays the scores for all metrics in all scenarios in one chart.
Chart by Metric Each score is displayed as a bar in the color that reflects its performance. A score in the Critical range is
displayed as a red bar, a score in the Warning range is displayed as a yellow bar, and a result that is on
track is displayed as a green bar.
This chart type can only display scores, and also includes the overall scores for each scenario.

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 View a scorecard chart
1. Ensure that the scorecard you are viewing is fully calculated.
2. Click the tab for the chart you want to view.

Modify a chart's style

1. On the scorecard toolbar, click Scorecard Settings .

2. Click the Charts tab.
3. In the chart list, click the chart you want to modify.
4. Click Chart Settings.
5. In the Chart Settings dialog box, in the Style list, click the style you want to apply to the chart.
6. If the chart shows scores, do either of the following:
l To hide or show the Warning and Critical limits on the chart, clear or select the Include
warning and critical limits checkbox.
l To use the same scale for every metric, select the Use same scale for all metric scores
checkbox.

Tip: You can move your pointer over a style in the list to see a description of the style in a
tooltip.

Customize the colors used in a chart

The colors in the chart are applied to the metrics or scenarios in the chart. The order of the colors in the
Chart Settings dialog box shows the order in which colors are applied to the metrics or scenarios.

For example, color 1 in the above illustration is applied to the first metric or scenario in the chart. Each
successive color is applied to successive metrics or scenarios.

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Display scorecard data in a chart
 1. On the scorecard toolbar, click Scorecard Settings .
2. Click the Charts tab.
3. In the Chart colors area, for the color you want to modify, click the color in the Color column.
4. In the color picker, click the color you want to apply to the metric or scenario in the chart.
This color is applied to the metric or scenario, depending on the chart type, displayed in the
chart.
5. Repeat steps 3 and 4 for the other colors you want to modify.
6. Click OK.

Note: The colors that identify the target values or the Warning and Critical ranges in charts that
show scores cannot be modified.

Tip: You can change colors by dragging them up or down in the list.

Save a chart
1. In the scorecard, click the tab for the chart you want to save.
2. On the File menu, click Save Chart.
3. In the Save Chart dialog box, specify a location and name for the file you save the chart as.
4. Click Save.

Tip: You can also save a chart by right-clicking the chart and then clicking Save Chart.

Print a chart
1. In the scorecard, click the tab for the chart you want to print.
2. On the File menu, click Print.
3. In the Print dialog box, click Chart, and then click OK.

Tips:
l You can also print a chart by right-clicking the chart and then clicking Print Chart.
l For more information about printing, see "Printing reports" on page 420.

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 Using a target scorecard to make decisions
Target scorecards include the following elements to help you make business decisions:

Scorecard Description
element
Metrics Metrics that measure different performance aspects. Each metric links to detailed information.

Weights The weight of each metric impacts how the overall score of each scenario in the scorecard is calculated.

Targets The target for the metric. All of the metrics results in the scorecard are compared to the target, and a score
for the metric is calculated based on the target. The target can be the data from the first scenario in the
scorecard, data from the annual plan, or a specific metric target defined by the scorecard author.
When the scorecard author defines specific metric targets, they are defined for a specific set of data,
defined by a filter, site, and hierarchy (if applicable). If a metric target has not been defined for your current
data settings, (as determined by the site, filter, and hierarchy selections from the controls in the scorecard),
the target value is blank.

Score The score calculated for each metric in each scenario and an icon that identifies the range the metric score
falls into. There are three icons that you might see in a scorecard:
l : signifies that the metric results are on track
l : signifies that the metric results are in the warning range
l : signifies that the metric results are in the critical range

Overall score The overall score of all metrics for each scenario in the scorecard.

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Using a target scorecard to make decisions
 Notes:
l If the scorecard you are viewing includes a metric for which there is no target, the individual
score for that metric and the overall score cannot be calculated.
l If the scorecard is time-based and does not contain a target for one time period, the score
for that metric is not calculated.

Understanding scores in target scorecards

RapidResponse metrics can be configured so that metric results higher than the target are desirable or
that metric results lower than the target are desirable. For example, a metric that measures revenue is
configured so that results higher than the target are favorable, where a metric that measures inventory
is configured so that lower results are favorable.
RapidResponse calculates the score for metric results differently depending on how the metric is
configured. This ensures that scores accurately reflect the type of results that is desirable. It is
important to understand how these calculations affect the scores displayed in the scorecards you
review.
Metric results that exactly match the target receive scores of 100%. For targets other than zero, the
following table outlines how scores are calculated. For zero targets, see "Understanding scores for zero
value targets" on page 386.
Table 21.1:Calculating scores for non-zero targets
Desirable Formula
score

High 100(result/target)

Low 100(1 + ((target-result)/target))

Note: A metric result that is twice as high as the target (or higher) receives a score of 0%. Negative scores
are not possible. The maximum score, assigned to a metric result of zero, is 200%.

Consider the scorecard in the following illustration.

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The target for the Projected On-Time Work Orders metric is 50, and the metric is configured so that
higher results reflect desirable performance. The result for this metric in the Cancel Orders scenario is
28; RapidResponse generates a score of 56.0%.
The target for the Projected Late Work Orders metric is 50, and the metric is configured so that lower
results reflect desirable performance. The result for this metric in the Cancel Orders scenario is 49;
RapidResponse generates a score of 102.0%.
The fact that one metric has a score in the fifties and the other above 100% indicates that the Cancel
Orders scenario is under-performing in one area but excelling in another.

Understanding scores for zero value targets

Targets set to zero are handled differently than other target values. For a target of zero, a metric result
of zero scores 100%. Any result that surpasses the zero mark is assigned a score of 101%, while any
score not meeting the zero target is assigned a score of 0%.
Depending on whether the metric considers high or low values to be better, a result greater than zero
could have a score of either 0% or 101%. For example, you might have a target of zero for a late
customer order metric. This metric considers low values to be better, so a result greater than zero
would give a score of 0%.

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Using a target scorecard to make decisions
CHAPTER 22: Using hierarchies in reports
Filter and summarize data with hierarchies 391

You might have access to reports that use hierarchies to filter and summarize the data in workbooks,
dashboards, and scorecards. Each level of the hierarchy summarizes data from every level below it,
allowing you to view data at the level of detail you require.
For example, depending on the hierarchies you have available to you, you can use a hierarchy in a
worksheet to view for a part, product line, product family, region, division, or country. As outlined in
following illustration, a hierarchy might be divided into the following divisions.

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 Each level of the hierarchy summarizes data from the levels below it. Using the above example, each
division summarizes data for the product families in that division. Similarly, each product family
summarizes data for the product lines in that family, and so on. You can move from one level to
another to either see details about the values summarized at a high level, or see how values at a low
level are summarized at higher levels.

Applying a hierarchy
You can only apply a hierarchy to a workbook or scorecard that has been defined to include a hierarchy
panel as shown in the following illustration.

You can change the selected hierarchy level by clicking a new value in the hierarchy tree. In addition,
you can add and remove hierarchies from the panel. You can only add hierarchies that are compatible
with the filter you have selected.

Applying multiple hierarchies

If you have access to more than one hierarchy, you can apply multiple hierarchies to a report. The data
displayed in the report represents the data that is summarized by all of the active hierarchies. For
example, if you have one hierarchy representing product lines and another representing geography,
you can view data summarized for a product line at a specific location. Only data matching both the
selected product line and selected geographic location is displayed in the report.
When you add a second hierarchy, the options available in the second hierarchy are limited based on
your selection in the first hierarchy. If you add a third hierarchy, it is filtered based on your selections in
the first two, and so on. For example, if the first hierarchy represents geography and you use it to select
a region, a second hierarchy representing product lines would then only list product lines associated
with the selected region.

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 Note: By default, you can apply up to five hierarchies to a report. Your administrator can
increase this number, however applying more hierarchies can impact the report's performance.

Selecting multiple values in a hierarchy

You can select multiple values in a hierarchy, including values in different levels of the hierarchy, if none
of the worksheets contains a hierarchy column. See "Hierarchy columns in workbooks" on page 390 The
values you select can be adjacent (SHIFT + click) or non-contiguous (CTRL + click). However, if you have
selected a high-level value, you cannot select a value underneath that value, because that value is
included in the high-level value. For example, if you have a product hierarchy with a level named
Portables and a value PDVD-1053 under it, you cannot select both Portables and PDVD-1053.

Hierarchies in dashboards
Hierarchies in dashboards are applied to one or more widgets from the Data Settings pane.

Hierarchy columns in workbooks

Some worksheets can display columns based on the values you select in a hierarchy. Depending on how
the workbook was created, you might see only one column for a hierarchy, multiple columns for one

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 hierarchy, one column for every hierarchy you add, or multiple columns for every hierarchy you add. An
example of a worksheet with a hierarchy column is shown in the following illustration.

The header shown for a hierarchy column is based on the hierarchy name and the level name specified
by the hierarchy author. In this example, the selected value is in the Supplier Group level of the
Supplier hierarchy. If multiple columns are added for the hierarchy selection, the hierarchy name acts
as a spanning header, as shown in the following illustration.

Filter and summarize data with hierarchies

Select a hierarchy in a workbook or scorecard
l In the hierarchy panel, in the hierarchy list, click a hierarchy.

Tips:
l You can also select hierarchies by clicking Data Settings , Hierarchy Settings, and then
selecting the desired hierarchies.

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 l You can also create a shortcut to open a workbook with hierarchies already applied to it. for
more information, see "Create a shortcut to display workbook data" on page 138.

Select a hierarchy in a widget

1. In the Data Settings pane, click Select in the Hierarchies section.
2. In the Hierarchy Settings dialog box, select a hierarchy from the drop down list.

View data for a hierarchy level

1. In the hierarchy panel or Hierarchy Settings dialog box, click the or symbol beside a
hierarchy level to expand or collapse the values in that level.
2. Click a value in the hierarchy.
3. If you want to select more values in the hierarchy, do one of the following:
l To select non-contiguous values, hold CTRL, and then click the values you want to select.
l To select a group of adjacent values, click the first value, hold SHIFT, and then click the last
value you want to select.
l To add the next value in the hierarchy to the selected values, hold SHIFT, and then press the
down arrow.

Note: When you select a value or values in the hierarchy, the workbook, dashboard, or
scorecard automatically updates with data for the selected value or values.

Add a hierarchy to the panel in a workbook or scorecard

1. In the hierarchy panel, click Add Hierarchy.
2. In the hierarchy list, click a hierarchy.

Remove a hierarchy from the panel in a workbook or scorecard

l In the hierarchy panel, click beside the hierarchy you want to remove.

Note: You cannot remove the hierarchy panel.

Resize the hierarchy panel in a workbook or scorecard

l Drag the right border of the hierarchy panel left or right.

Note: You cannot remove the hierarchy panel.

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CHAPTER 23: Scheduling reports
About automatically generating reports 395
Create a scheduled report 396
Sending customized reports 397
Specify report settings 400
Specify how a report is delivered 402
Specify information included with a report 404
Test a report 406

You can receive regularly scheduled reports, containing selected information from RapidResponse
worksheets or scorecards. For example, you could receive a financial update for your division every
Monday. Scheduled reports can be delivered by email, in RapidResponse Message Center, or both,
depending on how your account is configured. Reports can also be posted to a website, or stored in a
file.
The contents of the reports, when they are sent, and where they are sent are defined using alerts.
You can create customized reports to deliver different data to different recipients. For example, you
might create a report that provides updated information to your suppliers every week, but only sends
information to each supplier that pertains to that supplier. For more information, see "Sending
customized reports" on page 397.

Before creating a report

Depending on the information you want to include in a report and on how the report is delivered, you
might have to complete the following preparatory steps:

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 l Ensure that you have access to the workbook, worksheet, scenario, filter and site filter used to
generate the report content. Contact your RapidResponse administrator or the person
responsible for creating RapidResponse resources if you don't have access.
l If the worksheet contains columns that you do not want to include in the report, you can open
the worksheet and hide them. For more information, see "Hide worksheet columns" on page 167.

About automatically generating reports

You can automatically export data from RapidResponse into comprehensive reports in various formats
and deliver the reports to key contacts at regularly scheduled intervals.
To automatically create and deliver a report, you must create an alert, which defines the content and
format of the report, the report's recipients, and the schedule upon which the report is generated and
delivered. For more information, see "Attach a report to an alert message" on page 741.
A report generated by an alert can include the same information as any worksheet or scorecard you
can view in RapidResponse, because when you create the report you choose the following elements to
define the content:
l Workbook and worksheet, or scorecard
l Scenario
l Filter
l Site or site filter
l Other workbook data controls

When the alert's condition is met, data is extracted from the RapidResponse database, compiled into a
file, and delivered to users. The report file can be sent through RapidResponse Message Center, and
can be exported to a network file location or posted to a Web site. The report can be delivered by email
if your RapidResponse administrator has enabled file attachments.
You can also configure RapidResponse so that a custom report is generated for each recipient. For
example, you can provide suppliers with reports that include information about their parts only. For
information about resources required for generating custom reports, see "Sending customized reports"
on page 397.
After the initial setup, you can rely on RapidResponse to automatically generate and deliver the reports
without any maintenance. At any time, you can change when the report is created, the delivery
method, the information that is exported, and the report recipients.

Notes:
l Reports generated from crosstab worksheets that return more than 100,000 records cause
the alert generating them to fail.
l If the report content is defined by a worksheet, hidden columns are not included, and if you
have reordered the columns in the worksheet, the column order that you specified is used.

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Create a scheduled report
Before creating a report, ensure that you performed the appropriate preparation tasks (see "Scheduling
reports" on page 394 for more information). To generate a report on a schedule, you must have an
alert that checks for a condition at scheduled intervals.
The report is created using the worksheet or scorecard that the alert monitors, using the data settings
specified in the alert. If you are creating a report without a worksheet or scorecard open, you must
specify the resources to use. For more information, see "Create an alert to monitor worksheet data" on
page 719 and "Create an alert to monitor scorecard data" on page 726.

Create an alert to generate a report for a worksheet

1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click a workbook, and then select the worksheet you want to monitor.
3. Select the scenario that contains the data you want to monitor, the filter, the site, and the search
criteria to define the data that appears in the report. For more information, see "Search for
specific data" on page 230.
4. On the File menu, point to New, then Alert and click Monitor Worksheet.
You can also click New Resource on the RapidResponse toolbar.
5. In the Name box, enter a descriptive name for the alert.
6. In the Author notes box, enter a summary of what the alert monitors.
7. In the Alert is area, click Off.
8. Click the Condition tab.
9. In the Condition area, click one of the following:
l Alert if this worksheet contains any data: creates a report only if the worksheet contains
data that matches your search criteria.
l Always alert (even if the worksheet is empty): creates a report even if there is no data to
display. This option should be used if you want to receive regular updates.
l Only if the number of records in the worksheet: creates a report when the specified number
of records are in the worksheet.
10. Click the Report tab.
11. To generate a report, select at least one of the following:
l the Attach report to notification message checkbox (you must also select the Deliver
notification message checkbox on the Notify tab).

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Create a scheduled report
 l the Export to file checkbox.
l the Post to Web site checkbox.
12. Select how the report is delivered. For more information, see "Specify how a report is delivered"
on page 402.

Create an alert to generate a report for a scorecard

1. In the Explorer, ensure that scorecards are shown. You can do this by selecting Reports.

2. Double-click the scorecard you want to monitor.

3. Select a filter and site to narrow your search.
4. Click a cell under the scenario you want to monitor.
l If the scenario you want is not in the scorecard, you can add it. For more information, see "
Specify scorecard viewing options " on page 371.
5. On the File menu, point to New, then Alert and click Monitor Scorecard.
You can also click New Resource on the RapidResponse toolbar.
6. In the Name box, type a descriptive name for the alert.
7. In the Author notes box, enter a summary of what the alert monitors.
8. Click the Condition tab.
9. In the Condition area, click Always alert.
10. Click the Report tab.
11. Select at least one of the following:
l the Attach report to notification message checkbox (you must also select the Deliver
notification message checkbox on the Notify tab).
l the Export to file checkbox.
l the Post to Web site checkbox.
12. Select how the report is delivered. For more information, see "Specify how a report is delivered"
on page 402.

Sending customized reports

Typically, when scheduled reports are sent, the credentials and identity of the alert author are used to
determine the data displayed in the report, and the same report is sent to every recipient. In some
cases, however, you might want to create a scheduled report where each recipient sees a different of
the report, customized for them.

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In these cases, you can select a group to receive customized reports. The report that each group
member receives is customized based on filtering in the worksheet that uses the $User system
variable or a profile variable. Generally, it will be necessary to author a worksheet that uses the variable
with this purpose in mind. When a customized report is sent, the $User variable and profile variables
are interpreted based on the user who is receiving the report, rather than the alert owner. For
information about authoring, including the use of $User and profile variables in queries, see the
RapidResponse Resource Authoring Guide (Java client).
Examples of ways to use customized reports include:
l Sending users reports with data about parts, orders, or customers that they are responsible for.
See "Example: Using responsibility to send customized reports" on page 399.
l Using profile variables to send customized reports to different suppliers or sales representatives in
different regions. See "Example: Using profile variables to send customized reports" on page 400.

The examples are discussed in more detail in the following sections. These examples assume some
knowledge of resource authoring procedures that are documented in the RapidResponse Resource
Authoring Guide (Java client).

Caution: When an alert sends a customized report, the workbook query runs once for each user
in the group. This means that alert performance depends on both the time it takes to run the
query once and on the size of the group. If the group has a large number of members (or will
have a large number of members added in the future) sending a customized report can cause
performance issues. This is particularly true if the worksheet query takes a long time to run. For
example, if you send a customized report with a query that takes 5 minutes to run to 15 users,
the alert will use over an hour of processor time to run.

Notes:
l If you just want to send an identical report to all of the users in a group, specify the group as
a recipient on the Notify tab of the alert's properties instead of sending customized reports.
(See "Attach a report to an alert message" on page 741.) This way, the query only runs once.
l RapidResponse administrators can create groups and edit group membership. See the
RapidResponse Administration Guide.
l When sending custom reports to recipients, they receive data for the site or site filter you
define in the report rather than the sites to which they have permissions.

Send custom reports to members of a group

1. While creating a new alert or editing an existing alert, on the General tab, click Advanced.
2. Under Customized reports, select Deliver customized reports to members of group. Then, from
the drop-down list, select the group whose members should receive reports.

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Sending customized reports
 Delivery options for customized reports
When you send customized reports to a group, the option to select recipients to notify when the alert
runs successfully is not available because the group membership list serves as the list of the recipients.
The option to export to a network location is not available either, because it makes more sense to
deliver the customized reports directly to the users they are intended for.
If you choose to deliver customized reports and post the report to a Web site, you must create a profile
variable to define the URL, including the user name and password required to access the server. For
more information, see the RapidResponse Resource Authoring Guide (Java client).

Example: Using responsibility to send customized reports

You could use an alert to send customized reports to users who are assigned responsibility for data
using a responsibility. For example, suppose you wanted to send a daily report to customer service
representative, listing late orders for customers that each one is responsible for. Before creating the
alert, you would need to do the following:
l Ensure that the customer service representatives who need to receive reports are all members of
one group.
l Create a responsibility that you can use to assign customers to customer service representatives.
Responsibilities can be authored so that users must belong to a specific group to be assigned
responsibility for data. If you're going to base customized reports on the responsibility, it's a good
idea to require that users belong to the group to be assigned responsibility, so that all responsible
users can receive reports.
l Assign responsibility for customers to the customer service representatives using the new
responsibility.
l Create a worksheet that displays a list of customer orders that includes a column that indicates
how many days late an order is. Apply a filter expression to the worksheet that uses the
RESPONSIBILITY function to limit the records displayed to those orders that are for customers that
the current user (determined using the $User system variable) is responsible for.

Then, after these requirements are in place, open the worksheet with the list of customer orders. Add a
worksheet column search to only show orders where the number of days late is greater than zero.
Create an alert based on the open worksheet that sends customized reports to the group that the
customer service representatives belong to.
If you only want customer service representatives to receive a report if there are late orders for
customers they are responsible for, on the Condition tab of the alert's properties, you could select the
option to only alert the user if the worksheet contains data. This way, representatives whose customers
don't have any late orders won't get a report.

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Example: Using profile variables to send customized reports
Suppose you might want to send a worksheet to a group of suppliers that informs them of parts you
require, including the quantities and the due dates. Each supplier needs only the information related to
his own parts. The following is required to ensure that a custom report can be sent to each supplier:
Ensure that a profile variable has been defined for each user who will be receiving the report. These
profile variables will be used in the worksheet filter expression of the worksheet used for the report.
l A worksheet that contains part, quantity and date information for supply orders. The worksheet
must use a profile variable to filter records so that each supplier sees only orders they are
responsible for. Contact the person in your company who creates workbooks for more
information.
l An Alert user account for every supplier. Each user account must include an email address for the
contact person who will be receiving reports. All of the suppliers must be members of one group.
For more information, contact your RapidResponse administrator.
l User profile variables for all the suppliers. The name of the user profile variable must match the
profile variable used in the worksheet. For information about creating profile variables for
suppliers, see the RapidResponse Administration Guide.

When these prerequisites have been met, you can send the report to this group of suppliers. When
RapidResponse generates the customized report, it finds the value for the profile variable for each user,
and includes in the report only the orders that match that SupplierID value.

Testing the customized reports

To test customized reports, ensure that a profile variable that uses the value for a target test user has
been defined for your user account. For example, to test a report that is being delivered to several
suppliers, it is recommended that you verify the report for one supplier. Contact the person responsible
for creating RapidResponse resources or your RapidResponse administrator for more information.

Specify report settings

After the alert has been created, you can create the report. The first step is to provide a file name, file
type, and encoding type for the report. If you are generating the report in Microsoft Excel format, you
can specify the worksheets to be included in the Microsoft Excel file
You can control the title of an HTML document or Tab-delimited text file. If you are generating the
report in HTML format, you can also specify a title for the report. If you do not specify a title, the file
name is used as the title.
You can choose to include a time stamp in the file name to indicate when the report was generated.
You might do this if, for example, you generate daily reports.

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Specify report settings
 1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Attach report to notification message checkbox.
3. In the File name box, type the name of the file.
4. If you want to add a time stamp to indicate when the report was generated, select the Append
time stamp to file name checkbox.
5. In the File type list, click one of the following file types:
l Adobe PDF (*.pdf): creates a PDF file which can be opened in a PDF viewer such as Adobe
Reader or Preview for Mac OS.
l HTML Document (*.html): creates an HTML file, which opens in a Web browser.
l Microsoft Excel Workbook (*.xlsx): creates a workbook that can be opened by any version of
Microsoft Excel since 2007.
l Tab Delimited (*.tab): creates a tab-delimited text file, which can be opened using any word
processor.
l XML Document (*.xml): creates an XML file which opens in a Web browser or text editor.
6. If you selected the HTML Document, XML Document, or Tab Delimited file type in step 5, then
in the Encoding list, click one of the following:
l ANSI (System Locale): plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode: a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multilingual
setting.
l Unicode (Big Endian): A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use
an x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8): an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that
will be used in a multi-lingual setting, and on different operating systems. It is also important
to use UTF-8 for files exported in XML format.
7. If you chose HTML Document (*.html) in the File Type list, in the Title box, type the name of the
report.
8. If you chose a Microsoft Excel Workbook type, in the Include list, click one of the following:
l Selected worksheet: The data in only the active worksheet is included in the report.
l All worksheets in the workbook: The data in every worksheet is included in the report.
l Workbook data using the report template: The data specified in the workbook's report
template is included in the report. This option is available only for alerts that monitor data in
a workbook that has a report template defined.

For more information about file types for reports, see "Specify how a report is delivered" on page 402.

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 Note: If you select Workbook data using the report template, report options such as including
column headers and hiding duplicate values are specified by the template. For more
information, see "Specify information included with a report " on page 404.

Specify how a report is delivered

When creating a report, you can specify how it is delivered to recipients. Reports are delivered through
RapidResponse Message Center and by email to those recipients who have not disabled email delivery,
but you can specify additional delivery methods such as:
l Exporting the report to a network file location.

Note: The Export report to file option is available only if your RapidResponse
administrator has defined one or more network file locations to which the file can be
exported.

l For On-Demand RapidResponse only, compressing the report file.

l Posting the report to a Web site using either the HTTP or the secure HTTPS protocols.
l Sending customized reports to a user group (see "Sending customized reports" on page 397).

An example of an alert that generates a Microsoft Excel report and exports a compressed version of
that report to a location is shown in the following.

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Specify how a report is delivered
 Export the report to a file
1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Export report to file checkbox.
3. In the File location list, click the file location to which you want to export the file.
4. If the report file is in tab-delimited text format, click one of the following:
l Replace: if a file with the same name exists, it is replaced with the new report.
l Append: if a file with the same name exists, the new report data is added to it.
All other file formats are always exported in Replace mode.
5. For On-Demand RapidResponse, if you want to compress the exported report file into a .zip file,
select the Compress file checkbox.
Reports larger than 5 GB are not compressed.

Note: In On-Demand RapidResponse systems, choosing Append or Replace produces

the same result, because the file is moved shortly after it is created. As a result, a file
with the same name is not present when the alert finishes and a new file is created.

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 Post the report to a Web site
1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Post report to Web site checkbox.
3. In the Address box, type the complete URL of the Web site. For example,
https://server01/postfile.
If the Web site uses authentication to control access, you must include your user name and
password, separated by a colon, at the beginning of the URL. For example, if the Web site is
https://server01/postfile, your user name is ID0023, and your password is snmjb, the URL you
enter must be https://ID0023:snmjb@server01/postfile.

Note: Before using the Post report to Web site feature, consult your RapidResponse
administrator to ensure your system is properly configured. Only On-Premises installations of
RapidResponse can be configured to allow posting reports to Web sites.

Send a customized report to a RapidResponse group

1. In the New Alert or Alert Properties dialog box, click the General tab.
2. Click Advanced.
3. Select the Deliver customized reports to members of user group checkbox.
4. In the list, click a group name.
5. Click OK.

Notes:
l Ensure you have followed the prerequisites for creating customized reports. For more
information, see "Sending customized reports" on page 397.
l If you choose to deliver customized reports to a group, you cannot specify other recipients
or export the report to a network file location.
l If you choose to deliver customized reports and post the report to a Web site, you must
create a profile variable to define the URL, including the user name and password required
to access the server. For more information, see the RapidResponse Resource Authoring
Guide (Java client).

Specify information included with a report

When generating a report, you can control several aspects of the report's presentation. You can hide
the column headers in HTML, XML, and tab-delimited text files, and specify how hidden duplicate
values are handled in the report if the RapidResponse worksheet hides duplicates.

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Specify information included with a report
 In addition, you can include information about the resources used to generate the report content, such
as the scenario and workbook. This allows your report recipients to know which resources they require
to view the data in RapidResponse.
You can also write an introduction for the report to tell the recipients what the report is about and
what specific data is being reported. If your report is in HTML format, you can also change the Web
browser window title.
If your report is in PDF format, the report's appearance matches your printed reports. For more
information, see "Customizing appearance of printed reports" on page 423.

Hide column headers in the report

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Clear the Include column headers checkbox.

Note: This option is available only for HTML, XML, and tab-delimited text files.

Specify how hidden duplicate values are included in the report

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. In the Format hidden duplicate data values list, click one of the following:
l Clear: The hidden duplicate values are not included in the report. The duplicate values are
not included in subtotals or grand totals.
l Hide: The hidden duplicate values are included in the report, but are hidden by making the
text color the same as the background color. The duplicate values are included in subtotals
and grand totals.
l Show: The duplicate values are not hidden, and are shown in the report.

Notes:
l The Hide option is available only for file formats that preserve the formatting of the
RapidResponse workbook, such as Microsoft Excel, PDF, and HTML files.
l The Show and Clear options are not available for PDF files.

Include resource information in HTML reports

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Click Options.
3. In the Options dialog box, select the Include resource information checkbox.

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 Include introductory notes in the report
1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Click Options.
3. In the Introductory notes text box, type an introduction for the report.

Notes:
l This option is available only for HTML and tab-delimited text files.
l If your report is in HTML format, the introductory notes can include HTML formatting and
hyperlinks.

Specify the title of the Web browser window for HTML reports
1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Click Options.
3. In the Web browser window title text box, type the text that you want to be displayed as the
title of the Web browser window when the report is opened.

Test a report
Before you schedule the alert and specify recipients, it is important to test the report settings. You
should verify the look and content of the report, especially if you are generating reports with content
specific to the recipients.
Depending on how you are delivering the report, do one of the following.

Verify a report
l Click the alert you created, and then on the Actions menu, click Run Now.
The condition is checked and the report is generated. After verifying that the report is generated
and delivered correctly, you can specify when the condition is checked and define the report
recipients. For more information, see "Schedule when an alert runs" on page 732 and "Send
notification messages when an alert completes" on page 735.

Verify a recipient-specific report

1. Click the Notify tab.
2. Click Select Names, and then specify yourself as the recipient of the report.
Ensure that any required profile variables are defined for your user account, using the values for
one of your target test users. For example, if you are testing a report that will be delivered to
several suppliers, you should verify the report for one supplier. To do so, you need a profile

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Test a report
 variable specified for your user account with the supplier's user values. For more information,
contact the person in your company who creates workbooks.
3. Click OK.
4. Click the alert you created, and then on the Actions menu, click Run Now.
After verifying that the report is generated and delivered correctly, you can specify when the
condition is checked and define the report recipients. For more information, see "Schedule when
an alert runs" on page 732 and "Send notification messages when an alert completes" on page
735.

Verify a report posted to a Web site or network file location

1. In the Explorer, select the alert.
2. On the Actions menu, click Run Now.
3. Verify that the report is delivered to the correct location and that the report content is as
expected.
After verifying that the report is generated and delivered correctly, you can specify when the
condition is checked. For more information, see "Schedule when an alert runs" on page 732.

Note: You might also be able to generate and test reports on a test system computer. For more
information, contact your RapidResponse administrator.

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CHAPTER 24: Exporting data
Export data to a Microsoft Excel file 410
Export data to a text file 414
Export data to a PDF file 416
Export data to an HTML file 416
Export data to an XML file 417
Copy and paste data 418

You can export data from a RapidResponse workbook for use in other programs. You can export data
from a single worksheet, or from all worksheets in a workbook. You can also use the procedures
outlined in this section to export data from an active scorecard. For more information about scorecards,
see "Viewing scorecard data " on page 364.

Available file formats

You can export data in the following file formats:
l A Microsoft Excel file, which opens in Microsoft Excel.
l A tab-delimited text file, which opens in any word processor or text editor.
l A PDF file which can be opened in a PDF viewer such as Adobe Reader or Preview for Mac OS.
l An HTML file, which opens in a Web browser.
l An XML file, which opens in a Web browser or word processor.

Depending on the file format you choose, different options are available to you. For example, Microsoft
Excel files support formatting, which can be saved when you export a workbook to Microsoft Excel. Text
files do not support formatting, so the formatting cannot be saved when you export a workbook to a
text file.

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 Exporting data that includes images
If you export data that includes images, such as a scorecard with targets or a worksheet with an icon
column, depending on the type of file you export to, the images might not be exported with the data.
For example, if you export a scorecard with targets to a Microsoft Excel file, the scenario score icons
are replaced with a text description of what the icon represents, such as "Critical" for values in the
critical range. You can export images to Adobe PDF files and HTML documents.

Exporting scaled values

If a column is formatted to display numbers as scaled values, the scaled values that you see in the
worksheet are exported, rather than the underlying raw values.

Exporting dates
When you export to Microsoft Excel, columns that contain dates can automatically use the regional
formats of any user that opens the report in Excel. This format is applied regardless of the date format
in the worksheet columns, and ensures the date is interpreted correctly by Excel users in any region.
Your RapidResponse administrator determines whether the regional format or the format defined in
the workbook is used for dates. See "Export data to a Microsoft Excel file" on page 410.

Handling of duplicate values

If you are exporting a RapidResponse worksheet that hides duplicate values, you can specify how the
values are handled when exporting. You can choose from the following options:
l Clear: The duplicate values are not exported. The cells that contained the duplicate values are
empty in the exported file. If you select this option, you cannot use the exported file to import
data into RapidResponse.
l Hide: The duplicate values are hidden by making the font color and background color the same.
The duplicate values are available for editing or reporting.
l Show: The duplicate values are visible.

The options available depend on the type of file you are exporting to. For example, you cannot hide
duplicate values if you are exporting to an XML file, but you can clear or show them. If you are
exporting to a PDF file, you cannot specify any of these options and the duplicate values are hidden. If a
worksheet column is not configured to hide duplicate values, any duplicate values in that column
appear in both the RapidResponse worksheet and in exported data, regardless of whether you choose
to clear, hide, or show duplicate values.

Column arrangement and exporting data

When you export data using a worksheet, the order in which the columns appear in the exported file
depends on the current order of columns in the worksheet. You can customize the order of columns in
the exported file by reordering the worksheet columns in RapidResponse before exporting the data. For
more information, see "Changing the order of worksheet columns" on page 169.

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If the worksheet you are exporting contains data you do not want to include in the report, you can hide
the columns that contain the data. For more information, see "Hide worksheet columns" on page 167.
If the worksheet contains columns that are hidden or shown according to selections in the Data Settings
dialog box, these columns are always included in the exported data, regardless of whether they are
hidden.

Caution: Some business process might require columns in the exported data to appear in the
default order, and these processes fail or produce unexpected results if you change the order of
the columns or hide columns.

Export data to a Microsoft Excel file

You can export data from a workbook to a Microsoft Excel file. When exporting data to a Microsoft
Excel file, you can choose whether column headers are exported with the data. Column formatting,
such as font color and column width, can be exported with the data. You can choose to export a single
worksheet, every worksheet in a workbook, or a set of data defined by a report template.
A report template can be created by the workbook's author, and can be used to export data into a
specially-formatted Microsoft Excel file that can include data from multiple worksheets, graphics,
charts, customized worksheet names, and so on. The report template specifies which RapidResponse
worksheets are exported, also specifies some of the exporting options, such as whether to include
column headers or how to format hidden duplicate values. The workbook's author can specify that only
the report template is used to export data from the workbook. In this case, you cannot modify any of
the exporting options when you export the data.
If you export an entire workbook, any worksheets that cannot open because of errors are not exported.
In this case, you can choose to export the valid worksheets, or cancel the export. If you see worksheets
with errors, contact your RapidResponse administrator.
You can also import data from a Microsoft Excel file. For more information, see "Importing data" on
page 478.
Microsoft Excel can use the Microsoft Windows regional settings to interpret dates exported from
RapidResponse. Depending on how your RapidResponse administrator has configured the export, either
the date formats used in the exported worksheet are used in the Excel export, or the date columns in
the worksheet are automatically exported using regional encoding. The regional format ensures the
date is interpreted correctly regardless of the regional format applied to them. Because of this format
override, you can create and export worksheets using dates in any format. See "Specify formats for
dates, times, numbers, and currencies" on page 91.
For example, the following illustration shows two columns with different date formats applied.

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Export data to a Microsoft Excel file
 If you export this data to Excel using the regional formatting, a user in the United States sees the dates
in the following format.

Hidden duplicate values

If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the Microsoft Excel
file, and is applied to every worksheet you export. For example, if you want to hide the duplicate values
but include them in the Microsoft Excel file for editing or reporting, you can hide the values. If you want
to hide the duplicate values and not include them in the Microsoft Excel file, you can clear the values.
You can also override the worksheet's setting by showing the duplicate values in the Microsoft Excel
file.
If you clear the duplicate values, subtotal and grand total rows will have different results in
RapidResponse and Microsoft Excel. In addition, if you clear duplicate values, you cannot use the
Microsoft Excel file to import data.

Microsoft Excel row limit

The worksheets must not contain more records than Microsoft Excel can display in a worksheet
(1,048,576 rows).

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Exporting data that can be imported
Your RapidResponse administrator might have provided you with workbooks that you can export data
from, and that are intended for another person to import that data. This type of workbook usually
contains crosstab worksheets, which are exported to Microsoft Excel and then sent to customers or
suppliers to be updated.
For importing data to scenarios, when another user imports the data, any existing records that match
the workbook controls you specified might be deleted. In this case, you must be careful with the site
you select in the workbook. If you use the All Sites site filter and you have access to fewer sites than the
person that imports the data, records can be deleted from every site that user has access to. However,
because only the data for sites you have access to is exported, that user can lose data.
If you are exporting data that another user will import, you should not use All Sites. You should use a
more specific site filter, or export each site's data individually. This ensures that only the sites you have
exported data for are affected by the import.
For more information about the data that can be imported and configuring the import data, see
"Worksheets for importing data from a Microsoft Excel file" on page 504 and "Settings worksheets for
importing data" on page 510.
If you are importing into a workbook, any records in the import file that do not match the worksheet's
filter and hierarchy settings are skipped, and reported in the import error summary. To ensure records
can be imported, you must export and import with the same filter and hierarchy settings.

Example of a report created by a report template

An example of a report created by exporting a workbook with a report template is shown in the
following illustration.

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Export data to a Microsoft Excel file
 Exporting money data
Your RapidResponse system might support more than one currency. When you export data that
contains money values, the value displayed in the column is saved in the exported data. The currency
used to display the data in each column is saved in the Microsoft Excel file, as described in "View the
currency used in a column" on page 486.
If you intend to use the exported Microsoft Excel file to import data back into RapidResponse or into a
different RapidResponse installation, the worksheet that the data is imported into must use the same
currency as the data in the Microsoft Excel file. For more information, see "Import data from a
Microsoft Excel file into a workbook" on page 482.

Export data to a Microsoft Excel file

1. On the Data menu, click Export Data.
2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click Microsoft Excel Workbook (*.xlsx).
5. In the Export area, click one of the following:
l Active worksheet: exports data displayed in the active worksheet.
l All worksheets in workbook: exports data displayed in each worksheet in the active
workbook. Each worksheet in the workbook corresponds to a worksheet in the Microsoft
Excel file.
l Workbook data using the report template: exports data in worksheets as specified in the
report template. Selecting this option automatically sets the other exporting options.
6. To include the worksheet's column headers in the Microsoft Excel file, select the Include column
headers checkbox.
7. To include the worksheet's formatting in the Microsoft Excel file, select the Include formatting
checkbox.
8. In the Format hidden duplicate data values list, click Clear, Hide, or Show.
For more information about these options, see "Exporting data" on page 408.
9. If you want to use the exported file to import data to a scenario, select the Configure the
exported file for importing into a scenario checkbox.
10. Click Save.
11. If you are exporting the entire workbook and some worksheets cannot be exported, do one of
the following:

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 l To export the valid worksheets, click Yes.
l To cancel the export, click No.
12. Once the file is saved, you are given the option to open the file or the folder where the file is
saved. If you do not want to do either, click Cancel.

Notes:
l If a RapidResponse worksheet's name is longer than 32 characters, the corresponding
Microsoft Excel worksheet name is shortened to 32 characters.
l You can export data to a Microsoft Excel file format if you do not have Microsoft Excel
installed on your computer.
l RapidResponse supports exporting data to Excel workbooks in the .XLSX format. This format
is supported in all versions of Microsoft Excel from 2007 and onward (available in both
Microsoft Office and Office 365/Microsoft 365).
l Numerical data exported to Microsoft Excel always uses the period character (.) as a decimal
separator. If you use a number format with a different separator, you can modify the format
in the Microsoft Excel file after the export is complete.
l When you modify the data in Microsoft Excel and save it, some of the formatting can
become corrupted. For example, double quote characters ("s) are added to certain cells. If
you are having problems importing data that was exported and edited in Microsoft Excel
into RapidResponse, you can use a text editor to modify the data to avoid any formatting
issues.
l When exporting data from a worksheet that uses scaled numbers, the scaled values
displayed in the worksheet will be exported instead of the actual values. For more
information, see "Understanding how numeric values are displayed" on page 190.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to a text file

You can export worksheet data to a text file, which opens in any word processor. When exporting data
to a text file, you can choose whether column headers are exported with the data. Column formatting,
such as font color and column width, cannot be exported with the data. For example, if you use red to
signify negative values, this will not be reflected in the exported data.
If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the text file. For
example, if you want to hide the duplicate values and not include them in the text file, you can clear the
values. You can also override the worksheet's setting by showing the duplicate values in the text file.
If you clear the duplicate values, they are not exported, and you will be unable to use the text file to
import data.

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Export data to a text file
 If you have applied a worksheet search to limit the number of records shown in the worksheet, the
search conditions are not displayed in the text file when you export the data.
You can also import data from a text file. For more information, see "Import data from a text file" on
page 480.

1. On the Data menu, click Export Data.

2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file or accept the default.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click Tab-Delimited Text (*.tab).
5. Optionally, in the Encoding list, click one of the following:
l ANSI (System Locale): plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode: a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multi-lingual
setting.
l Unicode (Big Endian): A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use
an x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8): an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that
will be used in a multi-lingual setting, and on different operating systems. It is also important
to use UTF-8 for files exported in XML format.
6. To include column headers in the text file, select the Include column headers checkbox.
7. In the Format hidden duplicate data values list, click Clear or Show.
For more information these options, see "Exporting data" on page 408.
8. Click Save.
9. Once the file is saved, you are given the option to open the file or the folder where the file is
saved. If you do not want to do either, click Cancel.

Notes:
l The text file uses the regional encoding settings of the computer hosting RapidResponse.
For more information, contact your RapidResponse administrator.
l Exporting very large data sets as .tab files using this method is not recommended, and might
produce unexpected results. You can create an alert with a report to reliably export data to
large (1 GB or greater) text files. For more information, see "Create an alert to monitor
worksheet data" on page 719.

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 Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to a PDF file

You can export a worksheet's data to a Portable Document Format (PDF) file. PDF files can be opened in
a PDF viewer such as Adobe Reader or Preview for Mac OS. This type of file can be distributed to people
who do not use RapidResponse.
When exporting data to a PDF file, the active worksheet is exported with all column headers and
formatting.
Any worksheet searches you have applied are exported with the PDF file.

1. On the Data menu, click Export Data.

2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click Adobe PDF File (*.pdf).
5. Click Save.
6. Once the file is saved, you are given the option to open the file or the folder where the file is
saved. If you do not want to do either, click Cancel.

Note: Data in an PDF file can be modified using PDF editing or authoring software such as
Adobe Acrobat.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to an HTML file

You can export a worksheet's data to an HTML document, which opens in a Web browser. When
exporting data to an HTML document, the active worksheet is exported with all column headers. The
exported file can be uploaded to a Web site.
If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the HTML file. For
example, if you want to hide the duplicate values but include them in the HTML file for editing or
reporting, you can hide the values. If you want to hide the duplicate values and not include them in the
HTML file, you can clear the values. You can also override the worksheet's setting by showing the
duplicate values in the HTML file.

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Export data to a PDF file
 1. On the Data menu, click Export Data.
2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click HTML Document (*.html).
5. Optionally, in the Encoding list, click one of the following:
l ANSI (System Locale): plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode: a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multi-lingual
setting.
l Unicode (Big Endian): A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use
an x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8): an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that
will be used in a multi-lingual setting, and on different operating systems. It is also important
to use UTF-8 for files exported in XML format.
6. In the Format hidden duplicate data values list, click Clear, Hide, or Show.
For more information these options, see "Exporting data" on page 408.
7. Click Save.
8. Once the file is saved, you are given the option to open the file or the folder where the file is
saved. If you do not want to do either, click Cancel.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Export data to an XML file

You can export a worksheet's data to an XML file, which opens in a Web browser or word processor.
When exporting to an XML file, the active worksheet is exported with all column headers. The exported
file can be uploaded to a Web site or used to generate a report.
If you are exporting worksheets that hide duplicate values, you must specify how these values are
exported. The option you select depends on how you want the data to be used in the XML file. For
example, if you want to hide the duplicate values and not include them in the XML file, you can clear
the values. You can also override the worksheet's setting by showing the duplicate values in the XML
file.

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 1. On the Data menu, click Export Data.
2. In the Export Data dialog box, specify the location to save the file.
3. In the File name box, type a name for the file.
The file name cannot contain more than 217 characters, and cannot contain any of the following
characters: \ / : * ? < > |
4. In the Files of type list, click XML Document (*.xml).
5. Optionally, in the Encoding list, click one of the following:
l ANSI (System Locale): plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode: a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multi-lingual
setting.
l Unicode (Big Endian): A sequence of bytes is stored with the most significant value first (a
word is stored big-end first). This format is usually supported on computers that do not use
an x86 CPU (Intel and AMD) such as the older generation Macintosh computers which used a
Motorola CPU.
l Unicode (UTF-8): an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that
will be used in a multi-lingual setting, and on different operating systems. It is also important
to use UTF-8 for files exported in XML format.
6. In the Format hidden duplicate data values list, click Clear or Show.
For more information these options, see "Exporting data" on page 408.
7. Click Save.
8. Once the file is saved, you are given the option to open the file or the folder where the file is
saved. If you do not want to do either, click Cancel.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Copy and paste data

You can copy data from a RapidResponse worksheet and paste it into another application. For example,
you could copy records and paste them into a Microsoft Excel file, or copy a list of part names and paste
them into an email message.
When you copy numeric data (including money values), the raw values are copied to the Clipboard. For
example, if a cell displays 39 but has been rounded from 38.7 then the clipboard holds the raw value of
38.7 when copied. This is similar to what happens with scaled data. Assume a cell holds a value of 9 but
it represents 9000 (it has been scaled by a thousand). When this cell is copied to the Clipboard, the
clipboard will hold the value of 9000. Percentage values are an exception to this rule. For more
information, see "Copying percent values" on page 457.

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Copy and paste data
 When you paste a cell's data into another application (other than RapidResponse), the actual (raw or
unscaled) values are pasted instead of the formatted value. For example, if you copied the cell that held
$39, it would be pasted into Microsoft Word or Microsoft Excel as 38.7 without the currency symbol
(this value is based on the previous example).
When you paste a cell's data in RapidResponse, the value is displayed using the number formatting of
the cell where it was pasted.
For more information, see "Understanding how numeric values are displayed" on page 190.

Copy data
1. Select the worksheet cell or cells to copy. If you select data by clicking and dragging along the
row numbers, the row numbers are also copied.
2. On the Edit menu, click Copy.

Notes:
l Data formatting, such as color, is not copied.
l The maximum number of worksheet rows you can copy at one time is 500. If you copy more
than the maximum number of rows allowed, export the data. For more information about
exporting data, see "Export data to a text file" on page 414.

Tip: You can also copy data by clicking Copy on the toolbar or pressing CTRL+C (or
Command + C if you are using Mac OS).

Paste data
l Open another application, and paste the data by pressing CTRL+V (or Command + V if you are
using Mac OS).

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CHAPTER 25: Printing reports
Before you print 421
Print worksheet data 421
Print scorecard data 422
Copy and print dashboard widgets 422
Save a report as a PDF file 423
Customizing appearance of printed reports 423
Set headers and footers for printed reports 425

You can print reports from RapidResponse worksheets and scorecards. Printed reports are helpful when
reviewing large amounts of data, and can also be used as part of a presentation. RapidResponse prints
reports as PDF documents that open in your default PDF viewer. For example, Adobe Reader or Preview
for Mac OS.
By default, you can print a maximum of 200 pages per report, however, your RapidResponse
administrator might have modified the limit. If your printed report exceeds the maximum limit, you are
notified on the first page of the report. If this occurs, use a different filter or search to reduce the
content of the report.
You can also print messages that you have received in Message Center. For more information, see "Print
a message" on page 557.

Asian characters
To print reports that include Asian characters, download an Asian font pack for Adobe Reader if you are
not using an Asian version of Microsoft Windows. You might also need to contact your RapidResponse
administrator to ensure the printing of Asian characters is properly set up.

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 Saving reports
As part of the printing process, RapidResponse generates a PDF file. If you want to send this file by
email, you must first save it and then attach it to an email message.

Before you print

The following table provides suggestions on what to do before printing a report. You can also hide
columns that you do not want to include in printed reports. For example, you might not want to print
columns that contain confidential financial data. For more information, see "Hide worksheet columns"
on page 167.

Before you print For more information, see

Adjust the worksheet column widths on screen. Make columns that have a lot of "Set worksheet viewing options" on
blank space narrower, or widen columns that do not display all of the data. page 163.

Set up the page layout: "Set page orientation and paper size" on
l Set page orientation. Print worksheets with fewer columns vertically page 424 and "Define page margins" on
on a page (portrait), and worksheets with many columns horizontally page 424.
on a page (landscape).
l Choose a paper size.
l Set page margins.

Adjust how much information is printed on a page. "Adjust the amount of information
printed on a page" on page 425.

Customize the appearance of the report. "Customizing appearance of printed

reports" on page 423.

Include information about resources, such as scenarios and filters on the printed "Include data settings in printed
report. reports" on page 424.

Add or modify headers and footers. "Set headers and footers for printed
reports" on page 425.

Print worksheet data

1. If you want to print specific rows, select them on the worksheet.
2. On the File menu, click Print.
3. In the Print dialog box, click one of the options.
4. Click OK.

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 5. The worksheet data is opened in your default PDF viewer. For example, Adobe Reader or
Preview for Mac OS.
6. Use the printing tools in your PDF viewer to the print the data.

Notes:
l A page break might occur after each subtotal row if you are printing a worksheet that
contains subtotal rows. This setting is specified by the worksheet author.
l If you select Worksheet help or Workbook help, the help is displayed as an HTML
document.

Tip: You can also print all the rows in a worksheet by clicking Quick Print on the
RapidResponse toolbar.

Print scorecard data

1. When working in a scorecard, on the File menu, click Print.
2. If the scorecard help is visible, in the Print dialog box, click one of the options.
3. Click OK.
4. The scorecard data is opened in your default PDF viewer. For example, Adobe Reader or Preview
for Mac OS.
5. Use the printing tools in your PDF viewer to the print the data.

Notes:
l For information about printing the details of a metric included in a scorecard, see "Print
worksheet data" on page 421.
l If you select Scorecard help, the help is displayed as an HTML document.

Copy and print dashboard widgets

You can copy and print dashboard widgets for use in other documents, presentations, or Web pages.
You can only perform these functions at the widget level; you cannot copy or print an entire dashboard.
Depending on the widget type, the procedure for copying and printing differs. For chart widgets, the
procedures are the same as for charts that are displayed in worksheets. You can also save a chart
widget. For more information, see " Copy, print, and save a chart" on page 255.
For worksheet widgets, the printing and copying procedures are the same as for worksheets. For more
information, see "Print worksheet data" on page 421 and "Copy and paste data" on page 418.
Text widgets can only be printed.

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Print scorecard data
 Copy a chart widget
1. Select the widget in the dashboard.
2. On the Edit menu, click Copy Chart.

Tip: You can also copy a chart widget by right-clicking on the widget itself and then clicking
Copy Chart.

Print a widget
1. Select the widget in the dashboard.
2. On the File menu, click Print.
3. In the Print dialog box, select print options.
4. Click OK.

Note: You cannot print an entire dashboard from the RapidResponse menu. To create a screen
capture for use in another application, press PRINT SCREEN to copy the entire screen, or
ALT+PRINT SCREEN to copy the active window.

Tip: You can also print a widget by clicking Quick Print on the RapidResponse toolbar or right-
clicking on the widget itself and then clicking Print.

Save a report as a PDF file

1. Print the worksheet data you want to save as the PDF file.
RapidResponse prints reports as PDF documents that open in your default PDF viewer. For
example, Adobe Reader or Preview for Mac OS.
2. In the PDF viewer application, specify a location where you want to save the PDF file.

Customizing appearance of printed reports

Your RapidResponse administrator, or the author of the worksheets and scorecards to which you have
access, likely configured their printed layout. If these settings do not meet your needs, you can change
them by setting page layout, customizing the report appearance, and including information about
selected resources on the report.
You can also set headers and footers for printed reports. If standard headers and footers are defined
for your organization, any printed reports from a shared worksheet or scorecard use the standard

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headers and footers to ensure consistency of printed reports across your organization. For more
information about headers and footers, see "Set headers and footers for printed reports" on page 425.
The print options you select are saved with the worksheet or scorecard until the next time you change
them.

Access Print Setup options

l When working in a worksheet or scorecard, on the File menu, click Print Setup.

Specify whether gridlines and row numbers are printed.

1. In the Print Setup dialog box, click the Options tab.
2. Select any options you want.

Note: You cannot print row numbers when printing a scorecard or a crosstab worksheet.

Set page orientation and paper size

1. In the Print Setup dialog box, click the Page tab.
2. In the Orientation section, click Portrait or Landscape.
3. From the Paper size list, select a paper size.

Define page margins

1. In the Print Setup dialog box, click the Page tab.
2. In the Margins area, specify the options you want.

Note: The margin unit setting you select applies to all of your worksheets and scorecards. For
example, if you select Inches, the margins for reports printed from all of your worksheets and
scorecards are calculated in inches.

Include data settings in printed reports

You can include the active data settings in a worksheet or scorecard, for example, the scenario and
filter, in a printed report. For information about the resources that you might be able to select when
viewing a worksheet, see "Display data in a worksheet" on page 183. For information about scorecards,
see "Viewing scorecard data " on page 364.

1. In the Print Setup dialog box, click the Options tab.

2. In the Data settings area, select the Include data settings checkbox.

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Customizing appearance of printed reports
 3. In the Print data settings on section, click one of the following:
l All pages
l First page only

Note: If the header or footer definition for the printed report includes information about
resources, the resource information is duplicated on the printed report.

Adjust the amount of information printed on a page

You can adjust the amount of information printed on a page by scaling the printed document. You
might want to scale the document if your worksheet is too wide to be printed on one page, or if you
want to enlarge the output to make it easier to read.
The scaling of the report can be affected by the other page layout options. For example, if you adjust
the document to print one page wide using a portrait orientation, the columns are reduced more than
on a landscape orientation, thus making the document harder to read. Always consider the page layout
options when scaling the document.

1. In the Print Setup dialog box, click the Page tab,

2. In the Scaling section, click one of the following.
l Actual: Prints the data in the actual font size.
l Adjust to: Reduces or enlarges the printed information by the percentage value you specify.
l Adjust to fit on one page wide: Reduces or enlarges the printed information to fit onto one
page.

Note: The zoom controls on the status bar that are used to control the zoom level on
worksheet grids do not affect the appearance of printed reports.

Set headers and footers for printed reports

You can define the appearance and content of the headers and footers displayed in printed reports.
If your RapidResponse administrator standardized the appearance of headers and footers in all printed
reports from shared worksheets or scorecards, you can customize the headers and footers only when
printing private worksheets and scorecards. Shared worksheets and scorecards use the company-
standard headers and footers.
Any settings you create for worksheets and scorecards are stored, so that when your administrator
turns off the standardized headers and footers, your header and footer settings for shared workbooks
and scorecards are restored.

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When setting the header or footer, you can specify that certain information in the header or footer be
automatically generated during printing. For example, you can ensure that the active filter name display
in the header or footer. When you insert an AutoText item, the AutoText code displays in the box. It
consists of the text from the AutoText items list in square brackets, preceded by an ampersand (&), for
example, &[Filter]. The items available in the Auto Text list depend on whether you are printing a
worksheet or a scorecard summary.

AutoText items you can add

AutoText item Description

Company Name Your company's name.

Constraint The active constraint.

Data as of Date The date that data was last updated in RapidResponse.

Filter The active filter.

Filter: Private/Shared Indicates whether the active filter is private or shared.

Model The active model.

Page Number The number of the page in the report.

Part The selected part.

Pool The active inventory pool.

Print Date The date the report was printed.

Scenario The active scenario.

Scenario: Private/Shared Indicates whether the active scenario is private or shared.

Site(s) The active site or sites.

Time Zone Your time zone.

User ID Your user ID.

User Name Your name.

Work Center The active work center.

Workbook The active workbook.

Workbook: Private/Shared Indicates whether the active workbook is private or shared.

Worksheet The active worksheet.

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Set headers and footers for printed reports
 Set a header or footer
1. When working in a worksheet or scorecard, on the File menu, click Print Setup.
2. Click the Header/Footer tab.
3. In the Header or Footer section, click in the box where you want to insert text, and do any of the
following:
l To insert text that is automatically generated during printing, in the AutoText list, click the
item you want to insert, and then click Insert. AutoText can be combined with fixed text you
type.
l To insert fixed text, type the constant text you want.
Repeat this step for each header and footer section for which you want to specify content.
4. In the AutoText date format list, click a date format. This date format is applied to all AutoText
dates.

Edit the font of headers and footers

1. When working in a worksheet or scorecard, on the File menu, click Print Setup.
2. Click the Header/Footer tab.
3. Click inside one of the boxes where you specify header or footer content, and then click Edit

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 Font.
4. Set the font options, and then click OK.

Notes:
l The font is changed for the text in the individual box. To change the font for each header or
footer element, you must change the font in each box.
l If you click Cancel in the Print Setup dialog box, any changes made to the fonts are not
saved.

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Part 4: Editing data
l "Modifying data in workbooks" on page 432
l "Transferring inventory" on page 472
l "Importing data" on page 478
l "Worksheets for importing data from a Microsoft Excel file" on page 504
CHAPTER 26: Modifying data in workbooks
Delete records 434
Edit records 438
Edit dates, and dates and time 441
Edit records in a crosstab worksheet 444
Edit summarized records in hierarchies 447
Edit summarized records in average values 449
Edit records in percentage values 451
View and simulate currency conversion rates 453
Copy data between worksheets 455
Run workbook commands 458
Add a note 463
Undo data changes 463
Save data changes 464
Show disaggregation results after saving 464
Insert a record 465
Split a record 468

You can modify data in RapidResponse worksheets by editing or deleting existing records, or by inserting
new records. The data is actually modified in a scenario you can edit. All data edits should first be made
in a private scenario before those data changes are shared. See "Scenarios in RapidResponse" on page
20.
Your RapidResponse administrator specifies if you have permission to edit data. If you have scenario
editing permission, you can perform any of the procedures below in any worksheet you can access.
Modifying data in RapidResponse is different that in other spreadsheet or database applications.
Considerations unique to RapidResponse are outlined below.

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 Saving data changes in a worksheet
After editing or deleting records in a worksheet, the worksheet tab is marked with an asterisk (*) to
indicate that data has been changed and not yet saved.
Until you save those changes you cannot search for data in the worksheet and controls on the
workbook toolbar are unavailable.

Save your changes from the File menu or by clicking the Save icon on the RapidResponse toolbar. See
"Save data changes" on page 464.
The following lists additional information about saving data in a worksheet:
l When you insert a record, the new record is automatically saved and you do not need to save the
data changes.
l You can edit data in multiple worksheets and then save all of the changes. Each worksheet with
modified data is marked with an asterisk until the changes are saved.
l Some workbooks that process large amounts of data are set to manually refresh the worksheet
data. This means that after saving data in a worksheet, you have to refresh the data in the
workbook first to see the effect of those changes in other worksheets in the workbook. For more
information, see "Display most recent data" on page 195.
l After you modify data in a worksheet and save the changes, all other worksheets in the workbook
are automatically updated to reflect those data changes. Data changes in other open workbooks
are reflected after you switch focus to these workbooks.
l Saving data changes in some workbooks can start a process that modifies additional data in that
workbook or other workbooks, or in different scenarios. For more information, see "Run
workbook commands" on page 458.
l When you're editing aggregate values, you can view the resulting disaggregation totals when you
save your changes. See "Show disaggregation results after saving" on page 464.

Additional considerations
l You can only modify data in a private scenario or in a shared scenario that you have been
authorized to modify, providing that your administrator has also granted you permission to

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 manually edit data in shared scenarios.
l To run workbook commands, including commands triggered by a scheduled task or script, that
modify data in shared scenarios you must have permission to automatically edit data in shared
scenarios. Without this permission you can only run those commands in private scenarios.
l Modifying data in RapidResponse does not modify data in your enterprise data source.
l Some worksheets might automatically update calculated fields as you move to another row or cell
to cell in the worksheet.
l Data cannot be modified in worksheets that contain multi-scenario columns or in worksheets with
grouped columns unless the worksheet author has enabled a column to be editable.
l In some cases, data you modify might be a calculated value. When you modify a calculated value,
the underlying values are modified to produce a result close to, but not the same as, the value you
entered.
l Some workbooks display the aggregate average value of summarized detail records, as opposed
to the sum of detail record values. There are special considerations for editing average values. For
more information, see "Edit summarized records in average values" on page 449.
l Forms can be used to modify data in the RapidResponse database. For more information, see
"Using forms" on page 544.

Caution: Editing data in shared scenarios can overwrite changes from other users or affect
system performance. It is recommended that you make your data changes in a private scenario
and then commit to its shared parent scenario.

Note: Depending on how your administrator has configured warnings in your system, you may
see a warning when you start to edit data in a shared scenario

Delete records
When you delete a record, you are actually deleting all the information related to that record from the
active scenario. This has important implications on your data, because if you delete a record that is
referenced by a record in another table, that referencing record is also deleted. This can result in a large
number of records being deleted. For example, if you delete a part record, other records that reference
that part value are also deleted (this might include bill of material, on hand inventory, and scheduled
receipt records).
If deleting a given record causes related records to be deleted, you are presented with a confirmation
dialog box that displays how many other records will be deleted, and you can view a list of database
tables that records will be deleted from. The confirmation dialog box is shown in the following
illustration.

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 Note that if you delete more than 300 records, the number of related records that will be deleted is
displayed for only 300 of the records, as shown in the following illustration. This number represents the
minimum number of records that will be deleted, and the actual number of deleted records can be
greater.

For more information about database tables, see the RapidResponse Data Model and Algorithm Guide
(Java client).
You must have permission to edit data in the scenario in order to delete records from it. If you do not
have permission, contact your RapidResponse administrator.
Deleted records are removed from the active scenario, but are available in other scenarios, as shown in
the following illustration.

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However, if you delete records in a scenario, you cannot replace those records by updating the scenario
with data from its parent. If you commit a scenario after deleting records, those records are deleted
from the parent scenario. For more information about updating and committing scenarios, see "Update
data in a scenario" on page 589 and "Commit data changes to a parent scenario" on page 593. Deleting
records cannot be undone.

Marking records for deletion

Before you delete records, you must mark them for deletion. The marked records are then deleted
when you save your changes. When you mark records for deletion in a worksheet that is in table view,
they are usually crossed through.

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Delete records
 In Form view, records marked for deletion are usually marked with a blue background.

Workbook authors can set worksheets to automatically recalculate results when you make changes to
the data. If the worksheet automatically calculates results, records marked for deletion disappear from
view immediately. You can still undo the changes and restore the records until you save the changes.

Delete a record
1. Select the worksheet records you want to delete.
2. On the Edit menu, click Delete.
The record is marked for deletion.
3. On the File menu, click Save Data.
4. In the confirmation dialog box, click Yes to delete the records or Details to view a list of database
tables from which records will be deleted.

Notes:
l A small number of RapidResponse reference fields are nullable. These fields are not
necessarily required to point to a valid record in the referenced table, and can be left empty
(null) if no value is provided. When a record is deleted from a referenced table, values in
tables which point to the deleted record through a nullable reference can be configured to
have the reference set to null instead of deleting the entire referencing record. For more

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 information about nullable reference fields, see the RapidResponse Data Model and
Algorithm Guide (Java client) or talk to your administrator.
l If you are unable to delete a record in a scenario that you have permission to modify, the
workbook author has disabled record deletion in that worksheet. Contact the workbook
author or your administrator to enable deletions.
l If records are deleted from a shared scenario, other users can see the changes by clicking
the Data Changes (Pending Commits) or Pending Updates tabs in the scenario's properties.

Tip: You can also mark records for deletion by clicking Delete Record(s) on the
RapidResponse toolbar.

Edit records
You can edit worksheet records in columns that are modifiable. For example, in a Customer Orders
worksheet, you can edit the Quantity and Due Date of an order, but not the Order Number. The pen
icon indicates that you can edit the records in a column.

Caution: Avoid editing shared scenarios. Conflicts can occur when multiple users edit the same
scenario simultaneously.

Conflicts can be caused by the following actions:

l Modify: Another user modified a record while you were making changes in the same scenario.
When you save your edits, they are overwritten by the other user's version of the scenario.
l Delete: Either you modify a record that another user deletes, or you delete a record that another
user modifies. When the changes are saved, the record is deleted.

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 Edit a cell
l Select the cell you want to change, and then enter the new value.

Notes:
l To edit a date, you can click the arrow to select a date from the calendar. For more
information, click Help on the Calendar.
l If a cell is formatted to display a checkbox, select or clear the checkbox to modify the value.
l In a scaled-number column, you can either select the cell in order to edit the scaled value, or
double-click the cell to edit the actual value. Scaled numbers display significant digits after
the decimal symbol. For example, if the actual value is 100,134, and the column is scaled in
thousands, the formatted value is 100 and displays as 100.134 in edit mode. For more
information, see "Understanding how numeric values are displayed" on page 190.
l When you edit a monetary value, the value represents the currency that the column
displays. This does not change the currency of the record in the underlying table. For more
information, see "View money data in a worksheet" on page 188.
l Some cells might display an editing box for you to type text into. Typically these are cells
that might require multiple lines of text such as a description. Click OK to save your text or
click Cancel.

