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Zhongwei Li
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references/data-actions.md
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references/data-actions.md
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# SAP Analytics Cloud - Data Actions and Multi Actions Reference
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**Source**: [https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/69a370e6cfd84315973101389baacde0.html](https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/69a370e6cfd84315973101389baacde0.html)
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**Last Updated**: 2025-11-22
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---
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## Table of Contents
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1. [Data Actions Overview](#data-actions-overview)
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2. [Data Action Step Types](#data-action-step-types)
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3. [Multi Actions Overview](#multi-actions-overview)
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4. [Multi Action Step Types](#multi-action-step-types)
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5. [Parameters Configuration](#parameters-configuration)
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6. [Execution Methods](#execution-methods)
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7. [Performance Best Practices](#performance-best-practices)
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8. [Troubleshooting](#troubleshooting)
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---
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## Data Actions Overview
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Data actions perform calculations and data manipulation on planning models. All steps within a data action run on a single transaction - if any step fails, all changes roll back.
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### Key Characteristics
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- **Single Model**: Data actions operate on one target model
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- **Single Version**: All steps target one version
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- **Transaction**: All-or-nothing execution
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- **Rollback**: Automatic rollback on failure
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### Creating a Data Action (020-create-data-action.md)
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1. Files → Create New → Data Action; choose target planning model.
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2. Add steps (copy/cross-copy/allocation/embedded/conversion/advanced formulas) in needed order.
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3. Set parameters (member/number/measure); enable sorting if many prompts.
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4. Choose write mode per step (append vs overwrite); validate mappings to leaf members.
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5. Save, test on small slice, then schedule/run via starter or calendar.
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---
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## Data Action Step Types
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### 1. Copy Step
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Copies data from source to target with dimension mapping.
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**Configuration**:
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```
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Source Scope:
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Version: Actual
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Year: 2024
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Account: All
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Target Scope:
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Version: Budget
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Year: 2025
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Account: All
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Dimension Mapping:
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Account → Account (same member)
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CostCenter → CostCenter (same member)
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Year: 2024 → 2025 (fixed mapping)
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```
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**Use Cases**:
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- Copy actuals to forecast
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- Seed budget from prior year
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- Copy between models
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### 2. Advanced Formula Step
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Write custom formulas using SAP Analytics Cloud formula syntax.
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**Formula Syntax**:
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```
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// Basic assignment
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[Account].[Revenue] = 1000000
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// Reference other members
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[Account].[Gross_Profit] = [Account].[Revenue] - [Account].[COGS]
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// Conditional logic
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IF [Account].[Revenue] > 0 THEN
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[Account].[Margin] = [Account].[Gross_Profit] / [Account].[Revenue]
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ELSE
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[Account].[Margin] = 0
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ENDIF
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// Cross-version reference
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[Version].[Forecast] = [Version].[Actual] * 1.05
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// Time-based calculations
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[Date].[2025.Q1] = [Date].[2024.Q1] * (1 + [Account].[Growth_Rate])
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// RESULTLOOKUP for unmatched dimensions
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[Account].[Allocation] = RESULTLOOKUP([Account].[Driver], [CostCenter].[TOTAL])
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```
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**Operators Available**:
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- Arithmetic: `+`, `-`, `*`, `/`
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- Comparison: `=`, `<>`, `<`, `>`, `<=`, `>=`
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- Logical: `AND`, `OR`, `NOT`
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- Functions: `IF/THEN/ELSE/ENDIF`, `RESULTLOOKUP`, `MEMBERSET`
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### 3. Allocation Step
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Distribute values based on driver data.
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**Configuration**:
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```
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Source:
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Account: Overhead_Costs
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CostCenter: CORPORATE
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Target:
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Account: Allocated_Overhead
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CostCenter: All leaf members
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Driver:
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Account: Headcount
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CostCenter: All leaf members
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Method: Proportional
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```
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**Allocation Methods**:
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- **Proportional**: Based on driver ratios
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- **Equal**: Divide equally
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- **Fixed Percentage**: User-defined %
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### 4. Currency Conversion Step
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Convert values between currencies.
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**Configuration**:
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```
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Source Currency: Local
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Target Currency: Reporting (USD)
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Rate Type: Average
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Rate Date: Current Period
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```
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### 5. Embedded Data Action Step
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Call another data action from within this action.
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**Use Cases**:
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- Reuse common calculation logic
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- Break complex processes into modules
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- Maintain single source of truth
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**Important**: Parameters from embedded action must be mapped or set.
