orkungedik/SAP-basis-dataset huggingface dataset:
## 4.4 Sorting data
Sorting data is a fundamental part of data analysis. It helps you understand your data better as you can visualize and organize different views on the data in your crosstab. With sorting the data, you are able to quickly identify the data you need for your decisions.
You can sort data by values (smallest to largest and largest to smallest) and members (A to Z and Z to A). If you sort the values of one measure (for example sales volume) from smallest to largest, the other cells in your crosstab are also affected by the sorting. The metadata information therefore remains correct in the crosstab.
The following sorting options are available:
- Ascending
If you select ascending sorting, the data is sorted from smallest to largest. Ascending sorting for members results in sorting from A to Z.
- Descending
If you select descending sorting, the data is sorted from largest to smallest. Descending sorting for members results in sorting from Z to A.
- Break Hierarchies In the default setting, data is sorted in the hierarchy levels of the crosstab. Parent members are sorted in order, and child members are sorted below each parent member in their own order. If you want to sort data across the entire hierarchy, select the Break Hierarchies option.
## Related Information
To sort values [page 184] To sort members [page 185]
## 4.4.1  To sort values
## Procedure
1. Select a cell in the crosstab that belongs to the measure you want to use for sorting.
2. Choose Sort More Sort Options... . The Sort by dialog box appears.
3. Select the sort options you want to use:
- Sort Ascending Sorts values from smallest to largest.
- Sort Descending Sorts values from largest to smallest.
- Break Hierarchies
If you select this option, the values are sorted across hierarchies. Existing hierarchies in the crosstab and their subtotals are not available any more after sorting. In the default setting, the option is not selected.
##  Note
If you do not want to change the settings for Break Hierarchies , you can also select the sorting options Sort Ascending and Sort Descending directly in the menu or context menu.
## 4. Press OK .
## Results
The sorting is applied to the crosstab.
## 4.4.2  To sort members
## Procedure
1. Select a cell in the crosstab that belongs to the dimension you want to use for sorting.
2. Choose Sort More Sort Options... .
The Sort by dialog box appears.
3. Select the sort option you want to use:
- Sort Ascending Sorts members from A to Z.
- Sort Descending
Sorts members from Z to A.
4. In the Sort by list, select the object type for sorting:
- Default (Dimension Members by First Display Type) The members are sorted by the first display type of the selected dimension.
- Member Display Type You can select one of the member display types in the list below.
- Measure
If you select this object type, you can select one of the available measures in the list below. With this object type, the sorting is applied to the values of the selected measure and not to a dimension.
##  Note
If you do not want to change these settings, you can also select the sorting options Sort Ascending and Sort Descending directly in the menu or context menu.
5. Select Break Hierarchies if you want to sort the members across hierarchies. Existing hierarchies in the crosstab and their subtotals are not available any more after sorting.
6. Press OK .
## Results
The sorting is applied to the crosstab.
## 4.5 Working with hierarchies
There are three options for working with hierarchical presentations in your analysis: dimensions with hierarchies, dimensions displayed as hierarchy and members grouped to a hierarchy.
## Including Dimensions with Hierarchies
Hierarchies for dimensions are created in the data modeling of SAP BW. In SAP BW, they are called Characteristic Hierarchy . A dimension can contain multiple hierarchies. In a hierarchy, dimension members are organized in a tree structure. For example, the hierarchy of cost centers that are assembled in cost center groups.
In BW, you can define different versions of a hierarchy for a dimension. In Analysis, these hierarchies are displayed several times in the design panel with the version number available in brackets after the hierarchy name.
You can also define different views of a hierarchy that are valid for a specific time period in BW. For that, you need to create the hierarchy structure time-dependently. In Analysis, you can specify in the Advanced options dialog whether all time-dependent hierarchies for a dimension should be available in the design panel, or only the hierarchy for a selected period. For time-dependent hierarchies, the validity date is displayed in brackets after the hierarchy name in the design panel.
Note that dimensions with hierarchies can behave differently during filtering and sorting, and that there are separate styles for displaying hierarchy levels. The behavior is described in the corresponding chapters.
To find more information about the definition of characteristic hierarchies in SAP BW, see the documentation on the SAP Help Portal at Hierarchies.
## Displaying Single Dimensions as Hierarchy
You can display multiple dimensions in a crosstab as a flat presentation or as a hierarchy. By default, the flat presentation is displayed. You can change the display to a hierarchical presentation. You can also use dimensions with hierarchies as a single dimension and combine it with other dimensions to a hierarchical presentation.
## Grouping Members
If a dimension is displayed with its flat presentation, you can also group members together to be listed under a node. With these Custom Hierarchies, you can display the members as hierarchical presentation.