Tip: When you Copy a value in a checkbox column, the 'Y' (Yes) and 'N' (No) Boolean values
are copied. The values that you Paste into a checkbox column must be either 'Y' or 'N'.

Edit Range
You can edit a range of cells in a worksheet column, if the cells are adjacent and the worksheet is set to
Table view.
You can perform mathematical operations on numerical data, such as multiplying by 2 to double each
cell value. You can also change all cells to the same value, or copy a value from another column.

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When using Edit Range to modify cells in columns that use numbers or percentage scaling, the
following rules apply:
l Add, Subtract, Change to: Enter values as scaled numbers. For example, adding 2 to a cell in a
column that is scaled to thousands adds 2000 to the cell.
l Multiply by, Divide by: Enter values in actual numbers. For example, multiplying a cell value by 2
on a cell that is scaled to thousands multiplies the cell by 2, not 2000.
For more information, see "Understanding how numeric values are displayed" on page 190.

Edit cells in multiple records

1. Select the cells that you want to edit.
To select the entire column, click the column heading.
2. On the Edit menu, click Edit Range.
3. In the Edit Range dialog box, make the appropriate selections.
For more information, see " Edit dates, and dates and time" on page 441.

Notes:
l When using Edit Range to copy values into a currency-formatted column, the source-
column's values are not converted to the destination column's currency. This might result in
incorrect or unexpected data values in the column.
l When you edit a range of data in a column that is conditionally editable, only the
conditionally editable cells are modified.
l For string columns that display as a list, edit range is unavailable and each field in that
column must be edited individually.

Tip: You can also edit multiple records by clicking Edit Range on the RapidResponse toolbar.

Conditionally editable data

To provided guided editing support, some worksheets have columns that are conditionally editable.
Only the cells in the column that meet a defined condition can be edited, thereby preventing errors or
invalid data changes.
Typically the editable cells are formatted differently and the worksheet help provides a description of
which cells can be edited and when they are editable.
For example, in the worksheet below, quantity values can only be edited when on hand quantities are
available. The editable cells display in bold blue text and the worksheet help explains when quantity
values can be edited.

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 Notes:
l When you edit a range of data, only the conditionally editable cells are edited. See "Edit
Range" on page 439.
l When you copy and paste data between worksheets, only the data in conditionally editable
cells is copied. See "Copy data between worksheets" on page 455.When you copy and paste
data, between worksheets, only the data in the conditionally editable cells is copied.

Edit dates, and dates and time

You can edit date, and date and time values in worksheets and other resources. Typically, you edit a
date by typing a date in a worksheet cell or by selecting a date from the calendar shown in the
following illustration. The Time control is not available for date-only fields.

You can also edit date, and date and time values by:
l Copying values from another worksheet column.
l Changing a range of dates to a different date value.
l Moving a date in or out by adding or subtracting a specific period of time, such as three days or
two weeks.

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When you move a date, you specify a RapidResponse calendar and the number of calendar units to add
or subtract. RapidResponse calendars contain a series of dates defined by your company, and different
calendars contain different dates. For example, you might have a Workday calendar that defines every
work day, a Week calendar that defines the first work day of each week, and a Month calendar that
defines the first work day of each month.
The following illustration shows some examples of RapidResponse calendars. The shaded dates are
defined in the calendar.

Workday calendar

Week calendar

Month calendar

The calendars available to you depend on your company's calendars, and might not match the ones
used in these examples.
Some examples of adding and subtracting dates in the above calendars are shown in the following
table.

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 Date Value Edit Result
Friday, August 29 Add 3 Workdays Thursday, September 4

Tuesday, July 15 Add 10 Workdays Tuesday, July 29

Tuesday, September 9 Subtract 2 Weeks Monday, August 25

Wednesday, July 9 Add 1 Month Friday, August 1

Thursday, August 14 Subtract 0 Months Friday, August 1

Thursday, August 14 Subtract 1 Month Tuesday, July 1

When you add or subtract a number of calendar units, the result is always a date in that calendar.
However, if you add or subtract a value and the result is outside of the calendar's defined dates, the
result is the Past or Future date constant, respectively.

Select a date from a calendar

1. Click the down arrow beside the date you want to modify.
2. In the Calendar dialog box, click the date you want.
3. On the File menu, click Save Data.

Edit a range of dates

You can edit one date or contiguous dates in the same worksheet column.

1. Select the date or dates you want to modify.

To select the whole column, click the column heading.
2. On the Edit menu, click Edit Range.
3. To move the dates by adding or subtracting a number of calendar units, do the following:
l In the Operation list, click Add or Subtract.
l In the Value box, type the number of calendar units you want to add to or subtract from the
date.
l In the Calendar unit list, click the calendar to use for adding or subtracting.
4. To change the range of dates to a different value, do the following:
l In the Operation list, click Change to.
l In the Value box, type the date you want to change the range of dates to.
5. To copy the date values from another column, do the following:
l In the Operation list, click Copy from column.
l In the Column list, click the column that contains the dates you want to copy.
6. Click OK.
7. On the File menu, click Save Data.

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 Note: If you add or subtract values from the Past, Future, or Undefined date constants, the
date does not change.

Tip: You can also click Edit Range on the RapidResponse toolbar.

Past and Future date limitations

RapidResponse can store specific dates from January 2, 1970 through December 31, 2099. The Past and
Future date constants are used to represent dates that fall outside of this range.
When you enter a date using a date format where the year is represented by two digits, your
RapidResponse administrator can configure whether dates in the 70 through 99 range are interpreted
as being between 1970 and 1999 or 2070 and 2099. This applies to all two-digit years in all resources.
The years 00 through 69 are always interpreted as 2000 through 2069. For example, 12-31-30 is
interpreted as December 31, 2030.

Notes:
l If you enter a date in a worksheet that is after December 31, 2099, it is changed to "Future."
If you enter January 1, 1970, it is changed to "Past."
l You cannot enter dates prior to 1970.

Edit records in a crosstab worksheet

You can edit records in crosstab worksheets that contain rows that are modifiable. For example, in a
crosstab worksheet showing customer demands over time, you can change the values in quantity rows
that have been made modifiable. The pencil icons represent which rows you can edit, as shown in the
following illustration.

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Edit records in a crosstab worksheet
 Because crosstab worksheets display summarized data, any changes you make are reflected in the data
that is summarized to create the crosstab view. You can edit crosstab values to be negative only if the
workbook's author has allowed negative values.
Depending on how the workbook author has specified that records are modified in crosstab
worksheets, the result in the columns might not match the values you enter. This might happen if the
individual records in each bucket cannot contain decimal values, or if the value in the bucket is
calculated by multiplying values together, such as a column that calculates revenue values by
multiplying an order quantity by its selling price. In these cases, when you modify the revenue value,
the quantity is modified, and the new quantity used to calculate the new revenue value. If the
calculated value is summarized from many records, the quantity of each order record is modified, and
the calculated result of each order summarized to produce the overall total. Depending on the values
used in the calculations, the result can be greater than or less than the value you entered in the
revenue column. If the value in the cell is zero, you cannot modify the value in the cell.
If the worksheet is configured to not allow decimal values, the values added to or subtracted from each
record summarized in the column must be whole numbers. In these cases, the values might not divide
evenly into the amount you modified the column by, and the value in the column after the modification
will typically not match the value you entered in the column.
Depending on how the crosstab worksheet has been created, editing a cell might insert a new record.
For more information, see "Insert a record" on page 465.
When you edit a crosstab cell, an intermediate calculation is done before you save the changes. If you
don't want to save a cell edit, you should undo your data change, which also undoes the intermediate
change. Manually editing the cell value back to its previous value can cause an error. For example, if the
value in the cell is a zero value, setting it back to zero causes an error because the intermediate
calculation then has no value to process. See " Undo data changes" on page 463.
When you edit data in a shared scenario, you might modify a record that another user has modified. In
this case, when you save your changes, you are warned that your changes conflict with another user's
changes. You are also asked whether you want to continue saving the data changes, which will

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overwrite your changes with changes made by the other user, or to cancel saving the data, which
undoes all your changes.
Conflicts can be caused by the following:
l Modify: The record you are modifying was modified by another user while you were making your
changes. When you save your changes, they are overwritten by the other user's changes.
l Delete: Either you modify a record that another user deletes, or you delete a record that another
user modifies. When you save the changes, the record is deleted.

If the crosstab worksheet uses a hierarchy to summarize data, you cannot edit the values in cells that
do not contain records. To change these values, you must insert a record. For more information, see
"Insert a record" on page 465. For more information about hierarchies, see " Filter and summarize data
with hierarchies" on page 391.
If you edit data in a worksheet summarized with a hierarchy, the change affects records at lower levels
of the hierarchy. For more information, see "Edit summarized records in hierarchies" on page 447.

Edit a crosstab cell

l Select the cell you want to change, and then type the new value.

Notes:
l If the data in the cell also contains a link to another worksheet, the number in the cell will be
underlined. To edit the cell's data, click an area of the cell that does not contain text.
l Only rows that contain numerical values can be edited.
l When editing a money cell, the value you enter is saved in the currency the row displays.
This value is converted when viewed in a worksheet that uses a different currency.
l When you're editing aggregate or summarized values, you can view the resulting
disaggregation totals when you save your changes. See "Show disaggregation results after
saving" on page 464.

Edit multiple cells in a row

1. Select the cells that you want to edit.
2. On the Edit menu, click Edit Range.
3. In the Edit Range dialog box, make the appropriate selections.
You can perform mathematical operations on numerical data, such as multiplying all cells by 2 to
double each cell value. You can also change all cells so they contain the same value, or you can
copy a value from another row. You can only copy values from a row with the same dimension
columns. For example, in a crosstab worksheet grouped by part, you cannot copy values in a row
for one part into a row for another part.
For more information about editing multiple records in a worksheet, see "Edit cells in multiple
records" on page 440.

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 Edit summarized records in hierarchies
When you modify data in a worksheet that is summarized by a hierarchy, the changes you make are
used to modify values in the records at the lowest level of the hierarchy, which are then summarized at
the other levels of the hierarchy. For example, if you modify data at the top level of the hierarchy, the
change is spread across all the records at the lowest level, and each intermediary level reflects the
changes made to the records.
The modified values are spread proportionally, so records with large quantities are given larger
percentages of the change. An example of quantities in a hierarchy is shown in the following
illustration.

In this example, the quantities for the hierarchy values are shown with the percentage of the total
quantity each quantity represents. When the quantity at a higher level is changed, the change is
multiplied by the percentage to calculate the new quantity in each lower level. As you can see, the
values for the intermediary levels, Handhelds and Consoles, are sums of the quantities in the records
beneath them.
For example, assume the quantity for the Games level has been increased to 1,400. This increase is split
between the SKU01, SKU02, SKU03, and SKU04 quantities according to their percentages of the total.
The Handhelds and Consoles quantities are then calculated by adding the quantities below them. The
new quantities at each level are shown in the following illustration.

For more information about editing data, see "Edit records in a crosstab worksheet" on page 444.

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Protected records
In some cases, a workbook author might specify that some records in a worksheet be protected,
meaning they are not modified when changes are made to the values at higher levels of the hierarchy.
For example, assume the worksheet author has protected records for SKU03. These records are not
modified when the higher level quantities are modified, so the percentage of the total for SKU03 is not
calculated.
The percentages for the other quantities are calculated after setting aside the quantity for the
protected record. This means the percentage for each level is calculated using the difference between
the top level quantity and the protected quantity. In this example, the Handhelds level is calculated by
dividing its quantity by the difference between the Games quantity and the SKU03 quantity. In this case
the Handhelds quantity is 800, and the difference between the Games and SKU-03 quantities are 900.
The percentages for this situation are shown in the following illustration.

When the Games quantity is increased to 1400, the quantities for every other level are increased,
except for the SKU03 quantity. The protected quantity is set aside before calculating the new
quantities, meaning that the quantities for the other levels are calculated using the difference between
the top level and the protected quantities. The new quantities for each level are then calculated by
splitting 1100 (the Games quantity minus the protected SKU03 quantity), instead of the 1400 entered
for the Games level.

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 Notes:
l Protected records are only protected when editing data in crosstab worksheets. The values
can be modified in vertical worksheets.
l When you're editing aggregate or summarized values, you can view the resulting
disaggregation totals when you save your changes. See "Show disaggregation results after
saving" on page 464.

Edit summarized records in average values

In some crosstab worksheets, the records display the aggregate average value of the summarized detail
records, as opposed to the total value. Editing in average values is particularly beneficial for worksheets
in which you are entering and modifying forecast targets. After entering average values at an aggregate
level in the hierarchy, you can then modify detail records whose value should be above or below the
average value you entered.
When you increase an aggregate average value, the summarized detail records increase by the same
percentage difference. For example, if the aggregate average value is 150, and you increase it to 165,
that is an increase of 10%. Thus, each detail record summarized by that aggregate average value will be
increased by 10%.

Note: When you're editing aggregate or summarized values, you can view the resulting
disaggregation totals when you save your changes. See "Show disaggregation results after
saving" on page 464.

Inserting new records

If inserting new records in the worksheet is allowed, by default new detail records are set to the
aggregate average value that you entered for the hierarchy level above. For example, if you set an
aggregate average value of 100 for a product family, and then insert a new record at the product level,
the quantity in the Insert Record dialog box is set to 100. You can then increase or decrease the
quantity as needed.
For more information on inserting records, see "Insert a record" on page 465.

Editing detail records

When you make modifications at a detail record level, the changes you make affect the aggregate
average value in the hierarchy level above. In the example below, the average values have been
entered at a product level.

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When you enter average values for a hierarchy level, the value is copied to each record below that
hierarchy level. In the example below, the values that were entered at the product level are copied
down to the product part level.

You can then edit the detail records at the product part level, as needed.

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 After saving your changes at the detail record level, the aggregate average values in the hierarchy level
above are updated to reflect your changes.

Note: When you edit data at a lower level in the hierarchy, the resulting aggregated average
value for the level above typically becomes a decimal value. By default, RapidResponse rounds
aggregated average values to the nearest whole number. If the author has allowed decimal
values for the worksheet, you can click in a record at an aggregate level to view and edit the
decimal value.

For more information about editing data, see "Edit records in a crosstab worksheet" on page 444.

Editing records with negative values

Some worksheets contain records with negative values. If the worksheet author has permitted the
insertion and modification of records with negative values, then these records will update when you
modify the aggregate average value. If inserting and modifying negative value records is not allowed,
then negative value records are treated as protected records; they cannot be modified and their share
of changes made to the aggregate average value is divided equally among the remaining summarized
detail records. For more information on protected records, see "Edit summarized records in
hierarchies" on page 447.

Edit records in percentage values

A worksheet might display quantities as a percentage within a bucket. When you edit percentage
values, you are not changing the total value for the bucket; instead, you are redistributing the quantity
amongst the items in the bucket. For example, a worksheet might allow you to edit the ratio applied to
forecast streams, such as marketing and finance, that when combined create a consensus forecast for
the bucketed date. In this worksheet, you can assign a weight to each forecast stream by entering the
percentage value assigned to each stream.

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Worksheets that allow you to enter values in percentages typically rely on a source worksheet to
provide default values for each item in the bucket. The default values might be visible in the worksheet,
or they might be hidden by the worksheet author. When you edit the percentage values, you are
overriding the default values provided by the source worksheet.
If you are entering percentage values in a worksheet that does not yet contain override values, it is
recommended that you enter percentage values at the highest level in the hierarchy. This ensures that
the override percentage values you entered are disaggregated to all summarized records in the
hierarchy. When you enter percentage values at a lower hierarchy level, the values are applied to that
hierarchy level only.
For more information on editing values in a hierarchy, see "Edit summarized records in hierarchies" on
page 447.

Ensuring percentage values total 100%

Some worksheets require a value of approximately 100% for each bucket total before you can save data
changes. (The allowable range is determined by the workbook author.) If you enter values that do not
add up to a bucket total of 100%, upon saving an error message appears indicating the current bucket
total. You must close the error message and re-enter the bucket values to equal approximately 100%
before saving again.

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 If the worksheet does not require that you input values for a bucket total of 100%, upon saving your
changes, RapidResponse adjusts the values in the bucket to equal 100%. For example, if the values you
enter equal less than 100%, RapidResponse increases each value in the bucket to achieve a total value
of 100%.

Item Original value Edited value Value after saving

A 20% (1000) 20% 33% (1667)

B 80% (4000) 40% 67% (3333)

Total Quantity 5000 5000 5000

When this occurs, the percentage values in the bucket increase upon saving. Similarly, if you enter
values that add up to a bucket total of more than 100%, RapidResponse decreases each value to
achieve a bucket total of 100%.
To prevent RapidResponse from adjusting the values, ensure that the values in the bucket add up to an
exact total of 100% before saving.

Note: You cannot save a bucket total of 0%, even if the worksheet allows you to input bucket
totals that do not equal 100%.

View and simulate currency conversion rates

You can view conversion rates if you have access to the Currency Conversion Rates workbook.
Conversion rates determine how the currency is converted to a base currency, which is used as the
basis for all conversions. Rates can be viewed for each currency and over multiple periods, which shows
how the rates change over time. You can use the rate information to see trends in the relative value of
currencies, and to see how the predicted future rates compare to the past rates, as shown in the
following illustration.

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You can choose to view the rates in a chart showing the past, future, or all rates; or to view all rates in a
crosstab view.
You can use this workbook to modify future conversion rates. You might do this if you want to see how
forecast orders will increase or decrease revenue if the conversion rate changes, or to simulate changes
to the conversion rates that have not yet been brought in to your system. You can simulate the future
rate changes for each currency separately.

View a chart of conversion rates

1. In the Explorer, double-click the Currency Conversion Rates workbook.
2. Click the Chart tab.
3. On the toolbar, click Data Settings .
4. In the Data Settings dialog box, specify the following:
l Currency: Select the currency you want to view.
l Horizon: Specify whether you want to see Past, Future, or All rates for the selected currency.

Note: You can also select Current from the Horizon list. However, when this value is selected,
the chart displays all rates. This setting is typically used to select the current rate in the
Conversion Detail worksheet.

View conversion rates

1. In the Explorer, double-click the Currency Conversion Rates workbook.
2. Click the Conversions tab.
3. On the toolbar, click Data Settings .
4. In the Data Settings dialog box, in the Currency list, select the currency you want to view.

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 Simulate rate changes
1. Create a new scenario for simulating the rate changes.
2. In the Currency Conversion Rates workbook, click the Conversion Detail tab.
3. On the toolbar, click Data Settings .
4. In the Data Settings dialog box, in the Currency list, select the currency you want to simulate
changes for.
5. In the Horizon list, click Future.
6. Click OK.
7. For each date, type the new conversion rate.
To edit multiple rates at one time, on the Edit menu, click Edit Range. For more information, see
"Edit cells in multiple records" on page 440.
8. On the File menu, click Save Data.

Notes:
l If you modify multiple records using Edit Range, you must specify None in the Rounding list.
Otherwise the decimal values for the rates are rounded to an integer, which could result in
incorrect converted values.
l If you select All or Past in the Horizon list, you cannot modify the conversion rates.

Copy data between worksheets

You can copy data from cells in one worksheet to cells in another worksheet. The data can be copied
from a single cell, a range of contiguous cells in a column or row, or a block of cells. You can copy up to
500 rows of data at one time.
Two types of decimal formatting are accepted in RapidResponse:
l Period symbol identifies the decimal place: 422.99
l Comma symbol identifies the decimal place: 422,99

Two different copy options are provided so that you can copy the data with the decimal formatting you
want to apply to it.
l Use Copy when you want to copy data using the period symbol.
l Use Copy with comma decimals when you want to copy data using the comma symbol.

Pasting values
The worksheet you paste the data in must have editable columns or rows of the same type you copied.
For example, if you copy a range of date values, you can only paste that data into an editable date
column.

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If you copy a block of cells, the worksheet you paste the data into must have the same types of columns
or rows, the columns or rows must all be editable, and there must be enough cells available to contain
the pasted values. For example, if you copy data from a block of three columns and four rows, there
must be three adjacent editable columns (for vertical worksheets) or four adjacent editable rows (for
crosstab worksheets) in the worksheet you paste the block into.

Copy and paste worksheet data

1. In a worksheet, select the cells you want to copy.
2. On the Edit menu, click Copy or Copy with comma decimals.
3. Click the worksheet tab for the worksheet you want to paste into.
4. Click the cell that you want to begin pasting into, and then on the Edit menu, click Paste.
If you are pasting a range of cells, the cell you select is the first cell in the range. If you are
pasting a block of cells, the cell you select is the first cell in the first column of the block, and the
other columns are pasted automatically. The entire range or block of cells is always pasted,
regardless of the cells you have selected.
5. On the File menu, click Save Data.

Notes:
l You can copy and paste data into different types of worksheets, as long as the data types are
the same in the columns or rows of each worksheet. For example, if you copy data from a
crosstab worksheet, you can paste into a vertical worksheet if the vertical worksheet
contains columns with the same data types as the crosstab rows.
l When you copy and paste data from a conditionally editable column, only data from the
conditionally editable cells are copied. See "Conditionally editable data" on page 440.

Tip: You can also copy data by clicking Copy on the toolbar or by pressing CTRL+C, and paste
data by clicking Paste on the toolbar or by pressing CTRL +V.

Copying scaled values

When copying a cell in a scaled column, the actual value will be copied, not the formatted value. For
example, if you copy a cell with the scaled value of 2, and the column scaling is in thousands, then the
value copied to the Clipboard is 2000.
Percent values are not considered scaled values. For more information, see "Copying percent values"
on page 457.

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 Pasting values into scaled columns
If you select a cell (with a single click) that has number formatting and paste a value, the value will be
formatted accorded to the cell's number formatting. For example, if you copy the value 1000 and paste
it into a cell with scaling set to thousands, the value displayed is 1.
However, if you double-click this cell, the cell acts as an input field. When you paste a value into the
input field, the value is taken as-is. For example, if you copy the value 1, double-click a cell with scaling
set to thousands, and then paste the value, the value displayed is 1. Note that this value is considered
to be scaled.
For more information about number formatting, see "Understanding how numeric values are
displayed" on page 190.

Copying percent values

Some values in worksheets are formatted to display as percent values. When you copy a percent value
by clicking Copy on the Edit menu or by pressing Ctrl-C, the value that is displayed in the cell is the
value copied to the Clipboard, regardless of any scaling that is applied to the column. For example, if
the value displayed in the cell is 2%, the value copied to the Clipboard is 2.
You can copy actual values from percent columns without any scaling by selecting the value or values to
copy and then clicking Copy Raw % Values on the Edit menu. For example, if the worksheet author has
not added scaling to the column, and the value displayed in the cell is 2%, then the value copied to the
Clipboard using Copy Raw % Values is 0.02. If the column scaling is in thousands and the value
displayed in the cell is 2%, then the value copied to the Clipboard using Copy Raw % Values is 20.

Copying values from other programs

You can also copy data from files you have open in other programs, such as Microsoft Excel or Adobe
Reader, into a RapidResponse worksheet. Some file formats, such as PDF files or text files, do not
support copying blocks of cells. If you copy a block of cells from these files, the block is converted to a
range of cells in a single column.

Pasting values into other programs

You can also copy RapidResponse data to other programs, such as Microsoft Excel. If you copy a column
that contains money values or quantity values that are formatted to display in scaled units or
percentages, the value in the column is copied without formatting (such as currency symbols, rounding,
or percentage symbols), which allows you to use and edit the actual values in the application you copy

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the data to. However, if you copy data from a multi-scenario column that displays differences, the
formatted difference values are copied rather than the actual values from that column. For more
information, see "View data from multiple scenarios" on page 197. For more information about money
data, see "View money data in a worksheet" on page 188. For more information about formatted
quantity values, see "Understanding how numeric values are displayed" on page 190.

Run workbook commands

Some workbooks include the capability to run a command to automatically modify data, open a form,
or run scripts. Commands that modify data typically represent data modifications required for a
business process that have been automated for you. For example, part of your business process might
be to change newly-received demand orders into firm orders so they can be allocated supply. A
command might be created that automatically firms the demand orders, so you can continue with the
next steps of the business process.
Forms that open from a command might run multiple operations on a worksheet or allow you to
modify data in another worksheet based on another table. For example, when adding a new order in
the Order Details worksheet, you might run a command to open the New Customer form. There you
can add a new customer linked with the new order you are working on. The customer information is
stored in the Customer Summary worksheet and you can then continue working on the order.

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Run workbook commands
 Depending on how the workbook has been authored, commands that open forms might display from
the Commands button on the toolbar, or from a custom button positioned at the left end of the
toolbar.

Commands that run scripts typically represent automated operations required for a task or process. For
example, part of a process might require working with historical data for the past three months, with
each month represented as a different historical scenario. A command might run a script to create a
historical scenario for the past month, and then move the oldest historical data into an archive
scenario. With the scenario management automated, you can focus on the rest of the process.
The workbook help typically contains a description of the command and provides instructions for
choosing the appropriate settings for running the command.
Commands that run scripts might require you to specify values for the script's arguments. Information
about these arguments can be provided in the workbook's help or displayed when you run the
command. For more information about passing values to a script, see "Run a script" on page 704.

Data modification commands

When you run a command, the command can complete successfully if there are no errors or if the
number of errors does not exceed an acceptable number. If the acceptable number of errors is
exceeded, the command fails. You can also cancel the command before the data changes are saved.
The acceptable number of errors that can occur when a command runs is set by the worksheet author.
Authors can configure whether a data modification command fails when the first error occurs or
completes successfully even though some errors have occurred. When the author allows some errors
to occur, they set an error limit for the worksheet. If this limit is not exceeded, the command can
complete successfully. Therefore, you might be able to confirm a command's data changes even though
not all record insertions, modifications, or deletions have occurred successfully.
When a data modification command can complete successfully, you might be shown how many records
will be modified, inserted, or deleted by the command and how many errors occurred in the Confirm

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Changes dialog box. You can confirm the changes or, if these numbers do not look right, you can cancel
the command. You can then change your data settings and run the command again.
The Confirm Changes dialog box displays the total number of record modifications, insertions,
deletions, and errors. You can view more specific information about the records modified by each
command action by clicking the Details button. It might be useful to view these details before
confirming a command's changes.

If the number of errors exceeds the acceptable limit, the Error dialog box opens to inform you that the
command failed. You can view details about the action that caused the errors and any actions that
preceded that action by clicking the Details button. When a command performs multiple actions and
one action fails, subsequent actions are not run so no details are provided about those actions.
To better understand why errors occurred, you can click the View Error Log button to open the
Automation Details and Log workbook, which displays the Workbook Command Log and Error Details
worksheets. For more information about these worksheets, see "Automation task logging" on page 767.

You can also open the error log if the command completes successfully with errors by clicking the
Cancel and View Error Log button in the Confirm Changes dialog box. You might want to do this if the
errors should be corrected before you confirm the data modifications performed by the command.

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 The data changes the command makes might not be visible in the workbook. Depending on how the
command was created, the changes it makes might be visible in the scenario properties on the Pending
Commits tab. For more information, see "Track data changes in a scenario" on page 585.
To run commands that modify data in shared scenarios, you must have permission to automatically edit
data in shared scenarios. Without this permission, you can only run modify data commands in private
scenarios. For more information, contact your RapidResponse administrator.

Run a workbook command to modify data

1. On the RapidResponse toolbar, click Workbook Help .

2. Use the instructions in the workbook help to configure your data settings to run the command.
3. If you are not working in a private scenario, create a new scenario and ensure it is active.
4. On the workbook toolbar, click Run Command .
5. In the list, click the command you want to run.
6. In the Run Command dialog box, read the notes and ensure you have set the data settings
correctly.
7. If you need to adjust your workbook display settings, click No.
Otherwise, click Yes to run the command.
8. If the command runs successfully and results in no data changes, click OK.
9. If you are prompted to confirm changes, do any of the following in the Confirm Changes dialog
box:
l Click Details to view detailed information about the actions performed by the command.
Click Close to return to the Confirm Changes dialog box.
l Click Apply Changes to save the changes made by the command and return to the
worksheet.
l Click Cancel to revert the changes made by the command and return to the worksheet.

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 l Click Cancel and View Error Log if the command returned some errors to revert the changes
made by the command and open the Automation Details and Log workbook, which displays
the Workbook Command Log and Error Details worksheets.
10. If the command fails, do any of the following in the Error dialog box:
l Click Details to view detailed information about the actions performed by the command and
where errors have occurred. Click Close to return to the Error dialog box.
l Click View Error Log to open the Automation Details and Log workbook, which displays the
Workbook Command Log and Error Details worksheets.
l Click Close to return to the worksheet.

Note: Some commands can be run only when a specific worksheet is active. If you want to run
a command but it is not available, refer to the workbook help to determine which worksheet it
runs on.

Tips:
l If you do not want the Run Command dialog box to appear every time you run the
command, select the Do not show me this dialog box again checkbox. The Run Command
dialog box does not display again, and the command runs whenever you click it.
l If you selected the Do not show me this dialog box again checkbox for a command, but
want to see the Run Command dialog box again, you can reset the workbook layout by
clicking Reset Workbook on the View menu.

Run a workbook command to open a form

1. On the RapidResponse toolbar, click Workbook Help .

2. Use the instructions in the workbook help to determine what button provides access to the
command.
3. On the workbook toolbar, click the button identified in the help.
The form opens as an overlay on the worksheet.

Run a workbook command to run a script

1. On the RapidResponse toolbar, click Workbook Help .

2. Use the instructions in the workbook help to determine the values that must be provided for the
script arguments.
3. On the workbook toolbar, click Run Command .
4. In the list, click the command you want to run.
5. If required, in the Run Command dialog box, specify values for each of the arguments
To view more information about an argument, pause the pointer over it. A description of the

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 argument displays in a tooltip.
6. Click Yes to run the command.

Notes:
l Some commands can be run only when a specific worksheet is active. If you want to run a
command but it is not available, refer to the workbook help to determine which worksheet
it runs on.
l For more information about scripts, see "Scripts" on page 687.

Tips:
l If you do not want the Run Command dialog box to appear every time you run the
command, select the Do not show me this dialog box again checkbox. The Run Command
dialog box does not display again, and the command runs whenever you click it. If the script
the command runs requires argument values, the Do not show me this dialog box again
checkbox is not available.
l If you selected the Do not show me this dialog box again checkbox for a command, but
want to see the Run Command dialog box again, you can reset the workbook layout by
clicking Reset Workbook on the View menu.

Add a note
You can add text notes to any record in a worksheet that contains a Notes column. For example, if you
are in a worksheet showing scheduled receipts, you might want to add a note containing up to date
information about a specific order or to explain a change you have made to the order. These notes will
then be viewable by other users who have access to the scenario in which they were added. All notes
are viewed and added through the Notes dialog box.

1. For the record you want to add the note to, click the down arrow at the right of the Notes
column cell.
2. In the New Note box, type your note.

Notes:
l You can add new notes as well as view any existing notes that have been added to the
record in the Notes dialog box. You cannot, however, edit or delete an existing note.
l Each note you add can contain a maximum of 30,000 characters.

Undo data changes

You can undo changes made on the active worksheet since the last time you saved your data changes.
Undoing data changes restores records marked for deletion and undoes changes to existing records.

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When you undo data changes, the asterisk (*) that indicates unsaved changes is removed from the
worksheet tab.

Undo data changes

l On the Data menu, click Undo Data Changes.

Note: When you insert records, they are saved immediately, so you cannot undo record
insertion using Undo Data Changes.

Save data changes

1. Ensure you are in the worksheet where you modified data.
2. On the File menu, click Save Data.
3. If you see the Conflicting Data Changes dialog box, one or more of your changes conflicts with a
change made by another user. Do one of the following:
l To save your changes and have the conflicting changes overwritten with the other user's
changes, click Yes.
l To cancel the save and undo your changes, click No.

Notes:
l This action saves changes made in the active worksheet. After saving, the asterisk (*) is
removed from the worksheet tab.
l Saving the changes in a worksheet recalculates the data in the active scenario.
l When you're editing aggregate values, you can view the resulting disaggregation totals when
you save your changes. See "Show disaggregation results after saving" on page 464.

Tip: You can also save data changes by clicking Save Data on the RapidResponse toolbar.

Show disaggregation results after saving

When you're editing summarized or aggregate values, you can view the number of records that were
deleted, inserted, or updated as a result of your edits. This can give you more visibility into the impact
of your changes.
To view this information, turn on Show Disaggregation Results on the Tools menu. Disaggregation totals
appear in a dialog box when you save the worksheet.

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Save data changes
 Note: You must turn this option on each time you sign in to RapidResponse (the setting is not
saved between sessions).

If you no longer want to view this information, you can click this item again to toggle it off.

Show disaggregation results after saving data changes

l On the Tools menu, click Show Disaggregation Results.

Insert a record
You can insert records into scenarios through certain worksheets in RapidResponse. Depending on your
RapidResponse permissions, you can insert records into a private scenario or into a shared scenario
that you have been authorized to edit. Inserted records are automatically saved in the scenario.
When inserting a record, in most cases you must specify values for a combination of key fields that
make the record unique in RapidResponse. These key fields are identified at the top of the Insert
Record dialog box. For example, when inserting a new part, the combination of the name and site must
be unique to at least one of the part records in RapidResponse. As shown in the following illustration,
these fields are identified in the Insert Record - Independent Demand dialog box.

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You should not insert records with key field values that contain only whitespace characters, such as
spaces or tabs. If the record is referenced from another table, the space is interpreted as a blank or null
value, and does not match the record. This might cause unexpected missing records or incorrect
references depending on how the tables and resources are configured.
Many Insert Record dialog boxes use list controls where you can select the values you want. The
contents of some lists are determined by the selections you make in preceding lists. The Site list control
can automatically filter other controls, even if those controls display above the Site control.
You might be able to select a blank entry for some non-key reference fields. The blank value will always
be located at the top of the list and is not affected by list filtering.

Insert a record
1. Open the worksheet into which you want to insert a record.
2. If you have made any changes to the data in the worksheet, then on the File menu, click Save
Data.
3. On the Edit menu, click Insert Record.
4. Type the appropriate information in the fields provided in the Insert Record dialog box, or select
the appropriate option from the lists.

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Insert a record
 If you want to automatically select the newly inserted record, select the Go to this record after
insert checkbox.
5. If available, in the Currency list, select the currency you want to use for money data fields.
For more information about the selected currency, click the button.
6. Click Save and Close to insert the record.
If you want to insert multiple records, click Save. You can then type the data for subsequent
records.

Notes:
l If the worksheet contains a record similar to the record you want to insert, you can select it
before inserting to automatically populate the fields in the Insert Record dialog box.
l If the new record does not match the query defined by the controls on the worksheet or by
a search that might be applied, the record does not display in the worksheet. Select
different items from the worksheet controls, or clear the search to see the new record.
l If records are inserted into a shared scenario, other users can see the changes by clicking
the Data Changes (Pending Commits) tab in the scenario's properties.

Tip: You can also insert a record by clicking Insert Record on the RapidResponse toolbar.

Add a new record for a specific field

If you attempt to save a field value that is not valid for the table the worksheet is based on, you will be
prompted to click the Add button to insert records into the correct database table. For example, you
might want to insert a new part record that includes a new reference part. Because the reference part
is new to RapidResponse, and is a reference to another table, you are prompted to insert a new part
record. If you know that you want to create a new record using a value is that is not valid for the
current database table, click the Add button next to the relevant field.

1. In the Insert Record dialog box, click Add beside the field.
2. In the new Insert Record dialog box, type the appropriate information in the fields provided or
select the appropriate option from the lists.
3. Click Save and Close to insert the record.

Notes:
l The newly created record is automatically selected upon returning to the Insert Record
dialog box.
l The Add button displays beside all fields for which new reference records can be created.

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 Specify the currency for the new record
When you insert a record that contains money values, such as the standard cost of a part, the currency
for that value is displayed beside the money fields. Depending on the worksheet, you might be able to
specify the currency to use for inserting the records, which allows you to insert values in your preferred
currency regardless of the currency the workbook uses. The value you specify is converted to the
column's currency when the record is displayed in the worksheet. For example, if you insert a record in
euros, when you view that data in a column that uses US dollars, the euro values are converted to US
dollars. For more information about specifying your preferred currency, see "Specify formats for dates,
times, numbers, and currencies" on page 91.
l In the Insert Record dialog box, click a currency in the Currency list.

Inserting a record in a crosstab worksheet

If you modify a crosstab worksheet cell that contains a zero value, a record is always inserted using
automatically-generated data values. If the worksheet author has allowed the worksheet to drill to
details, you can modify the automatically-generated values in the appropriate detail worksheet.
Records inserted in this manner are always inserted at the beginning of the date bucket that was
modified. For example, in a crosstab worksheet displaying order quantities by due date, if you modify a
zero value in a bucket beginning on June 9th, a record is inserted with a due date equal to June 9th.

Report an insert error

In some cases, a worksheet might contain errors that do not allow you to insert records. If an insert fails
due to an error, a dialog box containing the error message is displayed. You can copy this message and
send it to your RapidResponse administrator so that the error can be corrected.

1. In the error dialog box, click Copy.

2. Paste the error message into a text editor or email message.
3. Provide the error message to your RapidResponse administrator.

Split a record
You can split demand and supply records to schedule part of an order to be due on one date, and the
remainder on a later date.
You can split an order line into up to five lines at one time. If you require further splitting, you can split
one of the newly-created lines. When you split a line, a new record is inserted for each split you make.
Each new record copies the original record's line number and adds a separator, such as a decimal point,
and a number. For example, if you split line 3 of an order, the new record is line 3.1. If you then split
line 3.1, the new record created is line 3.1.1, and so on.
Your RapidResponse administrator might have specified a different separator character.

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Split a record
 For each split you make, the quantity of the new line is automatically set to the difference between the
starting quantity and the sum of split quantities. This quantity is set when you select either the Due
Date or Quantity columns on a new line, as shown in the following illustration.

Split a record
1. In any worksheet that displays demand or supply information and allows record splitting, select
the record you want to split.
2. On the worksheet toolbar, click Split .
3. In the Split Demand or Split Supply dialog box, change the value in the Existing line's Quantity
column.
4. On a New line, click the Due Date column, then either type a date or click the down arrow and
select a date from the calendar.
5. To create another split, repeat steps 3 and 4 for each New line you want to add.
You can change the quantity in either the Existing line or any New line.
6. Click OK.

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Note: The sum of split quantities does not have to equal the quantity of the original order.

Tip: To remove a split, clear its Due Date and Quantity columns.

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Split a record
CHAPTER 27: Transferring inventory
Transfer inventory 475
View or modify existing transfers 477

You can use RapidResponse to simulate transferring inventory. For example, when faced with an
unexpected change that results in an inventory shortage at a particular site, you might choose to
transfer inventory from a site that has excess on hand to the site that requires it. Alternatively, you
might proactively look for sites in need of inventory which is considered excess at another site.
Inventory transfers can be made using the Inventory Transfers workbook included with RapidResponse.
For each part and site combination, this workbook shows bucketed demand, firm supply, and inventory
levels, and provides a running balance of inventory over time. You can use the Projected Inventory
worksheet to find locations where eligible inventory may exist to be transferred to other locations that
require it. For example, in the Balance row you can look for excess on hand or on hand not being used
until past the part's lead time date. As shown in the following illustration, red values in the Balance row
indicate an inventory shortage, and black values in this row indicate a positive inventory balance or
potential excess.

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 Once you have found available inventory to transfer, you can use the Transfer Inventory dialog box to
simulate the transfer. As shown in the following illustration, this dialog box enables you to select the
part at the sourcing site to be transferred, and the part at the destination site that will receive the
supply. You must also specify the amount to be transferred, as well as the costs and dates associated
with the transfer.

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After you specify the details of the inventory transfer, the Inventory Transfers workbook is updated to
reflect the transfer. As shown in the following illustration, a new record is added to the Open Transfers
worksheet with all details of the transfer. This includes a reference to the transfer's Type value which is
a control value allowing you to change the status of the transfer (for example, from in-transit to
received). The transfer is also reflected in the Projected Inventory worksheet with a positive value
added to the Transfer row at the destination site, and a negative value added to the Transfer row at the
sourcing site.

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 Note: Workbook authors in your company might include access to the Transfer Inventory
dialog box in some of the workbooks they create.

Transfer inventory
1. Do one of the following:
l In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.
Double-click the Inventory Transfers workbook.
l From the Part column in an open workbook, click the part link in a selected cell and then click
Inventory Transfers. The Inventory Transfers workbook opens in the context of the selected
part.
2. On the workbook toolbar, click the Transfer Inventory button .
The Transfer Inventory dialog box opens.
3. In the From area, identify the part providing the transfer by doing the following:
l From the Site list, select the sourcing site.

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 l From the Part list, select the name of the part at the sourcing site (the transfer part).
l From the Model list, select the model for the transfer part (if applicable).
l In the Unit box, type the start unit for the transfer part (if applicable).
l From the Pool list, select the pool for the transfer part (if applicable).
4. In the To area, identify the part receiving the transfer by doing the following:
l From the Site list, select the destination site.
l From the Part list, select the name of the part at the destination site (the receiving part).
l From the Model list, select the model for the receiving part (if applicable).
l In the Unit box, type the start unit for the receiving part (if applicable).
l From the Pool list, select the pool for the receiving part (if applicable).
5. In the Quantity box, type the amount of the inventory transfer. This should be specified in the
unit of measure for the receiving part.
It is possible to specify a quantity greater than what is actually available at the sourcing site, but
RapidResponse will only transfer what is on hand at the sourcing site.
6. In the Transfer cost box, type the total cost of transferring inventory from the sourcing site to
the destination site.
7. In the Ship date box, specify the date the inventory is expected to leave the sourcing site.
8. Indicate the date the inventory transfer is expected to arrive at the destination site's receiving
dock (dock date) by doing one of the following:
l In the Arrival date box, specify a date. The In-transit time box is then calculated based on
this value.
l In the In-transit time box, type the number of regular (Gregorian) calendar days it takes to
transfer inventory to the destination site's receiving dock. The Arrival date is then calculated
based on this value.
9. In the Dock-to-stock time box, type the number of days it takes to get inventory from the
destination site's receiving dock to the warehouse. This value should be specified in the calendar
units used by the receiving part, and is used to calculate the date the transfer is expected to be
received into inventory at the destination site (stock date).
10. Do one of the following:
l To save the transfer and return to the Inventory Transfers workbook, click Save and Close.
l To save the transfer and add another, click Save.
l To return to the Inventory Transfers workbook without saving the transfer, click Close.

Note: In order to save an inventory transfer, at least one of the values in the From area must be
different from the corresponding value in the To area.

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 View or modify existing transfers
1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click the Inventory Transfers workbook.

3. In the Open Transfers worksheet, modify editable values as required. For example, you might
change the Type value to indicate the inventory transfer has been received at the destination
site and is no longer in transit.

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CHAPTER 28: Importing data
Import data from a text file 480
Import data from a Microsoft Excel file into a workbook 482
Import data from a Microsoft Excel file into a scenario 487
Example of using a workbook to import data 491
Data import error categories 497
Data import error messages 498
Saving data import error messages 501
Importing only valid records 501

You can import records into the RapidResponse database from either a Microsoft Excel file or a tab-
delimited text file. This data can be new customer orders, updated forecast records, and so on. This data
is typically provided to you already in a format suitable to be imported into RapidResponse.
You can import data from a Microsoft Excel file into a workbook or directly into a scenario. Importing
into a workbook brings in data for only the tables that worksheets are based on, which must be
configured to allow importing data. All key and reference fields must be accounted for, either in the
worksheet or with customized values. Values for other fields can be included in the worksheet or a
custom value can be provided. Otherwise, the default value for the column's data type is used.
Depending on how the workbook has been configured, values can be inserted, modified, or deleted by
the import. Records are deleted if they are present in the RapidResponse workbook but not in the
import file. For more information, see "Import data from a Microsoft Excel file into a workbook" on page
482.
Importing into a scenario brings in data for any table, and can also bring in summarized demand or
supply data. This requires the imported Microsoft Excel file to contain worksheets that match or are
mapped to the table names that data is provided for, and to contain values for every key field in that
table. Values for other fields can be included in worksheets or values for them can be specified in the
Microsoft Excel worksheets. Otherwise, the default value for that data type is used. Depending on how

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 the Microsoft Excel worksheets have been configured, records that match an expression in the
worksheets can be deleted prior to the import. Depending on how your RapidResponse system has
been configured, you can choose to insert and modify records, only insert records, or only modify
records. For more information, see "Import data from a Microsoft Excel file into a scenario" on page
487.
You can import data from a tab-delimited text file only into a worksheet.
A summary of the options for importing data is shown in the following table.

To import Import

Records for a single table l From a tab-

delimited text file
into a worksheet.
l From a Microsoft
Excel file into a
worksheet.
l From a Microsoft
Excel file into a
scenario.

Records for multiple tables or crosstab worksheets. l From a Microsoft

This includes cases where data in one worksheet of the import file depends on or references Excel file into every
the records in another worksheet, and cases where your customers or suppliers send you worksheet in a
Microsoft Excel files with order or forecast information. workbook.
l From a Microsoft
Excel file into a
scenario.

Worksheets used to import data must have been created specifically to allow importing. You can view
the imported records in the worksheet or any other worksheet based on the same table. Workbooks
that are formatted to allow importing will typically be provided for you by your RapidResponse
administrator or a workbook author.
When you import data, you must always specify the scenario the data is imported into. This can be
either the active scenario in a worksheet, or the scenario you specify to import data into. You can
import data into a private scenario, or a shared scenario that you have permission to modify.

Default values for imported records

Because of the relationship that exists among its tables, the RapidResponse database requires values
for certain fields in order to maintain record integrity. During a data import, RapidResponse can
automatically generate some of these required field values if your administrator has enabled the tables

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to automatically create required values. For the remainder of the required fields, you need to provide
values in your external data source. If these required values are not provided, the data import will fail.
If values are omitted for non-required fields, RapidResponse populates the worksheet with default
values based on data type, as outlined in the following table.

Data type Default

Integer 0

Quantity 0.0

Money 0.0

Time 12:00 AM

Date Undefined

DateTime Past

String Is left blank

The workbook's author can also specify values for fields not included in the worksheet.

Import data from a text file

You can import data from a tab-delimited text file that contains the same columns as the worksheet
you are importing into. The data can be imported into any worksheet designed to accept imported
data, such as the worksheets in the Import External Data workbook, or any worksheet with all of a
table's key fields in it.
A tab-delimited text file can contain data for only one table. Column headers are not required for the
import, but are useful if you need to know how data in the text file corresponds to data in
RapidResponse. The data in the text file must match the column order of the worksheet you are
importing into.
When you import data into a workbook, records can be inserted into, modified in, or deleted from the
RapidResponse database. Each worksheet can perform different import operations, which are
determined by the worksheet's author. For example, a worksheet could insert new records and modify
records that already exist in the database. You should always import data into a private scenario, to
ensure the new records do not impact other data in your system.
Money data in the import file is imported using each worksheet column's currency. Before you import
the data, you should ensure the currencies in the tab-delimited text file and the RapidResponse
worksheets are the same, otherwise you cannot import the data.
Depending on how the workbook you are importing to has been configured, default values might be
specified for columns that are not included in the import file. These values are used in any cell that does
not have a value in the import file. If these values are not specified, the blank value can use the default
value for the table you are importing to, such as a blank value for String columns or 'Undefined' for

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 Date columns. If you are importing data to perform modifications, blank values in Quantity columns are
ignored and the data is not modified.
If the import file contains records that would cause an import operation that the worksheet does not
support, that record is reported as an error. For example, if the worksheet allows only modifications,
any record in the import file that would be inserted results in an import error. When errors occur, you
can choose to have the alert fail on the first error, or complete the import and report every error. If you
choose to complete the import, you can import only the valid records. For more information about
import errors, see "Data import error categories" on page 497.
After you import data, you can verify the correct number of inserts, modifications, and deletions have
been made. If the numbers do not look correct, you can cancel the import and then adjust your filtering
settings.

1. Create a new scenario.

2. On the Data menu, point to Import Data to, and then click Workbook.
3. In the Import Data to Workbook dialog box, in the in the Workbook list, click the workbook you
want to import data into.
4. In the Worksheet list, click the worksheet you want to import data into.
5. In the Scenario list, click the scenario you created in step 1.
6. Specify the filter, site, and other data control settings you want to use to define the data to
import.
7. Click Browse.
8. Locate and select the source file you want to import, and then click Open.
9. If you want to exclude certain records from being imported (for example, the first row of the
source file might contain heading names instead of data) select the File contains header rows
checkbox.
The number of header rows in the worksheet determines how many rows of the import data are
ignored. For example, if the worksheet contains two header rows, the import begins with line 3
of the import file.
10. To determine how errors in the import data are handled, click one of the following:
l Stop when the first error is found: The import process ends when an error is encountered.
No values are imported.
l Identify all invalid records: The import process continues when errors are encountered.
After all records are processed, you can choose to import the valid records.
By default, the selected option is the one that you selected the last time that you imported data
to a workbook.
11. Click Import.
12. When the import is complete, in the Confirm Changes dialog box, review the number of changes
that will be made when you complete the import.
13. To automatically open the workbook after you import, select the Open the workbook after

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 importing the data checkbox.
14. To complete the import, click Import.

If any of the records fail to be imported, a Data Import Errors dialog box opens. It provides information
about the records that were not imported, a summary of the error conditions, and if applicable, the
field for which the error occurred. You can then cancel the data import, or import any valid records and
save the invalid records to another file. For more information, see "Data import error categories" on
page 497.

Notes:
l If the file you want to import is located on a network drive, navigate to the file in the File
Explorer prior to importing the file. This ensures that you are authenticated to connect to
the network location.
l Any records for which the key fields are not unique cannot be imported.
l If records are imported into a shared scenario, other users can see the changes by clicking
the Data Changes (Pending Commits) tab in the scenario's properties.

Tip: You can also import data into a worksheet by clicking Import Data on the
RapidResponse toolbar, and then clicking Import Data to Workbook.

Import data from a Microsoft Excel file into a

workbook
You can import data from a Microsoft Excel file into a RapidResponse workbook. Depending on the data
in the Microsoft Excel file, you can choose to import data into a single worksheet or into every
worksheet in a workbook. You can import data only into a workbook that is designed for importing
data. These workbooks are typically provided for you by your RapidResponse administrator, and can be
configured to insert, modify, or delete records.
When you import data into a workbook, records can be inserted into, modified in, or deleted from the
RapidResponse database. Each worksheet can perform different import operations, which are
determined by the worksheet's author. For example, a worksheet could insert new records and modify
records that already exist in the database. You should always import data into a private scenario, to
ensure the new records do not impact other data in your system.
Depending on how the workbook you are importing to has been configured, default values might be
specified for columns that are not included in the import file. These values are used in any cell that does
not have a value in the import file. If these values are not specified, the blank value can use the default
value for the table you are importing to, such as a blank value for String columns or 'Undefined' for
Date columns. If you are importing data to perform modifications, blank values in Quantity columns are
ignored and the data is not modified.

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 If the import file contains records that would cause an import operation that the worksheet does not
support, that record is reported as an error. For example, if the worksheet allows only modifications,
any record in the import file that would be inserted results in an import error. When errors occur, you
can choose to have the import fail on the first error, or complete the import and report every error. If
you choose to complete the import, you can import only the valid records. For more information about
import errors, see "Data import error categories" on page 497.

Importing data into crosstab worksheets

If the workbook contains crosstab worksheets, only the editable rows are affected by the import. The
values from the Microsoft Excel file are inserted into the editable rows, and the summarized values are
modified according to the crosstab worksheet's data editing rules. Any values provided for a non-
editable row are ignored. For more information, see "Edit records in a crosstab worksheet" on page
444.
When you import data into a crosstab worksheet, you must ensure the set of records in the crosstab
worksheet and Microsoft Excel worksheet match. For example, if the crosstab worksheet shows
demand order quantities for a set of parts and sites, the Microsoft Excel file must contain data values
for only those part and site combinations. You cannot insert a new part and site combination into the
crosstab worksheet by importing data.
By default, a crosstab worksheet can contain up to 500,000 records, measured by multiplying the
number of rows by the number of buckets in the crosstab, because each bucket represents a separate
record. If your RapidResponse administrator has increased the record limit, you can still import only up
to 500,000 records at a time. When you import data into a crosstab worksheet, if the imported data
crosses the import record limit, the import stops and an error is reported.
In this case, you can specify filter settings using the workbook controls (filter, site, part, and so on) to
reduce the number of records in the worksheet, and split the import file according to the
corresponding settings. For example, you can create a separate data file with records for each site. You
should then use those same filter settings when you import each new data file.

Importing money data

Money data from the Microsoft Excel file is imported using the currency specified in the worksheet
columns. If the currencies in the Microsoft Excel file and the worksheets you are importing into do not
match, you cannot import the data. You can view the currency each money column in the Microsoft
Excel file uses, as described in "View the currency used in a column" on page 486. If you receive a
Microsoft Excel file from a customer or supplier, you should verify the currencies in each worksheet
column match the currencies used in the RapidResponse worksheets. If the currencies do not match, to
import the data, you can contact the workbook's author to specify the correct currency, or the person
who sent you the file to export using a different currency.
If a currency is not specified in the Microsoft Excel file, the data is imported using the currency
displayed in the worksheet you import into. In this case, a warning is displayed during the import. If the
currency displayed in the worksheet is not the currency you expect , for example, if you view data in US

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dollars and you receive orders from a customer in Europe, you can cancel the import and modify the
currency in either the workbook or the Microsoft Excel file.

Matching worksheets and columns

When you are importing data from an Excel spreadsheet with multiple worksheets, data is imported
into the worksheets that exist in both the RapidResponse workbook and the Microsoft Excel file. If the
worksheets do not have the same names, or do not have the same visible columns shown in the same
order, data is not imported into that worksheet. For example, if the Microsoft Excel file contains a
worksheet named Expedited Orders and the RapidResponse workbook does not contain a matching
worksheet, the data in that worksheet is not imported.
However, if the workbook and the Microsoft Excel both contain a single worksheet, the worksheet
names do not have to match, and data is imported as long as the columns match. Worksheet names are
matched using the first 32 characters in the worksheet name.
In addition, the filter and hierarchy settings you apply to the worksheet limit the data imported from
the file. If the filter settings exclude records from the import file, these are reported as skipped rows in
the import error summary. Typically these do not cause the import to fail, but it can lead to incomplete
data. In this case, you can cancel the import, change your filter settings and import the data again to
ensure all records are brought in to RapidResponse. If you export data to be modified and re-imported,
you must ensure the filter and hierarchy settings you use for the exported data are the same you use
for the import.

Notes:
l Microsoft Excel worksheets for importing data are typically designed based on the default
column order of the corresponding worksheets in RapidResponse. If you have reordered the
columns in the RapidResponse worksheet so that the order no longer matches, the data
cannot be imported until you restore the default column order. For more information, see
"Restore original worksheet appearance in a workbook" on page 173.
l Columns that are hidden in the Microsoft Excel worksheet are ignored when you import
data to RapidResponse, but values in hidden rows are imported.

Handling import errors

After you import data, you can verify the correct number of inserts, modifications, and deletions have
been made. If the numbers do not look correct, you can cancel the import and then adjust your filtering
settings.
If the import data contains errors, you can choose how those errors are handled during the import
process. You can choose to stop importing when an error is encountered, or you can process every
record and report all errors. If the import file contains crosstab worksheets, the crosstab import always
fails on the first error. For more information about import errors, see "Data import error messages" on
page 498.

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 You can also save a copy of the error messages reported by the import to determine how to fix the
issues. In some cases, the saved error messages include additional information that would not fit in the
Data Import Errors dialog box. For example, if the import file does not specify a correct reference field
value, an error code is shown in the import results, and the full error message is available in the
detailed error messages. For more information, see "Saving data import error messages" on page 501.

File size limit

Microsoft Excel files used for importing data must be 50 MB or less in size. If your file is larger than this,
you can divide the Microsoft Excel file into multiple files and import them separately. Files near the size
limit might take several minutes (or hours, in some cases) to import.
For crosstab worksheets, the 500,000 record limit might be reached before the file size limit, so you
should inspect the files you want to import regardless of their file size.

Import into a workbook

1. Create a new scenario.
2. On the Data menu, point to Import Data to, and then click Workbook.
3. In the Import Data to Workbook dialog box, in the Workbook list, click the workbook that
contains the worksheet you want to import data into.
4. In the Worksheet list, click the worksheet you want to import data into.
To import data into all worksheets in the workbook, click All corresponding worksheets.
5. In the Scenario list, click the scenario you created in step 1.
6. Specify the filter, site, and other data control settings you want to use to define the data to
import.
7. Click Browse.
8. Locate and select the Microsoft Excel file you want to import, and then click Open.
9. If you want to exclude records at the top of the worksheet from being imported (for example, if
the first row of the source file contains heading names instead of data) select the File contains
header rows checkbox.
The number of header rows in each worksheet determines how many rows of the import data
are ignored. For example, if the worksheet contains two header rows, the import begins with
line 3 of the import file.
10. To determine how errors in the import data are handled, click one of the following:
l Stop when the first error is found: The import process ends when an error is encountered.
No values are imported.
l Identify all invalid records: The import process continues when errors are encountered.
After all records are processed, you can choose to import the valid records.

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 Note: The option to identify all invalid records isn't available for crosstab worksheets, or
for composite worksheets that are based on crosstab worksheets.

By default, the selected option is the one that you selected the last time that you imported data
to a workbook.
11. Click Import.
12. When the import is complete, in the Confirm Changes dialog box, review the number of changes
that will be made when you complete the import.
13. To automatically open the workbook after you import, select the Open the workbook after
importing the data checkbox.
14. To complete the import, click Import.

If any of the records fail to be imported, a Data Import Errors dialog box opens. It provides information
about the records that were not imported, a summary of the error conditions, and if applicable, the
field for which the error occurred. You can then cancel the data import, or import any valid records and
save the invalid records to another file. For more information, see "Data import error categories" on
page 497.

Notes:
l When importing data to worksheet columns that use scaled numbers, the imported data will
be scaled. For example, if a column is scaled in thousands and you import a data value of 2,
you will see the value as 2 in RapidResponse, but the actual data value is 2000. For more
information, see "Understanding how numeric values are displayed" on page 190.
l RapidResponse supports importing data from Excel workbooks in the .XLSX format. This
format is supported in all versions of Microsoft Excel from 2007 and later (available in both
Microsoft Office and Office 365/Microsoft 365).

Tip: You can also import data into a workbook by clicking Import Data on the
RapidResponse toolbar, and then clicking Import Data to Workbook.

View the currency used in a column

When RapidResponse data is exported to Microsoft Excel, you can view the currency used in any Money
columns in the Microsoft Excel file in a hidden worksheet named _SettingsCurrency. An example of this
worksheet is shown in the following illustration.

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 The columns in the _SettingsCurrency worksheet are created as described in the following table.

Column Description

A The worksheet that contains Money columns.

B The worksheet column that contains the Money value.

C The currency used in the column.

Depending on how the worksheet you are importing data to is created, the currencies in the Microsoft
Excel file might not match. In this case, you cannot import the data in the Microsoft Excel file. To
resolve the issue, you can contact the RapidResponse workbook's author to specify the correct
currency, or the person who sent you the file to export using a different currency.
If the Microsoft Excel file does not contain a _SettingsCurrency worksheet, the currency displayed in
the worksheet is used to import the Money data.

View the _SettingsCurrency worksheet

1. In the Microsoft Excel file, right-click a worksheet name.
2. In the menu, click Unhide.
3. In the Unhide dialog box, select the _SettingsCurrency worksheet, and then click OK.

Import data from a Microsoft Excel file into a

scenario
If your RapidResponse administrator has granted you the appropriate permissions, you can import data
from a Microsoft Excel file into a scenario, which allows you to import the data directly into the
RapidResponse database. This does not require a workbook to define the data that is imported, and
requires all fields and values to be defined in the import file.
The import file typically must be formatted specifically for importing. Worksheet names in the import
files must match the table name it provides data for, along with the namespace that table is in, which
ensures the data is provided for the correct table. For example, a worksheet in the import file named
PartSource (Mfg) imports data into the PartSource table in the Mfg namespace. Each column in the
worksheet must match the fields in the table. For more information, see "Worksheets for importing

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data from a Microsoft Excel file" on page 504. For more information about namespaces, contact your
RapidResponse administrator.
Depending on how the Microsoft Excel file is configured, importing data can insert new records, modify
existing records, and delete obsolete records. You should always import data into a private scenario, to
ensure the changes do not impact other data in your system.
You can import data from a Microsoft Excel file (.xlsx), or a macro-enabled Microsoft Excel file (.xlsm).
Regardless of the format, the worksheets in the import file must be configured to allow importing.
When importing into a scenario, date values in the Microsoft Excel file are converted to your default
date format. For more information, see "Specify formats for dates, times, numbers, and currencies" on
page 91.
Money data in the Microsoft Excel file is imported as quantity values, with no currency associated with
the values. These values are inserted using either the currency an existing record is stored in, or
RapidResponse's default currency for a new record. If the data has a currency specified, you should
import the data into a workbook. For more information, see "Import data from a Microsoft Excel file
into a workbook" on page 482.
Any columns that do not have a header and do not contain data values, such as separator columns, are
ignored when data is imported. These blank columns are not marked as errors, so you should always
review the imported data to determine whether a blank column that should have been populated was
imported.
When you import data into a scenario, if the import data includes values for fields in referenced tables
but does not include those tables' key fields, the values in the key fields are automatically set to their
default values. For example, if the import data contains a reference to a field through three other
tables, the key fields in each table are set to their default value if they are not also included in the
import data.
In this case, if you want to maintain the values specified for each reference key field, you can include
each reference key for the table in the import data, or remove all reference fields and import them
separately.
You can choose to review the changes that will be made before the data is imported. You can see how
many records are inserted, modified, or deleted by the import, and then choose to either continue with
the import or to reject the changes and cancel the import. The changes do not include records inserted
or deleted automatically, such as by deleting related records. For more information about deleting
related records, see "Delete records" on page 434. For more information about defining the records to
be deleted, see "Settings worksheets for importing data" on page 510.
Depending on how your administrator has configured RapidResponse, you might have the option to
specify how the imported data is handled. You can choose to:
l Import new records and replace existing records with the imported data. You might select this
option if you want to bring in new records and modify existing records, such as adding new orders
and updating forecast quantities.

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 l Import only new records and ignore duplicate records in the imported data. You might select this
option if you want to only bring in new records but not update other records, such as adding
actual orders without modifying existing orders.
l Reject new records and only replace existing records in the imported data. You might select this
option is you want to only update records, such as updating order due dates without adding new
orders.

If these options are not available, duplicate records in the imported data always replace the records in
the RapidResponse database. Regardless of the option you select, if the import file defines records to
be deleted, those records are deleted before the records are inserted or modified.
Any data required by, but not included in, the Microsoft Excel file can be automatically created during
the import. If your RapidResponse administrator has enabled automatic record creation, the records
required to support the data in the Microsoft Excel file are created as the record that needs them is
imported. For more information, contact your RapidResponse administrator.
Microsoft Excel files used for importing data into a scenario must be 10 MB or less in size, unless your
RapidResponse administrator has modified the size limit. If your file is larger than this, you are notified
when you try to import the data in the file. To reduce the file size, you can divide the Microsoft Excel
file into multiple files and import them separately.
You can also export data from a RapidResponse workbook and format it so that data can be imported
into a scenario. Depending on the format of worksheets in the workbook, the workbook might need to
use a report template to export data. For example, a workbook with crosstab worksheets must use a
report template that defines the settings used to insert records into the RapidResponse database. For
more information, see "Importing data in crosstab worksheet format" on page 507.
When you export an importable worksheet, the column headers are modified to refer to the database
tables and fields each column provides data for, namespace qualifications are added to the tables and
fields, and money columns are modified to display unconverted (raw) quantity values. If the table or
namespace names are longer than 32 characters, the names are shortened and special mapping
worksheets that map the truncated name to the full name are inserted. These worksheets are hidden,
and are referenced when data is imported from the file to ensure the data is imported into the correct
table and namespace. For more information, see "Importing data in tabular worksheet format" on page
505.
To ensure data is read correctly, you must ensure the namespace for each field used in the worksheet is
specified. If the namespaces are not specified, the values imported for that field are blank. When you
export data from a workbook that specifies how data is imported into scenarios, the namespaces for
fields are included automatically. However, any import files you receive from external sources or that
were created in RapidResponse 2015.3 (or earlier) might not have the namespaces. In this case, you
must modify the import file to ensure all namespaces are specified.
If the workbook contains crosstab worksheets, specialized worksheets called Settings sheets are
inserted into the worksheet's export template and exported to the Microsoft Excel file to determine
how data in crosstab worksheets relate to the RapidResponse database and whether records are
deleted prior to the import. You can modify these Settings worksheets to import data with specific

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values. For more information, see "Worksheets for importing data from a Microsoft Excel file" on page
504. For more information about report templates, see "Export data to a Microsoft Excel file" on page
410.

