¶ 1. Overview
The Data Allocation tool provides different allocation types, each with specific logic to distribute values among members of a dimension. This feature supports data modeling and adjustments by allowing allocations to be performed dynamically and accurately, without navigating across multiple objects.
When performing an allocation, it is not necessary to save the form manually because the form is saved automatically. Therefore, be very careful when applying an allocation, as this action cannot be undone.
¶ 1.1. Prerequisites
To use Data Allocation in forms within T6, the following requirements must be met:
- The user must have the Manager feature enabled: Create and View Data Entry Forms;
- The user must have the Planner feature enabled: Enter data via Web;
¶ 2. Features
Data Allocation allows users to distribute aggregated values proportionally among members of a dimension. This feature is especially useful in planning and budgeting scenarios where total values must be broken down into detailed values.
To use the Related, Customized, and Copy types, the form must contain a leaf member of the Account dimension (placed in Pages), one dimension in columns, and one dimension in rows.
The Account and Time dimensions must not be placed in Rows.
¶ 2.1. Data Allocation Types
The data allocation tool offers six different types: Proportional Allocation, Related Allocation, Evenly among leaf members, Fill leaf members, Customized, and Copy.
For Related, Customized, and Copy allocation types, the Account dimension cannot be placed in Rows. You must use another dimension in Rows to apply these types.
¶ 2.1.1. Proportional
In proportional data allocation, the defined value is distributed proportionally based on existing values in the cells. If there are no existing values, cells remain without values after allocation.
For example: In a form, we have a member with 4 children. One child has value 100, another has 200, and the other 2 have no value. We select the parent member and allocate 1000 proportionally. After allocation, the parent member has 1000; the child with 100 becomes 333.33, the one with 200 becomes 666.67, and the other 2 remain without allocated values.
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Regardless of the number of members, proportional allocation considers only members that already contain values, distributing the value proportionally among them. If no member has a value, allocation is performed equally across all members.
¶ 2.1.2. Related
Related Allocation is similar to Proportional Allocation, but allows the user to choose another group of cells as the proportion reference.
The Account and Time dimensions must not be placed in Rows.
For example: In a form with a member that has 2 children, and with months of year 2025 arranged in columns in the Time dimension, we can modify values for February or March based on January's proportion.
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As with proportional allocation, the value is distributed proportionally among members, but using the defined scope as its basis.
¶ 2.1.3. Evenly
The Evenly type fills the selected cell with the defined value and distributes it equally among all leaf members, regardless of previous values.
For example: We select a parent member with 4 children and apply Evenly allocation with value 1000. The value is distributed equally among children, 250 each.
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¶ 2.1.4. Fill
The Fill type sets the same value for all leaf members and sums those values into the selected member, resulting in an aggregated total.
For example: Applying value 1000 to a parent member with 4 children gives each child 1000, and the parent shows the aggregated value 4000.
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¶ 2.1.5. Customized
To use Customized Allocation, a Cube Context must be previously created with the same member scope defined in the form, and this scope must contain values.
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Allocation is performed based on the selected context, distributing values proportionally according to data defined in the cube context. This type is useful when you already have a predefined distribution that must be applied.
The Account and Time dimensions must not be placed in Rows.
¶ 2.1.6. Copy
In Copy allocation, it is not possible to define a value directly, since data is copied from the specified scope or cube context. This type is ideal for replicating existing data from one area to another.
The Account and Time dimensions must not be placed in Rows.
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In Copy allocation, it is possible to define the scope of members to be copied, either by manual selection or by using a cube context.
¶ 3. Usage
To use the data allocation tool, you need to access a cube form that follows specific rules for dimension arrangement.
- If needed, refer to Creating and Editing Forms.
The form must contain a leaf member of the Account dimension (placed in Restriction or Pages), one dimension in columns, and another in rows.
The Account and Time dimensions must not be placed in Rows.
