SAP PaPM Cloud Universal Model: Introducing Data Scope for Import, Export, Erase of Data and Rules

Welcome to another blog post in our series on SAP Profitability and Performance Management Cloud Universal Model (SAP PaPM Cloud UM)! In this post, we are excited to walk you through a new enhancement that gives Activity users much greater control over their data and rule operations.

Before this enhancement, when you imported, exported, or erased data and rules in the Activity Screen or Data Screen, the operation always applied to the broadest set of data your role could access. With this release, a new Data Scope dropdown is introduced across the Import Data, Export Data, and Erase Data dialogs, as well as Import Rules, Export Rules, and Erase Rules — available from the Activity Screen, Data Screen  (Show Data) and the Dynamic Rules Screen. You can now decide exactly how much data should be in scope before initiating any of these operations.

Let’s break down what’s new and walk through some concrete examples.

What’s New
The following data and rules dialogs are enhanced with a new Data Scope dropdown, giving users precise control over the extent of data included in each operation:

Data Actions
• Import Data — Activity Screen and Data Screen (Show Data)
• Export Data — Activity Screen and Data Screen (Show Data)
• Erase Data — Activity Screen and Data Screen (Show Data)

Rules Actions
• Import Rules — Activity Screen and Dynamic Rules Screen
• Export Rules — Activity Screen and Dynamic Rules Screen
• Erase Rules — Activity Screen and Dynamic Rules Screen

Each of these dialogs now includes a Data Scope dropdown with the following options:

Note: The Current Layout Data option behaves differently depending on the screen:
Activity Screen: available for data actions only, and only when a standard Data Screen Layout has been predefined in the Activity Settings. 

Data Screen (Show Data) and Dynamic Rules Screen: available for both data actions and rules actions, using the currently active layout.

Dialog Configuration Changes

Import Data Dialog
The Import Data dialog now includes a Data Scope field alongside the existing File Type setting. The default scope for Import is All Accessible Data.
• File Type: CSV or Excel
• Data Scope: All Accessible Data (default), Activity Data, Current Layout Data (conditional)
Note: You can now select one or more files in the Import Data dialog. All selected files are processed in a single import operation under the chosen scope. 

Export Data Dialog
The Export Data dialog now includes a Data Scope field. The default scope for Export is Activity Data.
• File Type: CSV or Excel
• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (conditional) 

Erase Data Dialog
The Erase Data dialog now includes a Data Scope field. The default scope for Erase is Activity Data. Records protected by data locks are never affected, regardless of the scope selected.
• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (conditional)

Data Scope in Rules Actions
The Data Scope dropdown controls which rules are included when performing Import Rules, Export Rules, and Erase Rules operations — available from both the Activity Screen and the Dynamic Rules Screen. The scope is applied to the condition fields of each rule.
When displaying or editing rules, authorizations are applied to condition fields.

Export Rules Dialog
When exporting rules, the Export Rules dialog offers the following settings:
• File Type: CSV or Excel
• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (available in Dynamic Rules Screen)
Select your desired scope and file type, then confirm to start the export with only the matching rules included in the output file.

Import Rules Dialog
When importing rules, the Import Rules dialog offers the following settings:
• File Type: CSV or Excel
• Data Scope: All Accessible Data (default), Activity Data, Current Layout Data (available in Dynamic Rules Screen)
Select your desired scope and file type, then choose your import file to start the import. Only rules that fall within the selected scope and the user’s authorizations will be processed. Rules protected by data locks cannot be created or overwritten.

Erase Rules Dialog
When erasing rules, the Erase Rules dialog offers the following setting:
• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (available in Dynamic Rules Screen)
Only rules that fall within the selected scope will be erased. Rules protected by data locks are not affected, regardless of the scope selected.

Worked Example: Seeing Data Scope in Action
Now let’s put all of this together with a concrete example. The following setup is used across all scenarios below.

Setup
The following configuration applies to all examples below — both data actions and rules actions.

Model Entity – Base Dataset

User
An Activity User with both read and write access to the activity is used in these examples.