Import data into a scenario

1. Create a scenario to import data into.
2. On the Data menu, point to Import Data to, and then click Scenario.
3. In the Import Data to Scenario dialog box, click Browse.
4. Locate and select the Microsoft Excel file you want to import, and then click Open.
5. In the Scenario list, click the scenario you want to import data into.
6. If applicable, click one of the following:
l Insert new records and replace existing records: Records that do not exist in RapidResponse
are inserted, and records that do exist are replaced with new records from the imported
data.
l Insert new records: Records that do not exist in RapidResponse are inserted, and records
that do exist are ignored.
l Modify existing records: Records that exist in RapidResponse are modified, and records that
do not exist are rejected.
7. If you would like to see how many records are imported, modified, or deleted during the import,
select the Confirm the changes before importing checkbox.
8. Click Import.
9. When the import is complete, if you did not select the Confirm the changes before importing
checkbox in step 7, click OK.
Otherwise, do the following:
l In the Confirm Changes dialog box, examine the number of records inserted, modified, and
deleted.
l Click Yes to confirm the changes and import the data, or click No to reject the changes and
cancel the import.
If any of the records fail to be imported, a Data Import Errors dialog box opens before the
Confirm Changes dialog box is displayed. It provides information about the records that were not
imported, including which records could not be imported, and why the import failed. You can
then cancel the data import, or import any valid records and save the invalid records to another
file. For more information, see "Data import error categories" on page 497.

Notes:
l If the import automatically creates records in tables, those new records are reported in the
Confirm Changes dialog box.

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Import data from a Microsoft Excel file into a scenario
 l RapidResponse supports importing data from Excel workbooks in the .XLSX format. This
format is supported in all versions of Microsoft Excel from 2007 and onward (available in
both Microsoft Office and Office 365/Microsoft 365).
l If the Microsoft Excel file contains data for a table that does not exist or for a table that has
been defined in multiple namespaces, you might need to modify the Microsoft Excel file to
specify the correct table or namespace. For more information, see "Worksheets for
importing data from a Microsoft Excel file" on page 504. For more information about tables
and namespaces, see the RapidResponse Data Integration Guide.

Tip: You can also import data into a scenario by clicking Import Data on the RapidResponse
toolbar, and then clicking Import Data to Scenario.

Export an importable Microsoft Excel file

1. In the Explorer, open the workbook that you want to use to import data.
2. On the Data menu, click Export.
3. In the Export Data dialog box, navigate to the location you want to save the exported file.
4. In the File name box, type a name for the file
5. In the Files of type list, select Microsoft Excel Workbook (*.xlsx).
6. In the Export area, click one of the following:
l Active worksheet: exports data displayed in the active worksheet.
l All worksheets in workbook: exports data displayed in each worksheet in the active
workbook. Each worksheet in the workbook corresponds to a worksheet in the Microsoft
Excel file.
l Workbook data using the report template: exports data in worksheets as specified in the
report template. Selecting this option automatically sets the other exporting options.
7. If you did not select Workbook data using the report template in step 6, select the Configure
the exported file for importing data into a scenario checkbox.
8. Click Save.

Example of using a workbook to import data

The following provides an example of the process for using a workbook to import data into the
IndependentDemand table. This example uses a Microsoft Excel file to import new orders into
RapidResponse.
This example uses the Import External Data workbook. For information about the worksheets in the
Import External Data workbook, see the workbook help. The help also identifies the columns for which
you must specify values in the external data file.

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Prepare the external data file
In this example, data is being imported into the IndependentDemand table. The source data file
contains data for most of the fields required for a successful import, as well as data for the Customer ID
field as shown in the following illustration. In this case, the Customer ID, JoeCycle, does not yet exist in
the RapidResponse database.

Before the data in this file can be imported, it must contain all required fields in the Import External
Data workbook. In particular, the file is missing the Order Priority and Status fields. Valid values for
these fields can be found in the Control Tables workbook, shown in the following illustration, which is
generally available only to administrators. To determine which fields require values, see the Import
External Data workbook help.

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 Values for the missing fields then need to be added to the external data file as shown in the following
illustration.

Open the Import External Data workbook

Once all required data fields have been added to the external data file, they can be imported into the
Import External Data workbook.
Within the Import External Data workbook, the Independent Demands worksheet is used to import the
order data. In order to begin importing data, you must be working in a private scenario. To start the

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import process, point to Import Data to and then click Workbook from the Data menu, as shown in the
following illustration.

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Example of using a workbook to import data
 Select the file
After you select the Workbook command, the Import Data to Workbook dialog box opens. To select a
file for import, click Browse, and then locate the file.

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Complete the import
After you select the file for import, the actual importing of the data is initiated by clicking Import, as
shown in the following illustration.

Records can only be created in those referenced tables that a data administrator has enabled automatic
record creation for. For more information, contact your RapidResponse administrator.

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 You are notified when the import is completed, as in the following illustration. Click OK to finish the
process.

After a successful import, the new records display in the Independent Demands worksheet.

Besides adding records to the IndependentDemand table, the import also added a record to the
Customer table. This is because the Order Customer ID field in the Independent Demands worksheet is
a reference to the Customer table. In this example the value in the imported records for this field,
JoeCycle, did not already exist on the Customer table.

Data import error categories

When you import data, error messages are displayed if there are problems with the data. Errors are
reported when you import data from a Microsoft Excel file or a text file into a workbook or scenario.
The errors that might be reported depend on which type of file you import from. You might need to
refer to the RapidResponse Data Model and Algorithm Guide (Java client) to resolve errors. If you
cannot access this guide, contact your RapidResponse administrator.

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Messages can belong to one of the following categories.

Icon Description

All records are valid and can be imported

Some records in the imported file are not valid. Some records are valid and can be imported.

No records are valid and none can be imported, or no records can be imported because of errors in the
Microsoft Excel file.

Data import error messages

The following error conditions might occur when you import data into a workbook.

Error message Description

Invalid data The data is in the wrong format. For example, an alphabetic value was provided for a numeric field.

Duplicate key The values provided for the record's key fields are the same as an existing record.
field

Invalid reference The value provided for a reference field does not exist in the RapidResponse database.
field

Number of The number of data values in a record you want to import is not the same as the number of columns in
columns does not the worksheet.
match

No matching The Microsoft Excel file does not have a worksheet with the same name as the RapidResponse
worksheet in worksheet. This message only displays if you import data from a Microsoft Excel file into all worksheets
import file in a workbook.

No matching The Microsoft Excel file contains a worksheet that does not have the same name as a worksheet in the
worksheet in RapidResponse workbook. This message only displays if you import data from a Microsoft Excel file into
RapidResponse all worksheets in a workbook.
This message is displayed in the file created to save error messages, and is not displayed in
RapidResponse.

Records cannot The table the worksheet is based on cannot be used to insert records. To use this worksheet to import
be inserted into data, you must ensure the records in the Microsoft Excel file match the records in the RapidResponse
the <table name> worksheet, and the worksheet allows records to be modified or deleted.
table

Modify: Data in A column contains data that cannot be modified. This message is displayed only if the import operation
view-only column modifies data.
will not be
changed

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 Error message Description
Worksheet does The RapidResponse worksheet is missing one or more columns required for inserting records. To use
not contain all this worksheet to import data, you must ensure the records in the Microsoft Excel file match the
key fields records in the RapidResponse worksheet, and the worksheet allows records to be modified or deleted.

No data rows in The Microsoft Excel worksheet contains no data rows.

the import file

Invalid foreign The crosstab worksheet's insert definition is defined incorrectly.

key

Bucket size not in The Microsoft Excel crosstab worksheet does not have a calendar defined.
header row

Buckets not in The buckets in the Microsoft Excel crosstab worksheet are not in chronological order.
chronological
order

Date not in mm- A date specified in the Microsoft Excel crosstab worksheet is defined using an invalid format. The date
dd-yyyy format format displayed in the message depends on your date format preference.

Bucket size The "<calendar value>" calendar specified in the Microsoft Excel crosstab worksheet is not defined in
"<calendar the RapidResponse worksheet.
value>" is not
valid

Empty buckets The RapidResponse worksheet contains a bucket with no records or a bucket with protected records,
cannot be and the worksheet does not allow records to be inserted.
changed

No matching data The RapidResponse worksheet does not contain any data.
to modify

Extra rows in The Microsoft Excel file contains rows of data that are not present in the RapidResponse worksheet.
Excel file skipped This can be caused by the filter and hierarchy settings in the workbook.

RapidResponse The RapidResponse worksheet contains rows of data that are not present in the Microsoft Excel file.
rows omitted
from import file

Invalid data The pivot column in the Microsoft Excel file is not a valid date value.
bucket column
header

Row The group by column values in the Microsoft Excel file and in the RapidResponse worksheet are
identification different.
values do not
match

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 Error message Description
Invalid header The Microsoft Excel file does not contain header rows.
rows in Excel file

Missing bucket A date bucket is missing from the Microsoft Excel file.

<table name> is A table or namespace is not specified in the import file or the specified table and namespace do not
not a valid table map to a valid table. For more information, see "Importing data in tabular worksheet format" on page
505.

Mismatched The currency used in the Microsoft Excel columns does not match the currency used in RapidResponse
currency column.

The following error conditions might occur when you import data into a scenario.

Error message Description

Invalid data type The data is in the wrong format. For example, an alphabetic value was provided for a
numeric field.

Cannot resolve reference The value provided for a reference field does not exist in the RapidResponse database.

Duplicate record The values provided for the record's key fields are the same as an existing record or
another record in the import file.

Automatic record creation The record could not be automatically created. This can happen because of a missing
failed reference record, or because the table data is imported into does not allow records to be
automatically created.

Automatic record creation The record could not be automatically created because the record being created already
ignored exists in the table.

Worksheet contains no The Microsoft Excel worksheet does not contain data.
records

The worksheets in this file The worksheets in the Microsoft Excel file contain errors that prevent the data in these
contain errors and cannot be worksheets from being imported.
processed

If you are importing crosstab data into a scenario, you might receive error messages related to Settings
sheets in the Microsoft Excel file. For information about resolving these error messages, see
"Worksheets for importing data from a Microsoft Excel file" on page 504.

View detail messages

1. In a failed import dialog box, click OK.
The Data Import Errors dialog box lists the number of valid and invalid records in each
worksheet of the imported file.
2. In the Summary area of the Data Import Errors dialog box, click a worksheet name.

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 The Details area contains a list of invalid records, the error type, and the affected column of the
worksheet. You can use this information to correct the errors.

Saving data import error messages

If an import fails, you can save the error and detail messages in a new file to use as a reference when
resolving the errors. If any worksheets could not be imported, either because of errors or because they
did not have a matching worksheet in the Microsoft Excel file or the RapidResponse workbook, they are
listed in the saved error and detail messages. You can also save the invalid records in a file, so you can
isolate the records that have errors. Errors and details are saved only for worksheets that have the
same name in the Microsoft Excel file and RapidResponse workbook.
If you choose to save both the error and detail messages, and the invalid records, they are combined
into one file. For Microsoft Excel files, the error and detail file includes a summary worksheet and
additional technical information for resolving the problems with the data. A worksheet is created in the
error and detail file for each Microsoft Excel worksheet that had errors on importing. Each row in these
worksheets contains the invalid record and the error and detail message, and identifies the column that
is affected. For tab-delimited text files, the error and detail messages are listed at the beginning of the
file, followed by the invalid records.

1. In the Data Import Errors dialog box, in the Save area, select at least one of the following
checkboxes:
l Detail messages: Saves the list of error and detail messages in a new file.
l Invalid records: Saves the invalid records in a new file.
If both checkboxes are selected, the invalid records, and error and detail messages are saved in
the same file. The file is in Microsoft Excel format.
2. Click Save.
3. In the Save as dialog box, navigate to the location you want to save the errors and details.
4. Optionally, in the File name text box, type a new name for the file.
5. Click Save.

Note: If Invalid Records is selected, the Microsoft Excel file highlights the invalid record in a
color and includes a comment in the cell.

Importing only valid records

If an import fails, after saving the error messages or invalid reports, you can import just the valid
records. You can then resolve the errors in the invalid records, and import them separately. If you want
to import all the records together, you can cancel the import, resolve the errors, and then import the
data again. For more information, see "Saving data import error messages" on page 501.

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l In the Data Import Errors dialog box, click Import Valid Records.
If you do not want to import the valid records, you can cancel the import by clicking Cancel.

Notes:
l If the data imported into a scenario did not contain any valid records, the Data Import
Errors dialog box is not displayed, and you are prompted to save the invalid records.
l The first time you do not click Save, when you click Import Valid Records, you are notified
that you did not save the errors, and are prompted to either continue with importing the
valid records by clicking Yes, or to return to the Data Import Errors dialog box by clicking
No.

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CHAPTER 29: Worksheets for importing data
from a Microsoft Excel file
Importing data in tabular worksheet format 505
Importing data in crosstab worksheet format 507
Settings worksheets for importing data 510
Settings worksheet syntax 511
Create a Settings sheet for importing data 512
Version 400 Settings sheets 515
Version 300 Settings sheets 524
Version 200 Settings sheets 533
Version 100 Settings sheets 539

Worksheets in a Microsoft Excel file can be one of the following:

l A tabular data worksheet: Contains data to be imported, in a vertical format. For more
information, see "Importing data in tabular worksheet format" on page 505.
l A crosstab data worksheet: Contains data to be imported, in a horizontal format. For more
information, see "Importing data in crosstab worksheet format" on page 507.
l A Settings worksheet: Defines how the data in data worksheets is mapped into the RapidResponse
database. Settings sheets are required for crosstab worksheets, and for tabular worksheets only if
the Microsoft Excel file also contains crosstab worksheets. For more information, see "Settings
worksheets for importing data" on page 510.

Each data worksheet provides the data for a single database table, and each table is contained in a
namespace. Namespaces act as containers to identify or give context to groupings of related tables and
fields. This provides a means to distinguish between multiple tables, or multiple fields on a given table,
that have the same name but different purposes. Worksheets must contain the table's key fields, either
as columns in the Microsoft Excel worksheet, or specified in a Settings sheet.

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 The Microsoft Excel file can contain any number of worksheets. When creating the workbook, the
following are recommended:
l You should group all tabular data files.
l If you have a Settings sheet that describes how the tabular worksheets are imported into
RapidResponse, you should place it after the last tabular worksheet.
l You should arrange the crosstab worksheets and settings worksheets so that each crosstab
worksheet is beside the Settings sheet that describes how its data is imported into
RapidResponse.
l DateTime values in the worksheets must contain a year (yyyy), a day (dd), month (mm), as well as
the hour (hh), minute (mm), and second (ss). The hour must be specified using a 24-hour clock
(for example, 15 instead of 3 PM). The DateTime values are specified in the following format:
yyyy-dd-mm hh:mm:ss
l If you have other worksheets that do not contain data to be imported, you should place them
after the last crosstab-Settings pair.

Kinaxis provides a sample Microsoft Excel file (SampleImportableSpreadsheet.xlsx) that can be used as
a template for properly formatting your own Microsoft Excel files. This file contains crosstab and
tabular Data worksheets, with related Settings worksheets. The sample Microsoft Excel file can be
provided for you by your RapidResponse administrator.

Importing data in tabular worksheet format

A Microsoft Excel worksheet in tabular format is similar to a tabular RapidResponse worksheet. The
column headers contain RapidResponse field names, and each row of the worksheet represents a
record. The worksheet must contain columns for each of the table's key fields. Columns that represent
key fields and referenced records must be labeled with the table and field names, using the
TableName.FieldName syntax. For example, Order.Type or Assembly.Part.Name. This syntax is
automatically specified if you export a RapidResponse workbook using the option to format the file for
importing data to a scenario.

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The column headers must exactly match the field names in the table. The worksheet and column names
cannot contain spaces.

The tabular worksheet in this example provides data for the OnHand table. Each of its column headers
indicates which field the record values are inserted into, with table names included for reference
records, such as the Part.Name or Location.Id fields.
Tabular worksheets typically have the same name as the tables they provide data for and can refer to
the namespace that table is in. Depending on the length of the table name and namespace, the
worksheet name might be truncated. For example, if the namespace and table name are longer than 32
characters, the names are shortened and additional hidden worksheets are inserted. These worksheets,
_NamespaceMap and _TableMap, are used to map the full table and namespace names to the
worksheet names. An example of a _TableMap worksheet is shown in the following illustration.

For these worksheets, the columns are mapped as follows.

Column Description

A The table or namespace name as displayed in the worksheet name.

B The table or namespace name in RapidResponse.

These worksheets are created automatically when you export data from RapidResponse, and can be
added to or modified in Microsoft Excel files if required.
If the Microsoft Excel file contains both tabular and crosstab worksheets, a Settings sheet is required for
the tabular worksheets. If a Settings sheet exists for a tabular worksheet, the tabular worksheet does

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 not need to have the same name as the table it imports data into. For more information about Settings
sheets, see "Settings worksheets for importing data" on page 510.
If the Microsoft Excel file contains a worksheet that provides data for the CurrencyConversionActual
table, those records are not included in the import.

View the _NamespaceMap or _TableMap worksheets

1. In Microsoft Excel, right-click a worksheet name.
2. In the menu, click Unhide.
3. In the Unhide dialog box, select one of the following:
l _NamespaceMap
l _TableMap
4. Click OK.

Modify the _NamespaceMap or _TableMap worksheets

1. Select the _NamespaceMap or _TableMap worksheet.
If you need to add these worksheets, click New Worksheet, and then name the new worksheet _
NamespaceMap or _TableMap.
2. In column A, ensure the value matches the worksheet name.
3. In column B, modify the value to match either the RapidResponse table or namespace name.
4. Save your changes.

Importing data in crosstab worksheet format

A Microsoft Excel file with crosstab worksheets must meet several criteria to be included in the data
import process. It must contain at least one data worksheet, which contains the data to be imported,
and one Settings worksheet, which describes how the data in the crosstab worksheet is mapped to the
tables and fields in the RapidResponse database. This section describes the crosstab data worksheets
and the criteria they must meet to be valid. For information about Settings worksheets, see "Settings
worksheets for importing data" on page 510.
A Microsoft Excel crosstab worksheet can be used to import data only into the ScheduledReceipt or
IndependentDemand tables.

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An example of a Microsoft Excel crosstab worksheet is shown in the following illustration.

The data worksheet is in crosstab format; that is, date buckets are used in column headers.
In addition to the data being in crosstab format, the following rules apply to crosstab data worksheets:
l The first two visible columns and the last visible column before the pivoted data are reserved for
site, part, and type data, respectively. Type data includes items such as commitments and
requirements from suppliers or orders from customers. The columns that can be included in the
Data worksheets depend on the version of Settings sheets being used. For example, if you are
using a Version 300 Settings sheet, the columns between the Part and Type data can contain any
number of additional columns, as shown in the following illustration.

l The first visible row is reserved for dates. The dates begin in the visible column following the Type
data and must be formatted as actual date data. When the data is imported, all date values are
converted to the user's default format.
l When data is imported, the part and date values can be used to create order line values in the
format Date_Part. This value can be overridden by specifying a different line value in the
Settings worksheet.

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 l All rows below the date row should be used for data. However, you can include information such
as header text in Column A provided the other columns do not contain any text or data.
l Any data related to a site that has not been specified in a settings worksheet is ignored. For
example, the following illustration shows a portion of a data worksheet and a portion of a settings
worksheet showing the MapSites configuration setting. Only two sites are defined (OTT and NY).
Using this example, the data related in the OTT+NY site is ignored. This might have been added to
the data worksheet for summation or visibility purposes only. For more information about this
configuration setting, see "MapSites" on page 522.

l Any data related to a type that has not been specified in a settings worksheet is ignored. For
example, the following illustration shows a portion of a data worksheet and a portion of a settings
worksheet showing the MapTypes configuration setting. Three types are defined (Net Reqts, TCO,
and Ship Plan). Using this example, the data related to the Balance type is ignored. This might
have been added to the data worksheet for summation or visibility purposes only. For more
information about this configuration setting, see "MapTypes" on page 522.

The crosstab worksheet automatically maps values from the crosstab data for the following fields in the
IndependentDemand or ScheduledReceipt table:

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 l Order.Id
l Order.Type
l Order.Site
l Line
l Part.Name
l Part.Site
l DueDate
l Quantity

You can override the values provided for the Order.Id or Line fields in the AdditionalData section of the
Settings sheet. For more information, see "Version 400 Settings sheets" on page 515.

Settings worksheets for importing data

If the Microsoft Excel file contains a crosstab worksheet, then at least one worksheet in the file must
have a name that begins with Settings (for example, 'Settings' or 'Settings - Site 1'). Settings worksheets
define the configuration settings for the crosstab and tabular data worksheets. The configuration
settings indicate to RapidResponse how to read and load the data from the Microsoft Excel file.
It is recommended that you use a Settings sheet to process only one crosstab worksheet.
If the Microsoft Excel file contains a crosstab worksheet and a tabular worksheet, a Settings worksheet
is required for each type of worksheet. You can use one Settings sheet to process multiple tabular
worksheets.
In each Settings worksheet you must specify a Version setting, which controls the configuration sections
you can add to the Settings sheet, how data worksheets can be formatted, and whether separate
header and detail records are created. Valid Version settings are shown in the following table.

Version Description RapidResponse

version

100 Generates separate header and detail records for orders. Data worksheets must 8.2.3 and later
contain only three data columns (Site, Part, Type).
For more information, see "Version 100 Settings sheets" on page 539.

200 Automatically generates header records for orders. Requires the header record tables 9.2 and later
to allow records to be automatically created. Data worksheets must contain only
three data columns (Site, Part, Type).
For more information, see "Version 200 Settings sheets" on page 533.

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 Version Description RapidResponse
version

300 Can optionally generate separate header records for orders. Data worksheets can 9.4 and later
contain additional columns. Additional data sections can contain variables and obtain
values from Data worksheet columns or other sections of the Settings sheet.
For more information, see "Version 300 Settings sheets" on page 524.

400 Uses namespaces to insert records into tables and fields. 11.0 and later
For more information, see "Version 400 Settings sheets" on page 515.

When RapidResponse loads the Microsoft Excel worksheets, the Settings worksheets are read from left
to right.
The sample Microsoft Excel workbook (SampleImportableSpreadsheet.xlsx), available from your
RapidResponse administrator, includes a Settings worksheet. The Settings worksheet is set to protected
mode to prevent anyone from accidentally changing the settings it holds. Protected mode can be
disabled if you want to make any changes to the Settings worksheet.
If you copy the Settings worksheet, protected mode still applies to the copied worksheet. It is good
practice to enable worksheet protection on any Settings worksheet to avoid inadvertent changes.
After making changes to a Settings worksheet, it is recommended that you apply protection again to
the Settings worksheet.

To remove Microsoft Excel worksheet protection

l On the Review tab, in the Changes group, click Unprotect Sheet.

To apply Microsoft Excel worksheet protection

1. On the Review tab, in the Changes group, click Protect Sheet.
2. Click OK.

Note: Using a password to protect a worksheet is optional.

For more information about protecting worksheets or other elements in Microsoft Excel, see the
Microsoft Excel Help.

Settings worksheet syntax

Column A in a Settings worksheet specifies the configuration settings. Settings are specified using the
following convention:
SettingName (opens setting configuration section)
Setting information

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/SettingName (closes setting configuration section)
The forward slash is used to close the setting specification.
The following illustration shows the settings for specifying site names.

In this example, MapSites is used to define site names in RapidResponse for data from the Ottawa and
New York sites.
Column B (and in some cases columns C, D, and subsequent) are used to provide additional information
about a setting. The following sections describe all the configuration settings that can be used in a
Settings worksheet.

Create a Settings sheet for importing data

You can create a new Settings sheet, or copy one from the sample importable file provided with
RapidResponse. The configuration sections you can include in a Settings worksheet depend on the value
you specify for the Version section.
This section describes creating a Version 400 Settings worksheet. For a description of each section in
the Settings sheet, see "Version 400 Settings sheets" on page 515.
If you want to create a different version, see "Version 300 Settings sheets" on page 524, "Version 200
Settings sheets" on page 533 or "Version 100 Settings sheets" on page 539 for the sections that are
valid in Version 300, Version 200, and Version 100 Settings sheets.

Copy a Settings worksheet from the sample importable file into the Microsoft Excel file
1. In Microsoft Excel, open both the file you are adding the Settings sheet to and the
SampleImportableSpreadsheet.xlsx file.
2. Ensure the SampleImportableSpreadsheet.xlsx file is active.
3. Right-click the Settings worksheet tab, and then click Move or Copy.
4. In the Move or Copy dialog box, in the Workbook list, click the file you exported.
5. In the Before sheet list, click the where you want to insert the Settings worksheet.
6. Select the Create a copy checkbox, and then click OK.

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 Create a Settings worksheet
1. Click the Insert Worksheet worksheet tab.
2. Right-click the new worksheet tab, and then click Rename.
3. Type a name that begins with 'Settings', and then press Enter.
4. Add the Settings sections. For more information, see " Settings worksheet syntax" on page 511.

Configure the Settings worksheet

1. In the SheetType section, specify whether the Settings worksheet processes Crosstab or Tabular
worksheets.
2. If you specified Crosstab in step 1, in column B, specify whether the data is imported into the
ScheduledReceipt or IndependentDemand table.
3. In the SheetsToProcess section, specify the Data worksheet this Settings worksheet processes.
4. If you specified Tabular in step 1, in column B, specify the table the worksheet imports data into.
5. If you want to enable the worksheet to delete records before importing, in column C of the
SheetsToProcess section, type the expression that defines the records that can be deleted.
If you specified Tabular in step 1, go to step 14.
6. In the OrderPrefix section, specify the string that will be used in the order number for each
imported record.
7. In the OptionalFlags section, if you want the header records to be generated, in column A, type
'CreateHeaderRecord'.
8. In the ExcelColumns section, in column A, specify the name assigned to each column in the Data
worksheet.
9. If you included the OptionalFlags section, in the AdditionalHeaderData section, do the
following:
l In column A, type 'Data', and then in the next row, specify the worksheet these header
records are defined for.
l In column B, in the same row as the Data section is defined, specify the field the additional
data is defined for.
l Specify the value inserted into the field for each worksheet you specified.
l In column A, in the row after the worksheets are defined, type '/Data'.
Repeat this step for each value you want to specify for the header records.
10. In the AdditionalData section, do the following:
l In column A type 'Data', and then in the next row, specify the worksheet these records are
defined for.
l In column B, in the same row as the Data section is defined, specify the field the additional
data is defined for.
l Specify the value inserted into the field for each worksheet you specified.
l In column A, in the row after the worksheets are defined, type '/Data'.

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 Repeat this step for each value you want to specify for the records.
11. In the MapSites section, in column A specify the sites that appear in the Data worksheets, and in
column B specify the RapidResponse sites they map to.
12. In the MapTypes section, in column A specify the order types that appear in the Data worksheets
and in column B specify the RapidResponse types they map to.
13. In column C of the MapTypes section, specify the field you want to provide additional
customization to, and then specify the value inserted into that field for each order type.
Repeat this step for each additional field you want to specify values for.
14. In the Version section, type 400.

Variables and named ranges

In Version 300 and 400 Settings sheets, you can specify values in cells by creating expressions that refer
to named ranges in other worksheets. The values in these named ranges are inserted into the
expression, as shown in the following illustration.

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 You can also use named ranges in complex expressions, such as the one shown in "SheetsToProcess" on
page 526.
If you have exported data from a RapidResponse workbook to Microsoft Excel using the importable
format, a worksheet named 'Settings_Variables' is automatically created in the Microsoft Excel file. This
worksheet contains named ranges that define the workbook controls and variables that were used to
define the data that was exported. These variables allow you to customize the data in the Settings
sheet to match the data you exported.

Version 400 Settings sheets

Version 400 Settings sheets and Version 300 sheets are similar, except Version 400 sheets require table
and field names to be namespace qualified. For example, using a Version 300 Settings sheet to import
crosstab data into the ScheduledReceipt table, the SheetsToProcess section would specify
ScheduledReceipt in column B. However, for a Version 400 Settings sheet, the SheetsToProcess section
would specify Mfg::ScheduledReceipt in column B, to indicate the data is for the ScheduledReceipt
table in the Mfg namespace.
To ensure data is read correctly, you must specify the namespace for each field used in the Settings
sheet. If you do not specify the namespace for a field, the values imported for that field are blank.
When you export data from a workbook that specifies how data is imported into scenarios, the
namespaces for fields are included automatically. However, any import files you receive from external
sources or that were created in RapidResponse 2015.3 (or earlier) might not have the namespaces. In
this case, you must modify the import file to ensure all namespaces are specified.
For more information about data sections and settings valid in Version 300 Settings sheets, see
"Version 300 Settings sheets" on page 524.
If you have upgraded to RapidResponse 11.0 (or later), it is recommended you update all your Settings
sheets to Version 400, to ensure the data is imported to the correct tables and fields in the correct
namespaces.
The following sections are valid in a Version 400 Settings sheet. You can create these sections in any
order. Each section with 'Yes' in the Mandatory column must be included to import data from the
Microsoft Excel file.

Section name Description Mandatory?

SheetType Specifies the type of worksheet (tabular or crosstab) this Settings sheet Yes
processes.
Specifies the table crosstab worksheets provide data for.

SheetsToProcess Specifies the worksheet or worksheets this Settings sheet processes. Yes
Specifies the table tabular worksheets provide data for.
Specifies the set of records that are deleted before importing the data into
RapidResponse.

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 Section name Description Mandatory?

OrderPrefix Specifies the order number assigned to the records imported using this No
Settings sheet.

OptionalFlags Specifies optional configuration settings. Allows you to specify whether No

header records are created as part of the import process.

ExcelColumns Specifies the names of columns in the Data worksheets processed by this No
Settings sheet. These names can be used to configure the data values in
other sections.

AdditionalHeaderData Specifies values to be inserted into the header records created during the No
import process. This section can contain any number of data values.

AdditionalData Specifies values to be inserted into the records created during the import No
process. This section can contain any number of data values.

MapSites Specifies how the site values in the Data worksheets relate to the site Yes
values in RapidResponse.

MapTypes Specifies how the type values in the Data worksheets relate to the order Yes
type values in RapidResponse.
Specifies additional data values that can be inserted into the records,
depending on the order type.

Version Specifies how the Settings sheet is processed during the import process, Yes
and the sections that are valid.

SheetType
The SheetType section specifies the type of the Settings worksheet, which determines the configuration
settings that can be applied to worksheets in the Microsoft Excel file. Settings worksheets can be one of
the following types:
l Crosstab: Contains settings to be applied to worksheets with pivoted data, with records
summarized by date.
l Tabular: Contains settings to be applied to worksheets with data in columns, with one record per
row.

If the Settings sheet type is Crosstab, the RapidResponse namespace and table (either
ScheduledReceipt or IndependentDemand) that the worksheets specified in the SheetsToProcess
section provide data for must be specified in column B. Each Settings sheet can specify data values for
only one table. If the Excel file contains worksheets with data for multiple tables, you must create a
separate Settings sheet for each table.

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 In this example, Crosstab worksheets specified by this Settings sheet supply data for the
Mfg::ScheduledReceipt table.
Tabular worksheets require a Settings sheet only if the Microsoft Excel file contains crosstab
worksheets or if a template is used to arrange the tabular data in worksheets. Only the SheetType,
SheetsToProcess, and Version sections of a Tabular Settings sheet are processed during the data
import. All tabular worksheets must contain columns that match the RapidResponse field names, as
described in "Importing data in tabular worksheet format" on page 505.

SheetsToProcess
The SheetsToProcess section specifies the Microsoft Excel worksheets that are to be read when
RapidResponse loads data. Worksheets specified in this section require the settings in the Settings
sheet.
You can specify multiple worksheets in this section. For tabular worksheets, you can use one Settings
sheet for all of the tabular worksheet. For crosstab worksheets, each worksheet must have the same
columns, and you must define the settings required for each worksheet. It is recommended you use
one Settings worksheet for each crosstab worksheet.
In column B of this section, you can specify the table the worksheet supplies data for. This value is
required only for tabular worksheets.
In column C of this section, you can specify a deletion scope for the worksheet. This is a RapidResponse
query expression that defines the records that will be deleted from the scenario when the data is
updated. You can use this to ensure the records defined in the Data worksheet are always the most
current. If you do not define a deletion scope, records are not deleted.

In this example, the Sheet1 worksheet is processed using the settings in the Settings sheet. The
deletion scope for this worksheet includes all the records for the part and site combination in the date
range specified.

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When you create the deletion scope, you can use any combination of variables, column values, and
text. You can also include values from other worksheets by referring to a named range, as shown in the
following illustration.

For more information about using named ranges in expressions, see "Create a Settings sheet for
importing data" on page 512.
This example uses a named range from the Settings_Variables worksheet, which includes ranges named
DeletionScope and WhereClause. These ranges can be used to delete older records in the Data
worksheet.
In some cases, the DeletionScope and WhereClause named ranges might delete more records
than intended. For example, if the DeletionScope refers to the All Sites site filter, if you have
access to three sites and export data for those three sites but set the DeletionScope to use All
Sites. If another user with access to eight sites imports that data, the All Sites filter in the
DeletionScope deletes the records from all eight of that user's sites, but imports data for only the
three sites available to them. If you use the DeletionScope or WhereClause to delete records,
you should export data using either a specific site or a site filter with a limited set of sites defined in it.
For more information about site filters, see the RapidResponse Resource Authoring Guide (Java client).

OptionalFlags
The OptionalFlags configuration setting specifies settings that are not mandatory.The
CreateHeaderRecord setting can be specified in this section, which is shown in the following
illustration.

The CreateHeaderRecord setting specifies that header records are created as part of the import
process. You must use this setting if header records are not automatically created. With this flag
specified, you can include an AdditionalHeaderData section to specify additional information for the
header records.
The data used to create the header records is taken from the SheetType and AdditionalHeaderData
sections. The table specified in the SheetType section determines whether a demand order or supply
order is created. The data specified in the AdditionalHeaderData section determines values for other
fields in the new header record.

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 ExcelColumns
The ExcelColumns section defines the columns in the Data worksheet this Settings sheet processes. The
columns must be listed in the order they appear in the Data worksheet. You can use these columns in
other settings sections.
In this section, a Site column must be first, a Part column must be second, and an Order Type column
must be last. The columns between the Part and Type columns are the custom columns you add to the
Data worksheet.
An example of an ExcelColumns section is shown in the following illustration.

In this example, the Data worksheet contains columns named SiteName, PartName, SupplierId, and
OrderType. These columns match the order of columns required for the Data worksheet, because
SiteName is a Site column, PartName is a Part column, and OrderType is a Type column.
These columns can be used in other settings sections by putting the column name in angle brackets (<
>). For example, the SupplierId column can be included in another section by including
'<SupplierId>' in that section.

AdditionalHeaderData
If your Settings sheet includes the OptionalFlags section, the AdditionalHeaderData configuration
setting can be included. The data specified in this section is used in creating the header records for the
IndependentDemand or ScheduledReceipt records imported from the data worksheets.

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In this example, orders in all worksheets processed by this Settings sheet have an Order.Pool.Value
value of Unpooled , an Order.Id value equal to that order's values in the SupplierId and PartName
columns, and an Order.Supplier.Id value equal to that order's value in the SupplierId column. When the
data is imported, these fields are populated with the specified values.
The values added to the Order.Supplier.Id fields in this example might insert a new record in the
Supplier table. If the Supplier table allows records to be automatically created, the other key values for
the record are inserted automatically using the table's specified default values. If the Supplier table
does not allow records to be automatically created, you must specify Data sections for each of the
table's key fields. For complete information about key fields for tables, see the RapidResponse Data
Model and Algorithm Guide (Java client).
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
The fields you specify in this section should be namespace-qualified to ensure the data is loaded into
the correct locations. However, if you are overriding the order number in the Id field, you must specify
the field without the namespace. Otherwise a column with the namespace qualification is added to the
import data, in addition to the column without the namespace. In this case, because the columns are
both considered valid, the column used to identify the records cannot be predicted, which can produce
unexpected results.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

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 AdditionalData
The AdditionalData configuration setting specifies information to add to the records imported into
RapidResponse when loading the Microsoft Excel data. Data can be added to all worksheets that data is
imported from, or you can specify which worksheets data is added to. This section can be used to add
data that is required to import records into RapidResponse, but is not included in the Excel crosstab
worksheets, or to override values from the crosstab worksheet.
The data values specified in this section might insert records into other tables. Depending on the
settings specified for the tables, the data values required to insert those records can be automatically
created.

In this example, the Routing value ACKIT-01 is added to the all orders imported from the Data
worksheet. The OrderPriority and SavedPriority values for each order in all worksheets are set to Med.
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
The fields you specify in this section should be namespace-qualified to ensure the data is loaded into
the correct locations. However, if you are overriding the order number in the Order.Id field or the line
number in the Line field, you must specify the field without the namespace. Otherwise a column with
the namespace qualification is added to the import data, in addition to the column without the
namespace. In this case, because the columns are both considered valid, the column used to identify
the records cannot be predicted, which can produce unexpected results.

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For other columns included in the crosstab data, if you add a segment to the AdditionalData section
with the same names, an additional column is added to the import data, which can also produce
unexpected results because the column used to provide the data to import cannot be predicted. You
should ensure the AdditionalData section contains only fields that are not provided by the crosstab, or
that override the Order.Id or Line values.
For reference fields, you can also include the key field names in the reference. For example,
OrderPriority.Value or Part.Type.Value. This ensures the value is mapped correctly, and avoids
ambiguity if the referenced table has multiple key fields.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

MapSites
The MapSites configuration setting specifies how site or location names in the data worksheets are
mapped to the RapidResponse database. At least one site must be defined in this section.
The following example shows a MapSites section.

Using this example, the Americomp site (Column A) in the data are mapped to the Americomp site
(Column B) in the RapidResponse database.

MapTypes
The MapTypes configuration setting specifies how data category names in the data worksheets are
mapped to the RapidResponse database. The data category names in Column A are mapped to the
category names in Column B.
The following example shows a MapTypes section.

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 Using this example, the data categories in Column A (Ship Plan, TCO, and Net Reqts) are used as row
labels in the Data worksheets. For an example, see "Importing data in crosstab worksheet format" on
page 507. The data categories in Column B (Blanket, PO, and WO) correspond to the values in Column A
and are the type values used in the control table records when imported into the RapidResponse
database.
Column B must include the heading Type as shown in the example.
As discussed in the AdditionalData section, you can use a Settings worksheet to add data to the records
imported from the Microsoft Excel data. You can also override the additional data you are adding using
the MapTypes configuration setting. To add overrides, you need to add information to the right
(Column C, D, and so on) of the MapTypes configuration settings.
Data specified in the MapTypes section insert the value only for one Type value. You can define
different values for each Type. If you specify values for a column in both the AdditionalData or
AdditionalHeaderData and MapTypes sections, the value in the MapTypes section overrides the
AdditionalData or AdditionalHeaderData section.
As with the AdditionalData section, the data values specified in the MapTypes section might insert
records into other tables. Depending on the settings specified for the tables, the data values required
to insert those records can be automatically created.
The following example shows a MapTypes overrides section (columns C, D, and so on).

The Routing.Id heading corresponds to the AdditionalData label and the Supplier.Id and Id headings
correspond to the AdditionalHeaderData labels described in the previous examples. For the PO Type
value, the Routing.Id value is Citycruiser, the Supplier.Id value is a the default defined in the
AdditionalHeaderData section, and the Order.Id value is set to My new Order Id. For the Blanket Type
value, the Routing.Id value is the default defined in the AdditionalData section, and the Supplier.Id
value is set to Cartons. For the WO Type value, all values are set to the defaults from the
AdditionalData and AdditionalHeaderData sections.
For columns that are not included in the AdditionalData or AdditionalHeaderData sections, the
<default> setting inserts the default value for that table.

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Version
The Version configuration setting is used by your RapidResponse system and should never be modified.
If this section is missing, RapidResponse cannot load data from the Microsoft Excel file.

In this example, the Settings worksheet is Version 400, which is compatible with RapidResponse 11.0
and later.

Version 300 Settings sheets

Version 300 Settings sheets are compatible with RapidResponse 9.4 and later. These Settings sheets
allow you to customize many aspects of the data being imported. You can use values from the Data
worksheets to map values into RapidResponse, or use variables to define values for a specific customer
or supplier.
If you are using a Version 300 Settings sheet, the Data worksheets can contain columns in addition to
the Site, Part, and Type columns that are required. For example, you can include supplier or customer
information in the Data worksheets.
Version 300 Settings sheets can also use the following variables to customize the data values inserted
into the data being imported. These variables are not shown in the Settings_Variables worksheet.

Variable Description

<default> The value for a field specified in the AdditionalData or AdditionalHeaderData sections. This is typically
used in the MapTypes section to indicate the value is not overridden.

<BucketDate> The date associated with the data value being processed.

<OrderPrefix> The value specified in the OrderPrefix section.

<SheetName> The name of the Data worksheet.

The following sections are valid in a Version 300 Settings sheet. You can create these sections in any
order. Each section with 'Yes' in the Mandatory column must be included to import data from the
Microsoft Excel file.

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 Section name Description Mandatory?

SheetType Specifies the type of worksheet (tabular or crosstab) this Settings sheet Yes
processes.
Specifies the table crosstab worksheets provide data for.

SheetsToProcess Specifies the worksheet or worksheets this Settings sheet processes. Yes
Specifies the table tabular worksheets provide data for.
Specifies the set of records that are deleted before importing the data into
RapidResponse.

OrderPrefix Specifies the order number assigned to the records imported using this No
Settings sheet.

OptionalFlags Specifies optional configuration settings. Allows you to specify whether No

header records are created as part of the import process.

ExcelColumns Specifies the names of columns in the Data worksheets processed by this Yes
Settings sheet. These names can be used to configure the data values in
other sections.

AdditionalHeaderData Specifies values to be inserted into the header records created during the No
import process. This section can contain any number of data values.

AdditionalData Specifies values to be inserted into the records created during the import Yes
process. This section can contain any number of data values.

MapSites Specifies how the site values in the Data worksheets relate to the site Yes
values in RapidResponse.

MapTypes Specifies how the type values in the Data worksheets relate to the order Yes
type values in RapidResponse.
Specifies additional data values that can be inserted into the records,
depending on the order type.

Version Specifies how the Settings sheet is processed during the import process, Yes
and the sections that are valid.

SheetType
The SheetType section specifies the type of the Settings worksheet, which determines the configuration
settings that can be applied to worksheets in the Microsoft Excel file. Settings worksheets can be one of
the following types:
l Crosstab: Contains settings to be applied to worksheets with pivoted data, with records
summarized by date.

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 l Tabular: Contains settings to be applied to worksheets with data in columns, with one record per
row.

If the Settings sheet type is Crosstab, the RapidResponse table (either ScheduledReceipt or
IndependentDemand) that the worksheets specified in the SheetsToProcess section provide data for
must be specified in column B. Each Settings sheet can specify data values for only one table. If the
Excel file contains worksheets with data for multiple tables, you must create a separate Settings sheet
for each table.

In this example, Crosstab worksheets specified by this Settings sheet supply data for the
ScheduledReceipt table.
Tabular worksheets require a Settings sheet only if the Microsoft Excel file contains crosstab
worksheets or if a template is used to arrange the tabular data in worksheets. Only the SheetType,
SheetsToProcess, and Version sections of a Tabular Settings sheet are processed during the data
import. All tabular worksheets must contain columns that match the RapidResponse field names, as
described in "Importing data in tabular worksheet format" on page 505.

SheetsToProcess
The SheetsToProcess section specifies the Microsoft Excel worksheets that are to be read when
RapidResponse loads data. Worksheets specified in this section require the settings in the Settings
sheet.
You can specify multiple worksheets in this section. For tabular worksheets, you can use one Settings
sheet for all of the tabular worksheet. For crosstab worksheets, each worksheet must have the same
columns, and you must define the settings required for each worksheet. It is recommended you use
one Settings worksheet for each crosstab worksheet.
In column B of this section, you can specify the table the worksheet supplies data for. This value is
optional for crosstab worksheets, but is required for tabular worksheets. If the value is blank for a
crosstab worksheet, the table specified in the SheetType section is used. If a table is specified in this
section and the table is different from the one specified in the SheetType section, importing data from
this file results in an error.
In column C of this section, you can specify a deletion scope for the worksheet. This is a RapidResponse
query expression that defines the records that will be deleted from the scenario when the data is
updated. You can use this to ensure the records defined in the Data worksheet are always the most
current. If you do not define a deletion scope, records are not deleted.

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 In this example, the Sheet_ExtraFields worksheet is processed using the settings in the Settings sheet.
The records in this worksheet are imported into the ScheduledReceipt table. The deletion scope for this
worksheet includes all the records in the date range specified.
When you create the deletion scope, you can use any combination of variables, column values, and
text. In this example, the RapidResponse date values d'1/15/2009' and d'2/26/2009' are
variables, which are inserted into this expression by referring to a named range in another worksheet,
as shown in the following illustration.

In this example, BucketRangeStart_ScheduledReceipts and BucketRangeEnd_

ScheduledReceipts are named ranges in the Settings_Variables worksheet. The query expression
is created by concatenating the named ranges and the comparisons that will be made when the data is
imported into RapidResponse. For more information about using named ranges in expressions, see
"Create a Settings sheet for importing data" on page 512.
The Settings_Variables worksheet also includes ranges named DeletionScope and
WhereClause, which can be used to delete all records in the Data worksheet. The DeletionScope
named range cannot be used to delete records in crosstab worksheets, worksheets with grouped data,
or worksheets that have searches applied. For these worksheets, you must use the WhereClause
named range instead. You can use these ranges instead of creating a deletion scope if you do not want
to leave any of the older records in RapidResponse.
In some cases, the DeletionScope and WhereClause named ranges might delete more records
than intended. For example, if the DeletionScope refers to the All Sites site filter, if you have
access to three sites and export data for those three sites but set the DeletionScope to use All
Sites. If another user with access to eight sites imports that data, the All Sites filter in the
DeletionScope deletes the records from all eight of that user's sites, but imports data for only the
three sites available to them. If you use the DeletionScope or WhereClause to delete records,
you should export data using either a specific site or a site filter with a limited set of sites defined in it.
For more information about site filters, see the RapidResponse Resource Authoring Guide (Java client).

OrderPrefix
The OrderPrefix configuration setting specifies the beginning of the Order.Id value for every order
created by the crosstab worksheet. The full Order.Id value is the OrderPrefix setting and the worksheet
name, separated by a hyphen. For example, OrderPrefix-SheetName.

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The following example shows an OrderPrefix section.

In this example, every order created when importing the data is given an Order.Id value that begins
with SupA. In this example, the orders created from Sheet_ExtraFields will have SupA-Sheet_
ExtraFields as their ID.
Each order record also has a Line value, which is determined using the part and date values in the
crosstab worksheet, in the format Date_Part. In this example, an order created from worksheet Sheet_
ExtraFields for the Racer part due on June 12, 2008 will be order SupA-Sheet_ExtraFields, line
20080612_Racer. The Line value can be overridden by specifying a value in the AdditionalData or
MapTypes sections.
If the Settings sheet does not include this section, the Order.Id values created during the import use the
user ID of the user importing the data and the name of the Microsoft Excel file, separated by a hyphen.
For example, UserId-FileName. The Order.Id value can be overridden by specifying a value in the
AdditionalData or MapTypes sections.

OptionalFlags
The OptionalFlags configuration setting specifies settings that are not mandatory. In RapidResponse
9.4, only the CreateHeaderRecord setting can be specified in this section, which is shown in the
following illustration.

The CreateHeaderRecord setting specifies that header records are created as part of the import
process. You must use this setting if header records are not automatically created. With this flag
specified, you can include an AdditionalHeaderData section to specify additional information for the
header records.
The data used to create the header records is taken from the SheetType, OrderPrefix, and
AdditionalHeaderData sections. The table specified in the SheetType section determines whether a
demand order or supply order is created. The value specified in the OrderPrefix section determines the

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 order ID assigned to the new record. The data specified in the AdditionalHeaderData section
determines values for other fields in the new header record.

ExcelColumns
The ExcelColumns section defines the columns in the Data worksheet this Settings sheet processes. The
columns must be listed in the order they appear in the Data worksheet. You can use these columns in
other settings sections.
In this section, a Site column must be first, a Part column must be second, and an Order Type column
must be last. The columns between the Part and Type columns are the custom columns you add to the
Data worksheet.
An example of an ExcelColumns section is shown in the following illustration.

In this example, the Data worksheet contains columns named Plant, SKU, Warehouse, MyCustomField,
and OrderType. These columns match the order of columns required for the Data worksheet, because
Plant is a Site column, SKU is a Part column, and OrderType is a Type column.
These columns can be used in other settings sections by putting the column name in angle brackets (<
>). For example, the Plant column can be included in another section by including '<Plant>' in that
section.

AdditionalHeaderData
If your Settings sheet includes the OptionalFlags section, the AdditionalHeaderData configuration
setting can be included. The data specified in this section is used in creating the header records for the
IndependentDemand or ScheduledReceipt records imported from the data worksheets.

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In this example, each order in the Sheet_ExtraFields worksheet has an Order.Supplier.Id value of
SupCorp-A. Orders in all worksheets processed by this Settings sheet have an Order.Pool.Value value of
Unpooled and an Order.Id value equal to that order's value in the MyCustomField column. When the
data is imported, these fields are populated with the specified values.
The values added to the Order.Supplier.Id fields in this example might insert a new record in the
Supplier table. If the Supplier table allows records to be automatically created, the other key values for
the record are inserted automatically using the table's specified default values. If the Supplier table
does not allow records to be automatically created, you must specify Data sections for each of the
table's key fields. For complete information about key fields for tables, see the RapidResponse Data
Model and Algorithm Guide (Java client).
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

AdditionalData
The AdditionalData configuration setting specifies information to add to the records imported into
RapidResponse when loading the Microsoft Excel data. Data can be added to all worksheets that data is
imported from, or you can specify which worksheets data is added to. This section can be used to add

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 data that is required to import records into RapidResponse, but is not included in the Excel crosstab
worksheets.
The data values specified in this section might insert records into other tables. Depending on the
settings specified for the tables, the data values required to insert those records can be automatically
created.

In this example, the Routing value EastAsia is added to the all orders imported from the Data
worksheet. The Line value for each order in the Sheet_ExtraFields worksheet is constructed by
concatenating the bucket date (taken from the Data worksheet) and the value in the SKU column.
The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets, if the Settings sheet processes
multiple data worksheets, but can be overridden with a specific data worksheet name. If any data
worksheet is not defined in a Data section, either explicitly or using the <all sheets> syntax, that
worksheet has a blank added as a value for the field.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

MapSites
The MapSites configuration setting specifies how site or location names in the data worksheets are
mapped to the RapidResponse database. At least one site must be defined in this section.
The following example shows a MapSites section.

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Using this example, the Boston and Detroit sites (Column A) in the data are mapped to the Ottawa and
Detroit sites (Column B) in the RapidResponse database.

MapTypes
The MapTypes configuration setting specifies how data category names in the data worksheets are
mapped to the RapidResponse database. The data category names in Column A are mapped to the
category names in Column B.
The following example shows a MapTypes section.

Using this example, the data categories in Column A (Ship Plan, TCO, and Net Reqts) are used as row
labels in the Data worksheets. For an example, see "Importing data in crosstab worksheet format" on
page 507. The data categories in Column B (Commitments, SpecialCommitments, and
NetRequirements) correspond to the values in Column A and are the type values used in the control
table records when imported into the RapidResponse database.
Column B must include the heading Type as shown in the example.
As discussed in the AdditionalData section, you can use a Settings worksheet to add data to the records
imported from the Microsoft Excel data. You can also override the additional data you are adding using
the MapTypes configuration setting. To add overrides, you need to add information to the right
(Column C, D, and so on) of the Map Types configuration settings.
Data specified in the MapTypes section insert the value only for one Type value. You can define
different values for each Type. If you specify values for a column in both the AdditionalData or
AdditionalHeaderData and MapTypes sections, the value in the MapTypes section overrides the
AdditionalData or AdditionalHeaderData section.

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Version 300 Settings sheets
 As with the AdditionalData section, the data values specified in the MapTypes section might insert
records into other tables. Depending on the settings specified for the tables, the data values required
to insert those records can be automatically created.
The following example shows a MapTypes overrides section (columns C, D, and so on).

The Routing and Line headings correspond to the AdditionalData labels described in the previous
examples. For the SpecialCommitments Type value, the Routing value is SouthAsia and the Line value
is a the default defined in the AdditionalData section. For the Commitments Type value, the Routing
value is the default defined in the AdditionalData section, and the Line value is a combination of the
value in the Warehouse column and the bucket date.
For columns that are not included in the AdditionalData or AdditionalHeaderData sections, the
<default> setting inserts the default value for that table.

Version
The Version configuration setting is used by your RapidResponse system and should never be modified.
If this section is missing, RapidResponse cannot load data from the Microsoft Excel file.

In this example, the Settings worksheet is Version 300, which is compatible with RapidResponse 9.4 and
later.

Version 200 Settings sheets

Version 200 Settings sheets are compatible with RapidResponse 9.2 and later.
This section discusses the sections that can be included in a Version 200 Settings sheet.

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SheetType
The SheetType section specifies the type of the Settings worksheet, which determines the configuration
settings that can be applied to worksheets in the Excel file. Settings worksheets can be one of the
following types:
l Crosstab: Contains settings to be applied to worksheets with pivoted data, with records typically
summarized by date.
l Tabular: Contains settings to be applied to worksheets with data in columns, with one record per
row.

If the Settings sheet type is Crosstab, the RapidResponse table (either ScheduledReceipt or
IndependentDemand) that the worksheets specified in the SheetsToProcess section provide data for
must be specified in column B. Each Settings sheet can specify only one table. If the Excel file contains
worksheets with data for multiple tables, each table must be specified in a separate Settings sheet.

In this example, Crosstab worksheets specified by this Settings sheet supply data for the
ScheduledReceipt table.
Tabular worksheets require a Settings sheet only if the Microsoft Excel file contains crosstab
worksheets. Only the SheetsToProcess section of a Tabular Settings sheet is processed during the data
import. All tabular worksheets must contain columns that match the RapidResponse field names, as
described in "Importing data in tabular worksheet format" on page 505.

SheetsToProcess
The SheetsToProcess section specifies the Microsoft Excel worksheets that are to be read when
RapidResponse loads data. Worksheets specified in this section require the settings in the Settings
sheet.

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Version 200 Settings sheets
 In this example, the Sheet1, Sheet2, and Sheet3 worksheets are processed using the settings defined in
the Settings sheet.
If every worksheet in the Excel file is to be processed, you can use the <all sheets> setting instead of
specifying every worksheet.

AdditionalData
The AdditionalData configuration setting specifies information to add to the tab-delimited text files
generated by your RapidResponse system when loading the Microsoft Excel data. Data can be added to
all worksheets that data is imported from, or you can specify which worksheets data is added to. This
section can be used to add data that is required to import records into RapidResponse, but is not
included in the Excel crosstab worksheets.
The data values specified in this section might insert records into other tables. Depending on the
settings specified for the tables, the data values required to insert those records can be automatically
created. For more information, contact your RapidResponse administrator.

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The information in column A between the Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets but can be overridden with a
specific data worksheet name. If the <all sheets> syntax is not used then any unspecified sheet has a
blank added as a value.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.
In this example, ALLIED is added to the Order.Supplier.Id field for every line in the data file generated
from every data worksheet in the Microsoft Excel workbook excluding the worksheet named Sheet1.
Data generated from the Sheet1 worksheet has BBEARING added to it.
The values added to the Order.Supplier.Id fields in this example might insert a new record in the
Supplier table. If the Supplier table allows records to be automatically created, the other key values for
the record are inserted automatically using the table's specified default values. If the Supplier table
does not allow records to be automatically created, you must specify Data sections for each of the
table's key fields. For complete information about key fields for tables, see the RapidResponse Data
Model and Algorithm Guide (Java client).
In the previous example, the field that the data is supplied for is added to Column B at the beginning of
the Data section. In addition to specifying the RapidResponse field that the specified values are inserted
into, this allows you to further override what is added to the generated data file. For more information,
see "MapTypes" on page 538.

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Version 200 Settings sheets
 OrderPrefix
The OrderPrefix configuration setting specifies the beginning of the Order.Id value for every order
created by the crosstab worksheet. The full Order.Id value is the OrderPrefix setting and the worksheet
name, separated by a hyphen. For example, OrderPrefix-SheetName.
The following example shows an OrderPrefix section.

In this example, every order created when importing the data is given an Order.Id value that begins
with SupA. In this example, the orders created from Sheet1 will have SupA-Sheet1 as their ID.
Each order record also has a Line value, which is determined using the part and date values in the
crosstab worksheet, in the format Date_Part. In this example, an order created from worksheet Sheet1
for the Racer part due on June 12, 2008 will be order SupA-Sheet1, line 20080612_Racer.
If the Settings sheet does not include this section, the Order.Id values created during the import use
the user ID of the user importing the data and the name of the Microsoft Excel file, separated by a
hyphen. For example, UserId-FileName.

MapSites
The MapSites configuration setting specifies how site or location names in the data worksheets are
mapped to the RapidResponse database. At least one site must be defined in this section.
The following example shows a MapSites section.

Using this example, the OTT and NY sites (Column A) in the data are mapped to the Ottawa and New
York sites (Column B) in the RapidResponse database.

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MapTypes
The MapTypes configuration setting specifies how data category names in the data worksheets are
mapped to the RapidResponse database. The data category names in Column A are mapped to the
category names in Column B.
The following example shows a MapTypes section.

Using this example, the data categories in Column A (Ship Plan, TCO, and Net Reqts) are used as row
labels in the Data worksheets. For an example, see "Importing data in crosstab worksheet format" on
page 507. The data categories in Column B (Blanket, PO, and WO) correspond to the Column A values
and are the type values used in the control table records when imported into the RapidResponse
database.
Column B must include the heading Type as shown in the example.
As discussed in the AdditionalData section, you can use a Settings worksheet to add data when loading
the Microsoft Excel data. You can also override the additional data you are adding using the MapTypes
configuration setting. To add overrides, you need to add information to the right (Column C, D, and so
on) of the Map Types configuration settings.
As with the AdditionalData section, the data values specified in the MapTypes section might insert
records into other tables. Depending on the settings specified for the tables, the data values required to
insert those records can be automatically created.
The Routing.Id and Order.Supplier.Id headings correspond to the AdditionalData labels noted in the
previous examples. The column headings must be the same as those used in the other configuration
settings. For example, the corresponding AdditionalData is as follows and includes the
Order.Supplier.Id setting.

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Version 200 Settings sheets
 In this example, instead of ALLIED or BBEARING being added to every line in the data file, CARTONS is
added to lines where Type is set to Ship Plan (Blanket). The example also shows the override value of
<default>. This setting indicates not to override with a different value.

Version
The Version configuration setting is used by your RapidResponse system and should never be modified.
If this section is missing, RapidResponse cannot load data from the Microsoft Excel file.

In this example, the Settings worksheet is Version 200, which is compatible with RapidResponse 9.2 and
later.

Version 100 Settings sheets

The following sections were required for Version 100 Settings sheets, which are compatible with
RapidResponse 8.2.3 through 9.1. The configurations in this section were used to create the structure
required to import data from tab-delimited text files. Because RapidResponse 9.2 and later imports
data directly from the Microsoft Excel file, these configurations are no longer required.
Microsoft Excel files with these Settings sheets are supported by RapidResponse 9.2 and later, but
should be updated to Version 300 or 400, using the syntax described in "Version 300 Settings sheets"
on page 524 and "Version 400 Settings sheets" on page 515. Microsoft Excel files cannot contain
Settings sheets with different Version settings.
Version 100 settings sheets must include MapTypes, MapSites, and Version sections. These sections are
identical to those for Version 200 sheets. For more information, see "Version 200 Settings sheets" on
page 533.

AdditionalHeaderData
The AdditionalHeaderData configuration setting specifies information to add to the tab-delimited text
files generated by your RapidResponse system when loading the Microsoft Excel data.
During a data load, RapidResponse generates two tab-delimited text files from the Microsoft Excel
workbook. One file contains data header information and the other contains the actual data. This
setting adds more data to the header file.

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Data can be added to all worksheets that generate header information, or you can specify which
worksheets to add data to.
The following example shows an AdditionalHeaderData section.

In this example, SupCorpA-1 is added to every line in the data header file generated from every data
worksheet in the Microsoft Excel workbook excluding the worksheet named Sheet1. Data header
information generated from the Sheet1 worksheet has SupCorpA-2 added to it.
The information in column A between Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets but can be overridden with a
specific data worksheet name. If the <all sheets> syntax is not used then any unspecified sheet has a
blank added as a value.
In the previous example, the Supplier label is added to Column B in Row 2. This is optional. By adding a
label, you can further override what is added to the generated data header file. For more information,
see "MapTypes" on page 538.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax as shown in the following illustration.

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Version 100 Settings sheets
 AdditionalDetailData
The AdditionalDetailData configuration setting specifies information to add to the tab-delimited text
files generated by your RapidResponse system when loading the Microsoft Excel data.
During a data load, RapidResponse generates two tab-delimited text files from the Microsoft Excel
workbook. One file contains data header information and the other contains the actual data. This
setting adds information to the actual data file.
Data can be added to all worksheets that generate data or you can specify which worksheets to add
data to.
The following example shows an AdditionalDetailData section.

In this example, East Asia is added to every line in the data file generated from every data worksheet in
the Microsoft Excel workbook excluding the worksheets named Sheet2 and Sheet3. Data generated
from the Sheet2 worksheet has Mexico added to it and data generated from the Sheet3 worksheet has
USA added to it.
The information in column A between Data and /Data syntax specifies the worksheets to add
information to. The <all sheets> setting refers to all data worksheets but can be overridden with a
specific data worksheet name. If the <all sheets> syntax is not used then any unspecified sheet has a
blank added as a value.
In the previous example, a Routing label is added to Column B in Row 2. This is optional. By adding a
label, you can further override what is added to the generated data file. For more information, see
"MapTypes" on page 538.
You can include multiple sets of configuration settings as long as each is enclosed in the Data and /Data
syntax.

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OutputFileNaming
The OutputFileNaming configuration setting specifies the names of the tab-delimited text files that the
RapidResponse generates when loading the Microsoft Excel data.
During a data load, RapidResponse creates two tab-delimited text files from the Microsoft Excel
workbook. One file contains data header information and the other contains the actual data.
The data header file name is specified in Column B and the data file name is specified in Column C.
Column D contains the name of the company publishing the data to the RapidResponse subscriber. This
name is concatenated (using an underscore character) with the items in columns B and C to form the
tab-delimited text file names. The following example shows an OutputFileNaming section.

Using this example, the two data files created are POHeader_CMCorp1.tab and PO_CMCorp1.tab.

WorksheetsIgnore
The WorksheetsIgnore configuration setting specifies the Microsoft Excel worksheets that are to be
ignored when RapidResponse loads data. Worksheets specified in this section can be used to store
notes or other information not required by RapidResponse. Although this is an optional configuration
setting it still must be present in a Settings worksheet.
In the following example, the RapidResponse data load ignores the Notes and Contacts worksheets
during a data load.
WorksheetsIgnore
Notes
Contacts

/WorksheetsIgnore

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Version 100 Settings sheets
CHAPTER 30: Using forms
Run a form 546
Upload data to a form 549

You can use forms to guide you through data entry or help you complete a task such as responding to a
scenario or disposing of inventory stock.

RapidResponse User Guide (Java Client) 544

 Typically, forms perform a single business task or focused set of actions such as editing data. Only the
information and controls you need to complete the tasks are included in the form. This way you can
avoid making common mistakes, such as accidentally editing data with the wrong data settings
selected. To run forms that edit data, you must be granted permission to automatically edit data in
shared scenarios
You can open a form from the Start page or the Explorer pane. Some forms open from links in a
worksheet, when a workbook command is run, or from a step in a task flow. See "RapidResponse
application window basics" on page 112, "Link to different resources from a worksheet" on page 221,
"Run workbook commands" on page 458, and "Open and follow a task flow" on page 124.
Forms launched from a worksheet can enable you to make changes in a worksheet based on a different
table. For example, when working on a new supply order, you might open a form to add a new order
record.

Help embedded in a form might be available for both the form and for individual controls on the form.
See "View form help" on page 104.

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 Note: The Java client can be used on Microsoft Windows and Mac OS operating systems.
However, Forms are not supported on Mac OS. If you are using the Mac OS, consider using the
Web client instead. Depending on your system settings, you might be able to launch the Web
client from the Go menu. See "Launching the Web client" on page 72 for more details.
Alternatively, you might be able to run Microsoft Windows in a Mac OS virtual environment to
run the Java client.

Run a form
As a user, you are responsible for filling all required controls with appropriate values. Depending on the
type of control on the form, you might have to type a value, select a value from a list, or select a
checkbox. Some forms might have a control to upload data in text files to the RapidResponse database.
For more information, see "Upload data to a form" on page 549.
Controls might be required, optional, or read-only.

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Run a form
 l Required controls must have a defined value because the values are required to successfully run
the form.

