About Ask for Input

Using reports, you can create an Input task, in which you create an input form in which colleagues are requested, via the Task functionality, to provide data.

Prerequisites:

● The model must have a dimension of type Organization, which is set up with regions/departments and the

person responsible for them.

● You must create a private version of the report data for which you create the input task.

● In the private version, you must build a view from which you will create summary. This summary is converted

to an input form when you create the Input task.

The numbered steps in the following illustration show the workflow in the Ask for Input procedure. Click the hotspots (or the corresponding link beneath the graphic) to jump to the relevant document section.

● Explore Version Management [page 81] ● Converting a View to a Summary [page 76] ● Formatting in the Designer Panel [page 64] ● The Create Input Task Feature [page 77] ● Creating an Input Task [page 78] ● Accepting an Input Task [page 79]

● Completing an Input Task (Assignee) [page 80] ● Completing an Input Task (Approver) [page 80] ● Completing an Input Task (Approver) [page 80]

4.8.1 Converting a View to a Summary

Use the Create Summary from View command to convert a view into a summary. The summaries can be

converted to input forms to gather data from colleagues in an Input task if they meet the required criteria.

Prerequisites

You have created a view in Reports.

If you want to use the summary to create an input task, ensure the following:

● The Organization dimension is free – that is, not assigned to any axis.

● The view contains only one version: a private version that you created for this purpose.

Procedure

1. In the view, choose Create Summary from View.

2. In the Create Summary from View dialog, enter a summary name, and choose OK.

Results

The new summary opens.

4.8.2 The Create Input Task Feature

In Reports, you can use the Create Input Task feature to create a task for which the assignees must enter data in an input form created from the current summary.

When you open a summary and choose Create Input Task, the following occurs:

● The current summary is converted to an input form; the name remains the same.

Once the form is created, the summary is no longer available in the report. The input form is available in Files,

indicated by the input form icon , and is linked to the input task that you created.

● The task functionality is launched, and you are prompted to create an input task.

You can assign the task to the persons responsible for the various organizational regions or departments, as set up in the organizational dimension. The new input form is linked to the task and approvers and assignees can access it via the Task panel. You can link additional content to the input task and can set up task

reminders as you would for any other task.

Note

Because of a restriction in the current release of SAP Cloud for Analytics the person who creates the Input Task cannot also be included as an assignee. If you do assign the creator as an assignee, no warning message is displayed but the process will fail. This restriction will be addressed in future releases.

4.8.3 Creating an Input Task

Create an input task to gather data from colleagues, using a report summary as the template for the input form.

Context

You have created a summary from a view in Reports. Now you want to create an input task and convert the summary to an input form.

Procedure

1. In the summary window, choose Create Input Task.

The Create Input Task dialog opens. The Links section of the dialog already includes a link to an input form with the same name as the summary.

2. In the dialog, enter a name for the task and a description (optional). 3. Choose the calendar icon to select a due date.

4. To assign the task, choose Select Assignees.

The Select Assignees from Organization dialog lists the available organizational areas, along with the persons responsible for them.

5. In the selection dialog, select the areas for which you want to gather data.

The information task will be assigned to the users listed as Responsible for the areas you select. Note that the person who creates the Input Task cannot also be included as an assignee. 6. Choose Create to make the assignments and return to the task dialog.

7. In the Links section, if you want to add links to additional business content: a. Choose the Add Link icon (the plus sign).

b. Enter a search term in the search box and select content from the suggested matches. 8. To create a reminder for the task:

a. Choose Add Reminder (the plus sign).

b. In the Set Reminder dialog, specify how many days before the due date the reminder is to be sent. c. Indicate whether to include the assignee's manager in the reminder.

d. Specify whether to send an email reminder in addition to a notification in the application. e. Choose Set to confirm the reminder settings.

9. Choose Create to create the input task.

Results

The newly created input form opens. The panel on the left contains the task details. You can see you are set as the Approver for the task, and you can expand Assignees & Status to view the status of the task.

4.8.4 Accepting an Input Task

When you are assigned an input task, you need to accept it before you can enter data in the input form.

Context

You have been assigned an input task. You've received a notification and can see the task in your event calendar.

Procedure

1. To access the task panel, you can:

○ Open Notifications and choose the task.

○ Choose Main Events and select the task in your Events calendar.

The panel for the input task appears on the right of the Events window. You can open the input form via the link in the Links section, but at this point you cannot enter any data.

2. In the task panel, choose Accept.

Results

You can now enter data in the input form. You can also see a Source Data section in the task in which you can show or hide the original source data.

4.8.5 Completing an Input Task (Assignee)

When you have completed an input form assigned to you, choose Done in the task panel to complete the task and submit your input for approval.

4.8.6 Completing an Input Task (Approver)

Once assignees have completed their input forms, you must review and approve their input to complete the task.

Context

An assignee has completed an input task. You receive a notification that you need to approve the input.

Procedure

1. To access the input task panel, you can:

○ Open Notifications and choose the notification that approval is requested for.

○ Open the task panel from the Events calendar and check Assignees & Status to see which input needs approval.

2. In the task panel, open the input form from the Links section. 3. To view the input from an assignee:

a. Expand Assignees & Status and locate the assignee. b. Ensure Show Data is selected.

c. Choose the Assignee or Creator options to toggle between the assignee's input and your original data. 4. You can see the status for the assignee changes to Complete.

5. Once you have approved the input for all assignees, choose Complete to finalize the task.

Results