Data Privilege (DSDP)
The Data Privilege grants access to records where Company = COMP_A or Company = COMP_B. A Data Privilege adds access on top of what the user already sees through the activity — it does not restrict. The total accessible records and rules under All Accessible Data is the union of these two sources:
• Records and rules where Product = PROD03 or PROD04 (via Activity Fields)
• Records and rules where Company = COMP_A or Company = COMP_B (via Data Privilege)
Records and rules from COMP_C with PROD01 or PROD02 fall outside both sources and are therefore Not Accessible.

Data Lock (DSDL)
The Data Lock prevents the write user from modifying or erasing records and rules where Company = COMP_A. Export is not affected by the Data Lock. Import and Erase operations on COMP_A records/rules are blocked.

Activity Field Assignment
The current Activity is configured with Product = PROD03 and Product = PROD04 as its Activity Fields. When Activity Data scope is selected, only records and rules matching these product values are included.

Current Layout Data Setup
The Data Screen Layout (for data) and the Dynamic Rules Screen layout (for rules) are both filtered to ActivityID = ACTIVITY_B and Product = PROD03. Note that in the Activity Screen, Current Layout Data is only available for data actions. In the Data Screen and Dynamic Rules Screen, it applies to both data actions and rules actions. When Current Layout Data scope is selected, only records and rules matching this layout filter are included.

Legend

SCENARIO 1: DATA ACTIONS

1a. Export Data
Export is not affected by Data Locks — all 10 accessible records can be exported. The scope controls which subset appears in the output file.

1b. Import Data
Import enforces Data Locks. COMP_A records (K001-K004) are blocked for the write user. Records K009 and K010 are not accessible and are rejected regardless of scope.

1c. Erase Data
Erase enforces Data Locks. COMP_A records (K001-K004) are blocked. Records K009 and K010 are not accessible.

Tip: The read user can only export data. Import and Erase require write access to the activity.

SCENARIO 2: RULES ACTIONS

Existing Dynamic Rules
Effective access under All Accessible Data: 10 rules (COMP_A and COMP_B all products, plus COMP_C PROD03 and PROD04). COMP_C PROD01 and PROD02 are Not Accessible.

2a. Export Rules
Export Rules is not affected by Data Locks. The user can access 10 rules. Rules R9 and R10 are not accessible.

2b. Import Rules
Import Rules enforces Data Locks. COMP_A rules (R1-R4) are blocked. Rules R9 and R10 are not accessible and are rejected. If an imported rule matches an existing Rule ID + Sequence within the same scope, the existing rule is overwritten — no duplicates are created.

2c. Erase Rules
Erase Rules enforces Data Locks. COMP_A rules (R1-R4) are blocked. Rules R9 and R10 are not accessible.

Note: When there are no field selections defined in the activity, the user has access to all the data. So irrespective of the Data Privileges, the user would see all the data. Previously the Data Privileges restricted the data according to the selected data set in Manage Data Privileges, but with the recent changes, it only provides access to additional data.

Summary
That’s about it! With the new Data Scope dropdown, you now have precise control over which records and rules are affected by any Import, Export, or Erase operation — whether you’re working from the Activity Screen, the Data Screen, or the Dynamic Rules Screen.

Here is a quick recap of what to keep in mind:
• Import Data defaults to All Accessible Data; Export and Erase Data default to Activity Data.
• Import Rules, Export Rules, and Erase Rules are enhanced in both the Activity Screen and the Dynamic Rules Screen.
• A Data Privilege adds access — it does not restrict. Total accessible data is the union of Activity Fields and Data Privilege.
• Data Locks block write and erase operations on locked records/rules but do not affect exports.
• Current Layout Data in the Activity Screen is available for data actions only. In the Data Screen and Dynamic Rules Screen it applies to both data actions and rules actions.
• Multiple files can now be selected in the Import Data dialog — all are processed in one operation.

Try it out, tweak the scope to match your use case, and let the system do the heavy lifting. Hope you found this useful — stay tuned for more updates on SAP PaPM Cloud Universal Model!