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 l Optional controls do not need a defined value. The form runs with or without a value in these
types of fields.
l Read-only controls display a fixed value you cannot modify. These controls might require a value
to run the form and display to provide context for other controls on the form. Read-only controls
cannot be edited when you click the control.

Each form displays only the information and controls specific to the tasks the form runs. If you are
uncertain about how to use the form or what type of value to define for a control, view the help
embedded in the form. For more information, see "View form help" on page 104.
You might also see a dynamic form that changes in response to the values you select or type in a
control.

RapidResponse User Guide (Java Client) 548

Run a form
 Upload data to a form
On some forms, you can upload data from text files up to 10 MB in size in to the RapidResponse
database. Only .txt, .tab, and .csv file types can be uploaded.
For example, you can upload an external list representing parts being phased out from specific BOMs.

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CHAPTER 30: Using forms
Part 5: Communication and decision making
l "Communicating using Message Center" on page 552
l "Simulating business changes" on page 578
l "Managing scenarios" on page 602
l "Create a scenario with a perspective applied" on page 621
l "Tracking responsibility" on page 624
l "Collaborating to solve business challenges" on page 634
l "Running business processes" on page 668
l "Extensions and add-in applications" on page 680
CHAPTER 31: Communicating using Message
Center
Summary of Message Center icons 555
Read a message 556
Contact a message's sender 556
Mark a message as unread 557
Print a message 557
Send a message from a contact card 557
Send a resource link 559
Send a resource link with a report attached 563
Copy and paste a resource link 564
Open a resource link 565
Open or save an attachment 566
Sort the message list 566
Search the message list 567
Delete messages 567
Message Center and email 568
Messages from collaborations 569

All communications from RapidResponse and other RapidResponse users are displayed in Message
Center. In Message Center, you might receive multiple types of messages depending on your
RapidResponse permissions and responsibilities. For example, you might receive an alert notification
when one of your alert conditions is met. From the alert notification you can view and correct problems
with the affected data. Other notifications that you might receive can include:
l Notification messages, including links to predefined views of resources.
l Urgent notifications from your RapidResponse administrator.
l Scheduled task notifications.

RapidResponse User Guide (Java Client) 552

 l Scenario messages.
l Error messages or messages about missing resources.
l Messages identifying collaboration comments or posts you are mentioned in.

You can choose to have messages received in Message Center sent to your email address. For more
information, see "Message Center and email" on page 568.
Messages can also be displayed in a message widget on a dashboard. Message widgets are a simplified
version of Message Center. From a message widget, you can read messages, send messages to your
email, and open the full Message Center page if you have the permission to Message Center.

Messages are retrieved every five minutes, or whenever you refresh the Message Center window.
When messages arrive in Message Center, the You have new RapidResponse messages button
appears on the RapidResponse status bar. You can click this button to open Message Center. Close
Message Center at any time. To reopen Message Center, click Message Center on the Go menu.

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RapidResponse Message Center is shown in the following illustration:

Message Center consists of a toolbar, message list, and reading pane. Unread messages are displayed in
a bold font. The following table describes each column of the message list.

Column Description
Message type Shows an icon corresponding to the type of message. For a complete list of message type icons, see
"Summary of Message Center icons" on page 555.

Attachment Shows if a message has a file attachment.

From Shows who the message is from. Alert messages are sent from the alert owner. Collaborative scenario
messages are sent from the collaboration team member who made the change. System messages are sent
from RapidResponse.

Subject Shows what the message is about.

Item type Shows an icon corresponding to the type of resource the message is about. For a list of resource type icons,
see "Summary of Message Center icons" on page 555.

Item Shows what specific resource the message is about. For alert messages, the item is the name of the alert.
For collaborative scenario messages, the item is the scenario.

Received Shows when the message was sent.

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 For more information about Message Center, see "Read a message" on page 556 or "Message Center
and email" on page 568.

Summary of Message Center icons

The Message Center message list contains three graphical columns, which contain icons indicating the
message type, the presence of attachments, and the type of resource the message is about. The
graphical columns do not have column headers.
Each message received has an icon, which identifies the type of message. These icons appear in the
Message Type graphical column. The message types are shown in the following table.

Icon Message type

Urgent notification: Your RapidResponse administrator has sent a message. Typically, it is about RapidResponse
maintenance that might impact you.

Alert notification: An alert's condition was met. (See "Alert messages in Message Center" on page 699.)

Approval: Somebody added an Accept response to a scenario you own. (See "Respond to a scenario" on page
595.)

Rejection: Somebody added a Reject response to a scenario you own. (See "Respond to a scenario" on page 595.)

Commit: Somebody committed a child scenario into a scenario you own. (See "Commit data changes to a parent
scenario" on page 593.)

Modify: Somebody modified data in a scenario you own. (See "Scenario notifications" on page 614.)

Give: Somebody gave you a resource or a scenario. (See "Give a scenario" on page 616 and the RapidResponse
Resource Authoring Guide (Java client).)

Share: Somebody shared a scenario with you. (See "Share a scenario" on page 608.)

Error: An error occurred, such as an automation task failing to run because a resource or scenario is missing.

Notification: This is the default message type. It is used when the other types do not apply.

Messages with file attachments have the attachment icon displayed in the Attachment graphical
column.
Messages related to a specific resource or scenario often have an icon displayed in the Item graphical
column. Shared and private items use the same icons.

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 Icon Resource type
Scenario

Alert

Scheduled task

Automation chain

Script

Process

Task Flow

Workbook

Dashboard

Widget

Scorecard (regular or live lens)

Filter

Hierarchy

Read a message
l In the Message Center message list, click the message you want to read.
The message is shown in the reading pane.

Tip: You can copy the selected message's text by clicking Copy on the Edit menu, or by clicking
Copy on the toolbar.

Contact a message's sender

If you would like to get in contact with someone who has sent you a message, you can obtain their
contact information. You cannot reply to a message through Message Center.
l In the Message Center message list, move the pointer over a sender's name.
The contact information is displayed in a tooltip.

RapidResponse User Guide (Java Client) 556

Read a message
 Note: If the other person has not entered any contact information, the tooltip might not
contain the information you need. For more information, see "View another person's contact
information" on page 575.

Mark a message as unread

New messages appear in bold in your message list in Message Center. Once a message is displayed in
the Message Center reading pane or viewed from the Start page, it is marked as read, and it is no
longer shown in bold in your message list.
If you do not have time to read the message or respond to the message, you can mark it as unread so
that it will appear in bold again. This can help you remember to look at the message again when you
have time.

1. In the Message Center message list, click a message you have already read.
2. On the Actions menu, click Mark as Unread.

Print a message
You can print the content of any message in the message list. When a message is printed, the contents
of the reading pane are printed as they appear. If the message has an attachment, the attachment is
not printed.
You cannot print the message list.

1. In the Message Center message list, click the message you want to print.
2. On the File menu, click Print.
3. In the Print dialog box, click OK.

Note: For more information about available print options, see "Customizing appearance of
printed reports" on page 423.

Send a message from a contact card

You can send Message Center messages from user contact cards. Some workbook columns can contain
IDs or names of RapidResponse users accompanied by buttons that can be clicked to open the
contact card for each listed user. Often, these columns are meant to show who is responsible for
certain data, such as parts, and the contact cards can help you to quickly contact the right people to
resolve issues. These buttons can also appear beside a user's name in a responsibility definition.

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When the button is clicked, a pop-up displays the profile picture and contact information for the user
whose name or ID appears in the cell. The pop-up contains a Compose button that opens the Send
Message dialog box, which can be used to send the user a message in RapidResponse Message Center.

In the Send Message dialog box you can:

l Add links to shared resources.
l Include explanatory text.
l Edit link attributes, including data settings for reports or the text displayed for the link.
l Attach a report of a specific worksheet from an open workbook.

For more information about sending links and attaching reports, see "Send a resource link" on page 559
and "Send a resource link with a report attached" on page 563.
When you send messages through Message Center, the recipients might also receive an email message,
depending on how their RapidResponse accounts are configured.
Contact cards also contain a Share Scenario button that can be used to share a scenario with the user.
For more information, see "Sharing scenarios from contact cards" on page 611.

To send a message from a contact card

1. In a worksheet or responsibility definition, click the User Contact Information button.

The Send Message dialog box opens.
2. Optionally, select additional recipients of the message.
3. Add text in the Message box to explain why you are sending the message.
4. Optionally, add one or more links to the message or attach a report.
5. Click Send.

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Send a message from a contact card
 Send a resource link
You might have permission to send resource links to other users. Resource links allow you to send
specific views of workbooks, dashboards, and scorecards that display for other RapidResponse users
when they open the link. You can also use resource links to send links to forms.
For example, when you are reviewing a dashboard and see that the revenue in S&OP Candidate falls
well below Annual Plan values for the same month, you can send your colleague a link to the
dashboard. When they open the resource link, they will see the same data context on the dashboard as
you are seeing, with the same data settings applied.

If any of the data settings use a private resource, such as a private filter or site, link recipients will not
be able to view the resource with its intended context. You must do one of the following before
sending the link:
l Change the data settings to use shared resources.
l Share the private resources used in the data settings with those users.

When you send a resource link, you can:

l Add additional links to other shared resources.
l Include explanatory text.
l Edit link attributes, including data settings for reports or the text displayed for the link.
l Attach a report of a specific worksheet from an open workbook. For more information, see "Send
a resource link with a report attached" on page 563.

Note: Resource links cannot be sent for system workbooks.

Including explanatory text, other links, and reports can provide further context for the resource view,
outline a course of corrective action for a problem, and support faster decision-making.

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RapidResponse User Guide (Java Client) 560
Send a resource link
 You can also copy and paste resource links in collaborations and, depending on how your system has
been configured, you might also be able to copy and paste resource links in external communications
such as in an instant message. For more information, see"Add resource links to a collaboration" on
page 660 and "Copy and paste a resource link" on page 564.
Link recipients can open resource link messages in Message Center or in email messages. When clicked,
the link opens the resource with the data settings you specified. If the link recipient is signed in to
RapidResponse, the resource link opens in a new tab. If the recipient is not signed in, the resource link
opens a RapidResponse sign-in window for them to sign in to view the resource.

The link recipient must have permission to view the resource to open the link. If the resource has not
been shared with the recipient, they will receive the link but will be unable to open it. If the link
recipient does not have access to resources needed to view the link with the data settings you
specified, they will have to change the data settings to view data in the worksheet.
If you would like to ensure that the link recipient is able to view a worksheet exactly as you see it,
consider attaching a report. For more information, see "Send a resource link with a report attached" on
page 563.

Notes:
l You can only send resource links to shared resources. If you open a Send Link dialog box
from a private resource, no default link is added.
l You can also send resource links from contact cards. For more information, see "Send a
message from a contact card" on page 557.

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 Send a link from an open report
1. Open the resource you want to send a link for.
The resource must be shared, and the link recipient must have permission to view that resource
to successfully open it.
2. Select the desired data settings for the resource.
3. On the RapidResponse toolbar, click Link .

4. Click Send Link .

The resource link is automatically added in the Message box.
5. Select one or more recipients for the link.
6. If desired, add text in the Message box to explain why you are sending the link. You can also add
other links that might be of use.
7. Click Send.

Send a link without an open report

1. On the RapidResponse toolbar, click Link and then click Send Link .
2. Select one or more recipients for the link.
3. Add one or more links to the message.
4. If desired, add text in the Message box to explain why you are sending the link.

Add a link to the message

1. In the open Send Link dialog box, place the cursor in the Message box where you want to add
the link.
2. Click Add Link .
3. Select the type of link to add:
l An open report.
l A report you have access to.
l A form.
l A typed web page address.
4. If desired, change the Text to display and any other settings that are available in the Add Link
dialog box.
The settings that you can specify depend on the type of resource you are sending a link to. If the
link is for a form, you can only select the form and the Text to display.

Edit a link
Depending on the resource you are sending a link to, you can modify different attributes of the
resource to customize the view you are sending.

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Send a resource link
 1. In the open Send Link dialog box, place the cursor in the text of the resource link you want to
edit.
2. Click Edit Link .
3. Perform any of the following modifications to the resource link:
l Modify the link title.
l Select the workbook and worksheet to link to.
l Select the data settings to display for that resource.
l Modify the data settings for that resource.

Notes:
l The Edit Link button is only active when the cursor is placed in a link.
l In the Edit Link dialog box for dashboards, User's personal settings and Custom settings can
only be selected if the dashboard author has allowed the dashboard to be opened with
custom settings.

Send a resource link with a report attached

You can attach a report when you send a resource link to another RapidResponse user. The report is a
file that shows the data you see in the selected worksheet in an open workbook at the time the link is
sent. For more information about sending links, see "Send a resource link" on page 559.

Why include a report?

When you send a link to a worksheet to another RapidResponse user, the recipient can open the link to
view the most current data using the settings you specified.
If someone makes changes to the data after you send the link, though, the recipient might not see the
same data that were available to you when you sent the link. In addition, if the recipient does not have
access to all of the resources needed to view the worksheet with exactly the same data settings you
specified in the link, they will be unable to view the worksheet as you see it.
If it is important that the recipient see the worksheet data exactly as you see it, consider including a
report with the link. For example, you could share a view of the data exactly as it looks at 11:25 AM on
Monday, using a private filter that you created.

Report options
The file types that are available for reports include:

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 l A PDF file which can be opened in a PDF viewer such as Adobe Reader or Preview for Mac OS.
l An HTML file, which opens in a Web browser.
l A Microsoft Excel file, which opens in Microsoft Excel.
l A tab-delimited text file, which opens in any word processor.
l An XML file, which opens in a Web browser or word processor.

If you send the report as a Microsoft Excel file, you can include just the selected worksheet, or all of the
worksheets in the workbook.
If you send the report as an HTML file, a tab-delimited text file, or an XML file, you can choose the type
of encoding for the file. The following options are available.
l ANSI (System Locale): plain text non-Unicode encoding. The exported file will use the locale
setting of RapidResponse.
l Unicode: a 16-bit character encoding system that supports the processing and display of the
major texts in the world. Use Unicode encoding for data that will be used in a multilingual setting.
l Unicode (Big Endian): A sequence of bytes is stored with the most significant value first (a word is
stored big-end first). This format is usually supported on computers that do not use an x86 CPU
(Intel and AMD) such as the older generation Macintosh computers which used a Motorola CPU.
l Unicode (UTF-8): an 8-bit version of Unicode that can be used with transmission media that
supports only 8 bits of data within one byte. Use the UTF-8 version of Unicode for data that will be
used in a multi-lingual setting, and on different operating systems. It is also important to use UTF-
8 for files exported in XML format.

Attach a report to a resource link message

1. In the Send Link dialog box, select the Attach report checkbox.
2. Click Report.
3. Select a Workbook and a Worksheet, and make any necessary changes in the File area.

Copy and paste a resource link

You can copy and paste resource links to share and communicate about business contexts. The links can
be added to collaborations in RapidResponse, or to external communications such as an email message.
For more information about resource links in collaborations, see "Add resource links to a collaboration"
on page 660.

1. Open the resource you want to add as a link to a collaboration.

2. Edit the data settings to display the data you want to share.
3. In the open resource, click Link on the RapidResponse toolbar.
4. Click Copy Link .

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Copy and paste a resource link
 5. Navigate to the location where you want to paste the link, such as a chat window or in the body
of an email message.
6. Press CTRL-V to paste the link.

Open a resource link

Resource links are sent to Message Center or your email address and automatically open when you
click the link text. The resource link might also display a message from the sender, additional resource
links or web page links, and attached reports. You can only open a resource link to a resource you have
permission to view.

Resource links are automatically deleted after 45 days. To modify this limit, contact your
RapidResponse Administrator.

Open a link
1. In the Message Center message list, click the message with the resource link.
2. Click the link text to open it.
l If you are signed into RapidResponse, the link will open the resource in a new tab.
l If you are not signed into RapidResponse, the link will open a sign-in window for
RapidResponse for you to sign in through to view the resource.

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 Note: If the message opens with unexpected results, such as missing data settings, contact the
sender of the link and ask them to resend the link using data settings you have access to or to
share the resources used in the data settings.

Open or save an attachment

Messages can be sent with attachments, which contain data and can be opened or saved.

Open an attachment
1. In the Message Center message list, click a message with an attachment.
2. On the File menu, click Open Attachment.

Note: If the attachment is too large for RapidResponse to open, you are prompted to save the
file and open it with another application.

Tip: You can also click Open Attachment on the Message Center toolbar or click the file
name in the reading pane.

Save an attachment
1. In the Message Center message list, click a message with an attachment.
2. On the File menu, click Save Attachment.
3. Navigate to the location you would like to save the attachment, and then click Save.

Tip: You can also click Save Attachment on the Message Center toolbar.

Sort the message list

You can change the order in which messages are listed in the Message Center. For example, you might
want to see your oldest messages at the top of the list so that you can address outstanding issues that
still require your attention.

1. In the Message Center message list, click the column header you want to sort by.
2. To sort in reverse order, click the column header again.

Note: You can sort by columns that have blank headers, such as the attachment column.

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Open or save an attachment
 Search the message list
If you have a long list of messages in Message Center, searching the message list might be the fastest
way to find the message you are looking for.

1. Place the insertion point in the search box on the Message Center toolbar.
2. Type text to search for.
3. The search word does not have to be an actual word. It can be a word, sentence, or just a few
characters.
4. To search in a specific column, click , and then click one of the following:
l All: searches all columns in the message list.
l From: searches the From column only.
l Subject: searches the Subject column only.
l Item: searches the Item column only.
l Received: searches the Received column only.
5. To specify where in the column the search word is, click , and then click one of the
following:
l Match from start: the search word must be at the beginning of a word in the specified
column.
l Match anywhere: the search word can be anywhere in the specified column.
6. To clear a search, click in the search box.

Note: You can only search one column at a time, unless you select All.

Delete messages
You can delete any messages you have received. You can select multiple messages to delete at the
same time.
When you delete a message, you are given a confirmation dialog box. If you do not want this dialog box
to display, you can disable it.
Messages can be automatically deleted if the following conditions occur:
l You have 1,000 messages in your message list. When a new message arrives, the oldest message
is deleted.
l A message is more than 45 days old.

Your RapidResponse administrator can modify these limits.

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 Delete a message
1. In the Message Center message list, click a message.
If you want to delete multiple messages, hold the CTRL key and click each message you want to
delete.
2. On the Actions menu, click Delete.

Tip: You can also click Delete on the Message Center toolbar.

Disable the delete confirmation dialog box

1. On the Tools menu, click Options.
2. In the Options dialog box, click the Settings tab.
3. Clear the Warn before deleting messages checkbox.

Tip: If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Message Center and email

When you receive a message in Message Center, a copy of that message is automatically sent to your
email address. This automatic forwarding can be disabled, and all messages will be sent to Message
Center only.
Even if you disable automatic forwarding, you can forward a copy of any message to your email
address. File attachments in messages are sent if your system administrator has allowed file
attachments in email messages. You can only forward a message to your own email address.
Some messages that are sent from RapidResponse contain links to sign in to your RapidResponse
account. These links can help you to quickly sign in, see the most up to date information, and take
necessary actions. It is possible, however, that unauthorized third parties could attempt to steal
RapidResponse account information using a phishing attack: an email message that is intended to look
like it comes from your company's RapidResponse server, but directs you to a fake instance of the
RapidResponse sign-in page or another website that exists for the purpose of collecting account
information. If you have concerns about the authenticity of a RapidResponse message, do not click any
of its links. Instead, open your web browser and sign in to RapidResponse directly from there, or
contact your RapidResponse administrator.

Disable automatic email forwarding

1. On the Tools menu, click Options.
2. In the Options dialog box, click the Settings tab.

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Message Center and email
 3. Clear the Forward a copy of each message to my email address checkbox.

Tip: If profile pictures are enabled on your RapidResponse system, you can access Options by
clicking on your profile picture in the RapidResponse toolbar.

Forward a message to your email address

1. In the Message Center message list, click a message.
2. On the Actions menu, click Forward to my Email.

Notes:
l When a message is sent to an email address, the email is sent from RapidResponse using
your name. In some cases, Microsoft Outlook and other email programs might detect this
email and warn you that a program is sending an email using your name. If this happens,
click Allow on the warning to send the message to the email recipients.
l Message center is not available on the Mobile client. You can however set up email
forwarding and send views of dashboards to other users. For more information, see the
RapidResponse User Guide (Mobile client).

Tip: You can also click Forward to my Email on the Message Center toolbar.

Messages from collaborations

Activity in collaborations will generate messages that are sent to you in Message Center. You will see
messages when you are:
l Added to a collaboration.
l Made the leader of a collaboration.
l Mentioned in a collaboration post or comment where social markup is used.

For more information, see "Collaborating to solve business challenges" on page 634.

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CHAPTER 32: Managing your contact
information
Specify your contact information 571
Set your profile picture 572
View another person's contact information 575

RapidResponse can display contact information such as your title, contact numbers, or location to other
users. You can also add a profile picture that displays with your contact information. You can add or edit
your contact information and profile picture in the Options dialog box, as shown in the following
illustration.

RapidResponse User Guide (Java Client) 570

 RapidResponse administrators can limit the contact information that displays to other users.

Specify your contact information

Providing your contact information in RapidResponse allows other users to contact you and determine
what collaborations to involve you in and what resources to share with you. For example, someone in
your company might want to share a specific workbook with users at a specific location or with the
same job title. By viewing contact information, they can select only the applicable users to share the
workbook with.
Contact information can also be used by people external to your company (such as customers or
suppliers who use RapidResponse) to find out who can help resolve specific business issues.
Your Name, User ID, and User type, and email fields are defined by your RapidResponse administrator
when your account is created, but you can edit your email address if required. You can also provide
additional contact information such as your job title or building location. If your additional contact
information has not been specified, you should update your information when you sign into
RapidResponse for the first time.

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If profile pictures are turned on, you can upload an image to display as your profile picture. For more
information, see "Set your profile picture" on page 572.

1. On the Tools menu, click Options.

2. On the Contact tab, specify the following information:
l Email: The email address that is associated with your RapidResponse account.
l Title: your job title. For example, Buyer or Planner.
l Phone: your telephone number. Include your extension if you have one.
l Mobile: your mobile telephone number.
l Location: where you work. If your office is not in the list of sites provided, you can type it in
the text box.
l Country/Region: where your office is located.
l Notes: any additional information about you. You can include your responsibility within the
company here, such as customers you deal with, product lines you are responsible for, and so
on.
3. Verify the information is correct, and then click OK.

Notes:
l The telephone numbers should include the area code and country code if you expect to be
contacted by people from other parts of the world.
l Some users, such as suppliers external to your company, might not be able to view your
contact information. This depends on user account settings, which are specified by
administrators.

Tip: If profile pictures are turned on, you can access Options by clicking on your profile picture
in the RapidResponse toolbar.

Set your profile picture

You can set a profile picture for your RapidResponse account that helps other users identify you. This
can be especially helpful when you are participating in collaborations. Only users on your
RapidResponse system can view your profile picture.
If you do not set a profile picture, a default image of the first initial of your name or user ID displays
instead.

RapidResponse User Guide (Java Client) 572

Set your profile picture
 In the Java client, profile pictures display in the toolbar, contact cards, broadcast messages, and
messages in Message Center.
To set your profile picture, upload an image from your computer or network. When uploaded, you can
crop the image using the Add Profile Picture dialog box, shown below. A preview shows you how the
profile picture will display in RapidResponse.

Notes:
l If your system administrator has turned off profile pictures, you cannot see any profile
pictures or options to set a profile picture.
l An administrator can set a profile picture for you.

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Set or change your profile picture
1. Do one of the following:
l On the RapidResponse toolbar, click your current profile picture and select Options.
l On the Tools menu, click Options.
2. On the Contact tab, click Choose.
3. In the Add Profile Picture dialog box, click Select Image.
4. Locate and select the image file you want to upload and click Open.
5. If necessary, resize the dialog box to show the whole image.
6. To change the image you have uploaded, click the file name below the image.

7. To crop the image, click the white square and drag it to a different area of the image.
8. Click Save.
9. Click OK.

Notes:
l You can use the following file types to set a profile picture: BMP, GIF, JPG, JPEG, PICT, PNG,
TIFF, WEBP, ICO, JFIF, PJPEG, PJP, SVGZ, TIF, XBM, and SVG.
l The image file size must be 20 MB or smaller.
l You cannot re-crop an image after you have exited the Add Profile Picture dialog box. To
crop the image differently, you must upload the image again.

Remove an uploaded profile picture

1. Do one of the following:
l On the RapidResponse toolbar, click your current profile picture and select Options.
l On the Tools menu, click Options.
2. On the Contact tab, click Remove.
3. Click OK.

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Set your profile picture
 View another person's contact information
Wherever you see someone's name in RapidResponse, you can view their available contact
information. For example, when you are selecting a user to share a resource with, you might also see
their job titles and locations. This information can help you identify who to share the resource with.

To view more information about any one of the users, you can view their contact information by
moving the pointer over a name.

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This information cannot be copied and displays until you move the pointer off of the name or after ten
minutes has elapsed.

You might also be able to view another user's contact information by clicking the button beside a
user's name in a worksheet column. When you view contact information in a worksheet column, you
can copy it to the clipboard. For more information, see "View data responsibility in worksheets" on
page 632.

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View another person's contact information
CHAPTER 33: Simulating business changes
Understanding the scenario structure 579
Summary of scenario icons 581
Changes to scenarios during data imports and updates 583
View information about a scenario 583
Track activity in a scenario 584
Track data changes in a scenario 585
View conflicting data changes in a scenario 588
Update data in a scenario 589
Discard changes in a scenario 590
Export scenario activity 591
Commit data changes to a parent scenario 593
Add notes about a scenario 596
Undo scenario property changes 598
Save scenario property changes 598
Distributing a scenario activity report 598

Every company faces daily challenges, such as supply shortages and unexpected orders. The impact of
these occurrences is often unknown, as is the impact of proposed solutions.
If you have been granted simulation permissions by your RapidResponse administrator, you can perform
what-if analysis by creating scenarios and modifying the data in them to simulate a business challenge.
Further, you can use these scenarios as a base for other scenarios that simulate different solutions. If
you have not been granted simulation permission, you can view data in any scenario that has been
shared with you. For more information, see "Scenarios in RapidResponse" on page 20.
For example, if you receive information from a supplier that a key part is not going to be available on
time, you can create a new scenario and change the data in it to reflect the supply shortage. You can
then create different scenarios based on this scenario and change the data to simulate various
responses. To help determine the optimal solution, you can collaborate with other RapidResponse users

RapidResponse User Guide (Java Client) 578

 by sharing the scenarios that represent the solutions. For more information, see "Share a scenario" on
page 608 and "Collaborating to solve business challenges" on page 634.

Data is modified in a scenario using a RapidResponse worksheet. For more information, see "Modifying
data in workbooks" on page 432.

Understanding the scenario structure

Many RapidResponse implementations adhere to a scenario structure that includes a few standard
scenarios. These scenarios are used to provide users with data, and each fulfills a different purpose.
Depending on your company's data requirements, you might see one or more of the standard
scenarios, or you might see a different set of scenarios in a different tree structure.
Data is extracted from your company's enterprise data sources (such as ERP, MRP, PLM, and other
databases) and from external sources such as customers, suppliers, and contract manufacturers. Most
often, this data is imported into RapidResponse and stored in the root scenario, usually called
Enterprise Data. The Approved Actions scenario is the child of the Enterprise Data scenario, and is used
for automatic data manipulation purposes. Many users do not have access to these scenarios.

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The Baseline scenario is the child of Approved Actions, and it contains user maintained master data,
such as annual plan targets, manual data modifications, and IPM project actuals. The Baseline scenario
typically has several child scenarios, including History, which is used as the root scenario for historical
scenarios.

Your RapidResponse administrator might have created other scenarios to be used for viewing data or
simulating business changes. In this case, you should be told which scenarios to use for simulation
purposes.
If no other scenarios are available, then, for simulation purposes, you and other users create scenarios
based on the Baseline scenario to perform your daily analysis of changes such as a new demand or
supply shortage. As you resolve these issues, you commit the data changes in your scenarios to the
Baseline scenario. This gives users throughout your company a view into the most current business
situation.

Caution: Modifying data in the Enterprise Data scenario is not recommended, and can result in
damage to your data. For more information about committing changes to the Enterprise Data
scenario, see the RapidResponse Administration Guide.

Note: The root scenario is usually named Enterprise Data, but its name can be modified by your
RapidResponse administrator.

Scenarios pane
If your administrator has given you simulation permission, you have access to the Scenarios pane where
all of the scenarios to which you have access are displayed. With the exception of the root scenario,
each scenario begins as a copy of another scenario. The scenarios are organized to show the
parent/child relationship between the scenarios. In the following illustration, the Enterprise Data
scenario is the parent of the Approved Actions and Project Baseline scenarios, which are both parents
of other scenarios.

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Understanding the scenario structure
 Your Scenarios pane might look different than any of the ones shown in these illustrations. For
example, you might have access to only one scenario, or your administrator might have created a
hierarchy of scenarios to represent for the divisions of your company, to hold historical information, or
to apply modifications to some data. For more information about your company's scenario structure,
contact your RapidResponse administrator.
You can see the parent-child relationship between scenarios only if you have access to both a scenario
and its parent. Otherwise, the scenarios are listed in alphabetical order in the Scenarios pane. The
following illustration shows a Scenarios pane that contains two scenarios in a parent-child relationship,
and two scenarios whose parents are not visible.

You can create scenarios in the Scenarios pane. Also, if you have permission to share scenarios, you can
share the scenarios you create with other users. The Scenarios pane is refreshed every minute to
ensure that you have access to any scenarios that have been shared with you.
The status of the scenarios is identified with various icons in the scenario pane. For information about
what each icon depicts, see "Summary of scenario icons" on page 581.

Summary of scenario icons

Scenarios are represented by an icon that indicates the status of the scenario. The following table
summarizes the icons and provides a description of each icon.

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 Icon What it means
You cannot change the data in this scenario.

A shared scenario. This scenario is owned by another user and has been shared with you, or you are the owner of
this scenario and you have shared it. You are authorized to change the data in this scenario.

A private scenario. You are the owner of this scenario and have not shared it with other users.

The data in this scenario is out of date with its parent scenario because changes have been made to the parent.
You can update this scenario with the changes made in the parent. This can apply to a private or a shared
scenario. For more information, see "Update data in a scenario" on page 589.

Indicates that changes in the scenario's parent have been discarded, making the parent and child scenarios out of
sync. Discard changes in the child scenario to make the parent and child scenarios the same. For more
information, see "Discard changes in a scenario" on page 590.

Shared scenarios
Shared scenarios are those to which you have either been given access by a RapidResponse
administrator or another user, or you have shared. In the Scenarios pane, shared scenarios are
identified with a blue icon . When you share a scenario, you can specify if it is view only or if it is
modifiable (others can make changes in the scenario). In scenarios that have been shared with you with
the Modify permission, you can modify data by:
l Changing the data directly in the scenario. You can do this only if your administrator has granted
you permission to modify data in shared scenarios.
l Creating a new scenario, modifying the data in this scenario, and then committing the changes
back to the shared scenario. For more information, see "Commit data changes to a parent
scenario" on page 593.

Private scenarios
A private scenario is one that you create and only you can see. In the Scenarios pane, private scenarios
are identified with a gray icon . As the scenario owner, you can modify the data it contains to explore
various business situations. For more information, see "Modifying data in workbooks" on page 432.
If your administrator grants you scenario sharing permissions, you can share private scenarios with
other users. With the appropriate scenario permissions, you can also commit changes you make in
private scenarios back into the shared scenarios from which they were derived (this allows any user
with access to the shared scenario to see your changes).

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Summary of scenario icons
 Permanent scenarios
A permanent scenario cannot be deleted, and is always present after committing changes or after a
data import. Your RapidResponse administrator can make any shared scenario permanent. Permanent
scenarios do not have a different icon, however, the Permanent checkbox in the scenario properties
window appears selected, as shown in the following illustration.

Changes to scenarios during data imports and

updates
Regularly scheduled data updates modify the data in the Enterprise Data, Approved Actions, and
Baseline scenarios with a latest data set from your enterprise data sources.
Instead of updating the RapidResponse data, your administrator might perform a data import from the
enterprise data sources. If this happens, the Enterprise Data and Approved Actions scenarios are
replaced with the new data from the enterprise data sources. Every other scenario is deleted, unless
the scenario is permanent. For more information, see "Permanent scenarios" on page 583.

View information about a scenario

If your administrator has given you simulation permission, you can access the properties of each
scenario to view information about the scenario and, if you are the scenario's owner, perform many
scenario functions, such as sharing or monitoring changes. The General tab is shown in the following
illustration:

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 View scenario information
1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties .

Tip: You can also click Properties on the Scenarios pane toolbar, or click the Scenario
Properties link in a message inviting you to collaborate on a scenario.

Track activity in a scenario

If a number of people are collaborating on the same scenario, you can see what each of them has done
to it. Scenario actions can be viewed in two places in the scenario properties:
l General tab - Collaboration summary
Each person's most recent action is shown here. If a person has taken more than one action in this
scenario, only the most recent is shown.
l Activity Log tab
This tab lists detailed information about every action taken. If a person has taken more than one
action in this scenario, all of the actions are shown.

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 Each action is recorded, including responses, committed child scenarios, and so on. Each activity type
has an icon, as shown in the following table.

Icon Activity
A collaborator has added a note or the scenario's status was changed.

An action team member has accepted the changes they are responsible for in the scenario.

An action team member has rejected the changes they are responsible for in the scenario.

Data was modified by committing a child scenario into the scenario. You can review the child scenario's activities
by clicking the plus symbol beside the commit icon.

Data was modified by a scheduled task.

The scenario was updated with changes from its parent.

Changes in the parent scenario were discarded.

The scenario was shared with the action team. This activity is recorded the first time the scenario is shared.

The scenario was renamed.

The scenario was given to a new owner.

The scenario was created.

Review scenario activity

1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Activity Log tab.

Note: For more information about the activities shown in the Activity Log tab, see the
"Managing scenarios" on page 602 section and "Collaborating to solve business challenges" on
page 634.

Tip: You can also click Properties on the Scenarios pane.

Track data changes in a scenario

As people collaborate on resolutions to a given problem, and make changes in scenarios by inserting,
deleting, or modifying records, it can become important to understand the differences between

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scenarios, and to trace the actions that led to these differences. Therefore, RapidResponse provides the
ability to track the source and details of user-initiated data changes in a scenario.
You can track the recent changes that have resulted in differences between a selected scenario and its
parent scenario. For example, suppose you are ready to update a scenario with changes from its parent
scenario. You might want to know the details of the changes in the parent to determine the impact, if
any, they would have on the assumptions, decisions, and changes made in the active scenario. You can
also track recent changes that have resulted in differences between a selected scenario and the
Enterprise Data scenario. For example, you might want to see all inclusive changes that comprise a
scenario used to resolve a particular problem, and thus understand what changes need to be made in
the host system.
For each RapidResponse scenario, three types of changes are tracked:
l Pending Updates: changes that exist in the parent, but which have not yet been updated into the
selected scenario. This includes changes made directly in the parent, or changes brought into the
parent from another scenario. When a scenario is updated with its parent, all Pending Updates
become Inherited Changes.
l Pending Commits: changes that have been made in the scenario (either directly or committed up
from a child scenario), but which have not yet been committed into the parent scenario. When a
scenario is committed into its parent scenario, these changes then become pending commits in
that scenario.
l Inherited Changes: changes that have been brought into the selected scenario from its parent.
This includes changes inherited from the parent at the time the scenario was created, as well as
changes subsequently updated into the selected scenario from its parent. Together with any
Pending Commits, this represents all recent user-initiated changes resulting in differences
between the selected scenario and the Enterprise Data scenario.

For each scenario in your Scenarios pane, the changes in the scenario can be viewed along with details
of each change, such as the user who made the change, the type of action that resulted in the change,
and the field values affected by the change. These changes are viewed through the scenario properties.

View the differences between a scenario and its parent

1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. To see changes made in the scenario, in the scenario properties, click the Data Changes (Pending
Commits) tab.
4. To see changes made in the parent scenario, click the Pending Updates tab.

Notes:
l Information is displayed on the Pending Updates tab only if you have access to the
scenario's parent.

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 l In some cases, data changes made using automated processes, such as workbook
commands, are not listed on the Data Changes (Pending Commits) tab. If automated
processes have been used to update data, a summary of the changes appears in the Activity
Log.
l Changes older than a certain age (45 days by default, but this number can be changed by an
administrator) no longer appear on the Data Changes (Pending Commits) tab or the Pending
Updates tab.
l These tabs might not be able to display data for a scenario with thousands of changes, due
to memory limits. In this case, your RapidResponse Administrator can adjust the limit.

Tip: To access scenario properties, you can also click Properties on the Scenarios pane
toolbar.

View the differences between a scenario and the Enterprise Data scenario
1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Inherited Data Changes tab. This shows all changes brought
into this scenario from its parent (that is, changes updated in another scenario).
4. Click the Data Changes (Pending Commits) tab. This shows all changes made to this scenario.

Notes:
l This shows all recent user-initiated changes between a scenario and the Enterprise Data
scenario. It does not include any changes resulting from data updates from your host system
or automatically made by custom applications.
l Changes older than a certain age (45 days by default, but this number can be changed by an
administrator) no longer appear on the Inherited Data Changes tab or the Data Changes
(Pending Commits) tab.
l Information is displayed on this tab only if you have access to the scenario's parent.
l These tabs might not be able to display data for a scenario with thousands of changes, due
to memory limits. In this case, your RapidResponse Administrator can adjust the limit.

Tip: To access the scenario properties, you can also click Properties on the Scenarios pane
toolbar.

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View conflicting data changes in a scenario
In some cases, you and another user might modify the same records in a scenario and its parent. For
example, you might increase the quantity of a demand record in a scenario that another user decreases
the quantity of in the parent scenario. In these cases, the changes in the scenarios conflict, and one of
the changes will be overwritten when you update the scenario.
Conflicts can result from the following:
l Modify: You and another user modify the same record in the scenario and its parent. When you
update the scenario, the value in the parent scenario overwrites your change.
l Insert: You and another user insert records with the same key field values in the scenario and its
parent. When you update the scenario, the values in the parent scenario's record overwrite the
values in your record.
l Delete: Either you modify a record that another user deletes in the parent, or you delete a record
that another user modifies in the parent. When the scenario is updated, the record is deleted.

You can view the conflicting changes in the scenario's properties to see which changes will be
overwritten and the values the records will have after you update the scenario. You can also see the
values that are overwritten, and which scenario the overwritten records are in. Some conflicting
changes are shown in the following illustration.

Information is displayed on this tab only if you have access to the scenario's parent.

View conflicting data changes

1. In the Scenarios pane, select a scenario that is out of date with its parent.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Pending Update Conflicting Changes tab. This shows all the
changes that conflict between the scenario and its parent.

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 Tip: With a scenario selected, you can also view the scenario properties by clicking Properties
on the Scenarios pane toolbar.

Update data in a scenario

The data in a parent scenario might change as you perform your analysis in your scenario. You can
update the data in your scenario with the data in the parent scenario. Scenarios that are out of date
with their parent are identified with an exclamation mark .

You should update a scenario if you require the most recent data from its parent. For example, if a
change has been made to a group of parts, you might want to update your scenario to determine how
that change has impacted your simulation, or to ensure any data you modify is up to date.
You can update a shared scenario if you have Modify access to the scenario and you have access to the
scenario's parent.
Before you update the scenario, you can view the changes that will be made on the Pending Updates
tab of the scenario properties. You can also view any conflicts, which are changes that have been made
to the same records in the scenario and its parent, on the Pending Update Conflicting Changes tab of
the scenario properties. For more information about these tabs, see "Track data changes in a scenario"
on page 585 and "View conflicting data changes in a scenario" on page 588.
If you update a scenario that has conflicting changes in its parent, you are warned about the conflicts,
and have the choice to overwrite your changes with the changes in the parent, or to cancel the update.
If you cancel the update, you can view the conflicts in the scenario's properties.
Some scenarios should not be updated. For example, a scenario that contains historical data will always
be out of date with its parent, but updating it removes the historical data. Before you update a
scenario, you should determine what changes would be made by the update, and then proceed with
the update only if the scenario needs updating.

Determine what changes are being updated

1. In the Scenarios pane, select the scenario that needs updating.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Pending Updates tab.

Determine what changes conflict with the parent scenario

1. In the Scenarios pane, select the scenario that needs updating.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Pending Update Conflicting Changes tab.

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 Update a scenario
1. In the Scenarios pane, select the scenario that needs updating.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Update .
4. If you have any unsaved data changes in the scenario you are updating, you are asked whether
you want to save them. Do one of the following:
l To save your changes and then update the scenario, click Yes.
l To discard your changes and then update the scenario, click No.
l To continue editing data in this scenario without saving your changes or updating the
scenario, click Cancel.
5. If you see the Conflicting Data Changes dialog box, the changes made in the parent scenario
conflict with the changes in your scenario. Do one of the following:
l To update the scenario and overwrite your changes with changes from the parent scenario,
click Yes.
l To cancel the update, click No.

Notes:
l You can also update scenarios identified with a yellow exclamation mark . These scenarios
are children of a scenario that had its changes discarded. For more information, see "Discard
changes in a scenario" on page 590.
l Each scenario consumes system memory across your entire RapidResponse system. An
excess number of scenarios, particularly out-of-date (historical) scenarios, can degrade
RapidResponse system performance. Consider updating scenarios that have not been
updated for a significant amount of time.

Tips:
l You can also click Properties on the Scenarios pane toolbar.
l You can also click Scenarios on the RapidResponse toolbar and then click Update
Scenario, click Update on the Scenario pane toolbar, or click Update on the Actions
menu.
l You can specify that shared scenarios you own update whenever the data in their parent
changes. For more information, see " Automatically update a scenario" on page 607.

Discard changes in a scenario

You might want to discard changes you made in a scenario if:
l You have made changes in a scenario that you want to revert. For example, your changes might
have corrupted data and made the scenario unsuitable for use.

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 l You see a yellow exclamation mark on a scenario, which indicates that changes in the
scenario's parent have been discarded, making the parent and child scenarios out of sync.

When you discard changes in a child scenario, all changes are deleted, and any changes made to the
parent scenario since you created the child scenario are applied. The parent and child scenarios are
now the same.

1. In the Scenarios pane, select a scenario. You must own a scenario to discard changes.
2. On the Actions menu, click Discard All Changes.
3. If desired, in the Discard All Changes dialog box, in the Subject text box, type the subject of the
message that is displayed in the scenario's Activity Log.
4. In the Message text box, type a summary of the changes that will be discarded.
You can add a link to a report in the message. For more information, see "Send a resource link"
on page 559.
5. If you want to send the message to owners of child scenarios, select the Notify the owners of
child scenarios checkbox.
This checkbox is available only if child scenarios owned by someone other than yourself exist.

Cautions:
l After discarding all changes, the data will be identical to the data in the parent scenario.
Changes in any child scenarios will also need to be discarded if those scenarios are to be
synchronized with their parent scenario.
l When you synchronize child scenarios with a changed parent scenario, all changes made in
the child scenarios are lost.

Tip: You can also discard changes in a scenario with the yellow exclamation mark by clicking
Update on the Actions menu.

Export scenario activity

You can export the information on the Inherited Data Changes, Pending Updates, Data Changes
(Pending Commits), and Pending Update Data Conflicts tabs of any scenario's properties. You can use
this information to make changes to the data in your enterprise data system, or to distribute reports
about the data that is being modified in RapidResponse.
You can also create a report showing the data on the General, the Activity Log, and, optionally, the Data
Changes (Pending Commits) tab of the scenario properties. This report can include just the changes you
have made, or the changes made by every person working on the scenario. If you export the report,
you can distribute it to the people who require it. However, you can also automatically distribute it, as
discussed in "Generate and distribute a report of your actions" on page 664.
You can export the scenario's activities as any of the following file types:

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 l A Microsoft Excel file, which opens in Microsoft Excel.
l A tab-delimited text file, which opens in any word processor.
l A PDF file which can be opened in a PDF viewer such as Adobe Reader or Preview for Mac OS.
l An HTML file, which opens in a Web browser.
l An XML file, which opens in a Web browser or word processor.

Export a scenario's activities

1. In the Scenarios pane, click the scenario you want to export activities for.
2. On the File menu, click Properties.
3. In the scenario properties, click one of the following tabs:
l Inherited Data Changes
l Pending Updates
l Data Changes (Pending Commits)
l Pending Update Conflicting Changes
4. On the Data menu, click Export Data.
5. In the Export Data dialog box, navigate to the location where you want to save the file.
6. In the File name box, type a name for the file.
You should include the scenario's name in the file name.
7. In the Files of type list, click the type of file you want to save.
8. In the Export area, ensure Active view is selected.
9. If you do not want the report to include column headers, clear the Include column headers
checkbox, if applicable.
10. If you do not want the report to include formatting, clear the Include formatting checkbox, if
applicable.
11. Click OK.
12. Once the file is saved, you are given the option to open the file or the folder where the file is
saved. If you do not want to do either, click Cancel.

Tip: You can also export data by clicking Export Data on the RapidResponse toolbar.

Generate a report of actions

1. In the Scenarios pane, click the scenario you want to generate the report for.
2. On the File menu, click Properties.
3. On the Data menu, click Export Data.
4. In the Export Data dialog box, navigate to the location where you want to save the file.
5. In the File name box, type a name for the file.

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 You should include the scenario's name in the file name.
6. In the Files of type list, click one of the following file types:
l Microsoft Excel Workbook (*.xlsx)
l XML Document (*.xml)
7. In the Export area, click Activity report.
8. If you want the report to include data changes that should be made in your enterprise data
sources, select the Include pending data change details checkbox, and then click one of the
following:
l All changes: Includes changes made by every user with access to the scenario.
l My changes: Includes only the changes you have made.
9. Click OK.

Tip: You can create a report and automatically distribute it to the people collaborating on the
scenario by clicking Distribute Activity Report on the scenario properties toolbar. For more
information, see "Generate and distribute a report of your actions" on page 664.

Commit data changes to a parent scenario

When you have completed a simulation, you might want to modify the parent scenario to reflect the
changes you have made. This can be important in situations where others need access to the results of
the simulation, such as when you are participating in a collaborative effort to determine a solution to a
business problem. For more information, see "Commit a scenario in a collaboration" on page 663.
Committing data changes to a scenario incorporates data changes made in a child scenario back into
the parent scenario from which it was derived.

Deleting or keeping the child scenario

Typically, when you commit the changes made in a child scenario back into its parent, you have the
option to either delete the child scenario or keep it. If your RapidResponse administrator has
designated a scenario as permanent, you will not be able to delete it when you commit the changes. To
see if a scenario is permanent, review the General tab in the scenario's properties.

Deleting the child scenario on commit

If you delete the child scenario when committing it, the child scenario and any child scenarios it might
have are removed from the Scenarios pane. The child scenario's Activity Log entries are moved into the
parent's Activity Log.
Sometimes deleting a scenario affects other scenarios, users, or resources. Before you confirm your
decision to commit and delete the scenario, you are warned if:

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 l The scenario has child scenarios.
l The scenario or its children are currently being used by other users.
l You own alerts or scheduled tasks based on the scenario or its children.

If you own alerts and scheduled tasks that use the scenario you are committing or its children, you will
be prompted to delete or keep these resources. If you keep these resources, they will not function until
you modify them to use another scenario. You are not warned about alerts and scheduled tasks owned
by other users that use the scenario that you are committing or its children. These alerts and scheduled
tasks are always kept.
You can choose to close any resources that are currently using the scenario or leave those resources
open after it is deleted. If you choose to leave the resources open, the scenario's data is removed from
view. For example, if the scenario is being used in a workbook, the scenario name is shown in the
scenario control with the icon, but no records from the scenario are visible.

In the illustration below, the scenario Supply Shortage is deleted when its changes are committed to
Approved Actions:

Keeping the child scenario on commit

If you keep the child scenario, it is not removed from the Scenarios pane. No changes are made to the
structure of the scenario tree. The scenario's data changes and Activity Log are committed into its
parent, and the two scenarios then have the same data. The child scenario's Activity Log contains only a
Commit message.

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 In the illustration below, the scenario Supply Shortage is kept when its changes are committed to
Approved Actions:

Preparing to commit a scenario

In order to commit a scenario, the following three conditions must be met:
l One of the following is true:
l You own the child scenario.
l The child scenario is a permanent scenario that has been shared with you, giving you Modify
permission.
l The child scenario is up-to-date with the parent scenario. If it is not, you must update the child.
Before updating the child, you should review the changes that have been made in the parent,
because the update could invalidate the changes you made. For more information, see "Track
data changes in a scenario" on page 585.
l You have Modify access to the parent scenario (that is, it is either one of your private scenarios, or
a shared scenario to which you have Modify permissions). Shared scenarios to which you do not
have Modify access are represented by a blue icon with a lock .

Before you commit the scenario, you can view the changes that will be made by viewing the Scenario
Properties workbook. For more information, see "Track data changes in a scenario" on page 585.

Respond to a scenario
After viewing a scenario's properties or performing some operations to solve the problem, you can add
a response to the scenario. This response allows you to keep notes about what you have done, and
provides the collaboration leader with a record of your actions. Depending on how you shared the
scenario, you might have response notifications already set up. For more information, see "Share a
scenario" on page 608 and "Scenario notifications" on page 614.

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 1. On the Scenario Properties tab, click Respond .
2. In the Respond dialog box, in the Response area click one of the following:
l Note: Allows you to tell the collaboration leader what you are doing.
l Accept: Indicates you have solved your portion of the problem.
l Reject: Indicates your portion of the problem cannot be solved.
3. In the Subject and Message text boxes, specify the message informing the collaboration leader
of what you are doing.
4. If you are the scenario owner, select the Notify everyone who can access this scenario checkbox
if you want to send the message to each member of the action team.

Note: The message specified in this dialog box is shown on the General and Activity Log tabs of
the Scenario Properties tab.

Tip: You can also click Respond on the Actions menu.

For more information about creating and committing scenarios, see "Create a scenario" on page 603
and "Commit data changes to a parent scenario" on page 593.

Add notes about a scenario

You can add notes to a scenario to help you track changes that you made. Notes are especially useful
when you share the scenario with other users to collaborate on a solution to a particular problem.
Anybody with access to a scenario can add a note for any purpose. Notes are visible on the scenario
properties General and Activity Log tabs. The General tab shows the most recent note added by a
collaborator. The Activity Log tab shows every note added to the scenario. When a note is selected, the
note's message displays in the box at the bottom of the scenario properties.

Add a note
1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Respond .
4. In the Response area, click Note.
5. In the Subject box, type a subject for the message.
6. In the Message box, type the message.
7. Optionally, add a link in the message, click Add Link and select the type of link to add:

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 l An open report.
l A report you have access to.
l A typed web page address.
8. Optionally, check Notify everyone who can access this scenario to inform them of the response
you are making.
This option is only available to the scenario owner and anyone who the scenario has been shared
with.

Note: Any notes you add include the date and time information of when the note was added.
The date and time on your computer is used. For any automatically generated notes, such as
when you create or share a scenario, the date and time on the computer where RapidResponse
is hosted is used.

Tip: You can also click Properties on the Scenarios pane toolbar.

Read a note
1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the General or Activity Log tab, and then click a note.
The message displays at the bottom of the General or Activity Log tab.

Change a scenario's status

As you work through a collaboration, you can keep the status of its scenarios updated. This can be
especially useful if you will be generating a report of the scenario actions taken in the collaboration. For
more information, see "Generate and distribute a report of your actions" on page 664.

1. In the Scenarios pane, select the scenario used in the collaboration, and then on the Actions
menu, click Properties.
2. In the scenario properties, on the General tab, select a Status from the list:
l In Progress: Work in the scenario is still in progress.
l Suspended: Work in the scenario is on hold until further notice.
l Completed: Work in the scenario is finished, and a solution was found.
l Cancelled: Work in the scenario is finished, but no solution was found.
3. In the Change Scenario Status dialog box, optionally change the subject in the Subject text box,
and type information related to the status change in the Details area.
4. To send a message about the status change to all users with access to the scenario, select the

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 Notify everyone who can access this scenario checkbox.
5. Click Save on the toolbar to save the changes and send the notification message.

Note: The Notify everyone who can access this scenario checkbox is disabled for private
scenarios.

Tip: You can also access scenario properties by clicking Properties on the Scenarios pane
toolbar.

Undo scenario property changes

You can undo all changes made to a scenario's properties since the last save. Changes to a scenario's
properties cannot be undone once saved.
l With the scenario properties open, on the Edit menu, click Undo Data Changes.

Save scenario property changes

If there are unsaved changes to a scenario's properties, an asterisk * displays on the scenario
properties. Until the changes are saved, the buttons on the scenario properties toolbar are inactive, and
all buttons but New Scenario and Properties are inactive on the Scenarios pane. The Help
button is always active.
l On the File menu, click Save Data.

Note: You can also click Save on the RapidResponse toolbar.

Distributing a scenario activity report

If you want to distribute an activity report detailing activities in the scenario that you are committing,
you can do this from the scenario properties before you commit it. You can also generate a report
during the process of committing the scenario. Either way, this report can be sent to each colleague
who responded to the scenario, or just to yourself. You can also choose to include the list of data
changes made in the scenario, and optionally customize the data in the report for each recipient. The
report is sent as an attachment to a message, which is delivered to the specified recipients. For more
information, see "Generate and distribute a report of your actions" on page 664 or "Export scenario
activity" on page 591.

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 Determine what changes are being committed
1. In the Scenarios pane, select the scenario containing the data changes you want to commit.
2. On the Actions menu, click Properties.
3. In the scenario properties, click the Data Changes (Pending Commits) tab.

Commit a scenario
1. In the Scenarios pane, select the scenario containing the data changes you want to commit.
2. On the Actions menu, click Properties.
3. If the scenario is out of date with its parent, review the changes, and then on the scenario
properties toolbar, click Update .
4. On the scenario properties toolbar, click Commit .
5. In the Commit Scenario dialog box, click one of the following to indicate what you want to do
with the scenario after you commit it:
l Delete this scenario: The scenario being committed is deleted. Any child scenarios based on
the scenario being committed are also deleted.
l Keep this scenario: The scenario being committed is kept. No changes are made to the
scenario tree.
6. If you chose to delete the scenario and you want to close the resources that are using the
scenario, select the Close all resources that are using this scenario checkbox.
This checkbox is available only if at least one open resource is using the scenario or one of its
child scenarios.
7. If desired, in the Commit Scenario dialog box, in the Subject text box, edit the subject of the
message that is displayed in the parent scenario's Activity Log.
8. In the Message box, type a description of what changes were made in the committed scenario.
You can also include any information people might find useful, such as what should be done next
or when you expect to finish your part of a collaboration. This message could also contain notes
for transferring the changes back to your host system.
You can add a link to a report in the message. For more information, see "Send a resource link"
on page 559.
The message text can be viewed in the scenario properties. The message text is also available in
a Message Center message if the user who shared the scenario requested notifications.
9. If you are committing into a collaborative scenario and have finished your part of the
collaboration, select the Add response checkbox, and then click one of the following:
l Accept: You have solved your part of the problem.
l Reject: You could not solve your part of the problem.
10. If you do not want to send a report of the scenario activity to anyone, click OK to finish
committing the scenario, and omit all the remaining steps in this procedure.

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 If you want to send a report of the scenario activity to yourself or members of the collaboration
team, click the Activity Report tab, select the Distribute the activity report to checkbox, and
then click one of the following:
l Everyone who has responded to this scenario: Sends a copy of the activity report to the
collaborators who have added a response. Anybody the scenario is shared with, but who has
not responded, is not sent a copy of the report.
l Me: Sends a copy of the activity report only to you.
11. If you want to include the information on the Data Changes (Pending Commits) tab in the
activity report, select the Include pending data change details checkbox, and then click one of
the following:
l All changes: Each recipient receives a report that contains changes made by every user with
access to the scenario.
l Only changes made by the report recipient: Each recipient receives a report that contains
only the changes they made.
12. In the File name box, type the name for the report file.
13. In the File type box, click the type of file you want to save the report as.
Only Microsoft Excel Workbook (*.xlsx) and XML Document (*.xml) formats are supported.

Note: Some resources close automatically after a scenario they were using is deleted, including
scorecards that will have their only scenarios deleted, workbooks with scenario comparison
columns, and scenario properties windows.

Tips:
l You also access the scenario properties by clicking Properties on the Scenarios pane.
l You can also commit a scenario by clicking Commit on the scenario properties toolbar,
clicking Commit on the Actions menu, or clicking Scenarios on the RapidResponse toolbar
and then clicking Commit Scenario.

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Distributing a scenario activity report
CHAPTER 34: Managing scenarios
Create a scenario 603
Change a scenario's purpose 604
Rename a scenario 605
Delete a scenario 606
Automatically update a scenario 607
Currency conversion rates in scenarios 608
Share a scenario 608
Scenario notifications 614
Add links to scenario notifications 614
Remove access to a scenario 616
Give a scenario 616

If you have simulation permissions in RapidResponse, you can perform actions to manage scenarios.
These can include:
l Creating a new scenario: If you have permission to create scenarios, you can create as many
scenarios as you need to simulate data changes. Data edits should take place in private scenarios.
For more information, see "Create a scenario" on page 603and "Create a scenario with a
perspective applied" on page 621.
l Making changes to a scenario: You can make changes to a scenario that you own. Changes can
include editing its name or its purpose. For more information, see "Rename a scenario" on page
605 and "Change a scenario's purpose" on page 604.
l Deleting a scenario: It is good practice to delete a scenario that you own if it is no longer needed.
Be careful when deleting shared scenarios, because there is a risk of deleting someone else's work.
For more information, see "Delete a scenario" on page 606.
l Updating scenario: Some scenarios are updated automatically when changes are made to their
parent scenarios, while other scenarios must be updated manually when changes are made to the

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 parent scenario. Keeping scenarios up-to-date helps you to ensure that you are working with the
most current data. For more information, see "Update data in a scenario" on page 589 and
"Update a scenario with a perspective applied" on page 623.
l Sharing scenarios: You might be able to share scenarios with other users, so that a group of
RapidResponse users can collaborate to solve a business problem. You can give others permission
to view a scenario, or to both view and edit it. For more information, see "Share a scenario" on
page 608.
l Giving scenarios: You can transfer ownership of a scenario to another user. You might do this if
someone else is taking over a task that you have been working on, or if you want someone else to
share a scenario for you. (Some users can create scenarios, but not share them.) For more
information, see "Give a scenario" on page 616.

Scenarios and RapidResponse system performance

Each scenario consumes system memory across your entire RapidResponse system. An excess number
of scenarios, particularly out-of-date (historical) scenarios, can degrade RapidResponse system
performance. Scenario management is a task for RapidResponse administrators. They can delete any
scenario. They can also set rules to automatically delete scenarios that have not been used for a
specified amount of time.
As a RapidResponse user, consider deleting scenarios you own but no longer use. Also consider
updating scenarios that have not been updated for a significant amount of time. You can also have
scenarios set to be automatically updated.

Create a scenario
If you have permission to create scenarios, you can create as many scenarios as you need to simulate
data changes. Each scenario that you create must be based on another scenario that you own or have
access to. For more information, see "Scenarios in RapidResponse" on page 20 and "Simulating
business changes" on page 578.
You might be able to apply a perspective to the new scenario to modify control table settings and
RapidResponse calculations. If your RapidResponse administrators have defined perspectives, you can
choose one during scenario creation. If no perspectives have been defined, the perspective control is
not shown. Perspectives can only be applied when the scenario is created and cannot be removed. For
more information, see "About perspectives" on page 619.
Specifying a purpose for the new scenario can help to avoid confusion. While it is optional, specifying a
purpose is good practice, particularly if you intend to share the scenario with other users.

1. On the File menu, point to New, and then click Scenario.

2. In the Scenario name box, type the name of the scenario.

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 3. In the Based on list, click the scenario on which the new scenario should be based (the parent
scenario).
4. In the Purpose box, type a description of the changes being simulated in the scenario.

Notes:
l You cannot own two private scenarios with the same name, and two shared scenarios with
the same name cannot exist on a RapidResponse system. In some RapidResponse systems
that were upgraded from RapidResponse 2014.4 (or earlier), scenario names might need to
be unique.
l If you create a scenario from the File menu or the RapidResponse toolbar while using a
workbook, the scenario you create is automatically selected in the workbook. If the
workbook contains multi-scenario columns, the scenario you create replaces one of the
scenarios in the workbook. For more information, see "View data from multiple scenarios"
on page 197.
l Scenario names cannot be blank and should not contain commas. Some operations interpret
commas as separators or operators, which might cause unexpected results if the scenario
name contains a comma.
l You cannot create scenarios named 'Host Plan' or 'PreviousDataUpdate', or that begin with
'?shared:', '?private:', '?sequenceNumber:', or '?recordId:'. These are reserved for internal
RapidResponse operations.

Tip: You can also create a new scenario by clicking New Scenario on the Scenarios pane
toolbar, or clicking Scenarios on the RapidResponse toolbar and selecting New Scenario .

Change a scenario's purpose

You can change the purpose of any scenario you own. For example, if new goals are required, or if a
previous goal was found to be unattainable, you can change the purpose to reflect the new goal or to
remove the unobtainable goal.

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, type a purpose in the Purpose text box.

Tip: You also access the scenario properties by clicking Properties on the Scenarios pane.

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 Rename a scenario
You can rename any private scenario you own. You can rename scenarios using the scenarios pane, and
you also have an opportunity to rename a private scenario when you give it to another user or share it
for the first time. For more information, see "Share a scenario" on page 608 and "Give a scenario" on
page 616.
If you rename a scenario that is currently used by an open workbook, you will be prompted to save any
unsaved changes in the workbook. After you rename a scenario that is currently in use, the icon will
be shown beside the scenario's former name in the scenario control and records from this scenario will
no longer be visible. To view records from the renamed scenario, use the scenario control to select the
scenario's new name.
If you own resources (that is, alerts, scheduled tasks, or automation chains) that use the scenario you
are attempting to rename, you are prompted to delete or keep these resources. If you keep the
resources, you must modify them to use the scenario's new name to allow them to continue
functioning as they did before you renamed the scenario.

Rename a scenario in the Scenarios pane

1. In the Scenarios pane, select the scenario you want to rename.
2. On the Actions menu, click Rename.
3. In the Rename Scenario dialog box, type a new name for the scenario, and then click OK.

Rename a scenario by modifying its properties

1. In the Scenarios pane, select the scenario you want to rename.
2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, type a new name in the Scenario text box.
4. On the File menu, click Save Data.

Tips:
l You cannot rename a shared scenario using these procedures. However, if you have
permission to create scripts, you can rename shared scenarios using the rename method in
a RapidResponse script. For more information, see the RapidResponse Scripting Guide (Java
client.
l You can also rename a scenario by right-clicking it in the Scenarios pane and then clicking
Rename, or by double-clicking on a scenario in the Scenarios pane.

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Delete a scenario
You can delete scenarios that you own, whether private or shared, as long as a system administrator
has not made them permanent.
When you delete a scenario, all of its child scenarios are also deleted, including child scenarios that
belong to other users.
You can choose to close any reports that are currently using a deleted scenario, or leave them open. If
you choose to leave the reports open, the scenario is removed from view. For example, if the scenario
is being used in a workbook, the scenario is shown in the scenario control with the icon, and no
records from the scenario are visible.
Each scenario consumes system memory across your entire RapidResponse system. An excess number
of scenarios, particularly out-of-date (historical) scenarios, can degrade RapidResponse system
performance. Consider deleting scenarios you own but no longer use.

Considerations when deleting a scenario

Sometimes deleting a scenario affects other scenarios, users, or resources. Before you confirm the
deletion, you are warned if :
l The scenario has child scenarios.
l The scenario or its children are currently being used by other users.
l You own alerts, scheduled tasks, or automation chains that use the scenario.

If you own resources (that is, alerts, scheduled tasks, or automation chains) that use the scenario you
are deleting, you are prompted to delete or keep these resources. If you keep the resources, they will
not function until you modify them to use another scenario. Resources owned by other users that use
the scenario are kept automatically and you are not warned about them.
Other users are not warned if you delete the parent of one of their scenarios or if you delete a scenario
that they are using in an open report. Deleted scenarios are removed from their view, just as your
scenarios are removed from your view when you delete them. They do not have an opportunity to save
their work or prevent scenarios from being deleted.

Delete a scenario
1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Delete .
4. If you want to close the resources that use the scenario, in the Confirm Delete Scenario dialog
box, select the Close all resources that are using this scenario checkbox.

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 This checkbox is available only if at least one open resource is using the scenario or one of its
child scenarios.
5. Click Yes.
The selected scenario and all of its child scenarios are deleted.

Note: Some resources close automatically after a scenario they were using is deleted, including
scorecards that will have their only scenarios deleted, workbooks with scenario comparison
columns, and scenario properties windows.

Tip: You can also click Delete on the Actions menu, or click Delete on the Scenarios pane
toolbar.

