Understand the Workflow and the Calendar Roles

See an overview of a typical workflow of an SAP Analytics Cloud calendar event, and learn about the different roles associated with a calendar task or process.

When you create or assign events you generally use the following workflow:

Note

This image is interactive. Hover over each action for a description. Click the action for more information.

This is an interactive image map showing a simplified overview of an
event workflow, outlining the steps according to the different calendar
roles.

Create Event

The event owner creates an event.

In the Details panel, the owner assigns the event to one or more people. You can assign individual users or teams that have been created in SAP Analytics Cloud:

Owners

You can assign one or more additional owners, who have the same rights as you. For example, you can assign a colleague or assistant as additional owner.

Assignees

You can assign one or more assignees.

You can also use a process as a parent event without any assignee: Before activating the process, you need to add at least one child event to it that can be activated.

Reviewers

To add reviewers, use a composite task. You can assign one or more reviewers, or create successive review rounds.

Alternatively, you can use a review task and let it start once another event, usually a general task or a process, is completed. The assignee of the review task can then review the work that was done in the general task or process.

Viewers

You can share the event with people who need to view the event but won't contribute to it themselves.

After you select an additional owner or people to view the event, you can choose to Delete that person from the task.

After you select an assignee or a reviewer, you can choose to Delete that person from the task, or Change to a different person.

If you've assigned a team, you can choose to Resolve the team with its members, so the individual users are displayed. You can also choose to Change to a different team or person, or Delete the team.

Note

After you resolve a team, the reference to that team is removed. Instead, the system behaves like you added all the team members individually. Any changes to the team on the SAP Analytics Cloud Security page (like adding or removing team members) will not be reflected in the People section of your calendar event.

For more information about the different roles, see: Calendar Roles

Create Event
The event owner creates an event. In the Details panel, the owner assigns the event to one or more people. You can assign individual users or teams that have been created in SAP Analytics Cloud: Owners You can assign one or more additional owners, who have the same rights as you. For example, you can assign a colleague or assistant as additional owner. Assignees You can assign one or more assignees. You can also use a process as a parent event without any assignee: Before activating the process, you need to add at least one child event to it that can be activated. Reviewers To add reviewers, use a composite task. You can assign one or more reviewers, or create successive review rounds. Alternatively, you can use a review task and let it start once another event, usually a general task or a process, is completed. The assignee of the review task can then review the work that was done in the general task or process. Viewers You can share the event with people who need to view the event but won't contribute to it themselves. After you select an additional owner or people to view the event, you can choose to Delete that person from the task. After you select an assignee or a reviewer, you can choose to Delete that person from the task, or Change to a different person. If you've assigned a team, you can choose to Resolve the team with its members, so the individual users are displayed. You can also choose to Change to a different team or person, or Delete the team. Note After you resolve a team, the reference to that team is removed. Instead, the system behaves like you added all the team members individually. Any changes to the team on the SAP Analytics Cloud Security page (like adding or removing team members) will not be reflected in the People section of your calendar event. For more information about the different roles, see: Calendar Roles

Activate Event

When you activate the event, and you've assigned some teams that haven't been resolved yet, the teams are resolved automatically. You can remove individual users of the team, for example. Users assigned to multiple teams are only counted once.

Once you've activated the event, or it has been activated automatically at the start date, the assignees receive a notification and can start working on the event, or decline it.

Activate Event
When you activate the event, and you've assigned some teams that haven't been resolved yet, the teams are resolved automatically. You can remove individual users of the team, for example. Users assigned to multiple teams are only counted once. Once you've activated the event, or it has been activated automatically at the start date, the assignees receive a notification and can start working on the event, or decline it.

View Event

Assignees, reviewers, and viewers can view the event in their calendars.

View Event
Assignees, reviewers, and viewers can view the event in their calendars.

Decline Event

If assignees or reviewers consider themselves not to be responsible for the work assigned to them or they can't accept it for any other reason, they can decline the event:

They can choose to decline the event for their role only, or on behalf of all assignees or reviewers.

They can decide if they'd like to remove the event from their calendar, or if it should stay there in status Canceled.

The owner will be notified accordingly.

