gh-secondsky-sap-skills-skills-sap-sac-planning/references/version-management.md

SAP Analytics Cloud - Version Management Reference

Sources: 012-version-management-overview.md (SAC 2025.23) + related SAP Help portal pages Last Updated: 2025-11-25

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Table of Contents

1. Version Types Overview
2. Public Versions
3. Private Versions
4. Edit Mode
5. Publishing Workflows
6. Version API
7. Best Practices

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Version Types Overview

SAP Analytics Cloud uses versions to manage different views of planning data.

Version Dimension

Planning models require a Version dimension with:

• At least one public version (e.g., Actual, Budget, Forecast)
• System-managed private versions per user

Comparison

Aspect	Public Version	Private Version
Visibility	All users with access	Creator only (unless shared)
Persistence	Permanent until deleted	Temporary (deleted when published/reverted)
Use Case	Official data	Draft, simulation, what-if
Editing	Creates edit mode	Direct editing
Publishing	Target of publish	Source of publish

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Public Versions

Shared versions visible to all users with model access.

Characteristics

• Permanent: Data persists until explicitly deleted
• Shared: Same data for all users
• Controlled: Changes require publish workflow
• Reportable: Used in official reports and dashboards

Common Public Versions

Version	Purpose
Actual	Historical data from source systems
Budget	Approved annual budget
Forecast	Rolling forecast updates
Plan	Working plan version
Prior_Year	Previous year comparison

Creating Public Versions

From UI:

1. Open Version Management panel
2. Click Create Version
3. Select Public
4. Enter ID and description
5. Choose to copy from existing or start blank

Via Data Action:

Step Type: Copy
Source: Existing version with data
Target: New version ID

Deleting Public Versions

Requirements:

• Version must be empty (no data)
• User must have delete permission
• Version not in use by running processes

Via UI:

1. Open Version Management
2. Select version
3. Click Delete (only shows if empty)

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Private Versions

User-specific versions for draft work and simulations.

Characteristics

• Personal: Only creator can see (unless shared)
• Temporary: Designed for draft work
• Flexible: Direct editing without publish
• Isolated: Changes don't affect others

Creating Private Versions

Method 1: Copy from Public

1. Open Version Management
2. Select public version
3. Click Copy to Private
4. Enter name and description

Method 2: Via API

// Get private version (creates if needed when editing)
var privateVersion = Table_1.getPlanning().getPrivateVersion();

Method 3: Auto-Created When editing a public version, SAC automatically creates a private edit mode.

Private Version Properties

Property	Description
ID	System-generated or user-defined
Description	User-provided description
Source Version	Public version it was copied from
Created Date	When private version was created
Last Modified	Most recent edit timestamp

Sharing Private Versions

Share with colleagues for collaboration:

1. Open Version Management → Private Versions
2. Select version → More (...) → Share
3. Choose access level:
   • Read Only: View but not edit
   • Read and Write: Full editing access
4. Select users or teams

Private Version Limits

• System limit on number of private versions per user
• Inactive versions may be auto-cleaned
• Check tenant settings for specific limits

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Edit Mode

When editing a public version, SAC creates a temporary private copy.

How Edit Mode Works

User starts editing public version
            ↓
System creates "edit mode" (private copy)
            ↓
User makes changes (only they can see)
            ↓
User publishes OR reverts
            ↓
Edit mode merged to public OR discarded

Entering Edit Mode

Automatic: Edit any cell in a planning-enabled table on public version

Via UI:

1. Version Management → Public Versions
2. Select version → Edit

Edit Mode Indicators

• Table shows "Edit Mode" indicator
• Version selector shows edit status
• Other users see original public data

Exiting Edit Mode

Publish: Merge changes to public version Revert: Discard all changes Auto-Discard: After inactivity timeout

Concurrent Editing

• Multiple users can have edit mode on same public version
• Each user's changes isolated until publish
• Conflicts resolved at publish time:
  • Last write wins for same cells
  • Different cells merge cleanly

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Publishing Workflows

Publish (Merge to Source)

Merges private/edit mode changes back to original public version.

Steps:

1. Complete data entry in private version
2. Click Publish in Version Management
3. System validates changes
4. Valid changes merge to public
5. Private version/edit mode deleted

Validation Rules:

• Data access control (user can write to cells)
• Data locks (cells not locked)
• Validation rules (pass model rules)

Important: Invalid changes are discarded, not merged.

Publish As (Create New Public)

Creates a new public version from private data.

Steps:

1. Complete data entry in private version
2. Click Publish As in Version Management
3. Enter new version ID and description
4. System creates new public version
5. Private version optionally deleted

Use Cases:

• Create new budget version from draft
• Save simulation as official scenario
• Archive point-in-time snapshot

Revert (Discard Changes)

Discards all changes in private version/edit mode.