Automatically update a scenario

You can specify that any shared scenario you own be automatically updated when data changes in its
parent. Automatic updates can be used to ensure a simulation always uses the most recent data.
If a scenario updates automatically, any changes in the parent that conflict with your changes in the
scenario will overwrite your changes automatically.

Make a scenario update automatically

1. In the Scenarios pane, select a shared scenario that you own.
2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, beside Update, select Automatic.

Notes:
l If the scenario has updates pending, it is updated when you select Automatic.
l You cannot make a private scenario update automatically.

Tip: You also access the scenario properties by clicking Properties on the Scenarios pane.

Make a scenario update manually

1. In the Scenarios pane, select a shared scenario that you own.
2. On the Actions menu, click Properties.
3. In the scenario properties, on the General tab, beside Update, select Manual.

Tip: You also access the scenario properties by clicking Properties on the Scenarios pane.

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Currency conversion rates in scenarios
When updated currency conversion rates are brought in to RapidResponse, the updated future and
historical rates might not be reflected in your private scenarios. For example, if your scenario's parent
does not automatically update, the updated rates might not be available to your scenario. In addition,
you might want the updated rates, but not want to automatically update all records in the scenario.
If you want your scenario to receive the updated rates, you can contact your RapidResponse
administrator and request to have your scenario added to the list of scenarios updated with the rates.

Share a scenario
You can share scenarios with other users if a RapidResponse administrator has granted you sharing
permission. Sharing a scenario lets other users view and possibly modify the scenario. They can access it
from the Scenario control in resources such as dashboards and workbooks. Users who can create their
own scenarios will also see the scenario in their Scenarios pane and will be able to view its properties
and create child scenarios based on the shared scenario.
When you share a scenario that you own with another user, you retain control over the scenario. You
can stop sharing the scenario with that user at any time. You can also choose to be notified when
others respond to the scenario or modify records in the scenario. Users with whom you share a
scenario cannot modify the properties of the scenario, delete the scenario, prevent you from accessing
the scenario, or give control of the scenario to someone else. If you want to give full control of a
scenario to another user, see "Give a scenario" on page 616.
You can delete shared scenarios that you own. For more information, see "Delete a scenario" on page
606.

Sharing a scenario for the first time

All scenarios are private scenarios when they are created. When a scenario is private, it is shown in your
Scenarios pane with a gray icon . When a scenario is shared for the first time, its icon in the Scenarios
pane becomes blue .

When a scenario is shared, it can never become a private scenario again. It will always be shared with
administrators. For more information, see "Sharing scenarios with RapidResponse administrators only"
on page 610.

Sharing scenarios when you are a resource author

If you have resource authoring permissions and you own resources that refer to a private scenario in
their resource definitions, these resources will not function after you share the scenario. For example,
sharing a scenario for the first time could cause an alert that monitors data in that scenario to fail when
it tries to run.

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 This is because RapidResponse uses both the scenario name and the private or shared status of a
scenario to identify it. A shared scenario and a private scenario can both have the same name, and
RapidResponse can tell them apart by their private or shared status.
If sharing a scenario for the first time makes a resource stop functioning, you can fix the problem by
updating the resource definition to use the shared scenario.

Renaming a scenario when you share it

If you are sharing a scenario for the first time (that is, if the scenario you are about to share is currently
private), you can change the scenario name as part of the sharing process.
If no shared scenario with the same name exists yet, renaming the scenario is optional. If a shared
scenario with the same name already exists, you are notified when you click OK in the Share Scenario
dialog box, and you have an opportunity to type a different name for the scenario.

Giving permission to view or modify

When you share a scenario with another user, you can choose whether to allow them to view the
scenario or allow them to modify the scenario. Users with view-only access cannot make any changes
to the scenario or manually update the scenario. Users who have permission to modify the scenario can
make changes to records in the scenario and commit child scenarios into it.

Sharing parent and child scenarios

When you share a scenario with others, they receive access to only the scenario you shared, and not to
the scenario's parent or child scenarios. You can share the parent and child scenarios separately, as
long as you have the required permission. Users who have access to parent and child scenarios can see
the relationship between the scenarios.
For example, assume you are about to share a scenario named Receiving This Week, and that your
scenario tree looks like this:

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After you share the Receiving This Week scenario, the other user's scenario tree might look like this:

When you share a scenario without its parent, the users with whom you share the scenario cannot
manually update the scenario.

Sharing scenarios with RapidResponse administrators only

You might want to share a scenario with RapidResponse administrators so they can make it permanent
or so that they can have access to it for the purpose of coordinating processes. Any time you share a
scenario with another user, it is shared with RapidResponse administrators too. If you want to share a
scenario with administrators only, share the scenario but do not specify any users to share it with.
Sharing the scenario with RapidResponse administrators cannot be undone. Even if you initially specify
other users to share the scenario with, then remove all the names from the Share list, you cannot make
your scenario private again; administrators will always have access to it.

If a scenario's Share list is empty and the scenario icon is blue , it means the scenario is shared with
RapidResponse administrators only.

In this example, the Muffler Shipment Delayed scenario is not shared with any users, so only you and
system administrators can access it.

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 Sharing scenarios owned by other users
Depending on the permissions you have been granted, you might be able to share only the scenarios
that you own, or any scenario that you have access to. When sharing a scenario you do not own, you
can give view-only permission, but you cannot give other users permission to modify the scenario. The
option to set up automatic notifications about the scenario is not available if you do not own the
scenario.

Sharing scenarios from contact cards

Some workbook columns can contain IDs or names of RapidResponse users accompanied by buttons
that can be clicked to open the contact card for each listed user. Often, these columns are meant to
show who is responsible for certain data, such as parts, and the contact cards can help you to quickly
contact the right people to resolve issues. These buttons can also appear beside a user's name in a
responsibility definition.
When the button is clicked, a pop-up displays the profile picture and contact information for the user
whose name or ID appears in the cell. The pop-up contains a Scenario button that opens the Share
Scenario dialog box, which can be used to share the current scenario with the user. The Share Scenario
button appears only if you have permission to share scenarios.

Contact cards also contain a Compose button that can be used to send the user a message in
RapidResponse Message Center. For more information, see "Send a message from a contact card" on
page 557.

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Share a scenario with other users
1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
4. If applicable, type a new name for the scenario in the New name box. For more information, see
"Renaming a scenario when you share it" on page 609.
5. Click Select Names.
The Select Names dialog box opens.
6. On the Users tab, click the people you want, and then click one of the following:
l Modify: people can change the data in the scenario by committing changes from other
scenarios back into your scenario, or by editing the scenario directly if the user has
permission to edit shared scenarios.
l View only: people can view data in the scenario, but cannot change its data.
To find out more about the people you can share scenarios with, move the pointer over their
names.
7. On the Groups tab, click the groups you want, and then click one of the following:
l Modify: group members can change the data in the scenario by committing changes from
other scenarios back into your scenario, or by editing the scenario directly if the group
member has permission to edit shared scenarios.
l View only: group members can view data in the scenario, but cannot change its data.
To review who belongs to a group, click the group, and then click Members.
8. Click OK.
9. If you want to send a message to people you are sharing the scenario with, click the Notify tab.
10. On the Notify tab, select the Notify when given access to this scenario checkbox, and then do
the following:
l In the Subject box, type the subject for the message sent to people given access to the
scenario.
l In the Message box, type the message sent to people given access to the scenario.
For more information, see "Scenario notifications" on page 614.
11. To add a link to the message, click the location where you want to insert the link and click Insert
Link . For more information, see "Send a resource link" on page 559.

Notes:
l If you add a user's name to both the View only list and the Modify list, the user is granted
the Modify permission.
l You cannot share a scenario with the "Modify" permission to users and groups who do not
have the permission to edit data in shared scenarios.

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 Tip: In the Select Names dialog box you can search for a specific name by clicking inside the
column that contains the names and typing the name you want to find. You can also use the *
and ? wildcards to search for text fragments and use the arrow keys to scroll through the items
in the box that match the search criteria. To close the search box that displays at the top of the
dialog box, press ESC.

Share a scenario with RapidResponse administrators only

1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
The Share dialog box opens.
4. Click OK.

Stop sharing a scenario with other users

1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
4. In the Share pane, select the users or groups whom you no longer want to share the scenario
with.
5. Click Remove.
The user or group is removed from the Share list.

Change if a scenario is shared as view-only or modifiable

1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties.
3. On the scenario properties toolbar, click Share .
4. Select the users or groups for whom you want to change the scenario permission, ensuring you
click in the Permissions column.
5. Click the down arrow button, and then select a permission from the list.

Note: Certain S&OP scenarios are automatically shared upon creation. In these scenarios, you
may see Manage as a scenario permission in addition to View only and Modify. This means the
user has the same power as a system admin to manage that scenario, including toggling the
permanent flag or setting it to update automatically. You can reduce a user's permission from
Manage to View only or Modify, but you cannot give Manage permission to a user who
currently has View only or Modify permission.

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 Tip: You can also click Scenarios on the RapidResponse toolbar and then click Share, click
Share on the Scenarios pane toolbar, or click Share on the Actions menu.

Scenario notifications
When you share a scenario, you can choose to be notified in Message Center when users you have
shared it with respond to the scenario. You can be notified when:
Everyone has responded: a message is sent when every user with access to the scenario responds to
the scenario or modifies data in the scenario. Select this option when you want to know when all users
have feedback on the scenario.
Anyone responds: a message is sent when any user with access to the scenario (excluding yourself)
responds to the scenario or modifies data in the scenario. Select this option when you want to know
everything that happens with the scenario.
Anyone modifies in this scenario: sends a message when any user commits a child scenario or modifies
data in the scenario. Select this option if you only want to know when data has been modified in the
scenario.
For more information, see "Share a scenario" on page 608.

Specify notification options

1. In the Share Scenario dialog box, click the Notify tab.
2. Select the Notify when given access to this scenario checkbox.
3. In the Subject and Message text boxes, type the message that is sent to the people the scenario
has been shared with.
4. In the Notify me when area, select any of the notification options outlined above.
If you select both the Anyone responds and Anyone modifies data in this scenario options, you
receive only one message when someone modifies data or commits a child scenario.

Add links to scenario notifications

You can add additional information to scenario notification messages by adding links to resources with
the data context you specify. Message recipients can open the resource with the data settings that you
set. You can also include links to RapidResponse forms or to websites.
The following illustration shows a link added to a notification message when sharing a scenario.

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 To view the data, users require permission to all of the resources you are using to display the data.

Insert a link
1. In the Message area, click the location where you want to insert the link.
2. Click Insert Link .
3. In the Insert Link dialog box, select one of the following:
l An open report : inserts a link to a currently opened shared workbook or scorecard.
l Report: inserts a link to any shared dashboard, workbook, or scorecard.
l Form: inserts a link to a form.
l Web page: inserts a link to a web page outside of RapidResponse.
4. If you are inserting a link to a report or a form, select the report or form from the drop-down list.
5. Click Next.

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 6. Optionally, in the Add Link text box, change the default text that displays as the link in the
message.
7. In the worksheet list, select the worksheet you want to open.
8. To define the data that is displayed, select the checkboxes you want, and click an item in the
corresponding lists.

Edit a link
1. In the Message box, select the link and click Edit Link .
2. Make your changes and then click OK.

Remove access to a scenario

If you have shared a scenario with a user or group, and you no longer want that person or group to
have access to that scenario, you can remove them from the list of people the scenario is shared with.
You might do this prevent people from accessing sensitive information that they no longer require
access to. You can also reduce clutter in other users' scenario panes by removing access to unneeded
scenarios.

Remove access to a scenario

1. In the Scenarios pane, select a scenario.
2. On the Actions menu, click Properties
3. On the scenario properties toolbar, click Share .
4. In the Share Scenario dialog box, click a user or group in the Name column, and then click
Remove.

Tip: You can also click Share on the Scenarios pane toolbar.

Give a scenario
You can give scenarios you own to another user who has permission to create scenarios. You might give
a scenario if you are no longer responsible for maintaining it, you are changing job functions, or you
created it for another user. The user to whom you give the scenario becomes the owner of the
scenario, though if the scenario is shared, you can choose to retain access to the scenario. Shared
scenarios can only be given to recipients who also have permission to share scenarios.
If you want to give another user access to a scenario but still want to maintain control over the
scenario, consider sharing the scenario with the other user instead of giving it. For more information,
see "Share a scenario" on page 608.

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 When you give a private scenario, you have the opportunity to rename the scenario. Renaming the
scenario is optional unless the recipient already has a private scenario with the same name, in which
case, an error message is displayed when you try to give the scenario without renaming it.

Give a scenario
1. In the Scenarios pane, select the scenario you want to give.
2. On the Actions menu, click Give.
3. In the Give Scenario dialog box, do the following as applicable:
l In the Owner list, click the user you are giving the scenario to.
l In the New Name box, type a new name for the scenario. (Only applies to private scenarios.)
l Optionally, in the Notify new owner area, type a message to notify the new owner that the
scenario has been given to them.
l Select the Give my child scenarios checkbox if you own child scenarios based on this
scenario, and you would like to give them to the new owner of this scenario.
l Select the Allow me to access this scenario with permission checkbox if you want this
scenario to be shared with you after you give it to the new owner. Choose View only or
Modify from the drop down list.
This checkbox is available only if the scenario is already shared.
l Select the Close all resources that are using this scenario checkbox if you are not retaining
access to the scenario and want to close the resources using it.
This checkbox is available only if at least one open resource is using the scenario or one of its
child scenarios.

Notes:
l If you give the parent of one of your scenarios and do not retain access, you will be unable
to update the child scenario. You need to retain modify permission to be able to commit any
changes to the scenario. Similarly, if you give a child scenario to someone who does not
have access to its parent, that user will be unable to update the child scenario or commit
any changes.
l Some resources close automatically after a scenario they were using is deleted, including
scorecards that are using only that scenario, workbooks with scenario comparison columns,
and scenario properties windows.
l If your scenario is currently private, you cannot select the Allow me access to this scenario
with permission box.

Tips:
l You can also give a scenario by right-clicking the resource and then clicking Give, or by
opening the scenario properties and clicking Give .
l To find out more about the person you have selected in the Owner list, pause the pointer
over their name.

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CHAPTER 35: Simulating with different control
settings
About perspectives 619
Determine if a scenario has a perspective applied 620
Create a scenario with a perspective applied 621
Edit and commit a scenario with a perspective applied 623
Update a scenario with a perspective applied 623

Each scenario is a different version of the RapidResponse database. Scenarios are comprised of three
types of data:
l Input: data imported from your company's enterprise data sources (for example, ERP) and, if
applicable, suppliers (for example, contract manufacturers) and customers.
l Control: rules and values that determine how RapidResponse performs calculations.
l Calculated: data produced by RapidResponse calculations after applying control settings to the
input data.

To simulate business situations, RapidResponse users usually change input data. For example, if you
receive information that a key supplier is unable to deliver a large quantity they had already committed
to, you can create a new scenario and modify the input data in it to reflect the potential changes.
In addition to changing input data to model a new data state, you can also change control settings on a
scenario-by-scenario basis. For example, you could simulate a change in how RapidResponse handles
order priorities. To change settings, you must have access to a worksheet based on a Control table and
knowledge of the RapidResponse data model and algorithms. For information about the RapidResponse
data model, see the RapidResponse Data Model and Algorithm Guide (Java client). For information
about creating workbooks, see the RapidResponse Resource Authoring Guide (Java client).

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 Your RapidResponse administrator might have saved a set of control settings as a perspective which
can be applied to any scenario you create. For more information, see "About perspectives" on page
619.

About perspectives
Applying a perspective to a scenario provides another view of the data by changing the way
RapidResponse calculates results.
Brand owners that have integrated data from their contract manufacturers commonly use perspectives.
By applying perspectives, brand owners can control how the integrated data is calculated into their
overall data set.
For example, brand owners can use scenarios with perspectives applied to determine which supplies
are active. A brand owner's Enterprise Data (root) or Approved Actions scenarios might show the data
from a capable viewpoint; that is, what can be done given the current state of supply and capacity in
which supplier commitments such as Available Date are active. By applying a perspective, the scenario
can now calculate results with supplier commitments as being inactive. This allows the brand owner to
analyze their supply chain data by applying a different view to it.
Perspectives enable you to model your supply chain the same way you perform visibility and response
management analysis. For example, you can view data the same way your enterprise data system
models it or by excluding supplier commitments as available supply. You can also use perspectives to
change the dates used to convert currencies for calculated money values, such as viewing values using
the conversion rates used to calculate your annual budget.
When a perspective is applied to a scenario, the scenario's control settings are modified. Control
settings specify how RapidResponse performs calculations. Perspectives allow you to apply a
preconfigured set of control settings to a scenario without having to manually change control setting
data. As shown in the following illustration, a scenario with a perspective applied is originally the same
as its parent except the control settings are different, resulting in potentially different calculated
values.

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You can only apply perspectives to scenarios if you have simulation permission and your RapidResponse
administrator has set up perspective definitions.

Caution: Changes made to data in scenarios with perspectives applied might be overlaid with
the values defined in the perspective. For more information, see "Edit and commit a scenario
with a perspective applied" on page 623.

Determine if a scenario has a perspective

applied
The easiest way to show whether a scenario has a perspective applied to it is by giving the scenario an
intuitive name. For example, My New Orders - Capable could indicate the Capable perspective has
been applied.
You can also review the scenario's properties to determine whether a perspective has been applied.

1. In the Scenarios pane, select a scenario.

2. On the Actions menu, click Properties.

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Determine if a scenario has a perspective applied
 If a perspective has been applied, in the scenario properties, the Apply Perspective checkbox is
checked and the perspective name is displayed.

Note: Once a perspective is applied to a scenario it cannot be removed.

Tip: You can also access scenario properties by clicking Properties on the Scenarios pane
toolbar.

Create a scenario with a perspective applied

You can only create scenarios with perspectives applied to them if you have simulation permission and
your RapidResponse administrator has defined at least one perspective. To determine whether you can
create a scenario with a perspective applied to it, open the New Scenario dialog box. If perspectives
have been defined, the New Scenario dialog box includes the Apply perspective checkbox and list as
shown in the following illustration.

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1. On the File menu, point to New, and then click Scenario.
2. In the Scenario name box, type the name of the scenario.
It is recommended you add perspective information to the scenario name. For example, My New
Orders - (Capable) where Capable is the perspective name.
3. In the Based on list, click the scenario on which the new scenario should be based.
4. Select the Apply perspective checkbox and then select the perspective you want to use from the
list.
5. In the Purpose box, type any information about the scenario.
It is recommended that you indicate in the Purpose box that a perspective has been applied to
the new scenario and describe the perspective's intended purpose.

Notes:
l You can only apply a perspective to a scenario when the scenario is created. Once a
perspective is applied to a scenario it cannot be removed. However, you can create a child
scenario of a scenario that has a perspective applied to it, and not apply a perspective to the
new scenario or apply a different perspective. Only one perspective can be applied to a
scenario.
l A scenario with a perspective applied can be shared with other RapidResponse users.
l Scenario names cannot be blank and should not contain commas. Some operations interpret
commas as separators or operators, which might cause unexpected results if the scenario
name contains a comma.
l You cannot create scenarios named 'Host Plan' or 'PreviousDataUpdate', or that begin with
'?shared:', '?private:', '?sequenceNumber:', or '?recordId:'. These are reserved for internal
RapidResponse operations.

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Create a scenario with a perspective applied
 Tip: You can also create a scenario by clicking Scenarios on the RapidResponse toolbar.

Edit and commit a scenario with a perspective

applied
Scenarios that have perspectives applied can be modified. In fact, you can also modify data that has a
perspective applied to it. However, after the data has been modified it is immediately overlaid (or
hidden) with the values defined in the perspective definition. The user-modified data will not affect
algorithm calculations or query results (for example, data displayed in a worksheet) as it is considered
hidden.
For example, assume a user modifies a field in a worksheet that has a perspective value applied to it.
When the user saves the data changes in the worksheet, the perspective value is overlaid. To the user it
will seem as if the data edit was discarded. In reality, the perspective value is overlaid on the user's
data edit. However, the data change is visible from the Data Changes (Pending Commits) tab in the
Scenario Properties pane.
A scenario with a perspective applied against it can be committed to its parent. During the commit
operation, the data overlaid by the perspective in the child scenario is ignored and not committed to
the parent. However, all pending data commits, including the user-modified data that was overlaid by a
perspective is committed to the parent. Committing these data values could provide unwanted or
unexpected changes to the data in the parent scenario.
RapidResponse system administrators have access to the Perspectives workbook which includes the
Hidden Data Changes worksheet. This worksheet identifies user-modified data changes that are hidden
in any scenario because a perspective value is overlaid.
For more information about committing, see "Commit data changes to a parent scenario" on page 593.

Update a scenario with a perspective applied

The data in parent scenarios might change as you analyze their child scenarios. You can update the data
in your child scenarios with the data changes from their parent scenarios. A child scenario that need
updating is identified with an exclamation mark in the scenario icon .

Any control setting in the parent scenario that has been modified as part of the perspective definition
applied to a child scenario is not affected by a scenario update command.
In the case of a parent scenario that has a perspective applied to it and its child does not, the scenario
update command updates all data in the child scenario except control table settings that were modified
due to a perspective being applied to the parent.
For more information about updating, see "Update data in a scenario" on page 589.

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CHAPTER 36: Tracking responsibility
Assign responsibility 625
View data responsibility using a responsibility definition 629
View data responsibility in worksheets 632

In RapidResponse, some users might be assigned responsibility for specific data, so that others will know
who to contact if there is a problem with the data or if they have questions. For example, your company
might track which planners are responsible for which parts, or which customer service representatives
are responsible for each product family in each region. Responsibility can be assigned and viewed using
a type of resource called a responsibility, also known as a responsibility definition. Worksheets might
also display responsibility information.

Responsibility definitions
You might have access to one or more responsibility definitions, which you can use to view responsibility
assignments, or to assign responsibility for data to yourself or to other RapidResponse users.
The following illustration shows a responsibility definition that is used to assign responsibility for buyer
codes.

RapidResponse User Guide (Java Client) 624

 For more information, see "Assign responsibility" on page 625 and "View data responsibility using a
responsibility definition" on page 629.

Responsibility information in worksheets.

Whether or not you have access to any responsibility definitions, you might be able to use worksheets
to find out who is responsible for data. For example, you might see a column that lists parts located
next to a column that lists the name of the planner responsible for each part. Each name is
accompanied by a button that can be clicked to open the user's contact card. Contact cards allow
you to quickly share scenarios or contact the right people with your questions or concerns to resolve
issues. For more information, see "View data responsibility in worksheets" on page 632.

Assign responsibility
If you have access to a responsibility definition, you can open it from the Explorer pane and use it to
assign and unassign responsibility for data. Typically, when you create a new responsibility assignment,
you select the data that you want to assign, and then you select a user to be responsible for the data.
For example, you might assign responsibility for a planner code to a specific planner. The number of
fields used to assign responsibility for data varies, depending on the responsibility definition.
Responsibility assignments are listed in the Assignments table, which you see when you open the
responsibility definition. If a responsibility assignment in the Assignments table is not correct, you can
delete the responsibility assignment, or you can change it so that someone else is responsible for the
data. You can also change a responsibility assignment so that no specific user is listed as responsible for
that data.

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Depending on how the responsibility definition is designed, you might be able to assign responsibility
only to yourself or members of certain groups, or you might be able to assign responsibility to any user.

Notes:
l It is possible to create a new responsibility assignment without selecting a specific user to be
responsible for the data. For more information, see the RapidResponse Resource Authoring
Guide (Java client).
l You cannot assign responsibility for data using a private responsibility definition.

Using multiple fields to assign responsibility for data

When you create a new responsibility assignment, there might be more than one field used to define
responsibility. In these cases, the values available in each field after the first depend on the values you
selected in the fields to the left of it. Make your selections in order from left to right.

Selecting = All = in a field

When more than one field is used to assign responsibility for data, the first option listed for each field
after the first is = All =. You can select this option if you want to make someone responsible for all
values in that category for which specific assignments have not been made yet. This can be done as a
temporary measure until specific assignments are made.
For example, you might assign responsibility for all parts for a particular customer to a customer service
manager. This way, as soon as a new part is added for that customer, someone will be listed as the
person responsible. Until a specific customer service representative is assigned responsibility for that
part, the manager can handle issues that might arise, or forward inquiries to the appropriate person.
In the following sample Assignments table, Rebecca Gunn is responsible for all products for the
customer "Circuit Town," except for DVD-160A, which has been assigned specifically to Maurice
Turcotte. If another part is added for the customer "Circuit Town", Rebecca Gunn will be responsible for
it by default.

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Assign responsibility
 It is good practice to make specific responsibility assignments as soon as possible to avoid confusion.

Note: When someone is selected to be responsible for all values in a category, any values for
which specific assignments have not yet been made are still considered unassigned for the
purpose of identifying unassigned data in a responsibility definition. For more information, see
"Identifying unassigned data" on page 630.

Responsibility definitions where only the Assignments table

is displayed
Depending on the properties of the responsibility definition, you might only see the Assignments table
when you open it. In these cases, you do not have access to the controls for creating and deleting
responsibility assignments, but you can change existing responsibility assignments. You can either make
yourself responsible for data or remove your name from a responsibility assignment, leaving it blank so
that somebody else can claim responsibility for it. An example of this type of responsibility definition is
shown in the following illustration.

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Open a responsibility
1. In the Explorer, ensure that responsibilities are shown. You can do this by selecting Tasks.

2. Double-click a responsibility to open it.

Create a new responsibility assignment

1. Open the responsibility.
2. For each data field, select the value that you want to assign responsibility for.
3. From the Assign to list, select the user who is responsible for the data.
4. Click Add.

Tip: You can select multiple values for a data field by clicking on the first value and holding
down the mouse button as you move your cursor up or down the list to expand the selection. If
a responsibility definition uses more than one field to assign responsibility for data, you can
only make multiple selections in the rightmost field.

Delete a responsibility assignment

1. Open the responsibility.
2. In the Assignments table, select the data that you want to unassign responsibility for.
3. Click the Remove button.

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Assign responsibility
 4. On the File menu, click Save Data.

Change the person responsible for data

1. Open the responsibility.
2. Locate the row containing the responsibility assignment in the Assignments table, and double-
click the cell in the Responsible column for that row.
3. Select the name of the person you want to transfer responsibility to from the drop-down menu.
If you want the Responsible field to be blank, select = Unassigned =.
4. On the File menu, click Save Data.

Note: After you remove or change a responsibility assignment, you must save the data before
you can create any new responsibility assignments.

Tip: You can filter items in the Assignments table to make it easier to find a specific
responsibility assignment. For more information, see "View data responsibility using a
responsibility definition" on page 629.

View data responsibility using a responsibility

definition
If you have access to a responsibility definition, you can view a list of responsibility assignments that
have been made using that responsibility definition. In some cases, you might be able to view all
responsibility assignments, but in other cases you might only be able to view the ones that are not
assigned to a specific user (that is, the ones where the Responsible field is blank in the Assignments
table) and the ones that are assigned to you.

Filtering responsibility assignments

You can use filtering to limit the records displayed in the Assignments table, so that you can find
specific information more easily. You can filter the list to see who is responsible for specific data, or you
can filter the list by user name to see which data is assigned to a specific user.

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CHAPTER 36: Tracking responsibility
Identifying unassigned data
By default, data values for which responsibility assignments have not been made are listed in black, and
values for which responsibility assignments have been made are listed in grey. In the following
illustration, AO: Kanata and DK: 030 are unassigned.

You can also hide data values that have already been assigned. In the following illustration, assigned
values that were shown in gray in the previous illustration are hidden.

Note: After you assign responsibility for data, it is not immediately marked as assigned.
Recently assigned items are marked as assigned when you toggle the Hide Assigned Data
button or close and reopen the responsibility definition.

Searching for text in the Assignments table

In addition to the filter controls discussed in this topic, you can apply column searches to the data in the
Assignments table. This works the same way as searching in worksheet columns in a workbook. For
more information, see "Search for specific data" on page 230. You can apply a column search at the
same time as you are using the filter controls discussed in this topic.

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View data responsibility using a responsibility definition
 View list of responsibility assignments
1. In the Explorer, ensure that responsibilities are shown. You can do this by selecting Tasks.

2. Double-click a responsibility.
Existing responsibility assignments are listed in the Assignments table.

View a specific user's responsibility assignments

1. In a responsibility definition, under Assign to, select the name of the user whose responsibility
assignments you want to see.
2. Beside Assign to, click Show assignments for selected person .

Only responsibility assignments for the selected user are shown in the Assignments table.

Find out who is responsible for data

1. Select the data value or values that you want to view responsibility for.
2. Beside the field name of each field you want to use for filtering, click Show assignments for
selected data values , or if you want to use all fields to filter data, click Filter All Data .

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CHAPTER 36: Tracking responsibility
 Only responsibility assignments for the selected data are shown in the Assignments table.

Tip: You can click Show assignments for selected data values again to toggle filtering off for
that field.

Remove all data filtering from the Assignments table

l Click Remove Data Filtering .

Note: This does not remove column searches from the Assignments table, nor does it remove
filtering based on who is responsible for the data.

Hide or show assigned data

l Click Hide Assigned Data .

View data responsibility in worksheets

In some worksheets, you might see columns that list the users responsible for the data. For example,
you might see which buyer or planner is responsible for each part in a worksheet. In some cases, you
might see the user ID of the responsible person in a worksheet column, but it is more common to see
the person's name with a button beside it.

Viewing contact cards

You can click the button to view a user's contact card, which displays the user's profile picture and
whatever contact information is available for that user in RapidResponse. You can use a contact card to
send the user a message through RapidResponse Message Center. When you send messages through
Message Center, the recipients might also receive an email message, depending on how their

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View data responsibility in worksheets
 RapidResponse accounts are configured. Contact cards can also be used to share a scenario with the
user if you have permission to share scenarios.

Note: Sometimes, a column might contain a mix of user names with buttons and user
ID strings without buttons. This happens if the user ID strings cannot be linked to user
accounts. You might not have permission to view information about these users or the
accounts might not exist.

Sharing a scenario with selected users

In some workbooks where you see this type of column with user names, you might also see a button
on the workbook toolbar. You can click this button to quickly share a scenario with users whose names
you have selected in the worksheet.

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CHAPTER 37: Collaborating to solve business
challenges
Collaboration Center 635
Start a new collaboration 636
The collaboration interface 639
Set up a collaboration 641
Viewing a collaboration 642
Managing a collaboration 643
Work on a collaboration 650
Archive a collaboration 665

Often, a supply chain problem cannot be resolved by one person. The problem might be too complex,
involve too many different data sources, or have too much of an impact for one person to handle. In
these situations, you can use Adaptive Collaboration in RapidResponse to assemble a dedicated team to
work on the problem. Collaborations are available in both the Java client and the Mobile client.

RapidResponse User Guide (Java Client) 634

 The team uses a collaboration to communicate, share simulated data in scenarios, and compare
solutions. Content in the collaboration is visible only to added participants and to administrators.
After a course of action has been chosen and the collaboration is no longer needed, you can archive it.
Archived collaborations can still be accessed from the Collaboration Center. For more information, see
"Collaboration Center" on page 635.

Note: The Java client can be used on Microsoft Windows and Mac OS operating systems.
However, the Collaboration Center is not supported on Mac OS. If you are using the Mac OS,
consider using the Web client instead. Depending on your system settings, you might be able to
launch the Web client from the Go menu. See "Launching the Web client" on page 72 for more
details. Alternatively, you might be able to run Microsoft Windows in a Mac OS virtual
environment to run the Java client.

Collaboration Center
All the collaborations you have access to display in Collaboration Center. These include collaborations
you have started, collaborations you have been added to, and past collaborations you have participated
in that are now archived.

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 Open a collaboration from Collaboration Center

1. On the RapidResponse toolbar, click to view the Collaboration Center.

2. In the Open Collaborations or Archived Collaborations pane, click the name of the collaboration
you want to view.

Notes:
l When you click a link to a collaboration in a message or add a screenshot to a collaboration,
the collaboration automatically opens.
l You can also access Collaboration Center in any message informing you that you have been
included in a collaboration. For more information, see "Participate in a collaboration" on
page 649.

Start a new collaboration

RapidResponse has multiple starting points for a collaboration.
You can start a new collaboration from:

RapidResponse User Guide (Java Client) 636

Start a new collaboration
 l File menu
l RapidResponse toolbar - Collaboration button
l Collaboration Center
l An open dashboard, scorecard, or workbook
l A screenshot of a dashboard, process, scorecard, or workbook
l A contact card in a worksheet cell
l A contact card in an open or archived collaboration

From some starting points, your current context is carried over into the collaboration. For example,
when you start a collaboration from an open resource, the scenarios used in the resource are
automatically shared in the collaboration along with a link to the open resource.
When you create a new collaboration, you are identified as the collaboration leader.

As leader, your role is to initiate the collaboration by adding the initial participants. You also have the
option to describe the context of the issue and/or add scenarios for participants to start working with.
If you are not observing or taking an active role in the collaboration, you can delegate leadership to
another participant and then leave the collaboration. For more information, see "Managing a
collaboration" on page 643.

Start a new blank collaboration

l Do one of the following:
l On the File menu, click New . Then click Collaboration and click Start a Collaboration.
l Click Collaboration on the RapidResponse toolbar and then click Start a Collaboration.
l In Collaboration Center, click . For more information, see "Collaboration Center" on page
635.

Start a new collaboration from an open resource

You can start a new collaboration from an open public dashboard, scorecard, or workbook. The
scenarios used in the resource are automatically added to the collaboration and a link to the resource is
automatically posted in the collaboration.

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 l In the open resource, do one of the following:
l On the File menu, click New . Then click Collaboration and click Start a Collaboration on
this View.
l Click Collaboration on the RapidResponse toolbar and then click Start a Collaboration on
this View.

Start a new collaboration from a screenshot

You can start a new collaboration from a screenshot of a dashboard, process, scorecard, or workbook.
The scenarios used in the resource are automatically added to the collaboration.

1. In an open resource, click Capture Screenshot on the RapidResponse toolbar.

2. Optionally, add annotations to the screenshot. For more information, see "Add screenshots to a
collaboration" on page 661.
3. Click Share .
4. Click New Collaboration.

Start a new collaboration from a worksheet cell

1. In the worksheet row, click the contact card for the person you want to collaborate with.
2. Click Collaborate.

3. In the Collaboration pane, click New Collaboration.

The person is automatically added as a participant in the collaboration.

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Start a new collaboration
 Start a new collaboration from a contact card in an open collaboration
1. In the open or archived collaboration, click on the profile picture of the person you want to
collaborate with.
2. Click Collaborate in the contact card.

The collaboration interface

The image and table below provide an overview of the collaboration interface.

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Letter Description Letter Description

A Collaboration toolbar: displays the due H Add participant: You can add people to a
date (if one has been specified) and the collaboration by clicking on the icon and then typing
More ... menu icon. their name or full email in the Add participant field.
For more information, see "Add users to a
collaboration" on page 644.

B Collaboration name: Optionally, specify a I Show Details: Click to access details for people
name for the collaboration. Each added to the collaboration. For more information,
collaboration is also assigned a see "View information about participants" on page
collaboration ID. For more information, see 646.
"Specify a name for the collaboration" on
page 641.

C Collaboration description: Optionally, J Post something new: You can add new posts to a
describe the collaboration's purpose or collaboration to communicate with other
goals. For more information, see "Describe collaboration participants. You can also add
the collaboration" on page 641. participants and scenarios to the collaboration
using social markup. For more information, see
"Add a new post to a collaboration" on page 658.

D Goals: A scorecard that has been added to K Sort by: You can filter posts by viewing posts that
the collaboration displays in this area. For have the latest activity or posts that were created
more information, see "Compare first. For more information, see "Communicate in a
scenarios" on page 654. collaboration" on page 656.

E Scenarios: All scenarios that have been L Posts display in white boxes. You can edit or
added to a collaboration display in this remove posts you add to a collaboration. For more
area. For more information, see "Add a information, see "Edit a collaboration post or
scenario to a collaboration" on page 650 comment" on page 659.
and "Manage scenarios in a collaboration"
on page 652.

F Collaboration leader: The leader of the M Comments display in light gray boxes. You can edit
collaboration is identified by a crown over or remove comments you add to a collaboration.
their profile picture. For more information, see "Edit a collaboration post
or comment" on page 659.

G Collaboration participant: The profile N Add a comment: You can add a comment to a post.
pictures for all collaboration participants For more information, see "Add a comment to a
display in the Participants area. Participants collaboration post" on page 659.
currently signed in to RapidResponse are
identified by a green circle on their profile
picture.

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The collaboration interface
 Set up a collaboration
When you set up a collaboration, it's recommended that you add a name, description, and due date for
the collaboration. None of these properties are required for the collaboration to work. However, they
can provide context and focus for the team. Any participant in the collaboration can add or edit these
properties.

Specify a name for the collaboration

The default name for a collaboration is "Untitled Collaboration" prefixed by the user ID of the
collaboration leader.
For collaborations started from an open resource, the default name is the name of the resource. For
more information, see "Start a new collaboration from an open resource" on page 637.

Add or edit a collaboration name

l In the collaboration, type text in the Name this Collaboration box.

Describe the collaboration

For a collaboration description, you might explain the issue the team is working to resolve, the goals of
the collaboration and steps to achieve them, or similar information that provides context for the
participants.

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 Add or edit a description
l In the collaboration, type text in the Add a description of the issue box.

Set a due date

The due date in a collaboration is the deadline proposed for the participants to decide on a solution.
The number of days before or after the due date relative to today's date is also identified.

Add or edit a due date

1. On the collaboration toolbar, click Set Due Date.
2. In the calendar, click the left and right arrows to move from month to month.
3. To select a date, click the date.
4. To select the due date as today, do one of the following:
l Click the date identified by a blue corner.
l Click Today.
5. To close the calendar without selecting a due date, click Close.

Remove the due date

1. In the collaboration, click the specified due date on the collaboration toolbar.
2. In the calendar, click Clear.

Viewing a collaboration
All of the active and archived collaborations you are a participant in display in Collaboration Center. You
can open a collaboration by clicking it Collaboration Center or by opening any automated message in
Message Center from a collaboration. For more information, see "Collaboration Center" on page 635
and "Participate in a collaboration" on page 649.
The collaboration center and collaborations can be viewed as full screen or as a side pane next to an
open resource.

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Viewing a collaboration
 Collaboration toolbar
The collaboration toolbar allows you to toggle between individual collaborations and the collaboration
center. It also enables you to minimize and maximize your collaborations.

To toggle between full screen and side pane

l
On the collaboration toolbar click .

Managing a collaboration
As a collaboration leader or participant, you can manage collaborations by:
l Adding other RapidResponse users to the collaboration who have the requisite experience or
expertise . For more information, see "Add users to a collaboration" on page 644.

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 l Participating in collaborations you have been added to. For more information, see "Participate in a
collaboration" on page 649.
l Leaving collaborations you have been added to where you are not the leader. For more
information, see "Leave a collaboration" on page 649.

As a collaboration leader, you can manage collaborations by:

l Removing participants from a collaboration. For more information, see "Remove participants from
a collaboration" on page 646.
l Delegating leadership of the collaboration to another participant. For more information, see
"Assign a new leader to the collaboration" on page 650.

Note: RapidResponse user and system administrators can also add or remove users from
collaborations, reassign leadership, and post and comment in any collaboration.

Add users to a collaboration

In a collaboration, just as in other parts of RapidResponse, you simulate data changes using scenarios.
When you are simulating changes that affect areas of data you do not manage, you will need to get
others involved to determine the best course of action. Typically, a small team of people are added to
the collaboration who have the skills or experience to resolve a particular problem. Collaboration
participants might also be selected based on their roles or geographical responsibilities. For example, if
you are investigating a critical shortage of a part, you might add the planner responsible for that part to
join the collaboration.
When you are deciding whose input is critical for the collaboration, you can check worksheets that list
the names of people responsible for data or you might check the list of users for a group. For more
information, see "View information about user groups" on page 647.
You can add users to a collaboration by:
l Selecting their name from a list in the collaboration.
l Using social markup in the collaboration posts or texts.
l From their contact card in a worksheet row.

When someone is added to a collaboration, they are notified in Message Center. If you do not have
permission to add people to a collaboration, contact your RapidResponse administrator to add the
required participants for you.
As work on a collaboration progresses, some participants might leave or other participants might be
added. Any member of the collaboration who has permission can add other users to the collaboration.
Collaboration leaders and administrators can remove people from collaborations. For more
information, see "Remove participants from a collaboration" on page 646.

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Managing a collaboration
 Note: RapidResponse administrators can limit users' ability to see each other's contact
information. In collaborations, users who cannot see each other's information can still see each
other's comments, but might not know who made the comments. Adding users who should not
be aware of each other to the same collaboration is not recommended. You are warned if you
add users with restricted visibility to a collaboration.

Add a user to a collaboration

When you add another RapidResponse user to a collaboration, a list of users that match the text you
type displays. Anyone who is already a participant in the collaboration is already identified.
If you do not have permission to add people to a collaboration, contact your RapidResponse
administrator to add the required participants for you.

1. In the collaboration, click .

2. Start typing the name of the RapidResponse user you want to add.
3. Click the user name from the list of matched users.

Add a user to a collaboration using social markup

1. In the collaboration, click in a post or comment reply box.
2. Type "@" and then start typing the user name of the person you want to add. For example
"@riley".
3. Click the user name from the list of matched users.

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 Tip: If the person is already a participant in the collaboration, tagging them in a post or
comment using @ sends a message telling them that they have been mentioned in the
collaboration. For more information, see "Communicating using Message Center" on page 552.

Add a user to a collaboration from a worksheet contact card

1. In the worksheet row, click the contact card for the person you want to collaborate with.
2. Click Collaborate.
3. In the Collaboration pane, click an existing collaboration.

Remove participants from a collaboration

As a collaboration leader, you can remove participants from an open collaboration when their expertise
is no longer needed or might not applicable for the collaboration.
If the participant is in the collaboration when they are removed, they are immediately notified and
forced to exit the collaboration. The collaboration is also removed from their view of Collaboration
Center.
Your RapidResponse administrators can remove any participant from a collaboration in your system.

1. In the Participant area of the collaboration, click Show participants list .

2. Click More for the person you want to remove.
3. Click Remove from Collaboration.

Notes:
l Links in messages to collaborations you have left or been removed from will no longer work.
l You cannot remove participants from an archived collaboration.

View information about participants

In a collaboration, you can view more detailed information for any participant by viewing their contact
card. The contact card might have information such as their job title and location, and any contact
details such as email and telephone numbers. From the contact card, you can also start a new
collaboration with the person or send them a message. For more information, see "View data
responsibility in worksheets" on page 632.

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 Note: If your system is configured to make outgoing calls, you can call telephone numbers from
a contact card.

View a contact card in a collaboration

l Do one of the following:
l Click a participant's profile picture in the collaboration.
l Click Show participant list , click More for the participant you want to view, and then
click View Contact Card.

Call a participant from a contact card.

1. Do one of the following:
l Click the person's profile picture in the collaboration.
l Click Show participant list , click More for the participant you want to view, and then
click View Contact Card.
2. Click the phone or mobile number in the card.

View information about user groups

Other RapidResponse users on your system might be members of one or more user groups. As a group
member, you have access to all the resources that the group has been given access to. Groups might be
composed of people with similar job functions. For example, an Operations group has users who are
responsible for tracking capacity and supply.

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You can view a list of groups you belong to and members that belong in each group in your system. For
example, if you are uncertain of who to contact about a part order, you might check the list of
members for the Buyer group. Member lists can also be useful in deciding who to include in a
collaboration.

View groups you are a member of

1. On the Tools menu, click Options.
2. Click the Group Memberships tab.
The Group list displays all groups you are a member of.
3. In the Group settings area, review the following information:
l Description: what the group does.
l Owner: who administers the group and assigns responsibility for data.
l To view a list of group members, click Members.

Notes:
l If the group owner has enabled it, you will receive a message when you are added to a
group.
l If your company started tracking responsibility in RapidResponse 2014.2 (or earlier), you
might see a Responsibility area on the Group Memberships tab of the Options dialog box.
For information about the items displayed in this area, see the RapidResponse User Guide
for Version 2014.2.

Tip: If profile pictures are enabled on your RapidResponse system, you can also access the
Options dialog box by clicking your profile picture in the RapidResponse toolbar and then
clicking Options.

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 View the members of a group
1. On the Tools menu, click Options.
2. Click the Group Memberships tab.
3. Select the group to view from the Group list.
4. Click Members.

Participate in a collaboration
You might be added to collaborations initiated by other users in your RapidResponse system. If you
have access to Message Center, you will receive a message with a link to the collaboration. From there,
you can open the collaboration and start working on solving the problem.

1. Open Message Center.

2. In the message informing you that you have been included in a collaboration, click View
Collaboration.

All collaborations you are a participant of display in the open collaborations list in Collaboration Center.
For more information, see "Collaboration Center" on page 635.

Leave a collaboration
You can leave a collaboration by removing yourself from it. When you leave a collaboration, the
collaboration is no longer visible in Collaboration Center and you can no longer view any of the
collaboration-specific content. However, you still have access to the shared scenarios and resources in
the Scenario and Explorer panes.
When another participant has left a collaboration, you are informed of the departure, but until you
accept the update notification, their image still displays in the Participant row.
If you are the leader of the collaboration, you must assign leadership of the collaboration to another
participant before you can leave the collaboration.

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 Leave a collaboration

1. In the Participant area of the collaboration, click Show Details .

2. Click More for your name.
3. Click Remove Myself from Collaboration.

Assign a new leader to the collaboration

1. In the Participant area of the collaboration, click Show Details .

2. Click More for the person you want as the new collaboration leader.
3. Click Assign Leadership.

Notes:
l Links in messages to collaborations you have left or been removed from will no longer work.
l The leader of a collaboration or a RapidResponse administrator can remove any participant
from a collaboration. For more information, see "Remove participants from a collaboration"
on page 646.

Work on a collaboration
As you work on a collaboration, you can add and compare scenarios, communicate with other
collaboration participants, and add resource contexts to the collaboration by adding links or annotated
screenshots. Once the collaboration has reached a successful conclusion, you can commit the scenario
and generate a report of scenario actions and responses for distribution.

Add a scenario to a collaboration

Any time you want to simulate a change in RapidResponse, you should create a scenario to determine
the change's impact on your total supply chain. As you are working in a collaboration to resolve an
identified issue, you can add scenarios to test the possible solutions.
When you add a scenario to a collaboration, by default you share it with all other participants. You
must specify what level of access participants have to the scenario: modify or view only permission. For
more information, see "Manage scenarios in a collaboration" on page 652.
All participants can remove scenarios from a collaboration. Depending on the scenario permission they
have been granted, they might also be able to perform these other scenario actions:
l Add or remove new or existing scenarios.
l Create child scenarios. For more information see "Manage scenarios in a collaboration" on page
652.

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 l Commit changes to parent scenarios. For more information see "Manage scenarios in a
collaboration" on page 652.
l Compare results between scenarios. For more information see "Compare scenarios" on page 654.

To understand the changes other participants are making in scenarios, view the Activity Logs for those
scenarios. For more information, see "Track activity in a scenario" on page 584.

Notes:
l If you do not have permission to create scenarios, you can only remove scenarios that
others add to the collaboration.
l The ability to create a new scenario or share scenarios is determined by the scenario
permissions given to you by your RapidResponse administrator. For more information, see
"Simulating business changes" on page 578.

Tips:
l You can also use the @ markup text to add scenarios to a collaboration.
l To use the @ markup to add scenarios, scenario names should not start with the @ symbol
or square brackets [ ].

Add a new scenario to a collaboration

1. In the Scenarios area of the collaboration, click Create Scenario .

2. In the Create a New Scenario form, type a name for the scenario.
3. Select the scenario to base the new scenario on.
4. Optionally, describe the purpose of the scenario.
5. To keep the scenario private, clear the Share with everyone in the collaboration checkbox.

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 6. Select the permission to provide to other people in the collaboration:
l Modify: collaboration participants can change the data in the scenario by committing
changes from other scenarios back to this scenario, or by editing the scenario directly if the
participant has permission to edit shared scenarios.
l View Only: collaboration participants can view data in the scenario, but cannot change its
data.
7. Click Create.

Add an existing scenario to a collaboration

1. In the Scenarios area of the collaboration, click Add Scenario .
2. In the Scenario list, select the scenario to add.
3. To keep the scenario private, clear the Share with everyone in the collaboration checkbox.
4. Select the permission to provide to other people in the collaboration:
l Modify: collaboration participants can change the data in the scenario by committing
changes from other scenarios back to this scenario, or by editing the scenario directly if the
participant has permission to edit shared scenarios.
l View Only: collaboration participants can view data in the scenario, but cannot change its
data.
5. Click Add.
6. If the scenario has any child scenarios, you will be prompted to do one of the following:
l Click Scenario Only to only add the scenario to the collaboration.
l Click Scenario and Children to add the scenario and all its child scenarios to the collaboration
l Click Cancel to cancel the add a scenario action and exit the form.

Manage scenarios in a collaboration

As you work with scenarios in a collaboration, you might change the level of access other participants
have to it or create child scenarios to work in. For example, you might change the permission for a
scenario you added from Modify to View Only if you no longer want changes made to the scenario. The
View Only permission still allows participants to use the scenario in comparisons. You might also
remove scenarios that are not working or are not needed.

Change the level of access to a scenario in a collaboration

1. In the Scenarios area in a collaboration, click More for the scenario you want to change
access to.
2. Click Share Scenario.

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 3. In the Share Scenario form, do one of the following:
l To make the scenario private, clear the Share with everyone in the collaboration checkbox.
l To make the scenario accessible to all collaboration participants, click the Share with
everyone in the collaboration checkbox.
4. To change what participants can do with the scenario, click the drop-down list in the Permission
control and do one of the following:
l To allow participants to modify the scenario or create child scenarios to test, select Modify.
l To not allow participants to modify the scenario or create child scenarios, select View Only.
5. Click OK

Create a child scenario in a collaboration

1. In the Scenarios area in a collaboration, click More for the scenario you want to change
access to.
2. Click Create Child Scenario.
3. In the Create a New Scenario form, type a name for the child scenario.
4. To change the parent scenario, select another scenario from the Based on control.
5. Optionally, describe the purpose of the child scenario.
6. To keep the scenario private, clear the Share with everyone in the collaboration checkbox.
7. Select the permission to provide to collaboration participants:
l Modify: collaboration participants can change the data in the scenario by committing
changes from other scenarios back to this scenario, or by editing the scenario directly if the
participant has permission to edit shared scenarios.
l View only: collaboration participants can view data in the scenario, but cannot change its
data.
8. Click Create.
The new scenario displays in the Scenarios area.

Remove a scenario from a collaboration

1. In the Scenarios area, click More for the scenario you want to remove.
2. Click Remove Scenario.
3. In the Remove Scenario form, do one of the following:
l To keep the scenario in the Scenarios area after removing it from the collaboration, clear the
Delete scenario checkbox.
l To delete the scenario after removing it from the collaboration, select the Delete scenario
checkbox.
4. Click Remove.

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Compare scenarios
As you are exploring the different solutions proposed by the team, you can test the impact of those
changes by comparing the solutions in the scenarios. You can compare scenarios in a collaboration by
opening a scorecard in another resource tab or by adding a scorecard directly in the collaboration. Any
participant in the collaboration can open or add a scorecard they have access to.

Open a scorecard
You can compare the scenarios that are used in a collaboration by opening them in a scorecard. The
scorecard opens in a new resource tab and by default, all the scenarios in the collaboration are passed
to the scorecard. You can change which scenarios you are comparing using the Add or Remove
Scenarios button on the workbook toolbar. For more information, see " Specify the data displayed in
a scorecard" on page 369.

Open a scorecard from a collaboration

1. In the Scenarios area of a collaboration, click Compare

2. Click a scorecard in the Select Scorecard list.
The scorecard opens in a new tab.

Add a scorecard
You can also compare the scenarios directly in the collaboration by adding a scorecard to it. Results for
all scenarios in the collaboration display as a series of bullet charts in the Goals panel. For more
information, see "Goals" on page 654.

Add a scorecard to a collaboration

1. Click More on the Collaboration toolbar.
2. Click Add Scorecard.
3. Click a scorecard in the Select Scorecard list.

Remove a scorecard from a collaboration

1. Click More on the Collaboration toolbar.
2. Click Remove Scorecard.

Goals
The Goals area displays metrics from a scorecard added to the collaboration. The scenarios added to
the collaboration all automatically display in the scorecard. You can change the data settings for the
scorecard or what measures the data displays in.. Too view more detailed data or to change what

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 scenarios are measured, you can open the scorecard outside of the collaboration. Any collaboration
participant can add a scorecard to the Goals area.

Change the scorecard in the collaboration

If you have access to more than one scorecard, you can change what data displays in the Goals area by
changing the scorecard.

1. Click the scorecard name in the Goals area toolbar.

2. Click another scorecard in the Select Scorecard list.
The new scorecard now displays in the Goals area.

Change how metric results display in the scorecard

You can change how the data values in the scenarios are measured by showing them as actual values,
differences, percent differences, or scores.
l Do one of the following:

l In the Goals area toolbar, click Measure to change between the following measures:
l Scores
l Differences
l % Differences
l Actual Values

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 l Click More on the Goals area toolbar and then click Change Scorecard Measure until
the measure you want displays on the toolbar.

Refresh the data in the scorecard

l On the Goals area toolbar, click Refresh .

Change the data settings for the scorecard

1. Click Settings on the Goals area toolbar.

2. In the Scorecard Settings pane, make changes to one or more setting.
3. Click Close to close the Scorecard Settings pane.

View more detailed data for the scorecard

You can view more detailed data by opening the scorecard outside of the collaboration. This view
provides you with the ability to change which scenarios results display and drill to more detailed
information.

1. Click More on the Goals area toolbar.

2. Click Go to Detailed Scorecard.
The scorecard opens in a new tab.

Communicate in a collaboration
In addition to adding scenarios, resource links, and screenshots, collaborations are used to
communication about the work specific to the collaboration. You can add posts to a collaboration or
respond to a post in a comment.
You can filter the posts to view them order by posts created first or by posts with the most recent
activity.

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 Use the @ markup to add a new participant to a collaboration or to tag a collaboration participant.

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When you are tagged in a collaboration, if you have access to Message Center, you are notified when
you are mentioned in a post or comment.

Note: You cannot use @ markup to send yourself notifications from a collaboration.

Add a new post to a collaboration

1. In the Activity area of a collaboration, type text in the Post something new box.
2. Click Post.

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 Add a comment to a collaboration post
In the post you want to respond to, do one of the following:
l Click More and then click Reply.
l Click Comment.

Edit a collaboration post or comment

You can edit or delete comments and posts that you have added to the collaboration.

1. Click More on the post or comment you want to edit.

2. Click Edit.
3. Make your changes and then click Update.

Delete a collaboration post or comment

1. Click More on the post or comment you want to edit.
2. Click Delete.

Filter posts
1. On the Activity bar, click Latest Activity or Creation Date.
2. Click Latest Activity or Creation Date in the pop up box.

View the latest content in a collaboration

As participants are working simultaneously in an open collaboration, there are two ways for you to
ensure that you are viewing the latest content for the collaboration:
l Accept the update notifications
l Refresh the collaboration

Accept update notifications for the collaboration

Update notifications display each time another participant has made a change to a collaboration you
have open. This ensures that an active collaboration is not constantly changing from other participant's
edits are you are working in it.

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 l Click anywhere in the notification pop up box to accept the update.
The newest comments and posts in the collaboration are briefly highlighted.

Note: Accepting an update does not affect content you are working on, for example a post or
comment you have not sent yet.

Refresh a collaboration
When you are uncertain of whether or not the content in an open collaboration is the most recent, you
can refresh the collaboration.

1. Click More on the Collaboration toolbar.

2. Click Refresh Collaboration.

Add resource links to a collaboration

As you work in a collaboration, you might want to share specific data views in resources. You can add a
link to public dashboard, scorecard, or workbook in collaboration posts of comments.

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 When clicked, the link opens the resource with the data settings you specified. If you send a link to a
resource that uses one or more private data settings, other users will not see the resource with its
intended content. Before sending the link, either change the data settings to shared resources or share
the private resources used in the data settings with those users.
Other participants open the link and see the resource with the data settings you specified. If a user
does not have access to the resource, the link will not work for them.
If you have email forwarding turned on, notification messages from collaboration posts or comments,
including those with resource links, are forwarded to your email.
You can also copy and paste resource links in external communications. For more information, see
"Copy and paste a resource link" on page 564.

1. Open the resource you want to add as a link to a collaboration.

2. Edit the data settings to display the data you want to share.
3. In the open resource, click Link on the RapidResponse toolbar.
4. Click Copy Link .
5. In the collaboration, click in the post or comment box where you want to add the resource link.
6. Press CTRL-V to paste the link.
7. Click Post or Comment.

Add screenshots to a collaboration

You can add screenshots of private or public resources to a collaboration. If there is something you
want to highlight on the resource, you can draw on the screenshot using annotation tools. You can use
text, shapes, and a freehand drawing tool in different colors and remove any of the annotations at any
time. For example, you might draw an arrow to point out a problem area in a worksheet screenshot.

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By default, a link to the resource is also included in the post or comment. When clicked, the link opens
the resource with the data settings you specified. If you send a screenshot with a link of a resource that
uses one or more private data settings, other users will not see the resource with its intended content.
Before taking the screenshot, either change the data settings to shared resources or share the private
resources used in the data settings with those users.

Add a screenshot to a collaboration

1. In the open resource, click Screenshot on the RapidResponse toolbar.

2. Click Share .
3. Do one of the following:
l To start a new collaboration with the screenshot, click New Collaboration.
l To add the screenshot to an existing collaboration, click the collaboration name in the
Existing Collaborations list.

Add annotations to a screenshot

1. Click an annotation tool on the Annotation toolbar. To learn about the different tools and what
they do, see the "Annotation tools" on page 663 table below.
2. To draw a shape, line, or arrow, tap on the shape on the toolbar and click and drag on the
screenshot to draw the shape.

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 3. To add text, click Text Tool and then click and drag on the screenshot to draw the text box.
Then start typing text in the box.
4. To remove the last annotation drawn, click Undo .
5. To remove all annotations from the screenshot, click Delete All .

Notes:
l Once an annotation is drawn, you cannot move it on the screenshot or change its color.
l Screenshots are not saved after you close them or share them in a collaboration.

Change the color for an annotation

l Click a color drop on the toolbar and then click the tool you want to use.

Annotation tools
The following drawing and text tools are available in RapidResponse:

Delete All. Removes all annotations from the screenshot. This action cannot be undone.

Undo. Removes the most recently added annotation object, such as a box or line. You can use this
tool repeatedly to remove successively placed objects.

Zoom and Pan Tool. Zooms in or pans out from the screenshot. Use the scroll wheel on your mouse.

Pen Tool. Draws freehand lines.

Rectangle Tool. Draws a box. Start where you want to place the first corner and drag to enlarge the
box.

Circle Tool. Draws a circle. Start at the center of the circle and drag outward to widen the circle.

Arrow Tool. Draws an arrow. Start at the base of the arrow and drag to position the tip of the arrow.

Text Tool. Adds text. Start where you want to place the first corner and drag to enlarge the text box.
Once the box is in position, you can type text. The font cannot be changed.

Ink Color. Changes the color of the annotation. The currently selected color displays as an outline and
is underlined.

Commit a scenario in a collaboration

When the collaboration team has decided on a solution or approach, changes made in one or more
child scenarios can be committed back to the parent scenario. You might also commit a scenario to see

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how your solution fits with the solutions from other collaboration participants. You can only commit
scenarios that you own and have shared in the collaboration.

1. In the Scenario area, click More for the scenario you want to commit.
2. Click Commit Scenario.
3. In the Commit Scenario form, select the action to apply to the child scenario from the After
commit control.
The default action is to remove and delete the child scenario.
Optionally, you can add a note with the commit. The information you provide in the note also
displays in the Collaboration Summary and Activity Log entries in the scenario properties for the
parent scenario. For more information, see "Track activity in a scenario" on page 584 and "View
information about a scenario" on page 583.
4. Type text in the Subject control. The default subject identifies the child and parent scenarios.
5. Type text in the Message control. For example, you might provide a summary of the changes you
are committing.
6. In the Add response control, select one of the following:
l Accept: your actions solved the problem in your area of responsibility.
l Reject: you are unable to solve the problem.
7. Click Commit.

For more information, see "Commit data changes to a parent scenario" on page 593.

Note: If there is only one scenario in the collaboration and you commit it, the collaboration
automatically closes after the commit.

Generate and distribute a report of your actions

After you have settled on a course of action to resolve the problem in the collaboration, you can
generate a report of the actions the team has taken, or have decided to take. You can use this report as
a guide when making changes in your enterprise data sources.
The report consists of the collaboration scenario's summary and activity log, and can optionally include
the pending data changes made in the scenario. You can choose to include the data changes if you have
simulated your solution in RapidResponse. You can send the report to all participants who have
responded to the scenario and depending on how they have configured their message settings, they
receive it as a message attachment in Message Center or their email.
The activity report can be customized so people involved in the collaboration can see only their own
changes, or the report can include every contributor's changes together. Generating a customized
report for each person involved in the collaboration is a resource-intensive process, and might take
several minutes.

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 Generate and distribute a report
1. In the Scenarios pane, click the scenario you are collaborating on.
2. On the File menu, click Properties.
3. On the toolbar, click Distribute Activity Report .
4. In the Distribute Activity Report dialog box, in the Distribute the activity report to area, click
one of the following:
l Everyone who has responded to this scenario: Sends a copy of the activity report to the
collaborators who have added a response. Anybody the scenario is shared with, but who has
not responded, is not sent a copy of the report.
l Me: Sends a copy of the activity report only to you.
5. If you want to include the information on the Data Changes (Pending Commits) tab, select the
Include pending data change details checkbox, and then click one of the following:
l All changes: Each recipient receives a report that contains changes made by every user with
access to the scenario.
l Only changes made by the report recipient: Each recipient receives a report that contains
only the changes they made.
6. In the File name box, type the name for the report file.
7. In the File type box, click the type of file you want to save the report as.
8. In the Subject box, modify the subject of the message that the report will be attached to.
9. In the Message box, type a message that will be sent to each recipient.
You can add a link to a report in the message. For more information, see "Add links to scenario
notifications" on page 614.
10. Click OK.

View the report

1. In Message Center, click the message that includes your copy of the activity report.
2. On the Message Center toolbar, click Open Attachment .

Tip: You can also save the attachment by clicking Save Attachment on the Message Center
toolbar.

Archive a collaboration
After you have successfully completed a collaboration, you move it from the open collaboration list to
the archived collaboration list. A collaboration is considered successful if all the problems in the
scenario's data can be resolved without having a negative impact on other data. Changes made in a
successful collaboration must be implemented in your enterprise data system.

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When the collaboration is archived, the descriptive text and posts and comment are saved. If you
delete resources or scenarios that had been shared in the collaboration, the archived collaboration is
still saved and the missing resource links and scenarios are identified.
Any collaboration participant can archive a collaboration and if it was archived by mistake or needs to
be revisited, you can make it active again by reopening the collaboration.
Optionally, you can update the scenario status and send a message to all participants of the
collaboration team. For more information, see "Change a scenario's status" on page 597.

Notes:
l As collaboration leader or administrator, you cannot remove people from an archived
collaboration.
l Archived collaborations are retained indefinitely and must be deleted by your Administrator.

Archive a collaboration
1. Click More on the Collaboration toolbar.
2. Click Archive Collaboration.
The open collaboration background turns entirely gray.

Reopen an archived collaboration

1. Click More on the Collaboration toolbar.
2. Click Reopen Collaboration.

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CHAPTER 38: Running business processes
Create a process instance 669
Edit process instance properties 670
Change activity properties 671
Change the status of a process instance and activities 674
Delete a process instance 675
About process instance notifications 675
Create or modify process instance notifications 676
Create or modify activity notifications 677

Execution of processes requires a person, typically referred to as a process owner, designated for
starting the process instance and monitoring its progress. As a process owner in RapidResponse, you are
responsible for creating process instances of a given process whenever they are required.
You are also responsible for ensuring that the instances start on time and are completed in a prompt
manner. Other RapidResponse users participate in the business process, and are tasked with performing
process activities. For information about participating in business processes, see "Participating in
business processes" on page 128.
After you create a new process instance, you can adjust the properties of the process instance and the
individual activities within the instance. For example, you can change the timing of activities, or the
conditions in which automatic notifications are sent. This allows you to adapt to special circumstances in
a particular instance, without affecting the properties of the process that was used to create the process
instance. For more information about changing activity properties, see "Change activity properties" on
page 671.

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 Create a process instance
The processes in the Explorer are definitions of various processes used by your company and serve as a
starting point for running a process instance. Users do not interact with the process definition, rather
they interact with a process instance, as shown in the following illustration.

When you want to start running a process, you must create an instance of it. Creating an instance
schedules an actionable process instance and:
l Sets the start date for the process.
l Activates the notifications associated with the process. For example, you might have reminders
sent to participants a day before an activity is scheduled to start.
l Displays the activities to performers in resources designed for working with business processes,
and allows the performers to update activity status.