If all assignees decline the event, the event switches to status On Hold and all involved people will be notified.

Decline Event
If assignees or reviewers consider themselves not to be responsible for the work assigned to them or they can't accept it for any other reason, they can decline the event: They can choose to decline the event for their role only, or on behalf of all assignees or reviewers. They can decide if they'd like to remove the event from their calendar, or if it should stay there in status Canceled. The owner will be notified accordingly. If all assignees decline the event, the event switches to status On Hold and all involved people will be notified.

Edit Event

After assignees or reviewers have declined the event, the owner can resend the event to the same users, or remove them and assign other people, and they will be notified.

If all assignees have declined the event, the owner can decide whether to cancel the event or assign other people. If the owner cancels the event, the involved people who haven’t removed the event from their calendars will be notified, and the event will be displayed in their calendars in status Canceled.

Edit Event
After assignees or reviewers have declined the event, the owner can resend the event to the same users, or remove them and assign other people, and they will be notified. If all assignees have declined the event, the owner can decide whether to cancel the event or assign other people. If the owner cancels the event, the involved people who haven’t removed the event from their calendars will be notified, and the event will be displayed in their calendars in status Canceled.

Work on File

If there's a story or analytic application attached as a work file to a task, the assignees can see a task toolbar while working with this story or analytic application. Assignees can submit or decline the task without switching back to the calendar.

For more information, see Complete Your Tasks in Stories and Analytic Applications.

Work on File
If there's a story or analytic application attached as a work file to a task, the assignees can see a task toolbar while working with this story or analytic application. Assignees can submit or decline the task without switching back to the calendar. For more information, see Complete Your Tasks in Stories and Analytic Applications.

Submit Work

When the assignees finish working on the task, they select Submit. If multiple assignees are assigned, only one of them needs to submit their work to complete their task. Once one assignee submits the task, other assignees can no longer work on it.

The task status is updated and more notifications are sent, either to the users who are assigned as reviewers or to the owner.

If the task does not have a reviewer, the link to the work file is immediately visible to the owner.

Assignees of manual data locking tasks select Submit to apply changes to the lock state. See Schedule Data Locks in the Calendar for more details.

Submit Work
When the assignees finish working on the task, they select Submit. If multiple assignees are assigned, only one of them needs to submit their work to complete their task. Once one assignee submits the task, other assignees can no longer work on it. The task status is updated and more notifications are sent, either to the users who are assigned as reviewers or to the owner. If the task does not have a reviewer, the link to the work file is immediately visible to the owner. Assignees of manual data locking tasks select Submit to apply changes to the lock state. See Schedule Data Locks in the Calendar for more details.

Review Work

If the task has a reviewer, he or she is notified once the assignees submitted their work, and the link to the work file is visible to the reviewer for approval.

Note

Only composite tasks can have both, assignees and reviewers.

Review Work
If the task has a reviewer, he or she is notified once the assignees submitted their work, and the link to the work file is visible to the reviewer for approval. Note Only composite tasks can have both, assignees and reviewers.

Reject Work

If a reviewer rejects the result of the assignees' work, the assignees will be notified to adapt their work.

If a composite task has multiple reviewers, the work of the assignees is rejected once one of the reviewers has rejected the work.

With review rounds: When one reviewer in a round rejects the work, the assignees as well as the reviewers of the previous rounds will be notified.

The event status switches back to In Progress for the assignees, and to Open for the reviewers.

Reject Work
If a reviewer rejects the result of the assignees' work, the assignees will be notified to adapt their work. If a composite task has multiple reviewers, the work of the assignees is rejected once one of the reviewers has rejected the work. With review rounds: When one reviewer in a round rejects the work, the assignees as well as the reviewers of the previous rounds will be notified. The event status switches back to In Progress for the assignees, and to Open for the reviewers.

Approve Work

If a composite task has multiple reviewers, the review is done once one of the reviewers has approved the work of the assignees.

With review rounds: When one reviewer in a round signs off on a task, the next round of reviewers are notified.

After the reviewer (or the reviewer of the last review round) approves the task, the link to the work file is visible to the owner.