## Related Information
To include dimensions with hierarchies in an analysis [page 187]
To display single dimensions as hierarchy [page 189] To group members [page 190] To filter data by member within hierarchies [page 172] Sorting data [page 183] SAP cell styles [page 56] Advanced Options [page 326]
## 4.5.2  To display single dimensions as hierarchy
## Context
If you use multiple dimensions in your analysis, you can display them as flat presentation or as hierarchy in the crosstab.
As of step three, the steps in the following procedure are optional. You can use the options you need the define your view on the data.
## Procedure
1. Move at least two dimensions to the Rows section in the design panel.
##  Note
Dimensions can also be moved to the Columns section. This procedure describes dimension in the Rows section. Dimensions in columns behave accordingly.
The dimensions are displayed side by side in the crosstab.
2. Change to hierarchical display.
Select a crosstab cell and choose Hierarchy Compact Display in Rows .
The dimensions in the crosstab are displayed as hierarchy. The first dimension in the Rows section is the first level in the hierarchy. Nodes with a [+] contain subnodes.
Please note: If you use Analysis with Right-to-Left (RTL) languages, such as Hebrew and Arabic, the [+]/[-] signs in the sheet may work incorrectly. In this case, you can use the options in the ribbon or in the context menu to expand and collapse hierarchy nodes.
3. Expand/Collapse all nodes.
Select the cell with the dimension name in the crosstab and choose Hierarchy Expand to Dimension &lt;Dimension Name&gt; . The number of available dimensions depends from the number of dimensions in the Rows section.
The hierarchy in the crosstab is expanded according to your selection. To collapse the hierarchy, choose the first dimension.
4. Expand/Collapse a single node.
Select a node cell in the crosstab that you want to expand and choose Hierarchy Expand Dimension &lt;Dimension Name&gt; .
The selected node is expanded to the next dimension below. To collapse the subnodes of a selected node, choose Hierarchy Collapse . Y ou can also select the [+]/[-] symbols to expand and collapse a single node.
5. Define the sequence of the dimensions in the hierarchy.
The sequence of the dimension in the Rows section determines their level in the hierarchy. The first dimension in the design panel is the first level in the hierarchy. By using drag and drop, you can move the dimensions up and down. The levels in the hierarchy are changed immediately.
The hierarchy is displayed from child level to parent level.
6. Display the dimensions again as flat presentation. Select a crosstab cell and choose Hierarchy Compact Display in Rows .
The dimensions are again displayed side by side in the crosstab.
## Results
The dimensions are displayed according to your definition.
## 4.5.3  To group members
## Prerequisites
- You can group members of dimensions that are stored in an SAP BW system with version 7.50 SP6 or higher.
- Members in HANA data sources cannot be grouped.
- For the dimensions, the checkbox With Hierarchies needs to be selected in the BW system (transaction RSD1).
## Context
Besides using pre-defined hierarchies for certain dimensions, you can group members together to be listed under a node interactively. If a dimension is displayed with its flat presentation, you can build a Custom Hierarchy to display the members as hierarchical presentation.
You can separate these members again by ungouping them. You can ungroup a single node or the complete custom hierarchy.
## Procedure
1. Select one or more members of a dimension in the crosstab.
2. Choose Hierarchy Group Members .
The Group Header dialog appears.
3. Enter a name for the new node in the Group Header field.
The name will be the header for the grouped members.
4. Press OK .
You have created a new hierarchy.
5. Optional step: Modify the new hierarchy.
You can add or remove members in the new hierary using drag and drop. You can drag and drop one or several members. You can drop new members at any position in the hierarchy. If you drop them to the node, the dropped members will be added at the end of the hierarchy.
You can also change the node name.
To do so, select the group header and choose Rename Group in the context menu. The Group Header dialog appears and you can enter a new name for the node.
6. Optional step: Expand the hierarchy in another direction.
You can change the expansion direction for the hierarchy per dimension.
Select an element of the dimension and choose Hierarchy Expand Upwards (Rows) . Alternatively, you can also expand hierarchies to columns (left or right).
The hierarchies of the dimension are expanded in the selected direction.
## Results
This hierarchy is listed under the hierarchy nodes for the corresponding dimension in the Analysis tab of the Design Panel as it is done for predefined hierarchies. Moreover this hierarchy behaves like the pre-defined ones. You can build several nodes as well as group several nodes to higher nodes.
To ungroup a single node, select the node and choose Hierarchy Ungroup Members . The created node is deleted and the former display is reestablished.
To ungroup your complete custom hierarchy, select one element of the dimension and choose Hierarchy
Ungroup All . The dimension is shown in flat presentation again. The custom hierarchy is deleted and is not shown in the Analysis tab of the Design Panel anymore.
