Splitting distributes one template across multiple files by a dimension such as Department or Cost Center, so each budget owner receives a file containing only their portion of the budget.

Before you begin

• A completed template file — Create a full template file first, preferably with Budget Builder or Dynamic Range.
• A supported split field — You can split only by text or whole-number fields (for example, Department or Cost Center).

Split a file

Open the three-dots menu on the file and select Split. The Create template from '<file name>' wizard opens and guides you through four steps.

Step 1: Define split logic

1. Select the data table(s) your file is mapped to, then choose the field to split by in each table. The wizard lists the values found in each field so you can confirm your choice.
2. When splitting by more than one table, match the fields that mean the same thing, even when each table names them differently (for example, the department field in the Financials and Headcount tables).

Step 2: Select values

• Each value you select becomes its own template file.
• Select New value to create a file for a dimension member that does not exist in your data yet (for example, a newly opened department). The new value is added to all selected tables in the source file, and Copy from copies the structure, formulas, and configuration from an existing value you choose.

Step 3: Configure files

How will assignees fill in the files?

• Excel file — Assignees download and fill an Excel file, then upload it back.
• Web editor — Assignees fill in their data directly in the Datarails web editor. Choose which tabs contributors can see and edit, and use Preview to check the data and layout before creating the files. Tabs that cannot be opened in the web editor are disabled, with the reason shown in a tooltip (for example, a missing scenario row or an unrecognized date format). Learn more about the Web editor.

How should the files handle your data?

• Fixed values — Saves all Datarails values as fixed numbers. They will not update when your data changes.
• Live data — Keeps Datarails items and formulas live, so values update automatically when your data changes. Files created for new values always contain fixed values, because there is no existing data to connect them to.

Step 4: Assign files (optional)

• Set an assignee, a reviewer, and a due date for each file — individually or in bulk. You can do this now, or later from the main page.
• Add a message to assignees. It is sent when the template files are created.
• Select Create template to run the split.

What happens after you split

• The original file is renamed with a Template suffix and moved, together with the split copies, into a new folder that tracks the collection process.
• The collection process inherits the sharing and permissions of the source template, so the same users and groups keep their access.
• Copies are added to the database only if the original template was included.
• If the template was created with the Budget Builder, a consolidated file that aggregates all budget-owner submissions is generated and stored under the parent file.

Important notes

• Only text and whole-number fields can be used as split fields.
• You can select one field per table, and all selected fields must share the same field type.
• Splitting is limited to 50 files at a time. To create more, use Edit split to add more split values.

Edit or undo a split

Edit split

Hover over the template file and select the Edit split icon to reopen the wizard for an existing split. The split logic from the original split is locked.

From Edit split you can:

• Add new values to create additional copies.
• Re-split an existing copy to regenerate it from the current template.
• Archive copies you no longer need.
• Update the file configuration and assignments.

Undo split

Open the three-dots menu on the template file and select Undo split. This reverts the template to a standard budget file: the collection process is removed; the associated fileboxes (including all split copies and the consolidated file) are archived; and the original template remains unchanged and is added back to the database (if it was included before the split).

Frequently asked questions

Note: The split field cannot be changed after a file is split — the split-logic step is locked in Edit split. To split by a different field or use a different template, start from a new budget file.

How can I split the same template by a different field?
Reupload your template as a new budget file and split it in the applicable cycle using a different field.

How can I switch to a different template for my budget process?
Upload your new template as a new budget file and split it in the applicable cycle using the field of your choice.

Updated July 22, 2026 16:31