© 2025 SAP SE or an SAP affiliate company. All rights reserved.

PUBLIC
2025-12-15

SAP LeanIX
Content

1 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.1 SAP LeanIX for Enterprise Architects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Set Up User Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Getting Data into Your Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Use Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
1.2 SAP LeanIX for Application and Business Owners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
1.3 Navigating SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
1.4 SAP LeanIX Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
1.5 FAQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
1.6 Contact Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Submitting a Request in SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Submitting a Request in the SAP for Me Portal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Additional Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

2 Meta Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
2.1 General Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using Tags and Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Using Relations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Modeling and Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
2.2 Fact Sheet Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Application Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Business Capability Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Business Context Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Data Object Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Initiative Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Interface Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
IT Component Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Objective Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Organization Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Platform Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Provider Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Tech Category Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
System Modeling Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
2.3 Modeling Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152
SAP Modeling Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153
Microsoft Applications Modeling Best Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Google Cloud Platform Modeling Best Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

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 Salesforce Applications Modeling Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
AWS Applications Modeling Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
2.4 Meta Model Extensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
AI Governance Extension to the Meta Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Digital Operational Resilience Act (DORA) Extension to the Meta Model. . . . . . . . . . . . . . . . . . .196
Application Total Cost of Ownership (TCO) Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
AI Agent Extension to the Meta Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
SAP Suggestions in Your Landscape Extension to the Meta Model. . . . . . . . . . . . . . . . . . . . . . . 213
2.5 Meta Model v3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Delta to Meta Model v3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Configure Workspace for Meta Model v4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Modeling Guidelines (Meta Model V3). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Modeling: Application vs. IT component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Modeling: Objectives and Transformation Items (Projects) (Meta Model V3 ). . . . . . . . . . . . . . . 242
Modeling: Business Capabilities (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245
Modeling: Data Object (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Modeling: Interfaces (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .248
Modeling: IT Components / Hosting (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Modeling: Middleware and APIs (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Modeling: Process (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Modeling: Project Fact Sheet (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Modeling: Tech Category (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .267
Modeling: User Group (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Optional Features: Tech Platform Fact Sheet (Meta Model V3 ). . . . . . . . . . . . . . . . . . . . . . . . . 269

3 Use Cases and Methodologies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

3.1 Application Portfolio Assessment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Step 1: Add Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Step 2: Collect and Maintain Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Step 3. Assess Your Application Portfolio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
3.2 Application Rationalization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Step 1: Understand Your Strategy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .313
Step 2: Scope Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Step 3: Enrich Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .318
Step 4: Evaluate Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Step 5: Create a Rationalization Roadmap. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Step 6: Start the Rationalization Initiative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Step 7: Track and Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .333
3.3 Application Modernization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
Step 1: Understand Your Strategy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Step 2: Scope Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Step 3: Collect Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344

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 Step 4: Evaluate Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Step 5: Plan Transformations and Create a Roadmap. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Step 6: Start Modernization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Step 7: Track and Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
3.4 ERP Transformation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Phase 0. Foundation: Transformation Strategy and Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Phase 1. Discover: Achieve Architecture Transparency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Phase 2. Prepare the Transformation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Phase 3. Explore: Define the To-Be Architecture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Phase 4. Realize, Deploy, and Run: Transformations and Monitoring. . . . . . . . . . . . . . . . . . . . . 400
3.5 ERP Transformation with RISE with SAP Integrated Toolchain. . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Organizational Setup for Transformation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Technical Setup and Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Governance and Operating Model Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
Step-by-Step Guide for ERP Transformation with Integrated Toolchain. . . . . . . . . . . . . . . . . . . 435
3.6 Obsolescence Risk Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Step 1: Bring Software Assets Information to SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
Step 2: Enrich Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Step 3: Discover and Prioritize Technology Obsolescence Risks. . . . . . . . . . . . . . . . . . . . . . . . 469
Step 4: Plan and Manage Risk Mitigation Initiatives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Step 5: Monitor, Measure, and Report Risk Mitigation Efforts. . . . . . . . . . . . . . . . . . . . . . . . . . 475
Advanced Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
3.7 AI Governance and Adoption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
Step 1: Collect Initial Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Step 2: Assess AI Potential. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Step 3: Evaluate AI-Related Risks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Step 4: Standardize AI Usage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Step 5: Plan AI-Related Transformations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
3.8 Portfolio Assessment Methodologies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Gartner® TIME Framework. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
6R Framework. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501
Pace Layering Framework. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507

4 User Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522

4.1 Dashboards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522
Dashboard Modeling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
Application Portfolio Management Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539
Fact Sheet Owner Onboarding Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544
Application Portfolio Management Onboarding Dashboard for Enterprise Architects. . . . . . . . . 548
Architecture Executive Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553
4.2 Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Fact Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577

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 Creating Fact Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
Adding and Editing Data in Fact Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
Bulk Updating Data in Inventory Table View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .591
Collaborating and Managing Data in Fact Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Importing Fact Sheet Data Through Excel File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
Exporting Fact Sheet Data as Excel File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .612
Increasing Your Data Quality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614
Searching and Filtering in the Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636
Tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656
Archiving, Deleting and Recovering Fact Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 660
4.3 Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662
Using Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663
Report Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 678
Landscape Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685
Matrix Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 695
Portfolio Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702
Roadmap Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707
Radar Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
Circle Map Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 720
Other Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 724
Custom Report: Workspace Best Practice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .727
Cost Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732
Embedding a Report in SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .743
4.4 Diagrams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 745
Free Draw. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 751
Data Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781
Export and Import Diagrams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795
Fact Sheet Shape Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 798
SAP BTP Reference Architecture Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801
Lucidchart Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 803
4.5 Collaboration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 807
Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 809
To-Dos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 842
4.6 AI Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 849
Base AI Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 853
Inventory Builder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 858
Joule in SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864
4.7 AI Agent Hub. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 866
AI Agent Hub Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870
Reports for AI Agents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 871
SAP Suggestions in Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 874

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 Calculations for AI Agents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .878
4.8 MCP Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 879
Connecting to the MCP Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 882
4.9 Workspace Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 884
4.10 Presentations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .886
4.11 Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .895
4.12 Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 905
4.13 User Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 906

5 Administrator Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .908

5.1 Workspace Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 908
Workspace Settings Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 910
Manage Workspace Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 913
Production and Sandbox Workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .915
Provisioning SAP LeanIX from SAP for Me. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .918
Monitoring the Usage and Adoption of SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 920
Password Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 927
5.2 Basic Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 928
Branding Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 928
General Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 930
Meta Model Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 938
Subscription Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 978
Tagging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .986
Dashboards Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 988
5.3 Advanced Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 990
Automations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 991
Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1036
Calculations and Automations: When to Use Each Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . 1050
Export. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1053
KPIs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1055
Metrics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1069
Notifications Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1074
Portals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1091
Downloading Reports from the SAP LeanIX Store. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1103
To-Dos (Administration). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1105
Workspace Views Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1110

6 User and Access Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1116

6.1 Managing Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1116
Users Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1121
User Roles and Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1124
Authorization Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1128

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6.2 Single Sign-On (SSO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1140
Migration to the Self-Service SSO Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1151
Configuring SSO with Okta. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1153
Configuring SSO with Microsoft Entra ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1168
Configuring SSO with PingOne. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1180
Configuring SSO with OneLogin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1190
Configuring SSO with Active Directory Federation Services. . . . . . . . . . . . . . . . . . . . . . . . . . . 1198
6.3 SCIM Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1204
Access Tokens Required for SCIM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1206
Configuring SCIM in Okta. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1210
Configuring SCIM in Microsoft Entra ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1215
6.4 Virtual Workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1223
Virtual Workspaces Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1227
6.5 Access to SAP for Me. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1237
Setting Up Your Organization's S-User Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1238
Creating and Managing S-Users in SAP For Me. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1240

7 Discovery and Integrations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1245

7.1 Reference Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1249
Business Capabilities in the Reference Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1252
Applications in the Reference Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1261
IT Components in the Reference Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1267
Tech Categories in the Reference Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1279
Reference Catalog: Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1283
Reference Catalog: Fact Sheet Naming Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1286
Reference Catalog: Provider Tiers, Response Times, and FAQs. . . . . . . . . . . . . . . . . . . . . . . . 1288
7.2 SaaS Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1291
SaaS Discovery Inbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1297
Microsoft Defender for Cloud Apps (MDCA) Integration for SaaS Discovery. . . . . . . . . . . . . . . 1303
Microsoft Entra ID Integration for SaaS Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1312
Netskope Integration for SaaS Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1319
Okta Integration for SaaS Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1323
Zscaler Integration for SaaS Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1327
WalkMe Integration for SaaS Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1332
7.3 Self-Built Software Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1337
Workspace Setup for Self-Built Software Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1341
GitHub Enterprise Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1345
Microservice Discovery in Your CI/CD Pipeline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1362
Manifest File and Schema. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1371
Software Bill of Materials (SBOM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1376
Tech Stack Discovery from SBOMs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1383
7.4 SAP Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1390

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 SAP Cloud ALM Integration for SAP Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1391
SAP Build Integration for SAP Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1399
SAP BTP, Cloud Foundry Integration for SAP Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1401
SAP Discovery Inbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1405
7.5 AI Agent Discovery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1410
Uploading AI Agents Through the API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1413
Discovering AI Agents from Microsoft Entra ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1417
Discovering AI Agents from Google Agent Engine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1424
Discovering SAP AI Agents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1428
AI Agent Discovery Inbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1430
7.6 SAP Cloud ALM Integration For Managing Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1435
Configuring SAP Cloud ALM Integration For Managing Projects. . . . . . . . . . . . . . . . . . . . . . . . 1437
Synchronizing Projects Between SAP Cloud ALM and SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . 1441
7.7 SAP Signavio Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1446
Configuring the Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1452
Mapping SAP Signavio Processes to Fact Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1456
Mapping Fact Sheets and Dictionary Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1463
Synchronizing Process Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1469
Best Practices and Tutorials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1473
Advanced Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1478
7.8 ServiceNow Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1509
Setup in ServiceNow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1518
Setup in SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1529
ServiceNow Integration: Advanced Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1572
ServiceNow Integration FAQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1580
7.9 Apptio Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1583
Apptio Technical Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1589
Setup in Apptio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1593
Configuration of the Apptio Connector. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1594
7.10 Collibra Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1597
Configuring Collibra Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1603
Conceptual Data Layer Mapping from Collibra to SAP LeanIX. . . . . . . . . . . . . . . . . . . . . . . . . 1607
Fact Sheet Mapping from SAP LeanIX to Collibra. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1612
Relation Mapping from SAP LeanIX to Collibra. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1618
Supported Field Types for Conceptual Data Layer Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . 1624
Supported Field Types for Fact Sheet Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1625
7.11 Confluence Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1626
7.12 Jira Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1633
Setting Up the Jira Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1637
Importing, Exporting, and Linking Fact Sheets and Jira Work Items. . . . . . . . . . . . . . . . . . . . . 1641
7.13 Jira Marketplace App. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1644

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7.14 SAP LeanIX App for Microsoft Teams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1650
7.15 OData Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1658
Setting Up the OData Integration with Business Intelligence Tools. . . . . . . . . . . . . . . . . . . . . . 1663
OData Integration Update: Translation Corrections (May 26, 2025). . . . . . . . . . . . . . . . . . . . . 1674
7.16 LeanIX Adapter for SAP Integration Suite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1677
7.17 Synchronization Logging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1678

8 Additional Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1683

8.1 SAP LeanIX Technology Risk and Compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1683
Obsolescence Risk Management Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1684
Technology Standards Management Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1703
8.2 SAP LeanIX Architecture and Road Map Planning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1707
Getting Started with SAP LeanIX Architecture and Road Map Planning. . . . . . . . . . . . . . . . . . . 1714
Architecture Decisions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1721
Milestones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1730
Transformations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1736
Impacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1770
Reports and Roadmaps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1780
Transition from Transformation Items/Project Fact Sheet to Initiative. . . . . . . . . . . . . . . . . . . 1784

9 Developer Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1790

9.1 Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1790
Choosing a Technology for Your Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1790
Authentication to SAP LeanIX Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1792
Base URL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1802
9.2 Guides and Tutorials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1803
Custom Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1803
Code-Based Automations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1841
Importing and Exporting Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1868
Bookmarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1881
Updating User Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1885
Retrieving Survey Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1889
Sending Alerts to Slack and Microsoft Teams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1893
9.3 SAP LeanIX APIs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1895
REST APIs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1897
GraphQL API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1900
Integration API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1988
Webhooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2160
Rate Limiting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2181
Response Status Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2183
API Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2184
9.4 Reporting Framework and CLI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2197

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10 Additional Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2199
10.1 Data Privacy Statement: SAP LeanIX Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2199
10.2 Cookies and Local Storage Policy: SAP LeanIX Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2202
10.3 SAP LeanIX Applications Terms and Conditions (Microsoft Teams). . . . . . . . . . . . . . . . . . . . . . . 2205
10.4 Geo-Blocking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2207
10.5 Data Quality Control Mechanisms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2208
10.6 Welcome to the New Home of SAP LeanIX Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2210

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1 Getting Started

Introductory guide to begin your journey with SAP LeanIX.

The getting started section helps new users understand SAP LeanIX's enterprise architecture products. It
covers key concepts, user interface, and essential features, giving you a foundational understanding of SAP
LeanIX and its role in enterprise architecture management.

Introduction to SAP LeanIX

SAP LeanIX is a SaaS application that allows you to manage and optimize enterprise architecture. Enterprise
architecture management is the practice of aligning IT infrastructure and systems with business strategy
and goals. It involves documenting the organization's IT landscape, planning, designing, and overseeing the
implementation of architectural changes to meet changing business needs

SAP LeanIX provides a 360° overview of all your applications, business capabilities, and IT components so
you can gain control of your expanding IT landscape and create roadmaps for major transformation initiatives.
Through collaborative and democratized data collection, out-of-the-box integrations, and fast insights through
reports and diagrams, SAP LeanIX enables you to manage enterprise architecture effectively.

With SAP LeanIX, you can:

• Effectively align IT strategies with business goals

• Map all applications to the business capabilities they support and the underlying dependencies
• Design the ideal IT architecture you aim to create
• Identify cost-saving opportunities and optimize IT investments
• Improve integration and interoperability among different systems and applications
• Mitigate security and compliance risks from technical debt and obsolescence
• Make better, faster business decisions and enhance operational efficiency

SAP LeanIX Products

SAP LeanIX comprises three products supporting different enterprise architecture domains and use cases.

• SAP LeanIX Application Portfolio Management: The base product for documenting and managing
your application landscape. It provides insights into application lifecycles, dependencies, technical and
functional fit, and business impact. Primarily, it drives the use cases of Application Portfolio Assessment
[page 274] and Application Rationalization [page 311] by helping you identify redundancies and optimize
technology investments.
• SAP LeanIX Architecture and Road Map Planning: An additional product that compliments SAP LeanIX
Application Portfolio Management. It offers advanced features to plan target architecture, visualize the
impacts of the planned transformations, and implement and monitor transformation initiatives. It drives

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 the use cases of Application Modernization [page 337] and ERP Transformation [page 361]. Learn more in
SAP LeanIX Architecture and Road Map Planning [page 1707].
• SAP LeanIX Technology Risk and Compliance: This product extends the capabilities of SAP LeanIX
Application Portfolio Management. It facilitates the discovery of the infrastructure layer in your application
landscape and enables you to manage obsolescence risks and technology standards. This ensures
operational stability and relevance of your technology stack. It drives the use case of obsolescence risk
management [page 461] and technology standards management. Learn more in SAP LeanIX Technology
Risk and Compliance [page 1683].

Key Concepts and Features

Fact Sheets and Meta Model

SAP LeanIX documents the organization's IT landscape and architectural elements using so-called fact sheets.
Each architectural object, such as applications, business capabilities, IT components, etc., has its own fact
sheet to store relevant information.

There are 12 predefined fact sheet types, each serving as a template with specific attributes and fields. For
instance, to capture information about an application, you would use the application fact sheet type. It includes
attributes such as lifecycle, technical fit, functional fit, etc. Subsequently, individual fact sheets are created for
each application you wish to document.

Fact sheets form the foundation of the meta model. Meta model is like a blueprint that defines the relationships
between different architectural elements and how the information in fact sheets is interconnected. For
example, business capabilities rely on applications, which, in turn, use IT Components, while organizations
use applications and so forth.

The meta model can also be customized to adjust the structure and relationships of architectural elements.
However, customizing the meta model should be done thoughtfully, as the out-of-the-box meta model is
already well-designed for its intended purpose. To learn more about the meta model and modeling fact sheets,
see Meta Model [page 42].

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The high-level representation of the out-of-the-box meta model below shows the associated relationships:

SAP LeanIX Meta Model

Inventory and Collaboration

The inventory is the centralized repository where you create, add, and manage fact sheets. If you are seeking
information from the fact sheets or if you are responsible for maintaining and ensuring the accuracy of the
information in a fact sheet, the inventory is your go-to place.

Documenting an organization's IT landscape is a collaborative effort, and contributors such as application

owners, business owners, data architects, etc, play an important role. Collaboration features like surveys [page
809], fact sheet subscription [page 620], comments [page 596], and to-dos [page 842] help keep data accurate
and up-to-date. Additionally, fact sheet completeness [page 617] and quality seal [page 626] features assist
enterprise architects in tracking the quality and completeness of data.

Reports and Diagrams

Reports [page 662] and diagrams [page 745] in SAP LeanIX provide visual representations and insights into
your enterprise architecture data. You use reports to obtain a clear overview of the as-is and future-state

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architecture and identify trends, redundancies, and risks. For instance, landscape reports can be used to get
a comprehensive view of the IT landscape, matrix reports provide correlations between attributes of different
fact sheet types, and roadmap reports can be used to outline strategic initiatives and priorities for future-state
architecture.

Application Landscape Report

Similarly, diagrams enable you to build visual models of an organization's enterprise architecture. You can
break down complex architecture into manageable parts and interactively visualize relationships, data flow, and
dependencies between various architectural elements. These visualization and analytical capabilities enable
enterprise architects to chart out needed action plans, such as application rationalization, modernization,
cloud migration, ERP transformation, etc.

Who Uses SAP LeanIX

A variety of individuals in different roles use SAP LeanIX:

• Enterprise architects: document, model, analyze, and optimize the enterprise architecture of the entire
organization. To get started as a workspace administrator, see SAP LeanIX for Enterprise Architects [page
15].
• CIOs and IT leadership: gain a holistic view of IT performance, identify areas for optimization, and ensure
alignment of IT with overall business strategy.
• Application and business owners: understand how IT supports their business capabilities, ensure
application data is accurate and up to date, and make data-driven decisions for improvement. To
understand how to use SAP LeanIX, see SAP LeanIX for Application and Business Owners [page 26].
• IT security: manage compliance, data privacy, and risk across the organization's tech landscape. To learn
how obsolescence risk is managed, see Obsolescence Risk Management [page 461] use case.
• Transformation and project managers: gain transparency into all IT projects to create roadmaps, manage
interdependencies, refine budgeting, and mitigate risk. To understand how to use SAP LeanIX, see SAP

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 LeanIX for Application and Business Owners [page 26]. For a better understanding related to your roles,
explore the SAP LeanIX Architecture and Road Map Planning [page 1707] guide and ERP Transformation
[page 361] use case.
• Solution architects: design, implement, and integrate solutions to meet specific business and technology
needs.

Resources

For additional resources for further insights and support, see SAP LeanIX Resources [page 35].

1.1 SAP LeanIX for Enterprise Architects

First steps in using SAP LeanIX as an enterprise architect.

Access Your Workspace

An onboarding manager from SAP LeanIX provisions a workspace according to your contract and sends access
links via email. Follow the link to set up your credentials and gain access to your workspace. The first user who
registers for a workspace becomes the primary administrator.

• If you’re the primary workspace administrator, set up your workspace, invite users, and manage access
permissions. For details, see Set Up User Access [page 17].
• If you are not an administrator, your workspace administrator invites you to your organization’s workspace.
Follow the link in the invitation email to set your credentials, then sign in to the workspace.

Understand the Meta Model

The SAP LeanIX meta model is a conceptual framework that defines the structure and relationships of
architectural elements within an organization’s enterprise architecture landscape. It consists of various fact
sheet types (such as application, IT component, business capability, and more) and the relations between
them. This model serves as a comprehensive blueprint for organizing and interconnecting information about
your enterprise architecture.

To get started, explore the key fact sheet types included in the meta model and see modeling best practices.
For detailed information, see Meta Model [page 42].

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Explore Use Cases

SAP LeanIX offers various use cases to help enterprise architects shape the digital landscape of their
organization. Explore use cases and develop your strategy. Start with application portfolio assessment, then
proceed to more advanced use cases.

SAP LeanIX Application Portfolio SAP LeanIX Technology Risk and SAP LeanIX Architecture and Road
Management Compliance Map Planning

Application Portfolio Assessment [page Obsolescence Risk Management [page Application Modernization [page 337]
274] 461]

Application Rationalization [page 311] ERP Transformation [page 361]

AI Governance and Adoption [page 484]

Import Data into Your Workspace

Your next step would be getting data into SAP LeanIX inventory. It is important to define a realistic and practical
scope before starting out. Rather than aiming to gather everything at once, consider an iterative approach
that aligns with your organization's situation and data management practices. Start by planning and mapping
your existing data model to the SAP LeanIX data model. Deliberate on import strategies and decide when it is
advantageous to use the 'Excel Import/Export' option versus other options such as SaaS Discovery. Consider
how configuring your meta model fits into your workflow.

To get an overview of getting data into SAP LeanIX and to understand the steps, refer to Getting Data into Your
Workspace [page 19].

Collect Data from Fact Sheet Owners

Effective data collection is crucial for informed decision-making. However, the challenge lies in managing
the vast amount of data and ensuring its accuracy and relevance over time. Assigning responsibility and
accountability to the contributors is the key.

Once you have the initial data in your workspace, the next step is to set the responsibilities to users regarding a
Fact Sheet by assigning Subscription Roles. It is a mechanism to ensure subscribers of Fact Sheets are notified
and have a clear call-to-action to maintain and administer the Fact Sheet data.

When defining a Subscription Role, you specify the Subscription Type for that role. Subscription Type
determines the responsibilities of a Subscription Role with respect to Fact Sheets. Subscription Type can
be one of the following types:

• Responsible: This Subscription type is in charge of keeping the Fact Sheet up to date and correct.
• Accountable: Subscription roles of this type carry overall accountability and often handle business
responsibilities associated with Fact Sheets.
• Observer: Subscription roles of this type are notified and kept up-to-date .
• All: When defining a Subscription role, you can choose all the above types for increased flexibility.

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Once defined, you can assign users, or users themselves can subscribe to Fact Sheets based on the defined
Subscription roles and types.

To learn more, see Subscription Roles [page 978].

1.1.1 Set Up User Access

Invite users to your workspace and manage their access permissions.

Explore Authentication and Authorization Options

SAP LeanIX offers several options for managing authentication and authorization.

• Authentication is the process of verifying the identity of a user or system attempting to access SAP
LeanIX. You can manage authentication in SAP LeanIX or through single sign-on (SSO).

• Authorization determines what actions an authenticated user is allowed to perform in SAP LeanIX. You
manage authorization by assigning user roles and defining permissions, either in SAP LeanIX or through
SSO.

Choose how you want to manage authentication and authorization for your organization. For detailed
information, see Authentication and Authorization [page 1116].

Access Your Workspace

The first user who registers for a workspace becomes the default administrator. Workspace administrators
have extensive rights and can make significant changes to the workspace. We recommend assigning this role to
enterprise architects or users with strong IT skills and expertise.

An onboarding manager from SAP LeanIX provisions a workspace according to your contract and sends an
access link via email. Follow the link to set up your credentials for the workspace. Once you get access, you can
invite other users to your workspace.

If you are not the primary workspace administrator, your administrator invites you to your organization’s
workspace. Follow the link in the invitation email to set your credentials, then sign in to the workspace.

Invite the Core Team

The core team is a group of key stakeholders in your organization working with SAP LeanIX. Identify the key
stakeholders who will have administrator access to your workspace, then invite them.

Setting up single sign-on (SSO) is recommended for streamlined user and access management. Before
configuring SSO, manually invite the core team and start setting up your workspace with them.

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To invite users to your workspace manually, follow these steps:

1. On the user profile menu, select Invite User.

2. In the overlay that appears, enter users' email addresses and select a role.
3. Choose Invite.

Inviting Users from a Workspace

After confirming the invitation and setting credentials, users get access to the workspace.

Set Up Single Sign-On (SSO)

To streamline user and access management for your organization, set up SSO. With SSO, users sign in to SAP
LeanIX through your organization’s identity provider (IdP) system, which ensures secure access. Work with
your IT administrators to define the SSO setup that suits your organization.

You can manage authorization (user roles) in SAP LeanIX or through your IdP. When setting up SSO, choose
how you want to manage authorization.

Optionally, you can set up System for Cross-Domain Identity Management (SCIM) to automatically sync user
states from your IdP, which streamlines user provisioning, deprovisioning, and updating.

For detailed information, refer to:

• Single Sign-On (SSO) [page 1140]

• SCIM Provisioning [page 1204]

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Manage Roles and Permissions

In SAP LeanIX, permissions are role-based. Users with specific roles receive all permissions associated with
those roles. Here are the standard user roles:

• Viewer: Has view permissions for fact sheets, can subscribe to them, and comment.
• Member: Has edit permissions for fact sheets and can create new ones.
• Admin: Has all permissions of a member and administrator permissions for a workspace.

As an admin, you configure permissions for non-admin roles, including permissions for fact sheets and other
entities. For more information, see User Roles and Permissions [page 1124].

If you use SSO for both authentication and authorization, you can create custom user roles to define more
granular permission levels for each role. For more details, see Custom User Roles [page 1124].

To learn more about managing users and configuring advanced access settings, see User and Access
Management [page 1116].

1.1.2 Getting Data into Your Workspace

Getting initial data into SAP LeanIX workspace.

Overview

Once you have determined the scope of the data you want to import and mapped your existing data to the SAP
LeanIX data model, your next step is to bring the data into your SAP LeanIX workspace.

To start with and to ensure a meaningful assessment, focus on Application, Business Capability, and
Organization Fact Sheets. We recommend to begin by getting application data into the workspace. Next, define
and add business capabilities and outline your organizational structure and hierarchy. Then, link applications
to business capabilities and organizations. The next section provides additional details on accomplishing these
steps.

There are several ways in which you can get data into SAP LeanIX; here is an overview:

• Out-of-the-box integration and discovery features: SAP LeanIX offers various integrations and discovery
features to quickly bring in data from multiple systems and to automatically keep the data up-to-date.
To learn more about all available integration and discovery features, see Discovery and Integrations [page
1245].
• Inventory builder: Inventory builder uses AI to extract architectural elements from diagrams and images,
automatically creating fact sheets and relationships. This speeds up inventory creation, simplifies
maintenance, and accelerates adoption by turning unstructured data into structured insights. For a
detailed guide, see Inventory Builder [page 858].
• Via the Excel Import/Export function: This is the most common approach for bringing data into your
workspace, especially when starting out. If your organization has pre-collated enterprise architecture data,
you can easily import or edit bulk data using an Excel file. For detailed instructions, see Importing Fact
Sheet Data Through Excel File [page 601].

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• Add data manually: In the manual method, you create and add data to Fact Sheets individually in the
Inventory. Find the detailed guide here: Adding and Editing Data in Fact Sheets [page 585].
• Via Surveys: You can crowdsource data through surveys. By including Fact Sheet elements in the Surveys,
the responses received are directly updated in the Fact Sheets. You can find a detailed description of this
function here: Surveys [page 809].

Best Practices for Building the Inventory

Fact Sheet Best Practices Detailed Guides

Application You can leverage the SaaS Discovery • SaaS Discovery [page 1291]
feature to automatically discover your • SAP Landscape Discovery [page
organization's SaaS applications, create 1391]
corresponding Fact Sheets, and add • Importing Fact Sheet Data
data to existing fact sheets. Through Excel File [page 601]

If your organization uses SAP systems

and services, the SAP landscape dis-
covery feature can be used to discover
your organization's SAP systems and
services, both cloud and on-premise.

If you have already collated application

information in your organization, you
can import it through an Excel file.

Business Capability Using the reference catalog, you can Business Capabilities in the Reference
easily import best-practice industry- Catalog [page 1252]
specific business capability maps to
start out or link existing fact sheets to
the catalog items if you have already
defined business capabilities.

Organizations If you have already collated the organi- Importing Fact Sheet Data Through Ex-
zation’s structure and information, you cel File [page 601]
can import it through an Excel file.

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Once your EA practice in SAP LeanIX matures and you aim to expand your inventory, you can also leverage
other integrations:

Fact Sheet Best Practices Detailed Guides

IT Components You can use the ServiceNow integra- • ServiceNow Integration [page 1509]
tion to build your technology inventory • SAP Landscape Discovery [page
swiftly by discovering IT components 1391]
and applications. • IT Components in the Reference
Catalog [page 1267]
If your organization uses SAP systems
and services, the SAP Landscape Dis-
covery feature discovers IT components
following SAP LeanIX modeling best
practices.

Linking IT components to the reference

catalog enriches and standardizes Fact
Sheet data using curated information
from the catalog.

Data object The Collibra integration allows you to Collibra Integration [page 1597]
seamlessly import data assets from the
Collibra data catalog into SAP LeanIX as
data object fact sheets.

Business context / Process The SAP Signavio integration enables SAP Signavio Integration [page 1446]
the import of business processes man-
aged in SAP Signavio into SAP LeanIX
as business context fact sheets.

Step 1. Upload Application Data into SAP LeanIX

Identify Application Owners: One of the initial steps in uploading Application Data is to identify the owners and
users of the applications you are assessing. This is necessary to gather all the relevant information needed.

Gather data: Gather as much relevant information about the applications in your organization, covering their
technical and business attributes, ownership, and costs. The most relevant ones for a portfolio assessment are
Technical Fit, Functional Fit, and Business Criticality. If you are assessing for Cloud Migration, you can think of
Cloud Readiness, hosting type, or any customized attributes that you might use within your organization.

The efficient way to get the data into your workspace is with Excel Import/Export capabilities in the Inventory.
To learn more, see Importing Fact Sheet Data Through Excel File [page 601].

 Note

When creating new application fact sheets, choose a meaningful display name, something a common user
can understand at first glance.

Check/validate all attributes: After you have uploaded the initial data, say 50-300 applications, it is time to
shape up your data by validating. You can do simple infield editing in the Fact Sheets, but the more efficient
approach is to do bulk editing by going to the Inventory.

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To do bulk editing, follow these steps:

1. Navigate to Inventory and select Application fact sheet from the filter panel on the left.
2. Choose Table view from the upper right corner.
3. Click on the Eye icon and add relevant columns to the Active columns list to make it visible.
4. Click Edit, and edit any information inline as you would using Excel.
5. Click Save to finish.

To learn more about modeling the Application Fact Sheet, see the Application Modeling Guidelines [page 60].

Step 2. Define and add Business Capabilities

Having Business Capabilities in your repository is essential to understand how IT supports the business
objectives. Business capabilities represent the organization's high-level activities that contribute to business
objectives. It's important to note that Business Capabilities do not represent the departments of your
organization; instead, the Organization Fact Sheet serves that purpose.

Defining Business Capabilities and understanding the relationship between Business Capabilities and
Applications is an essential part of your portfolio assessment. It helps identify redundancies; for instance,
you can analyze which applications serve the same purpose in supporting a capability and whether there is an
opportunity for rationalization.

 Tip

You can import best-practice business capabilities from the reference catalog. For more information, see
Business Capabilities in the Reference Catalog [page 1252].

Business Capability Landscape Report

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  Note

For German-speaking SAP LeanIX users, we highly recommend the book Business Capabilities by Wolf
Pfannenstiel, which is one of the most comprehensive resource on this topic.

It is not an easy task to identify business capabilities, and it is an exercise that is meant to be done hand-in-
hand with your business stakeholders. To help you in the process, we have published a Business Capability Map
template . Make use of it for a quick start.

Best Practices:

• Organize business capabilities hierarchically. A capability hierarchy is a structured view of your business
capabilities that allows you to see how they relate.
• It is good practice to start small with a high-level capability map and only move further down to the next
level of the hierarchy when required.
• We recommend working with only two levels or less in Business Capabilities.

After defining your business capabilities, create corresponding Fact Sheets and add the necessary data.
This process includes identifying Business Owners and other stakeholders, and gathering and adding all
relevant information. Key data to focus on include strategic importance, supporting applications, associated
initiatives and projects, and the objectives being fulfilled. This information can help you better understand each
capability's impact on your organization.

Business Capability Fact Sheet

The efficient way to get the data into your workspace is again with Excel Import/Export capabilities in the
Inventory. To learn more, see Importing Fact Sheet Data Through Excel File [page 601].

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 Getting Data Through Excel Import

To learn more about the Business Capability Fact Sheet, see Business Capability Modeling Guidelines [page
75].

Step 3. Add Organizations

Organizations represent the users of Applications and are intended for modeling who is using certain
applications. The Organization Fact Sheet type is an essential element to represent your organization’s
business architecture in SAP LeanIX, and you can model different dimensions to create hierarchical structures.
It allows you to get some basic views to understand synergies and gaps in the application landscape across
different parts of the organization.

You can use the following 5 Fact Sheet subtypes for the five major dimensions that SAP LeanIX customers
typically capture:

• Business Unit: Business Units are distinct divisions within a larger organization.
Example: Retail
• Customer: Customers represent customer groups/segments with similar needs.
Example: Buyer Persona
• Region: Regions represent geographical divisions within a larger organization and/or business unit.
Example: Europe, Europe / France
• Legal Entity: Legal Entities are organizations recognized by law as distinct entities.
Example: SAP LeanIX SARL
• Team: Teams are groups of users/owners that are typically part of specific Business Units / Countries.
Example: Team Igniteus

After defining your Organizational hierarchy, create corresponding Fact Sheets and add the necessary data.
This process includes identifying Business Owners and other stakeholders and gathering and adding all
relevant information. To learn more about modeling the Organization Fact Sheet, see the Organization
Modeling Guidelines [page 128].

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Step 4. Link Applications to Business Capabilities and Organizations

Linking the Applications to the Business Capabilities they support and the Organizations they fall under is the
next step before you can start with a meaningful assessment.

One way of linking is by updating the relevant field manually in Fact Sheets, either in the Application or in the
Business Capability and Organizations Fact Sheets.

Business Capability Field in Application Fact Sheet

Use the Excel Import/Export function when multiple Fact Sheets need to be updated in bulk. Summarily take
the following steps:

1. From the Inventory, export the list of Applications that need to be linked as an Excel file. Make sure to
include the column Business Capabilities and Organizations while exporting.
2. In the Excel file, fill in the Business Capability and Organizations column against each Application.
3. Import the Excel sheet back into your Inventory.

Updating Fact Sheets in Bulk Through Excel Import/Export

Next Steps

After you have populated your workspace with sufficient data, you can start a systematic review of your
organization's applications, evaluating their interdependencies, usage, and contribution to the business. Make

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sure to assess applications based on Business Criticality, Functional Fit, and Technical Fit. Use the TIME [page
495] assessment and 6R [page 501] frameworks for a comprehensive evaluation.

The accuracy of the analysis relies on the sufficiency of data quality. To enrich and refine your data, make use
of the application and IT component data from the reference catalog. To learn more about using the reference
catalog, see Reference Catalog [page 1249].

By identifying valuable and vulnerable applications, you can make efficient resource allocation and make
informed decisions on further courses of action. In our Application Portfolio Assessment [page 274] use case,
you can learn more about how to get that 360° overview of your IT landscape and assess your application
portfolio.

1.1.3 Use Cases

Overview of SAP LeanIX use cases.

As an enterprise architect, you steer the initiatives that shape the digital landscape of your organization.
One of your initial tasks using SAP LeanIX is conducting an application portfolio assessment. This
involves systematically reviewing and documenting your organization's applications, and assessing their
interdependencies, usage, and business contribution. Beyond this foundational task, SAP LeanIX helps you
with a range of use cases:

SAP LeanIX Application Portfolio SAP LeanIX Technology Risk and SAP LeanIX Architecture and Road
Management Compliance Map Planning

Application Portfolio Assessment [page Obsolescence Risk Management [page Application Modernization [page 337]
274] 461]

Application Rationalization [page 311] ERP Transformation [page 361]

AI Governance and Adoption [page

484]

Ensure a smooth start to your SAP LeanIX initiatives by familiarizing yourself with the Meta Model [page 42]
and modeling guidelines before starting with your first use case. SAP LeanIX meta model, represented by
fact sheet types and their relations, is at the heart of SAP LeanIX. It defines relationships between different
fact sheet types, illustrating how information in fact sheets is interconnected. This blueprint assists you in
understanding connections between various architectural objects. It allows for customization to meet unique
organizational requirements and define your architectural structure and relationships.

1.2 SAP LeanIX for Application and Business Owners

First steps in using SAP LeanIX for application and business owners.

Enterprise Architecture Management is a collaborative effort. Various stakeholders, such as Application

Owners, Business Owners, Data Architects, Product and Project Managers, etc, all play an important role in
contributing relevant information to EAs. They ensure Fact Sheets contain accurate and up-to-date information
by updating relevant attributes, dependencies, and relationships.

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Notably, the roles of Application Owners and Business Owners are particularly significant. As a contributor, it is
important to learn how to access the Fact Sheets you are responsible for, fill and access information in them,
and become familiar with collaboration features. These essentials will help you get started effectively.

To start, familiarize yourself with SAP LeanIX application layout and navigation. Go through Introduction to SAP
LeanIX if you haven’t already.

Access the Workspace

Admins of the workplace provide access to users. Depending on the setup, you can either access with your
organizations single-sign on credentials or by following the instructions you’ll receive with an invitation email.

In case you have been invited to more than one workspace, you can select the workspace you want to access.

One of the first steps after gaining access is to complete your profile. It includes resetting the password,
updating personal information and configuring notification settings if need be. For more detailed instructions,
see User Profile [page 906].

Find Information from Fact Sheets

Fact Sheets [page 577] are used to document and save information regarding architectural objects, like
Applications, Business Capabilities, Projects, IT Components, etc. SAP LeanIX can serve as your single source
of truth for any information related to your organization's IT landscape. Let's look at a couple of common
scenarios to get a better understanding of how it can be useful for you.

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For instance, you may want to check which applications support specific business capabilities in a particular
region or business unit. To find that information from fact sheets, do the following:

1. Navigate to the Inventory tab in your workspace.

2. Make use of the Search and Filter functions [page 636] in the Inventory.
1. Select Application from the Filter panel on the left to apply a filter that displays only the Application
Fact Sheets.
2. Select the Business capabilities, regions, and business units to narrow down to your requirements.

You now have a list of all applications that support a particular business capability in a particular business unit.

Finding Fact Sheets

Maybe you are seeking details about a particular application and want to contact the responsible person to get
access or a license. To find information in the Fact sheet, do the following:

1. Access a specific Fact Sheet by searching for it in the search bar at the top. You can also scroll through the
list of Application Fact Sheets in the Inventory.
2. Click on the Fact Sheet to open it for detailed viewing.
3. Browse through different tabs of the Fact Sheet to view relevant details about the application.

To learn more about Fact Sheets, see Fact Sheets [page 577].

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Another scenario could be that you might be overseeing a portfolio of Applications or Business, with
responsibilities extending to multiple Fact Sheets. You can access all your subscribed Fact Sheets in one place
by filtering for subscribed Fact Sheets:

Filter by subscription

Contribute Data to Fact Sheets

To input or update information on a Fact Sheet, go to the Inventory and open the relevant Fact Sheet. At the
top of a Fact Sheet, you will find a header displaying key details such as name, type, tags, and description.
Below this header, there are several tabs: Fact Sheet, Subscriptions, Comments, To-Dos, Resources, etc., to
document and manage diverse information.

The attributes and information you find in Fact Sheets depend on the type of Fact Sheet. To edit or add any
information, do the following:

1. Hover over the section you wish to edit.

2. On the right side corner of the section, you will find buttons for Edit or Add.
3. Click on the relevant button and provide your input.
4. Click Save at the end.

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To learn more on how to add or edit data in a fact sheet, see Adding and Editing Data in Fact Sheets [page 585].

Adding data to Fact Sheet

Depending on your role, certain Fact Sheets are more relevant to you than others. For instance, Application
Owners focus on Application Fact Sheets, Business Owners typically handle Business Capability Fact Sheets,
and Transformation and Project Managers concentrate on Initiative and Project Fact Sheets. Similarly, Data
Architects contribute to Data Object Fact Sheets, and so forth.

Example: Filling an Application Fact Sheet

In the Application Fact sheet, essential attributes include Name, Lifecycle information, Functional fit, Technical
fit, the Business Capabilities it is supporting, Business Criticality, the IT components it is relying on, etc.

The video below provides a quick overview of how to complete the Application Fact Sheet and offers best
practices to help you understand the attributes and make informed choices:

Next Steps

SAP LeanIX has collaborative features to make user participation easier in enriching and validating data. As
a next step, familiarize yourself with the following features that support collaboration with your organization's
enterprise architects.

• Comments: The Comments tab is available on all Fact Sheets. When a comment is posted on a Fact Sheet,
the responsible persons for that Fact Sheet are promptly notified. This allows you to propose updates or
seek clarification without directly altering the content of the Fact Sheet. This feature is beneficial, as it
allows one to request support directly from the responsible person, avoiding the inconvenience of email
and preventing them from being overwhelmed with excessive communication.
• Survey: A Survey is a collaborative way to gather information from several stakeholders in one go. When
the administrator, in this case, the Enterprise Architect, sends out surveys, the responsible contributors

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 receive notifications in the Survey tab of the Fact Sheets as well as via email. The provided response could
directly update relevant fields in the Fact Sheets. To learn more about Surveys, see Surveys [page 809].
• Quality Seal: The Quality seal is a mark of accurate and up-to-date data on a Fact Sheet. A responsible
or accountable subscriber of the Fact Sheet approves the Quality Seal after verifying correctness and
completeness. If any user who is not responsible or accountable makes a change to the Fact Sheet, the
Quality Seal is broken. The responsible or accountable subscriber can easily notice this change through the
Quality Seal indicator button located at the top right of every Fact Sheet. To learn more about Quality Seal,
see Quality Seal [page 626].

Collaboration features in Fact Sheet

1.3 Navigating SAP LeanIX

Overview of the SAP LeanIX user interface.

The SAP LeanIX application offers a user-friendly interface that allows seamless navigation across its multiple
features. The application's main navigation bar located at the top of the screen provides quick access to key
items such as dashboards, inventory, reports, diagrams, and collaboration features. Furthermore, from the
navigation bar, you can search for fact sheets, view product updates, access various support and enablement
resources, and navigate to your personal and workspace settings.

 Tip

To get an overview of the user interface (UI) and the key features in SAP LeanIX, in the Help menu indicated
by a question mark icon, select Start Help Tour.

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 Navigating SAP LeanIX

In the following table, you can find an overview of the main UI elements within the SAP LeanIX application.

UI Element Overview Additional Information and Resources

Dashboards tab Your entry point to the SAP LeanIX Dashboards [page 522]

workspace is the dashboard. The dash-

board offers a centralized overview of
important metrics, performance indica-
tors, and relevant information within a
workspace. It comes with several pre-
defined dashboard panels that provide
real-time views of data and user re-
ports, charts, and widgets.

The dashboard presents information in

a visually appealing way. The primary
purpose of a dashboard is to help stake-
holders monitor the performance of the
architecture, communicate effectively
with each other, and make better, data-
driven decisions.

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UI Element Overview Additional Information and Resources

Inventory tab The inventory is a centralized reposi- Inventory [page 572]

tory that stores and organizes informa-

tion about all architectural elements in
the form of fact sheets. Each architec-
tural object, such as application, busi-
ness capability, organization, and more,
is represented by fact sheets that store
relevant information.

The inventory is the place where you

can create and edit fact sheets. You can
search and filter fact sheets based on
your requirements using the left-side
pane. You can navigate to a fact sheet
by selecting it.

Reports tab Reports allow you to generate de- Reports [page 662]
fault and custom visual reports based
on your enterprise architecture data.
These reports provide insights, anal-
ysis, and visualization of the archi-
tecture, enabling data-driven decision-
making and effective communication.

Diagrams tab Diagrams are advanced features typi- Diagrams [page 745]
cally used by enterprise architects to
create visualizations of data flows and
to visualize complex architecture by
breaking it down into smaller scopes.
Like reports, diagrams are also a great
tool for effectively presenting data to
various stakeholders.

More menu From the More menu, you can access • To-Dos [page 842]
the following: • Surveys [page 809]

• To-dos
• Presentations [page 886]

• Surveys
• Architecture Decisions [page 1721]

• Presentations
• SBOM Explorer [page 1382]

• Architecture decisions
• Reference Catalog [page 1249]

• Software bill of materials (SBOM)

• Portals [page 1091]
explorer • Downloading Reports from the
SAP LeanIX Store [page 1103]
• Reference catalog
• Portals
• Publishing Custom Reports on the
SAP LeanIX Store [page 1835]
• SAP LeanIX Store

Search field This field provides a full-text search fea- Searching and Filtering in the Inventory
ture that allows you to quickly find a [page 636]
fact sheet within the inventory or di-
rectly navigate to a specific fact sheet
without opening the inventory.

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UI Element Overview Additional Information and Resources

Workspace views list Use workspace views configured by ad- Workspace Views [page 884]
mins to limit the scope of displayed
information and focus on your current
tasks.

Product updates (megaphone icon) In this section, you can find important SAP LeanIX Product Updates
announcements related to product up-
dates, changes, and other communica-
tions from SAP LeanIX.

Help menu (question mark icon) From the Help menu, you can access • SAP LeanIX Product Roadmap
the following resources: • SAP LeanIX Community

• In-app help tour that guides you • SAP LeanIX Academy

through the main application fea- • Data Privacy Statement [page
tures, providing an overview of the 2199]
UI • Cookie and Local Storage Policy
• SAP LeanIX Product Roadmap that [page 2202]
enables you to provide feedback
and suggest product ideas
• SAP LeanIX Community that pro-
vides a platform where you can
connect with other users to share
knowledge and best practices
• Enablement resources: Academy,
getting started guide, and product
documentation
• Support channels to contact our
support team
• Technical information about the
SAP LeanIX application, such as
build details, status, licenses, and
more
• Data Privacy and Cookie Policy
documents

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UI Element Overview Additional Information and Resources

User profile menu From the user profile menu, you can ac- • Notifications [page 905]
cess the following resources: • User Profile [page 906]

• Your profile settings where you can

• Portals [page 1091]
configure your notification prefer- • SAP LeanIX Store
ences, set a new password, and • Workspace Administration [page
edit your profile information 908]
• Portals to which you have access, if
configured
• SAP LeanIX Store that provides ac-
cess to custom reports and other
resources
• Options to switch a workspace or
sign out from the workspace

As an admin user, in addition to the

specified options, you can do the fol-
lowing from the user profile menu:

• Navigate to the workspace admin-

istration area
• Temporarily switch your user role
• Invite new users to the workspace

Support button in the lower-right cor- If you need assistance while using SAP Contact Support [page 40]
ner LeanIX, you can contact support by
clicking the Support button located in
the lower-right corner of the screen.
A workspace admin can configure sup-
port channels for their organization.

1.4 SAP LeanIX Resources

In addition to product documentation, there are several other resources to help you to get the most out of SAP
LeanIX.

Where Can I Learn More?

The following table lists the resources offered by SAP LeanIX. It provides an overview of how to use these
resources and the type of information you can expect to find.

Resource Content Offered

Documentation Documentation offers guidance on using SAP LeanIX prod-

ucts.

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Resource Content Offered

SAP LeanIX Support SAP LeanIX Support enables customers to submit a ticket
and seek help from the SAP LeanIX Support Team. Custom-
ers can raise feature requests, report bugs, and seek support
on any issues they need help with.

SAP for Me Customer portal for SAP customers, which is the central
entry point for SAP support, alerts, metrics, and insights into
your SAP product portfolio.

SAP LeanIX Academy SAP LeanIX Academy offers expert training through videos
and supporting documents (first time access to be done via
SAP LeanIX, please see details below this resource list).

Onboarding Resource Center A collection of resources that you need to seamlessly on-
board your team and kickstart projects on the path to go-
live.

Product Roadmap The SAP LeanIX Product Roadmap provides a structured

visualization of the planned and released features. Here, you
can vote for features that you'd like to be implemented in the
application and submit your ideas for new features.

Website download area Wide range of learning materials in the formats of White
Papers, Tools, Success Stories, Posters, Presentations, Vid-
eos, and Documents. Various topics related to enterprise
architecture, such as agile management, application ration-
alization, loT architecture, and technology risk, are covered
through the documentation.

Product Updates Latest updates and announcements for SAP LeanIX prod-
ucts.

Blog Fresh insights into the most up-to-date news on SAP LeanIX
and the industry.

SAP LeanIX Store SAP LeanIX Store serves as a platform that enables users
to share their knowledge and contribute custom reports to
an always-growing network of EA specialists. Experts for
specific industries or use cases help the EA community
and their enterprises to elevate their EA program through
best practice Reports (first time access to be done via SAP
LeanIX).

SAP LeanIX Community It is a platform for the customers to build a community

around the best practices and SAP LeanIX Product Usage.

YouTube channel SAP LeanIX's YouTube channel offers recorded webinars and
tutorials.

Status page An overview of the operational status of Web Application En-

terprise Architecture, Services, Add-Ons, and Integrations.

Contact Support

If you have questions, need help, or would like to share feedback, you can get in touch with SAP LeanIX Support
on SAP for Me .

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To learn more about submitting a support request, visit Contact Support [page 40].

SAP LeanIX Academy

The SAP LeanIX Academy offers self-paced learning resources. You can access it from your workspace. In the
navigation bar, select the help menu (question mark icon), then select SAP LeanIX Academy.

The content covers various topics about SAP LeanIX, such as:

• Onboarding information
• Basic topics: import and export, tagging, search and filter, subscriptions, and more
• Advanced topics: integrations, automations, and more
• Webinars

Your learning progress is stored continuously, so you can always return to where you left off. Many sections
conclude with a quiz to test your knowledge.

1.5 FAQs

This is our collection of the most frequently asked questions by our customers. We are working on this section
on an ongoing basis. So feel free to browse by regularly.

What Is a Fact Sheet?

All information about your IT landscape is organized in SAP LeanIX in so-called Fact Sheets. A specific
application, a used technology, or a project are examples of a Fact Sheet. Within a Fact Sheet, you can keep all
information together and see the dependencies within your IT landscape. To learn more, see Fact Sheets [page
577].

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 Fact Sheet

What Is a Workspace?

A SAP LeanIX workspace is the logical group of Fact Sheets, users, and viewers. Usually, a company uses
exactly one workspace for its EAM activities. But there are use cases, in which more than one workspace is
used. For example, for different organizational units or subsidiaries, it can make sense to have multiple parallel
workspaces.

Which Browsers Are Supported?

We are continuously working on providing the best experience to our users. Using the newest technology
available on the market sometimes requires drop support for some older browser versions. The following
browsers are currently fully supported:

• Last two versions of Firefox

• Last two versions of Google Chrome
• Last two versions of Safari/iOS
• Last two versions of Microsoft Edge
• Opera version 100 and above

How Can I See the Current Version?

The current version can be viewed by clicking on About SAP LeanIX in the main menu located at the top right
corner of the workspace.

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 View Current Version

What Personal Data Is Stored in SAP LeanIX?

We have to balance our service between the minimum number of personal data and maximum support.
Therefore, we only store your first name, last name, E-Mail address, encrypted password, the time of your last
online request in SAP LeanIX, your registration status, the used browser, whom you invited to a workspace, and
all changes you made in SAP LeanIX.

How Can I Retrieve the Changelog for Any Changes Made to a User Within
SAP LeanIX?

To request logs regarding any changes made to a user or role, please contact SAP LeanIX Support .

Where Can I View and Access My Personal Data?

For more information, see Users Overview [page 1121].

How Can I Export My Data from SAP LeanIX?

For more information, see Exporting Fact Sheet Data as Excel File [page 612].

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Implemented Security Measures in SAP LeanIX

Here is a list of the major measures we have implemented: 256-bit SSL encryption, extended validation from
well-known Verisign, an ISO27001 certified service provider, daily database back-up, database encryption of
certain fields like e-mail address, and extended password hashing.

SAP LeanIX was furthermore certified by German TÜV in 2015, indicating that data privacy and IT security
measures are states of the art, particularly according to ISO/IEC 27000. For any security-related concerns, feel
free to reach out to SAP LeanIX Support . If you're an SAP customer, submit a request from the SAP for
Me portal.

1.6 Contact Support

If you encounter issues, have questions, or need assistance with SAP LeanIX, our support team is here to help.
You can contact support directly within SAP LeanIX or submit a request in the SAP for Me portal.

Submitting a Request in SAP LeanIX

Context

Learn how to access support directly from the main navigation in SAP LeanIX. For more information about
using built-in support, refer to Built-In Support.

Procedure

1. To open the built-in support panel, choose the headset icon in the main navigation.
The panel opens with a search bar and a list of recommended links. If your SAP Universal ID is linked to an
S-user account, the built-in support panel shows a summary of your support cases.
2. Choose Report New Issue to create a new support request.

Submitting a Request in the SAP for Me Portal

Context

Learn how to submit a support request in SAP for Me. For a video tutorial, visit: Creating a Support Case in SAP
for Me .

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Procedure

1. Go to the SAP for Me Portal and log in with your credentials.

2. Go to Services & Support > Get Support.
3. Choose Report New Issue.
4. Select a relevant customer.
5. Fill in the basic information requested.
Be sure to select SAP LeanIX (LIX-EAM) as the affected system.
6. Choose Continue.
SAP Support AI suggests a channel based on the basic information you provide.
7. To create a case without using the recommended channel or one of the other alternatives, choose Create a
Case.
8. Provide detailed information about the question or problem, including:
a. Steps to reproduce the problem.
b. Timing of the issue occurrence.
c. Screenshots or other relevant attachments.
d. If related to workspace provisioning, provide the SAP Order ID.
You can find this in the Materials field of the Provisioning Status card for the relevant product.
e. If applicable, assign additional contacts to the case.
f. Choose Submit Case.

Additional Resources

• SAP Product Support : Access support for all SAP products, including guides, troubleshooting, and
community forums.
• SAP for Me: Customer Portal : The centralized platform for managing your SAP products, licenses, and
support cases.
• SAP Customer Interaction Center (CIC) : Contact SAP support directly through the Customer
Interaction Center for personalized assistance.
• Creating and Managing S-Users in SAP For Me [page 1240]: Detailed information about S-user accounts,
including setup, management, and troubleshooting.

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2 Meta Model

Get an overview of the SAP LeanIX meta model and its key concepts.

This page gives you an overview of the core beliefs related to the SAP LeanIX Meta Model and basic concepts.

 Note

• If your workspace is configured by default with Meta Model v4, refer to our General Modeling
Guidelines [page 48] and the specific guidelines for each individual Fact Sheet [page 60] to
understand the best practices for modeling. The "Delta to Meta Model v3" page is not relevant for
you.
• If you are a customer who is using Meta Model v3 (or individual configurations based on v3): Check
the Delta to Meta Model v3 [page 217] page if you want to understand what the key differences are.
To configure your workspace to align with Meta Model v4, see Configure Workspace for Meta Model v4
[page 220]

Overview of the SAP LeanIX Meta Model

SAP LeanIX has a predefined Meta Model that provides a fast time-to-value to start and maintain organizations'
enterprise architecture work with SAP LeanIX. It includes best practices and knowledge from our work with
more than 1,000 customers and gives clear guidance on documenting all elements of your organization's
enterprise architecture.

The SAP LeanIX Meta Model is prescriptive: Our core belief is that using this Meta Model as a standard will
provide maximum efficiency and long-term success for companies' Enterprise Architecture practices. Adopting
this Meta Model will ensure the smooth realization of all SAP LeanIX-recommended and -supported reporting
and use case scenarios.

Although the Meta Model is fully configurable (explained in detail below), any modifications to the Meta Model
will affect all your SAP LeanIX modeling practices, reporting, etc. This may result in limitations for future use
cases that might not be resolved efficiently or in a standardized way.

Overview of the SAP LeanIX Meta Model with examples

SAP LeanIX
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  Note

SAP LeanIX has recently updated its Meta Model v3 [page 214] and has introduced the enhanced Meta
Model v4 for new customers. Existing customers currently using the Meta Model v3 are not required to
migrate, but they have the option to proactively choose the Meta Model v4. For a detailed understanding of
the changes and the differences between the Meta Model v3 and Meta Model v4, see Delta to Meta Model
v3 [page 217].

You can determine whether your workspace is leveraging the Meta Model v3 or Meta Model v4 by
examining the names of specific Fact Sheet types. If your workspace includes Fact Sheet types like User
Group, Project, and Process, it indicates that it is based on the Meta Model v3.

3 Layers of the SAP LeanIX Meta Model

The SAP LeanIX Meta Model v4 consists of 3 layers relevant to end-to-end business and technology
transformations. However, you won't be able to find any references on the layers within our product. It is a
mental model that helps you understand the context and value of the EA elements and how everything is
connected in SAP LeanIX:

• Business Architecture: Contains Fact Sheet types Organization, Business Capability, and Business Context.
• Application & Data Architecture: Contains Fact Sheet types Data Object, Application, and Interface.
• Technical Architecture: Contains Fact Sheet types Provider, IT Component, and Tech Category.

The Strategy & Transformation layer spans across the entire meta model and all architecture layers. It contains
Fact Sheet types Objective, Platform, and Initiative.

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Fact Sheet Types

The fundamental building blocks of the SAP LeanIX Meta Model are called Fact Sheet types. The 12 different
Fact Sheet types in the Meta Model v4 are detailed below. On the type level, relations, attributes, subscriptions,
tags, access, and more are defined.

The relation between the Fact Sheet types is reflected in the following graphic. It is essential to understand the
relations when you are working with SAP LeanIX as the relations predefine which Reports and insights you will
be able to generate with SAP LeanIX:

Meta Model v4

 Note

If needed, you can download the SAP LeanIX meta model illustration as an XML file, which can be imported
and edited in diagrams. Download a copy of the XML file .

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Title Layer Definition

Objective Strategy & Transformation Objectives capture the goals that your
organization aims to achieve. These
drive initiatives to improve business
capabilities and transform the IT land-
scape.

Platform Strategy & Transformation Platforms are groupings of business

capabilities, applications, and technolo-
gies that provide common functionali-
ties.

Initiative Strategy & Transformation Initiatives capture the planned projects

or programs within your organization
that impact its enterprise architecture
and are aimed at achieving specific
goals or objectives.

Organization 1. Business Architecture Organizations represent your organi-

zation's hierarchical business architec-
ture, detailing departments and teams.

Business Capability 1. Business Architecture Business capabilities (also called do-

mains) model what your applications
do to support your business goals.

Business Context 1. Business Architecture Business contexts capture the specific

activities your organization performs to
achieve its business goals.

Data Object 2. Application & Data Architecture Data objects provide an overview of
general data processed and exchanged
by specific applications.

Application 2. Application & Data Architecture Applications are the software systems
or programs that process or analyze
business data to support business
tasks, processes, or aspects of your or-
ganization's business model. They are
the central entities in SAP LeanIX be-
cause they link business and IT.

Interface 2. Application & Data Architecture Interfaces are the connections between
applications that illustrate how data ex-
change occurs.

Provider 3. Technical architecture Providers are the companies or entities

that supply IT solutions, services, or
technologies to support your organiza-
tion in achieving its objectives and op-
erational efficiency.

IT Component 3. Technical architecture IT components represent the technol-

ogy or services that your applications
depend on. They can provide informa-
tion on both development and opera-
tions. They are used to model operating
costs as well as technological risks.

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Title Layer Definition

Tech Category 3. Technical architecture Tech categories are used to group IT

components into different categories of
technology.

System 3. Technical architecture Systems represent the technical envi-

ronment underlying applications, such
as a server or virtual machine with its
operating system, database, runtime
configurations, and more.

 Note
The system fact sheet is an op-
tional fact sheet type.

 Note

Since a Tech Category can be seen as a relatively stable structure, it will look similar for different
companies. To start classifying your IT-Components using a Tech Category, you should look at our Best
Practice Technology Stacks .

Fact Sheet Subtypes

Subtypes are categories of Fact Sheet types used to group similar concepts. Subtypes share properties with
other subtypes but have unique properties, for example, attributes and relations.

Not all Fact Sheets types have predefined subtypes.

If a Fact Sheet has predefined subtypes, when creating a new Fact Sheet it is a best practice always to assign a
subtype to it even if technically n/a is also an option.

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This overview shows the predefined subtypes in SAP LeanIX:

 Remember

Note that there are optional Fact Sheet subtypes of the Fact Sheet type Application that are not shown
above. These subtypes allow you to specifically model deployments of applications or microservices that
are considered applications. For these, the following restrictions and terms need to be to considered:

• Microservice can only be added as an optional feature.

• Business Application can only and should be used if Microservice fact sheets are used as well and will
help to distinguish applications from microservices.

 Note

Refer to Add Fact Sheet Subtypes [page 226] documentation page for a step-by-step guide to create the
Fact Sheet subtype.

Is the SAP LeanIX Meta Model Configurable?

Yes, the SAP LeanIX Meta Model is fully configurable. However, we recommend that you work with the 12
provided Fact Sheet types as they have been proven across industries to represent an organization's enterprise
architecture best and support standardization, collaboration, and simplification - which SAP LeanIX stands for.
Using the out-of-the-box Meta Model will help you implement best practices for lean Enterprise Architecture
Management, saving you time and making internal documentation and enablement in your organization easier.
Especially for organizations with lower EA maturity, it is recommended to stick to standards and best practices
to streamline efforts and ensure a less disruptive EA journey. If you plan to customize your Meta Model, seek

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the support of SAP LeanIX to get guidance on how to map the Meta Model best to suit your organization's
requirements.

Check out the Configuration Overview [page 938] for more detailed information on the options to configure the
Meta Model.

Are Fact Sheet Subtypes Configurable?

We're refining several roadmap items, which aim to bring the current configuration capabilities on Fact Sheet
types to subtypes. Examples include configuring conditional fields, configuring subtypes, configuring the
authorization model for subtypes, and supporting the renaming of Fact Sheet types.

Is Moving from the Meta Model v3 to the Meta Model v4 Necessary?

You do not have to do anything if you use the SAP LeanIX Meta Model v3 [page 214]. As SAP LeanIX
customers, you own your Meta Model and can decide whether to adopt the Meta Model v4 (or parts of it).
With the support of your CSM, you can decide whether re-using the new predefined subtypes is the right
approach from now on, in which case the new subtypes can be created / or simply by changing the Fact Sheet
labels.

The Meta Model v4 has some advantages and will provide better clarity on modeling topics (for example,
Platforms, Products, and Business Architecture).

2.1 General Modeling Guidelines

Learn how the SAP LeanIX meta model works and how to interpret key concepts like fact sheet attributes, tags,
hierarchies, parent-child relations, and others.

This page provides an end-to-end example of how to use SAP LeanIX’s predefined meta model. It will help
you understand how the Meta Model works and how to interpret key concepts like Fact Sheets [page 577]
attributes, tags [page 656], hierarchies, parent-child relations, and others.

For detailed guidance on modeling each Fact Sheet type, refer to Fact Sheet Modeling Guidelines [page 60].

General Guidelines

Here is a summary of some best practices, which are explained below in more detail:

1. Think backward: Before modeling something, ask yourself these questions: What are we trying to achieve?
Which insights from reports and views do we want to create? This will give you guidance on what you need.

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  Tip

Especially for larger teams and organizations, it can be beneficial to document and communicate
these decisions to get consistent modeling for similar entities. For example, the modeling of your ERP
platform should be agreed on and understood by everyone in your team. This way, you get a global view
of your EA landscape.

2. Use elements wisely: Each element you add beyond the default settings will add more data and require
more maintenance. Explore and use what is already in the default settings before adding a new fact Sheet
subtypes, tag, custom fields, or hierarchy in
3. Follow established standards: The more SAP LeanIX standards you apply, the more you and your
organization can rely on SAP LeanIX documentation and resources – removing the heavy lifting for your
team to create separate documentation.
4. Document all changes: If you make changes or add new elements, ensure that all of that is documented
and understood by your team and other relevant stakeholders using SAP LeanIX.

Example: Modeling SAP LeanIX as an Application

In this example, SAP LeanIXis modeled as an Application. It is positioned within a Business Context, used by
multiple Business Units, and interfaces with other Applications.

 Tip

The diagram below has been created with SAP LeanIX Diagrams. Diagrams [page 745] are great to start
modeling anything in SAP LeanIX. They are intuitive to new users, and you can easily visualize multiple Fact
Sheet types and additional architecture objects together and share them with anyone.

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We are looking at three dimensions:

• What is SAP LeanIX doing? — It supports the Business Capability “Information Technology”, which is part
of “Information Management”.
• How is SAP LeanIX being used? — It is embedded in the Business Context of the subtype Process. There
it is part of “Planning & Controlling”, more specifically, the Process to “Implementation Process”, within the
sub-steps “1. Project Setup” and “4. Architecture Setup”.
• Who is using SAP LeanIX? — “Headquarters”, “Australia” and “Brazil” use SAP LeanIX.

An Interface to “SAP Signavio” has been implemented. They exchange the Data Objects “IT Application” and
“Process.”

From a hosting perspective, an IT Component has been modeled, and related to a Provider and a Tech
Category.

• SAP LeanIX is SaaS, so the provider “LeanIX GmbH” provides an IT Component called “Application
Hosting” (service). It is grouped in the Tech Category “Hosting / Operations.”

Finally, SAP LeanIX is included in the Initiative “Introduction of Enterprise Architecture Management” scope.

Related Information

Using Tags and Custom Fields [page 51]

Using Relations [page 53]

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Modeling and Reports [page 56]

2.1.1 Using Tags and Custom Fields

Learn how to effectively use tags and custom fields in SAP LeanIX .

Overview

Both tags and custom fields let you bring more information to fact sheets in the inventory. They allow you
to tailor your architecture model to your organization’s needs—whether through quick visual tagging or
structured data capture. Both are:

• Accessible via API and Excel (XLS/XLSX)

• Visible in the inventory table view
• Filterable (if configured as single-select)
• Customizable with colors and usable as reporting views

They should always be used carefully because more data requires more effort to maintain. Ensure that the
outcome exceeds the effort for each new tag or custom field added. For detailed information, refer to the
documentation on Tags [page 656] and Adding a Custom Field [page 950].

The following screenshot summarizes the main properties of tags and custom fields, and where to find them in
the Fact Sheet:

1. Tags are displayed prominently at the top of the Fact Sheet.

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2. Related Fact Sheets are displayed on the Relations Explorer.
3. Custom sections and fields can be displayed at arbitrary positions defined in the Meta Model configuration.
4. Different data types can be used for custom fields (for example, strings rendered as text or dates or double
rendered as numbers, percentages, or costs).

When to Use Tags

Do use tags when:

• You need quick, high-level classification. Use them for the most important and most prominent attributes
(for example, a strategic initiative, an SLA classification, or any other clustering across Fact Sheet types).
• The value set is small (fewer than 10 options). Using no more than 5-7 tag groups per Fact Sheet type is
good practice.
• You want to depict a relatively temporary status since it is easy and convenient to add/remove tags and
entire tag groups.

Don’t use tags when:

• Something can be modeled adequately using the SAP LeanIX Meta Model.
• You already have more than seven tag groups applicable for the same Fact Sheet type. Consider moving a
tag group to a field before introducing a new one.
• It adds another data point relevant to a use case and stakeholders.

When to Use Custom Attributes

Use custom attributes when you need to capture additional information that:

• Is not available in the predefined Meta Model, but is still a relevant property of the Fact Sheet.
• Shares the lifecycle of the Fact Sheet, meaning it doesn’t warrant being modeled as a separate entity.
• Requires data types beyond value lists, such as:
• Text areas
• Dates
• Numbers (for example, percentages and costs)
• Is relevant only to specific stakeholders or use cases, such as legal, compliance, or GDPR-related data—
especially when you want to position it lower on the Fact Sheet.
• Needs access control, allowing you to restrict read or write permissions to specific users or roles.

Single- and Multiple-Select Fields and Tag Groups

Tags can be part of a tag group, and the tag groups come in two different types:

1. Single-Select Tag Groups: Only a single tag of this group can be assigned to a fact sheet.
2. Multiple-Select Tag Groups: Multiple tags of this group can be assigned to a fact sheet.

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In our meta model, there are corresponding fields of type single-select and multiple-select. Thanks to an Excel
import and export, it is easy to transfer the values of a tag group to a corresponding field and vice versa.

2.1.2 Using Relations

Learn how to use different types of relations to model dependencies and interactions between fact sheets.

Overview

In SAP LeanIX, you will find three different types of relations between fact sheets:

1. Explicit Relations: Specific, named relationships between two different fact sheet types.
2. Parent / Child: Hierarchical structures within the same fact sheet type.
3. Requires / Required By: Logical or technical dependencies between different fact sheets.
4. Transitive: An indirect connection between two fact sheets that is inferred through a chain of existing
relationships.

Explicit Relations

Most relations in the SAP LeanIX meta model, and the ones you will create, are explicit or typed relations
defined between Fact Sheet types on the SAP LeanIXMeta Model and work very well with SAP LeanIX's filtering
and reporting capabilities. We highly recommend using this type of relation if available for your use case. In
some cases, these relations include specific attributes to specify the relation (for example, “total annual costs”
on the relation Application – IT Component or “usage” (CRUD) on the relation Application – Data Object).
These relations are typically between two different fact sheet types, but they can also be used between fact
sheets of the same type (Think of a blocked/blocked by the relation between Projects – a subtype of the Fact
Sheet type Business Context).

Parent/Child Relations

Parent/child relations in SAP LeanIX allow you to create hierarchical structures within a single Fact Sheet
type—such as Business Capabilities, Organizations, or Tech Categories. These relations form a tree structure,
where a child Fact Sheet can have only one parent, but a parent Fact Sheet can have multiple children. This
results in a multilevel hierarchy, for example:

• Level 1: Top-level parent

• Level 2: Children of the top-level parent
• Level 3: Children of level 2 parents

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  Example

• Organizations to build a clear regional structure: Europe / Western Europe / Netherlands (Europe =
Level 1, Western Europe = Level 2, Netherlands = Level 3).
• Tech Category to build a clear Tech Category structure: Database / Relational Database (Database =
Level 1, Relational Database = Level 2).

 Tip

Use hierarchies with care. More details always require more maintenance. Start with low granularity and
refine only where it makes sense. An aligned understanding of a simple hierarchy of a few levels (2-3) is
worth more than a fine-granular hierarchy of five or more levels that other business users don’t understand.

When creating hierarchies of items, make sure to keep them manageable. In EA, there is a consensus that
you should have about 5-10 items per level. For example, 5–10 Business Capabilities on level one, and then
for every Business Capability on level one, at most 5–10 capabilities on level two, and so forth.

Check out Business Capability Map Library | SAP LeanIX for examples.

Hierarchies are used in Landscape and Matrix reports for the clustering and aggregation of the items. For
example, in an Application Landscape, the Applications get clustered by Business Capabilities (or any other
relation that you choose). This gives a structure to navigate your Applications in a meaningful way. While
hierarchies for representing your Organization, your capabilities, or Data Objects make perfect sense, they
don’t work well for things that are long lists, for example, the Applications or IT Components of your EA
repository.

Example of how Applications are rolled-up into the Business Capabilities, giving a structure to the data that is meaningful to
your business.

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  Note

In an ideal world, every parent node is a classification that is then split up into multiple subclassifications
that together build the parent. That means:

1. Full-coverage: If something can be classified as an item of the parent classification, then it must fit into
exactly one of the sublevels. (If that doesn’t work yet for all items and you can’t find a single term for
the remaining items, you can group them in “Others” for the moment).
2. Mutually exclusive: If something can be classified as belonging to a certain child item, it cannot belong
to another child in the same category.

Requires/Required by Relations

The Requires / Required By relation type in SAP LeanIX is used to create further logical dependencies within
one Fact Sheet type or between Fact Sheet types.

• Within the same Fact Sheet type: A server requires an OS (operating system). These are both IT
Components, but only the server is directly linked to the Application. Using logical n:m dependencies,
however, the “Obsolescence: Aggregated Risk” views allow you to extract the information that the OS is
also linked to, albeit indirectly, through the server. However, you cannot see the indirect connection in the
obsolescence risk views of the Application Matrix and Landscape reports.
• Between Fact Sheet types: For documentation purposes, showing the dependencies between Fact Sheets
of different Fact Sheet types (e.g., Data Object to Process) might be helpful. This relation cannot be
visualized in standard reports and is only available on the Fact Sheets and in the table view.

 Note

Requires / Required by is a powerful concept that should be used carefully. There are use cases (for
example, Obsolescence Risk Management) where using it will improve the data quality and insights that
can be drawn from SAP LeanIX. In other instances, however, using this relation might create more harm
as it overloads the data model. Explicit relations should always be considered before opting for Requires /
Required by.

 Note

The untyped relations (requires/required by) and the structured relations among Fact Sheets of the same
type (parent/child and successor/predecessor) apply to all Fact Sheet types. If you create a new Fact Sheet
type, these relations will be available immediately for the new type.

Remember that relations (especially typed or explicit relations) are crucial to making your inventory work.
Without them, it is just a flat list of unconnected items.

Transitive Relations

In SAP LeanIX, some relationships between Fact Sheets are not directly visible on the Fact Sheet itself but
can be observed through tools like the Relations Explorer. These are known as transitive (or indirect) relations
—connections inferred through a chain of existing relationships.

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Transitive relations are essential for enabling hierarchical filtering, comprehensive reporting, and intuitive
navigation. They ensure that relationships defined at higher levels of a hierarchy are automatically inherited by
their descendants, providing a more complete and meaningful view of your architecture.

For example, the Level-2 Business Capability “Employee Lifecycle Management” is a child of “HR” (Level 1),
which is directly related to an Initiative and a Platform. Even though “Employee Lifecycle Management” is not
directly linked to the Initiative, it is transitively related through its parent. As a result, when filtering for Business
Capabilities associated with that Initiative, all children of HR—including “HR / Recruiting” and other nested
capabilities—are also returned.

This concept also applies across Fact Sheet types. If a Level-1 Business Capability like “HR” is explicitly related
to a set of Applications, filtering for Applications used in HR will also return those linked to its children. This will
happen even if those children (such as “HR / Recruiting” or “HR / Payroll”) are not directly related to the filter
criteria.

2.1.3 Modeling and Reports

One of the main reasons for any modeling activity is that you are trying to get specific insights with reports.
This is why thinking backward makes sense – a rule we always recommend applying when using SAP LeanIX.
First, get an understanding of what are the reports and views you want to create (keeping in mind the audience
of that as well), then explore which options you have in SAP LeanIX, and identify the most intelligent way of
doing it: Use default settings and fields first, add tags only if you need them, etc. This will avoid getting lost in
the variety of options SAP LeanIX offers – to stay lean with your enterprise architecture work.

Not all default fields on Fact Sheets are automatically listed in filters and the drop-down selection of views on
reports. To make them visible, enable the Include in views and Show in filters options per field in the meta model
configuration. To learn more about these options, see Showing Fields in Views [page 951] and Showing Fields
in Filters [page 952].

The below example shows what thinking backward means and how you can apply it in SAP LeanIX.

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Scenario: Reflecting GDPR Status of Applications in Reports

GDPR compliance is relevant for all companies that make their services available to EU citizens. In this
scenario, you would like to give your business stakeholders transparency regarding the GDPR compliance of
your IT application landscape by showing the GDPR status of your applications. The Application Landscape
report would be the best way to visualize whether an Application applies to GDPR at all and, if so, whether it is
compliant. Then there might be some edge cases that warrant exclusion etc. It can be as sophisticated as you
need it – for the argument, we will stick with a single-select field with the following options:

• Unknown – Application status is not known centrally and therefore poses a risk.
• In progress – the GDPR assessment is currently being done.
• Completed – the Application’s GDPR assessment has been done.
• Not relevant – not required to perform a GDPR assessment on this Application (e.g., it doesn’t use or
transfer any relevant data for GDPR, etc.).

For this purpose, you must create a new custom field on your Application Fact Sheet using the Meta Model
Configuration [page 938] with the type of SINGLE_SELECT and add values for every option.

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 SAP LeanIX
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Here is a step-by-step guide to help you achieve this:

1. To set all Applications to an initial state of unknown, utilize the inline edit capability in the Inventory table
view. Consider using the Excel export and import capability for larger sets of Applications (over 100).
2. Obtain a flat list of all Applications along with their respective GDPR status. Then, enhance comprehension
by categorizing Applications based on Business Capabilities or your organizational structure within the
Organization.
3. Ensure each Application has a designated subscriber of type "Responsible." This individual can have a
specific subscription role, such as "Application Owner" or "Business Owner.”
4. Connect Applications to relevant Organizations and Business Capabilities by utilizing mandatory fields and
surveys, which can significantly speed up the process and involve stakeholders effectively.
5. Create an Application Landscape report and choose to cluster by Business Capabilities or Organizations,
depending on what suits your stakeholders' needs better. Finally, choose the GDPR status field for a clear
and focused view of the Applications' GDPR compliance.

If the view isn’t available in the view drop-down, ensure the field is set to “Include in views” in Meta Model
Configuration.

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2.2 Fact Sheet Modeling Guidelines

This section is your go-to resource for effectively modeling your organization with SAP LeanIX. Whether
you're a beginner or an expert, you will find essential information to get started in the subpages of this
documentation.

Access our curated guides for modeling your organization with SAP LeanIX. Here, you'll discover detailed
guidelines on modeling the Meta Model effectively. You will learn the key concepts of what are Fact Sheet types,
their subtypes, the best practices, and the anti-pattern of using each Fact Sheet type.

2.2.1 Application Modeling Guidelines

This page guides you on modeling applications, covering subtypes, best practices, versioning, hierarchies, and
use cases. Avoid common antipatterns and gain valuable insights.

 Note

These modeling guidelines are for the Meta Model v4. For Meta Model v3 guidelines, see modeling
guidelines for the Meta Model v3 [page 214].

Definition

Applications are software systems or programs that process or analyze business data to support business
tasks, processes, or aspects of an organization's business model.

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Description

An application is a software tool designed to provide capabilities that help business users achieve specific
goals or tasks within their work processes. These capabilities can range widely, such as accounting, customer
relationship management, supply chain management, etc.

Applications generate and consume data and depend on various IT components to operate. SAP LeanIX's meta
model adopts an application-centric approach, connecting both business and IT aspects. This helps enterprise
architects align the organization's business and IT strategies by addressing key aspects such as:

• Business support - whether the application meets functional and technical needs
• Rationalization - if cost savings can be achieved by reducing the number of applications
• Compliance - whether the application adheres to regulations such as GDPR and the AI Act

Examples of Applications: Workday, Confluence, Zoom, AutoCAD, SAP LeanIX, SAP S/4HANA, Salesforce.

Overview of All Relations to and from Application

Application Fact Sheet Subtypes

The application fact sheet type has optional subtypes. These subtypes are not included in the predefined meta
model by default.

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• Business application: The business application subtype is used to clearly distinguish logical applications
from microservices and AI agents. You can add this subtype manually or by activating the AI agent
extension to the meta model.
• To learn how to add a fact sheet subtype manually, see Add Fact Sheet Subtypes [page 226]. Once
you’ve added the needed subtypes, also create self-referencing relations between the subtypes. To
learn how, see Fact Sheet Relations [page 955].
• You can add this fact sheet subtype by activating the AI agent extension to the meta model. To learn
more about this extension, see AI Agent Extension to the Meta Model [page 206].
• Microservice: Microservices are individually deployable building blocks that perform a specific function or
task within a larger application, typically self-developed. The microservice fact sheet subtype represents
these functional composites of the application. Modeling microservices is helpful in understanding their
technical ownership, identifying opportunities for reuse across different applications, and modernizing
architecture from monolithic applications to microservices architecture.
Microservices, on their own, don’t answer typical business application questions and cannot exist
independently of the business application. They must be related to the business layer through the business
application subtype. For guidelines and best practices on modeling microservices, see Microservice
Modeling Guidelines [page 69].
To learn how to add a fact sheet subtype manually, see Add Fact Sheet Subtypes [page 226]. Once you’ve
added the needed subtypes, also create self-referencing relations between the subtypes. To learn how, see
Fact Sheet Relations [page 955].

 Tip

SAP LeanIX Technology Risk and Compliance customers can enable the self-built software discovery
feature to automatically add the microservice fact sheet subtype, along with essential fields and
relations. To learn more, see Workspace Setup for Self-Built Software Discovery [page 1341].

• AI agent: An AI agent is a system that uses a large language model (LLM) to autonomously interact with
its environment, reason through multistep tasks, and achieve user-defined goals without explicit direction.
You can add this subtype by activating the AI agent extension to the meta model. To learn more about this
extension, see AI Agent Extension to the Meta Model [page 206].

Business Application

The business application subtype is used to distinguish logical applications from microservices and AI agents.
Use this subtype to model applications and connect the microservice and AI agent subtypes to the business
layer of the meta model. This allows you to show how microservices and AI agents indirectly support business
capabilities.

Microservice

Microservices are individually deployable building blocks that perform a specific function or task within a
larger application, typically self-developed. The microservice fact sheet subtype represents these functional
composites of the application.

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Modeling microservices is helpful in understanding their technical ownership, identifying opportunities
for reuse across different applications, and modernizing architecture from monolithic applications to
microservices architecture.

Microservices don’t usually answer typical business application questions and generally do not exist
independently of the business application. They can be related to the business layer through the business
application subtype but can also have direct relations to business capabilities. For guidelines and best practices
on modeling microservices, see Microservice Modeling Guidelines [page 69].

 Note

Microservice fact sheets do not count for pricing.

AI Agent

An AI agent is a system that uses a large language model (LLM) to autonomously interact with its environment,
reason through multistep tasks, and achieve user-defined goals without explicit direction.

We recommend modeling each AI agent using a separate fact sheet. The AI agent subtype distinguishes AI
agents from business applications. By using this subtype, you can model AI agents in your IT landscape and
connect them to the business layer of the meta model. This lets you understand the technical architecture of AI
agents and analyze which agents rely on specific applications and support dedicated business capabilities.

For more details, see AI Agent Modeling Guidelines [page 72].

Best Practices for Getting Started

While building your inventory, what constitutes an application should be easily understood by everyone in the
organization. Applications could be:

• Commercial off-the-shelf (COTS) applications like Oracle Financials or Anaplan

• Open-source applications like Jenkins or Drupal
• Custom-built applications developed by your organization, whether deployed in the cloud or on-premise.
• Even simple tools, like a spreadsheet (XLS file) or a SharePoint site that supports business processes, can
be considered applications.

We strongly recommend starting with logical applications in the initial stage, focusing on quick wins around
Application Portfolio Assessment [page 274]. As your EA practice advances, you can expand your modeling to
include other fact sheet subtypes.

Make use of the reference catalog and SaaS discovery features to model SaaS services. This helps you easily
build an inventory of associated IT components and providers, which will be relevant for realizing scenarios and
generating reports down the road. To learn more, see Reference Catalog [page 1249] and SaaS Discovery [page
1291].

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Modeling SaaS Services

SaaS services are modeled as applications since they process data and help organizations complete business
tasks. Use the reference catalog to automatically add descriptions and other essential details, as well as to
automatically create related IT components and providers. For more details, see Applications in the Reference
Catalog [page 1261].

If your organization has a significant number of SaaS services, leverage the SaaS discovery feature. It pulls
your most important SaaS services into your workspace through your Single-Sign-On (SSO), Secure Access
Simplified (SASE), and Cloud Access Security Broker (CASB) solutions. You can automatically create relevant
fact sheets for discovered services or link them to existing fact sheets to update information automatically.
These application fact sheets are also linked to the reference catalog, ensuring regular updates and allowing
you to create or update associated IT components and providers. For more details, see SaaS Discovery [page
1291].

For an illustrated example of how to model a SaaS application, see Complete Modeling Example – SAP LeanIX
as an Application [page 49].

 Note

ERPs (e.g., SAP S/4HANA) and other large systems like Salesforce are more complex and are explained in
dedicated modeling guides. To learn how to model them, see Modeling Best Practices [page 152].

 Tip

Modeling IT components and providers requires minimal effort when using the reference catalog and SaaS
discovery feature. Even if not immediately needed, having them in your inventory is valuable for managing
more complex setups. For example, you might have a self-hosted application where the server provider
differs from the hosting provider or a SaaS application that relies on an SSO IT component.

Modeling IT components and providers gives you clear visibility into hosting, helps generate important
reports like the provider cost report, and offers essential data for better risk management.

Capturing Versions

For most use cases, maintaining version details does not provide significant value. However, if versioning is
relevant for you for purposes such as testing, training, or rollout, you can capture it in the Release field of the
application fact sheets within the Name & Description subsection. Information in the Release field is suffixed
with the fact sheet name to form the <full name> and <display name>, distinguishing different versions of
the application in reports and diagrams. To learn about fact sheet naming convention, see Fact Sheet Naming
Convention [page 583].

In SaaS products, when versions are continuously updated, and all users run the latest version, version
numbers are generally irrelevant, and we don’t recommend tracking them on application fact sheets.

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Modeling Hierarchies (Parent / Child Relations)

Applications often consist of multiple entities or modules within a common ecosystem or platform (e.g., ERP
systems, CRM systems). The following illustration shows modeling hierarchy using Adobe Creative Cloud as an
example.

Modeling Application Hierarchies

• Adobe Creative Cloud is a suite that bundles various applications to assist designers in producing visual
content. It is modeled as the parent entity.
• Specific applications within Adobe Creative Cloud, such as Adobe Photoshop for image editing, which
support particular business tasks, are modeled as child entities.
• Adobe Creative Cloud could also be part of a broader design platform that includes other applications
for different functions, such as video editing. In this case, a platform fact sheet is used to represent the
overarching design platform.

Modeling Complex Systems

Organizations, particularly those with a hybrid IT landscape with a mix of SaaS, on-premises, and custom-built
solutions, may need to model large systems, such as an Order Management System, modularly.

You can structure the system as a modular collection of applications representing distinct functional areas
and aligned to specific business capabilities. Model both the parent system and its constituent applications
as business applications and map the applications to the business capabilities and/or business contexts they
support.

When an application includes custom-built functionality, it is recommended to also model the underlying
microservices in alignment with the Microservice Modeling Guidelines [page 69]. This provides a clearer view
of the technical architecture and enables better traceability between capabilities, applications, and services.

Organizations following a product-oriented operating model may also choose to represent the overarching
system as a digital product, with the supporting application modules and services modeled beneath it.

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 Modeling Complex Application Systems

 Note

Application fact sheets are counted for pricing calculations regardless of whether they are Level 1 or Level
2. This means, in the above scenario, both the parent application and its underlying modules are included in
the total count.

Modeling External Applications

There is often a need to model applications that your organization does not own or directly rely on but has
to interface with, for example, applications of business partners, service providers, authorities, etc. In such
situations, consider the following two approaches:

• For a general view of such external applications in your architecture, create a single composite application
fact sheet, for example, <External Application>, to represent all external applications. Link internal
applications to this composite fact sheet through an interface to analyze dependencies and data flows in
reports and diagrams. Additionally, connect to other fact sheet types to show how external applications fit
into the overall architecture.
• When external applications are crucial to your architecture, create individual application fact sheets for
each one. This allows you to use all of SAP LeanIX's capabilities for detailed views and analysis. Even if you
don’t own or manage these applications, they impact your architecture and business similarly to internal
applications and should be treated the same way for application-based pricing.

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Modeling the Underlying Technology of Applications

Modeling the underlying technology of applications is key for use cases such as obsolescence risk
management and technology standards management. The technical compositions of applications are modeled
using IT component fact sheets.

The application's technical composition can include software, services, hardware, IaaS, PaaS, and SaaS. For
detailed guidance on modeling IT components, see IT Component Modeling Guidelines [page 118].

Capturing the Cost of Applications

The cost of the application can be captured on the relation between application and its IT components. For
detailed guidance, see Cost Management [page 732].

Antipatterns

This section addresses common pitfalls and antipatterns involving counterproductive ways of modeling
applications in SAP LeanIX.

• Application vs. IT component: A common pitfall is confusing applications with IT components.

• Classical business applications, like ERP systems, are clearly applications. In contrast, operating
systems, databases, and virtual machines are IT components.
• Consider the software architecture to distinguish between the two: applications typically include data,
logic, and presentation layers, while IT components do not. If an entity lacks a data or business logic
layer, it is likely an IT component.
• If the entity provides data and business logic to other applications and possibly business users, it is
best modeled as an application. For example, if a spreadsheet serves a specific business task, such
as a quoting tool or usage analytics, the spreadsheet itself is considered an application, while the
spreadsheet software, like Excel, is an IT component of the subtype software.
• System software, technology services, or hardware (e.g., operating systems, databases, runtime
environments, laptops, desktop computers, and other devices) are IT components.
• Versioning: In most cases, versioning for applications doesn’t add significant value and should only be used
if it’s relevant to your use case.
• Directly linking applications to providers: Linking applications directly to providers through custom
relations in the meta model might initially seem like a time-saving measure. However, this approach can
severely restrict reporting capabilities in the long term, including cost reporting and obsolescence risk
management.
• Microservice Modeling: SAP LeanIX is not suited to modeling a live microservices landscape. Tracking every
microservice, software library, and technical detail manually all of the time can become difficult and can
clutter your EA landscape. If you model microservices, automate the process and focus your effort on
generating relevant insights for your business. For guidelines on modeling microservices, see Modeling
Microservices [page 69].

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Applicable Use Cases

Applications are essential for all SAP LeanIX use cases. In the initial stage, we recommend building your
inventory with applications, business capabilities, and organization fact sheets, as they are essential for
generating any meaningful reports and insights.

Insights from the Application Fact Sheet

Since applications are central to all use cases in SAP LeanIX, most reports and insights will be around
applications. For details on various reports, see Reports [page 662]. Key reports include the application
portfolio report, application landscape report, matrix report, and interface circle map.

Video Tutorial

The following video tutorial provides an overview of application modeling guidelines and best practices.

Related Information

• Complete Modeling Example – SAP LeanIX as an Application [page 49]

• Modeling guidelines for application subtypes:
• Microservice Modeling Guidelines [page 69]
• AI Agent Modeling Guidelines [page 72]
• Modeling best practices for major IT systems:
• SAP Modeling Best Practices [page 153]
• Microsoft Applications Modeling Best Practices [page 182]
• Google Cloud Platform Modeling Best Practices [page 187]
• Salesforce Applications Modeling Best Practices [page 189]
• AWS Applications Modeling Best Practices [page 190]

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2.2.1.1 Microservice Modeling Guidelines

This page covers modeling guidelines for microservices. Learn best practices for tracking their provisioning and
dependencies effectively and avoid common antipatterns.

Definition

Microservices are individually deployable building blocks that perform a specific function or task within a
larger application, typically self-developed. The microservice fact sheet subtype represents these functional
composites of the application.

Modeling microservices is helpful in understanding their technical ownership, identifying opportunities

for reuse across different applications, and modernizing architecture from monolithic applications to
microservices architecture.

 Note

• The microservice subtype is not included in the predefined meta model by default. You can add it by
following the instructions in the guide: Add Fact Sheet Subtype [page 226]. After adding the subtype,
also create self-referencing relations between other application fact sheet subtypes. To learn how to
create such relations, see Fact Sheet Relations [page 955].
• SAP LeanIX Technology Risk and Compliance customers can enable the self-built software discovery
feature to automatically add the microservice fact sheet subtype, along with essential fields and
relations. To learn more, see Workspace Setup for Self-Built Software Discovery [page 1341].

Modeling Microservices

Organizations developing in-house software most often need to capture components of their software. The
microservice subtype is used to represent these functional composites of the application in SAP LeanIX. It can
be useful for:

• Identifying opportunities for reusing microservices across different applications

• Understanding technical ownership - identify which development teams are responsible for specific
microservices
• Planning and executing the transition from monolithic applications to a microservices architecture to
improve functional fit and adaptability
• Compiling low-level data flow based on APIs
• Distinguishing functional building blocks (microservices) from the underlying technical composites of the
application (IT components)

Modeling microservices using the microservice subtype allows you to leverage the full capabilities of reports
and diagrams. For example, you can see the data flow between microservices using an interface circle map.
As a best practice, we recommend modeling down to the level of specific microservices that form the core of
relevant applications. This provides clear visibility into the technical dependencies of the product architecture,
which is useful for technical transformations, such as re-architecting key applications.

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In certain scenarios, such as during application modernization planning, manual maintenance of microservices
can be useful. However, we generally recommend automating the creation and management of microservices
fact sheets using SAP LeanIX Technology Risk and Compliance. It automates the discovery of microservices to
keep up with frequent changes. While manual maintenance of microservices can become increasingly difficult
as the number of microservices grows. To learn more, see SAP LeanIX Technology Risk and Compliance [page
1683].

 Note

To get an overview of modeling guidelines for self built software, see Modeling Guidelines for Self-Built
Software [page 1337].

Microservices don’t usually answer typical business application questions and generally do not exist
independently of the business application. They can be related to the business layer through the business
application subtype but can also have direct relations to business capabilities.

 Note

Microservice fact sheets do not count for pricing.

 Note

Commercial and logical packages (modules) of software, on their own, support different business tasks and
hence should be modeled as applications rather than microservices, even if they depend only on a single
microservice.

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The following example shows the modeling of microservices:

Modeling Microservices

In the example, B2B Website.com and B2B MobileApps are business applications composed of several
microservices like Core Iris, event-mirror, functional-validation, Payment Service, and Checkout Service. A
microservice can also relate to multiple applications; therefore, the relationship between applications and
microservices should be many-to-many rather than a parent/child relation.

 Note

You first need to create this self-referencing many-to-many relation between business application and
microservice subtypes in the meta-model. To learn how to create such relations, see Fact Sheet Relations
[page 955].

You can map the relations between microservices by detailing their APIs using API fact sheets, a subtype of
interface fact sheets. This also allows you to represent data flow between microservices. The example below
shows the data flow between microservices within each application and across different applications.

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 Mapping the Relation Between Microservices with API Fact Sheets

Antipattern

SAP LeanIX is an enterprise architecture tool, and it is not intended for modeling individual microservice
deployments across different technical environments, as in a Configuration Management Database (CMDB)
system.

Modeling every microservice deployment across different technical environments is not recommended, as it
creates unnecessary clutter in the workspace with hundreds of fact sheets that provide little value.

Instead, what could be useful is to model instances of microservices in different regions or business units
where they are managed separately or have independent implications—e.g., for disaster recovery.

2.2.1.2 AI Agent Modeling Guidelines

Explore best practices for modeling AI agents and learn how to avoid common antipatterns.

 Note

The AI agent fact sheet subtype is not included in the predefined meta model. To use this subtype, activate
the AI agent extension to the meta model. For details, see AI Agent Extension to the Meta Model [page
206].

 Note

AI agent fact sheets in your workspace affect the application quota. For details, please reach out to your
SAP LeanIX contact.

Definition

An AI agent is a system that uses a large language model (LLM) to autonomously interact with its environment,
reason through multistep tasks, and achieve user-defined goals without explicit direction.

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Description

AI agents serve a wide range of purposes across different domains. Examples include customer support bots,
data analysis copilots, research assistants, workflow automators, and more. You can use pre-built AI agents or
build your own using agent-building platforms.

In the meta model, AI agents are classified as a subtype of applications rather than IT components. This
classification highlights their role in supporting and enhancing business tasks, processes, and various aspects
of an organization's business model. It underscores their integral contribution to driving business value and
innovation within the enterprise landscape, rather than just providing the underlying IT infrastructure.

AI agents inherit all relations of applications. They function to achieve specific goals and execute defined
tasks. As such, they are considered small applications, integral to the enterprise's operational framework, and
contribute significantly to the organization's strategic objectives.

The AI agent fact sheet subtype represents AI agents in the context of the overall enterprise architecture,
helping you:

• Understand which AI agents are present today.

• Identify which agents can be connected to build agent chains and promote the reuse of existing agents.
• Track adoption across all business capabilities and identify areas that still provide development
opportunities.
• Govern and manage existing and future AI agents.

Modeling Guidelines

Model each AI agent using a separate fact sheet. This enables you to efficiently use dedicated reports,
dashboards, diagrams, and other features.

Add relations to other architectural elements:

• Link AI agents to IT components and business capabilities.

• When applicable, link AI agents to relevant business applications. This provides the needed business
context for AI agents, which helps ensure an efficient adoption of AI agents.

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Modeling example:

Modeling AI Agents: Example

Best Practices

Automate the creation and management of AI agent fact sheets using AI agent discovery. This enables you to:

• Keep up with frequent changes due to the short-lived nature of agents.

• Avoid the difficulties of manual maintenance as the number of agents increases.

To learn how to use AI agent discovery and the features of the AI agent hub, see AI Agent Hub [page 866].

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Antipatterns

SAP LeanIX is designed as an enterprise architecture tool and is not suitable for modeling individual AI agent
versions and deployments across various technical environments. It is not recommended to model every AI
agent deployment across different technical environments. This approach leads to excessive clutter in the
workspace, resulting in hundreds of fact sheets that offer minimal value.

Instead, you can focus on modeling instances of AI agents in distinct regions or business units. This is
beneficial when these instances are managed separately or have unique implications, such as for disaster
recovery purposes.

Related Information

• AI Agent Extension to the Meta Model [page 206]

• AI Agent Hub [page 866]
• AI Agent Discovery [page 1410]

2.2.2 Business Capability Modeling Guidelines

This page covers modeling guidelines for business capabilities. Learn about best practices and applicable use
cases, and avoid common antipatterns.

 Note

These modeling guidelines are for the Meta Model v4. For Meta Model v3 guidelines, see Modeling:
Business Capabilities [page 245].

Definition

Business capabilities structure and describe the essential elements (capabilities) that an organization needs to
fulfill its business model.

Description

Business capabilities are free of IT language; they are defined in business terms and serve as a common
language everyone in the organization understands and refers to. They are relatively stable over time, providing
guidance and supporting decision-making in a fast-changing environment (where other elements of the EA
architecture, e.g., applications and technology, are changing quickly).

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Business capabilities can describe different contexts of a company (e.g., strategy, business architecture, IT
architecture, org units), but they don’t reflect those. They are an abstraction of the underlying functionality and
flows.

The Business Capability Fact Sheet in SAP LeanIX is a high-level description of what a business does and can
do, regardless of how it is done or the resources required.

Business Capability is a crucial Fact Sheet type for all use cases your organization realizes with SAP LeanIX.
We recommend that for the initial use case (Application Portfolio Assessment), all organizations start with
modeling Business Capabilities, along with Applications, Organization, and potentially IT Components.

Overview of all relations to/from Business Capability:

Business Capability Examples:

• Level 1: Human Resources

Level 2: Employee Lifecycle Management
• Level 1: Customer Relationship
Level 2: Order Management

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Guidelines and Best Practices

• Start your journey with business capabilities (BCs) by reviewing the SAP LeanIX best practices
recommendations for Business Capability Maps , customized by the industry.
• For a jumpstart (if you are a maturing EA practice with no defined business capability maps), you can
import a reference Business Capability Map in SAP LeanIX using the reference catalog. When importing
business capability maps, you can select the entire or parts of the best-practice hierarchies of Business
Capabilities to be imported to your workspace. For more information, see Business Capabilities in the
Reference Catalog [page 1252].
• BCs are the "common language” between business & IT; stakeholders from both are needed to define BCs.
• Create a hierarchy of business capabilities to visualize and comprehend the range of capabilities your
business requires to deliver value. Start by identifying the high-level core capabilities, which are referred
to as Level 1 capabilities. Then, break down each core capability into more specific Level 2 capabilities.
Depending on the complexity of your business, you may need to further break down those capabilities into
even more specific Level 3 capabilities.
• Limit top-level business capabilities to 7-10 for most cases (or up to 20 for more complex cases). The
highest level capabilities should be a complete description of your business.
• BCs are mutually exclusive. A good test is to check whether you can assign Level 2 capabilities without
ambiguity.
• Illustrate the breadth of your organization’s business capabilities by going down no more than three levels.
This will be enough to represent the IT landscape of your enterprise. When you start working with SAP
LeanIX, we recommend focusing on one area and two levels to realize the fast time to value before you
move on with your following use cases.
• Not all SAP LeanIX customers use a lifecycle on Business Capabilities. Scenarios in which the lifecycle is
being used and SAP LeanIX recommends doing so:
• Reflect that this belongs to a model that the organization phased out
• When your organization ran a capability-based planning and decided to shut down or create a specific
capability (which would then be supported by applications, needs a project to shut down or introduce
those Applications, etc.)
• If your organization wants to bring in or scale up new capabilities through M&A or expansion (e.g.,
offering B2C services on top of existing B2B)
• If your organization wants to retire capabilities through divestiture, retirement of products, or entire
business models.
• Modeling predecessors and successors for Business Capabilities is not frequently used and is rather
something for big structural changes in the organization.
• Advanced: Use the Pace Layering [page 507] approach to allow are more differentiated view of your
enterprise architecture for your EA initiatives.

Advanced: When working with SAP LeanIX, you typically begin by modeling Business Capabilities, Applications,
and Organizations. One next step could be to link your Business Capabilities to your organization’s strategy/
objectives via the Objective Fact Sheet.

Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Business
Capability in SAP LeanIX.

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• Don’t confuse Business Capability with Process
• BC shows ‘What’ the business is doing, whereas Processes show 'How' it is done
• Example:
Capability = Accounting & Billing
Process (a subtype of the Business Context Fact Sheet ) = Create Purchase Order
• Don’t confuse Business Capability with the Organization Fact Sheet. An organizational unit is a group of
people or departments within an organization that performs a specific function or task or represents a
certain geography (e.g., Headquarter / Group Accounting). Organizational units can serve as an inspiration
to model BCs, but BCs should be, in general, independent. You would model those units in the Organization
Fact Sheet type, and several units could be linked to the same Business Capability.
• Don’t confuse with Tech Categories; Those are used to group IT Components and to standardize/cluster
application sourcing.

Applicable Use Cases

• Application Portfolio Assessment [page 274]: This is the initial SAP LeanIX use case, and it requires to have
at least Business Capabilities modeled, along with Applications, User Groups, and ideally, IT Components.
To achieve quick wins, you don’t need a complete and detailed capability map but focus on the most critical
business capabilities down to level 2.
• Application Rationalization [page 311]: In this use case, it is about achieving cost savings and freeing up
the budget by rationalizing, e.g., end-of-life or redundant applications. It makes sense to review, enrich, and
update your BC map when you move on with that use case on your EA journey.
• Application Modernization [page 337]: The same applies to application rationalization: Before starting your
modernization initiative (e.g., cloud migration or ERP transformation), you must ensure that you have a
robust BC map in place.

Insights from Business Capability Fact Sheet

• Application Landscape Report

• IT Component Matrix Report

Related Information

• Pace Layering [page 507]

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2.2.3 Business Context Modeling Guidelines

Learn how to model business contexts. This includes best practices and applicable use cases, and common
antipatterns.

Definition

Business contexts describe the specific activities an organization performs to achieve its business goals. They
can be clustered and analyzed by things such as products, processes, customer journeys, and value streams.

Description

The Fact Sheet type Business Context can be modeled for a more granular representation of an organization's
business architecture and is indispensable for some use cases (e.g., ERP transformation).

Overview of all relations to/from Business Context:

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Business Context Fact Sheet subtypes

There are four Fact Sheet subtypes available (plus one optional subtype) that you can choose from, which gives
you the flexibility to align with the most common ways your organization typically structures its business and
tasks:

• Business Product: Business Products represent all the products or services a company offers to
customers.
Example: Life insurance
• Customer Journey: Customer Journeys represent the complete lifecycle of a customer's interactions and
experiences with the company. They reflect the experience from a customer's point of view.
Example: Career Development Framework / Online Purchase Journey
• Process: Processes show the different steps and interactions to achieve a specific task; they represent
operational activities and workflows within the organization (and are more granular than value streams).
In SAP LeanIX, the Processes Fact Sheet subtype models how your applications help you to support your
business goals. In contrast to capabilities, they focus on activities. A process in SAP LeanIX is a container,
as SAP LeanIX is no dedicated process modeling tool.
Example: Sourcing and Procurement / Create Purchase Order
• Value Stream: Value streams are sequences of activities or steps required for an organization to produce a
product or service delivered to a customer (inside-out view of what is needed vs. outside-in that would be
represented by customer journeys). Value streams encompass the entire flow of value creation and aim to
eliminate waste, reduce inefficiencies, and optimize the overall value delivery process.
Example: Hire to Retire
• ESG Capability (added via optional feature): ESG Capabilities are a best-practice representation of relevant
ESG (Environmental, social, and corporate governance) areas.
Example: Energy Efficiency Management
Read this detailed documentation on the Optional Features: ESG Capability Fact Sheet [page 86] for more
information.

 Note

To keep the advantages of a lean Meta Model, yet have clear expressiveness for organizations with high
maturity or deep demands around Business Architecture,SAP LeanIX recommends using the Business
Context Fact Sheet in addition to Business Capability & Organization.

For a step-by-step guide to create the Fact Sheet subtype, see Add Fact Sheet Subtypes [page 226].

Guidelines and Best Practices

• When you start working with SAP LeanIX, use the Fact Sheet type only when it adds value for your
organization, or there is a clear expectation to reflect business contexts in your EA work. Keep in mind the
maintenance effort.
• Business Context is a vast category - it is recommendable to choose at least one Fact Sheet subtype that
reflects the most common and known approach to structure the business in your organization. E.g., if you
have a well-established business process management (BPM), use the Process subtype. The choice can
also depend on the type of business, e.g., B2C businesses might tend more to customer journeys to reflect
their business contexts than B2B companies.

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• Involve the right Business Owners to align on the subtype(s) and create/maintain Business Context Fact
Sheet.
• Choose two dimensions (Fact Sheet (sub)types) at most: Even if there is a perceived need to cover more,
remember that the Application Owners must maintain the mapping. Getting one group right is better than
having two or more incomplete or inaccurate ones.
• Work backward and ask yourself: What would I want to see in the Application Matrix if I had to choose
among those four dimensions?
• Always put yourself in the shoes of Application Owners. What will make their lives easier? Ultimately, the
more they can relate to your way of modeling, the higher your data quality is.
• You can link different Business Context Fact Sheet subtypes if it makes sense to your organization (e.g.,
Value Stream and Process).
• If your organization uses Signavio for BPM, leverage the out-of-the-box SAP LeanIX SAP Signavio
Integration [page 1446] to sync your data from SAP Signavio to SAP LeanIX and vice versa.

The examples below show the different modeling approaches for different archetypes of organizations.

Example 1: Product Architecture

For many of our software-oriented clients, a relation exists between Applications and the Business Product
Fact Sheet subtype - we at SAP LeanIX internally track our SAP LeanIX as both an Application that we provide
to internal users and a Product we offer on the market. For more complex product architectures, multiple
applications can form one product to showcase all the different ways a business product comes together.
Example of a product architecture:

Deep-dive with view: Applications related to Business Products

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A good report to get relevant insights would be an Application Landscape Report filtered to Business Context,
showing all Applications related to the different Business Products with Lifecycle as the selected View.

Another frequently used report is the Matrix Report, which lets you get a quick overview of Applications
clustered, e.g., by Business Capabilities and Business Context. Note that you need to change the information in
the Report Settings to get that specific view in SAP LeanIX. Check the documentation on Reports [page 662]
for more details.

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Example 2: How to model Business Architecture with Value Streams and
Processes (manufacturing company)

The example company is a traditional company from the manufacturing industry that focuses on
improvements around business process efficiency, e.g., by Lean methodologies, which require understanding
what to deliver to customers via value streams and how to deliver this (business processes).

In this scenario:

1. The analysis of specific (Business) Value Streams, for example, "Source to Pay," aims to understand
how value is delivered to external or internal customers. Typically this involves modeling a sequence of
high-level cross-functional (across different capabilities) activities and measuring key metrics at each step.
2. The need to also model Business Processes (can also be the same value chain as value Streams, e.g.,
Source to Pay), whereas in this case, the focus is more on the detailed step-by-step activities describing
how it is undertaken. Measuring attributes such as Process Efficiency, Process Variance, and Level of
Automation may all be interesting here.

Both 1. and 2. may also cater to different roles, e.g., EAs may focus on value streams. In contrast, Process
Owners, Business Analysts, and Business Architects may think more in terms of business processes.
Integrating BPM solutions, e.g., SAP Signavio, makes sense for more advanced use cases.

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Example 3: How to model Business Architecture with Customer Journey and
Business Products (digital bank)

The example company, a digital bank, focuses more on building products for its customers. The focus is not on
creating an extensive repository of business processes and ways to increase efficiency but improving customer
satisfaction. In this case, it makes sense to model both Business Products and Customer Journeys.

In this scenario:

1. A distinction between Business Applications and Business Products would usually be required (although
for SaaS products, this may not be the case), as the latter is more focused on the specific commercial
offering to the customer. Unique attributes of the Business Product may include the type of pricing metric,
for example.
2. The need to analyze how the customer perceives this offering via the modeling of Customer Journeys.
Customer Satisfaction can be measured via NPS or other surveys here. There might also be a dotted line
between the Customer Journey and the Business Product.

Ultimately, the focus in terms of Organization here is on your Customer, whichever way they have been defined;
in scenarios like this one, using Personas is a common approach.

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Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Business
Context in SAP LeanIX.

• Don’t mix Business Context (or subtypes) with Business Capabilities. Business Capabilities define on
a more abstract level what your company does to achieve business goals, independent from the
organization’s structure, even if there might be overlaps between, e.g., Business Product and Business
Capabilities regarding the terms used.
• Don’t mix up your Business Capabilities (the abilities your business possesses) with other reference
capabilities, even if they use the same term (e.g., ESG).
• If you need to model your business processes in more detail, you should not use SAP LeanIX Diagrams
but instead a tool like SAP Signavio. SAP LeanIX Diagram is a great feature to model your enterprise
architecture and visualize relations on a logical layer, but it is not designed as a comprehensive tool to draw
complex business processes.

Applicable Use Cases

Application Modernization and ERP Transformation: Usually, Processes are one of the critical elements
organizations look at when doing large modernization and transformation projects.

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Insights from Business Context Fact Sheet

• Show Applications mapped to Business Context (e.g., Process) leveraging the Application Landscape
Report.
• Map Customer (Fact Sheet subtype) to Business Products using the Landscape Report.
• Show Applications mapped to Business Context and Business Capabilities via the Matrix Report.

Related Information

• SAP Signavio Integration [page 1446]

2.2.3.1 ESG Capability Modeling Guidelines

Learn how to implement sustainable IT transformation using the ESG capability optional feature.

Overview

 Note

• In the meta model v4, ESG capability is classified as an optional subtype of the business context fact
sheet.
• In the meta model v3, ESG capability is an optional fact sheet type.

ESG capability is an optional subtype of business context fact sheet that enables you to develop an approach
to sustainable IT. This guide offers direction on establishing a sustainable IT strategy to confront the
Twin transition challenges faced by companies and overcome the obstacles of Environmental, Social, and
Governance (ESG) transformations.

You will learn about the following:

• What are ESG transformations and Twin transitions, and how do they relate to Enterprise Architecture?
• Why sustainable IT is important for your business, and how can you determine where to begin your Twin
transition?
• How to plan, implement, and track the progress of your sustainable IT transformation and strive towards
Twin transition.

 Note

By default the installer will attempt to create a relation between ESG Capabilities and the Objective Fact
Sheets. In case your workspace does not contain the Objective Fact Sheet type, the installation will still
succeed without it. We recommended to follow our default modeling and install the Objective Fact Sheet
and create the relation manually using the Meta Model Configuration.

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Activating the ESG Capability Optional Feature

As an admin, you can activate the ESG capability optional feature in the Optional Features & Early Access
section of the administration area. Upon activation, the following changes take place:

• The ESG capability is added to the meta model. If the workspace is configured for the meta model v4, the
ESG capability is added as a subtype of the business context fact sheet. If the workspace is configured for
the meta model v3, the ESG capability is introduced as a new fact sheet type.
• A set of 44 ESG capability fact sheets, based on our recommendations, are created. The user who
activated the feature is designated as the creator of these fact sheets and their associated relations.

Twin transitions & ESG: What are they, and how do they relate to Enterprise
Architecture?

The Twin transitions refer to the need for organizations to transition towards a low-carbon economy to address
climate change and simultaneously towards a more digitized economy to address economic growth and
development.

ESG stands for Environmental, Social, and Governance. It's a set of criteria used by investors and stakeholders
to assess an organization's sustainability and ethical impact. ESG has become increasingly important in recent
years as investors seek to align their investments with their values and concerns for the environment and
society.

The Twin Transitions and ESG are interconnected concepts that focus on promoting sustainability and
addressing environmental and social concerns. The twin transitions provide a framework for balancing
economic growth and development with addressing climate change, while ESG provides criteria for evaluating
an organization's sustainability and ethical impact. Organizations that adopt ESG principles are more likely to
prioritize sustainability and contribute to the Twin Transitions.

Why Sustainable IT is relevant to organizations

In today's world, sustainable IT is a crucial aspect of modern organizations. As environmental concerns

become more pressing, organizations must assess the impact of their IT practices on the planet. Adopting
sustainable IT practices not only addresses these concerns but also offers significant benefits to the
organization itself. Here are a few reasons why sustainable IT is relevant:

• The IT sector accounts for about 2% of global greenhouse gas emissions, a number that is expected to rise
to 3.5% by 2025, according to Gartner. Adopting sustainable IT practices can help organizations reduce
their carbon footprint and fight climate change.
• By reducing energy consumption, minimizing waste, optimizing their application portfolio, and extending
the lifespan of IT equipment, organizations can achieve cost savings.
• Early adoption of IT sustainability practices can give organizations a competitive edge by preparing
them for future government regulations. Compliance with these regulations can help organizations avoid
penalties, fines, and reputational damage.
• Sustainable IT practices enhance an organization's brand reputation and attract more customers and
employees who value environmental responsibility.

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How to implement Sustainable IT Transformation with SAP LeanIX

Enterprise Architecture supported with SAP LeanIX can play an important role in supporting ESG initiatives.

SAP LeanIX provides an out-of-the-box ESG capability map to help you get started. It is a great starting guide
on what you can do and what are the different areas you can focus on for your ESG initiatives. It helps you
identify sustainability risks and opportunities in an organization's landscape, enabling you to develop strategies
for ESG initiatives. ESG capability map report is supported by a dedicated ESG Capability Fact Sheet type.

Admins of workspaces can add the ESG Capability Map, developed in collaboration with PwC, as a landscape
report to workspaces from the Optional Features & Early Access section in the Administration menu.

To help manage data and measure progress, SAP LeanIX focuses on five principal metrics -

• Emissions- to measure the carbon footprint

• Energy consumption - to assess the portion of renewable energy consumed
• Electronic waste - to capture lifecycle and recycling data of IT components
• Digital ethics - to capture digital ethics information
• Provider evaluation - to include the sustainability score of the provider

These five metrics are incorporated as custom attributes of various Fact Sheets such as Application, IT
Component, and Provider Fact Sheets. Linking these custom attributes with the new ESG Capability Fact Sheet
ties everything together to give you the ability to carry out and manage the ESG transformation.

ESG Capability Fact Sheet Subtype

The ESG capability fact sheet subtype allows organizations to collect and manage sustainability data across
their Enterprise Architecture layers. This enables data-driven decision-making and measurement of the impact
of ESG initiatives. This helps ensure compliance with ESG regulations and standards by providing a framework
for tracking and reporting sustainability metrics.

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SAP LeanIX's flexible Meta Model allows for the easy addition of new sections and fields [page 938] to the ESG
Capability Fact Sheets, making it convenient to collect relevant data for new ESG projects. When undertaking
a Twin transformation, relevant data may vary, but the ESG Capability Fact Sheet serves as a starting point to
identify necessary metrics. Users with Admin rights can effortlessly add new fields to relevant Fact Sheets to
collect data once defined.

 Tip

The following illustration shows such custom attributes you can create in the Fact Sheets. Take it as an
inspiration and create fields and relations as per your requirements.

Collaborate and collect data

SAP LeanIX offers collaborative capabilities that enable teams to gather data efficiently. One useful
collaboration feature is Surveys [page 809], which allows gathering information from subject matter experts
and those responsible for the architectural elements, modeled via subscription roles in the Fact Sheets, to
provide insights. In case some data is already stored in a file, Excel importing functionality [page 601] can be
used to transfer the information to SAP LeanIX.

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Monitor the progress of data collection by using the different mechanisms offered by SAP LeanIX, such as the
quality seal and the survey administration area, or by creating a dashboard with the targeted fields as custom
chart widgets.

Strategize with the ESG Capability Map

SAP LeanIX's ESG Capability Map provides CIOs, EAs, and CSRs with guidance for developing a strategy to
support their organization's Twin Transition. It offers a comprehensive overview of ESG topics, initiatives, and
key performance indicators (KPIs) that can help identify areas for improvement.

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By navigating to any of the ESG Capability Fact Sheets, users can access the respective Fact Sheet for a more
detailed understanding of each capability, including its IT implications of the capability. After understanding
each capability, users can evaluate their strategic importance and assess their current and target maturity.
This evaluation can be done by the CSR representative or the EA in charge of the topic.

Plan Twin transitions in SAP LeanIX

With SAP LeanIX, users can create projects specific to each ESG capability, providing a clear scope and
description. The platform also allows users to filter and identify architectural elements impacted by the project
through the Project Fact Sheet [page 242]. This feature enables organizations to bridge the gap between
identifying areas of improvement and taking concrete action toward progress.

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With the use of SAP LeanIX Architecture and Road Map Planning [page 1707], architectural elements that are
within the scope of the project can be modeled. This means that companies can have a holistic view of how
their Enterprise Architecture is undergoing Twin Transitions.

To effectively track and describe the changes in the application landscape during the transition, you can use
the Transformations Explorer [page 1745]. The transformations explorer is part of SAP LeanIX Architecture and
Road Map Planning and provides a comprehensive list of changes being made to your IT landscape as part of
your project, allowing you to keep track of the progress of your transition.

Track and Report your progress

SAP LeanIX Reports provides a comprehensive view of your architecture's current state in relation to ESG,
which helps you in decision-making, tracking progress, and identifying trends. By generating reports, you can
analyze information from various angles and identify areas where improvements can be made.

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In the above example, the Roadmap report presents data on the energy consumption of different hardware
components used by the company, along with their technology lifecycle information. By examining the report,
we can pinpoint specific IT components that consume higher energy (highlighted in dark blue) and are nearing
the end of their useful life. To gain a better understanding, we can click on each of these components to gather
additional contextual information.

Make use of SAP LeanIX custom dashboards to combine multiple visualizations and tell a compelling story.
Drive conversations by presenting all relevant ESG information in new dashboards you create with embedded
metrics, KPIs, and reports.

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To learn more about creating custom dashboards to track and report, refer here [page 522].

To summarize, SAP LeanIX reports provide excellent opportunities to address your inquiries and make
informed decisions regarding your ESG capabilities. This will enable you to take a significant step toward the
Twin Transition.

2.2.4 Data Object Modeling Guidelines

Learn how to model data objects. This includes best practices and applicable use cases, and common
antipatterns.

 Note

These modeling guidelines are for the Meta Model v4. For Meta Model v3 guidelines, see Modeling: Data
Object [page 247].

Definition

Data objects provide an overview of general data processed and exchanged by specific applications.

Description

Data Objects are used in SAP LeanIX to analyze which data is processed by specific Applications and
exchanged via specific Interfaces.

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Overview of all relations to/from Data Object:

In SAP LeanIX, we capture data in the Data Object Fact Sheet. Data can be classified into personally identifiable
data (e.g., to cater to GDPR use cases) or according to security needs. Also, the definition of CRUD operations
on specific Data Objects and their related Applications is a vital use case for preparing migration initiatives.
Data Object exchanges between Applications can be captured using the Interface Fact Sheet. Then you will be
able to show the data flow between your applications.

Data Objects also reflect information about important business items. This could be account, employee, or
organization data. Data Object Fact Sheets can be linked to Applications and Interfaces and store additional
information about data sensitivity. Data Object will benefit you when you want to manage data sensitivity or the
consistency of business information. Then, you can answer the question such as: “Where do you use data of a
special sensitivity level?”

 Example

Data Objects Examples: Contract, Order, Material, Customer

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Guidelines and Best Practices

• We recommend modeling the Data Object in a lean hierarchy, for example, Production as level 1 and Bill of
Material as level 2. Another example would be Employee / Contract.
• Avoid creating redundancies. Well-defined Data Obiects do not overlap. They are mutually exclusive. A good
test is to check whether you can assign Level 2 Data Objects without any ambiguity.
• Rely on Business Capabilities. It is very easy to find which Data Objects exist once you have mapped your
Busines Capabilities. This is why we recommend creating a Business Capability map first.
• Long-term stability. Properly defined Data Objects are fairly stable over time, persisting throughout any
organizational changes. Only major business changes should affect them.
• Cross-organizational. Stay specific. Data objects should remain the same, independent of any changes that
might happen to the organizational structure.
• Use existing data models. Many applications (e.g., SAP) will already have an existing Data Object model.
Orient yourself with these when creating your own list.
• Breadth rather than depth. While more levels can help to get a better structure, it comes at the cost of
increased complexity. We recommend keeping it at two levels.
• Involve relevant parties. Leverage insights from representatives throughout the business. Those
responsible for different parts of the business are likely to have the best overviews of Data Objects.
Consider using surveys to collect information.

In the poster below, you can also find tips, examples, and the aforementioned best practices on what is
important for using Data Objects. You can download a poster with best practices.

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How to model Data Objects for data classification

As mentioned above, Data Object can help you capture the information for the GDPR initiative. In this context,
we must identify applications dealing with public, sensitive, restrictive, and confidential information.

In SAP LeanIX, you can capture this information in the Data Object Fact Sheet (Public, Sensitive, Restrictive,
and Confidential). Then, you can link the Data Objects with the respective Applications.

When you have this model, you can then leverage the Data Flow Diagram to visualize how your data flows from
one application to another. This overview is useful to identify which application is using particular information
and has the potential to mitigate information leaks.

You can also get a report on the Data Classification, as shown below. The report lets you easily identify which
data classification is applied in your applications.

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How to model Data Objects for CRUD on the Application Landscape

Similar to the previous example, you can use Data Object Fact Sheet to capture how the data access between
your applications. You can create a Data Object Fact Sheet for Create, Read, Update, and Delete, also known
as CRUD. When CRUD Data Objects are added and linked to the Application, you can use this information by
leveraging the Application Landscape Report [page 685] to visualize the application usage based on those Data
Objects directly on the Applications.

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Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Data Object in
SAP LeanIX.

• Data Objects in SAP LeanIX aim to capture information that is relevant for business and the application
layer. SAP LeanIX is not a Master Data Management (MDM) or data lineage tool to create in-depth data
architectures. You can leverage tools like Collibra, which is integrated with SAP LeanIX.

Applicable Use Cases

• Deepening your Application Portfolio Assessment with insights on data security and compliance that are
relevant to GDPR or other regulations.

Insights from Data Object Fact Sheet

• Data classification of Applications can be shown in a Matrix View (Aggregated View).

• Visualization of data flow.
• Application usage on CRUD can be shown in the Data Object Landscape Report leveraging the Application
Landscape Report.

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Related Information

To learn how to use the Collibra integration when modeling data objects, see Collibra Integration [page 1597].

2.2.5 Initiative Modeling Guidelines

Learn how to model initiatives. This includes best practices and applicable use cases, and common
antipatterns.

Definition

Initiatives represent planned projects or programs within an organization that impact its enterprise
architecture and are aimed at achieving specific goals or objectives.

Description

Modeling the Initiative Fact Sheet (and subtypes) allows you to see the status of initiatives and their impact
on the entire landscape/enterprise architecture. More precisely, it shows an Initiative’s impact on Business
Capabilities, Business Contexts, Applications, Organizations, Platforms, and IT Components, as well as how it
supports certain Objectives. It also helps you surface relevant information, such as budget.

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Overview of all relations to/from Initiative:

Initiative Fact Sheet subtypes

The following four different Fact Sheet subtypes are available to model different types of initiatives in SAP
LeanIX:

• Idea: Ideas are changes under consideration, not formally planned out yet (e.g., in a project or program).
Example: Scenario A - ERP Greenfield Implementation ('Scenario' as a differentiator to show this is one of
several ideas).
• Program: Programs are a group of related projects, epics, or other sub-programs to achieve strategic
objectives, ideally managed in synchronization with a Project Management tool.
Example: Cloud Transformation Program
• Project: Projects are ideally managed and synchronized with a Project Management tool. They can be
separate or a child of (a) Program(s) in the context of large/complex transformations.
Example: Wave 1 - Rehost Project
• Epic: Epics are the standard way to execute changes in a modern product-oriented organization, ideally
managed in synchronization with an Agile Planning tool like Jira.

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 Example: Messaging integration for Customer Support

 Note

For a step-by-step guide to create the Fact Sheet subtype, see Add Fact Sheet Subtypes [page 226].

Initiative Examples:

• Business Initiative: Streamline supply chain processes to improve efficiency

• IT Initiative: Move to SAP S/4HANA Supply Chain on public cloud

Guidelines and Best Practices

• Keep it simple - SAP LeanIX is not a project management tool like Jira or monday.com. Add Initiatives only
up to level 2 or 3 (e.g., Program/Project/Sub-Project).
• Consider out-of-the-box integrations, i.e., to Jira or other project portfolio management solutions.
• Remove/update subtypes based on existing terminology.
• Embed Initiatives and the governance around them within your existing demand management, portfolio
planning process, etc.
• If your software development teams work in more traditional ways, you would typically use the Fact Sheet
subtype Programs or Projects.
• If your software development teams apply more Agile ways of working, you would typically use the Fact
Sheet subtype Epic, but you might also use Programs for larger transformation efforts.

How to model Initiatives in the context of large transformation programs

(with SAP LeanIX Architecture and Road Map Planning)

The Fact Sheet Initiative (incl. subtypes) is particularly useful and crucial if you use SAP LeanIX to plan and
execute larger modernization and transformation projects, in which case you would typically use the SAP
LeanIX Architecture and Road Map Planning. Check out the Application Modernization [page 337] use case
description to learn how to use the Initiative Fact Sheet type in this context.

 Note

SAP LeanIX Architecture and Road Map Planning was previously known as BTM module.

For some overarching guidance, let’s say your organization runs 5-10 large programs. Typically these are
broken down (via WBS: Work Breakdown Structures) into 2-3 levels. You could model Projects or Epics on level
2. Or you model Projects on level 2 and Epics on level 3. It is also possible to have standalone projects.

The following is a modeling example in which an organization uses the SAP LeanIX Architecture and Road Map
Planning (which allows to model Transformations and create milestones) and wants to provide an overview of
its ERP Transformation program.

• ERP Transformation is the broad transformation Program. Below that, we have different Projects linked as
a child that represent the different waves (or phases) of the ERP transformation Program.

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• The Program supports the broad Objective of reducing costs (which is owned by the Headquarter -
Organization Fact Sheet subtype).
• The Projects improve the Business Capabilities displayed. The Business Capabilities are supported by the
SAP S/4HANA Cloud Application and its children.
• The Platform contains those Applications (and underlying IT Components that are not modeled here), and
it supports the Objective to reduce IT costs.
• The Applications are used by the two Regions Austria and Spain, as well as by the Business Unit
Headquarter (both subtypes of Organization)

Modeling the Initiatives (Program and Project as children) and linking them to Applications will allow you to
create a Roadmap Report for your ERP transformation Program that shows the status of the entire Program, its
Projects, and impacted Applications. Thanks to the SAP LeanIX Architecture and Road Map Planning, you are
also able to add and visualize milestones. The documentation on the Application Modernization [page 337] use
cases explains how to get there in detail.

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You could now go ahead and also reflect changes based on Initiatives in the Interface Circle Map. Below, you
find an example of an SAP transformation.

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Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Initiatives in
SAP LeanIX.

• Don’t use deep hierarchies so that you can keep maintenance efforts low. Instead, show initiatives on an
aggregated level (synchronized with a project portfolio management tool).

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Applicable Use Cases

Application Modernization [page 337] and ERP Transformation are two examples of larger transformation use
cases where modeling Initiatives make sense the most. Using Initiatives in combination with the Objective Fact
Sheet and the SAP LeanIX Architecture and Road Map Planning allows organizations to get full transparency
of their initiatives' impact on the entire enterprise architecture, which is complementary to a project portfolio
management tool that describes initiatives (Projects, Epics, etc.) on a much more detailed level.

Insights from Initiative Fact Sheet

• Overview of transformation roadmap with Initiatives, linked Applications, milestones and the status, by
leveraging the SAP LeanIX Roadmap Report.

Related Information

• Architecture and Road Map Planning [page 1707]

2.2.6 Interface Modeling Guidelines

Learn how to model interfaces. This includes best practices and applicable use cases, and common
antipatterns.

 Note

These modeling guidelines are for the Meta Model v4. For Meta Model v3 guidelines, see Modeling:
Interfaces [page 248].

Definition

Interfaces are connections between applications that illustrate how data exchange occurs.

Description

In SAP LeanIX, we apply a business-oriented view of Interfaces, and they are between applications. The
interface fact sheet addresses fundamental questions about how data objects are exchanged and how
applications are interconnected. It relies on IT components (software, hardware, or service) to function. You
can capture data flow directions, type of transfer, and frequency with the interface fact sheet.

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This business-oriented view enables organizations to gain valuable insights into their technology landscape
and understand how different components interact.

Overview of all relations to/from interfaces:

You may model middleware (integration platform), Enterprise Service Bus (ESB), and APIs using the interface
fact sheet by implementing relations between the Interface and the IT components or applications.

Interfaces are implemented via IT components, data objects, and attributes on the fact sheet.

Interface Fact Sheet Subtypes

In SAP LeanIX, there are three fact sheet subtypes for different categories of interfaces:

 Tip

For a step-by-step guide on creating fact sheet subtypes, refer to Add Fact Sheet Subtypes [page 226].

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Logical Interface
A logical interface provides a clear and conceptual view of how data, services, or information flows between
various components, applications, or systems within an IT landscape. Logical interfaces are ideal for modeling
business-level interactions without specifying technical implementation details.

Logical interfaces are used to model:

• Data flow between business applications

• Communication patterns
• Methods and protocols

Example: SAP LeanIX to SAP Signavio.

API
APIs provide functionalities accessible to external applications, enabling communication and integration
between different systems, such as microservices.

APIs are used to model:

• System-to-system integrations
• Microservice communication
• Technical endpoints

Examples: Metrics API, Import API.

There is an option to model the relation between logical interfaces and the API subtype. APIs, as a subtype
of interfaces, are most meaningful to model when the microservice subtype of applications is present.
Microservices are an optional subtype not part of the standard meta model. Therefore, the relation between the
API and logical interface subtypes is also an option, allowing you to adjust your modeling approach based on
your specific architectural requirements.

In this context, a logical interface can be associated with multiple APIs, representing business interfaces
and their corresponding technical implementations. To effectively capture these relationships, SAP LeanIX
recommends two alternative approaches:

• Business data flow using the logical interface subtype. If you focus on business-oriented data flow, you
should model your connections using the logical interface. This approach involves linking applications
and interfaces and provides a comprehensive view of how business processes interact with different
applications through logical interfaces.
• Technical data flow using the API subtype. Alternatively, if your architecture involves microservices,
modeling the relationships through the API subtype offers a more technical perspective.

MCP Server
MCP (Model Context Protocol) servers are managed communication endpoints that expose specific
capabilities to AI applications or systems using standardized protocol interfaces. They act as intermediaries for
data exchange and tool orchestration.

MCP servers are used to model:

• Intelligent agent interactions

• Protocol-based communication
• Endpoints and access controls

Examples: Microsoft Graph FastMCP, SAP UI5 MCP Server

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Guidelines and Best Practices

• Interfaces should have one provider application and could have multiple consumer applications.
• Understand why you want to capture the interface. Interfaces can help you identify risks by providing a
clear view of the data flow between applications or IT components.
• Focus on the business perspective. Identify and document the Data Objects exchanged and the
relationships between Applications to understand the impact on the organization's operations.
• Define self-explaining naming conventions. Establish clear conventions within the organization to
determine ownership and change management responsibilities for Interfaces, promoting consistent
modeling practices (e.g., Provider, Publisher/Subscriber)
• Clear and concise specification: When defining an interface, ensure the specifications are clear, concise,
and well-documented. This clarity aids in better understanding and implementation by various teams and
developers.

Understanding Interface Providers and Consumers

The terms “provider” and “consumer” relate to ownership and change management, not to the direction of
data flow.

• Provider : Owns the interface and is responsible for its change management. Each interface can only have
one provider.
• Consumer: Owns the interface but doesn’t manage its changes. A single interface can have multiple
consumers.

In most cases the role of provider and consumer can be clearly defined. However, there are situations where
this isn’t as straightforward. For example, you might not be aware of all of the consumers for public APIs. If this
is the case, you can leave the consumer field empty in the fact sheet.

For technologies like FTP (File Transfer Protocol), it can be more challenging to identify which system is the
provider or consumer. To manage this ambiguity, it’s best to establish clear guidelines or conventions to
consistently determine providers and consumers.

Capturing the Direction of the Data Flow

To record the direction of the data flow itself, use the dedicated field in the Data & Technology section of the
interface fact sheet. It can be one of the following:

• Incoming: Data flow is from consumer application(s) to the interface provider application.
• Outgoing: Data flow is from the interface provider application to consumer application(s).
• Bi-Directional: Data flow in both directions between interface provider application and consumer
application(s).

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 Capturing the Data Flow Direction

How to Model Interfaces

• To describe the integration between applications, SAP LeanIX makes use of the interface fact sheet.
• The relationship between the applications and Interfaces will be considered from a business point of view
and less from a technical point of view.
• The information that is exchanged will be classified by the use of data objects.
• The IT components and Interface relationship shows which technology supports which interfaces.

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This results in the visualization of interfaces in the data flow diagram and interface circle map report with:

• Overview of the complexity of identifying interface clusters.

• Filter by interface attributes or relations. For example, by a certain data object.
• Filter by application attributes or relation. For example, by a certain user group like Region.
• Diagrams allow you to include more interfaces, change the labels or layout, or add additional elements like
boxes

Using the interface circle map, you can see all the interfaces and their relationships between applications.
Interface Circle Map Report

Interface Circle Map with an Interface Selected

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How to Model Middleware

Modeling middleware, for example, integration platforms such as MuleSoft and Dell Boomi, in SAP LeanIX lets
you gain the following insights:

• Understand which interfaces depend on their integration platform.

• Identify which connection methods (for example, FTP, HTTPS, etc.) are used.
• Specify a different connection method for the same interface for each application connected to the
interface (for example, FTP for application 1 and HTTPS for application 2).

There are two different approaches you can choose from:

Recommended Approach

1. Add the attribute Connection Method as a field on relation between your interface and application fact
sheet types.
2. Establish the interface and necessary application relations.
3. Model the integration platform as an IT component attached to the interface.
4. Specify a connection method for each interface-application relation.

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Here, you can see the data flow between the applications AC Management and HR Admin. You can see that
the applications AC Management and HR Admin share a data object called "Customer," using the interface "AC
Management to HR Admin" via the IT component "MuleSoft."

Though this method is a lean, low-effort way to document the connection method, you can't visualize the
connection method"as a field on relation in diagrams and reports.

If representing the connection method is more relevant to you, the next approach may be more suitable. It uses
a custom field to capture the connection method on the interface fact sheet. However, this comes with the
trade-off of an increased number of interface fact sheets, which requires more maintenance

Connection-Focused Approach
This approach creates two interfaces to accommodate a different connection method. You would model the
interface this way because two different applications might require two different data flows.

1. Add a Connection Method attribute on the interface fact sheet.

2. Create two interfaces, one for each connection method.
3. Model the integration platform as an ITC attached to each interface.

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You can see that the data flow between the applications is differentiated by the interface AC Management to HR
Admin and HR Admin to AC Management.

How to Model REST APIs

You can follow the recommended practice to model REST APIs using interfaces.

Here, you can see how the data flows between Microsoft Power BI and SAP LeanIX through the REST API.

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Using the interface circle map with the filter on the API, you can apply the same view to your API as you did to
your interfaces.

How to Model MCP Servers

MCP servers facilitate secure communication and coordinate interactions between systems. To effectively
represent these servers in your system landscape, it’s important to clarify how information flows between your
applications through these interfaces.

We recommend documenting the following:

• MCP server endpoint: Enter the URL used to reach the MCP server. This serves as a concrete reference to
the integration point, allowing technical teams to locate and manage connections.
• Authentication: Specify the protocols used for authentication, such as OAuth 2.0 or API key. This helps
evaluate the security of the interface and whether it meets organizational standards.
• MCP server classification: Indicate whether the MCP server provides read-only access or supports
write operations. This determines the level of interaction permitted and helps identify potential risks or
limitations.

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• Authorized tools: List the tools and systems the MCP server is permitted to interact with. This clarifies the
server’s role in the broader ecosystem and supports dependency mapping.
• MCP server type: Define whether the communication is local (within the same environment) or remote
(across environments). This can affect decisions related to latency, performance, and security.

Once you populate these fields, you can model MCP servers similarly to REST APIs: a provider application, an
interface (representing the MCP server), and a consumer application.
Example of Modeling MCP Servers

How to Model an Enterprise Service Bus (ESB)

This approach helps you model the Enterprise Service Bus and microservices. SAP LeanIX recommends always
modeling this from the business perspective. However, you can model this in much more detail with the caveat
that you need to manage more data. As you can see, the approach is similar to how we model interfaces for
middleware.

Then, you can introduce more complexity and information in the modeling to have a more detailed view of the
technical interfaces and data flow.

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Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling interfaces in
SAP LeanIX.

• Don't try to reflect the full technical complexity of the interface, but focus on the business question that
you are trying to answer. SAP LeanIX diagrams are built with a business perspective in mind, focusing on
the logical layer rather than on a technical-physical layer.

Applicable Use Cases

• The interface fact sheet can help you get transparency and make it easier to understand how different
applications interact with each other. Having accurate and up-to-date interface information helps you
make informed decisions about architecture changes, system upgrades, and integration strategies.

Insights from the Interface Fact Sheet

• The interface circle map shows the integration architecture.

• The data flow diagram shows the data flow between applications.
• The matrix report shows the Interface between the provider and the consumer.

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Related Information

• Data Object Modeling Guidelines [page 94]

• Application Modeling Guidelines [page 60]

2.2.7 IT Component Modeling Guidelines

Learn how to model IT components. This includes best practices and applicable use cases, and common
antipatterns.

 Note

These modeling guidelines are for the Meta Model v4. For Meta Model v3 guidelines, see Modeling: IT
Components / Hosting [page 250].

Definition

IT Components represent the technology (software and hardware) or services an organization’s applications
depend on, and they can provide information on both, development and operations.

Description

IT Components are powerful for getting crucial insights for obsolescence risk management, operating
costs, and managing other risks such as provider/location/outage management. In addition, you need IT
Components to drive, e.g., your organization’s cloud strategy.

IT Components are building blocks of Applications that run, maintain, and change Applications. They don’t
directly support Business Capabilities. They are offered by Providers and grouped into Tech Categories for
standardization.

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Overview of all relations to/from IT component:

IT Component Fact Sheet Subtypes

The IT component fact sheet has the following subtypes:

• Hardware: Hardware refers to the physical components of a computer system or any IT device. It includes
tangible, touchable parts you can see and interact with (e.g., servers, mainframe computers, storage
devices).
Examples: IBM z15, HP ProLiant DL560, Dell EMC PowerEdge R750, NetApp AFF A900.
• IaaS: IaaS (Infrastructure as a Service) refers to virtualized computing resources provided over the
internet.
Examples: Amazon Web Services (AWS) EC2, Microsoft Azure Virtual Machines.
• PaaS: PaaS (Platform as a Service) refers to cloud platforms for developers to build and deploy
applications.
Examples: Google App Engine, Heroku, Salesforce (PaaS).
• SaaS: SaaS (Software as a Service) refers to software applications accessed over the internet on a
subscription basis. Examples: Salesforce B2B Commerce, Atlassian Confluence, SAP LeanIX. While an
Application Fact Sheet is used to model the SaaS application, the SaaS IT Component subtype serves as a
placeholder for the IT component to capture hosting, location, cost, and other implementation details.

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• Service: Services refer to the provisioning of services related to IT components (usually provided by a 3rd
party). These are so-called managed IT services used to implement or run an application, which is not
cloud services, software, or hardware. It involves activities like management, maintenance, or support.
Examples: Maintenance/Support Service, IT Transformation Services, Public Cloud Transformation
Service, Hosting Service, Analytics Service (e.g., Accenture managing Application Support, Nordcloud
managing AWS Hosting).
• Software: Software refers to commercial or open-source software products that your application relies on,
e.g., Operating Systems or Programming Languages.
Examples: Microsoft .NET Framework 4.8
• AI model: Software components that implement artificial intelligence techniques, including machine
learning, natural language processing, computer vision, and other forms of advanced analytics. AI
models are used in applications to automate decision-making, pattern recognition, forecasting, and other
predictive or generative tasks. AI models may be consumed directly as software artifacts, through APIs, or
as integral parts of SaaS, PaaS, or custom technology stacks.
Examples: models by companies like OpenAI, Google, and Microsoft.

 Note

The AI model subtype of the IT component fact sheet is available by default in new workspaces created
after October 29, 2025. Previously, this subtype was available in workspaces with the AI governance
[page 193] extension activated and was named “LLM.” You can transition from the LLM to the new AI
model subtype. For details, see Scenarios for the AI Model Subtype [page 122].

 Example

IT Component Examples: Chrome, Microsoft .NET Framework 4.8, Windows Server 2022

 Note

For a step-by-step guide to create the Fact Sheet subtype, see Add Fact Sheet Subtypes [page 226].

Guidelines and Best Practices

• Firstly, for the initial SAP LeanIX Application Portfolio Assessment, you don’t necessarily need IT
Components when you start working with SAP LeanIX.
• Model IT Components if you, e.g., want to manage your providers (there is no direct link between
Application and Provider, IT Components need to be modeled to establish a relation to Providers) or if
you require information on the hosting location of your applications.
• Model IT Components if you require this information for a specific use case/ company strategy, e.g., cloud
migration assessment (see example below).
• Use the reference catalog to automate the creation of IT Component and Provider Fact Sheet subtypes
for SaaS services (modeled as Application in SAP LeanIX as described in Application Modeling Guidelines
[page 60]). Even if you are a SaaS-based organization, there might be use cases in the future where you
need it; having them in the inventory doesn’t cost any harm and doesn’t add more effort (However, if you
are 100% sure that you want to keep your inventory lean, you can deactivate the automated creation of IT
Components and Providers in the reference catalog).

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• Describe cloud components first using the SaaS, IaaS, and PaaS Fact Sheet subtypes. Note that SaaS here
relates to the hosting type of the Application.
• We recommend grouping IT Components into Tech Categories to provide context to stakeholders
unfamiliar with the product or service. The TBM Taxonomy can be used for that, as this is an established
industry standard maintained by a renowned community.
• IT Components can also be imported via Excel (CMDB data export). This is only recommended in the
case of a limited number of IT Components. An import via the out-of-the-box integration with ServiceNow
is also possible. To use the ServiceNow integration, you will need the SAP LeanIX Technology Risk and
Compliance product in addition to SAP LeanIX Application Portfolio Management.
• Make sure in this process to normalize the IT Components to a high level before importing them to SAP
LeanIX. By normalizing your IT Components, we mean standardizing the names of IT Components and also
aggregating them to more meaningful items, e.g., aggregating all versions of a Software to one major level
version - which for any strategic planning is usually good enough. Currently, this step needs to be done
manually, e.g., if you use a CMDB (Configuration Management Database), normalization of the versions
and names is required – a service that SAP LeanIX does not offer at the moment. However, software
records are automatically aggregated by SAP LeanIX if you are leveraging ServiceNow integration.
• We recommend keeping the number of IT Components low at the start of your SAP LeanIX journey. While it
might be tempting to import everything - and possibly people in your organization suggesting that - you will
have to maintain a lot more data and blow up any reports on IT Components.
• In general, you use IT Components to model technology, not explicit instances of items. E.g., patch-
level versions of software do not add any value to your EA work and strategic discussions with your
stakeholders.
• If you need to model instances because they add value (decide if you get business insights from that
modeling or not), you will model those typically as an IT Component. Some scenarios where this might be
relevant are:
• Varying hosting options (e.g., the same software is provisioned via Azure and via AWS).
• Two business units host applications on various instances.
• Instances for different purposes (test, production).
• If it is the same version, it should be one Fact Sheet (as a rule of thumb).
• When using the ServiceNow integration and there is a value in mapping “Application Services” from
ServiceNow to SAP LeanIX, we recommend mapping them to the optional system fact sheets. For
more, see System Modeling Guidelines [page 144]
• If you want to model costs in SAP LeanIX, this can be done on the Application Fact Sheet in SAP LeanIX, on
the relation between the Application and IT Component (see this documentation for more information on
Cost Management [page 732]).

Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling IT

Components in SAP LeanIX.

• Don’t introduce too fine-granular versions of IT Components (e.g., patch level of software).
• Don’t confuse SaaS as a Fact Sheet subtype under the IT Component with SaaS as an Application.
Generally, SaaS (the software that end users interact with) is modeled as an Application. The IT
Component Fact Sheet only describes the hosting aspect of that service.

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• Don’t import all instances of deployments.
• Don’t import all technologies before linking them to Applications. Only import technologies that you really
need.
• Don’t confuse Service with SaaS or Microservice Fact Sheet subtype.
• If you use IT component data from the reference catalog, don’t aim for 100% coverage of having all items
linked to the reference catalog; start off with your most important IT components by filtering on the IT
components of critical and important applications.

Applicable Use Cases

Obsolescence Risk Management: The IT Component Fact Sheet comes into play and makes the most sense if
your organization needs to manage risks and get visibility of the technology that your enterprise architecture
relies on. There are also compliance-related scenarios in which it will be relevant to understand and track who
provides your technology and where it is hosted.

Insights from IT Component Fact Sheet

Modeling the IT Component (along with the Provider) Fact Sheet will allow seeing costs broken down by
providers (Provider Cost Report) and getting an overview of which IT components and applications are used by
user groups and their location on a world map (using the World Map Report). Check out more in this Reports
[page 662] documentation.

Scenarios for the AI Model Subtype

The AI model subtype of the IT component fact sheet is available by default in new workspaces created after
October 29, 2025. If your workspace was created before this date, explore possible scenarios and actions to
take.

Workspace Creation Date Workspace Configuration Result and Follow-Ups

Workspace created after October 29, N/a The AI model subtype of the IT compo-
2025 nent fact sheet is available by default.
You don't need to take any additional
actions.

Workspace created before October 29, The AI governance [page 193] exten- The extension adds the AI model sub-
2025 sion to the meta model was activated type of the IT component fact sheet.
after November 3, 2025. You don't need to take any additional
actions.

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Workspace Creation Date Workspace Configuration Result and Follow-Ups

The AI governance [page 193] exten- The fact sheet subtype added by the
sion to the meta model was activated AI governance [page 193] extension is
before November 3, 2025. named “LLM.“ You can transition from
the LLM to the new AI model subtype.
To learn how, see Transitioning to the AI
Model Fact Sheet Subtype [page 123].

The AI governance [page 193] exten- You can add the AI model subtype in
sion to the meta model is not activated,
one of the following ways:
and no custom subtype LLM is config-
ured for IT components. • Activate the AI governance [page
193] extension to the meta model.
This extension adds the AI model
subtype and other entities to your
workspaces.
• Create a custom fact sheet sub-
type AI model for IT components.
Use aiModel as the subtype key.
To learn how to create custom sub-
types, see Creating Custom Fact
Sheet Subtypes [page 972].

A custom subtype LLM is configured for You can transition from the LLM to the
the IT component fact sheet. new AI model subtype. To learn how,
see Transitioning to the AI Model Fact
Sheet Subtype [page 123].

Transitioning to the AI Model Fact Sheet Subtype

You can transition from the LLM to the new AI model subtype. Although it's not mandatory, this transition
offers several benefits:

• Adherence to meta model best practices and standard configurations.

• Higher data accuracy and quality. By using the AI model subtype, you can capture entities that aren't large
language models, such as small language models and image generation models.
• Alignment with items for AI models in the reference catalog. Even if you continue using the LLM subtype or
a custom subtype to manage your AI models instead of adopting the new best practice, you can still access
items for AI models in the reference catalog.

To transition from the LLM to the AI model subtype, follow these steps:

1. In the Meta Model Configuration section of the administration area, select the IT component fact sheet.
2. Create a new subtype for AI models with these parameters:
• Key: aiModel
• Translation (name): AI Model
To learn how to create fact sheet subtypes, see Creating Custom Fact Sheet Subtypes [page 972].
3. Change the subtype of existing fact sheets from LLM to AI model. You can do this in the table view in the
inventory or using Excel import. Verify that the subtype has changed.
4. In the Meta Model Configuration section of the administration area, delete the LLM subtype from the IT
component fact sheet.

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Related Information

• Platform Modeling Guidelines [page 133]

• Initiative Modeling Guidelines [page 100]
• Application Modeling Guidelines [page 60]

2.2.8 Objective Modeling Guidelines

Learn how to model objectives. This includes best practices and applicable use cases, and common
antipatterns.

 Note

These modeling guidelines are for the meta model v4. For meta model v3 guidelines, see Modeling:
Objectives and Transformation Items (or Projects) [page 242].

Definition

Objectives describe the goals that an organization aims to achieve. This drives initiatives to improve business
capabilities and transform the IT landscape.

Description

The Objective Fact Sheet defines the Key Performance Indicators (KPIs) that will measure success. Objectives
link to Business Capabilities and Initiatives so progress can be tracked over time.

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Overview of all relations to/from Objective:

Modeling Objectives is not required to get started with the first SAP LeanIX use case, Application Portfolio
Assessment.

Modeling Objectives identifies Business Capabilities that are critical to achieving an organization’s strategy and
shows how large modernization or transformation initiatives work together towards a common goal.

Objectives are typically derived from an organization’s strategy or taken from OKRs (Objectives and Key
Results).

Objective Examples:

• Business Objective: Reach net-zero carbon emissions by 2030

• IT Objective: Use data centers with a carbon footprint calculator for all cloud solutions
by 2025
• Business Objective: Reduce IT Costs by $10m in FY24
• Business Objective: Improve Operational Efficiency by 20% by March 2025
• Business Objective: Onboard 100 new customers in 2026

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Guidelines and Best Practices

• Identify short- or long-term objectives by talking with organization leaders or reviewing strategy
documents, mission and vision statements, business plans, or similar resources.
• If your organization uses Objectives and Key Results (OKR), it is recommended to include defined
objectives.
• Add a maximum of 2 hierarchy levels.
• Ensure that your Objectives are SMART (specific, measurable, achievable, relevant, and time-bound), e.g.,
‘Reduce IT Costs by 20% in 2024’.
• The Objective should include a currency, percentage, or count to ensure it is measurable.
• As an Enterprise Architect, work with stakeholders to:
• identify Business Capabilities improved by Objectives.
• define Initiatives that work together to achieve a common Objective.
• use the SAP LeanIX Architecture and Road Map Planning [page 1707] to:
• model Transformations and IT landscape impacts.
• visualize roadmaps and IT landscape changes over time.
• track Initiative progress, reflect changes as they’re delivered, and report on achievement of
Objectives.
• Differentiate Objectives from Initiatives. Objectives represent the business goals, while Initiatives capture
transformation activities to reach the goals. In the example “A company wants to move internal
applications into the cloud by 2025 to increase IT efficiency by 20%”, the first part, “move internal
applications into the cloud by 2025,” is the Initiative, and "increase IT efficiency by 20% [by 2025]” is
the Objective.

How to model relations between Objectives and other Fact Sheets

The image below shows the Relations Explorer view in an exemplary Objective Fact Sheet. This shows the
Objective is linked to other Fact Sheet types such as Organization, Business Capability, Initiative, and Platform.

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Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Objectives in
SAP LeanIX.

• SAP LeanIX is not an OKR or scorecard tool. Do not manage the progress status of OKRs or track
organization performance over time in SAP LeanIX.

Applicable Use Cases

Use Objectives in the following use cases:

• Application Rationalization Step 1 [page 313]

• Step 1: Understand Your Strategy [page 339]
• ERP transformation

Insights from Objective Fact Sheet

Answer the following questions with SAP LeanIX Reports based on the Objective Fact Sheet:

• What are the organization’s objectives?

• Which business unit is accountable for achieving an objective?

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• Which business capabilities are critical to achieving organizational objectives?
• Which initiatives contribute to achieving an objective, and what is the impact on the IT landscape over
time?

Related Information

• Business Capability Modeling Guidelines [page 75]

• Application Modernization [page 337]

2.2.9 Organization Modeling Guidelines

Learn how to model organizations. This includes best practices and applicable use cases, and common
antipatterns.

 Note

These modeling guidelines are for the Meta Model v4. For Meta Model v3 guidelines, see Modeling: User
Group [page 267].

Definition

Organizations represent your hierarchical business architecture, detailing departments and teams.

Description

The Organization Fact Sheet type is an essential element to represent your organization’s business architecture
in SAP LeanIX; it should be used from the beginning as it allows you to get some basic views to understand
synergies and gaps in the application landscape across different parts of the organization.

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Overview of all relations to/from Organization:

Organizations Fact Sheet Subtypes

Organizations are intended to address who is using certain applications. In SAP LeanIX, you can use the
following 5 Fact Sheet subtypes for the five major dimensions that SAP LeanIX customers typically capture:

• Business Unit: Business Units are distinct divisions within a larger organization.
Example: Retail
• Customer: Customers represent customer groups/segments with similar needs.
Example: Buyer Persona
• Region: Regions represent geographical divisions within a larger organization and/or business unit.
Example: Europe, Europe / France
• Legal Entity: Legal Entities are organizations recognized by law as distinct entities.
Example: SAP LeanIX SARL
• Team: Teams are groups of users/owners that are typically part of specific Business Units / Countries.
Example: Team Igniteus

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  Note

For a step-by-step guide to create the Fact Sheet subtype, see Add Fact Sheet Subtypes [page 226].

Guidelines and Best Practices

• Start by thinking: How do you want to structure your organization in SAP LeanIX? What is the most
meaningful structure?
• Work backward and ask yourself: What would I want to see in the Application Matrix if I had to choose
among those four dimensions?
• Ideally, you can align on one dimension (Fact Sheet subtype) to keep it as simple as possible. Large
organizations often look at two dimensions.
• Choose max. two dimensions (Fact Sheet subtypes): Even if there is a perceived need to cover more,
remember that the Application Owners have to maintain the mapping. Getting one group right is better
than having two or more incomplete or inaccurate ones.
• Flat list vs. deep hierarchy: In most cases, two levels are a good compromise between expressiveness and
maintenance effort. Remember that you can always get more granular later on if required.
• Always put yourself in the shoes of Application Owners. What will make their lives easier? The more
recognizable the structure is for them, the more likely they will contribute and ensure the high quality of
your data quality.
• Depending on your conclusions, Legal Entity / Region might be more appropriate than Region / Legal
Entity, or vice versa.
• As a general rule of thumb, stay within 5-10 items on level 1.
• If you need to model developers or development teams, projects, or the community, we recommend
modeling this using the Team subtype.
• To accommodate in the Application Fact Sheet, you may want to add a new value for the Organization
relation to the Usage Type field, e.g., Developer. Please refer to the Meta Model Configuration [page
938] to add a new value in a field.

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How to model Organization organized based on Regions and Business Units

In this example, we used SAP LeanIX Diagrams (Free Draw) to create a visualization that shows an overview of
regions and business units with Applications linked to those:

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How to model Organization structured by Regions only

For this example, looking at the Application Matrix Report is helpful to see which Applications are used for
which Business Capabilities in the different regions. This will help you understand, e.g., rationalization potential
if other regions use various applications for the same capabilities:

Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Organizations
in SAP LeanIX.

• Data centers should not be modeled as Organizations but as IT Components in SAP LeanIX.
• Don’t try to reflect your fine-granular organizational structure to avoid failing because of complexity. It is
always a trade-off between the degree of detail and data maintenance. E.g., going down to such detail as
teams might be well thought through since teams might merge/split/change names often.
• Don’t confuse organizations with subscriptions. Subscribers/subscription roles are not modeled as a Fact
Sheet type but maintained as an attribute of the Fact Sheet.

Applicable Use Cases

SAP LeanIX recommends using the Fact Sheet type Organization for all use cases, including the initial
Application Portfolio Assessment.

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Especially for large transformation cases (e.g., Application Modernization or ERP transformation) in which you
would use the SAP LeanIX Architecture and Road Map Planning, Organization is a central Fact Sheet type to
reflect the planning and rolling out of technology changes to various Business Units or Regions.

Insights from Organization Fact Sheet

You can leverage Matrix Report [page 695] to see how the organization structure you modeled utilized your
applications. This can be useful to identify application redundancy in different locations of your organization.
This will be beneficial for your Application Portfolio Assessment [page 274] initiatives.

Related Information

• IT Component Modeling Guidelines [page 118]

• Objective Modeling Guidelines [page 124]
• Business Context Modeling Guidelines [page 79]

2.2.10 Platform Modeling Guidelines

Learn how to model platforms. This includes best practices and applicable use cases, and common
antipatterns.

Definition

Platforms are a group of business capabilities, applications, and technologies that provide common
functionalities.

They provide functionality consumed by other applications and microservices to accelerate delivery or provide
consistent/common functionality and support a set of capabilities.

Description

Typically, management stakeholders use something besides EA-specific terminology and concepts, such as
business capabilities or applications. They instead speak of platforms as a broader category of summarizing
IT/tech-related elements that support their business model. Platforms also reflect a standard used within the
company, and can be leveraged to maintain that standard and ensure that it is being used.

The modeling of Platforms in SAP LeanIX helps connect Fact Sheet types like IT Components and Applications
to a concept understood and used by the C-Level. It provides CIOs with insights on critical components

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supporting the organization’s platforms, e.g., which Applications or microservices are consuming the Platform
(e.g., via APIs to microservices) and which users/processes are backed by platform offerings vs. not as part of
a transformation.

If your organization uses platforms as a strategically relevant concept, modeling those in SAP LeanIX will
increase the impact of your EA work.

Overview of all relations to/from Platform:

Platform Examples:

• Business Platform: B2B e-commerce platform for partners

• IT Platform: SAP BTP for e-commerce services

Guidelines and Best Practices

• Model Platforms only if it makes sense to your organization - e.g., model Digital Platforms if this is
something typically understood by your C-Suite. Usually, organizations speak about, e.g., digital platforms
as part of their high-level strategy.
• Less is more - reduce to a few platforms (without hierarchy) to simplify communication.

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• Business Applications are a key part of each digital platform. Typically, each organization would have at
least 2-3 platforms that drive change from the CIO level and improve a number of strategic business
capabilities. The following example shows a view in the Application Landscape Report.

• In addition, as shown in the Matrix Report below, Platforms will often be defined in a way that
supports specific capabilities of the business, e.g., ERP Platform / Digital Process Platforms supporting
Manufacturing / Finance capabilities.

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• There's also the important notion of Platform ownership, i.e., who is responsible for ensuring that the
platforms are seen as the clear reference for a harmonized global implementation of ERP systems?
• A Platform can also be a (technical) grouping of IT Components and is described as a clear reference when
considering the underlying components of Applications later on. You can use, e.g., the Landscape Report to
see which IT Components belong to your platform - in this example, the Windows Client Platform.
• A Platform can express strategic IT standards and track the adoption (e.g., how many applications rely on
the Windows Client platform). You can reuse it to show which organizational entities use the standard and
create a follow-up platform that possibly includes more features to be rolled out to all regions, etc.

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Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Platform in
SAP LeanIX.

• A platform doesn’t provide features; you wouldn’t use a platform as an end user, but a specific Application;
it serves as a language for C-Level to evolve IT.
• Don’t confuse Platform and Tech Category. The Tech Category is a logical grouping of technologies of
similar functions (e.g., all of your databases), while the Platform is a technical grouping of IT Components
of one type (e.g., all of your Oracle databases for B2C e-commerce) in relation to the strategic Initiatives,
Business Capabilities, and Objectives.

Applicable Use Cases

• Application Modernization [page 337]: Include Platforms early on to get C-Level buy-in for your
modernization use case.

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Insights from Platform Fact Sheet

• Understand which Applications belong to a Digital Platform by using the Application Landscape Report.
• Understand which Platforms contain which Applications and which Business Capabilities they support by
leveraging the Matrix Report.
• Understand which IT Components belong to a Technical Platform by using the Application Landscape
Report.

Related Information

• Initiative Modeling Guidelines [page 100]

• Objective Modeling Guidelines [page 124]

2.2.11 Provider Modeling Guidelines

Learn how to model providers. This includes best practices and applicable use cases, and common
antipatterns.

Definition

Providers are companies or entities that supply IT solutions, services, or technologies to support organizations
in achieving their objectives and operational efficiency.

Description

Provider typically refers to the third-party entity that takes on the role of ownership and host for an
Application’s underlying technology, service (IT Component), or plans and executes initiatives. It indicates
the responsible party or system that maintains and updates the technology over time.

For example, suppose an organization offers a web service to other systems or applications. In that case, the
system providing that web service is considered the Provider of that service in SAP LeanIX. The Provider is
responsible for any changes or updates to the web service and its associated documentation, ensuring that it
remains operational and up-to-date for its consumers.

This example shows the relations between the Provider, IT Component, and Initiative: SAP is the provider for
the SAP Leonardo backend. Consultancy or IT solution provider (e.g., Accenture, Deloitte, Capgemini, EY) is the
provider to plan and execute your SAP S/4HANA transformation initiative.

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Overview of all relations to/from Provider:

 Example

Providers Examples: SAP as Provider, S/4HANA as Initiative

Guidelines and Best Practices

There is no direct relation from the Provider to the Application because many companies see large parts of
their landscape hosted in more complex setups than straightforward SaaS apps. The Provider -> IT Component
-> Application relation supports complex hosting structures, such as an application provided by Company A
that you are running on servers by Company B. SaaS is simplified further by the reference catalog.

• Leverage the reference catalog: SAP LeanIX will automatically add the respective providers when adding
IT Components from the reference Catalog. SAP LeanIX has a catalog of 9000 providers. In addition, the
catalog creates a standard nomenclature (hierarchy) for more complex providers, e.g., HP, Linux, etc.

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• Classify Provider Relationships. Classify the providers based on their strategic importance and the extent
of their impact on your organization. Categorize vendors into different tiers based on dependency,
spending, etc.
• If you want to manage self-developed software applications, e.g., with the breakdown to microservices, we
recommend modeling such internal engineering or developer teams as Organization with subtype Team
[page 129].

When you model the Provider correctly, you can now leverage various reports, such as the Provider Cost
Report.

Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling Providers in
SAP LeanIX.

• Don’t link the Provider directly to the Applications.

Applicable Use Cases

Having the Provider in SAP LeanIX brings you information for Vendor or Provider Management that can help
you with the Application Rationalization journey.

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Insights from Provider Fact Sheet

• Show all the costs per provider for IT Components using the Provider Cost Report.

Related Information

• IT Component Modeling Guidelines [page 118]

• Initiative Modeling Guidelines [page 100]

2.2.12 Tech Category Modeling Guidelines

Learn how to model tech categories. This includes best practices and applicable use cases, and common
antipatterns.

 Note

These modeling guidelines are for the meta model v4. For meta model v3 guidelines, see Modeling: Tech
Category [page 267].

Definition

Tech categories can be used to group IT components into standardized technology categories.

Description

Tech categories allow organizations to create standardized groupings of IT components in their IT landscape,
optionally based on the Technology Business Management (TBM) taxonomy. Examples of tech categories are
database, data warehouse, or networked storage. The tech category model is relatively stable over time and
independent of specific industries.

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The following image shows an overview of all relations to and from tech category fact sheets:

This systematic approach ensures consistency, alignment with industry best practices, and strategic alignment
with organizational goals and initiatives. However, when handling standards management, we differentiate
between technical capabilities and tech categories. While tech categories are suitable for cost aggregation,
they might not fully capture relevant technical capabilities like "secrets management" that are essential for
evaluating standards and are better addressed by a different taxonomy like G2.

 Example

Example tech categories: computers / mainframes

 Note

The G2 taxonomy is not an open standard like the TBM Taxonomy and is not included in the reference
catalog.

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Guidelines and Best Practices

• Breadth before depth: Begin by identifying the various capabilities offered by your organization's
technologies. For example, if you work with databases, you may have relational databases, NoSQL
databases, and other types of databases.
• Create categories: Once you have identified the technology capabilities, create corresponding categories
within the tech category feature. These categories will serve as containers to group similar technologies.
You can immediately start this by leveraging tech category data from the reference catalog and mapping
your technology capabilities accordingly.
• Use an IT capability model: Assign each technology to the appropriate category based on its capabilities.
This will help maintain a clear and organized view of the technology landscape.
• Don't overlap: Tech categories should be mutually exclusive and collectively exhaustive (MECE).

Example tech category: database

• Tech category: relational database (for example, MySQL)

• Tech category: NoSQL database (for example, MongoDB)
• Tech category: graph database (for example, Neo4j)

Here, the Database category groups different types of databases, making it simpler to manage and
comprehend the technology inventory.

If using the TBM does not capture all the categories in your organization, for example, for accommodating the
secret management, you can easily adapt, add, and modify the tech categories based on your needs.

Antipatterns

This section addresses antipatterns involving ineffective or counterproductive ways of modeling the tech
category in SAP LeanIX.

• Don’t confuse tech category and IT components - tech category is the grouping of the IT components.
• Don’t confuse tech category and technical platform (an optional platform type in meta model v3) - the tech
category is a logical grouping of technologies of similar functions (for example, all of your databases), while
technical platform is a technical grouping of IT components of one type (for example, all of your Oracle
databases) in relation to the strategic initiatives, business capabilities, and objectives.

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Applicable Use Cases

• Application Rationalization [page 311]

• Obsolescence risk management as this allows IT component's obsolescence to be analyzed by tech
categories.

Insights from Tech Category Fact Sheet

Having the tech category in place unlocks various insights, such as IT component landscape which you can use
for technology obsolescence management.

Related Information

• Tech Categories in the Reference Catalog [page 1279]

• IT Component Modeling Guidelines [page 118]

2.2.13 System Modeling Guidelines

Modeling guidelines, best practices, use cases, and recommendations for system fact sheets.

 Note

The system fact sheet replaces the deployment fact sheet subtype. The deployment subtype under the
application fact sheet is no longer provisioned for new customers from November 1st. This guide replaces
the past practices and provides the latest recommended approach.

The new system fact sheet offers better support for SAP LeanIX - ServiceNow integration, improving how
environment data and relationships are retrieved. It also combines data from both SAP discovery and
ServiceNow to build a comprehensive picture, helping architects better understand dependencies and plan
transformations more effectively.

If you were already using the deployment subtype, we recommend the following:

• You can continue using deployment fact sheets if they meet your needs, and you don’t plan to use SAP
system discovery.
• If you plan to use SAP system discovery, we recommend moving to the system fact sheet to take
full advantage of SAP discovery and ServiceNow integrations. Reach out to your customer success
managers for additional guidance.

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Definition

A system represents the technical instances of a business application running in an environment. It is often
composed of a server or virtual machine with its operating system, database, and runtime configurations.
Systems provide the infrastructure for applications, but they don’t carry the business context themselves.
Systems are related to IT components, which hold lifecycle and standard management information.

Purpose

Capturing system-level information is valuable in two main scenarios:

• Enable enterprise architects in consistent risk management with a configuration management database
(CMDB), particularly with ServiceNow.
• Enable solution architects and system architects to understand dependencies and details for ERP
transformations, particularly when driven by SAP discovery

The system fact sheet offers insights into:

• Hosting or deployment environments (such as development, production, testing, or quality assurance)

• Deployment models (such as public cloud, private cloud, or on-premise)
• Instance-level information, for example, local instances for high availability setups.

The following gives an agnostic overview of the interplay of applications, systems, and IT components.

Interplay of Applications, Systems, and IT Components

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The following table provides a clear distinction:

Systems Applications IT Components

• Systems that run an application, Applications serve a business purpose Non-instance level technologies, includ-
for example, ERP systems. and have a defined business context. ing software and hardware, or services
• Testing and sandbox environments that an organization’s applications and
Different applications usually have dif-
• Staging and quality assurance en- systems depend on.
ferent owners and life cycles.
vironments
For example:
• Stand-by fallback environments For example:
• Oracle DB 11.1
• Regional application instances -
SAP FI France, SAP FI Germany,
• AWS EC2

etc. • Microsoft .NET Framework 4.8

 Note

• The system fact sheet is an optional fact sheet type. It's not included in the predefined meta model by
default. You can add this fact sheet type to your meta model by following the instructions in Activating
the System Fact Sheet [page 150].
• System fact sheets are meant to be created and maintained automatically through imports, for
example, from SAP discovery and ServiceNow integrations.

Capturing Systems with SAP Discovery

An SAP system refers to the full technical environment supporting ERP solutions and related business
applications, including the application server, database, and system-specific configurations. The SAP discovery
feature automatically discovers SAP systems and services and captures the following:

• SAP system ID and SAP system number. For example: "P2W" and "3728388424". Both will also appear on
the fact sheet name by default.
• SAP deployment model. For example: SAP Public Cloud, SAP Private Cloud, or SAP On-Premise
• SAP environment in which the system is running. For example: Development, quality assurance, or
production.
• Installation number and customer number.

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 SAP System-Specific Attributes

During the discovery process, the associated applications and IT components are also discovered and
automatically linked to the reference catalog. For a detailed guide, see SAP Discovery [page 1390]. Capturing
this information enables better tracking, analysis, and decision-making. For example, using the application
landscape report clustered by systems, you can see which applications run on which SAP systems. You can
also generate aggregated reports based on deployment environments or deployment models, to categorize
and analyze applications and IT components based on deployment models, such as cloud versus on-premise.
For a more detailed guide on SAP system modeling, see Modeling SAP Systems [page 158].

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Modeling Examples:

Capturing Systems from ServiceNow

Since CMDBs are well-organized sources that maintain environment details and associated relationships, you
can pull deployment information into SAP LeanIX.

In ServiceNow, environments are available through the ‘Application Services’ table (CSDM 4.0 ) or 'Service
Instances' table (CSDM 5.0 ).

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In the integration configuration, map this or any other relevant table to the system fact sheet with ServiceNow
as the source.

The image below illustrates our recommended best-practice setup for the ServiceNow Integration:

 Note

Obsolence risk from IT components is not aggregated through system fact sheets. For obsoloscence risk to
be aggregated up to the application level, the IT components should be linked to the application fact sheets
either directly or through other IT components. To learn more, see Obsolescence Risk View Aggregation
[page 684]

Recommended Mapping Configuration for ServiceNow Integration

Bringing Together SAP Discovery and ServiceNow Data

When you leverage both SAP discovery and ServiceNow integration, SAP LeanIX combines information from
both sources to build a complete picture of the system landscape.

First, push discovered SAP system details to ServiceNow to keep your CMDB aligned with your inventory. In the
integration configuration, map the ‘SAP System’ table (cmdb_ci_appl_sap_system) to the system fact sheet
with SAP LeanIX as the source. For a detailed guide on the integration, see ServiceNow Integration [page 1509].

Then, pull existing ‘Application Service’ or 'Service Instances' from ServiceNow to SAP LeanIX by mapping the
according table to the system fact sheet with ServiceNow as the source. The illustration below is an example of
how information exchange between SAP LeanIX and ServiceNow combines data from all sources.

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The ServiceNow integration connects SAP systems discovered via SAP discovery with data from ServiceNow,
using the SAP System ID and SAP System Numbers as the common key. As a result, system fact sheets
are enriched with data from both SAP discovery and ServiceNow without conflicts. It links associated IT
components with the corresponding system fact sheets and applications.

It adds valuable operational context, including:

• The hardware and infrastructure components supporting the system

• The software components supporting the system (example: RedHat Linux, PostgreSQL)

By establishing relations between the system fact sheet and other fact sheets, such as application, IT
component, and initiative, you can answer key questions about your IT landscape. For example:

• Which applications run on a specific system?

• Which IT components are hosted on that system?
• Which transformation initiatives impact or involve the system?

Activating the System Fact Sheet

The system fact sheet is an optional fact sheet type. To add it to your meta model, do the following:

1. Navigate to the Optional Features & Early Accesssection in the administration area.
2. Click Review and Activatenext to System Fact Sheet.

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3. In the resulting outlay, click Activate Extension.

Activating the System Fact Sheet

 Note

• Once the system fact sheet is activated, it cannot be automatically rolled back and can only be
removed manually in the meta model configuration.
• You can also activate the system fact sheet while configuring SAP discovery. For more details, see Step
3: Connect SAP LeanIX to SAP Cloud ALM [page 1397].

Antipatterns

• Do not use the system fact sheet to model applications. An application is a software system or program
that directly supports business capabilities and processes within a business context.
• Don’t add relations like business capabilities, business context, or organizations to the System fact sheet;
these belong to application fact sheets. Systems are related to the business layer through the application
fact sheet.

Related Information

• SAP Modeling Best Practices [page 153]

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• Modeling SAP Systems [page 158]
• ERP Transformation [page 361]
• Application Modeling Guidelines [page 60]
• ServiceNow Integration [page 1509]

2.3 Modeling Best Practices

Best practices for modeling major IT systems.

 Note

For general guidelines and best practices for modeling applications and all other architectural elements,
see Fact Sheet Modeling Guidelines [page 60].

Modeling Major IT Systems

Modeling complex IT systems can be challenging. We provide examples that can serve as a starting point
and help accelerate the process of adding your major IT systems in SAP LeanIX. Additionally, you will get an
overview of how to model Software-as-a-Service (SaaS), Platform-as-a-Service (PaaS), and Infrastructure-as-
a-Service (IaaS) models in SAP LeanIX.

You will find our modeling best practices for major IT systems such as SAP [page 153], Microsoft [page 182],
Google [page 187], Salesforce [page 189], and AWS [page 190].

Please note that your own models may differ from our best practice examples. This could be due to industry-
specific Business Capabilities and the required degree of granularity in Technology Stacks.

Import Templates

We offer import templates for modeling the major IT systems mentioned above. You will always find them on
the information box, such as this one:

 Note

Information boxes like this one will provide a link to the import template below each model.

In order to successfully use the templates, below are some helpful tips:

• Download the .zip archive to your computer and save it somewhere where you will easily find it again
• Make sure to import the Excel files in the correct order, as indicated by the numbers in the first part of the
file names
• After you have finished importing the files, you can start to recreate the best practice model in the
diagrams section of SAP LeanIX

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2.3.1 SAP Modeling Best Practices

This modeling guide offers best practices for modeling SAP Cloud Solutions like S/4HANA and SAP BTP
alongside legacy systems like SAP ERP 6.0.

Overview

With SAP’s move to the cloud, organizations now need to plan and manage their target architecture in a hybrid
environment. This modeling guideline shows how to do that in the most efficient way. It provides best practices
for modeling SAP cloud solutions such as SAP S/4HANA, Ariba, SuccessFactors, as well as SAP BTP, and the
"old world" with SAP ERP 6.0. It focuses on applications, related business capabilities, and technical elements
(IT components, tech category), as well as platforms.

For enterprise architects navigating this landscape, modeling SAP cloud solutions presents specific challenges
due to the complexity and depth of the SAP landscape, involving a multitude of modules, components, and
dependencies. Enterprise architects must navigate this complexity to create accurate and meaningful models.
Moreover, the transition from SAP ERP 6.0 to S/4HANA involves significant architectural changes. It is crucial
for enterprise architects to model the current state and the to-be architecture in an accurate and efficient way
to support a smooth transformation in time and budget.

Relevant Use Cases

This guide provides you with a clear best practice on how to model SAP solutions. It is key to look at the
use case that you want to realize to decide which elements you want to focus on for architectural insights,
such as fact sheet types, the number of hierarchy levels, and the attributes of fact sheet types ("backward
thinking" principle as described in the General Modeling Guidelines [page 48]). Below are some high-level

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recommendations for common SAP-related use cases; follow the provided links for detailed information on
elements that are relevant for the respective use case:

Insights From the SAP LeanIX Best Practice Model Ap-

Use Case proach

Application Portfolio Assessment [page 274] - Efficiently

capture the SAP segment of your existing application port-
folio in a standardized manner:

• Model SAP systems as level 1 and 2 applications.

• Link them to business capabilities and organization fact
sheets.
• Capture TIME attributes to assess your portfolio and
identify application rationalization opportunities—espe-
cially useful in the context of ERP transformation.

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 Insights From the SAP LeanIX Best Practice Model Ap-
Use Case proach

ERP Transformation [page 361] - Capture the as-is SAP ERP

architecture, model the to-be architecture, and support the
entire S4/HANA transformation:

• Provide more business-relevant information by model-

ing objectives, business context, and platforms.
• Add IT components, interfaces, and data objects to un-
derstand your integration architecture.
• Model initiatives by defining their impacts with trans-
formation items to create roadmaps, plan scenarios, .
and carry out the aligned roll-out plan and architectural
changes.

The SAP LeanIX Architecture and Road Map Planning offers

advanced capabilities for future-state architecture and sce-
nario planning. To learn more, see SAP LeanIX Architecture
and Road Map Planning [page 1707].

Technology Risk Management [page 1683] - Manage obsoles-

cence risks, technology standards, etc., for your organiza-
tion’s SAP assets.

You can use the obsolescence risk view to prioritize which

SAP applications are to be analyzed and evaluated for po-
tential risks. Use surveys to validate data and determine
whether application owners accept certain risks at the IT
component level or if a transformation action is needed.

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Related Resources

Learn how to model SAP cloud solutions, S/4HANA, SAP Business Technology Platform (BTP), and SAP ERP
6.0 in the following pages:

• Modeling SAP Cloud Solutions [page 156]

• Modeling S/4HANA [page 160]
• Modeling SAP BTP [page 163]
• Modeling SAP Interfaces and External Partners [page 174]
• Modeling SAP ERP 6.0 [page 175]

2.3.1.1 Modeling SAP Cloud Solutions

Understand the business and technical perspectives of modeling SAP Cloud Solutions and learn how to model
them in SAP LeanIX.

SAP Cloud Solutions Modeling Perspectives

SAP's cloud portfolio, mainly offered as Software-as-a-Service (SaaS), aligns with the evolving architecture of
ERP landscapes. Offered through the SAP Business Technology Platform (BTP), it provides a robust platform
and integration for various business needs. Key examples of SAP cloud solutions include:

• At the core are Cloud ERP solutions: SAP S/4HANA Cloud Private Edition and SAP S/4HANA Cloud Public
Edition.
• A portfolio of integrated SAP and ecosystem applications: HCM, Spend, CRM, Business Transformation,
SAP Ariba, SAP Concur, SAP SuccessFactors, SAP Signavio, and SAP LeanIX.
• Foundational technology for integration and extension: SAP Business Technology Platform (SAP BTP).

SAP Cloud Solutions Modeling Best Practices and Guidelines

• SAP cloud solutions and all important instances are modeled as an application. Name the application
in a way a business user would call it, e.g., SAP S/4HANA Private Cloud, SAP Ariba Sourcing, SAP
Ariba Procurement, SAP SuccessFactors HXM Suite, SAP Signavio Process Intelligence, Signavio Process
Manager, SAP LeanIX would be level-1 applications and the modules such as Asset Management, Finance,
Manufacturing would be level-2 applications.
• You can leverage SAP LeanIX SaaS Discovery [page 1291] to detect some of the SaaS applications and also
identify multiple instances of them.
• To add more context and accuracy to the model, two IT components should be associated with these
applications:
• One for representing the service itself.
• One for representing the region of the data center where the service is hosted.

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• Optional: The platform fact sheet can facilitate communication with business stakeholders using
commonly understood terminology. It makes sense if your organization has different platforms and if the
concept is typically understood by your business stakeholders. For more details, refer to Platform Modeling
Guidelines [page 133]. If you use the platform fact sheet in the context of your SAP ERP transformation,
you might want to create a platform fact sheet “Old ERP” and a Fact Sheet “New ERP - S/4HANA” (for
other organizations, it could be “OneERP”).
• Optional: If you want to map interfaces between your SAP systems to SAP LeanIX, use the interface [page
106] fact sheet type. This is in particular critical for S/4HANA transformation use cases where you need to
understand your organization's integration architecture.

 Tip

Best Practice Recommendation: Leverage the SAP Discovery feature to detect SAP systems, services, and
custom-built extensions. It eliminates a lot of manual effort in building your inventory and adheres to best
practice guidelines while creating and linking fact sheets from discovered items. Created fact sheets are
also linked to the reference catalog, ensuring high data quality. For a detailed guide, see SAP Discovery
[page 1390].

 Tip

Choose clear naming for your applications. When modeling SAP cloud solutions in SAP LeanIX, it's
important to assign meaningful names to convey a clear business context.

Modeling Example for SAP Cloud Solutions

Handling Multiple Instances of SAP Cloud Solutions

Organizations often maintain multiple instances of SAP cloud solutions for different geographies and
organizational contexts. It is recommended to capture these as separate applications in SAP LeanIX to
reflect variations in ownership and business context. However, when dealing with different stages, such as

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development (Dev), quality assurance (QA), and production (Prod), it's best to document only the production
(Prod) instances in SAP LeanIX to ensure more efficient application management and monitoring.

Modeling SAP Systems

An SAP system represents the complete technical environment that supports ERP solutions and related
business applications. It includes a combination of hardware and software components, such as the application
server, database, and system-specific configurations.

Using the SAP system fact sheet subtype, you can gain system-centric views when managing ERP
transformations and upgrades. This fact sheet subtype lets you capture key SAP-specific data, such as system
ID (for example, "POP" or"P42"), system number, installation number, and customer number directly within
SAP LeanIX. This allows you to get a characteristic overview of your SAP landscape, for example, using an
aggregated report view based on the deployment model, such as public cloud, private cloud, or on-premise,
or based on environments like development (DEV), quality assurance (QA), and production (PROD). To learn
more, see System Modeling Guidelines [page 144].

Though transformation planning should still happen at the application level, incorporating system-level insights
helps you contextualize changes and manage dependencies more effectively.

By establishing relations between the system fact sheet and other fact sheets, such as application, IT
component, and initiative, you can answer key questions about your IT landscape. For example:

• Which applications run on a specific system?

• Which IT components are hosted on that system?
• Which transformation initiatives impact or involve the system?

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With a clearer view of dependencies, you can manage transformations more effectively across your SAP
landscape.

 Tip

To kick-start your SAP system modeling, use the SAP landscape discovery feature. It automatically
discovers your SAP systems and lists them in an inbox for review. You can select the relevant discovered
items, create system fact sheets, and automatically link them to related applications and IT components.
To learn more, see SAP Cloud ALM Integration for SAP Discovery [page 1391].

Modeling Instance Strategy With System Fact Sheets

The system fact sheet also supports the use case of modeling instance strategies for transformation initiatives.
Gaining transparency into system-level dependencies is crucial for managing system interfaces and assessing
how systems are structured and evolve over time during transformations. It enables teams to evaluate
what they can reconfigure, rewire, customize, or standardize. This helps manage the complexity of system
integrations during testing and implementation.

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2.3.1.2 Modeling SAP S/4HANA

Understand the SAP S/4HANA application structure and the key difference between modeling the S/4HANA
stack and the classic SAP ERP stack, and learn how to model S/4HANA in SAP LeanIX.

Introduction

SAP S/4HANA is a next-generation ERP suite built on the SAP HANA platform, offering improved capabilities
and a more streamlined architecture. Unlike the traditional SAP ERP, which employs a complex three-tier
architecture, S/4HANA runs on the SAP HANA database, featuring a simplified data model. It also uses the
SAP Fiori interface, providing an intuitive user experience.

A notable difference is that instead of traditional modules, SAP S/4HANA is organized into lines of business. In
this guide, we provide modeling guidelines for SAP S/4HANA and outline the key differences between modeling
the S/4HANA stack and the classic SAP ERP stack.

 Tip

To kick-start your SAP S/4HANA modeling, use the SAP landscape discovery feature. It automatically
discovers your SAP services and systems and lists them in an inbox for review. From there, you can select
the relevant discovered items and create application fact sheets as needed. This can serve as a good
starting point for your modeling. To learn more, see SAP Landscape Discovery [page 1391].

SAP S/4HANA Modeling Best Practices and Guidelines

Modeling SAP S/4HANA is not too different compared to modeling SAP ERP 6.0 [page 175]:

• Use level-1 applications to represent S/4HANA or S/4HANA Cloud and level-2 applications to represent
the lines of business, such as Finance, Sourcing and Procurement, and Marketing—similar to how SAP
modules are modeled as level-2 applications in ERP 6.0.
• A key difference in S/4HANA is the addition of Fiori apps. The best practice is to only model custom Fiori
applications and including them as level-3 applications in SAP LeanIX.
• Depending on the desired level of granularity, choose two or three application levels. Since S/4HANA
employs a different technical backbone than ERP 6.0 (using the HANA database and given that S/4HANA
environments are often cloud-based) the IT components vary from those in ERP 6.0.
• Link the business capabilities to the lines of business and lower-level applications. You can always get an
aggregated view at the ERP level in the reports when needed.

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 Modeling SAP S/4HANA Applications and IT Components

The following diagrams show best practices for modeling different deployment models:

On-Premise Deployment

S/4HANA On-Premise Deployment

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Cloud Deployment

S/4HANA Cloud Deployment

Hybrid Deployment

S/4HANA Hybrid Deployment

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Modeling Fiori Applications as Part of the S4/HANA Tech Stack

With the introduction of SAP S/4HANA, Fiori applications are an integral part of the SAP landscape. SAP
provides a set of standard Fiori apps that can be customized to fit your organization's needs. Additionally, you
can create custom Fiori apps using different SAP programming models (RAP or CAP ). To learn more about
standard Fiori apps, see SAP Fiori Apps Reference Library.

Fiori applications generally fall into two categories:

• Standard Fiori Apps: These apps are used mostly as delivered by SAP, supporting standard processes and
functionalities in SAP S/4HANA. They function more like components within the system.
• Custom Fiori Apps: These apps are either developed in-house or customized from the standard set. They
add specific value, create custom outputs, create documents, or have a high significance in differentiating
your organization.

Our best practice is to model only custom Fiori apps in SAP LeanIX as level-3 applications under the SAP line
of business application. We recommend against modeling a large number of standard Fiori apps, as this adds
unnecessary complexity to your application repository without providing significant value.

2.3.1.3 Modeling SAP BTP

Learn best practices for SAP BTP modeling, including guidelines for gaining insights and general approaches to
structure your SAP BTP architecture.

Introduction

The SAP Business Technology Platform (BTP) is becoming increasingly important in the SAP landscape. As
a comprehensive offering from SAP, it provides tools, services, and technologies for developing, extending,
integrating, and managing SAP applications and data. To learn more, see SAP Business Technology Platform
(BTP) .

In line with SAP's Clean Core and Fit2Standard concepts, customized enhancements are deployed in SAP BTP
instead of directly in the SAP S/4HANA core. Because BTP is more open compared to the relatively closed
SAP core system, it's essential to develop it strategically while maintaining an overview of the various solutions
implemented and operated within it.

Modeling SAP BTP in SAP LeanIX brings transparency to your entire ERP landscape, including the significant
SAP BTP elements your organization uses. It also helps identify potential risks to your ERP system and
ensures security. By integrating SAP ERP and BTP data in SAP LeanIX, you gain a holistic view of your
Intelligent Enterprise, from end-to-end processes and capabilities to implementations in S/4HANA or SAP BTP
environments.

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Gaining Insights from SAP BTP Modeling

SAP LeanIX supports the following typical scenarios for which it is beneficial to model SAP BTP:

Documenting SAP BTP Usage in the Application Landscape

Modeling SAP BTP in SAP LeanIX allows you understand where specific PaaS services from SAP BTP are used
in your application landscape, which business capabilities rely on SAP BTP services. It helps you determine
where within your application landscape the SAP BTP platform is used. Additionally, you can identify which
parts of your organization or business units make use of SAP BTP.

Example reports:

Application Matrix Report Showing Applications Grouped by Organizations

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 Application Landscape Report Showing All Applications Grouped by Business Capabilities

You also get a complete overview of your SAP BTP account structure, including both global accounts and
Subaccounts, and identify the individuals responsible for managing them. You can also list the services used
in each Subaccount, track the adoption rate of BTP across different areas, and link business capabilities and
processes to your SAP BTP services and components, especially those related to your Fiori applications.

Example reports:

IT Component Landscape Report Detailing the SAP BTP PaaS Services Used Within Each Subaccount

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 Matrix Report Showing Applications Mapped to BTP Platform Fact Sheet and Processes

Visualizing Tech Standards Usage and Governance Compliance

SAP LeanIX provides insights into your organization's technology standards for SAP BTP usage, broken down
by areas like app development and automation. Creating a BTP Radar in SAP LeanIX helps determine what
percentage of your SAP-related integrations leverage SAP BTP. Additionally, it allows you to assess whether you
are adhering to tech standards when implementing extensions, ensuring compliance and governance across
your projects.

Example reports:

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 SAP BTP Radar Showing All BTP PaaS Services Grouped by Category and Rated Based on Assessment

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 Clean Core Assessment Showing the SAP BTP Status of the Applications

Interface Landscape Report Showing Interfaces Running on SAP Integration Suite (BTP) and SAP Process Orchestration

Building up SAP BTP as a Strategic Platform

Use SAP LeanIX to plan, document, and build BTP as your organization's strategic platform, aligned with your
business goals. This involves mapping out dependencies on other projects, for example, those focused on
adoption and setting up basic services like HANA Cloud for app development or common monitoring services.

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 Diagram Showing Initiatives That Leverage SAP BTP To Adhere to SAP’s Clean Core Approach and Towards Resilient
Applications

Support Agile Development

Use SAP LeanIX to increase the efficiency of building applications on BTP. Start with an assessment of the
available BTP services based on the needs of your organization and document the result of the assessment
in SAP LeanIX using the radar report [page 717] (typically done in a workshop with the development team).
Before building a new application, teams can check the radar report to identify the adopted services (falling
in the innermost ring of the radar) and choose them without needing additional reviews. Each team can also
review their applications to replace any services that are no longer recommended for use.

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 Radar Report To Easily Identify Adopted SAP BTP PaaS Services While Building New Applications

General Guidelines and Best Practices for SAP BTP Modeling

The SAP BTP is the current technical platform for building extensions to your SAP ERP. Going forward, it is
expected to become the primary platform for your ERP system. Setting up your account model in SAP BTP
becomes a critical aspect of designing your future SAP ERP system. Therefore, your Subaccount structure
should properly reflect the structure suggested in the platform fact sheets. It's important to make an informed
decision on whether to have only Subaccounts used for production or to provide a more comprehensive view.

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 Example of Account Model With Directories and Subaccounts

The best-practice way to model SAP BTP in SAP LeanIX is as follows:

• Define your SAP BTP account structure with the platform fact sheet, which reflects SAP BTP's logical
governance structure. It consolidates all your SAP BTP Global and Subaccounts, showing responsibility
and potentially costs for major BTP elements.
• Start with SAP Business Technology as level 1. This will allow you to filter your landscape to SAP BTP.
• Model Global Accounts on level 2 and Subaccounts on level 3.
• <Optional:> model directories and spaces if it helps to create views that are relevant to your
organization.
• <Optional:> Add additional information, like cost centers, using tags.

Platform Landscape Report Showing Global Accounts at Level 2, and Directory at Level 3

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• To automate the process, retrieve the Subaccount structure through an API from SAP BTP Cockpit and
import costs from the BTP Cockpit to SAP LeanIX. To learn more about the APIs, see Core Services of SAP
BTP .
• Define objectives and intiatives to build up your SAP BTP instance to your strategic ERP platform of the
future. You can also link other objectives and initiatives to your platform fact sheets.
• Link fact sheets from the business architecture layer (organization, business capability, business context)
to get a good understanding of the business value of your SAP BTP solutions.
• Model custom-built and deployed apps on SAP BTP with application fact sheets. We suggest focusing on
major applications that address business challenges, such as customized Fiori apps. In the BTP Cockpit,
HTML5 applications would be an application in SAP LeanIX. Link the applications to the platform in which
they are deployed.

You HTML5 Application Documented Using Application Fact Sheet

• Connect these applications to the relevant PaaS services using IT component fact sheets and link them to
underlying SAP ERP systems via interface fact sheets if they retrieve data from those systems.
• By linking to IT components, you can document the region and cloud provider used for each Subaccount.

Documenting Used Region and Cloud Provider for a Subaccount

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• Import all SAP BTP PaaS services and assess them based on your organization's requirements. Stay with
generic services and avoiding modeling all instances of a service. Instead, link them to the platforms and
applications where they are used.

 Note

• To learn more about various fact sheet types and how to use them, see Fact Sheet Modeling Guidelines
[page 60].
• To learn about SAP LeanIX meta model v4, see Meta Model [page 42].

Fact Sheets for SAP BTP Modeling

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A typical hybrid SAP and BTP landscape would look like this in SAP LeanIX:

Modeling SAP BTP

2.3.1.4 Modeling SAP Interfaces and External Partners

Learn how to model SAP Interfaces and External Partners.

Interfaces (i.e., internal or external system dependencies) can be critical, especially in ERP transformations
and operations. We recommend modeling 'business' interfaces in SAP LeanIX (those understood by business
or key stakeholders) and also linking technical information in the resources tab, such as diagrams or other
technical documentation. Important attributes to consider when modeling interfaces include responsibilities,
technology dependencies, and security information.

Data maintenance can be handled collaboratively and through automated solutions, like automation and
survey features. The interface circle map is a useful tool for visualizing dependencies during implementation.

To learn about automation and surveys, see Automations [page 991] and Surveys [page 809]. To learn how to
add resources to the fact sheet, see Storing Resources on Fact Sheets [page 598].

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 Visualizing Dependencies with Circle Map

When modeling external partners, you have different options:

• Cluster external partner dependencies: Create one or more application fact sheets to group external
partner dependencies. You can add IT components and provider fact sheets as needed. This approach
is ideal when the dependencies are of low strategic importance. It also allows you to use the same data
objects and interfaces for multiple partners.
• Model external partners as separate applications: Model each external partner as an individual application
with specific interfaces. This approach is suitable when dependencies are highly strategic and need
individual visualization. It allows for more detailed modeling of each partner's impact and relationships.

2.3.1.5 Modeling SAP ERP 6.0

Learn key approaches for modeling SAP ERP 6.0, including product versions, software components, technical
components, and interfaces, as well as modeling system instances, such as local customizations.

Overview

SAP ERP is the traditional suite of enterprise software applications developed by SAP to help businesses
manage their key processes, such as finance, human resources, procurement, supply chain, and more. SAP
ERP 6.0 is a major SAP ERP suite that will be supported until 2030.

SAP ERP is built on the classic R/3 architecture, where "R/3" stands for Real-Time, Three-Tier Architecture.
It typically uses a relational database management system (RDBMS) for its back end, such as Microsoft

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SQL Server, Oracle, or IBM Db2. The suite is primarily deployed on-premise, though some cloud deployment
options exist.

This guide focuses on modeling the "old" SAP ERP solutions to support best practices modeling for ERP/
S/4HANA transformation use cases (check the ERP Transformation [page 361] use case guide for details).
Follow the general instructions from the Modeling SAP Cloud Solutions [page 156] guide while modeling the
SAP ERP 6.0 in SAP LeanIX since most of the best practices apply for SAP ERP 6.0 as well.

General Guidelines for Modeling SAP ERP 6.0

• Like other SAP applications, SAP ERP 6.0 should be modeled as a level 1 application, with underlying
modules, such as SAP MM and SAP FI, as level 2 applications.
• Model SAP product versions, enhancement packages, add-ons, and industry solutions as IT components.

SAP LeanIX Modeling Best Practice for SAP ERP 6.0

Our general recommendation is to focus on the business perspective. This aligns with SAP LeanIX’s
application-centric view and the core objective of SAP LeanIX: to bring IT and business together to support
strategic planning and decision-making. Bring all instances of an SAP application with business impact into
SAP LeanIX, as this reflects the SAP LeanIX concept of an application.

In some scenarios, organizations may opt for a technical perspective following the logic of SAP System ID (SID)
(unique identifier for an SAP system within the landscape, typically encompassing a database and multiple
application servers) and Client (Mandant (logical partition or container within an SAP system, addressing a
specific user group and containing its own data). For instance, if an organization frequently acquires new
companies and prefers to keep SAP clients separate, it's better to model SIDs as level 1 applications, SAP
Clients as level 2 applications, and individual SAP applications as level 3 applications in SAP LeanIX. This
approach maintains a logical structure while accommodating specific business needs.

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 Technical modeling approach

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Modeling SAP Product Versions, Software Components, Technical
Components, and Interfaces

This section provides guidance on modeling the technical details of the SAP ERP 6.0 application landscape. To
do so effectively, it's essential to understand the SAP product structure, which is illustrated below:

SAP Product Model

As previously mentioned, SAP applications and modules are modeled as applications in SAP LeanIX. However,
an SAP ERP 6.0 application often uses multiple product versions and various software components. The
best practice is to map SAP product versions, enhancement packages, add-ons, and industry solutions to

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IT components in SAP LeanIX. Additionally, specific SAP software components are represented using IT
components:

Modeling Product Versions, Enhanced Packages, Add-ons, and Industry Solutions to IT Components

Use the tech category fact sheet if you want to categorize and structure different types of product versions:

Using Tech Category to Model Different Types of Product Versions

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You can also use the tech category to map technical objects and systems, such as application servers,
databases, operating systems, etc., to IT components:

Using Tech Category to Map Technical Objects

You can determine the level of detail for your model—for example, whether you want to model interfaces
on level 1 or level 2 of applications. Typically, at this level, you would also consider modeling data objects
to understand how data flows between applications. This is an important insight for ERP transformation use
cases, as it helps visualize data movement and identify potential dependencies or bottlenecks in the system.

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The following diagram shows an example of how to model SAP interfaces in SAP LeanIX:

Example for Modeling ERP 6.0 including Data Objects and Interfaces

It is also possible to map your SAP company codes and providers to SAP LeanIX. We recommend mapping
them to the organization and provider fact sheet types.

Modeling Instances of Systems

While many companies aim to consolidate to a single ERP system, multinational corporations often have
multiple ERP systems, typically using SAP ERP 6.0 but with different configurations for different organizations,
interfaces, or integrations with other systems. If it is beneficial for your organization to represent these
differences create separate application fact sheets in SAP LeanIX (as mentioned in the guide Modeling SAP
Cloud Solutions [page 156]). For example:

• for different countries: SAP FI France, SAP FI Germany, etc.

• for different business units: SAP FI BU1, SAP FI BU2

 Note

To kick-start your SAP ERP modeling in SAP LeanIX, use our SAP ERP import template. Download a copy of
the Excel file .

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2.3.2 Microsoft Applications Modeling Best Practices

This modeling guide offers best practices for modeling Microsoft solutions like Microsoft Azure, Microsoft
Dynamics, and Microsoft Office 365.

Microsoft Azure (IaaS)

Infrastructure-as-a-Service (IaaS) is a service model that delivers computer infrastructure on an outsourced

basis to support enterprise operations. Typically, IaaS provides hardware, storage, servers, and data center
space or network components. The following diagrams show an example of how to model services of Microsoft
Azure as an IaaS solution in SAP LeanIX.

In this case, a sample web application called “Azure web application” uses several IT components, which
represent the popular services of Azure. Each IT component is connected to its respective Tech Category
and the Provider. As an example, we see that “Azure web application” uses the service "Microsoft Azure
DevOps Services" for design and development purposes. The first model shows the Tech Category on its
lowest hierarchy level, while the second model uses the SAP LeanIX roll-up functionality, which shows the full
hierarchy of the Tech Category.

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  Note

Download a copy of the Excel file and start modeling Microsoft Azure in SAP LeanIX.

Microsoft Dynamics

The following model shows an implementation of the enterprise suite of Microsoft Dynamics.

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  Note

Import Template

Download a copy of the Excel file for the Dynamics import template and kick-start your Microsoft
Dynamics modeling with SAP LeanIX.

Microsoft Office 365

Microsoft Office 365 consists of a number of different objects that make up a digital workplace solution.
Applications are often provided in different forms (online, desktop, mobile). Additionally, new Applications can
be created or 3rd party Applications added, for example through SharePoint Online.

Tools such as Outlook, Word, or Excel are modeled here as Applications and IT Components. There are a couple
of considerations:

• Creating Applications allows you to link Business Capabilities and generate business-focused reports for
your Microsoft Office 365 environment.
• Creating separate Applications for desktop, mobile and web allows you to distinguish different levels of
functionality and maturity of each product.
• Creating ITCs allows you to link Tech Category and generate technology-focused reports.
• Creating separate ITCs for desktop, mobile, and web allows you to break these out into different Tech
Categories.

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Depending on your reporting needs, you may find the need to create Applications as well as ITCs (as illustrated
here), or you may choose to create one or the other.

Please note that the Business Capabilities as well as the Tech Category here remain at a relatively high level. For
your organization, you may wish to include more detail. However, a high level approach like this can be useful to
get started and achieve a clearer view in a short amount of time.

The Business Capability "Employee Digital Capability Enablement" is aimed at covering Applications that are
generally available to all employees and provide a basic set of capabilities that almost every department needs.
This can be an alternative to having e.g. a unified communications solution like Teams appear under multiple
different Business Capabilities under multiple different areas.

The Application "Microsoft Productivity Software Management" does not exist as an Application created by
Microsoft. Rather, the goal is to highlight that the platform provides IT with the means of managing and
provisioning the included Applications.

 Note

Import Template

Download a copy of the Excel file for the Office 365 import template and kick-start your modeling with
SAP LeanIX.

SharePoint Online

To this day, SharePoint is used by organizations globally as an intranet or as a catch-all platform for content
and collaboration. Traditionally an on-premise solution, sometimes implemented in a hybrid setup, Microsoft
has been promoting a 'cloud first' strategy for SharePoint for the past few years. This means that new features
first see the light of day in SharePoint Online before being available on-premise.

The way SharePoint Online is placed within the context of Microsoft 365, it seems more akin to an individual
Application rather than a platform in its own right. However, it still allows users to build their Applications by
customizing list forms and applying workflows.

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There are a number of considerations when modeling SharePoint Online:

• There should be an IT Component that represents the SharePoint Online web service or platform. From a
Tech Category perspective, this allows you to clearly distinguish it from other web services that are used to
run a single Application (e.g. Word).
• If you want to simplify how SharePoint Online is represented from an Application perspective, you can
simply create an Application such as "Intranet" or whatever name you are assigning to your intranet. This
reduces complexity while allowing you to include SharePoint Online in your Application-level reports.

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• If you are using SharePoint Online to build Applications in their own right (e.g. PTO requests), you may
want to represent these as separate Applications. This allows you to apply individual User Groups and
Business Capabilities at a more granular level. This can be useful, for example, if you are replacing an
existing Application with something built in SharePoint and you want to indicate that it is the successor.
• If you are installing 3rd party Applications in SharePoint Online, it makes sense to create a new Application
as well as a matching IT Component. This allows you to track the vendor of this Application by setting them
up as the IT Component's Provider. It will also allows you to track any costs not covered by your Microsoft
365 license.

2.3.3 Google Cloud Platform Modeling Best Practices

This modeling guide offers best practices for modeling the services of the Google Cloud Platform (GCP) as an
IaaS solution.

Infrastructure-as-a-Service (IaaS) is a service model that delivers computer infrastructure on an outsourced

basis to support enterprise operations. Typically, IaaS provides hardware, storage, servers, and data center
space or network components. The following diagrams show an example of how to model services of the
Google Cloud Platform as an IaaS solution in SAP LeanIX.

In this case, a sample web application called “GCP web application” uses several IT components, which
represent popular services of GCP. Each IT component is connected to its respective Technology Stack and
the Provider. As an example, we see that “GCP web application” uses the service "Google Cloud Dataflow" for
data analytics and virtualization purposes. The first model shows the Technology Stacks on its lowest hierarchy
level, while the second model uses the SAP LeanIX roll-up functionality, which shows the full hierarchy of the
Technology Stacks.

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  Note

Get your own copy of the Google Cloud Platform template. Download a copy of the Excel file and
kick-start your Google Cloud Platform modeling with SAP LeanIX.

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2.3.4 Salesforce Applications Modeling Best Practices

This modeling guide offers best practices for modeling Salesforce as a SaaS and a PaaS solution.

Similar to SAP, Salesforce is heavily used worldwide as the leading CRM tool. In contrast to the SAP solutions
we analyzed in the previous sections, Salesforce can be considered a SaaS and a PaaS solution. The modeling
is different. In the following sections, we will show you best practices for modeling Salesforce as a SaaS and a
PaaS solution.

Salesforce (SaaS)

Software-as-a-Service (SaaS) is a way of delivering centrally hosted applications as a service over the internet.
SaaS applications run on a SaaS provider’s servers. Instead of installing and maintaining software, you simply
access it via the internet. The provider manages access to the application, including security, availability, and
performance. SaaS business applications are usually accessed through a thin client via the web browser. The
following diagram shows an example of how to model Salesforce as a SaaS solution in SAP LeanIX:

 Note

Download a copy of Excel file for the Salesforce SaaS import template and kick-start your Salesforce
modeling with SAP LeanIX.

Salesforce (PaaS)

Platform-as-a-Service (PaaS) is a proven model for running applications without the hassle of maintaining
on-premise hardware or software infrastructure at your company. The built-in features and functionality take

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care of back-end concerns such as security, infrastructure, and data integration so that you can focus on
building your apps faster. The following diagram shows an example of how to model Salesforce as a PaaS
solution in SAP LeanIX:

 Note

Download a copy of Excel file for the Salesforce PaaS import template and kick-start your Salesforce
modeling with SAP LeanIX.

2.3.5 AWS Applications Modeling Best Practices

This modeling guide offers best practices for modeling Amazon Web Services (AWS).

Amazon Web Services (IaaS)

Infrastructure-as-a-Service (IaaS) is a service model that delivers computer infrastructure on an outsourced

basis to support enterprise operations. Typically, IaaS provides hardware, storage, servers, and data center
space or network components. The following diagrams show an example of how to model services of AWS as
an IaaS solution in SAP LeanIX.

In this case, a sample web application called “My web application” uses several IT components, which
represent popular services of AWS. Each IT component is connected to its respective Technology Stack and the
Provider. As an example, we see that “My web application” uses the service CloudFront as a content delivery
network (CDN). The first model shows the Technology Stacks on its lowest hierarchy level, while the second
model uses the SAP LeanIX roll-up functionality, which shows the full hierarchy of the Technology Stacks.

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  Note

Get your own copy of the AWS import template. Download a copy of the Excel file and kick-start your
Amazon Web Services modeling with SAP LeanIX.

As an alternative and simplified view on your AWS services, you can also use the drill-down functionality as
shown in the following model.

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2.4 Meta Model Extensions

Activate optional extensions to the meta model to support specific use cases and enterprise architecture
management practices.

Extensions enhance the meta model by introducing additional elements. Designed according to enterprise
architecture management best practices, these extensions address specific use cases and deliver added value
without requiring manual configuration.

As an admin, you can activate optional extensions in the Optional Features and Early Access section in the
administration area. After activation, you can customize attributes or add new ones to better align the meta
model with your organization’s needs.

The table below lists optional extensions to the meta model.

Meta Model Extensions

Extension Description Detailed Information

AI governance and adoption This extension offers a structured AI Governance Extension to the Meta
Model [page 193]
framework for tracking, managing,
and evaluating organizations' AI usage,
risks, and potential. It helps organiza-
tions adopt best practices for AI gover-
nance, ensuring AI initiatives align with
overall business strategies. It also fa-
cilitates visualization and assessment
of AI technologies across the IT land-
scape.

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Extension Description Detailed Information

Digital Operational Resilience Act This extension helps you integrate Digital Operational Resilience Act
(DORA) (DORA) Extension to the Meta Model
DORA regulatory requirements with
[page 196]
your IT and business architecture. It al-
lows you to track, manage, and docu-
ment compliance by linking DORA obli-
gations to systems, processes, and ven-
dors. This enables you to assess risks,
test resilience, and respond quickly dur-
ing disruptions.

Application total cost of ownership This extension helps you to gain trans- Application Total Cost of Ownership
parency into the total cost of owner- (TCO) Extension [page 203]
ship for applications. As a lightweight
solution for cost management it also al-
lows you to align architecture costs with
strategic objectives through robust cost
allocation and aggregation capabilities.

AI agent This extension helps you model and AI Agent Extension to the Meta Model
[page 206]
govern your organization's AI agents
and MCP servers to track the adoption
of your AI agent strategy.

SAP suggestions in your landscape This extension adds SAP suggestions SAP Suggestions in Your Landscape Ex-
tension to the Meta Model [page 213]
for applications and AI agents to dedi-
cated reports, allowing you to identify
optimization opportunities. You can cre-
ate fact sheets from suggestions.

2.4.1 AI Governance Extension to the Meta Model

Improve AI governance and adoption in your organization. Track and manage AI usage, evaluate risks, and
assess AI potential.

Overview

The AI governance extension to the meta model lets you effectively track, manage, and categorize AI usage
and risk. It helps you adopt best practices for modeling AI in your workspace for both commercial off-the-shelf
(COTS) and self-built software.

To learn how to implement AI governance and adoption practices in SAP LeanIX using the extension, see AI
Governance and Adoption [page 484].

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Activating the AI Governance Extension

Admins can activate the AI governance extension in the administration area. Follow these steps:

1. In the administration area, go to the Optional Features and Early Access section.
2. For the AI Governance and Adoption extension, choose Activate, then confirm your action.

Meta Model Additions

The table below lists the additions to the meta model provided by the AI governance extension.

Fact Sheet Type Meta Model Additions

Business capability AI Potential field in the AI Potential Assessment subsection

Application Fields in the AI Governance and Adoption subsection:

• AI Usage
• AI Risk
• Type of Artificial Intelligence (AI)
• Type of Artificial Intelligence (AI) Description
• AI Potential

IT component • AI Radar Classification field in the Technology

Assessment subsection
• New fact sheet subtype: AI Model (previously named
“LLM”)

 Note
Before November 3, 2025, the IT component fact sheet
subtype added by the AI governance extension was
named “LLM.“ If you activate the extension after this
date, this fact sheet subtype is added with the “AI
Model“ name. To learn how to transition to the AI model
subtype, see Transitioning to the AI Model Fact Sheet
Subtype [page 123].

Getting Insights from Reports

Once you have gathered the data, generate reports to gain insights into your application portfolio. This
allows you to identify where new AI technologies are already in use and where there are opportunities for
improvement and increased efficiency.

For example:

• Using an application landscape report, you can easily identify which key business capabilities are at risk
arising from AI usage or which business capabilities can leverage AI better. To do so, in the application

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 landscape report clustered by business capabilities, you can apply AI Risk or AI Potential as a view. To learn
how to use reports, see Using Reports [page 663].

 Tip

Apply the AI Available filter from the filter bar to display only those applications that use AI capabilities.

 Note

To avoid overwhelming users with too many view attributes and to keep the interface lean, many fields are
hidden by default in the View drop-down menu in reports. In the meta model configuration, you can choose
to include or exclude attributes based on your needs. To learn more, see Showing Fields in Views [page
951].

• You can also use a business capability landscape report to get a consolidated view to identify and prioritize
business capabilities with high potential for AI adoption.

Using Business Capability Landscape Report to Identify AI Potential

• With the IT component matrix report, you can assess which AI algorithms and large language models
(LLMs) are supporting which applications. To do so, in the IT component matrix report settings, select
Application for one of the axes and apply the necessary view for your analysis.
• Using the technology radar report, you can gain insights into your AI governance and adoption status. From
the radar report settings, choose AI Radar Classification for the sector category. To learn more about radar
reports, see Radar Report [page 717].

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2.4.2 Digital Operational Resilience Act (DORA) Extension to
the Meta Model

An overview of fields, relations, and subtypes across application, IT component, business context, and provider
fact sheets to support DORA compliance.

Overview

The Digital Operational Resilience Act (DORA) is an EU regulation designed to ensure that financial
institutions can effectively manage technology risks and remain resilient to disruptions in their information and
communication technology (ICT) systems. DORA aims to enhance financial institutions' operational resilience
by setting uniform guidelines for managing ICT risks, incident reporting, operational resilience testing, and
third-party risk management.

With SAP LeanIX’s meta model extension, organizations can seamlessly integrate DORA regulatory
requirements with enterprise architecture. You can create a regulatory dictionary, categorize DORA
requirements, and link DORA obligations directly to specific IT and business architecture elements, making
it easy to track and manage compliance. You can document scenario testing for resilience assessments,
document the impacts, and evaluate vendor compliance. Additionally, during global incidents, you can conduct
real-time impact assessment, ensuring that you can quickly respond to disruptions.

For a detailed guide on all available attributes with DORA extension, see Digital Operational Resilience Act
(DORA) Attributes [page 197].

Activating the DORA Meta Model Extension

Admins can activate the DORA extension in the administration area. Follow these steps:

1. In the administration area, select Optional Features & Early Access under Advanced Settings.
2. In the DIGITAL OPERATIONAL RESILIENCE ACT (DORA) section, click Activate
3. Confirm your action by clicking Activate again in the resulting overlay.

 Note

Once activated, the DORA extension cannot be automatically rolled back. To revert the meta model
extension, you have to manually remove the attributes from your meta model.

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 Activating DORA Meta Model Extension

2.4.2.1 Digital Operational Resilience Act (DORA)

Attributes

Learn which attributes are available with the Digital Operational Resilience Act (DORA) extension.

The meta model extension as part of the DORA extension includes a set of DORA-specific attributes. Most
of the DORA-related attributes are organized within a dedicated section called DORA (Digital Operational
Resilience Act). These attributes are further grouped into subcategories to provide better structure and clarity.

Fields and Relations in Application and IT Component Fact Sheets

Attributes for Name & Description

Attribute Name Type Description

DORA Critical Single Select A binary field to indicate whether an ap-

plication is considered critical for DORA
compliance or not.

Attributes for Impact Assessment

Attributes are evaluated on a 4-point scale.

Attribute Name Type Description

Service Disruption Single Select Manual assessment of the potential dis-

ruption time in the event of service dis-
ruption.

Financial Impact Single Select Manual assessment of how high the fi-
nancial impact would be in the event of
an incident.

Reputational Damage Single Select Manual assessment of the potential

damage to the organization's reputa-
tion in the event of an incident.

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Attribute Name Type Description

Regulatory Impact Single Select Manual assessment of potential regu-

latory sanctions in the event of data
leaks.

Impact Classification Single Select Overall impact based on the severity

level of the other attributes.

Attributes for Resilience Testing

Attribute Name Type Description

Training & Awareness Multi-Select Available training delivery methods for

the service regarding data classifica-
tion, DORA, infosec, and related topics.

Test Date Date Field The date when resilience testing was
last conducted for this application.

Confidentiality Single Select This field classifies the sensitivity of

the information handled by the service.
Ranging from public to highly confiden-
tial.

Integrity Single Select This field classifies the accuracy and

consistency of data handled by the
service. In the context of the CIA triad,
"Integrity" ensures that data is accu-
rate, consistent, and protected from un-
authorized modification throughout its
lifecycle.

Availability Single Select Classifies the level of service availability

during resilience testing, indicating how
disruptions or failures affect the appli-
cation's availability.

Scalability Single Select Indicates how well the application can

adjust to varying load and usage levels.

Fault Tolerance Single Select The capability of a service to continue

operating in the event of a fault or fail-
ure.

Robustness Single Select The ability of the service to maintain its

functionality under stressed conditions,
such as high load or temporary failure
of its components.

Risk Types Multi-Select Potential types of risks associated with

the application or IT component.

Cyber Security Measures Multi-Select Cybersecurity measures to address

risks, including identity and access
management policies.

Optional Attributes
Designed to dependencies and impacts of the affected application and IT component.

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Attribute Name Type Description

Recovery Plan Business Contexts Many-to-many A relation to the new fact sheet subtype
"Continuity Plan" of the business con-
text fact sheet type. These are the re-
covery processes that can be executed
based on the type of incident and are
ideally maintained in SAP Signavio.

Affected Application Many-to-many Applications that are likely to be af-

fected if this application is impacted.

Affected By Applications Many-to-many This application is likely to be affected if

these applications are impacted.

Processing Location Many-to-many Relation to the subtype "region" of the

organization fact sheet type. This cap-
tures the region(s) where the applica-
tion processes data.

Fields and Relations in Business Context Fact Sheets

Two new subtypes are introduced to support DORA compliance tracking:

• Continuity Plan: This subtype groups continuity plans, like recovery strategies, crisis communication plans,
and the like, that are in place to stay DORA compliant.
• Training & Awareness: This subtype groups trainings that helps the organization to remain DORA
compliant.

They allow you to document which processes are critical for operational resilience (for example, due to their
sensitivity) and to track relevant business continuity strategies and training initiatives that help ensure ongoing
DORA compliance.

Attributes for Business Continuity Management

Attribute Name Type Description

DORA Critical Single Select A binary field to indicate whether the

given process is considered critical for
DORA compliance or not.

IT Disaster Recovery Plan Single Select 3-point scale status to track whether a
disaster recovery plan has been devel-
oped.

IT Disaster Recovery Description Text area Description of the IT disaster recovery

process.

Crisis Communication Plan Single Select 3-point scale status to track whether
a crisis communication plan has been
developed.

Crisis Communication Description Text area Description of the communication plan

for crisis management.

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Attribute Name Type Description

Business Continuity Plan (BCP) Single Select 3-point scale status to track whether
a business continuity plan has been de-
veloped.

Business Continuity Plan Description Text area Description of the business continuity
plan detailing the processes and proce-
dures to be followed in the event of a
disruption or disaster.

Recovery Strategy Single Select 3-point scale status to track whether a

recovery strategy has been developed.

Recovery Strategy Description Text area Description of the strategy and proce-
dures for business continuity and disas-
ter recovery.

Attributes for "Continuity Plans for Applications" and "Training Available For"
Attribute Name Type Description

Continuity Plans for Applications Many-to-many This relation is conditional to—mean-

ing only available in—the "Continuity
Plans’" subtype of the business context
fact sheet. It is used to track the spe-
cific applications to which this continu-
ity plan applies.

Training Available For Many-to-many This relation is conditional to—mean-

ing only available in—the "Training &
Awareness" subtype of the business
context fact sheet. It is used to track all
applications for which a specific train-
ing is relevant. A field on the relation
tracks the last time the training was
conducted.

Fields and Relations in Provider Fact Sheet

Attributes for Name & Description

Attribute Name Type Description

DORA Critical Single Select A binary field to indicate whether the

given provider is considered critical for
DORA compliance or not.

ICT Provider Category Single Select Indicates whether the provider is inter-
nal or external.

Provider Type Single Select It classifies the type of provider based

on the nature of services they offer,
such as cloud service providers, soft-
ware providers, risk management pro-
viders, among others.

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Attribute Name Type Description

Legal Entity Identifier External ID The Legal Entity Identifier (LEI) is an

alphanumeric code based on the ISO
17442 standard.

Attributes for Critcality & Quality

Attribute Name Type Description

Financial Stability Single Select Indicates whether the vendor's financial

health has been assessed to ensure
they have the resources to deliver their
services effectively and handle poten-
tial disruptions.

Integration Capabilities Single Select Indicates the evaluation of the vendor's

ability to integrate their services with
your existing enterprise architecture,
including their use of standard proto-
cols and APIs.

Reputation Single Select Indicates the assessment of the ven-

dor's reputation in the market, includ-
ing any past incidents, legal issues, or
negative publicity.

Operational Resilience Single Select Indicates the assessment of the ven-

dor's ability to maintain operations dur-
ing disruptive incidents. This includes
their business continuity plans, disaster
recovery plans, and incident response
plans.

Sourcing Risk Single Select Classifies sourcing risk from low to criti-
cal, indicating potential issues if a pro-
vider fails to meet obligations. Risks
may arise from financial instability, reg-
ulatory issues, operational failures, or
geopolitical factors—leading to disrup-
tions, financial losses or reputational
damage.

NPS Integer Number Net Promoter Score is a measure of

customer satisfaction that ranges from
-100 to 100, with a higher score indicat-
ing a more positive perception of the
provider.

Exit Criteria Single Select Exit criteria refer to predefined condi-

tions that, when met, mark the conclu-
sion of a contract, project, or phase.
They ensure both parties have a shared
understanding of when and how an en-
gagement should formally end.

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Attributes for Contract Details
Attribute Name Type Description

Contract Type Single Select Specifies the type of contract associ-

ated with the provider.

Currency Single Select The currency used in the contract de-

tails.

Renewal Status Single Select Indicates the status of the contract re-
newal process.

Duration (per Year) Integer Number The contract duration in years.

Payments Term Single Select Specifies the frequency of payment for

the provider's services.

Cost (per Year) Integer - Costs The cost associated with the provider's
contract details.

Service-Level Agreement Single Select An SLA is a contract between a service

provider and a client that defines the
expected quality and type of service. It
includes measurable metrics—like sys-
tem availability, response times, and
performance—and outlines remedies if
those standards aren’t met.

Service-Level Agreement Description Text area To summarize key items of the agree-
ment.

 Tip
Add all additional resources for the
SLA in the resource tab of this fact
sheet.

Data Processing Agreement (DPA) Single Select A Data Processing Agreement (DPA)
is a legally binding contract between a
data controller and a data processor
that outlines how personal data will
be handled and protected. It ensures
both parties comply with data protec-
tion laws and specifies responsibilities
regarding data security, privacy, and
breach notifications.

Data Processing Agreement Descrip- Text area To summarize key items of the agree-
tion ment.

 Tip
Add all additional resources for the
DPA in the resource tab of the fact
sheet.

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2.4.3 Application Total Cost of Ownership (TCO) Extension

Gain transparency into total cost of ownership with the extension that activates dedicated fields, calculations,
as well as options for reports and KPIs for dashboards.

Collect and allocate cost data for applications and use cost data as a key datapoint in your IT landscape.
The application total cost of ownership (TCO) extension is a set of complementary features for cost
management: Cost-specific fields, calculations, new options for the landscape reports, and new KPIs on the
executive dashboard. These tools bring transparency on total cost of ownership of applications and empower
rationalization decisions.

Overview

The extension for application total cost of ownership empowers organizations to identify opportunities for
cost savings by providing a lightweight yet trusted source for cost data. Accurate cost information is critical
for informed decision-making, particularly during IT transformations and application rationalizations. With
this extension, you can align architecture costs with strategic objectives through robust cost allocation and
aggregation capabilities. Gain clear visibility into costs on different levels, for example based on application or
business capability or organization, to drive efficiency and support your business goals.

The additions of this extension help you whenever cost data is of importance:

• Cost management: Understand the different types of costs and how application costs relate to other cost
types. Explore advanced cost management options like changing calculations.
To learn more, see Cost Management [page 732].
• Application rationalization use case: Take your cost management to the next level and go through
the steps of application rationalization. You’ll explore cost saving opportunities, align with the larger IT
strategy, and report the success to management stakeholders.
To learn more, see Application Rationalization [page 311] .
• Advanced cost management for application total cost of ownership: Build on this extension and adjust
cost data calculations to your specific needs. With the extension activated, you can add the provided
calculation examples to your workspace or use them as inspiration to create a calculation for your cost
definition.
To learn more, see Advanced Cost Management with Customized Configurations [page 740] .

Activating

Admins can activate the Application Total Cost of Ownership extension in the administration area. Follow these
steps:

1. In the administration area, navigate to Optional Features & Early Access.

2. In the Use Cases Extensions section, select Application Total Cost of Ownership (TCO).
3. Click Activate to see the overview of all changes.
4. Confirm the checkbox to acknowledge the changes and choose Activate Extension.

SAP LeanIX
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Meta Model Additions

See the additions to the meta model provided by the Application Total Cost of Ownership (TCO) extension.

Item Applied Changes

SAP LeanIX
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Fact Sheet: Application • New subsection Application Cost :
• Total Cost of Ownership (calculated)
• Maintenance Costs
• Licensing Costs
• Support Costs
• New fields on relations:
• Total Cost of Ownership (calculated) on relation to
business capabilities
• Total Cost of Ownership (calculated) on the relation
to organizations

Calculations • Application Total Cost of Ownership

• Total Cost of Ownership allocated per Business
Capability
• Total Cost of Ownership allocated per Organization

Reports • Application Total Cost of Ownership per Business

Capability landscape report
• Application Total Cost of Ownership and TIME
Classification landscape report

Dashboard • New KPIs available for the Architecture Executive Dash-

board for Application Total Cost of Ownership
• Total cost of ownership of applications
• Application lifecycle TCO
• Share of maintenance cost
• Share of support cost
• Share of licensing cost
• Maintenance cost of applications
• Support cost of applications
• Licensing cost of applications

The KPIs are not added by default. To learn how to configure

the detailed views for the architecture executive dashboard,
see Creating a Viewand Selecting Displayed KPIs [page 554].

SAP LeanIX
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2.4.4 AI Agent Extension to the Meta Model

Activate an optional meta model extension to model and govern your organization’s AI agents and MCP
servers.

Overview

The AI agent extension to the meta model enables you to model and govern your organization's AI agents
and MCP servers to track the adoption of your agentic AI strategy. The extension provides a set of dedicated
attributes and fact sheet subtypes.

Activating the AI agent extension is required to discover your AI agents and use the AI agent hub features. For
detailed information, see AI Agent Hub [page 866].

Before You Start

Before activating the AI agent extension, review the changes that will apply to your workspace. Based on your
current configuration, be ready to make the necessary adjustments.

• Check if fact sheet subtypes are already configured for the application fact sheet. To understand how
activating the extension affects the subtypes, see Scenarios for Application Subtypes [page 207].
• Check if the AI governance and adoption extension is activated in your workspace. Be prepared to set
conditions for certain fields. For details, see Compatibility with Other Extensions [page 208].

Activating the AI Agent Extension

Admins can activate the AI agent extension. Follow these steps:

1. In the administration area, go to Optional Features and Early Access.

2. Choose Activate for the AI Agent extension.
3. Review the changes that will apply to the workspace, then confirm your action.

SAP LeanIX
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Changes Introduced with the Extension

Item Applied Changes

Application fact sheet New fact sheet subtypes:

• AI agent [page 209] subtype with dedicated attributes

• Business application [page 211] subtype with dedi-
cated attributes

To learn how activating the extension affects existing appli-

cation subtypes, see Scenarios for Application Subtypes
[page 207].

Interface fact sheet • New fact sheet subtype MCP server [page 211] with
dedicated attributes
• New attributes on the API [page 212] fact sheet sub-
type

Reports The AI Agents collection with dedicated reports is added. For

details, see Reports for AI Agents [page 871].

KPIs KPIs for AI agents are added to the architecture executive

dashboard:

• Agents portfolio
• Approved agents
• Agents quality seal
• Risk reduction
• Cost saving
• Revenue increase

Saved searches Dedicated saved searches are added to the inventory:

• AI agents overview
• AI agent governance
• AI agents consuming MCP servers
• MCP server enabled business applications

Calculations Calculations for computing the business value of AI agents

are activated. For details, see Calculations for AI Agents
[page 878].

Scenarios for Application Subtypes

Depending on whether fact sheet subtypes for the application fact sheet are already present in your
workspace, the following scenarios are possible:

• No application subtypes exist.

SAP LeanIX
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 The extension adds both the business application and AI agent subtypes. All existing applications are
displayed with the “n/a” state as they don't have a subtype assigned. You can assign the business
application subtype to existing applications.

Application Fact Sheet Subtypes in Filters

• Business applications already exist with a standard technical key.
If the business application subtype is present with the technical key businessApplication, the
extension only adds the AI agent subtype.
• Business applications already exist with a custom technical key.
If a fact sheet subtype equivalent to business applications exists with a technical key other than
businessApplication, the extension adds both the business application and AI agent subtypes. If you
want to keep your custom fact sheet subtype for business applications, do the following:
1. Delete the new business application subtype added by the extension.
2. Adjust the relation between AI agents and business capabilities manually on the target fact sheet.

Compatibility with Other Extensions

When the AI governance [page 193] extension is activated in your workspace, the following fields are added to
the AI Governance and Adoption subsection on application fact sheets:

• AI Usage
• AI Risk
• Type of Artificial Intelligence (AI)
• Type of Artificial Intelligence (AI) Description
• AI Potential

When you activate the AI agent extension, these fields are also added to the AI agent fact sheet subtype. Make
these fields conditional to ensure they only appear on the business application subtype. Go to the Meta Model
Configuration section in the administration area and create conditions on the Conditional Attributes tab. For
details, see Conditional Attributes.

SAP LeanIX
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 Configuring Conditional Attributes for the Business Application Fact Sheet Subtype

AI Agent Fact Sheet Subtype

New subsection AI Agent Details (A2A) with the following attributes:

Attribute Type Description

AI Agent Service Endpoint Text URL to reach the AI agent.

A2A Capabilities Text Supported A2A protocol features like

streaming or push notifications.

Authentication Single-select Authentication method for accessing

the agent's endpoint.

Other Authentication Text Conditional attribute upon selecting

“Other“ for “Authentication.”

Skills Text area Specific capability, function, or area of

expertise the agent can perform or ad-
dress.

New subsection MCP Server with the following attributes:

Attribute Type Description

MCP Server Support Single-select Select whether the agent or application

can be accessed via an MCP server.

MCP Server Endpoint Text URL to reach the MCP server.

MCP Server Classification Single-select Indicate whether the MCP server quer-
ies data or has writing permissions.

SAP LeanIX
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New subsection AI Governance and Adoption with the following attributes:

Attribute Type Description

AI Agent Type Single-select Categorize agents based on how they

interact with users, whether through
direct conversation or by performing
tasks autonomously in the background.

AI Agent Nature Single-select Configuration mode of the agent,

whether it was custom, pre-built, or
pre-built expanded.

AI Risk Single-select Assessment of threats to the safety,

livelihoods, and rights of people accord-
ing to the EU AI Act.

Approval State Single-select Agent's approval state.

New subsection AI Agent Business Value with the following attributes:

Attribute Type Description

Type of Business Value Multi-select Business value type that best describes
the agent’s primary benefit.

Usage Integer Quantified agent's usage, for example,

based on users, session runs, sent mes-
sages, or any other relevant metric.

Cost Savings per Unit Double, displayed as costs Attribute value is an input field for the
new calculation of Total Expected Cost
(Conditional based on type) Savings.

Revenue Increase per Unit Double, displayed as costs Attribute value is an input field for
the new calculation of Total Expected
(Conditional based on type) Revenue Increase.

Risk Reduction per Unit Double, displayed as costs Attribute value is an input field for the
new calculation of Total Expected Risk
(Conditional based on type) Reduction.

New subsection AI Agent Business Value Summary with the following attributes. These attributes are
automatically calculated. For details, see Calculations for AI Agents [page 878].

Attribute Type Description

Total Expected Cost Savings Double, displayed as costs The value is automatically computed
from other fields' values:
(Conditional based on type)
Usage x Cost Savings per Unit = Total
Expected Cost Savings

Total Expected Revenue Increase Double, displayed as costs The value is automatically computed
from other fields' values:
(Conditional based on type)
Usage x Revenue Increase per Unit =
Total Expected Risk Reduction

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Attribute Type Description

Total Expected Risk Reduction Double, displayed as costs The value is automatically computed
from other fields' values:
(Conditional based on type)
Usage x Risk Reduction per Unit = Total
Expected Revenue Increase

Business Application Fact Sheet Subtype

New subsection MCP Server with the following attributes:

Attribute Type Description

MCP Server Support Single-select Select whether the agent or application

can be accessed via an MCP server.

MCP Server Endpoint Text URL to reach the MCP server.

MCP Server Classification Single-select Indicate whether the MCP server quer-
ies data or has writing permissions.

MCP Server Fact Sheet Subtype

New attributes in the Name and Description subsection:

Attribute Type Description

Authentication Single-select Authentication requirements for ac-

cessing the agent's endpoint.

Other Authentication Text Conditional attribute when selecting

“Other“ for Authentication.

New subsection MCP Server Details with the following attributes:

Attribute Type Description

MCP Server Endpoint Text URL where to reach the MCP server.

MCP Server Classification Single-select Indicate whether the MCP server quer-
ies data or has writing permissions.

Available Tools Text Tools the MCP server is authorized to

access.

MCP Server Type Single-select The mode of operation for how the
communication between clients and
servers occurs.

SAP LeanIX
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API Fact Sheet Subtype

New attributes in the Name and Description subsection:

Attribute Type Description

Authentication Single-select Authentication requirements for ac-

cessing the agent's endpoint.

Other Authentication Text Conditional attribute when selecting

“Other“ for Authentication.

Relations

Relations for the new AI agent fact sheet and business application fact sheet:

Relation Type Description

Business Applications Many-to-many On the business application fact sheet:

Which AI agents run on this business
application?

On the AI agent fact sheet: Which busi-

ness applications does this AI agent run
on?

Business Capabilities Many-to-many Business capabilities that the AI agent

supports

IT Components Many-to-many Services, software, and hardware the AI

agent is using

Platforms Many-to-many Platforms the AI agents runs on

Business Contexts Many-to-many Business contexts the AI agent sup-

ports

Data Objects Many-to-many Data objects that the AI agents creates,

modifies, or requires

Provided Interfaces Many-to-many Interfaces provided by the AI agent

Consumed Interfaces Many-to-many Interfaces used by the AI agent

Organizations Many-to-many AI agent users

Initiatives Many-to-many Initiatives that affect the AI agent

SAP LeanIX
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2.4.5 SAP Suggestions in Your Landscape Extension to the
Meta Model

Activate an optional extension to the meta model to view SAP suggestions for AI agents and applications in
reports.

Overview

The SAP suggestions in your landscape extension to the meta model analyzes your workspace data and
adds SAP suggestions for applications and AI agents to predefined reports, helping you identify optimization
opportunities. You can create fact sheets from these suggestions to complete your inventory.

Prerequisites

Activate the AI agent extension to the meta model. If it’s not yet activated, you’re prompted to do so when
activating the extension for SAP suggestions. For details, see AI Agent Extension to the Meta Model [page 206].

Activating the Extension

Admins can activate the extension. Follow these steps:

1. Go to the Optional Features and Early Access section in the administration area.
2. Ensure that the AI Agent extension is activated.
3. For SAP Suggestions in Your Landscape, choose Activate, then confirm your action.

Changes Introduced with the Extension

• The system analyzes your inventory data and loads suggestions for applications and AI agents into your
workspace. It uses existing relations in your workspace to identify relevant connections to the fact sheets
in your inventory. SAP suggestions are added as fact sheet templates to your workspace.
• A dedicated collection of reports, “SAP Suggestions,“ is added to your workspace. To learn more about
reports in this collection, see Available Reports [page 874].

Viewing SAP Suggestions

You can view SAP suggestions in reports and create fact sheets from relevant ones. For more details, see SAP
Suggestions in Reports [page 874].

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Meta Model PUBLIC 213
 Viewing SAP Suggestions in a Report

2.5 Meta Model v3

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Overview

The LeanIX platform offers a predefined, fully configurable Meta Model that can be configured to the needs
of the customer. Mostly, customers benefit from the out-of-the-box best practices, but often it's important to
understand the options to adapt the model once maturity is growing.

SAP LeanIX Meta Model v3

At its core, LeanIX offers a proven, easy to understand Meta Model. The out-of-the-box Meta Model covers all
layers in the architecture. In order to fully leverage the capabilities of LeanIX's platform offering, it is important
to understand how the range of different LeanIX EAM objects fit together. Below you will find the core entities,
that we call Fact Sheets, and their relationships, as well as detailed descriptions below.

SAP LeanIX
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 LeanIX EAM Meta Model

The following table contains definitions of the out-of-the-box Fact Sheets:

Fact Sheet Defintion

Objective Objectives allow high-level definitions and progress tracking

of transformation initiatives and can be linked to Business
Capabilities.

SAP LeanIX
Meta Model PUBLIC 215
Fact Sheet Defintion

Project / fka Transformation Item for BTM customers Projects groups activities that change the application portfo-
lio over time. They allow to make dependencies, schedules,
and costs transparent, e.g. synchronized with a PPM tool.

Business Capability Business capabilities (also called domains) model what your
applications do in order to support your business goals.
Business capabilities are typically nested to allow analyses at
different granularity level, e.g. with the application landscape
report.

Process Processes model how your applications help you to support

your business goals. In contrast to capabilities, they focus
on activities. A process in LeanIX is a container as LeanIX is
no dedicated process modelling tool. Out-of-the-box integra-
tions, e.g. to Signavio, are provided.

User Group User groups model who uses your application. By relating
them to capabilities and processes, you get powerful busi-
ness support output. User groups can be modeled among
different dimensions, e.g. organizational entities, locations,
or customers.

Application Applications are the central entities in LeanIX as they pro-

vide the link between business and IT. An application is used
by a user group in a business context (capability / process)
and is developed & operated based on IT components.

Interface Interfaces are connections between Applications. They

transfer data objects and are implemented via IT compo-
nents.

Data Object Data objects represent a business view on major data en-
tities used, e.g. customer, employees or contracts. Data
objects are transferred or managed by applications. They
help to identify redundancies & for data security or analytics
questions.

IT Component IT Components represent the technology your applications

depend on. They can provide information on both develop-
ment & operations. IT Components are grouped into serv-
ices, software & hardware. They are used to model operating
costs as well as technological risks.

Provider Provider is used to capture who is responsible for hosting,

maintaining and changing your applications. For this pur-
pose, they are linked to IT components and projects to man-
age provider costs and relations.

Tech Category Tech Category Fact Sheets are technical domains and allow
to classify the IT components by technical characteristics.
This classification can be used to govern your IT-landscape
from the technical side, e.g. by analyses via the IT compo-
nent landscape report.

SAP LeanIX
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Optional Extensions of the Data Model

It is possible to extend the standard Data Model with optional extensions such as through the Tech Platform
Fact Sheet [page 269] and Value Stream Fact Sheet (no longer offered to new customers).

 Note

Next to role-based authentication, LeanIX also offers Virtual Workspaces [page 1223] for read- and write-
segregation.

Modeling Guidelines for Meta Model v3

You can find the information on modeling guidelines for the Meta Model v3 here:

• Modeling Guidelines [page 236]

• Modeling: Application vs. IT component [page 239]
• Modeling: Objectives and Transformation Items (or Projects) [page 242]
• Modeling: Business Capabilities [page 245]
• Modeling: Data Object [page 247]
• Modeling: Interfaces [page 248]
• Modeling: IT Components / Hosting [page 250]
• Modeling: Middleware and APIs [page 256]
• Modeling: Process [page 261]
• Modeling: Project [page 263]
• Modeling: Tech Category [page 267]
• Modeling: User Group [page 267]

2.5.1 Delta to Meta Model v3

 Note

This page is only relevant for existing customers of SAP LeanIX who have been working with the previous
Meta Model v3 to learn about the key changes and how to apply the Meta Model v4. Please refer to the
Modeling Guidelines of the Meta Model v4 for more information on each Fact Sheet type.

SAP LeanIX has updated its Meta Model v3 [page 214] and is rolling out the evolved Meta Model v4 to
workspaces for new customers. Existing customers using the Meta Model v3 [page 214] are not obliged
to change it but can decide proactively to use the Meta Model v4 [page 42]. This page provides detailed
information on the rationale, answers frequently asked questions, and gives an overview of the delta between
the evolved and the Meta Model v3 [page 214].

SAP LeanIX
Meta Model PUBLIC 217
Quick links

• What is the delta between the Meta Model v4 and the Meta Model v3? [page 218]
• Configure Workspace for Meta Model v4 [page 220]

Configuration basic guides:

• Meta Model configuration [page 938] basics (e.g., how to create fields and relations)
• To learn how to create a new fact sheet type, see Creating a Custom Fact Sheet Type [page 975].
• How to create a Fact Sheet subtype [page 226]

Why has SAP LeanIX changed its Meta Model?

The evolution of our Meta Model was a natural task for us to accommodate with trends at the interface of
business and IT that has become a reality for most of our customers, and for which our Meta Model v3 did not
provide the best answers and guidance. The key drivers are:

• The shift from Project to Product / Co-Existence of Product and Project

• Implementation of strategic Digital and Technical Platforms
• Reflection of references to business architecture artifacts (e.g., Value Streams)
• Modeling of Microservices
• Classification of Organizational Usage, types of IT Components or Interfaces

We recommend that existing customers adopt the Meta Model v4 if they start new initiatives, e.g., modeling of
Business Products. SAP LeanIX has guidelines for that.

What is the delta between the Meta Model v4 and the Meta Model v3?

The critical difference is the newly added Platform Fact Sheet type. In addition, some Fact Sheet types have
been renamed, and we added subtypes for some Fact Sheet types. You can find all the changes in the table
below.

SAP LeanIX
218 PUBLIC Meta Model
Fact Sheet Type Layer Changes

Platform [page 133] 1. Strategy & Transformation New Fact Sheet type

Objective [page 124] 1. Strategy & Transformation No changes

Initiative [page 100] 1. Strategy & Transformation Renamed from Project Added sub-
types: Idea, Program, Project, Epic

Business Capability [page 75] 2. Business Architecture Maturity section with Maturity and
Strategic Importance fields is now a de-
fault section in the Information section
of the Fact Sheet type (previously avail-
able as a custom field)

Organization [page 128] 2. Business Architecture Renamed from User Group Added sub-
types: Business Unit, Customer, Re-
gion, Legal Entity, Team

Business Context [page 79] 2. Business Architecture Renamed from Process Added sub-
types: Business Product, Customer
Journey, Process, Value Stream, ESG
Capability (optional feature)

Application [page 60] 3. Application & Data Architecture Added subtypes: Business Application,
Microservice (optional) Portfolio Strat-
egy section with Gartner® TIME Frame-
work [page 495] and 6R Framework
[page 501] Classification fields is now
a default section in the Fact Sheet type
(previously available as a custom field)

Data Object [page 94] 3. Application & Data Architecture No changes

Interface [page 106] 3. Application & Data Architecture Added subtypes: Logical Interface, API

Tech Category [page 141] 4. Technical architecture No changes

SAP LeanIX
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Fact Sheet Type Layer Changes

IT Component [page 118] 4. Technical architecture Added further subtypes: IaaS, PaaS,
SaaS

Provider [page 138] 4. Technical architecture No changes

Q&A on detailed changes

Q: Why do we need to add a Platform Fact Sheet?

A: We added a Platform Fact Sheet because we understand that management does not think in business
capabilities or applications but rather in platforms. This provides an easy way to digest Information Technology.
CIOs need insight into the technologies, interfaces, and applications that support their platforms.

Example: CIO.com may publish an article about how a company adopts Salesforce.com as a strategic
platform - in SAP LeanIX, we should reflect that language and give insight into the technologies, interfaces, etc.,
support the platform

We believe that leveraging Platforms will help EAs make a more significant business impact.

Q: Why do we need to introduce a singular Business Context Fact Sheet with various subtypes?

A: We want our Meta Model to be streamlined and easily explainable on one slide. We acknowledge that
Processes, Value Streams, Business Products, and ESG Capabilities are all relevant. Introducing a single
Business Context Fact Sheet with subtypes allows us to cover those topics without cluttering the Meta Model.

Q: Why do we introduce default recommendations for Microservices?

A: We believe that for advanced EA practices, it is crucial to have a straightforward way to include a layer
beyond the logical application. We are introducing the Microservice subtype for the Application Fact Sheet
to provide structured modeling standards and an appropriate licensing model for our customers who need
visibility into Microservices in SAP LeanIX. The API subtype for the Interface Fact Sheet enables customers
to model data flows between Microservices. We will provide this as an optional extension - carefully assess
whether your environment (e.g., ServiceNow integration with the usage of Application Services) requires this.

Q: Why do we extend the subtypes for IT Components?

A: The IT Component Fact Sheet will now include additional ‘SaaS’, ‘IaaS', and 'PaaS’ subtypes to provide a
more differentiated view of the different IT components.

2.5.2 Configure Workspace for Meta Model v4

Learn how to configure your workspace to align with the Meta Model v4.

 Caution

Before making any Meta Model configuration changes, make sure you have thoroughly assessed your
current configuration and detected a clear use case for implementing the whole or parts of the Meta Model
v4 [page 42].

SAP LeanIX
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Overview

Admin users of a workspace with the Meta Model v3 can configure their Meta Model to align their workspace
with Meta Model v4. Broadly, you do the following changes to align with Meta Model v4:

• Rename existing Fact Sheet type names [page 221]: Rename User Group, Project, and Process Fact Sheet
types to Organization, Initiative, and Business Context, respectively.
• Introduce new Fact Sheet type [page 222]: Create a new Fact Sheet type named Platform and define its
relationships with other Fact Sheet types.
• Add Fact Sheet subtypes [page 226]: Add new Fact Sheet subtypes to Organization, Initiative, Business
Context, Application, and Interface and additional subtypes to IT Component.
• Introduce new subsections and fields [page 230]: Add a new subsection and the necessary fields to the
Business Capability Fact Sheet to capture the business capabilities' current and target maturity levels.
• Standardize Fact Sheet color and order [page 236]: Align the colors following SAP LeanIX standards and
arrange Fact Sheets in the recommended order. This standardization helps all workspace users follow SAP
LeanIX standard documentation and instructions effectively.

In the following sections, detailed instructions for implementing the aforementioned changes will be provided.
To have an overview of key changes from Meta Model v3, see Delta to Meta Model v3 [page 217].

Rename Three Existing Fact Sheet Types

A few of the existing Fact Sheet types need to be renamed to align with Meta Model v4.

They are:

• User Group → Organization

• Project → Initiative
• Process → Business Context

 Note

Renaming happens in the translations of the Fact Sheet. Therefore, there will be no impact on the existing
integrations.

To rename the Fact Sheet types, follow these steps:

1. Navigate to Administration > Meta Model Configuration, and choose the Fact Sheet type you want to
rename.
2. Click Edit at the top right corner of the page to reveal the right-side panel.
3. On the right-side panel, click on the Manage Translation tab indicated with the globe icon.
4. Depending on the Fact Sheet that is being renamed, fill in the following values in the Singular and Plural
fields. Also, add Help text for better context.

SAP LeanIX
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 User Group Project Process

Help text (Optional): Who is using which Applica- Which Initiatives are cur- Which Business Contexts
tion, how many users are rently changing the IT land- are affecting the IT land-
using an Application? scape? scape?

Singular: Organization Initiative Business Context

Plural: Organizations Initiatives Business Contexts

5. Click Show changes, and then Apply. The Fact Sheet type is renamed.

Renaming existing Fact Sheet type

Introduce New Fact Sheet Type - Platform

In the Meta Model v4, Platform [page 133] is a new Fact Sheet type. To introduce the new Fact Sheet type,
summarily, you do the following:

1. Create a new Fact Sheet type named Platform.

2. Add sections for Strategic Support and Implementation in the newly created Platform Fact Sheet.
3. In the Strategic Support section, create relations to the Business Capability, Initiative, and Objective Fact
Sheet types and fill in the necessary fields.
4. In the Implementation section, create relations to the Application and IT Component Fact Sheet types and
fill in the necessary fields.

 Note

If you are using the optional Tech Platform Fact Sheet type in Meta Model v3, the simplest way to transition
to Meta Model v4 is by editing the existing Tech Platform Fact Sheet type.

By following the instructions detailed in the sections below, add the necessary relations to other Fact Sheet
types. You can retain the "Tech Platform" title; there's no obligation to change the name, especially if your
organization is accustomed to the previous terminology.

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Comprehensive Walkthrough for Each Step:

1. Create a New Fact Sheet Type

i. Navigate to Administration > Meta Model Configuration, and click on New Fact Sheet type.

Meta Model Configuration - Create a New Fact Sheet type

ii. Fill in the Fact Sheet details using the provided values below:

Fields Values

Internal Name: Platform

Singular: Platform

Plural: Platforms

Description: Which Platforms are supporting the business?

iii. Click Create,

A new Fact Sheet type named Platform is created.

2. Add Sections - Strategic Support and Implementation

Add new sections - Strategic Support and Implementation in the newly created Fact Sheet.

i. Upon selecting any existing section, the + Add section button will appear; click on it.

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ii. On the right-side panel, for the field Key, fill in the relevant unique ID depending on the section type you are
creating, and click Create:

Strategic Support Implementation

Key: strategicSupport implementation

iii. Go to the Manage Translation tab (Glob icon) on the right-side panel. Under the field Label, fill in the relevant
value depending on the section type you are creating:

Strategic Support Implementation

Label: Strategic Support Implementation

Adding Strategic Support Section

iv. Click Show changes and Apply.

The Strategic Support and Implementation sections are added to the Platform Fact Sheet.

3. Create Relations to Business Capability, Initiative, and Objective

i. In the newly created Strategic Support section, click on the + Add relation button.

ii. Depending on the Fact Sheet type to which the relation is being established, on the right-side panel, fill in the
following values to the corresponding fields:

Target Fact Sheet Type Multiplicity Section in Target Fact Sheet Type

Business Capability Many to many Demand Management

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Target Fact Sheet Type Multiplicity Section in Target Fact Sheet Type

Initiative Many to many Project Environment

Objective Many to many Planning

iii. Click Create

iv. Go to the Manage Translation tab (Globe icon) on the right-side panel, and depending on the Fact Sheet type
to which the relation is being established, fill in the following values to the Label and Help Text fields:

Business Capability Initiative Objective

Label: Supports {{targetFact- Affected by {{targetFact- Supports {{targetFact-

Sheets}} Sheets}} Sheets}}

Help Text (Optional): Which {{targetFactSheets}} Which {{targetFactSheets}} Which {{targetFactSheets}}

does this {{factSheet}} sup- are affecting this {{fact- does this {{factSheet}} sup-
port? Sheet}}? port?

v. After entering the values, click Show changes, and then Apply to apply the changes.

Creating relationship to Business Capability Fact Sheet type.

Relations to Business Capability, Initiative, and Objective Fact Sheet types are created.

4. Create Relations to Application and IT Component

i. In the newly created Implementation section, click on the + Add relation button.

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ii. Depending on the Fact Sheet type to which the relation is being established, fill in the following values to the
corresponding fields on the right-side panel:

Target Fact Sheet Type Multiplicity Section in Target Fact Sheet Type

Application Many to many Business Support

IT Component Many to many Sourcing

iii. Click Create.

iv. Go to the Manage Translation tab on the right-side panel, and depending on the Fact Sheet type to which
the relation is being established, fill in the following values to the Label and Help Text fields:

Application IT Component

Label: Runs {{targetFactSheets}} Implemented by {{targetFactSheets}}

Help Text (Optional): Which {{targetFactSheets}} does this Which {{targetFactSheets}} implement
{{factSheet}} run? this {{factSheet}}?

v. After entering the values, click Show changes, and then Apply to apply the changes.

Relations to Application and IT Component Fact Sheet types are created. With this, you have successfully
added the new Platform Fact Sheet type.

Add Fact Sheet Subtypes to Several Fact Sheet Types

Introduce new Fact Sheet subtypes to Organization, Initiative, Business Context, Application, and Interface and
additional subtypes to IT Component. Not all subtypes are necessary; evaluate their implementation based on
compelling use cases and your organization's specific needs.

To introduce Fact Sheet subtypes, follow these steps:

1. Navigate to Administration > Meta Model Configuration, and select the relevant Fact Sheet type for which
subtype is being added.
2. Select the Name & Description section, and click on the + Add field button.
3. In the Key field, enter “category” as the unique ID.
4. Set the appropriate field width from the Width drop-down field. As a best practice, using M (4/12) is
recommended.
5. In the Values field, enter the unique ID for the subtype being created. For the unique ID values, refer to
Fact Sheet Subtype Unique IDs and Translations [page 220]. You can create multiple subtypes at once by
clicking '+' icon and adding additional fields.

 Caution

When creating optional application subtypes, it's important to use the correct unique IDs to avoid them
being counted as application for pricing purposes.

Custom application subtypes could be counted as an application, potentially affecting pricing.

6. Click Create to add the field.

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 Adding subtypes to Fact Sheet type Application

1. Head to the Manage Translation tab (Globe icon) on the right-side panel. In the Label field, enter “Subtype.”
2. Input the appropriate subtype translations into the Field values. Subtype translations for all the subtypes
are provided in the table below.
3. After entering the values, click Show changes, and then Apply to apply the changes.

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 SAP LeanIX
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Adding subtypes to Fact Sheet type Application

Fact Sheet Subtype Unique IDs and Translations

 Note

In the default meta model v4, the organization's subtype "Region" has the unique ID "country", which is in
conflict to the translation. We're planning to resolve this conflict in the future. In the meantime, please don't
deviate from our best practice by introducing or changing the unique ID "country".

Fact Sheet type Subtype Unique ID Subtype Translation Subtype status

Application businessApplication Business Application Optional

microservice Microservice Optional

Initiative idea Idea Default

program Program Default

project Project Default

epic Epic Default

Organization businessUnit Business Unit Default

customer Customer Default

region Region Default

legalEntity Legal Entity Default

team Team Default

Business Context customerJourney Customer Journey Default

process Process Default

businessProduct Business Product Default

valueStream Value Stream Default

esgCapability ESG Capability Optional

Interface api API Default

logicalInterface Logical Interface Default

IT Component (new addi- iaas IaaS Default

tional)
paas PaaS Default

saas SaaS Default

You might already be using “category” as a unique ID in some of your Fact Sheet types. In such cases, simply
identify the field and add additional subtype values. At the same time, rename the field to “Subtype“ from the
Manage Translation tab of the right-side panel.

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 Unique ID already in use

It's recommended to create a direct relation between Business Applications and other subtypes through
a self-referencing relation. This relation will help to model how these subtypes indirectly support Business
Capabilities through Business Applications. For more information, see Self-Referencing Relations [page 938].

Introduce New Subsections and Fields to Business Capability

In the Meta Model v4, a new subsection called Maturity has been introduced to capture the business
capabilities' current and target maturity levels. To add the new subsection to your Meta Model v3, summarily,
do the following:

1. Add a subsection named “Maturity” and provide the necessary translations.

2. Within the newly created subsection, introduce new Fact Sheet fields for Current Maturity, Target Maturity,
Strategic Importance, and Maturity Description.

1. Add the Subsection for Maturity in the Business Capability Fact Sheet

To add a new subsection, follow these steps:

i. Navigate to Administration > Meta Model Configuration, and choose the Business Capability Fact Sheet.

ii. Select the Information section in the Fact Sheet. Once selected, a + Add subsection button will appear; click
on it.

iii. On the right-side panel, fill in “maturity” as the unique ID for the field Key and click Create.

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iv. Go to the Manage Translation tab (Globe icon) on the right-side panel. Fill in the following values to the Label
and Help Text fields:

Field Value

Label: Maturity

Help Text (Optional): What is the current and target maturity level of this {{fact-
Sheet}}?

Adding new subsection to Business Capability Fact Sheet.

v. Click Show changes and then Apply.

The new subsection ‘Maturity’ is created.

2. Add New Fact Sheet Fields in the Maturity Subsection

In the Maturity subsection, introduce four new fields - Current Maturity, Target Maturity, Strategic Importance,
and Maturity Description.

To add new fields in the Maturity subsection, follow these steps:

i. In the newly created Maturity subsection, click on the + Add field button.

ii. Depending on the Fact Sheet field you are creating, on the right-side panel, fill in the following values to the
corresponding fields:

Current Maturity Target Maturity Strategic Importance Maturity Description

Key: currentMaturity targetMaturity strategicImportance maturityDescription

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 Current Maturity Target Maturity Strategic Importance Maturity Description

Type: SINGLE_SELECT SINGLE_SELECT SINGLE_SELECT STRING

Width: M (4/12) M (4/12) M (4/12) XXL (12/12)

Values: • adhoc • adhoc • parity

• repeatable • repeatable • tier2
• defined • defined • tier1
• managed • managed
• optimized • optimized

Adding Fact Sheet field - Strategic Importance

iii. For the Current Maturity, Target Maturity, and Strategic Importance fields, choose an appropriate icon and
color, and set the icon display order to Ascending.

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iv. Click Create to create the field.

v. Go to the Manage Translation tab (Globe icon) on the right-side panel. Depending on the Fact Sheet field you
are creating, refer to the tables below and fill in the appropriate values to the Label, Field values, and Help text:

For the Current Maturity field, refer to the table below.

Values Help text values

Label: Current Maturity

adhoc: Level 1 - Ad-hoc Processes are largely manual and in-

consistent. Success often depends on
individual heroics.

repeatable: Level 2 - Repeatable Basic and consistent processes are es-

tablished and can be repeated for simi-
lar projects.

defined: Level 3 - Defined Processes are automated and inte-

grated across all processes for the or-
ganization.

managed: Level 4 - Managed Processes are automated and meas-

ured for success.

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 Values Help text values

optimized: Level 5 - Optimized Processes yield consistent results and

are continually optimized.

For the Target Maturity field, refer to the table below.

Values Help text values

Label: Target Maturity

adhoc: Level 1 - Ad-hoc Processes are largely manual and in-

consistent. Success often depends on
individual heroics.

repeatable: Level 2 - Repeatable Basic and consistent processes are es-

tablished and can be repeated for simi-
lar projects.

defined: Level 3 - Defined Processes are automated and inte-

grated across all processes for the or-
ganization.

managed: Level 4 - Managed Processes are automated and meas-

ured for success.

optimized: Level 5 - Optimized Processes yield consistent results and

are continually optimized.

For the Strategic Importance field, refer to the table below.

Values Help text values

Label: Strategic Importance

parity: Commodity {{factSheet}} maintains commodity and

operational needs, but does not provide
any competitive advantage.

tier2: Differentiation {{factSheet}} is important to achieve

excellence in order to compete with and
differentiate from others.

tier1: Innovation {{factSheet}} is critical to competitive

advantage.

For the Maturity Description field, refer to the table below.

Values Help text values

Label: Maturity Description Describes the result of the maturity

analysis.

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 Adding Translations to Fact Sheet Field - Strategic Importance

vi. In the final tab of the right-side panel, toggle Include in views and Show in filters for the Current Maturity,
Target Maturity, and Strategic Importance fields. To learn more about these options, see Showing Fields in
Views [page 947] and Showing Fields in Filters [page 947].

vii. Click Show changes, and then Apply to finish adding the new Fact Sheet field.

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Standardize Fact Sheet Colors and Order

It is recommended to align the colors following SAP LeanIX standards and also arrange Fact Sheets in the
given order. This standardization helps all workspace users follow SAP LeanIX standard documentation and
instructions effectively. To learn more about the standard fact sheet order and colors in the meta model v4 and
how to change them, see Fact Sheet Order and Colors [page 977].

2.5.3 Modeling Guidelines (Meta Model V3)

In this section, we provide an overview of certain modeling guidelines within LeanIX. Our goal is to give you a
clear idea of how to make use of LeanIX's structure and features in order to unlock its full potential.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

This page provides guidance on typical modeling questions within the LeanIX data model.

Full Modeling Example - LeanIX as an Application

The following is a full-fledged modeling example based on LeanIX as an application. The screenshot below was
created in the Diagrams section of the LeanIX workspace.

"LeanIX Enterprise Application Suite" is an Application. It operates within a business context, has business
users and interfaces with other Applications.

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The business context comprises all three dimensions:

• What is LeanIX doing? It is supporting the Business Capability "Information Management" which is part of
"Information Technology".
• How is LeanIX being used? It is embedded in the standard project Process, within the sub-steps "1. Project
Setup" and "4. Architecture Review".
• Who is using LeanIX? Besides the "Headquarters", the User Groups "Australia" and "Brazil" are currently
active.

In the information and data context, an Interface to "SAP Signavio" has been implemented. It is provided by
LeanIX and transports the Data Objects "IT Application" and "Process".

From a hosting perspective, two IT Components have been modeled, both with a Provider and a Tech Category.

• LeanIX is SaaS, so the provider "LeanIX GmbH" provides an IT Component called "Application Hosting"
(service). It is grouped in the Tech Category "Operations / Hosting".
• SSO is implemented, so LeanIX depends on an IT Component called "ADFS 4.0 - Windows Server 2016"
(software). The provider is "Microsoft", and it is grouped as "Middleware / Identity Management".

Finally, LeanIX is included in the scope of the Project "Introduction of Enterprise Architecture Management".

Tags vs. Custom Attributes

 Note

Tags are available in all LeanIX editions. In order to work with custom attributes, please reach out to get
your individual offer.

Both tags and custom attributes are ways to bring more information to the standard LeanIX data model. They
should always be used with care, as more information requires more effort to maintain it. Be sure that the
outcome exceeds the effort for each new tag or custom attribute added.

The following screenshot summarises the main properties of tags and custom attributes and where to find
them in the Fact Sheet.

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1. Tags are displayed prominently at the top of the Fact Sheet.
2. Tags of related Fact Sheets are displayed at the relation.
3. Custom attributes can be displayed at arbitrary positions.
4. Different data types can be used for custom attributes.

Both tags and custom attributes share three other major properties:

• You can access them via an API and XLS (both read and write), and you can see them in the table view.
• You can filter for them (both in the inventory and in the reporting).
• You can assign custom colours and use them as views in the reporting.

When to use a tag:

• It is good practice to use no more than 5-7 tag groups per Fact Sheet type.
• Use them for the most important and most prominent attributes, e.g. Strategic Fit or SLA.
• Use tag groups if they have a finite number of possible elements (<10).
• Use tags if you want to depict a status that is rather temporary since it is very easy and convenient to
add/remove tags and entire groups

When to use a custom attribute:

• If you require other data types than a value list (e.g. a text area).
• If an attribute is only relevant to certain stakeholders or use cases, e.g. for Legal or GDPR cases, and you
want to place it near the bottom of the Fact Sheet.
• If you want to limit access (read or write) to specific users.

Relations: Parent / Child vs. Requires / Required by vs. Explicit Relations

In LeanIX you will find 3 different types of relations between Fact Sheets:

Parent / Child relations allow creating distinct relations between Fact Sheets ("tree structure") within one Fact
Sheet type (e.g. User Group). A child can only have one parent Fact Sheet, whereas a parent can have multiple

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children Fact Sheets. The result is a tree with different levels (top parent = level 1, children of top parent = level
2, children of level 2 parents = level 3, ...). Some examples of modeling in LeanIX:

• User Groups to build a clear regional structure: Europe / Western Europe / Netherlands (Europe = Level 1,
Western Europe = Level 2, Netherlands = Level 3).
• Tech Category to build a clear Tech Category structure: Database / Relational Database (Database = Level
1, Relational Database = Level 2).

 Note

Use hierarchies with care. More details always require more maintenance. Start with low granularity and
refine only where it makes sense.

Explicit relations are defined between Fact Sheet types based on the LeanIX best practice data model. If
available for your use case, we highly recommend using this type of relation. In some cases, these relations
include certain attributes to specify the relation (e.g. "total annual costs" on the relation Application - IT
Component or "usage" (CRUD) on the relation Application - Data Object).

Requires / Required by relations can be used to create further logical dependencies within one Fact Sheet type
or between Fact Sheet types

• Within the same fact sheet type: For example, a server requires an OS (operating system). These are both
IT Components but only the server is directly linked to the Application. Using logical n:m dependencies,
however, the "Technology Risk" view allows you to extract the information that the OS is also linked, albeit
indirectly through the server. However, you cannot see the indirect connection in the technology risk view
of the application matrix report.
• Between Fact Sheet types: For documentation purposes, it might be helpful to show the dependencies
between Fact Sheets of different Fact Sheet types (e.g. Data Object to Process). This relation cannot be
visualized in any of the standard reports and is only available on the Fact Sheets and in the table view.

 Note

Requires / Required by is a powerful concept which should be used carefully. There are use cases (e.g.
Technology Risk) where using it will improve the data quality and insights that can be drawn out of LeanIX.
In other instances, however, using this relation might create more harm as it overloads the data model.
Explicit relations should always be considered before opting for Requires / Required by.

2.5.4 Modeling: Application vs. IT component

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

To model your architecture correctly in LeanIX, it is crucial to have a clear definition and understanding of the
terms "Application" and "IT Component". First of all, please consider your software stack. The following picture
shows examples of what we consider to be Applications and IT Components.

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For the first column, you can see enterprise suites and ERP systems as examples. These are classic
applications and, of course, also in LeanIX they are modeled as applications. In the row for the IT Component
you find for example your system software, technology services or hardware (e.g. operating systems,
databases, run-time environments, laptops, desktop computers and other devices). They are clearly IT
Components in LeanIX. It becomes more difficult for application platforms or tools such as robotic process/
test automation tools or BI software. They can be considered either applications or IT Components, depending
on their usage.

The image below outlines the characteristics of an application within the context of LeanIX:

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An IT component, on the other hand, would have the following characteristics:

Try to use the above definitions to define whether your application platform/tool is an application or an IT
Component. In the following graphic, you will find some more best practices on how to model applications and
IT Components.

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The following example can also help illustrate whether a piece of software should be considered an Application
in your landscape:

 Example

When quotes for customers are built using a macro within a spreadsheet called "Quoting Tool", then the
quoting tool itself (the macro) is the Application rather than the spreadsheet software, which would be
considered a Software Component.

2.5.5 Modeling: Objectives and Transformation Items

(Projects) (Meta Model V3 )

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Objective Fact Sheets allow for high-level definition and progress tracking of transformation initiatives and can
be linked to Business Capabilities. Define Objectives to improve the business:

• Allows high-level progress tracking

• Identifies critical business capabilities
• Enables org. wide transparency

Transformation Item or Projects Fact Sheets, on the other hand, are used to plot detailed actions for achieving
an Objective and as a way to model changes upon every other Fact Sheet in the wider LeanIX Meta Model.
Create detailed plans to achieve Objectives:

• Define a high-level transformation for those plans and project changes

• Out-of-the-box Transformation Items consist of three hierarchies: Plan, Building Block, Epic and Project

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Objectives

Define your objectives and link them to your business capabilities for a holistic view.