Create an instance
To run a process you must create an instance of it that users can interact with. You can create a process
instance on an as needed basis. You can also create multiple process instances and schedule them to
begin when required. For example, if your company's regular S&OP cycle starts at the beginning of
every month, you can create a year's worth of instances and schedule them to start at the beginning of
every month.

1. In the Explorer, ensure that processes are shown. You can do that by selecting Tasks.

2. Click a process, and then on the Actions menu, click Create Instance.

Note: The Create Instance option is not available when the process instance's properties
are open.

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 3. In the New Process Instance dialog box, in the Name box, type the name of the process instance.
Ensure that the name will be meaningful to the performers participating in the process.
4. In the Type list, select the process instance type suitable for the instance. The type controls the
calendar used by the process instance. The default type selected is the type specified by the
process author.
5. In the Start date list, specify the date you expect the process to start on. This date is used to
calculate the expected start dates of all the activities in the process instance. It is also the date
used when generating certain notifications. For example, participants can be notified several
days before a process instance is supposed to start.
6. Although it includes content defined by the process author, in the Description box, you can make
changes to the description of the process instance.
7. In the After creation area, in the list, click the workbook you want to open after you have
created the instance.

Include links to reports in the process instance description

1. In the New Process Instance dialog box, click inside the Description box.
2. Click Add Link.
3. In the Insert Link dialog box, click one of the following:
l An open report: inserts a link to a currently opened and shared workbook, scorecard, or
dashboard.
l Report: inserts a link to any shared workbook, scorecard, or dashboard.
l Web page: inserts a link to an external website.
4. Click Next.
5. In the dialog box that opens, define the link properties.

Review the process instance

After creating the instance you can review it to ensure all of the activity start dates are scheduled as
desired. You might also want to review the performers assigned to the activities. For example, if you are
aware that particular performers are away during a scheduled activity, you might want to assign
different performers to the activity.

1. If the Process Activities workbook is not open, open it by double-clicking it in the Explorer.
2. Review the calendar to ensure the dates of the activities.
3. To display the tree view of the process instance, on the workbook toolbar click the Calendar
button.
4. Review the information in the workbook.

Edit process instance properties

You can change the properties of a process instance at any time after creating it.

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 1. In the Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Double-click the Process Activities workbook.

3. On the workbook toolbar, click Calendar to display the tree-view of the activities.
4. In the Process Instance list, click a process instance.
5. On the workbook toolbar, click Process Instance Properties .
6. In the Edit Process Instance dialog box, make the desired changes.

Change activity properties

Process authors typically define most aspects of a given process, from activity durations to the
performers assigned to the activities. When creating an instance of a process, you can change the
properties of its activities to ensure that they meet the requirements of the specific process
occurrence. For example, you might need to adjust the duration of an activity if it needs to be
completed early, or play around with the activity start dates to adjust the length of the process.
You can change activity properties within a process instance in the Process Activities workbook, in the
Activity Properties dialog box.

Open the Activity Properties dialog box

1. In the Process Activities workbook, if the calendar is displayed, click Calendar to display the
tree-view of the activities.

2. Click the Activity Properties button in the row of the activity you want to modify.

Specify the activity start day and duration

1. In the Activity Properties dialog box, click the General tab.
2. In the Start on day box, type the day number on which the activity starts.
The number you type is the number of days in relation to the date the process instance starts.
For example, if the process starts on October 15, 2012, an activity that is specified to start on day
4 will start on October 18, 2012.
3. In the Duration box, type the number of days the activity is expected to take.

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 Tip: You can also change the activity start day and duration directly on the process page by
typing values in the Start on day and Duration columns.

Provide instructions for performing an activity

The process author should have defined instructions for performing the activity, including:
l Directions about the tasks they must perform to complete an activity.
l Links to any resources used during the activity. For example, if users require a workbook or
scorecard to complete their task the link in the instructions allows them to access it quickly and in
context of the activity.

You can modify the instructions if required.

1. In the Activity Properties dialog box, click the General tab.

2. In the Instructions box, type any information that can help users perform their tasks.
3. To add a link to a report or URL to the instructions, click Add Link.
4. In the Insert Link dialog box, click one of the following.
l An open report: inserts a link to a currently opened and shared workbook, scorecard, or
dashboard.
l Report: inserts a link to any shared workbook, scorecard, or dashboard.
l Form: inserts a link to a shared form.
l Web page: inserts a link to an external website.
5. Click Next.
6. In the dialog box that opens, define the link properties.

Specify the people who perform activities

For each activity, you can specify the RapidResponse users who will be responsible for performing it.
These users will then be able to see their activities in dashboards and workbooks that are designed for
working with process activities. If notifications are defined for the activity, they might also be notified
when they are supposed to start the activity, or when preceding activities are complete.
IMPORTANT: It is recommended that you avoid using groups when defining performers. Users change
their progress status for an activity, for example from In Progress to Finished, so that the process owner
can monitor the overall progress of an activity. When a group is defined as a performer, it is not
possible to determine the status at the user level.

1. In the Activity Properties dialog box, click the Performers tab.

2. Click Add.
3. In the Select Names dialog box, on the Users tab,

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 4. In the Select Names dialog box, do any of the following:
l On the Users tab, select the users you want to perform this activity, and then click Select.
l On the Groups tab, select the groups you want to perform this process, and then click Select.
5. Click OK.

Note: To remove users or groups from the activity, on the Performers tab select those you
want to remove, and then click Remove.

Activity validation
When changing the activity properties, you might occasionally see the following dialog box, which
indicates that there are some issues with the activity.

The Resources list displays issues related to RapidResponse resources, such as workbooks or
dashboards, identified in the activity. There are two issues that can arise with resources:
l A resource identified in the activity is not available on the RapidResponse system you are using.
This can occur if a process has been imported from another RapidResponse system but the
required resources have not, or, when a resource has been deleted from RapidResponse.
l A resource is not shared with a RapidResponse user who requires it to perform an activity.

The Performers list displays the activities that have performers that are not in the RapidResponse
system. This might occur if a RapidResponse user account is deleted or if the process is imported from
another RapidResponse system.

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When this dialog box displays, it is recommended that you review and fix the issues if possible,
however, you have the option to continue without fixing the problems.

1. In the Invalid Resources and Performers dialog box, click Yes.

2. The Activity Properties dialog box opens, where you can make the required changes.

Change the status of a process instance and

activities
You can change the status of a process instance to indicate that work has started on a process instance
or that an instance has been completed.
Certain notification messages are related to the status of a process instance, therefore, It is particularly
important that you change the status of a process instance to In Progress when performers begin
working on it. For example, performers might receive needless notifications that a process instance is
late if its status is set to Not Started past its expected start date.

Change the status of a process instance

1. In the Explorer, ensure that workbooks are shown. You can do this by clicking Reports.

2. Double-click the Process Activities workbook.

3. If the calendar is displayed, on the toolbar click Calendar to display the tree view.
4. In the Process Instance list, click the process instance for which you want to change the status.
5. On the workbook toolbar, click Edit Process Instance.
6. In the Edit Process Instance dialog box, in the Status list, click a status.

Change a process instance to historical

If you do not want to delete a previously completed process instance, but do not want the activities
from this process instance to be displayed in process calendar dashboard widgets, you can mark the
process instance as historical.

1. In the Explorer, ensure that processes are shown. You can do this by selecting Tasks.
2. Select a process, and then on the Actions menu click View Instances.
3. Ensure that Details is selected on the workbook toolbar.
4. In the Historical column of the process instance you want, select the checkbox.

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 Note: RapidResponse administrators can still see historical process instances in calendar
widgets.

Change the status of an activity

As a process owner, you can change the status of any activities in a process instance.

1. In the Explorer, ensure that workbooks are shown. You can do this by clicking Reports.
2. Double click the Process Activities workbook.
3. In the Calendar, click the activity you want.
4. In the pop-up dialog box, in the list beside the performer name you want, click a status.

Delete a process instance

You can delete process instances when required.

1. In the Explorer, ensure that processes are shown. You can do this by clicking Tasks.
2. Click a process and then on the Actions menu click View Instances.
3. In the Process Instances workbook, select a process instance and then on the workbook toolbar
click Delete .

About process instance notifications

A key aspect of successfully executed business processes is communication of activity and process
progress to the process owner and performers. Process authors can create notifications so that
performers and process owners can be kept informed about how a process instance is progressing. As a
process owner, you can modify the notifications for each instance of a process if required.
Notifications are sent once a day at a time defined by your RapidResponse administrator, with the
exception of status-based notifications on activities, which are sent when a performer or process owner
changes the status of an activity.
You can add or modify notifications at the process level and at the activity level.

Process and activity level notification criteria

You can set notifications at the process instance level, mainly to let performers and process owners
know when a process instance is about to start or when it is late starting.
At the process instance level and also at the activity level, RapidResponse includes the following
notification criteria (where n stands for the number of days you specify):

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 l Scheduled to start in (n) days
l Scheduled to finish (n) days
l Late starting by (n) days
l Late finishing by (n) days

Activity level notification criteria

You can define notifications that apply to all of the activities in a process. You can also define
notifications for individual activities in a process.
The notifications listed above, in the Process level notifications section, are also available at the activity
level.
Additionally, at the activity level, the following status-based notification criteria are available. When
you choose any of these options, the notification is generated when a performer changes the status
l Started
l Finished
l Started early
l Finished early

Create or modify process instance

notifications
For an overview of notifications, see "About process instance notifications" on page 675.

Add a notification

1. In the Process Instances workbook, click Process Instance Properties for the process instance
you want to modify.
2. Click the Notifications tab.
3. In the Send when this process instance is area, click Add.
4. In the list at the top of the Add Process Notification dialog box, click the criteria on which you
want to send a notification.
5. In the days(s) box, type the number of days as they relate to the notification criteria.
6. In the Send to to area, select any of the following:
l Process owner: sends the notification to the process owner that created the process
instance.
l Performers: sends the notification to all performers defined in the process instance.

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Create or modify process instance notifications
 7. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.
l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

Modify an existing notification

1. In the Process Instances workbook, click Process Instance Properties for the process instance
you want to modify.
2. Click the Notifications tab.
3. In the Send when this process instance is area, select the notification you want to modify, and
then click Edit.
4. In the list at the top of the Edit Process Notification dialog box, click the criteria on which you
want to send a notification.
5. In the days(s) box, type the number of days as they relate to the notification criteria.
6. In the Send to to area, select any of the following:
l Process owner: sends the notification to the process owner that created the process
instance.
l Performers: sends the notification to all performers defined in the process instance.
7. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.
l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

Create or modify activity notifications

You can create notifications that apply globally to all the activities defined in the process and
notifications that apply only to a particular activity.
In general, you might want to limit the number of notifications applicable to all the activities in the
process to minimize instances of sending email messages that are not required.
For an overview of notifications, see "About process instance notifications" on page 675.

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Create notifications for all activities in a process instance

1. In the Process Instances workbook, click Process Instance Properties for the process you
want to modify.
2. Click the Notifications tab.
3. In the Send when an activity is area, click Add.
4. In the list at the top of the Add Process Notification dialog box, click the criteria on which you
want to send a notification.
5. To notify the process owner, select the Process owner checkbox.
6. To notify performers, click one of the following:
l All performers: notifies all performers involved in the activities.
l One of the following options, which change depending on the criteria that is selected in the
list at the top of the dialog box:
l Performers that have not started: available when the selected criteria is Scheduled to
start in or Late starting by.
l Performers that have not finished: available when the selected criteria is Scheduled to
finish in or Late finishing by.
l None: none of the performers are modified.
7. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.
l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

Create notifications for an individual activity in a process instance

1. In the Process Instances workbook, click on the name of the process that you want to modify.
The Process Activities workbook opens.
2. On the Process Activities tab of the Process Activities workbook, ensure that the Gantt chart
view is selected. If the worksheet is displayed in calendar view, click Calendar on the workbook
toolbar to toggle the view.
3. Click Activity Properties for the activity that you want to modify.
4. Click the Notifications tab and select the Override Notifications checkbox.
Any notifications that have been defined for all activities are listed in the Send when an activity
is box. You can turn on or turn off any of these notifications by selecting or clearing the
corresponding checkbox.
5. Click Add.

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Create or modify activity notifications
 6. In the list at the top of the Add Process Notification dialog box, click the criteria on which you
want to send a notification.
7. To notify the process owner, select the Process owner checkbox.
8. To notify performers, click one of the following:
l All performers: notifies all performers involved in the activities.
l One of the following options, which change depending on the criteria that is selected in the
list at the top of the dialog box:
l Performers that have not started: available when the selected criteria is Scheduled to
start in or Late starting by.
l Performers that have not finished: available when the selected criteria is Scheduled to
finish in or Late finishing by.
l None: none of the performers are modified.
9. To notify other RapidResponse users not involved in the process or recipients outside of your
company, do any of the following:
l To add other RapidResponse users, click Select Names. In the Select Names dialog box add
the users and groups you want and then click OK.
l To add recipients who do not have a RapidResponse account, click Email Addresses. In the
Email Addresses dialog box, type the email addresses to which you want to send the
notifications. The addresses must be separated by commas or semicolons.

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CHAPTER 39: Extensions and add-in
applications
Access an external application or link 680
Run an add-in application 680
Scheduling the running of an add-in 681
View information about an add-in application 681

Your RapidResponse administrator might have given you access to the Extensions and Add-ins panes. In
the Extensions pane, you can access external applications from Kinaxis, any custom external applications
developed by your company, and links to internal or external Web pages or documents.
In the Add-ins pane you can access add-in applications, which are custom applications generally
developed by your company. These applications typically address specific processes or solutions to daily
operations. Add-in applications do not have a user interface. Once accessed, they run and perform a
specific task.

Access an external application or link

l In the Extensions pane, click an application or click a link.

Run an add-in application

1. In the Add-ins pane, select an add-in application.
2. On the Actions menu, click Run.

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 Notes:
l If the add-in application is developed to run in the foreground, you will be unable to
perform any other tasks in RapidResponse while the application is running. When an
application runs in the foreground, an hourglass is displayed, and you are notified when the
process is complete.
l If the add-in application is developed to run in the background, you can continue working in
RapidResponse. You are not notified when the application finishes running.

Scheduling the running of an add-in

Add-in applications can be scheduled to run at specific times using the RapidResponse RunAddin
command. For more information about scheduling, contact your RapidResponse administrator.

View information about an add-in application

When implementing an add-in application, your RapidResponse administrator can include important
information about the application, which you can review.

1. In the Add-ins pane, select an add-in application.

2. On the Actions menu, click Properties.

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Part 6: Automating tasks
l "About automation in RapidResponse" on page 684
l "Running automation resources manually" on page 696
l "Viewing help for an automation resource" on page 710
l "Creating alerts" on page 714
l "Using predefined schedules to run alerts" on page 762
l "Automation resource details and logging" on page 766
CHAPTER 40: About automation in
RapidResponse
Alerts 685
Scheduled tasks 685
Automation chains 686
Scripts 687
Workflows 688

RapidResponse provides a variety of resources that support automated processes. These resources can
notify you of changes made by a process, automatically modify data, and run tasks and processes for
specific business outcomes.
The following types of resources are typically configured to run automatically:
l Alerts: Monitor and notify you of changes to data. For example, when tracking inventory levels you
can have an alert notify you when safety stock drops below a specified threshold. See "Alerts" on
page 685.
If you have been granted alert authoring permission, you can create alerts to monitor data with
conditions that you specify. See "Creating alerts" on page 714.
l Scheduled tasks: Run data modifications and scripts. For example, a scheduled task can run a
script to log changes to customer orders when data changes in a specified scenario. See
"Scheduled tasks" on page 685.
l Automation chains: Run a sequence of automation tasks. These tasks can be alerts, scheduled
tasks, and other automation chains. For example, an automation chain can first run a scheduled
task that updates a scenario, then a scheduled task that copies data into a specified worksheet,
and then an alert that monitors changes by other users in that worksheet. See "Automation
chains" on page 686.

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 l Scripts: Execute a custom application that performs an automated process. For example, a script
can create the scenarios required by a process. See "Scripts" on page 687.
l Workflows: Run a collection of related processes and tasks to achieve a specific business
outcome. For example, a workflow can be used to streamline the creation of purchase orders. See
"Workflows" on page 688.

If required, you can run an automation resource manually. See "Running automation resources
manually" on page 696.
Depending on your permissions, you can scheduled when an automation resource runs. For example, if
you have alert authoring permission, you can modify alerts that you have access to run on a specified
schedule. See "Using predefined schedules to run alerts" on page 762.

Alerts
Alerts are used to monitor data and track specific changes in that data, enabling you to respond as soon
as they occur. When the specified condition is met, the alert sends a notification message to Message
Center and, optionally, to your email. You can include a link in the message that RapidResponse users
can use to view the affected data. To view that affected data in RapidResponse, anyone you send alert
messages to must also have permission to access the resources that the alert uses, such as the
workbook, filter, and scenario. See "Managing resources" on page 132. These other recipients can be
RapidResponse users or colleagues outside of RapidResponse. See "Alert messages in Message Center"
on page 699 and "Alert messages by email" on page 701.
In addition, you can customize the alert to generate and send an independent report about the
affected data to others when the condition occurs. The report shows the data as it was when the
change occurred. For example, you can send material planners a daily report listing all the parts with
excess inventory greater than $50,000. See "Attach a report to an alert message" on page 741.
Alerts are usually designed to run on a defined schedule however you can also manually run an alert.
See "Run an alert" on page 698. For more information on the purpose of the alert, you can view help
for the alert. See "View help for an alert" on page 710.
For more information about viewing alerts that have run, see "Automation resource details and
logging" on page 766.
For more on how information about messages are delivered, see "Message Center and email" on page
568.

Scheduled tasks
Scheduled tasks run a data modification command, script, or workflow on a fixed time and date, using a
defined schedule, or when data updates in a specified scenario. For example, a scheduled task can be
used to update data in a specific workbook each night at 12:05 a.m.

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The scheduled tasks that you have access to display in Explorer and are typically provided by your
RapidResponse administrator or a user with permission to author schedule tasks.

If a scheduled task has been shared with you, you can run it manually. See "Run a scheduled task" on
page 701.
For more information about viewing scheduled tasks that have run, see "Automation resource details
and logging" on page 766.

Notes:
l The scheduled tasks discussed here are not related to the system scheduled tasks available
to RapidResponse administrators. For more information, see the RapidResponse
Administration Guide.
l Scheduled Tasks can only be created by users with scheduled task authoring permission. See
the RapidResponse Resource Authoring Guide (Java client).

Automation chains
Automation chains run a sequence of automation tasks (alerts, scheduled tasks, and automation
chains) in a specified sequence. For example, an automation chain can run a scheduled task that creates
a scenario using a script, then a sequence of scheduled tasks that run workbook commands to modify
data in that scenario, and finally an alert that reports the results of those changes.
Each automation task represents a step in the automation chain, and depending on how the chain has
been designed, each step runs either when the step before it finishes or at the same time as other
steps. Some automation chains will send you a message to notify you when the automation chain
finishes or if it fails. See "Message Center and email" on page 568.

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Automation chains
 The automation chains that you have access to display in Explorer and are typically provided by your
RapidResponse administrator or a user with permission to author automation chains.

Automation chains are designed to run on a specified frequency, however in some situations you might
want to run an automation chain manually. See "Run an automation chain" on page 703.
You can also view details about the automation chain and the different tasks that make up the chain in
the Automation Log and Details workbook. See "Automation resource details and logging" on page 766.

Notes:
l Typically, any task that runs as part of an automation chain is not enabled to run
independently and only runs as part of the chain. You can run those tasks manually if
needed. See "Running automation resources manually" on page 696.
l Automation chains can only be created by users with automation chain authoring
permission. See the RapidResponse Resource Authoring Guide (Java client).

Scripts
Scripts run custom actions that are built using scripting language to automate part of your business
processes. For example, a script can be used to create and update historical scenarios.
The scripts that you have access to display in Explorer and are typically provided by your
RapidResponse administrator or a user with script authoring permission.

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Scripts are often run by scheduled tasks or when triggered by a workbook command, form, or
workflow. You can also run a script manually. See "Run a script" on page 704. To understand the
purpose or actions of the script, you can view the script help. See "View help for a script" on page 711.
For more information about viewing scripts that have run, see "Script logging" on page 780.

Notes:
l You might have access to scripts that are linked to workbooks, and do not display in the
Explorer. You can run these scripts only through a workbook command. For more
information, see "Run workbook commands" on page 458.
l Scripts can only be created by users with script authoring permission. See the
RapidResponse Scripting Guide (Java client.

Workflows
Workflows run a collection of related processes and tasks to achieve a specific business outcome. For
example, you can use a workflow to identify and respond to disruptive events, such as supply shortages
or capacity limitations. The workflow in the diagram below automatically identifies and publishes late
orders in a worksheet for you to review.

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Workflows
 Workflows are typically run from a scheduled task, however you can also manually run a workflow. See
"Run a workflow" on page 706.
To understand how a workflow has been designed, open and review the workflow properties. See
"Workflow properties" on page 689.
Help for a workflow also displays in the workflow properties. See "View help in a workflow" on page
712.

Notes:
l To run and share workflows, a license for the Command and Control Center Foundation
package is required. See the the RapidResponse Applications Guide (Java client).
l Workflows can only be created and edited by users with workflow authoring permission.
See the RapidResponse Resource Authoring Guide (Java client).

Workflow properties
Workflows group related processes and tasks into organized paths. Opening the properties for the
workflow displays how the workflow is organized and all of its individual tasks. In this properties view,
you can see how tasks are configured and access help. See "View help in a workflow" on page 712. You
can also manually run the workflow from this view. See "Run a workflow" on page 706.
Workflows are built using the industry standard Business Process Model and Notation (BPMN) system.
For more on BPMN and what its shapes and icons represent in a workflow, see "Understanding the
BPMN system in a workflow" on page 692.

Open the properties for a workflow

1. In the Explorer, select the workflow you want to view properties for.
2. Do one of the following:
l On the Actions menu, click Properties.
l Right-click on the workflow and in the context menu, click Properties.

There are three areas that you can explore in the workflow properties.

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A: Run Now button
You can manually run a workflow by clicking the RUN NOW button in the workflow properties. See "Run
a workflow" on page 706.

B. Workflow tasks
Selecting a task in the workflow displays properties for that specific task in the Properties panel.

C. The canvas
Clicking on the canvas displays properties for the workflow in the Properties panel.

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Workflows
 D: The Properties panel
The Properties panel displays the specific properties for a workflow or selected task. Here you can view
how the tasks are configured and find help content. There are three tabs on the Properties panel:
General, Input/Output, and Help. All property values in this panel are read only.

General tab
This tab displays general properties such as names, task types, and settings for a resource that a task
uses. For example, in the image below the General tab for the Get New Orders task displays the
workbook and worksheet that the task gets data from along with the settings applied to that data.

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Input/Output tab
This tab defines the data that is output by a task or used as input for a task. In the example below, the
Get New Orders task outputs a string of data names "newOrders".

Help tab
This tab displays help for the workflow or a selected task in the workflow. See "View help in a
workflow" on page 712.

Note: Workflows can only be created and edited by users with workflow authoring permission.
See the RapidResponse Resource Authoring Guide (Java client).

Understanding the BPMN system in a workflow

Workflows are built using the industry standard Business Process Model and Notation (BPMN) system.
BPMN is a standard set of graphical representations used to define business processes.
Four types of graphical elements are used to represent logical stages or business-specific actions in a
workflow: Connectors, Events, Activities, and Gateways.

1. Connectors
Connectors link the elements in a workflow and define the path that the workflow follows. There are
three types of connectors, each identified by a different type of arrow.

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Workflows
 Type Description

Unconditional The workflow goes through tasks by following the direction of the connector
arrow.

Conditional The workflow goes through tasks based on a defined condition on the
connector.

Default The workflow follows this connector path when there are no unconditional or
conditional connectors to follow.

2. Events
Events identify when a workflow or a sub-process in the workflow starts or ends.

Type Description

Start This identifies the starting point of a workflow or sub process.

End This identifies the completion point for a path in the workflow or sub process. A
workflow can include multiple ends for each path however they are optional and
processes can still complete without an explicit end element.

3. Activities
Activities represent the work actions performed in a workflow, either individual tasks or tasks grouped
into sub processes.

Type Description

Tasks Tasks are actions performed in a workflow such as getting links to resources, getting data, or
creating new scenarios.

Sub Sub Processes are containers that hold groups of related tasks.
Processes
When a sub process includes a looping arrow , an array of data is looped through the task(s)
in that sub process.

4. Gateways
Gateways control paths in the workflow. Gateways are placed at the start and end of a set of paths.

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 Type Description

Parallel Split an incoming path into several outgoing paths that run simultaneously without any conditions
required. For example, a parallel gateway can used to define two paths that react when an order
is received. On path acknowledges the delivery and simultaneously the other paths checks an
invoice against the order.

Inclusive Splits a workflow into multiple pathways. Each pathway only executes if specific conditions are
met, but any number of pathways can be executed. For example, an inclusive gateway can be
used to determine if an order can be fulfilled by existing inventory or if a new purchase order is
required when an order is received.

Exclusive Splits a workflow into multiple pathways. Only the first pathway that meets the criteria is
executed. For example, when an order is received you can use an exclusive gateway to determine
if an order can be fulfilled for a specified due date.

For more about BPMN, see the RapidResponse Resource Authoring Guide (Java client).

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Workflows
CHAPTER 41: Running automation resources
manually
Run an alert 698
Run a scheduled task 701
Run an automation chain 703
Run a script 704
Run a workflow 706
Search for an automation resource 707
Unlock an automation resource 708

Automation resources are typically scheduled to run at predefined times or when triggered by another
action however they can also be run manually as needed. Some automation resources do not run on a
predefined schedule at all and are intended to be run manually. You can run any automation resource
that you have access to as long it is not locked. See "Unlock an automation resource" on page 708.
The automation resources that are available to you display in the Explorer and in the Run Automation
Task dialog box.

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 You can also search for a specific automation resource that you want to run. See "Search for an
automation resource" on page 707

Automation resource permissions

To run an automation resource, you must have access to the settings and dependent resources that it
uses. For example, if an alert checks for late orders at site CM3 in the Orders workbook, you must have
access to both the site filter CM3 and to the orders workbook. If you are trying to run an automation
resource but do not have access to all of the settings and resources that it uses, contact the automation
resource owner.

Automation resource settings

When you manually run an automation resource, you might be able to change some of its settings
without affecting the default settings. Running the resource manually does not affect any of its
regularly scheduled runs.
For example, suppose that your department has an alert that is scheduled to run every Monday at 9 am
and send a report to multiple recipients. If you want to receive that report on a Wednesday, you can
run the alert manually. To avoid sending unneeded information to all of the usual recipients, you can
modify the notification list so that only you receive it this time. Next Monday, the alert will still run as
scheduled and send a report to all of its usual recipients.

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The owner of an automation resource specifies what types of settings can be modified, if any, when the
resources is run manually. For example, alerts can be design to allow a user to modify the data or
notification settings of the alert when it is run manually. See "Customize how alerts run" on page 743.

Note: Automation tasks (alerts, scheduled tasks, automation chains) that are not scheduled
might be intended to only run as part of an automation chain. View the help for that resource
or contact the owner of the resource for more information.

Run an alert
You can run alerts that have been shared with you and alerts that you have created. Depending on the
alert settings, you might be prompted to specify the data settings and/or notifications settings for the
alert. Otherwise, the alert runs using the alert author's chosen settings. See "Customize how alerts run"
on page 743.
After running the alert, you may receive a notification message if the alert has been configured to send
notifications to you. See "Send notification messages when an alert completes" on page 735, "Alert
messages in Message Center" on page 699, and "Alert messages by email" on page 701.
Alerts can be run from the RapidResponse toolbar or from the Explorer.

Notes:
l For an alert that monitors a temporary scenario, the scenario must already exist before the
alert can be run. See "Use a temporary scenario in an alert" on page 744.
l Alerts that have been given to you are initially locked. You must first unlock the alert before
you can run it. See "Unlock an automation resource" on page 708.
l An alert can be run manually at any time as long as the resources required are available to
you. See "Automation resource permissions" on page 697.
l If you can modify notification settings for the alert, only the success notification settings can
be modified. See "Customize how alerts run" on page 743.
l An alert's effective dates control when it can run automatically. You can run an alert
manually outside of its effective date range.

Run an alert

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the alert you want to run, and then click OK.

Tip: You can also search for the alert you want to run by typing its name in the search box. See
"Search for an automation resource" on page 707.

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Run an alert
 Run an alert from the Explorer
1. In the Explorer, ensure that alerts are shown. You can do this by selecting Automation.

2. Select the alert you want to run.

3. On the Actions menu, click Run Alert Now.
4. In the confirmation dialog box, click Yes.
5. If prompted, click Run.

Note: It can take several minutes to run an alert. If the alert takes a significant amount of time
to complete, contact your RapidResponse administrator.

Run an alert manually with customized settings

1. Run an alert from the Run Automation Task dialog box or the Explorer.
2. In the Run Alert dialog box, on the Data Settings tab, select the data settings you want to
monitor.
3. On the Notify tab:
l Select Alert owner to send a notification message to the alert's owner.
l Select User running the alert to send a notification message to yourself.
l Select Others to send a notification message to the list of recipients you specify. For more
information, see "Send notification messages when an alert completes" on page 735.
l In the Message area, type a Subject and a Message in the text boxes.
4. Click Run.

Notes:
l The Run Alert dialog box might contain both or only one of the Data Settings and Notify
tabs.
l If you do not have access to a resource required by the alert, it displays with a on the
Data Settings tab. To access that resource, contact the alert owner. See "Automation
resource permissions" on page 697

Alert messages in Message Center

When an alert has been triggered, depending on how its notification settings are configured, you will
see a success and/or failure notification message in Message Center.

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If the alert also sends a report, the link is provided in the notification message. f the alert author has
allowed users to view the current data, you will also see a link to the data in the message. For more
information about Message Center, see "Communicating using Message Center" on page 552.
If you own the alert, you can open a link to view the alert properties such as the condition that
triggered the alert to run.

View an alert message

1. On the Go menu, click Message Center.
2. Click an alert message.
The message is displayed in the reading pane.

View an attached report

l With the alert message selected, in the reading pane, click the attached report name.

Tip: You can also view the report by clicking Open Attachment on the Message Center
toolbar.

View affected data

l With the alert message selected, in the reading pane, click View current data.

Note: If the alert message is old or if you are missing certain resources such as a scenario or
filter, the data opened by the View current data link might not be the same data that met the
condition.

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Run an alert
 View alert properties
l With the alert message selected, in the reading pane, click Alert Properties.

Note: This option only displays when you are the alert owner.

Alert messages by email

When you receive an alert message by email, you can open the affected worksheet or scorecard by
signing in to RapidResponse, or open the report if one has been attached and your administrator has
enabled email file transfers. For more information, contact your RapidResponse administrator. See
"Message Center and email" on page 568.

View affected data

1. In the email body, click View data.
2. On the RapidResponse sign in screen, type your user name and password.
3. Click OK.
4. In Message Center, click the alert message you want to see.
5. In the reading pane, click View current data.

Caution: If you have concerns about the authenticity of a RapidResponse message, you should
not click any of its links. Instead, open your web browser and sign in to RapidResponse directly
from there, or contact your RapidResponse administrator.

Run a scheduled task

In addition to having a scheduled task run according to its assigned schedule, you can run a scheduled
task manually from the RapidResponse toolbar or using the Explorer. Running a scheduled task
executes a script or modifies data.
You can run any scheduled task that you own or that has been shared with you, as long as it is not
locked. For more information, see "Unlock an automation resource" on page 708.
If a scheduled task author has allowed, you can customize data and/or notification settings when you
run a shared scheduled task. If you have not been granted these permissions, the scheduled task runs
using the author's chosen settings.

Note: Scheduled tasks can only be created or modified if you have permission to author
scheduled tasks. See the RapidResponse Resource Authoring Guide (Java client). For more
information on your permissions, contact your RapidResponse administrator.

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 Run a scheduled task

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the scheduled task you want to run, and then click
OK.

Tip: You can also search for the scheduled task you want to run by typing its name in the search
box.

Run a scheduled task from the Explorer

1. In the Explorer, ensure that scheduled tasks are shown. You can do this by clicking Automation.

2. Select the scheduled task you want to run.

3. On the Actions menu, click Run Now .
4. In the confirmation dialog box, click OK.

Note: It can take several minutes to run a scheduled task. If a scheduled task takes a significant
amount of time to complete, contact your RapidResponse administrator.

Run a scheduled task manually with customized settings

Depending on whether the scheduled task runs an alert, script, or workflow, different setting options
display in the Run Scheduled Task dialog box. Which tabs display also depend on how the scheduled
task author configured the resources. You might be able to change data settings and/or notifications
settings for the task.

1. Run a scheduled task from the Run Automation Task dialog box or the Explorer.
2. In the Run Scheduled Task dialog box, on the Data Settings/Settings tab, select the data settings
you want to monitor or the values you want to run in the script or workflow.
3. On the Notify tab:
l Select Scheduled task owner to send a notification message to the scheduled task's owner.
l Select User running the scheduled task to send a notification message to yourself.
l Select Others to send a notification message to the list of recipients you specify. For more
information, see "Send notification messages when an alert completes" on page 735.
l In the Message area, type a Subject and a Message in the text boxes.

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Run a scheduled task
 4. Click Run.

Note: If you do not have access to a resource required by the scheduled task, it displays with a
on the Data Settings tab. To access the resource, contact the scheduled task owner. See
"Automation resource permissions" on page 697.

Run an automation chain

In addition to having an automation chain run according to its assigned schedule, you can run an
automation chain manually from the RapidResponse toolbar or using the Explorer. Running an
automation chain runs each alert, scheduled task, or automation chain included in the automation
chain's steps, and sends any notification messages defined by those steps.
You can run any automation chain you own or that has been shared with you, as long as it is not locked.
For more information, see "Unlock an automation resource" on page 708.
Depending on the notification settings of the automation chain, you might be notified if the automation
chain fails. This can happen if a step in the chain fails or is missing.
If you are running an automation chain that has been shared with you and you have the ability to
change the recipients, you can add or remove notification recipients before you run the automation
chain. This changes the recipients of the notification sent when the automation chain completes, but
does not affect the recipients of notifications sent by each automation task in the automation chain.

Note: Automation chains can only be created or modified if you have permission to author
automation chains. See the RapidResponse Resource Authoring Guide (Java client) For more
information on your permissions, contact your RapidResponse administrator.

Run an automation chain

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the automation chain you want to run, and then
click OK.

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 Note: If you have permission to create automation chains, you can select which step to start
running the chain from. See the RapidResponse Resource Authoring Guide (Java client)

Tip: You can also search for the automation chain you want to run by typing its name in the
search box.

Run an automation chain from the Explorer

1. In the Explorer, ensure that automation chains are shown. You can do this by selecting
Automation.

2. Select the automation chain you want to run.

3. On the Actions menu, click Run Now.
4. In the confirmation dialog box, click OK.

Run a script
Scripts are typically run by scheduled tasks or workflows however you can run any script that you have
access to. When you run a script, the operations defined in the script are performed.
You can run a script from the RapidResponse toolbar or from the Explorer. Scripts can also be triggered
to run by running a workbook command. See "Run workbook commands" on page 458.

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Run a script
 When you run a script, you are often prompted to provide values for the script's arguments. Arguments
can take text, date, Boolean, or quantity values, or a scenario name. Information about each argument
is typically found in the script's help, see "View help for a script" on page 711. In the example below,
you can specify the details for an order than you want to split.

The script's author specifies default values for each argument, so you can specify values for only the
arguments you want to change. All arguments must have a value specified.
When the script completes, a confirmation dialog might display the output of the script, including
whether it completed successfully.

Note: Depending on what the script does, it could take a long time to complete. If you think a
script has been running for too long, you can contact your RapidResponse administrator to
cancel the script.

Run a script

1. On the toolbar, click Run Automation Task , and then click Run Automation Task.
2. In the Run Automation Task dialog box, select the script you want to run, and then click OK.

Tip: You can also search for the script you want to run by typing its name in the search box.

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 Run a script from the Explorer
1. In the Explorer, ensure that scripts are shown. You can do this by selecting Automation.

2. Select the script you want to run.

3. On the Actions menu, click Run Now .
4. If the script has arguments, in the Run Script dialog box, on the Settings tab, specify values for
each argument you want to modify.
5. Click OK.

Run a workflow
You can run any workflow that you have access to, either from the Explorer pane or from the workflow
properties. When the workflow runs, the processes and tasks defined in the workflow are executed.
Some workflows might prompt you to provide input values before the workflow runs. Default values
are specified for each input, so you only have to specify values for the inputs that you want to change.

Help for a workflow and for individual tasks in a workflow can be viewed in the workflow properties.
See "View help in a workflow" on page 712.

Note: You must have a license for the Command and Control Center Foundation package to run
workflows. See the the RapidResponse Applications Guide (Java client).

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Run a workflow
 Run a workflow from the Explorer
1. In the Explorer, ensure that workflows are shown. You can do this by selecting Automation.

2. Select the workflow you want to run.

3. On the Actions menu, click Run Now .
4. If the workflow has inputs, in the Run Workflow dialog box, specify values for each input you
want to modify.
5. Click Run.

Run the workflow from workflow properties

1. Open the workflow properties by selecting the workflow in the Explorer, right-clicking and then
selecting Properties.
2. Click the Run Now button.
3. Optionally, specify inputs for global variables in the Run Workflow dialog box.
4. Click Run.

For more about the workflow properties interface, see "Workflow properties" on page 689.

Search for an automation resource

You can search for an automation task by filtering the list of resources that display in the Explorer, or by
searching from the Run Automation Task dialog box.

Search for an automation resource in Explorer

l In the Explorer, to filter by type of automation resource, click Show Options and then click the
resource type you want.

Search for an automation resource from the Run Automation Task dialog box

1. On the RapidResponse toolbar, click Run Automation Task , and then click Run Automation
Task.
2. In the search box, type the automation resource name or type you want to find.

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 3. To search in a specific column, in the search box, click , and then click one of the following:
l All: searches all columns in the list for the specified text.
l Name: searches the Name column for the specified text. Select this option if you are
searching for a specific automation resource.
l Type: searches the Type column for the specified text. Select this option if you are searching
for a specific type of automation resource.
4. To specify where in the column the search word is, click , and then click one of the
following:
l Match from start: the search word must be at the beginning of a word in the specified
column.
l Match anywhere: the search word can be anywhere in the specified column.

Unlock an automation resource

When someone gives you an alert, scheduled task, or automation chain, it is locked and cannot run
until you unlock it. This gives you a chance to ensure that it is configured correctly. Before unlocking an
automation resource, check for problems that might occur as a result of your permissions being
different from those of the previous owner.
For example if someone who only has access to one site creates an alert and gives it to a user who has
access to all sites, the alert will be configured to check data at all sites by default. The new alert owner
might want to specify the site so that the alert does not check data for other sites that it was not
intended to check.
Unlocking a resource requires authoring permission for that resource type. For resources given to you
that you do not have permission to author, contact your RapidResponse administrator to unlock the
resource.
An automation resource that is locked is shown in the Explorer with a lock on its icon.

Note: Most users can only unlock automation resources that they own, but administrators can
unlock any shared automation resources that they have access to.

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Unlock an automation resource
 Unlock an automation resource
1. In the Explorer, right-click a locked automation resource that you own.
2. Select Edit or Check Out and Edit .
3. Review the automation resource's properties and make any necessary changes.
4. On the General tab of the automation resource's properties, clear the Locked box.

5. Click OK to save your changes.

6. If you selected Check Out and Edit in the first step, check the changes in to the versioned
repository. For more information, see the RapidResponse Resource Authoring Guide (Java client).

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CHAPTER 42: Viewing help for an automation
resource
Some automation resources provide help, in the form of author notes or as defined help in the resource
itself.
If help has been added to the resource, you can view help for the following types of automation
resources:
l Alerts, see "View help for an alert" on page 710.
l Scripts, see "View help for a script" on page 711.
l Workflows, see "View help in a workflow" on page 712.

Note: For scheduled tasks and automation chains, if you have permission to author that type of
resource, you an view the author notes in the resource properties.

View help for an alert

If you have permission to create alerts, you can view help in the author notes for any alert that you own
or that has been shared with you.

1. In the Explorer, select the alert.

2. Do one of the following:
l On the File menu, click Properties.
l Right-click and in the context menu, click Properties.
Author notes with a description of the alert displays on the General tab.

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 View help for a script
If help has been added to a script, you can view it on the Script Help tab that displays when you
manually run the script or by viewing the script help.

View script help when running the script

1. Run the script from the toolbar or from the Explorer. See "Run a script" on page 704.
2. In the Run Script dialog box, click the Script Help tab.

View script help from Explorer

1. In the Explorer, select the script.
2. Do one of the following:
l On the Actions menu, click Script Help.
l Right-click and in the context menu, click Script Help .

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 Note: If no help has been defined for the script, the Script Help tab and Script Help option in
the menus don't display.

View help in a workflow

If a workflow includes help, you can view help for the workflow or for individual tasks in the workflow
on the Help tab in the Properties panel.

1. Open the workflow properties by selecting the workflow in the Explorer and then doing one of
the following:
l On the Actions menu click Properties.
l Right-click and then select Properties.
2. Click the Help tab in the Properties panel.
l To view help for the workflow, click anywhere on the canvas.
l To view help for a task, select that task.

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View help in a workflow
CHAPTER 43: Creating alerts
Creating worksheet alerts 716
Create an alert to monitor scorecard data 726
Create an alert to monitor data in a widget 730
Create an alert to monitor data changes in a scenario 731
Schedule when an alert runs 732
Send notification messages when an alert completes 735
Add links to alert notifications 739
Attach a report to an alert message 741
Customize how alerts run 743
Use a temporary scenario in an alert 744
Currency considerations in alerts 745
Modifying alerts 746
Version history 752
Share an alert 755
Copy an alert 756
Give an alert 757
Import or export an alert 757
Delete an alert 759

Alerts monitor data in worksheets, scorecards, or dashboard widgets by checking for a specified
condition and sending alert messages when the condition has been met.
Alerts perform the following actions when they run:

1. The alert's condition is checked.

2. If the condition is met, alert notification messages are created.
3. If the alert generates a report, the report is created and attached to the alert notification

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 messages.
4. If the alert has a post-process command defined, that command runs.

When you create an alert to monitor data, it searches the data in a specified worksheet, scorecard, or
widget source worksheet. You specify the condition that triggers the alert to run, who is notified by the
alert, and what information they receive about it.
Alerts have five tabs where you can define different properties:
l General tab: Specify the alert name, author notes, and its state (on/off/locked). See "Unlock an
automation resource" on page 708. In addition you can define how the alert is run and any
advanced properties. See "Customize how alerts run" on page 743 and "Use a temporary scenario
in an alert" on page 744
l Condition tab: Define the condition for the alert to monitor. See "Creating worksheet alerts" on
page 716, "Create an alert to monitor scorecard data" on page 726, and "Create an alert to
monitor data in a widget" on page 730.
l Frequency tab: Define when and how often the alert runs. You can assign a specific day and time
or a schedule to the alert, or trigger it to run when data is modified in a specified scenario. See
"Schedule when an alert runs" on page 732.
l Notification tab: Specify who receives alert notifications and what message displays for them. See
"Send notification messages when an alert completes" on page 735.
l Report tab: Add a report of the affected data to the alert notification message. See "Attach a
report to an alert message" on page 741.

Each type of alert has different settings and can monitor different conditions. Data in a dashboard is
monitored by worksheet alerts that monitor data in the source worksheet for a widget on the
dashboard. The table below outlines what the alert can monitor and how it can be triggered.

Alert type Monitors Alerts when

Worksheet Worksheet data Either any records match the display criteria; or always, regardless of if any
All records that match the records match the display settings. For alerts monitoring a specific record,
worksheet display settings when the data contained in the record matches a specified condition. See
or a specific record in the "Create an alert to monitor worksheet data" on page 719.
RapidResponse database.

Worksheet Source worksheet data for Either any records match the display criteria; or always, regardless of if any
a widget records match the display settings. For alerts monitoring a specific record,
All records that match the when the data contained in the record matches a specified condition.
worksheet display settings See "Create an alert to monitor data in a widget" on page 730.
or a specific record in the
RapidResponse database.

Scorecard The value of a scorecard Either the value of the metric matches a specified condition; or always,
metric. regardless of if any value matches a condition. See "Create an alert to
monitor scorecard data" on page 726.

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To create and modify alerts, you must have permission to author alerts. See "How permissions affect
what you can do with resources" on page 133. For more information about your permissions, contact
your RapidResponse administrator.
Users will be able to run an alert on a resource even if they don't have access to the worksheet or
scorecard that the alert monitors. However, you must explicitly share the scenarios, filters, and sites
that the alert depends on. See "Share an alert" on page 755.

Caution: The values monitored by or specified in alerts remain constant. However, in some
cases this might produce unexpected results in the alert if a value changes outside of the alert
properties. For example, if your alert users the Today date constant in a date value, this value is
not updated which can result in values that out of date. You can modify the alert to update the
value or to monitor different data. Typically, the Today date constant should not be used for
scheduling, because it can be interpreted as different dates for different users.

Caution: Data values monitored by or specified in alerts are not updated after the alert is
created. This ensures the values specified for an alert remain constant, however, in some cases
this might produce unexpected results in the alert. For example, if your alert uses the Today
date constant in a date value, that value is not updated, which can result in data values that are
out of date. You can modify the alert to update the value, or you can monitor different data.

Note: When you create or modify an alert, it is a good practice to run the alert manually to test
it before you schedule it to run or add recipients to the notification list. See "Run an alert" on
page 698.

Creating worksheet alerts

Worksheet alerts can be designed to monitor all data in the worksheet for a condition or just a specified
record. You can also use a worksheet alert to track data changes in a scenario.
For example, you might want to be alerted when orders are more than one week late, when the
quantity for a specific part record changes, or when someone has made changes in a worksheet and
then committed that data.
See "Create an alert to monitor worksheet data" on page 719, "Create an alert to monitor a specific
record" on page 722, and "Create an alert to monitor data changes in a scenario" on page 731.
Alert conditions use the worksheet settings and defined column searches to track data in the
worksheet. It is recommended that you define all of the settings in the worksheet that the alert
monitors to ensure that the required data is monitored. This includes bucket settings, variables, and
column searches. These settings are used to determine if the worksheet contains relevant data when
the alert runs.

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Creating worksheet alerts
 When you create a new alert from an open workbook, the settings applied to the worksheet are
specified in the Condition settings by default.

You can create a new alert without having the workbook it monitors open. However this is not
recommended because worksheets that display different data based on worksheet settings. For
example the Supply Order Analysis workbook might not display the data you expect when the alert
runs.

Note: Only the data settings visible in the selected worksheet are available in the alert.
However, if you are generating a report from the alert, additional settings might be made
available on this tab. For more information, see "Attach a report to an alert message" on page
741.

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Bucket settings
If the worksheet has been grouped into date buckets, you can specify what bucket settings to use when
the alert runs. See "Set date buckets" on page 215. Depending on how the workbook and its
worksheets have been designed, for some workbook alerts you can specify advanced bucket settings.
See "Define advanced worksheet bucket settings" on page 218.
Reports generated by the alert use the bucket setting specified in the alert properties. Similarly, clicking
the View Current Data link in an alert message opens the worksheet using its specified bucket settings.
See "View affected data" on page 700.
If you do not apply bucket settings in the alert properties, the data will be grouped according to the
personal bucket settings of the user running the alert. If you set the alert to allow users to modify the
data settings, they can change the default buckets settings you have specified. See "Customize how
alerts run" on page 743.

Variables
For worksheets that use variables, you can specify which value is used in an alert condition: a value you
specify or the default value for the variable. Variables can have multiple possible values and are used in
workbooks to filter the data that displays in its worksheets.
When specifying variables in the alert condition:
l For workbooks you do not expect to be modified by a workbook author, specifying a value
ensures that it is always used in any alerts for worksheets in the workbook.
l For workbooks that might change, it is recommended that you use default variable values. This
ensures that any worksheets alerts for the workbook run with the most current variable values.

Typically in a workbook, variables display on the workbook toolbar. In the following example, you can
use the Customer control in the workbook to select which customer variable value to display forecast
data for.

In a new alert, by default, all variables are set to use a value you have selected from a list or that you
have defined. If a new variable is added to a worksheet that you have already created an alert for, the
default value for the variable is used in that alert condition.

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 Column searches
Any search criteria applied to the worksheet are saved as part of the alert condition and the alert uses
these worksheet searches by default. Depending on the data that you want to monitor, you can use the
worksheet's search or define your own search conditions. See "Define worksheet search properties for
an alert" on page 725.

Modifying alerts
After an alert is created, you can modify it settings such as the conditions that trigger the alert. For
example, if you create an alert in a workbook with a private scenario active but you intend to monitor
the Approved Actions scenario, you can change which scenario is monitored by the alert. Similarly, if
you create an alert with search conditions that do not match what you intended, you can override the
default searches and add, modify or remove conditions in the alert. For more information, see
"Modifying alerts" on page 746.

Create an alert to monitor worksheet data

You can create an alert to monitor all the data in a worksheet and be triggered when any of that data
meets a specified condition. As part of the alert condition, you can also include column searches and
specify when the alert message is sent. Additional properties that must be defined for the alert are its
frequency, and who is notified if it will send notification. Optionally you can specify report settings if
the alert will also send a report.
Typically worksheet alerts are created from an open workbook and the worksheet settings
automatically populate the Condition values for the alert. You can also create a new worksheet alert
without having a worksheet open. In this situation, you need to specify all of the Condition settings. See
"Creating worksheet alerts" on page 716.

Create an alert to monitor worksheet data

1. If you are creating this alert without a worksheet open, skip to step 5. Otherwise, in the
Explorer, ensure that workbooks are shown. You can do this by selecting Reports.

2. Open the workbook and click the worksheet you want to monitor.
3. Select data settings to display the data that you want to monitor, including the filter, site, and
scenario.
4. Optionally, specify the search criteria. For more information, see "Search for specific data" on
page 230.
5. On the File menu, point to New, then Alert and click Monitor Worksheet.

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 6. In the New Alert dialog box, in the Name box, type a descriptive name for the alert.
7. In the Author notes box, type a summary of what the alert monitors.
8. If you are going to schedule the alert, beside Alert is, click On.
9. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) checkbox.
10. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see "Customize how alerts run" on page 743.
11. Click the Condition tab.
12. If you created the alert without a worksheet open, or you want to modify the worksheet data
settings, specify any of the following:
l In the Workbook list, click the workbook that contains the worksheet you want to monitor.
l In the Worksheet list, click the worksheet you want to monitor.
l In the Scenario list, click the scenario that contains the data you want to monitor.
l If the monitored worksheet contains multi-scenario columns, in the Scenarios area, click
Select to select the scenarios to monitor. If the scenario you want to monitor does not exist,
such as a scenario created by running a script, see "Use a temporary scenario in an alert" on
page 744.
l In the Filter list, click the filter you want to be applied to the worksheet.
l In the Site list, click the site the data you want to monitor originates from.
l If the worksheet on which you are basing the alert contains the Part, Model, Pool, Reference
Part, Currency, or other controls, select the desired values.
13. If the worksheet uses variables, do the following:
l For variables you want to specify a value for, ensure the checkbox for the variable is selected
and then do one of the following:
l For text and quantity variables, type a value.
l For all other variable types, pick a value from the drop-down list.
l For variables that you want the default value used for, clear the checkbox for the variable.
For more about variables, see the RapidResponse Resource Authoring Guide (Java client).
14. If the worksheet uses a hierarchy, click Hierarchy Settings and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the worksheet.
l To add another hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet. For more
information about selecting multiple values in a hierarchy, see " Filter and summarize data
with hierarchies" on page 391.
l To remove a hierarchy, click the beside the hierarchy you want to remove.
l Click OK
15. If the worksheet uses date buckets, click Apply default bucket settings to use the worksheet's
default bucket settings (as defined by the worksheet author) when the alert runs. Optionally,

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 click Buckets to specify the bucket settings used when the alert runs. See "Set date buckets" on
page 215.
16. To modify the alert's search conditions, ensure the Apply the default column search for this
worksheet checkbox is cleared, and then in the Search area, click one of the following:
l Add: add a search condition. You must specify a column, a comparison operator and a value
for the search condition. For more information, see "Currency considerations in alerts" on
page 745.
l Edit: edit an existing search condition.
l Remove: remove a search condition.
See "Define worksheet search properties for an alert" on page 725.
17. In the Alert area, click one of the following:
l If this worksheet contains any data: sends an alert message if any records match the
condition.
l Always (even if worksheet is empty): sends an alert message whenever the condition is
checked. This option is typically used when generating scheduled reports. For more
information, see "About automatically generating reports" on page 395.
l Only if the number of records in the worksheet: sends an alert message when the specified
number of records are in the worksheet. You must also specify the comparison operator and
the number of records for this type of condition.
18. On the Frequency tab, specify when the condition is checked. For more information, see
"Schedule when an alert runs" on page 732.
19. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an alert completes" on page 735.
20. On the Report tab, if you want to send a report, specify report settings. For more information,
see "Attach a report to an alert message" on page 741.

Caution: If you create an alert that monitors data in a private scenario, and then you share the
scenario, the alert will not function correctly until you edit its properties to specify the shared
scenario.

Notes:
l You cannot create an alert using a library workbook.
l You can create alerts using linked workbooks. Linked workbooks are not available in the
Explorer. For more information, see "Resources that can only be opened from links" on page
122.
l Your alert might be based on a worksheet for which one of the workbook controls is not
active; however, to save the alert, you must select an item from this control on the
Condition tab (you are prompted if there is no selection). The selection is not applied to the
worksheet and does not affect the alert.

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 l Columns that are conditionally hidden by the worksheet author cannot be used in alerts,
even if they are visible when you are creating the alert. Examples include columns that are
only visible to administrators, or only shown if a button is clicked on the worksheet toolbar.

Tip: You can also create an alert from an open workbook by right-clicking the worksheet,
clicking New Alert , and then clicking Monitor Worksheet.

Create an alert to monitor a specific record

You can create an alert that monitors a single record in the RapidResponse database. Records display as
rows in vertical worksheets. This allows you to keep track of and respond to changes made to specific
areas of your business, such as an order or part. For example, you can monitor the on hand nettable
inventory of a part, and be alerted if the quantity drops below a level that you specify.
When creating an alert to monitor a specific record, you can specify a value for a field of that record to
be compared against and receive notifications only if the field matches the specified value. The
conditions available depend on the data type of the field being monitored. For example, a date field has
conditions such as 'is before' and 'is after', while a numeric field has conditions such as 'is less than' and
'is not equal to'.
The monitored record is uniquely defined by its key fields. For example, if the record is an order, it is
defined by its order number, line, type, and site. No other order can have the same combination of key
fields. You cannot monitor a single record if the worksheet you are creating the alert from does not
uniquely identify records, such as a crosstab worksheet. The following illustration shows the New Alert
dialog box displaying the column searches that uniquely identify the selected record.

Create an alert to monitor a specific record

1. Open a workbook from the Explorer, and then click the worksheet that contains the record you
want to monitor.

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 2. Select the data settings to display the data that you want to monitor, including the filter, site,
and scenario
3. Click anywhere in the row you want to monitor. You can also select one or more cells in the row,
or click the row number.
4. On the File menu, point to New, then Alert and click Monitor the Selected Record.
If you do not get the option to Monitor the selected record, then the worksheet does not
uniquely identify records. In this case, you can only monitor the worksheet, and not the selected
record.
5. In the New Alert dialog box, in the Name box, type a descriptive name for the alert.
6. In the Author notes box, type a summary of what the alert monitors.
7. If you are going to schedule the alert, beside Alert is, click On.
8. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) checkbox.
9. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see "Customize how alerts run" on page 743.
10. Click the Condition tab.
11. If you want to modify the worksheet data settings, specify any of the following:
l In the Scenario list, click the scenario that contains the data you want to monitor. In some
cases, you might want your alert to monitor data in a scenario that does not exist, such as a
temporary scenario created by a script. For information on handling this situation, see "Use a
temporary scenario in an alert" on page 744.
l If the monitored worksheet contains multi-scenario columns, in the Scenarios area, click
Select to select the scenarios to monitor.
l In the Filter list, click the filter you want to be applied to the worksheet.
l In the Site list, click the site the data you want to monitor originates from.
l If the worksheet on which you are basing the alert contains other controls, select the desired
values.
12. If the worksheet uses variables, do the following:
l For variables you want to specify a value for, ensure the checkbox for the variable is selected
and then do one of the following:
l For text and quantity variables, type a value.
l For all other variable types, pick a value from the drop-down list.
l For variables that you want the default value used for, clear the checkbox for the variable.
13. If the worksheet uses a hierarchy, click Hierarchy Settings, and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the worksheet.
l To add a hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the worksheet.

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 l To remove a hierarchy, click Remove Hierarchy beside the hierarchy you want to remove.
l Click OK
14. If you want to modify the alert's search conditions, ensure the Apply the default column search
for this worksheet checkbox is cleared, and then do one of the following in the Search area:
l To add a condition, click Add. In the Search dialog box, click the column you want to monitor,
the condition you want to check and enter a value to compare to the field. To create
advanced search conditions click Advanced Search button.
l To edit a condition, click Edit. In the Search dialog box, choose the alert's search conditions.
l To remove a condition, click the condition you want to remove, then click the Remove
button.
15. In the Alert area, click one of the following:
l Alert if this worksheet contains any data: sends an alert message if any records match the
condition.
l Always (even if worksheet is empty): sends an alert message whenever the condition is
checked. This option is typically used when generating scheduled reports. For more
information, see "About automatically generating reports" on page 395.
l Only if the number of records in the worksheet: sends an alert message when the specified
number of records are in the worksheet. You must also specify the comparison operator and
the number of records for this type of condition.
16. If the data value you are monitoring is in a multi-scenario column, in the Scenario area, click one
of the following:
l Baseline: monitors the value in the workbook's baseline scenario.
l Comparison: monitors the value in the comparison scenario or scenarios.
For more information about multi-scenario columns, see "View data from multiple scenarios" on
page 197.
17. On the Frequency tab, specify when the alert conditions are checked. For more information, see
"Schedule when an alert runs" on page 732.
18. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an alert completes" on page 735.
19. On the Report tab, if you want to send a report, specify settings. For more information, see
"Attach a report to an alert message" on page 741.

Caution: If you select the Apply the default column search for this worksheet checkbox, the
alert no longer monitors a specific record because the search conditions that uniquely identify
the record are not applied.

Note: Your alert might be based on a worksheet for which one of the workbook controls is not
active; however, to save the alert, you must select an item from this control on the Condition
tab (you are prompted if there is no selection). The selection is not applied to the worksheet
and does not affect the alert.

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 Tip: You can also monitor a record by right-clicking a cell, clicking New Alert , and then
clicking Monitor the Selected Record.

Define worksheet search properties for an alert

Data settings and column searches are used to refine what displays in a worksheet. Depending on the
data that you want to monitor, you can use the default column search in the worksheet or define your
own search conditions to be included in the alert condition.
When you create a worksheet alert from an open workbook, any search criteria applied to the
worksheet are automatically saved as part of the alert condition. You can override the default search
and add, edit, or remove any searches.

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Depending on the type of the data displayed in a given column, different operators are available. Click
the Help button in the Search dialog box to learn more about the types of operators available for each
data type.

Add a new search

1. In the New Alert or Alert Properties dialog box, click the Condition tab.
2. Clear the Apply the default column search filtering for this worksheet checkbox.
3. Click Add and in the Search dialog box, select the column you want to search in.
4. Select an operator from the list. Depending on the type of data in the selected column, different
types of operators are available.
5. Type the term or condition that you want to search.

Edit or remove a search

1. In the New Alert or Alert Properties dialog box, click the Condition tab.
2. Select the search you want to edit or remove.
3. To remove the search, click Editand then make your changes in the Search dialog box.
4. To remove the search, click Remove.

Apply a worksheet's default search

1. In the New Alert or Alert Properties dialog box, click the Condition tab.
2. Select the Apply the default column search for this worksheet checkbox.

Notes:
l If you apply the default searches, any search conditions you have specified are removed.
l In some worksheets, column searching might be disabled in some or all columns. For more
information, see "Searching data in workbooks" on page 228

Create an alert to monitor scorecard data

You can create an alert to monitor changes in the calculated metric values of a scorecard. This allows
you to be notified when a data change causes a significant problem, such as on-time deliveries dropping
below a certain percentage or late order revenue rising over a certain value.
Typically the alert is created to monitor results in a scorecard that you have open. The data settings,
such as filter and site, are automatically set for you as shown in the following image.

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Create an alert to monitor scorecard data
 The condition can be set to be always alert or only when a specified metric and value condition is met
in a specified scenario.

If you do not have a scorecard open, you can still create a scorecard-based alert. In this case, you must
specify the scorecard to monitor, along with the scenario, site, filter, and any other data the scorecard
requires. However, creating an alert without an open scorecard is not recommended. The metric
worksheets that a scorecard reports can use profile variables or other worksheet settings to customize
the data reported by the metric, and might not display the data you expect when the alert checks for its
condition. To ensure your alerts return the correct data, you should always create alerts from an open
scorecard.
If the scorecard has targets, you can be notified when a metric result moves into the Warning or Critical
ranges. For more information, see " Using a target scorecard to make decisions" on page 384.
If you create an alert with settings that do not match what you intended, you can change any of the
scorecard controls in the alert. For example, if you create an alert with a private scenario active, but
that you intended to monitor the Approved Actions scenario, you can change the scenario being
monitored. See"Modifying alerts" on page 746.

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 Note: You can also use a scorecard alert to monitor a scenario. See "Create an alert to monitor
data changes in a scenario" on page 731.

Create an alert to monitor scorecard data

1. If you are creating the alert without a scorecard open, skip to step 5.
Otherwise, in the Explorer, ensure that scorecards are shown. You can do this by selecting
Reports.

2. Open the scorecard you want to monitor.

3. Select a filter and site to narrow your search.
Optionally, you might want to specify other control settings, such as model and pool.
4. Click a cell under the scenario you want to monitor.
If the scenario you want to monitor is not in the scorecard, you can add it. For more information,
see " Specify scorecard viewing options " on page 371.
5. On the File menu, point to New, then Alert and click Monitor Scorecard.
6. In the New Alert dialog box, in the Name box, type a descriptive name for the alert.
7. In the Author notes box, type a summary of what the alert monitors.
8. If you are going to schedule the alert, beside Alert is, click On.
9. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) checkbox.
10. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see "Customize how alerts run" on page 743.
11. Click the Condition tab.
12. If you created the alert without a scorecard open, or you want to modify the scorecard data
settings, specify any of the following:
l In the Scorecard list, click the scorecard you want to monitor.
l In the Scenarios area, click Select to select the scenarios to monitor. In some cases, you
might want your alert to monitor data in a scenario that does not exist, such as a temporary
scenario created by a script. For information on handling this situation, see "Use a temporary
scenario in an alert" on page 744.
If the scenario you want to monitor is not in the scorecard, see " Specify scorecard viewing
options " on page 371.

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 l In the Filter list, click the filter you want to be applied to the scorecard.
l In the Site list, click the site the scorecard data originates from.
l If the scorecard contains the Model or Pool controls, select the desired values.
13. If the scorecard uses a hierarchy, click Hierarchy Settings, and then do the following:
l In the hierarchy list, click the hierarchy you want to apply to the scorecard.
l To add a hierarchy, click Add Hierarchy, and then click a hierarchy in the list.
l Select the hierarchy value or values you want to apply to the scorecard.
l To remove a hierarchy, click Remove Hierarchy beside the hierarchy you want to remove.
l Click OK.
14. To specify when to send an alert, do one of the following:
l Select Alert if this condition occurs: sends an alert message if the metric's results match the
selected condition.
l Always alert: sends an alert message regardless of if any metric's results match a condition.
This option is typically used when generating scheduled reports. For more information, see
"About automatically generating reports" on page 395.
15. If you selected Alert if this condition occurs in step 11, then in the metric list, click the metric
you want to monitor.
16. Do one of the following:
l Select Actual Value to monitor a result value calculated by the scorecard.
l Select Score to monitor the overall performance of a metric.
17. Click the condition you want to monitor, and then enter a value to compare to the metric.
If you selected the is between or is not between condition in this step, enter the beginning and
end of a range of values to compare the field's value with in the text boxes. The top text box
must contain the beginning value of the range, which must be less than the end of the range.
If you selected the is in the OK range, is in the Warning range, is in the Critical range, or is in
the Warning or Critical range condition in this step, you cannot specify a value. These conditions
are available only for scorecards with targets.
18. In the In scenario list, click the scenario that you want to monitor.
19. On the Frequency tab, specify when the condition is checked. Alerts are scheduled similarly to
other automation tasks. For more information, see "Schedule when an alert runs" on page 732.
20. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an alert completes" on page 735.
21. On the Report tab, if you want to send a report, specify report settings. For more information,
see "Attach a report to an alert message" on page 741.