Steps:

1. Open Version Management
2. Select private version or edit mode
3. Click Revert
4. Confirm discarding changes
5. Private version/edit mode deleted

When to Revert:

• Started over with wrong assumptions
• Discovered errors requiring fresh start
• Simulation no longer needed

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Version API

getPlanning() Version Methods

// Get all public versions
var publicVersions = Table_1.getPlanning().getPublicVersions();

// Get specific public version
var budget = Table_1.getPlanning().getPublicVersion("Budget_2025");

// Get current private version
var privateVer = Table_1.getPlanning().getPrivateVersion();

// Get all user's private versions
var allPrivate = Table_1.getPlanning().getPrivateVersions();

PlanningVersion Object

// Version properties
console.log(version.id);          // "Budget_2025"
console.log(version.description); // "Annual Budget 2025"

// Check for unsaved changes
if (version.isDirty()) {
    console.log("Has unpublished changes");
}

// Publish changes
version.publish();

// Publish as new version
version.publishAs("Budget_2025_v2", "Revised Budget 2025");

// Revert changes
version.revert();

Version Selection in Data Source

// Filter to specific version
Table_1.getDataSource().setDimensionFilter("Version",
    "[Version].[parentId].&[public.Budget_2025]");

// Get current version filter
var versionFilter = Table_1.getDataSource().getDimensionFilters("Version");

Version-Based Workflow Example

// Complete workflow: create private, edit, publish
function createBudgetVersion(sourceVersion, targetVersion) {
    Application.showBusyIndicator();

    // 1. Copy source to private
    var source = Table_1.getPlanning().getPublicVersion(sourceVersion);
    // (User would edit data in table)

    // 2. Get private version after editing
    var privateVer = Table_1.getPlanning().getPrivateVersion();

    // 3. Publish as new version
    if (privateVer && privateVer.isDirty()) {
        privateVer.publishAs(targetVersion, "Created from " + sourceVersion);
        Application.showMessage("Version " + targetVersion + " created");
    }

    Application.hideBusyIndicator();
}

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Version Management Panel

Accessing the Panel

In Story:

1. Open planning-enabled story
2. Click Version Management in toolbar

In Analytics Designer:

1. Add Version Management panel programmatically
2. Or create custom UI with API calls

Panel Sections

Public Versions:

• List all public versions
• Create, edit, delete options
• Publish target selection

Private Versions:

• User's private versions
• Publish, share, delete options
• Copy from public option

Edit Mode:

• Current edit mode status
• Publish or revert options
• Time since last save

Version Operations

Operation	Availability	Requirements
Create Public	Public section	Model write access
Delete Public	Public section	Empty version, delete permission
Edit Public	Public section	Write access
Copy to Private	Public section	Read access
Publish	Private/Edit	Write access to target
Publish As	Private section	Create version permission
Share Private	Private section	Share permission
Revert	Private/Edit	None (own changes only)

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Best Practices

Version Naming Conventions

Public Versions:
  Actual              - Historical/imported data
  Budget_YYYY         - Annual budget by year
  Forecast_YYYY_QN    - Quarterly forecast
  Plan_YYYY_MM        - Monthly plan version

Private Versions:
  [User]_Draft_[Date] - Personal drafts
  WhatIf_[Scenario]   - Simulation scenarios

Version Lifecycle

1. Planning Cycle Starts
   └── Create new Budget_YYYY version (empty or seeded)

2. Data Entry Phase
   └── Users work in private versions
   └── Submit for review

3. Review Phase
   └── Reviewers check private versions
   └── Approve or reject

4. Finalization
   └── Publish approved to public
   └── Lock public version
   └── Clean up private versions

5. Reporting
   └── Use public version for reports
   └── Compare to Actual version

Performance Considerations

1. Limit active versions - Delete unused versions
2. Clean private versions - Encourage users to publish or revert
3. Use version filters - Don't load all versions in reports
4. Archive old versions - Export and delete historical versions

Security Recommendations

1. Version-level access - Control who can see/edit each version
2. Audit changes - Track who published what
3. Backup before delete - Export version data first
4. Lock approved versions - Prevent accidental changes

Common Mistakes to Avoid

Mistake	Solution
Too many private versions	Set cleanup policy, encourage publish
Orphaned edit modes	Auto-timeout after inactivity
Conflicting publishes	Communicate publishing schedule
Deleting needed versions	Implement approval for deletion
Version naming chaos	Enforce naming conventions

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Troubleshooting

"Cannot publish - validation failed"

Causes:

• Data access control blocking cells
• Data lock on target cells
• Model validation rules failing

Solution:

• Check data access permissions
• Verify lock status
• Review validation rule messages

"Version not appearing"

Causes:

• No access to version
• Filter hiding version
• Version recently deleted

Solution:

• Check version permissions
• Remove version filters
• Refresh model metadata

"Edit mode lost"

Causes:

• Session timeout
• System cleanup
• Another user published

Solution:

• Save frequently
• Check auto-save settings
• Coordinate with other users

"Cannot delete version"

Causes:

• Version contains data
• Version in use by process
• Insufficient permissions

Solution:

• Clear version data first
• Complete or cancel processes
• Request delete permission

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Documentation Links:

• Version Management: https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/9d9056a13b764ad3aca8fef2630fcc00.html
• Public Versions: https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/b6e3d093988e4c3eba7eb6c1c110e954.html
• Private Versions: https://help.sap.com/docs/SAP_ANALYTICS_CLOUD/00f68c2e08b941f081002fd3691d86a7/1a011f8041a84e109a3b6bf8c1c81bc1.html
• Sharing Versions: https://help.sap.com/doc/00f68c2e08b941f081002fd3691d86a7/2023.20/en-US/e763e27e0f4c419488381f77937a0ff1.html