Define Objectives to improve the business:

1. Allows high-level progress tracking

2. Identifies critical business capabilities

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3. Enables organization-wide transparency

Projects

Create Projects to achieve Objectives

1. Captures the project portfolio

2. Visualises affected elements of the IT landscape
3. Defines transformations within the projects
4. Specifies the detailed impacts on the IT landscape

Business Transformation Management (BTM) Logic

LeanIX offers a best practice structure to quickly kick-start transformation initiatives:

Hierarchy Description

Projection Jump to any past or future state of your IT landscape and

understand how your impacts change it

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Hierarchy Description

Milestones Define target dates within or across projects at which trans-

formations will be completed

Transformations Define high-level changes on your landscape as groups of

pre-defined & customized impacts

Impacts Define detailed architectural changes a project has on your

IT landscape to be executed upon completion

Example: Cloud migration with BTM

To achieve this, the EA will work with respective Business Leaders to:

1. Map affected Business Capabilities to the Objectives.

2. Define plans to achieve Objective.
3. Model impacts on affected Applications.
4. Visualize plan based on multiple dimensions (e.g. time, cost, context).
5. Decide, execute plan and track progress of Objective.

2.5.6 Modeling: Business Capabilities (Meta Model V3 )

In this section, you will find a best-practice business capability model to upload into your workspace.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Overview

The Business Capability Map is used to group Applications according to their functionality. The Business
Capability model is relatively stable over time. Although it reflects your individual business model to a certain
degree, our generic Capability Model is the perfect starting point to plan your IT landscape. Just choose the
Capabilities that match your needs. The following poster includes tips and best practices for using Business
Capabilities and creating a complete overview of your company's functions.

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Resources

Ready to build a business capability map for your organization? Use the following reference documents to help
you get set up an Application Landscape quickly and get into use cases like Application Rationalization [page
311] or Post-Merger Integration.

• Best Practices to Define Business Capability Maps - Get tips and best practices for using business
capabilities and for creating a complete overview of your company's functions.
• Business Capability Map Template - Access a reference business capability map that lists business
capabilities from levels one to three.

 Tip

For German-speaking LeanIX users, we highly recommend the book Business Capabilities by Wolf
Pfannenstiel which is one of the most comprehensive resource on this topic.

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2.5.7 Modeling: Data Object (Meta Model V3 )

In this section, you will find a best practice Data Object model to upload to your workspace.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Overview

Data Objects are used in LeanIX to provide an overview of general Data that is processed and exchanged by
certain Applications. The meta model itself is relatively stable at this level. It can be further classified into
personally identifiable data (e.g. to cater to GDPR use cases) or according to its security needs. Also, the
definition of CRUD operations on certain Data Objects and their related Applications is a vital use case to
prepare migration projects. In the following poster, you'll find tips and best practices on what is important for
using Data Objects.

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Resources

Ready to start defining data objects? Use the following reference documents to set up an Application
Landscape quickly and get into use cases like integration architecture or GDPR compliance management:

• Best Practices to Define Conceptual Data Objects - Learn about key principles for modeling your
organization’s data objects, and get an overview of conceptual data objects.
• Download a copy of the Excel file . - Use this template to start importing your organization's data
objects. You can also copy and paste this link into your browser: https://leanix.box.com/v/template-excel-
data-import

2.5.8 Modeling: Interfaces (Meta Model V3 )

The Interface Fact Sheet addresses the Integration Architecture Management use case and can be used in
combination with the Interface Circle Map and Data Flow Report.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Overview

The main idea behind the Interface Fact Sheet is to take a business perspective. Typical questions raised are:

• How are Data Objects exchanged?

• How are Applications related?
• What needs to be considered within a Project?

Customers also use it for more technical use cases (e.g. which Web Services are offered), but often the
business use cases are more prominent.

Dataflow vs. Provider / Consumer

An Interface in LeanIX is related to Applications in two ways:

• An Interface can have one Provider Application

• An Interface can have many Consumer Applications

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Provider / Consumer does not refer to the direction of data flow. There is a separate attribute for this which
is used in the Data Flow report. Instead, it typically refers to ownership and change management. Examples
include:

• LeanIX is the Provider for the public LeanIX REST API (similar to any other public API). The API only
changes if LeanIX is changed (e.g. updated to a new major version). Since this is a public API, there may be
Consumers you are not aware of. In this situation, it is valid to leave the Consumers field blank.
• If a system is providing a web service, then the system is the providing Application.
For other technologies (e.g. FTP), determining the Provider or Consumer(s) is not as straightforward. To
deal with this, it is good practice to define clear conventions for your organization.

Why is there only one provider application?

Please see above. The Provider refers to the Application that owns the interface as well as connected Change
Management process. Hence it makes sense to have only one "owning" Application.

How do I model interface technology?

There are two good ways to model technology for an Interface:

• As a Tag Group: The advantage is that it can be displayed very prominently on the Interface Fact Sheet.
• As an IT Component: This allows you to reconcile the Interface with IT Components and display the
technology on the Data Flow report.

Interface Attributes

Interfaces have different properties which consist of the data flow direction, the interface type, and the
frequency. For each of these attributes there are different characteristics that can be selected.

Data flow direction:

• Outgoing: Data flow from interface provider application to consumer application(s).

• Incoming: Data flow from interface consumer application(s) to provider application.
• Bi-Directional: Data flow in both directions between interface provider application and consumer
application(s).

Interface type:

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• Synchronous: Application immediately receives sent data (typically a single or a few instances of a
particular data object) and responds back to the sending application.
• Asynchronous: Application receives sent data with a potential delay (typically a single or a few instances of
a particular data object) and might not, or with a delay, respond back to the sending application.
• Batch: A large amount of data is transferred (typically multiple instances and even multiple types of data
objects, typically in an asynchronous manner).

Frequency:

• Hourly, Daily, Weekly, Monthly, Yearly: Data is transferred once an hour, a day, a week, a month, a year.
• Real-time: Data is transferred from sending application to receiving application as soon as they need to, i.e.
relevant parts of the data have changed.
• On Demand: Data is transferred on an ad-hoc basis, the transfer is triggered manually.

2.5.9 Modeling: IT Components / Hosting (Meta Model V3 )

Modeling Application hosting is a common challenge for all enterprise architects. While it is possible to
spend years discussing the perfect model that captures every single edge case, this section provides three
step-by-step guides that we recommend and that can be applied based on your needs. There is an entry-level
approach, a pragmatic one as well as the full-fledged option.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

The entry-level approach

Especially in the first few weeks, we recommend beginning with the following approach:

• Use tag groups to model IT components, e.g. create a tag group “Application Hosting” and assign values
such as “On-Prem” / “SaaS” / “PaaS” / “IaaS”.
• Assign colors in relation to your IT strategy, e.g. if you have the paradigm to go "cloud-first", color “On-
Prem” red
• The "Application Hosting" view of the Application Landscape and the Application Matrix reports will provide
you with an immediate overview.
• Filter the Application Roadmap report by tag group, e.g. to show all lifecycles with “On-Prem” applications
in case you want to decommission them.
• Assign the tags to your Application Fact Sheets manually or via the .xls upload.

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The following screenshot shows an example of using the entry-level approach:

The pragmatic approach

There are some important questions that the entry-level approach does not answer, e.g.:

1. What kind of hosting services do I have?

2. Who is responsible?
3. What kind of services do I want to keep, what do I want to decommission, and how?
4. Which costs and SLAs are assigned to hosting services?

If you want to make sure this information is included, use the pragmatic approach:

• Create IT components of the sub-type “service” and assign them to your applications.
• Group the IT components by summarizing those with shared responsibilities and lifecycles, e.g.:
• Application hosting, On-Prem, SLA: Gold
• Application hosting, On-Prem, SLA: Silver
• Application hosting, On-Prem, SLA: Bronze
• Application hosting, SaaS, e.g. LeanIX, SAP Signavio
• Application hosting, PaaS, e.g. force.com, ServiceNow
• Application hosting, IaaS, e.g. Amazon EC2, Microsoft Azure
• Try to keep the number of IT Components at this stage as low as possible, e.g. summarize all on-premise
hosting services into only a few IT Components to keep the maintenance effort low.
• Assign a responsible, a support lifecycle, a value of a tag group (e.g. “Strategic” / “Tolerate” / “Eliminate”),
and a technology stack to each IT Component.
• Create IT components manually or using the .xls import.

This will allow you to retrieve the following insights:

• Assess your IT Component landscape to determine the degree of cloud adoption. For example, IT
Components tagged as "Eliminate" are not well suited to the cloud.
• Filter the IT Components by hosting type, e.g. show all Applications hosted on AWS EC2 in the Application
Roadmap.

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• Conduct a high-level-analysis using the visualizer, e.g. what happens if force.com has a downtime.
• Allocate costs to IT Components and assign them to Applications and Business Capabilities. Using the
Business Capability Cost report, this will allow you to analyze the distribution of run costs.
• Even if you use IT Components to model hosting, consider keeping the "Application Hosting" tag group on
the Application Fact Sheet. Although redundant, it keeps the hosting prominent, e.g. on the Application
Landscape and Matrix reports.

The following screenshot provides an example of using the pragmatic approach:

The full-fledged approach

If you want to look into further details, you need to distinguish between hosting options and introduce IT
Components categorized as “Software” and “Hardware”.

 Note

The lifecycles of hardware and software IT Components can be obtained and maintained via the reference
catalog.

Here are some best practices for on-premise and cloud hosting:

On-Premise

Typical questions for on-premise software are:

• Who is responsible for the software development and maintenance?

• Which software versions are used? Do they impose technical risk?
• Which hardware versions are used? Do they impose technical risk?

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Typically, an Application is linked to more than one IT Component classified as “Software” or “Hardware”. For
example, it may be connected to a database running on one type of hardware and an application server running
on another.

Customers typically apply one of two scenarios:

Linked to one "Service" IT Component

Link the Application Fact Sheet to only one "Service" IT Component, e.g. "Application 1 Hosting &
Maintenance". Link Software and Hardware via "required" to this service. Manage the aggregate cost for all
IT Components on this one service. This makes it a lot easier for the Application owner since it is still possible
to analyze and consolidate the provided services via the Technology Risk and Cost views on the Application
Landscape / Matrix reports.

It allows for the mapping of IT Components to a cluster (e.g. SAP Application Hosting and Maintenance) that
are not directly related to the Applications but support other IT Components.

Here is an example of applying the full-fledged way:

Directly linked to Applications

Link the Application Fact Sheet directly to IT Components classified as Software and Hardware. This increases
the expressiveness of the Application Fact Sheet but also the amount of work for the Application Owner to
collect data initially and keep data quality high.

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The following screenshot provides an example of using the full-fledged way:

 Tip

If in doubt, start with linking to one "Service" IT Component to simplify the task of the Application Owner.
Move only to direct linking if it adds concrete value.

SaaS

Since the entire service is provided by one vendor (e.g. LeanIX), managing hosting is the easiest with SaaS
solutions. One "Service" IT Component with lifecycles, responsibilities, costs, or SLAs attached is sufficient.

The following screenshot shows an example for using the full-fledged approach for SaaS applications:

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IaaS and PaaS
IaaS and PaaS solutions typically require a Provider (e.g. Amazon Web Services, Salesforce) as well as the
deployed software. A best-practice set of IT Components for one application includes the following:

• a "Software" IT Component to manage the deployed version (incl. link to the reference catalog, if available),
• a "Service" IT Component linked to an internal or external Provider to manage development &
maintenance,
• a "Service" IT Component usually linked to the same Provider to manage hosting.

In contrast to on-premise, the number of IT Components is generally limited to these three. Furthermore, these
questions can typically be answered by an application owner. In these kinds of cases, directly linking Fact
Sheets is good practice since it combines expressiveness and maintainability.

The following screenshot shows an example of using the full-fledged approach for IaaS and PaaS Applications:

 Note

Be careful when using interlinking the three IT Components. This often creates more confusion than value.
In many cases, linking Software to Hosting Services via the Application is more than sufficient.

 Tip

Consider keeping the "Application Hosting" tag group on the Application Fact Sheet or tagging the Hosting
Service IT Components similarly. Although redundant, it keeps the hosting prominent.

Q&A

Q: Why use "requires" instead of "parent/child" to create relationships between IT Components?

A: The "requires" relation is evaluated in the Technology Risk view. It also allows you to capture n:m relations
which is not possible with parent/child.

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Q: For IaaS / PaaS with multiple hosting options (e.g. the same software is provisioned via Azure and via AWS),
should different IT Components be used?

A: Only use different Fact Sheets if it adds concrete value. If it is the same software version, it should be one
Fact Sheet (as a rule-of-thumb).

Q: Should I model instances of IT Components?

A: Generally, it is good practice to stick to classes (e.g. "Oracle DB 11.2" as Software instead of "Oracle DB
11.2 hosted on AWS instance XYZ"). The effort to maintain instances is much higher. If there is a concrete
business case, consider using Configuration [page 938], e.g. to create a new Fact Sheet Type "Instance" to
keep expressiveness high.

2.5.10 Modeling: Middleware and APIs (Meta Model V3 )

In this section, you will find best practices for modeling middleware and APIs.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Overview

There are a number of different definitions of middleware. Most commonly, middleware is defined as a software
that enables communication and management of data in distributed Applications. It can also be described
as the software layer that lies between the operating system and applications on each side of a distributed
computing system in a network, i.e. enterprise application integration, data integration, message-oriented
middleware (MOM), object request brokers (ORBs), and enterprise service bus (ESB). Database access
services such as transaction processing monitors, ODBC, and JDBC are often considered middleware as well.

How to model middleware in LeanIX

Please refer to the section Application vs. IT component [page 239] if you do not have a clear understanding
of the differences between both since this is essential for the following guidelines on how middleware can be
modeled.

1. Modeling middleware as an Application:

Pros:

• Provides visibility on most LeanIX reports, as they are application-centric.

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• Enables application rationalization modeling through Interfaces.
• Enables data flow diagrams within LeanIX.
• Enables the Business Capabilities and User Group relations view in reporting.

Cons:

• Does not allow for a clear view on IT landscape reports, unless double-modeled (see below).
• Visualizing data flow between 2 applications becomes challenging.
• Needs to be double-modeled as an IT component as well in order to enable Technology Matrix and
Landscape reporting within LeanIX.
• Not efficient when using Fact Sheet count.

 Tip

Modeling middleware as an IT Component as shown below is the LeanIX best practice approach

2. Modeling middleware as an IT Component

Pros:

• Enables IT Landscape, Roadmapping and Matrix Reporting.

• Allows for a direct link to the Applications connected to the middleware without having to
double-model it as an Application that provides a cleaner IT landscape.
• Enables Free Draw modeling and limited Data Flow Diagrams.
• Provides a clear view of the IT landscape and relations between Applications and IT Components.

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Cons:

• Does not allow for robust Application integration architecture modeling using Data Flows.

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• Limited to IT landscape reports and without a connection to the business aspect of the organization
(Business Capabilities and User Groups).
• In the below view, we are able to see that the Applications are red and exposed to Technical Risk, but the
underlying link to the ESB which is causing this is missing.

APIs

Application programming interfaces (APIs) are software intermediaries that allow two applications to talk to
each other. They let your product or service communicate with other products and services without having to
know how they’re implemented.

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How to model APIs in LeanIX

• APIs can be modeled as an Interface, as APIs often belong to one application (Interface Provider) and
communicate to other applications (Interface Consumers).
• Each API can have underlying IT Components and assigned Data Objects.
• In the following we show an exemplary structure for LeanIX APIs.

• Open APIs can also be modeled with Interfaces as shown below.

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  Note

If more detailed and intensive API modeling is needed, make sure to contact your CSM for further
discussion

(e.g., modeling of APIs as endpoints with IT Components)

2.5.11 Modeling: Process (Meta Model V3 )

In this section, you will find best practices for modeling processes.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

Fundamentals

Processes are important in LeanIX because they provide an overview of how an organization structures their
task execution and which parts of the IT landscape their Processes rely on.

For the start, some things are important to consider when modeling Processes:

• Define "How"; not "What"

• Short term: Processes are not stable over time because organizational changes might also change they
way things are done, thus changing the Processes
• Organization dependent: Processes are supported by specific applications, which are related to specific
user groups
• Depth rather than breadth: Processes should be specific representations of tasks that are executed in the
business
• Accepted by all stakeholders: Every stakeholder has to accept the processes so that they can become a
common basis for discussion and planning
• Processes can have multiple Applications: Processes are important for Applications because once the
relation between the two exists you can easily see which Application supports which Processes

 Tip

Think about what Processes are necessary to model and to which category they belong for a potential
hierarchy.

Which Processes do you really need to visualize?

 Note

We purposely do not provide a best practice poster for Processes because Processes are very specific and
different in each organization

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When modeling Processes, it is important to determine the number of hierarchy levels beforehand. We suggest
one simple variant and one more sophisticated variant for modeling Processes:

1. Flat (Use tags): This is the simple variant in which you tag Processes that belong to the same category with
the same tag.
Example: Process 1 and Process 2 both have the Tag "Core IT Process", while Process 3 and Process 4 have
the Tag "Supportive IT Process".
2. Hierarchy: This is the more sophisticated variant in which core Processes can be parent to more detailed
processes of the same category.
Example: Process "Core IT Processes" is parent to Process 1 and Process 2.

 Tip

Two-level hierarchy is good. More levels are also possible but a too high complexity can create difficulties.

 Note

The LeanIX Process Fact Sheet provides metadata about the Processes rather than detailed information
and process models that deliver insights about the Processes.

If insights are needed, we suggest using the SAP Signavio integration, which allows you to create detailed
process models in SAP Signavio and enables the import of these process models directly into LeanIX.

Further options for modeling Processes

Besides the SAP Signavio integration, the Resource tab on the Process Fact Sheet allows you to add diagrams
that were created in LeanIX and also links that lead to diagrams you built in Lucidchart, Visio or other 3rd party
tools, which provides another option for modeling processes.

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2.5.12 Modeling: Project Fact Sheet (Meta Model V3 )

Measure the impact of projects on applications and domains, and see their suitability with your business
strategy, using the Project Fact Sheets and Reports in LeanIX.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

As an enterprise architect, you may want to measure the impact of projects on applications and domains, in
order to measure suitability with the corporate vision. This article shows you how to do that using the Project
Fact Sheet.

What are Projects in LeanIX?

The Project Fact Sheet is one of our ten main fact sheet types, according to our data model. Projects are used
to manage or build budgets, see project status and show project impact on application portfolio and their
affected user groups.

In addition, orders from each provider can be managed to get a good overview of the budget status. Cost
center and controlling reports very often show valuable information only after the fact events, so it is preferable
to keep a “real-time” eye on where you spend your money.

Creating New Projects

1. Go to Inventory and click New Fact Sheet in the right hand menu
2. Select Project as Fact Sheet Type and enter a name for your project
3. Complete Fact Sheet Information, Dependencies, Project Environment, Project Setup and Project Status

Viewing Existing Projects

Go to Inventory and select the Project Fact Sheet type.

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Project Reports

In the Reporting section you have several Project Reports:

Project Portfolio
Your entry point into Project reporting, the Project Portfolio Report allows you to visualize and act based on
Project Risk vs. Business Value.

Project Cost
This report lets you visualize Project Costs next to their corresponding lifecycles.

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Project Landscape
This report gives you an overview on Project and their relations to Business Capabilities. Here you can get
different insights depending on the View you select.

Project Matrix
Here you can dive even deeper into your Projects' data, by selecting two axes and a drilldown relation (i.e.
Applications), in addition to several views available.

Once you have selected the desired View, go to Settings and tweak your report based on what you need to drill
down on.

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Project Roadmap
This view is very useful when you want to compare all your Projects' Lifecycles.

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2.5.13 Modeling: Tech Category (Meta Model V3 )

In this section, you will find a best practice Tech Category model to upload to your workspace.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

To get started, you can use tech categories from the reference catalog. To learn more, see Tech Categories
in the Reference Catalog [page 1279].

Overview

The Tech Category is used to group IT Components into different categories of technology. This could be a
Database, an Operating System, or a Server Software. The Tech Category model is relatively stable over time
and independent of specific industries.

Resources

Ready to define your organization's tech categories? Use the following reference documents to set up
an IT Component Landscape quickly and get into use cases like Standards Management or Technology
Obsolescence Management:

• Best Practices to Define Tech Categories - Learn how to get started with tech categories to create a
complete overview of your technology landscape.
• Tech Categories in the Reference Catalog [page 1279]- Learn how to import tech categories information
from the reference catalog and adapt this taxonomy.

2.5.14 Modeling: User Group (Meta Model V3 )

The User Group Fact Sheet is an essential part of LeanIX's approach to representing business architecture.
Often customers use it combined either with Business Capabilities or with Processes to obtain an Application
Matrix report which is perfectly suited to identify possible synergies or gaps in the application landscape.

 Note

This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see Meta
Model v4 [page 42].

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Overview

User Groups are intended to address who is using certain applications. The four major dimensions captured by
LeanIX customers are:

• Regional (e.g. countries or territories)

• Divisional / Organizational Entities
• Legal structures
• User type structures (e.g. blue collar vs. white collar)

How to Model User Groups

Here is how you can model User Groups:

1. Choose two dimensions at most: Even if there is a perceived need to cover more, remember that the
Application Owners have to maintain the mapping. It is better to get one group right rather than having two
or more that are incomplete or inaccurate.

 Tip

Ask yourself: What would I want to see in the Application Matrix if I had to choose among those four
dimensions?

1. Flat vs. Hierarchy: If you choose more than one dimension, you need to determine the number of hierarchy
levels. In many cases, two levels is a good compromise between expressiveness and maintenance effort.
Remember that you can always get more granular later on if required.

If you choose two or even more dimensions, your major design choices are:

a) Flat: Separate different dimensions by tag (e.g. Country and Organizational Entity) and let the application
owner assign User Groups to both dimensions. This allows you to choose the dimension you want to see on the
Application Matrix but it also means Application Owners will need in-depth guidance.

b) Hierarchical: Combine dimensions, e.g. Level 1 is Organizational Entity and Level 2 is Country. This is often
preferable as it is easier for the Application Owner to maintain, even if it means that you sacrifice some
expressiveness.

Sample:

• Org Entity A
• EU
• APAC
• US
• Org Entity B
• EU
• APAC
• US

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  Tip

Always put yourself in the shoes of Application Owners. What will make their lives easier? In the end, the
more comprehensive it is for them, the higher your data quality is.

Depending on your conclusions, Org Entity / Country might be more appropriate than Country / Org Entity,
or vice versa.

 Note

A configuration of the data model allows you to introduce a separate Fact Sheet type, e.g. Organizational
Entity. For more information, see Meta Model Configuration [page 938]. Note that extending the data
model might influence usability.

2.5.15 Optional Features: Tech Platform Fact Sheet (Meta

Model V3 )

 Note

• This page is a modeling guideline for Meta Model v3. For updated guidelines for Meta Model v4 see
Meta Model v4 [page 42].
• The Platform Fact Sheet in Meta Model V4 replaces the Tech Platform Fact Sheet from Meta Model
V3. To learn more, see Platform Modeling Guidelines [page 133]. Use the Platform Fact Sheet to model
your SAP BTP architecture. For best practices, see Modeling SAP BTP [page 163].

Overview

It is possible to extend the Data Model with an optional <Tech Platform> Fact Sheet. <Tech Platform> is
a Fact Sheet that allows you to group <IT Components> into standardized platform offerings for applications
(see Windows Client <Tech Platform> example below).

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Tech Platforms can be used in the context of standards management (e.g. to reduce the numbers of used <IT
Components>) and help with data quality maintenance.

Platform owners can define <Tech Platforms> to offer a standard set of IT Components to the application
owners to help them build out their applications.

Read on to learn how to enable tech platforms.

Step1: Install Tech Platforms

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Step 2: Refresh Browser (and wait)

Step 3: Define Tech Platforms

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Step 4: Connect Tech Platforms with Applications

 Note

It is possible to have more than one platform per application.

Step 5: Add IT Components to Applications

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1. Navigate to the Fact Sheet of choice.
2. Go to the Sourcing section.
3. Hover over the IT Components section, and click the Add button (use the "..." button for multi-select).
4. Search for the IT Component that you would like to associate, fill out other info as required, and click Save.

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3 Use Cases and Methodologies

Overview of SAP LeanIX use cases.

As an enterprise architect, you steer the initiatives that shape the digital landscape of your organization.
One of your initial tasks using SAP LeanIX is conducting an application portfolio assessment. This
involves systematically reviewing and documenting your organization's applications, and assessing their
interdependencies, usage, and business contribution. Beyond this foundational task, SAP LeanIX helps you
with a range of use cases:

SAP LeanIX Application Portfolio SAP LeanIX Technology Risk and SAP LeanIX Architecture and Road
Management Compliance Map Planning

Application Portfolio Assessment [page Obsolescence Risk Management [page Application Modernization [page 337]
274] 461]

Application Rationalization [page 311] ERP Transformation [page 361]

AI Governance and Adoption [page 484]

Ensure a smooth start to your SAP LeanIX initiatives by familiarizing yourself with the Meta Model [page 42]
and modeling guidelines before starting with your first use case. SAP LeanIX meta model, represented by
fact sheet types and their relations, is at the heart of SAP LeanIX. It defines relationships between different
fact sheet types, illustrating how information in fact sheets is interconnected. This blueprint assists you in
understanding connections between various architectural objects. It allows for customization to meet unique
organizational requirements and define your architectural structure and relationships.

3.1 Application Portfolio Assessment

Establish transparency and governance over your as-is landscape to identify optimization opportunities and
unlock further use cases.

Overview

Application portfolio assessment enables you to identify dependencies and optimization potential for your
applications, achieve data transparency, and support informed decision-making. By bringing data into SAP
LeanIX and establishing data governance processes, you can address challenges that result from storing data
in multiple tools, such as data silos, redundancy, and inefficiencies.

In this step-by-step guide, you'll learn how to conduct an initial application portfolio assessment with a limited
data set. The steps you perform, such as importing and maintaining data, are essential and ongoing tasks for
effective architectural governance. After your initial assessment, you can add more fact sheets and introduce
additional fact sheet types as your inventory matures. You can also proceed to more advanced use cases, such
as application rationalization and modernization.

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What Is Application Portfolio Assessment?

Application portfolio assessment is a practice that involves systematically collecting, documenting, and
evaluating your organization's application landscape to determine how well each application supports the
business. This process helps you understand interdependencies, usage, and business impact across your IT
environment. It helps you address critical questions about your current landscape, such as:

• What applications are in use, and how many are there?

• How complex is our IT landscape?
• What does each application support in the business, and how critical is it?
• Where do we have redundancies or opportunities for improvement?

Why Is Application Portfolio Assessment Relevant?

Application portfolio assessment enables you to establish a single source of truth for architectural data by
consolidating all relevant information into SAP LeanIX. This offers insights into application connections and
dependencies, facilitating informed decision-making and enabling effective IT transformation.

Key drivers for application portfolio assessment are:

• Data transparency: Get an overview of your applications in SAP LeanIX, establishing a single source of
truth for your enterprise architecture data.
• Data governance: Assign ownership and accountability for data maintenance. Establish data quality
measures to keep your inventory accurate and up to date, setting a foundation for data-driven decision-
making.

Before You Start

Analyze your organization's sources of architectural data. Prepare this data for import.

Required Product

For your initial application portfolio assessment, you need SAP LeanIX Application Portfolio Management,
which is the base product.

Step-by-Step Guide

• Step 1: Add Data [page 276]

• Step 2: Collect and Maintain Data [page 293]
• Step 3. Assess Your Application Portfolio [page 308]

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Related Resources

• Website: Application Portfolio Assessment

• Poster: Application Portfolio Assessment
• Business capability map

3.1.1 Step 1: Add Data

Import initial data into your workspace, focusing on the key fact sheet types.

To get started, define your data scope and add initial data to your inventory. This lets you establish a foundation
for managing enterprise architecture data in SAP LeanIX. After your initial assessment, you can expand the
data scope by importing additional fact sheets.

Introduction to the Meta Model

The meta model in SAP LeanIX is a conceptual model that defines the structure, relationships, and semantics
of fact sheets, providing a framework for documenting and managing enterprise architecture. While the meta
model is based on best practices for enterprise architecture management, you can customize it to meet your
unique needs.

Fact sheets are the main objects within the meta model. They contain information about various elements
in your architectural landscape. The predefined meta model includes 12 fact sheet types, each representing
a distinct architectural element. You can tailor each fact sheet type by modifying predefined attributes and
creating custom ones.

For additional information, see:

• Meta Model [page 42]

• Fact Sheets [page 577]

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 Meta Model

Fact Sheet Types for Your Initial Assessment

To streamline your initial application portfolio assessment, it's recommended to limit the data scope. For
example, you can focus on a specific business unit, capability, or relevant project. This approach reduces
complexity and accelerates time-to-value, enabling you to achieve actionable insights more efficiently. You can
import additional fact sheet types after completing your initial assessment.

To get started, focus on the following fact sheet types:

• Applications are software systems or programs that process or analyze business data to support
business tasks, processes, or aspects of an organization's business model. Applications are central to
understanding the IT landscape and identifying optimization opportunities.
• Business capabilities are the core functions or capabilities an organization needs to achieve its strategic
objectives. Business capabilities offer a structured view of how IT supports organizational priorities.
• Organizations are the structural units within an organization, such as departments, teams, or business
units. Understanding organizational structures is essential for mapping applications and capabilities to the
right stakeholders.

These fact sheet types form the foundation of your enterprise architecture landscape and are integral
components of the SAP LeanIX meta model. By focusing on these elements, you can establish a clear and
comprehensive view of your IT and business alignment, setting the stage for informed decision-making and
strategic planning.

To learn how to add these fact sheets to your workspace and establish relations, refer to:

• Add Applications [page 278]

• Add Business Capabilities [page 282]
• Add Organizations [page 285]
• Add Relations [page 288]

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3.1.1.1 Add Applications

Import an initial set of applications into your workspace. Applications are essential elements of your enterprise
architecture landscape.

Introduction to Applications

Applications are software systems or programs designed to process, analyze, and manage business data. They
enable organizations to perform tasks, run processes, and support various aspects of their business models.
Applications play a critical role in ensuring operational efficiency, driving innovation, and aligning IT systems
with business objectives.

In SAP LeanIX, applications are central to building a comprehensive enterprise architecture landscape. They
serve as the foundation for understanding dependencies, identifying optimization opportunities, and ensuring
alignment between IT and business strategies. Properly modeling applications allows organizations to gain
insights into their lifecycle, associated technologies, and integration points, which are essential for informed
decision-making and strategic planning.

To learn how to model applications, see Application Modeling Guidelines [page 60].

Required Attributes

For your initial application portfolio assessment, capture the following attributes on applications.

Required Attributes for Applications

Attributes When to Add Detailed Information

• Name Capture these fields when adding appli- Add Applications [page 279]
cations to your workspace.
• Description

• Relations to business capabilities Create relations after adding applica- Add Relations [page 288]
tions, business capabilities, and organi-
• Relations to organizations
zations to your workspace.

• Functional fit Collect these fields from application Onboard Fact Sheet Owners and Collect
owners after onboarding them into SAP Data [page 302]
• Technical fit
LeanIX.
• Business criticality
• Lifecycle

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Collect Application Data

Application information is often stored across multiple tools and sources in an organization. Evaluate the
various data sources available within your organization to gather application information. Common data
sources include:

• Integrations with third-party systems

• Configuration Management Databases (CMDBs)
• Architectural diagrams or images
• Excel spreadsheets

Collaboration is key to successful data collection. Engage with departments such as IT operations, security,
risk and compliance, and finance to validate and enrich application data. These departments possess critical
insights and records that can enhance the accuracy of your application inventory. Additionally, communicate
with senior leaders to gather applications specific to their domains or products.

Consider conducting interviews to manually collect data that may not be readily available in existing sources.
Document your findings in spreadsheets. This approach can uncover hidden applications and provide context
that automated systems might miss.

Add Applications

 Note

The table below doesn't list all available import methods. It includes recommended import methods to
start with.

Once you’ve defined your initial scope of applications, import them using one of the following methods.

Import Methods for Applications

Method Description When Recommended Detailed Information

SAP discovery Automatically discover SAP Your organization uses SAP SAP Discovery [page 1390]
systems and services and systems and services.
add them to your workspace.

SaaS discovery Automatically discover your Your organization manages SaaS Discovery [page 1291]
SaaS applications and add Software as a Service (SaaS)
them to your workspace. applications using third-party
systems like Single-Sign-on
(SSO), Secure Access Simpli-
fied (SASE), or Cloud Access
Security Broker (CASB) solu-
tions.

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Method Description When Recommended Detailed Information

Inventory builder Add data from architectural You have architectural data in Inventory Builder [page 858]
image format (pictures or di-
documents (images) using
agrams).
the inventory builder. You can
import multiple fact sheet
types at once by specifying
their type.

Inventory builder is an op-

tional feature. You can acti-
vate it in your workspace.

Excel import Import data using Excel You want to import data us- Importing Fact Sheet Data
spreadsheets. You can add ing Excel spreadsheets man- Through Excel File [page
and update fact sheets of ually. 601]
multiple types at once.

Scope Applications

Import as many applications as possible based on your application quota. Prioritize a subset of applications for
your initial assessment.

Begin by prioritizing applications based on their mission criticality. This ensures that the most impactful
applications are considered first, aligning with both architectural and business objectives. Engage with key
stakeholders across departments to identify the most critical applications. To limit the scope, you can choose a
specific domain, for example, finance, procurement, or HR.

Use the Scope Field on Applications

Choose the applications that are in scope for your initial assessment. Use the Scope field that appears in the
Name and Description subsection on the application fact sheet. This field is available on application fact sheets
by default in new workspaces created after July 9, 2025.

By marking specific applications as In Scope, you can focus on a subset of data for a more efficient analysis.
This approach allows you to:

• Filter inventory, surveys, and reports to display only in-scope applications.

• Visualize them as heat maps using report views. You can embed these views into dashboards for broader
visibility.
• Present cleaner, more targeted insights to stakeholders and leadership.

You can then create a filter for the inventory to focus on applications in scope. To learn how, see Saving Search
Results [page 641].

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 "Scope" Field on an Application Fact Sheet

Add the Scope Field to Applications

The Scope field is available on application fact sheets by default in new workspaces created after July 9, 2025.
If your workspace was created before this date, you can manually add this field. To learn how to add fields, see
Adding a Custom Field [page 950].

Follow these steps:

1. In the Meta Model Configuration section in the administration area, select the application fact sheet.
2. In the Name and Description section, click Add Field, then specify field parameters on the configuration
panel.
• Key: scope
• Field type: Multiple Select
• Values: inScope and outOfScope
3. Click Create.
4. Go to the Translations tab indicated by the globe icon, then add translations for each label. You can use
AI-assisted translation to streamline the process.
5. To show these fields in report and diagram views, go to the Options tab indicated by a gear icon, then
enable the Include in views toggle.
6. Save the changes.

Monitor Progress Using Metrics

To monitor progress, use the following metrics on the onboarding dashboard for enterprise architects. For
additional information, see Understanding Best Practice Metrics [page 549].

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Metrics for Applications
Metric Explanation

Applications* are added to the workspace, using at least An important prerequisite for effective enterprise architec-
60% of the quota. ture governance is creating transparency in your entire appli-
cation portfolio. We encourage importing all known applica-
tions into the workspace, aiming for at least 60% of your
quota to start. To reflect the focus of your current architec-
ture work, use the "In scope" field for a focused subset of
your landscape. See the following metric for more details.

At least 20 applications* are in scope. When you're getting onboarded to SAP LeanIX, start with at
least 20 critical applications. After assessing the initial set of
applications, extend the scope.

At least 20 applications* have a description. Application descriptions help stakeholders understand their
purpose. Names alone may not be universally understood.
To streamline the process of creating descriptions, you can
use AI capabilities, available in the upper-right corner of the
inventory. For more information, see AI Capabilities [page
849].

*Count all application fact sheets where the subtype is business application or empty.

3.1.1.2 Add Business Capabilities

Define and import an initial set of business capabilities into your workspace.

Introduction to Business Capabilities

Business capabilities represent specific abilities or capacities that an organization needs to fulfill its business
model. They encompass the organization's high-level activities that contribute to business objectives. Business
capabilities define what your organization does to deliver value, independent of how it is achieved by processes
or technology.

Each capability represents a distinct function or outcome that is crucial to business success, such as
"Customer Management" or "Product Development." Business capabilities don't represent the departments
of your organization. Organization fact sheets are used for this purpose.

To learn how to model business capabilities, see Business Capability Modeling Guidelines [page 75].

Required Attributes

For your initial application portfolio assessment, you need the following attributes for business capabilities:

• Name
• Description

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• Related parent and child business capabilities

Define Business Capabilities

Defining business capabilities for your organization requires collaboration between IT and business
stakeholders. Follow these best practices:

• Align scope with organizational goals and timelines: Make sure the business capability effort aligns
with your organization's strategic objectives and timelines. If your organization has low maturity, focus on
key business domains first instead of attempting a comprehensive enterprise-wide model. Avoid lengthy
alignment exercises if your immediate goal is quick cost savings.
• Educate stakeholders on purpose and value: Communicate the benefits of a business capability model.
It provides a clear view of organizational capabilities, streamlines operations, and identifies inefficiencies.
Emphasize its importance for enterprise architecture and link it to strategic and operational goals. Engage
stakeholders by posing questions the model can answer, and secure senior leadership support.
• Establish business ownership: Assign ownership of different parts of the business capability model
to various groups to ensure comprehensive coverage. Designate individuals who are committed and
accountable for maintaining the quality and accuracy of the capability hierarchy and definitions.
• Embed business architects for guidance: Integrate business architects into the initiative to facilitate the
process and mentor business teams. Their expertise guides the development and implementation of the
business capability model.
• Consistently share insights and integrate with corporate processes: Regularly share insights derived
from the business capability model, such as investments, costs, and planned initiatives by capability.
Ensure other corporate processes, like strategic planning, use the model to map investments against
capabilities, driving strategic outcomes. Schedule routine reviews with stakeholders to maintain accuracy
and highlight achieved insights.

 Tip

As a best practice, we recommend importing business capabilities from the reference catalog to ensure
high data quality.

Alternatively, you can review the business capability map template and use it for reference to define
business capabilities for your organization.

Add Business Capabilities

 Note

The table below doesn't list all available import methods. It includes recommended import methods to
start with.

Once you’ve defined your initial set of business capabilities, import them using one of the following methods.

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Import Methods for Business Capabilities
Method Description When Recommended Detailed Information

Reference catalog Import industry-specific, You want to import best- Business Capabilities in the
best-practice business capa- practice reference data for Reference Catalog [page
bilities from the SAP LeanIX business capabilities from 1252]
reference catalog, ensuring the reference catalog.
high data quality and improv-
ing fact sheet standardiza-
tion. Review available busi-
ness capabilities and import
relevant ones to your work-
space.

Inventory builder Add data from architectural You have architectural data in Inventory Builder [page 858]
image format (pictures or di-
documents (images) using
agrams).
the inventory builder. You can
import multiple fact sheet
types at once by specifying
their type.

Inventory builder is an op-

tional feature. You can acti-
vate it in your workspace.

Excel import Import data using Excel You want to import data us- Importing Fact Sheet Data
spreadsheets. You can add ing Excel spreadsheets man- Through Excel File [page
and update fact sheets of ually. 601]
multiple types at once.

Monitor Progress Using Metrics

To monitor progress, use the following metrics on the onboarding dashboard for enterprise architects. For
additional information, see Understanding Best Practice Metrics [page 549].

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Metrics for Business Capabilities
Metric Explanation

Level 1 business capabilities: Add a minimum of 7, but no In general, capturing 7-20 business capabilities at level 1 pro-
more than 20 to the workspace. vides a robust foundation and comprehensive overview for
organizations.
Level 2 business capabilities: Add a minimum of 5, but no
more than 10 for each level 1 business capability. Adhering to the MECE principle (Mutually Exclusive, Com-
pletely Exhaustive) becomes challenging with a high number
of business capabilities. Avoiding excessive granularity is im-
portant to balance effort and productivity.

This strategic approach supports initial use cases and pro-

vides further insights once a comprehensive business capa-
bility model is established.

This methodology aligns with capability-based planning,

Pace Layering, and strategy/goal alignment.

Add no more than 3 levels of business capability hierarchy to Excessive depth in your categorization may lead to over-
the workspace. compartmentalization, potentially making it challenging for
most users to understand business capabilities.

Ensure that at least 80% of business capabilities have a Clear, concise, and universally understood definitions of
description. business capabilities are crucial for your organization and
stakeholders. This clarity is key to facilitating effective analy-
sis and generating insightful outcomes within SAP LeanIX.

3.1.1.3 Add Organizations

Define and import an initial set of organizations into your workspace.

Introduction to Organizations

Organizations represent the users of applications and are intended for modeling who is using certain
applications. The organization fact sheet type is an essential element to represent your organization’s business
architecture in SAP LeanIX, and you can model different dimensions to create hierarchical structures. It allows
you to get some basic views to understand synergies and gaps in the application landscape across different
parts of the organization.

By structuring organizations hierarchically, you can visualize which parts of your business use specific
applications. This helps identify overlaps, gaps, and opportunities for synergy across your application
landscape.

To learn how to model organizations, see Organization Modeling Guidelines [page 128].

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Required Attributes

For your initial application portfolio assessment, you need the following attributes for organizations:

• Name
• Description

Define Organizations

 Tip

For your initial assessment, focus on the most important organizations and expand the scope later.

To define organizations, involve your business stakeholders. Collaborate with business, HR, and regional
managers to ensure accuracy.

You can use the following fact sheet subtypes for the five major dimensions that SAP LeanIX customers
typically capture:

• Business Unit: Business units are distinct divisions within a larger organization.
Example: Retail
• Customer: Customers represent customer groups/segments with similar needs.
Example: Buyer Persona
• Region: Regions represent geographical divisions within a larger organization and/or business unit.
Example: Europe, Europe / France
• Legal Entity: Legal entities are organizations recognized by law as distinct entities.
Example: SAP LeanIX SARL
• Team: Teams are groups of users or owners that are typically part of specific business units or countries.
Example: Team Igniteus

Add Organizations

 Note

The table below doesn't list all available import methods. It includes recommended import methods to
start with.

Once you’ve defined your initial set of organizations, import them using one of the following methods.

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Import Methods for Organizations
Method Description When Recommended Detailed Information

Inventory builder Add data from architectural You have architectural data in Inventory Builder [page 858]
image format (pictures or di-
documents (images) using
agrams).
the inventory builder. You can
import multiple fact sheet
types at once by specifying
their type.

Inventory builder is an op-

tional feature. You can acti-
vate it in your workspace.

Excel import Import data using Excel You want to import data us- Importing Fact Sheet Data
spreadsheets. You can add ing Excel spreadsheets man- Through Excel File [page 601]
and update fact sheets of ually.
multiple types at once.

Monitor Progress Using Metrics

To monitor progress, use the following metrics on the onboarding dashboard for enterprise architects. For
additional information, see Understanding Best Practice Metrics [page 549].

Metrics for Organizations

Metric Explanation

Level 1 organization: Add a minimum of 15, but no more than Starting with 15-20 organizations at level 1 provides a robust
foundation and comprehensive overview while keeping the
20, to the workspace.
maintenance effort manageable. You can add more organiza-
Level 2 organization: Add a minimum of 5, but no more than tions at any time if needed.
10 for each level 1 organization.

Add no more than 2 levels of organization hierarchy to the Avoiding excessive granularity is important to balance effort
workspace. and productivity.

Ensure that at least 80% of organizations have a description. Clear, concise, and universally understood definitions of or-
ganizations are crucial for your organization and stakehold-
ers. This clarity is key to facilitating effective analysis and
generating insightful outcomes within SAP LeanIX.

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3.1.1.4 Add Relations

Link applications to business capabilities and organizations to show how they’re connected.

Introduction to Relations

Relations define the connections between different fact sheet types, such as applications, business
capabilities, and organizations. These links provide essential context, showing how IT assets support business
operations and who uses them. Establishing relations helps visualize dependencies across your enterprise
architecture, making your data more meaningful and actionable.

By mapping relations, you enable dynamic analysis and reporting in SAP LeanIX. For example, you can identify
which applications are critical for specific business capabilities or where potential redundancies and risks
exist. Relations transform standalone data points into a connected model that supports transparency, strategic
planning, and informed decision-making across your organization.

To learn more about relations and their types, see Using Relations [page 53].

Explore Best Practices

Before you start adding relations, explore best practices for:

• Relations between applications and business capabilities

• Relations between applications and organizations

Relations Between Applications and Business Capabilities

Follow these best practices:

• Align applications with business functions: Use business capabilities from the reference catalog to align
your application landscape with your business functions. This approach is beneficial when working with
standard models like the SAP landscape.
• Use precise level mappings: Always connect applications to business capabilities at the most detailed
level possible. This ensures precise mapping and allows for more insightful analysis.
• Create direct relations: Aim for a direct relationship between applications and business capabilities. Avoid
inserting intermediate layers, such as processes within the business context fact sheet type, between
them. If needed, model application-to-process relations in parallel, but don't use them as a replacement for
direct business capabilities links.

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 Relations Between Applications and Business Capabilities

Relations Between Applications and Organizations

Follow these best practices:

• Link to the lowest level: Whenever possible, relate applications to the lowest level in the organizational
hierarchy. For shared or cross-functional applications, you can associate them with a level 1 (global)
organization node to represent shared ownership.

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 Relations Between Applications and Organizations: Linking to the Lowest Level
• Use hierarchical structuring: You can structure organization subtypes hierarchically, linking applications
to the lowest level. Alternatively, map them in parallel hierarchies. This approach allows more than one
relation to applications, providing a better representation of ownership and usage.
To determine if the organization owns or only uses applications, specify this through the Usage Type field
on the organization-to-application relation. For detailed information, see Fields on Relations [page 957].

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 Relations Between Applications and Organizations: Hierarchical Structuring

Add Relations

Add relations for the initial set of fact sheets you’ve imported using one of the following methods.

While linking business capabilities to applications, you automatically get recommendations to help you
choose the most relevant ones. It helps improve overall data quality by highlighting gaps and offering
recommendations. To learn more, see Adding Relations [page 586].

Add Relations Using Inline Editing

You can add relations to multiple fact sheets using inline editing in the inventory table view. For more details,
see Inline Editing [page 592].

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 Adding Relations Using Inline Editing in the Inventory

Add Relations Using Excel Import

You can add multiple relations at once by importing data through Excel spreadsheets. In the spreadsheet that
you plan to import, add relations to the corresponding columns:

• relApplicationToBusinessCapability
• relApplicationToOrganization

For details, see Importing Fact Sheet Data Through Excel File [page 601].

Adding Relations Through Excel Import

Add Relations to a Single Fact Sheet

You can manually add relations to a single fact sheet by editing the corresponding fields. On the fact sheet
page, locate the relevant section and find the fact sheet to link. For details, see Adding Relations [page 586].

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 Relations to Business Capabilities on an Application Fact Sheet

Monitor Progress Using Metrics

To monitor progress, use the following metrics on the onboarding dashboard for enterprise architects. For
additional information, see Understanding Best Practice Metrics [page 549].

Metrics for Relations

Metric Explanation

At least 20 applications* are linked to business capabilities. Establishing accurate relations is crucial for deriving mean-
ingful insights from reports. The metric does not cover re-
At least 20 applications* are linked to organizations.
lations between application fact sheets of the deployment
subtype and organization fact sheets. To learn more, see
Application Fact Sheet Subtypes [page 61].

*Count all application fact sheets where the subtype is business application or empty.

3.1.2 Step 2: Collect and Maintain Data

Establish practices for maintaining data quality and collect data from fact sheet owners.

After importing an initial set of fact sheets into your workspace, the next step is to implement data quality
practices and collect additional data from application owners. This lets you ensure the completeness and
accuracy of your inventory data.

Follow these steps:

1. Identify and assign fact sheet owners [page 294]: Define application owners to assign responsibility and
accountability for maintaining fact sheet data. Add application owners to fact sheets as subscribers.
2. Configure data quality controls [page 299]: Establish data quality control mechanisms to ensure data
accuracy over time. Configure the quality seal and set mandatory attributes on fact sheets to standardize
data entry. Data quality management is an ongoing process, not a one-time task.
3. Onboard fact sheet owners and collect data [page 302]: Onboard fact sheet owners into SAP LeanIX and
collect additional data from them to enrich your inventory. Fact sheet owners fill in the required attributes,
ensuring that fact sheet data remains comprehensive and current.

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3.1.2.1 Identify and Assign Fact Sheet Owners

After importing initial data into your workspace, identify and assign application owners to define responsibility
for maintaining fact sheet data.

To assign responsibility for data maintenance, follow these steps:

1. Create subscription roles: Define and create subscription roles that align with your organizational setup.
In workspaces created after July 9, 2025, predefined subscription roles are available by default.
2. Identify application owners: Define users responsible for maintaining fact sheet data.
3. Assign application owners: Assign at least one responsible owner to each application (preferably more,
based on their area of expertise). This step is essential for strong data governance.

If you're not ready to invite and onboard application owners, you can add them to fact sheets as subscribers
without granting access to your workspace. In this case, subscribers are added as contacts. They don't receive
notifications or surveys from SAP LeanIX. You can invite subscribers to your workspace later as needed. To
learn more, see Contacts [page 1122].

Introduction to Fact Sheet Ownership

Fact sheet ownership is a practice of assigning responsibility and accountability for managing and maintaining
fact sheet data in SAP LeanIX, which is essential for strong data governance. You assign owners using fact
sheet subscriptions.

Responsibility of Fact Sheet Owners

Fact sheet owners provide and regularly update data on fact sheets. They are notified when the quality seal
breaks, either on a scheduled basis (for example, every six months) or when triggered by changes. Since no
single person usually has all the necessary information, responsibilities may be shared across multiple owners
within a single fact sheet.

Key responsibilities of fact sheet owners include:

• Data collection: Fact sheet owners add data to fact sheets, either manually or by responding to surveys.
• Data maintenance: Fact sheet owners regularly validate fact sheet data to ensure its quality. When the
quality seal on a fact sheet breaks due to the renewal interval or due to data changes, fact sheet owners
receive notifications to review and update the data.

Fact Sheet Subscriptions

Fact sheet subscription is a mechanism for assigning responsibility and accountability to users for maintaining
fact sheet data. It specifies who is responsible for each fact sheet and helps ensure that the right individuals
are accountable for keeping the data accurate and current.

Key subscription types include responsible, accountable, and observer. Each type involves a different level of
responsibility and involvement for subscribers. Additionally, admins can create subscription roles that reflect
your organization's governance structure and roles. This ensures you can easily identify and assign relevant
individuals to fact sheets based on their roles.

You can assign users to fact sheets, or they can subscribe themselves by selecting the appropriate subscription
type and role. When a fact sheet is updated, subscribers receive notifications. This enables them to take
necessary actions, such as updating fact sheet information or approving the quality seal.

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For more information, see Fact Sheet Subscription [page 620].

Subscriptions on a Fact Sheet

Create Subscription Roles

Subscription roles define the involvement and responsibilities associated with maintaining fact sheet data.
They reflect your organization's governance structure and roles. For more information, see Subscription Roles
[page 978].

Define and create subscription roles that align with your organizational setup. For your initial assessment, you
can create the following roles:

• Application business owner (responsible): Responsible for the application's business performance and
alignment with organizational goals.
• Application technology owner (responsible): Responsible for the application's technical performance and IT
alignment.

 Note

In workspaces created after July 9, 2025, predefined subscription roles are configured by default:

• Application business owner (responsible): Responsible for the application's business performance and
alignment with organizational goals.
• Application technology owner (responsible): Responsible for the application's technical performance
and IT alignment.
• Application leader (observer): Responsible for observing and supporting the IT performance and
success of the application.

Identify Application Owners

Identify application owners to define responsibility and accountability for maintaining fact sheet data. Here are
some best practices:

• Involve both business and IT stakeholders.

• Choose individuals with knowledge of the application's business and technical aspects.
• Clearly define each owner's responsibilities and ensure they are aware of ongoing maintenance tasks.

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• Distribute ownership if knowledge is spread across multiple roles.

 Note

To identify and assign fact sheet owners in one action, we recommend using surveys. Send surveys to
business owners and managers to identify and assign contributors as fact sheet subscribers. For details,
see Use Surveys to Identify and Assign Fact Sheet Owners.

Assign Application Owners

You can assign application owners using the following methods:

• Use surveys [page 296] (recommended): Send surveys to identify and assign application owners
simultaneously.
• Use subscriptions [page 297]: If you know which users to assign as application owners, use fact sheet
subscriptions.

Use Surveys to Identify and Assign Application Owners

When you start with SAP LeanIX, you might not know all the right people who are familiar with the required data
and can take ownership of it. Send surveys to business owners and managers to identify application owners.
Business owners and managers can then assign appropriate contributors as fact sheet subscribers. For details,
see Assigning Fact Sheet Subscriptions Through Surveys [page 835].

If you select the Allow creating a new subscription user checkbox, the survey recipient can also assign users
who haven't been invited to your workspace. Fact sheet subscribers without workspace access are referred
to as contacts. They don't receive notifications or surveys from SAP LeanIX. You can invite contacts to your
workspace later and assign them a permission role as needed. For more information, see Contacts [page 1122].

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 Survey for Assigning Fact Sheet Owners

Use Subscriptions to Assign Application Owners

If you know which users to assign as application owners, you can add fact sheet subscriptions in one of the
following ways:

• Add subscriptions using inline editing

• Add subscriptions using Excel import
• Add subscriptions to a single fact sheet

 Note

When you assign fact sheet subscribers without inviting them to your workspace, they're added as
contacts. They don't receive notifications or surveys from SAP LeanIX. You can invite contacts to your
workspace later and assign them a permission role as needed. For more information, see Contacts [page
1122].

Add Subscriptions Using Inline Editing

You can add subscriptions to multiple fact sheets using inline editing in the inventory table view. For more
details, see Subscribing and Unsubscribing in Bulk [page 624].

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 Adding Subscriptions Using Inline Editing in the Inventory

Add Subscriptions Using Excel Import

You can add multiple subscriptions at once by importing data through Excel spreadsheets. For details, see
Subscriptions [page 609].

Add Subscriptions to a Single Fact Sheet

Assign subscribers manually from the fact sheet page. Use this method if you already know who you want to
assign to which fact sheets.

Adding Subscriptions to a Single Fact Sheet

Monitor Progress Using Metrics

To monitor progress, use the following metrics on the onboarding dashboard for enterprise architects. For
additional information, see Understanding Best Practice Metrics [page 549].

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Metrics for Fact Sheet Ownership
Metric Explanation

At least 20 applications* have a subscriber of type Responsi- Accurate, comprehensive, and up-to-date information in
ble. your inventory is crucial. Assigning fact sheet responsibility
and ownership through subscriptions enables you to ensure
information reliability.

*Count all application fact sheets where the subtype is business application or empty.

3.1.2.2 Configure Data Quality Controls

To maintain the quality and completeness of your inventory data, configure data quality controls.

Up-to-date and accurate data is essential for effective enterprise architecture management. Fact sheet owners
are responsible for maintaining fact sheet data and ensuring its quality. As an enterprise architect, you
configure data quality control mechanisms based on your requirements:

• Quality seal: Configure the quality seal to ensure the overall integrity and quality of data on fact sheets.
When the quality seal is broken (based on the renewal interval or due to data changes), fact sheet owners
get notified to review and update fact sheet data.
• Mandatory attributes: Define mandatory attributes to maintain data integrity and ensure its
completeness. Fact sheet owners can approve the quality seal only once these attributes are filled in.
• Completion score: Configure the completion score to track how much of the required data has been filled
out for a fact sheet.

To learn more about maintaining data quality, see Increasing Your Data Quality [page 614].

 Note

In workspaces created after July 9, 2025, data quality controls are already preconfigured according to best
practices. If your workspace was created before this date, configure these settings manually as described
below.

Ensure Data Integrity with the Quality Seal

A quality seal ensures the overall integrity and quality of data on fact sheets. It assigns accountability to the
responsible or accountable subscribers to approve the quality of a fact sheet whenever other users make any
changes to it.

When the quality seal is broken, it triggers a Check needed status at the top of the fact sheet, prompting the
responsible individual to verify the data and approve the quality seal. The quality seal can also be manually
broken if necessary, indicating that the information on the fact sheet needs to be reviewed or updated. This
feature ensures that any changes made to a fact sheet are verified for accuracy and completeness.

To learn how to use and configure the quality seal, see Quality Seal [page 626].

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 Quality Seal on a Fact Sheet

Configure the Quality Seal

 Note

In workspaces created after July 9, 2025, the quality seal is preconfigured according to best practices. If
your workspace was created before this date, configure the quality seal manually as described below.

Configure the quality seal for application fact sheets according to your organization's needs. For your initial
assessment, we recommend the following:

• Enable the Broken state.

• Set the renewal interval to 3 months.

To learn how to configure the quality seal, see Enabling or Disabling the Quality Seal [page 629].

Define Mandatory Attributes for Fact Sheets

Mandatory attributes are essential fields specified by admins to ensure data integrity and quality in fact sheets.
These attributes must be filled out before a fact sheet’s quality seal can be approved. Admins can define
which attributes are mandatory for each fact sheet type. These can include fields, relations, tag groups, and
subscription roles and types.

When mandatory attributes are defined, any newly created fact sheets must have all these attributes filled
before their quality seal can be approved. This helps maintain data integrity and reliability, ensuring that fact
sheets meet the necessary standards. These mandatory attributes appear listed on the right-side panel of the
fact sheet until the quality seal is approved, with checkboxes indicating whether they are filled or not.

For a detailed guide, see Mandatory Attributes [page 631].

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 Mandatory Attributes on a Fact Sheet

Configure Mandatory Attributes

 Note

In workspaces created after July 9, 2025, mandatory attributes are preconfigured according to best
practices. If your workspace was created before this date, configure mandatory attributes manually as
described below.

Set the following attributes on the application fact sheet as mandatory. To learn how to do this, see Defining
Mandatory Attributes [page 633].

• Fields:
• Name
• Description
• Lifecycle
• Functional Fit
• Technical Fit
• Business Criticality
• Subscriptions:
• Responsible
• Relations:
• Relations to business capabilities
• Relations to organizations

Track Data Completeness with the Completion Score

The fact sheet completion score measures how much of the required data has been filled out for a fact sheet.
It helps you identify which fact sheets are well-completed and which ones need more information. It ensures
the accuracy and completeness of the data in SAP LeanIX, which is crucial for effective enterprise architecture
management.

The fact sheet completion score is calculated based on the weights assigned to each field, subsection, and
section. A higher weight signifies greater importance, meaning that completing those fields or subsections will
have a more significant effect on the score. By default, weights are set to 0 or 1, but admins can adjust them as
needed to highlight the importance of specific fields.

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You can view the fact sheet's completion score in the fact sheet’s header. It reflects the extent to which all
required fields, subsections, and sections are completed based on the configured weights.

For a detailed guide, see Fact Sheet Completeness [page 617].

Completion Score on a Fact Sheet

Configure Completion Weights

 Note

In workspaces created after July 9, 2025, completion weights are preconfigured according to best
practices. If your workspace was created before this date, configure completion weights manually as
described below.

Set the completion weight for the following fields to 1. To learn how to do this, see Modifying Completion
Weights [page 619].

• Name
• Description
• Lifecycle
• Functional Fit
• Technical Fit
• Business Criticality

3.1.2.3 Onboard Fact Sheet Owners and Collect Data

Onboard fact sheet owners into SAP LeanIX and collect additional information from them to enrich your
inventory data.

After you’ve imported your initial set of fact sheets, assigned responsible application owners, and configured
data quality controls, collect additional fact sheet attributes to enrich your inventory data. For your initial
application portfolio assessment, you can start with basic attributes for applications listed in Key Attributes for
Application Portfolio Assessment [page 306].

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Onboard Fact Sheet Owners

Prepare relevant communications for fact sheet owners and inform them about their core tasks in SAP LeanIX.
Ensure they understand their key responsibilities and know how to use the tool.

Onboarding Resources

To onboard fact sheet owners, you can share the following resources with them.

Getting started:

• Getting Started [page 11]: An overview of SAP LeanIX and its key features.
• SAP LeanIX for Application and Business Owners [page 26]: A getting started guide for fact sheet owners
describing the key operations they perform.
• Navigating SAP LeanIX [page 31]: An overview of the SAP LeanIX user interface.
• SAP LeanIX Resources [page 35]: A list of resources with additional information.

Data collection and maintenance:

• Fact Sheet Subscription [page 620]: A subscription is a mechanism for assigning responsibility
and accountability to users for maintaining fact sheet data. Share information about the configured
subscription roles and associated responsibilities.
• Quality Seal [page 626]: A quality seal ensures the overall integrity and quality of data on fact sheets. When
the quality seal is broken (based on the renewal interval or due to data changes), fact sheet owners get
notified to review and update fact sheet data.
• Adding and Editing Data in Fact Sheets [page 585]: Fact sheet owners review, update, and verify
information on fact sheets.
• Responding to Surveys [page 824]: Surveys are used for collecting data from multiple users. Fact sheet
owners receive notifications prompting them to respond to surveys. Once they submit a response, the
corresponding fact sheet fields are updated.
• To-Dos [page 842]: To-dos are used for assigning tasks and responsibilities to fact sheet owners, such as
updating fact sheet data or approving the quality seal.

Collect Data from Fact Sheet Owners

You can collect data from fact sheet owners using one of the following methods:

• Onboarding dashboard for fact sheet owners [page 304]: Onboard fact sheet owners and collect data
simultaneously.
• Fact sheet owners sign in to the workspace and learn how to use SAP LeanIX. This helps them
understand their key tasks and learn how to collaborate with others.
• After onboarding, fact sheet owners can continue using the dashboard to get an overview of their fact
sheets and the tasks they need to complete.
• Surveys [page 304]: Collect data by sending surveys to fact sheet owners.
• Fact sheet owners don't need to sign in to your workspace to contribute to fact sheet data.
• You'll need to onboard fact sheet owners into SAP LeanIX later to guide them through the key features
and their tasks.

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Use the Onboarding Dashboard for Fact Sheet Owners

The onboarding dashboard for fact sheet owners provides curated learning resources and quick access to
assigned fact sheets and action items. These help fact sheet owners get familiar with SAP LeanIX and
their responsibilities within the tool, focusing on data collection and maintenance. By using the dashboard,
fact sheet owners learn how to use the tool and contribute data simultaneously. To learn more about the
dashboard, see Fact Sheet Owner Onboarding Dashboard [page 544].

Before inviting users, configure the dashboard as needed. For example, you can create a saved search for
applications marked as In scope and add it to the dashboard. To learn how to create a saved search, see Saving
Search Results [page 641].

To use the dashboard, users need to have access to your workspace. To learn more about managing user
access, see User and Access Management [page 1116].

Overview of the Application Portfolio on the Fact Sheet Owner Onboarding Dashboard

Use Surveys to Collect Data

To collect data from multiple fact sheet owners, create and send a survey. Responses are recorded in the
relevant fact sheet fields.

To respond to surveys, users need to be invited to your workspace. You can invite subscribers (contacts) in
bulk from the Not invited tab in the Users section of the administration area. If single sign-on (SSO) is enabled
in your workspace, you can prevent sending invitation emails by clearing the Send Invitation Email checkbox
in the invitation overlay. This prevents notifications, allowing users to stay focused. For more information, see
Contacts [page 1122].

When creating a survey, do the following:

1. Filter application fact sheets. You can select applications marked as In scope.
2. Include these fields in the survey scope:

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 • Lifecycle
• Business criticality
• Functional fit
• Technical fit
3. Add survey recipients by selecting their subscription roles. Ensure recipients are invited to your workspace.

To learn more about using surveys, see Surveys [page 809].

Survey for Collecting Application Attributes

Required Attributes

For your initial application portfolio assessment, application owners need to fill in the required attributes and
approve the quality seal on fact sheets. For details, see Key Attributes for Application Portfolio Assessment
[page 306].

Monitor Progress Using Metrics

To monitor progress, use the following metrics on the onboarding dashboard for enterprise architects. For
additional information, see Understanding Best Practice Metrics [page 549].

Metrics for Required Attributes

Metric Explanation

At least 20 applications* have a lifecycle other than N/A. This is important for obsolescence risk management. Also,
it enables you to focus on applications that are not already
terminated.

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Metric Explanation

At least 20 applications with business criticality, functional These are key input factors for application portfolio assess-
fit, and technical fit assessed. ment and TIME classification assessment.

At least 20 applications* with an approved quality seal. This ensures data quality validation through fact sheet own-
ers.

*Count all application fact sheets where the subtype is business application or empty.

3.1.2.4 Key Attributes for Application Portfolio Assessment

Application owners need to fill in the mandatory fields and approve the quality seal on their assigned fact
sheets.

For your initial application portfolio assessment, application owners need to complete the following tasks for
each application:

1. Fill in these mandatory fields: lifecycle, business criticality, functional fit, and technical fit.
2. Verify fact sheet data and approve the quality seal.

Lifecycle

Lifecycle shows the various stages an application goes through during its existence. These phases help
you track when an application is under consideration, when it's introduced, actively used, replaced or
decommissioned, and finally retired from the IT landscape.

Key lifecycle phases:

• Plan: The application is being evaluated or prepared for introduction.

• Phase In: The application is being deployed or rolled out.
• Active: The application is live and in regular operation.
• Phase Out: The application is being replaced or gradually decommissioned.
• End of Life: The application is fully retired and no longer in use.

Business Criticality

Business criticality measures the importance of an application to your organization's operations and goals. It
helps prioritize applications based on their impact on business continuity and strategic objectives.

Business criticality values:

• Administrative Service: Applications that support administrative tasks and have a low impact on business
operations.
• Business Operational: Applications that are important for day-to-day business operations but do not
critically impact strategic goals.

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• Business Critical: Applications that are vital for business operations and directly support strategic goals.
Prolonged unavailability would significantly impact the organization.
• Mission Critical: Applications that are essential for the organization's core mission and strategic objectives.
Even brief unavailability could have severe consequences.

Functional Fit

Functional fit measures how well an application aligns with business requirements, processes, and objectives. It
focuses on the application's utility and relevance from a business perspective.

Functional fit values:

• Perfect: The application meets all current and future functional needs, as well as all strategic and
operational criteria for the organization.
• Appropriate: The application meets all current functional needs and aligns with strategic and operational
criteria but does not meet future functional requirements.
• Insufficient: The application does not meet current functional needs.
• Unreasonable: The application does not meet current functional needs, nor does it meet strategic and
operational criteria for the organization.

Technical Fit

Technical fit evaluates how well an application aligns with your organization's technical and infrastructure
standards, adhering to technology strategies, operational policies, and risk management criteria.

Technical fit values:

• Fully appropriate: The application meets all strategic, operational, and risk-related criteria for the
organization.
• Adequate: The application meets all current operational and risk-related criteria but falls short of strategic
alignment.
• Unreasonable: The application does not fully meet operational or risk-related criteria and is not a strategic
choice.
• Inappropriate: The application does not meet strategic, operational, or risk-related criteria.

Quality Seal

A quality seal ensures the overall integrity and quality of data on fact sheets. It assigns accountability to the
responsible or accountable subscribers to approve the quality of a fact sheet whenever other users make any
changes to it.

When the quality seal is broken, it triggers a Check needed status at the top of the fact sheet, prompting the
responsible individual to verify the data and approve the quality seal. The quality seal can also be manually

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broken if necessary, indicating that the information on the fact sheet needs to be reviewed or updated. This
feature ensures that any changes made to a fact sheet are verified for accuracy and completeness.

To learn how to use and configure the quality seal, see Quality Seal [page 626].

3.1.3 Step 3. Assess Your Application Portfolio

Assess your application portfolio to gain transparency into your IT landscape.

Analyze Your Application Portfolio Using Reports

To get started, use reports from the predefined collection Application Portfolio Assessment. Use report views
and configure report settings to adjust the displayed data and gain relevant insights. To learn how to configure
and use reports, see Reports [page 662].

Example Reports for Application Portfolio Assessment

Report How to Use Example

Application landscape View your application portfolio clus-

tered by business capabilities in a color-
coded view. To get started, apply the
Lifecycle view and configure report set-
tings as follows:

• Left property: Functional fit

• Right property: Technical fit

By analyzing the report, you can gain Application Landscape Report

the following insights:

• Which business capabilities are

supported by which applications?
• Which business capabilities are
supported by applications that will
soon be phased out?
• Which applications are business-
critical and need to be replaced
with a successor?

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Report How to Use Example

Application matrix View your application portfolio clus-

tered by business capabilities and or-
ganizations in a color-coded view. To
get started, apply the Lifecycle view and
configure report settings as follows:

• X-axis cluster: Business capabilities

Application Matrix Report
• Y-axis cluster: Organizations

By analyzing the report, you can gain

the following insights:

• Which applications are used in

which organization and for which
business capability?
• Which applications are redundant?
If two applications are used in dif-
ferent organizations for the same
business capability, they're poten-
tially redundant.
• How well do redundant applica-
tions support the business? Apply
the Functional fit view to the report
to assess whether redundancy is
rational or there are opportunities
for rationalization.

Application roadmap Explore application lifecycle phases on

a roadmap. You can cluster applica-
tions by business capabilities or organi-
zations in report settings. For additional
insights, drill down to affected applica-
tions, successors, or other entities.
Application Roadmap Report
For example, you can analyze the report
to identify three applications that will
soon reach the end-of-life lifecycle sta-
tus.

Application radar Visualize the functional fit of applica-

tions on a radial axis. Applications are
grouped into circular segments based
on business criticality. Adjust the ring,
view, and sector settings for additional
insights.

Application Radar Report

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Monitor Data Quality on the Architecture Executive Dashboard

The architecture executive dashboard provides predefined key performance indicators (KPIs) for various use
cases. To monitor data quality, use KPIs from the following groups:

• Data Quality: Monitor fact sheet ownership, application lifecycle, quality seal approval, and other KPIs.
• Application Portfolio Assessment: Track the completion of key application attributes and monitor overall
portfolio metrics.

Drill down to KPI details for a more in-depth analysis. You can configure the dashboard to select the KPIs you
need. To learn how to use the dashboard, see Architecture Executive Dashboard [page 553].

KPIs for Application Portfolio Assessment on the Architecture Executive Dashboard

Share Results

To share initial results with stakeholders and show the value of SAP LeanIX, you can use the following features:

• Reports: Use reports to share insights from your initial application portfolio assessment. You can start with
the application landscape report with lifecycle information. To learn more about using reports, see Reports
[page 662].
• Presentations: Add reports and diagrams to presentations to share insights directly in SAP LeanIX,
without using third-party tools. For more information, see Presentations [page 886].
• Dashboards: Create a custom dashboard and add relevant content, such as reports, diagrams. saved
searches, and KPIs. To learn how to create a custom dashboard, see Dashboards [page 522].
• Diagrams: Visualize your architecture landscape using diagrams. For more information, see Diagrams
[page 745].

Depending on the interest group you want to present your results to, consider these tips for various types of
insights:

• High-level: Focus on key insights without delving into details. Use concise formats such as presentations
or dashboards with summary charts to provide a clear overview.
• Mid-level: Use reports, diagrams, dashboards, and presentations tailored to specific needs. If insights are
distributed across multiple items, such as reports, use presentations or dashboards. You can navigate to
specific entities from them as needed, such as specific fact sheets.
• Specific: Formulate precise questions to address stakeholders' needs and use dedicated reports. For
example, you can use the application landscape report to show business-critical applications.

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Next Steps

After completing your initial application portfolio assessment, do the following:

• Expand the data scope: Continue building your inventory by importing more application fact sheets. Add
IT components and other fact sheet types. This lets you create a comprehensive inventory of architectural
data, achieve greater data transparency, and prepare for more advanced analysis.
• Proceed to more advanced use cases: Define your strategy for rationalizing or modernizing your
applications and plan transformation initiatives. For detailed information, see:
• Application Rationalization [page 311]
• Application Modernization [page 337]

3.2 Application Rationalization

Application rationalization reduces costs, eliminates redundancies, and improves efficiency. Optimize your
application landscape with this step-by-step approach.

Overview

The application portfolio is an essential aspect of any IT landscape. Ensuring that the portfolio is optimized to
meet an organization’s operational and financial needs is the key to ongoing business success.

By reducing complexity, managing cost, and aligning applications with critical business capabilities, Enterprise
Architects can help an organization to improve overall effectiveness and competitiveness. A well-organized,
up-to-date application repository is essential for all these initiatives. Complex spreadsheets just can’t do the
job.

Learn about the typical business drivers for application rationalization initiatives and how you can use SAP
LeanIX to realize this use case. Let's go through application rationalization step by step:

• Understand why application rationalization matters to a business and IT team, and which data points
you need to kick-start this use case
• Scope the applications for rationalization, evaluate the information in SAP LeanIX, and gain insights for
decisions
• Start the application rationalization initiative, track relevant key performance indicators (KPIs) and
report to critical stakeholders

What is Application Rationalization?

Application rationalization is the act of streamlining an existing application portfolio to improve efficiency,
reduce complexity, make room for innovation, and lower the total cost of ownership (TCO) through a specific
set of processes.

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Why Is Application Rationalization Relevant?

For most of the organizations that are using SAP LeanIX, application rationalization is a key use case. The goal
is to clean up the application landscape, achieve efficiency gains, and reduce costs right away.

Application rationalization can also pave the way for other use cases like ERP transformation or AI governance.
These initiatives are much easier to realize once you have an efficient IT landscape in place and all
redundancies and inefficiencies have been removed.

The following business drivers are typically the starting point for an application rationalization use case:

• Reduce application costs per year, lowering total cost of ownership (TCO), and freeing up budget for
innovation
• Ensure the business can be more easily scaled by removing redundant, outdated, or ill-fitted applications
• Minimize technology risk and debt by removing end-of-life and legacy applications

What Are the Benefits of Application Rationalization?

Here are some facts and figures on how companies can benefit from application rationalization, based on SAP
LeanIX customer experiences and research:

• Decommissioning 10% of all applications within 12 months, read more in the customer success
story .
• Identified opportunities to reduce the application landscape by 25%, read more in the customer
success story .
• Average of 5 months SAP LeanIX payback period, read more in the IDC whitepaper .

Before You Start

Knowing your IT landscape and achieving transparency is the first step before starting a rationalization
initiative. You get transparency by going through the application portfolio assessment use case. After you
have filled your inventory with the baseline information, you can start the application rationalization use case.

Ideally, you already have baseline information for the following data points:

• Application's lifecycle
• Business criticality
• Functional and technical fit
• Basic relations from applications to business capabilities and organizations in your inventory

If you’re missing this information in your inventory, go to the Application Portfolio Assessment Use Case.

Required Products and Extensions

To start application rationalization, you need the following SAP LeanIX products and extensions:

• SAP LeanIX Application Portfolio Management for building your data repository and conducting
assessments for collecting IT landscape data and gaining insights

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• SAP LeanIXArchitecture and Road Map Planning for adding Initiatives with Transformations and Impacts
• The Application Total Cost of Ownership extension, if you have been an SAP LeanIX customer before
July 2025 you need to activate the extension, newer customers have the changes all implemented into
their workspace

Step-by-Step Guide

• Step 1: Understand Your Strategy [page 313]

• Step 2: Scope Applications [page 315]
• Step 3: Enrich Data [page 318]
• Step 4: Evaluate Data [page 322]
• Step 5: Create a Rationalization Roadmap [page 329]
• Step 6: Start the Rationalization Initiative [page 331]
• Step 7: Track and Report [page 333]

Related Resources

• SAP LeanIX website: Application Rationalization - The Definitive Guide | LeanIX

• SAP Learning: Mastering the Application Rationalization with SAP LeanIX
• SAP LeanIX Webinar: How to Optimize IT Spend with LeanIX & Apptio
• White paper: IT Cost Savings: A Guide to App Rationalization
• Blog: Five Do's and Don'ts for IT Cost Optimization in 2022
• Poster: 6 Ways to Save IT Costs
• Poster: Application Rationalization Framework
• Customer story: Innogy SE | How Innogy Uses LeanIX and Apptio to Enable Cost Transparency

3.2.1 Step 1: Understand Your Strategy

Aligning IT and business strategy in SAP LeanIX ensures application rationalization initiatives support
enterprise architecture goals and deliver measurable outcomes.

IT Strategy as the Basis for Application Rationalization

Before you begin your application rationalization, take your time to understand where you stand today, where
you want to go, and how to get there. Understanding your strategy and playground are key prerequisites to set
up a successful application rationalization initiative.

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These are the key steps in understanding your strategy:

1. Review your IT and business strategy documents. Make sure to understand how the current strategy
might influence your initiative.
2. Understand what success means for your application rationalization initiative. Based on the outcome,
define meaningful and business-driven KPIs to show and measure the progress of the initiative as well as
the return on investment.
3. Define your major strategy cornerstones as well as the targets of your application rationalization initiative
with the corresponding objective fact sheets, see Objective Modeling Guidelines [page 124]. Link them with
parent/children relations to outline how they work together.
4. Identify relevant stakeholders. Conduct a proper stakeholder assessment and categorize them via
interest and power to better understand their influence, interest, and level of participation in the
application rationalization initiative. Define different change and communication strategies for each
stakeholder group.

5. Select a methodology for the application rationalization. To be able to make transparent and data-based
rationalization decisions, use a methodology that fits with your IT strategy and the goals of the initiative.
Gartner’s TIME Model is one recommended option that clusters your applications into 4 quadrants:
Tolerate, Invest, Migrate, Eliminate. Depending on where you stand and where you want to go, you will
interpret these quadrants differently. Migrate could point to a lift-and-shift to the Cloud or to a replacement
with a SaaS solution. This step is essential to understand how to proceed with the results from your
assessment at the end of the initiative.

Example

Let’s assume the IT strategy states that "Within the next two years we want to reduce our IT spend by 10%",
consider the following aspects:

• Scope: What does “we” refer to?

• Is it the entire organization or only 2 out of 10 departments?
• Who are your key stakeholders in the organization?
• Cost Definition: What does “IT cost” mean?
• Is it referring to total cost of ownership of specific applications or per business capability? Is it
addressing costs like license, maintenance, and support that are part of total cost of owernship?

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 • Is it referring to operating expenditure (OpEx) or capital expenditure (CapEx)?
• What different data points do you need and where do you get them?
• What is the business driver for reducing costs?
• Besides cost, are there additional drivers that you need to be aware of?
• Timeline: What does “within the next two years“ mean?
• Is this a hard deadline?
• Are there any management-specified milestones in between that you need to be aware of?
• How do you measure and show the success of your initiative and what KPIs do you need to implement?

 Tip

To get inspiration for relevant KPIs, have a look at the application rationalization dashboard in SAP LeanIX,
see Use Application Rationalization Dashboard [page 334].

3.2.2 Step 2: Scope Applications

Focus your application rationalization efforts by scoping applications and bring in stakeholders for collaborative
assessment.

Assessing the rationalization potential of your application portfolio can be a large initiative, especially if your IT
landscape contains hundreds of applications. To make the process more manageable, scope your applications
to work with a digestible group.

There are different approaches to scoping that can also be combined:

• Focus on specific business capabilities or organizations

• Exclude applications that will soon be retired
• Focus on applications that require action as outlined in the IT strategy

Identify Applications

First, you filter your inventory to show the applications in your scope. Then, you save the search results so you
can quickly re-access the scoped applications anytime.

1. Filter your inventory for application fact sheets. Click on Application in the type section in the left panel.
The quick filters give you an easy way to navigate your inventory and visualize exactly the data you need.
2. Filter the applications based on their lifecycle. Select the lifecycle stage Active in the left panel.
3. Click on the lifecycle tag at the top of your search results. Select point in time from the dropdown menu
and choose End-of-year. Narrowing down the list to applications that will remain active after the end of the
year focuses your rationalization activities on relevant apps.
4. Go to the Business Capabilities filters in the left panel and select a level 1 business capability, for example,
HR. Focusing on one or two business capabilities makes the rationalization initiative more manageable.

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Save Results

To quickly access your applications in scope later throughout the use case you can save this search.

1. Click Save as in the top-right corner of the inventory.

2. In the dialog that opens, enter an appropriate name, for example, “application rationalization” and click
Save.
3. To re-open the saved search, go to the Searches tab in the left panel. Click on the Saved search.

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Add Fact Sheet Owners

Now is the time to ensure that you have filled out the subscriptions for these applications. In the next phase,
you will need these contacts to send surveys for the application rationalization assessment.

Learn more about subscriptions at Subscription Roles [page 978].

 Note

It is recommended to have at least one application owner and technical expert as subscribers for the later
assessment.

1. Open the inventory in the table view.

2. Display the columns Responsible and enable Responsible: Application Owner and Responsible: Technical
Expert.

3. Click Edit at the top of the inventory. If there are empty fields for Application Owner or Technical Expert, fill
in the email address.

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Tag Scoped Applications

As you will most likely approach the assessment iteratively, we recommend tagging these applications
accordingly. Tagging your applications helps you to narrow down your views, reports, surveys, and dashboards
to the desired view more easily than filtering manually each time. Tags also keep the fact sheet data clean, as
they are not an attribute or data field and can be removed once the initiative is over.

Suggested tag: application rationalization

3.2.3 Step 3: Enrich Data

Gather and enrich application data to enable data-driven rationalization decisions, use surveys and
integrations to save time and improve data quality.

With the scoped list of applications, it's now time to look closely at your inventory and enrich the data in SAP
LeanIX with the relevant attributes for the rationalization assessment.

Gathering this data can be time-consuming because you need to approach application owners and technical
experts. Surveys and integrations can streamline your data collection process and reduce the time needed to
achieve the required data quality.

Datapoints for Rationalization

The key data points are:

• Functional fit
• Technical fit

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• Business criticality
• Application cost: Total cost of ownership (TCO) of applications including license, maintenance and support
costs
• Infrastructure cost: Total annual cost on the relation between an application and IT components

For more details on the cost types, refer to Cost Management [page 732].

Collect Data from Experts

Use a survey to contact the business owner and technical owner of the applications. Ask the experts to provide
or update the relevant data points.

Data points like functional fit, technical fit, and business criticality should already be available and ideally
updated regularly through the ongoing activities with application portfolio assessment. As this data is used as
basis for the rationalization decisions, it’s good to have experts double-check at this point.

After closing the survey, all answers are automatically populated in the fact sheet as data points. This way
you receive up-to-date data from the experts and have the required data quality to move forward with the
application rationalization.

To learn more about setting up a survey, go to Surveys [page 809].

 Tip

You can find an application rationalization (TIME) survey template in the SAP LeanIX Store.

This survey template covers functional fit and technical fit. You can use the template and then add
additional questions for business criticality and cost data to it.

Please note that this survey requires an Azure function. Contact your Customer Success Manager if you
have questions about this.

Collect Data from Integrations

SAP LeanIX integrates with tools that are used to manage specific topics throughout your IT landscape.
Integrating with tools for cost or application management, can ease your data collection process and add
high-quality data. Explore our integrations, for example:

• Apptio, read more at Apptio Integration [page 1583]

• ServiceNow, read more at ServiceNow Integration [page 1509]

Total Cost of Ownership

Application costs are one of the main reasons for rationalization. To get a good basis for rationalization
decisions, you fill in cost data per application and allocate it to business capabilities and/or departments.
Application costs are maintained in the application fact sheet.

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Learn more about cost management at Cost Management [page 732].

Calculate the Total Cost of Ownership for Applications

The total cost of ownership summarizes all costs for an application, like licensing, maintenance, and support
costs. The data for licensing, maintenance and support are provided either through the survey or integration.
The total cost of ownership calculation works automatically.

 Tip

You can modify the names of the existing fields in SAP LeanIX to better match your internal terminology.
It’s also possible to add additional cost types depending how total cost of ownership is defined in your
organization.

Make sure that any changes or additional fields will need to be reflected in the calculation that sums up the
total cost of ownership of applications.

Allocate Application Cost

For widely used applications, you get better cost insights when you allocate costs to the main cost-driving
business capabilities and organizations. The total cost of ownership calculation will automatically take into
account existing relations and allocate costs accordingly.

Cost allocation is calculated automatically. It’s based on either the support for business capabilities or the
usage type for organizations:

• No leading business capability / no owner (organization): Costs are divided equally between all related
business capabilities, same treatment of support type supporting and no support type assignment
• 1 leading business capability / 1 owner (organization): Costs are assigned to this business capability
• More than 1 leading business capabilities / more than 1 owner (organization): Costs are divided equally
between all leading business capabilities

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Custom Cost Calculations

 Tip

You can allocate costs based on different approaches, for example with percentages. To learn more, see
Advanced Cost Management with Customized Configurations [page 740].

3.2.4 Step 4: Evaluate Data

Leverage automated TIME classification, application portfolio and landscape reports, and collaborative
decision tools to streamline application rationalization and visualize cost-saving opportunities

rationalization has been prepared in the previous steps. Now you evaluate the application data and discover
opportunities to streamline the application portfolio. There are different evaluation methodologies. A common
approach is using the Gartner TIME framework.

Before You Start

Before starting to evaluate your application data, ensure to have the following in place:

• Baseline information for applications is provided, see Application Portfolio Assessment Use Case
• Applications are scoped, see Scope Applications
• Application data is available, see Enrich Data
• Applications are rated for functional and technical fit
• Application cost: Total cost of ownership (TCO) of applications including license, maintenance and
support costs
• Infrastructure cost: Total annual cost on the relation between an application and IT components

Evaluate by Gartner TIME Framework

The Gartner TIME Framework as Evaluation Method

The Gartner TIME framework is an objective and criteria-based way to visualize an application's value and risk
for the organization.

In the survey, the application owners rated the applications technical and functional fit on a scale from 1 (low)
to 4 (high). Looking at both values in combination now, you assigns applications to the following categories:

• Tolerated: High technical fit but low functional fit

• Invested: high technical fit and high functional fit
• Migrated: low technical fit and high functional fit
• Eliminated: low technical fit and low functional fit

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For more information on the TIME classification read Gartner’s TIME Model.

Calculate the TIME Classification

With calculations you automate the TIME classification and see results quickly. Another advantage of the
calculation is that updates of the functional or technical fit of an application automatically lead to a re-
calculation and update of the application’s TIME classification. Using the calculation, your TIME classification is
always up-to-date.

To learn more about calculations in general, see Calculations [page 1036].

 Tip

If the out-of-the box calculation is not an option for you, you can also add TIME classifications manually.
In this case we recommend using the Application Portfolio report to support you. For more details see
Prioritize with Reports [page 324].

1. Go to Administration > Calculations.

2. Select Create new calculation. Available templates are displayed.

 Note

Once you activate the calculation the TIME Classification fields are read-only and cannot be modified
manually.

3. Choose Use template for the Gartner TIME Assessment template.

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 The details of the calculation are shown.
4. Select Save and Activate.
5. To see the TIME classifications, go to the inventory and check application fact sheets under the Portfolio
Strategy section.

Prioritize with Reports

Reports are helpful to visualize insights. Different reports put the spotlight on different aspects of your portfolio
and rationalization initiative.

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  Tip

We recommend creating a separate report collection, to have all your saved reports in one place. Read
more at Collections [page 895].

Application Landscape Report

To learn how to configure a landscape report, read Landscape Report [page 685].

Description When to use How it looks like Configuration

Detailed Use to see applications in Report Settings:

each TIME classification.
Visualize the TIME classifica- • Cluster by: TIME classi-
tion of your applications. It’s fication
a good basis to configure
View:
other layouts for detailed in-
sights. • Try different views to see
the details you prefer,
such as:
• Lifecycle
• Business Criticality

Filters:

• Business capabilities af-

fected by the rationaliza-
tion

Rolled-Up Use to present a general Report Settings:

overview to management
The rolled up layout gives a stakeholders. • Cluster by: TIME classi-
good overview and summa- fication
rizes findings for a manage- • Right Property: Total
ment perspective. Cost of Ownership

Filters:

• Business capabilities af-

fected by the rationaliza-
tion

Layout Mode:

• Rolled-up

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Description When to use How it looks like Configuration

Combining TIME and Total Use to discover cost saving Report Settings:
opportunities.
Cost of Ownership
• Cluster by: TIME Classi-
See the total cost of owner- fication
ship of applications for each • Right Property: Total
TIME quadrant. The colors Cost of Ownership
of the tiles represent the
View:
amount for the total cost
of ownership for that appli- • Total Cost of Owner-
cation. Especially the Elim- ship
inate quadrant represents
Filters:
cost savings that can be ad-
dressed with application ra- • Business capabilities af-
fected by the rationaliza-
tionalization.
tion

Application Portfolio Report

To learn how to configure a portfolio report, read Portfolio Report [page 702].

Description When to use How it looks like Configuration

TIME Quadrants Shows the number of appli- Axis:

cations in each TIME quad-
Visualize the result of your rant • x-axis to Functional Fit
TIME evaluation in the same • y-axis to Technical Fit
layout as the TIME quadrant.
Circle Size:
The sizes of the circles give
a direct overview on the over- • Number of Fact Sheets
all status of your application
portfolio.

Business Criticality Identify quick wins for your Axis:

rationalization initiatives.
The application portfolio re- • x-axis to TIME Classifi-
port can be configured to cation
show quick wins, as well • y-axis to Business Criti-
as mid- and long-term can- cality
didates. Choose data points
Circle Size:
that you consider relevant
for making application ration- • Number of Fact Sheets
alization decisions, for exam-
ple, business criticality.

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Description When to use How it looks like Configuration

Total Cost of Ownership Explore cost saving opportu- Axis:

nities.
(TCO)
• x-axis to TIME Classifi-
For TIME classified applica- cation
tions, you can analyze the • y-axis to Business Criti-
costs by making the circle cality
size reflect the cost saving
Circle Size
opportunities. With just one
glance, the Application Port- • Sum of: Aggregation
folio report shows potential Fields
cost savings for applications • Aggregation Fields drop-
rated for elimination. down menu: Total Cost
of Ownership

Record Rationalization Decisions

 Note

Evaluation methods, manual, semi-automated or fully automated, can only provide insights.

Always take the final application rationalization decisions in a conversation together with the affected
stakeholders.

Bring all stakeholders together and evaluate if there are any dependencies or impacts you need to scope into
your analysis and consider for the final decisions. You can also work with the stakeholders to answer the most
important questions. For example:

• Before sunsetting an application (elimination candidate), validate if it is interfacing with other applications,
what data is exchanged, and if any business critical processes are affected when sunsetting the
application. The Relations Explorer on the application Fact Sheet can be a good starting point for this.
• Check if there are any planned or running initiatives impacting your analysis. Depending on your TIME
classification, you might need to bring them forward, postpone them, or cancel them. A good reference is
the roadmap report and as well as the transformations explorer.
• Clarifying questions:
• Will the functional and technical fit improve?
• Will the lifecycle change?
• How will the total cost of ownership of an application reduce/change?
• What will the future hosting type be?
• Which IT components will change?

The Decisions feature is part of the SAP LeanIX Architecture and Road Map Planning product. To learn more
about decisions, read Architecture Decisions [page 1721] and Architecture Decision Templates [page 1726].

To document your decisions, follow these steps:

1. Go to Collaborations > Decisions.

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2. Select New Decision and select a template. The default template is Architecture Decision and you can
create custom templates for your needs.
3. Fill in the relevant details and select a status for this decision.
You can also come back to a decision and change details later.

Related Resources

• Categorizing Applications Using the Gartner® TIME Framework with Tags

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3.2.5 Step 5: Create a Rationalization Roadmap

Organize, link, and visualize rationalization projects and their dependencies to align with business strategy, and
leverage reports for transparent project management.

Now that you understand the priorities and dependencies, you can start building your roadmap for the
application rationalization. This is a project management task that helps you understand and visualize the
timeline of your rationalization initiative.

Depending on the size of the planned rationalization, you can create a program that can be detailed into several
projects or initiatives. Alternatively, you can divide a larger project into sub-projects. This approach enables you
to manage initiatives sequentially. For example, you can prioritize applications that are quick wins because they
have low business criticality or few dependencies. Working with smaller initiatives allows you to present results
to management and business stakeholders early and integrate lessons learned into subsequent initiatives.

The roadmap report can be used to easily visualize and show the initiatives and their timeline using initiative
fact sheets.

Prepare Initiatives for Your Roadmap

The following steps are needed to create your roadmap:

1. Go to Inventory.
2. Optional: Create an Objective fact sheets that shows alignment with your business and IT strategy. You can
also reuse existing objectives.
3. Create a new Initiative fact sheet, e.g., 'Application Rationalization Initiative'.

4. Optional: Create additional child Initiative Fact Sheets for each TIME classification and link them via the
Parent relation to the application rationalization initiative. If necessary, create a third hierarchy level of
child Initiatives for each sub-project within each of the TIME classifications.
5. Optional: Link the initiative fact sheets to your previously defined Objective fact sheet(s) to outline how
they are supporting your strategy.

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6. Add Applications to the respective initiative fact sheets by filtering for the attribute TIME classification.

View the Roadmap

With all initiatives for the rationalization prepared, you can now visualize your roadmap with the Initiative
Roadmap report. It shows initiatives and their lifecycle stage. To focus on the initiatives for the rationalization,
use the filters and drill down options.

The initiative roadmap report helps you identify next steps. For example, you could improve the data quality
and completeness. This means looking for typical data gaps, such as applications classified for elimination
missing an end of life date.

Configure the report:

• For Drilldown to select Applications

• In the Advanced Settings activate Show dependencies
• Optional: Set Subscription role to Responsible
• Optional: For Field select Business Value or Project Risk

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3.2.6 Step 6: Start the Rationalization Initiative

Plan and execute IT application changes using the transformations feature.

It’s time to start the rationalization. To keep an overview of your inventory as is but also the future, you use
transformations. Designing transformations allows you to model your future IT landscape without changing
any current information about your as-is architecture. Once the applications are decommissioned or migrated,
etc, with just one click you can update the inventory to reflect the status post-transformation.

By inserting multiple transformations with various completion dates, you can model a layered approach to your
Application Rationalization initiative, for example, decommissioning an application country by country.

To learn more about transformations, go to Transformations.

Create Transformations

Use transformations to model your target landscape and see the impact. Transformations are part of the SAP
LeanIX Architecture and Road Map Planning product. SAP LeanIX Architecture and Road Map Planning helps
you to execute your defined TIME strategies.

1. Go to the Initiative fact sheet and navigate to the Transformation tab.

2. Click New Transformation and select a template, for example:
• Decommission Application if you want to work on sunsetting the applications of the Eliminate
quadrant
• Change Application Technology if you want to start migrating applications

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3. Each template has predefined relations and fields that will guide you through the transformation.

4. Add a custom impact if needed. In the transformations tab, select the affected initiative and click Add for
custom impact.

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 Custom impacts allow you to factor in future budget planning. For example, license cost can go down once
the transformation is done. With a custom impact you already plan the lower license costs and once the
transformation is executed, the license cost field is automatically populated with the new value.

5. Add all planned transformations.

Start Transformations

The planning and preparation is finished now and you can fully focus on transforming the IT landscape. You
have the following options to start the transformations:

• In the fact sheet, go to the Transformations tab and execute the transformations there.
• In the transformations explorer, you can execute multiple transformations at the same time.

3.2.7 Step 7: Track and Report

Track application rationalization progress, share insightful reports with stakeholders, and demonstrate ongoing
value using tailored dashboards and key performance indicators.

This brings you to the final, but vital, step in your journey. To have continuous support for the application
rationalization tell a compelling story to affected stakeholders and management. SAP LeanIX dashboards are

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a handy tool to support your story with data points. By combining different KPIs and reports, you backup your
story and show continuous progress.

Explore the different options and find your best toolkit for tracking and reporting:

• Use Application Rationalization Dashboard [page 334]

• Optional: Create a Custom Application Rationalization Dashboard [page 334]
• Configure the Architecture Executive Dashboard [page 335]

Use Application Rationalization Dashboard

The pre-defined dashboard shows you at a glance how your application rationalization is progressing. Keep in
mind that KPIs are calculated once a day, so the progress will only show the next day.

Optional: Create a Custom Application Rationalization Dashboard

Create an overview with the most important data points and evaluations for your rationalization initiative. You
can consider the following data points that you collected and evaluated while going through the rationalization
step-by-step:

• Functional fit chart

• Technical fit chart
• Landscape report by TIME in the following versions:
• Before

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 • After the application rationalization
• Landscape report with total cost of ownership of applications in the following versions:
• By business capability
• By time classification
• Application Portfolio report by TIME and business criticality with the total cost of ownership of applications
• Initiative roadmap with drill-down to affected applications

 Tip

Use the pre-defined dashboard for application rationalization as your starting point. Copy and adjust the
dashboard to your organization-specific requirements.

To learn how to setup your dashboard, see Dashboards [page 522].

Configure the Architecture Executive Dashboard

The architecture executive dashboard is tailored for reporting to management.

To learn how to configure the detailed views for the architecture executive dashboard, see Creating a View
[page 559]. The following rationalization KPIs are available to be configured for the dashboard:

• Total cost of ownership of applications

• Application lifecycle TCO
• Share of maintenance cost

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• Share of support cost
• Share of licensing cost
• Maintenance cost of applications
• Support cost of applications
• Licensing cost of applications

Some examples for visualizing the evolution of your rationalization initiative:

• See the main KPIs and their trends at a glance.

• Click on the card for Total cost of ownership of applications to discover what causes positive or negative
trends of the total cost of ownership. Configure and filter a detailed view that surfaces the relevant data
points for your IT strategy. For example, display only the business capabilities that are affected by the
ongoing rationalization initiative.

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• Discover more details for changes of Share of maintenance cost, Share of support cost, or Share of
licensing cost and understand the cause for changes. Configure and filter a detailed view that surfaces the
relevant data points for your IT strategy.

3.3 Application Modernization

SAP LeanIX offers a strategic approach to modernizing outdated application portfolios, helping organizations
reduce technical debt and operational costs while enhancing agility and innovation. This guide is useful
for understanding how to effectively plan and execute continuous transformation tailored to specific
organizational needs.

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Overview

Many organizations face redundant, often outdated application portfolios with high technical debt, unmanaged
risk, and rising operational costs. These challenges slow innovation and limit agility, making it difficult to meet
evolving business needs. Modernizing requires a strategic approach.

Whether you want to update key systems, adopt emerging technologies, or migrate to the cloud, SAP LeanIX
gives you the flexibility to modernize as you see fit. This guide explores how SAP LeanIX supports continuous
transformation based on your organization’s unique needs.

You’ll learn:

• Why modernization matters for both business and IT, and which data points you need to get started.
• How to design your to-be architecture and build a transformation roadmap.
• How to visualize the impact of planned changes on your target architecture.
• How to monitor progress and report key performance indicators (KPIs) to stakeholders.

What Is Application Modernization?

Application modernization is the process of meeting changing business needs by updating an organization’s
application landscape with the latest technologies. Modernization goes beyond simply replacing legacy
software with SaaS solutions. It also involves updating the underlying infrastructure, architecture, and
integrations.

Application modernization can take many forms depending on your organization’s goals, including:

• Replacing outdated applications with modern alternatives

• Developing API-enabled applications for better integration and flexibility
• Adopting a data platform architecture
• Migrating applications to the cloud

Why Is Application Modernization Relevant?

Legacy systems often limit agility, increase operational risk, and complicate integration with modern
technologies. Modernizing applications is a critical investment for organizations that want to stay competitive,
innovate faster, and meet changing market demands.

Key drivers for modernization include:

• Business agility: Respond faster to market demands.

• Risk reduction: Eliminate outdated, vulnerable systems to improve security and resilience.
• Strategic alignment: Ensure technology drives and supports core business goals.

However, modernization isn’t one size fits all. Every organization has its own definition of “modern,” and that
definition can change over time. For example, a shift to the cloud may be a priority now, but once complete, you
might want to focus on optimizing cloud-native capabilities or modernizing other parts of the IT landscape. In
some cases, cloud migration may not even be the right strategy.

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SAP LeanIX supports continuous transformation, meeting your organization where it is adapting as your
modernization goals evolve.

Before You Start

Before planning your modernization, ensure your workspace includes:

• Application and IT component inventory

• A business capability map
• Relations across fact sheets
• TIME classification. Learn more in Gartner® TIME Framework [page 495].

Required Products

• SAP LeanIX Application Portfolio Management [page 11]: Build an application repository, collect data, and
evaluate applications using frameworks like TIME and 6R.
• SAP LeanIX Architecture and Roadmap Planning [page 1707]: Design your target architecture and build
transformation roadmaps.
• SAP LeanIX Technology Risk and Compliance [page 1683]: Identify outdated components and prioritize
upgrades.

Step-by-Step Guide

• Step 1: Understand Your Strategy [page 339]

• Step 2: Scope Applications [page 341]
• Step 3: Collect Data [page 344]
• Step 4: Evaluate Data [page 346]
• Step 5: Plan Transformations and Create a Roadmap [page 349]
• Step 6: Start Modernization [page 354]
• Step 7: Track and Report [page 357]

3.3.1 Step 1: Understand Your Strategy

Get clear on what modernization means for your organization to guide decisions and priorities during
transformation initiatives.

Before you start your transformation, work with business stakeholders to get clear on what modernization
means for your organization. This shared understanding will guide decisions, priorities, and measurements
throughout the initiative. The following sections outline the key steps involved in this process.

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Define “Modern”

Start by clarifying what “modern” means for your organization. Your definition should be based on business
goals and strategic priorities.

Consider whether modernization refers to:

• Migrating a specific percentage of applications to the cloud

• Adopting an API-first architecture
• Improving the technical or functional fit of applications
• Increasing the number of applications in the Invest quadrant of the TIME model
• Enhancing agility, scalability, or user experience

This definition will shape your entire modernization strategy.

Identify Stakeholders

Modernization isn’t just a technical initiative. It’s about transforming the business. Identify key stakeholders
across IT, business units, finance, and compliance. Conduct a stakeholder assessment to understand:

• Their level of influence and interest

• Their expectations and concerns
• How modernization will impact this

Use this information to tailor communication and change management strategies for each stakeholder group.

Align on KPIs and OKRs

Once stakeholders are identified and involved, collaborate with them to define how you want to measure
success. Establish clear, business-driven KPIs and OKRs that reflect both technical progress and business
impact. Examples include:

• Percentage of applications migrated to cloud platforms

• Reduction in legacy system usage
• Time-to-market improvements
• Cost savings or efficiency gains

Capture these in SAP LeanIX using the Objective Fact Sheet [page 124], and link them to relevant initiatives and
business capabilities.

Set the Timeline

Begin by estimating how long your initiative is expected to take. This initial timeline helps set expectations and
provides a general estimate for the duration of the project.

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As your planning progresses, you'll define a more detailed timeline that includes key milestones like the
following:

• Region-specific rollout
• End of support for a retired application
• Completion of data migration
• Go-live for a specific department or business uni

 Note

Most timeline planning, including adding milestones to your initiatives, takes place in Step 5: Plan
Transformations and Create a Roadmap [page 349]. This step guides you in building a structured timeline
that reflects key phases of your transformation.

Example

If the goal of the application modernization initiative is "We want to become a cloud-first organization by 2027,"
consider the following:

• Definition: What does “cloud-first” mean?

• Is it about infrastructure, SaaS adoption, or development practices?
• Scope: What does “we” refer to?
• Is it the entire organization or only 2 out of 10 departments?
• Who are your key stakeholders in the organization?
• KPIs: What are the measurable indicators of cloud-first success?
• Will this be based on a percentage of migrated applications?
• Is legacy system usage relevant?
• Timeline: What does “2027” mean?
• Is it a hard deadline?
• What are the milestones?

3.3.2 Step 2: Scope Applications

A strategic approach to identifying applications suitable for transformation can optimize resources and
enhance operational efficiency.

To begin your modernization, focus on determining which applications are strong candidates for
transformation. Filter your inventory to identify relevant applications, and save your results for easy access
and future reference. After that, document the business and technical stakeholders for each application to
ensure clear ownership during the assessment.

 Tip

Instead of assessing your entire application portfolio, we suggest you target a specific business area with
reliable data to gain early insights and build a foundation for broader evaluations.

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Identify Applications

To identify applications for modernization, follow these steps:

1. In your inventory, filter for application fact sheets. They will be the core of your assessment.
If you’re planning a cloud migration, for example, use the Hosting Type filter to view on-premise
applications. This will hide applications that already run in the cloud.
2. Use the Lifecycle filter to narrow your scope to applications that will remain active beyond the end of the
year.
3. After you select the lifecycle, choose End of year under point in time.
4. Filter by TIME classification.
Focus on applications classified under Invest and Migrate in the TIME model. These are the most suitable
for cloud migration. Avoid applications marked as Eliminate, and consider Tolerate applications for future
assessments.

 Tip

If you haven't classified your applications based on the TIME framework, learn how in Gartner® TIME
Framework [page 495].

Identifying Applications in the Inventory

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Save Your Results

When you’ve identified a selection of applications to evaluate, save these results so you can access the
information later. To save, do the following:

1. Choose Save as new in the three-dot menu.

2. In the overlay, enter a name for the list of applications and set permissions.
Saving a List of Filtered Fact Sheets

3. Choose Save. To re-open your search, go to the Searches tab in the left panel and choose your saved
search.

Tag Scoped Applications

We recommend tagging scoped applications for easy identification in the inventory, reports, surveys, and
dashboards. You can create individual tags or cluster a series of related tags within a tag group.

 Example

If you’re assessing applications for a cloud transformation, for example, you might create a tag group
called “Cloud Transformation”. Within that group, you create the tags “Private Cloud,” “Public Cloud,” and
“Hybrid,” to indicate the targeted type of cloud environment for each application.

Tagging Applications for a Cloud Transformation

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Learn more about creating tags in Tagging [page 986] and Tags [page 656].

3.3.3 Step 3: Collect Data

Data collection is crucial for getting comprehensive insights into your architecture. You can expedite the
process with surveys and integrations.

The next step is to collect detailed data. Keep in mind that information gathering is often the most
time-consuming phase, because it requires input from various stakeholders. Surveys and integrations can
streamline your data collection process and reduce the time needed to achieve the required data quality. Use
to-dos to keep everyone on track.

Collect Data from Experts

With surveys, you can automate requests for all information about your applications. Create a new survey to
get key information from application or business owners. This gives you a more complete and up-to-date fact
sheet with valid data points for your modernization initiative. To learn more about surveys, visit Surveys [page
809].

 Tip

If you created a survey as part of an application rationalization initiative, start by reviewing the collected
data. If you identify any gaps, create a new survey to collect missing information.

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Use To-Dos to Manage Data Collection

When you collect data from multiple experts, it can be difficult to keep track of responsibilities and deadlines.
To help you manage this process, SAP LeanIX offers to-dos. These let you assign tasks, set due dates, and
monitor progress directly in the platform.

For detailed information about creating and managing to-dos, refer to To-Dos [page 842].

To create a to-do, do the following:

1. Go to the relevant fact sheet and open the More options (three dots) menu.
2. Choose Add Action Item (for tasks) or Ask Question (for clarifications).
3. Enter a Title and optional Description.
4. Assign the responsible expert and set a Due Date.
5. Choose Add to save the to-do.
Example of a Cloud Readiness To-Do

Collect Data from Integrations

SAP LeanIX offers a range of integrations that help you identify applications across your IT landscape and keep
information up to date. The following integrations can support data collection as part of your modernization
project:

• SAP Discovery [page 1390]: Identify and manage your organization's SAP systems, services, and custom-
built extensions. This gives you a complete picture of your current SAP landscape to support your
transformation.

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• ServiceNow Integration [page 1509]: Plan service strategy and architecture in SAP LeanIX and run
operations in ServiceNow. Synchronize SAP LeanIX applications with ServiceNow Business Services, and
import IT components, to ensure informed modernization decisions.

3.3.4 Step 4: Evaluate Data

Determine which applications to focus on first as part of your modernization initiative.

Start by determining the 6R classification for each application based on its most suitable transformation path.
Then, use reports to prioritize efforts, uncover dependencies, and document your decisions. By the end of this
process, you’ll have a clearer understanding of your application landscape and what actions to take next.

6R as an Evaluation Method

The 6R classification is a useful tool for identifying the most suitable transformation path for each of your
applications. It was originally designed to help organizations classify their applications for cloud migration, but
we recommend it as a guidepost for your modernization decisions. It also allows you to dive deeper into your
TIME results.

The Gartner® TIME Framework helps assess applications based on their functional and technical fit. You
may already have existing data from past initiatives that supports this. If not, explore the framework to
guide decisions on which applications to tolerate, invest, migrate, or eliminate. Learn more in Gartner® TIME
Framework [page 495].

6R consists of the following six strategies:

• Rehost: Move the application to a new infrastructure without major changes. This is commonly called
“lift-and-shift”.
• Replatform: Migrate the application to a new platform with minimal changes to its core architecture.
• Rearchitect: Redesign or rewrite the application to improve scalability, maintainability, or performance.
• Repurchase: Replace the application with a new solution, typically a commercial off-the-shelf (COTS) or
software as a service (SaaS) product.
• Retire: Decommission the application because it’s no longer needed or supported and will be
decommissioned.
• Retain: Keep the application as-is. It continues to serve its purpose effectively.

For more information on the 6R classification, visit 6R Framework [page 501].

Calculate the 6R Classification

Use calculations to determine an application’s 6R classification based on values from other fact sheet fields.
To streamline the 6R classification process, you can set up a custom calculation. SAP LeanIX will then give you
automated recommendations to help you choose the most suitable approach for each application.

Learn more about custom calculations in Custom Calculations [page 1041].

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  Tip

If calculations are not an option for you, you can also add the classification manually. In this case, we
recommend using the application portfolio report for support. For more details, refer to Prioritize With
Reports [page 347].

Review Dependencies

Start your evaluation by identifying any dependencies that might impact your modernization. This ensures
that your transformation plan is both technically sound and strategically aligned. For example, if an application
needs to be replatformed and shares a database with another application, it may be more efficient to migrate
both together to retire the shared IT component.

You can do this with free draw diagrams and interface circle maps.

Goal Feature Settings Example

Get a high-level overview of Interface circle map Filters:

dependencies between appli-
cations.
Learn more in Circle Map Re- • Lifecycle: Plan, Phase In,
port [page 720]. Active, Phase Out
• Hosting Type: On Prem-
ise
• Time Classification: In-
vest or Migrate

Get an in-depth look at Data flow diagram Filters:

how information flows across
your application landscape,
Learn more in Data Flow • Lifecycle: Plan, Phase In,
Active, Phase Out
including the specific interfa- [page 781].
ces they use to share data. • Hosting Type: On Prem-
ise
• Time Classification: In-
vest or Migrate

Prioritize With Reports

Once you’ve classified your applications, use reports to prioritize modernization efforts. For example, you may
want to begin with low-effort, high-impact applications or focus on a specific business capability like finance.
This keeps the scope manageable and reduces risk.

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Goal Report Type Settings Example

Assess the strategic value Application matrix report Axes:

and technical migration path
for each application. Learn more in Matrix Report
• x-axis: TIME Classifica-
tion
[page 695].
• y-axis: 6R Strategy

Filters:

• Lifecycle: Plan, Phase In, • Retire and Migrate:

Active, Phase Out Candidates for decom-
• Hosting Type: On Prem- missioning soon.
ise • Rehost and Invest: Low-
• Time Classification: In- effort modernization,
vest or Migrate keep and optimize.
• Rearchitect and Mi-
grate: Higher complex-
ity, plan for later phases.
• Replatform and Invest:
Good candidates for an
incremental moderniza-
tion approach.

Identify quick wins for your Application portfolio report Axes:

modernization initiative.
Learn more in Portfolio Re-
• x-axis: 6R Strategy

port [page 702].

• y-axis: Business Critical-
ity

Circle Size:

• Number of Fact Sheets • Rehost and Retire:

Higher risk, even for
Filters: apps that aren't mission
• Lifecycle: Plan, Phase In, critical. Needs attention.
Active, Phase Out • Rearchitect: High effort
• Hosting Type: On Prem- for critical apps, careful
ise planning is required.

• Time Classification: In- • Replatform, Retain,

vest or Migrate Repurchase: Low-risk
modernization opportu-
nities. Prioritize the mis-
sion-critical ones for
quick wins.

Record Architecture Decisions

Architecture decisions serve two purposes: they act as a historical record for future reference and governance,
and they support strategic alignment in decision-making. This makes them especially useful during proposal
evaluations conducted by architecture review boards. To simplify documenting, tracking, and managing these
decisions, you can create and store the architecture decision records associated with your modernization
directly in SAP LeanIX.

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To record your decisions, follow these steps:

1. Go to More > Architecture Decisions.

2. Select New Decision and select a template. The default template is Architecture Decision.
Learn more about architecture decisions in Architecture Decisions [page 1721].
3. Fill in the relevant details and select a status for this decision.
You can also come back to a decision and change details later.
Example of an Architecture Decision for Modernization

Once you've documented all 6R classification decisions for your applications, revisit your target KPIs. By
comparing the current state and target state of the hosting type, you gain visibility into your modernization
journey and can make adjustments as needed.

3.3.5 Step 5: Plan Transformations and Create a Roadmap

After evaluating which applications are best suited for modernization, it's time to plan your initiatives. This
involves documenting your decisions, setting up your transformations, and creating a roadmap.

 Remember

SAP LeanIX is not a project or program management tool. Instead, it offers strategic visibility for project
managers and leadership by modeling how planned changes impact roadmaps, timelines, and budgets.

To link SAP LeanIX initiatives directly to your preferred project management tool, use the Jira Integration
[page 1633] or the SAP Cloud ALM Integration For Managing Projects [page 1435].

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Create and Structure Your Initiatives

After deciding which approach you want to take, you can start adding initiatives to your inventory to visualize
each step of your modernization. A well-organized hierarchy helps you track progress, align stakeholders, and
manage dependencies across your application landscape. To manage your cloud transformation effectively,
structure your modernization efforts as initiatives in SAP LeanIX. Learn more about initiatives in Initiative
Modeling Guidelines [page 100].

Choose a structure that best fits your organization’s operating model and transformation goals, for example:

1. Level 1: Umbrella Initiative

This is your overarching modernization effort, such as “Cloud Transformation”. It acts as the central
container for all related initiatives.
2. Level 2: Strategic Initiatives
These are child initiatives aligned with your modernization strategy, such as:
• Rehosting legacy systems
• Replatforming core applications
• Rearchitecting high-impact services
3. Level 3: Execution Priorities
Break down strategic initiatives based on priority, business capability, or region. Examples include:
• Quick wins vs. long-term efforts
• Finance vs. HR domains
• EMEA vs. North America rollout

To create an initiative, do the following:

1. Go to Inventory
2. Create a new Initiative fact sheet, for example “Cloud Transformation”.
Creating a New Initiative

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3. Create additional child initiatives for each 6R classification and link them to the cloud transformation
initiative using the Parent relation.
4. Optional: Link the initiative fact sheets to your previously defined objectives to outline how they support
your strategy.
5. Add Applications to the respective initiative fact sheets.

 Tip

Use the Add With Filters option in the three-dot menu to select applications based on the attribute 6R
Strategy.

Modernization Initiative with Affected Applications

Add Key Milestones and Set the Lifecycle

As your initiatives grow and dependencies between applications emerge, use shared milestones to coordinate
efforts across teams. Reference these in the Lifecycle section of your initiatives to set up tracking based on
your unique goals.

For details on how milestones can help you synchronize transformation steps and visualize impact across your
landscape, visit Milestones [page 1730].

To add a milestone and set the lifecycle, do the following:

1. In the initiative, hover over the Milestones section and choose Add.
2. Enter a name, target date, and description.
The Description field is optional, but it is a good practice to fill it out because it offers additional context to
other stakeholders involved in the project.

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3. Choose Save.
4. Go to the Lifecycle section and choose Edit.
5. To switch from absolute date to milestones, choose the diamond-shaped milestone icon next to each
lifecycle field.
6. Select the required milestone from the dropdown.
7. Choose Save.
Initiative with Milestone-Based Lifecycle

Create Transformations

Transformations let you see how planned changes might affect your IT landscape without having to adjust
your current setup. For example, replacing an on-premise application with a new SaaS solution. Learn more in
Transformations [page 1736].

SAP LeanIX Architecture and Road Map Planning offers a library of transformation templates based on best
practices and real-world examples. When you use a template, it automatically links transformations to all
affected fact sheets.

To create a new transformation, do the following:

 Tip

If you're planning multiple transformations, switch to the table view to create and manage them in bulk. For
more information, refer to Creating Multiple Transformations in Bulk [page 1738].

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1. Go to the inventory and select your initiative.
2. On the Transformation tab, choose New Transformation.
A list of all predefined transformations opens.
3. Select a transformation type.
In the new transformation template, fill in the necessary fields.
4. Under Completion Date, select existing milestones to sync with dates from your roadmap.
5. If the new application or technology has already been added to your inventory, select it from the dropdown.
Otherwise, add a new application and enter the other details later.
6. Fill in other fields, such as the related business capabilities, where the application is being introduced, and
what you want to do with the old application.
7. Choose Save.
Example of a Transformation Planned for a Modernization Initiative

Create a Roadmap

Once you’ve prepared all initiatives for the modernization, you can visualize your roadmap with the initiative
roadmap report. When you enrich the report with relevant initiative data, you provide context that enhances
decision-making and progress communication.

For more information about roadmap reports, visit Roadmap Report [page 707]

Configure the report as follows:

• Optional: filter for modernization initiatives

• Settings > Drill-down to applications

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• Settings > Advanced Settings > Show dependencies

 Remember

Dependencies are based on the requires/required by relation between initiatives.

• Optional: Subscription role to show who is responsible

• Optional: Business Value/Project Risk
Modernization Initiative Roadmap Report

3.3.6 Step 6: Start Modernization

Visualize and evaluate target architecture to help identify impacted applications and necessary technical
changes.

After you add your transformations and create your roadmap, it’s time to kick off your modernization. You
can visualize and evaluate your target architecture using reports in SAP LeanIX Architecture and Road Map
Planning. Use them to see how many applications are impacted, identify where technical changes are needed,
and determine how many applications can be decommissioned.

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Visualize Changes with Reports

Use the available reports to get a high-level understanding of the current and future states of your application
landscape. You can focus on specific initiatives to assess if your planned transformation roadmap is meeting
the goals and objectives you had set when starting out.

Application Landscape Report

Goal Settings Example

Understand the current or future state • Filter by: Modernization initiative

of the application landscape
• View: Impact Type

To learn more about impacts, visit Im-

pacts [page 1770].

Track how hosting types evolve over the • Filter by: Parent or child initiative
course of your modernization (for ex-
ample, on-premise to SaaS)
• View: Hosting Type
• Time slider: Add parent initiative
with milestones
• Use the time slider to select a point
in time or milestone. Hold shift key
and select two points on the time
slider

Present data to stakeholders • Filter by: Parent or child initiative

• View: Hosting Type or Lifecycle
• Layout Mode: Rolled up
• Time slider: Add parent initiative
with milestones

Circle Map Report

Goal Settings Example

Understand how application interfaces • Filter by: Parent or child initiative

are affected by transformation.
• Time slider: Add parent initiative
with milestones
• Use the time slider to select a point
in time or milestone. Hold shift key
and select two points on the time
slider

Execute Transformations in an Initiative

Once you've analyzed the impact of your transformation items, you're ready to begin the actual transformation
process. Executing a transformation activates all modeled relationships, implied impacts, and any custom

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impacts you've defined. Follow these steps when you want to run specific transformations based on your
priorities and strategic plans.

To execute a transformation, do the following:

1. Go to the Inventory and select the appropriate initiative.

2. In the fact sheet, choose the Transformations tab to view all the transformation items associated with the
initiative.
3. Hover over the title of the transformation item and choose Execute.
Executing Transformations in an Initiative

Execute Transformations in Bulk with the Transformations Explorer

If you need to run several transformations at once, such as for all transformations in your roadmap, use the
transformations explorer. It provides a centralized view of all your transformation initiatives, making it easy to
monitor progress, review details, and manage upcoming tasks.

Learn more about the transformations explorer in Transformations Explorer [page 1745].

To execute transformations for multiple initiatives at once, do the following:

1. Go to More, and select Transformations Explorer.

2. Filter by your initiatives and the status Ready to Execute.
3. Choose Select All or select the transformations you want to execute.
4. Choose Review and Execute > Execute Now.
Executing Multiple Transformations with the Transformations Explorer

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3.3.7 Step 7: Track and Report

Use dashboards to track progress and keep your stakeholders up to date.

Once you’ve planned your modernization initiative, you can use custom dashboards to craft a clear project
narrative and report on key milestones. For a high-level, KPI-driven overview, use the architecture executive
dashboard to spot trends and quickly identify when adjustments are needed.

To learn more about setting up dashboards, refer to Dashboards [page 522]

Set Up a Key Performance Indicator (KPI) Dashboard

To monitor application modernization effectively, configure a KPI-driven dashboard to get a comprehensive

view of risk, complexity, cost, and readiness. Learn how to work with KPIs in KPIs [page 1055].
Example of Dashboard with Modernization KPIs

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Create a Custom Modernization Dashboard

For enhanced storytelling and decision-making, use SAP LeanIX custom dashboards to combine multiple
visualizations into a cohesive narrative. Create an overview with the most important data points:

• Application landscape report with 6R in the following versions:

• Before
• After modernization
• Application portfolio report with the axes 6R and business criticality
• Circle map
• Initiative roadmap with affected applications
Example of Custom Modernization Dashboard

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Track KPIs in the Architecture Executive Dashboard

Get a high-level, KPI-driven overview of your organization's IT landscape. You can configure the dashboard
to display up to four key performance indicators for each use case. Use drilldowns to explore performance
metrics at multiple levels.

Learn more in Architecture Executive Dashboard [page 553].

Key KPIs for application modernization:

• Application modernization (TIME): Track the number of applications classified as "Invest" in the TIME
framework to identify modernization candidates and prioritize transformation efforts.

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• Cloud migration (by functional fit or business criticality): Assess which applications are already in
the cloud and evaluate their functional fit and business criticality. Combine these insights with the 6R
framework to monitor and report your cloud transformation progress.

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Scaling Your Modernization

After you complete your first application modernization use case with SAP LeanIX, you will have a proof of
concept that shows benefits for the entire organization. This success can help expand the scope to other
domains. You can then define the to-be state and start transformation efforts in other departments. As your
capabilities grow, you will be ready to handle complex initiatives like an ERP Transformation [page 361].

3.4 ERP Transformation

Step-by-step guide for ERP Transformation using SAP LeanIX.

Overview

This guide outlines a practical, step-by-step approach for Enterprise Architects (EAs) using SAP LeanIX to
facilitate their organization's ERP (Enterprise Resource Planning) transformation. It is tailored to EAs who
actively use SAP LeanIX, usually as admins/owners of the system, and provides EAs with guidance on how to
be involved in ERP transformations and best practices for using SAP LeanIX.

The document also describes the roles and benefits of SAP LeanIX for the key stakeholders involved in an ERP
transformation, such as the CIO, Transformation, and Project Managers. It also offers guidance on fostering
engagement with these stakeholders through SAP LeanIX.

What Does ERP Transformation Mean?

ERP systems are software systems essential for managing an organization's core business processes and
functions. These can include sales, procurement, supply chain, manufacturing, and distribution, with HR and
finance as support functions. ERP systems facilitate easier sharing of information across different segments of
the organization, fostering effective collaboration and enabling informed decision-making.

When we discuss ERP transformations, we are referring to extensive programs aimed at modernizing,
consolidating, or upgrading the organization's ERP system. Transformations can involve transitioning from a
legacy system to a contemporary, cloud-based ERP system, or merging multiple ERP systems into one unified
platform.

The objective of an ERP transformation is to implement an ERP system that not only supports the
organization's strategic goals but also delivers the flexibility and scalability necessary to adjust to changing
business needs. To learn more, refer to our content hub on ERP Transformation .

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Reasons to Start an ERP Transformation

ERP systems are at the core of an organization’s business operations. Over time, these systems may
become outdated or misaligned with an organization's evolving needs, leading to inefficiencies, data silos,
and compliance issues. Some of the reasons why organizations are looking to transform their ERP landscape
are:

• Leveraging new technology advancements (for example, generative AI, automation, cloud, lean interfaces)
and renovating the overall architecture to be more flexible.
• Need to upgrade to a new version of the system imposed by the vendor. Upgrading is especially important
for SAP customers, because they need to transition from their existing SAP ECC solutions to SAP S/
4HANA by 2030. This is due to expiring support for legacy SAP systems.
• Any merger or acquisition (M&A) activity usually enforces an integration or a carve-out of existing business
units and their respective systems, often accompanied by setting up new ERP systems.
• Modernizing and optimizing ERP systems for improved cost efficiency.
• Maintaining agility and adapting to new market conditions and customer demands.

Why Do Organizations Struggle with ERP Transformations?

ERP transformations are among the most complex programs that an organization can undertake. Enterprise
Architecture Management plays a crucial role in this process. Unlike Legacy ERP systems that were
typically monolithic and highly integrated, implementing modern ERP solutions often necessitates significant
architectural decisions involving the integration of cloud platforms, and translates into major changes to your
IT landscape. As a result, Enterprise Architects take on an even more pivotal role in ERP transformations
than in the past. Their active involvement is necessary to manage the increased architectural complexity and
address typical challenges in ERP transformations, such as:

• Lack of a shared understanding of existing processes, data flows, application landscapes, and technologies
being affected by the transformation.
• Inadequate awareness of the choices to be made throughout the transformation journey and their
potential impacts on the enterprise architecture and business operations.
• Limited access to relevant data for informing stakeholders, preparing for course changes, or mitigating
risks.
• Difficulty tracking the transformation impact once the project is complete to identify opportunities for
ongoing optimization.

Benefits of ERP Transformation with SAP LeanIX

SAP LeanIX addresses the above-mentioned challenges and lays a foundation for collaboration, planning, and
viewing the target architecture, helping to achieve the following benefits:

• As-is assessment to understand your organization’s current landscape and the impact of the ERP
transformation allowing data-based decisions and laying a solid foundation for your ERP transformation
journey.

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• Definition and documentation of the target architecture, highlighting what must change, when it should
change, and what aspects of the architecture are affected.
• Support for collaboration across a large, diverse, and complex organization: Using SAP LeanIX as your single
source of truth is the best way to foster a collaborative environment where your stakeholders can view,
update, and provide input for your roadmap.
• Support for critical decisions based on real-time data and clear visualizations: Within SAP LeanIX, you
can track your ERP transformation progress in real-time using features like the Roadmap Report. This
helps you identify setbacks, delays, failures, and report successes, guiding your transformation and
automatically informing stakeholders. It provides visibility into plan changes, service losses, and real-time
benefits. Your roadmap can adapt to progress, reflecting changes in your ERP platform's target state as
your strategy evolves.
• Continuous transformation monitoring and execution of changes: SAP LeanIX allows you to continue to
monitor and provide clarity and insight into your application portfolio throughout your ERP transformation
and beyond.

 Note

SAP LeanIX does not replace project management tools, but it complements them. It can be integrated
with project management tools, for example, with Jira. This integration offers business and IT stakeholders
aggregated high-level insights and perspectives (for example, the status of the transformation and what
the impact is on their enterprise architecture and IT landscape). Such insights are typically unavailable in
other tools and are often presented through presentations.

Benefits for Different Stakeholders

For CIOs:

• Understand the target architecture and its benefits for business and IT.
• Gain transparency on the transformation approach and important milestones.
• Understand what decisions need to be taken and who needs to be involved at the C-level.
• Have a view of the target architecture, track progress toward the to-be state, and have transparency of
milestones and if your transformation is on track.
• Maintain a view of the target architecture, track progress towards the to-be state, and ensure the
transparency of milestones and transformation progress.

For Enterprise Architects:

• Efficient data collection using SAP LeanIX surveys for a comprehensive understanding of the as-is
landscape.
• Leverage SAP LeanIX’s "Transformations" capability to visualize and compare scenarios of your to-be state.
• Understand and share to-be application landscape and transformation roadmaps with stakeholders for
better planning and coordination, leveraging SAP LeanIX reports.
• Establish a single source of truth for all transformation-related activities instead of being dependent on
unreliable and outdated spreadsheets.
• Efficiently extract relevant data that aid stakeholders in making prompt decisions, highlighting impacts and
risks.
• After your transformation, understand where there is still technical debt and custom implementations in
your landscape.

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For Program and Project Managers:

• Improved understanding of as-is and to-be states.

• Transparency around important technological risks and corresponding milestones.
• More effective preparation of decisions by documenting scenarios.
• Reduction of typical risks associated with ERP transformation (for example, missing or incompatible
interfaces).

 Note

Role of EA in ERP transformations

We have learned from our customers that an empowered and involved EA team, equipped with SAP LeanIX,
is necessary to ensure proper preparation and execution of ERP transformations.

Which SAP LeanIX Products Are Needed for ERP Transformation?

• SAP LeanIX Application Portfolio Management: Enables you to precisely assess your as-is landscape
[page 274] by creating an application portfolio repository, collecting data with surveys, gaining overviews
with predefined reports, and assessing your portfolio with frameworks like TIME, 6R, Pace Layering, and
more.
• SAP LeanIX Architecture and Road Map Planning: Relevant for the second major part of your work with
SAP LeanIX to plan the to-be architecture, run transformation initiatives, visualize dependencies in your
transformation, and support continuous transformation. It comes with capabilities such as Milestone
planning in projects, Transformation [page 1736], and differential report views showing transformation
impacts. To learn more about SAP LeanIX Architecture and Road Map Planning, see SAP LeanIX
Architecture and Road Map Planning [page 1707].

 Note

If SAP LeanIX Architecture and Road Map Planning, previously known as Business Transformation Module
(BTM), is not already part of your SAP LeanIX workspace, you can contact your Customer Success
Manager who will assist you in adding it to the contract and activating.

How to Support ERP Transformation with SAP LeanIX?

SAP LeanIX supports organizations in all phases of their multi-year ERP transformation journeys. The following
pages outline a step-by-step approach based on proven best practices for organizations to extract maximum
benefit from SAP LeanIX in their ERPs. This follows the 6 phases of the SAP Activate framework, which you can
apply to any other ERP transformation scenario. The strong suit of SAP LeanIX applies in particular to the first
phases of an organization’s ERP transformation: Discover, Prepare, Explore, and Realize (partially). After that,
you can continue to track any ongoing changes during the transformation using SAP LeanIX and will support
further activities that are necessary to finalize the transformation (for example, sunsetting older systems).

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3.4.1 Phase 0. Foundation: Transformation Strategy and
Setup
Define goals and strategy for transformation, laying the foundation for well-informed migration decisions and
budget planning. Clearly outline the role of Enterprise Architect in the process.

Overview

Before an ERP transformation is initiated with the discovery phase, there is a preliminary “Phase zero.” This
phase concludes with a formal decision to start the migration and plan respective budgets. The artifacts
produced during this phase include:

• A discussion and documentation of the transformation's goals and its business case (for example, high-
level benefits vs. costs).
• A decision or at least a strong hypothesis on the transformation approach (typically, three different
approaches are discussed: Greenfield-, Brownfield, or Hybrid Approach ).
• The setup of the transformation program to be initiated, for example, program organization, involvement of
external consultants, and identification of business units to be involved.

It is important to understand that during this phase -- even though the details will only be worked out in
subsequent phases -- information on the current solution, the benefits of moving to a new ERP solution,
the capabilities of the organization, and details about data and interface availability is required for informed
discussions and sound decision-making. Typically, Integration Architecture is a key aspect of identifying the
right migration approach.

Often, external consultants are involved in this phase. While they might have a good external perspective,
they might lack knowledge of your specific situation. As an Enterprise Architect, you should ensure that you
are involved and contribute in this phase. Spread awareness of the critical role of EA and good transparency
of the as-is architecture for a successful day 1 without any surprises. To give one example: Imagine that your
organization decides to change the length of the personal ID number in the HR system from 5 to 8. You need to
know exactly which systems are connected and need to be adjusted. Otherwise, data flow and processes might
be blocked, which can have serious consequences (for example, payroll).

Ideally, your organization can use SAP LeanIX already in this phase for a good pre-study and informed decision-
making. At least, you as an EA should ensure the active participation of the Enterprise Architect team by clearly
defining its role in the ERP transformation.

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The Contribution of Enterprise Architects to Phase 0

Looking at the questions typically addressed during this phase, Enterprise Architects can contribute in many
ways, for example,

• Create transparency on the current landscape and well-known transformation needs due to, for example,
technological changes, technical debt, and missing functional fit.
• Share your view on (run) costs associated with platforms, applications, or IT components in scope.
• Discuss the potential architectural impacts of the different transformation approaches.
• Understand the impact on existing transformations and the effect on their roadmaps.

Much of the data needed to contribute to these discussions can be extracted from your SAP LeanIX solution.
If any data is missing, the impending ERP transformation can provide a strong lever to escalate SAP LeanIX
adoption.

Define the Role of EA for the Subsequent Phases of the ERP Transformation

Beyond contributing to the discussions in this phase, establish clarity regarding who is involved in the
ERP transformation, which roles and responsibilities the EA Practices versus other stakeholders, and the
collaboration model.

For instance, it's common for an ERP Transformation or Program Manager to be responsible for the entire
program. This person typically reports to the CIO (and other C-level positions). The Head of Enterprise
Architecture reports to the Transformation Manager as part of the Program but also has a reporting line to
the CIO in their wider EA role.

Typical reporting structure in ERP transformation

The roles, processes, and tasks of the stakeholders are typically determined by the overall ERP transformation
program. The task of the leading EA is to establish a solid foundation for the effective usage of SAP LeanIX by
setting up a governance process.

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Aligning with key stakeholders on the following topics can facilitate achieving this goal:

• What insights are needed for each stakeholder? What decisions do you/they intend to secure?
• What data is required from which stakeholders at what point in time?
• What process should they follow to provide that data? Often, a Program Management Office (PMO) is
involved in gathering information from various sources - what is the interface between the PMO and the
EA?
• In what cadence should insights be shared? When is alignment needed?
• How can you harness the EA community in your organization to support the transformation?

The outcome of this step should be the following assets:

• Clearly defined picture of the stakeholder (EA and departments) ecosystem.

• Data governance model with distributed responsibilities.
• Reference materials showing how SAP LeanIX is positioned in the ecosystem alongside other tools (for
example, Signavio, ServiceNow, JIRA, Confluence), where integrations can be beneficial for data leverage/
synchronization.

Data governance model example

3.4.2 Phase 1. Discover: Achieve Architecture Transparency

Establish architecture transparency in ERP transformation. Understand and assess your 'as-is architecture'
and report effectively.

Overview

Architecture transparency entails a comprehensive understanding of your IT landscape, business processes,

and data flows, along with their dependencies and risks. This involves evaluating existing capabilities,
applications, and interfaces to identify strengths, weaknesses, and areas for improvement. The as-is
assessment provides valuable insights for data-driven decision-making and establishes a data foundation that
guides the direction your organization wants to take with the ERP transformation.

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  Note

The approach described here is rather suitable for a new ERP implementation (Greenfield). If you plan
a system conversion (Brownfield), your focus will be mostly on applications and interfaces. For a hybrid
approach, you “play” between bottom-up and top-down scoping strategies.

In the Discovery phase, do the following:

1. Model SAP LeanIX Fact Sheets and build your repository [page 368].
2. Scope ERP transformation [page 372]: Define the scope of your ERP transformation in close alignment
with the business.
3. Report and communicate [page 378]: Establish a clear format for sharing results with diverse stakeholders
and share various perspectives for a transparent view of the 'as-is' architecture.

The following overview provides a “Definition of Done” with Milestones that you should achieve in this phase,
and EA-relevant Reports and KPIs suggested by SAP LeanIX that are explained in detail in a separate section
Report and Communicate in each phase of the ERP Transformation.

Milestones KPIs/Reports

Identify your organization’s Objectives and the strategic rele-

vance and maturity of the Business Capabilities supporting
those Objectives.

Understand which Business Capabilities are in scope of the

ERP transformation.

Understand which Application, Organization, and Interface

Fact Sheets are affected by the Business Capabilities in
scope.

Defined mandatory attributes (based on best practices from

SAP LeanIX: e.g., lifecycle, Technical and Functional Fit, Busi-
ness Criticality).

Step 1. Model SAP LeanIX Fact Sheets and Build Your Repository

How much pre-work needs to be done to start your transformation use case depends on your overall SAP
LeanIX adoption. If your organization has been using SAP LeanIX already for some time, you might have a more

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or less complete inventory and view of your as-is architecture. If you are starting to use SAP LeanIX for your
ERP transformation, you need to build that repository from scratch. This step is actually a classical Application
Portfolio Assessment with SAP LeanIX, where we add some additional sub-steps (outlined below). Make sure
to apply the best practices explained in the Application Portfolio Assessment [page 274] use case guide, which
gives you a detailed overview of how to build your foundation in SAP LeanIX, add key Fact Sheets, get data, e.g.,
via Surveys, and do your first assessment.

In this step, you should model the following Fact Sheet types in SAP LeanIX.

 Note

A big undertaking like an ERP Transformation requires 100% reliability on data. Make use of SAP LeanIX
Surveys [page 809] to verify and gather data that is relevant to you, and use a Quality Seal [page 626] to
ensure that you have all the information needed. Also, make sure that all Fact Sheets have clear ownership.

• Add Application Data to SAP LeanIX [page 21]: It involves adding information about Applications [page
60] and their relevant attributes, such as relations/dependencies, lifecycles, Technical Fit, Functional Fit,
Business Criticality, Organization (e.g., User Groups), and IT Components into the platform. This can be
done via the Excel Import/Export function [page 601], manual creation of Fact Sheets, or crowdsourcing
via Surveys. Key mandatory attributes are:
• Lifecycle
• Business criticality (to ensure operational stability)
• Functional / Technical Fit (to challenging status-quo / complexity reduction)
• Subscription Roles - define employees from your organisation that are responsible for the application
to provide further input (i.e. Application Owner)

 Tip

If your organization uses SAP systems and services, the SAP landscape discovery feature can be used to
discover your organization's SAP systems and services, both cloud and on-premise. To learn more, see SAP
Landscape Discovery [page 1391] .

• Add Business Capabilities [page 22] and link them to Applications [page 19] to show how your Applications
support your organization's high-level activities and to scope your ERP transformation use case. Defining
Business Capability properties such as responsible owner and Applications used can provide a better
understanding of each capability's impact. Ensure your Business Capabilities are well-defined and
communicated throughout the organization. Key mandatory attributes are:
• Maturity (to understand how well they are supporting your Objectives to day vs. what the target
maturity is)
• Relations with Applications, Business Context (Processes) if applicable (see below), Objectives (can be
linked once Objective Fact Sheet is created)
• Gartner Pace Layering (can be applied using the Strategic Importance field in Business Capability Fact
Sheets). To learn more, see Pace Layering [page 507]
• Add Objectives [page 124] that come from your business and link them to Business Capabilities and
Organizations. Having Objectives will ensure that anything you plan in SAP LeanIX is aligned to/ supports
the strategic goals of your organization. It will help you decide which Business Capabilities should be
in scope for your transformation, and - vice versa - how the Business Capabilities in scope of your
transformation will improve your organization’s objectives.
Both Business Capabilities and Objectives drive strategic thinking in your organization!
• Add Organization [page 128] to get an understanding of the user base of your Applications and as a
baseline for a phase-based ERP rollout.

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• Add Interfaces [page 106] to get transparency of dependencies between different Applications and assess
your current and future integration architecture. Add the following attributes:
• Description
• Data flow direction
• Providing Application
• Consuming Application
• Frequency
• Interface type
• Relation with Data Objects
• If applicable: Relations with IT Components to understand technical dependencies
• Add Business Context [page 79] (e.g., Processes) if your organization is process-driven. This will help you
to gain a deep understanding of your business processes, align them with the IT landscape, trace impacts,
improve processes through the transformation, make informed decisions, and foster collaboration among
stakeholders. If your organization is using SAP Signavio, you can leverage the SAP LeanIX-SAP Signavio
out-of-the-box integration [page 1446] to automate the process and synchronize information in both tools.

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Overview of Fact Sheet types and relations that need to be modeled in this step:

Fact Sheet types relevant for the Discovery phase of ERP Transformation

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Step 2. Scope ERP Transformation

In this step, you will define the scope of your ERP transformation in close alignment with the business. For
this, you will start with the business architecture layer in SAP LeanIX to ensure that all your decisions are
business-driven and support your organization’s strategy. This helps you to get a first view of your target
architecture and plan your transformation in the next steps.

In this step, you will:

• Define what Business Capabilities (mapped to your Objectives) are impacted by the ERP transformation.
• Explore how the rest of your Inventory is affected by the transformation, for example, what Applications
or Organizations are related to the Business Capabilities in scope, and which Interfaces need to be
considered.

 Note

Refer to the Reports [page 662] documentation in SAP LeanIX for detailed information on helpful reports.
Additionally, refer to the Application Portfolio Assessment [page 274] and Application Modernization [page
337] use case guides for insights on building these reports and to make the most out of it.

The scoping activity should happen in close alignment with your business, with clear ownership of the Business
Capabilities by business owners who understand what Business Capabilities mean. As an EA leading this effort,
you would facilitate those discussions, e.g., as part of scoping workshops.

The SAP LeanIX best-practice approach for scoping consists of the following three steps:

1. Leverage Gartner’s Pace Layering [page 507] methodology to understand the strategic relevance of your
Business Capabilities and derive decisions to build your target architecture. The three Pacer Layers
(commodity, innovation, differentiation) facilitate conversations around the following questions:
1. Commodity: Where in my application landscape do I want to leverage standards? For example, if you
are driving an SAP transformation, this is where you would leverage standard capabilities from the SAP
reference architecture.
2. Innovation: Where do I want to be innovative and build custom applications?
3. Differentiation: Which areas are relevant for my business and differentiate us from our competitors?
2. Define a tag group called “ERP Transformation scope” with four values: Pain Point, In scope, Opportunity,
To be decided (later), Out of Scope (non-ERP-related), and strong support already. For information on tags,
refer Tagging [page 656].
3. Have conversations with the business, and assign tags to your Business Capabilities. You can leverage
the Bulk Updating Data in Inventory Table View [page 591] to drive informed decision-making in your
discussions and document the results. As an outcome, all Business Capabilities should have a tag.

Use Reports and Diagrams to Visualize the Transformation Scope

One of the first outcomes of the data gathering and scoping will be a validated Business Capability Map and a
view of capabilities in scope.

• Create a Landscape Report with Business Capabilities mapped to Objectives that shows how your in-scope
capabilities will improve to support your strategic Objectives driving the transformation. This view reflects
the business architecture target state - the aspiration of where your organization is heading with this

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 transformation on a business level. The color coding of the Business Capabilities reflects the three Pace
Layers Commodity, Differentiation, Innovation (as per selected Report View “Strategic Importance”):

Landscape Report with Business Capabilities mapped to Objectives

• Create an Application Landscape Report that shows which active Applications are affected by the
transformation (achieved through a clustering by Business Capabilities in scope) and what their current
status of Functional Fit (stars on the left-hand side) and Technical Fit (stars on the right-hand side) are. To
learn more about Landscape Report, check Landscape Report [page 685].

Active Applications with Functional and Technical Fit

• Create a Matrix Report showing which Applications are affected in which parts of your Organizations (e.g.,
Regions and/or Business Units) by the ERP transformation (clustered by the Business Applications in the
scope of the transformation). To learn more on Matrix report, see Matrix Report [page 695].

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 Matrix Reports showing Applications affected in different Organizations

In the next step, you want to understand all your interfaces, e.g., by sending a survey [page 809] to all
Application Owners to review all their Applications and verify existing or missing interfaces (and technical
details related to those). You can use a quality seal [page 626] to ensure that you have all the information
needed (e.g., technical dependency).

 Note

If you are doing an SAP transformation, you can leverage Bill of Materials

• Create an Interface Circle Map showing dependencies between different ERP solutions, and understand
your integration architecture. You can read more about Interface Circle Map here [page 720]. You can use it
as a starting point to explore data flows.

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 Interface Circle Map
• Leverage the Data Flow Diagram for a closer look at Interfaces: At this step, typically, an Integration
Architect would dig deeper and work with Application Owners and Solution Architects to verify/capture
technical dependencies. This will inform your overall planning of the program. For information on the Data
Flow Diagram, check Data Flow Diagram [page 781].

Data Flow Diagram To Have a Closer Look at Interfaces

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If Applicable: Additional Features and Views Leveraging SAP Reference Data

SAP LeanIX is part of the SAP ecosystem and provides the option for SAP customers to leverage SAP reference
data helping you accelerate the journey. Below, you can see some illustrative report views that you can create
based on that reference data to display your current vs. target business architecture.

Example report view: Start with SAP Reference Architecture or compare to current Business Capabilities.

Business Capability Reference Architecture Comparison

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Example report view: Understand how Business Capabilities can be supported by current Applications and by
Recommendations from the SAP Reference Architecture:

Application Landscape Report with Reference Architecture

Advanced: TIME or 6R Assessment to Identify and Track Key Changes

through the Transformation

As part of the Discovery phase, we also recommend running either a TIME [page 495] assessment and/or a 6R
[page 501] assessment as a good EA practice - depending on your transformation goals. This will help you get
more out of the big transformation effort, and it will also provide you with KPIs you can use to track what will
happen with your application landscape as part of the transformation. Moreover, it is one way of visualizing the
current vs. future state of your application landscape.

TIME Classification of Applications clustered by Business Capabilities

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Step 3. Report and Communicate

In the world of an ERP transformation journey, effective reporting and communication play a pivotal role
in driving successful transformations. Share these and other views with your stakeholders to give them full
transparency of the as-is architecture and aspects to consider. You should also use the reports to identify any
gaps in your data and enrich data if needed.

In this step, do the following:

1. Build an EA-centric Dashboard with KPIs and reports that are relevant for you to track, e.g., completion
of items in the SAP LeanIX inventory and support the ERP transformation from EA perspective. There are
some SAP LeanIX best practices you can leverage, which are shared below. This dashboard will evolve
throughout the different phases of the transformation. To know more, see Create a Custom Dashboard
[page 522]
2. Define a format in which you want to share your results with different stakeholders.

EA-Centric Dashboard and Reporting

For each phase, SAP LeanIX has prepared templates with KPIs and reports as an inspiration for the EA-centric
reporting. In the Discover phase, we suggest including the following metrics suggested by SAP LeanIX that can
be set up with SAP LeanIX KPIs and presented in an SAP LeanIX Dashboard.

Phase 1 Dashboard for overview and communication

• Application Data Quality per Business Capability and Region (measured by % of Fact Sheet Completion):
An Application Matrix Report providing a high-level overview of all Applications, clustered by Business
Capabilities and User Groups involved in the transformation with a view of their completion. The color-
coding shows the completion status of your Application Fact Sheet data.

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 Matrix Report with Fact Sheet Completion view
• Status quo of Scoping (measured by Business Capabilities reviewed): A pie chart showing the status of
the Business Capability assessment by business owners, which is relevant for the scoping of your ERP
transformation.

Status of scoping
• Deep-dive Capability Assessment (number of approved Business Capabilities and break-down by
assessment categories): Overview of KPIs to track how many Business Capabilities have been approved by
assigned business owners and for how many Business Capabilities relevant dimensions (TIME, PACE Layer,
Current Maturity, Target Maturity) have been assessed.

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 Status of Business Capability Approval
• Applications, Organizations, and Interfaces in scope of the ERP Transformation: Overview of KPIs showing
how large the scope of the ERP transformation is, based on the selected Business Capabilities. Helps
answer questions such as “How many applications will we now need to move?”, “How many departments
will be affected by this?”. These insights arm the EA with clear, tangible data points, with clickable links to
inventory filters for further investigation.

Overview of Applications, Organizations, and Interfaces in scope of the transformation

• Deep-dive Application Data Quality: Overview of KPIs showing approval and data completion status of your
Applications in scope. Approval as the final, top-level metric to confirm that all the underlying dimensions
are filled & correct on the Fact Sheet (Quality Seal available, Fact Sheet overall completed, Functional Fit
assessment completed).

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 Overview of Application Data completion and quality
• Deep-dive: Organization Data Quality: Organization Fact Sheets for Applications in scope with approved
Quality Seal.

Overview of Organization Fact Sheet data quality

• Deep-dive: Objective Data Quality: Objective Fact Sheets for Applications in scope with approved Quality
Seal
• Deep-dive: Interfaces Data Quality: Interface Fact Sheets for Applications in scope with approved Quality
Seal

Share Insights with Different Stakeholders

Apart from creating an EA-specific view, you also need to decide which insights and metrics are relevant
for other stakeholders who play a key role in the ERP transformation, such as Program and Transformation
Managers, CIO, and other management stakeholders, as well as how to present those. You can leverage SAP
LeanIX Dashboards to create customized views. To learn more about creating custom Dashboards, see Create
a Custom Dashboard [page 522].

Here are some best practices to consider:

• Align with the leadership and change organization early on on the KPIs and views they are interested in,
based on what is possible with SAP LeanIX.
• Define a format and cadence of how to present these KPIs; make sure to fit in the existing structure of the
transformation program instead of creating parallel formats.
• Create different SAP LeanIX Dashboards and saved Reports for different audiences, e.g.,:

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 • One high-level dashboard for all key stakeholders involved in the transformation program (adequate
for C-Level and Program Manager)
• Dashboard for the EA core team
• Dashboard for Project Managers
• Keep in mind that your stakeholders might not use SAP LeanIX on a daily basis. How can you engage the
leadership and change the organization to go into the tool? Make sure that they understand the views that
they will get, e.g., by having a well-structured dashboard with explanations on the landing page. Or sending
them direct links to a specific (pre-filtered) Report.
• Engage your stakeholders in discussions, focusing on eye-opening insights that they need.
• Get approval and backing by ensuring that about 90% of your business stakeholders have seen and
acknowledged your insights.

3.4.3 Phase 2. Prepare the Transformation

Build high-level transformation scenarios and plan a detailed roadmap.

Overview

In this phase, you will leverage SAP LeanIX to build high-level transformation scenarios and choose the best
path for the roll-out. Using the insights from the Discover phase and adding Initiatives (i.e. projects) to your SAP
LeanIX inventory, you will have the information needed for detailed transformation roadmap planning. Consider
improving your application landscape by referencing the TIME [page 495] or 6R [page 501] assessment
results from the previous phase [page 367], and strategically plan when to eliminate specific applications for
improvement.

The aim is to prepare a detailed target architecture and choose the ideal transformation path to reach that
state. As a first step, do an assessment of the project landscape (using Program and Project Fact Sheet
subtypes (including hierarchies)). Identify applications that are affected and have dependencies on your ERP
transformation project. You will start involving Project Managers to work in SAP LeanIX.

In this phase, do the following:

1. Enrich data [page 383]: Enrich data by adding Initiatives (i.e. Projects and Programs Subtypes) and
Milestones, and structuring your transformation program.
2. Evaluate data [page 387]: Evaluate transformation scenarios, transformation impact on the business,
application integrations, and project dependencies.
3. Report and communicate [page 389]: Build on the dashboard you created in the previous phase [page
367], and add relevant Reports and KPIs for overview and communication.

The following overview gives a "Definition of Done" and Milestones that you should achieve in this phase.
Relevant Reports and KPIs are also illustrated next to them. For a more detailed explanation, refer to the Report
and Communicate section in each phase.

Milestones KPIs/Reports

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Define Initiatives with Milestones to reach the Objectives and
create scenarios for different roll-out plans.

Have a high-level project roadmap with Milestones in place

and dependencies between initiatives/projects for different
scenarios (and Diagrams related to Initiatives).

Have mandatory attributes for Initiatives (responsibles, de-

pendencies between initiatives, cost) defined.

Step 1. Enrich Data

In this step, you will add Initiatives [page 100] (using Program and Project Fact Sheet subtypes (including
hierarchies)) and Milestones (available with the Architecture and Road Map Planning) to your SAP LeanIX
Inventory. This is crucial to create a high-level plan and structure for your transformation. It also sets the
basis to create a detailed target architecture in phase 3 (Explore) [page 391] using Transformation and Impact
features (available with the Architecture and Road Map Planning).

In this step, it is important to involve the rest of the ERP Transformation roles (such as Program and Project
Managers) to get an overview of all planned Initiatives, Programs, and/or Projects, and to create ownership for
maintaining this data moving forward. These roles can be added as Subscription Roles to the respective Fact
Sheets. Typically, the EA team will kick off this process by building an initial structure in SAP LeanIX.

 Note

To leverage the full potential of SAP LeanIX for this and the following step, you will need to activate SAP
LeanIX Architecture and Road Map Planning [page 1707], which was previously known as BTM module. It
is a separate product that needs to be purchased. Only with Architecture and Road Map Planning, you
will be able to transform your landscape and see changes and impacts on a timeline, by visualizing your
target (to-be) architecture. In this step, you will benefit from Architecture and Road Map Planning by adding
Milestones which will enrich your Reporting and set the foundation to create your target architecture in
phase 3.

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Add Initiatives

Create Initiatives to illustrate the overall transformation plan. These Initiatives can be further detailed in later
steps, but it's important to establish an overview of the major parts of the transformation.

When completing your Initiative Fact Sheets, ensure that you define a set of mandatory attributes [page 631].
They should be added to your Initiative Fact Sheet or Fact Sheet subtypes. These may include Lifecycle Data,
Milestones (possible once the SAP LeanIX Architecture and Road Map Planning is activated), subscriptions,
and relations to Application and Objective Fact Sheets, among any other relevant information for your
organization.

Add Milestones

Adding Milestones early makes it easier to work with Transformations later on. To learn more about how to add
and work with Milestones, refer to Milestones [page 1730].

Milestones could be:

• Region X rolled-out
• Go live for X Business Unit
• Data migration done
• End of support for system X
• New system prepared
• Data migrated

Now, establish relations between your Initiatives and relevant parts of your architecture, such as Applications,
Business Context/Processes, Interfaces, Organization, and Data Objects, which you want to highlight and track
for your business. This allows for more detail in your reports, for example, in a Roadmap Report with an
Application drill-down or an Interface Circle Map.

Structure Your Transformation Program

Now, bring in more structure into your transformation by creating a hierarchy of your Initiatives, Programs, and
Projects. Here is an example of what it might resemble:

• Level 1 - Initiative for one scenario “New Implementation”

• Level 2 - Workstream, e.g., HR
• Level 3 - Smaller, broken-down Initiatives. You can also create multiple scenarios representing different
approaches and implementations (e.g., various application implementation or replacement scenarios,
marked as “Option A” and “Option B”).

We recommend selecting an approach that best suits your organizational needs.

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 Hierarchy visualized in the Relation Explorer

Initiative Fact Sheet showing the hierarchy structure in the title and Relation Explorer sections

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 Initiative Fact Sheet showing the hierarchy structure in the Dependencies section

An alternative approach could be:

• Level 1 - Your overall transformation program, which will be your umbrella project, in the example below it is
‘ERP Transformation’
• Level 2 - Children projects based on your transformation strategy; in the example below, it is divided into
SAP Activate phases.
• You could now add a level 3, which involves smaller, broken-down projects in multiple scenarios
representing different approaches and implementations (e.g., various application implementation
scenarios, etc.).

We recommend selecting an approach that best suits your organizational needs.

Roadmap Report

Having this data will allow you to understand and visualize the transformation from the dimensions that are
most important to your organization, For instance:

• What are the major dependencies between different parts of the transformation?
• When will each region or business unit be impacted by the ERP rollout?
• Is the rollout staggered, or is it a 'big bang'?

Each initiative with its Milestones can represent a scenario that you can 'play around' with to facilitate informed
decision-making for the key stakeholders of the transformation program.

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Step 2. Evaluate Data

In this step, you are now looking at transformation scenarios, transformation impact on the business,
application integrations, and project dependencies:

In the Project Landscape Report, cluster the Projects by Objectives to understand how the ERP transformation
supports your strategic objectives:

Project Landscape Report clustered by Objectives

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In the Application Landscape Report, you can compare different migration scenarios by mapping Applications
to Initiatives, Programs, or Projects:

Application Landscape Report clustered by Initiatives

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Create a Roadmap Report to get an overview of your high-level Initiatives. To learn more on how to build a
transformation roadmap, see First Steps to Realize Value with Architecture and Road Map Planning [page 1715].
If you apply this to your ERP transformation program, the result of your roadmap can look as follows:

Roadmap Report showing a high-level overview of Initiatives

Leveraging Architecture and Road Map Planning provides a comprehensive overview of when and how projects
are connected to your overarching transformation program. Milestones [page 1730] are inherited from the
highest level down to all child projects, enabling you to easily visualize their impact on your applications in the
Roadmap Report.

Make use of Roadmap Reports to improve decision-making and status reporting. You can add much relevant
information from the Fact Sheets, such as Tags, Subscription Roles, and various Fields for better context. It
helps enrich the context and increases the collaboration and interactivity of the report.

Bringing these extra details to the Roadmap Report, can help answer questions such as: Who's responsible for
a particular application that is currently part of a project within the SAP ERP transformation?

To discover other useful features of Roadmap Reports, refer to Using the Roadmap Reports [page 709]

Step 3. Report and Communicate

During your transformation, you will constantly evolve the dashboards you built in phase 1 (Prepare) [page 367]
and add new reports and KPIs. The following views show examples of reports and KPIs that you can include in
this phase to show the results of your analyses and track key KPIs that are important for the preparation of the
transformation.

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 Illustrative Dashboard for Phase 2 (Prepare)

In the Discover phase, we suggest including the following metrics that can be set up with SAP LeanIX KPIs and
presented in a SAP LeanIX Dashboard:

• Overview of ERP Initiatives and which Objectives and Business Capabilities are supported: Matrix Report
showing an overview of your ERP Initiatives clustered by Objectives and Business Capabilities. This view
is a good summary of the strategic elements of your ERP transformation and helps align your Initiative/
Program with your organization’s objectives and capabilities. It also shows gaps, where certain Business
Capabilities/Objectives don’t have specific Initiatives aligned to realize them.

Overview of ERP Initiatives showing supported Objectives and Business Capabilities

• Initiative Data Quality: Overview of KPIs providing a first high-level overview of the number of Initiatives that
have been scoped to support the ERP Transformation, and for how many of those Initiatives mandatory
attributes have been filled/assessed (Responsibles, Lifecycles, Business Risks).

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 Initiative Data Quality
• ERP Roadmap with Initiatives and Milestones: Roadmap Report providing a high-level overview of the
ERP transformation timeline, different projects, and Milestones (only visible with activated SAP LeanIX
Architecture and Road Map Planning).

ERP Roadmap with Initiatives and Milestones

Follow the best practices on reporting and communicating from Phase 1 (Discover) [page 367]. Make sure that
about 90% of your business stakeholders have seen and acknowledged your insights and recommendations.

3.4.4 Phase 3. Explore: Define the To-Be Architecture

Detail the impact of the transformation on your landscape and refine the target architecture.

Overview

In previous phases, you were able to specify <what> will be affected. In this phase, you will leverage SAP LeanIX
for the detailed planning of your organization’s target architecture by further specifying <how> your landscape
will be affected by the transformation, leveraging more capabilities of SAP LeanIX Architecture and Road Map

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Planning. This involves determining when new applications will be introduced, when applications will be phased
out, what technology will be replaced etc. With what you will identify gaps and necessary changes to meet the
target architecture, explore transformation impacts, and prepare stakeholders for the overall rollout. To achieve
this, you will need to use some additional SAP LeanIX features explained in this step.

 Note

In this step, you will unlock further features of the SAP LeanIX Architecture and Road Map Planning
(Previously known as BTM module). The additional features (Transformations and Impacts) enable you
to visualize your target (to-be) architecture, showing changes and impacts on a timeline. This sets the
foundation to actually execute your transformation in the next phases. Learn here more about how to use
Milestones [page 1730], use Transformations [page 1736] and how Impacts are created [page 1770] in SAP
LeanIX.

In this phase, do the following:

1. Add Transformations and Impacts [page 393]: Enrich your Inventory by adding Transformations and
Impacts with the SAP LeanIX Architecture and Road Map Planning.
2. Evaluate Data [page 393]: Use enhanced reporting capabilities to visualize the future state, identify gaps
from the current state, and establish a clear target architecture.
3. Report and Communicate [page 397]: Build on the dashboard you created in the previous phase [page
382], and add relevant Reports and KPIs for overview and communication.

The following overview gives a "Definition of Done" and milestones that you should achieve in this phase.

Milestones KPIs/Reports

Detailed target architecture (represented by enriched Re-

porting views showing Transformations and Impacts based
on one or more selected Initiatives).

Initial target architecture validated; planned Transformations KPI to compare “set” transformations and “completed”
and Impacts identified. transformations for those Projects in scope (view to be
added by SAP LeanIX).

Detailed understanding of transformation scenarios. Project roadmap from phase 2, now enhanced with blocked/
blocked by (view to be added by SAP LeanIX).

Management buy-in for chosen transformation scenario Reflected in Final Transformation Roadmap (decision can
(happens based on info in SAP LeanIX, but outside of the be documented on the 1st-Level Initiative Fact Sheet in the
tool). Comments tab).

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Step 1. Add Transformations and Impacts With Architecture and Road Map
Planning

The way you plan and visualize your to-be architecture in SAP LeanIX is supported by the Architecture and
Road Map Planning [page 1707] that you have already started to use in phase 2 (by adding Milestones) [page
382].

By enriching your SAP LeanIX Inventory and adding two additional features, Transformations (accessible
through a separate tab on the Initiative Fact Sheet) and Impacts (automatic classification by SAP LeanIX
whenever you create a Transformation), you will be able to:

• Compare different transformation scenarios.

• Visualize future states of your application landscape through an enhanced Report view ( Explained in the
next section).
• Create enhanced roadmaps and track the ERP transformation program, as well as keep tabs on changes in
your enterprise architecture resulting from the transformation.

Find a detailed explanation of how to create transformations here: Transformations [page 1736].

By adding Transformations and Impacts to your scenarios, you will be able to answer questions like:

• What happens if you stay to an SAP standard vs. if you use another system (e.g., introduce SAP
SuccessFactors vs. Bamboo HR)? The PACE layering assessment you conducted in Phase 1 also helps
you here, as you can track your decisions against the target maturity of your business capabilities.
• Stay clean core fit-to-standard or custom implementation -
• What would support the business better (Functional Fit from a business perspective)?
• Which decision would improve our business (on the Business Capability Maturity level)?

As all the to-be architecture data needs to be added manually, make sure to balance the level of detail vs.
effort when creating Transformations and Impacts. Once you gain clarity and get stakeholder buy-in on certain
Initiatives, you can go ahead and plan out Transformations in detail that you will execute in the later stages. You
will learn about executing the Transformations in Phase 4. (Realize, Deploy & Run) [page 400].

Step 2. Evaluate Data

This step aims to establish a target architecture (to-be), identify gaps between the current and future states,
and enrich your Transformation Program with information that empowers the entire team to monitor progress
and understand the changes in the IT landscape.

There are several ways to visualize the future state of your architecture/ Impacts of Transformations on your
architecture through enhanced Report capabilities. To learn more about the reporting capabilities enabled

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by the SAP LeanIX Architecture and Road Map Planning, refer to Reports and Roadmaps [page 1780]. A few
examples are shown below:

• In this example, you can see an Application Landscape Report that reflects the Impacts of your
Transformations on your application landscape:

Application Landscape Report reflecting the Impacts of your Transformations

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• Application Landscape Reports showing how different scenarios are going to affect the IT architecture:
Example for Option A:

Option A: Application Landscape Reports showing the effect on IT landscape

Example for Option B:

Option B: Application Landscape Reports showing the effect on the IT landscape

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• You can also use the Roadmap Report to see how certain aspects of your landscape change over time due
to the selection of one or more Initiatives:

Project Roadmap Report showing impacts of SAP S/4 HANA implementation

• Interface Circle Map showing how the SAP S/4HANA migration will affect the integration architecture:

Interface Circle Map showing how the SAP S/4HANA migration will affect the integration architecture

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• The example below displays Impacts in the Application Landscape Report helping you identify deviations
from the standard and pinpoint areas where technical debt has been accumulated:

Application Landscape Report showing accumulated technical debt

Step 3. Report and Communicate

As in the previous phases, you will evolve your dashboards for the different stakeholder groups and leverage
the above reports to share key insights.

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 Illustrative Dashboard for Phase 3 (Explore)

In addition, you can add the following KPIs and views to measure the progress of your transformation program:

• ERP Roadmap with Initiatives and milestones: Roadmap Report providing a high-level overview of the ERP
transformation timeline, different projects, and Milestones. It also serves as high-level guidance on which
Initiatives to focus on first. This will be a more detailed view since more detailed data collected in phase 3.

ERP Roadmap with Initiatives and Milestones

• Quality of Initiatives: Overview of KPIs providing a first high-level overview of the number of Initiatives that
are supporting the ERP Transformation, and for how many of those Initiatives mandatory attributes have
been filled/assessed (Responsibles, Lifecycles, Business Risks).

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 Quality of Initiatives showing the status of Initiative completeness
• As-Is Application Landscape and To-Be Application Landscape: Build Application Landscape Reports for
as-is and the future-state landscape, then add them to the Dashboard to show the contrast and status of
progress.

Application Landscape Reports showing the contrast between as-is and the future-state landscape.

 Note

You can use the SAP LeanIX Diagrams [page 745] to detail your solution architecture and engage with more
technical roles, such as Solution Architects.

At the end of this phase, you have all the data needed for your management to decide on the most suitable
transformation scenario, which you will execute in phase 4 (Realize) [page 400].

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3.4.5 Phase 4. Realize, Deploy, and Run: Transformations and
Monitoring

Run transformations, measure, and monitor progress using SAP LeanIX. Achieve transparency, communicate
developments, and reflect on architecture changes for a successful transformation journey.

Overview

In Phase 4, the key work in SAP LeanIX is to run all agreed-upon Transformations and Impacts for the chosen
transformation scenario. The advantage of working with Architecture and Road Map Planning (Previously
known as the BTM module) is that you have already modeled out all possible transformations on the
Application and Initiatives level. Now, you “only” need to press the button to run them, as explained in the
following steps.

From this point onwards, SAP LeanIX will serve as a tool to monitor the ongoing progress of your
transformation, helping you track developments and changes in this long-term journey with moving targets. In
this last phase, the goals are to:

• Run Transformations and Impacts.

• Create transparency and communicate progress.
• Reflect on architecture changes that have been implemented to understand what has happened and what
is to come.

Step 1. Run Implemented Transformation

As soon as important project milestones are achieved, make sure to reflect this in the architecture. With the
SAP LeanIX Architecture and Road Map Planning, you can apply the planned impacts to your architecture by
executing the Transformations.

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 Execute implemented Transformations to keep track

Step 2. Monitor the Impact of Transformations

Using the Application Landscape Report and applying the Impact Type view, you can understand how the
landscape has changed and been affected through the planned transformation.

Application Landscape report showing the transformation impacts

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Step 3. Report and Communicate

As in the Phase 2. Prepare the Transformation [page 382], you will evolve your dashboards for the different
stakeholder groups and leverage the preceding reports to share key insights. In addition, you can add the
following KPIs and views to measure the progress of your transformation program:

Illustrative Dashboard for Phase 4

• Integration completeness: KPI panel providing a high-level overview of the number of transformation-
related Interfaces that have been implemented.
• Application completeness: KPI panel offering a high-level overview of the number of introduced and
pending Applications related to ERP transformation.

Your ERP transformation is now well covered. It is important to constantly challenge and update the plans as
needed, since requirements and technical options are ever-evolving. The reported setup will help to inform
these discussions by providing data-driven insights.

Resources

Learn about the benefits of using SAP LeanIX for ERP transformations from customer stories:

• Travis Perkins | SAP S/4HANA-Transformation : Find out how SAP LeanIX helped a customer prepare for
its transformation and also fostered collaboration
• Marc O'Polo | SAP S/4HANA-Transformation : Learn how a customer established visibility and
transparency of the current IT landscape with SAP LeanIX, but also a view of the target state after
transformation.

To learn how SAP LeanIX Architecture and Road Map Planning helps companies shift operational models, refer
to the Business Transformation Management Playbook .

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3.5 ERP Transformation with RISE with SAP Integrated
Toolchain

Get an overview of the integrated toolchain for RISE with SAP, focusing on SAP LeanIX, SAP Signavio, and SAP
Cloud ALM.

Introduction

The integrated toolchain is a key part of the RISE with SAP Methodology, designed to support a process-driven
ERP transformation. It is a set of solutions to support the transformation to the SAP Business Suite. It brings
together SAP-native and partner solutions to manage business processes, enterprise architecture, system
landscape orchestration, change management, and quality assurance. To learn more, see RISE with SAP
Methodology .

It aligns with SAP’s standardized framework and the transformation approaches used by SAP experts and
qualified partners. It offers end-to-end visibility and control across the digital transformation lifecycle. The
integrated toolchain enables a seamless collaboration of all stakeholders across various phases of the SAP
Activate road map.

It aligns with key strategic concepts:

• Standardized framework guidance: agile, phase-based approach with clear tasks, deliverables, and
milestones.
• SAP clean core approach: minimizes customization and enables upgrade-ready extensions, using SAP
Build and SAP BTP.
• Success plans and quality checks: ensures that transformation progress and readiness are validated at
every phase.

Integrated Toolchain Overview

Depending on the starting point, transformation setup, existing tools, and licensed SAP solutions, you may use
different tools from the integrated toolchain in the following areas:

• Business process optimization: SAP Signavio is used to analyze, model, simulate, and optimize business
processes to ensure that processes are transformation ready.
• Enterprise architecture management: With SAP LeanIX, you can map your current and future-state
architectures, assess transformation impacts, and ensure architectural alignment with business goals.
• Project and quality management: SAP Cloud ALM (application lifecycle management) offers lifecycle
orchestration, including implementation tracking, quality gates, and a success plan, aligned with the SAP
Activate framework.
• Agile development and integration: SAP BTP and SAP Build are used for low-code development and
application integration.
• Automated testing and data migration: Partner solutions Tricentis and Syniti are used for test
automation and data migration, ensuring data integrity.

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• User adoption and learning: WalkMe and SAP Enable Now are used for in-app guidance and learning to
boost user adoption.

This guide focuses on the setup and collaboration between SAP LeanIX, SAP Signavio, and SAP Cloud ALM
- three key solutions with well-established integrations available to RISE with SAP customers. The following
graphics show the interplay between these products:

High-Level View of the Interplay of SAP LeanIX, SAP Signavio, and SAP Cloud ALM

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 Technical View of the Interplay of SAP LeanIX, SAP Signavio, and SAP Cloud ALM

Getting Started with the Transformation

 Note

Organizations starting from scratch can follow these getting-started steps. If you are already using one
or more tools, use the instructions here as checkpoints to align configurations and improve integration.
Although this guide is designed for typical greenfield scenarios, the steps are similar for other cases, since
the recommended approach is to begin with business considerations, even if it is a technology-driven
transformation.

To support efficient onboarding and seamless integration of the three tools, on a high level, these are the steps
you follow to get started with the transformation:

1. Define transformation setup and governance

Establish the target operating model, including roles, responsibilities, and collaboration practices within
the tools. Align with stakeholders and set a regular meeting cadence. For a detailed guide, see
Organizational Setup for Transformation [page 407]

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2. Align on an overarching meta model
Each tool has its own meta or data model that can be adapted to organizational needs. Align and
adjust these models to ensure smooth data flow and interoperability. Document your adapted model
as an architecture decision in SAP LeanIX, including the rationale and links to relevant fact sheets for
transparency and collaboration. To learn more, see Best Practices for Setting Up the Overarching Meta
Model [page 415].
3. Set up all three tools in parallel
Set up all three tools (SAP Cloud ALM, SAP LeanIX, and SAP Signavio) in parallel, with each owned by its
respective lead. Use the agreed meta model as the basis for configuration. While you don’t need to start
using every tool immediately, you establish the technical setup needed for effective data mapping and
workflows going forward.
4. Use SAP landscape discovery from the start
Set up SAP landscape discovery in SAP LeanIX to automatically detect SAP applications, IT components,
and providers via SAP Cloud ALM. It builds an accurate and up-to-date representation of your
organization’s architecture and ensures consistency with SAP reference content and modeling best
practices. It also supports the addition of non-SAP data into SAP LeanIX. To learn more, see SAP Discovery
[page 1390].
5. Prepare for the integration of SAP LeanIX and SAP Signavio
Understand the meta models of SAP LeanIX and the dictionary items in SAP Signavio Process Manager.
Use the best practices provided in the following guides to map your data for meaningful insights. Once
both repositories are populated and aligned with the meta model, proceed with the integration. It ensures
data is consistent and complete before connecting. For a detailed guide, see SAP LeanIX and SAP Signavio
Integration [page 417].
6. Integrate SAP Signavio and SAP Cloud ALM
Integrate SAP Signavio with SAP Cloud ALM and synchronize process diagrams as early as possible. This
allows you to synchronize a draft version of the process to SAP Cloud ALM for testing and documenting the
requirements. You can attach documents to the right process from the beginning. If changes are made to
the process diagram, they can be published to the existing synchronized diagram in SAP Cloud ALM.

After completing the initial preparations and setup, follow the step-by-step transformation guide based on the
SAP Activate framework.

For detailed guides, see the following:

• Organizational Setup for Transformation [page 407]

• Technical Setup and Configuration [page 414]
• Governance and Operating Model Best Practices [page 430]
• Step-by-Step Guide for ERP Transformation with Integrated Toolchain [page 435]

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3.5.1 Organizational Setup for Transformation

Learn the key roles and responsibilities for each SAP Activate road map phase and tool, ensuring alignment of
people, processes, and technology.

Introduction

Organizations undergoing complex SAP S/4HANA transformations must strategically align technology,
processes, and people. This guide outlines the key roles involved in each phase of the SAP Activate road
map - discover, prepare, explore, realize, deploy, and run. Clearly defined roles foster a structured approach and
are key to getting the most value from the integrated toolchain throughout the transformation.

Business Transformation Center of Excellence (CoE)

Successful business transformation relies on strong enterprise architecture (EA) and business process
management (BPM) disciplines, supported by a dedicated Business Transformation Center of Excellence
(CoE).

The CoE acts as a central governance body that aligns cross-functional teams to drive the organization’s
strategic transformation goals. It includes key roles like the CoE lead, transformation program manager, and
value manager, all focused on building transformation capabilities across people, processes, applications,
and data. The CoE also oversees the solution standardization board (SSB). The SSB governs the design of
the solution and ensures the design does not deviate from the five dimensions of the clean core principle.
Ensure you have an SSB integrated in your CoE in the prepare phase to establish clear guardrails early in the
transformation journey.

In SAP S/4HANA transformations, organizational roles are divided into centralized and decentralized
categories. Centralized roles, usually within the CoE, handle governance, strategic alignment, and oversight,
ensuring objectives are met uniformly across the organization. Decentralized roles, based in individual business
units or departments, focus on tactical and operational tasks tailored to their specific areas. Decentralized
roles are essential for adapting solutions to local contexts and ensuring user adoption.

Roles and Responsibilities Across SAP Activate Phases

Discover and Prepare Phases

In these phases, stakeholders collaborate primarily to identify processes and customer journeys, analyze
current capabilities, and evaluate architectural needs.

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Responsibilities of Centralized Roles Responsibilities of Decentralized Roles

• The transformation program manager and value man- • Business owners and process owners facilitate the iden-
ager provide guidance during strategic planning. tification and classification of business capabilities.
• Help prioritize and segment processes based on the • Assist in analyzing user performance and process im-
organization's goals and value potential. plementation.
• Provide insights to ensure discovered processes align • Enable more accurate assessments of dependencies
with broader strategies. and risks from the local knowledge of the discovery
process.

Role contributions across the discover and prepare phases in SAP Signavio and SAP LeanIX:

Discover phase (new implementation)

Discover and prepare phase (new implementation)

Prepare phase (new implementation)

Explore Phase
In this phase, stakeholders collaborate to identify process enhancements and align requirements with strategic
objectives. It involves executing fit-to-standard workshops and validating the to-be design.

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Responsibilities of Centralized Roles Responsibilities of Decentralized Roles

• Run process workshops and document the to-be proc- • Provide insights that inform the design and documenta-
ess design along with related business requirements. tion processes.
• Ensure that all initiatives are enriched with relevant • Qualify the effort and value needed to realize the to-be
transformations and impacts, maintaining alignment process design.
with the organization’s objectives. • Use deep knowledge of current operations to validate
• Approve and hand over the to-be process design, ensur- architectural needs and communicate relevant findings
ing that it receives the necessary governance and over- to stakeholders, ensuring that the proposed designs
sight. meet practical requirements.

Role contributions throughout the explore phase in SAP Signavio and SAP LeanIX:

Explore phase (new implementation)

Realize Phase
In this phase, stakeholders focus on executing the solution design, realization, and testing. This involves
implementing the designed solutions while ensuring they align with business goals and user needs.

Responsibilities of Centralized Roles Responsibilities of Decentralized Roles

• Oversee the implementation of transformations and • Facilitate key user training sessions and prepare end
maintain synchronization between SAP Signavio and users for their roles within the new system.
SAP LeanIX throughout the design and implementation • Provide essential support for change management ac-
process. tivities, helping to address any resistance and increase
• Ensure the run of test cases that validate the solutions. overall user adoption.
• Ensure overall coherence and alignment with the organi- • Ensure that transformations align with practical realities
zation's strategic objectives. and improve overall performance, drawing on their close
connection to daily operations and end-user needs.

Role contributions throughout the realize phase in SAP Signavio and SAP LeanIX:

Realize phase (new implementation)

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Deploy Phase
In this phase, stakeholders collaborate to implement new processes and applications and ensure stability after
go-live. This phase encompasses both pre-live preparation and the stabilization of processes after deployment.

Responsibilities of Centralized Roles Responsibilities of Decentralized Roles

• Manage the overall rollout plan. • Enable users to understand new processes and align
• Oversee the release of new processes to end users, en- them with established process structures.
suring that the rollout is aligned with various capabilities • Identify and resolve any bottlenecks that may arise im-
and user groups. mediately after go-live, ensuring a smoother transition
• Document and communicate architectural impacts on for the organization.
the IT and business landscape, providing essential gov- • Contribute to adjustments that enhance overall user ex-
ernance and updates that maintain organizational align- perience and process efficiency by providing feedback
ment throughout the deployment process. from end users.

Role contributions throughout the deploy phase in SAP Signavio and SAP LeanIX:

Deploy phase (new implementation)

Run Phase
In this phase, stakeholders collaborate on effective process management and continuous improvement.
It involves reviewing process performance, monitoring application adoption, and operationalizing the
transformation project to realize its intended value.

Responsibilities of Centralized Roles Responsibilities of Decentralized Roles

• Oversee the overall performance of processes and • Monitor application adoption at the user level or proc-
measure the value realization from the rollout. ess performance.
• Review process performance and template conform- • Continuously assess how effectively end users are en-
ance, ensuring that the organization continues to derive gaging with new processes and identify potential areas
benefits from the implemented systems. for improvement.
• Facilitate the handover from project to operation, allow- • Refine processes and applications and help address any
ing for easy transitions and ensuring project objectives operational challenges that may ariseby gathering feed-
are maintained in ongoing operations. back and insights from users.
• Analyze run costs and vendor-related expenses, contri-
buting to overall cost management and efficiency of the
new system.

Role contributions throughout the run phase in SAP Signavio and SAP LeanIX:

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Run phase (new implementation)

Overview of Roles and Responsibilities by Tool

SAP LeanIX
SAP LeanIX roles are organized around fact sheet types and aligned with different user needs in the
organization. Key roles, such as domain architect, enterprise architect, business analyst, and application
owner, have defined responsibilities that enable effective supervision of architectural components across the
enterprise.

SAP LeanIX Roles and Responsibilities:

SAP LeanIX Fact Sheet Responsible Role Role Description Subscription Roles

Business Capability Domain architect The domain architect is re- • Enterprise architect
sponsible for the full archi-
tecture stack within a defined
• Business analyst

domain (for example, the • Business lead

business capability 'CRM').
They maintain a holistic view
of all architecture informa-
tion in the domain, ensure its
accuracy, involve domain in-
itiatives, and approve major
architecture decisions that
affect the domain.

Organization Enterprise architect The enterprise architect • Domain architect

ensures the organizational
model is kept up to date
• Business lead

and that major contracts

are maintained. They add
new user groups as needed,
such as 'Dev/Ops,' which
are becoming increasingly
important in business inte-
gration discussions within
SAP LeanIX.

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SAP LeanIX Fact Sheet Responsible Role Role Description Subscription Roles

Business Context Business analyst The business analyst ana- • Business contact
lyzes the company’s busi-
ness context and derives
• Domain architect

process-driven requirements • Application owner

for IT to better shape the
business. Business context
modeling and maintenance
often take place in tools such
as SAP Signavio, which inte-
grate with SAP LeanIX.

Application Application owner The application owner is re- • Application owner

sponsible for ensuring the
delivery, operation, and on-
• Enterprise architect

going development of an ap- • Solution architect

plication to meet user needs.
They also oversee content
processing and data input.

Data Object Data architect The data architect defines • Data protection officer
and maintains the data
model used for enterprise ar-
• Application owner

chitecture. Because the level • Enterprise architect

of detail depends on the use
case, they collaborate with
key stakeholders, such as
the data protection officer, to
define and monitor require-
ments. They ensure clarity
on what data is mastered
and processed in which sys-
tems and define related op-
erations.

Initiative Enterprise architect The enterprise architect en- • Program management

sures that the initiative road- office
map is closely aligned with
the target architecture. They
• IT project manager

make sure individual projects • Solution architect

are linked to the relevant ca-
pabilities, applications, and
IT components affected by
the initiative.

IT Component Technology Architect The technology architect en- • Application owner

sures that IT components for
each application are properly
• Enterprise architect

defined, categorized, main- • Solution architect

tained, and planned. Their
role is to ensure IT aligns
with the technology strat-
egy to secure application
provider services, including
SaaS models

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SAP LeanIX Fact Sheet Responsible Role Role Description Subscription Roles

Provider Enterprise architect In line with the technology • IT procurement

architecture, the enterprise
architect ensures that pro-
• Technology architect

vider information is always

up to date. They provide IT
procurement with a sufficient
baseline to define and assess
provider strategy and man-
age providers effectively.

Tech Category Technology architect The technology architect de- • Enterprise architect
fines and maintains a stable
technology category model,
• IT strategist

ensuring that its relation-

ships to IT components are
complete and consistent.

Objective Enterprise architect Objectives describe what an • Program management

organization aims to achieve. office
They drive initiatives to im-
prove business capabilities
• IT project manager

and transform IT over the • Business lead

mid- to long-term. The ob-
jectives fact sheet defines
the key performance indica-
tors used to measure suc-
cess. Objectives are linked
to business capabilities and
initiatives, enabling progress
tracking over time

SAP Signavio

SAP Signavio roles can be organized into foundational and incremental categories for different use cases.

Foundational roles, such as the process architect, establish essential competencies for effective process
management and governance.

Incremental roles, like the process analyst and BPM project management, focus on advanced capabilities,
including process mining and continuous improvement.

SAP Signavio Roles and Responsibilities:

Role Location Role Category Service/Function

BPM CoE lead CoE Foundational • Manage the CoE

Process modeler CoE Foundational • Process modeling

Tool administrator CoE Foundational • Tool administration

• 1st level support

Process owner Business Foundational • Process ownership

• Process governance

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Role Location Role Category Service/Function

Process lead/expert CoE Incremental - Continuous im- • Process modeling

provement
• Process analysis
• Process improvement

SAP Cloud ALM

Key roles in SAP Cloud ALM are organized by functional area to support user management and application
lifecycle tasks. It uses predefined authorization roles to simplify access control. The following roles apply to the
areas of administration and implementation in SAP Cloud ALM:

Capability Role Description

Change and deployment management Change manager Approve features for production de-
ployment

Deployment manager Deploy transports into test and produc-

tion systems

Project management Project lead Edit projects and all associated tasks,
scopes, requirements, documents, and
test cases. View the landscape

Project member View projects and deployment plans.

Manage tasks, scopes, requirements,
features (with restrictions), documents,
test cases, and defects

SAP readiness check Readiness Check analysis administrator Create, edit, and delete SAP Readiness
Check analyses

3.5.2 Technical Setup and Configuration

Learn how to set up and align data and meta models across tools, with best practices and configuration
guidance to ensure consistency and improve collaboration.

Overview of Data and Meta Model

Each tool in the integrated toolchain has its own data or meta model, which can be adapted to fit organizational
needs.

Each product manages its data repository differently:

• SAP LeanIX: Uses a standard meta model with 12 fact sheets to store and manage architectural objects
and information.
• SAP Signavio: Attributes and dictionary object types are defined and maintained within the dictionary of
SAP Signavio Process Manager.
• SAP Cloud ALM: Maintains projects, scopes, processes, and related implementation data.

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The following illustration provides an overview of the repositories in the three tools, with commonly used data
objects outlined in blue:

Overview of Data and Meta Model

Aligning these data models before integration ensures interoperability and consistent data across platforms,
helping stakeholders get the most value from the toolchain with integrated insights.

It allows stakeholders to answer critical questions, such as:

• Which applications currently support a particular process?

• How many processes rely on applications that are being phased out?
• Which critical data objects are processed at each step of the process?
• How many applications are used in processes that lack proper governance or ownership?
• How many interfaces are associated with each process or application in the landscape?
• What is the status and progress of my high-level initiatives?

Such insights empower transformation teams to make informed decisions, optimize architectures, and
manage risk proactively.

Best Practices for Setting Up the Overarching Meta Model

Each product serves as the leading system for specific data attributes. Updates from the leading system are
then pushed to the others, keeping data synchronized and accurate.

Note that:

• Each of the three integrations is independent, and

• Synchronization can be one-directional or bidirectional, depending on the configuration.

This modular setup allows organizations to tailor data governance and integration flows to their specific
transformation needs.

The following table shows the synchronization direction for each integration and the source of truth for each
data type:

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Integration Direction of Sync Leading System

SAP LeanIX and SAP Signavio Bidirectional • For processes, set SAP Signavio as
the leading system.
• For all other objects, set SAP
LeanIX as the leading system.

SAP LeanIX and SAP Cloud ALM (for • Bidirectional sync for linking SAP Cloud ALM
managing projects) projects: You can import and link
projects from SAP Cloud ALM to
SAP LeanIX, or link and export ex-
isting projects in SAP LeanIX to
projects in SAP Cloud ALM.
• One-directional sync for up-
dates/changes: Changes are al-
ways synced from SAP Cloud ALM
to SAP LeanIX. Changes made to
project fact sheets in SAP LeanIX
are not reflected in SAP Cloud
ALM.

SAP LeanIX and SAP Cloud ALM (for One-directional sync from SAP Cloud SAP Cloud ALM
SAP landscape discovery) ALM to SAP LeanIX.

SAP Cloud ALM and SAP Signavio One-directional sync from SAP Cloud SAP Cloud ALM
ALM to SAP Signavio.

The following illustration gives an overview of the default attributes from the data models of SAP LeanIX, SAP
Signavio, and SAP Cloud ALM, along with the most relevant custom attributes that we recommend as part of a
basic setup for valuable insights:

Default and Recommended Attributes from the Data Models

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Technical Setup and Configuration

Before starting the integration, each product must be set up individually. Refer to the getting-started guides of
each product:

• SAP Signavio Process Manager User Guide

• SAP LeanIX Getting Started Guide
• SAP Cloud ALM Admin Guide

 Note

For customers currently using SAP Solution Manager, for a detailed step-by-step migration guide to SAP
Cloud ALM, see Transition from SAP Solution Manager to SAP Cloud ALM .

The following documentation offers high-level guidance for integrating SAP LeanIX, SAP Signavio, and SAP
Cloud ALM, along with valuable tips and best practices:

• SAP LeanIX and SAP Signavio Integration [page 417]

• SAP LeanIX and SAP Cloud ALM Integration [page 426]
• SAP Signavio and SAP Cloud ALM Integration [page 428]

3.5.2.1 SAP LeanIX and SAP Signavio Integration

Learn how to set up and optimize SAP LeanIX - SAP Signavio integration with best practices for mapping and
synchronization.

Introduction

This guide offers high-level guidance for integrating SAP LeanIX and SAP Signavio along with best practices in
the context of RISE with SAP transformation. For a detailed guide to set up the integration between SAP LeanIX
and SAP Signavio, see SAP Signavio Integration [page 1446].

Step 1: Create a Technical User in SAP Signavio

First, create a technical user in SAP Signavio with an API license. SAP LeanIX uses this user to authenticate the
connection with SAP Signavio. For a detailed guide, see Configuring the Integration [page 1452].

1. Set up the user in your environment. Ensure the user has a valid email address and uses your
organization’s domain.
2. Invite this technical user to your productive SAP Signavio workspace.
3. Request an API license via a support case in SAP for Me under component BPI-SIG-CA-API. Request the
assignment of an API license to the technical user instead of the Enterprise Plus license. For more details,
see Accessing and Licensing.

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Step 2: Enter credentials in SAP LeanIX

Once the technical user has been created and the appropriate permissions and API access are in place, you
can use these credentials to authenticate the connection from SAP LeanIX to SAP Signavio. For detailed
instructions, see Setup in SAP LeanIX.

Setting up Authentication in SAP LeanIX

Step 3: Map Fact Sheets and Dictionary Items

Configure how processes from SAP Signavio should be mapped to SAP LeanIX. You can map the process
hierarchy either bottom-up, top-down, or simply synchronize based on a specified list of SAP Signavio
directories. By default, processes are synced to the business context fact sheets in SAP LeanIX, and the
direction is always from SAP Signavio to SAP LeanIX. For a detailed guide, see Mapping SAP Signavio
Processes to Fact Sheets [page 1456].

Configure how applications, business capabilities, organizations, and other fact sheet types are mapped to
corresponding SAP Signavio dictionary Items. This mapping is bidirectional; however, we recommend using
SAP LeanIX as the source of truth. For a detailed guide, see Mapping Fact Sheets and Dictionary Items [page
1463].

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 Mapping Fact Sheets and Dictionary Items

 Tip

• To maintain consistent and meaningful data flow between SAP Signavio Process Manager and SAP
LeanIX, import only published processes.
• For better control and clarity, select a specific folder in SAP Signavio for import rather than
synchronizing the entire workspace.

Step 4: Map Dictionary Item Fields to the Fact Sheet Fields

Field mapping allows you to map dictionary item fields from SAP Signavio to corresponding fields in SAP
LeanIX fact sheets. For detailed guides, see Mapping Process Attributes to Fact Sheet Attributes [page 1460]
and Mapping Fact Sheets and Dictionary Items [page 1463].

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 Click the Field Mapping Icon to Open the Settings

Set up the integration configuration by following the recommended best practice provided below.

Best Practice: Synchronizing Custom Attributes

To maximize the value of the SAP Signavio and SAP LeanIX integration, create and synchronize custom
attributes when a default attribute in one system does not exist in the other, or define new custom attributes
in both systems as needed. This enables you to synchronize key details, such as lifecycle phase, dates, related
fact sheets, business criticality, subtype, subscriptions, and tags.

First, define custom attributes clearly and consistently in both tools, then ensure accurate field mapping in the
integration setup.

To do in SAP Signavio Process Manager:

1. Go to Settings → Manage Notations / Attributes.

2. Navigate to the process type or dictionary object, for example, IT System, where you want to add custom
attributes.
3. Configure your custom attributes as needed: add new ones or remove any that are no longer required. For
a step-by-step guide, see Add and Manage Custom Attributes.

These attributes will be available for synchronization with SAP LeanIX when you configure the corresponding
mapping in the integration settings.

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 Adding Custom Attributes in SAP Signavio Process Manager

 Tip

Recommended data types for SAP Signavio custom attribute definition:

SAP LeanIX Fields SAP Signavio Data Type

Lifecycle phase (for example: active, phase out, end of life) Single-line text

Lifecycle dates (for example: active from date) Date

Related Fact Sheets (for example: related business capabili- Multi-line text
ties for an application)

Attributes (for example: business criticality) Single-line text

To do in SAP LeanIX:

You can create the corresponding fields in SAP LeanIX to support the synchronization of custom attributes
from SAP Signavio. You can either create matching custom fields or make existing ones visible on the relevant
fact sheets in the meta model configuration. For a detailed guide, see Meta Model Configuration [page 938].

Follow consistent naming and attribute types to avoid issues with mapping during integration.

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To do in the integration settings:

In the SAP LeanIX and SAP Signavio integration configuration, map the corresponding fields using the field
mapping setting. For a detailed guide, see Mapping Process Attributes to Fact Sheet Attributes [page 1460] and
Mapping Fact Sheets and Dictionary Items [page 1463].

For example, you can synchronize lifecycle phases from SAP LeanIX to corresponding custom attributes in SAP
Signavio.

Mapping Lifecycle Phases in Field Mapping Settings

This ensures a unified, up-to-date view across both tools and enables synchronization of relevant attributes.

Best Practice: Aligning Processes and Applications to Organizational

Structure

In transformation initiatives, it is critical to associate processes, applications, and projects with organizational
structures such as domains, departments, business units, or legal entities. This ensures accountability,
ownership, and alignment across both business and IT perspectives. It enables you to analyze transformation
impacts, responsibilities, and gaps at the structural level.

To achieve this, you first define organizational attributes in both tools, then map them so that data is
synchronized consistently.

To do in SAP Signavio:

Create a custom attribute on BPMN diagrams or process elements, such as Using Legal Entity or/and Owning
Business Unit, depending on the insights you want.

To do in SAP LeanIX:

No setup required. By default, you already have business units and legal entity subtypes in meta model v4. If
needed, you can create custom fact sheet subtypes under the organization fact sheet type.

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To do in the integration settings:

Map the fact sheets and fields from SAP LeanIX to custom organization attributes of SAP Signavio. Ensure that
naming and value formats are consistent for reliable synchronization.

Mapping Organizational Structures.

Result:

Once integrated, organization unit information appears directly in SAP LeanIX fact sheets and the inventory.
You can filter, group, and report on processes or applications by legal entity or business unit. This provides
ownership clarity, domain-specific insights, and visibility into gaps or overlaps across your transformation
landscape.

Best Practice: Synchronizing Processes, Value Streams, and Customer

Journeys

By default, the processes from SAP Signavio are synced to the business context fact sheet type. We
recommend that you map the process to fact sheet subtypes through field mapping settings in the integration
setup.

There are two approaches, depending on whether processes in SAP Signavio are classified only as processes or
also as value streams, customer journeys, and more.

Approach A - Single Classification

If SAP Signavio contains only processes, map them to the process fact sheet subtype in SAP LeanIX.

To do in SAP Signavio:

No setup required as long as there are only processes to be considered.

To do in SAP LeanIX:

No setup required. By default, you already have a process subtype fact sheet in the meta model v4.

To do in the integration settings:

1. Navigate to the field mapping settings for the business context fact sheet.
2. Choose Static Text for the mapping type.
3. Select Subtype from the SAP LeanIX field dropdown.
4. Select Process from the SAP Signavio dropdown.

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 Mapping Process to Process Fact Sheet Subtype

Approach B - Multiple Classification

If you have multiple classifications in SAP Signavio, such as processes, value streams, or customer journeys,
you can map them to the appropriate fact sheet subtype in SAP LeanIX. Do this only if they are configured at
the attribute level in SAP Signavio.

To do in SAP Signavio:

Create a custom attribute named Subtype on diagrams and define selectable values, such as value stream and
customer journey.

To do in SAP LeanIX:

No setup required. By default, you already have appropriate fact sheet subtypes in the meta model v4.

To do in the integration settings:

1. Navigate to the field mapping settings for the business context fact sheet.
2. Choose Simple for the mapping type.
3. Select Subtype from the SAP LeanIX field dropdown.
4. Select the custom attribute category from the SAP Signavio dropdown.
5. In the Value Mappings settings, map the SAP LeanIX subtypes to the matching SAP Signavio custom
dictionary category item.

Mapping Other Process Subtypes

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Result:

The fact sheet subtype in SAP LeanIX is statically set to Process in approach A, and dynamically set in
approach B, based on the process type. This allows you to filter, group, and analyze processes by subtype,
giving you targeted views and better insight into your transformation scope.

Best Practice: Tagging of Processes in SAP LeanIX

To better classify and analyze processes across SAP Signavio and SAP LeanIX, you can synchronize custom
categories from SAP Signavio into SAP LeanIX as tags. For example, you might track whether a process is As-Is
or To-Be, and then use this tag to filter reports in SAP LeanIX.

To do in SAP Signavio:

First, create the category you want to synchronize:

1. Define a custom dictionary category

1. Go to Settings in SAP Signavio Process Manager.
2. Select Define Notations / Attributes.
3. Navigate to the Dictionary tab and add a new category, for example, Process Type.
2. Define dictionary items in the new category
1. Go to the Dictionary tab in SAP Signavio Process Manager.
2. Configure your dictionary entries as needed: add new ones or remove any that are no longer required,
such as As-Is or To-Be.

To do in SAP LeanIX:

In theTagging settings, create a tag group, such as Process Type, and create matching tags for each category
item from SAP Signavio. Keep the naming consistent with SAP Signavio for easier mapping. For a detailed
guide on creating tags, see Tagging [page 986].

To do in the integration settings:

1. Navigate to the field mapping settings for the business context fact sheet.
2. Map the SAP LeanIX tag group to the custom dictionary category in SAP Signavio.
3. In the Value Mappings settings, map each SAP LeanIX tag to the matching SAP Signavio custom dictionary
category item.

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Mapping Tags in the Value Mapping Settings

Result:

Once synchronized, you can easily filter or group processes in SAP LeanIX by tags. By this, you can easily
compare, for example, As-Is and To-Be processes in reports.

3.5.2.2 SAP LeanIX and SAP Cloud ALM Integration

Learn how to set up and optimize SAP LeanIX - SAP Cloud ALM integration with best practices for mapping and
synchronization.

Introduction

When integrating SAP LeanIX with SAP Cloud ALM, you can use two out-of-the-box integrations. Configuring
both ensures complete synchronization of project and landscape data and maximizes the value of the
integration.

• For a detailed guide to set up the integration between SAP LeanIX and SAP Cloud ALM for managing
projects, see SAP Cloud ALM Integration For Managing Projects [page 1435].
• For a detailed guide to set up the integration between SAP LeanIX and SAP Cloud ALM for SAP landscape
discovery, see SAP Discovery [page 1390].

This guide offers a high-level introduction to SAP LeanIX and SAP Cloud ALM integrations and best practices in
the context of RISE with SAP transformation.

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SAP Cloud ALM Integration for Managing Projects

This integration synchronizes project data between SAP Cloud ALM and SAP LeanIX. It ensures that projects,
including their timelines and milestones, are consistently maintained across both platforms.

• Purpose: Visibility into transformation initiatives in SAP LeanIX by integrating live SAP Cloud ALM project
data.
• Direction of synchronization:
• Bi-directional sync for linking projects - You can import and link projects from SAP Cloud ALM to SAP
LeanIX, or link and export existing project fact sheets in SAP LeanIX to projects in SAP Cloud ALM.
• One-directional sync for updates/changes - Changes are always synced from SAP Cloud ALM to SAP
LeanIX. Changes made to project fact sheets in SAP LeanIX are not reflected in SAP Cloud ALM.
• Supports: Integration is a prerequisite for making project-related planning data available in SAP LeanIX
(for example, timeline alignment and milestone tracking).

SAP Cloud ALM Integration for SAP Landscape Discovery

This integration connects SAP LeanIX with SAP Cloud ALM to automatically discover SAP services and
systems. Ithelps to build a comprehensive inventory of your organization’s SAP landscape.

• Purpose:Accelerates the creation of an accurate SAP application repository in SAP LeanIX with minimal
effort.
• How it works: Application, IT component, and provider fact sheets are created in the inventory from
discovered SAP systems and services. The linked fact sheet data is continuously updated through the
integration.
• Direction of synchronization: One-directional synchronization from SAP Cloud ALM to SAP LeanIX.
• Supports: In the discover phase, it supports building a repository of the application landscape in SAP
LeanIX.
• Best practices: To ensure effective integration and meaningful insights, consider the following when
configuring SAP LeanIX:
• Align custom attributes and meta model structures to support mapped data from SAP Cloud ALM.
• Define clear ownership of synchronized projects and services in SAP LeanIX to support transformation
governance.
• Regularly review and reconcile imported data to ensure inventory accuracy and integrity.

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3.5.2.3 SAP Signavio and SAP Cloud ALM Integration

Learn how to set up and optimize SAP Signavio - SAP Cloud ALM integration with best practices for mapping
and synchronization.

Introduction

This guide offers high-level guidance to integrate SAP Signavio and SAP Cloud ALM, along with best practices
in the context of RISE with SAP transformation. The main benefit is that process diagrams are synchronized,
making them accessible as processes in SAP Cloud ALM. This ensures that ongoing implementation and
change management stay aligned with the initial design created and managed in SAP Signavio.

For detailed guides to set up the integration, see the following:

• For integration setup, see SAP Cloud ALM for Implementation.

• As administrators, for onboarding information on synchronizing Business Process Modeling and Notation
(BPMN) diagrams from SAP Signavio Process Manager to SAP Cloud ALM, see SAP Note 3554476 .
• To manually synchronize the latest available revision of BPMN diagrams from SAP Signavio Process
Transformation Suite to SAP Cloud ALM, see Synchronizing BPMN Diagrams to SAP Cloud ALM

End-to-End Process and Project Management

SAP Signavio lays the foundation for designing reusable process structures by defining process hierarchies,
libraries, and custom workflows. These processes are linked with SAP LeanIX, which connects business
initiatives with transformation project plans, provides business-level insights, and offers actionable insights
such as status tracking and cross-project reporting.

SAP Cloud ALM then drives the implementation using the SAP Activate road map, guiding teams from discover
to deploy. It facilitates scope management, requirements capture, testing, and deployment. Together, these
tools enable efficient collaboration, providing end-to-end visibility and control over processes, applications, and
configurations for implementation and future maintenance.

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 End-to-End Process and Project Visibility

End-to-End Process and Project Visibility

Best Practices

• SAP Signavio should remain the single source of truth for process design. Once integrated with SAP Cloud
ALM, process modeling should continue to happen only in SAP Signavio and not in SAP Cloud ALM.
• After drafting target solution processes in SAP Signavio, synchronize them early to SAP Cloud ALM. This
allows teams to immediately attach requirements, documents, user stories, and test cases directly to the
linked process diagram, ensuring alignment from the start.
• When working with synchronized diagrams, it’s essential to understand the different process levels in SAP
Cloud ALM / SAP Signavio:
• Solution process / “My Diagram” level
• Solution process flow / “Default Flow” level
• Solution activity / “My Task” level

On each level, you can create and document requirements, features, user stories, and other artifacts.
Document all implementation work at the solution process / “My Diagram” level. This ensures that updates
to the process diagram in SAP Signavio can be synchronized to SAP Cloud ALM without losing any attached
requirements or other objects.

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 Process Hierarchy and Mapping

3.5.3 Governance and Operating Model Best Practices

Learn how to manage changes, apply governance best practices, and generate insights with SAP LeanIX and
SAP Signavio integration.

Introduction

This guide presents best practices for governance and operating models, showing how to manage changes
across systems and tools effectively. It also highlights how the integration of SAP LeanIX and SAP Signavio
can generate valuable insights and reports, supporting a strong governance framework across enterprise
architecture and business process management.

Changes in Application Attributes

Changes to substantial application attributes, such as lifecycle updates (retirement, phase out) or ownership
changes, can significantly impact ongoing business operations and processes. Therefore, establish a
governance workflow to define how such changes are addressed and how stakeholders are notified. Currently,
the integration does not trigger automatic notifications. Instead, each tool has its own notification system. This
requires the respective product owners within each solution to initiate the necessary actions.

Attribute changes are made to the fact sheets in SAP LeanIX and then synchronized to SAP Signavio. Common
examples include updating an application’s lifecycle status (such as marking it as end-of-life) or modifying
ownership and responsibility roles. For certain fields, such as lifecycle status, you may need to configure
custom attributes to ensure proper synchronization. To learn more, see Best Practice: Synchronizing Custom
Attributes [page 420].

When an attribute is updated in SAP LeanIX, the change is synchronized to the corresponding dictionary item
in SAP Signavio during the next synchronization run.

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 Synchronization of Attributes

Changes are automatically reflected in process diagrams wherever the application is used.

Application Information in Process Diagram

To trace back from the dictionary item, navigate to the Used Intab to see all processes impacted by the
application change.

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 Tracing Impacted Processes

Recommended Best Practices

Ensuring that stakeholders are aware of such changes is critical to maintain process accuracy and operational
continuity.

Option 1: The fact sheet subscribers or responsible users monitor the attribute changes in SAP LeanIX.

• Responsible users such as IT, enterprise architects, or application owners can monitor changes by setting
up notifications. For example, if an application’s lifecycle is set to end-of-life at the end of the year, a
notification should be triggered to the responsible fact sheet subscriber. To learn more, see Fact Sheet
Update Details [page 1089].
• The subscriber can then identify the affected process using the relations explorer on the fact sheets and
notify the process owners from SAP Signavio to take action. The associated dictionary item can also be
accessed directly from SAP LeanIX using the link in the fact sheet’s side panel.

Tracing Impacted Processes

• Option 2: Process owners in SAP Signavio monitor the changes.
• In this approach, process owners in SAP Signavio regularly review underlying application changes
by implementing a custom workflow that analyzes process diagrams for updates and automatically
notifies them of any changes.

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 • Process owners can access the associated fact sheet directly from SAP Signavio via the link in the
dictionary item. They then coordinate with the relevant application owners or fact sheet subscribers in
SAP LeanIX to address the change.

Introduction of New Fact Sheets and Processes

New fact sheets are created and managed in the inventory. During the next synchronization run, they are
automatically transferred to SAP Signavio as new dictionary items in the mapped category. Any mapped
attributes are also synchronized.

When new process diagrams are created in SAP Signavio, they are synchronized to SAP LeanIX as new
business context fact sheets.

Recommended Best Practices

It is important to position each SAP Signavio process correctly within the Process House hierarchy, since these
hierarchical relationships are automatically transferred to SAP LeanIX fact sheets as parent-child relations.

Example: If the L2 process Procure to Receipt is created and linked as a subprocess to the L1 process Source
to Pay, this relationship is imported into SAP LeanIX. There, Source to Pay appears as the parent of Procure to
Receipt. Any additional links, such as to applications or initiatives, are also synchronized and reflected in SAP
LeanIX.

There is currently no built-in notification mechanism to alert users between tools when new items or fact
sheets are added. You must inform relevant stakeholders through manual outreach or external communication
channels.

Key Reports Supporting Governance

The following table outlines key reports and insights enabled by the integration of SAP LeanIX and SAP
Signavio, supporting governance practices across enterprise architecture and business process management.

Insights Reports Explanation

Which applications do I have in my Application landscape report clustered The application landscape report clus-
source-to-pay process? tered by processes shows the depend-
by processes.
encies between processes and applica-
tions, helping both enterprise architects
and business process managers to pro-
actively manage lifecycle impacts and
other changes.

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Insights Reports Explanation

Which critical data objects are proc- Data landscape report clustered by The data landscape report clustered by
essed along the processes? processes helps enterprise architects
processes
and business process managers to un-
derstand data flows within business
processes, assess the impact of IT
changes on those flows, and manage
data privacy and compliance.

Which processes depend on applica- Application landscape report clustered Using the application landscape report
tions that are nearing phase-out or flag- clustered by processes helps to quickly
by processes. Views: Lifecycle and TIME
ged for migration/elimination? identify applications nearing end-of-life
classification.
that require successors, as well as
those already classified in TIME as can-
didates for migration or elimination.

How many applications are used in Fact sheet chart in the dashboard with Using tags for IT ownership, you can
processes without proper governance see if process-integrated applications
IT ownership tag as the parameter.
or a proper owner? are managed by the business, which
may indicate shadow IT. You can create
this fact sheet chart on a dashboard.

How many mission-critical applications Fact sheet chart in the dashboard with A chart showing applications by busi-
are not used in processes? ness criticality helps you to assess
business criticality as the parameter.
whether an application is truly mission
critical, especially if it isn’t used in
key processes. You can create this fact
sheet chart on a dashboard.

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3.5.4 Step-by-Step Guide for ERP Transformation with
Integrated Toolchain

Learn how to plan and execute a RISE with SAP transformation with SAP LeanIX, SAP Signavio, and SAP Cloud
ALM, from strategy to roll-out.

Introduction

This guide outlines how to run a RISE with SAP transformation using SAP LeanIX, SAP Signavio, and SAP Cloud
ALM, following a process-driven approach.

Before starting, ensure you have gone through the following guides:

• ERP Transformation with RISE with SAP Integrated Toolchain [page 403]
• Organizational Setup for Transformation [page 407]
• Technical Setup and Configuration [page 414]
• Governance and Operating Model Best Practices [page 430]

The guide covers key activities and integration points across the three tools, structured according to the SAP
Activate road map. It begins by showing how SAP LeanIX and SAP Signavio can support strategic decision-
making around the transformation approach. This step is typically considered part of the discover phase. In
practice, it should take place even earlier, before the discover phase formally begins.

The Role of the Integrated Toolchain.

Pre-Assessment: Choosing the Right Transformation Strategy

When embarking on a transformation journey, organizations face a number of critical early decisions that will
shape the strategy and implementation of their ERP transformations. These decisions include, but are not
limited to:

• Transition scenario: greenfield, brownfield, or hybrid

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• Rollout strategy: big bang, phased/staggered, pilot first, region-by-region, or template-based
• Business drivers: cost reduction, innovation, agility, compliance, customer experience
• Target technology landscape: cloud-native, hybrid cloud, microservices, or monolithic architectures

The most suitable option varies significantly depending on the organization’s maturity, strategic objectives,
and operational readiness. These decisions typically require in-depth assessments, feasibility studies, and
stakeholder alignment.

SAP LeanIX and SAP Signavio offer foundational capabilities to support data-driven, collaborative decision-
making during this phase.

Transition Scenarios: Greenfield, Brownfield, or Hybrid

The choice of a transition scenario impacts the scope of change, cost, risk, and innovation potential. SAP’s
integrated toolchain supports this evaluation through the following:

• SAP LeanIX: Provides insights into your current application portfolio, identifies redundant or legacy
systems, integration complexity, and technical debt. Landscape reports and maturity views help identify
areas ready for modernization.
• SAP Signavio: Analyzes current business processes using benchmarking, conformance checks, and
performance indicators. This analysis determines whether processes can be migrated as-is (brownfield) or
require redesign (greenfield).
• SAP Cloud ALM: The Find Transformation Approach app in SAP Business Transformation Center helps you
identify the optimal transition path for your specific situation. It uses information from your source and
target products, the usage and data profiling (UDP), and maintenance readiness check (MRC) files from
your source system. It also considers your answers to the questionnaire tailored to your source system
analysis. You can access the app in the Transformation tab of SAP Cloud ALM. To learn more, see Find
Transformation Approach.

A hybrid approach is often optimal when some systems or processes are mature and efficient, while others
need reinvention.

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 Deciding Between Greenfield, Brownfield, or Hybrid

You can download the above poster here .

Roll-out Strategy

Choosing an appropriate roll-out strategy depends on multiple factors, each weighed differently depending
on the organization. A careful evaluation of these factors, along with a clear understanding of trade-offs, is
essential to determine whether a big bang, phased/staggered, pilot first, region-by-region, hybrid, or template-
based approach is most suitable.

Business process experts and enterprise architects provide data-driven insights to assess organizational
readiness, technical landscape, and strategic fit. Their guidance ensures a well-informed decision on the
roll-out approach.

Key Criteria for Rollout Strategy Identification

• Organizational size and complexity: Larger, more complex organizations often benefit from phased
strategies to manage risk and complexity.
• Risk tolerance: Refers to an organization's willingness to accept and manage risks associated with the
rollout. High risk tolerance may favor a big bang approach; lower tolerance suggests phased or pilot-based
rollouts.
• Resource availability: Determine the availability of human, financial, and technological resources required
for the rollout. Adequate resources can support faster rollouts; limited resources may require staggered
implementation.
• Project timeline: Tighter timelines might necessitate more accelerated rollouts; longer timelines allow for
phased or regional approaches.

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• Business process standardization: Highly standardized processes enable faster, more uniform rollouts;
low standardization calls for tailored approaches.
• Integration requirements: Complex system integrations often require hybrid or phased strategies to
ensure stability.
• Change management capabilities: Strong capabilities support broader rollouts; weaker capabilities may
need gradual deployment with focused change enablement.
• Existing SAP landscape: Mature, integrated SAP environments can support template or phased rollouts;
less mature setups may need custom strategies.
• Business priorities: Rollout strategies should align closely with strategic goals, such as speed, cost
efficiency, or innovation.
• Vendor and partner expertise: Experienced partners can support more ambitious rollouts; limited
expertise may require more cautious approaches.
• Scalability and flexibility: The ability to scale allows the roll-out strategy to grow with the organization,
while flexibility allows for making necessary adjustments during implementation.
• Cost considerations: The financial impact must be assessed. Cost-effective rollout strategies balance cost
with benefits, while high-cost strategies should provide additional value.

Process Insights from SAP Signavio in Pre-Assessment

SAP Signavio Process Insights and Process Intelligence provide powerful tools to assess the current state of
business processes, benchmark performance, and uncover transformation opportunities. These insights help
shape a transformation strategy grounded in real operational data and aligned with business objectives.

The following analysis features can support decision-making throughout the transformation lifecycle:

• Predefined process flows with contextual filtering

Access standard process flows enriched with contextual information, and filter by business unit, region,
document type, or other criteria to focus your analysis.
• Internal benchmarking
Compare performance across internal dimensions, such as company codes, sales organization, document
type, or material, to identify variability and areas for improvement.
• External benchmarking
Evaluate performance metrics (for example, automation rates, lead times, inefficiencies) against industry
peers to identify competitive gaps and improvement opportunities.
• Process conformance checks
Analyze deviations between the current (as-is) and target (to-be) processes to uncover inefficiencies,
compliance risks, and deviations from standard.
• Prebuilt analysis dashboards
Use out-of-the-box dashboards tailored for key use cases such as order-to-cash, procure-to-pay, and
record-to-report.
• Transaction code analysis
Gain visibility into transaction code usage, including custom transactions, and assess system usage
patterns and performance implications.
• Transformation planning
Focus on prioritized processes with direct links to SAP Best Practice process models. Identify
immediate improvement actions, supported by performance metrics and improvement recommendations.
Architecture Insights from SAP LeanIX in Pre-Assessment

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Architecture Insights from SAP LeanIX in Pre-Assessment

SAP LeanIX provides a rich set of reporting and visualization capabilities to support enterprise architecture-
driven transformation planning. For some examples, see Key Reports Supporting Governance [page 433]

The following report types are commonly used to guide transformation initiatives from an enterprise
architecture perspective:

• Application landscape reports

• Clustered by organization: Identify application redundancies and opportunities for harmonization
across business units or entities.
• Clustered by business capabilities (Hosting Type view): Visualize the current hosting distribution (on-
premise, cloud, hybrid) to align with the target technology landscape.
• Process landscape report
Clustered by organization: Evaluate the degree of process standardization across different regions or
business units, supporting decisions on rollout sequence and process harmonization.
• Business capability maps
Clustered by capability maturity (Maturity view): Assess organizational readiness for transformation by
evaluating maturity levels in areas such as change management and transformation enablement.
• Application matrix reports
Clustered by business capabilities or organization: Understand which capabilities are supported in each
entity to identify potential pilot candidates or gaps in coverage.
• World map reports
Application usage by entity (Location view) or region (Country/Region view): Analyze geographic
distribution and complexity of the application landscape to inform rollout planning by region.
• Initiative roadmap reports
Clustered by organization: Gain visibility into transformation initiatives, including responsible stakeholders,
dependencies, and alignment needs across the organization.

When used in combination, these reports help enterprise architects and transformation leads to derive
actionable insights, align with business and IT stakeholders, and reduce risk through early visibility and
planning.

Step-by-Step Guide

1. Step 1: Achieve Business and IT Transparency (Discover) [page 440]

2. Step 2: Prepare the Transformation (Prepare) [page 445]
3. Step 3: Define the Target Architecture (Explore) [page 451]
4. Step 4: Implement Transformations (Realize and Deploy) [page 456]
5. Step 5: Monitor and Operationalize Transformation Progress (Run) [page 458]

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3.5.4.1 Step 1: Achieve Business and IT Transparency
(Discover)

Build structured repositories in SAP Signavio and SAP LeanIX to connect business processes and IT landscape
and create transparency for transformation.

Introduction

Establishing a clear and shared understanding of both business processes and the IT landscape is the
foundation for a successful transformation. This step focuses on building structured repositories in SAP
Signavio and SAP LeanIX to create transparency across business and IT.

Build a Repository of Process Landscape and Process Analytics in SAP

Signavio

Use SAP Signavio to document and analyze your business processes, creating a central source of truth that
enables data-driven insights.

The SAP Signavio Process Explorer (SPX) provides access to standardized SAP process content, such as
end-to-end process models, business capability mappings, and accelerator links, serving as the starting point
for designing your to-be processes. To learn more, see Value Accelerators in a Fit-to-Standard Scenario.

Key components:

• SAP Signavio Process Manager: to model and structure your process landscape.
• SAP Signavio Process Insights: to analyze process performance, inefficiencies, and benchmarking data.
• Plug and Gain (if applicable): to accelerate initial setup with out-of-the-box content.

Best practices:

• Focus on importing relevant and prioritized processes - avoid overloading the workspace with too many
SAP Best Practice diagrams.
• Establish a clear and consistent process hierarchy to support synchronization with SAP Cloud ALM and
enable structured navigation and reporting.

Build a Repository of Business Capabilities and the Application Landscape in

SAP LeanIX

High-quality, transparent application data is essential for IT transformation. SAP LeanIX provides the structure
and tools to document, assess, and manage your enterprise architecture.

If you are new to SAP LeanIX, begin by exploring available options to import data into your workspace. For a
detailed guide, see Getting Data into Your Workspace [page 19].

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Minimum recommended setup:

• Complete business capability model.

• Well-documented application landscape.
• Application portfolio assessment completed. For a detailed guide, see Application Portfolio Assessment
[page 274].

Best practices:

• Use the SAP reference architecture to import a predefined, continuously updated business capability
model, mapped to the respective solutions that SAP recommends. For a detailed guide, see Business
Capabilities in the Reference Catalog [page 1252].
• Use SAP landscape discovery from SAP LeanIX (integrated with SAP Cloud ALM) to automatically populate
your application inventory. For a detailed guide, see SAP Discovery [page 1390].
• Enrich application data with meaningful attributes such as:
• Lifecycle status
• Technical and functional fit
• Assessment scores (for example, 6R, TIME)

This provides a holistic view of your business capabilities, the applications supporting them, and the overall
state of your portfolio. For example:

Business Capability Map by Strategic Importance

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 Application Landscape Report

Link Processes to Applications

With your process and application repositories established in SAP Signavio and SAP LeanIX, the next step is
to connect them. By this, you align processes, applications, and related objects, clarify change impacts, and
support better transformation decisions.

With the integration, SAP Signavio processes synchronize to SAP LeanIX as business context fact sheets, and
SAP LeanIX fact sheets synchronize to SAP Signavio as dictionary items.

• For a detailed guide on integration, see SAP Signavio Integration [page 1446].
• For high-level guidance, along with best practices in the context of RISE with SAP transformation, see SAP
LeanIX and SAP Signavio Integration [page 417].

Best practices:

• Use SAP Signavio as the system of record for processes, and SAP LeanIX as the system of record for
IT data, including applications, interfaces, and data objects. This keeps ownership clear and governance
consistent.
• Manage processes and all relations from processes to other objects in SAP Signavio.
• As an advanced practice, you can establish relationships between processes and business capabilities,
open the respective process diagram in SAP Signavio, and assign the appropriate business capability as
an attribute. These linkages are then synchronized and reflected as a relationship in SAP LeanIX, ensuring
both tools remain aligned in representing the business context and dependencies.

Assess and Scope Processes and Applications

With the integration, the combined view enables well-informed decisions on what to transform, where to start,
and how process and IT dependencies affect each other during your ERP transformation.

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  Tip

The process-driven approach outlined in these guides is best suited for a new ERP implementation
(Greenfield) where scoping starts from the process perspective. For a system conversion (Brownfield),
you will mostly focus on applications and interfaces, following an application-driven approach. In a hybrid
scenario, you combine elements of both, balancing bottom-up and top-down scoping strategies.

The following best practices and use cases help you identify where to focus your efforts.

Identify Business Processes Based on Performance Indicators

• Use SAP Signavio best-run scores to highlight high- and low-performing processes.
• Drill down into specific process steps to pinpoint performance issues.
• Use process discovery reports and spaghetti diagrams to visualize complexity and inefficiencies. To learn
more, see Process-Related Widgets.
• Conduct variant analysis to detect frequent deviations from standard processes, indicating opportunities
for harmonization or redesign.

Assess Application Dependencies

Once you’ve identified target processes from a top-down perspective, you can assess their application
dependencies directly in SAP Signavio with data synchronized from SAP LeanIX:

• Open the process diagrams to view which applications support each process step.
• Identify risks or transformation needs by evaluating whether these applications are phasing out, lack
technical or functional fit, or require consolidation.
• Use these insights to guide application rationalization, interface redesign, or migration planning.

Assessing Application Dependencies in SAP Signavio

• Choose the respective application fact sheet link to open it in SAP LeanIX, where you can find detailed
information about the current state of the application and any planned initiatives. This is a valuable input
for process owners.

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• You can assess whether application modernization may impact the process, or if a process change should
trigger a discussion with the application owner.
• Use application landscape reports, clustered by processes (business contexts), to get a clear view of which
business processes are supported by which applications.
• Identify potential risks or opportunities for consolidation based on application lifecycle status, functional
and technical fit assessments, or modernization plans.

Application Landscape Report Clustered by Process

• When you have identified application candidates for transformation or change, you can use the relation
explorer on the application fact sheet to understand which dependent processes may be affected.

Relation Explorer on Fact Sheet

Report and Communicate

Effective reporting and communication play a pivotal role in driving successful ERP transformation. Create
phase-specific dashboards with relevant reports for each stakeholder group. Highlight progress, key insights,
and next steps to ensure transparency and foster stronger engagement.

Here are some examples of reports that you can collect on a dashboard:

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• Process landscape report: Visualize which applications support which processes.
• Application landscape report: Highlight redundancies, lifecycle status, and modernization needs.
• Business capability map: Show capability coverage and maturity levels.
• Initiative roadmap: Outline planned transformation activities and their dependencies.

For more example reports, see Key Reports Supporting Governance [page 433]

3.5.4.2 Step 2: Prepare the Transformation (Prepare)

Learn to structure transformation programs with SAP LeanIX and SAP Cloud ALM, aligning initiatives, projects,
and milestones.

Introduction

Both SAP LeanIX and SAP Cloud ALM use the concept of projects (in SAP LeanIX, the initiative fact sheet and
the project fact sheet subtype) and milestones. This guide outlines a best-practice approach for structuring
your transformation program across both tools, focusing on the most efficient setup and clear task distribution
between systems to maximize the value of their integration.

Build and Structure Your Transformation Program in SAP LeanIX

Once initial transformation decisions are made, such as redesigning the Source-to-Pay process or replacing
a legacy application with a cloud-first solution like SAP S/4HANA, the next step is to plan how and when to
implement these changes. This involves incorporating them into a structured transformation program.

 Tip

In many cases, your organization may already have a broader transformation program in place. Your scope
may be part of a larger initiative or timeline. Ensure that your workstream is aligned with the overall
program structure and delivery roadmap.

Document Transformation Initiatives in SAP LeanIX

To plan and manage your transformation efforts effectively, create initiatives in SAP LeanIX:

• Start by creating a parent initiative fact sheet to represent the overarching program.
• Then create child initiative fact sheets to represent specific workstreams, phases, or subprojects (such as
process domains like Source-to-Pay or Lead-to-Cash). To learn more, see Structure Your Transformation
Program [page 384].

Enrich Initiative Fact Sheets with Additional Data

Once your initiative structure is in place, enrich each fact sheet with key information:

• Timelines and key milestones

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• Relevant scope, such as affected processes and applications
• Ownership and key stakeholders

 Tip

Use milestones to connect parent and child initiative fact sheets by linking the child initiatives’ milestones
to those of their parent. This ensures consistent and aligned timelines across all related initiatives. To learn
more, see Milestones [page 1730].

Create and Manage Transformation Programs and Projects in SAP Cloud

ALM

While projects and initiatives exist in SAP LeanIX and SAP Cloud ALM, the recommended approach is to use
SAP Cloud ALM as the primary source of truth. Follow these high-level steps for a best-practice setup:

1. Understand governance: Identify personas, stakeholders, and responsibilities for the transformation.
2. Set up the project in SAP Cloud ALM: Define the transformation project.

Adding Project Details in SAP Cloud ALM

1. General information: Provide essential project details.

2. Roles: Define only a minimum of roles in SAP Cloud ALM. When you import the SAP Activate road map,
it comes with a set of predefined roles. Creating new roles is usually not necessary.

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 3. Scope: Define the project scope clearly.

Define the Project Scope

4. Deliverables: are automatically populated based on the Activate road map you assign to the project.

Synchronize and Launch Transformation Project Management

Use the initiative fact sheet in SAP LeanIX for strategic, high-level planning of your transformation. When
integrated with SAP Cloud ALM, it provides a direct link to implementation teams and ensures effective
coordination between planning and implementation.

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• For a detailed guide on integration, see SAP Cloud ALM Integration For Managing Projects [page 1435].
• For high-level guidance, along with best practices in the context of the RISE with SAP transformation, see
SAP LeanIX and SAP Cloud ALM Integration [page 426].

The key benefits are:

• Single source for timelines and milestones: Define dates and milestones in one system and synchronize
them in real time between SAP LeanIX and SAP Cloud ALM.
• Transparency for enterprise architects: Enterprise architects can monitor project progress and changes
without duplicating effort.
• Seamless handover to implementation teams: Detailed planning of tasks, requirements, and checklists
can be done in SAP Cloud ALM, while SAP LeanIX retains the high-level view.

Follow these high-level steps for a best-practice setup:

1. Use SAP LeanIX’s out-of-the-box integration to synchronize initiatives with projects in SAP Cloud ALM.
2. Once the integration is set up, ensure that high-level initiatives from SAP LeanIX are synchronized with the
corresponding projects in SAP Cloud ALM.

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 Synchronized Timeline and Milestones
3. Once the handover has happened and the project is secured to go into implementation, you can define key
parameters in the project setup of SAP Cloud ALM to accelerate the project launch. You can plan detailed
tasks, requirements, and quality gates in SAP Cloud ALM for implementation.
4. You can assign a relevant Activate road map to the project. This automatically creates the
associated tasks, deliverables, and Clean Core Quality Gates. Each task comes pre-assigned to
one of the default project roles included in the road map. You typically only need to assign
people to these roles, and creating new roles is usually not necessary. Each Clean Core Quality
Gate comes with a preloaded checklist. The project team must complete and review this checklist

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 at the end of each phase. You can also define an implementing partner as part of the setup.

Best Practices

This section outlines best practices for managing initiatives and projects across SAP Cloud ALM, SAP LeanIX,
and SAP Signavio.

• Use SAP Cloud ALM as the source of truth for the overall transformation project on level 1 of the hierarchy,
for the project timeline and phases, key milestones, status tracking, and implementation.
• While SAP Cloud ALM manages level-1 project data, you can use SAP LeanIX to structure the
transformation at levels 2 and 3:
• Add level-2 projects for the different work streams in SAP LeanIX to give modeled transformations
more structure.
• Add level 3,where applicable, to model and compare different scenarios or solution options. For
example, use it to compare alternatives when an application can be replaced by one of two solutions,
making the impacts visible and comparable in reports

 Note

Customers using SAP LeanIX Architecture and Roadmap Planning can preview and contextualize
the outcomes of IT initiatives from defined transformations without implementing the changes in
the active (as-is) architecture. To learn more, see SAP LeanIX Architecture and Roadmap Planning.

• Level-3 project fact sheets can also be used to manage the implementation of automatically suggested
SAP solutions for business capabilities from the reference business architecture. For more details, see
Planning Transformations for SAP Solutions [page 1767].
• Maintain level-1 program and project milestones in SAP Cloud ALM. These milestones can be inherited by
lower levels when synchronized to SAP LeanIX. Add work-stream-specific milestones, such as a release
date for a technology change, to the level-2 initiative in SAP LeanIX. This keeps program-level milestones in
SAP Cloud ALM lean and focused. To learn more, see Milestones [page 1730].

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• Define the scope of the elements to be synchronized. If you follow the best practices described above, the
synchronization and interaction between tools work as follows:
• Level-1 projects created in SAP Cloud ALM are synchronized to SAP LeanIX.
• Transformation-project-related milestones are maintained in SAP Cloud ALM and synchronized to SAP
LeanIX.
• Level-2 and level-3 initiatives created in SAP LeanIX are not synchronized back to SAP Cloud ALM.
• Level-2 initiatives for work streams can be synchronized from SAP LeanIX to SAP Signavio to link
processes to the initiative. For more, see Mapping Fact Sheets and Dictionary Items [page 1463].

3.5.4.3 Step 3: Define the Target Architecture (Explore)

Define target architecture and to-be processes with SAP Signavio and SAP LeanIX, guided by fit-to-standard
workshops and reference models.

Introduction

In this phase, you define the target architecture and the to-be processes identified in fit-to-standard
workshops. This guide outlines the high-level steps to achieve that.

Program and Road Map Setup

• Start by defining a global template that fits most of your organization, especially if your landscape is
diverse due to mergers and acquisitions. The global template typically progresses through the realize
phase and includes testing.
• Use the SAP Activate road map SAP Cloud ERP Private - New Implementation as your implementation
framework.
• Select a pilot scope, for example, one or more legal entities or regions, based on factors such as legal
requirements, legacy systems, local specifics, or political considerations.
• Run the selected pilot through all SAP Activate phases, beginning with fit-to-standard workshops to
identify local or legal deviations from the global template.
• Define the target process scope and target architecture for each entity as input to the transformation.
• Use SAP Signavio to support fit-to-standard workshops, planning, cross-functional collaboration, and
enable a streamlined and efficient initiation of the transformation journey.

Design Target Processes in Fit-to-Standard Workshops with SAP Signavio

In fit-to-standard workshops, SAP Signavio plays a key role in helping teams understand and validate SAP best
practice processes. The SAP Signavio Process Explorer (SPX) provides access to standardized SAP process

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content, such as end-to-end process models, business capability mappings, and accelerator links, serving as
the starting point for designing your to-be processes. To learn more, see Value Accelerators in a Fit-to-Standard
Scenario.

Managing As-Is and To-Be Processes

For transformation planning, it’s essential to clearly distinguish between as-is and to-be processes.

• Create dedicated folders for as-is processes and to-be processes to organize and manage different
versions of processes efficiently. Alternatively, you can work on a new revision of the existing as-is process.
• If you opt to use SAP Best Practices, import these templates into the to-be processes folder and customize
them as needed.
• When developing to-be processes, create new revisions for existing as-is processes. Ensure both versions
are clearly labeled and stored in their respective folders.

Once the structure is set up in SAP Signavio, configure SAP LeanIX to differentiate between as-is and to-be
processes. You can do this with tags or attributes.

Design Target Application Architecture in SAP LeanIX

Leverage SAP LeanIX Architecture and Road Map Planning to plan your target architecture in detail and
visualize how the transformation will impact your landscape.

Enrich your inventory with transformations and impacts to compare different scenarios and visualize future
states of your application landscape through reports. This approach helps you to answer questions such as:
What if you stay with an SAP standard versus adopting another system, and more. To learn more, see Getting
Started with SAP LeanIX Architecture and Road Map Planning [page 1714].

Creating Transformation Items in Initiative Fact Sheets

You have two options to create transformation items:

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• From SAP Reference Solution Architecture (RSA) recommendations
• Manually

Option 1 (Recommended): Creating Transformations from the SAP Reference Solution

Architecture Recommendations
For SAP-driven transformations, we recommend using SAP LeanIX’s built-in transformation planning
capabilities based on the SAP Reference Solution Architecture (RSA).

When business capability fact sheets are linked to reference catalog items, SAP LeanIX automatically suggests
various combinations of SAP applications that best support that business capability as recommended SAP
solution options. You can easily create transformation items to roll out these suggested solutions in the to-be
architecture. For a detailed guide, see Planning Transformations for SAP Solutions [page 1767].

On a high level, you do the following:

1. Identify and link affected business capabilities.

Identify the business capabilities that are affected by the scoped processes and applications. Use the
relation explorer on fact sheets to explore. Link the relevant business capabilities to the scoped processes
and applications. These relationships are essential for targeted transformation planning.
2. Ensure level-3 business capability mapping.
Transformation recommendations are available only for level-3 business capabilities. Ensure that business
capabilities are defined up to level 3 or imported from the reference catalog. Recommendations appear
only for capabilities linked to the reference catalog. If a fact sheet was created manually, make sure to link it
accordingly.
3. Review and choose solution recommendations.
Navigate to the Transformations tab on the respective business capability fact sheet. Here, you find
SAP-suggested solution options. Review and choose from the suggested solutions according to your
transformation strategy and objectives. You can choose between public cloud, hybrid (private cloud and
on-prem), or other solution options, based on your planned transformation approach.

Planning Transformations for SAP Solutions

4. Create transformation items for the selected solution option.

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 Create transformation items for the selected solution option by choosing Next and completing the required
information. This includes defining milestones and selecting an existing initiative or creating a new initiative
to which the transformation item belongs.

Option 2: Creating Transformations Manually

If you want more flexibility in planning transformations, you can create them manually within your initiative fact
sheets. You can use out-of-the-box templates, for example, to introduce new applications, to remove interfaces,
to roll out new applications, and more. It allows you to model specific scenarios or create fully customized
transformations where you define the exact scope and impact. For a detailed guide, see Transformations [page
1736].

Since data is entered manually, it’s important to balance the level of detail with the effort required. Once there
is clarity and stakeholder alignment on specific initiatives, you can define and detail the transformations to be
implemented in later phases.

Use the transformations explorer to keep track of all modeled transformations. To learn more, see
Transformations Explorer [page 1745]. Make sure to review and validate whether the list of transformations
at the end of your planning and design phase includes all the needed changes in your landscape.

Transformation Explorer

Visualize the Target Architecture of Your IT Landscape

With the reporting capabilities in SAP LeanIX, you can visualize the future state of your architecture and the
impacts of planned transformations.

By overlaying your planned initiatives onto existing application landscape reports, you can generate a view
that reflects how your transformations will affect the application landscape. To learn more about the reporting
capabilities enabled by the SAP LeanIX Architecture and Road Map Planning, see Reports and Roadmaps [page
1780].

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 Application Landscape Report Reflecting the Impacts of Transformation Initiative

You can also use the roadmap report to see how certain aspects of your landscape change over time, based on
the selection of one or more initiatives.

Initiative Roadmap Report Drill-Downed by Application

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3.5.4.4 Step 4: Implement Transformations (Realize and
Deploy)

SAP Cloud ALM supports the realize and deploy phase with change enablement, deployment orchestration,
and full traceability of software changes.

Introduction

SAP Cloud ALM strengthens the run phase with efficient change enablement and deployment orchestration. It
provides end-to-end documentation of software changes, ensuring traceability, audit trails, and integration with
deployment providers for compliance and transparency.

SAP Cloud ALM uses SAP ABAP-based foundations, SAP Transport Management System (TMS, for various
SAP cloud products), and the Adaptation Transport Organizer (ATO for SAP S/4HANA Cloud Public Edition).
It supports smooth transitions and strong integration across software landscapes. Deployment orchestration
delivers software across diverse solutions through structured plans and releases, ensuring reliable delivery to
production.

For a detailed guide, see Implement SAP S/4HANA Cloud Private Edition with SAP Cloud ALM – Best
Practice and Enabling Transport Management.

Handover to Project Implementation

During the SAP Activate run phase, combining SAP Signavio with SAP Cloud ALM creates a clear pathway from
business strategy to solution execution. SAP Signavio begins by analyzing and optimizing processes to align
with business objectives. SAP Cloud ALM then drives the design, build, and testing of solutions. Finally, SAP
Signavio supports deployment and process enablement, completing the transformation cycle.

From Design to Deployment with SAP Cloud ALM and Signavio

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Implement, Iterate, and Document

SAP Cloud ALM makes change enablement simple by integrating with deployment tools and managing
transport requests across the implementation landscape.

It provides deployment and release planning features so you can track go-live activities and ensure smooth
software and configuration changes. Additional features, such as deployment of transports and traceability
reports, help you to stay on track of changes.

The final step in delivering a feature is confirming its deployment in the production system. Once all related
features are deployed and confirmed, the requirement is considered complete.

Ensuring Transparency and Control Over Deployments in SAP Cloud ALM

SAP LeanIX provides enterprise architecture oversight during implementation. When you reach key project
milestones, you can update the architecture to reflect these achievements. With SAP LeanIX Architecture and
Road Map Planning, you can easily apply planned impacts by executing transformations. The corresponding
fact sheets are then automatically updated to show the changes. To learn more, see Executing Transformations
in Bulk [page 1742].

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 Executing Transformation Items

Once a transformation is run, its status automatically updates with a green check mark. Get a comprehensive
overview of all transformations in the transformation explorer. To learn more, see Transformations Explorer
[page 1745].

3.5.4.5 Step 5: Monitor and Operationalize Transformation

Progress (Run)

Review performance, monitor adoption, and use dashboards and reporting to focus on continuous
improvement by tracking process performance.

Introduction

In this phase, focus on effective management and continuous improvement by reviewing process performance,
monitoring application adoption, and operationalizing the transformation project to realize its intended value.

SAP Cloud ALM for Operations

After the project goes live, SAP Cloud ALM for Operations helps you to maximize efficiency by providing full
transparency of your cloud solutions in a simplified, visualized format.

Key benefits include:

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• Cloud-native support: Support for cloud-centric landscapes with an out-of-the-box, cloud native solution.
• Centralized operations: Central entry point to manage your entire SAP landscape running on different
technologies.
• Fast onboarding: Quickly enable your operations team.
• Proactive problem detection: Automated alerts and issue management.
• Health insights: Understand the performance of your solutions and operational efficiency.
• End-to-end visibility: Provides end-to-end transparency for users, integrations, applications, and business
processes.
• Disruption management: Detect anomalies and enable IT and lines of business (LoB) teams to respond
quickly.
• Centralized event handling: Intelligent and centralized configuration and processing of events.
• Business service transparency: Track availability, downtimes, business events, and business SLAs.

To learn more, see SAP Cloud ALM for Operations (Expert Portal) and SAP Cloud ALM for Operations (SAP
Help Portal).

RISE with SAP Methodology Dashboard

The RISE with SAP Methodology dashboard in SAP Cloud ALM delivers daily insights and historical data on
system health-related key performance indicators, enabling organizations to efficiently adopt a clean core
approach.

Several metrics are collected from SAP Cloud ALM applications for all your configured and productive SAP
S/4HANA systems. These are then evaluated daily against specific thresholds. The results of these compliance
calculations are aggregated and organized into KPIs and scores in the dashboard.

For more resources, step-by-step guides, FAQs, and best practices, see The RISE with SAP Methodology
Dashboard in SAP Cloud ALM and SAP Cloud ALM and RISE with SAP.

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 RISE with SAP Methodology Dashboard in SAP Cloud ALM

Reporting in SAP LeanIX

In SAP LeanIX, you can continuously track the progress of architecture changes. Apply the Impact Type
view to the application landscape report to understand how the landscape has been affected by the planned
transformation.

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 Application Landscape Report with Impact Type View

Continuous Innovation

RISE with SAP is not just a one-time transformation project but a continuous journey. Business processes
evolve, technology advances, and organizational needs change. With RISE with SAP, you continuously revisit
your setup - analyzing processes with SAP Signavio, maintaining a clean core in SAP S/4HANA, and monitoring
operations through SAP Cloud ALM. Each cycle of improvement builds on the previous one, ensuring that your
transformation remains sustainable and aligned with business goals.

In practice, this means you don’t stop at go-live. Instead, you enter a loop of assessing, transforming, running,
measuring, and refining. This ongoing cycle helps you realize lasting value and stay future-ready.

3.6 Obsolescence Risk Management

Learn why obsolescence risk management matters, how to discover risks associated with obsolete technology,
how to assess their business impact, and how to efficiently manage and address them with SAP LeanIX.

Overview

SAP LeanIX helps you gain an overview of your application landscape's obsolescence risk exposure. It creates
transparency and offers a deeper understanding of your organization's technology layer by giving you a way to
asses interdependencies and the business impact of unaddressed risks. This empowers you to make informed
decisions in managing obsolescence risk effectively.

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Below, we explain the typical business drivers for obsolescence risk management initiatives and how you can
use SAP LeanIX to realize this use case. You will learn step by step:

• Why obsolescence risk management matters to a business and IT team, and which data points you need to
kick-start this use case
• How to build the technology inventory in SAP LeanIX with various integrations and enrich data for effective
assessment
• How to discover risks, assess their business impact, and prioritize them for resolution
• How to set up and track obsolescence risk management process and report relevant key performance
indicators (KPIs) to critical stakeholders

What is Obsolescence Risk Management?

Obsolescence risk management is the process of identifying, evaluating, and mitigating the risks associated
with technological obsolescence. It involves assessing the potential impact of outdated technology on an
organization's operations, financial health, and reputation. This process typically includes:

• Identification of obsolescence risks: identifying technologies, systems, or components that are approaching
or have reached the end of life or lack active support
• Assessment of impact: evaluating the potential consequences of technological obsolescence on business
operations, including the risk of system failures, security breaches, and regulatory non-compliance
• Planning for remediation: planning and establishing a risk dispensation program for risks that cannot be
addressed in a timely fashion due to criticality, budget, or constraints in deprecation/replacement
• Implementation of mitigation strategies: prioritizing the identified risks based on impact and implementing
measures to mitigate them, including upgrading or replacing obsolete technology, establishing risk
management frameworks, and ensuring compliance with relevant standards
• Monitoring and review: continuously monitoring the technology landscape for emerging obsolescence
risks and periodically reviewing and updating obsolescence risk management strategies to ensure their
effectiveness

Why is Obsolescence Risk Management Relevant?

Obsolete technology no longer maintained or supported carries the risk of breaches, increased downtimes,
and system crashes. These issues can result in financial losses, damage to reputation, and regulatory
consequences.

Effectively managing obsolescence risk ensures that you maintain visibility and awareness of the age,
condition, and security vulnerabilities of the technologies within your portfolio. With clear insight, you can
strategically mitigate risks in your portfolio by identifying which applications are at risk, which business
capabilities are vulnerable, and what actions are needed. You can allocate budget and resources efficiently
to address aging or vulnerable technologies before they become urgent issues for your organization.

The following typical business drivers can initiate an obsolescence risk management use case. These are not
mutually exclusive, and the focus depends on the individual circumstances and strategy of an organization:

• Gain transparency on obsolete technology

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• Assess exposure to revenue and customers by understanding the business impact of obsolescence risk
• Minimize technology risk and debt by removing end-of-life and legacy technologies
• Ensure business continuity and competitiveness by removing redundant and outdated IT components
• Make informed application rationalization decisions by aggregating technology obsolescence risk to the
application level
• Free up the budget for innovation by allocating resources wisely and efficiently
• Build a tech stack that remains relevant, effective, and functional over time

Which SAP LeanIX Products are Needed for Obsolescence Risk

Management?

The following SAP LeanIX products help you assess your application portfolio, build a technology inventory, and
identify, address, and monitor obsolescence risk management efforts:

• SAP LeanIX Application Portfolio Management [page 551] is the base product necessary for building
a comprehensive inventory of your IT landscape. With Application Portfolio Management you establish
relationships among all necessary architectural elements to understand dependencies and structure
within IT and business. It enables you to analyze and assess the business criticality, functional, and
technical fit of applications, aiding in the prioritization of risks. Using various predefined reports, you can
effectively monitor the application landscape for emerging obsolescence risks. SAP LeanIX Technology
Risk and Compliance further enriches obsolescence risk management efforts by providing specific,
powerful functionalities.
• SAP LeanIX Technology Risk and Compliance [page 1698] helps you build your technology inventory,
offers capabilities to proactively identify and assess current and future security risks caused by outdated
components, and enables you to mitigate these risks effectively. Through integration with ServiceNow,
the product automates the discovery of IT components and applications to build technology inventory
swiftly. Furthermore, for IT components, the product provides access to lifecycle information from the
reference catalog, automating the retrieval of lifecycle and end-of-support details. Additional obsolescence
risk management views in reports and dedicated obsolescence risk management dashboard help you to
plan, prioritize actions, and monitor identified risks that need to be addressed.

How to Manage Obsolescence Risk with SAP LeanIX

The following step-by-step guide outlines how you can run your first technology risk assessment in SAP LeanIX.

• To start with your obsolescence risk management use case, ensure you have built an application repository
in SAP LeanIX as part of the Application Portfolio Assessment [page 274].
• Begin by focusing on the application and IT component fact sheet types. Additionally, you can consider
business capabilities and organizations if you plan to prioritize the identified technical risks by focusing on
your most valued business capabilities or business units.

 Note

It is important to understand how obsolescence risk is calculated when defining your fact sheet
structure and relationships. Properly setting up these relationships ensures that they are included

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 in the obsolescence risk calculation. Obsolescence risk is calculated based on the lifecycle status of
the underlying IT components that support your applications. For more details on how the risk is
aggregated, see Obsolescence Risk View Aggregation [page 681].

• Identify the scope and stakeholders for risk management initiatives. Align with them to determine the
insights and decisions needed from each stakeholder, including leadership in IT and business, and
establish a clear process for obtaining it.

Step-by-Step Guide

1. Step 1: Bring Software Assets Information to SAP LeanIX [page 464]

2. Step 2: Enrich Data [page 465]
3. Step 3: Discover and Prioritize Technology Obsolescence Risks [page 469]
4. Step 4: Plan and Manage Risk Mitigation Initiatives [page 472]
5. Step 5: Monitor, Measure, and Report Risk Mitigation Efforts [page 475]

3.6.1 Step 1: Bring Software Assets Information to SAP

LeanIX

Learn efficient methods for gathering software asset information to build your inventory for effective
obsolescence risk management.

To start your first technology risk assessment, build a comprehensive inventory of your software assets, which
includes building an IT component repository. SAP LeanIX provides various methods for bringing needed
information to the workspace, including manual entry, excel imports, surveys, to-dos, and integration with
ServiceNow and other CMDBs.

ServiceNow Integration

Leverage SAP LeanIX ServiceNow Integration for building your IT component and application inventory. It
automates the discovery and creation of IT component fact sheets and establishes relations between the IT
components and the applications they support.

You have the flexibility to define mappings between SAP LeanIX fact sheets and ServiceNow tables. Specify the
fact sheet type, direction/source of sync, ServiceNow table, and sync mode. Additionally, you can configure
field-level mappings for each specified fact sheet type and ServiceNow table, allowing you to select which fields
and attributes to synchronize between SAP LeanIX and ServiceNow.

To learn more, see ServiceNow Integration [page 1509].

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Integration with Configuration Management Databases (CMDB)

If your organization maintains CMDB, SAP LeanIX offers seamless integration options. Integration with your
existing CMDB ensures that SAP LeanIX is continuously updated with the latest information, providing a
real-time view of your technology landscape. At the minimum, ensure that you obtain IT component names,
versions, and the application - IT component relationships.

To learn about using APIs for importing and exporting data, see Importing and Exporting Data [page 1868]. To
learn about SAP LeanIX integration APIs, see Integration API [page 1988].

Next Step

Step 2: Enrich Data [page 465]

3.6.2 Step 2: Enrich Data

Enrich your data by evaluating application criticality and bringing in technology lifecycle information.

Effective obsolescence risk management requires maintaining an up-to-date IT component inventory with
essential details such as lifecycle state and vendor support information. Establishing relationships between IT
components and the applications they support is also crucial for aggregating risk to the business layer. SAP
LeanIX simplifies technology risk management by rolling up the risks of IT components to the application level.

 Tip

When you need to model technical platforms, we recommend using IT component fact sheets to
represent them. This approach allows obsolescence risks to be aggregated to the technical platforms
and subsequently to the applications. To learn more, see Aggregating Obsolescence Risk Through Technical
Platforms [page 478].

Evaluate Business Criticality and Functional Fit

Before focusing on IT components, understand the importance of each application to the business and assess
how well it aligns with current functional requirements. This helps you prioritize applications for mitigation
efforts, allowing you to concentrate on the most critical applications first.

Ensure that the evaluation of business criticality and functional fit of your applications is kept current in
application fact sheets. Use surveys, to-dos, and Excel import features for effective collaboration and data
collection from relevant stakeholders.

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 Capturing Business Criticality and Functional Fit in Application Fact Sheets

You can also use surveys to ask relevant application owners to assess both the functional fit and business
criticality of applications. SAP LeanIX offers free survey templates that you can download from the store and
use to collect the required information. To learn more, see Creating a Survey [page 810].

The relevant survey templates are:

• Application Rationalization (TIME) : for collecting functional fit information.

• Business Application Criticality Assessment : for assessing the business criticality of applications.

Link IT Components to the Reference Catalog

Provision the reference catalog from the Admin settings and link catalog items to your IT component
fact sheets. The reference catalog automatically updates lifecycle status, version, support type, support
status information, and more. SAP LeanIX Technology Risk and Compliance automatically retrieves vendor-
provided lifecycle and end-of-support information and updates them in dedicated vendor lifecycle fields. This
simplifies end-of-life asset management and brings clarity in making informed decisions about upgrades,
transformations, or replacements. For more information, see IT Components in the Reference Catalog [page
1267].

 Tip

You can use the internal lifecycle field to retire an application earlier than the vendor's end-of-support
date to align with your organization's specific operational requirements. This ensures a proactive transition
rather than relying on vendor timelines.

You can also automate the process of setting an early internal end-of-life based on the vendor's end-of-life
value. To learn about automation, see Automations [page 991].

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 Linking IT Component Fact Sheets to Catalog Items

Start by linking the IT components where our recommendation engine has found matches with very high or
high confidence based on name comparison. Use the confidence level filter in the bulk linking functionality of
the catalog to narrow down the list.

Confidence Level Filter in the Catalog Bulk Linking Functionality

 Note

You can raise data requests in-tool if you need information about an IT component that is not already
included in the reference catalog. For more detail, see Report Missing Data in Catalog Items [page 1276].

Monitor Data Completeness

You can use the Obsolescence: Missing Data Percentage view in reports to get an overview of fact sheets lacking
lifecycle information. The missing data percentage view analyzes applications lacking lifecycle information,
displaying the percentage of IT components supporting each application without such data.

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• In the Application Landscape report, apply the Obsolescence: Missing Data Percentage view to identifying
applications that lack needed information critical for risk evaluation. From the report Settings, cluster the
applications by Business Criticality and explore further to identify your mission-critical IT components and
link them to catalog items.

Obsolescence: Missing Data Percentage view in Application Landscape Report

• Technology Risk and Compliance provides a dedicated obsolescence risk management dashboard. In the
dashboard, the Data Completeness panel provides you with a good summary of missing data. Clicking on
any of the KPIs takes you to the inventory, where you can manage the process of data completion.

Data Completeness Panel of Obsolescence Risk Management Dashboard

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Next Step

Step 3: Discover and Prioritize Technology Obsolescence Risks [page 469]

3.6.3 Step 3: Discover and Prioritize Technology

Obsolescence Risks

Analyze and prioritize technological risks using insights obtained from reports.

When you have built sufficient data for a meaningful analysis, use reports and diagrams to analyze and
prioritize technological risks. SAP LeanIX Technology Risk and Compliance offers additional views in the
reports for better insights into underlying risks. Here are a ways to use reports to assess risk:

Identify Applications With Unaddressed Risks

In the Application Landscape report, apply the Obsolescence: Aggregated Risk view to see how outdated
IT components impact the business by aggregating their obsolescence risk onto the application layer. The
color-coded view effectively illustrates which applications have unaddressed risks. Aggregated obsolescence
risk is calculated based on the lifecycle status of the underlying IT components that support the applications.

For more details on how the risk is aggregated, see Obsolescence Risk View Aggregation [page 681].

Obsolescence: Aggregated Risk View in Application Landscape Report

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Prioritize Risks by Business Criticality

From the report’s Settings, cluster the applications by their Business Criticality. This easily helps you
distinguish which applications pose the most immediate and potentially business-disrupting threat.
Understanding this helps prioritize which obsolescence risks to address first.

You can use the time-slider to see what applications and their underlying IT components change lifecycle phase
in the next fiscal year and already also require attention. This aids in budget planning purposes. In the following
example, applications “Cost Modeling” and “Contract Management” not only have theUnaddressed Risk status
but are also facing phase out risks by the end of 2025.
Applications Clustered by Business Criticality in Application Landscape Report

 Tip

• Focus on end of-life risks first before addressing IT components that are in a phase-out state.
• Use business criticality, lifecycle state, successor, business context, time horizon, cost to prioritize
applications for evaluation. This targeted approach allows for manageable goals, allowing for quick
wins and gaining additional stakeholder buy-in and support for your initiatives.
• Use tags or create a custom field to capture the priority of each identified risk. For guidance on when to
use tags versus custom fields, see Using Tags and Custom Fields [page 51].

Within the report, select the application to open the side panel and find out which IT components support
the application and what their obsolescence risk statuses are. These insights equip you to reach out to the
application owner and define a transformation path for addressing IT components with the Unaddressed Risk
status.

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 Obsolescence Risk Details Accessed in the Right Side Panel

Monitor Risks Over Time

Use the IT Component Roadmap report to track the lifecycle of IT components and anticipate potential risks in
advance. From the report Settings, cluster the IT components by Application and apply the Lifecycle view. You
can filter to focus on Phase out or End of life states effective in the future. This enables you to monitor phase
out and end of life risks on an ongoing basis and plan mitigation measures accordingly.

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 IT Component Roadmap Report with Lifecycle View

While prioritizing risk mitigation efforts based on business-critical applications is effective, you can also
consider additional factors for more advanced insights. This could be focusing on IT components that impact
strategic concerns, business capabilities, business units, revenue, or customers among others.

This enables the translation of technical debt into business impact at a strategic level more concretely.
However, achieving this requires mature data on costs, processes, data, and their relations mapped to
organizational objectives and strategic goals. It is essential to consider whether the insights gained from
analyzing this data justify the resources and time invested in collecting and maintaining it.

Next Step

Step 4: Plan and Manage Risk Mitigation Initiatives [page 472]

3.6.4 Step 4: Plan and Manage Risk Mitigation Initiatives

Conduct a risk remediation analysis, establish a risk dispensation program, and plan and run remediation
efforts.

In this phase, identified risks are analyzed, and strategies are developed to reduce or eliminate their potential
impact. This includes effective resource allocation and the implementation of proactive measures to mitigate
identified risks.

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Conduct a Risk Remediation Analysis

Depending on your organizational need and situation, you can accept and monitor risks without immediate
action, establish a risk dispensation program to temporarily accept specific risks, or actively plan to upgrade
or remove outdated technologies from the environment. The ultimate goal is to ensure that all risks in the
portfolio are either accepted or have a remediation plan in place, leaving no unaddressed or unplanned risks.

Go through each unaddressed risk based on their priority, and task the application owner with developing
remediation plans for each risk. For instance, the plan could include upgrading to a new, supported version
of the outdated IT component, or swapping it with a different IT component. Alternatively, it might involve
migrating to an entirely different application. The action plan depends on the application owner's assessment
of what the organization needs to support its business capabilities. Typically, Project Management Office
personnel will also be involved in planning, scheduling, and approving these remediation efforts.

 Tip

Use to-dos feature to task the application owner with developing remediation plans. To-dos offers an
efficient collaboration method for managing tasks and responsibilities. To learn more, see To-Dos [page
842].

Capture Risk Remediation Decisions

The application owner collaborates with leadership and risk partners to determine whether to accept or
address identified risks. Risks are categorized as accepted when the risk to the application is considered
tolerable, despite its persistence. Risk acceptance decisions are influenced by various factors, including
business criticality of application, absence of alternative IT components, budget constraints, operational
limitations, or even a lack of time to schedule an outage to address the risk. When the risk to the application
has been effectively mitigated or remediated, the risks are categorized as addressed.

Ensure that the decision on Obsolescence Risk Status is maintained on the relation between the IT component
and application fact sheets. Leverage surveys to determine from application and business owners whether the
obsolescence risk status is accepted or requires addressing. When no data is recorded for this attribute, it will
be interpreted and rolled up to the application as either Unaddressed Phase Out or Unaddressed Risk in the
obsolescence risk views of reports.

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 Obsolescence Risk Status Field

Establish Risk Dispensation Program

Establish a risk dispensation program to manage risks that cannot be promptly resolved. A risk dispensation
formally documents the acceptance of a risk and sets a time for revisiting the risk for remediation or further
acceptance. Key elements to be included in a risk dispensation document are:

• CIO/CTO signature accepting the risk: this includes standard language identifying the risk and
acknowledging C-Suite acceptance
• Time and date of dispensation: documents when the risk acceptance decision was made
• Time and date to be revisited: specifies when to review the risk again, such as in 1 quarter or 6 months.
• Detailed description of the risk: provides a comprehensive explanation of the risk and why it cannot be
immediately remediated

 Tip

You can store relevant risk dispensation documents directly on the fact sheet. To learn how to attach files to
fact sheets, see Storing Resources on Fact Sheets [page 598].

During this period, risks are continuously monitored, and the decision to accept them is revisited at the end of
the specified timeframe. Regular risk review meetings involving IT, business, and Global Risk and Compliance
leadership are held to discuss the overall risk landscape. Changes in business or market dynamics typically
influence the reclassification of accepted risks.

Alignment across teams is essential for smooth execution and fostering a shared understanding. Include
reports and KPIs that offer insights into how risks are evolving over time and how they are being managed.
Learn more about monitoring and reporting in Step 5: Monitor, Measure, and Report Risk Mitigation Efforts
[page 475].

 Note

After completion of risk remediation analysis, you can use SAP LeanIX Architecture and Road Map Planning
to plan and structure risk management initiatives. It simplifies translating risk management plans into
actionable IT initiatives and visualizes the future impacts of these initiatives on the organization's technical
landscape. To know how it can be leveraged for obsolescence risk management, see Using SAP LeanIX

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 Architecture and Road Map Planning for Obsolescence Risk Management [page 478]. To learn more about
the SAP LeanIX Architecture and Road Map Planning functionalities, see SAP LeanIX Architecture and Road
Map Planning [page 1707].

Next Step

Step 5: Monitor, Measure, and Report Risk Mitigation Efforts [page 475]

3.6.5 Step 5: Monitor, Measure, and Report Risk Mitigation

Efforts

Monitor risk remediation initiatives and measure progress with reports and dashboard KPI panels. Enhance
transparency and engagement through effective and targeted communication.

Regular monitoring and evaluation are essential to ensure that mitigation efforts remain effective and aligned
with organizational goals and priorities. SAP LeanIX Technology Risk and Compliance provides tools and
features to track the progress of risk management initiatives, measure KPIs, and generate reports for
stakeholders. This ensures continuous improvement and informed decision-making in your organization's
technology risk management strategy.

Monitor and Measure Progress

Use the dedicated obsolescence risk management dashboard that is part of SAP LeanIX Technology Risk and
Compliance for a centralized, real-time overview of current and future risk statuses for applications. The KPI
panels of the dashboard offer insights into the number of applications facing obsolescence risk, both currently
and projected into the future. This helps you monitor the evolving situation, as dealing with obsolescence risks
becomes hard when the problem scales and hundreds of IT components start getting outdated.

The dashboard also offers visibility into addressed obsolescence risk, helping you track the progress of
risk mitigation initiatives. Additionally, the Unaddressed Obsolescence Risk - Details panel offers specific
information on mission-critical applications and IT components reaching end-of-life status, aiding proactive
risk management to prevent critical risks from impacting the business.

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 Obsolescence Risk Management Dashboard

Use reports to monitor the status of progress. For example, in the application matrix report, choose
Organization and Business Capabilities for the two axes, and apply the Obsolescence: Unaddressed Risk
Percentage view to gain insights into the proportion of unaddressed risks for applications within each business
capability and organization. This view visualizes the percentage of IT components supporting each application
with lifecycle information in Phase Out or End Of Life.

Overview of Unaddressed Obsolescence Risk in Matrix Report

 Tip

Best Practice

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 • Use fact sheet subscriptions to promptly identify and address responsible IT component owners as
necessary. To learn more about fact sheet subscriptions and managing subscription roles, see Fact
Sheet Subscription [page 620].
• You can use automation features to initiate an end-of-life process for applications and alert the
responsible individuals well before the end-of-life of an IT component. To learn more, see Automation to
Trigger an End-of-Life Process [page 478].

Use the Obsolescence: Mitigated Risk Percentage view in reports to visualize and effectively communicate the
progress to concerned stakeholders and leadership. This view visualizes the percentage of IT components
supporting each application whose risk has been addressed or accepted, providing clarity on the level of risk
mitigation achieved.

Overview of Mitigated Obsolescence Risk in Landscape Report

Communicate and Foster Engagement

Effective reporting and communication play a pivotal role in driving successful risk management initiatives.
Create dedicated dashboards with specific reports relevant to risk mitigation efforts and share the progress
and insights with stakeholders to provide transparency and foster deeper engagement.

Consider which insights and metrics are relevant for different stakeholders involved in obsolescence risk
management. If needed, have dedicated dashboards for assessment and prioritization tailored to application
and business owners, and another for monitoring and showcasing progress aimed at leadership. This approach
ensures that stakeholders receive targeted information aligned with their roles and responsibilities, enhancing
their ability to contribute effectively to risk management efforts.

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 Dedicated Dashboard for Communication

Use of a data-driven approach to communicate anticipated architectural changes helps you secure support
from all levels, including C-suite members, IT service and operations. This collaborative and transparent
approach, supported by data visualization promotes efficiency, and successful modernization of the IT
landscape.

3.6.6 Advanced Practices

Use automation and SAP LeanIX Architecture and Road Map Planning to advance the obsolescence risk
management use case.

You can advance your use case by using more SAP LeanIX features. Here are a couple of best practices and
examples to gain more insights and improve your efficiency:

Automation to Trigger an End-of-Life Process

SAP LeanIX provides an easy-to-use, no-code automation feature that allows admins to configure workflows
triggered by specific events and set off sequential actions.

You can set up automation to initiate an end-of-life process for applications well before the end of life date
of an IT component it relies on. This approach creates early awareness of the upcoming risk, enabling decision-
makers to plan mitigation actions or even accept the resulting risk accordingly.

To set up the automation, follow these instructions:

1. In the administration area, select Automation.

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2. Select New Automation and provide the name, description, and owner for the Automation.
3. In the When section define the trigger for the Automation:

Field in Trigger Selection to Make

Fact Sheet Type IT Component

Event Lifecycle phase change

Field Lifecycle

State End of life

Also, specify in days when the trigger should be executed before the IT component reaches the end of life.

Defining the Trigger for the Automation

Defining the Trigger for the Automation

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 Defining the Trigger for the Automation

4. In the Then section, click + Add Action and select Create To-Do: Action Item.
5. Define what actions should be executed when the Automation is triggered:
1. Add a name and description for the action item. Describe what needs to be done, for example, prompt
the user to check the end-of-life date of the IT component and initiate the decommissioning process.
Tasks can include planning the deletion or archiving of data and starting the contract cancellation
process.
2. Select Fact Sheet subscriptions for Assignee(s) and select an appropriate subscription role in the
Select Fact Sheet Subscription(s) field to assign responsibilities.
3. Specify the due date in days for the completion of the to-do task.

Defining the Action for the Automation

6. Click Save and run Automation to complete setting up the automation.

Whenever an IT component meets the specified criteria, the automation will create a to-dos item for the
individual responsible for the IT component. Additionally, it will also break the quality seal of the IT component
to notify the subscribers of the fact sheet.

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Using SAP LeanIX Architecture and Road Map Planning for Obsolescence
Risk Management

 Note

SAP LeanIX Architecture and Road Map Planning, while not essential for this use case, offers functionalities
tailored for seamless planning and execution of risk remediation initiatives.

Use initiative fact sheets and predefined transformation templates to plan and execute risk remediation
initiatives in SAP LeanIX Architecture and Road Map Planning. Use Intiative fact sheets to outline the project
and, if needed, break it down into sub-projects organized using the wave approach. This phased approach is
helpful for implementing remediation actions based on priorities.

In the project fact sheets, detail how a project will affect the technical landscape and obsolete IT components
using predefined transformation templates such as <Change Application Technology>, <Change
Interface Technology>, and <Decommission Application>, among others. To learn how to use
transformation templates, see Transformations [page 1736].

The impacts of these defined transformation items can then be visualized and monitored using the initiative
roadmap report, as illustrated below. The report drilled down to IT components, and with the Lifecycle
view applied, provides a temporal view of how the impacts of the transformation items will progress. It
indicates when specific successors are planned to replace outdated end-of-life IT components, when certain IT
components are planned to phase out, and more.

Remediation Roadmap Illustrating the Wave Approach and Impacts at the IT Component Level

You can include the broader organizational context by considering organizations or business units in the project
timeline for the impact assessment. This ensures a more coordinated and effective roll-out of new technology
across the organization or business units.

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 Remediation plan clustered by Organization for Organizational Context

Project the impacts of remediation initiatives on to the timeline of reports to view the future state of your
landscape. The following example shows the prospective states of the IT component landscape with respect
to accepted and addressed risks. In the IT component landscape report, select the initiative fact sheet to be
projected on to the timeline, apply Applications: Obsolescence Risk Status view, and use filters to refine or
narrow down to IT components affected by the project.

Remediation Impact - Prospective States of IT Component Landscape With Respect to Accepted and Addressed Risks

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Aggregating Obsolescence Risk Through Technical Platforms

Currently, obsolescence risk is aggregated from IT components to applications. To effectively model technical
platforms, we recommend using IT component fact sheets to represent them. This approach allows
obsolescence risks to be aggregated to the technical platforms and subsequently to the applications that
are part of or based on those platforms. This ensures that the dependencies and risks are captured accurately.