## 4.6 Calculating new measures
In Analysis, you can calculate new measures based on measures that are available in the selected data source.
The measures used as basis for calculations must have a unique name in the data source. If several measures in a data source have the same name, these measures cannot be used for calculations. If one of these measures is selected, the Calculation option in the ribbon is disabled. Therefore, we recommend to use data sources containing measures with unique names.
For simple calculations, you use two or more available measures as operands and an operator to create a new measure. The new measure is the sum of two available measures, for example.
For dynamic calculations, you only use one available measure as operand and you create a new measure based on this operand. For example, if you use sales volume per region as operand, you can add a new measure that displays the rank of each region according to sales volume. If you now filter out or add new regions to your analysis, the rank numbers are changed dynamically. These calculations are therefore called dynamic calculations.
For advanced calculations, you can use the free-form editor. In this editor, you can create formulas with the available measures in the workbook and mathematical functions. The measures of the data source must have a unique name.
You can also add a new measure by restricting an existing one.
The newly created measures are added to the crosstab and to the design panel. In the design panel, you can switch the sequence of the measures, edit their name or delete them. Directly on the crosstab, you can also switch the sequence using drag and drop, and edit the name and delete measures with the context menus.
##  Note
In the query designer, you can specify whether you want to keep or reverse the signs (+/- signs) for structure elements. Using the property Reverse Signs leads to a particular behavior when calculating new measures in Analysis:
- As long as you use data sources that have only one structure, the reverse sign is taken into account for the calculation. The structure could be either a key figure structure or characteristic structure.
- If you use data sources with two structures, the reverse sign is no longer taken into account for the calculated new measure. In this case, you will get a corresponding information message.
You can check the definition of the structure elements in the query designer. The property name is Change Sign. For more information on how to check the definition, please see Selection Properties - Tab: General in the SAP Help Portal.
## Related Information
To calculate a new measure based on available measures [page 193] To add a new measure based on one available measure [page 194] To add a new measure based on free-form calculation [page 195] To add a restricted measure [page 197] Calculating new measures based on SAP HANA views [page 31]
## 4.6.1  To calculate a new measure based on available measures
## Context
You can add a new measure based on available measures and an operator.
Note that measures used as basis for calculations must have a unique name in the data source.
## Procedure
1. Select the measure headings that you want to use.
The first measure that you select is the first operand. Use the CTRL key to select the next measure that is the second operand. You can also select more than two operands for your calculation.
2. Choose Calculations Add Calculation [Operator] .
The following operators are available:
- Add
- Substract
- Multiply
- Divide
- Percentage Difference
The new measure calculates the difference between operand 1and operand 2 as a percentage. For example, operand 1 has value 80 and operand 2 has value 20. The new measure displays the value 300%, as the difference is 60 and 60 is 300% of 20.
If operand 2 has a higher value than operand 1, the result is negative. For example, operand 1 has value 20 and operand 2 has value 80. The new measure displays the value -75%, as the difference is -60 and -60 is -75% of 80.
- Percentage Share
The new measure calculates the share of operand 1 in comparison with operand 2 in percentage. For example, operand 1 has value 20 and operand 2 has value 80. The new measure displays the value 25%, as 20 is 25% of 80.
## Results
The new calculated measure is added to the crosstab and the design panel.
A measure value that is displayed with sign reversal, is used in calculations as displayed.

##  Example
A measure value is 200. If you have selected the sign reversal property in the BEx query definition, the value is displayed as -200 in Analysis. For calculations in Anaylsis, the value 200 is used. If you select this check box, the value -200 is used for calculations.
## 4.6.3  To add a new measure based on free-form calculation
## Context
You can add a new measure with the advanced calculation editor.
Note that the advanced calculation editor is available only if all measures of the data source, visible or hidden in the current navigation state, have a unique name.
## Procedure
1. Select a measure heading in the crosstab.
2. Choose Calculations Add Advanced Calculation... .
The New Calculation dialog appears.
3. Enter a name for the new calculation.
This will also be the name for the new measure.
4. Enter a formula for the new measure in the Calculation area.
With Insert Member , you can select the measures of the data source as operands.
With Insert Function , you can select the operator for the calculation. The following functions are selectable:
- Mathematical Functions:
- Addition
- Division
- Multiplication
•
Subtraction
- Power Function
- Logarithm
- Remainder from Integer Division
- Root
- Logarithm to the Base of 10
- Absolute Value
- Smallest integer value that is greater than operand
- Integer Division
- Largest integer value that is less than operand
- Decimal part of operand
- Maximum
- Maximum of 0 and operand
- Minimum
- Minimum of 0 and operand
- Integer value of operand
- To the Power
- Data Functions:
- Value without Dimension (No Unit)
- Process Value as Date
- Process Value as Time
- NOERR(x)\: Equals 0 for undefined calculations; otherwise x
- NDIVO(x)\: Equals 0 when Divided by 0; otherwise x
- Percentage Functions:
- Percentage Deviation
- Percentage Share
- Boolean Operators:
- Logical AND
- Logical OR
- Logical EXCLUSIV OR
- Logical NOT
You can also use CTRL+Space to enter operands and operators.
