The Datarails Web Editor lets contributors view and edit budget and forecast planning files directly in the browser — no download, no Excel license, and no add-ins. Open a planning file, update your numbers cell by cell or with bulk actions, and submit your changes back to Datarails as a new version of the file.

The Web Editor is built for fast, guided planning updates:

• No download or upload cycle — edit and submit in one place.
• No Excel license needed — everything runs in the browser.

• Your file stays intact — formatting, charts, formulas on other sheets, and macros are preserved when you submit.

  

Prerequisites

To open a file in the Web Editor, the following must be in place:

• The template was split with the Web Editor option — The process owner selects the Web Editor as the input method in the Split wizard. This determines whether contributors work in the Web Editor. Learn more about splitting files.
• You have access to the file — Only users with contributor or owner access to the Filebox can open and edit the file. Submitting creates a new file version, so the same permissions as uploading a version apply.
• The file is not locked — When a lock is applied at the tag, Filebox, or scenario level, the Open in Web Editor option is disabled until the lock is removed.
• The file is compatible with the Web Editor (see below).  

File Compatibility

The Web Editor works with planning templates that follow the standard Datarails planning structure. A template is eligible when it contains the following:

• Category range — The rows dimension, such as accounts, cost centers, or departments.
• Formula (data) range — The grid of values and formulas being planned. It contains both editable and view-only cells.
• Scenario header row — A row that labels each column as Actuals, Forecast, or Budget. Other labels are allowed as long as these keywords can be found.
• Date header row — A row that holds the time dimension (months, quarters, or dates). Dates must use an Excel-recognized date format.

Files built by the budget builder or files with Datarails dynamic ranges are detected automatically. If any mandatory element is missing or misconfigured, the template cannot be activated for web editing, and the admin sees a validation error.

Which cells are editable? Columns labeled Forecast or Budget are editable; columns labeled Actuals are view-only. For example, in a 6+6 forecast, the first six Actuals months are locked and the remaining six months are open for input. In budget files, all months are editable.

Opening the Web Editor

There are three ways to open a file. In every case, the editor opens the latest version of the file.

From the Tasks screen

1. Go to Tasks in the left side panel.
2. Select your task to open the task pane.
3. Click Update to open the file in the Web Editor.

From your assignment email

1. Open the assignment email you received from Datarails.
2. Click the Open in Web Editor link. The email also includes a link to the related task.

From the planning module

1. Open the planning file you are assigned to.
2. Click Update, the primary action, to edit online instead of downloading.

Reading the Grid

The planning grid uses a few visual cues so you always know what you are looking at:

• Scenario headers — Columns are grouped and labeled Forecast or Budget so you can see which period you are planning.
• Modified indicator — An orange dot marks any cell you have changed in the current session.
• Formula indicator — An fx marker shows cells that contain a formula. Formula cells that depend on your inputs are disabled until you recalculate (see below).
• View-only cells — Shaded cells (typically Actuals or supporting data) cannot be edited.
• Sheet tabs — When a template exposes more than one sheet, use the tabs at the top of the grid to switch between them.

Entering and Calculating Values

Editable cells behave like input cells: type a value, use a formula, or reference another cell.

Values and formulas

• Type a number directly into any editable cell.
• Use basic arithmetic operators and functions: +, -, *, SUM, AVERAGE, ROUNDUP, and ROUNDDOWN.
• Reference another cell — view-only or editable — within the visible range and base your calculation on it. For example, enter A2*5 to multiply the value in cell A2 by five.

Recalculating the form

Some cells (for example, a SUM that references your input cells) are calculated cells. To keep the form responsive, these are not refreshed on every keystroke. When you finish entering values, click Calculate to refresh all calculated cells.

Working Faster: Cell and Bulk Actions

Per-cell actions

• Fill right — Copies the selected cell value to every cell to its right on the same row. For example, filling right from February populates March through December.
• Clear — Empties the selected cell.

Bulk row actions

Apply a calculation across an entire row:

• Run Rate — Enter how many actual months to include; the editor averages the last X months of Actuals and pastes the result across the row.
• Increase / Decrease — Enter a percentage or a fixed amount. A percentage multiplies each cell by (1 + percentage); for example, -5% multiplies each cell by 95%. A fixed value is added to each cell.
• Monthly growth — Enter a percentage or a fixed amount; each cell is calculated from the cell to its left, plus the fixed amount or multiplied by (1 + percentage).
• Evenly spread — Enter a target. The editor subtracts this  Actuals total from the target and spreads the remainder evenly across the remaining Forecast or Budget months. Best practice - use this methos for file that include 12 months of data, either forecast or budget. 

Submitting Your File

When you finish editing, submit the file so your numbers are saved back to Datarails.

1. Click Calculate to make sure all calculated cells reflect your latest inputs.
2. Click Submit - to save your work as the latest version for that time dimension. The file will get calcaulted calculated before teh submission.
3. You can also click Export to download a copy of the file to Excel.
   

Important: If you click Submit without refreshing first, the editor shows a Friendly Reminder: Outdated Information message warning that the numbers you see may not be the most up-to-date. Choose Refresh Page to reload the latest data, or Submit Anyway to continue.

Best Practices

• Enter your raw inputs first, then run bulk actions such as Run Rate or Evenly spread to fill the rest of the row.
• Click Calculate before reviewing totals so calculated cells reflect your inputs.
• Refresh the page before submitting if you have had the editor open for a while, to avoid overwriting newer data.
• Use Fill right for flat or carry-forward plans instead of typing each month.

Troubleshooting

The Web editor option is grayed out

Problem: You cannot open the file in the Web Editor.

Solution:

• Check whether a lock is applied at the tag, Filebox, or scenario level. Hover over the disabled option to see the lock message. The option becomes available once the lock is removed.
• Confirm you have contributor or owner access to the Filebox.

My totals did not change after I entered values

Problem: Calculated cells such as subtotals still show the old numbers.

Solution: Click Calculate. Calculated (formula) cells are disabled and do not refresh until you recalculate the form.

Some cells will not let me type

Problem: You cannot edit certain cells.

Solution: Those cells are view-only. Columns labeled Actuals and supporting or historical cells, are read-only by design. Only Forecast and Budget columns are editable.

I got an "Outdated Information" warning when submitting

Problem: A warning appears when you click Submit.

Solution: This means the page may not show the latest data. Click Refresh Page to reload, review your numbers, then submit again. Choose Submit Anyway only if you are sure your data is current.

Frequently Asked Questions

Do I need Excel or an add-in to use the Web Editor?
No. The Web Editor runs entirely in your browser. No Excel license or add-in is required.

Will editing in the browser break my file’s formatting or formulas?
No. Formatting, charts, formulas on other sheets, and macros are preserved. Your inputs are written back into the same file structure when you submit.

What happens when I submit?
The file is calculated and saved to the Filebox as a new version for that time dimension — the same as uploading a new version.

Can I undo a mistake?
Yes. You can undo and redo changes at any point before you submit, using the toolbar buttons.

Why can I edit some months but not others?
Only Forecast and Budget columns are editable. Actuals columns are locked. In a 6+6 forecast, the first six months are Actuals (locked) and the remaining six are open; in budget files, all months are editable.

Updated July 28, 2026 14:29