 Welcome to another blog post in our series on SAP Profitability and Performance Management Cloud Universal Model (SAP PaPM Cloud UM)! In this post, we are excited to walk you through a new enhancement that gives Activity users much greater control over their data and rule operations.Before this enhancement, when you imported, exported, or erased data and rules in the Activity Screen or Data Screen, the operation always applied to the broadest set of data your role could access. With this release, a new Data Scope dropdown is introduced across the Import Data, Export Data, and Erase Data dialogs, as well as Import Rules, Export Rules, and Erase Rules — available from the Activity Screen, Data Screen  (Show Data) and the Dynamic Rules Screen. You can now decide exactly how much data should be in scope before initiating any of these operations.Let’s break down what’s new and walk through some concrete examples.What’s NewThe following data and rules dialogs are enhanced with a new Data Scope dropdown, giving users precise control over the extent of data included in each operation:Data Actions• Import Data — Activity Screen and Data Screen (Show Data)• Export Data — Activity Screen and Data Screen (Show Data)• Erase Data — Activity Screen and Data Screen (Show Data)Rules Actions• Import Rules — Activity Screen and Dynamic Rules Screen• Export Rules — Activity Screen and Dynamic Rules Screen• Erase Rules — Activity Screen and Dynamic Rules ScreenEach of these dialogs now includes a Data Scope dropdown with the following options:Data Scope Option  DescriptionAvailabilityAll Accessible DataThe broadest scope. Covers all data the user can access based on their roles, assigned activities, data privileges, and data locks.Activity Screen and Data ScreenActivity DataIncludes only data that matches the current Activity’s field selections (for example, Product). Data privileges and data locks are respected.Activity Screen and Data ScreenCurrent Layout DataIncludes only data visible under the Show Screen Layout filter defined in the Activity Settings, or the current layout displayed in the Data Screen.Activity Screen (when a Show Screen Layout is predefined) and Data Screen (current displayed layout)Note: The Current Layout Data option behaves differently depending on the screen:Activity Screen: available for data actions only, and only when a standard Data Screen Layout has been predefined in the Activity Settings. Data Screen (Show Data) and Dynamic Rules Screen: available for both data actions and rules actions, using the currently active layout. Dialog Configuration ChangesImport Data DialogThe Import Data dialog now includes a Data Scope field alongside the existing File Type setting. The default scope for Import is All Accessible Data.• File Type: CSV or Excel• Data Scope: All Accessible Data (default), Activity Data, Current Layout Data (conditional)Note: You can now select one or more files in the Import Data dialog. All selected files are processed in a single import operation under the chosen scope.  Export Data DialogThe Export Data dialog now includes a Data Scope field. The default scope for Export is Activity Data.• File Type: CSV or Excel• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (conditional) Erase Data DialogThe Erase Data dialog now includes a Data Scope field. The default scope for Erase is Activity Data. Records protected by data locks are never affected, regardless of the scope selected.• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (conditional)Data Scope in Rules ActionsThe Data Scope dropdown controls which rules are included when performing Import Rules, Export Rules, and Erase Rules operations — available from both the Activity Screen and the Dynamic Rules Screen. The scope is applied to the condition fields of each rule.When displaying or editing rules, authorizations are applied to condition fields.Export Rules DialogWhen exporting rules, the Export Rules dialog offers the following settings:• File Type: CSV or Excel• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (available in Dynamic Rules Screen)Select your desired scope and file type, then confirm to start the export with only the matching rules included in the output file. Import Rules DialogWhen importing rules, the Import Rules dialog offers the following settings:• File Type: CSV or Excel• Data Scope: All Accessible Data (default), Activity Data, Current Layout Data (available in Dynamic Rules Screen)Select your desired scope and file type, then choose your import file to start the import. Only rules that fall within the selected scope and the user’s authorizations will be processed. Rules protected by data locks cannot be created or overwritten.Erase Rules DialogWhen erasing rules, the Erase Rules dialog offers the following setting:• Data Scope: All Accessible Data, Activity Data (default), Current Layout Data (available in Dynamic Rules Screen)Only rules that fall within the selected scope will