5. Select OK to save the new measure.
The button is enabled if the calculation is valid.
## Results
The new calculated measure is added to the crosstab and the design panel.
You can edit or delete the new measure.
## 4.6.4  To add a restricted measure
## Context
You can add new measures based on restrictions for existing measures. The existing measure can also be a restricted measure.
Note that measures used as basis for calculations must have a unique name in the data source.
## Procedure
1. Select a measure heading or a data cell in the crosstab.
2. Choose Calculations Add Restriction... .
The New Restriction dialog appears.
3. Enter a name for the new restriction.
This will also be the name for the new measure. The name cannot be edited after the creation.
4. Select the measure that you want the new restricted measure to be Based on:
5. In the Selections area, select the dimension that you want to restrict and specify the members for the restriction.
You can select the Open Value Help icon to open the Filter by Member dialog for specifying the members.
If you opened the dialog from a data cell, this data cell is already defined as a restriction. You can change this restriction.
6. Select the Add Line icon to restrict an additional dimension.
This step is optional.
7. Select OK to create the new measure.
## Results
The new calculated measure is added to the crosstab and the design panel.
You can delete the new measure, but you cannot edit it.
## 4.7 Defining the display of members, measures and totals
When you insert a new crosstab in your analysis, members, measures and totals are displayed according to the default settings. You can change the display of these elements using the toolbar or context menu.
## Related Information
To define the members display [page 198]
Defining the measures display [page 199] Defining the totals display [page 202]
## 4.7.1  To define the members display
## Context
Members can be displayed as key, text or both. For texts, you can define which text should be displayed.
Key, text and short text of a dimension and its members is set during creation in SAP BW. In the query definition, you can define the member display that should be used as default. In Analysis, you can define the member display for each dimension.
The definition of the member display does not affect the totals and subtotals in your analysis.
## Procedure
1. Select a member cell of a dimension to define the display for all members of this dimension.
2. Choose Members and the display option you want to use. You can select the following display options:
- Text : The members are displayed with their text.
- Key : The members are displayed with their key.
- Text and key : The members are displayed with their text and key.
- Key and text : The members are displayed with their key and text.
3. If you select a display option that contains text, you can choose between two display options for the text. Choose Members and one of the following options:
- Short Text : The short text for the members is used for the text display.
- Text : The text for the members is used for the text display.
4. Select the Access Mode for the dimension to define which members should be displayed in the crosstab.
Note that this step is not available for SAP HANA data sources.
##  Note
The Access Mode option is available only if you enable it. You have the following options to do so:
- Select the check box Show Access Mode for Member Display in the Advanced options dialog.
- Set the file setting AllowChangingAccessMode to true. You can do this in the Technical Configuration in the Analysis backstage area or in the file system.
You can select one of the following options:
- Default : The members are displayed in the crosstab according to the query definition (either members with posted data or all members).
- Note that this option is not available for SAP Analytics Cloud data sources.
- Only Values with Posted Data : The members with posted data are displayed.
- Values in Master Data : All members (with and without posted data) are displayed.
You can also apply an access mode to new lines added for planning.
## Results
## 4.7.2  Defining the measures display
To define the measures display, you can specify the number format for each measure in your analysis. This includes the scaling factor and the decimals used.
For all measures in your analysis, you can define in one single step whether the scaling factors should be displayed. If you use currency as unit, you can translate the current currency to the currency you want to use. You can also define how zeros and negative values are displayed in the crosstab.
## Related Information
To define the number format [page 200]
To show or hide the scaling factors [page 200] To define currency translation [page 201] To define the display of zeros and negative values [page 202]
## 4.7.2.1 To define the number format
## Procedure
1. Select a cell from the measure that you want to change.
2. Choose Measures Number Format .
3. In the Number Format dialog box, select the Scaling Factor and the Decimal Places that you want to use for the measure display.
4. Select the Display Scaling Factor and Units in the Header for All Measures check box if the scaling factor should be displayed in the crosstab.
5. Press OK .
## Results
The data cells of the selected measure are displayed according to your definition.
## 4.7.2.2 To show or hide the scaling factors
## Procedure
1. Select a crosstab cell.
2. Choose Measures Show Scaling Factors . When the option is active, a check mark is displayed beside the menu item. To deactivate the option, choose it again.