However, this approach does come with certain limitations, such as: Direct visibility of underlying IT
components is masked in the application fact sheet. This reduced transparency of dependencies could make it
harder for application owners to maintain and manage relevant dependencies. Also, representing multi-level IT
components in roadmaps can be challenging.

If there is a need to model platforms at the business level, use the Platform fact sheet.

Modeling Technical Platforms Using IT Component Fact Sheets

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3.7 AI Governance and Adoption
Learn how to implement AI governance and adoption practices in SAP LeanIX using the AI governance
extension to the meta model.

Overview

As organizations increasingly use artificial intelligence (AI) technologies, AI governance and adoption become
essential parts of enterprise architecture management. Establishing robust AI governance and adoption
practices helps you gain a comprehensive overview of AI usage within your organization. You can assess AI
potential, define clear AI governance policies, and mitigate associated risks. Implementing these strategies
maximizes the value of your organization’s AI investments.

In this tutorial, you’ll learn how to implement AI governance and adoption in SAP LeanIX using the AI
governance extension to the meta model. This extension enriches the meta model with AI-specific attributes in
line with best practices for AI governance and adoption. To capture additional AI-related information based on
your organization’s policies or specific frameworks, you can add custom fact sheet attributes and use them in
reports to analyze data and get insights.

What Is AI Governance and Adoption?

AI governance and adoption involves the management of applications and technologies using AI within an
organization. This concept is closely related to broader IT governance and management practices, with a
specific focus on AI technologies. It includes two key aspects:

• AI governance implies setting the rules and guidelines for how AI should be used within an organization.
The goal of AI governance is to mitigate risks, ensure ethical and responsible use of AI, and maximize the
business value of AI technologies.
• AI adoption refers to the process of integrating AI technologies into an organization's operations and
workflows. The goal of AI adoption is to use AI technologies to improve efficiency, enhance decision-
making, and drive innovation within the organization.

AI governance and adoption help organizations use AI technologies responsibly and effectively. They ensure
that organizations derive maximum value from their AI investments.

Why Is AI Governance and Adoption Relevant?

AI governance and adoption is an important aspect of enterprise architecture management, as it ensures the
alignment of AI technologies with business strategies, helping stakeholders in decision-making and strategic
planning. Given the transformative potential of AI technologies, robust governance and adoption practices can
provide a significant competitive advantage for an organization.

In this context, enterprise architects play an important role in AI governance and adoption. They align AI
initiatives with business goals while ensuring ethical and regulatory compliance. They act as a vital link between

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business strategy and IT capabilities, guiding the organization in prioritizing AI investments and facilitating
effective collaboration for maximum value delivery.

What Are the Benefits of Implementing AI Governance and Adoption

Practices?

By implementing AI governance and adoption practices in SAP LeanIX, you can gain valuable insights that
facilitate informed decision-making and foster alignment between business and IT stakeholders on your
organization’s AI strategy. These practices provide you with a robust framework for effectively managing your
AI initiatives, allowing you to:

• Assess AI potential: Evaluate AI potential at the business capability and application levels to identify areas
where using AI can significantly impact your organization and inform strategic planning.
• Get AI usage overview: Get a clear overview of which applications employ AI, including applications where
AI is available but not yet employed or where the AI status is unknown. You can collect this initial data from
fact sheet owners in SAP LeanIX using features such as surveys and to-dos.
• Evaluate AI risks: Evaluate AI-associated risks on applications and develop your risk-mitigation strategy.
• Standardize AI technologies: Visualize AI technologies in your IT landscape and identify technologies that
should be standardized.
• Manage AI-related transformations: Plan and manage transformations involving AI technologies effectively,
ensuring they align with your strategic objectives and deliver maximum value to your organization.

Which SAP LeanIX Products Are Needed for the Use Case?

SAP LeanIX Application Portfolio Management is the base product for implementing AI governance and
adoption. The AI governance extension to the meta model is available as an optional feature for this product.

If you want to plan transformations involving AI technologies, you also need SAP LeanIX Architecture and
Road Map Planning. To learn more about this additional product, see SAP LeanIX Architecture and Road Map
Planning [page 1707].

How Can I Implement AI Governance and Adoption?

Implementing AI governance and adoption is an ongoing process that should be integrated into the
organization's enterprise architecture management practices. This integration is crucial as it ensures that AI
technologies align seamlessly with the organization's strategic objectives, adhere to established IT standards
and policies, and contribute effectively to business goals.

To implement AI governance and adoption practices in SAP LeanIX, you need to activate the AI governance
extension to the meta model. Admin users can activate this optional feature in the Optional Features & Early
Access section of the administration area. For more information, see AI Governance Extension to the Meta
Model [page 193].

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Step-by-Step Guide

1. Collect initial information [page 486]: Begin by collecting initial information on AI potential, usage, risks,
and technology type to get an overview of your current AI landscape.
2. Assess AI potential [page 487]: Assess the potential of AI at both the business capability and application
levels to identify where AI can deliver the most value.
3. Evaluate AI-related risks [page 490]: Evaluate the risks related to AI usage in applications to develop an
effective risk mitigation strategy.
4. Standardize AI use [page 492]: Identify which AI technologies that are currently in use are not compliant
with your organization’s standards.
5. Plan AI-related transformations [page 494]: Create a strategic plan for transformations involving AI,
focusing on areas with high AI potential and aligning AI initiatives with your business objectives.

Related Resources

• Wiki: AI Governance Hub

• Press release: Flying blind: Only 14 percent of companies surveyed have a comprehensive overview of
generative AI usage
• Blog entry: AI Governance And Enterprise Architecture: Our Perspective
• Documentation entry: AI Governance Extension to the Meta Model [page 193]

3.7.1 Step 1: Collect Initial Information

Collect initial information on AI potential, usage, risks, and technology type to get an overview of your current
AI landscape.

Begin by collecting initial information on how AI technologies are currently used in your organization.
Maintaining accurate and up-to-date information about AI is an essential part of managing an organization’s
IT landscape. This ensures that AI technologies align with your organization's strategic objectives, comply with
IT standards and policies, and contribute effectively to the realization of business goals. It also helps with
managing the risks associated with AI technologies and optimizing their performance.

AI-Related Fact Sheet Attributes

The AI governance extension to the meta model in SAP LeanIX provides the following AI-related fact sheet
attributes:

• AI potential on business capabilities: This attribute helps identify the business capabilities that could
benefit the most from AI technologies.
• AI-related information on applications: The AI Governance and Adoption subsection within application fact
sheets includes dedicated fields for capturing information on AI usage, type, risk, and potential. These
attributes enable you to understand how AI is implemented in your applications.

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• AI mapping in the technology layer: For IT components employing AI technologies, the AI Radar
Classification field enables you to assess AI technologies and establish clear technology governance. If
relevant, you can create dedicated fact sheets for AI models, which are available as a subtype of IT
component fact sheets. This can help you map AI technologies to your IT landscape and understand their
impact on your technology layer.

Methods for Data Collection

You can collect initial AI-related data from fact sheet owners in SAP LeanIX using the following features:

• Surveys: You can create surveys with questions for AI-specific fact sheet fields. Once a survey response is
submitted, the corresponding fact sheet fields are updated. To learn how to use surveys, see Surveys [page
809].
• To-dos: With to-dos, you can assign tasks to fact sheet owners, ensuring that necessary updates or actions
are taken. To learn how to use to-dos, see To-Dos [page 842].

 Tip

You can begin by gathering information on the AI potential of business capabilities. Then, for those
business capabilities identified as having the highest potential (marked as Process Transformation), collect
information from the related application fact sheets. This approach allows you to narrow down the scope of
your analysis by focusing on the areas where AI has the highest potential for your organization.

Once you've collected initial AI-related information, you can assess the potential of AI on business capabilities
and applications. See Step 2: Assess AI Potential [page 487].

3.7.2 Step 2: Assess AI Potential

Assess the potential of AI at both the business capability and application levels to identify where AI can deliver
the most value.

After gathering initial AI-related information, the next step is to assess AI potential at both the business
capability and application levels. This assessment allows you to understand where AI can be most effectively
deployed within your organization. It helps you identify areas where AI can deliver the most significant benefits,
enabling you to prioritize your AI investments and strategies.

AI Potential on Business Capabilities

First, assess AI potential at the business capability level to identify where AI can be used most effectively within
your organization, ensuring that AI investments are aligned with the overall business strategy.

For this assessment, use the Business Capability Map report available in SAP LeanIX by default. Apply the AI
Potential view to the report and, if needed, use additional filters to further refine the report data. To learn more
about using this report type, see Landscape Report [page 685].

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 Business Capability Map Report with the AI Potential View Applied

AI potential on business capabilities is represented by the following values. You can complete the assessment
step by step, from the highest to the lowest potential:

• Process Transformation: First, identify business capabilities where AI has the potential to disrupt or
transform existing processes. These are areas where AI technologies can enable new ways of working,
create new business models, or significantly enhance the value delivered to customers.
• User Interaction Improvement: Next, look for business capabilities where AI can enhance user interaction.
This could include areas where AI technologies like chatbots, recommendation systems, or personalized
marketing can improve the user experience, engagement, and accessibility, as well as facilitate multilingual
communication.
• Efficiency Improvement: Next, identify business capabilities where AI is associated with efficiency
improvement. These are areas where AI technologies can automate routine tasks, streamline workflows,
and improve operational efficiency.
• No Potential: Finally, identify business capabilities with no AI potential, including those where AI usage
should be deliberately avoided. These are areas that won't benefit from AI technologies, and therefore,
investments in AI are not needed.

By carefully assessing business capabilities in this way, you can identify those with the highest AI potential.
This strategic approach ensures that AI technologies are used where they can deliver the maximum value.

AI Potential on Applications

After assessing AI potential at the business capability level, evaluate AI potential at the application level to gain
a more detailed understanding of where to apply AI technologies within your organization. This assessment can
inform decisions about where to invest in AI technologies, which applications to prioritize for AI integration, and
how to align AI adoption with business strategy.

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For this assessment, use the Application Landscape report and adjust it as follows:

1. Navigate to report settings by clicking Settings in the upper-right corner, then do the following:
1. In the Cluster By list, select Business Capabilities.
2. Under Multiple Properties, set AI Potential as an additional property (for example, left property).
2. Apply the AI Usage view to the report by selecting it in the upper-left corner.

Once you’ve adjusted the report view, you can use additional filters to refine the report data. As a best practice,
you can first focus on applications related to business capabilities with the highest AI potential to determine
which specific applications can best support these capabilities. In the left-side pane, apply a filter to only show
business capabilities with the highest AI potential (marked as Process Transformation).

Application Landscape Report Clustered by Business Capabilities Used for Assessing AI Potential on Applications

To get started, assess the AI potential on applications using the corresponding additional property.

• Applications with medium or high AI potential can significantly benefit from AI technologies, either by
improving their performance, enhancing their functionality, or enabling new capabilities.
• Applications with low AI potential are unlikely to benefit significantly from AI technologies. For these
applications, it may be more cost-effective to focus on other improvement initiatives rather than AI
integration.

After this initial assessment, analyze how AI is currently employed in applications in relation to its potential.
This will help you identify which applications have the most to gain from AI technologies. You can proceed as
follows:

1. Identify applications with high potential and active usage: These applications are effectively leveraging AI
and delivering significant value. They should be prioritized for further investment and development.
2. Identify applications with high potential and unknown or no usage: These applications represent
opportunities for improvement. Investigate why AI is not being used in these applications and consider
strategies to increase AI adoption.

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3. Identify applications with low potential and active usage: These applications may indicate that resources
are being wasted on AI technologies that aren't delivering proportional value. Consider redirecting these
resources to applications with higher AI potential.
4. Identify applications with unknown AI usage: Applications with unknown AI usage, regardless of their AI
potential, represent a potential risk. These could be shadow AI applications that need to be brought under
governance.

By analyzing the Application Landscape report in this way, you can gain insights into the relationship between
AI potential and AI usage in your organization. This can inform your AI governance and adoption strategies,
helping you to focus your efforts where they will deliver the most value.

 Tip

A good practice is to first target about 10% of areas where immediate changes are needed. After that, focus
on another 30% for the next phase of changes, leaving the rest for later. This gradual approach reduces the
risk of business disruption, which could occur if you try to implement AI everywhere at once.

Once you've assessed the potential of AI on business capabilities and applications, you can evaluate AI-related
risks. See Step 3: Evaluate AI-Related Risks [page 490].

3.7.3 Step 3: Evaluate AI-Related Risks

Evaluate the risks related to AI usage in applications to develop an effective risk mitigation strategy.

Evaluating risks associated with AI technologies is an essential part of an organization’s risk strategy. As a best
practice, AI risk assessment should be part of the regular work of risk managers.

For this assessment, use the Application Landscape report with the AI Usage view applied, as in Step 2: Assess
AI Potential [page 487]. In the report settings, under Multiple Properties, set AI Risk as an additional property
(for example, right property).

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 Application Landscape Report Clustered by Business Capabilities Used for Assessing AI Risks

To evaluate AI-related risks, you can proceed as follows:

1. Assess AI risk: Start by identifying applications with the highest level of AI risk. These could be applications
that handle sensitive data, have complex AI models, or lack robust security measures. Prioritize these
applications for further investigation and risk mitigation actions.
2. Cross-reference AI risk with AI usage: Applications with high risk and active AI usage need immediate
attention to mitigate risks. Applications with high risk and unknown AI usage represent a significant
unknown risk factor and should be investigated promptly.
3. Cross-reference AI risk with AI potential: Applications with high risk and high potential need careful
management to mitigate risks while maximizing potential. Conversely, applications with high risk and low
potential may not be worth the risk and could be candidates for decommissioning.

By using the report, you can plan your risk management initiatives. Here are some best practices:

• Prioritize applications with high risk, high usage, and high potential: These applications should be your top
priority because they have the potential to deliver significant value but also pose risks. They require robust
governance policies and risk mitigation strategies.
• Address applications with high risk and unknown usage: These applications represent a significant risk.
These could be shadow AI technologies that need to be brought under governance. Investigate these
applications promptly and bring them under control.
• Review applications with minimal risk, high potential, and active usage: These applications are your AI
champions because they're delivering high value with minimal risk. They should be used as models for AI
adoption in other parts of your organization.

By using these strategies, you can gain valuable insights into AI risks in your organization and make informed
decisions about AI governance and adoption.

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Once you've assessed AI-related risks, you can identify which AI technologies that are currently in use are not
compliant with your organization’s standards. See Step 4: Standardize AI Usage [page 492].

3.7.4 Step 4: Standardize AI Usage

Identify which AI technologies that are currently in use are not compliant with your organization’s standards.

 Note

The AI model subtype of the IT component fact sheet is available by default in new workspaces created
after October 29, 2025. Previously, this subtype was available in workspaces with the AI governance [page
193] extension activated and was named “LLM.” You can transition from the LLM to the new AI model
subtype. For details, see Scenarios for the AI Model Subtype [page 122].

Standardizing the usage of AI technologies is a critical step in effectively managing and controlling
their adoption within your organization. By establishing common standards for AI usage, you can ensure
consistency, improve interoperability, reduce complexity, and manage risks more effectively.

The Technology Radar report in SAP LeanIX is a valuable tool for this process. It provides a clear overview
of your technology landscape and helps you identify which AI technologies should be standardized. With this
report, you can visualize IT component fact sheets of the AI model subtype and their lifecycle stages. To learn
more about this report type, see Radar Report [page 717].

To adjust the Technology Radar report for this assessment, follow these steps:

1. Navigate to report settings by clicking Settings in the upper-right corner, then do the following:
1. In the Ring Category list, select Assessment Review.
2. In the Sector Category list, select Subtype.
2. Apply the Assessment Review view to the report by selecting it in the upper-left corner.

 Note

By default, some fact sheet fields are not included in report views to avoid overwhelming users with too
many views. If certain fields don’t appear in views, adjust the corresponding settings in the meta model
configuration. For more information, see Showing Fields in Views [page 947].

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 Technology Radar Report with a Sector for AI Models

Here's how you can use the Technology Radar report to gain insights and standardize the usage of AI:

• Visualize your AI landscape: The report provides a visual representation of your technologies, including AI
models, categorized by their lifecycle stages (Hold, Assess, Trial, Adopt). This can help you understand the
maturity and adoption of different AI models in your organization.
• Identify AI technologies for standardization: Use the report to identify AI models that are widely adopted
and mature (in the Adopt lifecycle stage). These AI models are good candidates for standardization.
• Monitor emerging AI technologies: The report can help you monitor emerging AI models (in the Assess or
Trial lifecycle stages) that could become future standards as they mature and their adoption increases.
• Manage AI technology risks: By tracking the lifecycle stages of AI models, the report can help you manage
risks. For example, AI models in the Hold stage could pose risks if they're widely used in your organization.
• Inform AI governance policies: The insights gained from the report can inform your AI governance policies.
For example, you could establish policies that encourage the use of standardized AI models and discourage
the use of AI models in the Hold stage.

After gaining a comprehensive understanding of how AI technologies are used in your organization, you can
plan AI-related transformations. See Step 5: Plan AI-Related Transformations [page 494].

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3.7.5 Step 5: Plan AI-Related Transformations

Create a strategic plan for transformations involving AI, focusing on areas with high AI potential and aligning AI
initiatives with your business objectives.

After gaining a comprehensive overview of AI technologies within your IT landscape, the next step is planning
AI-related transformations. This involves developing a strategy on how to best integrate and optimize AI
technologies within your organization. You can identify areas where AI can be leveraged to transform business
capabilities and applications and then create a detailed roadmap for these transformations.

You can track and manage your transformation projects using initiative fact sheets. You can create an initiative
fact sheet for each transformation initiative, documenting key information such as the project's objectives,
timeline, resources, and associated applications or IT components. To ensure that your transformation projects
are aligned with your organization's strategic goals, you can create objective fact sheets for AI-related
objectives. For more information about these fact sheet types, see Initiative [page 100] and Objective [page
124].

Within each initiative fact sheet, you can link the project to the relevant applications or IT components.
This provides a clear view of which parts of your IT landscape are affected by the transformation and helps
coordinate efforts across different parts of your organization.

To visualize your AI-related projects, you can use the Roadmap report, applying filters for specific AI-related
objectives. To learn more about this report type, see Roadmap Report [page 707].

Planning AI-Related Transformations Using the Roadmap Report

If your organization uses SAP LeanIX Architecture and Road Map Planning, which is an additional product,
you can visualize your transformation projects over time. You can create a roadmap for each transformation
initiative, showing when different applications or IT components will be affected. This helps ensure that your
transformations are well-planned and coordinated, and that they align with your overall enterprise architecture
strategy. To learn more, see SAP LeanIX Architecture and Road Map Planning [page 1707].

3.8 Portfolio Assessment Methodologies

Learn about the key assessment methodologies that help you evaluate and optimize your application portfolio.

Portfolio assessments help organizations maximize the value of their IT investments. By systematically
evaluating IT assets, businesses can make informed decisions, optimize resource allocation, reduce risks,
and ensure alignment with strategic goals. SAP LeanIX supports three proven frameworks: Gartner® TIME, 6R,

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and Pace Layering. These frameworks help organizations navigate rationalization, modernization, and cloud
migration confidently:

• Gartner® TIME Framework [page 495]: A structured approach for evaluating an organization's IT portfolio
by categorizing applications into four groups: Tolerate, Invest, Migrate, and Eliminate. This methodology
helps you make informed decisions about your IT investments by assessing the current state and future
potential of your applications.
• 6R Framework [page 501]: Guides enterprises through the process of cloud migration. It categorizes
applications into six categories: Rehost, Refactor, Rearchitect, Rebuild, Replace, and Retire. This
framework helps you determine the ideal strategy for each application in your portfolio, ensuring a smooth
transition to the cloud.
• Pace Layering Framework [page 507]: Segments an organization's business capabilities into three layers
based on the rate of change: Systems of Record, Systems of Differentiation, and Systems of Innovation.
This approach helps you manage your IT portfolio more effectively by tailoring strategies to the pace of
change required for each layer.

3.8.1 Gartner® TIME Framework

Overview

The Gartner® TIME framework is one of the key methodologies used in SAP LeanIX to evaluate an
organization’s application portfolio. It is recommended to apply TIME from the beginning, right from when
you realize your first use case with SAP LeanIX (Application Portfolio Assessment [page 274]), but also as a
common practice in other use cases such as Application Rationalization [page 311]. This page summarizes
what TIME classification is, how it is embedded into SAP LeanIX, and how we recommend using it as part of
your enterprise architecture work in SAP LeanIX.

Check also our other key methodologies, such as 6R [page 501] and Pace Layering [page 507], to further
enhance your enterprise architecture practices with SAP LeanIX.

TIME Classification

The Gartner® TIME framework is a methodology used in Enterprise Architecture Management to assess an
organization's application portfolio. TIME stands for Tolerate, Invest, Migrate, and Eliminate. It categorizes
applications based on their strategic value and the effort required to manage them effectively. The TIME
classification helps in assessing and prioritizing applications for rationalization and modernization initiatives.

In SAP LeanIX, the TIME classification for applications is based on the Functional and Technical Fit assessment
of the applications. Using those assessments, each application is categorized under one of four quadrants:

• Tolerate: Applications that don't provide the best business value but have an important function and high IT
quality.
• Invest: Applications valuable to the business and warrant future investment.
• Migrate: Applications serving a business purpose in the IT landscape but creating problems, and therefore
need to be migrated to improve function.

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• Eliminate: Applications that perform poorly and are no longer aligned with business activities.

Implementing the Gartner® TIME Framework in SAP LeanIX

In SAP LeanIX, the Gartner® TIME framework is represented as an attribute in the Application Fact Sheet type.
This attribute allows users to classify each application by specific TIME categories. The high-level steps to
implement TIME in SAP LeanIX are as follows:

• Assess each application’s Functional and Technical Fit.

• Based on that assessment, the TIME category of every application is determined.
• TIME classification of the application is then documented in the Application Fact Sheet in the TIME
Classification field under the Portfolio Strategy section.
• Use Reports and Diagrams to assess the application portfolio to gain valuable insights, which will help your
organization identify opportunities for rationalization and modernization initiatives.

The details are explained in the following sections.

 Tip

• During the assessment of applications' Functional and Technical Fit, data collection often poses
greater difficulty than making subsequent calculations or decisions. One of the challenge lies in
locating Business and Application Owners. Once these stakeholders are identified, extracting relevant
information can be achieved through surveys [page 809]. You can download and use Survey Template
specifically developed for TIME assessment from the SAP LeanIX store . To learn more on how to
enrich data for your assessment refer to Step 3: Enrich Data [page 318].
• SAP LeanIX Professional Services have developed a data-driven approach, employing well-structured
questions to assist this process. Reach out to your Customer Success Manager for more information.

Configuring the TIME Classification Attribute for Fact Sheets

In meta model v4 workspaces, the TIME Classification field is a default attribute of the Application Fact Sheet.

In meta model v3 workspaces, admins can add the TIME attribute to the workspace through the Optional
Feature and Early Access. To add the TIME attribute, do the following:

1. Go to the Administration area.

2. Open the Optional Feature & Early Access tab

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3. Click Activate on the Portfolio Strategy

4. Now, when you open your Inventory and go to one of your Application Fact Sheets, you can see the new
section that has been added.

Applying the TIME Classification

To determine the TIME classification, it is good to start by assessing the applications for Technical and
Functional Fit. These aspects guide you in determining the suitability of each application and making informed
decisions regarding its classification within the Gartner® TIME framework.

Technical Fit refers to the quality of your application; it answers if the application meets technical standards
and if it fits into your architecture. This involves service levels, risk, maintainability, reliance on technical
experts, information quality, and so on.

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Functional Fit describes how well the application aligns with your business needs. It reflects how well the
application supports business capabilities and processes. Rating each application as high or low for these two
items indicates which of the four TIME classifications to apply to it.

The following matrix illustrates how you can determine the TIME classification of the application based on its
Technical and Functional Fit.

Assign ranks to each of your applications for Technical and Functional Fit, and you'll then be able to assign a
TIME status to it as described here:

• Applications with a high Technical Fit but low Functional Fit will be Tolerated.
• Applications with a high Technical Fit and high Functional Fit will be Invested.
• Applications with a low Technical Fit and high Functional Fit will be Migrated.
• Applications with a low Technical Fit and low Functional Fit will be Eliminated.

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  Tip

SAP LeanIX Professional Services offers a way to automate this process for you. The custom TIME
algorithm allows you to determine Functional and Technical Fit in an objective and criteria-based way.
Reach out to your Customer Success Manager for more information.

TIME classification can be documented in the Application Fact Sheet under the Portfolio Strategy section.

1. In the Portfolio Strategy section, hover over the TIME classification field to see the Edit button appear.
2. Click on the Edit button on the right and choose the appropriate classification from the TIME classification
drop-down menu and save.

You can also automate the process of assigning TIME classification values based on the functional and
technical fit of applications. To learn how to configure this automation, see Automations Best Practices [page
1000] .

However, it is recommended that the final decision on how to deal with the application is not made solely on the
basis of the assigned TIME classification but after consulting with different stakeholders who would be affected
by the change.

Using the TIME Classification for Application Portfolio Assessment

Once the classification is completed, you can start creating insights out of the data by using various Reports.
For example, we can create a great overview of the TIME classification in the Application Landscape report

1. In an Application Landscape Report, apply the necessary filters to narrow down the view according to your
needs
2. From the View drop-down menu, select TIME classification. The colors depict the chosen TIME
classification.
3. You can also cluster the applications based on TIME classification from the Report Settings to visualize for
easier consumption.

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We can even enrich this report with Cost data being displayed simultaneously. From Report Settings, you can
choose to display the Cost data on either the Left or Right property.

Another example: If you like to see all the applications that are marked for elimination but will cause the least
impact on their business operation, you can leverage the Application Portfolio Report. Just set the X and Y axis
to TIME Classification and Business Criticality to get the desired view.

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You can learn more about obtaining insights from TIME classification through Reports in Step 4: Evaluate Data
[page 322]. For instance, if you also add the cost details to the Application Fact Sheet, you can quickly develop
a multidimensional view that allows you to quickly prioritize your applications for rationalization. For example,
identify high-cost applications that do not adequately serve your business which are classified under Eliminate.
Follow Step 4: Evaluate Data [page 322] to understand how to acquire cost outlook by using the Application
Portfolio Report.

 Note

To add the cost details, it is highly recommended to use out-of-the-box Apptio integration in SAP LeanIX. It
provides you with a holistic overview of your business, IT, and finances.

To learn more about using Reports and using them in more powerful and effective ways, check our
documentation on Reports [page 662]. It is also encouraged to check out the documentation on Application
Portfolio Assessment [page 274] and Application Rationalization [page 311] use cases to understand how TIME
classification could be useful and to get started with the use cases already.

3.8.2 6R Framework

Overview

The 6R framework is one of the key methodologies used in SAP LeanIX to evaluate an organization’s
application portfolio for cloud migration. It is recommended to apply 6R from the beginning, right from when
you realize your first use case with SAP LeanIX (Application Portfolio Assessment [page 274]), but also in other
use cases such as Application Modernization [page 337] and Application Rationalization [page 311]. This page
summarizes what the 6R framework is, how it is embedded into the SAP LeanIX, and how we recommend using
it as part of your enterprise architecture work in SAP LeanIX.

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Check also our other key methodologies, such as TIME [page 495] and Pace Layering [page 507], to further
enhance your enterprise architecture practices with SAP LeanIX.

What is 6R?

The 6R framework is a popular approach developed by AWS that helps organizations classify their applications
for cloud migration based on six different strategies. That includes Rehost, Replatform, Rearchitect,
Repurchase, Retain, and Retire. 6Rs assess applications for cloud readiness.

• Rehost: Also known as “lift and shift.” Rehosting is moving existing systems or applications to new
infrastructure or cloud-based platforms. It can be automated using tools and is an easy way to optimize/
re-architect applications already running in the cloud.
• Replatform: A way of identifying and modernizing parts of an application (IT components) to achieve some
tangible benefits, such as improved resource utilization, and improved security, while the core architecture
of the application remains the same.
• Rearchitect: This involves reimagining or restructuring an application architecture, usually using cloud-
native technology and modern architectures (for example, Microservice, Serverless). This is done when
an organization wishes to add features, scale, or improve application performance. This approach offers
the maximum benefits of the cloud, such as scalability, reliability, and cost efficiency, but it also requires
significant effort.
• Repurchase: The application is fully replaced by a Software-as-a-Service (SaaS) product.
• Retire: Deciding which applications can be removed because they are no longer required for the business.
Data archiving or data migration to a successor Application might be required.
• Retain: This is the ‘do nothing’ option. Applications that need no changes or should be revisited at another
time.

How to Implement 6R in SAP LeanIX

In SAP LeanIX, the 6R framework is represented as an attribute in the Application Fact Sheet type. This
attribute allows users to classify each application into specific 6R categories. An outline of the process of
implementing 6R in SAP LeanIX is as follows:

• Determine the 6R classification of each application. It is a process that involves collaboration and
considering various factors like technology needs, business impacts, and complexity of change.
• 6R classification of the application is then documented in the Application Fact Sheet in the 6R attribute
field.
• Users then can use Reports and Diagrams to assess the application portfolio, which will help them identify
opportunities for cloud migration and modernization initiatives. For more information, refer to Application
Modernization [page 337].

The details of these processes are further explained in the following sections.

But, to get started, you need to add the 6R classification attribute to your SAP LeanIX workspace. The process
of adding the attribute is described in the next section.

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Accessing the 6R Attribute in Fact Sheets

In meta model v4 workspaces, the 6R Classification field is a default attribute of the Application Fact Sheet. If
your workspace is not aligned with meta model v4, you can implement the 6R assessment by adding the 6R
Classification attribute as a custom field.

In meta model v3 workspaces, the 6R attribute can be added to your workspace through Optional Feature and
Early Access under Admin settings. As an Admin of a workspace, you do the following:

1. Go to the Administration page.

2. Open the Optional Feature & Early Access tab
3. Click Activate on the Portfolio Strategy

4. Now, when you open your Inventory and go to one of your Application Fact Sheets, you can see the new
section that has been added.

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Applying the 6R Classification

Applying the 6R classification involves a collaborative effort and considering various aspects of technological
need, business impacts, budgeting constraints, and the complexity of the change. To begin the process, engage
in discussions with relevant personnel within your organization who possess knowledge and insights about
the applications in question. Use the Surveys [page 809] feature to easily reach out to the responsible
stakeholders. This collaborative approach ensures that multiple perspectives are considered, leading to more
informed decisions.

During these discussions, focus on critical aspects such as scalability, reliability, and cost-effectiveness.
Consider how different approaches can enhance these factors, such as leveraging cloud computing or
modernizing the hosting environment. Assess each scoped application for specific requirements and
characteristics to determine which 6R approach aligns best with your organization's goals and resources.

In SAP LeanIX, 6R classification can be easily documented in the Application Fact Sheet.

1. Under the Portfolio Strategy section, hover over the 6R classification field.
2. Click the Edit button on the right.
3. Choose the appropriate classification from the 6R Strategy drop-down menu and save.

It is a good practice to also assess the complexity and priority of transformation efforts and fill in the respective
field.

Using the 6R Classification for Application Portfolio Assessment

SAP LeanIX Reports offer powerful ways to assess one’s application portfolio with 6R classification. For
example, you may want to begin modernizing applications that require minimal effort, especially in the initial
stages, when it is essential to focus on learning and upskilling the team. Focusing on Applications classified

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under Rehost gives you applications that require minimal effort, as rehosting is a quick way to migrate to the
cloud as you do not improve functionality.

You may also want to start with Applications with low business importance, migrate them to the cloud, and
incorporate the learnings into your successive iterations. If something fails, your business will not be impacted
majorly. Focusing on applications under Tolerate of the TIME classification narrows the scope to applications of
low business importance.

You can easily narrow down such applications using the SAP LeanIX Matrix Report [page 695]. You can
identify which applications are categorized as Tolerate under the TIME classification and Rehost under the 6R
classification.

To do that, do the following in the Matrix Report:

1. Set the X and Y axis to TIME Classification and Business Capability

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2. Apply the 6R Strategy view from the View drop-down menu, as shown in the following:

Another approach would be to focus on applications that take less effort but deliver high business impact to
show quick wins. You can just narrow down these applications as described above, but this time focus on those
applications that are classified as Rehost or even Replace under the 6R strategy and Invest under TIME.

 Tip

In certain situations, there may be intermediate steps involved in the modernization process. For example,
starting with a Rehost and then moving towards a Rearchitect once the necessary skills and budget are
available. Another scenario could be driven by a data center closure, where there is a need to swiftly
migrate all computing resources to the cloud to avoid extending an expensive contract.

Choosing the right strategy could sometimes be a complex task that requires asking the right questions
to the appropriate individuals. SAP LeanIX Professional Services have developed criteria to assist the
organizations in this process. Reach out to your Customer Success Manager for more information.

Perhaps your priority is rationalization and cost optimization. You can easily identify which applications to act
on for a quick win by focusing on applications classified as Retire and with the least business impact. You can
quickly narrow it down by using the Portfolio Report. In the Application Portfolio Report, set the X and Y axis
to 6R Strategy and Business Criticality to identify applications classified both as Retire and as Administrative
service.

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3.8.3 Pace Layering Framework

Overview

Pace layering is a methodology in SAP LeanIX that classifies business capabilities based on strategic value
and pace of change. This framework helps you develop enterprise architecture strategies tailored to each layer,
balancing stability, agility, and innovation. Pace layering supports informed decision-making during application
portfolio assessments [page 274] and application modernization efforts [page 337].

 Note

Many of the examples this documentation shares are based on SAP LeanIX meta model v4, the current,
recently updated meta model.

Pace layering categorizes business capabilities into three different layers:

1. Innovation: This layer includes business capabilities that support new business models, drive innovation,
and are potential revenue drivers in the future. Changes to these services occur at a high pace. IT
governance in this layer is scenario-based, accounting for increased complexity and rapid changes as
the business capability is supported by emerging technologies and experimental applications. This layer
ideally consists of 5 % to 10 % of your portfolio.
2. Differentiation: This layer includes industry and/or company-specific capabilities that give the company a
competitive advantage. Changes to these services occur at a moderate pace. IT governance in this layer
is relatively flexible and autonomous, focusing on sustaining market advantages. This layer would ideally
consist of around 20 % of your portfolio.
3. Commodity: This layer supports business capabilities by core transactional systems such as databases,
ERPs, and CRMs that are critical to the business but change slowly over time. This layer includes highly

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 integrated processes for operational efficiency. IT governance in this layer is systematic and enterprise-
wide, focusing on standardization, reliability, and predictability. This layer would ideally consist of around
70 % of your portfolio.

Why Is It Relevant?

• Pace layering helps businesses categorize their business capabilities based on their pace of change. This
allows them to prioritize their IT investments and resources based on the needs of each layer.
• Pace layering enables you to establish different governing rules for different layers. This means that your IT
governance efforts will be a balance of stability, agility, and innovation.

How to Implement Pace Layering in SAP LeanIX

Implementing pace layering in SAP LeanIX involves determining the classification of each business capability,
documenting it, and using it for further assessment and planning of the enterprise architecture.

An outline of the process of implementing pace layering in SAP LeanIX is as follows:

• Determine and document the pace layering classification of each business capability. Learn how in
Modeling Pace Layers [page 509].
• Use Reports and Diagrams to assess the application portfolio guided by your pace layering strategies.
Learn more in Application of Pace Layering in Assessments [page 519].
• Finally, based on pace layering strategies, develop and implement the to-be-state architecture. Learn more
in Creating and Implementing a Future-State/To-Be-State Plan [page 520].

You can complement pace with other methodologies like TIME [page 495] and 6R [page 501] within SAP
LeanIX.

Prerequisites

To implement pace layering, you need a business capability map. Business capability mapping helps IT
and business understand each other's needs and gain transparency in enterprise architecture. It enables

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organizations to make informed decisions by classifying their capabilities into differentiation, innovation, and
commodity.

Read more on defining business capabilities in Getting Data into Your Workspace [page 19]. You can use SAP
LeanIX’s business capability map template as a quick start.

3.8.3.1 Modeling Pace Layers

Learn how to model the pace layering classification in SAP LeanIX.

Overview

Enterprise architects collaborate with stakeholders to determine the pace layering classification of each
business capability. Stakeholders include domain experts, business owners, and business strategists. They
gather diverse perspectives on the pace of change, strategic business value, technological dependencies, and
alignment with the organization's business strategy. Decisions are made and documented directly within SAP
LeanIXbased on this input. For collecting the defined pace layer strategy, you can also use the Survey [page
809] functionality.

 Tip

Classifying business capabilities can be a complex task that requires asking the right questions to the
appropriate individuals. SAP LeanIX Professional Services have developed a data-driven approach with
carefully crafted criteria to assist this process. Reach out to your Customer Success Manager for more
information.

There are three different ways to model pace layering in SAP LeanIX:

1. Using tags.
2. Using Fact Sheet fields.

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3. Creating a field on relations between two Fact Sheet types.

If you are a smaller organization and require only one pace layer strategy for the entire company across each
business capability, opt for either a tag or a field. However, if you intend to define a pace layer strategy for each
business unit, country, or brand of your organization, you should model it as a field on relation between the
Organization and Business Capability Fact Sheet types.

 Note

Assigning many tags to a Fact Sheet can clutter the user interface and make it harder to find relevant
information. In these cases, it's best to create custom fields on Fact Sheets. It offers more flexibility in
assessment.

Pace Layering Using Tags

Tags offer the easiest way to model pace layering classification. Tags are helpful for categorizing Fact Sheets
based on categories not covered by existing attributes or relationships.

To model pace layering with tags, start by creating a new tag group:

1. Go to My settings by clicking on your profile at the top right corner.

2. From under the Basic settings, click on Tagging to open the Tags section.
3. Click the New Tag Group button at the top to create the new tag group.

4. Fill in the fields such as Name and Description and select Business Capability from the Fact Sheet Type
drop-down menu, as that is the Fact Sheet Type we are applying the tags to. Then click Add to create the

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 group.

Create new tags in the newly created tag group. We've named this "PACE Layering".

1. Select the Tags tab From the PACE Layering tag group and click the Add Tag button.
2. Create the three tags -- Commodity, Differentiation, and Innovation.
3. Choose the color of the tags for easy differentiation. It is also a good practice to fill in the description so
that the other users know what the tag means.

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Now, apply these tags to Business Capability Fact Sheets based on your organization’s situation and already
completed classification assessment.

1. Select the Business Capability Fact Sheet from the Inventory.

2. Click Edit Tags at the top of the sheet.
3. Select the right pace layering tag based on your classification.

Now, you can use various Reports to visualize the applied pace layering classifications. An excellent place to
start is using the Business Capability Landscape Report.

1. Select Business Capability Map in the Landscape Reports section.

2. From the View dropdown, select the PACE Layering tag group, which was created earlier.

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Pace Layering Using Fact Sheet Fields

In meta model v4 workspaces, there is a specific Fact Sheet attribute to model pace layering. In Business
Capability Fact Sheets, the Strategic Importance field under the Maturity subsection enables you to apply the
pace layering classification.

In meta model v3 workspaces, you can add this field as a custom field. To add the custom field, follow the
instructions provided in the article Configure Workspace for Meta Model v4 [page 220].

Once you have added the field, you can select the appropriate pace layering classification based on your
assessment.

Now, you can use various Reports to visualize the applied pace layering classifications. Again, using the
Business Capability Landscape Report is an excellent place to start.

1. Select Business Capability Map in the Landscape Reports section.

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2. From the View drop-down menu, select Strategic Importance.

Pace Layering Using Fields on Relations

This method involves establishing a new custom field on the relation between Business Capability and
Organization Fact Sheet types. This allows organizations to adapt their pace layering classifications based
on each business unit's specific requirements and varying priorities.

 Note

Modeling the pace layering classification through either tags or Fact Sheet fields is a straightforward and
convenient approach. Both options work well for classifying business capabilities up to level 3 in your
Business Capability Map. When using fields on relations for pace layering classification, it is advisable to
limit the classification to level 2 business capabilities to keep the process simple.

To establish this custom relationship, do the following:

1. In the Metal Model Configuration, under Administrative settings, select Business Capability Fact Sheet type.
2. To add a relation, click on any section, and you will see an icon labeled +Add Relation. Click on that icon to
begin adding a relation.
3. Choose Organizations as the Target Fact Sheet Type and fill in the description.
4. Choose Many to Many as the relationship type in the Multiplicity field.

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5. Choose the appropriate section in the target Fact Sheet type and click Create.

Now, you can create a new field inside the new section.

1. Click +Add Field in the newly created Organization section.

2. Fill in the Key field with an appropriate unique key. Here in this example, we are going with PaceLayering.
3. Choose SINGLE_SELECT from the Type drop-down menu.
4. Add Commodity, Differentiation, and Innovation as values in the Values field and click Create.

Add appropriate labels to ensure that the names are presented in an appealing and conventional format.

1. Select the Manage Translation tab (Globe icon) in the right side panel and choose the desired language for
the label.

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2. Enter the desired translation in Label and Field values as you like them to be displayed in the Fact Sheets.
Fill in the Help text fields as well, as it provides better context to the users.
3. Ensure that in the final tab of the right-side panel, you toggle the Include in views option to enable the newly
created fields to be visible in Report and Diagram’s view. To learn more about this option, see Showing
Fields in Views [page 947] .
4. Click on Show changes and click Apply.

You can now start classifying each Business Capability in each organization distinctly. In the Business
Capability Fact Sheets, you will see the newly established field Organization, where the relation to Organization
can be established, and pace layering classification can be applied.

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Since we have established a <Many to Many> relationships between Business Capability and Organization
Fact Sheet types, you can also apply the pace layering classification from Organization Fact Sheets.

You can now use SAP LeanIX Diagrams to visualize the pace layering through the fields-on-relations approach
effectively.

Using Diagrams to Analyze Pace Layering

Modeling pace layering through Fields on Relations, enables you to use Diagrams [page 745] to model specific
architectural elements by breaking down the architecture into smaller scopes.

To start, bring the Business Capability Fact Sheets into the Diagram editor.

1. Click the + icon from the Toolbar and choose Insert from Inventory.
2. A window showing all the Fact Sheets from the Inventory will open. You can use filters to choose the
Business Capability Fact Sheets.

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3. Select individual fact sheets using the check box to the left and click Insert selected.

To visualize the pace layering, add the dependent Organizations and apply the Pace Layering View.

1. Right-click on the shapes for which dependency has to be visualized

2. Select Show dependency From the context menu and click Organization.
3. From the View drop-down menu at the top, select Organization and click Business Capabilities: Pace
Layering.

You can expand and customize the report according to your needs. For instance, if you want to delve deeper
into the Organization "Spain" and its related business capabilities, you can right-click on that Fact Sheet,
and click on Business Capabilities under Show dependency. This action will display the connections between
Organization Spain and the associated business capabilities, in this case, Customer Service.

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In the given example, if you noticed, there was a change in Spain's classification color from Commodity
to Innovation. For Spain, the Business Capability Legal was categorized as Commodity, while the Business
Capability Customer Service was classified as Innovation. The color change occurred because the aggregation
was set to Maximum, and in the meta model, we had the Innovation category set as Maximum. You can refer to
the relevant resources on aggregation in the article Diagrams [page 745].

3.8.3.2 Application of Pace Layering in Assessments

Learn how to use pace layering to guide assessments.

Overview

Once strategies are defined for each business capability, the next step is to conduct an Application Portfolio
Assessment [page 274] at the application level. Here, the pace layering classification becomes a valuable tool
for prioritizing focus areas:

• If the goal is to create new business value , prioritize business capabilities classified as "Innovation".
• If the objective is application rationalization [page 311], focus on "Commodity" capabilities. You can also
narrow the scope by focusing on specific regions or business units.
• If you're working on application modernization [page 337], focus on applications supporting "Innovation"
and "Differentiation" business capabilities and assess how many applications earmarked for cloud
migration support such capabilities.

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Focusing on Specific Capabilities

When assessing applications that support "Innovation", for example, consider the following key questions:

• Are these capabilities still reliant on legacy technologies?

• Which applications could benefit from cloud migration to enhance scalability and agility?
• Is the current technology stack suitable for implementing innovative ideas, or are there signs of
obsolescence?

For the last point, we recommend using SAP LeanIX Technology Risk and Compliance [page 1683] to gain
detailed insights into technology risks and outdated components.

Integrating TIME Classification with Pace Layering

Pace layering can also guide the implementation of the TIME classification [page 495] (Tolerate, Invest,
Migrate, Eliminate) by applying distinct criteria for each layer:

• Innovation: Apply, experiment, and embrace the possibility of failure, resulting in fewer applications
categorized as "Tolerate".
• Differentiation: Ensure that enough applications are categorized as "Invest" to support differentiation
efforts.
• Commodity: Focus on stability, efficiency, and security.

Creating and Implementing a Future-State/To-Be-State Plan

After conducting an application portfolio assessment, the next step is to create and implement a future state
or to-be-state plan. This involves defining a transformation roadmap based on the findings and decisions made

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during the assessment. If there are already decisions for specific applications, those can be aggregated and
incorporated into the roadmap.

SAP LeanIX Architecture and Road Map Planning [page 1707] provides valuable functionality to structure and
manage the transformation program using initiative fact sheets.

While developing the to-be state plan, the pace layering of business capabilities makes it easier to identify if
budget allocations align with strategic priorities. If investments heavily favor "Commodity" capabilities while
the strategic focus is on "Innovation" and "Differentiation", adjustments can be made to reallocate resources
accordingly. This ensures that investments are aligned with the organization's strategic objectives.

Regular reassessment of the pace layering classification is recommended whenever the organization's
business and IT strategies change. This ensures that the classification remains aligned with the organization's
strategic goals.

 Tip

• Incorporate the pace layering approach into the strategic IT planning process.
• Perform frequent impact analysis on systems of innovation.
• Use pace-layered capability maps as a basis for bimodal strategies.
• Promote configurability only in systems of differentiation and innovation. Keep in mind that not
everything can be a system of innovation; the allocation will differ based on your company's operating
model.
• Set consistent definitions and evaluation criteria for stakeholders when segmenting capabilities.
• Model pace layers only after business capabilities are fully defined.
• Re-assess business capabilities against future-state architectures.
• Gauge IT investments with expertise across departments to broaden the feedback loop.
• Couple pace layering models with centralized data on IT costs to streamline and increase the
effectiveness of IT investments.

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4 User Guide

Learn how to manage your enterprise architecture in SAP LeanIX.

This guide covers essential topics for users working with SAP LeanIX. Explore specific sections in this guide to
learn how to interact with and analyze inventory data, manage your tasks, and collaborate with your team in
SAP LeanIX.

If you're new to SAP LeanIX, these guides will help you get started:

• SAP LeanIX for Application and Business Owners [page 26]

• SAP Leanix for Enterprise Architects [page 15]

In This Section

• Dashboards [page 522]

• Inventory [page 572]
• Reports [page 662]
• Diagrams [page 745]
• Collaboration [page 807]
• AI Capabilities [page 849]
• AI Agent Hub [page 866]
• MCP Server [page 879]
• Workspace Views [page 884]
• Presentations [page 886]
• Collections [page 895]
• Notifications [page 905]
• User Profile [page 906]

4.1 Dashboards

Dashboards enable you to consolidate and interpret data in one place, facilitating informed decision-making
and promoting efficient task management. Learn how to create, customize, and manage dashboards.

Overview

The dashboard is the central hub where you can consolidate and present key information and metrics
about your enterprise architecture management data in an organized and easily accessible way. You can use

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reports, diagrams, charts, graphs, and summaries to provide a quick overview of your enterprise architecture
management data and performance.

Dashboards make it easier to identify trends and patterns and help you effectively communicate your insights
to different stakeholders. They play a vital role in strategic planning by helping C-level stakeholders make
informed decisions and stay aligned with organizational goals.

Dashboards offer a comprehensive and real-time overview and can serve as a centralized hub for tracking
progress and identifying areas that require attention or action by displaying new and pending action items,
surveys, and more. When you sign in to SAP LeanIX, you automatically land on the default dashboard. You can
navigate between the dashboards available to you using the left-side navigation pane.

Example Default Dashboard

This guide covers how you can create and edit dashboards to consolidate data from various sources into a
single, easy-to-navigate view, enhancing communication and oversight. To learn about various administrative
settings that workspace admins can manage, see Dashboards Settings [page 988].

Creating a Dashboard

You can create new dashboards to facilitate stakeholder management and showcase key deliverables and
objectives specific to major initiatives.

To create a new dashboard, follow these steps:

1. On the dashboard page, click New Dashboard.

2. On the page that appears, enter a name for the dashboard and select how you want to proceed:
create an empty dashboard from scratch or copy an existing dashboard and then customize it to your
needs. Selecting an existing dashboard as a template allows you to create new dashboards with less
effort, making it easier to tailor information for different stakeholders or teams based on their roles and
responsibilities.

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3. Click Create Dashboard. You land on the dashboard editing page.
4. To add panels to the dashboard, drag and drop them from the right-side panel to the dashboard grid. If
prompted, configure the panel by providing a title and selecting the elements to include, then click Save.
You can include reports, diagrams, fact sheet charts, KPI panels, and more.

 Tip

For optimal performance and to prevent potential slowdowns, it's recommended to limit the number
of panels added to dashboards, particularly those containing large volumes of data, such as saved
searches. Try to avoid adding more than 30–40 panels to a dashboard for the best user experience and
system performance.

5. Adjust the dashboard layout. You can move, resize, duplicate, and delete panels.
To resize a panel, hover over the panel border until the cursor transforms into a double-sided arrow, click
and hold the border, then drag it to achieve the panel size that you need. You can also use keyboard
shortcuts to resize panels and perform other actions. To learn more, see Keyboard Navigation and
Shortcuts [page 531].
You can apply the global filter to the dashboard to filter contents in all panels. To learn more, see Global
Filtering in Dashboards [page 524].
6. Click Save.

Resizing and Moving Dashboard Panels

Global Filtering in Dashboards

The dashboard's global filter allows you to apply filters across multiple dashboard panels. This lets you
customize and reuse dashboards for different stakeholder groups or business units without the need to
duplicate the dashboard or edit individual panels. The affected panels display the filtered content, streamlining
your data presentation process.

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Global filters affect the following types of panels:

• Reports
• Fact sheet charts
• Saved searches

 Note

Global filters are added on top of filters already applied at the panel level. The scope of global filters is
only limited to dashboards and does not affect filters elsewhere in the workspace. Therefore, your reports,
diagrams, or saved searches remain unaffected by global filters. For example, when you open a report from
the dashboard, you get the view with the original filters set at the report level.

If a global filter is not applicable to a panel or conflicts with panel-level filters, a banner is displayed on the
affected panel saying the filter can not be applied. The banner will not affect the appearance of the dashboard,
as it is visible only during dashboard editing.

The dashboard's global filter is fact sheet type specific. For example, if you want to filter applications with
relation to certain organizations, you need to choose the application fact sheet type and then specify the
related organizations.

Applying the Global Filter

Follow these steps:

1. When creating or editing a dashboard, at the top of the dashboard, click Apply global filter.

Applying the Global Filter to a Dashboard

2. In the dialog that appears, apply the filters that you need, then click Use Fact Sheet Filter.
The applied filters appear at the top of the dashboard. You can add or modify them to meet your needs.
The content of the dashboard panels updates accordingly based on the applied filters.

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 Applied Global Filters
3. To save the dashboard with the global filter applied, click Save.

The dashboard is saved with the applied filter. The dashboard panels display filtered content.

Editing a Dashboard

You can edit a dashboard to update information, add new panels or metrics, customize the layout, or refine the
visual presentation to better meet the evolving needs of stakeholders or teams.

 Note

The ability to edit a dashboard depends on the permission that you have for this dashboard. For more
information, see Dashboard Permissions [page 530].

To edit a dashboard, click Edit Dashboard in the upper-right corner, make the changes that you need, then click
Save. You can do the following:

• Add panels: To add a panel to the dashboard, drag and drop it from the right-side panel to the dashboard
grid. If prompted, configure the panel by providing a title and selecting the elements to include, then click
Save.
• Duplicate or delete panels: To duplicate or delete a panel, click the three-dot icon in the upper-right
corner of the panel, then select the option that you need.
• Configure panels: To configure a panel, click the gear icon in the upper-right corner of the panel, apply the
changes that you need, then click Save. Some panels are non-configurable.
• Apply the global filter: You can apply the global filter to the dashboard to filter contents in all panels. To
learn more, see Global Filtering in Dashboards [page 524].
• Resize panels: To resize a panel, hover over the panel border until the cursor transforms into a double-
sided arrow, click and hold the border, then drag it to achieve the panel size that you need. You can also use
keyboard shortcuts to resize panels and perform other actions. To learn more, see Keyboard Navigation
and Shortcuts [page 531].
• Save a dashboard copy: You can save your current work as a new dashboard without changing the original
dashboard. To do that, on the right-side panel, click Save > Save as, then adjust the details of the new

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 dashboard as needed in the dialog that appears. Changes are saved to the new dashboard, leaving the
original one unchanged.

Setting the Default Dashboard

When you sign in to SAP LeanIX, you land on the default dashboard. The workspace admin configures whether
users can set their default dashboard or not. If this is not allowed, you automatically land on the default
dashboard set by the admin or the predefined dashboard. For more information, see Default Dashboard [page
989] in the administrator guide.

If selecting default dashboards is allowed, you can set any dashboard, except the predefined ones, as your
default. To do that, in the upper-right corner of the dashboard, click the three-dot icon > Set as Default.

Setting a Dashboard as Default

You can also set a dashboard as default from the dashboard details page. To do that, enable the My Default
Dashboard toggle, then save the changes.

Sharing a Dashboard

You can share a dashboard with other users to foster collaboration and ensure that team members have access
to the same insights. To view the dashboards shared with you, select Shared with me on the left-side navigation
pane.

To share a dashboard from an overview page listing multiple dashboards, on the dashboard preview, click the
three-dot icon > Share, select users, then click Share.

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 Sharing a Dashboard from the Dashboard Preview

To share a dashboard from the dashboard details page, navigate to the Shared with tab, select users, then click
Share.

Adding a Dashboard to a Collection

Collections enable you to arrange and categorize your dashboards, reports, and diagrams into custom groups
defined by the workspace admin. For more information, see Collections [page 895].

As an admin, you can add dashboards (except for predefined ones) to collections to arrange them into groups
by relevant topics. Collections appear on the left-side navigation pane and are arranged into collection groups.
If a collection doesn’t contain any dashboards, it doesn’t appear on the left-side navigation pane.

To add a dashboard to a collection, on the dashboard preview, click the three-dot icon > Add to collection, then
select a collection. You can add a dashboard to multiple collections.

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 Adding a Dashboard to a Collection

To remove a dashboard from a collection, navigate to the collection from the left-side pane, click the three-dot
icon on the dashboard preview, then select Remove from [Collection].

Adding a Dashboard to Favorites

You can mark user-defined dashboards as favorites for quick access to frequently used dashboards. To do this,
in the dashboards list, click on the star icon on the dashboard. You can also mark a dashboard as a favorite
from the dashboard details page.

Marking a Dashboard as a Favorite

Dashboards that you mark as favorites are indicated by a blue star. They appear in the Favorites section in the
Personal collection.

 Note

There is no limit to the number of favorites you can have, but marking too many dashboards as favorites
may defeat the purpose.

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Dashboard Details

To navigate to the dashboard details page, click the three-dot icon on the dashboard, then select Dashboard
Details. Here, you can view the dashboard details and, if you have the corresponding permissions, update
them.

Dashboard Permissions

By default, all workspace users can view and edit dashboards by default. Restricting view and edit permissions
for a dashboard helps control access and maintain data confidentiality. It ensures that only authorized
users can view and modify the dashboard, preventing unauthorized access and potential data breaches. The
dashboard owner always has edit permissions.

The following table lists default dashboard permissions for standard user roles.

Action Admin Member Viewer

Create a new dashboard Yes Yes Yes

Delete a predefined dash- Yes No No

board*

Delete a default dashboard** Yes No No

Delete a user-defined dash- Yes Depends on the view and edit Depends on the view and edit
board permissions set by the dash- permissions set by the dash-
board creator board creator.

Edit a predefined dashboard* No No No

Edit a default dashboard** Yes Yes Yes

Edit a user-defined dash- Yes Depends on the view and edit Depends on the view and edit
board permissions set by the dash- permissions set by the dash-
board creator board creator

Set the default dashboard for Yes No No

the workspace

Share a dashboard Yes Yes Yes

Add a dashboard to a collec- Yes No No

tion

* Predefined dashboards are built-in dashboards specifically designed for certain use cases.

** The default dashboard is the dashboard that users land on upon signing in. Any dashboard, except for the
predefined ones, can be set as the default dashboard by the admin.

Permission Types
The following permission types are available for dashboards:

• Can edit: All workspace users can view and edit the dashboard.
• Can view: All workspace users can view the dashboard, but only specific users who are granted editing
permissions can edit it.

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• No access: Only you can view and edit the dashboard. Only specific users who are granted viewing or
editing permissions can view or edit the dashboard.

Changing Dashboard Permissions

Follow these steps:

1. On the dashboard for which you want to change permissions, click the three-dot icon > Dashboard Details.
2. On the dashboard details page, navigate to the Permissions tab.
3. In the Permission Type list, select the option that you need, then add users and, depending on the option
that you selected, assign specific permissions.
4. Click Save.

Keyboard Navigation and Shortcuts

When editing a dashboard, you can use keyboard keys and shortcuts to navigate between the dashboard
panels, move, or resize them.

Navigation

Action Key

Navigate between panels and elements in the panel ↹ (Tab)

Moving Selected Panels

Action Key

Move a selected panel one unit to the right → (Right Arrow)

Move a selected panel one unit to the left ← (Left Arrow)

Move a selected panel one unit down ↓ (Down Arrow)

Move a selected panel one unit up ↑ (Up Arrow)

Resizing Selected Panels

Action Shortcuts for Windows Shortcuts for Mac

Scale up a selected panel by one unit to Alt + → (Right Arrow) ⌥ (Option) + → (Right Arrow)
the right

Scale up a selected panel by one unit to Alt + ↓ (Down Arrow) ⌥ (Option) + ↓ (Down Arrow)
the bottom

Scale down a selected panel by one unit Alt + ← (Left Arrow) ⌥ (Option) + ← (Left Arrow)
from the right

Scale down a selected panel by one unit Alt + ↑ (Up Arrow) ⌥ (Option) + ↑ (Up Arrow)
from the bottom

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4.1.1 Dashboard Modeling

Best practices and examples for creating dashboards tailored to various use cases.

Overview

Dashboards are and should be one of the main concerns of customers when creating their workspace or when
tackling a use case, because dashboards can provide great value to the user base.

A dashboard is a functionality in SAP LeanIX which allows customers access to new, pending actions and
information. It is also acting as an enabler of more efficient processes and as a tool for fast decision making. It
is used to organize the data stored in the workspace into actionable insights.

Dashboards can be understood as the headline of newspaper articles. The content of these articles comes
directly from the inventory and the reports in SAP LeanIX.

Dashboards are a collaboration feature that facilitates data sharing and highlights the rationale behind certain
decisions. They allow you to visualize data for efficient decision-making that aligns with your company's
strategy.

Main three uses of dashboards:

• Stakeholder Management/ Team Dashboards/ Persona Dashboard (e.g. CIO, Project Team)
• Call to actions with regards to use cases (e.g. What is the status of our cloud migration? Where is a review
of data for this use case necessary?)
• Deliverables (define strategies and objectives to display on dashboard)

 Note

The dashboards described here are examples and best practices from customers of different sizes and
largely independent of the industry.

If you are interested in creating one of the following described dashboards, please align with your CSM to
tailor the example/ best practice to your needs.

Stakeholder Management, Team Dashboards, and Persona Dashboard

Important features:

• Welcome message to address stakeholders directly

Welcome them to the workspace, explain to them what they see on the dashboard, eventually what is
required of them or what they are asked to do, and if applicable links to further resources, training material
and so on.
• Find reports and Fact Sheet charts that answer the stakeholders key questions,
eg. a CIO might ask:
• How do I increase revenue?
• How do I reduce cost?

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 • How do I manage risk?
• Use filtered and saved reports as well as Fact Sheet charts that show the overall health of the EA program
• Include a To Do Panel, so users are being led directly to their open tasks

Example: Project Dashboard

• Welcome message with an introduction to projects and this dashboard, including important links
• Project portfolio report to display project risk and business value
• Roadmap reports on companies' projects
• Fact Sheet chart to display projects to keep
• Fact Sheet chart on strategic importance of projects

 Note

In this example the Fact Sheet chart is making use of the Tag Group “Projects to keep” with 2 Tags
(Large benefit, marginal benefit) and the Tag Group "Group Technology Strategy Objectives" with 3 Tags
(Company Project, Foundational Project, Group Project).

Call-to-Action with Regards to Use Cases

Important features:

• Welcome message to introduce the use case, clarify the use case approach and eventually actions you are
asking for from users
• Include a To Do Panel, so users are being led directly to their open tasks
• Find Fact Sheet charts that answer the key questions/ address the key goals of the use case, eg.

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 • Save 20% of Application cost by Rationalization
• Reduce Technology Risk
• Show use case specific filtered and saved reports
• You might also want to include Metrics if applicable to show use cases development over time

Example: Data Completeness and Inventory Metrics

• Fact Sheet chart to show distribution of Tag Group "FormalCorrectness"

• IT Components with missing information (filtered report for “na”)
• Metrics: Number of Applications
• Metrics: Number of IT Components

 Note

In this example the Fact Sheet chart is making use of the Tag Group “FormalCorrectness” with 4 Tags
(Completed, New and not yet completed, Not yet completed, Not relevant).

Example: Application Rationalization

• Fact Sheet chart to show the distribution of Tag Group "TIME Model"
• Application TIME assessment in Application Portfolio report
• Application Roadmap

 Note

In this example the Fact Sheet chart is making use of the Tag Group “TIME Model” with 4 Tags (Tolerate,
Invest, Migrate, Eliminate).

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Example: Technology Risk Management
• Application Landscape clustered by TIME Model with technology risk view to see if the TIME assessment
adequately addresses your risks
• IT Component Landscape with providers criticality/ quality
• IT Component Landscape with Tech Category Resource Classification
• IT Component Landscape with technical fit view
• IT Component Matrix with lifecycle information
• Provider Cost report
• IT Component Roadmap

 Note

In this example the Fact Sheet chart is making use of the Tag Group “TIME Model” with 4 Tags (Tolerate,
Invest, Migrate, Eliminate).

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Example: Cloud Transformation
• Fact Sheet chart on Applications cloud transformation
• Fact Sheet chart on on-premise Applications, regarding the TIME model
• Reports Application Landscape with cost view
• Report on cloud migration project cost
• Report on current architecture 2020 versus target architecture in 2023

 Note

In this example the Fact Sheet chart is making use of the Tag Group “TIME Model” with 4 Tags (Tolerate,
Invest, Migrate, Eliminate) and the Tag Group “Cloud Transformation” with 4 Tags (On-Premise, Public
Cloud, Hybrid Cloud, Private Cloud).

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Example: KPIs for EA Status
• Fact Sheet chart on Applications with components reuse by Tag Group
• Fact Sheet chart on Projects reviewed by internal governance
• Fact Sheet chart on Project Landscape by Tag Group of projects strategic classification
• You might also want to include Metrics if applicable to show your KPIs development over time

 Note

In this example the Fact Sheet chart is making use of the Tag Group "Components Reuse", Tag Group
"Reviewed", Tag Group "Project Classification".

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Deliverables

Important features:

• Welcome message to give introduction to companies strategy and deliverables deriving from that
• Find reports and Fact Sheet charts that show the status of pursuing your companies strategy
• e.g. a Cloud Migration Strategy
• You might also want to include Metrics if applicable to show strategies development over time

Example: Cloud Migration Strategy

• Application Landscape report with view on Cloud Migration Strategy
• Report on cost per Business Capability
• Fact Sheet chart on Tag Group "Cloud Migration Strategies"

 Note

In this example the Fact Sheet chart is making use of the Tag Group "Cloud Migration Strategies" with 4
Tags (Repurchase, Replatform, Retain, Retire).

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4.1.2 Application Portfolio Management Dashboard

Use the Application Portfolio Management Dashboard to analyze your application portfolio.

 Note

The Application Portfolio Management dashboard is available in all SAP LeanIX products.

Dashboard Structure

The Application Portfolio Management dashboard consists of the following elements:

• Live applications by Business Capability

• application run cost broken down by Business Capability
• Portfolio Complexity
• Data Quality KPI

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General Features of the Dashboard

The dashboard provides the following key capabilities:

• KPI calculation: All KPIs are calculated on a daily basis and are archived in order to provide a KPI history.
KPI values are therefore never older than 24 hours. You can click most KPIs in order to navigate to the
Inventory and review the fact sheets that the KPI has been calculated on.

 Note

Not all subsets of fact sheets used for KPI calculation can already be represented as a filter in the Inventory.
This applies in particular to lifecycle filters. Therefore, there can be deviations between the subset of fact
sheets based on which the KPI is calculated and the fact sheets displayed in the Inventory after clicking
a KPI. Please note that these discrepancies do not affect the correctness of the KPI calculation. We are
actively working on making these filters available in the Inventory as well.

• Filters: All KPIs on the dashboard exclude applications that are "end of life", meaning that the application
has reached the so-called lifecycle phase. The same holds true for any fact sheet that has quality seal
"Draft" or "Rejected".
• Configuration: As of now, the dashboards aren't editable. Users can create a copy of them and then edit the
copies to their desire.

Live applications by Business Capability

This panel provides an overview of the number of applications your organization uses and groups them by
top-level Business Capabilities. Depending on the situation of your business, this count might be relevant to
you, e.g., if you are in a merger scenario, getting rid of redundant applications, or you might want to track your
rationalization efforts.

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The panel features an overview of the total number of applications and a count for every top-level Business
Capability. Additionally, a trend is represented next to each KPI, showing whether the KPI has changed within
the selected time interval.

There is also an entry "Missing Business Capability" or "n/A", which shows the number of applications not
supporting a Business Capability (most likely a hint that relations are missing). Currently, this is counting both
applications that don't have a link set and applications that have been set intentionally to "empty".

Application Run Cost Broken Down by Business Capability

This second panel helps you track the run cost of your applications as provided by the "Total annual cost" field
on the relation between IT Components and applications.

Example of the application "HR Admin" that is running on an IT Component with a total annual cost specified.

On the panel, users can review the total costs and costs grouped by the different Business Capabilities.

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Portfolio Complexity

Your portfolio's complexity can largely impact your organization. If, e.g., some applications are linked with many
Interfaces and support many different Business Capabilities, any change is expensive. The portfolio complexity
panel helps you in tracking key KPIs about the interconnectedness of your applications.

Monolithic Degree

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For every application (with at least one linked BC), we calculate the monolithic degree as follows:

1. We retrieve all linked Business Capabilities.

2. For all linked Business Capabilities, we determine the level 1 (top-level) Business Capability linked to it.
3. We count the amount of unique top-level Business Capabilities as a result.

To determine the monolithic degree of your portfolio, we take the average (mean) of all applications' monolithic
degrees.

As a guideline: A smaller monolithic degree is often preferable.

Average count of Interfaces per application

We count how many Interfaces (both providing and consuming) are available for every application and then
determine the average (mean) for all applications. A low value (<1) usually hints at missing data. A high value
(>10) hints at high complexity.

Average count of Processes / User Groups / Data Objects / IT Components linked to an Application

All of these KPIs aggregate the average counts of linked fact sheets of the specific type per application. Just like
before: A very low value hints at missing data, a very high one hints at high complexity.

Data Quality KPI

This panel allows you to track whether the necessary information is in place to perform your use case on this
dashboard.

Overall Completion of Applications

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Depending on your definition of the completion score on fact sheets (and their sections, subsection, and
fields), we will aggregate the completion score and show it in this panel.

Low Completion (<50%)

This is the number of fact sheets with a completion score below 50%. As we can't express this for now as an
Inventory filter, the KPI is not actionable. (We are working on that, though)

Broken quality seal

Count of fact sheets with a quality seal in the state "Broken".

Missing Business Capability / User Group

These are the respective counts of applications not being linked to any fact sheet of the type. As opposed to the
"grouped" KPI in the first panel, the intentionally left blank applications (see Leaving a Relation Empty [page
590] ) are not included in this count.

Missing Subscriber: Responsible

These are the count of applications where we couldn't find a subscriber with the subscription type
"Responsible".

4.1.3 Fact Sheet Owner Onboarding Dashboard

The Fact Sheet Owner onboarding dashboard helps new users learn SAP LeanIX. It offers resources and
panels for understanding responsibilities, managing data, and collaborating. It's the default dashboard for new
workspaces, featuring tutorials and links to product documentation.

Introduction

The Fact Sheet Owner onboarding dashboard supports new users with the adoption of SAP LeanIX. It provides
curated learning resources and dashboard panels that help Fact Sheet Owners get familiar with SAP LeanIX
and their responsibilities within the tool focused on data collection and maintenance. It serves as the landing
page that enables Fact Sheet Owners to stay on top of things when they continue to use SAP LeanIX. It is set as
the default dashboard for the new workspaces.

 Note

• The dashboard is provided to all newly created workspaces starting March 18, 2024.
• The dashboard is available for self-service activation in all workspaces starting August 12, 2024.

Activating the Dashboard

Admin users can activate the onboarding dashboard and make it available to all workspace users as a template.
To do that, navigate to the Dashboards section in the administration area, locate the Templates settings group,
then click Add template for the Fact Sheet Owner Onboarding Dashboard template and confirm your action.

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For more information, see Dashboard Templates [page 990].

Dashboard Structure

By default, the dashboard consists of the following areas:

• Welcome message and overview of learnings/resources

• Overview of personal Application Portfolio by attributes
• Overview of action items for collaboration in SAP LeanIX
• Advanced use: Overview of Application Landscape

Enablement Content
By default, the onboarding dashboard provides links to the SAP LeanIX product documentation for Application
and Business Owners. These resources assist users in navigating the workspace and taking their initial steps in
using SAP LeanIX during the onboarding process, including:

• What is SAP LeanIX and the value of Enterprise Architecture

• How to fill an Application Fact Sheet
• How to maintain data with Quality Seals and continuous updates

You can further add links to internal resources and relevant content available in your organization.

 Note

As an Admin, when you set up the dashboard for other users, ensure to include your team's email in the
placeholder next to 'contact your EA Team.'

Enablement Content in the Onboarding Dashboard

Overview of Personal Application Portfolio

Each Fact Sheet Chart in this section displays the current status of the Application Portfolio, filtered based on
the Fact Sheets the user has subscriptions to. Clicking on the columns leads to the inventory, to the list of
Application Fact Sheets filtered by the corresponding attribute of the column.

 Note

In the overview section, current staus of the Application Portfolio is visible only if subscriptions to
Applications are in place. During the onboarding phase, it is a key requirement for the EA team to subscribe
identified Application Owners to the respective Application Fact Sheets. Beyond onboarding, to maintain

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 data integrity, ensure each Application has at least one Responsible Owner. Fact Sheet Owners should also
subscribe themselves to new Fact Sheets on an ongoing basis.

• My Fact Sheets: Shows the list of all subscribed Fact Sheets. Clicking the link leads to the inventory, to the
list of Application Fact Sheets filtered by subscription of the respective user.
• Applications with Quality Seal Approved / Business Criticality / Lifecycle / Functional Fit / Technical Fit:
Each Fact Sheet Chart visualizes the number of Applications filtered by relevant attributes for the
respective user. This helps in analyzing the application portfolio at a glance. For example, if you want
to know how many of your Applications are mission critical, the Fact Sheet Chart on Business Criticality
gives you that information. While the columns ‘n/a’ give information on Application Fact Sheets that have
missing information, helping you easily identify Fact Sheets with missing attributes.
• Which Business Capabilities are supported by my Applications?: Shows the number of Applications filtered
by Business Capabilities for the respective user. This provides a quick understanding of the key business
functionalities and activities supported by the user's application portfolio.
• Which Organizations are supported by my Applications?: Shows the number of Applications filtered by
Organizations for the respective user. This provides a quick understanding of which organizational groups
and entities use the user's application portfolio.

Overview of Personal Application Portfolio

Overview of Action Items

This section focuses on collaboration and action items in the workspace. It shows a summary of Surveys and
To-Dos that are assigned to the respective user. By clicking on the action items, the user is directed to the
respective page and task.

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 Overview of Action Items

Overview of Application Landscape

This section presents the Application Landscape report, offering a holistic view of your organization's IT
landscape. It helps users understand how the applications support various business capabilities and provides a
color-coded overview of application lifecycle information. You can also add other relevant reports and panels as
per your needs

Overview of Application Landscape

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4.1.4 Application Portfolio Management Onboarding
Dashboard for Enterprise Architects

The Application Portfolio Management Onboarding Dashboard for enterprise architects streamlines the
process of onboarding to SAP LeanIX Application Portfolio Management.

Introduction

The Application Portfolio Management Onboarding Dashboard for enterprise architects supports them in their
onboarding journey, offering guidance and enablement resources essential to get started with SAP LeanIX
Application Portfolio Management.

 Note

The dashboard version available for your workspace depends on when the workspace was created. The
following dashboard versions were released:

• Version 2 (latest):
• Provided to all newly created workspaces starting June 6, 2024.
• Available for self-service activation in all workspaces starting August 12, 2024.
• Version 1: Provided to all newly created meta model v4 workspaces starting April 1, 2024.

Activating the Dashboard

Admin users can activate the onboarding dashboard and make it available to all workspace users as a template.
To do that, navigate to the Dashboards section in the administration area, locate the Templates settings group,
then click Add template for the Enterprise Architect Onboarding Dashboard template and confirm your action.

For more information, see Dashboard Templates [page 990].

Dashboard Structure

The contents of the onboarding dashboard vary depending on the version you're using.

Dashboard Version 2
The onboarding dashboard version 2 includes the following sections:

• Onboarding Guide: This section provides an in-app guide that helps you navigate the onboarding process
to SAP LeanIX Application Portfolio Management. To learn more, see Onboarding Guide for SAP LeanIX
Application Portfolio Management [page 551].
• Best Practice Metrics: The onboarding best practice metrics help you focus on establishing data quality
in your workspace right from the beginning of your SAP LeanIX journey. These metrics, aligned with the

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 milestones outlined in the SAP LeanIX Academy courses, provide orientation on what good data looks like
for each process step. For more information, see Understanding Best Practice Metrics [page 549].
• Support Channels: This section provides links to various enablement and support resources that you can
use to find answers to your questions and maximize your experience.

Dashboard Version 1

The onboarding dashboard version 1 includes the following sections:

• Academy Courses APM Onboarding: This section provides links to the SAP LeanIX Academy courses
relevant for enterprise architects.
• Onboarding Best Practice Metrics Report: This report helps you focus on establishing data quality in
your workspace right from the beginning of your SAP LeanIX journey. These metrics, aligned with the
milestones outlined in the SAP LeanIX Academy courses, provide orientation on what good data looks like
for each process step. For more information, see Understanding Best Practice Metrics [page 549].
• Further Resources: This section provides links to various enablement and support resources that you can
use to find answers to your questions and maximize your experience.

Understanding Best Practice Metrics

The reasoning behind various best practice metrics is explained in the following sections.

 Note

These metrics derive from the best practices of numerous customers. If they don't align with your situation,
feel free to deviate from them as needed.

Business Capabilities

The following table lists best practice metrics and explanations for business capability fact sheets.

Best Practice Metric Explanation

Level 1 business capabilities: Add a minimum of 7, but no In general, capturing 7-20 business capabilities at level 1 pro-
more than 20 to the workspace. vides a robust foundation and comprehensive overview for
organizations.
Level 2 business capabilities: Add a minimum of 5, but no
more than 10 for each level 1 business capability. Adhering to the MECE principle (Mutually Exclusive, Com-
pletely Exhaustive) becomes challenging with a high number
of business capabilities. Avoiding excessive granularity is im-
portant to balance effort and productivity.

This strategic approach supports initial use cases and pro-

vides further insights once a comprehensive business capa-
bility model is established.

This methodology aligns with capability-based planning,

Pace Layering, and strategy/goal alignment.

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Best Practice Metric Explanation

Add no more than 3 levels of business capability hierarchy to Excessive depth in your categorization may lead to over-
the workspace. compartmentalization, potentially making it challenging for
most users to understand business capabilities.

Ensure that at least 80% of business capabilities have a Clear, concise, and universally understood definitions of
description. business capabilities are crucial for your organization and
stakeholders. This clarity is key to facilitating effective analy-
sis and generating insightful outcomes within SAP LeanIX.

Organizations

The following table lists best practice metrics and explanations for organization fact sheets.

Best Practice Metric Explanation

Level 1 organization: Add a minimum of 15, but no more than Starting with 15-20 organizations at level 1 provides a robust
foundation and comprehensive overview while keeping the
20 to the workspace.
maintenance effort manageable. You can add more organiza-
Level 2 organization: Add a minimum of 5, but no more than tions at any time if needed.
10 for each level 1 organization.

Add no more than 2 levels of organization hierarchy to the Avoiding excessive granularity is important to balance effort
workspace. and productivity.

Ensure that at least 80% of organizations have a description. Clear, concise, and universally understood definitions of or-
ganizations are crucial for your organization and stakehold-
ers. This clarity is key to facilitating effective analysis and
generating insightful outcomes within SAP LeanIX.

Applications

The following table lists best practice metrics and explanations for application fact sheets.

Best Practice Explanation

Applications* are added to the workspace, using at least An important prerequisite for effective enterprise architec-
60% of the quota. ture governance is creating transparency in your entire appli-
cation portfolio. We encourage importing all known applica-
tions into the workspace, aiming for at least 60% of your
quota to start. To reflect the focus of your current architec-
ture work, use the "In scope" field for a focused subset of
your landscape. See the following metric for more details.

At least 20 applications* are in scope. When you're getting onboarded to SAP LeanIX, start with at
least 20 critical applications. After assessing the initial set of
applications, extend the scope.

At least 20 applications* have a description. Application descriptions help stakeholders understand their
purpose. Names alone may not be universally understood.
To streamline the process of creating descriptions, you can
use AI capabilities, available in the upper-right corner of the
inventory. For more information, see AI Capabilities [page
849].

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Best Practice Explanation

At least 20 applications* have a subscriber of type Responsi- Accurate, comprehensive, and up-to-date information in
ble. your inventory is crucial. Assigning fact sheet responsibility
and ownership through subscriptions enables you to ensure
information reliability.

At least 20 applications* are linked to business capabilities. Establishing accurate relations is crucial for deriving mean-
ingful insights from reports. The metric does not cover re-
At least 20 applications* are linked to organizations. lations between application fact sheets of the deployment
subtype and organization fact sheets. To learn more, see
Application Fact Sheet Subtypes [page 61].

At least 20 applications* have a lifecycle other than N/A. This is important for obsolescence risk management. Also,
it enables you to focus on applications that are not already
terminated.

At least 20 applications with business criticality, functional These are key input factors for application portfolio assess-
fit, and technical fit assessed. ment and TIME classification assessment.

At least 20 applications* with an approved quality seal. This ensures data quality validation through fact sheet own-
ers.

At least 1 application* is selected for elimination using the This signifies the initiation of application rationalization,
TIME assessment methodology. marking the first business value generated in SAP LeanIX.

* Count all application fact sheets where the subtype is business application or empty.

4.1.4.1 Onboarding Guide for SAP LeanIX Application

Portfolio Management

The onboarding guide offers a streamlined onboarding process for SAP LeanIX Application Portfolio
Management, providing step-by-step instructions, resources, and progress tracking.

Introduction

The onboarding guide for enterprise architects streamlines the process of onboarding into SAP LeanIX
Application Portfolio Management, offering step-by-step guidance, relevant resources, and progress tracking
through best practice metrics. The guide provides enablement content for each onboarding step and enables
you to efficiently track your progress on task completion right in the application.

 Note

The onboarding guide is available as part of the Application Portfolio Management Onboarding Dashboard
for enterprise architects version 2. This dashboard version is provided to all newly created workspaces
starting June 6, 2024 and is available for self-service activation in all workspaces starting August 12, 2024.

For more information, see Application Portfolio Management Onboarding Dashboard for Enterprise
Architects [page 548].

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 Onboarding Guide for SAP LeanIX Application Portfolio Management

Onboarding Progress and Data Quality

The onboarding process is structured into goals, milestones, and tasks, which enables you to complete each
step methodically and track your progress. Additionally, you can use best practice metrics to benchmark the
data quality of your workspace.

Goals
A goal represents a significant step or phase in the onboarding process, focusing on achieving a specific
outcome or result. It sets a broad objective that is accomplished by completing a series of milestones and
associated tasks. A goal is marked as completed in the following cases:

• When at least one milestone is completed and all other milestones are skipped.
• You've completed the entire journey, which marks all open goals as completed.

Milestones
A milestone consists of several tasks and associated best practice metrics. You can complete or skip the entire
milestone. The status of a milestone automatically updates based on the status of associated tasks.

• When all tasks within a milestone are completed or skipped, the milestone status changes to completed or
skipped, respectively.
• When you mark a milestone as completed or skipped, all open tasks are marked as completed or skipped,
respectively.
• When at least one task is completed and all other tasks are skipped, the milestone status changes to
completed.

Tasks
Tasks are the smallest units of the onboarding process, each containing specific action items. Each task
includes a link to a detailed guide for that process step.

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You can mark a task as completed or skipped, which enables you to track your progress. However, remember
that tasks should be skipped sparingly. If needed, you can reopen a task by clicking Reopen.

Best Practice Metrics

In addition to tracking the completion of tasks, milestones, and goals, you can benchmark the quality
of your workspace data against SAP LeanIX best practices during onboarding. For more information, see
Understanding Best Practice Metrics [page 549].

4.1.5 Architecture Executive Dashboard

The architecture executive dashboard provides essential KPIs related to the organization’s IT landscape,
enabling informed, data-driven decision-making through valuable insights.

Overview

The architecture executive dashboard provides a snapshot of your organization's IT landscape through key
performance indicators (KPIs). It offers a rapid overview of areas that may need further attention. By analyzing
KPI data, you can delve deeper into specific metrics and identify emerging trends. This data-driven approach
can help inform strategic decisions and guide future IT initiatives.

The dashboard is customizable to suit your organization's unique requirements. You can configure filters for
KPIs to analyze the metrics most relevant to your organization. For a more focused view, you can select the
KPIs to display, hiding irrelevant ones.

Primarily designed for executives with the admin user role, the dashboard provides valuable insights that can
guide informed decision-making. Admin users can also grant access to non-admin roles, ensuring that key
insights are available to a wider audience within the organization.

To open the dashboard, navigate to the Dashboards tab from the navigation bar, then select Architecture
Executive Dashboard on the left-side pane.

Benefits
• Time efficiency: Minimize manual reporting efforts with a ready-to-use dashboard.
• Actionable data: Analyze current KPIs and take action to improve metrics.
• Clear metrics overview: Get insights from metrics based on best practices.
• Informed decision-making: Make informed decisions using historical data and insights.

Executive KPIs

The dashboard provides a set of predefined KPIs designed to facilitate effective enterprise architecture
management. These KPIs are grouped by use cases, focusing on critical areas like ERP transformations, data

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quality, application rationalization, and more. This lets you quickly access relevant metrics tailored to specific
business needs. For a complete list of KPIs available on the dashboard, visit Executive KPIs [page 571].

Here's how KPIs work:

• KPI logic and intent: Each KPI is constructed to evaluate performance for a specific metric. The
underlying logic centers on positive contributions, highlighting aspects that are correct, optimized, or
aligned with strategic goals. Conversely, KPIs also serve to identify areas that require attention or
corrective action, depending on the KPI's specific intent.
• Data structuring and analysis: Data associated with each KPI is prestructured to streamline analysis. This
predefined data logic lets you analyze metrics on multiple levels, distinguishing between summary data
(KPI results) and drilldown data (actionable insights). This structured approach helps you quickly access
the most relevant data without the need for extensive data interpretation.
• Data scope: You can analyze the overall state of your workspace or focus on specific categories by
configuring filtered views. Additionally, you can explore each KPI in detail to view associated data and
identify trends. This detailed exploration aids in understanding the nuances of performance metrics and
supports informed decision-making.

To learn how to use KPIs and gain insights, visit Using and Analyzing Executive KPIs [page 567].

Selecting Displayed KPIs

By default, the dashboard shows a set of predefined KPIs. You can select up to 4 KPIs for each use case.

Follow these steps:

1. In the upper-right corner of the dashboard, click the three-dot icon > Edit Dashboard.
2. For the use case you need, click Manage KPIs, then adjust the visibility of each KPI using the toggles.
3. Save your changes.

Selecting Displayed KPIs

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Configuring the Dashboard

 Tip

Configure the architecture executive dashboard before you start using it.

To limit the scope of data used in KPI calculations, configure the global filter and custom views for the
dashboard. For detailed information, visit Configuring the Architecture Executive Dashboard [page 557].

Configuring the Architecture Executive Dashboard

Navigating the Dashboard

The dashboard serves as a dynamic data funnel, allowing you to filter and drill down through various levels of
data. After configuring the dashboard and creating views, you can select these views to limit the scope of data
used in KPI calculations, focusing on the datasets you need. To learn how to navigate the dashboard step by
step, visit Navigating the Architecture Executive Dashboard [page 563].

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Permissions

Dashboard Permissions
By default, only admins can access the architecture executive dashboard. As an admin, you can grant read
and update permissions to non-admin roles. To do this, in the User Roles and Permissions section of the admin
area, select a non-admin role and adjust the permissions as needed under Architecture Executive Dashboard.

Configuring Dashboard Permissions for a Non-Admin User Role

KPI Permissions
The availability of specific KPIs on the dashboard for non-admin roles depends on their permissions for the fact
sheet fields involved in KPI calculations. To view a KPI on the dashboard, users with non-admin roles need at
least Read permission for all fact sheet fields involved in a KPI calculation. If Read permission is missing for
at least one field, the KPI becomes unavailable for selection. Advanced field permissions, if configured, do not
affect KPI calculations.

As an admin, you can configure fact sheet field permissions in the Meta Model Configuration section of the
administration area. For additional information, see Fact Sheet Permissions [page 963].

Sharing Data with the Executive Team

To give your executive team access to the architecture executive dashboard, you can use single sign-on (SSO)
or directly invite them to your workspace. Each method has its pros and cons. Granting full access increases
the risk of accidental changes to your workspace. For guidance on managing user access, see Managing Users
[page 1116].

Methods for granting access to a workspace include:

• SSO access (recommended): Manage access for your executive team through your SSO identity provider
(IdP). For instructions on setting up SSO, see Single Sign-On (SSO) [page 1140].
• Direct invitation: Add executives to a workspace using a direct invitation, bypassing SSO. When inviting
users, assign them a role. Consider the following:
• Admin role: Executives with the admin role can make changes to your workspace, which may pose
risks to its integrity.

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 • Viewer or member role: By default, viewers and members don’t have access to the dashboard. You
can adjust their permissions in the User Roles and Permissions section of the admin area.

Best Practices

• Configure the dashboard: Before you start using the dashboard, configure it. Create filtered views tailored
to your needs and, if needed, adjust the global filter. Customizing filters helps you concentrate on the most
relevant data.
• Regularly review the dashboard: Make it a habit to check the dashboard often. This keeps you updated on
your organization's IT landscape and lets you respond promptly to changes or issues.
• Leverage past data: Compare current data with past results. This historical perspective helps you
understand how your metrics have evolved over time and identify long-term trends or changes.
• Use KPIs judiciously: When KPIs represent more than one use case, add them only once to the area that
makes the most sense for you.
• Develop a phased approach: Build your KPI portfolio to mature alongside your organization's use of
SAP LeanIX. New customers might start with KPIs from the "Data quality" group, then complement them
with other metrics. Once data quality is in shape, you can focus on specific use cases like application
rationalization or ERP transformation.

4.1.5.1 Configuring the Architecture Executive Dashboard

Configure filters for the architecture executive dashboard to limit the scope of data used in KPI calculations.

To configure the architecture executive dashboard, click the three-dot icon in the upper-right corner and select
Dashboard Configuration. This action takes you to the administration area, where you can configure the
following:

• Global filter: This filter applies to all fact sheet types used in KPI calculations.
• Views: These are customizable inventory filters for specific fact sheet types used in KPI calculations.

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 Navigating to the Dashboard Configuration Page

Global Filter

The global filter applies to all fact sheet types used in KPI calculations. It supports the following attributes:

• Fact sheet statuses

• Quality seal states

By default, all values are selected, meaning no filter is applied. You can adjust the global filter by selecting
relevant values.

 Note

If you use a custom field instead of the quality seal, leave all quality states selected. You can filter fact
sheets using your customized field when using views.

Views

Views define how data is grouped and scoped across the architecture executive dashboard and KPI drilldowns.
You can apply inventory filters to each fact sheet type used for calculating KPIs:

• Initiative
• Business capability
• Application
• Organization

Views serve as a first-level drilldown for KPIs, allowing you to create custom perspectives on data. They're
especially useful for defining pragmatic, scenario-specific slices of data, like specific regions, defined teams, or
particular business units. You can configure views for specific purposes, apply them to different KPIs, and keep
the user interface clean and uncluttered. This approach helps intentionally scope data, enhancing relevance
and actionability across various KPIs.

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When you open the dashboard for the first time, no filter is applied, which is known as the default view. You can
create custom views and arrange them into groups based on your needs. After configuring views, they appear
in the View list in the upper-left corner of the dashboard. You can also adjust the default view by customizing
filters.

Selecting a View on the Architecture Executive Dashboard

Creating a View

You can create up to 15 views for the dashboard and add them into custom groups, with a maximum of 10
groups.

To create a view, follow these steps:

1. On the dashboard configuration page in the administration area, under Views, click Add View.

Selecting a View on the Architecture Executive Dashboard

2. Enter a name for the view.
3. Select a group to add the view to, or create a new one. The view and group names will appear in the View
list on the dashboard, so make sure to use meaningful names. Consistent terminology ensures that all
stakeholders understand the view’s purpose and can make relevant decisions.

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4. Apply inventory filters to the fact sheet types used in KPI calculations. For the fact sheet type you need,
click Manage, then apply inventory filters and confirm your action.
5. Save your changes.

Managing Views

In the Views section on the dashboard configuration page, you can:

• Create up to 15 views.
• Add views to custom groups, with a maximum of 10 groups.
• Duplicate views to create views with similar configurations.
• Show, hide, edit, reorder, or delete groups and individual views. Hover over a group or view, then select the
option you need.
• Adjust the default view by customizing inventory filters.

 Tip

To streamline the creation of views, duplicate existing views and adjust their configurations as needed. For
example, you can set up a view for a specific user group. Then, duplicate the view and modify the filters to
capture variations like subgroups, teams, or regions.

Options for Managing a View

Best Practices

Here are some best practices for configuring the dashboard:

• Start with Basic Filters [page 561]

• Configure Advanced Filters [page 561]
• Avoid Over-Scoping Filters [page 562]

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Start with Basic Filters

To get started, configure basic filters. Create groups tailored to specific regions, teams, and business units,
then add relevant views to each category. For example:

• Region: "North America," "Europe," and "Asia"

• Executive team: “Executive Leadership," "Board of Directors," and "Senior Management"
• Business unit: "Finance Unit," "HR Unit," and "IT Unit"

Configure Advanced Filters

Configure advanced filters using a single attribute to unlock additional insights. For example:

• Filtering by lifecycle
• Filtering by hierarchy level
• Filtering by functional or technical fit

You can create views for individual attributes to narrow the data scope for calculating KPIs. For example,
consider the KPI "TIME: application rationalization." The drilldown at level 2 includes:

• The number of applications linked to business capabilities, sorted by their hierarchy level.
• Applications stacked with the TIME classifications "Eliminate" and "Tolerate."

You can create views that exclude specific hierarchy levels to focus your KPI analysis. This approach allows for
targeted evaluations. Let's consider an example for a specific region. To create advanced filters, follow these
steps:

1. Create a view for “Asia” with all hierarchy levels to assess performance across the region. Add the view to
the "Regions" group.
2. Create a view for “Asia (hierarchy level 1)” filtered to business capabilities in the first hierarchy level and
applications in "Phase in" or "Active" lifecycle phases. This provides an extra level of scope into the data.
3. Create a view for “Asia (hierarchy level 4)” filtered to business capabilities in the fourth hierarchy level. You
can then examine the data in the second level of drilldown focused on that hierarchy level.

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 Example Views for Regions, Teams, and Business Units

Avoid Over-Scoping Filters

Filters are powerful tools in data analysis, but scoping them too tightly can lead to reductive results. For
example, selecting only "Perfect" for the functional fit or "Adequate" for the technical fit can:

• Hide problematic data that the KPI is designed to expose.

• Distort drilldown results, leading to poor insights or false positives.

Consider the KPI "Functional fit of applications." If you scope the "Functional Fit" filter to include only "Perfect,"
this excludes all poorly performing applications from the analysis. As a result, the drilldown lacks actionable
insights because it no longer highlights areas needing improvement.

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4.1.5.2 Navigating the Architecture Executive Dashboard

Learn how data on the dashboard is structured and how to navigate the dashboard to gain insights.

Dashboard Structure

The dashboard serves as a dynamic data funnel, allowing you to filter and drill down through various levels
of data. The table below outlines the dashboard's structure and levels, guiding you through the process of
navigating from summary metrics to actionable data.

Dashboard Structure
Data Level Goal Details

View Define the data scope and prioritize Views define how data is grouped and
specific areas for analysis. scoped across the dashboard and KPI
drilldowns. They serve as a first-level
drilldown for KPIs, allowing you to
create custom perspectives on data.
They're especially useful for defining
pragmatic, scenario-specific slices of
data, like specific regions, teams, or
Selecting a View on the Dashboard business units. To learn how to config-
ure the dashboard and create views,
visit Configuring the Architecture Exec-
utive Dashboard [page 557].

To narrow the scope of data used in KPI

calculations, select a view in the upper-
left corner. Starting with a focused view
enables a deeper and clearer explora-
tion of data, enhancing your ability to
derive meaningful insights.

If you haven’t configured any views,

only the default view is available.

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Data Level Goal Details

KPI breakdown (level 1 drilldown) Compare patterns or disparities across The KPI breakdown shows data filtered
structured groups, and focus on what’s by the custom categories you’ve cre-
more relevant. ated, such as business units, teams, or
regions. By analyzing KPI data across
different segments, you can pinpoint
specific areas that may require atten-
tion or improvement.

To drill down into KPI data, select a KPI

on the dashboard. In the overlay that
appears, use the Pivot by filter to seg-
Viewing the KPI Breakdown ment KPI results by your custom cate-
gories.

Data insights (level 2 drilldown) Gain insights into actionable data to im- Datasets for specific segments show
prove a KPI and move forward in your concrete details for a KPI, explaining its
transformation journey. current state and offering a foundation
for improvement strategies.

From the KPI breakdown, navigate to

specific datasets for a deeper analy-
sis. Examine the detailed chart and
use these insights to understand why
the KPI needs improvement. Based on
this information, make data-driven de-
Viewing Data Insights (Displayed on the cisions.
Right)
When a KPI reaches 100%, data in-
sights aren't available since there's no
data left to improve.

Example

The example below explains how to navigate the dashboard using custom views grouped into the following
categories:

• Region: "America," "Europe," and "Asia"

• Executive team: “CTO," "CIO," and "CEO"
• Business unit: "Sales," "HR," and "IT"

Follow these steps:

1. To narrow the data scope and focus on insights for a specific region, select a view from the "Region"
category in the upper-left corner of the dashboard, such as "America." This action filters all KPIs on the
dashboard for that region. KPI cards display how the current data compares to a past period (by default,
the last quarter).

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 Selecting a View
2. On the dashboard, select the KPI you want to analyze, such as "Technical fit of applications."

Selecting a KPI
3. In the overlay that appears, from the Pivot by list under Details, select the category for which you want to
view the KPI breakdown, such as "Executive team." With two filters applied, the chart presents datasets
specific to the American region and the executive team.

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 Selecting a Filter to View the KPI Breakdown
4. To view insights for a specific dataset, select it on the chart, such as "CEO." This filters data for the CEO
department within the executive team in the American region. Analyze how to improve the KPI and make
data-driven decisions. From here, you can navigate to the inventory to perform actions on fact sheets with
identified areas for improvement.

Selecting a Dataset to View Data Insights

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4.1.5.3 Using and Analyzing Executive KPIs

Gain insights from KPIs on the architecture executive dashboard to delve into data on your organization’s IT
landscape.

The architecture executive dashboard provides predefined KPIs designed according to best-practice metrics
for effective enterprise architecture management. These KPIs help you understand the performance of your
IT landscape and identify areas for improvement. For a complete list of available KPIs for each use case, visit
Executive KPIs [page 571].

To learn how to navigate the dashboard and gain insights step by step, visit Navigating the Architecture
Executive Dashboard [page 563].

KPI Status

KPIs compare the current period with a selected past period and are calculated daily, offering a daily snapshot
of workspace metrics. By default, data compares to the last quarter, but you can choose a different period from
the Compare to list in the upper-left corner. Comparing current data with past results provides a historical
perspective, enabling you to:

• Understand how your metrics evolve over time and identify long-term trends or changes.
• Benchmark current performance against historical data.
• Assess the impact of changes and initiatives on your IT landscape.

The KPI card displays percentage points (pp) to indicate how the KPI changes compared to the last day of the
selected period, expressed as a percentage. The color-coding on the KPI card reflects the comparison to a past
period:

• Green: improving
• Red: declining
• Grey: no changes
• No color-coding: comparison is not meaningful

For example, the KPI "Technical fit of applications" in the image below decreased by 7.7% this quarter, dropping
from 53.8% to 46.2%. The current metric is compared to the last day of the previous quarter. The color of the
KPI card is red, indicating a decline in KPI performance.

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 KPI Status Showing How Data is Compared to a Selected Period

 Note

A data error on KPIs usually means there's a backend calculation issue or filters have changed, making
comparisons temporarily invalid. These issues typically resolve automatically within 24 hours. If the error
persists beyond a day, contact support.

KPI Drilldowns

To extract meaningful insights from a KPI, it’s crucial to understand the drilldown process, which involves
analyzing data at different levels. Each KPI offers two levels of drilldowns:

• KPI breakdown (level 1 drilldown): At this level, you can break down KPI results by various filtered views
you've created, such as business units, teams, or regions. This segmentation helps you understand how
different parts of your organization contribute to the overall KPI. By analyzing how the KPI behaves across
different segments, you can pinpoint specific areas that may require attention or improvement.
• Data insights (level 2 drilldown): At this level, you gain access to detailed datasets that explain the current
state of a KPI. This data is specifically tailored to provide insights into why a KPI appears as it does,
offering a foundation for improvement strategies. For example, in the "Application Rationalization" group,
data insights show applications that are ready or recommended for rationalization, providing actionable
data to enhance KPI results.

KPI Breakdown

To view breakdown data for a KPI, select it on the dashboard. In the overlay that appears, use the Pivot by
filter to segment KPI results by the categories you've created, such as business units, teams, or regions. By
analyzing KPI data across different segments, you can pinpoint specific areas that may require attention or
improvement.

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For example, the KPI “Technical fit of applications“ in the image below shows how it performs across various
teams and business units. When a KPI reaches 100%, it indicates that no improvements are needed.

KPI Breakdown

Data Insights

To navigate to specific datasets for a deeper analysis, select them on the chart. Examine the detailed chart
and use these insights to understand why the KPI needs improvement. Based on this information, make
data-driven decisions.

For example, the KPI "Technical fit of applications" in the image below provides insights for the selected "CEO"
dataset. The chart on the right displays applications with unreasonable or inappropriate technical fit compared
to the last quarter.

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 Data Insights Are Displayed on the Right

KPI Description and Calculation Logic

To view the KPI description and calculation logic, select a KPI on the dashboard, then click KPI Info in the
overlay that appears. If applicable, you'll see a reference score for percentage points, which shows ranges for
the KPI status, such as "On track," "Needs attention," or "Off track."

KPI Description, Calculation Logic, and Reference Score

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4.1.5.4 Executive KPIs

Explore the KPIs available on the architecture executive dashboard.

 Tip

To view a KPI's definition and calculation logic, select it, then click KPI Info on the KPI card.

The table below lists executive KPIs grouped by use cases.

Executive KPIs
Use Case KPIs

ERP transformations • Active initiatives: applications

• Active initiatives: business capabilities
• Initiatives criticality for business capabilities
• Initiatives criticality for applications
• Initiatives with business value (TIME)
• Initiatives with business value (6R)

Cloud migration • Cloud migration (by functional fit)

• Cloud migration (by business criticality)

AI agent hub • Agents portfolio

 Note • Approved agents

• Agents quality seal
To view KPI data for AI agents on the dashboard, acti-
vate the AI agent extension to the meta model. This
• Risk reduction
adds the needed entities to your workspace. After • Cost saving
you’ve uploaded AI agents into your workspace, KPIs • Revenue increase
update based on your workspace data. For details, see
AI Agent Extension to the Meta Model [page 206].

Data quality • Ownership of applications

• Ownership of business capabilities
• Lifecycle completion of applications
• Applications quality seal
• Ownership of initiatives
• Applications-to-business capabilities

Application portfolio assessment • Functional fit of applications

• Application portfolio
• Applications in “end-of-life”
• Technical fit of applications
• Pace layering: innovation index
• Business criticality of applications
• Application suitability (TIME)
• Applications per organization

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Use Case KPIs

Application rationalization • Application rationalization (TIME)

• Unsuitable applications

When the Application Total Cost of Ownership [page 203]

extension to the meta model is activated, the following KPIs
are added to the Application Rationalization group:

• Total cost of ownership of applications

• Application lifecycle TCO
• Share of maintenance cost
• Share of support cost
• Share of licensing cost
• Maintenance cost of applications
• Support cost of applications
• Licensing cost of applications

Application modernization • Application modernization (TIME)

4.2 Inventory
The inventory is your centralized repository for managing and documenting enterprise architecture objects.
You create, edit, and organize fact sheets to maintain an accurate depiction of your IT landscape. It is the go-to
place for anyone seeking information from the fact sheets.

Overview

The inventory is the centralized repository where you create, add, and manage fact sheets essential for
documenting your enterprise architecture. It serves as the go-to place for anyone seeking information from the
fact sheets or managing information on the fact sheets.

The inventory contains all enterprise architecture elements as fact sheets, which you can search, filter, and
sort to find specific information. You can create new fact sheets, edit existing ones, and import or export
data as needed. It also brings in automatically gathered data from discoveries and integrations, giving you a
comprehensive and up-to-date view of your IT landscape.

This guide provides a high-level overview of the inventory's primary functions and features. For more detailed
information, please refer to the Detailed Guides [page 575].

Searching and Filtering for Fact Sheets

The searching and filtering capabilities for fact sheets in SAP LeanIX allow you to easily narrow down and focus
on the most relevant fact sheets.

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The search field in the top navigation bar helps you quickly find a specific fact sheet and jump straight to
it. Clicking on the Add Filter button opens the smart search overlay. In the smart search overlay, you can do
full-text searches and apply filters.

The filter panel on the left provides advanced options for applying and managing available filters. The filter
groups visible on the filter panel depend on the selected fact sheet type; when you choose a specific fact sheet
type, the associated filter groups are listed accordingly.

For a detailed guide on searching and filtering, see Searching and Filtering in Inventory [page 636].

Searching and Filtering Capabilities in the Inventory

Creating a New Fact Sheet

You create a new fact sheet in the inventory by clicking the New Fact Sheet button at the top. On the following
page, you enter the name of the fact sheet to get a recommendation from the reference catalog. Selecting a
recommendation automatically pre-fills the fact sheet with essential information from the catalog. You can also
choose to continue without a recommendation. For a detailed guide on creating fact sheets, see Creating a Fact
Sheet in the Inventory [page 581].

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 Creating a New Fact Sheet

Importing and Exporting Fact Sheets

You can import and export data as spreadsheets into and from your inventory. This feature is particularly useful
for populating your inventory in the initial stage and for efficiently performing bulk updates on your fact sheets.
The options for importing and exporting data are accessed from the Inventory Tools menu at the top.

For more information about importing and exporting fact sheets, refer to Exporting Fact Sheet Data as Excel
File [page 612] and Importing Fact Sheet Data through Excel File [page 601].

List View and Table View

In the list view, each fact sheet displays key qualitative and classifying information. Qualitative details include
a short description, your role, completeness status, last update timestamp, and whether the quality seal is
broken. Classifying details, such as fact sheet type and associated tags, are shown on the right.

You can switch to the table view for a more detailed view. Fact sheets appear as rows, with their attributes
organized in columns. This makes it easier to scan, sort, and compare data across criteria. More importantly,
the table view also allows you to edit information in bulk across multiple fact sheets.

Use the As Table button to switch from list to table view. By default, only basic details (e.g., name and type)
are shown, but you can add more columns as needed. Inline editing enables you to quickly update and modify
information directly within the rows and columns.

For a detailed guide on table view and inline editing, see Bulk Updating Data in Inventory Table View [page 591]

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 Table View and Inline Editing

Detailed Guides

Guides Description

Fact Sheets [page 577] Fact sheets in SAP LeanIX are used to record essential and
comprehensive details about each architectural object, such
as applications, business capabilities, IT components, etc.
Learn about their structure, types, and subtypes.

Creating Fact Sheets [page 581] Learn how to create fact sheets in the inventory. This guide
also covers fact sheet naming conventions and cloning fact
sheets.

Adding and Editing Data in Fact Sheets [page 585] Learn how to add and edit data in fact sheets, including
editing across multiple fact sheets through inline editing in
table view mode, and using the export and import options
for bulk updates.

Collaborating and Managing Data in Fact Sheets [page 595] Explore how to collaborate and manage data in SAP LeanIX
fact sheets. Learn how to add and handle data across var-
ious tabs of the fact sheet, including Subscriptions, Com-
ments, To-dos, Resources, Transformations, and Surveys.

Importing Fact Sheet Data Through Excel File [page 601] SAP LeanIX’s import feature enables efficient bulk updates,
including adding, updating, and archiving fact sheets. This
guide provides formatting rules, error handling, and step-by-
step guidance for importing data through an Excel file.

Exporting Fact Sheet Data as Excel File [page 612] SAP LeanIX’s export feature allows you to export fact sheet
data as an Excel file for bulk updates, easy data manipula-
tion, and offline analysis. Learn how to use it.

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Guides Description

Increasing Your Data Quality [page 614] Learn how to enhance data quality in SAP LeanIX with fea-
tures like fact sheet completion scores, mandatory fields,
quality seals, and surveys. Use integrations and discovery
tools for accurate, up-to-date data.

Fact Sheet Completeness [page 617] The fact sheet completion score measures how much of the
required data has been filled out for a fact sheet. Learn how
it is calculated and how to assign weights to fields, subsec-
tions, and sections.

Fact Sheet Subscription [page 620] Fact sheet subscription assigns responsibility and accounta-
bility to users for maintaining data. Learn about fact sheet
subscriptions, including types, roles, and how to assign and
subscribe to fact sheets to promote stakeholder involvement
and ensure data accuracy and completeness.

Quality Seal [page 626] Learn how to ensure data integrity using the quality seal by
assigning approval responsibility to accountable and respon-
sible subscribers of fact sheets. When the seal is broken, it
prompts verification and approval of fact sheet information.

Mandatory Attributes [page 631] Mandatory attributes are essential fields specified by ad-
mins to ensure data integrity and quality in fact sheets. They
must be filled out for fact sheets to approve quality seal,
ensuring consistent and reliable information.

Searching and Filtering in Inventory [page 636] Learn how to quickly find fact sheets, apply filters, manage
filters, and save search results for future access.

Advanced Filter Options [page 643] Advanced filter options provide powerful ways to refine
searches and manage fact sheets. These options allow for
complex queries, making it easier to find and organize spe-
cific architectural elements within your IT landscape

Tags [page 656] Tags are labels used to classify and categorize fact sheets,
making it easy to filter, organize, and analyze data. Learn
how to assign and manage tags, understand when and when
not to use them, as well as leverage them for filtering and
reporting.

AI Capabilities [page 849] Learn how you can use SAP LeanIX AI capabilities to auto-
mate tedious documentation tasks, accelerate data usage,
and speed up research.

Archiving, Deleting and Recovering Fact Sheets [page 660] Learn to archive fact sheets individually or in bulk and effort-
lessly view or recover archived fact sheets.

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4.2.1 Fact Sheets

Fact sheets in SAP LeanIX are used to record essential and comprehensive details about each architectural
object, such as applications, business capabilities, IT components, etc. Learn about their structure, types, and
subtypes.

Introduction

A fact sheet is used to capture and store essential information about architectural objects. It acts as a
single-page repository for documenting information about an architectural object and its dependencies.

Each architectural object, such as applications, business capabilities, IT components, and more, has its own
fact sheet type with specific attributes. By default, SAP LeanIX provides 12 predefined fact sheet types that
act as templates. Together, these fact sheets form the foundation of the SAP LeanIX meta-model, defining how
architectural elements relate to one another and how their information is interconnected.

Fact Sheet Layout

Fact Sheet Layout

• Header: This section contains the principal information, such as the fact sheet name, type, data
completion percentage, quality seal status, and option to subscribe to the fact sheet. It also contains
menu options for editing, printing, deleting, or cloning the fact sheet.
• Body: It contains all relevant information about the fact sheet in detail, such as lifecycle, criticality,
dependencies, etc. The information is structured in sections for easy access, addition, or updating.

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• Tabs: Different tabs provide options to view and subscribe to the current fact sheet, add comments or
resources, view metrics and surveys, and see the change history of the current fact sheet.
• Right Side Panel: The panel shows the active integrations for the fact sheet, along with to-dos, recently
viewed fact sheets, and related diagrams.

Fact Sheet Types

The meta model v4 includes 12 default fact sheet types and 1 additional fact sheet type that can be activated
optionally. The overview below shows the definitions we use for the standard setup of a workspace. If these
definitions don’t align with your organization’s needs, you can configure the meta model to meet your specific
needs.

 Note

Relationships between different fact sheet types in SAP LeanIX are defined by the meta model, determining
which reports and insights you can generate. Understanding these relationships is crucial. To learn more,
see SAP LeanIX Meta Model [page 42].

SAP LeanIX Fact Sheets with Examples

• Application [page 60]: Applications are software systems or programs that process or analyze business
data to support business tasks, processes, or aspects of an organization's business model. The application
fact sheet is one of the core fact sheet types of SAP LeanIX, as it's interconnected with many different fact
sheets.
• Business Capability [page 75]: Business capabilities are fundamental abilities or capacities that an
organization needs to deliver its services, achieve its objectives, and execute its business model. The
business capability fact sheet in SAP LeanIX is a high-level description of what a business does and can do,
regardless of how it is done or the resources required.

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• Business Context [page 79]: Business contexts describe what activities an organization does to achieve its
business goals; they can be clustered and analyzed by, e.g., products, processes, customer journeys, and
value streams. Close integrations, e.g., to SAP Signavio, are provided to incorporate the full functionality of
a modern process modeling tool.
• Data Object [page 94]: Data objects provide an overview of general data processed and exchanged by
specific applications. Data objects reflect information about important business items, such as customers,
accounts, employees, or other organizational data. Data Object fact sheets are linked to application and
interface fact sheets to document the context and information about data sensitivity.
• Initiative [page 100]: Initiative fact sheets document and manage projects or initiatives within an
organization. They cover everything from ideas to full-fledged programs that impact the organization’s
architecture, require resources, and contribute to achieving specific goals or objectives. These fact sheets
help you track project status, manage budgets, and show the impact of a project on the application
portfolio and affected organizations.
• Interface [page 106]: Interfaces are connections between applications. They model how data exchange
happens between applications. The interface fact sheet addresses fundamental questions about how data
objects are exchanged and how applications are interconnected.
• IT Component [page 118]: IT component fact sheets model the individual elements of an organization's IT
infrastructure. These components include hardware, software, databases, networks, and other technology
assets essential for the functioning of applications. IT components give crucial insights into obsolescence
risk management, operating costs, and managing other technology risks.
• Objective [page 124]: Objectives outline what an organization aims to achieve. They drive initiatives
to enhance business capabilities and transform the IT landscape. By linking objectives to business
capabilities and initiatives, organizations can track progress over time.
• Organization [page 128]: The organization fact sheets are used to model your organization’s business
architecture. They provide a structured way to capture details about departments, teams, or other
organizational entities and their relationships to business capabilities, applications, and other elements
of the IT landscape.
• Platform [page 133]: The platform fact sheet is used in different contexts; in the strategy and business
context, platforms encompass business capabilities, applications, and technologies that provide common/
consistent functionalities to support the business model. In the IT context, platforms group technologies
and infrastructure that offer common functionalities consumed by other applications and microservices,
promoting standardization and simplification of the IT environment. Modeling platforms in SAP LeanIX
help connect IT components and applications to concepts understood and utilized by management
stakeholders.
• Provider [page 138]: Providers are companies or entities that supply IT solutions, services, or technologies
to support your businesses. Provider typically refers to the 3rd party entity that takes on the role of
ownership and host for an application’s underlying technology, service (IT component), or plans and
executes initiatives. You can construct an overview of the provided services and the total cost of services
with this fact sheet.
• Tech Category [page 141]: Tech categories can be used to group IT components into standardized
technology categories (e.g., Database, Data Warehouse, Networked Storage, etc.). This is helpful in
identifying redundant or out-of-lifecycle IT components. Another use case is to see what kind of know-how
about certain technologies or programming languages is necessary to maintain your IT portfolio.

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  Tip

Best Practice: Tech Categories are generally stable and consistent across different companies.
Therefore, if you are trying to classify your IT components using a tech category, refer to SAP LeanIX's
Best Practices to Define Tech Categories .

• System: A system represents the technical environment that runs business applications. It is often
composed of a server or virtual machine with its operating system, database, and runtime configurations.
Systems are supported by IT components, which hold lifecycle and standard management information.
This is an optional fact sheet type you can activate if needed.

Fact Sheet Subtypes

Fact sheet subtypes are subcategories within fact sheet types that subclassify architectural elements, each
focusing on distinct aspects. While subtypes share common properties with other subtypes, they also have
unique attributes and relationships.

Not all fact sheet types have predefined subtypes. The table below gives a summary of available fact sheet
subtypes:

Fact Sheet Type Subtype Translation Availability

Application Business Application Optional

Microservice Optional

AI Agent Optional

Business Context Customer Journey Default

Process Default

Business Product Default

Value Stream Default

ESG Capability Optional

Initiative Idea Default

Program Default

Project Default

Epic Default

Interface API Default

Logical Interface Default

IT Component SaaS Default

IaaS Default

PaaS Default

Software Default

Hardware Default

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Fact Sheet Type Subtype Translation Availability

Services Default

AI Model Default (in new workspaces created af-

ter October 29, 2025)

Organization Business Unit Default

Customer Default

Region Default

Legal Entity Default

Team Default

 Tip

Best Practice: If a fact sheet has predefined subtypes, it is best practice to always assign a subtype when
creating a new fact sheet, even if 'n/a' is technically an option.

4.2.2 Creating Fact Sheets

Learn how to create fact sheets in the inventory. This guide also covers fact sheet naming conventions and
cloning fact sheets.

Introduction

There are various ways to create fact sheets in SAP LeanIX: you can create them individually in the inventory, in
bulk through Excel file imports, or automatically through discoveries and the reference catalog.

This guide covers the creation of fact sheets in inventory. To learn about creating fact sheets through
spreadsheet import, see Importing Fact Sheet Data Through Excel File [page 601]. For information on
discoveries and integrations, see Discoveries and Integrations [page 1245].

Users with appropriate permissions, such as members and administrators by default, can create fact sheets.
Admins can configure this permission to include other user roles, including custom roles. They can also modify
the permission for each fact sheet type to restrict or expand creation rights. To learn more, see Fact Sheet
Permissions [page 963].

Creating a Fact Sheet in the Inventory

Creating a fact sheet in the inventory is more than filling out a form; it’s about ensuring sufficient data quality to
provide meaningful value to your organization. Key features that support this include:

• Data from reference catalog: While creating fact sheets, as you type the name of the fact sheet, you get
matching fact sheet recommendations from the reference catalog. Selecting a recommendation pre-fills

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 the fact sheet with essential information from the catalog. To learn about the reference catalog, see
Reference Catalog [page 1249]
• Mandatory subscriber assignment: Admins can enforce that the fact sheet creators assign a subscriber
while creating the fact sheet. To do so, admins need to make a subscription type or a subscription role a
mandatory attribute. This ensures accountability and responsibility for maintaining data quality. To learn
more, see Fact Sheet Subscription [page 620]. To learn about mandatory attributes, see Mandatory
Attributes [page 631].
• Avoiding duplicate fact sheet creation: As you type the fact sheet's name, you also get a list of existing
fact sheets in your inventory that match the name. Selecting a fact sheet lets you preview its information in
the right-side pane, helping you avoid creating duplicates.
• Quick access via URL: You can access the fact sheet creation form directly using its URL. You can share it
with relevant stakeholders and contributors in your organization to involve them in building the inventory.
For example:
• https://leanix.net/companyDomain/inventory/factsheet/new - replace "companyDomain"
with your workspace domain.
• https://leanix.net/companyDomain/inventory/factsheet/new?
factSheetType=ExampleType - replace "companyDomain"
with your workspace domain and "ExampleType" with any valid fact sheet type in your workspace.

Creating a Fact Sheet

To create a fact sheet, do the following:

1. Navigate to the Inventory tab of your workspace.

2. At the top, click New Fact Sheet. This leads to the fact sheet creation form.
3. Type in the name of the fact sheet. This gives you a list of recommendations and also existing matching
fact sheets.
4. You can either:
1. You can select a recommended item and click Use Recommendation. A preview of the available
information is shown in the right-side pane before you confirm. Using a recommendation pre-fills
the fact sheet with essential information from the catalog.
2. Or, you can click Continue Without Recommendation if the fact sheet you are creating is not available in
the reference catalog or if no suitable match is found. In this case, you can create the fact sheet from
scratch by filling in the required attributes.
5. Fill in the necessary fields and click Create and Open to finish, or Create and Start Another to continue
creating more fact sheets.

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 Creating a Fact Sheet

 Tip

While creating the fact sheet, if you do not know who to assign as a subscriber, you can temporarily assign
it to yourself and then assign it to the right person later.

 Note

• Note a limitation: only subscription roles specifically defined as accountable, responsible, or observer
are available in the fact sheet creation form. Subscription roles set to 'all' type, even when made
mandatory, will not appear in the form. To learn about subscription role creation, see Creating a
Subscription Role [page 978]
• If you are unable to add the same user as a subscriber under multiple roles, it means your admin has
restricted multiple subscriptions in the settings. To learn more, see Restricting Multiple Subscriptions
from the Same User to a Fact Sheet [page 981]
• When creating a fact sheet from the recommendations, if you are unable to change the fact sheet’s
name, it is because, in the reference catalog settings, your admin has chosen to sync the name field
from the reference catalog.

Fact Sheet Naming Convention

Fact sheets have 3 different name values to ensure structured and consistent identification:

Name: This is the user-provided identifier for the fact sheet. It doesn't have to be unique by itself but is used to
form the full name. If the provided name doesn't result in a unique full name, the user is prompted to provide a
different name.

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Full Name: The system automatically generates the full name using the fact sheet's name and it may include
prefixes (such as provider information) and suffixes (like release details), which vary based on the specific fact
sheet type.

Display Name: The display name is the complete name shown in the fact sheet header, incorporating
parent-child relationships. Display names are important for accurately referencing fact sheets when importing
relations via Excel files.

Fact Sheet Type Full Name Display Name

Application [name] [Release] [Parent 1] / [Parent n] / [Full Name]

Business Capability [name] [Parent 1] / [Parent n] / [Full Name]

Business Context [name] [Parent 1] / [Parent n] / [Full Name]

Data Object [name] [Parent 1] / [Parent n] / [Full Name]

Initiative [name] [Parent 1] / [Parent n] / [Full Name]

Interface [name] [Release] [Parent 1] / [Parent n] / [Full Name]

IT Component [Provider] [Name] [Release] [Parent 1] / [Parent n] / [Full Name]

Platform [name] [Parent 1] / [Parent n] / [Full Name]

Objective [name] [Parent 1] / [Parent n] / [Full Name]

Organization [name] [Parent 1] / [Parent n] / [Full Name]

Provider [name] [Parent 1] / [Parent n] / [Full Name]

Tech Category [name] [Parent 1] / [Parent n] / [Full Name]

 Note

Using Forward Slashes in Fact Sheet Names: If you need to use a forwarded slash /in the name of a fact
sheet itself, you can use the / without a space before and after.

Cloning a Fact Sheet

Cloning fact sheets is particularly useful when you need to create a successor fact sheet or when you are
creating multiple similar fact sheets in the initial stage of populating your workspace. For example, multiple
similar IT components with different release versions. While cloning, you can already establish the new fact
sheet's relationship to the current one as a successor or predecessor.

A cloned fact sheet includes the following data from the original fact sheet:

• All attributes
• All relations, except one-to-one relations (to avoid exceeding defined limits)
• All attached documents and resources

Comments, surveys, and metrics are not included in the clone.

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  Note

You can clone a fact sheet only if you have the appropriate CRUD (Create, Read, Update, Delete)
permissions for fields and fact sheets.

To clone a fact sheet, follow these steps:

1. In the top right of the fact sheet, click the clone icon.
2. In the resulting overlay, provide the name of the new fact sheet and fill in other fields as needed.
3. Click Clone.

Cloning a Fact Sheet

4.2.3 Adding and Editing Data in Fact Sheets

Users with the appropriate permissions can add and edit data in fact sheets, while administrators can
customize and manage these permissions. By switching to table view in the inventory, you can perform inline
editing across multiple fact sheets, and using the import option, you can update multiple fact sheets in bulk.

Introduction

SAP LeanIX allows a collaborative approach to collect and maintain data. Stakeholders who know the required
data best - such as application owners, business owners, data architects, etc. - play an important role in
contributing and maintaining accurate information.

Users with appropriate permissions, by default, members and administrators, can edit and add data in fact
sheets. Admins can configure these permissions to include other user roles, including custom roles. They can
also modify the permissions for each fact sheet type to restrict or expand write access. To learn more, see Fact
Sheet Permissions [page 963].

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Adding and Editing Data in a Fact Sheet

You can add and edit data in fact sheets by following these steps:

1. Hover over the section you want to update and click the + Add or Edit button that appears in the upper
right corner of the section.
2. Add or modify the information as needed.
3. Click Save to complete. If you're working through a new fact sheet, use the Save & Next button to
automatically move to the next section.

Adding and Editing Data in a Fact Sheet

Text fields in fact sheets support rich text editing, including bold, italic, underline, strikethrough, bulleted and
numbered lists, as well as hyperlinks.

 Tip

• Navigate between fact sheet sections using the list in the upper-left corner of the Fact Sheet tab.
• Find specific sections, subsections, or fields using the search field in the upper-right corner.
• To direct users to specific information on a fact sheet, copy the link to a section or subsection and then
share it.

Adding Relations

Relations between fact sheets capture how various architectural elements are connected, interact, or depend
on each other across your enterprise landscape. When adding or editing relations to other fact sheets, you can
select multiple fact sheets at once to work more efficiently.

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To add relations, do the following:

1. Hover over the section where you want to add or edit relations to other fact sheets.
2. Click the + Add in the upper right corner.
3. Clicking on the relation field opens a drop-down list of fact sheets you can relate to. You can switch
between list view and hierarchy view. Hierarchy view helps you understand parent-child relationships and
makes it easier to select the right fact sheet.

Switching Between Hierarchy View and List View

4. Select one or more fact sheets.
5. Fill in the ‘fields on relation’ as needed for all the selected fact sheets simultaneously.
6. Click Save or use the Save & Next button to move automatically to the next section.

 Tip

When relating business capabilities to organizations with child fact sheets (such as level 2 organizations),
establish the relation separately for each individual organization. This approach allows you to manage and
adjust business capabilities for each child organization independently. If you assign business capabilities to
the parent organization, you won’t be able to adjust them individually for the child organizations.

 Tip

• To preview a relation in the relations explorer, hover over a linked fact sheet, then click See on Explorer
on the right.
• To preview a linked fact sheet in the right-side pane, click the fact sheet name.
• To open a linked fact sheet in a new tab, hover over the fact sheet, then click the arrow button on the
right.

Business Capability Recommendations for Applications

While linking business capabilities to applications, you automatically get recommendations to help you
choose the most relevant ones. It helps improve overall data quality by highlighting gaps and offering
recommendations. To generate them, the system semantically compares the application's name and
description with those of business capabilities in your workspace.

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You receive suggestions both in the application fact sheets and during inline editing in the inventory's table view
mode. To learn about inline editing, see Inline Editing [page 592].

Business Capability Recommendations

As an admin, you can activate this feature by doing the following:

1. Navigate to the Optional Features & Early Access section of the admin settings.
2. Click Activate next to Application to Business Capability Recommendations.

Adding Relations in Bulk Using Filters

Instead of selecting fact sheets one by one, you can use filters to select and add multiple fact sheets when
establishing relations quickly.

1. Hover over the section where you want to add relations to other fact sheets.
2. From the three-dot menu at the right, select Add with Filters.
3. In the filter overlay that appears, use the available filters and smart search functionality to find and select
fact sheets.
4. Click Use Selected Fact Sheets.
5. Fill in the ‘fields on relation’ as needed for all the selected fact sheets simultaneously.
6. Click Save or use the Save & Next button to move automatically to the next section.

Editing Relations

You can update a single relation or edit multiple relations at the same time.

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Single Relation

1. Hover over the relation and choose Edit.

2. Edit any information needed.
3. Click Save or use the Save & Next button to move automatically to the next section.

Multiple Relations

1. Hover over the section where you want to edit relations.

2. From the three-dot menu, choose Edit multiple to open a dialog with selection options.
3. Select the relations you want to edit.
4. Choose Use Selected Fact Sheets.
5. Edit any information as needed.
6. Click Save or use the Save & Next button to move automatically to the next section.

Constraining Relations

Constraining relations introduce more granularity and specificity to relations between fact sheets. For example,
when a business capability is related to an application fact sheet, it implies that the application supports that
business capability in all the organizations it is part of. However, you can constrain that relation to only those
organizations where the application actually supports that business capability.

While constraining relations add granularity, they also increase the maintenance effort, and hence, only a few
relations are available as constraining relations. For a relation, the presence of the Relation valid for column
indicates if it can be constrained. To constrain a relation, click an item in the column, adjust the scope by
adding or removing fact sheets, and then click Save.

Constraining Relations

 Tip

Best Practice: Start without relation constraints and add them later only if needed. While constraints add
granularity, they also increase the maintenance effort.

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Leaving a Relation Empty

A relation can intentionally be left blank by selecting Leave Empty. This indicates that no relevant information
is mistakenly missing from that field. The relation is treated as filled for calculating the fact sheet completion
score, and you can use 'Leave Empty' as a filter criterion in the inventory.

Leaving a Relation Empty

Deleting Relations

You can delete the added relations in fact sheets by following these steps:

1. Hover over the relation and click the Edit button that appears in the upper right corner.
2. In the bottom left corner, click Delete entry.

Updating Multiple Fact Sheets in Bulk

By switching to table view mode in the inventory, you can add or update data across multiple fact sheets in one
go. Table view displays fact sheets in a tabular format, with fact sheets as rows and their attributes as columns.
You can add or edit data directly in the table, similar to how you would in a spreadsheet. For a detailed guide,
see Bulk Updating Data in Inventory Table View [page 591].

You can also efficiently add, update, and remove data in fact sheets through an Excel file. For a detailed guide,
see Importing Fact Sheet Data Through Excel File.

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4.2.4 Bulk Updating Data in Inventory Table View

Table View lets you view and edit multiple fact sheets in a spreadsheet-like format—perfect for scanning,
comparing, and updating data quickly and efficiently.

Introduction

By switching to table view mode in the inventory, you can add or update data across multiple fact sheets in one
go.

Table View

In the inventory, switching to the table view mode displays factsheets in a tabular format, with factsheets in
rows and their attributes as columns. This offers you a structured way to visualize your inventory data and is
valuable for conducting comparative analyses. You can easily scan, sort, and compare data across different
criteria and make informed decisions. More importantly, you can add or edit data directly in the table, just as
you would in a spreadsheet.

You switch from list view to table view by selecting the As Table icon.

Switching to Table View in the Inventory

By default, the table shows basic information such as fact sheet name and type, but you can add further
columns to display more attributes of the fact sheets. To add or hide columns in the table, do the following:

1. At the top right of the table, click the eye icon. This opens a panel for selecting the fact sheet attributes you
want to include as columns.
2. From under the Inactive columns section, choose and add the column to be shown by clicking the '+' icon.
You can also search for a column by its title.
3. Under the Active columns section, drag and reorder the items as needed. To exclude an existing column,
click 'x' next to the item.

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 Show or Hide Columns in the Table View

 Note

The columns available for selection depend on the type of fact sheet you are working with. If you haven't
filtered for a specific fact sheet type, some columns—particularly those relevant only to certain fact sheet
types, like specific fields or tag groups—will not be visible or available for selection.

Inline Editing

In the table view, you can do inline editing, allowing you to quickly update and modify information for multiple
fact sheets in one go. Click Edit at the top right of the table to activate inline editing. You can do the following
actions:

• Add or update content: Click on any cell to add or edit its value directly, including relations.
• Copy and paste: Copy values from one cell to another using the right-click menu or your system's default
shortcuts for copy and paste functions.
• Autofill cells: Autofill cells by dragging the handle at the bottom right corner of the selected cell downwards.
• Fill date fields from the calendar: Double-click on date fields, such as lifecycles, and choose a date from the
calendar overlay that appears.
• Choose values for multi-select fields: Double-click on a multi-select field to open a dropdown menu, then
choose from the available values.

Once you have made changes to the fact sheets in the inventory, the total count of changes is shown at the top
of the inventory table. All the cells you changed are highlighted with a change in color, making it easy to review.
If everything is correct, save the changes by clicking the Save button in the top right corner.

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 Inline Editing in Table View Mode

Editable and Non-Editable Fields

Not all fields can be edited in inline editing, and such fields are greyed out in the table during editing.

Editable Fields Non-Editable Fields

• Text • Base Fields (e.g., Fact sheet type, ID, etc.)

• Number • Calculated Fields (e.g., Display Name)
• Single and multi-select field • Documents
• Date
• Tags
• Subscriptions
• Quality seal*
• Relation**
• Fields on relations

*Quality seal can be edited only when one specific fact sheet type is listed in the table.

**To edit relations, make sure to unhide the relation’s display name by clicking the eye icon.

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 Unhiding the Relation’s Display Name to Edit Relations

Keyboard Accessibility

You can navigate and perform actions in table view using keyboard keys. Use the arrow keys to move through
cells, and press Enter to select and edit a cell. Clicking Enter on a column header will sort the table by that
column.

Bulk Updating Data Through an Excel File

SAP LeanIX’s import feature allows you to efficiently add, update, and remove data in fact sheets through an
Excel file. Here’s a high-level guide to bulk updating your data:

1. Use the export option to create a template file for import. This file includes columns for each necessary
fact sheet attribute in the proper format. You can choose which columns to include or exclude by switching
to table view and selecting and unhiding the attributes to be shown before exporting.
2. In the exported template, each row corresponds to a fact sheet, and each column corresponds to a fact
sheet attribute. Fill or update the data in the spreadsheet as required.
3. Import the completed Excel file back into SAP LeanIX through the import option. Based on the changes
made in the spreadsheet, this process will add, update, or remove data in your fact sheets.

For a detailed guide, see Importing Fact Sheet Data Through Excel File [page 601].

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 Bulk Updating Data Through Export and Import Feature

 Tip

SAP LeanIX offers several features to help maintain and improve the quality and completeness of your
data. These include fact sheet completeness, mandatory fields, quality seals, surveys, reference catalog,
discoveries, and integrations. Learn more about them in Increasing Your Data Quality [page 614].

When updating SaaS applications, IT components, and SAP applications, leverage the reference catalog
and discovery features. The reference catalog intelligently recommends suitable items for fact sheets,
and once linked, important attributes like the product category, SSO, hosting details, lifecycles, version
specifics, and more are automatically updated. This enhances data quality and accelerates data entry. To
learn more, see Reference Catalog [page 1249] and Discoveries and Integrations [page 1245].

4.2.5 Collaborating and Managing Data in Fact Sheets

Explore how to collaborate and manage data in SAP LeanIX fact sheets. Learn how to add and handle data
across various tabs of the fact sheet, including Subscriptions, Comments, To-dos, Resources, Transformations,
and Surveys.

Introduction

This guide details how to collaborate effectively and manage data within fact sheets. It covers the
functionalities of various tabs, including Subscriptions, Comments, To-Dos, Resources, Transformations, and
Surveys, and explains how to review, add, and manage data in each. For detailed guides, refer to the links
provided in each section.

 Tip

You can copy the link to a specific section or subsection on a fact sheet. This allows you to direct users to
particular information, thereby streamlining the collaboration process.

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Fact Sheet Subscriptions

In the Subscriptions tab, you can review who is subscribed to a fact sheet, view subscriber information,
and update or add new subscriptions. A subscription essentially assigns responsibility and accountability for
maintaining the data in the fact sheet. You can also contact subscribers directly via email from this tab. For a
detailed guide, see Fact Sheet Subscription [page 620].

Reviewing Fact Sheet Subscriptions

Commenting on Fact Sheets

The commenting feature on fact sheets allows you to post comments on the fact sheets. Keeping
the discussions within the fact sheet simplifies collaboration and reduces the need for excessive email
communication.

You can propose updates and seek clarifications without making direct changes to the fact sheet itself. When
a comment is posted, it triggers notifications to the responsible subscribers. You can change your notification
settings to disable notifications. To learn more, see Notifications [page 905].

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 Commenting on Fact Sheets

Delegating Responsibilities Using To-Dos

To-dos are a way to delegate tasks and responsibilities related to a fact sheet. Using to-dos, you can create and
assign tasks, ask questions, and get notified about updates or completions. To learn how to create and manage
to-dos, see the detailed guide To-Dos [page 842].

To-dos related to a fact sheet are listed in the To-Dos tab of that fact sheet. You can claim and complete them
or assign them to the relevant person. To learn how to complete to-do tasks, see Completing To-Do Tasks [page
847].

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 Creating and Completing To-Dos

Storing Resources on Fact Sheets

SAP LeanIX allows you to store different types of resources directly on the fact sheet as an additional source of
information. You can store the following:

• Link External Resources: You can add links to external resources with names and descriptions.
• Files: You can upload files up to 10 MB. Uploaded files are then visible in the Resources tab. Image files can
be previewed by clicking on them, while other file types get downloaded when clicked.
• Diagrams: You can link diagrams in your workspace to fact sheets for easy access, and these linked
diagrams are visible in both the Resources tab and the fact sheet's side panel. Linked diagrams do not
necessarily contain the fact sheet itself and will remain visible even if the fact sheet is removed from
them. In contrast, the resources tab also lists all diagrams that include this fact sheet, and this list is
automatically updated if the fact sheet is removed from any of those diagrams.
• Logos: You can upload an image file of up to 1 MB. The image is then used as a logo for that fact sheet in the
portal. Supported formats include - .png, .jpg, .gif.

 Note

SaaS Discovery and Logos: The SaaS discovery feature also adds logos of discovered applications to your
portal.

 Note

Enabling File and Logo Uploads: To be able to upload files and logos as resources, go to the administration
area and activate the Uploading Files on Fact Sheets feature under Optional Features.

Deactivating the feature will not delete previously uploaded files and logos. They will remain available if the
feature is activated again in the future.

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To store the resources, do the following:

1. Navigate to the Resources tab of the fact sheet.

2. Click +Add a resource. It opens a modal to add the resources.
3. In the modal, select the required tab based on your need, then link or upload the resource.
4. Click Save or Upload to finish adding.

Storing Resources on Fact Sheets

 Tip

Data Privacy: Data uploaded in the Resources tab of the fact sheet are stored in Azure Storage , and by
default, Azure encrypts storage account data at rest.

Managing Transformations Associated with Fact Sheets

Transformations detail the actionable changes needed to realize a project. Modeling transformations allows
you to preview and contextualize the outcomes of IT initiatives without implementing changes in the baseline
(as-is) version of the architecture. The Transformations tab in the fact sheet lists the transformation items
related to that fact sheet. Note that it is available only for users of the SAP LeanIX Architecture and Road Map
Planning product. To learn how to create, edit, and execute transformations, see Transformations [page 1736].

Answering Survey Questions

In the Survey tab of a fact sheet, you can view and respond to survey questions related to that fact sheet.
Surveys are an effective method for collecting data from relevant stakeholders. Fact sheet subscribers receive

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email notifications when a survey includes questions about the fact sheets they’re subscribed to. To learn
more, see the detailed guide Surveys [page 809].

Clicking Edit next to a survey question opens the survey response form, where you can provide your answers.
The responses are automatically updated in the corresponding fields of the fact sheet. To learn more, see
Responding to Surveys [page 824].

Reviewing and Answering Survey Questions

 Tip

Surveys are an easy yet powerful way to collect and maintain data quality. Combined with the fact sheet
completion score, you can quickly identify which fact sheets are missing relevant information. To fully
leverage these functionalities and increase your data quality, see Increasing Your Data Quality [page 614].

Reviewing the Fact Sheet Update Log

In the Last Update tab of the fact sheet, you can review the update log of each fact sheet to see what changes
have been made. Here are the key elements of the update log:

• Event: Displays the action applied to the fact sheet.

• Path: Indicates which field has been updated.
• Old Value / New Value: Shows the previous value and the new value entered. The old value will be empty if it
is populated for the first time.
• User: Provides the username of the individual who made the change and says System user ‘reference data’
if the field was updated automatically through the reference catalog.
• Time: Timestamp of the change.

Entries in the log cannot be deleted manually. However, personal data will be deleted in compliance with the EU
GDPR regulation.

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Right Side Pane of Fact Sheet

The right-side pane of the fact sheet offers quick access to essential additional information and links related to
the fact sheet.

It includes:

• Links to reference catalog items

• Integration or discovery services (such as ServiceNow or SaaS integrations) to which the fact sheet is
connected, along with details like the discovery name, connection status, and external identifiers. This
information is visible only to users with access to discovery inboxes, typically administrators, although the
permissions can be adjusted. For more, see Role-Based Permissions [page 1126].
• List of mandatory attributes and their completion status.
• Recently viewed fact sheets for quick navigation.
• List of diagrams that the fact sheet is part of, as well as any diagrams that are linked to the fact sheet.

Right Side Pane Offers Quick Access to Essential Additional Information

4.2.6 Importing Fact Sheet Data Through Excel File

SAP LeanIX’s import feature enables efficient bulk updates, including adding, updating, and archiving fact
sheets. This guide provides formatting rules, error handling, and step-by-step guidance for importing data
through an Excel file.

Introduction

SAP LeanIX’s import feature allows users to efficiently add, update, and delete fact sheet data through an Excel
file. Making use of the export functionality, you can create a template file with columns for each needed fact

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sheet attribute, fill or update them and import the file back. Import functionality allows you to bulk update
seamlessly, ensuring that all necessary fact sheet fields are populated and up-to-date.

Using the import function, you can do the following:

• Update existing fact sheet values

• Delete fact sheet values
• Populate empty attributes of fact sheets
• Create new fact sheets
• Archive fact sheets

Limitations

The import feature has the following limitations:

Limitation Detail

File type Only .xlsx files are supported.

File size Import files can contain up to 10,000 rows.

Limitations while importing subscriptions and relations Including subscriptions or multiple relations per fact sheet
can significantly increase processing time. To mitigate this,
it is recommended to import fewer than 500 fact sheets
per file when relations or subscriptions are included in the
file. We also recommend not to import subscriptions and
relations in the same file.

Unsupported data The following data can not be imported: - Milestones - Com-
ments - Resources - To-Dos

Fact sheet type per import Only one fact sheet type can be imported per import. Includ-
ing multiple fact sheet types in a single import file will lead to
errors.

Existence of attributes is a prerequisite Fact sheet attributes must already exist before the values
can be successfully added or modified through the import
process. New attributes cannot be created by merely adding
a column in the spreadsheet. However, tags are an exception
to this rule and can be created directly through Excel file
import, provided on-the-fly creation is enabled for tags.

The rest of this guide walks you through the process of importing data, covering best practices, formatting
rules, and common issues that might cause import errors while also offering solutions for addressing those
issues.

Step 1: Create an Import Template

Using the export functionality, create a template with columns for each needed fact sheet attribute. This
template, with properly formatted column titles, ensures a smooth and accurate data import process.

To learn how to create an import template, see Creating the Template for Import [page 613].

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ReadMe Sheet in Template

The template also includes an additional sheet titled ReadMe. This sheet provides detailed instructions for each
column, specifying which columns are read-only, the type of input required, possible values for single-select or
multi-select fields, mandatory columns required for a successful import, forbidden characters, and what can
and cannot be imported. Be sure to review the ReadMe sheet of the exported Excel file.

ReadMe Sheet in the Import Template

 Note

The import function only reads the first sheet of the workbook. Therefore, ensure that the order of the
sheets remains unchanged. You may also delete the ReadMe sheet before importing.

Step 2: Update the Data in the Spreadsheet

In the spreadsheet, each row corresponds to a fact sheet, and each column corresponds to a fact sheet
attribute. The first row of each column contains the technical key of the attribute, and the second row
contains its translation. It is important to use the correct technical keys and their translations in these rows for
successfully mapping input data to the inventory.

 Tip

Technical keys and translations for fact sheet attributes can be found in the fact sheet configuration. For
more information, see Attribute Key [page 945] and Translations [page 945].

Technical Keys and Translations of Fact Sheet Attributes in the Top Rows

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Though the fact sheet ID is the only field used to identify a fact sheet, fact sheet type and name are a
requirement for a successful import. Hence, these 3 columns are mandatory columns in the spreadsheet.

Complete or update the rest of the spreadsheet according to the formatting rules and the dependencies and
overwrite principles detailed in the Key Concepts and Formatting Rules [page 604]. Make sure you are familiar
with these guidelines before making any updates.

Updating the cells can have the following outcomes when the file is imported:

• Update existing fact sheet values: If you update existing values in the spreadsheet, the corresponding fact
sheet attributes will be updated.
• Delete fact sheet values: If you remove values from the cells, the corresponding values will be deleted from
the fact sheet.
• Populate empty attributes of fact sheets: Filling in empty cells in the spreadsheet will populate the empty
fact sheet fields.
• Create new fact sheets: If the fact sheet ID column is empty but the fact sheet type and name columns
are completed, new fact sheets will be created. While filling the fact sheet type column, make sure that the
exact technical key of the fact sheet type is used. Additionally, of course, you can include and fill any other
columns as needed.
• Archive fact sheets: To archive fact sheets, add a column with action as the technical key in the first row and
Action as the translation in the second row. Fill the column with the value Archive against the fact sheets
that need to be archived and import the spreadsheet. For detailed instructions, see Archiving Fact Sheets
in Bulk [page 661].

Key Concepts and Formatting Rules

Understanding essential concepts and formatting rules is crucial for ensuring a smooth and accurate data
import process. Proper formatting and adherence to guidelines help correctly map data to the inventory and
prevent errors.

Overwrite Principle

In general, the import feature follows the overwrite principle, meaning existing data for fact sheets is always
replaced with the data provided in the import file. For fields with multiple values, such as multi-select fields,
relations, or tags, make sure you include both existing and new values in the import file to retain the existing
ones while updating or adding new data.

An exception to the overwrite principle is when fields on relations display name column is involved. For details,
see Fields on Relation [page 607].

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Read-Only Fields

Certain fields are read-only and cannot be modified through the import process. These fields are automatically
generated by SAP LeanIX and cannot be edited in the workspace. Changes to these fields in the spreadsheet
will not affect their values in the fact sheet.

The current read-only fields are:

• updatedAt
• createdAt
• id
• type
• completion
• displayName

An exception is the id field: if this field is removed from the spreadsheet, new fact sheets will be created,
provided there is no name conflict.

General Formatting Rules

Rule Details

Character encoding Supports UTF-8 character encoding for string fields.

However, values themselves cannot contain “<" (less than)
or ";" (semicolon). A semicolon is used to separate values in
a cell.

Date format Enter dates as: yyyy-mm-dd

Number format Use points (“.”) for decimals (e.g., 1.7 = one point seven)
Use commas (“,”) for thousands (e.g., 1,700 = one thousand
seven hundred)

Case sensitivity Values are case-sensitive, so ensure the correct case.

Single- and Multi-Select Fields

For single- and multi-select fields, ensure you enter the exact technical keys for a successful import. Separate
different values with a semicolon (;), and avoid spaces before or after the semicolon.

 Tip

When you have included single- and multi-select fields as columns in the import template, you can find the
exact technical keys in the ReadMe Sheet in Template [page 603].

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Relations

To add or create a relation, use the exact display name of the target fact sheet. By default, the display name of
a fact sheet is composed of the full names of the parent fact sheets, separated by a forward slash (/), followed
by the full name of the child fact sheet. Ensure there is a space before and after the forwarded slash (/). Learn
about fact sheet naming conventions to ensure accurate referencing. For more details, see Fact Sheet Naming
Convention [page 583].

If you need to use a forwarded slash (/) in the name of a fact sheet itself, you can use the / without a space
before and after.

If you are adding or creating multiple relations, separate the display names with a semicolon (;), without
spaces before or after the semicolon.

Multiple IT Components Related to an Application Separated by Semicolon

 Note

Empty Relations: When you create import templates with relation columns, some of the cells may contain
the value Empty. These are relations that are intentionally left empty in the fact sheet by using the Leave
Empty option. To learn more, see Leaving a Relation Empty [page 590].

You can intentionally set or unset a relation as empty through Excel import as well by entering or
removingEmpty in the cell.

 Caution

Data Deletion Risk in Virtual Workspaces: In virtual workspaces, users have access to a limited number
of fact sheets based on their Access Control Entitiy (ACE). When you create import templates with relation
columns, only those fact sheets accessible to you are included in the relation columns. As a result, when
you import the data back, all other unmentioned relations get unlinked due to the overwrite principle.

For example, if App1 is related to ITC1, ITC2, and ITC3, but you have access only to ITC1 and ITC2, the
template created with App1 will include only ITC1 and ITC2 in the IT components relations column. Upon
re-importing, the system will delete the relation between ITC3 and App1.

Data Import Sequence and Dependencies

Information in the spreadsheet is processed row by row from the top, and corresponding updates are made
in the workspace before moving on to the next row. Therefore, if you modify values for the same fact
sheet multiple times in different rows, the latest value will be reflected in the workspace after the import is
completed.

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In the example below, the same application is referenced in different rows, and the functional fit is first updated
to appropriate and then to insufficient, the final value in the fact sheet will be insufficient.

Sequential Data Processing

For the same reason, if you are creating and relating a fact sheet in the same import, you must create the fact
sheet first and only then relate it to other fact sheets in subsequent rows. In the example below, the Corporate
Services fact sheet is created first, and then in subsequent rows, it is related to other fact sheets as a parent.

Creation of Fact Sheet Before Relating it to Others

Additionally, the relation between two fact sheets does not need to be defined for each fact sheet more than
once. For example, for parent and child relations, you can provide the relevant information in either the parents
or the children column.

Fields on Relation

To update fields on a relation, you must include the field on relation display name column along with the fields
on relation columns you want to update. This ensures the target relation is correctly identified when there are
multiple relations.

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 Field on Relation Display Name Column

The overwrite principle does not apply to the field on relation display name columns, meaning existing relations
not mentioned in these columns will not be deleted.

In the example above, even though AC Management has relations to both Corporate Services and Finance
business capabilities, you can mention only one business capability in each row without removing the other
existing relations from the AC Management fact sheet.

 Caution

The general overwrite principle still applies to values in all other columns. See Overwrite Principle [page
604].

You can also update the field on relation for multiple relations by including several target fact sheets in one
cell of the <field on relation display name> column. Target fact sheet names should be separated by
semicolons.

Including Several Target Fact Sheets in One Cell

 Tip

Adding or Removing Relations: Since the overwrite principle does not apply to the field on relation
display name columns, deleting a row does not delete a relationship. To remove or update relations,
include the Relations column instead. This column lists all related fact sheets in a single cell, separated by

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 semicolons. Any additions or deletions in this cell will be reflected in the inventory when you upload the file.

Subscriptions

When subscription roles are defined in your workspace, you can add or remove subscribers only under the
specific subscription role columns. Adding or removing subscribers under the subscription type columns—
accountable, responsible, or observer—will not result in any changes in the workspace when imported. This
applies even when selecting a subscription role is not made mandatory in subscriptions settings. To learn more
about this setting, see Enforcing Mandatory Selection of a Subscription Role [page 981].

Step 3: Upload the File, Review, and Correct Errors

To upload the file:

1. Go to the Inventory.
2. Expand the dropdown next to the Add Fact Sheet button, and choose Excel Import.

3. Drag and drop the file into the import overlay, or click Browse to select a file. SAP LeanIX will check the file
and generate a preview.
4. Review the import preview, and choose Download Summary Report if you're satisfied with the result.
5. Choose Import to complete the upload.

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 Preview of import overlay

An overview of errors is also provided if there are any. You need to resolve these errors before you can import
the file. To review and identify the errors, download the summary report. The summary report details the
changes being made to the fact sheets and the details of the errors row by row.

Summary Report Detailing the Changes Being Made to the Fact Sheets and the Details of the Errors

Troubleshooting

Errors can occur at different stages, as listed in the table below:

Type Description Possible Errors

File upload error The selected file doesn't comply with File format other than .xlsx Files with
the supported file type or size and can- more than 10k rows
not be opened.

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Type Description Possible Errors

Parsing error The file is not formatted according to The file is missing the required col-
the formatting rules and cannot be umns: fact sheet ID, fact sheet type,
parsed. and name. The column title does not
contain the right technical key and
translations.

Inline errors The file could be opened and parsed, Values do not follow general format-
but there are invalid entries at the row ting rules Referring to non-existent fact
or cell level. sheets and relations Mistakenly using
translations instead of technical keys
for single-select or multi-select values

Post confirmation errors In very rare cases, errors can occur af- Invalid entries in subscription role col-
ter the Import button is clicked. The er- umns
ror message will tell you the cause of
the error.

 Tip

Requesting Support: If you cannot resolve the error yourself, contact support using the support
functionality on the screen. Alternatively, you can reach out through this link: SAP LeanIX Support . If
you're an SAP customer, submit a request from the SAP for Me portal.

Make the necessary changes in the import file, then upload it again after resolving the errors. Click Import to
finish the process.

Reviewing Import History

Admin users can download the Changelog from the administration section. The changelog lists all the changes,
including the changes made through importing. To download the changelog, do the following:

1. In the administration area, open the Export section.

2. Under the Create New Export tab, select Changelog.
3. Provide the dates for which you need the changelog.
4. Click Create and Download.

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 Downloading Changelog

Additionally, in the Last Update tab of the fact sheet, you can review the update log to see what changes have
been made to a particular fact sheet. To learn more, see Reviewing the Fact Sheet Update Log [page 600].

4.2.7 Exporting Fact Sheet Data as Excel File

SAP LeanIX’s export feature allows you to export fact sheet data as an Excel file for bulk updates, easy data
manipulation, and offline analysis. The exported file also serves as a template for importing data back into SAP
LeanIX.

Introduction

SAP LeanIX’s export feature allows you to export fact sheet data as an Excel file. This enables bulk updates,
easy data manipulation, and offline analysis, making it convenient to review large datasets outside the SAP
LeanIX platform if you ever need to. Additionally, the exported Excel file serves as a template for importing
data, as it includes the necessary columns for fact sheet fields in the proper format, ensuring a smooth and
accurate data re-import process.

Exporting Fact Sheet Data as an Excel File

To export fact sheet data, follow these steps:

1. Go the Inventory.
2. Switch to table view by selecting the As Table icon. Although you can export data in list view as well, we
recommend switching to table view. In table view, you can select and add specific fact sheet attributes you
want to export, which isn't possible in the list view.

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3. At the top right of the table, click the eye icon. This opens a panel for selecting the fact sheet attributes you
want to export. Each selected attribute becomes a column in the table.

 Note

The columns available for selection depend on the type of fact sheet you are working with. If you haven't
filtered for a specific fact sheet type, some attributes—particularly those relevant only to certain fact sheet
types, like specific fields or tag groups—will not be visible or available for selection.

1. From under the Inactive columns section, choose and add the column by clicking the '+' icon. You can also
search for a column by its title.
2. Under the Active columns section, drag and reorder the items as needed. To exclude an existing column,
click 'x' next to the item.
3. Hover over the three dots icon and, click Export. This opens window that provides an overview of your
current export and your export history
4. Choose Export.
5. When the export is complete, choose Download.

Exporting Fact Sheet Data as an Excel File

Creating the Template for Import

The exported Excel file also serves as a template for importing data, as it includes the necessary columns for
fact sheet fields in the proper format.

To create an import template, follow the same steps as instructed in the section Exporting Fact Sheet Data as
an Excel File [page 612] and adhere to these best practices while preparing:

• Every attribute you add to the inventory table as a column will be a column in the exported spreadsheet. In
the inventory table, include only those columns that you want to update to avoid unnecessary or accidental
overwriting of other fields.

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• To update fields on relations, ensure that the import template also includes a '<field on relation
display name>' column to identify or establish the target relation. For more, see the formatting rules for
Fields on Relation [page 607].
• Create a new template for each import.

If the inventory and fact sheets already contain data, the selected columns in the exported Excel file will be
partially or fully filled, and the ID column will display the fact sheet ID generated by SAP LeanIX. You can
then update the data in these columns and import the file back into SAP LeanIX. To learn how to import, see
Importing Fact Sheet Data Through Excel File [page 601].

The Exported Excel File Acts as an Import Template

If the inventory does not have any existing data, the exported Excel file will include only the selected column
names. All other rows, starting from row 3, will be empty.

4.2.8 Increasing Your Data Quality

Enhance data quality in SAP LeanIX with features like fact sheet completion scores, fact sheet subscriptions,
mandatory fields, quality seals, and surveys. Use integrations and discovery tools for accurate, up-to-date data.

Introduction

Ensuring high data quality is crucial for effective enterprise architecture management in SAP LeanIX. SAP
LeanIX offers several features to help maintain and improve the quality and completeness of your data.
These include fact sheet completeness, fact sheet subscriptions, mandatory fields, quality seals, surveys,
the reference catalog, discoveries, and integrations. Here’s an overview of how to leverage these features to
improve data quality

Fact Sheet Completion Score

The fact sheet completion score measures how much of the required data has been filled out for a fact sheet. It
helps you identify which fact sheets are well-completed and which ones need more information, ensuring data
accuracy and completeness.

The score is based on the weights assigned to each field, subsection, and section. Higher weights indicate
greater importance, meaning that completing those fields or subsections will have a more significant impact on
the score.

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The completion score is displayed in the fact sheet’s header, reflecting the extent to which all required fields,
subsections, and sections are completed based on the configured weights.

For a detailed guide, see Fact Sheet Completeness [page 617].

Fact Sheet Subscription

Fact sheet subscription is a mechanism for assigning responsibility and accountability to users for maintaining
fact sheet data. It specifies who is responsible for each fact sheet and helps ensure that the right individuals
are accountable for keeping the data accurate and current.

Users can be assigned to fact sheets, or users can subscribe themselves, selecting the appropriate
subscription type and role. When there are changes in a fact sheet, subscribers receive notifications, enabling
them to take necessary actions, such as updating fact sheet info, approving the quality seal, and so on.

For a detailed guide, see Fact Sheet Subscription [page 620].

Quality Seal

The quality seal is a mechanism to ensure the overall integrity and quality of data on fact sheets. It assigns
accountability to the responsible or accountable subscribers to approve the quality of a fact sheet whenever
other users make any changes to it.

When the quality seal is broken, it triggers a Check needed status at the top of the fact sheet, prompting the
responsible individual to verify the data and approve the quality seal. The quality seal can also be manually
broken if necessary, indicating that the information on the fact sheet needs to be reviewed or updated. This
feature ensures that any changes made to a fact sheet are verified for accuracy and completeness.

For a detailed guide, see Quality Seal [page 626].

Mandatory Attributes

Mandatory attributes are essential fields specified by admins to ensure data integrity and quality in fact sheets.
These attributes must be filled out before a fact sheet’s quality seal can be approved. Admins can define
which attributes are mandatory for each fact sheet type. These can include fields, relations, tag groups, and
subscription roles and types.

When mandatory attributes are defined, any newly created fact sheets must have all these attributes filled
before their quality seal can be approved. This helps maintain data integrity and reliability, ensuring that fact
sheets meet the necessary standards. These mandatory attributes appear listed on the right-side panel of the
fact sheet until the quality seal is approved, with checkboxes indicating whether they are filled or not.

For a detailed guide, see Mandatory Attributes [page 631].

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Surveys

Surveys provide a collaborative way to gather information from multiple stakeholders efficiently. Collected
data can be directly integrated into relevant fact sheets, helping you maintain high data quality without being
burdened with manual data management.

Surveys provide a means to collect information in a structured way, allowing for easy assessment, progress
tracking, and ensuring data accuracy. Admins can create and manage surveys, and they also have the option to
grant non-admins permission to do so.

Surveys requiring your response are found in the Collaboration tab of the workspace and also in the Surveys tab
of the relevant fact sheet. Additionally, the My Surveys panel on the dashboard provides a centralized location
to quickly find and respond to surveys.

For a detailed guide, see Surveys [page 809].

Reference Catalog

To enhance data quality, you can use the reference catalog that offers reference data and best-
practice recommendations for business capabilities, applications, IT components, and tech categories. By
implementing reference data and synchronizing information from the catalog, you can streamline the setup
and maintenance of your inventory. Automatic synchronization not only ensures that your data remains
current and consistent, but also optimizes your workflows by reducing manual updates.

For a detailed guide, see Reference Catalog [page 1249].

Discoveries and Integrations

You can enhance data quality using SAP LeanIX’s various integrations and discovery features. Out-of-the-box
integrations with systems like SAP Signavio, ServiceNow, Collibra, etc., automatically import and update data,
such as business processes, technology stacks, data objects, and more. These integrations ensure real-time
updates and keep your inventory current.

The SaaS discovery feature simplifies the identification and management of your organization’s SaaS
applications through integrations with systems like SSO, SASE, and CASB. It allows you to automatically or
manually link discovered SaaS applications to existing or new fact sheets, enriching them with data from the
reference catalog.

Similarly, SAP landscape discovery automates the gathering of data from your SAP systems, providing a
comprehensive view of your SAP landscape. By linking discovered SAP items to fact sheets, you can ensure
that related catalog information is automatically updated to fact sheets.

For a detailed guide, see Discoveries and Integrations [page 1245].

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4.2.8.1 Fact Sheet Completeness

The fact sheet completion score measures the extent of required data filled out for a fact sheet, ensuring data
accuracy and completeness. It is based on assigned weights to fields, subsections, and sections.

Introduction

The fact sheet completion score measures how much of the required data has been filled out for a fact sheet.
It helps you identify which fact sheets are well-completed and which ones need more information. It ensures
the accuracy and completeness of the data in SAP LeanIX, which is crucial for effective enterprise architecture
management.

The fact sheet completion score is calculated based on the weights assigned to each field, subsection, and
section. A higher weight signifies greater importance, meaning that completing those fields or subsections will
have a more significant effect on the score. By default, weights are set to 0 or 1, but admins can adjust them as
needed to highlight the importance of specific fields.

You can view the fact sheet completion score in the fact sheet’s header. It reflects the extent to which all
required fields, subsections, and sections are completed based on the configured weights.

Fact Sheet Completion Score

Completion Score Calculation

The fact sheet completion score is calculated hierarchically, beginning at the field level, then aggregating
through subsections and sections, and finally to the entire fact sheet. Each level's score is based on the
weighted completion of its components.

The weight of each component determines how much that component contributes to the completion score of
that level, but it does not alter the weight of the level itself. For example, changing the weight of a field affects
how much that field contributes to the completion score of its parent subsection, but it does not alter the
weight of the subsection itself.

The completion score is calculated using the formula:

Completion Score = (Σ(CW × S) / Σ(CW)) × 100%

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Where:

• CW: Completion weight of the child component.

• S: The state or completion score of the child component. For fields, this can be 0 (empty) or 1 (completed).
For subsections or sections, it represents the completion score of child components, which can be any
float number reflecting partial completion.

Completion scores are rounded down to the nearest whole number. For instance, scores between 99.5% and
99.9% appear as 99%, not 100%.

At the Field Level

Each field's completion weight (CW) is multiplied by its state (S). For example, consider the following fields in a
subsection:

Field Completion Weight (CW) State (S) CWxS

Name 5 1 (completed) 5x1=5

Description 3 0 (empty) 3x0=0

Product Category 2 1 (completed) 2x1=2

Alias 0 0 (empty) 0x0=0

At the Subsection Level

The completion scores of individual fields are summed up. This sum is then divided by the total weight of all
fields in the subsection.

Continuing with the same example from above, the completion score of the subsection would be:

The sum of completion scores of all individual fields Σ(CW × S): 5+0+2+0 = 7.

The sum of all field weights Σ(CW): 5+3+2+0 = 10.

The subsection completion score (Σ(CW × S) / Σ(CW)) × 100%: (7/10) x 100% = 70%.

At the Section Level

The completion scores of subsections within a section are summed up. This sum is divided by the total weight
of all subsections in the section.

For example, consider the following subsections in a section:

Subsection Completion Weight (CW) State (S) CWxS

Name & Description 1 70% 1x0.7=0.7

Lifecycle 1 90% 1x0.9=0.9

Successors 0 50% 0x0.5=0

Predecessors 1 0% 1x0=0

The completion score of the section would be:

The sum of completion scores of all subsections Σ(CW × S): 0.7+0.9+0+0=1.6

The sum of all subsection weights Σ(CW): 1+1+0+1=3.

The section completion score (Σ(CW × S) / Σ(CW)) × 100%: (1.6/3) * 100% = 53.33%.

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At the Fact Sheet Level
The completion scores of all sections are summed up. This sum is divided by the total weight of all sections in
the fact sheets.

For example:

Section Completion Weight (CW) State (S) CWxS

Information 1 53.33% 1x0.5333=0.5333

Dependencies 1 68.5% 1x0.685=0.685

Business Support 1 90% 1x0.9=0.9

Sourcing 1 46.67% 1x0.4667=0.4667

The completion score of the fact sheet would be:

The sum of completion scores of all sections Σ(CW × S): 0.5333+0.685+0.9+0.4667=2.585

The sum of all section weights Σ(CW): 1+1+1+1=4.

The fact sheet completion score (Σ(CW × S) / Σ(CW)) × 100%: (2.585/4) * 100% = 64.62%.

Modifying Completion Weights

Using weights of 0 or 1 keeps the completion calculation simple and clear. This approach is generally enough
for most situations and makes it easier to understand the results. However, admins can modify the weights as
needed to highlight the importance of specific fields.

As an admin, you can adjust the weights for each fact sheet type by following these steps:

1. In the fact sheet configuration, select the fact sheet header to open the settings panel on the right.
2. In the settings panel, go to the Completion weights tab, indicated by the weighing balance icon.
3. Make your changes and click Review changes.
4. On the next page, click Apply to save your modifications.

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 Modifying the Completion Weights in the Fact Sheet Configuration

 Tip

Best Practice: It's a good practice to hide unused sections or subsections to simplify the experience for
stakeholders of fact sheets. Any stored data in the hidden sections will remain intact and can be made
visible anytime. These sections will still be accessible via API even when hidden.

To hide a section or subsection, select the section or subsection and toggle the Visible switch off in the
Configuration tab of the right side panel.

4.2.8.2 Fact Sheet Subscription

Fact sheet subscription assigns responsibility and accountability to users for maintaining data. Learn about
fact sheet subscriptions, including types, roles, and how to assign and subscribe to fact sheets to promote
stakeholder involvement and ensure data accuracy and completeness.

Introduction

Collecting and maintaining accurate data is crucial for enterprise architecture management. Fact sheet
subscription is an effective mechanism for assigning responsibility and accountability to users for maintaining
fact sheet data. It ensures that fact sheet subscribers are notified and have a clear call to action to update
and maintain the fact sheet data. Fact sheet subscription promotes the active involvement of key stakeholders,
drives SAP LeanIX adoption across the organization, and ensures continuous data accuracy and completeness.
Subscriptions also make it easy to identify who is responsible for each fact sheet and whom to contact for
more information.

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Fact sheet subscriptions can be of different types, such as responsible, accountable, and observer, each with
a different level of responsibility and involvement of the subscribers. Further, admins can create specific
subscription roles that mirror your organization's governance structure and roles, ensuring that relevant
individuals can be easily identified and assigned to fact sheets based on their roles.

Users can be assigned to fact sheets, or users can subscribe themselves, selecting the appropriate
subscription type and role (if defined). When there are changes in a fact sheet, subscribers receive
notifications, enabling them to take necessary actions, such as updating fact sheet info, approving the quality
seal, and so on.

 Note

This guide covers the essential aspects related to fact sheet subscriptions, including subscription types,
roles, subscribing and unsubscribing to fact sheets, and managing subscriptions in bulk.

To learn how to create, edit, and delete subscription roles and manage settings like enabling
the 'Accountable' type, limiting multiple subscriptions, and enforcing mandatory role selection, see
Subscription Role [page 978] .

Subscription Type

The subscription type outlines the level of responsibility a user has regarding a fact sheet in SAP LeanIX. It
categorizes how fact sheet subscribers interact with and manage the fact sheet data and they are predefined
and nonconfigurable. Subscription type can be one of the following types:

• Responsible: Subscribers of this type are responsible for keeping the fact sheet up-to-date and accurate.
They actively add and update information in the fact sheet. There can be multiple responsible subscribers
for a fact sheet.
• Accountable: Accountable subscribers have overall accountability for the fact sheet, and they typically also
handle business responsibilities associated with fact sheets. Only one user can be ‘Accountable’ per fact
sheet, ensuring clear ownership.

 Note

While subscribing to fact sheets, the subscription type ‘Accountable’ is not visible by default and must be
activated in admin settings. For more details, see Enabling the Subscription Type Accountable [page 981].

• Observer: Observers are notified and kept informed about changes to the fact sheet. They can also
participate in surveys, but they are not responsible for maintaining the data.

Subscription Role

Subscription roles are created by admins to mirror your organization's governance structure on a one-to-one
basis. They allow you to subscribe to fact sheets with specific roles that closely align with your organizational
hierarchy, such as Application Owner, Project Manager, Data Architect, etc. These roles make it easy to identify
and notify the right people and ensure responsibilities are consistently assigned without confusion and overlap.

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Creating a subscription role involves specifying the subscription type for that role, specifying the relevant
fact sheet types it applies to, and providing a clear name and description. To learn more, see Creating a
Subscription Role [page 978].

Difference between Subscription Roles and User Roles

Subscription roles are not to be confused with user roles. User roles establish the general permissions for the
overall workspace, while subscription role defines the role of users for fact sheets.

Examples of user roles include Admin, Member, Viewer, and so on. On the other hand, subscription roles
include roles like Application Owner, Business Owner, Project Manager, etc. For examples of commonly used
subscription roles, refer to Example Subscription Roles [page 984]. To learn more about user roles, see User
Roles [page 1124].

Subscribing to Fact Sheets

As an admin or member, you can subscribe to a fact sheet or add new subscribers to fact sheets. To subscribe
to a fact sheet, do the following:

1. In the fact sheet, go to the Subscriptions tab.

2. Click on the + Add a person button. This opens an overlay where you can enter the subscriber’s details.
3. Search for and enter the subscriber's email, then choose the appropriate subscription type and role.
• You will see only roles that match the selected subscription type. If a subscription role has been
created as type All, it will be available for any of the 3 subscription types. To learn more, see Creating a
Subscription Role [page 978].
• Providing a subscription role is optional by default, but admins can also make it mandatory in the
settings. To learn more, see Enforcing Mandatory Selection of a Subscription Role [page 981].
• You can also assign multiple subscription roles to the same user. To assign multiple roles for the same
user, click the Add Role button and include the respective roles.
4. Click Save to finish subscribing.

You can also subscribe to multiple fact sheets at once. To learn how to do it, see Subscribing and Unsubscribing
in Bulk [page 624].

Adding Non-SAP-LeanIX Users as Subscribers

You can also add people who are not yet using SAP LeanIX as subscribers. In the Add Person overlay, select +
New person and provide the email and name of the person. They will be added to the subscription list, allowing
you to contact them through SAP LeanIX. However, they will not receive automatic notifications about fact
sheet updates until they are invited to the workspace. You can invite them to the workspace using the + Invite
button at any time. Additionally, you can add people to multiple fact sheets in one go. For more information, see
Subscribing and Unsubscribing in Bulk [page 624].

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  Note

Contacts: Fact sheet subscribers who have not been invited to a workspace and don't have an SAP LeanIX
account are termed 'Contacts'. To learn more, see Contacts [page 1122].

 Tip

• To avoid overwhelming new users with notifications, during onboarding keep them as 'Contacts' while
still making them fact sheet subscribers. You can invite them as SAP LeanIX users at a later point.
• You can also add non-SAP-LeanIX users as fact sheet subscribers using surveys. To learn how, see
Assigning Fact Sheet Subscriptions Through Surveys [page 835].

Adding Non-SAP-LeanIX Users as Subscribers

 Tip

Best Practice: When uploading data for the first time, specify responsible owners (application owners) for
each application. This approach makes ongoing data maintenance much easier and doesn't affect these
users during the initial submission.

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Modifying Subscription Details

To edit a subscription, do the following:

1. In the fact sheet, navigate to the Subscriptions tab.

2. Click the edit icon (depicted by a pencil) next to the subscriber you want to modify. This action opens an
overlay, allowing you to modify the subscription type or roles.
3. After making the changes, click Save.

Unsubscribing from Fact Sheets

To unsubscribe from a fact sheet, do the following:

1. In the fact sheet, navigate to the Subscriptions tab.

2. Click the edit icon (depicted by a pencil) next to the subscriber you want to unsubscribe. This action opens
an overlay.
3. Click Delete Subscription to finish unsubscribing.

Subscribing and Unsubscribing in Bulk

In the inventory table view mode, you can subscribe to or add subscribers to multiple fact sheets in one go. To
learn about table view and inline editing, see Bulk Updating Data in Inventory Table View [page 591].

To subscribe in bulk, follow these steps:

1. In the inventory, apply filters to narrow down to fact sheets that you need.
2. Switch to table view by selecting the As Table icon located at the top right.
3. At the top right of the table, click the eye icon to add more columns to the table.
4. Add the subscription types and roles as columns to the table.

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 Adding the Subscription Types and Roles as Columns to the Table.
5. Click Edit at the top of the table.
6. In the relevant subscription columns, provide emails of users against the concerned fact sheets.
7. Click Save.

Similar to subscribing in bulk, you can also unsubscribe from multiple fact sheets simultaneously. Follow the
same steps as detailed above, but instead of adding users' emails, remove the emails of those who need to be
unsubscribed.

Bulk subscribing and unsubscribing are also possible by importing data through Excel files. To learn more, see
Importing Fact Sheet Data Through Excel File [page 601].

Updating Subscriptions in Bulk

Editing fact sheets in table view allows you to update subscriptions in bulk. You can change the subscription
type and roles by moving users' emails from one column to another. This is helpful when you need to correct
subscription types or roles for many users, such as changing users mistakenly subscribed as responsible
to observers or when adjusting the governance policy, which might involve changing who is responsible or
accountable for maintaining specific fact sheets.

Bulk updates are also possible by importing data through Excel files. To learn more, see Importing Fact Sheet
Data Through Excel File [page 601].

Notifications

You receive notifications when you are added or removed as a subscriber to a fact sheet and when the quality
seal is broken due to another user updating your fact sheet where you are subscribed as Responsible or
Accountable.

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These notifications are accessible through all channels configured in your notification settings. Notifications
aim to ensure engagement, especially from stakeholders who do not regularly use SAP LeanIX as their primary
tool.

You can change your notification settings and frequency by navigating to Notifications under My settings and
selecting Subscriptions. To change the notification settings for changes in the quality seal, select Data Quality.
To learn more about notifications, see Notifications [page 905].

Subscription-Based Permissions

Admin users can configure advanced subscription-based permissions for specific fact sheet attributes. This
enables an additional validation at the fact sheet level, checking the user's subscription type before allowing or
disallowing them to perform specific operations on attributes. For more information, see Subscription-Based
Permissions [page 967].

4.2.8.3 Quality Seal

Quality seal ensures data integrity by assigning approval responsibility to accountable and responsible
subscribers of fact sheets. When broken, it prompts verification and approval of fact sheet information.

Introduction

Quality seal is a mechanism to ensure the overall integrity and quality of data on fact sheets. It assigns
accountability to the responsible or accountable user to approve the quality of a fact sheet whenever other
users make any changes to the fact sheet. When the quality seal is broken, it triggers a Check needed status at
the top of the fact sheet. This prompts the responsible individual to verify the data and provide their approval
by approving the quality seal of the fact sheet.

 Note

Admins can disable or enable the quality seal feature for each fact sheet type on the fact sheet
configuration page. For detailed instructions, see Enabling or Disabling the Quality Seal [page 629].

Breaking of Quality Seal

 Note

The actions and permissions described in this guide for various user roles and subscribers are valid only
for default settings. Administrators can modify the default permissions to align with their organization's
governance rules. To learn more, see Fact Sheet Permissions [page 963].

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The following table provides information on who can or can not break the quality seal:

Role Breaking Quality Seal

Admins Admins can edit any fact sheet without breaking the quality
seal.

Members Responsible or accountable subscribers of a fact sheet can

edit information on that fact sheet without breaking the
quality seal. Conversely, a fact sheet's quality seal is broken
when members who are not responsible or accountable sub-
scribers for that fact sheet update its attributes.

Viewer Viewers cannot break the quality seal as they do not have the
right to make any changes to fact sheets.

The quality seal breaks when attributes are updated, including:

• base fields like name, description, etc.

• updates to fields such as alias, release, etc.
• updates to mandatory and non-mandatory fields
• updates to ExternalID
• updates to resources
• updates to relations, such as ApplicationToBusinessCapabilityRelation, ParentChildRelation, etc.
• However, operations under the subscriptions, comments, metrics, and surveys sections do not break the
quality seal.

Additionally, the workspace administrator can configure a renewal interval (e.g., 30 days, 3 months, etc.),
after which the quality seal automatically breaks, ensuring continuous data quality maintenance. The renewal
interval only considers changes to the quality seal status. The interval resets and starts counting when the
quality seal is approved. It does not take into account any other updates or modifications made to the fact
sheet itself. To learn how to configure the renewal interval, see Enabling or Disabling the Quality Seal [page
629].

 Note

Excluding Attributes from Breaking Quality Seal: If you have a need to exclude certain attributes from
breaking the quality seal, reach out to SAP LeanIX Support to alter the configuration to your needs.

Quality Seal States

• Check needed: Indicates that the quality seal is broken and verification is required due to changes made by
users who are not responsible or accountable for the fact sheet.
• Approved: Indicates that the fact sheet has been reviewed and approved by the responsible or accountable
user.
• Draft: Indicates that the fact sheet is not yet finalized or approved. This is an additional state that can be
enabled by the admin. When enabled, all new fact sheets with mandatory attributes will be created in the
draft state.
• Rejected: This is an additional state that can be enabled by the admin. This state can indicate that the fact
sheet is being removed from the data quality process, and there is no need to maintain it further.

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  Note

• When the draft state is enabled, fact sheets can only be approved if all mandatory attributes are filled.
To learn about mandatory attributes, see Mandatory Attributes [page 631].
• Fact sheets approved before enabling the draft state will remain approved even if their mandatory
attributes are not completed.

 Note

By default, reports only include fact sheets with quality seals that are broken or approved. If you prefer
to include fact sheets with other quality seal states by default, please contact your customer support
manager for assistance.

Quality Seal States of New Fact Sheets

The quality seal state of the newly created fact sheet is determined by how the quality seal states are enabled
by admins. To learn more, see Enabling or Disabling the Quality Seal [page 629].

Here is a summary of possible configurations and their impacts:

Quality Seal State - Broken Quality Seal State - Draft New Fact Sheet State

Enabled Disabled Broken (displayed as Check needed)

Enabled Enabled Draft

Disabled Disabled Approved

Disabled Enabled Draft

Approving Fact Sheet Quality

When the quality seal feature is enabled for a fact sheet type, a quality seal icon appears at the top of each
fact sheet of that type. Responsible or accountable subscribers can click on the icon, and from the drop-down
menu, choose and change the quality seal state. You can approve the quality seal by selecting Approve Fact
Sheet.

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 Approving or Changing Quality Seal State

Besides the automatic breaking of the quality seal when the fact sheet attributes are changed, you can
manually break it by selecting Break Quality Seal. It may be necessary in certain situations to indicate that the
information on the fact sheet needs to be reviewed or updated. For example, if errors have been identified,
breaking the quality seal can prompt a review process to ensure accuracy and completeness

Manually Breaking Quality Seal

Users who do not have permission to change the quality seal see just the quality seal of the fact sheet.

Enabling or Disabling the Quality Seal

On the fact sheet configuration page, admins can enable or disable the quality seal feature and quality seal
states for each fact sheet type.

 Tip

Disabling the quality seal doesn't delete existing quality seal states of fact sheets. This ensures that
previous work isn't lost and makes it easy to re-enable later.

To enable or disable the quality seal for a fact sheet type, do the following:

1. In the administration area, select Meta Model Configuration.

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2. Select the fact sheet type for which the quality seal needs to be enabled or disabled.
3. Go to the Quality Seal tab and select or unselect the checkbox next to Broken to enable or disable the
quality seal.
4. Set a renewal interval based on your requirements. Renewal interval ensures that fact sheets' quality seal
is periodically broken, even if fact sheet attributes remain unchanged. This ensures that the information
in the fact sheet that needs to be periodically assessed, such as the functional fit or technical fit of an
application, is reviewed and validated.
5. Click Save to save the changes.

Enabling or Disabling the Quality Seal in Fact Sheet Configuration Page

Similarly, you can choose to add additional quality seal states - Draft and Rejected by checking their respective
checkboxes.

 Tip

By retrieving event logs for a fact sheet through the GraphQL API, you can get the approval date of the
quality seal and calculate the future expiration date based on the renewal interval. For more information,
see Retrieving Event Logs for a Fact Sheet [page 1986].

Notifications

When the quality seal of a fact sheet is broken, all responsible and accountable subscribers of the fact sheet
receive a notification. These notifications are accessible through all channels configured in your notification
settings.

You can change your notification settings by navigating to Notifications under My settings and selecting Data
Quality. To learn more about notifications, see Notifications [page 905].

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 Setting Notification for Breaking of Quality Seal

4.2.8.4 Mandatory Attributes

Mandatory attributes are essential fields specified by admins to ensure data integrity and quality in fact sheets.
They must be filled out for fact sheets to approve quality seal, ensuring consistent and reliable information.

Introduction

Mandatory attributes are essential attributes that users must fill out to maintain data integrity and quality
standards in a fact sheet. Admins can specify which attributes are mandatory for a particular fact sheet type to
ensure essential information is consistently gathered. These mandatory attributes can include fields, relations,
tag groups, and subscription roles and types.

When mandatory attributes are defined for a fact sheet type, any newly created fact sheets must have all these
attributes filled before their quality seal can be approved. This helps maintain data integrity and reliability,
ensuring that fact sheets meet the necessary standards before being approved.

Filling Mandatory Attributes

When mandatory attributes are defined by the admin, they appear listed on the right-side panel of the fact
sheet until the quality seal is approved. Checkboxes next to them indicate whether they are filled or not. You
can use the list to conveniently navigate to the respective fields and provide the needed input.

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 Filling Mandatory Attributes

For mandatory relations, you have to specify at least one relation in the field. Setting the relation empty by
selecting Leave empty also counts as a filled relation.

Leaving a Mandatory Relation Empty on Purpose

Similarly, you have to assign at least one tag if a tag group is defined as mandatory.

The mandatory subscriptions, if defined, are also listed on the right-side panel of the fact sheet. Click on the
item to open the subscription overlay and add the appropriate person as a subscriber. To learn more about
subscriptions, see Subscription Roles [page 978].

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Mandatory Attributes and Quality Seal

When mandatory attributes are defined for a fact sheet type, the quality seal of a fact sheet can be approved by
the responsible or accountable subscribers only when all mandatory attributes are populated.

 Note

Fact sheets whose quality seal was approved before enabling mandatory attributes will remain approved,
even if their mandatory attributes are not filled.

Before the fact sheet is approved, the values of mandatory fields can be edited or even removed to leave them
empty. Once a fact sheet is approved, you can still edit the value of the mandatory field, but it is not possible
to remove the value of the mandatory field and leave it empty. You can do it only after setting the fact sheet
quality seal back to Draft.

Similarly, the last remaining value of mandatory relations, tags, and subscribers can be edited but can not be
removed from an approved fact sheet without setting the fact sheet quality seal back to Draft.

To learn more about quality seals and quality seal states, see Quality Seal [page 626].

Defining Mandatory Attributes

Admins can define mandatory attributes in the fact sheet configuration page and mandatory attributes are
defined separately for each fact sheet type. To define mandatory attributes, do the following:

1. In the administration area, select Meta Model Configuration.

2. Select the fact sheet type for which the mandatory attributes need to be defined.
3. Go to the Quality Seal tab and select the Draft quality seal state checkbox.

 Note

Mandatory attributes can be defined only when the Draft quality seal state is enabled.

1. Define the mandatory attributes by selecting the required fields, relations, subscriptions, and tag groups
from the respective sections. The drop-down menus in each section list all active and possible fields that
can be set as mandatory.
2. Click Save to save the changes.

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 Configuring Mandatory Attributes

Except for the Description field, base fields such as ID, Display Name, Level, or Status can not be made
mandatory. Similarly, read-only fields and attributes in the Unused Fields and Relations section can not be
made mandatory.

User-created custom attributes can be set as mandatory.

Mandatory subscriptions can be defined based on subscription type, subscription role, or even specific
subscription role of a particular subscription type.

• Selecting a subscription type (Observer, Responsible, or Accountable) mandates having at least one
subscriber of that type for the fact sheet.
• Selecting a subscription role under a subscription type mandates having at least one subscriber of that
role, specifically of that type.
• Selecting a subscription role under Any type mandates having at least one subscriber of that role,
regardless of subscription type.

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 Defining Mandatory Subscription

 Note

The option to choose from Any type will not be available if you have not created at least one subscription
role as subscription type All in subscription role management. To learn more, see Subscription Roles [page
978].

Interoperability of Mandatory and Conditional Attributes

Mandatory attributes and conditional attributes are interoperable. They can coexist and function properly
without conflicting with each other. This allows you to have conditionally activated fields and relations at the
fact sheet subtype level, even though the mandatory attributes are defined for the fact sheet type. To learn
about conditional attributes, see Conditional Attributes [page 969].

To illustrate, in IT component fact sheets, say you have the need to make the Release field mandatory and, at
the same time, make it visible only for the software subtype.

In this case, you define the Release field as mandatory, and in the conditional attribute tab, add a condition
to make it a conditional attribute. Define the condition using Subtype as the activator and Software as the
activating value.

Defining Conditional Attribute

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The Release field will be visible and listed as a mandatory attribute in the software IT component subtype, while
it will not be visible or mandatory in the rest of the IT component fact sheet subtypes.

Mandatory Field Made Conditional For A Fact Sheet Subtype

4.2.9 Searching and Filtering in the Inventory

Searching and filtering in the inventory helps efficiently manage your data. Learn how to quickly find fact
sheets, apply filters, manage filters, and save search results for future access.

Introduction

Searching and filtering in the SAP LeanIX inventory is a powerful way to efficiently manage and navigate a large
number of fact sheets. You can quickly find a specific fact sheet or apply filters to narrow down fact sheets to
the necessary subset. Additionally, you can search for specific filters or filter groups to easily apply the right
filter criteria. You have the flexibility to manage these filters, choosing which ones to display or hide on the filter
panel based on their relevance. Furthermore, you can save the search results for quick access in the future.

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Searching and Filtering

The search field in the navigation bar helps you quickly find a specific fact sheet. As you type, suggested fact
sheets appear in the drop-down list, allowing you to select and jump straight to the desired fact sheet. The
full-text search capability also allows you to search for and list all fact sheets containing the searched term.

Clicking on the Add Filter button opens the smart search overlay. In the smart search overlay, you can do
full-text searches, search and apply filters, as well as jump straight to a desired fact sheet by selecting it from
the suggestions.

Search Field in the Navigation Bar and the Add Filter Button for Smart Search

Searching and Applying Filters

Searching for a filter lets you easily find and apply the right filter. You can search for a specific filter by clicking
Add Filter button ( '+' icon when a filter is already applied) in the filter bar of inventory.

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 Searching and Applying a Filter

 Caution

Search Result's Expiry: The system retains search results in memory for 5 minutes. If you try to scroll
through the results after more than 5 minutes, you may receive an error message prompting you to re-run
your search.

Searching and Filtering Using Natural Language

 Note

This feature is available if you have enabled AI capabilities for your workspace. To learn more, see AI
Capabilities [page 849].

If AI capabilities are enabled in your workspace, you can use natural language queries to filter and find fact
sheets more easily. The system interprets your query and automatically applies the corresponding filters to
narrow down the list of fact sheets.

This makes it easier for all users, including those without in-depth SAP LeanIX knowledge, to search and apply
filters quickly and intuitively.

To search and filter fact sheets using natural language, do the following:

1. In the inventory, click Add Filter With AI.

2. Enter your search/filter request in plain language (e.g., "Show me my apps").
3. Click Apply to see the filtered results.

You can modify the generated filter manually or refine your natural language query for better results.

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 Searching and Filtering Using Natural Language

You can combine multiple conditions in a single query. For example: "<Show me applications that are
used in Germany and store sensitive data objects.>" It also takes into account your custom
attributes, provided you have configured them to be shown in filters.

Some example queries:

• "Which data objects are sensitive?"

• "Which software is going out of life this year?"
• "Which software is out of life and still has active applications?"
• "Which applications has Frank Martin been responsible for?"
• "Which applications run on .NET technology?"
• "Which applications store sensitive data objects?"
• "Which applications are used in Germany or the US with functionality in HR Payroll?"

Applying Filters From the Filter Panel

The filter panel on the left provides advanced options for applying and managing available filters. While
numerous filter criteria are available, initially, only some filter criteria are listed to maintain a clean layout
and simplify user experience. You can configure which filter groups are to be shown or hidden based on your
specific needs. Additionally, the filter groups visible on the filter panel depend on the selected fact sheet type;
when you choose a specific fact sheet type, associated filter groups are listed accordingly.

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Searching for Filter Groups

With numerous filter criteria available, being able to search for specific filter groups enables you to quickly
find the most relevant options for your needs. For example, if you are looking for filters related to application
lifecycle status, you can search for ‘lifecycle’ and immediately see all lifecycle filter options.

Searching for Filter Groups

Displaying and Hiding Filters

You can manage which filter groups you want to display or hide on the filter panel based on your needs and
frequency of use. To do so:

1. Go to the menu at the top right of the filter panel.

2. Select Manage filters.
3. Select and make filter groups visible or hidden.

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 Displaying or Hiding Filters Through the Manage Filters Option

 Note

Filtering is a powerful feature to slice and dice the data for effective analysis. You can learn more about
advanced filter options in Advanced Filter Options [page 643].

Saving Search Results

You can save searched and filtered results to quickly access a specific list of fact sheets anytime in the future.
This is valuable when you frequently access specific lists or when you want to preserve the results of complex
searches for future reference. It saves time and effort by eliminating the need to recreate search and filter
parameters each time.

For example, in a cloud transformation initiative, you may need to frequently access on-premise applications
that have a strong functional fit and belong to certain specific business units. By applying the necessary filters
and saving the search results, you can always access the results easily.

To save a search result:

1. Click Save as at the top right corner.

2. In the resulting overlay, give a name and set read and write permission.
3. Click Save.

You can access the saved searches by selecting the Searches tab in the filter panel on the left. You can edit,
delete, or share your saved search by accessing Manage Searches from the menu next to the Save as button.

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 Saving, Accessing, and Managing Search Results

Viewing Filtered Fact Sheets in Reports

You can seamlessly transition from inventory to reports without needing to remember or save the applied
filters. In the right-side panel, under Show In Report, all relevant reports for the filtered list of fact sheets are
displayed. Select any report to see the fact sheets filtered using the same criteria you applied in the inventory.

Viewing Filtered Fact Sheets in Reports

 Note

This functionality is also available for configured and custom reports if the configuration of the report
contains a “factSheetType”: “{facsheettypename}” element.

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4.2.9.1 Advanced Filter Options

Advanced filter options provide powerful ways to refine searches and manage fact sheets. These options
allow for complex queries, making it easier to find and organize specific architectural elements within your IT
landscape.

Introduction

Advanced filter options in SAP LeanIX allow you to refine your filter criteria, combine AND, OR, and NONE logic,
allow filtering by fields on relation, invert applied filters, and more for effective search. In this guide, you can
also learn about using lifecycle and subscription filters.

Before diving into advanced filtering, refer to the basic guide on searching and filtering. See Searching and
Filtering in the Inventory [page 636].

Advanced Filtering

Advanced filtering allows you to refine your filter criteria for more specific results. The filter panel on the left
might not list all the filter criteria to keep the layout clean and user-friendly. For example, if you want to find
applications used by a particular level 2 business capability, you can use advanced filtering to find the level 2
business capabilities.

Advanced filtering also allows you to filter the filter criteria by related fact sheet types. For instance, assume
you want to identify all applications that support business capabilities associated with the customer's online
purchase journey. First, using the advanced filter option, filter the specific business capabilities associated with
the online purchase journey. Then apply those business capabilities as filters to identify all the applications
supporting those business capabilities.

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 Advanced Filtering in Inventory

Combining Filters with AND, OR, and IS NOT Logic

You can fine-tune your search results using filters with AND, OR, and IS NOT logic. These filters help you include
or exclude specific fact sheets, tags, and other criteria. Here's how each operator works:

• OR: Shows results that match at least one of the selected items.
• AND: Shows results that match all of the selected items.
• IS NOT: Excludes results that match any of the selected items. This is helpful for inverting the applied filters
to have a list of all fact sheets not related to the applied filters.

You can select these options in the filter group settings by clicking the gear icon in either the filter panel or the
filter bar.

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 Combining Filters with AND, OR, and NONE Logic

 Note

When applying related fact sheets as filters, use the advanced filter to see the complete list of related fact
sheets. To learn more, see Advanced Filtering [page 643].

Filtering by Fields on Relation

You can use fields on relation as filter criteria to refine your search and gain better insights. Here are a few
example queries that can be answered using fields on relation as filters:

• All applications owned or used by an organization and not just related to an organization.
• All applications where marketing is the leading business capability.
• All applications where the data object 'Customer' is created or updated.
• All IT components approved for the tech category 'Middleware'.

At the bottom of a filter group, the Add field filter drop-down list includes all default and custom fields on
relations that you can select as filters. Select the necessary field from the list to apply the filter. You can
select multiple fields in one search. Additionally, you can apply fields from multiple relations simultaneously by
selecting the + Add relation field button, which appears after you have used at least one field on a relation as a
filter.

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 Filtering by Fields on Relation

Inverting Applied Fields on Relation Filter

You can invert the applied filter in the filter group settings by clicking the gear icon in either the filter panel or
the filter bar and then selecting none of the relation field filters.

Inverting the Fields on Relation Filter

 Tip

Tip

In single-select and multi-select fields on relation, 'n/a' is also an option. When you want to apply 'n/a' as a
filter, select all the values of the field as filters and then simply invert it.

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Making Fact Sheet Fields Available as Filter Options

If certain fields on relations are not available in the filter options, it means they are not configured to be shown
in filters. You can configure these fields by enabling the Show in filters toggle in the fact sheet configuration. For
details, see Showing Fields in Filters [page 952].

Configuring Fields to be Shown in Filters

Using the Lifecycle Filter

The lifecycle filter enables filtering of fact sheets by their lifecycle state: plan, phase-in, active, phase-out, and
end-of-life. It is useful for viewing your architecture at a specific point in time. This capability allows you to
easily analyze your target architecture landscape, provided that you have also modeled successors effectively.

In the context of application fact sheets, you can filter by the following lifecycle states:

• Plan: Filter applications that are still in the planning stage and it is unclear whether they will be
implemented or introduced.
• Phase In: Filter applications that are in the phase of being built or acquired.
• Active: Filter applications that are productive and in active use.
• Phase Out: Filter applications that will be retired at the end of this phase
• End of Life: Filter applications that are not in use.
• Any: Filter applications that are in any lifecycle state, including those without lifecycle information, except
for fact sheets in the end-of-life state.

 Note

The lifecycle state can have slightly different meanings depending on the fact sheet type. Check the help
texts in the fact sheet itself to understand what the lifecycle phases mean for each type.

A lifecycle filter can be applied to a specific point in time or over a time frame by selecting the needed options
from the lifecycle filter.

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 Applying Lifecycle Filters Based on Time

You have the following options:

• Effective Within Time Frame: Filters fact sheets that are in the selected lifecycle state at any point during
the specified time frame.
• Starts Within Time Frame: Filters fact sheets that begin the selected lifecycle state within the selected time
frame.
• Ends Within Time Frame: Filters fact sheets that end the selected lifecycle state within the selected time
frame.
• Point of Time: Filters fact sheets that are in the selected lifecycle state at a specific point in time. You can
also choose Today, End of Month, and End of Year for quick and easy filtering.

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 Applying Lifecycle Filters for a Point of Time

 Note

When combined with a relation filter, the lifecycle filter also takes the relation Active from/Active until fields
into consideration.

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Filtering by Subscriptions

Filtering by subscriptions enables you to find fact sheets based on subscribers or specific subscriber roles,
as well as those without any subscribers. This is particularly valuable when you have to identify fact sheets
without subscribers so as to assign ownership and maintain accountability effectively.

In the subscriptions filter group, select My Subscriptions to list all fact sheets you have subscribed to. Similarly,
selecting the name of another user allows you to view the fact sheets they are subscribed to. You can further
refine the list based on subscription type or subscription role by selecting the appropriate type and role from
the Type / Role filter drop-down list.

 Note

If the subscription filter group is not visible in the filter panel, you can make it visible through the Manage
Filters settings. To learn more, see Displaying and Hiding Filters [page 640].

Listing the Fact Sheets Without Subscriptions

In the subscriptions filter group, select ‘n/a' to list all fact sheets without subscriptions.

Further, if you select a subscription type or role from the drop-down list below, all fact sheets without
subscriptions of that type or role are also added to the list, even if those fact sheets have another type of
subscription. So, in effect, selecting ‘n/a' and a particular subscription type or role gives you the list of fact
sheets without a subscription of that type or role.

Listing All Fact Sheets with a Specific Subscription Type or Role

To list all fact sheets with a specific subscription type or role, do the following:

1. In the Subscriptions filter group, select ‘n/a' to list all fact sheets without subscriptions.
2. Select a subscription type or role from the drop-down list below. This lists all fact sheets without
subscriptions of that type or role.
3. From the filter group settings (gear icon), select IS NOT - none of the selected items. This inverts the
previous list to show all fact sheets with that specific subscription type or role.

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 Listing All Fact Sheets With a Specific Subscription Type or Role

4.2.9.2 Strict Filtering

Users filtering for related fact sheets or for fields on relations need to understand the nuances of which fact
sheets are retrieved and what happens to the attributes and relations on those fact sheets in connection with
the filters.

Using filters on relations or the 'Advanced Search' to filter on relation fields requires a certain explanation of the
functionality.

Filtering on relations without strict filtering

SAP LeanIX will retrieve all fact sheets that apply to a certain filter and then retrieve all relations of those fact
sheets and not just the ones that apply to the filter.

If users specify a filter based on a relation target, e.g., all applications that use a specific data object, then all
applications are returned, including their properties and relations. In the case of “non-strict filtering”, the filter
is not applied to the relations, and therefore relations that don't fit the filter are returned as well.

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 Filtering for all applications that use the data object “Customer”, will retrieve all applications that use the data object
“Customer” along with all their relations, i.e., also relations to the data objects that weren't specified in the filter, e.g., “Order”

Filtering on relation fields without strict filtering

Similar to the previous scenario, if filtering on a field on a relation, e.g., “all applications that have a user group
with usage type 'owner'”, SAP LeanIX will retrieve all applications that have such a user group and then for all
such applications retrieve all properties and relations including relations to user groups not having the usage
type owner (be it empty or 'User').

This extends to all reports as well, which is why, on the following Matrix report, there are also instances of
relations to user groups that don't have the usage type “Owner”, even though it was specifically filtered for it.
Only the applications not having any relation with the field ‘Owner’ (all are only 'user' or no property set at all)
are hidden.

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Strict filtering for filters on relations

Without strict filtering, a Landscape for all applications using the data object “Customer” looks like this:

With strict filtering, a Landscape for all applications using the data object “Customer” looks like this:

Similarly, on a matrix report: without strict filtering

With strict filtering

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Strict Filtering with filters for fields on relations

Similarly, when using a filter for fields on relations, Landscape, and Matrix reports will correctly filter out
relations that aren't in the scope of the selected filter:

 Caution

The inventory will not immediately reflect this change for now.

While Landscape and Matrix reports work with the strict filtering on relations and relation fields, the
inventory will not work similarly.

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4.2.10 Tags

Tags are labels used to classify and categorize fact sheets, making it easy to filter, organize, and analyze data.
Learn how to assign and manage tags, understand when and when not to use them, as well as leverage them
for filtering and reporting.

Introduction

Tags in SAP LeanIX are a powerful way to classify and categorize fact sheets to gain quick and valuable insights.
They enable easy filtering and fast access to relevant information, support precise analyses, and allow for
customized reporting, helping you generate meaningful insights effectively.

As compared to custom fields, tags are ideal for broad, frequently changing attributes and temporary statuses,
while custom fields are better suited for detailed, specific attributes not covered by the meta model and
requiring varied data types.

Admins create tag groups and tags in the administration area, which are then available in the fact sheet header
to be selected and assigned. Both members and admins have the right to assign tags to fact sheets.

Tags on Fact Sheet

If admins have enabled on-the-fly tag creation, members can also create new tags as needed; otherwise, they
can only assign pre-created tags. For more details on on-the-fly tag creation, see Tagging Mode [page 930].
When creating tag groups, admins can define them as either single-select or multi-select, restricting users to
assigning only one tag from the group or allowing them to assign multiple tags from the group.

Assigning and Removing Tags from Fact Sheets

To assign tags to the fact sheet, follow these steps:

1. In the fact sheet header, click Edit tags.

2. From the drop-down list, select the tag you wish to assign from the tag group.
3. Click Save.

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If on-the-fly tagging is active, you can create new tags that aren’t in the drop-down list. To create and assign
tags on the fly, do the following:

1. In the fact sheet header, click Edit tags.

2. Type the name of the new tag.
3. In the drop-down, click New against the tag name.
4. Click Save.

To remove a tag, click the 'x' on the tag after selecting Edit tags.

 Note

Tags created on the fly do not belong to any predefined tag group and by default they are categorized under
the tag group Other tags. They can be assigned to tag groups by admins. To learn more, see Tagging [page
986].

However, if you need to add or remove tags for multiple fact sheets, the most efficient way is to filter the fact
sheets in the inventory and either update the data across multiple fact sheets in table view or by exporting fact
sheet data as an Excel file, making the update in the spreadsheet, and importing it back. To learn more, see
Bulk Updating Data in Inventory Table View [page 591] and Bulk Updating Data Through an Excel File [page
594].

Using Tags to Filter Fact Sheets

Tags can be used to filter fact sheets in inventory, reports, and diagrams. They simplify the process of
searching and filtering. Users can apply multiple tags to narrow down specific subsets of fact sheets, allowing
for quicker access to the information they need.

By using tags, you can conduct more precise analyses. For example, you can tag applications with attributes
like ‘High Risk’ or ‘Critical’ and then generate reports to assess the impact and risk levels across your
organization.

You can apply tags as filters from the filter bar at the top or from the filter panel on the left. Simply type and
search for the tag in the filter bar or find the tag group in the filter panel. To learn more, see Searching and
Applying Filters [page 637] and Applying Filters From the Filter Panel [page 639].

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 Using Tags To Filter Fact Sheets

If the tag group you are looking for is not visible in the filter panel, you can add it to the panel through the
manager filter settings. To learn how, see Displaying and Hiding Filters [page 640].

You can combine tags while filtering with AND, OR, and NONE logic to refine your search. To learn more, see
Combining Filters with AND, OR, and IS NOT Logic [page 644].

Using Tags as Views in Reports

Tags enable more detailed and customized reporting. You can generate insights based on specific tags to
identify trends, gaps, and opportunities within your IT landscape. Simply select the needed tag group from the
View drop-down list in reports. Note that only single-select tag groups are available for use as views in reports.

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 Using Tags as Views in Reports

Creating and Managing Tag Groups

Admins can create and manage tag groups and tags in the administration area under the section Tagging.
When creating tag groups, you can limit them to particular fact sheet types if needed or make them available
for all fact sheet types.

You can edit existing tags and also delete them. However, in order to delete a tag group, all the tags in that
group must be deleted or removed from that tag group. Similarly, to delete a tag, all instances of that tag
assigned to fact sheets must first be removed, including from archived fact sheets. For a detailed guide on
creating, managing, and deleting tag groups and tags, see Tagging [page 986].

Tags v/s Custom Attributes

Knowing when to use tags versus custom attributes ensures data is organized efficiently and meaningfully.
Both tags and custom fields should be used judiciously to ensure they add meaningful value and justify the
effort required to maintain them.

When managing fact sheets, use tags for temporary statuses and broad categorizations, especially for
important attributes with a limited number of classifications that may frequently change. Avoid tags if the
information can be adequately modeled using SAP LeanIX's meta-model or if adding more tags would lead to
excessive complexity.

Custom attributes are ideal for capturing specific details not covered by the meta-model, especially when
various data types are required beyond a simple value list or for information relevant only to certain
stakeholders. They are also beneficial for controlling access to specific users.

For a more detailed guide on when to use tags and custom attributes, see Using Tags and Custom Fields [page
51].

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4.2.11 Archiving, Deleting and Recovering Fact Sheets

Learn to archive fact sheets individually or in bulk and effortlessly view or recover archived fact sheets in SAP
LeanIX.

Introduction

Archiving fact sheets keeps your workspace organized and efficient by removing outdated or duplicate fact
sheets. This helps improve system performance, makes important data easier to find, and supports better
resource management.

When a fact sheet is archived, it is removed from the default inventory list. The fact sheet is not permanently
deleted immediately; instead, it remains recoverable for 90 days. During this retention period, you can access
and recover archived fact sheets at any time if needed. After the retention period, the archived fact sheet is
automatically and permanently deleted with no possibility of recovery.

Maintaining the lifecycle data is recommended to actively manage records of decommissioned applications.
This ensures that the relations of the archived fact sheets remain visible and that they are still included in
reports.

 Tip

Pricing Implications: Archived application fact sheets do not count for pricing.

Archiving a Fact Sheet

To archive a fact sheet in SAP LeanIX, follow these steps:

1. Open the fact sheet you want to archive.

2. From the menu at the top right corner, select Archive.
3. You are prompted to specify a reason for archiving the fact sheet. This helps enhance transparency and
understanding for other users. Provide the explanation.
4. Click Archive.

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 Archiving a Fact Sheet

Archiving Fact Sheets in Bulk

You can archive multiple fact sheets in one go by exporting and importing fact sheets as Excel files. Following
instructions tells you how to do it on a high level. For a detailed guide on importing and exporting fact sheets,
see Importing Fact Sheet Data Through Excel Files [page 601].

1. In the inventory, list the fact sheets you want to export by applying the necessary filters.
2. Switch to table view mode, and from the right side panel, select Export.
3. In the exported Excel file, add a column with action as the technical key in the first row and Action as the
translation in the second row.
4. Populate the action column cells with 'archive' as the value for each fact sheet to be archived.
5. Import the file, using the import action button in the right side panel of the inventory.

Each archived fact sheet will now automatically have a comment set to 'archived by Excel import.

Archiving Fact Sheets in Bulk

Viewing and Recovering the Archived Fact Sheets

To recover an archived fact sheet within the retention period:

1. Use the filter function in the Inventory and search and apply the filter - Archived.

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 Search and Apply the filter - Archived
2. From the filtered list, open the archived fact sheet you want to recover.
3. From the menu at the top right corner, select Recover.

Deleting Fact Sheets

Fact sheets can not be deleted directly. To delete a fact sheet you need to archive it first. When a fact sheet
is archived, it is removed from the inventory but can still be accessed for up to 90 days. To know how, see
Viewing and Recovering the Archived Fact Sheets [page 661] During this retention period, you can also recover
archived fact sheets at any time if needed. After the retention period, the archived fact sheet is automatically
and permanently deleted with no possibility of recovery.

4.3 Reports

Reports are a powerful tool for visualizing data, generating insights, and making informed decisions. Reports
provide a comprehensive view of an organization's architectural landscape, enabling users to analyze and
present critical information, such as application portfolios, technology stacks, dependencies, and more.
Reports in SAP LeanIX play a pivotal role in enhancing transparency, communication, and strategic decision-
making.

The SAP LeanIX meta model captures information about an organization's applications, technology
components, and business capabilities, among other things. Reports leverage this data to create insights to
help organizations optimize their IT landscape and align it with their business goals.

To generate reports, you can leverage SAP LeanIX's reporting functionality. Reports can be created from
scratch or by customizing one of the pre-built templates provided. Reports offer a range of chart and graph
types, allowing you to choose the best visualization for their data. You can also filter data based on specific
criteria, allowing you to create reports tailored to your needs.

In reports, you can group elements into clusters, which enables you to identify areas that require attention and
optimize your IT investments. SAP LeanIX provides excellent out-of-the-box report types, such as Landscape
Report, Matrix Report, Portfolio Report, Circle Map, Cost Reports, Roadmap Report, and World Map.

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Additionally, you can include reports in presentations to share valuable insights with stakeholders. For more
information, see Presentations [page 886].

This documentation will cover the following:

1. How to use Reports in SAP LeanIX

2. Details on out-of-the-box Reports in SAP LeanIX
3. Examples of Custom Reports from the SAP LeanIX Store

SAP LeanIX also provides a place to browse and purchase add-ons, extensions, and reports for SAP LeanIX
users. Trusted partners are building custom reports that can help you to enhance your SAP LeanIX experience.
You can find these reports to download from the SAP LeanIX Store .

4.3.1 Using Reports

Using reports in SAP LeanIX is a straightforward process that can provide valuable insights and analytics on
your organization's IT landscape. Here are the steps to create, customize, and use reports in SAP LeanIX:

Accessing Report

To access the Reports feature in SAP LeanIX from your workspace, simply click on the Reports tab at the top of
the page. You'll find various report types on the left pane for easy access. Admins can create Collections [page
895] to efficiently organize and group reports in the left navigation panel, introducing individual categories
among reports and diagrams.

In the Report tab, you can view an overview of all your available reports. You can also search for a particular
report type or access reports you've created.

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Using Report

As all SAP LeanIX Reports are interactive, you can create your custom reports by making use of various
features such as:

• Apply Filter
• Adjust View
• Clustering
• Apply further report-specific configuration

Apply Filter

For all Reports, the same filter functionality is available as in the Searching and Filtering in the Inventory [page
636]. You can use the filter bar on top or filter facets on the left-hand side, which becomes visible when you
move the mouse pointer to the left side of the window.

The filter facet displays relevant filters tailored to the report type. For additional options, you can access
Manage Filter, where you can add more filter criteria to the panel.

You can make use of the 'OR' operator in your filtering to exclude things from the result. The 'OR' operator in
SAP LeanIX reports enhances filtering flexibility, enabling more customized reports. This feature is accessible
in out-of-the-box reports such as Landscape, Matrix, Portfolio, Roadmap, and Interface Circle Map. It will also
be available for the Inventory filters in 2024. To use it, apply filters as usual and toggle between 'AND' and 'OR'
in the smart search bar, as illustrated in the below picture.

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  Note

Please note that when an 'OR filter is applied, the Show in Inventory function will be disabled, and you will
be notified. This limitation is due to the unavailability of 'OR' filters in the inventory at the moment.

Apply View

You can select from a range of distinct views when generating a report. Views are essentially attributes or
relations represented through a color-coded visualization. Each view offers a distinctive viewpoint on the
data, allowing users to obtain more comprehensive insights. Views can be derived from a variety of sources,
including fields on Fact Sheets, fields on relationships, fields on related Fact Sheets, and tags. For further
information regarding the significance of views, refer to the documentation on Report Views [page 678].

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Clustering

Clustering allows grouping of Fact Sheets based on Relations, Fields and Tags. Clustering makes it easier for
you to organize and understand information. It helps you see patterns and relationships more clearly, making it
simpler to grasp the structure of your IT landscape.

To apply clustering based on different criteria, go to Report's Settings and from the Cluster by drop down menu
choose the needed criteria.

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 Clustering

In Landscape Reports it is possible to cluster by so-called 'self-referencing' relations: relations to subtypes of

the same Fact Sheet type. That means, you can cluster by 'Children', 'Predecessors', 'Successors', and all other
direct relations.

Report-specific configuration

Further configuration of reports is possible in the Reports Settings menu and is report-specific. Common
configurations include clustering Fact Sheets based on a specific type, setting timeline parameters to visualize
data within a specific time frame, selecting different parameters for the X and Y axes, and choosing left and
right properties to display on Fact Sheet items in the report.

 Note

Only single select fields can be used for clustering in reports.

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Adjacent to the Settings, there are additional choices for structuring reports effectively. You can customize the
order of appearance through Sorting, specify the hierarchy level for information display with the Level option,
and switch the Layout Mode of the Report between Stacked, Detailed, or Rolled-Up modes according to your
requirements.

Side Panel

Clicking on any Fact Sheet in a report opens a side panel on the right. This panel gives a quick overview of
essential information about the Fact Sheet. It gives you the convenience of accessing information without
switching between reports and Fact Sheets.

The displayed Fact Sheet fields in the side panel depend on the chosen view. You can edit the information
within the side panel by clicking on the field you want to update.

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In Landscape, Matrix, Roadmap, and Circle Map reports you can also configure which fields and relations you
want to be displayed in the side panel. To configure the content of the side panel, do the following:

1. Click on Configure Content at the top of the side panel to open Side Panel Settings.
2. In Side Panel Settings, add desired fields and relations by clicking the '+' icon.
3. If you want, you can rearrange the order of added fields by dragging and dropping.
4. Click Apply to see the new fields in the side panel.
5. If you want these fields visible even when you open the report next time, click Save from the drop-down
menu located at the top right of the report.

Configuring the side panel of the report

Your ability to configure the side panel content depends on your permissions at the report and field levels. In
other words, if a user lacks permission to view or edit a specific field in the metamodel, the same restriction
applies to the side panel configuration.

You can configure and see most fields and relations using the configuration panel, except base fields such as
name and description, location, and multi-select fields. Also, if a field or relation is part of an inactive section in
the Fact Sheet, it will not appear on the side panel.

 Note

While Project Status is a multi-select field, it is configurable, but only the Current Project Status is
displayed on the side panel.

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In the side panel, you can also comment and reply to comments just as you would on the Fact Sheet.
Furthermore, from the side panel, you can quickly navigate to the Fact Sheet by clicking on the Fact Sheet’s
name at the top.

Creating a New Report

To create a new report, you can click on the New Report button and choose Report Type. You can choose from 4
types of reports: Matrix, Portfolio, Roadmap, and Landscape Report.

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Exporting and Sharing Reports

Export and Share: Once you have customized your report, you can export it in various formats, such as PDF,
PNG Image, or HTML Embed Code, and share it with stakeholders. With the HTML Embed Code, you can
embed and have live data from the SAP LeanIX inside a tool such as Confluence and PowerPoint (using a Web
Viewer add-ins). Admins and members can export reports. However, it depends on whether they have export
permission for the fact sheet types included in the report. For more details, see Report Permissions [page 674].

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Seeing Complete Data in a Report

Sometimes, one or more Fact Sheets are not included in Reports due to missing data. Does this message look
familiar?

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Clicking on the Show list link will open a pop-up window providing a list of all Fact Sheets that are not included
in the report due to missing data.

To ensure that all the Fact Sheets are included in a Report without any missing data, you must fill in the
necessary attribute fields in the Fact Sheets. You may refer to the tables below. It gives you an overview of all
standard Reports in SAP LeanIX and shows which Fact Sheet types, relations, and attribute fields are needed to
complete them.

 Tip

For better readability of the below matrix, download the PDF version .

Necessary Attributes To Be Filled In Fact Sheets To Ensure Inclusion of All Fact Sheets in Reports

Marking a Report as a Favorite

You can mark a report as a favorite to have quick access to frequently used reports. To mark a report as a
favorite, click on the star icon on the report. Reports marked as favorites are indicated by a blue star. Further,
you can access all your favorite reports in one place inside the Favorites collection, under your personal section.

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 Favorite Reports

You can mark a report as a favorite from various other locations as well, including from report settings, the
manage report page, and more.

 Note

There is no limit to the number of favorites you can have, but marking too many reports as favorites may
defeat the purpose.

When a user tries to delete a favorite report, a prompt informs them that the report is marked as a favorite and
asks if they still want to proceed. This prompt helps prevent the accidental deletion of relevant content in your
workspace, but you can still choose to delete the report if needed.

Report Permissions

Report permissions for members and viewers are as follows:

Actions Member Viewer

Create new report No No

Save and Save as options Only Save as for default reports and Only Save as for default reports and
shared reports for which the user shared reports for which the user
doesn’t have edit permissions. Once doesn’t have edit permissions. Once
saved in this manner, the report is con- saved in this manner, the report is con-
sidered as user's own sidered as user's own

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Actions Member Viewer

Save and Save as for shared reports for Save and Save as for shared reports for
which the user has edit permissions which the user has edit permissions

Save and Save as for own reports Save and Save as for own reports

Delete a report Yes: User’s own reports Shared reports Yes: User’s own reports Shared reports
for which the user has edit permissions for which the user has edit permissions

No: Shared reports for which the user No: Shared reports for which the user
doesn’t have edit permissions Default doesn’t have edit permissions Default
reports reports

Share a report Yes Yes

Export a report Yes No

However, it depends on whether mem- However, it depends on whether view-

bers have export permissions for all ers have export permissions for all fact
fact sheet types included in the report. sheet types included in the report. By
By default, the authorization model default, viewers do not have export per-
grants members export permissions for missions for fact sheets, but the ad-
all fact sheet types. For more details, mins can change this. For more details,
see Fact Sheet Permissions [page 963]. see Fact Sheet Permissions [page 963].

Add to collection No No

Managing Reports

Searching, Filtering, and Sorting

Search, filter, and sort functions help you streamline navigation, save time, and ensure better control over large
sets of reports.

• Search: Quickly find a specific report using keywords.

• Filter: Narrow down reports to your required subset based on criteria like ownership, permissions, creation
date, modification date, and type of reports.
• Sort: Organize reports by attributes such as name, date, or relevance to find what you need faster.

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 Searching, Filtering, and Sorting Reports

Switching Between List and Grid View

You can switch to the list view by clicking the hamburger menu icon at the top right. The list view presents
information in a detailed table format, making it easier to consume the information and perform bulk actions
efficiently.

Switching Between List and Grid View

Managing Ownership and Permissions

Admin users can view all reports, change ownership, and update permissions, regardless of the original
permissions set by their creators. This ensures critical content remains accessible, even if users forget to
share their reports or leave the organization without updating access rights.

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To change ownership, follow these steps:

1. Switch to list view by clicking the hamburger menu icon at the top right.
2. Select the reports for which you want to change ownership.
3. Click Change Owner at the top right of the list.
4. In the overlay that appears, search for and select the new owner.
5. Confirm the change by clicking Save in the overlay.

Changing Ownership of Reports

Permissions can only be changed individually. However, applying permission or ownership filters can help
narrow down the list, making the process easier for you.

To change permission, follow these steps:

1. Click the three-dot menu on the report.

2. Select Report details.
3. On the resulting page, navigate to the Permissions tab.
4. From the Permission Type drop-down list, select the appropriate permission. For default (predefined)
reports, you must first mark them as not default. See the note below for more details.
5. Click Save to confirm the change.

 Note

The permissions for default (predefined) reports can only be changed after marking them as not default. To
do this, uncheck the Mark as default checkbox in the Settings tab and save the changes. You can then follow
the usual steps to modify permissions.

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4.3.2 Report Views

Get an overview of standard report views and learn how to use custom views.

Introduction

Users are allowed to select from a range of distinct views when generating a report. Views are essentially
attributes or relations, which are represented through a color-coded visualization. Each view provides a unique
perspective on the data, enabling the user to gain better insights. Report views are selected from the View
dropdown box on the report and can be based on the following:

• Fields on fact sheets: Attributes on the base fact sheet type of the Report. In some cases, this attribute may
be derived or calculated, e.g., Aggregated Obsolescence Risk.
• Fields on Relations: Attributes that you find in a relation between the base fact sheet type and a related
fact sheet, e.g., the Total annual cost attribute is stored in the relation between an Application and an IT
Component.
• Fields on Related Fact Sheets: Attributes from fact sheets not shown in the report but related to the fact
sheets displayed, e.g., the functional fit of an Application in an IT Component Landscape Report.
• Tags: User-defined tags. You can change the colors associated with tags. For more information, see Tagging
[page 986].

Default Report Views

1. Lifecycle

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 In the Lifecycle view, the color indicates the current Lifecycle status of the Application, IT Component, or
Project. SAP LeanIX differentiates five phases: Plan, Phase in, Active, Phase out, and End of Life. This view
can indicate how many Applications are active and how many are phased in and out at any point in time.
You need to be especially aware of the ones marked as the end of life – there might be a severe technology
risk!
2. Functional Fit
The view Functional Fit refers to an attribute on the fact sheet type Application. In the Functional Fit
view, the color classifies how well the application supports a Business function. SAP LeanIX differentiates
between Unreasonable, Insufficient, Appropriate, and Perfect.
It can help you to identify applications that need to be replaced or at least worked on since they do not
functionally fit their purpose.
3. Technical Fit
The view Technical Fit refers to an attribute on the fact sheet types IT Component and on the fact sheet
type Application. In the Technical Fit view, the color of the boxes indicates how appropriate an application
or IT component is from the technical perspective. For example, maybe an underlying technology of
a specific application fits or doesn’t fit the company’s strategy. SAP LeanIX differentiates between
Inappropriate, Unreasonable, Adequate, and Fully Appropriate.
Please be aware of what technical fit you are looking at – the technical fit of an application or that of an
individual IT component.
4. Business Criticality
The view Business Criticality refers to an attribute on the fact sheet type Application. In the Business
Criticality view, the color differentiates how critical an application is for your Business. SAP LeanIX has
the following classifications for Business Criticality: Administrative Service, Business Operational, Business
Critical, and Mission Critical.
5. Obsolescence: Aggregated Risk
The aggregated obsolescence risk view helps you assess if your applications are at risk due to the
obsolescence of any technical components directly or indirectly connected to them. This risk is calculated
based on the lifecycle status of the underlying IT components that support your applications. For more
details on how the risk is aggregated, see Obsolescence Risk View Aggregation [page 684].
6. Quality Seal
The Quality Seal [page 626] is a mechanism to assign accountability to the responsible or accountable
user to approve the quality of a fact sheet whenever other users make a change to it. Quality Seal view
enables more efficient analysis of items based on their quality seal states. It is available for Landscape,
Matrix, and Roadmap reports.
7. Completion
Fact Sheet Completion Score [page 614] tells how complete the fact sheet data are. The Completion Score
View allows you to quickly understand the progress of various fact sheets in a visually appealing and
informative manner. Completion scores are divided into six buckets: 0-49%, 50-69%, 70-89%, 90-99%,
and 100%, represented by a color gradient from red to green. This view is available for Landscape, Matrix,
and Roadmap reports.
8. Project Risk
The Project Risk is an attribute on the fact sheet type Project. It evaluates if a project faces low, moderate,
high, or severe risk. Depending on the effects on the quality, timeline, and/or budget of the project,
dedicated management attention and support are needed.
9. Project Status
The Project Status view shows the status of the project at the chosen point in time. If at least one of the
projects associated with an application has the status Red, the color of the application is also Red. If none
of the projects has the status Red, but at least one has the status Yellow, the application appears as Yellow.

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 If all projects have the status Green, the application is also Green. If there are no associated projects, the
application stays white.
10. Initiatives: Business Value (Budget (OpEx + CapEx))
In the Project Portfolio Report, you have a view of your Capital expenditure and Operational expenditure.
These are costs that can be maintained as an attribute on the fact sheet type Initiative. It can further be
broken down at the relation between Projects and Provider to indicate where the money was spent. In the
Business Value view, the color of the boxes indicates the overall sum of the Budget.
11. Initiatives: Business Value (NPV)
In the Project Portfolio Report, the Project Business Value indicates the financial improvements that can
be achieved by the Project. It also refers to an attribute on the fact sheet type Project. The benefit in Net
Present Value is classified into Marginal benefit, Little benefit, Large benefit, and Significant benefit.
12. Provider Quality
The Provider Quality identifies how well a certain Provider provides services to your company. SAP LeanIX
differentiates between Unreasonable, Insufficient, Appropriate, and Perfect. It can help you to identify
Providers that need to be replaced or at least worked on.
13. Provider Criticality
The Provider Criticality identifies the appropriate criticality of the Provider. SAP LeanIX differentiates
between Commodity, Operational, Tactical, and Strategic. In combination with the Provider Quality, the
view can give you insights into where the company relies heavily on specific providers that do not provide
the quality required and, therefore, should be replaced.
14. IT Components/Applications: Total annual cost
The Total Cost of IT Components view shows the IT component cost for the different applications. The
cost information is maintained in a field at the relation between IT Component and Application. The color
gradation deepens as the cost increases.
15. Tech Category/IT Components: Resource Classification
The Resource Classification is an attribute of the relation between the IT Component and Tech Category.
It indicates whether the technology is an approved standard in the company or not. SAP LeanIX
differentiates between Unapproved, Retiring, Conditional, Approved, and Investigating.
16. Data Object/ Application: Data Classification
The Data Classification view shows the sensitivity level of the data that is used, manipulated, or utilized
by an application. SAP LeanIX differentiates between Public unclassified, Sensitive, Restricted, and
Confidential.

SAP LeanIX Technology Risk and Compliance - Report Views

In the SAP LeanIX Technology Risk and Compliance, three additional views are available for landscape, matrix,
roadmap, and radar report. It includes:

• Obsolescence: Mitigated Risk Percentage

• Obsolescence: Missing Data Percentage
• Obsolescence: Unaddressed Risk Percentage

To learn more about these views, see Technology Obsolescence Risk Views in Reports [page 1688].

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Custom Views

In addition to standard report views, you can create custom fact sheet fields and tag groups that can be applied
as views in reports.

• Custom fact sheet fields: Custom fields do not automatically appear in report views. To show a custom field
in report views, in the fact sheet configuration, select a field, navigate to the Options tab in the sidebar
indicated by the gear icon, enable the Include in views toggle, then save the changes. This option is only
available for certain field types. For more information, see Showing Fields in Views [page 951].

Options Tab in the Field Configuration Sidebar on the Fact Sheet Configuration Page
• Tag groups: Non-empty tag groups of the Single mode automatically appear in report views. You can create
more tag groups to show them in report views. For more information, see Tagging [page 986].

To understand and customize aggregation methods in SAP LeanIX views and learn how the obsolescence risk
view is aggregated based on IT component lifecycle statuses, see Views Aggregation [page 681].

4.3.2.1 Views Aggregation

Understand and customize aggregation methods in SAP LeanIX views and learn how the obsolescence risk
view is aggregated based on IT component lifecycle statuses.

Views Aggregation

Views in reports visualize data using either direct mapping or aggregation:

• Direct mapping: Each fact sheet's color corresponds directly to a single value, such as a value from a
single-select field. For example, in the lifecycle view, each fact sheet is assigned a specific lifecycle, which
determines its color.
• Aggregation: When the selected view includes fields on relations, fields on related fact sheets, or multi-
select fields, the report combines data from multiple fact sheets. For numerical fields, values can be
aggregated using sum or average. You can select the preferred aggregation method from the dropdown
next to the View dropdown menu.

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 Selecting Views Aggregation Method

For categorical views with multi-select fields, you can display either the ‘minimum’ or ‘maximum’ value. The
order of values in the meta-model configuration determines the minimum and maximum values, which also
dictate the order in the report legend starting from the left.

Multi-Select Field Visualization

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 The Order of Values in the Meta-Model Configuration Determines the Minimum and Maximum Value

This chosen view and aggregation settings can be saved as a bookmark. This ensures that only relevant options
—such as sum/average for numerical fields and min/max for categorical fields—are displayed. If a view is
changed, the default aggregation configured in the meta model is applied until you decide to change it via the
dropdown. If you save the view with its current default aggregation, bookmark it, and later change the default in
the meta model, the updated default will be applied when you reload the report with the bookmark.

This ensures flexibility and customization while maintaining a clear and intuitive interface.

Selecting a Related Fact Sheet

In addition to the aggregation options, the dropdown menu includes an option that extends customization via
the meta model, allowing you to select a specific target fact sheet. This option bypasses aggregation entirely,
only offering the view for the selected fact sheet's value.

By selecting a related fact sheet, you can gain detailed insight into a particular data point without the distortion
of aggregated data. This can be particularly beneficial when you want to isolate and scrutinize one aspect of
your data, sidestepping the broader perspective typically provided by aggregation.

You can select a related fact sheet from the aggregation dropdown next to the View dropdown. Selected view
can be saved to a bookmark for future reference. Any changes to the fact sheet, such as adding or removing
relations or altering its display name, are automatically updated in the bookmark as well when reopened.

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Obsolescence Risk View Aggregation

The aggregated obsolescence risk is calculated based on the lifecycle status of the underlying IT components
that support your applications. The calculation for aggregated obsolescence risk considers all IT components
related to an application in the following ways:

• Directly linked IT components: IT components that are directly linked to the application via the
relApplicationToITComponent relation and are active are considered. Inactive relations are excluded;
the 'active from/until' field in the relation between IT components and applications determines the active
or inactive status.
• Indirectly linked IT components: These are IT components indirectly connected to an application either
through hierarchical relations relToChild between IT components or as required/required by relations
relToRequires between IT components.

 Note

relToRequires relations directly between IT components and applications are not considered.

• Indirectly linked via other applications: IT components indirectly connected to the application through
another application with an active hierarchical relation relToChild are also included in the risk
assessment.

The following order, from highest to lowest, indicates the severity of the risk status of applications:

• Unaddressed Risk
• Unaddressed Phase Out
• Upcoming Risk
• Missing IT Component Information
• Risk Accepted
• Risk Addressed
• No Risk
Aggregation of Obsolescence Risk

 Note

• For customers using SAP LeanIX Technology Risk and Compliance, the vendor-provided end-of-
support date is automatically populated and synced from the reference catalog. To learn more, see
Vendor-Provided Lifecycle Information for IT Components [page 1686].
• The algorithm considers internal, vendor-provided, and custom vendor lifecycle fields for view
aggregation.

Obsolescence Risk Details

By selecting an application in the report, you can understand the factors contributing to its obsolescence risk
score. Selecting an application opens the side panel in landscape, matrix, and roadmap reports, providing you
with all the relevant details about the selected application.

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You can identify all the fact sheets contributing to the overall risk score and see the weight or severity of
each contributing IT component's status. This provides a clearer understanding of the relationships between
applications and IT components, enabling better risk management and decision-making.

Obsolescence Risk Details in the Side Panel of the Report

4.3.3 Landscape Report

The Landscape Report in SAP LeanIX is a powerful tool that provides a high-level overview of an organization's
IT landscape, whether at a specific moment or within a defined time frame. You can organize the information by
Business Capabilities, Tech Categories, and many other criteria. The report features a heat map visualization
that highlights areas of the landscape that require attention based on factors such as business criticality,
technology age, and technical debt, thereby providing a range of insight. By leveraging the Landscape Report in
SAP LeanIX, organizations can make informed decisions about their IT investments.

HOW is it useful?

The Landscape Report is useful for several reasons:

1. Comprehensive view: The report provides a comprehensive view of an organization's IT landscape,

which helps to understand the dependencies, interconnectivity, and overall structure of the technology
environment.
2. Rationalization and optimization: The report helps in identifying redundant applications, retiring outdated
systems, and reducing complexity and cost.
3. Alignment: The report helps align IT with business goals by highlighting the technology components that
support specific business capabilities.
4. Prioritization: The report helps IT leaders decide which projects and investments are most important for
the organization's success by identifying critical business capabilities and applications.
5. Risk management: The report can also help organizations manage risk by identifying potential points of
failure or security vulnerabilities in the IT landscape

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Using Drill-Down

The drill-down option in the report settings lets you examine the dependencies and relations for a fact sheet in
detail. For example, you might drill down into an application landscape report by IT component to see which IT
components have an unaddressed end-of-life risk.

To drill down, follow these steps:

1. ChooseSettings.
2. From the Drill-Down dropdown, select the fact sheet type or relation.
3. Optional: Under the Labels section, use the Drill-Down dropdown to choose the display label for the
drill-down items.
4. Click Apply.

Using the Drill-down Option from the Settings

View on Drilled-Down Fact Sheets

View on the drilled-down fact sheets is currently only available for the landscape report.

The color coding from an applied view also applies to drilled-down fact sheets, as long as the view is available
for both the base fact sheet and the drilled-down fact sheet. To know how to apply views, see Apply View [page
665].

For example:

• The view for technical fit is available for both applications and IT components, so the same color coding is
applied.
• Obsolescence: Aggregated risk view is specific to applications. Since this view does not apply to IT
components, the drilled-down fact sheets are not color-coded.

Views for numeric field values are not applied to drilled-down fact sheets.

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When you apply views under Fields on Related Fact Sheets, the color coding for the drilled-down fact sheets
is based on their individual field values, and the color coding for the base fact sheet is based on the aggregated
value. To know more about aggregation, see Views Aggregation [page 681].

Views from Fields on Related Fact Sheets Aggregated up to the Base Fact Sheet

Editing in Landscape Report

Within the report, users are able to quickly modify tags, attributes, and relations to Fact Sheets using the
Edit pane. In order to access the Edit pane in a Landscape report, click on the Application Fact Sheet that
requires modification. The right side pane displays information about the Fact Sheet and provides for editing
its properties. Any adjustments made are immediately implemented within both the report and the Fact Sheet
itself.

 Note

• Only the Fact Sheet data that is actually displayed on the report is editable in the pane. A different
view or setting (e.g., left and right property) can be applied to modify the report without modifying Fact
Sheet's data.
• Since the data represents the current state, editing is only available at the 'Today' date on the timeline,
not for the report's past or future states.

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Tags

You have the flexibility to remove existing tags or add new tags to a Fact Sheet depending on the Fact Sheet
type. To do this, simply click on the Tags area in the Editing pane on the right and directly add or remove tags.

Relations

You can also establish relations between Fact Sheets from the side pane. You can establish a relation by clicking
the '+' Add relation icon. Then choose the Fact Sheets to connect by searching for it or by scrolling down.

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  Note

• Only Fact Sheets that are actually displayed on the report are shown and editable in the pane.
• Only direct relations to the currently displayed hierarchy levels of the clusters can be displayed. So
if the hierarchy of the clusters in the report's view is expanded to the lowest level (e.g., level 3), all
relations are visible and editable. However, if the view is aggregated to higher levels (e.g., level 1), no
relations to clusters of the lower levels (e.g., level 2 and 3) are visible.

Attributes

The Edit pane displays Fact Sheet data and its attributes based on the View and Settings of the report.
For instance, if you select Business Criticality View, then in the Application Landscape Report, the Business
Criticality field will be available to edit in the Edit pane.

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You can also edit the left and right properties displayed on report items in the side pane. You can easily
accomplish this by including them in the report properties from the Settings page. Once both fields are
enabled, you'll be able to view and edit them in the Edit pane window.

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Layout Modes

In Landscape reports, the layout can be changed for different visualizations as well as for better condensation
of information. To get to the different layout modes, simply use the Layout Mode drop-down menu and pick a
mode.

Different Layout Modes

Differential view

You can compare changes within a given time frame by applying the differential view to a report. On the time
slider at the top of the report, select a point in time, press and hold Shift, then select another point in time. To
get meaningful insights using the differential view, select a report view that involves dates, such as Lifecycle.

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In the differential view combined with the Rolled-up Layout, users can see the number of changes for each view
bucket; in the example below in Employee Productivity, three tools are going to a phase-out in the selected time
frame:

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In the Rolled-up Layout, upon clicking on any view bucket, a side pane opens, highlighting the changes:

On hovering over, it will also explain what change has been happening:

Users can also navigate from the side pane to a more specific "zoomed in" report by selecting New Landscape
report from the Show in drop-down menu.

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The zoomed-in report opens in a new browser window with the following features:

1. The name is changed to highlight the “zoom in”.

2. Filters are changed so only the selected cell or cluster is shown
3. Any other settings are copied over (e.g., differential view)
4. Items in the cell or cluster are sorted by view legend

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4.3.4 Matrix Report

Matrix Report gives you a color-coded matrix view that represents a correlation between 3 different Fact Sheet
types. You can use this report to analyze your portfolio on various dimensions at various points in time. For
example, to answer a question such as: “Which applications that support ‘Account Management' capability
will soon reach the 'End of life' for the 'Europe' user group?”. SAP LeanIX provides several examples of Matrix
Reports, as you will discover in the later section. This documentation focuses more on the Application Matrix
Report to ensure ease of understanding.

In the example of the Application Matrix Report, you can see that each cell represents the Application Fact
Sheet as the base of the report, which has active relations to other Fact Sheets set in the X and Y axis, in this
case, Business Capabilities and User Groups.

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 View of Application Matrix Report

HOW is it useful?

Continuing the example from the Application Matrix Reports, Matrix Reports are useful for several reasons:

1. Rationalization and optimization: The report helps easily identify which applications are redundant across
different user groups or in a different location and thereby supports Application rationalization decisions.
It also helps to determine which applications have the potential for increased adoption to enhance
standardization and efficiency.
2. Manage risks: Identify risks across regions and business capabilities for Applications by visually depicting
the IT components which will soon be End of Life
3. Prioritization: The report helps IT leaders decide which projects and investments are most important
for the organization's success, say, for example, in identifying Projects of significant business value that
belong to specific Business Capabilities and Providers.

Using the Matrix Reports

The Matrix report is configurable and can be set to any of the factsheet types present in the workspace data
model. Usually, you will see a few default Matrix reports as set by your admin, such as:

1. Application Matrix Report gives you a color-coded overview of your Applications, Business Capabilities, and
User Groups
2. IT Component Matrix Report gives you a color-coded overview of your IT Components, Technical Stack,
and Providers
3. Project Matrix Report gives you a color-coded overview of your Projects, Business Capabilities, and
Providers.

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Filters, Views, and Levels

Users can add filters and switch between different views to drill down until they find what they need.

For example, you want to see which applications will soon reach the End of life for only the ‘Australia' User
Group. To do so simply hover on the left-hand side of the window, to make the Filter facet appear. Select
‘Australia’ User Group and you will only see applications in ‘Australia’ being used across various Business
Capabilities. Since Lifecycle View was already selected, you can see the applications reaching End of life
color-coded in red. You can also apply a filter by clicking on the + icon in the filter bar on top. To learn more on
applying filters, see Using Reports [page 663]

Users are allowed to select from a range of distinct Views when generating a report. Views are essentially
attributes or relations, which are represented through a color-coded visualization. Each View offers a distinctive
viewpoint on the data, allowing users to obtain more comprehensive insights. For instance, to see a color-coded
heat map of applications based on Business Criticality, select Business Criticality from the View drop-down
menu. You can find more information in the Report Views [page 678] article.

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You can drill down further to have a detailed view by selecting the appropriate Level. You can Hide/Show Rows
and Columns to make it less cluttered or simply switch back to Level 1 mode when showing an overview of all
the assessed applications to your senior management.

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Drill-Down

The drill-down option in the report settings allows you to drill down the base fact sheet to visualize
dependencies and relations. It effectively adds an additional dimension to your matrix report, giving you more
context and allowing you to dive deeper into the report.

For example, you can drill down an application matrix report by IT component to see the underlying IT
components of an application with an unaddressed end-of-life risk. Or drill down by business context to
visualize related process dependencies.

To drill down, follow these steps:

1. Click on Settings.
2. From the Drill-Down drop-down menu, select the fact sheet type or relation.
3. Optionally, under the Labels section, use the Drill-Down drop-down menu to choose the display label for
the drill-down items.
4. Click Apply.

Drill-Down Settings

 Note

Currently, the color-coding based on the applied view only applies to the base fact sheet in the report and
not to the related fact sheets shown in the drill-down.

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Layout Modes

In Matrix reports, the layout can be changed for different visualizations as well as for better condensation of
information. To get to the different layout modes, simply use the Layout Mode drop-down menu and pick a
mode.

Take for e.g., the Rolled-up Layout, in this layout the clusters get aggregated by the chosen view, by rolling up
the contents of every cluster or cell.

Left side: Matrix Report with detailed layout Right side: Matrix Report with Rolled-up Layout

The Rolled-up Layout allows for easier consumption of more information and also to quickly spot and identify
the issues in your Matrix Report.

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  Tip

You can adjust the column width by dragging the column border to the desired size. Save your changes if
you want to keep the adjusted layout. Adjusting the column width lets you view the full names of your fact
sheets.

Editing in Matrix Report

Within the report, users are able to quickly modify Tags, Attributes, and Relations to Fact Sheets using the edit
pane. In order to access the edit pane in a Landscape report, select any of the Fact Sheets, that is click on the
one that requires modification. A pane will appear on the right-hand side, displaying information about the Fact
Sheet and offering the ability to edit its properties. Any adjustments made are immediately implemented within
both the report and the Fact Sheet itself. This report also allows doing inline editing by clicking on the enabling
editing button. With this enabled, you can directly add or delete cells directly on the matrix.

By clicking the Tags area, you can directly add or remove tags in the Editing pane. One can add new relations by
clicking on the + Add relation icon and selecting one of the Fact Sheet items. Only the Fact Sheet data that is
actually displayed in the Matrix report is editable in the pane. Choosing a different View will result in a different
attribute being displayed which then can be edited in the edit pane.

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4.3.5 Portfolio Report

The SAP LeanIX Portfolio Report groups Applications, Projects, or Providers based on specific attributes such
as functional and technical suitability. This report is based on Gartner TIME assessment and can be beneficial
in identifying areas that require attention. It is one of the most popular SAP LeanIX reports, supporting use
cases like Application Portfolio Assessment [page 274] and Application Rationalization [page 311].

 Note

The portfolio report is configurable and can be set to any of the factsheet types present in the workspace
data model, for e.g., Application Portfolio and Provider Portfolio Report. This article focuses on the
Application Portfolio Report which allows users to add filters and switch between different views to drill
down and find for e.g., active applications that are business critical but have an insufficient technical fit.

The Portfolio Report offers a high-level summary or big picture of an organization’s portfolio state to support
decision-making in discussions between the EA and stakeholders from the business.

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 Application Portfolio report

How is it useful?

This report is particularly useful for IT leaders and stakeholders who need to understand the overall health and
performance of their organization's IT assets. Portfolio Reports are useful for several reasons:

1. High-level Overview: It provides a high-level overview of the IT portfolio, business capabilities, application
performance, technical debt, and risk analysis.
2. Rationalization and optimization: The report helps in identifying redundant applications, retiring outdated
systems, and reducing complexity and cost.
3. Risk management: It helps spot applications with the unreasonable functional and technical fit and hence
help
4. Alignment: The report assists in bringing IT and business objectives in harmony. It can help you identify
Providers that need to be replaced or renewed based on the Criticality and Quality of service provided

Using the Portfolio Reports

The Portfolio report is configurable and can be set to any of the factsheet types present in the workspace data
model. Usually, you will see a few default Portfolio reports as set by your admin, such as:

1. Application Portfolio report helps you look at your portfolio through the dimension of Technical fit vs
Functional fit. For example, 'Active' Applications that are Business Critical but have insufficient Technical
Fit.
2. Provider Portfolio Report groups Providers according to their 'Criticality' and 'Quality'. It can help you
identify Providers that need to be replaced or renewed.
3. The Project Portfolio Report groups Projects according to their Value and Risk. For example, it can help you
identify Projects in a specific User Group or Business Unit that have high Business Value but have a Severe
Risk.

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You can customize the reports by changing the X- and Y-Axis parameters through the Report Settings. For
instance, you want to review your application portfolio at the intersection of Functional Fit and Business
Criticality. To do so, click on Settings in the right top corner and select the X- and Y-Axis parameters from the
drop-down menu, and click apply to see the newly generated report.

This view is particularly helpful for finding business- and mission-critical applications that do not functionally
derail your business requirements. So this report provides powerful insights into the potential decommission
and investment opportunity within your portfolio.

In the report, you can hover over the bubble to see a quick summary of the number of Fact Sheets represented
by that bubble and the classification of the bubble according to the chosen dimensions.

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Further, you can change the settings to make the circle size represent cost, which allows you to quickly analyze
the cost details.

Adjust the report using the following steps:

1. Click on Settings, to open the Report Settings menu. From the Circle Size drop-down menu, select Sum of:
Aggregation fields and click apply.

1. From the Aggregation fields drop-down menu in this example Maintenance Costs (a custom field [page
950]) is selected. But depending on your needs, you can define and select other attributes.

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1. Now the circle size represents the maintenance cost of those grouped applications, and when you hover
over the circle, you can see the summary details in the floating panel.

Editing in the Report

By clicking on the bubble, you will be able to get the list of all the Fact Sheets grouped under the bubble. You
can also go directly to the Fact Sheet of interest by clicking on the Fact Sheet name.

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Applying Filter

You can further apply various filters to drill down and get the information you need. To apply the filter you can
use both the filter bar on top or filter facets on the left-hand side which becomes visible when you move the
mouse pointer to the left side of the window.

4.3.6 Roadmap Report

The Roadmap Report is a visual representation of the future direction of an organization's enterprise
architecture. It outlines the strategic initiatives, projects, and priorities that the organization plans to undertake
to achieve its desired future state.

Roadmap Reports give a timeline view of Applications, IT Components, or Projects and allow users to visualize
their organization’s IT strategy and evolution of IT portfolio over time. Different views can be applied, e.g.,
Functional Fit, Lifecycle, Business Criticality, etc. to see the portfolio of assets across time in different
dimensions.

 Note

Roadmap Report is configurable and can be set to any of the Fact Sheet types present in the workspace
data model. This documentation shows examples from the Application and Project Roadmap Report.

The Roadmap Report is an important tool for organizations to align their IT investments and resources with
their business objectives. It enables them to communicate their vision and plans to stakeholders across
the organization, including IT leaders, business executives, and other stakeholders. Building a roadmap is
typically the final step when running use cases like Application Portfolio Assessment [page 274] or Application
Rationalization [page 311].

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 View of the Application Roadmap Report

HOW is it useful?

1. Enables continuous improvement: The Roadmap Report is not a one-time exercise but an ongoing process.
By regularly updating and revising the report, you can track progress, identify new opportunities, and
continuously improve your IT landscape.
2. Visualise Projects, Objectives, and Goals: Roadmap Report helps you visually track initiatives and projects
that the organization plans to undertake to achieve its goals. Each initiative or project is typically linked to a
specific business objective or IT capability.
3. Supports strategic decision-making: The timeline section provides a visual representation of when each
initiative or project is planned to be executed. This helps stakeholders to understand the sequence of
activities and the timing of key milestones.
4. Dependencies Analysis: The Roadmap Report allows users to analyze dependencies between different
initiatives or projects. Learning about interdependencies helps ensure that the organization achieves its
goals.
5. What-if Analysis: The Roadmap Report includes what-if analysis capabilities that allow users to model
different scenarios and assess the impact on their IT roadmap.

 Note

SAP LeanIX Architecture and Road Map Planning enriches your Roadmap Reports by visualizing the
impacts that are planned using transformations over time. To learn more, see SAP LeanIX Architecture
and Road Map Planning [page 1707].

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Using the Roadmap Reports

Roadmap Report is configurable and can be set to any of the Fact Sheet types present in the workspace data
model. A Project Roadmap Report, for instance, helps you keep track of your initiatives and projects. You can
update it regularly to see progress and find new opportunities to improve your IT.

You can look at it in different ways - for example, in a Project Roadmap Report, you can get an overall picture
or pay attention to particular details by switching between the Expanded and Collapsed views. In case you want
to collapse or expand specific Projects, you can click on the toggle icon positioned on the left of the respective
project. Furthermore, you can select the Zoom drop-down menu to adjust the timeframe and observe progress
over various periods such as weeks, months, quarters, or years.

Additionally, you can customize the duration of the timeline and track advancement across different time span
to meet your specific requirements by entering the start and end dates in the Report Settings.

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From the same Report Settings, to better organize your roadmap, you can choose to cluster items in the
roadmap by Relations (e.g., Applications, Providers, etc.), Fields (e.g., Technical Fit, etc.), or even tags.

Similarly, you can enable drill-downs for your timeline items to expand Applications, Projects, or IT
Components into their related Fact Sheets (e.g., drill down from Applications to see their underlying IT
Components). Here in the below example, you can see the projects clustered by Business capabilities and
drilled down to the IT Components level.

More relevant data from Fact Sheets, such as Tags, Subscription Roles, and Fields, can be added to Roadmap
reports to improve decision-making and status reporting. The data to be shown can be chosen on the fly in
the report settings. It lets you create multiple perspectives to understand better the situation and how it will

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change in the future. You can tidy up the report by hiding Fact Sheets that are not within the report's timeline.
By checking the box to enable this feature, any Fact Sheets without a lifecycle falling within the visible or
specified timeframe will be hidden.

 Tip

Displaying Additional Data: The new update in the Roadmap report now allows the users to display
additional data which helps enrich the context, increases collaboration and interactivity of the report. Find
more information in the section below.

Bringing these extra details to the Roadmap Report, for example, can help answer questions such as:
Who's responsible for the migration of a particular Application, which is currently hosted on-premise, has
an insufficient functional fit, and will reach the end-of-life in a few months? etc.

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Applying Filter

The Roadmap Report allows users to filter data based on specific criteria, such as Business Capability,
Technology Component, or Application. This can help users create customized views of their IT roadmap
that are tailored to their needs. To apply the filter you can use both the Filter bar on top or Filter facets on the
left-hand side which becomes visible when you move the mouse pointer to the left side of the window. To learn
more about applying filters, see Using Reports [page 663] .

 Tip

OR Operator Support in the Roadmap Report: Roadmap Report now supports 'OR' operator filtering! In
the past it was only possible to combine filters with an 'AND' operator. Users can now easily switch between
'AND' and 'OR' filters in the smart search bar. By combining multiple filters with 'OR' and 'AND' operators,
users can refine their selection of Fact Sheets to suit their specific use cases. To learn more about using
'OR' opreator refer to Apply Filter [page 664].

When the report is saved the applied filters also remains.

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Editing in the Report

Each of the items in the timeline can be interacted with via the Edit Pane which allows you to directly change
some Fact Sheet field values without leaving the report. In order to access the edit pane in a Landscape report,
select any of the Fact Sheets, that is click on the one that requires modification. A pane will appear on the
right-hand side, displaying information about the Fact Sheet and offering the ability to edit its properties. You
will also find details of Milestones in the edit pane. Any adjustments made are immediately implemented within
both the report and the Fact Sheet itself. Alternatively, you can navigate to the source Fact Sheet by clicking on
the Fact Sheet name in the edit pane.

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The Roadmap Report allows users to analyze dependencies between different initiatives or projects. This can
help organizations identify potential risks and make informed decisions about their IT investments.

You can show dependencies between Fact Sheets. This relies on the data you have in the Requires and Required
by fields in the Fact Sheet. To show these two fields, you can enable the Dependencies section in your Fact
Sheet, you can see the detail in Meta Model Configuration [page 938]. Once you have the relations between
Fact Sheets, you can see this graph showing the dependencies, for example between these two Application
Fact Sheets.

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Clustering in Roadmap Report

By clustering various Fact Sheets in the Roadmap report, you can gain insights from different angles and
contexts, enabling you to understand the data more comprehensively. Inspired by the design of the Matrix
Report, you can cluster and navigate more intuitively, enhancing your overall user experience.

We have enhanced the clustering functionality in the Roadmap Report. To make it easier to understand and use
the data, we've aligned the clustering in the roadmap report with the style of the matrix report. This alignment
will provide a clear view of how items on the Roadmap Report influence various levels of a clustered hierarchy
at a quick glance.

When you are in the Roadmap report, you can go to Settings and see the Cluster section where you can cluster
the Fact Sheets in your Roadmap report by the Relations, for example, Business Capabilities.

With the improved clustering capability, collapsing levels in the report have become more intuitive, providing
you with clearer visualizations. This feature adds clarity to the report, allowing you to focus on the clusters that
are most relevant to you.

Clear Overview of Successor

The successor view aims to help you to:

• Identify Successors Clearly: By displaying successors in a non-collapsible manner, they can be easily
distinguished from drill-downs, allowing you to recognize which applications are successors quickly.
• Understand Succession Timelines: We create more space to enhance your understanding of when each
successor is scheduled to occur, providing a clearer view of the timeline.

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• Remove Duplicate Data: To facilitate a quicker comprehension of the data, we eliminate duplicates caused
by successors being shown as drill-downs. The list of applications now only includes those with a start date
within the timeframe, excluding any that are successors.

To enable the successor view, go to Settings and select the Successor View as shown below.

Once selected, the left-hand side of the Roadmap report will reflect the successor information where it exists.

Hide Applications Outside the Defined Timeline

Enterprises often deal with large volumes of data, and their application landscapes constantly evolve, with
applications being deprecated, replaced, and introduced. As the number of Fact Sheets grows, it becomes
increasingly challenging to gain a clear understanding of what's happening on a roadmap report.

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To address this challenge and enhance clarity, a toggle feature is available under the Settings section. This
toggle lets you streamline your roadmap view by hiding Fact Sheets whose lifecycle falls outside the defined
timeline.

You can enable or disable the Hide Fact Sheets not in timeline toggle in the Settings section of a Roadmap
Report. Enabling the toggle hides Fact Sheets whose lifecycles do not intersect with the defined timeline,
providing a more concise view of relevant information.

When enabled:

• Fact Sheets that are hidden due to the toggle setting are not lost.
• A new banner, similar to the one used in the Matrix Report, displays a list of hidden Fact Sheets for easy
access.

4.3.7 Radar Report

A Radar report offers a visual representation of fact sheets categorized in rings and sectors. It aids in
understanding an organization's tech landscape and evaluate technology standards.

Overview

A radar report provides a visual representation of fact sheets, categorized and arranged in concentric rings and
divided in to sectors along two axes. The categorization of fact sheets is determined by the values of fact sheet
field or values of tag group assigned to the rings and sectors.

Fact sheets are represented as colorful dots on the radar report, with rings and sectors serving as the two
dimensions for clustering them. Typically, application and IT components serve as the base fact sheets for
radar reports, but any other fact sheet types can also be used to create a radar report.

Radar report is the optimal tool to have a consolidated view of an organization's technology landscape.
It enables stakeholders to visualize technology standardization, to make critical decisions about adopting
new technologies, phasing out legacy components, evaluating emerging technology trends and to develop
technology strategy.

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 A Technology Radar Report

 Note

Technology Assessment View: The Technology Assessment attribute, shown as report view in this guide, is
part of the AI governance extension to the meta model. You can activate the AI governance extension from
the Optional Features & Early Access section in the administration area. To learn more, see AI Governance
Extension to the Meta Model [page 193].

Configuring Rings and Sectors for Fact Sheet Classification

Fact sheets are categorized based on values of feact sheet fields or tags that are assigned to rings and sectors.
It can be configured in report settings.

1. Select Settings at the top right corner of the report. It opens the report settings dialog.
2. In the report settings dialog, select the field or tag from the drop down menu for Ring Category and Sector
Category.
3. Click Apply.

Only single-select fields and tag groups can be assigned to rings and sectors, and the order of the rings and
sectors is determined by how they are ordered in the meta-model. When using tags, the order is alphabetical.
The radar report is limited to displaying up to seven rings. Therefore, the assigned field or tag can have a
maximum of 7 values.

 Note

• If there are too many dots within a single segment, the report will instead display the number of fact
sheets in that segment
• The color code of the fact sheets depends on the ring and sector category.

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Applying Views

Applying different views to the report allows for different perspectives and deeper analysis, akin to adding
a third dimension for analysis. When applying a view, the color representation of the fact sheets changes.
Therefore, it is good to apply the same field or tag group for the view that is assigned for the rings. This
facilitates easier consumption of the report.

Applying Views in Radar Report

Applying Filters

You can filter data based on specific criteria, such as relations to business capability, IT component, application
and more. This allows you to create customized views and narrow down scope by focusing on specific
technologies or applications within the report.

Filters can be applied using either the filter bar at the top or the filter facets on the left-hand side, which appear
when hovering the mouse pointer on the left side of the window. For more information on applying Filters, see
Applying Filter in Reports [page 663].

 Note

'OR' operator for filtering is currently not supported in radar reports.

Side Panel for Additional Information

When you click on any sector in the radar report, a side panel opens up offering additional information about
the applied view, the specific sector you clicked on, and the ring it belongs to. For example, in a tech radar
report, this information could include the category and assessment of a particular technology.

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Similarly, if you click on a single dot within the radar report, side panel offers details of the selected fact sheet.
This allows you to quickly edit the information in the fact sheet, for example to quickly change the assessment
category or perform other related actions.

Editing Fact Sheet Fields in Side Panel of Report

Organization-Specific Technology Assessment

You can assign different assessments for the same IT component across different business units, lines of
business, or legal entities. You can do that by moving the technology assessment field to the relation between
the IT component and the organization fact sheet in the meta model. This allows you, for example, to assess an
IT component as 'Adopt' for one organization and 'Trial' for another organization where that IT component has
a different purpose.

In the radar report, you can select such single-select fields on relation as a parameter for either the sector or
the ring. When you do, a dialog will prompt you to choose a specific organization, ensuring the generated report
is built specifically for the selected organization.

 Note

The radar report does not support aggregating data from multiple relations simultaneously.

4.3.8 Circle Map Report

The Circle Map report shows the interconnections between the Interfaces and Applications in an organization's
system architecture. You can group Applications alphabetically or by Business Capabilities to visualize
dependencies between them and easily identify provider or consumer applications and analyze their impacts.
It is particularly helpful in identifying potential risks while transforming legacy systems.

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You can see it as a visual repository of interfaces that helps you track changes and updates in application
dependencies in real time. To use the Interface Circle Map report, ensure provider and consumer applications
are documented in Interface Fact Sheets.

View of the Interface Circle Map

HOW is it useful?

The Circle Map report is a useful tool for anyone looking to gain a deeper understanding of their system
architecture and identify potential areas for improvement. Here are some ways in which it is useful:

1. Identifying Dependencies and Risks: The Circle Map report provides a clear visual representation of
dependencies between different components, making it easier to identify potential risks and issues.
2. Transformation planning: The Circle Map is a helpful tool to ensure a smooth transformation, e.g., an
ERP transformation, where organizations need an in-depth understanding of interfaces when migrating
applications to a new technology.
3. Improved Decision Making: The Circle Map report provides a comprehensive and easy-to-understand
overview of an organization's system architecture. This information can be used to make more informed
decisions in system management.

 Note

You can use Circle Map to help you create an overview of the complexity and to identify interface clusters.

Using the Circle Map Report

The Interface Circle Map report provides a clear visual representation of dependencies and risks and helps
determine where APIs are needed. You can simply hover over the Applications to see how they are related to
other Applications.

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Color-coded lines indicate whether an application is a provider of an interface, or a consumer, or both. It can be
both when an application has more than one interface with another application, serving as both provider and
consumer. This information can be used to improve the overall integration architecture.

Applying Filter

The Interface Circle Map Report allows users to filter data based on specific criteria, such as Business
Capability, Technology Component, Application, etc. This can help users create customized views of Interfaces
and components. To apply a filter you can use both the filter bar on top or Filter facets on the left-hand side
which becomes visible when you move the mouse pointer to the left side of the window.

For example, you can just focus on the Applications and their interfaces being used in one business area, here
in the example below Human Resources.

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Editing in the Report

Upon clicking on any Fact Sheet the edit pane will open on the right displaying more information about the
Fact Sheet, Business Capability, Provider and Consumer Applications, etc. Within the edit pane, users are
able to quickly modify Tags, attributes, and relations to Fact Sheets. Any adjustments made are immediately
implemented within both the report and the Fact Sheet itself. Alternatively, you can navigate to the source Fact
Sheet by clicking on the Fact Sheet name in the edit pane.

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4.3.9 Other Reports

Cost Reports

Cost reports are a powerful tool that helps organizations to understand the cost of their IT landscape. The SAP
LeanIX Cost Reports provide an overview of which business capabilities are supported by which applications,
which projects are running, which providers are being used, and how much they cost annually.

By using the Cost Reports, you can analyze the cost allocation per business capability, application, and
provider, and identify areas where costs can be reduced. For example, if you find that a particular application
is supporting multiple business capabilities, you can analyze the cost of each business capability and identify
areas where costs can be optimized. Learn more about Cost Management here [page 732].

SAP LeanIX provides two default Cost reports:

1. The Business Capability Cost Report gives you an overview of which business capabilities are supported by
which applications and how much this support costs annually. This report helps you understand the cost
allocation per business capability and analyze where costs could be reduced.

To discover which Applications are causing expenses for a particular Business Capability, you can click on the
relevant bar graph to obtain additional information. You can also access the corresponding Application Fact
Sheets by clicking on the left-hand link within the window that appears.

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  Note

In order for the Business Capability Cost report to work, you need to set the attribute "Support Type" on the
Application - Business Capability relation to "Leading". This way, SAP LeanIX makes sure that run costs are
only counted for one Business Capability.

In the rare case where an Application is set to "Leading" for multiple Business Capabilities, run costs will be
split equally between these Business Capabilities.

1. The Provider Cost Report shows you the cost allocation per provider either as a pie chart or in a table view.
This report helps you understand how much you are spending on each provider and identify areas where
you could negotiate better rates.

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You can navigate to the respective Provider Fact Sheet by simply clicking on the graph.

World Map

The World Map Report of SAP LeanIX is a tool that provides an overview of which IT components and
applications are used by user groups and their location on a world map. SAP LeanIX provides three default
World Map reports: Application Sourcing report, the Application Usage report, and the IT Component Location
report.

1. The Application Usage report focuses on which applications are being used by which organizations/user
groups. It allows users to identify which applications are popular and which are not being used as much,
providing insight into how IT resources are being utilized by region. This report is region-specific, allowing
users to zoom in on specific regions of interest. To use the Application Usage report, ensure location details
are maintained in the Organization Fact Sheet and that it's connected to the relevant Application Fact
Sheets.

2. The Application Sourcing report allows users to determine which IT components are being sourced from
which region. It provides insight into the relationship between IT components and providers, allowing you
to identify patterns and trends in IT assets sourcing by region. By zooming in on specific regions, users
can get further details of the usage of applications within that region. To use the Application Sourcing
report, ensure location details are maintained in the IT Component Fact Sheet and that relevant relations
are established among relevant Application Fact Sheets and Provider Fact Sheets.
3. The IT Component Location report shows which IT components are hosted or located in which countries
or regions. It provides a visual representation of the distribution of your IT assets and is valuable for
compliance-related scenarios where understanding and tracking who provides technology services and
where they are hosted is essential. You can zoom in on specific regions to gain more detailed information.
To use the IT Component Location report, ensure location details are maintained in the IT Component Fact
Sheets.

In World Map Reports, you can visualize your data either by Country or Location for better understanding.

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Further, you can Zoom into a particular region by selecting a region from the Zoom drop-down menu.
Alternatively, you can use the ‘+' / '-’ icons for zooming in and out.

4.3.10 Custom Report: Workspace Best Practice

Trusted partners create and share Custom Reports with others in the SAP LeanIX Store. The Workspace Best
Practice Report is one such example which outlines a set of standards for best practices, which can be used

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to assess and improve your workspace. By adhering to these standards, you can optimize data quality and
enhance overall workspace performance.

 Note

The Workspace Best Practice Report is not available by default. Users with Admin rights can install the
report from the SAP LeanIX Store [page 1835] for no additional cost. If you are a Member/Viewer, contact
your Workspace Administrator to have access to the report.

Instructions on how to add this report from the SAP LeanIX store can be found in the later section of this
document.

What is Workspace Best Practice Report?

The Workspace Best Practice Report facilitates users in assessing the quality of their workspace, thereby
enhancing the usability of SAP LeanIX features and simplifying navigation, particularly for non-key users. The
report offers a comparison between the values extracted from the user's workspace and the recommended
standards of SAP LeanIX Best Practices, thus providing valuable insights into areas where data quality can be
enhanced.

How to make use of it?

The Workspace Best Practice Report contains five distinct categories of indicators, namely: Business Capability
hierarchy, User Group hierarchy, Application completeness, UX settings, and Tagging.

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The hierarchy sections provide recommendations for structuring workspaces in a way that enhances usability,
minimizes the need for expert knowledge, and reduces maintenance requirements. By following these
guidelines, user can create clear and user-friendly Matrix and Landscape Reports that effectively convey
sophisticated information.

The Application Completeness Section assesses how well the Application Fact Sheet is maintained and
integrated into the data model. The sections UX Settings and Tagging show how well the workspace is tidied
and by that how easy it is to navigate through SAP LeanIX for non-key users.

Users can further learn about each indicators and Best Practice Guidelines by simply clicking on the indicator.
Best Practice Guidelines box opens up with further explanation of the selected indicator. When there is room
for improvement, in the same information box, a link is provided to take the users directly to Inventory,
Dashboard, Tagging menu etc. to make necessary entries.

The Status column turns to green, yellow, or red, based on the level of adherence to the corresponding best
practice standard. The color green represents complete adherence, color yellow suggests there is room for
improvement, while the color red implies a need for significant improvement. The Value column displays
the indicator's value extracted from the user's workspace, while the Best Practice column showcases the
recommended standard for optimal practices.

How to add the Workspace Best Practice Report to your Workspace

To add this report to your Workspace, go to the SAP LeanIX Store by clicking on Store icon in the menu. In the
store find and add the Workspace Best Practice Report or you can simply click on the following link to arrive at
the Workspace Best Practice Report page.

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Click on Add to Workspace or Add to Multiple Workspace depending on your needs. Agree to Terms and
condition and finish adding it to your Workspace. Once the Report has been added, it has to be activated and
made available in the Reports.

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  Note

Please note that the newly added reports might take up to 3 minutes to properly process all your data in the
workspace.

To activate the report go to Administration Settings, and under Advanced Settings click on Reports. The newly
added Workspace Best Practice Report will be visible in the list of added reports. You can hover over the report
and click on Show report icon to to make it visible in the Reports section of your Workspace.

Now at the end, if you have made the mentioned settings you should be able to find the Workspace Best
Practice Report in your Reports in Other section. Reload the page once in your workspace if needed.

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4.3.11 Cost Management

Track and analyze IT costs across projects, applications, and infrastructure. Support strategic financial
decisions in enterprise architecture with the right insights from reports.

Overview

Effective cost management is important if financial performance is part of your IT strategy. SAP LeanIX offers
cost data fields and report options focused on enterprise architecture. This enables you to gain insights into:

• Project Cost [page 733]

• Application Cost [page 734]
• Infrastructure Cost [page 736]

 Note

SAP LeanIX provides several ways to manage costs related to applications, projects, and IT components.
However, it is not a cost management tool. The objective is not to achieve total accuracy in costs within
SAP LeanIX. The goal is to establish a level that is easy to maintain for enterprise architecture tasks while
meaningful at the same time.

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Project Cost

Project costs include one-time costs or costs recurring in a limited time frame, for example, costs for change
management or to support a transformation initiative. Project costs are maintained on the initiative fact sheet.

 Tip

Include your internal IT organization as a provider to manage the internally ordered costs.

Cost Type Field Description Where to Find

Budget costs CapEx (Budget) Capital expenditure, one- Initiative or project fact sheet
time expenses related to a > Initiative Setup section >
Expenses you plan or esti-
project. Budget Costs subsection
mate for the initiative.

OpEx (Budget) Operational expenditure, re-

curring project costs in a
limited time frame for im-
plementing a new applica-
tion and running a change
project.

Provider costs CapEx (Ordered) One-time expenses for a pro- Initiative or project fact sheet
vider. > Initiative Setup section >
Services, consultancy or
Providers subsection
maintenance of a specific
OpEx (Ordered) Recurring expenses for a pro-
service or technology rele-
vider during the time frame
vant to this project. This is
of the project.
different than IT component
costs that will still be relevant
after the project.

Analyze Project Cost

Take a look at your project costs with different reports:

• Landscape report
• Matrix report
• Portfolio report
• Project Cost report

The project cost report allows you to have all project costs and status for a certain filter (e.g. project category,
affected applications) at a single glance.

 Tip

You can activate the Project Cost Report from the SAP LeanIX Store. Refer to the Store documentation for
more information.

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Image Legend:

1 - Overview of budget and orders for the filtered initiatives

2 - List of all filtered initiatives

3 - Choose the columns you would like to see, you can also add further attributes like NPV or project progress

4 - Relate the numbers to the state of the initiative for your selected year

Application Cost

 Note

The total cost of ownership fields and calculations are not included in the predefined meta model. To
use them, activate the Application Total Cost of Ownership extension to the meta model. For details, see
Application Total Cost of Ownership (TCO) Extension [page 203].

Cost related to an application are summarized as total cost of ownership of applications. Application costs are
maintained on the application fact sheet and cover all cost spanning the whole life time of an application.

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Cost Type Field Description Where to Find

Total cost of ownership License cost Fees paid to acquire the Application fact sheet
right to use a software prod-
Aggregates application rele- uct. This can be a one-
vant costs like, license, main- time perpetual license, an an-
tenance, support nual subscription, or usage-
based charges, for example,
per-user, per-CPU, or per-in-
stance. Licensing is consid-
ered part of the total cost of
ownership for an application.

