KPI year copies and access: detailed rules

This page gives the detailed rules for year copies of a KPI scorecard and for who can reach a scorecard: which year opens, how the year list is built, where a new copy comes from, which changes apply to one year only, and how rights work across years. The overview of rights, years, favourites and export is in Rights, years, favourites and Excel export in KPI Scorecard.

Which year opens

Situation	What happens
You open a scorecard from the left menu, the KPI Index page or a favourite	The scorecard page shows the copy for the current calendar year, and Select KPI Year shows that year.
The scorecard has no copy for the current calendar year yet	Opening the scorecard creates the copy for the current calendar year. This happens for anyone who can open the scorecard, also a user with only Read.
The scorecard has a copy for a year after the current one	Opening the scorecard still shows the current calendar year. The copy for the highest year is what the list and the left menu take the scorecard’s name and dates from, and it is the source of new year copies (see below).

The years in Select KPI Year

Rule	Detail
Order	Select KPI Year lists the newest year first.
No gaps	Every year from the earliest year after 2000 in the list up to the current year is included. A year of 2000 or earlier, for example from a wrongly typed date in a document, is listed on its own; the years between it and the earliest year after 2000 are not added.
Years after the current year	A year after the current one is listed only when a date field used by one of the scorecard’s system rows holds a date in that year, for example a due date next year.

Where a new year copy comes from

Rule	Detail
When a copy is made	A new year copy is created when you choose a year in Select KPI Year that has no copy yet, and when the scorecard is opened and the current calendar year has no copy (see above).
Source	A new year copy is always copied from the scorecard’s copy for the highest year, whichever year you were looking at when you chose the new year.
Also copied	Besides the headers, rows, boundaries, targets, calculation types and sources: the scorecard name, the info texts, the sort order and each row’s default graph.
Personal settings	Each user’s Show all months setting, and which rows that user has expanded, are copied to the new year copy.
Favourites	A favourite belongs to the scorecard, not to one year. It keeps working when new year copies are created and opens the scorecard the same way as the list does.

Changes that apply to one year only

Every change made on the scorecard page changes only the copy for the year you are looking at: the scorecard name, header and row names, info texts, sort order, targets, month values, a row’s default graph, and headers and rows added in the rows dialog or deleted there.

Change	Effect on other years
Renaming the scorecard while you look at the copy for the highest year	The list, the left menu and the rights screen show the new name. Earlier years keep their old name and show it when you choose them in Select KPI Year.
Renaming the scorecard while you look at any other year, also the current year when a later year has a copy	Only that year’s copy gets the new name. The list, the left menu and the rights screen keep the name of the highest-year copy, and its Document updated date does not change.

Access

Rule	Detail
Menu entry and list need the KPI row	The KPI Scorecard entry in the left menu, and the scorecards on the KPI Index page, are shown only to users with at least the Read right on the KPI row in Super > Users. Without it, the menu entry is hidden and the list shows no scorecards, whatever rights the user has on single scorecards.
Opening from a favourite or a saved link	Opening a scorecard directly, from a favourite or a saved link, needs only the Read right on the scorecard’s own row (Kpi: <name>).
One rights row for all years	The rights screen has one Kpi: <name> row per scorecard, named after its highest-year copy. A level set on that row applies to every year copy of the scorecard at once.
No-access dialog	When you open a scorecard you have no Read right on, the dialog lists, by first and last name, the active users at your company who have the Admin level on the Super area row, that is your user administrators.
Deleting a scorecard	Deleting a scorecard also removes it from every user’s favourites.