Snapshots
You can create a snapshot to use in the Reporting and Analysis (R&A) environment for tracking changes in your process over time. Snapshots of the standing portfolio can be scheduled at regular intervals, such as nightly, weekly, or monthly. Only application administrators can schedule or delete snapshots. All other users cannot access this functionality nor view the list of created snapshots.
Snapshots are used in the R&A layer. The following data is saved for a snapshot:
• Process code
• Process name
• Reference date (reference date of the process)
• Publication date (date and time on which the snapshot was created)
• Published by (name of user that created the snapshot)
• Process status (open or closed): for the standing portfolio, the process status is typically open. When all assets are marked as 'done' based on the process definition, the process status is updated to 'done,' and a snapshot is created.
Snapshot for standing portfolio
Snapshots can be viewed at the process level under the Analyses tab in the screen Snapshots. This feature is only available for the standing portfolio.
• The snapshot is generated based on the available data. You will receive a notification when the snapshot is being generated and a confirmation once it has been successfully created.
• You can view the next scheduled date and time.
• Scheduled snapshots can be deleted.
• There is an overview of all snapshots. The following data fields are visible:
◦ Reference date (reference date of the process instance)
◦ Publication date (date + time on which the snapshot was created)
◦ Published by (name of user that created the snapshot)
Live snapshot
Snapshot data of the live database. The live snapshot is available for a process only when the process is open. When the process is closed, the live snapshot is replaced with the snapshot of the closed process. For a budget snapshot, it is important to ensure that the financial statement, covering the period from the start date of the budget to the end date of the forecast, is saved.
Authorization snapshots
In the User Groups & Roles screen, the application administrator can configure each user's access settings to either view all snapshots or limit access based on the authorization data within historical snapshots.