Maintenance cost Recurring charges that enti-

tle you to product updates,
patches, and new releases.
Maintenance ensures your
software stays current and
secure over its lifecycle. The
costs are often occur annu-
ally and are considered part
of the total cost of ownership
for an application.

Support cost Fees for access to vendor-

provided assistance such as
help-desk support, trouble-
shooting, incident response,
and escalations. Support
costs are considered part of
the total cost of ownership
for an application.

 Note

You can modify the names of the existing fields in SAP LeanIX to better match your internal terminology.
It’s also possible to add additional cost types depending how total cost of ownership is defined in your
organization.

Make sure that any changes or additional fields will need to be reflected in the calculation that sums up the
total cost of ownership of applications.

Calculations and Cost Allocation for Application Costs

Cost allocation is calculated automatically. It’s based on either the support for business capabilities or the
usage type for organizations:

• No leading business capability / no owner (organization): Costs are divided equally between all related
business capabilities, same treatment of support type supporting and no support type assignment
• 1 leading business capability / 1 owner (organization): Costs are assigned to this business capability
• More than 1 leading business capabilities / more than 1 owner (organization): Costs are divided equally
between all leading business capabilities

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Analyze Application Costs
Taking a closer look at your the total cost of ownership of applications can reveal insights on:

• How are application costs distributed across business capabilities?

• Which applications are the most cost-intensive and why?
• Are there opportunities for cost savings? How would retiring or replacing an application impact the overall
total cost of ownership for a business capability?
• What is the cost distribution between license, maintenance, and support for each application?

Understand cost structures for business capabilities better with the Landscape report.

Infrastructure Cost

Infrastructure costs cover costs that are required for enabling applications to be run through the help of IT
components. Therefore, infrastructure cost are maintained on the application fact sheet, on the relation to IT
components. Typically, these costs are summarized for one year why they are also called total annual cost.

Depending on your organizations definition, there can be different approaches to handle infrastructure cost:

• SAP LeanIX default: Infrastructure costs as independent cost entity, not included in other costs
• Configuration option: Infrastructure costs as part of the total cost of ownership of an application

Each approach on handling infrastructure cost has reasons and it mainly is a decision what helps you in your
daily enterprise architecture work. If you want to include infrastructure costs in the total cost of ownership, this
requires additional configurations like changing calculations.

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Infrastructure Cost
Field Description Where to Find

Total annual cost Fees paid to acquire the right to use Application fact sheet > Sourcing sec-
a software product. This can be a one- tion > IT components
time perpetual license, an annual sub-
scription, or usage-based charges, for
example, per-user, per-CPU, or per-in-
stance. Licensing is considered part of
the total cost of ownership for an appli-
cation.

Calculations and Cost Allocation for Infrastructure Costs

Allocate infrastructure costs to the according business capability to get more detailed and helpful insights, for
example, on the business capability cost report.

In the application fact sheet, set the Support Type on the relation between application and business capability
to Leading or Supports. The cost allocation is calculated automatically based on this setting:

• 0 Leading: Costs are split equally between these business capabilities

• 1 leading business capability: Costs are allocated to this business capability only
• +1 leading business capabilities: Costs are split equally between these business capabilities

Analyze Infrastructure Costs

The available cost data can help you answer questions such as:

• How much do we pay for a specific infrastructure asset?

• Which applications drive infrastructure costs?
• Which business capabilities have cost-saving potential?

IT Component Fact Sheet

At the IT component fact sheet, you can see how costs are distributed for applications relying on the IT
component. Go to the IT component fact sheet and navigate to Sourcing section. Under Applications, you see
the total annual cost per application.

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Application Landscape Report

The Application Landscape report creates a heat map of the cost distribution in relation to Business
Capabilities, Processes or Organization. Costs are color-coded to allow a quick analysis of the hot spots.

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Business Capability Cost Report

The Business Capability Cost report summarizes the run costs by business capability.

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Provider Cost Report

The provider cost report sums up the run costs by provider.

Collect and Update Cost Data

You can maintain the data manually or via import options. Additionally, you can leverage an integration for cost
data.

Integrating with tools for cost or application management, can ease your data collection process and add
high-quality data. Explore our integrations, for example:

• Apptio, read more at Apptio Integration [page 1583]

• ServiceNow, read more at ServiceNow Integration [page 1509]

Advanced Cost Management with Customized Configurations

Costs can be a complex topic and highly depend on your organization and business case. To adjust SAP LeanIX
to your needs, you can consider further configuration options. For example, an adapted permission model can
make cost data available or hide costs from specific user groups; and you can add more cost data fields and
aggregate them with calculations to suite your cost definition.

 Note

The total cost of ownership fields and calculations are not included in the predefined meta model. To
use them, activate the Application Total Cost of Ownership extension to the meta model. For details, see
Application Total Cost of Ownership (TCO) Extension [page 203].

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Example: Include Total Annual Cost in the Total Cost of Ownership
This custom calculation enhances the standard total cost of ownership for applications by incorporating total
annual cost. By integrating infrastructure expenses directly into application costs, this calculation provides a
more complete financial picture.

 Note

Total annual cost will be kept separate in the fact sheet even though the total cost of ownership field now
includes them.

Update the standard total cost of ownership for applications (TCO) calculation:

export function main() {

const lxApplicationMaintenanceCosts = data.lxApplicationMaintenanceCosts ||
0;
const lxApplicationSupportCosts = data.lxApplicationSupportCosts || 0;
const lxApplicationLicensingCosts = data.lxApplicationLicensingCosts || 0;
let relTotalAnnualCost = 0;
const rels = data.relApplicationToITComponent || [];
for (const rel of rels) { if (rel.costTotalAnnual != null)
{ relTotalAnnualCost += rel.costTotalAnnual; } }
return lxApplicationMaintenanceCosts +
lxApplicationSupportCosts +
lxApplicationLicensingCosts +

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 relTotalAnnualCost;
}

Example: Use Percentages to Allocate Application Cost to Business Capabilities and

Organizations

By default, total cost of ownership calculations allocate costs based on usage patterns and support type.
However, you can customize this allocation method to use percentage-based distribution instead.

This approach is particularly valuable when applications are used by different business capabilities or
organizations, making it difficult to assign costs to specific ones. Percentage-based allocation provides greater
flexibility and accuracy in these complex scenarios, giving you a clearer understanding of your true cost
structure across shared resources.

Required steps:

1. In the meta model configuration, add 2 new custom fields named Allocation Percentage in the following
locations:
• On the relation between application and business capability
• On the relation between application and organizations

2. Add the following new calculations for total cost of ownership allocation of applications:
For the allocation to business capabilities

export function main() {

const cost = data.fromFactSheet.lxApplicationTotalCostOfOwnership;
const bcAllocation = data.allocationPercentage;
if (cost != null && bcAllocation != null) {
return cost * bcAllocation;
}
}

For the allocation to organizations

export function main() {

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 const cost = data.fromFactSheet.lxApplicationTotalCostOfOwnership;
const orgAllocation = data.allocationPercentage;
if (cost != null && orgAllocation != null) {
return cost * orgAllocation;
}
}

Example: Use the Number of Users to Allocate Application Cost to Organizations

The calculation divides the application's TCO among organizations proportionally, with each organization's cost
share directly corresponding to their number of users. Organizations with more users bear a larger portion of
the costs, while those with fewer users pay proportionally less.

This approach provides a fair and transparent way to allocate shared application expenses, ensuring that costs
align with actual organizational usage patterns.

Required steps:

1. Fill in the user count the field Number of Users on the relation between application and organization.
2. Update the calculation for total cost of ownership of application as provided:

export function main() {

let sumOfUsers = 0;
for (const orgRelation of
data.fromFactSheet.relApplicationToOrganization) {
if (orgRelation.numberOfUsers != null) {
sumOfUsers += orgRelation.numberOfUsers;
}
}
if(data.numberOfUsers != null &&
data.fromFactSheet.lxApplicationTotalCostOfOwnership != null && sumOfUsers >
0){
return data.fromFactSheet.lxApplicationTotalCostOfOwnership *
data.numberOfUsers / sumOfUsers;
}
}

Additional Information

• IT Financial Management in SAP LeanIX

• GraphQL Example: Application Costs page gives an example of how to import costs via the SAP LeanIX
GraphQL API.

4.3.12 Embedding a Report in SharePoint

Embed SAP LeanIX reports in SharePoint using the HTML iframe tag.

This guide explains how to embed a SAP LeanIX report in SharePoint using the HTML iframe tag.

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Step 1: Get the Report Code

Follow these steps:

1. In SAP LeanIX, open the report that you want to embed.

2. In the upper-right corner of the report page, click the ellipses icon, then select Export > HTML Embed Code.

Navigating to the HTML Embed Code Option on the Report Page

3. Copy the iframe code of the report.

Iframe Code for an Example Report

Step 2: Embed the Report in SharePoint

To avoid issues with displaying embedded code in SharePoint, we recommend adding SAP LeanIX as an
approved domain. You can do it in the Site Collection Administration section using the HTML Field Security
option.

To embed a report, follow these steps:

1. In SharePoint, click Embed Code.

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 Embed Code Option in SharePoint

1. Paste the code that you copied from SAP LeanIX.

Overlay for Inserting the Report Code in SharePoint

4.4 Diagrams

Overview

SAP LeanIX serves as the single source of truth for enterprise architecture management, bringing
transparency of IT landscapes to all contributors and democratizing architecture knowledge. With the Free
Draw and Data Flow diagram editors, SAP LeanIX provides advanced visual modeling capabilities. Diagram
editors will be indispensable tools for Enterprise Architects as they require the ability to visually represent the
organizations' IT landscape or specific areas with particular emphasis.

In this documentation, you will learn why and how Free Draw and Free Flow diagram editors are helpful, what
are the various features and how to use the editors to model the enterprise architecture.

What are diagrams, and why are they needed?

Diagrams are a means of constructing visual models of the structure of enterprise architecture. They help
understand important aspects of enterprise architecture from various perspectives by enabling you to work
with Inventory items and interactively visualize the architecture and data flow from their own point of view.

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The larger an organization, the greater the complexity of its IT environment. Diagrams are essential for
managing complex architecture by breaking down and visualizing the structure into smaller scopes. They allow
you to define their own boundaries and domains, allowing them to focus on specific aspects of their enterprise
architecture. Diagrams assist individuals in making better decisions.

Benefits

• Diagrams support you in visualizing architecture quickly and efficiently to understand how various
architectural elements are connected and to illustrate the flow of data through Interfaces.
• Diagrams in SAP LeanIX enable leveraging data from the Inventory. They keep visualizations up to date
by reflecting any changes made in the Inventory. Learn more on how data from Inventory is synchronized
here: Updates from Inventory [page 775].
• Create as-is and target architecture pictures appealingly and more understandably and use them for
effective communication.
• You have the ability to customize aspects of architecture by adding shapes and images not yet represented
in the Inventory and thereby visualize models that are not yet there.
• Use diagrams to explore the architecture more flexibly than the reports, with more detailed drill-downs and
dependency visualization.
• In diagrams, you also have the flexibility to include and work with all Fact Sheet types simultaneously to
explore different relations.
• Access Fact Sheets from within the diagram: Keep architecture diagrams and Inventory data all in one
place.
• Create Fact Sheets and establish relations from within the diagram to create Inventory data.
• Use diagrams to document different points in time of your architecture by developing and saving different
versions of the progress.
• Include diagrams in presentations to share valuable insights with stakeholders. For more information, see
Presentations [page 886].

SAP LeanIX Diagram editors

SAP LeanIX offers Free Draw, Data Flow, and Lucidchart [page 803] to create diagrams:

• Free Draw is a feature that enables you to create custom diagrams and visual representations of their
enterprise architecture. It offers the flexibility to design diagrams from scratch using different shapes,
symbols, and connectors.
• Data Flow, on the other hand, focuses on illustrating the flow of data within an environment. You can
add applications and their interfaces to gain a better understanding of how data moves within their
architecture.
• The Lucidchart integration allows you to seamlessly work with diagrams within the Lucidchart application,
enhancing the diagramming capabilities.

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Diagram Editor Layout

Both Free Draw and Data Flow have a similar layout.

1. On the left side of the drawing canvas is a shape library with logical shape groups (e.g., General, Advanced,
Flowchart). Expand or collapse each shape library by clicking its name.
2. The format panel on the right side holds options and properties to arrange and style shapes, connectors,
and text to build the diagrams.
3. The Menu and Toolbar are located on the top. Some of the menu entries will not be selectable depending
on what you have selected in your diagram.

Shapes representing any architectural element, descriptive text, or lines to connect shapes can be added to the
canvas via drag and drop. They can be arranged, and their color and style can be changed from the options
available in the format panel and toolbar.

 Note

The SAP LeanIX Diagram editor leverages the capabilities of draw.io editor. For more detailed instructions
on using the editor's features, see draw.io documentation .

However, note:

• The SAP LeanIX Diagram editors are optimized specifically for SAP LeanIX, some of draw.io features
may not be available in SAP LeanIX Diagrams.
• Diagrams are stored only in your SAP LeanIX workspace and are integrated with the inventory.

Explore and learn on the following pages the features of the two Diagram Editors and how to use them.

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Diagram Permissions

Default diagram permissions for members and viewers are as follows:

Actions Member Viewer

Create new diagram Yes Yes

Edit a diagram • Default diagrams and shared dia- • Default diagrams and shared dia-
grams that users have view access grams that users have view access
for can be edited after saving them for can be edited after saving them
as new using the Save as option. as new using the Save as option.
Once saved, the new diagram be- Once saved, the new diagram be-
comes the user's own and can be comes the user's own and can be
edited. edited.
• Users can edit a shared diagram if • Users can edit a shared diagram if
they have edit permissions for the they have edit permissions for the
diagram. diagram.

Delete a diagram • Yes: • Yes:

• User’s own diagrams • User’s own diagrams
• Shared diagrams for which • Shared diagrams for which
the user has edit permission the user has edit permissions
• No: • No:
• Shared diagrams for which • Shared diagrams for which
the user doesn’t have edit per- the user doesn’t have edit per-
missions missions
• Default diagrams • Default diagrams

Share a diagram Yes Yes

Add to collection No No

Searching, Filtering, and Sorting Diagrams

Search, filter, and sort functions help you streamline navigation, save time, and ensure better control over large
sets of diagrams.

• Search: Quickly find a specific diagram using keywords.

• Filter: Narrow down diagrams to your required subset based on criteria like ownership, permissions,
creation date, modification date, and type of diagram.
• Sort: Organize diagrams by attributes such as name, date, or relevance to find what you need faster.

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 Searching, Filtering, and Sorting Diagrams

Switching Between List and Grid View

You can switch to the list view by clicking the hamburger menu icon at the top right. The list view presents
information in a detailed table format, making it easier to consume the information and perform bulk actions
efficiently.

Switching Between List and Grid View

Managing Ownership and Permissions

Admin users can view all diagrams, change ownership, and update permissions, regardless of the original
permissions set by their creators. This ensures critical content remains accessible, even if users forget to share
their diagrams or leave the organization without updating access rights.

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  Note

Admins can view all diagrams by checking Admin only: Show all-no access diagrams checkbox under
Permissions dropdown menu.

To change ownership, follow these steps:

1. Switch to list view by clicking the list view icon at the top right.
2. Select the diagrams for which you want to change ownership.
3. Click Change Owner at the top right of the list.
4. In the overlay that appears, search for and select the new owner.
5. Confirm the change by clicking Save in the overlay.

Changing Ownership of Diagrams

Permissions can only be changed individually. However, applying permission or ownership filters can help
narrow down the list, making the process easier for you.

To change permission, follow these steps:

1. Click the three-dot menu on the diagram.

2. Select Diagram details.
3. On the resulting page, navigate to the Permissions tab.
4. From the Permission Type drop-down list, select the appropriate permission.
5. Click Save to confirm the change.

Diagram Views

When working with diagrams, you can select a specific view in the Views list to tailor the visualization to your
needs. You can select fact sheet fields, fields on relations, fields on related fact sheets, and tags from Single
mode tag groups.

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 Selecting a Diagram View

In addition to standard diagram views, you can create custom fact sheet fields and tag groups that can be
applied as views in diagrams.

• Custom fact sheet fields: Custom fields do not automatically appear in diagram views. To show a custom
field in diagram views, in the fact sheet configuration, select a field, navigate to the Options tab in the
sidebar indicated by the gear icon, enable the Include in views toggle, then save the changes. This option is
only available for certain field types. For details, see Showing Fields in Views [page 951].

Options Tab in the Field Configuration Sidebar on the Fact Sheet Configuration Page
• Tag groups: Non-empty tag groups of the Single mode automatically appear in diagram views. You can
create more tag groups to show them in diagram views. For more information, see Tagging [page 986].

4.4.1 Free Draw

SAP LeanIX Free Draw enables you to create custom diagrams and visual representations of their enterprise
architecture. It offers the flexibility to design diagrams from scratch using different shapes, symbols, and
connectors.

Free Draw diagrams allow you to visualize and explore dependencies among various architectural elements.
You can create custom visualizations, such as organizational hierarchies and business capability maps, to
provide a tailored view of the architecture. It enables you to dive deep into specific architectural elements,
conduct detailed investigations by zooming in on specific areas, and explore relationships and dependencies
with focus. In the section Using diagrams for assessment, you will gain further insight into how diagrams can be
utilized for evaluating architecture.

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Accessing Free Draw

To begin creating diagrams in the Free Draw, log in to your workspace and follow the following steps:

1. Navigate to the Diagrams section by clicking on the Diagrams tab from the top navigation bar.
2. Click on New Diagram button to open the panel of available diagram editors.
3. Select Free Draw from the available diagram types.
4. Provide a name and description. Here, you can also set read and write permissions, and choose whether or
not labels and view colors should automatically update based on changes in the inventory.
5. Click Save Diagram to open the editor and start working on the diagrams.

 Tip

To prevent accidental data loss, changes to the diagram are saved automatically in real time. If you
accidentally close the window without explicitly saving a diagram, the next time you open it, you are
prompted whether to discard the previous changes or continue editing from where you left off.

To manage the Diagrams better and group them into classifications, users with Admin rights can utilize the
Collections feature. This feature introduces individual categories among Reports and Diagrams. Check out the
Collections [page 895] page to learn more on how to manage these categories.

 Tip

You can save time by importing architecture templates and example diagrams from draw.io to kickstart
your project.

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Using Free Draw

This section provides guidance on using Free Draw to create architectural models. It explains how to
incorporate Fact Sheets into the diagram, linking them to specific shapes and establishing relationships
between different elements.

Include Fact Sheets as shapes in the diagrams

In order to include Fact Sheets from the Inventory in your diagrams, do the following:

1. Click on "+" icon in the toolbar. (alternatively, you can also right-click anywhere on the canvas and choose
Insert from Inventory).
2. A window will open showing all the Fact Sheets from the Inventory. Make use of filters to choose the Fact
Sheets needed, either individually by using the check box to the left and clicking Insert selected or by
choosing a specific Fact Sheet type through the filter and then clicking Insert all.
3. Selected Fact Sheets are now presented in the canvas. You can easily adjust their styling, position, and
alignment by selecting and moving them around.

Linking and Unlinking Fact Sheets to shapes in diagrams

To link Fact Sheets from the Inventory into existing shapes in your diagrams, do the following:

1. Right-click on the shape you want to link. A context menu will appear; click on Link a Fact Sheet.
2. The Fact Sheet quick search will appear, which shows you a list of all existing Fact Sheets in your
workspace. Scroll to choose one or start typing to find the Fact Sheet you need.

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3. After selecting a Fact Sheet from the quick search, if the selected shape has no background color, the
linking process will apply the Fact Sheet's color and its name as the label in the shape.
4. You can unlink the Fact Sheet from the shape by right-clicking on the shape and clicking on Unlink Fact
Sheet.

 Remember

The shape must have been already linked to a Fact Sheet in the first place, or the Fact Sheet must have
been inserted as a shape in order to unlink Fact Sheet and shapes.

Once the Fact Sheet is unlinked from a shape, the shape will keep the label and color it already had.

Changing and Opening linked Fact Sheets

To change the linked Fact Sheet, you can unlink a Fact Sheet and then link a new one again or change the linked
Fact Sheet by doing the following:

1. Right-click on the already linked shape and select Change linked Fact Sheet.
2. From the Fact Sheet quick search, you can either scroll to look for another Fact Sheet available in your
workspace or start typing to find the Fact Sheet you need.
3. After selecting another Fact Sheet from the quick search, the label and color will be updated with the newly
linked Fact Sheet.

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Linking a Fact Sheet to a shape will allow you to open the Fact Sheet from the canvas. The linked Fact Sheet can
be opened by right-clicking on the shape and selecting Open Fact Sheet. The Fact Sheet will open in a new tab.

Creating new Fact Sheets and relations from within the Canvas

In Free Draw, you can create new Fact Sheets and new relations between Fact Sheets directly within the
diagram.

1. Right-click on any shape that is not yet associated with a Fact Sheet and select Create new Fact Sheet.
Then select the Fact Sheet type you would like to convert your shape to.
2. Edit the text inside the shape. The text that you provide within the shape will serve as the new Fact Sheet
name.
3. To add your newly created Fact Sheet to the Inventory, click on the Updates button in the top right corner.
Select the Fact Sheets you want to create, then click Apply updates.
4. The new Fact Sheet has now been added to the Inventory, and a confirmation message is displayed.

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  Note

• A default naming scheme will be applied to the shapes if no custom name is provided. i.e. Business
Capability 1, Business Capability 2, Application 1, Application 2 etc.
• A + icon will be displayed in the top right corner of the newly created Fact Sheet, and it will remain there
until the Fact Sheet is added to the Inventory through the Updates function.

 Note

Fact Sheet and Relation Creation feature are only available in Free Draw and is currently not yet available in
Data Flow.

If you have more than one Fact Sheet in the diagram, you can establish relations between them by joining them
with any connector shape (e.g., arrows, dotted lines, etc.).

1. Draw a connector shape between two Fact Sheets shapes.

2. Right-click on the connector shape and select Create new relation. Then select a relation type you would
like to establish.
3. To add your newly created relation to the Inventory, click on the Updates button link in the top right corner.
Select the relations you want to create, then click Apply updates.
4. A new relation has now been added to the Inventory, and a confirmation message will be displayed.

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Types of Connections between Fact Sheets

The types of connections that one can establish between Fact Sheets will depend on the types of Fact Sheets
that they are trying to connect.

Listed below are some examples of the types of relations that can be established when joining different types of
Fact Sheets:

Connecting Business Capabilities with Applications:

• Requires
• Requires by
• Business Capability to Application

Connecting Business Capabilities with Organizations:

• Requires
• Requires by

Connecting Business Capabilities with Business Contexts:

• Requires
• Requires by
• Business Capability to Business Contexts

Expanding Interfaces

Expanding Interfaces is a new feature with which you can understand the providing and consuming interfaces
of an application directly within Free Draw and Data Flow.

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1. When the mouse pointer hovers over a shape that is linked to a Fact Sheet, semi-transparent arrows will
appear on all sides of the shape.
2. Hover over any of those arrows, depending on the direction you want to expand your diagram, to see the
Interfaces of the respective Fact Sheet in a suggestion box.
3. Click on the suggestion box to include the Interfaces in the diagram.

Arrows and not boxes then represent Interface Fact Sheets. You can still use Show dependencies and Drill-
Down to get Interfaces as boxes in the regular fashion. The feature just adds a way to go from Application to
Application directly.

Expanding Relations

Quickly show dependencies in diagrams by hovering over or choosing the arrows next to a shape. This feature
supports both collapsed and regular relations.

To expand relations, do the following:

1. Open a free draw diagram in edit mode.

2. Locate a shape that has relations to other fact sheets, such as an application or interface.
3. Hover over or choose the arrow icon next to the shape. Arrows appear on the sides of the shape and
indicate possible expansion directions.

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4. In the menu that appears, select the relation you want to show. You can apply filters to narrow down the
list.
5. The selected dependency will be added to the diagram, respecting the direction of the arrow you chose.
Expanding Relations in Free Draw

Adding Layers

Adding layers enables you to visualize different levels of abstraction within your architecture diagrams. You
can use layers to represent various levels of your architecture to make complex diagrams easier to understand
and navigate. Reducing visual clutter helps you focus on specific aspects of your architecture without being
overwhelmed by details.

You can toggle layers in view mode without needing editing rights, allowing you to analyze specific relationships
or components in isolation or see how they integrate into the broader architecture. This also helps provide
clarity and context tailored to your audience or objective.

To add layers, select Layer from the menu at the top and add the layer by clicking the '+' icon on the modal. You
can toggle the layers to view or hide by selecting the eye icon.

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 Adding Layers

Linking diagram to other diagrams

This feature enables you to manage large and complex architectural diagrams effectively. You can create
multiple diagrams with varying levels of detail and link them to navigate across different abstraction layers.

In edit mode, you can link a diagram directly to a shape through a hyperlink. Clicking the shape opens the linked
diagram in a new browser tab.

However, the following conditions should be kept in mind:

• You can not link a diagram to a shape if the shape is already linked to a Fact Sheet.
• You can not link a diagram to a shape that is a 'connector.'
• A shape can be linked to only one diagram.

To link a diagram to a shape, do the following:

1. Right-click on the shape you want to connect the diagram to

2. Select Link to diagram from the menu
3. The diagram quick search will appear, which shows you a list of all existing diagrams in your workspace.
Scroll to choose one or start typing to find the diagram you need.

To unlink a diagram that is linked to a shape, do the following:

1. Right-click on the shape to which the diagram is connected

2. Select Unlink diagram

Similarly, you can change or open the linked diagram by selecting Change diagram or Open diagram from the
right-click menu.

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In the view mode, clicking on the shape takes you to the linked diagram, and the navigation happens in the
same tab. To return to the previous diagram, you can use the back arrow next to the title of the diagram.

When you have a Dashboard panel for your diagram, you can effortlessly navigate between linked diagrams
using the Back/Forward buttons. The 'History' button allows you to browse through previously visited
diagrams.

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  Note

Linking diagrams to fact sheets enables you to access relevant diagrams directly from the fact sheet. You
can link the diagram in the Resources tab of the fact sheet. For detailed instruction, see Storing Resources
on Fact Sheets [page 598]. Linked diagrams are then visible both in the Resources tab, as well as on the fact
sheet sidebar.

Select by filter

The Select by Filter feature allows you to easily select Fact Sheet shapes on the canvas based on specific
criteria. This can be done using the Select button in the toolbar or by right-clicking on the canvas and choosing
the “Select by Filter” option from the menu. Once a filter is applied, a filter icon will appear in the bottom-right
corner of the filtered shape.

Using the Select button:

1. Click the Select button in the toolbar.

2. A modal will appear where you can apply filters to select your desired Fact Sheets.

Using the right-click menu:

1. Right-click on the canvas.

2. Choose the Select by Filter option.
3. A modal will appear where you can apply filters to select your desired Fact Sheets.

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  Restriction

You can insert images in the Free Draw editor, but please note that the image may not exceed a file size of 1
MB.

Marking a Diagram as a Favorite

You can mark a diagram as a favorite to have quick access to frequently used diagrams. To mark a diagram
as a favorite, click on the star icon on the diagram. Diagrams marked as favorites are indicated by a blue
star. Further, you can access all your favorite diagrams in one place inside the Favorites collection, under your
personal section.

You can mark a diagram as a favorite from various other locations as well, including from diagram settings, the
manage diagram page, and more.

 Note

There is no limit to the number of favorites you can have, but marking too many diagrams as favorites may
defeat the purpose.

When a user tries to delete a favorite diagram, a prompt informs them that the diagram is marked as a favorite
and asks if they still want to proceed. This prompt helps prevent the accidental deletion of relevant content in
your workspace, but you can still choose to delete the diagram if needed.

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Using diagrams for assessment

Diagrams effectively evaluate architecture by offering multiple perspectives, detailed investigations, and
visualization of elements, relationships, and dependencies. They enable you to easily identify connections
between Fact Sheets and facilitate focused exploration within the architecture.

 Note

In the view mode, "Updating diagram" spinner icon indicates data is currently loading for views and/or an
automatic update is in progress in the backend. Once the update concludes, the spinner disappears, and
the view toolbar becomes functional again. Throughout the spinner display, other functionalities such as
zooming, changing the viewport, clicking on diagrams or Fact Sheets, and using filters remain accessible.

This allows users to swiftly view and interact with diagrams on the dashboard and in the view mode without
waiting for the backend updates to finish.

Dependencies, Drill-downs, and Roll ups

For example, a user may want to visualize various dependencies of an application, including direct and indirect
dependencies. This goes beyond just integrations with other applications, as one can explore dependencies
such as data objects consumed or provided, supporting IT components, associated projects, the business
capabilities served by the application, and more. Learn how to do that in the section below.

To show the dependencies of Fact Sheets in a diagram, follow this short instructional example:

1. Right-click on the shape for which dependency has to be visualized. Here, in this example, an application
called AC Management.
2. From the context menu, select Show dependency.
3. Depending on the Fact Sheet type and the specific Fact Sheet linked to that shape, one will see available
dependencies.
4. Click on the needed relation to visualize and explore.

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The example illustrates how you can analyze the direct dependencies of an Application: the Business
Capabilities it supports, the IT Components and Projects it relies on, and the Data Objects it utilizes, etc.
Additionally, you can also visualize indirect dependencies. In this instance, we determined which other
Applications utilize the Data Object Employee Time and thereby gained insight into indirect dependencies
of the Application AC Management.

A diagram is also useful for you to create custom visualizations that meet specific requirements or
preferences. This can include creating organizational hierarchies, business capability maps, or other custom
representations that provide a clear and tailored view of the architecture. For instance, if you want to visualize
the structure of a specific business capability and identify the applications used within its child business
capabilities, the drill-down functionality will be useful. It allows you to delve deeper into the hierarchy and gain
insights into the relationships between different elements.

Follow this short instructional example to learn how to show dependent Fact Sheets using the drill-down
function.

1. Right-click on the shape for which dependency has to be visualized. Here, in this example, Business
Capability Corporate Services.
2. From the context menu, select Drill Down.
3. Depending on the Fact Sheet type and the specific Fact Sheet linked to that shape, one will see available
drill-down options.
4. Click on the needed relation to visualize and explore.

You can also revert a drill-down by selecting the applied drill-down from the shape's context menu again. This
removes the related fact sheets and the drill-down container, resulting in the single fact sheet shape being
shown again.

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Roll-up is similar to drill-down in that it helps visualize relations in a structured manner. However, it works
conversely compared to drill-down. In roll-up, the selected Fact Sheets are placed inside a bucket, as shown
below.

 Restriction

Please be aware that you will only see relations that are currently active when creating a diagram. Relations
that are not yet active or were active in the past won't be displayed. This becomes particularly evident
when creating a Data Flow diagram and wondering why only some Interfaces are shown. In such cases,
double-check if there is a future "Active By" date set for the relation.

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Flexible Drill-down

Drill-downs can be detached from the inventory to make them flexible for editing and customizing their
contents. To detach a drill-down, select the drill-down and click Detach on the right side pane.

Once you detach a drill-down, a small icon appears in the bottom-right corner of the shape, indicating that it is
no longer linked to its original context.
Identifying Detached Drill-Downs

You can use flexible drill-down to:

• Add or remove fact sheets from the drill-down container

• Insert related fact sheets through additional drill-downs and roll-ups
• Add any shapes or icons and link them to fact sheets
• Remove all content inside the container to revert it back to a fact sheet

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 Flexible Drill-downs

Though it is detached from the inventory, changes in fact sheet color, label, or archiving of fact sheets still
trigger the 'check for updates' icons inside the flexible drill-down containers, and archived fact sheets are
removed from the flexible drill-downs. However, if new relations are created in the inventory, it doesn't trigger
an update in the flexible drill-down. To learn more about updates, see Updates from Inventory [page 775].

Apply Labels

Labels are a new feature that allows you to improve representation and understanding. In the editor, you have
the flexibility to add and modify Fact Sheet labels in both Free Draw and Data Flow diagram types. Additionally,
in Data Flow diagrams, you can also adjust labels for Interface connections.

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To change the label for a Fact Sheet shape, follow these steps:

1. Click on the Labels menu, which is located in the top toolbar.

2. A drop-down list of Fact Sheet types will appear. Select the Fact Sheet type for which you wish to adjust the
label by clicking on it.
3. Once you click on a Fact Sheet type, a sub-menu will be displayed, presenting available labels for that Fact
Sheet type.
4. Click on the desired label from the sub-menu. All corresponding Fact Sheets in the diagram will be updated
with the chosen label.

 Note

• Only one label can be selected for each Fact Sheet type.
• If a Fact Sheet shape does not possess the selected label, the full name will be displayed instead.

Displaying Relation Labels

To add relation labels for the fact sheets in a free draw diagram, do the following:

1. Open a free draw diagram.

2. Select Labels.
3. Go to Relation > Name.
Relation Labels

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Applying and aggregating views

You can choose various views, similar to Reports. Views are essentially attributes or relations, which are
represented through a color-coded visualization. Each view provides a unique perspective on the data, enabling
the user to gain better insights. Check our Report views documentation [page 678] to understand the different
insights you can gain from applying views.

The view toolbar at the top of the canvas becomes active whenever there is at least one Fact Sheet in the
diagram. Select the needed view from the drop-down menu. After selecting a view, the view colors will be
applied to the related Fact Sheets, and the view legend will be displayed above. When the diagram is saved, the
view will also be stored.

In the views menu, one can also select Fact Sheet Colors, which will revert the color of the shapes to respective
Fact Sheet type colors as defined in the Meta Model.

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For views on diagrams, it is possible to change the aggregation of the selected view. Aggregations can only be
applied to views of fields that are either Fields on relations or Fields on related Fact Sheets.

By default, the aggregation configured in the meta model is used. Also, note that aggregations only apply to a
set of data. If there is only one relationship to a Fact Sheet in the diagram, the view won't change because the
resulting value is the same.

In the example below, you see the Organization Headquarter with two relations to IT Components. The view is
set to Used IT Components: Technical Fit. The first IT Component’s Technical Fit is set to Unreasonable, and
for the other, it is set to Adequate. Since the default aggregation is configured as Minimum, the Fact Sheet
Headquarter gets the color that represents Unreasonable. When aggregation is set to Maximum, the Fact Sheet
Headquarter gets the color that represents Adequate.

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While aggregating the view, it is possible to select one specific Fact Sheet. When a Fact Sheet is selected, only
relations to this Fact Sheet are considered for the view.

In the example below, the view Organization / Business Capabilities: Pace Layering is selected. This view uses
a relation to the Fact Sheet type Business Capability. Therefore, you can select one of the Business Capability
Fact Sheets. Then, using the option Select a related Business Capability, you choose a specific Fact Sheet. Now,
the view is calculated, taking into account all relations to that particular Fact Sheet.

More generally, this functionality is supported for any Single Select, Double, and Integer fields on relations or
fields on related Fact Sheets.

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Fact Sheet Side Panel

When you click on a Fact Sheet in view mode, a side panel opens on the right, providing a preview of key
information from the fact sheet. This allows you to quickly access relevant details without leaving your current
view.

You can customize which fields and attributes are displayed in the side panel by selecting Configure Content at
the top and adding the desired fields. If you want the added fields to be always visible in the side panel when
you reopen the diagram, you have to save the diagram by clicking Save from the drop-down menu at the top
right.

Note that the side panel only shows relationships that are present in the diagram, not all relations associated
with the fact sheet. Clicking on the fact sheet's name in the side panel opens the Fact Sheet in a new tab.

Fact Sheet Side Panel

Filtering on diagrams

The filter functionality available in the diagrams is the same as that of the Searching and Filtering in the
Inventory [page 636]. You can apply filters through the filter bar at the top of the filter facets on the left side,
which becomes visible when you move the mouse pointer to the left side of the window. This feature allows you
to focus on relevant Fact Sheets and relationships within the diagram, excluding unrelated elements.

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Filtering Behavior

When filters are applied to a diagram:

• Only Fact Sheets and relations that match the filter criteria are visible.
• Non-matching Fact Sheets are completely hidden from the canvas.
• Edges (relations) are hidden if any of their endpoints are hidden due to the filter.
• Pending Fact Sheets are always hidden.
• Ordinary shapes outside of Fact Sheet containers remain visible on the canvas.

Saving Applied Filters

You have the option to save your configured filter settings and applied views:

View Mode: Click the "Save" button to retain the current filter and views setup.

View Mode: Alternatively, choose "Save As" to save the current filter and views setup with a new name.

Edit Mode: No filters are applied, providing an unfiltered overview of the diagram.

 Note

Please note that when switching between edit mode and view mode, any unsaved filter adjustments will be
reset to their previous state.

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Applied filters in exported diagrams

When you export a diagram, the applied filters are preserved. Applied filters provide a consistent and targeted
viewing experience for recipients of the exported diagram.

Applied filters in dashboard widgets

The applied filters also persist within dashboard widgets. When you add a diagram as a widget on a dashboard,
any filters you have applied will be retained.

Updates from Inventory

Diagrams always show the view the way it was saved last time. This might differ from the current view of
the architecture if changes to the architecture happened after the diagram was saved. It can be refreshed by
making use of the updates feature.

Updates appear in the top right corner of both the view and edit modes. A count of the available updates for the
diagram is also displayed. To view more details for all available updates in the diagram, click Updates.

The following kinds of updates could be present in the diagram whenever the Free Draw editor checks for
updates:

• Fact Sheets that have been archived are marked for removal.
• When a fact sheet's name is changed in the inventory, the fact sheet shape label in the diagram is marked
for update. However, if you have manually modified the fact sheet shape label in the diagram, your changes
will be preserved, even when the fact sheet name is updated in the inventory. This ensures you can
customize the label to make it more meaningful or relevant within the context of the diagram. You can reset
the label from the context menu anytime to reflect the fact sheet's name.
• Fact sheets with updated color are marked for update.
• Data flow directions of collapsed relations.
• New relations between fact sheets are marked for update. However, this applies only in drill-downs and
dependencies. In viewing roll-ups or flexible drill-downs, new relations are not marked for updates.
• Relations in the diagram that are no longer valid (relation expired, one of the connecting Fact Sheets has
changed, etc.) are marked for removal.
• Collapsed Interface relations that are no longer valid (change in the connecting interface between
applications or any other difference in the relation) are marked for removal.
• Collapsed Interface relations that have a different lifecycle phase are marked for an update.

Whenever any of the situations listed above are present in your diagram, you will be presented with icons over
those shapes. Hovering over them will give you a tooltip with a small description of what the update actually is.

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  Tip

To hide inventory updates in view mode, hover over the diagram to display the toolbar. Click Hide inventory
updates to remove the update icons from the current view. If you navigate to a different diagram or refresh
the page, the update icons will reappear.

Applying Inventory Updates

To apply updates, switch to the edit mode. There, you can click the Updates button to view all updates available
for the diagram. Select the updates that you want to apply and click Apply Updates.

Toggling on the Auto update view colors and labels removes from the modal all updates related to updating fact
sheet view colors and labels. This setting is enabled by default on new diagrams but can be turned off and on as
needed.

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  Note

The diagrams can be exported to other formats such as PDF, SVG, PNG, HTML embed code, and XML file,
which is compatible with draw.io. Check the documentation on Exporting diagrams for more details.

Version History of Diagrams

When you save changes to a diagram, a new version is created in the version history. The version history allows
you to track changes, maintain a history of updates, and ensure collaboration by allowing users to compare
different iterations of a design or revert to previous versions.

 Note

A new version is created only when you save changes to a diagram. If you save without making any
changes, the system does not add a new version to the version history.

Accessing Previous Versions

In the view mode, from the menu at the top right corner of the diagram, select Version History. This opens the
version history panel on the right, where you can see details of updates, including who made changes, the date
and time of modifications, and the version description provided by the author.

You can browse through different versions from the list and select any to open it in view mode. Note that only
the current version can be edited by clicking Edit at the top of the diagram.

Also, note that when the version history panel is open, certain diagram functionalities—such as applying filters,
applying views, or previewing fact sheet information in the side panel—are unavailable. Clicking on a fact sheet
in the diagram or a linked diagram opens it in a new tab.

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 Accessing Previous Versions of the Diagram

Restoring a Previous Version or Saving it as New

To revert back to a previous version, do the following:

1. In the version history panel, hover over the needed version and open the context menu by clicking on the 3
dot menu icon.
2. Select Restore this Version. However, note that you must have write permission for the specific diagram to
restore it to a previous version.

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 Restoring a Previous Version or Saving it as New

Similarly, selecting Save as New allows you to save a draft or existing version as a new diagram.

 Note

If the diagram has unsaved changes—whether it is in draft mode or someone is actively working on it—only
administrators can restore it, and the current draft will be discarded.

Adding or Editing Version Information

Whenever you are saving a diagram, as a best practice, add the description and version information to
document the diagram's purpose and updates. Adding version info provides context about changes and
provides clarity about the diagram's evolution, enabling better collaboration and reducing confusion for all
the users involved.

If you are the creator or have write permission for the specific diagram, you can also add or edit version
information later. To do so:

1. In the version history panel, hover over the needed version and open the context menu by clicking on the 3
dot menu icon.

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2. Select Add Version info (or Edit Version info).
3. Add or edit the needed information and click Save.

Comparing Diagram Versions

You can compare any two diagram versions, including draft versions that are not yet published. The side panel
lists changes to fact sheets, dependencies, labels, and shapes, while the side-by-side view visually highlights
these changes.

To help you quickly identify the type of change, highlights are color coded:

• Green for additions

• Red for removals
• Yellow for modifications

 Note

Not all draw.io functionalities are displayed in the change log. This includes features such as zoom, layers,
tags, and send backward/bring forward.

To compare diagrams, do the following:

1. In the Version History panel, hover over a version and choose the three-dot menu.
2. Select Compare Changes.
3. Select the version you want to compare.
In the side-by-side view, the older version appears on the left, and the newer version appears on the right.
4. To view details for a change, choose a highlighted shape in the side-by-side view or choose the component
name in the side panel.
5. To exit the comparison, choose Exit Version Comparison.
Comparing Diagram Versions

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  Tip

To hide position or style changes in the version comparison, use the Filter Changes dropdown at the top of
the side panel.

4.4.2 Data Flow

Data Flow diagrams in SAP LeanIX enable you to add and explore applications and their interfaces, providing
a comprehensive understanding of data flow within their environment. You can visualize how data moves
from one application to another, identify the supporting technologies, and gain insights into the specific data
exchanged between applications.

Data Flow diagrams are especially valuable in integration architecture scenarios, as they help you understand
how applications are integrated and how they exchange information. For instance, when replacing an
application, the diagram helps identify dependencies and the data transfer that needs to be recreated.
Similarly, when adding a new application to the landscape, the diagram shows which existing applications
need to be integrated based on the data they provide and the data the new application offers. In both cases,
the Data Flow diagram provides crucial insights into the integration process and facilitates smooth transitions
in the application landscape.

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Accessing Data Flow

To begin creating diagrams in the Data Flow, log in to your workspace and follow these steps:

1. Navigate to the Diagrams section by clicking on the Diagrams tab from the top navigation bar.
2. Click on New Diagram button to open the panel of available diagram editors.
3. Select Data Flow from the available diagram types.
4. Provide a name and description. Here, you can also set read and write permissions, and choose whether or
not labels and view colors should automatically update based on changes in the inventory.
5. Click Save Diagram to open the editor and start working on the diagrams.

 Tip

To prevent accidental data loss, changes to the diagram are saved automatically in real time. If you
accidentally close the window without explicitly saving a diagram, the next time you open it, you are
prompted whether to discard the previous changes or continue editing from where you left off.

 Note

Admins can utilize the Collections feature to better manage the groups of diagrams. This feature introduces
individual categories among Reports and Diagrams. Check out the Collections [page 895] page on how to
manage these categories.

Using the Data Flow

Using the Data Flow is very similar to using Free Draw [page 751], starting from Diagram Editor Layout [page
747] to creating data flow models. It differs in that it is focused specifically on the Application Fact Sheet type to
visualize the data flow between your Applications, Interfaces, and the protocols used to exchange data.

Let's consider an example: say we want to understand the integration of an application responsible for handling
administrative tasks in Human Resources. We want to examine how it is integrated with other applications and
the type of employee data it exchanges. To begin, we will bring the application to the Data Flow diagram.

Adding Applications

In order to include the Application Fact Sheets from the Inventory in your diagrams, do the following:

1. Click on "+" icon in the toolbar. Alternatively, you can also right-click anywhere on the canvas and choose
Insert from Inventory.
2. A window will open showing all the Application Fact Sheets from the Inventory. Make use of filters to
choose the Fact Sheets needed by using the check box to the left and clicking Insert selected. In this
instance, the Application HR Admin. One also has the option to insert all of the Fact Sheets by clicking on
Insert all.
3. Selected Fact Sheets are now presented in the canvas.

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To understand the dependencies of this application, including both direct and indirect ones, you can expand
the interfaces.

Linking Diagram to Other Diagrams

This feature enables you to manage large and complex architectural diagrams effectively. You can create
multiple diagrams with varying levels of detail and link them to navigate across different abstraction layers.

In edit mode, you can link a diagram directly to a shape through a hyperlink. Clicking the shape opens the
linked diagram in a new browser tab.

However, the following conditions should be kept in mind:

• You can not link a diagram to a shape if the shape is already linked to a Fact Sheet.
• You can not link a diagram to a shape that is a 'connector.'
• Each shape can be linked to only one diagram.

To learn how to link, unlink, and change the linked diagram, see the Linking diagram to other diagrams [page
760].

Expanding Interfaces

You can expand the interfaces of the applications by simply clicking on the arrow icon associated with the
application on the canvas. For indirect dependencies, you can further expand the interface of the depending
applications and explore the dependencies more deeply, as shown below.

You can choose from three different layouts for your diagram - Vertical Flow, Horizontal Flow, and Manual Flow.
Selecting and moving around the shapes is deliberately made rigid in Vertical and Horizontal Flow. In Manual

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Flow, users can arrange the shapes according to their needs. To select a layout, click the Layout drop-down
menu on the toolbar and select the layout you want to apply.

The arrows between the applications represent interfaces, with the direction of the arrowhead indicating the
Interface Data Flow Direction (Incoming, Outgoing, Bi-Directional). Their style and color indicate different
lifecycle phases:

Style Color Lifecycle Phase

Dashed Light Gray Planned

Dashed Gray Phase-in

Solid Blue Active

Solid Yellow Phase-out

Solid Red End of Life

Solid Black No Lifecycle Assigned

The color of the lines is tied to the lifecycle phase of the interfaces and cannot be manually changed. To adjust
a line's color, you must change the lifecycle phase of the corresponding interface.

Applying Labels

To improve representation and understanding, you can add labels to these arrows, which represent the
Interface Fact Sheets.

 Note

By default, labels are shortened to 30 characters to improve readability. If a label exceeds 30 characters,
hover over it to view the full text.

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To apply a label, follow these steps:

1. Click on Labels from the Toolbar.

2. From the drop-down menu, select Interfaces.
3. Choose the values/fields to be displayed.

You can select and display multiple labels. All string fields and external IDs are available as labels. Labels can
also be applied when Interface Fact Sheets are represented as shapes, such as during drill-down.

If interface names are long or multiple labels are displayed, you can change the diagram layout to add
necessary spacing. Select one of the following options in the layout dropdown:

• Horizontal label flow: Expands diagram horizontally to accommodate labels.

• Vertical label flow: Expands diagram vertically to accommodate labels.

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Drill-Down and Roll-Up Application

It is possible to show the dependencies of Fact Sheets in a diagram. Follow this short instructional example to
learn how to show dependent Fact Sheets inside a drill-down container.

1. Right-click on the Application for which dependency has to be visualized.

2. From the context menu, select Drill Down.
3. Based on the specific Fact Sheets linked to that Application, you will see available drill-down options.
4. Click on the needed relation to visualize and explore. In this instance, Data Objects that are associated with
the application HR Admin.

You can also revert a drill-down by selecting the applied drill-down from the shape's context menu again. This
removes the related fact sheets and the drill-down container, resulting in the single fact sheet shape being
shown again.

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By examining the Data Flow diagram, we can observe that the application HR Admin manages two different
Data Objects: Employee and Employee Time. However, we notice that there is currently no flow of information
related to Employee Time. This indicates that there may be other applications, such as Payroll Germany or
Payroll Europe, that could potentially benefit from this data. For example, the employee time registered in HR
Admin could be useful for payroll calculations in these applications.

Roll-up is similar to drill-down in that it helps visualize relations in a structured manner. However, it works
conversely compared to drill-down. In roll-up, the selected Fact Sheets are placed inside a bucket, as shown
below.

Identifying data transfer gaps presents an opportunity for optimization. By reconfiguring existing integrations
and enabling comprehensive data transfer, organizations can enhance application efficiency and improve data
exchange.

Select by filter

The Select by Filter feature allows you to easily select Fact Sheet shapes on the canvas based on specific
criteria. This can be done using the Select button in the toolbar or by right-clicking on the canvas and choosing
the “Select by Filter” option from the menu. Once a filter is applied, a filter icon will appear in the bottom-right
corner of the filtered shape.

Using the Select button:

1. Click the Select button in the toolbar.

2. A modal will appear where you can apply filters to select your desired Fact Sheets.

Using the right-click menu:

1. Right-click on the canvas.

2. Choose the Drill-Down by Filter or Roll-Up by Filter option.

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3. A modal will appear where you can apply filters to select your desired Fact Sheets.
Filtering In Data Flow

Applying and Aggregating Views

You can choose various views, similar to Reports. Views are essentially attributes or relations, which are
represented through a color-coded visualization. Each view provides a unique perspective on the data, enabling
the user to gain better insights. Check our Report views documentation [page 678] to understand the different
insights you can gain from applying views.

The view toolbar at the top of the canvas becomes active whenever there is at least one Fact Sheet in the
diagram. Select the needed view from the drop-down menu. After selecting a view, the view colors will be
applied to the related Fact Sheets, and the view legend will be displayed above. When the diagram is saved, the
view will also be stored.

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Applying views is similar to how it is done in the Free Draw editor. Similarly, it is also possible to change the
aggregation of the selected view. Aggregations can only be applied to views of fields that are either Fields on
relations or Fields on related Fact Sheets. Learn more about Applying and aggregating views [page 770].

 Caution

For views calculations only Fact Sheets that are present on the canvas and have relations drawn on the
canvas are considered. This means the color code is displayed only for the Fact Sheets and relations visible
in the view.

However, If a Fact Sheet is selected for the Aggregation view, presence of related Fact Sheets on the canvas
is not a requirement; instead, any relations to that Fact Sheet in the inventory determine its value in the
view. This functionality differs from reports, where all data is typically shown.

Updates from Inventory

Diagrams always show the view the way it was saved last time. This might differ from the current view of the
architecture if changes to the architecture happened after the diagram was saved. Fact Sheets and relations
will only be removed from the canvas if you manually apply these updates.

 Note

The Data Flow and Free Draw diagram data is kept up to date with the Inventory, so any changes made to
the Inventory are automatically indicated in the diagram. However, it's important to note that while updates
are indicated, they are not automatically applied.

Updates appear in the top right corner of both the view and edit modes. A count of the available updates for the
diagram is also displayed. To view more details for all available updates in the diagram, click Updates.

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  Tip

To hide inventory updates in view mode, hover over the diagram to display the toolbar. Click Hide inventory
updates to remove the update icons from the current view. If you navigate to a different diagram or refresh
the page, the update icons will reappear.

To apply updates, switch to the edit mode. There, you can click the Updates button to view all updates available
for the diagram. Select the updates that you want to apply and click Apply Updates.

Labels and views are updated automatically unless Auto update view colors and labels is toggled off. It will
also remove from the modal all updates related to updating Fact Sheet view colors and labels. This setting is
enabled by default on new diagrams but can be turned off and on as needed.

 Note

If auto-update is applied after the diagram is opened, and the user doesn't have the need to save it,
then they can click Exit and Discard changes, and the diagram will be in the same state as before the
auto-update.

 Note

In the view mode, "Updating diagram" spinner icon indicates data is currently loading for views and/or an
automatic update is in progress in the backend. Once the update concludes, the spinner disappears, and
the view toolbar becomes functional again. Throughout the spinner display, other functionalities such as
zooming, changing the viewport, clicking on diagrams or Fact Sheets, and using filters remain accessible.

This allows users to swiftly view and interact with diagrams on the dashboard and in the view mode without
waiting for the backend updates to finish.

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  Note

The diagrams can be exported to other formats, such as PDF, SVG, PNG, HTML embed code, and XML
file, which is compatible with Flowchart Maker & Online Diagram Software . Check the documentation on
Exporting diagrams for more details.

 Caution

Fact Sheet and Relation Creation features are only available in Free Draw [page 751]. Although we envision
enabling the creation of Applications and Interfaces directly from the Data Flow editor, this is currently not
yet available.

Version History of Diagrams

When you save changes to a diagram, a new version is created in the version history. The version history allows
you to track changes, maintain a history of updates, and ensure collaboration by allowing users to compare
different iterations of a design or revert to previous versions.

 Note

A new version is created only when you save changes to a diagram. If you save without making any
changes, the system does not add a new version to the version history.

Accessing Previous Versions

In the view mode, from the menu at the top right corner of the diagram, select Version History. This opens the
version history panel on the right, where you can see details of updates, including who made changes, the date
and time of modifications, and the version description provided by the author.

You can browse through different versions from the list and select any to open it in view mode. Note that only
the current version can be edited by clicking Edit at the top of the diagram.

Also, note that when the version history panel is open, certain diagram functionalities—such as applying filters,
applying views, or previewing fact sheet information in the side panel—are unavailable. Clicking on a fact sheet
in the diagram or a linked diagram opens it in a new tab.

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 Accessing Previous Versions of the Diagram

Restoring a Previous Version or Saving it as New

To revert back to a previous version, do the following:

1. In the version history panel, hover over the needed version and open the context menu by clicking on the 3
dot menu icon.
2. Select Restore this Version. However, note that you must have write permission for the specific diagram to
restore it to a previous version.

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 Restoring a Previous Version or Saving it as New

Similarly, selecting Save as New allows you to save a draft or existing version as a new diagram.

 Note

If the diagram has unsaved changes—whether it is in draft mode or someone is actively working on it—only
administrators can restore it, and the current draft will be discarded.

Adding or Editing Version Information

Whenever you are saving a diagram, as a best practice, add the description and version information to
document the diagram's purpose and updates. Adding version info provides context about changes and
provides clarity about the diagram's evolution, enabling better collaboration and reducing confusion for all
the users involved.

If you are the creator or have write permission for the specific diagram, you can also add or edit version
information later. To do so:

1. In the version history panel, hover over the needed version and open the context menu by clicking on the 3
dot menu icon.

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2. Select Add Version info (or Edit Version info).
3. Add or edit the needed information and click Save.

Comparing Diagram Versions

You can compare any two diagram versions, including draft versions that are not yet published. The side panel
lists changes to fact sheets, dependencies, labels, and shapes, while the side-by-side view visually highlights
these changes.

To help you quickly identify the type of change, highlights are color coded:

• Green for additions

• Red for removals
• Yellow for modifications

 Note

Not all draw.io functionalities are displayed in the change log. This includes features such as zoom, layers,
tags, and send backward/bring forward.

To compare diagrams, do the following:

1. In the Version History panel, hover over a version and choose the three-dot menu.
2. Select Compare Changes.
3. Select the version you want to compare.
In the side-by-side view, the older version appears on the left, and the newer version appears on the right.
4. To view details for a change, choose a highlighted shape in the side-by-side view or choose the component
name in the side panel.
5. To exit the comparison, choose Exit Version Comparison.
Comparing Diagram Versions

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  Tip

To hide position or style changes in the version comparison, use the Filter Changes dropdown at the top of
the side panel.

4.4.3 Export and Import Diagrams

Export your diagrams as draw.io compatible XML file

SAP LeanIX Diagrams can be exported to other formats, including as an XML file compatible with draw.io ,
which is better known as diagrams.net .

Export in View mode

To export the diagram in the View mode, follow these steps:

1. Navigate to your diagram.

2. Click on the three-dot menu in the top right corner of the window.
3. Choose Export.
4. You can see all the available format options; in this example, we choose diagrams.net XML File.

Once the option is selected, your browser will download an XML file with the diagram's name.

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Export in Edit mode

To export the diagram in the Edit mode, follow these steps:

1. Go to File> Export as from the menu above the toolbar.

2. Select your preferred file format.

Once the option is selected, your browser will download an XML file with the diagram's name.

Opening the XML file in draw.io

The SAP LeanIX diagram can now be opened in

1. Open draw.io in any of the browsers.

2. Click on Start and open the editor, as you might need to decide how to save your diagram later.
3. Drag and drop the XML file onto the canvas.

Your diagram is now available in draw.io editor for use.

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Importing diagrams

Currently, diagram editors only support importing diagrams in the following formats:

• .drawio (the diagram format used by draw.io )

• Lucidchart diagram files
• PNG image files (with or without the embedded XML of a .drawio diagram)
• SVG images
• JPEG images

Anything not listed here is currently not supported.

In the top left corner of the editor, click on File and select Import from option. Click on Device to open the
browsing window, then choose and open the file you want to import.

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4.4.4 Fact Sheet Shape Templates

Create custom templates by assigning specific shapes and colors to fact sheets to match your organization's
standards, or choose default standards like SAP LeanIX and Archimate 3.2 to visually represent fact sheets in
diagrams.

Introduction

You can assign specific custom shapes and colors to represent fact sheet types and subtypes to align them
with your organization’s visual standards. These custom configurations are saved as templates and can be
accessed in the diagram editor. When you add fact sheets to a free draw or data flow diagram, the custom
shapes from the selected template are automatically used to represent the fact sheets.

By default, you have the following pre-defined shape templates:

• SAP LeanIX Default: This follows SAP LeanIX’s default visual representation standard for fact sheet shape
and colors.
• Archimate 3.2: This follows the Archimate 3.2 visual standard to represent fact sheets.

Template Permissions

By default, admins have full permissions for fact sheet shape templates. As an admin, you can adjust template
permissions for non-admin roles. For each role, you can define whether users can view, create, delete, and
modify templates. To learn more about role-based permissions and how to modify them, see Role-Based
Permissions [page 1126].

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Creating Custom Shape Templates

Users with the appropriate permission can create custom templates in the template editor by either starting
from scratch and assigning custom shapes and colors to fact sheet types or modifying the existing or default
templates and saving them as new.

To create a fact sheet template, do the following:

1. Go to the Diagrams tab and select Fact Sheet Shape Templates from the left-side panel.
2. Click + New Template to create a new template from scratch, or choose an existing one and click Edit to
modify. This opens the template editor.
3. Select and add the required shapes from the left side panel onto the canvas.
4. Select the added shape and assign it to a fact sheet type using the Fact Sheet Type drop-down menu on the
right-side panel.
5. If the fact sheet type has subtypes, a Subtype drop-down menu will also appear. Select the subtype as
needed.
6. Adjust the color, style, and shape as needed from the format panel on the right.
7. Repeat the steps for other shapes and fact sheet types.
8. Click Save As at the top, enter a name for your template, and click Save.

While creating the template, if you do not assign a custom shape to a fact sheet type, the default SAP LeanIX
shape will be used to represent it in the diagrams.

When you assign a shape to a fact sheet type, that shape is automatically applied to its subtypes unless you
specify different shapes for them. However, assigning shapes to subtypes does not automatically apply them
to the parent type if the parent type does not have a shape assigned.

You can also assign multiple shapes to the same fact sheet type. This allows users to switch between different
shape variants for the fact sheet when creating a diagram.

Creating Custom Shape Templates

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Setting a Template as Default

Admins can designate any template as the default. This ensures that the preferred shape template
automatically appears as the default choice while working in the diagram editor.

To set a template as the default, do the following:

1. In the Diagrams tab, select Fact Sheet Shape Templates from the left-side panel.
2. Click the three-dot menu at the bottom of the desired template and select Set as Default.

Using the Shape Templates

All shape templates are available for use in both free draw and data flow diagrams. A template set as default
by the admin appears as the default choice in the Fact Sheet Shape Template drop-down list on the right-side
panel of the diagram editor.

You can choose any template from this drop-down list for the current diagram. When you add fact sheets in the
diagram editor, the shapes from the selected template are automatically used to represent the fact sheets.

In the template, if multiple shapes are assigned to a fact sheet type, then you can select between the available
variants in the diagram editor. To choose a variant shape, select the fact sheet on the canvas and choose the
desired variant from the Variant drop-down list.

You can also change a fact sheet's shape to one from a different template. To do this, select the fact sheet on
the canvas and choose the desired template from the Fact Sheet Shape Template drop-down list. However, you
can only change the shape of fact sheets individually; selecting and changing multiple fact sheets at once is not
supported.

Using the Shape Templates

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Adding Complex Custom Shapes to the Fact Sheet Shape Templates

A complex custom shape is a user-defined shape that goes beyond basic geometry by incorporating advanced
styling, interactions, and configurations. Unlike basic shapes, complex custom shapes may require scripting or
advanced XML configurations to control their behavior, appearance, and interactions in a diagram.

You can add custom shapes, for example, to include your organization's logo or specific conventional symbols
used in your organization for architectural elements.

To add a complex custom shape, do the following:

1. Click the '+' drop-down menu in the toolbar at the top and select Shape.
2. In the resulting overlay, configure the shape and appearance using XML scripting. For detailed guidance,
refer to the draw.io documentation on Complex Custom Shapes .

Configuring Complex Custom Shapes

3. You can also edit the XML script later at any time by selecting the Edit dropdown menu in the right-side
panel and selecting Edit Shape.

4.4.5 SAP BTP Reference Architecture Templates

Learn how to access and use SAP BTP reference architecture templates in SAP LeanIX diagrams to design and
customize SAP BTP solution architecture, ensuring alignment with SAP best practices.

Introduction

SAP LeanIX diagram offers SAP Business Technology Platform (BTP) reference architecture patterns as
templates. Using the templates, you can easily design, customize, and communicate SAP BTP solution
architectures that are in alignment with SAP best practices.

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The SAP BTP reference architecture templates integrate seamlessly with the SAP LeanIX inventory, as shapes
within the templates can be linked to fact sheets. This ensures that the diagrams you create using templates
are accurate and up-to-date with your organization's real architecture data.

Accessing and Using the Templates

In the left navigation sidebar, under the Templates section, select BTP Reference Architecture to view the
collection of SAP BTP reference architecture templates.

Selecting a template opens it in view mode. Each diagram includes a description that provides context and
explains its purpose.

To edit, click Use Template in the top-right corner. This action clones the template and opens it in edit mode,
allowing you to customize and save it as a new diagram. Note that the original template remains unchanged.

In the edit mode, you can connect the shapes to relevant fact sheets to ensure the diagram is accurate and
up-to-date with your organization's real architecture data. To know how to connect shapes to fact sheets, see
Linking and Unlinking Fact Sheets to shapes in diagrams [page 753].

Using SAP BTP Reference Architecture Templates

Using SAP-Specific Shapes in Diagrams

While working with diagrams created using the SAP BTP reference architecture templates or in any diagram
actually, you can use SAP-specific shapes to ensure consistency and clarity. These shapes help accurately
represent various components and align with established standards.

To use the SAP-specific shapes, you first need to add the SAP shape libraries to the editor's left-side panel.
Here's how:

1. Click + More Shapes at the bottom of the left side panel.

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2. Under the Networking group, check the box against SAP.

4.4.6 Lucidchart Integration

Seamlessly link SAP LeanIX to Lucidchart to extended visual modeling.

Overview

Lucidchart is a cloud-based diagramming platform that offers solutions for visual communication and real-time
collaboration. The Lucidchart integration with SAP LeanIX allows Lucidchart users to create, preview, open,
edit, import, and export a broader range of diagrams to visualize data stored in SAP LeanIX. Within your SAP
LeanIX workspace, Lucidchart is available as one of the diagram options.

Scope

This out-of-the-box integration is available for Team and Enterprise accounts. To access Lucidchart, each user
must individually set up the integration within their SAP LeanIX workspace using their personal profiles.

Limitations

While the Lucidchart integration lets you import and export diagrams, the following limitations apply:

• The integration does not synchronize any inventory data (for example, fact sheets and relations). Diagrams
consist solely of static shapes, with no dynamic data linkage.
• Imported diagrams cannot be edited within SAP LeanIX. Modifications must be made directly in
Lucidchart.

Setting Up Lucidchart Integration in SAP LeanIX

To set up the Lucidchart Integration, follow these steps:

1. Navigate to the Diagrams tab.

2. Click + New Diagram.
3. Click Start setup now on the Lucidchart Integration overlay.

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 Setting up Lucidchart Integration

Creating and Importing Diagrams from Lucidchart

Once you've set up Lucidchart for your workspace, you can create new diagrams directly within Lucidchart or
import existing documents from Lucidchart into SAP LeanIX. You can share the imported diagrams with others
in the workspace or add them to dashboards for analysis and communication purposes.

To create or import diagrams from Lucidchart, follow these steps:

1. Navigate to the Diagrams tab.

2. Click + New Diagram.
3. On the Lucidchart overlay, depending on your need, click Create Lucidchart or Import existing document
from Lucidchart.
1. Choosing to create prompts you to provide a title for the document and leads you to Lucidchart.
2. Choosing to import leads you to Lucidchart, where you can select the documents to import.

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 Creating and Importing Diagrams from Lucidchart

Exporting Diagrams From SAP LeanIX to Lucidchart

Exporting a diagram creates a public copy of the diagram in the SAP LeanIX workspace with the following
naming convention: “Lucidchart export of OriginalReportName”. This copy can only be edited in Lucidchart,
providing similar capabilities as in SAP LeanIX for accurately representing the enterprise architecture
landscape.

To export diagrams from SAP LeanIX to Lucidchart, follow these steps:

1. Open the diagram you need to export.

2. From the menu in the top right corner, select Export.
3. Select Lucidchart Document. The diagram opens in Lucidchart.

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 Exporting Diagrams From SAP LeanIX to Lucidchart

 Note

The edit permissions of the original diagram are not retained in Lucidchart.

Exporting Diagrams From Lucidchart

To export diagrams from Lucidchart, follow these steps:

1. Navigate to File > Export

2. Select the desired file type for the export.
3. An overlay may prompt you to share the diagram as a link instead; if not, proceed and click Download.

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 Exporting Diagrams From Lucidchart

 Note

To learn how to use Lucidchart, see Lucidchart .

4.5 Collaboration

SAP LeanIX offers several robust collaboration features, such as surveys, to-dos, comments, fact sheet
subscriptions, and comments, to make stakeholder participation easier in enriching and validating data, and
thereby ensuring data quality and completeness.

Overview

One of the most challenging tasks for enterprise architects is keeping data well-maintained. To address this
challenge, SAP LeanIX provides powerful collaboration features that are easy to use, focus on value generation,
and involve bringing in stakeholders who know the required data best - such as application owners, business
owners, data architects, product and project managers, etc. - all of whom play an important role in contributing
relevant information to EAs. This guide gives an overview of the key collaboration features.

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Collaboration Features in SAP LeanIX

Surveys

• Purpose: Efficiently gather information from multiple stakeholders.

• Functionality: Surveys streamline data collection by sending questionnaires to responsible contributors,
who receive notifications and can directly update relevant fields in fact sheets.
• Benefits: Reduces manual data maintenance and improves data accuracy without overburdening
enterprise architects.

For a detailed guide, see Surveys [page 809].

To-Dos

• Purpose: Delegate tasks and track responsibilities.

• Functionality: Users can create, assign, and manage tasks, set due dates, and receive notifications for
updates. Tasks such as approving quality seals, filling in mandatory fields, or requesting application owners
to conduct risk assessments are some examples of how to dos contribute to data quality and governance.
• Benefits: Ensures tasks are completed transparently and maintains the integrity and quality of data.

For a detailed guide, see To-Dos [page 842].

Comments

• Purpose: Facilitate communication and propose updates.

• Functionality: Users can post comments on fact sheets, triggering notifications to responsible persons.
This allows for discussions and clarifications without directly altering the fact sheet content.
• Benefits: Enhances collaboration by enabling direct support requests and reducing the need for excessive
email communication.

For more, see Commenting on Fact Sheets [page 596].

Subscription to Fact Sheets

• Purpose: Assign responsibility and accountability for maintaining data accuracy.

• Functionality: Subscription to fact sheets assigns responsibility to specific contributors, ensuring they stay
engaged with the fact sheet data. Subscribers receive notifications and clear calls to action for maintaining
and administering fact sheet data.
• Benefits: It promotes the active involvement of key stakeholders, drives SAP LeanIX adoption across the
organization, and ensures the ongoing accuracy and completeness of data.

For a detailed guide, see Subscription Roles [page 978].

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Quality Seals

• Purpose: Ensure data integrity and quality.

• Functionality: The quality seal indicates the accuracy of data in a fact sheet. When changes are made
by non-responsible users, the seal is broken, prompting a review of the fact sheet by the accountable or
responsible subscribers.
• Benefits: Assigns accountability for data verification and approval, ensuring fact sheets contain accurate
and up-to-date information.

For a detailed guide, see Quality Seal [page 626].

These collaboration features in SAP LeanIX make it easier for enterprise architects and other stakeholders
to work together, maintaining high-quality and accurate data critical for effective enterprise architecture
management.

4.5.1 Surveys

SAP LeanIX surveys streamline data collection and collaboration with seamless integration with fact sheets.

Overview

Surveys in SAP LeanIX provide a collaborative approach to gather information from multiple stakeholders
efficiently. Instead of sending individual emails, surveys streamline the process, allowing for effortless data
collection and regular updates. This helps maintain high-quality data without burdening enterprise architects
with manual upkeeping of data.

Admin users can create and manage surveys, but they also have the flexibility to grant non-admins permission
to do so. Surveys enable personalized messaging, progress tracking, and easy assessment to ensure the
accuracy of collected data. The collected data can be directly integrated into relevant fact sheets, allowing
enterprise architects to focus on value creation rather than manual data management.

Detailed Guides

Guides Description

Creating a Survey [page 810] Learn how to create surveys, from defining the scope and
designing questions to using advanced fields and templates.
Learn how to make questions mandatory, add links and de-
scriptions, and import/export surveys.

Sending Out the Surveys [page 818] Preview how the survey looks to the recipient, define the
survey recipients based on fact sheet subscription roles, and
compose an email invite to distribute the survey.

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Guides Description

Responding to Surveys [page 824] Responding to surveys is crucial for providing feedback on
enterprise architecture. Access surveys via the collaboration
tab, fact sheets, or dashboard. Learn how to fill them and
provide your insights.

Managing Surveys and Viewing Results [page 827] Manage all your surveys centrally in the Collaboration tab of
your workspace. Easily filter, sort, and search surveys, view
results, finish, rerun, restart, or delete survey runs.

Extended Guide on Survey Features [page 832] Grant non-admins survey creation rights, prevent unin-
tended notifications with Safety Net activation, and learn
how to use API for survey management.

Calculated Fields in Surveys [page 836] Learn how to configure calculated fields in surveys using
JavaScript for advanced analysis and manipulation of data
collected from survey responses.

4.5.1.1 Creating a Survey

Learn how to create surveys, from defining the scope and designing questions to using advanced fields and
templates. Learn how to make questions mandatory, add links and descriptions, and import/export surveys.

Introduction

By default, surveys can be created by users with admin rights. However, admins can configure permissions to
allow non-admins to create surveys, collect responses, and access survey results. To learn how to configure
survey permissions, see Configuring Survey Permissions for Non-Admin Roles [page 832].

To start creating a survey, follow these steps:

1. Navigate to the Collaboration tab.

2. In the left side pane, under Surveys, select Manage Surveys.
3. Click New Survey.
Creating a New Survey

Clicking on New Survey opens the survey editor, where you can define the survey scope by selecting relevant
fact sheets, design the survey form by forming questions, preview the designed form, and curate recipients
before sending it out. At the top of the screen, the navigation bar features five tabs: Scope, Design, Preview,
Share, and Insights, each representing essential stages of the user journey and providing you the structured
guidance.

On the left side of the navigation bar, you can name the survey by clicking on Untitled Survey.

 Tip

Once you start creating a survey, until it goes live, your progress is automatically saved as a draft.

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Defining the Scope of a Survey

Define the scope of the survey by selecting the relevant fact sheets that you want to include in the survey. To do
so, follow these steps:

1. Click on Open Fact Sheet Filters

2. Select the needed fact sheets or apply filters to narrow down the scope
3. Click Use Fact Sheet Filter to include the filtered list, or click Use Selected Fact Sheets to select only the
needed fact sheets from the list.
4. The selected fact sheets are now displayed as a list. If you need to modify the list of selected fact sheets,
you can do so by clicking on change at the top.
5. Click Next to finish.

You can also make the survey's scope dynamic or static using the toggle at the top of the list.

• Dynamic: Fact sheets meeting the specified filters will be included in the survey as long as the survey
is in a running status. Conversely, any fact sheets that do not meet the applied filters will be excluded.
For example, if a lifecycle filter is applied, new fact sheets are added or removed from the survey as
their lifecycle changes The survey will also continuously monitor changes in fact sheet subscriptions. If a
subscription is added to a fact sheet associated with an ongoing survey, the subscriber will be invited to
participate.
• Static: The survey scope is restricted to the fact sheets shown in the list. No new fact sheets will be added/
removed from the survey, regardless of any future changes to fact sheets or subscriptions.

Designing a Survey

After defining the scope, you are directed to the Design tab. Designing a survey involves forming the questions
and structuring the overall format to gather the necessary information effectively. Here, you have two options
for designing your survey:

(a) You can start from scratch and design a new survey.

(b) Alternatively, you can import an existing survey from your workspace or select a survey template available
in the SAP LeanIX store to modify and use.

Designing a Survey From Scratch

In the Design tab, you can easily design the survey form by dragging and dropping different types of input
fields from the left pane onto the survey editor. There are three primary categories of input fields available for
designing survey questions: Fact sheet fields, basic fields, and advanced fields.

Fact Sheet Fields

This type of input field is directly linked to a specific field of a fact sheet. Any responses provided in these fields
are automatically integrated into the corresponding fact sheet’s field. You can include different fact sheet fields,

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such as relations, fields on relations, tag groups, and subscriptions. Tags are shown as a dropdown if they are
single-select and as a multi-tag picker if they are multi-select.

 Tip

• Include only essential fields in surveys to avoid overwhelming participants and impacting completion
rates. Focus on fields that directly contribute to your survey objective.
• You can use survey to identify and collect fact sheet contributors and add them as fact sheet
subscribers. To learn how, see Assigning Fact Sheet Subscriptions Through Surveys [page 835].

Adding Fact Sheet Fields to the Survey

Including Conditional Attributes in Surveys

The survey also supports conditional attributes. Conditional attributes are fields and relations that appear in
the fact sheet only when a specific condition is met based on the value of another attribute, referred to as the
activator. Conditional attributes are defined in the meta model configuration. To learn more about conditional
attributes, see Conditional Attributes [page 969].

If you are adding conditional fields, make sure you first include the field(s) they depend on (activator fields).
The survey question containing the conditional field is shown only when the survey respondent answers the
activator question in a way that meets the defined condition. If the condition is not met, the conditional
question is completely hidden, streamlining the experience and reducing clutter. This ensures that survey
participants see only relevant questions, making it easier and faster for them to respond.

For example:

Element Example

Activator field in the fact sheet: Functional Fit

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Element Example

Conditional field (activated field) in the fact sheet: Functional Fit Description - conditioned to be activated if
functional fit is ‘Unreasonable’

Survey question with the activator field: What is the functional fit of the application in your assess-
ment?

Survey question with the conditional field: Please describe why the functional fit is unreasonable.

Result: The survey question with the conditional field is shown to

the survey respondent only if they select ‘Unreasonable’ for
functional fit.

 Caution

Although it is possible to include a conditional attribute in the survey form without a question containing
activator fields, this will result in the question remaining locked (uneditable), and survey respondents will
not be able to answer it.

 Tip

Surveys also has a ‘conditional questions’ feature. It allows you to show or skip a question based on an
earlier response. It is used for questions that do not reference fact sheet elements. To learn more, see
Advanced Fields [page 814].

When you include a conditional attribute, you see a notification informing you which fields it depends on.

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Basic Fields

From this category, you can create questions that accept various types of inputs, including text, number, date,
single-select, and multi-select answers. These questions are independent and are not linked to any specific fact
sheet fields; thus, they do not update any fact sheets.

The Radio element enables you to create single-select questions, where respondents can choose only one
answer. The Checkbox element allows you to create multi-select questions, where respondents can choose
multiple answers. Additionally, the Question group element allows you to organize and group multiple sub-
questions under a single category.

Advanced Fields

The advanced field allows you to incorporate conditional questions and calculated fields into the surveys.

Conditional questions: They allow you to display or skip a question based on a response given earlier. To set up
a rule, select the question to which the rule should apply and then define the specific conditions. For example,
you can create a conditional question like "Are you sure you are the owner of the application?" Based on the
response, you can choose whether follow-up questions should be displayed or skipped.

To make a question conditional, follow these steps:

1. From the question’s menu in the top right corner, select Manage conditionality.
2. Define the condition by clicking Add a new condition.
3. Click Save to apply the condition.

Making a Question Conditional

Calculated fields: They enable you to quantify survey results by deriving a specific score by aggregating or
quantifying answers provided in other questions. This functionality accepts standard JavaScript as input and is
designed to return an integer. For more information, see Calculated Fields in Surveys [page 836].

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Adding Links and Descriptions

While creating survey questions for any of the input fields, you can also insert links by typing the display text in
square brackets ‘[...]’ and typing the link right after it inside parenthesis '(...)'.

Inserting Link in Survey Questions

Inserted Link Displayed in the Survey Form.

The descriptive text field provides extra information or context for your questions. It supports clickable URLs
and is limited to 250 characters. Providing a description helps respondents understand the questions better
and increases the chances of getting accurate answers. It also ensures a clear separation between the survey
question and its additional description. Similarly, you can also add comments to single-select and multi-select
answers to provide more clarity for the survey responders.

To add a description for a question, select the Add descriptive text checkbox from the question’s menu in the
top right corner and write the description in the field that appears.

Making a Question Mandatory

You can make a question mandatory by toggling the Mandatory switch on at the top right of the question. When
a question is mandatory, respondents must answer it before submitting the survey. This ensures that critical
information or key insights are collected from all participants, maintaining the integrity and completeness of
the data, which is vital to the survey's objectives.

Making a Question Mandatory

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Deleting Questions

You can delete an individual question by clicking the delete icon at the top right of the question. To clear all
questions in the survey, click the menu icon at the top right of the survey and select Clear Questions.

Designing a Survey from Existing Survey and Survey Template

Importing and Exporting a Survey

Instead of designing a survey from scratch, to save time and simplify the survey creation, you can import an
existing survey from various sources:

• Import an existing survey from the workspace.

• Use a survey template from the SAP LeanIX store.
• Import a previously exported survey in JSON format or directly paste the JSON code during import.

To import a survey, do the following:

1. Click Use Template in the top right corner of the survey editor. This action opens an overlay with options for
importing.
2. In the overlay, choose whether to import from the workspace, SAP LeanIX store, or a saved survey file.
3. Click Import.

 Caution

Before you can choose SAP LeanIX store templates from the drop-down list, you need to import them from
the SAP LeanIX store. To do this, click the Browse SAP LeanIX Store button in the import overlay.

If you've already added some templates but want to add more, visit the SAP LeanIX store from your
workspace to select and add additional survey templates.

Similarly, you can export a survey as a JSON file for future use or to use in another workspace, by selecting
Export from the menu next to the Use Template button.

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 Importing and Exporting Surveys

Adding SAP LeanIX Store Templates to the Workspace

To add the survey templates from the SAP LeanIX store, do the following:

1. From the workspace menu, select Store.

Adding SAP LeanIX Store Templates to the Workspace

2. In the SAP LeanIX store, navigate to the Surveys section.
3. Select the survey to add and click Add to Workspace.

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Creating a Fresh Survey Run from a Finished Survey

Instead of designing a new survey from scratch, you can always reuse, modify, or extend a previously used
survey questionnaire by creating a fresh survey run from a finished survey. This allows you to keep collected
data up-to-date, capture new insights, and reflect updated conditions or feedback.

When creating a fresh survey run, you can adjust the scope, design, recipients, or other settings via the tabs at
the top to ensure the survey configurations are up-to-date and aligned with your current needs.

To create a fresh survey run, do the following:

1. Select the finished survey from the Manage Surveys section.

2. If needed, adjust the scope, design, recipients, or other settings by navigating through the tabs at the top.
3. In the Share tab, click Go Live.

4.5.1.2 Sending Out the Surveys

Preview how the survey looks to the recipient, define the survey recipients based on fact sheet subscription
roles, and compose an email invite to distribute the survey.

Introduction

After creating your survey form, you preview its appearance and prepare to send it out. In this stage, you'll
define the survey recipients based on fact sheet subscription roles and compose an email invite. This ensures
your survey reaches the right audience and clearly communicates its purpose.

Previewing the Survey

After designing your survey, you are directed to the Preview tab. The preview feature provides you with an
accurate representation of how the survey form will appear to recipients.

In the preview tab, the survey shows only the first fact sheet from the scoped fact sheets of the survey. Any
changes made in the preview mode are not saved to the fact sheet; hence, it is an ideal platform for you to test
configurations such as conditionality, calculated fields, etc. However, sections containing fact sheet relations
are shown in a read-only state.

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 Previewing the Survey

Defining Survey Recipients

After reviewing the survey, proceed to the Share tab to specify the survey recipients. You can create the
recipient list by selecting the subscription roles.

Surveys can be sent out only to active users and not to contacts. Active users are those who already have
access to the SAP LeanIX workspace, while contacts are those who are subscribed to fact sheets but haven't
yet been invited to the workspace and don't have an SAP LeanIX account.

Every active user can receive a survey, regardless of their user role in the workspace. However, if they lack the
necessary permissions to edit a fact sheet, they won't be able to answer questions linked to fact sheet fields. To
learn more about permissions, see Role-Based Permissions [page 1126].

The KPI cards at the top provide information on the number of subscribers receiving the survey, the number
of fact sheets affected by the survey, the number of subscribers who do not yet have access to the workspace,
and the number of fact sheets without subscribers. Clicking on KPI cards gives you further details.

To ensure full participation of recipients, review the fact sheets without recipients, assign subscribers, and
ensure that those subscribers are active users.

 Tip

• Introduce subscription roles based on your organization's defined roles. This ensures you can address
a specific set of individuals, such as an Application Owner, Solution Architect, or Data Security Officer.
To learn more about subscriptions, see Subscription Roles [page 978].
• Survey recipients can add non-SAP LeanIX users as fact sheet subscribers through the survey. This
is an effective way to involve the right people who can take ownership of fact sheet data even if
they haven’t joined the workspace yet. To learn how, see Assigning Fact Sheet Subscriptions Through
Surveys [page 835].

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Setting Due Dates for Survey Completion

To improve survey management and efficiency, you have the option to set due dates for each survey that you
create. This helps drive participation as it limits the amount of time available for users to submit a response.

To set a due date for a survey, do the following:

1. Select the option Automatically close survey on specified date.

2. Select the desired due date using the date picker. By default, the system sets the due date to 28 calendar
days from the current date.

The survey invitation email displays the due date to inform participants of the deadline. After the due
date passes, the survey status automatically changes to ‘Finished’, and participants can no longer submit
responses. If you need more time to collect responses, you can extend the due date by restarting the finished
survey and setting a new due date during the restart.

If you want to change or extend the due date for an unfinished survey, you must first manually finish it, then
restart it and set the new due date during the restart process.

To learn more about restarting surveys, see Restarting a Survey [page 830]. To learn about manually finishing
a survey, see Finishing a Survey [page 830].

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Creating Survey Emails

Fixed Content
Salutation: Certain elements of the survey email are configured based on your workspace's language settings
and cannot be altered. For example, if your workspace language is set to English, the email will begin with
greeting "Dear Sir/Madam".

'Go to Survey' Button: All survey emails will include a "Go to Survey" button at the end, ensuring a clear call to
action for recipients.

Customizable content
You have the flexibility to personalize the text in your survey invitation emails. By incorporating placeholders
within curly brackets, such as {{{factSheetNames}}}, you can make each email more specific to the survey and
the recipient's involvement. These placeholders will be automatically replaced with the relevant information
when the email is sent.

The following placeholders can be used in the email:

factSheetNumber: number of involved fact sheets

factSheetNames: comma-separated names of all involved fact sheets

addedFactSheetNumber: number of newly added fact sheets to the survey

addedFactSheetNames: comma-separated names of newly added fact sheets to the survey

surveyTitle: title of the survey (as seen when answering the survey)

senderFirstName: first name of the survey sender

senderLastName: last name of the survey sender

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 Email Invite for Survey Participation

 Note

Decommissioning of {{{surveyLink}}} Placeholder: New survey emails now include a Go to Survey button
instead of a link. As a result, the {{{surveyLink}}} placeholder can no longer be used in survey invites.
When designing a survey from an old template, you will be prompted to remove survey link placeholders to
proceed forward.

AI-Generated Context
Use the AI-generated context feature to easily craft survey invite text. This feature learns from your survey
context, including the title, questions, and embedded fact sheet fields, to generate personalized email content.

To use the AI-generated context, click on the AI help icon at the bottom right corner and select Generate new
text. If needed, you can regenerate the response again or revert back to the default template by clicking Default.

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 Using AI Capabilities for Survey Invite Email

 Note

AI-generated context feature is available if you have enabled AI cababilities for your workspace. To learn
more, see AI Capabilities [page 849].

Testing the Survey

After completing your survey design, you can test it by clicking the Test Survey button. Add an email address
and send it out to observe how the survey appears to your recipients, ensuring that everything looks as
intended before running the survey. You can test the complete user journey of a survey recipient, starting from
the survey invite showing up in your inbox, viewing the survey form, filling out the form, and submitting the
survey. During a test run, only one fact sheet is displayed, as the survey response form remains consistent for
all fact sheets. If everything looks as intended, hit Go Live to execute the survey.

 Note

The test run does not update any fact sheet data and does not create survey results.

 Remember

Once the survey goes live, the Scope, Design, Preview, and Share tabs become inaccessible, and you can
not edit its design and questions until the survey run is finished. To learn how to finish a survey, see
Finishing a Survey [page 830].

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4.5.1.3 Responding to Surveys

Responding to surveys is crucial for providing feedback on enterprise architecture. Access surveys via the
collaboration tab, fact sheets, or dashboard. Learn how to fill them and provide your insights.

Introduction

Responding to surveys allows you to provide feedback on different aspects of enterprise architecture. Your
input plays a crucial role in helping your organization make informed decisions, prioritize initiatives, and
enhance its architecture management practices. Moreover, participating in surveys fosters collaboration and
engagement within the organization, as it encourages stakeholders to share their perspectives and contribute
to collective goals and objectives.

Accessing the Survey Response Form

All surveys that need your response are found in the Collaboration tab in a centralized location for easy access
and management. This centralized location ensures that survey responses are organized and readily available.

To access a survey, do the following:

1. Navigate to the Collaboration tab.

2. In the left side pane, under Surveys, select Assigned to Me.
3. Open the survey from the list by clicking on the survey title.

Accessing the Survey in the Collaboration Tab

Alternatively, recipients can access the survey directly through the Surveys tab of the relevant fact sheet. Click
Edit against the survey you want to answer, and it opens the respective survey response form.

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 Accessing the Survey in the Fact Sheet

When you are the recipient of a new survey, you receive an email notification asking you to participate in the
survey. In the email, click Go to Survey to open the survey response form.

Email Invite for Survey Participation

Accessing Survey from the Dashboard

My Surveys panel on the dashboard provides easy access to all the surveys that need your response. This
allows you to quickly access them without navigating pages. It offers a clear overview of pending surveys and
their status, helping you prioritize and complete them in a timely manner. Selecting any of the survey items
opens the survey response form, and clicking on Show more takes you to the Collaboration tab.

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  Note

If the My Surveys panel is not visible in the dashboard, it is likely because the dashboard has been
customized or a custom dashboard has been set as the default by your admin.

To learn how to add the My To-Dos panel or any other available panel, see Dashboards [page 522].

Responding to Surveys

On the left side pane of the survey response form, you will find the list of all fact sheets included in the survey.
You can choose any fact sheet in any order and answer the related questions. Click Submit for each fact sheet
after providing your answers. If there is already an answer, review it for accuracy and modify it if needed. Once
submitted, the questions become read-only. However, If changes are necessary, you can press Edit and provide
your response again.

 Note

If multiple users are subscribed to a fact sheet when the survey is run, a question is considered answered
as soon as the first user responds to it. However, other relevant recipients can edit and overwrite the
previous respondent’s answer at any time.

Responding to Surveys

For questions on relations and fields on relations, related fact sheets and fields are listed in a table. You can add
a new relation by clicking Add Relation and also edit existing fields on relations. If there are more fields, scroll
sideways to access them.

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  Note

When you submit the response for a fact sheet, the values are directly updated in the fact sheet. However,
changes to fact sheet relations and field-on-relation values are saved immediately as you change them,
without needing to submit. You can see those updates in the Last Update tab in the fact sheet.

Mandatory questions are indicated with an asterisk at the end of the question. As a respondent, you must
answer mandatory questions to complete the survey. However, if the fact sheet field or relation of the
mandatory question already has a value, you are able to submit the survey without making any changes.

The progress bar on the left side pane offers an overview of completion by displaying the number of submitted
fact sheets. A green check mark indicates the completion status of each fact sheet. This allows you to monitor
progress and ensure that no questions are missed during the survey.

 Tip

Auto-Save: The auto-save feature prevents data loss if the survey is interrupted or the browser window is
accidentally closed. Users can resume their progress without needing to manually save their responses.

 Remember

The survey response form considers users' update permissions configured in the meta model. As a survey
recipient, when you lack the needed permission on a surveyed fact sheet, you see a read-only status on the
fields, denoted by a lock icon and accompanied by a tool-tip message.

4.5.1.4 Managing Surveys and Viewing Results

Manage all your surveys centrally in the Collaboration tab of your workspace. Easily filter, sort, and search
surveys, view results, finish, rerun, restart, or delete survey runs.

You can find a comprehensive overview of all your surveys in the Collaboration tab, making it easy to access
and manage them centrally. Select the Manage Surveys section on the left side pane of the collaboration tab to
view all existing surveys. This section, by default, is accessible only to admins. However, admins can configure
permissions to allow non-admins to create surveys, collect responses, and access survey results. To learn how
to configure survey permissions, see Configuring Survey Permissions for Non-Admin Roles [page 832].

Filter, Sort, and Search Surveys

The KPI cards at the top show the number of surveys in various statuses, such as total, live, draft, finished, and
surveys with safety net issues. These cards also function as quick filters. For instance, clicking the Live card
lists surveys that are currently live and running. Clicking the Total card removes all filters, listing all surveys.

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 Managing Surveys

The list provides details about the user who shared the survey, the progress percentage, the status of the
survey run (Live/Draft/Finished), and the user who created the survey form. You can sort the list by title and
the status of the survey. Additionally, you can search for a specific survey using the search bar at the top.

Viewing Survey Results

To view the results of a live or completed survey, click its title. This opens the Insight tab, where you can view
survey results directly in the survey editor, including key metrics like fact sheets and survey scope, reminders
sent, and survey progress status.

 Remember

Once the survey goes live, the Scope, Design, Preview, and Share tabs become inaccessible until the survey
run is finished.

Additional options are available in the top-right corner, allowing you to finish the survey, view metrics from
previous runs, send reminders, check for changes in the survey scope to identify and update any new fact
sheets or recipients, or download the results as a CSV file.

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 Viewing Survey Results

Select a fact sheet from the left navigation pane to view the respondents' answers. You see detailed responses,
including who updated the fact sheet.

Click the Fact Sheets and Scope tile to view which recipients have completed the survey, the fact sheets
they are responsible for, and how many of those fact sheets each recipient has completely answered. The
completed information is highlighted in green.

Survey Recipient and Fact Sheet Completion Details of a Survey Run

You can also download the survey results as a spreadsheet by clicking Download .CSV from the three-dot menu
in the top-right corner. The spreadsheet includes additional details, such as the reply status for each fact sheet,
which can be one of the following:

• New: No question has been answered yet.

• In Progress: The respondent has started answering but hasn't finished the fact sheet.

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• Done: All the questions related to the fact sheet are answered.
• Obsolete: The fact sheet is no longer included in the survey. This can happen if:
• There is no user subscribed to the fact sheet. In this case, the survey cannot be delivered to anyone,
and the fact sheet is marked as obsolete.
• The attribute in the fact sheet has changed, resulting in the fact sheet no longer meeting the survey’s
filter criteria. For example, if a survey targets application fact sheets with insufficient functional fit, and
a fact sheet initially matching this filter is later updated to have perfect functional fit, it will fall outside
the defined scope of the survey.
• The fact sheet is archived.

Finishing a Survey

It is recommended to finish a survey once all recipients have completed it or after it has served its purpose.
Keeping a survey with a dynamic scope unnecessarily running can lead to unintended notifications and
unwanted responses from the recipients.

To manually finish a survey run, follow these steps:

1. From the Manage Surveys section of the Collaboration tab, select the survey that needs to be finished.
2. Click Finish Survey at the top right.

Survey History

If you have created multiple survey runs from an existing survey, you can view the details of all previous runs by
clicking Show History from the three-dot menu at the top. To learn how to create a new survey run, see Creating
a Fresh Survey Run from a Finished Survey [page 818].

Restarting a Survey

Restarting a survey makes a finished survey available again for respondents to edit or add their responses. This
option is useful if the survey is finished before receiving responses from all participants.

 Tip

• Restarting a survey doesn’t create a new survey run and doesn’t send out any new notifications.
• If you adjust the scope, design, recipients, or other settings of a finished survey it becomes a new
survey and triggers new email notifications. In this way you can reuse, modify, or extend a previously
used survey questionnaire. To learn more, see Creating a Fresh Survey Run from a Finished Survey
[page 818].

To restart a survey, follow these steps:

1. Select the finished survey from the Manage Surveys section.

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2. From the three-dot menu at the top, click Restart.

Restarting a Survey

Deleting a Survey

In the Manage Surveys section, hover over the survey and click the delete icon on the right to delete a survey.

Deleting a Survey Run

To delete a survey run, follow these steps:

1. Open the survey from the Manage Surveys section.

2. From the three-dot menu at the top, click Show History. All previous survey runs are listed on the right-side
panel.
3. Hover over the survey run instance, and from the three-dot menu, click Delete.

Deleting a Survey Run

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4.5.1.5 Extended Guide on Survey Features

Grant non-admins survey creation rights, prevent unintended notifications with Safety Net activation, and learn
how to use API for survey management

Configuring Survey Permissions for Non-Admin Roles

By default, only admin users can create and manage surveys. However, admins can configure permissions to
allow non-admins to manage surveys as well.

To configure survey permissions for a non-admin role, follow these steps:

1. In the administration area, navigate to the User Roles and Permissions section.
2. Select a non-admin role for which you want to configure permissions.
3. On the role editing page, go to the Permissions tab.
4. In the Surveys section, select the corresponding checkbox to allow this role to manage surveys.
5. Save the changes.

Configuring Survey Permissions for the Member Role

 Tip

• To maintain control and quality over surveys, avoid granting survey permissions to large groups like the
Member or Viewer roles.
• Ensure that new users with survey creation permissions are proficient in all survey features, question
framing, and effective email creation. Poorly managed surveys can result in excessive or irrelevant
communications, potentially harming the perception of the SAP LeanIX tool in your organization and
disrupting data collection from stakeholders

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To learn more about permissions, see Role-Based Permissions [page 1126].

Safety Net for Survey Notifications

The safety net feature is designed to prevent unintended mass notifications.

When a survey is run with a dynamic scope, it automatically includes fact sheets that meet specified filters.
Additionally, changes in fact sheet subscriptions are monitored continuously, and subscribers are invited to
participate in the survey.

The system checks for changes every hour, automatically updating and notifying survey recipients when there
is any change. This time-saving feature may also lead to unintended mass notifications, for example, when you
update a large number of fact sheets for an unrelated task. The safety net feature prevents unintended mass
notifications in such situations.

The safety net is enabled by default for all workspaces, with a default threshold set at 100. During the
hourly check, if the system detects 100 or more new recipients added to a survey in a single check cycle,
it temporarily halts sending out survey notifications to recipients and notifies the survey creator about the
affected survey run.

Safety Net to Prevent Unintended Mass Notifications

Activating and Deactivating Safety Net

The safety net is enabled by default and can be toggled on or off in the Manage Survey section. You can also set
a different threshold from the drop-down list.

Applicability: The halting of notifications applies only during the regular 'check for changes' cycles, and it does
not affect notifications intended to be sent when initiating a survey run.

Available Actions When Safety Net is Triggered

When the safety net is triggered, the survey creator is informed via email about the affected survey run, the
number of new fact sheets, and new recipients added to the survey scope.

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 Survey Creator Is Notified When the Safety Net Is Triggered

As a survey creator, you have the following options when the safety net is triggered:

• Notify all: You approve sending notifications to the new recipients added to the survey.
• Ignore new Recipients: You exclude the new fact sheets or recipients added to the survey. The survey
continues to run with the original scope.
• Close Survey: Close the survey run altogether.

Available Actions When Safety Net is Triggered

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Assigning Fact Sheet Subscriptions Through Surveys

During onboarding, you might not know all the right people who know the required data best and could
take ownership of fact sheet data. These individuals could include application owners, business owners, data
architects, product and project managers, etc. You can leverage surveys to identify and collect fact sheet
contributors by sending the surveys to business owners and managers, who can then assign appropriate
contributors as fact sheet subscribers.

To do so, while designing the survey form, add the fact sheet element Subscriptions. Then select the
subscription type and, optionally, the subscription role. Send out the survey to business owners and managers
who can nominate relevant contributors as fact sheet subscribers.

Leveraging Surveys to Collect Fact Sheet Contributors

If you check the box against Allow creating a new subscription user, the survey recipient can also assign
non-SAP-LeanIX users as fact sheet subscribers. Such subscribers who have been invited to a workspace but
have not yet set up their SAP LeanIX accounts are termed 'Contacts'. To learn more, see Contacts [page 1122].

 Note

Contacts themselves can not receive or participate in surveys. They need to be invited as SAP LeanIX users
to do so.

Survey API

As an administrator, you can manage surveys programmatically using the Poll REST API . To learn more, see
Retrieving Survey Results [page 1889].

If you're an SAP LeanIX user and interested in learning how to create your survey through a step-by-step video
tutorial, you can access the SAP LeanIX Academy course on Surveys .

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4.5.1.6 Calculated Fields in Surveys

Learn how to configure calculated fields in surveys using JavaScript for advanced analysis and manipulation of
data collected from survey responses.

Introduction

Calculated fields in surveys enable you to perform operations on the data collected in a survey, providing
a more detailed and nuanced analysis of the responses. Configuring calculated fields involves the use of
JavaScript to define the logic behind the calculations. The calculations can range from simple mathematical
operations, such as addition and subtraction, to more complex functions involving conditionals and loops.

JavaScript code can reference other fields in the survey and perform programatic calculations. The result is
then stored in the calculated field as an integer.

You can configure the logic used in calculated fields to suit your needs. For example, you can use conditional
logic to assign different scores based on specific answers, or use loops to calculate a total score when multiple
answers are selected. The flexibility of JavaScript allows for a wide range of scenarios, making calculated fields
a powerful tool for data analysis in surveys.

 Note

In calculated fields, ECMAScript 6 (also known as ES6 or ECMAScript 2015) is supported.

Configuring Calculated Fields

To configure a calculated field when creating a survey, drag the Calculated field question from the left-side
panel to the survey body, then add JavaScript code to the field.

You can add multiple calculated fields to a survey. Calculated fields are not shown to survey respondents, but
they appear in the survey preview.

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 Adding a Calculated Field to a Survey

Processing Answers in Calculated Fields

In calculated fields, the answers array is a built-in variable that holds the responses to the survey questions.
Each element in the answers array corresponds to a question in the survey, in the order that the questions are
defined.

Here's how you can use the answers array when configuring calculated fields:

• Referencing answers: Determine the order of the question whose answer you want to use in the calculation.
Use answers[index] in your JavaScript code to reference the answer to a specific question. Replace
index with the order of the question. Remember that the order is zero-based, so the first question's
answer is at index 0 (answers[0]), the second question's answer is at index 1 (answers[1]), and so on.
• Using answers in calculations: You can use the values in the answers array in your calculations. For
example, if you're calculating the sum of two numeric responses, you can use Number(answers[0]) +
Number(answers[1]).
• Handling different answer types: The type of the value in the answers array depends on the question type.
For single-select or text input questions, the value is a string. For multiple-select questions, the value is an
array of strings. For numeric questions, the value is a string that can be converted to a number.
• Using conditional logic: You can use conditional logic to check for specific answers. For example,
answers[0] === 'Yes' checks if the answer to the first question is “Yes”.

The result of the calculation should be returned at the end of the JavaScript code, for example, return sum;.
This is the value that is stored in the calculated field.

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Writing Calculated Fields to Fact Sheets

Calculated fields are not automatically written to fact sheets. You can update fact sheets with calculated field
values by implementing a code-based automation using APIs.

For example, you can set up a code-based automation to update custom fields on a fact sheet with calculated
risk scores and map them to user-friendly, readable values. To learn how to implement this automation, see
Calculating Risk Scores and Updating a Fact Sheet Based on Survey Responses [page 1841].

Examples

In this section, you can find examples of JavaScript code for some typical use cases.

Number Input Questions: Calculating the Sum of Answers

When using number input questions in surveys, you can configure calculated fields to perform simple
mathematical operations, such as calculating the sum or average of submitted values. For example, you can
create a survey that asks for the monthly cost and annual maintenance cost of a specific IT component and
then use a calculated field to compute the total cost of the component over a year.

Questions:

1. Specify the monthly cost of this IT component.

2. Specify the annual maintenance cost of this IT component.

Here's how you can set up a calculated field for this scenario:

// Add the monthly cost (multiplied by 12 for annual cost) to the total cost
var monthlyCost = Number(answers[0]) * 12;
// Add the annual maintenance cost to the total cost
var annualMaintenanceCost = Number(answers[1]);
// Total cost is monthlyCost + annualMaintenanceCost
totalCost = monthlyCost + annualMaintenanceCost;
// Return the total annual cost of the IT component in the calculated field
return totalCost;

In this code, answers[0] refers to the answer to the first question in the survey (the monthly cost), and
answers[1] refers to the answer to the second question (the annual maintenance cost). The Number()
function is used to ensure that the answers are treated as numbers, not strings. The return totalCost;
statement at the end ensures that the total annual cost is returned in the calculated field.

Single-Select Questions: Assigning Scores to Answers

When using single-select (radio) questions in surveys, you can configure a calculated field to assign a score to
each answer, which enables you to rate or rank responses. You can also use the selected answer in conditional
logic to perform different calculations based on the response. For example, you can calculate a different score
or perform a different operation depending on which option was selected.

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The question in this example is a single-select (radio) question with three answer options. The objective here is
to assign a score to the submitted answer.

Question: Assess the compliance of this technology with our organization's security standards.

Answer options and scores:

• Fully compliant: 1
• Partially compliant: 2
• Not compliant: 3

Here's how you can set up a calculated field for this scenario:

// Initialize a score mapping

const scoreMapping = {
'Fully compliant': 1,
'Partially compliant': 2,
'Not compliant': 3
};
// Calculate the score using the mapping, defaulting to 0 for unexpected answers
let score = scoreMapping[answers[0]] || 0;
// Return the score in the calculated field
return score;

In this code, answers[0] refers to the answer given to the first question in the survey. Because it’s a single-
select question, only one answer is possible. The return score; statement at the end ensures that the score
is returned in the calculated field. You can use this score to assess risks associated with a specific technology.

Multiple-Select Questions: Assigning Scores to Answers

When using multiple-select (checkbox) questions in surveys, you can configure a calculated field to assign
scores to each selected option, which allows for a more nuanced understanding of responses. This approach
facilitates the aggregation of data, making it easier to identify patterns, trends, and correlations within the
responses.

The question in this example is a multiple-select (checkbox) question with six answer options. The objective
here is to assign a score to each selected answer option and then calculate the total score.

Question: Which potential technological risks is the organization prepared to handle? Select all that apply.

Answer options and scores:

• Cybersecurity breaches: 3
• Data privacy issues: 5
• Technology failure: 7
• Integration risks: 3
• Technology obsolescence: 5
• AI and automation risks: 3

Here's how you can set up a calculated field for this scenario:

// Map each answer option to its corresponding score

const answerScore = {
'Cybersecurity breaches': 3,
'Data privacy issues': 5,

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 'Technology failure': 7,
'Integration risks': 3,
'Technology obsolescence': 5,
'AI and automation risks': 3
};
// Initialize a variable to hold the total score
let totalScore = 0;
// Get the answer to the first question
const answer = answers[0];
// Check if multiple options were selected (the answer would be an array)
if (Array.isArray(answer)) {
// If multiple options were selected, go through each one
// Add the score corresponding to each selected option to the total score
totalScore = answer.reduce((score, ans) => score + (answerScore[ans] || 0),
0);
}
// Return the overall sum of scores in the calculated field
return totalScore;

In this code, answers[0] refers to the answer to the first question in the survey. The
Array.isArray(answer) check is used to ensure that the answer is an array. If multiple options are
selected for this question, the code loops through each selected option and adds the corresponding score
to totalScore.

The return totalScore; statement at the end ensures that the calculated field will hold the total
score based on the selected options. This provides a quick and effective way to quantify an organization's
preparedness to handle various technological risks directly within your survey.

Text Input Questions: Assigning Scores If a Specific Text Is Found

When using text input questions in surveys, you can configure a calculated field to assign scores based on
whether a specific text or keyword is found in the response. This is especially useful when you want to quantify
the frequency or importance of certain themes or issues mentioned by respondents.

Question: What are the top three challenges you face in managing the application?

A respondent might answer: "Slow response times or other performance-related issues."

You can assign a score based on whether specific keywords (for example, "performance" or "slow") appear in
the response. Here's how you can set up a calculated field for this scenario:

// Assign a variable for the answer of the first question

const sentence = answers[0];
// Initialize a score and assign a score based on a specific text/keyword in the
sentence
let score = 0;
if (sentence.includes("performance")) {
score = 10;
} else if (sentence.includes("slow")) {
score = 5;
}
// Return the score in the calculated field
return score;

In this code, answers[0] refers to the response to the first question in the survey. The includes() method
is used to check if the response contains the keywords "performance" or "slow". If the keyword "performance"
is found in the response, a score of 10 is assigned. If the keyword "slow" is found, a score of 5 is assigned. If
neither keyword is found, a score of 0 is assigned.

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The return score; statement at the end ensures that the score is returned in the calculated field. This
provides a simple and effective way to quantify and analyze open-ended text responses directly within the
survey.

Assigning Weights to Questions

When using calculated fields, you can assign weights to different questions, which allows you to emphasize
certain questions over others in your analysis. This is particularly useful when some questions in your survey
are more important than others. Weights can be distributed equally or unequally amongst the questions based
on your specific needs.

The survey in this example has four questions, where each question has a different weight based on its
importance. The second question is considered more important and thus assigned a larger weight. All
questions are of the single-select (radio) type.

Question Weight Answer Options and Scores

Assess the compliance of this technol- 0.25 • Fully compliant:1

ogy with our organization's security
standards.
• Partially compliant: 2
• Not compliant: 3

Rate the level of support provided by 0.40 • Excellent support:1

the vendor for this technology.
• Adequate support: 2
• Poor support: 3

Assess the sensitivity of the data han- 0.10 • Low sensitivity: 1

dled by this technology.
• Medium sensitivity: 2
• High sensitivity: 3

Assess the potential impact on opera- 0.25 • Low impact: 1

tions if this technology were to fail.
• Medium impact: 2
• High impact: 3

Here's how you can set up a calculated field for this scenario:

// Define the weight for each question, the total weight is 1 (100%)
const wb1 = 0.25; // weight for first question
const wb2 = 0.40; // weight for second question
const wb3 = 0.10; // weight for third question
const wb4 = 0.25; // weight for fourth question

// Initialize a variable for the score of each question

var score1 = 0; // for first question
var score2 = 0; // for second question
var score3 = 0; // for third question
var score4 = 0; // for fourth question

// Initialize a variable for the total score

var totalScore = 0;

// Assign a value to each answer of the first question

score1 += answers[0] === 'Fully compliant' ? 1 : 0;
score1 += answers[0] === 'Partially compliant' ? 2 : 0;
score1 += answers[0] === 'Not compliant' ? 3 : 0;

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 // Assign a value to each answer of the second question
score2 += answers[1] === 'Excellent support' ? 1 : 0;
score2 += answers[1] === 'Adequate support' ? 2 : 0;
score2 += answers[1] === 'Poor support' ? 3 : 0;

// Assign a value to each answer of the third question

score3 += answers[2] === 'Low sensitivity' ? 1 : 0;
score3 += answers[2] === 'Medium sensitivity' ? 2 : 0;
score3 += answers[2] === 'High sensitivity' ? 3 : 0;

// Assign a value to each answer of the fourth question

score4 += answers[3] === 'Low impact' ? 1 : 0;
score4 += answers[3] === 'Medium impact' ? 2 : 0;
score4 += answers[3] === 'High impact' ? 3 : 0;

// Calculate the total score by multiplying each question score by its

corresponding weight and summing up all scores
totalScore = score1*wb1 + score2*wb2 + score3*wb3 + score4*wb4;

// Return the total weighted score in the calculated field

return totalScore;

In this code, each question has a different weight (wb1, wb2, and so on), and a score is calculated for each
question based on the answers. The total score is then calculated by multiplying each question score by its
corresponding weight and summing up all the scores. This provides a weighted total score that takes into
account the importance of each question.

4.5.2 To-Dos

To-dos facilitate task delegation, collaboration, and governance and can be used to ensure data integrity and
quality through transparent task management.

Overview

To-dos provide an effective way of delegating tasks and responsibilities. They allow users to create and assign
tasks, ask questions, set due dates, add descriptions, and receive notifications for task updates or reminders.
To-dos foster effective collaboration, ensuring tasks are completed transparently and play an important role in
maintaining the overall integrity and quality of data in SAP LeanIX.

Tasks such as approving quality seals, filling in mandatory fields, or requesting application owners to conduct
risk assessments are some examples of how to-dos contribute to data quality and governance.

You can assign to-dos to an individual or multiple people, including yourself. To-dos can be created manually
or generated through automation. Moreover, to-dos are used to complete manual tasks within automated
workflows, facilitating administrators to enforce and track governance workflows.

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Types of To-Dos

There are the following types of to-dos:

• Action Item: This type of to-do is for general task creation and assignment. It allows users to create and
assign tasks by providing needed information and context about the tasks. The responsible person simply
finishes the task and marks it as complete.
• Ask Question: The purpose of the ask question to-do is to raise inquiries, seek clarification, or obtain
information on specific topics.
• Approval To-Do: An approval to-do allows users to review and respond to tasks with approval or rejection.
Admins can preset the approval or rejection decisions to automatically complete certain actions in the
fact sheets. It streamlines decision-making and enables them to enforce and track governance workflows.
Furthermore, users have the option to provide comments on their approval to-do tasks, offering additional
context and explanations for their decisions.

 Note

Every user can create action item and ask question to-dos, while approval to-dos can only be created by
admins through automation.

Creating To-Dos

Creating Action Items and Asking Questions

Every user can create action item and ask question to-dos. The process of creating these two types of to-dos is
similar. Follow these steps to create a to-do item:

1. Open the fact sheet in which the to-do item needs to be created and select the To-Dos tab.
2. In the To-Dos tab, select Add Action Item or Ask Question, as needed. This action opens a modal where you
can define your task or state your question.

 Tip

You can also access the Add Action Item or Ask Question options from the More actions menu (represented
by 3 dots) at the top right of the fact sheet. This provides quick and easy access without the need to
navigate to the To-Dos tab.

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 Creating Action Item and Ask Question To-Dos

1. In the modal, provide a title, add a description, and due date. If the responsible person is known, assign
them to the task.

Defining a To-Do item

2. Click Add. This action saves the new to-do item in the To-Dos tab of the fact sheet.

Creating Approval To-Dos

Only admins can create approval to-dos. Approval to-dos are created through the automation feature in the
administration area. When the automation is triggered, defined approval to-dos are automatically created and
assigned to relevant users, making it an efficient means of governance. To learn how to create an approval
to-do, see Creating Approval To-Dos [page 1105].

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Accessing To-Dos

Accessing To-Do Items in the Fact Sheet

In the fact sheets, to-do items are accessed in the dedicated To-Dos tab. To-dos also have a prominent place on
the right-side panel of fact sheets for quick access.

Accessing To-Do items in the Fact Sheet

Accessing the To-Do Items in the Dashboard

My To-Dos panel on the dashboard provides easy access to all to-dos assigned to you. This allows you to
quickly access them without navigating through multiple pages or sections. It offers a clear overview of pending
tasks, helping you prioritize and complete them in a timely manner. Selecting any of the to-do items or clicking
on Show more takes you to the Collaboration tab. There, you can view, act on, or modify the to-dos.

My To-Dos Panel in the Dashboard

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  Note

If the My To-Dos panel is not visible in the dashboard, it is likely because the dashboard has been
customized or a custom dashboard has been set as the default by your admin.

To learn how to add the My To-Dos panel or any other available panel, see Dashboards [page 522].

Accessing the To-Do Items in the Collaboration Tab

The collaboration tab is the centralized location for you to access all the to-dos assigned to you or created by
you. You can search, sort, and filter the items to streamline your workflow and find the tasks you need to focus
on.

In the collaboration tab you can view and act on the tasks that are assigned to you and modify the to-do items
that were created by you.

To-Dos in the Collaboration Tab

Accessing the To-Do Items in the Administration Area

To allow governance and track the completion of to-dos, admins have the additional possibility to access the list
of all to-dos of a workspace centrally in one place from the administration area. You can search, sort, and filter
the items and modify any of the to-do items. To learn more, see Managing To-Dos [page 1108].

Modifying To-Do Items

In the collaboration tab, you can edit to-do items that were created by you. To edit a to-do item, do the
following:

1. In the Collaboration tab, navigate to the Created by me section on the left.

2. Hover over the to-do item you need to modify, and click on the edit icon represented by a pen. This action
opens an overlay where you can make your edits.

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3. After making the needed changes, click Save.

 Note

Admins can modify any to-do items in the administration area. To learn more, see Modifying To-Do Items
[page 1109].

Completing To-Do Tasks

The assignees or any user can claim and complete a to-do task.

• For an action item to-do, simply click Mark as Complete after the task is completed.

Marking an Action Item To-Do as Complete

• For an ‘ask question’ to-do, provide the needed answer and click Reply and Close.
• For an approval to-do, you can Approve or Reject the item based on the criteria and the established
processes in your organization. When you need to reject an approval to-do, you are prompted to provide a
reason for rejection.

 Tip

When further clarification or additional information is necessary, consider using an ‘ask question’ to-do or
the comments feature for collaboration before approving or rejecting the task.

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When tasks are completed, their status changes to Closed, and the Resolution column indicates whether they
were accepted or rejected by the creator of the task.

To remove unfinished tasks after the due date has passed, you can select Close unresolved.

Close Unresolved Tasks

 Note

Completed to-dos disappear once the page is refreshed.

The Claim button allows you to take ownership of a task. It indicates to others that you are committing to
complete it. This helps prevent multiple users from working on the same task simultaneously.

 Note

Any user can claim a to-do task; it is not limited to the assignee.

If no assignees are initially assigned to a task, you can assign it to the appropriate person or persons through
the Select assignees button. Additionally, you can change or add more assignees to the task as necessary using
the same button. It is a means to assign responsibility to the appropriate person or persons.

 Note

Having an assignee is not a requirement for completing a task.

Notifications

Users receive notification when they are assigned to a to-do item and a reminder when the due date is reached.
To-dos can be assigned to individuals or multiple users as needed.

These notifications are accessible through all channels configured in your notification settings. Notification
aims to ensure buy-in, especially from stakeholders who do not regularly use SAP LeanIX as their primary tool.

You can change your notification settings by navigating to Notifications under My settings and selecting To-Do.
To learn more about notifications, see Notifications [page 905].

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4.6 AI Capabilities

SAP LeanIX AI capabilities use generative AI to make enterprise architecture data more accessible and
actionable. They enhance efficiency and understanding, empowering users with actionable insights. Learn how
to activate, use, and manage AI capabilities in your workspace.

SAP LeanIX AI capabilities apply the power of generative AI to enterprise architecture data to automate tedious
documentation tasks, provide contextual insights, query information through conversational interactions,
refine text, facilitate translations, and extract architectural elements from documents.

SAP LeanIX AI capabilities deliver tangible benefits that give businesses a competitive edge. They enable
secure exploration of large language models, powered by dedicated OpenAI models hosted on Microsoft Azure,
ensuring the security and confidentiality of enterprise architecture data.

 Note

• SAP LeanIX AI capabilities leverage, Microsoft’s Azure OpenAI Service with Azure’s security and
enterprise promise.
• The data from SAP LeanIX workspaces is NOT used to train large language models. For further
details on data privacy and security, see the Azure documentation .

Base AI Capabilities

Base AI capabilities in SAP LeanIX encompass the following features:

• Inventory AI prompt leverages generative AI to provide a natural language interface for querying data,
generating documentation, and obtaining insights in the inventory.
• AI-assisted text simplifies text creation by analyzing content and context. Additionally, it transforms and
enriches existing text to ensure clarity and accuracy. It is accessible in various areas, including fact sheet
descriptions and other documentation.
• AI-generated context aids users in understanding the tasks better by providing additional details and
explanations. It is accessible, for example, in to-do tasks and surveys, assisting users in completing tasks
efficiently.
• AI-supported translation enables you to translate labels and help texts for fact sheet attributes in the meta
model configuration.

For a more detailed guide on base AI capabilities, see Base AI Capabilities [page 853].

 Note

• Base AI capabilities do not incur any additional costs.

• Only admins can make use of the inventory AI prompt and AI-supported translation features, whereas
AI-assisted text and AI-generated context are accessible to all users.
• For a more detailed guide on base AI capabilities, see Base AI Capabilities [page 853].

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Inventory Builder

Inventory builder uses AI to analyze diagrams and images to automatically extract relevant architectural
elements. The analysis discovers appropriate fact sheets and their relationships, which you can review and
create corresponding fact sheets to accelerate your inventory-building process.

For a more detailed guide, see Inventory Builder [page 858].

 Note

The inventory builder is a commercial feature, and to use it, you need to purchase AI Units from SAP.
However, until August 31, 2025, inventory builder is available as a promotional feature for LeanIX-paper
customers and will not incur any additional cost.

Prerequisites

Agreeing to SAP AI terms is a prerequisite for activating AI capabilities. For new customers, the SAP AI terms
are included in the standard contract, though you can opt to exclude the AI terms if you prefer.

If you previously excluded the AI terms from your contract and now wish to activate AI capabilities, you can do
so by signing the SAP AI terms. Contact your SAP Account Executive to start the activation process.

 Note

For further information on AI terms, user data handling, Microsoft Azure OpenAI usage, and privacy
concerns, refer to Frequently Asked Questions [page 851].

Activating AI Capabilities

After your signature is processed, base AI capabilities are activated automatically for all the workspaces under
your contract. The inventory builder needs to be activated manually for each workspace.

To activate the inventory builder as an SAP-paper customer, reach out to our support team at the email
address shown in our applications and provide the names of workspaces for which they need to be activated.

To activate the inventory builder, do the following:

1. Navigate to the Optional Features & Early Access section of the admin settings.
2. Click Activate next to AI-Assisted Inventory Builder.

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Deactivating AI Capabilities

You can deactivate AI capabilities in a particular workspace by doing the following:

1. Navigate to the Optional Features & Early Access section of the admin settings.
2. Click Deactivatenext to the AI capability you want to deactivate.

Frequently Asked Questions

Usage and General Queries

Q: If I have multiple workspaces, which of them gets the feature?

A: Once the signed terms are processed, base AI capabilities are activated automatically for all the workspaces
under your contract. The inventory builder needs to be activated manually for each workspace individually. To
learn more, see Activating AI Capabilities [page 850].

Q: Do SAP LeanIX AI capabilities use a dedicated language model for each SAP LeanIX customer?

A: No, SAP LeanIX AI capabilities leverage Microsoft's Azure OpenAI Service with the same unmodified
model(s) for all SAP LeanIX customers.

Q: Can I use a different language model or bring my own Azure OpenAI Service or other LLM?

A: No, the SAP LeanIX AI capabilities only leverage the dedicated OpenAI models of Microsoft's Azure OpenAI
Service as included in our service.

Q: Where can I find more information on the used AI LLMs and services?

A: You can find more information on the website of Microsoft’s Azure OpenAI Service .

Q: Are there API endpoints available to the SAP LeanIX AI capabilities?

A: No, the SAP LeanIX AI capabilities cannot be accessed via any API endpoints.

Data Handling and Privacy Concerns

Q: Where is the language model hosted, and where is the data processed?

A: Depending on the availability, we try to leverage the language model hosted in the customer's region.
However, as Microsoft does not guarantee availability in all regions, we might choose different regions where
necessary.

Q: Which data is processed by the Microsoft Azure OpenAI service?

A: The data processed depends on the specific use case. For instance, to generate a description for a Fact
Sheet, relevant data from that fact sheet, such as name, existing description, and relations are used. When
generating the context of a to-do, relevant data from any related fact sheet is also taken into account.

Note that personally identifiable information (PII) data, like names or email addresses of users, are NOT sent to
the Azure OpenAI service for any of our AI capabilities.

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Q: Which data from my SAP LeanIX AI capabilities usage does SAP LeanIX store?

A: SAP LeanIX stores data needed for technical support in case of errors, as well as data to identify relevant
usage patterns. Data is retained for a limited time and only within the customer’s hosting region. Depending on
the feature used, stored data may include fact sheet types being processed or specific user-provided prompts.
However, the query context with workspace data is NEVER stored.

Q: Does anyone outside of SAP LeanIX have access to the processed data?

A: No. No explicit access is granted to any third party, including Microsoft Azure personnel.

Q: Is any of my workspace data used to train the AI/language model?

A: No, we do not train or fine-tune any model. We use vendor-supplied LLMs out-of-the-box. We only add
relevant workspace data to the request, limiting it to what is needed for a reasonable response.

Q: Does SAP LeanIX or Microsoft Azure OpenAI send my workspace data to OpenAI?

A: No. Microsoft hosts the OpenAI models within its Azure infrastructure, and all workspace data sent as
context to Azure OpenAI remains within the Azure OpenAI service.

Legal and Compliance Inquiries

Q: What does the AI terms agreement contain, and why is it necessary to agree to it?

A: AI terms simply acknowledge that SAP LeanIX uses AI functionality to deliver certain features. It's a
standard acknowledgment required to ensure transparency, and it does not pose any additional obligation
to the customer.

Q: Do any of SAP LeanIX AI capabilities process personal data? Should customers update their contract terms
with SAP LeanIX due to AI capability activation?

A: The SAP LeanIX AI capabilities do not process any personal data, so there is no need to update the
contract's data processing terms.

Q: What agreements did SAP LeanIX sign with Microsoft regarding these AI capabilities?

A: SAP LeanIX has standard commercial terms with Microsoft for the use of their AI functionalities. More
details can be found on Microsoft’s Azure OpenAI Service .

Q: Are there any additional terms from Microsoft Azure Open AI Services for the SAP LeanIX AI capabilities?

A: There are no additional terms from Microsoft. Any future updates will be made available via SAP LeanIX
Commercial .

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4.6.1 Base AI Capabilities

SAP LeanIX base AI capabilities make enterprise architecture data more accessible and actionable, offering
natural language queries, AI-assisted text generation, contextual insights, and translation support.

Inventory AI Prompt

Inventory AI prompt combines the information in your inventory with the power of generative AI to make
enterprise architecture information more accessible and actionable. It provides a natural language interface for
interacting with your enterprise architecture repository, allowing you to ask questions, query data, and receive
insights using everyday language. You can use predefined requests or your own prompts to get assistance in
various tasks.

With the inventory AI prompt, you can:

• Generate descriptions and get better context.

• Request recommendations for optimizing enterprise architecture based on best practices, industry
standards, and organizational goals.
• Query for suggestions on changes to application portfolios, infrastructure configurations, and IT
governance processes.
• Obtain details about specific data objects, such as their attributes, dependencies, and usage, and get
assistance in data object-related operations through REST API examples.
• Obtain quick insights regarding potential risks, relevant regulations, and standards.

Using the Inventory AI Prompt

To use the inventory AI prompt, do the following:

1. Click Start AI prompt in the inventory to open the Inventory AI prompt page.
2. Enter your prompt in the prompt field, or select predefined prompts from the drop-down menu. Predefined
prompts also automatically apply filters as required.
3. Click on the Run Request button (play icon) next to the fact sheets for which you want to execute the
request. You can also select multiple fact sheets and run the request at once for selected fact sheets.

 Note

The selection of all fact sheets in scope for bulk action is intentionally restricted to prevent
unnecessary load and resource usage on our end.

4. To ensure accuracy, it's recommended to review AI-generated content before saving it to the fact sheet.
Therefore, you need to confirm each response individually by clicking the Save icon represented by the
check mark.
5. If the response is not satisfactory, you can regenerate it by clicking the Run Request button (play icon).

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 Using Inventory AI Prompt

 Tip

• Adjust the predefined prompt or create your own request to make it more specific to your needs and to
improve the results.
• By specifying the language in your requests, you can receive responses in different languages. For
example, "Create description of 2 sentences in French with link to French website".
• Using AI capability, you can also use natural language queries to filter and find fact sheets in the
inventory. For more details, see Searching and Filtering Using Natural Language [page 636].

AI-Assisted Text

The AI-assisted text allows you to effortlessly create or enhance various types of text content by analyzing the
context and providing options to improve it through rewriting or summarizing existing text.

For example, currently, AI-assisted text analyzes the content and context of the fact sheet to generate a
concise and accurate description for fact sheets. This feature streamlines the process of creating informative
descriptions, saving users time and effort.

To use the AI-assisted text feature, click on the AI help icon located at the bottom right corner of the
description field. It automatically generates a description, which you can then refine, rewrite, summarize, or
format as needed. Additionally, you can explain the relations of all related fact sheets, create bullet points,
format them as paragraphs, or undo changes.

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 AI-Assisted Text in Description of a Fact Sheet

AI-Generated Context

AI-generated context provides additional information and insights by analyzing existing data and context,
helping users better understand tasks or requests and make informed decisions. Also, AI-generated context
provides suggestions for configuration parameters in integrations, helping you streamline the configuration
process.

For example, currently, the AI-generated context provides additional details and explanations for the to-dos to
help you understand the task better and complete it more efficiently. It recognizes the underlying request of
the to-do and considers the to-do’s description and other details in the fact sheet to generate context and help
users in their tasks.

To use the AI-generated context feature in to-dos, click on the AI Help icon in the task. You can regenerate the
response if needed and delete the context when no longer required.

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 AI-Generated Context in To-Dos

As an admin user, you can use AI capabilities to generate field mapping suggestions when configuring the
integration with ServiceNow. This enables you to streamline the configuration process and save time on
manual mapping between SAP LeanIX and ServiceNow. For more information, see AI-Generated Field Mapping
Suggestions [page 1547].

AI-Supported Translation

The AI-supported translation allows administrators to add and translate labels and help texts for both newly
created and existing attributes in the meta model configuration. This enables you to ensure that labels
and help texts for fact sheet attributes are accessible in multiple languages, facilitating a more inclusive
and comprehensible user experience for all users, regardless of language preference. The ability to perform
translations en masse saves time and effort while also ensuring consistency across the translated content.

To use AI-supported translation while adding a new attribute, click the Add Translations button on the
Translations tab on the right-side panel. Labels and help texts in different languages are automatically
generated for all the fields, field values, and relations.

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 Adding Translations to Attributes Using AI-Supported Translation

If needed, you can undo or rewrite the generated translations. For existing attributes, if a translation is missing
in one or more languages, you can add the missing translations by clicking the AI Help icon and selecting the
appropriate option.

Options for Adding Missing Translations, Rewriting, or Undoing the Translation

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4.6.2 Inventory Builder

Inventory builder uses AI to analyze diagrams, images, and text-based files, to extract fact sheets and relations,
and accelerate building inventory. You can review, adjust, and create fact sheets efficiently from discovered
data.

Introduction

Inventory builder uses AI to analyze diagrams, images, and text-based file formats to automatically extract
relevant architectural elements. The analysis discovers appropriate fact sheets and their relationships, which
you can review and create corresponding fact sheets to accelerate your inventory-building process.

Benefits

• Simplify inventory building: Building the inventory is time-consuming and complex as it involves
collecting and structuring data from various artifacts like data flow diagrams, value stream charts, and
images. Inventory builder simplifies this by automatically transforming unstructured data into structured
information in the form of fact sheets and relations.
• Speed up adoption and maintenance: Automated discovery and creation of architectural elements
accelerate stakeholder onboarding and adoption, inventory maintenance, and data editing tasks within
your organization.

 Note

You need to activate the feature in the Optional Features & Early Access section of admin settings. For a
detailed guide, see Prerequisites [page 850].

To learn more about data handling, privacy, and legal concerns, see Frequently Asked Questions [page 851].

Extracting Fact Sheets and Relations from the Documents

To extract architectural elements from documents, you upload your file and provide additional context about its
content. Upon uploading the file, the system automatically suggests the types of fact sheets being extracted.
You can modify the scope by adding more fact sheet types and subtypes or removing the suggested ones. All
fact sheet types defined in the meta model—whether default or custom— are detected. For best results with
custom types, we recommend including a brief definition in your prompt.

The inventory builder then analyzes the document and suggests lists of fact sheets and relations that can be
derived from it. It currently supports JPEG, JPG, PNG, CSV, XML, TXT, MD, and JSON file formats.

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To upload and analyze the file, do the following:

1. In the inventory, from the drop-down menu next to Add Fact Sheet button, select Inventory Builder

1. On the resulting page, click Import.

2. Upload your file by either dragging and dropping it or browsing your system.
3. Optionally, modify the scope of fact sheet types to be extracted by adjusting the ones automatically
suggested by the system. Fact sheets of specified fact sheet types are then extracted.
4. Optionally, provide additional context and specific instructions through prompts to significantly improve
the results. For example, you could highlight specific details in the diagram, such as specifying that
dotted lines represent a relation or providing other relevant clarifications. For good examples, see Sample
Prompts for the Inventory Builder [page 862].
5. Click Analyze.

Uploading the File and Providing Prompts for Analysis.

1. On the resulting page, you get an overview of discovered fact sheets and relations. If needed, you can rerun
the analysis by clicking Analyze again and refining the prompt.
2. When you're satisfied with the results, proceed further by clicking Push to Inbox. In the inbox, you can
review the fact sheets and relations in detail and decide whether you want to create them in your
workspace.

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Creating Fact Sheets and Relations from the Inventory Builder Inbox

The Discoveries tab in the inventory builder inbox lists all the discovered fact sheets. By clicking on a fact
sheet, you can view its details in the right-side pane, including the source of discovery, suggested fact sheet
relations, and whether the fact sheet and its relations already exist or not. You can choose to either review each
discovered item individually to create fact sheets and relations or create several fact sheets and relations at
once.

Inventory Builder Inbox

Individually Reviewing and Creating Fact Sheets and Relations

1. Click on a fact sheet to open the right-side panel.
2. Review the proposed fact sheets and relations.
While reviewing, you can make the following changes:
• Link the discovered fact sheet to a different fact sheet than the suggested one: Hover over the
suggested fact sheet, click Edit, then search for and select an alternative fact sheet.
• Reject a relation: Uncheck the check box against the relation you want to avoid creating.
• Modify the target fact sheet of a relation: Hover over the suggested target fact sheet on the right, click
Edit, then search for and select a different fact sheet.

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 Reviewing the Proposed Fact Sheets and Relations

1. After reviewing and making necessary adjustments, click Confirm at the bottom to create the fact sheets
and relations.

Creating Fact Sheets and Relations for Multiple Items

1. In the inbox, use the checkboxes next to each item to select multiple fact sheets from the list.
2. Click Link at the top to create the fact sheets and relations in bulk.

Rejecting Discovered Items

Promptly rejecting discovered fact sheets that you do not want to create helps maintain a manageable list and
makes it easier to identify and handle newly discovered fact sheets.

To reject a fact sheet, select the item to open the right-side pane and click Reject Item at the bottom.

Accessing Past Uploads and Analysis

You can access past uploads and analyses by clicking Inventory Builder - Import Overview in the right-side pane
of the inventory. From this import overview, you can open the corresponding inbox for any item to continue
reviewing and creating fact sheets and relations at any time.

The status of each file helps you track its progress in the inventory builder workflow:

• Uploaded: File uploaded, but no further action was taken.

• Analyzed: File analyzed, but discovered items not yet added to the inbox.

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• Ready for review: Discovered items added to the inbox but not yet reviewed.
• Reviewed: All discovered fact sheets and relations have been reviewed (either added to the inventory or
rejected).
• Error: Something went wrong while linking the discovery item to fact sheets or creating its relations. Try to
link or create the affected item again.

Best Practice Prompts for Using Inventory Builder Effectively

Using well-crafted prompts significantly improves the analysis of enterprise architecture diagrams and images,
enabling the inventory builder to accurately extract relevant architectural elements for each fact sheet type.
To explore sample prompts for various fact sheet types, see Sample Prompts for the Inventory Builder [page
862].

4.6.2.1 Sample Prompts for the Inventory Builder

Explore sample prompts to enhance your experience with the inventory builder.

Using well-crafted prompts significantly improves the analysis of enterprise architecture diagrams and images,
enabling the inventory builder to accurately extract relevant architectural elements for each fact sheet type.

Find below some examples of best practice prompts for different fact sheet types.

Application

• Identify applications in the diagram by their visual representation and extract their names and
relationships. [Describe the visual representations - e.g., blue boxes, turquoise boxes, grey blocks].
• Analyze colored boxes in the diagram: [specify colors] boxes represent applications. Extract their names
and any parent-child relationships.
• Extract all application components from the diagram, noting their integration points and platform
relationships. Distinguish them from other elements like IT components.

Business Capability

• Identify business capabilities and their hierarchical structure in the diagram. Note relationships to
supporting applications and organizations.
• Extract business capability elements and organize them by their tier level and parent-child relationships.

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Interface

• Identify interfaces represented by arrows/lines between applications. Name interfaces using the format:
[SourceSystem][TargetSystem][DataObjectOrPurpose]_[InterfaceType].
• Extract all connection lines representing interfaces between systems. Determine provider (start of line)
and consumer (end of line/arrow) relationships.
• Identify interface elements with their associated data objects. Note data flow directions, with the line origin
indicating the provider and the arrow end indicating the consumer.

Data Object

• Extract data objects mentioned on or near interface arrows. Link each data object to its respective
interface and identify parent-child relationships between data objects.
• Identify hierarchical data structures in the diagram. Extract parent data objects (e.g., 'Products') and their
child elements (e.g., 'Product_Id', 'Product_Name').
• Analyze small text labels near interfaces that represent data objects being transferred between systems.
Connect these to the appropriate interfaces.

IT Component

• Identify IT components that make up infrastructure elements, such as hardware or microservices.

Distinguish them from applications and note their technical relationships.
• Extract IT components with their product specifications and identify which applications they support or
belong to.
• Identify technical components that underpin applications (e.g., 'Microsoft SharePoint 2019' supporting
SharePoint applications). Note platform affiliations.

Business Context

• Identify business processes in the diagram, noting hierarchical relationships and process flows. Extract
sub-processes that belong to larger business functions.
• Identify business context elements arranged in tiers, noting parent-child relationships between processes,
value streams, and products.

Organization

• Identify organizational units represented in the diagram (e.g., as dotted squares or specific shapes). Note
their relationships to applications and other elements.

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• Extract organizational structures showing reporting lines, departments, and their relationships to business
capabilities or applications.

Platform

• Identify platform elements that host multiple applications. Note which applications belong to each
platform and any associated IT components.
• Extract platform components that serve as foundations for multiple applications, noting dependencies.

Initiative

• Identify initiative elements in the grey boxes and extract their names, objectives, and related organizational
units.
• Extract initiative components and their relationships to business capabilities, objectives, and
organizational units they impact.

Objective

• Extract business objectives from the diagram and identify their relationships to initiatives and business
contexts.
• Identify objective elements and how they align with business capabilities and initiatives in the architecture.

4.6.3 Joule in SAP LeanIX

Joule is an AI assistant in SAP that helps you access resources and find information through conversational
interactions. Learn how to access it and leverage its features.

Introduction

Joule is a generative AI assistant in SAP’s ecosystem that understands user requests through conversational
interactions, retrieves relevant information, and assists you in completing your tasks.

Joule helps you access resources like fact sheets, reports, or diagrams without the need for manual navigation.
While such actions are available in SAP LeanIX, general tasks, like finding information can be done across other
areas of the SAP ecosystem where Joule is accessible.

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  Note

Integrating SAP identity authentication service as the identity provider (IDP) for SAP LeanIX is a
prerequisite. To learn more about Joule, as well as the technical requirements and prerequisites, see Joule.

Capabilities

• Search for diagrams and reports: Easily search for diagrams and reports within SAP LeanIX. You can
either navigate to a selected result or preview it within Joule, when available.
• Search the inventory for fact sheets: You can search the inventory for fact sheets. You can either navigate
to a chosen fact sheet or see more details within Joule.
• Search SAP LeanIX documentation for information: Ask any questions related to SAP LeanIX, and Joule
will provide answers based on the documentation. It summarizes the findings and offers a direct link to the
source. If no direct information is found, Joule will try to answer using its training data.
• View fact sheet subscriptions and contact subscribers: When you search for a fact sheet, you can
directly access its subscribers and their roles and initiate an email right from the result.
• View fact sheet to-dos: Search for a fact sheet and see its associated to-dos and their status within Joule.
• Create to-dos for fact sheets: Quickly add new tasks or reminders to any fact sheet directly through
Joule.

Accessing Joule

 Note

Joule is available as early adopter care release. In order to activate it in your workspace, register here . To
learn more about setting up Joule, see Integrating Joule with SAP Solutions.

In SAP LeanIX, you can open the Joule panel by clicking the diamond-shaped button located in the upper-right
corner, next to the user profile menu.

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 Accessing Joule

In the resultant panel, you can start a conversation with Joule, or select available actions to search and access
different resources.

 Note

SAP protects user data and privacy, handling personal data transparently and responsibly. To learn more
about data handling and privacy in Joule, see Data Protection and Privacy.

4.7 AI Agent Hub

Discover and manage AI agents across the organization.

Overview

The AI agent hub in SAP LeanIX Application Portfolio Management is a capability that enables you to discover
and manage AI agents across the organization. It offers features that let you establish visibility into all AI agents
within your IT landscape, whether they’re pre-built or custom.

By consolidating data on AI agents from various platforms and providers in SAP LeanIX, you gain greater
transparency and control over your organization’s IT ecosystem. This visibility helps you manage your
AI agents in one place, ensuring their usage aligns with your organization’s business goals and supports
innovation.

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Benefits

• Reduce the time needed to create an AI agent inventory.

• Minimize redundant costs associated with AI agents.
• Prevent value loss due to the non-utilization of available AI agents.
• Enhance the adoption of AI agents.
• Increase compliance related to AI agents.

Key Features

Use the following features to discover and manage your AI agents.

Features for Discovering and Managing AI Agents

Feature Description Detailed Information

AI agent extension to the meta model This extension to the meta model pro- AI Agent Extension to the Meta Model
vides a set of dedicated attributes and [page 206]
fact sheet subtypes that enable you to
model and govern your organization's
AI agents and MCP servers to track the
adoption of your AI agent strategy.

AI agent discovery Create a comprehensive inventory of AI Agent Discovery [page 1410]

your AI agents in SAP LeanIX. Upload

AI agents using the API or set up inte-
grations with Microsoft Entra ID, Google
Agent Engine, and SAP.

AI Agent Discovery

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Feature Description Detailed Information

AI agent discovery inbox Review the discovered items and link AI Agent Discovery Inbox [page 1430]

them to existing fact sheets or create

new ones. You get recommendations
for linking relevant fact sheets from
your inventory.

AI Agent Discovery Inbox

AI agent hub dashboard Monitor key metrics and get quick ac- AI Agent Hub Dashboard [page 870]

cess to the AI agent discovery inbox,

reports, and other items.

AI Agent Hub Dashboard

Reports for AI agents Visualize your AI agent inventory in re- Reports for AI Agents [page 871]

ports to understand dependencies and

drive informed decisions.

AI Agent Landscape Report

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Feature Description Detailed Information

SAP suggestions Activate an optional extension to view SAP Suggestions in Reports [page
874]
SAP suggestions for AI agents and ap-
plications in reports. Create fact sheets
from relevant suggestions.

AI Agents and SAP Suggestions Report

Calculation templates for AI agents Automatically calculate the business Calculations for AI Agents [page 878]

value of AI agents.

Calculated Fields on an AI Agent Fact

Sheet with Example Values

AI agent portal Create a dedicated portal for AI agents Portals [page 1091]

to help users identify which agents are

available. Users can request new agents
from the portal.

SAP LeanIX doesn't provide a precon-

figured portal for AI agents. However,
you can create one by adjusting the
portal settings for AI agent fact sheets.

Getting Started

1. Activate the AI agent extension to the meta model. Extend your meta model with the necessary
attributes and fact sheet subtypes. For more information, see AI Agent Extension to the Meta Model [page
206].
2. Discover AI agents. Configure integrations to discover your AI agents. Use the AI agent discovery inbox to
review the discovered items and add relevant ones to your workspace. For more information, see AI Agent
Discovery [page 1410].
3. Manage AI agents. Monitor key metrics for your AI agents on the AI agent hub dashboard. Visualize
your AI agent landscape in dedicated reports, contextualized within applications, business capabilities, and
other architectural elements.

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4.7.1 AI Agent Hub Dashboard

Use the AI agent hub dashboard to get an overview of AI agent data in your workspace.

Overview

The AI agent hub dashboard offers an overview of resources for AI agent data in your workspace. On the
dashboard, you can monitor key performance indicators (KPIs) for AI agents, view the status of discovered AI
agents, preview dedicated reports, and navigate to related items.

You can find the AI agent hub dashboard in predefined dashboards. Access it from the Predefined section or the
All Dashboards section on the dashboards page.

AI Agent Hub Dashboard

Prerequisites

• Activate the AI agent extension to the meta model. This extension adds the needed entities to your
workspace. To learn more, see AI Agent Extension to the Meta Model [page 206].
• Upload AI agents to SAP LeanIX using AI agent discovery. Without AI agent fact sheets, relevant content
doesn’t appear on the dashboard. For detailed information, see AI Agent Discovery [page 1410].

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Using the Dashboard

• Monitor KPIs: Track KPIs for AI agents to understand the status of your AI agent inventory. These KPIs are
also displayed on the architecture executive dashboard. To learn how to use the dashboard and drill down
to KPI data, see Architecture Executive Dashboard [page 553].
• View discovered AI agents: Check the status of discovered AI agents and navigate to the AI agent
discovery inbox directly from the dashboard.
• Navigate to saved searches and AI agent fact sheets: Quickly access saved searches for AI agents and
navigate to recently updated AI agent fact sheets.
• Preview reports for AI agents: View dedicated reports for AI agents and navigate to them from the
dashboard for a more detailed analysis.

4.7.2 Reports for AI Agents

Use reports to get an overview of AI agents in your enterprise architecture landscape.

Overview

Use reports to visualize AI agents in your landscape and gain insights into their value, impact, usage, and
connections to other architectural elements. This helps you make informed decisions to optimize their usage
and drive adoption.

You can use default reports or create your own. Find default reports for AI agents in the AI Agents collection on
the reports page.

Prerequisites

Activate the AI agent extension to the meta model. This adds the AI Agents reports collection to your
workspace. To learn more, see AI Agent Extension to the Meta Model [page 206].

Available Reports

Find default reports for AI agents in the AI Agents collection on the reports page.

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Reports for AI Agents
Report Description Example

AI agent landscape Start your exploration with a complete

overview of the AI agents in your IT
landscape.

Use filters and views like Approval State,

AI Risk, and Usage to assess readiness
and adoption.

AI Agent Landscape Report

AI agents and supported applications Identify which applications are sup-

ported by AI agents and assess the ag-
gregated usage risk.

Applications without AI agent support

are excluded. Use Approval State, AI
AI Agents and Supported Applications
Risk, and Usage views for deeper in- Report
sights.

Applications and their AI agents Identify which applications are sup-

ported by AI agents and assess the ag-
gregated usage risk. Applications with-
out AI agent support are excluded.
Applications and Their AI Agents
Use Approval State, AI Risk, and Usage Report
views for deeper insights.

AI agent approval state Review the approval status of AI agents

across your organization's business ca-
pabilities.

Adjust the Level setting to explore the

relationships between your business
capabilities and AI agents in more de-
tail. Use AI Risk and Usage views to as-
sess impact and adoption. AI Agent Approval State Report

AI agents with MCP support Explore AI agents with built-in MCP

server support, segmented by applica-
tion type. The report also maps these
agents to the business applications that
use them. AI Agents with MCP Support Report

Use advanced filters and properties

to refine your analysis, including AI
Agent Type, AI Risk, and MCP Server
Classification.

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Report Description Example

AI agents - business value Track the financial impact of AI agents

across your landscape. The color cod-
ing indicates high-level business value,
and detailed metrics are available in
properties and tooltips.

Use the Total Expected Risk Reduction

view to evaluate risk reduction. All val- AI Agents - Business Value Report
ues are totaled by fact sheet and not
split by business capability.

AI risk Identify AI-related risks across your or-

ganization. By using a stacked layout
and aggregating risks by second-level
business capabilities, you can identify
high-risk areas. AI Risk Report

Apply filters to prioritize unacceptable

risks or focus on low-risk areas to guide
safe AI adoption and onboarding.

AI agent support for processes Understand how AI agents contribute

to your organization’s processes. All
agents are initially grouped under n/a,
which provides a starting point for add-
ing relations between AI agents and
business processes. You can add rela-
AI Agent Support for Processes Report
tions using the side panel.

Adjust the Level setting to explore

process details, and apply views like
Approval State and Usage to assess the
potential impact of AI agents on spe-
cific processes.

AI agent governance Track the approval status of AI agents,

segmented by application type.

Use radar rings to visualize Approval

State, and adjust the Ring Category
to explore different dimensions of the
data.

AI Agent Governance Report

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4.7.3 SAP Suggestions in Reports

View SAP suggestions for AI agents and applications in reports. Create fact sheets from relevant suggestions.

Overview

Enable an optional extension to view SAP suggestions for AI agents and applications in reports. This enables
you to identify optimization opportunities, expand the relevance of existing SAP solutions, and plan further
projects or initiatives.

You can create fact sheets from relevant suggestions, which helps you complete your inventory.

Prerequisites

• Activate the AI agent extension to the meta model. This extension adds the needed entities to your
workspace. For details, see AI Agent Extension to the Meta Model [page 206].
• Activate the SAP suggestions in your landscape extension to the meta model. For details, see SAP
Suggestions in Your Landscape Extension to the Meta Model [page 213].
• Link business capabilities to the reference catalog. Check that level 3 business capabilities are present in
the inventory. For details, see Business Capabilities in the Reference Catalog.

Available Reports

You can view SAP suggestions in landscape reports with applications. Use default reports or create your own.

Find default reports with SAP suggestions in the SAP Suggestions collection on the reports page.

Reports with SAP Suggestions

Report Description Example

AI agents and SAP suggestions Get an overview of the AI agents cur-

rently in use or suggested by SAP.

Use views like “Approval State,” “AI

Risk,” and “Usage” to assess adoption,
impact, and readiness across your ar-
chitecture.

AI Agents and SAP Suggestions Report

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Report Description Example

Applications, AI agents, and SAP sug- Explore all business applications and
gestions
AI agents in your inventory, including
SAP suggestions. The stacked layout is
grouped into two levels of business ca-
pabilities.
Applications, AI Agents, and SAP
Use the “Level” and “Layout Mode” set-
Suggestions Report
tings to view more details, and apply
filters to focus on AI agents or business
applications.

Applications with AI agents View business applications and the AI

agents that support them. Include or
exclude suggested agents, and use key
views like “Approval State,” “AI Risk,”
and “Usage” to assess adoption and im-
pact.

Applications with AI Agents Report

Enabling SAP Suggestions

 Note

SAP suggestions are enabled in the default reports from the SAP Suggestions collection. You don’t need to
enable them manually.

You can view SAP suggestions in landscape reports with applications. To enable SAP suggestions in a
landscape report, activate the Enable SAP suggestions option in the report settings.

Enabling SAP Suggestions in a Report

Displaying SAP Suggestions

To display SAP suggestions in a report, use the toggles in the SAP Suggestions menu on the report page. You
can display suggestions for AI agents, applications, or both.

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 Selecting SAP Suggestions to Display in a Report

Viewing SAP Suggestions in Reports

SAP suggestions are displayed on the fact sheet tile and in the drill-down in reports. Icons indicate the
suggestion status:

• Suggestion not in use: No fact sheet has been created from this suggestion.

• Suggestion in use: A fact sheet was created from a suggestion at least once in the workspace. In
business capabilities where suggestions haven’t yet been used, suggestions show additional optimization
opportunities.

 Note

• If an SAP product is present in a business capability cluster, the corresponding SAP suggestion is not
shown in this cluster.
• Suggestions from which fact sheets were created no longer appear in the corresponding business
capability cluster. However, these suggestions still appear in other clusters.
• Filters applied to the report don’t affect the display of suggestions.

Creating Fact Sheets from SAP Suggestions

You can create fact sheets from relevant SAP suggestions. If a corresponding fact sheet already exists, this
option is not available.

To create a fact sheet from a suggestion, follow these steps:

1. Select an SAP suggestion shown with the icon. This icon indicates that no fact sheet has been created
from this suggestion.

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2. Choose Review and Add to Inventory.
3. Add relations to business capabilities and applications, if applicable. You get suggestions for relevant
relations.
4. Choose Add to Inventory.

Creating a Fact Sheet from a Suggestion

Using SAP Suggestions for Strategic Planning and Optimization

Use SAP suggestions to enhance the relevance of existing SAP products. In a report, select a suggestion that
highlights an existing fact sheet from a business capability where you see an optimization opportunity. Preview
data in the side panel to identify existing corresponding applications or agents.

Navigate to the corresponding fact sheet you want to use for the target business capability. You can either link
the business capability directly to your fact sheet or create a transformation process for it.

Follow these best practices:

• Add potential AI agents to your inventory early. This allows you to start assessing risks and potential, which
is a prerequisite for approving AI agents.
• Link activated suggestions to processes and organizations. This helps you better assess potential and
adoption.
• Create initiatives that support the introduction or expansion of SAP suggestions.
• Use transformations to plan the next steps for optimizing your landscape.

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4.7.4 Calculations for AI Agents

Automatically calculate the business value of your AI agents.

Overview

Calculate the business value of your AI agents, such as the total expected cost savings, risk reduction, and
revenue increase. With calculations, the target fact sheet fields populate automatically based on the values
from other fields. This eliminates the need for manual updates.

Calculated Fields on an AI Agent Fact Sheet with Example Values

Prerequisites

Activate the AI agent extension to the meta model. This extension activates calculation templates for AI agents.
To learn more, see AI Agent Extension to the Meta Model [page 206].

Calculation Templates

You can view calculation templates for AI agents in the Calculations section of the administration area.

Calculation Template Description Target Field Logic

AI agent business value: cost Calculates your AI agents' Total Expected Cost Savings Usage x Cost Savings per
savings cost savings from usage and Unit = Total Expected Cost
unit cost. Savings

AI agent business value: rev- Calculates your AI agents' Total Expected Revenue In- Usage x Risk Reduction per
enue increase revenue increase from usage crease Unit = Total Expected Reve-
and unit revenue. nue Increase

AI agent business value: risk Calculates your AI agents' Total Expected Risk Reduc- Usage x Revenue Increase
reduction risk reduction from usage tion per Unit = Total Expected
and unit risk. Risk Reduction

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4.8 MCP Server

Connect external AI applications to SAP LeanIX using the Model Context Protocol (MCP) server to securely
access enterprise architecture data.

Introduction to MCP

The Model Context Protocol (MCP) is an emerging open standard that defines how AI applications can
discover and interact with tools, such as APIs or functions, by receiving structured context. Instead of merely
connecting systems, MCP helps AI tools understand available capabilities, how to use them, and the data they
operate on.

MCP enables AI agents to securely and consistently connect to external data, such as enterprise architecture
data in SAP LeanIX, which is presented as tools. These agents can understand and interact with external data,
enabling developers to build their own AI-driven solutions or workflows.

For comprehensive details on MCP, refer to the MCP specification.

MCP Server

How the MCP Server Works

SAP LeanIX uses MCP to expose selected APIs as AI tools, making them understandable and invokable by AI
applications. These tools are described in a structured, standardized format that includes descriptions, inputs,
and output types. This setup enables large language models (LLMs) to facilitate the exposed APIs by using the
structured metadata provided by MCP.

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Here's an example scenario:

1. An AI assistant asks, "What tools can I use?"

2. The MCP server returns a list of capabilities in SAP LeanIX.
3. The assistant can then invoke tools like "Get application by ID" or "List fact sheets with low completeness
score" as part of its workflow.

This process aligns with current LLM architectures.

Benefits

• Standard gateway to connect AI agents to enterprise architecture data

• Secure connection between AI agents and your SAP LeanIX instance
• Acceleration of adoption and value realization for agentic AI applications in enterprise architecture

Connecting to the MCP Server

To learn how to connect to the MCP server from your AI client, visit Connecting to the MCP Server [page 882].

Tools

The MCP server exposes API capabilities as discoverable tools that AI applications can invoke. Each tool
includes structured metadata that describes inputs, outputs, and usage. The availability of tools depends on
user permissions. For more details, see API Token Permissions [page 883].

 Tip

When configuring API token permissions for accessing the MCP server, exercise caution with admin
permissions to prevent excessive data generation and workspace clutter, such as sending out surveys
or creating duplicate architecture decisions. By implementing permission controls, you ensure efficient
resource management and maintain the integrity of your workspace.

Base AI Capabilities
To use tools with AI features, you need to activate base AI capabilities in your workspace. The MCP server
doesn't include built-in AI functionality. Instead, it integrates with existing base AI capabilities in SAP LeanIX to
offer enhanced features. For more details, see Base AI Capabilities [page 853].

 Caution

If you don't activate base AI capabilities, the precision of the MCP server's responses is significantly
reduced.

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Toolsets

The MCP server supports enabling or filtering specific groups of functionalities through the toolsets query
parameter. This allows you to control which tools are available to the LLM for a given request. When no
toolsets parameter is provided, all available tools are returned by default.

 Note

We recommend using toolsets to limit the context window of an LLM. This approach improves efficiency
and accuracy.

Using Toolsets

Append the toolsets query parameter to your request URL, as shown in the example:

https://{SUBDOMAIN}.leanix.net/services/mcp-server/v1/mcp?toolsets=inventory

To use multiple toolsets, add them as a comma-separated list, as shown in the example:

https://{SUBDOMAIN}.leanix.net/services/mcp-server/v1/mcp?
toolsets=inventory,surveys

Any other data type for toolsets will result in the filtering logic returning an error.

Available Toolsets

The toolsets listed below are predefined. You can't customize or extend them. However, you can combine
multiple toolsets in a single request.

A tool is included in the response if it has at least one tag that matches one of the requested toolsets. If you
provide an invalid or misspelled toolset name, the system returns an error.

Available Toolsets
Toolset Description

inventory Get fact sheet information.

report_diagrams Get report or diagram information.

roadmap_planning Get initiatives and transformation information.

surveys Create or get survey information.

architecture_decisions Create or get architecture decision information.

self_built_software Create or get self-built software discovery information. For

more details, see Using the MCP Server for Tech Stack Man-
agement [page 1388].

Limitations

• You can list up to 10 toolsets in a single query. Exceeding this limit will result in a TooManyToolsetsError
error.
• Each toolset name must not exceed 50 characters. Longer names will trigger a ToolsetTooLongError
error.

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Streaming Mechanism

The MCP server supports the HTTP streaming mechanism for delivering responses as they're generated. This
means AI applications don't have to wait for the full result when calling a tool. They can start receiving partial
updates immediately. This enhances responsiveness and the user experience.

Example Requests

• Return a list of the applications we need to replace by 2028, and search online for alternative solutions.
• Create a survey for the GDPR assessment of applications and send it to all application owners in Germany.
• Compare all IT components against the documented compliance standards, and list things that need
attention.

4.8.1 Connecting to the MCP Server

Learn how to connect to the MCP server and view example client configurations.

Prerequisites

• An AI client that supports connections to MCP servers (such as Claude Desktop or Microsoft 365 Copilot)
or a compatible development environment.
• An SAP LeanIX workspace.
• An API token. You can get an API token by creating a technical user in SAP LeanIX. For details, visit
Technical Users [page 1798].

Endpoint

https://{SUBDOMAIN}.leanix.net/services/mcp-server/v1/mcp

To learn how to get your base URL, visit Base URL [page 1802].

Authentication

Authentication to the MCP server is supported through API tokens. You can get an API token by creating a
technical user in SAP LeanIX. For details, visit Technical Users [page 1798].

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You can pass the API token directly in the Authorization header as follows:

Authorization: Token YOUR-API-TOKEN

If your client doesn’t support the Authorization token, you can use Basic authentication. Use apitoken as the
username and your API token as the password. Encode credentials in Base64 format:

Authorization: Basic BASE64(apitoken:YOUR-API-TOKEN)

If you want to use an access token (JWT), you authenticate by including it in the Authorization header as a
Bearer token:

Authorization: Bearer YOUR-JWT

API Token Permissions

API tokens in SAP LeanIX are associated with user (authorization) roles, which determine the associated
permissions. An admin defines permissions for each user role. To learn more about roles and permissions, visit
User Roles and Permissions [page 1124].

You can define the visibility of tools provided by the MCP server in the permission configuration of the
authorization role associated with your API token. Only the tools a user can access are visible in the MCP
server. This setup enhances the user experience and prevents errors caused by insufficient permissions.

If you need help defining permissions for user roles, contact your SAP LeanIX administrator.

Client Configuration

You can connect to the MCP server using any clients that support MCP connections. Below are example
configurations for some clients you can use for reference.

 Note

Refer to the official documentation for instructions on connecting an MCP server to the respective clients.

Claude Desktop
Before you start, ensure that you have npx installed on your Claude Desktop client.

 Sample Code

{
"mcpServers": {
"LeanIX MCP Server Remote": {
"command": "npx",
"args": [
"-y",
"mcp-remote",
"https://{SUBDOMAIN}.leanix.net/services/mcp-server/v1/mcp",
"--header", "Authorization: Token {YOUR-API-TOKEN}"
]

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 }
}
}

Cline

 Sample Code

{
"mcpServers": {
"leanix-remote-http": {
"type": "streamableHttp",
"url": "https://{SUBDOMAIN}.leanix.net/services/mcp-server/v1/mcp",
"headers": {
"Authorization": "Token {YOUR-API-TOKEN}"
}
}
}
}

Cursor

 Sample Code

{
"mcpServers": {
"lx-remote-basic": {
"transport": "streamableHttp",
"url": "https://{SUBDOMAIN}.leanix.net/services/mcp-server/v1/mcp",
"headers": {
"Authorization": "Token {YOUR-API-TOKEN}"
}
}
}
}

4.9 Workspace Views

Use workspace views configured by admins to limit the scope of displayed information and focus on your
current tasks.

Overview

Workspace views offer a filtered perspective of workspace data, helping you focus on relevant information and
achieve your goals more efficiently. They act like custom filters across dashboards, fact sheets, reports, and
diagrams. This reduces distractions from large data volumes and keeps you focused on your tasks.

Admin users configure workspace views by defining which data to include in each. They can also restrict
workspace views to specific user roles and set a default view for each role. Non-admin users can select

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workspace views to limit displayed information but can't configure them. For details on configuring views, refer
to Workspace Views Configuration [page 1110].

Selecting a Workspace View

Using Workspace Views

To apply a workspace view, select it from the list on the right side of the navigation bar, next to the fact
sheet search field. The workspace reloads, showing filtered data. You can switch between workspace views as
needed, depending on your current focus and tasks. To go back to the unfiltered view, select Full View.

Here are some best practices and tips for workspace views:

• Focus on one task at a time by selecting a relevant view.

• Once you select a view, you can apply additional filters and perform other actions as usual.
• To foster collaboration, copy the link to a view from the list.

Workspace Views Behavior

• Default view: If an admin has defined a default workspace view for your user role, this view automatically
applies when you first sign in to SAP LeanIX.
• No views available: If you don't see the workspace views list on the right side of the navigation bar, it means
an admin hasn't created any views for your user role.
• Inactive views list: If the workspace views list is inactive, it means views are not available on the current
page.
• Multiple fact sheet types in views: If a view includes multiple fact sheet types and you apply it from the
inventory, you're prompted to select a fact sheet type to get started. After making your selection, you can
choose a different fact sheet type using inventory filters.
• Saved searches: When you open a saved search in the inventory that contains fact sheet types not included
in the selected workspace view, the view automatically switches to the full view. A message informs you
about this change.

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4.10 Presentations

Use presentations to share enterprise architecture insights from reports and diagrams with your organization,
without the need to export data to external presentation tools.

Overview

Presentations enable you to create, share, and present insights from your reports and diagrams (free draw
or data flow) directly within SAP LeanIX, without the need to export data to external presentation tools such
as Microsoft PowerPoint. You can think of presentations as curated collections of insights tailored to specific
audiences or topics. Whether you aim to highlight crucial trends, show reports and diagrams, or present
strategic initiatives, presentations enable you to create engaging narratives with ease.

To access presentations, on the navigation bar, choose More > Presentations.

 Note

In presentations, only free draw and data flow diagrams are supported. Currently, Lucidchart diagrams are
not supported.

Benefits
• Efficiency: Streamline your communication process by consolidating relevant information into
presentations directly within SAP LeanIX.
• Collaboration: Foster collaboration among your team members by coauthoring presentations and sharing
knowledge seamlessly.
• Engagement: Keep your audience engaged with interactive reports and diagrams, ensuring you effectively
convey your message.
• Accuracy: Share the most up-to-date information with your stakeholders, providing them with accurate
insights for decision-making.

Limitations
The following features are not supported in presentations:

• Advanced design customization

• Integration with other applications
• Data export
• Creation of reports and diagrams

Creating a Presentation

Follow these steps:

1. On the navigation bar, choose More > Presentations.

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2. On the Presentations page, click New Presentation.
3. Enter a name for the presentation and, optionally, a description, then click Create Presentation. You land on
the intro slide of the presentation.
4. On the intro slide, edit the title and subtitle of the presentation to provide sufficient context to viewers.
5. To add slides to the presentation, do the following:
1. Click the plus button in the left-side pane. Alternatively, hover over the area below the slide and click
the plus icon that appears.

Adding a Slide to a Presentation

2. In the dialog that appears, select reports and diagrams that you want to add to the presentation, then
click Add. You can add multiple reports and diagrams at once. Each of them is added as a separate
slide.

 Note

To add a report or diagram to a presentation, ensure that it's accessible to all workspace users. If a
report or diagram is missing from the list, modify its permissions to either Can view or Can edit. To
learn more, see Changing Permissions for Reports and Diagrams [page 890].

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 Selecting Reports and Diagrams to Add to a Presentation
6. Optional: Once you’ve added slides to the presentation, you can edit their titles. By default, the report or
diagram title is used as the slide title. The slide titles are not synchronized with the report and diagram
titles.
7. Optional: To provide additional context and descriptions for each report or diagram, add notes
(annotations) to slides. To do that, select a slide, click Edit notes, then enter your notes in the text field that
appears. To learn more, see Adding Notes to Slides [page 888].

The presentation is automatically saved. Now you can preview the presentation or continue editing it. You can
add more slides, rearrange them, or delete unnecessary slides. For more information, see Adding, Rearranging,
and Deleting Slides [page 889].

 Note

If a report or diagram is deleted or its permissions are changed to No access, it becomes unavailable in
presentations. To delete an empty slide, click Delete Slide.

Adding Notes to Slides

To provide more context and details on each report and diagram, you can add notes to slides (except for the
intro slide). Notes are also displayed when you preview or start the presentation. You can show or hide these
notes as needed, ensuring clarity and focus during your presentation.

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To add notes to a slide, select it, click Edit notes in the right-side panel, then enter your notes in the text field
that appears.

Adding Notes to a Slide

To show or hide notes for a specific slide, select the slide in the left-side pane, then enable or disable the Notes
toggle as needed.

Notes Toggle on the Slide Preview

Adding, Rearranging, and Deleting Slides

You can add, rearrange, and delete slides from a presentation.

• Adding slides: To add slides after a specific slide, hover over the area below the slide, then click the plus
icon that appears. To add slides after a slide that is currently selected, you can also click the plus button in
the left-side pane.
You can add a report or diagram to a presentation from the overview page listing reports or diagrams. To
do that, on the report or diagram preview, click the three-dot icon > Add to presentation, then select a
presentation. A new slide is added to the end of the presentation. The report or diagram must have Can
view or Can edit permissions.
• Rearranging slides: To rearrange slides, drag and drop them within the left-side pane.
• Deleting slides: To delete a slide, select it in the left-side pane, click the three-dot icon in the lower-right
corner, then click Remove.

The intro slide can’t be moved or deleted.

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Changing Permissions for Reports and Diagrams

To add a report or diagram to a presentation, ensure that it's accessible to all workspace users. If a report or
diagram is missing from the list, modify its permissions to either Can edit or Can view.

• Report: To change report permissions, in the upper-right corner of the report page, click the three-dot icon
> Report details. On the report details page, navigate to the Permissions tab, then update permissions to
either Can edit or Can view. To learn more, see Report Permissions [page 674].
• Diagram: To change diagram permissions, in the upper-right corner of the diagram page, click the three-
dot icon > Diagram details. On the diagram details page, navigate to the Permissions tab, then update
permissions to either Can edit or Can view. To learn more, see Diagram Permissions [page 748].

 Note

A report or diagram whose permissions are changed to No access becomes unavailable in presentations.

Previewing and Starting a Presentation

You can preview a presentation and then start it in full-screen presenter mode.

• Preview mode: To preview a presentation, click Preview in the upper-right corner of the presentation. To exit
the preview mode, click Close.
• Full-screen mode: To start a presentation in full-screen presenter mode, click Preview, then click the

full-screen mode icon at the bottom of the presentation. To go back to the preview mode, click the

full-screen mode icon once again or press Esc.

You can navigate between the slides by:

• Using the Right Arrow and Left Arrow keyboard keys

• Clicking the arrow icons at the bottom of the presentation

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 Previewing a Presentation

Presentation Details

To navigate to the presentation details page, click the three-dot icon on the presentation, then click
Presentation details. Here, you can do the following:

• Change the presentation name, description, and owner

• Delete the presentation
• Change permissions for the presentation
• Share the presentation with other users and view users with whom it was shared

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 Presentation Details Page

Presentation Permissions

By default, all workspace users can view and edit presentations. You can change the permission type of
presentations to restrict viewing and editing permissions to specific users. The presentation owner always has
editing permissions.

You can modify permissions for all presentations for non-admin roles in the User Roles and Permissions section
of the administration area. For more information, see Role-Based Permissions [page 1126].

The following table lists presentation permissions for standard user roles.

Action Admin Member Viewer

Create a new presentation Yes Yes No

Edit a presentation Yes Yes No

Delete a presentation Yes • Yes: User’s own presen- No

tations and shared pre-
sentations for which the
user has edit permis-
sion.
• No: Shared presenta-
tions for which the user
doesn’t have edit per-
mission.

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Action Admin Member Viewer

Share a presentation Yes Yes Yes

 Note

Users with custom user roles may not have permissions to create or edit presentations. To request
presentation permissions for users with custom roles, please contact SAP LeanIX Support or, if you're
an SAP customer, submit a request from the SAP for Me portal.

You can configure custom user roles only if you're managing roles within your single sign-on identity
provider. For more information, see:

• Managing User Roles with SSO [page 1146]

• Creating Custom User Roles [page 1125]

Permission Types

The following permission types are available for presentations:

• Can edit: All workspace users can view and edit the presentation.
• Can view: All workspace users can view the presentation, but only specific users who are granted editing
permissions can edit it.
• No access: Only you can view and edit the presentation. Only specific users who are granted viewing or
editing permissions can view or edit the presentation.

Changing Presentation Permissions and Ownership

You can change the permission type and ownership for a presentation on the presentation details page.
Changing ownership may be required when a user leaves the organization. To learn more about editing
presentation details, see Presentation Details [page 891].

In the list view, you can change ownership for presentations in bulk. To learn more, see Managing Presentations
in Bulk [page 894].

Sharing a Presentation

You can share a presentation with other users to foster collaboration and efficient communication on your
insights. Follow these steps:

1. Open the presentation that you want to share, then click Share in the upper-right corner.
2. In the dialog that appears, enter the names or email addresses of users to share the presentation with,
then click Share. From here, you can also copy the presentation link.

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 Sharing a Presentation from the Presentation Page

You can also share a presentation from the presentation preview or the presentation details page.

Managing Presentations in Bulk

To manage presentations in bulk, switch to the list view by clicking the hamburger menu icon in the upper-right
corner of the presentations page.

Switching Between the List and Grid Views in Presentations

In the list view, you can share presentations in bulk. If you have sufficient permissions, you can also change
ownership or delete presentations in bulk.

Managing Presentations in Bulk from the List View

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Presentation permissions depend on your user role and ownership. Admin users can access all presentations
and can grant full permissions for presentations to non-admin roles. The presentation owner always has editing
permissions. For more information, see Presentation Permissions [page 892].

4.11 Collections

Use collections to arrange dashboards, reports, and diagrams into custom groups.

Overview

Collections allow users to organize dashboards, reports, and diagrams into custom groups. Both admins and
users with the appropriate permissions can create and manage collections. Once collections are defined, users
can add any number of dashboards, reports, and diagrams to them.

Non-empty collections appear on the left-side panel on the dashboards, reports, and diagrams pages.
Collections that contain no items do not appear on the left-side panel. Once users add at least one item to
a collection, it becomes visible on the left-side panel of the corresponding page. Subcollections, or collections
within other collections, appear as folders.

Collection Groups and Collections on the Reports Page

Collection Structure

Collections are organized in a hierarchical structure:

• Collection group: A container that holds multiple collections. Collection groups appear on the left-side
panel as expandable sections.

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• Collection: The main organizational unit where dashboards, reports, and diagrams are grouped. Collections
appear on the left-side panel within collection groups.
• Subcollection: A further subdivision within a collection. Subcollections do not display on the left-side panel.
When a collection is selected, subcollections appear as folders within that collection's page. In the user
interface, subcollections are referred to as collections.

Permissions

By default, only admins can manage collections and their content. Admins can grant users in other roles the
permissions to:

• Administrate: Create and manage collection groups and collections.

• Manage content: Add and remove dashboards, reports, and diagrams within collections.

To modify collection permissions for non-admin roles, navigate to the User Roles and Permissions section of the
admin area. For details, see Role-Based Permissions [page 1126].

Using Collections

All users can view collections and the items included in them, unless access to specific items is restricted.
To open a collection, select it from the left-side panel on the dashboards, reports, or diagrams page. Only
non-empty collections are shown. You can navigate between different collections using the breadcrumbs menu
at the top of the page.

Navigating Between Collections

Users with the permission to manage content within collections can do the following:

• Add items: You can add an item to multiple collections.

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• Move items: Move items between different collections. Use this option to add items to subcollections. You
can also drag and drop items to move them.
• Remove items: Removing items from collections doesn’t delete any workspace data.

To perform these actions, click the three-dot icon on an item and use the corresponding options in the context
menu.

Context Menu Options for Collections on a Report

Managing Collections

Users with the appropriate permissions can create and manage collections. To do this, on the dashboards,
reports, or diagrams page, click Manage Collections at the bottom of the left-side panel. In the modal that
appears, you can create, edit, reorder, and delete the following:

• Collection groups
• Collections
• Subcollections

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 Managing Collections in the Manage Collections Modal

You can also open the Manage Collections modal from a collection page. To do this, in the upper-right corner,
click the three-dot icon > Edit Collection. To move a collection, click the three-dot icon > Move.

Importing Collections

Users with the appropriate permissions can import collections that are based on SAP LeanIX best practices.
This creates collection groups for each SAP LeanIX product available in the workspace and populates them
with collections for common use cases. Relevant reports are automatically added to these collections, but no
diagrams are automatically created or added.

To import collections, in the Manage Collections overlay, click Import SAP LeanIX Best Practices. You can
modify imported collections if needed.

Best Practice

The table below lists collections available for import. They are based on SAP LeanIX best practices for typical
scenarios.

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Collection Group (Product) Collection (Use Case) Report Description

SAP LeanIX Application Port- Business Capability Model- Business capability modeling
folio Management ling
is a technique for the repre-
sentation of an organization’s
business anchor model inde-
pendent of the organization’s
structure, processes, people,
or domains.

Business capability models

enable the discussion of stra-
tegic invest or divest. Busi-
ness capabilities can serve
as the structuring element to
uncover redundancies in IT.

Business Capability Cost This report gives you an over-

view of which business ca-
pabilities are supported by
which applications and how
much this support costs you
annually. It helps you under-
stand the cost allocation per
business capability and to
analyze where costs could be
reduced.

Business Capability Map - The Business Capability Map

View: Lifecycle gives you a hierarchical color-
coded overview of your busi-
ness capabilities. Add filters
and switch between different
views to drill down until you
find what you need, for ex-
ample, business capabilities
that are marked as 'End of
Life'.

Application Portfolio Man- Application Portfolio Man-

agement agement is the practice of
governing and optimizing in-
ventories of software appli-
cations to achieve precise
business objectives. This is
accomplished by creating
transparent overviews of IT
application landscapes to
evaluate IT costs, standard-
ize software throughout busi-
ness units and promote agil-
ity and innovation.

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Application Portfolio - Axis: The Application Portfolio Re-

Functional fit vs. technical fit port helps you identify appli-
cations that need your atten-
tion. Add filters and switch
between different views to
drill down until you find what
you need, for example, 'Acti-
ve' applications that are busi-
ness critical but have insuffi-
cient technical fit.

Application Landscape - The Application Landscape

View: Lifecycle report gives you a color-
coded overview of your IT
landscape. Add filters and
switch between different
views to drill down until you
find what you need, for ex-
ample, applications used by a
business capability, process,
or user group that are 'End of
Life'.

Application Matrix - View: The Application Matrix re-

Lifecycle port gives you a color-coded
overview of your applica-
tions, business capabilities,
and user groups. Add filters
and switch between differ-
ent views to drill down un-
til you find what you need,
for example, 'Mission Criti-
cal' IT components used by
specific business capabilities
and user groups.

Application Roadmap - View: The Application Roadmap

Lifecycle gives you a Lifecycle view of
'Planned', 'Phased in', 'Acti-
ve', or 'Phased out' Applica-
tions. You can also apply a
drill down, e.g. by 'Children'
or 'IT Components', or clus-
ter the Applications by user
group, business capability,
and more.

Application Usage The Application Usage re-

port shows you which appli-
cations are used by which
user group. Zoom in for a
better view of your region of
interest.

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Collection Group (Product) Collection (Use Case) Report Description

Application Sourcing The Application Sourcing re-

port shows you which IT
components are used by
which user group. Zoom in
for a better view of your re-
gion of interest.

Application Rationalization Application portfolio rational-

ization is the act of stream-
lining the existing application
portfolio with an explicit goal
of improving efficiency, re-
ducing complexity, and low-
ering the total cost of owner-
ship (TCO) through a myriad
of processes.

Application Landscape - The Application Landscape

View: TIME report gives you a color-
coded overview of your IT
landscape by TIME model
classification.

Application Matrix - TIME The Application Matrix report

gives you a color-coded over-
view of your IT landscape by
TIME model classification.

Application Lifecycle & Age The Lifecycle report lets you

visualize 'Active' or 'Phased
Out' Applications at any point
in time, while the Age Struc-
ture report shows you how
many of the current applica-
tions have entered, or will be
entering, the status 'Active'
each year.

Application Roadmap The Application Roadmap

gives you a Lifecycle view of
'Planned', 'Phased in', 'Acti-
ve', or 'Phased out' Applica-
tions. You can also apply a
drill down, e.g. by 'Children'
or 'IT Components', or clus-
ter the applications by user
group, business capability,
and more.

Integration & Data Architec- Integration Architecture (IA)

ture is a major part of every com-
pany's IT landscape that sim-
plifies the integration of nu-
merous IT components and
enables you to trace data
flows between applications.

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Collection Group (Product) Collection (Use Case) Report Description

Interface Circle Map The Interface Circle Map re-

port shows you how differ-
ent interfaces and applica-
tions are linked to each other.
Group them alphabetically
or by business capabilities
and visualize connections be-
tween interfaces, provided in-
terfaces, or consumed inter-
faces.

Application Landscape - The Application Landscape

View: Data Classification report gives you a color-
coded overview of your IT
landscape based on the data
classification of the underly-
ing data objects.

Application Matrix - View: The Application Matrix report

Data Classification gives you a color-coded over-
view of your applications,
business capabilities, and
user groups based on the
data classification of the un-
derlying data objects.

Cost Management Effectively reduce costs, pav-

ing the way for a success-
ful business future. Identify
excess funds that could be
used elsewhere.

Provider Cost The Provider Cost report

shows you the cost allocation
per provider, either as a pie
chart or in the table view.

Business Capability Cost This report gives you an over-

view of which business ca-
pabilities are supported by
which applications and how
much this support costs you
annually. It helps you under-
stand the cost allocation per
business capability and to
analyze where costs could be
reduced.

Application Landscape - The Application Landscape

View: Total annual cost report gives you a color-
coded overview of your IT
landscape based on the ag-
gregated total annual cost of
underlying IT components.

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Collection Group (Product) Collection (Use Case) Report Description

SAP LeanIX Technology Risk Obsolescence Risk Manage- Obsolescence risk is a fac-
and Compliance ment tor for all companies. Iden-
tify risks associated with run-
ning obsolete technology, in-
troduce new technology, or
retire existing, legacy appli-
cations and IT components.

Application Landscape - The Application Landscape

View: Obsolescence: Aggre- report gives you a color-
gated Risk coded overview of your IT
landscape based on the ag-
gregated obsolescence risk
of all underlying IT compo-
nents.

IT Component Landscape - The IT Component Land-

View: Lifecycle scape report gives you a
color-coded overview of your
IT Components. Add filters
and switch between differ-
ent views to drill down until
you find what you need, for
example, 'Applications: Func-
tional Fit' that use 'End of
Life' IT Components.

IT Component Roadmap The IT Component Roadmap

gives you a Lifecycle view of
'Planned', 'Phased in', 'Acti-
ve', or 'Phased out' IT Com-
ponents. You can also apply
a drill down, e.g. by 'Children'
or 'IT Components' or cluster
by Application, User Group,
and more.

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Collection Group (Product) Collection (Use Case) Report Description

Technology Adoption & The use of standardized in-

Standards
formation technology in large
corporations has measura-
ble benefits: reduced training
time and costs; lower sup-
port and maintenance costs;
better bargaining power with
a smaller number of vendors;
and enhanced communica-
tion.

Standardization also often

goes hand-in-hand with cen-
tralization — the process of
giving your IT department
more control over purchases
of hardware and software, as
any piece of software equip-
ment added to an IT system
requires maintenance, staff
training, repairs, patches, up-
grades, etc.

IT Component Landscape - The IT Component Land-

View: Lifecycle scape report gives you a
color-coded overview of your
IT Components by lifecycle.

IT Component Landscape - The IT Component Land-

View: Technical Stack: Re- scape report gives you a
source classification color-coded overview of your
IT Components by classifica-
tion of the underlying resour-
ces.

IT Component Location The IT Component Location

report shows you which IT
Components are used by
which Country or Location.
Zoom in for a better view of
your region of interest.

Provider Portfolio The Provider Portfolio Report

groups Providers according
to their 'Criticality' and 'Qua-
lity'. It can help you identify
Providers that need to be re-
placed or renewed.

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Collection Group (Product) Collection (Use Case) Report Description

Vendor Risk Management Vendor risk management

(VRM) is the process of en-
suring that the use of serv-
ice providers and IT suppli-
ers does not create an un-
acceptable potential for busi-
ness disruption or a negative
impact on business perform-
ance.

Provider Portfolio The Provider Portfolio Report

groups Providers according
to their 'Criticality' and 'Qua-
lity'. It can help you identify
Providers that need to be re-
placed or renewed.

4.12 Notifications

Adjust your notification preferences to stay informed about significant changes in your workspace, monitor
tasks that need your attention, and stay updated on other relevant activities.

Overview

The workspace admin configures default notification settings for all workspace users. You can customize these
default settings based on your preferences. You can adjust the frequency of notifications for specific items
such as fact sheets, saved searches, surveys, to-dos, and more. For example, you can choose how often you
want to be notified when an update is made to a fact sheet for which you're Accountable, or when someone
subscribes you to a fact sheet.

Notifications are sent in the language that you selected in your user profile. If no language preference is set,
the default workspace language is used. Changes to your preferred language may take some time to reflect in
notifications.

Admin users can configure notification settings for a workspace. For details, see Notifications Center [page
1074].

 Note

You receive notifications only for actions performed by other users, not for your own actions.

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Notification Channels

The following notification channels are available:

• Email: This is the primary channel for notifications. You can adjust your email notification preferences on
the Email tab of the Notifications page.
• Microsoft Teams: If the integration with Microsoft Teams is configured for your workspace, you can install
this app to receive notifications there. After installation, you can adjust your notification preferences on
the Microsoft Teams tab of the Notifications page. To learn more, see SAP LeanIX App for Microsoft Teams
[page 1650].

Setting Your Notification Preferences

To adjust your notification preferences, in the user profile menu, select My Settings, then select Notifications in
the left-side panel. On the Notifications page, you can set the notification frequency for specific items. Note the
following:

• The default notification frequency for each item is set by the workspace admin. Additionally, the admin can
enable or disable available frequency options that users can choose from, such as Never, Instant, Daily, or
Weekly. If specific options don’t appear on the list, it means that the admin has turned them off.
• For items with the frequency set to Daily or Weekly, a consolidated notification message including multiple
items is sent.
• You can turn off notifications for a specific item by setting the frequency to Never (if available).
• If the workspace admin has disabled all notifications for a specific channel, a corresponding message
appears on that tab.

 Tip

We recommend keeping your workspace notifications active. This allows you to ensure that you stay
updated on important changes, keep track of your tasks, and maintain effective collaboration with your
team.

4.13 User Profile

Manage your user profile settings. Change or reset your password if needed.

Updating Your User Profile

To update your profile, in the user profile menu, select My Settings. On the Profile page, you can:

• View your user details: email, last login, name, and user role

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• Select your workspace language
• Change your profile picture

Changing and Resetting Your Password

 Note

If you’re signing in to SAP LeanIX with your email and password, you can change or reset your password if
needed. If you’re signing in through single sign-on (SSO), these procedures don’t apply to you.

Changing Your Password

If you remember your current password, you can change it if needed. Follow these steps:

1. When signed in, in the user profile menu, select My Settings.

2. In the left-side panel, under My Settings, select Password.
3. On the Password page, enter your current and new password, confirm the new password, then click Save.

Once you’ve changed your password, use the new password to sign in to SAP LeanIX.

Resetting Your Password

If you forgot your password, you can reset it. Follow these steps:

1. On the sign-in page, click Recover your password.

2. Enter your email address that you previously used to sign in to SAP LeanIX, then click Send.
3. Follow the instructions in the email that you receive.

Once you’ve reset your password, use the new password to sign in to SAP LeanIX.

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5 Administrator Guide

Learn how to manage workspace settings and user access in SAP LeanIX.

As an admin user of SAP LeanIX, you have access to the administration area where you can configure
workspace settings and manage user access for your organization.

To navigate to the administration area, in the user profile menu, select Administration. You can browse the
administration area using the sidebar on the left or the search field. For an overview of workspace settings, see
Workspace Settings Overview [page 910].

If you're new to SAP LeanIX, see SAP LeanIX for Enterprise Architects [page 15] to learn how to get started.

If you're familiar with SAP LeanIX, find the topics that are most relevant to you in the corresponding sections of
this guide.

5.1 Workspace Administration

The workspace administration area is a centralized hub for managing and customizing your workspace. As an
admin, you can adjust workspace settings to best suit the needs of your team.

Navigating to the Administration Area

Once you've set up your account with SAP LeanIX, you can navigate to the workspace administration area by
selecting Administration in the user profile menu.

Navigating to the Administration Area from the User Profile Menu

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Configuring Workspace Settings

You can configure workspace settings by navigating to the corresponding sections of the administration area.
For an overview of settings, see Workspace Settings Overview [page 910].

To get started, you can do the following:

• Customize branding settings: To align the workspace with your organization's brand identity, navigate to
the Branding section in the administration area and make the necessary adjustments. To learn more, see
Branding [page 928].
• Set the default language: Navigate to the General section in the administration area and select a language
in the Default Language list. This action sets the default language for new users and existing users who
haven't yet set their language preference. Users can change their workspace language in the user profile.
• Configure notification settings: Configure default notification settings for workspace users. For more
information, see Notifications Center [page 1074]. Users can then adjust their notification preferences
in the Notifications section.
• Adjust other basic settings: You can start by adjusting settings in the General section and then proceed to
customize other settings as per your organization's requirements.

Managing User Access and Permissions

Once you've configured basic workspace settings, you can start inviting users. To streamline the process of
user access management, consider setting up single sign-on (SSO) for your organization. This will allow users
to access the workspace from your SSO identity provider, enhancing security and convenience. To learn how to
manage user access with and without SSO, see Managing Users [page 1116].

You can manage fact sheet permissions for non-admin user roles in the Meta Model Configuration section of
the administration area. Additionally, you can configure role-based permissions that are not related to fact
sheets in the User Roles and Permissions section of the administration area. For more details, see Role-Based
Permissions [page 1126].

If needed, you can set up virtual workspaces to limit access to specific inventory data. For more information,
see Virtual Workspaces [page 1223].

Switching Your User Role

As an admin, you can temporarily sign in to the workspace under a different user role. This enables you to
preview the workspace as it appears to specific roles when you modify certain settings. Switching the user role
does not allow you to sign in under a specific user account and is not associated with user impersonation.

To switch your user role, in the user profile menu, select Switch user role, select a role, then click Login.
If activated, you can also switch between Access Control Entities (ACEs). For more information, see Virtual
Workspaces [page 1223].

To switch your user role back and sign in as admin, in the user profile menu, select Switch user role, then click
Re-login as Admin in the dialog that appears.

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Enabling Maintenance Mode for a Workspace

When applying significant changes to your workspace, you can temporarily enable maintenance mode to
prevent non-admin users from accessing the workspace. To minimize disruption to user workflows, consider
conducting maintenance outside of regular business hours. For more information, see Maintenance Mode
[page 936].

Finding the Workspace ID

When configuring integrations and working with APIs, you may need the workspace ID. To find the workspace
ID, navigate to the API Tokens section in the administration area and locate the WorkspaceId value.

Monitoring the Usage and Adoption of SAP LeanIX

As a workspace admin, you can monitor how your organization uses SAP LeanIX and identify possible
improvements. You can request access to a Shared 360 view powered by Gainsight where you can track
various usage and adoption metrics. For more information, see Monitoring the Usage and Adoption of SAP
LeanIX [page 920].

5.1.1 Workspace Settings Overview

Overview of settings available in the workspace administration area.

Settings in the administration area are grouped into the following categories:

• Basic Settings
• Advanced Settings
• Discovery and Integrations

Basic Settings

The Basic Settings category in the administration area includes sections listed in the following table.

Section Description Related Information

Branding Customize the look and feel of the Branding Settings [page 928]
workspace to match your brand iden-
tity.

General Configure basic workspace settings. General Settings [page 930]

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Section Description Related Information

Meta Model Configuration Configure the meta model to adjust it to Meta Model Configuration [page 938]
your organization's requirements.

Subscription Roles Create subscription roles to define re- Subscription Roles [page 978]
sponsibility and accountability in rela-
tion to fact sheets that match your or-
ganizational structure.

Tagging Create tags that can be added to fact Tagging [page 986]
sheets to enhance data categorization
and searchability.

Users Get an overview of users who have ac- Users Overview [page 1121]
cess to the workspace or were invited to
it and manage user access permissions
and roles.

User Roles and Permissions Configure custom user roles (if you're User Roles and Permissions [page 1124]
managing user roles within your single
sign-on identity provider) and manage
role-based permissions.

Dashboards Configure dashboard settings and add Dashboards Settings [page 988]
specific dashboards to the workspace.

Advanced Settings

The Advanced Settings category in the administration area includes sections listed in the following table.

Section Description Related Information

Automations Configure no-code automations to ini- Automations [page 991]

tiate automated trigger-based actions.

Calculations Configure calculations to populate fact Calculations [page 1036]

sheet fields based on values from other
fields. Use calculation templates for
common scenarios or configure your
own to define custom logic.

Export Export workspace snapshots and view Export [page 1053]

the export history.

KPIs Configure KPIs based on the workspace KPIs [page 1055]

data and then preview them in dash-
boards.

Notifications Center Configure notification settings for the Notifications Center [page 1074]
workspace.

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Section Description Related Information

Optional Features and Early Access Activate or deactivate optional features SAP LeanIX Architecture and Road Map
and features in early adoption release.
Planning [page 1707]
Use these features and provide your
feedback. Objective Modeling Guidelines [page
124]

Storing Resources on Fact Sheets [page

598]

AI Capabilities [page 849]

ESG Capability Modeling Guidelines

[page 86]

Portals Configure self-service portals to grant Portals [page 1091]

access to specific information to cer-
tain users without inviting them to the
workspace.

Reports View and configure access permissions Downloading Reports from the SAP
for reports downloaded from the SAP LeanIX Store [page 1103]
LeanIX Store.

To-Dos Get an overview of to-dos that enable To-Dos [page 1105]

you to assign tasks to users.

Transformations Configure transformation templates Transformations [page 1736]

and general settings for transforma-
tions.

Workspace Views Configure workspace views to help Workspace Views [page 1110]
users limit the scope of displayed infor-
mation.

Discovery and Integrations

The Discovery and Integrations category in the administration area includes sections listed in the following
table.

Section Description Related Information

API Tokens Important: Personal API tokens are dep- Technical Users [page 1798]
recated. Use Technical Users instead.
In this section, you can find values of
the WorkspaceId and UserId at-
tributes.

Developer Tools Resources relevant for developers: de- Developer guide [page 1790]
veloper guide, GraphiQL tool, and
OpenAPI Explorer for REST APIs. GraphQL API [page 1900]

REST APIs [page 1897]

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Section Description Related Information

Integrations Configure discovery solutions and out- Discovery and Integrations [page 1245]
of-the-box integrations.

Integration API Configure and run Integration API pro- Integration API [page 1988]
cessors.

Metrics Configure custom metrics and KPIs us- Metrics [page 1069]
ing time series data.

Self-Built Software Discovery Provision the workspace for self-built Self-Built Software Discovery [page
software discovery.
1337]

Workspace Setup for Self-Built Soft-

ware Discovery [page 1341]

Reference Catalog Configure settings of the reference cat- Reference Catalog [page 1249]
alog and import best-practice data from
the catalog.

Tech Stack Discovery Explore tech stacks from the reference Tech Stack Discovery from SBOMs
catalog and view matching (discovered) [page 1383]
tech stacks for your ingested SBOM
components.

Sync Logging View synchronization logs of integra- Synchronization Logging [page 1678]
tions.

Technical Users Create and manage Technical Users as- Technical Users [page 1798]
sociated with API tokens.

Webhooks Configure webhooks to listen to events Webhooks [page 2160]

in SAP LeanIX.

5.1.2 Manage Workspace Access

Configure secure workspace access for single and multi-workspace environments through flexible access
options using direct URLs, base URLs, workspace chooser, and invitation-only settings

Overview

Manage workspace access fitting to your needs. SAP LeanIX offers slim and lightweight access control options,
as well as access solutions with multiple entry points for more complex multi-tenant systems. This covers, for
example, additional testing or sandbox instances as well as large organizations with workspaces for different
legal entities, regions, or lines of business.

Provide users with access to exactly their relevant workspaces based on your user management and
permission configuration. You can provide your users either a direct URL, base URLs or the workspace chooser
to access available workspaces.

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Workspace Access Options

Users can access a workspace in different ways:

• Direct URL including the workspace name

• Base URL to a region or domain
• Workspace chooser by appending /workspace-selection to base URL

Invitation-Based Access for SSO Workspaces

The Invitation Only setting determines which workspaces a user can see in their workspace chooser:

• If a workspace has activated Invitation Only:

• Visible if the user is invited to this workspace and has a role, for example, member or admin. This is
the more strict configuration where you control user access and new users must be invited specifically.
The setting works with username + password as well as SSO.
• If a workspace doesn’t require invitations:
• Visible if the user is included in your IdP, even if the user was not previously invited to the workspace.
This configuration is an IdP-based access where you don’t control user access specifically. You rather
allow user access based on, for example, groups you configure in your IdP. This settings works with
SSO only.

Follow these steps to configure the invitation-based access:

1. Navigate to Administration > SSO and Authentication.

2. Go to the Authentication Settings section.
3. Toggle to activate or deactivate Invitation Only for this workspace. Invitation setting when configuring
workspace authentication

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4. Click Save.

Related Resources

User Management and Roles as basis for workspace access:

• User management without SSO, see https://help.sap.com/docs/leanix/ea/managing-users?locale=en-

US#managing-users-without-sso
• User management with SSO, see https://help.sap.com/docs/leanix/ea/single-sign-on-sso?locale=en-US
• User roles, see https://help.sap.com/docs/leanix/ea/user-roles-and-permissions?locale=en-US

5.1.3 Production and Sandbox Workspaces

This guide outlines best practices and scenarios for using production and sandbox workspaces in SAP LeanIX,
helping you make informed decisions on when to rely on each workspace type.

Introduction

SAP LeanIX provides a standard production workspace to represent and manage your organization’s IT
landscape and enterprise architecture data. Additionally, if needed, you have the option to add a sandbox
workspace through a subscription extension.

The apparent added safety of testing configurations in a sandbox workspace comes at the expense of delay,
added complexity, and duplicate effort. Hence, the recommended approach is just to rely on the production
workspace and to have all your data and configuration active directly in the standard workspace. This keeps
things simple, up-to-date, and agile.

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However, there are valid and useful use cases for a sandbox workspace, and this guide outlines the best
practices and scenarios where production and sandbox workspaces should be used.

 Note

If you need sandbox workspaces as an add-on, request them from your account executive.

Difference Between a Production and a Sandbox Workspace

A production workspace is the main SAP LeanIX environment where an organization stores and manages its
real enterprise architecture data using a standard, predefined, yet configurable meta model.

A sandbox workspace, available through an additional subscription, is a separate environment used for proof-
of-concept testing and activities that can have a large-scale impact on live data when applied in the production
environment. A sandbox workspace is geared towards the core team, and the number of users who can access
it is limited.

A sandbox workspace isn’t meant for user training, onboarding, or as a staging environment for configuration
changes with scheduled synchronization of the live inventory data. Not all activities within the workspace,
except for changes made to fact sheets, are recorded in the audit trail. Therefore, we do not support manually
triggering the transfer of data and configuration changes between workspaces, although you can request to
clone the production workspace to the sandbox through SAP LeanIX Support or SAP for Me .

Production Workspace Best Practices

Here are common scenarios and use cases that are recommended to be implemented directly in the
production workspace, along with reasons why testing them in a sandbox is unnecessary:

• Onboarding and Training

SAP LeanIX's user interface ensures that users are fully aware of any changes they make to fact sheet data.
With clear Edit, Add, and Save buttons, it’s easy for users to see when changes are being applied. This helps
prevent mistakes, especially by inexperienced users, when working with fact sheets, reports, diagrams,
and other features. All changes are logged, visible to all users, and can be easily reviewed and reverted if
needed.
Introducing SAP LeanIX is more effective when using live data that users are already familiar with. If you
want users new to SAP LeanIX to create new fact sheets and you doubt the initial data quality, a best
practice is to leverage the draft status of fact sheets before they are included in reports after approval.
Additionally, assigning at least one responsible user as a subscriber to each fact sheet offers several
benefits, such as automatic notifications about changes, which helps maintain and monitor data quality. To
learn more, see Quality Seal [page 626] and Fact Sheet Subscription [page 620].
• Hiding Data
Logically segregating sensitive data into different workspaces for security reasons is unnecessary, as
virtual workspace configurations in the production workspace let you define which data is visible to
different users while they all benefit from using the latest data in the same workspace. To learn more,
see Virtual Workspaces [page 1223].
• Meta Model Configuration

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 SAP LeanIX provides the means to safely and efficiently apply meta model configurations on production
workspaces and test them before exposing them to users. The visibility of fact sheets and their attributes
can be limited to admin users before making them visible and editable for members. As a best practice,
focus on a small scope of meta model changes and introduce them iteratively with a quick turnaround time
of validating their value.
• New Dashboards, Diagrams, and Reports
Access permissions for dashboards, diagrams, and reports can be set individually. These can remain
private to the creator until they decide they are ready to be made visible to other users.
• Importing Fact Sheet Data Through Excel File
When importing, the spreadsheet's content is validated before any data is added to or changed in the
workspace. Before the users confirm the import, a summary of the changes is shown with details on fact
sheet data (e.g., the number of new and changed fact sheets), ensuring accuracy and data integrity. For
more, see Importing Fact Sheet Data Through Excel File [page 601].
• Surveys
Surveys have a dedicated test run for creators to help survey creators check whether the content meets
their intent.
• OData Integration
Since this integration only reads data from a saved search in the workspace, configuring it directly in a
live workspace poses no risk. It's helpful to create a dedicated saved search for the initial setup of the
integration.
• Automations
Automations are triggered by activities or changes to fact sheets, and not by existing data on the fact
sheets. This means that even if an automation is set up incorrectly, it won’t make irreversible changes.
General advice for automation is to start small by adding a condition based on a tag on a limited set of
fact sheets to test the result. Changes from automations are visible in the audit log, showing them as
performed by the technical user "LeanIX Default." For more, see Automations [page 991].

Sandbox Workspace Best Practices

A sandbox workspace is useful for testing large-scale changes to data without impacting the live workspace,
ensuring safe implementation before applying changes to production. Some common use cases are:

• Initial Setup of Out-of-the-Box Integrations (e.g., SAP Signavio, ServiceNow, Collibra)

These integrations may create dozens or even hundreds of fact sheets during the first sync, which can have
a significant impact. It's recommended to set up and review the first sync in a sandbox before applying it to
the live workspace.
• Building Custom Integrations
Custom integrations using SAP LeanIX's public APIs can also create and alter large volumes of data.
Hence, implement and test these integrations iteratively in a sandbox workspace before applying them to
the live workspace.
• Initial Setup of Large-Scope Automations
Automations that trigger changes to a large number of fact sheets (e.g., when many fact sheets
are created simultaneously by integrations, and you have set fact sheet creation as a trigger for the
automation) should be tested in a sandbox first. Since changes made by automation are only logged in the
audit trail of each changed fact sheet, testing in a sandbox helps ensure the process runs smoothly before
applying it to the live workspace.

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5.1.4 Provisioning SAP LeanIX from SAP for Me

Learn how to provision workspaces in SAP LeanIX using SAP for Me.

Prerequisites

• Make sure you have a valid SAP LeanIX license.

• Ensure your organization has access to SAP for Me with S-user credentials. Read more about S-users in
Access to SAP for Me [page 1237].
• Confirm your S-user account has the authorizations “Display Cloud Data” or “Edit Cloud Data”. For more
information, visit the article Provisioning Tab .

Context

Provisioning through SAP for Me allows you to manage various SAP environments and products from a unified,
centralized dashboard. This simplifies management and removes the need to navigate multiple platforms. This
guide explains the steps to provision SAP LeanIX workspaces using SAP for Me.

Procedure

1. From the SAP for Me page, select Systems & Provisioning.

2. On the Provisioning tab, go to the Systems to be Provisioned table.

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3. To find the product, use the search field above the table and enter SAP LeanIX.
4. Select SAP LeanIX.
5. Choose Start Provisioning.

6. In the Start New Provisioning Request overlay, check and update the information. Choose Submit to start
the provisioning process.

A confirmation message notifies you that the provisioning request is sent.

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 You can track the status of the provisioning in the Provisioned Systems table.

Results

After your provisioning request is completed, SAP will send you an email that contains the workspace URL. For
your provided workspace, you can access the URL anytime from SAP for Me. To find it, follow the link in the
Provisioned System table. The data center that hosts your platform will be assigned according to the region
stated in your contract or a data center in the next available region.

If you encounter any issues during provisioning, contact support. Learn how in Contact Support [page 40].

5.1.5 Monitoring the Usage and Adoption of SAP LeanIX

Monitor how your organization uses SAP LeanIX by tracking key metrics in a Shared 360 view powered by
Gainsight.

Introduction to Shared 360

Shared 360 is a feature provided by Gainsight, a customer success platform. This tool is aimed at enhancing
collaboration between SAP LeanIX customers and their Customer Success team. Shared 360 provides
a comprehensive overview of customer's interactions with SAP LeanIX, including their usage data, login
statistics, support tickets, and more.

As a workspace admin, you can request access to your Shared 360 view through your Customer Success
Manager. Once you get access, you can monitor how your organization uses SAP LeanIX and then share these
insights with your team.

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By using Shared 360, you can:

• Get a comprehensive overview of your SAP LeanIX account, including metrics for some key features such
as fact sheets and reports
• Assess the adoption of SAP LeanIX by your organization
• Identify opportunities for improvement and enablement by analyzing key metrics

Accessing Shared 360

To request access to your Shared 360 view, contact your Customer Success Manager. Once you receive an
email invitation, follow the instructions in the email to proceed. If you don't receive an email or have other
issues, please contact your Customer Success Manager.

For more information on how to get started, refer to the Gainsight documentation .

Best Practices for Using Shared 360

Here are some best practices for using Shared 360:

• Monitor the adoption of SAP LeanIX in your organization: In the Login Statistics and New vs Existing
Logins sections, track how many new users are actively using SAP LeanIX. In the Fact Sheet Statistics and
Reporting Statistics section, monitor how fact sheets and reports are being used and adopted. You can
review these sections on a weekly or monthly basis.
• Monitor key metrics: Here are some example insights that you can get from different data points:
• To maintain data quality in your workspace and ensure responsibility, keep track of the number of fact
sheet subscriptions and relations in the Workspace Elements section. A consistent month-over-month
growth in these numbers shows active engagement and data enrichment.
• As a best practice, each fact sheet should have subscriptions for at least one subscription role.
This ensures that relevant updates and changes are effectively communicated to the appropriate
stakeholders. You can monitor this data in the Fact Sheet Statistics section.
• Review and monitor support and product requests: In the Zendesk Tickets section, track submitted support
tickets, including unresolved ones. In the Product Ideas section, monitor submitted product ideas to
identify common topics. You can review these sections on a monthly or quarterly basis.
• Identify potential usage blockers and plan next steps: By analyzing statistics from the key sections
mentioned earlier, you can understand where potential usage blockers are and plan next steps. Use these
insights when arranging meetings with the SAP LeanIX CSM team and your internal teams.

Frequency of Updates

Most of the metrics in each section are refreshed daily around 6:00AM UTC. Exceptions are:

• Academy Activity: refreshed monthly around the 5th working day of the month
• Product Ideas: refreshed on a bi-weekly basis

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Key Sections and Metrics

The following table lists the key sections and metrics available in a Shared 360 view.

Section Description Related Information

Summary Shows the current health score, the

NPS score, the number of unresolved
support tickets, as well as the name of
your Customer Success Manager and
Account Executive.

EAM Attributes A snapshot of the SAP LeanIX product

being used, including the edition, the
total number of applications and fact
sheets, standard and custom integra-
tions, and other related details.

Success Plans A list of success plans built in collabo-

ration with the SAP LeanIX Customer
Success team.

Active Permissions Overview of daily and monthly active

user permissions in each live work-
space.

Login Statistics The number of total and unique log-

ins within specific time frames (daily,
weekly, and monthly). As an example,
if a user logs into SAP LeanIX 50 times
within a certain period, that user's total
login count would be 50. However, since
it's the same user each time, the count
of unique logins would be considered as
one.

Login Statistics per Role Monthly login counts by role type: Ad- • User Roles and Permissions [page
min, Contact, Member, Viewer, and 1124]
Custom.
• Adding Non-SAP-LeanIX Users as
Subscribers [page 622]

New vs Existing Logins The number of monthly logins of new

and existing users in all or live workspa-
ces. If a user's first login falls within the
current month, they are categorized as
New. Conversely, if their first login oc-
curred in any of the previous months,
they are labeled as Existing.

User Segments Reports with information about the User Segments [page 934]
users' job titles and their jobs-to-be-
done provided by them during the sign-
in process. Use these reports to under-
stand the profiles of new users and the
value they aim to derive from using SAP
LeanIX.

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Section Description Related Information

Workspace Elements Daily snapshots of the total count of ap- • Application [page 60]
plications and fact sheets in live, demo,
and sandbox workspaces. Note that, ar-
• Inventory [page 572]

chived application fact sheets, as well • Archiving and Recovering Fact

as those created from transformation Sheets [page 660]
items that haven’t been executed yet, • Transformation Templates [page
do not count toward the pricing quota. 1736]

Fact Sheet Statistics Monthly snapshots of created, viewed, Inventory [page 572]
updated, and archived fact sheets
in live, demo, and sandbox workspa-
ces. The frequency of updates in fact
sheets often serves as an indicator of
data quality. Specifically, frequent up-
dates usually signify high data quality,
whereas infrequent updates may imply
lower data quality.

Reporting Statistics Monthly and daily snapshots of report Reports [page 662]
views in live, demo, and sandbox work-
spaces broken down by the report type.
These snapshots offer insights into the
most frequently viewed or used reports,
highlighting the kind of information that
your team members are looking for.

Zendesk Support Tickets Support tickets submitted to SAP SAP LeanIX Support
LeanIX Support through Zendesk.

Workspace Session Tracking Report providing information about

user actions performed in various sec-
tions of a workspace, such as Dash-
boards, Inventory, Reports, Diagrams,
sections in the admin area, and more.
By using the report, you can under-
stand the usage and adoption of spe-
cific areas or features within the work-
space, for example, the number of in-
teractions with dashboards in the past
month. For details on report metrics,
see Workspace Session Tracking [page
924].

Portals Usage Tracking of visits and unique visitors to Portals [page 1091]

portal pages.

 Note
This metric is currently available in
a beta version.

Workspace Views Usage Tracking of unique users of workspace Workspace Views [page 884]
views.

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Section Description Related Information

EA Maturity Assessment Overview of all past responses related

to the EA Maturity Assessment , in-
cluding a link to the report with recom-
mendations to improve your enterprise
architecture (EA) practice.

Community Activity Reports providing insights into user en- SAP LeanIX Community
gagement within the SAP LeanIX Com-
munity: the number of monthly active
users, the number of posts, the most
popular topics, and the user growth
trend.

Product Ideas A list of product ideas submitted SAP LeanIX Product Roadmap
through the SAP LeanIX Product Road-
map and their statuses: - Pending
Review: Initial status for ideas awaiting
review and action from our product
team. - Accepted: Indicates that the re-
quest has passed an initial review and
will move forward in the process.

Workspace Session Tracking

The following table lists metrics of the report provided in the Workspace Session Tracking section.

Metric Description Related Information

AI Capabilities Interactions with features provided by AI Capabilities [page 849]

AI capabilities, such as AI-assisted text
and AI prompt in the inventory.

Automations Actions related to configuring automa- Automations [page 991]

tions.

Collaboration Interactions with the To-Dos and • To-Dos [page 842]

Surveys sections within a workspace.
• Surveys [page 809]

Dashboards Interactions with dashboard elements, Dashboards [page 522]

such as creating, viewing, editing, and
deleting them.

Diagrams Interactions with diagrams, such as Diagrams [page 745]

creating, viewing, editing, saving, and
exporting them.

Filter Interactions with filters, including ac- Searching and Filtering in the Inventory
tions such as adding, removing, and [page 636]
modifying advanced filters.

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Metric Description Related Information

GraphQL Interactions with the GraphiQL inter- GraphiQL Tool [page 1900]
face, including actions such as copy-
ing, prettifying, and running queries, as
well as interacting with the GraphQL Ex-
plorer section.

Help Tour Interactions with the in-app help tour

accessible through the Help menu.

Integrations Actions related to managing integra- Discovery and Integrations [page 1245]
tions, such as creation, syncing, and de-
letion, as well as error handling in inte-
grations.

Inventory Interactions with the inventory, such Inventory [page 572]

as using, importing, and exporting fact
sheets, as well as error handling in the
inventory.

KPIs Interactions with KPIs, such as creat- KPIs [page 1055]

ing, editing, or deleting them.

Meta Model Configuration Actions related to the meta model Meta Model Configuration [page 938]
configuration, such as configuring fact
sheet types, editing translations, ad-
justing fact sheet permissions, and
more.

Portals Tracking of visits, searches, and clicks Portals [page 1091]

in portal pages.

Reference Catalog Interactions with the reference catalog, Reference Catalog [page 1249]
such as linking, previewing, unlinking,
or ignoring catalog items.

Reports Interactions with reports, including ac- Reports [page 662]

tions such as creation, bookmarking,
loading, and error handling.

SaaS Discovery Interactions with the SaaS Discovery SaaS Discovery [page 1291]
feature, including handling of connec-
tion, disconnection, and other scenar-
ios.

SAP Discovery Interactions with the SAP Landscape SAP Landscape Discovery [page 1391]
Discovery feature, including actions
such as entering service keys and view-
ing various pages within the integration
configuration.

SBOM Tracking of Software Bill of Materials Software Bill of Materials (SBOM) [page
(SBOM) submissions. 1376]

Search Tracking of searches made within a Searching and Filtering in the Inventory
workspace, including quick searches, as [page 636]
well as interactions with search sugges-
tions.

Transformation Interactions with transformations, in- Transformations [page 1736]

cluding configuration and usage.

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Metric Description Related Information

User Segments Interactions with user segment settings User Segments [page 934]
and activities.

Navigation and Usage Tips

In this section, you can find tips on how to navigate a Shared 360 view and work with data efficiently.

• Switching between reports: To switch between reports for different data points or breakdowns (for
example, weekly and monthly views), use the list in the upper-left corner of the report.

Switching Between Reports

• Downloading a report: To download a report from your Shared 360 page, in the upper-right corner of
the report, click the three-dot icon, then select the option that you need: Download Data (XLSX file) or
Download Image (PNG file).

Options for Downloading a Report

• Viewing drill-down report data: To view drill-down data for a specific data point, click it on the chart. In the
overlay that appears, you can view and export data if needed.

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 Viewing Drill-Down Data for a Data Point

5.1.6 Password Rules

Rules for workspace passwords.

We offer two options for password rules: regular and strict. The choice between regular and strict rules largely
depends on your organization's security requirements.

 Note

Changing password rules for your workspace is not a self-service feature. To adapt password rules, please
contact SAP LeanIX Support . If you're an SAP customer, submit a request from the SAP for Me
portal.

Regular Password Rules

Requirements for passwords following regular password rules:

• The minimum password length is eight characters.

• The password includes at least two elements from the following character groups:
• Lowercase letters (a-z)
• Uppercase letters (A-Z)
• Numerical values (0-9)
• Special characters (!, ", $, ...)

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Strict Password Rules

Requirements for passwords following strict password rules:

• The password is valid for 180 days.

• The last five passwords cannot be reused.
• The minimum password length is eight characters.
• The password contains characters from at least three of the following character groups:
• Lowercase letters (a-z)
• Uppercase letters (A-Z)
• Numerical values (0-9)
• Special characters (!, ", $, ...)
• A maximum of one password change per day is allowed.

5.2 Basic Settings

Configure basic workspace settings.

In this section, you can find information on workspace settings listed under Basic Settings in the administration
area. Browse through the pages in this section to find topics that are most relevant to you.

In This Section

• Branding Settings [page 928]

• General Settings [page 930]
• Meta Model Configuration [page 938]
• Subscription Roles [page 978]
• Tagging [page 986]
• Dashboards Settings [page 988]

5.2.1 Branding Settings

Personalize your workspace's appearance to reflect your brand identity or choose from one of the predefined
workspace designs.

In the Branding section of the administration area, you can apply a custom workspace design that aligns with
your brand identity or select a predefined design. Additionally, in the Logo in Exports section on the branding
settings page, you can upload a custom logo to be used in exported reports and diagrams.

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Workspace Designs

In the Pre-Defined Designs section on the branding settings page, you can select your workspace design. Any
changes that you make are applied immediately and become visible to all workspace users. The following
designs are available:

• SAP LeanIX: This is the default workspace design, which uses the SAP brand color scheme.
• Classic: This design employs a blue color scheme and was the default design before October 15, 2024.
• Custom: This option enables you to customize your workspace design. For more information, see Applying
a Custom Design to a Workspace [page 929].

 Note

On October 15, 2024, the default workspace design was updated. The current classic design was previously
used as the default. For more information, see Redesign of the main navigation bar in our product
updates.

Applying a Custom Design to a Workspace

You can align your workspace with your brand identity by applying a custom design. You can upload your menu
logo, menu background image, and favicon, as well as adjust the colors of various UI elements to match your
brand.

 Tip

Prepare the HEX values of your brand colors in advance and have them on hand for easy reference.

To apply a custom design to a workspace, follow these steps:

1. In the administration area, navigate to the Branding section.

2. On the branding settings page, in the Pre-Defined Designs section, select Custom.
3. In the Custom Design section, adjust the settings for specific UI elements as needed. Changes are applied
immediately and become visible to all workspace users as you’re modifying individual elements.

The following image shows an example workspace with a custom design applied.

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 Example Workspace with a Custom Design

5.2.2 General Settings

General Settings encompass fundamental configurations that align workspace functionality, user preferences,
and security with organizational requirements.

General settings cover essential configurations for the workspace, such as tagging mode, language, fiscal year
start, subscription management, and more. These settings ensure workspace functionality, user preferences,
and security align with organizational needs.

Tagging Mode

By choosing the Tagging Mode, you can control how users can add new Tags to Fact Sheets. There are three
tagging modes:

• On-the-fly tagging: All Workspace Members and Admins can create new tags directly in the Fact Sheet
• Pre-defined tag groups OR On-the-fly tagging: For fact sheet types where tag groups are pre-defined by an
Admin, on-the-fly tagging is disabled; otherwise, Members and Admins can create their tags on-the-fly
• Pre-defined only: Only Admins can create tags

The drop-down menu provides options to choose the mode that suits your needs.

Tagging Modes

For additional information, see Tags [page 656].

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  Tip

On-the-fly tagging may result in the widespread use of unstructured tags, particularly during initial data
loading or in distributed organizations. Therefore, we suggest defining Tag Groups that align with your
objectives and setting the standard to "Pre-defined only."

Quick Search Mode

Quick Search Mode

The Quick Search Mode setting determines the default view for quick search results in your workspace. You can
choose to see the results in a single list or view them grouped by Fact Sheet type. While you can easily switch
modes in the search tab, the default mode is based on what you have chosen in the Quick Search Mode setting.

Switching Quick Search Mode in the Search Bar

Choosing Currency

You can select the currency to be displayed in reports and Fact Sheets.

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  Note

Note that changing the currency does not alter the values themselves.

Choosing Currency for the Workspace

Custom Fiscal Year

You can set any month as the start of the fiscal year for your organization, depending on your accounting
practice or regulatory requirements. This will be used to show roadmap reports in alignment with your fiscal
year.

Idle Timeout Duration

After a period of inactivity, SAP LeanIX automatically disconnects users for security. The duration can be
adjusted using the Idle Timeout Duration setting. Upon disconnection, users are redirected to a login screen
where they have the option to log in again.

Setting Idle Timeout Duration

 Note

Setting the duration to 0 Hours and 0 Minutes disables this feature.

Subscription Mode

You can make the selection of a Subscription Role mandatory by choosing Required. Opting for Optional allows
users to decide whether to select a Subscription Role or not. For more on Subscription Role, see Subscription
Role [page 978].

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 Choosing Subscription Mode

 Caution

if you set the subscription mode to required, ensure you have defined subscription roles for Fact Sheets.
Otherwise, users won't be able to choose a role and they may subscribe to Fact Sheets without a
subscription role.

Subscription Types

While defining a Subscription Role, the Subscription Type ‘Accountable’ is not visible by default. It can be
custom-activated by checking the box against Accountable. For more on Subscription Types, see Subscription
Type [page 978].

Adding Accountable Subscription Type

Multiple Subscriptions

You can control whether users can have multiple subscriptions for a single Fact Sheet. By default, a user
can subscribe to a Fact Sheet multiple times under different Subscription Roles. It can be limited to one
subscription per user per Fact Sheet by selecting Disabled.

Data Privacy

You can adjust the data privacy level for subscriptions by choosing between 'Normal' and 'Relaxed.' In 'Relaxed'
mode, users can view other subscribers in the subscription filter of the Inventory and use it to filter the Fact
Sheets. However, in 'Normal' mode, users will not see other subscribers in the filter. For more, see Managing
Data Privacy [page 978].

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User Segments

Choosing User Segments Insights

Choose whether you want to gather insights from SAP LeanIX users within your organization regarding their job
roles and for what purpose they use SAP LeanIX. When selected, a form will prompt users to share their details
during login. They have the choice to defer or decline to answer. They can edit the submitted details from their
settings at any point in time. As Admins, you can access the compiled data via Gainsight Shared360.

User Segments Insights Form at Login

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The following roles are available for selection from the drop-down menu:

Roles Examples of Jobs To Be Done

Enterprise Architect Establish architecture transparency and practices

Domain/Solution/Data/IT Architect Analyse as-is architecture

Plan to-be architecture

Create and share visualizations (architecture, process, etc.)

Product/Application/IT Owner Document or update information on products, applications,

or tech stack

CIO/CTO/IT Management Get aggregated results and KPIs on IT

Generate insights to make data-driven decisions

Business Owner/ Functional Owner/ Regional Owner Check which platform and applications support my function

Contribute data to Fact Sheet as a business owner

Project/Program Manager Plan and track projects

Security/Data Privacy Champion Check compliance of IT

Business Analyst Learn about (application) roadmaps

Understand business capabilities

Software Engineer/Developer Find information about used technologies

Find information about recommended technologies

Other role in business (Users are prompted to add a custom Find a contact person for my work
entry for this selection)
Analyze how business is supported by IT

Other role in IT (Users are prompted to add a custom entry Other

for this selection)

Support Channels

 Note

For SAP customers, the configuration of support channels is not available. Users can submit support
requests using built-in support in SAP LeanIX or using the SAP for Me portal. For details, see Contact
Support [page 40].

You can configure support channels using the following settings:

• Support e-mail: The email address to be used when clicking the Support button. If relevant, you can specify
your organization's internal email address, which enables you to review support requests internally before
submitting them to SAP LeanIX.
• Support URL: The URL of the website that opens when clicking the Support button. We recommend using
the URL for the SAP customer portal: https://me.sap.com/ .

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Using a combination of these settings, you can configure how support channels work:

• To hide the Support button, leave both Support e-mail and Support URL empty.
• To point the Support button to a specific email address, leave the Support URL field empty and specify the
address in Support e-mail.
• To point the Support button to a specific URL, leave the Support e-mail field empty and specify the URL in
Support URL.

Additional Settings

In addition to the options mentioned above, you can configure the following settings:

• Data Privacy: You can choose whether you are able to search for user subscriptions on name basis
("Relaxed") or if you just see them while looking explicitly on the Fact Sheet ("Normal").
• Completion Score: Toggle to enable or disable the visibility of the Fact Sheet completion score in your
workspace. To learn more, see Fact Sheet Completeness [page 617]
• Getting Started Guide: Link that leads you to information on how to getting started with SAP LeanIX. By
default it will lead you to the SAP LeanIX product documentation. But you are able to link your own content.
• Documentation: Link will by default lead you to the SAP LeanIX product documentation. You could change
this link, although we strongly recommend to keep it, as this page is a valuable source and will be updated
regularly.
• Help Tours: If you check this box, every user will be guided through our "Help Tour", if this has not been
started before.

Maintenance Mode

When applying significant changes to your workspace, you can temporarily enable maintenance mode to
prevent non-admin users from accessing the workspace. To minimize disruption to user workflows, consider
conducting maintenance outside of regular business hours.

• Non-admin users can not access the workspace during maintenance mode. A corresponding message
(which you can customize) is displayed on the sign-in page. For those non-admin users who are currently
signed in, a maintenance mode banner is displayed at the bottom of the screen. If a user signs out during
maintenance mode, they will be unable to access the workspace until maintenance mode is disabled.
• Admin users can still access the workspace during maintenance mode. A corresponding banner is
displayed at the bottom of the screen.

To enable maintenance mode for a workspace, follow these steps:

1. Navigate to the Settings section of the administration area.

2. In the Maintenance Mode section, turn on the Enable Maintenance mode toggle.
3. Optional: Customize the maintenance mode message that will be displayed to non-admin users on the
sign-in page. You can preview how the message will appear while editing it.
You can include custom text and HTML links in your message. Any other HTML elements will be removed.

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 Enabling Maintenance Mode for a Workspace
4. Click Save.

Once you’ve finished adjusting the necessary workspace settings, you can disable maintenance mode. To do
that, turn off the Enable Maintenance mode toggle, then click Save.

Data Breach Contact

In the Data Breach Contact section, provide the contact person details who should be informed in the event of
a data breach..

Data Breach Contact Information Fields

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Workspace Snapshot

To create a snapshot of your current workspace and clone all your data into a sandbox workspace, you must
check the checkbox against Workspace Snapshots. Only when the checkbox is checked can Customer Support
write data from another workspace into this workspace.

Workspace Snapshot Import Confirmation

 Remember

• To prevent unintentional writing of snapshot data into a workspace, the box is unchecked by default.
• If you need sandbox workspaces as an add-on, please request them from your dedicated Customer
Success Manager. For new contracts, sandbox workspaces are available as a paid feature.

5.2.3 Meta Model Configuration

Configure the meta model to adjust it to your requirements.

Overview

The meta model in SAP LeanIX is a conceptual model that defines the structure, relationships, and semantics
of fact sheets, providing a framework for documenting and managing enterprise architecture. As an admin, you
can adjust the configuration of the meta model for your workspace in the Meta Model Configuration section of
the administration area. To learn more about the meta model and specific fact sheets included in it, see Meta
Model [page 42].

Fact sheets are the primary objects in the meta model that hold information about the various elements in your
IT landscape. You can customize them to suit your organization's specific data requirements. If needed, you
can also create custom fact sheet types and subtypes.

This guide explains how to configure a fact sheet and provides an overview of fact sheet settings. To learn how
to configure specific settings, such as relations, permissions, conditional attributes, and more, browse relevant
topics in this section.

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 Meta Model Configuration Section in the Administration Area

Best Practices

 Tip

Recommendation: The meta model is fully customizable, but customization adds complexity for end
users. It also impacts modeling best practices, reporting, and more. This can lead to limitations for future
use cases that aren't easily resolved in a standard and efficient way. When making changes, proceed with
caution and consider the possible implications.

• Add translations and help texts to fields: Enhance the user experience by adding translations and help texts
to every entity you create, such as sections, subsections, fields, and relation values.
• Group related attributes: Group related attributes into new subsections to reduce noise for those who don't
consume or contribute to those specific attributes. You can copy links to specific sections or subsections
and share them with users who contribute information.
• Use conditional attributes: Use conditional attributes to reduce noise and minimize the information scope
when attributes are only relevant for a specific fact sheet subtype or specific sets of fact sheets. For more
details, see Conditional Attributes [page 969].

Configuring a Fact Sheet

Follow these steps:

1. Navigate to the fact sheet configuration page in one of the following ways:
• In the Meta Model Configuration section of the administration area, select a fact sheet type.
• In the inventory, select a fact sheet of the type that you need. On the fact sheet page, in the upper-right
corner, click More actions (three-dot icon) > Configuration.

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2. On the fact sheet configuration page, adjust the configuration as needed. To learn more about specific
settings, see Fact Sheet Settings [page 940].

Configuring the Application Fact Sheet

3. Save the changes. If prompted, review the changes before saving them.

 Tip

Recommendation: To minimize disruption to user workflows, consider making significant changes to the
meta model configuration outside of regular business hours. You can temporarily enable maintenance
mode to prevent non-admin users from accessing the workspace. For more information, see Maintenance
Mode [page 936].

Fact Sheet Settings

The following table provides an overview of fact sheet settings, explaining the purpose of each setting and
where to configure it. For additional information, refer to the relevant documentation topics.

Setting Details Where to Configure Additional Information

Name and description You can modify the fact On the Fields tab of the fact Fact Sheet Description [page
sheet names and descrip- sheet configuration page, se-
941]
tions, along with their trans- lect the fact sheet header,
lations into other languages. then go to the Translations AI-Supported Translation
The fact sheet key, which tab on the right-side panel. [page 856]
is a unique fact sheet iden-
tifier, can not be modified.
To streamline the translation
process, use AI capabilities.

Basic parameters Basic (global) parameters in- On the Fields tab of the fact Fact Sheet Order and Colors
clude the fact sheet color, sheet configuration page, se- [page 977]
maximum hierarchy level, lect the fact sheet header,
and the possibility to create then adjust these settings on
fact sheets on the fly. the Configuration tab on the
right-side panel.

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Setting Details Where to Configure Additional Information

Default inventory filters You can define the default fil- On the Fields tab of the fact Displaying and Hiding Filters
ters to be displayed on the sheet configuration page, se- [page 640]
filter panel in the inventory. lect the fact sheet header,
Users can customize their then go to the Filter tab on
displayed filters. Once cus- the right-side panel.
tom filters are set, the default
filters configured on the fact
sheet no longer apply.

Completion weights The fact sheet completion On the Fields tab of the fact Fact Sheet Completeness
score measures how much of sheet configuration page, se- [page 617]
the required data has been lect the fact sheet header,
filled out for a fact sheet. then go to the Completion
You can define how the com- weights tab on the right-side
pletion score is calculated panel.
by configuring completion
weights.

Fields Fields are specific data Go to the Fields tab on the Fact Sheet Fields [page 947]
points within a fact sheet fact sheet configuration page
that store individual pieces of and configure fields in the
information about the entity fact sheet body.
it represents.

Relations Relations represent the con- Go to the Fields tab on the Fact Sheet Relations [page
nections or relationships be- fact sheet configuration page 955]
tween different fact sheets, and configure relations in the
showing how they interact or fact sheet body.
relate to each other.

Quality seal Quality seal is a mechanism Go to the Quality Seal tab on Quality Seal [page 626]
to ensure the overall integrity the fact sheet configuration
and quality of data on fact page.
sheets.

Permissions Permissions enable you to Go to the Permissions tab on Fact Sheet Permissions
control access and edit rights the fact sheet configuration [page 963]
for specific data on fact page.
sheets. You can define per-
missions for non-admin user
roles.

Conditional attributes Conditional attributes allow Go to the Conditional Conditional Attributes [page
fields and relations in fact Attributes tab on the fact 969]
sheets to be visible based on sheet configuration page.
related field values.

Fact Sheet Description

You can modify the descriptions of fact sheet types and their translations into other languages. These
descriptions help users, especially those who use the application infrequently, understand the differences
between fact sheet types and how to use each one. You can include organization-specific details in the
descriptions to provide additional context.

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To modify a fact sheet description, follow these steps:

1. On the fact sheet configuration page, go to the Fields tab.

2. Select the fact sheet header, or click Edit on the header.
3. On the right-side panel, go to the Translations tab.
4. Modify the description in the Help text (optional) field as needed. You can generate descriptions and
translate them into other languages using AI capabilities. For more information, see AI-Supported
Translation [page 856].
5. Save the changes.

Fact Sheet Structure

The fact sheet body's structure is determined by the order of elements on the Fields tab of the fact sheet
configuration page. Sections serve as larger containers, housing subsections. Subsections store fact sheet
fields. To learn how fact sheets appear in the inventory, see Fact Sheet Layout [page 577].

In the following image, Information is a section, Name & Description is a subsection, and Name and Alias are
fields.

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 Section, Subsection, and Fields on a Fact Sheet

You can reorder, add, and modify sections and subsections to adjust the fact sheet structure to your needs.
Additionally, you can change the order of fields within subsections.

You can only delete empty sections and subsections. When deleting non-empty elements, they’re moved to the
Unused Fields and Relations section, becoming hidden for users. For additional information, see Unused Fields
and Relations [page 945].

Adding Sections and Subsections

Adding custom sections and subsections to a fact sheet provides structure for new fields and enables you to
arrange data in a specific order, enhancing readability and organization.

Here’s how you can add these elements:

• To add a custom section, select an existing section, click Add section, then configure section parameters
on the right-side panel.
• To add a custom subsection, select an existing section or subsection, click Add subsection, then configure
subsection parameters on the right-side panel.

Adding Sections and Subsections to a Fact Sheet

 Tip

You can create sections and subsections as hidden before making them visible to users. This enables you
to configure attributes without exposing them, ensuring optimal user experience. To manage the visibility of
these elements, use the Visible toggle on the right-side panel.

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Reordering Sections and Subsections

You can define the order in which sections and subsections appear on a fact sheet. To do that, select a section
or subsection, navigate to the Change position tab on the right-side panel, adjust the order as needed, then
save the changes.

Adjusting the Position of a Subsection on a Fact Sheet

Hiding Sections and Subsections

You can hide specific sections or subsections to limit the scope of displayed information. To to that, select a
section or subsection, turn off the Visible toggle on the right-side panel, then save the changes.

Fact Sheet Attributes

Within the fact sheet body, you can configure specific fact sheet attributes such as fields and relations. For
more information, refer to:

• Fact Sheet Fields [page 947]

• Fact Sheet Relations [page 955]

 Tip

When creating or editing fact sheet attributes, you can use AI capabilities to generate labels, help texts, and
translations. To learn more, see AI-Supported Translation [page 856].

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Adding Custom Attributes

You can add custom attributes to fact sheets to tailor the meta model configuration to your needs. For details,
refer to:

• Adding a Custom Field [page 950]

• Adding a Custom Relation [page 956]

Attribute Key

Each fact sheet attribute is uniquely identified by an attribute key, also known as the technical name. These
keys are crucial when setting up integrations and working with data through APIs. For more information on
available APIs, see SAP LeanIX APIs [page 1895].

When creating custom attributes, such as fields and relations, use meaningful key names. This practice
enhances readability and understanding, particularly when multiple team members or systems are interacting
with the data. Note that the key name must begin with a letter.

To find the attribute key, select an attribute on the Fields tab, then view the Key value on the right-side panel.

"TIME Classification" Field and Its Key

Unused Fields and Relations

If a field or relation becomes irrelevant, you can hide it instead of deleting. This approach enables you to
declutter your workspace without losing any data, allowing stakeholders to focus on important information.

Hidden attributes appear in the Unused Fields and Relations section on the Fields tab of the fact sheet
configuration page. Despite being hidden, these attributes are still accessible through APIs.

Any data stored in these hidden attributes remains intact and can be made visible at any time. To make a
hidden attribute visible, select it, then move it to a different section using the Move to Subsection list on the
right-side panel.

Translations

To view translations for a specific item (such as subsection, relation, or field), select it, then go to the
Translations tab on the right-side panel. You can edit translations for labels and help text (if applicable). To

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streamline the translation process, use AI-supported translation. For more information, see AI-Supported
Translation [page 856].

"Translations" Tab on the Configuration Panel

Configuration Changelog

On the Audit Log tab of the fact sheet configuration page, you can view a comprehensive record of all changes
made to the fact sheet configuration.

Additionally, you can retrieve the history of changes made to the meta model through the Pathfinder REST API
by sending a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/models/metaModel/
actionBatches

Notifications of Configuration Changes

Whenever significant changes are made to the meta model configuration by an admin, an email notification is
sent to all workspace admins, including the user who made the changes. This is important for audit trails and
maintaining transparency across all administrative actions.

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5.2.3.1 Fact Sheet Fields

Fact sheet fields are designed for storing information on specific data points. You can configure existing fields
and create custom ones.

Overview

Fact sheet fields are individual data points or elements within a fact sheet that provide specific information
about the item or subject. You can modify predefined fields as well as add custom ones to adjust the fact sheet
configuration to your needs.

Fields are the key element for collecting, managing, and analyzing data. You can adjust the visibility of fields
on fact sheets, in inventory filters, and in report and diagram views. By efficiently configuring fields, you can
enhance data quality, enrichment, and usability.

Configuring Fields

To configure a field, select it and adjust the parameters as needed in the right-side panel. Configuration
parameters vary based on the field type.

• On the Configuration tab on the right-side panel, you can view and configure the following attributes:
• Key: This is a unique identifier for each field. Once set, the key cannot be changed. Keys are crucial
when setting up integrations and working with data through APIs. When creating custom fields, use
meaningful key names.
• Field type: This parameter determines the data type of the field. Once set, the field type cannot be
changed. For detailed information, see Field Types [page 948].
• Displayed as: This parameter defines how the field is displayed on a fact sheet. The available display
options are determined by the field type.
• Field width: Field width, ranging from XS to XXL, helps align fields on the fact sheet page. For additional
information, see Field Width [page 949].
• Other fields based on the field type.
• Translations: On the Translations tab, you can add and modify translations for the field label and help text.
To streamline the process, you can use AI-supported translation. For more information, see AI-Supported
Translation [page 856].
• Position and order: On the Change position tab, you can change the order in which the field appears in a
subsection as well as move it to a different subsection.
• Options: On the Options tab, you can configure other parameters based on the field type.

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 Configuring a Fact Sheet Field

Field Types

The following table lists the field types supported in the meta model.

Field Type Description Available for Custom Fields

Double A double-precision floating-point data Yes

type is used for numeric values that
can include decimal points. It provides a
higher precision level than a single-pre-
cision floating-point data type.

Integer Integer is a data type used for whole Yes

numbers, which means it represents
non-decimal numeric values. For exam-
ple, 1, 2, 3, -5, and so on.

Multiple Select A multiple-select field enables users to Yes

select several options from a given list.
It’s suitable when more than one choice
is possible. The IDs (keys) of field val-
ues must start with a letter.

Single Select A single-select field enables users to Yes

pick a single option from a list. It's suit-
able when only one choice is applicable
or allowed. The IDs (keys) of field values
must start with a letter.

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Field Type Description Available for Custom Fields

String String is a data type used for text Yes

or character-based information. It can

encompass letters, numbers, symbols,
and other characters, making it useful
for various types of textual data.

In string fields, you can include URLs

using Markdown syntax. For example:
[link text](link-url). Multi-
ple links in a single field aren't sup-
ported. Make sure to add only one link.

Base Field Base field refers to a fundamental or No

essential field within the database. It
is a core element that often serves as
a foundation for other fields and data
components. Base fields can include
fundamental data types like text, num-
bers, dates, or identifiers.

External Id An external ID field refers to a database No

field linked or associated with data from
an external source or system. It may
be used to store data retrieved or in-
tegrated from outside the current data-
base or application. External fields are
used to import and manage data origi-
nating from external systems, files, or
sources.

 Note

Some fields may be of a custom type that is not listed in the table, such as Project Status or Lifecycle. You
can’t configure these fields.

Field Width

Field width, ranging from XS to XXL, helps align fields on the fact sheet page. This T-shirt sizing analogy is used
for easy understanding and comparison. The number indicated in brackets corresponds to the column width
occupied by the field.

The following images show how fields of the String type with different display options appear on a fact sheet:

• Field of the String type displayed as Text area

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 Width of a String Field Displayed as Text Area
• Field of the String type displayed as Text

Width of a String Displayed as Text

 Note

There's no character limit associated with the field width. However, fields containing more than 32,766
characters may lead to incorrect behavior in your workspace, so it's important to monitor content length
for optimal performance.

Adding a Custom Field

By adding custom fields, you can capture more specific or unique data that is not provided by predefined fields.
This enables you to enrich the data set, allowing for a more comprehensive and nuanced understanding of your
IT landscape.

To add a custom field, follow these steps:

1. On the fact sheet configuration page, select a subsection where you want to place the field, then click Add
field.
2. On the right-side panel, configure field parameters.

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 Adding a Custom Field
3. Review and save the changes.

Deleting Fields and Field Values

 Caution

Exercise caution when deleting fields or field values, as this action can result in data loss.

Deleting fields or field values will temporarily set your workspace to read-only mode. During this period, it’s
impossible to make any changes to fact sheets. Typically, the read-only mode lasts no longer than 15 minutes.

To delete a field, select it, click Delete on the right-side panel, then review and save the changes.

To delete a field value for a Multiple Select or Single Select field, click the trash bin icon on this field, then review
and save the changes.

Showing Fields in Views

For fields of the Double, Integer, and Single Select type, you can configure their visibility in report and diagram
views. To do this, on the right-side panel, navigate to the Options tab indicated by a gear icon, turn the Include
in views toggle on or off as needed, then save the changes.

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 "Include in views" Toggle on the "Options" Tab

 Note

For custom fields, the Include in views toggle is turned off by default to avoid overwhelming users with too
many view attributes. Once you’ve completed the configuration, you can display a custom field in views by
enabling the toggle.

The following image shows how a custom field Maintenance Cost appears in report views.

Custom Field "Maintenance Cost" in Report Views

Showing Fields in Filters

For fields of the Multiple Select and Single Select type, you can configure their visibility on the Filter pane in the
inventory. To do this, on the right-side panel, navigate to the Options tab indicated by a gear icon, turn the Show
in filters toggle on or off as needed, then save the changes.

"Show in filters" Toggle on the "Options" Tab

For custom fields, the Show in filters toggle is enabled by default. To show a custom field on the Filter pane in
the inventory, select a fact sheet type, click Manage Filters, then click the eye icon for the custom field that you
want to display.

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The following image shows how a custom fact sheet field Development Status appears on the Filter pane.

Custom Field "Development Status" on the Filter Pane in the Inventory

Setting Fields as Read-Only

To prevent users from updating a field, you can set it as read-only. To do this, on the right-side panel, navigate
to the Options tab indicated by a gear icon, turn on the Is read-only toggle, then save the changes.

 Note

When you set fields as read-only in the meta model configuration, users cannot update these fields in the
application UI. However, users with appropriate permissions can update read-only fields using the API.

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 Setting fields as read-only isn't a security or permission feature.

Enabling Search for Custom String Fields

 Caution

Exercise caution when including new fields in filters. Including too many fields can significantly reduce
search performance and usability. For example, if 20 fields are in scope of the full-text search, it can be
more difficult to get a precise match for a specific attribute compared to when only two fields are in scope.

Custom fields of the String type are not searchable by default. You can enable search for these fields when
creating them. To do this, on the right-side configuration panel, navigate to the Options tab indicated by a gear
icon, enable the Include in full text search and Include in quick search toggles as needed, then review and save
the changes.

Configuring Search Options for a Custom String Field

For existing fields of the String type, the only method to enable search is to delete the existing data, recreate
the field, and enable the toggles before applying the changes. It's crucial to export your data prior to deleting
and recreating the field to prevent data loss.

Internal Fields

Fields that start with the lx prefix, such as lxProductCategory, are internal fields that are primarily used for
integrations and various other features. When creating custom fields, do not add the lx prefix to field keys.

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  Caution

Modifying internal fields, including deleting, changing, adding, or removing field values, may lead to
unexpected behavior. We don’t recommend deleting or modifying internal fields. If necessary, you can
make these fields invisible on the fact sheet by moving them to the Unused Fields and Relations section.

External ID Field

External ID (externalId) is a standard field that applies to multiple fact sheet types and is not linked to any
specific fact sheet type. When you change labels and help texts (translations) for the externalId field, they
apply to all fact sheet types where this field is present. Avoid references to a specific fact sheet type in labels
and help texts.

If needed, you can create a custom field for external IDs on a specific fact sheet type. To do this, please contact
support from the SAP LeanIX Support portal or, if you're an SAP customer, SAP for Me portal.

Unused Fields

If a field becomes irrelevant, you can hide it instead of deleting. Hidden fields appear in the Unused Fields and
Relations section on the Fields tab. Despite being hidden, these fields are still accessible through APIs. For
additional information, see Unused Fields and Relations [page 945].

5.2.3.2 Fact Sheet Relations

Relations represent connections between different fact sheets. Learn how to configure basic and advanced
relations.

Overview

Fact sheet relations represent the connections or relationships between different fact sheets, showing how
they interact or relate to each other.

In the standard meta model configuration, relations between certain fact sheet types are predefined. To get an
overview of the meta model and fact sheet relations, see Meta Model [page 42].

The relation key reflects the direction of the relation, for example:

• relApplicationToITComponent: Relation from an application to an IT component.

• relITComponentToApplication: Relation from an IT component to an application.

You can create or delete relations to adjust the meta model configuration to your organization’s needs.

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Relation Multiplicity

Relation multiplicity determines the number of fact sheets that can be linked on both ends of a relation. Once
set, the multiplicity on custom relations cannot be changed. Similarly, the multiplicity on predefined relations
cannot be changed.

The following relation multiplicities are available:

• Many to many: Multiple fact sheets can link to multiple others. This multiplicity allows creating a complex
network of relations.
• One to many: A single fact sheet can link to multiple others. This highlights the importance of a single fact
sheet that is relevant to numerous others.
• Many to one: Multiple fact sheets can link to a single one. This multiplicity is the reverse of the One to many
multiplicity.
• One to one: One fact sheet directly links to only one other. It's a direct and exclusive connection between
two fact sheets, indicating a unique relationship where changes to one may directly impact the other.

Adding a Custom Relation

In addition to predefined relations, you can create custom relations between fact sheet types. If you configured
custom fact sheet types, establishing relations with existing fact sheets enables you to define necessary
dependencies, ensuring accurate representation of the data being modeled.

To create a relation, follow these steps:

1. In the administration area, navigate to the Meta Model Configuration section, then select a fact sheet type.
2. On the fact sheet configuration page, select a section or subsection, then click Add relation.

Adding a Relation
3. On the right-side panel, configure the relation.
1. Select a target fact sheet type.
If a relation between fact sheet types already exists, provide a descriptor to distinguish the new relation
from the existing one. The descriptor is added to the relation key. Use a meaningful descriptor showing
the nature of the new relation. This is especially relevant when working with fact sheets through the
API.
If a relation between fact sheet types doesn’t exist, the descriptor is optional.
2. Select the relation multiplicity. For more information, see Relation Multiplicity [page 956].
3. Select a section on the target fact sheet where the relation will appear.
4. Decide whether you want to make the relation visible by switching the Visible toggle on or off.
5. To show relations grouped by fact sheet subtype on a fact sheet, enable the corresponding toggle.

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4. Save the changes.

Deleting a Relation

If a relation becomes obsolete, you can delete it. To do that, select a relation, click Delete on the right-side
panel, confirm your action, then save the changes.

 Caution

When you delete a relation, this also removes all associated data from both sides of the relation. This action
is irreversible. To prevent any potential disruptions or negative experiences for workspace users, consider
deleting relations outside of regular business hours.

The following relations cannot be deleted:

• The relation includes all fact sheet types as its target, such as in a parent-child relation.
• The relation is a constraining relation or is constrained by another relation.
• The relation is part of a naming rule for a fact sheet type. Naming rules, which may be predefined in the
meta model configuration, define how the display name of a fact sheet is formed.

Fields on Relations

Fields on relations serve as attributes that provide additional information about the relation between two fact
sheets.

To create a field on a relation, on the fact sheet configuration page, select a subsection representing a relation,
click Add field, then configure the field and save the changes.

Self-Referencing Relations

Self-referencing relations enable you to create relations between fact sheets of the same type. These relations
work like regular relations between fact sheets, with the exception that both ends of the relation target the
same fact sheet type.

When you create a self-referencing relation, two subsections are generated on a fact sheet to represent both
ends of the relation. Like with regular relations, you can create fields on self-referencing relations.

With self-referencing relations, you can create relations between subtypes of the same fact sheet type, for
example, between business applications and deployments, which are subtypes of the application fact sheet.
After you’ve created a self-referencing relation, make the relation conditional by using conditional attributes.
This allows you to ensure that only the relevant relation appears on a specific fact sheet subtype. For more
information, see Creating a Conditional Relation Between Subtypes of the Same Fact Sheet Type [page 961].

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Creating a Self-Referencing Relation

Follow these steps:

1. In the Meta Model Configuration section of the administration area, select a fact sheet type. If needed,
select a subtype to create a relation for.
2. On the fact sheet configuration page, select a section, then click Add relation.
3. In the sidebar, in the Target Fact Sheet type list, select the same fact sheet as the target for the relation. As
an example, we’re creating a self-referencing relation for application fact sheets.
4. Identify the relation from both directions by entering descriptors in the Descriptor to and Descriptor from
fields. These descriptors form part of the unique identifiers (keys) for the relation. Descriptive names help
users differentiate between the two sides of the relation when working with fact sheets through the API.
For example, if Using and UsedBy are the descriptors, the keys representing both sides of the relation
appear as follows:
• relUsedByApplicationToUsingApplication
• relUsingApplicationToUsedByApplication
5. Adjust other relation settings, then save the changes.

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 Creating a Self-Referencing Relation for the Application Fact Sheet
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A self-referencing relation generates two new subsections on a fact sheet, representing both ends of the
relation. Each end of the relation has a unique identifier (key).

The translations for both ends of the relation are prefixed with the descriptors you provide. You can move
subsections within a fact sheet and edit translations independently.

Subsections on a Fact Sheet Representing a Self-Referencing Relation

Conditional Relations Between Fact Sheet Subtypes

You can create a relation between specific fact sheet subtypes by using conditional relations. To learn more
about conditional attributes, see Conditional Attributes [page 969].

In this section, you'll learn how to create a conditional relation between:

• Subtypes of different fact sheet types

• Subtypes of the same fact sheet type

Creating a Conditional Relation Between Subtypes of Different Fact Sheet

Types

Because relations between base fact sheet types are available in the meta model by default, you don’t need to
create them. You only need to make the relation conditional on both ends for specific subtypes.

Follow these steps:

1. Create a conditional relation on the source fact sheet.

1. In the meta model configuration, select a fact sheet, then navigate to the Conditional Attributes tab.
2. Click Add New Condition.
3. In the When filling out this field list, select Subtype.
4. In the If the value selected is list, select a fact sheet subtype.
5. In the Then display these attributes list, select a fact sheet type to link to. You will select a specific
subtype when creating a conditional relation on the second fact sheet.
6. Save the condition by clicking the checkmark icon.
The following image shows a conditional attribute for the team subtype on the organization fact sheet
and the business context fact sheet.

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 Conditional Attribute for the Team Fact Sheet Subtype and the Business Context Fact Sheet
2. Create a conditional relation on the target fact sheet.
1. In the meta model configuration, select a fact sheet, then navigate to the Conditional Attributes tab.
2. Click Add New Condition.
3. In the When filling out this field list, select Subtype.
4. In the If the value selected is list, select a fact sheet subtype.
5. In the Then display these attributes list, select a fact sheet type for which you’ve created a conditional
relation in the previous step.
6. Save the condition by clicking the checkmark icon.
The following image shows a conditional attribute for the business product subtype on the business
context fact sheet and the organization fact sheet.

Conditional Attribute for the Business Product Fact Sheet Subtype and the Organization Fact Sheet

A conditional relation is created. When you create a new fact sheet of a specific subtype, you can link it to the
corresponding fact sheet subtypes. In the example, we created a relation between the following subtypes:

• Team subtype on the organization fact sheet

• Business product subtype on the business context fact sheet

Creating a Conditional Relation Between Subtypes of the Same Fact Sheet

Type

You can create a conditional relation between subtypes of the same fact sheet type, for example, between
business applications and deployments, which are subtypes of the application fact sheet. A relation between
subtypes of the same fact sheet type is known as a self-referencing relation.

To learn how to create fact sheet subtypes, see Fact Sheet Subtype Management [page 972].

To view fact sheet subtypes recommended for the meta model v4, see Fact Sheet Subtype Unique IDs and
Translations [page 229].

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Follow these steps:

1. Create a self-referencing relation between fact sheet subtypes. For details, see Self-Referencing Relations
[page 957]. Use meaningful names for descriptors to reflect the subtype names. For example, if
BusinessApp and Deployment are the descriptors, the keys representing both sides of the relation
appear as follows:
• relBusinessAppApplicationToDeploymentApplication
• relDeploymentApplicationToBusinessAppApplication
2. Make the self-referencing relation conditional on one end:
1. On the fact sheet configuration page, navigate to the Conditional Attributes tab.
2. Click Add New Condition.
3. In the When filling out this field list, select Subtype.
4. In the If the value selected is list, select a fact sheet subtype, for example, business application.
5. In the Then display these attributes list, under Relations, select a fact sheet subtype for which you’ve
created a self-referencing relation, for example, deployment.
6. Save the condition by clicking the checkmark button.
3. Make the self-referencing relation conditional on another end:
1. Still on the Conditional Attributes tab, click Add New Condition.
2. In the When filling out this field list, select Subtype.
3. In the If the value selected is list, select a fact sheet subtype that represents another end of the
relation, for example, deployment.
4. In the Then display these attributes list, under Relations, select the corresponding subtype, for
example, business application.
5. Save the condition by clicking the checkmark button.
The following image illustrates two conditions for a self-referencing relation.

Self-Referencing Relation Between Two Subtypes of the Same Fact Sheet Type

Once you’ve created a conditional relation between two fact sheet subtypes, you can follow the same steps to
create relations between other subtypes.

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5.2.3.3 Fact Sheet Permissions

Configure fact sheet permissions for non-admin user roles.

Overview

You can configure role-based permissions for each fact sheet type. This enables you to restrict access to
sensitive fact sheet data, ensuring that only responsible users can view or modify it.

 Note

For the Admin role, fact sheet permissions cannot be configured. This precaution is taken to avoid potential
issues such as parts of the workspace becoming inaccessible to all users.

The permissions for Viewers and Members are already predefined, but you can adjust them as needed.

If you’re managing user roles within your single sign-on identity provider, you can also define custom roles in
addition to the predefined ones and configure fact sheet permissions for them. Keep in mind that creating
custom roles requires additional effort to configure and maintain permissions for each role. Therefore, we
recommend keeping the number of custom roles to a minimum. For more information, see Custom User Roles
[page 1124].

Best Practices

• Promote collaboration: Avoid measures that restrict the majority of users from contributing to data quality
in the workspace. Instead, foster an environment that encourages active participation for improved data
quality and accuracy.
• Restrict access to sensitive data: Prioritize limiting access to business-critical or sensitive data. By doing
this, you ensure that crucial data remains secure, while allowing for wider collaboration on less sensitive
information.
• Test permissions: To ensure that fact sheet permissions are set up correctly for a specific user role, you can
temporarily preview the workspace under this role. To do that, in the user profile menu, select Switch user
role, select a role, then click Login.

Configuring Fact Sheet Permissions

Follow these steps:

1. On the Meta Model Configuration page, select a fact sheet for which you want to configure permissions.
2. On the fact sheet configuration page, navigate to the Permissions tab.
3. In the Permission Role list, select a role.
4. Adjust permissions as needed, then save the changes.

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 Configuring Fact Sheet Permissions for the Viewer Role

Permissions Overview

In this section, you can find an overview of fact sheet permissions. Except for general permissions, other
permissions are associated with Create, Read, Update, and Delete (CRUD) operations:

• Create: Permission to populate an attribute that is currently empty with input data.
• Read: Permission to view the content of an attribute.
• Update: Permission to modify already existing information within an attribute.
• Delete: Permission to delete information that was previously entered and saved in a specific attribute.

To find a specific permission, you can use the search field in the upper-right corner of the page.

General Permissions

The General Permissions section includes permissions that apply to the entire fact sheet type. These
permissions are not based on the CRUD format. You can enable or disable them by selecting or deselecting the
corresponding checkboxes.

The following table lists general fact sheet permissions.

Permission Description Additional Information

Create Fact Sheets Allows users to create fact sheets of Creating Fact Sheets [page 581]
this type.

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Permission Description Additional Information

Read Fact Sheets Allows users to view fact sheets of this Inventory [page 572]
type. This permission takes precedence
over individual field permissions.

Archive Fact Sheets Allows users to archive fact sheets of Archiving and Recovering Fact Sheets
this type. [page 660]

Inline Table Editing Allows users to edit fact sheet data in Inline Editing [page 585]
the inventory table view.

Import Fact Sheets Allows users to import fact sheets and Importing Fact Sheet Data Through Ex-
related data using the following fea-
cel File [page 601]
tures: - Excel import (for all fact sheet
types) - Reference catalog (for business Business Capabilities in the Reference
capabilities) Catalog [page 1252]

Export Fact Sheets Allows users to export fact sheets and Exporting Fact Sheet Data as Excel File
related data using the Excel export fea- [page 612]
ture.

Global Permissions

The Global Fact Sheet Configuration section contains permissions for fact sheet attributes that are not
considered fields, such as comments, resources, quality seal, and more.

Global Permissions

Field Permissions

The Fields section contains permissions for all fields that exist within a fact sheet type. These permissions are
displayed following the structure of sections and subsections as they appear on the fact sheet page.

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 Field Permissions

Relation Permissions

The Relations section contains permissions for relation fields, grouped in the same order as they appear on the
fact sheet page. Each relation field is grouped under its respective relation and has a limited set of configurable
permissions. Permissions that aren't applicable to a specific attribute cannot be configured.

 Note

Bulk-editing of all fields within a relation subsection is not supported.

Relation Permissions

Advanced Permissions

You can configure advanced permissions based on users' subscription types or fact sheet tags. This approach
provides a flexible way to manage access without the need to create additional roles.

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Advanced permissions serve as an extension to non-advanced permissions. An advanced permission for an
attribute always takes precedence over the corresponding non-advanced permissions. A warning icon on a
non-advanced permission indicates that an advanced permission is configured for this attribute. To view and
compare permissions, click the warning icon.

As an example, consider a scenario where the Name attribute has the Create and Update permissions set
to true. If an advanced permission is added for this attribute with the Create permission set to true, the
non-advanced Create permission will automatically be set to false to prevent conflicting permissions. In such
cases, the admin receives a notification detailing the changes that overwrite the non-advanced permissions,
with an option to revert one or more advanced permission changes.

Configuring Advanced Permissions

 Note

Advanced permissions on relation fields are not supported.

Subscription-Based Permissions

In the Subscription-based Permissions section, you can configure permissions for specific fact sheet attributes
based on the user's subscription type (Observer, Responsible, or Accountable), which provides an additional
layer of access control. The user's subscription type is checked on a fact sheet level. To learn more about
subscription types, see Subscription Type [page 620].

For example, consider a scenario where you want only users with a Responsible subscription type to be
able to edit the Budget / Costs Description attribute on initiative fact sheets. You can configure an advanced
permission to enable an additional check of the user's subscription type. If a user is subscribed to a fact sheet

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as Responsible, they can edit the attribute. However, users with Observer or Accountable subscriptions will not
be able to make edits.

Example Subscription-Based Permission

The following subscription-based permissions are available by default:

• Subscriptions permission (only for Viewers): This permission defines whether users can create, update,
and delete fact sheet subscriptions for themselves only.
• Quality seal permission (for Viewers and Members): While Viewers or Members usually don’t have
permission to update the quality seal, this advanced permission allows users with a Responsible or
Accountable subscription type to do that.

Default Subscription-Based Permissions

Tag-Based Permissions

In the Tag-based Permissions section, you can configure permissions for specific attributes on fact sheets with
a specific tag. This allows for granular control of permissions based on the tagging of fact sheets. To learn how
to use tags on fact sheets, see Tags [page 656].

For example, consider a fact sheet tagged as Confidential. You can configure tag-based permissions so that
only specific roles can read the Description field on fact sheets tagged as Confidential. This ensures that
sensitive descriptions are only accessible to those with the necessary permissions.

Example Tag-Based Permission

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5.2.3.4 Conditional Attributes

Conditional attributes allow fields and relations in fact sheets to be visible based on related field values.
Conditional attributes enables tailoring of attributes for subtypes, streamlining subtype management.

Overview

A conditional attribute is a field or relation in a fact sheet that appears or becomes active only when a
specific value is selected in another related field, known as the activator. This gives you control over visibility of
specific fields or relations, ensuring they are displayed or activated only when relevant. This creates a clear and
straightforward experience for end users while collecting data.

Conditional attributes also enable you to create attributes that are specific to particular subtypes and limit
existing attributes to particular subtypes. This helps streamline fact sheet subtype management by ensuring
that each subtype contains only the necessary fields, making it easier to manage and understand. To learn
more about subtype management, see Fact Sheet Subtype Management [page 972].

Key Concepts

• Activator: A field on fact sheet that is used to activate other fields or relations based on the value it holds.
Only a single select or multi select field can be an activator .
• Activating value: It is the value in the activator field that triggers the appearance of activated attribute.
• Activated attribute: This is the field or relation that becomes active when a specific activating value in the
activator is selected.

Defining Conditional Attribute

Conditional attributes can be defined in meta model configuration by users with admin rights. To define a
conditional attribute, do the following:

1. In the administration area, under Basic Settings, choose Meta Model Configuration.
2. Select the fact sheet type for which you want to add a conditional attribute.
3. Select Conditional Attribute tab at the top.
4. Click +Add New Condition.
5. Select the activator field from the drop-down menu under the prompt “When filling out this field”. Fields
which are under hidden sections, subsection and the Unused Fields and Relations are also available to
choose as activator.
6. Select the activating value under the prompt “If the value selected is”.
7. Select the attribute or multiple attributes to be activated under “Then display these attributes”, and click
the check mark.

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 Defining Conditional Attributes

Combining Conditions

Conditions can be combined using OR & AND logics when you want to activate the same attribute with multiple
conditions.

• When activating values come from a single activator then conditions are combined by an OR logic
• When activating values come from different activators then conditions are combined by an AND logic.

For example:

• In application fact sheets, you may want to make the Functional Fit Description field visible only when the
functional fit is unreasonable or insufficient. Because only in those cases users have the need to provide
usage justification in the description field.
In this case you define 2 conditions to activate the Functional Fit Description field using Unreasonable and
Insufficient as activating values, since both of them belong to the activator field Functional Fit, OR logic
is used. As a result, the Functional Fit Description field is activated if either Unreasonable or Insufficient is
selected in the fact sheet.

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 Combining Conditions for Conditional Attributes with OR Logic
• In an application fact sheet, say if you want to activate the field Provided Interfaces only when the TIME
classification is Eliminate and the 6R classification is Retire. In this case, since activating values Eliminate
and Retire belong to different activator fields, AND logic is used.

Combining Conditions for Conditional Attribute with AND Logic

 Note

It is also possible to combine both OR and AND logics to activate a conditional attribute.

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5.2.3.5 Fact Sheet Subtype Management
Fact Sheet subtype management enables admins to create subtypes easily and tailor attributes for specific
subtypes using conditional attributes.

Overview

Fact sheet subtype management allows admins to create fact sheet subtypes easily, and create attributes that
are specific to subtypes by making use of conditional attribute feature. This allows you to organize information
more effectively, and help users to focus on providing only the relevant details for each subtype, making it
easier to understand and manage data.

Creating Custom Fact Sheet Subtypes

Subtype management simplifies the process of creating subtypes by providing a Add Subtypes button at the
top of the fact sheet type configuration page.

Clicking on the Add Subtypes button opens a panel on the right where you provide a unique ID for the subtype
being created.

Adding Fact Sheet Subtypes in Meta Model Configuration

For fact sheets that already have subtypes, additional subtypes can be created using the same button
(dropdown menu). This allows for further categorization and customization of data within the fact sheet.

 Caution

Unique IDs of Fact Sheet Subtypes: Default and optional fact sheet subtypes come with preset unique
IDs. When creating optional application subtypes, such as microservice, it is important to use these preset

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 unique IDs to avoid them being counted as application for pricing purposes. To find the unique IDs for
default and optional fact sheet subtypes, see Fact Sheet Subtype Unique IDs and Translations [page 229].

Custom application subtypes could be counted as an application, potentially affecting pricing.

Creating Attributes Specific to Subtypes

You can create new attributes that are specific to certain subtypes by selecting the subtype from the dropdown
menu. New attributes created will only be visible and applicable to the selected subtype.

Selecting the Subtype to Create New Attributes Specific to the Subtype

This allows you to customize the attributes for each subtype, tailoring the information based on the subtype's
specific needs. Switching through the list of subtypes will let you preview the configured attributes per subtype.

For example, Business Capabilities relation attributes is visible only for Business Application subtype, and not
for Microservice subtypes.

 Note

Subtypes for application fact sheet type are optional subtypes in meta model v4. To learn more, see
Application Fact Sheet Subtypes [page 61].

Subtype management functions by making use of conditional attributes. When a field or relation is created
specifically for a subtype, it is added as a conditional attribute with the field Subtype as the activator and values
in the Subtype field as activating values. To understand conditional attribute, see Conditional Attribute [page
969].

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Limiting Existing Attributes to Specific Subtypes

Making use of conditional attribute feature allows you to limit existing fact sheet attributes to specific
subtypes.

To limit an attribute, use the Subtype field as the activator and the values in the Subtype field as activating
values. To understand conditional attribute and for step by step instructions on setting up conditional attribute,
see Defining Conditional Attribute [page 969].

 Note

• Attributes available across multiple fact sheet types (e.g., name, description, successor, parent,
requires) can not be limited to a subtype.
• Fields on relation are also not available to be set as conditional attributes, though the relations
themselves can be set.

By setting conditional visibility on subtypes and combining them with mandatory attributes, you assist your
users in focusing on providing only the relevant information.

If you want to limit existing fields or relations to a certain subtype and to the parent fact sheet type, configure
the conditional attribute with Blank as one of the activating value along with the subtype name.

For example, if you want to limit the field Location to the fact sheet subtype Region and to the parent fact sheet
Organization, define 2 conditions to activate the Location field using Region and Blank as activating values.

Limiting an Attribute to Subtype and to Parent Fact Sheet Type

Scope of Subtype Management

Conditional attribute settings are exclusively for attribute creation and for restricting visibility based on related
field values. Hence, any other actions or modifications made on the fact sheet subtype configuration page
is not limited to the selected subtype. For example, actions such as deleting a field or relation, changing

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translations, changing read-only or visibility settings, moving fields to other section / subsection, changing
field type, size, or renderer, and changing field values still apply universally across all subtypes and the parent
fact sheet.

5.2.3.6 Custom Fact Sheet Types

Create custom fact sheet types to adjust the meta model to your organization’s needs.

Overview

In the standard meta model configuration, there are predefined fact sheet types and subtypes. For more
information, see Meta Model [page 42].

Creating custom fact sheet types allows for more flexibility and specificity in presenting and managing
information about various aspects of an organization's architecture. However, this can also increase complexity
for users. Before proceeding, assess the benefits and potential implications.

Best Practices

• Consider implications: Introducing a new fact sheet type can increase complexity for users. Ensure that
its benefits outweigh the potential drawbacks. Also, consider alternative solutions, such as configuring a
custom field or tag, to address your use case more simply.
• Define the purpose: Clearly define what information the custom fact sheet type will capture, how it will be
used, and how it will relate to other fact sheets. Provide necessary training to users to ensure that they
understand the purpose of the custom fact sheet type and know how to use it.
• Avoid redundancy: Custom fact sheet types should not duplicate information captured in predefined fact
sheets. They should provide unique value and capture information that cannot be effectively captured
elsewhere.

Creating a Custom Fact Sheet Type

 Note

Depending on the configuration of your workspace, you may need to submit a ticket to SAP LeanIX
Support to create custom fact sheet types. If you’re an SAP customer, submit a request from the SAP
for Me portal.

To create a custom fact sheet type, follow these steps:

1. In the administration area, navigate to the Meta Model Configuration section.

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2. Click New Fact Sheet Type.
3. In the Internal Name field, enter a unique key for the fact sheet type, which is also referred to as the
technical name. This key is used in APIs, the fact sheet URL, the Excel import/export feature, and more.
Once set, the key cannot be changed later.
4. Enter a name for the fact sheet type in both singular and plural forms in your selected language. Optionally,
enter a description. We recommend adding translations to any other languages relevant to workspace
users.
5. Click Create.

A new fact sheet type is created. You land on the fact sheet configuration page where you can configure fact
sheet fields, relations, permissions, and more.

 Note

When you create a custom fact sheet type, it becomes immediately available to all workspace users after
you click Create, even if it’s not fully configured yet. Therefore, consider creating new fact sheet types
outside of regular business hours to prevent any disruptions or negative experiences for workspace users.

Deleting a Custom Fact Sheet Type

If a custom fact sheet type no longer meets your organization’s modeling requirements, you can delete it.
Before proceeding, ensure that you have a comprehensive understanding of the potential impacts. Do the
following:

• Identify dependencies: Check if there are any dependencies on this fact sheet type. This could include
other fact sheets, reports, or workflows that rely on the information contained in this fact sheet type.
• Create a backup: Before deletion, make sure to create a backup of your inventory data by exporting it. This
will allow you to restore the fact sheet type if you realize later that it was needed. You can export inventory
data to an Excel file. For more information, see Exporting Fact Sheet Data as Excel File [page 612].
• Plan for data migration: If the data from the fact sheet type will need to be retained, plan how and where
this data will be migrated. This could involve creating a new fact sheet type or modifying an existing one to
accommodate the data.
• Communicate with stakeholders: Inform relevant stakeholders about your plans to delete the fact sheet
type. This could include teams or individuals who regularly use or rely on the fact sheet type.

 Caution

Deleting a custom fact sheet type is irreversible. All fact sheets of this type and related data will be
permanently deleted. Always proceed with caution and ensure that you've fully assessed the potential
impacts before proceeding.

To delete a custom fact sheet type, follow these steps:

1. In the administration area, navigate to the Meta Model Configuration section.

2. Hover over the fact sheet type that you want to delete, then click the trash bin icon that appears on the
right side.
3. In the dialog that appears, review the data that will be deleted, then confirm your action and click Delete.