Data allocation cannot be used on calculated members.
Data allocation only makes sense when applied at an intermediate level, not at the root.
See below how to configure the form to use data allocation:
1. In Explorer, select the form object and click Edit on the ribbon;
2. In the Properties/Options tab, enable Allow data allocation in cells by checking ;
- When enabled, a new section appears with allocation options and a dropdown to select a cube context;
3. In the Layout tab, arrange dimensions as needed;
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Remember: Account and Time dimensions must not be placed in Rows. Use another dimension with intermediate levels;
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After configuration is complete, save the form by clicking the save icon;
4. Back in Explorer, open the form by double-clicking it or clicking Open on the ribbon;
5. With the form open, select an aggregated cell where you want to perform allocation;
- On the Tools tab of the ribbon, click Data Allocation;
- A side panel with allocation options opens;
6. Choose the desired allocation type in the dropdown, define the value to allocate, and click Save.
If in doubt about allocation type, see 2.1. Data Allocation Types.
When performing data allocation, the form is saved automatically. Therefore, pay close attention, since this action cannot be undone.
¶ 3.1. Tips and Best Practices
- Test before applying: always test with small values before applying final values;
- Check prerequisites: make sure the form is correctly configured before trying to allocate;
- Data backup: since allocation cannot be undone, consider backing up important data before major allocations;
- Use appropriate contexts: for customized allocations, ensure the cube context contains correct and updated data;
¶ 4. Q&A
Frequently Asked Questions
1. What permissions do I need to use Data Allocation?
To use Data Allocation, users need Manager Create and View Data Entry Forms and Planner Enter data via Web features enabled.
2. Why can't I see the Data Allocation option in my form?
Check whether you have the required permissions for data allocation and whether Allow data allocation in cells is enabled in form properties.
3. What allocation types are available in T6?
T6 provides six allocation types:
Proportional Allocation;
Related Allocation;
Evenly among leaf members;
Fill leaf members;
Customized;
Copy.
4. How should I configure form dimensions to use data allocation?
For Related, Customized, and Copy data allocation, the form must contain a leaf member of the Account dimension (in Pages/Restriction), one dimension in columns, and another in rows. Account and Time dimensions cannot be in Rows.
5. Can I use data allocation on calculated members?
No. Data allocation cannot be used on calculated members.
6. What is the difference between Proportional and Evenly allocation?
Proportional allocation distributes values based on existing values (keeps proportions).
Evenly allocation divides values equally among all leaf members, regardless of previous values.
7. When should I use Related allocation?
Related allocation should be used when you want to distribute values based on proportions from another group of cells (e.g., distribute February based on January's proportion).
8. What is the difference between Evenly and Fill allocation?
Evenly allocation divides the total value among children.
Fill allocation puts the same value in each child and sums it in the parent.
9. What do I need to use Customized allocation?
To use Customized allocation, you need a previously created Cube Context with the same member scope as the form and containing values.
10. How does Copy allocation work?
Copy allocation copies data from a specific scope or context — you cannot define the value directly, it only replicates existing data.
11. Can I undo data allocation after applying it?
No. After applying data allocation, it is saved automatically and cannot be undone. For this reason, use it carefully and test first.
12. Is the form saved automatically after data allocation?
Yes. When data allocation is performed, the form is saved automatically, with no manual save required.
13. Why didn't proportional allocation work as expected?
When using Proportional allocation, if no member has an initial value, the allocation is performed equally among all members. Verify whether there are base values for the proportion.
14. Can I perform data allocation at the root of the dimension?
It does not make sense to allocate data at the root. Allocation should be applied at intermediate levels that have child members.
15. How do I access the data allocation tool in forms?
To use data allocation, follow these steps:
- Open the desired form in T6;
- Select an aggregated cell and go to the Tools tab on the ribbon;
- Click Data Allocation;
- A side panel with options will open.
- Choose allocation type, define value, and click Save.