Caution: If you create an alert that monitors data in a private scenario, and then you share the
scenario, the alert will not function correctly until you edit its properties to specify the shared
scenario.

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 Notes:
l An alert can monitor only one condition. If you want to monitor more than one condition,
you must create an alert to monitor each of the other conditions or copy the alert and
specify a new condition in the copy's properties. For more information, see "Copy an alert"
on page 756.
l For more information about metric performance, see " Using a target scorecard to make
decisions" on page 384.

Tips:
l You can also create an alert from an open scorecard by right-clicking the scorecard and
pointing to New Alert then clicking Monitor Scorecard.

Create an alert to monitor data in a widget

You can create an alert that notifies you of data changes in a worksheet widget on a dashboard. The
alert monitors the data in the widget's source worksheet. See "Create an alert to monitor worksheet
data" on page 719.

1. Open the dashboard that contains the widget you want to create the alert on.
2. Maximize the widget.
3. From the File menu, click New, Alert , and Monitor Worksheet.
4. Name the alert and add any author notes.
5. If you are going to schedule the alert, beside Alert is, click On.
6. If you want to stop monitoring when the condition is met, select the Run alert once (and then
disable it) checkbox.
7. If you will share the alert, configure how the alert is run by users you share it with. For more
information, see "Customize how alerts run" on page 743.
8. Click the Condition tab.
By default, the source worksheet for the widget and all of its settings have been applied on the
Condition tab.
9. Optionally, make changes to any alert conditions.
10. On the Frequency tab, specify when the condition is checked. For more information, see
"Schedule when an alert runs" on page 732.
11. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an alert completes" on page 735.
12. On the Report tab, if you want to send a report, specify report settings. For more information,
see "Attach a report to an alert message" on page 741.

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 Caution: If you create an alert that monitors data in a private scenario, and then you share the
scenario, the alert will not function correctly until you edit its properties to specify the shared
scenario.

Note: You cannot create an alert based on a calendar widget.

Tip: For worksheet data widgets, you can also create an alert by right-clicking the widget and
selecting New Alert .

Create an alert to monitor data changes in a

scenario
When you create a worksheet or scorecard alert, you can have the alert monitor data in a specified
scenario. The alert can be triggered when data changes in the scenario or when the scenario is updated
or is committed to from a child scenario.

1. Create a new workbook or scorecard alert.

2. On the General tab, type a name and description for the alert.
3. On the Condition tab, specify the success conditions.
4. On the Frequency tab, select When data changes in scenario and then select the scenario you
want to monitor.
5. To monitor only updates or commits to the scenario, select the Only on changes made by
checkbox and then do one of the following:
l To only monitor updates, click Updating the scenario.
l To only monitor commits, click Committing a child scenario.
6. On the Notify tab, if you want to send notifications, specify the message and who will receive it.
For more information, see "Send notification messages when an alert completes" on page 735.
7. On the Report tab, if you want to send a report, specify report settings. For more information,
see "Attach a report to an alert message" on page 741.

Tips:
l You can also create an alert by clicking New Resource on the RapidResponse toolbar,
clicking Alert, and then clicking Monitor Worksheet or Monitor Scorecard.

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Schedule when an alert runs
By default, any alert you create is off and not scheduled. To run an alert automatically, you must specify
when it runs using one of the following ways:
l On a schedule
l When data is modified in a scenario
l After a data update
l After a data import

Running an alert on a schedule

An alert that runs on a schedule runs only on a specified day and time. A scheduled alert can be run on
a repeating basis. For example, you can specify the alert run at noon each work day, and then run again
every three hours until midnight.
If your region participates in Daylight Saving Time (DST), your scheduled alerts might not run as you
expect if they are scheduled between 1:00 AM and 3:00 AM on the dates DST begins and ends. When
DST begins, alerts scheduled between 2:00 AM and 3:00 AM run at the equivalent time an hour later,
for example, at 3:15 instead of 2:15. When DST ends, alerts scheduled between 1:00 AM and 2:00 AM
run only once, despite the hour repeating.

Run an alert on a schedule

1. In the New Alert or Alert Properties dialog box, click the Frequency tab.
2. Click one of the following:
l Every: Runs the alert on the specified calendar period.
l Use schedule: Runs the alert according to the selected schedule.
3. If you selected Every in step 2, specify the calendar used to determine how often the alert runs,
the time it runs at, and the time zone used to determine that date and time.
4. Optionally, if you want the alert to run again, select the Repeat every checkbox, specify the time
interval to repeat the alert, and then in the Until box, specify the last time the alert runs.
5. If you selected Use schedule in step 2, in the list, select the schedule to use for running the alert.
For more information about schedules, see "Using predefined schedules to run alerts" on page
762.
6. Optionally, in the Sequence box, specify the sequence number for this alert.

Note: The Today date constant should not be used for scheduling, because it can be
interpreted as different dates for different users.

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 Running an alert when data is modified
When you specify that an alert runs when data is modified in it, the alert runs when data is modified in
the scenario, including when the monitored scenario is updated or has changes committed to it. You
can choose to run the alert only on changes made by updating a scenario or when changes are made by
committing a child scenario. If the scenario has many changes made to it in a day, you can set the alert
to run once and the disable it after it runs.

Run an alert when data in a scenario is modified

1. In the New Alert or Alert Properties dialog box, click the General tab.
2. In the Alert is area, click On.
3. To run the scenario one time, select the Run alert once (and then set it to off) checkbox.
4. Click the Frequency tab.
5. Click When data changes in scenario.
6. The scenario listed is the scenario specified on the Condition tab. If the alert is monitoring a
workbook that uses multiple scenarios, you can select one of those scenarios in the list. By
default, the first scenario from the multi-scenario list displays.
7. If you want to limit when the alert runs, select the Only on changes made by checkbox, and click
either Updating the scenario or Committing a child scenario.

Running an alert on data import or update

An alert that runs on a data update runs whenever data in RapidResponse is updated from the
enterprise data sources.
An alert that runs on a data import runs whenever new data is imported into RapidResponse from your
enterprise data sources. Most implementations of RapidResponse only import data once. Data is
refreshed using a data update process. For more information about the differences between data
updates and imports, see "Changes to scenarios during data imports and updates" on page 583.

Run an alert on a data import or update

1. In the New Alert or Alert Properties dialog box, click the Frequency tab.
2. Click one of the following:
l On data update: The alert runs after a data update finishes.
l On data import: The alert runs after a full data import.

Selecting an effective date window

To run automatically, an alert requires an effective date window. Within a date window, an alert can
run whenever data in the scenario changes, on a specified day and time, or when data is imported into
RapidResponse. The effective dates specify when the alert is active. On any date earlier than the Start

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date or later than the End date, the alert does not run automatically, even if it is enabled. However, an
alert can be run manually outside of its effective dates. For more information, see "Run an alert" on
page 698.

Specify an alert's effective dates

1. In the New Alert or Alert Properties dialog box, click the Frequency tab.
2. In the Start box, optionally change the date the alert is first active.
3. In the End box, select the last date the alert is active.

Notes:
l You must have an option selected on when to check for the condition before you can change
the start or end dates for an alert.
l The start and end dates for an alert cannot be changed if the alert uses a schedule.

Tip: If you want the alert to always be active, set the End date to Future.

Unscheduled alerts
An alert that is not scheduled never runs automatically, and must either be run manually or run as part
of an automation chain. An alert that is not scheduled is automatically turned off, and if you choose a
different frequency setting, you are prompted to turn the alert on.

Specifying whether an alert must finish before it can be run

again
Regardless of the condition that causes an alert to run, you can choose whether multiple instances of
the alert can run at once, or if it must finish running before it can run again. By default, the alert is set
to finish before it can be run again.
l If multiple instances of the alert can run at once, it is added to the queue each time the condition
that causes it to run occurs. This can result in the alert being queued and starting again while
another instance of the same alert is running. Notification messages are sent each time the alert
completes.
l If the alert must finish before it can run again, it cannot be added to the queue again while it is
running. If the condition that would normally cause the alert to run occurs while it is already
running, it is not queued to run again. You might choose this setting to improve system
performance and reduce the number of messages and reports generated.

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 An exception to this rule occurs if the alert is triggered to run again and one of the following is
different from the instance of the alert that is already running:
l User whose credentials are being used to run the alert
l Scenario
In these cases, the alert can be queued again, even if it is already running.
An alert that must complete before running again can also be run multiple times if it runs as part
of an automation chain. In this case, the automation task can be queued when the automation
chain is running. See "Automation chains" on page 686.

Specify whether an alert must finish before it can be run again

1. In the New Alert or Alert Properties dialog box, click the Frequency tab.
2. For the Alert must finish running before it can be run again checkbox, do one of the following:
l To have the alert finish before running again, select the checkbox.
l To have the alert run again even if it isn't finished, clear the checkbox.

Send notification messages when an alert

completes
When an alert's condition is met and it runs successfully or fails, you can send notification messages to
pother users. Failed alert messages display with the icon. An alert typically fails because a resource
is missing. For example, if the worksheet or scorecard being monitored by an alert is deleted, the alert
fails the next time it runs.
These messages can be sent to each member of a RapidResponse group, a list of RapidResponse users,
and any other message recipients that you specify. RapidResponse users receive notifications in
Message Center, and might also receive notifications by email depending on their personal settings.
Recipients who do not use RapidResponse only receive messages by email.
For each person you send the notification message to, you can specify how they receive it.
l To: Primary recipients. These are typically the users and groups affected by the condition
detected by the alert.
l Cc: Carbon copied recipients. These are typically users who are not impacted directly by the alert
condition, but might want to know what has happened.
l Bcc: Blind carbon copied recipients. These recipients are not shown in the message's list of
recipients.

Recipients are unable to view the affected data unless you specifically allow them to view the current
data or attach a report to the alert. For more information about reports, see "Attach a report to an
alert message" on page 741.

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Success and failure notifications are separate and the same alert can have a success notification sent to
one set of people and then send a failure notification to different people. For success notifications, you
can also specify the message's subject and body to explain the purpose of the alert and why the
message is being sent.
You can provide additional information in notification messages by allowing users to view the current
data or by adding links to resources with the data context you specify. Message recipients can open the
resource with the data settings that you set. You can also include links to RapidResponse forms or to
websites. To view the data, users require permission to all of the resources you are using to display the
data. See "Add links to alert notifications" on page 739.
You can also choose to not send notification messages. An alert might not send notifications if its
condition affects the processing order of an automation chain. See "Automation chains" on page 686.
If an alert has been shared with you, you might have been granted permission to change the
notification settings when you run the alert manually. See "Run an alert" on page 698 and "Share an
alert" on page 755. Otherwise, you can run the automation task and the notification messages are sent
to the recipients specified in the automation task.

Notes:
l If the alert cannot run for any reason, you will automatically receive a message that explains
what went wrong if you are included in the notification list.
l To monitor how alerts are running in your system, you can check the automation log for
more details. See "Automation resource details and logging" on page 766.

Add a success notification to an alert

By default, success notifications are set to be sent to the alert owner and to the user who ran the alert.

1. In the New Alert or Alert Properties dialog box, click the Notify tab.
2. On the Success sub-tab, select any of the following:
l Alert owner: Sends the notification message to the person who created the alert.
l User who ran the alert: Sends the notification message to the user who ran the alert.
l Others: Sends the notification message to a list of users you specify.
3. If you selected Others, click Select Names.
4. In the Select Names dialog box, do the following:
l On the Users tab, click a user you want to be notified, and then click To, Cc, or Bcc;
depending on how you want the recipient to receive the message.
l On the Groups tab, click a group you want to be notified, and then click To, Cc, or Bcc,
depending on how you want the recipients in the group to receive the message.
5. Repeat step 4 for every user or group you want to add.
6. Click OK.

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 7. Optionally, to include a customized message in the notification, in the Message area do any of
the following:
l Type a descriptive heading in Subject.
l In the text box, type a description of the alert.
l Add a link ( )in the message that opens a report, form, or web page address. See "Add links
to alert notifications" on page 739.
l Edit a link ( ) that you have added to the message.
8. To enable recipients to view the affected data, click the Allow all recipients to view the current
data checkbox.

Add a failure notification to an alert

By default, failure notifications are set to be sent to the alert owner and to the user who ran the alert.

1. In the New Alert or Alert Properties dialog box, click the Notify tab.
2. On the Failure sub-tab, select any of the following:
l Alert owner: Sends the notification message to the person who created the alert.
l User who ran the alert: Sends the notification message to the user who ran the alert.
l Same recipients as on successful completion: Sends the notification message to the same
set of users who receive the successful completion notification.
l Others: Sends the notification message to a list of users you specify.
3. If you selected Others, click Select Names.
4. In the Select Names dialog box, do the following:
l On the Users tab, click a user you want to be notified, and then click To, Cc, or Bcc;
depending on how you want the recipient to receive the message.
l On the Groups tab, click a group you want to be notified, and then click To, Cc, or Bcc,
depending on how you want the recipients in the group to receive the message.
5. Repeat step 4 for every user or group you want to add.
6. Click OK.

Notes:
l You are included in the recipient list of every alert that you create. If you do not want to
receive the message, you can remove yourself from the list of recipients.
l The To, Cc, or Bcc setting is most useful if the recipient chooses to receive messages by
email.

Tip: To find out more about the people you can send notification messages to, move the
pointer over their names.

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Specify email recipients for a success or failure notification
1. In the New Alert or Alert Properties, dialog box, click the Notify tab.
2. On the Success or Failure sub-tab, click the Others checkbox.
3. Click Email Addresses.
4. In the To, Cc, or Bcc text boxes, type the recipients' email addresses, separated by commas or
semicolons.
5. Click OK.

Caution: Email is not a secure method of transmitting data. Ask your system or RapidResponse
administrator whether your company's email server uses encryption before sending notification
messages to recipients using email.

Notes:
l The Email Addresses button is inactive if your RapidResponse account does not have an
email address defined. For more information, contact your RapidResponse administrator.
l When a notification is sent to an email address, the email is sent from RapidResponse using
your name. In some cases, Microsoft Outlook and other email programs might detect this
email and warn you that a program is sending an email using your name. If this happens,
click Allow on the warning to send the notification to the email recipients.

Tip: If you often send messages to the same email address, ask your RapidResponse
administrator to create an Alert user account for that email address. By creating an Alert user,
you no longer need to type in the address; instead you can select the name from the list of
RapidResponse users.

Modify how a recipient receives messages

1. In the New Alert,or Alert Properties, click the Notify tab.
2. On the Success or Failure sub-tab, in the Recipients list, click the value in the Address column for
the recipient you want to change.
3. Click To, Cc, or Bcc.

Remove a message recipient

1. In the New Alert,or Alert Properties, click the Notify tab.
2. To remove the alert owner or user who ran the alert, clear that checkbox.
3. For other message recipients, do the following:

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 l On the Success or Failure sub-tab, click the recipient you want to remove.
l Click Remove.
l Repeat steps 2 and 3 for each recipient you want to remove.

Add links to alert notifications

You can add additional information to success notification messages for alerts by adding links to
resources with the data context you specify. Message recipients can open the resource with the data
settings that you set. You can also include links to RapidResponse forms or to websites.

Note: Message recipients must have access to the resource monitored by the alert and the
settings that it users. See "Automation resource permissions" on page 697.

The following illustration shows a link added to a notification message for an alert.

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To view the data, users require permission to all of the resources that you are using to display the data.

Insert a link
1. Click the Notify tab.
2. Ensure that the Success sub-tab is selected.
3. In the Message area, click the location where you want to insert the link.
4. Click Insert Link .

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Add links to alert notifications
 5. In the Insert Link dialog box, select one of the following:
l An open report : inserts a link to a currently opened shared workbook, scorecard, or
dashboard.
l Report: inserts a link to any shared dashboard, workbook, or scorecard.
l Form: inserts a link to a form.
l Web page: inserts a link to a web page outside of RapidResponse.
6. If you are inserting a link to a report or a form, select the report or form from the drop-down list.
7. Click Next and do one of the following:
l For a report or form, specify the data settings you want applied to the resource.
l For a web page, type the text to display as the link and then add the web page address.
8. Optionally, in the Add Link text box, change the default text that displays as the link in the
message.

Edit a link

1. In the Message box, select the link and click Edit Link .
2. Make your changes and then click OK.

Attach a report to an alert message

You can include reports of monitored data with alert messages for a variety of reasons, such as:
You want to view the data in another application.
l You want to summarize the alert data for people who do not have access to RapidResponse.
l You want others to see what the data looked like when the alert ran. The data may have changed
if a user doesn't look at it immediately on receiving the alert message.
l You want the alert to run with your credentials and allow other users to see the data with settings
that they might not have access to.

The report is delivered to each recipient's Message Center or email account and can also be exported
to a network file location or posted to a Web site. Before creating a report, ensure that you performed
the appropriate preparation tasks described in "Scheduling reports" on page 394.
To generate a report, you must specify properties on the Report tab in the alert properties. You can
also generate a report that contains data customized for a specific group. For more information, see
"Sending customized reports" on page 397.
For more information about creating and scheduling alerts that generate reports, see "Create a
scheduled report" on page 396.

Report formats
Reports can be generated in the following formats:

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 l Portable Document Format (PDF).
l HTML. You can specify the type of encoding for the file, a title, whether to include column
headers, and how to handle duplicate data values that are hidden.
l Microsoft Excel. You can include only the selected worksheet in the report or all worksheets in the
workbook. In addition, you can specify how to handle duplicate data values that are hidden.
When you attach a report in Microsoft Excel format, you can include every worksheet in the
workbook in the report. Any additional data settings used in those worksheets are added to the
Conditions tab, and you must specify values for all of them to create the report and to run the
alert.
l Tab-delimited text. You can specify the type of encoding for the file, a title, whether to include
column headers, and how to handle duplicate data values that are hidden.
l XML. You can specify the type of encoding for the file and how to handle duplicate data values
that are hidden.

You can also send a customized version of the report, based on each recipient in the group you select in
the list. See "Send a customized report to a RapidResponse group" on page 404.

Note: For more information about using reports to export data from RapidResponse, see
"About automatically generating reports" on page 395.

Attach a report to an alert message

1. In the New Alert or Alert Properties dialog box, click the Report tab.
2. Select the Attach report to notification message checkbox.
3. Optionally, to post the report to a web site, specify the site address.
4. In the File area, for File Name specify a name for the report that users will see.
5. Optionally, to automatically add a time stamp to the file name when it is generated, click the
Append time stamp to file name checkbox.
6. In File Type, select a type in the list.
7. In the Content area, specify any additional properties for the report. Different properties are
available for different file types. See "Report formats" on page 741
8. If necessary, click the Condition tab, and then specify values for any data settings required for
the other worksheets in the workbook.

Cautions:
l If you attach a Microsoft Excel report to an alert message and the number of records
selected by the data settings and column searches specified in the alert exceeds the
maximum number of rows allowed in a Microsoft Excel file, the alert will fail. The row limit
for Microsoft Excel is 1,048,576.

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 l Some RapidResponse systems might include users who have limited ability to view
information about other users, such as names that might be displayed in worksheets. Use
caution when creating alerts that can send reports to these limited visibility users. Because
the reports are generated using the credentials of the alert owner or the person who ran
the alert, they could sometimes contain user information that the person viewing the report
would not otherwise have access to. This can include the name of the user whose
credentials were used to generate the report, as well as information that appears in
worksheets. For detailed information about limited visibility, see the RapidResponse
Administration Guide.

Note: For more information about other report delivery methods and the available reporting
options, see "Specify how a report is delivered" on page 402, "Specify report settings" on page
400, and "Specify information included with a report " on page 404.

Customize how alerts run

You can specify how other users run alerts that you share with them: using the alert owner's settings or
using the settings of the person who runs the alert.

Using the owner settings to run the alert

This option runs the alert using the alert owner's resource access and settings. This helps to provide
consistent results by ensuring that the alert is not affected by the personal workbook settings of users
running the alert. For example, an alert that generates a report will consistently use the same buckets
settings, irrespective of the bucket settings a user has applied to the workbook.
This option also enables other users to run alerts on resources that they do not have access to. For
example, if you wanted to generate an alert to send an email notification to a supplier whenever their
orders are later than a specified amount of time, you would use this option. The suppliers don't have
access to the worksheet with your order data, but the alert will monitor it and then notify them about
their late orders.

Using the settings of the person who ran the alert

Alternatively, you can have the alert run with the resources and permissions available to the user
running the alert. Users can change the data settings for an alert or who is notified when the alert runs
successfully. To enable users to make changes to the notification settings, you must share the alert with
Author permission. See "Share an alert" on page 755.
The settings you allow to be customized apply only when the alert is run manually. For alerts that run
on a schedule or as part of an automation chain, the settings you specify are always used.

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 Notes:
l Users who do not own the alert cannot alter failure notification settings.
l If you do not have permission to share the automation task, the Sharing section does not
display.

Specify that an alert runs using the owner's RapidResponse account

This is the default setting for all new alerts.

1. In the New Alert/Alert Properties dialog box, click the General tab.
2. In the Sharing area, click Alert owner.

Specify that the alert runs using the user's RapidResponse account
1. In the New Alert/Alert Properties dialog box, click the General tab..
2. In the Sharing area, click User.
3. Do one of the following:
l To allow users to change data settings, select the Data settings checkbox.
l To allow users to change notification settings, select the Notification settings checkbox.

Note: If you select to run the alert as the user but do not select a setting that users can change,
the alert runs with the data and notification settings that you created.

Use a temporary scenario in an alert

You can set an alert to use a scenario that doesn't exist yet by specifying a scenario override in the
Advanced options. For example, you might want to create an alert that monitors data in a temporary
scenario created by a workflow or automation chain. The scenario does not yet exist and is therefore
not available as an option on the Condition tab.

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 When specifying the scenario override, make sure that the scenario name is spelled exactly the same as
the scenario that will be created, and that its state (shared or private) is the same. Any mismatch will
cause the alert to fail.
An alert that monitors a temporary scenario cannot be run manually if the scenario does not exist.

Note: Although resources that refer to private scenarios typically cannot be added to the
versioned repository, alerts that refer to a private temporary scenario using a scenario override
can be added to the versioned repository. For more information, see "Add an alert to the
versioned repository" on page 746.

Specify a temporary scenario for an alert

1. In the New Alert dialog box, on the General tab, click Advanced.
2. In the Scenario override area, select the Use scenario checkbox.
3. In the Scenario override area, select the Shared or Private scenario icon from the drop-
down list.
4. In the Use scenario text box, type the name of the scenario.
5. Click OK.

Notes:
l The scenario specified in the Use scenario text box is used instead of the one specified on
the General tab. When the Use scenario checkbox is selected, the Scenario list on the
Condition tab appears dimmed.
l If you select the Use scenario checkbox, you cannot leave the scenario name blank.
l The Advanced dialog box is also where you can send a customized report to alert users. See
"Send a customized report to a RapidResponse group" on page 404.

Currency considerations in alerts

When creating a search condition on a money column in a worksheet alert, the column setting can
affect alert results. The same applies to scorecard alerts that monitor a money metric.
Depending on how a workbook or scorecard has been authored, money values might use the user's
own currency settings or users might be able to choose the currency they want to use. In this situation,
an alert created using your account's currency settings might not display the intended results. Instead,
do one of the following:
l Do not share the alert.
l If the resource allows users to select their currency, inform the users that you share the alert with
which currency to use and include this information in the author notes for the alert.

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 l If the resource is set to use the user's currency setting, if it is reasonable, have the workbook or
scorecard author set the money column to use a specific currency.

To identify or modify which currency is set for your account, see "Specify formats for dates, times,
numbers, and currencies" on page 91.

Modifying alerts
Depending on whether you have version control enabled or disabled in your system, resources in
RapidResponse exist in two possible states: private or public/shared resources. When you create an
alert, it is saved as a private resource that only you can edit and view. To make the alert publicly
accessible you must do one of the following:
l In a system with version control enabled, you must add the alert to the versioned repository to
make it a public resource and then share it with users. All public resources in RapidResponse are
stored in a centralized, versioned repository where multiple versions of a resource are tracked
along with comments about any changes to the resources. Version control supports resource
development by controlling and tracking changes, ownership and prevents conflicts when multiple
people are making changes to resources. See "Add an alert to the versioned repository" on page
746 and "Share an alert" on page 755.
l In a system with version control disabled, you can directly share the alert, making it shared
resource.

If you have permission to create and share alerts, you can modify any of your private alerts and any
public alerts that you own. For example, you might want to change when the alert runs, add a recipient,
change the scenario that is monitored, or change the search conditions. If you change the resources
required by the alert, you should ensure every recipient has access to the new resources.
For private alerts, you can open the alert's properties and directly make your changes. For a public
alert, you must first check it out of the versioned repository. See "Modifying alerts" on page 746.
When version control is enabled in your system:
l Private alerts display with gray icons.
l Public alerts display with blue icon.
l The Actions menu includes these options: Check Out and Edit, Add to Versioned Repository, and
Version History.

Note: In systems with version control disabled, you can directly modify private or shared alerts.

Add an alert to the versioned repository

You can add any private alert that you create to the versioned repository, making it a public, unshared
alert. The new alert is saved with the date it added, the name of the user who added it, and a version

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Modifying alerts
 number that you specify. It is recommended that you add a check in comment describing the alert or
why it was created. See "Version history" on page 752.

After adding the alert to the repository, to make any changes to it, you must check it out from the
repository. See "Modify an alert" on page 748.

Add an alert to the versioned repository

1. Select the private alert in the Explorer pane.
2. On the Actions menu, click Add to Versioned Repository .
3. Type a comment for the resource in the Check in comment box.
4. To check the alert out after adding it to the repository, select Check Out Again checkbox.
5. To view the resources that the alert is dependent on, click Resource Usage and then click
Depends on

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 6. Select the Version type: Minor, Major, or Other. For more information about version types, see
"Version numbering" on page 751.

Notes:
l You cannot add an alert to the repository if it shares the same name as an existing public
alert. You must rename it and then add it to the versioned repository.
l For other users to have access to the alert, you must share the public alert with that user or
the group the user belongs to. For more information, see "Share an alert" on page 755
l If the alert refers to a private scenario, you must share the scenario and then modify the
alert so that it refers to the shared scenario before you can add it to the repository.
l Check in comments display in the version history for the alert. See "Version history" on page
752.
l If "Conflict" displays in the Action column, hover over the Conflict field to view a tooltip
identifying why you cannot add that alert to the repository.

Modify an alert
If you can create alerts, you can edit any private alerts that you own. If you can create and share alerts,
you can edit any public alert that you own by checking it out of the versioned repository, making your
changes, and then checking the alert back into the repository.

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 Check out an alert from the versioned repository
When you check out a public alert, a private copy of the alert is created and the public copy cannot be
edited by anyone else who has permission to modify it.

The public alert can still be used and viewed by users who have access to it while it is being edited.
Make your edits to the private copy and with each save, you can add comments about the changes
being made. For more information, see "Version history" on page 752.
If you want to cancel the changes that you made in the private copy of the alert, you can discard your
check out. The changes are not saved and a new version of the alert is not created in the
repository. See "Discard a check out" on page 751.

Note: Once a resource is checked out, it cannot be checked out again until it is checked back in
to the versioned repository or the check out is discarded.

Check an alert back into the versioned repository

After you have completed your changes to an alert, you must check it back in to the versioned
repository for the changes to display in the public alert. When you check in a public alert, the private
edited copy is saved as the current version of the alert and no longer displays in the Explorer. See
"Modify a public alert" on page 750.

Modify a private alert

1. In the Explorer, select the alert you want to modify.
2. On the Actions menu, click Edit .
3. In the Alert Properties dialog box, make changes to any of the following:
l The resources required.
l The condition that is checked for.
l When the alert runs.
l Whether a report is sent to the recipients, and the report options.
l The notification message recipients.

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4. On the RapidResponse toolbar, click Save .

Modify a public alert

1. In the Explorer, select the alert you want to modify.
2. On the Actions menu, click Check Out and Edit .
3. In the Alert Properties dialog box, make changes to any of the following:
l The resources required.
l The condition that is checked for.
l When the alert runs.
l Whether a report is sent to the recipients, and the report options.
l The notification message recipients.

4. On the RapidResponse toolbar, click Save .

5. In the Explorer, select the private copy of the alert.
6. On the Actions menu, click Check In .
7. Type a comment in the Check in comment box. See "Version history" on page 752.
8. Select the Version type: Minor, Major, or Other. See "Version numbering" on page 751.
9. Optionally, do any of the following:
l To check the resource out after checking it in, select Check Out Again.
l To view all private resources that you can add or check in to the versioned repository, click
Show and select All Private Resources.
l To compare the alert with its public version, click Compare. See "Compare versions of an
alert" on page 753.
l To view the alert's dependencies, click Resource Usage.

Notes:
l If you change the workbook that is monitored or use the worksheet's default searches, the
search criteria are cleared.
l If the worksheet includes searches on hidden columns, those searches are visible in the
Alert Properties dialog box. You cannot modify or remove these searches, but, if you add or
modify searches in the alert, the searches on hidden columns are removed. You can also
remove the search if the column is deleted from the worksheet.
l If any of the resources (for example a workbook or filter) required become unavailable to
you, they are marked with a . For example, the scenario you are monitoring might no
longer exist. If any resources are unavailable, the condition is not checked, and you receive a
message identifying the missing resource. Contact your RapidResponse administrator for
more information.

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 Tips:
l Keep version comments and numbers updated so other users can easily navigate the
changes made to a resource.
l You can also check in a resource by right-clicking it in the Explorer or by click Versioning
on the RapidResponse toolbar and clicking Check In .

Discard a check out

1. Select the checked out public alert in the Explorer.
Checked out resources display with the .
2. On the Actions menu, click Discard Check Out .
3. Select to keep or delete the private copy of the alert, or to cancel the discard.

Note: If you select the private copy of the alert, the Discard Check Out option is not
available. You can only discard a check out for a public alert.

Version numbering
When an alert is stored in the versioned repository, either by adding it to the repository or by checking
it back in, you must select an identifying version number for the new version of that alert.
You can specify three types of version numbering: Minor, Major, and Other.
l Minor: Select to number the new version in a numerical X.Y format that increases in increments
of Y. For example, you can save an alert as version 1.4 or 3.16 or 10.32.
l Major: Select to number the new version in a numerical X.Y format that increases in increments
of X. For example, you can save an alert as version 2.0 or 16.0.
l Other: Select to type a version number for the workbook that does not follow a numerical X.Y
format. For example, you can save an alert as version TrackQtyB-2022.

With each successive version of the resource, RapidResponse continues with the version numbering
type you last selected. For example, if you save a resource as version 2.1, the next time you check in
the resource, the minor version option displays as 2.2 and the major version option displays as 3.0. If
you have specified the other increment type, the next time you check in the resource, you will be
prompted to type in a version number.
However, you can change version numbering types at any resource check in. For example, you can
change from version August2022 to version 6.0 the next time you check in the resource.
It is recommended that you establish a version numbering convention for all your resources to ensure
consistency, especially if resources are moving across different RapidResponse systems.

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Version history
You can view the version history for any private or public alert that you have access to. For private
alerts, the version history displays a time-stamped version of the alert with check in comments added
each time it is saved. For public alerts, addition information is provided in its version history, such as
the version number, check in comments, and who edited each version of the alert.

In the Version History dialog box, you can:

l View earlier versions of an alert and all comments made for that alert.
l Compare any two versions of an alert. For more information, see "Compare versions of an alert"
on page 753.
l Return to an earlier version of the alert. Earlier versions of the alert are maintained as subsets of
the alert and you can restore any earlier version of a resource as needed.
l Save a version with a new name, thereby creating a new private alert.
l Edit existing and blank comments for private alerts. You can edit your comments on a public alert
only if comment modification is enabled in your system.
l For public alerts, you can view check in details for a selected version.

For more on restoring resources, adding or modifying comments, and check in details, see the
RapidResponse Resource Authoring Guide (Java client)

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Version history
 View an alert's version history
1. Select the alert in the Explorer pane.
2. On the Actions menu, click Version History .

Tip: You can also click Versioning on the RapidResponse toolbar and click Version History
.

Compare versions of an alert

You can compare alerts that you have in RapidResponse and identify any differences between them.
Understanding the differences between alerts can help you understand how they have changed over
time. For example, using the Compare dialog box below you can identify that the filter has been
changed from All Parts to Make Parts when comparing the public (checked out) and private copies of
the filter.

When you compare two alerts, you must select which alert will display as the baseline alert on the left
side of the dialog box and which will display as the compare alert on the right side.

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When you compare two alerts, all of the specific properties that make up the alerts are organized in a
tree structure with property fields displaying as branches off of a main property category. To see
specific properties, expand a category.

You can compare:

l Two different alerts. For example, if you want to modify the condition of your alert to be similar to
another alert, you can compare the two alerts to identify what differences there are in the
condition.
l Private and public versions of an alert.
l Private and shared alerts.

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Version history
 Compare alerts
1. Do one of the following:
l Select the alert in the Explorer pane and on the Actions menu, click Compare .
l In the Check In or Version History dialog box, select the alert and click Compare .
2. In the Baseline list, select the alert or alert version to compare it to.

Share an alert
Sharing an alert with users enables them to run it and if they have permission to author alerts, they can
copy the shared alert to use as a starting point for their own alerts.

Sharing permissions
There are different levels of sharing permission you can grant another user:
l Run: The user can run the alert.
l Author: The user can make changes to the alert if they have permission to create alerts.
l Manage: The user can make changes to the alert if they have permission to create alerts. They
can also share, give, or delete the alert.

Alerts must first be added to the versioned repository and then they can be shared to make them
available to specified users. See "Add an alert to the versioned repository" on page 746. When you
share an alert, the resources that the alert uses are also shared. To add an alert to the versioned
repository and then share it, you must also:
l Have permission to share the resource that it monitors. For example, to successfully share a
worksheet alert you must have permission to share workbooks.
l You must own the resource that it monitors or the resources must be shared with you using
Manage permission.

If a resource that you are monitoring refers to a private scenario in the alert condition, you must share
the private scenario first and then modify the condition to use the shared scenario before you can add
the alert to the versioned repository and share it with users. Only alerts that refer to a private
temporary scenario using the scenario override can be added to the versioned repository and shared.
See"Use a temporary scenario in an alert" on page 744.
If you are unable to share the alert, you can give it to you RapidResponse administrator, and as them to
share the alert for you. See "Give an alert" on page 757.

Share an alert
1. In the Explorer, select the public alert that you want to share.
2. On the Actions menu, click Share.

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 3. In the Share Alert dialog box, click Select Names.
4. In the Select Names dialog box, do the following:
l On the Users tab, select the user or users you want to share the automation task with, and
then, depending on what sharing permission you want to grant them, click Run, Author, or
Manage.
l On the Groups tab, select the group or groups you want to share the automation task with,
and then, depending on what sharing permission you want to grant them, click Run, Author,
or Manage.

Notes:
l In systems with version control turned off, you can share private and shared alerts that you
own.
l If you add an alert to the versioned repository (or, in systems with version control turned
off, share an alert for the first time) and it uses a private predefined schedule, the
predefined schedule is shared automatically. For more information, see "Share a predefined
schedule" on page 763.

Copy an alert
You can create an alert by copying any alert that you have access to. Copying an alert copies all of its
properties, including the resource it monitors, the condition settings, and the users notified when the
alert finishes or fails.
By default, the name of the alert you copied displays in the Copy Alert dialog box. Unless you want to
retain a private version of a public alert, you should specify an new, unique name for the alert. Two
alerts with the same name cannot be in the versioned repository. For example, a private alert and
public alert with the name "Late Order" can both exist in RapidResponse. However, if you tried to add
the private Late Order alert to the versioned repository, you are prompted to give it a new name to
avoid conflicting with the existing public Late Order alert. See "Modify an alert" on page 748.

Copy an alert
1. In the Explorer pane, select the alert you want to copy.
2. On the Actions menu, click Copy.
3. Specify a name for the new alert.
4. Optionally, you can add a comment to the alert's version history by clicking the Add a comment
checkbox. For example, you might want to describe why you copied the alert or how it will be
changed.

Note: If you make a copy of a licensed resource, the your copy will require the same license key
as the original. For information about licenses, see the RapidResponse Administration Guide.

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Copy an alert
 Tip: You can also copy an alert by right-clicking the alert in the Explorer and then clicking Copy.

Give an alert
You can give any alert that you own to any other user who has permission to create alerts. You might
do this when you have created an alert for another user, or when you are no longer responsible for the
alert.
When you give an alert, any resources used or monitored by the alert, such as a workbook or filter, are
not given to the recipient. The resources must be shared or given to the user separately.
When you give an alert to another user, it is automatically locked. The new owner of the alert must edit
the properties of the alert to unlock it before it can run. For more information, see "Unlock an
automation resource" on page 708. Alerts that were configured to run automatically are also turned
off. The new owner must turn on the alert before it will run automatically.

Give an alert
1. In the Explorer, select the alert you want to give.
2. On the Actions menu, click Give.
3. In the Give Alert dialog box, do the following:
l In the Owner list, click the user you are giving the alert to.
l If you want to rename the alert, in the New Name box, type a name.
l Optionally, in the Notify new owner area, type a message to notify the new owner that the
alert has been given to them.

Note: If the new owner already has an alert of the same type with the same name as the one
you are giving them, you must specify a new name for the alert.

Tips:
l You can also give an alert by right-clicking the alert in the Explorer and then clicking Give.
l To find out more about the person you have selected in the Owner list, move the pointer
over their name.

Import or export an alert

If you are moving an alert from one system to another, or you have been provided with alert from
someone else, you can import that alert into your RapidResponse system.

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Alerts that you import or export include any linked resources that are monitored or used by the alert,
such as workbooks, scorecards, or filters. The linked resources are imported as private resources. If you
already have access to a resource with the same name, you can choose to either not import the
resource, replace the existing resource, or rename it. If you choose to rename a resource, all references
to it must also be renamed.
You must have permission to author each type of resource that is imported with the alert. If you cannot
create the resource type, you can import the alert, but cannot use it to monitor data. The resources you
cannot create are specified when you import the alert, as shown in the following image.

You can export any alert that you have created, which allows you to send the alert to another system or
allow another user to import and modify the alert or share alerts with an external partner. Any
resources required by the alert, such as workbooks, scorecards, or filters, are included with the alert .
Alerts are exported using the extension .alt.

Import an alert
1. On the File menu, point to Import, and then click Alert.
2. In the Import Alert dialog box, do the following:
l In the Look in list, navigate to the location where the alert is saved.
l Select the alert, and then click Open.
l If you already have a private alert with the same name, you are prompted to enter a unique
name.
The alert and its linked resources are now visible in the Explorer.

Specify how duplicate resources are managed when importing an alert

l In the Import Alert - Duplicate Resource Names dialog box, for each resource imported with the
alert, in the Action column click one of the following:
l Use existing shared: The resource is not imported, and the existing shared resource is used.
l Use existing private: The resource is not imported, and the existing private resource is used.

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Import or export an alert
 l Use existing : The resource is not imported, and the existing resource is used. Applies to
macros, profile variables, images, and insert definitions.
l Replace: The resource being imported replaces the existing resource.
l Rename: The resource's name is changed. The new name is automatically used in the
resource. Click in the New Name column and type a unique name.
l Import: The resource is imported as private. Available when there is not a duplicate conflict in
the system.

Caution: If you replace a macro, it is replaced for all other workbooks, filters, and so on that
use the macro. This can result in workbooks and filters not returning the data you expect, or
possibly not returning any data. Before you replace a macro, you should ensure the new macro
is similar to the existing macro.

Note: Some resources might require a license key to be applied to the RapidResponse system
before they can be imported. For information about licenses, see the RapidResponse
Administration Guide

Export an alert
1. In the Explorer, select the alert you want to export.
2. On the File menu, click Export.
3. In the Export Alert dialog box, specify the location you want to save the file.
4. In the File name box, type the name of the file.
5. Click Save.

Delete an alert
If an alert that you own is not needed, you can delete it. Deleting an alert removes it from all users who
had access to it, and it no longer runs. The workbook or scorecards used by the alert are not deleted.

Note: If you delete an alert that is used in an automation chain, you are notified that deleting
the alert might cause the automation chain that uses it to fail.

Delete an alert
1. In the Explorer, select the alert you want to delete.
2. On the Actions menu, click Delete.
3. If the alert is used in an automation chain, in the Delete Alert dialog box do one of the following:

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l To confirm the deletion, click Yes.
l If you do not want to affect the automation chains this alert depends on, click No.

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Delete an alert
CHAPTER 44: Using predefined schedules to
run alerts
Create a predefined schedule 762
Share a predefined schedule 763
View predefined schedules 764
Edit a predefined schedule 764
Delete a predefined schedule 765

You can create predefined schedules to run alerts at consistent times. For example, you can use a
schedule to run alerts that generate reports when a data update is scheduled every night. After each
update, you want to provide the latest details of your operation to key suppliers. You can create a
predefined schedule for after the update and then associate alerts with it that generate reports for
those suppliers. You can also share the schedule so that other people can schedule their alerts for the
same time.

Create a predefined schedule

If you have alert authoring permission, you can create schedules to run alerts. Each schedule must
specify when the alert runs, the dates that the alert is effective, and, if required, how often the alert
repeats. You can specify that the alert run and generate a report on a specific day and time, or
whenever data is imported from your enterprise data sources.
If your region participates in Daylight Saving Time (DST), your alerts might not run as you expect if they
are scheduled between 1:00 AM and 3:00 AM on the dates DST begins and ends. When DST begins,
alerts scheduled between 2:00 AM and 3:00 AM run at the equivalent time an hour later, for example,
at 3:15 instead of 2:15. When DST ends, alerts scheduled between 1:00 AM and 2:00 AM run only once,
despite the hour repeating.

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 Create a schedule to run alerts
1. On the View menu, click Schedules.
2. In the Schedules dialog box, click New Schedule .
3. In the New Schedule dialog box, type the schedule name in the Name box.
4. In the Description box, type information about the schedule.
5. Click Every, and then click the calendar period in which you want to run the alert.
If you select a weekly or monthly calendar, the alert runs on the first day of the week or month.
6. In the Time and Time zone boxes, specify the time you want to run the alert.
7. If you want the alert to run multiple times, do the following:
l Select the Repeat every checkbox.
l In the Repeat every box, type the interval you want the alert to repeat on.
l In the list, click either Hours or Minutes.
l In the Until box, type the time you want the alert to stop running.
8. In the Start and End boxes, specify the time span during which alerts associated with the
schedule will check for conditions..

Note: The Today date constant should not be used for scheduling, because it can be
interpreted as different dates for different users.

Create a schedule to run alerts on a data import

1. On the View menu, click Schedules.
2. In the Schedules dialog box, click New Schedule .
3. In the New Schedule dialog box, type the schedule name in the Name box.
4. In the Description box, type information about the schedule.
5. Click On data import.
6. In the Start and End boxes, specify the time span during which alerts associated with the
schedule will check for conditions.

Tip: You can also open the Schedules dialog box by clicking Show Schedule Details on the
Automation Details and Log workbook toolbar. For more information, see "Automation task
logging" on page 767.

Share a predefined schedule

You can allow other users to use predefined schedules that you create for running alerts. Unlike sharing
resources and scenarios, you do not share predefined schedules with specific users. Once you share a

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predefined schedule, it is available to all users in your RapidResponse system who have permission to
create alerts, automation chains, or scheduled tasks.
If you create a private predefined schedule, and then you start to use the schedule to run a public alert,
the schedule is shared automatically. This can occur when you edit a public alert to use a private
schedule, or when you add an alert that uses a private predefined schedule to the versioned repository.
In systems with version control turned off, sharing an alert automatically shares the predefined
schedule it uses.

1. On the View menu, click Schedules.

2. In the Schedules dialog box, select a schedule and then click Properties .
3. In the Schedule Properties dialog box, select the Shared checkbox.

Notes:
l If nobody else owns an alert that uses a predefined schedule that you have shared, and you
do not own a public alert that uses that schedule, you can stop sharing it by clearing the
Shared box in the Schedule Properties.
l Two shared schedules cannot have the same name. If your private predefined schedule has
the same name as a shared schedule, you must rename it using a unique name before it can
be shared.

View predefined schedules

You can view information about of all the predefined schedules to which you have access.
l On the View menu, click Schedules.

Tip: You can also access this information when you are creating or editing an alert. Click the
Frequency tab and then click Schedule Details.

Edit a predefined schedule

You can edit any predefined schedule that you have created for running alerts. This changes the
schedule for all alerts that use that predefined schedule.

1. On the View menu, click Schedules.

2. In the Schedules dialog box, select a schedule and then click Properties .
3. In the Schedule Properties dialog box, change the properties you want.

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View predefined schedules
 Delete a predefined schedule
You can delete any predefined scheduled that you have created as long as it is not used by any existing
alerts, scheduled tasks, or automation chains. You must first modify those resources to use a different
schedule or frequency setting, and then you can delete the schedule.
If your schedule is used in resources owned by other users, contact your RapidResponse administrator
and have them delete the schedule for you. When an administrator deletes a schedule they have the
option to do the following:
l Keep running automation resources on that same schedule.
l Run those resources on a different schedule.
l Delete the automation resources that use that schedule.

For more, see the RapidResponse Administration Guide.

1. On the View menu, click Schedules.

2. In the Schedules dialog box, select a schedule and then click Delete .
3. If the schedule is not used by any automation resources, you are asked if you want to delete the
schedule. Click Yes.

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CHAPTER 45: Automation resource details and
logging
Automation task logging 767
Workbook command logging 774
Script logging 780
Workflow logging 781

When you run automation resources in RapidResponse, you can review details about those activities in
the Automation Details and Log workbook. You can use the information in this workbook to verify that
your resources are running properly. Each resource's start and end time are recorded, which show you if
the resource is running on schedule and how long a resource or a step in an automation chain takes to
run.
You can view details for:
l Automation resources that you have access to that have been run by yourself or an administrator.
l Automation resources that you own that have been run by other users.

Records in the Automation Details and Log workbook are automatically deleted after 14 days. Your
RapidResponse administrator can modify this number.
Depending on which automation resources you have access to, the following worksheets can display:
l Automation Task Log: Displays details for alerts, scheduled tasks, and automation chains. See
"Automation task logging" on page 767.
l Workbook Command Log: Displays details for workbook commands that have been run
interactively. See "Workbook command logging" on page 774.

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 l Script Log: Displays details for scripts run manually, by scheduled tasks, and by RapidResponse
(web services). See "Script logging" on page 780.
l Workflow Log: Displays details for workflows run manually and automatically. See "Workflow
logging" on page 781.

Note: If an automation resource is not running on schedule, it might be starting at the same
time as several other automation resources and cannot complete until the others have
completed. In this case, you can modify the start times.

Open the Automation Details and Log workbook

1. On the RapidResponse toolbar, click Run Automation Task .

2. Click Automation Details and Log.

Automation task logging

The Automation Task Log worksheet provides information about all automation tasks (alerts, scheduled
tasks, and automation chains) that have run that you have access to; including whether it is scheduled,
the resource and scenario used, and when it runs. You can choose which type of automation task is
displayed in this worksheet from the Show list and you can view log entries that have run in a specific
time frame by selecting from the Horizon list.
An example of the Automation Task Log worksheet displaying alerts is shown in the following image.

You can also use the Automation Task Log worksheet to print a list of your automation tasks, or export
the details to create a report of your automation tasks. See "Print worksheet data" on page 421 or
"Exporting data" on page 408.
You can sort the list of automation tasks to view information about the resources used by the
scheduled tasks. See "View the log of automation tasks that have run" on page 772.

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Task status
The Automation Task Log worksheet provides a status column and a color bar to help you quickly
recognize whether an automation task has completed successfully or failed.
The status of a task can be one of the following:

Completed: The automation task completed successfully. If a data modification command was run,
there were no errors.

Completed: Applies only to data modification commands. The command completed successfully with
some errors.

Failed: The automation task failed. If a data modification command was run, the command failed
because the acceptable number of errors was exceeded. No data changes were made. A data
modification command might also fail due to a non-data error, such as an invalid scenario or a missing
resource that prevents it from completing successfully. Information about these errors is provided in
the Details column.
Depending on the type of automation task, there are different reasons why it might have failed:
l Alerts can fail if the resource they monitor or one of the data settings is not available. For
example, the following message explains that an alert failed because the user who ran it does not
have access to the scenario that the alert uses.

l Scheduled tasks can fail if the command that a workbook runs cannot access a resource or data
setting, or if the script it runs contains an error. For example, the following message explains that
a scheduled task failed because of a script error.

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Automation task logging
 l Automation chains fail if a step is broken or if they contain a conditional step that does not meet
its condition. For example, if a step relies on a scenario that doesn't exit, then the chain fails. For
automation chains that do not contain conditional steps, each step that fails is identified as a
failed automation task in the Automation Task Log, but the automation chain itself is identified as
successful. For each automation task that failed, the automation chain that it ran from is
identified in the log. For more information, see the RapidResponse Resource Authoring Guide
(Java client)

Canceled: The automation task was canceled. If a data modification command was run, details about
the command are not available. In addition, the number of records inserted, modified, and deleted are
displayed in gray text, and the changes are not applied.

Note: For scheduled tasks that run a data modification command, if there are no errors or the
number of errors don't exceed a specified number, the task is logged as successful. If the
acceptable number of errors is exceeded, the log displays that the scheduled task has failed.
For more about creating and configuring scheduled tasks, see the RapidResponse Resource
Authoring Guide (Java client)

The Automation Task Owner column displays the user name of the user who owns the Automation
task. When automation tasks fail, consider contacting this user for assistance. Click the icon beside the
user's name to view contact information.

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Automation task failure notifications
If you are on the failure notification list, when an automation task fails a message is sent to your
Message Center and your email address if you have forwarded your messages to email. When a
scheduled task that runs a data modification command fails due to data errors, the message lists a
maximum of ten invalid records. You can review the Error Details worksheet for information about all of
the errors that occurred. For more information about accessing this worksheet, see "Error Details
worksheet" on page 778.

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Automation task logging
 For more information about using Message Center, see "Message Center and email" on page 568.

Data Modification columns

The Data Modification columns contain information about data changes made by scheduled tasks that
run data modification commands. The number of records that are inserted, modified, and deleted are
displayed with the number of errors, if any, that occurred. These record counts apply only to the data in
tables that the worksheets updated by the command are based on. They do not include inserted
reference records or related deleted records.
The Inserted, Modified, and Deleted columns contain a number if the worksheet is configured to
perform that operation (this number can be zero). If there is no number in the column, the worksheet
is not configured to perform that operation. If the data modification cannot complete successfully,
these numbers are displayed in gray text to indicate that the changes were not made.

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The Data Modification columns display the total number of records that are inserted, modified, and
deleted by a command. You can click the name of a command to open the Data Modification Details
worksheet, which displays the number of records modified by each command action. For more
information about this worksheet, see "Data Modification Details worksheet" on page 776.
You can click the number of errors in the Errors column to open the Error Details worksheet, which
provides information about any errors that occurred. For more information about this worksheet, see
"Error Details worksheet" on page 778.
When you open the Data Modification Details worksheet or the Error Details worksheet by clicking a
link, the row is highlighted with yellow. Click Reset on the workbook toolbar to close the detail
worksheets.

Note: The Data Modification Details and Error Details worksheets are also accessible from the
Workbook Command Log worksheet. For more information, see "Workbook command logging"
on page 774.

View the log of automation tasks that have run

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. Click the Automation Task Log worksheet.
3. In the Show list, click one of the following:
l All Automation Tasks: Shows alerts, scheduled tasks, and automation chains.
l Alerts: Shows only alerts.
l Automation Chains: Shows only automation chains.
l Scheduled Tasks: Shows only scheduled tasks.
4. If you want to view all automation tasks that run as part of an automation chain, do the
following:

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Automation task logging
 l In the Show list, click All Automation Tasks.
l Search the Automation Chain column to display only non-blank values. For more
information, see "Searching data in workbooks" on page 228.
5. In the Horizon list, click the number of days of log activity to view in the worksheet.

Note: If an automation task has been deleted, an icon is not displayed beside its name.

Find failed automation tasks

1. In the Automation Details and Log workbook, click the Automation Task Log tab.
2. On the RapidResponse toolbar, click Search Worksheet Data , and then click New Search.
3. In the Search dialog box, specify one of the following:
l In the Finished column, in the Matches search expression box, type a blank String (' ').
l In the Status column, select either contains , is like, or is exactly, and then in the box type
Failed.
4. For each failed automation task, look in the Automation Chain column to determine if the
automation task was part of an automation chain.

Note: For more information about searching, see "Search for specific data" on page 230.

View details about why an automation task failed

1. In the Automation Details and Log workbook, click the Automation Task Log tab.
2. Do one of the following:
l In the Details column, click the Errors link for the failed alert, scheduled task, or automation
chain you want to view details about.
The error message for the automation task is displayed in the Error message dialog box.
l For a failed scheduled task that runs a data modification command, click the link in the Errors
column to open the Error Details worksheet. When you are finished reviewing details, click
Reset on the toolbar to close the details worksheet.

Notes:
l If an automation task has been shared with you, you might have been given permission to
customize the automation task's data or notification settings. For more information, see
"Running automation resources manually" on page 696.
l If an automation task is locked, its owner must unlock it before it can run. For more
information, see "Unlock an automation resource" on page 708.

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 Refresh data in the worksheet
l On the toolbar, click Refresh All .

Note: You might need to refresh the worksheet if you create or copy an automation task and it
does not automatically display in the worksheet.

Sort the automation task details

1. In the Automation Details and Log workbook, click the Automation Tasks worksheet.
2. Click the column header you want to sort.
3. On the RapidResponse toolbar, click either Sort Ascending or Sort Descending .

Workbook command logging

Each time you interactively run a workbook command, this activity is logged in the Workbook
Command Log worksheet in the Automation Details and Log workbook. You can use this worksheet to
review information about the commands that you have run. Additionally, the Workbook Command Log
worksheet includes links to the following worksheets:
l "Data Modification Details worksheet" on page 776
l "Error Details worksheet" on page 778

The Data Modification Details worksheet can be used to more closely examine the data modifications
made by the command, and the Error Details worksheet can be used to investigate errors.
For information about running workbook commands, see "Run workbook commands" on page 458.

Workbook Command Log worksheet

The Workbook Command Log worksheet displays information about the worksheet commands you
have run, including when the command was run, the workbook that contains the command, the
scenario that was modified by the command, and the status of the command (for example, whether it
completed successfully or failed). This worksheet also provides counts of the number of records that
were inserted, modified, or deleted by the command and of the number of records in error.
The Workbook Owner column shows the name of the user who owns the workbook that contains the
command. Consider contacting this user if you require assistance with the command. Click the icon
beside the user's name to view contact information.
You can display log records that have run in a specific time frame by selecting from the Horizon list on
the workbook toolbar.

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 Command status
When you run a workbook command, the command can complete successfully if there are no errors or
if the number of errors does not exceed an acceptable number. If the acceptable number of errors is
exceeded, the command fails. You can also cancel the command before the data changes are saved.
This worksheet provides a status column and a color bar to help you recognize whether a command has
completed successfully, failed, or was canceled.
The acceptable number of errors that can occur when a command runs is set by the worksheet author.
Workbook authors can configure whether a data modification command fails when the first error
occurs or completes successfully even though some errors have occurred. When the author allows
some errors to occur, they set an error limit for the worksheet. If this limit is not exceeded, the
command can complete successfully. Therefore, you might be able to confirm a command's data
changes even though not all record insertions, modifications, or deletions have occurred successfully.
The status of a command can be one of the following:

Completed: The command completed successfully with no errors.

Completed: The command completed successfully with some errors.

Canceled: You canceled the command. No data changes were made.

Failed: The command failed because the acceptable level of errors was exceeded. No data changes
were made. A command might also fail due to a non-data error, such as an invalid scenario or a missing
resource that prevents the command from completing successfully. Information about these errors is
provided in the Details column, which contains a link to open a dialog box that provides more
information about the error.

Data Modification columns

The Data Modification columns contain information about data changes made by commands. The
number of records that are inserted, modified, and deleted are displayed with the number of errors, if

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any, that occurred. These record counts apply only to the data in tables that the worksheets updated by
the command are based on. They do not include inserted reference records or related deleted records.
The Inserted, Modified, and Deleted columns contain a number if the worksheet is configured to
perform that operation (this number can be zero). If there is no number in the column, the worksheet is
not configured to perform that operation. These numbers are displayed even if a command fails or is
canceled. In this case, the text is gray to indicate that the changes were not made.

The Data Modification columns display the total number of records that are inserted, modified, and
deleted by a command. You can click the name of a command to open the Data Modification Details
worksheet, which displays the number of records modified by each command action. You can click the
number of errors in the Errors column to open the Error Details worksheet, which provides information
about any errors that occurred.
When you open the Data Modification Details worksheet or the Error Details worksheet by clicking a
link, the row is highlighted with yellow. Click Reset on the workbook toolbar to close the detail
worksheets.
Records in the Workbook Command Log worksheet are automatically deleted after 14 days. Your
RapidResponse administrator can modify this number.

Tip: The Errors column in the Data Modification Details worksheet also includes a link to the
Error Details worksheet. To view error information for one specific command action only, open
Error Details from this worksheet instead.

Data Modification Details worksheet

This worksheet shows details about the results of each action of a data modification command. The
number of records that were inserted, modified, or deleted by each action of the command and the
errors that occurred, if any, are reported. This worksheet also provides other information, including the
statuses of the actions (such as whether they completed successfully or failed) and the worksheet that
is updated by each action.

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Workbook command logging
 You can access this worksheet by clicking a link in the Command column of the Automation Task Log
worksheet or the Workbook Command Log worksheet.

Action status
An action can complete successfully if there are no errors or if the number of errors does not exceed an
acceptable number. If the acceptable number of errors is exceeded, the action fails, causing the
command to fail. This worksheet provides a status column and a color bar to help you recognize
whether a command action has completed successfully or failed.
The acceptable number of errors that can occur when an action is performed is set by the worksheet
author. Authors can configure whether a data modification action fails when the first error occurs or
completes successfully even though some errors have occurred. When the author allows some errors
to occur, they set an error limit for the worksheet. If this limit is not exceeded, the action can complete
successfully. Therefore, you might be able to confirm a command's data changes even though not all
record insertions, modifications, or deletions have occurred successfully. The Status column and the
color bar can help you to differentiate between the actions that were successful and the actions that
were successful yet had errors.
The status of an action can be one of the following:

Completed: The action completed successfully with no errors.

Completed: The action completed successfully with some errors.

Failed: The action failed because the acceptable number of errors was exceeded. No data changes
were made because a failed action results in a failed command. If an action fails, any subsequent
actions are not displayed in this worksheet. A command might also fail due to a non-data error, such as
an invalid scenario or a missing resource that prevents the command from completing successfully.
When you click a command name in the Automation Task Log worksheet or the Workbook Command
Log worksheet, the row is highlighted with yellow to clearly identify the command that you are viewing
information about. To close the Data Modification Details worksheet and remove any highlighting, click
Reset on the workbook toolbar. This will also close the Error Details worksheet if it is open.

If errors occurred when an action was being performed, you can click the link in the Errors column to
open the Error Details worksheet, which displays information about only those errors.

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Records in the Data Modification Details worksheet are automatically deleted after 14 days. Your
RapidResponse administrator can modify this number.

Note: For information about accessing this worksheet from the Automation Task Log
worksheet, see "Automation task logging" on page 767.

Error Details worksheet

If errors occur when a data modification command runs, you might need to fix the errors so that the
command can run successfully. You can use the information logged in this worksheet to investigate
data modification errors. You can view information about the errors, including the location of the
records in error and why the errors occurred.
You can access this worksheet by clicking on the number of errors that appears in the Errors column of
the Automation Task Log worksheet, the Workbook Command Log worksheet, or the Data Modification
Details worksheet. You can also open this worksheet from the Error dialog box. When you run a
command that fails, the Error dialog box opens. You can click View Error Log in this dialog box to open
the Automation Details and Log workbook, which displays the Workbook Command Log and the Error
Details worksheets.

When you click this link in the Automation Task Log worksheet or the Workbook Command Log
worksheet, the row that contains the link is highlighted with yellow to clearly identify the command
that you are viewing information about. When you are done reviewing the details, click Reset on the
workbook toolbar to close the detail worksheet. This also closes the Data Modification Details
worksheet.

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Workbook command logging
 If a command performs multiple actions and one action fails, the actions that follow the failed action
are not run and no error information is logged for those actions.
The number of errors displayed in this worksheet is determined by your RapidResponse administrator.
Records in the Error Details worksheet are automatically deleted after 14 days. Your RapidResponse
administrator can modify this number.

Note: For information about accessing this worksheet from the Automation Task Log
worksheet, see "Automation task logging" on page 767.

View the log of data modification commands that have run interactively

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. Click the Workbook Command Log worksheet.
3. In the Horizon list, click the number of days of log activity to view in the worksheet.

View details about the actions of a command

1. In the Automation Details and Log workbook, click the Workbook Command Log tab.
2. In the Command column, click the command's name link to open the Data Modification Details
worksheet.
3. When you are finished reviewing details, click Reset on the toolbar to close the details
worksheet.

View details about why a data modification command failed

1. In the Automation Details and Log workbook, click the Workbook Command Log tab.
2. Do one of the following:
l In the Details column, click the Errors link for the command you want to view details about.
The error message for the command is displayed in the Error message dialog box.
l For a command that failed due to data errors, click the link in the Errors column to open the
Error Details worksheet. When you are finished reviewing details, click Reset on the toolbar
to close the details worksheet.

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Script logging
Each time you run a script, either from the Run Automation Task dialog box, by a scheduled task, from
the Explorer, or by a workbook command, the script's activity is logged. This information indicates when
the script started running, how long it ran for, the result of running it, and any values passed to the
script. You can use this information to find scripts that are not functioning properly, or to review the
results of scripts that have run multiple times.
Scripts are logged when they complete properly and when they fail. However, a completed script might
not have performed the operations you expect. For example, if a script creates a scenario and that
scenario already exists, the script does not perform its function. However, because the code defined in
the script executed properly, the script is logged as running successfully. To determine whether a script
has performed its function, the result of running the script is included in the log. Typically, this
information will contain an error message if the script did not perform its function. If a script fails
consistently, contact your RapidResponse administrator.
An example of script log information is shown in the following illustration.

One script shown in the log is identified as successful, and the other two failed.
Sometimes, scripts that could not perform their functions are identified as successful. The values in the
Result column show which scripts could not perform their functions, and why. In the following example,
the Historical Scenarios script ran, and it was successful, but a scenario it required to perform its
function was not available.

If you own a script, you can also view any messages written to the output console in the Console
Output column. This column is blank if you do not own the script. See the RapidResponse Scripting
Guide (Java client.

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Script logging
 You can specify how much history to display in the worksheet using the Horizon control on the
workbook toolbar. For example, you can view only scripts that have run on the current date, the past
three days, or the past month.

View information about scripts

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. In the Automation Details and Log workbook, click the Script Log tab.

Specify how many days of log entries are displayed

1. In the Automation Details and Log workbook, click the Script Log worksheet.
2. In the Horizon list, click the number of days to display entries for.

Workflow logging
Each time a workflow is run, either manually or by a scheduled task or script, this activity is logged in
the Workflow Log worksheet in the Automation Details and Log workbook. You can use this worksheet
to review information about workflows such as who ran it, how long it ran for, and its status.
To review the different tasks that ran in the workflow, open the Workflow Task Details worksheet to
view details for individual tasks. For workflows that have failed, you can use this to determine which
step the workflow failed on and why it failed.
Records in the Workflow Log worksheet are automatically deleted after 14 days. Your RapidResponse
administrator can modify this number.

View information about workflows

1. On the RapidResponse toolbar, click Run Automation Task , and then click Automation
Details and Log.
2. In the Automation Details and Log workbook, click the Workflow Log tab.
3. To see more columns with information about the workflow, click Details>> on the workbook
toolbar.

Specify how many days of log entries are displayed

1. In the Automation Details and Log workbook, click the Workflow Log worksheet.
2. In the Horizon list, click the number of days to display entries for.

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Review workflow steps
1. In the Automation Details and Log workbook, in the Workflow Log worksheet, select the
workflow you want to investigate.
2. Click the link in the Status column.
3. In the Workflow Task Details worksheet, review the information in the Status and Details
columns.

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Workflow logging
 it, and any notes that person included to
describe their actions.
Glossary Add-in
Custom application that extends
RapidResponse functionality, and is typically
. designed by your company.