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When a fact sheet type is deleted, the following occurs:

• All fact sheets of this type and their relations are deleted.
• Reports specific to this fact sheet type are deleted.

 Tip

To prevent any potential disruptions or negative experiences for workspace users, consider making
significant changes to the meta model configuration, such as deleting custom fact sheet types, outside
of regular business hours.

5.2.3.7 Fact Sheet Order and Colors

Get an overview of standard order and colors of fact sheets in the meta model v4 and learn how to change
them.

Fact Sheet Order and Colors in the Meta Model v4

The following table lists the default order and colors of fact sheets in the meta model v4.

Fact Sheet Order and Colors in the Meta Model v4

Order Fact Sheet Type HEX Color Value

1 Objective #C7527D

2 Platform #027446

3 Initiative #33CC58

4 Business Capability #003399

5 Business Context #FE6690

6 Organization #2889FF

7 Application #0F7EB5

8 Interface #02AFA4

9 Data Object #774FCC

10 IT Component #D29270

11 Provider #FFA31F

12 Tech Category #A6566D

 Tip

Recommendation: Although you have the flexibility to change the order and colors of fact sheets, adhering
to the standard settings allows your organization to use various enablement resources provided by SAP
LeanIX, including documentation, more efficiently.

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Reordering Fact Sheets

Follow these steps:

1. On the Meta Model Configuration page, click Change order.

2. Drag and drop fact sheets to reorder them as needed, then click Save order.

The order changes everywhere in the workspace where fact sheets appear.

Changing the Fact Sheet Color

Follow these steps:

1. On the fact sheet configuration page, click Edit on the fact sheet header.
2. In the right-side panel, click the current color under Color, then select or enter a new color value.
3. Save the changes.

The color associated with a fact sheet changes everywhere in the workspace.

5.2.4 Subscription Roles

Learn how to create, edit, and delete subscription roles and manage settings like enabling the 'Accountable'
type, limiting multiple subscriptions, and enforcing mandatory role selection.

Introduction

Fact sheet subscription is an effective mechanism for delegating responsibility and accountability to users for
maintaining fact sheet data. It ensures that fact sheet subscribers are notified and have a clear call to action to
update and maintain the fact sheet data.

This guide covers how admins can create, edit, and delete subscription roles, manage subscription settings,
and use the subscription management report.

To understand the essential aspects related to fact sheet subscriptions, including subscription types, roles,
subscribing and unsubscribing to fact sheets, and managing subscriptions in bulk, see Fact Sheet Subscription
[page 620].

Creating a Subscription Role

Users with admin rights can define and add subscription roles. To add a subscription role, follow these steps:

1. In the administration area, select Subscription Roles.

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2. Click New Subscription Role.
3. On the resulting page, enter the needed information:
1. Give a name to the role.
2. Select the subscription type. You can define the role as responsible, accountable, or observer. A role
set to type All becomes available for any of the 3 subscription types while a user subscribes to a fact
sheet. To learn more, see Subscribing to Fact Sheets [page 622].
3. Select the fact sheet types the role can subscribe to. You can choose multiple fact sheet types or
even all. Limiting the subscription role to a particular fact sheet type makes sense when the role
is specific to a certain fact sheet type. For example, the role of the Application Owner is relevant
only to application fact sheets. So, while creating the Application Owner role, you could choose
just the application fact sheet. For examples of commonly used subscription roles, refer to Example
Subscription Roles [page 984].

 Note

The subscription type ‘Accountable’ is not visible by default and must be activated by admins in the
settings. For more details, see Enabling the Subscription Type Accountable [page 981].

1. Click Save to finish adding the role.

Adding Subscription Role

 Tip

Subscription roles are not limited; you can define and add different roles at any time to meet your
organization’s needs.

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Editing a Subscription Role

You can edit a subscription role to change its name, subscription type, and the fact sheet types it applies to.

When you change the subscription type of a subscription role, SAP LeanIX migrates existing subscriptions to
the new type. For example, changing the subscription type of a role from ‘Accountable’ to ‘Responsible' will
change all existing subscriptions under that role to the type 'Responsible’.

You can expand the scope of the subscription role by adding more fact sheet types. However, if you want to
reduce the scope by removing certain fact sheet types, you must first ensure that all instances of subscriptions
under that role are removed from fact sheets of those types, including from any archived fact sheets.
Essentially, expanding the scope is straightforward, but reducing the scope requires cleaning up existing
subscriptions of that role in the specified fact sheets.

When you have to remove subscriptions for multiple fact sheets, the most efficient way is to do so in the
inventory's table view mode. To learn more, see Subscribing and Unsubscribing in Bulk [page 624].

To edit a subscription role, do the following:

1. In the administration area, select Subscription Roles.

2. Select the subscription role you want to edit.
3. On the resulting page, make the needed changes.
4. Click Save.

Deleting a Subscription Role

To delete a subscription role, do the following:

1. In the administration area, select Subscription Roles.

2. Select the subscription role you need to delete.
3. Click Delete.

Deleting subscription roles does not unsubscribe users from fact sheets. Users will continue to be subscribed
as responsible, accountable, or observer, even if the specific role they were assigned has been deleted.

Subscription Settings

You can customize and manage various settings related to subscriptions. These settings include enabling the
subscription type 'Accountable', controlling whether users can have multiple subscriptions for a single fact
sheet, enforcing mandatory selection of a subscription role when subscribing to a fact sheet, and adjusting the
data privacy level for subscriptions.

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 Subscription Settings

Enforcing Mandatory Selection of a Subscription Role

You can make the users mandatorily select a subscription role when they subscribe to a fact sheet. To enable
this setting, follow these steps:

1. Go to the administration area and select General.

2. Under Subscription Mode, choose Required from the drop-down menu.
3. Click Save to apply the change.

Enabling the Subscription Type Accountable

The subscription type ‘Accountable’ is not visible by default when creating a subscription role or when
subscribing to fact sheets. If you need it, you must first activate it in the admin settings.

To enable the subscription type ‘Accountable’, follow these steps:

1. In the administration area, select General.

2. Check the Accountable checkbox under Subscription Type.
3. Click Save to apply the change.

Restricting Multiple Subscriptions from the Same User to a Fact Sheet

By default, a user can subscribe to a fact sheet multiple times under different subscription roles. However,
admins can control whether users are allowed to have multiple subscriptions for a single fact sheet. You can

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restrict to allow only one subscription per user for a fact sheet. To implement this restriction, follow these
steps:

1. In the administration area, select General.

2. Under Multiple Subscriptions, select Disabled from the drop-down menu.
3. Click Save to apply the change.

Privacy Settings of Subscription Visibility

Admins can manage how subscription information is displayed to users in the filter panel of the inventory,
reports, and diagrams by adjusting the privacy settings. To configure these settings, follow these steps:

1. In the administration area, select General.

2. Under Data Privacy, choose between two levels of privacy:
• Relaxed Mode: Users can see other subscribers in the subscription filter and use this information to
filter fact sheets.
• Normal Mode: Users cannot see other subscribers in the filter panel.
3. Click Save to apply the change.

This setting does not impact users' ability to view subscribers of a particular fact sheet in the subscriptions tab
of the fact sheet.

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 Privacy Modes of Subscribers Visibility

Subscriptions Management Report

 Caution

The subscription management report has been deprecated from the SAP LeanIX Store. If you have
previously added it to your workspace, you can still use it. However, it cannot be added to any new
workspaces.

The subscription management report provides an overview of all subscriptions, summarizing the total number
of subscriptions for each user. This report allows you to manage subscriptions effectively, with options to
delete or transfer them as needed.

Admins can find it under the Reports section in the administration area. By clicking the Show Report icon (eye
icon), you can make the report visible to all users in the Reports tab of the workspace.

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 Accessing Subscriptions Management Report

In the report you can sort and filter the list of users by their status and user role, distinguish between active and
inactive users, and make necessary transfers of subscriptions as needed.

Subscriptions Management Report

To get detailed information about a user's subscriptions, click on the number of subscriptions associated with
that user. This will display a breakdown of all fact sheets to which the user is subscribed, providing details on
subscription type and the specific subscription roles.

Subscription Details of a User

Example Subscription Roles

To help you get started with creating various subscription roles, SAP LeanIX offers these examples of possible
subscription roles. Use these as a foundation for defining roles that meet your organization's specific needs.
These examples are merely suggestions, and your organization may have different titles or roles for similar
positions.

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Company Positions Subscription Roles Subscription Types Fact Sheet Type Permissions

Enterprise Architect Enterprise Architect Accountable All Approve quality seal

Edit fields

Subscribe roles

Application Owner Application Owner Accountable Application Approve quality seal

Service Owner Edit fields

Product Owner Subscribe roles

Solution Architect Solution Architect Responsible Application Approve quality seal

Application Manager Edit fields

Subscribe roles

Domain Architect Domain Architect Responsible Business Capability Approve quality seal

Business Architect IT Components Edit fields

IT Business Analyst Tech Category Subscribe roles

Data Architect Data Architect Responsible Interface Approve quality seal

Data Object Edit fields

Subscribe roles

Technology Architect Technology Architect Responsible IT Components Approve quality seal

Tech Category Edit fields

Subscribe roles

Integration Architect Integration Architect Responsible Interface Approve quality seal

Edit fields

Subscribe roles

Project Manager Project Manager Responsible Initiative Approve quality seal

Edit fields

Subscribe roles

Management Executive Stakeholder Accountable All Approve quality seal

Edit fields

Subscribe roles

Security / Legal / Security Officer Observer All Edit fields

Compliance Officers
Data Protection Officer Subscribe roles

Information Security
Officer

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Company Positions Subscription Roles Subscription Types Fact Sheet Type Permissions

Business User Observer Observer All Edit fields

Subscribe roles

Support Observer Observer All Edit fields

Subscribe roles

5.2.5 Tagging

This guide covers the essential steps for managing tags, including creating tag groups, adding and editing tags
within those groups, and deleting tags and tag groups. Suggest Edits Introduction

Introduction

Tags in SAP LeanIX are a powerful way to classify and categorize fact sheets to gain quick and valuable insights.
They enable easy filtering and fast access to relevant information, support precise analysis, and allow for
customized reporting, helping you generate meaningful insights effectively.

To learn about various aspects of using tags in SAP LeanIX, including assigning and managing them,
understanding when and when not to use them, as well as leveraging tags for filtering and reporting, see
Tags [page 656]. This guide focuses on how admins can create, edit, and delete tag groups and tags.

Creating and Managing Tag Groups and Tags

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Creating a Tag Group

For tags to be available in the fact sheet header, admins must first create tag groups and tags in the
administration area. Both members and admins can then assign these tags to fact sheets.

To create a tag group, do the following:

1. In the administration area, open the Tagging section.

2. Click New Tag Group.
3. Fill in the needed information, including name, fact sheet type, and mode. Selecting a fact sheet type
ensures that the tag group is available only for that type. You can select multiple fact sheet types or even
all. The mode of the tag group defines whether it is single-select or multi-select. Providing a description is a
good practice as it makes it easier for other users to understand.
4. Click Add.

You can edit a tag group to change mode, fact sheet type, and more. To learn, see Editing a Tag Group [page
987].

Creating and Editing Tags in a Tag Group

To create tags in a tag group, follow these steps:

1. Select the tag group in which tags need to be created.

2. Select the Tags tab.
3. Click + Add Tag.
4. Provide a name and click OK.

You can edit a tag to change the color, tag group, name, and description. To edit, do the following:

1. Select the tag that needs to be edited.

2. Make the necessary changes.
3. Click Save.

Editing a Tag Group

You can edit a tag group to expand the scope of the tag group to more fact sheet types. However, to reduce
the scope, you must first remove all instances of tags assigned to fact sheets of that type, including those on
archived fact sheets.

Similarly, you can change the mode from single-select to multi-select. However, to switch from multi-select to
single-select, you must first remove all instances of multiple tags assigned to fact sheets, including those on
archived fact sheets.

An efficient way of doing this is to filter the fact sheets in the inventory and either update the data across
multiple fact sheets in table view or by exporting fact sheet data as an Excel file, making the update in the
spreadsheet, and importing it back. To learn more, see Bulk Updating Data in Inventory Table View [page 591]
and Bulk Updating Data Through an Excel File [page 594].

To edit a tag group, do the following

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1. Select the tag group that needs to be edited.
2. Make the necessary changes.
3. Click Save.

Deleting Tags and Tag Groups

To delete a tag, all instances of that tag assigned to fact sheets must first be removed, including those from
archived fact sheets. An efficient way to do this is to filter the fact sheets in the inventory using the particular
tags, then either delete the tags across multiple fact sheets in table view or by exporting fact sheet data as an
Excel file, deleting the tags in the spreadsheet, and importing it back. To learn more, see Bulk Updating Data in
Inventory Table View [page 591] and Bulk Updating Data Through an Excel File [page 594].

Once the tags are removed, follow these steps to delete the tag:

1. Open the tag group and select the tag that needs to be deleted. You can see how many fact sheets, if any,
are still assigned with that tag.
2. Click Delete. If the tag is still assigned to any fact sheet, you will see Remove from Tag Group instead of
the delete option. Removing a tag moves the tag to Other tags, a default tag group for all tags without a
tag group, such as those created on the fly. For more details on on-the-fly tag creation, see Tagging Mode
[page 930].

To delete a tag group, all tags in that group must either be deleted or removed from the tag group. Once all the
tags are either deleted or removed, do the following:

1. Select the tag group that needs to be deleted.

2. Click Delete. If any tags from the tag group are still in use, the delete option remains disabled.

5.2.6 Dashboards Settings

Configure dashboard settings and add specific dashboards to the workspace.

Overview

The dashboard is the central hub where you can consolidate and present key information and metrics
about your enterprise architecture management data in an organized and easily accessible way. You can use
reports, diagrams, charts, graphs, and summaries to provide a quick overview of your enterprise architecture
management data and performance.

This guide focuses on various administrative settings that workspace admins can manage. To learn how to
create and edit dashboards to consolidate data from various sources into a single, easy-to-navigate view, see
Dashboards [page 522].

You can configure dashboard settings for the workspace in the Dashboards section of the administration area.
When applying changes, ensure to save them before leaving the page.

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 Dashboard Settings in the Administration Area

Predefined Dashboards

You can activate predefined dashboards tailored to specific use cases by enabling respective checkboxes in the
Predefined Dashboards settings group. Users can not edit or delete predefined dashboards.

Default Dashboard

To allow users to set their own default dashboards, in the Default Dashboard settings group, select the Allow
users to set their own default dashboard checkbox.

To set a default dashboard for the workspace, select it from the list. Predefined dashboards can not be set as
default.

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External Content

You can restrict URLs that users can embed in the External Content dashboard panel. By default, any URL
can be embedded. Adjusting these settings is especially relevant when embedding content from third-party
systems such as BI tools.

• To block specific URLs, in the External Content settings group, deselect the Do not restrict external content
checkbox, then enter URLs to be blocked in the Restrict external content to box.
• To allow embedding any URLs, select the Do not restrict external content checkbox.

You can also decide whether you want to allow pop-ups, form submissions, and iframe elements from external
URLs by using the appropriate checkboxes.

 Tip

When embedding content from external systems, such as business intelligence tools, into dashboards,
configure the appropriate settings to publish content externally without making it available to everyone.

Dashboard Templates

You can activate onboarding dashboards and make them available to all workspace users as templates. To do
that, in the Templates settings group, click Add template for the template that you want to add, then confirm
your action.

Once added, the dashboard template appears in the All Dashboards and User-Defined sections of the
dashboards page. This doesn’t replace or delete existing dashboards of the selected type. Adding a template
that was added previously creates a new dashboard version. Users can modify the dashboard or create a new
one from the template.

To learn more about onboarding dashboards, refer to:

• Fact Sheet Owner Onboarding Dashboard [page 544]

• Application Portfolio Management Onboarding Dashboard for Enterprise Architects [page 548]

5.3 Advanced Settings

Configure advanced workspace settings.

In this section, you can find information on workspace settings listed under Advanced Settings in the
administration area. Browse through the pages in this section to find topics that are most relevant to you.

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In This Section

• Automations [page 991]

• Calculations [page 1036]
• Export [page 1053]
• KPIs [page 1055]
• Metrics [page 1069]
• Notifications Center [page 1074]
• Portals [page 1091]
• Downloading Reports from the SAP LeanIX Store [page 1103]
• To-Dos (Administration) [page 1105]
• Workspace Views Configuration [page 1110]

5.3.1 Automations

Configure no-code automations to streamline your workflows.

Overview

Automations are a no-code feature that enables you to establish workflows triggered by specific events on fact
sheets. As an admin user, you can configure automations to eliminate manual tasks, enrich user engagement,
facilitate collaboration, and ensure data quality within your workspace.

Only admin users can manage automations. To view and configure automations, in the administration area,
navigate to Automations.

The following image shows the overall logic of automations.

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 Configuration of Automations: Events, Conditions, and Actions

The processing times for automations are as follows:

• 95% of automations complete within 5 minutes under normal conditions.

• In scenarios that trigger multiple automations (for example, bulk updates or integrations), processing may
take up to 30 minutes.
• Delays exceeding 1 hour trigger automatic escalations.

Automation Parameters

Each automation includes the following key parameters:

• Trigger
• Conditions
• Actions

Triggers

The following table lists the available triggering events for automations. When a triggering event occurs, the
conditions are checked, and if met, actions are initiated.

A trigger is configured for a specific fact sheet type. The Fact Sheet Type list contains all fact sheet types
defined in the meta model configuration. You can only select one fact sheet type.

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Event Values Additional Information

Fact sheet is created N/a The trigger is the creation of a fact

sheet of a specific type.

Field value is changed • Double fields String fields: Any changes to a string
• Integer fields field trigger an automation
• String fields
Single-select fields: Select initial and
• Single-select fields target values in the From and To lists.
• Lifecycle field These lists include specific values, as
• Unused fields well as “Empty” and “Anything.” An au-
tomation is triggered when a field is up-
dated from the selected source to the
target value.

Lifecycle state is reached • Field: all available lifecycle fields, Important: This trigger is only checked
including custom lifecycles nightly.
• States: all defined phases of the
lifecycle field Automation is triggered when the fact
sheet reaches the selected lifecycle
phase.

Optionally, you can specify whether

the automation should be activated
before or after the specified lifecycle
phase date is reached using the Trigger
before/after toggle. Enable the toggle,
then specify the number of days be-
fore or after the lifecycle phase date is
reached.

Quality state is changed to • Approved The transition to the selected quality

state triggers an automation.
• Broken
• Draft
• Rejected

Subscription is added All subscription types and, if applicable, You can only select one subscription
all combinations of subscription types type or, if applicable, a combination of
and roles, as defined in the workspace a subscription type and role.
configuration

Subscription is removed All subscription types and, if applicable, You can only select one subscription
all combinations of subscription types type or, if applicable, a combination of
and roles, as defined in the workspace a subscription type and role.
configuration

Tag is added All tags configured for the selected fact You can only select one tag.
sheet type
Tag is removed

Completion score is changed N/a You can use changes in the completion
score as a condition in your automa-
tions. This lets you set logical operators
to define the range.

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  Note

The fields related to obsolescence risk are included in the meta model. However, these fields are
calculated only at runtime in report views, and currently, automations cannot respond or trigger based
on obsolescence risk related fields.

Conditions

The following table lists the available conditions for initiating automations. An automation is initiated only if all
the specified conditions are met.

Conditions Values Additional Information

Technical user • Ignored Defines whether actions initiated by

technical users should be included or
• Included
ignored as triggering events.

Category All categories defined for the selected You can only select one category.
fact sheet type

Tag(s) All tags configured for the selected fact You can select multiple tags. For single-
sheet type select tag groups, you can only select
one tag.

Single- select field All single-select fields of the selected You can add multiple conditions for
fact sheet type and all of their values, as single-select fields to an automation.
well as the Empty option Within a condition, the OR logical oper-
ator is used, which means that any of
the specified field values is included.

Lifecycle field All available lifecycle fields, including Checks if the lifecycle phase for a fact
custom lifecycles
sheet matches the selected phases
when the automation triggers.

Optionally, you can specify if a fact

sheet's lifecycle phase should match
the selected phases for a certain num-
ber of days before or after the automa-
tion triggers.

String fields All string fields configured for the se- Select logical operators for string fields
lected fact sheet type to check values against specific condi-
tions.

Numeric fields: All numeric fields configured for the se- Select a condition for numeric fields
lected fact sheet type and enter a value.
• Integer
• Double

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Conditions Values Additional Information

Completion score Logical operators for a value: Select a condition for the completion
score and enter a value.
• Equals
• Greater than
• Less than
• Greater than or equal
• Less than or equal

Actions

The following table lists the available actions that are initiated by an automation.

Actions Values and Parameters Additional Information

Create To-Do: Action item • Action Item Name Assigns a to-do item to users.
• Description
Selecting the Fixed Fact Sheet
• Assignees (Fact Sheet creator, Fact
subscriptions option for assignees en-
Sheet subscriptions, Fixed Fact
ables you to dynamically assign user
Sheet subscriptions, Users)
groups to fact sheets, which eliminates
• Due (in days)
the need for manual maintenance in au-
• Users: fixed users
tomations.
• Due (in days)
• Pause until "Marked as Complete" The Pause until "Marked as Complete"
toggle enables you to pause the execu-
tion of the following action in the se-
quence until the to-do is marked as
complete.

Any automation run that is not com-

pleted within 180 days is stopped.

Create To-Do: Approval • Title Creates an approval to-do that allows

• Description users to either approve or reject a to-do
• Assignees (Fact Sheet creator, Fact item assigned to them. For more infor-
Sheet subscriptions, Fixed Fact mation, see To-Dos [page 842].
Sheet subscriptions, Users)
Any automation run that is not com-
• Due (in days)
pleted within 180 days is stopped.
• Action when resolution status is
"Rejected" (Set field, Set Quality
State)

Set field Single select-field values, as well as the In the To list, select the value to be set
Empty option on the fact sheet.

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Actions Values and Parameters Additional Information

Set Quality State • Approved Automations can only set the quality
state to Approved when all the manda-
• Broken
tory attributes are set.
• Draft
• Rejected

Add subscription • New subscriber (Fact sheet crea- Adds a subscription only if the settings
tor, User) of the workflow and already existing
subscriptions allow it. You can select
• Subscription type and, if applica-
only one subscription type but multiple
ble, subscription roles
subscription roles.

Set subscription • New subscriber (Fact sheet crea- Sets a subscription and overwrites all
tor, User) existing subscriptions of the selected
user. You can select only one sub-
• Subscription type and, if applica-
scription type but multiple subscription
ble, subscription roles
roles.

Add tag All tags configured for the selected fact You can only select one tag. A tag from
sheet type a single-select tag group replaces the
currently assigned tag from this group.
A tag from a multi-select tag group is
assigned in addition to other tags from
this group.

Remove tag All tags configured for the selected fact You can only select one tag. The auto-
sheet type mation removes the tag regardless of
the tag mode.

Send Webhook Webhook tag that serves as the auto- For more information, see Sending a
mation identifier Webhook from an Automation [page
998].

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Actions Values and Parameters Additional Information

Send Email Specify the following: A custom email is sent to the specified
recipients. Sent notifications appear in
• Recipients: You can choose from the audit log in the Notifications Center
a fact sheet creator, subscribers, section of the administration area. To
learn more, see Audit Log [page 1075].
or fixed subscribers as email recip-
ients. Alternatively, you can use
specific email addresses, with a
limit of up to 10. To notify more
users, use distribution lists instead
of individual addresses.
• Subject: Create a custom email
subject. If the subject exceeds 200
characters, it appears truncated.
• Message: Craft a custom email
body. The editor supports Mark-
down syntax.

You can add placeholders for affected

fact sheets to the email subject and
body. Placeholders are available for the
fact sheet display name and link. The
system validates placeholders in the
email body for correctness. Valid pla-
ceholders appear highlighted in green,
while invalid ones are highlighted in red.

Run Script Define the script logic in the script edi- For more information, see Automations
tor. with Scripts [page 1027].

Creating an Automation

To create an automation, follow these steps:

1. In the administration area, navigate to Automations.

2. Click New Automation.
3. Enter a name and, optionally, a description for the automation.
4. Select an owner for the automation.
Any workspace user can be an automation owner. They serve as a default assignee for "orphaned" to-dos
created by an automation and as a default subscriber to a fact sheet when the intended user is unavailable
(for example, when the user no longer exists). As a fallback solution for automations, owners are expected
to reassign to-dos or modify subscriptions directed to them as needed.
5. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select an event for which the automation is triggered.
3. Depending on the event that you selected, specify the required values.
6. In the If section, specify conditions for the automation.

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 1. Decide whether you want to include or exclude events initiated by technical users.
Technical users are used in integrations, the reference catalog, and more. Excluding events initiated
by technical users is beneficial when you want to prevent triggering automations from mass changes
to your workspace. For example, you might not want an approval to be triggered when a fact sheet is
created from the catalog.
2. Optional: Specify one or more additional conditions: fact sheet category, assigned tags, or single-
select field values. An automation is initiated only if all the specified conditions are met.
You can add multiple conditions for single-select fields to an automation. Within a condition, the OR
logical operator is used, which means that any of the specified field values is included.
For tags, the AND logical operator is used within a condition, which means that all of the specified tags
must be included.
7. In the Then section, specify actions for the automation.
You can add up to 100 actions for an automation. Actions are initiated sequentially in the order that you
specify.
8. Decide whether you want to activate the automation after saving it or only save it in draft state:
• To activate the automation after saving it, click Save and Run Automation.
• To save the automation in draft state, click the arrow button, then click Save in Draft State.

Creating an Automation by Copying an Existing Automation

You can copy an existing automation, which enables you to create another automation with similar
configuration parameters without having to configure them from scratch.

To copy an automation, on the Automations page, hover over an automation, then click the copy button that
appears.

When you copy an automation, the copy is created in draft state. Before you activate the copied automation,
edit the configuration parameters to ensure that you don't have two duplicate automations.

Sending a Webhook from an Automation

You can create automations where the action is sending a webhook to a target URL. With no-code automations
that trigger a webhook, you get the following benefits:

• You can trigger external workflows from automations. To set up workflows, you can use an automation
platform of your choice, such as SAP Integration Suite, Microsoft Power Automate, and more. You can
also use any alternative method for processing webhook payloads and initiating event-based actions.
Depending on your requirements, you can configure workflows for a wide range of scenarios: from
updating your workspace data to sending notifications to users.
• You don't need to create a callback to manipulate the webhook payload. Instead, you can select an event
that triggers the automation and specify additional conditions in the automation configuration. This allows
you to set up granular notifications for specific fact sheet events through webhooks.
• You can configure a trigger for single-select fields that change from value A to B, which is not possible with
standard webhooks. This enables you to compare values and initiate workflows for specific field changes.

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  Note

The purpose of sending a webhook from an automation is not to provide a payload with comprehensive
fact sheet data, but rather to send notifications once the specified conditions are met. This
enables you to configure granular event-based workflows. For an example webhook payload, see
AUTOMATION_TRIGGERED [page 2178].

To view best practices for automations with a webhook action, see Best Practices and Use Cases for
Automations with Webhooks [page 1023].

Creating an Automation with a Webhook Action

To create an automation with a webhook action, first create an automation, then create a PUSH webhook
for the AUTOMATION_TRIGGERED event. For instructions, see Creating an Automation with a Webhook Action
[page 1025].

Managing Automations

Once you've created automations, you can edit, duplicate, deactivate (if active), activate (if inactive), or delete
them. To perform these actions, on the Automations page, hover over an automation, click the three-dot button
that appears, then select the option that you need.

• When you deactivate an automation, further actions will not be initiated, but actions in progress are not
canceled.
• When you delete an automation, this action cannot be undone. Instead of deleting an automation, consider
deactivating it first.

You can filter automations by owner, status, and fact sheet types. To apply filters, click Add Filter, then select
filtering criteria.

Viewing Statistics for Automations

To view the limit and quota of automations used in the current month, navigate to the Statistics tab on the
Automations page. Every execution of an automation increases the quota by one.

The monthly automation limit varies by workspace type:

• Demo and sandbox workspaces allow up to 10,000 automations per month.

• Production (live) workspace limits correlate with the application limit.

Administrators receive notifications when usage reaches 80% of the monthly quota and when the limit is
reached, ensuring timely responses if needed.

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Best Practices

To view best practices and use cases for automations, see Automations Best Practices [page 1000].

5.3.1.1 Automations Best Practices

Best practices and use cases for automations.

Overview

Use the below examples as a source of inspiration when creating your own automations.

Automations Use Cases

Use Case Triggers Examples

Selected use cases • Setting the Quality Seal upon Com-

pleting a Survey [page 1002]
• Setting the Quality Seal upon Com-
pleting a To-Do [page 1002]
• Assigning To-Dos Created by Auto-
mations to Teams [page 1002]
• Concatenating To-Dos Sequentially
[page 1003]
• Assigning the TIME Classification
Value Based on the Functional and
Technical Fit [page 1003]

Use cases by triggers Fact sheet created • Creating Subscriptions for Spe-
cific Users on Newly Created Fact
Sheets [page 1003]
• Creating Subscriptions for Fact
Sheet Creators on Newly Created
Fact Sheets [page 1004]
• Creating an Action Item for Fact
Sheet Creators on Newly Created
Fact Sheets [page 1005]
• Adding Tags or Setting Single-Se-
lect Field Values on Newly Created
Fact Sheets [page 1006]

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Use Case Triggers Examples

Fact sheet field changed • Changing a Field Value Based on

Another Field Value [page 1007]
 Note
• Creating an Action Item on a Field
Only single-select fact sheet fields Change [page 1009]
are supported in automations. You
can also use hidden fields, but the
Obsolescence Risk fields that are
technically required for risk calcula-
tion are not supported in automa-
tions.

Lifecycle phase changed • Assigning an Action Item to Sub-

scriptions (Fixed Users) on Lifecy-
cle Phase Changes [page 1010]
• Adding or Removing a Tag on Life-
cycle Phase Changes [page 1011]
• Setting a Single-Select Field on
Lifecycle Phase Changes [page
1012]

Quality state changed • Assigning an Action Item to

Subscriptions on Quality State
Changes [page 1013]
• Assigning an Action Item to
Specific Users on Quality State
Changes [page 1014]
• Adding a Tag or Setting a Single-
Select Field Value on Quality Seal
Changes [page 1015]

Tag added or removed • Creating an Action Item for Sub-

scriptions on Tag Addition or Re-
moval [page 1016]
• Creating an Action Item for Spe-
cific Users on Tag Addition or Re-
moval [page 1017]
• Adding a Subscription on Tag Addi-
tion or Removal [page 1018]
• Conditional Tagging [page 1019]

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Use Case Triggers Examples

Subscription added or removed • Creating an Action Item for Sub-

scriptions on Subscription Addi-
tion or Removal [page 1020]
• Creating an Action Item for Fixed
Users on Subscription Addition or
Removal [page 1021]
• Adding a Subscription on Sub-
scription Addition or Removal
[page 1022]
• Tagging on Subscription Changes
[page 1023]

Automations with webhooks Best Practices and Use Cases for Auto-
mations with Webhooks [page 1023]

Setting the Quality Seal upon Completing a Survey

This video tutorial shows how to set the quality seal on a fact sheet to Approved upon completing a survey.
This automation eliminates the need for users to navigate to a fact sheet to approve the quality seal after
completing a survey.

The Quality Confirmation single-select field mentioned in the video is a custom field. You can create custom
fields on fact sheets in the meta model configuration. Set the field type to Single Select and create two options:
Yes and No.

Setting the Quality Seal upon Completing a To-Do

This video tutorial shows how to set the quality seal on a fact sheet to Approved upon marking a to-do as
complete. This automation removes the need for assignees to navigate to a fact sheet to approve the quality
seal after completing a to-do.

Assigning To-Dos Created by Automations to Teams

This video tutorial shows how to assign to-dos created by automations to teams instead of individual fixed
users. This approach helps avoid the manual maintenance required to ensure the accuracy of respective
automation templates.

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Concatenating To-Dos Sequentially

This video tutorial shows how to concatenate multiple to-dos created by automations sequentially. This
ensures that a new to-do is only created after the previous one has been marked as complete.

Assigning the TIME Classification Value Based on the Functional and

Technical Fit

To automate the assignment of the TIME Classification value to applications, we recommend using the
calculations feature instead of automations. Activate a predefined calculation template to automatically
populate the TIME Classification field based on the functional and technical fit. For more information, see
Calculations [page 1036].

Creating Subscriptions for Specific Users on Newly Created Fact Sheets

This automation creates subscriptions for certain fixed users on new fact sheets. A common use case is
subscribing specific users, such as enterprise architects, to new application fact sheets.

The following image shows the logic of the automation.

Automation: Creating Subscriptions for Specific Users on Newly Created Fact Sheets

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To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Fact Sheet is created.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are created by technical users.
2. Optional: Add a condition for a specific fact sheet category to trigger the automation for.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Add subscription (or Set subscription).
2. In the New Subscriber list, select User, then select a user.
3. Select a subscription type and, if applicable, one or more subscription roles to apply.
4. If needed, repeat the process to add more users.
5. Save the automation.

Creating Subscriptions for Fact Sheet Creators on Newly Created Fact

Sheets

This automation assigns the creator of a fact sheet as the initial subscriber with a defined subscription type
and role, such as "Observer — Creator." This not only prevents fact sheets from becoming orphaned but also
ensures that creators are easily identifiable outside of the audit log.

Moreover, it provides an opportunity for additional user engagement, such as automatically sending ongoing
surveys to the assigned fact sheet creator, especially when used in combination with an auto-assigned "New"
tag.

The following image shows the logic of the automation.

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 Automation: Creating Subscriptions for Fact Sheet Creators on Newly Created Fact Sheets

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Fact Sheet is created.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are created by technical users.
2. Optional: Add a condition for a specific fact sheet category to trigger the automation for.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Add subscription (or Set subscription).
2. In the New Subscriber list, select Fact Sheet creator.
3. Select a subscription type and, if applicable, one or more subscription roles to apply.
5. Save the automation.

Creating an Action Item for Fact Sheet Creators on Newly Created Fact
Sheets

This automation creates an action item (to-do) for fact sheet creators. In the to-do, you can include
comprehensive instructions on what the fact sheet creator needs to do, such as filling mandatory fields,
approving the fact sheet, or identifying the application owner. This guidance ensures a smooth and efficient
approval process of new fact sheets.

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The following image shows the logic of the automation.

Automation: Creating an Action Item for Fact Sheet Creators on Newly Created Fact Sheets

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Fact Sheet is created.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are created by technical users.
2. Optional: Add a condition for a specific fact sheet category to trigger the automation for.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Fact Sheet creator.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Adding Tags or Setting Single-Select Field Values on Newly Created Fact

Sheets

This automation pre-populates newly created fact sheets with initial tags, enhancing data quality and reducing
manual effort. For example, you can automatically add a default tag "New" to new fact sheets.

Alternatively, you can set single-select fields to specific values on newly created fact sheets.

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While our customer support team can set default values, this automation enables you to customize them
yourself. An added advantage is that the user who creates a fact sheet doesn't need to have permissions to
update the fact sheet.

The following image shows the logic of the automation.

Automation: Adding Tags on Newly Created Fact Sheets

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Fact Sheet is created.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are created by technical users.
2. Optional: Add a condition for a specific fact sheet category to trigger the automation for.
4. In the Then section, specify the actions for the automation:
1. Click Add Action, select Add tag, then select a tag to add to fact sheets.
2. If needed, repeat the process to add more actions for tags.
5. Save the automation.

Changing a Field Value Based on Another Field Value

This automation enables you to set the value of certain fact sheet fields based on the values of others. For
example, if any single-select fields pertaining to the personal data of employees, suppliers, or customers are
marked as "Yes," the automation can automatically set a read-only field, such as "Compliance Relevance," to
"Yes." This reduces data inconsistency and eliminates the need for manual data clean-up efforts.

The following image shows the logic of the automation.

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 Automation: Changing a Field Value Based on Another Field Value

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Field changes.
3. In the Field list, select a single-select field, then select values in the To and From lists.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the actions for the automation:
1. Click Add Action, select Set field, select a single-select field, then select a value based on the value that
you specified as trigger.
2. If needed, repeat the process to add more actions for setting field values.
5. Save the automation.

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Creating an Action Item on a Field Change

This automation creates an action item (to-do) based on changes in single-select fact sheet fields. The
automation is especially beneficial in the following scenarios:

• When a critical field value is modified, automatically create actions items for relevant users (either fixed
users or subscriptions) to verify the legitimacy of the change.
• When a new critical field value is added, automatically create a check to determine if further actions are
required.

For example, if an application's business criticality is set to Mission critical, or if the business criticality changes
from Mission critical to another value, the automation generates an action item for the enterprise architecture
team. This ensures that critical changes are promptly addressed.

The following image shows the logic of the automation.

Automation: Creating an Action Item on a Field Change

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Field changes.
3. In the Field list, select a single-select field, then select values in the To and From lists.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.

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4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Users or Fact Sheet subscriptions. Depending on the option you selected,
select specific users or subscription types and roles.
Instead of selecting a fixed list of users, you can use subscriptions from a fixed reference fact sheet of
any type within the workspace. This could be a fact sheet of the organization type or a custom type
representing team or organizational entities. This method minimizes manual maintenance and allows
dynamic assignment. To implement this, in the Assignee(s) list, select Fixed Fact Sheet subscriptions,
select a reference fact sheet, then select subscription types and roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Assigning an Action Item to Subscriptions (Fixed Users) on Lifecycle Phase

Changes

Responding to lifecycle phase changes significantly enhances actionability, especially when assigning to-dos
to relevant users. The ability to specify the number of days before or after a specific lifecycle date, including
custom lifecycle states, provides flexibility to align with your processes. This automation is particularly useful
for milestone checks, such as approaching End of Life dates. For example, you can assign to-dos to your
enterprise architecture team or the application owners when an End of Life date is approaching.

In the context of application rationalization, this automation can assist in coordinating with relevant
stakeholders by creating to-dos 90 or 30 days before an anticipated phase change. This ensures timely
communication and effective planning.

The following image shows the logic of the automation.

Automation: Creating an Action Item on Lifecycle Phase Changes

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:

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 1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Lifecycle phase change.
3. In the Field list, select Lifecycle, then select a lifecycle phase.
4. Optional: To define when the automation should be initiated (before or after the phase change date),
click the Trigger before/after toggle and set the timing in days.
3. Optional: In the If section, specify conditions for the automation: fact sheet category, assigned tags, or
single-select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Users or Fact Sheet subscriptions. Depending on the option you selected,
select specific users or subscription types and roles.
Instead of selecting a fixed list of users, you can use subscriptions from a fixed reference fact sheet of
any type within the workspace. This could be a fact sheet of the organization type or a custom type
representing team or organizational entities. This method minimizes manual maintenance and allows
dynamic assignment. To implement this, in the Assignee(s) list, select Fixed Fact Sheet subscriptions,
select a reference fact sheet, then select subscription types and roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Adding or Removing a Tag on Lifecycle Phase Changes

This automation streamlines responses to lifecycle phase changes by automatically adding or removing tags.
For example, you can automatically add tags such as "End of Life Reached" or "Archive" or remove tags from
a fact sheet once a specific lifecycle phase is reached. This eliminates the need for manual data maintenance
and enhances data quality.

The following image shows the logic of the automation.

Automation: Adding a Tag on Lifecycle Phase Changes

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To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Lifecycle phase change.
3. In the Field list, select Lifecycle, then select a lifecycle phase.
4. Optional: To define when the automation should be initiated (before or after the phase change date),
click the Trigger before/after toggle and set the timing in days.
3. Optional: In the If section, specify conditions for the automation: fact sheet category, assigned tags, or
single-select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, select Add tag, then select a tag to add to fact sheets.
2. If needed, repeat the process to add more actions for adding tags.
5. Save the automation.

Setting a Single-Select Field on Lifecycle Phase Changes

This automation streamlines responses to lifecycle phase changes by automatically setting single-select field
values on fact sheets. For example, you can automatically update a read-only field with the current lifecycle
phase, which enhances visibility of the fact sheet state and simplifies filtering.

Additionally, you can map lifecycle states to other custom fields, such as "inactive" or "active." These single-
select fields can then be used as conditions in other automations.

The following image shows the logic of the automation.

Automation: Setting a Single-Select Field on Lifecycle Phase Changes

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To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Lifecycle phase change.
3. In the Field list, select Lifecycle, then select a lifecycle phase.
4. Optional: To define when the automation should be initiated (before or after the phase change date),
click the Trigger before/after toggle and set the timing in days.
3. Optional: In the If section, specify conditions for the automation: fact sheet category, assigned tags, or
single-select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, select Set field, select a single-select field, then select a value based on the value that
you specified as trigger.
2. If needed, repeat the process to add more actions for setting field values.
5. Save the automation.

Assigning an Action Item to Subscriptions on Quality State Changes

This automation assigns an action item (to-do) to subscribers when the quality state on a fact sheet changes.
This prompts subscribers, such as application and business owners, to review the changes in the audit log and
reapply the quality seal.

The following image shows the logic of the automation.

Automation: Assigning an Action Item to Subscriptions on Quality State Changes

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.

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 2. In the Event list, select Quality State changes to, then select a state (for example, Broken).
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Fact Sheet subscriptions, then select subscription types and, if applicable,
roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Assigning an Action Item to Specific Users on Quality State Changes

When the quality state changes, this automation assigns an action item (to-do) to fixed users, even if they're
not subscribed to a fact sheet. This enables you to ensure that key users, such as enterprise architects or
solution architects, are promptly notified when the quality seal on a mission-critical application is broken.

The following image shows the logic of the automation.

Automation: Assigning an Action Item to Specific Users on Quality State Changes

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Quality State changes to, then select a state (for example, Broken).
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.

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 2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Users, then select users.
Instead of selecting a fixed list of users, you can use subscriptions from a fixed reference fact sheet of
any type within the workspace. This could be a fact sheet of the organization type or a custom type
representing team or organizational entities. This method minimizes manual maintenance and allows
dynamic assignment. To implement this, in the Assignee(s) list, select Fixed Fact Sheet subscriptions,
select a reference fact sheet, then select subscription types and roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Adding a Tag or Setting a Single-Select Field Value on Quality Seal Changes

While the quality state is a standalone field on a fact sheet with various uses, associating a tag (from a
designated single-select tag group with all states as tags) based on quality state changes can unlock additional
opportunities. For example, it enables you to use these values in pie and bar charts with key performance
indicators (KPIs).

Alternatively, you can use a single-select field for quality state changes.

The following image shows the logic of the automation.

Automation: Adding a Tag on Quality Seal Changes

In the following example, we add a tag and set a single-select field value on a fact sheet.

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Quality State changes to, then select a state (for example, Broken).
3. In the If section, specify conditions for the automation:

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 1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, select Add tag, then select a tag to add to fact sheets.
2. Click Add Action, select Set field, select a field, then select the field value to set on fact sheets.
3. If needed, repeat the process to add more actions for tags and fields.
5. Save the automation.
6. Create automations for other quality states as described in this instruction. To streamline the process, you
can copy an automation and make the necessary changes in the configuration.

Creating an Action Item for Subscriptions on Tag Addition or Removal

Tags are important for clustering and categorizing fact sheets. Changes to tags often necessitate actions from
certain users. For example, when an "Eliminate" tag is added to an application, the application owner needs to
follow a specific checklist. This automation assigns an action item (to-do) to fact sheet subscriptions, which
ensures that users are notified and can take appropriate action.

The following image shows the logic of the automation.

Automation: Creating an Action Item for Subscriptions on Tag Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Tag is added or Tag is removed, then select a tag.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.

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4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Fact sheet subscriptions, then select subscription types and, if applicable,
roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Creating an Action Item for Specific Users on Tag Addition or Removal

Tag changes often necessitate user action. For example, when an "Eliminate" tag is added to an application,
enterprise architects should prepare for its retirement. This automation enables you to notify specific users
with an action item (to-do).

The following image shows the logic of the automation.

Automation: Creating an Action Item for Specific Users on Tag Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Tag is added or Tag is removed, then select a tag.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Users, then select users.

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 Instead of selecting a fixed list of users, you can use subscriptions from a fixed reference fact sheet of
any type within the workspace. This could be a fact sheet of the organization type or a custom type
representing team or organizational entities. This method minimizes manual maintenance and allows
dynamic assignment. To implement this, in the Assignee(s) list, select Fixed Fact Sheet subscriptions,
select a reference fact sheet, then select subscription types and roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

Adding a Subscription on Tag Addition or Removal

Certain tags may require higher visibility, such as the "Mission critical" tag on applications. As notifications
about changes to fact sheets are typically sent to subscribers, it's beneficial to assign a primary responsible
party, such as the Security Officer, as a subscriber to those fact sheets. This automation ensures that vital
updates are promptly communicated to the appropriate party.

The following image shows the logic of the automation.

Automation: Adding a Subscription on Tag Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Tag is added or Tag is removed, then select a tag.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.

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4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Add subscription (or Set subscription).
2. In the New Subscriber list, select User, then select a user.
3. Select a subscription type and, if applicable, one or more subscription roles to apply.
4. If needed, repeat the process to add more users.
5. Save the automation.

Conditional Tagging

Tags can sometimes be interdependent. Using triggers on tag addition or removal, especially in combination
with additional conditions, can help maintain data consistency in these scenarios. For example, when a tag
from the "Region" tag group related to GDPR is applied, the "GDPR Relevant" tag can be automatically added.
This automation eliminates the need to assign or remove tags based on other tags.

The following image shows the logic of the automation.

Automation: Adding a Tag on Tag Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Tag is added (or Tag is removed), then select a tag.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, select Add tag (or Remove tag), then select a tag.
2. If needed, repeat the process to add more actions for tags.
5. Save the automation.

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Creating an Action Item for Subscriptions on Subscription Addition or
Removal

Subscriptions play a crucial role in engaging users and collaborating on a fact sheet. Changes to subscriptions
often necessitate action from other users. For example, if an Accountable or Responsible role is added or
removed from an application, other subscribers need to ensure a replacement is found or understand why the
person was removed. To facilitate this, you can create an automation to notify subscribed users with a to-do.

The following image shows the logic of the automation.

Automation: Creating an Action Item for Subscriptions on Subscription Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Subscription is added (or Subscription is removed).
3. Select a subscription type and, if applicable, subscription role.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Fact Sheet subscriptions.
4. Select a subscription type and, if applicable, one or more subscription roles to assign the to-do item to.
5. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

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Creating an Action Item for Fixed Users on Subscription Addition or Removal

Subscription changes often require attention from specific user groups. For example, when an Accountable
user is removed from a fact sheet, it's important for enterprise architects to be informed. You can create an
automation to notify specific users of subscription changes with a to-do.

The following image shows the logic of the automation.

Automation: Creating an Action Item for Fixed Users on Subscription Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Subscription is added (or Subscription is removed).
3. Select a subscription type and, if applicable, subscription role.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Create To-Do: Action Item.
2. Enter a name for the action item and, optionally, a description.
3. In the Assignee(s) list, select Users, then select users to assign the to-do item to.
Instead of selecting a fixed list of users, you can use subscriptions from a fixed reference fact sheet of
any type within the workspace. This could be a fact sheet of the organization type or a custom type
representing team or organizational entities. This method minimizes manual maintenance and allows
dynamic assignment. To implement this, in the Assignee(s) list, select Fixed Fact Sheet subscriptions,
select a reference fact sheet, then select subscription types and roles.
4. In the Due (in days) field, enter the number of days indicating when the to-do item is due.
5. Save the automation.

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Adding a Subscription on Subscription Addition or Removal

Certain subscription changes, especially removals, may require increased visibility, for example, when an
Accountable or Responsible user is removed from applications marked as Mission critical. Since notifications
about fact sheet changes are primarily sent to subscribers, it's beneficial to assign additional users, such as
enterprise architects, as subscribers to these fact sheets. This ensures that subscribed users can monitor the
situation and seek a replacement if necessary.

The following image shows the logic of the automation.

Automation: Adding a Subscription on Subscription Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Subscription is added (or Subscription is removed).
3. Select a subscription type and, if applicable, subscription role.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, then select Add subscription (or Set subscription).
2. In the New Subscriber list, select User, then select a user.
3. Select a subscription type and, if applicable, one or more subscription roles to apply.
4. If needed, repeat the process to add more users.
5. Save the automation.

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Tagging on Subscription Changes

As mentioned earlier, missing or removed subscriptions often require action. A practical way to draw attention
to these fact sheets is by assigning a specific tag (for example, "Application Owner Missing") when a
subscription is removed. This tagging system simplifies the process of filtering for these fact sheets, ensuring
prompt attention.

The following image shows the logic of the automation.

Automation: Adding a Tag on Subscription Addition or Removal

To configure the automation, follow these steps:

1. Enter a name and select an owner for the automation. Optionally, enter a description.
2. In the When section, specify the trigger for the automation:
1. In the Fact Sheet Type list, select a fact sheet type.
2. In the Event list, select Subscription is added (or Subscription is removed).
3. Select a subscription type and, if applicable, subscription role.
3. In the If section, specify conditions for the automation:
1. Include or ignore fact sheets that are updated by technical users.
2. Optional: Add conditions to trigger the automation for: fact sheet category, assigned tags, or single-
select field values.
4. In the Then section, specify the action for the automation:
1. Click Add Action, select Add tag (or Remove tag), then select a tag.
2. If needed, repeat the process to add more actions for tags.
5. Save the automation.

Best Practices and Use Cases for Automations with Webhooks

You can create automations where the action is sending a webhook to a target URL. To learn more, see Sending
a Webhook from an Automation [page 998].

Follow these best practices:

• Before implementing an automation with a webhook, use a test target URL.

• Use an automation platform of your choice or any alternative method to process webhook payloads and
initiate event-based actions. Here are example workflows that you can configure:

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 • Initiating calculations
• Updating fact sheet fields
• Sending notifications to users
• Initiating survey runs
• Creating and updating related fact sheets
• Managing user subscriptions on related fact sheets
• To retrieve and update your workspace data, use SAP LeanIX APIs. For more information, see SAP LeanIX
APIs [page 1895].
• If relevant, add a webhook action to existing automations to get event notifications.

The following examples are basic scenarios that you can use for reference as a starting point. Each use case
includes an action that you should configure in your automation platform. For comprehensive instructions,
refer to the documentation of your automation platform.

Sending Notifications on Quality State Changes

Whenever the Quality State field changes to Approved, notifications are sent to multiple stakeholders so that
they could start the multi-stakeholder review process.

Set up an automation where the triggering event is Quality State changes to and the value is Approved. The
action is to send a webhook to a target URL. On your automation platform, configure a process to receive this
webhook and send a notification to multiple users, such as through the messenger that your organization uses.

Initiating a Survey Run when a Tag is Added

When a specific tag, such as Survey Required, is added to a fact sheet, a survey run is initiated. This can be
useful for automatically gathering feedback or additional information when required.

Set up an automation where the triggering event is Tag is added. The action is sending a webhook to a target
URL. On your automation platform, set up a process to receive this webhook and initiate a survey run. To
initiate a survey run, make a POST request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns

Initiating Calculations on Lifecycle Phase Changes

You can calculate the anticipated resource allocation (such as manpower or financial resources) required for
each application based on its lifecycle phase. For example, applications in the Plan or Phase in phase might
require more resources due to the need for development or implementation, while applications in the Active
phase might require less. Whenever the lifecycle phase changes, you can initiate an automation to calculate
resources required for maintenance or decommissioning.

Create an automation where the triggering event is Lifecycle phase change, then select a specific phase. The
action is to send a webhook to a target URL. On your automation platform, set up a process to receive this
webhook and then calculate the resources required for each phase. Set up the calculation based on your
requirements.

Initiating Calculations on Field Changes

You can set up a custom calculation, such as risk scores, on field changes. Create single-select fields for
assessing risk scores, such as Data Sensitivity and Regulatory Compliance. The Data Sensitivity field could
have options like Low, Medium, and High, and Regulatory Compliance could have options like Compliant,
Partially Compliant, and Non-Compliant. Whenever the values of these fields change, a custom calculation of
risk scores is initiated.

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For example, you might assign a risk score of 1 for Low data sensitivity, 2 for Medium, and 3 for High.
For Regulatory Compliance, Compliant could correspond to a risk score of 1, Partially Compliant to 2, and
Non-Compliant to 3. The total risk score for an application could then be calculated as the sum of these two
scores.

Create an automation where the triggering event is Field changes, then select specific fields and their values.
The action is to send a webhook to a target URL. On your automation platform, set up a process to receive this
webhook and then calculate the risk scores based on specific fields, such as Data Sensitivity and Regulatory
Compliance. For example, if an application's Data Sensitivity changes from Low to High, the webhook would
trigger a recalculation of the risk score, increasing it from 1 to 3. Similarly, if Regulatory Compliance changes
from Compliant to Non-Compliant, the risk score would increase from 1 to 3.

5.3.1.2 Creating an Automation with a Webhook Action

Send webhooks from automations to trigger external workflows.

You can create automations that send a webhook to a target URL, allowing you to trigger external workflows.
For more information, see Creating an Automation with a Webhook Action [page 999].

Step 1: Create an Automation

1. On the Automations page in the administration area, click New Automation.

2. Specify general automation parameters: name, description (optional), and owner.
3. In the When section, specify the trigger for the automation.
4. In the If section, specify conditions for triggering the automation.
5. In the Then section, specify actions for the automation.
1. Click Add Action, then select Send Webhook.
2. In the Webhook Tag field, enter a webhook tag that serves as the automation identifier.
3. If needed, add more actions. Actions are initiated sequentially in the order that you specify.
6. Save the automation.

For detailed information on each configuration parameter, see Creating an Automation [page 997].

Step 2: Create a Webhook

Create a PUSH webhook for the AUTOMATION_TRIGGERED event. You can do it in one of the following ways:

• Option 1: in the Webhooks section of the administration area

• Option 2: through the Webhooks API

To learn more about webhooks, see Webhooks [page 2160].

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Option 1: Create a Webhook in the Administration Area

Create a webhook in the Webhooks section of the administration area. To learn how, see Creating a Webhook
[page 2161].

Specify the following details for the webhook:

• Type: PUSH
• Target URL: Enter a URL for delivering webhook events. To test the automation, you can use a test target
URL first.
• Triggering Events: AUTOMATION_TRIGGERED
• Callback: In the Callback field, enter a callback that contains the webhook tag that you specified in the
automation configuration, as shown in the following code snippet. INSERT_AUTOMATION_WEBHOOK_TAG
is the webhook tag that you specified in the automation configuration. Replace this placeholder with your
value.
JavaScript

var payload = delivery.payload; if (payload.tag ===

'INSERT_AUTOMATION_WEBHOOK_TAG') { delivery.active = true; } else
{ delivery.active = false; }

The tag binds the webhook to the automation that you created in the previous step. If you don’t provide a
callback with a tag, the webhook will be triggered for all automations where the action is Send Webhook.

Option 2: Create a Webhook Subscription Through the API

To create a webhook subscription through the Webhooks API , make a POST request to the following
endpoint:

https://{SUBDOMAIN}.leanix.net/services/webhooks/v1/subscriptions

Replace {SUBDOMAIN} with your value. You can copy your subdomain value from the workspace URL.

Sample request body:

{
"identifier": "Webhook for automation",
"targetUrl": "<your target URL>",
"targetMethod": "POST",
"authorizationHeader": null,
"workspaceId": "<your workspaceId>",
"callback": null,
"tagSets": [
[
"automations",
"AUTOMATION_TRIGGERED",
"INSERT_AUTOMATION_WEBHOOK_TAG"
]
],
"deliveryType": "PUSH",
"ignoreError": false,
"active": true
}

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The table below lists the parameters used in the request body. Modify other parameters as needed.

Parameter Value

targetUrl The target URL for delivering the webhook.

workspaceId The ID of your workspace. To find the ID, go to the API

Tokens section in the administration area and copy the
WorkspaceId value.

tagSets Specify the event type AUTOMATION_TRIGGERED

and the webhook tag you created in
the automation configuration. Replace the place-
holderINSERT_AUTOMATION_WEBHOOK_TAG with your
value.

deliveryType PUSH

Once you've created an automation with a webhook action, you can set up workflows using an automation
platform of your choice or any alternative method. You can use SAP LeanIX APIs to retrieve and update your
workspace data. For more information, see SAP LeanIX APIs [page 1895].

5.3.1.3 Automations with Scripts

Create automations with scripts to update fact sheet fields. Define the script logic in a script editor in SAP
LeanIX.

Overview

To update fact sheet fields, you can create automations that execute custom scripts. Scripts run in a secure
environment in SAP LeanIX, eliminating the need for third-party tools. When a triggering event occurs, an
automation checks the conditions you specify. If all conditions are met, the script runs and updates the
specified fact sheet fields. You can also include other actions in the automation flow in addition to the script.

You define the script logic using JavaScript in a script editor directly in SAP LeanIX. The script editor provides
the following resources to help you create code more efficiently:

• Predefined code snippets for common scenarios

• The IDs of tags configured in your workspace

 Note

You can use both calculations and automations to update fact sheet fields based on your business scenario
and intended usage. To learn when to use each feature, see Calculations and Automations: When to Use
Each Feature [page 1050].

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Technical Details

• The script editor supports JavaScript as per the ECMAScript 2023 (ES2023) specification.
• Supported operations:
• Read: Reading a field value
• Update: Updating a field value
• Delete: Setting a field value to empty
• Target attributes: All fact sheet fields. For some fields, update and delete operations are not supported.
For details, see Limitations for Fields [page 1028].
• Unsupported attributes:
• Relations
• Fields on relations
• Subscriptions
• Fields of type Location

Limitations for Fields

The table below lists the fields for which specific operations are not supported.

Unsupported Operations for Fields

Operation Not Supported for Fields

Update • id
• type
• rev
• level
• completion
• updatedAt
• createdAt

Delete • name

Creating an Automation with a Script

Follow these steps:

1. Start creating an automation by specifying a triggering event and conditions. For details, see Creating an
Automation [page 997].
2. Under Then, select Run Script as an action, then click New Script.

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 Selecting "Run Script" Action in an Automation
3. In the code editor, define the script logic, then save the script.
4. Add more actions to the automation if needed.
5. Save the automation.

 Note

If you copy an action that runs a script, the script remains linked to the original action. The same logic
applies when you create an automation with a script action by copying an existing automation. Any
changes you make to one script affect the other. To edit automations with scripts independently, create a
new script.

Canceling Subsequent Actions in an Automation

You can cancel subsequent actions in an automation by throwing an error. This stops the automation flow and
prevents the execution of all subsequent actions.

throw new Error("cancel automation flow");

Examples

To explore examples for automations where actions involve running a script, see Examples: Automations with
Scripts [page 1030].

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5.3.1.3.1 Examples: Automations with Scripts

Explore examples for automations where actions involve running a script.

Validating the Plan Lifecycle Phase

To ensure the plan lifecycle phase for applications isn't set in the future, create an automation that validates the
date for this phase. If the date is in the future, the automation sets it to the current date. You can also notify fact
sheet subscribers to check other lifecycle dates by sending to-dos.

Automation Parameters
Parameter Configuration Explanation

Trigger (When) • Fact sheet type: Application The automation is triggered by any
changes to the Lifecycle field on appli-
• Event: Field value is changed
cations.
• Field: Lifecycle

Conditions (If) • Technical user: Include or skip ac- The automation validates all specified
conditions.
tions initiated by technical users.
• Optionally, specify other condi-
tions. For example, add specific
tags to trigger the automation only
for fact sheets with those tags.

Actions (Then) Run script: See the sample code pro- If all conditions are met, the automation
vided below. initiates the following actions:

1. The script checks the date of the

Create to-do: action item: Specify the
plan lifecycle phase. If the date is
following:
in the future, it updates the date to
• In the description, note that the the current one.
Plan lifecycle phase of an applica-
2. Responsible fact sheet subscribers
tion cannot be set in the future, so
receive a to-do notification about
it has been updated to the current
the changed lifecycle date, asking
date.
them to verify dates for other ap-
• Choose assignees who'll receive a plication lifecycle phases.
to-do and specify their subscrip-
tion types.
• Set a due date for the to-do.

 Sample Code

export function main() {

const planDateText = data.factSheet?.lifecycle?.plan;
if (!planDateText) throw new Error("cancel automation flow");
const todayText = new Date().toISOString().slice(0, 10); // "YYYY-MM-DD"
if (planDateText > todayText) {
return { lifecycle: { ...data.factSheet.lifecycle, plan: todayText } };
}
throw new Error("cancel automation flow");

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 }

Updating a Lifecycle Phase and Approving the Quality Seal

Ensure that the installation status of applications is in sync with their lifecycle. When the installation status
(custom field) is automatically updated by an integration, a script infers the lifecycle based on the sync date
and sets the quality seal to Draft. An approval to-do is sent to fact sheet subscribers to approve the changes.
Once approved, the quality seal is set to Approved.

Automation Parameters
Parameter Configuration Explanation

Trigger (When) • Fact sheet type: Application The automation is triggered by any
changes to the Installation Status field
• Event: Field value is changed
on applications.
• Field: Installation status (custom
single-select field)
• From and To: Anything

Conditions (If) • Technical user: Include or skip ac- The automation validates all specified
conditions.
tions initiated by technical users.
• Optionally, specify other condi-
tions. For example, add specific
tags to trigger the automation only
for fact sheets with those tags.

Actions (Then) Run script: See the sample code pro- If all conditions are met, the automation
vided below. initiates the following actions:

Set quality state: Draft 1. The script infers lifecycle dates

based on the changes to the In-
stallation Status field and updates
the target lifecycle phase to the
current date.
2. The quality seal is set to Draft.
3. Responsible fact sheet subscribers
receive an approval to-do asking
them to review and approve the
changes.
4. If the changes are approved, the
quality seal is set to Approved.
Otherwise, it’s set to Rejected.

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Parameter Configuration Explanation

Create to-do: approval: Specify the fol-

lowing:

• In the description, note that an ap-

plication's lifecycle phase and date
have changed, and ask fact sheet
subscribers to review and approve
the changes.
• Choose assignees who'll receive a
to-do and specify their subscrip-
tion types.
• Set a due date for the to-do.
• Add an action for when the resolu-
tion status is “Rejected”: set the
quality seal state to Rejected. En-
sure that this state is enabled in
the quality seal configuration.

To learn more about approval to-dos,

see Creating Approval To-Dos [page
1105].

Set quality state: Approved

 Sample Code

// Helper: return "YYYY-MM-DD" (UTC) with optional day offset

const getDate = (offset = 0) => {
const date = new Date();
date.setUTCDate(date.getUTCDate() + offset);
return date.toISOString().slice(0, 10);
};
export function main() {
const status = data.factSheet?.sn_installstatus;
const PHASES = ['plan', 'phaseIn', 'active', 'phaseOut', 'endOfLife'];
const STATUS_TO_PHASE = {
planned: 'plan',
implementing: 'phaseIn',
inProduction: 'active',
eolStarted: 'phaseOut',
retired: 'endOfLife'
};
const targetPhase = STATUS_TO_PHASE[status];
if (!targetPhase) return {};
const targetIdx = PHASES.indexOf(targetPhase);
const today = getDate();
const { currentPhase, upcomingPhase, ...lcDates } =
data.factSheet?.lifecycle ?? {};
const patch = { ...lcDates };
let changed = false;
// normalize target phase date
if (patch[targetPhase] !== today) {
patch[targetPhase] = today;
changed = true;
}
// clear later phases
PHASES.slice(targetIdx + 1).forEach((p) => {

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 if (patch[p]) {
patch[p] = null;
changed = true;
}
});
return changed ? { lifecycle: patch } : {};
}

Syncing Tags with the Current Lifecycle Phases

Sync tags on fact sheets with their current lifecycle phases. For example, when applications enter the active
lifecycle phase, automatically add the tag "Active."

Automation Parameters
Parameter Configuration Explanation

Trigger (When) • Fact sheet type: Application The automation is triggered by any
changes to the Lifecycle field on appli-
• Event: Field value is changed
cations.
• Field: Lifecycle

Conditions (If) • Technical user: Include or skip ac- The automation validates all specified
conditions.
tions initiated by technical users.
• Optionally, specify other condi-
tions. For example, add specific
tags to trigger the automation only
for fact sheets with those tags.

Action (Then) Run script: See the sample code pro- If all conditions are met, the automation
runs a script that adds tags matching
vided below.
the current lifecycle phase to the fact
sheet.

 Sample Code

export function main() {

const fs = data.factSheet || {};
const lc = fs.lifecycle || {};
// Map each lifecycle phase to its tag ID (replace with your actual IDs)
const LIFECYCLE_TAG = {
plan: "b0fd1bef-f1cd-46f8-8536-035fe77e4f12",
phaseIn: "c2bb5a03-466f-41a4-82b4-98ed52cf8eab",
active: "46b60f98-01e7-4635-ae4e-924797add3dd",
phaseOut: "d156f766-9154-4619-bc13-1284292279ab",
endOfLife: "b6b9d244-8a92-420d-815a-fa9e81fca413",
};
const LIFECYCLE_ORDER = ["plan", "phaseIn", "active", "phaseOut",
"endOfLife"];
const lifecycleIds = new Set(Object.values(LIFECYCLE_TAG));
// Normalize today's date as "YYYY-MM-DD" for lexicographic compare
const now = new Date();
const today = `${now.getFullYear()}-${String(now.getMonth() +
1).padStart(2, "0")}-${String(now.getDate()).padStart(2, "0")}`;
// Normalize current tags to a flat array of IDs (supports ["id"] or
[{tagId:"id"}])
const currentTags = Array.isArray(fs.tags) ? fs.tags : [];

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 const currentIds = currentTags
.map(t => (typeof t === "string" ? t : t?.tagId))
.filter(Boolean);
// --- Case A: lifecycle fields ALL empty → remove any lifecycle tags ---
const hasAnyDate = LIFECYCLE_ORDER.some(k => typeof lc[k] === "string" &&
lc[k].length === 10);
const hasPhaseFlag = Boolean(lc.currentPhase || lc.upcomingPhase);
const lifecycleTotallyEmpty = !hasAnyDate && !hasPhaseFlag;
if (lifecycleTotallyEmpty) {
const keptNonLifecycle = currentIds.filter(id => !lifecycleIds.has(id));
const unchanged =
keptNonLifecycle.length === currentIds.length &&
keptNonLifecycle.every((id, i) => id === currentIds[i]);
if (unchanged) throw new Error("cancel automation flow"); // nothing to
remove
return { tags: keptNonLifecycle }; // strip lifecycle tags
}
// --- Case B: determine intended phase (prefer explicit flags, else derive
from dates) ---
let phase = lc.currentPhase ?? lc.upcomingPhase ?? null;
if (!phase) {
// Derive from dates: last phase whose date <= today; fallback to first
phase that has any date
let chosen = null;
for (const key of LIFECYCLE_ORDER) {
const date = lc[key];
if (typeof date === "string" && date.length === 10 && date <= today) {
chosen = key; // keep advancing to the latest reached phase
}
}
if (!chosen) {
chosen = LIFECYCLE_ORDER.find(k => typeof lc[k] === "string" &&
lc[k].length === 10) || null;
}
phase = chosen;
}
if (!phase) throw new Error("cancel automation flow"); // no resolvable
phase
const wantedId = LIFECYCLE_TAG[phase];
if (!wantedId) throw new Error("cancel automation flow"); // unmapped phase
// Current lifecycle-tag IDs present
const existingLifecycleIds = currentIds.filter(id => lifecycleIds.has(id));
// If exactly one lifecycle tag exists and already matches the desired one
→ cancel
if (existingLifecycleIds.length === 1 && existingLifecycleIds[0] ===
wantedId) {
throw new Error("cancel automation flow");
}
// Remove all lifecycle tags, then add the correct one; preserve non-
lifecycle tags' order
const keptNonLifecycle = currentIds.filter(id => !lifecycleIds.has(id));
const next = [wantedId, ...keptNonLifecycle];
// If nothing changed, cancel; else return new tag list
const unchanged =
next.length === currentIds.length &&
next.every((id, i) => id === currentIds[i]);
if (unchanged) throw new Error("cancel automation flow");
return { tags: next };
}

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Updating Lifecycle Phases

Automatically update lifecycle phases according to your organization’s policies. For example, you can set a
minimum timeframe for each phase to 90 days.

Automation Parameters
Parameter Configuration Explanation

Trigger (When) • Fact sheet type: Application The automation is triggered by any
changes to the Lifecycle field on appli-
• Event: Field value is changed
cations.
• Field: Lifecycle

Conditions (If) • Include or skip actions initiated by The automation validates all specified
conditions.
technical users.
• Tags: Include tags for the lifecycle
phase, such as “Org managed life-
cycle.“

Action (Then) Run script: See the sample code pro- If all conditions are met, the automation
runs a script that automatically updates
vided below.
lifecycle phases every 90 days, based
on the organization’s policies.

 Sample Code

export function main() {

// The lifecycle states, in order. Org policy dictates that each state
needs to be 90 days apart.
const ORDER = ['plan', 'phaseIn', 'active', 'phaseOut', 'endOfLife'];
const GAP_DAYS = 90;
// Shortcuts to make dates safe and simple:
const ymd = (date) => date.toISOString().slice(0, 10); // turn a Date into
'YYYY-MM-DD'
const safeDate = (date) => (date ? new Date(date) : null); // read 'YYYY-MM-
DD' (treated as UTC)
const isValid = (date) => date && !isNaN(date.getTime());
const addDaysUTC = (date, n) => {
// add days without time-zone surprises
const result = new Date(Date.UTC(date.getUTCFullYear(),
date.getUTCMonth(), date.getUTCDate()));
result.setUTCDate(result.getUTCDate() + n);
return result;
};
// Pull existing lifecycle dates (if any).
const lc = (data.factSheet && data.factSheet.lifecycle) || {};
const existing = ORDER.map((k) => {
const date = safeDate(lc[k]);
return isValid(date) ? date : null;
});
// If nothing is filled in yet, we can't compute the rest.
const firstSetIndex = existing.findIndex(Boolean);
if (firstSetIndex === -1) return {};
// Prefer "plan" if it’s set; otherwise use the first filled date as the
starting point.
const anchorIndex = existing[0] ? 0 : firstSetIndex;
const anchorDate = existing[anchorIndex];
// Build all dates 90 days apart from the starting point.
const normalized = ORDER.reduce((out, key, i) => {
out[key] = ymd(addDaysUTC(anchorDate, (i - anchorIndex) * GAP_DAYS));
return out;

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 }, {});
// Keep any other lifecycle fields that might exist, but overwrite these
five.
return { lifecycle: { ...lc, ...normalized } };
}

5.3.2 Calculations

Calculations let you populate fact sheet fields based on values from other fields. Use calculation templates for
common scenarios or configure your own to define custom logic.

Overview

Calculations let you populate fact sheet fields based on values from other fields. You can define the calculation
logic using JavaScript code, which runs in a secure environment in SAP LeanIX. When data in any field used for
a calculation changes, the calculation triggers automatically, and the result is written to the target field.

With calculations, you don’t need third-party solutions to host code. However, this feature doesn't affect any
custom code-based calculations that you host on external platforms.

As an admin user, you can manage calculations in the Calculations section of the admin area. Here, you can
activate calculation templates based on common best practices and configure your own calculations to define
custom logic.

Benefits

• Automated data population: Fact sheet fields automatically populate with calculated values based on other
fields.
• Customizable logic: You can use templates or create your own calculations from scratch to define custom
logic.
• Secure execution: Calculations run securely within SAP LeanIX, without involving third-party solutions.

Scope

You can configure calculations for fields on the selected target fact sheet type. This affects all fact sheets of
that type.

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Limitations

• You can have only one active calculation for a specific target field.
• You can use Base fields as source fields, but not as target fields. This means you can read data from these
fields, but you can't write data to them.
• Reading a target field as a source field isn't supported. You can't select a target field and then use the same
field within a calculation to update it. This creates an infinite loop because an update to the target field
triggers the calculation again.

Technical Details

 Note

In calculations, ECMAScript 2024 (ES15) is supported. The import of libraries is not supported.

• Syntax: Start the code with export function main() { and end it with the closing bracket }. Write the
logic for your calculation between the brackets using JavaScript.
• Field keys: Use the technical keys of fact sheet fields in code. You can find them in the meta model
configuration. For more information, see Attribute Key [page 945].
• Checking for empty states in fields: Empty fields may have the value null or undefined if they were
never set. To check for empty fields, we recommend using non-strict operators == or !=. You can use strict
operators !== or === as well, but you'll need to handle both cases of null and undefined separately.
• Output: The function's returned value is written to the specified target fact sheet field. If the code doesn't
return an output, the calculation doesn’t run. To reset a field to an empty value, configure the code to
return null. When a calculation returns undefined, the target field remains unchanged.
• Preventing loops: If activating a calculation creates a potential loop due to cyclic dependencies with other
calculations, the system blocks the activation. You can then only save the calculation.

Supported Attributes

 Caution

To prevent infinite loops in calculations, avoid using these fields in the calculation code: rev, updatedAt,
and the target field. These fields don't appear in the code editor to prevent errors.

The following attributes are supported in calculations:

Supported Attributes
Attribute Details

Fact sheet fields Double To reference fact sheet fields, use

Integer the notation data.fieldName.

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Attribute Details

Multiple Select Do not use notations like

Single Select data['field'+'Name'] or

String
const key = ‘fieldName’;
data[key], or similar variations. In-
External Id
correct notations can prevent calcula-

Base Field, except for the field Level tion triggers from being identified prop-
erly. As a result, the calculations might
 Restriction not execute correctly.

You can use Base fields as input Calculations that read data from at
and not as target fields. least one Date field (String type) run
daily for all target fact sheets at 12:00
AM (midnight) UTC.

Lifecycle To reference a lifecycle field, use the no-

tation
data.lifecycleFieldName.ph
aseName. For example:
data.lifecycle.active. To pre-
vent errors when the lifecycle field is
undefined, exclude those cases (for ex-
ample, by adding if
(data.lifecycle != null)
{...}).

Calculations that read data from at

least one lifecycle field run daily for
all target fact sheets at 12:00 AM (mid-
night) UTC.

Relations To reference relations, use the no-

tation data.relationName. This
returns an array of relations on
the fact sheet of the specified rela-
tion type. You can perform further
operations, such as accessing the
number of related fact sheets with
data.relationName.length.

Use the notation

data.relationName and avoid re-
assigning it to variables. Incorrect nota-
tions can prevent calculation triggers
from being appropriately identified.
This may result in the relation content
not being read.

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Attribute Details

Fields on relations To reference fields on relations, use the

notation
relation.fieldOnRelation of a
relation. For example:
data.relationName[0].field
OnRelation. In many cases, it’s use-
ful to loop through relations with for
(const relation of
data.relationName){ ...
relation.fieldOnRelation .
.. }.

Fields on related fact sheets To reference fields on related fact

sheets, use the notation
relation.factsheet of a relation.
For example, in a calculation for busi-
ness capability fact sheets, you can ac-
cess the
functionalSuitability field on
related applications with
data.relBusinessCapability
ToApplication[0].factsheet
.functionalSuitability.

 Note

For source fields referenced in calculations, you can populate data using any method: manual input or
automated population through integrations. Calculations trigger regardless of the method you use.

Unsupported Attributes

• Special fields: Location and Project Status

• Tags

Calculation Templates

We provide predefined calculation templates based on common best practices. Activate them in your
workspace to automate data population on fact sheets. You can also create your own calculations by
customizing templates.

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  Note

We currently offer a calculation template for the Gartner® TIME assessment. We're working on adding more
templates for common use cases.

Activating a Calculation Template

Follow these steps:

1. In the administration area, go to the Calculations section.

2. Click New Calculation.
3. In the Templates section, find the template you need and click Use Template.

Selecting a Calculation Template

4. On the calculation page, adjust the configuration as needed, then click Save and Activate.

Gartner® TIME Assessment

The Gartner® TIME framework is a methodology used to strategically manage and optimize an organization's
application portfolio. The acronym TIME stands for Tolerate, Invest, Migrate, and Eliminate. The purpose of
the framework is to guide decisions on which applications to maintain, invest in, migrate to new technologies,
or phase out altogether. By categorizing applications into these four groups, organizations can ensure that
their portfolio aligns with business objectives and technological advancements, while making efficient use of
resources. For more information, see Gartner® TIME Framework [page 495].

The Gartner® TIME assessment calculation is configured for application fact sheets. Once the Functional Fit and
Technical Fit values are updated on a fact sheet, the TIME Classification field is populated automatically. The
following table shows the logic of the Gartner® TIME assessment calculation.

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Functional Fit Technical Fit TIME Classification

Unreasonable or Insufficient Fully Appropriate or Adequate Tolerate

Appropriate or Perfect Fully Appropriate or Adequate Invest

Appropriate or Perfect Unreasonable or Inappropriate Migrate

Unreasonable or Insufficient Unreasonable or Inappropriate Eliminate

Custom Calculations

You can configure your own calculations to define custom logic tailored to your needs. You can use calculation
templates or start from scratch. To view code samples for typical use cases, see Calculation Examples [page
1044].

Configuring a Custom Calculation

Follow these steps:

1. In the administration area, go to the Calculations section.

2. Click New Calculation.
3. In the Other section, on the Create from Scratch tile, click Create. Alternatively, you can create a calculation
from a template.

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 Creating a Custom Calculation from Scratch
4. Configure the calculation:
1. Enter a name and, optionally, a description for the calculation.
2. Select a target fact sheet type and field.
3. Enter JavaScript code to define the calculation logic. For more information, see Technical Details [page
1037].
5. Test the calculation to ensure it works as expected. For details, see Testing a Calculation [page 1042].
6. Save the calculation as a draft or activate it immediately after saving.

Testing a Calculation

To test a calculation on specific fact sheets without updating the actual data, follow these steps:

1. On the calculation page, click Test Run.

2. In the modal that appears, find the fact sheet you want to test, then click Request Run (arrow icon) on the
right.

The status and output update based on the test run. You can perform test runs on multiple fact sheets. If test
runs are successful, you can activate and run the calculation. If a calculation fails on some fact sheets, check
the output and adjust the code accordingly.

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 Testing a Calculation

Managing Calculations

You can manage calculations in the Calculations section of the administration area. Here, you can:

• Activate calculations: To activate a calculation saved as a draft earlier, on the calculation page, click Save
and Activate.
• Deactivate calculations: To deactivate an active calculation, in the upper-right corner of the calculation
page, click the three-dot icon > Disable.
• Delete calculations: Proceed with caution as this action cannot be undone. You may want to deactivate
calculations instead. To delete a calculation, in the upper-right corner of the calculation page, click the
three-dot icon > Delete.

Error Log

On the Error Log tab of the Calculations page, you can view the history and details of failed calculation
executions. Use the search field and apply filters to find the records you need.

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  Tip

You can monitor the status and last run time for each calculation on the calculations overview page. To view
data changes triggered by calculations on a fact sheet, go to the Last update tab on the fact sheet page.

Processing Time

Calculations aren't processed instantly. The processing time depends on the number of targeted fact sheets.
Calculation cards display the number of fact sheets currently in the queue.

• Large queues: For queues with more than 100,000 fact sheets, processing can take significantly longer,
potentially extending up to several hours. In extreme cases, processing may take up to 24 hours.
• New calculations: When you create and activate a new calculation, it triggers a recalculation for all
targeted fact sheets and their relations, which can result in longer processing times. If you need to
recalculate a field on a specific fact sheet, update the needed fields on that fact sheet. This approach
can lead to faster processing times as the recalculation is limited to the specific fact sheet rather than all
targeted fact sheets and their relations.

Number of Fact Sheets in the Queue on a Calculation Card

Examples

To explore JavaScript code samples for common use cases, see Calculation Examples [page 1044].

5.3.2.1 Calculation Examples

JavaScript code samples for common calculation use cases.

 Note

The following examples are for illustrative purposes only. These are not SAP LeanIX best practices or
recommendations. Use them as a reference to create calculations tailored to your needs.

To learn how to get started with calculations, see Calculations [page 1036].

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Calculating the Sum of Budget Fields

This calculation determines the total budget for initiative fact sheets by summing the values of CapEx (Budget)
and OpEx (Budget). The function first checks if both budgetCapEx and budgetOpEx values are defined. If
both values are present, it computes their sum and returns the total budget (totalBudget). If either value is
missing, the function returns null, and the target field is set to empty.

 Sample Code

export function main() {

if (data.budgetCapEx == null || data.budgetOpEx == null) {
return null;
}
const totalBudget = data.budgetCapEx + data.budgetOpEx;
return totalBudget;
}

Calculating a Weighted Technical Fit Score

This calculation determines a weighted technical fit score (custom field) for IT component fact sheets based
on their stability, maintainability, and security ratings. It defines a scoring object that maps qualitative ratings
(best, aboveAverage, average, belowAverage, and worst) to numeric scores and a weighting object
that assigns weights to each of these criteria.

The function first checks if a fact sheet contains valid ratings for custom fields stability,
maintainability, and security. If all ratings are present, it calculates a weighted average score by
summing the products of each rating's score and its corresponding weight, then dividing by the total of the
weights. If any of the ratings are missing, the function returns null, and the target field is set to empty.

 Sample Code

export function main() {

if (data.stability == null || data.maintainability == null ||
data.security == null) {
return null;
}

const scoring = {
best: 100,
aboveAverage: 75,
average: 50,
belowAverage: 25,
worst: 0,
};
const weighting = {
stability: 1,
maintainability: 1,
security: 2
};
const totalWeights = weighting["stability"] +
weighting["maintainability"] + weighting["security"];
const technicalFitScore = (weighting["stability"]
* scoring[data.stability] + weighting["maintainability"]
* scoring[data.maintainability] + weighting["security"] *
scoring[data.security])/totalWeights;

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 return technicalFitScore;
}

Calculating a Maturity Gap

This calculation determines and categorizes a maturity gap by comparing the target maturity level with the
current maturity level of a fact sheet. The main function first defines a scoring object that maps maturity
levels (ranging from adhoc to optimized) to numerical scores (from 1 to 5). It then initializes a variable
maturityGapScore to 0.

If both the targetMaturity and currentMaturity fields contain values, the function calculates the
maturityGapScore by subtracting the score of the current maturity level from the score of the target
maturity level. If either field is empty, the function returns null, and the target field is set to empty.

Once the maturityGapScore is calculated, the function categorizes it into different levels based on its value:
from none to veryHigh. This categorization helps you understand the extent of the gap between the current
and target maturity levels.

 Sample Code

export function main() {

if (data.targetMaturity == null || data.currentMaturity == null) {
return null;
}
const scoring = {
optimized: 5,
managed: 4,
defined: 3,
repeatable: 2,
adhoc: 1,
};
const maturityGapScore = scoring[data.targetMaturity] -
scoring[data.currentMaturity];

if (maturityGapScore <= 0) {
return 'none'
};
if (maturityGapScore === 1) {
return 'low'
};
if (maturityGapScore === 2) {
return 'medium'
}
if (maturityGapScore === 3) {
return 'high'
}
if (maturityGapScore === 4) {
return 'veryHigh'
}
}

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Creating a URL from a String

This calculation generates a URL by concatenating a base URL with an external identifier (externalId) from
a fact sheet. The function starts by defining a baseUrl constant https://www.external-system.com/. It
then checks if a fact sheet contains a valid externalId. If an externalId exists, the function concatenates
the baseUrl with the externalId to create the complete URL and returns it. If the externalId is explicitly
set to null, the function returns null, and the target field is set to empty.

 Sample Code

export function main() {

if (data.externalId == null) {
return null;
}
const baseUrl = "https://www.external-system.com/";
const url = baseUrl.concat(data.externalId);
return url;
}

Calculating the Total Number of Users from Fields on Relations

This calculation determines the total number of users associated with an application by summing
up the number of users from relations to organizations. numberOfUsers is a field on the
relApplicationToOrganization relation.

The function starts by initializing a variable, sumOfUsers, to zero to store the total user count. It then iterates
over each relation between an application and organization through the relApplicationToOrganization
relation to capture the number of users. The function returns the total number of users and writes it to the
target field.

 Sample Code

export function main() {

let sumOfUsers = 0;
for (const org of data.relApplicationToOrganization) {
if (org.numberOfUsers != null) {
sumOfUsers += org.numberOfUsers;
}
}
return sumOfUsers;
}

Calculating the Total Number of Interfaces from Relations

This calculation determines the total number of interfaces associated with an application, including both
provided and consumed interfaces. The function starts by retrieving the lengths of two data arrays from a
fact sheet. The first array, data.relConsumerApplicationToInterface, contains the count of interfaces
that applications consume, derived from relations between consumer applications and interfaces. The second

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array, data.relProviderApplicationToInterface, includes the count of interfaces that applications
provide, derived from relations between provider applications and interfaces. By adding these values, the
function returns the total number of interfaces linked to applications and writes it to the target field.

 Sample Code

export function main() {

const numberConsumedInterfaces =
data.relConsumerApplicationToInterface.length;
const numberProvidedInterfaces =
data.relProviderApplicationToInterface.length;
return numberConsumedInterfaces + numberProvidedInterfaces;
}

Calculating the Cost of Business Capabilities from Related Applications

This calculation determines the cost of business capability fact sheets by summing up the total cost of
ownership (TCO) of all related applications. For each related application, if the TCO (lixApplicationTCO) is
not null, its value is added to the cumulative cost. The function then returns the final total cost.

 Sample Code

export function main() {

let cost = 0;
for (const app of data.relBusinessCapabilityToApplication) {
if (app.factSheet.lixApplicationTCO != null) {
cost += app.factSheet.lixApplicationTCO;
}
}
return cost;
}

Calculating the Maturity of Business Capabilities from Child Fact Sheets

This calculation determines the maturity of a parent business capability by identifying the lowest maturity level
among its child fact sheets.

 Sample Code

export function main() {

const scoring = {
adhoc: 1,
repeatable: 2,
defined: 3,
managed: 4,
optimized: 5,
};
let maturityScore = 6;
for (const child of data.relToChild) {
if (child.factSheet.currentMaturity != null) {
if (scoring[child.factSheet.currentMaturity] < maturityScore) {
maturityScore = scoring[child.factSheet.currentMaturity];

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 }
}
}
switch (maturityScore) {
case 1:
return "adhoc";
case 2:
return "repeatable";
case 3:
return "defined";
case 4:
return "managed";
case 5:
return "optimized";
}
}

Calculating the Cost of Business Capabilities from Related Applications

Using Lifecycle Fields

This calculation determines the total cost of business capabilities by iterating through related applications. It
checks if each application is in the active lifecycle phase. If it is, its total cost of ownership (TCO) is added to
the total cost.

 Sample Code

export function main() {

let cost = 0;
for (const app of data.relBusinessCapabilityToApplication) {
if (!app.factSheet.lifecycle) {
return;
}
// check the current phase if active, then count in the cost for it
if (app.factSheet.lifecycle.currentPhase === 'active') {
cost += app.factSheet.lxApplicationTCO;
}
}
return cost;
}

This calculation also determines the cost of business capabilities. It includes an additional check for
application's active date. The function verifies if the active date is less than or equal to the current date. If it
is, the function adds the application's TCO to the total cost.

 Sample Code

export function main() {

let cost = 0;
for (const app of data.relBusinessCapabilityToApplication) {
if (!app.factSheet.lifecycle || !app.factSheet.lifecycle.active) {
return;
}
// check if app active, then count in the cost for it
if (new Date(app.factSheet.lifecycle.active) <= new Date()) {
cost += app.factSheet.lxApplicationTCO;
}
}

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 return cost;
}

Related Resources

• For application total cost of ownership, there more example calculations available, see Advanced Cost
Management with Customized Configurations [page 740]

5.3.3 Calculations and Automations: When to Use Each

Feature

Discover best practices for using calculations and automations.

Overview

Both calculations and automations let you automate workflows related to fact sheets, eliminating the need for
manual updates. However, these two features differ in scope and intended usage.

• Calculations let you update a target fact sheet field using a formula defined in a script. The target field
is displayed as read-only, preventing manual updates. You can think of a calculation like a formula in a
spreadsheet cell. Consider calculations as automated support for changes in fact sheet data at the meta
model level. Learn more in Calculations [page 1036].
• Automations enable you to perform a wide range of actions that automatically initiate based on fact sheet
updates and defined conditions. Target fact sheet fields are not displayed as read-only, allowing manual
updates. Consider automations as logical rules that support dynamic, complex scenarios beyond the meta
model level. Learn more in Automations [page 991].

When choosing a feature for your scenario, consider the best practices and recommendations covered in this
guide.

 Note

For complex scenarios, use both calculations and automations in combination.

Feature Comparison

The table below lists the key differences between calculations and automations.

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Feature Comparison: Calculations and Automations
Criteria Calculations Automations

Intended usage Automatically updates a target fact Performs one or more actions based on
sheet field using script logic. fact sheet updates and conditions.

Required knowledge Basic understanding of JavaScript • Automations with scripts: basic

understanding of JavaScript
• Automations with other actions: no
specific knowledge is required

The target fact sheet field can be edited No (it’s displayed as read-only) Yes
manually

Triggers You define logic in a script. Supported You define a trigger that initiates an au-
attributes: tomation:

• Fact sheet fields • A fact sheet is created

• Relations • A field value is changed
• Fields on relations • A lifecycle phase is reached
• Fields on related fact sheets • A quality state is changed

For details, see Supported Attributes

• A subscription is added or re-
moved
[page 1037].
• A tag is added or removed

For details, see Triggers [page 992].

Conditions You define logic in a script. Supported You define one or more optional condi-
attributes: tions that are validated before initiating
an action:
• Fact sheet fields
• Relations • Actions performed by technical

• Fields on relations users

• Fields on related fact sheets • Fact sheet subtype

• Tags
For details, see Supported Attributes
[page 1037].
• Field values

For details, see Conditions [page 994].

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Criteria Calculations Automations

Actions Updating a target fact sheet field. Multi- You define one or more actions that are
ple actions are not supported.
executed sequentially if all conditions
are met:

• Creating a to-do (action item or

approval)
• Setting a fact sheet field
• Setting a quality seal’s state
• Adding or setting a subscription
• Adding or removing a tag
• Sending a webhook
• Sending an email
• Running a script

For details, see Actions [page 995].

Monthly automation quota None • Demo and sandbox workspaces:

up to 10,000 automations a month
• Production workspaces: based on
application limit

To view the limit and quota of auto-

mations used in the current month,
navigate to the Statistics tab on the
Automations page.

Choosing a Feature for Updating Fact Sheet Fields

You can use both calculations and automations for updating fact sheet fields.

• Use calculations to:

• Update a target fact sheet field automatically.
• Prevent manual updates to the field (it will be displayed as read-only).
• Use automations to:
• Define rules for updating one or more fact sheet fields.
• Include additional actions in a workflow.
• Allow manual updates of target fields.

Examples

The table below lists common scenarios and the recommended feature for each.

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Example Scenarios and Recommended Features
Scenario Recommended Feature Explanation

Populate the TIME Classification field on Calculations Activate a predefined calculation tem-
applications based on updates to the plate for TIME classification. To learn
Functional Fit or Technical Fit fields more about templates, see Calculation
Templates [page 1039].

Cost aggregation: calculate an applica- Calculations Define custom logic to aggregate costs
tion’s total cost by summing up costs from multiple fields. You can also in-
from other fields clude additional operations, such as us-
ing weights or values from related fact
sheets, which allows for more complex
scenarios.

Add a tag when a subscription is re- Automations Calculations don't support tags. Create
moved
an automation with the following pa-
rameters:

• Trigger: Subscription removed

• Action: Add a tag

Send email notifications for applica- Automations Calculations don’t support sending
tions entering the End of Life lifecycle
emails. Create an automation with the
phase
following parameters:

• Trigger: Lifecycle phase reached

• Action: Send an email

Calculate a technical risk score and Calculations and automations Use both features:
send an email if the score is above the
specified value 1. Create a calculation to calculate a
risk score and write it to a target
field.
2. Create an automation where the
trigger is a field value for the tech-
nical risk score and the action is
sending an email.

5.3.4 Export

Export your workspace data and view the export history.

In the Export section of the administration area, you can export your workspace data to an XLSX file and view
the export history.

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Exporting Workspace Data

The following export options are available:

• Full Snapshot: Full snapshot of the workspace data that includes information from all active fact sheets, as
well as information about related objects such as relations, tag groups, tags, resources (also referred to as
documents), and comments. The snapshot doesn't include archived fact sheets.
• Changelog: Data-related changes made to the workspace within a specified timeframe. The default
timeframe is 30 days. On the fact sheet details page, the changelog appears on the Last Update tab.
• Archive: Full snapshot of the archived workspace data that includes information from all archived fact
sheets, as well as information about related objects such as relations, tag groups, tags, resources (also
referred to as documents), and comments. You can use this export option to view archived fact sheets
before they are deleted at the end of the retention period. For more information, see Archiving, Deleting
and Recovering Fact Sheets [page 660].

 Note

If your organization uses security email checkers, they might delete export snapshots before you open the
email with the download link. To avoid this, stay on the export page in your workspace and wait for the file to
download directly through your browser.

Viewing the Export History

You can view the history of exports on the following tabs:

• User Exports: Exports of the inventory data.

• Admin Exports: Exports of the workspace data.

Automating Exports

You can export workspace snapshots programmatically through the API. To streamline the process of exporting
snapshots, you can implement an automation that runs on a predefined schedule. To learn more, see Exporting
Workspace Snapshots [page 1878].

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5.3.5 KPIs

View predefined key performance indicators (KPIs) and create custom ones. Add KPIs to your dashboards.

Overview

Key performance indicators (KPIs) are calculated using your workspace data. They help you measure and
evaluate various metrics related to your workspace. Predefined KPIs appear on predefined dashboards. You
can create custom KPIs either from scratch or by modifying predefined ones. You can add both custom and
predefined KPIs to your dashboards.

The following predefined dashboards display KPIs:

• Application Portfolio Management Dashboard

• Application Rationalization Dashboard
• Obsolescence Risk Dashboard

Admin users manage KPIs in the KPIs section of the administration area.

KPI Details

KPI details include the following:

• Name
• Description
• Filter (to describe on which fact sheets to aggregate data)
• Aggregation or calculation rule

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 Editing a KPI

The initial calculation of a specified KPI initially happens upon its creation (which may take from a few seconds
up to a few minutes). The KPIs are then calculated on a nightly basis, allowing for trend analysis and visual
representation of the historical values.

 Note

KPI History: Historical values of a KPI are not calculated or recalculated. This also means, if you are
changing the calculation rule for an existing KPI, the historical values may no longer be comparable to the
new calculations. Consider creating a new KPI instead.

 Caution

Lifecycle Filter: A custom KPI with a lifecycle filter uses a relative date, e.g., today, but it points to a
hard-coded date.

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Creating a KPI

To configure KPIs, navigate to the KPIs section in the administration area. Here, you can view all defined KPIs
for the workspace. The list of KPIs includes the following:

• Predefined KPIs
• Custom KPIs configured by admin users

To create a new KPI, on the KPIs page, click New KPI. On the page that appears, enter a name and description
for the KPI, then set a filter and a calculation rule. This can be done in two modes:

• Simple configuration (using an Inventory filter and having only counts of Fact Sheets for aggregation in that
filter). You can configure simple KPIs without coding experience by selecting the appropriate filter.
• Advanced configuration that requires JSON code. To learn more, see Advanced Mode for Configurable KPIs
[page 1059].

 Note

Advanced configuration for KPIs is only available in workspaces created before April, 2024.

Showing a KPI on a Dashboard

To display your new KPI within a dashboard, a dedicated dashboard panel is available. To show a KPI on a
dashboard, follow these steps:

1. On either a new dashboard or a dashboard that you are allowed to edit, select a panel named KPI Panel and
drag it to the dashboard.

2. In the dialog that appears, configure the panel by specifying the following details:
• Panel title
• Main KPI (the KPI that will be shown on top of the panel, including a preview of the history)
• Other KPIs

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3. Save the changes.

The following image shows an example KPI panel on a dashboard.

Simple KPIs

In simple KPIs, a regular inventory filter for fact sheets is used. The only available aggregation is Count.

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  Note

Lifecycle filters with "point of time" set to "End of Month" or "End of Year" will be saved with the point of
time hardcoded to the respective date at the time of KPI creation for technical reasons.

Example: A KPI is created on March 15 with a filter for Applications which are in lifecycle phase "Active" at
the end of the month. The KPI will be saved with the fixed date March 31 for the lifecycle filter, which is the
"End of Month" at the time of KPI creation. In April, the KPI will still be calculated based on the Fact Sheets
which were active on March 31, not on April 30.

Note that this restriction does not apply to Today filters. Lifecycle filters with "point of time" set to "Today"
will be evaluated for the date of KPI calculation each night.

5.3.5.1 Advanced Mode for Configurable KPIs

Configure complex filters and calculations for KPIs using JSON.

 Note

Advanced configuration for KPIs is only available in workspaces created before April, 2024.

Tutorial

 Note

The current KPI query format will be superseded by Facet Filters.

At the moment, Facet Filters do not support all functionalities needed to define a KPI. To make Configurable
KPIs available now, KPI definitions use a custom JSON format. Facet Filters are planned to support KPIs in
the future and will replace the custom JSON format.

If you want to create a KPI that cannot be defined in simple mode, you can switch to advanced mode. In
advanced mode you can define a KPI using JSON format as shown in the image below.

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A KPI can have one of three types:

1. Simple KPI
• Computes one aggregated value over a list of filtered Fact Sheets.
2. Percentage KPI
• Computes a value over a list of filtered Fact Sheets and a totalValue over a superset of Fact Sheets,
e.g., the number of Applications with a valid Quality Seal and the number of all Applications.
3. Group-By KPI
• Custom Group-By KPIs are currently not supported

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Simple KPI

For a simple KPI, you only need to define a filter [page 1065]:

{
"filters":[
{
"type":"factSheetType",
"types":[
"Application"
]
}
]
}

A KPI with this definition returns the number of Fact Sheets with type Application in your workspace.

You can add another filter to get the number of Applications that are currently active:

{
"filters":[
{
"type":"factSheetType",
"types":[
"Application"
]
},
{
"type":"equals",
"fieldName":"lifecycle",
"fieldValue":"active",
"path":"$.currentPhase"
}
]
}

If you would rather not count active Applications but all Applications that are not end of life, you can combine a
none filter with an equals filter:

{
"filters":[
{
"type":"factSheetType",
"types":[
"Application"
]
},
{
"type":"none",
"filters":[
{
"type":"equals",
"fieldName":"lifecycle",
"fieldValue":"endOfLife",
"path":"$.currentPhase"
}
]
}
]
}

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  Tip

Predefined KPIs: You don't have to reinvent the wheel: SAP LeanIX provides users already with more
than 50 KPI definitions that can be looked up in the workspace to understand the definition in the
advanced JSON configuration, ready to be copied, modified and reused for the specific requirements of
your organization.

More Aggregations

Until now, all we did was count the number of Fact Sheets that match a specific filter, but you can also use
other aggregations like sum or average. All available aggregations are listed here [page 1066].

If you don't provide a specific aggregation, a KPI default to the count aggregation. You can define this explicitly
like this:

{
"filters":[
"..."
],
"aggregations":[
{
"name":"value",
"operation":{
"type":"count"
}
}
]
}

The count operation is also special as it does not need an aggregatedField. Other operations like average
need to specify the aggregatedField. The aggregated field must be a numeric field on the Fact Sheet.

{
"filters":[
"..."
],
"aggregations":[
{
"name":"avg",
"operation":{
"type":"avg"
},
"aggregatedField":"cost"
}
]
}

This aggregation yields the average cost over all filtered Fact Sheets. A simple KPI expects exactly one
aggregation.

 Caution

Because of technical limitations you can not currently aggregate on tags or tag groups.

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Aggregations on complex Fields

If you want to compute for example the average completion score over all Applications, aggregations are not
powerful enough. This is because the completionScore field on a Fact Sheet is not a simple numeric field,
but an object, that holds the completion score for the complete Fact Sheet as well as scores for the different
subsections.

To average the completion score, you need to use the fields [page 1067] key in the KPI definition. fields can
be used to define virtual Fact Sheet fields. For the completion score, we specify the base field we want to use
(completionScore) and the path key pointing to the numeric value that should be used in the virtual field.

{
"filters":[
"..."
],
"fields":[
{
"name":"fsCompletion",
"factSheetType":"Application",
"definedAs":{
"type":"field",
"field":"completionScore",
"path":"$.completion"
}
}
]
}

Now we can define an aggregation on the virtual field fsCompletion.

{
"filters":[
"..."
],
"fields":[
{
"name":"fsCompletion",
"factSheetType":"Application",
"definedAs":{
"type":"field",
"field":"completionScore",
"path":"$.completion"
}
}
],
"aggregations":[
{
"name":"avg",
"operation":{
"type":"avg"
},
"aggregatedField":"fsCompletion"
}
]
}

Percentage KPI

Percentage KPIs compute two values, which are used as nominator and denominator to calculate a percentage.

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Next to filters the KPI definition also needs totalFilter, which defines the list of Fact Sheets used for
calculating the denominator.

{
"filters":[
{
"type":"factSheetType",
"types":[
"Application"
]
},
{
"type":"none",
"filters":[
{
"type":"equals",
"fieldName":"lifecycle",
"fieldValue":"endOfLife",
"path":"$.currentPhase"
}
]
},
{
"type":"none",
"filters":[
{
"type":"equals",
"fieldName":"lxState",
"fieldValue":"DRAFT"
},
{
"type":"equals",
"fieldName":"lxState",
"fieldValue":"REJECTED"
}
]
},
{
"type":"none",
"filters":[
{
"type":"equals",
"fieldName":"technicalSuitability"
}
]
}
],
"totalFilter":[
{
"type":"factSheetType",
"types":[
"Application"
]
},
{
"type":"none",
"filters":[
{
"type":"equals",
"fieldName":"lifecycle",
"fieldValue":"endOfLife",
"path":"$.currentPhase"
}
]
}
]
}

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If you define an aggregation, it is used for the nominator and the denominator.

Reference

Base Structure

KPI {
filters: Filter[],
totalFilter: Filter[],
fields: Field[],
aggregations: Aggregation[],
attributes: Attribute[]
}

Filters

Filter = FactSheetTypeFilter | ForAnyRelationFilter |

ForAnyConstrainingRelation| ForFactSheetFilter | MatchesFilter | EqualsFilter
| ContainsFilter | AllFilter | NoneFilter | AnyFilter | FullTextFilter |
PathfinderFacetFilter;
FactSheetTypeFilter {
type: "factSheetType"
types: string[]
}
ForAnyRelationFilter {
type: "forAnyRelation"
relation: string
excludeTransitiveRelations: boolean = false
filters: Filter[]
}
ForAnyConstrainingRelationFilter {
type: "forAnyConstrainingRelation"
filters: Filter[]
}
ForFactSheetFilter {
type: "forFactSheet"
direction: "FROM" | "TO"
filters: Filter[]
}
LessThanFilter {
type: "less"
fieldValue: Object
fieldName: string
path?: string
}
LessOrEqualFilter {
type: "lessEqual"
fieldValue: Object
fieldName: string
path?: string
}
GreaterThanFilter {
type: "greater"
fieldValue: Object

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 fieldName: string
path?: string
}
GreaterOrEqualFilter {
type: "greaterEqual"
fieldValue: Object
fieldName: string
path?: string
}
FacetFilter {
facetKey: string
keys: string[]
}
EqualsFilter {
type: "equals"
fieldValue: Object
fieldName: string
path?: string
}
MatchesFilter {
type: "matches"
fieldValue: Object
fieldName: string
path?: string
}
ContainsFilter {
type: "contains"
fieldValue: Object
fieldName: string
path?: string
}
InFilter {
type: "in"
fieldName: string
fieldValue: Object[]
path?: string
}
AllFilter {
type: "all"
filters: Filter[]
}
AnyFilter {
type: "any"
filters: Filter[]
}
NoneFilter {
type: "none"
filters: Filter[]
}

Aggregations

Aggregation {
name: "someAggregation",
operation: Operation,
aggregatedField: "someField",
groupBy: "someOtherField",
}

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Operations

Operation = Count | Sum | Min | Max | Avg

Count {
type: 'count'
}
Sum {
type: 'sum'
}
Min {
type: 'min'
}
Max {
type: 'max'
}
Avg {
type: 'avg'
}

Fields

Field {
name: "someName",
factSheetType: "Application",
definedAs: Path
}

Attributes

Attribute = FactSheetFieldAttribute | RelationFieldAttribute |

RelatedFactSheetFieldAttribute | PathAttribute
enum AttributeType {
Field = "field",
RelationField = "relationField",
TargetField = "targetField"
Path = "path"
}
FactSheetFieldAttribute {
name: string
type: AttributeType.Field,
field: string
}
RelationFieldAttribute {
name: string
type: AttributeType.RelationField,
relation: string,
field: string
}
TargetFactSheetFieldAttribute {
name: string
type: AttributeType.TargetField,
relation: string,
field: string
}
PathAttribute {

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 name: string
type: AttributeType.Path,
path: Path
}

Paths

Path = FieldPath | RelationPath | FactSheetPath | ConstrainingRelationPath |

PathsPath | AggregationPath
FieldPath {
type: 'field',
field: string
}
RelationPath {
type: 'relation',
relation: string,
path: Path,
filter: Filter,
excludeTransitiveRelations: boolean = true
}
FactSheetPath {
type: 'factsheet',
path: Path
}
ConstrainingRelationPath {
type: 'constrainingRelation',
path: Path
}
PathsPath {
type: 'paths',
paths: {
[name: string]: Path
}
}
AggregationPath {
type: 'aggregation',
operation: Operation,
path: Path
}

Special Paths

Lifecycle

• • $.phases.<phase>
• $.duration.<phase> (number of days from the start of the until the start of the next phase, or null if
indefinite)

The following take the current date into account:

• $.currentPhase Current Lifecycle phase

• $.durationOfCurrentPhase Duration of current Lifecycle phase
• $.sinceStart.<phase> number of days from the start of the until the pointOfView date, or null if that
date lies outside the phase

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• $.sinceStartOfCurrentPhase Days since the start of the current Lifecycle phase

Subscriptions

• $.type
• $.userId
• $.linkedRoles.roleId

Location

• $.rawAddress
• $.latitude
• $.longitude
• $.geoCity
• $.geoCountryCode
• $.geoCountry
• $.geoAddress
• $.geoStreet
• $.geoHouseNumber
• $.geoPostalCode

ExternalID

• $.externalId
• $.comment
• $.status
• $.externalUrl
• $.externalVersion

5.3.6 Metrics

Metrics help you to display KPIs and their development over time in the context of the right Fact Sheet.

 Tip

Metrics V2: This page documents V2 of the Metrics Service. If you used Metrics V1 in the past, you will
notice that the API is more explicit than in V1.

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 In case you have existing scripts or processes based on Metrics V1, we've got you covered - all Metrics V1
URLs will keep working and behave just as before.

Overview

With metrics, you can store time series data in SAP LeanIX and create interactive charts to display the data.
In addition the data can be linked to Fact Sheets, presented on the Dashboard or be displayed within the
"Reports" area.

 Remember

Metrics are not standard reports but a way to create charts and visuals from your data.

To navigate to metrics, in the administration area, go to the Metrics section.

Metrics Page in the Administration Area

Creating a Chart

Once you've imported data points through the API, the measurement appears in your workspace. Now you can
create a chart and define other parameters.

To create a chart, follow these steps:

1. On the Metrics page, on the measurement for which you want to create a chart, click the plus icon. You land
on the page for creating a chart.
2. On the Chart tab, specify general chart parameters.
3. To add a data series to a chart, navigate to the Series tab and specify the required parameters. The field
name corresponds to the key fields in the measure JSON object. You can add multiple series to a chart.

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 Creating a Chart for a Measurement
4. To preview data on the chart, click Preview.
5. Click Save.

The chart is saved. You can view, clone, or delete charts.

Developer Resources

Definitions

Key Definition

Schema (V1 name: "measurement") Schemas contain data points stored over time, which are
related to the same topic. The schema defines which Metrics
(numeric attributes) and Dimensions (string attributes to
filter in charts) exist in points.

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Key Definition

Point Each data-point is stored for a specific moment (timestamp)

and has one or more values for that instant of time. The
values are stored in Metric attributes.

Metric attributes (V1 name: "fields") Each data-point stores has one or more Metrics, which con-
tain numeric values that have been collected for the instant
of time associated with the data point. When creating a chart
the values of the fields can be displayed as a series. For that
different aggregation functions are available such as COUNT
or SUM.

Dimension attributes (V1 name: "tags") Furthermore a data-point has Dimension attributes, consist-
ing of a key and a value. The Dimensions further describe a
data point and enable to filter for certain data points when
displaying a chart for different contexts.

Importing a Metric

To import your first metric, go to the OpenAPI Explorer . To navigate to the OpenAPI Explorer from your
workspace, on the navigation bar, select About SAP LeanIX on the Help menu (question mark icon), then select
Browse API.

You need to generate an API Token by using the Technical User [page 1798] functionality and enter it on the top
right to execute queries directly from the API documentation.

You can explore the full list of endpoints and associated operations in the OpenAPI Explorer.

 Note

Change to Metrics V1: Schemas are what was called Measurements in Metrics V1. In contrast to V1,
schemas are not created or altered implicity by writing points. Instead, a schema has to be created
explicitly via the schemas API.

Use this code snippet as body to POST /schemas to create a new schema named "My First Metric":

{
"name": "My First Metric",
"description": "This is a test metric for SAP LeanIX EAM docs",
"attributes": [
{
"name": "Availability",
"type": "metric"
},
{
"name": "factSheetID",
"type": "dimension"
}
]
}

This call will return the UUID of the newly created schema. Then write a point to this schema by sending a POST
request to /schemas/<schema_uuid>/points with the following body:

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 "timestamp": 1621608440,
"Availability": 100,
"factSheetID": "<your Fact Sheet ID>"
}

You need to adapt to your context. Now, go to Admin -> Metrics, and you should see the first measurement.

Using Python to Import Metrics

We provide a Python script that enables you to import metrics. See Import Metrics in our GitHub repository.

API Documentation

For more details on the Metrics API and supported functionalities, have a look at the

OpenAPI docs . There, all endpoints are explained with examples and descriptions.

Using the Integration API

The Integration API provides the ability to import and export data using a generic SAP LeanIX Data Interchange
Format (LDIF). LDIF is a JSON format with a very simple structure described in the following sections.
All mapping and processing of the incoming and outgoing data is done using "Data Processors" that are
configured behind the API. Configuration of the processors can be done using the UI, please see the Setup
page for more information. The configurations can be managed using the Integration API as well.

For more information, refer to:

• Integration API [page 1988]

• Inbound Metrics [page 2024]

Steps to Create Integration

Steps Notes

Review Swagger API documentation

Schemas should contain the uploaded data, split into Points Each Point has a unique time stamp

Charts describe how to represent the Schema graphically For example as a Bar Chart

Charts contain Rules which define how the measurement

data is mapped to your Fact Sheets (one option is to map
using the External ID)

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5.3.7 Notifications Center

Configure notification settings for your workspace.

Overview

In the Notifications Center section of the admin area, admin users can configure default notification settings for
the workspace, defining how users get notified of workspace events.

The Notifications Center allows administrators to configure how the users of a workspace will receive
notifications:

• It allows to completely disable all notifications or certain channels

• It allows to mute notifications triggered due to changes by technical users
• It allows configuring, which topics users of the workspace may receive
• By completely disabling certain topics
• By enforcing certain topics to be received by all users
• By limiting certain topics to only have some of the available options (never, instantly, daily, weekly)
• It allows to setup & test of custom configuration for the E-Mail channel
• Workspace branding to be used for the default header & footer
• Custom header & footer (HTML)
• Custom SMTP server
• It allows to setup & test of custom configuration for the Microsoft Teams channel
• Setup Bot & Microsoft Teams tenant ID
• It offers an Audit Log that allows seeing which notifications have been sent recently

Users can customize their individual notification preferences in the Notifications section of their user settings.
For more information, see Notifications [page 905].

Notification Channels

The following notification channels are available:

• Email: Users receive notifications at the email addresses linked to their SAP LeanIX accounts. This is the
primary notification channel. For more details, see Configuring the E-Mail Channel [page 1077].
• Microsoft Teams: If the integration with Microsoft Teams is configured for a workspace, users can receive
notifications there. For more details, see Configuring the Microsoft Teams Channel [page 1089].

On the Channels tab of the Notifications Center page, you can navigate to a channel's configuration by clicking
Edit Settings. You can enable or disable notifications from individual channels or both for all workspace users
by using toggles. You can also mute notifications triggered by technical users, preventing alerts for actions
related to events in your integrations.

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 Notifications Center in the Admin Area

Audit Log

On the Audit Log tab, you can view event logs for notifications. The log includes entries for the last 14 days.

The following table lists possible notification statuses for specific delivery channels.

Status Channel Description

Bot disabled by admin Microsoft Teams The admin of the SAP LeanIX Micro-
soft Teams app blocked the app for all
users.

Chat blocked by user Microsoft Teams The user blocked the chat for the SAP
LeanIX Microsoft Teams app.

Considered spam Email As reported by our email provider, the

email was considered spam.

Deferred Email The delivery of the email was tempora-

rily delayed by the SAP LeanIX email
provider. This could happen for vari-
ous reasons, such as the system end-
point being unavailable or the recipi-
ent's server being busy.

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Status Channel Description

Failed Email This status is assigned in the following

cases:

• As reported by our email provider,

the delivery attempt was unsuc-
cessful. In the case of a direct
SMTP connection, an error was re-
turned by the SMTP server.
• If we have not received any final
status from our email provider af-
ter a period of 24 hours, the mes-
sage initially marked as Sending is
automatically updated to Failed.

Failed Microsoft Teams The message delivery failed due to an

error.

Pending Email The message is scheduled to be sent.

Microsoft Teams

Sending Email The email was transferred to the SAP

LeanIX email provider for delivery, but
we have not yet received a confirmation
regarding the successful delivery of the
email to the recipient. It's possible that
the email was already delivered to the
recipient, but the updated status is not
visible through our email provider.

Sent Email As reported by our email provider, the

email was successfully delivered to the
recipient. In the case of a direct SMTP
connection, this status means that we
received a successful response from
the SMTP server confirming the deliv-
ery.

Sent Microsoft Teams The message was successfully sent

through the Microsoft Teams API.

Unknown Email The information about the delivery sta-

tus of the message is unavailable.
Microsoft Teams

Disabling All Notifications for Your Organization

If needed, you can disable notifications for all your organization's workspaces. To do that, on the Account Level
Settings tab, select the Disable all account notifications checkbox.

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5.3.7.1 Configuring the E-Mail Channel

SAP LeanIX provides flexible email notification options. You can customize the email template and use your
own email server. Explore these settings to optimize the visibility and relevance of your email notifications.

Workspace Notifications

The Workspace Notifications tab allows you to see different domains & topics that you can subscribe to on a
certain workspace. Any change done on this screen will only affect the workspace you are currently in.

The administrator can configure for each topic, which options the users of the workspace can choose from for
the <Frequency> of the notification (Never, Instant, Daily, Weekly) and which of these options should be the
<Default> for new users that did not choose one explicitly.

By disabling all options but <Never>, the administrator can completely disable a topic. Similarly, they can
enforce notifications for specific topics by only choosing the option <Instant>.

Fact Sheet Update Details

Under the Fact Sheets topic, you will be able to opt-in for showing details in Fact Sheet update notifications.
Once this is enabled, the users of your workspace that have subscribed to Fact Sheet updated notifications on
Email will see which field has changed on the Fact Sheet and the content of what has changed.

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  Note

The following changes on fact sheets don't trigger any notifications:

• Modifying a field on a fact sheet relation

• Adding or removing a tag

Customizing the Email Template

On the Account Email Template tab, you can customize the email template used for automated email
notifications.

 Note

The email template configuration applies on the account level across all of your organization’s workspaces.

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Before saving changes to the email template, we recommend sending a test email to your email address by
clicking Send test. If the Enable custom e-mail header and footer checkbox is deselected, the test email is sent
without the custom header a footer. If the test email appears as expected, you can save the changes by clicking
Save. This applies the email template to all of your organization’s workspaces.

Selecting the Email Template Design

In the Pre-defined Design section, select a workspace to apply its branding theme to the email template. If no
workspace is selected, the default template is used. You can also adjust display settings for images.

Customizing the Email Header and Footer

To set a custom email header and footer, in the HTML Template section, select the Enable custom e-mail header
and footer checkbox, then insert HTML code for the header and footer. Before applying the changes, send a
test email to your email address by clicking Send test.

The following elements are supported:

• Standard HTML elements: You can use standard HTML elements to customize the look and feel of the
template.
• Images: You can include images using standard HTML syntax. If the image source is unknown, users may
need to allow images from unknown sources in their email client to view the image.
Base64-encoded images are also supported. However, we don’t recommend using them because some
email clients may automatically block them due to security concerns. Additionally, such images can
significantly increase the size of the email.
• Placeholders: You can include the following placeholders:
• {{recipient}}: This placeholder will be replaced with the recipient's display name (first and last
name).
• {{email}}: This placeholder will be replaced with the recipient's email address.

The following example shows a custom email header and footer.

Example HTML header:

<div style="background-color:#002A86;color:white;padding:10px;">
<h2 style="text-align:center;">Example Header</h2>
</div>

Example HTML footer:

<div style="background-color:#f2f2f2;padding:10px;">
<p style="color:#002A86;font-weight:bold;">Your Company Name</p>
<form action="https://www.yourcompanywebsite.com">
<input type="submit" style="background-color:#002A86;color:white;"
value="Visit Our Website">
</form>
<p>For any inquiries or support, please contact the workspace admin at
email@company.com</p>
</div>

The following image illustrates how the example header and footer are rendered.

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 Email with a Custom Header and Footer

Blocked Email Addresses

 Note

This section does not apply if you have an active Account SMTP Configuration

The Blocked Users tab allows you to identify which email addresses are currently on the blocked list. This list
is maintained to protect our email sender's reputation. If an email delivery failed with a permanent error (e.g.
a mistyped / non-existent email, a non-existent destination server), the email address will be blocked. Trying
to send emails to addresses that are known to result in an error, hurts our mail reputation, which can lead to
Emails being classified as spam by the mail server.

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If you find an email address on the block list, which you know to be working and want to remove it from the list,
please contact our support.

5.3.7.1.1 Setting Up a Microsoft Exchange Online Mailbox

for Email Notifications

Set up a Microsoft Exchange Online mailbox to ensure enhanced security standards for email notification
delivery.

Overview

Microsoft Exchange Online is a cloud-based messaging platform, available as part of Microsoft 365. Mailboxes
within Exchange Online let you send emails to specific recipients.

You can set up an Exchange Online mailbox to deliver SAP LeanIX notifications instead of using the default SAP
LeanIX email service. This setup allows for greater control over email processes, improved security measures,
and a more streamlined communication workflow.

 Note

If you set up an Exchange Online mailbox for email delivery, this configuration applies at the account level
across all of your organization’s workspaces.

Prerequisites

• A Microsoft Exchange Online mailbox

Use an existing mailbox or set up one to send SAP LeanIX notifications. This will be the email address that
will send SAP LeanIX notifications.
• Permissions to grant consent in your Microsoft 365 tenant
For more information on consent permissions, visit the Microsoft documentation .
• Organization customization must be enabled in your Microsoft 365 tenant, see Microsoft
documentation .
• Tenant ID of your Microsoft 365 tenant
For more information on the tenant ID, visit the Microsoft documentation .
• Permissions for Exchange Online PowerShell: Exchange Administrator or Global Administrator
You need admin permissions to configure access to the mailbox. For more information, visit the Microsoft
documentation .

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Step 1: Grant Permissions

To enable the connection between SAP LeanIX and Microsoft 365, grant the needed permissions.

Follow these steps:

1. In SAP LeanIX, go to Administration > Notifications Center.

2. For Email, choose Edit Settings, then go to the Custom Configuration tab.
3. For Exchange Online, choose Edit Configuration.
4. Enter your Microsoft Tenant ID, then choose Save.
5. Copy the generated Consent Link and paste it into your browser to start the consent process, then review
and approve the needed permissions.

 Note

You need permissions to grant consent or can also forward the consent link to an administrator, for
example, with global administration permission. The required permission level can vary depending on
your Azure tenant setup.

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 Granting Permissions for an Application in Microsoft Exchange Online

While waiting for consent, you can view and refresh the status in SAP LeanIX.
6. In Exchange Online, copy the Sender UPN and enter it on the configuration page in SAP LeanIX. The Sender
UPN (user principal name) is the email address used to send email notifications.

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 Entering Credentials for Microsoft Exchange Online in SAP LeanIX
7. Choose Test Configuration.
8. Choose Save.

 Caution

Once you grant SAP LeanIX permission to send emails on behalf of your Microsoft 365 tenant, you can
use any email address from your Exchange Online. However, as this poses a security risk, we recommend
limiting access to a single mailbox. For details, see Step 2: Configure Security Settings [page 1085].

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Step 2: Configure Security Settings

To ensure notifications are sent only from a specific mailbox, limit SAP LeanIX access to that mailbox. Microsoft
recommends to use the new role based access control (RBAC) instead of the legacy Application Access
Policies. To learn more about the RBAC approach, visit the Microsoft documentation .

You can use the provided Powershell commands to configure the mailbox. First, you gather relevant data. Then
you update these values in the sample script before executing.

 Caution

These steps replace the legacy Application Access Policies with the new RBAC approach recommended by
Microsoft.

Collect the Required Data

1. Go to your Azure Portal Azure Active Directory Enterprise Applications .

2. Search for and select "SAP LeanIX Email Notifications".

On the overview page copy:

• Application ID
• Object ID
3. Define your input to replace the following placeholders that you'll see in PowerShell commands in the next
steps:
• <LeanIXNotificationMailboxScope> is the name you want to use for the management scope
• <senderUPN> is the email address you want to allow as a sender
• <Your-AppId> is the Application ID from Azure
• <Your-ServiceID> is the Object ID from Azure

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 Make sure to you only replace the placeholder with the angle brackets < >. If quotation
marks " " are present, keep them and enter your input between them. For example,
<LeanIXNotificationMailboxScope> becomes "acmeNotificationMails".

Running the PowerShell Commands

1. Launch your terminal and start the PowerShell.

pwsh

2. Connect to Exchange Online PowerShell

Connect-ExchangeOnline

In the browser that opens, sign in with administrator credentials.

3. Go back to the terminal and enable organization customization:

Enable-OrganizationCustomization

This is required to create custom management scopes. It can take several minutes.
4. Verify that the customization is working

Write-Host $(if ((Get-OrganizationConfig).IsDehydrated -eq $false)

{"Organization customization is enabled."} else {"Warning: Organization
customization is still processing. Wait for a few minutes and retry."})
-ForegroundColor $(if ((Get-OrganizationConfig).IsDehydrated -eq $false)
{"Green"} else {"Red"})

5. Create Management Scope to restrict mailbox access and provide the email address that you want to use
for sending notifications. Replace the placeholders and run:

New-ManagementScope -Name "<LeanIXNotificationMailboxScope>"

-RecipientRestrictionFilter "EmailAddresses -eq '<senderUPN>'"

6. Register the SAP LeanIX Service Principal with Exchange Online. This informs Exchange Online about your
SAP LeanIX application so it can be assigned permissions later. Replace the placeholders and run:

New-ServicePrincipal -AppId <Application-ID> -ServiceId <Object-ID>

7. Use the custom scope to restrict access to one email address. Replace the placeholders and run:

New-ManagementRoleAssignment -Role "Application Mail.Send" -App <Application-

ID> -CustomRecipientWriteScope "<LeanIXNotificationMailboxScope>"

8. Check and confirm that everything is configured correctly. Replace the placeholders and run:

Get-ManagementRoleAssignment -RoleAssignee <Application-ID>

9. Optionally, disconnect:

Disconnect-ExchangeOnline -Confirm:$false

Step 3: Activate Notifications

After you configured the security settings, activate sending email notifications from your Exchange Online
mailbox.

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Follow these steps:

1. In SAP LeanIX, go to Administration > Notifications Center.

2. For Email, choose Edit Settings, then go to the Custom Configuration tab.
3. For Exchange Online, turn on the activation toggle.

FAQs

How can I trace whether emails were successfully sent?

To learn how to trace whether your emails were successfully delivered, visit the Microsoft documentation .

Can I use shared and regular mailboxes to send emails?

Yes, you can use both shared mailboxes and mailboxes assigned to individual users.

How to find my Microsoft Entra Tenant ID?

To learn how to find the ID of your Microsoft Entra ID tenant, visit the Microsoft documentation .

5.3.7.1.2 Setting Up a Custom SMTP Server for Email

Notifications

Set up a custom Simple Mail Transfer Protocol (SMTP) server to ensure enhanced security standards for email
notification delivery.

Overview

Simple Mail Transfer Protocol (SMTP) is an internet standard for email transmission across IP networks.
You can set up a custom SMTP server to deliver SAP LeanIX notifications instead of using the default SAP
LeanIX email service. This approach gives you greater control and enhances security standards for the delivery
process.

Our implementation of SMTP supports the STARTTLS extension and is compatible with the TLS protocol up to
version 1.2.

 Note

If you set up a custom SMTP server for email delivery, this configuration applies at the account level across
all of your organization’s workspaces.

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Authentication

Authentication to a custom SMTP server is supported through a username and password using the following
methods:

• PLAIN (as per the standards outlined in RFC 4616)

• LOGIN

If your SMTP server supports both methods, the system determines and uses the most appropriate one in this
order:

1. PLAIN
2. LOGIN

Configuring a Custom SMTP Server

Prepare the SMTP server before you configure it in SAP LeanIX.

1. In SAP LeanIX, go to Administration > Notifications Center.

2. For Email, choose Edit Settings, then go to the Custom Configuration tab.
3. For SMTP, choose Edit Configuration.
4. Enter the following details for your SMTP server:
1. Host: The hostname or IP address of your SMTP server.
2. Port: The port number your SMTP server uses for outgoing mail. Common ports include 25, 465, and
587.
3. Username and Password: The credentials required to authenticate with your SMTP server.
4. Sender Display Name: The name that will appear in the "From" field in emails.
5. Sender Email: The email address that will appear in the "From" field in emails.
5. Before activating the configuration, click Test SMTP Configuration. This sends a test email to the specified
email address to verify the SMTP settings. A successful test indicates that the SMTP server can send
emails with the provided configuration.
6. To activate the configuration, select the Activate checkbox.
7. Click Save.

 Note

If you're using a Microsoft Office 365 mail server, ensure that you activated authenticated client
SMTP submission in your Microsoft 365 admin center. For more information, refer to the Microsoft
documentation.

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5.3.7.2 Configuring the Microsoft Teams Channel

SAP LeanIX provides notifications in Microsoft Teams with the Microsoft Teams integration.

Workspace Notifications

The Workspace Notifications tab allows you to see different domains & topics that you can subscribe to on a
certain workspace. Any change done on this screen will only affect the workspace you are currently in.

The administrator can configure for each topic which options the users of the workspace can choose from for
the <Frequency> of the notification (Never, Instant) and which of these options should be the <Default> for
new users that did not choose one explicitly.

By disabling all options but Never, the administrator can completely disable a topic. Similarly, the administrator
can enforce notifications for certain topics by only choosing the option Instant.

Fact Sheet Update Details

Equivalent to the Email channel you will be able to opt-in for showing details in Fact Sheet update notifications
on Microsoft Teams. Once this is enabled, the users of your workspace that have subscribed to Fact Sheet
updated notifications on Microsoft Teams will see which field has changed on the Fact Sheet, as well as the
content of what has changed.

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  Note

The following changes on fact sheets don't trigger any notifications:

• Modifying a field on a fact sheet relation

• Adding or removing a tag

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5.3.8 Portals

Create customizable, secure entry points that provide non-IT users with curated enterprise architecture
information, resources, and visual assets outside the main application.

Overview

With the Portal feature, we support EAs in making their data available to a broad audience outside the IT
organization. For example, create an Application Portal that is accessible to everyone to order software, issue
support tickets, or find application knowledge.

Whereas employees are now empowered to get the software they need and educate themselves with expert
knowledge, EAs simultaneously govern permission rights and control that only approved software is being
ordered.

With Portals, IT infrastructure data becomes accessible and actionable throughout companies to reduce the
number of support requests and increase productivity. Key visuals, such as reports and diagrams, show
context for applications directly on portal pages.

Use the Portal Feature

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Portal elements:

1. Portal Name: This is the name as configured by the admin.

2. Search: On an Applications portal for example, users can look up Applications available in the Inventory.
3. Links: Configurable by an Admin, here you can have links to your helpdesk, for example (Fact Sheet
Resources).
4. Filter: Filter by Domain/Groups, in this case by Business Capabilities, as configured by the Admin.
5. Fact Sheets: In this example, all Applications available in the Inventory are shown. Once a Filter or Search is
applied, the results will be visible here.
6. Reference panel: Provides quick access to reports and diagrams to authorized users.
7. Action button: Perform an action, in this case "Request new Application" when not already available in the
workspace. This link is also configurable.

 Note

Resources uploaded to a fact sheet that are not links or images are not shown in portals.

When selecting one of the available Applications, the below pop-up appears, allowing you to see more
information about the Application, and to request it.

Additional information includes Description, Status, Approval, Successors, Users, Tags, resources like Diagrams
for authorized users, or even the internal experts on this Application, as configured in Subscriptions and Roles
(Responsible/Accountable).

Portal Permissions

You can modify permissions for all portals for non-admin roles in the User Roles and Permissions section of the
administration area. For more information, see Role-Based Permissions [page 1126].

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Configure a Portal

As an admin, you have to access the Administration area in SAP LeanIX and go to Portal, as shown below.

Here you have the option to:

1. Create a New Portal, by selecting New Portal

2. Edit an existing Portal if already created, by selecting the portal Name.

Whichever option you select, a Configuration interface allows you to create or edit your portal.

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Basic

Under the General section you can choose the Unique name for the portal to act as part of your URL, as well as
who the portal is Accessible for: the roles, including custom roles. Here is also where you can enable or disable
the portal, by ticking or unticking the Enabled box.

The Fact Sheets section is where you select which Fact Sheet Type to have on your portal, for example
Applications. An important sub-section here is the Fact Sheet Filter, which allows you filter which SAP LeanIX
Applications to make available on your portal (i.e. Applications that have their Lifecycle set as Active).

The Portal Header section lets you set the Portal Title, Request Label or Request URL. Filter Option Type can be
either Relation or Tag Group, and Filter Fact Sheets lets you select the Fact Sheet type to be used as filter in the
header area.

Status

As an Admin you can configure the displayed status for each Fact Sheet.

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Search

Here you can configure the search and filtering options for the users.

Enable alias search to make it easier for users to find a fact sheet that is known under a commonly used
alternative name or abbreviation.

 Note

If the switch for alias search is greyed out, it indicates that the fact sheet type of your portal does not
have the Alias field configured yet. To enable alias search, you configure the Alias field in the meta model
configuration and activate full-text search for the field.

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Detailed view

The Detailed View tab allows you to customise Relations, Subscriptions, Tag groups, Resources Management
and displaying any other Additional Fields in the details view.

Branding

The Branding tab allows customizing the portal, with Header the Header, Footer and Button color, and select
the logo to be displayed.

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Localization

The Localization tabs allows manual Language Translation / Localization of the portal as needed.

Advanced

This Advanced tab allows for Json customization of the portal settings.

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  Note

To enable this section, you may reach out to support at SAP LeanIX Support . If you're an SAP customer,
submit a request from the SAP for Me portal.

Please note that the status for each Fact Sheet can be based on the value of the Ordering State field on the Fact
Sheet. This field can be made visible by using the Self-Configuration feature and moving it from the Unused
Fields section to another section, e.g. Name & Description.

Furthermore, as an Admin you can also configure the Relations which will be displayed on the details screen of
a Fact Sheet.

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  Note

Transient Users with SSO: A great benefit of SSO integration with your (external) Identity Provider is the
ability to enable Transient user roles. This allows users within your organisation to access a lightweight
version of SAP LeanIX via our self-service portals or catalogs.

You can then link these portals in your existing intranet, wiki, or any other system sitting behind your SSO.
You now have a great way to showcase data from within SAP LeanIX directly, all without having to invite or
create specific user accounts in SAP LeanIX.

For more information, see Transient Users with SSO [page 1150].

Please note, Transient users need to be added in the Basic tab of Portal Configuration as well if enabled.

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5.3.8.1 Portal FAQs

1. Why should I use the SAP LeanIX Portal?

The SAP LeanIX Portal extends users a way to link EA data to approve/quality assure new software orders and
contextualize technical support tickets. This portal offers SAP LeanIX users more opportunities to troubleshoot
problems autonomously, and can be configured by admins quickly and with a variety of filters.

2. What is the main benefit of using a Portal in my company?

With the Portal feature, we support EAs in making their data available to a broad audience outside the IT
organization. For example, create an Application Portal that is accessible to everyone to order software, issue
support tickets, or find application knowledge.

3. Can I configure more than one Portal?

Yes, if you are an admin user. The system supports more than one portal when settings are defined by an Admin
user. Every portal can have different settings and different Fact Sheet types.

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4. How do I configure a Portal in SAP LeanIX?

To configure a Portal in SAP LeanIX you simply have to go to Administration > Self Service Portal. Select New
Portal to create a new portal, or click on an existing portal name, to edit an existing portal.

For more information, see Portals [page 1091].

5. How do I order new software on the Portal, once configured?

To learn how to use portals, see Portals [page 1091].

6. What do “Approval” or “Status” mean, once I ordered new software on the

Portal?

The Approval state marks whether you need approval to request the software or not.

The Status shows whether the software is available for requesting or not.

"approval" : "Approved" - "status" : "Available"

"approval" : "With Limitations" - "status" : "Available"

"approval" : " " - "status" : "Approval requested"

"approval" : " " - "status" : "Approval denied"

7. Can I change filters on the Portal?

Depending on how the filters are configures by the Admin, Business Capabilities or other Fact Sheet fields can
be set as filters/tags.

8. How should I configure Request links in the Portal?

Request links must be defined on the Resources tab of the Fact Sheet, by selecting Ordering Form, Additional
Help, FAQ etc. If a new resource type is required, please contact our Customer Success team.

9. Can any Fact Sheet type be used in the Portal?

Yes. Any type of Fact Sheet can be used if defined on Self-Service Configuration by an Admin.

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10. How do I add or change a Portal Name?

A Portal Name can be defined either when setting up a new portal, or when editing it. This is a mandatory field
and is available in the Basic Configuration interface under the Portal Header section.

5.3.8.2 Portal: Parameterized Links

The Portal provides you the possibility to add relevant deep links in the SAP LeanIX products or to external
pages related to the portal content (e.g. to your help desk).

• Global Action button

• Resource links in the Fact Sheet detail view

The following variables are supported:

• <factSheetId>: the ID of the currently selected Fact Sheet

• <factSheetType>: the type of the currently selected Fact Sheet (e.g. Application)
• <factSheetName>: the name of the currently selected Fact Sheet
• <userId>: the ID of the current user
• <workspaceName>: the name of the current workspace

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5.3.9 Downloading Reports from the SAP LeanIX Store

Download custom reports from the SAP LeanIX Store and make them available to all workspace users.

Introduction to the SAP LeanIX Store

The SAP LeanIX Store provides access to custom reports developed by SAP LeanIX and external providers.
As an admin user, you can download custom reports to your workspace and make them available to all
workspace users.

 Note

Non-admin users can browse the SAP LeanIX Store but cannot download reports to a workspace. If
you want to add a custom report but don't have admin permissions, please contact your workspace
administrator for assistance.

You can develop your own custom reports and publish them on the SAP LeanIX Store. To learn more, see
Custom Reports [page 1803].

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Downloading a Report

Follow these steps:

1. Navigate to the SAP LeanIX Store from your workspace. To do that, on the navigation bar, choose More >
Store.
2. Browse the SAP LeanIX Store to view available reports and select the report that you want to download.
3. On the report page, select the appropriate option to download the report to a single or multiple
workspaces:
• Add to Workspace: Download the report to the workspace that you're currently signed in to.
• Add to Workspaces: Select workspaces for which you have admin permissions to download the report
to.
4. Read the Terms & Conditions of the report provider, then click I Agree.

 Note

When adding custom reports to a workspace, please be patient. The process may take up to three
minutes.

The report is added to selected workspaces, but it doesn't automatically appear on the Reports page. To learn
how to activate a report and make it available to non-admin users, read the following section.

Activating a Report

After you've downloaded a report from the SAP LeanIX Store, it's added to your workspace, but it doesn't
automatically appear on the Reports page. This means that the report is not available to non-admin workspace
users.

To activate a report, follow these steps:

1. In the administration area, go to the Reports section.

2. For the report that you want to activate, click Show report (eye icon).

Activating a Report Downloaded from the SAP LeanIX Store

The report gets added to the Reports page and becomes available to non-admin workspace users.

You can manage custom reports in the Reports section of the administration area. If needed, you can delete or
deactivate (hide) custom reports. Hiding a report removes it from the Reports page.

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5.3.10 To-Dos (Administration)

As an admin, learn how to create approval to-dos and manage all the to-do items in the administration area.

 Note

This guide is for admin users and contains information on functions only they can perform. For general
information about the to-do feature and how to use it, please refer To-Dos [page 842].

Introduction

To-dos provide an effective way of delegating tasks and responsibilities. As admins, you can use to-dos to
assign tasks and ensure the overall integrity and quality of data in the workspace. In the administration area,
you can access all to-dos of a workspace in one place to monitor their completion and effectively manage
them.

To-dos play an important role in enforcing and tracking governance processes. Action item to-dos and approval
to-dos provide an effective means to complete manual tasks within automated workflows. While action item
to-dos can be created by any user, the approval to-dos can only be created by admins through the automation
feature.

Creating Approval To-Dos

An approval to-do allows users to review and respond to tasks with approval or rejection. You can preset the
approval or rejection decisions to automatically complete certain actions in the fact sheets. It streamlines
decision-making and enables you to enforce and track governance workflows.

Approval to-dos are created through the automation feature in the administration area. When the automation is
triggered, defined approval to-dos are automatically created and assigned to relevant users.

Summarily it involves defining the trigger event for the automation, setting the condition if necessary, and
creating approval to-do as an action of the automation.

To create an approval to-do, follow these steps:

1. In the workspace Administration area, select the Automations section under Advanced Settings.
2. Click New Automation.
3. Configure the trigger and, if needed, conditions for the automation.

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 Example: Automation Creating an Approval To-Do Based on the Creation of an Application Fact Sheet
4. To define the actions of the automation:
1. Click +Add Action and select Create To-Do: Approval from the drop-down menu.
2. Fill in the necessary information regarding the assignee, fact sheet, and fact sheet subscription.
3. Define action to be taken if the approval to-do is rejected and action to be taken if the approval to-do
is approved. To define an action for approval, you need to add one more action item by clicking on the
+Add Action button.

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 Example: Defining the Actions of Automation for a Rejection or Approval of To-Do
5. Select Save and run Automation.

Based on the trigger and conditions of the automation, an approval to-do will be created on a fact sheet with
the relevant assignees.

Approval To-Do in Fact Sheet

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Managing To-Dos

Admins can conveniently monitor and manage all to-dos of a workspace in one place in the administration area
for effective oversight and management. You can search, sort, and filter the items and modify any of the to-do
items.

To access the list of to-do items, select To-Dos in the Administration area.

To-Dos in the Administration Area

Click +Add Filter and select the filter criteria to filter the to-do items. You can filter by:

• To-Do type
• Status
• Claimed by/Owner
• Assignees
• Creators
• Fact Sheets
• Due date
• Creation date
• Resolutions
• Fact Sheet Types

You can sort the list by clicking on the column titles. Additionally, you can choose which columns to display
through Manage columns.

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Modifying To-Do Items

To edit a to-do item, hover over the to-do item you need to modify and click on the edit icon represented by a
pen. This action opens an overlay where you can make your edits.

Modifying a To-Do Item

After making the needed changes, click Save.

 Note

In the collaboration tab of the workspace, non-admin users can also modify to-do items. However, they can
only edit the ones that were created by them. For more, see Modifying To-Do Items [page 846].

 Note

Information

• Bulk operations are not supported in the user interface, but they can be done using the API endpoint or
the iAPI. To learn more, see To-Do API .
• Archiving or deleting a to-do item is not possible through the user interface, but it is aligned with the
fact sheet archiving or retention period [page 660].
• Unfinished to-dos can be deleted using endpoints.

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5.3.11 Workspace Views Configuration

Workspace views help users limit the scope of displayed information and focus on their current tasks.
Configure custom workspace views tailored to typical use cases and scenarios, specifying which dashboards,
fact sheets, reports, and diagrams to include.

Overview

Workspace views offer a filtered perspective of workspace data, helping users focus on relevant information
and achieve their goals more efficiently. They act like custom filters across dashboards, fact sheets, reports,
and diagrams. This reduces distractions from large data volumes and keeps users focused on their tasks. For
additional information, see Workspace Views [page 884] in the user guide.

As an admin, you can configure up to 20 workspace views, defining which data to include in each. You can also
restrict views to specific user roles and define a default view for each role.

Selecting a Workspace View

Scope

 Note

Workspace views are not meant for managing access permissions for workspaces or specific items like fact
sheets, dashboards, reports, and diagrams. They're temporary filters that let users narrow the scope of
displayed data to concentrate on their tasks. Users can switch to the unfiltered view at any time.

In SAP LeanIX, permissions are role-based. You can adjust access permissions for non-admin roles to
define which data they can access. You can also limit access to specific fact sheets by configuring virtual
workspaces. For additional information, see:

• User Roles and Permissions [page 1124]

• Virtual Workspaces [page 1223]

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Item Details

Data scope: • Fact sheets:

• Fact sheets • Select fact sheet types to include in a workspace
• Dashboards view and specify sections and subsections within
each type.
• Reports
• Diagrams
• Apply filters to include all or specific fact sheets.
• Dashboards, reports, and diagrams: Add individual
dashboards, reports, and diagrams to a workspace
view. Include at least one report and dashboard.

User roles You can restrict a workspace view to specific user roles, but
this doesn't change any underlying user permissions. Users
can switch to the unfiltered view at any time. If a fact sheet
field or relation has role-restricted permissions, these attrib-
utes won't appear in workspace views for that role, even if
the view isn't restricted for that role.

Default settings • Default workspace view: Set a view as the default for
specific user roles. When users sign in to SAP LeanIX for
the first time, this view is automatically applied.
• Default dashboard: If you include multiple dashboards in
a view, you can set one as the default. If there's only one
dashboard, it's automatically set as the default. The de-
fault dashboard in workspace views takes precedence
over default dashboards set by users or admins. For
more details, see .Setting the Default Dashboard [page
527]

Difference Between Workspace Views and Virtual Workspaces

 Note

Workspaces views are not designed for managing access permissions and are not meant to replace virtual
workspaces.

Workspace views and virtual workspaces serve different purposes in managing data and user experience.
The table below lists the key differences between them. To learn more about virtual workspaces, see Virtual
Workspaces [page 1223].

Criteria Workspace Views Virtual Workspaces

Key function Filtering visible data (temporary filters) Controlling data access and permis-
sions

Purpose Enhance user experience by setting fil- Manage access control by setting read
ters for workspace data and write permissions

Data scope Fact sheets, dashboards, reports, and Fact sheets

diagrams

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 Criteria Workspace Views Virtual Workspaces

Permissions User permissions remain unaffected. Admins set read and write permissions
for specific fact sheets.

Data access Users select a workspace view to filter Users can only access the data they’re
and focus on specific data, but they allowed to see.
can switch to the unfiltered view at any
time.

Prerequisites None Single sign-on (SSO) is configured.

Interface Limited to the user interface Extends to managing data through APIs

Creating and Managing Workspace Views

You can create and manage workspace views in the Workspace Views section of the administration area.

Workspace Views in the Administration Area

Creating a Workspace View

Before you start, ensure that all fact sheet types have meaningful descriptions. When users apply a workspace
view that includes multiple fact sheet types from the inventory, they're prompted to select one type to get
started. Descriptions help users, especially infrequent ones, understand the differences between fact sheet
types and how to use each one. To learn how to edit descriptions, see Fact Sheet Description [page 938].

To create a workspace view, follow these steps:

1. In the administration area, navigate to the Workspace Views section.

2. Click Create Workspace View.
3. Enter a name and, optionally, a description for the workspace view. These details will be visible to users.
4. Select fact sheets to include in the workspace view by specifying the following:
• Fact sheet types
• Sections and subsections within each fact sheet type
• Specific fact sheets or all fact sheets of that type (using inventory filters)
5. Select reports, dashboards, and diagrams to include in the workspace view. If you add multiple
dashboards, you can select a default one.
6. In the Visibility section, define who should have access to the workspace view: all users or only users with
specific roles. You can also set this view as default for specific roles.

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7. Decide whether to activate the workspace view after creation or save it as a draft.
• Create as Draft: The workspace view won't be available to non-admin users. You can preview it before
activating and finish editing later.
• Create and Activate: The workspace view will be created as active.

Once a workspace view is created, it appears on the right side of the navigation bar, next to the fact sheet
search field.

Managing Workspace Views

You can manage workspace views in the Workspace Views section of the administration area.

• Activating a draft workspace view: A view saved as a draft is not available for selection to non-admin users
until activated. Once activated, you can't mark it as a draft again.
• Deleting a workspace view: Deleting a view doesn't delete any workspace data.

Examples

Here are some example workspace views for typical use cases and scenarios.

Workspace View Data

Application rationalization Fact sheets:

• Type: application
• Fact sheet subsection: Business Criticality & Functional
Fit

Report: Application rationalization

Dashboard: Application rationalization

Application modernization Fact sheets:

• Types: business capability, organization, application, in-

terface, and IT component
• Subsections for applications:
• Business Criticality & Functional Fit
• Technical Fit

Reports:

• TIME portfolio report

• Application roadmap report of the modernization

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Workspace View Data

Application portfolio management (foundational relations Fact sheet types: business capability, organization, and appli-
working list)
cation

Fact sheet filters:

• Filter to applications without a relation to business ca-

pability and/or organization
• Filter to applications without at least one responsible
subscriber

Business unit view Fact sheet types: initiative, business capability, organization,
application, and IT component

Reports:

• Business capability map report per business unit

• Application landscape report per business unit - Initia-
tive landscape for the business unit

Merger & Acquisition Fact sheet types: business capability, organization, applica-
tion, IT component, and provider

Reports:

• Business capability map report per merging/carve-out

unit
• Application landscape report per merging/carve-out
unit

ERP transformation Fact sheet types: business capability, organization, applica-

tion, and IT component

AI governance and adoption Fact sheets types and sections:

• Application fact sheet:

• Information
• Governance
• IT component fact sheet:
• Information
• Sourcing
• Business capability fact sheet:
• Information

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Workspace View Data

Focus on an initiative Fact sheet type: initiative

Reports:

• Initiative roadmap
• Initiative portfolio
• Initiative matrix
• Initiative landscape

Diagrams: Affected business capabilities diagram

Focus on the meta model changes Include fact sheet details that were updated in the meta
model configuration.

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6 User and Access Management

Efficiently manage user access and authorization to ensure the right people have the appropriate permissions.

You can start by inviting users and assigning roles directly in SAP LeanIX. As your platform grows, enable single
sign-on (SSO) to streamline user management through your identity provider (IdP).

Key capabilities include:

• Inviting users and assigning viewer, member, or admin roles

• Enabling SSO for centralized user authentication
• Configuring SCIM provisioning to automate user synchronization
• Setting up virtual workspaces to control access to specific fact sheets

Whether you're just getting started or have a mature SAP LeanIX implementation, these features allow you to
securely manage your user base.

6.1 Managing Users

Learn how to manage user access and roles with and without single sign-on (SSO).

As you begin your journey with SAP LeanIX, managing user access and roles directly within the application
is a straightforward way to get started. Later, you can set up SSO for a more efficient and streamlined user
management experience. You can view workspace users in the Users section of the administration area. For
more information, see Users Overview [page 1121].

Authentication and Authorization

Authentication
Authentication is the process of verifying the identity of a user or system attempting to access SAP LeanIX.
Users provide credentials to confirm their identity and gain access.

You have two options for managing authentication:

• SAP LeanIX (without SSO): You manage access directly in SAP LeanIX. Users sign in to your workspace
using their email and password on the sign-in page.
• SSO: You manage access through your identity provider (IdP) system. Users sign in through your IdP,
which eliminates the need for separate credentials.

Authorization
Authorization determines what actions an authenticated user is allowed to perform in SAP LeanIX. It involves
assigning specific roles and permissions that define the data and features users can access.

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In SAP LeanIX, you manage permissions by assigning user roles. These roles define each user's access level
within the workspace. For more details, see User Roles and Permissions [page 1124].

You have two options for managing authorization:

• SAP LeanIX: You manage user roles directly in SAP LeanIX.

• If SSO is not enabled in your workspace, you always manage user roles in SAP LeanIX.
• If SSO is used only for authentication, you manage user roles in SAP LeanIX.
• SSO: If you use SSO for both authentication and authorization, you manage user roles in your IdP system.

 Note

When setting up SSO, decide whether to use it for authentication only or for both authentication and
authorization. For more information, see Single Sign-On (SSO) [page 1140].

Managing Users Without SSO

Without SSO, you can manage users for your workspace directly within SAP LeanIX. Users sign in to the
application with their email and password.

Inviting Users

To invite a user to a workspace, follow these steps:

1. In the user profile menu in the upper-right corner, select Invite User.

Selecting "Invite User" in the User Profile Menu

2. In the overlay that appears, enter the user’s email address, select a role, then click Invite. You can invite
multiple users at once.

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 Inviting Users to a Workspace

Invited users receive email invitations to join the workspace.

Managing Roles

When inviting users to a workspace, you need to assign them a role. If needed, you can later change a user's
role in the Users section of the administration area. To do this, click on the user's email address, adjust their
role, and then click Save.

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 Changing a User's Role

Deactivating Users

You can deactivate a user by archiving them. To do this, in the Users section of the administration area, select
a user by clicking their email address, then click Archive next to Status. This action revokes the user's access
to a specific workspace, but the user still has access to other workspaces where their permission is active. If
needed, you can invite the user again by using the Invite User option on the user profile menu.

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 Deactivating a User by Clicking "Archive"

Managing Users with SSO

When SSO is enabled for your organization, you can manage user access through your identity provider (IdP).
Users sign in to SAP LeanIX through your IdP. To learn how to set up SSO, see Single Sign-On (SSO) [page
1140].

Inviting Users

To invite a user, you need to provide them with access permissions in your IdP. This enables the user to access
all workspaces within the organization's SSO domain.

If you enabled the Invite only flow for a workspace during the SSO setup, in addition to granting access
permissions in your IdP, you need to invite users through the Invite User option in the user profile menu. If a
user is granted access permissions in your IdP but is not explicitly invited, they cannot access the workspace.

Managing Roles

Depending on your SSO setup, you can manage user roles either within SAP LeanIX or within your IdP. For more
information, see Managing User Roles with SSO [page 1146].

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Deactivating Users

You can deactivate a user by archiving them. In the Users section of the administration area, select a user by
clicking their email address, then click Archive next to Status. This revokes access to a specific workspace, but
the user still has access to other workspaces where their permission is active. If needed, you can reinvite the
user by using the Invite User option on the user profile menu.

If you remove a user from your IdP, they can no longer access any workspaces within the organization’s SSO
domain.

6.1.1 Users Overview

View workspace users and manage their access permissions and roles.

 Note

Depending on whether single sign-on (SSO) is enabled for your organization or not, the procedures for
managing user access and roles vary. For more information on each scenario, see Managing Users [page
1116].

To learn how to enable SSO, see Single Sign-On (SSO) [page 1140].

In the Users section of the administration area, you can do the following:

• View and manage workspace users and contacts

• View user details and change their roles
• Export user data by clicking Export

Users Section in the Administration Area

User Statuses

The following table lists the tabs that appear on the Users page, each corresponding to different user statuses.

Tab (User Status) Description

All All workspaces users, except for archived ones.

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Tab (User Status) Description

Active Users whose permission for the workspace is active.

Invited Invited users who haven't yet accepted the invitation re-
quest. You can reinvite a user by clicking Re-invite.

Requested Invited users who haven't yet been approved by an admin.

This admin invitation mode can only be enabled by SAP
LeanIX Support.

Not invited Users subscribed to fact sheets as contacts. To learn more

about contacts, see Contacts [page 1122].

Archived Users whose permission for the workspace is archived (de-

activated). Archived users don't have access to the work-
space.

 Note

On the Users page, the count of users on each tab also includes technical users, but these users are not
listed. For additional information, see Technical Users [page 1798].

Contacts

In SAP LeanIX, users who are subscribed to fact sheets but haven't yet been invited to the workspace and don't
have an SAP LeanIX account are called contacts. Contacts are created when non-SAP-LeanIX users are added
as fact sheet subscribers. For more information, see Adding Non-SAP-LeanIX Users as Subscribers [page 622].

The table below highlights the differences between contacts and workspace users:

Criteria Contact Workspace User

Status To learn more about statuses, Not invited • Active

see User Statuses [page 1121].
• Invited (users who haven't yet ac-
cepted the invitation request)

Ways to add users • Excel import (subscriber) • Email invitation

• Inline table editing (subscriber) • SSO
• API request • SCIM
• API request

Can be added as a subscriber Yes Yes

A permission role is assigned No Yes

Access to the workspace No Yes

Receives notifications and surveys from No Yes

SAP LeanIX

You can view all contacts on the Not invited tab in the Users section of the administration area. When needed,
you can invite contacts to a workspace individually or in bulk by clicking Invite on the right. For SSO-enabled

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workspaces, to prevent sending invitation emails, clear the Send Invitation Email checkbox in the invitation
overlay.

You can also invite contacts from the Subscriptions tab on a specific fact sheet or by using the Invite User
option in the user profile menu.

Contacts on the Not Invited Tab in the Users Section of the Administration Area

User Details

To view information for a specific user, on the Users page, select a user by clicking their email address. On the
user details page, you can:

• View user details: This includes the user's email address, name, status, role, and last login time.
• Deactivate a user: To deactivate a user, click Archive next to Status. You can't delete users. You can only
archive them.
• Change the user's role: If SSO isn't enabled or you're managing roles within SAP LeanIX with SSO, you can
change a user’s role on the user details page. Select a different role from the Roles list and click Save. The
new role takes effect upon the user's next sign-in.
• View user's fact sheet subscriptions: On the User Subscriptions tab, you can view all fact sheets a user is
subscribed to, along with their subscription type and role for each fact sheet.

User Details Page

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6.1.2 User Roles and Permissions

Adjust role-based permissions and define custom roles.

In the User Roles and Permissions section of the administration area, you can:

• Create custom user roles — if you’re managing roles within your single sign-on (SSO) identity provider
(IdP)
• Edit translations for user roles
• Modify role-based permissions unrelated to fact sheets

User Roles

In SAP LeanIX, the following standard user roles are available by default: Viewer, Member, and Admin. If SSO
is enabled for your organization and you're managing roles within your IdP, you can create custom roles in
addition to standard ones.

Standard User Roles

The following table lists standard user roles available in SAP LeanIX.

User Role Default Fact Sheet Permissions

Viewer Can view, subscribe to, and comment on all fact sheets.

Member Can view, create, and modify all fact sheets.

Admin Has all permissions of a member user as well as administra-

tor permissions for a workspace.

As an admin, you can adjust permissions for non-admin roles. For more information, see Role-Based
Permissions [page 1126].

 Note

You cannot delete standard user roles.

Custom User Roles

When configuring SSO for SAP LeanIX, you choose how you want to manage user roles: internally within SAP
LeanIX or externally within your IdP. For more information, see Managing User Roles with SSO [page 1146].

The possibility to create custom user roles depends on how you manage roles:

• Managing user roles internally within SAP LeanIX: Only standard roles are available: Viewer, Member, and
Admin. You can not create custom user roles.

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• Managing user roles externally within your IdP: You can create custom user roles in addition to standard
ones. This lets you assign permissions that are more granular than those provided by standard roles.

 Note

• A standard role is still required for access, but the custom role takes precedence.
• If a user is assigned multiple custom roles, their permissions are aggregated.

Creating Custom User Roles

Follow these steps:

1. In your IdP, add claims role and customerRoles, then create the corresponding roles.
• role: Create the following roles using uppercase letters: VIEWER, MEMBER, and ADMIN.
• customerRoles: Create custom user roles using uppercase letters, for example, AUDITOR.
To learn more about attribute mapping, see Attribute Mapping [page 1147].
2. In SAP LeanIX, create the corresponding user roles in the User Roles section of the administration area.
1. Click New User Role. You land on the role configuration page.
2. In the Technical Name field, enter the role name using uppercase letters as specified in your IdP, for
example, AUDITOR. The name serves as the unique role ID.
3. Optional: Clone permissions for the custom role from an existing role. This is a one-time snapshot, not
a dynamic relation that is actively maintained. If you skip this option, the new custom role gets a set of
default permissions, ensuring that the workspace functions as expected.
4. Optional: Add translations for the technical name to provide a more user-friendly format for the role
label. Translations appear in various areas of the application. Select languages, then enter a translation
and description for each language.
5. Click Add.
6. Create more custom roles to match the role matrix in your IdP.

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 Creating a Custom User Role
3. In SAP LeanIX, configure permissions for each custom role. To learn more about permissions, see Role-
Based Permissions [page 1126].

After you’ve configured custom roles, you can assign these roles to users in your IdP. Users get access to SAP
LeanIX with the permissions that you configured.

With this configuration, you can’t assign custom roles to users in your SAP LeanIX workspace. You can only do
it in your IdP.

Role-Based Permissions

In SAP LeanIX, user permissions are based on their assigned roles. As an admin, you can configure permissions
for non-admin user roles as needed. Permissions fall into two main categories:

• Fact sheet permissions: Configure these in the Meta Model Configuration section of the administration area.
For more details, see Fact Sheet Permissions [page 963].
• Permissions unrelated to fact sheets: Configure these in the User Roles and Permissions section of the
administration area. For an overview of permissions, refer to the following table. Permissions for the admin
role are read-only to ensure all workspace admins can view and modify items.

The table below lists permissions unrelated to fact sheets.

Feature Permissions Related Information

Portals Open, delete, create, and update por- Portals [page 1091]
tals

Collections Manage collections and content within Collections [page 895]

collections

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Feature Permissions Related Information

Surveys Create and manage surveys Surveys [page 810]

Fact sheet shape templates Manage fact sheet shape templates in Fact Sheet Shape Templates [page 798]
diagrams: view, delete, create, update,
change the owner, change default set-
tings, and unlock custom templates

Presentations Manage presentations Presentations [page 886]

Discovery inbox Access to the SAP landscape discovery SAP Landscape Discover Inbox [page
inbox and SaaS discovery inbox 1391] SaaS Discovery Inbox [page
1291]

Architecture decisions (available to • View, create, update, and delete ar- Architecture Decisions [page 1721]
customers using SAP LeanIX Architec- chitecture decisions
ture and Road Map Planning)
• Manage architecture decision tem-
plates

Software bill of materials (SBOM) • Read: View SBOM explorer and Software Bill of Materials (SBOM) [page
SBOM fact sheet widget 1376]

• Upload: Upload SBOM files

Tech stack discovery • View tech stack discovery Tech Stack Discovery from SBOMs
[page 1383]
• Create and update tech stacks

Transformations Read, create, update, delete, and exe- Transformations [page 1736]
cute transformations

Developer tools • Access the GraphQL editor. GraphQL API [page 1900]

• Enable the Copy as JSON Query

option in the filter bar in the inven-
tory to copy the current query.

 Tip

As a best practice, grant full permissions sparingly and avoid assigning all available permissions to every
role. By ensuring that only users with the appropriate roles have the ability to modify data, you can
maintain its quality and prevent unintended changes.

Configuring Role-Based Permissions

 Tip

Configure fact sheet permissions for non-admin roles in the Meta Model Configuration section of the
administration area. For more information, see Fact Sheet Permissions [page 963].

To configure role-based permissions unrelated to fact sheets, follow these steps:

1. In the administration area, navigate to the User Roles and Permissions section.
2. Select a role for which you want to configure permissions.

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3. On the role editing page, navigate to the Permissions tab.
4. Adjust permissions as needed using relevant checkboxes.
5. Save the changes.

Adjusting Permissions Unrelated to Fact Sheets for the Viewer Role

6.1.3 Authorization Model

Overview

The SAP LeanIX out-of-the-box Authorization model (part of the overall meta model) includes three default
roles, VIEWER, MEMBER, and ADMIN. In general, these roles govern access to read (view), create (add), update
(edit), and delete information at the Fact Sheet TYPE level. This "information" includes but is not limited to
attributes, relations, and tags. This means that the Authorization Model is set and defined for the entire Fact
Sheet TYPES, for example, IT Component. There are also some capabilities surrounding Import, Export, Saved
Searches, and more.

Please see the meta model [page 42] for basic information on what a Fact Sheet TYPE is and what is the SAP
LeanIX meta model.

You can request that these settings be different per role, VIEWER, MEMBER, and or ADMIN. In addition, you can
also request that new roles be added to the authorization model; they would exist in addition to the standard
roles.

The ability to configure the Authorization model is contingent upon the SAP LeanIX package that you have. As
such, please discuss any authorization model changes that you are considering with your CSM, and they can
inform you if your package covers authorization model changes. This document is not meant to be exhaustive
in nature, as such, having a conversation with your CSM regarding your use case, especially if it's not covered in
this document, could be very useful.

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  Note

Virtual Workspaces

If your organization is looking to control access at the level of individual Fact Sheets, your Use Case may be
be accommodated by Virtual Workspaces [page 1223]. The standard authorization model cannot control
access to individual Fact Sheets.

 Restriction

New Authorization Model roles can only be created and utilized when your organization has your Identity
Provider configured as external IdP. To learn more about setting up single sign-on (SSO), see Single
Sign-On (SSO) [page 1140].

Any customer can request that the out-of-the-Box roles be updated (no new roles being created), this does
not require a particular IP configuration (assuming that your package allows Authorization model changes).

Terminology

Please see the chart below for helpful terminology:

Terminology Definition

read To be able to "see", to make visible. For example, this can be

defined for a particular attribute and or relation.

create To be able to associate a response to an attribute, relation,

etc that is "null"/empty/not filled out.

delete To be able to remove/delete information that has been en-

tered AND SAVED against a particular Fact Sheet within a
particular attribute, relation, etc. Such as a particular rela-
tion, e.g. the Data Objects relation on the Application Fact
Sheet type.

update To be able to edit information that is already existing. For ex-

ample, the Description of a Fact Sheet reads, "A new version
is coming out in 2022". If a user is assigned to an authoriza-
tion role that has access to update this attribute, they would
be able to CHANGE the answer to anything else they wish,
such as "A new version is coming out in 2024"

Fact Sheet Attributes

The most commonly requested authorization model configuration changes pertain to controlling read (view),
create (add), update (edit), and delete access on attributes. As previously explained, for the most part, the
Authorization Model works on the level of Fact Sheet types. If you need clarification on what an attribute or
relation is, please see Meta Model [page 42].

For each attribute and or "relation" on a Fact Sheet type, it is possible to define whether a role has a view, edit,
and or delete access to it. These properties can be combined into several combinations, that is, as long as it is

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logical. For example, you would not set the Description attribute to be write(edit) access, but NOT read(access)
for the MEMBER role or any role. After all, a user cannot edit what they cannot see.

In the example below, the Description attribute has been set to be read-only (view only) for any user assigned
to the Member role. You can see that the attribute is visible but greyed out, which indicates to the user that they
do not have access to edit this attribute.

The same can be done for any attribute and or relation, whether it's an out-of-the-box attribute such as a
description or a custom attribute (an attribute that was created by the customer using self-configuration).

The same logic applies when setting an attribute to write(edit), delete, and or update properties. You can see
in the screenshot above that any attribute that is available to write (edit) has a textbox that is white instead of
grey.

Below is an example where create (add) was restricted for Members on the Application Fact Sheet type,
Application to IT Component relation. You can see that there is a lock symbol within that subsection indicating
to the user that they cannot "add"/create a new relation.

Common Use Case: Hide Costs

A common use case is making cost and or other financial information hidden from specific authorization roles.
The "Total Annual Cost" is an out-of-the-box attribute that can be found in several relations, including the
Application to IT Component relation. This can be done by removing "read" (view) access for that particular
attribute and or relation.

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Below you can see that the Total Annual Cost is not visible to the user who signed in under the MEMBER
authorization role:

Fact Sheet Type Level

Entire Fact Sheet types can be set to be read, created, updated, and or deleted per role. In the example below,
take a look at the upper left-hand side. Notice that the Provider Fact Sheet type is no longer visible to any users
assigned to the Member role. This was done by removing read (view) access.

Similarly, entire Fact Sheet types can be set to be read-only (view) by specific roles. This means that those
roles would only be able to view the information for any Fact Sheets under that particular Fact Sheet TYPE, but
they would not be able to delete, update (edit), nor create any information. This is helpful for Fact Sheet types
that represent fixed models or taxonomies like Business Capabilities and or Tech Category.

In addition, the Export, Import, and Inline Edit functionality can also be restricted. In the below example, Import
and Table Edit have been restricted for MEMBERs for the Application Fact Sheet Type. As you can see, the
user does NOT have access to the Import functionality, which would normally be in the highlighted area on the
right-hand side.

Please see below, and notice that the Import button is not available for the Application Fact Sheet type.

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Below is an example where the MEMBER role has been restricted from "Archiving" any Application Fact Sheets:

Subscription Type Check

Any attribute or relation can have a "subscription type check" against it. If you are not familiar with
Subscription Types, please see the Manage Subscription Roles [page 978].

A subscription type check allows you to define read, create, delete, and or update access based on that user's
subscription type for that particular Fact Sheet TYPE. The actual check occurs at the Fact Sheet level, this is
because subscriptions are assigned to the necessary users, on each Fact Sheet, via the Subscriptions tab of
that Fact Sheet.

In the example below the audimex Fact Sheet has one subscription type assigned, which is the subscription
type of Responsible. Please take note that it is not possible to complete a check by "Application Portfolio Owner".
Application Portfolio Owner is the Subscription Role, and the type is "Responsible".

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Saved Searches

Saved Searches access can also be controlled, but these changes apply to All Fact Sheet types. It is not
possible to define access differently for Saved Searches by Fact Sheet Type. The same options previously
described are available read (view), create (add), update (edit), and delete.

In the example below, as a Member I have read, create, update, and delete access. This Saved Search is named
"No responsible set". You can see in the upper right-hand corner, along with the grey box, that I have access to
Save As (UPDATE) and Save (CREATE)

 Note

Saved Searches Permission Settings

The Authorization model will respect the specific Saved Search settings, defined at the time that the Saved
Search is created and Saved. For example if "User B", creates a search and sets it so that only they have
access to edit it. I as "User A", cannot update that Saved Search even if the role I have has access to update
Saved Searches.

Granular Access

In addition, "change-owner", and "manage predefined" can be set. Change Owner is referring to the "Change
Owner" button available within "Manage Searches". In the default Authorization model, the only role that has
access to these two properties is ADMIN.

General Categories:

Type Details

Published

Private

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Type Details

Shared

System This is referring to predefined Saved Searches, that all users

have set by default.

Saved Searches can be defined at another level of granularity:

• Published[own]
• Private[own]
• Shared[own]

In the above examples, the functionality is restricted to the users "own" those Saved Searches. Meaning the
searches that they themselves created.

Summary of Functionality

The Authorization Model allows for the configuration of many different combinations of access both within Fact
Sheet types, and with other Fact Sheet related functionality such as Saved Searches.

Please see the tables in the following sections for a capabilities summary of the Authorization model.

Please refer back to the table available in the "Terminology" section, which provides details on the specific
access properties that can be defined, they are read, create, update, and delete.

Routines

The table below focuses on executable programs, such as the Export routine, that you as a user can trigger, as
opposed to fields/attributes within a Fact Sheet. As such, the normal CRUD operations (create, read, update,
and delete) don't quite apply here. In general, if a user can see a routine, then it follows that they can run/
execute that routine.

Functionality/Area of Interest Is it possible to configure Details/Example

Import Yes This is can be set by Fact Sheet TYPE.

Meaning that this can be set to be view-
able and usable on all Fact Sheet Types
except IT Component (as an example).

Export Yes This is can be set by Fact Sheet TYPE.

Meaning that this can be set to be view-
able and usable on all Fact Sheet Types
except IT Component (as an example).

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Functionality/Area of Interest Is it possible to configure Details/Example

Inline Edit Yes For detailed information on inline ed-

iting, see Inline Editing [page 592].
Please note that Inline Edit DOES re-
spect the Authorization model. For ex-
ample, the MEMBER role is only able
to read but Not update or create, the at-
tribute Description for Application Fact
Sheet types. In addition, the MEMBER
role does have access to Inline Edit.
This means that they will be able to
click on Inline Edit and utilize it, but they
will only be able to "read" the Descrip-
tion for Application Fact Sheet but not
update, delete, or create. This can be
set by Fact Sheet TYPE. For example,
for a specific role(s) this could be set
to be viewable and usable on all Fact
Sheet Types except Provider.

Archive Yes Please see the Searching and Filtering

in the Inventory [page 636], for infor-
mation on what Archiving is. This is set
per Fact Sheet TYPE.

Saved Searches (previously named Yes Example, "set the role NONMANAGER
bookmarks) to be able to CREATE Saved Searches,
but NOT update (edit)". This would
apply to any and all Saved Searches
for any user assigned to the NONMAN-
AGER role. However, it does respect,
the specific settings defined on the
Saved Search. For example I can create
a Saved Search and set it so that only I
have access to edit it, this is defined on
the Saved Search itself when I create
and save it. The Authorization model
will respect this. In addition, "change-
owner", and "manage predefined". Are
also available as properties that can
be set. In the default Authorization
model, the only role that has access to
these two properties is ADMIN. Saved
Searches can be defined at a more
granular level: General Categories: Pub-
lished, Shared, System(this is referring
to predefined searches) Further granu-
larity: Published[own], Shared[own]

Invite Yes, but not via the Authorization model Please reach out to support at SAP
LeanIX Support or reach out to your
CSM for more details.

Cloning No For more information, see Cloning a

Fact Sheet [page 584]

Printing No

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Fact Sheet Specific

Functionality/
Area of Inter- Is it possible to Details/Exam-
est configure ple Create Read Update Delete

Fact Sheet Yes This is referring X X X X

Types to entire Fact
Sheet Types e.g
Application, IT
Component etc.
Example set the
"custom" role
MANAGER to
only READ
(view) Applica-
tion Fact Sheet
types. This
means that this
role would not
be able to cre-
ate, update, or
delete any Ap-
plication Fact
Sheets.

Fact Sheets (as No No, access to

in individual individual Fact
Fact Sheets Sheets cannot
such as Audi- be controlled
mex) via the Authori-
zation model.
One example of
such a request
is : can the Fact
Sheet Audimex
be completely
hidden for
MEMBERS. The
answer is no.
However, this
functionality is
available within
Virtual Work-
spaces [page
1223].

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Functionality/
Area of Inter- Is it possible to Details/Exam-
est configure ple Create Read Update Delete

Tags Yes This is not X X

(<referring referring to
to creating Tags in
associating the
tags to Administration
individual area, but rather
Fact associating tags
Sheets>) to Fact Sheets.*
In addition, this
is referring to all
tags. It is not
possible to de-
fine a particular
set of tags that
the role(s)
should have ac-
cess to.

Tag Groups No Example, set

user NONMAN-
AGER to only be
able to see, the
tag group
"Cloud". This is
not possible.
You might find it
beneficial to re-
move some Tag
Groups and in-
stead set them
as attributes.
The benefit to
this is that at-
tributes can be
set to create,
read, update
and or delete.
This is a possi-
bility that might
be optimal de-
pending on
your Use Case.
As such please
contact your
CSM in order to
discuss this.

SAP LeanIX
User and Access Management PUBLIC 1137
Functionality/
Area of Inter- Is it possible to Details/Exam-
est configure ple Create Read Update Delete

Attributes (also Yes Examples of X X X X

called fields) out-of-the-box
attributes are
Description,
Alias, Release,
and Name. In-
cluding attrib-
utes that are
within relations
such as Total
Annual Cost.
Attributes also
includes any
customer de-
fined attributes.
Depending on
your SAP
LeanIX pack-
age, you might
have the ability
via Self-Config-
uration or via
SAP LeanIX
Support to cre-
ate attributes
that do not ex-
ist in the stand-
ard meta
model. If you
have Virtual
Workspaces,
the "ACE" read
and write can
also be
controlled in the
same way as all
other attributes.

Relations Yes X X X X

Attributes that Yes For example, X X X X

exist within a the standard
Relation Application to
IT Component
relation, in-
cludes a Total
Annual Cost At-
tribute. This
could be set to
be READ only
for the MEM-
BER role.

SAP LeanIX
1138 PUBLIC User and Access Management
Functionality/
Area of Inter- Is it possible to Details/Exam-
est configure ple Create Read Update Delete

Quality Seal Yes It is possible to X

define for the
property "up-
date" only, this
is due to the na-
ture of the func-
tionality. For
more informa-
tion on the
Quality Seal,
please see the
Increase your
Data Quality
[page 614]

Fact Sheet Tabs No

Administration Area Functionality

The entire "Administration" area is hardcoded to only be accessible to the ADMIN role. It is not possible for any
other role to have access to the Administration area. Furthermore, it is not possible to define specific access
to the Administration area even for the ADMIN role. Any user with this role will automatically have access to
everything under the Administration area.

Please note that all users have access to Profile, Password, and Notifications. These three options are available
under "My Settings".

Dashboards

At this time there aren't specific settings within the Authorization model that determine access to Dashboards.
However, when users create Dashboards, they can define some access settings for the particular Dashboard
that they are creating. For more information on dashboards, see Dashboard Modeling [page 532].

 Note

At this time, all roles are able to create Public Dashboards even those with the role of VIEWER.

SAP LeanIX
User and Access Management PUBLIC 1139
6.2 Single Sign-On (SSO)

Learn how to configure single sign-on (SSO) with SAP LeanIX.

Overview

Single sign-on (SSO) is a centralized authentication process that allows users to access multiple applications
with a single set of login credentials.

SAP LeanIX supports SSO through the following protocols:

• Security Assertion Markup Language (SAML) 2.0

All SSO protocols securely exchange authentication and authorization data between an identity provider (IdP)
and SAP LeanIX as service provider (SP).

We offer the following options for the SSO setup.

SSO Setup Options

Authentication Only Authentication and Authorization

How you manage authentication (sys- Through SSO Through SSO

tem access)

Where you manage authorization (user In SAP LeanIX In your IdP

roles)
For details, see Managing User Roles For details, see Managing User Roles
Within SAP LeanIX [page 1147]. Within the Identity Provider [page
1147].

Additional options • Custom user roles

• Virtual workspaces

SAP LeanIX supports just-in-time (JIT) provisioning, a process in which user accounts are dynamically created
when users sign in to SAP LeanIX through SSO for the first time.

Authentication Flow

SAP LeanIX supports SP-initiated SSO. The following image illustrates the SAML 2.0 authentication flow.

SAP LeanIX
1140 PUBLIC User and Access Management
 Authentication Flow

When a user attempts to access the SAP LeanIX application through a browser, the SP first checks if the
user is already authenticated. If not, the user is redirected to the identity provider system, which initiates the
authentication process, typically through a username and password.

Once the user has been successfully authenticated within the IdP, the IdP sends a response to the SP. The
response includes relevant attributes, such as the user's email address, that serve to identify the user within
SAP LeanIX. Once the SP has verified the response, the user is granted access to the SAP LeanIX application.

Before You Start

Flexible options for different identity providers and user role management allow you to customize your SSO
setup to meet specific workspace needs and security requirements:

• Choose one or more identity provider(s). For more information, see Requirements for Identity Providers
[page 1146].
You can connect to different identity providers, for example, region-specific identity providers. If you
have different workspaces, for example a sandbox and a production workspace, you can connect each
workspace to a different identity provider.
• Decide how you want to manage user roles: internally within SAP LeanIX or externally within your IdP. For
more information, see Managing User Roles with SSO [page 1146].
• Decide if you’d like a dedicated subdomain for your organization. You can choose any custom subdomain,
such as your company's name (https://your-company.leanix.net). It’s also possible to add domains later,
as long as the workspace is using SSO.

SAP LeanIX
User and Access Management PUBLIC 1141
• Decide if you’d like to:
• Assign a default SAP LeanIX role to new users coming from your IdP.
• Enable the "Invite only" flow for specific workspaces. This will block users from accessing a workspace
unless they have been explicitly invited to it, even if they are granted access through the IdP. A
common scenario is limiting access to Sandbox workspaces.
• Enable Transient users to potentially grant them access to Self-service Portals. To learn more, see
Transient Users with SSO [page 1150].
• Once you've set up SSO authentication, it becomes the sole method for accessing the platform,
and reverting to username and password isn't an option. Use the flexible configuration options to
customize the authentication process for your organization.

SSO Configuration Process

The self-service process of setting up SSO ensures a seamless integration with your chosen identity provider
(IdP). You'll configure the SSO connection first, test the setup, and then activate. This ensures a flexible,
zero-disruption deployment for different IdPs for different workspaces.

The SSO configuration options accommodate your existing infrastructure:

• SAML metadata provisioning: Choose between dynamic URL-based synchronization for automatic
updates or on-demand file uploads for controlled user data synchronization

Starting SSO Authentication Setup

If you haven't configured an SSO connection for your workspace before, you first enable the SSO setup in
the administration area. If you currently have a legacy SSO connection configured and want to migrate to the
self-service SSO, the SSO setup should already be enabled and you can proceed with the next step to add a
new IdP.

1. In LeanIX, navigate to Administration > Authentication and SSO.

2. Select one of the SSO authentication types.
3. Click Save to proceed with setting up the SSO configuration.

 Note

At this point your current authentication method, also username and password, is still active and will
not be changed yet.

The active authentication type and the selection here on the administration page might not match.
Only once you activate the first SSO connection, the authentication is completely switched to SSO.

SAP LeanIX
1142 PUBLIC User and Access Management
 After saving, you can see a new Identity Providers section for setting up IdPs.

SAP LeanIX
User and Access Management PUBLIC 1143
Add a New Identity Provider

If you are migrating from a legacy SSO configuration to the self-service SSO configuration, this is your starting
point.

You can create up to 5 IdPs.

1. Prepare the SSO connection to SAP LeanIX in your IdP. For setup details, refer to the detailed instructions
for each provider, for example:
• Configuring SSO with Okta [page 1153]
• Configuring SCIM in Microsoft Entra ID [page 1215]
2. In LeanIX, navigate to Administration > Authentication and SSO and go to the Identity Providers section.
3. To add a new IdP, select the authentication type and click Add Identity Provider.
4. Provide the identity provider details.
5. Choose Next.
6. Exchange the metadata between SAP LeanIX and the IdP.

 Caution

With Entra ID, using the wrong metadata files can result in losing all access to your workspace.

SAP LeanIX
1144 PUBLIC User and Access Management
 When adding the metadata to your IdP configuration in SAP LeanIX, ensure the metadata is correctly
configured. In some cases Entra ID might need time to synchronize and update the metadata files of
the metadata URL.

We recommend using the download for the metadata for Entra ID.

1. Copy the SAP LeanIX metadata URLs. Then go to your IdP and configure the SSO connection with the
SAP LeanIX metadata URLs.
2. Add the IdP metadata in SAP LeanIX, either by URL or file upload.
3. With all metadata exchanged, the metadata URL is generated. Copy the metadata URL and finish the
SSO connection setup in the IdP.
4. Choose Save.
7. Optionally, configure additional Authentication Settings for the workspace that are not IdP dependent and
will apply for any of the configured IdPs, like the default role on login, transient users, and if invitations are
the only way to login once the SSO is activated.

 Tip

In case you want to change IdP settings, you’ll need to add a new IdP and delete the old one afterwards.

Test the Identity Provider Configuration

1. In SAP LeanIX, navigate to Administration > Authentication and SSO.
2. On the IdP tile, select Test Configuration.
3. Follow the test instructions. Open the provided URL in an incognito browser and login with the credentials
for your IdP.
If the test worked, you’re logged in to the workspace.

Activate an Identity Provider

 Caution

You and your users can lose all access to SAP LeanIX if the IdP configuration is not working!

Only proceed if the configuration test was successful.

 Restriction

Currently you cannot switch back to authentication with username and password. We're working on
improving this and offering a fully flexible self-service experience. Contact Support If you have questions or
need help.

1. In SAP LeanIX, navigate to Administration > Authentication and SSO.

2. On the IdP tile, toggle to activate.
Confirm in the dialog that opens. Now the users managed in this IdP can only log in to the associated
workspace through their SSO account.

If you'd like to use your custom domain you can now request it. Submit a ticket to SAP LeanIX Support with
your request for a custom domain.

FAQ
Why can I not delete the IdP?

SAP LeanIX
User and Access Management PUBLIC 1145
Active IdPs cannot be deleted as this would remove access to the workspace for the users on this IdP. Check if
the IdP is still active before deleting it.

If there is only a single IdP configured, it cannot be deleted as otherwise you and your users would lose all
access to SAP LeanIX.

Requirements for Identity Providers

When choosing an IdP for your SSO setup, ensure that:

• The IdP supports the SAML 2.0 protocol.

• The client browser has network access to the IdP.

Example Identity Providers

The following table lists example IdPs for which we've successfully tested SSO implementation.

Identity Provider Instructions

Okta Configuring SSO with Okta [page 1153]

Microsoft Entra ID Configuring SSO with Microsoft Entra ID [page 1168]

PingOne Configuring SSO with PingOne [page 1180]

OneLogin Configuring SSO with OneLogin [page 1190]

Microsoft Active Directory Federation Services (AD FS) Configuring SSO with Active Directory Federation Services
[page 1198]

Shibboleth IdP Refer to the Shibboleth IdP documentation

CA Single Sign-On Refer to the Broadcom documentation

Google IdP Refer to the Google documentation

LemonLDAP::NG Refer to the LemonLDAP::NG documentation

Managing User Roles with SSO

With SSO, you can manage user roles internally within SAP LeanIX or externally within your IdP. Choose your
preferred option when requesting to set up SSO.

Additionally, you can set up Transient users to grant them access to Self-service Portals. For more information,
see Transient Users with SSO [page 1150].

SAP LeanIX
1146 PUBLIC User and Access Management
Managing User Roles Within SAP LeanIX

If you choose to manage user roles within SAP LeanIX, the IdP manages authentication, while SAP LeanIX
handles authorization.

You can assign roles to users when inviting them to SAP LeanIX. If needed, you can change user roles later in
the Users section of the administration area.

You should decide whether you want to assign a default role in SAP LeanIX to all new users:

• If you set a default role, this role will be automatically assigned to all new users when they first sign in to a
workspace. In this case, you don't need to manually invite users to your workspace.
• If you don’t set a default role, you need to manually invite users to your workspace by selecting the Invite
User option in user profile menu.

Managing User Roles Within the Identity Provider

If you choose to manage user roles externally within your IdP, then both authentication and authorization will
be handled by the IdP.

When managing user roles within your IdP, you can define custom user roles in addition to standard roles. For
more information, see Custom User Roles [page 1124].

The IdP determines the user role and maps it to the SAP LeanIX role during the sign-in process. To learn more
about mapping user roles between your IdP and SAP LeanIX, see Attribute Mapping [page 1147]. If you don't
provide any role information, a default role is assigned to the user. If the default role is not set, the user loses
access to SAP LeanIX.

Depending on the user roles provided in the IdP and SAP LeanIX, the following typical scenarios are possible:

• Scenario 1: You provide a user role in your IdP. If the user already has a role assigned in SAP LeanIX, it is
overwritten by the role from the IdP.
• Scenario 2: You don't provide a user role in your IdP, and a default role exists in SAP LeanIX. In this case,
the default role is assigned to the user. Their current role (if already assigned) is overwritten by the default
role.
• Scenario 3: You don't provide a user role in your IdP, and a default role is not set in SAP LeanIX. In this case,
the user loses access to a workspace. Their existing role is not overwritten but is not used.

Attribute Mapping

Use the following attributes to configure SAML 2.0 attribute mapping in your IdP. If you're using Active
Directory Federation Services (AD FS) as an IdP, see Configuring SSO with Active Directory Federation Services
[page 1198].

Use a browser extension or a desktop application like SAML-tracer to inspect the SAML request and verify
which attributes are being sent.

SAP LeanIX
User and Access Management PUBLIC 1147
Attribute Name Required Format Example Description

firstname Required urn:oasis:names Peter The first name of the

:tc:SAML:2.0:at user.
trname-
format:uri

lastname Required urn:oasis:names Schmidt The last name of the

:tc:SAML:2.0:at user.
trname-
format:uri

uid Required urn:oasis:names 01586285682568@ The unique ID of the

:tc:SAML:2.0:at customer.com user needs to be in
trname- email format.
format:uri
We recommend using
an ID that is different
from the user's email
address.

email Required urn:oasis:names peter.schmidt@c The email address of

:tc:SAML:2.0:at ustomer.com the user.
trname-
format:uri

role Required if you man- urn:oasis:names MEMBER The role to be as-

age user roles within :tc:SAML:2.0:at signed to the user. Pos-
your IdP trname-
sible values: ADMIN,
format:uri
MEMBER, or VIEWER.

If you submit multiple

values separated with
commas, the role with
the highest level of
privileges is assigned.

If you're managing
roles within SAP
LeanIX, you can omit
this attribute.

To learn more, see

Managing User Roles
with SSO [page 1146].

SAP LeanIX
1148 PUBLIC User and Access Management
Attribute Name Required Format Example Description

customer_roles Optional urn:oasis:names MANAGER The custom role to be

:tc:SAML:2.0:at assigned to the user.
trname- Use this attribute only
format:uri
for custom roles, oth-
erwise omit it.

To learn more, see

Custom User Roles
[page 1150].

ace Optional urn:oasis:names member-orgunit1 The ID of the Access

:tc:SAML:2.0:at Control Entity (ACE) of
trname- a Virtual Workspace.
format:uri
Use this attribute only
when configuring ac-
cess to a Virtual Work-
space, otherwise omit
it.

To learn more, see Vir-

tual Workspaces Con-
figuration [page 1227].

Example SAML Message with User Attributes

The following example SAML message contains required user attributes.

<saml2:AttributeStatement>
<saml2:Attribute FriendlyName="firstname" Name="firstname"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml2:AttributeValue xmlns:xsi="http://www.w3.org/2001/XMLSchema-
instance" xsi:type="xs:string">
Peter
</saml2:AttributeValue>
</saml2:Attribute>
<saml2:Attribute FriendlyName="lastname" Name="lastname"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml2:AttributeValue xmlns:xsi="http://www.w3.org/2001/XMLSchema-
instance" xsi:type="xs:string">
Schmidt
</saml2:AttributeValue>
</saml2:Attribute>
<saml2:Attribute FriendlyName="uid" Name="uid"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml2:AttributeValue xmlns:xsi="http://www.w3.org/2001/XMLSchema-
instance" xsi:type="xs:string">
55201001@customer.com
</saml2:AttributeValue>
</saml2:Attribute>
<saml2:Attribute FriendlyName="mail" Name="mail"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml2:AttributeValue xmlns:xsi="http://www.w3.org/2001/XMLSchema-
instance" xsi:type="xs:string">
peter.schmidt@customer.com

SAP LeanIX
User and Access Management PUBLIC 1149
 </saml2:AttributeValue>
</saml2:Attribute>
<saml2:Attribute FriendlyName="role" Name="role"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml2:AttributeValue xmlns:xsi="http://www.w3.org/2001/XMLSchema-
instance" xsi:type="xs:string">
MEMBER
</saml2:AttributeValue>
</saml2:Attribute>
</saml2:AttributeStatement>

Custom User Roles

 Note

You can create custom user roles only if you manage user roles externally within your IdP.

If you're managing user roles externally within your IdP, you can create custom user roles, which lets you
assign permissions that are more granular than those provided by the standard roles. For more information,
see Custom User Roles [page 1124].

Transient Users with SSO

SSO with an external IdP allows you to create transient user roles. A transient user is authenticated by SAP
LeanIX based on their existence in your IdP, but is not assigned any role and therefore has no access to the
workspace itself.

Transient users can access a simplified version of SAP LeanIX through self-service portals. You can embed
these portals in your existing intranet, wiki, or any other system integrated with SSO. This setup allows you
to directly share SAP LeanIX data without having to invite users to your workspace. For more information, see
Portal [page 1091].

To create transient users, follow these steps:

1. Notify your support agent during the SSO setup or create a dedicated ticket.
2. To grant access to a self-service portal to transient users, in the portal configuration, enter TRANSIENT in
the Accessible for field.

SAP LeanIX
1150 PUBLIC User and Access Management
 Modifying the Configuration of a Self-Service Portal to Grant Access to Transient Users
3. In your IdP, create a group for transient users if it doesn't already exist. Don't assign any permission roles
(Admin, Viewer, or Member) to this group. If you're using Microsoft Entra ID, select the predefined value
Users.
Users referenced in SAP LeanIX at any time, such as through an actual login or by being subscribed to a
fact sheet as a contact, have a permanent user record. These users can't become transient users. Ensure
they are granted proper role assignments, otherwise they'll lose access to the portal.

Upon signing in to SAP LeanIX, users are assigned the temporary transient role and are granted access to view
the self-service portal data.

Troubleshooting

If you have trouble logging in, use a browser extension or a desktop application like SAML-tracer to inspect the
SAML request and verify which attributes are being sent.

1. Install the SAML-tracker browser extension or start your application for SAML tracing.
2. Sign in to the workspace and open the SAML tracer.
3. Check the attribute mapping in your IdP configuration. Ensure that you provided the required attributes as
specified in the Attribute Mapping section.
• When using Entry ID as an IdP, ensure that the Namespace field is blank. For more information, see
Configuring SSO with Microsoft Entra ID.
• If the SSO setup doesn’t work, send us a screenshot or export of your SAML tracer.

6.2.1 Migration to the Self-Service SSO Configuration

SAP LeanIX launches a flexible SSO self-service in November 2025, allowing workspace-specific IdP
configurations and independent setup.

Migrate to SAP LeanIX's new SSO self-service for improved authentication and authorization by May 2026. You
can facilitate the migration independently by going through the new SSO configuration process.

SAP LeanIX
User and Access Management PUBLIC 1151
Advantages of the New SSO Service

With the new SSO service, you now have more SSO configuration options:

• You can use a different IdP for each workspace you have. For example, use a different SSO configuration for
your sandbox.
• You can have several IdPs for the same workspace, for example, for different organizational units.
• You’re now independent in setting up and changing your SSO configuration(s).

Good to Know Before You Start Migrating

• Ongoing access for your users: During the migration your users don’t experience any disruptions and can
always access the workspaces.
• Rethink your SSO setup: Take the chance to rethink your SSO setup for SAP LeanIX and make the most
of the new options you have now. For example, use different IdPs for different regions or the sandbox
workspace. Start thinking from each of the workspaces you have and how you’d like to authenticate and
authorize for this specific workspace.
• Workspace-centric SSO configuration: In the Administration of each workspace, you configure the setup
for this workspace only. There’s no central view or configuration as it’s now a workspace-centric setup.
• Start a fresh configuration in your IdP: Instead of literally migrating an existing SSO configuration, we ask
you to create a completely new configuration in your IdP. This ensures that your users have access during
the migration process. Additionally, the new SSO service comes with changes of attributes that you’ll need
to implement in your IdP. A fresh start makes it easier to get all settings right and test, if something isn’t
working as expected yet.

SSO Migration Process

To ensure an ongoing access for your SAP LeanIX workspaces, follow these steps:

1. In your IdP, start a new SSO configuration.

2. Go through the SSO configuration process described at SSO Configuration Process [page 1142].
The SSO configuration process will also take you through steps to test if the login works.
3. Activate the new IdP for a workspace.
Give it a few minutes, but usually users will have access immediately.

 Note

Activating an IdP for a workspace automatically deactivates the previous non-self-service SSO
configuration that was configured on SAP LeanIX side. It can’t be activated again.

In case of problems, submit a ticket to SAP LeanIX.

4. Deactivate or remove the legacy SSO configuration in your IdP.

SAP LeanIX
1152 PUBLIC User and Access Management
6.2.2 Configuring SSO with Okta

Instructions for configuring single sign-on (SSO) with Okta as an identity provider.

Prerequisites

Before you start, do the following:

• Learn about the SSO configuration process in SSO Configuration Process [page 1142].

For additional information, visit the Okta website .

Step 1: Create an Application for SSO

Follow these steps:

1. In the Okta admin dashboard, in the Applications section, click Create App Integration.
2. In the overlay that appears, select SAML 2.0 as the sign-in method.

Selecting SAML 2.0 as the Sign-In Method for an SSO Application in Okta
3. Enter a name for your application, then click Next.

SAP LeanIX
User and Access Management PUBLIC 1153
Step 2: Configure SAML Settings

Follow these steps:

1. In the SAML Settings section of the application, specify the following:

• Audience URI (SP Entity ID): https://{REGION}-signin.leanix.net/realms/service-
provider/broker/{UUID}
• ACS URL(Single Sign On URL): https://{REGION}-signin.leanix.net/realms/service-
provider/broker/{UUID}/endpoint
• Name ID format: Select EmailAddress.
• Application username: This parameter depends on your Okta implementation. If the Okta username
matches the SAP LeanIX email, select Okta username.
2. In the Attribute Statements section, specify attributes to be added to the SAML assertion as shown in the
following table. All fields are case-sensitive. The first four objects in the table are values that already exist
on the user object. The role object will be added when assigning user groups to the application.

Name Name Format Value Description

firstname URI Reference user.firstName The first name of the user.

lastname URI Reference user.lastName The last name of the user.

uid URI Reference user.email The unique ID of the user

in the email format. We rec-
ommend using an ID that
is different from the user's
email address.

email URI Reference user.email The email address of the

user.

role URI Reference appuser.role The role to be assigned

to the user. Possible val-
ues: ADMIN, MEMBER, or
VIEWER. If you submit mul-
tiple values separated with
commas, the role with the
highest level of privileges is
assigned. If you're manag-
ing roles within SAP LeanIX,
you can omit this attribute.
To learn more, see Manag-
ing User Roles with SSO
[page 1146].

customer_roles URI Reference appuser.customRole The custom role to be as-

signed to the user. Use
this attribute only for cus-
tom roles, otherwise omit it.
To learn more, see Custom
User Roles [page 1150].

SAP LeanIX
1154 PUBLIC User and Access Management
 Name Name Format Value Description

ace URI Reference appuser.entryACI The ID of the Access Con-

trol Entity (ACE) of a Vir-
tual Workspace. Use this
attribute only when config-
uring access to a Virtual
Workspace, otherwise omit
it. To learn more, see Vir-
tual Workspaces Configura-
tion [page 1227].

3. In the Feedback section, specify that the app is internal, then click Finish.

Specifying the Type of an SSO Application

Step 3: Configure Attribute Mapping

Follow these steps:

1. On the Sign On tab of your application, select Configure profile mapping.

Selecting the "Configure Profile Mapping" Link on the "Sign On" Tab of an SSO Application
2. In the overlay that appears, click Cancel.

SAP LeanIX
User and Access Management PUBLIC 1155
3. In the Attributes section, click Add Attribute.
4. Specify the attribute details.
• Data type: Select string.
• Display name, Variable name, and External name: Enter role to match the attribute that you added to
the SAML assertion.
• Enum: Select Define enumerated list of values and create a list of user roles that the Okta admin can
select from. The values in the following table correspond to the SAP LeanIX standard roles, but you can
adjust the list according to your needs.

Display Name Value

ADMIN ADMIN

MEMBER MEMBER

VIEWER VIEWER

• Attribute type: Select Group.

SAP LeanIX
1156 PUBLIC User and Access Management
SAP LeanIX
User and Access Management PUBLIC 1157
5. Save the changes.

Step 4: Assign Users to the Application

You can assign specific users or user groups to the SSO application.

Follow these steps:

1. On the Assignments tab of the application, click Assign > Assign to Groups.

Selecting the "Assign to Groups" Option on the "Assignments" Tab of an SSO Application
2. In the overlay that appears, select a user group to assign to the application.
3. In the role list, select an SAP LeanIX role to be assigned to users in this group.

Selecting a Role to Be Assigned to Users of an SSO Application

4. Optional: If needed, modify other attributes, then save the configuration.
5. Optional: If needed, on the Sign On tab of the application, in the Sign On Policy section, specify rules for
your sign-on policies, for example, multi-factor authentication.

"Sign On Policy" Section on the "Sign On" Tab of an SSO Application

SAP LeanIX
1158 PUBLIC User and Access Management
Verify your SSO Configuration
To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.netand
log in, then open a SAML tracer browser extension or desktop application. In the SAML tracing you can see a
list of required user attributes.

6.2.2.1 Configuring SSO with Okta (Legacy)

Instructions for configuring single sign-on (SSO) with Okta as an identity provider.

 Note

The legacy SSO configuration process is being sunsetted. If you have a legacy SSO setup,, we recommend
you switch to the current setup. For more information, see Single Sign-On (SSO) [page 1140].

Prerequisites (Legacy)

Before you start, do the following:

• Choose an identity provider. For more information, see Requirements for Identity Providers.
• Obtain a metadata file in XML format from your IdP. You can download the file or save the link URL.
• Decide how you want to manage user roles with SSO: internally within SAP LeanIX or externally within your
IdP. For more information, see Managing User Roles with SSO.
• Submit a ticket to SAP LeanIX Support to setting up SSO for your organization. If you're an SAP customer,
submit a request from the SAP for Me portal.
• Provide a metadata file in XML format exported from your IdP. To avoid possible problems with spam
filters, please send either a link to the metadata file or an archive containing an XML file. Send the entire
metadata, not only the certificate.

 Note

We integrate SSO on a domain level, which means that any user provisioning implemented during the SSO
authentication flow is applied to all workspaces on the domain. Each customer only receives one domain.
To get advice on your use case, please contact SAP LeanIX Support.

For additional information, visit the Okta website .

Step 1: Create an Application for SSO (Legacy)

Follow these steps:

1. In the Okta admin dashboard, in the Applications section, click Create App Integration.
2. In the overlay that appears, select SAML 2.0 as the sign-in method.

SAP LeanIX
User and Access Management PUBLIC 1159
 Selecting SAML 2.0 as the Sign-In Method for an SSO Application in Okta
3. Enter a name for your application, then click Next.

Step 2: Configure SAML Settings (Legacy)

Follow these steps:

1. In the SAML Settings section of the application, specify the following:

• Single sign-on URL: https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/SAML2/POST
• Audience URI (SP Entity ID): https://{SUBDOMAIN}.leanix.net/Shibboleth.sso

 Note

Replace {SUBDOMAIN} in the URLs with your custom subdomain that you specified in the SSO
request form (for example, https://your-company.leanix.net).

• Name ID format: Select EmailAddress.

• Application username: This parameter depends on your Okta implementation. If the Okta username
matches the SAP LeanIX email, select Okta username.

SAP LeanIX
1160 PUBLIC User and Access Management
 Configuring General SAML Settings for an SSO Application
2. In the Attribute Statements section, specify attributes to be added to the SAML assertion as shown in the
following table. All fields are case-sensitive. The first four objects in the table are values that already exist
on the user object. The role object will be added when assigning user groups to the application.

Name Name Format Value Description

firstname URI Reference user.firstName The first name of the user.

lastname URI Reference user.lastName The last name of the user.

uid URI Reference user.email The unique ID of the user

in the email format. We rec-
ommend using an ID that
is different from the user's
email address.

mail URI Reference user.email The email address of the

user.

SAP LeanIX
User and Access Management PUBLIC 1161
 Name Name Format Value Description

role URI Reference appuser.role The role to be assigned

to the user. Possible val-
ues: ADMIN, MEMBER, or
VIEWER. If you submit mul-
tiple values separated with
commas, the role with the
highest level of privileges is
assigned. If you're manag-
ing roles within SAP LeanIX,
you can omit this attribute.
To learn more, see Manag-
ing User Roles with SSO
[page 1146].

customerRoles URI Reference appuser.customRole The custom role to be as-

signed to the user. Use
this attribute only for cus-
tom roles, otherwise omit it.
To learn more, see Custom
User Roles [page 1150].

entryACI URI Reference appuser.entryACI The ID of the Access Con-

trol Entity (ACE) of a Vir-
tual Workspace. Use this
attribute only when config-
uring access to a Virtual
Workspace, otherwise omit
it. To learn more, see Vir-
tual Workspaces Configura-
tion [page 1227].

SAP LeanIX
1162 PUBLIC User and Access Management
 Configuring Attribute Statements for an SSO Application

3. In the Feedback section, specify that the app is internal, then click Finish.

Specifying the Type of an SSO Application

Step 3: Configure Attribute Mapping (Legacy)

Follow these steps:

1. On the Sign On tab of your application, select Configure profile mapping.

SAP LeanIX
User and Access Management PUBLIC 1163
 Selecting the "Configure Profile Mapping" Link on the "Sign On" Tab of an SSO Application
2. In the overlay that appears, click Cancel.
3. In the Attributes section, click Add Attribute.
4. Specify the attribute details.
• Data type: Select string.
• Display name, Variable name, and External name: Enter role to match the attribute that you added to
the SAML assertion.
• Enum: Select Define enumerated list of values and create a list of user roles that the Okta admin can
select from. The values in the following table correspond to the SAP LeanIX standard roles, but you can
adjust the list according to your needs.

Display Name Value

ADMIN ADMIN

MEMBER MEMBER

VIEWER VIEWER

• Attribute type: Select Group.

SAP LeanIX
1164 PUBLIC User and Access Management
SAP LeanIX
User and Access Management PUBLIC 1165
5. Save the changes.

Step 4: Assign Users to the Application (Legacy)

You can assign specific users or user groups to the SSO application.

Follow these steps:

1. On the Assignments tab of the application, click Assign > Assign to Groups.

Selecting the "Assign to Groups" Option on the "Assignments" Tab of an SSO Application
2. In the overlay that appears, select a user group to assign to the application.
3. In the role list, select an SAP LeanIX role to be assigned to users in this group.

Selecting a Role to Be Assigned to Users of an SSO Application

4. Optional: If needed, modify other attributes, then save the configuration.
5. Optional: If needed, on the Sign On tab of the application, in the Sign On Policy section, specify rules for
your sign-on policies, for example, multi-factor authentication.

"Sign On Policy" Section on the "Sign On" Tab of an SSO Application

SAP LeanIX
1166 PUBLIC User and Access Management
To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.net, then
navigate to the SAML session page at https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.
The following screenshot shows a session page with a list of required user attributes that appear under
Attributes.

SAML Session Page

Troubleshooting (Legacy)

Login Problems
You test access to your workspace through the following link: https://{SUBDOMAIN}.leanix.net/
{WORKSPACE}. Note the following:

1. Test access to your workspace only through the provided link. Do not use other links such as LeanIX or
LeanIX .
2. During the implementation phase, we support sign-in both through SSO and through a username and
password. We will deactivate sign-in with a username and password once you confirm the login works.
3. If the login doesn’t work, proceed to test the SAML setup.

Test SAML Setup

We provide you with a link to the page that contains information on the current SAML session: https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

If the "A valid session was not found" message appears on the SAML session page, which is available at https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session, try to do the following:

1. Sign in to the workspace and open the SAML session page in a new tab or try to use the incognito mode in
your browser.
2. Check the attribute mapping in your IdP configuration. Ensure that you provided the required attributes as
specified in the Attribute Mapping section.
• When using Entra ID as an IdP, ensure that the Namespace field is blank. For more information, see
Configuring SSO with Microsoft Entra ID.
3. If the SSO setup doesn't work, please send us the details from the SAML session page.

Test Attribute Mapping

The SAML session page shows the attributes that are exchanged and can be helpful to find setup errors. The
following screenshot shows a session page with a list of required user attributes that appear under Attributes.

SAP LeanIX
User and Access Management PUBLIC 1167
 SAML Session Page

6.2.3 Configuring SSO with Microsoft Entra ID

Instructions for configuring single sign-on (SSO) with Microsoft Entra ID as an identity provider.

Prerequisites

Before you start, refer to additional information:

• Learn about the SSO configuration process in SSO Configuration Process [page 1142].
• Refer to theMicrosoft Entra ID documentation .

 Note

The single sign-out protocol is not supported for Microsoft Entra ID.

Step 1: Create an SSO Application and Configure SAML Settings

Follow these steps:

1. In Microsoft Entra ID, create a non-gallery application for SSO. For instructions, please refer to the
Microsoft Entra ID documentation .
2. On the SSO application page, navigate to the Single sign-on section and select SAML as the single sign-on
method.
3. Under Basic SAML Configuration, enter the following details:
• Identifier (Entity ID): https://{REGION}-signin.leanix.net/realms/service-provider/
broker/{UUID}
• Reply URL (Assertion Consumer Service URL): https://{REGION}-signin.leanix.net/realms/
service-provider/broker/{UUID}/endpoint

SAP LeanIX
1168 PUBLIC User and Access Management
  Caution

Before using the SAML Certificates and exchange metadata with SAP LeanIX, ensure that the data of both
options is exactly the same:

• Federation Metadata XML

• App Federation Metadata Url

Step 2: Configure SAML Token Attributes

Configure SAML 2.0 attribute mapping in Microsoft Entra ID. For more information, see Attribute Mapping
[page 1147]. Mapping attributes are defined as SAML Token Attributes in the Relying Party Trust.

Follow these steps:

1. Under Attributes & Claims, configure additional claims using the following values:

Claim Name Type Value

firstname SAML user.givenname

lastname SAML user.surname

email SAML user.mail

role SAML user.assignedroles

uid SAML user.userprincipalname

2. For each claim, delete the Namespace value in the configuration.

Leaving the "Namespace" Value Blank in the Claim Configuration

Basic SSO configuration is set up.

SAP LeanIX
User and Access Management PUBLIC 1169
Configuring Role Attributes

If you want to manage user roles within Microsoft Entra ID and not within SAP LeanIX, create the corresponding
roles in Entra ID. To learn more about managing roles, see Managing User Roles with SSO [page 1146].

To configure role attributes, follow these steps:

1. In Microsoft Entra ID, navigate to your enterprise application, then go to the Single sign-on section. Under
Attributes and Claims, add attributes listed in the following table.

Name Required Source Attribute

role Required user.assignedroles

customer_roles Optional Use this attribute if you want user.assignedroles

to create custom roles. For more infor-
mation, see Custom User Roles [page
1124].

ace Optional Use this attribute if you want user.assignedroles

to configure virtual workspaces. For
more information, see Virtual Work-
spaces Configuration [page 1227].

Adding Claims

2. Create app roles for your enterprise application. Navigate to App registrations, go to App roles, then create
standard roles by clicking Create app role: VIEWER, MEMBER, and ADMIN. If you're also using custom roles,
create them using uppercase letters and underscores.

SAP LeanIX
1170 PUBLIC User and Access Management
 Creating Application Roles
3. In the configuration of the enterprise application, assign app roles to users or groups.

SAP LeanIX
User and Access Management PUBLIC 1171
 Assigning User Roles
4. Optional: If needed, configure claim conditions. Claim conditions is an option for assigning roles to Active
Directory groups. Conditions will be processed in order of appearance.
An example of configured claim conditions is shown in the following image. If a user belongs to the scoped
groups VIEWER and MEMBER, they will be assigned the MEMBER permission according to the specified order
because the latest matching condition is always applied.
To learn how to configure the user.assignedroles values, please refer to the Microsoft Entra ID
documentation .

Configuring Claim Conditions

SAP LeanIX
1172 PUBLIC User and Access Management
Verify your SSO Configuration

To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.netand

log in, then open a SAML tracer browser extension or desktop application. In the SAML tracing you can see a
list of required user attributes.

6.2.3.1 Configuring SSO with Microsoft Entra ID (Legacy)

Instructions for configuring single sign-on (SSO) with Microsoft Entra ID as an identity provider.

 Note

The legacy SSO configuration process is being sunsetted. If you have a legacy SSO setup,, we recommend
you switch to the current setup. For more information, see Single Sign-On (SSO) [page 1140].

Prerequisites (Legacy)

Before you start, do the following:

• Choose an identity provider. For more information, see Requirements for Identity Providers.
• Obtain a metadata file in XML format from your IdP. You can download the file or save the link URL.
• Decide how you want to manage user roles with SSO: internally within SAP LeanIX or externally within your
IdP. For more information, see Managing User Roles with SSO.
• Submit a ticket to SAP LeanIX Support to setting up SSO for your organization. If you're an SAP customer,
submit a request from the SAP for Me portal.
• Provide a metadata file in XML format exported from your IdP. To avoid possible problems with spam
filters, please send either a link to the metadata file or an archive containing an XML file. Send the entire
metadata, not only the certificate.

 Note

We integrate SSO on a domain level, which means that any user provisioning implemented during the SSO
authentication flow is applied to all workspaces on the domain. Each customer only receives one domain.
To get advice on your use case, please contact SAP LeanIX Support.

For additional information, refer to the Microsoft Entra ID documentation .

 Note

The single sign-out protocol is not supported for Microsoft Entra ID.

SAP LeanIX
User and Access Management PUBLIC 1173
Step 1: Create an SSO Application and Configure SAML Settings (Legacy)

Follow these steps:

1. In Microsoft Entra ID, create a non-gallery application for SSO. For instructions, please refer to the
Microsoft Entra ID documentation .
2. On the SSO application page, navigate to the Single sign-on section and select SAML as the single sign-on
method.
3. Under Basic SAML Configuration, enter the following details:
• Identifier (Entity ID): https://{SUBDOMAIN}.leanix.net/Shibboleth.sso
• Reply URL (Assertion Consumer Service URL): https://{SUBDOMAIN}.leanix.net/
Shibboleth.sso/SAML2/POST

 Note

Replace {SUBDOMAIN} in the URLs with your custom subdomain that you specified in the SSO request
form (for example, https://your-company.leanix.net).

Step 2: Configure SAML Token Attributes (Legacy)

Configure SAML 2.0 attribute mapping in Microsoft Entra ID. For more information, see Attribute Mapping
[page 1147]. Mapping attributes are defined as SAML Token Attributes in the Relying Party Trust.

Follow these steps:

1. Under Attributes & Claims, configure additional claims using the following values:

Claim Name Type Value

firstname SAML user.givenname

lastname SAML user.surname

mail SAML user.mail

role SAML user.assignedroles

uid SAML user.userprincipalname

The following image shows the target values that you should configure. When you open the configuration
page, it may show different values. For example, the first claim in the Additional claims table is initially set
to givenname, but you should change it to firstname.

SAP LeanIX
1174 PUBLIC User and Access Management
 Configuring Attributes and Claims in Microsoft Entra ID

2. For each claim, delete the Namespace value in the configuration.

Leaving the "Namespace" Value Blank in the Claim Configuration

Basic SSO configuration is set up.

SAP LeanIX
User and Access Management PUBLIC 1175
Configuring Role Attributes (Legacy)

If you want to manage user roles within Microsoft Entra ID and not within SAP LeanIX, create the corresponding
roles in Entra ID. To learn more about managing roles, see Managing User Roles with SSO [page 1146].

To configure role attributes, follow these steps:

1. In Microsoft Entra ID, navigate to your enterprise application, then go to the Single sign-on section. Under
Attributes and Claims, add attributes listed in the following table.

Name Required Source Attribute

role Required user.assignedroles

customerRoles Optional Use this attribute if you want user.assignedroles

to create custom roles. For more infor-
mation, see Custom User Roles [page
1124].

entryACI Optional Use this attribute if you want user.assignedroles

to configure virtual workspaces. For
more information, see Virtual Work-
spaces Configuration [page 1227].

Adding Claims

2. Create app roles for your enterprise application. Navigate to App registrations, go to App roles, then create
standard roles by clicking Create app role: VIEWER, MEMBER, and ADMIN. If you're also using custom roles,
create them using uppercase letters and underscores.

SAP LeanIX
1176 PUBLIC User and Access Management
 Creating Application Roles
3. In the configuration of the enterprise application, assign app roles to users or groups.

SAP LeanIX
User and Access Management PUBLIC 1177
 Assigning User Roles
4. Optional: If needed, configure claim conditions. Claim conditions is an option for assigning roles to Active
Directory groups. Conditions will be processed in order of appearance.
An example of configured claim conditions is shown in the following image. If a user belongs to the scoped
groups VIEWER and MEMBER, they will be assigned the MEMBER permission according to the specified order
because the latest matching condition is always applied.
To learn how to configure the user.assignedroles values, please refer to the Microsoft Entra ID
documentation .

Configuring Claim Conditions

SAP LeanIX
1178 PUBLIC User and Access Management
Troubleshooting (Legacy)

Login Problems

You test access to your workspace through the following link: https://{SUBDOMAIN}.leanix.net/
{WORKSPACE}. Note the following:

1. Test access to your workspace only through the provided link. Do not use other links such as LeanIX or
LeanIX .
2. During the implementation phase, we support sign-in both through SSO and through a username and
password. We will deactivate sign-in with a username and password once you confirm the login works.
3. If the login doesn’t work, proceed to test the SAML setup.

Test SAML Setup

We provide you with a link to the page that contains information on the current SAML session: https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

If the "A valid session was not found" message appears on the SAML session page, which is available at https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session, try to do the following:

1. Sign in to the workspace and open the SAML session page in a new tab or try to use the incognito mode in
your browser.
2. Check the attribute mapping in your IdP configuration. Ensure that you provided the required attributes as
specified in the Attribute Mapping section.
• When using Entra ID as an IdP, ensure that the Namespace field is blank. For more information, see
Configuring SSO with Microsoft Entra ID.
3. If the SSO setup doesn't work, please send us the details from the SAML session page.

Test Attribute Mapping

The SAML session page shows the attributes that are exchanged and can be helpful to find setup errors. The
following screenshot shows a session page with a list of required user attributes that appear under Attributes.

SAML Session Page

SAP LeanIX
User and Access Management PUBLIC 1179
6.2.4 Configuring SSO with PingOne

Instructions for configuring single sign-on (SSO) with PingOne as an identity provider.

Prerequisites

Before you start, refer to additional information:

• Learn about the SSO configuration process in SSO Configuration Process [page 1142].
• Refer to the PingOne documentation .

Step 1: Create a SAML Application

Follow these steps:

1. In the PingOne admin dashboard, in the Applications section, click Add Application.
2. Enter a name for your application.
3. Select SAML Application as the application type, then click Configure.

Creating a SAML Application in the PingOne Admin Dashboard

SAP LeanIX
1180 PUBLIC User and Access Management
Step 2: Configure SAML Settings

Follow these steps:

1. In the SAML Configuration section, under Provide Application Metadata, select Import Metadata and upload
the metadata file. Alternatively, select Manually Enter and specify the following:
• Entity ID:: https://{REGION}-signin.leanix.net/realms/service-provider/broker/
{UUID}
• ACS URL: https://{REGION}-signin.leanix.net/realms/service-provider/broker/
{UUID}/endpoint
2. Save the changes.

Step 3: Configure Attribute Mapping

In the Attribute Statements section, specify attributes to be added to the SAML assertion as shown in the
following tables. Set all attributes as required. All fields are case-sensitive.

For the following required attributes, the corresponding values already exist in PingOne Mapping.

Attribute Required PingOne Mapping

firstname Required Given Name

lastname Required Family Name

email Required Email Address

uid Required The unique ID of the user in the email

format.

If you want to manage user roles within PingOne and not within SAP LeanIX, configure optional attributes
specified in the following table using expressions. To learn more about managing user roles, see Managing User
Roles with SSO [page 1146].

For effective implementation of the expressions, it's crucial to use accurate group naming. The mapping of
group membership to a role or custom role is created by extracting a segment from the group name. For
example, for the group name LEANIX MEMBER, MEMBER is sent to SAP LeanIX as the user role. User roles in the
group names must exactly match the roles listed in the User Roles and Permissions section of your workspace's
admin area in SAP LeanIX. For more information, see Custom User Roles [page 1124].

While it's less common, another method is to map specific user attributes instead of group membership, which
can be an option in some use cases such as when using virtual workspaces.

SAP LeanIX
User and Access Management PUBLIC 1181
Attribute Required PingOne Mapping

role Required only if you want to manage Example expression:

user roles within PingOne
#string.replace(user.memberOfGroup-
Names.?

[#string.startsWith(#this, 'LEANIX ')],

"LEANIX ", "", -1)

customer_roles Required only if you want to manage Example expression:

user roles within PingOne
#string.replace(user.memberOfGroup-
Names.?

[#string.startsWith(#this, 'LEANIX ')],

"LEANIX ", "", -1)

ace Required only if you want to manage Example expression:

user roles within PingOne and want to
use virtual workspaces #string.replace(user.memberOfGroup-
Names.?

[#string.startsWith(#this, 'LEANIX ')],

"LEANIX ", "", -1)

Step 4: Assign Users to the SAML Application

Follow these steps:

1. In the PingOne admin dashboard, navigate to Directory > Groups. Review your user groups and verify that
they're already populated with users. In the following screenshot, the example user groups are LEANIX
MEMBER, LEANIX VIEWER, and LEANIX ADMIN.

Creating User Groups in PingOne

SAP LeanIX
1182 PUBLIC User and Access Management
2. Navigate to the SAML application page. On the Access tab, grant access to the application to the user
groups. If you don’t need to manage authorization, assigning fewer groups will suffice.

Assigning User Groups to a SAML Application

Verify your SSO Configuration

To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.netand
log in, then open a SAML tracer browser extension or desktop application. In the SAML tracing you can see a
list of required user attributes.

6.2.4.1 Configuring SSO with PingOne (Legacy)

Instructions for configuring single sign-on (SSO) with PingOne as an identity provider.

 Note

The legacy SSO configuration process is being sunsetted. If you have a legacy SSO setup,, we recommend
you switch to the current setup. For more information, see Single Sign-On (SSO) [page 1140].

Prerequisites (Legacy)

Before you start, do the following:

• Choose an identity provider. For more information, see Requirements for Identity Providers.

SAP LeanIX
User and Access Management PUBLIC 1183
• Obtain a metadata file in XML format from your IdP. You can download the file or save the link URL.
• Decide how you want to manage user roles with SSO: internally within SAP LeanIX or externally within your
IdP. For more information, see Managing User Roles with SSO.
• Submit a ticket to SAP LeanIX Support to setting up SSO for your organization. If you're an SAP customer,
submit a request from the SAP for Me portal.
• Provide a metadata file in XML format exported from your IdP. To avoid possible problems with spam
filters, please send either a link to the metadata file or an archive containing an XML file. Send the entire
metadata, not only the certificate.

 Note

We integrate SSO on a domain level, which means that any user provisioning implemented during the SSO
authentication flow is applied to all workspaces on the domain. Each customer only receives one domain.
To get advice on your use case, please contact SAP LeanIX Support.

For more information about configuring SSO with PingOne, refer to the PingOne documentation .

Step 1: Create a SAML Application (Legacy)

Follow these steps:

1. In the PingOne admin dashboard, in the Applications section, click Add Application.
2. Enter a name for your application.
3. Select SAML Application as the application type, then click Configure.

Creating a SAML Application in the PingOne Admin Dashboard

SAP LeanIX
1184 PUBLIC User and Access Management
Step 2: Configure SAML Settings (Legacy)

Follow these steps:

1. In the SAML Configuration section, under Provide Application Metadata, select Import Metadata and upload
the metadata file. Alternatively, select Manually Enter and specify the following:
• ACS URLs: https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/SAML2/POST
• Entity ID: https://{SUBDOMAIN}.leanix.net/Shibboleth.sso

 Note

Replace {SUBDOMAIN} in the URLs with your custom subdomain that you specified in the SSO
request form (for example, https://your-company.leanix.net).

2. Save the changes.

Configuring General SAML Settings for a SAML Application

Step 3: Configure Attribute Mapping (Legacy)

In the Attribute Statements section, specify attributes to be added to the SAML assertion as shown in the
following tables. Set all attributes as required. All fields are case-sensitive.

For the following required attributes, the corresponding values already exist in PingOne Mapping.

Attribute Required PingOne Mapping

firstname Required Given Name

lastname Required Family Name

mail Required Email Address

SAP LeanIX
User and Access Management PUBLIC 1185
Attribute Required PingOne Mapping

uid Required The unique ID of the user in the email

format.

If you want to manage user roles within PingOne and not within SAP LeanIX, configure optional attributes
specified in the following table using expressions. To learn more about managing user roles, see Managing User
Roles with SSO [page 1146].

For effective implementation of the expressions, it's crucial to use accurate group naming. The mapping of
group membership to a role or custom role is created by extracting a segment from the group name. For
example, for the group name LEANIX MEMBER, MEMBER is sent to SAP LeanIX as the user role. User roles in the
group names must exactly match the roles listed in the User Roles and Permissions section of your workspace's
admin area in SAP LeanIX. For more information, see Custom User Roles [page 1124].

While it's less common, another method is to map specific user attributes instead of group membership, which
can be an option in some use cases such as when using virtual workspaces.

Attribute Required PingOne Mapping

role Required only if you want to manage Example expression:

user roles within PingOne
#string.replace(user.memberOfGroup-
Names.?

[#string.startsWith(#this, 'LEANIX ')],

"LEANIX ", "", -1)

customerRoles Required only if you want to manage Example expression:

user roles within PingOne
#string.replace(user.memberOfGroup-
Names.?

[#string.startsWith(#this, 'LEANIX ')],

"LEANIX ", "", -1)

entryACI Required only if you want to manage Example expression:

user roles within PingOne and want to
use virtual workspaces #string.replace(user.memberOfGroup-
Names.?

[#string.startsWith(#this, 'LEANIX ')],

"LEANIX ", "", -1)

SAP LeanIX
1186 PUBLIC User and Access Management
 Configuring Attribute Mapping for a SAML Application

Step 4: Assign Users to the SAML Application (Legacy)

Follow these steps:

1. In the PingOne admin dashboard, navigate to Directory > Groups. Review your user groups and verify that
they're already populated with users. In the following screenshot, the example user groups are LEANIX
MEMBER, LEANIX VIEWER, and LEANIX ADMIN.

SAP LeanIX
User and Access Management PUBLIC 1187
 Creating User Groups in PingOne
2. Navigate to the SAML application page. On the Access tab, grant access to the application to the user
groups. If you don’t need to manage authorization, assigning fewer groups will suffice.

Assigning User Groups to a SAML Application

To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.net, then
navigate to the SAML session page at https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

The following screenshot shows a SAML session page with a list of required user attributes that appear under
Attributes. The role attribute is optional and may not apply to your setup.

SAP LeanIX
1188 PUBLIC User and Access Management
 SAML Session Page

Troubleshooting (Legacy)

Login Problems
You test access to your workspace through the following link: https://{SUBDOMAIN}.leanix.net/
{WORKSPACE}. Note the following:

1. Test access to your workspace only through the provided link. Do not use other links such as LeanIX or
LeanIX .
2. During the implementation phase, we support sign-in both through SSO and through a username and
password. We will deactivate sign-in with a username and password once you confirm the login works.
3. If the login doesn’t work, proceed to test the SAML setup.

Test SAML Setup

We provide you with a link to the page that contains information on the current SAML session: https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

If the "A valid session was not found" message appears on the SAML session page, which is available at https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session, try to do the following:

1. Sign in to the workspace and open the SAML session page in a new tab or try to use the incognito mode in
your browser.
2. Check the attribute mapping in your IdP configuration. Ensure that you provided the required attributes as
specified in the Attribute Mapping section.
• When using Entra ID as an IdP, ensure that the Namespace field is blank. For more information, see
Configuring SSO with Microsoft Entra ID.
3. If the SSO setup doesn't work, please send us the details from the SAML session page.

Test Attribute Mapping

The SAML session page shows the attributes that are exchanged and can be helpful to find setup errors. The
following screenshot shows a session page with a list of required user attributes that appear under Attributes.

SAP LeanIX
User and Access Management PUBLIC 1189
 SAML Session Page

6.2.5 Configuring SSO with OneLogin

Instructions for configuring single sign-on (SSO) with OneLogin as an identity provider.

Prerequisites

Before you start, refer to additional information:

• Learn about the SSO configuration process in SSO Configuration Process [page 1142].
• Refer to the OneLogin website .

Step 1: Create a SAML Application

Follow these steps:

1. In the OneLogin admin dashboard, in the Applications section, click Add App.

Adding an Application in OneLogin

2. On the page that appears, search for and select SAML Custom Connector (Advanced).

SAP LeanIX
1190 PUBLIC User and Access Management
 Searching for SAML Custom Connector (Advanced)
3. Enter a name for your application and adjust other settings as needed.

Entering Basic Details for a SAML Application

Step 2: Configure SAML Settings

In the Configuration section of the application settings, enter the following:

• Audience (Entity ID): https://{REGION}-signin.leanix.net/realms/service-provider/

broker/{UUID}
• Recipient: https://{REGION}-signin.leanix.net/realms/service-provider/broker/{UUID}/
endpoint
• ACS (Consumer) URL Validator: ^https:\/\/{REGION}-signin\.leanix\.net\/realms\/
service-provider\/broker\/{UUID}\/endpoint$
• ACS (Consumer) URL: https://{REGION}-signin.leanix.net/realms/service-provider/
broker/{UUID}/endpoint
• Login URL: https://{SUBDOMAIN}.leanix.net/{WORKSPACE}

Step 3: Configure Attribute Mapping

In the Parameters section of the application settings, specify attributes to be added to the SAML assertion as
shown in the following table. Set all attributes as required. All fields are case-sensitive.

SAP LeanIX
User and Access Management PUBLIC 1191
Attribute Required OneLogin Mapping

firstname Required First Name

lastname Required Last Name

email Required Email

uid Required Email

If you want to manage user roles within OneLogin and not within SAP LeanIX, configure additional role
attributes specified in the following table. To learn more about managing user roles, see Managing User Roles
with SSO [page 1146].

Attribute Required OneLogin Mapping

role Required only if you manage user roles User Roles

within OneLogin

customer_roles Required only if you manage user roles User Roles

within OneLogin

To configure role attributes, follow these steps:

1. In the OneLogin admin dashboard, navigate to the Users section.

2. In the Roles section, create application roles.

Creating Application Roles

3. In the Mappings section, map the application roles that you created to user groups.

SAP LeanIX
1192 PUBLIC User and Access Management
 Mapping an Application Role to a User Group

Verify your SSO Configuration

To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.netand
log in, then open a SAML tracer browser extension or desktop application. In the SAML tracing you can see a
list of required user attributes.

6.2.5.1 Configuring SSO with OneLogin (Legacy)

Instructions for configuring single sign-on (SSO) with OneLogin as an identity provider.

 Note

The legacy SSO configuration process is being sunsetted. If you have a legacy SSO setup,, we recommend
you switch to the current setup. For more information, see Single Sign-On (SSO) [page 1140].

Prerequisites (Legacy)

Before you start, do the following:

• Choose an identity provider. For more information, see Requirements for Identity Providers.
• Obtain a metadata file in XML format from your IdP. You can download the file or save the link URL.
• Decide how you want to manage user roles with SSO: internally within SAP LeanIX or externally within your
IdP. For more information, see Managing User Roles with SSO.
• Submit a ticket to SAP LeanIX Support to setting up SSO for your organization. If you're an SAP customer,
submit a request from the SAP for Me portal.
• Provide a metadata file in XML format exported from your IdP. To avoid possible problems with spam
filters, please send either a link to the metadata file or an archive containing an XML file. Send the entire
metadata, not only the certificate.

SAP LeanIX
User and Access Management PUBLIC 1193
  Note

We integrate SSO on a domain level, which means that any user provisioning implemented during the SSO
authentication flow is applied to all workspaces on the domain. Each customer only receives one domain.
To get advice on your use case, please contact SAP LeanIX Support.

For more information about configuring SSO with OneLogin, visit the OneLogin website .

Step 1: Create a SAML Application (Legacy)

Follow these steps:

1. In the OneLogin admin dashboard, in the Applications section, click Add App.

Adding an Application in OneLogin

2. On the page that appears, search for and select SAML Custom Connector (Advanced).

Searching for SAML Custom Connector (Advanced)

3. Enter a name for your application and adjust other settings as needed.

Entering Basic Details for a SAML Application

SAP LeanIX
1194 PUBLIC User and Access Management
Step 2: Configure SAML Settings (Legacy)

In the Configuration section of the application settings, enter the following:

• Audience (EntityID): https://{SUBDOMAIN}.leanix.net/Shibboleth.sso

• Recipient: https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/SAML2/POST
• ACS (Consumer) URL Validator: ^https:\/\/{SUBDOMAIN}\.leanix\.net\/Shibboleth\.sso\/
SAML2\/POST$
• ACS (Consumer) URL: https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/SAML2/POST
• Login URL: https://{SUBDOMAIN}.leanix.net/customdomain

 Note

Replace {SUBDOMAIN} in the URLs with your custom subdomain that you specified in the SSO request
form (for example, https://your-company.leanix.net).

Configuring SAML Settings

Step 3: Configure Attribute Mapping (Legacy)

In the Parameters section of the application settings, specify attributes to be added to the SAML assertion as
shown in the following table. Set all attributes as required. All fields are case-sensitive.

Attribute Required OneLogin Mapping

firstname Required First Name

lastname Required Last Name

mail Required Email

uid Required Email

SAP LeanIX
User and Access Management PUBLIC 1195
 Configuring Attribute Mapping

If you want to manage user roles within OneLogin and not within SAP LeanIX, configure additional role
attributes specified in the following table. To learn more about managing user roles, see Managing User Roles
with SSO [page 1146].

Attribute Required OneLogin Mapping

role Required only if you manage user roles User Roles

within OneLogin

customerRoles Required only if you manage user roles User Roles

within OneLogin

To configure role attributes, follow these steps:

1. In the OneLogin admin dashboard, navigate to the Users section.

2. In the Roles section, create application roles.

Creating Application Roles

3. In the Mappings section, map the application roles that you created to user groups.

SAP LeanIX
1196 PUBLIC User and Access Management
 Mapping an Application Role to a User Group

To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.net, then
navigate to the SAML session page at https://{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

The following screenshot shows a SAML session page with a list of required user attributes that appear under
Attributes. The role attribute is optional and may not apply to your setup.

SAML Session Page

Troubleshooting (Legacy)

Login Problems
You test access to your workspace through the following link: https://{SUBDOMAIN}.leanix.net/
{WORKSPACE}. Note the following:

1. Test access to your workspace only through the provided link. Do not use other links such as LeanIX or
LeanIX .
2. During the implementation phase, we support sign-in both through SSO and through a username and
password. We will deactivate sign-in with a username and password once you confirm the login works.
3. If the login doesn’t work, proceed to test the SAML setup.

SAP LeanIX
User and Access Management PUBLIC 1197
Test SAML Setup

We provide you with a link to the page that contains information on the current SAML session: https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

If the "A valid session was not found" message appears on the SAML session page, which is available at https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session, try to do the following:

1. Sign in to the workspace and open the SAML session page in a new tab or try to use the incognito mode in
your browser.
2. Check the attribute mapping in your IdP configuration. Ensure that you provided the required attributes as
specified in the Attribute Mapping section.
• When using Entra ID as an IdP, ensure that the Namespace field is blank. For more information, see
Configuring SSO with Microsoft Entra ID.
3. If the SSO setup doesn't work, please send us the details from the SAML session page.

Test Attribute Mapping

The SAML session page shows the attributes that are exchanged and can be helpful to find setup errors. The
following screenshot shows a session page with a list of required user attributes that appear under Attributes.

SAML Session Page

6.2.6 Configuring SSO with Active Directory Federation

Services

Instructions for configuring single sign-on (SSO) with Active Directory Federation Services (AD FS) as an
identity provider.

Prerequisites

Before you start, do the following:

• Learn about the SSO configuration process in SSO Configuration Process [page 1142].

SAP LeanIX
1198 PUBLIC User and Access Management
Configuring SSO

You can configure SSO for SAP LeanIX through a self-hosted Active Directory Federation Services (AD FS)
server. AD FS is a service provided by Microsoft as a standard role for Windows Server that provides a web login
using existing Active Directory credentials.

The SAP LeanIX SAML service provider is based on SIGNIN. To learn how to set up AD FS SAML federation with
SIGNIN, please refer to the Microsoft documentation .

Usually, the AD FS metadata information is available at the following URL:

https:///FederationMetadata/2007-06/FederationMetadata.xml

Configuring Attribute Mapping

To learn how to configure attribute mapping, see Attribute Mapping [page 1147].

When using AD FS for SSO, you can pass values in addition to the authentication values. These values are
defined as Claim Rules in the Relying Party Trust. To edit Claim Rules, select the Relying Party Trusts folder in
AD FS Management, then select Edit Claim Rules in the Actions sidebar.

You should also configure custom claim rules. Please see example AD FS claim rules below.

@RuleName = "Get tokenGroups"

c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://claims.contoso.com/
tokenGroups"), query = ";tokenGroups;{0}", param = c.Value);
@RuleName = "Add Given-Name from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://schemas.xmlsoap.org/ws/
2005/05/identity/claims/givenname"), query = ";givenName;{0}", param = c.Value);
@RuleName = "Add Surname from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://schemas.xmlsoap.org/ws/
2005/05/identity/claims/surname"), query = ";sn;{0}", param = c.Value);
@RuleName = "Add UPN from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://claims.contoso.com/ADupn"),
query = ";userPrincipalName;{0}", param = c.Value);
@RuleName = "Add E-Mail-Address from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://schemas.xmlsoap.org/ws/
2005/05/identity/claims/emailaddress"), query = ";mail;{0}", param = c.Value);
@RuleName = "Send Given-Name as firstname"
c:[Type == "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/givenname"]
=> issue(Type = "firstname", Value = c.Value,
Issuer = c.Issuer, Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send Surname as lastname"
c:[Type == "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/surname"]
=> issue(Type = "lastname", Value = c.Value,
Issuer = c.Issuer, Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");

SAP LeanIX
User and Access Management PUBLIC 1199
 @RuleName = "Send ADUPN as uid"
c:[Type == "http://claims.contoso.com/ADupn"]
=> issue(Type = "uid", Value = c.Value, Issuer = c.Issuer, Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send E-Mail-Address as email"
c:[Type == "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/emailaddress"]
=> issue(Type = "email", Value = c.Value, Issuer = c.Issuer, Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send role ADMIN"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-ADMIN"])
=> issue(Type = "role", Value = "ADMIN", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send role MEMBER"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value =~ "^EAM-
MEMBER*"])
=> issue(Type = "role", Value = "MEMBER", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send role VIEWER"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-VIEWER"])
=> issue(Type = "role", Value = "VIEWER", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send customer_roles CUSTOMERROLE1"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-
CUSTOMERROLE1"])
=> issue(Type = "customer_roles", Value = "CUSTOMERROLE1", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");

Verify your SSO Configuration

To verify your SSO configuration, first, access your workspace at https://{SUBDOMAIN}.leanix.netand
log in, then open a SAML tracer browser extension or desktop application. In the SAML tracing you can see a
list of required user attributes.

6.2.6.1 Configuring SSO with Active Directory Federation

Services (Legacy)

Instructions for configuring single sign-on (SSO) with Active Directory Federation Services (AD FS) as an
identity provider.

 Note

The legacy SSO configuration process is being sunsetted. If you have a legacy SSO setup,, we recommend
you switch to the current setup. For more information, see Single Sign-On (SSO) [page 1140].

SAP LeanIX
1200 PUBLIC User and Access Management
Prerequisites (Legacy)

Before you start, do the following:

• Choose an identity provider. For more information, see Requirements for Identity Providers.
• Obtain a metadata file in XML format from your IdP. You can download the file or save the link URL.
• Decide how you want to manage user roles with SSO: internally within SAP LeanIX or externally within your
IdP. For more information, see Managing User Roles with SSO.
• Submit a ticket to SAP LeanIX Support to setting up SSO for your organization. If you're an SAP customer,
submit a request from the SAP for Me portal.
• Provide a metadata file in XML format exported from your IdP. To avoid possible problems with spam
filters, please send either a link to the metadata file or an archive containing an XML file. Send the entire
metadata, not only the certificate.

 Note

We integrate SSO on a domain level, which means that any user provisioning implemented during the SSO
authentication flow is applied to all workspaces on the domain. Each customer only receives one domain.
To get advice on your use case, please contact SAP LeanIX Support.

Configuring SSO

You can configure SSO for SAP LeanIX through a self-hosted Active Directory Federation Services (AD FS)
server. AD FS is a service provided by Microsoft as a standard role for Windows Server that provides a web login
using existing Active Directory credentials.

The SAP LeanIX SAML service provider is based on Shibboleth. To learn how to set up AD FS SAML federation
with Shibboleth, please refer to the Microsoft documentation .

Usually, the AD FS metadata information is available at the following URL:

https:///FederationMetadata/2007-06/FederationMetadata.xml

Configuring Attribute Mapping (Legacy)

To learn how to configure attribute mapping, see Attribute Mapping [page 1147].

When using AD FS for SSO, you can pass values in addition to the authentication values. These values are
defined as Claim Rules in the Relying Party Trust. To edit Claim Rules, select the Relying Party Trusts folder in
AD FS Management, then select Edit Claim Rules in the Actions sidebar.

You should also configure custom claim rules. Please see example AD FS claim rules below.

@RuleName = "Get tokenGroups"

c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://claims.contoso.com/
tokenGroups"), query = ";tokenGroups;{0}", param = c.Value);
@RuleName = "Add Given-Name from AD"

SAP LeanIX
User and Access Management PUBLIC 1201
 c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://schemas.xmlsoap.org/ws/
2005/05/identity/claims/givenname"), query = ";givenName;{0}", param = c.Value);
@RuleName = "Add Surname from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://schemas.xmlsoap.org/ws/
2005/05/identity/claims/surname"), query = ";sn;{0}", param = c.Value);
@RuleName = "Add UPN from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://claims.contoso.com/ADupn"),
query = ";userPrincipalName;{0}", param = c.Value);
@RuleName = "Add E-Mail-Address from AD"
c:[Type == "http://schemas.microsoft.com/ws/2008/06/identity/claims/
windowsaccountname", Issuer == "AD AUTHORITY"]
=> add(store = "Active Directory", types = ("http://schemas.xmlsoap.org/ws/
2005/05/identity/claims/emailaddress"), query = ";mail;{0}", param = c.Value);
@RuleName = "Send Given-Name as firstname"
c:[Type == "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/givenname"]
=> issue(Type = "firstname", Value = c.Value,
Issuer = c.Issuer, Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send Surname as lastname"
c:[Type == "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/surname"]
=> issue(Type = "lastname", Value = c.Value,
Issuer = c.Issuer, Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send ADUPN as uid"
c:[Type == "http://claims.contoso.com/ADupn"]
=> issue(Type = "uid", Value = c.Value, Issuer = c.Issuer, Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send E-Mail-Address as mail"
c:[Type == "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/emailaddress"]
=> issue(Type = "mail", Value = c.Value, Issuer = c.Issuer, Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send role ADMIN"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-ADMIN"])
=> issue(Type = "role", Value = "ADMIN", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send role MEMBER"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value =~ "^EAM-
MEMBER*"])
=> issue(Type = "role", Value = "MEMBER", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send customerRoles MEMBER_CUSTOMERROLE1"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-MEMBER-
CUSTOMERROLE1"])
=> issue(Type = "customerRoles", Value
= "MEMBER_CUSTOMERROLE1", Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send customerRoles MEMBER_CUSTOMERROLE2"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-MEMBER-
CUSTOMERROLE2"])
=> issue(Type = "customerRoles", Value
= "MEMBER_CUSTOMERROLE2", Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send customerRoles MEMBER_CUSTOMERROLE3"

SAP LeanIX
1202 PUBLIC User and Access Management
 EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-MEMBER-
CUSTOMERROLE3"])
=> issue(Type = "customerRoles", Value
= "MEMBER_CUSTOMERROLE3", Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send role VIEWER"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value =~ "^EAM-
VIEWER*"])
=> issue(Type = "role", Value = "VIEWER", Properties["http://
schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/attributename"] =
"urn:oasis:names:tc:SAML:2.0:attrname-format:uri");
@RuleName = "Send customerRoles VIEWER_CUSTOMERROLE1"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-VIEWER-
CUSTOMERROLE1"])
=> issue(Type = "customerRoles", Value
= "VIEWER_CUSTOMERROLE1", Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send customerRoles VIEWER_CUSTOMERROLE2"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-VIEWER-
CUSTOMERROLE2"])
=> issue(Type = "customerRoles", Value
= "VIEWER_CUSTOMERROLE2", Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");
@RuleName = "Send customerRoles VIEWER_CUSTOMERROLE3"
EXISTS([Type == "http://claims.contoso.com/tokenGroups", Value == "EAM-VIEWER-
CUSTOMERROLE3"])
=> issue(Type = "customerRoles", Value
= "VIEWER_CUSTOMERROLE3", Properties["http://schemas.xmlsoap.org/ws/2005/05/
identity/claimproperties/attributename"] = "urn:oasis:names:tc:SAML:2.0:attrname-
format:uri");

Troubleshooting (Legacy)

Login Problems
You test access to your workspace through the following link: https://{SUBDOMAIN}.leanix.net/
{WORKSPACE}. Note the following:

1. Test access to your workspace only through the provided link. Do not use other links such as LeanIX or
LeanIX .
2. During the implementation phase, we support sign-in both through SSO and through a username and
password. We will deactivate sign-in with a username and password once you confirm the login works.
3. If the login doesn’t work, proceed to test the SAML setup.

Test SAML Setup

We provide you with a link to the page that contains information on the current SAML session: https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session.

If the "A valid session was not found" message appears on the SAML session page, which is available at https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session, try to do the following:

1. Sign in to the workspace and open the SAML session page in a new tab or try to use the incognito mode in
your browser.
2. Check the attribute mapping in your IdP configuration. Ensure that you provided the required attributes as
specified in the Attribute Mapping section.

SAP LeanIX
User and Access Management PUBLIC 1203
 • When using Entra ID as an IdP, ensure that the Namespace field is blank. For more information, see
Configuring SSO with Microsoft Entra ID.
3. If the SSO setup doesn't work, please send us the details from the SAML session page.

Test Attribute Mapping

The SAML session page shows the attributes that are exchanged and can be helpful to find setup errors. The
following screenshot shows a session page with a list of required user attributes that appear under Attributes.

SAML Session Page

6.3 SCIM Provisioning

Learn how to configure System for Cross-Domain Identity Management (SCIM) for seamless user state
synchronization.

Introduction

System for Cross-domain Identity Management (SCIM) is a standard protocol designed to automate the
synchronization of user states across multiple systems. SCIM facilitates the transfer of user information from a
source system, such as an external identity provider (IdP), to a target system, such as SAP LeanIX.

In SAP LeanIX, SCIM works together with single sign-on (SSO). SCIM is used to automate the process of
user provisioning and deprovisioning across multiple systems, while SSO is used for authentication and
authorization. During the sign-in process, SSO checks if a user has the right to access the system (known
as authentication) and determines the user's permissions within the system (known as authorization). For
more information, see Single Sign-On (SSO) [page 1140].

SCIM is used for the following purposes:

• User provisioning: Provisioning means creating a user account. If a user exists in the source system, such
as an external IdP, but not in the target system (SAP LeanIX), then a corresponding user object is created
in the target system.
• User deprovisioning: Deprovisioning means archiving a user account. If a user exists in the target system
but not in the source system, then the user object in the target system gets deprovisioned.

SAP LeanIX
1204 PUBLIC User and Access Management
• User updating: If the user data in the source system differs from the data in the target system, then this
data is transferred to the target system.

 Note

You can choose a SCIM provider that is not the same as your SSO provider.

Synchronized Attributes

During periodic synchronizations, the following user details are updated:

• First name
• Last name
• Email address
• Username
• Role, custom roles, and Access Control Entities (ACEs), if applicable
• Department, if applicable

Configuring SCIM

Before proceeding, note the following:

• Synchronization of user states only works for the workspaces for which you've configured SCIM.
• If you've enabled the Invite Only flow with SSO for your workspace, user permissions are not created with
SCIM.

To configure SCIM between your IdP and SAP LeanIX, follow these steps:

1. In SAP LeanIX, create a technical user with the admin permission role. Save the API token that appears. For
instructions, see Technical Users [page 1798].
2. Request the ACCOUNTADMIN role for the Technical User by submitting a ticket to SAP LeanIX Support. If
you're an SAP customer, submit a request from the SAP for Me portal. In the request, provide the name
of the Technical User.
3. Obtain an access token required for the SCIM integration:
1. Using the API token of the Technical User, obtain a short-lived access token. For instructions, see Get a
Short-Lived Access Token [page 1206].
2. Using the short-lived access token, obtain a long-lived access token. For instructions, see Get a Long-
Lived Access Token [page 1207].
4. In your IdP, configure user provisioning. For instructions, refer to the documentation of your IdP. Use the
following details:
• SCIM endpoint:https://{SUBDOMAIN}.leanix.net/services/mtm/v1/scim/v2
• SCIM access token: Long-lived access token that you obtained.
5. In your IdP, configure attribute mapping. For more information, see SCIM Attribute Mapping [page 1206].
6. Depending on the configuration of your IdP, you may need to enable the synchronization of user states.

After you've set up SCIM, user states are synchronized between your IdP and SAP LeanIX.

SAP LeanIX
User and Access Management PUBLIC 1205
SCIM Attribute Mapping

The following table lists attributes that are supported in the SCIM integration. Your IdP may require other
attributes that are not listed in the table.

Attribute Required Description

userName Required As configured in SSO in the uid claim

givenName Required User's given name

familyName Required User's family name

emails or email Required User's work email address

active Required (in Microsoft Entra ID) Controls provisioning and deprovision-
ing

 Note

To learn how to synchronize authorization, refer to the instructions for a specific identity provider.

The username and email address are unique user identifiers. The following scenarios are possible:

• The username and email address in SAP LeanIX match with the provisioned information: The user can be
matched. No changes to the user in SAP LeanIX are applied.
• The username or email address in SAP LeanIX matches with the provisioned information: The user can be
matched. The user in SAP LeanIX gets updated with the provisioned information.
• Neither the username nor email address matches with the provisioned information: The user can’t be
matched. A new user is created in SAP LeanIX.

6.3.1 Access Tokens Required for SCIM

Learn how to obtain and manage long-lived access tokens required for SCIM.

To configure SCIM, you need a long-lived access token. In this guide, you’ll learn how to obtain, retrieve, and
deactivate access tokens through the MTM REST API. To view reference documentation for the MTM API,
navigate to the OpenAPI Explorer .

Get a Short-Lived Access Token

To obtain a long-lived access token required for the SCIM integration, you need a short-lived access token. The
long-lived token inherits the user role from the short-lived token. The Technical User through which you request
a short-lived token must have the ACCOUNTADMIN role.

To obtain a short-lived access token, follow these steps:

1. Create a technical user with the admin permission role. Save the API token that appears. For instructions,
see Technical Users [page 1798].

SAP LeanIX
1206 PUBLIC User and Access Management
2. Request the ACCOUNTADMIN role for the Technical User by submitting a ticket to SAP LeanIX Support. If
you're an SAP customer, submit a request from the SAP for Me portal. In the request, provide the name
of the Technical User.
3. Using the API token of the Technical User, obtain a short-lived access token. Replace the following
placeholders with your values:
• {SUBDOMAIN}: Your SAP LeanIX subdomain. You can copy the subdomain value from the URL of your
workspace.
• {API_TOKEN}: The API token that you obtained by creating a Technical User.

Example cURL request:

curl --request POST https://{SUBDOMAIN}.leanix.net/

services/mtm/v1/oauth2/token \
-u apitoken:{API_TOKEN} \
--data grant_type=client_credentials

A short-lived access token is returned in the access_token attribute in the response. The token is valid for
3600 seconds.

Save the token. You need it to obtain a long-lived access token.

Example JSON response:

{
"scope": "",
"expired": false,
"access_token": "eyJhbGciOiJSUzI1NiJ9.eyJz [...] ssqaPSA",
"token_type": "bearer",
"expires_in": 3599
}

Get a Long-Lived Access Token

A long-lived access token is required for the SCIM integration. This token does not have an expiration date. It's
valid until deleted or deactivated.

Before proceeding, obtain a short-lived access token. For instructions, see Get a Short-Lived Access Token
[page 1206].

To obtain a long-lived access token, make a POST request to the following endpoint:
https://{SUBDOMAIN}.leanix.net/services/mtm/v1/longlivedBearerTokens

The following table lists parameters that you should pass in the request body.

Parameter Parameter Type Data Type Required Description

description Body String Optional The description for

the long-lived access
token.

SAP LeanIX
User and Access Management PUBLIC 1207
Parameter Parameter Type Data Type Required Description

scimConfigurati Body String Required The ID of the work-

on.workspaceId space to configure
SCIM for. To get
your workspace ID,
in the administration
area, navigate to API
Tokens, then copy the
WorkspaceId value.

scimConfigurati Body String Required The default SAP

on.permissionRo LeanIX role to be as-
le signed to the user. Pos-
sible values:

• MEMBER
• ADMIN
• VIEWER

The following example request contains placeholders that you should replace with your values.

• {SUBDOMAIN}: Your SAP LeanIX subdomain. You can copy the subdomain value from the URL of your
workspace.
• {SHORT_LIVED_ACCESS_TOKEN}: Short-lived access token that you retrieved in the previous step.
• {WORKSPACE_ID}: The ID of your workspace. To get your workspace ID, in the administration area,
navigate to the API Tokens section, then copy the WorkspaceId value.
• {DEFAULT_USER_ROLE}: The default SAP LeanIX role to be assigned to the user. Possible values: VIEWER,
MEMBER, or ADMIN.

Example cURL request:

curl --request POST \
--url https://{SUBDOMAIN}.leanix.net/services/mtm/v1/longlivedBearerTokens \
--header 'Authorization: Bearer {SHORT_LIVED_ACCESS_TOKEN}' \
--header 'Content-Type: application/json' \
--data '{"description":"My first
long-lived bearer token","scope":"","scimConfiguration":
{"workspaceId":"{WORKSPACE_ID}","permissionRole":"{DEFAULT_USER_ROLE}"}}'

A long-lived access token is returned in the accessToken attribute in the response.

 Caution

The access token is shown only once in the response. Save the token and make sure that you store it
securely.

Example JSON response:

{
"id": "47394a58-4165-45e4-6ge4-f9a706dad4fb",
"accountId": "fb526496-751b-44cd-31h3-369f233fa543",
"accessTokenId": "b25f9c17-5fab-41a5-96a5-fef3bc1943e1",
"valid": true,
"accessToken": "eyJraWQiOiI0MDJjODg3NTBjZmJhOGQzZTQ0Nj...LlRK-8-W7cg",
"creatorId": "8c263138-afab-4823-34gh-3e32628d4dc6",
"description": "My first long-lived bearer token",
"createdAt": "2024-04-19T12:45:23.461Z"

SAP LeanIX
1208 PUBLIC User and Access Management
 }

Get All Long-Lived Access Tokens

Before proceeding, obtain a short-lived access token. The associated Technical User must have the
ACCOUNTADMIN role. For instructions, see Get a Short-Lived Access Token [page 1206].

To retrieve existing long-lived access tokens, make a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/longlivedBearerTokens

Replace {SUBDOMAIN} and {SHORT_LIVED_ACCESS_TOKEN} with your values.

Example cURL request:

curl --request GET \

--url https://{SUBDOMAIN}.leanix.net/services/mtm/v1/longlivedBearerTokens \
--header 'Authorization: Bearer {SHORT_LIVED_ACCESS_TOKEN}'

Example JSON response:

[
{
"id": "47394a58-4165-45e4-6ge4-f9a706dad4fb",
"accountId": "fb526496-751b-44cd-31h3-369f233fa543",
"accessTokenId": "b25f9c17-5fab-41a5-96a5-fef3bc1943e1",
"valid": true,
"creatorId": "8c263138-afab-4823-34gh-3e32628d4dc6",
"description": "My first long-lived bearer token",
"createdAt": "2024-04-19T12:45:23.461Z"
},
...
]

Deactivate a Long-Lived Access Token

Before proceeding, do the following:

• Obtain a short-lived access token. The associated Technical User must have the ACCOUNTADMIN role. For
instructions, see Get a Short-Lived Access Token [page 1206].
• Get the id of the token that you want to deactivate. To do that, retrieve all long-lived access tokens and
copy the token id from the response. For instructions, see Get All Long-Lived Access Tokens [page 1209].

To deactivate a long-lived access token, make a POST request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/longlivedBearerTokens/{id}/
invalidate

Replace {SUBDOMAIN} and {SHORT_LIVED_ACCESS_TOKEN} with your values.

Example cURL request:

curl --request POST \

SAP LeanIX
User and Access Management PUBLIC 1209
 --url https://{SUBDOMAIN}.leanix.net/services/mtm/v1/longlivedBearerTokens/
47394a58-4165-45e4-6ge4-f9a706dad4fb/invalidate \
--header 'Authorization: Bearer {SHORT_LIVED_ACCESS_TOKEN}'

Example JSON response:

{
"id": "47394a58-4165-45e4-6ge4-f9a706dad4fb",
"accountId": "fb526496-751b-44cd-31h3-369f233fa543",
"accessTokenId": "b25f9c17-5fab-41a5-96a5-fef3bc1943e1",
"valid": false,
"creatorId": "8c263138-afab-4823-34gh-3e32628d4dc6",
"description": "My first long-lived bearer token",
"createdAt": "2024-04-19T12:45:23.461Z"
}

The valid attribute returned in the response is set to false, which means that the token is deactivated and
can no longer be used to perform any authenticated operations.

6.3.2 Configuring SCIM in Okta

Instructions for configuring SCIM provisioning in Okta. SCIM allows you to enable seamless and automated
user management across your applications.

Prerequisites

Before you start, do the following:

• Learn about the SCIM configuration process in Configuring SCIM [page 1204].
• Configure single sign-on (SSO) with Okta as an identity provider (IdP). For instructions, see Configuring
SSO with Okta [page 1153].
• Get a long-lived access token through the MTM API. For instructions, see Get a Long-Lived Access Token
[page 1207].

Configuring User Provisioning

Follow these steps:

1. In the Okta admin dashboard, in the Applications section, select the SSO application for SAP LeanIX.
2. On the General tab, in the App Settings section, click Edit, then select SCIM against Provisioning. Save the
changes.

SAP LeanIX
1210 PUBLIC User and Access Management
 Selecting the SCIM Option for Provisioning in Okta
3. If you've previously created the role attribute, in the Profile Editor section, delete the attribute and then
recreate it with the following External namespace value. Save the changes. The update might take some
time. To verify that the property update has been completed, check a sample user assignment for their role
inheritance.
External namespace

urn:ietf:params:scim:schemas:extension:workspacePermission:2.0:User

SAP LeanIX
User and Access Management PUBLIC 1211
 Creating the "role" Attribute
4. On the SSO application page, navigate to the Provisioning tab. In the Integration section, click Edit against
SCIM Connection and specify the following details. Save the changes.

Parameter Value

SCIM connector base URL https://{SUBDOMAIN}.leanix.net/

services/mtm/v1/scim/v2

SAP LeanIX
1212 PUBLIC User and Access Management
 Parameter Value

Unique identifier field for users userName

Supported provisioning actions Select the following checkboxes:

• Import New Users and Profile Updates: Any potential

changes only apply to users assigned to the SAML
application in Okta. If you leave this checkbox unse-
lected, new users assigned to the SAML application
won't be created in SAP LeanIX, and any potential
changes made to user attributes won't be synchron-
ized.
• Push New Users
• Push Profile Updates

Authentication Mode HTTP Header

Authorization Long-lived access token that you obtained

Configuring SCIM Connection Settings

5. On the Provisioning tab, in the To App section, enable the following options:
• Create Users
• Update User Attributes
• Deactivate Users

SAP LeanIX
User and Access Management PUBLIC 1213
 Save the changes.

Configuring Provisioning to App Settings

6. To configure attribute mappings, scroll down to the Attribute Mappings section. The following attributes are
mandatory for SCIM:
• Username
• Given name
• Family name
• Email
• Primary email type
• role: This attribute is only relevant for customers using an external IdP for SSO.

SAP LeanIX
1214 PUBLIC User and Access Management
 Configuring Attribute Mappings for SCIM

SCIM with Okta is set up. User states should be synchronized between the systems.

6.3.3 Configuring SCIM in Microsoft Entra ID

Instructions for configuring SCIM provisioning in Microsoft Entra ID. SCIM allows you to enable seamless and
automated user management across your applications.

Prerequisites

Before you start, do the following:

• Learn about the SCIM configuration process in Configuring SCIM [page 1204].
• Configure single sign-on (SSO) with Microsoft Entra ID as an identity provider. For instructions, see
Configuring SSO with Entra ID [page 1168].
• Get a long-lived access token through the MTM API. For instructions, see Get a Long-Lived Access Token
[page 1207].

SAP LeanIX
User and Access Management PUBLIC 1215
Configuring User Provisioning

Follow these steps:

1. In Microsoft Entra ID, navigate to the SSO application for SAP LeanIX.
2. On the Provisioning page, configure provisioning settings.
1. In the Provisioning Mode list, select Automatic.
2. Under Admin Credentials, in the Tenant URL field, enter the following URL:

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/scim/v2

3. In the Secret Token field, enter the long-lived access token that you obtained.

Configuring Provisioning Settings in Microsoft Entra ID

4. Under Mappings, ensure that provisioning for Active Directory Groups is disabled.

SAP LeanIX
1216 PUBLIC User and Access Management
 Mapping Settings on the Provisioning Page
3. On the Attribute Mapping page, update attribute mapping to include only the following attributes and
delete all other attributes.
• userPrincipalName: Please ensure that the property you're passing is identical to your SSO
configuration. Change the SCIM property as needed. This property must be in the email format.
• mail
• Switch
• givenName
• surname
• department

SAP LeanIX
User and Access Management PUBLIC 1217
 Required Attribute Mappings for SCIM Provisioning Between Microsoft Entra ID and SAP LeanIX

To make Entra ID compatible with the SCIM implementation, configure the predefined email attribute
as a matching attribute with the Matching precedence set to 2.

SAP LeanIX
1218 PUBLIC User and Access Management
 Configuring the Email Attribute

 Note

To learn more about attribute mapping and SCIM provisioning, refer to the Microsoft Entra ID
documentation:
• Customize attribute mappings
• Plan provisioning for a SCIM endpoint

4. To test provisioning, select Provision on demand and enable provisioning for a test user.

SAP LeanIX
User and Access Management PUBLIC 1219
 Selecting the Provision on demand Option for Testing the Configuration
5. After you've tested provisioning for a test user, click Start provisioning.

SCIM provisioning between Microsoft Entra ID and SAP LeanIX is enabled.

Configuring Externally Managed User Roles

If your organization manages user roles externally within Microsoft Entra ID and not within SAP LeanIX, create
an attribute for the role property. To learn more about managing user roles, see Managing User Roles with SSO
[page 1146].

Follow these steps:

1. On the Attribute Mapping page, select the Show advanced options checkbox, then select Edit attribute list.

SAP LeanIX
1220 PUBLIC User and Access Management
 Navigating to Advanced Options from the Attribute Mapping Page
2. On the Edit Attribute List page, create a new attribute for the role property using the following string:

urn:ietf:params:scim:schemas:extension:workspacePermission:2.0:User:role

Creating an Attribute for the Role Property

3. On the Edit Attribute page, configure mapping for the attribute, then save the changes.
1. In the Mapping type list, select Expression.

SAP LeanIX
User and Access Management PUBLIC 1221
 2. In the Expression field, enter the following:

IIF(Instr([appRoleAssignments], "ADMIN", "", "")>"0", "ADMIN",

IIF(Instr([appRoleAssignments], "MEMBER", "", "")>"0", "MEMBER",
IIF(Instr([appRoleAssignments], "VIEWER", "", "")>"0", "VIEWER", "")))

Configuring Mapping for the Role Attribute

User role mapping between Microsoft Entra ID and SAP LeanIX is enabled.

SAP LeanIX
1222 PUBLIC User and Access Management
6.4 Virtual Workspaces

Manage access to fact sheets for custom user groups

Overview

With virtual workspaces you manage access control to fact sheets. Organize users into groups and assign or
restrict access to fact sheets for each group. Allow users to only access specific fact sheets, for example:

• Fact sheets of the legal entity they belong to

• Fact sheets of their team
• Fact sheets of the region they are working in

Virtual workspaces are an additional option within your existing workspace. Although they are called
workspaces, you can think of them as filters that hide or show fact sheets. User role permissions, such as
viewer, member, or admin within SAP LeanIX, remain unchanged.

Essentials

• Fact sheets only

Virtual workspaces manage access to fact sheets. Diagrams, reports, and update notifications for fact
sheets from all workspaces are accessible to all users. Fact sheets in diagrams are visible, even if the virtual
workspace restricts access for this user. Clicking on a restricted fact sheet will result in an error for this
user.
• Activation required
Reach out to the support team to enable the feature. If in doubt, check your contract to determine if you
already have the virtual workspaces feature. If not, it is always possible to add it through your CSM.
• Single sign-on (SSO) required
You need to authenticate your users via SSO and also manage roles via your identity provider (IpP).

Access Control for Virtual Workspaces

The following components work together to achieve effective access control management:

• Virtual workspaces:
Virtual workspaces represent logical or organizational units within your organization. Such a unit could be a
region, for example Americas or APAC. You define virtual workspaces based on the user groups you want to
manage access for.
• Access control entities:
Access control entities represent virtual workspaces. To create a workspace, you add a new access control
entity. For example, the access control entity APAC creates the virtual workspace for the region APAC.

SAP LeanIX
User and Access Management PUBLIC 1223
 Access control entities are key to managing the access. You list all your access control entities in the ACL
and assign them to users and to fact sheets.
• User groups:
You assign users to access control entities. A user can belong to one or more entities, or none at all.
You can combine several different access control entities to represent where the user needs access. You
perform the assignment in your IdP through Active Directory (AD) user groups.
• Fact sheets:
To apply access control, you assign access control entities to fact sheets. Once assigned, fact sheets
belong to virtual workspaces. For every access control entity you specify read or write permissions for a
fact sheet.
• Access control list (ACL):
The ACL brings together all the access rights you configure for users and fact sheets. When a user logs in
to SAP LeanIX, their details are checked including access permissions from the ACL. Only users that match
the access control entities of the fact sheet are given read/write access to a fact sheet.

Checking for Matching Access Control Entities

Together, the access control entity assignment for each user and for each fact sheet create the unique virtual
workspaces for each user. The user will see all fact sheets of each access control entity. The more access
control entities a user is assigned to, the more fact sheets the user can access. Additionally, all fact sheets
without any restrictions are accessible for all users in all virtual workspaces. By limiting access to fact sheets,
you give your users focus.

To start configuring virtual workspaces see See Virtual Workspace Configuration [page 1227].

SAP LeanIX
1224 PUBLIC User and Access Management
 Unique Virtual Workspaces for Each User

Access Control Behavior for Different User Roles

User role permissions, such as viewer, member, or admin take precedence over the virtual workspaces.
Depending on the user role, the read/write settings apply differently.

User Role Read/Write Access Behavior

Viewer Viewers cannot edit anything, but they can see fact sheets
for their virtual workspaces.

Member Members can see and edit fact sheets in their virtual work-
space. When a member creates a new fact sheet, it is
created with with the member’s access settings. Members
cannot see the access control configuration and therefore
cannot change these settings. See User Flow for a Member
Creating a New Fact Sheet [page 1226]

Admin Admins can see and edit all fact sheets in all virtual workspa-
ces. Admins can change the access control settings for the
meta model and the fact sheet. See User Flow for an Admin
Creating a New Fact Sheet [page 1226]

SAP LeanIX
User and Access Management PUBLIC 1225
User Flow for an Admin Creating a New Fact Sheet

User Flow for a Member Creating a New Fact Sheet

SAP LeanIX
1226 PUBLIC User and Access Management
6.4.1 Virtual Workspaces Configuration

Set up virtual workspaces to manage access for custom user groups

Prerequisites

Virtual workspaces only work with SSO configured for your SAP LeanIX:

• Make sure that users are authenticated via SSO from your IdP, meaning the access to SAP LeanIX is
managed by your IdP.
• Make sure that users are authorized via SSO, meaning your IdP sends the user roles (viewer, member,
admin).
• Make sure you can add attributes to the SSO configuration. You need to be able to do this in later steps
of the configuration. If you are not able to do this, reach out to the administrator of your IdP for the
configuration.

To learn more, see Single Sign-On [page 1140].

Step 1: Define User Groups for Access Control

It is important to have a solid concept of your user groups. Keep it as simple as possible to also keep the
maintenance of the access control easy. It can help to draw a diagram to get an overview and leave out
unnecessary details.

1. List your access control entities that will be represented by virtual workspaces.
2. Group your users and assign the required access control entities.
3. Define which user groups need read and/or write access to which fact sheets.

Step 2: Create Access Control Entities in SAP LeanIX

Configure access control entities in SAP LeanIX.

1. Navigate to Administration > Access Control.

2. Choose Add Entity.
3. Enter an access control entity ID in uppercase letters with no space. Underscores are allowed.
Each attribute value must match the entryACI value configured in your IdP. For example, the access
control value ID value FINANCE_DEPT matches the entryACI value FINANCE_DEPT.

SAP LeanIX
User and Access Management PUBLIC 1227
4. Enter a Display name.
For example: Finance
The display name is visible in SAP LeanIX when assigning access control entities manually.
5. In the Description field, give more details as necessary to make the maintenance of access control entities
easier in the future.
6. Repeat to add more access control entities.

Step 3: Update the SSO Configuration with the Access Control Attribute

In the SSO configuration, you need to add a new attribute. You do this in your IdP, for example Okta, Entra ID,
or similar. The exact steps depend on your IdP. In general, access control is configured in a similar way that you
assign roles. To learn more, see Single Sign-On [page 1140].