## Results
The scaling factors are displayed for all measures according to your definition.
The setting made in BEx Query Designer to display the scaling factors for key figures is not evaluated in Analysis. To define the display for scaling factors only this setting in Analysis is evaluated.
## 4.7.2.3 To define currency translation
## Context
You can translate the currency for all measures of an analysis.
## Procedure
1. Select a crosstab cell.
2. Choose Measures Currency Translation .
3. In the Currency Conversion dialog, select a Target Currency , a Currency Conversion Type and press OK . The currency translation types are created in SAP BW. For more information, see SAP Help Portal at Currency Translation.
##  Note
The selection options in the Target Currency and Currency Translation Type lists are interdependent. Depending on the currency you selected, the system offers you all translation types that support this currency. To be able to display all translation types again, choose the standard setting Display Original Currency . Conversely, if you select a particular translation type, the system shows all currency options for this translation type.
4. Select the Use Currency Translation from Query Definition check box, if the currency translation should be based on the currency definition in the BEx Query Designer.
The currency that you define in the query definition can be different from the currency in the original InfoProvider. For example, in the InfoProvider the currency USD is used and in the query definition, the currency is translated from USD to EUR. If you want to translate the currency in your analysis to GBP , the currency translation is based on EUR if you select this check box and it is based on USD, if you do not select it.
##  Note
This check box is only available in the dialog when you select the option Enhance Currency Conversion by Query Definition Advanced Options dialog.
## Results
All measures that are scaled in a currency are translated to the selected currency.
## Related Information
## Advanced Options [page 326]
## 4.7.2.4 To define the display of zeros and negative values
## Procedure
1. Select a crosstab cell.
2. Choose Measures General Format .
3. Select an option from the Display of Negative Values list.
The following options are available: -X, X-, (X).
4. Select an option from the Display Zeros as: list.
The following options are available:
- With Currency/Unit
- Without Currency/Unit
- Empty Cell
- User Defined If you select this option, you can enter a text that should be displayed in the cells.
5. Press OK .
## Results
The values are displayed for all measures according to your definition.
You can also suppress zeros if there are rows or columns that only contain zeros.
## Related Information
To show/hide zeros in rows and columns [page 182]
## 4.7.3  Defining the totals display
For totals, you can define whether they should be displayed in the crosstab. If they are displayed, you can decide where they should be displayed in the crosstab. You can also define how the totals should be calculated.
## Related Information
To locate the totals display in the crosstab [page 203] To show or hide totals in the crosstab [page 203] To define the calculation of totals [page 204]
## 4.7.3.1 To locate the totals display in the crosstab
## Context
In the default display, totals are displayed below members and to the right of the members. You have the following options to change the display:
## Procedure
1. Select a crosstab cell.
2. Choose Totals Total Rows Above Members . The totals are displayed above the members.
3. Choose Totals Total Columns Left of Members . The totals are displayed left of the members.
## Results
The totals are displayed according to your definition. To change the location again, deselect the option.
## 4.7.3.2 To show or hide totals in the crosstab
## Procedure
1. Select a member cell in the crosstab.
2. To show the totals in the crosstab, choose Totals Show Totals .
3. To hide totals that only have one member, choose Totals Hide Totals if Only One Member is Available .
## Results
The totals are shown / hidden according to your definition.
## 4.8 To jump to a target with Goto
The report-report interface (RRI) allows you to call a jump target from a BEx query executed in Analysis. You can use the RRI to jump from the executed query (sender) to another report (receiver) containing more information. You can call targets in BW systems and beyond.
You can use the report-report interface to call targets that you have defined in your query. To be able to call the targets from executed queries, you must define the targets for the query with the sender/receiver assignment. The sender/receiver assignment is defined in transaction RSBBS in the BW system.
In Analysis, you can assign the following receivers:
- Query If you call a query with Goto, a new workbook is opened with the query.
- Web address
http:/ /www.google.com for example.
- The following targets are opened in the web browser:
- ABAP transaction. The transaction must be classified for using SAP GUI for HTML.
- ABAP Report
- BEx Web Application (3.x and 7.0)
- Crystal Report
- Xcelsuis dashboard
After making the assignment, you can choose Goto in the context menu to call all the targets for cells in the crosstab of the executed sender query.
## More Information
You can find more information about the report-report interface and the sender/receiver assignment in the SAP NetWeaver documentation in the SAP Help Portal under Using the Report-Report Interface.
## 4.9 Commenting data cells
With Microsoft Excel functionality, you can add a note to a cell by inserting a comment. You can edit the text in comments and delete comments that you no longer need. You can also choose if the comment text box is shown or hidden in your analysis.