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---
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## Multi Actions Overview
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Multi actions orchestrate multiple planning operations across models and versions. Unlike data actions, multi actions can span multiple models and don't run in a single transaction.
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### Key Characteristics
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- **Multiple Models**: Can operate across models
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- **Multiple Versions**: Can target different versions
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- **Independent Steps**: Each step is separate transaction
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- **Partial Success**: Earlier steps persist if later steps fail
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### Creating a Multi Action
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1. Navigate to **Files** → **Create New** → **Multi Action**
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2. Add steps in desired sequence
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3. Configure parameters
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4. Link parameters to steps
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5. Save and test
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---
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## Multi Action Step Types
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### 1. Data Action Step
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Executes a data action with specified parameters.
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**Configuration**:
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- Select data action
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- Map parameters from multi action to data action parameters
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- Or set fixed values
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### 2. Version Management Step
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Publishes a planning version.
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**Configuration**:
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- Select model
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- Select version to publish
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- Use parameter or fixed value
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**Actions**:
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- Publish (merge private to public)
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- Publish As (create new public version)
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### 3. Predictive Step
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Runs predictive forecasting scenario.
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**Configuration**:
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- Select predictive scenario
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- Set forecast periods
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- Configure target version
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**Predictive Types**:
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- Auto (automatic algorithm selection)
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- Triple Exponential Smoothing
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- Linear Regression
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### 4. Data Import Step
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Import data from SAP sources.
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**Supported Sources**:
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- SAP S/4HANA
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- SAP BW
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- SAP Datasphere
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- Other configured connections
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### 5. API Step
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Call external HTTP APIs.
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**Configuration**:
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```
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URL: [https://api.example.com/endpoint](https://api.example.com/endpoint)
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Method: POST
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Headers:
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Content-Type: application/json
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Authorization: Bearer {{token}}
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Body:
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{
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"planningCycle": "{{PlanningCycle}}",
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"region": "{{Region}}"
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}
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```
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**Use Cases**:
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- Trigger external workflows
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- Send notifications
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- Integrate with third-party systems
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### 6. Data Locking Step
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Lock or unlock data slices.
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**Configuration**:
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- Select model
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- Define data slice (dimensions/members)
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- Set target lock state (Locked, Restricted, Open)
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### 7. PaPM Step (2025+)
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Run Profitability and Performance Management calculations.
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**Configuration**:
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- Select PaPM function
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- Set input parameters
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- Configure output mapping
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---
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## Parameters Configuration
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### Parameter Types
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| Type | Description | Available In |
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|------|-------------|--------------|
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| Member | Select dimension member | Data Actions, Multi Actions |
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| Number | Enter numeric value | Data Actions, Multi Actions |
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| String | Enter text value | Multi Actions (2025+) |
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| Datetime | Select date/time | Multi Actions (2025+) |
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### Creating Parameters
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**In Data Action**:
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1. Open data action
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2. Click **Parameters** in toolbar
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3. Add parameter with name and type
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4. Reference in steps: `{{ParameterName}}`
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**In Multi Action**:
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1. Open multi action
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2. Click **(Available Parameters)**
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3. Select **Create Parameter**
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4. Configure and use in steps
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### Cross-Model Parameters
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When using **public dimensions** shared across models:
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1. Create parameter based on public dimension
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2. Check **Cross-Model Parameter** option
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3. Parameter value applies to all steps using that dimension
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### Parameter Assignment
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**Member Selection**: User picks from dimension
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**Default Value**: Pre-set value
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**Story Filter**: Uses current story filter
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**Input Control**: Links to story input control
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---
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## Execution Methods
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### From Story/Application
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**Button Trigger**:
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```javascript
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// In button onClick event
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DataAction_Budget.setParameterValue("Year", "2025");
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DataAction_Budget.execute();
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```
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**On Data Change**:
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```javascript
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// In onResultChanged event (use carefully)
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if (shouldRecalculate) {
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DataAction_Calc.execute();
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}
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```
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### From Calendar
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1. Create **Data Action Task** or **Multi Action Task**
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2. Attach to planning process
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3. Schedule execution date/time
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4. Assign responsible user
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### Scheduled (Background)
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1. Open Calendar
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2. Create **Scheduled Task**
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3. Select data action or multi action
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4. Set recurring schedule (daily, weekly, etc.)