Approve Work
If a composite task has multiple reviewers, the review is done once one of the reviewers has approved the work of the assignees. With review rounds: When one reviewer in a round signs off on a task, the next round of reviewers are notified. After the reviewer (or the reviewer of the last review round) approves the task, the link to the work file is visible to the owner.

Reopen Event

The event owner can reopen events that have been successful, partially successful, or canceled.

The reopened event and all events that are directly connected by a dependency or by a hierarchical relationship will be set to Open, and the involved people can proceed with their work.
Note

Data action tasks, multi action tasks, and input tasks can't be reopened. If your task has a recurrence, you can reopen single occurrences, but not the series.

Example

As owner of a large planning process, you can follow-up on issues with finished child processes or tasks and reopen them.

If an assignee submitted the task or a reviewer approved the work by accident without having finished, you can reopen the event and they can proceed working.

Reopen Event
The event owner can reopen events that have been successful, partially successful, or canceled. The reopened event and all events that are directly connected by a dependency or by a hierarchical relationship will be set to Open, and the involved people can proceed with their work. Note Data action tasks, multi action tasks, and input tasks can't be reopened. If your task has a recurrence, you can reopen single occurrences, but not the series. Example As owner of a large planning process, you can follow-up on issues with finished child processes or tasks and reopen them. If an assignee submitted the task or a reviewer approved the work by accident without having finished, you can reopen the event and they can proceed working.

Event Progress

Those involved with the event can view its progress at all times. Assignees and reviewers can set their progress as a percentage that shows up in the header area of the Details panel and in the List workspace. In addition, composite tasks display the status of the individual steps as a progress overview in the header area of the Details panel.

For example, a reviewer would see the status and the progress as follows:

Calendar Roles

There are different roles associated with a task or a process and each role has specific actions.

Role	Description	What They Can Edit in the Details Panel
Owner	The person who creates the task or process, or a person who is assigned the same rights. For example, you can assign a colleague or assistant as additional owner.	All fields.
Assignee	The person doing the work. For automatic system tasks that require permissions to run the task, the assignee is the person who has the necessary permissions. This can be either the task owner or another user who agrees to run the task with their permission.	Progress or Assignment Progress (in composite tasks): You can indicate the progress of your work in percentage. Work Files: If the owner has added a work file (story, analytic application or URL), all assignees can edit this file. They can also upload additional work files. If the owner has not provided a work file, the assignees can upload a file. While they are working on the task or process, only they can see their own work files. Private Memo: You can add personal notes that are only visible to you. Style: To highlight an event in their calendar, assignees can select a different style or create a new style by clicking the arrow next to the name of the task or process. The style is a user-specific setting.
Reviewer	The person who is checking the work of the assignees.	Progress or Review Progress (in composite tasks): You can indicate the progress of your work in percentage. Work Files: You can access the work files, and depending on your permissions, change data in the story or analytic application that is added as work file. Note Reviewers, either working in composite tasks or assigned to review tasks, can't add any work files to the tasks. Private Memo: You can add personal notes that are only visible to you Style: To highlight an event in their calendar, reviewers can select a different style or create a new style by clicking the arrow next to the the name of the task or process. The style is a user-specific setting.
Viewer	The person who only has read rights for the task or process.	No edit privileges, except changing the style: To highlight an event in their calendar, viewers can select a different style or create a new style by clicking the arrow next to the the name of the task or process.
None	The person filtering for events where they don't have any role. For example, you can use this role to filter for events that you had been involved in, but were removed from them.	No edit privileges.

Note

All roles can be transferred to different persons except for None; however, the person who created a task or a process can't be removed as owner.

Understand the Workflow and the Calendar Roles

View Event Assignees, reviewers, and viewers can view the event in their calendars.

Review Work If the task has a reviewer, he or she is notified once the assignees submitted their work, and the link to the work file is visible to the reviewer for approval. Note Only composite tasks can have both, assignees and reviewers.

Event Progress

Calendar Roles

View Event

Assignees, reviewers, and viewers can view the event in their calendars.

Review Work

If the task has a reviewer, he or she is notified once the assignees submitted their work, and the link to the work file is visible to the reviewer for approval.

Note

Only composite tasks can have both, assignees and reviewers.