1. In your IdP, create the Active Directory (AD) groups for the assignment of access control entities. Add
users to the AD groups.
2. In the IdP, navigate to the SSO configuration for your SAP LeanIX application.
3. Add the new attribute entryACI.
4. Assign the entryACI values to the corresponding AD user groups.
Ensure the attribute value is uppercase with no spaces. Underscores are allowed.
Each attribute value must match the access control entity ID configured in SAP LeanIX. For example, the
entryACI value FINANCE_DEPT matches the access control entity ID FINANCE_DEPT.
5. Verify that the IdP sends the correct entryACI value to SAP LeanIX.
Use one of the following options to test the entryACI values:
• Recommended: Check the Session Details [page 1228]
As this option is more precise it is recommended especially for troubleshooting.
• Check the Profile Details [page 1229]

Check the Session Details

1. Choose a (test) user that has specific user group assignments or put your own user into the AD user
groups.

SAP LeanIX
1228 PUBLIC User and Access Management
2. Open an incognito browser window and log in to SAP LeanIX.
3. Open a new tab and open the following link, replacing the placeholder with your subdomain: https://
{SUBDOMAIN}.leanix.net/Shibboleth.sso/Session
If the SSO configuration was successful, the access control entities are visible.

Check the Profile Details

1. Choose a (test) user that has specific user group assignments or put your own user into the AD user
groups.
2. Open an incognito browser window and log in to SAP LeanIX.
3. Select the profile icon.
If the SSO configuration was successful, the access control entities are visible.

SAP LeanIX
User and Access Management PUBLIC 1229
Step 4: Configure Global Read/Write Settings for New Fact Sheets

Configuring the global access settings reduces maintenance in the future. New fact sheets are automatically
created with the correct access settings.

Example: How do the global access settings work?

Let’s look at the global settings with a small example.

A member with the access control entities “Finance” and region “AMER” creates a new fact sheet. This is how
the access settings for new fact sheets will be populated:

• Global unrestricted
The fact sheet is visible to all users from all workspaces. Editing is possible for all users with the member
role.
• Read & Write restricted
The fact sheet is automatically restricted to “Finance” and region “AMER” users. All members with these
access control entities can edit the fact sheet.
• Write restricted
The fact sheet is visible to all users from all workspaces.

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 Editing is automatically restricted to “Finance” and region “AMER” members.

 Note

The global access setting does not apply for users with the admin role.

Admins can always see all fact sheets and configure all access settings. Therefore, fact sheets created by
an admin cannot be populated with access control information.

Admins always have to select the access settings when creating a new fact sheet. Otherwise the fact sheet
is accessible to everyone across all virtual workspaces.

1. In SAP LeanIX, navigate to Administration > Meta Model Configuration.

2. Choose a fact sheet type.
3. Choose Edit.
4. In the configuration, choose your preferred setting from the Access Control dropdown.

Step 5: Assign Access Control to Existing Fact Sheets

Assigning Access Control Entities Through Import

It’s best to use the import option to assign the access control entities in bulk for a large number of existing fact
sheets. To learn more, see Importing Fact Sheet Data Through Excel File [page 601].

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1. Navigate to the Inventory.
2. Change to the table view.
3. Select the columns for Read access and Write access.

4. Export the Excel file.

5. In the Excel file, add the access control entities for each fact sheet.
You can add more than one access control entity per fact sheet.

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6. Import the updated Excel file.

Assigning Access Control Entities in the Inventory Table View

The table view of the inventory offers an overview of access permissions. In the table, you have quick access to
a dropdown to configure access control entities for each fact sheet and easily navigate between fact sheets.

1. Navigate to the Inventory.

2. Change to the table view.
3. Select the columns for Read access and Write access.

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4. Choose Edit.
5. Choose a field with Read access or Write access and start typing.
The available access control entities are displayed in a dropdown. You can add more than one access
control entity for each fact sheet.

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6. Update all required fact sheets manually.
7. Choose Save.

Assigning Access Control Entities for a Single Fact Sheet

You can update the access permissions directly in the fact sheet settings.

1. Navigate to the fact sheet.

2. On the Fact Sheet tab, go to the Access Control List (optional) section.
3. Choose Edit.
4. Choose a field with Read access or Write access.
The available access control entities are displayed in a dropdown. You can add more than one access
control entity for each fact sheet.

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 SAP LeanIX
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6.5 Access to SAP for Me

Learn how to set up SAP for Me access for your organization.

Overview

SAP for Me is the central access point for all SAP activities. It helps you and your team manage products,
contacts, support cases, and licensing. S-user administrators set up SAP for Me access for their teams by
generating S-user IDs. Whether you're setting up your organization's first administrator or managing user
permissions, this page will guide you to the right resources.

What Is an S-User ID?

An S-user ID is a secure login used to access SAP tools and services such as:

• SAP for Me
• SAP Support Portal
• SAP Community

These IDs are essential for submitting support requests, managing workspaces, and accessing product
information.

Learn more about S-User IDs in Get started with your S-user ID .

Who Manages S-User IDs?

An S-user administrator manages your organization’s access to SAP systems. This person creates and deletes
S-user IDs, assigns permissions (known as authorizations), and helps colleagues access tools such as SAP for
Me.

Learn more about how to designate an S-User administrator in Setting Up Your Organization's S-User
Administrator [page 1238].

Finding Your S-User Administrator

Only S-user administrators can create and manage S-user IDs. If you aren't an administrator, work with your
S-user administrator to get started.

If you're new to SAP or don't know who your administrator is, try the following:

• Review your welcome email from SAP. It often includes your initial S-user ID and contact information for
your administrator.

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• Ask your internal IT team or SAP contact. Most organizations have a designated SAP administrator.
• Contact SAP Support through the SAP Support Portal to identify your administrator.

Getting Started

To get started, explore the following guides:

• Setting Up Your Organization's S-User Administrator [page 1238] - Learn how to designate your first
administrator using the User Onboarding Token and understand the role of the technical administrator.
• Creating and Managing S-Users in SAP For Me [page 1240] - Discover how to create and manage S-user
IDs and authorizations.

6.5.1 Setting Up Your Organization's S-User Administrator

This guide describes how set up your organization’s first S-user administrator to start managing access to SAP
for Me

Overview

S-user administrators control your organization's access to SAP systems. They create and delete S-user IDs,
assign permissions, and help colleagues use tools such as SAP for Me.

When your organization becomes an SAP customer, SAP creates the first S-user ID. This ID has the highest
authorization level and acts as the technical administrator. This account can then create the organization's
S-user super administrator.

This guide describes how set up your organization’s first S-user administrator to start managing access to SAP
for Me.

 Note

After this, SAP does not create or manage more S-user IDs for your organization. For security reasons, your
S-user administrators must manage all additional user accounts.

Creating Your First S-User Administrator

Prerequisites

You have access to the SAP Sales Order document and the SAP Onboarding Portal.

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Context

Technical administrators can choose a super user to handle user management and permissions for their
organization. They use a User Onboarding Token for this process. This setup ensures someone in your
organization can manage SAP access. Learn more about User Onboarding Tokens .

 Note

You can only redeem a User Onboarding Token once.

Procedure

1. Open your SAP sales order document.

2. Scroll to the section AUTHORIZED ADMINISTRATORS and find the line that says User Onboarding Token.
Copy the token listed.
3. Go to the SAP Onboarding Portal and choose Start.
4. Paste the token you copied from the sales order into the field User Onboarding Token
5. Enter the new administrator details by filling in the required fields:
a. First and last name
b. Email address
c. Company details (if prompted)
6. Verify your corporate email address and complete your account setup.

Results

SAP updates the technical administrator in the SAP systems with the name of the person who redeemed the
token.

The administrator S-user is created and assigned to the person who redeemed the token. This person will
receive all technical product-related notifications, renewal notices, and S-user lifetime notifications.

Creating Additional S-User Administrators

Context

Administrators can duplicate their own S-user authorizations to create new administrator S-user IDs.

 Tip

SAP recommends creating at least two additional super administrators.

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To create additional S-user administrators, follow the instructions in Cloning S-User ID Authorizations [page
1243].

6.5.2 Creating and Managing S-Users in SAP For Me

This guide describes how to create, manage, and troubleshoot S-user IDs to enable seamless access to SAP for
Me.

Overview

To access SAP tools and services, you need a secure login called an S-user ID. These IDs are essential
for accessing SAP for Me, participating in discussions in the SAP community, provisioning SAP LeanIX
workspaces, and submitting support requests.

This guide describes how to create, manage, and troubleshoot S-user IDs to enable seamless access to SAP for
Me.

 Note

Only S-user administrators can create and manage S-user IDs.

Prerequisites

Before you begin:

• Ensure you're the designated S-user administrator. Learn more about the administrator concept in About
the User, Authorization and Administrator Concept .
• You must have access to SAP for Me. Learn how to get access in Access and Authorizations .

Creating S-User IDs

Context

In the user management area of SAP for Me, administrators can request S-user IDs for their colleagues and
assign them the required authorizations. For example, you might request S-user IDs for all workspace admins
to make sure they can submit support tickets.

Learn more about authorizations in About the User, Authorization and Administrator Concept .

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  Note

By default, new S-user IDs are valid for 24 months from the date of creation. Administrators can adjust the
expiration dateif needed. To learn more, refer to the S-user lifetime overview .

Procedure

1. Go to SAP for Me.

2. In the User Management area, go to Home > Users & Contacts > User Management.
3. Choose Request User.
4. Enter the user’s details in the Request User form.
5. Optional: If you’ve set up authorization packages for user groups within your organization, you can also
assign them at this time. Choose "+" to select an authorization package.

Learn more about authorization packages in Creating Authorization Packages.

6. Choose Submit.
7. On the User was requested confirmation screen, choose OK.

Results

The new user receives an email from SAP Notification Services with the new S-user ID and an activation link.
The activation link is valid for 10 days.

 Note

The user request is not instant and may take some time to complete. You can check the status of the new
user on the Requested Users tab. Once the user is complete, it moves to the Users tab.

Deleting S-User IDs

Procedure

1. Go to SAP for Me.

2. In the User Management area, go to Home > Users & Contacts > User Management.
3. Select the user that you want to delete.
4. Choose Delete.

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Editing S-User ID Authorizations

Context

You may want to edit an S-user’s authorizations if the permissions they currently have are insufficient for
performing their role. You can grant or restrict access to specific functions and fine-tune their access by setting
appropriate authorization levels.

Procedure

1. Go to SAP for Me.

2. In the User Management area, go to Home > Users & Contacts > User Management.
3. Choose a user’s name to open their details.
4. Open the Authorizations tab in the user details window. Choose the edit (pencil) icon to begin editing.
5. Select the desired authorizations.
6. Optional: Adjust the authorization level for granular control, such as restricting case creation to a specific
installation number.
By default, authorizations are granted at the global level for all customer numbers and installations.
7. Choose Save.

Creating Authorization Packages

Context

Authorization packages simplify the process of assigning multiple permissions to users by grouping them into
reusable bundles. You can apply these packages directly to S-user IDs in your company, making it easier to
manage access for users with similar roles or responsibilities.

 Example

Suppose your support team needs access to case management features. You can create a package called
"Cases" that includes the following authorizations:

• Report Technical Problem

• Send Cases to SAP
• Close Cases

When a new team member joins, assign the "Cases" package to their S-user ID. This automatically grants
them all necessary permissions, so you don't need to configure each one manually.

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  Caution

If you make changes to the package, such as adding, removing, or modifying authorizations, they
automatically apply to all users assigned to it.

Procedure

1. Go to SAP for Me.

2. In the User Management area, go to Home > Users & Contacts > User Management.
3. Choose Auth. Packages from the menu.
4. Choose Create.
5. On the Create Authorization Package screen, enter a name.
6. Optional: Super administrators can turn on Write Protection so others can't modify the package.
7. Select all authorizations to be assigned to the package (for example, all case authorizations).
8. Choose Save.

Cloning S-User ID Authorizations

Context

Administrators can clone an existing authorization profile by copying it from a source S-user to one or more
target S-users. This ensures that all selected users are granted an identical set of authorizations.

Procedure

1. Go to SAP for Me.

2. In the User Management area, go to the Users, Requested Users, or Important Contacts tab.
3. Search for the source S-user ID to copy authorizations from. To open the user details screen, choose
anywhere in the row for that user.
If you're an administrator and copying your own authorizations to other S-user IDs, select your own S-user
ID.
4. Choose Copy Authorizations.
If you don't see this option, you aren't logged in with a super, cloud, or user administrator S-user ID
5. Select the users to whom you want to apply the copied authorizations, and choose OK.
6. On the Copy Options screen, choose how you want to copy the authorizations.

• Add Authorizations: The selected users keep their existing authorizations and receive additional
authorizations based on those copied from the source S-user.

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 • Overwrite Authorizations: This replaces the selected users' authorizations with the authorizations from
the source S-user.
7. Choose Continue.

Troubleshooting

Issue Solution

No activation email received Ask the user to check spam/junk folders. Resend from User
Management if needed.

Can't assign authorizations Ensure you have the required admin role and the same au-
thorizations.

User not appearing in list Check the Requested Users tab. The user may still be proc-
essing.

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7 Discovery and Integrations

Learn how SAP LeanIX integrates with various systems, automates data syncing, enhances collaboration, and
provides the reference catalog to ensure accurate and up-to-date information in your workspace.

Overview

SAP LeanIX provides various out-of-the-box integrations with systems like SAP Signavio, ServiceNow, Collibra,
and more to help you effortlessly bring data into your workspace. These integrations enable you to effortlessly
populate and maintain your inventory with meaningful, up-to-date information via automated means with
minimal configuration efforts.

The SaaS discovery feature simplifies the identification and management of your organization’s SaaS
applications through integrations with Single-Sign-on (SSO), Secure Access Simplified (SASE), and Cloud
Access Security Broker (CASB) solutions. It allows you to automatically or manually link discovered SaaS
applications to existing or new fact sheets, enriching them with data from the reference catalog. Similarly, SAP
landscape discovery automates the gathering of data from your SAP systems, providing a comprehensive view
of your SAP landscape.

SAP LeanIX also provides integrations with Microsoft Teams, Jira, Confluence, and more to enhance
collaboration and streamline workflows. It allows access to workspace notifications, synchronized tracking,
embedding of reports and more for improved efficiency and collaboration.

Additionally, the reference catalog provides curated data and best-practice recommendations for business
capabilities, applications, IT components, and tech categories. Linking fact sheets to the catalog automatically
synchronizes data from the catalog and ensures that your data remains current and consistent. Various
discovery features also leverage the catalog to enrich discovered items with relevant information.

 Note

For detailed guides of each integration, access the respective guides from Discovery and Integrations [page
1247] and Reference Catalog [page 1248].

Setting Up Out-of-the-Box Integrations

The Integrations section of the administration area is the central location for configuring and managing all
available integrations. This section lists all configured integrations along with their statuses, which help identify
erroneous integrations. By selecting an integration, you can access its settings and make any necessary
changes to the configuration.

To add and set up a new integration, click Add integrations at the top of the page. The next page lists all
available integrations. Click Configure on the desired integration to set it up.

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 Setting-up Out-of-the-Box Integrations

 Note

Certain integrations are exclusive to specific SAP LeanIX products. Integrations not included in the base
product, SAP LeanIX Application Portfolio Management, can only be configured if you have access to the
corresponding SAP LeanIX product.

Sync Logs of Integrations

You can access the sync logs for the integrations by clicking View Sync Logging. Sync logs provide detailed
information about the synchronization processes, including:

• Status of synchronizations: See whether recent sync attempts were successful or if they encountered
errors.
• Timestamps: View the exact time and date of each synchronization attempt, helping you track when data
was last updated.
• Error messages: If a sync run fails, error messages detail what went wrong, allowing for easier
troubleshooting and resolution.

Regularly reviewing sync logs ensures that any issues are promptly identified and addressed, maintaining the
integrity of your integrated applications. To learn more, see Synchronization Logging [page 1678].

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Discovery and Integrations

Guides Description Requirement

SaaS Discovery [page 1291] SaaS discovery streamlines the process

of identifying your organization's SaaS
applications through seamless integra-
tions with SSO, SASE, and CASB solu-
tions such as - Microsoft Entra ID, Mi-
crosoft Defender for Cloud Apps, Net-
skope, Okta, and Zscaler.

Self-Built Software Discovery [page It allows you to automatically discover SAP LeanIX Technology Risk and Com-
1337] and build an inventory of self-built soft- pliance product is required
ware components such as microservi-
ces and tech stacks. Through the API,
it systematically pulls in data from en-
gineering sources and allows you to in-
gest SBOMs and developer libraries.

SAP Landscape Discovery [page 1391] The SAP landscape discovery feature
in SAP LeanIX discovers your organiza-
tion's SAP systems and services, both
cloud and on-premise. You can link the
discovered items to existing fact sheets
or create new ones.

AI Agent Discovery [page 1410] Discover AI agents by setting up inte- Activate the AI agent [page 206] exten-
grations with agent-building systems or sion to the meta model
using the API. Review discovered items
in the AI agent discovery inbox and add
relevant ones to your inventory.

SAP Cloud ALM Integration For Manag- The SAP Cloud ALM integration enables SAP LeanIX Architecture and Road Map
ing Projects [page 1435] you to import projects from SAP Cloud Planning product is required
ALM into SAP LeanIX as fact sheets and
export initiatives from SAP LeanIX to
SAP Cloud ALM.

SAP Signavio Integration [page 1446] The integration between SAP LeanIX
and SAP Signavio enables seamless
synchronization of business processes
and IT landscape data. Processes from
SAP Signavio sync to SAP LeanIX
as fact sheets, while architectural ele-
ments from SAP LeanIX can be synced
to corresponding SAP Signavio diction-
ary items.

ServiceNow Integration [page 1509] This integration automates the discov- SAP LeanIX Technology Risk and Com-
ery of IT components and applications pliance product is required
and helps you build your technology in-
ventory swiftly. Real-time mapping en-
sures up-to-date information on the
underlying technology, providing en-
hanced risk visibility.

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Guides Description Requirement

Collibra Integration [page 1597] The integration synchronizes data as-

sets from the Collibra data catalog to
data object fact sheets in SAP LeanIX
and maps application, business capa-
bility, and interface fact sheets from
SAP LeanIX to technology assets in the
Collibra data catalog.

Apptio Integration [page 1583] Get financial information on tech costs

automatically into SAP LeanIX and fa-
cilitate use cases such as application
rationalization, application moderniza-
tion, cloud migration, and technology
risk management.

SAP LeanIX App for Microsoft Teams The SAP LeanIX App for Microsoft
[page 1650] Teams allows users to receive real-time
notifications in Microsoft Teams about
updates and changes in their SAP
LeanIX workspace, keeping teams in-
formed and aligned.

Confluence Integration [page 1626] The integration lets you embed SAP
LeanIX reports and fact sheets directly
into your Confluence pages, providing
a convenient ‘window’ to SAP LeanIX.
This gives business owners an easy way
to access up-to-date reports with tail-
ored views.

Jira Software Integration [page 1644] The integration is managed from the At-
lassian side and allows you to link SAP
LeanIX fact sheets to Jira issues.

OData Integration [page 1658] This integration allows the exporting

of your data into business intelligence
tools through OData.

Reference Catalog

The reference catalog provides reference data for business capabilities, applications, IT components, and tech
categories, which enables you to set up and maintain your inventory more efficiently. To learn more about each
data type and fact sheet attributes, see Reference Catalog [page 1249].

Guides Description

Business Capabilities in the Reference Catalog [page 1252] The reference catalog provides industry-specific business
capability maps for import. When catalog items are im-
ported, corresponding business capability fact sheets are
automatically created in your workspace and linked to the
catalog.

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Guides Description

Applications in the Reference Catalog [page 1261] The reference catalog offers standardized data for applica-
tion fact sheets. By using reference data for application fact
sheets, you can increase standardization and data quality,
as well as set relations to other fact sheets for best-practice
modeling.

IT Components in the Reference Catalog [page 1267] By using reference data for IT component fact sheets, you
can increase standardization and data quality, set relations
to other fact sheets for best-practice modeling, as well as
manage technology obsolescence risks by using vendor life-
cycle information.

Tech Categories in the Reference Catalog [page 1279] Tech categories in the reference catalog are based on the
TBM Taxonomy. You can import tech categories into your
workspace and customize them to your needs.

7.1 Reference Catalog

The reference catalog provides reference data for business capabilities, applications, IT components, and tech
categories, which enables you to set up and maintain your inventory more efficiently.

Overview

The reference catalog offers reference data and best-practice recommendations for business capabilities,
applications, IT components, and tech categories. Implementing reference data and synchronizing information
from the catalog streamlines the setup and maintenance of your inventory. Automatic synchronization ensures
your data remains current and consistent while optimizing workflows by reducing manual updates.

The catalog’s content is regularly updated to maintain data quality and relevance.

Benefits

By using the reference catalog, you get the following benefits:

• Data quality: The catalog enhances data quality by providing a standardized framework for IT and business
architecture data across your organization. It also enriches and completes your data, enhancing overall
accuracy and facilitating more informed decision-making.
• Best practices: The catalog includes best-practice templates and structures for various industries, enabling
you to adopt proven strategies and methodologies.
• Efficiency: Using the catalog can significantly speed up the process of setting up and maintaining your IT
and business landscapes in SAP LeanIX, saving time and resources.
• Customization: Despite its standardized structure, the catalog is designed for easy customization, which
enables you to adjust the provided information to suit your organization’s needs.

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Available Data

The following table provides an overview of data available in the reference catalog and the benefits that you can
get by using it. Using base data from the catalog enables you to standardize your portfolio and increase data
quality. In addition, by setting fact sheet relations, you can complete your portfolio following modeling best
practices.

Type Base Data Relations Detailed Information

Business capability The catalog offers industry- Business capabilities and Business Capabilities in the
specific, best-practice busi- Reference Catalog [page
SAP applications share
ness capabilities. You can im- 1252]
a many-to-many relation,
port these into your work-
space and customize them meaning that each business
to suit your organization’s capability can be linked to
needs. multiple SAP applications,
and each SAP application
can be associated with multi-
ple business capabilities.

Applications that best sup-

port specific business capa-
bilities are displayed as sug-
gested SAP solutions, which
is an explicit relation. Sug-
gested SAP solutions is an
optional feature that you can
disable if needed.

Application The catalog provides refer- When linking applications to Applications in the Reference
ence data for applications, catalog items, you can set re- Catalog [page 1261]
enabling you to enhance fact lations to IT components (as
sheet standardization and well as relations to providers
increase data quality. This and tech categories for IT
helps users complete fact components), which enables
sheet information with less you to enrich and automati-
effort. cally complete your portfolio.

IT component The catalog provides refer- When linking IT components IT Components in the Refer-
to catalog items, you can ence Catalog [page 1267]
ence data for IT components,
set relations to providers and
allowing you to enhance fact
tech categories, which ena-
sheet standardization and bles you to enrich and au-
improve data quality. This tomatically complete your
helps users complete fact portfolio.
sheet information with less
effort.

Additionally, the catalog of-

fers vendor lifecycle informa-
tion, enabling you to man-
age technology obsolescence
risks effectively.

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Type Base Data Relations Detailed Information

Tech category The catalog offers best-prac- There are no direct relations Tech Categories in the Refer-
tice TBM taxonomies for tech from tech categories in the ence Catalog [page 1279]
categories. You can import catalog. Only relations to
these into your workspace tech categories are available.
and customize them to suit
your company’s categoriza-
tion needs.

Fact Sheet Attributes

The table below lists the fact sheet attributes provided by the reference catalog. These attributes might not
always be available for all catalog items.

• Base attributes are available to all customers using SAP LeanIX Application Portfolio Management, our
base product.
• Additional attributes related to technology risk and compliance are available only to customers using SAP
LeanIX Technology Risk and Compliance. To learn more about this product, see SAP LeanIX Technology
Risk and Compliance [page 1683].

Additional Attributes Available with

the SAP LeanIX Technology Risk and
Fact Sheet Type Base Attributes Compliance Product

Business capability • Name and Description

• Relevance for Industries
• Enterprise Domain
• SAP Reference ID
• SAP application recommendations
• Relations to other catalog items

Application Attributes for applications: Security and policy links

• Name and Description

• Product Category
• Hosting options
• Single sign-on (SSO) information
• Relations to other catalog items
• As of Date
• External ID

Attributes for AI agents:

• Name and Description

• External ID

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 Additional Attributes Available with
the SAP LeanIX Technology Risk and
Fact Sheet Type Base Attributes Compliance Product

IT component • Name and Description Lifecycle information (phases, URLs,

support policies, and more)
• IT Component Subtype
• Release
• Component Website
• Relations to other catalog items
• As of Date
• External ID

Tech category • Name and Description

Provider (if linked to applications or IT • Name

components)

7.1.1 Business Capabilities in the Reference Catalog

Import business capabilities from best-practice, industry-specific business capabilities and customize them to
suit your organization’s needs.

Overview

The reference catalog provides industry-specific business capabilities for import. When catalog items are
imported, corresponding business capability fact sheets are automatically created in your workspace and
linked to the catalog. If a fact sheet with the same name already exists, the name and description are
overwritten from the catalog. Instead of importing, you can also just link your existing business capability
fact sheets to the relevant catalog items. This action does not overwrite any data.

For level 3 business capabilities, the reference catalog also suggests appropriate SAP solutions that could
support those capabilities. Furthermore, for linked business capability fact sheets, these suggested SAP
solutions also appear on the Transformations tab of the fact sheet when you use SAP LeanIX Architecture and
Road Map Planning. Here, you can choose a suggested solution and automatically prepare transformations. To
learn more, see Planning Transformations for SAP Solutions [page 1767].

The reference catalog leverages SAP reference architecture data, which is maintained by SAP on a continuous
basis. For more information, refer to:

• Documentation: SAP Reference Architecture Content

• Blog entry on the SAP Community: SAP Reference Architecture Content: An Overview

 Note

The use of SAP Reference Business Architecture and SAP Solution Architecture data is optional and not
part of the business functionality of the product. SAP Reference Business Architecture and SAP Solution
Architecture data is subject to change and may be changed, discontinued, or replaced by SAP at any time
for any reason without notice.

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Benefits

By using catalog data for business capability fact sheets, you can:

• Enhance fact sheet standardization: With catalog data, you can establish better naming standardization
across fact sheets and avoid duplication if you used multiple methods to populate your inventory.
• Increase fact sheet quality: With catalog data, you can enrich fact sheet descriptions, helping users to
complete fact sheet information with less effort.
• Accelerate transformations: Optionally, for level 3 business capabilities, you can view suggested SAP
solutions that best support these capabilities. If you’re using SAP LeanIX Architecture and Road Map
Planning, for fact sheets linked to level 3 business capabilities from the catalog, you can select appropriate
solutions and plan related transformations.

Permissions

The following table lists the permissions related to working with business capabilities for standard user roles.

Roles with Default Permis- Permissions in the Meta

Action sion Model Configuration Notes

View business capabilities All roles Read permission for

available in the reference cat- the Catalog Status
alog (lxCatalogStatus) field
on the business capability
fact sheet

Import business capabilities Members and admins General permissions on As an admin, you can grant
from the reference catalog permissions to import busi-
the business capability fact
ness capabilities from the
sheet:
catalog to viewers and cus-
• Create Fact Sheets tom user roles in the meta
model configuration. To do
• Import Fact Sheets
this, enable both Create
Fact Sheets and Import
Fact Sheets permissions. For
more information, see Gen-
eral Permissions [page 964].

Link business capabilities to Members and admins Update permission for As an admin, you can grant
the reference catalog Change the Catalog Status permissions to change the
or unlink linked items Update (lxCatalogStatus) field linking status to viewers
linked items to the latest ver- on the business capability and custom user roles in
sion fact sheet the meta model configura-
tion. For more information,
see Field Permissions [page
965].

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Import Business Capabilities from the Reference Catalog

Admins, members, and users with the appropriate permissions can import business capabilities from the
reference catalog. Depending on whether business capabilities with matching names already exist in the
workspace or not, the following occurs:

• If fact sheets with matching names don't yet exist in the workspace, new business capability fact sheets
are created, complete with their hierarchical relations, names, descriptions, and other fields. These new
fact sheets are linked to catalog items.
• If fact sheets with matching names already exist in the workspace, they're automatically linked to the
corresponding catalog items, and their descriptions are updated based on the information from the
catalog.

To learn more about imported fields and synchronization with the catalog, see Imported Fields [page 1255].

To import business capabilities from the catalog, follow these steps:

1. On the navigation bar, click More > Reference Catalog > Explore Business Capabilities.
2. On the reference catalog page, select the business capability hierarchies that you want to import, then click
Import.

When importing business capabilities, you can:

• Apply filters: You can narrow down business capabilities by applying filters for hierarchy levels, industries,
business processes, enterprise domains, L1 business capabilities, and SAP applications (from suggested
SAP solutions). By selecting SAP applications that your organization currently uses or intends to
implement, you can view and import business capabilities supported by these applications. This allows
you to focus on the most critical business areas.
• Switch between views: You can view catalog items in either landscape or list view by using the icons in the
upper-right corner. Business capabilities are grouped hierarchically, with child items nested under parent
items based on their level.
• Preview business capabilities: Clicking on a business capability opens a side pane showing its details and
any linked fact sheets.
• View suggested SAP solutions (in the landscape view): By toggling on the Show Suggested SAP Solutions
option, you can view relevant SAP solutions that best support level 3 business capabilities. You can preview
solutions by selecting them. On the right-side pane, you will find the application’s description, linked fact
sheets, and details on additional business capabilities the application supports. This helps you better
understand these capabilities and identify which ones may be relevant for import.

 Note

The suggested SAP solutions are provided for informational purposes only. No application fact sheets
will be created. To learn more, see Suggested SAP Solutions [page 1259].

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 Importing Business Capabilities from the Reference Catalog

Imported Fields

The table below lists the fields set on business capability fact sheets during import from the reference catalog:

Fields Synced with the Catalog Notes

• Name No If fact sheets with the same name al-

ready exist in the inventory, their names
• Description
These fields are not synced with the and descriptions are overwritten during
catalog when the catalog data changes import.
or when a fact sheet is linked to a differ-
ent catalog item.

• Relevance for Industries: Provides Yes These fields are editable, but it's not
information about the industries recommended to change them as it
where the business capabilities ap- These fields stay in sync with the cata- may cause inconsistencies when updat-
ply. log when the catalog data changes or ing data from the catalog. If needed,
admins can move these fields from
• Enterprise Domain: Classifies busi- when a fact sheet is linked to a different
the Name & Description subsection to
ness capabilities into four enter- catalog item.
another subsection or hide them. For
prise domains: Corporate, Cus-
To sync fields with the reference cat- guidance on managing fields, see Fact
tomer, Products and Services, and
alog, provision the workspace on the Sheet Fields [page 947].
Supply.
• SAP Reference ID: Serves as an Business Capability tab of the reference
identifier for the business capabil- catalog page in the admin area.
ity within the reference architec-
ture used across SAP products.

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Link Existing Business Capabilities to Catalog Items

If you're using SAP LeanIX Architecture and Road Map Planning, linking existing business capability fact sheets
enables you to view suggested SAP solutions on the Transformations tab of the linked fact sheet.

You can link business capability fact sheets to catalog items by:

• Bulk linking multiple fact sheets from the reference catalog page
• Linking individual fact sheets from the fact sheet page

 Note

Both admins and members can link fact sheets to catalog items, unlink them, and modify existing links.

Bulk Linking Business Capability Fact Sheets

Bulk linking business capabilities from the inventory allows you to efficiently connect multiple fact sheets to
catalog items. This method lets you review, link, and unlink fact sheets all in one place.

To link multiple fact sheets at once, follow these steps:

1. On the navigation bar, click More > Reference Catalog > Business Capability Linking. Business capability
fact sheets appear on the Unlinked and Linked tabs, depending on whether they're unlinked or linked to
catalog items.
2. On the Unlinked tab, select a business capability fact sheet, then search for and select a catalog item from
the drop-down menu on the right that you want to link to the fact sheet. You can expand each row to view
more details on each fact sheet and the matching catalog items.
3. Click Link. To continue linking more fact sheets, repeat these steps.

Linking Business Capability Fact Sheets to Catalog Items in Bulk

For some business capabilities, the Confidence column on the right provides a recommendation indicating the
match level between the fact sheet and the catalog item. If you want to focus on fact sheets with high or
medium confidence levels, use the Filter by confidence filter located next to the search field.

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By expanding each row, you can view a summary of the fact sheet and details of the corresponding catalog
item recommendation. If the recommendation doesn't align with your needs, use the search field to find a
specific item to link to.

Linking a Business Capability Fact Sheet from the Fact Sheet Page

Follow these steps:

1. On the right-side pane of the business capability fact sheet, under Reference Catalog, click Start Linking. A
page for linking the fact sheet to a catalog item opens.
2. Under the search field on the left, select a suggested item to link or search for a specific item using the
search field.
3. Review the information on the right, then click Link. Here, you can also view suggested SAP solutions that
support the business capability, if available.

Linking a Business Capability Fact Sheet to a Catalog Item

Changing or Unlinking Linked Items

You can link a fact sheet to a different catalog item if there is a more appropriate one or if it was inadvertently
linked to the current item.

To change linked items in bulk from the reference catalog page, follow these steps:

1. In the reference catalog, go to the Linked tab.

2. Select a fact sheet for which you want to change the linked item.
3. Search for and select a different catalog item from the drop-down menu on the right.
4. Click Change Link.

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To change the linked item for a single fact sheet, follow these steps:

1. On the right-side pane of the business capability fact sheet, under Reference Catalog, click Linked.
2. On the page that appears, search for a different catalog item using the search field on the left, select an
item to link, then click Change Link.

If needed, you can unlink multiple fact sheets from the reference catalog page in bulk. Similarly, you can unlink
a specific fact sheet from the fact sheet page.

Updates to the SAP Reference Architecture

The SAP reference architecture data is continuously improved and updated. Since the reference catalog uses
this data, these updates also appear in SAP LeanIX. Here’s how the update process works based on the scope
of changes:

• Minor changes: For fact sheets linked to reference business capabilities where only minor changes
occurred (such as changes in name or description), the link is automatically updated to the latest version
without overwriting any fact sheet data.
• Major changes: For fact sheets linked to business capabilities where major changes occurred, you can
review the changes and manually update the link to the latest version. You can update links in bulk or
for individual fact sheets, as described in the following sections. Major changes involve changes to the
suggested SAP solutions, such as:
• New or removed solution options
• New or removed applications within one solution option

Updating Linked Items to the Latest Version in Bulk

Follow these steps:

1. On the navigation bar, click More > Reference Catalog > Business Capability Linking.
2. On the reference catalog page, navigate to the Available Updates tab. Items for which updates are available
are grouped as follows:
• Deprecated: You can unlink deprecated items or change individual links to different items.
• Outdated: You can review updates and apply changes in bulk by clicking Update all links to the latest
version. To update the link for an individual item, click Update link to the latest version under the item
name in the left column.

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 Reviewing Reference Business Capabilities for Which Updates Are Available

Updating the Linked Item to the Latest Version for a Single Fact Sheet

Follow these steps:

1. On the right-side pane of the business capability fact sheet, under Reference Catalog, click Linked.
2. On the reference catalog page, click Review and Update, review the changes, then confirm your action.

 Note

For customers using SAP LeanIX Architecture and Road Map Planning, updates to reference business
capabilities also appear on the Transformations tab on business capability fact sheets. From here, you can
review and update the linked item.

Suggested SAP Solutions

For level 3 business capabilities from the catalog, the reference catalog suggests appropriate SAP solutions
that could best support those capabilities. The applications are grouped into options, each referring to the
Solution Capabilities from the SAP Reference Solution Architecture. Each option includes the name of the
corresponding Solution Capability in the subheading for easy reference.

To view suggested SAP solutions in the reference catalog, do the following:

1. On the navigation bar, click More > Reference Catalog > Business Capability Linking.
2. In the reference catalog, click Preview options to view suggested SAP solutions. If you're on the Unlinked
tab, select a catalog item first to preview suggested solutions.

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 Previewing Suggested SAP Solutions in the Reference Catalog
3. In the preview overlay, select an SAP S/4HANA deployment option to filter the suggested solutions based
on the chosen option. The following options are available:
• Cloud: SAP S/4HANA Public Cloud
• Hybrid: SAP S/4HANA Private Cloud or On-Premise

 Note

• The preview option is available for level 2 business capabilities as well. However, suggested SAP
solutions shown are for level 3 business capabilities that fall under these level 2 capabilities.
• In some cases, there may be no suggested solutions for certain business capabilities.

Additionally, you can view suggested solutions for a specific business capability by opening the linked reference
catalog item from the right-side pane of a specific fact sheet.

Furthermore, if you use SAP LeanIX Architecture and Road Map Planning, suggested SAP solutions also appear
on the Transformations tab of the linked business capability fact sheets. You can choose a suggested solution
and automatically prepare transformations to roll out or introduce the relevant applications. To learn more, see
Planning Transformations for SAP Solutions [page 1767].

Deactivating the Suggested SAP Solutions Feature

You can deactivate the proposal of suggested SAP solutions on business capability fact sheets. To do that,
navigate to the Optional Features and Early Access section in the administration area, then click Deactivate for
the SAP Suggestions in the Reference Catalog feature.

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7.1.2 Applications in the Reference Catalog

By using reference data for application fact sheets, you can increase standardization and data quality, as well
as set relations to other fact sheets for best-practice modeling.

Overview

The reference catalog offers standardized data for application fact sheets, simplifying the procedure of
documenting applications within SAP LeanIX. To learn more about which applications are included in the
catalog, see Applications in Scope [page 1261].

You can configure which data fields you want to sync with the catalog. Once a fact sheet is linked to the catalog,
this information is automatically synced and updated on relevant application fact sheets. Additionally, you can
set relations to IT components, which enables you to enrich and automatically complete your portfolio.

Benefits

By using catalog data for application fact sheets, you can:

• Enhance fact sheet standardization: With catalog data, you can establish better naming standardization
across fact sheets and avoid duplication if you used multiple methods to populate your inventory.
• Increase fact sheet quality: With catalog data, you can enrich required fact sheet fields, helping users to
complete fact sheet information with less effort.
• Maintain up-to-date data: Once application fact sheets are linked to the catalog, the information from the
catalog is automatically synced and updated whenever there is a change in the catalog's data. You can
select which attributes you want to sync with the catalog.
• Set relations for best-practice fact sheet modeling: Linking an application to a catalog item can
automatically establish relations between fact sheets where the relation is explicit (for example, between
SaaS applications and SaaS Hosting IT components). For relations to be set properly, some fact sheets
should already exist in the inventory. If they don’t, the catalog creates related fact sheets. This enables you
to get the most out of catalog data without impacting the fundamental model.

Applications in Scope

 Note

SAP LeanIX reserves the right to change the scope of the catalog at any given time.

The reference catalog provides the following data:

• SAP applications
• SAP AI agents

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• SaaS applications

A SaaS (Software as a Service) application is a software delivered on-demand and ready to use over the
internet. It serves customers without having to install the software on individual systems or on-premise
servers. Authorized users can access SaaS applications from anywhere on any authorized device.

The following attributes help to identify if an application is SaaS or not. A SaaS application:

• Is available online and ready to use

• Is licensed based on a subscription, for free, or pay-as-you-go model
• Requires a login to get access
• Is accessible from different devices (for example, desktop computers and mobile devices)
• Is hosted centrally in the cloud
• Doesn't require a dedicated infrastructure from the client

Applications Out of Scope

The following applications are out of scope:

• B2C SaaS applications (for example, Duolingo, Netflix, Spotify)

• Desktop client and on-premise server applications (for example, Adobe Photoshop, Microsoft Office client
applications for Windows and MacOS, Slack Desktop Client, VMWare Workstation Pro)
• Websites, which are primarily focusing on B2C or which are solely used to provide information without
functionally which allows them to be embedded in other applications (for example, Amazon, eBay,
Facebook).
• Plug-ins and add-ons for platforms (for example, browser extensions, marketplace apps, Atlassian
Confluence plug-ins), except for major plug-ins and add-ons of top vendors
• Mobile applications that are available as web-based solutions or desktop applications, such as Slack,
Microsoft Outlook, or Zoom, aren’t added to the reference catalog separately.

 Note

We recommend modeling IaaS and PaaS applications as IT component fact sheets, and hence, these
components are classified as IT components in the reference catalog.

Configuring Settings for Syncing Fields and Establishing Relations

As an admin, you can configure how to use catalog data for application fact sheets. Follow these steps:

1. In the administration area, navigate to the Reference Catalog section, then go to the Application tab.
2. Select the data fields that you want to sync from the catalog.
3. Choose whether you want to set relations to IT components. If you select this option, you can also enable
setting relations to providers and tech categories related to IT components.
4. Click Save.

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Linking Applications to Catalog Items

 Note

Both admins and members can manage how fact sheets are linked to catalog items, which includes
establishing links, ignoring fact sheets, and modifying existing links. Viewers don't have access to the
reference catalog.

When a fact sheet is linked to a catalog item, the attributes selected by the admin are automatically synced
with the catalog and regularly updated.

There are three ways to link fact sheets to the catalog:

• Bulk linking fact sheets from the inventory

• Linking individual fact sheets from the fact sheet page
• Linking a fact sheet during fact sheet creation

On the Last Update tab of the fact sheet page, you can check any updates made to the linked fact sheet as a
result of syncing. Updates are attributed to the System user ‘reference data’ user.

Checking Updates in the Last Update section of the Fact Sheet

Bulk Linking Application Fact Sheets

In the reference catalog, you can preview recommendations for multiple fact sheets, establish links, ignore
certain items, and modify existing linked items, all in one location.

To link multiple fact sheets at once, do the following:

1. On the navigation bar, click More > Reference Catalog > Application Linking. On the catalog page that
appears, fact sheets are arranged into different tabs based on whether they're unlinked, ignored, or linked.
2. On the Unlinked tab, select a fact sheet, select a relevant catalog item to link to, then click Link.
You can bulk link fact sheets for which recommended items are provided. To do that, select fact sheets,
then click Link Selected.

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 Linking Fact Sheets to Catalog Items in Bulk

 Note

The displayed list of applications is based on the filters you applied in the inventory.

The Confidence column on the right provides an intelligent recommendation indicating the match level
between the fact sheet and the catalog item. If you want to focus on fact sheets with very high or high
confidence levels, you can use the Filter by confidence option located in the upper-left corner.

The confidence level score is calculated based on the matches between the fact sheet display name and the
catalog item name. The confidence levels are categorized as follows:

• Very high (100)

• High (96–99)
• Other, displayed without a text label (below 96)

By expanding each row, you can view a summary of the fact sheet and details of the corresponding catalog
item recommendation. If the recommendation doesn't align with your needs, use the search field to find a
specific item to link to. You can link, preview, or ignore individual fact sheets in each row.

Ignoring Application Fact Sheets

You can ignore a fact sheet if you don't want to link it to any catalog item. The fact sheet is moved to the Ignored
tab. If needed, you can link ignored fact sheets to catalog items later.

Reasons to ignore include:

• It is a proprietary product, and you do not expect the catalog to have information about it.
• You want to overwrite the information in the linked fact sheet. Ignoring a linked fact sheet effectively
unlinks the fact sheet and stops updates from the catalog.

If you used a filter in the inventory, you can ignore multiple fact sheets in bulk on the Unlinked tab. To do that,
select fact sheets, then click Ignore Selected. When the Filter by confidence filter is applied, the option to bulk
ignore fact sheets is not available.

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  Note

Ignoring a linked fact sheet halts updates from the reference catalog.

Changing the Link to a Different Item

You can link a fact sheet to a different catalog item if there is a more appropriate one or if it was inadvertently
linked to the current item. Follow these steps:

1. On the reference catalog page, navigate to the Linked tab.

2. Select a fact sheet, click on the search field to see alternate recommendations or to search for a specific
item to change to.
3. Choose the appropriate recommendation you want to change to, and click Change Link.

Changing the Link to a Different Item

Linking an Application Fact Sheet from the Fact Sheet Page

Follow these steps:

1. Open an application fact sheet.

2. On the right-side panel, under Reference Catalog, click Start Linking. The catalog page opens with relevant
recommendations for that fact sheet.
3. Choose the catalog item to link or search for a specific item to link from the search bar, then click Link.

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 Linking a Fact Sheet to a Catalog Item from the Fact Sheet Page

Linking an Application Fact Sheet During Fact Sheet Creation

You can link an application to a catalog item from the fact sheet creation overlay. Follow these steps:

1. Enter the name of the application in the fact sheet creation overlay. As you type the name,
recommendations from the reference catalog appear below the input field.
2. Choose the appropriate catalog item, then click Create & Link.

Linking Application Fact Sheet During Fact Sheet Creation

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Linking Multiple Applications to the Same Catalog Item

When configuring synchronization settings, selecting the Name field for syncing prevents linking multiple fact
sheets to the same catalog item. This helps avoid duplicates and name conflicts in workspaces.

However, there are scenarios where linking multiple fact sheets to the same catalog item is needed. For
example, when the same SaaS application is used by different organizations for distinct business capabilities
or when the same SaaS application is used in different environments for varied purposes. Users often need to
model these multiple instances of the same application to bring transparency.

To link multiple application fact sheets to the same catalog item, exclude the Name field from syncing in the
catalog settings.

If you prefer to sync the Name field and still want to link multiple fact sheets, a workaround involves creating an
abstract parent fact sheet and linking it to the catalog item. Then, model all instances of the same application
as child fact sheets under this parent instance.

Aligned Catalog Items: Applications and IT Components

In the catalog settings for applications, you can enable the automated creation of relations to IT components
(as well as relations to providers and tech categories for IT components). This enables you to enrich and
automatically complete your portfolio. This alignment ensures there are no duplications if you’re using both
applications and IT components from the catalog.

If you've enabled the linking of applications to IT components in the catalog settings, when a SaaS application
is linked to a catalog item, the associated SaaS hosting IT component fact sheet is automatically created and
linked to the catalog. In this context, SaaS hosting means that an application is hosted as a SaaS product.

7.1.3 IT Components in the Reference Catalog

By using reference data for IT component fact sheets, you can increase standardization and data quality, set
relations to other fact sheets for best-practice modeling, as well as manage technology obsolescence risks by
using vendor lifecycle information.

Overview

The reference catalog offers standardized data for IT component fact sheets, simplifying the procedure of
documenting IT components within SAP LeanIX. To learn more about which IT components are included in the
catalog, see IT Components in Scope [page 1268].

 Note

Lifecycle information for IT components is only available as part of the SAP LeanIX Technology Risk and
Compliance product. To learn more, see SAP LeanIX Technology Risk and Compliance [page 1683].

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Benefits

By using catalog data for IT component fact sheets, you can:

• Enhance fact sheet standardization: With catalog data, you can establish better naming standardization
across fact sheets and avoid duplication if you used multiple methods to populate your inventory.
• Increase fact sheet quality: With catalog data, you can enrich required fact sheet fields, helping users to
complete fact sheet information with less effort.
• Maintain up-to-date data: Once IT component fact sheets are linked to the catalog, the information from
the catalog is automatically synced and updated whenever there is a change in the catalog's data. You can
select which attributes you want to sync with the catalog.
• Get data related to technology risks: The catalog offers vendor lifecycle information, enabling you to
manage technology obsolescence risks.
• Set relations for best-practice fact sheet modeling: Linking an IT component to a catalog item can
automatically establish relations between fact sheets where the relation is explicit. For relations to be set
properly, some fact sheets should already exist in the inventory. If they don’t, the catalog creates related
fact sheets. This enables you to get the most out of catalog data without impacting the fundamental
model.

IT Components in Scope

 Note

SAP LeanIX reserves the right to change the scope of the catalog at any given time.

The following fact sheet subtype categories, serving as the interface between applications and providers, fall
within the scope of catalog items defined as IT components:

• Software: Major and minor versions of commercial and open-source software products relevant to
enterprise architecture and technology risk management with significant lifecycles (for example, Oracle
Database, Microsoft Window Server, Red Hat Enterprise Linux, PostgreSQL). In addition, technology
product lines or tech stacks without specific versioning and lifecycle information are also included (for
example, Angular).
• PaaS: Platform as a Service (PaaS) offering deployment environments in the cloud (for example, Google
App Engine, Heroku, Salesforce).
• IaaS: Infrastructure as a Service (IaaS) cloud computing service (for example, Amazon Web Services
(AWS) EC2, Microsoft Azure Virtual Machines).
• SaaS: Software as a Service (SaaS) is in most cases an application. It will be accepted if it represents the
hosting or if the SaaS application can be used as a component of a larger application (for example, Adobe
Systems Adobe Admin Console, SAP LeanIX Enterprise Architecture Management SaaS Hosting).
• Hardware components
• AI models: Software components that implement artificial intelligence techniques, including machine
learning, natural language processing, computer vision, and other forms of advanced analytics. AI
models are used in applications to automate decision-making, pattern recognition, forecasting, and other
predictive or generative tasks. AI models may be consumed directly as software artifacts, through APIs, or
as integral parts of SaaS, PaaS, or custom technology stacks.

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IT Components Out of Scope

The following items are not included in the reference catalog:

• Minor, patch, and build versions, as well as editions of commercial and open-source software products
that do not provide individual end-of-life information. These are represented in the relevant Major.x or
Major.minor.x versions of the same product.
• Client software that has an auto-upgrade feature or is typically managed by a Mobile Device Management
(MDM) solution
• Mobile applications and websites that primarily focus on B2C or that are solely used to provide information
without functionality that allows them to be embedded in other applications (for example, Amazon, eBay,
Facebook)
• Software libraries
• APIs (that are not offered standalone)
• Plug-ins and add-ons for platforms, except for major plug-ins and add-ons of top vendors
• Command-line utilities (for example, grep, awk, sed)
• Hardware drivers and firmware

Fact Sheet Attributes

The table below lists the fact sheet attributes for IT components provided by the reference catalog.

Additional Attributes Available with SAP LeanIX Technol-

Base Attributes ogy Risk and Compliance

• Name and Description Lifecycle information (dates, URLs, support policies, and
more)
• IT Component Subtype
• Release
• Component Website
• Relations to other catalog items
• As of Date
• External ID

Vendor Lifecycle Dates

In workspaces with the SAP LeanIX Technology Risk and Compliance product, the reference catalog provides
vendor lifecycle information for IT components in addition to base attributes.

The following vendor lifecycle dates, which are relevant for obsolescence risk management initiatives, appear
on IT component fact sheets:

• Active
• End of (Standard) Support
• End of Extended Support Agreement

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• End of Extended Support Offering

Vendor Lifecycle Dates on a Fact Sheet

The table below lists vendor lifecycle dates and their definitions.

Vendor Lifecycle Dates

Vendor Lifecycle Date Definition Appears on Fact Sheets

Alpha The date of the first, unstable stage of No

an IT component lifecycle, in which ba-
sic functionality is tested. It's usually
not publicly released, has limited func-
tionality, and receives frequent updates.

Beta The date of the second, stable stage of No

an IT component's lifecycle. It's often
released to more users, including exter-
nal testers, to gather usage feedback.

Active The date an IT component is generally Yes

available for commercial use and eligi-
ble for support and maintenance serv-
ices.

End of Sale The date a product or version is no lon- No

ger sold or manufactured by its vendor.
Support services may still be available
for some time.

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Vendor Lifecycle Date Definition Appears on Fact Sheets

End of (Standard) Support The date a vendor limits the support Yes

and maintenance of an IT component,

transitioning it into a state of potential
obsolescence risk due to its end of life,
and stops providing regular updates for
all users.

Some vendors may provide optional ex-

tended support to give users more time
to upgrade to newer versions. To docu-
ment this information, use the End of
Extended Support Agreement field.

End of Extended Support Agreement The date when an individual agreement Yes

with the vendor for extended support

of IT components ends. The product or
version transitions into an unsupported
phase, which poses an obsolescence
risk.

This field is editable and isn't provided

by the reference catalog.

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Vendor Lifecycle Date Definition Appears on Fact Sheets

End of Extended Support Offering The date that marks the transition of Yes

a product or product version into an

unsupported state. After this date, sup-
port and security updates are no longer
available.

To view this date, hover over the ques-

tion mark icon next to the End of
Extended Support Agreement field in
the Lifecycle section on an IT compo-
nent fact sheet. The end date of the
extended support offering appears in a
tooltip.

End of Extended Vendor Support

Offering Shown on a Fact Sheet

To store information on your organ-

ization’s individual extended support
agreement, use the End of Extended
Support Agreement field. This field is
editable and isn't provided by the refer-
ence catalog.

Legacy Names of Vendor Lifecycle Dates

On August 21, 2025, the default names of vendor lifecycle dates changed to reduce ambiguity and avoid
confusion with internal lifecycle phases of fact sheets. The table below lists the previous and current names.

Legacy and Current Names of Vendor Lifecycle Dates

Legacy Name Current Name

Plan Alpha

Phase In Beta

Active (Vendor) Active

Phase Out End of Sale

End of Life (Vendor) End of (Standard) Support

Extended Vendor Support Agreement End of Extended Support Agreement

Last Date of Paid Support post End of Life End of Extended Support Offering

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Configuring Settings for Syncing Fields and Establishing Relations

As an admin, you can configure how to use catalog data for IT component fact sheets. Before you start, set
up your workspace by clicking Provision Workspace. This action extends the configuration, providing additional
features like improved filtering capabilities in the inventory. It also adds a meta model extension that introduces
a new field for the reference catalog status.

To configure catalog settings for IT components, follow these steps:

1. In the administration area, navigate to the Reference Catalog section, then go to the IT Component tab.
2. Select the data fields that you want to sync from the catalog.
3. Choose whether to include Provider and Tech Category relations in IT Component fact sheets by selecting
the appropriate checkboxes.
4. Click Save.

Resyncing IT Components

To update IT components with the latest information from the reference catalog, you can manually resync them
by clicking Resync IT Components. This updates all IT components linked to the catalog with the fields and
relations defined in your synchronization configuration. A manual resync may be necessary in the following
situations:

• As an admin user, you've changed your synchronization configuration settings to include more attributes.
Resyncing lets you import selected attributes to fact sheets, regardless of whether these attributes were
filled out manually.
• Users accidentally changed some fields related to the catalog on fact sheets, and you want to revert the
changes to the standard setup.

When resyncing IT components, proceed with caution, as this action cannot be undone. Before running a
manual resync, you can create a snapshot of your workspace in the Export section of the admin area. For more
details, see Export [page 1053].

Linking IT Components to Catalog Items

 Note

Both admins and members can manage how fact sheets are linked to catalog items, which includes
establishing links, ignoring fact sheets, and modifying existing links. Viewers don't have access to the
reference catalog.

When a fact sheet is linked to a catalog item, the attributes selected by the admin are automatically synced
with the catalog and regularly updated.

There are three ways to link fact sheets to the catalog:

• Bulk linking fact sheets from the inventory

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• Linking individual fact sheets from the fact sheet page
• Linking a fact sheet during fact sheet creation

On the Last Update tab of the fact sheet, you can check any updates made to the linked fact sheet as a result of
syncing. Updates done are attributed to the System user ‘reference data’ user.

Bulk Linking IT Component Fact Sheets

In the reference catalog, you can preview recommendations for multiple fact sheets, establish links, ignore
certain items, and modify existing linked items, all in one location.

To link multiple fact sheets at once, do the following:

1. On the navigation bar, click More > Reference Catalog > IT Component Linking. On the catalog page that
appears, fact sheets are arranged into different tabs based on whether they're unlinked, ignored, or linked.
2. On the Unlinked tab, select a fact sheet, select a relevant catalog item to link to, then click Link.
You can bulk link fact sheets for which recommended items are provided. To do that, select fact sheets,
then click Link Selected.

Linking Fact Sheets to Catalog Items in Bulk

 Note

The displayed list of IT components is based on the filters you applied in the inventory.

The Confidence column on the right provides an intelligent recommendation indicating the match level
between the fact sheet and the catalog item. If you want to focus on fact sheets with very high or high
confidence levels, you can use the Filter by confidence option located in the upper-left corner.

The confidence level score is calculated based on the matches between the fact sheet display name and the
catalog item name. The confidence levels are categorized as follows:

• Very high (100)

• High (96–99)
• Other, displayed without a text label (below 96)

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By expanding each row, you can view a summary of the fact sheet and details of the corresponding catalog
item recommendation. If the recommendation doesn't align with your needs, use the search field to find a
specific item to link to. You can link, preview, or ignore individual fact sheets in each row. You can also report
missing data so the research team at SAP LeanIX can enrich it.

Ignoring IT Component Fact Sheets

You can ignore a fact sheet if you don't want to link it to any catalog item. The fact sheet is moved to the Ignored
tab. If needed, you can link ignored fact sheets to catalog items later.

Reasons to ignore include:

• It is a proprietary product, and you do not expect the catalog to have information about it.
• You want to overwrite the information in the linked fact sheet. Ignoring a linked fact sheet effectively
unlinks the fact sheet and stops updates from the catalog.

If you used a filter in the inventory, you can ignore multiple fact sheets in bulk on the Unlinked tab. To do that,
select fact sheets, then click Ignore Selected. When the Filter by confidence filter is applied, the option to bulk
ignore fact sheets is not available.

 Note

Ignoring a linked fact sheet halts updates from the catalog.

Changing the Link to a Different Item

You can link a fact sheet to a different catalog item if there is a more appropriate one or if it was inadvertently
linked to the current item. Follow these steps:

1. On the reference catalog page, navigate to the Linked tab.

2. Select a fact sheet, click on the search field to see alternate recommendations or to search for a specific
item to change to.
3. Choose the appropriate recommendation you want to change to, and click Change Link.

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 Changing the Link to a Different Item

Report Missing Data in Catalog Items

You can request missing information or request to add a missing catalog item that you need for any
IT Component. The research team at SAP LeanIX processes these requests and updates the necessary
information. When a missing catalog item is requested, the IT component for which the request was raised
is automatically linked once the catalog item is created.

To report missing data or request a missing catalog item, do the following:

1. Select Report Missing Data from the menu in the top right corner of the relevant row. It opens an outlay for
you to fill.
2. Fill in the needed information in the resulting outlay. Add your request in the Request Comments section.
3. Click Submit Request.

View your raised requests in the Requested tab of the catalog linking page. Details of the requests, along with
their current status, can be viewed here.

The statuses include:

• Open: The request is received and is being processed.

• Input Needed: More input is needed to process the request. In such cases, update the request with needed
information by responding to the Collection Comment in the Request Description text box
• Declined: The request raised will not be added to the Catalog. The reasons are mentioned in the Collection
Comment.
• Not Created: An error occurred during the creation of the request. Recreate the request with the necessary
information.

From the menu on the right, you have the option to update your requests on your own to provide any additional
information needed. Declined Requests can be marked as Ignored, allowing you to link them to a different
catalog Item.

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Linking an IT Component Fact Sheet from the Fact Sheet Page

Follow these steps:

1. Open an IT component fact sheet.

2. On the right-side panel, under Reference Catalog, click Start Linking. The catalog page opens with relevant
recommendations for that fact sheet.
3. Choose the catalog item to link or search for a specific item to link from the search bar, then click Link.

Linking a Fact Sheet to a Catalog Item from the Fact Sheet Page

Linking an IT Component Fact Sheet During Fact Sheet Creation

You can link an IT component to a catalog item from the fact sheet creation overlay. Follow these steps:

1. Enter the name of the IT component in the fact sheet creation overlay. As you type the name,
recommendations from the reference catalog appear below the input field.
2. Choose the appropriate catalog item, then click Create & Link.

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 Linking IT Component Fact Sheet During Fact Sheet Creation

Linking Multiple IT Components to the Same Catalog Item

When configuring catalog settings, selecting the Name and Release field for syncing prevents linking multiple
fact sheets to the same catalog item. This helps avoid duplicates and name conflicts in workspaces.

However, there are scenarios where linking multiple IT Component fact sheets to the same Catalog entry is
needed. To address this, you can exclude the synchronization of the Name and Release field in the catalog
settings. This allows you to link multiple fact sheets to the same catalog item.

If you prefer to synchronize the Name and Release field and still want to link multiple fact sheets, a workaround
involves creating an abstract parent fact sheet and linking it to the Catalog. Then, model all instances of the
same IT Component as child fact sheets under this parent instance.

Implications of Meta Model v4 on IT Components in the Catalog

Items in the catalog have been updated to reflect the new subtypes (SaaS, PaaS, IaaS) introduced with meta
model v4. As a result, many of the catalog items previously categorized as 'Software,' 'Hardware,' or 'Service'
now fall under one of the three 'as a service' types.

Your existing or new fact sheets linked to catalog items will maintain their current subtype classification until
the subtypes SaaS, PaaS, and IaaS are introduced in your workspace. Once introduced, the relevant fact sheets
will automatically transition into the new subtypes whenever a catalog item is refreshed with updates.

To update all fact sheets at once after aligning your workspace with meta model v4, you can raise a support
ticket at SAP LeanIX Support . If you're an SAP customer, submit a request from the SAP for Me portal.

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7.1.4 Tech Categories in the Reference Catalog

Tech categories in the reference catalog enable you to adopt the Technology Business Management (TBM)
Taxonomy.

Overview

 Note

On November 17, 2025, tech categories in the reference catalog were updated to the latest version 5.0.1 of
the TBM Taxonomy . To learn how to migrate your tech categories to this version, see Migrating to the
TBM Taxonomy Version 5.0.1 for Tech Categories [page 1281].

The TBM Taxonomy is a standardized classification system within the Technology Business Management
(TBM) framework that categorizes cost sources, technologies, IT resources, applications, and services,
promoting alignment among IT, finance, and business unit leaders. For more information on TBM, refer to
the website of the TBM Council .

Tech categories in the reference catalog facilitate the adoption of the TBM Council’s TBM Solutions layer
version 5.0.1 as the standard taxonomy, which is recommended as a best-practice approach.

By using information available in the reference catalog, you can:

• Understand and define your tech category taxonomy according to TBM's recommendations using the
provided template
• Import the TBM Taxonomy into your workspace and customize it to your needs

Exploring the TBM Taxonomy

To gain deeper insights into the TBM Taxonomy and decide whether you want to adopt it, you can use the
provided template that contains the standard TBM hierarchy and a snapshot of your workspace with the TBM
Taxonomy applied.

To download the TBM Taxonomy template, on the Tech Category tab of the reference catalog, under
Understand TBM Taxonomy, click Download Template. In the template, you can view recommendations and
guidelines on how to proceed.

By using the template, you can:

• View the different categories and definitions of the TBM Taxonomy Solutions layer, including examples and
sample products
• View the currently defined taxonomy in your workspace and map your tech categories to TBM-based tech
categories following our recommendations
• Assess the mapping of TBM-based tech categories to IT components linked to the catalog

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Evaluating the TBM Taxonomy: Key Considerations

To determine if the TBM Taxonomy suits your needs, consider the following questions:

• Does the TBM Solutions layer meet your criteria for a standard tech category taxonomy?
• How does your current taxonomy compare to the TBM Solutions layer?
• Does your current taxonomy have more or fewer details than the TBM Solutions layer?
• How would the mapping to your IT components change if you adopt the TBM Solutions layer?
• Do you want to manage the assignment of tech categories to IT components, or would you prefer to do it
automatically?

Your answers to these questions will guide your decision on whether to adopt the TBM Taxonomy, and if so,
whether to adopt it fully or partially. Once you've decided on your tech category taxonomy, you can proceed to
import the TBM Taxonomy and assign IT components to TBM-based tech categories.

Importing Tech Categories from the Reference Catalog

As an admin, you can view all TBM hierarchies and import all or specific TBM-based tech categories into your
workspace.

 Note

Before importing TBM hierarchies, ensure that the meta model configuration of the workspace supports at
least level 3 hierarchy for the tech category fact sheet.

To import TBM-based tech categories, follow these steps:

1. In the administration area, navigate to the Reference Catalog section, then go to the Tech Category tab.
2. Under Import TBM Taxonomy, click Import TBM. You land on the page displaying TBM-based tech
categories available for import.
3. Select the tech categories that you want to import, then click Import and Link.

This imports any nonexistent tech categories along with their full hierarchy and automatically links existing
tech category fact sheets with the same name to relevant catalog items.

 Tip

As an alternative method of importing TBM-based tech categories, you can download the TBM Taxonomy
Excel template and then upload it to the inventory using the Excel import option. To learn more, see
Importing Fact Sheet Data Through Excel File [page 601].

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7.1.4.1 Migrating to the TBM Taxonomy Version 5.0.1 for
Tech Categories

Migrate to the TBM Taxonomy version 5.0.1 to keep your tech categories in sync with the latest version.

Overview

On November 17, 2025, tech categories in the reference catalog were updated to the latest version 5.0.1 of the
TBM Taxonomy . Key changes include:

• “Artificial Intelligence“ is added as a new level 1 tech category, along with relevant level 2 and level 3 tech
categories. It replaces the level 3 “Decision Intelligence and Automation“ tech category in the “Platform/
Application” hierarchy.
• “Sustainability and ESG“ is added as a new level 2 tech category.

You can import the updated tech categories from the reference catalog after the release. However, related fact
sheets in your workspace won't update automatically. To keep your fact sheets in sync with the catalog and the
latest TBM Taxonomy, you’ll need to apply a few changes to your workspace. To proceed, follow the steps in this
migration guide.

If you don't take action, your tech categories will stay on the TBM Taxonomy version 4.

Step 1: Update the Tech Category Hierarchy

Change the parent tech category for the following fact sheets:

Current and New Parent Tech Categories

Tech Category Fact Sheet Current Parent Tech Category New Parent Tech Category

Data Platform Infrastructure

Application Platform Delivery

After updating the hierarchy, the display names of these fact sheets change as follows:

Previous and New Display Names of Tech Categories

Previous Display Name New Display Name

Platform / Data Infrastructure / Data

Platform / Application Delivery / Application

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Step 2: Rename Tech Categories

To prevent duplicating tech categories after the transition, rename the following fact sheets:

Current and New Names of Tech Categories

Current Name New Name

Application Enabling Platforms

IT Service Management Tech Service Management

IT Vendor Management Technology Vendor Management

IT Training Tech Training

Domain Services Domain Solutions

Planning & Management Reporting Planning & Management Accounting

Workspace Services Workspace Solutions

After renaming, the display names of these fact sheets change as follows:

Previous and New Display Names of Tech Categories

Previous Display Name New Display Name

Delivery / Application Delivery / Enabling Platforms

Delivery / Operations / IT Service Management Delivery / Operations / Tech Service Management

Delivery / Strategy & Planning / IT Vendor Management Delivery / Strategy & Planning / Technology Vendor Man-
agement

Delivery / Support / IT Training Delivery / Support / Tech Training

Infrastructure / Network / Domain Services Infrastructure / Network / Domain Solutions

Shared & Corporate / Finance / Planning & Management Shared & Corporate / Finance / Planning & Management
Reporting Accounting

Shared & Corporate / Property & Facility / Workspace Serv- Shared & Corporate / Property & Facility / Workspace Solu-
ices tions

Step 3: Import and Link Tech Categories

Import tech categories relevant to your organization from the reference catalog.

Follow these steps:

1. In the Reference Catalog section of the administration area, go to the Tech Category tab.
2. Under Import TBM Taxonomy, choose Import TBM.
3. Select tech categories for import. Make sure to select the tech categories you renamed in the previous
step:
• Enabling Platforms and all its child tech categories
• Tech Service Management
• Technology Vendor Management

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 • Tech Training
• Domain Solutions
• Planning & Management Accounting
• Workspace Solutions
4. Choose Import and Link.

Step 4: Update Relations to IT Components

After importing the tech categories, update relations between the IT components and tech categories linked to
the reference catalog.

Follow these steps:

1. In the Reference Catalog section of the administration area, go to the IT Component tab.
2. Under Relation to Tech Category, enable the Add relation to tech category when linking an IT component
option.
3. Choose Resync IT Components.

Step 5: Clean Up Your Workspace

Follow these steps:

1. Review any unlinked IT components related to the “Decision Intelligence & Automation“ tech category.
Manually create a relation to one of the new tech categories.
2. Archive the “Platform“ tech category fact sheet.
3. Ensure there are no relations to IT components from the “Decision Intelligence & Automation“ tech
category fact sheet, then archive it.

 Tip

Review all tech categories in your workspace and archive irrelevant ones.

7.1.5 Reference Catalog: Best Practices

Best practices for efficiently using the reference catalog.

Creating Fact Sheets Using the Reference Catalog

To create fact sheets using the reference catalog, you can follow these best practices:

• Importing fact sheets from the catalog: When you start populating the inventory, select a group of catalog
items for reference.

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 • Business capabilities: Import business capability maps relevant for your industry. For instructions, see
Import Business Capabilities from the Reference Catalog [page 1254].
• Tech categories: Decide whether you want to adopt the TBM Taxonomy for tech categories. Once
decided, you can import TBM-based tech categories. For instructions, see Importing Tech Categories
from the Reference Catalog [page 1280].
• Creating fact sheets manually: When creating application and IT component fact sheets manually, you
receive recommendations for relevant catalog items. Selecting a recommendation establishes a link
between the catalog item and the fact sheet as it’s created.
• Using discovery solutions and integrations: When using integrations and discovery solutions such as
ServiceNow, SAP Landscape Discovery, and SaaS Discovery, created fact sheets are automatically linked
to the catalog.

Linking Existing Fact Sheets to the Reference Catalog

You can link existing business capabilities, applications, and IT components to the reference catalog in bulk or
individually.

To link multiple fact sheets to the catalog in bulk, follow these steps:

1. On the navigation bar, click More > Reference Catalog, then select a fact sheet type.
2. On the reference catalog page, on the Unlinked tab, review and link multiple fact sheets in bulk. As a best
practice, first, filter items with very high and high confidence levels and link them in bulk. After that, review
the remaining items and link them individually.

To link an individual fact sheet to the catalog, follow these steps:

1. Navigate to the fact sheet page.

2. On the right-side pane, under Reference Catalog, click Start Linking.
3. On the reference catalog page, review suggested items, select an appropriate item, then click Link.

 Note

Providers and tech categories don’t have a direct connection to the catalog and can’t be linked manually.
Within the context of the reference catalog, they’re treated as relations and are only created as related fact
sheets when IT components or applications are linked to the catalog.

Ignored and Unlinked Fact Sheets

You can ignore a fact sheet if you don't want to link it to any catalog item. The fact sheet is moved to the Ignored
tab. If needed, you can link ignored fact sheets to catalog items later.

Ignoring a fact sheet may be relevant if it’s not within the catalog’s scope. For example, the application or IT
component is a proprietary product, and you don't expect the catalog to have information about it. This is
especially relevant for self-built software. Currently, it is not possible to ignore business capabilities.

Unlinked fact sheets are fact sheets that are yet to be linked or ignored.

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Reporting Missing Data

If certain items relevant to your organization are missing from the catalog, you can request that they be added.
Our research team will assess the feasibility of including these items. The process to report missing data varies
depending on the data type.

Business Capabilities
Business capabilities in the reference catalog are based on the SAP reference architecture, providing best-
practice business capability maps for various industries. If certain items relevant for your organization are
missing, submit a product idea to share your use case.

Applications
Before creating a request, review which applications are in scope and out of scope in Applications in the
Reference Catalog [page 1261]. If certain applications relevant for your use case are missing from the catalog,
you can request their addition. To learn more about how our research team prioritizes requests, see Provider
Tiers and Response Times [page 1289].

• If a certain application type is not within the catalog’s scope, submit a product idea to share your use
case.
• If a specific application is missing, submit a ticket to SAP LeanIX Support. If you're an SAP customer,
submit a request from the SAP for Me portal.

IT Components
Before creating a request, review which IT components are in scope and out of scope in IT Components in
the Reference Catalog [page 1267]. If certain IT components relevant for your use case are missing from the
catalog, you can request their addition. To learn more about how our research team prioritizes requests, see
Provider Tiers and Response Times [page 1289].

• If a certain IT component type is not within the catalog’s scope, submit a product idea to share your use
case.
• If a specific IT component is missing, you can submit a request from the reference catalog page (for
multiple items) or the fact sheet linking page (for a single item) using the Report Missing Data option. For
detailed information, see Report Missing Data in Catalog Items [page 1276]. To avoid missing any updates
regarding the research status, make sure that your notifications are enabled. If our research team requests
additional information, provide it through the corresponding missing request form. Do not submit it in
comments, as our research team will not receive this information.

Reporting a Mistake in Fact Sheet Metadata

If you notice a mistake in fact sheet metadata, you can report it to our research team for investigation and
resolution. Here’s how you can report a mistake for different data types:

• Business capabilities, applications, and tech categories (including linked providers): Submit a ticket to
SAP LeanIX Support. If you're an SAP customer, submit a request from the SAP for Me portal.
• IT components: You can report a mistake in fact sheet metadata from the reference catalog page (for
multiple items) or the fact sheet linking page (for a single item) using the Report Missing Data option. For
detailed information, see Report Missing Data in Catalog Items [page 1276].

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7.1.6 Reference Catalog: Fact Sheet Naming Conventions

Explore naming conventions for fact sheets to enhance the accuracy and efficiency of recommendations from
the reference catalog.

Overview

The reference catalog in SAP LeanIX offers best-practice reference data for business capabilities, applications,
IT components, and tech categories. It provides recommendations for linking your organization's fact sheets to
catalog items, which are ranked by a confidence score. This score is calculated based on the match between
the fact sheet display name and the catalog item name. Linking fact sheets with high or very high confidence
levels simplifies the linking process, enabling you to set up your inventory more quickly.

Since the confidence level score relies on the fact sheet display name, it’s crucial to use accurate and
standardized display names that conform to our naming conventions. Adhering to these best-practice naming
conventions enhances the matching levels between your fact sheets and the catalog items, ensuring that your
inventory is both accurate and efficiently managed.

Confidence Score in the Reference Catalog

Applications

The name of a SaaS component is based on its current name at the time of collection, regardless of any
previous names. If SaaS components have a generalized name, the provider's name is added as a prefix to the
component.

Naming Conventions for Applications

Naming Convention Notes

Non-generalized SaaS component: Generalized names are common names used by providers
for their applications.
Name of the application

Generalized SaaS component:

Provider name + name of the application

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IT Components

The following sections cover common scenarios for IT components and their corresponding naming
conventions.

General Scenarios
The following table lists naming conventions for general scenarios not related to mergers and acquisitions.

Naming Conventions for IT Components: General Scenarios

Naming Convention Notes

General naming convention: The names of IT components are normalized based on this
general naming convention.
Provider name + IT component base name + version

Naming convention with edition (used exceptionally): IT components using this naming convention are created
exceptionally only when there is a difference in lifecycle data
Provider name + IT component base name + edition + across editions.
version

We make a few exceptions to the above logic to avoid any word repetitions. We update the names of such
records during the data collection process.

The provider name is a crucial attribute for identifying IT components. IT components can be associated with
multiple providers due to mergers, acquisitions, or changes in vendor relationships. We track and maintain
these provider-component associations. According to our naming convention, we normalize the IT component
name based on both previous and current providers.

Merger Scenarios
A merger occurs when two providers voluntarily combine on broadly equal terms to form a new legal entity.

Naming Conventions for IT Components: Merger Scenarios

Naming Convention Notes

Active IT component version: When considering two providers, A and B, the IT component
being created relates to B, while A is the surviving entity.
Provider name A + provider name B + IT component base
name + version If the IT component gets retired before the merger, it follows
the naming convention of inactive components.
Inactive IT component version:

Provider name B + IT component base name + version

Often, two years after an acquisition and before a merger, the surviving entities remove the previous provider's
name from the product. In such cases, the general naming convention is used: Provider name + IT component
base name + version.

Acquisition Scenarios
An acquisition occurs when one company buys most or all of another company's shares to gain control.

Subsidiary

A subsidiary company is a business owned by another company, either partially or entirely. If a company's sole
purpose is to own its subsidiaries, it's referred to as a parent company or a holding company.

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Naming Conventions for IT Components: Acquisition Scenarios (Subsidiary)
Naming Convention Notes

Active IT component version: When considering two providers, A and B, the IT component
being created relates to B. Provider A has acquired provider
Provider name A + provider name B + IT component base
B.
name + version
If the IT component gets retired before the merger, it follows
Inactive IT component version: the naming convention of inactive components.

Provider name B + IT component base name + version

Merged Components

When a provider acquires another provider, some components may be merged with the acquirer's products.

Naming Conventions for IT Components: Acquisition Scenarios (Merged Components)

Naming Convention Notes

Merged components: The parent-child relationship should be added at the pro-

vider level.
Acquirer previous provider name + IT component base
name + version If the IT component gets retired before the acquisition, it
follows the naming convention of inactive components (non-
Non-merged components: merged components).

Provider name + IT component base name + version

SaaS Hosting IT Components

When a SaaS application is linked to a catalog item, the associated SaaS hosting IT component fact sheet
is automatically created and linked to the reference catalog. In this context, SaaS hosting means that an
application is hosted as a SaaS product. Additionally, corresponding provider and tech category fact sheets are
also created if they don't already exist.

Naming Conventions for SaaS Hosting IT Components

Naming Convention Notes

Provider name + IT component base name + SaaS hosting Merger and acquisition naming conventions also apply to
SaaS hosting IT components.

7.1.7 Reference Catalog: Provider Tiers, Response Times, and

FAQs

Learn more about provider tiers and response time for additional or missing data and find answers to
frequently asked questions.

In this document, you can find additional information about the reference catalog. To learn about the reference
catalog, its benefits, and the data available in it, see Reference Catalog [page 1249].

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Provider Tiers and Response Times

We use provider tiers to prioritize updates of catalog items and requests for additional or missing data in the
catalog. The classification is based on top software providers by revenue and extended with usage analysis of
the catalog, specifically linking of catalog items to fact sheets in productive workspaces. With this approach, we
aim for the best response time, maintenance schedule, and coverage for the most relevant catalog items.

For all provider tiers, we operate on best efforts to meet the specified response times to either fulfil the
request, decline requests that are out of the scope of the catalog, or get back to the requester when additional
information is needed. The measure of the response time starts when a complete request for missing data is
received from a productive workspace.

We defined our response times considering seasonal and exceptional peaks.

 Note

SAP LeanIX reserves the right to change the response times for requests at any given time. Requested
items will be categorized (for example, as SaaS or non-SaaS) and considered as a relevant item to be
added to a catalog at our sole discretion.

Tiers for Applications in the Catalog

Provider Tier Providers Response Time (in Business Days)

Tier 1 Any 7

Tiers for IT Components in the Catalog

Provider Tier Providers Response Time (In Business Days)

Tier 1 Alphabet (Google), Microsoft, IBM, Ora- 7

cle, SAP, Salesforce, Adobe, ADP, Intuit,
Broadcom

Tier 2 Amazon.com, Red Hat, Atlassian, Cisco, 30

Apple, Citrix Systems, SUSE, Service-
Now, OpenText, MongoDB

Tier 3 All remaining providers that are not Response provided on best efforts (ap-
listed in Tier 1 or 2 proximately 45 days)

Frequently Asked Questions

Why Are There Tiers with Different Response Times, and Why Is There a Change in Scope?
Introducing the vendor tiers with different response times and a clear scope of catalog items allows us to
focus on high quality of data and data maintenance. We aim for proactive data maintenance and addition

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of IT components and applications for provider tier 1 (excluding hardware items), increasing our catalog's
significance, relevance, and impact, especially for technology risk management and SAP landscape discovery.

How Are the Tiers of Providers and Response Times Determined?

The classification is based on the vendor's significance in enterprise architecture as determined by SAP
LeanIX.

• Tier 1 IT component providers are identified by examining software providers with the largest market
capitalization. These providers are then ranked according to their revenue, and the top 10 are included in
tier 1.
• The selection of tier 2 IT component providers is guided by the usage analysis of the catalog, specifically
the linking of catalog items to fact sheets in live workspaces.

With this approach, we aim to ensure optimal response times, maintenance schedules, and coverage for the
top providers in the market

Will the List of Vendor Tiers Stay as Is?

We consider the list stable and do not expect significant changes. Annually, we conduct a review of top software
providers and assess the usage of our catalog. Vendors might be added, removed, or moved to a different tier.

What Happens to My Requested Items That Are Out of Scope?

Such requests will be declined with a comment stating that the item is out of the scope of the catalog.

We are working towards providing clear information on the response time and target dates based on the
provider tier in the application soon.

Why Are Some of the Catalog Items Named as major.x or major.minor.x?

As part of our ongoing efforts to review and maintain our catalog to ensure high data quality, we are
aggregating some catalog items into Major.x or Major.Minor.x versions. This aggregation aligns with the
lifecycle policies of the providers and aims to enhance the management of technology obsolescence risk.

What Do I Do When I See a Catalog Item with major.x Version?

Catalog items labeled with a Major.x or Major.Minor.x version, like PostgreSQL Global Development Group
PostgreSQL 16.x, also serve as a modeling guideline for the product version.

You can also choose to keep multiple versions (for example, 16.2, 16.3, and so on) as individual fact sheets and
link them to the same catalog item (16.x).

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7.2 SaaS Discovery

SaaS discovery identifies your organization's SaaS applications by integrating with SSO, SASE, and CASB
solutions. It then updates and enriches fact sheets using the reference catalog.

Overview

SaaS discovery identifies your organization's Software as a Service (SaaS) applications through integrations
with third-party systems like Single-Sign-on (SSO), Secure Access Simplified (SASE), and Cloud Access
Security Broker (CASB) solutions. Once a new SaaS application is discovered, you can:

• Automatically or manually link the discovered SaaS application to existing application fact sheets or create
new fact sheets and link them to the catalog item
• Enrich existing or newly created fact sheets by automatically linking the discovered SaaS to the reference
catalog

The SaaS discovery feature integrates with third-party systems via APIs. To set up these integrations, you
need to provide credentials with appropriate permissions for those systems. You can find detailed instructions
for setting up each available integration in Setting Up Integrations for SaaS Discovery [page 1292]. Once an
integration is set up, SAP LeanIX verifies the credentials and retrieves information about your organization’s
applications, usually twice a day.

 Note

Since the SaaS discovery feature operates through integration with third-party systems, applications that
are not from the application gallery but are developed or registered by the organization itself in their
application landscape are not discovered.

Benefits

• Find all SaaS applications that are used in your organization.

• Fully automate adding SaaS applications to SAP LeanIX, ensuring your inventory stays up to date and
complete.
• Enrich existing application fact sheets with information from the reference catalog, including description,
product category, SSO, and hosting.
• Detect multiple instances of the same SaaS in different SSOs and rationalize or manage portfolios better.
• Eliminate shadow IT and business-managed IT.
• Mitigate security and compliance risks.

 Note

The SaaS discovery feature in SAP LeanIX does not provide insight into cost, adoptions, contracts, and
other SaaS specifics.

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Role of the Reference Catalog

When a discovered SaaS item is linked to an application fact sheet, it also establishes a link between the fact
sheet and the corresponding item in the SAP LeanIX reference catalog. This occurs when:

• An appropriate reference catalog item exists for that fact sheet

• The fact sheet isn't already linked to the reference catalog item

Through this connection, information from the reference catalog is automatically synced and updated on
relevant application fact sheets. To learn more, see Applications in the Reference Catalog [page 1261].

Setting Up Integrations for SaaS Discovery

Currently, integration is possible with the following SSO, CASB, and SASE systems:

• Microsoft Defender for Cloud Apps (MDCA) [page 1303]

• Microsoft Entra ID [page 1312] (formerly Azure Active Directory)
• Netskope [page 1319]
• Okta [page 1323]
• Zscaler [page 1327]

To access the setup for these integrations, follow these steps:

1. In the Administration area, select Integrations.

2. Click Add integrations. All available integrations are shown on the resulting page.
3. Click Configure on the needed integration.

For setup details, refer to the respective integration guides.

 Note

We welcome your suggestions for additional integrations you'd like to see in the SAP LeanIX Product
Roadmap .

 Tip

• Both integration categories, SSO and CASB, offer unique benefits. CASB systems can uncover shadow
or business-managed IT, while SSO integrations provide more detailed information about discovered
SaaS. Therefore, we recommend connecting at least one integration per category.
• Discovered SaaS applications are automatically linked to their corresponding fact sheets. If you prefer
to manually review and link them, deactivate automatic linking in the discovery inbox settings before
setting up the integrations. For more details, see Automatic Linking of Discovered Applications to Fact
Sheets [page 1298].

Status of the Integration

After adding an integration, you can view it in the Integrations section of the workspace administration area.
The tile displays the integration's status, indicating whether it’s active or if there’s an error. If there are multiple

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instances of the same integration, you’ll see the number of instances and the status of the most critical one
shown on the tile. For example, if even one instance has an error, the tile shows an error status.

Added Integration with Their Status

Viewing Synchronization Logs for Integration Runs

SaaS Discovery provides two types of synchronization logs:

• Credentials check: Every 12 hours, the system checks the validity of the integration credentials and
confirms the necessary permissions to request the needed data.
• Application discovery: Every 12 hours, the system pulls data from the integrated systems.

You can view details on integration runs in the Sync Logging section of the administration area. By using
synchronization logs, you can promptly identify any issues with the integration and view details on each failed
integration run. For more information on synchronization logs, see Synchronization Logging [page 1678].

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 Synchronization Logs for SaaS Discovery Integrations

Fixing Integration Issues with SAP LeanIX AI Capabilities

SaaS discovery leverages AI to classify integration errors and suggest solutions for user input errors. Whenever
an error from an integration occurs, it is classified into one of the following types:

• User input error

• System error
• Internal error

This classification helps you determine if resolving the error is feasible. While system errors are beyond your
control, for internal errors, SAP LeanIX has proactive monitoring set up to enable prompt action when required.

AI capability is also used to suggest solutions for user input errors. For instance, when an error message is
technical and rather cryptic, AI translates it into a clear solution description. This simplification makes the
issue resolution process easier, even for non-technical users.

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 Example Error Message with an AI-Generated Solution Suggestion

Linking Discovered Items to the Fact Sheets

Once an integration is successfully set up, the discovered SaaS applications are listed in the SaaS Discovery
Inbox. In the inbox, you can review the discovered items and link them to existing fact sheets or create and link
new fact sheets. To learn more, see SaaS Discovery Inbox [page 1297].

Detecting Multiple Instances of SaaS

SaaS Discovery detects multiple instances of the same SaaS across different SSO systems. Currently, it is
supported for Entra ID and Okta integrations.

Multiple instances of SaaS are often used to support regional requirements, to separate data of different
legal entities of the same company, or to facilitate the use of test systems alongside production systems.
Also, in situations like mergers and acquisitions, managing multiple instances becomes crucial. Therefore,
identifying these instances is important for Enterprise Architects, as knowing about their existence can
influence application rationalization efforts.

SAP LeanIX SaaS discovery identifies SaaS instances by examining Application IDs, External IDs, and External
names used in the SSOs. When multiple SaaS instances share the same application IDs, the unique external
IDs and external names are used to distinguish the service instances. External IDs are unique IDs assigned by
the SSO for each service instance, while external names are manually assigned names in the SSO.

To help identify different instances, the external name is displayed below the name of the discovered SaaS item
in the SaaS discovery inbox.

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 Multiple Instances of the Same SaaS Listed in the SaaS Discovery Inbox

You can view the external ID by opening the side panel when clicking on a SaaS item. In the example below,
the first discovery item appears to be a dedicated development instance, while the latter is the production
instance. These instances can now be linked to two different fact sheets if necessary. Alternatively, if instances
don't play a big role in your workspace, you can link them to the same fact sheet.

Discovered SaaS Item’s Detail Showing External ID

Discovered SaaS Item’s Detail Showing External ID

 Note

The auto-link feature operates on a first-come, first-served basis. This means when multiple SaaS
instances have the same application IDs, the first item that exactly matches with the name of the fact
sheet is linked. The matching is based on the external name.

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7.2.1 SaaS Discovery Inbox

Discovered SaaS applications are listed in the SaaS discovery inbox. Learn how to link the discovered items to
fact sheets or review and reject them as needed.

Introduction

Once the integration is set up successfully, SaaS applications are automatically discovered and listed in the
SaaS discovery inbox. In the inbox, you can review the SaaS applications, link them to existing fact sheets, or
create and link to new fact sheets.

Accessing SaaS Discovery Inbox

You can access the SaaS discovery inbox from the inventory by going to Inventory Tools and selecting Discovery
Inbox > SaaS Discovery from the dropdown. By default, only admins can access it, but admins can configure
permissions to grant access to other roles. For more details, see Role-Based Permissions [page 1126].

Accessing SaaS Discovery Inbox from the Inventory

List of Discovered SaaS Applications

The SaaS discovery inbox gives a tabular list of all discovered items. Selecting an item from the list opens a side
panel displaying additional details about the selected SaaS. Filtering and search functions enable you to easily
refine your view of the listed items.

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 List of Discovered SaaS Applications in the Discovery Inbox

At the top of the list, overview tiles display the number of items in the inbox in different statuses - Action
needed, Linked, Rejected, and Total. These four tiles also act as quick filters. For example, clicking the Action
needed tile will remove all current filters and apply the filter to only list items requiring action. Clicking the Total
tile will remove all filters, and the list shows all discovered items.

Automatic Linking of Discovered Applications to Fact Sheets

There are two ways to link discovered applications to fact sheets. Automatic linking takes place in the following
cases:

• The application’s name on the fact sheet identically matches the discovered SaaS item (discovered SaaS
application).
• The fact sheet is already linked to a reference catalog item corresponding to the discovered SaaS item. To
learn more, see Applications in the Reference Catalog [page 1261].

From the Settings at the top right corner of the list, you can toggle off the Auto-linking option to disable
automatic linking. If you turn auto-linking on again later, only the SaaS items that are discovered after
re-enabling are automatically linked.

 Note

Auto-linking option is enabled by default. If you prefer to review the discovered items before linking, disable
the auto-linking option before setting up an integration.

We recommend using the auto-linking ability, as it links items to fact sheets only after cross-verifying the
name and reference catalog item, saving significant time and effort.

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Manual Linking of Discovered Applications to Fact Sheets

Discovered applications that are not automatically linked can be linked manually. To manually link a discovered
item, do the following:

1. From the list, click on the discovered item that needs to be linked. This opens the side panel with additional
information about the system, along with fact sheet suggestions.
2. In the side panel, review the details about the SaaS application to decide whether and to which fact sheet
the item should be linked. The Details tab provides additional information you might need.

Manually Linking the Discovered SaaS Item to the Fact Sheet

3. The system suggests a matching fact sheet to link; check if it is the appropriate one. If the system has not
found a suitable matching fact sheet, a new fact sheet is created upon completing the linking process.
4. If you want to link the item to a different fact sheet than the suggested one:
1. Hover over the suggested fact sheet.
2. Click Edit.
3. Search and select the desired fact sheet. You can link it to either an application or an IT component
fact sheet.
5. Click Link to finish establishing the link.

 Note

The Details tab in the overlay gives you further details, including security-related information such as the
application risk index, revised total security score, etc. The information shown is integration-specific and
could also include usage adoption information, like total active users, generated traffic, etc., based on the
integration. For more details on the data provided by each integration, refer to the respective integration
guides.

All the details visible here can be used as a parameter for search and filtering in the discovery inbox. To
learn about search and filter options, see Filtering and Searching Discovered SaaS Items [page 1302].

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Rejecting Discovered Items

You can ignore a discovered item if you don't want to link it to a fact sheet. Here are some reasons for rejecting
a discovered SaaS item:

• It is not relevant to your organization's SaaS inventory from an enterprise architecture perspective.
• It is a duplicate instance of the same SaaS discovered by different integration sources.
• It pertains to outdated or discontinued services that are no longer in use.
• It is a test instance.
• You want to overwrite the information in the linked fact sheet. Rejecting a linked item effectively unlinks it
and stops updates from the reference catalog.

To reject discovered a discovered item, follow these steps:

1. From the list, click on the discovered SaaS item that needs to be rejected. This opens the side panel.
2. In the side panel, click Reject.

Rejected items are then listed in the Rejected tab, allowing you to review and relink them if needed.

Linking / Rejecting Multiple Items at Once

To link or reject multiple items at once, follow these steps:

1. From the list, select the discovered items by checking the box next to the items. Checking the checkbox in
the title row selects all currently displayed items. To select the entire list, scroll to the bottom of the page to
load all items before selecting the title row checkbox. You can also use filters (e.g., by integration source) to
narrow down the list and only select those.
2. At the top right corner of the list, click Link or Reject as needed.

Modifying the Established Link

You can modify the link between the discovered item and the linked fact sheet if it was linked inadvertently or if
a better alternative exists.

To modify the link, do the following:

1. Click on the linked item. This opens the side panel.

2. Hover over the linked application fact sheet and click Edit.
3. Search and select the desired fact sheet.
4. Click Link to finish reestablishing the link.

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Prioritization of Discovered SaaS Items

Discovered items are assigned a priority score and categorized into 3 priority levels: low, medium, and high.
This helps you quickly identify and focus on the most critical and relevant discovered items in your inbox,
especially when dealing with large data volumes.

Priority levels are determined by score ranges: 1-60 (low), 61-90 (medium), and 91-100 (high), with the priority
score calculated based on the following criteria:

• The number of applications in the same category

• The usage indication of an application:
• Unique active users for Zscaler and MDCA integrations
• Number of sign-ins for Entra ID integration
• The average business criticality rating for that application across global customer workspaces
• The average functional fit rating for that application across global customer workspaces

 Note

Anonymized ratings are derived from only those customer workspaces who have agreed to the derived
data amendment.

Click on a discovered item to open the side panel and select the Priority tab to see the detailed breakdown of
the score. If an application lacks data for one criterion, it is marked with the Missing Data label. However, the
priority score will still be calculated based on other available criteria that provide the needed information.

Missing data could be for the following reasons:

• Usage indication: The integration does not provide usage data (Okta, Netskope), or you have disabled
usage indication in the configuration.
• Average business criticality/functional fit: Fewer than 5 customers have rated the application, making the
sample size too small for assessment.

 Note

We do not recommend comparing priority scores across integrations, as the criteria vary significantly — for
example, due to differing or missing usage metrics.

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 Priority Tab on the Side Panel Detailing the Priority Score

Filtering and Searching Discovered SaaS Items

The filter function in the inbox allows you to narrow down the list of items and helps you focus on relevant items
based on specific criteria, such as integration source, priority, or other key attributes. For instance, some of the
parameters include:

• Status: Filter the list based on discovered application status - linked, not linked, or rejected.
• Integration: If you have multiple integrations configured, you can narrow down the discovered items based
on one or multiple integrations.
• Priority: Filter based on the priority level of the application.
• Action by: Filter the list of applications based on particular users or the system who linked the discovered
items to fact sheets.
• Many other parameters are available based on the integration you're using to discover SaaS. These may
include:
• Usage adoption metrics: Such as total active users, generated traffic, and more.
• Security-related metrics: Such as application risk index, revised total security scores, and more.

Many of these parameters also allow you to set ranges for more precise filtering.

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 Filtering Discovered SaaS Applications

You can search for specific items from a large set of discovered SaaS applications using the search field. For
example, you can search by name, external ID, Application ID, and more.

7.2.2 Microsoft Defender for Cloud Apps (MDCA) Integration

for SaaS Discovery
Set up an integration with Microsoft Defender for Cloud Apps to streamline the discovery of your SaaS
applications.

Introduction

 Note

We're currently experiencing a known issue with the API endpoint /api/v1/discovery/
discovered_apps used for the integration, which is preventing the retrieval of all applications.

Responses from the endpoint are paginated, and we face difficulties fetching all applications due to a
persistent internal server error (HTTP status code 500) that occurs after the 21000 index. This error
indicates an unknown or unhandled internal server issue on the MDCA side.

Despite our best efforts, this issue persists and impacts only a small fraction of our enterprise customers.
Over time, we expect to retrieve all applications, as the sorting in the responses appears random and we
make multiple requests for the same data. However, we cannot guarantee there will be no gaps in the
discovered data via the MDCA integration. We appreciate your patience and understanding as we work
towards a resolution.

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Microsoft Defender for Cloud Apps (MDCA) is Microsoft's cross-platform solution that offers visibility, control,
and protection for cloud applications.

• It provides insights into cloud app usage and risks.

• It enforces policies to prevent data leakage.
• It identifies and combats cyber threats to secure cloud applications.

Because of these capabilities, it can be used to identify and catalog all SaaS applications in use, providing
visibility into shadow IT and unauthorized app usage.

 Note

If you intend to manually review and link each discovered application to fact sheets, deactivate automatic
linking in the SaaS discovery inbox settings before configuring the integration. For details, see Automatic
Linking of Discovered Applications to Fact Sheets [page 1298].

Implementation Details

Users provide SAP LeanIX with credentials that have the correct permissions to connect with the integration.
Once connected, SAP LeanIX periodically pulls data from the Microsoft Defender API for the discovered
applications, specifically calling the /api/v1/discovery/discovered_apps/ endpoint.

 Note

The Defender API is only partially documented by Microsoft, and the endpoint used by the SaaS discovery
feature is undocumented.

SAP LeanIX has permission to only read applications within Microsoft Defender. Applications are added to
Cloud Apps in MS Defender when someone accesses a cloud application through their browser, which could
lead to a significant number of discovered applications. To learn more, see Microsoft's documentation Set
up Cloud Discovery and Discover and Manage Shadow IT . If you want to cross-check the discovered
services, you can do so by navigating to security.microsoft.com and checking the Cloud discovery reports
under Cloud apps.

For usage adoption metrics, the count of total active unique users in MDCA is determined by the configured
stream in your system and what you have defined as a time window in MDCA.

Integration Categories Authentication Mechanism API Endpoints Used

Cloud Access Security Brokers (CASB) REST API - OAuth For API authentica-
tion: /<tenantID>/oauth2/
v2.0/token

For SaaS discovery: /api/v1/

discovery/discovered_apps

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Discovery Capabilities

Available capabilities Description MDCA resource

SaaS Discovery (Standard) SaaS discovery automatically identifies Discovered Apps

your organization's SaaS applications.

Usage Indication (Optional) Provides insights into how users in your Active Users (Over the past month)
organization access applications. This
helps you make informed decisions
about adding discovered applications to
the inventory.

You get the following information about the discovered SaaS:

Field Description

External Category

Description Description of the SaaS.

Organization Indicates the parent company.

HQ Location The country/region of the provider's headquarters.

Supports SAML Indicates whether the application supports SAML as a sign-

on mode.

Active Users* Number of users using an application in the last 30 days.

Sanctioned State Indicates whether an application is approved and safe (Sanc-

tioned) or prohibited and unwanted apps (Unsanctioned)

IP Addresses Count Indicates how many IP addresses have accessed this appli-
cation.

Upload Bytes Information about the total amount of traffic (in MB) up-
loaded by the device over the selected period of time.

Download Bytes Information about the total amount of traffic (in MB) down-
loaded by the device over the selected period of time.

Total Bytes Information about the total amount of traffic (in MB) over
the selected period of time.

Total Events

Blocked Events

Revised Total Security Score The revised total security score is a measure of the security
posture of your applications and systems. It is calculated
based on various factors, such as the number of applications
scanned, the number of threats detected, and the number
of threats removed. A higher revised total security score indi-
cates that your applications and systems are more secure.

First Used Indicates when the app was first used.

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Field Description

Last Modified Indicates the date and time when the application's metadata
was last updated. This includes information such as the ap-
plication name, publisher, version, file path, and more. If you
notice that an application's last modified date has changed,
you should investigate the application to determine if it has
been modified by malware or if it is simply being updated by
the application's publisher.

Last seen at Last time the discovered SaaS was seen in the source sys-
tem

Item status in source Status of the discovered SaaS in the source system. It can
be the following:

• Active: The application has been seen in Microsoft De-

fender for Cloud Apps in the last week.
• Inactive: The application has not been seen in the last
week.

TID

Stream ID

*Shown only if you enable Usage Indication capability in the configuration settings. To learn how, see Enter the
Copied Credentials in SAP LeanIX [page 1311].

Setting up Microsoft Entra ID Integration

Register SAP LeanIX in Microsoft Entra ID

1. Based on the region, sign in to either the Global Azure portal or the China Azure portal . Use the Azure
administrator account that is also a member of the Global Administrator directory role in your Microsoft
Entra ID tenant.
2. On the left navigation pane, click Microsoft Entra ID.

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 Azure Portal

1. On the Microsoft Entra ID page, click App Registrations.

2. On the app registrations page, in the toolbar on the top, click New registration.
3. In the resulting page, do the following:
1. Enter a name for the integration.
2. Under Supported account types, select Accounts in this organizational directory only (Default Directory
only - Single tenant).
3. Click Register at the bottom of the screen.

Grant Permissions to SAP LeanIX

After registering SAP LeanIX, the next step is to grant the necessary permissions to call APIs. Note that only
the administrator in MDCA has full access and visibility to the settings and can provide the API URL.

1. On the left pane, click API permissions.

2. Click Add a permission.

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 Granting API Permission
3. In the overlay for requesting API permissions, open the APIs my organization uses tab, then search and
select Microsoft Cloud App Security API.
4. Select Application permissions at the top and select discovery.read permission from the list below.

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 Request API Permission

1. Click Add permissions at the bottom to assign permission to SAP LeanIX.

2. On the API permissions page, click Grant admin consent for Default Directory to enable configured
permissions.
3. Click Yes and grant consent for the requested permissions.
4. The permission status indicator in the API permissions page will change to approved.

Gather Configuration Settings

1. Return to the application overview section (App registrations > Created app) and gather the following
identifiers: Application (client) ID and Directory (tenant) ID.

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2. From the left pane, open the Certificates & secrets section. Here, generate a client secret (also called the
application password) by following these steps:
1. Click New client secret to create a new password.
2. Optionally, enter a description for the client secret.
3. Select the expiration length of the secret. Once the expiration date of the created client secret is
reached, you need to create a new one and reconfigure the integration in SAP LeanIX.
4. Click Add.

Adding a Client Secret

3. Copy the client secret value to your clipboard.

Copying the Client Secret Value

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4. Go to the MDCA product, navigate to Settings > Cloud Apps > System > About, and copy the API URL value.

Copying the API URL Value

Enter the Copied Credentials in SAP LeanIX

1. Add the MDCA integration in SAP LeanIX. For more, see Setting Up Out-of-the-Box Integrations [page
1245].
2. In the configuration, choose a name for the integration and the type of capabilities or data you want to get
from MDCA.
3. Enter the credentials copied from the Azure admin portal into the corresponding fields.

Entering the Required Credentials in SAP LeanIX

4. Click Finish and wait for the connection to be established.

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7.2.3 Microsoft Entra ID Integration for SaaS Discovery

Set up an integration with Microsoft Entra ID to streamline the discovery of your SaaS applications.

Introduction

Microsoft Entra ID is a cloud-based identity and access management service from Microsoft. It enables
employees to sign in and access:

• External resources, such as Microsoft 365, the Azure portal, and thousands of other SaaS applications.
• Internal resources, such as apps on your corporate network and intranet, as well as custom cloud
applications developed by your organization.

Hence it is used to identify and catalog all SaaS applications in use to easily build your application inventory.

With Microsoft Entra ID integration, SAP LeanIX identifies services by reading servicePrincipal , which is
visible under the Enterprise Registration blade in Azure Active Directory (AAD). For SaaS identification, SAP
LeanIX relies on the Gallery Template used, specifically the IDs of the underlying applications (Application
IDs). Additionally, SAP LeanIX collects the unique identifiers (External IDs) and names (External names) of the
applications, although detection is not based on these collected attributes. External IDs and external names
are used to detect multiple instances of SaaS. For more information, see Detecting Multiple Instances of SaaS
[page 1295].

 Note

• SAP LeanIX does not collect any login or user data, ensuring compliance with data privacy regulations.
• If you intend to manually review and link each discovered application to fact sheets, deactivate
automatic linking in the SaaS discovery inbox settings before configuring the integration. For details,
see Automatic Linking of Discovered Applications to Fact Sheets [page 1298].

Implementation Details

The integration uses servicePrincipals instead of the application endpoint, allowing us to discover applications
across different tenants rather than being limited to those within the current tenant. For a detailed guide on
discovering and managing service principals and applications, see Microsoft's documentation Application and
Service Principal Objects .

SAP LeanIX integration supports two regions - Global and China, with API calls directed to different URLs
depending on the region. For details on handling national cloud deployments, including URIs specific to
national clouds, see Authentication for National Clouds .

Authorization and permissions are managed using OAuth 2.0 client credentials grant flow, as outlined in OAuth
2.0 Client Credentials Grant Flow . The required scope for API access is specified by .default within the
https://graph.microsoft.com/resource. For information on managing permissions and consent for the
applications, see Permissions and Consent Overview .

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If you want to cross-check the discovered services, you can do so by navigating to Enterprise applications | All
applications > All applications. Ensure you do not apply any filters.

Cross-Checking the Discovered Services

Integration Categories Authentication Mechanism Supported Regions API Endpoints Used

Single Sign-On Systems REST API - OAuth Global China For API authenti-
(SSO)
cation: /<tenantID>/
oauth2/v2.0/token

For SaaS discovery: /

servicePrincipals

Discovery Capabilities

Microsoft Entra ID integration offers the following capabilities:

Available Capabilities Description EntraID Resource

SaaS Discovery (Standard) SaaS discovery automatically identifies Discovered apps

your organization's SaaS applications.

Usage Indication (Optional) Provides insights into how users in your Sign-ins (past 30 days)
organization access applications. This
helps you make informed decisions
about adding discovered applications to
the inventory.

 Note

To get usage information, you need the permission Reports.Read.All. For guidance, see Grant
Permissions to SAP LeanIX [page 1315]. To learn more about Microsoft Entra ID API reference, see
Application sign-in .

You get the following information about the discovered SaaS:

Field Description

Description Description of the SaaS.

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Field Description

Account Enabled If this option is set to "Yes", assigned users can sign in to the
application. If set to "No", no users can sign in, even if they
are assigned.

Preferred SSO Mode Single sign-on (SSO) adds security and convenience when
users sign on to applications in Microsoft Entra ID by allow-
ing them to access all assigned applications with a single
set of credentials. The preferred SSO mode can be SAML,
password-based, OIDC, Not Supported, or null.

Successful Sign-ins* Indicates how many successful sign-ins occurred in the past
30 days

Failed Sign-ins* Indicates how many failed sign-ins occurred in the past 30
days.

Success Rate* Indicates the success rate of successful sign-ins of all sign-
ins in the past 30 days.

Created from Entra Gallery Indicates whether an application was configured in Entra ID
using a template from the gallery or not. If an application
was not created using a template, it is considered to be a
custom application and won’t match with the SAP LeanIX
reference catalog.

Creation Timestamp Indicates when the application was created in Entra ID.

Last seen at Last time the discovered SaaS was seen in the source sys-
tem

Item status in source Status of the discovered SaaS in the source system. It can
be the following:

• Active: The application has recently been detected in

Entra ID and is still accessible via SSO (Single Sign-On).
• Inactive: The application is detected but currently has
an inactive configuration in Entra ID.
• Deleted: The application is no longer detected in the
source system as it no longer exists in Entra ID.

*Shown only if you enable Usage Indication capability in the configuration settings. For more guidance, see
Enter the Copied Credentials in SAP LeanIX [page 1318].

 Note

The sign-in usage indication data is retrieved from EntraID's application activity report. To learn more about
it, see Usage and Insights Report in Microsoft Entra ID .

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Setting up Microsoft Entra ID Integration

Register SAP LeanIX in Microsoft Entra ID

1. Based on the region, sign in to either the Global Azure portal or the China Azure portal . Use the Azure
administrator account that is also a member of the Global Administrator directory role in your Microsoft
Entra ID tenant.
2. On the left navigation pane, click Microsoft Entra ID.

Azure Portal
3. On the Microsoft Entra ID page, click App Registrations.
4. On the app registrations page, in the toolbar on the top, click New registration.
5. In the resulting page, do the following:
1. Enter a name for the integration.
2. Under Supported account types, select Accounts in this organizational directory only (Default Directory
only - Single tenant).
3. Click Register at the bottom of the screen.

Grant Permissions to SAP LeanIX

After registering SAP LeanIX, the next step is to grant the necessary permissions to call APIs.

1. On the left pane, click API permissions.

2. Click Add a permission.

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 Granting API Permission
3. In the overlay for requesting API permissions, search and select the Microsoft Graph API.
4. Select Application permissions at the top, then search and select Application.Read.All permission from the
list below.
5. If you need usage indication capability, make sure to search for and select the Reports.Read.All permission
as well.

6. Click Add permissions at the bottom to assign permission to SAP LeanIX.

7. On the API permissions page, click Grant admin consent for Default Directory to enable configured
permissions.
8. Click Yes and grant consent for the requested permissions.
9. The permission status indicator in the API permissions page will change to approved.

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Gather Configuration Settings

1. Return to the application overview section (App registrations > Created app) and gather the following
identifiers: Application (client) ID and Directory (tenant) ID.

Gathering Application and Directory Tenant IDs

2. From the left pane, open the Certificates & secrets section. Here, generate a client secret (also called the
application password) by following these steps:
1. Click New client secret to create a new password.
2. Optionally, enter a description for the client secret.
3. Select the expiration length of the secret. Once the expiration date of the created client secret is
reached, you need to create a new one and reconfigure the integration in SAP LeanIX.
4. Click Add.

Adding a Client Secret

3. Copy the client secret value to your clipboard.

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 Copying the Client Secret Value

 Note

Make sure to note down the client secret value as soon as it is revealed. Once you navigate away from the
Certificates & secrets panel, the value will be masked.

Enter the Copied Credentials in SAP LeanIX

1. Add the Entra ID integration in SAP LeanIX. For more, see Setting Up Out-of-the-Box Integrations [page
1245].
2. In the configuration, choose a name for the integration and select the type of capabilities or data you want
to get from Microsoft Entra ID. SaaS Discovery is enabled by default, and you can optionally enable Usage
Indication.
3. Enter the credentials copied from the Azure admin portal into the corresponding fields.

Entering the Required Credentials in SAP LeanIX

4. Click Finish and wait for the connection to be established.

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7.2.4 Netskope Integration for SaaS Discovery

Set up an integration with Netskope to streamline the discovery of your SaaS applications.

Introduction

Netskope delivers real-time visibility into data and provides robust threat protection when accessing cloud
services, websites, and private applications. Once the Netskope integration is configured, SAP LeanIX uses
Netskope to discover the SaaS applications used within your organization.

 Note

If you intend to manually review and link each discovered application to fact sheets, deactivate automatic
linking in the SaaS discovery inbox settings before configuring the integration. For details, see Automatic
Linking of Discovered Applications to Fact Sheets [page 1298].

Implementation Details

SAP LeanIX queries Netskope through/api/v2/events/data/application endpoint to discover SaaS

applications. This API allows organizations to monitor and analyze user activity within cloud applications based
on traffic and logs. The API filters out events that lack an associated application value, ensuring the data's
relevance and integrity. Application events are specifically triggered by user actions within SaaS applications,
providing insights into user interactions.

The integration initially pulls application event data from Netskope for the past 15 days and thereafter on a
daily basis. You can cross-check discovered services in the Netskope Admin Console by reviewing the App
Usage Summary under Reports. However, it is difficult to cross-check the exact report as the time range in
Netskope varies.

To efficiently use the API and avoid disruptions, SAP LeanIX adheres to the rate limits detailed in the API
documentation. For more information, see Netskope API V2 Data Export Rate Limits . For more detailed rate
limit information, including global limits, you can access the settings section of the Netskope API portal.

Integration Categories Authentication Mechanism API Endpoints Used Netskope resource

Cloud Access Security Brok- REST API - OAuth Events

For API authentication: N/A
ers (CASB)
For SaaS discov-
ery: /api/v2/events/
data/application

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Discovery Capabilities

Netskope integration offers the following capabilities:

Available Capabilities Description Netskope Resource

SaaS Discovery (Standard) SaaS discovery automatically identifies Discovered apps

your organization's SaaS applications.

 Note

Currently, the Netskope integration does not provide usage indication.

You get the following information about the discovered SaaS:

Field Description

External Category

Managed App Indicates whether a company has a corporate instance and

manages it.

App Tags Tags assigned to the application.

Last seen at Last time the discovered SaaS was seen in the source sys-
tem

Item status in source Status of the discovered SaaS in the source system. It can
be the following:

• Active: The application has been seen in Netskope in

the last week.
• Inactive: The application has not been seen in the last
week.

Setting up Netskope Integration

Create New API Token in Netskope

1. Log in to Netskope with an Admin account.

2. Navigate to Settings > Tools > REST API v2, then click New token.

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 Creating a New API Token
3. In the token creation modal:
1. Enter a name for the token.
2. Choose an expiration time based on your requirements (longer for convenience, shorter for security).
Note that expired tokens must be updated manually.
3. Add /api/v2/events/data/application scope/endpoint.
4. Click Save.

Adding the API Endpoint

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4. Click Copy token and save the API token for future use. Note that once the modal is closed, the token
cannot be accessed again and will need to be regenerated if required.

Enter the Necessary Credentials in SAP LeanIX

1. Add the Netskope integration in SAP LeanIX. For more, see Setting Up Out-of-the-Box Integrations [page
1245].
2. In the configuration, choose a name for the integration and the type of capabilities or data you want to get
from Netskope.
3. Enter the credentials copied from the Netskope admin portal into the corresponding fields.

4. Click Finish and wait for the connection to be established.

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7.2.5 Okta Integration for SaaS Discovery

Configure the SAP LeanIX-Okta integration to automatically discover and manage SaaS applications.

Introduction

Okta enables organizations to securely manage user authentication and access to applications and for
developers to build identity controls into applications, website web services, and devices.

Okta is a valuable source for discovery as it allows for the discovery of services and users, but also to discover
employee and department data.

 Note

If you intend to manually review and link each discovered application to fact sheets, deactivate automatic
linking in the SaaS discovery inbox settings before configuring the integration. For details, see Automatic
Linking of Discovered Applications to Fact Sheets [page 1298].

Implementation Details

SAP LeanIX uses the Okta SDK for Go version 2 to interact with Okta's Core API. This SDK allows SAP LeanIX
to manage various Okta resources, such as users, groups, and applications. To learn more about Okta SDK, see
Okta SDK Golang .

API reference: The SDK leverages endpoints provided by Okta's Core API. You can find detailed information
about these endpoints, including request and response formats, in their documentation Okta Core API .

Rate limits: To ensure smooth operation and avoid disruptions, be mindful of the rate limits imposed by
Okta's API. The specific rate limits for different operations are detailed in their documentation Okta API Rate
Limits .

Listing Applications: A common use case is listing all applications within an Okta organization. You can find the
relevant endpoint for this operation in their documentation Applications API .

To cross-check the discovered services, go to the Okta administrator console and select Applications under the
Applications section on the left-side pane.

Integration Categories Authentication Mechanism API Endpoints Used Okta Resource

Single Sign-On Systems API - OAuth Apps

For API authentication: /
(SSO)
oauth2/v1/token

For SaaS discov-

ery: /api/v1/apps

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Discovery Capabilities

Okta integration offers the following capabilities:

Available Capabilities Description Okta Resource

SaaS Discovery (Standard) SaaS discovery automatically identifies Discovered apps

your organization's SaaS applications.

 Note

Currently, the Okta integration does not provide usage indication.

You get the following information about the discovered SaaS:

Field Description

Status States whether an application in Okta is set to active or

inactive.

Sign-on Mode Indicates the authentication protocol used by users to sign

in.

Creation Timestamp Indicates when the application was created in Okta.

Last Modified Indicates the last time the application's information was up-
dated in the Okta system. This attribute provides informa-
tion about the timeliness of the application's configuration
data.

Last seen at Last time the discovered SaaS was seen in the source sys-
tem

Item status in source Status of the discovered SaaS in the source system. It can
be the following:

• Active: The application has been seen in Okta in the last

week.
• Inactive: The application has not been seen in the last
week.
• Deleted: The application is no longer detected in the
source system as it no longer exists in the SSO

Setting up Okta Integration

Enable API Service Integration in Okta

To integrate Okta, you need to enable SAP LeanIX API service integration in the Okta admin panel.

To do so, follow these steps:

1. Open Okta admin panel and go to Applications > API Service Integrations and click Add Integration

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 Enabling API Sevice Integration
2. Select LeanIX - SaaS Discovery application and click Next. Note that it requires okta.app.read scope.
3. Okta automatically selects and presents the required permission. You can review them and click on Install
& Authorize.

Authorizing LeanIX - SaaS Discovery

4. Copy the Client Secret and click Done.

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 Copy Client Secret
5. Copy Okta Domain and Client ID.

Copy Okta Domain and Client ID

Enter the Copied Credentials in SAP LeanIX

1. Add the Okta integration in SAP LeanIX. For more, see Setting-up Out-of-the-Box Integrations.
2. In the configuration, choose a name for the integration and the type of capabilities or data you want to get
from Okta.

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3. Enter the credentials from the Okta admin portal that you have generated into the corresponding fields

Entering the Necessary Credentials in SAP LeanIX

4. Click Finish and wait for the connection to be established.

7.2.6 Zscaler Integration for SaaS Discovery

Configure the SAP LeanIX-Zscaler integration to automatically discover and manage SaaS applications using
Zscaler's ZIA API.

Introduction

Zscaler is a cloud-based security platform that protects corporate networks and internet access through
services like web security, firewall protection, data loss prevention, and secure web gateway functionality.

Once the Zscaler integration is configured, SAP LeanIX uses Zscaler to discover the SaaS applications used
within your organization. SAP LeanIX uses Zscaler's ZIA API to discover SaaS applications. To set up this
integration, you must provide Zscaler credentials with the appropriate permissions.

 Note

If you intend to manually review and link each discovered application to fact sheets, deactivate automatic
linking in the SaaS discovery inbox settings before configuring the integration. For details, see Automatic
Linking of Discovered Applications to Fact Sheets [page 1298].

Implementation Details

SAP LeanIX uses Zscaler's ZIA API to discover SaaS application activity. The integration relies on the Shadow
IT report, which provides detailed information on the applications being used across your corporate network
and the extent of their usage. For usage adoption metrics, the total active unique users in Zscaler are calculated
based on the user count of the past 7 days.

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After setting up the integration, to cross-check the discovered services in the Zscaler Admin portal, hover over
Analytics in the left-side pane and select Applications under the SaaS Security section.

Integration Categories Authentication Mechanism API Endpoints Used Zscaler Resource

Cloud Access Security Brok- REST API - API token auth For API authentica- Shadow IT Report
ers (CASB)
tion: /api/v1/
authenticatedSessio
n

For SaaS discovery:

• /api/v1/
cloudApplication
s/lite
• /api/v1/
shadowIT/
applications/
export

Discovery Capabilities

Zscaler integration offers the following capabilities:

Available Capabilities Description Zscaler Resource

SaaS Discovery (Standard) SaaS discovery automatically identifies Discovered apps

your organization's SaaS applications.

Usage Indication (Standard) Provides insights into how users in your Active users (Over the past month)
organization access applications. This
helps you make informed decisions
about adding discovered applications to
the inventory.

You get the following information about the discovered SaaS:

Field Description

External Category

Locations The number of unauthenticated locations from where the

application is accessed.

Application Status The application status, whether it's sanctioned or unsanc-

tioned.

Active Users* The total number of users using the application in the last 30
days.

Upload Bytes The total upload data bytes for the application.

Download Bytes The total download data bytes for the application.

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Field Description

Total Bytes The total bytes consumed by the application, both upload
and download.

Application Risk Index The risk index for the applications.

Data Breaches in Last 3 Years Indicates whether there have been data breaches in the last
3 years for the application (yes/no).

MFA Support Indicates whether the application supports MFA (yes/no).

Certifications If applicable, this field shows the application's certifications

(e.g., HIPAA).

Tags The tags assigned to the application.

Notes The notes that you added for the application on the Applica-
tion Information page. The column stays blank if you haven't
added any notes.

Potential Integrations The number of potential integrations associated with the

application in your organization. For example, if your organi-
zation uses Grammarly and the application shows at least
one integration in this column, then Grammarly has poten-
tial access to your corporate SaaS platforms, such as Google
Workspace.

Last seen at Last time the discovered SaaS was seen in the source sys-
tem

Item status in source Status of the discovered SaaS in the source system. It can
be the following:

• Active: The application has been seen in Zscaler in the

last week.
• Inactive: The application has not been seen in the last
week.

*Shown only if you enable Usage Indication capability in the configuration settings. To learn how, see Enter the
Necessary Credentials in SAP LeanIX [page 1331].

Setting up Zscaler Integration

Create a New API Role

1. Go to Administration → Role Management → Add Administrator Role.

2. Provide a suitable name. Since the API role does not require full permissions, you can limit the access as
follows:

Settings Permission

Logs Limit (Days) Unrestricted

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 Settings Permission

Reporting Access None

Alert Access None

Device Information Obfuscated

Dashboard Access View Only

Insight Access None

User Names Obfuscated

3. Below, under Policy & Components, select the Access Control tab.
4. Set the URL & Cloud App Control permission to View Only. All other permissions can be set to None.
5. On the Reporting Data tab, set the Web Data permission to View Only.
6. Click Save.

Create a New User for the Integration

1. Login to Zscaler ZIA portal.

2. Navigate to the Administration → Administrator Management → Administrators
3. Add a new administrator by selecting + Add Administrator.

Creating New User in Zscaler ZIA Portal

 Note

For the role, make sure you select the API role you created under Create a New API Role [page 1329].

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Create an API Token in Zscaler

 Note

• Each organization can only have one API key. For more details, see Zscaler Cloud Service API Key .
• Ensure that the language for the integration user in Zscaler is set to English.

1. Log out and log in again using the newly created user account.
2. Navigate to Administration → Cloud Service API Security.
3. In the Cloud Service API Key tab, select + Add API Key to create a new key.

Creating API token

Enter the Necessary Credentials in SAP LeanIX

1. Add the Zscaler integration in SAP LeanIX. For more, see Setting Up Out-of-the-Box Integrations [page
1245].
2. In the configuration, choose a name for the integration and the type of capabilities or data you want to get
from Zscaler.
3. Enter the credentials from the ZIA portal that you have generated into the corresponding fields:
1. API URL: URL where your Zscaler instance is deployed (e.g., https://zsapi.zscalerthree.net).
2. Username: Username created and used on the ZIA portal.
3. Password: Password of the user created on the ZIA portal.
4. API Key: API key generated on the ZIA portal.

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 Configuring Integration of Zscaler in SAP LeanIX

1. Click Finish and wait for the connection to be established.

7.2.7 WalkMe Integration for SaaS Discovery

Configure the SAP LeanIX-WalkMe integration to automatically discover SaaS applications.

Introduction

WalkMe Discovery is an application discovery and usage analytics solution from WalkMe. It is a paid add-on
module that empowers businesses to better understand their software footprint across the entire organization,
including:

• Identifying which software applications are active across their user base
• Understanding software license utilization relative to their contracts
• Analyzing application usage by common attributes like frequency, user counts, and time spent

To learn more, see WalkMe Discovery .

SAP LeanIX leverages WalkMe to discover the SaaS applications used within your organization. Discovered
SaaS applications are listed in the SaaS discovery inbox, where you can review them and choose to either
create new fact sheets for the discovered items or link them to existing fact sheets.

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  Note

If you intend to manually review and link each discovered application to fact sheets, deactivate automatic
linking in the SaaS discovery inbox settings before configuring the integration. For details, see Automatic
Linking of Discovered Applications to Fact Sheets [page 1298].

Implementation Details

Users provide SAP LeanIX with credentials that have the needed permission to connect with the integration.
Once connected, SAP LeanIX periodically pulls data from the Discovery Apps API , specifically calling the /
public/v1/discovery/getCustomerAppsStats endpoint.

WalkMe aggregates usage data per calendar month, and for the ongoing month, the usage data includes
activity only up to the current date. To ensure consistency, SAP LeanIX pulls and displays usage data only for
the previous completed month.

Authentication Mechanism Supported Regions API Endpoints Used WalkMe resource

REST API OAuth Global For API authen- Discovery Apps API

tication: /accounts/
connect/token

For SaaS discovery: /

public/v1/
discovery/
getCustomerAppsStat
s

Discovery Capabilities

WalkMe integration offers the following capabilities:

Available Capabilities Description WalkMe Resource

SaaS Discovery (Standard) SaaS discovery automatically identifies Discovered apps

your organization's SaaS applications.

Usage Indication (Optional) Provides insights into how users in your Active Users Usage Frequency Aver-
organization access applications. This age Active Days Average Weekly Time
helps you make informed decisions Spent
about adding discovered applications to
the inventory.

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You get the following information about the discovered SaaS:

Field Description

Product Category Application category name.

Active Users* Total unique users identified using the app during the previ-
ous month.

Usage Frequency How often does the majority of users have used the app in
the selected date range.

Average Active Days The average number of days an active user uses the app in
the selected date range.

Average Weekly Time Spent Average number of minutes/hours per week an active user
spends in the app.

Tags Labels that can be created and added to an app for better
organization

WalkMe Data Source Indicates the origin of the application's usage data collected.
extension – Collected via the browser extension (web-based
apps). workstation – Collected via desktop-based worksta-
tion (native desktop apps).

Last seen at Last time the discovered SaaS was seen in the source sys-
tem

Item status in source Status of the discovered SaaS in the source system. It can
be the following:

• Active: The application has been seen in WalkMe in the

last week.
• Inactive: The application has not been seen in the last
week.

*Shown only if you enable Usage Indication capability in the configuration settings. To learn how, see Enter the
Copied Credentials in SAP LeanIX [page 1335].

Setting up WalkMe Integration

Create an API Key In the Walkme Admin Center

 Note

You need WalkMe admin privileges to create the API key.

1. Navigate to WalkMe Admin Center → API Keys.

2. Click Create New Key in the top-right. This opens a side panel on the right.
3. In the side panel, give an appropriate name for the integration and toggle the Discovery Apps API
permission on with Read rights.

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 Creating API Key In WalkMe Admin Center
4. Click Create. Do not close the side panel until the key is generated.
5. Copy and store the Client ID and Client Secret. These are required when configuring the WalkMe integration
in SAP LeanIX.

 Note

Make sure to copy and store the client secret value when it is revealed. Once you close the key details panel,
the value is masked and cannot be recovered.

Enter the Copied Credentials in SAP LeanIX

1. Add the WalkMe integration in SAP LeanIX. For a detailed guide, see Setting Up Out-of-the-Box Integrations
[page 1245].
2. In the configuration, give a name for the integration and select the type of capabilities or data you want
to get from WalkMe. SaaS Discovery is enabled by default, and you can optionally enable or disable Usage
Indication.
3. Enter the credentials copied from the WalkMe Admin Center into the corresponding fields:
• API URL: Enter the API URL based on your WalkMe account's region. For details, refer to the WalkMe
documentation .
• Client ID and Client Secret: Enter the client ID and secret obtained when creating an API key.

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 Entering the Required Credentials in SAP LeanIX
4. Click Finish and wait for the connection to be established.

Cross-Checking the Discovered Services

If needed, you can cross-check the discovered SaaS in SAP LeanIX with those listed in WalkMe.

1. Navigate to WalkMe Admin Center → Discovery → Apps.

2. In the date filter above, select the previous month to view the corresponding list.

Cross-Checking the Discovered Services in WalkMe

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7.3 Self-Built Software Discovery

SAP LeanIX Technology Risk and Compliance enables you to automate the discovery of your self-built software
by integrating this process into your developer toolchain.

Introduction

SAP LeanIX Technology Risk and Compliance allows you to automatically discover and build the inventory of
self-built software components such as microservices and tech stacks. It systematically pulls in data from
engineering sources through the API and allows you to ingest SBOMs and developer libraries already in use to
build the inventory.

• Microservice discovery: SAP LeanIX Technology Risk and Compliance allows you to automatically discover
microservices by relying on community best practices. You can set up automated microservice discovery
using a YAML manifest file stored in your Git repository, following the configuration-as-code approach. This
allows developers to seamlessly contribute to the technology inventory in SAP LeanIX without having to
leave their development context.
As developers update the manifest file to reflect changes in the microservices metadata, SAP
LeanIX automatically detects these changes and updates the inventory accordingly. This ensures that
the organization has an up-to-date inventory of all self-built software. Discovered microservices are
automatically added to the inventory as fact sheets and updated as needed. To learn more, see
Microservice Discovery in Your CI/CD Pipeline [page 1362].
• Software bill of material ingestion: With the Self-Built Software Discovery API , SAP LeanIX allows you
to ingest SBOMs from various points in your Software Development Lifecycle (SLDC), such as container
registries, CI/CD pipelines, security tooling, and SCM tools like GitLab, Bitbucket, GitHub, and more. The
API allows you to easily tie into your build processes where you produce the SBOM and automatically
ingest SBOM data generated during the build process of your self-built software, ensuring a near real-time
view of your software composition. For more information, see Software Bill of Materials (SBOM) [page
1376].
• Tech stack discovery from SBOM: SAP LeanIX Technology Risk and Compliance uses a curated reference
catalog to match detailed SBOM components with tech stack frameworks. If a library matches a tech
stack, an IT component is generated and linked to a relevant microservice. Libraries are aggregated when
many libraries match a single tech stack. Currently, the tech stack discovery supports the discovery of
frameworks and databases. The automatic and continuous detection and cataloging of tech stacks helps
you streamline your organization's technology stack. The tech radar report aids this effort by providing
a comprehensive visual representation of your technology landscape. To learn more, see Tech Stack
Discovery from SBOMs [page 1383] and Radar Report [page 717].

Benefits

• Automatic tech stack discovery for improved technology governance: By automatically discovering tech
stacks from imported SBOMs, you get accurate and dependable insights into your organization's
technology stack. This reduces the manual and cumbersome intake and frees resources to focus on
establishing clear architectural governance (via Radar Report [page 717]) for the organization's tech stack.

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• Easy usability through integration with the existing developer toolchain: Seamlessly integrating with the
existing developer toolchain ensures fast time to value, and makes developer interaction seamless.
• Establish a trusted inventory of self-built software: Technology inventory remains current, ensuring that
you have continuous and real-time insights into your IT landscape from self-built software, allowing for
informed decision-making and proactive management.
• Improve time to recover for security incidents: Tracking the usage of third-party components within your
applications in a business context enables you to assess and mitigate risks associated with cybersecurity
incidents, such as log4j or SolarWinds , and also effectively manage legal infringements (e.g., use of
restrictive licenses) your software supply chain.

Getting Started with Self-Built Software Discovery

Before you start, provision your workspace for self-built software discovery in the admin area. For details, see
Workspace Setup for Self-Built Software Discovery [page 1341].

To get started with self-built software discovery, follow these key steps:

1. Discover microservices: Set up automated microservice discovery using a manifest file stored in your Git
repository. To learn more, see Microservice Discovery in Your CI/CD Pipeline [page 1362].
2. Ingest SBOMs: Use the Self-Built Software Discovery API to attach SBOMs (CycloneDX and SPDX)
to your previously discovered microservices. If you don't have an existing SBOM process yet, refer to
our documentation on generating SBOMs [page 1378]. To learn more about SBOM, see Software Bill of
Materials (SBOM) [page 1376].
3. Explore discovered tech stack: SBOM components are matched against a curated reference catalog, and IT
components are automatically created and linked to relevant microservices. To learn more, see Tech Stack
Discovery from SBOMs [page 1383].

Modeling Guidelines for Self-Built Software

Following our microservice modeling guidelines [page 69], self-built software artifacts are imported as
microservices, a subtype of application fact sheets.

Currently, many organizations use a product-oriented setup and view microservices as a functional
decomposition of their products (applications). This approach aligns with domain-driven design, where
microservices focus on a bounded business domain rather than abstract technical concepts.

Best Practices

Before diving into best practices, let's consider an example: a webshop with three microservices—a login
micro-frontend, a payment processing backend, and a recommender service. Each microservice provides a
unique business capability:

• Payment processing backend: Ensures successful and fast payment checkout.

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• Recommender service: Offers tailored suggestions for additional purchases.
• Login micro-frontend: Provides a quick introduction to the webshop.

In these scenarios, both the ingestion and best-practice meta model allow you to analyze this product-oriented
setup natively. For instance:

• Which teams power my webshop product?

• If the payment engine is down, what products are affected? What is the business impact (by knowing the
affected business capabilities)?
• If I want to make changes or launch a new product, which existing capabilities or microservices can be
used? What's the impact if we deprecate the payment engine? Who's affected if we update the API?
• Which technologies power our business (for example, SAP LeanIX's tech stack)?

In summary, this default best practice enables native analysis from the following perspectives:

• API management: By modeling microservices as applications and using providing and consuming relations
to bind interfaces (for example, REST API or Async), you can leverage interface circle reports to discern
dependencies between core product elements. This is helpful for planning migrations or transformations
and understanding the cost of changes to existing product IT elements.
• Clear distinction between product and technology: Distinguish logical product building product / business
blocks (microservices) from the technology used (IT components and third-party libraries via SBOM).
• Ownership: By using the dedicated team relation and status as a business artifact (rather than
technology), understanding microservice ownership becomes a core element of maintenance.
• Technology standards: Analyze used technologies in the context of their product role to drive technology
standardization.

Best-Practice, Product-Centric Microservice Modeling

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Antipatterns

Modeling every deployed microservice version as a fact sheet is not recommended. Focus on the latest
version deployed to production. Including excessive technological details often doesn't aid in making necessary
business decisions and can lead to unnecessary clutter.

Alternative Approach to Modeling Self-Built Software

An alternative approach involves using IT component fact sheets as a backbone to capture self-built software,
though it comes with some caveats (see below). This method is common in traditional, hardware-heavy
IT landscapes, where microservices are viewed as pure technology rather than functional composites. The
main advantage of the application-subtype approach is its native support for interface analysis between
microservices compared to IT components.

 Tip

We encourage you to start with the default, best-practice application-based approach and applying it to
concrete use cases. The integration capabilities (such as the SBOM API, Manifest API, and Git integrations)
will default to that setting. If you believe another approach might be more beneficial, consult your
Customer Success Manager for guidance. We can then assist you in provisioning your workspace for that
mode.

Currently, the following out-of-the-box capabilities aren't fully supported for the IT component-based mode:

• Ingesting microservices through the GitHub Enterprise integration

• Automatic tech stack discovery from SBOMs

Detailed Guides

• Workspace Setup for Self-Built Software Discovery [page 1341]

• GitHub Enterprise Integration [page 1345]
• Microservice Discovery in Your CI/CD Pipeline [page 1362]
• Manifest File and Schema [page 1371]
• Software Bill of Materials (SBOM) [page 1376]
• Tech Stack Discovery from SBOMs [page 1383]

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7.3.1 Workspace Setup for Self-Built Software Discovery

Provision the self-built software discovery feature in SAP LeanIX to enable microservice discovery. This extends
the meta model with microservice fact sheets, custom relations, and additional context fields.

Introduction

Before setting up microservice discovery, provision the self-built software discovery feature in your SAP LeanIX
workspace. Provisioning extends the meta model by adding the microservice fact sheet subtype, along with
essential fields and relations. This enables discovered microservices to be added as fact sheets and linked to
relevant business applications, and responsible teams. For more details on what fields and relations are added,
Meta Model Extension [page 1343].

Provisioning and Configuration

To provision the self-built software discovery feature, do the following:

1. In the administration area, open the Self-Built Software Discovery section.

2. Click Provision.

 Caution

Provisioning is done only once. If you tinker with any of the newly created relations and fields or delete
them, you need to manually add them back to your meta model. For details on relations and fields, see
Meta Model Extension [page 1343].

Customizing Relations

In SAP LeanIX, the customer owns the meta model. Depending on your needs, you have the option to choose a
different relation between the microservice subtype and the teams or business application subtypes.

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 Configuring Relations Between Microservice to Team and Business Application Fact Sheet Types

Incoming manifests use the configured relations to link microservices to the relevant team and business
application subtypes when the manifest includes references to teams or applications. To learn more, see
Manifest File and Schema [page 1371]. Also, the SBOM explorer uses these relations to fetch and show the
associated teams and business applications.

 Caution

Before customizing relation settings, carefully consider the potential implications and proceed with
caution. Altering the relation will not update existing relations between fact sheets until those fact sheets
receive a new manifest file update.

To adjust relation settings, click Edit next to Provisioned Relations, select the custom relations from the relevant
drop-down lists for the teams and business application subtypes, then save the changes.

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 Configuring Relations

Enabling Tech Stack Discovery

You can enable the detection and creation of IT components underneath the discovered microservices by
selecting the Enable Tech Stack discovery using SBOM check box.

Technologies derived from SBOM data are matched against a curated reference catalog to detect and
automatically create IT components. To learn more, see Tech Stack Discovery from SBOMs [page 1383].

Meta Model Extension

SAP LeanIX Technology Risk and Compliance extends the meta model by adding the microservice fact sheet
subtype, along with additional fields and relations that offer more context about each microservice. The meta
model extension as part of SAP LeanIX Technology Risk and Compliance includes the following:

• Fact sheet subtypes:

• Microservice subtype for the application fact sheet.
• Business application subtype for the application fact sheet, if it's not yet configured.
• Team subtype for the organization fact sheet, if it's not yet configured.

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• Relations:
• Relation between microservice and business application fact sheet subtypes to indicate which
business application uses a specific microservice.
• Relation between microservice and team fact sheet subtypes to capture which team uses a specific
microservice.
• Fields on the microservice fact sheet subtype:
• Repository Status: indicates if the underlying git repository is active or inactive
• Repository Visibility: indicates if the underlying git repository is internal, public, or private
• Repository URL: the URL of the underlying git repository
• Technology Discovery ID: holds the external ID that uniquely identifies the microservice from an
external source (e.g., GitHub).
• Is SBOM attached: to indicate whether an SBOM is linked to the fact sheet. The number of SBOM
components linked to the fact sheet is shown on the right side pane of the fact sheet.
• Type: the type of microservice to help differentiate the different nuances, for example, UI (micro
frontend), Backend, Data (ML/AI service), etc.
• SBOM URL: the URL to the SBOM explorer for the particular microservice.
• Last Updated (SBOM): The date when a microservice last received a new SBOM.
• Field on the IT component fact sheet: Tech Stack Discovery ID

Fields to Provide More Context to the Discovered Microservice

 Note

Relations and fields for fact sheet subtypes are conditional attributes [page 969] and are visible only in
respective subtypes. To learn more, see Fact Sheet Subtype Management [page 972].

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  Caution

The fields mentioned above are essential for the functioning of features and should not be deleted.
However, you can perform other actions, such as changing their positions on the fact sheet or hiding
them, without any issues.

7.3.2 GitHub Enterprise Integration

Set up self-built software discovery using our out-of-the-box integration with GitHub Enterprise Server.

 Note

This feature is available with the SAP LeanIX Technology Risk and Compliance product.

Overview

The GitHub Enterprise integration helps you automatically discover and manage self-built software in your IT
landscape using GitOps. This integration captures metadata and simplifies the discovery of self-built software
by using manifest files in GitHub. These files describe the properties of self-built software artifacts. This allows
developers to operate within the familiar GitHub environment while ensuring that project details are accurately
represented and maintained within the architectural landscape, promoting improved oversight and alignment.

If your organization uses a different Source Code Management (SCM) platform, such as Azure, GitLab, or
Bitbucket, you can set up self-built discovery by placing a manifest in the root directory of your Git repository.
Currently, we do not provide out-of-the-box integrations for other SCM platforms. To learn how to set up
self-built discovery using a manifest file, visit Microservice Discovery in Your CI/CD Pipeline [page 1362].

 Note

The integration is only available for GitHub Enterprise Server (self-hosted deployment) and is not
supported for GitHub Enterprise Cloud.

Benefits

• Automated discovery: The integration automatically identifies and integrates your self-built software
projects from GitHub Enterprise into your SAP LeanIX inventory. This automation saves you time and
effort by eliminating the need for manual import of microservices.
• Seamless collaboration: The integration connects to your version control system and uses the workflows
your developers already know. This makes it easier for developers to contribute to your architectural
practice.

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• Enhanced architectural visibility: The integration improves the visibility of your self-built software within
your IT landscape. It provides a comprehensive view of your entire architectural landscape, aiding in
decision-making.
• Open-source GitHub agent: The SAP LeanIX GitHub agent is an open-source project, which enhances
the transparency of the integration. The agent discovers self-built software in self-hosted GitHub
Enterprise setups and communicates this information to SAP LeanIX workspaces.
• Multiple GitHub instances: You can configure integrations with multiple GitHub instances.

Scope and Limitations

The GitHub Enterprise integration helps you discover microservices by placing a YAML manifest file in the root
directory of your repository. This integration does not include:

• Generating Software Bill of Materials (SBOM). For more information on generating SBOMs, refer to
Generating SBOMs [page 1378].
• Automated discovery of microservices without placing a YAML manifest file in your repository.

Setting Up the Integration

To learn how to set up the integration, see Setting Up the GitHub Enterprise Integration [page 1349].

Updating the Agent Version

We periodically release new versions of the SAP LeanIX GitHub agent to ensure optimal performance. The
currently deployed version is displayed at the top of the GitHub integration page. If a new version becomes
available, you'll see a notification.

Notification About a New Version of the GitHub Agent

To update the GitHub agent to the latest version, follow these steps:

1. Pull the latest version of the agent ghcr.io/leanix/leanix-github-agent:x.x.x.

2. Redeploy the updated agent.

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Viewing Discovered Microservices

On the integration page, you can view discovered microservices and their respective repositories. You can
navigate to microservice fact sheets from here. If a repository is linked to a discovered microservice, clicking
the repository name takes you to the manifest file. If no microservices are discovered for a repository, clicking
the repository name directs you to the repository's root.

GitHub Enterprise Integration Page Showing Discovered Microservices

Starting a Synchronization Run

After deploying the GitHub agent, a full synchronization between the systems starts automatically. Any
changes to the integration that trigger a webhook, such as a new installation or an update to the manifest
file, start an automatic full synchronization.

You can manually run a full synchronization if needed. This may be useful in situations such as:

• GitHub data in SAP LeanIX appears outdated or incomplete.

• The webhook delivery failed or was temporarily disabled.
• Repositories were added or changed outside regular sync mechanisms.

To start a full synchronization, follow these steps:

1. Go to the GitHub integration configuration page.

2. In the upper-right corner, choose the three-dot icon, then choose Run Full Sync.

 Note

You can run only one full synchronization for an integration instance at a time.

Deleting the Integration

If needed, you can delete the GitHub Enterprise integration. To do this, in the upper-right corner of the
integration page, click the three-dot icon > Delete Integration. This action will remove the link to GitHub from

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all microservice fact sheets that were imported through the integration. However, this will not delete or archive
any fact sheets, as you may have added some details to them manually. Therefore, you will need to delete these
fact sheets yourself if needed.

To identify fact sheets that are no longer connected to GitHub following the deletion of the integration, you can
apply a filter to show only those with a GitHub Enterprise external ID set to null. This will help you find and
manage all fact sheets that have lost their connection to GitHub due to the deletion of the integration.

To complete the deletion, do the following:

1. Remove the GitHub App from your organization’s settings. For instructions, refer to the GitHub
documentation .
2. Delete the deployments from your agent.

Troubleshooting

Here are some common problems and their solutions:

• Authentication errors: While the GitHub App is designed to minimize such issues, you may still encounter
authentication errors if a required permission was not selected. You can find these errors in the
synchronization log in SAP LeanIX. If this happens, review the permissions you've selected during the
setup process to ensure all necessary permissions are granted.
• Errors parsing the manifest file: If there are invalid entries in the manifest file, they appear in the
synchronization log in SAP LeanIX. To fix this, check the manifest file to ensure it has the correct structure
and syntax.

FAQs

What happens if I delete a leanix.yaml file?

Deleting a leanix.yaml file will unlink the corresponding fact sheet in SAP LeanIX. The external ID for GitHub
will be removed, and the fact sheet will no longer be linked to GitHub. However, the fact sheet itself will not be
automatically deleted, as it may contain other relevant information. If the fact sheet is no longer needed, you
can archive it manually.

What happens if I manually add or overwrite information in fact sheets linked to a manifest
file?
The manifest file is considered the source of truth for all the information it contains. Therefore, any manual
changes made to fields owned by the integration will be overwritten on the next update to ensure consistency
with the manifest file. However, you can manually update fields or relations not managed by the integration.

How do you ensure that two manifest files don't write information to the same fact sheet?
The GitHub integration uses the location of the leanix.yaml file as a unique identifier for the microservice,
which is then used to create the external ID in the fact sheet. Therefore, even if you copy an identical manifest
to two locations, it will create two separate fact sheets. However, if the name attribute in the manifest is
identical, the integration will fail to process the second manifest file, as name in the manifest file corresponds to
displayName in SAP LeanIX, which is unique.

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I want to restructure a repository with synced leanix.yaml files. What should I consider
before doing that?
The location of the manifest file in your repository serves as a unique identifier within SAP LeanIX. If you're
planning to restructure a repository and move a leanix.yaml file, you should:

1. Move the leanix.yaml file to your desired new location. For example, if the file used to reside in acme-
org/sample-repo/src, you might move it to acme-org/sample-repo/new_sub_directory.
2. Manually update the externalId in the manifest file to point to the old external ID (acme-org/sample-
repo/src). This ensures the connection between the fact sheet and the moved leanix.yaml file remains
intact.

version: 1
metadata:
name: disputes-service-v1
externalId: acme-org/sample-repo/src
description: |
A microservice responsible for payment disputes.
This service handles payment transaction disputes and is an integral part
of our payment ecosystem.

7.3.2.1 Setting Up the GitHub Enterprise Integration

Step-by-step instructions for setting up the GitHub Enterprise Server integration.

To set up the GitHub Enterprise integration, deploy an agent-based setup within your infrastructure. This agent,
provided as a Docker container, can be deployed on-premises, such as on a Kubernetes cluster. The agent
continuously syncs changes from the discovered manifest files (leanix.yaml) in GitHub to your SAP LeanIX
workspace. This ensures your workspace is always up-to-date with the latest changes. To authenticate and
facilitate this process, the agent requires a GitHub App. To learn more about GitHub Apps, refer to the GitHub
documentation .

 Note

You can configure integrations with multiple GitHub instances. Each GitHub instance allows only one
configuration.

You can associate each GitHub instance with multiple organizations. To define the scope, adjust the
configuration of the GitHub App.

Prerequisites

• In SAP LeanIX:
• Get admin access to your workspace.
• Ensure that the workspace is provisioned for self-built software discovery. For details, see Workspace
Setup for Self-Built Software Discovery [page 1341].
• Create a technical user with admin permissions. Learn how in Technical Users [page 1798].
• Get admin permissions for your organization on GitHub. This is necessary to install and manage the GitHub
App.

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• Coordinate with the relevant stakeholders in your organization to deploy the on-premise GitHub agent
on your infrastructure. They will also need to provide the URL where the agent is accessible within your
network for the GitHub App creation.

Step 1: Create a GitHub App

Creating a GitHub App requires a valid URL for sending webhook events. This URL must correspond to the
network address of the SAP LeanIX agent, which will look like https://host:port after deployment. The
agent relies on receiving updates from GitHub to function correctly. These updates are sent to the provided
URL.

If you're unsure how to obtain a stable URL for the deployed agent, consult with your platform engineering or
DevOps team. This step is crucial to ensure the smooth operation of the integration.

To create a GitHub App, follow these steps:

1. In the administration area of SAP LeanIX, go to the Integrations section.

2. Click Add Integration, find the GitHub Enterprise (Self-Hosted) integration, then click Configure.
If you've already configured an integration with a GitHub instance, select GitHub Enterprise (Self-Hosted)
on the Integrations page, then click Add Integration.
3. On the integration configuration page, enter a unique name for the integration, then click Next. If you skip
this step, the default name is used.
4. Enter the base URL of your GitHub instance (for example, https://leanix-github.com) and the
network address where you plan to deploy the agent (for example, https://host:port). Click Create
GitHub App.

Creating a GitHub App

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5. In GitHub, generate a private key and save it. This key, along with the GitHub App ID, will be required when
deploying the agent.
Configuration details are prefilled based on the information provided in the previous steps. For details on
which events the agent needs permission to listen to, refer to GitHub App Permissions [page 1356].

Generating a Private Key in GitHub

6. In GitHub, get the GitHub App ID in Settings > Developer settings > GitHub Apps > {Your GitHub App} >
General.

GitHub App ID in the App Settings

7. Ensure that the GitHub App can be installed on any account in your GitHub instance.

Allowing a GitHub App to Be Installed by Any User or Organization

Alternatively, you can adjust this setting after creating the app in Settings > Developer settings > GitHub
Apps > {Your GitHub App} > Advanced > Make public.

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 Making a GitHub App Public

Step 2: Deploy the SAP LeanIX Agent

After you've set up a GitHub App, deploy the SAP LeanIX agent using the docker-compose code available
on the configuration page in SAP LeanIX. For details on the code and environment variables, see Code for
Deploying the SAP LeanIX Agent [page 1357].

docker-compose Code for Deploying the Agent

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For a reliable and consistent operation, we suggest deploying the container using a container orchestration
platform such as Kubernetes. This is crucial as GitHub expects the webhook receiver (the agent) to respond
within 10 seconds of receiving an event, and will terminate the connection if it doesn't. For details, refer to the
GitHub documentation .

For local testing, you can use docker-compose and a tunneling tool like ngrok to redirect traffic to your local
setup.

 Tip

To monitor the agent's status and ensure it's running properly, use the health route host:port/
actuator/health.

Step 3: Install the GitHub App

After creating a GitHub App and deploying the agent, the next step is to install the GitHub App on the relevant
GitHub organizations. This grants the SAP LeanIX agent access to these organizations.

You can install the app in one of the following ways:

• From the integration page in SAP LeanIX: Here, you can find a KPI indicating how many organizations are
currently covered by the agent. To install the app on more organizations, click on the relevant link.

Navigating to the GitHub App Installation Page from the GitHub Enterprise Integration Page

You're redirected to the installation page in GitHub.

Installing a GitHub App on an Account

• In the GitHub App settings: You can directly navigate to this page by going to https://{host url of
your GitHub instance}/settings/apps/{name of the created GitHub app}. This will take

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 you to the settings page of the GitHub App you created, where you can manage its installation across your
organizations.

Step 4: Add Manifest Files to Projects

Manifest files, specifically leanix.yaml files, are essential tools in the config-as-code practice. They enable
you to describe and discover microservices from GitHub in SAP LeanIX. Place leanix.yaml files in the
projects that correspond to the microservice or software artifact you want to describe. One manifest file is used
to describe one microservice.

To view the structure and schema of the leanix.yaml file, see Manifest File and Schema [page 1371].

When configuring the manifest file, you can start with basic elements first (such as name and description) and
then gradually evolve your governance to include more aspects (like linking to teams). Any changes made to
the YAML file will be reflected in SAP LeanIX in near real-time.

For monorepos, where multiple deployed microservices are contained in a single repository, you can place the
leanix.yaml file in the directories where a deployed service resides. The integration will find and process
them accordingly. Here’s an YAML example configuration:

backend
Dockerfile
leanix.yaml
src
main.py
requirements.txt
frontend
Dockerfile
leanix.yaml
package.json
src
index.js
...

Step 5: Monitor and Manage the Integration

After setting up the integration, you can check the integration status at the top of the page. Here, you can find
the deployed version of the GitHub agent. If the version appears in red, this indicates that a more recent version
is available for update.

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 GitHub Enterprise Integration Page Showing Discovered Microservices

The following metrics provide an integration summary:

• Microservices Discovered: This shows the number of valid manifest files in connected repositories. You
can open a boilerplate manifest file, modify it as needed, and add it to your repository to discover more
microservices.
• GitHub Organizations: This indicates the number of organizations where the GitHub App is installed, along
with the total number of organizations. You can navigate to GitHub from here to install the GitHub App on
other organizations.
• Sync Errors: Displays the number of errors that occurred in the last seven days. From here, you can
navigate to synchronization logs for the integration.

Update the Agent Version

We periodically release new versions of the SAP LeanIX GitHub agent to ensure optimal performance. The
currently deployed version is displayed at the top of the GitHub integration page. If a new version becomes
available, you'll see a notification.

For more information, see Updating the Agent Version [page 1346].

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7.3.2.2 GitHub App Permissions

Enable the necessary permissions for the GitHub App and subscribe to webhook events to ensure proper
operation.

Repository Permissions

Permission Value

Commit statuses Read-only

Administration Read-only

Contents Read-only

Metadata Read-only

Organization Permissions

Permission Value

Members Read-only

Webhook Events

Subscribe to the following webhook events. For more details on events, refer to the GitHub documentation .

Webhook Event Description

meta Occurs when the app is deleted and the associated webhook
is removed.

label Occurs when a label is created, edited, or deleted.

organization Occurs when an organization is created, deleted, renamed, a

member is invited, added, or removed.

public Occurs when a repository changes from private to public.

push Occurs when a Git push is made to a repository.

repository Occurs when a repository is created, deleted, archived, un-

archived, publicized, privatized, edited, renamed, or trans-
ferred.

workflow_run Occurs when there is activity related to runs of GitHub Ac-

tions workflows.

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7.3.2.3 Code for Deploying the SAP LeanIX GitHub Agent

Sample docker-compose code and environment variables.

Sample Code

The YAML snippet below provides sample docker-compose code.

 Caution

Copy the docker-compose code from your workspace, not from the sample provided here.

version: '3.8'

services:
github-agent:
image: ghcr.io/leanix/leanix-github-agent:v0.1.0
platform: linux/amd64
ports:
- "8080:8080"
environment:
- GITHUB_ENTERPRISE_BASE_URL=https://your-url
- GITHUB_APP_ID={{App id which can be found in the GitHub App page}}
- PEM_FILE=/privateKey.pem
- LEANIX_DOMAIN={{YOUR-SUBDOMAIN}}.leanix.net
- LEANIX_TECHNICAL_USER_TOKEN={{Administrator token generated by EAM}}
volumes:
- {{Location of the pem key downloaded from the GitHub app page}}:/
privateKey.pem

Environment Variables

The table below lists environment variables used in the docker-compose code.

Variable Description Required Example

GITHUB_ENTERPRISE_B The base URL of your GitHub Required https://your-url

ASE_URL Enterprise instance.

GITHUB_APP_ID The ID of the GitHub App Required 1234134

used for authentication. You
can find the ID in the admin
panel.

PEM_FILE The path to the PEM file Required /privateKey.pem

within the container.

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Variable Description Required Example

LEANIX_DOMAIN The domain where your SAP Required For a workspace

LeanIX workspace is hosted, with the following
which is used to sync data URL https://demo-
to the workspace. Copy the eu-2.leanix.net/
domain from the workspace Acme-corp, the
URL. domain is demo-
eu-2.leanix.net.

LEANIX_TECHNICAL_US An API token associated Required API token generated in SAP

ER_TOKEN with a technical user with LeanIX by creating a techni-
admin permissions, which is cal user
required to authenticate to
your SAP LeanIX workspace.
For instructions, see Techni-
cal Users [page 1798].

WEBHOOK_SECRET A webhook secret set in the A hash

GitHub setup, which is used
to sign and verify webhooks
sent from the GitHub in-
stance received at the agent.
Creating a secret is recom-
mended for additional secur-
ity. To learn more about web-
hook secrets, refer to the Gi-
tHub documentation .

volumes Mounts the local PEM file to Downloads/github-

the container. The file speci- private-key.pem:/
fied by the location of the privateKey.pem
PEM key downloaded from
the GitHub App page on
the host machine is accessi-
ble at /privateKey.pem
within the container.

7.3.2.4 SBOM Discovery from Build Artifacts

Set up automated discovery of SBOMs in your GitHub Enterprise Server instance and seamlessly send them to
SAP LeanIX for further processing.

The GitHub Enterprise Server integration supports automatic detection and processing of Software Bill of
Materials (SBOMs) generated within GitHub Actions workflows. The integration sends SBOMs to SAP LeanIX
for further processing, accelerating the discovery of microservices and improving visibility.

By automating SBOM discovery and linking to SAP LeanIX, the integration eliminates manual efforts, speeding
up microservices and tech stack discovery.

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Prerequisites

• Set up the integration with GitHub Enterprise Server. For instructions, see GitHub Enterprise Integration
[page 1345].
• Generate SBOMs using your preferred method. For more information, see Generating SBOMs [page 1378].
• Adopt the SBOM naming convention. Artifacts that don’t follow this convention are not detected. For
details, see SBOM Naming Convention [page 1360].

Configuration

In your GitHub Enterprise Server instance, do the following:

1. Generate and store SBOMs as build artifacts using GitHub Actions workflows. The integration detects
SBOMs stored in the build artifacts of workflow runs. For details, refer to the GitHub documentation .
2. (Optional) Select branches to ingest SBOMs from. By default, your repository’s default branch is used.
1. On the GitHub integration page, click the three-dot icon in the upper-right corner > Configure SBOM
Discovery.
2. In the overlay that appears, select specific branches or define rules for branch naming. For details, see
Branches [page 1360].

Configuring Branch Rules for SBOM Discovery

Once successfully configured, ingested SBOMs appear on the GitHub integration page. The number of SBOMs
is displayed under Automated SBOM Coverage.

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 Discovered SBOMs on the GitHub Integration Page

SBOM Naming Convention

The default naming convention for SBOMs must follow the below format:
<microservice-name-as-in-the-manifest>-sbom
• Supported characters include:
• Alphanumeric symbols
• Special characters: dash (-), underscore (_), and slash (/)
• Regular expressions are not supported.

For example, the file name of the SBOM artifact for the ai-assistant microservice is ai-assistant-sbom.

Branches

SBOMs are ingested as build artifacts from the branches you configure in the integration. You can use both the
default branch and other branches for this purpose.

• Default branch: This is the repository's default branch, which is set in the repository settings to a branch
such as master, main, or develop. By default, SBOMs are ingested from this branch without requiring
additional configuration.
• Other branches: You can specify particular branch names or define rules for branch naming, such as those
that start with release or contain version. In this scenario, SBOMs are ingested from all branches that
match the specified criteria.

GitHub App Permissions

To enable the GitHub App to read workflows, subscribe to the workflow_run webhook event. For more details
on the required permissions, see GitHub App Permissions [page 1345].

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Example

The following example demonstrates how to generate and store an SBOM using Syft within a GitHub Actions
workflow after containerizing a service. You can replace Syft with any SBOM tool of your choice.

The image below shows an SBOM file generated by a GitHub Actions workflow.

SBOM File Generated by a GitHub Actions Workflow

 Tip

Add this workflow to a centrally used GitHub Action, such as a compliance action or a post-build workflow,
where container images are stored in the registry. This minimizes the effort required by involved teams,
ideally limiting the task to the platform team. This setup ensures SBOMs are systematically generated and
uploaded as artifacts, allowing seamless processing by SAP LeanIX.

Sample workflow:

name: Generate SBOM for Container Image

description: 'Generate a Software Bill of Materials (SBOM) for a container image
using Syft'
inputs:
image:
description: 'The image to generate the SBOM for'
required: true
package_name:
description: 'The name of the package'
required: true
package_version:
description: 'The version of the package'
required: true
sbom_format:
description: 'The file format of the SBOM [default: cyclonedx-json]
(available formats: https://github.com/anchore/syft?tab=readme-ov-file#output-
formats)'
required: false
default: 'cyclonedx-json'
runs:
using: 'composite'
steps:
- name: Pull the Container Image
shell: bash
run: docker pull ${{ inputs.image }}
- name: Derive SBOM artifact name
id: derive-artifact-name
shell: bash
run: |
echo "SBOM_ARTIFACT_NAME=$(echo "${{ inputs.package_name }}-sbom" | sed
's/\//_/g')" >> $GITHUB_OUTPUT
echo "SBOM_DIR=./sbom" >> $GITHUB_OUTPUT
- name: Download Syft and generate the SBOM
shell: bash
env:

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 SYFT_FORMAT_SPDX_JSON_PRETTY: "true"
SYFT_JAVASCRIPT_INCLUDE_DEV_DEPENDENCIES: "false"
run: |
curl -sSfL https://raw.githubusercontent.com/anchore/syft/main/
install.sh | sh -s --
./bin/syft --version
./bin/syft ${{ inputs.image }} \
--scope "all-layers" \
--source-name "${{ inputs.package_name }}" \
--source-version "${{ inputs.package_version }}" \
--output
"${{ inputs.sbom_format }}=${{ steps.derive-artifact-name.outputs.SBOM_DIR }}/$
{{ steps.derive-artifact-name.outputs.SBOM_ARTIFACT_NAME }}"
- name: Upload SBOM
uses: actions/upload-artifact@v4
with:
name: ${{ steps.derive-artifact-name.outputs.SBOM_ARTIFACT_NAME }}
path: ${{ steps.derive-artifact-name.outputs.SBOM_DIR }}

7.3.3 Microservice Discovery in Your CI/CD Pipeline

Set up microservice discovery using a manifest file in your repository. This method, known as configuration-
as-code, enables you to automatically discover microservices and update corresponding fact sheets in SAP
LeanIX.

Overview

You can set up microservice discovery by adopting the configuration-as-code approach. This involves using
a configuration file, often referred to as a manifest file, to define the characteristics and metadata of each
microservice. The manifest file is stored in a version-controlled repository, typically alongside the source code
of the microservice.

The process of discovering microservices through a manifest file ensures that any modifications made to this
file in your repository are mirrored in SAP LeanIX, keeping your inventory up to date. The manifest file serves as
a single source of truth, ensuring all microservices along with their details remain current.

The configuration-as-code approach for microservice discovery offers several key benefits:

• Alignment with established practices: This approach is in line with established practices within the software
development field, making it intuitive for developers and reducing the learning curve.
• In-context contribution: Technical stakeholders, including developers, can contribute to the architectural
design within their usual development environment.
• Collaboration: This approach fosters collaboration between enterprise architects and developers, leading
to more efficient and cohesive development processes.
• Up-to-date inventory: Changes made to a manifest file are automatically reflected in SAP LeanIX, ensuring
your microservice fact sheets are always up to date.

This guide provides detailed instructions on how to set up microservice discovery using a YAML manifest file
and a Python script.

 Note

We're working on an out-of-the-box integration with GitHub Enterprise for microservice discovery. If your
organization uses GitHub Enterprise for source code hosting, you can take advantage of this integration

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 instead of setting up microservice discovery manually, as described in this guide. For more information, see
GitHub Enterprise Integration [page 1345].

Prerequisites

Do the following:

• Get access to your repository and ensure that you can modify its Continuous Integration and Continuous
Deployment (CI/CD) pipeline.
• In SAP LeanIX, get an API token by creating a technical user with admin permissions. For instructions, see
Technical Users [page 1798].

This guide assumes you have a basic understanding of:

• CI/CD concepts and practices

• YAML
• Self-Built Software Discovery API
• SAP LeanIX Technology Risk and Compliance [page 1683] product, including its technology standards
management capabilities [page 1703]

Step 1: Create a Manifest File

To start your microservice discovery, first generate a valid manifest file (leanix.yaml) in your repository.
Within this file, specify the details of your microservice.

To view the manifest file and schema, refer to Manifest File and Schema [page 1371].

 Note

A manifest file describes only one microservice. Depending on your repository setup, you may need to store
one or more manifest files in the repository. For more details, see Storing Manifest Files in Repositories
[page 1371].

Step 2: Commit the Manifest File

Establish a link with your microservice fact sheet in SAP LeanIX by committing the manifest file to the default
branch of your repository, such as main or master.

 Note

You can link multiple microservices to microservice fact sheets in SAP LeanIX from the same repository
by placing the manifest files in separate subfolders within your repository structure. This approach is
especially useful for monorepos.

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Step 3: Generate a Software Bill of Materials (SBOM)

SBOM files provide a comprehensive inventory of all software components, libraries, and modules used by
microservices. They help ensure license compliance, identify potential security risks, and offer a deeper
understanding of your software supply chain. For more information, see Software Bill of Materials (SBOM)
[page 1376].

SAP LeanIX does not offer capabilities for automatic SBOM generation. For more information on SBOM
requirements and generation methods, see Generating SBOMs [page 1378].

Step 4: Upload the Manifest File

Before you proceed with the configuration of your CI/CD workflow, it's crucial to create a script that will upload
the manifest file. This script extracts and gathers the necessary information needed to formulate the API
request. This is an essential step in the process as it ensures that all relevant data from your microservices is
accurately captured and ready for the next phase.

To assist you in this process, we provide the following example script that shows how to upload the manifest
file. This script serves as a reference point, helping you understand the process and showcasing the kind of
functionality your script should include.

 Note

While the SBOM ingestion can technically be executed as a standalone step, it is intrinsically linked to the
microservice discovery. Therefore, we highly advise integrating these two processes for optimal results.

To ensure the successful execution of our script, it's essential to configure certain secrets and variables on
your repository provider. These configurations are crucial for authenticating and directing the script to the
correct SAP LeanIX workspace. For detailed instructions on how to configure variables, please refer to the
documentation of your repository provider. The following variables are used in the example script:

• LEANIX_API_TOKEN (Secret): Your SAP LeanIX API token, which serves as your authentication key. To
learn how to get an API token, see Technical Users [page 1798].
• LEANIX_SUBDOMAIN (Variable): Your SAP LeanIX subdomain, which is used to direct the script to your
specific SAP LeanIX workspace. You can copy your subdomain value from the workspace URL. For more
information, see Base URL [page 1802].

Example Python script leanix_service_discovery.py:

import logging
from pathlib import Path
import yaml
import requests
import json
import os
logging.basicConfig(level=logging.INFO)
# Request timeout
TIMEOUT = 20
# API token and Subdomain are set as env variables.
# It is adviced not to hard code sensitive information in your code.
LEANIX_API_TOKEN = os.getenv("LEANIX_API_TOKEN")
LEANIX_SUBDOMAIN = os.getenv("LEANIX_SUBDOMAIN")
LEANIX_FQDN = f"https://{LEANIX_SUBDOMAIN}.leanix.net/services"

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 # OAuth2 URL to request the access token.
LEANIX_OAUTH2_URL = f"{LEANIX_FQDN}/mtm/v1/oauth2/token"
# Manifest API
MANIFEST_API = f"{LEANIX_FQDN}/technology-discovery/v1/manifests"
# Github Related
GITHUB_SERVER_URL = os.getenv("GITHUB_SERVER_URL")
GITHUB_REPOSITORY = os.getenv("GITHUB_REPOSITORY")
# Manifest file and SBOM file
LEANIX_MANIFEST_FILE = os.getenv("LEANIX_MANIFEST_FILE", "leanix.yaml")
SBOM_FILE = os.getenv("SBOM_FILE", "sbom.json")
def _ensure_file(file: Path):
"""Ensures that the provided file exists and is a file.
Args:
file (Path): The path to the file.
Raises:
FileNotFoundError: If the file does not exist or is not a file.
"""
if not (file.exists() and file.is_file()):
raise FileNotFoundError(f"File {file} not found")
def _obtain_access_token() -> str:
"""Obtains a LeanIX Access token using the Technical User generated
API secret.
Returns:
str: The LeanIX Access Token
"""
if not LEANIX_API_TOKEN:
raise Exception("A valid token is required")
response = requests.post(
LEANIX_OAUTH2_URL,
auth=("apitoken", LEANIX_API_TOKEN),
data={"grant_type": "client_credentials"},
)
response.raise_for_status()
return response.json().get("access_token")
def _prepare_auth() -> dict:
"""
Prepares the headers for a GraphQL request to the LeanIX API.
This function fetches the LeanIX access token from the environment variables
and constructs
the authorization header required for making authenticated requests to the
LeanIX API.
dict: A dictionary containing the authorization header with the access
token.
"""
# Fetch the access token and set the Authorization Header
auth_header = f'Bearer {os.environ.get("LEANIX_ACCESS_TOKEN")}'
# Provide the headers
headers = {
"Authorization": auth_header,
}
return headers
def create_or_update_micro_services(manifest_file: Path):
"""
Creates or updates the LeanIX Microservice Fact Sheet based on the provided
manifest file.
This function checks if a microservice with the given external ID exists. If
it does, the microservice is updated.
If it does not exist, a new microservice is created. After the microservice
is created or updated,
the function triggers the registration of the relevant SBOM file with LeanIX.
Args:
manifest_file (Path): The SAP LeanIX manifest file.
"""
logging.info(
f"Processing manifest file: {manifest_file.name}"
)
# NOTE: application/yaml here does not mean the content type, but the type
of the file.

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 request_payload = {
"file": (
manifest_file.name,
manifest_file.open("rb"),
"application/yaml",
)
}
auth = _prepare_auth()
resp = requests.put(
url=MANIFEST_API,
headers=auth,
files=request_payload,
timeout=TIMEOUT,
)
resp.raise_for_status()
logging.info(f"Successfully uploaded manifest file: {manifest_file.name}")
factsheet_id = resp.json().get("data").get("factSheetId")
if not factsheet_id:
raise Exception("Service did not return a fact sheet ID")
register_sboms(factsheet_id)
def register_sboms(factsheet_id: str):
"""
Registers the Software Bill of Materials (SBOM) file with LeanIX.
This function enables improved understanding of the dependency landscape of
your microservices.
The SBOM provides comprehensive details about software components, their
relationships, and
attributes, which are crucial for managing, securing, and licensing your
open-source software.
By registering the SBOM with LeanIX, these details can be effectively
managed and tracked.
Args:
factsheet_id (str): The unique identifier of the microservice fact
sheet. This ID is used
to associate the SBOM with the corresponding microservice in LeanIX.
Returns:
None
"""
sbom_path = Path(SBOM_FILE)
# NOTE: If SBOMs are mandatory for your organization, modify this to raise
an exception.
try:
_ensure_file(sbom_path)
except FileNotFoundError:
logging.warning("No sbom file found")
return
sbom_endpoint = f"{LEANIX_FQDN}/technology-discovery/v1/factSheets/
{factsheet_id}/sboms"
sbom_contents = dict()
logging.info(
f"Processing sbom file: {sbom_path.name} for Fact Sheet: {factsheet_id}"
)
with sbom_path.open("rb") as f:
sbom_contents = f.read()
# NOTE: application/json here does not mean the content type, but the type
of the file.
request_payload = {
"sbom": (
sbom_path.name,
sbom_contents,
"application/json",
)
}
logging.debug(f"Populated payload for SBOM: {sbom_path.name}")
# Fetch the access token and set the Authorization Header
auth_header = _prepare_auth()
# NOTE: Don't set the content type, `requests` should handle this.

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 logging.info(f"Sending SBOM ingestion request for Fact Sheet:
{factsheet_id}")
response = requests.post(
sbom_endpoint, headers=auth_header, files=request_payload,
timeout=TIMEOUT
)
response.raise_for_status()
logging.info(f"Successfully submited SBOM request for Fact Sheet:
{factsheet_id}")
def main():
"""LeanIX helper to parse the manifest file create or update a microservice
and register the relevant dependencies.
"""
manifest_file = Path(LEANIX_MANIFEST_FILE)
_ensure_file(manifest_file)
create_or_update_micro_services(manifest_file)
if __name__ == "__main__":
# Set the access token as an environment variable
os.environ["LEANIX_ACCESS_TOKEN"] = _obtain_access_token()
main()

Step 5: Configure Your CI/CD Pipeline

To complete the discovery and update process of your microservices, you need to establish a CI/CD workflow
within your repository. This workflow will ensure that the system automatically detects and incorporates any
changes made to your microservices, significantly reducing manual intervention and potential errors.

While it's possible to register microservices through API requests in any environment without a CI/CD pipeline,
we strongly recommend using the CI/CD approach. The primary reason for this is to ensure that your data is
always up to date. With this approach, your manifest file serves as the source of truth, and any changes made
to it are automatically reflected in your microservices.

The CI/CD workflow setup may differ depending on your repository provider. The following table provides
examples of how to establish a CI/CD workflow with various repository providers:

Repository Provider Automation Workflow

Azure DevOps For an Azure pipeline example, see Azure CI/CD Discovery
[page 1369]

Bitbucket For a Bitbucke pipeline example, see Bitbucket CI/CD Dis-

covery [page 1369]

GitHub For a GitHub actions example, see GitHub CI/CD Discovery

[page 1370]

GitHub Enterprise Server For a GitHub actions example, see GitHub CI/CD Discovery
[page 1370]

GitLab For a GitLab pipelines example, see GitLab CI/CD Discovery

[page 1370]

 Note

The CI/CD approach is designed with flexibility in mind. If you decide to migrate to a Git integration down
the line, the current setup effortlessly transitions. Your existing manifest file will seamlessly synchronize
with the microservice fact sheet, eliminating the need for additional configuration or rework.

SAP LeanIX
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Best Practices

Software deployment typically involves multiple environments, such as testing, staging, and production.
Since SAP LeanIX focuses on enterprise architecture management, we recommend cataloging only services
deployed to the production environment. This approach aligns with our goal of providing a comprehensive view
of the software infrastructure to support strategic decision-making.

For technical use cases that need visibility across all environments, specialized tools are available in the
market.

7.3.3.1 Configuring Your CI/CD Pipeline

Set up microservice discovery in your CI/CD pipeline using a manifest file and a Python script.

Overview

Implementing microservice discovery within your Continuous Integration and Continuous Deployment (CI/CD)
pipeline allows your system to automatically detect and integrate any changes made to your microservices.
This automated process ensures that your microservices are consistently updated and accurately represented
within your system.

Establishing a CI/CD workflow within your repository is a key step in automating the discovery and update
process of your microservices. This workflow reduces manual intervention and minimizes potential errors,
resulting in a more reliable and efficient system.

Although it's possible to register microservices through API requests in an environment without a CI/CD
pipeline, we recommend following the CI/CD approach. This recommendation stems from the need to maintain
up-to-date data. In this setup, your manifest file serves as the source of truth, and any changes to it
automatically reflect in your microservices. This approach simplifies the microservice discovery process and
enhances the accuracy and consistency of your microservice fact sheets, improving overall system reliability
and performance.

This guide details how to set up microservice discovery in the CI/CD pipeline using a manifest file and a Python
script.

Prerequisites

Prepare the following:

• A YAML manifest file

• A relevant Python script

To learn how to create a YAML file and a Python script, see Microservice Discovery in Your CI/CD Pipeline [page
1362].

To view the manifest file and schema, refer to Manifest File and Schema [page 1371].

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Configuration

This section details how to set up microservice discovery in the CI/CD pipeline for specific Git providers.

The pipeline in this guide includes the following steps:

1. Checking out your code.

2. Setting up Python.
3. Installing the necessary Python dependencies.
4. Invoking the SAP LeanIX service discovery Python helper.

Azure CI/CD Discovery

The Azure pipeline outlined here automatically updates your microservices on each push to the main branch,
ensuring your microservice fact sheets remain current.

To set up this pipeline, create a new azure-pipelines.yml file in your repository root. The following YAML
script outlines the pipeline:

trigger:
- main
pool:
vmImage: 'ubuntu-latest'
steps:
- task: UsePythonVersion@0
inputs:
versionSpec: '3.12'
addToPath: true
- script: |
python -m pip install --upgrade pip
pip install requests pyyaml
displayName: 'Install dependencies'
- script: python leanix_service_discovery.py
displayName: 'Invoke Manifest Parser'

Bitbucket CI/CD Discovery

The Bitbucket pipeline outlined here automatically updates your microservices on each push to the main
branch, ensuring your microservice fact sheets remain current.

To set up this pipeline, create a new bitbucket-pipelines.yml file in your repository root. The following
YAML script outlines the pipeline:

pipelines:
default:
- step:
name: Update Microservice
image: python:3.12
script:
- pip install --upgrade pip
- pip install requests pyyaml
- python leanix_service_discovery.py

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GitHub CI/CD Discovery

The GitHub pipeline outlined here automatically updates your microservices on each push or pull request to
the main branch, ensuring your microservice fact sheets remain current.

To set up this workflow, create a new GitHub workflow in your repository under .github/workflows. For
instructions, refer to the GitHub documentation .

The following YAML script outlines the workflow:

name: Microservice Workflow

on:
pull_request:
types:
- closed
branches: [main]
env:
LEANIX_API_TOKEN: ${{ secrets.LEANIX_API_TOKEN }}
LEANIX_SUBDOMAIN: ${{ vars.LEANIX_SUBDOMAIN }}
jobs:
update_microservice:
runs-on: ubuntu-latest
env:
REPOSITORY_URL: ${{ github.repositoryUrl }}
steps:
- name: Checkout code
uses: actions/checkout@v2
- name: Set up Python
uses: actions/setup-python@v2
with:
python-version: "3.12"
- name: Install Python dependencies
run: |
python -m pip install --upgrade pip
pip install requests pyyaml
- name: Invoke Manifest Parser
run: python leanix_service_discovery.py

GitLab CI/CD Discovery

The GitLab CI/CD pipeline outlined here automatically updates your microservices on each push or merge
request to the main branch, ensuring your microservice fact sheets remain current.

 Note

Before proceeding, check your repository configuration in GitLab. If the default branch name is master,
adjust the YAML script to use the correct branch name.

To set up this pipeline, create or update your .gitlab-ci.yml file in your repository root. The following YAML
script outlines the pipeline:

stages:

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 - update_microservice
update_microservice:
image: python:3.12
script:
- pip install --upgrade pip
- pip install requests pyyaml
- python leanix_service_discovery.py
only:
- main

7.3.4 Manifest File and Schema

Manifest file for microservice discovery and the manifest schema.

You can set up microservice discovery by following the configuration-as-code approach, which involves using
a manifest file to define each microservice's characteristics and metadata. The manifest file is stored in a
version-controlled repository, typically alongside the source code of the microservice. For detailed information,
see Microservice Discovery in Your CI/CD Pipeline [page 1362].

Storing Manifest Files in Repositories

A manifest file describes only one microservice. Depending on your repository setup, you may need to store
one or more manifest files in the repository.

• Single repository: For a single repository that contains one microservice, place the manifest file in the root
directory of the repository. Example structure:

/microservice-repo
leanix.yaml
src/
tests/
README.md

• Monorepo: For a monorepo that contains multiple microservices, place each manifest file in the
subdirectory of the microservice it represents. Example structure:

/monorepo
/microservice-one
leanix.yaml
src/
tests/
/microservice-two
leanix.yaml
src/
tests/
/microservice-three
leanix.yaml
src/
tests/
README.md

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Manifest File

Here's an example SAP LeanIX manifest file:

version: 1
metadata:
name: disputes-service-v1
externalId: disputes-service-v1
description: |
A microservice responsible for payment disputes.
This service handles payment transaction disputes and is an integral part of
our payment ecosystem.
type: Backend
repository:
url: https://example.com
status: active
visibility: private
applications:
- factSheetId: fa787383-7233-4896-8fad-c1f1bef30dd2
- externalId:
id: applicationId
value: app-002
tags:
- tagGroupName: Domain
tagNames:
- Payments
- tagGroupName: Location
tagNames:
- AWS-EU1
- AWS-EU2
teams:
- factSheetId: 63eda74c-57f7-4768-b1c9-3b2813b11504
- factSheetId: afd1ee0f-095b-4c68-88f6-d3628070ce18
- externalId:
id: teamId
value: team-002
resources:
- name: Disputes Process Flow
type: documentation
url: https://myorg.atlassian.net/wiki/spaces/disputes
description: Disputes process flow and diagrams

Manifest Schema

The following sections detail the attributes supported by the manifest file.

Version

The version of the manifest file schema is specified in version. Currently, only version 1 is supported.

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Metadata

The metadata section of the manifest file defines the characteristics of your microservice.

Attribute Required Description

name Yes The name of the microservice.

externalId Required for microservice discovery in The unique identifier of the microser-
your CI/CD pipeline [page 1362]. When vice in the external system. It must be
using the GitHub Enterprise integration globally unique, ensuring that multiple
[page 1345], the value is populated au- microservices don't share the same ex-
tomatically. ternal ID.

description No The description of the microservice.

type No The type of the microservice. It must

match one of the values in the
lxMicroserviceType field prede-
fined in the meta model configuration,
such as backend, ui, or data. If
no type is passed, the default value
backend is used.

repository No The details of the repository where the

microservice is hosted, including url,
status, and visibility.

We recommend a set of guidelines for formatting service names, especially for popular vendors. This uniform
formatting helps maintain consistency and makes it easier to manage and locate services. The out-of-the-box
Git integrations will follow this external ID schema. By adhering to this convention, you won't need any
migration effort once we support that Git system.

Provider Format Example

GitHub {organization}/{repo- acme/banking-portal/

name}/{servicename} payment-engine

GitLab {group}/{repo-name}/ acme/banking-portal/

{servicename} payment-engine

Bitbucket {workspace}/{repo-name}/ acme/banking-portal/

{servicename} payment-engine

Azure {organization}/{repo- acme/banking-portal/

name}/{servicename} payment-engine

Applications

Microservices play a crucial role in supporting business applications. They are essentially small, independent
services that work together to run a complex application. Each microservice is a self-contained unit that
performs a unique function within the broader application ecosystem.

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The applications section is necessary to establish the correct association between the microservice and the
corresponding business applications. Microservices can be linked to multiple business applications, so you can
provide multiple different business application fact sheets.

Attribute Required Description

factSheetId Required if name is not provided The IDs of business application fact
sheets.

name Required if factSheetId is not pro- The names of business application

vided fact sheets, corresponding to the full
names.

externalId Required if factSheetId and name The externalId of business applica-

are not provided tion fact sheets.

 Note

If you provide the factSheetId, name, and externalId attributes, the system prioritizes them in this
order: factSheetId first, followed by externalId, and then name.

Tags

In the tags section within the manifest file, you can assign tag groups and tags to your microservice. To learn
more about tags, see Tags [page 656].

Attribute Required Description

tagGroupName No The name of the tag group to assign to

the microservice.

tagNames No A list of tags from the tag group to as-

sign to the microservice.

Teams

In the teams section within the manifest file, you can define the teams that own the microservice. Team is a
subtype of organization fact sheets. For additional information about subtypes, see Organizations Fact Sheet
Subtypes [page 128].

Attribute Required Description

factSheetId Required if name is not provided The IDs of team fact sheets, showing
the owning teams.

name Required if factSheetId is not pro- The names of team fact sheets, corre-
vided sponding to the full names.

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Attribute Required Description

externalId Required if factSheetId and name The externalId of team fact sheets.
are not provided

 Note

If you provide the factSheetId, name, and externalId attributes, the system prioritizes them in this
order: factSheetId first, followed by externalId, and then name.

Resources

In the resources section within the manifest file, you can define the resources associated with your
microservice. For more information, see Storing Resources on Fact Sheets [page 595].

Attribute Required Description

name Yes The name of the resource.

type Yes The resource type. You can find a list

of supported resource types in the API
documentation.

url No The URL of the resource.

description No The description of the resource.

Repository

The repository section within the metadata part of the manifest file provides details about the repository
hosting the microservice.

Attribute Required Description

url Yes The URL of the repository hosting the

microservice code.

status No The status of the repository, indicating

whether it's ACTIVE or ARCHIVED.

visibility No The visibility of the repository, specify-

ing whether it's INTERNAL, PRIVATE,
or PUBLIC.

 Note

Ensure that the tag groups, applications, and teams that you want to associate with your microservice exist
in your SAP LeanIX workspace.

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7.3.5 Software Bill of Materials (SBOM)

To understand and manage dependencies among your microservices, generate SBOM files and ingest them
into SAP LeanIX using our API.

Introduction

Software Bill of Materials (SBOM) files play a vital role in managing and understanding dependencies among
microservices. These files, typically adhering to the widely-used System Package Data Exchange (SPDX) or
CycloneDX format, provide a comprehensive inventory of all software components, libraries, and modules
used by a microservice.

Using SBOMs offers a systematic approach to tracking and managing these components. This practice
not only ensures compliance with licensing requirements but also aids in identifying potential security
vulnerabilities. Furthermore, it offers a granular understanding of your software supply chain, contributing
to more informed decision-making and risk management.

Maintaining accurate and up-to-date SBOMs is an industry best practice. It aids in software security and helps
manage risks in the software supply chain. Additionally, in many regulations, SBOMs are required for regulatory
compliance, making them an essential part of software packages.

 Note

SAP LeanIX does not offer capabilities for automatic SBOM generation. You can generate SBOMs using a
method of your choice and import them to SAP LeanIX using the Self-Built Software Discovery API . To
learn more about generating SBOMs, see Generating SBOMs [page 1378].

Generating, Uploading, and Viewing SBOMs

With the ability to generate, upload, and explore SBOMs, you can maintain a real-time view of your software
inventory, enabling proactive management of your software development lifecycle.

To work with SBOMs in SAP LeanIX, follow these steps:

1. Generate SBOMs: You can generate SBOMs at various stages of your Software Development Lifecycle
(SDLC), including container registries, CI/CD pipelines, security tooling, and Source Control Management
(SCM) tools like GitLab, Bitbucket, and GitHub. For guidance on generating SBOMs, refer to Generating
SBOMs [page 1378].

 Note

For the CycloneDX format, only SBOM components of the type library can be processed. If you're
using other component types that are not supported, please submit your feedback .

2. Upload SBOMs into SAP LeanIX: Ingest your SBOMs into SAP LeanIX using the Self-Built Software
Discovery API . The API integrates seamlessly with your build processes, allowing for automatic
ingestion of SBOM data generated during your software's build process. This ensures a near real-time
view of your software composition.

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 Currently, the API doesn't detect individual versions of the underlying technologies that carry a lifecycle
to then link them to the reference catalog. The API only supports technology standards management
capabilities (not obsolesce risk management). To learn more about automated tech stack discovery from
SBOMs, see Tech Stack Discovery from SBOMs [page 1383].
To upload a SBOM file and link it to a fact sheet, make a POST request to the /factSheets/
{factSheetId}/sboms endpoint. To learn how to authenticate your API requests, refer to Authentication
to SAP LeanIX Services [page 1792].
Example cURL request:

curl --request POST \

--url https://{SUBDOMAIN}.leanix.net/services/technology-discovery/v1/
factSheets/{factSheetId}/sboms \
--header 'Authorization: Bearer {TOKEN}' \
--header 'content-type: multipart/form-data' \
--form 'sbom=@/Documents/SBOM.json;type=application/json'

3. View SBOMs in the Explorer: View ingested SBOMs in the SBOM Explorer in SAP LeanIX. The SBOM
Explorer helps you understand and manage your open-source dependencies within the business context,
relating to your applications, teams, and other objects. It allows you to track these dependencies
during cybersecurity incidents and take swift action to address risks and compliance issues. For more
information, see SBOM Explorer [page 1382].

By leveraging SBOMs within SAP LeanIX, you gain a comprehensive understanding of your software
components, their dependencies, and potential vulnerabilities. This understanding empowers you to manage
compliance, mitigate risks, and make informed decisions about your software supply chain.

Permissions

Permissions for SBOMs define who can view and upload SBOM data. Admins manage these permissions for
non-admin roles in the User Roles and Permissions section of the administration area. For more information
about permission levels, refer to Role-Based Permissions [page 1126].

Permissions for SBOMs

Permission Description User Roles

Read Permission to view SBOM data. By default, this permission is assigned

to the following roles:
• Grants access to the SBOM ex-
plorer, including viewing SBOM • Admin
files, components, and metadata. • Member
• Ideal for security teams, architects,
Admins can manage this permission for
or engineers who need to review
non-admin roles.
SBOMs but should not modify the
inventory.

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Permission Description User Roles

Upload Permission to update SBOM data. By default, this permission is only as-
signed to admins.
• Allows users to upload new SBOM
files to microservices or other fact
 Tip
sheets.
• Recommended only for teams re- You can grant the upload permis-

sponsible for CI/CD, build pipe- sion to non-admin users responsi-

lines, or dependency management. ble for uploading SBOM data, con-

sidering your security and permis-
sion management requirements.

If a stricter division of responsibili-

ties is needed, you can grant the
upload permission independently
of the read permission.

Additional Resources

To learn more about SBOMs and explore available tools, refer to:

• awesome-sbom , providing a curated list of SBOM-related tools, frameworks, blogs, podcasts, and
articles
• SBOM Resources Library from the Cybersecurity and Infrastructure Security Agency (CISA)
• CycloneDX
• SPDX

7.3.5.1 Generating SBOMs

Explore the requirements for SBOM files and get an overview of the methods for generating them.

Requirements for SBOMs

• Libraries must have a valid purl (package URL), as specified in the Package URL Specification .
• For the CycloneDX format, only SBOM components of the type library can be processed.

 Note

SAP LeanIX does not offer capabilities for automatic SBOM generation. You can generate SBOMs using a
method of your choice and import them to SAP LeanIX using the Self-Built Software Discovery API . In
this context, SAP LeanIX is a downstream consumer, not producer.

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 SAP LeanIX does not check the quality or sanitize your SBOMs. To evaluate their quality, you can use any
third-party tools such as sbomqs .

Methods for Generating SBOMs

Generating SBOMs can be achieved through various methods, each with its unique strengths and weaknesses.
These methods can be broadly categorized into centralized and decentralized approaches.

Regardless of the method chosen, our Self-Built Software Discovery API supports seamless import of
SBOMs from any source, allowing you to choose the method that best fits your organization's needs and
workflows.

 Note

Ensure that you generate SBOMs following your organization's security and compliance guidelines. SAP
LeanIX does not provide these guidelines.

Centralized Methods

Centralized methods involve generating SBOMs from a central point in the software development lifecycle.
These methods typically provide a holistic view of the software components.

• CI/CD pipeline: SBOMs can be generated as part of the build process in your CI/CD pipeline. This method
ensures that the SBOM is always up-to-date with the latest version of your software. For more information,
see Generating SBOMs in Your CI/CD Pipeline [page 1380].
• Container registry: If your organization uses a container registry, you can generate SBOMs directly from the
images stored in the registry. This method is particularly useful for organizations that use containerized
applications heavily.
• Security tooling: Many security tools, particularly those focused on Software Composition Analysis (SCA),
can generate SBOMs. These tools can provide additional insights into potential security vulnerabilities
within your software components.
• Vendor-specific tools: Some software vendors provide tools or features for SBOM generation as part
of their products. For example, Microsoft provides an SBOM feature as part of its Software Assurance
program.
• Third-party services: There are also third-party services that can generate an SBOM for your software.
These services typically use a combination of automated scanning and manual review to ensure the SBOM
is accurate and complete.

Decentralized Methods

Decentralized methods involve generating SBOMs at various stages or points in the software development
lifecycle. These methods can provide more granular insights into the software components.

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• Software scanning tools: These tools can automatically scan a codebase to identify all the components and
their dependencies. They can generate an SBOM that includes information about each component, such
as its version, license, and any known vulnerabilities.
• Package managers: Many programming languages have package managers (like npm for JavaScript, pip
for Python, or Maven for Java) that keep track of all the packages used in a project and their dependencies.
These package managers can often generate an SBOM as part of their functionality.
• Build tools: Build tools like Gradle or Ant can also generate an SBOM as part of the build process. They
have a complete view of the software components used in the build and can output this information in a
suitable format.
• Open source tools: There are open source tools available specifically for SBOM generation, such as
CycloneDX and SPDX tools. These tools are designed to create SBOMs that adhere to specific standards,
making it easier to share and analyze this information.
• Manual creation: While less common and more time-consuming, SBOMs can also be created manually.
This method might be used in smaller projects or in cases where automated tools are not available or
suitable.

Generating SBOMs in Your CI/CD Pipeline

Integrating the generation of SBOM files into the development process can be achieved through a variety of
methods. However, one of the most prevalent and effective approaches is creating SBOM files within CI/CD
pipelines. This practice is widely recognized as an industry best practice due to its efficiency and reliability.

This approach integrates the generation of SBOM files directly into the build process. As a result, with each
iteration of a new build, a corresponding SBOM is concurrently created and preserved as a build artifact. This
method ensures that the SBOM is continuously updated to reflect the latest build, thereby maintaining its
relevance and accuracy.

The exact process of generating SBOM files depends on the programming language and tools you're using.

 Note

SAP LeanIX supports both SPDX and CycloneDX formats for SBOM files. To automate the generation of
these files in your CI/CD pipeline during the build process, we recommend using trusted CycloneDX or
SPDX plug-ins, depending on your preference.

CycloneDX

To view a list of available CycloneDX plug-ins for various programming languages, visit the CycloneDX
project . For plug-in installation and SBOM generation instructions, refer to the respective plug-in
documentation. The following table contains links to CycloneDX plug-ins for some popular programming
languages.

Language CycloneDX Plug-In

Java CycloneDX Maven Plugin

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Language CycloneDX Plug-In

Java/Kotlin CycloneDX Gradle Plugin

.NET CycloneDX module for .NET

Javascript cyclonedx-npm

Python CycloneDX Python SBOM Generation Tool

Go cyclonedx-gomod

Ruby CycloneDX Ruby Gem

SPDX

To view a list of available SPDX plug-ins for various programming languages, visit the SPDX project . For
plug-in installation and SBOM generation instructions, refer to the respective plug-in documentation. The
following table contains links to SPDX plug-ins for some popular programming languages.

Language SPDX Plug-In

Java SPDX Maven Plugin

Java/Kotlin SPDX Gradle Plugin

Python SPDX Tools Python

Go SPDX Tools Golang

Generic (CLI) SPDX SBOM Generator

Additional Resources

In addition to the methods discussed in this guide, there are several other tools available that you can use to
generate your SBOM files. These tools offer different features and capabilities, and you may find some of them
better suited to your specific needs.

• CDXGEN
• Trivy
• Syft
• OSS Review Toolkit

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7.3.5.2 SBOM Explorer

The SBOM explorer helps you understand your open-source libraries' usage, manage them, track them during
cybersecurity incidents, and quickly take action to address risks and compliance issues.

Introduction

The SBOM explorer helps you understand and manage the open-source libraries used in your organization.
It also helps you effectively manage dependencies, reduce risks, ensure compliance, and improve software
development and IT operations.

With the software bill of materials view, you can:

• Understand open-source usage: Understand how open-source libraries are used across your organization's
IT infrastructure, including which microservices depend on them, which applications they support, etc.
• Track affected parts during cybersecurity incidents: Quickly identify which parts of your IT system are
impacted during cybersecurity incidents, like the log4shell vulnerability.
• Formulate immediate risk mitigation initiatives: Take swift action to address vulnerabilities, for example, by
prioritizing updates or patches to affected components.

SBOM Explorer

Permissions

By default, admins and members have permission to view the SBOM explorer. Admins manage this permission
for non-admin roles in the User Roles and Permissions section of the administration area. For more information
about SBOM permissions, refer to Permissions [page 1377].

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Using the SBOM Explorer

To access the SBOM explorer, on the navigation bar, choose More > Software Bill of Materials. Here, you find a
list of all open-source libraries identified across your IT landscape. You can search within this list, apply filters
from the drop-down menu at the top, and sort the columns by clicking on the column titles. For example, using
the filter function, you can assess license risks by filtering for unpermitted licenses or quickly locate items with
known risks through the search function.

Select any item in the list to expand the row and view its sub-components. Clicking on an item opens a pane
on the right, providing more details such as license information, version specifics, dependent microservices,
associated teams, related applications, and more. This allows you to quickly assess the blast radius and
identify which parts of your IT system are at risk during cybersecurity incidents. You can filter items by package
manager and namespace, enabling you to view the use of components company-wide and plan your roadmap.

Using the SBOM Explorer

7.3.6 Tech Stack Discovery from SBOMs

Automatically discover tech stacks from ingested SBOMs. Add custom tech stacks manually to complete your
technology portfolio.

Introduction

SAP LeanIX facilitates the automated discovery of technology stacks from ingested SBOMs. This operation is
conducted automatically in the background, eliminating the need for additional configurations.

SAP LeanIX uses a curated reference catalog to match detailed SBOM components with corresponding tech
stack items. When a library matches a tech stack, an IT component is created and linked to the relevant

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microservice. If multiple libraries match a single tech stack, they are consolidated. Currently, tech stack
discovery supports the identification of frameworks and databases.

This automatic and continuous detection and cataloging of tech stacks aid in streamlining your organization's
technology stack. The tech radar report further supports this effort by offering a comprehensive visual
representation of your technology landscape. For more information, refer to Radar Report [page 717].

In addition to automated discovery, you can also add custom tech stacks manually to complete your
technology portfolio.

The following image illustrates how tech stack discovery works.

Tech Stack Discovery Process

Prerequisites

Provision your workspace for self-built software discovery. Ensure that the Enable tech stack discovery using
SBOM checkbox is enabled. For detailed information, see Workspace Setup for Self-Built Software Discovery
[page 1341].

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Permissions

By default, admin users can view and update tech stacks. As an admin, you can grant these permissions to
non-admin roles in the User Roles and Permissions section in the administration area. For details, see User
Roles and Permissions [page 1124].

Discovering and Creating IT Components

IT components that don’t provide lifecycle information are discovered and created as fact sheets in SAP
LeanIX. This process helps you understand and inform tech stack standardization.

The following image illustrates how the process of discovering IT components works.

Discovering IT Components from SBOM Components

To analyze SBOM components that you uploaded, you can use the SBOM explorer. To learn more, see SBOM
Explorer [page 1382].

Viewing Tech Stacks

To view tech stacks, go to the inventory, then choose Inventory Tools > Tech Stack Discovery. On the Tech Stack
Discovery page, you can view tech stacks and their corresponding fact sheets. The status indicates whether a
matching tech stack from the reference catalog is found for an ingested SBOM component. Possible statuses
include:

• Discovered: A matching tech stack from the reference catalog is found for an SBOM component. An IT
component fact sheet is automatically created and linked to the reference catalog. Relations between an IT
component and the corresponding microservice fact sheets are created.
For tech stacks you add manually, relations are created for the IT component you specify. No new IT
components are automatically created in this case.

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• Not Discovered: No matching tech stack from the reference catalog is found for an SBOM component.

To view details for a tech stack, select it on the Tech Stack Discovery page. If discovered, a matching IT
component fact sheet and linked microservices appear in the right pane.

SBOM components are matched with tech stacks from the reference catalog based on their unique purls
(package URLs). You can view purl matching rules for a component in the right pane under Purl Matching Rule.
For each rule, the count of microservices is displayed when applicable.

Viewing Tech Stack Details

Adding Custom Tech Stacks Manually

Users with "Write" permission for tech stack discovery can manually add custom tech stacks and specify purl
matching rules for incoming purls. This lets you capture tech stacks that are not automatically discovered from
ingested SBOMs based on reference catalog data, which is particularly useful for:

• Your organization’s custom frameworks.

• Tech stacks not present in the reference catalog.

By adding custom tech stacks, you complete your technology portfolio in SAP LeanIX. You can also exclude
specific tech stacks to prevent capturing unwanted technologies. This increases data transparency and lets
you manage your self-built software items in one place.

When adding a custom tech stack, you select an IT component fact sheet and define a purl matching rule. The
system uses this rule to match incoming SBOMs and containing purls to reference catalog items. If there are
matches, the system creates a tech stack and links the IT component you selected to the relevant microservice
fact sheets.

 Note

When you add or update custom tech stacks, the system processes new ingested SBOMs based on the
defined rules. Existing imported SBOMs are processed retroactively.

Purl Matching Rules

With purl matching rules, you can curate your tech stack portfolio. You can include technologies that aren't
automatically discovered or exclude those that shouldn't be imported.

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Users with "View" permission for tech stack discovery can view purl matching rules. This ensures transparency
in how tech stacks are derived from SBOM data.

The image below provides an example of a purl matching rule and the matched items.

Purl Matching Rule

Adding a Custom Tech Stack

1. On the Tech Stack Discovery page, choose Add Tech Stack.
2. Follow the steps in the tech stack creation modal.

Managing Custom Tech Stacks

Users with "Write" permission for tech stack discovery can do the following:

• Edit custom tech stacks, including purl matching rules.

• Delete custom tech stacks. When you delete a custom tech stack or a purl matching rule, the relations
between an IT component and microservices are removed. However, no fact sheets are deleted in this
scenario. The Tech Stack Discovery ID value on the IT component is also removed.

To perform these actions, select a custom tech stack on the Tech Stack Discovery page by applying a filter,
then choose an action on the right-side pane.

Technical Details

The process of automatically discovering tech stacks from ingested SBOMs involves the following steps:

1. You ingest SBOMs into SAP LeanIX using the GitHub Enterprise integration [page 1345] or by directly
uploading them through the Self-Built Software Discovery API .
Here is an example request that demonstrates how to upload SBOMs using the Self-Built Software
Discovery API:

curl --request POST \

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 --url https://{SUBDOMAIN}.leanix.net/services/technology-discovery/v1/
factSheets/{factSheetId}/sboms \
--header 'Authorization: Bearer {TOKEN}' \
--header 'Content-Type: multipart/form-data' \
--form 'sbom=@/Documents/SBOM.json;type=application/json'

2. The system parses individual SBOM components to produce the SBOM view.
3. Asynchronously, the backend processes the SBOM components provided as part of the SBOM. It matches
them against the reference catalog using the core purl .
There might be a delay of a few seconds between SBOM ingestion through the API and tech stack
creation. This delay occurs because we use eventing for library processing. Learn more about eventual
consistency .
Example: For the incoming purl pkg:maven/org.springframework.boot/[spring-boot-
starter@2.3.5](mailto:spring-boot-starter@2.3.5), here's the JSON of the matched IT
component:

{
"name": "Spring Boot",
"purl": "pkg:maven/org.springframework.boot/spring-boot-starter",
"description": "Spring Boot makes it easy to create stand-alone, production-
grade Spring based Applications that you can 'just run'. It simplifies Spring
configuration."
}

4. If the system finds a match, it uses the microservice ID from step 1 to create an IT component of subtype
software for the microservice fact sheet.

IT Component Discovered from a SBOM

7.3.6.1 Using the MCP Server for Tech Stack Management

Manage tech stack data programmatically through the MCP server.

Overview

You can connect AI agents and custom applications to your SAP LeanIX workspace through the MCP server to
access and manage tech stack data programmatically. The MCP server exposes dedicated tools for tech stack
data. To learn more about using MCP tools, refer to Tools [page 880].

For additional information about the MCP server, refer to MCP Server [page 879].

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Benefits

• AI-powered governance: You can connect AI agents to automatically query, analyze, and manage tech
stacks. You can also automatically create tech stacks for newly discovered frameworks based on your
defined detection patterns and governance policies.
• Automated compliance: Automate workflows to flag prohibited technologies using custom PURL rules.
You can preview and test PURL rules programmatically before implementation. This helps governance
teams act quickly, enhancing compliance and reducing manual oversight.
• Integration workflows: Connect tech stack discovery with your CI/CD pipelines, bots, or custom
dashboards for real-time technology insights. This helps you integrate tech stack management into your
existing architecture and governance practices.
• Inner-source management: Programmatically create and manage tech stacks for internal frameworks,
allowing for automated tracking of technology adoption across teams.
• Natural language operations: Perform operations with tech stacks using natural language, simplifying
complex queries and actions without the need for technical expertise. For example, you can retrieve data
by asking questions like "Which microservices use outdated Java libraries?"

Permissions

Authentication to the MCP server is supported through API tokens that are associated with user roles. Admins
configure permissions for each role to define access levels. To manage tech stacks through MCP, you need the
appropriate write or edit permissions for tech stack discovery. For more details, see:

• Permissions for tech stacks [page 1385]

• API token permissions for the MCP server [page 883]

Example Use Cases

• Searching and discovering tech stacks:

• Query tech stacks by name, status (discovered or not discovered), assessment category, or source.
• Filter by linked fact sheets to understand relations between technologies.
• Efficiently paginate through large tech stack inventories.
• Detailed analysis of tech stacks:
• Retrieve complete tech stack configurations, including PURL matching rules.
• Understand which microservices use specific technologies.
• Access linking status and autolinking configurations.
• Testing PURL rules:
• Preview which packages match your PURL patterns before committing.
• Test single or combined expressions with AND/OR operators.
• See affected microservices and total match counts.

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• Automatic creation of tech stacks:
• Create custom tech stacks programmatically for inner-source frameworks.
• Define PURL matching rules using PREFIX, SUBSTRING, or SUFFIX modes.
• Automatically link tech stacks to existing IT component fact sheets.

7.4 SAP Discovery

Identify and manage your organization's SAP systems, services, and custom-built extensions

Overview

SAP discovery in SAP LeanIX automates the identification and management your organization's SAP systems,
services, and custom-built extensions. It integrates directly with SAP environments to keep your application
inventory accurate, up-to-date, and aligned with transformation goals.

Benefits

• Maintain an up-to-date inventory of your landscape through automated discovery.

• Easily understand and model the discoveries aligned with SAP best practices.
• Identify and discover all SaaS, SAP on-premise cloud products and services, and SAP extensions.
• Use catalogs to enrich fact sheets and ensure data completeness.
• Evaluate and compare your SAP architecture based on business capabilities and criticality to pinpoint
your starting point.
• Plan your transformation knowing your current SAP landscape, including SAP extensions.

Available Integrations

SAP discovery supports multiple integrations. Each is configured individually, but together they deliver
recommendations in one inbox to help keep your inventory current and complete. To automate the discovery of
SAP systems, services, and extensions, set up one or more of the following integrations:

• SAP Cloud ALM Integration for SAP Discovery [page 1391]: Set up discovery for SAP cloud and on-premise
services and systems.
• SAP Build Integration for SAP Discovery [page 1399]: Set up discovery for applications in your
organization's SAP Build projects
• SAP BTP, Cloud Foundry Integration for SAP Discovery [page 1401]: Set up discovery of applications
deployed into SAP BTP, Cloud Foundry environments and the SAP BTP services bound to them.

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They also integrate seamlessly with the SAP LeanIX reference catalog, ensuring synchronized and enriched
data across application and IT component fact sheets.

SAP Discovery Inbox

The SAP discover inbox displays systems, services, and custom-built applications found in your SAP
landscape. You can use the inbox to review these items, link them to existing fact sheets, and create and
link new fact sheets. If any of the discovered items aren’t relevant to you, you can always reject them.

For detailed information, refer to SAP Discovery Inbox [page 1405].

SAP Discovery Inbox with Discoveries

7.4.1 SAP Cloud ALM Integration for SAP Discovery

Automatically discover and inventory SAP systems and services, ensuring an up-to-date overview of your SAP
landscape.

Overview

The SAP Cloud ALM integration for SAP discovery automatically discovers and inventories your SAP cloud and
on-premise systems and services, delivering a continuously updated and accurate view of your SAP landscape.

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Discovered systems and services are listed in the SAP discovery inbox, where you can create new fact sheets or
link them to existing ones.

When you link a service or system to a fact sheet, the system also links that fact sheet to the related reference
catalog items and synchronizes relevant catalog data. This data includes applications, IT components, and
providers. If your workspace doesn’t contain the related IT component or provider fact sheets, SAP LeanIX
creates them. This supports faster and more precise ERP transformation planning and helps you keep your
application landscape aligned with ongoing changes.
Hosting Options for SAP Solutions

Benefits

To successfully plan and implement transformation initiatives, you need clear, up-to-date visibility into your
SAP landscape. The integration provides this transparency by offering key benefits such as:

• Comprehensive insight into the current SAP ecosystem.

• Streamlined collection and maintenance of SAP landscape information by creating and linking fact sheets
in line with our SAP Modeling Best Practices [page 153].
• Up-to-date, accurate information through continuous discovery of your SAP landscape helps you evaluate
your current architecture and identify dependencies and risks.
• Informed decision-making for application rationalization, modernization, and ERP transformation
initiatives.

Scope

Currently, the integration supports the following:

• SaaS products and SaaS ERP entries

• SAP Private Cloud products and SAP Private Cloud ERP entries

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• SAP On-Premise products, including ERP systems
• SAP system information

 Note

Systems deployed in a private cloud or on-premise are only discovered by SAP LeanIX if they are uploaded
to the Landscape Information Service (LIS). When automated updates are enabled, this upload occurs
automatically in the SAP Solution Manager. You can verify this configuration in SAP for Me.

On-premise environments may contain incomplete or missing data due to:

• Network restrictions (for example, firewalls)

• Misconfigurations
• Data transfer limitations

If automated updates cannot be enabled, typically for non-ABAP, non-JAVA, or non-HANA systems, you
must register these systems manually. Manually registered systems without automated updates are not
uploaded to LIS and therefore will not be discovered by SAP LeanIX.

Limitations

Since SAP LeanIX uses data from SAP Cloud ALM, it can only discover systems and services that SAP Cloud
ALM supports. To view the full list of supported solutions, refer to SAP Cloud ALM Supported Solutions.

In addition, the integration does not support the following SAP Cloud ALM systems and services:

• SAP SaaS Products: BTP (PaaS) services, BTP sub-accounts, niche products, and certain product
modules are not discovered. RISE Starter Systems are also excluded.
• SAP Private Cloud Products: Filters out HANA, BTP, and other niche products, because these are
categorized as infrastructure. This includes all systems hosted in NS2 .
• SAP On-Premise Products: Filters out S/4HANA and S/4HANA Cloud systems to exclude cloud-based
offerings from on-premise discovery results.

 Note

Services and systems that are not modeled as applications according to our modeling best practices are
automatically skipped and not listed in the SAP discovery inbox. To learn more about SAP application
modeling, refer to SAP Modeling Best Practices [page 153].

If some services aren’t visible in SAP Cloud ALM, your organization may not have subscribed to them in the
SAP BTP cockpit. If you are subscribed to the services but they are still missing, refer to the Troubleshooting
Guide .

 Note

Discovery of SAP BTP Services is planned. Refer to the SAP LeanIX Product Roadmap for updates.

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Detailed Guides

To learn more about the integration, refer to the following guides:

• Configuring the SAP Cloud ALM Integration [page 1394] - Set up the discovery of your SAP landscape.
• SAP Discovery Inbox [page 1405] - Review the discovered SAP systems and link them to fact sheets.

7.4.1.1 Configuring the SAP Cloud ALM Integration

Learn how to integrate SAP LeanIX with SAP Cloud ALM to automate the discovery of SAP systems and
services.

Overview

This guide explains how you can integrate SAP LeanIX with SAP Cloud ALM to automate the discovery of SAP
systems and services. After you provision your Cloud ALM instance, generate a service key in SAP BTP and
use it to establish a connection with SAP LeanIX. Once the setup is complete, you can start linking discovered
systems to fact sheets to enhance visibility and support effective modeling.

 Note

You do not need to use SAP Cloud ALM regularly to access SAP discovery.

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 How Discovery for Cloud ALM Works

Prerequisites

• Administrator access to SAP LeanIX.

• Global administrator access to an SAP BTP cockpit that has the Cloud ALM API registered. To find this
information in Cloud ALM, go to Administration > Landscape Management > Services and Systems. Search
for and select Cloud ALM and go to the Additional Details section of the Details tab.
• Additional requirements for SAP Private Cloud and SAP On-Premise discovery:
• Onboarding to the New Innovation of Enhanced Maintenance Planner. This step enables the data flow
from Landscape Information Service (LIS) to inbox to retrieve service data. For setup guidance, refer to
2921927 . Raise an incident to activate innovations for Managed Provisioning (MP).
• All relevant customer numbers are linked in Cloud ALM (if more than one). Learn more in 2632518 .

 Note

SAP discovery works with the S-user for your corporate group. You do not need to register
individual on-premise systems in SAP Cloud ALM.

• The system is enabled for automated updates. You can monitor the system status in SAP for Me
at: https://me.sap.com/systemdata/view/<yourSystemNumber>. To activate or register the
system for direct data transmission to the SAP Support Backbone, refer to:
• 2863831 – Perform an automated update with SAP Solution Manager or SAP Focused Run
• 2855951 – Perform a direct automatic upload without SAP Solution Manager or SAP Focused
Run

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 Additionally, you can verify the upload status in the Landscape Information Service (LIS) with
https://me.sap.com/landscapemap/000000000<yourSystemNumber>/checkResults.

 Tip

Ensure that the most recent upload status is displayed as working. If the status shows any other
value, choose it and follow the steps provided to resolve the issue.

Step 1: Provision Your Cloud ALM Instance

If you haven't started using SAP Cloud ALM, follow the steps in Requesting SAP Cloud ALM to set up the
service.

Step 2: Generate a Service Key in Your BTP Cockpit

To enable SAP LeanIX to access the SAP Cloud ALM API, create a service key for your SAP Cloud ALM
tenant in the SAP BTP cockpit. Insert the following JSON to define the required scopes. Make sure to replace
<your-instance-name> with the appropriate instance name.

For detailed steps, refer to Integrate SAP LeanIX.

{
"xs-security": {
"xsappname": "<your-instance-name>",
"authorities": [
"$XSMASTERAPPNAME.calm-api.landscape.read",
"$XSMASTERAPPNAME.calm-api.subscriptions.read"
],
"oauth2-configuration": {
"credential-types": [
"binding-secret"
]
}
}
}

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 Enabling API Access to SAP Cloud ALM

Step 3: Connect SAP LeanIX to SAP Cloud ALM

When you use SAP discovery, SAP LeanIX automatically uses the SAP Cloud ALM API to discover your SAP
cloud and on-premise systems and services. This process is independent of your use of SAP Cloud ALM.

To connect SAP LeanIX to SAP Cloud ALM, do the following:

1. In the administration area of SAP LeanIX, navigate to Integrations.

2. Choose Add Integrations.
3. Locate SAP Landscape Discovery and click Configure.
4. Under Select Capabilities, select the primary capabilities that you want the integration to discover. This
determines which SAP services and systems to include in the discovery process.
5. Optional: Under Additional Capability, enable the capture of SAP system-level information, such as the SAP
product, customer name, and installation number. This will be documented in system fact sheets (subtype:
SAP).
This allows you to:
• Identify all systems associated with a specific installation number.
• Assign responsibilities at the system level.
• Create diagrams and reports for systems relevant to specific transformation initiatives.
6. Copy the service key from the SAP BTP cockpit that you created in step 2 and paste it under Authenticate
via API.
7. Choose Save.

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 Connecting SAP LeanIX to the SAP Cloud ALM API

 Tip

If you set up your integration before the release of the on-premise discovery and SAP system discovery
features, you can enable these features at any time from the integration configuration page.

 Note

• Enabling the SAP system information capability extends the meta model by introducing the system
fact sheet type. To learn about system fact sheets, refer to System Modeling Guidelines [page 144] and
Modeling SAP Systems [page 158].
• If you activate this capability for an existing integration, you can still link the newly discovered system
fact sheets to suggested applications and IT components. For more information, refer to Linking
Discovered Items to Fact Sheets [page 1398].
• Once the system fact sheet is activated, it cannot be automatically rolled back and can only be
removed manually in the meta model configuration.

Linking Discovered Items to Fact Sheets

After you set up the integration, the discovery process identifies your SAP products and lists them in the SAP
discovery inbox. In the inbox, you can review the discovered items and link them to existing fact sheets, or you
can create and link new fact sheets. For more information, refer to SAP Discovery Inbox [page 1405].

When you link a cloud product to an application fact sheet, the corresponding reference catalog items
automatically link to that fact sheet. This linking ensures that catalog information is automatically
synchronized and continuously updated in the linked fact sheets. It also keeps IT component and provider
information current.

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The specific information that gets updated depends on the data fields that you select for synchronization. For
more details, refer to Applications in the Reference Catalog [page 1261] and IT Components in the Reference
Catalog [page 1267].

Viewing Synchronization Logs

Every 24 hours, SAP discovery generates synchronization logs for each discovery run. You can use the
synchronization logs to identify integration issues and get details on each failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find SAP-discovery in the table.

For more information on synchronization logs, refer to Synchronization Logging [page 1678].

7.4.2 SAP Build Integration for SAP Discovery

Connect SAP Build to SAP LeanIX to improve the visibility of self-built applications within your enterprise
architecture.

Overview

You can use SAP discovery to link SAP Build projects to new or existing fact sheets in SAP LeanIX. Using SAP
Build Process Automation as a gateway, you can connect SAP LeanIX workspaces to SAP Build instances
and their components in the SAP Business Technology Platform (SAP BTP), including SAP Build Apps, SAP
Build Code, and SAP Build Process Automation. Once connected, the SAP discovery feature also retrieves
contextual information from the SAP Cloud Management Service for SAP BTP.

 Note

You do not need to use SAP Build Process Automation regularly to access SAP discovery.

Prerequisites

• In SAP LeanIX:
• Administrator access to your workspace.
• Admin access to SAP Build Process Automation.
• Admin access to a service instance of “SAP Cloud Management Service” of SAP BTP with the service plan
“central-viewer”.

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The integration uses a service key to access the SAP Build Process Automation API. This method allows you to
manage access without relying on individual user accounts.

Step 1: Creating an SAP Build Process Automation Instance and Service Key

If you are not yet using SAP Build Process Automation, follow the instructions in the following guides to set up
the service:

1. Subscribe to SAP Build Process Automation (Standard Plan)

2. Create an SAP Build Process Automation Service Instance
• Under Service Plan, select “standard”.
• Under Parameters, add the following JSON parameters:

{"permissions":
["buildtime.administer"],"authorized-environments":
["$all"],"authorized-projects":
["$all"]}

3. Create a Service Key for the SAP Build Process Automation Instance

Step 2: Creating an SAP Cloud Management Service Instance and Service

Key

If you aren’t using SAP Cloud Management Service in the same SAP BTP subaccount as SAP Build, follow the
instructions in the guide Getting an Access Token for SAP Cloud Management Service APIs.

Your SAP Cloud Management Service Instance will need the central-viewer service plan (recommended) or
higher.

Step 3: Connecting SAP LeanIX to the SAP Build Instance

When you use SAP discovery, SAP LeanIX uses the SAP Build Process Automation API to discover your SAP
Build instances. This process is independent of your use of SAP Build Apps or SAP Build Code.

To connect SAP LeanIX to SAP Build, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Add Integration.
3. Select SAP Build and choose Configure.
4. Provide an integration name and choose Next.
5. Copy and paste the service key in the JSON format generated in the section “Creating an SAP Cloud
Management Service Instance and Service Key," and choose Next.
6. Copy and paste the service key in the JSON format generated in “Step 2: Creating an SAP Build Process
Automation Instance and Service Key,” and chose Verify credentials.

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7. Choose Finish.

Linking Discovered Items to Fact Sheets

After you set up the integration, the discovery process identifies your SAP Build projects and lists them in the
SAP Discovery Inbox. In the inbox, you can review the discovered items and link them to existing fact sheets, or
you can create and link new fact sheets. For more information, refer to SAP Discovery Inbox [page 1405].

When you link an SAP Build project to an application fact sheet, the corresponding reference catalog
items automatically link to that fact sheet. This linking ensures that catalog information is automatically
synchronized and continuously updated in the linked fact sheets. It also keeps IT component and provider
information current in their respective fact sheets.

The specific information that gets updated depends on the data fields you select for synchronization. For more
details, refer to Applications in the Reference Catalog [page 1261] and Applications in the Reference Catalog
[page 1261].

Viewing Synchronization Logs

Every 24 hours, SAP extension discovery generates synchronization logs for each discovery run. It retrieves this
data from SAP Build. You can use the synchronization logs to identify integration issues and get details on each
failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find SAP Build in the table.

For more information on synchronization logs, refer to Synchronization Logging [page 1678].

7.4.3 SAP BTP, Cloud Foundry Integration for SAP Discovery

Connect your SAP BTP, Cloud Foundry environment to SAP LeanIX to improve the visibility of self-built
applications within your enterprise architecture.

Overview

Use SAP discovery to link applications in an SAP BTP, Cloud Foundry environment to new or existing
fact sheets in SAP LeanIX. To enable the integration, add a platform user to the relevant Cloud Foundry
organizations and spaces. Then, onboard the user to SAP LeanIX. This setup connects SAP LeanIX workspaces
to SAP BTP, Cloud Foundry environments. It lets you access metadata about deployed applications, including
their service bindings.

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Once configured, SAP discovery also retrieves contextual information from the SAP Cloud Management
Service for SAP BTP.

 Note

This integration uses the Cloud Foundry API of the SAP BTP, Cloud Foundry environment. With the API, you
can manage access to spaces from a single integration in SAP LeanIX.

Prerequisites

• In SAP LeanIX:
• Administrator access to your workspace.
• Activate the BTP extension to the meta model. If it’s not yet activated, you'll be prompted to do so
when you activate the integration. This extension adds the needed entities to your workspace.
• A platform user in your custom instance (IAS tenant) of SAP Cloud Identity Service with:
• Active certificate generation. Learn how to enable users to generate and authenticate with certificates
in Enable Users to Generate and Authenticate with Certificates.
• Trust established for relevant SAP BTP global and subaccounts. Learn how to establish trust in
Establish Trust and Federation of Custom Identity Providers for Platform Users.
• Access to the relevant SAP BTP, Cloud Foundry organization and spaces with the roles “Org User” and
“Space Auditor”.
• Admin access to a service instance of SAP Cloud Management Service of SAP BTP with the service plan
"central-viewer".

Step 1: Create a Platform User in Your IAS Tenant

Create a platform user for the relevant Cloud Foundry organizations and spaces that you'll onboard to SAP
LeanIX. This connects SAP LeanIX workspaces to SAP BTP, Cloud Foundry environments and allows you to
read metadata about deployed applications, including their service bindings.

1. Set up trust and connect custom identity providers for platform users in your global account and relevant
subaccounts. Learn how in Establish Trust and Federation of Custom Identity Providers for Platform Users.

 Remember

Store the origin key and domain securely for later use. The origin key typically ends with -platform.

2. Enable users to generate and verify identity with certificates. Learn more in Enable Users to Generate and
Authenticate with Certificates.
3. Create a new user that you’d like to generate a certificate for (for example, for the user type selected in the
previous step). Learn how to create users in Create a New User.
1. Select Set initial password. Be sure to record the password that you set.
2. Save the new user.
If the email address of the new user doesn’t exist in the system, edit the user and check the box next to
Verify Email to validate the user’s email address.

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4. To set a new password, go to the Profile Management section of the default domain for the IAS tenant and
log on with the user created in step 3.
The URL is similar to https://<tenant ID>.accounts.ondemand.com/ui/protected/
profilemanagement.
5. Optional: If you don't know the subdomain, go to the subaccount in the SAP BTP Cockpit and choose Trust
Configuration. The Open link in the SAP BTP Cockpit column contains the URL behind?idp=.
For example, https://emea.cockpit.btp.cloud.sap/cockpit/?
idp=cidppuxhm.accounts.ondemand.com.
6. Generate and download a certificate for passwordless authentication. Follow the steps in Certificate
Authentication.

 Remember

Store the certificate password securely for later use.

Step 2: Create an SAP Cloud Management Service Instance and Service Key

To create a service instance and key, follow the instructions in the guide Getting an Access Token for SAP Cloud
Management Service APIs.

Your SAP Cloud Management service instance will need the "central-viewer" service plan (recommended) or
higher.

Step 3: Add the Platform User to SAP BTP, Cloud Foundry Organizations and
Spaces

You can control which spaces and organizations of the SAP BTP, Cloud Foundry environment should be
discovered by the SAP LeanIX integration by adding the platform user only to these spaces and organizations.
The platform user requires “Org User” and “Space Auditor” access only.

For more information, visit About Roles in the Cloud Foundry Environment.

To add a platform user to organizations and spaces in SAP BTP, Cloud Foundry, do the following:

1. In each organization, add the platform user with the role Org User. Select the origin of your custom identity
provider.
Learn about adding org members in Add Org Members.
2. In each space, add the platform user with the role Space Auditor. Select the origin of your custom identity
provider.
Learn about adding space members in Add Space Members
3. Note down all API endpoints for the relevant SAP BTP, Cloud Foundry environments.
You can find API endpoints on the subaccount overview page in the section Cloud Foundry Environment. For
more information, visit Regions and API Endpoints Available for the Cloud Foundry Environment.

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Step 4: Connect SAP LeanIX to SAP BTP, Cloud Foundry

When you use SAP discovery, SAP LeanIX uses the Cloud Foundry API to discover your applications deployed in
SAP BTP, Cloud Foundry environments.

 Tip

To connect different platform users, create separate integrations in SAP LeanIX.

To connect SAP LeanIX to the SAP BTP, Cloud Foundry environment, do the following:

1. Go to the administration area of SAP LeanIX and select Integrations.

2. Choose Add Integration.
3. Select SAP BTP, Cloud Foundry environment and choose Configure.
4. Provide an integration name, accept the meta model extension to add the microservice fact sheet subtype
to capture applications as part of a multitarget application, and choose Next.
5. Copy and paste the JSON service key generated in the section Creating an SAP Cloud Management Service
Instance and Service Key, and choose Next.
6. Provide the following details of the platform user and the relevant SAP BTP, Cloud Foundry environments:
• Its email address.
• The P12 certificate file.
• The password defined for the certificate.
• The domain of the custom IAS tenants, typically *.accounts.ondemand.com.
• The origin key defined when setting up trust between the subaccount and your custom IAS tenant. It
ends with *-platform and can be found in any subaccount under Security > Trust Management.
7. Select the relevant Cloud Foundry API endpoints of your Cloud Foundry environments.
You can find these in your subaccount under Overview > Cloud Foundry Environment.
8. Choose Finish.

Linking Discovered Items to Fact Sheets

After you set up the integration, the discovery process identifies your deployed applications and SAP BTP
services bound to them. It lists them in the SAP discovery inbox. In the inbox, you can review the discovered
items and link them to existing fact sheets or create and link new ones. For more information, see SAP
Discovery Inbox [page 1405].

Multitarget applications are represented as applications, and related applications are modeled with the
microservice fact sheet subtype. For more information about multitarget applications, visit Multitarget
Applications in the Cloud Foundry Environment.

When you link a deployed SAP BTP, Cloud Foundry application to an application fact sheet, the corresponding
reference catalog items automatically link to that fact sheet. This linking ensures that catalog information is
automatically synchronized and continuously updated in the linked fact sheets. It also keeps IT component and
provider information current in their respective fact sheets.

The specific information updated depends on the data fields that you select for synchronization. For more
details, refer to Applications in the Reference Catalog.

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Viewing Synchronization Logs

Every 24 hours, SAP discovery generates synchronization logs for each discovery run. It retrieves this data
from SAP BTP, Cloud Foundry. You can use the synchronization logs to identify integration issues and get
details on each failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find SAP BTP, Cloud Foundry in the table.

For more information on synchronization logs, refer to Synchronization Logging.

SAP BTP Meta Model Extension

SAP BTP extends the meta model by adding the microservice and business application fact sheet subtypes
to your meta model, preparing your workspace for discovery of BTP extensions. The meta model extension
includes the following:

• The microservice fact sheet subtype to capture microservices as an application subtype.

• A relation between microservice and business application fact sheet subtypes to indicate which business
applications use a specific microservice.

7.4.4 SAP Discovery Inbox

Discovered products, services, and extensions from your SAP landsscape appear in the SAP discovery inbox.
Learn how to create, link, and reject fact sheets related to discovered items.

Overview

Systems, services, and custom-built applications found in your SAP landscape appear in the SAP discovery
inbox. You can use the inbox to review these items, link them to existing fact sheets, and create and link new
fact sheets. If any of the discovered items aren’t relevant to you, you can always reject them.

SAP LeanIX automatically skips systems, services, and custom-built applications not modeled as applications.
It also skips items that aren't relevant for enterprise architecture based on our modeling best practices.
These items also don't appear in the inbox. This ensures that your fact sheets follow recommended modeling
standards. For more information, visit

To learn more, see SAP Modeling Best Practices [page 153].

You can also easily reject items that are not needed and focus only on those systems and services that are
relevant for enterprise architecture management.
SAP Discovery Inbox

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Accessing the SAP Discovery Inbox from the Inventory

 Note

Only users with admin rights can access the SAP discovery inbox. However, admins can grant access
to other roles by configuring permissions in the administration area. For more details, see Role-Based
Permissions [page 1126].

Granting permission to non-admin roles is useful in scenarios where discovered SAP items need to be
reviewed by SAP experts and consultants.

To access the inbox from the inventory, do the following:

1. Go to the Inventory.
2. Under Inventory Tools, select Discovery Inbox > SAP Discovery.

Filtering and Searching in the Discovery Inbox

Choose Filter to apply different parameters to the discovered SAP list items. Some parameters include:

Filter Parameter Description

Status Filter the list by the status of the discovered item, including
Linked, Action needed, or Rejected. This helps you identify
items that need your attention or review services you’ve al-
ready linked or rejected.

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Filter Parameter Description

Classification Filter by classification, such as SaaS Product (for example,

SAP Ariba Procurement), SaaS ERP (for example, SAP S/
4HANA Cloud), On-Prem System (for example, SAP Netwea-
ver), or On-Prem ERP (for example, SAP ERP 6).

Product Filter by product name, such as SAP S/4HANA Cloud. This

allows you to review all tenants of a specific product at once.

System role Filter by system role in SAP Cloud ALM, such as PROD,
DEVELOP, or TEST. Link only production systems to the in-
ventory. This filter helps you manage tenants that aren’t in
production.

Action by Filter the list by the user or system that linked the discovered
items to fact sheets. This helps you review services that have
already been linked or rejected.

Quick Filters
The status cards at the top of the discoveries list act as quick filters. For example, you can click the Action
needed card to remove all current filters and apply the filter to only list items requiring action. To remove all
filters, click the Total card.

Linking Discovered Items to Suggested Fact Sheets

Learn how to link discovered items from your SAP landscape to relevant fact sheets.

To link discovered items, follow these steps:

1. In the discovery inbox, choose the item that needs to be linked.

A side panel opens with more information about the item, along with fact sheet suggestions.
2. Review the discovery details in the Overview tab.
Use this information to decide whether to link the item to a fact sheet and where to link it. If needed, find
more information on the Details tab.
3. Under Link Discovery Item to Your Fact Sheet(s), select which of the suggested application, IT component,
and provider fact sheets you want to link.
If suitable fact sheets are found, the label Link to existing appears next to the item.
If no suitable fact sheets are found, the label Create & Link appears next to the item.
4. Choose Link.
Reviewing and Linking Discovered Items to Fact Sheets from From the Side Panel

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Link Discovered Items to Fact Sheets Other than the Suggested Ones

To link an item to a fact sheet that’s different from the one that the system suggests, do the following:

1. Choose a discovered item.

2. Under Link Discovery Item to Your Fact Sheet(s) in the side panel, hover over a suggested fact sheet and
choose Edit.
3. Search for and select the desired fact sheet.
4. Choose Link to establish the link.

Linking Multiple Items to Fact Sheets at Once

To link multiple items at once, follow these steps:

1. Select the items that you want to link, or select the Discovery Item checkbox to select all.
Use filters to narrow down the list for selection.
For example, you can filter by an integration source and select only those items.
2. Choose Link.

 Note

When you select the checkbox at the top of the table, your selection only applies to the items currently
visible on the page. To select the complete list, scroll down to load all entries and select the checkbox next
to Discovery Item.

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Changing Existing Links to Fact Sheets

You can change the link between a discovered item and a fact sheet if a link was added by mistake or if a more
suitable option is available.

To change a link, do the following:

1. Choose the name of a discovered item to open the side panel.

2. Hover over the linked application fact sheet and choose Edit.
3. Search for and select the desired fact sheet.
4. Choose Link.

 Note

To reject a previously linked item without making any changes, click Reject.

Rejecting Discovered Inbox Items

You can reject discovered items to focus on systems and services relevant to your specific enterprise
architecture.

To reject discovered items, follow these steps:

1. From the list, choose the service that needs to be rejected. This opens the side panel.
2. In the side panel, choose Reject.

Rejecting Multiple Inbox Items at Once

To reject multiple items at once, follow these steps:

1. Select the items that you want to reject, or select the Discovery Item checkbox to select all.
Use filters to narrow down the list for selection.
For example, you can filter by an integration source and select only those items.
2. Choose Reject.

Reviewing Discovered Cloud ALM Items

Use the system landscape overview to review SAP Cloud ALM systems and compare them to discovered
items in SAP LeanIX. You can filter systems by deployment model and other attributes to analyze your SAP
environment.

Learn more about the systems that SAP LeanIX discovers in SAP Cloud ALM Integration for SAP Discovery
[page 1391].

To review system landscape items in SAP Cloud ALM, do the following:

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1. Navigate to Implementation in SAP Cloud ALM.
2. Go to Additional Tools and Extensions and select Landscapes.
3. Apply filters to find and compare systems.
For example, filter for Cloud System in the Deployment Model field.

If you want to compare discovered services against SAP for Me instead of SAP Cloud ALM, keep in mind that
SAP Cloud ALM only displays subscribed tenants (those actively signed up and available for use), while SAP for
Me shows both subscribed tenants and entitled tenants (those granted access rights but not yet activated).

If some services aren’t visible in SAP Cloud ALM, your organization may not subscribe to them in the SAP BTP
cockpit. If you’re subscribed to the services, but they’re still missing, refer to the Troubleshooting Guide .

For further assistance, you can create a support ticket via SAP LeanIX Support or through SAP for Me .

Next Steps

After you process all items, add information about the ownership and business context of the applications. You
can then review the technical risks in your landscape and plan your next transformations.

 Tip

To maintain a clear overview of discovered items, we suggest that you address them promptly. This
approach makes it easier to identify and manage newly deployed SAP services. It also helps eliminate blind
spots in your enterprise architecture landscape.

7.5 AI Agent Discovery

Discover AI agents by setting up integrations with agent-building systems or using the API. Review discovered
items in the AI agent discovery inbox and add relevant ones to your inventory.

Overview

Use AI agent discovery to create a comprehensive inventory of AI agents in SAP LeanIX. This helps you identify
both existing and potential AI agents, whether custom-built or preconfigured, that can be deployed across
the enterprise. By consolidating data on AI agents from various platforms and providers, you achieve greater
transparency and control over your IT ecosystem. This visibility enables you to identify areas where AI agents
can improve performance and efficiency.

As organizations adopt agentic technologies and the number of AI agents increases, automated discovery
becomes crucial in this context. It helps you discover and manage the growing number of AI agents effectively
in one place.

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Benefits

• Automated discovery: Configure integrations with agent-building platforms or upload AI agents through
the API to automate the discovery process. You can use multiple integrations simultaneously to upload
data from various sources.
• AI agent discovery inbox: Preview all discovered AI agents in the AI agent discovery inbox and add the
relevant ones to your inventory.
• Linking recommendations: In the AI agent discovery inbox, link the discovered AI agents to relevant IT
components and business capabilities. This lets you establish connections and show how AI agents relate
to other architectural elements.

Prerequisites

Activate the AI agent extension to the meta model. If it’s not yet activated, you’re prompted to do this when
setting up integrations for AI agent discovery. To learn more, see AI Agent Extension to the Meta Model [page
206].

Available Integrations

To automate the discovery of AI agents, use one or more of the available integrations:

• AI Agent API: Upload AI agents through the API as agent cards based on the Agent-to-Agent (A2A)
protocol. This lets you ingest your agents directly into SAP LeanIX without relying on integrations with
agent-building platforms. For details, see Uploading AI Agents Through the API [page 1413].
• Microsoft Entra ID: Discover AI agents registered in Microsoft Entra ID through Microsoft’s Entra Agent ID
framework. For details, see Discovering AI Agents from Microsoft Entra ID [page 1417].
• Google Cloud Engine: Discover AI agents built and deployed in Google Cloud Engine. For details, see
Discovering AI Agents from Google Agent Engine [page 1424].
• SAP: Discover SAP AI agents by integrating SAP LeanIX with SAP Cloud ALM. For details, see Discovering
SAP AI Agents [page 1428].
Available Integrations for AI Agent Discovery

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AI Agent Discovery Inbox

The AI agent discovery inbox displays AI agents discovered in SAP, Microsoft Entra ID, and Google Agent
Engine, or through the AI Agent API. You can review discovered agents and link them to relevant IT component
fact sheets. You’ll also receive suggestions for connecting agents to business capabilities in your workspace. If
any agents aren’t relevant, you can reject them.

For detailed information, see AI Agent Discovery Inbox [page 1430].

AI Agent Discovery Inbox with Discovered Agents

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7.5.1 Uploading AI Agents Through the API

Upload AI agent cards to SAP LeanIX using the AI Agent API. Preview uploaded AI agents in the AI discovery
inbox and add relevant fact sheets to your workspace.

Overview

You can upload your AI agents to SAP LeanIX through the AI Agent API without relying on integrations with
agent-building systems. This REST API provides access to an endpoint for ingesting AI agent cards based on
the Agent-to-Agent (A2A) protocol.

You upload AI agents as agent cards. An agent card is a digital credential or metadata construct that describes
an AI agent's identity, capabilities, and endpoints for standardized discovery and interoperability between
agents.

Your uploaded AI agents appear in the AI agent discovery inbox. You can review the discovered items and link
them to existing fact sheets, or you can create and link new fact sheets.

Prerequisites

• Activate the AI Agent API. To learn how to do this, see Activating the API [page 1413].
• Activate the AI agent extension to the meta model. If it’s not yet activated, you’re prompted to do this when
activating the AI Agent API. This extension adds the needed entities to your workspace. To learn more, see
AI Agent Extension to the Meta Model [page 206].
• Prepare an API token. You can get an API token by creating a technical user in SAP LeanIX. Assign the
admin or member role to the technical user. For additional information, see Technical Users [page 1798].

Activating the API

To use the AI Agent API, you need to activate it first. This gives you access to an API endpoint for uploading
AI agent cards. If needed, you can deactivate the API. To learn how to do this, see Deactivating the API [page
1417].

To activate the AI Agent API, follow these steps:

1. Go to the Integrations section in the administration area.

2. Choose Add Integration.
3. Under AI Agent Discovery, choose Configure for AI Agent API.
4. Preview the changes that will apply to your workspace. By activating the API, you also activate the AI agent
extension to the meta model. To learn more about this extension, see AI Agent Extension to the Meta
Model [page 206].
5. Choose Enable.

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Authentication

You authenticate to the AI Agent API using an API token created in SAP LeanIX. To learn more about
authentication, see Authentication to SAP LeanIX Services.

Endpoint

After activating the AI Agent API, you can upload AI agent cards by making a POST request to the following
endpoint:

https://{SUBDOMAIN}.leanix.net/services/discovery-ai-agents/v1/agents/a2a/cards

To learn how to get your base URL, visit Base URL [page 1802].

API Request

The code sample below shows how to upload an AI agent card to SAP LeanIX.

 Sample Code

POST /services/discovery-ai-agents/v1/agents/a2a/cards
{
"data": [
{
"name": "Financial Data Analytics Agent",
"description": "Specialized AI agent for financial data analysis,
market research, and investment insights. Provides real-time financial data
processing, risk assessment, portfolio optimization, and automated reporting
for financial institutions and investment firms.",
"url": "https://findata-agent.financial-ai.com/a2a/v1",
"provider": {
"organization": "FinTech Analytics Corp",
"url": "https://www.fintech-analytics.com"
},
"iconUrl": "https://findata-agent.financial-ai.com/assets/logo.svg",
"version": "2.1.4",
"documentationUrl": "https://docs.fintech-analytics.com/financial-data-
agent/api",
"capabilities": {
"streaming": true,
"pushNotifications": true,
"stateTransitionHistory": true
},
"securitySchemes": {
"bearer": {
"type": "http",
"scheme": "bearer",
"bearerFormat": "JWT"
},
"apiKey": {
"type": "apiKey",
"in": "header",
"name": "X-API-Key"
}

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 },
"security": [
{
"bearer": []
},
{
"apiKey": []
}
],
"defaultInputModes": [
"application/json",
"text/plain",
"text/csv",
"application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"
],
"defaultOutputModes": ["application/json", "text/plain", "text/csv",
"application/pdf", "image/png", "text/html"],
"skills": [
{
"id": "market-data-analyzer",
"name": "Real-Time Market Data Analyzer",
"description": "Analyzes real-time and historical market data
to provide insights on stock prices, trading volumes, market trends, and
volatility patterns. Supports multiple asset classes including equities,
bonds, commodities, and cryptocurrencies.",
"tags": ["market-data", "stocks", "trading", "analysis", "real-
time", "volatility", "trends"],
"examples": [
"Analyze the volatility of AAPL stock over the last 30 days",
"What are the top 5 performing S&P 500 stocks today?",
"{\"symbol\": \"TSLA\", \"timeframe\": \"1h\",
\"indicators\": [\"RSI\", \"MACD\", \"SMA\"]}",
"Compare the performance of tech stocks vs energy stocks this
quarter"
],
"inputModes": ["application/json", "text/plain"],
"outputModes": ["application/json", "text/plain", "image/png",
"text/html"]
},
{
"id": "risk-assessment-engine",
"name": "Portfolio Risk Assessment Engine",
"description": "Evaluates portfolio risk metrics including Value
at Risk (VaR), Conditional Value at Risk (CVaR), beta calculations,
correlation analysis, and stress testing scenarios. Provides comprehensive
risk reports and recommendations.",
"tags": ["risk-management", "portfolio", "VaR", "stress-testing",
"correlation", "beta", "risk-metrics"],
"examples": [
"Calculate 95% VaR for my portfolio over 1-day horizon",
"Perform stress test analysis for my bond portfolio given
rising interest rates",
"{\"portfolio\": [{\"symbol\": \"SPY\", \"weight\": 0.6},
{\"symbol\": \"BND\", \"weight\": 0.4}], \"confidence_level\": 0.99}",
"What is the correlation between my tech holdings and overall
market?"
],
"inputModes": [
"application/json",
"text/csv",
"application/vnd.openxmlformats-
officedocument.spreadsheetml.sheet"
],
"outputModes": ["application/json", "application/pdf", "text/
html", "image/png"]
},
{
"id": "esg-compliance-checker",

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 "name": "ESG Compliance & Sustainability Analyzer",
"description": "Evaluates Environmental, Social, and Governance
(ESG) compliance for investments and portfolios. Analyzes sustainability
metrics, carbon footprint, social impact scores, and regulatory compliance
across different ESG frameworks.",
"tags": ["ESG", "sustainability", "compliance", "environmental",
"social", "governance", "carbon-footprint"],
"examples": [
"Evaluate ESG score for my renewable energy portfolio",
"What is the carbon footprint of my current investment
holdings?",
"{\"portfolio_id\": \"PORT123\", \"esg_framework\": \"MSCI\",
\"metrics\": [\"carbon_intensity\", \"social_score\"]}",
"Check SFDR compliance for European equity fund investments"
],
"inputModes": ["application/json", "text/plain"],
"outputModes": ["application/json", "application/pdf", "text/
html"]
},
{
"id": "automated-report-generator",
"name": "Automated Financial Report Generator",
"description": "Generates comprehensive financial reports
including performance summaries, risk analysis, market commentary, and
regulatory filings. Supports multiple report formats and can schedule
automated delivery to stakeholders.",
"tags": ["reporting", "automation", "performance", "regulatory",
"filings", "commentary", "stakeholders"],
"examples": [
"Generate monthly performance report for client portfolio
ABC123",
"Create quarterly risk assessment report with executive
summary",
"{\"report_type\": \"performance\", \"period\": \"Q3-2024\",
\"portfolio_ids\": [\"PORT001\", \"PORT002\"], \"format\": \"pdf\"}",
"Schedule weekly market commentary reports for institutional
clients"
],
"inputModes": ["application/json", "text/plain"],
"outputModes": ["application/pdf", "text/html", "application/
json", "text/csv"]
}
],
"supportsAuthenticatedExtendedCard": true
}
]
}

Linking Discovered Items to Fact Sheets

When you make API requests to upload AI agents to SAP LeanIX, the discovery process identifies your AI
agents and lists them in the AI agent discovery inbox. In the inbox, you can review the discovered items and link
them to existing fact sheets, or you can create and link new fact sheets. For more information, refer to AI Agent
Discovery Inbox [page 1430].

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Viewing Synchronization Logs

Every 24 hours, SAP LeanIX generates synchronization logs for each discovery run. You can use the
synchronization logs to identify integration issues and get details on each failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find AI Agent Discovery in the table.

For more information on synchronization logs, refer to Synchronization Logging [page 1678].

Deactivating the API

You can deactivate the AI Agent API if needed. This action stops uploads of AI agent cards through the API.
Previously uploaded data remains unaffected.

To deactivate the AI Agent API, follow these steps:

1. Go to the Integrations section in the administration area.

2. On the Integrations page, choose AI Agent API.
3. On the AI Agent API page, choose the three-dot icon > Disable, then confirm your action.

7.5.2 Discovering AI Agents from Microsoft Entra ID

Learn how to integrate SAP LeanIX with Microsoft Entra ID to automate the discovery of AI agents.

Overview

By integrating with Microsoft Entra ID, SAP LeanIX supports the automatic discovery of AI agents registered in
Microsoft Entra ID through Microsoft’s Entra Agent ID framework. This framework introduces a dedicated
application type for AI agents and gives you a centralized way to identify and track them across your
environment.

Scope

• The integration uses service principals instead of the application endpoint. This enables discovery of
agents across different tenants.
• SAP LeanIX relies on the agent ID to identify AI agents.
Discovered agents are listed under Enterprise apps and can be filtered using the tags field. Specifically,
tags that start with power-virtual-agentsor are equal to either AgenticInstance or AgenticApp.

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• The SAP LeanIX integration supports two regions: Global and China. API calls are routed to different URLs
depending on the region. To learn how to handle region-specific URIs, consult Authentication for National
Clouds.

Prerequisites

• Administrator access in SAP LeanIX.

• Set up the OAuth 2.0 client credentials grant flow. The required scope for API access is .default
within the https://graph.microsoft.com/resource. For more information, refer to OAuth 2.0 Client
Credentials Grant Flow.
• Ensure you are familiar with managing service principals and applications. Refer to Microsoft’s
documentation Application and Service Principal Objects.

Step 1: Register SAP LeanIX in Microsoft Entra ID

1. Based on the region, sign in to either the Global Azure portal or the China Azure portal.
Use the Azure administrator account that is also a member of the Global Administrator directory role in
your Microsoft Entra ID tenant.
2. In the left navigation menu, choose Microsoft Entra ID.
3. On the Microsoft Entra ID page, choose App Registrations.
4. In the toolbar on the top of the app registrations page, choose New registration.
1. Enter a name for the integration.
2. Under Supported account types, select Accounts in this organizational directory only (MSFT only -
Single tenant).
3. Choose Register at the bottom of the screen.
Registering an Application in Microsoft Entra ID

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Step 2: Grant Permissions to SAP LeanIX

After registering SAP LeanIX in Microsoft Entra ID, grant the necessary permissions to call APIs.

1. Go to Entra ID > App registrations, and select your client application.

2. Select API permissions > Add a permission > Microsoft Graph > Application permissions.
All permissions that apply to Microsoft Graph are shown under Select permissions.
3. Select Application.Read.All.
Granting Permissions

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4. Choose Add permissions to save.
5. On the API permissions page, choose Grant admin consent for MSFT to enable configured permissions.
Enabling Configured Permissions

6. Choose Yes and grant consent for the requested permissions.

The permission status indicator in the API permissions page will change to approved.

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Step 3: Gather Configuration Credentials

1. Return to the overview page for the created app and copy the following identifiers:
1. Application (client) ID
2. Directory (tenant) ID
Where to Find the App and Directory IDs

2. Go to Certificates & secrets > New client secret to create a new password.
1. Enter a description for the client secret.
2. Select the expiration length of the secret.
When the client secret expires, an error message appears on the integration overview page in SAP
LeanIX. You'll need to create a new secret and reconfigure the integration in SAP LeanIX.
3. Choose Add.
Adding a Client Secret

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3. Copy the client secret value from the Value field.

 Note

Save the client secret value as soon as it's revealed. After you leave the page, the value will not appear
again.

Step 4: Connect SAP LeanIX to Microsoft Entra ID

1. In the administration area of SAP LeanIX, navigate to Integrations.

2. Choose Add Integrations.
3. Under AI Agent Discovery, find Microsoft Entra ID and choose Configure.
4. Enter a name for the integration.
5. Enter the credentials copied from the Azure admin portal into the corresponding fields.
Entering Credentials in SAP LeanIX Configuration

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6. Choose Finish.

Linking Discovered Items to Fact Sheets

After you set up the integration, the discovery process identifies your AI agents and lists them in the AI agent
discovery inbox. In the inbox, you can review the discovered items and link them to existing fact sheets, or you
can create and link new fact sheets. For more information, refer to AI Agent Discovery Inbox [page 1430].

 Note

To compare discoveries in the inbox to your list of AI agents, go to Enterprise applications> All applications >
Agent ID (Preview) in Microsoft Entra ID.

Viewing Synchronization Logs

SAP LeanIX generates synchronization logs for each discovery run. You can use the synchronization logs to
identify integration issues and get details on each failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find AI Agent Discovery in the table.

For more information on synchronization logs, refer to Synchronization Logging [page 1678].

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7.5.3 Discovering AI Agents from Google Agent Engine

Learn how to integrate SAP LeanIX with Google Agent Engine to automate the discovery of AI agents.

Overview

This guide explains how you can integrate SAP LeanIX with Google Agent Engine to automate the discovery of
AI agents. To set up the integration, create a service account in Google Cloud, generate a JSON key, and enter
the key in SAP LeanIX. After you save the credentials, SAP LeanIX connects securely to Google Agent Engine
and retrieves agent metadata. You can then link discovered agents to your fact sheets.

Scope

The integration supports the regions listed in the following article: Supported Regions.

Limitations

• Metadata access is limited to basic fields such as agent name and description.
• Does not include fine-grained service account permissions (for example, conditional roles).

Prerequisites

• Administrator access in SAP LeanIX.

• Ensure you are familiar with managing service accounts in Google Cloud Platform (GCP) and that you have
sufficient permissions to grant access to Google Agent Engine.

Step 1: Create a Service Account in the Google Cloud Console

1. In the Google Cloud Console, select the project you want to use for the integration.
2. In the navigation menu, go to IAM & Admin > Service Accounts.
3. Choose Create Service Account.
4. Enter a service account name.
The Google Cloud Console generates a service account ID based on this name. You can edit this ID, but you
cannot change the ID later.
5. Optional: Enter a description of the service account.

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6. Choose Create and continue and continue to the Permissions step.
7. To grant roles to the service account, select one or more roles and choose Continue.
The account must have the role Vertex AI Viewer (minimum required for reading agent data).
8. Optional: Add any members who need to use or manage the account.
9. Choose Done.
Creating a Service Account in the Google Cloud Console

Step 2: Generate and Download a JSON Key

1. In the Service Accounts page, choose the email address of the service account you created.
2. Go to the Keys tab.
3. In the Add key dropdown, select Create new key.
4. Select JSON as the key type and choose Create.
This downloads the service account key file to your device.

 Caution

After you download the key file, you cannot download it again.

Creating a Private Key

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Step 3: Connect SAP LeanIX to Google Agent Engine

1. In the administration area of SAP LeanIX, navigate to Integrations.

2. Choose Add Integrations.
3. Find Google Agent Engine and choose Configure.
4. Enter a name for the integration.
5. Copy the contents of the downloaded service key file from step 2 and paste it into the Enter Credentials
field in SAP LeanIX.
Entering Credentials in SAP LeanIX Configuration

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6. Choose Finish.

Linking Discovered Items to Fact Sheets

After you set up the integration, the discovery process identifies your AI agents and lists them in the AI agent
discovery inbox. In the inbox, you can review the discovered items and link them to existing fact sheets, or you
can create and link new fact sheets. For more information, refer to AI Agent Discovery Inbox [page 1430].

Viewing Synchronization Logs

SAP LeanIX generates synchronization logs for each discovery run. You can use the synchronization logs to
identify integration issues and get details on each failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find AI Agent Discovery in the table.

For more information on synchronization logs, refer to Synchronization Logging [page 1678].

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7.5.4 Discovering SAP AI Agents

Learn how to integrate SAP LeanIX with SAP Cloud ALM to automate the discovery of SAP AI agents.

Overview

This guide explains how you can integrate SAP LeanIX with SAP Cloud ALM to automate the discovery of
SAP AI agents. After you provision your Cloud ALM instance, generate a service key in SAP BTP and use it to
establish a connection with SAP LeanIX. Once the setup is complete, you can start linking discovered agents to
fact sheets to enhance visibility and support effective modeling.

 Note

You do not need to use SAP Cloud ALM regularly to access and use SAP AI agent discovery. SAP LeanIX
uses SAP Cloud ALM to validate your SAP customer IDs for fetching SAP AI agent usage data.

Prerequisites

• Administrator access in SAP LeanIX

• Global administrator access to an SAP BTP cockpit that has the Cloud ALM API registered.
To find this information in Cloud ALM, go to Administration > Landscape Management > Services and
Systems. Search for and select Cloud ALM and go to the Additional Details section of the Details tab.
• All relevant customer numbers are registered in Cloud ALM (if more than one). Learn more in 2632518 .
After you set up the group, add an S-user from that group to SAP Cloud ALM. To do this, go to
Administration> Landscape Management. Choose the settings (cog) icon to open the configuration screen.
In the configuration screen, choose Add S-User.

 Note

SAP AI agent discovery works with the S-user for your corporate group.

Step 1: Provision Your Cloud ALM Instance

If you haven't started using SAP Cloud ALM, follow the steps in Requesting SAP Cloud ALM to set up the
service.

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Step 2: Generate a Service Key in Your BTP Cockpit

To enable SAP LeanIX to access the SAP Cloud ALM API, create a service key for your SAP Cloud ALM tenant in
the SAP BTP cockpit. For detailed steps, refer to Integrating SAP LeanIX.
Enabling API Access to SAP Cloud ALM

 Tip

We recommend confirming that your service key is working correctly. To test it, visit the SAP Business
Accelerator Hub .

If the request fails:

• Check that all binding parameters are correctly configured for the service key.
• Ensure the xappname value matches the name of your Cloud ALM API instance.

Step 3: Connect SAP LeanIX to the SAP Cloud ALM API

When you use SAP AI agent discovery, SAP LeanIX automatically uses the SAP Cloud ALM API to discover your
SAP AI agents. This process is independent of your use of SAP Cloud ALM.

To connect SAP LeanIX to the SAP Cloud ALM API, do the following:

1. In the administration area of SAP LeanIX, navigate to Integrations.

2. Choose Add Integrations.
3. Locate SAP AI Agents and choose Configure.
4. Copy the service key from the SAP BTP cockpit that you created in step 2 and paste it under Enter
Credentials.
5. Choose Save.

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Linking Discovered Items to Fact Sheets

After you set up the integration, the discovery process identifies your AI agents lists them in the AI agent inbox.
In the inbox, you can review the discovered items and link them to existing fact sheets, or you can create and
link new fact sheets. For more information, refer to AI Agent Discovery Inbox [page 1430].

Viewing Synchronization Logs

SAP LeanIX generates synchronization logs for each discovery run. You can use the synchronization logs to
identify integration issues and get details on each failed integration run.

To access the synchronization logs, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Sync Log.
3. Use the filters to find AI Agent Discovery in the table.

For more information on synchronization logs, refer to Synchronization Logging [page 1678].

7.5.5 AI Agent Discovery Inbox

AI agents discovered across your enterprise landscape appear in the AI agent discovery inbox. Learn how to
review, link, and reject fact sheets related to discovered agents.

Overview

The AI agent discovery inbox displays AI agents discovered in SAP, Microsoft Entra ID, and Google Agent
Engine, or through the AI Agent API. You can review discovered agents and link them to relevant application,
IT component, and provider fact sheets. You’ll also receive suggestions for connecting agents to business
capabilities in your workspace. If any agents aren’t relevant, you can reject them.

 Note

Before using the inbox, activate the AI Agent extension to the meta model. You’ll be prompted to do this
when enabling related integrations. To learn more, see AI Agent Extension to the Meta Model [page 206].

AI Agent Discovery Inbox with Discovered Agents

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Types of Discovery Suggestions

Discovered Fact Sheets

Fact Sheet Type Description Example Action Available

AI agent (subtype of applica- Agents that perform busi- • SAP Joule Accounts Re- Create or link
tion) ness tasks or deliver out- ceivable Agent
comes, such as automating
workflows or interacting with
• Microsoft Entra ID Ac-
cess Review Agent
users.

IT component Technology elements such • Google Agent Engine Create or link

as operating systems, data-
bases, runtimes, or platforms
• SAP Joule

that help agents run or con- • Azure AI Foundry

nect with other systems.

Provider Companies or entities asso- • SAP (Joule) Create or link

ciated with IT components.
• Microsoft (Entra ID)
• Google (Vertex AI).

Additional Suggestions

Fact Sheet Type Description Example Action Available

Business capability Functional areas of the or- • Financial Planning Link

ganization that agents sup-
port.
• Customer Experience
Management

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Accessing the AI Agent Discovery Inbox

To open the inbox, do the following:

1. Go to the Inventory.
2. Go to Inventory Tools > Discovery Inbox > AI Agent Discovery.

 Note

Only users with admin rights can access the AI agent inbox. However, admins can grant access to other
roles by configuring permissions in the administration area. For more details, see Role-Based Permissions
[page 1126].

Granting permission to non-admin roles is useful when discovered items need to be reviewed by subject-
matter experts.

Filtering and Searching in the Discovery Inbox

Choose Filter to apply different criteria to the discovered SAP list items. Available filter criteria include:

Filter Criteria Description

Status Filter the list by the status of the discovered item, including
Linked, Action needed, or Rejected. This helps you identify
items that need your attention or review services you’ve al-
ready linked or rejected.

Integration Filter by integration name, such as Microsoft Entra ID. This

allows you to review all tenants of a specific integration at
once.

Action By Filter the list by the user or system that linked the discovered
items to fact sheets.

Creation Timestamp Filter by the date when the agent was created in the source
system

Quick Filters

The status cards at the top of the discoveries list act as quick filters. For example, choosing the Action Needed
card will remove all current filters and apply the filter to only list items requiring action. Choosing the Total card
will remove all filters, and the list shows all discovered items.

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Linking to Suggested Fact Sheets

To link discovered items to fact sheets, follow these steps:

1. In the discovery inbox, choose the item that needs to be linked.

A side panel opens with more information about the item, along with fact sheet suggestions.
2. Review the discovery details in the Overview tab.
Use this information to decide whether to link the item to a fact sheet and where to link it. If needed, find
more information on the Details tab.
3. Under Discovered Fact Sheets, select which of the suggested application, IT component, and provider fact
sheets you want to link.
4. Under Additional Suggestions, link to the recommended business capability.
5. Choose Add to Inventory.
Linking Discovered AI Agents to Fact Sheets

Linking Beyond Suggested Fact Sheets

To link an item to a fact sheet that’s different from the one that the systems suggests, do the following:

1. Choose a discovered item.

2. Under Discovered Fact Sheets in the side panel, hover over a suggested fact sheet and choose Edit.
3. Search for and select the desired fact sheet.
4. Choose Add to Inventory to establish the link.

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Linking Discovered Items in Bulk

To link multiple items at once, follow these steps:

1. Select the items that you want to link, or select the Discovery Item checkbox to select all.
Use filters to narrow down the list for selection.
For example, you can filter by an integration source and select only those items.
2. Choose Link.

When you select the checkbox next to Discovery Item, your selection only applies to the items currently
visible on the page. To select the complete list, scroll down to load all entries and select the checkbox next to
Discovery Item.

Changing Existing Links to Fact Sheets

You can change the link between a discovered item and a fact sheet if a link was added by mistake or if a more
suitable option is available.

To change a link, do the following:

1. Choose the name of a discovered item to open the side panel.

2. Hover over the linked application fact sheet and choose Edit.
3. Search for and select the desired fact sheet.
Changing a Linked Fact Sheet

4. Choose Add to Inventory.

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  Note

To reject a previously linked item without making any changes, choose Reject.

Rejecting Discovered Inbox Items

You can reject discovered items to focus on agents relevant to your specific enterprise architecture.

To reject discovered items, follow these steps:

1. From the list, click on the discovery item that needs to be rejected. This opens the side panel.
2. In the side panel, choose Reject.

Rejecting Discovered Items in Bulk

To reject multiple items at once, follow these steps:

1. Select the items that you want to reject, or select the Discovery Item checkbox to select all.
Use filters to narrow down the list for selection.
For example, you can filter by an integration source and select only those items.
2. Choose Reject.

 Note

When you select all, your selection only applies to the items currently visible on the page. To select the
complete list, scroll down to load all entries and select the checkbox next to Discovery Item.

7.6 SAP Cloud ALM Integration For Managing Projects

SAP Cloud ALM integration with SAP LeanIX enables seamless import and synchronization of projects,
ensuring real-time updates and maintaining consistent project data across both platforms.

Overview

 Note

SAP LeanIX Architecture and Road Map Planning product is required for this integration.

The SAP Cloud ALM integration enables you to import projects from SAP Cloud ALM into SAP LeanIX as fact
sheets and export initiatives from SAP LeanIX to SAP Cloud ALM. It streamlines the workflow for those who use
SAP Cloud ALM by allowing them to continue with enterprise architecture initiatives in SAP LeanIX.

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The direction of data synchronization is from SAP Cloud ALM to SAP LeanIX, and any changes in SAP Cloud
ALM projects are updated in the fact sheets. Additionally, you can also export initiative fact sheets to SAP
Cloud ALM to create projects; however, any subsequent changes made to the initiative fact sheets are not be
reflected in SAP Cloud ALM.

 Note

SAP Cloud ALM is an application lifecycle management offering for cloud-centric customers. It is included
in cloud subscriptions containing SAP Enterprise Support. To learn more, see SAP Cloud ALM .

You can either create new fact sheets in SAP LeanIX or link existing initiative fact sheets while importing the
projects from SAP Cloud ALM. The following data is written onto the fact sheet:

• Project status: On track / Needs Attention / Critical

• Project completion in %
• Lifecycle:
• The Active phase is set to the earliest date specified in the timeboxes in SAP Cloud ALM.
• The End of life phase is set to the latest date specified in the timeboxes in SAP Cloud ALM.
• Milestones

Benefits of SAP Cloud ALM Integration For Managing Projects

• Initiatives and projects are imported with minimal effort without the need for manual duplication.
• The integration ensures that all project-related activities and updates are reflected consistently in SAP
LeanIX.
• Linked fact sheets are continuously synced, ensuring real-time updates in SAP LeanIX.
• Reduces administrative overhead, minimizes the risk of data discrepancies, and improves efficiency.
• Brings clear visibility into the detailed progress of project execution from SAP Cloud ALM within SAP
LeanIX

Detailed Guides

SAP Cloud ALM Integration involves these aspects:

• Enabling API access to SAP Cloud ALM and connecting SAP LeanIX to the SAP Cloud ALM API. For a
detailed guide, see Configuring SAP Cloud ALM Integration for Managing Projects [page 1437].
• Reviewing and importing the projects from SAP Cloud ALM to SAP LeanIX and exporting initiatives from
SAP LeanIX to Cloud ALM. For a detailed guide, see Synchronizing Projects Between SAP Cloud ALM and
SAP LeanIX [page 1441].

 Note

The SAP landscape discovery feature in SAP LeanIX also relies on SAP Cloud ALM integration, but note
that the configuration for each integration is different. For more information, see SAP Landscape Discovery
[page 1391].

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7.6.1 Configuring SAP Cloud ALM Integration For Managing
Projects

Integrate SAP Cloud ALM with SAP LeanIX by setting up an SAP Cloud ALM instance, enabling API access, and
connecting SAP LeanIX workspace to SAP Cloud ALM API.

Introduction

Configuring the SAP Cloud ALM for project integration involves the following steps:

1. Leveraging an existing or setting up a new SAP Cloud ALM instance.

2. Enabling API Access to SAP Cloud ALM.
3. Connecting your SAP LeanIX workspace to the SAP Cloud ALM API.

 Note

Only users with admin rights can set up this integration.

 Tip

Managing Access

The integration uses a service key to access the Cloud ALM API instead of being tied to a specific user or
password. This allows you to manage access independently of individual users.

Setting Up an SAP Cloud ALM Instance

If you are not yet using SAP Cloud ALM, to set up and access the system, follow the instructions in these
guides:

• How To Get Started With SAP Cloud ALM

• Request SAP Cloud ALM
• Onboard Users
• Assign Roles to Users in SAP Cloud ALM

Enabling API Access to SAP Cloud ALM

SAP LeanIX requires access to SAP Cloud ALM's API. To learn how to enable the API, see Enabling SAP Cloud
ALM API. Ensure you create a new API instance to avoid affecting any existing API keys and other API users.

To create a new API instance, enter basic information for your instance with an appropriate instance name.
Then, configure the instance parameters in JSON format. Use the JSON code below as the ‘<Binding
Parameters>'. This limits access to the essential data in Cloud ALM. Make sure to replace <your-instance-

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name> with the appropriate instance name. If the API instance is created without a dedicated name, use the
'instance id' (a UUID) instead.

 Note

The SAP landscape discovery feature in SAP LeanIX also relies on SAP Cloud ALM integration, but note that
the configuration for each integration is different. For more information, see Configuring SAP Landscape
Discovery [page 1394].

So make sure you use the JSON code as given below to ensure correct permissions are passed in the
authorities attribute for this integration.

{
"xs-security": {
"xsappname": "<your-instance-name>",
"authorities": [
"$XSMASTERAPPNAME.calm-api.projects.read",
"$XSMASTERAPPNAME.calm-api.projects.write",
"$XSMASTERAPPNAME.calm-api.projects.private.read",
"$XSMASTERAPPNAME.calm-api.projects.protected.read",
"$XSMASTERAPPNAME.calm-api.analytics.read",
"$XSMASTERAPPNAME.calm-api.analytics.providers.read",
"$XSMASTERAPPNAME.calm-api.tasks.read"
]
}
}

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 Enabling API Access to SAP Cloud ALM

Validating the Cloud ALM Service Key

We recommend validating the proper functioning of the service key by using the 'Try out' functionality for the
Cloud ALM REST API. To access it, visit SAP Business Accelerator Hub .

If the request fails, double-check that the binding parameters were correctly registered for the service key and
ensure that the 'xappname' matches the name of the Cloud ALM API instance.

Connecting SAP LeanIX to the SAP Cloud ALM API

To connect SAP LeanIX to SAP Cloud ALM API, do the following:

1. In the administration area of SAP LeanIX, navigate to the Integrations section.

2. Click Add Integrations.
3. Locate SAP Cloud ALM for Managing Projects and click Configure.

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4. Download the service key from the SAP BTP cockpit that you previously created and input it under
Authenticate via API.
5. Click Save.

Connecting SAP LeanIX to the SAP Cloud ALM API

Troubleshooting

The table below lists common errors that you may encounter and how to resolve them.

Errors Screenshot Potential Solution

When pasting the API service key, you Ensure the JSON is exactly as down-
receive the message: “This does not loaded from the BTP cockpit. In this
look like JSON config, please add a dif- example, the values were enclosed in
ferent JSON config.“ single quotes (') instead of the needed
double quotes (").

