Write Back

Write-back empowers users to make real-time data updates directly within their reporting and analytics tools. Instead of relying solely on backend systems or spreadsheets, teams can input, adjust, and sync data across platforms—enhancing accuracy, collaboration, and decision-making speed.

What is Write Back?

Write back is the ability to update source systems, such as databases, to maintain systems of record while staying within the context of a BI application. This is essential to the concept of embedded BI.

With support for database writebacks and the ability to initiate backend processes from within the analytic content, end-users can update source systems directly in the same context as their analysis. A good BI application will enable these data updates in a secure and managed way.

Why is WriteBack Important?

Write back enables you to perform data enrichment actions based on your insights, such as adjusting budgets, forecasting scenarios, updating plans, adding comments, or correcting errors. You can also create workflows that trigger actions in other systems, such as sending emails, creating tasks, or generating invoices.

Writeback can help you streamline your business processes, improve data quality, and enhance collaboration. You can also save time and resources by avoiding manual data entry and switching between applications.

How Does Write Back Work?

Writeback works by sending commands from the BI application to the data source through an API or a connector. The commands can be SQL statements, stored procedures, web services, or custom scripts. The data source then executes the commands and updates the data accordingly.

Write back can be implemented in different ways depending on the BI application and the data source. Some BI applications provide built-in write back capabilities for certain data sources, such as Excel or SQL Server. Others require custom development or integration with third-party tools (e.g., Logi Symphony, Process Runner, Power ON).

Writeback can also be configured to support different levels of security, validation, and auditing. For example, you can restrict write back access to certain users or roles, require approval before updating data, or track changes in a log file.

What if IT is Concerned About Write Back to Our Source Data?

Writeback is always an opt-in system where the database owner must first enable the ability to write back via security settings. Applications with writeback capabilities can only write back to your source system if you explicitly allow them access.

If IT Blocks Write Back at the Data Level, Are There Still Ways I Can Writeback and Save Information?

If your IT team does not allow write back to the database, instead look for products (like Logi Symphony) that offer a built-in data input feature for storing data entered by end-users within the application’s own data storage area. This alternative storage location will preserve the source database’s current state while also enabling the augmentation of the source data with user-stored insights and information.

Users may also store insights as notes which allow them to add and reply to comments tagged to data points directly on a dashboard or report.

What Are Some Use Cases for WriteBack?

Write back can be used for various purposes across different industries and functions. Here are some examples:

Finance

You can use writeback to adjust budget allocations, forecast revenue and expenses, capture comments to enable collaboration, run what-if scenarios, or fix reconciliation issues.

Sales

You can use write back to update sales quotas, create sales forecasts, or make bulk updates to customer data.

Marketing

You can use writeback to update campaign details, allocate marketing funds, or track leads and conversions.

Operations

You can use writeback to update inventory levels, manage orders and shipments, or optimize production schedules.

Human Resources

You can use write back to update employee records, plan staffing levels, or conduct performance reviews.

Key Components of Write Back

The key components of writeback functionality include:

• Data Entry Interface: A user-friendly interface that allows users to input or modify data directly within a report or dashboard. This interface is often integrated into the existing reporting tools to ensure seamless interaction.
• Data Validation: Before data is written back to the database, validation rules are applied to ensure accuracy and consistency. This prevents errors and maintains data integrity.
• Security Controls: Write back systems must have robust security measures in place to control who can modify data. Role-based access and audit trails are common security features to prevent unauthorized changes.
• Real-time Data Updates: One of the key components of write back is the ability to update data in real-time. This ensures that the latest information is always available for decision-making.
• Database Connectivity: The write back process requires a direct connection to the underlying database or data warehouse. This connectivity allows data to be written back efficiently and accurately.