be erased. Rules protected by data locks are not affected, regardless of the scope selected. Worked Example: Seeing Data Scope in ActionNow let’s put all of this together with a concrete example. The following setup is used across all scenarios below.SetupThe following configuration applies to all examples below — both data actions and rules actions.Model Entity – Base DatasetUserAn Activity User with both read and write access to the activity is used in these examples.Data Privilege (DSDP)The Data Privilege grants access to records where Company = COMP_A or Company = COMP_B. A Data Privilege adds access on top of what the user already sees through the activity — it does not restrict. The total accessible records and rules under All Accessible Data is the union of these two sources:• Records and rules where Product = PROD03 or PROD04 (via Activity Fields)• Records and rules where Company = COMP_A or Company = COMP_B (via Data Privilege)Records and rules from COMP_C with PROD01 or PROD02 fall outside both sources and are therefore Not Accessible.Data Lock (DSDL)The Data Lock prevents the write user from modifying or erasing records and rules where Company = COMP_A. Export is not affected by the Data Lock. Import and Erase operations on COMP_A records/rules are blocked.Activity Field AssignmentThe current Activity is configured with Product = PROD03 and Product = PROD04 as its Activity Fields. When Activity Data scope is selected, only records and rules matching these product values are included.Current Layout Data SetupThe Data Screen Layout (for data) and the Dynamic Rules Screen layout (for rules) are both filtered to ActivityID = ACTIVITY_B and Product = PROD03. Note that in the Activity Screen, Current Layout Data is only available for data actions. In the Data Screen and Dynamic Rules Screen, it applies to both data actions and rules actions. When Current Layout Data scope is selected, only records and rules matching this layout filter are included.Legend SCENARIO 1: DATA ACTIONS1a. Export DataExport is not affected by Data Locks — all 10 accessible records can be exported. The scope controls which subset appears in the output file. 1b. Import DataImport enforces Data Locks. COMP_A records (K001-K004) are blocked for the write user. Records K009 and K010 are not accessible and are rejected regardless of scope. 1c. Erase DataErase enforces Data Locks. COMP_A records (K001-K004) are blocked. Records K009 and K010 are not accessible.Tip: The read user can only export data. Import and Erase require write access to the activity.SCENARIO 2: RULES ACTIONSExisting Dynamic RulesEffective access under All Accessible Data: 10 rules (COMP_A and COMP_B all products, plus COMP_C PROD03 and PROD04). COMP_C PROD01 and PROD02 are Not Accessible. 2a. Export RulesExport Rules is not affected by Data Locks. The user can access 10 rules. Rules R9 and R10 are not accessible. 2b. Import RulesImport Rules enforces Data Locks. COMP_A rules (R1-R4) are blocked. Rules R9 and R10 are not accessible and are rejected. If an imported rule matches an existing Rule ID + Sequence within the same scope, the existing rule is overwritten — no duplicates are created. 2c. Erase RulesErase Rules enforces Data Locks. COMP_A rules (R1-R4) are blocked. Rules R9 and R10 are not accessible.Note: When there are no field selections defined in the activity, the user has access to all the data. So irrespective of the Data Privileges, the user would see all the data. Previously the Data Privileges restricted the data according to the selected data set in Manage Data Privileges, but with the recent changes, it only provides access to additional data. SummaryThat’s about it! With the new Data Scope dropdown, you now have precise control over which records and rules are affected by any Import, Export, or Erase operation — whether you’re working from the Activity Screen, the Data Screen, or the Dynamic Rules Screen.Here is a quick recap of what to keep in mind:• Import Data defaults to All Accessible Data; Export and Erase Data default to Activity Data.• Import Rules, Export Rules, and Erase Rules are enhanced in both the Activity Screen and the Dynamic Rules Screen.• A Data Privilege adds access — it does not restrict. Total accessible data is the union of Activity Fields and Data Privilege.• Data Locks block write and erase operations on locked records/rules but do not affect exports.• Current Layout Data in the Activity Screen is available for data actions only. In the Data Screen and Dynamic Rules Screen it applies to both data actions and rules actions.• Multiple files can now be selected in the Import Data dialog — all are processed in one operation.Try it out, tweak the scope to match your use case, and let the system do the heavy lifting. Hope you found this useful — stay tuned for more updates on SAP PaPM Cloud Universal Model!  Read More Technology Blog Posts by SAP articles 

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