When pasting the API service key, you Validate the service key as described in
receive the message: “Authentication
Validating the Cloud ALM Service Key
Failed. The JSON API credentials you've
[page 1439].
provided are incorrect or not recog-
nized. (…)“ Check if the key has expired.

Check if any parts of the secret are

missing.

Check if necessary ‘Binding Parame-

ters' are absent.

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When enabling the SAP Cloud ALM API, Ensure you use the correct JSON code
you receive the message: “Your creden- as given in the section Enabling API Ac-
tials are valid, but your service key does cess to SAP Cloud ALM [page 1437] and
not have the necessary permissions to not the JSON code in the guide Create
access the resource.” or Update an Instance. This ensures
correct permissions are passed in the
<authorities> attribute.

 Tip

Requesting Support

If the issues persist, contact us through the support functionality on the screen. You can also contact
support through SAP LeanIX Support . If you're an SAP customer, submit a request from the SAP for
Me portal.

Importing and Exporting Projects

Once the integration is successfully set up, you can import and export projects and initiatives between SAP
Cloud ALM and SAP LeanIX. To learn more, see Synchronizing Projects Between SAP Cloud ALM and SAP
LeanIX [page 1441].

7.6.2 Synchronizing Projects Between SAP Cloud ALM and

SAP LeanIX

Learn how to synchronize projects between SAP Cloud ALM and SAP LeanIX, including linking existing fact
sheets, importing projects as new fact sheets, exporting initiatives to SAP Cloud ALM, running manual syncs,
and delinking fact sheets.

Introduction

Once the SAP Cloud ALM integration is successfully set up, you can selectively import, export, and synchronize
projects between the 2 systems with the following options:

• Sync a project from SAP Cloud ALM to an existing initiative fact sheet.
• Import a project from SAP Cloud ALM as a new initiative fact sheet, either as a child fact sheet or as a new
standalone fact sheet.
• Export a project to SAP Cloud ALM from SAP LeanIX’s initiative and project fact sheets.

 Note

Synchronization Direction

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 Data synchronization happens from SAP Cloud ALM to SAP LeanIX. Exporting a project to SAP Cloud ALM
creates a project there, but changes made in the initiative fact sheet are not updated afterward.

To do so, follow these steps:

1. Navigate to the initiative fact sheet or its subtypes (project and transformation) that you want to link.
2. In the fact sheet, select the Agile Tracking tab.
3. Click Set Up Sync.
4. The resulting overlay gives you options for importing, exporting, and syncing projects. Based on your
needs, choose the relevant option and complete the process.

Syncing Initiatives and Projects in the Agile Tracking Tab of the Fact Sheet

 Note

Any users with standard permissions to edit fact sheets can sync initiatives and projects between the
systems.

Synchronizing a Project to an Existing Fact Sheet

You can sync an SAP Cloud ALM project to the fact sheet from which the synchronization setup was opened.

1. In the synchronization setup overlay, select Link to an Existing Project in SAP Cloud ALM.

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 Synchronizing a Project to an Existing Fact Sheet
2. Select a project from the resulting drop-down list. The list shows all projects from the SAP Cloud ALM
instance that you have configured.
3. Click Start Syncing.

This action links the fact sheet to the SAP Cloud ALM project, syncing project data from SAP Cloud ALM to
SAP LeanIX. In the agile tracking tab, you can view the project milestones and current phase (e.g., discover,
realize, run). Additionally, project status, completion percentage, lifecycle status, and milestones are updated
in the fact sheet fields.

 Caution

When the SAP Cloud ALM project is linked to an existing fact sheet, the data in the fact sheet is overwritten
with the new information.

Importing a Project as a New Fact Sheet

You can import an SAP Cloud ALM project to a new fact sheet either as a child fact sheet from which the
synchronization setup was opened or as a new standalone fact sheet. The newly created fact sheet will inherit
the name of the imported project, along with the other project data synced.

1. In the synchronization setup overlay, select Import From SAP Cloud ALM.
2. Select a project from the resulting drop-down list. The list shows all projects from the SAP Cloud ALM
instance that you have configured.
3. Select the check box below the drop-down list to create the new fact sheet as a child of the current fact
sheet. If you unselect the check box, a new standalone fact sheet is created.

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 Creating the New Fact Sheet as a Child of the Current Fact Sheet
4. Click Create and Sync.

Importing More Projects

Each fact sheet can be synced with only one project. However, you can link multiple projects as child fact
sheets, allowing you to import and connect subprojects under the main initiative.

Once a project has been imported as a child fact sheet, it is listed in the Agile Tracking tab of the parent fact
sheet. To import more projects, click Import More Projects under the list and proceed with importing additional
projects.

Importing More Projects as Child Fact Sheet

Exporting an Initiative to SAP Cloud ALM

You can export an initiative fact sheet or any subtypes as projects to SAP Cloud ALM. This creates a project in
SAP Cloud ALM, but changes made in the initiative fact sheet are not updated afterward.

1. In the synchronization setup overlay, select Export to SAP Cloud ALM.

2. Click Create and Sync.

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Running Manual Synchronization

Synchronization occurs automatically every 30 minutes. During each run, the system checks for changes in
SAP Cloud ALM projects and updates the corresponding SAP LeanIX fact sheets.

You can also manually execute a synchronization run by clicking the refresh icon in the top right corner of the
Agile Tracking tab of the fact sheet. When there are child fact sheets linked to SAP Cloud ALM projects, the data
for all of them is synchronized in the same run.

Delinking a Fact Sheet to Stop Synchronization

To stop the synchronization between a fact sheet and the SAP Cloud ALM project, follow these steps:

1. Go to the Agile Tracking tab of the fact sheet.

2. Click the three-dot menu in the top right corner.
3. Select Remove From Sync.

 Note

The menu option to remove the fact sheet will not be available in the parent fact sheet when child projects
are synced. You can delink them by going to the respective child fact sheets.

Navigating Between SAP LeanIX and SAP Cloud ALM

Linking an SAP Cloud ALM project to an SAP LeanIX fact sheet allows you to easily move between both
systems, making it simpler to manage and access all relevant project information.

In the Agile Tracking tab of the connected initiative fact sheet, click Open in SAP Cloud ALM to open the
associated project directly in SAP Cloud ALM. Similarly, in the SAP Cloud ALM, you can find the link to the
connected fact sheet under the External Integration section in the General Information tab of the project.

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 Accessing SAP LeanIX Fact Sheet from SAP Cloud ALM Project

7.7 SAP Signavio Integration

The integration between SAP LeanIX and SAP Signavio enables seamless data synchronization, ensuring both
systems have consistent and up-to-date information about business processes and IT systems. Learn how to
set up the integration and how to map and sync data between SAP LeanIX and SAP Signavio.

Introduction

The integration between SAP LeanIX and SAP Signavio allows for seamless data synchronization between
the two systems, ensuring a unified, accurate, and up-to-date source of truth for business processes and IT
landscape elements across both systems.

The integration brings business processes managed in SAP Signavio into SAP LeanIX as business context fact
sheets. Any updates or changes made to business processes in SAP Signavio are automatically synced with
SAP LeanIX, ensuring that process information in SAP LeanIX is always accurate and up-to-date.

Conversely, you can use SAP LeanIX as the source of truth for all applications, IT systems, and other
architectural elements like business capabilities, organizations, objectives, and more. These elements can be
synced to SAP Signavio dictionary items, providing an up-to-date view within SAP Signavio of how IT supports
various business processes.

While the processes and their relations are always synced from SAP Signavio, the integration allows for a
bidirectional sync of other mapped items between SAP LeanIX and SAP Signavio. Changes made in one system
are synced to the other during synchronization runs, depending on which system you have set as the source
and target for each item.

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 The Direction of Synchronization Between SAP Signavio and SAP LeanIX

This guide provides an overview of the integration's benefits, how to activate it, how to map data between SAP
LeanIX and SAP Signavio, and how to leverage various configuration options—all of which you can do without
any coding.

Benefits of the Integration

The integration enhances collaboration between business process and enterprise architecture management by
creating a mutual source of truth for business processes (via SAP Signavio) and IT landscape elements (via
SAP LeanIX), keeping information in sync across both systems. It benefits you in the following ways:

• An up-to-date view of how business processes map to the IT landscape

• Greater transparency when retiring processes or systems, reducing errors and risks
• Reduced cost and effort in manual data management through automatic synchronization.
• A single source of truth for enterprise architects, business process managers as well as transformation
project leads.
• Standardization of process modeling in SAP Signavio with the automated import of applications and other
objects from SAP LeanIX.
• The integration supports business transformation efforts, such as ERP transformations. It equips EA
functions and transformation teams with essential data to guide decision-making in large-scale initiatives,

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 helping to shape business cases, align with fit-to-standard processes, and ensure IT supports key business
goals.

Benefits for SAP Signavio Users Benefits for SAP LeanIX Users

Integrated view of business process to IT architecture by un- A better understanding of how applications support or are
derstanding applications, data objects, and interfaces within used in key business processes
a process

Easy identification of IT stakeholders Quick import of stakeholder and process data instead of
manual creation and maintenance

Scope of the Integration

• Process to business context fact sheets: The integration synchronizes process diagrams, navigation maps,
and value chains from SAP Signavio as business context fact sheets in SAP LeanIX. You can configure the
integration to map processes to specific subtypes of business context fact sheets.
• Other fact sheets with dictionary items: Application, business capability, and organization fact sheets—
along with their subtypes—can be synced with corresponding SAP Signavio dictionary items. If you need
to sync additional fact sheet types, you can have them configured for the integration by contacting SAP
LeanIX Support or SAP for Me .
• Fact sheet attributes and dictionary fields: You can synchronize the necessary fact sheet attributes and
dictionary fields based on your specific needs. The integration supports the synchronization of:
• Scalar fields (e.g., text, numbers)
• Single-select and multi-select fields
• Date fields
• Subscriptions and subscription roles
• Tags and tag groups
• Additionally, links to the process diagrams and their visuals from SAP Signavio are added to the resources
tab of the fact sheet.

Getting Started with the Integration

Integration with SAP Signavio, on a high level, involves the following steps:

1. Set up a User Account in SAP Signavio

Set up a dedicated user account in SAP Signavio with appropriate read and write permissions. We
recommend setting up a user account with an ‘API Edition’ license. For a detailed guide, see Setup in
SAP Signavio [page 1452].
2. Provide Credentials in SAP LeanIX for Authentication
The credentials of that user account and the tenant ID are then entered in SAP LeanIX. They are necessary
for authenticating the integration. Multiple instances of SAP Signavio can be integrated with SAP LeanIX,
allowing you to integrate various tenants used by your organization for different regions or departments.
For more details, see Setup in SAP LeanIX [page 1453]Setup in [page 1452].
3. Map Processes from SAP Signavio to SAP LeanIX

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 Configure how processes from SAP Signavio should be mapped to SAP LeanIX. You have the option to
map the process hierarchy either bottom-up, top-down, or simply synchronize based on a specified list
of SAP Signavio directories. By default, processes are synced to the business context fact sheets in SAP
LeanIX, and the direction is always from SAP Signavio to SAP LeanIX. If fact sheets with the same name
already exist in SAP LeanIX, they are linked; otherwise, new fact sheets are created. For a detailed guide on
mapping processes, see Mapping SAP Signavio Processes to Fact Sheets [page 1456].
4. Map Process Attributes to Fact Sheet Attributes
Field mapping allows you to map process attributes from SAP Signavio to corresponding fields in SAP
LeanIX fact sheets. During synchronization, these attributes are updated in the relevant fact sheet fields,
and process diagrams from SAP Signavio are added to the fact sheet's resources tab. For a detailed guide
on field mapping, see Mapping Process Attributes to Fact Sheet Attributes [page 1460].
5. Map Fact Sheets and Dictionary Items
Configure how applications, business capabilities, organizations, and other fact sheet types are mapped
to corresponding SAP Signavio dictionary Items. This mapping is bidirectional, allowing you to choose the
source and target systems and decide whether to sync from SAP LeanIX or SAP Signavio. We recommend
using SAP LeanIX as the source of truth for applications, business capabilities, organizations, and data
objects. Dictionary items so created in SAP Signavio can then be included in the process definitions by
Signavio users. For a detailed guide, see Mapping Fact Sheets and Dictionary Items [page 1464].
6. Map Fact Sheet Attributes and Dictionary Item Fields
Through field mapping, you map how fact sheet attributes and dictionary item fields should be synced
between the two systems. For a detailed guide, see Mapping Fact Sheet Attributes and Dictionary Item
Fields [page 1467].
7. Run Synchronization
After configuring the integration, run the synchronization to create and update fact sheets, dictionary
items, and their associated relations. Changes in one system are automatically reflected in the other based
on your source and target system settings. You can also set up a synchronization interval to automatically
run the sync runs.

Filtering for Linked Fact Sheets in Inventory and Reports

By default, application, business capability, and organization fact sheets have an external ID field called
Signavio Glossary, and business context fact sheets have an external ID field called Signavio Process. You
can use these fields to filter for linked fact sheets in the inventory and reports to understand dependencies and
make more informed decisions.

You can find them as filter criteria in the filter panel. If the filter is not visible, enable it through the Manage
Filters settings. For more details, see Displaying and Hiding Filters [page 640].

 Note

Once a fact sheet is synced with a Signavio process or a dictionary item, its status will remain as Linked
even if the integration is removed in the future.

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 Filtering for Linked Business Context Fact Sheets in Inventory

Leveraging Reports for Analysis

You can use reports to visualize process hierarchies, analyze how applications support these processes,
and identify any underlying technical debts and risks by examining the IT components that support those
applications. You can quickly visualize and check lifecycle statuses, functional fit, technical fit, and more. This
helps you detect redundancies and uncover opportunities for optimizing your IT infrastructure, leading to more
efficient and effective business operations. For more on reports, see Reports [page 662].

Leveraging Reports for Analysis

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Accessing Linked Items across SAP LeanIX and SAP Signavio

You can quickly access linked SAP Signavio items directly from the fact sheets in SAP LeanIX. This allows you
to easily reference related information while working in SAP LeanIX. To access the linked item, on the right-side
panel, click on Signavio under the Reference Catalog & Integrations section.

Accessing Linked SAP Signavio Item From SAP LeanIX Fact Sheet

Similarly, from within SAP Signavio, you can access linked SAP LeanIX fact sheets by clicking LeanIX Fact Sheet
in the Relevant Documents section.

Viewing Synchronization Logs

The synchronization log provides an overview of all synchronization activities. It includes details such as
the date and time of each sync, the progress status, duration, number of processed items, updates made,
warnings, and errors encountered.

This log helps you monitor and track the success of sync runs, identify any issues or errors in the integration
process, and understand which data was updated or modified. You can also filter and sort the log entries to
quickly find specific synchronization jobs or to analyze issues.

You can view the details of integration runs in the Sync Logging section of the administration area. You can
also access it in the Integrations section of the administration area by clicking View Sync Logging. For more
information on synchronization logs, see Synchronization Logging [page 1678].

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 Overview in Synchronisation Log

7.7.1 Configuring the Integration

Learn how to configure authentication for the SAP Signavio integration, including the necessary SAP Signavio
user permissions required for proper setup and synchronization.

Setup in SAP Signavio

To configure the integration, you need a user account in SAP Signavio with appropriate read and write
permissions. These credentials are entered into SAP LeanIX for authentication during setup.

We recommend creating a dedicated user account with an 'API Edition' license. This license enables seamless
integration with SAP Signavio's API by bypassing the Single Sign-On (SSO) login process. A dedicated account
also ensures proper access management and continuity.

Choosing the API Edition License for User Account

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If the 'API Edition' license is not available in your SAP Signavio workspace, you can request one by opening a
support ticket with SAP Signavio. Be sure to include your tenant ID in the support request to help expedite the
process. This license is provided at no additional cost.

Note that accounts with this license cannot access the SAP Signavio application through the user interface.

Minimum Access Rights for Integration

If you do not have admin rights in SAP Signavio, you require certain minimum access rights to effectively set up
the integration and ensure proper synchronization of data between the two systems.

• For process mapping:

• In general, Hub and Read access are needed to view and retrieve information from the relevant
processes.
• For top-down synchronization, Hub and Read access to the Shared Document Folder (the SAP Signavio
root folder) is required to retrieve information.
• For bottom-up synchronization, you require Hub and Read access to the relevant SAP Signavio folder
selected for process searching and syncing.

 Note

Top-down and bottom-up synchronization are modes of syncing which you can choose while mapping
process hierarchy. To learn more, see Configuring the Process Synchronization Hierarchy [page 1458].

• For fact sheet and dictionary item mapping:

• If SAP LeanIX is the source, then View, Write, and Delete access rights are needed for all dictionary
categories involved in the mapping.
• If SAP Signavio is the source, then at least View access is needed for the relevant dictionary categories.

 Note

Granting View, Write, and Delete access rights for all dictionary categories may lead to sync runs running on
duplicates with entries in unrelated categories. To avoid this, you can use the forceWrite settings. However,
if duplicates only occur in irrelevant categories, you can resolve the issue by restricting access rights to only
the relevant categories.

Setup in SAP LeanIX

In SAP LeanIX, you configure the SAP Signavio integration by providing user credentials for authentication.
Then, you map fact sheets with SAP Signavio processes and dictionary items along with their attributes. Only
users with admin rights can complete this setup in SAP LeanIX.

To configure the integration, follow these steps:

1. In the Administration area, select Integrations. This opens the integrations area, where you can view
existing integrations and add new ones.

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2. Click Add integrations. All available integrations that you can add are shown on the resulting page.
3. Click Configure on SAP Signavio.
4. Click New Configuration at the top of the page to open the integration configuration page for SAP Signavio.
5. On the integration configuration page, enter the SAP Signavio user credentials to set up authentication. For
a detailed guide, see Setting Up Authentication [page 1454].
6. Click Next to proceed to the Basic Configuration tab. In the Basic Configuration tab, define how the data
should be synced by mapping fact sheets with SAP Signavio processes and dictionary items along with
their attributes. For detailed guides, see Mapping SAP Signavio Processes to Fact Sheets [page 1456] and
Mapping Fact Sheets and Dictionary Items [page 1464].
7. Click Save to save the configuration, and click Sync Now to run the synchronization.

Setting Up Authentication

On the Credentials tab of the configuration page, enter the user credentials needed to authenticate SAP LeanIX
and enable communication with your SAP Signavio instance.

Setting up Authentication

Find the needed explanations below for each field, along with instructions on how to configure them and the
impact these settings have on the overall integration.

Configuration Name

Give your configuration a clear and descriptive name. It helps you easily identify and manage different
integrations, especially if you are setting up integrations for multiple tenants of SAP Signavio.

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SAP Signavio URL

For the SAP Signavio SaaS offering, the URL depends on the instance you're using:

• Europe - https://editor.signavio.com
• United States - https://app-us.signavio.com
• Australia - https://app-au.signavio.com
• Japan - https://app-jp.signavio.com
• Canada - https://app-ca.signavio.com
• Singapore - https://app-sgp.signavio.com
• South Korea - https://app-kr.signavio.com

Username and Password

Enter the credentials for the SAP Signavio user account for authenticating the integration. We recommend
having a dedicated user account with an ‘API Edition’ license for the integration.

 Note

Use a shared or departmental email for integrations. This ensures continuity and prevents lockouts if the
individual leaves the organization.

Ensure that this user account has the necessary permissions, such as the ability to read processes or create
dictionary items. To learn more, see Minimum Access Rights for Integration [page 1453].

Tenant ID

If the user credentials you provided have access to multiple SAP Signavio workspaces, specify the tenant ID of
the workspace you want to integrate with. If the credentials are associated with only one workspace, you can
leave this field blank.

If the field is left empty, the integration will attempt to retrieve the tenant ID automatically from SAP Signavio
using the provided credentials. If successful, the tenant ID will be filled in for you.

You can find the tenant ID in Workspace information under the Help section of SAP Signavio workspace.

Login Parameters

If your SAP Signavio instance requires additional login parameters, you can specify them as a comma-
separated list, e.g., key1=value1, key2=value2. This allows you to include any extra details needed for
successful authentication.

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Managing User

By default, changes to your workspace are made by the integration's service user account, and these changes
will appear in the sync log under the username 'integration-signal.' If you prefer to have more specific control
over permissions or want to use different usernames for various SAP Signavio integration configurations, you
can select any of your technical users from the drop-down list.

After setting up authentication, click Next to proceed to the Basic Configuration tab.

7.7.2 Mapping SAP Signavio Processes to Fact Sheets

Learn how to map and sync processes from SAP Signavio to SAP LeanIX. Configure synchronization modes,
set process hierarchy, and manage process attributes with field and value mapping.

Introduction

The integration synchronizes process diagrams, navigation maps, and value chains from SAP Signavio as
business context fact sheets in SAP LeanIX. Configure how processes from SAP Signavio should be mapped
and synced to SAP LeanIX. You have the option to synchronize the process hierarchy either bottom-up,
top-down or simply synchronize based on a specified list of SAP Signavio directories. Processes are synced to
the business context fact sheets, and the direction is always from SAP Signavio to SAP LeanIX.

While mapping the process, you can configure how process attributes from SAP Signavio are mapped to the
corresponding fields in fact sheets using field mapping settings. Using field mapping settings, you can also
map processes to specific fact sheet subtypes, such as process, value stream, etc.

During synchronization, if fact sheets with the same name already exist in SAP LeanIX, they are linked;
otherwise, new fact sheets are created with their corresponding hierarchical relations. The mapped process
attributes are updated in the relevant fact sheet fields, and process diagrams from SAP Signavio are added to
the resources tab of the fact sheet. If field mappings are not set up, only the process name and description are
synced.

Mapping Processes

Mapping the process primarily involves selecting a sync mode to manage data updates and deletions, followed
by configuring the synchronization hierarchy by selecting relevant SAP Signavio directories. This is done in the
Basic Configuration tab of the integration configuration page

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 Basic Configuration Tab of the Integration Configuration

Choosing Sync Mode

Sync mode in process mapping determines how process data is created, updated, and deleted in SAP LeanIX.
It helps prevent unwanted data loss and manage duplicates. You have the following options:

Additive Sync Conservative Sync Overwrite Sync

Fact sheets are only created or updated Fact sheets are created, updated, or ar- Fact sheets are created, updated, or ar-
based on changes in SAP Signavio. Fact chived based on changes in SAP Signa- chived based on changes in SAP Signa-
sheets are never archived, even when vio. Only the current integration’s map- vio. All fact sheets not associated with
processes are deleted. It's the safest pings are considered, and fact sheets the current integration, including man-
option, but it can lead to duplicate data created by other instances of the Signa- ually created ones, are deleted. Choose
if not managed carefully. vio integration, or different integrations this mode only when you want SAP Sig-
such as Collibra or those created man- navio to be the sole source of truth for
ually, are not affected and will remain the processes. Otherwise, you risk unin-
intact. tended data deletion.

 Note

External ID

All linked fact sheets store the unique ID of the SAP Signavio processes in an external ID field called
Signavio Process. This allows for the differentiation of fact sheets related to the current integration from
those associated with other integrations and manually created entries.

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  Note

To prevent accidental deletion of fact sheets from other instances of the Signavio integration, the overwrite
sync mode is automatically disabled when integrations are set up for multiple SAP Signavio tenants.

Configuring the Process Synchronization Hierarchy

You have the option to synchronize the process hierarchy either bottom-up, top-down or simply synchronize
based on a specified list of SAP Signavio directories.

To select the synchronization hierarchy option, click Add and select an option from the Process Hierarchy
drop-down list. Then, click Edit Directories or Edit Hierarchy to further configure the details.

You can choose from the following options:

• Do Not Synchronize Hierarchy

In this mode, synchronization is based on a specific list of SAP Signavio directories. To provide the list of
directories, click Edit Directories on the right. In the dialog that opens, add SAP Signavio directories by
typing and searching for their names.
Optionally, you can also select an SAP LeanIX parent fact sheet. The selected fact sheet will act as the
parent for all processes in the chosen directories. If no directory is selected, the public root directory is
used.
However, this option is not optimal; we recommend synchronizing the hierarchy to ensure relations
between processes are reflected in SAP LeanIX. Without the hierarchy, relations between fact sheets are
not maintained.
• Synchronize Hierarchy Bottom-Up
This mode searches for process diagrams within the specified SAP Signavio directories and their child
directories, synchronizing from the lowest to the highest-level processes by moving up the hierarchy via
the Linked by attribute found on each diagram.
To provide the list of directories, click Edit Directories on the right. In the dialog that opens, add SAP
Signavio directories by typing and searching for their names. Optionally, you can also specify an SAP
LeanIX fact sheet to act as the parent for all the processes being synchronized.
• Synchronize Hierarchy Top-Down
This mode starts at a specified root node and synchronizes all processes down the hierarchy, using the
Linked diagrams attribute found on the process diagram to locate all child processes. To configure the
root node, click Edit Hierarchy. In the dialog, select the process to serve as the root node and specify
any processes to be excluded from synchronization. Note that the configured root node itself will not be
replicated in SAP LeanIX; it serves only as a starting point for the synchronization process.
Configuring interval-based synchronization is mandatory for this option. To learn more, see Configuring
Interval-Based Synchronization [page 1459].

Choosing Process Hierarchy Relation

You can choose between two relationship models for representing process hierarchies in SAP LeanIX:

• M:N Business Context Relation (Recommended): Sub-processes in process hierarchies are often reused by
multiple parent processes, and M:N business context relation, being a many-to-many relation, accurately

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 captures such process hierarchies. It preserves the complexity of sub-processes having multiple parents
and ensures all process dependencies are imported correctly from SAP Signavio. This is the default and
recommended option, as it reflects the reality of process reuse.
• 1:N Standard Parent/Child Relation (Legacy): The standard parent/child relation supports a strict hierarchy
where a sub-process can only have one parent process fact sheet. It does not reflect the full scope of
process reuse, so this option should only be considered when you have a strictly linear process hierarchy.
In this relation model, if a double parent situation is detected, the integration will use the RelToRequires
relations to capture the additional parent dependencies.

When you select the M:N business context relation for the first time, the meta model is extended, and you
are prompted to confirm the change. Once extended, you can run the synchronization to seamlessly transition
from the legacy 1:N standard parent/child relation and accurately establish relations between sub-processes
and their multiple parent fact sheets.

The standard 1:N parent/child relation is then hidden from business context fact sheets to avoid confusion.
However, this relation is still essential for child fact sheet display names, hierarchy-level filtering, and reports.
Therefore, the integration continues to populate this relation, overwriting previously maintained parent/child
relations using the shortest path algorithm—the most direct route between a sub-process and its parent
process. At the same time, requires/required relations for processes are cleaned up.

 Note

Changing back to the standard parent/child relation does not revert the changes in your meta-model. You
have to manually adjust the meta model configuration to display the relation again.

 Note

• Currently, M:N business context relation is supported in landscape reports, allowing you to fully
visualize the process hierarchy. To learn more, see Insights from Reports [page 1475].
• Other reports still rely on the 1:N standard parent/child relation.
• If multiple instances of SAP Signavio integrations are set up, M:N relations will be available in landscape
reports if at least one instance is configured to use M:N relations.

 Note

While you can create cyclical relations in SAP Signavio, in SAP LeanIX it is not possible. If a cyclical relation
is detected during integration, an error is thrown. Cyclical relations are often created when customers link
back to the root diagram using custom attributes.

To address this, such custom attributes can be excluded from the relation tree through the integration's
advanced settings. You can activate this setting by contacting SAP LeanIX Support or SAP for Me .

Configuring Interval-Based Synchronization

Toggling the Use Interval option allows you to automatically run the synchronization every 3 hours between 6
AM and 6 PM CET. If this option is not enabled, synchronization must be run manually.

Once the interval setting is enabled, if needed, you can specify the exact hours for the sync to run by clicking
the clock icon and selecting your preferred hours.

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  Note

If you choose a top-down hierarchy for process synchronization, the interval setting must be enabled.

Activating and Deactivating Mapped Processes

You can activate or deactivate a mapped process in the configuration by checking or unchecking the Active
checkbox. This allows you to test different settings on other parts of the configuration without syncing the
processes.

Mapping Process Attributes to Fact Sheet Attributes

You map the process attributes to fact sheet attributes using field mapping settings. In the Actions column,
click the field mapping icon next to the delete button to open the field mapping modal.

Click the Field Mapping Icon to Open the Settings

Based on best practice data from SAP LeanIX, field mapping suggestions are given at the top. You can simply
select a suggestion to add it to your list of field mappings. Additionally, you can manually define mappings by
clicking Add and choosing fact sheet attributes and corresponding SAP Signavio process attributes from the
respective drop-down lists.

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 Field Mapping Settings

The list of attributes in the drop-down list depends on the selected mapping type. The following mapping types
are available:

• Simple: allows you to choose from a list of process attributes from SAP Signavio and map them to target
fields in SAP LeanIX fact sheets. For SAP LeanIX fact sheets, the available attributes include:
• Scalar fields (e.g., text, number)
• Single-select fields
• Multi-select fields
• Date fields
• Subscriptions and subscription roles
• Tags and tag groups
For SAP Signavio processes, you can select from:
• Fields on dictionary items
• Scalar fields (e.g., text, number, date)
• Single-select and multi-select fields
• Static Text: lets you enter a static text into a text field in the SAP LeanIX fact sheet
• Expression: lets you use technical expressions to reference a field in SAP Signavio and map it to a
corresponding field in SAP LeanIX

 Note

The integration supports the synchronization of the diagram-level attributes. The synchronization of
shape-level attributes is not supported.

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Value Mapping

For single- and multi-select fields, tags, and tag groups, value mapping lets you specify which values in one
system should match with values in the other.

The Value Mappings button appears only for single- and multi-select fields, tags, and tag groups. To map
values, click the Value Mappings button, and in the resulting modal, add and match the values between both
systems.

Adding Documentation

As a best practice, document the purpose of your field mappings by clicking Add documentation at the top of
the field mapping modal. It can serve as a valuable reference for future reviews or adjustments.

Mapping Processes to Fact Sheet Subtypes

Through field mapping settings, processes can be mapped to business context fact sheet subtypes. To map
processes to fact sheet subtypes, follow these steps:

1. In the field mapping modal, choose Static Text for the mapping type.
2. Select Subtype from the SAP LeanIX field drop-down list
3. Select the needed process type from the SAP Signavio drop-down list.

Mapping Processes to Fact Sheet Subtypes

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7.7.3 Mapping Fact Sheets and Dictionary Items

Learn how to map applications, business capabilities, organizations, and other fact sheets to dictionary items.
Configure synchronization modes, map attributes of fact sheets and dictionary items, and manage value
mappings.

Introduction

Configure how applications, business capabilities, organizations, and other fact sheets should be mapped to
corresponding dictionary items. This mapping is bidirectional, allowing you to choose the source and target
systems and decide whether to sync from SAP LeanIX or SAP Signavio. We recommend using SAP LeanIX
as the source for applications, business capabilities, organizations, and other elements. Dictionary items so
created in SAP Signavio can then be included in the process definitions by Signavio users.

While mapping the fact sheets and dictionary items, you also configure how fact sheet attributes and
corresponding fields of dictionary items should be mapped using field mapping settings. If field mappings
are not set up, only the name and description are synced.

During synchronization, fact sheets and dictionary items are linked if a corresponding object with the same
name already exists in the target system. If not, new fact sheets and dictionary items are created based on the
source and target systems as configured by you. Additionally, any mapped attributes are continuously updated
based on changes in the source system, ensuring that the information remains accurate and current across
both systems.

Although the synchronization is bidirectional, SAP Signavio remains the source of truth for the relation
between dictionary items and processes, and this data is always synced from SAP Signavio to SAP LeanIX.

Mapping Fact Sheets and Dictionary Items

Mapping the fact sheets and dictionary items primarily involves deciding the source for each mapping,
mapping fact sheet types to corresponding dictionary categories, and selecting a sync mode to manage data
updates and deletions. This is done in the Basic Configuration tab of the integration configuration page.

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 Mapping Fact Sheets and Dictionary Items

Choosing Source for Synchronization

The source for synchronization determines whether SAP LeanIX or SAP Signavio will be the primary source
of truth for the data during synchronization. Corresponding data in the target system are updated whenever
changes occur in the source system. You can select the source from the Source drop-down menu for each
mapping you define.

Mapping Fact Sheets and Dictionary Items

To map the fact sheets to dictionary items between SAP LeanIX and SAP Signavio, do the following:

1. From the Fact Sheet Type drop-down list, select the specific fact sheet type you want to read from or write
to. The list includes fact sheet types that have an external ID field provisioned for SAP Signavio. By default,
these fact sheet types include application, business capability, organization, data object, and interface,
along with their subtypes. If you need the external ID field provisioned for additional fact sheet types, you
can submit a configuration request ticket to SAP LeanIX Support or SAP for Me .
2. From the Dictionary Category Name drop-down list, select the corresponding SAP Signavio dictionary
category. Depending on the system you have designated as the source, the fact sheets will either be
written as dictionary items into this category or read from existing dictionary items.

 Note

We recommend using SAP LeanIX as the source of truth for applications, business capabilities,
organizations, and data objects.

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  Note

In SAP Signavio, there is no default dictionary category for business capabilities. To import dictionary items
from SAP LeanIX you first need to create a relevant custom category if a default dictionary category doesn't
exist.

To link dictionary items imported from SAP LeanIX to processes and use them in process definition, you
also have to create custom attributes with the data type of corresponding dictionary categories, either at
the process diagram level or the object level. We recommend creating the following custom attributes at a
minimum:

• Linked Applications (at the task level)

• Linked Business Capabilities (at the diagram level)
• Linked Organizations (at the diagram level)

For a step-by-step guide on creating such custom attributes, see Creating Custom Attributes in Dictionary
Categories [page 1477].

Syncing Associated Relations

Choosing a relation type from the LeanIX Relation drop-down list maps the relations between SAP Signavio
processes and dictionary items to the corresponding business context/process fact sheets and associated fact
sheets in SAP LeanIX.

For example, if you have synchronized processes from SAP Signavio as process fact sheets and applications
from SAP LeanIX to SAP Signavio as dictionary items, the integration recognizes when a dictionary item is
included in a process definition. It will then create a relation between the corresponding application fact sheet
and the process fact sheet in SAP LeanIX. By selecting a relation type from the LeanIX Relation drop-down
list, you specify what type of relation it should be. For the relation between applications and processes, select
Business Context.

The relation between dictionary items and processes is always synchronized from SAP Signavio to SAP LeanIX,
regardless of which system you have set as the source for each mapping. Since SAP Signavio acts as the
source of truth for these relations, the synchronization is strict. This means any manually created or modified
process relations in SAP LeanIX are either deleted or updated from SAP Signavio, given that those fact sheets
and dictionary items are mapped.

 Note

Required Permission

To retrieve the relations between processes and dictionary items, the SAP Signavio user account
associated with the integration must have permission to read the entire dictionary. This is necessary even if
not all dictionary categories are relevant for mapping fact sheets and dictionary items.

To learn more about required permissions, see Minimum Access Rights for Integration [page 1453].

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Choosing Sync Mode

Sync mode determines how data is created, updated, and deleted in the target system. It helps prevent
unwanted data loss and manage duplicates. You have the following options:

Direction of Sync Additive Sync Conservative Sync Overwrite Sync

SAP LeanIX → SAP Signavio Dictionary items are only cre- (Conservative Sync is not Dictionary items are created,
ated and updated based on available when SAP LeanIX is updated, or deleted based
changes in SAP LeanIX. Dic- the source.) on changes in SAP LeanIX.
tionary items are never de- All dictionary items from a
leted, even when fact sheets mapped dictionary category
are archived. It's the safest that is not associated with
option, but it can lead to du- the current integration are
plicate data if not managed deleted. Choose this mode
carefully. only when you want SAP
LeanIX to be the sole source
of truth for a mapped dic-
tionary category. Otherwise,
you risk unintended data de-
letion.

SAP Signavio → SAP LeanIX Fact sheets are only cre- Fact sheets are created, up- Fact sheets are created, up-
ated and updated based on dated, or archived based dated, or archived based on
changes in SAP Signavio. on changes in SAP Signa- changes in SAP Signavio. All
Fact sheets are never ar- vio. Only the current integra- fact sheets not associated
chived, even when dictionary tion’s mappings are consid- with the current integration,
items are deleted. It's the ered, and changes to diction- including manually created
safest option, but it can lead ary items not related to the ones, are deleted. Choose
to duplicate data if not man- current integration don’t af- this mode only when you
aged carefully. fect anything. want SAP Signavio to be the
sole source of truth for a
mapped fact sheet type. Oth-
erwise, you risk unintended
data deletion.

 Note

External ID

All linked fact sheets store the unique ID of dictionary items in an external ID field called Signavio Glossary.
This allows for the differentiation of fact sheets and dictionary items related to the current integration from
those associated with other integrations or manually created entries.

 Tip

• To prevent accidental deletion of fact sheets from other instances of the Signavio integration, the
overwrite sync mode is disabled when integrations are set up for multiple SAP Signavio tenants.
• In overwrite sync mode, it is possible to limit the scope overwrite action to a specific subcategory
within the dictionary items.

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Filtering Fact Sheets

When SAP LeanIX is selected as the source, a filter icon appears in the Actions column of the mapping row,
allowing you to filter the fact sheets that should be mapped to dictionary items.

Filtering lets you narrow down your focus and helps you better organize and structure your data. For example,
you can filter and group applications from different departments into separate dictionary categories or
separate active applications from those that are phased out, ensuring only active applications are used while
designing processes. Learn more about best practices for managing lifecycle phases in Managing Application
Lifecycles in SAP Signavio [page 1477].

Activating and Deactivating the Mapping

You can activate or deactivate a mapping in the configuration by checking or unchecking the Active checkbox.
This allows you to test different settings on other parts of the configuration without syncing the data.

Mapping Fact Sheet Attributes and Dictionary Item Fields

You map the fact sheet attributes and dictionary item fields using field mapping settings. In the Actions
column, click the field mapping icon next to the delete button to open the field mapping modal.

Click the Field Mapping Icon to Open the Settings

Based on best practice data from SAP LeanIX, field mapping suggestions are given at the top. You can simply
select a suggestion to add it to your list of field mappings. Additionally, you can manually define mappings by
clicking Add and choosing fact sheet attributes and corresponding dictionary item fields from the respective
drop-down lists.

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 Field Mapping Settings

For SAP LeanIX fact sheets, the available attributes include:

• Scalar fields (e.g., text, number)

• Single-select fields
• Multi-select fields
• Date fields
• Subscriptions and subscription roles
• Tags and tag groups

For SAP Signavio, you can select from:

• Fields on dictionary items

• Scalar fields (e.g., text, number, date)
• Single-select and multi-select fields

 Tip

Lifecycle Dates

Lifecycle phases are mapped to date fields in SAP Signavio. During synchronization, SAP LeanIX
automatically converts the dates to SAP Signavio's different date formats.

Value Mapping

For single- and multi-select fields, tags, and tag groups, value mapping lets you specify which values in one
system should match with values in the other.

The Value Mappings button appears only for single- and multi-select fields, tags, and tag groups. To map
values, click the Value Mappings button, and in the resulting modal, add and match the values between both
systems.

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Adding Documentation

As a best practice, document the purpose of your field mappings by clicking Add documentation at the top of
the field mapping modal. It can serve as a valuable reference for future reviews or adjustments.

Running the Synchronization

Once you have configured the mappings, click Save and run the synchronization by clicking Sync Now. To
monitor the synchronization and ensure everything is functioning properly, you can check the sync log in the
administration area of SAP LeanIX. To learn more, see Viewing Synchronization Logs [page 1451].

A typical error could be when the dictionary item with the same display name as the application you are trying
to sync already exists in the target dictionary category. To resolve this, you can either move the dictionary item
to another dictionary category or delete it from that category and run a new sync.

 Tip

To ensure that dictionary items within the mapped categories are created, updated, or deleted through the
integration, limit the access permissions of SAP Signavio users to read-only. Only allow write permissions
for the user account associated with the integration.

7.7.4 Synchronizing Process Variants

This guide explains how SAP Signavio process variants are synchronized and represented in SAP LeanIX.

Introduction

This guide explains how process variants from SAP Signavio are synchronized and represented in SAP LeanIX
through the integration. Once enabled, the integration brings together process templates and their variants
into unified business context fact sheets. This helps enterprise architects analyze how applications are used
across different process variants and across different organizational dimensions.

Prerequisites

Before enabling process variant synchronization, make sure the following are set up:

• Use Organization as Process Variant Dimensions

Process variants in SAP Signavio use dimensions to differentiate between variants. When creating process
variants in SAP Signavio, use organizations as the defining dimension. This enables SAP LeanIX to
constrain application relations to specific organizational units. To learn about constraining relations, see
Constraining Relations [page 589].

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• Map Applications
In the integration configuration, map your application fact sheet to the relevant SAP Signavio dictionary
category. This lets the integration recognize which applications support each process and its variants.
• Map Organizations
Map your organization fact sheet to the relevant dictionary category in SAP Signavio. Since the
organization dimension differentiates the process variants, this mapping allows the integration to show
which applications are used in which organization as part of the process.
• Ensure that the dictionary values in SAP Signavio match the organization names in SAP LeanIX. For
example: A 'Lead to Cash (Germany)' variant should have the organization dimension 'Germany'
• This mapping can be configured regardless of whether SAP Signavio or SAP LeanIX serves as the
source of truth for organizations.

Enabling Process Variants Import

To enable process variant synchronization:

1. Go to the Basic Configuration tab in the integration configuration.

2. Toggle on Import Variants.
3. Click Save to apply the configuration.
4. Click Sync Now to trigger synchronization.

Enabling Process Variants Import

Aggregation of Process Template and Variants

Separate fact sheets are not created for process variants. For each process template, a corresponding
business context fact sheet is created after aggregating process templates and their variants.

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Synchronizing Application and Organizational Fact Sheets

The integration automatically manages application–organization relationships for synchronized processes.

Organization fact sheets are added based on variant dimensions, and synchronization is additive only; existing
manual relations remain unchanged.

The relationship between the business context and application fact sheets depends on whether the application
is linked to a process template or only to process variants.

Using the constraining relation feature:

• For applications linked only to specific process variants, the relation between the application and
organizations is constrained to the organizations specified in the variant dimensions.
• For applications linked to the process template, a standard relationship is created and is constrained to all
organizations, except those where the application does not appear in a process variant.

To learn about constraining relations, see Constraining Relations [page 589].

Constrained Relation Between Application and Organizations

For example, if the application ‘ABC’ is linked to process variants for ‘business unit 1’ and ‘business unit 2’, the
relation between the application and organizations is constrained to those two business units 1 and 2.

Continuing with the same example, if ‘ABC’ is linked to the process template and also appears in 'business unit
1', the relation between the application and organizations is constrained to all organizations except ‘business
unit 2’, where the application is not used.

Visualizing Relations

In matrix reports, using organization and business context fact sheets as the two dimensions, you can see:

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• Which applications support a specific process across all organizations
• Which applications support a specific process in specific organizational units
• You can also filter the report by a specific organization to see the process-application relations.

 Note

The matrix report currently supports only a 1:n process hierarchy. It cannot display the full hierarchy if
you are using an m:n process hierarchy. To learn more about hierarchy mapping, see Choosing Process
Hierarchy Relation [page 1458].

Synchronizing Other Fact Sheets

For dictionary items other than applications, for instance, initiatives or business capabilities:

• A relationship between an object and a business context fact sheet is created only if the corresponding
dictionary item is directly linked to the process template.
• As variant-specific items don’t provide a standalone value for enterprise architecture purposes, dictionary
items linked only to process variants are not synchronized, and no relations are created for them in SAP
LeanIX.

Synchronizing Hierarchy and Process Relations

The integration manages process hierarchies with variants in the following way:

• Process templates that are children of other templates are synchronized normally, maintaining the
hierarchy.
• Templates that are children of process variants are not automatically synchronized, preventing data loss
and avoiding recursive complexity. Variants of these undiscovered templates are also not synchronized.
• Child processes of variants are not discovered.

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Handling of Process Variant Dimensions

Scenario Handling

A process variant has multiple dimensions assigned. • If all dimensions map to fact sheets that have constrain-
ing relations with applications, then all constraints are
For example, ‘Organizational Unit: US’ and 'Product Line:
applied.
Software'
In the standard meta model, it is the organization and
business capability that can constrain relations with ap-
plications.
• For dimensions that don't map to fact sheets that have
constraining relations, the dimensions are ignored.
• The integration logs ignored dimensions in the sync log.

A process variant dimension value has no corresponding • The process variant is treated as if it has no dimension,
fact sheet in SAP LeanIX.
or ignored, depending on the configuration.
• Applications linked to this variant are treated as if they
are linked to the template.
• A warning is logged in the sync log.

A process variant uses the application as a dimension. • The application dimension is ignored, and synchroniza-
tion continues with any remaining dimensions. If no
other dimensions are present, the variant is treated as if
it has no dimension.

A variant exists but has no dimension values assigned. • The process variant cannot be distinguished from the
template without the dimension, and hence it is not
mapped.
• Applications linked only to this variant are treated as if
they are linked to the process template.
• A warning is logged in the sync log.

7.7.5 Best Practices and Tutorials

Explore best practices for SAP Signavio integration, covering initial data setup, mapping and synchronization,
insights from reports, process governance, and application lifecycle management.

Building Initial Data Repository

• Ensure minimum essential data in the SAP LeanIX inventory

• Start with and model applications, business capabilities, and organizations.
• Ensure applications are linked to the business capabilities they support.
• In application fact sheets, ensure lifecycle data and the responsible subscriber are documented.

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• Define standard process architecture in SAP Signavio
• Create end-to-end processes with defined value steps that describe the end-to-end value flow within
the organization.
• Cluster functional sub-processes within functional sections to promote process harmonization and
reusability within the E2E flow, as well as role-based process clustering.

Mapping and Synchronization

• Establish the source of truth

• SAP Signavio masters the processes, and hence, it remains the source of truth for processes and their
relations to other architectural elements.
• Make SAP LeanIX the source of truth for all other architectural elements, including applications,
business capabilities, data objects, and more.
• Define the scope of the elements you want to synchronize
• Start with the essentials and map processes, applications, business capabilities, and organizations for
comprehensive reporting.
• Additional elements can always be synchronized in the future if you need them.
• Determine how detailed you want your mapping to be:
• For processes, go down to the lowest level in your BPM architecture to provide maximum value for
business users. While this level may not be necessary for enterprise architecture purposes, SAP
LeanIX's reporting features allow Enterprise Architects to aggregate them to levels tailored to their
specific needs.
• Map business capabilities at least up to level 2 and till up to level 4 to get a meaningful insight yet
manageable aggregation. But first, ensure you have created a relevant dictionary category for business
capabilities, as there is no default dictionary category for business capabilities in SAP Signavio.
• Create custom attributes
• You can add custom attributes for improved insights and better alignment. For example, in SAP LeanIX,
create a custom field on a business context fact sheet to store process owner information from SAP
Signavio.
• Similarly, you can create custom attributes in dictionary categories of type ‘text’, to store relevant
information from SAP LeanIX.
• To link imported dictionary items to processes, create custom attributes with the data type of
corresponding dictionary categories, either at the process diagram level or the object level. We
recommend creating the following custom attributes at a minimum:
• Linked Applications (at the task level)
• Linked Business Capabilities (at the diagram level)
• Linked Organizations (at the diagram level)
For a step-by-step guide on creating such custom attributes, see Creating Custom Attributes in
Dictionary Categories [page 1477].
• Link the imported items to processes
• After you have imported applications, business capabilities, and organizations into SAP Signavio,
ensure they are linked to the processes. Relation between processes and architectural elements are
synchronized to SAP LeanIX only when you have established the relation in SAP Signavio.
• Linking business capabilities to processes is valuable in understanding how these capabilities are
supported by the corresponding processes.

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 • Link imported initiatives to the affected process.

 Tip

Applications are typically linked to process steps or to processes, while other dictionary items are linked to
the process.

Insights from Reports

Using reports, you can gain valuable insights into how applications, business capabilities, and processes
support each other. This helps you drive more accurate architecture analysis based on process insights and
validate to-be architecture based on process definition. Here are a few examples:

• Using the application landscape report, you can identify which applications are part of specific processes.
To do this, cluster the report by business context in the application landscape report. The landscape
report displays relations based on the process hierarchy relation settings of the Signavio integration.
When the M:N business context relation is selected for process hierarchy synchronization, all relations are
considered, and all reused sub-processes are shown in the report. For example, in the illustration below,
the sub-process ‘Check Invoice' is reused as part of both parent processes, ‘Invoice to Pay’ and 'Procure to
Receipt’. To learn more about process hierarchy relations, see Choosing Process Hierarchy Relation [page
1458].

Application Landscape Report Clustered by Process

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 This provides insights for both Enterprise Architectures (EA) and Business Process Managers (BPM) by
showing how processes depend on applications and vice versa. It helps in proactively managing lifecycle
implications and other changes effectively.
• Applying the lifecycle view allows you to quickly identify candidates approaching end-of-life, helping you
prioritize the need for successors.
• Applying the TIME assessment as a view helps you identify applications that need to be eliminated or
migrated to better support or improve the process. To learn more about TIME assessment, see Gartner®
TIME Framework [page 495].
• The data landscape report, clustered by processes, helps BPM and EA practitioners understand
which critical data are processed along certain processes, enabling them to manage data privacy and
compliance.
• Using the business capability landscape report clustered by process and applying the process maturity
view helps examine the maturity levels of the underlying processes. This allows you to infer the maturity of
the corresponding business capabilities or identify which business capabilities are supported by processes
with low maturity.
• You can use a process landscape report to visualize the process hierarchy and get an overview of which
sub-processes belong to a parent process. This helps you harmonize architecture initiatives by mapping
dependent processes early on.

Process Governance in SAP Signavio

• The integration enables the use of application data from SAP LeanIX in SAP Signavio. When modeling a
process in SAP Signavio, the approval workflow checks whether the associated application is still active.
If the application is inactive, the approval can be rejected, supporting governance and ensuring alignment
between process management and IT.
• You can access linked SAP LeanIX fact sheets by clicking on LeanIX Fact Sheet in the Relevant Documents
section. With the insights you gain on applications, interfaces, and all other relevant architectural elements,
you can ensure the to-be process design aligns with architecture planning.

Business Transformation Planning in SAP LeanIX

Though changes made to process fact sheet relations in SAP LeanIX are not reflected in SAP Signavio, deleting
or modifying a fact sheet that is related to a process fact sheet will, in effect, modify the relation in SAP
Signavio. For example, if you archive an application fact sheet, the corresponding dictionary item is deleted in
SAP Signavio. That effectively removes the relations between that item and its associated processes in SAP
Signavio.

This means you can effectively plan transformations in SAP LeanIX, such as decommissioning certain
applications and introducing new ones in their place, without worrying about outdated or incorrect relations in
SAP Signavio.

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Managing Application Lifecycles in SAP Signavio

Synchronizing Lifecycle Phases

Through field mapping settings, you can map the lifecycle phases of applications to date fields in SAP Signavio.
During synchronization, SAP LeanIX automatically converts the dates to SAP Signavio's different date formats.
For more on field mapping, see Mapping Fact Sheet Attributes and Dictionary Item Fields [page 1467].

Ensuring Only Active Applications in Processes

You can ensure that users do not accidentally use phased-out applications in process design by creating two
distinct dictionary categories and synchronizing active and phased-out applications separately through the
filter function in the integration settings.

To separate active and phased-out applications:

1. Create a specific dictionary category in SAP Signavio for your active applications. Then, while defining the
mapping, select this dictionary category. Use the fact sheet filter and apply the following lifecycle phases
as filter criteria: Plan, Phase In, and Active. For more on filtering, see Filtering Fact Sheets [page 1463].
2. When creating a custom attribute on a process diagram or object to link applications (IT systems), use
the Only for setting and select the specific dictionary category created for active applications. This ensures
that only active applications are associated with processes.
3. For non-active applications, you can create a second dictionary category mapping with a different
target dictionary category, e.g., Inactive IT Systems. While defining the mapping, to filter for non-active
applications, apply the following lifecycle phases as filter criteria: Phase Out and End of Life.

As the lifecycle progresses, applications automatically move from one category to the next.

Updating Processes as Application Lifecycles Evolve

1. In SAP LeanIX, check for applications that are nearing the end of their active phase or have recently
entered the phase-out stage. In the inventory, you can easily list the fact sheets by applying lifecycle filters.
For more details, see Using the Lifecycle Filter [page 643].
2. Identify related processes in SAP LeanIX and compile an inventory list along with the respective process
owners. Note that you must have synchronized process owner information from SAP Signavio by creating a
custom field on business context (process) fact sheets.
3. Contact the process owners to convey the relevant successor applications once the decision has been
made.

Creating Custom Attributes in Dictionary Categories

In SAP Signavio, to link dictionary items imported from SAP LeanIX to processes and use them in process
definition, we recommend creating custom attributes. These attributes must have the data type of the

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corresponding dictionary categories. You can create them either at the process diagram level or the object
level.

To do so:

1. In the explorer, go to Setup > Define notations/attributes.

2. In the Modeling language tab, select a notation for which you want to link SAP LeanIX data, such as a
Business Process Diagram (BPMN 2.0) or Value Chain.
3. Select a diagram to link information at the diagram level, such as mapping business capabilities to
processes, or choose a specific diagram element to link information at the object level, such as
applications to process steps.
4. In the Custom Attributes tab, click Add.
5. To create a new attribute, choose Create new attribute.
6. Fill in the Name and Description fields for at least one language offered.
7. From the Data type dropdown, select Dictionary Link.
8. From the Only for dropdown, choose the relevant dictionary category for the SAP LeanIX data being
synced.
9. You can create list attributes by activating As list. This allows you to assign multiple dictionary entries of
the selected category to the attribute, such as for linking multiple applications or business capabilities.
10. Click Create attribute to finalize.

7.7.6 Advanced Configuration

Previously, we offered an Advanced Configuration tab to configure some edge cases using complex JSON
syntax. Now, most of these cases are managed through the UI, so the Advanced Configuration tab has been
deprecated. However, we’re keeping this documentation available for customers who may still have legacy
configurations in place.

 Caution

The Advanced configuration of the SAP Signavio integration is only required for certain edge cases and
shouldn't normally be required.

This guide is focused on advanced SAP Signavio use cases and technical information.

Endpoints

SAP Signavio provides endpoints to obtain SAP Signavio Processes as well as Glossary Items as structured
data.

The integration currently provides access to three SAP Signavio endpoints. The path within the structured data
can be specified in the Information Source field of the configuration with a starting keyword that refers to each
endpoint.

• For Processes: /p/editordata?id=(id) keyword: editordata

• For Processes: /p/model/(id)/info keyword: model

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• For Glossary Items: /p/glossary/(id)/info keyword: glossary

In the following sections we will describe how to explore the data that can be obtained from those endpoints
using the Chrome Browser.

Editordata Endpoint

In this section we are going to explain how to use the Developer Tools of the Chrome Browser to explore the
data retrievable from the /p/editordata?id=(id) endpoint.

1. Open up a process in SAP Signavio with the model editor

2. Open the Developer Tools (Customize and Control (three dots) > More Tools > Developer Tools)
3. Select the Network tab in the Developer Tools and reload the model editor page
4. The Developer Tools now show all the calls the browser does when loading the model editor
5. Enter 'editordata' into the filter, to only see the call to the /p/editordata?id=(id) endpoint
6. Select the entry and select the Preview tab
7. The Preview tab will show the data that is available via the /p/editordata?id=(id) endpoint
8. The complete data that is shown is available to the integration via the editordata keyword
9. One of the more interesting sections of this map is the model.properties map, which for example
contains custom fields

Process Language Example

In the basic configuration examples available in the user documentation, we wanted to write the language
of a process into a custom Fact Sheet field. The image below shows the language attribute within the JSON
retrieved from the editordata endpoint using the Developer Tools. The path to the language has to start
with the editordata keyword, because we obtain the data from this endpoint. Then the path within the
data structure has to be added which is model.properties.language. Finally we have the complete path
editordata.model.properties.language that can be added into the Information Source field.

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Model Endpoint

In this section, we are going to explain how to use the Developer Tools of the Chrome Browser to explore
the data retrievable from the /p/model/(id)/info endpoint. The SAP Signavio model editor does not call the
endpoint itself, that's why we are going to use the /p/directory/ endpoint to retrieve the same data as given by
the /p/mode/(id)/info endpoint.

1. Open up a process in SAP Signavio with the model editor.

2. Open the Developer Tools (Customize and Control (three dots) > More Tools > Developer Tools).

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3. Select the Network tab in the Developer Tools and reload the model editor page.
4. The Developer Tools now show all the calls the browser does when loading the model editor.
5. Enter 'p/directory/' into the filter, to only see the call to the /p/directory/ endpoint.
6. Select the entry and select to the Preview tab.
7. The Preview tab will show the data that is available via the /p/directory/ endpoint.
8. The data given from this endpoint is a list of all the processes in the same directory.
9. Select the entry where href: "/model/(id)" matches the id of the current process which can be found
in the url.
10. The subsection rep contains the same data as provided via the /p/model/(id)/info endpoint.
11. The data shown below the rep keyword is available to the integration via the model keyword.
12. An example of the data that can be retrieved from this endpoint is the published status which would have
the Information Source path model.status.publish.

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Glossary Endpoint

In this section we are going to explain how to use the the Developer Tools of the Chrome Browser to explore
the data retrievable from the /p/glossary/(id)/info endpoint. The /p/glossary/(id)/info endpoint itself is not
used by the browser when loading a glossary item but it is still possible to explore the data via the /p/glossary
endpoint that is used to get the data.

1. Open up SAP Signavio dictionary.

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2. Open the Developer Tools (Customize and Control (three dots) > More Tools > Developer Tools).
3. Select the Network tab in the Developer Tools.
4. Select a Glossary Item.
5. The Developer Tools now show all the calls the browser does when loading the Glossary Item.
6. Enter 'glossary' into the filter to get a subset of the calls.
7. Select the last call and select the preview tab.
8. Select the entry with the key value pair rel: "info".
9. The subsection rep contains the same data as provided via the /p/glossary/(id)/info endpoint.
10. The data shown below the rep keyword is available to the integration via the glossary keyword.
11. An example of the data that can be retrieved from this endpoint is the category name which would have the
Information Source path glossary.categoryName.

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Advanced Tab

SAP Signavio Integrations allows additional options to control the synchronization at a higher level of detail.
Next to the Basic section in the settings page we also have the Advanced section, which shows the complete
configuration as a data structure and allows us to modify it using a provided JSON editor.

The difference in using the Basic section compared to the Advance section is that we can introduce more
complex expressions in certain properties. To avoid edition of these complex expressions using the Basic
section, they are shown as disabled input fields.

In the following sections, we will explore the structure of the configuration data and show how to modify it for
more complex synchronization scenarios. These sample configurations cases cover the Basic cases introduced
before followed by JSON configurations. Afterward, we will introduce more complex mappings like Tags and
Subscriptions.

Case 1: A SAP Signavio Field to a Static Value

The synchronization that assigns a fixed value to a Fact Sheet field as shown in the Basic Section:

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The equivalent configuration in JSON format is shown in the following listing:

"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "comment",
"inboundPropertyPath": "Synchronized by LeanIX Signavio Integration",
"valueMappings": []
}
]
}
]
}

Case 2: SAP Signavio Attributes to Fields

The configuration that synchronizes a SAP Signavio attribute into a Fact Sheet Field is shown:

The corresponding JSON structure is:

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "language",
"inboundPropertyPath": "${editordata.model.properties.language}",
"valueMappings": []
}
]
}
]
}

New Fact Sheets created will have the field language with the same value taken from the SAP Signavio
endopoint editordata, the value for the path given in inboundPropertyPath is explained in Endpoints
[page 1478]. The expression ${...} is part of EL (Expression Language) used by the integration to offer a
flexible way to work with data from SAP Signavio Endpoints.

 Note

For the properties with names in the format, meta-xxx use the inboundPropertyPath as below.

"inboundPropertyPath": "${editordata.model.properties use the inb}"

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Case 3: SAP Signavio attributes with Value Mappings

In this case the SAP Signavio attribute language in mapped into a custom Fact Sheet field language.
Additionally, the value is mapped from their common name into the international two-letter code:

The JSON data structure shows the list of value mappings as maps inside the valueMappings keyword.

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "language",
"inboundPropertyPath": "${editordata.model.properties.language}",
"valueMappings": [
{
"outputExpression": "EN",
"regexMatch": "English"
},
{
"outputExpression": "DE",
"regexMatch": "German"
}
]
}
]
}
]
}

The regexMatch keyword allows to define a Regular Expression. In this example it is a fixed string and
the value retrieved from the inboundPropertyPath editordata.model.properties.language will be
compared to this string. The first matching mapping will be used and the outputexpression will be written
into the field specified in leanixFieldName.

It is easily possible to define a default avlue that is used if none of the defined (regEx) options match.

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This functionality is only available in the JSON (advanced) configuration. In the below example all other
languages or empty input will result in "Other"
Example for default values to be mapped

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "language",
"inboundPropertyPath": "${editordata.model.properties.language}",
"valueMappings": [
{
"outputExpression": "EN",
"regexMatch": "English"
},
{
"outputExpression": "DE",
"regexMatch": "German"
}
],
"defaultValue": "Other"
}
]
}
]
}

Case 4: Multiple SAP Signavio Attributes Combined

In this case we will combine two SAP Signavio attributes into Fact Sheet field. In our example we are going
to write into a custom Fact Sheet field called publish. We need to identify the path to the attributes we
want to combine, in our case: model.status.publish and model.type. Some values we could find in SAP
Signavio for model.type attribute are: Organization Chart, Event-driven process chain (EPC), or
Business Process Diagram (BPMN 2.0), and for model.status.publish are true, false. As a result
we expect to have a value like true - Business Process Diagram (BPMN 2.0).

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "publish",
"inboundPropertyPath": "${model.status.publish} - ${model.type}",
"valueMappings": []
}
]
}
]
}

The keyword inboundPropertyPath defines the path to obtain the data from SAP Signavio endpoints,
however it is not restricted to only express data paths, it is also possible to use all functionality provided
by EL (Expression Language: https://jcp.org/en/jsr/detail?id=245 ) expressions. As in our example, we can
concatenate two SAP Signavio attributes separated by dash - character.

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After the synchronization, the publish Fact Sheet field will have the value reslfrom the concatenation of
model.status.publish attribute, then a dash character(- ) followed by the value of model.type. The next
image shows the History view where we can find the value for field publish set to false - Organization
Chart.

Case 5: Use Complex Expressions in Value Mappings

Inside valueMappings keyword, each element of the list allows the mapping of the value to a final result given
by the keyword outputExpression. In previous examples, we set fixed text values in this keyword, however it
is possible to use more complex EL expressions that combine other objects of data.

In the following JSON config, we are combining part (the first 5 characters) of the SAP Signavio name
concatenated with the attribute language to obtain the final value for the field processnumber.

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "processnumber",
"inboundPropertyPath": "${model.name}",
"valueMappings": [
{
"outputExpression": "${input.substring(0,5)} - $
{editordata.model.properties.language}",
"regexMatch": "^[0-9].*"
}
]
}
]
}
]
}

In outputExpression, the symbol input represents the result obtained after the expression in
inboundPropertyPath (the model name: ${model.name}) is resolved. In general, the input keyword is
only available in outputExpression and offers a flexible way to modify the inboundPropertyPath value.
We are also verifying that only models that have a name that starts with a number are used to obtain the
processnumber field, this is guaranteed by the regexMatch "^[0-9].*" .

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After the synchronization, an SAP Signavio Diagram named 1.1.3 Summary of objections is
synchronized to a Fact Sheet with the value 1.1.3 - English in the field processnumber.

 Note

Unknown property handling

It might be that some advanced expressions may contain references to properties on SAP Signavio
Processes that exist for some processes but do not exist on others. To avoid error messages, a flag
"ignoreUnknownProperty" can be set to true. By using this, the admin can keep the logs clean in cases
where such warnings are expected and can be ignored.

Sample usage to ignore missing property warnings

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "processnumber",
"inboundPropertyPath": "${model.name}",
"valueMappings": [
{
"outputExpression": "${input.substring(0,5)} - $
{editordata.model.properties.language}",
"regexMatch": "^[0-9].*"
}
],
"ignoreUnknownProperty": true
}
]
}
]
}

Case 6: Tagging Fact Sheets using SAP Signavio Attributes

In this sample case, we want to map the value of publish attribute in SAP Signavio to be applied as a tag
in SAP LeanIX. To synchronize SAP Signavio attributes into Fact Sheet tags, we have to define the fields that

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compose a Tag: name and group, also set the leanixType to tag. The following JSON configuration data
shows an example of synchronization to tags.

{
"inboundMappings": [
{
"leanixType": "tag",
"fields": [
{
"leanixFieldName": "group",
"inboundPropertyPath": "PublishStatus",
"valueMappings": []
},
{
"leanixFieldName": "name",
"inboundPropertyPath": "${model.status.publish}",
"valueMappings": [
{
"outputExpression": "published",
"regexMatch": "true"
},
{
"outputExpression": "non-published",
"regexMatch": "false"
}
],
"defaultValue": "",
"ignoreUnknownProperty": true
}
]
}
]
}

New Fact Sheets will be tagged as published or non-published depending of the value from SAP Signavio
publish attribute. The tag group for all Fact Sheets will be PublishStatus. It is necessary that the Tag Group
and Tags are created by the Administrator before the synchronization, the bellow image shows the tag groups
for this example:

Both fields group and name are resolved using the same mechanism explained in previous sections, which
consists in taking the value from inboundPropertyPath and use it together with valueMappings list to
calculate the final result. In our example the group is resolved as a static text: PublishStatus, and the name of
the tag is based on the value mapping of the model.status.publish value.

After the synchronization, the Fact Sheet created has the tag non-published because the SAP Signavio
attribute model.publish was false.

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  Note

Tagging Mode Multiple/Single

In order to remove the existing tags when a new tag is supposed to be applied recommendation is to use
mode "Single"

Case 7: SAP Signavio Collaboration Hub

To be able to go to the SAP Signavio Collaboration Hub directly from the SAP LeanIX interface we need to add a
new custom field to the specified process fact sheet and configure a inbound mapping. The custom field has to
be called collaborationHubUrl. And the inbound mapping configuration is shown below:

{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "collaborationHubUrl",
"inboundPropertyPath": "${model.status.publish}",
"valueMappings": [
{
"outputExpression": "https://editor.signavio.com/p/hub-preview#model/$
{editordata.modelId}",
"regexMatch": "true"
},
{
"outputExpression": "",
"regexMatch": "false"
}
]
}
]
}
]
}

In our example the link to the SAP Signavio Collaboration Hub is only shown when the model is published. The
two possible values for model.status.publish are true or false, using the valueMappings we are filtering
the cases for true to have the URL that points to SAP Signavio Collaboration Hub. To build a URL for each
model we need to add the id from editordata.modelId. The domain as well as the path in the URL might be
different for your SAP Signavio setup.

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After the synchronization, all published models will be shown with a Collaboration Hub link in the SAP LeanIX
interface:

Case 8: Mapping SAP Signavio Attributes to Subscriptions

In this sample case, we will show how to synchronize SAP Signavio Attributes to add Subscriptions in
SAP LeanIX Fact Sheets. Business Owner defined in SAP Signavio models will have a subscription to the
corresponding Fact Sheet as role Process Owner with the type Responsible.

We set leanixType keyword as subscription, and add the field definitions for a Fact Sheet Subscription:
email , type, role, and optionally comment, as shown in the JSON configuration:

{
"inboundMappings": [
{
"leanixType": "subscription",
"fields": [
{
"leanixFieldName": "email",

"inboundPropertyPath": "${glossaryItem.get(editordata.model.properties['meta-
processowner']).metaDataValues['meta-zustndigeemailadresse']}",
"valueMappings": []
},
{
"leanixFieldName": "type",
"inboundPropertyPath": "RESPONSIBLE",
"valueMappings": []
},
{
"leanixFieldName": "comment",
"inboundPropertyPath": "Subscription role added by Signavio integration",
"valueMappings": []
},
{
"leanixFieldName": "role",
"inboundPropertyPath": "Process Owner",
"valueMappings": []

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 }
]
}
]
}

• leanixFieldName = email Field: Defines the data path to obtain the email address from SAP Signavio.
This is a two steps process: first, obtain the data for the SAP Signavio Item that represents a Role
for business Owner; and second, obtain the Glossary Item data associated with the previous reference.
In the inboundPropertyPath expression , the data path editordata.model.properties['meta-
processowner'] resolves to a value similar to "/glossary/<id>", which is then used by the symbol
glossaryItem.get(...) to obtain a complete Glossary Item data object; then, the email is taken from
the Glossary Item using the path .metaDataValues['meta-zustndigeemailadresse'].
• leanixFieldName = type Field: Defines the value for the type of subscription.
• leanixFieldName = role Field: Defines the value for the role of the subscription, in our example Process
Owner.
• leanixFieldName = comment Field: Defines the comment applied to the subscription.

It is necessary the SAP LeanIX administrator creates the Subscription Roles before the synchronization is
executed, for this example the role to create is: Process Owner. Also, for every email that is obtained during
the synchronization, it is expected that an SAP LeanIX user email already exists, otherwise the subscription will
be ignored for that non-existing email address and a warning will be logged to Sync Logging.

Case 9: Mapping SAP Signavio Glossary Items to Fact Sheets

In this case, we will create Fact Sheets based on SAP Signavio Glossary Items making use of advanced inbound
mapping capabilities. The Glossary Item in SAP Signavio Dictionary is shown bellow.

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In the bellow data configuration we can see the glossaryCategorySyncDescriptors property of the global
configuration that contains one element defining the options for the synchronization. We suppressed some
parts of the config for clarity and shows only the inboundMappings section.

{
"glossaryCategorySyncDescriptors": [
{
"inboundMappings": [
{
"leanixType": "factSheetField",
"fields": [
{
"leanixFieldName": "meta_cause",
"inboundPropertyPath": "${glossary.metaDataValues['meta-cause']}",
"valueMappings": [
{
"outputExpression": "${input.replaceAll('^[0-9.]+ (.*)','$1')}",
"regexMatch": "^[0-9.]+ .*"
}
]
},
{
"leanixFieldName": "meta_consequence",
"inboundPropertyPath": "${glossary.metaDataValues['meta-consequence']}",
"valueMappings": [
{
"outputExpression": "${input.toUpperCase()}",
"regexMatch": "^possible.*"
}
]
}
]
}
]
}
]
}

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In the previous data configuration, there are two elements that define mapping options for two Fact Sheets
fields:

• In leanixFieldName = meta_cause Field: It takes the value from SAP Signavio attribute meta-cause
obtained using the mechanism explained in Signavio Endpoints section. Using valueMappings we
are only considering those values that have numbers in its content. The last expression inside
outputExpression defines how to modify the data before applying to the Fact Sheet, for our example we
are removing the numeric part from 0.1.2 Admission of candidates.
• In leanixFieldName = meta_consequence Field: It takes the value from SAP Signavio attribute meta-
consequence. In valueMappings we are only considering those values that starts with the word
possible. The last expression inside outputExpression defines how to modify the data, which for
our example is converting the value to uppercase.

The new Fact Sheet created using the previous configuration is shown bellow. The values for the fields
meta_cause and meta_consequence are Admission of candidates and POSSIBLE OUTRAGE respectively.

Case 10: Ignoring linked Process Model relations based on <Custom

Attributes> for Top-Down and Bottom-Up

SAP Signavio offers linkage of diagrams (eg: process models) against each other based on a special custom
attributes type Diagram Link. Some customers uses this way of linkage to express a special relationship

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between objects. Such a custom attribute can be defined in <Setup / Define notation/attributes>,
like:

Configuration of a customer attribute used to link another diagram.

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In case a Process Model should be linked via a custom attribute, the linkage must be done inside the Custom
Attributes area at the right side of the screen. For instance this looks like:

Setting a link to another process model using a custom attribute.

There are two methods for filtering relations, giving you enhanced control and flexibility over the
synchronization process.

• Excluding custom attributes that contain links:Use this method when specific custom attributes in
your diagrams serve linking purposes but shouldn't be part of the hierarchy, such as in navigation
relations.
• Excluding shapes that carry relations:Use this method when certain shapes in your diagrams, regardless
of type, have relations that shouldn't be included in the process hierarchy relations within SAP LeanIX.

Excluding Custom Attributes with Links

To exclude relations coming from specific custom attributes for the top-down or bottom-up synchronizations,
list the technical IDs of the attributes in excludeCustomRelationsAttributeIds. This parameter is
mutually exclusive with excludeCustomRelations.

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In the following JSON configuration, we exclude created relations by using two custom attributes with technical
IDs: vorgngerprozesse and nachfolgerprozesse. These attributes come from the start and end event
shapes in SAP Signavio Process Manager.

{
"processSyncDescriptors": [
{
"inboundMappings": [],
"active": true,
"directoryIds": [
"10d342f5db704199968d86688c528073"
],
"linkProcessingMode": "PARENT_CHILD",
"publishedOnly": false,
"startNodeId": null,
"filterExpression": null,
"leanixParentFactSheetId": null,
"blacklist": [],
"shortDescription": "",
"excludeCustomRelationsAttributeIds": [
"vorgngerprozesse",
"nachfolgerprozesse",
],
}
]
}

Excluding Shapes with Links

For a more granular filtering of relations, you can exclude them at the shape level based
on a specific custom attribute for the top-down or bottom-up synchronization. To do this, set
excludeRelationByCustomShapeAttribute to true and provide the technical IDs of attributes in
excludeRelationByCustomShapeAttributeId.

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In SAP Signavio, the created attribute must be of type Boolean and set to meta-excludefromleanixsync
by default. This technical ID corresponds to a custom attribute named excludeFromLeanIXSync. When the
attribute value is set to true on any shape that links to another process, the relation isn't created in SAP
LeanIX. In the image below, we created a custom attribute for the "Intermediate Link Event BPMN 2.0" diagram
element type and reused it for the "Collapsed Subprocess BPMN 2.0" diagram element type. This approach
allows you to exclude "native" relations as well.

In the following JSON configuration, we enabled the exclusion of relations on shapes based on the default
custom attribute with the specified technical ID.

{
"processSyncDescriptors": [
{
"inboundMappings": [],
"active": true,
"directoryIds": [
"10d342f5db704199968d86688c528073"
],
"linkProcessingMode": "PARENT_CHILD",
"publishedOnly": false,
"startNodeId": null,
"filterExpression": null,
"leanixParentFactSheetId": null,
"blacklist": [],
"shortDescription": "",
"excludeRelationByCustomShapeAttribute": true
"excludeRelationByCustomShapeAttributeId": "meta-excludefromleanixsync",
}
]
}

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Case 11: maximumDeletionRatio used to protect of unwanted data loss

The configuration field maximumDeletionRatio specifies a ratio that is always checked before the
synchronization decides whether or not to delete data in strict mode in SAP LeanIX or SAP Signavio. This
feature is a kind of safety net used to protect your data when setting up or changing the synchronization
configuration and this is not perfect and contains mistakes.

Before a deletion the synchronization computes for each process sync descriptor and glossary sync descriptor
the ratio:

computed ratio = 100 * /

A deletion of items is only allowed in case of :

a) < 10 OR

b) <maximumDeletionRatio

{
"active": true,
"maximumDeletionRatio": 50,
"timerBasedSync": true
}

Case 12: forceWrite used to create glossary items with conflicting name

For glossary item synchronizations that go from SAP LeanIX to SAP Signavio, the configuration field
forceWrite can be used to create or update glossary items that already exist on the SAP Signavio side
in different glossary categories. In Signavio, it is possible to create entries with the same name in different
categories. However, a confirmation step is required to proceed with the creation of the entry, maintaining the
normal behavior of preventing duplicate glossary items.

{
"glossaryCategorySyncDescriptors": [
{
"active": true,
"forceWrite": true
}
]
}

 Caution

forceWrite should be only used after careful analysis of the SAP Signavio workspace

forceWrite should be only used after careful analysis of the SAP Signavio workspace as this will create
duplicates in SAP Signavio GlossaryCategory.

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Case 13: Include tasks in relations to Glossaries

You can configure the Signavio-Integration to list all tasks used in a process which are connected to a glossary,
in the synchronized relation in SAP LeanIX.

The tasks will be shown as an alphabetically sorted list of task-names in the configured field of the synced
relation.

In this example below, three tasks are all connected to the glossary item "Contract Management" and both the
glossary item and process are synchronized to SAP LeanIX:

Tasks connected to a Glossary-item in Signavio

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When configured correctly this is how the tasks will be synchronized and shown in SAP LeanIX:

Tasks will be synchronized into the relation shown on the Process Fact Sheet detail page in SAP LeanIX

Tasks shown inside the glossary item's linked Fact Sheet (here an Application)

To enable this behaviour, add a field leanixTasksRelationField to specify the relation's field that
represents the SAP Signavio tasks. In the example below, the relation field lxSignavioTasks will store the
SAP Signavio tasks names between Process and Application:

{
"processFactSheetType": "Process",

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 "glossaryCategorySyncDescriptors": [
{
"factSheetType": "Application",
"relationName": "relProcessToApplication",
"leanixTasksRelationField": "lxSignavioTasks",
...
}
],
...
}

Because Process and Application are used for the signavio synchronization in the example, the relation
relProcessToApplication must contain the field lxSignavioTasks.

To create this field, go to the Process Fact Sheet configuration page, select the "Applications" relation and add a
new field:

Adding new field lxSignavioTasks, shown as full-sized textarea

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You can also add a human-readable label for this Field or a help text:

Adding Label and Help text for the new field

For more information regarding the configuration of your meta model, see Fact Sheet Relations [page 955].

Case 14: Match Glossary Items Based on displayName

You can match the glossary item titles with SAP LeanIX Fact Sheet display names. This can be achieved with
the following code snippet in the advanced configuration of integration.

{
"glossaryCategorySyncDescriptors": [
{
"active": true,
"nameResolvedByFSField”: “displayName"
}
]
}

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Configuration Complete JSON Example

A complete sample configuration structure is shown below. It is a JSON map where top level keywords
represents global options that are applied to every synchronization. The sample list has been obfuscated
to hide sensitive information, it is intended to be used only as a reference , not to be copied into your
configuration.

{
"active": true,
"timerBasedSync": false,
"strict": false,
"processFactSheetType": "Process",
"leanixConfig": {
"workspaceId": "XXXXXX-5391-40c7-a47e-YYYYYY",
"targetSystem": "https://url.for.server",
"userId": "xxxxxxx-336a-4092-ae60-yyyy"
},
"signavioConfig": {
"url": "https://editor.signavio.com",
"username": "user@company.net",
"password": "xxxxxxxxxx-xxxxxxxxxx",
"tenantId": "f6a3ca755bec1e13xxfeb",
"loginParams": ""
},
"glossaryCategorySyncDescriptors": [
{
"active": true,
"factSheetType": "Application",
"masterSite": "LEANIX",
"strict": false,
"relationName": "relProcessToApplication",
"inboundMappings": [],
"filter": null,
"glossaryCategoryId": "d693d09****f87e290"
}
],
"processSyncDescriptors": [
{
"inboundMappings": [],
"active": false,
"directoryIds": [
"1111111111111111"
],
"linkProcessingMode": "NO_PROCESSING",
"publishedOnly": false,
"startNodeId": null,
"leanixParentFactSheetId": null,
"blacklist": [],
"shortDescription": ""
}
]
}

The corresponding Basic section for the previous Advanced data configuration is shown in the following image.

SAP LeanIX
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We can identify some elements between both sections, like the strict property, set to False as it is unchecked
in the Basic section, similarly, the property processFactSheetType represents the Fact Sheet Type field set
as Process, and the rows we have in sections SAP Signavio Processes and Glossary Category Mappings are
kept in processSyncDescriptors and glossaryCategorySyncDescriptors properties in the structure.

Because almost all elements in the configuration are easily managed by using the Basic section, we will explain
in detail the inboundMappings property where we will find elements that can be extended only using the
Advanced section.

Advanced Filter to the Processes coming from SAP Signavio

When you want to only pull specific processes from SAP Signavio, you can filter in the advanced Section by
using "filterExpression" attribute with JUEL expression.

"filterExpression": "${model.description.equals('SOME_VALUE')}"

 Note

Links to glossary items used in filtered processes

The Integration will collect all linked glossary items that are used by filtered processes (like Applications)
and link them to the last unfiltered process in the hierarchy. This allows to filter low level processes while
still keeping all linked Glossary items and properly create relations from it.

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Advanced Inbound Mappings (Processes and Glossary Items)

The inboundMappings can be used in both Processes and Glossary Items configurations, it consists of a list
of JSON maps as shown.

{
"inboundMappings": [
{
"leanixType": "",
"fields": [
{
"leanixFieldName": "",
"inboundPropertyPath": "",
"valueMappings": [
{
"outputExpression": "",
"regexMatch": ""
}
]
}
]
}
]
}

Each element inside this list of Inbound Mappings have the following keywords:

• leanixType: Specify into which SAP LeanIX data type the data is written. Allowed values are:

Type of Descriptor Allowed Values

Processes (processSyncDescriptors) factSheetField, tag, subscription

Glossary Items factSheetField, tag, subscription

( glossaryCategorySyncDescriptors)

• fields: A list that describes the incoming data path, how it is transformed and where it is written to.

Each member in fields list has the following properties:

• leanixFieldName: the Fact Sheet field where data is written into. Depending of the leanixType value, it
should contain optional or required Fact Sheets fields. The table bellow shows the expected definitions for
each possible value of leanixType:

For Processes:

leanixType Allowed values Description

factSheetField Data model field name The name of a field defined for the
fact sheet type in your SAP LeanIX
Data Model. Supported data types:
SINGLE_SELECT, STRING, DOUBLE,
INTEGER.

tag required: name. Optional: group The tag must exist before the synchro-
nization. If group is not specified,
Others is used.

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leanixType Allowed values Description

subscription required: email, type, role. Op- The role must exist before the syn-
tional: comment chronization.

For Glossary Items:

leanixType Allowed values Description

factSheetField Data model field name The name of a field defined for the
fact sheet type in your SAP LeanIX
Data Model. Supported data types:
SINGLE_SELECT, STRING, DOUBLE,
INTEGER.

• inboundPropertyPath: Specify path/expression for SAP Signavio endpoints (See section SAP Signavio
Endpoints). The symbols that are available are the same as shown in the table below:
for outputExpression except for ${input}.
• valueMappings: Optional, it allows to specify mappings of the values that have been obtained based on
inboundPropertyPath value.

Each member inside valueMappings have the following properties:

• regexMatch: A regular expression to which the value of the inboundPropertyPath has to match, the
simplest case is an static text, but any Java Regular Expression could be used here. The elements in the list
of value Mappings are evaluated until the first matched is found.
• outputExpression: An expression that resolves the final value for the Fact Sheet field. We can use fixed
values, like a text, or the combination of multiple fields. The table bellow shows the symbols that are
available inside the expressions.

For processes:

Symbol Meaning Example

input The value resolved by ${input}

inboundPropertyPath expression

model The data taken from model endpoint ${model.status.publish}

editordata The data taken from editordata $

endpoint {editordata.model.properti
es.language}

glossaryItem A utility object for Glossary Items refer- $

enced in SAP Signavio Attributes {glossaryItem.get('12423')
}

For Glossary Items:

Symbol Meaning Example

input The value resolved by ${input}

inboundPropertyPath expression

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Symbol Meaning Example

glossary The data coming taken from $

glossary endpoint {glossary.metaDataValues['
meta-cause']}

The example expressions in the previous table follow the syntax defined by Expression Language (or just EL).
EL expressions allows advanced operations like splitting, concatenating or selection of substrings for any of the
symbols available. A description for EL can be found in https://jcp.org/en/jsr/detail?id=245 .

7.8 ServiceNow Integration

Fundamentals of the SAP LeanIX integration with ServiceNow (CMDB).

Overview

The integration between SAP LeanIX and ServiceNow is a powerful way to enable the transparent flow of data
between the two systems. This documentation covers key information to help you understand the Integration
more deeply:

• Communication with ServiceNow.

• The core concepts used to integrate.
• The default supported configuration and best practices.

Prerequisites

The ServiceNow integration is only available for the SAP LeanIX Technology Risk and Compliance [page 1683]
product. Before you start the configuration process, please make sure you or a colleague/consultant working
with you has the fundamental knowledge about ServiceNow CMDB, CSDM, and the ability to do the following
within your instance:

• Manage installation and configuration plugins from the ServiceNow store

• Manage users, tables and ACLs in the CMDB

Communication with ServiceNow

The communication between the SAP LeanIX integration running on SAP LeanIX servers and the ServiceNow
system depends on the configuration specified in ServiceNow URL.

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In case the ServiceNow URL is configured with an https schema, the communication is done through
TLS encryption. Furthermore, all client credentials are stored as part of the configuration encrypted using
theAES-256.

Additionally, the Integration User created can utilize both Basic Auth or oAuth 2.0 for authentication
between the two systems.

 Note

Communication method when using HTTPS Instance URL

The TLS version and cipher suites used for communication between SAP LeanIX and ServiceNow
depends on the negotiation to the ServiceNow HTTPS server. In general, TLS v1.2 and
TLS_ECDHE_RSA_WITH_AES_128_GCM_SHA256 is used for any HTTPS connection to ServiceNow.

The ServiceNow URL mentioned above and the other integration user details are configured in the Integration
credentials tab. For more information, see Credentials Tab [page 1530].

Credentials tab for connecting to the ServiceNow Instance

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Core Concepts

For synchronization purposes, every mapping between tables in both systems defines the following:

Mapping Between Fact Sheet Types and ServiceNow Tables

Parameter Description

Fact Sheet Type SAP LeanIX Fact Sheet Type - e.g. Application, IT Compo-
nent (Software), etc.

Direction/ Source Defined Direction and Source of Truth - e.g. SAP LeanIX or
ServiceNow

ServiceNow Table Name of the table in ServiceNow with its logi-

cal table name. For example Business Application -
cmdb_ci_business_app

Sync Mode Defines how to deal with objects on the target that have no
corresponding one the source system. See Sync Mode [page
1512]

Filter/ Constraints Whether there are any synchronization constraints, e.g. only
synchronizing applications with a specific lifecycle status
or only synchronizing software product models which are
installed on a server belonging to a managed business appli-
cation

Within each mapping type described above, it is possible to configure the field-level mapping between the two
systems.

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 Field-level mapping keys between SAP LeanIX and ServiceNow

The following parameters are available for field mappings:

• The type of field mapping (Further explained, in the setup in SAP LeanIX documentation).
• The name of the field in SAP LeanIX (if applicable).
• The direction of synchronization.
• The name of the field in ServiceNow (if applicable).
• Whether the attribute is to be synced from the defined source of truth or the opposite of the defined
source.
• How values are being mapped.

Both standard and custom attributes are supported by the integration. The integration synchronizes in-scope
data from one system to another as specified in the configuration.

Sync Mode

A sync mode for integration configuration can be defined in three ways, depending on the specific
requirements of preserving/ deleting the items from the target system.

• Additive Sync: This Sync Mode only creates and updates items and never deletes anything. This is the
safest Sync Mode, but it can lead to duplicate data if not used carefully.
• Conservative Sync: This sync mode only deletes items created in the target system and are no longer
linked to any source object. This Sync Mode preserves manually created items and items that are linked to
sources controlled by other integrations. Items that were created by a different integration (e.g. Collibra)
will be preserved as well as part of this sync.
• Overwrite Sync: This Sync Mode deletes any items that are not linked to a source object, or that are linked
to a source object that no longer exists. This Sync Mode is the most likely to lead to data loss, but it is also
the most likely to ensure that your data is consistent with the source system.

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 Selecting a Sync Mode for a Mapping

Sync Mode behavior:

Direction Additive Sync Conservative Sync Overwrite Sync

Foreign → LeanIX (SAP No deletion will happen Every Fact Sheet will be de- Every Fact Sheet will be de-
LeanIX is the target) leted that has an externalId leted, that has NO externalId
of the running configuration of the running configuration
but the corresponding item or this externalId links an ob-
on the source is missing AND ject that does not exist.
no further externalId is speci-
fied on the Fact Sheet.

LeanIX → Foreign (Foreign is No deletion will happen Every Foreign item from the Every foreign item from the
the target) target will be deleted if no target will be deleted that has
Fact Sheet is found that is no valid link to a FactSheet
linked to this item, consider- when considering the config-
ing the configuration exter- uration externalId.
nalId. This will happen if a
previous linked FactSheet is
archived or the item in the
foreign system is manually
created.

Supported Configurations

 Tip

The integration between SAP LeanIX and ServiceNow is compatible with CSDM 4.0 guidelines

As of the last update of this documentation, our suggested default configuration below is in alignment with
CSDM 4.0. Please feel free to reach out to your CSM for any specific questions.

Before implementing the integration, it is recommended to review the current maturity level of the ServiceNow
Instance to be connected. The maturity and availability of modules within the ServiceNow instance will
implicate what configurations can be used and not used while connecting with SAP LeanIX.

The following decision table provides suggested configuration workflows.

SAP LeanIX
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Maturity State Modules Required Flow

Ready to sync Applications, Business n/a Default Mapping [page 1514]

Capabilities, and their relationships to
ServiceNow. Note - The IT Component section of the
flowchart does not apply.

Ready to sync IT Components of cate- Software Asset Management (SAM) Default Mapping [page 1509]
gory Hardware, Software, and their re- Discovery Service. The link between the
lationships with Applications from Serv- Software Discovery Model and the Soft-
iceNow. ware Product Model record required
through the model_id reference field.

(Same as above) Ready to sync IT Com- Software Asset Management Professio- Default Mapping [page 1514]
ponents of category Hardware, Soft- nal (SAM Pro) Discovery Service.
ware, and their relationships with Appli- Default Mapping (SAM Pro) [page 1515]
cations from ServiceNow. - Recommended for large ServiceNow
Instances.

Applications in SAP LeanIX are connected to Business Applications in ServiceNow. IT components in SAP
LeanIX are imported from the ServiceNow table Product Models, which is the inventory of Hardware and
Software Models in ServiceNow.

As a best practice for CSDM 4.0 modeling, we recommend including business application and deployment
as subtypes for application fact sheets and map them to Business Application and Application Service
in ServiceNow respectively. In addition to this, other components related to CSDM can be managed in
ServiceNow. For more information, see optionalApplication Fact Sheet Subtypes [page 61].

Default Mapping

The flow chart helps illustrate the relations between ServiceNow tables and data flow conditions when
constraints are used within the configuration.

SAP LeanIX
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 Default-supported configuration workflow

Default Mapping (SAM Pro)

Connecting IT Component Software in SAP LeanIX with the Software Discovery Model table in ServiceNow is
recommended in cases where the Software Product Model table does not contain enough information or the
ServiceNow Instance connected is too large to perform dynamic link matching as described in Figure 1.

 Tip

Review record size

One way to ascertain if this case applies is to check if the total number records collectively within the
cmdb_rel_ci , cmdb_sam_sw_install and cmdb_sam_sw_discovery_model table are larger than 1
million records.

In such a case, for customers with ServiceNow SAM Pro, the table of cmdb_sam_sw_discovery_model
(Software Discovery Model) should be linked instead to IT Components Software.

However, to ensure only records relevant within SAP LeanIX come through, it is mandatory to have a filter
applied to only pull relevant Discovery Models. An example of such a filter to be applied on the Discovery Model
table is as follows -

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Text

statusINmanually normalized,normalized,partially
normalized^norm_versionISNOTEMPTY^norm_publisherISNOTEMPTY^norm_typeINlicensable,
not licensable,unknown

The fields of Product Classification,Main Category, and Product Type within the Software Discovery
Model table help in further rationalizing the list of records while setting the filter.

 Restriction

Review the number of records left with the filter applied

As the table can easily store hundreds and thousands of records, it is important to review the filter applied
and the records that remain with it. A good estimate is to ensure that the records remaining in the table are
less than <20k records.

Flow that can be used with the filters outlined above for ServiceNow SAM Pro users.

Legacy Configuration

 Note

Legacy Software Management Connection

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 If in case legacy software management module is in use instead of SAM/SAM Pro and Discovery Service,
the Integration can be adapted instead to follow the following flow chart instead -

Legacy workflow

Custom Configurations

It is possible to sync records between custom tables, fields, and also CMDB tables not part of the figures shown
above. However, it is not possible to fully support all use cases in all conditions and has to be reviewed on a
case-by-case basis.

Synchronization Through a Mirror Table

Tables in ServiceNow may contain large volumes of data, which may potentially lead to long synchronization
durations or interruptions during synchronization runs. To mitigate these challenges, we’ve implemented
synchronization through a mirror table, which significantly enhances the efficiency of processing large volumes
of data.

SAP LeanIX
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With a mirror table, the synchronization process works as follows:

1. The target ServiceNow table is replicated into the SAP LeanIX database. This replicated table within SAP
LeanIX serves as a mirror table.
2. Data is synchronized from the mirror table in SAP LeanIX and not directly from the target table in
ServiceNow. The integration system transfers and stores only the necessary data into the mirror table.
This includes only the fields configured for fact sheet mapping or IDs relevant to mapping tables.

Synchronization through a mirror table is always activated for the aggregation and linkage feature
and is applicable to ServiceNow tables that provide software records data (cmdb_sam_sw_install or
cmdb_software_instance). To learn more about this feature, see Aggregation and Linkage of Software
Records [page 1540].

When processing large tables, the system autonomously determines which table will be mapped. Frequently,
a mirror table is created for cmdb_rel_ci, which provides data on relations. This approach streamlines the
creation of relations between IT components and applications in SAP LeanIX, thereby preventing errors and
minimizing processing time.

 Note

For active ServiceNow configurations, we delete mirror tables that haven’t been used for the last 30 days.
For configurations that are deactivated for more than 7 days, we delete all associated data from mirror
tables. Deleting a mirror table removes all metadata for maintaining the mirror table, as well as all mirrored
ServiceNow items.

The mirroring process is detailed in the synchronization log, in the Sync Logging section of the administration
area. Here, you can view the mirroring status and progress, shown in percentage, for specific tables. Here’s an
example message for a mirror table in synchronization logs:

Table 'cmdb_sam_sw_install' mirror is in sync with ServiceNow

'cmdb_sam_sw_install' table

Frequently Asked Questions

To find answers to frequently asked questions about the ServiceNow integration, see ServiceNow Integration
FAQs [page 1580].

7.8.1 Setup in ServiceNow

Configure the ServiceNow integration on the ServiceNow side.

The following document assumes that there are point of contacts ready both on the SAP LeanIX side (SAP
LeanIX admin user) and ServiceNow (ServiceNow Instance admin) who have the necessary rights and roles
within the organization to make the outlined changes.

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Steps order Step Details

1 Activation of the Integration on the SAP You may reach out to support at SAP
LeanIX side LeanIX Support or reach out to your
CSM to ensure the integration is acti-
vated on your workspace. If you're an
SAP customer, submit a request from
the SAP for Me . Proceed only after
the confirmation.

2. Create a technical user Technical user created on the SAP

LeanIX side that generates an API To-
ken to be set on the ServiceNow side. It
is also used as a Managing User which
is detailed in the Setup in SAP LeanIX
[page 1529] section.

3. Installation of the SAP LeanIX Integra- ServiceNow Store

tion App(s)

4. Configuration & Setup of Integration Configuration & Setup of Integration

User User [page 1520]

5. Additional Information Additional information related to the

configuration depends on use-cases.

Once the integration is activated on the SAP LeanIX workspace, you can leverage the Sandbox workspace to
ensure data mappings and incoming data are correct before moving to the Production workspace.

 Tip

Ensure that data imported from ServiceNow follows our formatting guidelines. For example, field values
must not contain symbols such as < (less than) or ; (semicolon). For additional information, see General
Formatting Rules [page 605].

Create a Technical User

To configure the integration and connect to ServiceNow, you need an API token. To get an API token, in SAP
LeanIX, create a technical user through which the integration will run. Technical users enable you to manage
API tokens for your workspace and audit your integrations.

For instructions on how to create a technical user, see Technical Users [page 1798]. Specify the following
details:

• Username: Enter a name that enables you to identify the technical user for the ServiceNow integration.
This name appears in the audit log.
• Permission Role: Select the Admin permission role.
• Customer Roles and Access Control Entities: Leave these fields blank.
• Expiry Date: The expiration date of the API token. You can set this date based on your security policy on
regularly refreshing API tokens. Please note that it is not possible to automatically update the Integration
Application on the ServiceNow side with the regenerated token.

Once you've created a technical user, an API token is displayed. Save the API token. It is shown only once.

SAP LeanIX
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Installation of LeanIX Integration App

To get the communication between SAP LeanIX and ServiceNow running, the SAP LeanIX Integration app is
required which is available in ServiceNow Store.

ServiceNow Instance administrators can request installation of the app while logged on to the store.

App Link

SAP LeanIX Integration Required Link to the Application

SAP LeanIX Integration SAM add-on Optional Link to the Add-on

Request the application

Update SAP LeanIX Integration App (for admins)

In your ServiceNow instance, follow these steps:

1. Go to System Applications > All Available Applications > All.

2. Find the application with the filter criteria and search bar.
3. Next to the application listing, select the version to install.
4. Click Update.

Configuration & Setup of Integration User

After successful installation, properties for the Integration will show up within the instance.

SAP LeanIX
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 SAP LeanIX Application Properties after SAP LeanIX Integration has been installed.

Key Type Details

1 Host Name Host Name will be the domain in use on

the SAP LeanIX side.

Example
-customerdomain.leanix.net.

Before the configuration of do-

main/SSO, it can be the de-
fault such as us.leanix.net or
eu.leanix.net.

Please do not enter the workspace

name under this property as it is deter-
mined automatically by the API token
set below.

SAP LeanIX
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Key Type Details

2 API Token It is recommended to create an addi-

tional Technical User as described in
the step above that has only a VIEWER
permission role. The API token of this
less privileged user is used here. (This
API Token is used to establish a hook
between your ServiceNow instance and
the SAP LeanIX integration. The con-
nection is used to inform SAP LeanIX
about changes in ServiceNow without
passing details of the changes itself.)

3 sys_id for Application Registry: LeanIX Value to be updated

from table oauth_identity a439aa4adb79b300bac3d8c0cf
96193e

4 Log Level As indicated to keep the log level at the

minimum the default is INFO. During
setup, it can be changed to DEBUG.

5 Comma Separated List of tables in This section does not have to be up-
Sync from SAP LeanIX workspace dated manually. It will be automatically
updated according to the configuration
and mapping on the SAP LeanIX side.

 Restriction

Important when cloning ServiceNow Instances

Do not move/use the SAP LeanIX Integration Property : API Token on two different ServiceNow Instances,
this will result in unexpected behaviour. Add SAP LeanIX Integration Properties to data preservers during
the cloning activity to avoid any issues. The following link provides information on how to setup data
preservers : ServiceNow Documentation on Data Preservation

Create an Integration user

Within the Users administration section of the ServiceNow instance connected to SAP LeanIX, an Integration
user needs to be created.

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 Similar to the technical user on the SAP LeanIX side, the username can be anything preferable to provide contextual
information during auditing.

 Note

Web Service Access Only

It is recommended to have this box unchecked during the Integration setup, configuration phase. As it
makes it easier to impersonate the Integration user on the ServiceNow side to troubleshoot any access
related issues. Once the setup is as expected, it can be reverted back to Web Service Access only.

As part of the installation of the SAP LeanIX application. Some new SAP LeanIX-specific roles are created which
will be applied to the Integration user. The roles which are required for the Integration User are -

Table and Permissions Provided by

Role Role Reason

x_lixgh_leanix_int.admin Contains( ITIL, x_lixgh_leanix_int_log (Read, Cre- Access Application Endpoints Basic Ac-
personalize_dictionary, personal- ate,Write, Delete) cess to interact with CMDB tables Read
ize_choices) Choices and Dictionary Attributes

filter_global OR filter_group sys_filter Read Global/Group Filters from Serv-

iceNow for a specific Table. For more
details, see Synchronization Filters
[page 1553]. By Default : Only filters
created by the Integration user will be
available.

asset product_model, cmdb_model_category Read and Write Access to Model Cate-

gories and Product Models

SAP LeanIX
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 Minimum required roles needed for the Integration User

Customised System Tables in ServiceNow

In case of customised ServiceNow for the ACLs, it is necessary to ensure that the Integration User created
above has the ability to read the following backend tables -

Table Reason

sys_choice(Read) Pre-population and Validation of choices on SAP LeanIX

sys_dictionary(Read) Can personalize dictionary entries and labels. SAP LeanIX

Integration app requires read access to fetch fields for
a specific table from sys_dictionary and provide choices
once the table is provided. Alternative can be created Read
ACL for sys_dictionary.none and sys_dictionary.* with role
"x_lixgh_leanix_int.admin"

sys_db_object(Read) Required to find table referenced by specific field on a table.

cmdb_sam_sw_install(Read) Required for creating the link between Applications and IT

Components (Software)

cmdb_sam_sw_discovery_model(Read) Required for creating the link between Applications and IT

Components (Software)

sys_user (Read) Required for Subscription mapping. Access to email,

first_name and last_name fields is mandatory.

If there are custom ACLs set for the tables that are part of the default configuration, it is necessary to review
the access ACLs of the following tables as well.

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 Ensure that the SAP LeanIX Integration user within its scope can make the intended changes in the tables.

Optional: Add ACLs in ServiceNow

If you want to limit access of your cmdb_ci's ACLs in a way that only your target tables accept <create> and
<write> access, you can add JavaScript code to your ACL. Therefore when creating the record ACL you must
check the Advanced checkbox and add additional rules as JavaScript.

The JavaScript example below checks, that only modifications to thecmdb_ci_business_app are allowed. If
the variable answer is true the ACL will pass, otherwise, the ACL will reject.

// Limits access only to table cmdb_ci_business_app

var targetTableName = current.sys_meta.name;
answer = (targetTableName == 'cmdb_ci_business_app');

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 Sample JavaScript, which limits the write access to only the 'cmdb_ci_business_app' table.

 Restriction

Adding a record ACL to a target table like cmdb_ci_business_app, may change the access behavior.
When specifying a record ACL to a table, the new ACL may mask ACLs from base tables. Therefore it is
possible that a user has write access by an ACL on cmdb_ci but afterwards this will be denied by the ACLs
on cmdb_ci_business_app.

Optional: Enable OAuth 2.0 for Authentication

OAuth 2.0 can be configured for additional security during the authentication between SAP LeanIX and
ServiceNow.

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 SAP LeanIX Integration uses the "oAuth API endpoint for external clients" method.

After enabling the plugin, the method used by SAP LeanIX is "OAuth API endpoint for external clients" to
retrieve a clientId and a clientSecret. Here is an example -

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 This example shows one OAuth API Application Registration used for communication between SAP LeanIX and ServiceNow
via OAuth2.0

Once created copy the Client ID and Client Secret and store it in a safe location to use when configuring
the Integration on the SAP LeanIX side.

Optional: Separate Queue for SAP LeanIX Integration

Use this feature when there is a possibility of long Script Action Processing times or rapid generation of events
causing high volumes in the queues. Follow the ServiceNow KB Article on the steps to be performed to
create a separate queue.

Optional: Review client-adapted ServiceNow Instances

If extensive custom changes have been made to the instance, it is worth it for the ServiceNow admin to review
any Business Rules configured in ServiceNow on the tables that are being synchronized and whether they
conflict with the Integration synchronization process or not.

 Note

Business rules defined for tables can affect the performance

Be careful with time expensive business rules defined for any table used for synchronisation. If there are
rules triggered for actions on a table (creation, update or deletion of items for example), the execution

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 of those rules when records are changed can slow down the response from ServiceNow for each action,
slowing down the entire synchronization process.

 Tip

Successful ServiceNow Setup

After the configuration above for the Integration properties and the user with its roles. The Integration
is ready to be configured on the SAP LeanIX side by the admin. It is recommended that the ServiceNow
admin reviews the configuration mappings and initial sync runs together with the SAP LeanIX admin for a
seamless initial run.

7.8.2 Setup in SAP LeanIX

After configuring the SAP LeanIX app in ServiceNow, set up the integration in SAP LeanIX.

This document is in continuation of the Setup in ServiceNow [page 1518] document. Please ensure the outlined
steps there are complete before proceeding with the setup in SAP LeanIX.

 Note

This document assumes that there are point of contacts ready both on the SAP LeanIX side (SAP LeanIX
admin user) and ServiceNow (ServiceNow Instance admin) who have the necessary rights and roles within
the organization to make the outlined changes.

Adding a Configuration

 Note

You can configure integrations with multiple ServiceNow instances. This is relevant for organizations that
use different ServiceNow instances for various aspects of their IT landscape, such as dedicated instances
for specific regions.

To add a configuration for a ServiceNow instance, follow these steps:

1. In the administration area, navigate to the Integrations section. Depending on whether the ServiceNow
integration is already configured in the workspace or not, do one of the following:
• The integration is configured: Click on the ServiceNow tile. You land on the overview page displaying
ServiceNow configurations. To add a configuration, click Add Configuration.
• The integration is not configured: Click Add Integrations, then locate the ServiceNow integration and
click Configure. To add a configuration, click New Integration.
2. On the ServiceNow configuration page, review how the integration works, then click Next. From here, you
can navigate to the SAP LeanIX documentation to get additional guidance on the integration.
3. Enter a name for the configuration, then click Next.

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4. To establish a connection with a ServiceNow instance, enter authentication details:
• ServiceNow URL: Enter the URL of the ServiceNow instance, for example, https://
clientdomain.service-now.com.
• Authentication Type: Select an authentication method and enter the required details. For more
information, see Authentication Options for ServiceNow [page 1535].
• Managing User: Select a Service user to run the integration. Alternatively, a technical user can also be
leveraged for this. To learn how to create a technical user, see Technical Users [page 1798].
5. Click Save.

Configuring Credentials for a ServiceNow Integration

A connection with a ServiceNow instance is established. Now, you can continue to configure the integration:

• Configure the mapping of fields between ServiceNow and SAP LeanIX. For more information, see
Configuring Field Mappings [page 1545].
• If needed, configure advanced settings. For more information, see Advanced Configuration [page 1572].

Credentials Tab

On the Credentials tab, you configure the credentials and status of the integration. For details, refer to
Credential Configuration [page 1534].

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 Credentials tab

Mappings Tab

On the Mappings tab of the integration configuration page, you configure mapping settings. For more
information, see Core Concepts [page 1511].

Mappings Tab on the ServiceNow Configuration Page

Advanced Tab

Advanced Tab is the JSON representation of everything set in the Basic Tab. Any configurations or additional
changes made in the Basic section will be represented within the advanced tab.

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 Advanced Tab

There are a few items in the Integration that can only be configured in the advanced tab. Such as OAuth 2.0
setup, advanced relationship mapping, dot walking, and others. For more details, read the corresponding page
on the Advanced Configuration [page 1572].

In case you do not see the Advanced tab in your configuration, you may reach out to support at SAP LeanIX
Support to activate this feature.

Versions Tab

On the Versions tab, you can view the current and previous versions of the ServiceNow configuration in JSON
format. Here, you can:

• View JSON configurations: To view the JSON configuration for the current version, click Current Version. To
view the JSON configuration for a previous version, hover over the version that you need, then click View
JSON.
• Compare configuration versions: To compare two versions, select them, then click Compare. On the page
that opens, the differences between the two configurations are highlighted. If the current version (indicated
by the Current Version label) is one of the selected versions, you can restore the previous version by
clicking Restore Previous Version.

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 Comparing Two Configuration Versions

 Note

As we continuously enhance the ServiceNow integration, we occasionally perform data migrations from
one format to another. If such a migration impacts a configuration, the changes are reflected in a distinct
configuration version. This version is labeled as owned by the ServiceNow Migration User, an internal user
designated to manage and document the changes in that specific migration version.

Configuration Version Created as a Result of Data Migration

Aggregation Status Tab

If you enabled aggregation and linkage of software records, you can view detected items and their statuses on
the Aggregation Status tab of the configuration page. For additional information, see Aggregation Status [page
1542].

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Credential Configuration

This section is used to provide the most crucial information which covers the authentication against
ServiceNow and the SAP LeanIX workspace and the partial synchronisation mode.

Credential Tab

The Credentials tab contains the following configuration parameters:

• ServiceNow URL: The URL of the instance that is to be connected with the workspace. e.g. https://
clientdomain.service-now.com.
• Authentication Type: Authentication type for the specified instance.
• Short event buffering: When activated, all changes in SAP LeanIX and ServiceNow will be synchronized as
soon as possible. This setting is useful for testing or demo purposes, but it will increase the amount of CPU
usage and network traffic and should be disabled for production workspaces.
• Managing User: Select a user type to run the integration in SAP LeanIX. Typically, a service user can run
the integration, but a technical user can also be leveraged for this. This is useful for auditing purposes, and
showing changes done by the integration. For more information, see Technical Users [page 1798].
• Partial sync mode: For more information, see Partial Sync Mode [page 1535].

Upon clicking Save with the Active checkbox selected, SAP LeanIX will check the access to ServiceNow and all
configured tables and columns in the provided ServiceNow Instance.

If an error occurs, please check the credentials and whether the account created is according to the required
roles and access as shown in Setup in ServiceNow [page 1518].

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Partial Sync Mode

This is the property that sets how the partials sync should be executed. It has three options: FULL, SKIP and
WITHOUT_RELATION

Options Description

FULL Fact sheet mappings and relation mappings will be proc-

essed during a partial change.

SKIP Partial changes will not trigger a synchronization run.

WITHOUT RELATIONS Only fact sheet mappings will be processed during a partial
change. Relation mappings are skipped.

Authentication Options for ServiceNow

When adding a ServiceNow configuration, you need to select an authentication method and specify the
required details. If needed, you can change the authentication method for your existing configurations.

The ServiceNow integration supports the following authentication methods:

• Basic authentication: This method requires the username and password of the integration user that you
created in ServiceNow. This user is a specific account created for the purpose of the integration. For
instructions on how to create an integration user, see Create an Integration user [page 1522].
• Certificate-based authentication: This method uses a private key and certificate to establish an SSL
connection with your ServiceNow instance. During the SSL handshake, the certificate and private key
are used to identify the client and the corresponding ServiceNow user for authorization. This method
ensures a secure connection between the client and ServiceNow. To learn how to set up this authentication
method, refer to the ServiceNow documentation .
• OAuth authentication: This method uses tokens instead of credentials to grant access. Provide the
following details:
• Username and password: Enter the username and password of the integration user that you created in
ServiceNow. For instructions, see Create an Integration user [page 1522].
• Client ID and secret: Enter the client ID and client secret that you obtained in ServiceNow when
enabling OAuth 2.0 for authentication. For details, see Optional: Enable OAuth 2.0 for Authentication
[page 1526].

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Synchronization

The following section explains the types of synchronization offered depending on the configurations.

Synchronization Type Sync Logging Name Details

Full Sync FULL_SYNC Sync of all the configured mapping that

takes place at a set schedule.

Manual Full Sync FULL_SYNC_MANUAL Sync of all configured mapping that

gets triggered manually by the SAP
LeanIX admin

Partial Sync - ServiceNow SERVICENOW_CHANGES Sync of changes due to an event trigger

of Business Rules from ServiceNow's
side.

Partial Sync - SAP LeanIX LEANIX_CHANGES Sync of changes due to an event from
the SAP LeanIX side.

To view the details of synchronization runs, navigate to the Sync Logging section in the administration area.
Incomplete mappings or errors while updating an attribute appear as errors in the synchronization logs. If a
mapping issue occurs due to a change in the configuration in the background, this is also displayed in the
synchronization logs.

To configure notifications for errors during synchronizations, you can use webhooks. To learn how to send
notifications to Slack and Teams, see Sending Alerts to Slack and Teams [page 1893].

Only the fields that are specified in the mapping configuration are synchronized. Any other fields in the
respective system are not synchronized.

 Note

By default, items from ServiceNow are matched with fact sheets in SAP LeanIX using the displayName
field. If the displayName is missing, the integration uses the name field instead. When no matching fact
sheet is found, a new fact sheet is created in SAP LeanIX.

To prevent the creation of duplicate fact sheets during synchronization, you can set up custom matching
rules. When you set up custom matching rules, the integration uses them instead of the default matching
logic. For more details, refer to Matching Rules [page 1563].

 Note

When synchronizing fact sheet subscriptions from SAP LeanIX to ServiceNow, in case there are multiple
ServiceNow users with the same email address, the integration checks the ServiceNow user status first
and prioritizes active users. The following logic is applied:

• If at least one active user is listed, the first active one is added as a subscriber.
• If no user is active, the first inactive user is added as a subscriber.

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Manual Full Sync

A manual full synchronization can be triggered from SAP LeanIX's administration within a workspace. To start a
synchronization, on the Credentials tab, click Run Sync.

During a manual full sync, the integration sequentially goes through the mapped configuration to sync records
and relationships. If triggered manually as seen above, it will show up as the type FULL_SYNC_MANUAL within
the sync logging section.

 Note

Sync Logging Time

Time taken by a sync depends heavily on the size of the records in sync with the configured ServiceNow
environment. Additionally the sync could show up as RUNNING with no visible updates in the log for long
periods of time. This usually happens when the Integration is processing data within the backend tables
such as cmdb_rel_ci or cmdb_sam_sw_install.

Scheduled Full Sync

Beyond the manual full syncs that can be triggered anytime by the SAP LeanIX admin, there are also full sync
runs that take place automatically on the workspace.

Full Sync is scheduled to run at midnight related to the time zone in which the SAP LeanIX Instance is hosted.

Partial Sync

Partial syncs are event-driven that get triggered from both sides (SAP LeanIX and ServiceNow). In each case, it
gets triggered any time a Fact Sheet or a record is created, updated, or deleted in the systems.

In the default model (flag 'short event buffering' is not set), the partial sync is triggered as soon as the batch
is full (5000 changes have been logged) or the batch wait time has been exceeded (15 minutes after the first
change was logged).

 Note

Short event buffering

In 'short event buffering' mode, the batch wait time is reduced to five seconds. We only recommend using
the short event buffering for manual testing purposes.

For ServiceNow, the SAP LeanIX application installs a couple of Business Rules to track these events and
trigger a sync as seen here -

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 Business Rules installed by the SAP LeanIX app that looks for events to trigger a Partial Sync

Partial Sync Supported Tables Business Rule Name

cmdb_ci which by inheritance includes any table in sync CMDB CI

such as
-cmdb_ci_business_app,cmdb_ci_business_ca
pability, cmdb_ci_hardware or any other custom
table.

CI Relationship - cmdb_rel_ci CI Relationship

SAM/SAM Pro - cmdb_sam_sw_install Legacy - SAM Software Install & Software Instance
cmdb_software_instance

Product Model - (cmdb_model) which by inheritance in- Product Model

cludes
-cmdb_hardware_product_modelcmdb_software
_product_model

 Tip

Tip - Disable Business Rules in ServiceNow for Operational Tables

For highly operational ServiceNow instances, having the business rule triggered for tables such as
cmdb_rel_ci or cmdb_sam_sw_install etc. can cause a lot of triggered runs. By Disabling (Mark as
not active) the Business Rules, the SERVICENOW_CHANGES partial syncs will not be triggered for those
tables.

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Aggregation and Linkage of Software Records

You can import software records from ServiceNow as aggregated software fact sheets and automatically
link these consolidated fact sheets to the reference catalog that provides lifecycle data for obsolescence
risk management. By using the aggregation and linkage feature, you can streamline the import process and
enhance data quality. To learn more about this feature and how to use it, see Aggregation and Linkage of
Software Records [page 1540].

Configuring Mappings

On the Mappings tab of the ServiceNow configuration page, you can configure mappings for fact sheets and
fact sheet relations between SAP LeanIX and ServiceNow. For details, refer to:

• Fact Sheet Mapping Between ServiceNow and SAP LeanIX [page 1544]
• Relation Mapping Between ServiceNow and SAP LeanIX [page 1565]

Field Mapping

For each specified Fact Sheet Type and ServiceNow table, you can configure field mapping by clicking
Configuration under Field Mapping. Here the configuration is set for the data that will be transferred from a
Fact Sheet field to a ServiceNow table attribute in its form and direction. For details, see Configuring Field
Mappings [page 1545].

AI-Generated Field Mapping Suggestions

To streamline the process of configuring field mappings, you can use the AI capabilities optional feature. For
additional information, see AI-Generated Field Mapping Suggestions [page 1547].

Mapping Relations

After configuring how you want to map fact sheets to ServiceNow tables—or vice versa—you can also map
relations between those fact sheets or records to the other system. For details, see Relation Mapping Between
ServiceNow and SAP LeanIX [page 1565].

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7.8.2.1 Aggregation and Linkage of Software Records

The aggregation and linkage feature allows you to import multiple software records from ServiceNow in an
aggregated way while automatically linking consolidated fact sheets to the reference catalog.

Overview

The aggregation and linkage feature in the ServiceNow configuration enables you to import software records
from ServiceNow as aggregated software fact sheets (a subtype of IT components) and automatically link
these consolidated fact sheets to the reference catalog that provides lifecycle data. This eliminates the need
to manually review and select software items that should be synced for obsolescence risk management
initiatives.

With aggregation and linkage, all minor software versions, patches, and updates that share the same lifecycle
(as per the SAP LeanIX reference catalog) are aggregated and imported as a single fact sheet into SAP
LeanIX. During this process, these fact sheets are automatically linked to the reference catalog, enabling you
to get relevant vendor lifecycle information for accurate obsolescence risk management without any manual
interaction.

 Note

The SAM or SAM Pro plug-in from ServiceNow is not mandatory for using the aggregation and linkage
feature.

The following image illustrates how the aggregation and linkage feature works.

Aggregation and Linkage of Software Records

Benefits

• Enhanced data quality: The aggregation and linkage feature improves inventory quality and eliminates
any data redundancy by automatically aggregating multiple ServiceNow asset versions (and removing

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 irrelevant ones) into consolidated fact sheets linked to the reference catalog. During synchronization with
ServiceNow, up to one million of ServiceNow records can be aggregated.
• Streamlined setup of your software inventory: This feature streamlines the setup and management of
your software inventory by aggregating similar items, eliminating the need to manually screen through all
versions, patches, and updates to decide which ones should be synced.
• Lifecycle information from the reference catalog for obsolescence risk management: Automatic linking to
the reference catalog allows you to get relevant vendor lifecycle information for accurate obsolescence risk
management. Any updates to the catalog data automatically appear on linked fact sheets, eliminating the
need for manual updates and enhancing data quality. To learn how to manage obsolescence risk in SAP
LeanIX, see Obsolescence Risk Management [page 461].

Synchronization Details

Here's how synchronization works within the scope of the aggregation and linkage feature:

• Fact sheet type: Only software records can be imported from ServiceNow in an aggregated way. In SAP
LeanIX, software is a subtype of IT component fact sheets. To learn more about this fact sheet type, see IT
Component Modeling Guidelines [page 118].
• Synchronization direction: Data is sent from ServiceNow to SAP LeanIX.
• ServiceNow tables: Data can be sourced from the following ServiceNow tables:
• Software Discovery Model (cmdb_sam_sw_discovery_model) — applicable only if the SAM module is
enabled in ServiceNow
• Software package (cmdb_ci_spkg)
• Synchronization modes: You can select the mode of synchronization, similar to standard fact sheet
mappings. To learn more about available modes, see Sync Mode [page 1512].
• Import scope: By default, all software records detected on hardware are aggregated and imported from
ServiceNow. You can set a constraint to only import software records detected on hardware attached to an
application. This enables you to focus on software records that impact your applications.

Configuring Aggregation and Linkage

Follow these steps:

1. On the Mappings tab of the ServiceNow configuration page, in the Aggregation and Linkage section, click
Add Aggregation and Linkage Mapping. The fact sheet type and direction of data flow are automatically
populated.

Enabling Aggregation and Linkage on the ServiceNow Configuration Page

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2. Under Software Source, select a source table in ServiceNow from which you want to import software items,
based on the product you’re using.
3. Under Sync Mode, select the mode of synchronization. For more information, see Sync Mode [page 1512].
4. Optional: You can limit the import scope to only software items detected on hardware attached to
an application. To do that, under Filter, click Constraints, then select the corresponding option in the
dialog that appears. Without this constraint, all software items detected on hardware are aggregated and
imported from ServiceNow.
5. To configure which fact sheet fields should be synchronized with the reference catalog, under Field
Mapping, click Data Fields, then click View Reference Catalog in the dialog that appears. You land on the
Reference Catalog page where you can select fact sheet fields to be automatically synced with the catalog.
Remember that these settings apply to all IT components, not just the software items imported from
ServiceNow. For additional information, see IT Components in the Reference Catalog [page 1267].
6. To save changes to the ServiceNow configuration, click Save.

Aggregation Status

You can view detected software items and their statuses on the Aggregation Status tab of the configuration
page. Possible aggregation statuses include:

• Aggregated: A software installation item is matched and linked to a reference catalog item. Linked fact
sheets and providers appear in the corresponding columns. You can navigate to fact sheets from here.
• In Progress: A software installation item is under review. It's either not recognized or matches multiple
items from the reference catalog. The SAP LeanIX team investigates whether this item should be added to
the catalog.
• Rejected: A software installation item is recognized but excluded from aggregation because it's determined
to be irrelevant or not actionable.

Viewing Detected Software Records

Synchronization of Fields with the Reference Catalog

For items imported through aggregation and linkage, you don’t need to configure field mappings. These items
are automatically linked to the reference catalog, and their fact sheet fields are synchronized whenever the
catalog data is updated.

You can select which fact sheet fields you want to synchronize with the catalog. When configuring aggregation
and linkage, you can navigate to the reference catalog by clicking Data Fields under Field Mapping. In the
catalog settings, select specific fields for synchronization using the corresponding checkboxes.

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Viewing Aggregated Items

You can view aggregated items that were consolidated into a single fact sheet during synchronization with
ServiceNow. To do that, follow these steps:

1. Navigate to an IT component fact sheet of the software subtype.

2. On the right-side pane of the fact sheet page, under Integrations, click the ServiceNow tile that shows the
count of aggregated items.

Navigating to Aggregated Items from the Fact Sheet Page

In the overlay that appears, you can view all software modules that were aggregated into the fact sheet.

Viewing Aggregated Items

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7.8.2.2 Fact Sheet Mapping Between ServiceNow and SAP
LeanIX

Configure mappings between specific fields in SAP LeanIX fact sheets and ServiceNow tables.

Configuring a Fact Sheet Mapping

To configure mappings between fact sheet fields and ServiceNow tables, start by creating fact sheet mappings.
After that, proceed to configure field mappings.

 Note

When you create a new ServiceNow configuration, it already contains default mappings. You can adjust the
default configuration to suit your needs.

To view detailed information on mappings, view the mapping matrix: Download a copy of the Excel file .

Follow these steps:

1. On the ServiceNow configuration page, navigate to the Mappings tab.

2. To create a new mapping, under Fact Sheet Mapping, click Add Fact Sheet Mapping. If the mapping you
need already exists, select it and adjust the configuration as needed.

Adding a Fact Sheet Mapping

3. Configure mapping parameters.
1. Define the fact sheet type, synchronization direction, ServiceNow table, and synchronization mode.
2. Configure field mappings. For detailed information, see Configuring Field Mappings [page 1545].
3. Optionally, configure synchronization filters (constraints) to limit the number of synced records. For
details, see Synchronization Filters [page 1553].
4. To save a mapping without activating it, turn off the toggle next to the fact sheet type.
5. Save your changes.

Once you’ve added fact sheet mappings, you can modify, activate, deactivate, or delete them.

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Fact Sheet Mapping Parameters

For each mapping, you can define the rules for syncing specific fields between SAP LeanIX fact sheets and
ServiceNow tables.

Fact Sheet Mapping

The table below lists fact sheet mapping parameters.

Parameter Description

Fact Sheet Type The type or subtype of a fact sheet in SAP LeanIX, such
as application, business capability, or tech category. This
includes all fact sheets configured in your workspace's meta
model, encompassing both standard and custom types and
subtypes.

Direction / Source The direction of data synchronization: from ServiceNow to

SAP LeanIX or the other way around.

ServiceNow Table The name of the table in ServiceNow with its logical ta-
ble name, for example, Business Application -
cmdb_ci_business_app.

Sync Mode The mode of synchronization defining how to handle objects

in the target system that have no corresponding items in
the source system. For detailed information, see Sync Mode
[page 1512].

Filter (Constraints) Optional filters that establish synchronization constraints.

Examples include synchronizing applications with a partic-
ular lifecycle status or synchronizing only those software
product models installed on a server tied to a managed busi-
ness application. For detailed information, see Synchroniza-
tion Filters [page 1553].

Field Mapping The mappings between specific fields within SAP LeanIX fact
sheets and ServiceNow tables. For detailed information, see
Configuring Field Mappings [page 1545].

Configuring Field Mappings

After setting up a fact sheet mapping, you can configure field mappings for it.

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Follow these steps:

1. Hover over a fact sheet mapping, then click Configuration under Field Mapping.

Navigating to Field Mapping Configuration

2. On the field mapping page, add mappings by clicking Add Fields, then configure mapping parameters. For
more information on each parameter, refer to the following sections in this topic.
3. If relevant, set up matching rules to define how the integration identifies matching items. For more
information, see Matching Rules [page 1563].

Configuring Field Mappings for a Fact Sheet

4. Save your changes.

Field Mapping Parameters

The table below lists the parameters for configuring field mappings.

Parameter Description

Mapping Type The type of field mapping. For detailed information, see
Mapping Type [page 1548].

LeanIX Field Fact sheet fields, tag groups, external IDs, subscriptions, and
lifecycles in SAP LeanIX. The list of available fields is based
on the selected mapping type.

Direction The direction of data synchronization for a field: from SAP

LeanIX to ServiceNow or the other way around.

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Parameter Description

ServiceNow Field Attributes within the specified ServiceNow table.

Important: Not all ServiceNow attributes are supported for

synchronization. While the FOREIGN_FIELD mapping dis-
plays all attributes available in the table, not every field is
currently supported for synchronization with SAP LeanIX.

Additional Configuration Details (Configure Details button) Additional configuration parameters that are only available
for certain mapping types, such as FIXED_VALUE. For
detailed information, see Additional Configuration Details
[page 1549].

AI-Generated Field Mapping Suggestions

To streamline the process of configuring field mappings, you can use the AI capabilities optional feature. To
learn how to activate this feature, see Prerequisites [page 850].

To generate field mapping suggestions using AI, on the field mapping configuration page, click Generate Fields.
AI generates mapping suggestions based on common patterns and your system configuration. Before applying
suggested mappings, review and adjust them as needed. You can edit fields manually as well as add or remove
fields.

Generating Field Mapping Suggestions Using AI Capabilities

 Note

AI-generated field mapping suggestions can be inaccurate or misleading. Ensure to review suggestions and
adjust them if needed before applying the changes.

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Mapping Type

Mapping Type dropdown

The following table contains mapping types.

Supported Service- Supported SAP

Mapping Type Description Mandatory Fields Now Attribute Type LeanIX Field Type

FOREIGN_FIELD Maps the (untrans- • Fact Sheet Field • String Text, Location (will
lated) value (ignoring map the raw location
any labels in SN or SAP
• Foreign Field • Choice (will send
address), Lifecycle (will
untranslated val-
LeanIX) of a field to the map the name of the
ues)
corresponding field in current phase), Lifecy-
the child system. cle Phase (will map
the start date of the
respective phase). Lo-
cation and Lifecycle
(current phase) fields
can only be used as
a source of data, syn-
chronizing from SAP
LeanIX to ServiceNow.

URL Used to map the URL Foreign Field String n/a

of the SAP LeanIX Fact
Sheet to the foreign
object.

FIXED_VALUE Only to be used to set Fact Sheet Field or For- String n/a
a constant string value eign Field
to be sent on every
synchronized object.

VALUE_MAPPING Used to map fields • Fact Sheet Field Choice (1:1 mapping Single Select, Multiple
with multiple choices. only)* certain excep- Select (See Advanced
• Foreign Field
tions explained below Information section)

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 Supported Service- Supported SAP
Mapping Type Description Mandatory Fields Now Attribute Type LeanIX Field Type

SUBSCRIPTION Used to map subscrip- Fact sheet field • Reference fields Fact sheet subscrip-
that directly refer tions
tion values between
the systems. to the sys_user
or
When the data sync sys_user_gro
direction is from SAP up table, for ex-
LeanIX to ServiceNow, ample,
the following options business_own
are available: er field.
• Glide list fields
• Subscription type
that directly refer
• Subscription role to the sys_user
• Subscription role table.
and type

ARCHIVED_STATUS Only Allowed when Foreign Field Choice. e.g. n/a

_MAPPING SAP LeanIX is the operational_sta
source. If a fact sheet tus field updated with
is archived, then a spe- 6. Which has the la-
cial value is written to belRetired.
ServiceNow

TAG_GROUP_FIELD Used to map tag group Fact Sheet Field (Tags String Tag Groups, Other
fields only / Other Tags) For- Tags
eign Field

TAG_GROUP_MAPPI Used to map tag • Fact Sheet Field Choice Tag Groups
NG groups with multiple (Tags Groups)
tags within them.
• Foreign Field

EXTERNAL_ID This type is used to • Fact Sheet Field String External ID Fields
map an SAP LeanIX (Tags Groups)
ExternalId field to
• Foreign Field
a ServiceNow column.

RELATED_FACTSHE Maps a comma-sepa- • Fact Sheet Field String (Limited to 100 Relation
ETS rated list of Display (relation name) fact sheets. Once the
Names of the related limit is reached, text is
Fact Sheets found for
• Foreign Field
added in the end (+X
the selected relation. more).

To learn more about field types in ServiceNow, refer to the ServiceNow documentation. .

Additional Configuration Details

Configure Details is a button that is only offered for some special mapping types to provide more configuration,
like a mapping of fixed values for choices.

One example of the use of the Configure Details section is the VALUE_MAPPING. VALUE_MAPPING is used when
fixed values from SINGLE_SELECT fields must be mapped to choices in the CHOICE field type in ServiceNow.

SAP LeanIX
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The example below shows VALUE_MAPPING configuration of SAP LeanIX's businessCriticality field with
ServiceNow's business_criticality attribute.

Here the left side indicates the Meta Model name values of within the businessCriticality field in SAP LeanIX.
Similarly, the right side is mapped to the value of the choices within the business_criticality attribute in
ServiceNow.

The left column contains the strings used on the SAP LeanIX side, and the right column contains the values used in
ServiceNow choice fields.

 Tip

Use Fact Sheet configuration menu to get the meta model key of the fields in SAP LeanIX. Translations are
not relevant in the VALUE_MAPPING section

The meta model keys are visible within brackets, as seen below -

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1550 PUBLIC Discovery and Integrations
 The Meta Model values in - "()"

Similarly, within ServiceNow, they can be seen by right-clicking on the field and selecting "Show Choice
List"(Admin access required) -

Select - Show Choice List

Only the VALUES section is required for the mapping -

SAP LeanIX
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 Only the Value section is required for the mapping

Each VALUE_MAPPING is validated when you save the configuration, and during every synchronization, to
ensure only valid values are used for mapping from SAP LeanIX to ServiceNow.

 Note

n:1 Value Mapping Supported only when the source of truth is SAP LeanIX

Attaching multiple values in the SINGLE_SELECT field to 1 VALUE in the Choice List field in ServiceNow is
supported, provided the source of truth is SAP LeanIX.

n:1 Value Mapping support. Business Operational and Administrative Service Criticality both get mapped to the Low choice in
ServiceNow.

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Synchronization Filters

Synchronization filters enable you to refine fact sheet mappings by limiting the number of records
synchronized. The configuration of filters depends on which system is designated as the source of truth:

• If SAP LeanIX is the source of truth, add the necessary filters in SAP LeanIX.
• If ServiceNow is the source of truth, add the necessary filters in ServiceNow, then select these filters in
SAP LeanIX. In this scenario, filters are referred to as constraints.

Additionally, you can configure graph rule constraints to determine whether a record should be synchronized
based on a connection identified in ServiceNow.

Configuring Synchronization Constraints

Filtering from SAP LeanIX to ServiceNow

When SAP LeanIX is the source system, you can apply inventory filters to fact sheet mappings to only send
specific fact sheet fields to the corresponding ServiceNow table. Here are examples of frequently used filters
for application fact sheets:

• Approved quality seal: Only send applications that have an approved quality seal to ServiceNow.
• Active lifecycle phase: Only send applications that are in the Active lifecycle phase to ServiceNow.

To add a filter, follow these steps:

1. Hover over a fact sheet mapping where the synchronization direction is from LeanIX, then click Filters
under Filter.

Configuring Sync Filters when SAP LeanIX Is the Source System

2. In the filter overlay that appears, select fact sheet attributes to be synchronized, then click Use Fact Sheet
Filter.
3. Save your changes.

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Filtering from ServiceNow to SAP LeanIX

When ServiceNow is the source system, you can add a filter in ServiceNow to limit the number of records that
are sent to SAP LeanIX. These filters are also referred to as constraints.

To add a filter, follow these steps:

1. In ServiceNow, create a filter for the table from which data is synchronized. Once you save the filter, it
appears in SAP LeanIX.
You can create a filter by either impersonating an integration user or using an admin user. If you're
impersonating an integration user, you can make the filter visible only to this user (me). If you're signed in
as an admin, set the filter permission to everyone or group to ensure that the integration user can access
the filter.

Configuring a Filter in ServiceNow

2. In SAP LeanIX:
1. Hover over a fact sheet mapping for which you created a filter, then click Constraints under Filter.

Configuring Sync Filters in SAP LeanIX when ServiceNow Is the Source System
2. In the overlay that appears, select the filter that you created.
3. Save your changes.

 Note

The number of filters available for a table in ServiceNow depends on the visibility of those filters to the
integration user (for example, leanix.integration). By default, a user can only view filters created by
the same user for a specific table.

If the user belongs to a user group and the filter_group role is assigned to the user, they can view filters
created for that group as well as filters created for all users.

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Graph Rule Constraints

A Graph Rule Constraint controls whether a record is synchronized at all based on a connection found on the
ServiceNow side. Depending on the ServiceNow table used in a mapping from ServiceNow to SAP LeanIX,
different or no Graph Rule Constraint might be applicable.

The configuration dialog for Sync Constraints is opened when ServiceNow is the Source, the configured
ServiceNow Table supports the Graph Rules, and the 'Constraints' button is pressed.

Adding a Graph Rule Constraint

Various types of Graph Rules are explained as follows -

Graph Rule Definition Required Active Mapping and Plugin

APPLICATION_SAM_CONNECTION Synchronize this Software Product • for APPLICATION_SAM_CONNEC-

or APPLICATION_SAM_PRO_CONNEC- Model or Hardware Product Model, if a TION: SAM + Discovery Service
TION connection to an Application mapped
table exists that can be found via the
• for APPLICA-
TION_SAM_PRO_CONNECTION:
SAM module. Further filtering can be
SAM PRO + Discovery Service
done while using this Graph Constraint.
For more information, see Graph Rule • IT Component - Software/Hard-
Constraints [page 1555]. ware
• cmdb_software_produc
t_modelor
• cmdb_hardware_produc
t_model

SAP LeanIX
Discovery and Integrations PUBLIC 1555
Graph Rule Definition Required Active Mapping and Plugin

IN_USE_SAM_CONNECTION or Synchronize this Software Product • for APPLICATION_SAM_CONNEC-

IN_USE_SAM_PRO_CONNECTION Model or Hardware Product Model, if a TION: SAM + Discovery Service
connection to Hardware exists that can
be found via the SAM module.
• for APPLICA-
TION_SAM_PRO_CONNECTION:
SAM PRO + Discovery Service
• IT Component - Software/Hard-
ware
• cmdb_software_produc
t_modelor
• cmdb_hardware_produc
t_model

MODEL_CATEGORY Synchronize this Product Model, if a • IT Component - Software -

connection to a Model Category exists cmdb_software_product_m
in SN.
odel
• Technical Categories -
cmdb_model_category

APPLICATION_HARDWARE_CONNEC- Synchronize this Hardware Product • IT Component - Hardware -

TION Model, if a connection to a Business cmdb_hardware_product_m
Application exists. Tip - Check the
odel
Additional Information tab for further
filter options on this Graph Constraint. • Application -
cmdb_ci_business_app

IN_USE_HARDWARE_CONNECTION Synchronize this Hardware Product • IT Component - Hardware -

Model, if a connection to a Hardware cmdb_hardware_product_m
exists.
odel

APPLICATION_SOFTWARE_MANAGE- Synchronize this Software Product Only supported when legacy configura-
MENT_MODEL_CONNECTION Model, if a connection to a Business
tion is in use, see Legacy Configuration
Application exists that can be found via
[page 1516]
the Software Management module.
• IT Component - Software -
cmdb_software_product_m
odel
• Application -
cmdb_ci_business_app

IN_USE_SOFTWARE_MANAGE- Synchronize this Software Product Only supported when legacy configura-
MENT_MODEL_CONNECTION Model, if a connection to a Hardware
tion is in use, see Legacy Configuration
exists that can be found via the Soft-
[page 1516]
ware Management module.
• IT Component - Software -
cmdb_software_product_m
odel

The relations between applications and IT components are discovered in ServiceNow using Graph Rule
Constraints. This information is abstracted by the integration, and only the abstracted information is pulled
into SAP LeanIX. Then the relations between applications and IT components can be fetched using the
GRAPH_RULE_CONSTRAINT relation. For more information, see GRAPH_RULE_CONSTRAINT [page 1568].

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Mapping Multiple-Select Fields

The integration can sync between Multiple Select fields in SAP LeanIX with Glide Lists fields of ServiceNow that
refer to a table in ServiceNow.

Prerequisites

• Multiple Select Field with values in SAP LeanIX

• GlideList field in ServiceNow, with the values of the records you wish to map to SAP LeanIX or the sys_id
of the records in the referenced table in ServiceNow.

Example MULTIPLE_SELECT field in SAP LeanIX with the values of legal, sales, finance, and hr.

Within ServiceNow however, there can be two types of list fields -

• List fields that reference another ServiceNow Table

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 Example of a List field u_lix_multiple_select_bu_table which references the business_unit table in ServiceNow.

• List fields that do not refer to another ServiceNow Table and have a choice list defined

Example of a List field u_lix_multiple_select_no_reference which does NOT refer to any table but has set choices listed.

To map both of these fields, the Mapping Type of VALUE_MAPPING is used -

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 VALUE_MAPPING type dynamically understands if the SAP LeanIX field is SINGLE_SELECT or MULTIPLE_SELECT

 Note

Make sure to fill in the extra fields section!

Mapping multiple select fields requires you to map the meta model name of the values of the multiple
select field in SAP LeanIX with the values of either the sys_ids of the records or the values of the choices
from the ServiceNow side.

• Example Extra field mapping when the field is referencing another table -

Collect the sys_id of all the records you wish to map with the multiple select values in SAP LeanIX, this can be
done for multiple records by exporting or by selectively copying the sys_id as follows -

Copy or collect the sys_ids of all the records that are to be mapped in SAP LeanIX

These collected sys_ids can be mapped to SAP LeanIX as follows -

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In this case, the ServiceNow side of the extra fields section expects the sys_id to match when sending or pulling data to sync
with the Multiple Select Fields.

 Note

Unmapped values will be ignored

If the extra field section does not fully cover the mappings, any additional values on each system will be
ignored by the sync.

Once saved, the sync will automatically match the sys_ID with the respective record in ServiceNow. Similarly,
it will also match the sys_ID with the mapped field in SAP LeanIX from the extra fields section.

Examples -

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 Example of the sync from SAP LeanIX sending the values to the highlighted glide list field.

Example of the sync from ServiceNow sending the values to the highlighted multiple select fields in SAP LeanIX.

Mapping Lifecycle and Date Fields

This section provides an overview of the supported methods for syncing lifecycle and date fields between
ServiceNow and SAP LeanIX. The following table details each scenario and the required configurations.

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Case Description Source of Truth Configuration

Case 1 The current lifecycle phase is SAP LeanIX Use VALUE_MAPPING as

pushed from SAP LeanIX to a the mapping type. In
ServiceNow field. the LeanIX Field list,
select the main field
lifecycle, not one of
the lifecycle phases (such
as lifecycle/active
or lifecycle/phaseIn).
The synced value is not a
Date but a String repre-
senting the current phase.

Case 2 Lifecycle date values are ServiceNow Map each Date field in
pulled from ServiceNow to ServiceNow to a lifecycle
SAP LeanIX lifecycle phase phase in SAP LeanIX, such
fields. as lifecycle/plan. The
input date must be in the for-
mat yyyy-mm-dd (for ex-
ample, 2014-01-01).

Case 3 Lifecycle phase dates are SAP LeanIX Map each phase in
pulled and pushed from SAP SAP LeanIX, such as
LeanIX to ServiceNow Date lifecycle/plan, to a
fields. Date field in ServiceNow.

Case 4 String fields in SAP LeanIX ServiceNow In the fact sheet configu-
pull date values from Serv- ration in SAP LeanIX, cre-
iceNow. ate a field of type String
which is displayed as Date.
In field mappings, you can
use the FOREIGN_FIELD
mapping type.

Case 5 String fields in SAP LeanIX SAP LeanIX See configuration details for
push date values to Service- case 4.
Now.

Mapping Multiple Fact Sheet Types to One ServiceNow Table

You can map multiple fact sheet types to the same ServiceNow table in the following cases:

• ServiceNow is the source of truth for mappings.

• Filters are set to ensure that there is no overlap in data synchronization.

An example scenario might involve records in ServiceNow that are not yet fully distributed across the
appropriate tables, and instead, reside within a single table, such as the cmdb_ci_appl table. In this case,
you can link this table to both applications and IT components, making ServiceNow the source of truth. To
ensure accurate data synchronization, you also need to set appropriate filters.

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 Mapping Multiple Fact Sheet Types to One ServiceNow Table

7.8.2.3 Matching Rules

Set up rules for matching fact sheets between ServiceNow and SAP LeanIX during the initial synchronization.

Overview

During synchronization between ServiceNow and SAP LeanIX, the integration synchronizes items' data from
the source system to the target system. When it identifies a new item on the source side, it tries to find an
existing candidate on the target side to link the source item to. If it doesn't find a suitable candidate, it creates a
new item on the target side to establish the link.

By default, items from ServiceNow are matched with fact sheets in SAP LeanIX using the displayName field.
If the displayName is missing, the integration uses the name field instead. When no matching fact sheet is
found, a new fact sheet is created in SAP LeanIX.

Mismatches in naming conventions between the systems can lead to the creation of duplicate fact sheets for
the same items. To prevent this, set up custom matching rules in the integration configuration.

 Note

Configuring ServiceNow fields in a matching rule may rebuild the mirror table if the previously built mirrors
didn't use the configured ServiceNow fields. To learn more about mirror tables, see Synchronization
Through a Mirror Table [page 1517].

Matching rules are supported for both data directions. The following examples illustrate each scenario.

ServiceNow Is the Source

Consider an example where ServiceNow is the source system and SAP LeanIX is the target system. In
ServiceNow, data representing software item names is stored in three fields: manufacturer, name, and edition.
The matching rule manufacturer + name + edition = displayName enables the integration to identify
and match items between the systems without creating duplicates.

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 Example Matching Rule when ServiceNow Is the Source System

SAP LeanIX Is the Source

Consider an example where SAP LeanIX is the source system and ServiceNow is the target system. You can
match displayName or name in SAP LeanIX with any valid field in ServiceNow. A relevant matching rule
enables the integration to match items between the systems without creating duplicates.

Example Matching Rule when SAP LeanIX Is the Source System

Configuration

Follow these steps:

1. On the integration configuration page, go to the Mappings tab.

2. Under Fact Sheet Mappings, hover over the desired mapping, then click Configuration under Field Mapping.
3. On the field mapping page that opens, go to the Matching Rules tab.
4. To set up a matching rule, click Add Field, then select fields in the source and target systems. When adding
multiple fields, place them in the correct order. A preview of the matching rule appears.

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 Configuring Matching Rules in a Fact Sheet Mapping
5. Click Confirm, then save your changes.

 Note

The source and target systems in matching rules depend on the data direction set up in a fact sheet
mapping.

7.8.2.4 Relation Mapping Between ServiceNow and SAP

LeanIX

Map relations between records in ServiceNow and fact sheets in SAP LeanIX.

After configuring how you want to map fact sheets to ServiceNow tables—or vice versa—you can also map
relations between those fact sheets or records to the other system.

On the ServiceNow configuration page, under Relation Mapping, find the mapping you need or create a new
one. Configure the following:

• Active: Activate or deactivate a relation mapping.

• Fact Sheet Mapping: Choose entities between which you want to configure relation mapping.
• Source System: Select the source system for relations.
• Configuration: Configure details for the relation.

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Selecting an SAP LeanIX Relation

First, select the relation that is to be used on the SAP LeanIX side. Depending on the Source you selected in the
previous step, this is either the relation in SAP LeanIX that is read from or the relation that is created based on a
relation within ServiceNow.

Configuring a ServiceNow Relation

Next, you need to configure the relation to be used on the ServiceNow side. Depending on the Source you
selected in the basic tab, this is either the relation in ServiceNow that is read from or the relation that is created
based on the relation within SAP LeanIX.

Depending on the relation that you choose, you may need to configure additional information.

 Note

In the ServiceNow integration, relations between applications and hardware/software items are configured
differently from other relations. For details, see Relations Between Applications and Hardware/Software
Items [page 1570].

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CMDB_REL_CI

This mapping type is used to create or pull from relations between two ServiceNow tables that use the
cmdb_rel_ci table. A common example is the relation between a Business Capability and a Business
Application in ServiceNow.

For this relation mapping, you need to select the type of the relations in the cmdb_rel_ci table that should be
read or pushed (in case of reading from ServiceNow, you can also decide to read all of the available types).

Configuring query filters is only possible using the Advanced Configuration [page 1572], in this dialog you can
only view them. Please ask for guidance from Customer Success, as these filters can have subtle effects on the
mapping (e.g. performance).

REFERENCE_FIELD

This mapping type is used when pulling or pushing to a Reference or Glide List field in ServiceNow that
refers to a table in sync. During the synchronization run, the integration will automatically detect the exact
technical type behind the field which is selected in the following dropdown and apply the suitable updates.

MAPPING_TABLE

The MAPPING_TABLE configuration defines the case when a custom table which holds two columns of field
type Reference in ServiceNow are used to hold relations between two items in arbitrary tables.

This case is analogous to a mapping table concept as used in databases.

 Note

This configuration is only supported when ServiceNow is the source of truth for a relation.

For this relation mapping, please select the table and fields you want to read the relation from.

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GRAPH_RULE_CONSTRAINT

For this relation to work, at least one of the involved ServiceNow tables needs to have a Graph Rule Constraint
configured (see above). The respective Graph Rule that is configured to constraint the number of records to be
mapped will then be used to model this very graph as a relation in SAP LeanIX.

 Note

This configuration is only supported when ServiceNow is the source of truth for a relation.

This relation type does not need any additional configuration.

Relation Sync Behavior

 Note

Relation synchronization is always set in strict mode. Unlike fact sheet descriptors, relation descriptors
don't have a strict flag to turn off. This design allows the integration to delete relations if they're no longer
present in the source system, ensuring consistent parity.

Before syncing relations, ensure fact sheet descriptors are active. For example, when syncing relations between
applications and business capabilities, ensure both the application and business capability are set to Active in
the section above.

Here we define a few cases and the intended action the Integration will take for each of them about the
relations.

Case Description Source of Truth Action

Case 1 Relation between 2 Fact ServiceNow, LeanIX Deletions will happen If the
Sheets that are both linked to relation does not exist in
ServiceNow ServiceNow / SAP LeanIX, it
will be deleted in SAP LeanIX.
This is to honor the defined
source of truth.

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Case Description Source of Truth Action

Case 2 Relation between 2 Fact ServiceNow, LeanIX Deletions will not happen Be-
Sheets where one is linked cause the other Fact Sheet
to ServiceNow and the other is not linked to ServiceNow /
one isn't SAP LeanIX, the Integration
will not touch this relation
and it will not be deleted.

The following above cases can be illustrated in the following example of an Application to IT Component
relation. Consider an Application Fact Sheet called "AC Management LeanIX" which is linked to two IT
Components -

Two Connected SAP LeanIX Relations Linked to ServiceNow.

For the Fact Sheet above, the two connected IT Components are all coming from ServiceNow and thus are also
linked to ServiceNow. If the Integration is not able to read the relation between these two IT Components and
the Application in the next sync, they will be deleted (case 1).

Subsequently, We then consider adding another manual relation to this Application, an IT Component Fact
Sheet which is not linked to ServiceNow, but rather created manually in SAP LeanIX either by the user or other
Integrations.

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 The first two related IT Components are connected to ServiceNow, but the third one isn't.

In the case above, the Integration's logic knows not to touch the third relation as it could be managed by the
user and/or another Integration. This is also known because the third Fact Sheet, illustrated by its name, is not
linked to ServiceNow. In the case of a sync run, if the Integration sees no relations in the source system, it can,
at best, delete the first two relations but not the third one. (Case 2).

7.8.2.5 Relations Between Applications and Hardware/

Software Items

Configure how the ServiceNow integration detects relations between applications and hardware/software
items.

Overview

In the ServiceNow integration, relations between applications and hardware or software items are configured
differently from other relations. This specialized setup allows for more precise identification, leading to
more accurate results and faster synchronization. Previously, the default setup considered all relations in
the cmdb_rel_ci table, regardless of type or whether they connected directly or indirectly (through other
records) between application records and hardware instance records. This often resulted in relations between
applications and IT components that weren't visible in the ServiceNow view.

When configuring relations between applications and hardware/software items in ServiceNow, set up rules for
detecting these relations. These rules are based on the cmdb_rel_ci table, which connects the application
table to the hardware instance table (cmdb_ci_hardware).

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Relation Types

Relation Type Description

All relations to hardware Represents the default behavior, reading the entire
cmdb_rel_ci table to find connections between applica-
tions and hardware instances. It can result in lengthy syn-
chronization times and uncover relations that aren't immedi-
ately visible in ServiceNow.

Relations to hardware by types Similar to All relations to hardware, but allows filtering by one
or multiple cmdb_rel_ci relation types.

Relations to hardware by query Similar to All relations to hardware, but allows filtering by a
provided ServiceNow query when reading cmdb_rel_ci
relations.

All relations to hardware by hops

Reads the entire cmdb_rel_ci table to find connections,
but allows specifying the maximum number of hops to con-
sider relations between applications and hardware instan-
ces. The value must be 2 or greater. Hops are equivalent to
relation levels, capturing direct relations and those passing
through intermediary items (1 or 2 hops). For example, if you
set the hops count to 2, the integration creates relations up
to 2 levels deep, capturing:

• Direct relations
• Relations that pass through one intermediary item (1
hop)
• Relations that pass through two intermediary items (2
hops)

Configuration

Follow these steps:

1. On the ServiceNow configuration page, under Relation Mapping, locate a relation mapping between
applications and IT components (hardware or software category).
2. Hover over the mapping and click Configuration on the right side.

Configuration of Relation Mappings

3. In the overlay that appears, under ServiceNow Relation, choose a relation type from the Relation (Required)
list. A preview shows how the system will detect relations between cmdb_ci_hardware and the table
representing hardware/software.

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 Relation Mapping Between Applications and Software Items
4. Save your changes.

7.8.3 ServiceNow Integration: Advanced Configuration

Configure advanced settings for the ServiceNow integration.

Introduction

You can configure advanced settings for the ServiceNow integration on the Advanced tab of the ServiceNow
configuration page. Here, the configuration is represented in JSON format. Any changes made to the
configuration on other tabs automatically appear on the Advanced tab.

Some settings can only be configured in the advanced configuration, such as OAuth 2.0 setup, advanced
relation mapping, dot walking, and more. For detailed information, refer to the following sections.

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  Tip

If the Advanced tab doesn't appear on the ServiceNow configuration page, contact SAP LeanIX Support
to activate this feature. If you're an SAP customer, submit a request from the SAP for Me portal.

Advanced Tab on the ServiceNow Configuration Page

Best Practices

Use the advanced configuration of the ServiceNow integration for the following purposes:

• Configure advanced settings: Configure settings that can not be configured otherwise and adjust settings
for advanced use cases.
• Back up and restore configurations: You can use the JSON code version control, backup, and restoration
purposes. Simply copy the full JSON code and save it in a file for future use.
• Restore the default configuration: To revert to the default configuration, remove the existing configuration
in the JSON editor and input an empty JSON document {}. This action restores the default supported
configuration mapping, providing a good starting point for your configuration.

Relation Mapping Behaviour

Some settings in the relation mapping behaviour can only be configured in the advanced settings.

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CMDB_REL_CI

You can add an optional query to relation mappings in foreignRelationMapping to enhance integration
performance. Here's an example of a query that reads only from relations where the parent class is a business
capability and the child class is a business application.

JSON Example:

"foreignRelationMapping": {
"type": "CMDB_REL_CI",
"relationName": "Provided By::Provides",
"query":
"parent.sys_class_name=cmdb_ci_business_capability^child.sys_class_name=cmdb_ci_b
usiness_app^typeISNOTEMPTY"
}

REFERENCE_FIELD

There are no additional flags for the REFERENCE_FIELD mapping type.

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MAPPING_TABLE

There is an additional option to define a Graph Rule sync constraint in the Advanced Section:
MAPPING_TABLE_CONNECTION. This limits the objects to the one's available in the custom relationship table
while pulling into SAP LeanIX.

JSON Example:

"syncConstraint": {
"graphRules": [
"APPLICATION_SAM_CONNECTION",
"MODEL_CATEGORY"
]
}

Dot Walking

It is possible to dot walk certain field mappings within the advanced configuration of the Integration. This is
especially useful if it is required to pull information of some record from its corresponding referenced field.

In the following example, we know that Schedule & Track is linked to the Business Unit of Australia. To bring this
information into SAP LeanIX as a relationship, we will have to -

• Map the table which the reference field is from to a SAP LeanIX Fact Sheet type. In this case it would be
linking the SAP LeanIX User Group Fact Sheet Type to the business_unit table.
• Create a relationship descriptor of type REFERENCE_FIELD between the Applications and the User Group
Fact Sheet Type using the business_unit reference field as seen below in the screenshot.

Business Unit field here is a field of type Reference that is connected to the business_unit table.

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While the above method works, it is often times too much work just to bring in data from the field. Especially so
if it is not required to have as a Relationship. In such a case, dot-walking functionality can be used to bring the
name of the Business Unit into SAP LeanIX as a string field.

 Tip

Example - Bring data of reference fields into text fields in SAP LeanIX

Use Dot Walking Functionality to get a Business Unit's name which is assigned to a Business Application.

• Step 1
Review the field in ServiceNow by clicking on the (i) icon

The (i) icon preview shows us the mini-view of the Australia record within the Business Unit table.

• Step 2
We notice that the name field is the one that stores the actual value of "Australia" in a string field.
• Step 3
Logically speaking another way to put this would be business_unit.name. Wherein, the first part before
the "." is the name of the field within the main table. Subsequently, the second part after the "." is the name
of the field within the referenced table where the value is stored. This is known as dot-walking.
• Step 4
Within SAP LeanIX, this can be modeled within the advanced tab in JSON as follows -

"alias": {
"fieldType": "FOREIGN_FIELD",
"foreignFieldName": "business_unit.name",
"useNormalDirection": true
},

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 Configuration example within advanced tab

In the code example above, we are pulling the name of the attached business unit to the Application into the
Alias field of SAP LeanIX which for the purposes below we have renamed to "Business Unit".

Business Unit's name coming through to SAP LeanIX through dot-walking.

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Deletion Ratio

To avoid accidentally the deletion of of Fact Sheets or ServiceNow records because of an erroneous
configuration, a deletion ratio threshold can be configured.

The maximumDeletionRatio specifies the deletion ratio in percent. The default value is 50. If the total
candidate records for deletion are higher than 50%, then the Integration will not delete those records and
output an error in the synclog to review.

If a maximumDeletionRatio is specified and the number of items to delete / synchronized items is less than
maximumDeletionRatio, then the synchronization is allowed to delete.

 Tip

Set the Deletion Ratio to lower or higher depending on the preferred result.

Be careful with the use of strict mode and maximumDeletionratio as it can lead to unintended
permanent deletion of data.

If the expectation is to delete majority/all of records on either side, then the deletionratio can be set to
higher or 100%.

However, if the expectation is to carefully review each and every candidate for deletion within the synclog,
the ratio can be set to 1. Further still, for the latter use-case we recommend to not have Strict Mode
turned on to begin with as the synclog will still show records that are not part of the source system, which
inherently are deletion candidates.

Graph Constraint Hardware Filter

While using the graph constraints APPLICATION_SAM_CONNECTION or

APPLICATION_HARDWARE_CONNECTION additional parameters can be applied optionally to only retrieve
Software Product Models that are linked to Operational Hardware CIs.

The hardwareFilter key within the advanced configuration tab can contain a sysparm_query for filtering
the hardware table like the sysparm_query used in ServiceNow REST API.

 Note

Queries only containing AND and OR operators (^ and ^OR in ServiceNow query notation) are supported.

A valid JSON example of filtering for the documentation would be:

"hardwareFilter": "operational_status=1^ORinstall_status=1"

In this example, the Hardware Filter is applied to only bring over Software Models which are attached to
Hardware CIs that are Operational.

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Disable Validation for Specific Foreign Fields

Due to issues integrating with ServiceNow, some field metadata may not be read correctly, which can lead to
failed validations when saving otherwise valid configurations.

In this case, validation can be disabled specifically for these ServiceNow fields as follows in JSON:

{
"factSheetSyncDescriptors": [
{
...
"fieldMapping": {
"mapping": {
"description": {
"fieldType": "FOREIGN_FIELD",
"foreignFieldName": "serviceNow_field_one",
"useNormalDirection": true
}
}
}
},
...
],
...
"validation": {
"ignoredMissingFields": ["serviceNow_field_one"]
}
}

In ignoredMissingFields, list all values of foreignFieldName for which you want to disable validation.
The integration will still attempt to load the necessary metadata as usual, but will continue if the metadata
cannot be found.

Disable Partial Sync

The skipPartialSyncCondition property is no longer supported. To configure how partial sync should be
executed, use the Partial Sync Mode property. For more information, see Partial Sync Mode [page 1535].

Disable Permissions Check

In case you run into issues with the validation of permissions for a given ServiceNow table and/or field and
wish to disable this check during the validation phase, set the "ignorePermissionCheck" variable to "true" in the
configuration as below in JSON:

{
"factSheetSyncDescriptors": [
...
],
...
"validation": {
"ignorePermissionCheck": true
}
}

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7.8.4 ServiceNow Integration FAQs

Find answers to frequently asked questions about the ServiceNow integration.

Integration Setup

Is it possible to use the integration for a decoupled method involving an integration layer with a middleware
used as a source for communicating updates to downstream platforms such as ServiceNow, instead of a
point-to-point approach?

No, the out-of-the-box ServiceNow integration is designed to communicate directly with ServiceNow.

If service management processes generate data that is required in SAP LeanIX, does the integration support
receiving updates from ServiceNow or another integration platform linked to a downstream platform?

The integration can fetch data from a ServiceNow CMDB table like cmdb_ci_business_app, including data
available directly on the attributes or related attributes using a reference field. For more information, see Dot
Walking [page 1575]. Attributes and relationships can be synchronized from ServiceNow to SAP LeanIX. You
can synchronize the fields available in a table on the Mappings tab of the integration configuration.

Are there any reporting tools to surface mismatches between attributes in the two systems before you enable the
integration?

No, but you can use a cloned sandbox workspace and a non-production ServiceNow instance to test the
integration. Additionally, you can set up an integration with Microsoft PowerBI to further extract data and
perform analysis. To learn more, see OData Integration [page 1658].

Are there any key ServiceNow components, such as ServiceNow HAM Pro or SAM Pro, that are required to enable
proper data transfer to SAP LeanIX?

The integration relies on the data available in the Hardware and Software Model table in ServiceNow. Hence, it
doesn’t matter how the data is captured as long as it’s accurate.

Is the "ServiceNow ID" field editable in the UI?

The ServiceNow ID field is marked as read-only because it's only used for mapping between SAP LeanIX and
ServiceNow. If you want to modify this field, please submit a ticket to SAP LeanIX Support. If you're an SAP
customer, submit a request from the SAP for Me portal.

Our organization doesn’t use ServiceNow. How can we set up a ServiceNow native integration?

You can use SAP LeanIX APIs to build a similar integration. For more information, see SAP LeanIX APIs [page
1895].

Data Linking and Mapping

Should mapping be also done on the ServiceNow side?

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You should configure mapping in SAP LeanIX. For more information, see Fact Sheet Mapping Between
ServiceNow and SAP LeanIX [page 1544].

How can I link a business process to an application to get an overview of data mastered in SAP LeanIX and
ServiceNow? For example, can I view business processes that rely on end-of-life IT components?

The integration can read and model existing relations for an application in SAP LeanIX, so the link is created
automatically. You can view this data in the following reports:

• Application Landscape Report clustered by processes, using the Obsolescence Aggregated Risk view
• Application Matrix Report with Processes on the Y axis, IT components in the drill-down, and the
Obsolescence Aggregated Risk view selected

Do you recommend any best practices for managing specific attributes in ServiceNow and SAP LeanIX? Where
can I view the data model and data mapping?

The default mapping available in the configuration is based on best practices. To view the data model and data
mapping, see Default Mapping [page 1514]. You can also view the mapping matrix as an Excel file (Download a
copy of the Excel file ), which includes best practices for mapping additional fields.

Does the integration also include the relationships ServiceNow may have in Service Mapping?

The relationships available in the cmdb_rel_ci table are used for automatic mapping of applications to IT
components. Custom relationship mapping is supported from reference fields and custom tables, including the
cmdb_rel_ci table.

Data Synchronization

How to perform synchronization between SAP LeanIX and ServiceNow and vice versa? What should be the
master (source) system?

According to best practices, applications and business capabilities should be mastered in SAP LeanIX. The
infrastructure landscape (IT components and tech categories) should be mastered in ServiceNow. ServiceNow
has discovery and asset management capabilities. Synchronization between the systems occurs daily. You can
also synchronize data manually. Data is updated in case of any modifications.

At first synchronization, SAP LeanIX captures the ServiceNow sys_id field of existing business
applications that match on the name field. What are best practices for cases when both systems are
already established with data that may conflict?

It's recommended to maintain consistent naming across both systems to ensure uniformity in enterprise
language. If discrepancies exist, adjust the item names. If you’re experiencing problems when changing names,
please submit a ticket to SAP LeanIX Support. If you're an SAP customer, submit a request from the SAP for
Me portal.

Data Linking and Relation Management

How does ServiceNow link IT components to applications? Do I need to map them manually?

To link data in ServiceNow, you can rely on discovery solutions and, if needed, use manual mapping.

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According to the best practice mapping, IT components (Product model) are not directly linked to Business
Applications (cmdb_ci_business_app), SAP LeanIX cannot send this relation. You should use a graph rule
constraint to fetch relations between applications and IT components from ServiceNow. For more information,
see Graph Rule Constraints [page 1555].

When I remove a link from a server of an application during synchronization, it doesn't delete the link between the
application and IT component. Do you plan to implement link deletion during synchronization?

Deletion is part of the synchronization. A hardware model might be used in multiple ServiceNow instances and
hence it should be removed from all instances before it gets unlinked in SAP LeanIX. If the issue persists, please
contact SAP LeanIX Support.

The ServiceNow Relationship view shows direct relationships between Business Applications and Servers. How
does this comply with the ServiceNow CSDM model? According to CSDM, Business Applications are connected
with Servers indirectly, through Application Services.

This is correct. The demo data also contains the instances where CSDM is not followed, considering CSDM and
non-CSDM instances.

Fact Sheet Management

When using the ServiceNow integration, should we create any additional fact sheet types or subtypes for better
integration of data?

It depends on your use case and the version of the meta model that you’re using. For more information, see
Meta Model [page 42].

Can we add fact sheets, such as IT components, using both methods: by discovering them through the
ServiceNow integration and manually creating them in SAP LeanIX?

Yes, you can use both methods to add fact sheets to your inventory. To implement this, choose the appropriate
sync mode. To learn more, see Sync Mode [page 1512].

Lifecycle Management

How can I identify which servers are using end-of-life software within SAP LeanIX?

You can use the link available on a specific IT component and navigate to ServiceNow to view servers related to
this IT component. This is recommended to have a lean model in SAP LeanIX.

For IT components lifecycle, what is the most commonly used source of information: the reference catalog or
ServiceNow Software Asset Management (SAM)? If we’re not using SAM Pro, is it recommended to use the
reference catalog?

Customers who use the integration leverage the reference catalog information available on the SAP LeanIX
side. For more information, see IT Components in the Reference Catalog [page 1267].

How is lifecycle data sourced for IT components? How often is it refreshed?

Lifecycle data for IT components is sourced using the reference catalog. Data in the reference catalog
is refreshed periodically, with scheduled updates set up for each vendor. For more information, see IT
Components in the Reference Catalog [page 1267].

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Tech Category Management

When synchronizing data between ServiceNow and SAP LeanIX, where is the tech category fact sheet data
typically mastered in line with best practices? We're transitioning to a service-centric IT delivery model and
wonder if our ITSM should provide service groupings to populate tech categories.

If you're using the TBM Taxonomy, we recommend using tech category data from the reference catalog. For
more information, see Tech Categories in the Reference Catalog [page 1279].

7.9 Apptio Integration

With the out-of-the-box Apptio integration in SAP LeanIX, you will get a holistic overview of your business, IT
and finances.

Overview

The Apptio-SAP LeanIX integration allows top-down and bottom-up analysis of the business technology
support in the context of IT cost, criticality, technical & functional fit, and technology risk. The integration
allows you to rely on accurate data in your IT Finance Management as relevant IT data is being collected
through SAP LeanIX.

We provide the following types of the integration with Apptio:

• Base integration: The focus on users collaborating in SAP LeanIX contributes to the high data quality –
now, users can unlock the full potential of this data quality by efficiently using their key data on the IT
landscape within Apptio. Establish a cross-departmental language by contextualizing financial data and
achieving total cost visibility.
• Advanced integration: Easily showcase the value of IT across your organization and improve the success of
Application Portfolio Management, Application Rationalization, Technology Risk Management, and Cloud
Migration Projects with high-value analytics of the combined dataset and data pulls from Apptio to SAP
LeanIX.

 Note

Both the Base and Advanced integrations are included in the SAP LeanIX Application Portfolio
Management product. If you need help configuring the integration, please contact SAP LeanIX Support .
If you're an SAP customer, submit a request from the SAP for Me portal.

Integration Use Case: Application Portfolio Management

Application Portfolio Management is the practice of governing and optimizing inventories of software
applications to achieve precise business objectives. This is accomplished by creating transparent overviews

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of IT application landscapes to standardize software throughout business units, promote agility and innovation,
and better evaluate IT costs for development.

By utilizing the integration between Apptio and SAP LeanIX, users can level-up their application portfolio
management efforts to:

• Reduce complexity across the IT landscape with SAP LeanIX as the single source of truth of applications,
business capabilities, IT components, organizations, initiatives, and providers
• Identify gaps in the application portfolio to improve investment decisions
• Understand how changes within the application portfolio will affect cost pools
• Increase visibility into historical cost data

Integration Use Case: Application Rationalization

Application portfolio rationalization is the act of streamlining the existing application portfolio with an explicit
goal of improving efficiency, reducing complexity, and lowering the total cost of ownership (TCO) through
a myriad of processes. SAP LeanIX stands as the single source of truth for IT data pertaining to business
capabilities, applications, IT components, user groups, projects, and providers. Syncing this data to Apptio’s
industry-leading cost modeling SaaS solution enables users to broaden their reporting capabilities and dissect
reports using different sets of analytics. This provides automated, comprehensive financial reviews and more
accurate budget forecasting.

A company in the casino-entertainment industry with nearly $9 billion in global annual revenues synced their
SAP LeanIX instance with Apptio to eliminate manual effort and ensure a continuum of accurate data that
matches their technology business management (TBM) taxonomy. This led to easy visualization, tracking, and
reporting of application costs as they relate to business functions across the enterprise.

For enterprise architects (EAs) working to report up the ladder, and C-level executives examining cost pools
across the IT landscape, the integration between Apptio and SAP LeanIX helps the application rationalization
process by:

• Reducing costs through transparency

• Tethering cost information to application lifecycle data to reduce complexity and improve decision-making
• Enabling the visualization of various scenarios based on technical fit, functional fit, business criticality, and
cost of applications to inform rationalization strategies
• Surfacing technology dependencies and risks that contain the highest cost ramifications

Integration Use Case: Technology Risk and Compliance

Most companies are much better at introducing new technologies than retiring them. When out-of-date
systems remain live, it can be a feeding frenzy for cyberattacks or pose a threat of service outages – both of
which lead to significant (and costly) disruption of operations. That’s what makes technology risk management
so important for maintaining compliance.

The responsibility of Technology Risk and Compliance largely falls on CIOs and CISOs, but enterprise architects
also play a major part. The integration of SAP LeanIX and Apptio helps to minimize migration costs from

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retiring legacy IT components and reducing the support costs associated with keeping outdated systems live. It
does so by empowering EAs to:

• Increase visibility into legacy technologies and their financial impact on the business
• Minimize migration costs while moving data between IT components
• Reduce support costs associated with keeping outdated technologies active

Integration Use Case: Cloud Migration

With most global enterprises adopting a cloud-first strategy, EAs and cloud architects (CAs) have been tasked
with managing this widespread transformation and its financial impact on the business. This is especially true
when determining which applications, for which business processes, would be best suited by a cloud migration
to save costs and improve technical fit. What was once a manual effort of data entry and importing can now be
accomplished seamlessly with the dynamic integration of Apptio and SAP LeanIX.

The Apptio-SAP LeanIX integration enables higher levels of collaboration across business and IT stakeholders
evaluating cloud transformation strategies. This is accomplished through:

• Streamlining feasibility analysis to determine which applications are viable candidates to be moved to the
cloud
• Structuring the cloud migration plan by looking at application data from multiple angles i.e. technical fit,
functional fit, cost, and workload
• Tracking the status of cloud transformation projects and associated costs

How the Integration Works

Now that we have established some of the benefits of the out-of-the-box connector between Apptio and SAP
LeanIX, let’s take a look at how the holistic link between business, IT, and finance works.

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 Two Phases of the Apptio-SAP LeanIX Integration

Base Integration

The Base integration of SAP LeanIX and Apptio is available for customers today. Users can unlock the full
potential of their IT data by syncing it to Apptio to reveal the true financial impact of their IT landscape. This
will empower cross-departmental collaboration through total cost transparency and a shared language when
discussing deployed technologies (see image below).

Automatic Taxonomy Mapping Between SAP LeanIX and Apptio

An example of what is already possible to achieve is the LeanIX Enhanced App Review Dashboard in Apptio.

From the Apptio Cost Transparency Dashboard for Applications, you can switch to the LeanIX Enhanced App
Review Dashboard. Here, you see Application Cost displayed by Technical and Functional Suitability and can also
get a deeper look at Application Spend either by Functional or Technical Suitability and as seen over time.

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 LeanIX Enhanced App Review Dashboard in Apptio

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For example, take note of the decreasing amount of Application Spend for items with an Inappropriate Technical
Fit:

Application Spend Data on the LeanIX Enhanced App Review Dashboard in Apptio

Switching to the GDPR tab next, you can find what percentage of the applications are GDPR compliant. So, you
might want to prioritize ensuring those compliance policies.

Advanced Integration

This release enables financial data to be pulled from Apptio into SAP LeanIX, giving customers a combined
dataset with accuracy in both platforms. Customers will also be able to analyze time-based cost metrics in SAP
LeanIX.

Key Features

The following table lists features included in the Apptio integration.

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Base Integration Advanced Integration

• Export information from SAP LeanIX to Apptio through All features included in the Base integration, plus the follow-
the SAP LeanIX Integration API ing:
• Schedule periodic data pulls from SAP LeanIX to Apptio
• Import data from Apptio to SAP LeanIX
• Out-of-the-box export of the following Fact Sheet types
with predefined fields and all relevant relations:
• On demand data pulls from Apptio to SAP LeanIX

• Organization
• Link to Fact Sheet-specific detail page in Apptio

• Business Capability
• Synchronize Fact Sheets

• Application
• Cost fields

• IT Component
• Fact Sheet level cost view

• Provider
• Fact Sheet level cost over time (metric)

• Projects
• Search “Filtering by cost type”

• Apptio API user credentials

• Cost view for Reports and Diagrams

• Configuration options to select which Fact Sheets, rela-

• Manual or scheduled execution of data export

tions, and attributes are exported

• Configurable extension of the fields that are exported
• Access existing or build new Dashboards & Reports in
Apptio

Data Synchronization

The synchronization of data between SAP LeanIX and Apptio occurs automatically on a daily basis. To view
event logs of synchronizations, navigate to the Synchronisation Logging section in the administration area.

 Tip

To configure synchronization runs with a custom schedule or modify your existing runs for the Apptio
integration, please contact SAP LeanIX Support . If you're an SAP customer, submit a request from the
SAP for Me portal.

7.9.1 Apptio Technical Overview

Configure the Apptio integration in SAP LeanIX.

Configure the Integration in SAP LeanIX

To configure the Apptio Integration, in the administration area, navigate to the Integrations section, then click
Configure in the Apptio section.

To learn how to configure the Apptio connector, see Configuration of the Apptio Connector [page 1594].

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  Tip

If new fields don't get added to tables after the initial upload, in Apptio, turn off the Validate any upload
option for all lx* tables to which you want to add new fields.

The example below demonstrates what is possible to send outbound (export) to Apptio.

Apptio-Integration-Config

{
"configId": "lxApptio",
"workspaceId": "ea7d3162-b4c5-4dbf-b9fb-6ba8f050ce08",
"name": "apptio-config-v2",
"data": {
"apptioConnectionConfig": {
"loginUrl": "https://frontdoor.apptio.com/service/apikeylogin",
"keyAccess": "48a3e006-8cc1-487b-a26e-ca020e8e097d",
"keySecret": "xxxxxxxxxx-xxxxxxxxxx",
"domain": "leanixpartner.com",
"environmentName": "sandbox",
"ulsUrl": "https://datalink-eu.apptio.com/uls/api/v1"
},
"apptioWriteConfigs": [
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxApps",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"project": "Cost Transparency",
"tableName": "lxITComponents",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxUserGroups",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxBusinessCapabilities",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxProviders",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",

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 "tableName": "lxProjects",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelApplicationToBusinessCapability",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelApplicationToITComponent",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelApplicationToUserGroup",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelITComponentToUserGroup",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxApplicationRelToChild",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxITComponentRelToChild",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxBusinessCapabilityRelToChild",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxUserGroupRelToChild",
"period": "current",
"overwrite": true
},

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 {
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelITComponentToProvider",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelProjectToApplication",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelProjectToITComponent",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelProjectToBusinessCapability",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxRelProjectToUserGroup",
"period": "current",
"overwrite": true
},
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "lxSubscriptions",
"period": "current",
"overwrite": true
}
],
"apptioReadConfigs": [],
"dataConsumer": {
"type": "leanixStorage"
}
},
"createdAt": "2020-05-04T11:02:55.970136Z",
"active": true
}

Apptio Endpoints

• ulsUrl for EU : https://datalink-eu.apptio.com/uls/api/v1

• ulsUrl for US : https://datalink.apptio.com/uls/api/v1

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View the Integration Status

In the background the Integration API is running preparing the export. In order to see this information click on
the Integration API (available in the Administration area) and find the Apptio connector.

7.9.2 Setup in Apptio

Set up Apptio for SAP LeanIX integration to export data to Apptio. Configure an Apptio Service User and
correct permissions.

Procedure

1. Create a user with the Data Link Admin permission and save keyAccess and keySecret.
2. Add permissions to the branch/trunk you want to import the SAP LeanIX data to.
3. Find out loginUrl, domain, environmentName.
4. Uploader Service URL (ulsUrl) for the region where your Apptio environment belongs. See below for more
details.
5. Download URLs for tables can be generated in Apptio TBM for each desired table

Apptio Service User Setup

The Apptio Frontdoor application is used to create a system account used for the SAP LeanIX-Apptio data
integration. The system account should be assigned the “Datalink Admin” role and should be granted access to
your Apptio Cost Transparency environment (or the desired environment for the projects to be used). The API
keys can only be seen and copied during the initial user profile creation so be sure to capture the information to
share with SAP LeanIX.

Minimum Required Permissions

A custom profile can be created to perform the Apptio API upload with the minimum permissions required. If
desired, create a custom role and assign it the following permissions:

• AccessDev
• UploadData

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7.9.3 Configuration of the Apptio Connector

Set up the Apptio connector, configure field mapping and synchronization settings to enrich the SAP LeanIX
workspace with up-to-date cost information.

Before You Start

Read the steps needed form the Apptio side, see Setup in Apptio [page 1593].

Apptio Configuration JSON

Apptio configuration JSON contains the credentials needed to connect to the user's Apptio environment and
configurations per table needed for read (download) and write (upload) to these tables.

Apptio example JSON configuration:

{
"configId": "lxApptio",
"data": {
"apptioConnectionConfig": {
"loginUrl": "https://frontdoor.apptio.com/service/apikeylogin",
"keyAccess": "{{pub}}",
"keySecret": "{{secret}}",
"domain": "leanixpartner.com",
"environmentName": "sandbox",
"ulsUrl": "https://datalink.apptio.com/uls/api/v1"
},
"apptioWriteConfigs": [
{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "Mainframe Data",
"period": "Jun:FY2018",
"overwrite": true
}
],
"dataProvider": {
"type": "url",
"url": "https://input_file_url"
},
"apptioReadConfigs": [
{
"type": "url",
"url": "https://bizdev-r12.apptio.com/biit/api/
v2.tsv?date=Jul:FY2020&dataPath=-@Cleanixpartner.com%3ACost+Transparency2/
Data/.DateGoesHere/Data+Center+Detail/ExecutionSteps/Output/!SORT/!
LIMIT%5B0%2C2147483647%5D/!LIMIT_COLUMNS%5B%5D&environment=stg",
"tableName": "Data Center Detail"
}
],
"dataConsumer": {
"type": "leanixStorage"
}
},
"active": true

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 }

General Configuration parts

Mandatory configuration fields are:

• configId (optional): string identifier for each configuration. Default value is "lxApptio" if not included
• active: true/false. Activates/deactivates the configuration. A configuration must be active in order to use
it for a run, and only valid configurations can be saved as active=true
• data: main section containing connection, read and write configuration. The field
apptioConnectionConfig needs to be specified at least

apptioConnectionConfig

This section defines the credentials and URLs needed for connecting to Apptio systems.

• loginUrl: login url for Apptio systems using API keys. Value is different depending on the region. EU
customers, US and other customers
• keyAccess: API key access generated on Apptio for the environment to be used
• keySecret: API key secret generated on Apptio for the environment to be used
• domain: domain name containing the tables to be used
• environmentName: environment name containing the tables to be used
• ulsUrl: Apptio Uploader Service url, used for writing to Apptio tables. Note that it is a different url
depending on the zone your Apptio environment is located. EU, North America, APAC

Read data from Apptio (download)

If data is to be read from Apptio, the "apptioReadConfigs" section must contain data.

apptioReadConfigs

This array contains one or more Apptio read configurations for downloading data. Each read configuration has
the following JSON structure:

{
"type": "url",
"url": "https://bizdev-r12.apptio.com/biit/api/
v2.tsv?date=Jul:FY2020&dataPath=-@Cleanixpartner.com%3ACost+Transparency2/
Data/.DateGoesHere/Data+Center+Detail/ExecutionSteps/Output/!SORT/!
LIMIT%5B0%2C2147483647%5D/!LIMIT_COLUMNS%5B%5D&environment=stg",
"tableName": "Data Center Detail"
}

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Parameters:

• type: must be url

• url: Apptio target table url from where the data will be read. This API url can be generated in Apptio TBM
Studio for the desired table. The format used is the tsv format or the legacy tsv format from the tables in
TBM Studio
• tableName: name of the table to be used as "type" for the resulting LDIF content items

 Note

Apptio API Integration and format

This integration is designed to pull and read from the tables within TBM studio only.

The format used is the tsv format or the legacy tsv format from the tables in TBM Studio.

 Note

Apptio period to download/upload

In the URL for the table where to download data from, a period must be specified indicating the month and
year for that target table (it can be part of the URL or the "date" query parameter depending on the URL
format).

A period uses the MMM:'FY'yyyy format (Three characters month, colon, FY literal string, 4-digit year).
Also, the keyword "CURRENT" can be used to download from the current month period.

dataConsumer

If a "dataConsumer" (optional) section is defined (see example configuration), the "type" must always be set to
"leanixStorage". For this configuration the resulting LDIF will be stored into the database and is accessible via
API call (/runs//results). If no "dataConsumer" is specified, the resulting LDIF is stored on Azure storage. The
url to this LDIF is provided via API (/runs/ /resultsUrl).

Write data to Apptio (upload)

In case data should be uploaded to Apptio, the "apptioWriteConfigs" needs to be specified.

apptioWriteConfigs

This array contains one or more Apptio write configurations for uploading data. Each write configuration has
the following JSON structure:

{
"type": "detailed",
"host": "bizdev-r12.apptio.com",
"project": "Cost Transparency",
"tableName": "Mainframe Data",
"period": "Jun:FY2018",
"overwrite": true
}

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Parameters:

• type: must be "detailed"

• host: the url host section for the Apptio environment being used
• project: project name containing the target table
• tableName: name of the target table
• period: the period where to upload the data for that table. Like downloading data from Apptio, it uses
the MMM:'FY'yyyy format (Three characters month, colon, FY literal string, 4-digit year). The keyword
"CURRENT" can be used also to upload to the current month period
• overwrite: true/false. If true, all previous table contents will be deleted and replaced with the new
content uploaded. If false, previous contents will be kept and new content will be added to the target
table

dataProvider
If a "dataProvider" (optional) section is defined (see example configuration), for the current version, "type"
must be "url". The "url" field next must define an url for an Ldif file to be read and used as input for the upload
process.

7.10 Collibra Integration

The integration between SAP LeanIX and Collibra enhances data governance by aligning enterprise and data
architecture. With increased transparency and accessibility, stakeholders can make informed decisions on data
management and compliance.

Overview

Collibra EDC (Enterprise Data Catalog) is a data catalog platform and tool that helps organizations better
understand and govern their data assets. The integration between SAP LeanIX and Collibra enhances data
governance by ensuring alignment and synergy between enterprise architecture and data architecture. With
accurate and real-time data, you can make informed decisions regarding data management, application
rationalization, technology investments, and compliance initiatives. This integration provides insights into the
impact of data policies, regulations, and standards on IT architecture.

This guide provides a comprehensive overview of the integration's benefits, details on what data is
synchronized between Collibra and SAP LeanIX, activation instructions, and instructions on how to sync data
from Collibra to SAP LeanIX and vice versa.

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Benefits

Some of the benefits of Collibra integration include:

• Increased Data Transparency: Collibra integration offers clarity on where the data is mastered and how it
flows within the IT landscape, helping stakeholders to identify data dependencies, optimize data flows, and
ensure data integrity and security throughout its lifecycle.
• Enhanced Data Accountability: The integration automates the mapping of data owners from Collibra to SAP
LeanIX, ensuring clear ownership and improved accountability.
• Expanded Data Accessibility: Enables you to leverage data across the enterprise while facilitating sound
data governance practices.

Scope of Integration: Data Synchronization Between Collibra and SAP

LeanIX

Collibra EDC (Enterprise Data Catalog) application gives a comprehensive overview of the metadata / all data
assets in the organization, making it convenient for users to find, describe, govern, and manage data.

Scope of the Integration Between SAP LeanIX and Collibra

The integration between SAP LeanIX and Collibra provides the following:

• Synchronize conceptual data layer from Collibra Data Catalog to data object fact sheets in SAP LeanIX. To
learn more, see Conceptual Data Layer Mapping from Collibra to SAP LeanIX [page 1607].
• Synchronize names, data hierarchies, categories, descriptions, and relations between Data Assets into SAP
LeanIX, facilitating analysis of data usage and data management down to the application and interface
level.
• Map responsible owners of the data assets from Collibra to subscriptions in SAP LeanIX.
• Map application fact sheets from SAP LeanIX to Technology Assets in Collibra Data Catalog. To learn more,
see Fact Sheet Mapping from SAP LeanIX to Collibra [page 1612].

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• Map business capability fact sheets from SAP LeanIX to Business Assets in Collibra Data Catalog. To learn
more, see Fact Sheet Mapping from SAP LeanIX to Collibra [page 1612].
• Map interface fact sheets from SAP LeanIX to Technology Assets in Collibra Data Catalog. To learn more,
see Fact Sheet Mapping from SAP LeanIX to Collibra [page 1612].
• Map relations between data objects, applications, business capabilities, and interface fact sheets to
relations between assets in Collibra. To learn more, see Relation Mapping from SAP LeanIX to Collibra
[page 1618].

Best Practices and Essential Concepts

Aligning on single sources of truth and fostering collaboration between data governance and enterprise
architecture teams are crucial for a successful integration of SAP LeanIX and Collibra. Follow these best
practices and understand the essential concepts to ensure effective collaboration between data governance
and enterprise architecture teams.

Define the Sync Scope

To start with, define the sync scope by identifying which data is most meaningful for you as an Enterprise
Architect or for your data governance colleagues. Consider the following questions to begin the discussion:

• What conceptual data is used by which applications and to what extent?

• How does data flow through the application landscape?
• Who owns the data?
• What technical assets exist in our data architecture?

Establish Clear Sources of Truth

Acknowledge that Collibra is the single source of truth for all data, while SAP LeanIX is the single source of truth
for applications, business capabilities, interfaces, and their relationships to data objects. This alignment from
the outset avoides discussions in the future over where to establish relationships between data objects and
applications. Since SAP LeanIX is the source of truth for applications, the associations to data objects should
also be maintained there. This ensures that any changes in the application landscape are reflected in the data
objects and synced back to Collibra, keeping both systems up to date.

Focus on the Conceptual Data Layer

To effectively manage and integrate your data, it's important to understand the different data layers within
Collibra :

• Conceptual Data Layer: This layer represents the highest data level, such as data domains and data
concepts (e.g., Customer, Employee, Prospect, etc.)

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• Logical Data Layer: Data entities and data attributes (e.g., The customer lives on a street with a zip code).
• Physical Data Layer: Schemas, tables, columns (e.g., the specific database and column for customer
addresses).

For more details, see Collibra Documentation

Focus on gaining visibility into Collibra’s conceptual data layer, as this is most meaningful for enterprise
architecture management. This primarily involves syncing business assets and their subcategories—data
domains and data concepts—into SAP LeanIX.

 Note

Avoid syncing everything to SAP LeanIX, as it swamps your inventory and does not help answer questions
of value for your Enterprise Architecture team. Focus on aligning and analyzing only the data that adds
value to your objectives while Collibra remains the source of truth for data.

Create A Dedicated User Account for Integration

You need an admin role in SAP LeanIX for setting up the configuration, as well as in Collibra. On the Collibra
side, as a best practice, ensure the integration is linked to a dedicated user account specifically created for this
purpose with greater permissions than a regular user account. This also ensures proper access management
and continuity. For a detailed guide on configuration, see Configuring Collibra Integration [page 1603].

Establish Clear Responsibilities and Collaboration

The integration assumes Collibra is the system of record for assets, while SAP LeanIX is the system of
record for applications, business capabilities, interfaces, and their relationships. This assumption guides your
integration journey, especially in discussions with data governance teams.

A common understanding is crucial to avoid discrepancies and manual corrections. For example, while you can
establish relationships between assets and applications in both Collibra and SAP LeanIX, SAP LeanIX is the
primary tool for managing the application landscape. If these relationships are maintained in Collibra, chances
are high that changes might go unnoticed when the landscape evolves.

Strengthen collaboration between application owners and data stewards/guardians. No matter who drives
the initiative of modeling the relationship between application and data objects, discussions on data privacy
categorization, sensitivity, and usage should be a collaborative process. Use collaboration features in SAP
LeanIX, such as surveys for data collection and comments for resolving discrepancies. Additionally, establish
quarterly or semi-annual check-ins to ensure data accuracy and updates using quality seals. To learn more, see
Collaboration [page 807].

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Key Concepts and Their Mapping

The following are some terms and their definitions that help enterprise architects understand Collibra’s
operating model:

Collibra Term Description Representation in SAP LeanIX

Community A community is a grouping of sub- Can be synced as a data object with a

communities and domains, typically re- parent-child relation with its respective
flecting functional divisions within a domains.
company. It is most effective when
aligned with the organization's gover-
nance structure.

Domain A domain is a logical grouping of assets Can be synced as a data object with a
that belongs to exactly one community. parent community and the underlying
assets as parent-child relations.

Asset/Asset Types An asset is a fundamental building Assets are imported from Collibra into
block used to capture information. It SAP LeanIX as data objects. Currently,
belongs to exactly one domain and the integration supports two asset
has a unique name within that domain. types: business assets and data assets.
Each asset is an instance of a single Business assets are particularly rele-
asset type—such as a business asset, vant for this integration.
data asset, governance asset, issue, or
technology asset. To learn more, see
Overview of Packaged Asset Types .

Attribute An attribute is a specific piece of infor- Synced as fields, such as name or de-
mation that describes an asset. Each scription.
asset can have multiple attributes to
capture its key details.

Relation A relation connects exactly two assets 'Groups' relations from Collibra are rep-
and defines how they are related. An resented as relations between data ob-
asset can have multiple relations, each jects.
representing a specific type of connec-
tion.

Recommended Workflow for SAP LeanIX and Collibra Integration

1. Sync conceptual business assets to SAP LeanIX.

2. Create the relations to applications in SAP LeanIX using interface fact sheets.
3. Enrich the data object with data classification, application usage, and data privacy categorization.
4. Sync applications, interfaces, business capabilities and respective relations to Collibra.

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 Recommended Workflow for SAP LeanIX and Collibra Integration

Key assumptions made here:

• Conceptual business assets are managed in Collibra

• Applications, interfaces, business capabilities, and all inherent relations are managed in SAP LeanIX

Accessing Linked Collibra Entities

You can quickly access linked Collibra entitties directly from the fact sheets in SAP LeanIX. This allows you
to easily reference related information while working in SAP LeanIX. To access the linked item, click on the
Collibrta external ID in the Name & Description section of the fact sheet, or on the right-side panel, click on
Collibra under the Integrations section.

 Note

To learn about collibraExternalId field in the fact sheet, see Mapping Fields [page 1610].

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You can also find the link in the resources tab of the fact sheets. The resource backlink is updated in the
fact sheet only in the following sync run once the fact sheet has been successfully mapped to Collibra in the
previous sync run.

7.10.1 Configuring Collibra Integration

Setting up the integration between SAP LeanIX and Collibra involves configuring authentication (Basic Auth or
OAuth 2.0) and ensuring credentials validity for secure access.

Configuring Collibra Integration

Admins can configure Collibra integration in the administration area by providing the credentials needed to
connect with their Collibra instance. On a high level, it includes the following steps:

1. Setting Up Authentication [page 1604].

2. Mapping conceptual data layer from Collibra to SAP LeanIX [page 1607].
3. Mapping fact sheet from SAP LeanIX to Collibra [page 1612].
4. Mapping relations from SAP LeanIX to Collibra [page 1618].
5. Trigger Synchronization [page 1606].

To begin configuring Collibra integration:

1. In the Administrationarea, select Integrations.

2. Click Add integrations. All available integrations are shown on the resulting page.

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3. Against Collibra, click Configure.
4. Set up the authentication by providing either Basic Auth or OAuth 2.0 credentials, as described below.

Setting Up Authentication

For SAP LeanIX to communicate with your Collibra instance, you need to set up credentials.

The integration supports the following authentication types:

• Basic Auth: Enter the credentials of a Collibra user. This mode is less secure compared to OAuth 2.0.
• OAuth 2.0: Authenticate with your IdP (Identity Provider) and use the bearer token issued by your IdP to
communicate with Collibra. This is the recommended and more secure authentication mode.

Basic Auth

Setting up Basic Auth

To configure this authentication method, it is recommended to create a dedicated user in Collibra and use
those credentials.

• Collibra Domain: Your Collibra instance domain without schema or trailing slashes. For example, if your
Collibra instance is accessed on the browser via [<https://my-own.collibra.com>], then just enter
<my-own.collibra.com>
• Username: The username of the user in Collibra that is being used for this integration.
• Password: The password of the user

OAuth 2.0

OAuth 2.0 allows the integration to authenticate via your IdP. It uses a bearer token from your IdP to securely
communicate with Collibra. We recommend using the OAuth 2.0 authentication over Basic Auth as it is more
secure.

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 OAuth 2.0 Authentication

To configure authentication via OAuth 2.0, please make sure your Collibra instance is configured to allow
authentication with a bearer token issued by your IdP.

 Note

Recommendation

Take help from your IT administration to configure your Collibra console and set up JWT (JSON Web Token)
with your IdP. To learn more, see Collibra JSON Web Token authentication .

Once you have configured the appropriate JWT settings in Collibra, enter the following credentials in your SAP
LeanIX workspace:

• Collibra Domain: Your Collibra instance domain without schema or trailing slashes. For example, if you
access your Collibra instance in the browser with [<https://my-own.collibra.com>], enter <my-
own.collibra.com>.
• Token URL: The endpoint in your IdP that is used to issue an OAuth 2.0 bearer token.
• Client ID: The client ID with which the bearer token is to be issued.
• Client Secret: The client secret credential to issue the bearer token.
• Scopes: Scopes required for accessing the Collibra endpoint. The bearer token is issued with the provided
scopes.
• Credentials Location: Select where to place credentials in the request:
• Authorization Header: Credentials are sent as a Base64-encoded basic authorization header.

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 • URL Encoded Body Request: Credentials are sent in the request body as URL-encoded parameters.
• Request Body Parameters: A set of key/value pairs to include in the request body.
• Request Query Parameters: A set of key/value pairs to include as query parameters.

Credentials Validity

Your credentials are validated with Collibra in these scenarios:

1. Saving or updating credentials: Upon saving or updating new credentials, the integration always verifies
them with Collibra. If the provided credentials are invalid, an error message is shown, and the credentials
will not be saved.
2. Synchronization Runs: The integration always verifies your credentials with Collibra before a
synchronization run is started/scheduled. If the credentials are invalid, sync runs are automatically
aborted, and it shows up as erroneous in the Sync Log [page 1678].

You can verify the result of validation in the Overview tab. If there are any issues with credential verification, the
credential status is shown as Invalid.

Trigger Synchronization

Once the initial configuration is complete, you can trigger a manual synchronization run by clicking on the
Trigger synchronization button. This allows you to verify your configuration and view results immediately.
Additionally, you can manually trigger synchronization runs whenever you change configuration. Scheduled
synchronization runs occur automatically every 4 hours.

You can view the result of the latest synchronization run in the Overview tab with the following possible
statuses:

• Synced: The latest run was completed successfully.

• Error: There is an issue in the latest run, causing the synchronization to be aborted.
• Disabled: There are no active mappings configured

To see more details on the status, click on Sync Log at the top.

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7.10.2 Conceptual Data Layer Mapping from Collibra to SAP
LeanIX

Configure the mapping of the conceptual data layer from Collibra to the SAP LeanIX data object fact sheet,
including assets, fields, responsibilities, and relations.

Introduction

The conceptual data layer is the highest level of organization in Collibra's Data Catalog operating model.
It consists of Line of Business, Data Domain, and Data Concept. The integration between SAP LeanIX and
Collibra allows you to map the conceptual data layer from Collibra to data object fact sheets in SAP LeanIX.

To learn more about the conceptual data layer, see Conceptual data layer .

Conceptual Data Layer Mapping from Collibra to SAP LeanIX

Configuring Synchronization of Conceptual Data Layer

Before configuring the mapping, ensure that the Maximal Hierarchy Level of your data object fact sheet type is
set to an appropriate level. This setting is necessary for creating data object fact sheets through the Collibra
integration.

The default setting in meta model configuration is 3, but Collibra hierarchies typically exceed this level.
Therefore, it's crucial to adjust it to match the hierarchy level you have for your data in Collibra. If the Maximal
Hierarchy Level is set lower than the hierarchy level you have in Collibra, it will lead to errors during the
synchronization run.

The maximal hierarchy level is configured in the meta model configuration. To learn how, see Meta Model
Configuration [page 938].

To configure the synchronization of the conceptual data layer, on the Collibra Integration Configuration page,
navigate to the Conceptual Data Layering Mapping tab.

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 Configuring Conceptual Data Layer Mapping

Choosing the Source Communities

To configure synchronization of the conceptual data layer from Collibra to data object fact sheets, begin by
selecting the appropriate communities from Collibra.

1. In the Collibra Integration Configuration area, go to the Conceptual Data Layer Mapping tab.
2. Set the mapping to active by selecting the checkbox against Active.
3. In the Communities list, select the communities that you need.

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Matching Strategy

When the integration maps Collibra assets to fact sheets, there might already be an existing data object fact
sheet with the same name. To handle such situations, you can select one of the following options:

• No Matching: The integration always attempts to create a new fact sheet, regardless of an existing fact
sheet. This is the default option.
• Match By Name: Before creating a new fact sheet, the integration checks for an existing data object fact
sheet with the same name. Instead of creating a new fact sheet, the integration updates the existing fact
sheet.

Hierarchy and Naming

In the Hierarchy Mapping list, you can choose whether you want to map the communities and domains
from Collibra to SAP LeanIX. If you choose to map the hierarchy, fact sheets are created to match the
Collibra hierarchy, establishing parent-child relationships from community, sub-community, and domain down
to assets. If you choose not to map the hierarchy by selecting None, then only fact sheets for assets are
created.

Based on your configuration, the integration will scan the defined communities for all sub-communities,
domains, and assets and will create a data object fact sheet for each of them using the following rules:

• The Name of the created fact sheet in SAP LeanIX will match the name of the corresponding object in
Collibra.
• The Display Name of the fact sheets will be derived from the following hierarchy:
• For each sub-community, the corresponding fact sheet is suffixed with "relToParent" relation to its
parent community.
• For each domain, the corresponding fact sheet is suffixed with "relToParent" relation to its community.
• For each asset, the corresponding fact sheet is suffixed with "relToParent" relation to its domain.

Hierarchy and Naming Conventions

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Subtype of the Data Object

The integration will try to match the data object fact sheet’s subtype with the asset type used in Collibra. If a
match is found, the Subtype field is populated accordingly. Otherwise, it will remain empty.

Filtering Assets by Type and Status

The integration enables filtering for asset types (subtypes of either Business Asset or Data Asset) to be
mapped to your SAP LeanIX workspace, as well as specifying which statuses will be considered. Only assets
that have at least one of the selected types are mapped. If no status is chosen, all statuses are considered.

In the Asset Types and Asset Statuses lists, select the options that you need.

Mapping Fields

The integration allows you to map attributes on your assets from Collibra into fields on your data object fact
sheets. To learn more about supported attribute types and how they are mapped, see Supported Field Types
for Conceptual Data Layer Mapping [page 1624]. If you choose a single or multi select attribute on both ends,
you can further specify how values are mapped.

To configure field mapping, next to Field Mapping, click Add, then select values in the From and To fields. To add
more fields, repeat these steps.

 Note

Mapping Collibra Entity IDs

By default, the IDs of each community, domain, and assets of Collibra are mapped to
collibraExternalIdfield of corresponding fact sheet in SAP LeanIX. This field also stores a link to the
related entity in Collibra.

collibraExternalId field is automatically provisioned in the meta model during the first sync run of the
integration. It is provisioned for data object, application, business capability and interface fact sheet types.

Once the field is provisioned, the collibraExternalId values in the fact sheets are updated only in the
next sync run.

External ID helps you filter and easily list all fact sheets that are linked to Collibra objects. To apply the filter
in the inventory filter panel, select a fact sheet type and choose Linked under Collibra External ID. If the filter
is not visible, enable it through the Manage Filters settings. To learn how, see Displaying and Hiding Filters
[page 640]. Similarly, you can also apply this filter in reports and any other filter modals.

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Mapping Responsibilities to Subscriptions

You can map responsibilities from a mapped community, domain, or asset of Collibra to responsible
subscription roles in SAP LeanIX.

In the Role Mapping field, choose any roles available in Collibra and map them to relevant subscription roles for
the data object fact sheet type. Note that the subscription role has to be of the type Responsible. To learn more
about subscriptions, see Subscription Role [page 978].

You can also automatically create users who exist in Collibra but not in SAP LeanIX by selecting the Create
Users check box.

Mapping Responsibilities to Subscriptions

The integration will only consider implicit responsibilities and ignore inherited ones. It will also resolve user
groups and translate them to the corresponding individuals.

The following image illustrates how the CISO role is mapped between Collibra and SAP LeanIX.

Responsibilities Mapped to Subscription Role

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Mapping Relations Between the Assets

If you use the "groups" relation between your assets, you have the option to reflect it as many-to-many
relations in data object fact sheets. For instance, you can map it to the requires/required by relation in SAP
LeanIX.

In the Relation Mapping list, select the mapping option that you need.

The following image illustrates how relations between assets are mapped when the requiresRelation /
relToRequiredByRelation option is selected.

Relations Between Assets Mapped to Requires/Required by Relation

7.10.3 Fact Sheet Mapping from SAP LeanIX to Collibra

Configure the mapping of application, business capability, and interface fact sheets from SAP LeanIX to
Collibra to synchronize fields and subscriptions.

Introduction

The integration between SAP LeanIX and Collibra facilitates mapping applications, business capabilities, and
interfaces from SAP LeanIX to Collibra, enhancing transparency and insights within Collibra. This improves

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the business perspective and lineage support of your data governance practice by connecting SAP LeanIX's
business-centric data with Collibra's governance framework.

Fact Sheet Mapping from SAP LeanIX to Collibra

Configuring Mapping of Fact Sheets to Collibra

To configure fact sheet mapping, on the Collibra Integration Configuration page, navigate to the Application
Mapping tab.

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 Configuring Application Mapping

Activating the Mapping and Filtering Fact Sheets

To enable the synchronization of SAP LeanIX fact sheets to Collibra, begin by activating the mapping.

1. In the Collibra Integration Configuration area, go to the desired fact sheet tab. In this guide, for illustration
application mapping is depicted.
2. Activate the mapping by selecting the Active check box.

In the settings, you have the option to either map all fact sheets of a particular fact sheet type from SAP LeanIX
to Collibra, or you can selectively choose a subset of fact sheets to be mapped by using filters.

 Caution

Data Deletion Risk

The synchronization mode of the integration is conservative. When you narrow down the list of fact sheets
using the filter, any Collibra assets that were linked in a previous sync run but are now excluded due to the
filter in the current sync will be deleted.

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 Collibra assets not created by the integration are not affected in anyway.

Choosing Inbox Domain and Asset Type

In the Inbox Domain and Asset Type fields, choose the domain where the assets need to be created and specify
the type of assets that need to be created with respect to the fact sheet being mapped.

Subsequently, the integration will create an asset corresponding to each fact sheet within the chosen asset
type under the specified domain.

 Note

Moving Mapped Assets into Different Domains

If required, you can relocate mapped assets into different domains at a later stage. The integration will
continue to update the name, fields, and responsibilities of these assets without reverting the changes
made to the domain location.

Matching Strategy

When the integration maps fact sheets to Collibra, there might already be an existing asset with the same
name. To handle such situations, you can select one of the following options:

• No Matching: The integration always attempts to create a new asset, regardless of existing entities. If a
conflict arises, a warning appears in the synchronization log. This is the default option.
• Match By Name: Before creating a new asset, the integration checks for an existing asset with the same
name. If the asset type and inbox domain match, the integration uses the existing asset as the target for
mapping. Instead of creating a new asset, the integration updates the matched asset.

Mapping Fields

The integration allows you to map the fields of your fact sheets from SAP LeanIX into attributes on your assets
in Collibra. To learn more about supported field types and how they are mapped, see Supported Field Types for
Fact Sheet Mapping [page 1625]. If you choose a single or multi select attribute on both ends, you can further
specify how values are mapped.

To configure field mapping, next to Field Mapping, click Add, then select values in the From and To fields. To add
more fields, repeat these steps.

When choosing attribute types for Collibra, the options are categorized based on their scopes or assignments.
Attribute types with a default or global scope are grouped under Global, while other attribute types are
categorized under their respective scopes, for example, "Data Privacy."

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 Mapping Fields

Mapping Subscriptions to Responsibilities

You can map subscription roles of the Responsible type from SAP LeanIX to responsibilities on the
corresponding asset in Collibra. Once mapped, the subscriptions discovered on the fact sheets are
synchronized on corresponding assets in Collibra.

In the Role Mapping field, choose subscription roles of the type Responsible and map them to corresponding
roles in Collibra

You can also automatically create users who exist in SAP LeanIX but not in Collibra by selecting the Create
Users check box.

 Caution

Creating responsibilities for new or existing users may result in additional license costs for your Collibra
usage, depending on the license requirement of the selected role. Review your license requirements for the
roles in Collibra before proceeding.

Soft Delete

When you archive a fact sheet in SAP LeanIX, by default, the corresponding mapped asset in Collibra is also
deleted. However, you can change this behavior by enabling the soft delete option in the configuration.

When the Soft Delete check box is selected, the integration won't delete the asset in Collibra when a fact sheet
is archived in SAP LeanIX. Instead, a tag saying deleted-in-leanix is added to the asset in Collibra.

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 Enabling Soft Deletion

Hierarchy Mapping

The integration supports mapping application and business capability hierarchies to Collibra. When configured,
the integration maps childParentRelations of application and business capability fact sheets to mapped
assets in Collibra. For hierarchy mapping, you can choose between intermediate asset and simple relation
mapping strategies. To learn more, see Intermediate Asset Strategy [page 1622] and Simple Relation Strategy
[page 1620].

 Note

• Interfaces do not have a hierarchy; hence, there is no provision for mapping the hierarchy of interface
fact sheets.
• Currently, the complex relation strategy is not supported for hierarchy mapping.

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7.10.4 Relation Mapping from SAP LeanIX to Collibra

Configure the mapping of relations between fact sheets to the relation between assets to enhance data
governance and lineage tracking.

Introduction

The integration supports the mapping of relations between fact sheets in SAP LeanIX to relations between
assets in Collibra. This enhances data governance and lineage tracking, enabling better management of
dependencies, impacts, and relationships between assets.

The following relations are supported:

• relApplicationToDataObject:
Map relations between applications and data objects of the conceptual data layer from SAP LeanIX to
Collibra.
• relInterfaceToDataObject:
Map relations between interfaces and data objects of the conceptual data layer from SAP LeanIX to
Collibra.

Mapping of Relation Between Application/Interface and Data Object

• relApplicationToBusinessCapability:
Map relations between applications and business capabilities from SAP LeanIX to Collibra.

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 Mapping of Relation Between Application and Business Capability

• relConsumerApplicationToInterface:
Map relations between consumer applications and interfaces from SAP LeanIX to Collibra.
• relProviderApplicationToInterface:
Map relations between provider applications and interfaces from SAP LeanIX to Collibra.

Mapping of Relation Between Application and Interface

Configuring Mapping of Relations

The configuration process is similar for all relations, and this guide considers the relApplicationToDataObject
relation for illustration.

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Relation mapping can be achieved through either of the following strategies:

• Simple Relation: In this strategy, a simple relation is created on application assets in Collibra.
• Complex Relation: In this strategy, complex relations are created on application assets in Collibra.
• Intermediate Asset: In this strategy, an intermediate asset is created in Collibra for every relation on
applications.

Simple Relation Strategy

To choose the simple relation strategy, do the following:

1. In the Collibra Integration Configuration area, go to the Relation Mapping tab.

2. From the Relation Mapping Strategy drop-down list, choose Simple Relation.
3. Once the simple relation is selected, the Relation Type field appears. Choose the required type from the
drop-down list.

Configuring Relations Using the Simple Relation Strategy

 Note

The relation types shown in the drop-down list are based on the asset type that you have mapped to the
fact sheet. For more, see Choosing Inbox Domain and Asset Type [page 1615].

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 Relation Between Application and Data Object Mapped to Relation Between Assets in Collibra Choosing Simple Relation

Complex Relation Strategy

To select a complex relation strategy, ensure that you have complex relations configured in your Collibra
workspace with matching asset types. For example, if you are mapping application fact sheets to technology
assets in Collibra and, on the other hand, data concept and data domain from the conceptual data layer to SAP
LeanIX, then the complex relation must have relations with these asset types.

To learn more about complex relations and how to configure them, refer to the official documentation of
Collibra: Complex relations .

To configure the complex relation strategy, do the following:

1. In the Collibra Integration Configuration area, go to the Relation Mapping tab.

2. From the Relation Mapping Strategy drop-down list, choose Complex Relation.
3. In the Complex Relation Mapping field, select the required relation.

 Note

The relations shown in the drop-down list are based on the asset type that you have mapped to the fact
sheet. For more, see Choosing Inbox Domain and Asset Type [page 1615].

4. Additionally, you can map fields on relation from SAP LeanIX to attributes on the complex relation in
Collibra through the Complex Relation Field Mapping fields.

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 Configuring Complex Relation Strategy

Relation Between Application and Data Object Mapped to Relation Between Assets in Collibra Choosing Complex
Relation

Intermediate Asset Strategy

In this strategy, an intermediate asset is created in Collibra to represent every relation between the fact sheets.

To configure the intermediate relation strategy, do the following:

1. In the Collibra Integration Configuration area, go to the Relation Mapping tab.

2. From the Relation Mapping Strategy drop-down list, choose Asset.
3. In the Asset Inbox Domain field, specify the domain where the intermediate asset will be created.

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4. In the Asset Type field, specify the type of the asset for the intermediate asset being created.
5. In the Asset Relation Mapping field, choose the relations of the intermediate asset to be mapped with the
fact sheets.
6. Additionally, you can also map fields on relations from SAP LeanIX to the attributes on the intermediate
asset in Collibra through Asset Relation Field Mapping fields.

Configuring Intermediate Relation Strategy

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 Relation Between Application and Data Object Mapped to Relation Between Assets Choosing Intermediate Asset
Strategy

7.10.5 Supported Field Types for Conceptual Data Layer

Mapping

This document lists the supported attribute types from Collibra that can be mapped to SAP LeanIX field types.

The Collibra integration allows you to map attributes on your assets from Collibra into fields on your data
object fact sheets. The following attribute types from Collibra can be mapped to SAP LeanIX field types:

Collibra Attribute Types SAP LeanIX Field Types

Text STRING

Selection STRING

SINGLE_SELECT

MULTIPLE_SELECT

Multiple Selection STRING

MULTIPLE_SELECT

True/False STRING

SINGLE_SELECT

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Collibra Attribute Types SAP LeanIX Field Types

Number INTEGER

DOUBLE

STRING

7.10.6 Supported Field Types for Fact Sheet Mapping

This document lists the supported field types from SAP LeanIX that can be mapped to Collibra attribute types.

The Collibra integration allows you to map fact sheet fields from SAP LeanIX to attributes on your assets in
Collibra. The following field types from SAP LeanIX can be mapped to Collibra attribute types:

SAP LeanIX Field Types Collibra Attribute Types

STRING Text

SINGLE_SELECT Text

Selection

Multiple Selection

MULTIPLE_SELECT Text

Multiple Selection

EXTERNAL_ID Text

INTEGER / DOUBLE Number

Text

LIFECYCLE Text

LIFECYCLE's Phases Dates Text

Date

LIFECYCLE's Current Phase (e.g., 'active') Text

Selection

Multiple Selection

LIFECYCLE's Upcoming Phase (e.g., 'phaseIn') Text

Selection

Multiple Selection

Quality Seal Text

Selection

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SAP LeanIX Field Types Collibra Attribute Types

Fact Sheet URL Text

Fact Sheet ID Text

7.11 Confluence Integration

Embed insights about your enterprise architecture in your Confluence pages.

Overview

The SAP LeanIX for Confluence app lets you embed SAP LeanIX reports, diagrams, and fact sheets in your
Confluence pages. This makes it easy to share knowledge about your enterprise architecture with stakeholders
across your organization.

Benefits

• Embed SAP LeanIX content: Integrate any of your reports, diagrams, or fact sheets into Confluence.
Examples include roadmap reports, free draw diagrams, and organization fact sheets.
• Access live data: All changes made to reports, diagrams, and fact sheets in SAP LeanIX also apply to the
content embedded in your Confluence pages. You can even navigate to SAP LeanIX from embedded items.
• Configure data displayed: Use filters to customize the data set displayed in embedded items, or add saved
searches to any page. You can resize reports and diagrams to ensure all information is visible on your
Confluence page.

Limitations

• You can only access content from reports, diagrams, or fact sheets in Confluence if you have an SAP
LeanIX account.
• The SAP LeanIX for Confluence integration does not support page exports in Confluence. This means that
embedded reports, diagrams, or fact sheets are not included in exported Confluence pages.
• Smart Links work only on Confluence pages. They do not function in Live Docs. You can add a LeanIX fact
sheet to a Confluence Live Doc, but it will not create a Smart Link in the fact sheets resource tab.
• For Data Center and Server Editions of the SAP LeanIX for Confluence app, Smart Links only appear after
you run a scheduled job (cron job).

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Supported Versions

To check versioning and compatibility details for the SAP LeanIX for Confluence app, visit the SAP LeanIX for
Confluence version history .

Configuration

The SAP LeanIX for Confluence app is available to download in the Atlassian Marketplace. You can find and
install the app directly within your Confluence instance. Once installed, connect the app to your SAP LeanIX
workspace via the Confluence administration.

Prerequisites

• In SAP LeanIX:
• Administrator access to your workspace.
• An API token. This is only applicable if you want to use Smart Links in Confluence. To get an API token,
create a technical user. Learn how in the topic Technical Users [page 1798].
• Allow third-party cookies in your browser. To allow third-party cookies, you may need to manually add your
SAP LeanIX instance (for example, your-subdomain.leanix.net) to your browser privacy settings.
• Confluence administrator access.

 Note

Only Confluence admins can install Atlassian apps. If you don’t have an admin account, contact your
Confluence admin for help with installing SAP LeanIX for Confluence.

Step 1: Install the SAP LeanIX for Confluence App

To install the SAP LeanIX for Confluence app, follow these steps:

1. In the top navigation bar in Confluence, go to Apps > Manage apps.

2. Choose Find new apps and enter “SAP LeanIX for Confluence” in the search field.
3. In the SAP LeanIX for Confluence app tile, choose Install.

 Note

For older versions of Confluence Data Center, manual installation of the SAP LeanIX for Confluence app
is required. Visit the SAP LeanIX for Confluence version history page and choose Download installer to
download the .jar file compatible with your Confluence version.

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Step 2: Configure the SAP LeanIX for Confluence App

To configure SAP LeanIX for Confluence, follow these steps:

1. In the top navigation bar in Confluence, go to Apps > Manage apps.

2. To find SAP LeanIX for Confluence, navigate the list or search for it in the Filter visible box. Click the app
listing to open the app details.
3. Choose Configure to open the configuration options.
4. Enter the following information:
1. Host: The main domain where the application is hosted. For example, your-
subdomain.leanix.net. You don’t need to enter the protocol (https://).
2. API Token: This helps us verify the workspace you are trying to access and enables the use of Smart
Links in Confluence. To get an API token, create a technical user. Learn how in the topic Technical Users
[page 1798].
5. Choose Save.
The system checks the host and API token. If they are correct, it fills in the workspace name (for example,
DemoEAM) and saves your settings.

Adding SAP LeanIX Items to Confluence

Insert one or more macros into your Confluence pages to make your SAP LeanIX reports, diagrams, and fact
sheets available in Confluence. The process will differ depending on the type of content you want to include.

 Caution

To prevent the loss of unsaved changes, make sure you are logged into SAP LeanIX in the same browser
session before you insert a new macro.

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Inserting a Report into a Confluence Page

To insert an SAP LeanIX report to a Confluence page, follow these steps:

1. Choose + > Other Macros > SAP LeanIX. You can find it under External content or by using the search field.

2. On the Report tab, select the desired report. You’ll see

a live preview of your report in the configuration window.

3. Optional: Adjust the width and height. By default, the height is set to 600px and the width is set to 100%.
4. Choose Insert to embed the report in your Confluence page.

 Note

Some reports are too large to display the default frame. Ensure that the entire report is shown on your
Confluence page and that no scrollbars appear.

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Inserting a Diagram into a Confluence Page

The process for adding a diagram is like the process for adding a report. You can add both free draw and data
flow diagrams to Confluence pages.

To insert an SAP LeanIX diagram to a Confluence page, follow these steps:

1. Choose + > Other Macros > SAP LeanIX. You can find it under External content or by using the search field.
2. On the Diagram tab, select the desired diagram. You’ll see
a live preview of your diagram in the configuration window.

3. Optional: Adjust the width and height. By default, the height is set to 600px and the width is set to 100%.
4. Choose Insert to embed the diagram in your Confluence page.

Linking a Fact Sheet to a Confluence Page

When you link a fact sheet to a Confluence page, the Confluence page is also stored as a Smart Link in SAP
LeanIX. You can find it in the Resources tab of the linked fact sheet in SAP LeanIX. This helps you ensure that
the information you maintain in Confluence is always up to date in SAP LeanIX.

 Note

Smart Links work only on Confluence pages. They do not function in Live Docs. You can add a LeanIX fact
sheet to a Confluence Live Doc, but it will not create a Smart Link in the fact sheets resource tab.

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To link an SAP LeanIX fact sheet to a Confluence page, follow these steps:

1. Choose + > Other Macros > SAP LeanIX. You can find it under External content or by using the search field.

2. On the Fact Sheet tab, select the desired fact sheet.

3. Select the Smart Link attributes under Display options.

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4. Choose Insert to embed the Smart Link in your Confluence page. The Smart Link pulls live data from
SAP LeanIX, and the Confluence page is added as a resource link in the Resources tab of the fact sheet.

 Note

When you remove a Smart Link from Confluence, it’s automatically deleted from SAP LeanIX.

 Note

The Data Center and Server Editions of the SAP LeanIX for Confluence app use a scheduled
background job to create Smart Links in SAP LeanIX. You can manage this background job in the
Scheduled Jobs section of your Confluence admin area.

Accessing SAP LeanIX Content in Confluence

SAP LeanIX handles the authentication for reports embedded in Confluence. To access SAP LeanIX reports,
diagrams, and fact sheets embedded in Confluence pages, you need an SAP LeanIX account. You also need at
least viewer permissions for the corresponding workspace.

If you are already logged into the configured SAP LeanIX workspace in another browser tab, you won't need to
log in again to access embedded items in Confluence. If you aren’t logged in to SAP LeanIX, you’ll see a login
link on the related Confluence page.

 Note

Sessions for the Confluence app expire after one hour. To display embedded content after a session has
expired, click the login button next to each embedded item.

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To log in to SAP LeanIX from a page in Confluence, follow these steps:

1. Open the Confluence page with the reports, diagrams, or facts sheets that you want to access.
2. Choose Login next to the embedded content.

3. Enter your credentials and click Login. If your login is successful, the report will load automatically.

 Note

SAP LeanIX for Confluence uses third-party cookies for authentication. To activate third-party cookies, you
may need to manually add your SAP LeanIX instance (for example, your-subdomain.leanix.net) to
your browser privacy settings.

7.12 Jira Integration

Sync epics, to-dos, and issues from multiple Jira Cloud projects and instances to SAP LeanIX initiatives, and
define how you track progress.

 Note

The Jira integration with project-level synchronization is available exclusively through SAP LeanIX
Architecture and Road Map Planning [page 1707].

If you don’t have access to SAP LeanIX Architecture and Road Map Planning, you can use the lightweight
SAP LeanIX for Jira app on the Atlassian Marketplace. Keep in mind that this version is intended for basic
use cases only and does not support project-level synchronization. For more details, visit Jira Marketplace
App [page 1644].

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Overview

Once you've outlined your future-state architecture in SAP LeanIX, it's easy to stay on track with your goals
using the Jira integration. Map fields between the two systems to enable automatic syncing of important data,
like statuses, and progress updates.

After setup, you can connect SAP LeanIX initiatives to epics, to-dos, or issues across multiple Jira Cloud
projects and instances. Any changes made in one system, such as updating a status or modifying a field, are
automatically reflected in the other. This keeps your information consistent and gives you a clear picture of how
your day-to-day work supports your strategic goals.

Benefits

• Sync transformation initiatives with Jira projects and Jira tickets, to-dos, and issues and vice versa.
• Bundle Jira items under one initiative.
• Connect multiple accounts to have visibility over work done by different teams, geographies, or projects
under one transformation initiative.
• Configure your progress based on meaningful completion indicators. For example, tickets “completed” or
“assessed,” but not “created.”
• Track progress based on your indicators, ensuring visibility into initiative execution in SAP LeanIX.

Scope and Limitations

The Jira integration applies exclusively to initiative fact sheets. Note the following limitations:

• Only string, number, and date fields are supported for synchronization.
• The integration does not support real-time synchronization. Data is refreshed every 30 minutes.
• The integration supports Jira Cloud only. It does not support Jira Server (on-premise) or Jira Data Center
instances.

Setting Up the Integration

To start syncing data between Jira and SAP LeanIX, configure the Jira integration. This setup establishes the
technical connection between the systems by:

• Connecting your Jira instance using an API token and user credentials
• Mapping fields between Jira work items and SAP LeanIX fact sheets

For step-by-step instructions, refer to Setting Up the Jira Integration [page 1637].

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The following data mappings are supported:

SAP LeanIX Field Type Corresponding Jira Field Type Description

string string Connects textual data.

For example:

• Name
• Summary
• Team or organization

description description Connects the SAP LeanIX description

field to the Atlassian Document Format
(ADF) description field in Jira.

double number Connects numeric data.

For example:

• Budget
• Payback period
• Time estimate

lifecycle date Connects stored date information to

lifecycle phases.

For example:

• Lifecycle
• Start date
• Due date

milestone • date Connects Jira date and time data to

• datetime custom milestones in SAP LeanIX.

For example:

• Resolved
• Created
• Jira Ticket Resolved
• New Jira Ticket

Syncing Data Between Jira and SAP LeanIX

After setting up the integration, you can import Jira work items as new initiative fact sheets, export fact sheets
as Jira work items, or link two existing items. This sets up data synchronization between the specific items.

Once you connect an initiative to a work item, mapped data automatically syncs every 30 minutes.

For detailed instructions, refer to Importing, Exporting, and Linking Fact Sheets and Jira Work Items [page
1641].

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Tracking Progress on Linked Jira Work Items

You can track progress directly in the Execution progress field of child initiatives created from Jira. This helps
you understand how much work you’ve completed on an initiative. Progress information is updated as part of
the regular sync schedule.

To ensure consistent tracking, SAP LeanIX includes only the first level of child work items under each initiative
in the progress calculation.

 Caution

If you close a top-level item in Jira, such as an epic or parent task, SAP LeanIX will mark it as 100%
complete, even if some of its child items are still open. This is designed to streamline reporting but can lead
to inaccurate progress tracking.

Make sure all child items are complete before closing the top-level work item.

Execution Progress Tracking

 Tip

Use the roadmap report to track the progress of synced Jira work items. It gives you a clear, timeline-based
view of initiatives, helping you align execution with strategic goals. Learn more in the article Roadmap
Report [page 707].

Progress is calculated using the following formula:

Execution progress (%) = (Completed work items / Total work items) × 100

 Example

A user imports 5 epics into an initiative fact sheet. Each epic contains 10 stories, with 5 completed per epic:

5 epics × 10 stories = 50/100 → 50% progress

SAP LeanIX counts only the first level of child work items under an initiative fact sheet created from Jira.

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Syncing Jira Data Manually

SAP LeanIX automatically synchronizes Jira data every 30 minutes to keep information current. For immediate
updates, you can start a manual sync at any time.

To run a manual sync, do the following:

1. Go to the Agile Tracking tab on the linked initiative fact sheet.

2. Choose Refresh data from Atlassian Jira.

Performing a Manual Sync

7.12.1 Setting Up the Jira Integration

Learn how to set up a secure connection to your Jira instance, configure project and field mappings, and
prepare your environment for seamless data flow between Jira and SAP LeanIX.

Prerequisites

In Jira:

• A valid Jira Cloud instance.

• Admin access to the Jira instance to:
• Generate an API token.

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 • Access and configure Jira projects and custom fields.
• At least one Jira project with work items or epics to sync.

In SAP LeanIX:

• SAP LeanIX Architecture and Road Map Planning is active.

• Administrator access to your workspace.

Step 1: Add the Jira Integration

Connect your SAP LeanIX workspace to Jira. When you set up your first connection to a Jira instance,
a technical user is automatically created. The technical user is called agile-tracking and handles all
automated synchronization tasks. Learn more about technical users in Technical Users [page 1798].

 Note

Any actions that you start, such as linking, importing, exporting, or manually refreshing, will use your own
user identity.

Once you add the integration, you can configure it for multiple Jira instances. This is useful for organizations
that use different Jira instances across their IT landscape, such as dedicated instances for specific regions.

To add the integration, do the following:

1. In the administration area of SAP LeanIX, go to Integrations.

2. Choose Add Integration and locate the Jira integration.
3. Choose Configure.
4. Enter a custom name for this integration. For example, Jira Cloud.
If you don't add a name, this is called "Atlassian Jira” by default.
5. Enter the URL of the Jira instance.
For example, https://yourdomain.jira.com.
6. Enter your Jira username.
7. Enter an API token.
8. Choose Save.
9. Optional: Choose Test Connectivity to make sure the integration is working properly.

To add additional Jira instances, choose Add New Instance and repeat the preceding steps for each new
instance.

 Note

You can update your Jira credentials at any time. Just select the Jira instance from your integration list and
update your credentials in the Configuration tab.

Step 2: Select a Jira Project

After establishing the connection, choose the Jira project you want to integrate with.

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To select a project, do the following:

1. Go to the Project Mapping tab and select Add Projects.

2. Under Type Matching, select the Jira project you want to integrate.
3. Choose the corresponding fact sheet type in SAP LeanIX.
For example, Initiative.

Overview of Project Mapping Options

Step 3: Configure General Field Mapping (Optional)

Map general fields to define how data should sync between Jira and SAP LeanIX. Learn more about supported
mappings in Setting Up the Integration [page 1634].

 Note

Fields must already exist in SAP LeanIX to be available for mapping.

To configure general field mapping, do the following:

1. Under General Mapping, choose Add Field Mapping.

2. Select an SAP LeanIX Field
For example, Name.
3. Map it to a corresponding Jira field.
For example, Summary.
4. Choose the sync direction.
For example, SAP LeanIX to Jira.

Repeat this step for all fields that you want to map.

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Step 4: Configure Milestone Mapping (Optional)

Map key dates from Jira to custom milestones in SAP LeanIX to align project timelines across both systems.

 Note

Milestones do not need to exist in SAP LeanIX beforehand—they'll be created automatically during sync

1. Under Milestones, choose Add Milestone.

2. Select a Jira date field.
For example, Start Date.
3. Enter the name of the milestone to be created in SAP LeanIX.
For example, Project Start.
4. Choose the sync direction.
For example, Jira to SAP LeanIX

Repeat this step for all milestones that you want to map.

Step 5: Define the Completion Status

Specify which Jira work item statuses to treat as “completed” in SAP LeanIX. This helps track issue progress
within SAP LeanIX dashboards.

To set your preferred statuses, do the following:

1. Under Configure Completion Status, select a status from the Status dropdown.
For example, Released or Done.
2. Choose Save.

Step 6: Configure the Execution Status Calculation (Optional)

You have the option to use a calculation to automatically set the execution status based on the percentages
reflected in the execution progress field in the initiative fact sheet.

To set up the calculation, do the following:

1. Go to Administration > Calculations.

2. Choose New Calculation.
3. Under Create from Scratch, choose Create.
4. Enter a name and description for the calculation.

 Example

Name: Progress Tracking

Description: Defines progress statuses using simple, rule-based logic that maps specific execution
progress percentage ranges to the execution status labels within an initiative fact sheet.

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5. Select Initiative as the target fact sheet type.
6. Select Execution Status as the target field.
7. Copy and paste following code snippet:

 Sample Code

export function main() {

const progress = data.lxExecutionProgress || 0;
if (progress === 0 ) {
return null;
}
if (progress >= 0 && progress <= 0.3) {
return 'red';
}
if (progress > 0.3 && progress < 0.6) {
return 'yellow';
}
if (progress >= 0.6) {
return 'green';
}
return null;
}

8. Choose Save and Activate.

 Tip

If your organization has more complex needs, you can extend this logic using additional fields like due dates
or custom tags. For more information on setting up advanced calculations, refer to Calculations [page
1036].

Next Steps

Once you’ve saved your configuration, you can start syncing project data between Jira and SAP LeanIX. To
learn how, refer to Importing, Exporting, and Linking Fact Sheets and Jira Work Items [page 1641].

7.12.2 Importing, Exporting, and Linking Fact Sheets and Jira

Work Items

Set up syncing between SAP LeanIX and Jira by creating new fact sheets or Jira work items, or by linking
existing items across both tools.

Learn how to sync initiative data between SAP LeanIX and Jira. You can define which Jira projects map to which
SAP LeanIX initiatives, and filter by Jira instance or project to refine the scope. This lets you control which work
items are included in your architecture workspace, ensuring only relevant data is synced.

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Importing Jira Work Items as Child Initiative Fact Sheets

Add your Jira work items to SAP LeanIX as initiatives. When you import a Jira work item as a fact sheet for an
initiative, SAP LeanIX adds it as child initiative and sets up syncing for mapped fields.

To create a child fact sheet for an initiative, do the following:

1. Open an initiative fact sheet and go to the Agile Tracking tab.

2. To set up synchronization, choose Set up Sync and select Import from Atlassian Jira.
3. Choose the Jira project that contains the relevant work items.
4. Apply filters or use the search field to narrow down relevant Jira work items. Learn more about what you
can filter by in Searching and Filtering for Jira Work Items [page 1644].
Select the work items that you want to import.
5. Preview the selected issues and their mappings.
6. Choose Create and Sync to complete the import.

Imported Jira work items appear as child fact sheets under the selected initiative. They include all mapped
fields and direct links to the original Jira tickets. The system automatically synchronizes data every 30 minutes.

Choose Import More to import additional work items.

List of Imported Work Items

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Exporting Initiative Fact Sheets as Jira Work Items

You can create Jira work items directly from individual initiative fact sheets in SAP LeanIX. All relevant fields
are prefilled based on your configured field mappings. This capability is available for both parent and child
initiatives.

 Note

Each initiative can be used to create one Jira work item.

To create a Jira work item from an existing initiative, do the following:

1. Open an initiative fact sheet and go to the Agile Tracking tab.

2. To export the fact sheet to Jira, choose Set up Sync and select Export to Atlassian Jira.
3. Choose the connected Jira instance.
4. Select the target Jira project.
5. Choose the type of Jira work item to create, such as epic, story, or task.
6. Choose Create and Sync to complete the export.
The system automatically synchronizes data every 30 minutes.

Linking an Existing Initiative Fact Sheet to an Existing Jira Work Item

Connect an existing initiative to an existing Jira work item to keep your data consistent across tools. This sets
up synchronization between the two, ensuring consistent tracking and visibility.

 Note

Each initiative can be linked to one Jira work item.

To link an initiative fact sheet to a Jira work item, do the following:

1. Navigate to the initiative fact sheet.

2. Open the Agile Tracking tab.
3. Choose Set up Sync and select Link to an Existing Issue in Atlassian Jira to connect the fact sheet with a Jira
work item.
4. Choose the Jira work item that you want to link to.
5. Choose Create and Sync.
Fact Sheet With a Linked Work Item

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Searching and Filtering for Jira Work Items

When linking or importing Jira work items, you can search for items in a project based on different criteria.

Search Criteria Description

Summary or issue ID Find Jira work items based on the summary or the unique
issue ID.

Label Filter by the labels that you’ve created in Jira.

Work type Filter by work type. Common types include epic, story, task,
and bug. Custom types may be available depending on the
project configuration.

7.13 Jira Marketplace App

Sync your Jira issues with your architecture data to enhance productivity and gain insight into ongoing
enterprise architecture initiatives.

SAP LeanIX for Jira lets you link Jira issues to SAP LeanIX fact sheets. Once you set up the app, you can create
and search fact sheets directly from Jira issues and monitor Jira issues from within SAP LeanIX. This makes it
easy to keep track of ongoing initiatives and align on their progress.

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  Note

The app only supports Jira Cloud.

Benefits

• Link SAP LeanIX fact sheets to Jira issues: Access to your entire SAP LeanIX IT repository from your Jira
projects. Link multiple fact sheets to an issue to provide your project teams with more context.
• Create and sync: Create new fact sheets, search for fact sheets within Jira tickets, and automate the
synchronization of relevant data. This improves data quality across both tools for further collaboration and
transparency.
• Track status updates: Monitor the development of Jira issues by adding them as resources on one or
more fact sheets. This improves collaboration and links the fact sheets to the teams responsible for their
continuous development.

Limitations

• You can connect only one SAP LeanIX workspace to a Jira account.
• You can only map text fields from your fact sheets. These correspond with the SAP LeanIX field type
"string," including fields like name, description, or alias. Read more about field types in the topic Fact Sheet
Fields [page 947].
• A fact sheet can only be paired with one Jira issue type. However, you can sync a single Jira issue type with
multiple fact sheet types.
• There are no restrictions on fact sheet creation in Jira. After you integrate an SAP LeanIX workspace with
Jira, all Jira users can create fact sheets within Jira issues.

Prerequisites

• In SAP LeanIX:
• Administrator access to your workspace.
• An API token. To get an API token, create a technical user. Learn how in Technical Users [page 1798].
• Jira administrator access.

 Note

Only Jira admins can install Atlassian apps. If you don’t have an admin account, contact your Jira admin for
help with installing SAP LeanIX for Jira.

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Step 1: Install the SAP LeanIX for Jira App

The SAP LeanIX for Jira app is available for download from the Atlassian Marketplace. This means you can find
and install the app without leaving your Jira instance.

To install SAP LeanIX for Jira, follow these steps:

1. In the top navigation bar in Jira, go to Apps > Find new apps.
2. Enter “SAP LeanIX for Jira” in the search field and choose the app tile.
3. Choose Get app.

Step 2: Configure the SAP LeanIX for Jira App

After you install SAP LeanIX for Jira, the next step is to connect the app to your SAP LeanIX workspace. You will
do this in the Jira administration.

To configure SAP LeanIX for Jira, follow these steps:

1. In the top navigation bar in Jira, go to Apps > Manage apps.

2. To find SAP LeanIX for Jira, navigate the list or search for it in the Filter visible box. Click the app listing to
open the app details.
3. Choose Configure to open the configuration options.
4. Enter the following information:
1. Host: The main domain where the application is hosted. For example, your-
subdomain.leanix.net. You don’t need to enter the protocol (https://).
2. Workspace Name: The specific workspace within SAP LeanIX. For example, DemoEAM.
3. API Token: The unique identifier from SAP LeanIX that allows Jira to access your workspace. To get an
API token, create a technical user. Learn how in Technical Users [page 1798].
5. Choose Save.

Linking Jira Issues to SAP LeanIX Fact Sheets

Link your fact sheets to relevant Jira issues to add context to the initiatives you’re tracking in Jira. You can use
synchronization mappings to automate the data exchange between linked issues and fact sheets.

To link a Jira issue to an SAP LeanIX fact sheet, follow these steps:

1. Open an existing Jira issue in one of your Jira projects.

2. In the Glance view, choose the SAP LeanIX fact sheet icon.
3. Choose Link a Fact Sheet.
4. Search for the fact sheet that you want to link to the issue and select it. Once the fact sheet is linked, you
will see the fact sheet under Linked Fact Sheets in Jira.

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  Tip

To unlink a fact sheet from an issue, open the Glance view, hover over the fact sheet name, and choose
Unlink.

Creating Synchronization Mappings

 Note

You can only map text fields from your fact sheets. These correspond with the SAP LeanIX field type
"string," including fields like name, description, or alias. Read more about field types in the article Fact
Sheet Fields [page 947].

Synchronization mappings allow you to synchronize Jira with your SAP LeanIX meta model. You can sync each
fact sheet type with one Jira issue type. However, a single Jira issue type can be synced with multiple fact sheet
types.

To create a synchronization mapping, follow these steps:

1. In the top navigation bar in Jira, go to Apps > SAP LeanIX Synchronization Mappings.
2. Choose Add project.
3. Search the name of the project you want to sync and select it.
4. Choose Add to sync a new fact sheet type and issue type.
1. Select the fact sheet type (for example, project) and the issue type (for example, epic).
2. Choose Add Field Mapping.
3. Select the SAP LeanIX text field (for example, name).
4. Select the direction (for example, bidirectional).
5. Select the Jira issue type (for example, summary).
5. Repeat these steps for all text fields that you want to sync and choose Add. The synchronized fact sheet
type will appear in the synchronization mappings list.

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To display the details of a synchronization mapping, choose the expand arrow.

 Tip

To delete a synchronization mapping, choose Delete. This removes all synced fact sheets from the
corresponding Jira issues. This can’t be undone.

 Note

Only Jira admins can create synchronization mappings.

Syncing Jira Issues with SAP LeanIX Fact Sheets

Sync the fact sheet type defined in the synchronization mappings for a project to the corresponding Jira issue
type. This allows you to view the Jira issue name, status, and assignee of synced Jira issues on the Resources
tab of the corresponding fact sheet in SAP LeanIX.

To sync a Jira issue with an SAP LeanIX fact sheet, follow these steps:

1. Open the Glance view in a Jira issue.

2. Choose Sync a Fact Sheet.
3. Search for the fact sheet that you want to sync and select it. After the sync is complete, you will see the
synced fact sheet under Synced Fact Sheet.

 Tip

Tip

To unsync a fact sheet from an issue, open the Glance view, hover over the fact sheet name, and choose
Unlink. Alternatively, you can remove the Jira issue listed on the Resources tab of the respective fact sheet.

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Viewing Issues on Fact Sheets

After you link a Jira issue to a fact sheet, you can view the details for the linked Jira issue on the Resources tab
of the corresponding fact sheet.

Creating Fact Sheets in Jira

You have the option to create new fact sheets on the fly in Jira. When you create a fact sheet from an issue in
Jira, it will be synced or linked to the Jira issue accordingly.

To create a fact sheet in Jira, follow these steps:

1. In the Glance view, choose the SAP LeanIX fact sheet icon.
2. In the Select box type the name of the new fact sheet and choose Create new Fact Sheet [Name]. Your
search term automatically becomes the name for the new fact sheet. If a synchronization mapping is
defined for the issue type, the corresponding type is selected as the fact sheet type.
3. Choose Save. The created fact sheet will appear in the list of synced or linked fact sheets.

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Searching for Fact Sheets in Jira Advanced Search Using JQL

SAP LeanIX for Jira adds some properties to Jira issues that let you filter with JQL. You can use the following
properties:

• factSheetCount
• linkedFactSheetCount
• syncedFactSheetCount
• syncFactSheetId
• syncFactSheetType

You can use these properties in JQL queries to extract specific information about fact sheets and related Jira
issues. Here are some examples:

Query Purpose JQL Statement

Identify the Jira issues in the “Rocket” project that are project = "Rocket" AND syncFactSheetType
synchronized with fact sheets labeled as “Epic.” = Epic

Identify Jira issues that have at least one fact sheet linked in project = "Rocket" AND
the “Rocket” project. linkedFactSheetCount > 0

7.14 SAP LeanIX App for Microsoft Teams

Setting up the SAP LeanIX App for Microsoft Teams

Overview

The SAP LeanIX App for Microsoft Teams is an application created to receive notifications in Microsoft
Teams about updates in your SAP LeanIX workspace. The SAP LeanIX App for Microsoft Teams replaces
the SAP LeanIX Notifications App. With the SAP LeanIX App, users can authenticate using their SAP LeanIX
credentials within Microsoft Teams, enabling them to receive workspace notifications and get responses to
basic workspace queries.

This page provides guidance on configuring the integration of Microsoft Teams in SAP LeanIX and adding the
SAP LeanIX App to Microsoft Teams.

 Note

All data exchange in the SAP LeanIX Teams app occurs through the EU region. We also securely store the
tenant ID and conversation to support user-specific notifications.

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Configuring Microsoft Teams Integration

 Note

This section is relevant to users with admin rights, as only an SAP LeanIX admin can access and
modify settings in Discovery and Integrations. Any changes made in this section impacts all users of the
workspace.

To learn how to add the SAP LeanIX App in Microsoft Teams, see the section Adding the SAP LeanIX App in
Microsoft Teams [page 1652].

Accessing the SAP LeanIX App in Microsoft Teams is based on your Microsoft tenant ID . The tenant ID is a
globally unique identifier (GUID) distinct from your organization's name or domain. Your Microsoft tenant ID is
used to map your workspace within our service. This connection ensures you receive the login card for your
workspace in the SAP LeanIX App. Provide the tenant ID during the configuration.

To configure the integration, follow these steps:

1. In the Administration area, select Integrations.

2. Click Add integrations. All available integrations are shown on the resulting page.
3. Against Microsoft Teams, click Configure.
4. In the Account Configuration tab, enter the Tenant ID.
5. Click Send Test. When you click Send Test, a test notification is sent to your SAP LeanIX App, provided it
has been installed. To learn how to install the SAP LeanIX App in Microsoft Teams, see the section Adding
the SAP LeanIX App in Microsoft Teams [page 1652]. Note that providing the tenant ID is a requirement for
successfully sending a test notification.
6. Additionally, select the fact sheet types that users should be able to query in the Microsoft Teams app.
Note that, by default, the system is configured to allow access to all fact sheet types, even if specific fact
sheet types are not selected. This means users can query all fact sheet types they have access to.

Configuring Microsoft Teams Integration

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Adding the SAP LeanIX App in Microsoft Teams

SAP LeanIX App can be added to your Microsoft Teams from the Apps section in Microsoft Teams. To add the
SAP LeanIX App in Microsoft Teams:

1. Go to Apps in your Microsoft Teams.

2. In the search bar, search for SAP LeanIX.
3. Click Add.

 Tip

You can also directly download the SAP LeanIX App through this link: Microsoft AppSource.

Adding SAP LeanIX App to Microsoft Teams

Activating Notifications

When the SAP LeanIX App is added to Microsoft Teams, you receive a welcome message along with the option
to log in. You can authenticate using your SAP LeanIX credentials.

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 Log In to Workspace

To log in and activate notifications, follow these steps:

1. Click Log In to Workspace. A browser overlay appears, showing the domain selection.
2. Verify your domain URL. If it doesn't match your SAP LeanIX domain URL, update it and click Login.

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 Update Domain URL
3. Enter your login email ID and password to log in. This authenticates your details and takes you to the
workspace selection page.

 Note

Requirement of Microsoft tenant ID

Logging in is determined by your Microsoft tenant ID , and the mapping of tenant ID is handled by SAP
LeanIX workspace administrator. Once your tenant ID is verified, you will see a login button that directs you
to the workspace instance. If your tenant ID mapping is not found, you are prompted to check with your
admin and update the tenant ID. In such a scenario, contact your SAP LeanIX admin to set up the tenant ID
information.

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 Requirement of Microsoft Tenant ID

Upon successful login, you receive the Let's get started message. Notifications are now activated for the
selected workspace in Microsoft Teams.

 Tip

If you have trouble logging in or switching workspaces, you can get a new login card by going to the help
section and choosing Login or Switch workspace.

Clicking Help provides options to switch your workspace and to mute notifications. Typically, you have one
workspace to select; if you have multiple workspaces, you can choose the one for which you want to receive
notifications by clicking on Switch Workspace in the help card and following the same login process, as
explained before.

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 SAP LeanIX
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Switching Workspace
  Note

You receive notifications only for actions performed by other users, not for your own actions.

 Note

Permission on Microsoft Graph

TeamsActivity.Send is the permission granted to SAP LeanIX App on Microsoft Graph.

Getting Fact Sheet Information

You can search and query for fact sheets by clicking Search Fact Sheets. In the resulting card, you can search
for the fact sheet by name and optionally select a fact sheet type. If you don't select a fact sheet type, the
search result will include all fact sheet types which has been configured by the admin to be available in the
Microsoft Teams app. For more, see Configuring Microsoft Teams Integration [page 1651].

Click Search to view a list of relevant fact sheets organized by fact sheet type. You can then select a fact sheet
to open it or click View for a quick overview. This overview includes information like lifecycle, description, tags,
parent relations, and subscribers. You can directly interact with the subscribers of these fact sheets and start
conversations.

Managing Notifications

To adjust notification settings, click Open Notification Settings. To learn more about configuring notifications,
see Notifications [page 905].

Users with Admin rights can further configure notifications from the Notification Center. If you want to stop
notifications for a particular workspace, disable the Microsoft Teams toggle in the Notification Center. To learn
more, check Notification Center. [page 1074]

Overview of Microsoft Teams Users

The Users tab enables you to view the list of all users who have installed the SAP LeanIX App. Administrators
can access this tab by navigating to Administration > Integration > Configure (Microsoft Teams).

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 Overview of SAP LeanIX App Users

7.15 OData Integration

Export fact sheet data into business intelligence tools through OData endpoints.

Overview

The OData integration provides a read-only connector to export fact sheet data in the form of saved searches
(also referred to as bookmarks) to business intelligence (BI) tools. This integration enhances your ad-hoc
reporting capabilities, allowing you to take advantage of the extensive features that various BI tools offer.
Because this is only a one-way integration, importing data back into your SAP LeanIX workspace is not
possible.

You can configure the OData integration with the BI tool of your choice, such as Microsoft Power BI, Tableau,
SAP Analytics Cloud, and more. To configure the integration, follow the steps described in this guide.

 Note

The current integration supports OData version 4.

Prerequisites

• In SAP LeanIX:

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 • Administrator access to your workspace.
• An API token. You can get it by creating a technical user. For details, see Technical Users [page 1798].
• Access to your BI tool.

Procedure

1. In SAP LeanIX:
1. In the Integrations section of the administration area, enable the OData integration.
2. In the inventory, create and save searches with the required fields within the table view. OData sharing
is only available for saved searches created in this view.
3. In the configuration of saved searches, enable OData sharing and set the permission to Unrestricted or
Write Restricted. To learn more, see Enabling OData Sharing for a Saved Search [page 1659].
2. In your BI tool:
1. Access the OData endpoint of your workspace with an API token that you created. To learn how to
choose the right endpoint, refer to OData Endpoints [page 1662].
2. Import saved searches into your BI tool by connecting to the OData data source. For detailed
instructions, refer to the documentation of your BI tool.

 Note

If you disable the OData integration in the administration area, the imported data remains shared with the
BI tool as long as OData sharing is enabled for individual saved searches.

Enabling OData Sharing for a Saved Search

To export fact sheet data to external systems, enable OData sharing for a saved search. Note the following:

• You can enable OData sharing only for saved searches created within the table view. Only the columns that
you selected when creating a saved search are exported through OData.
• Avoid using the dot (.) and the @ symbol in the column names because this interferes with the annotations
in OData.
• When the saved search permission is set to Read & Write Restricted, OData sharing is disabled for this
saved search.

To enable OData sharing for a saved search, follow these steps:

1. In the Inventory, navigate to the Searches tab in the left sidebar, then click Manage Searches at the bottom
of the sidebar.

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 Navigating to Saved Searches from the Inventory
2. On the Manage Saved Searches page, hover over the saved search that you want to update, then click Edit.

Navigating to the Configuration of a Saved Search

3. On the saved search configuration page, select OData sharing enabled, then click Save.

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 Enabling OData Sharing for a Saved Search

The link icon in the OData column on the Manage Saved Searches page indicates that OData sharing is enabled
for a saved search.

Viewing the Status of "OData Sharing Enabled" Option on the "Manage Saved Searches" Page

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OData Endpoints

 Caution

Add a trailing slash to the endpoint URL as shown below. The ID of a saved search is appended to the URL.
A missing trailing slash results in an unsuccessful request.

The integration supports two REST API endpoints that adhere to the OData standard. These endpoints let you
export your saved searches, known as bookmarks within APIs. Both endpoints deliver the same data but differ
in their representation of field names:

• BookmarkService.svc: Uses readable field names, also called labels (for example, Display Name).

https://{SUBDOMAIN}.leanix.net/services/import-export/v1/odata/
BookmarkService.svc/

• BookmarkDataService.svc: Uses technical field keys (for example, Application_displayName).

https://{SUBDOMAIN}.leanix.net/services/import-export/v1/odata/
BookmarkDataService.svc/

Choosing an Endpoint for Your Use Case

The table below lists recommended endpoints for various use cases.

Use Case Recommended Endpoint Reasoning

Self-service analytics (for example, in BookmarkService.svc It's easier to understand and use di-
Microsoft Power BI or Tableau) without rectly in reports.
complex transformations

Ad hoc analysis and quick insights BookmarkService.svc It's more user-friendly for exploration.

Long-term report stability BookmarkDataService.svc It reduces risk when field names

change.

Data integration and transformations BookmarkDataService.svc It offers more stable field references,
(merging with other sources, stable ref- unaffected by name changes.
erences)

When choosing an OData endpoint, also consider the following:

• If your reports rely on stable field identifiers, use BookmarkDataService.svc to prevent issues when field
names change.
• If you prioritize readability and work mainly within Microsoft Power BI or Tableau without merging external
data, BookmarkService.svc is the simpler option.
• If you're unsure, test both endpoints to determine which best fits your workflow.

 Note

Single and multi-select values for any field are always displayed with their internal technical key (for
example, category_1 instead of the label Category 1).

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Authentication

OData endpoints employ the Basic authentication scheme, which is widely supported by many BI tools. To
authenticate to these endpoints, you need an API token (apitoken). You can get an API token by creating a
technical user. For more information, see Technical Users [page 1798].

7.15.1 Setting Up the OData Integration with Business

Intelligence Tools

Learn how to configure the OData integration with popular business intelligence tools to streamline data access
and enhance analytics capabilities.

Video Tutorial for Microsoft Power BI and Tableau

In the following video tutorial, you can learn how to enable the OData integration with Microsoft Power BI and
Tableau.

Microsoft Power BI

Microsoft Power BI provides the OData Feed connector that allows you to import your saved searches into the
tool. To learn more about the connector, refer to the Microsoft Power BI documentation .

To connect to an OData data source in Microsoft Power BI, follow these steps:

1. In the Get Data overlay, search for the OData Feed connector, then click Connect.

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 Searching for the 'OData Feed' Connector
2. In the overlay that appears, select Basic, enter the URL of the OData endpoint, then click OK. To view
available OData endpoints, refer to OData Endpoints [page 1662].

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 Entering the URL of the OData API Endpoint in the Configuration of the OData Feed Connector
3. If this is your first time connecting to the OData Feed, you need to select an authentication method. In the
sidebar, select Basic, then enter your authentication details:
• User name: apitoken
• Password: Your API token. You can get an API token by creating a technical user. For more information,
see Technical Users [page 1798].

Configuring Basic Authentication for the OData Feed Connector

The connection should be established. You should see a list of exposed saved searches.

 Note

Due to OData limitations, the names of your saved searches are normalized.

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 Viewing Imported Saved Searches in Microsoft Power BI

You can load or transform the imported data as needed.

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 Imported Saved Searches in Table View in Microsoft Power BI

To improve stability when loading and refreshing data, disable the parallel loading of tables in Microsoft Power
BI. To do so, navigate to File > Options and Settings > Options > CURRENT FILE > Data Load, and unselect
Enable parallel loading of tables.

Changing Authentication Credentials for an OData Feed

If you replace the API token of your Technical User or delete the Technical User, you need to update credentials
in all your integrations where the token is used.

To change credentials in Microsoft Power BI, follow these steps:

1. On the menu bar, select File, then select Options and settings.
2. Select Data source settings.

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 Selecting the 'Data Source Settings' Option in Microsoft Power BI
3. Select your domain, then click Edit Permissions.

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 Selecting 'Edit Permissions' in the Data Source Settings
4. In the overlay that appears, click Edit, then click OK.

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 Navigating to the Page for Editing Credentials for an OData Feed
5. In the overlay that appears, navigate to the Basic tab, enter your new API token, then click Save.

Entering a New API Token in the Configuration of the OData Feed Connector

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Using Dataflows

When importing large volumes of data into Microsoft Power BI, you might encounter issues in retrieving
complete datasets. Using dataflows can help address these issues. Consider using dataflows when:

• You need to combine data from multiple sources.

• You need to transform data before loading it into reports.
• You're dealing with large datasets and need efficient methods for processing and storing the data.
• You need to regularly update your data, but only want to refresh the new or modified data, not the entire
dataset.
• You want to create reusable and centralized data models for multiple reports.

To learn how to create dataflows, refer to the Microsoft documentation .

Tableau

To import your saved searches into Tableau, connect Tableau to an OData data source. For instructions, refer to
the Tableau documentation .

In Tableau, enter the following credentials for the OData endpoint:

• Server: The URL of the OData endpoint. To view available endpoints, refer to OData Endpoints [page 1662].
• Authentication: Select Username and Password.
• Username: apitoken
• Password: Your API token. You can get an API token by creating a technical user. For more information, see
Technical Users [page 1798].

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 Entering Authentication Details for OData Connection

The connection should be established. You should see a list of your saved searches.

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 Viewing Imported Saved Searches in Tableau

You can drag and drop the exported fields of your searches within Sheets.

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 Viewing Saved Searches Within Sheets in Tableau

SAP Tools

If you use SAP tools such as SAP Analytics Cloud or SAP Datasphere, do the following:

1. Rename your saved searches to use the saved search ID as the name. You can obtain this ID by navigating
to the saved search page and copying the ID from the page URL.
2. To import saved searches, use the BookmarkDataService.svc endpoint, which supports technical field keys.

https://{SUBDOMAIN}.leanix.net/services/import-export/v1/odata/
BookmarkDataService.svc/

7.15.2 OData Integration Update: Translation Corrections

(May 26, 2025)

Update your queries to prepare for upcoming changes to translations affecting the OData integration.

 Note

The changes described here have been implemented on May 26, 2025.

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Background

On March 24, 2025, we rolled out translation corrections to all workspaces related to the capitalization of
letters for several default fields in the meta model (for example, “End of Life” replaced “End of life”). However,
for the OData integration, we continued exporting the former values to ensure continued support with the
BookmarkService.svc endpoint.

Upcoming Changes

On May 26, 2025, we will switch to new translation values for the OData integration. Affected fields are listed
below. These fields will be exported with their new default spelling unless otherwise customized.

Additionally, with the same release, we will start supporting singular placeholders. Currently, when using
singular naming convention placeholders (for example, {{targetFactSheet}}) in the name of a relation,
the placeholder is exported as-is in OData. Starting May 26, 2025, these placeholders will be resolved to the
corresponding fact sheet type.

Please assess and adapt your business intelligence queries and adjust the data references to the new values as
needed to ensure your integration flows are not interrupted. If you have questions or need help, please contact
support.

 Tip

We recommend using the BookmarkDataService.svc OData endpoint. It exports key values instead of
translations, ensuring keys stay static even if translation corrections occur. To learn more about supported
endpoints, refer to OData Endpoints [page 1662].

Affected Fields

All Fact Sheet Types

Key Old Value New Value

relToParent Parents Parent

lifecycle:phaseIn Phase in Phase In

lifecycle:phaseOut Phase out Phase Out

lifecycle:endOfLife End of life End of Life

Application Fact Sheet

Key Old Value New Value

lxStatusSSO Single Sign On - Availability Single Sign-On - Availability

lxSsoProvider Single Sign On - Available Providers Single Sign-On - Available Providers

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Business Context Fact Sheet

Key Old Value New Value

category Warning type Warning Type

warningSubType Warning subtype Warning Subtype

warningCriticality Warning criticality Warning Criticality

Interface Fact Sheet

Key Old Value New Value

dataFlowDirection Data flow direction Data Flow Direction

Transformation Fact Sheet (Legacy)

Key Old Value New Value

yearlyTailCost Annual follow-up cost Annual Follow-Up Cost

relativeStartDate Relative start date Relative Start Date

budgetAfterPlanning Budget after Planning Budget After Planning

Relations

Relation Key Old Value New Value

Business Capability / Trans- relBusinessCapabili Improved By Improved by

formation (legacy) tyToTransformation

Business Capability / Objec- relBusinessCapabili Improved By Improved by

tive tyToObjective

IT Component / Tech Cate- itComponentTechnolo Support type Support Type

gory gyStackRelation:sup
portType

Business Capability / Objec- relBusinessCapabili Support type Support Type

tive tyToObjective:suppo
rtType

Transformation Requires requiresTransformat Support type Support Type

(legacy) ionRelation:support
Type

IT Component / User Group itComponentUserGrou Number of users Number of Users

pRelation:numberOfU
sers

IT Component / Organization itComponentOrganiza Number of users Number of Users

tionRelation:number
OfUsers

IT Component / User Group itComponentUserGrou Usage type Usage Type

pRelation:usageType

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Relation Key Old Value New Value

IT Component / Organization itComponentOrganiza Usage type Usage Type

tionRelation:usageT
ype

7.16 LeanIX Adapter for SAP Integration Suite

The LeanIX adapter for SAP Integration Suite facilitates and accelerates the implementation time and reduces
the complexity of connecting to SAP LeanIX.

Overview

The LeanIX receiver adapter connects SAP Integration Suite to SAP LeanIX and allows data exchange
between the two systems. The adapter reads data from SAP LeanIX workspaces for further processing in
SAP Integration Suite.

SAP Integration Suite is an integration platform-as-a-service (iPaaS) that enables businesses to seamlessly
connect and integrate applications, data, and processes both internally and externally. For more information,
see SAP Integration Suite.

 Note

The availability of the adapter depends on your SAP Integration Suite service plan. For details, visit LeanIX
Receiver Adapter.

Benefits

• Seamless integration: Integrate SAP LeanIX more seamlessly with other SAP and non-SAP solutions. To
explore integrations between different products, visit Integrations on SAP Business Accelerator Hub.
• Standard integration scenarios: Easily use and adapt our standard integration scenarios through SAP
standard content.
• Custom integrations: Create custom integrations not covered by out-of-the-box integrations.
• Efficient data handling: Import and export data with minimal coding efforts.

Key Features

• GraphQL and REST support: The adapter supports both GraphQL and REST protocols for managing
various entities.

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 • GraphQL: Allows management of fact sheets using standard operations such as Create, Get, and
Update, as well as operations for archiving and recovering fact sheets. The Advanced Query feature
enables configuration of advanced custom scenarios.
• REST: Allows management of entities like bookmarks and settings using CRUD operations.
• Secure authentication: Ensures secure access to SAP LeanIX data through the OAuth protocol.

Use Cases

• Develop standard and custom integrations between external systems, including SAP and non-SAP
solutions, and SAP LeanIX. Examples of SAP solutions include SAP SuccessFactors, SAP Business
Technology Platform, and SAP S/4HANA.
• Export data from various sources and import it into SAP LeanIX. Also, import data from SAP LeanIX to
other systems.
• Build custom logic using third-party solutions such as Azure Functions.
• Integrate with custom CMDB, ALM, or project management solutions.

Documentation

For detailed information on how to install and use the adapter, visit LeanIX Adapter for SAP Integration Suite
on SAP Business Accelerator Hub. On the Documents tab, you’ll find documentation and release notes.

7.17 Synchronization Logging

Use synchronization logs to track the state of your integrations.

Overview

After you've configured and activated an integration, you can check the progress and results of
synchronizations between the systems in the Synchronization Logging section.

To navigate to the section, in the administration area, select Sync Logging in the sidebar.

You can view synchronization logs to ensure that the integration works as expected. If you see errors or
warnings, adjust the configuration of the integration. To learn more, see Best Practices [page 1682].

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 Synchronization Logging Page in the Administration Area

Synchronization Runs

The Synchronization Logging page shows synchronization runs for all active integrations configured within a
workspace.

During a synchronization run, the system checks if data is synchronized between the source and the target. If
there is a mismatch in data, the corresponding operation to create, update, or delete a resource is performed.

Full synchronization runs are automatically initiated by the integration. In most cases, synchronizations are
initiated at least once per day. You can also initiate a synchronization run manually.

The following table lists parameters of a synchronization run that appear on the Synchronization Logging page.

Parameter Description

Date The date and time when the synchronization run started.

Type The associated integration, for example, Signavio or Service-

Now.

Name This parameter is only relevant for some integration types.

Examples:

• Signavio: The name of the configuration (if you're using

multiple workspaces).
• Integrations that are set up through the Integration API
[page 1988]: The name of the processor.

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Parameter Description

Trigger The trigger of the synchronization run. Example triggers:

• FULL_SYNC_JOB: Full synchronization run that is au-

tomatically initiated by the integration.
• FULL_SYNC_MANUAL: Full synchronization run that
an administrator initiates manually. To learn more, see
Initiate a Synchronization Run Manually [page 1682].
• LEANIX_CHANGES or <INTEGRATION>_CHANGES:
Triggers for partial synchronizations. Partial synchroni-
zations are only triggered for specific integration types,
for example, Signavio and ServiceNow. If a change is
detected on the SAP LeanIX side or the external system
side, a partial synchronization run is triggered.

Progress The progress of the synchronization run: PENDING,

RUNNING, ABORTED, FINISHED, or ABORTION
PENDING.

Duration The duration of the synchronization run.

Status The final status of the synchronization. This status is a com-

putation of the statuses of the related synchronization ac-
tions.

• OK: All actions in the synchronization run were success-

ful.
• ERROR: At least one action in the synchronization run
resulted in an error.
• WARNING: At least one action in the synchronization
run triggered a warning, and no errors occurred.
• INFO: At least one action in the synchronization run
triggered an info message, and no errors or warnings
occurred.

Processed The number of messages generated during the synchroniza-

tion run.

Updates The number of actions of the UPDATE type that occurred

during the synchronization run.

Warnings The number of actions with the WARNING status that occur-
red during the synchronization run.

Errors The number of actions with the ERROR status that occurred
during the synchronization run.

Actions For synchronization runs in progress, the Cancel Sync button

appears in this column. The option to cancel a synchroniza-
tion run is only available for specific integration types. For
some integration types, it’s impossible to cancel a synchro-
nization run in progress.

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Logging Details

To view logs for a specific synchronization run, on the Synchronization Logging page, click the link in the Date
column.

The Logging details page contains a list of actions for a synchronization run.

Logging Details Page Showing a List of Actions for a Synchronization Run

Parameters of a synchronization action:

• Date: The date and time when the synchronization action started.
• Source and Target: The source and target of the synchronization action and their identifiers. The source
and target depend on the data flows configured in the integration.
• Action: The action of the operation:
• If there is a mismatch in data between the systems, the action reflects the corresponding operation:
CREATE, UPDATE, or DELETE.
• If there is no mismatch in data, the action is NONE.
• Status: The status of the action: OK, ERROR, WARNING, or INFO. Learn more about why synchronizations fail
[page 1681].
• Message: The details of the synchronization action.
• To view full details of the operation, click the message. You can copy the message to your clipboard to
initiate troubleshooting.

Why Synchronizations Fail

A synchronization action may result in an error in the following cases:

• The integration is improperly configured.

• Some permissions in the integration are improperly configured or insufficient. For example, "read" access
is set instead of "write."
• There is duplicate or missing data between the systems.
• A programming error has occurred.

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Initiating a Synchronization Run Manually

You can initiate a synchronization run manually. This may be required when you have updated the configuration
of your integration and want to verify if specific issues were fixed.

 Note

The procedure for manually initiating a synchronization run may differ for some integration types. The
names of UI elements may vary.

To initiate a synchronization run manually, follow these steps:

1. In the administration area, navigate to the Integrations section.

2. Select the integration that you need. The integration status must be Active.
3. To go to the configuration page, click Configure.
4. Click Run Sync (Trigger Synchronization).

A new synchronization run starts. You can check the progress in the Synchronization Logging section.

To cancel a synchronization run in progress, on the Synchronization Logging page, click Cancel Sync under
Actions. For some integration types, this option is not available.

Canceling a Synchronization Run in Progress

Best Practices

Follow these steps:

1. In the Synchronization Logging section, filter synchronization runs for the desired integration. Pay attention
to runs with the ERROR and WARNING statuses.
2. To view actions for a specific synchronization run, navigate to the Logging details page. You can filter items
with the ERROR and WARNING statuses.
3. Identify the root causes of the problem using log messages.
You can use the search field to find a specific fact sheet. If needed, update data in that fact sheet to fix the
problem.

4. Once you have fixed issues in your integration, check the results of the next synchronization run. You can
also initiate a synchronization run manually. If the problem persists, contact SAP LeanIX for assistance.

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8 Additional Products

Additional products complement SAP LeanIX Application Portfolio Management, the base product, by
providing advanced features and capabilities.

• SAP LeanIX Technology Risk and Compliance [page 1683]: This product helps you discover the
infrastructure layer in your application landscape and manage obsolescence risks and technology
standards. This ensures operational stability and relevance for your technology stack.
• SAP LeanIX Architecture and Road Map Planning [page 1707]: This product provides advanced features
for planning your target architecture, allowing you to visualize the impacts of planned transformations and
implement and monitor transformation initiatives.

8.1 SAP LeanIX Technology Risk and Compliance

Get an overview of SAP LeanIX Technology Risk and Compliance, with links to detailed guides for managing
obsolescence risk, optimizing technology usage, and enforcing tech standards across your IT landscape.

Overview

The SAP LeanIX Technology Risk and Compliance product helps manage obsolescence risk and optimize
technology usage and governance by providing capabilities to proactively identify, assess, and manage risks
associated with the technology infrastructure.

It allows you to easily discover and inventorize the infrastructure layer of your IT landscape, including self-built
software and IT components supporting your applications. It provides insights into lifecycle states, version
details, and support information needed to continuously monitor and manage obsolescence risk.

It offers visibility into your tech stack, allowing you to understand its composition and usage in the business
context, quickly identify underlying vulnerabilities, and establish clear governance and adoption of tech
standards.

Detailed Guides

Read through the detailed guide to learn how to use SAP LeanIX Technology Risk and Compliance for effective
obsolescence risk management and technology standards management.

