All Steps at a Glance - Data Collection
Last updated on 2026-04-21
Overview
On this page, you will find the individual steps required to set up and run a data collection process. The configuration steps should be carried out in the order provided to ensure all dependencies are met before starting data collection.
The step descriptions also contain links to more detailed documentation.
Creating Form Templates
In the Form templates workspace, create the templates that define which data you want to collect from your reporting entities. In these form templates, you can add elements that are:
- Based on Consolidation & Financial Planning (CFP) structures – Import existing workspace structures, ledgers, or schedules from CFP
- Configured from scratch – Define custom rows and columns with various data types
Configure sections, elements, columns, and rows to build the structure of your data collection forms. Optionally, set up drill down configurations for detailed data collection.
Creating Validation Rules
In the Validation rules workspace, define the rules that ensure data quality during collection:
- Validate data within or across form templates (e.g., Assets = Liabilities + Equity). Configure each rule as Blocking (prevents submission) or Warning (alerts but allows submission).
Importing Reporting Entities
In the Reporting entities workspace, import your reporting entities from CFP. After importing, assign users to each reporting entity:
- Assignment as Collectors – Users responsible for collecting and submitting data
- Assignment as Approvers – Users responsible for reviewing and approving submitted data
Each reporting entity must have at least one Collector and one Approver assigned before the reporting entity can participate in a data collection process.
Creating Reporting Packages
In the Reporting packages workspace, bundle together all the elements needed for a data collection process:
- Form templates – Select which forms reporting entities will complete
- Reporting entities – Choose which reporting entities participate in the data collection
- Validation rules – The system automatically determines which validation rules to execute, based on the form templates in the reporting package.
Starting Data Collection Processes
In the Data collection workspace, start a new data collection process by:
- Selecting a reporting package
- Specifying the reporting period. The available periods depend on the collection frequency configured in the reporting package.
- Configuring deadlines
- Optionally, adding instructions addressed to reporting entities
When the process starts, individual forms are created for each reporting entity and form template combination, and e-mail notifications containing direct links to those forms are sent to assigned users.
Collecting Data
Collectors access their assigned forms and enter or import data through:
- Imports from sources: Import data from CFP or Excel files
- Manual entry: Enter or adjust values directly in the form fields
Change the form status from New to In Progress when you start editing a form.
Validating Data
Before submitting data, execute validation checks to ensure data quality:
- Regular validation: Execute configured validation rules to check intra-form and inter-form consistency
Review validation results and correct any blocking errors before submission. Warning messages allow submission but should be reviewed.
Approving Data
Approvers review submitted forms, i.e.:
- Review data: Check the values entered by Collectors
- Check validation results: Review any warnings or passed validations
- Approve or send back: Either approve the form or return it for corrections
When all forms in a data collection process are approved, the process status changes to Finalized.