Fileboxes act as centralized containers for storing multiple files versions. You can upload versions to a Filebox manually, use Auto Calculate, or sync them via integration.

In certain instances, a Filebox version may include Datarails formulas or tables that dynamically update with changes in the source data. In such cases, you can use the Auto Calculate feature to automatically update versions whenever a spreadsheet value changes. 

You can manually trigger Auto Calculate to create a new version on demand within a Filebox or Collection Process. Alternatively, you can configure Filebox Auto Calculate to automatically create new versions under Date tags based on custom triggers, such as source data updates and time dimensions.

You cannot calculate a new Filebox version when the Date tag is locked.

Use Cases & Benefits

Auto Calculate is particularly useful for managing complex data mappings and linking multiple tables.

• Complex Financial Models
  If you have a financial model with multiple mappings that link to a separate Assumptions table, you can create different scenarios automatically, each with different assumptions. Set the Financial Model Filebox and the Assumptions Filebox to work with Auto Calculate.
  
  
• Monthly Budget Reports
  For a monthly budget report that pulls data from multiple sources, you can automate the process to generate a new report each month, ensuring it pulls in the correct data without manual intervention. Use the Month tag in the report and set an Auto Calculate Filebox.
  
  
• Forecast Models
  For a forecast model that pulls data from Datarails, you can create a process to roll the forecast forward monthly. To achieve this, utilize the Roll Forward and Roll Backward functionality.

Calculate a new Filebox version

You can Calculate a new Filebox version via the Filebox and the Excel add-in. Additionally, you can calculate new versions for all Fileboxes in a Collection Process simultaneously.

Roll Forward & Roll Backwards

There are three options for manually calculating a new Filebox version: Roll Forward, Roll Backward, and New version (None). Datarails creates a new version with an associated Date tag and rolls data forward and backward based on the Filebox Date tag.

Roll Forward

Roll-forward is the process of preparing a new report for the upcoming period using the previous period's report as a template.

1. Start with the report from the last period, which contains all the relevant data, structure, and formatting.
2. Replace the old data with the new data for the current period, including the latest numbers, figures, and information.
3. Create a new version of the report or financial statement that reflects the updated data for the new period.

For example, if you are rolling forward a Financial Forecast from (1+11) to (2+10), you take the (1+11) forecast, update it with any new information, and produce a (2+10) Forecast.

Roll Backward

Roll backward is the process of preparing a new report for the previous period by using the current period's report as a template. This ensures the accuracy of past reports by revising them with new information or corrections.

1. Start with the report from the current period, which contains all the relevant data, structure, and formatting.
2. Replace the current data with the data of the previous period, including the latest numbers, figures, and information for that period.
3. Create a new version of the report or financial statement that reflects the updated data for the previous period.

For example, if you are rolling backward a Financial Forecast from (2+10) to (1+11), you take the (2+10) forecast, update it with any new information, and produce a (1+11) Forecast that will replace the old one. 

New version (None)

Creating a new version is the process of generating a version under a Date tag without rolling the data forward or backward.

1. Start with the report from the last period, which contains all the relevant data, structure, and formatting.
2. Replace the old data with the new data for the current period.
3. Generate a new version of your report or financial statement that reflects the updated data for the new period.

For example, if you are creating a new version for June, take the latest version, update it with any new information, and generate a June version.

Auto Calculate Via the Filebox 

Calculate New version

1. Navigate to the Filebox.
2. Click on the three dots ellipsis icon next to any version and select 'Calculate', or click the Calculator icon in the Toolbar on the right. 
3. In the 'Calculate' window, choose Roll Filebox: None, select a tag for the new calculated version, and then click the 'Calculate' button.
4. The new calculated version will be added under the chosen Date tag.  

Roll Forward

1. Navigate to the Filebox.
2. Click on the three dots ellipsis icon next to any version and select 'Calculate', or click the Calculator icon in the Toolbar on the right. 
3. In the 'Calculate' window, choose Roll Filebox: Forward, then click the 'Calculate' button.
4. The new calculated version will be added under a new Date tag.

Roll Backward

1. Navigate to the Filebox.
2. Click on the three dots ellipsis icon next to any version and select 'Calculate', or click the Calculator icon in the Toolbar on the right. 
3. In the 'Calculate' window, choose Roll Filebox: Backward, then click the 'Calculate' button.
4. The new calculated version will be added under the previous Date tag.  

Collection Process Auto Calculate

You can Calculate a new version for all Fileboxes in a Collection Process at once. 

1. Navigate to the Collection Process.
2. Click on the Calculator icon in the Toolbar on the right. 
3. In the 'Calculate' window, choose the version you want to calculate and select a tag for the new calculated version, then click the 'Calculate' button.
4. The new calculated version will be added under the chosen Date tag for all Fileboxes in the Collection Process.

Roll Forward Via the Excel add-in

1. Open the relevant file. 
2. Navigate to Datarails add-in in the toolbar.
3. In the Report view Section, select 'Roll Forward'.
4. The new calculated version will be added under a new Date tag.

Filebox Auto Calculate 

Enabling the Filebox Auto Calculate feature automates the creation of new versions under Filebox Date tags based on custom triggers such as source data updates and time dimensions.

Two fileboxes with Auto Calculate enabled cannot reference each other, as this would create a circular reference.

Set Filebox Auto Calculate

1. Navigate to the Filebox.
2. Access the 'Settings' tab.
3. Go to the 'Auto-Calculate' section and select 'Time Interval Settings'.
4. Turn on Auto Calculate toggle.
5. Click on 'Edit' to customize triggers and time dimension preference.
6. Click 'Save'; the Filebox will trigger version Auto Calculate according to the new settings. 

You can choose to trigger Auto Calculate by changes in the Source file (all or selected) or by Time interval. Additionally, you can select whether to Auto Calculate the latest version of the most recent time dimension or every time dimension.

For example, suppose you have a monthly consolidated budget report gathering data from different budget files for each department. Enabling the Filebox Auto Calculate feature and choosing to trigger the Auto Calculate by changes in the Source File will automatically update the consolidated report with new data from each department, without requiring manual intervention.

Updated June 17, 2024 07:02