You can add comments to the data cells in the crosstab. The data source must have been refreshed before you add a comment to a data cell. A comment is available internally as long as it is not explicitly deleted. For example, you add a comment to a cell and then change the view on your data. In the new navigation state, the cell with the comment is not visible anymore. As soon as you change the navigation state so that the cell with the comment is again visible in the crosstab, the comment is also available.
You can use the options in the Comments group in the ribbon or the context menu to create, edit or delete comments.
The comments are associated with the selection of the cell (context). The selection includes all selected values for the dimension, for example prompt, filter and background filter values. Analysis stores for each dimension the single member selection if the selection is a single member selection, for example a single value in the prompting definition. For other selections, Analysis stores that there has not been a single member selection for this dimension. Note that a comment that is placed on the total cell of a dimension also is considered not to have a single member selection associated for this dimension. A comment is visible in a cell if the cell has for all dimensions the matching single member selection or the comment and the cell both do not have associated a single member selection.
Any hidden selections of a restricted key figure is not taken into account. Instead, the key figure id is considered as single member selection.
If you add a comment to a member or header cell in the crosstab, the comment is not available after changing the navigation state.
You can save comments in SAP BW/4HANA, on the BI platform and locally.
## 4.9.1  To comment a data cell
## Context
The options for commenting a data cell are available in the Comments group in the ribbon.
## Procedure
1. Make sure that the data source has already been refreshed.
2. Select the cell where you want to add a comment.
The context of the selected cell is displayed in the Context section of the Comments tab in the design panel.
Note: If the crosstab contains data cells with exactly the same context, for example after copying a column, the comment will be added to all data cells with this context.
3. Choose Create/Edit Comment in the ribbon.
You can also use the context menu to create, edit or delete comments.
4. In the comment text box, type the comment text. A small red triangle in the corner of the cell indicates that the cell has a comment attached to it.
5. To edit an existing comment, select the cell and choose Create/Edit Comment in the ribbon.
6. To keep a comment visible with the cell, select the cell and choose Show/Hide Comment in the ribbon. The comment text box is shown permanently in your analysis. You can move the text box using drag and drop.
7. To delete an existing comment, select the cell and choose Delete Comment in the ribbon.
## Results
You can save the comments in the workbook.
## 4.9.2  To save comments in SAP BW/4HANA
## Prerequisites
For saving comments in SAP BW/4HANA the following prerequisites must be met:
- You use SAP BW/4HANA 1.0 SPS8 or a higher version as BW system.
- You have selected Business Warehouse as preferred document storage for comments in the Platform Options .
- In the BW system, you have created a document store and you have to defined which InfoProviders it will store.
- In Analysis, you can use queries that are based on these InfoProviders to add comments and use this document storage.
For more information about document stores, see the SAP BW/4HANA documentation at Document in the Document Store.
- In the BW system, you have defined the document support for the query:
Set the query property Document Support to value Yes . Enter the name of the document store in the Default Document Application ID field.
## Context
You can save comments in SAP BW/4HANA. The comments are saved per workbook and data source.
Comments from an SAP BW system are loaded automatically when a workbook is opened or the data source is inserted in a workbook.
## Procedure
1. To save comments in SAP BW/4HANA, choose Save Comments in the Comments group.
2. Optional step: Change the Document Store for the data source.
On the Components tab in the design panel, you can select another document store of the data source.
3. Optional step: Create or select a Document Filter .
To create a document filter, enter a name in the document filter field on the Components tab in the design panel and save the document filter. You have two options to save a document filter:
- Save for This Workbook The document filter will contain all comments entered in the workbook.
- Save for This Data Source
The document filter will contain the comments of the currently selected data source.
Alternatively, you can also select an existing document filter and save it for the workbook or the selected data source.
All comments that you add after saving a document filter, are assigned to this document filter.
The selected document filter is saved with the workbook. When you or one of your team members open the workbook, the document filter is already applied.
## Results
The comments are saved in SAP BW/4HANA.
You can see the context (data source and cell context) and history of each comment on the Comments tab in the design panel.
In SAP BW/4HANA, you can use the report RSDOC\_DELETE\_TAGGED\_DOCS to delete saved comments and document filters.
You can find more information about the report RSDOC\_DELETE\_TAGGED\_DOCS in the SAP BW/4HANA documentation at Creating a Document Store.
## Related Information
The Components tab [page 148] The Comments tab [page 155]
## 4.9.3  To save comments on the BI platform
## Prerequisites
You have selected Business Intelligence Platform as preferrred document storage for comments in the Platform Options .
## Context
You can save comments on the BI platform. The comments are saved per workbook.
Comments from the BI platform are loaded automatically when a workbook is opened.
## Procedure
To save comments to the BI platform, choose Save Comments in the Comments group.
## Results
The comments are saved on the BI platform.