.ipk Alert
See "integration package." A type of resource used to monitor data and
send notification messages when the data
.kpk meets a specified condition.
See "application package."
Allocation (demand)
.rpk A dependent demand created to provide
See "resource package." some supply to satisfy an independent
demand.
.spk
See "user group package." Allocation (supply)
Supply used to satisfy a demand. Portions of
A one supply order can be allocated to several
demand orders. Supply can also be allocated
Accepted forecast from one site to satisfy demands at another
A forecast created by your company site.
indicating the quantities you are willing to
commit to a customer. Allotment
See Allocation (supply)
Active forecast
Forecast records that can be consumed, and Application package
that contribute to other demands. A file that is used to migrate any
combination of user groups, resources, data
Activity (workflow) model changes, and other integration
Represents the work actions performed in a settings between servers.
workflow, either individual tasks or tasks
grouped into sub-processes. Approved Action (scenario)
Represents the most recent data in
Activity Log RapidResponse. This scenario is typically
Records the actions performed on a used as the basis for simulation scenarios.
scenario, including what was done, who did

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Glossary
 As of date Automation task
The date the supply or demand quantities Automation resource that can be run in an
displayed in a waterfall report were automation chain, including alerts,
calculated. scheduled tasks, and other automation
chains.
Authoring
Creating resources. AutoText
Text that is added to the header or footer of
Auto statistics the printed report to provide more
Summary information about selected data, information about the data being printed.
displayed in the status bar.
Available date
Automatic record creation The date a supply is available to be used.
When importing data, records in some
tables can be automatically created. This is
B
typically done when an imported record
requires a record in another database table, Backlog
but that record does not exist. Customer orders that have been satisfied,
but have not been shipped.
Automatic update (scenario)
Changes are brought into a scenario from its Baseline as of date
parent automatically. An as of date in a waterfall report that
contains values used as a comparison for
Automatically-created record other historical data values. See also As of
Record that is inserted into referenced date.
tables using data values generated by
RapidResponse. This record is inserted to Blocked (order)
support the insertion of other records when A work order that cannot be produced using
a recursive insert cannot be used, such as on hand inventory.
when editing data in a crosstab worksheet.
BOM
Automation chain Bill of Materials. The structure of
A resource that defines a series of components that are used to build a part.
automation tasks (alerts, scheduled tasks,
and automation chains) that run in a BOM comparison
specified sequence. Determines which parts two BOMs have in
common, or which parts are unique in each
Automation resource of two BOMs.
Resource that can be run automatically,
including alerts, automation chains, BPMN
scehduled tasks, scripts, and workflows. The Business Process Model and Notation
(BPMN) system is a standard set of graphical
representations used to define business
processes.

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Glossary
Brand owner Call
A company that sells to customers. The Use a macro in an expression. This requires
brand owner may do some manufacturing you to specify the fields or values to use as
and/or outsource manufacturing to other the macro’s parameters.
companies.
Capacity
Brand site The utilization of your production facilities.
A site owned by a brand owner. These sites A facility can be over-utilized, meaning it has
can perform manufacturing processes, or more work assigned to it than it can handle,
can provide data for contract manufacturers or under-utilized, meaning it does not have
as much work assigned to it as it can handle.
Broadcast message Capacity can be measured in terms of labor
A message that an administrator sends to or machines. Labor capacity refers to people
RapidResponse users. Optionally, the available to perform jobs, and machine
message can be displayed as a pop-up for capacity refers to factory equipment.
greater visibility.
Changeover
C The process of converting the line or
machine from one product to another, such
Calculated table as setup and cleanup.
A table that stores data produced by
algorithm calculations. Data in calculated Clear
tables can't be edited directly. A work order that can be produced using on-
hand inventory.
Calendar (dates)
A set of date values. Each date in the Clear to Build
calendar is called a calendar unit. When a Process of determining which work orders
calendar is used to define date buckets, each have sufficient inventory to be moved into
bucket begins on a calendar unit and ends production.
on the date immediately before the next
calendar unit. Closed loop
Changes made to data in RapidResponse are
Calendar (dialog box) brought into your enterprise data sources.
Allows you to select a date value when
modifying dates in worksheets Collaboration
A feature that allows a group of people to
Calendar marker work together to solve a problem remotely
See Calendar unit. through RapidResponse.

Calendar unit Collaboration center

A date that is defined in a calendar. An area in RapidResponse where you can
see all the collaborations that you have
access to.

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Glossary
 Collaborative scenario follows. The three types of connectors are
A scenario that a team of people is working unconditional, conditional, and default.
with to solve a problem
Constraint
Column identifier A limit on production, measured as a
Internal name for a column. Each column in number of units per a period of time.
a worksheet must have a unique identifier. Constraints can refer to the maximum daily
output of a machine or a limit on weekly
Commit available supply.
Merge a scenario with its parent. Data
differences in the child scenario are Contract manufacturer
reflected in the parent scenario’s data. A company that manufactures products,
sub-assemblies, or components according to
Comparison scenario designs and specifications provided by a
In a worksheet that displays data from brand owner.
multiple scenarios, this scenario is compared
to the user’s selected scenario. Controller worksheet
A worksheet that provides a switchable view
Composite worksheet of multiple worksheets within a single
A worksheet that displays data from one or workspace.
more other worksheets. These worksheets
typically display data from a wide variety of Cost of goods sold (planned)
tables. The total cost of each part your company
sells. Includes material, labor, and overhead
Concatenation costs.
Data operation that combines two or more
String values into one. See also String. Cost of goods sold (standard)
The cost of each part your company sells, as
Conditional formatting specified in your enterprise data sources.
Changes the appearance of a column This is also called the standard cost or
depending on the data values in the column. standard unit cost.

Conditionally editable Critical path

A worksheet column that can be used to The longest path from top to bottom of a
modify data only when a specific condition is BOM. Represents the parts leading from the
met. lowest level of the BOM to the root part,
and is used to calculate the time required to
Conflicting data change build one unit of the root part.
A record that has been modified by two
different users. Crosstab worksheet
Displays summarized data in a horizontal
Connector format, usually bucketed by date.
A part of a workflow that links the elements
and defines that path that the workflow

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Glossary
Cumulative lead time Date variable
The total number of days it takes to build A workbook variable that contains a Date
one unit of a part plus the time required to value. The value is inserted into expressions
build each of its components. Represents that use the variable.
the total manufacturing time of the part.
Demand (data errors)
Customized report Errors with the demand orders in your
Report created to show only specific data for system, including orders with negative
a specific user. quantities, orders that do not create any
actual demand, and orders with a selling
D price less than the part’s cost, among
others.
Dashboard
Provides summarized views that help Demand date
monitor business performance categories. The date a demand order is entered into
Data and charts are displayed in RapidResponse, or the earliest demand that
components called widgets. a supply order satisfies.

Data columns Demand site

In a crosstab worksheet, the columns that The site a quantity of supply is allocated to.
contain data that is summarized. Values in Demands are created at this site and supply
the data columns represent summarized to satisfy them is obtained from a supply
totals of multiple records with the same site.
values in the dimension columns.
Dependent demand
Data integrity A demand order created by an independent
Measures how many errors exist in data demand. Typically represents demand for a
obtained from your company’s enterprise component of the part the independent
data sources. demand is created for.

Data package Design mode

A backup copy of the RapidResponse Allows you to modify properties of a
database. workbook or worksheet.

Data publisher Desktop client

A company that sends data to another See "Java Client."
company through a RapidResponse-to-
RapidResponse connection. Detail worksheet
A worksheet that shows individual records
Data subscriber related to a summarized view. Crosstab
A company that receives data from another worksheets, scorecard metrics, and
company, such as through a RapidResponse- dashboard widgets are examples of
to-RapidResponse connection. summarized views that can have detail
worksheets associated with them.

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Glossary
 Dimension column E
In a crosstab worksheet, a column that
contains data the other columns are Edit range
grouped by. All records with the same values Edits multiple cells in a worksheet column or
in the dimension columns are summarized crosstab worksheet row. These cells can be
together. modified to contain the same value, to copy
values from another column or row, or to
Direct demand perform mathematical equations.
Demand on a demand site. This demand is
satisfied either with inventory at the Editable crosstab worksheet
demand site or by transferring supply from a A horizontal worksheet, bucketed by date, in
supply site. Direct demand on a demand site which data values can be modified.
can create a transfer demand on a supply
site. See also Transfer demand. Effective date (engineering change)
The date an engineering change is
Distribution center implemented in production.
A site that orders are shipped from.
Distribution centers can ship orders to Effectivity dates
customers, other distribution centers, or Determines which BOM records are
manufacturing sites. displayed in RapidResponse workbooks. If a
BOM is modified, the changes take effect on
Dock-to-stock a specified date. An effectivity date before
The number of days a supply takes to move the change will show the BOM’s initial
from the loading dock to inventory. configuration, while an effectivity date later
than the change will show the BOM’s new
Dock date configuration.
The date an order is expected to be
received. Embedded algorithm
Performs calculations on input or calculated
Drill to details data in RapidResponse and generates results
Link from a crosstab worksheet to another in a custom table in the RapidResponse
worksheet that displays each record database.
summarized in a particular crosstab cell.
Encoding
Due date Determines how each character in a text file
The date a demand order must be shipped. is saved. Different encoding methods can be
If the order ships after its due date, it is late. used to support different languages.

Duplicate value Engineering change

Value that repeats in subsequent worksheet A change to how a part is assembled, such
rows. as a new component.

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Glossary
Enterprise Data (scenario) Export (resource)
Represents the data in your enterprise data Save a copy of a resource to a hard drive or
sources. This scenario is the parent of all network location.
other scenarios, and is sometimes called the
root scenario. Expression
Combination of fields and operators that
Enum describes some data in the RapidResponse
A field that contains or returns values from a database. Expressions are used to define
list of predefined strings. For example, many worksheet columns, worksheet filters,
of the fields containing processing options in filters, and hierarchy levels, among others.
control tables are identified as Enum.
Extensions
Equal share allocation External resources that can be used to help
Allocates the same amount of available you in your job. Extensions can be Web-
supply to all demand orders due on a based applications, links to Web sites, or
specific date. links to information on your company’s
intranet.
Event (event management)
A grouping of one or more event phases. Extract specification
Provides details on the data files that
Event (workflow) populate data for each RapidResponse table.
Identifies when a workflow or a sub-process It also identifies the source used to populate
in the workflow starts or ends. each field in that table.

Event phase
F
A period during which the demand or unit
price for a product is expected to change in Fair share allocation
a defined way as a result of a promotion or Allocates a larger portion of available supply
other occurence. to larger orders due on a specific date.
Exception Field
A change to data that exceeds a specified One portion of a database record. A table is
tolerance. defined by fields.
Explorer panel Field map
A panel used to locate and manage Connects columns in the data file to the
resources. fields in the RapidResponse data model they
are intended to provide data for.
Export (data)
Save a copy of a worksheet’s data to a file. File location
Data can be exported from any workbook or A reference to a directory on either the
scorecard. computer that RapidResponse is installed on
or your local network. This directory can be
used to export reports to a hard drive or to

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Glossary
 store commands to run after an alert has scenario, except for persisted data. A full
finished its processing. data import also deletes all non-permanent
scenarios.
Filter
A type of resource used to limit the data Future (date)
shown in a worksheet or scorecard. Filters A date constant that includes all dates after
allow you to see a manageable amount of the latest date in the system, or dates later
data in a worksheet, or to view data specific than the buckets in a crosstab worksheet.
to your job.
G
Filter control
Allows workbook users to select a specific Gateway
filter from the workbook controls. Only data Controls paths in a workflow. Gateways can
matching the selected filter is displayed in be parallel, inclusive, or exclusive.
the workbook. See Workbook controls.
Gating part
Forecast accuracy The part or component that is making an
A measure of how closely a forecast and the order late. If multiple parts are late, the part
actual order that consumes it match. An with the latest Available date is the gating
accurate forecast is the same size as the part.
actual order.
Geospacial visualization
Forecast consumption A global map that displays site data as
Indicates the difference between a forecast locations. View relationships and
and an actual order for a part. dependencies between locations and
identify patterns and distributions from a
Form geographical context.
The graphical user interface for scripts. It is
used to streamline a process and guide the Give
user to successfully complete a task. Make another user the owner of a resource.

Form view Global resource tag

In workbooks, a view where you can see a A resource tag that is applied by
single record at a time. administrators to group related resources.
Global tags are visible to all users who can
Fulfillment network access the resource.
All sites that you can obtain supply from,
including warehouses, distribution centers, Globally unique identifier
contract manufacturers, suppliers, and A component used in only one part.
production facilities.
Group By column
Full data import A worksheet column that contains data
Data from your enterprise data sources values used to summarize records. Records
overwrites all data in the Enterprise Data with the same value in a Group By column

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Glossary
 are grouped together. See also Dimension viewed in waterfall reports and can be used
column. to analyze a supplier’s past performance or a
customer’s forecast accuracy.
Grouping
Summarizes records in a worksheet by the Horizon (demand)
values in specific fields. See Group By The number of days before and after the
column. planning date in which demands are
allocated supply.
Grouping function
Defines how a data column displays in a Horizon (Kanban)
grouped worksheet. Data can be displayed The number of days for which a Kanban
as the sum of all summarized records, the material replenishment system is required
maximum or minimum of all summarized to provide supply. The Kanban system must
values, the total number of records have enough bins and enough supply to
summarized, and so on. See also Data satisfy all orders due within the horizon.
column.
I
H
Import (data)
Hierarchy Brings data from a source file (text or
A type of resource used to view data at Microsoft Excel) into a workbook or
different levels of detail, and allow you to scenario.
view both high-level data: such as forecasts
for an entire product line: and low-level Import (resource)
data: such as forecast for a single part: in the Bring a resource in to RapidResponse. You
same worksheet. are the owner of every resource you import.

Hierarchy panel In-transit

Part of a workbook that displays active Supply that is being transported from one
hierarchies. site to another.

Hierarchy value Indented BOM

A data value that displays in a hierarchy. Shows the structure of a part, with each part
Each value represents the summarized total indented to show what level of the BOM it is
of all other values below it in the hierarchy. on.

Hierarchy variable Independent demand

Used to link a reference forecast to a A demand order for some quantity of a part.
hierarchy. Each level of the hierarchy can Typically a customer order.
have a different reference forecast defined.
INF
Historical data Infinity. Displayed in numeric columns when
Demand and supply data that is no longer the result of a calculation is too large to be
used for planning. This data is typically

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Glossary
 displayed, such as when a value is divided by J
zero.
Java client
Input table A RapidResponse client that runs as a Java
A table that holds data that has been webstart application on Windows or Mac OS
imported from your enterprise data source X operating systems. This client requires a
or entered directly into RapidResponse. Java Runtime Environment (JRE) to be
installed on the computer where it runs.
Insert definition
Specifies the fields that are used to insert a K
new record into the RapidResponse
database. The values entered for these fields Kanban
are used to create the record. Material replenishment system consisting of
bins that contain a specific number of parts.
Integration package An empty bin is used to signify that more
A file that is used to migrate data model material is required. Kanban systems are
changes and other integration settings typically used to reduce excess inventory by
between servers. only ordering the quantities that are
required.
Integration Platform for
RapidResponse Key field
A platform hosted by Kinaxis, which allows Uniquely identify a record. Can be a primary
you to extract data from your data sources, key (field on the database table) or a foreign
transform that data to the format required key (field on a referenced database table).
by RapidResponse, and provide the data to
RapidResponse. L
Interchangeable parts Last Completed
A group of parts that can be used in place of The time and date an alert last ran.
each other in production or planning.
Demand for one part in the group can Lead time
consume supplies of the other parts in the The number of days it takes to build one unit
group. of a part.

Inventory transfer Level (BOM)

Simulates shipping a quantity of a part from Determines where in a BOM structure a part
one site to another. is used. Each part that is used as a
component for another part is considered to
Item control be on the next level from that part, starting
Allows workbook users to select a specific with level 0 for the part being built (the root
part, constraint, work center, and so on part).
from the workbook controls. Only data
matching the selection is displayed in the
workbook. See Workbook controls.

793 RapidResponse User Guide (Java Client)

Glossary
Level (hierarchy) learn from patterns, and improve
Defines data at a level of detail. Each level in predictions. The Machine Learning service
a hierarchy represents the details of the runs outside of RapidResponse and returns
data summarized in the level above it. results to RapidResponse when its
calculations are complete.
List variable
A workbook variable that contains a list of Macro
values. The value selected in the list is Stores the result of a calculation. Typically
inserted into expressions that use the used in worksheets with many similar
variable. columns so the same calculation does not
run multiple times.
Live Lens
A resource that provides you with a Margin
condensed view of corporate metrics and The profit made on each part sold.
their performance over time. The metrics
are scored against company targets and Master data (data errors)
presented along with aggregated chart Errors in your company’s parts, including
views. errors in a part’s planning data, parts with
conflicting order information, and parts with
Load inconsistent days of supply data.
The amount of work a work center has to
perform on a specific date. Work centers Message center
that are underloaded have more capacity An area in the RapidResponse Java client
than work to do, and work centers that are where communications that you have
overloaded have more work to do than received are displayed. These can include
capacity to do it. automated messages from RapidResponse,
as well as messages from administrators and
Log Service other users.
A utility that monitors operations performed
by the RapidResponse Server and Message widget
RapidResponse Application Server. This A widget that displays the user's messages.
information can be used for troubleshooting
and maintenance purposes. Metric
Measure of performance. A metric result is
Low-level code calculated and reported in scorecards.
The level number a component is on in a
BOM. Level 0 is the highest low-level code. Metric detail
Worksheet that provides details about how
values for a metric vary between scenarios.
M See also Metrics.
Machine Learning service Metric workbook
A service that is used by some
A workbook that can contain metric
RapidResponse applications to analyze data,
worksheets. It is used to calculate the

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Glossary
 metrics used in scorecards. Network visualizaiton
Allows you to visualize hierarchical data by
Metric worksheet displaying connections between entities
Worksheet that provides the calculated using nodes and links.
value for a specific metric. See also Metrics.
Non-numeric result
Mobile client The result of an arithmetic operation that
A RapidResponse client that runs in a cannot be displayed as a number in
browser and is designed for use primarily RapidResponse. Typically, this will be a
with mobile devices, such as tablets and result of either NaN (Not a Number) of INF
phones. This client provides access to a (infinity).
limited set of features. Available resource
types include dashboards, scorecards, and Non-reschedulable SRs
forms. Scheduled receipts that respect the
allocated constraint capacity of a production
MRPDate wheel.
See Planning date.
Notes table
Multi-enterprise manufacturing A table that stores note data for another
A manufacturing process that is performed table that has a note field. Note data
at multiple sites. includes a timestamp, a user ID, and a value.

Multi-scenario column
Worksheet columns that display information O
from two different scenarios for
On-Demand
comparison. A RapidResponse implementation in which
your company extracts data from enterprise
N systems and sends it over the Internet to the
RapidResponse Data Center, which is hosted
Namespace by Kinaxis.
An abstract container used to identify and
give context to groupings of related data On-Premise
model tables and fields. A RapidResponse implementation in which
enterprise data is integrated into the
NaN RapidResponse Server on a computer that
Not a Number. Displayed in numeric your company manages.
columns when the result of a calculation is
not a valid number, such as when a zero Operator
value is divided by zero or when two infinite A logical or mathematical function used in
values are divided. an expression. Logical operators typically
compare data values to determine if a
Need date condition is met, such as one value existing
The date supply of a part is needed.

795 RapidResponse User Guide (Java Client)

Glossary
 in a list of fields or one value being greater Part sources (data errors)
than another. Errors with the sources associated with your
company’s parts, including parts with no
Order priority active source or inconsistent lead times, cost
Determines which order is satisfied first information, and units of measure. See Part
when multiple orders are due on the same source.
day and supply is insufficient to satisfy them
all. Order priorities can also be used to share Past (date)
available supply across all demand orders A date constant that includes all dates
with the same priority. See Fair share before the earliest date in the system, or
allocation and Equal share allocation. dates earlier than the buckets in a crosstab
worksheet.
Out of date (scenario)
A scenario whose parent has been modified. Performance Monitor Service
A scenario that is out of date cannot be An optional Windows service that logs
committed without first updating it. information related to system performance
on RapidResponse Application Server and
Outsourced manufacturing RapidResponse Server installations.
A partnership in which one company
manufactures goods for another company. Permanent scenario
A scenario that cannot be deleted. When
Overstock you commit a permanent scenario, its data
On hand inventory of a part exceeds what is changes are merged with its parent, and
required to meet demands. both the permanent scenario and its parent
contain the same data.
P
Personal resource tag
Parameter (macro) A resource tag that users can apply to group
Information required by some macros. resources and quickly locate them. Personal
These values are used in the macro’s resource tags are only visible to the user
calculation, and are typically obtained from who created them.
fields on the table the macro is running on.
Perspective
Part sequence A set of control values applied to a scenario.
The sequence number assigned to a part. These are typically used to create a scenario
with specialized calculations, and can only
Part source be applied when the scenario is created.
A delivery method for supply of a part. Part
sources are typically defined by the method Planning date
of transportation, the routing, and the cost The first date that action can be taken.
of transporting the parts.
PLM repository
Product Lifecycle Management repository.
Contains information about your parts and

RapidResponse User Guide (Java Client) 796

Glossary
 how they are constructed. Engineering Production planning
changes are made by first modifying the part The process of modeling available capacity
in the PLM repository, and then bringing the to balance workloads while effectively
changes into RapidResponse. meeting demand.

Post-query filter Production wheel

A filter expression applied to a worksheet Organizes the production of multiple parts
after all other filtering and calculations have using the same equipment in repeating
completed. Typically used to filter grouped cycles.
and summarized data.
Profile variable
Predefined resource Limits data displayed in a worksheet to only
A resource that Kinaxis has included with the data relevant to the user. Typically used
RapidResponse. This includes workbooks, to customize the worksheet’s data.
scorecards, task flows, filters, hierarchies,
and so on. Projected date
See Available date.
Primary part
The part in an interchangeable part group Promised date
that is used for planning calculations. The date an order has been promised to be
Planned orders to replenish stock of any delivered to a customer.
part in the group are always created for the
primary part in the group. Protected record
A record that is not modified when data is
Private edited in a crosstab worksheet.
A scenario or resource that can only be
accessed by its owner. Public
A resource that has been added to the
Process activity versioned repository in a RapidResponse
An activity performed in a business process system where version control is turned on.
that you can link to a selected resource.
Q
Process instance
User-facing occurrence of an actionable Quantity variable
company process. A workbook variable that contains a
Quantity value. The value is inserted into
Production cycle expressions that use the variable.
A series of tasks related to the
transformation of raw materials into Query expression
finished goods. See Expression.

Production group
Parts with an assigned priority organized by
and associated with a specific site.

797 RapidResponse User Guide (Java Client)

Glossary
R RapidResponse Service Host
A Windows service that runs all alerts,
RapidResponse-to-RapidResponse scheduled tasks, automation chains, and
connection business process notifications for
A data link from one company’s installation RapidResponse.
of RapidResponse to another company’s
installation of RapidResponse, typically RapidResponse Utility Server
passing through the RapidResponse Data A Windows service that runs internal utility
Center. This allows one company to share programs that support RapidResponse. This
data with the other to keep informed of the service is used to send email messages from
most recent changes they have made. RapidResponse.

RapidResponse Application Server Recommended date

Provides the clients that RapidResponse The date a supply order should be due, as
users sign into. Users can sign into the Java calculated by RapidResponse.
client, the Web client, or the HTML5-
based Mobile client. Recurrence
Determines how often a part can be
RapidResponse Console produced in a production wheel.
A web-based, multi-purpose administration
tool available to RapidResponse system Recursion
administrators in On-Premises environments A situation where the existence of
to assist in the management and monitoring something depends on itself existing, or
of the RapidResponse system. where two things depend on the existence
of each other, such as a part that is a
RapidResponse Query language component of itself in a BOM or two parts
Allows you to create expressions using that are components of each other.
operators and database fields to specify the Recursion is invalid in RapidResponse, and is
data that displays in worksheets and other typically reported as an error.
resources.
Recursive insert
RapidResponse Server The requirement to insert a record to
Server that includes the algorithms engine support inserting another record. For
and a proprietary in-memory database that example, when you insert an order for a
connects to a full range of RapidResponse customer that does not yet exist in the
enterprise applications. RapidResponse database, you are prompted
to insert the customer’s record. The prompt
RapidResponse Server Monitor to insert the customer record is the
A Windows service that monitors the status recursive insertion.
of the RapidResponse Server service.
Reference
Link between a field in one database table
and a related field in another database
table.

RapidResponse User Guide (Java Client) 798

Glossary
 Reference forecast task flows might require specific workbooks
A baseline forecast that can be used for or scorecards.
comparison. Reference forecasts are
typically created by sales and marketing Rescheduled date
departments to provide sales goals and The due date for a planned order or
expectations for a product or region. A dependent demand order that has been
reference forecast is defined for a single rescheduled for use in producing a part. This
hierarchy level. date is typically calculated for a component
when an order for its parent has been
Reference parts rescheduled.
A set of part numbers that can be used as
alternatives to your company’s part Resource
numbers. Typically used to relate a supplier A resource allows you to view, monitor, and
or customer’s part naming system to yours. work with data in RapidResponse. It includes
reports, tasks, automation, and filtering
Reference worksheet resources.
A worksheet defined in a source workbook
that can be reused multiple times in other Resource package
workbooks. A file that is used to migrate resources
between servers.
Report
A data file that displays the records that Responsibility
meet an alert’s condition. Reports are Also known as a responsibility definition.
typically used to provide people with the This is a type of resource that you can use to
data that caused the alert to run. define who is responsible for data, so that
other users know who to contact with
Report template questions or concerns about the data.
Specifies how data is exported to Microsoft
Excel. Typically, the template defines how Root part
worksheet data is inserted into the The part that a BOM is defined for.
Microsoft Excel worksheets and sets the
options for formatting, including column Root scenario
headers, and hiding duplicate values. The scenario that all other scenarios are
based on. By default, this is the Enterprise
Requested forecast Data scenario.
A forecast submitted by a customer
indicating the quantities they are expecting Routing
to order. The path a part takes during delivery.

Required resources Run (alert)

Resources that users must have access to in The process of an alert checking its
order to use another resource. For example, condition (if applicable), generating
scorecards require metric workbooks, and notification messages, reports, data files (if

799 RapidResponse User Guide (Java Client)

Glossary
 applicable), and running other alerts or manually as needed or on a schedule, as
commands. part of an automation chain, or when
certain conditions are met.
Running balance
A column that, for each record in a Score
worksheet, displays the sum of all values for The overall performance of a scenario,
previous records. calculated by how closely the scenario’s
metric results match their targets.
S
Scorecard
Scenario A type of resource used to view data
A type of resource that represents a summarized by various metrics, which show
complete copy of your data. Scenarios are how data varies between scenarios or how
used to view data in workbooks and, in closely data meets a set of targets.
some cases, to simulate changes to data. If Comparing results between scenarios allows
you have permission to create scenarios, you to choose the most beneficial course of
you can create multiple scenarios to action.
simulate different ways to solve a problem,
and then commit to the most beneficial Scorecard-based alert
solution. Monitors data in a scorecard, and alerts
when the data in that scorecard meets a
Scenario compare specified condition.
See Multi-scenario column.
Script (resource type)
Schedule (alert) A resource that allows you to automate
Defines when a scheduled alert runs. operations and customize processes. You
Schedules are typically used to run a data can design a script to perform operations on
publish alert or to generate reports on a scenarios, run workbook commands,
regular basis. perform date calculations, and run
RapidResponse server commands.
Schedule (orders)
Customer orders that are created and Search row
maintained by your company. These orders The first row of a worksheet. Enables you to
are satisfied on their due dates, but the type search criteria, which filter the
customer does not enter or modify them. worksheet to display only the data that
matches.
Scheduled SRs
Scheduled receipts that can exceed Segmentation (planning)
constraint capacity in a production wheel. A strategy that can help you organize the
production frequency you want to apply to
Scheduled task parts made in a production wheel.
A type of resource that runs a workbook
command, script, or workflow using
predefined settings. These can be run

RapidResponse User Guide (Java Client) 800

Glossary
 Sequence (alert) Site control
The order in which alerts that run on the Allows workbook users to select a specific
same schedule are run. The alert with the site from the workbook controls. Only data
lowest Sequence value runs first. matching the selected site is displayed in the
workbook. See Workbook controls.
Set field
A database field that contains values that Site filters
are referenced by multiple records in other Site filters are used to group data from
tables. These fields cannot be directly multiple sites. They provide RapidResponse
displayed in a worksheet. users with the ability to view aggregated
data based on logical groupings (for
Shared example, geography or manufacturing
A scenario or resource that can be accessed plants).
by users other than its owner.
Source Kanban
Ship set A Kanban material replenishment system for
A group of orders that ship together. If any parts from specific part source or supplier.
order in the ship set is late, the entire ship See Kanban.
set is late.
Source worksheet
Ship set available date Used as a base for a composite worksheet.
The date every order in a ship set is available See also Table-based worksheet.
to be shipped.
Standard unit cost
Shop Kanban See Cost of goods sold (standard).
A Kanban material replenishment system
used throughout a shop floor. See Kanban. Start date
For supplies, the date the order is to begin
Shortcut production.
Opens a resource with a specified set of
filtering options. String
General term for text data. A String value
Simulating can contain any number of characters.
Modifying data in a scenario to determine
the result of a change, or to evaluate the Subtotal row
effect of solving a problem. Displays the sum of summarized values in a
crosstab worksheet. Each set of Dimension
Site column values has its own Subtotal row.
A physical location or a logical division
within a location, such as a manufacturing Supply (data errors)
facility or warehouse. Errors with the supply orders in your system,
including orders with negative quantities,
orders with no due date, and orders more
than 30 days late, among others.

801 RapidResponse User Guide (Java Client)

Glossary
Supply site Tag
The site from which a quantity of supply is Used to label and group related resources.
obtained. Supply allocations between sites Tags can help users to locate resources
are created from this site. related to a particular business function
quickly. See also "personal resource tag" and
System table "global resource tag."
A table that holds information used
internally by RapidResponse, such as user Target
information, system settings, or any other Goal set for a metric. Each metric can have a
information that is not directly used in different target, and a scenario’s
calculations or imported from an enterprise performance is judged by how close its
system. metric results match the targets.

System task Task flow

Built-in actions that can be performed in a A type of resource that contains procedures
workflow. you can follow to perform a task. Each step
of the task flow typically provides the
System variable resources required to complete the step.
Limits data displayed in a worksheet.
Typically used to customize the worksheet’s Text variable
data by selecting values from workbook A workbook variable that contains a text
controls or hierarchies. string. The text is inserted into expressions
that use the variable.
T
Text widget
Table A widget that displays text. The text can
A collection of related database records. contain graphics and hyperlinks.
Each table consists of fields, which define
the data to be used in worksheets. Time-based scorecard
A scorecard that shows scores for metrics
Table-based worksheet over time.
A worksheet that displays data from a
RapidResponse database table. These Timeline visualization
worksheets typically display data only from Enables users to view data chronologically
the table they are based on and tables on a time axis to identify patterns, spot
referenced by that table. outliers, and analyze how key metrics
change over time.
Table view
In workbooks, a view were you can view Today (date)
multiple records in rows, like you would in a A date constant that references the current
typical spreadsheet. date.

RapidResponse User Guide (Java Client) 802

Glossary
 Today (scenario) applicable. Data updates are typically
Represents the data in RapidResponse as it performed daily.
was immediately following the most recent
data update. This scenario is typically used Update (scenario)
only for comparison, and is not intended to Overwrites data in a scenario with changes
be modified. obtained from its parent.

Tolerance User group package

An amount by which a value can be changed A file that is used to migrate user groups
without repercussions. between servers.

Transaction V
Any change made to data.
Variable
Transfer demand Data with multiple possible values. Typically
Demand on a supply site. This demand is used to customize the data displayed in
satisfied by transferring supply to a demand worksheets.
site. Transfer demand is created when a
direct demand on a demand site is satisfied Vector data
using supply from the supply site. Data stored as arrays of values and
constructed into sets of records in input
Treemap tables.
An interactive visualization of a large data
set that helps you recognize patterns and Version control
identify outliers and problem areas. Data is A resource management system that tracks
grouped into categories and subcategories, changes to resources, such as reports, and
represented by rectangles. regulates how those resources are
developed in multi-authoring environments.
U
Vertical worksheet
Undefined (date) Displays data in a vertical format, with one
A date constant that does not refer to a valid record per row.
date. Typically used when a date is not
important, such as a due date for an W
unscheduled order.
Waterfall report
Unlicensed table Worksheet that displays how historical data
A database table that your company is not changes over time.
authorized to use.
Web client
Update (data) A RapidResponse client that runs in HTML5-
Data from your enterprise data sources is compatible browsers. Intended primarily for
brought in to RapidResponse, modifying the use with devices with larger screens, such as
data in the Enterprise Data scenario where laptops or desktop computers.

803 RapidResponse User Guide (Java Client)

Glossary
Where used BOM Worker thread
Shows every part a component is used to Allows steps to run parallel at the same time
build. in an automation chain.

Widget Workflow
Dashboard component that displays data, A collection of related processes and tasks
text, or notifications. A widget can be used organized in an automated sequence to
in more than one dashboard. achieve a specific business outcome.

Wildcard Worksheet
Replaces one or more characters in a search Displays data from the RapidResponse
expression, allowing you to search for a database.
pattern instead of a specific string.
Worksheet-based alert
Work center Monitors data in a worksheet, and alerts
Any part of the production process that when the data in the worksheet meets a
capacity is measured for. A work center specified condition.
typically refers to a station in the assembly
process, such as a paint shop. Worksheet chart widget
A widget that displays data from a
Workbook worksheet chart.
A type of resource used to view, analyze,
and modify data. Each workbook contains Worksheet data widget
worksheets, which display data in a A widget that displays data from a
spreadsheet-like environment. worksheet data grid.

Workbook command Worksheet filtering

A commmand included in certain workbooks Limits the records displayed in a worksheet
that can automatically modify data, open a to only those matching a query expression.
form, or run a script.
Worksheet Identifier
Workbook controls Internal name for the worksheet. Each
Allow workbook users to specify filtering worksheet in a workbook must have a
options for the workbook they are using. unique identifier.
The selections made in these controls limit
the data displayed in the workbook. Y

Workbook filtering Yesterday (scenario)

Defines the types of filters that can be used Represents the data in RapidResponse as it
with worksheets in the workbook. was at the end of the previous day. This
scenario is typically used only for
Workbook variable comparison, and is not intended to be
Customizes a workbook to display specific modified.
data.

RapidResponse User Guide (Java Client) 804

Glossary
 time zones 91
times 91

Index accessing
external applications 680
specific data quickly 138
workbooks 160
-
worksheets 160
-INF 190 Acrobat. See Adobe Reader[Acrobat] 95
activities
! instructions 129
! viewing 129
searching for 238 activity report
exporting 591
A generating personal 664
add-in applications
about
about 680
add-in applications 680
running in background 680
alerts 710, 714
running in foreground 680
auto statistics 207
scheduling 681
AutoText 426
viewing information about 681
collaboration 634
Add-ins pane 113
data worksheets 504
Add or Remove Scenarios button 369
dates 91
Add Response button 596
exporting data 408
adding
extensions 680
notes 463
hierarchies 391
worksheet records 465
importing data 478
adding dates 441
models 182
AdditionalData configuration setting 521, 530
pools 182
AdditionalHeaderData configuration setting 519, 529
predefined schedules 762
adjacent cells, editing 439
printed reports 420
Adobe PDF
RapidResponse 18
exporting data to 416
RapidResponse Message Center 552
Adobe Reader 95
resources 22
advanced searching 232
scenarios 20, 177
alert details
scorecards 364
sorting 774
searching 228
alerting 19
settings worksheets for Microsoft Excel 510
alerts 744
shared scenarios 582
about 714
simulations 578
attaching reports 395, 402
site filters 178
checking for conditions manually 698
sites 178
creating for collaboration 731
sorting 214

RapidResponse User Guide (Java Client) 806

Index
 creating for reports 395-396, 406 automation
creating for scorecards 726, 745 about 684
creating from widget 730 logging 766
defining report content 396 automation chains
finding problems 774 running 696, 703
for worksheets 716, 745 Automation Details and Log workbook 766-767, 780
predefined schedules 762 automation resources
running manually 698 help 710
sorting details 774 automation tasks
testing 406 copying 756
using profile variables 397 creating 735, 743
viewing messages in email 701 deleting 759
viewing messages in Message Center 699 exporting 757
anchor date failure 735, 773
in crosstab worksheets 216 giving 757
announcements 92 importing 757
ANSI encoding 563 logging 767
for HTML files 417 managing 755-757, 759
for text files 415 notifications 735
for XML files 418 permissions 743, 755, 757
Apple Safari 77 running 696
Application Server Event Log 152 sharing 755
applications unlocking 708
add-in 680 AutoText
external 680 about 426
Approved Actions scenario 579 date formats 427
archiving collaborations 665 available auto statistics 207
area charts 242 average values 449
arguments 704
B
ascending column sorting 214
ascending data sorting 214 Back button 187
Asian characters 420 bar charts 242
assigning responsibility 625 bar, line, and area charts 240, 261
asterisk 433 basic searching 232
attaching reports 563 big-endian Unicode encoding
auto statistics for HTML files 417
about 207 for text files 415
available 207 for XML files 418
calculating 208 BOM charts 264, 266, 268, 270
displaying 208 resetting 272
hiding 208 Boolean values, searching for 234
in crosstab worksheets 208 browser window, closing 92
automated task notifications browsers 77
adding links 739 Bucket Data by Date button 372
automatic data modifications buckets
running 458 extended 201

807 RapidResponse User Guide (Java Client)

Index
 partial 201 Select Scenarios 369
setting dates 215 Share, scenarios 608
bullet charts 240, 244 Show List 161
bulletin board 92 Show Schedule Details 762
business processes Sort Ascending 214
creating new instances 669 Sort Descending 214
viewing activiries 129 Split 469
buttons Update 589
Add or Remove Scenarios 369 Workbook Properties 135
Add Response 596 by-products 270
Back 187
C
Bucket Data by Date 372
Calculate 373 Calculate button 373
Clear Search 233 Calculated Data Model poster 98
Commit 599 calculating auto statistics 208
Copy 418 calculations with protected records 448
Copy to Filter 220 calendar 240
Data Display Settings 183 calendar charts 245
Delete Record(s) 434 calendars
Edit Properties 604 markers 441
Edit Range 440 canceling
Export Data 410 data retrieval in worksheet 227
Form View 165 query 227
Forward 187 cascading delete 434
Forward to my E-mail 568 cells
Freeze Columns 168 deleting 434
Import Data 486 editing 439
Insert Record 466 inserting 465
List Reference Parts 195 changes
Maximize Workspace 147 committing to scenarios 593
Modify Search 233 in scenarios 585
New Filter 220 changes in RapidResponse 38
New Scenario 603 changing
New Schedule 762 order of worksheets 164
New Search 232 passwords 89
Open Attachment 566 scenario purposes 604
Paste 438 search conditions 233
Print 421 shortcut properties 141
Properties, scenario 583 worksheet view 165
Properties, schedules 763 characters not valid in passwords 89
Remove Hierarchy 391 charts
Run Alert Now 699 bar, line, and area 240, 242, 261
Run Command 458 BOM 264, 268-270
Save Attachment 566 bullet 240, 244
Save Data 464 calendar 240, 245
Scorecard Settings 369 changing data displayed 257, 263

RapidResponse User Guide (Java Client) 808

Index
 color 263 managing 643
copying and pasting 255 maximizing 642
data points 251 posts 656
displaying scorecard data in 377 remove participants 646
drilling to details 252, 342 reopening 665
gantt 240 resource links 660
Gantt 246 scenarios 650, 652
gauge 240, 247 viewing 642
hide 261 column order
in dashboards 249 in reports 395
in workbooks 250 column searches 230
pie 240, 248 columns
printing 255 freezing 168
resetting 263 headers in reports 405
saving 255 hiding 167
scatter 240, 249, 261 reordering 169
scroll 261 required for importing data 479
settings 257 resizing 166
types 240, 242 searching 230
zoom 261 sorting 214
check mark symbol 384 commands
checkboxes, searching for 238 running in workbooks 458
Chrome 77 comments
circle symbol 384 in collaborations 656
CJK 420 Commit button 599
Clear Search button 233 committing changes
closing to scenarios 593
panes 150 to scenarios with perspectives 623
RapidResponse 92 committing scenarios 663
co-products 270 comparing
collaboration data from multiple scenarios 197
about 634 configuration
monitoring progress 659, 731 AdditionalData 521, 530
starting 636 AdditionalHeaderData 519, 529
Collaboration Center 635 deletion scope 517, 526
collaborations 639, 646 ExcelColumns 519, 529
add participants 644 in settings worksheets 511
add scorecards 654 MapSites 522, 531
adding screenshots 661 MapTypes 522, 532
archiving 665 OptionalFlags 518, 528
comments 656 OrderPrefix 527
committing scenarios 663 SheetsToProcess 517, 526
creating 641 SheetType 516, 525
goals pane 654 Version 524, 533
joining 649 constraint control 182
leaving 649

809 RapidResponse User Guide (Java Client)

Index
constraints Microsoft Excel 507
worksheet control 182 partial buckets 201
Contact card 632 Planning column 215
Compose 557 settings 510
Share scenario 611 viewing data in 200
contact cards currency conversion 608
in collaborations 646 rate changes 453-454
contact information 632 Currency Conversion Rates workbook 453
changing 570 custom links 680
in Message Center 556 customer support 152
specifying 571 customized reports 397
viewing 575 customized reports, sending to groups 404
Contents tab 99
D
control tables, changing calculations 618-619
copy and paste dashboards 108
between worksheets 455 about 330
charts 255 data settings 346, 348, 350, 352
Copy button 418 help 103
copy data 422 linked resources 342
between worksheets 455 opening 331
Copy to Filter button 220 viewing data 339
copying data
data 418 adding records 465
worksheet values to a filter 220 changing how it is calculated 618
create or modify a filter 458 clearing searches 233
creating copying 418
alerts for scorecards 726 default values for importing data 479
alerts for worksheets 716 displaying in charts 257
collaborations 641 displaying in crosstab worksheets 200
new pane section 149 displaying in worksheets 183
new process instances 669 displaying most recent 195
predefined schedules 762 editing 438
reports 396 editing in hierarchies 447
scenarios 603 editing in shared scenarios 582
scorecard shortcuts 140 editing with protected records 448
search conditions 232 exporting 408
static-value filters 219 exporting to Adobe PDF 416
crosstab worksheets exporting to HTML 416
anchor date 216 exporting to Microsoft Excel 410
auto statistics 208 exporting to text files 414
data 507 exporting to XML 417
drilling to details 200 generated for reports 396
editing 444 inserting records 465
extended buckets 201 Microsoft Excel crosstab worksheets 507
highlighted dates 201 money 188
importing from Microsoft Excel 487, 507 monitoring 395

RapidResponse User Guide (Java Client) 810

Index
 pasting 418 formatting 507
precision in calculations 190 date-bucketed worksheets
recalculating 464 Microsoft Excel 507
refreshing 195 date buckets
resetting sort order 215 in scorecards 370
responsibility 632 date formats
saving changes 464 AutoText 427
searching 228 dates
selecting 206 about 91
series 257, 263 adding 441
shortcuts to 138 buckets 215
sorting 214 display format 91
sources 19 editing 441
summarized 447 highlighted in crosstab worksheets 201
summary 207 searching for 235
undoing changes 463 subtracting 441
updating in a scenario 589 DateTime data type
viewing history 187 searching for 236
viewing specific 138, 251 defining
with hierarchies 391 content of reports 396
data categories 522, 532 Delete Record(s) button 434
data changes deleting
conflicting 588 cascading 434
propagation through hierarchies 447 messages 567
Data Display Settings button 183 predefined schedules 765
data editing 588 related records 434
protected records 448 scenarios 606
data import processing shortcuts 141
crosstab Microsoft Excel worksheets 507 worksheet records 434
settings for crosstab worksheets 511 deletion scope 517, 526
settings worksheets 510 delivery options for reports 402
tabular Microsoft Excel worksheets 505 denying access to scenarios 616
data imports 498, 501, 505, 512, 583 descending column sorting 214
Data Model dialog box 152 descending data sorting 214
Data Model for Import poster 98 details, drilling to 200
data model posters 96 differences between scenarios 585
Data Modification Details 776 disaggregation 464
data publishing workbooks 24 discard
data summary. See auto statistics 207 changes in scenarios 590
data types display formats
and search syntax 234 date 91
non-standard search syntax 238 number 91
data updates 583, 588 time 91
data worksheets display values 190
about 504 displaying
crosstab 507 auto statistics 208

811 RapidResponse User Guide (Java Client)

Index
 data in crosstab worksheets 200 errors 152
data in worksheets 183 importing data 497-498, 501
most recent data 195 event management 19
part data 186 examples
reference parts 193 importing data 491
displaying money data 188 of search syntax 239
dock-to-stock time 475 ExcelColumns configuration setting 519, 529
documentation exclamation mark
accessing 94, 96, 99 scenarios 589
conventions 99 searching for 238
feedback 100 exiting. See closing 92
double-byte characters 420 Explorer 113, 116, 137
double quote characters in exported data 414 tags 141
drill-through. See linking 221 exponential notation 190
drill links 252 Export Data button 410
drill to form 252 exporting
drilling to details 200, 252, 342 reports to file 403
duplicate values scenario activity 591
hiding in exported data 408 scorecard data 414
hiding in reports 405 exporting data
showing in exported data 408 about 408
showing in reports 405 duplicate values 408
showing duplicate values 408
E
to Adobe PDF 416
Edit Properties button 604 to HTML 416
edit range 439 to Microsoft Excel 410
Edit Range button 440 to text files 414
editing to XML 417
cells in multiple records 439 extended buckets 201
data 438, 444, 451 Extensions pane 113
dates 441 extensions, about 680
predefined schedules 764
F
scenario purposes 604
editing data 449, 451 feedback, providing 100
email 568 fields 152
email, viewing alert messages in 701 file attachments in messages 566
emailing files, exporting reports to 403
messages 568 filtering
printed reports 421 by selected part 221
encoding types filters
for HTML files 417 adding values to 219
for text files 415 based on worksheet values 220
for XML files 418 removing values from 219
enlarge text 171 site 178
Enterprise Data scenario 579 static-value 219
Error Details 778 finding resources in Navigation Pane 115

RapidResponse User Guide (Java Client) 812

Index
 Firefox 77 help
font size 171 accessing 94
fonts hidden columns
headers and footers 427 in reports 395
in printed reports 424 hiding
footers auto statistics 208
AutoText 426 charts 261
editing font 427 columns 167
for printed reports 425 hiding duplicate values
inserting AutoText 427 in exported data 408
inserting fixed text 427 in reports 405
Form view 165 hierarchies
Form View button 165 about 388
formatting data worksheets 507 editing data in 447
forms filter with 391
controls 546 propagating data changes 447
help 104 summarize with 391
running 546 viewing data with 388, 391
Forward button 187 hierarchy panel
Forward to my E-mail button 568 adding hierarchies 391
Freeze Columns button 168 hiding 391
freezing columns 168 removing hierarchies 391
full data imports 583 resizing 391
showing 391
G
highlighted date 201
Gantt charts 240, 246 historical
gauge charts 240, 247 process instances 674
generating a personal activity report 664 Historical Demand poster 98
getting started 66, 108 Historical Supply poster 98
giving horizontal worksheets
automation tasks 708 Microsoft Excel 507
scenarios to others 616 HTML
Go menu 150 exporting data to 416
goals pane 654 HTML file encoding types 417
Google Chrome 77
I
gridlines, including in printed reports 424
group information, viewing 647 icons
groups, sending customized reports to 404 scenarios 581
IEEE standards 190
H
Import Data button 486
headers Import External Data workbook
AutoText 426 example of using 491
editing font 427 importing 515
for printed reports 425 crosstab Microsoft Excel worksheets 507
inserting AutoText 427 tabular Microsoft Excel worksheets 505
inserting fixed text 427

813 RapidResponse User Guide (Java Client)

Index
importing data 515 L
about 478
landscape page orientation 424
columns required 479
layout
default values 479
restoring 150
error conditions 497
workbooks 173
example 491
leaving a collaboration 649
from text files 480
line charts 242
into scenarios 487
linked resources 122
into workbooks 482
linking
into worksheets 482
external applications 680
increasing Java memory limit 80
to current worksheet 221
incremental import 583
to details 200
Index tab 99
to workbooks 221
INF 190
links
Infinity 190
in collaborations 660
inherited changes in scenarios 586
List Reference Parts button 195
Insert Record button 466
locked automation tasks 708
inserting
logging on 66-67, 70
worksheet records 465
logging out 92
integers, searching for 235
logical sites 178
Integrated Project Management
poster 98 M
Integrated Project Management poster 98
introduction to RapidResponse 18 Mac OS 99
Inventory Planning and Optimization managing
poster 98 scenarios 602
inventory sites 178 manufacturing sites 178
inventory transfers 472, 475 mapping sites
modify 477 mapping Microsoft Excel 522, 531
Inventory Transfers workbook 472, 475 maps 354
refreshing 361
J MapSites configuration setting 522, 531
MapTypes configuration setting 522, 532
Java memory limit, increasing 80
margins on printed reports 424
Java Runtime Environment
markers, in calendars 441
memory limit 80
marking messages as unread 557
JNLP file 67, 70
Maximize Workspace button 147
joining collaborations 649
memory limit
JRE. See Java Runtime Environment 80
increasing 80
K Java Runtime Environment 80
settings 80
Kinaxis Message Center
about 36 resource links 565
contacting 36 messages
Customer Support 36 contacting sender 556
providing feedback to 100 deleting 567
Kinaxis Knowledge Network 37 file attachments 566

RapidResponse User Guide (Java Client) 814

Index
 marking as unread 557 worksheets between panes 165
printing 557 moving columns 169
reading 556 Mozilla Firefox 77
searching 567 multiple cells
sorting 566 editing 439
metrics selecting 206
calculating results 373 multiple values
targets and scores 364 search syntax for 237
Microsoft Excel 504, 515 searching for 232
exporting data to 410
N
importing crosstab worksheets 487, 507
importing data into scenarios 487 naming reports 400
importing data into workbooks 482 NaN 190
importing data into worksheets 482 navigating
importing tabular worksheets 505 through worksheets 161
settings worksheets for importing 510 within a worksheet 162
worksheet protection 511 Navigation Pane
mode finding resources 115
protected in Microsoft Excel 511 refresh contents 150
model control 182 new
models process instances 669
about 182 scenarios 603
worksheet control 182 New Filter button 220
Modify Search button 233 new resources 134
modifying New Scenario button 603
calculations 618 New Schedule button 762
passwords 89 New Search button 232
records 438 Not A Number 190
scenario purposes 604 notation, scientific 190
search conditions 233 notes
modifying data adding 463
automatic modifications 458 adding to a scenario 596
by copying and pasting 455 including in reports 406
money data 188 viewing 209
money, searching for 235 numbers
monitoring collaboration progress 731 display format 91
monitoring data display values 190
checking conditions manually 698
in scorecards 726 O
in worksheets 716 open
reports 741 multiple instances of workbook 161
running alerts manually 698 resource automatically when signing in 136
moving workbook in new tab 161
panes 148 Open Attachment button 566
panes to original layout 150 opening
worksheets 165 file attachments 566

815 RapidResponse User Guide (Java Client)

Index
 panes 150 applying 621
Part Properties workbook 186 properties 620
task flows 125 simulating changes 618
workbooks 160 phishing 568
worksheets 160 physical sites 178
operators pie charts 240, 248
search syntax 236 Planning column 215
OptionalFlags configuration setting 518, 528 planning date 215
OrderPrefix configuration setting 527 pool control 182
original workbook layout, restoring 173 pools
out of date scenarios 593 about 182
overall score results not displaying 385 worksheet control 182
portrait page orientation 424
P
predefined schedules
page margins 424 about 762
panes creating 762
available 113 deleting 765
closing 150 editing 764
creating new section 149 sharing 763
moving 148 viewing 764
opening 150 Print button 421
reopening 150 printed reports
resizing 149 about 420
restoring default layout 150 customizing appearance 424
parent scenarios, saving changes to 593 emailing 421
part control 181 fitting to one page 425
Part Properties workbook 186, 193 fonts 424
partial buckets 201 headers and footers 425
parts including resource information 424
displaying data 186 page margins 424
reference 193 page orientation 424
worksheet control 181 paper size 424
passwords scaling 425
changing 89 setting options 423
invalid characters 89 printing
Paste button 438 Asian characters 420
pasting data 418 charts 255
PDF 423 CJK fonts 420
PDF. See Adobe Reader[PDF] 95 double-byte characters 420
pending commits in scenarios 586 gridlines in reports 424
pending updates in scenarios 586 headers and footers 425
percentage values 451 help 94, 102
permanent scenarios 583 messages 557
permissions 20, 28, 94, 132 PDF files 420
perspectives reports 420
about 619 row numbers in reports 424

RapidResponse User Guide (Java Client) 816

Index
 saving reports 421 Query by Example 230
scorecard data 422 query expressions
selected part of a worksheet 421 data types 234
what to do before 421 syntax for worksheet searching 234
worksheets 421
R
private resources 133
private scenarios 582 range of cells, editing 439
Process Activities workbook 108, 674 RapidResponse
process instances about 18
deleting 675 changes 38
editing properties 670 closing 92
historical 674 memory limit 80
notifications 675-676 signing in 92
participating 128, 130 signing out of 92
running 668, 674-675 RapidResponse Message Center
status 130, 674 about 552
processes 108 icons 555
activities 671, 677 searching 567
creating 671, 677 sorting messages 566
creating new instances 669 viewing alert messages in 699
instructions 129 reading messages 556
notifications 677 recalculating data 464
performers 671 records
prerequisite activities 129 deleting 434
profile pictures 572 editing data 438, 444, 449, 451
profile variables protected 448
using in reports 397 searching for 228
Projected Inventory worksheet 472 summarized 444, 449
propagating data changes 447 red X
properties resources in reports 750
of add-in applications 681 reference parts, displaying 193
of shortcuts 141 refining data displayed in worksheets 228
of workbooks 135 refreshing
of worksheets 135 data 195
Properties button pane contents 150
scenario 583 user permissions 150
schedules 763 Remove Hierarchy button 391
protected mode (Excel) 511 renaming
protected mode for Excel worksheets; worksheets 511 scenarios 605, 608
protected records 448 shortcuts 141
reopening panes 150
Q
reordering
QBE 230 worksheets 164
quantities, searching for 235 reordering columns 169
query reporting and decision support 18
canceling 227

817 RapidResponse User Guide (Java Client)

Index
reports 563 private 133-134
creating 396, 406 shared 133
customized 404 types 22
define content 396 X icon 750
delivering 402 Response Management
duplicate values 405 about 18
exporting to file 403 responsibility 624
hiding column headers in 405 assigning 624-625
including with alert messages 395, 741 data 632
introductory notes 406 filtering 629
naming 400 in worksheets 632
posting to Web site 404 unassigning 625
printing 420 using in reports 397
recipient-specific 397 viewing 624, 629, 632
saving 421 responsibility definitions 624-625, 629
sharing 421 restoring
tasks to do before creating 394 original workbook layout 173
testing 406 panes 150
Web browser window title 406 retrieving
resetting panes 150
BOM charts 272 retrieving data dialog box 227
charts 263 reverting
original workbook layout 173 to original pane layout 150
scenarios 590 to previously displayed data 187
sort order 215 row numbers, including in printed reports 424
resizing rows, selecting 206
panes 149 Run Alert Now button 699
workbook help 166 Run Command button 458
worksheet columns 166 running
worksheet help 166 add-in applications 680
resource automatic data modifications 458
properties 135 commands in workbooks 458
resource information scheduled tasks 701
including in printed reports 424 scripts 704
resource links running alerts
in automation task notifications 739 manually 698
in collaborations 660
S
in Message Center 565
in scenario notifications 614 Safari 77
sending 559 Sales and Operations Planning
resources 20 poster 98
about 22, 132 Save Attachment button 566
creating 134 Save Data button 464
new 134 saving
open automatically 136 changes to parent scenarios 593
opening 116 charts 255

RapidResponse User Guide (Java Client) 818

Index
 data changes 464 pending commits 586
file attachments 566 pending updates 586
PDF file of a report 423 permanent 583
reports 421 perspectives 621
specific data view 138 private 582
scaling printed reports 425 problems with deleting 606
scatter charts 240, 249, 261 properties 598, 604
scenario notifications removing from scorecards 369
adding links 614 renaming 605, 608
scenarios 19 reset 590
about 20, 177 responding 595
activity report 584, 591 shared 582
adding notes 596 sharing 608, 632
adding to scorecards 369 showing changes 586
applying perspectives 621 simulation 578
blue icon 582 updating 588, 607-608
buttons 581 updating data 589
changes 585, 588 updating data with perspectives 623
changing in scorecards 369 viewing data from multiple 197
changing order in scorecards 371 viewing data in 20
changing status 597 viewing differences between 364
check mark button 593 viewing information about 583
committing 663 viewing notes 583
committing changes 593 worksheet control 177
committing changes with perspectives 623 yellow exclamation mark 590
creating 20, 603 Scenarios pane 113
deleting 606 scheduled tasks
deleting all scenarios 583 running 701
deleting Enterprise Data/Approved Actions 583 scheduling
denying access 616 running of add-ins 681
differences 585, 588 scientific notation 190
differences from Enterprise Data 587 score icons 384
discard changes in 590 Scorecard Settings button 369
editing purpose 604 scorecarding 19
editing records 438 scorecards
exclamation mark 589 about 364
exclamation mark icon 581 anchor date 370
exporting activity 591 bucket settings 370
giving to other users 616 changing order of scenarios 371
icons 581, 584 check mark icon. 384
importing data 487, 498, 501 circle icon 384
importing data from Microsoft Excel 487, 498, 501 date buckets 372
in collaborations 650, 652 defining data displayed in 369
inherited changes 586 in collaborations 654
lock icon 581 missing overall score 385
out of date 593 monitoring data in 726

819 RapidResponse User Guide (Java Client)

Index
 overall score 384 clearing 233
score calculations 385 examples 239
scores 384 for resources 115-116
selecting filter 369 for specific data types 234
selecting site 369 for specific records 228
setting viewing options 371 from search row 232
shortcuts 140 in workbooks 230
showing actual values 371 messages 567
showing differences 371 workbooks 120
showing percentage differences 371 select all 206
specifying buckets 370 Select Scenarios button 369
targets 384 selecting
triangle icon 384 auto statistics 207
understanding scores 385 data 206
viewing data 364 entire worksheet 206
weights 384 sending a link 563
scorecards, procedures with setting
accessing workbooks from 376 date buckets 215
calculating results 373 memory limit 80
displaying data in a chart 377 printed report options 423
exporting data 414 report delivery options 402
printing 422 scorecard viewing options 371
showing all records for a scenario 375 Web browser window title 406
screenshots settings
in collaborations 661 syntax 511
Script Log worksheet 780 worksheets (Excel) 510
scripts settings worksheets
arguments 704 about 510
logging 780 syntax 511
running 704 Version 100 539
search conditions Version 200 533
advanced syntax 234 Version 300 524
creating 232 Version 400 512
modifying 233 Share button
multiple values 232 scenarios 608
search row 232 shared resources 133
search syntax shared scenarios
data types 234 about 582
examples 239 editing data in 582
multiple values 237 sharing
non-standard data 238 predefined schedules 763
operators and wildcards 236 scenarios 608, 632
searching SheetsToProcess configuration setting 517, 526
about 228 SheetType configuration setting 516, 525
advanced 232 shortcuts 137
basic 232 changing properties 141

RapidResponse User Guide (Java Client) 820

Index
 creating 137-138, 140 alert details 774
deleting 141 columns 214
for navigating within a worksheet 162 data 214
renaming 141 messages 566
to scorecards 140 resetting 215
to specific data 138 specific data, searching 228
viewing 137 specifying contact information 571
workbooks 138 specifying scorecard buckets 370
Show List button 161 speedometer 364
Show Schedule Details button 762 Split button 469
showing standard workbooks 24
all records in scorecards 375 Start page 88
auto statistics 208 starting RapidResponse 66-67, 70
data in worksheets 183 static-value filters, creating 219
showing changes in scenarios 586 statistics 207
showing duplicate values 405 status bar 171
in exported data 408 status bar data summary 207
sign in status, changing for scenarios 597
open resource automatically 136 substitutions 270
signing in 66-67, 70, 92 subtracting dates 441
signing out of RapidResponse 92 summarizing
simulating selection 207
changing control settings 618 summarizing data with hierarchies 391
using perspectives 618 summary of changes 38
simulations summary values. See auto statistics 207
about 578 syntax
creating 603 settings 511
sharing 608 system locale. See ANSI encoding 415
site control 178 system maintenance 92
site filters system requirements
about 178-179 Apple Safari 77
site groups. See site filters 178 Google Chrome 77
sites Microsoft Internet Explorer 77
about 178 Mozilla Firefox 77
inventory 178 user 75
logical 178
T
manufacturing 178
mapping Microsoft Excel 522, 531 Table view 165
physical 178 tables 152
worksheet control 178 tabular Microsoft Excel worksheets, importing 505
size of worksheet columns 166 tagging 141
SmartStart. See linking 221 tags 116, 141
Sort Ascending button 214 targets
Sort Descending button 214 in scorecards 384
sorting understanding scores 385
about 214

821 RapidResponse User Guide (Java Client)

Index
task flows 108, 124 save 328-329
action link 124 size measure 314
following 124-125 change 318, 325
opening 125 subcategory 312-313
opening resources from 124-125 change 318
printing 126 nested rectangles 312
Task Flows pane 150 tooltip 315
testing widget 314
reports 406 zoom in 316
text file encoding types 415 triangle symbol 384
text files troubleshooting 152
exporting data to 414 types of resources 22
importing data from 480
U
text size 171
text strings, searching for 234 unassigning responsibility 625
time undoing
about 91 data changes 463
buckets 215 pane layout 150
display format 91 Unicode encoding 563
searching for 236 for HTML files 417
time zones 91 for text files 415
tracking data changes 585 for XML files 418
transferring inventory 472, 475 units of measure 191
Treemap unlocking automation tasks 708
interpret data in 314 Update button 589
Treemaps 312 updating data
breadcrumbs 314, 326 in a scenario 589
data filtering 326 in scenarios with perspectives 623
data views 326 upgrading
category 312-314 new features 38
change 318 urgency markers (!), searching for 238
container rectangles 312 user system requirements 75
change data views in 317, 340 user types 28
circular 328 UTF-8 Unicode encoding
color measure 314, 340 for HTML files 417
change 318, 325 for text files 415
legend 314 for XML files 418
copy 328
drill down in 340, 342 V
categories, subcategories 318, 324 values, displayed 190
hierarchy 318, 321 Version 100 settings sheets 539
drill to details 317, 326, 340, 342 Version 200 settings sheets 533
hierarchy 313 Version 300 settings sheets 524
interpret data in 314 Version 400 settings sheets 515
open 317 Version configuration setting 524, 533
print 328

RapidResponse User Guide (Java Client) 822

Index
 viewing workbook commands 458
alert messages in email 701 workbook help
alert messages in Message Center 699 changing size 166
contact information 575, 632 Workbook Properties button 135
data from multiple scenarios 197 workbooks 108, 158
data history 187 asterisk 433
data in scorecards 364 data publishing 24
data in worksheets 183 importing data 482, 498, 501, 512
data with hierarchies 391 importing data from Microsoft Excel 482, 498, 501,
group information 647 512
list of predefined schedules 764 opening 160
multiple workbooks simultaneously 145 resizing help 166
multiple worksheets simultaneously 163 shortcuts to 138
notes 209 showing help 101
panes 150 standard 24
process activities 129 types 24
scenario notes 583 workbooks, procedures with
workbook properties 135 linking to 221
worksheet properties 135 restoring original layout 173
worksheets as forms or tables 165 viewing multiple 145
viewing properties 135
W
workflows
Web applications 680 running 706
Web browser title, changing in reports 406 worksheet
Web client 72 zoom level 171
Web site, posting reports to 404 worksheet controls
weights constraint 182
in scorecards 384 model 182
what-if analysis 19 part 181
what’s new in RapidResponse 38 pool 182
widgets scenario 177
about 332 site 178
data settings 348, 352 work center 182
linked resources 342 worksheet help
message 332 changing size 166
printing 422 worksheets 158
text 103, 332 asterisk 433
viewing 337, 339 editing data 438
viewing help 103 form view 165
worksheet 332 hiding columns 167
wildcards importing data 482, 504-505, 515
search syntax 236 importing data from Microsoft Excel 482, 504-505,
work center control 182 515
work centers Microsoft Excel Settings worksheets 510
worksheet control 182 monitoring data in 716
Workbook Command Log 774 navigating through 161

823 RapidResponse User Guide (Java Client)

Index
 navigating within 162
protection for Microsoft Excel 511
resizing columns 166
resizing help 166
select all 206
settings (Excel) 504, 510
showing help 101
table view 165
types 160
worksheets, procedures with
copying data 418
copying values to a filter 220
deleting records 434
displaying data 183
exporting data 408
filtering by part 221
inserting records 465
moving between panes 165
pasting data 418
printing 421
printing selected part 421
removing data searches 233
reordering 164
searching data 228
selecting 206
selecting data 206
showing most recent data 195
viewing multiple 163
viewing properties 135

X
X
icon 750
XML
exporting data to 417
XML file encoding types 418

Y
yellow exclamation mark 590

Z
zoom 171

RapidResponse User Guide (Java Client) 824

Index
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