Benefits of Write-Back

Implementing writeback functionality offers several benefits:

• Increased Efficiency: Write back reduces the need for separate data entry processes, allowing users to update information directly within their reports or dashboards, which streamlines workflows and saves time.
• Improved Data Accuracy: By enabling real-time data updates, write back helps maintain the accuracy and relevance of information across the organization, reducing the risk of errors from outdated data.
• Enhanced Decision-Making: With the ability to make instant updates, decision-makers have access to the most current data, leading to more informed and timely decisions.
• Better Collaboration: Write back allows multiple users to interact with and update the same data set, fostering collaboration and ensuring that everyone is working with the latest information.
• Cost Savings: By eliminating the need for separate data entry systems and reducing manual processes, write back can lead to significant cost savings for organizations.

Examples of Write Back

Writeback functionality can be applied in various scenarios, including:

• Budgeting and Forecasting: Finance teams can use writeback to update budget figures directly within their financial reports, allowing for dynamic forecasting and real-time adjustments.
• Inventory Management: In retail or manufacturing, writeback can be used to update inventory levels in real-time, ensuring accurate stock levels are reflected in reports and dashboards.
• Sales Tracking: Sales teams can update their sales pipeline data directly in their CRM dashboards, enabling real-time tracking of sales activities and performance metrics.
• Employee Performance Reviews: HR departments can use write back to record performance evaluations and feedback directly into employee records, streamlining the review process.
• Project Management: Writeback can be used in project management dashboards to update project status, deadlines, and resource allocation, providing real-time visibility into project progress.

Key Challenges of WriteBack

Despite its benefits, write back functionality presents some challenges:

• Data Security Risks: Allowing users to modify data directly can pose security risks if not properly managed. Unauthorized access or unintentional data changes can compromise data integrity.
• Complex Implementation: Setting up writeback functionality requires careful planning and integration with existing systems, which can be technically complex and resource-intensive.
• User Training: Users need to be properly trained on how to use write back features, especially with respect to understanding the implications of modifying data in real-time.
• Data Consistency Issues: Ensuring that write back updates do not lead to inconsistencies or conflicts within the database is a critical challenge, especially in environments with multiple users.
• Performance Impact: Real-time data updates can put additional load on the database, potentially impacting system performance if not managed effectively.

Best Practices for WriteBack

To maximize the effectiveness of writeback, organizations should follow these best practices:

• Implement Role-Based Access Control: Limit write back permissions to authorized users only, ensuring that only those with the necessary rights can make data changes.
• Ensure Data Validation: Use robust validation rules to check data before it is written back to the database, preventing errors and maintaining data integrity.
• Provide Comprehensive User Training: Educate users on how to use write back features effectively, emphasizing the importance of data accuracy and the potential impact of their changes.
• Monitor System Performance: Regularly monitor the performance of the database and reporting tools to ensure that write back operations do not degrade system performance.
• Audit and Track Changes: Implement audit trails to track all changes made through write back, providing a record of who made changes, when they were made, and what data was affected.

By adhering to these best practices, organizations can leverage writeback functionality to enhance their data management processes while mitigating potential risks.

How Can insightsoftware Help You With WriteBack?

insightsoftware extends the capabilities of Power BI and Excel with write back functionality. While maintaining security and control, you can write back to your data sources, such as ERP systems (e.g., SAP, Microsoft Dynamics, Vizlib), databases, spreadsheets, and cloud applications.

Power BI WriteBack

Power BI Writeback is a feature that allows users to input and edit data directly in Power BI reports, which can then be saved back to the original data source. This capability enhances interactive data analysis, enabling real-time updates and collaboration within Power BI environments.

SAP WriteBack

Writeback for SAP refers to a feature that allows users to modify and update data directly within SAP applications, and then save these changes back to the database. This functionality enhances data management efficiency by enabling real-time data entry and adjustments from within the SAP system.

Qlik WriteBack

Writeback for Qlik is a feature that allows users to add, modify, and save data back into Qlik applications, facilitating dynamic interaction with data visualizations and reports. This enhances the analytical capabilities of Qlik by enabling real-time data updates and collaborative decision-making within the platform.

Request a demo today to learn more about how insightsoftware can help you with write-back.