You can see the context (data source and cell context) of a selected cell on the Comments tab in the design panel.
## 4.9.4  To save comments locally in the workbook
## Context
The comments are saved within a workbook if it is saved locally or on a fileshare.
## 4.10  Planning Data
In Analysis, you can plan business data based on the current data in your data source. You can enter the planning data manually and you can enter planning data automatically using planning functions and planning sequences of SAP BW Integrated Planning.
While planning, you can recalculate and save your data, lock cells, set a work status and switch between display and change mode.
## Related Information
To plan data manually [page 210]
To plan data with planning objects [page 214] To recalculate planning data [page 216] To save planning data [page 216] Locking Cells [page 217] Setting the Work Status [page 219] To undo changes while planning data [page 221] To switch between display and change mode [page 222] Editing short texts in queries [page 223] Planning Data with SAP Analytics Cloud models [page 28]
## 4.10.3  To recalculate planning data
## Procedure
1. Enter or change planning data.
2. Choose Recalculate .
## Results
All changed values are checked for consistency. If the changed data entries are correct, the recalculated data is available, the totals are updated and the new values are visible in all other components of the workbook. The recalculation is executed for all data sources in the workbook that are available in the selected planning system.
You can also use the PlanDataTransfer command from API method SAPExecuteCommand to recalculate planning data.
## Related Information
SAPExecuteCommand [page 104]
## 4.10.4  To save planning data
## Procedure
1. Enter or change planning data.
2. Choose Save .
## Results
All changed values are checked for consistency. If the changed data entries are correct, the data is saved in the data sources and a message is displayed that the data was saved. The saving is executed for all data sources in the workbook that are available in the selected planning system.
You can also use the PlanDataSave command from API method SAPExecuteCommand to save planning data.
## Related Information
SAPExecuteCommand [page 104]
## 4.10.5  Locking Cells
You can lock input-ready cells against manual changes in planning workbooks. A locked cell is a time-limited setting that only applies to the current user session. Locked cells are displayed in a different cell style. You can also undo cell locks.
There are two implementations of the cell lock function in Analysis. These are
- Front-end cell locks Cell locks are managed in the runtime for the current result set. Cell locks remain in effect so long as no significant changes are made to the result set.
- Back-end cell locks (Single Query and Cross Query) Cell locks are managed exclusively in the back-end system for one single or all input-ready queries in the
planning workbook. Locking cells in all queries of the workbook makes it possible for a cell that is locked in one query to be displayed as locked in other queries and to be treated as such.
You can select on the Components tab in the design panel which implementation should be applied in a workbook.
For more information about cell locking in SAP BW, see the BW documentation on the SAP Help Portal at Lock Concept and Lock Management.
## 4.10.5.1  Front-End Cell Locks
Front-end cell locks in a query remain in effect until the user makes significant changes to the crosstab.
The cell locks remain in effect if the user performs any of the following activities:
- Sorting the crosstab
- Expanding or collapsing nodes in BW hierarchies
- Changing display settings for dimensions
If the user performs one of the following activities though, the cells locks are undone: :
- Adding/removing dimensions or measures to the crosstab
- Calling the prompting dialog to change variable values
- Swapping row and column axes
- Hierarchical axis display
- Zero suppression
- Setting a filter
- Executing a planning function or sequence
## 4.10.5.2  Back-End Cell Locks
Back-end cell locks in a planning application allow more navigation steps in a query while retaining the cells locks as front-end cell locks. In Analysis, you can decide if the cells are locked for a a single query or multiple queries in a planning application.
Cross query cell locks could be particularly suitable if a planning workbook contains multiple sheets, and its queries are closely linked but are used for different aspects of the planning application.
The back-end cell locks remain in effect if the user performs any of the following activities:
- Displaying the properties of the dimensions (like Key or Text )
- Displaying attributes of the dimensions
- Sorting the result set by dimension members, texts or key figures
- Swapping row and column axes
- Expanding or collapsing nodes in hierarchies
- Hiding/showing structure elements (filter structure elements for example)
- Adding a dimension to the crosstab: At the lowest point on the right in the rows and the furthest point inside in the columns
- Removing a dimension from the crosstab: At the lowest point on the right in the rows and the furthest point inside in the columns
Note that some of the operations listed above hide locked cells. This does not undo the cell locks however.
These "hidden" cell locks also remain active and are taken into account by the system when calculating inverse formulas and during disaggregation.
If the user performs any of the following activities, all cell locks are undone :
- Changing the order of the dimensions included in a cell lock
- Change the axis of the dimension included in a cell lock
- Changing the settings for BW hierarchies (on/off) for dimensions included in a cell lock,
- Change the query's dynamic filter (by restricting the variable values without restarting the query for example)
- Changing the filter using the prompting dialog
- Performing a planning function or planning sequence
## 4.10.5.3  To lock cells
## Context
You can lock input-ready crosstab and total cells in Analysis. A locked cell can not be changed manually when the crosstab is recalculated.