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### API Execution
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```javascript
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// Execute synchronously
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DataAction_1.execute();
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// Execute in background (non-blocking)
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DataAction_1.executeInBackground();
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// With status callback (in onExecutionStatusUpdate event)
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// Handle: Running, Success, Failed, Cancelled
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```
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---
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## Performance Best Practices
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### 1. Scope Reduction
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```
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// BAD: Process all data
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Source: All Years, All CostCenters, All Accounts
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// GOOD: Use parameters to limit scope
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Source: Year = {{SelectedYear}}, CostCenter = {{SelectedCC}}
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```
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### 2. Input Control Linking
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Link data action parameters to story input controls:
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- Reduces processed data volume
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- Improves execution time
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- Better user experience
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### 3. Embedding for Same Model
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When multiple data actions target same model/version:
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1. Create container data action
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2. Embed related actions as steps
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3. Runs as single transaction (faster)
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### 4. Multi Action Optimization
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```
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// Instead of:
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Multi Action with 5 separate data action steps on same model
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// Use:
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Embedded data action containing 5 steps
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+ Multi Action with 1 data action step
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```
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### 5. Avoid Unnecessary Steps
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- Remove debugging steps before production
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- Consolidate similar calculations
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- Use RESULTLOOKUP instead of multiple copy steps
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### 6. Tracing for Debugging
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Enable **Tracing Table** during development:
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1. Run data action
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2. Check "Show Only Leaves" option
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3. Review cell-by-cell results
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4. Disable before production deployment
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---
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## Troubleshooting
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### Common Errors
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**"No data to process"**
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- Source scope returns no data
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- Check dimension filters
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- Verify source version has data
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**"Target version is locked"**
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- Data locking preventing writes
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- Check lock state and owners
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- Use appropriate version
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**"Parameter value required"**
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- Missing parameter value
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- Set default or make optional
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- Check parameter mapping
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**"Formula syntax error"**
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- Check operator syntax
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- Verify member IDs
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- Use dimension/member browser
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**"Timeout exceeded"**
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- Scope too large
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- Add filters to reduce data
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- Consider background execution
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### Debugging Steps
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1. **Check Source Data**
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- Verify data exists in source scope
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- Test with smaller scope first
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2. **Review Tracing**
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- Enable tracing table
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- Check intermediate results
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- Identify failing step
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3. **Test Parameters**
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- Run with hardcoded values first
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- Then add parameters one by one
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4. **Check Permissions**
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- User must have write access to target
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- Version must be writable
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5. **Review Logs**
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- Check browser console for errors
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- Review data action execution log
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---
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## Example: Complete Planning Workflow
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### Scenario
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Annual budget planning: Copy actuals, apply growth rate, allocate overhead
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### Data Action: Budget_Calculation
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**Step 1: Copy Actuals to Budget**
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```
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Type: Copy
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Source: Version=Actual, Year=2024
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Target: Version=Budget, Year=2025
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Mapping: All dimensions same
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```
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**Step 2: Apply Growth Rate**
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```
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Type: Advanced Formula
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Formula:
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[Account].[Revenue] = [Account].[Revenue] * (1 + {{GrowthRate}})
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[Account].[COGS] = [Account].[COGS] * (1 + {{GrowthRate}} * 0.8)
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```
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**Step 3: Calculate Gross Profit**
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```
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Type: Advanced Formula
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Formula:
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[Account].[Gross_Profit] = [Account].[Revenue] - [Account].[COGS]
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```
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### Multi Action: Annual_Planning_Workflow
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**Step 1: Data Action**
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- Action: Budget_Calculation
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- Parameters: GrowthRate = {{GrowthRate}}
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**Step 2: Predictive**
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- Scenario: Sales_Forecast
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- Periods: 12
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- Target: Version=Forecast
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**Step 3: Version Management**
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- Action: Publish
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- Version: Budget
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- Model: Finance_Model
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**Step 4: Data Locking**
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- State: Locked
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- Slice: Version=Budget, Year=2025
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---
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**Documentation Links**:
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- Data Actions: [https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/69a370e6cfd84315973101389baacde0.html](https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/69a370e6cfd84315973101389baacde0.html)
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- Multi Actions: [https://learning.sap.com/learning-journeys/leveraging-sap-analytics-cloud-functionality-for-enterprise-planning/configuring-multi-actions](https://learning.sap.com/learning-journeys/leveraging-sap-analytics-cloud-functionality-for-enterprise-planning/configuring-multi-actions)
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- Parameters: [https://help.sap.com/doc/00f68c2e08b941f081002fd3691d86a7/2023.20/en-US/4835429d35534add875bae17e93b12e1.html](https://help.sap.com/doc/00f68c2e08b941f081002fd3691d86a7/2023.20/en-US/4835429d35534add875bae17e93b12e1.html)
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