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Exploring OneStream XF MarketPlace: User Task Manager

Exploring OneStream XF MarketPlace: User Task Manager

May 13th, 2020

With OneStream’s XF MarketPlace, users can choose from over 50 purpose-built productivity and business solutions to download, configure and deploy in minutes. Thanks to the single licensing model, we have access to everything in XF MarketPlace for free! In this new blog series, we will be exploring some of this useful out-of-the-box functionality, using a selection of tools that are available to accelerate functionality and development. First, we review the Task Manager solution available as part of the reconciliation suite in XF MarketPlace.

SmartCPM-Platform

XF MarketPlace is essentially a OneStream dashboard with an area to download OneStream’s software (Platform), XF MarketPlace itself, and some accelerated Solution Builders. In XF MarketPlace, we have a list of all of the available solutions and a useful Navigation panel at the bottom.

OneStream’s Task Manager is a solution which can organise workflows and tasks inside and outside OneStream XF. 

Installation

As with most XF MarketPlace solutions, the first thing to do is install the solution. It’s best practice here to install to a development environment first and then migrate changes manually to another environment. Fortunately, there are detailed step-by-step setup and operational instructions that come with the solution.

To install, we need to download the solution zip from XF MarketPlace and then import to your OneStream desktop environment via the Application Load/Extract function. When you first launch the solution from XF MarketPlace, you’ll be met with an installation screen that looks like this.

task-manager-setup

This dashboard enables you to install the setup tables and launch the Task Manager solution (Steps 1 and 2). It’s important to note here that you might require elevated permissions to set up the Tables here. If you do encounter any issues, there is guidance on how to resolve this in the solution documentation.

Setup

The next dashboard we see is the Settings dashboard. The options here are very similar to Specialty Planning. Under Global Options, we can enable email functionality to notify users and/or groups of their tasks and progress. The connection here relies on having an existing email connection setup. If this does not exist, then there is a useful Knowledge Base article that details steps here.

We can also stipulate here whether we want to work with a zero-days period-end schedule or not and also stipulate the Due Date Method, e.g. Derived or Explicit.

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The next step is to add our Close Dates. Here we can export an Excel template to assist with setup.

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Here we can add – for example – each of the working days attributed to a financial close schedule, and assign working days to calendar dates.

Once complete, we can import the template to this dashboard to populate. Please note that dates here are set up in US format only.

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We can assign Categories, such as Actual. We can also add instructions (to be appended to tasks) and configure Mass Updates.

Next, we need to set up Holiday Dates. Again, we have an Excel template available and we can populate here to assign Holiday Dates in a calendar year. These will automatically be offset against tasks once published and can be configured to accommodate different international regions.

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Add Tasks

The final thing to do is to start adding tasks!

The solution has a useful Navigation panel for navigating between dashboard groups…

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…as well as a comprehensive set of documentation to denote complete setup options.
To add tasks, we can either use an Excel template that comes with the solution or alternatively we can configure tasks manually.

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Here we can take an offline activity list for period end or budget and forecasting activities and integrate with workflow and security by assigning tasks to individuals or groups to provide a powerful central overview of tasks, with enabled drill-through to detail, analysis and commentary.

A user can check any details from a Task, add a comment, view any dependencies with other tasks, read task instructions and forward a task to another preparer or approver (in the same group) at a basic level. But the functionality available here through the Action Step is really powerful from an automation and administration perspective, and is another consideration for design to complement Workflow in OnePlace.

Also included in the Task Manager Solution is an XF Doc Add-Ins solution, which enables you to use OneStream for document version control.

OneStream leverages this functionality via Extensible Documents, meaning you can include values, tables and other data from OneStream in an office document and update it automatically from OneStream. However, it should be noted that this functionality will only work with documents inside the Task Manager solution and not for other Extensible Documents.

Summary

Setup is simple, with a detailed guide, setup configuration and Excel import templates to further accelerate setup steps. Task Manager is a neat and powerful solution to provide greater granularity, control and analysis around managing tasks to complement the already fantastic OneStream workflow model in OnePlace. I’d recommend this solution to anybody wanting to create a fully functional task management system with OneStream, with relative ease!

If you would like any more information on Task Manager, then please contact me and look out for the next post in the OneStream XF MarketPlace series.


About the author

Sam Eburn

Sam Eburn
Consultant
sam.eburn@inlumi.com

Sam is originally from North London and has 15 years of experience as a Finance Systems Manager and Systems Accountant, working in ERP for 10 years and EPM for 5 years. He has varied industry experience, including finance, technology, payments, retail, gaming, and construction. Over the last two years, he has been busy developing OneStream.