##  Note
Microsoft Excel cells are always input enabled. That means you can also enter values in the locked cells of the data source. These values will not affect your planning though.
The cells are locked for the current user session only. You can also unlock the cells during the session.
## Procedure
1. Select the crosstab cells you want to lock.
The selected cells have to be input enabled and have not been changed since the last recalculation.
If you select a mixture of input-ready and already locked cells, all selected cells will be locked.
2. Choose Lock Cells in the planning group.
You can also use the context menu to lock and unlock the cells.
## Results
The selected cell are locked for changes. The locked cells are displayed in a different cell style.
To unlock the cells, select all cells you want to unlock and choose Unlock Cells .
## 4.10.6  Setting the Work Status
With the work status function, you can define who can enter planning data in a workbook and who can set a work status. Work states can also be used to apply a label to a current view and lock its data for review or approval.
For example, your month-end close business process requires that a specific set of data is locked down so that accurate month-end reports can be created. After a data submission, the owner sets the work state to Submitted. This locks the data intersection from subsequent submissions.
Another use case is that users have the authorization to enter planning data for defined members of a dimension. For example, user A can enter the planning data for France and user B for Spain.
A work status that will be used in Analysis, has to be defined with SAP Business Planning and Consolidation (BPC), version for SAP NetWeaver embedded. The work status is configured in the BPC Web Admin Tool and is
based on a BPC model. A model can include one or several InfoProviders. All InfoProviders in the model must contain the owner dimension
In the work status configuration, a list of work states can be defined with any name. Typical work states are Unlocked, In Process and Approved. In the section Locking Dimensions , an Owner Dimension , a Hierarchy and an Owner (and Team) must be defined. The hierarchy is a BW hierarchy based on the owner dimension. Other dimensions can be added to the work status.
The ownership for single members is defined in the master data maintenance of the SAP BW system. In transaction rsd1, an owner can be defined for each member of a selected dimension. As the ownership is defined on member level, several users can plan data or set a work status in a workbook at the same time.
##  Note
Check the licensing conditions for SAP BusinessObjects Planning and Consolidation, version for SAP NetWeaver embedded.
For more information about setting up work states, see Work Status Setup
## Related Information
To set a work status [page 220]
## 4.10.6.1  To set a work status
## Context
You can change the planning data and set a work status for data cells of defined members. You can also lock data cells for updates with a work status.
To be able to set a new work status at least one work status is defined in the BPC Web Admin Tool and you have the authority to set a work status for one or several members. The ownership is defined in the master data maintenance of the SAP BW system.
## Procedure
1. Open a workbook containing a planning model and a corresponding data source.
You can also open an empty workbook and insert a planning model and a corresponding data source. Planning models are available on the Environment tab in the open workbook dialog.
2. Select a data cell.
3. Choose Work Status Work Status Criteria to check the work status criteria.
You can only set a work status if all defined criteria is fulfilled.
4. Choose Work Status Set Work Status Hierarchy to apply the hierarchy defined for the owner dimension in the BPC Web Admin Tool.
This step is optional. We recommend it to fulfill the criteria, but you can also create a navigation state in Analysis that fulfills all criteria without setting the hierarchy.
5. Choose Work Status Include All Descendants to apply the work status to the selected member and all descendant members.
This step is optional.
The entry is available only if a data cell of a member is selected that has descendant members in the hierarchy.
The setting is valid for the workbook and not only for the selected data cell.
6. Choose Work Status &lt;Defined Work Status&gt; to set a new work status.
You can only see and select a work status if you are defined as owner for this member in the master data maintenance of the SAP BW system.
The available work states are defined in the BPC Web Admin Tool.
7. Choose Save Data in the planning group to save your changes.
## Results
The workbook is saved with the changed data and work status.
## 4.10.7  To undo changes while planning data
## Procedure
1. Enter or change planning data.
2. To undo your changes, you have the following options:
- Choose Back To Previous Saved State . With this option, you undo all changes since the last save of your data. The undo is executed for all data sources in the workbook that are available in the selected planning system. You can also use the PlanDataReset command from API method SAPExecuteCommand to revert to the last saved state of your planning data.
- Choose Back To Previous Consistent Client State . With this option, you undo all changes since the last successful recalculation of your data. The undo is executed for all data sources in the workbook that are available in the selected planning system. You can also use the PlanDataClientReset command from API method SAPExecuteCommand to revert to the last recalculated state of your planning data.
## Related Information
SAPExecuteCommand [page 104]