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Guides Description

Obsolescence Risk Management Capabilities [page 1684]: Get an overview of obsolescence risk management capabil-
ities provided by SAP LeanIX Technology Risk and Compli-
• Technology Obsolescence Risk Statuses and Views in ance.
Reports [page 1688]
• Obsolescence Risk Management Dashboard [page
1694]
• Tutorial: Managing IT Risks Associated with Data Center
and Server Locations [page 1698]

Technology Standards Management Capabilities [page Get an overview of technology standards management capa-
1703] bilities provided by SAP LeanIX Technology Risk and Compli-
ance.

Self-Built Software Discovery [page 1337]: Learn how to set up automated discovery of microservices,
import SBOM files, and view discovered technology stack.
• GitHub Enterprise Integration [page 1345]
• Microservice Discovery in Your CI/CD Pipeline [page
1362]
• Software Bill of Materials (SBOM) [page 1376]
• Tech Stack Discovery from SBOMs [page 1383]

IT Components in the Reference Catalog [page 1267] Explore how to use best-practice reference data for IT com-
ponents (including lifecycle information) and link catalog
items to fact sheets.

ServiceNow Integration [page 1509] Learn how to set up the integration with ServiceNow.

Obsolescence Risk Management [page 461] Follow our step-by-step tutorial to learn how to implement
obsolescence risk management in SAP LeanIX.

Related Resources

Radar Report [page 717]

8.1.1 Obsolescence Risk Management Capabilities

An overview of features and capabilities of SAP LeanIX Technology Risk and Compliance to proactively identify,
assess, and mitigate risks associated with outdated or unsupported technology across your IT landscape.

Overview

Obsolete technology no longer maintained or supported carries the risk of breaches, increased downtimes,
and system crashes. These issues can result in financial losses, damage to reputation, and regulatory
consequences. Obsolescence risk management is the process of identifying, evaluating, and managing the
risks associated with technological obsolescence.

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SAP LeanIX Technology Risk and Compliance enables you to proactively identify, assess, and manage risks
associated with your technology infrastructure. Its integration with ServiceNow and custom integration with
other CMDBs allows for the automatic discovery of IT components, creating a comprehensive inventory of your
technology layer. Additionally, for IT components, the product provides access to lifecycle information from the
reference catalog, offering insights into lifecycle phases, version details, and support information needed to
continuously monitor obsolescence risk.

The relationships between IT components and business layer artifacts, as defined in the meta model, allow
for the assessment of unaddressed risks in the business context. Through reports, you can identify, analyze,
and prioritize obsolescence risks, focusing on 'end-of-life' concerns and business criticality. Additionally, a
dedicated dashboard offers transparency and insights for effective monitoring and measuring progress. With a
holistic overview of obsolescence risk exposure, you can allocate resources efficiently to plan and address the
risks effectively and ensure operational stability and business continuity.

For a detailed guide on how you can manage obsolescence risk, see Obsolescence Risk Management [page
461].

IT Component Fact Sheet Relations: Aggregate Risks from the Technology Layer to the Applications and Business Layer

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Automated IT Component Discovery and Update

SAP LeanIX Technology Risk and Compliance provides integration with ServiceNow. This integration
automates the discovery of IT components and applications and helps you build your technology inventory
swiftly.

Real-time mapping ensures up-to-date information on the underlying technology, providing enhanced risk
visibility. To learn more, see ServiceNow Integration [page 1509].

Vendor-Provided Lifecycle Information for IT Components

SAP LeanIX Technology Risk and Compliance offers vendor-provided lifecycle and end-of-support information
for IT component fact sheets from the SAP LeanIX reference catalog.

Vendor-provided lifecycle information is updated in dedicated vendor lifecycle fields. This ensures that you can
maintain distinct internal lifecycles when operational dependencies or your organizational IT strategy require a
different timeline. For more details, see Vendor Lifecycle Dates [page 1269].

Internal and Vendor Lifecycle Fields

For some products or product versions, vendors may offer extended support after the standard support
period. If your organization has an individual extended support agreement with a vendor, you can capture this
information in the End of Extended Support Agreement field, providing relevant context in a comment.

Both vendor and internal lifecycle information are considered and aggregated to assess the obsolescence
risk statuses of applications. This enables effective end-of-life asset management and supports proactive
decisions on upgrades, transformations, or replacements for obsolescence risk management. To learn more

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about obsolescence risk aggregation and statuses, see Technology Obsolescence Risk Statuses and Views in
Reports [page 1688].

Additional Obsolescence Risk Management Views in Reports

The following additional obsolescence risk management views are added to reports, helping you better analyze
and prioritize technological risks:

• Mitigated Risk: Helps organizations to assess how effectively they've addressed and reduced risks.
• Missing Data: Helps identify gaps in available information critical for risk evaluation, enabling focused data
completion efforts.
• Unaddressed Risk Percentages: Helps prioritize and tackle risks that still require attention.

For a more detailed guide, see Technology Obsolescence Risk Statuses and Views in Reports [page 1688].

Unaddressed Risk Percentage View in a Report

Dedicated Obsolescence Risk Management Dashboard

A dedicated obsolescence risk management dashboard provides a centralized overview with relevant KPIs for
monitoring the progress of your risk management initiatives. It helps you effectively share the progress and
insights with stakeholders to provide transparency and foster deeper engagement.

For a more detailed guide, see Obsolescence Risk Management Dashboard [page 1694].

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8.1.1.1 Technology Obsolescence Risk Statuses and Views
in Reports

Learn how risk statuses are determined for IT components and applications and understand reporting views,
such as Missing Data Percentage, Mitigated Risk Percentage, and Unaddressed Risk Percentage.

Obsolescence Risk Statuses of IT Components

The table below lists risk statuses of IT components, from the highest to lowest severity.

Obsolescence Risk Statuses of IT Components

Obsolescence Risk Status Details

Unaddressed Risk This status is assigned to an IT component when the internal

end-of-life date or vendor-provided end-of-support date is in
the past.

Unaddressed Risk Status

Unaddressed Phase Out If the phase-out date is in the past, an IT component always
receives the Unaddressed Phase Out status, except when it
also qualifies for Unaddressed Risk status. In this case, the
Unaddressed Risk status takes precedence because it repre-
sents a higher risk.

Unaddressed Phase Out Status

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Obsolescence Risk Status Details

Upcoming Risk Despite having a vendor-provided end-of-support date in

the future, if the internal end-of-life information is not docu-
mented, an IT component receives the Upcoming Risk sta-
tus, provided it doesn’t also qualify for a higher risk status.
Lack of internal end-of-life data is not considered as upcom-
ing risk information, as it means it is still active.

Upcoming Risk Status

Risk Accepted If you mark the Obsolescence Risk Status field on the relation
between the IT component and application fact sheet as
Risk Accepted, it overrides all other logic, and the IT compo-
nent is assigned the Risk Accepted status.

Obsolescence Risk Status Field on the Relation Between IT

Component and Application

Risk Addressed If you mark the Obsolescence Risk Status field on the relation
between the IT component and application fact sheet as
Risk Addressed, it overrides all other logic, and the IT com-
ponent is assigned the Risk Addressed status.

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Obsolescence Risk Status Details

No Risk If the vendor-provided end-of-support date is either in the

future or not provided, implying the component is still active,
and the internal end-of-life date is also in the future, then
the IT component is marked as having no risk. Likewise, if
you have not documented internal end-of-life and the vendor
hasn't provided one—implying it’s still active—then it is as-
signed the No Risk status.

No Risk Status

Obsolescence Risk View Aggregation at the Application Level

The aggregated obsolescence risk is calculated based on the lifecycle status of the underlying IT components
that support your applications. The calculation for aggregated obsolescence risk considers all IT components
related to an application in the following ways:

• Directly linked IT components: IT components that are directly linked to the application via the
relApplicationToITComponent relation and are active are considered. Inactive relations are excluded;
the 'active from/until' field in the relation between IT components and applications determines the active
or inactive status.
• Indirectly linked IT components: These are IT components indirectly connected to an application either
through hierarchical relations relToChild between IT components or as required/required by relations
relToRequires between IT components.

 Note

relToRequires relations directly between IT components and applications are not considered.

• Indirectly linked via other applications: IT components indirectly connected to the application through
another application with an active hierarchical relation relToChild are also included in the risk
assessment.

The following order, from highest to lowest, indicates the severity of the risk status of applications:

• Unaddressed Risk
• Unaddressed Phase Out
• Upcoming Risk
• Missing IT Component Information

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• Risk Accepted
• Risk Addressed
• No Risk

Aggregation of Obsolescence Risk

Obsolescence Risk Views

Technology Risk and Compliance offers additional obsolescence views in reports to help analyze and monitor
obsolescence risks better.

• Obsolescence: Missing Data Percentage

• Obsolescence: Mitigated Risk Percentage
• Obsolescence: Unaddressed Risk Percentage View

Leveraging these views and other powerful reporting features, organizations can comprehensively analyze
technology obsolescence risks, prioritize them, and manage them effectively.

 Note

These views are available in landscape, matrix, roadmap, and radar reports. Additionally, they can be used
in portfolio reports as axis definitions and not as a view.

Missing Data Percentage

The missing data percentage view analyzes applications lacking lifecycle information, displaying the
percentage of IT components supporting each application without such data. It helps you identify gaps in
available information critical for risk evaluation, enabling data completion efforts.

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 Missing Data Percentage View

Mitigated Risk Percentage

The mitigated risk percentage view lets you track your progress in mitigating risks at the application level. It
shows the percentage of IT components supporting each application with Risk Accepted or Risk Addressed
statuses in the Obsolescence Risk Status field of the fact sheet. It helps you assess to what extent you have
addressed and reduced risks.

• Risk Accepted status indicates situations where you acknowledge the risks of outdated software or
hardware as low and acceptable despite their persistence. This could apply to certain environments, such
as testing or legacy systems.
• Risk Addressed status indicates that the obsolescence risk was deemed unacceptable, and you are
taking required actions, such as technology upgrades, migrating to another application or IT component,
sunsetting the application, and so on.

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 Obsolescence Risk Status of IT Component

As a best practice, you would aim for 100% coverage of risk accepted or risk addressed to comprehensively
manage risk across your application portfolio.

Mitigated Risk Percentage View

Unaddressed Risk Percentage

The unaddressed risk percentage view helps prioritize and tackle risks that still require attention. This view
visualizes the percentage of IT components supporting each application with lifecycle information in Phase Out
or End Of Life.

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 Unaddressed Risk Percentage View

8.1.1.2 Obsolescence Risk Management Dashboard

Obsolescence risk management dashboard helps monitor unaddressed and addressed obsolescence risks,
along with data completeness for comprehensive risk management.

Overview

SAP LeanIX Technology Risk and Compliance offers a dedicated obsolescence risk management dashboard.
The dashboard provides a centralized overview with relevant KPIs for monitoring the progress of your risk
management initiatives. It helps you stay informed and also facilitates better communication with various
stakeholders.

Obsolescence Risk Management Dashboard

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All KPIs in the dashboard are calculated on a daily basis. They are also retained to provide a history of KPI
trends through the timeline graph in the panel.

From the KPI panel, you can navigate to the inventory to review the fact sheets used to calculate a specific KPI
by selecting it. However, not all subsets of fact sheets can be listed in the inventory with the available filters,
especially those based on lifecycle filters. Therefore, there might be differences between the subset of fact
sheets used for KPI calculation and those displayed in the inventory after selecting a KPI. These discrepancies
do not impact the accuracy of the KPI calculation.

Inclusion of Fact Sheets for Calculation

In the obsolescence risk management dashboard, the following fact sheets are excluded from the calculations
of KPIs related to obsolescence risk:

• Applications with the End of life lifecycle phase

• Fact sheets with the Draft or Rejected quality seal

However, IT component fact sheets with the End of life state are included in KPI calculations as active
applications might still be using them.

Configurability of Dashboard Panels

The obsolescence risk management dashboard comes with four default panels and is not configurable.
However, you have the option to create a custom dashboard based on it and add more panels relevant to
your needs. To find out more, refer to Dashboards [page 522].

You can include elements such as reports, to-dos, survey statuses, KPIs, and so on. By creating your own KPIs
and adding them to the dashboard, you can encourage stakeholder participation, provide actionable insights
for use cases, and display strategies and objectives. To learn more, see KPIs [page 1055].

Dashboard Panels

Applications - Unaddressed Obsolescence Risk

This panel offers an overview of the number of applications in your organization facing obsolescence risk.
These applications are either directly or indirectly linked to IT components that are at End of life lifecycle state.

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 Applications - Unaddressed Obsolescence Risk

The Unaddressed Obsolescence Risk KPI indicates the current number of at-risk applications, while the
subsequent KPIs project this risk into the future. This helps you to identify whether your organization is running
into serious risk. Handling a few outdated components might not be too difficult. However, when the problem
scales and hundreds of IT components are starting to be outdated, dealing with obsolescence risks becomes
much harder. It is important to act promptly if the number significantly increases with the projected time.

The projected future count of at-risk applications may decrease if your organization is also sunsetting some
applications currently posing an obsolescence risk.

Applications - Addressed Obsolescence Risk

This panel displays the number of applications with addressed obsolescence risk status. The count is
determined by the number of applications supported by IT components with Risk Accepted or Risk Addressed
statuses in the Obsolescence Risk Status field of the fact sheet. Applications with missing lifecycle information
are also considered in the count, but applications in end-of-life lifecycle state are not included.

• Risk Accepted status indicates situations where you acknowledge the risks of outdated software or
hardware as low and acceptable. This may apply to certain environments, such as testing or legacy
systems.
• Risk Addressed status indicates that the obsolescence risk was deemed unacceptable, and you are
taking required actions, such as technology upgrades, migrating to another application or IT component,
sunsetting the application, and so on.

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 Applications - Addressed Obsolescence Risk

The Addressed Obsolescence Risk KPI indicates the current number of applications with addressed
obsolescence risk status, while the subsequent KPIs show the projected risk in the future.

For the accepted risk, once it is acknowledged, the standard practice is to leave it as accepted. Therefore, Risk
Accepted is not projected into the future, as those statistics are not relevant to addressing obsolescence risks.

Unaddressed Obsolescence Risk - Details

This panel contains the specifics of unaddressed obsolescence risks.

• Mission Critical Applications with unaddressed obsolescence risk in 24 months: This KPI displays all
mission-critical applications facing unaddressed obsolescence risk within the next 24 months. If the count
is greater than zero, it is crucial to investigate the affected applications and the responsible IT components.
• At least one IT Component End of Life / Phase Out: These KPIs show the applications with at least one of
their IT components reaching end of life or phase out.
• End of Life / Phase Out IT Component with link to 5+ Applications (today): These KPIs show the count of
IT components that have reached the end of life or are in phase out status and are used by five or more
applications that are in active state.
• End of Life / Phase Out IT Component with link to 5+ Applications in 24 months: These KPIs show the count
of IT components expected to reach end of life or phase out status within 24 months, and are used by five
or more applications that are in active state.

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Data Completeness

This panel serves to check the data quality crucial for assessing obsolescence risk. It considers the following
parameters:

• IT Components with Lifecycle

• IT Components with link to the reference catalog
• Applications with Lifecycle
• Applications with link to IT Components
• Applications with Subscriber: Responsible
• Applications with Business Criticality

8.1.1.3 Tutorial: Managing IT Risks Associated with Data

Center and Server Locations

This is an example tutorial on managing the impact of data center and server location on risk mitigation and
compliance using SAP LeanIX Technology Risk and Compliance.

Overview

The location of data centers and servers can also play a significant role in technology risk management. Varied
data protection regulations across regions impact compliance and legal risks, influencing security measures
and business continuity planning. Optimizing network architecture based on data center distribution enhances
overall IT system reliability and reduces latency. Additionally, identifying fragmented data centers and hosting
helps in cost savings during IT landscape consolidation. This tutorial helps you get started with mapping and
analyzing the impact of location on technological risk mitigation.

Prerequisite: Build an Application Inventory in SAP LeanIX

Begin by building application inventory in SAP LeanIX, ensuring your workspace is equipped with essential
data. Refer to the Application Portfolio Assessment [page 274] use case for a detailed step-by-step guide.

In a nutshell, you take the following steps:

• Create your application inventory in SAP LeanIX

• Create a business capability map.
• Enrich your data and establish relevant relationships among various fact sheets.

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Step 1: Build an IT Component Repository

Build a comprehensive IT component repository in SAP LeanIX. For guidelines and best practices on modeling
IT components, see IT Component Modeling Guidelines [page 118].

Use the SAP LeanIX ServiceNow Integration to bring your software asset data into SAP LeanIX. To learn more,
see ServiceNow Integration [page 1509].

To automate the creation of IT components and provider fact sheets for SaaS services, use the reference
catalog. To learn more, see Applications in the Reference Catalog [page 1261].

Step 2: Add the Software Versions and Assess Risk and Suitability

The next step is to add software versions and make a risk and suitability assessment based on it.

• Add software version information by leveraging information from the reference catalog. To learn more, see
IT Components in the Reference Catalog [page 1267].
• As a best practice, group IT components into standardized categories using the tech category fact sheet.
For guidelines and best practices on modeling the tech category, see Tech Category Modeling Guidelines
[page 141].
• Classify the IT component for phasing out or termination following the Sunset model using tags such as
Candidate, Leading, Exception, and Sunset. Editing in the inventory table view mode is a convenient way
to do this. To learn how to edit things in table view mode, see Bulk Updating Data in Inventory Table View
[page 591]. To learn more about using tags, see visit Tags [page 656].

Classifying the IT Components

Step 3: Import Data Center and Server Location Information

Next, import the information on server and remote data center locations.

• Use the Excel import/export feature to update the location details of your servers and data centers. To
learn about Excel import/export, see Importing Fact Sheet Data Through Excel File [page 601].

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 Importing Location details through Excel Import.
• Make use of surveys if needed to collect the location information from relevant stakeholders. To learn
about surveys, see Surveys [page 809].

Step 4: Link IT Components to Application Fact Sheets

Establish relations between IT components and applications to understand dependencies. Connecting data
centers and servers to the applications they support provides insights into potential impacts, facilitating better
management and decision-making within your IT infrastructure.

Establishing relations between IT Components and Applications

Step 5: Analyze and Mitigate Risks

To analyze data and plan initiatives for risk mitigation, use reports and diagrams.

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Reports:

• You can use the IT Component Landscape report to get a good overview of the imported IT components
clustered by tech category. In the report view, apply tags to readily identify candidates for actions like
phasing out, termination, or upgrade. To learn more about applying views, see Report Views [page 678].

Overview of IT Component through Landscape Report

• Use the IT Component Location report to get an overview of the geographical distribution of your servers.
• Use the Application Sourcing report to find out where applications using certain software versions are
hosted.

Application Sourcing Report

• Use the Application Landscape report to understand how a particular data center location impacts your
business.

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 Application Landscape Report
• Diagrams: Make use of diagrams to visualize and explore dependencies and relations between different
architectural components. To learn more about diagrams, see Diagrams [page 745].

Visualize Dependencies and Relations With Diagrams

With the insight gained, you will be better equipped to make informed decisions in optimizing your IT landscape
and improving compliance measures effectively.

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8.1.2 Technology Standards Management Capabilities

SAP LeanIX Technology Risk and Compliance facilitates inventorizing the technology landscape, provides
comprehensive visibility, and helps you derive data-driven decisions to standardize the technology landscape.

Introduction

Organizations face several challenges in managing their tech landscape:

• Obsolescence and vulnerability risks due to tech sprawl: A sprawling, unstructured tech landscape makes
it harder to track outdated technologies, increasing the risk of unmaintained and insecure technologies in
the environment.
• Increased incident mitigation costs due to low visibility: Without clear insights into the technology
landscape, addressing incidents becomes more challenging and costly as teams spend more time
diagnosing and resolving issues.
• Improve technology reuse: When tech adoption is governed by disjoined standards and priorities, systems
integrate poorly with one another, leading to incompatibilities between your self-built software and the rest
of your systems.

SAP LeanIX Technology Risk and Compliance addresses such issues by helping you optimize your technology
stack to avoid tech sprawl, complexity, and inefficiencies and establish technology standards.

SAP LeanIX Technology Risk and Compliance enables you to discover self-built software. With the
automatic discovery and inventorizing of microservices, software bill of materials (SBOMs), and technologies
(frameworks and programming languages), enterprise architects gain a comprehensive understanding of their
self-built software landscape. This allows for better adoption and management of technology standards by
enabling the categorization and analysis of open-source components, ultimately optimizing and standardizing
the organization’s tech stack for strategic alignment and operational efficiency.

SAP LeanIX Technology Risk and Compliance extends the meta model by adding the microservice fact sheet
subtype, along with additional fields and relationships that offer more context about each microservice.

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 Tech Stack Discovery with SAP LeanIX Technology Risk and Compliance

Technology Standards Management Capabilities

The following table provides an overview of features related to managing technology standards.

Feature Capabilities for Technology Standards Management

ServiceNow Integration [page 1509] • Automated discovery of IT components

• Real-time mapping and up-to-date visualization of the
relationship between applications and underlying tech-
nology, providing enhanced risk visibility

Self-Built Software Discovery [page 1337] • Microservice discovery using a manifest file
• Self-Built Software Discovery API for SBOM ingestion
• Auto-detecting programming frameworks and database
technologies derived from SBOM data and creating IT
components of type software linked to the microservice

SBOM Explorer [page 1382] • During cybersecurity incidents like log4j or Solar-
Winds , quickly identify the affected blast radius,
such as microservices, applications, business capabili-
ties, teams, etc., to effectively address the issues.
• Analyze how software components are used in your
technology portfolio to understand the risks associated
with self-built software in the business context to drive
impactful IT transformation.

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Feature Capabilities for Technology Standards Management

Meta Model Extension [page 1343] Extension of the meta model with a microservice fact sheet
subtype, linking microservices to business applications and
teams. It also adds fields for Git repository details and SBOM
linkage, providing comprehensive insights into each micro-
service’s context and dependencies.

Getting Started

Discover self-built software components and automate inventory building: SAP LeanIX Technology Risk and
Compliance allows you to automatically discover and build an inventory of self-built software components
such as microservices and underlying IT components. It leverages Software Bill of Materials (SBOMs) and
developer libraries already in use by systematically pulling in data from engineering sources through the
Self-Built Software Discovery API. The continuous update capability allows teams to efficiently bring in SBOMs
and ensure their software inventory stays current. To learn more, see Self-Built Software Discovery [page 1337].

Understand complex tech architecture: Tech stacks are automatically identified from granular SBOM data by
matching libraries against a curated tech stack catalog. If a library matches a tech stack, an IT component
is generated and linked to a relevant microservice. In essence, libraries are aggregated as many libraries can
match a single tech stack. Currently, the tech stack discovery supports the discovery of frameworks and
databases. To learn more, see Tech Stack Discovery from SBOMs [page 1383].

lt helps you understand complex technical architecture, including service-to-service dependencies and API
utilization, so you can manage the lifecycle of your own builds and strengthen your competitive edge.

Understand dependencies between self-built software and critical teams and products: SAP LeanIX Technology
Risk and Compliance extends the meta model by adding the microservice fact sheet subtype, along with
additional fields and relationships. This allows you to relate various architectural elements and understand
dependencies in the business context. To learn more, see Meta Model Extension [page 1343].

View of Self-Built Data Lineage via Relations Explorer

Identify software vulnerability: The SBOM components are linked to the microservices, and it allows you to
investigate the SBOM components in their business context. Using the SBOM explorer, investigate open-source
and third-party component usage across applications and teams, instantly identify vulnerabilities during
cybersecurity incidents, and quickly implement risk mitigation actions. It also helps prevent legal issues by
identifying unauthorized use of licenses. To learn more, see SBOM Explorer [page 1382].

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Relate the risk assessment to the business level: Increase visibility into the structure and provenance of self-
built software and relate the risk assessments to the business level by making use of relevant reports. This
enables leadership to better understand how technology risks impact business operations, allowing for more
informed decision-making.

Establish technology standards: By establishing technology standards, you can ensure your technology stack
remains relevant, containing only necessary, efficient, and beneficial technologies.

1. With full visibility into your tech landscape, you can define a framework that addresses obsolescence risk,
compliance, and security standards. Effective tech stack governance begins with the adoption of clear
technical standards.
2. Analyze the use of open-source components in their business context and decide which technologies to
adopt, trial, assess, or move away from using technology assessment attributes on the IT component fact
sheet. The assessment methodology is inspired by the Technology Radar from Thoughtworks .

Technology Assessment Fields in IT Component Fact Sheet

3. Broadcast your adoption decisions with a best-practice tech radar report to encourage standards
adoption. It allows you to easily engage all stakeholders in leadership and the developer community to
comply with the adopted standards. High engagement from the development team strengthens tech
standards adoption, proactive risk management, and tech governance.

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 Technology Radar Report to Broadcast Adoption Decisions

8.2 SAP LeanIX Architecture and Road Map Planning

The SAP LeanIX Architecture and Road Map Planning enhances SAP LeanIX Application Portfolio Management
by offering advanced features for seamless planning and execution of transformation initiatives in enterprise
architecture management.

 Note

SAP LeanIX Architecture and Road Map Planning was previously known as Business Transformation
Module (BTM).

Overview

The SAP LeanIX Architecture and Road Map Planning complements SAP LeanIX Application Portfolio
Management, providing advanced features to assist you in planning and executing transformations within your
enterprise architecture. SAP LeanIX Architecture and Road Map Planning is particularly useful for application
modernization [page 337] and ERP transformation [page 361] use cases, allowing you to plan your target
architecture and monitor initiative progress efficiently.

In this article, we will explore the key features of SAP LeanIX Architecture and Road Map Planning and its
capabilities, and demonstrate how to integrate them into your existing SAP LeanIX workflows seamlessly. For
step-by-step instructions on each feature, refer to the user guides available on the corresponding sub-pages.

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Key Capabilities of SAP LeanIX Architecture and Road Map Planning

SAP LeanIX Architecture and Road Map Planning enriches SAP LeanIX with the following key capabilities and
features:

• Pre-defined Transformation templates: Transformation templates allow you to model changes in your
application portfolio in a standardized way to improve the efficiency of IT transformation planning.

Pre-defined Transformation templates

• Roadmap with Milestones: The Project Roadmaps are enriched with Milestones, to visualize and
understand major milestones of your initiatives, keep track of your modernization plans, and ensure IT
transformation is on time, scope, and budget. Milestones are used to indicate when certain things are
happening and provide structure to your project timeline. Milestones can be linked to lifecycle and thereby
model dependencies between different projects and child projects.

Project Roadmap Report with Milestones

• Reports enriched with Impacts: Impacts allow you to see the effects of future changes on a detailed level
and understand dependencies between people, data, and infrastructure.

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 Impact View in Reports
• Timeline Projections: Reports with timelines are enriched with Project/Initiative projections. It helps you
compare and understand.

Time Slider Projection

• Transformations Explorer: The Transformations Explorer gives a comprehensive overview of all
Transformations of the workspace. It allows you to search by name, apply sorting and filtering, make edits,
delete, and execute Transformations - all in one centralized location.

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 Transformation Explorer

Introduction to SAP LeanIX Architecture and Road Map Planning

While SAP LeanIX Application Portfolio Management enables you to document and build your current ('as-is')
architecture, SAP LeanIX Architecture and Road Map Planning seamlessly complements this by allowing you to
model future ('to-be') state architectures. With SAP LeanIX Architecture and Road Map Planning, you have the
capability to model various transformations and changes in the Initiative Fact Sheet, visualize potential future
states, compare various scenarios, analyze how these potential changes affect your architecture, and execute
the most suitable option to arrive at your to-be state architecture.

As opposed to duplicating entire as-is architectures and creating sandbox versions of application landscapes,
SAP LeanIX Architecture and Road Map Planning resourcefully only stores what is being changed to the main
architecture to ensure instantaneous modeling for your organization.

SAP LeanIX Architecture and Road Map Planning: Modeling ‘To-be’ architecture

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In SAP LeanIX Architecture and Road Map Planning, Objective [page 124] and Initiative [page 100] Fact Sheets
have greater significance compared to their role in SAP LeanIX Application Portfolio Management product.
Objective Fact Sheets allow for the high-level definition and progress tracking of transformation initiatives and
can be linked to Business Capabilities [page 75]. While, the Initiative Fact Sheets are used to model detailed
actions for achieving an Objective. SAP LeanIX Architecture and Road Map Planning simplifies translating
strategic goals into actionable IT initiatives by breaking down Objectives into Initiatives and Transformations.

Within Initiative Fact Sheets, the Transformations feature allows you to specify how a project will affect your
architecture. SAP LeanIX Architecture and Road Map Planning comes with predefined Transformations, for
example, Rollout Application, Upgrade Technology, Decommission Interface, etc., while you can also define
custom Transformations. SAP LeanIX Architecture and Road Map Planning will automatically create relations
to the Fact Sheets affected by those Transformations (e.g., from the Project to an affected Application). At the
same time, it classifies and adds the type of Impact to the respective relations and fields.

The modeling of different scenarios involves the creation of new Project/Initiative Fact Sheets, each with
different Transformations defined. By leveraging Reports, impacts can be compared and analyzed to choose
the most effective roadmap for implementing the transformation. After buy-in from stakeholders, you can
monitor the implementation with Roadmap Reports and simply execute the implemented Transformations to
reflect the changes in your workspace.

SAP LeanIX Architecture and Road Map Planning Logic

 Note

Adding SAP LeanIX Architecture and Road Map Planning to your SAP LeanIX workspace.

SAP LeanIX Architecture and Road Map Planning is a separate product that you can include in your SAP
LeanIX workspace. If it is not already included in your contract, you can reach out to the Customer Success
Manager, who will guide you on adding it to the contract and activating it for you through your Account
Executive.

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Transformation Insights from SAP LeanIX Architecture and Road Map
Planning

Gain Transparency of The Initiatives Portfolio

SAP LeanIX Architecture and Road Map Planning simplifies data collection and storage for teams supporting
Initiatives. Each strategic goal in an Objective Fact Sheet has configurable fields to document its lifecycle,
dependencies (organized through parent-child hierarchies), and contributions – such as improvements (e.g.,
Business Capability) and support (e.g., Projects).

Use the Project Landscape report to

• Achieve a holistic view from a strategic to a granular project level.

• Prioritize Initiatives based on multiple factors.
• Narrow down to a specific Objective to identify the supporting Initiatives.

Project Landscape Report for a holistic view

Plan Project Roadmaps

SAP LeanIXArchitecture and Road Map Planning simplifies the translation of strategic goals into actionable
IT Initiatives. You can achieve this by breaking down Objectives into Projects and Transformations. These
components are used to articulate and define future scenarios, contributing to the creation of organization-
wide IT roadmaps.

Modeling Transformations allows you to preview and contextualize the outcomes of IT Initiatives without
implementing changes in the active (as-is) version of your architecture. Impacts range from transferring
or creating relations, adding or removing custom tags, setting Technical and Functional fit ratings, setting
Business Criticality scores, etc. Essentially, this introduces a comprehensive way to assess and understand the
potential effects of your Initiatives before committing to implementation.

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 Project Roadmap Report

Visualize Target Architecture

Make use of the powerful reporting features of SAP LeanIX Architecture and Road Map Planning to visualize
your target architecture. SAP LeanIX Architecture and Road Map Planning adds a projection of Initiatives/
Projects to reports with timelines. Landscape, Matrix, and Portfolio reports are embedded with an interactive
timeline that can be adjusted to show the to-be states of IT landscapes. You have a wealth of reports at your
disposal for analysis.

For instance:

• The Application Landscape Report allows you to identify the applications impacted by the ongoing
transformation.
• Matrix Reports enables you to pinpoint impacts within specific regions and business units, offering a
targeted insight into the effects of the transformation in distinct organizational contexts.

Visualizing target architecture with Matrix Report

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Compare Multiple Scenarios
You can model different scenarios with the creation of new Projects, each with different Transformations
defined. By leveraging Reports, impacts can be compared and analyzed to choose the most effective roadmap
for implementing the transformation.

Comparison of multiple scenarios

Monitor Progress and Execute Transformations

SAP LeanIX Architecture and Road Map Planning simplifies the monitoring and execution of transformations.

• The Transformations Explorer feature provides a centralized overview of all Transformations, ensuring a
comprehensive understanding.
• Milestones in Initiative Fact Sheets aid in tracking important dates and landmarks in an effective way
• Project Status fields allow easy status updates, which can be represented in color-coded reports for easier
consumption.
• Upon reaching milestones or implementing Transformations, a simple click of a button executes the
modeled Transformations, seamlessly reflecting all the impacts in your workspace.

8.2.1 Getting Started with SAP LeanIX Architecture and Road

Map Planning

Explore these foundational steps to kickstart your SAP LeanIX Architecture and Road Map Planning experience
and begin the transformative process for your initiatives.

 Note

The SAP LeanIX Architecture and Road Map Planning was previously known as the Business
Transformation Module (BTM).

Welcome to the first steps in making the most of SAP LeanIX Architecture and Road Map Planning. On the
preceding page, you learned what SAP LeanIX Architecture and Road Map Planning is and what it can do. This
page focuses on how to use it and provides high-level instructions, outlining the initial steps to get started with
SAP LeanIX Architecture and Road Map Planning.

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Activate SAP LeanIX Architecture and Road Map Planning

SAP LeanIX Architecture and Road Map Planning is a separate product that you can include in your SAP LeanIX
workspace. If it is not already included in your contract, you can reach out to your SAP LeanIX Customer
Success Manager for further action.

Once SAP LeanIX Architecture and Road Map Planning has been added to your workspace, activation is
available in a self-opt way.

1. Navigate to Administration > Optional Features & Early Access.

2. Click Activate next to SAP LeanIX Architecture and Road Map Planning.

Activating SAP LeanIX Architecture and Road Map Planning (Previously known as BTM module)

Upon activating SAP LeanIX Architecture and Road Map Planning, all its features, such as Milestones,
Transformations, Impacts, etc., are automatically enabled. To learn more about Milestones, Transformations,
and Impacts, see Milestones [page 1730], Transformations [page 1736], and Impacts [page 1770].

First Steps To Realize Value With SAP LeanIX Architecture and Road Map
Planning

The following sections guide you through the initial steps of your SAP LeanIX Architecture and Road Map
Planning onboarding, aimed at unlocking some of the value that the product brings to your transformation
process.

To begin with, focus on an initiative that is important for your organization and that your stakeholders already
know about. It should be part of a transformation plan, like moving to the cloud or upgrading your ERP system,
etc. This way, your first step with SAP LeanIX Architecture and Road Map Planning is tied to something
concrete and valuable for the whole organization.

At the end of the SAP LeanIX Architecture and Road Map Planning onboarding, you will have achieved the
following:

• End-to-end application of all SAP LeanIX Architecture and Road Map Planning features
• Created high-level Initiatives with Sub-Initiatives or Projects

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• Created Milestones and established depedencies
• Created Transformations with Impacts
• Gained valuable insights on the future states for your Initiative via a Project Roadmap Report (with drill-
down to Applications, Transformations, Impacts, showing dependencies) and future-state views of your
architecture via the Application Landscape Report
• Have a governance and collaboration model in place with your Project Manager organization to ensure that
data will be kept up-to-date
• Plan to roll out Architecture and Road Map Planning to the broader organization for your transformation
program

Pre-requisites

When you start using SAP LeanIX Architecture and Road Map Planning, make sure you have already built a
foundation in SAP LeanIX:

• You have built your application repository as part of the Application Portfolio Assessment [page 274].
• Your Applications have lifecycle data maintained - otherwise, you won’t be able to reflect Applications
affected by your Initiatives in the Roadmap Report.
• Since the logic of SAP LeanIX Architecture and Road Map Planning is closely integrated with Objectives
and Initiatives [page 100], you should have those Fact Sheet types already modeled, or model them now as
part of your Application Modernization [page 337] or ERP Transformation [page 361] use cases.

Step 0. Identify the Scope and Stakeholders for Your First Architecture and
Road Map Planning Scenario

Scoping: Narrow down your focus by identifying a real initiative from an ongoing transformation at your
organization.

• Look for a manageable initiative that is not overly complex but is still crucial.
• It should be something you can model within a short timeframe and provide visible value.
• Consider concentrating on a specific aspect of your business, like a particular Business Capability, or a
specific segment of a larger transformation program, e.g., the roll-out of SAP S/4HANA in one specific
region.

Additionally, define the role of the Enterprise Architect in this process, establish a clear data governance model
that outlines responsibilities and ownership, and onboard stakeholders in the modeling of the first Initiative
with SAP LeanIX. This ensures that data is managed effectively and that everyone involved understands their
responsibilities.

Step 1. Create Your First Project Roadmap With Milestones

Creating a high-level roadmap that showcases your Initiatives and their defined Milestones is a key way to
demonstrate progress in your business. This serves as the foundational step, paving the way for defining

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Transformations later on, that help you move towards the completion of an Initiative. Incorporating Milestones
into your Initiatives will be a quick win with SAP LeanIX Architecture and Road Map Planning.

Here is the high-level step-by-step process to build a roadmap report containing initiatives and milestones:

1. Create Initiative (Project) Fact Sheets to capture the details of your transformation initiatives. For more
information about modeling the Initiative Fact Sheet, see Initiative Modeling Guidelines [page 100].
2. Add important Milestones to your Initiatives. To learn how to add and manage Milestones, see Milestones
[page 1730].
3. Ensure that your Initiatives have the following attributes and relations filled:
1. Affected Applications
2. Affected Business Capabilities
3. Objectives being supported
4. Additionally, the Business Value and Project Risk
4. Create a Project Roadmap Report for your Initiatives. To learn how to work with Roadmap reports, see
Roadmap Report [page 707].

With these steps, you have created your first Project/Initiative Roadmap report. It will provide an initial
overview of planned projects, affected applications, and potential milestones for teams to accomplish. It helps
in identifying project dependencies, so you can start involving the right teams in the conversation.

Project Roadmap Report with Milestones

Step 2. Define the Transformations necessary to implement a Project

After sharing the first version of your Project Roadmap with your stakeholders, it’s time to start planning how to
achieve those projects/initiatives.

This is where the concept of Transformations comes into play. Transformations allow you to outline the
changes that are needed to achieve the initiative.

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To define Transformations in your project, on a high level, you do the following:

1. Consult with key stakeholders to identify and define changes to the IT infrastructure, applications, and
processes.
2. Add Transformations in the Project Fact Sheets, either by using SAP-LeanIX-provided Transformation
templates or custom Transformations. Pre-defined Transformation templates automatically generate
implied Impacts by capturing changes at the attribute and relation levels of Fact Sheets without
implementing the changes in real-time. To learn more about Transformations, see Transformations [page
1736].
3. Modify Impacts or add Custom Impacts if needed to define your Transformations further. To learn more
about Impacts, see Impacts [page 1770].

With these steps, you have successfully defined the Transformations needed to implement a project. In the
below example, a Transformation item is introducing a new application - “SAP B1 - Finance”. The implied
impacts reveal that it is replacing three applications by setting their lifecycle to End of Life.

Defining Transformation to introduce new Application

Step 3. Visualize the Impact of Your Transformations and Compare

It is important to understand how your current architecture will be impacted by the envisioned Transformations
and Impacts before implementing the change. You can achieve this by using Reports. Below are some examples
to inspire your efforts:

• You can make use of Landscape Reports to show which active Applications are affected by the
transformations and how. You can cluster the Applications by Business Capabilities in scope, and apply
the filters to narrow down the view to specific projects. You can show how Functional Fit and Technical Fit
have improved compared to the current state by choosing them as Left and Right properties.

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 Impact view in Reports
• Build Application Landscape Reports for as-is and the future-state landscape, then add them to the
Dashboard to show the contrast and status of progress.

Comparison of multiple scenarios

• Before deciding on the best implementation option, compare various scenarios with different
Transformations and Impacts defined. Make use of different Reports for comparison.
In the below example, a comparison is made for applications in Brazil and Canada regions in Finance
Business Capability. The comparison reveals that Brazil has more business-critical applications with lower
functional fit compared to Canada. Upon comparing priorities, it becomes clear that applications in Brazil
are already flagged for earlier replacement. When an Initiative is applied to the timeline, it becomes evident
how these applications are affected by that Initiative. This kind of comparison helps you choose which
projects to focus on, helping you to narrow the scope of your efforts for quick wins.

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 Comparison of multiple scenarios

To learn more about using Reports, see Reports [page 662].

Step 4. Implement the Optimal Project and Execute Transformations

After careful evaluation and comparison, select the optimal scenario to implement. The advantage of working
with SAP LeanIX Architecture and Road Map Planning is that you have already modeled out all possible
transformations on the Application and Initiatives level. Now, you only need to press the button to execute
them.

1. Have a governance and collaboration model in place with the Project Manager in your organization to
ensure that project implementation data is kept up-to-date.
2. Upon reaching milestones or implementing transformations, simply click Execute against the
corresponding Transformations. The modeled impacts and changes are seamlessly reflected in your
current landscape, updating your architecture in real time.

To learn more about managing and executing Transformation, see Transformations [page 1736].

Next steps

Effective reporting and communication are key for successful transformations. Share progress and insights
with stakeholders to provide transparency on ongoing initiatives and progress. This fosters stakeholder buy-in
and deeper engagement. As confidence grows in EA’s initiatives, expand Architecture and Road Map Planning
to the broader organization for other transformation programs. Consider larger initiatives, like Application
Modernization or ERP transformation, as needed. Check use cases on Application Modernization [page 337]
and ERP Transformation [page 361] for detailed step-by-step guidance.

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8.2.2 Architecture Decisions

Document and manage enterprise architecture decisions directly within SAP LeanIX, keeping all architecture-
related information in one place.

Overview

Architecture decisions enable you to document, track, and align your organization’s decisions on enterprise
architecture directly within SAP LeanIX. By managing architecture decisions within the context of your overall
enterprise architecture landscape, you can promote efficiency and achieve better alignment across teams.
This feature is designed to mitigate common challenges such as fragmented information in separate tools,
inconsistent documentation, and disconnection from the decision-making process.

Architecture decisions provide a convenient way to document and discuss various scenarios and options for
transformation initiatives before defining the road map in detail. Key decision-makers, such as lead enterprise
architects, can collaboratively review and then approve or reject decisions, defining the overall enterprise
architecture strategy for their organization. Approved decisions serve as a foundation for creating subsequent
initiatives for transformation projects, providing relevant context and outlining key details.

 Note

Architecture decisions are only available to customers using SAP LeanIX Architecture and Road Map
Planning. To learn how to manage transformations using this product, see Getting Started with SAP LeanIX
Architecture and Road Map Planning [page 1714].

Benefits

• Centralized and contextualized management of architecture decisions: By managing architecture decisions

directly within SAP LeanIX, you can eliminate the silos created by using multiple documentation tools,
spreadsheets, or emails. Decisions are directly linked to relevant architectural components (fact sheets),
providing full context for each decision.
• Enhanced standardization: You can create your own templates for architecture decisions, ensuring a
consistent structure across architecture decisions. This saves time and effort for decision creators and
facilitates the review process for the architecture review board.
• Strategic alignment with architecture: By linking architecture decisions to fact sheets, you can clearly
see how decisions impact applications, capabilities, or technologies. This holistic view helps you align
decision-making more closely with the broader architectural landscape.

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Creating an Architecture Decision

By default, members and admins can create architecture decisions. However, admins can grant this permission
to other roles. For details, see Permissions [page 1725].

You can create architecture decisions using custom templates that provide a structured format, simplifying
the creation process. Users with appropriate permissions can create templates for the workspace. For more
details, see Architecture Decision Templates [page 1726].

To create an architecture decision, follow these steps:

1. On the navigation bar, click More > Architecture Decisions.

2. On the Decisions page, click the arrow next to New Decision, then select a template. A page for creating an
architecture decision appears, structured based on the selected template.
3. Populate the decision with relevant information.

 Tip

The text editor in architecture decisions supports Markdown syntax. To structure information in a
decision, use headings, paragraphs, and lists. Apply the necessary formatting to the text.

Use tables to capture structured information, such as comparisons, timelines, prioritization matrices,
dependency tracking, risk assessments, status reporting on decision details, or rationale overviews.

4. Set the decision status:

• Draft: Select this status to continue editing the decision later.
• Proposed: Select this status to finish editing the decision and submit the proposal.
5. Enter a name for the decision in the upper-left corner, then save the changes.

Managing Architecture Decisions

Users with appropriate permissions can manage architecture decisions on the Architecture Decisions page.
Here, you can:

• Edit decisions: You can edit decisions in any status, which enables you to modify relevant information at
any stage of the decision-making process.
• Change the decision status: You can change the decision status at any time, which allows flexibility in the
decision-making process.
• Duplicate decisions: Duplicating an existing decision can save time, especially when you need to create
multiple decisions with similar content. To duplicate a decision, hover over it, then click the duplicate icon
that appears on the right.
• Delete decisions: If needed, you can delete duplicate or irrelevant decisions. When deleting decisions,
proceed with caution. This action cannot be undone.

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Statuses

Decision-makers, such as lead enterprise architects, evaluate architecture decisions to assign appropriate
statuses. These statuses help streamline decision management and ensure clarity in the approval process. You
can update the decision status at any time.

Available statuses include:

• Draft
• Proposed
• Accepted
• Rejected
• Superseded
• Deprecated

Architecture Decision Statuses

Diagrams in Architecture Decisions

You can embed diagrams in architecture decisions. This lets you:

• Compare alternative options for the target architecture directly within decisions.
• Visualize dependencies, risks, or timelines.
• Support discussions with a clear diagram context.

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 Architecture Decision with a Diagram

To embed a diagram, click the diagram icon on the toolbar in the text component, then select a diagram.
Note the following:

• You can include multiple diagrams in a decision to compare options.

• The latest version of a diagram is displayed.
• Only users with appropriate permissions can view diagrams in decisions. If you don't have access to a
diagram with restricted permissions, it appears as a gray box.

Architecture Decisions on Fact Sheets

Users with the appropriate permissions can view architecture decisions on fact sheets they're associated with.
Links to architecture decisions appear on the Resources tab under Decisions With This Fact Sheet. From here,
you can navigate to the decision page.

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 Architecture Decisions on a Fact Sheet

Permissions

By default, only admins have full permissions for architecture decisions. The following table lists permissions
for standard user roles.

User Role Default Permissions for Architecture Decisions

Viewer View

Member View, create, and update

Admin View, create, update, and delete

Admins can customize permissions for non-admin roles. To do this, follow these steps:

1. Go to the User Roles and Permissions section of the admin area.

2. Select a non-admin user role, then navigate to the Permissions tab.
3. In the Architecture Decisions section, adjust the permissions as needed, then save the changes.

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 Adjusting Permissions for Architecture Decisions for a Non-Admin User Role

For more information on managing permissions, see Role-Based Permissions [page 1126].

8.2.2.1 Architecture Decision Templates

Templates provide a predefined structure for architecture decisions, enhancing consistency and streamlining
the creation process. Users with appropriate permissions can create custom templates that align with their
organization’s decision types.

Overview

Templates provide a predefined structure for architecture decisions, allowing users to focus on entering
relevant data without the need to create the decision structure from scratch. Templates standardize the
decision-making process, ensuring that all necessary aspects are considered and facilitating a smoother
review process for decision-makers. By providing a clear agenda, templates enhance the efficiency of meetings
related to strategic initiatives.

By default, only admins can create and manage templates. However, they can grant full permissions to non-
admin roles. If you have the appropriate permissions, click Collaboration on the navigation bar, then select
Templates under Architecture Decisions on the left-side panel.

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 Architecture Decision Templates

Template Components

The table below lists available template components and explains when to use each.

Component Usage

Text This component provides an input field for text in Markdown

format and supports adding links, tables, and diagrams. It's
the base component for documenting key decision details,
such as the background, options, decision, and comments.

With diagrams, you can compare target planning options

and visualize dependencies, risks, or timelines directly within
decisions. For more information, see Diagrams in Architec-
ture Decisions [page 1723].

Fact sheet This component represents an architectural element asso-

ciated with a decision. Listing affected fact sheets helps
track the decision's impact across various areas of the IT
landscape.

User This component identifies workspace users involved in a

decision. Use it to mention decision owners, approvers, or
meeting participants. It ensures accountability and transpar-
ency by clearly identifying individuals in the decision-making
process.

• You can only mention active workspace users.

• Users cannot subscribe to decisions.
• Users don’t receive notifications when mentioned in a
decision.

Date picker This component allows selecting specific dates crucial for
tracking and managing various timelines associated with
a decision. Use it to set deadlines, validity periods, review
schedules, and approval dates to ensure timely follow-ups
and adherence to expected timelines.

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Creating a Template

By default, only admins can create templates for architecture decisions. However, they can grant full
permissions to non-admin roles. For details, see Permissions [page 1729].

To create an architecture decision template, follow these steps:

1. On the navigation bar, choose More > Architecture Decisions.

2. On the left-side panel, choose Templates.
3. In the upper-right corner, click New Decision Template.
4. In the upper-left corner of the template page, enter a unique name for the template.
5. Define the template structure by adding components. To do this, click the arrow next to Add Component,
then select the component type. You can delete individual components or change their order when editing
a template. To learn more about available components, see Template Components [page 1727].
6. Click Save Template.

Creating an Architecture Decision Template

The template is created as inactive. To activate the template, enable the corresponding toggle on the templates
page. Users can create architecture decisions based on active templates. To learn how to do it, see Creating an
Architecture Decision [page 1722].

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 Activating an Architecture Decision Template

Managing Templates

Admins and non-admin users with appropriate permissions can manage architecture decision templates on
the Templates page. Here, you can:

• Edit templates: Editing a template affects all architecture decisions based on it. Deleting a component
within a template permanently removes all content stored in that component across all decisions based on
the template. Always proceed with caution to avoid unintentional data loss.
• Activate or deactivate templates: You can activate or deactivate a template by switching the toggle next to
the template name. Deactivating a template doesn’t delete architecture decisions based on it.
• Duplicate templates: You can create new templates by duplicating existing ones, which saves time when
you need templates with a similar structure. To duplicate a template, hover over it, then click the duplicate
icon that appears on the right.
• Delete templates: Deleting a template deletes all architecture decisions based on it. Always proceed with
caution to avoid unintentional data loss.

 Caution

When deleting templates or components within a template, always proceed with caution to avoid
unintentional data loss. This action affects all architecture decisions based on those templates.

Permissions

By default, only admin users can create and manage templates for architecture decisions. However, they can
grant full permissions to non-admin roles, enabling users to create, edit, and delete templates. To do this, follow
these steps:

1. Go to the User Roles and Permissions section of the admin area.

2. Select a non-admin user role, then navigate to the Permissions tab.
3. In the Architecture Decisions section, select the Manage Templates checkbox, then save the changes.

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 Adjusting Permissions for Architecture Decision Templates for a Non-Admin User Role

For more information on managing permissions, see Role-Based Permissions [page 1126].

Best Practices

• To get started with templates, you can use the default template available on the Templates page.
• If you already have existing templates, recreate them in SAP LeanIX to maintain consistency. If you don’t
have existing templates, you can refer to relevant third-party resources for inspiration.
• Consider creating templates tailored to each committee in your organization to cover the most common
decision scenarios effectively. Alternatively, you can create a single, comprehensive decision template to
streamline reporting and navigation, making future decision-making processes more efficient.

8.2.3 Milestones

Learn how to add and manage milestones and realize their value by effectively visualizing them in reports.

A Milestone helps you create visual reference points to break a project down into manageable chunks and
easily track major events and pending decisions. Milestones signal to everyone involved what a project's overall
‘lifecycle’ looks like and what needs to be achieved along the way. Milestones are added and managed in the
Initiative Fact Sheet type.

• Milestones are visible in the Roadmap Reports, every time the Initiative (Project) is the Fact Sheet or is
present as a drill-down.
• All reports with a timeline, i.e., Landscape, Matrix, and Portfolio, also display milestone icons when an
Initiative/Project is projected on the timeline.
• Milestones are available along the parent-child hierarchy so that child Fact Sheets can refer to milestones
of parent Fact Sheets

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• The milestone date is automatically reflected in all the phases of an Initiative where it has been referenced.
Modifying a milestone in the parent Fact Sheet automatically updates all references, simplifying the
management and monitoring of dependencies between Initiatives.

Milestones in Project Roadmap Report

Add Milestones

Milestones are added and managed in the Initiative Fact Sheet type. To add a Milestone, follow the below
instructions:

1. In the Initiative Fact Sheet, hover over the Milestones section, and you will see the + Add button appear.
2. Click + Add.
3. Fill Name, Target Date, and Description fields. The Description field is optional, but it is a good practice to fill
it out as it offers additional context to other stakeholders involved in the project.
4. Click Save.

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 Adding Milestones

Edit and Delete Milestones

To edit or delete a Milestone, follow the below instructions:

1. Hover over the Milestone you want to edit or delete, and you will see the Edit button appear.
2. Click Edit.
3. Make the necessary edits to the required fields, and then click Save to finalize the changes. If you want to
delete the Milestone, click Delete.

It is also possible to edit Milestones in the Inventory's table view. Simply double-click on the date field you wish
to modify and select the desired Milestone. For a more detailed guide on editing in table view mode, refer to the
instructions provided in Bulk Updating Data in Inventory Table View [page 591].

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 Editing Milestones in table view of Inventory

Lifecycle and Cross-Project Referencing of Milestones

Milestones can be referenced in the Lifecycle section of Initiative Fact Sheets, either within the same Fact Sheet
or in other Fact Sheets. It's important to note that milestones are only available to other Fact Sheets along the
parent-child hierarchy.

The milestone date is automatically reflected wherever it has been referenced. Any changes made to a
milestone in the parent Fact Sheet are automatically reflected in all instances, simplifying the management
and monitoring of dependencies between Initiatives.

To reference a Milestone, follow the below instructions:

1. In the Initiative Fact Sheet, click on the Edit button located at the top right corner of the Lifecycle section.
2. Click on the Milestone icon (Diamond shape), next to the Lifecycle fields, to switch from absolute date to
milestones.
3. Select the required Milestone from the drop-down menu in the field.

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 Referencing Milestones in Lifecycle fields

Visualizing Milestones in Reports

Milestones are visible in the Roadmap Reports, every time the Initiative (Project) is the primary Fact Sheet or is
present as a drill-down. This allows stakeholders to have a clear and comprehensive overview of the progress of
the Initiative, by offering a visual representation of significant achievements

Hovering over a Milestone displays more context for the icon, such as the name and target date. To always
display this context, you can check the Show labels of milestones option in the report settings. When exporting
the report, the context will be retained if you have chosen to show labels of option.

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 Show labels of milestones

All reports with a timeline also display milestone icons when an Initiative/Project is projected on the timeline.
The timeline starts with the earliest date among all projects and concludes with the most recent date. In the
absence of a specific date, the fallback is set to one year.

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 Milestones in the timeline of reports

8.2.4 Transformations
Learn how to define and manage Transformations in the Initiative Fact Sheet.

 Note

SAP LeanIX Architecture and Road Map Planning was previously known as Business Transformation
Module (BTM).

Transformations are a feature in the Initiative Fact Sheets that help you detail the actionable changes in
realizing a project. SAP LeanIX Architecture and Road Map Planning provides predefined Transformations,
such as ‘Rollout Application,’ ‘Upgrade Technology,’ ‘Decommission Interface,’ etc. When a Transformation is
applied, SAP LeanIX Architecture and Road Map automatically creates or updates relations and fields in the
Fact Sheets affected by those Transformations. Additionally, those actions are automatically classified and can
be seen as Impacts.

Modeling Transformations allows users to preview and contextualize the outcomes of IT Initiatives without
implementing changes in the active (as-is) version of the architecture. In essence, Transformations provide
a comprehensive way to assess and understand the potential effects of Initiatives before committing to
implementation.

Transformations are outlined within Initiative Fact Sheets. You can manage them through a dedicated tab
labeled Transformation, where you can create, edit, and execute various Transformations associated with your
initiatives.

Transformation Templates

SAP LeanIX Architecture and Road Map Planning provides predefined templates to cover the most common
changes for applications and interfaces. The templates provide sufficient context to help you easily complete

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them. As you fill out a template, the system automatically aggregates the impacts associated with each
Transformation. Additionally, each template can be customized by defining additional impacts, but such
customization is not obligatory.

The following table lists the available predefined templates:

Transformation Template Purpose

Introduce New Application Introduce a new Application to several Organizations and/or

Business Capabilities.

Change Application Technology Upgrade or replace a technology of an Application.

Rollout Application Roll out an existing Application to several Organization and/

or Business Capabilities.

Discontinue Application Move an Application into phase out.

Withdraw Application Remove an Application from a selection of Organization and/

or Business Capabilities.

Decommission Application Move an Application to end of life.

Introduce New Interface Introduce a new Interface.

Decommission Interface Move an Interface to end of life.

Change Interface Technology Upgrade or replace a technology of an Interface

Change Data Transfer Change the data that is transferred via an Interface.

In addition to predefined Transformations, you can also define Custom Transformations tailored to document
specific architectural changes according to your requirements.

Creating Transformations

You can create a single transformation or multiple transformations at once. To create a transformation, follow
these steps:

1. Navigate to the Transformation tab within the Initiative Fact Sheet. Click on New Transformation, which will
open the Transformation template panel.
2. Choose the needed template from the Transformation template panel. In the example shown below, we are
introducing a new application.
3. Fill in all the necessary fields in the template. In this instance, as we are introducing a new application,
include details such as the application's name, the relevant Organization or region it is being introduced,
the supported Business Capability, etc. Only the name of the Transformation is mandatory, and you can
provide all other details later as well.
4. Click Save.

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 Creating Transformations

With this, you have successfully created a Transformation item to introduce a new application. As an impact, a
new Application Fact Sheet is created in your workspace.

 Note

The status of the newly created Application Fact Sheet as part of Transformation item will remain as
'Planned,' and it won't be factored into the pricing of your workspace until you choose to execute the
transformation.

You can review the implied impacts and include additional impacts to the Fact Sheets in the scope. By default,
all implied impacts create a direct relation to model changes. However, it's also possible to change this and use
the “active from/until” field on the relation for added flexibility.

Creating Multiple Transformations in Bulk

Instead of creating each transformation individually, you can create numerous transformations in one go by
switching to table view mode. It is particularly useful when dealing with a large number of changes, which can
be tedious and time-consuming, for example, for initiatives like ERP transformation.

To create multiple transformations in one go, do the following:

1. Open the initiative fact sheet in which the transformations are to be created.
2. Go to the Transformations tab and switch to table view mode by selecting the table icon.

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 Selecting Table View Mod
3. By default, transformations of only one type are listed in the table. From the drop-down menu above the
table, select the type of transformations to be listed.
4. At the bottom left corner of the table, hover over the '+' icon and click Create Transformations.
5. Depending on the transformation type, relevant fact sheet types are listed. Select the required fact sheet
type from the list.
6. From the overly that opens, select all the fact sheets and click Use Selected Fact Sheets.
7. Complete the information in other columns as needed.
• You can copy and paste information from cells and also autofill columns by pulling down the drag
handle at the bottom right corner of a cell.
• While editing completion dates, you can choose between dates or milestones.
8. Click Save at the end to complete.

Creating Multiple Transformations at Once

Alternatively, you can right-click on any column containing fact sheets and select Create Transformations.
Ensure you are in edit mode before doing this by clicking Edit first in the upper-right corner of the table.

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Viewing and Managing Transformation Items

To view all Transformations affecting an Application or any specific Fact Sheet, navigate directly to the Fact
Sheet's Transformation tab. In the Transformation tab of the Fact Sheets, you can view the initiatives in
progress and edit or execute any Transformations.

The transformations explorer provides an additional way to gain an overview of all existing transformation
items. Learn more about it in Transformations Explorer [page 1745].

Editing Transformations

To edit a Transformation item, follow the instructions below:

1. Hover over the transformation you want to edit, and you will see the Edit button appear at the top right
corner.
2. Click Edit.
3. Make the necessary edits to the required fields, and then click Save to finalize the changes.

Editing Transformations

Editing Transformation Items in Bulk

You can edit defined transformation items in bulk by selecting the table view mode. This simplifies the
management of transformations, particularly when dealing with a large number of changes, which can be
tedious and time-consuming.

In the table view mode, you can edit any field, including the name, description, dates, fact sheets, tags,
and any field values of the transformation items. Additionally, you can filter transformation items based on
transformation type, sort the list by columns, and delete transformation items that are not needed.

To edit transformation items in bulk, do the following:

1. In the Transformations tab of the initiative fact sheet, switch to table view mode by selecting the table icon
next to the Collapse all button.
2. By default, transformations of only one type are listed in the table. From the drop-down menu above the
table, select the type of transformations to be listed.

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3. Click Edit, and make the necessary changes in the cells.
• You can copy and paste information from cells and autofill columns by pulling down the drag handle at
the bottom right corner of a cell.
• While editing completion dates, you can choose between dates or milestones.
• You can delete a transformation item by right-clicking and selecting Delete Transformation.
4. Click Save to complete.

Editing Transformation Items in Bulk

Deleting Transformation Items

To delete a Transformation item, follow the instructions below:

1. Navigate to the Transformation tab in the Fact Sheet.

2. Hover over the name of the Transformation you want to delete, and you will see the three-dot menu icon
appear in the right corner.
3. Click on the three-dot menu icon and select Delete.

Deleting Transformations

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Executing Transformations

Executing the Transformation makes all implied impacts a reality. This implies that the impacts are now realized
in your active as-is architecture.

To execute a Transformation item, follow the below instructions:

1. Navigate to the Transformation tab in the Fact Sheet.

2. Hover over the name of the Transformation you want to execute, and you will see the Execute button
appear in the right corner.
3. Click Execute to execute the Transformation.

 Note

You can edit, delete or execute a transformation from the transformations explorer as well. Learn more
about it in Transformations Explorer [page 1745].

Executing Transformations in Bulk

You can execute transformation items in bulk by switching to the table view mode in the initiative fact sheet.

To execute transformation items in bulk, do the following:

1. In the Transformations tab of the initiative fact sheet, switch to table view mode by selecting the table icon
next to the Collapse all button.
2. By default, transformations of only one type are listed in the table. From the drop-down menu above the
table, choose and change the type of transformations to be listed.
3. Click and drag to select one or more transformation items to execute. The Review and Execute button
becomes active once you have selected transformation items that are ready to be executed. You can find
the indication of whether a transformation has already been executed in the Status column.

Executing Transformations in Bulk

4. In the conformation dialog, click Execute Now.

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Managing Fact Sheets Created by Transformations

The Fact Sheets created as part of the Transformation will maintain the status - 'Planned' until you decide
to execute the Transformation. In Reports, you can use it as a filter criterion to narrow down to Fact Sheets
created by Transformations. This filter criteria can be accessed under Transformation Status.

Transformation Status filter

For proper deletion of a Fact Sheet created by a Transformation, instead of archiving it through the Fact Sheet
menu, delete the Transformation from which it was created. This action will promptly remove the Fact Sheet
from the inventory along with all associated relations.

Deleting Fact Sheet created by a Transformation

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  Caution

Do not add custom values or remove existing values in the transformation status
(lxTransformationStatus) and impact type (lxImpactType) fields through metamodel configuration.
These fields are managed by the transformation service and are automatically updated when a
transformation is created. Modifying them by adding custom values or removing default ones can cause
errors and disrupt the proper functioning of the transformation.

Configuring Relation Settings for Transformations

Admin users can configure which impacts to use when creating relations to fact sheets included in
transformations. This setting only applies to predefined transformation templates.

To configure relation settings, go to the Transformations section in the administration area and select the
option you need:

• Remove and create direct relations: This is the default option. Relations from fact sheets included in
a transformation are created or removed directly upon executing the transformation, regardless of its
completion date.
• Maintain the 'Active from/until' field and keep all relations: The completion date of a transformation
is recorded in a relation and serves as the activation or deactivation point, regardless of when the
transformation is executed. When the validity period ends, the relation isn't removed. Instead, the "Active
until" date is recorded in the relation.
This option lets you document past relations since they aren't removed. Switching back to the Remove and
create direct relations option removes historical data, except for relations created through transformations
executed while the “Active from/until” option was active.

Configuring Relation Settings for Transformations

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8.2.4.1 Transformations Explorer

Learn how to use the transformations explorer to get visibility into all of your transformation activities. Use it to
streamline planning and execution with features like scope-based filtering and bulk actions.

Overview

The transformations explorer is the central interface for visualizing all initiatives with associated
transformations. Designed for large-scale planning, it gives portfolio managers and stakeholders complete
visibility into transformation activities. This allows for proactive oversight of changes, dependencies, and
upcoming go-lives. Use it to streamline planning and execution with scope-based filtering, inline editing, and
bulk actions such as executing multiple transformations.
Transformations Explorer in SAP LeanIX

Benefits

The transformations explorer supports informed decision-making and initiative success by providing:

• Insight into which projects influence specific user groups

• Clarity on the planned milestones across projects
• Visibility into transformations that support specific business capabilities

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• Identification of transformations affecting specific applications
• Quick access to the latest transformations that are ready to execute

Prerequisites

• Ensure your workspace contains initiatives and associated transformations.

• Confirm you have the necessary permissions to edit or execute transformations. Learn more about the
available permissions for transformations in Role-Based Permissions [page 1126].

Limitations

• Currently, you cannot create new transformations in the transformation explorer. You can only manage
existing ones.
• Certain fields may be read-only based on permissions or system constraints.
• Bulk editing does not apply to executed transformations.
• Bulk execution applies only to transformations with the status Ready to Execute.

Accessing the Transformations Explorer

To access the transformations explorer, go to More > Transformations Explorer.

Accessing the Transformations Explorer

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Views in the Transformations Explorer

The transformations explorer provides two main views that organize how you interact with transformation
items:

• All transformations: This view shows all transformation items in one list. It is useful for getting an overview
and making broad updates. Use it to edit fields like dates, milestones, names, and descriptions across
different transformation types. Type-specific attributes cannot be edited in this view.
• Transformation type: This view focuses on one transformation type. It is ideal for detailed updates. Use it to
edit all fields defined in the transformation template, including type-specific attributes.

Sorting and Filtering in the Transformations Explorer

To focus on the most relevant data, filter transformation items by affected fact sheets or by transformation
attributes. This helps you quickly find what you need before making changes.

Filter by Fact Sheet

When you filter by fact sheets, the transformations explorer shows all transformation items linked to those fact
sheets or affecting those fact sheets.

For example, filtering by an application fact sheet displays all transformation items that introduce, update, or
discontinue components related to that application.
Filtering by Fact Sheet

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Filter by Attribute

You can filter transformation items using attributes like initiative, status, completion date, creator, and more.
For example, you can view only those transformations that are ready for execution by filtering for the status
Ready to Execute.

To filter by attribute, do the following:

1. At the top of the table, select a filter attribute.

2. From the drop-down list, choose one or more filter criteria. You can apply multiple criteria across different
attributes at the same time.

 Note

When filtering by completion date, to filter by milestones, first you need to filter by initiatives. The
milestones linked to the selected initiatives will then appear as available filter options.

Filtering by Item Status

Sort by Attribute

Organize transformation items by transformation-specific attributes to improve timeline and priority

management.

For example, sorting by Completion Date arranges transformations chronologically, helping you identify
upcoming deadlines and prioritize accordingly.
Sorting by Attribute

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Customizing Table Columns in the Transformations Explorer

By default, the table displays basic details like initiative, name, completion date, and status.

To show more attributes or hide unnecessary ones:

1. Choose the eye icon at the top right of the table to open the column selection panel.
2. To add columns, choose the plus icon next to any attribute in the Inactive Columns section that you want to
display.
Use the search bar to find specific columns quickly.
3. To remove or reorder columns, drag items in the Active Columns section to reorder them or choose the “x”
icon to remove a column.
Adding Columns in the Transformations Explorer Table

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Cell Behavior and Visual Indicators

Cells in the transformations explorer use color and icons to indicate their status. These visual cues help you
quickly identify which fields you can modify and which are restricted.

Status Appearance Example

Editable White background

Read-only Light gray background with lock icon

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Status Appearance Example

Unsaved changes Light yellow background

Incorrect input Red background with warning icon

Editing in the All Transformations View

Use this view to make high-level changes across multiple transformation types.

1. Go to More > Transformations Explorer.

2. Select a specific transformation type from the left menu.
3. Choose the Edit in the toolbar.
4. Make your changes using one or more of the following methods:
1. Copy and paste content between cells.
2. Autofill columns by dragging the fill handle (bottom-right corner of a cell).
3. Update completion dates using the date picker or milestone dropdown.
5. Review your changes. Modified cells will appear in light yellow.
6. Choose Save to apply your changes.

Custom impacts cannot be edited directly in the transformations explorer. Learn more about modifying
impacts in Managing Impacts in the Transformations Explorer [page 1753].
Editing Behavior in All Transformations View

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Editing in the Transformation Type View

Use this view to access and edit all fields defined in a specific transformation template.

1. Go to More > Transformations Explorer.

2. Select a specific transformation type from the left menu.
3. Choose Edit in the toolbar.
4. Make your changes using one or more of the following methods:
• Copy and paste content between cells.
• Autofill columns by dragging the fill handle (bottom-right corner of a cell).
• Update completion dates using the date picker or milestone dropdown.
• Update affected fact sheets and other template-specific fields using the corresponding dropdowns.
Editing Template-Specific Fields

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5. Review your changes. Modified cells will appear in light yellow.
6. Choose Save to apply your changes.

Managing Impacts in the Transformations Explorer

When you work with a transformation in the transformations explorer, you will see two types of impacts:
implied and custom.

• Implied impacts are created by the system based on the transformation. You cannot edit implied impacts.
• Custom impacts are impacts that you define. You can change custom impacts, but only in the fact sheets
linked to each transformation item.

To edit a custom impact, do the following:

1. Go to More > Transformations Explorer and locate the transformation that you want to update
2. In the Impacts column, choose the link (for example, 4 impacts) to open the impacts overlay.
3. To access the initiative fact sheet, choose the link in the banner at the top of the overlay.
How to Edit Custom Impacts

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4. In the initiative, scroll to Custom impacts and choose Add to create or edit impacts.

Executing Transformations in the Transformations Explorer

Do the following:

1. Go to More > Transformations Explorer.

2. To narrow the list of transformations, apply filters or sort.
3. Select each relevant transformation item.
Once at least one eligible transformation item is selected, the Review and Execute option becomes active.
4. Choose Review and Execute.
Review the transformation items that you selected.
5. Choose Execute Now.

 Tip

To quickly find items that are ready to execute, filter by Status and choose Ready to execute.

Exporting Transformation Items to Excel

In the transformations explorer, both admin and non-admin users can export transformation items to an
Excel spreadsheet. You can export all items or use filters to export a specific subset. This helps you access
transformation data easily, whether you work in the tool or need to share data with other teams. It supports
collaboration and enables offline analysis.

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To export, do the following:

1. Go to More > Transformations Explorer.

2. Select All Transformations or a specific transformation type, such as Introduce New Application.
3. To narrow down the transformation items you want to include, apply filters such as those linked to a
specific initiative, status, or fact sheet.
4. Choose Export to Excel.
Exporting to Excel from the Transformations Explorer

5. In the confirmation dialog box, choose Export.

8.2.4.2 Importing and Exporting Transformations via Excel

File

The Excel import and export feature enables efficient bulk updates, including adding, updating, and deleting
transformation items. This guide provides formatting rules, error handling, and step-by-step guidance for
importing and exporting data via an Excel file.

Introduction

The export and import functionality for transformations allows you to add, update, and delete transformation
items in bulk through an Excel spreadsheet.

For organizations dealing with large sets of transformations and where some collaborators on transformations
are only occasional users of SAP LeanIX, this functionality makes it easier to handle and maintain
transformation data.

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Permissions

The table below shows which actions are available to admins and non-admin users:

User Role Permitted Actions

Admin • Export transformations from the admin area

• Export transformations from the transformation ex-
plorer
• Import transformations

Non-admin • Export transformations from the transformation ex-

plorer

Exporting Transformation Items Via Excel File

To export transformations in the administration area, do the following:

1. Navigate to the Transformations section in the Administration area.

2. Go to the Excel Import & Export tab.
3. Click Export on the Export Transformation tile.

Exporting Transformations from the Administration Area

This exports all your existing transformation items into an Excel file. The exported file also serves as a template
for importing data, as it’s properly structured with separate sheets for each transformation type and includes
all the required fields as columns.

You can also export the transformations from the transformation explorer, and this option is available for both
admins and non-admin users.

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To export from the transformation explorer, do the following:

1. In the Inventory, filter for a particular fact sheet type.

2. On the right side panel, under the Additional Resources section, click Transformations Explorer.

Opening Transformation Explorer from the Inventory

3. You can apply filters to just export some transformations by clicking the +Add Filter button and selecting
the filters.
4. In the upper-right corner of the transformations explorer page, click Export to Excel.
5. In the resulting outlay, click Export.

 Tip

When exporting from the transformation explorer, you can apply filters to export specific transformations,
such as by transformation type or completion date, and more.

Importing Transformation Items Via Excel File

Though anyone can update and edit the contents of the Excel file, only admins can import it. It ensures admins
have the control to prevent accidental or unauthorized bulk changes.

Limitations

The import feature has the following limitations:

Limitation Details

File type Only .xlsx files are supported.

File size Import files can contain up to 10,000 rows.

Impacts of transformations The changes you make in the Excel file change the impacts.
However, you can not explicitly change the impacts of trans-
formation in the Excel file, including custom impacts.

Tags Tags can't be created, updated, or removed through trans-

formation import.

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Executing transformations Transformations cannot be executed through the transfor-
mation import.

The Status column is read-only.

Creating new fact sheets You can only mention existing fact sheets and can not create
new fact sheets through the import.

Creating an Import Template

To import transformations via an Excel file, start by generating an Excel file through the export option. The
exported file serves as a template for importing data, as it’s properly structured with separate sheets for each
transformation type and includes all the required fields as columns. To learn how to export, see Exporting
Transformation Items Via Excel File [page 1756]

Updating the Data in the Spreadsheet

You can add, remove, or update the contents of the Excel file. Once you import the file, changes made in the file
are reflected in the workspace. Follow the formatting rules given in this guide to avoid import errors.

In the Excel file, the 000-Readme sheet provides an overview of transformation types and the number of
transformation items of each type, and formatting rules.

Each sheet corresponds to a transformation type (based on the transformation template), the rows represent
individual transformation items, and the columns represent the fields of the transformation template.

Exported Excel File

Desired Outcome Action

Update transformation values Change the values of a row

Create a new transformation Add a new row without filling the ID column

Move the transformation to a different initiative Change the name of the fact sheet under the Fact Sheet
column to a different fact sheet.

However, if a milestone is used for the completion date of

a transformation, the transformation can only be moved be-
tween parent and child fact sheets, as milestones can only
be cross-referenced within the same parent-child hierarchy.
To learn more, see Lifecycle and Cross-Project Referencing
of Milestones [page 1733]

Delete transformation In the Action column, select Delete from the drop-down op-
tion.

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Formating Rules

Rule Details

Character encoding Supports UTF-8 character encoding.

Date format Enter dates as: yyyy-mm-dd

Number format Use points (“.”) for decimals (Example: 1.7 = one point
seven).

Use no delimiters for thousands (Example: 27351).

Case sensitivity Values are case-sensitive, so ensure the correct case.

< (less than) ; (semicolon) Values can not contain the character < (less than) or the list
separator ; (semicolon) as part of them.

List
Separate different values with a ; (semicolon). Do not add
space before or after the semicolon.

For example: Corporate Services;HR;Recruiting;Finance

Single-select and multi-select fields Ensure you enter the exact technical keys of the values for a
successful import.

Technical keys of the values can be found in the fact sheet

configuration. To learn more, see Configuring Fields [page
947].

Since multi-select fields are lists, make sure the values are
separated with a ; (semicolon). Do not add space before or
after the semicolon.

Fact sheet naming convention The display name of a fact sheet consists of the full names
of the parent fact sheets, separated by a / (forward slash),
followed by the full name of the child fact sheet. Make sure
to include spaces before and after the slash. For details, see
Fact Sheet Naming Convention [page 583]

If you need to use a / (forward slash)in the name of a fact

sheet itself, you can use the /without a space before

Milestone naming convention The display name of a milestone consists of the display
name of the fact sheet, separated by a / (forward slash),
followed by the name of the milestone. Make sure to include
spaces before and after the slash.

However, note that milestones can be cross-referenced only

within the same parent-child hierarchy.

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Rule Details

Completion date To update the completion date, first enter the keywords
exactDate or milestone in the Completion date Type column.

Then, fill in the corresponding cell in either the Completion

date column or the Milestone column.

Predecessor handling For transformation types ‘Introduce new Application’ and 'In-
troduce new Interface you can specify predecessor handling
in the Predecessor Handling column using one of the follow-
ing values:

• no handling
• decommission
• dicontinue

Decommissioning sets the lifecycle to phase out at the com-

pletion date.

Discontinue sets the lifecycle to end-of-life at the completion

date

Overwrite Principle
In general, the import feature follows the overwrite principle, meaning existing data is always replaced with the
data provided in the import file. Hence, for fields with multiple values, such as multi-select fields or fact sheets,
make sure you include both existing and new values in the import file to keep the existing data while updating
or adding new data.

Uploading File

Only admins have the option to import the transformations via an Excel file in the administration area.

To import transformations in the administration area, do the following:

1. Navigate to the Transformations section in the Administration area.

2. Go to the Excel Import & Export tab.
3. Click Import on the Import Transformation tile.
4. In the resulting overlay, click either drag and drop the file or browse and upload the file.
5. Click Import.

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Reviewing Upload Status and Error Handling

Once the upload is complete, in the Excel Import & Export tab of the transformations administration, you can
check the status of the upload under the Status column. It can be one of the following:

• Imported: The import was successful without errors.

• Imported with errors: The import was completed except for a few rows, which had some errors.
• Error: The import has failed.

•
Checking Upload Status

To download and review the detailed status of the upload, hover over the import log list and click on
Summary Report. In the downloaded summary report, the 000-Errors sheet summarizes all the errors in
one place. It also allows you to navigate to specific worksheets where you need to make the corrections. In
each worksheet, the Result column at the beginning shows the details of the upload status for each row.

Reviewing Errors in the Result Column

 Tip

You can upload the summary report file itself after making corrections.

Apply filters to the Result column to isolate the rows with errors. Review the error description to
understand the issue and correct the errors in the same file. Finally, upload the file for a successful
import.

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Possible Errors
Errors can occur at different stages, as listed in the table below:

Error Type Description Possible Cause

File upload error The selected file doesn't comply with • File format other than .xlsx
the supported file type or size and can-
not be opened.
• File with more than 10k rows

Parsing error (per worksheet) A worksheet is not formatted according A worksheet is missing the required
to the formatting rules and cannot be
columns for a specific transformation
parsed.
type.

This can happen if a configured trans-

formation type was updated after the
export.

An error message will be shown at the

top of the relevant column in the sum-
mary report.

Inline errors (per worksheet) The file could be opened and parsed, • Values of a worksheet do not follow
but there are invalid entries at the row general formatting rules
or cell level.
• Referring to non-existent fact
sheets
• Mistakenly using translations in-
stead of technical keys for single-
select or multi-select values

You can find the cause of the error in

the Result column of the summary re-
port.

8.2.4.3 Creating Custom Transformation Templates

Customize and create transformation templates to fit your needs: add impacts, adjust fields, show/hide fact
sheets, and make it user-friendly.

Introduction

Users with admin rights can create custom transformation templates from scratch and also customize the
Rollout Application transformation template, and save it as new. These newly created templates will then be
available for selection in initiative fact sheets while creating transformations.

Creating custom transformation templates offers you the flexibility to model more complex transformations
involving your custom fields and custom fact sheets.

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It allows you to:

• Embed any custom impacts to the template itself instead of adding them every time a transformation
template is used in the initiative fact sheet.
• Change the template's name, category, and description and add fields, relationships, and impacts. For
instance, add and set the lifecycle status field.
• Remove or include specific fact sheet types based on their relevance to your rollout process. For example,
adding process fact sheet type to the template in case the rollout of the application impacts processes.
• Predefine the scope of fact sheets available for template users when they are adding fact sheets to a
template field.
• Re-label the fields of the template to make it descriptive, so that the template speaks the language of
regular users in your organization.

Configuring a Transformation Template in Admin Settings

Customization allows you to tailor the template to suit your specific needs and streamline your rollout process
effectively in the following ways:

• Addresses your transformation complexities that the default Rollout Application template doesn't cover.
• Flexibility to decide the scope of the transformation by selecting the fact sheets that are relevant, either
default or custom fact sheet types.
• It enables regular users to work with the template effortlessly, as incorporating custom impacts can be
challenging for users unfamiliar with the meta model or transformation expectations.
• It ensures users can understand and fill templates easily, as the labels, descriptions, and language can
match the organization's style.

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Creating Transformation Templates

To create a transformation template, do the following:

1. Navigate to Administration > Transformations.

2. In the Predefined Transformation Types tab, you can:
• Configure the Rollout Application template and save it as new by clicking Configure as new against it.
• Create a custom transformation template from scratch by clicking either Create Template at the top or
by clicking Configure as new against Custom Transformation template at the bottom.

Creating a Custom Transformation Template

3. In the resulting overlay, add a name, category, and description, then click Save. It leads you to the template
configuration page.
4. In the template configuration page, click Add template field or Add impact, to add a field for the fact sheet
or to define impacts. For Custom Transformation templates, you will start from scratch by adding template
fields first.
5. Configure the template fields, define the impacts, and click Save. For more details on configuring template
fields, see Configuring Template Fields.
6. Click Activate and Close at the top right corner.

You can find the newly added transformation template in the Configured Transformation Types tab of the
configuration. From there, you can revisit and make any further modifications as needed.

These newly created custom templates will then be available for selection under the selected fact sheet type
category in initiative fact sheets while creating transformations.

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 Custom Transformation Template Available for Selection in the Initiative Fact Sheet

Configuring Template Fields

When creating or configuring the template, clicking on a template field opens a side panel where you can
modify the template's fields. Changes made in the side panel are reflected in real-time, allowing you to preview
how the template will appear to other users.

You can modify field labels to provide clear context for the users and also rearrange the order of the fields as
needed.

Configuring Template Fields in the Side Panel

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  Note

Hiding fields is feasible in pre-existing templates but not in those created from scratch. Therefore, it is not
possible to hide fields in Custom Transformation Templates.

Predefining the Scope of Available Fact Sheets for Users

Using filters and field dependency settings on the side panel, you can predefine the scope of fact sheets
available for template users. This ensures users can only select the most relevant and appropriate fact sheets
while using the templates, simplifying their selection process and reducing the chances of errors in selecting
incorrect fact sheets.

For example, in the template, you can preset the filters to restrict the application field to only list a specific
subtype of applications or applications from a certain region or particular organization, etc.

To predefine the scope of available fact sheets by presetting the filters, follow these steps:

1. Select the relevant template field.

2. On the right side panel, click Add Filter. This opens an overlay where you can choose and add filter criteria.
3. Select and add the desired filter criteria.
4. Click Use Fact Sheet Filter.

Only fact sheets that meet the specified filter criteria will now be available for selection by users.

Similarly, field dependency allows you to filter out fact sheets based on the fact sheet a user has selected in
a preceding field. For example, when rolling out applications to various organizations, you can limit the list of
organization fact sheets to be shown based on the application the user has selected.

To define field dependency between two template fields, follow these steps:

1. Select the dependent template field that should list limited fact sheets based on a preceding field’s fact
sheet. Note that the first field in the template cannot be selected as a dependent field, as a dependent field
can only reference preceding fields.
2. On the right side panel, from Template Field, select the template field that will determine the list of related
fact sheets in the dependent field. Here, because a dependent field can only reference preceding fields, you
can select only template fields positioned before the dependent field.
3. From under Relation Type, select the relation between the two fact sheet types (template fields), ensuring
only fact sheets related by that relationship are listed in the dependent field of the template.
4. Click Save.

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 Predefining the Scope of Available Fact Sheets Using Filters and Field Dependency Settings

When users use the template, the dependent field will remain inactive until a fact sheet is selected in the field it
depends on.

 Note

Field dependencies cannot be created for default fields in predefined transformation templates. However,
you can establish field dependencies for any additional fields you have added in predefined templates or for
any fields within a custom template.

8.2.4.4 Planning Transformations for SAP Solutions

Link business capabilities to reference catalog items to view suggested SAP solutions and automatically plan
transformations with SAP LeanIX Architecture and Road Map Planning.

Introduction

When you have linked business capability fact sheets to reference catalog items, various combinations of
applications that best support a business capability are grouped into options and offered as suggested SAP
solutions. To learn more, see Business Capabilities in the Reference Catalog [page 1252].

With SAP LeanIX Architecture and Road Map Planning, you can choose a suggested solution and automatically
prepare transformations to roll out or introduce the relevant applications.

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 Suggested SAP Solutions Listed in Business Capability Fact Sheet

Planning Transformations for Suggested SAP Solutions

Suggested SAP solutions are specific to level 3 business capabilities in the reference catalog. You can create
transformation items from these suggested solutions in the Transformations tab of a level 3 business capabiltiy
fact sheet. You can also create transformation items in bulk from level 2 fact sheets for multiple level 3 child
fact sheets.

To plan a transformation for a suggested SAP solution, follow these steps:

1. Go to the Transformations tab of the business capability fact sheet.

2. Choose the suggested option(s) based on whether you are planning from a level 3 or level 2 business
capability fact sheet:
1. From a level 3 business capability fact sheet:
1. Choose the option relevant to you by clicking Plan Transformations for that option.
2. From a level 2 business capability fact sheet:
1. Choose one or more options for multiple level 3 business capability fact sheets listed in the
transformations tab.

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 2. Click Plan Transformations at the top right.

3. If you have selected options for the level 3 business capabilities that are not yet imported or linked
to the reference catalog, you are prompted to import the missing ones. Click Import and Plan
Transformations to proceed.
3. A suggested SAP solution may include one or several suggested applications. Select the applications you
want to roll out for the business capability. In addition to selecting existing fact sheets, you can create new
fact sheets by clicking + Add a fact sheet.
• If that application fact sheet already exists in your workspace, a transformation of type ‘Rollout
Application’ is created.
• If it is a new application fact sheet, a transformation of type ‘Introduce a New Application’ is created.
To learn about various transformation types, see Transformation Templates [page 1736].

Selecting and Adding Application Fact Sheets for the Suggested Solution
4. After selecting the applications, click Next.

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5. Select an existing initiative or create a new one to which the transformations should belong. Optionally, set
the initiative subtype and link a parent fact sheet if the rollout is part of a larger initiative.
6. Select or create a milestone and set a target date for rollout/introduction. This date is needed to visualize
impacts in reports. If the actual date is not known yet, use a placeholder date and update it later.
7. Click Create Transformations.

Creating Initiative and Setting Milestones

You can add more details later by editing the initiative, such as specifying organizations or setting
predecessors, etc. The created transformations are in the Planned Transformations section below, within the
Transformations tab of the fact sheet.

In the next steps, you can gain clarity by visualizing your target architecture, comparing transformation
scenarios, and monitoring progress through reports and roadmaps. To learn more, see Reports and Roadmaps
[page 1780].

8.2.5 Impacts
Impacts detail the changes at attribute and relation levels. Learn how to manage these Impacts in SAP LeanIX
Architecture and Road Map Planning.

 Note

SAP LeanIX Architecture and Road Map Planning was previously known as Business Transformation
Module (BTM).

When Transformations are outlined in the Initiative Fact Sheet, SAP LeanIX Architecture and Road Map
Planning automatically deconstructs them into Implied Impacts, specifying changes at attribute and relation

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levels. This involves actions such as setting a field with a specific value, creating or removing relations, copying
or moving values between Fact Sheets, etc. These implied impacts are further translated and classified as an
Impact Type, providing a basis for visualization in Reports.

The following Impact Types are available:

• Introduction - An application is introduced into the landscape.

• Decommissioning - An application is decommissioned.
• Rollout - An application is rolled out to a selection of organizations or regions.
• Withdrawal - An application is withdrawn from a selection of organizations or regions.
• Scope Change - The scope of the Application is changed with respect to certain business capabilities, or
data objects.
• Technical Change - The IT component of the application is changed.
• Interface Change - Change in interfaces of application.
• Discontinuation - An application or interface is discontinued.

The Impact Type Classification introduces a new View in reports. For example, in an Application Landscape
Report, you can see how various applications are impacted because of an Initiative.

Impact type view in reports

The Impact Type also opens up new filtering options, allowing you to filter, for instance, all applications set to
be introduced by a specific project or all projects planning an Application Rollout in the upcoming year, etc.

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 Impact Type filtering options

Implied and Custom Impacts of Transformations

When Transformations are detailed in the Initiative Fact Sheet, the process of deconstructing the
Transformation results in the creation of several implied impacts. Additionally, you can also define custom
impacts. Typically, during the planning of transformations, not every detail is initially determined. However,
starting with a defined scope, you can refine and fine-tune details as uncertainties decrease over time. At this
juncture, you have the opportunity to specify custom impacts.

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The following implied and custom impacts are available:

• Set lifecycle phase: Sets a life cycle field of a Fact Sheet (e.g., An Application is set to active when the
Transformation is executed).
• Set / Copy field to: Sets or copy a field on a particular Fact Sheet to another Fact Sheet(e.g., A Business
Capability will change its maturity when the Transformation is executed).
• Set relation validity: The validity refers to the active from/until fields on the relations of every Fact Sheet.
When using this impact, you don't need to create the relation first, as the impact does it by default.
• Set relation field to: Set any relation field of Fact Sheet. When using this impact, you don't need to create
the relation first, as the impact does it by default.
• Create / Remove relations: Creates or removes relations of one type (Organization, children, etc.) from one
source Fact Sheet to a target Fact Sheet.
• Create / Remove relation constraints: Create or remove constraining relations of one type (Organization,
Business Capability, etc) from one source Fact Sheet to a target Fact Sheet.
• Copy / Move all relations from: Copies or moves all relations of one type (Organization, children, etc.) from
one source Fact Sheet to a target Fact Sheet.
• Remove all relations: Remove all relations of one type (Organization, children, etc.) from a Fact Sheet type.
• Replace/ Add / Remove tags: Adds or removes a tag or replaces all tags of the selected Fact Sheet.

Impacts Execution Order

The implied and custom impacts are executed in a particular order. This ensures a logical sequence of changes
on the affected Fact Sheets.

Impacts are grouped and executed in the following order:

1. Set field to
2. Set lifecycle phase
3. Copy field to
4. Replace tags
5. Add tags
6. Remove tags
7. Remove relations
8. Remove all relations
9. Create relations
10. Copy all relations from
11. Move all relations from
12. Set relation field to
13. Set relation validity
14. Remove relation constraints
15. Create relation constraints

When a Transformation is defined in the Initiative Fact Sheet, impacts are grouped and displayed in the same
order as mentioned above, regardless of when a new impact was added.

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 Custom Impacts in an Intiative Fact Sheet Grouped and Ordered Based on Execution Order.

Impact Type Classification Rules

The classification of Impact Types follows these rules:

Classification of Application Impacts

Changes to lifecycle

Implied/Custom Impact Impact Type

Application set to active Introduction

Application set to phase out Discontinuation

Application set to end of life Decommissioning

Changes to related Organization

Implied/Custom Impact Impact Type

Organization relation added to Application Rollout

Organization relation removed from Application Withdrawal

Changes to other related objects

Implied/Custom Impact Impact Type

Business Capability relation added / removed Scope Change

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Implied/Custom Impact Impact Type

IT Component relation added / removed Technical Change

Interface relation added / removed Interface Change

Classification of Interface Impacts

Changes to lifecycle

Implied/Custom Impact Impact Type

Interface set to active Introduction

Interface set to phase out Discontinuation

Interface set to end of life Decommissioning

Changes to related Organizations (non-standard configuration)

Implied/Custom Impact Impact Type

Organization relation added to Interface Rollout

Organization relation removed from Interface Withdrawal

Changes to other related objects

Implied/Custom Impact Impact Type

Data Object relation added / removed Scope Change

IT Component relation added / removed Technical Change

8.2.5.1 Scheduled Changes

Scheduled changes let you track and manage transformation-related changes directly in your fact sheets.
Learn how to view, schedule, and manage these changes for fact sheet fields and relations.

Introduction

A scheduled change essentially indicates the impacts of transformation items on the impacted fact sheet
attribute. Conversely, you can schedule changes directly on individual fact sheet attributes to create
corresponding transformation items.

The scheduled change enhances visibility and usability around transformation planning by allowing you to track
and manage upcoming changes — impacts of transformation items — directly within a fact sheet’s detail page,
reducing the need to navigate to the Transformations tab.

This makes it easier for stakeholders to stay informed, ensuring they are always aware of changes affecting
their fact sheets, while also simplifying transformation management and updates.

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Activating the Scheduled Change Feature

To start using the scheduled change feature, it first needs to be activated in the administration area, and admin
users have the right to activate or deactivate the feature.

To activate the scheduled change feature, do the following:

1. Navigate to the Transformations section in the Administration area.

2. In the Settings tab, you can toggle on the option to show scheduled changes.

Activating the Scheduled Change Feature

Similarly, you can deactivate the feature if it is not needed.

Viewing Scheduled Changes

If the feature is activated in the administration area, an option to toggle the scheduled changes appears in the
top right of fact sheets. To view the scheduled changes, toggle this option on.

Toggling the Scheduled Changes Feature On

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Once toggled on, if there are upcoming changes due to a transformation, a Scheduled change badge will appear
on the subsection header, indicating that some fact sheet attributes in the subsection have upcoming changes.
Clicking the badge opens a panel on the right, displaying the relevant transformation items and their impacts
on various fact sheet attributes. These impacts are grouped by initiative and sorted by execution date, starting
with the earliest.

Viewing Scheduled Changes

 Note

To appear as a scheduled change, a transformation item must have an implementation date.

Scheduling Changes

You can schedule a change for fact sheet attributes to update their values at a future date. Scheduling the
change creates a corresponding transformation item, making it part of your transformation initiative.

 Note

You can't schedule changes for the lifecycle and externalID fields.

Scheduling Changes for Fact Sheet Fields

To schedule a change for a fact sheet field, follow these steps:

1. Hover over the relevant subsection and click Scheduled Change.

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2. Enter or select the new values for one or more fact sheet fields.
3. Click Scheduled Change to open the settings overlay.
4. Under Initiative, search for and select an existing initiative fact sheet. If no fact sheet exists, create a new
one to associate the change with.
5. Under Transformation Name, choose an existing transformation item or create a new one to group the
change under.
6. Under Effective Date of Change, enter a date for when the change should take place.
7. Click Save.

Scheduling Changes for Fact Sheet Fields

 Note

Scheduling a change creates or updates a transformation item and enables you to visualize its impact in
your to-be architecture. For scheduled changes to take effect in your as-is architecture, the transformation
item must be executed — simply reaching the effective date does not automatically apply the change.

Scheduling Changes for Fact Sheet Relations

When scheduling changes for fact sheet relations, you can create or remove particular relations or use
transformation templates to create or remove relations.

To schedule a change for a relation, follow these steps:

1. Hover over the relevant subsection and click Schedule Change.

2. In the overlay, select one of the following actions based on your needs.
a) Create Relation
b) Remove Relations
c) Select a relevant transformation template under Use a Transformation Template.

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 Scheduling Changes for Fact Sheet Relations

Follow the corresponding instructions for your chosen action:

Creating Relations
1. Select the fact sheet to which to establish the new relation.
2. Click Scheduled Change to open the settings overlay.
3. Under Initiative, search for and select an existing initiative fact sheet. If no fact sheet exists, create a new
one to associate the change with.
4. Under ,Transformation Name choose an existing transformation item or create a new one to group the
change under.
5. Under Effective Date of Change, enter a date for when the change should take place.
6. Click Save.

Removing Relations
1. Check the boxes next to the relations that you want to remove.
2. Click Selected Fact Sheets or Select All to remove all relations.
3. Click Scheduled Change to open the settings overlay.
4. Under Initiative, search for and select an existing initiative fact sheet. If no fact sheet exists, create a new
one to associate the change with.
5. Under Transformation Name, choose an existing transformation item or create a new one to group the
change under.
6. Under Effective Date of Change, enter a date for when the change should take place.
7. Click Save.

Using a Transformation Template

1. Fill in all required fields in the selected transformation template.
2. Click Save.

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  Note

The list of transformation templates only shows the templates that are relevant to the selected relation.

To learn more about transformation templates, refer to Transformation Templates [page 1736].

Deleting Scheduled Changes

To delete a scheduled change, you need to delete the corresponding impact in the transformation item:

1. Go to the Transformations tab of the fact sheet.

2. On the relevant transformation item, click Show next to Custom impacts.
3. Hover over the relevant custom impact and click the delete icon.

 Note

If the scheduled change was created using a transformation template, you cannot delete the implied
impacts individually. Instead, you must delete the entire transformation item. To learn more, see Deleting
Transformation Items [page 1741].

8.2.6 Reports and Roadmaps

Reports offer valuable insights throughout—from gaining clarity and visualizing target architecture to
comparing scenarios, planning roadmaps, and monitoring progress.

 Note

SAP LeanIX Architecture and Road Map Planning was previously known as Business Transformation
Module (BTM).

Reports play a vital role in guiding your transformation journey. They serve as powerful tools for analysis,
decision-making, and communication with stakeholders. From gaining a clear view of your initiative portfolio to
visualizing the target architecture, comparing scenarios, planning roadmaps, and monitoring progress, reports
provide valuable insights.

SAP LeanIX Architecture and Road Map Planning further strengthens the reporting capabilities of SAP LeanIX
with the following features:

• Reports are enriched with Impacts: A new View Impact Type in reports allows you to see how various
applications are impacted because of an Initiative and understand the detailed impacts of future changes,
including dependencies between people, data, and infrastructure. Learn more about Impacts in Impacts
[page 1770].
• Roadmap Reports are enriched with Milestones: This allows you to visualize and understand major
milestones of your initiatives, keep track of your modernization plans, and ensure IT transformation is
on time, scope, and budget. Learn more about Milestones in Milestones [page 1730].

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• Timeline Projections: Reports with timelines are enriched with Project/Initiative projections. It helps you
compare and understand how your IT landscape changes at different points in time, based on the
projected Initiatives.

Visualizing Future Changes of Transformations

To visualize the future changes that the transformations will bring to your IT landscape, do the following:

1. Navigate to reports with a timeline.

2. Click on Add an Initiative + button located on the left side of the timeline.

Adding Initiative to the timeline

3. From the selection window, select the Initiatives that include the Transformations whose impact you wish
to visualize. Selecting the parent project is sufficient to view all the impacts; there's no need to choose
every project in the hierarchy.
4. Click Use Selected Fact Sheets.

With this, the impacts of the selected projects become visible in the report. Navigate to any point in time by
clicking on the timeline. To compare the changes between two points in time, hold down the shift key and click
on two points along the timeline.

If you want to view only the changes, go to the report settings and check the Show only changed Fact Sheets
box.

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 Report Setting to see only changed Fact Sheets

Roadmap Reports in SAP LeanIX Architecture and Road Map Planning

Roadmap Report gives a timeline representation of an organization's enterprise architecture elements. It

visualizes the strategic initiatives, projects, and priorities that the organization plans to undertake to achieve
its desired future state. It helps you monitor and manage initiatives and projects. Regular updates enable
a continuous assessment of progress and identification of new opportunities to improve your organization's
architecture.

For more information on Roadmap reports, including their features and guidance on working with them, see
Roadmap Report [page 707].

SAP LeanIX Architecture and Road Map Planning enables you to visualize milestones of your projects in
Roadmap reports, which help you keep track of your modernization plans, and ensure IT transformation is on
time, scope, and budget. To learn more about Milestones, see Milestones [page 1730].

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Visualize Dependencies

Roadmap Reports play an important role in understanding dependencies within your transformation projects.
The dependency lines featured in the roadmap highlight relationships between projects, such as ‘Requires’ /
‘Required by’ and ‘Blocks’ / ‘Blocked by.’

• Requires / Required By: This type of dependency indicates one project requires the completion of the other
to be considered complete. Both projects can run in parallel, but the required project has to be finished
before the project that requires it.
• Blocks / Blocked By: This type of dependency indicates a situation where one project obstructs or is
obstructed by another to begin.

The Initiative Fact Sheets display the ‘Requires’ and ‘Required by’ fields by default. However, to make the
‘Blocks' and 'Blocked by’ fields visible, you need to move them from the 'Unused Fields and Relations section'
through fact sheet configuration. For details, see Unused Fields and Relations [page 945].

Modeling dependencies in Initiative Fact Sheet

In the Roadmap reports, the 'Requires / Required by' dependencies are displayed via an end-to-end line. If the
dependency is met, the line will be grey. If the dependency is not met, the line will be red.

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 'Requires / Required by' dependencies

The 'Blocks’ / ‘Blocked by’ dependencies are displayed via a start-to-end line. If the dependency is met, the line
will be grey. If the dependency is not met, the line will be red.

'Blocks’ / ‘Blocked by’ dependencies

8.2.7 Transition from Transformation Items/Project Fact

Sheet to Initiative

 Note

SAP LeanIX Architecture and Road Map Planning was previously known as Business Transformation
Module (BTM).

SAP LeanIX has updated its Meta Model v3 and is rolling out the evolved Meta Model v4 to workspaces for new
customers. Existing customers who are using the Meta Model v3 [page 214] are not obliged to migrate but can
decide proactively to use the Meta Model v4. Many users are actively embracing Meta Model [page 42], and
you can find detailed guidance on this process here [page 220].

This documentation provides instructions to users of SAP LeanIX Architecture and Road Map Planning on
moving from Transformation Items or Project Fact Sheet type to Initiative Fact Sheet. Whether you continue
to use the Transformation Item Fact Sheet type after you migrated to the new BTM module (now known as
SAP LeanIX Architecture and Road Map Planning) OR you switched to the Projects Fact Sheet type, in this
documentation, you will find instructions on how to configure the Transformation Item/Project Fact Sheet type
to the Initiative Fact Sheet.

Here are two different approaches based on your situation to achieve this.

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  Note

These transitions will not result in any loss of data.

Approach 1: Renaming the Label via Meta Model configuration

In this approach, you simply rename the label of the Transformation Item/Project Fact Sheet type and also the
labels of the category fields by going to the Meta Model configuration.

 Note

• This approach is viable for users of both old and new BTM module (now known as SAP LeanIX
Architecture and Road Map Planning) whether you continue to use the Transformation Item Fact Sheet
or have switched to the Project Fact Sheet type.
• Users who have migrated to new BTM module (now known as SAP LeanIX Architecture and Road Map
Planning) but have kept the Transformation Fact Sheet type, can also follow approach 2, if they want to
remove the old category attributes instead of simply renaming them.

1. Go to Meta Model Configuration under Basic Settings and select Transformation Item/ Project Fact Sheet.
2. Rename the label (Translation) of the Transformation Item/Project Fact Sheet type to Initiative from the
right-side panel. The right-side panel appears when you click on the header section of the Fact Sheet. Also,
make appropriate changes in the Help text field as it provides the right context for other users; for example,
"Which Initiatives are currently changing the IT landscape?"

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3. Rename the label (Translation) of the category Plan to Idea and Building Block to Program.

4. Click Show changes and then Apply

 Note

Transitioning other fact sheet types

Similarly, you can reconfigure other fact sheet types, such as user group to organization, process to
business context, etc., to align with the meta model v4 fact sheet types. For fact sheet subtypes, ensure
to use the correct unique IDs and values. For detailed information, refer to Configure Workspace for Meta
Model v4 [page 220].

Approach 2: De-provision the category field and recreate it again

Some customers want to replace the "Plan" and "Building Block" attributes with new category attributes "idea"
and "program," but technical limitations in the meta model prevent this. As a solution, Approach 2 involves
de-provisioning the category field and recreating it from scratch. In this approach, you entirely remove the
category field of the Transformation Item Fact Sheet type and recreate it again while renaming the Fact Sheet
label. This approach is for those who have migrated to the new BTM module (now known as SAP LeanIX
Architecture and Road Map Planning) but have kept the Transformation Fact Sheet type.

1. Go to the Optional Features & Early Access page.

2. Open the "BTM" Configuration.

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3. Run Optional Transitions to remove the category field from the Transformation Item Fact Sheet type. It will
delete the category field from the Transformation Item Fact Sheet type and remove the category’s values
from the “impactManagement“ config.

4. Now, recreate the Category field with four attributes by going to the Meta Model
configuration and selecting Transformation Item. Input “category” as a Unique ID in the

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 Key field. Input "idea", "program", "epic", and "project" as Unique IDs in the Values fields.

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5. Rename the label (Translation) of the Transformation Fact Sheet to Initiative.

 Caution

Do not trigger Reprovision workspace for 1-2 hours after step 3.

 Note

When the category field is de-provisioned, all the Fact Sheets of type Transformation Item will simply be
unassigned from any categories, and this action will not result in any loss of data. Once the category field
is recreated again, users need to reassign each Fact Sheet to a specific category (Subtype). A simple
approach to reassigning each Fact Sheet is to choose Table view in the Inventory and edit the respective
column easily.

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9 Developer Guide

Resources for developers working with SAP LeanIX.

As a developer, you can retrieve data programmatically and build custom integrations with SAP LeanIX. Explore
the topics in this section to find the information you need:

• Basics [page 1790]: Learn how to choose a technology for your integration and authenticate to SAP LeanIX
services.
• Guides and Tutorials [page 1803]: Explore practical examples of using our technologies.
• SAP LeanIX APIs [page 1895]: Get an overview of our APIs and learn when to use each.
• Reporting Framework and CLI [page 2197]: Build custom reports tailored to your needs.
• MCP Server [page 879]: Learn how the MCP server for SAP LeanIX works and how to connect to it.

For additional information, refer to the following resources:

• Getting started guide [page 11]: Get an overview of SAP LeanIX and explore its key concepts and features.
• SAP LeanIX Community : Connect with our community to share experiences, exchange ideas, and seek
advice. Join the SAP LeanIX Developers group to discuss technical topics with developers and industry
experts.

9.1 Basics

Explore the essentials to start building your integrations.

• Choosing a Technology for Your Integration [page 1790]

• Authentication to SAP LeanIX Services [page 1792]
• Base URL [page 1802]

9.1.1 Choosing a Technology for Your Integration

Factors that you need to consider when choosing a technology for your integration.

Overview

This article outlines the key factors that you need to consider when choosing a technology for your integration.
With integrations, you can seamlessly import and export data from external systems and automate workflows
for your organization.

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To cater to a diverse set of requirements that you may have, we offer several integration solutions, including the
following:

• Out-of-the-box integrations [page 1245]

• GraphQL API [page 1900]
• REST APIs [page 1897]
• Webhooks [page 2160]
• Integration API [page 1988]

Before you initiate the integration process, collect the requirements for your integration and evaluate the setup
of the external system. Then, based on your requirements, select a technology considering the advantages and
disadvantages of each solution.

Use Out-of-the-Box Integrations

To explore pre-built solutions designed for integrating with third-party systems, see Discovery and Integrations
[page 1245].

Advantages:

• SAP LeanIX handles the development, operation, and maintenance of the integration.
• A workspace administrator can configure the integration directly within the user interface of SAP LeanIX.
• For assistance in creating a suitable configuration for your specific use case, you can refer to our extensive
documentation or seek guidance from our Customer Success Team.
• You don't need any middleware or engineering resources for the integration setup.

Disadvantages:

• Our out-of-the-box integrations are designed for specific use cases and might not fully align with your
requirements.
• To configure some out-of-the-box integrations, you may need to purchase additional SAP LeanIX products.
• The synchronization timing, whether real-time or based on a daily schedule, depends on the capabilities of
specific integrations.

Integrate Using the GraphQL API, REST APIs, and Webhooks

We provide an extensive range of APIs to accommodate your use cases and requirements. Explore our
GraphQL API [page 1900], REST APIs [page 1897], and webhooks [page 2160].

Advantages:

• SAP LeanIX handles the development, operation, and maintenance of APIs, ensuring their stability and
reliability.
• You can tailor the integration to your unique use cases or requirements as long as you can implement the
integration using our APIs.
• There is a wide range of technologies and tools to develop, operate, and maintain your custom integration.
You can choose any solution according to your engineering guidelines and policies.

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• You can adjust the synchronization timing for the integration according to your requirements. You
can schedule full synchronizations at a specific time or set up a webhook event to trigger real-time
synchronizations.

Disadvantages:

• Developing, operating, and maintaining your custom integration is your responsibility, which requires
dedicated engineering capabilities and resources on your end.

Build a Custom Integration Using the Integration API

We offer the Integration API that enables you to build a custom integration according to your use case and
requirements while investing less effort and resources compared to other alternative solutions. For more
information, see Integration API [page 1988].

Advantages:

• The Integration API allows you to significantly reduce the amount of resources and requirements that you
need on your end. Instead of implementing an entire integration from scratch, you need to configure the
external system to provide or consume relevant data using our custom LeanIX Data Interchange Format
(LDIF) [page 1990] format.
• Anyone with sufficient technical knowledge can operate and maintain the actual mapping of your custom
integration. You don't need a dedicated engineering team for that.
• To assist you with setting up an appropriate configuration for your use case, we provide comprehensive
documentation and offer guidance through our Customer Success Team.

Disadvantages:

• You need to use a middleware to consume or provide your data in the LDIF format.
• While you don't need a professional engineering background, investing time in learning the language of the
processor configurations within the Integration API may be necessary.
• Developing and maintaining the processor configuration does not provide the same developer experience
that you may be accustomed to with other implementation solutions. This relates to possibilities such as
auto-completion, debugging, or automated testing.
• The Integration API does not support real-time synchronization of data.

9.1.2 Authentication to SAP LeanIX Services

Learn how to authenticate to SAP LeanIX services.

In this guide, you will learn how authentication to SAP LeanIX services works.

To authenticate your requests, follow these key steps:

1. Get an API token by creating a Technical User.

2. Get an access token.
3. Make authenticated requests to services by including the access token in the Authorization header.

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  Note

Before you begin, make sure that you know your SAP LeanIX subdomain. You can copy your subdomain
value from the Workspace URL. To learn more, see Base URL [page 1802].

Authentication Flow

SAP LeanIX employs the OAuth 2.0 protocol for user authentication across all available APIs. In the image
below, you can see how the authentication process works for an example API request.

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 SAP LeanIX OAuth 2.0 Flow

Step 1: Get an API Token

To request an access token, you need to get an API token first. As an admin, you can generate an API token by
creating a technical user. To learn how, see Technical Users [page 1798].

 Caution

The API token is shown only once. Make sure that you store it securely.

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Step 2: Get an Access Token

Now that you have an API token, you can obtain an access token.

Request an Access Token

To request an access token, make a POST request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/token

This API uses the Basic HTTP authentication scheme. For more information, see The 'Basic' HTTP
Authentication Scheme section of the Internet Standards Track document issued by the Internet
Engineering Task Force (IETF).

For credentials, use apitoken as the username and the obtained API token as the password. Set the
grant_type to client_credentials.

The following examples show how to make a request to obtain an access token.
JAANYFMYQcNtZ6ettSH9pF88RLdVBGfuY6bDFThw is an example API token that we use for illustrative
purposes.

Example request:

cURL

curl -u apitoken:JAANYFMYQcNtZ6ettSH9pF88RLdVBGfuY6bDFThw \
--request POST https://{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/token \
--data grant_type=client_credentials

JavaScript

const axios = require('axios');

const qs = require('qs');
const username = "apitoken"
const password = "JAANYFMYQcNtZ6ettSH9pF88RLdVBGfuY6bDFThw"
const data = { 'grant_type': 'client_credentials'};
const instance = "https://{SUBDOMAIN}.leanix.net";
const tokenEndpoint = "https://{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/
token"
// Step 2: Make a POST request to obtain the access token
const getToken = async () => {
try {
const response = await axios.post(
tokenEndpoint,
data: qs.stringify(data),
{
auth: {
username: username,
password: password,
},
headers: {
'Content-Type': 'application/x-www-form-urlencoded',
},
}
);
// Step 3: Receive and use the access token
const accessToken = response.data.access_token;
} catch (error) {
console.error('Error obtaining access token:', error.message);
}
};

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Java

OkHttpClient client = new OkHttpClient();

MediaType mediaType = MediaType.parse("application/x-www-form-urlencoded");
RequestBody body = RequestBody.create(mediaType,
"grant_type=client_credentials");
Request request = new Request.Builder()
.url("https://{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/token")
.post(body)
.addHeader("Authorization", Credentials.basic("apitoken",
"JAANYFMYQcNtZ6ettSH9pF88RLdVBGfuY6bDFThw"))
.build();
Response response = client.newCall(request).execute();

Python

import requests
# Set a timeout to prevent hanging requests
TIMEOUT = 10
OAUTH2_URL = "https://{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/token"
# Step 2: Make a POST request to obtain the access token, for obtain the access
token we
# use the Basic Authorization scheme, you can implement this by using the `auth`
parameter
# of the requests library.
response = requests.post(
OAUTH2_URL,
auth=("apitoken", "JAANYFMYQcNtZ6ettSH9pF88RLdVBGfuY6bDFThw"),
data={"grant_type": "client_credentials"},
timeout=TIMEOUT,
)
# Check if the request was succesfull
response.raise_for_status()
# The access token is available under the `access_token` response field.
response_payload = response.json()
access_token = response_payload["access_token"]

Review the Response

The response from the https://{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/token endpoint
includes your access token. Handle the response according to your programming language or tool.

Example response:

{
"scope":"",
"expired":false,
"access_token":"eyJhbGciOiJSUzI1NiJ9.eyJz [...] ssqaPSA",
"token_type":"bearer",
"expires_in":3599
}

The access_token is returned in JWT (JSON Web Token) format. JWTs are encoded tokens that carry
information in a compact and self-contained manner. In the context of OAuth 2.0, access tokens are often
JWTs.

Tokens are signed with a private key, enabling our APIs to validate their authenticity. The signing process
ensures that the token has not been tampered with and comes from a trusted source.

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You can decode your access token using tools such as JWT.IO . Once you have decoded your token, you can
view the token details, such as:

• Permissions: Information about the user's permissions or scope, indicating what actions or resources the
token holder is authorized to access.
• Expiration time: The validity duration of the access token in seconds is specified in expires_in. The
access token is valid for 3600 seconds, which is equivalent to one hour.

 Note

OAuth 2.0 access tokens often have a limited lifespan for security purposes. By setting an expiration time,
the system can automatically revoke access after a certain period, minimizing the risk of unauthorized
access if the token is compromised. This practice is part of the OAuth 2.0 security model to ensure that
tokens are regularly refreshed, requiring the client to reauthenticate to obtain a new valid token.

Step 3: Make Authenticated Requests to Services

After obtaining an access token, you can use it to make authenticated requests to SAP LeanIX services.

To authorize your request, insert your access token into the Authorization header. Be sure to include the
Bearer prefix to specify the token type.

As an example, let's fetch a list of Applications, internally referred to as services, from the IT Inventory of a
Workspace.

 Note

Reuse the access token in your API requests within the token lifetime. Do not request new access tokens
while the current token is still valid.

Repeatedly requesting new tokens without necessity may lead to security vulnerabilities and unnecessary
load on the authorization server. Adhere to the token expiration time and only request a new token when
necessary.

In the following example request, the access token (eyJhbGciOiJSUzI1NiJ9.eyJz [...] ssqaPSA) is
shortened. When implementing this in your applications, ensure that you use a complete and unaltered access
token.

Example request:

cURL

curl -H "Authorization: Bearer {ACCESS_TOKEN}" \

https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns

JavaScript

const axios = require('axios');

// Replace {SUBDOMAIN} with your actual subdomain
const url = 'https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns';
const accessToken = 'eyJhbGciOiJSUzI1NiJ9.eyJz [...] ssqaPSA'; // Replace with
your actual access token
// Step 2: Make a GET request to the /v1/services API endpoint
axios.get(url, {

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 headers: {
'Authorization': `Bearer ${accessToken}`,
},
})
.then(response => {
// Process the response as needed
console.log(response.data);
})
.catch(error => {
console.error('Error:', error.message);
});

Java

OkHttpClient client = new OkHttpClient();

Request request = new Request.Builder()
.url("https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns")
.get()
.addHeader("Authorization", "Bearer eyJhbGciOiJSUzI1NiJ9.eyJz [...] ssqaPSA")
.build();
Response response = client.newCall(request).execute();

Python

import requests
timeout = 20
url = 'https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns'
headers = {'Authorization': 'Bearer eyJhbGciOiJSUzI1NiJ9.eyJz [...] ssqaPSA'}
response = requests.get(url, headers=headers, timeout=timeout)
# Process the response as needed
print(response.text)

9.1.2.1 Technical Users

To get an API token, create a technical user. Manage technical users collaboratively with other administrators.

As an administrator, you can get an API token by creating a technical user. With an API token, you can request
an access token to authenticate to SAP LeanIX services. For more information, see Authentication to SAP
LeanIX Services [page 1792].

With technical users, you get the following benefits:

• Integrations are no longer tied to a specific person, which allows you to avoid problems such as the person
being on vacation or otherwise unavailable.
• Users who don't have access to a workspace can still manage integrations and access SAP LeanIX APIs.
• Technical Users can be subscribed to fact sheets for better integration building.
• Technical Users can be subscribed to notifications with a group email address, which allows you to
efficiently manage notifications in your organization.

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Creating a Technical User

Follow these steps:

1. In the user profile menu, select Administration, and then go to Technical Users.
2. Click New Technical User.
3. Enter the details for a Technical User:
• Username: Enter a username for the Technical User.
• (Optional) Description: Enter a description for the Technical User.
• Permission Role: Select a permission role: Admin, Viewer, or Member.
• (Optional) Customer Roles: Roles that you can define and configure in services that support them,
such as the Pathfinder . In contrast, standard roles are an integral part of the SAP LeanIX
authorization scheme and are recognized and supported by all services. You can configure custom
roles only if your organization manages user roles within a single-sign-on (SSO) identity provider. For
more information, see Managing User Roles with SSO [page 1146].
• (Optional) Access Control Entities: Use this parameter to map a Technical User to Access Control
Entities (ACEs) and Access Control Lists (ACLs) created with virtual workspaces. To learn more, see
Virtual Workspaces [page 1223].
• Expiry Date: Set the expiration date for the API token associated with this user.
4. Click Save.

Creating a Technical User

A Technical User is created, and an overlay with an API token is displayed.

Save the API token. It is shown only once.

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 An API token is generated once you have created a Technical User

Managing Technical Users

Multiple administrators can collaboratively manage technical users. As an administrator, you can:

• Create technical users

• Replace the API token of a technical user: To do this, click Replace token on the technical user you need,
then confirm your action. When you replace an API token, the previous token is disabled. Any integrations
or scripts using the previous token will stop working.
• Update a technical user: To update the details associated with a technical user, select a user on the
Technical Users page, and update the information you need. You can change the expiration date of the
associated API token, but this action doesn’t replace or delete the token.
• View the changelog of associated actions: To view the history of updates for a technical user, click History
on the technical user you need. You can see the full changelog of actions associated with the user.
• Delete a technical user: To do this, click the trash bin icon on the technical user you need, then confirm
your action. When you delete a technical user, the API token associated with the user is also deleted. Any
integrations or scripts using the token will stop working.

Best Practices

Here are some best practices to securely use API tokens. This list is non-exhaustive.

• Treat an API token like a password or other sensitive credentials.

• Don’t share API tokens with anyone who shouldn’t be using them.
• Delete unnecessary API tokens by deleting technical users.
• Replace API tokens periodically.
• Store API tokens securely, for example, by using secrets management tools.
• Securely use API tokens in your code.
• Transfer API tokens securely.
• Set up monitoring and auditing to detect and respond to any unauthorized access.

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9.1.2.2 Configuring Authentication to SAP LeanIX APIs in
Postman

Configure OAuth 2.0 authentication to SAP LeanIX APIs for a collection in Postman. The configuration applies
to both REST and GraphQL protocols.

Postman is an API platform for building and using APIs. For more information, refer to the Postman
documentation.

Prerequisites

• Learn how authentication to SAP LeanIX APIs works. For details, see Authentication to SAP LeanIX
Services [page 1792].
• Get an API token by creating a technical user. To learn how, see Technical Users [page 1798].
• Install Postman and ensure that you know how to use it.

Procedure

1. Select the collection for which you want to configure authentication. If needed, create a new collection.
2. On the collection page, navigate to the Authorization tab.
3. In the Type list, select OAuth 2.0.
4. Under Configure New Token, click Edit token configuration and specify the following details:
• Token Name: Enter a name for the token.
• Grant Type: Select Client Credentials.
• Access Token URL: Enter the following URL of the authentication endpoint: https://
{SUBDOMAIN}.leanix.net/services/mtm/v1/oauth2/token. Replace {SUBDOMAIN} with your
SAP LeanIX subdomain. You can copy the subdomain value from the URL of your workspace.
• Client ID: Enter apitoken.
• Client Secret: Enter the API token that you obtained by creating a Technical User.
• Client Authentication: Select Send as Basic Auth header.

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 Configuring a New Token for OAuth 2.0 Authentication in Postman
5. To save the changes that you applied to the collection, click Save.

The authorization method that you configured will be used for every request in the collection.

To request a new access token, click Get New Access Token.

9.1.3 Base URL

Learn about the SAP LeanIX base URL and how to get your subdomain value.

The SAP LeanIX base URL varies among customers. In our documentation, the base URL appears as follows:

https://{SUBDOMAIN}.leanix.net

 Tip

You can copy the subdomain value from your workspace URL. If you need help accessing the workspace,
contact your workspace administrator.

Example Subdomain in a Workspace URL

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9.2 Guides and Tutorials

The guides and tutorials in this section offer practical examples and detailed instructions to enhance your
development processes. Use these resources to learn the essentials and find inspiration for your integrations.

• Custom Reports [page 1803]

• Code-Based Automations [page 1841]
• Importing and Exporting Data [page 1868]
• Bookmarks [page 1881]
• Updating User Permissions [page 1885]
• Retrieving Survey Results [page 1889]
• Sending Alerts to Slack and Microsoft Teams [page 1893]

9.2.1 Custom Reports

Learn how to build custom reports tailored to your organization's needs.

SAP LeanIX offers a wide range of standard, ready-to-use reports that enable you to visualize and analyze data.
To learn more about using reports, see Reports [page 662].

While standard reports cater to a broad range of requirements, there may be specific use cases that benefit
from a more customized approach. For example, your organization may need reports that are tailored to your
particular domain or industry.

As a developer, you can build custom reports using the Reporting Framework and CLI [page 2197]. This toolkit
enables you to connect to your SAP LeanIX workspace, retrieve data, build reports, and then upload them to
your workspace or publish them on the SAP LeanIX Store.

In this section, you'll learn how to:

• Build custom reports in various formats

• Query data for reports
• Visualize report data
• Upload reports to your workspace or publish them on the SAP LeanIX Store

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9.2.1.1 Setting Up Your Custom Reports Project

Before you start developing custom reports, configure your project using the scaffolder of the LeanIX Reporting
CLI.

Overview

The LeanIX Reporting CLI is a tool designed to aid in the creation of custom reports within the LeanIX
Reporting Framework. The LeanIX Reporting CLI enables you to scaffold a project skeleton equipped with all
the necessary files and dependencies, which significantly accelerates your development workflow.

In this tutorial, you'll learn how to configure your system using the scaffolder of the LeanIX Reporting CLI.

By the end of this tutorial, you'll be able to scaffold your custom reports project.

 Note

While the LeanIX Reporting Library does not enforce a specific JavaScript framework or CSS
preprocessors, it provides a basic setup with JavaScript ES6 and Webpack.

Prerequisites

Before you start, install NodeJS LTS on your system.

This tutorial assumes you have basic knowledge of:

• LeanIX Reporting Library

• Reports in SAP LeanIX [page 662]
• JavaScript (ES6)
• Webpack
• Chart.js
• Tailwind CSS

 Note

While our tutorials are framework-agnostic for ease of understanding, incorporating a framework such as
Tailwind CSS or Vue.js can significantly decrease the amount of manual code needed for complex reports.
We highly recommend exploring these frameworks to streamline your development process.

Step 1: Install the LeanIX Reporting CLI

To get started, install the LeanIX Reporting CLI using the following command:

npm install -g @leanix/reporting-cli

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To verify the installation, run the following command:

lxr --version

Step 2: Create Your Project Directory

To create a directory where you want to host your project, run the following command:

mkdir custom-reports-demo

To switch to the directory that you created, run the following command:

cd custom-reports-demo

Step 3: Scaffold Your Project

Scaffold your project using the init command in the LeanIX Reporting CLI :

lxr init

The scaffolder uses an interactive terminal prompt to assist you with the initial project setup.

Initializing new project...

? Name of your project for package.json My Custom Report Project
? Unique id for this report in Java package notation (e.g. net.leanix.barcharts)
custom.report.demo
? Who is the author of this report (e.g. LeanIX GmbH) LeanIX GmbH
? A title to be shown in LeanIX when report is installed Custom Report Demo
? Description of your project Custom Report Demo
? Which licence do you want to use for this project? UNLICENSED
? Which host do you want to work with? app.leanix.net
? Which is the workspace you want to test your report in? test
? API-Token for Authentication (see: https://dev.leanix.net/docs/
authentication#section-generate-api-tokens) {{YOUR_API_TOKEN}}
? Are you behind a proxy? No

Once you've finished answering the scaffolder's questions, it generates a basic project structure with the
necessary directories and an initial set of files essential for your project.

├── README.md
├── lxr.json
├── package.json
├── src
│ ├── assets
│ │ ├── bar.css
│ │ └── main.css
│ ├── fact-sheet-mapper.js
│ ├── index.html
│ ├── index.js
│ └── report.js
└── webpack.config.js

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The basic project structure includes the following files that provide a foundation for your application:

• lxr.json: The file contains the configuration for the development server and your SAP LeanIX workspace.
• package.json: The file contains information about your project, such as its name, version, dependencies,
and scripts. It's used for managing the project's dependencies and automating tasks using npm.
• Base configuration files required for the project.

The following files contain guidance to help you build your first custom report:

• index.js: The file serves as the primary entry point for your custom report project. It's generated with a
basic set of code to guide you through the initial stages of development.
• report.js: The file serves as an example showing how to poll data to be used within your custom report
from SAP LeanIX. It provides general guidance on developing your own custom report. The specific module
is imported within index.js.

To learn how to create your first report, complete this tutorial and see Next Steps [page 1810].

Congratulations! A basic skeleton for your custom report project is now ready. If you need to modify the project
configuration, you can do it by following the instructions in the following step.

Step 4: Configure Your Project

You can change the configuration of your project in the lxr.json and package.json files.

lxr.json
The lxr.json file contains the configuration for the development server and your SAP LeanIX workspace.

lxr.json

{
"host": "app.leanix.net",
"workspace": "",
"apitoken": "{{YOUR_API_TOKEN}}",
"proxyURL": "",
"localPort": "8080"
}

If you're working behind a proxy, you can specify the proxy URL using the proxyURL property. By default, the
development web server runs on port 8080. If this port is already in use by another application on your system,
you can modify the port using the localPort property.

The LeanIX Reporting CLI development server generates a self-signed SSL certificate for development
purposes. If you prefer to use your own generated SSL certificate, you can specify it using the ssl property.

lxr.json

{
"host": "app.leanix.net",
"workspace": "",
"apitoken": "{{YOUR_API_TOKEN}}",
"proxyURL": "",
"localPort": "8080",
"ssl" {
"cert": "/path/to/cert",
"key": "/path/to/key"

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 }
}

package.json

If you have experience with npm, you know that the package.json file is an essential element of any Node.js
project. Understanding how to use the file is required to work with Node.js, npm, and modern JavaScript.

This file is also used in the LeanIX Reporting Library for configuring custom report projects.

The scaffolding process also generates specific settings for the LeanIX Reporting Library in the package.json
file.

{
"name": "Custom Reports Demo",
"author": "LeanIX GmbH",
"version": "1.0.0",
"description": "This is a custom reports demo",
"leanixReport": {
"id": "custom.reports.demo",
"title": "Custom Reports Demo",
"defaultConfig": {}
}

The following table contains configurable fields within the package.json file.

Property Description Required

name The name of the project. Required

version The version of the custom report as dis- Required

played in the workspace.

author The author of the custom report. Optional

description The description of the custom report. Optional

leanixReport The object that contains additional in- Required

formation related to the report.

The leanixReport object contains fields listed in the following table.

Property Description Required

id The unique ID of the report. Required

title The title of the report that is displayed Optional

in the user interface.

documentationLink The link to the report documentation. Optional

defaultConfig The default configuration object. Optional

 Note

id adheres to the Java package naming convention , which specifies alphanumeric strings with
underscores _ and dots . allowed ([a-z,0-9,_,.]).

The id value must not end with a dot or comma. This ensures consistency and readability within the
codebase.

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 The part of the id parameter following the last dot is the unique identifier that is displayed in the reporting
menu. To avoid overriding existing reports, ensure that this identifier is unique.

Step 5: Install Dependencies

The scaffolder automatically generates the package.json file that contains the essential entries and
dependencies for your project. Once the package.json file is created, you can proceed with installing the
project dependencies using the appropriate npm command.

npm install

This command downloads and installs all dependencies listed in the package.json file.

Step 6: Install Chart.js

To be able to generate charts for your custom reports, install a charting library.

 Note

The power of SAP LeanIX custom reports lies in their flexibility. The framework doesn't limit you to a
specific charting library – you can select the one you prefer. In our tutorials, we use the Chart.js library.
For complete setup instructions, refer to the Chart.js documentation .

To install Chart.js, run the following command:

npm install chart.js

Step 7: Install Tailwind CSS

To be able to style your custom reports, install a CSS framework.

 Note

You can use your preferred CSS library to build custom reports. In this tutorial, we use Tailwind CSS. For
complete setup instructions, refer to the official Tailwind CSS documentation .

To install Tailwind CSS, run the following command:

npm install -D tailwindcss

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Step 8: Verify Your Project Setup

To ensure that all dependencies have been installed and your configuration is set up correctly, start the
development server.

$ npm start
Your workspace is CustomReportDemo
Starting development server and launching with url: https://app.leanix.net/
CustomReportDemo/reports/dev?url=https%3A%2F%2Flocalhost%3A8080
--https --port 8080
ℹ ｢wds｣: Generating SSL Certificate
ℹ ｢wds｣: Project is running at https://localhost:8080/
ℹ ｢wds｣: webpack output is served from /
[...]
ℹ ｢wdm｣: Compiled successfully.
Open the following url to test your report:
https://app.leanix.net/CustomReportDemo/reports/dev?
url=https%3A%2F%2Flocalhost%3A8080#access_token={{ACCESS_TOKEN}}

In the code sample, we've truncated the output for better readability.

 Note

You can also initiate the development server by executing the lxr start command. This action has the
same result as running npm start.

Upon initial launch, the development server generates a self-signed SSL certificate for secure communication.
However, if you've already configured a custom SSL certificate in the lxr.json file, this step is skipped.
Subsequently, the development server binds to the specified local port as defined in the localPort
configuration.

When you execute the npm start command, the terminal displays two URLs:

• Localhost URL: This URL points to the localhost address of your machine, for example, https://
localhost:8080.
• LeanIX URL: This URL points to the host configured in your lxr.json file. It appears as
https://app.leanix.net/CustomReportDemo/reports/dev. In this URL, app.leanix.net and
CustomReportDemo point to the host and workspace properties of your lxr.json configuration,
respectively.

To validate the operation of your web server, open a web browser and navigate to the SAP LeanIX URL
displayed in the terminal window after executing the npm start command. If the web server is functioning
correctly, you should be able to access the application. If you encounter any issues accessing the SAP LeanIX
URL, verify your installation using the localhost URL.

Troubleshooting: Bypassing Browser Errors for Self-Signed Certificates

While developing custom reports, you might encounter browser errors related to self-signed certificates. To
learn how to allow self-signed certificates in some popular browsers, follow the instructions in this section.

 Caution

Allowing the use of self-signed certificates in your browser should be strictly limited to the development
phases, as it can expose your browser to security risks.

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Google Chrome
Follow these steps:

1. Navigate to chrome://flags/#allow-insecure-localhost in the address bar.

2. Set the Allow invalid certificates for resources loaded from localhost option to Enabled.

Mozilla Firefox
Follow these steps:

1. Type about:config in the address bar and press Enter (Windows) or Return (macOS).
2. On the warning page, click Accept the Risk and Continue.
3. In the search bar, type network.stricttransportsecurity.preloadlist and set its value to false.

For more information, refer to the Mozilla Firefox documentation .

Safari
Follow these steps:

1. Click Show Certificate.

2. Select the checkbox to trust [website] when connecting to [website].
3. Click Continue.

For more information, refer to the Safari documentation .

Summary

In this tutorial, you learned how to configure your system using the scaffolder of the LeanIX Reporting CLI,
which enables you to create a project skeleton equipped with all the necessary files and dependencies for
building custom reports.

Next Steps

Once you've installed all the dependencies and configured your environment, you're now ready to start
developing your first custom reports. For more information, see Building Your First Custom Report [page 1810].

9.2.1.2 Building Your First Custom Report

Learn how to list your workspace fact sheets using the LeanIX Reporting Library.

Overview

Custom reports offer a powerful way to extract valuable insights from your SAP LeanIX data. By creating
tailored reports, you can focus on specific aspects of your organization's IT landscape and track key

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performance indicators (KPIs) that align with your strategic goals. Whether you're analyzing IT portfolio
trends, assessing supplier performance, or monitoring project progress, custom reports provide a flexible and
insightful approach to data visualization.

This tutorial is designed to provide developers with hands-on experience and a practical introduction to the
fundamental features of the LeanIX Reporting Library. As you navigate through subsequent tutorials, you'll
explore more complex and advanced scenarios.

In this tutorial, you'll learn how to get started with the LeanIX Reporting Library by creating a custom report
that lists all fact sheets available in your workspace. The report represents a set of HTML elements that display
the name, type, and description of each fact sheet.

By the end of this tutorial, you'll be able to create a custom report that lists all workspace fact sheets.

Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Create a project skeleton structure using the scaffolder of the LeanIX Reporting CLI. To learn more, see
Setting Up Your Custom Reports Project [page 1804].

This tutorial assumes you have basic knowledge of:

• JavaScript
• Reports in SAP LeanIX

Step 1: Navigate to the Project Directory

To get started, navigate to the directory of your project skeleton using the following command:

cd custom-reports-demo

Step 2: Create a Custom Report Module

Create a new JavaScript module named factSheets.js under the src folder and insert the following code
into it. This module exports the FactSheetsReport class that provides a list of fact sheets, displaying their
displayName and description attributes in the report.

factSheets.js

/**
* Tutorial: Building Your First Custom Report
*/
export class FactSheetsReport {
/**

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 * Create a FactSheetsReport instance.
* @param {Object} setup - The setup configuration.
*/
constructor(setup) {
this.setup = setup;
}
/**
* Create a configuration object according to the reporting frameworks
specification.
* @return {Object} The configuration object.
*/
createConfig() {
return {
facets: [
{
key: 'main',
attributes: ['displayName', 'description'],
callback: this.render.bind(this) // Bind 'this' to ensure it points to
the FactSheetsReport object
}
]
};
}
/**
* Render the data returned from the request.
* Create a div element and render the data with the `displayName` and `id` of
it.
* @param {Array} data - The data to render.
*/
render(data) {
// Create main container with flex layout
const container = document.createElement('div');
container.classList.add('flex', 'flex-col')
// Create and append heading
const heading = document.createElement('h1');
heading.textContent = 'Detailed Data Display';
container.appendChild(heading);
// Create and append fact sheet divs for each data item
data.forEach((item) => {
const itemDiv = this.createFactSheetDiv(item);
container.appendChild(itemDiv);
});
// Clear existing content and append the new content
const report = document.getElementById('report');
report.innerHTML = '';
report.appendChild(container);
}
/**
* Create a div for a fact sheet item.
* @param {Object} item - The fact sheet item.
* @return {HTMLElement} The fact sheet div.
*/
createFactSheetDiv(item) {
// Create main div for the fact sheet
const itemDiv = document.createElement('div');
itemDiv.classList.add('p-2');
// Create and append display name
const strongText = document.createElement('strong');
strongText.textContent = item.displayName;
itemDiv.appendChild(strongText);
// Create and append type
const typeContainer = document.createElement('p');
typeContainer.innerHTML = `<strong>Type</strong>: $
{lx.translateFactSheetType(item.type)}`;
itemDiv.appendChild(typeContainer);
// Create and append description if it exists
if (item.description) {
const descriptionContainer = document.createElement('p');

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 descriptionContainer.innerHTML = `<strong>Description</strong>: $
{item.description}`;
itemDiv.appendChild(descriptionContainer);
}
// Add the Fact Sheet Level
if (item.level) {
const factSheetLevelContainer = document.createElement('p');
factSheetLevelContainer.innerHTML = `<strong>Level</strong>: ${item.level}`
itemDiv.appendChild(factSheetLevelContainer);
}
return itemDiv;
}
}

Step 3: Import Fact Sheet Information into the Main Module

Open the generated index.js file of your project skeleton and replace the code with the following:

index.js

// Importing '@leanix/reporting' makes the `lx` object globally available

import '@leanix/reporting';
// Import css assets for the custom report.
import './assets/main.css';
// Import our custom report module.
// import { FactSheets } from './factSheets.js';
import { FactSheetsReport } from './factSheets.js'
// Invoke the `lx.init()` method to signal the reporting framework to begin
// report initialization.
// `init()` returns a promise, which gets resolved once the initialization
// process is complete.
lx.init().then(function (setup) {
// Once initialization completes, we receive a `setup` object with LeanIX
// data for our report. Next, we construct the report object and configure it.
let report = new FactSheetsReport(setup);
let config = report.createConfig();
// Pass the finalized configuration object to `lx.ready()` function,
// notifying LeanIX that our report is prepared to receive and process data.
lx.ready(config);
});

Step 4: Start the Development Server

Once you've imported FactSheetsReport into the main module, you can start the development server. Run
the following command:

npm start

A new tab opens in your browser displaying your custom report in the Reports section within your SAP LeanIX
environment. If the tab doesn't open, the command provides a link that you can copy and then paste into the
address bar of your browser.

The following image shows the outcome of the script used in this tutorial.

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 Custom Report That Lists All Fact Sheets Available in a Workspace

Summary

This tutorial has provided an introduction to creating custom reports using the LeanIX Reporting Framework.
You learned how to:

• Import the LeanIX Reporting Library, initialize the LeanIX Reporting Framework, and create a custom
report class
• Configure the report and render fact sheet data by creating a customized view of your fact sheets
• Apply the lx.ready() method to indicate that the report is prepared and ready for receiving and
processing data

9.2.1.3 Filtering in Custom Reports

Learn how to use facets to filter data when building custom reports.

Overview

Fact sheets form the backbone of SAP LeanIX, serving as the primary source of information about your IT
landscape. The ability to generate reports over various types of fact sheets offers organizations the flexibility to
gain deeper insights into their IT environment.

Much like the inventory, custom reports in SAP LeanIX offer built-in capabilities to leverage existing filtering
mechanisms. This allows for a more thorough and detailed overview of your IT landscape.

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Facets are essential tools that provide granular control over the fact sheets retrieved. They offer the capability
to create additional callbacks, serving custom business logic when filter changes occur. By using facets, you
can not only refine the data you're pulling but also dynamically respond to changes in your selection criteria.
This allows for more robust, responsive reporting that can adapt to your unique business needs.

In this tutorial, you'll learn how to create a report using the facet filtering feature of the LeanIX Reporting
Framework. This report calculates the count of fact sheets and the average completion ratio for each fact sheet
type defined in your workspace.

By the end of this tutorial, you'll be able to use facets in the LeanIX Reporting Framework to filter data when
creating custom reports.

Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Create a project skeleton structure using the scaffolder of the LeanIX Reporting CLI. To learn more, see
Setting Up Your Custom Reports Project [page 1804].

This tutorial assumes you have basic knowledge of:

• JavaScript
• Reports in SAP LeanIX

Step 1: Navigate to the Project Directory

To get started, navigate to the directory of your project skeleton using the following command:

cd custom-reports-demo

Step 2: Create a Custom Report Module

Create a new JavaScript module named facets.js in the src directory and insert the following code into it.
This module exports the FactSheetCompletionReport class, which retrieves workspace data using facet
filters.

facets.js

/**
* Tutorial: Using Facets
*/
export class FactSheetCompletionReport {
/**
* Create a FactSheetCompletionReport instance.
* @param {Object} setup - The setup configuration.

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 */
constructor(setup) {
this.setup = setup;
}
/**
* Calculate the average completion for each Fact Sheet of a specific type.
* @param {Array} factSheets - The fact sheets to calculate average completion
for.
* @return {string} The average completion as a percentage string.
*/
calculateFactSheetCompletion(factSheets) {
const averageSum = factSheets.reduce((sum, { completion }) => sum +
completion.completion,0);
const averageCompletion = averageSum ? (averageSum / factSheets.length) *
100 : 0;
return `${averageCompletion.toFixed(2)}%`;
}
/**
* Create a configuration object according to the reporting frameworks
specification.
* @return {Object} The configuration object.
*/
createConfig() {
return {
facets: [{
key: 'main',
attributes: ['completion { completion }'],
callback: this.render.bind(this)
}]
};
}
/**
* Render the data returned from the request.
* Create a div element and render the `averageCompletion` and the
`factSheetCount`.
* @param {Array} data - The data to render.
*/
render(data) {
// Calculate the total number of Fact Sheets returned.
const factSheetCount = data.length;
// Calculate the average completion percentage for the Fact Sheets returned
const averageCompletion = this.calculateFactSheetCompletion(data);

// Create main HTML container

const container = document.createElement('div');
container.classList.add('grid', 'grid-cols-2', 'gap-2')
// Create and append fact sheet count HTML element
const factSheetCountDiv = this.createDiv(`<p class="text-
center"><strong>Fact Sheet Count</strong></p><p class="text-center">$
{factSheetCount}</p>`);
container.appendChild(factSheetCountDiv);
// Create and append average completion HTML element
const averageCompletionDiv = this.createDiv(`<p class="text-
center"><strong>Average Completion</strong></p><p class="text-center">$
{averageCompletion}</p>`);
container.appendChild(averageCompletionDiv);
// Clear existing content and append the new content
const report = document.getElementById('report');
report.innerHTML = '';
report.appendChild(container);
}
/**
* Create a div with specific styling applied.
* @param {data} - The data to render within the div element.
* @return {HTMLElement} The fact sheet div.
*/
createDiv(data) {
// Create main div for the fact sheet

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 const itemDiv = document.createElement('div');
itemDiv.classList.add('rounded-lg', 'p-2', 'bg-gray-200');
itemDiv.innerHTML = data;
return itemDiv;
}
}

This sample script employs facet filtering to calculate the count of fact sheets and the average completion
score for each fact sheet type. It displays a basic div element that includes the number of fact sheets of each
type and the average completion score for each fact sheet type.

Step 3: Import Facets into the Main Module

Open the generated index.js file of your project skeleton and replace the code with the following:

index.js

// Importing '@leanix/reporting' makes the `lx` object globally available.

import '@leanix/reporting';
// Import CSS assets for the custom report.
import './assets/main.css';
// Import our custom report module.
import { FactSheetCompletionReport } from './facets.js'
/**
* Initialize the LeanIX reporting framework and create the report.
*
* The `lx.init()` method signals the reporting framework to begin report
initialization.
* It returns a promise, which gets resolved once the initialization process is
complete.
*/
lx.init().then((setup) => {
// Once initialization completes, we receive a `setup` object with LeanIX
// data for our report. Next, we construct the report object and configure it.
const report = new FactSheetCompletionReport(setup);
const config = report.createConfig();
// Pass the finalized configuration object to `lx.ready()` function,
// notifying LeanIX that our report is prepared to receive and process data.
lx.ready(config);
});

Step 4: Start the Development Server

Once you've imported FactSheetCompletionReport into the main module, you can start the development
server. Run the following command:

npm start

A new tab opens in your browser displaying your custom report in the Reports section within your SAP LeanIX
environment. If the tab doesn't open, the command provides a link that you can copy and then paste into the
address bar of your browser.

The following image shows the outcome of the script used in this tutorial.

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 Custom Report That Shows the Fact Sheet Count and the Average Completion Score

Step 5: Use Filters in the Filter Sidebar

Filters located in the filter sidebar within the Reports section of the SAP LeanIX user interface enable you to
customize the data shown in your custom reports. By using these filters, you can dynamically modify the data
that populates your custom report, thereby ensuring that the report accurately represents the insights you're
seeking.

Experiment with these filters to see how they impact the data shown in your custom report.

Summary

In this tutorial, we explored how to use facets in the LeanIX Reporting Framework to filter data when creating a
custom report. You learned how to:

• Use the attributes field within facets to extract the completion attribute from the completion object
of fact sheets
• Calculate the average completion score for each fact sheet type, which is important for data analysis
• Use filters located in the filter sidebar within the Reports section of the SAP LeanIX user interface, which
enables you to interact with the data available in the LeanIX Reporting Library, allowing for dynamic data
manipulation

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9.2.1.4 Using GraphQL Queries with Custom Reports

Learn how to use GraphQL queries when creating custom reports.

Overview

GraphQL provides a high degree of flexibility, enabling you to customize queries to meet your exact
requirements and retrieve specific data without over-fetching or under-fetching. When integrated with the
LeanIX Reporting Library, it facilitates the creation of custom reports that are both efficient and tailored to your
unique needs.

In this tutorial, you'll learn how to create a custom report using GraphQL queries with the LeanIX Reporting
SDK. Specifically, we'll use the lx.executeGraphQL method, which allows you to run custom GraphQL
queries directly. This report calculates the count of fact sheets and the average completion ratio for each
fact sheet type defined in your workspace.

Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Create a project skeleton structure using the scaffolder of the LeanIX Reporting CLI. To learn more, see
Setting Up Your Custom Reports Project [page 1804].

This tutorial assumes you have basic knowledge of:

• JavaScript
• GraphQL
• SAP LeanIX GraphQL API
• Reports in SAP LeanIX

Step 1: Navigate to the Project Directory

To get started, navigate to the directory of your project skeleton using the following command:

cd custom-reports-demo

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Step 2: Create a Custom Report Module

Create a new JavaScript module named graphql.js in the src directory and insert the following code into
it. This module exports the FactSheetCompletionReport class, which retrieves workspace data using facet
filters.

graphql.js

/**
* Tutorial: Using GraphQL
*/
export class GraphQLFactSheetCompletionReport {
/**
* Create a GraphQLFactSheetCompletionReport instance.
* @param {Object} setup - The setup configuration.
*/
constructor(setup) {
this.setup = setup;
}
/**
* Calculate the average completion for each Fact Sheet of a specific type.
* @param {Array} factSheets - The fact sheets to calculate average completion
for.
* @return {string} The average completion as a percentage string.
*/
calculateFactSheetCompletion(factSheets) {
const average = (factSheets.reduce((sum, edge) => sum +
edge.node.completion.completion, 0) / factSheets.length) * 100;
return `${average.toFixed(2)}%`;
}
/**
* Create a configuration object according to the reporting frameworks
specification.
* @return {Object} The configuration object.
*/
createConfig() {
return {
facets: [{
facetFiltersChangedCallback: this.createReport.bind(this)
}]
};
}
testme(filter) {
console.log(filter);
}
/**
* Retrieves GraphQL data from the LeanIX GraphQL API and generates the report.
* @returns {Promise<void>}
*/
async createReport(filters) {
// Extract filters with default values if not provided
const {
facets: facetFilters = [],
fullTextSearchTerm: fullTextSearch = '',
directHits = [],
} = filters;
// Build GraphQL filters, handling potential undefined values
const qlFilters = {
facetFilters: facetFilters?.length > 0 ? facetFilters : undefined,
fullTextSearch: fullTextSearch?.trim() ? fullTextSearch : undefined,
ids: directHits.length > 0 ? directHits.map(({ id }) => id) : undefined,
};
// Define the GraphQL query
const query = `
query allFactSheetsQuery($filter:FilterInput!){
allFactSheets(filter:$filter) {

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 edges {
node {
name
completion {
completion
}
}
}
}
}`;
// Execute the GraphQL query and await the response
const response = await lx.executeGraphQL(query, qlFilters ? { filter:
qlFilters } : {});
// Render the data (assuming 'render' is a method that handles rendering)
this.render(response?.allFactSheets?.edges);
}
/**
* Render the data returned from the request.
* Create a div element and render the `averageCompletion` and the
`factSheetCount`.
* @param {Array} data - The data to render.
*/
render(data) {
// Calculate the total number of Fact Sheets returned.
const factSheetCount = data.length;
// Calculate the average completion percentage for the Fact Sheets returned
const averageCompletion = this.calculateFactSheetCompletion(data);
// Create main HTML container
const container = document.createElement('div');
container.classList.add('grid', 'grid-cols-2', 'gap-2')
// Create and append fact sheet count HTML element
const factSheetCountDiv = this.createDiv(`<p class="text-
center"><strong>Fact Sheet Count</strong></p><p class="text-center">$
{factSheetCount}</p>`);
container.appendChild(factSheetCountDiv);
// Create and append average completion HTML element
const averageCompletionDiv = this.createDiv(`<p class="text-
center"><strong>Average Completion</strong></p><p class="text-center">$
{averageCompletion}</p>`);
container.appendChild(averageCompletionDiv);
// Clear existing content and append the new content
const report = document.getElementById('report');
report.innerHTML = '';
report.appendChild(container);
}
/**
* Create a div with specific styling applied.
* @param {data} - The data to render within the div element.
* @return {HTMLElement} The fact sheet div.
*/
createDiv(data) {
// Create main div for the fact sheet
const itemDiv = document.createElement('div');
itemDiv.classList.add('rounded-lg', 'p-2', 'bg-gray-200');
itemDiv.innerHTML = data;
return itemDiv;
}
}

This script uses GraphQL queries to fetch data from your SAP LeanIX workspace, which is then used to
calculate the count of fact sheets of the specified type and the average completion score of the associated
child fact sheets. After completing this tutorial, you'll see that the outcome aligns perfectly with the result that
we achieved using facets available within the LeanIX Reporting SDK. To learn more about using facets, see
Filtering in Custom Reports [page 1814].

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It's important to highlight a significant difference between GraphQL queries and facet filters available within the
LeanIX Reporting SDK.

When using GraphQL, it's necessary to incorporate the facetFiltersChangedCallback callback to ensure
that the retrieved data reflects the selected filters. This callback is triggered every time a user interacts with
filters in the filter sidebar within the Reports section.

In contrast, when using facet filters, this functionality is automatically handled by the LeanIX Reporting Library,
requiring no additional implementation on your end. This distinction underlines the added layer of manual
intervention required when using GraphQL, even though it provides more granular control over data retrieval.

Step 3: Import GraphQLFactSheetCompletionReport into the Main Module

Open the generated index.js file of your project skeleton and replace the code with the following:

index.js

// Importing '@leanix/reporting' makes the `lx` object globally available.

import '@leanix/reporting';
// Import CSS assets for the custom report.
import './assets/main.css';
// Import our custom report module.
import { GraphQLFactSheetCompletionReport } from './graphql.js'
/**
* Initialize the LeanIX reporting framework and create the report.
*
* The `lx.init()` method signals the reporting framework to begin report
initialization.
* It returns a promise, which gets resolved once the initialization process is
complete.
*/
lx.init().then((setup) => {
// Once initialization completes, we receive a `setup` object with LeanIX
// data for our report. Next, we construct the report object and configure it.
const report = new GraphQLFactSheetCompletionReport(setup);
const config = report.createConfig();
// Pass the finalized configuration object to `lx.ready()` function,
// notifying LeanIX that our report is prepared to receive and process data.
lx.ready(config);
// Since we are using GraphQL queries we need to manuall call for the data.
report.createReport();
});

A notable difference compared to facet filtering is the need to manually invoke the retrieval of the initial
data set using report.createReport(). In contrast, when using facet filtering, the initial data fetching is
automatically handled by the LeanIX Reporting Library. This distinction highlights the greater control you have
with manual calls, but also the added responsibility to ensure the proper initiation of data retrieval.

Step 4: Start the Development Server

Once you've imported GraphQLFactSheetCompletionReport into the main module, you can start the
development server. Run the following command:

npm start

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A new tab opens in your browser displaying your custom report in the Reports section within your SAP LeanIX
environment. If the tab doesn't open, the command provides a link that you can copy and then paste into the
address bar of your browser.

The following image shows the outcome of the script used in this tutorial.

Custom Report That Shows the Fact Sheet Count and the Average Completion Score

Summary

In this tutorial, we explored how to use GraphQL queries when creating a custom report. You learned how to:

• Use the lx.executeGraphQL method of the LeanIX Reporting Library, which enables you to run custom
GraphQL queries
• Calculate the average completion score for each fact sheet type, which is important for data analysis

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9.2.1.5 Visualizing Data with Custom Reports

Learn how to visualize data using a third-part library with custom reports. Create a pie chart report showing the
average completion score of fact sheets of a specific type.

Overview

Maintaining the quality and completeness of your fact sheets is key to preserving the integrity and reliability of
your data. The completion score attribute on fact sheets enables you to track the completeness of information.
To learn more, see Fact Sheet Completeness [page 617].

In this tutorial, you'll learn how to create a pie chart report showing the average completion score of fact sheets
of a specific type. To visualize the completion score, we'll use a third-party library.

To learn how to retrieve and filter fact sheet data, see the previous tutorials in this section.

Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Create a project skeleton structure using the scaffolder of the LeanIX Reporting CLI. To learn more, see
Setting Up Your Custom Reports Project [page 1804].

This tutorial assumes you have basic knowledge of:

• JavaScript
• Reports in SAP LeanIX

Step 1: Navigate to the Project Directory

To get started, navigate to the directory of your project skeleton using the following command:

cd custom-reports-demo

Step 2: Create a Custom Report Module

Create a new JavaScript module named visualize.js in the src directory and insert the following code into
it. This module exports the FactSheetCompletionReport class.

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visualize.js

import "@leanix/reporting";
import Chart from 'chart.js/auto';
export class FactSheetCompletionReport {
/**
* Initializes the FactSheetCompletionReport class.
* Fetches the Fact Sheets and GraphQL data, then renders the chart.
* @param {Object} setup - The setup configuration.
*/
constructor(setup) {
this.setup = setup;
this.factSheetTypes = [];
this.selectedFactSheetType = null;
this.averageCompletion = null;
this.chart = null;
this.registerChart();
this.retrieveFactSheetInformation();
this.fetchGraphQLData().then((data) => {
this.renderChart();
});
}
/**
* Register a new chart using the reportCanvas element.
*/
registerChart() {
const canvas = document.getElementById('canvas').getContext('2d');
this.chart = new Chart(
canvas,
{
type: 'doughnut',
options: {
aspectRatio: 1,
circumference: 180,
rotation: -90,
responsive: false,
legend: {
position: 'top',
},
title: {
display: true,
text: 'Average Completion for Fact Sheet Type'
},
animation: {
animateScale: true,
animateRotate: true
}
}
}
);
}
/**
* Retrieves the Fact Sheets available in the workspace.
* Sets the first Fact Sheet type as the default selection.
* The `factSheetTypes` array contains the list of Fact Sheets.
*/
retrieveFactSheetInformation() {
this.factSheetTypes = Object.keys(this.setup.settings.dataModel.factSheets);
this.selectedFactSheetType = this.factSheetTypes?.[0] || null;
}
/**
* Creates a configuration object for the report, including menu actions.
* @return {Object} The configuration object.
*/
createConfig() {
return {
menuActions: {
showConfigure: true,

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 configureCallback: this.customReportModal.bind(this),
},
};
}
/**
* Sets up the modal with a dropdown select field for the Fact Sheet types.
* Fetches the GraphQL data and updates the average completion and chart.
*/
async customReportModal() {
const fields = {
factSheetType: {
type: "SingleSelect",
label: "FactSheet Type",
options: this.factSheetTypes.map((factSheetType) => ({
value: factSheetType,
label: lx.translateFactSheetType(factSheetType),
})),
},
};
const initialValues = { factSheetType: this.selectedFactSheetType };
const values = await lx.openFormModal(fields, initialValues);
if (values) this.selectedFactSheetType = values.factSheetType;
const averageCompletion = await this.fetchGraphQLData();
if (averageCompletion) this.averageCompletion = averageCompletion.toFixed(2);
this.renderChart();
}
/**
* Renders the chart with the average completion data.
* Clears existing content, formats the output, and creates a new Chart.js
doughnut chart.
*/
renderChart() {
// Clear existing content
const factSheetLabel = document.getElementById('fact-sheet-type-label')
factSheetLabel.innerHTML = this.selectedFactSheetType;
const chartLegend = document.getElementById('chart-legend');
// Format the output
chartLegend.innerHTML = `${this.averageCompletion}%`;
// Update the chart
this.chart.data.labels = ['Average Completion']
this.chart.data.datasets = [{
label: 'Average Completion for Fact Sheet Type',
data: [this.averageCompletion, 100 - this.averageCompletion],
backgroundColor: ['rgba(75, 192, 192, 0.6)', 'rgba(0, 0, 0, 0.1)'],
borderColor: ['rgba(75, 192, 192, 1)', 'rgba(0, 0, 0, 0.1)'],
borderWidth: 1
}];
this.chart.update();
}
/**
* Method that queries the workspace for the completion value of the
selectedFactSheetType.
*/
async fetchGraphQLData() {
const query =

"query($factSheetType:FactSheetType){allFactSheets(factSheetType:$factSheetType)
{edges{node{completion{completion}}}}}";
try {
lx.showSpinner();
this.averageCompletion = await lx
.executeGraphQL(query, { factSheetType: this.selectedFactSheetType })
.then(({ allFactSheets }) => {
const completionSum = allFactSheets.edges.reduce(
(accumulator, { node }) =>
(accumulator += node.completion.completion),
0
);

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 const factSheetCount = allFactSheets.edges.length;
const averageCompletion = completionSum
? (completionSum / factSheetCount) * 100
: 0;
return averageCompletion.toFixed(2);
});
} catch (error) {
console.error('Error executing GraphQL query:', error);
} finally {
lx.hideSpinner();
}
}
}

Step 3: Import Facets into the Main Module

Open the generated index.js file of your project skeleton and replace the code with the following:

index.js

// Importing '@leanix/reporting' makes the `lx` object globally available.

import '@leanix/reporting';
// Import CSS assets for the custom report.
import './assets/main.css';
// Import our custom report module.
import { FactSheetCompletionReport } from './visualize.js'
/**
* Initialize the LeanIX reporting framework and create the report.
*
* The `lx.init()` method signals the reporting framework to begin report
initialization.
* It returns a promise, which gets resolved once the initialization process is
complete.
*/
lx.init().then((setup) => {
// Once initialization completes, we receive a `setup` object with LeanIX
// data for our report. Next, we construct the report object and configure it.
const report = new FactSheetCompletionReport(setup);
const config = report.createConfig();
// Pass the finalized configuration object to `lx.ready()` function,
// notifying LeanIX that our report is prepared to receive and process data.
lx.ready(config);
});

Step 4: Update HTML Content

To ensure that the pie chart report is rendered properly, incorporate additional HTML elements into the
structure of your custom reports project. To do that, open the index.html file within your project directory
and replace the pregenerated HTML content with the following:

<!DOCTYPE html>
<html>
<head>
<meta charset="utf-8" />
<meta name="viewport" content="width=device-width, initial-scale=1" />
<meta name="application-name" content="LeanIX Custom Report Demo" />

SAP LeanIX
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 <meta name="description" content="This is a custom reports demo" />
<meta name="author" content="LeanIX" />
<title>Fact Sheet Average Completion</title>
</head>
<body>
<div class="container mx-auto text-md text-gray-800">
<!-- chart container -->
<div class="relative flex flex-col flex-wrap items-center mt-16 -mx-8
mt-16">
<!-- chart title -->
<div class="text-xl mb-2">Average Completion Ratio for Fact Sheet Type</
div>
<!-- chart subtitle -->
<div class="text-xl font-bold" id="fact-sheet-type-label">
</div>
<!-- chart legend -->
<div class="absolute bottom-12 font-bold text-xl" id="chart-legend">
</div>
<!-- canvas container -->
<div>
<canvas id="canvas" ref="chartCanvas"/>
</div>
</div>
</div>
</body>
</html>

Step 5: Start the Development Server

Once you've updated HTML content, you can start the development server. Run the following command:

npm start

A new tab opens in your browser displaying your custom report in the Reports section within your SAP LeanIX
environment. If the tab doesn't open, the command provides a link that you can copy and then paste into the
address bar of your browser.

The following image shows the outcome of the script used in this tutorial.

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 Custom Report That Shows the Average Completion Score for Fact Sheets of the Objective Type

Summary

This tutorial provided detailed guidance on how to create a custom pie chart report showing the average
completion score of fact sheets of a specific type. You learned how to:

• Use the lx.openFormModal method to create and manage custom modals within the LeanIX Reporting
Framework
• Use the lx.executeGraphQL method to retrieve your workspace data through the GraphQL API
• Calculate the average completion score of fact sheets of a specific type, which is a critical aspect of
maintaining high data quality in your workspace
• Visualize workspace data using a third-party library

9.2.1.6 Creating a Custom Matrix Report

Learn how to create a custom matrix report showing the lifecycle phases of application fact sheets.

Overview

By visualizing the lifecycle phases of application fact sheets through a matrix report, you can identify outdated
technologies, plan upgrades, and manage risks related to obsolete systems.

In this tutorial, you'll learn how to create a custom matrix report showing the lifecycle phases of application fact
sheets along with their start dates.

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To build a lifecycle matrix report, we'll use the facet filter data fetching interface provided by the LeanIX
Reporting Library. We'll use the fixedFactSheetType attribute to limit data to the Application fact sheet
type.

To visually differentiate the various application lifecycle phases, we'll extract the color code associated with
each phase from the setup object of the workspace view model. This enables us to assign unique color
codes to each phase, enhancing the visual clarity and interpretability of our application lifecycle matrix.

Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Create a project skeleton structure using the scaffolder of the LeanIX Reporting CLI. To learn more, see
Setting Up Your Custom Reports Project [page 1804].

This tutorial assumes you have basic knowledge of:

• JavaScript
• Reports in SAP LeanIX

Step 1: Navigate to the Project Directory

To get started, navigate to the directory of your project skeleton using the following command:

cd custom-reports-demo

Step 2: Create a Custom Report Module

Create a new JavaScript module named matrixReport.js in the src directory and insert the following code
into it. This module exports the MatrixReport class, which retrieves workspace data using facet filters.

matrixReport.js

// Importing '@leanix/reporting' makes the `lx` object globally available

// `lx` provides the core API to the LeanIX custom reporting library.
import "@leanix/reporting";
export class ApplicationMatrixReport {
/**
* Initializes the ApplicationMatrixReport class.
* Restricts the report to the Application Fact Sheet type, retrieves
* the data and loops over each application fact sheet to generate
* a matrix report of the lifecycle phases and the relevant dates.
* @param {Object} setup - The setup configuration.
*/
constructor(setup) {
this.setup = setup;

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 this.applicationLifecyclePhases = {};
this.translations = [];
this.baseUrl = this.setup.settings.baseUrl;
this.fsType = "Application";
this.reportContainer = null;
this.retrieveApplicationViewModel();
this.gridCols = Object.keys(this.applicationLifecyclePhases).length + 1;
this.setupMatrixGrid();
}
/**
* Create a div with given content and classes
* @param {string} content - The text content of the div
* @param {string[]} classes - The class or classes to add to the div
* @returns {HTMLDivElement} The created div
*/
createDiv(content = null, classes = []) {
const div = document.createElement("div");
if (content) {
div.textContent = content || null;
}
div.classList.add(...classes);
return div;
}
/**
* Sets up the grid container for the application report.
* This function clears the existing content within the provided data
container element,
* creates a new div element for the report, appends it to the data container,
* and then calls the `createMatrixHeader` function to generate the header row.
*/
setupMatrixGrid() {
const dataContainer = document.getElementById("report");
dataContainer.innerHTML = "";
this.reportContainer = this.createDiv();
dataContainer.appendChild(this.reportContainer);
this.createMatrixHeader(this.reportContainer);
}
/**
* Retrieves the view model for the Application Fact Sheet, this includes
* the `bgColor` and `color` properties which are going to be used later.
*/
retrieveApplicationViewModel() {
const applicationLifecyclePhases =
this.setup.settings.viewModel.factSheets.find(
({ type }) => type === this.fsType
);
this.applicationLifecyclePhases =
applicationLifecyclePhases.fieldMetaData.lifecycle.values;
}
/**
* Creates a configuration object according to the reporting
* frameworks specification.
*/
createConfig() {
return {
facets: [
{
key: 1,
fixedFactSheetType: this.fsType,
attributes: [
"name",
"type",
"lifecycle {asString phases {phase startDate}}",
],
callback: this.render.bind(this),
},
],
};

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 }
/**
* Translate the lifecycle phase of an application
* @param {string} lifecyclePhase - The lifecycle phase to translate
* @returns {string} The translated lifecycle phase, or 'n/a' if the
translation doesn't exist
*/
translateLifecyclePhase(lifecyclePhase) {
return (
lx.translateFieldValue(this.fsType, "lifecycle", lifecyclePhase) ?? "n/a"
);
}
/**
* Create the matrix header and append it to the given container
* @param {HTMLElement} dataContainer - The container to append the header to
*/
createMatrixHeader(dataContainer) {
// Create a `div` element for the lifecycle report header.
const matrixHeaderGrid = this.createDiv(null, [
"grid",
`grid-cols-${this.gridCols}`,
"gap-4",
"sticky",
"top-0",
]);
// Create an empty div for the Application name column
matrixHeaderGrid.appendChild(
this.createDiv("Application Name", [
"font-lg",
"font-bold",
"text-center",
"p-1",
"bg-neutral-300",
"rounded-md",
])
);
// Loop through the lifecycle phases and create the headers
Object.keys(this.applicationLifecyclePhases).forEach((lifecycle) => {
const lifeCycleDiv = this.createDiv(
this.translateLifecyclePhase(lifecycle),
[
"font-lg",
"font-bold",
"text-center",
"p-1",
`bg-[${this.applicationLifecyclePhases[lifecycle].bgColor}]/90`,
"rounded-md",
]
);
// Add the lifecycle phase column div
matrixHeaderGrid.appendChild(lifeCycleDiv);
});
// Append the header grid to the container
dataContainer.appendChild(matrixHeaderGrid);
}
/**
* Create a matrix of applications and their lifecycle phases
* @param {HTMLElement} reportContainer - The container to append the matrix to
* @param {Array} applications - The list of applications to include in the
matrix
*/
createMatrix(reportContainer, applications) {
applications.forEach((application) => {
const applicationContainer = this.createDiv(null, [
"grid",
`grid-cols-${this.gridCols}`,
"gap-4",
"my-2",

SAP LeanIX
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 ]);
applicationContainer.appendChild(this.createDiv(application.name));
this.renderLifecyclePhases(application, applicationContainer);
reportContainer.appendChild(applicationContainer);
});
}
/**
* Render the lifecycle phases of an application
* @param {Object} application - The application to render the phases for
* @param {HTMLElement} applicationContainer - The container to append the
phases to
*/
renderLifecyclePhases(application, applicationContainer) {
Object.keys(this.applicationLifecyclePhases).forEach((lifecycle) => {
const phaseObj = application?.lifecycle?.phases.find(
(phase) => phase.phase == lifecycle
);
const phaseStartDate = phaseObj?.startDate;
const startDateDiv = this.createDiv(phaseStartDate || "n/a", [
"font-semibold",
"text-center",
"p-1",
"rounded-md",
]);
if (phaseStartDate) {
startDateDiv.classList.add(
`bg-[${this.applicationLifecyclePhases[lifecycle].bgColor}]/50`
);
} else {
startDateDiv.classList.add("bg-neutral-200");
}
applicationContainer.appendChild(startDateDiv);
});
}
/**
*
* Renders the matrix table of the report.
*/
render(data) {
this.createMatrix(this.reportContainer, data);
}
}

The script shows how to use facet filtering to retrieve fact sheets of the Application type. We also
retrieve the lifecycle object. Within this object, we access the asString attribute that represents the
current lifecycle phase. Additionally, we obtain the application lifecycle phases along with their corresponding
startDate, which indicates the start dates of each phase.

Step 3: Import Facets into the Main Module

Open the generated index.js file of your project skeleton and replace the code with the following:

index.js

// Importing '@leanix/reporting' makes the `lx` object globally available

import '@leanix/reporting';
// Import css assets for the custom report.
import './assets/main.css';
// Import our custom report module.
import { ApplicationMatrixReport } from './matrixReport.js';
// Invoke the `lx.init()` method to signal the reporting framework to begin
// report initialization.

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Developer Guide PUBLIC 1833
 // `init()` returns a promise, which gets resolved once the initialization
// process is complete.
lx.init().then(function (setup) {
// Once initialization completes, we receive a `setup` object with LeanIX
// data for our report. Next, we construct the report object and configure it.
let report = new ApplicationMatrixReport(setup);
let config = report.createConfig();
// Pass the finalized configuration object to `lx.ready()` function,
// notifying LeanIX that our report is prepared to receive and process data.
lx.ready(config);
});

Step 4: Update HTML Content

To ensure that the matrix report is rendered properly, incorporate additional HTML elements into the structure
of your custom reports project. To do that, open the index.html file within your project directory and replace
the pregenerated HTML content with the following:

<!DOCTYPE html>
<html>
<head>
<meta charset="utf-8" />
<meta name="viewport" content="width=device-width, initial-scale=1" />
<meta name="application-name" content="LeanIX Custom Report Demo" />
<meta name="description" content="This is a custom reports demo" />
<meta name="author" content="LeanIX" />
<title>Application Lifecycle Matrix Report</title>
</head>
<body>
<div class="container mx-auto text-md text-gray-800">
<!-- report container -->
<div id="report"></div>
</div>
</body>
</html>

Step 5: Start the Development Server

Once you've updated HTML content, you can start the development server. Run the following command:

npm start

A new tab opens in your browser displaying your custom report in the Reports section within your SAP LeanIX
environment. If the tab doesn't open, the command provides a link that you can copy and then paste into the
address bar of your browser.

The following image shows the outcome of the script used in this tutorial.

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 Custom Lifecycle Matrix Report for Application Fact Sheets

Summary

This tutorial provided detailed guidance on how to create a custom matrix report showing the lifecycle phases
of application fact sheets. You learned how to:

• Use the fixedFactSheetType option to restrict data retrieval to a specific fact sheet type
• Use the setup object that contains information about your workspace and meta model configuration
• Incorporate additional HTML elements into the structure of your custom reports project to ensure that
your custom report is rendered properly

9.2.1.7 Publishing Custom Reports on the SAP LeanIX

Store

Learn how the SAP LeanIX Store works and how to publish your custom reports.

Getting Started with the SAP LeanIX Store

The SAP LeanIX Store provides access to custom reports developed by SAP LeanIX and external providers.
As an admin user, you can download custom reports to your workspace and make them available to all
workspace users. To learn more, see Downloading Reports from the SAP LeanIX Store [page 1103].

The SAP LeanIX Store includes free and paid reports. SAP LeanIX reserves the right to release a paid option
and other asset types, such as survey templates, configurations, and snapshots, in the future.

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The SAP LeanIX Store is designed to:

• Further grow the SAP LeanIX ecosystem by driving continuous product innovation in addition to the core
product
• Provide partners with a platform to share their knowledge and offer their expertise
• Offer customers quick access to best practice insights, such as domain or industry-specific, to generate
value in no time

Publishing Process

The following image shows the workflow of publishing reports on the SAP LeanIX Store.

To get started and publish your first custom report on the SAP LeanIX Store, register as a publisher, create a
report, then initiate the review process. Once your report is published, you can create new report versions.

Workflow of Publishing Custom Reports on the SAP LeanIX Store

Review Criteria

Before you publish your custom report on the SAP LeanIX Store, we review it. To learn about the key steps in
this process and the review criteria, refer to Review Criteria for Custom Reports [page 1839].

Step 1: Register as a Publisher

Follow these steps:

1. Create a GitLab account using the same email address that is associated with your SAP LeanIX user
account. We use GitLab as a source code repository for both public and private custom reports.

 Note

Each report must be approved by SAP LeanIX before you can publish it to an SAP LeanIX workspace.

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 If you're new to GitLab, refer to the GitLab documentation to learn how to get started. Ensure to set up
your environment according to best practices, such as by adding an SSH key.
2. Sign in to the SAP LeanIX Store from your workspace. To do that, in the user profile menu, select Store.
3. After signing in to the SAP LeanIX Store, click Publish, scroll down to the bottom of the page, then click
Send Request.
4. In the dialog that opens, enter your GitLab username, then click Submit Request.
• If you're an SAP LeanIX partner, you need to sign the Store Content Provider Agreement to get your
publisher request approved. This agreement covers topics such as report ownership and intellectual
property. For any questions, please contact your SAP LeanIX Partner Manager.
• If you're an SAP LeanIX customer, you can create custom reports for your own workspaces without
needing a formal agreement. However, if you want to share reports with other customers, you'll need to
sign the Store Content Provider Agreement. For any questions, please contact your Customer Success
Manager.

You'll receive an email with further information regarding your request.

Step 2: Create a Report

Follow these steps:

1. In your SAP LeanIX Store dashboard, navigate to the Reports section, then click the plus button next to
Reports Management.

"Reports" Section in the SAP LeanIX Store Dashboard

2. In the dialog that appears, enter a name for your report, then click Create. This will create a link to a GitLab
project within your repository, using the GitLab account that you specified when submitting a publisher
request.
3. Develop your custom report in your GitLab project. The report appears on the list of reports in your
dashboard.

You can maintain the source code of your report in GitLab. The link to the GitLab repository appears in the
report's detail view. You can also change report details such as the description, logo, title, and more.

The following publishing options are available:

• Public: Any SAP LeanIX customer can install the report and view its source code.
• Preview: Users can view a sample of the report but can't download it to their workspace.
• Private: You can select which workspaces the report is available to. It doesn't necessarily have to be
your organization's workspaces. Specify the IDs of workspaces where the report should be uploaded. The
workspace ID is available in the API Tokens section of the administration area.

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Step 3: Initiate the Review Process

After you finished developing your report, save your work and initiate the review process by clicking Submit for
Review in the report detail view.

Report Detail View

 Note

Before submitting your report for review, ensure that the final working code is in the develop branch.

The SAP LeanIX Customer Success Team will review the report's code, content, technical implementation,
functional suitability, and licenses used. For more information, visit Review Criteria for Custom Reports [page
1839].

You will receive an email notification regarding the approval status of your report or if there are any issues
that need addressing. Upon approval, the report is published and made available in the Store based on the
publishing mode that you selected.

You can check the status of developed reports in your SAP LeanIX Store dashboard.

Step 4: Create New Report Versions

Once the report is published, you can create new report versions. To do that, in the Reports section of the SAP
LeanIX Store dashboard, navigate to Published Reports, then click Create New Version.

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You can submit updated versions of your reports featuring improvements, added functionalities, or bug fixes.
These new versions will undergo the same review process as a new report.

Please ensure to increment the version number in your GitLab project's package.json file when submitting a
new version, otherwise uploading the report to a workspace may result in an error.

Overview of Published Reports in the SAP LeanIX Store Dashboard

9.2.1.7.1 Review Criteria for Custom Reports

Before you publish your custom report on the SAP LeanIX Store, we review it. Learn about the key steps in this
process and the review criteria.

This topic outlines the criteria that we're using during the custom report review process. The following steps
illustrate our approach to reviewing a report before its publication.

As a general rule, the entire review process should not take longer than 10 business days. However, the
duration may occasionally extend due to the complexity and volume of ongoing review requests. If the review
involves minor changes to an existing report, please inform us to facilitate a faster process.

Report Metadata Review

This section outlines items required for the reporting metadata.

Screenshots
• Screenshots should be exactly 1280px x 800px and should not exceed a size of 1 MB.
• Multiple screenshots should show a clear progression throughout the report.
• Screenshots should always display the entire browser window without any cropping.

Thumbnails
Thumbnails should be exactly 1280px x 800px and should not exceed a size of 400KB.

Description
• The report should include a concise summary detailing its use cases, functionalities, used fact sheet types,
and tags.

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• The description should specify if the report modifies existing data (for example, by using a mutation).

Requirements
The requirement of the following for the report:

• Configured data fields

• Specific tags
• Data required for the report to work

Technical Review

This section outlines criteria of the technical review.

Dependencies
Dependencies are audited using npm-audit . Vulnerable dependencies are rejected. Please provide details
about the cases where changing the used library is not feasible.

Code Readability and Error Handling

• The code should be extensively commented.
• JavaScript Promises should include an error handler.
• Traversing JSON response objects should include a null-checker.

API Calls
• API calls, especially mutations, need to be clearly visible and must not obfuscate the usage of data.
• Calls to an external API, other than an SAP LeanIX API, are not allowed. Sending data to external systems is
strictly forbidden. Please contact SAP LeanIX Support if your use case necessitates this functionality.

Readme
The code should have a readme file that, at a minimum, lists all the steps required for installation. If
dependencies with special installation requirements are used, they should also be listed.

Recreating Existing Functionality

Framework functionality should be used as much as possible and not be recreated.

Commercial Dependencies
• The licence status of all used dependencies is checked.
• Commercial dependencies should be clearly marked in the documentation, and confirmation of eligibility
will be requested.

Functional Review

This section outlines criteria of the functional review.

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Stability
The report must run out of the box without generating any unhandled errors.

Look and Feel

Reports should be using the same look and feel as default reports, including the following:

• Filtering
• Configuration
• Design

Use cases
Reports need to have a clear use case.

9.2.2 Code-Based Automations

Streamline workflows for your organization by setting up code-based automations.

To eliminate manual tasks and processes, you can set up event-driven triggers that initiate automated
actions. Automations ensure consistent and efficient execution of workflows, which allows you to free up your
organization's resources and enable your team to focus on strategic initiatives.

Explore the tutorials in this section to learn how to set up code-based automations.

9.2.2.1 Calculating Risk Scores and Updating a Fact Sheet

Based on Survey Responses

Learn how to set up an event-triggered automation that calculates the aggregated risk score for a fact sheet
based on survey responses and updates this field on a fact sheet.

Overview

Risk management is a critical aspect of any organization's IT operations. Understanding the potential risks
associated with different areas of your IT landscape allows you to make informed decisions and implement
appropriate measures to mitigate these risks. One efficient way to assess risk is through surveys, where
stakeholders can provide their insights on various risk factors. To learn more about surveys in SAP LeanIX, see
Surveys [page 809].

In this tutorial, you'll learn how to set up a trigger-based automation that assigns an aggregated risk score to
a fact sheet based on survey responses gathered from stakeholders. The total risk score is computed within
a calculated field in the survey. Once a survey run is completed for a fact sheet, a Python script initiates the
following actions:

• Maps the total risk score value from the survey to readable values: Low risk, Medium risk, or High risk

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• Updates custom fields associated with risk assessment on the target fact sheet

The process flow below illustrates how survey results are written to fact sheets when both regular and
calculated fields are included in a survey. Regular fields are updated directly on fact sheets in SAP LeanIX.
For calculated fields, an externally hosted script writes the data to custom fields.

Process Flow: Updating Fact Sheets from Survey Responses

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Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user with the admin role. For more information, see Technical
Users [page 1798].

This tutorial assumes you have basic knowledge of:

• JavaScript
• GraphQL
• REST APIs
• Webhooks
• Python

Step 1: Create a Survey for Risk Assessment

To gather information from stakeholders, create a survey for risk assessment with answer options for each
question. All questions in the survey are mandatory. Each answer is associated with a score, which is then used
to calculate the total risk score. To learn how to create surveys, see Creating a Survey [page 810].

For the purpose of this tutorial, we use a survey with basic questions and answer options. You can use this
survey as a template and adjust it to your organization's needs.

Question Category Survey Question Low Risk (1) Medium Risk (2) High Risk (3)

Security compliance Assess the compliance Fully compliant Partially compliant Not compliant
of this technology with
our organization's se-
curity standards.

Vendor support Rate the level of sup- Excellent support Adequate support Poor support
port provided by the
vendor for this tech-
nology.

Data sensitivity Assess the sensitivity Low sensitivity Medium sensitivity High sensitivity
of the data handled by
this technology.

Operational impact Assess the potential Low impact Medium impact High impact
impact on operations if
this technology were to
fail.

The aggregated risk score is computed in a calculated field within the survey, which uses a JavaScript code.
This code employs a weighted scoring system to determine the final risk score. In our scenario, each question
is assigned an equal weight of 0.25, meaning all questions contribute equally to the final score. To learn how to
configure calculated fields, see Calculated Fields in Surveys [page 836].

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Configuration of the Aggregated Risk Score calculated field:

var score1 = 0;
var score2 = 0;
var score3 = 0;
var score4 = 0;
// Distributed weight for questions 1 to 4. The total weight equals to 1.
const weight = 0.25;
score1 += answers[0] === 'Fully compliant' ? 1 : 0;
score1 += answers[0] === 'Partially compliant' ? 2 : 0;
score1 += answers[0] === 'Not compliant' ? 3 : 0;
score2 += answers[1] === 'Excellent support' ? 1 : 0;
score2 += answers[1] === 'Adequate support' ? 2 : 0;
score2 += answers[1] === 'Poor support' ? 3 : 0;
score3 += answers[2] === 'Low sensitivity' ? 1 : 0;
score3 += answers[2] === 'Medium sensitivity' ? 2 : 0;
score3 += answers[2] === 'High sensitivity' ? 3 : 0;
score4 += answers[3] === 'Low impact' ? 1 : 0;
score4 += answers[3] === 'Medium impact' ? 2 : 0;
score4 += answers[3] === 'High impact' ? 3 : 0;
// Total and average score values
// totalValue = score1 + score2 + score3 + score4;
// avgValues = totalValue/4;
var scoreTotal = 0;
// Each score is multiplied by the weight
scoreTotal = score1 * weight + score2 * weight + score3 * weight + score4 *
weight;
return scoreTotal.toFixed(2);

The following code snippet represents the survey for risk assessment in JSON format. You can import this
survey to your workspace. To learn how to import surveys, see Importing and Exporting a Survey [page 816].
Survey for risk assessment in JSON format:

{
"title": "Technology Risk Assessment",
"questions": [
{
"id": "f01ec0ea-5137-75e6-73b0-53d8fbf02e27",
"label": "Assess the compliance of this technology with our organization's
security standards.",
"type": "radio",
"options": [
{
"id": "c224120d-a771-ffb8-cb00-1bd0c96cfaa3",
"label": "Fully compliant"
},
{
"id": "57d39808-566d-9397-4165-208e118152e4",
"label": "Partially compliant"
},
{
"id": "04e78da6-161a-2162-1d9e-527deb5987de",
"label": "Not compliant"
}
],
"powerfeature": false,
"settings": {
"version": 1,
"isMandatory": true
}
},
{
"id": "b10cb0ee-4137-85e6-73b0-53d8fbf02e28",
"label": "Rate the level of support provided by the vendor for this
technology.",

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 "type": "radio",
"options": [
{
"id": "a124120d-a771-ffb8-cb00-1bd0c96cfaa4",
"label": "Excellent support"
},
{
"id": "67d39808-566d-9397-4165-208e118152e5",
"label": "Adequate support"
},
{
"id": "14e78da6-161a-2162-1d9e-527deb5987df",
"label": "Poor support"
}
],
"powerfeature": false,
"settings": {
"version": 1,
"isMandatory": true
}
},
{
"id": "c20db0ef-6137-85e6-73b0-53d8fbf02e29",
"label": "Assess the sensitivity of the data handled by this technology.",
"type": "radio",
"options": [
{
"id": "b214120d-a771-ffb8-cb00-1bd0c96cfaa5",
"label": "Low sensitivity"
},
{
"id": "77d39808-566d-9397-4165-208e118152e6",
"label": "Medium sensitivity"
},
{
"id": "24e78da6-161a-2162-1d9e-527deb5987dg",
"label": "High sensitivity"
}
],
"powerfeature": false,
"settings": {
"version": 1,
"isMandatory": true
}
},
{
"id": "d30ec0ef-7137-85e6-73b0-53d8fbf02e30",
"label": "Assess the potential impact on operations if this technology
were to fail.",
"type": "radio",
"options": [
{
"id": "c214120d-a771-ffb8-cb00-1bd0c96cfaa6",
"label": "Low impact"
},
{
"id": "87d39808-566d-9397-4165-208e118152e7",
"label": "Medium impact"
},
{
"id": "34e78da6-161a-2162-1d9e-527deb5987dh",
"label": "High impact"
}
],
"powerfeature": false,
"settings": {
"version": 1,
"isMandatory": true

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 }
},
{
"id": "f206fcd0-d174-e9d3-bfcf-9841650e6b7c",
"label": "Aggregated Risk Score",
"type": "calc",
"powerfeature": true,
"settings": {
"version": 1,
"formula": "var score1 = 0;\nvar score2 = 0;\nvar score3 = 0;\nvar
score4 = 0;\n\n// Distributed weight for questions 1 to 4. The total weight
equals to 1.\nconst weight = 0.25; \n\nscore1 += answers[0] === 'Fully
compliant' ? 1 : 0;\nscore1 += answers[0] === 'Partially compliant' ? 2 :
0;\nscore1 += answers[0] === 'Not compliant' ? 3 : 0;\n\nscore2 += answers[1]
=== 'Excellent support' ? 1 : 0;\nscore2 += answers[1] === 'Adequate support' ?
2 : 0;\nscore2 += answers[1] === 'Poor support' ? 3 : 0;\n\nscore3 += answers[2]
=== 'Low sensitivity' ? 1 : 0;\nscore3 += answers[2] === 'Medium sensitivity' ?
2 : 0;\nscore3 += answers[2] === 'High sensitivity' ? 3 : 0;\n\nscore4 +=
answers[3] === 'Low impact' ? 1 : 0;\nscore4 += answers[3] === 'Medium impact' ?
2 : 0;\nscore4 += answers[3] === 'High impact' ? 3 : 0;\n\n// Total and average
score values\n// totalValue = score1 + score2 + score3 + score4;\n// avgValues
= totalValue/4;\n\nvar scoreTotal = 0;\n// Each score is multiplied by the
weight\nscoreTotal = score1 * weight + score2 * weight + score3 * weight +
score4 * weight;\nreturn scoreTotal.toFixed(2);"
}
}
]
}

Step 2: Get the Survey ID

The automation is initiated only for a specific survey. To get the survey ID, navigate to the survey page in your
workspace and copy the id from the URL.

Alternatively, you can get the survey id through the API. To do that, make a GET request to the following
endpoint and save the id from the response. To learn how to get an access token, see Authentication to SAP
LeanIX Services [page 1792].

https://{SUBDOMAIN}.leanix.net/services/poll/v2/polls

Example request:

curl -X GET
--header 'Accept: application/json'
--header 'Authorization: Bearer {ACCESS_TOKEN}'
'https://{SUBDOMAIN}.leanix.net/services/poll/v2/polls?
q=Technology%Risk%20Assessment'

Example response:

{
"status": "OK",
"type": "Poll",
"errors": [],
"total": 1,
"data": [
{
"id": "411f278a-eb38-4b45-84b3-5abf648d0e49",
"legacyId": null,
"questionnaire": {

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 "id": "f01ec0ea-5137-75e6-73b0-53d8fbf02e27",
"questions": [...]
},
"title": "Technology Risk Assessment",
...
}
]
}

Step 3: Create Custom Fields on Fact Sheets

Create custom fields for risk assessment on the fact sheet types for which you plan to assess risks, such as
applications, IT components, data objects, or providers.

To create custom fields on a fact sheet, follow these steps:

1. In the administration area, navigate to the Meta Model Configuration section.

2. Select a fact sheet type for which you plan to run risk assessments. You land on the fact sheet
configuration page.
3. Create a dedicated subsection for risk assessment. To do that, select any section, click Add subsection,
then create a name and label for the subsection in the right-side panel. Save the changes.
4. To create custom fields within the subsection, select it, click Add field, then specify the field details in the
right-side panel. Use the following table for reference.

Key Field Type Displayed As Label Values and Labels

riskAssessmentS String Text Aggregated Risk N/a

core Score

technicalRiskLe Single Select Status Risk Level • lowRisk: Low

vel risk
• mediumRisk:
Medium risk
• highRisk: High
risk

5. Save the changes.

Custom fields are added to the fact sheet. If needed, add the same custom fields to more fact sheet types.

Step 4: Create and Deploy a Function

Create and deploy a function that assigns risk scores to fact sheets based on survey responses. You can
deploy the function using your preferred method, such as through a Function as a Service (FaaS) provider. For
instructions, refer to the documentation of your FaaS provider.

The script provided in this tutorial performs the following tasks:

• Authenticates to SAP LeanIX services

• Parses the webhook payload to retrieve the results of a completed survey run

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• Maps the aggregated risk score calculated within the survey to readable values, as shown in the following
table:

Risk Level Aggregated Risk Score Range Description

Low risk 1-1.6 The technology is generally compli-

ant, has strong vendor support, is not
complex, and handles low sensitivity
data.

Medium risk 1.7-2.3 The technology may have some areas

of non-compliance, weaker vendor
support, moderate complexity, and
handles medium sensitivity data.

High risk 2.4-3 The technology is not compliant, has

poor vendor support, is highly com-
plex, and handles high sensitivity
data.

• Updates the following custom fields on the target fact sheet using the updateFactSheet GraphQL
mutation:
• riskAssessmentScore
• technicalRiskLevel

Sample code:

import json
import logging
import requests
import os
logging.basicConfig(level=logging.DEBUG)
# Request timeout
TIMEOUT = 20
# Poll ID is used to retrieve the Poll
# API token and Subdomain are set as env variables.
# It is adviced not to hard code sensitive information in your code.
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_FQDN = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services'
# OAuth2 URL to request the access token.
LEANIX_OAUTH2_URL = f'{LEANIX_FQDN}/mtm/v1/oauth2/token'
# GraphQL Endpoint
LEANIX_GRAPHQL_URL = f'{LEANIX_FQDN}/pathfinder/v1/graphql'
# Pass the desired Poll ID and Question ID as env variables, to be able to
# collect answers from different polls and runs.
POLL_ID = os.getenv('POLL_ID')
QUESTION_ID = os.getenv('QUESTION_ID')
# We want to trigger the survey based only for the `POLL_RESULT_FINALIZED` event.
EVENT_TYPE = 'POLL_RESULT_FINALIZED'
def obtain_access_token() -> str:
"""Obtains a LeanIX Access token using the Technical User generated
API secret.
Returns:
str: The LeanIX Access Token
"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=('apitoken', LEANIX_API_TOKEN),
data={'grant_type': 'client_credentials'},
timeout=TIMEOUT

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 )
response.raise_for_status()
return response.json().get('access_token')
def _request_headers() -> dict:
"""Generates the necessary headers for interacting with the LeanIX GraphQL
API
Returns:
dict: A dictionary with the headers required for making the request
"""
access_token = obtain_access_token()
auth_header = f'Bearer {access_token}'
# Provide the headers
headers = {
'Authorization': auth_header,
}
return headers
def risk_level_from_score(score: float) -> str|None:
"""Function to determine risk level based on the provided score.
Args:
score (float): The score based on which risk level is to be determined.
Returns:
str: Returns the string 'lowRisk' if the score is less than or equal to
1.6, 'mediumRisk' if score is more than 1.6 and less than or equal to 2.3, and
'highRisk' if score is more than 2.3.
None: This is returned if the provided score does not meet any of the
conditions for risk level categorization.
"""
if score <= 1.6:
return 'lowRisk'
elif score >1.6 and score <= 2.3:
return 'mediumRisk'
elif score >2.3:
return 'highRisk'
def execute_mutation(mutation: str, variables: dict) -> dict:
"""This function executes a mutation request on a GraphQL endpoint.
Args:
mutation (str): The GraphQL mutation to be performed.
variables (dict): The variables to be used in the mutation.
Returns:
dict: The JSON response from the GraphQL endpoint as a dictionary.
Raises:
HTTPError: If the request to the GraphQL endpoint results in an HTTP
error.
"""
headers = _request_headers()
# In practice with the GraphQL API, mutations are technically not placed
under
# a 'mutation' field. Instead, they are placed under the `query` attribute.
response = requests.post(
LEANIX_GRAPHQL_URL,
headers=headers,
json={'query': mutation, 'variables': variables},
timeout=TIMEOUT
)
response.raise_for_status()
return response.json()
def update_fact_sheet(
fact_sheet_id: str, risk_assesment_score: float, risk_level: str
) -> dict:
""" This function updates the fact sheet with the given risk assessment
score and risk level.
Args:
fact_sheet_id (str): The ID of the fact sheet to be updated.
risk_assesment_score (float): The risk assessment score used to update
the fact sheet.
risk_level (str): The risk level used to update the fact sheet.
Returns:
dict: The updated fact sheet as a dictionary.

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 """
mutation= """
mutation RiskAssessment($id: ID!, $patches: [Patch]!, $validateOnly:
Boolean) {
updateFactSheet(id: $id, patches: $patches, validateOnly:
$validateOnly) {
factSheet {
... on Application {
type
id
name
riskAssessmentScore
technicalRiskLevel
}
}
}
}
"""
variables = {
'id': fact_sheet_id,
'patches': [
{
'op': 'replace',
'path': '/riskAssessmentScore',
'value': f'{risk_assesment_score}'
},
{
'op': 'replace',
'path': '/technicalRiskLevel',
'value': f'{risk_level}'
}
],
'validateOnly': False
}
logging.debug(f'Executing mutation: {mutation} with variables: {variables}')
response = execute_mutation(mutation, variables)
logging.debug(f'Response from GraphQL request was: {response}')
return response
def parse_webhook(req: dict) -> requests.Response|None:
"""Function to parse a webhook request. It checks if the poll id matches the
expected POLL_ID.
If it matches, it searches for a fact sheet id and the relative poll answers.
If these are found, a risk-level is computed, and the fact sheet is updated
with the risk level.
Args:
req (dict): The webhook request payload.
Returns:
requests.Response: The response from the `update_fact_sheet` function
call.
None: If poll id does not match the `POLL_ID`, or if `fact_sheet_id` is
not provided
or answers are not provided for the `QUESTION_ID`.
"""
webhook_poll_id = req.get('pollRun',{}).get('poll', {}).get('id')
if webhook_poll_id == POLL_ID:
fact_sheet_id = req.get('pollResult', {}).get('factSheet', {}).get('id')
if not fact_sheet_id:
# Don't trigger if there is no fact sheet id in the payload.
logging.error('No fact sheet id was provided, aborting run')
return
poll_answers = req.get('pollResult', {}).get('answers', [])
for poll_answer in poll_answers:
if poll_answer.get('questionId') == QUESTION_ID:
if not poll_answer.get('answer', [])[0]:
logging.info(f'No answers were provided for poll: {POLL_ID}')
return
else:
score = float(poll_answer.get('answer', [])[0])

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 risk_level = risk_level_from_score(score)
return update_fact_sheet(fact_sheet_id, score, risk_level)
def event_handler(req: dict) -> bool:
"""Handles webhook requests. Logs that a webhook request has been received.
Checks if both `POLL_ID` and `QUESTION_ID` are non-empty.
If one or both are empty, an error is logged and an exception is thrown.
If both are present, it checks the request's poll result event type.
If the event type is the one expected, it calls the parse_webhook function
to handle the request.
Args:
req (dict): The webhook request as a dictionary to be handled.
Returns:
bool: Returns True if successfully executed, False otherwise.
Raises:
Exception: If no POLL_ID or QUESTION_ID was provided.
"""
logging.info('Received webhook request')
if not QUESTION_ID or not POLL_ID:
logging.error('No POLL_ID or QUESTION_ID provided')
raise Exception('No POLL_ID or QUESTION_ID was provided, aborting run')
# Trigger the script only if the survey has been finalized
event_type = req.get('pollResultEventType')
if event_type == EVENT_TYPE:
parse_webhook(req)

Environment Variables
For the script to work correctly, configure the environment variables listed in the following table.

These variables are crucial for handling sensitive data such as access tokens and IDs, as well as for controlling
the behavioral aspects of the script. By configuring these variables, you make it adaptable for various run
scenarios.

Environment Variable Data Type Description

LEANIX_API_TOKEN String The authentication token used for ac-

cessing the API. To learn how to get
an access token, see Authentication to
SAP LeanIX Services [page 1792].

LEANIX_SUBDOMAIN String The subdomain of your SAP LeanIX

workspace. You can copy the subdo-
main value from the workspace URL.

POLL_ID String The ID of the survey to be run.

QUESTION_ID String The ID of a specific question within the

survey.

EVENT_TYPE String The event type within a survey run. As

the survey progresses, multiple events
occur that reflect the state changes
of each result. This variable ensures
that the automation is only initiated
when the webhook event matches the
POLL_RESULT_FINALIZED event
type, preventing triggers for other event
types.

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Step 5: Create a Webhook for Survey Responses

Create a PUSH webhook for the POLL_RESULT_UPDATED event. In the Target URL field, enter the function URL.
For instructions, see Creating a Webhook [page 2161].

Step 6: Start a Survey Run

To send the survey to stakeholders and start collecting responses, initiate a survey run. Run the survey only for
the fact sheet types on which you've created custom fields. To learn how to start a survey run, see Sending Out
a Survey [page 818].

The automation is triggered once a survey run is completed for a specific fact sheet.

 Note

Because each new survey response overwrites the previous responses, you may want to send the survey
only to a user with the Accountable subscription type who carries overall accountability for the fact sheet.

You can run the survey as often as you need. The fact sheet fields are updated accordingly on each completed
survey run.

Summary

In this tutorial, you learned how to implement a trigger-based automation to calculate an aggregated risk score
for fact sheets based on survey responses.

You can use this tutorial as a starting point and modify the survey and script to your needs. For example, you
can calculate the business criticality of applications, the technical fit of IT components, and more.

9.2.2.2 Assigning Tags to Fact Sheets Based on a Custom

Calculated Field

Learn how to set up an event-triggered automation to assign tags to IT Component Fact Sheets based on the
calculated energy consumption value.

Overview

IT components represent the technology (software and hardware) or services that an organization's
applications depend on. To operate, IT components consume energy. Understanding the energy consumption
levels of IT components allows organizations to effectively manage associated costs and plan their
sustainability initiatives. For more information, visit IT Component Modeling Guidelines [page 118].

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In this tutorial, you will learn how to set up an automation to assign tags to IT Component Fact Sheets based on
their energy consumption values. Tags represent T-shirt sizes for each determined energy consumption range,
such as XS, S, M, L, and XL.

The automation triggers every time the Fact Sheet field associated with energy consumption is updated. Based
on this value, the corresponding tag representing a T-shirt size is assigned to the IT Component Fact Sheet.

Prerequisites

Before you start, do the following:

• Get admin access to your workspace.

• Obtain an API token by creating a technical user with admin permissions. For more information, see
Technical Users [page 1798].
• Prepare a mapping matrix of T-shirt sizes to energy consumption ranges for IT components in your
organization's infrastructure. The energy consumption of IT components can vary significantly depending
on whether the component is a piece of software, server hardware, network equipment, or other forms of
technology. See an example matrix in the following table.

Example mapping of T-shirt sizes to energy consumption ranges for server hardware:

T-Shirt Size Energy Consumption Range

XS 100-300 kWh/year

S 300-700 kWh/year

M 700-1,200 kWh/year

L 1,200-2,500 kWh/year

XL 2,500 kWh/year and higher

This tutorial assumes you have basic knowledge of:

• Python
• GraphQL
• Webhooks

Step 1: Create a Custom Attribute for Energy Consumption on IT Component

Fact Sheets

Follow these steps:

1. On the user profile, select Administration, and then select Meta Model Configuration in the sidebar.
2. On the Meta Model Configuration page, select the IT Component Fact Sheet. You land on the Fact Sheet
configuration page.
3. In the subsection where you want to place the custom attribute, click Add field. If needed, create a new
section with a subsection.

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4. In the sidebar, specify the attribute details:
• In the Key field, enter a unique key that serves as the attribute identifier, such as
EnergyConsumptionLevel.
• In the Type list, select Integer.
• Specify other attribute details and click Create.
• On the tab indicated by the globe icon, enter translations for the attribute label to the target languages.
5. In the sidebar, click Show changes, and then click Apply.

The custom attribute for energy consumption values is added to IT Component Fact Sheets.

Step 2: Create a Tag Group for T-Shirt Sizes

Create a tag group with tags representing T-shirt sizes. You can do it in the application user interface (UI) or
through the GraphQL API. To learn how to manage tag groups in the application UI, see Tagging [page 986].

When creating a tag group, do the following:

• Restrict the tag group to IT Component Fact Sheets.

• Set the group mode to Single.

Step 3: Create a Webhook for Energy Consumption Updates

Create a webhook that triggers upon updates to the EnergyConsumptionLevel field on IT Component Fact
Sheets.

Follow these steps:

1. On the user profile, select Administration, and then select Webhooks in the sidebar.
2. On the Webhooks page, click New Webhook.
3. Specify the webhook details:
• Triggering Events: Select FACT_SHEET_UPDATED.
• Managing User: Select a Technical User with admin permissions.
• Type: Select PUSH.
• Target URL: Enter the URL of the endpoint to send webhook notifications to. Before you complete other
steps in this tutorial, enter a test target URL.
4. Optional: In the Callback field, enter JavaScript code to manipulate the webhook payload.
Sample code:

var payload = delivery.payload;

delivery.active = false;
var tempDict = {};
tempDict['fields'] = [];
var attributeList = ['EnergyConsumptionLevel'];
if (payload.factSheet.type === 'ITComponent') {
tempDict['id'] = payload.factSheet.id;
tempDict['type'] = payload.factSheet.type;
tempDict['rev'] = payload.factSheet.rev;
for (var i = 0; i < payload.factSheet.fields.length; ++i) {
if (attributeList.indexOf(payload.factSheet.fields[i].name) >= 0) {

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 tempDict.fields.push({ key: payload.factSheet.fields[i].name,
value: payload.factSheet.fields[i].data });
}
}
if (tempDict['fields'].length > 0) {
delivery.payload = tempDict;
delivery.active = true;
}
}

With the provided callback, the webhook payload appears as follows.

Example webhook payload:

{
"fields": [
{
"key": "EnergyConsumptionLevel",
"value": {
"value": 820,
"type": "IntegerValue"
}
}
],
"id": "cb943942-39fd-4b45-8909-916b99c1286a",
"type": "ITComponent",
"rev": 15
}

5. Optional: Specify other optional webhook details.

6. Click Create.

A webhook with a test target URL is created. To test the webhook, update the energy consumption value on an
IT Component Fact Sheet and verify the payload sent to the target URL.

Step 4: Create a Function to Assign Tags

Create a function to assign tags representing T-shirt sizes based on energy consumption ranges to IT
Component Fact Sheets. You can use your preferred Function as a Service provider.

The function should do the following:

• Perform authentication to SAP LeanIX services. For more information, see Authentication to SAP LeanIX
Services [page 1792].
• Parse the webhook payload that contains the following:
• The updated value of the EnergyConsumptionLevel field
• The ID of the associated IT Component Fact Sheet
• Identify the tag to be assigned to the Fact Sheet based on the energy consumption value.
• Retrieve the IDs of tags from the created tag group using a GraphQL query.
Example query:

{
allTags(filter: {tagGroupName: "Energy Consumption"}) {
edges {
node {
id
name
}

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 }
}
}

Example response:

{
"data": {
"allTags": {
"edges": [
{
"node": {
"id": "db9fbe30-8c75-4d3b-b498-e30b55da0872",
"name": "XS"
}
},
{
"node": {
"id": "6977e724-d2ec-4692-b59b-fe47252ce28a",
"name": "S"
}
},
{
"node": {
"id": "6b1e4df0-fea5-403f-90d5-755f79a5af9c",
"name": "M"
}
},
{
"node": {
"id": "f84775e5-d57b-436c-8e37-342320e1aa21",
"name": "L"
}
},
{
"node": {
"id": "0b16ee28-7c9d-43a9-b735-14d18a95a999",
"name": "XL"
}
}
]
}
}
}

• Assign the appropriate tag to the Fact Sheet using a GraphQL mutation. For more information, see Adding
Tags to a Fact Sheet [page 1974].

Sample code:

import json
import logging
import os
import requests
logging.basicConfig(level=logging.INFO)
# Add a timeout to prevent the request hanging
TIMEOUT = 10
# API token and Subdomain are set as env variables.
# FaaS services support environment variables, it is adviced not to hard code
# sensitive information in your code.
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_GRAPHQL_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/
pathfinder/v1/graphql'
LEANIX_OAUTH2_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/mtm/v1/
oauth2/token'
# `T_SHIRT_SIZES` is a mapping of t-shirt sizes to their IDs, based on the output

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 # of a GraphQL query. Alternatively, you can programmatically call the query and
# parse the response, but this introduces overhead due to additional network
# requests.
T_SHIRT_SIZES = {
"XS": "db9fbe30-8c75-4d3b-b498-e30b55da0872",
"S": "6977e724-d2ec-4692-b59b-fe47252ce28a",
"M": "6b1e4df0-fea5-403f-90d5-755f79a5af9c",
"L": "f84775e5-d57b-436c-8e37-342320e1aa21",
"XL": "0b16ee28-7c9d-43a9-b735-14d18a95a999",
}
def _obtain_access_token():
"""Obtains a LeanIX Access token using the Technical User generated
API secret.
Returns:
str: The LeanIX Access Token
"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=("apitoken", LEANIX_API_TOKEN),
data={"grant_type": "client_credentials"},
)
response.raise_for_status()
return response.json().get('access_token')
def _determine_t_shirt_size(payload):
"""Determines the appropriate T-shirt size tag based on the extracted energy
consumption value from the parsed payload.
Args:
payload (dict): The webhook payload
Returns:
Optional[str]: The t-shirt size of the energy consumption value.
"""
energy_consumption_level = None
t_shirt_size = None
# Loop through the payload fields
for field in payload["fields"]:
# Extract the `EnergyConsumptionLevel` value from the payload, convert
it to
# an integer, and store it in the `energy_consumption_level` variable.
# Stop iterating the loop once the value has been found.
if field.get("key") == "EnergyConsumptionLevel":
energy_consumption_level = field.get("value", {}).get("value")
break
# Check the Energy Consumption t-shirt size
if energy_consumption_level is not None:
if 100 <= energy_consumption_level <= 300:
t_shirt_size = "XS"
elif 300 <= energy_consumption_level <= 700:
t_shirt_size = "S"
elif 700 <= energy_consumption_level <= 1200:
t_shirt_size = "M"
elif 1200 <= energy_consumption_level <= 2500:
t_shirt_size = "L"
return t_shirt_size
def update_fact_sheet(fact_sheet_id, t_shirt_size)
"""Tags the specified FactSheet with the appropriate t-shirt size
Energy Consumption tag.
Args:
fact_sheet_id (str): The FactSheet UUID to be updated.
t_shirt_size (str): The t-shirt size (XS, S, M, L, XL).
"""
# Fetch the `id` of the t-shirt size
t_shirt_size_id = T_SHIRT_SIZES.get(t_shirt_size)
# If there is no match `id` bail out
if not t_shirt_size_id:
logging.warning(f"Could not retrieve `id` for t-shirt size:
{t_shirt_size}")

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 return
# The GraphQL mutation to `replace` the tag of the FactSheet
# `value` is a stringified list of the JSON object.
# NOTE: Use `\\` to escape the `value` fields
graphql_mutation = """
mutation {
updateFactSheet(
id: "%s",
patches:[
{
op: replace,
path: "/tags",
value: "[{\\"tagId\\": \\"%s\\"}]"
}
]
){
factSheet {
id
name
tags {
id
name
}
}
}
}
""" % (fact_sheet_id, t_shirt_size_id)

# Fetch the access token and set the Authorization Header

access_token = _obtain_access_token()
auth_header = f'Bearer {access_token}'
# Provide the headers
headers = {
"Authorization": auth_header,
}

response = requests.post(
LEANIX_GRAPHQL_URL,
data=json.dumps({"query": graphql_mutation}),
timeout=TIMEOUT,
headers=headers,
)
response.raise_for_status()
response_data = response.json()
# GraphQL always returns a 200 response even if errors are included
# as such we check if `errors` is not empty.
errors=response_data.get("errors", [])
if len(errors):
logging.error(f"Request was not successfull: {errors}")
return
logging.info(f"GraphQL mutation success: {response_data}")
def event_handler(payload):
"""Receives the webhook payload, extracts relevant information,
and initiates a GraphQL mutation to add the corresponding tag group.
Args:
payload (dict): The webhook payload
"""
if payload:
fact_sheet_id = payload.get("id")
t_shirt_size = _determine_t_shirt_size(payload)
if fact_sheet_id and t_shirt_size:
update_fact_sheet(fact_sheet_id, t_shirt_size)
else:
logging.error("Could not update FactSheet")

Before proceeding, test your function locally. When ready, deploy the function. For instructions, refer to the
documentation of your FaaS provider.

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Step 5: Update the Webhook with the Function URL

Once you've successfully tested the function, update the webhook with the function URL.

Follow these steps:

1. On the user profile, select Administration, and then select Webhooks in the sidebar.
2. On the Webhooks page, select the webhook that you created.
3. In the Target URL field, enter the function URL.
4. Click Save.

The automation is set up. To ensure that it works as expected, update the energy consumption value on a test
Fact Sheet and verify that the corresponding tag is assigned.

Summary

In this tutorial, you learned how to calculate the total energy consumption value for IT component fact sheets
and assign the corresponding tags representing T-shirt sizes using a Python script.

9.2.2.3 Managing Fact Sheet Tags Dynamically Based on

Relation Changes

Learn how to set up an event-triggered automation that assigns or removes fact sheet tags on creating or
removing relations to a specific fact sheet type.

Overview

To indicate the relationships between fact sheets more clearly, you can assign corresponding tags to them once
a relation is established or delete tags once the relation is removed.

In this tutorial, you'll learn how to automate the process of assigning and removing tags on creating or
removing relations using a Python script that is triggered by a webhook.

As an example scenario, we assume that an organization categorizes IT components as either Server or

Database, tagging them accordingly. When an application fact sheet is linked to an IT component, the script
automatically assigns a tag reflecting the IT component type: Linked_to_Server or Linked_to_Database.
If the relation is deleted, the tag is automatically removed.

This tagging system allows stakeholders to swiftly comprehend the landscape of dependencies within your IT
architecture. It's especially beneficial when planning system maintenance, scaling operations, or conducting
security audits. Knowing whether an application is linked to a server type or a database type IT component can
affect decisions and strategies.

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Prerequisites

Before you start, do the following:

• Get admin access to your SAP LeanIX workspace.

• Obtain an API token by creating a technical user with the admin role. For more information, see Technical
Users [page 1798].

This tutorial assumes you have basic knowledge of:

• GraphQL
• Webhooks
• Python

Step 1: Create Tag Groups

Create the necessary tag groups with tags according to your organization's requirements. To learn how to
manage tag groups in SAP LeanIX, see Tagging [page 986].

In our example scenario, we need to create two tag groups, as shown in the following table. Restrict each group
to a specific fact sheet type and set the group mode to Single.

Tag Group Tags

IT component tag • Server

• Database

Application tag • Linked_to_Server

• Linked_to_Database

 Note

In this tutorial, we assume that tags are already assigned to IT component fact sheets.

Step 2: Create a Webhook for Fact Sheet Relations

Create a PUSH webhook for the RELATION_CREATED and RELATION_UPDATED events. For instructions, see
Creating a Webhook [page 2161].

To test the automation, use a test target URL. If the automation works as expected, replace the test URL with
the function URL.

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Step 3: Create and Deploy a Function

Create a function to assign tags to applications once they are linked to IT components or remove tags once the
relation is removed. You can deploy the function using your preferred method, such as through a Function as a
Service (FaaS) provider. For instructions, refer to the documentation of your FaaS provider.

The script provided in this tutorial performs the following tasks:

• Authenticates to SAP LeanIX services

• Parses the webhook payload for the IDs of related fact sheets
• Retrieves the IDs of tags using a GraphQL query
• Identifies tags assigned to IT components using a GraphQL query
• Assigns or removes the appropriate tag on application fact sheets using a GraphQL mutation. For an
example mutation, see Adding Tags to a Fact Sheet [page 1974].

Sample code:

import logging
import os
import requests
logging.basicConfig(level=logging.DEBUG)
# Request timeout
TIMEOUT = 20
# API token and Subdomain are set as env variables.
# It is adviced not to hard code sensitive information in your code.
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_FQDN = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services'
# OAuth2 URL to request the access token.
LEANIX_OAUTH2_URL = f'{LEANIX_FQDN}/mtm/v1/oauth2/token'
# GraphQL Endpoint
LEANIX_GRAPHQL_URL = f'{LEANIX_FQDN}/pathfinder/v1/graphql'
# The IDs of the tags that will be assigned to the application factsheet
LINKED_TO_SERVER_ID = os.getenv('LINKED_TO_SERVER_ID')
LINKED_TO_DATABSE_ID = os.getenv('LINKED_TO_DATABSE_ID')
# Names of the tags of the IT Component
ITC_SERVER_TAG = 'Server'
ITC_DATABASE_TAG = 'Database'
def obtain_access_token() -> str:
"""Obtains a LeanIX Access token using the Technical User generated
API secret.
Returns:
str: The LeanIX Access Token
"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=('apitoken', LEANIX_API_TOKEN),
data={'grant_type': 'client_credentials'},
timeout=TIMEOUT
)
response.raise_for_status()
return response.json().get('access_token')
def _request_headers() -> dict:
"""Generates the necessary headers for interacting with the LeanIX GraphQL
API
Returns:
dict: A dictionary with the headers required for making the request
"""
access_token = obtain_access_token()
auth_header = f'Bearer {access_token}'
# Provide the headers

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 headers = {
'Authorization': auth_header,
}
return headers
def execute_mutation(mutation: str, variables: dict) -> dict:
"""This function executes a mutation request on a GraphQL endpoint.
Args:
mutation (str): The GraphQL mutation to be performed.
variables (dict): The variables to be used in the mutation.
Returns:
dict: The JSON response from the GraphQL endpoint as a dictionary.
Raises:
HTTPError: If the request to the GraphQL endpoint results in an HTTP
error.
"""
headers = _request_headers()
# In practice with the GraphQL API, mutations are technically not placed
under
# a 'mutation' field. Instead, they are placed under the `query` attribute.
response = requests.post(
LEANIX_GRAPHQL_URL,
headers=headers,
json={'query': mutation, 'variables': variables},
timeout=TIMEOUT
)
response.raise_for_status()
return response.json()
def get_tags(id: str) -> dict:
"""This function queries the tags of the given IT Component Fact Sheet.
Args:
id (str): The id of the IT Component Fact Sheet that is to be read.
Returns:
dict: Result of the query as a dict.
"""
query = """
{
factSheet(id: "%s") {
id
rev
... on ITComponent {
tags {
name
}
}
tags {
tagId: id
}
}
}
""" % (id)
return execute_mutation(query, {})
def parse_tags(tags: dict) -> str:
"""This function reads the tag dictionary of a given query response and
determines if a certain tag is present.
Args:
tags (dict): The tag dictionary of a IT Component Fact Sheet.
Returns:
str: ID of the tag the it component has set.
"""
tag_list = tags.get("data").get("factSheet").get("tags")
for tag in tag_list:
if tag.get("name") == ITC_SERVER_TAG:
return LINKED_TO_SERVER_ID
elif tag.get("name") == ITC_DATABASE_TAG:
return LINKED_TO_DATABSE_ID
return ''
def remove_tag(id: str) -> dict:

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 """This function cleans up the tags of the desired tag group before any
further updates.
Args:
id (str): The id of the Fact Sheet that will have its tags removed.
Returns:
dict: The updated Fact Sheet as a dictionary.
"""
mutation = """
mutation DeleteTags($id: ID!, $patches: [Patch]!, $validateOnly:
Boolean) {
updateFactSheet(id: $id, patches: $patches, validateOnly:
$validateOnly) {
factSheet {
name
}
}
}
"""
variables = {
'id': id,
'patches': [
{
'op': 'remove',
'path': '/tags',
'value': '[{\"tagId\":\"' + LINKED_TO_SERVER_ID + '\"},
{\"tagId\":\"' + LINKED_TO_DATABSE_ID + '\"}]'
}
],
'validateOnly': False
}
return execute_mutation(mutation, variables)
def set_tag(id: str, itc_tag_id: str) -> dict:
"""This function sets the tag of the Application Fact Sheet based on the
previously determined type of the IT Component.
Args:
id (str): The id of the Fact Sheet that is to be updated.
itc_tag_id (str): The id of the tag that will be assigned to the Fact
Sheet.
Raises:
e: Exception: If no correct tag was read from the IT Component an
Exception is raised.
Returns:
dict: The updated Fact Sheet as a dictionary.
"""
mutation = """
mutation UpdateTags($id: ID!, $patches: [Patch]!, $validateOnly:
Boolean) {
updateFactSheet(id: $id, patches: $patches, validateOnly:
$validateOnly) {
factSheet {
name
}
}
}
"""
variables = {
'id': id,
'patches': [
{
'op': 'add',
'path': '/tags',
'value': '[{\"tagId\":\"'+ itc_tag_id +'\"}]'
}
],
'validateOnly': False
}
try:
return execute_mutation(mutation, variables)

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 except Exception as e:
logging.debug(f'Error during the Fact Sheet update: {e}')
raise e
def event_handler(req: dict) -> requests.Response|None:
"""Handles the request sent by the webhook.
It distinguishes between the relevant events and proceeds according to
the provided logic.
Args:
req (dict): The webhook request as a dictionary to be handled.
Returns:
requests.Response|None: Response of the mutations.
"""
logging.info('Received webhook request')
application_id =
req.get('fromDetails').get('factSheetInfos').get('idAndRev').get('id')
itc_id = req.get('toDetails').get('factSheetInfos').get('idAndRev').get('id')
if req.get('type') == 'RelationCreatedEvent' or req.get('type') ==
'RelationUpdatedEvent':
remove_tag(application_id)
return set_tag(application_id, parse_tags(get_tags(itc_id)))
elif req.get('type') == 'RelationDeletedEvent':
return remove_tag(application_id)
else:
return

Environment Variables

For the script to work correctly, configure the environment variables listed in the following table.

These variables are crucial for handling sensitive data such as access tokens and IDs, as well as for controlling
the behavioral aspects of the script. By configuring these variables, you make it adaptable for various run
scenarios.

Environment Variable Data Type Description

LEANIX_API_TOKEN String The authentication token used for ac-

cessing the API. To learn how to get
an access token, see Authentication to
SAP LeanIX Services [page 1792].

LEANIX_SUBDOMAIN String The subdomain of your SAP LeanIX

workspace. You can copy the subdo-
main value from the workspace URL.

LINKED_TO_SERVER_ID String The ID of the Linked_to_Server

tag.

LINKED_TO_DATABSE_ID String The ID of the

Linked_to_Database tag.

Summary

In this tutorial, you learned how to automate the process of assigning and removing fact sheet tags on creating
or removing relations using a Python script that is triggered by a webhook. You can modify the logic of the
automation based on your requirements, using the provided code as an example.

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9.2.2.4 Categorizing Applications Using the TIME
Framework with Tags

In this guide, you will learn how to update tags on Applications using Azure Functions. Tags reflect the
elements of the Gartner® TIME framework, which allows you to map and measure the business value of your
Applications.

The Gartner® TIME framework represents a 2x2 quadrant and is an acronym for Tolerate, Invest, Migrate,
Eliminate. You can use the setup provided and add your own logic on top in order to implement the specific
case where a Tag on Fact Sheet will be updated according to "Functional Fit" and "Technical Fit". For more
information, see Gartner® TIME Framework [page 495].

Getting Started with Azure Functions

As defined by Microsoft , Azure Functions is a serverless solution that allows you to write less code, maintain
less infrastructure, and save on costs. Instead of worrying about deploying and maintaining servers, the cloud
infrastructure provides all the up-to-date resources needed to keep your applications running.

Azure Functions are triggered by specific events that you define.

Create an Azure Function

You can use one of the below options to create an Azure Function:

• Visual Studio Code

• Visual Studio
• Command line
• Maven (Java)

Upon creation of the Azure Function you will receive a unique endpoint which can be used to invoke the
function and will be used in the Webhooks configuration at a later point. You can also use the link highlighted
below to get your Function URL.

Get Function URL

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Connect SAP LeanIX to Azure Function
• Once you have created an Azure Function from the above section you can create a webhook in SAP LeanIX.
• Updated the Target URL in the above as per the one available from Azure Function created above.
• You can use a callback to determine what you want to send to Azure Function.

Step 1: Prepare Your Environment

Follow these steps:

1. Clone SAP LeanIX public scripts.

1. Clone the SAP LeanIX repository with scripts .
2. Go to the timeModelSync folder .
2. Create an Azure Function app. You can use one of the following options to create an app on your Azure
Environment:
• Command Line
• Azure Portal
3. Deploy the project to your environment.

func azure functionapp publish timeModelSync

Copy the Invoke URL that is posted in your console after the successful deployment.

Step 2: Create a Tag Group

Create a tag group with the following tags: invest, eliminate, tolerate, and migrate. To learn how to create tag
groups, see Tagging [page 986].

Tag Group with Tags That Represent the Elements of the Gartner® TIME Framework

Step 3: Create a Webhook

To learn more about webhooks, see Webhooks [page 2160].

To create a webhook, follow these steps:

1. Create a PUSH webhook for the following events: FACT_SHEET_CREATED and FACT_SHEET_UPDATED.
2. In the Target URL field, enter the invoke URL of your Azure function.

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3. In the Callback field, enter the callback function from the callback.js file.
4. Select the Ignore Errors checkbox.
5. Click Save.

Creating a PUSH Webhook

Step 4: Set Azure Environment Variables

1. Create an environment variable in your Azure portal called "HOST " and set it to your host (e.g.
app.leanix.net)
2. Paste the following JSON into an environment variable called "TAG_MAPPING" with the correct ids for your
workspace.

{
"tolerate": "<tag id>",
"invest": "<tag id>",
"migrate": "<tag id>",
"eliminate": "<tag id>"
}

 Tip

To save your API token for a live environment SAP LeanIX advises you to use the Microsoft KeyVault .
Create a link to the Key Vault from an environment variable called: "DEMO_TOKEN"

Now you are ready to use the Azure Functions and run some tests by changing values of the Functional Fit and
Technical Fit. The corresponding tags are assigned to fact sheets.

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9.2.3 Importing and Exporting Data

Learn how to import and export data between your organization's system and SAP LeanIX.

Importing and exporting data is an essential step to ensure consistency of information between your
organization's system and SAP LeanIX.

To import and export your organization’s data, you can leverage the following integrations:

• Out-of-the-box integrations [page 1245] with third-party systems, such as SAP Signavio or ServiceNow.
• Integrations through commonly used file formats such as XLS. To learn more, refer to:
• Importing Fact Sheet Data Through Excel File [page 601]
• Exporting Fact Sheet Data as Excel File [page 612]
• Custom integrations leveraging SAP LeanIX REST APIs [page 1897] and GraphQL APIs [page 1900].
• Custom integrations that you can set up on top of our Integration API [page 1988].

As a developer, you can streamline the process of importing and exporting data for your organization. The
technology that you should choose depends on the data type.

Here are some examples of technologies for specific data types:

• Fact Sheets and related data: GraphQL API [page 1900] or Integration API [page 1988]
• Users: MTM REST API
• Metrics: Metrics REST API
• To-dos: To-do REST API
• Surveys: Poll REST API

9.2.3.1 Importing and Updating the Total Annual Costs of

Applications

Import and update total annual costs using a Python script.

Overview

In this tutorial, you will learn how to import and update the total annual costs of applications using a Python
script. Use this tutorial when completing an initial setup of your workspace or updating values in bulk.

Analyzing total annual costs can help identify inefficiencies in your organization's IT spending, enabling
optimizations that can significantly reduce expenses. It also provides a clear view of IT investments, facilitating
informed strategic decisions about resource allocation and budget planning.

 Note

In the standard meta model configuration, the costTotalAnnual attribute is stored in the relation
between an application and an IT component fact sheet.

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Prerequisites

Before you start, do the following:

• Get an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Prepare the total annual cost data to be imported.

This tutorial assumes you have basic knowledge of:

• Python
• GraphQL
• Fact sheets in SAP LeanIX

Importing Total Annual Costs

When you complete an initial setup of your workspace, you can import fact sheets and related cost data using a
Python script.

Before you start, prepare the data to be imported. The following table contains example data that we use in this
tutorial.

Application Name IT Component Name Total Annual Costs

HR Management App Storage System 125

HR Management App Web Server 250

Finance Management App Storage System 500

Finance Management App Web Server 1000

Example CSV file:

application_name,it_component,total_annual_cost
HR Management App,Storage System,125
HR Management App,Web Server,250
Finance Management App,Storage System,500
Finance Management App,Web Server,1000

Once you have your input data ready, run the following Python script. The script completes the following tasks:

• Perform authentication to SAP LeanIX services

• Create application and IT component fact sheets using data from the input file
• Create relations between application and IT component fact sheets and update the costTotalAnnual
attribute with values from the input file
• Export the CSV data including the newly created fact sheet IDs as a JSON file

Example script:

import csv
import json
import logging
import os
import requests

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 logging.basicConfig(level=logging.INFO)
CSV_FILE = os.getenv('CSV_FILE')
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_GRAPHQL_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/
pathfinder/v1/graphql'
LEANIX_OAUTH2_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/mtm/v1/
oauth2/token'
TIMEOUT = 20
IT_COMPOMENT_MUTATION = """
mutation ITCompomentMutation($input: BaseFactSheetInput!) {
createFactSheet(input: $input) {
factSheet {
id
name
type
}
}
}
"""
APPLICATION_MUTATION = """
mutation ApplicationMutation($input: BaseFactSheetInput!, $patches: [Patch!]) {
createFactSheet(input: $input, patches: $patches) {
factSheet {
id
name
type
}
}
}
"""
def _obtain_access_token():
"""Obtain a LeanIX Access token using the Technical User generated
API secret.
Returns
-------
Optional(str): The LeanIX OAuth2 Access Token

"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=('apitoken', LEANIX_API_TOKEN),
data={'grant_type': 'client_credentials'},
timeout=TIMEOUT
)
response.raise_for_status()
return response.json().get('access_token')
def make_request(payload: dict):
"""Perform a GraphQL request to the LeanIX GraphQL API endpoint.
Args:
----
payload (dict): The query or the mutation to perform against the API
endpoint.

Returns:
-------
Optional(dict): The GraphQL response.

"""
# Fetch the access token and set the Authorization Header
access_token = _obtain_access_token()
auth_header = f'Bearer {access_token}'
# Provide the headers
headers = {
'Authorization': auth_header,
}

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 response = requests.post(
LEANIX_GRAPHQL_URL,
json=payload,
headers=headers,
timeout=TIMEOUT
)
response.raise_for_status()
json_response = response.json()
# GraphQL always returns a 200 response even if errors are included
# as such we check if `errors` is not empty.
errors=json_response.get('errors', [])
if len(errors):
raise Exception(f'Request {payload} to {LEANIX_GRAPHQL_URL} was not
successful: {errors}')
return json_response
def create_it_component(it_component: str):
"""Create a LeanIX IT component.

Args:
----
it_component (str): An IT component name.

Returns:
-------
str: The UUID of the generated IT Component Fact Sheet.

"""
# Create the Fact Sheet and return the `id` in order to assign it to
# the application.
# Mind the extra indendation as we will nest the creation of Fact Sheets
# under one mutation.
mutation_variables = {
'input': {
'name': it_component,
'type': 'ITComponent'
}
}
logging.info(f'Creating ITComponent {it_component}')
response = make_request({'query': IT_COMPOMENT_MUTATION, 'variables':
mutation_variables})
# Response contains the IDs of the ITComponents
it_component_id = response.get('data', {}).get('createFactSheet',
{}).get('factSheet', {}).get('id')
logging.info(f'Succesfully created IT Component: {it_component} with id:
{it_component_id}')
return it_component_id
def create_applications(applications: dict):
"""Create LeanIX Application FactSheets from the provided set of data.
Args:
----
applications (dict): A dictionary of Applications with the relevant IT
Components

Returns:
-------
dict: A dictionary with the Application details including the Application
Fact Sheet UUID.
"""
for application in applications.values():
mutation_variables = {
'input': {
'name': application.get('name'),
'type': 'Application'
},
'patches': [
{
'op': 'add',

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 'path': '/relApplicationToITComponent/new_1',
'value': '{\"factSheetId\": \"%s\", \"costTotalAnnual\":
%s}'%(application.get('it_component'), application.get('total_annual_cost'))
}
]
}
logging.info(f'Creating Application {application}')
response = make_request({'query': APPLICATION_MUTATION, 'variables':
mutation_variables})
application['id'] = response.get('data', {}).get('createFactSheet',
{}).get('factSheet', {}).get('id')
logging.info(f'Succesfully created application:
{application.get('name')} with id: {application.get('id')}')
return applications

def main(csv_file_path: str):

"""Read a CSV file containing LeanIX Applications and IT components
and generate the relevant Application FactSheets and IT Components.
Args:
----
csv_file_path (str): The path to the CSV file containing the Application
information

"""
with open(csv_file_path, newline='') as csvfile:
reader = csv.DictReader(csvfile)
applications = dict()
it_components = dict()
for row in reader:
application_name = row.get('application_name')
it_component = row.get('it_component')
# Validate required fields
if not application_name or not application_name.strip():
raise ValueError('Application name is missing or empty.')
if not it_component or not it_component.strip():
raise ValueError('IT component name is missing or empty.')
# Create the IT components in order to fetch the relevant ID's
if it_component not in it_components:
it_components[it_component] = create_it_component(it_component)
# Crete the relevant Application pairs based on the IT Component IDs
# Create the ID field with a null value as a placeholder for the
response
if application_name not in applications:
applications[application_name] = {
'name': application_name,
'total_annual_cost': row.get('total_annual_cost', 0),
'it_component': it_components.get(it_component),
'id': None
}
# Create the application if everything was successful
if applications:
applications = create_applications(applications)
# Create a JSON export of the data with the Fact Sheet information
with open('export.json', 'w') as f:
# Use the json.dump method to write the data to the file
json.dump(applications, f, indent=4) # indent parameter for
readability

if __name__ == '__main__':
main(CSV_FILE)

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Updating Total Annual Costs

To update total annual costs, export the current values using GraphQL and then import new values using a
Python script.

Step 1: Retrieve Cost Values

To retrieve total annual costs, use the following GraphQL query. You can run the query in the GraphiQL Tool
[page 1902] in your workspace.

Example query:

{
allFactSheets(factSheetType: Application) {
edges {
node {
... on Application {
name
id
relApplicationToITComponent {
edges {
node {
factSheet {
name
id
}
costTotalAnnual
}
}
}
}
}
}
}
}

Example response:

{
"data": {
"allFactSheets": {
"edges": [
{
"node": {
"name": "HR Management App",
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"relApplicationToITComponent": {
"edges": [
{
"node": {
"factSheet": {
"name": "Storage System",
"id": "a8fe4825-42b8-431b-8124-ca12c579c78b"
},
"costTotalAnnual": 125
}
},
{
"node": {
"factSheet": {
"name": "Web Server",
"id": "ed46809c-998a-4fd6-9185-4b25e4e77d9b"
},
"costTotalAnnual": 250

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 }
}
]
}
}
},
{
"node": {
"name": "Finance Management App",
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"relApplicationToITComponent": {
"edges": [
{
"node": {
"factSheet": {
"name": "Storage System",
"id": "a8fe4825-42b8-431b-8124-ca12c579c78b"
},
"costTotalAnnual": 500
}
},
{
"node": {
"factSheet": {
"name": "Web Server",
"id": "ed46809c-998a-4fd6-9185-4b25e4e77d9b"
},
"costTotalAnnual": 1000
}
}
]
}
}
}
]
}
}
}

Convert the output in JSON format into a CSV file using your preferred conversion tool. The following table
shows the data that we retrieved.

Application Name Application ID IT Component Name IT Component ID Total Annual Costs

HR Management App 4d121f64-116b-4ccc- Storage System a8fe4825-42b8-431b- 125

a292-eb4e4f8d1b24 8124-ca12c579c78b

HR Management App 4d121f64-116b-4ccc- Web Server ed46809c-998a-4fd6- 250

a292-eb4e4f8d1b24 9185-4b25e4e77d9b

Finance Management 28fe4aa2-6e46-41a1- Storage System a8fe4825-42b8-431b- 500

App a131-72afb3acf256 8124-ca12c579c78b

Finance Management 28fe4aa2-6e46-41a1- Web Server ed46809c-998a-4fd6- 1000

App a131-72afb3acf256 9185-4b25e4e77d9b

Example CSV file:

application_id,it_component_id,total_annual_cost
4d121f64-116b-4ccc-a292-eb4e4f8d1b24,a8fe4825-42b8-431b-8124-ca12c579c78b,125
4d121f64-116b-4ccc-a292-eb4e4f8d1b24,ed46809c-998a-4fd6-9185-4b25e4e77d9b,250
28fe4aa2-6e46-41a1-a131-72afb3acf256,a8fe4825-42b8-431b-8124-ca12c579c78b,500
28fe4aa2-6e46-41a1-a131-72afb3acf256,ed46809c-998a-4fd6-9185-4b25e4e77d9b,1000

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Step 2: Run a Script to Update Cost Values
Before proceeding, prepare an input file in CSV format with updated cost values. For details, see the previous
step in this tutorial.

Once you have your input data ready, run the following Python script to update cost values. The script
completes the following tasks:

• Performs authentication to SAP LeanIX services

• Retrieves relations between application and IT component fact sheets
• Updates the costTotalAnnual attribute with values from the input file

Example script:

import csv
import logging
import os
import requests
logging.basicConfig(level=logging.INFO)
CSV_FILE = os.getenv('CSV_FILE')
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_GRAPHQL_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/
pathfinder/v1/graphql'
LEANIX_OAUTH2_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/mtm/v1/
oauth2/token'
TIMEOUT = 20
QUERY = """
query retrieveAllFactSheets {
allFactSheets(factSheetType: Application) {
edges {
node {
id
... on Application {
relApplicationToITComponent {
edges {
node {
id
factSheet {
id
}
}
}
}
}
}
}
}
}
"""
APPLICATION_MUTATION = """
mutation UpdateApplication($id: ID!, $patches: [Patch]!) {
updateFactSheet(id: $id, patches: $patches) {
factSheet {
id
name
description
type
}
}
}
"""
def _obtain_access_token():
"""Obtain a LeanIX Access token using the Technical User generated
API secret.
Returns

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 -------
Optional(str): The LeanIX OAuth2 Access Token

"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=('apitoken', LEANIX_API_TOKEN),
data={'grant_type': 'client_credentials'},
timeout=TIMEOUT
)
response.raise_for_status()
return response.json().get('access_token')
def make_request(payload: dict):
"""Perform a GraphQL request to the LeanIX GraphQL API endpoint.
Args:
----
payload (dict): The query or the mutation to perform against the API
endpoint.

Returns:
-------
Optional(dict): The GraphQL response.

"""
# Fetch the access token and set the Authorization Header
access_token = _obtain_access_token()
auth_header = f'Bearer {access_token}'
# Provide the headers
headers = {
'Authorization': auth_header,
}

response = requests.post(
LEANIX_GRAPHQL_URL,
json=payload,
headers=headers,
timeout=TIMEOUT
)
response.raise_for_status()
json_response = response.json()
# GraphQL always returns a 200 response even if errors are included
# as such we check if `errors` is not empty.
errors=json_response.get('errors', [])
if len(errors):
raise Exception(f'Request {payload} to {LEANIX_GRAPHQL_URL} was not
successful: {errors}')
return json_response
def _parse_application_fact_sheets(query_response):
"""Loop through the query results generating a dictionary containing the
information
required to update the relevant application costs.
Args:
----
query_response (dict): The query response data from the GraphQL query
"""
applications = dict()
for edge in query_response.get('data',{}).get('allFactSheets',
{}).get('edges', []):
node = edge.get('node', {})
application_id = node.get('id')
for relation_edge in node.get('relApplicationToITComponent',
{}).get('edges', []):
# Set an entry only if there is a relation available
applications[application_id] = dict()
relation_node = relation_edge.get('node', {})
relation_id = relation_node.get('id')

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 it_component_id = relation_node.get('factSheet',{}).get('id')
applications[application_id][it_component_id] = relation_id
return applications
def retrieve_application_fact_sheets():
"""Retrieve the LeanIX Application Fact Sheets, including their relational
values.
"""
response = make_request({'query': QUERY})
return _parse_application_fact_sheets(response)

def update_costs(application_id: str, it_component_id: str, relation_id: str,

total_annual_costs: int):
"""Update LeanIX Application FactSheets from the provided set of data.
Args:
----
application_id (str): The UUID of the Application Fact Sheet.
it_component_id (str): The UUID of the ITComponent Fact Sheet.
relation_id (str): The UUID of the relation with the ITComponent Fact
Sheet.
total_annual_costs (int): The total annual cost.
"""
mutation_variables = {
'id': application_id,
'patches': [
{
'op': 'replace',
'path': f'/relApplicationToITComponent/{relation_id}',
'value': '{\"factSheetId\": \"%s\",
\"costTotalAnnual\": %s}'%(it_component_id, total_annual_costs)
}
]
}
logging.info(f'Updating costs for Application Fact Sheet: {application_id}')
response = make_request({'query': APPLICATION_MUTATION, 'variables':
mutation_variables})
logging.info(f'Succesfully updated costs: {response}')
def main(csv_file_path: str):
"""Read a CSV file containing LeanIX Applications and IT components
and generate the relevant Application FactSheets and IT Components.
Args:
----
csv_file_path (str): The path to the CSV file containing the Application
information

"""
logging.info('Fetching Application Fact Sheets with relations')
applications = retrieve_application_fact_sheets()
with open(csv_file_path, newline='') as csvfile:
reader = csv.DictReader(csvfile)
for row in reader:
application_id = row.get('application_id')
it_component_id = row.get('it_component_id')
relation_id = applications.get(application_id,
{}).get(it_component_id, {})
total_annual_costs = row.get('total_annual_costs')
# Validate required fields
if not application_id or not application_id.strip():
raise ValueError('Application id is missing or empty.')
if not it_component_id or not it_component_id.strip():
raise ValueError('IT component id is missing or empty.')
if not relation_id or not relation_id.strip():
raise ValueError('Relation id is missing or empty.')
update_costs(application_id, it_component_id, relation_id,
total_annual_costs)
if __name__ == '__main__':
main(CSV_FILE)

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Related Information

• Cost Management [page 732]

• Using GraphQL with Python [page 1925]

9.2.3.2 Exporting Workspace Snapshots

Export snapshots of your workspace data through the Pathfinder REST API.

Overview

While we recommend working with your inventory data and collaborating inside your workspace as much as
possible, there are circumstances in which you may need to regularly download snapshots of your workspace
data, for example, when it's required by your organization's policies. As an administrator, you can export your
workspace data to an XLSX file in the Export section of the administration area. To learn more, see Export [page
1053].

This document outlines how to programmatically export workspace snapshots.

Prerequisites

• Get an API token by creating a technical user with admin permissions. For instructions, see Technical Users
[page 1798].
• Learn how to authenticate to SAP LeanIX services. For details, see Authentication to SAP LeanIX Services
[page 1792].
• Get the ID of your workspace. To do that, in the administration area, navigate to the API Tokens section,
then copy the WorkspaceId value.

Step 1: Initiate an Export Job

To get started, initiate an export job by making a POST request to the following endpoint on the Pathfinder REST
API :

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/exports/fullExport

Use the exportType query parameter to specify the export type:

• SNAPSHOT: Full snapshot of the workspace data that includes information from all active fact sheets, as
well as information about related objects such as relations, tag groups, tags, resources (also referred to as
documents), and comments. The snapshot doesn't include archived fact sheets. In the application UI, this
export type appears as Full Snapshot.

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• AUDIT_LOG: Data-related changes made to the workspace within a specified time frame. The default time
frame is 30 days. In the application UI, this export type appears as Changelog.
• ARCHIVE: Full snapshot of the archived workspace data that includes information from all archived fact
sheets, as well as information about related objects such as relations, tag groups, tags, resources (also
referred to as documents), and comments. You can use this export option to view archived fact sheets
before they are deleted at the end of the retention period. For more information, see Archiving, Deleting
and Recovering Fact Sheets [page 660].

 Note

The /exports/fullExport endpoint supports additional export types. However, we recommend using
only the export types listed in this document.

Example request:

curl -X 'POST' \
'https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/exports/fullExport?
exportType=SNAPSHOT' \
-H 'accept: application/json' \
-H 'Authorization: Bearer {ACCESS_TOKEN}' \
-d ''

Example response:

{
"status": "OK",
"type": "JobResponseData",
"data": {
"jobId": "job:374234:cmbf4fdiozzp8q7m4u0dc1jss",
"message": "A new job is queued.",
"synclogId": null
}
}

The OK status in the response indicates that an export job is initiated.

Step 2: Retrieve a One-Time Download Key

Before you download a file with workspace data, retrieve a one-time key that serves as the download identifier.
To do that, make a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/exports

 Note

Because the export process can be time-consuming, especially for workspaces containing large volumes
of data, you might need to repeatedly call the /exports endpoint to monitor the export status. Once the
status updates to COMPLETED, a one-time downloadKey is generated, which can be used to download
the file as outlined in the next step.

You can optionally use query parameters to filter the results returned in the response.

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Example request:

curl -X 'GET' \
'https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/exports?
exportType=SNAPSHOT&pageSize=40&sorting=createdAt&sortDirection=DESC' \
-H 'accept: application/json' \
-H 'Authorization: Bearer {ACCESS_TOKEN}'

Example response:

{
"status": "OK",
"type": "Export",
"data": [
{
"id": "3159d0bc-f0c1-4d6a-a541-cc534ebf7102",
"user": {
"id": "25d63c1a-4cc9-4c46-bb4c-a82a78cb8686",
"firstName": null,
"lastName": "Technical User",
"displayName": "Technical User",
"userName": "Technical User",
"email": null,
"technicalUser": true,
"role": "ACCOUNTUSER",
"status": "ACTIVE"
},
"type": "SNAPSHOT",
"status": "COMPLETED",
"createdAt": "2024-03-26T15:04:25.378194Z",
"deleteAt": "2024-03-26T15:14:29.515400Z",
"dryRun": false,
"downloadKey": "ba25c032-f399-462e-803a-016bdf13335d",
"factSheetTypes": null,
"factSheetCount": null,
"columnCount": null,
"bookmark": null
},
...
],
"total": 9,
"endCursor": "YXJyYXk6OA=="
}

Once the export status updates to COMPLETED, which indicates a successful operation, a one-time download
key is generated in downloadKey. Save this key from the response.

Step 3: Retrieve a File with Workspace Data

With the downloadKey of the export, you can retrieve an XLSX file with workspace data. The downloadKey is
a single-use key, valid for one download only. workspaceId is a required parameter for this request.

To retrieve a file with workspace data, make a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/exports/downloads/
{workspaceId}

Example request:

curl -X 'GET' \

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 'https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/exports/downloads/
b7d533f1-4aa0-4132-92c6-a390a60cbghf?key=cf1d1f70-539e-4207-acf0-64d2955007d7' \
-H 'accept: application/octet-stream' \
-H 'Authorization: Bearer {ACCESS_TOKEN}'

An XLSX file is returned in the response.

Next Steps

You can automate recurring tasks, such as exporting workspace snapshots, by using cron jobs. Cron jobs
are time-based job schedulers in Unix-like operating systems, which can execute commands or scripts at
predefined times or intervals. For more complex scheduling or tasks, consider using task scheduling software
or services that offer more advanced features and error handling.

If you want to process data from the downloaded Excel file, as a best practice, always refer to specific columns
in your code using field keys (first rows in the file) instead of field descriptions (second rows in the file) or
column order. Field keys are unique identifiers that remain consistent, regardless of any possible changes that
can be applied to file data.

9.2.4 Bookmarks

Manage saved searches, reports, diagrams, and dashboards through the Pathfinder REST API.

In the context of the Pathfinder REST API , a bookmark is a data object that represents one of the following
entities depending on the bookmark type: saved search, report, diagram, or dashboard.

To manage bookmarks programmatically, use the /bookmarks endpoints within the Pathfinder REST API.

Bookmark Types

The following table lists the types of bookmarks in the Pathfinder REST API and the corresponding objects in
the application user interface (UI).

Bookmark Type in the API Object in the Application UI

INVENTORY Saved search within the Inventory

REPORTING Report

VISUALIZER Diagram

DASHBOARD Dashboard

When you retrieve bookmarks, the state attribute in the response contains the bookmark data. The content of
the state attribute varies depending on the type of bookmark.

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  Note

Sharing data through the Open Data Protocol (OData) is only supported for bookmarks of the INVENTORY
type. OData is not supported for other types of bookmarks.

9.2.4.1 Retrieving a Diagram by ID

This guide explains how to retrieve all or specific diagrams that you have access to through the Pathfinder
REST API.

 Note

In the context of the Pathfinder REST API, a diagram is a type of bookmark. You can use the API endpoints
listed in this guide to retrieve other types of bookmarks. For more information, visit Bookmarks [page
1881].

To learn how to authenticate to SAP LeanIX APIs, see Authentication to SAP LeanIX Services [page 1792].

Retrieving All Diagrams

To retrieve all diagrams that you have access to, make a GET request to the following API endpoint:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/bookmarks

To explore the endpoint schema, navigate to the OpenAPI Explorer .

The following table contains the input parameters:

Parameter Parameter Type Data Type Required Description

bookmarkType Query String Required The type of the

bookmark to retrieve.
For diagrams, pass
VISUALIZER. For a
list of possible values,
see Bookmarks [page
1881].

oDataOnly Query Boolean Optional Determines whether to

return only bookmarks
for which the Open
Data Protocol (OData)
is enabled. OData is
not supported for dia-
grams.

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Parameter Parameter Type Data Type Required Description

groupKey Query String Optional The key used to sepa-

rate bookmarks within
the same query type.

Example request:

curl -X 'GET' \
'https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/bookmarks?
bookmarkType=VISUALIZER' \
-H 'accept: application/json' \
-H 'authorization: Bearer {ACCESS_TOKEN}'

The state attribute in the response contains the diagram layout and filters.

Example response:

{
"status": "OK",
"type": "Bookmark",
"data": [
{
"id": "2452d5e1-ee8b-4b7c-b7f6-7af8bc4b9a73",
"userId": "00000000-1111-4000-2222-000000000001",
"name": "Dataflow w/ Data Objects",
"type": "VISUALIZER",
"groupKey": "dataflow",
"state": {
"graphXml": "<mxGraphModel grid=\"1\" gridSize=\"10\"
guides=\"1\" tooltips=\"1\" connect=\"0\" fold=\"1\" page=\"0\"
pageScale=\"1\" pageWidth=\"826\" pageHeight=\"1169\"><root><lx-settings
layout=\"horizontalFlow\" relationLabels=\"interfaceTechnology,businessObjects\"
id=\"0\"><mxCell/></lx-settings><mxCell id=\"1\" parent=\"0\"/><object
type=\"factSheet\" autoSize=\"1\" layoutType=\"auto\" ...",
"viewport": {
"scale": 1,
"translate": {
"x": 0,
"y": 0
}
}
},
"workingCopy": null,
"description": "",
"createdAt": "2019-03-20T15:59:54.714Z",
"updatedAt": "2023-09-27T18:10:51.185149Z",
"i18nKey": null,
"predefined": true,
"readonly": false,
"defaultSharingPriority": 20,
"user": {...},
"permittedReadUserIds": [],
"permittedWriteUserIds": [],
"referencedFactSheetIds": [
"a0197ca7-e614-4e93-d89f-82dd28ef819a",
"26be83c4-2b7f-479e-e5f3-ef0006db54ba",
...
],
"views": 11,
"replaySequence": 6,
"temporary": false,
"oDataEnabled": false
},

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 {...}
],
"total": 4
}

Retrieving a Diagram by ID

To retrieve a specific diagram that you have access to by its ID, make a GET request to the following API
endpoint:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/bookmarks/{id}

To explore the endpoint schema, navigate to the OpenAPI Explorer .

The following table contains the input parameters:

Parameter Parameter Type Data Type Required Description

id Path String Required The ID of the diagram

to retrieve. To get the
diagram ID, retrieve
all diagrams and save
the id of the desired
diagram from the re-
sponse. In the applica-
tion user interface, you
can navigate to the di-
agram page and copy
the ID from the URL.

markAsViewed Query Boolean Optional Determines whether to

mark the diagram as
viewed upon executing
the request. If true,
the value of the views
parameter is increased
by one. Defaults to
true if not specified.

Example request:

curl -X 'GET' \
'https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/bookmarks/2452d5e1-
ee8b-4b7c-b7f6-7af8bc4b9a73' \
-H 'accept: application/json' \
-H 'authorization: Bearer {ACCESS_TOKEN}'

The state attribute in the response contains the diagram layout and filters.

Example response:

{
"data": {
"id": "2452d5e1-ee8b-4b7c-b7f6-7af8bc4b9a73",
"userId": "00000000-1111-4000-2222-000000000001",

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 "name": "Dataflow w/ Data Objects",
"type": "VISUALIZER",
"groupKey": "dataflow",
"state": {
"graphXml": "<mxGraphModel grid=\"1\" gridSize=\"10\"
guides=\"1\" tooltips=\"1\" connect=\"0\" fold=\"1\" page=\"0\"
pageScale=\"1\" pageWidth=\"826\" pageHeight=\"1169\"><root><lx-settings
layout=\"horizontalFlow\" relationLabels=\"interfaceTechnology,businessObjects\"
id=\"0\"><mxCell/></lx-settings><mxCell id=\"1\" parent=\"0\"/><object
type=\"factSheet\" autoSize=\"1\" layoutType=\"auto\"...",
"viewport": {
"scale": 1,
"translate": {
"x": 0,
"y": 0
}
}
},
"workingCopy": null,
"description": "",
"createdAt": "2019-03-20T15:59:54.714Z",
"updatedAt": "2024-01-05T11:51:50.876878Z",
"i18nKey": null,
"predefined": true,
"readonly": false,
"defaultSharingPriority": 20,
"user": {...},
"permittedReadUserIds": [],
"permittedWriteUserIds": [],
"referencedFactSheetIds": [
"a0197ca7-e614-4e93-d89f-82dd28ef819a",
"26be83c4-2b7f-479e-e5f3-ef0006db54ba",
...
],
"views": 12,
"replaySequence": 6,
"temporary": false,
"oDataEnabled": false
},
"status": "OK",
"type": "Bookmark"
}

9.2.5 Updating User Permissions

Update user permissions through the MTM REST API.

Overview

This guide provides instructions on how to update user permissions through the Multi-Tenancy Management
(MTM) REST API .

Permissions define the user status, role, and other attributes related to authorization for each workspace. Each
user can only have a single permission for each workspace. Each attribute on the permission can only be set
once. Some attributes, such as role, only allow a single value. Other attributes, such as customerRoles,
allow multiple values. To learn more about managing users, see Managing Users [page 1116].

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Prerequisites

• Get an API token by creating a technical user with admin permissions. For instructions, see Technical Users
[page 1798].
• Learn how to authenticate to SAP LeanIX services. For details, see Authentication to SAP LeanIX Services
[page 1792].
• Get the ID of your workspace. To do that, in the administration area, navigate to the API Tokens section,
then copy the WorkspaceId value.

Step 1: Retrieve User Permissions

To update a permission, first retrieve a list of user permissions for a workspace. To do that, make a GET request
to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/workspaces/{id}/permissions

The following table lists the input parameters.

Parameter Parameter Type Data Type Required Description

id Path String Required The ID of the work-

space to retrieve user
permissions for.

q Query String Optional Query string to filter

data for a specific user.
You can specify the
user's first name, last
name, role, or other
details.

email Query String Optional The email address of

the user to search for.

status Query String Optional The status of the user

to search for, such as
ACTIVE, INVITED,
or ARCHIVED.

includeTechnica Query Boolean Optional Determines whether to

lUsers include technical users
in the response.

page Query Integer Optional The page number to

return in the response.
The default value is 1.

size Query Integer Optional The page size to re-

turn in the response.
The default value is 30.
The maximum value is
100.

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Parameter Parameter Type Data Type Required Description

sort Query String Optional A list of sorting pa-

rameters separated by
commas.

Example request:

curl --request GET \

--url https://{SUBDOMAIN}.leanix.net/services/mtm/v1/workspaces/
bdba4b5d-2d63-49ef-f8g4-045f020294bb/permissions?email=john.doe%40meshlab.de \
--header 'content-type: application/json' \
--header 'authorization: Bearer {ACCESS_TOKEN}' \

Example response:

{
"status": "OK",
"type": "Permission",
"errors": [],
"total": 1,
"data": [
{
"links": [...],
"id": "04259076-8cbc-418e-5d8h-20144d5d8bda",
"user": {
"id": "f767b7a2-5dd8-423e-d7f4-f9ea34d36ce8",
"account": {...},
"userName": "john.doe@organization.com",
"email": "john.doe@organization.com",
"role": "ACCOUNTUSER",
"status": "ACTIVE",
...
},
"workspace": {...},
"workspaceId": "bdba4b5d-2d63-49ef-f8g4-045f020294bb",
"role": "MEMBER",
"status": "INVITED",
"lastLogin": null,
"invitedByUser": {...},
"reviewedByUser": null,
"customerRoles": null,
"accessControlEntities": null,
"ignoreBlacklist": false,
"count": 0,
"replayed": false,
"active": false
}
]
}

Step 2: Update User Permissions

To update user permissions, make a POST request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/permissions

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There are two main use cases for managing user permissions:

• Updating the user role: Set role to one of the following values: VIEWER, MEMBER, or ADMIN. To learn more
about these roles, see Standard User Roles [page 1124].
• Updating the user status: Set status to one of the following values:
• ARCHIVED: Archive a user. You can't remove users from a workspace. You can only archive their
permissions.
• ACTIVE: Reactivate an archived user account. You can't change the status from INVITED to ACTIVE.

From the response body that you received in the previous step, copy the JSON object within the data array and
modify relevant attributes.

The following table lists required parameters to be passed in the request body. Other parameters are optional.

Parameter Parameter Type Data Type Required Description

user.id Body String Required The ID of the user.

workspace.id Body String Required The ID of the work-

space the user belongs
to.

role Body String Required The role to be assigned

to the user.

status Body String Required The status to be as-

signed to the user.

In the example request, we change the user role to ADMIN. The request body contains only required
parameters.

Example request:

curl --request POST \

--url https://{SUBDOMAIN}.leanix.net/services/mtm/v1/permissions \
--header 'content-type: application/json' \
--header 'authorization: Bearer {ACCESS_TOKEN}' \
--data '{
"user": {
"id": "f767b7a2-5dd8-423e-d7f4-f9ea34d36ce8"
},
"workspace": {
"id": "bdba4b5d-2d63-49ef-f8g4-045f020294bb"
},
"role": "ADMIN",
"status": "INVITED"
}'

Example request body:

{
"user": {
"id": "f767b7a2-5dd8-423e-d7f4-f9ea34d36ce8"
},
"workspace": {
"id": "bdba4b5d-2d63-49ef-f8g4-045f020294bb"
},
"role": "ADMIN",
"status": "INVITED"
}

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Example response:

{
"status": "OK",
"type": "Permission",
"errors": [],
"total": 0,
"data": {
"links": [...],
"id": "04259076-8cbc-418e-5d8h-20144d5d8bda",
"user": {
"id": "f767b7a2-5dd8-423e-d7f4-f9ea34d36ce8",
"account": {...},
"userName": "john.doe@organization.com",
"email": "john.doe@organization.com",
"role": "ACCOUNTUSER",
"status": "ACTIVE",
"technicalUser": false,
"scimManaged": false,
"transientUser": false,
"links": [...],
...
},
"workspace": {...},
"workspaceId": "bdba4b5d-2d63-49ef-f8g4-045f020294bb",
"role": "ADMIN",
"status": "INVITED",
...
}
}

9.2.6 Retrieving Survey Results

Retrieve survey results using the Poll REST API.

Overview

Surveys allow you to collect data about your organization's enterprise architecture landscape from various
stakeholders. You can manage surveys using the Poll REST API .

 Note

In the API reference, surveys are referred to as polls.

The Poll API provides access to the following resources:

• Polls: A poll is a template of a survey form that a survey creator sends out to recipients to collect the
desired information for specific Fact Sheets. Each poll has a unique ID.
• Poll runs: A poll run is an operation of sending a specific version of a survey to recipients. Each poll run has
a unique ID.
• Poll results: A poll result stores the answers of survey recipients for a specific Fact Sheet. Each Fact Sheet
included in a poll run generates a poll result with a unique ID.

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• Poll templates: A poll template is a survey form with predefined questions that admin users can download
to a workspace from the SAP LeanIX Store .

In this guide, we retrieve polls, poll runs, and poll results using the Poll API.

To learn more about surveys, visit Surveys [page 809].

Prerequisites

• Get an API token by creating a technical user. For more information, see Technical Users [page 1798].
• Learn how to authenticate to SAP LeanIX APIs. For more information, see Authentication to SAP LeanIX
Services [page 1792].

Step 1: Get the Poll ID

First, let's get the ID of the poll for which you want to retrieve results. To retrieve all polls, make a GET request to
the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/poll/v2/polls

In the example request, we retrieve a poll by its title using the q query parameter.

Example request:

curl -X GET
--header 'Accept: application/json'
--header 'Authorization: Bearer {ACCESS_TOKEN}'
'https://{SUBDOMAIN}.leanix.net/services/poll/v2/polls?
page=1&size=30&sort=creationDate-desc&q=Location'

Example response:

{
"status": "OK",
"type": "Poll",
"errors": [],
"total": 1,
"data": [
{
"id": "0b62781b-4266-4020-g87h-4cacb7947ba8",
"legacyId": null,
"questionnaire": {...},
"title": "Location",
"language": "en",
...
}
]
}

From the response, save the id of the desired poll.

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Step 2: Get the Poll Run ID

Now that you have the id of the poll, retrieve all runs for this poll. To do that, make a GET request to the
following endpoint:

https://{SUBDOMAIN}.leanix.net/services/poll/v2/polls/{id}/pollRuns

Example request:

curl -X GET
--header 'Accept: application/json'
--header 'Authorization: Bearer {ACCESS_TOKEN}'
'https://{SUBDOMAIN}.leanix.net/services/poll/v2/polls/0b62781b-4266-4020-
g87h-4cacb7947ba8/pollRuns?page=1&size=500&sort=startTime-desc'

Example response:

{
"status": "OK",
"type": "PollRun",
"errors": [],
"total": 2,
"data": [
{
"id": "ce6a4af8-7060-4adc-5ac8-2daa85efe616",
"legacyId": null,
"poll": {...},
"status": "STARTED",
"progress": null,
"startTime": "2023-08-24T10:55:54.693671Z",
...
},
{
"id": "c0735b3b-b032-4b0d-{...}-77f5e68b5210",
"legacyId": null,
"poll": {...},
"status": "STARTED",
"progress": null,
"startTime": "2023-08-22T06:40:08.927306Z",
...
}
]
}

From the response, save the id of the desired poll run.

Step 3: Get Poll Results

You can get poll results for:

• All Fact Sheets included in a poll run

• A specific Fact Sheet included in a poll run

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Get Results for All Fact Sheets in a Poll Run
With the poll run ID, you can retrieve results for all Fact Sheets included in the poll run. To do that, make a GET
request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns/{pollRunID}/pollResults

Example request:

curl -X GET
--header 'Accept: application/json'
--header 'Authorization: Bearer {ACCESS_TOKEN}'
'https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollRuns/
ce6a4af8-7060-4adc-5ac8-2daa85efe616/pollResults'

The response contains poll results for all Fact Sheets included in the poll run. Each result is associated with a
specific Fact Sheet and has a unique ID.

Example response:

{
"status": "OK",
"type": "PollResultDTO",
"errors": [],
"total": 2,
"data": [
{
"id": "10fd7951-1e44-4643-e6g4-ed5db8c44e29",
"pollRunId": "ce6a4af8-7060-4adc-5ac8-2daa85efe616",
"status": "DONE",
"answers": [
{
"questionId": "cc2a3670-9d9d-5e41-6g4h-c579cdd89b1c",
"answer": [
"Users are based in Australia."
],
...
{
"id": "2dff1a8b-33b6-494c-b855-c8604045e333",
"pollRunId": "ce6a4af8-7060-4adc-5ac8-2daa85efe616",
"status": "DONE",
"answers": [
{
"questionId": "cc2a3670-9d9d-5e41-6g4h-c579cdd89b1c",
"answer": [
"Users are based in Brazil."
],
...
}

Get Results for a Specific Fact Sheet in a Poll Run

You can retrieve a result for a specific Fact Sheet included in a poll run by the result ID. First, retrieve all results
and save the id of the desired result from the response.

To retrieve a poll result by ID, make a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollResults/{pollResultID}

Example request:

curl -X GET

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 --header 'Accept: application/json'
--header 'Authorization: Bearer {ACCESS_TOKEN}'
'https://{SUBDOMAIN}.leanix.net/services/poll/v2/pollResults/10fd7951-1e44-{...}-
ae7c-ed5db8c44e29'

Example response:

{
"status": "OK",
"type": "PollResultDTO",
"errors": [],
"total": 0,
"data": {
"id": "10fd7951-1e44-4643-e6g4-ed5db8c44e29",
"pollRunId": "ce6a4af8-7060-4adc-5ac8-2daa85efe616",
"status": "DONE",
"answers": [
{
"questionId": "cc2a3670-9d9d-5e41-6g4h-c579cdd89b1c",
"answer": [
"Users are based in Australia."
],
"comments": null,
"lastModified": "2023-08-25T06:50:28.288193Z",
"lastModifiedBy": "1cec1b72-d073-4bf1-4gh6-c80ba68e095b",
"substitute": null,
"jsonAnswer": null
}
],
"users": [...],
"requestingUser": null,
"sender": {...},
"factSheet": {...}
}
}

9.2.7 Sending Alerts to Slack and Microsoft Teams

Set up a webhook to receive notifications about failed events in your integration runs.

To monitor the status of your integrations, you can set up a webhook to receive real-time notifications about
events that fail during integration runs. This allows you to promptly address issues, minimizing downtime and
ensuring the smooth operation of your integrations. To learn more about webhooks, see Webhooks [page
2160].

You can access synchronization logs for integrations in the Synchronization Logging section of the
administration area. For more information, see Synchronization Logging [page 1678].

 Note

You can modify the webhook callback to receive notifications for specific event types, not only for failed
ones.

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Sending Alerts to Slack

To send alerts for failed integration events to Slack, create a webhook in SAP LeanIX. For instructions, see
Creating a Webhook [page 2161].

Specify the following details for the webhook:

• Type: PUSH
• Target URL: You can get a target URL from the incoming webhook that you've set up in Slack.
• Triggering Events: Select INTEGRATION_RUN_FINISHED and INTEGRATION_RUN_ABORTED.
• Callback: Enter the following code to filter failed events. Replace workspace_url with your
workspace URL that includes the workspace name, for example, https://your-company.leanix.net/
WorkspaceName.

var payload = delivery.payload;

delivery.active = false;
var base_url = 'workspace_url';
if (payload.errorCount > 0) {
delivery.active = true;
var text = payload.type + ' with Scope: ' + payload.scope + ' has status:
' + payload.progress + ' and error count: ' + payload.errorCount; text += '.
Synclog link : ' + base_url + '/admin/synclog/' + payload.synchronizationId;
}
delivery.payload = { text: text }

Sending Alerts to Microsoft Teams

To send alerts for failed integration events to Microsoft Teams, create a webhook in SAP LeanIX. For
instructions, see Creating a Webhook [page 2161].

Specify the following details for the webhook:

• Type: PUSH
• Target URL: To get a target URL for event notifications, create a workflow in Microsoft Teams. Workflows
enable you to automate processes that connect one or more apps to Microsoft Teams. To learn how
to create workflows, refer to the Microsoft documentation . If you're using Office 365 connectors,
migrate your existing connectors to workflows. To learn more, see the blog entry Retirement of Office
365 connectors within Microsoft Teams on the Microsoft 365 Developer Blog.
• Triggering Events: Select INTEGRATION_RUN_FINISHED and INTEGRATION_RUN_ABORTED.
• Callback: Enter the following code to filter failed events. Replace workspace_url with your
workspace URL that includes the workspace name, for example, https://your-company.leanix.net/
WorkspaceName.

var payload = delivery.payload;

delivery.active = false;
var base_url = 'workspace_url';
if (payload.errorCount > 0) {
delivery.active = true;
var uri = base_url + '/admin/synclog/' + payload.synchronizationId
var text = payload.type + ' with Scope: ' + payload.scope + ' has status:
' + payload.progress + ' and error count: ' + payload.errorCount + '.';
text += "Click **Sync Log** to check details!";
}

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 delivery.payload = {
"type":"message",
"attachments":[
{
"contentType":"application/vnd.microsoft.card.adaptive",
"contentUrl":null,
"content":{
"$schema":"http://adaptivecards.io/schemas/adaptive-card.json",
"type":"AdaptiveCard",
"version":"1.2",
"body":[
{
"type": "TextBlock",
"size": "Medium",
"weight": "Bolder",
"text": payload.type+" Failed",
"style": "heading",
"wrap": true
},
{
"type": "TextBlock",
"text": text,
"wrap":true
}
],
"actions": [
{
"type": "Action.OpenUrl",
"title": "Sync Log",
"url": uri,
"role": "Button"
}
],
}
}
]
}

9.3 SAP LeanIX APIs

Explore SAP LeanIX APIs and learn when to use each API.

Overview

We provide a suite of powerful APIs that enable you to interact with and manipulate data within SAP LeanIX.
These APIs offer flexible and efficient ways to integrate with other systems, manage your workspace data, and
create custom reports.

The following table provides an overview of available APIs.

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API Description

REST APIs REST APIs offer access to a wide range of resources, includ-
ing the meta model, workspace settings, users, metrics, sur-
veys, and more. These APIs are ideal for integration with
systems that support RESTful interactions. You can explore
and experiment with REST APIs using the OpenAPI explorer,
accessible from your workspace.

GraphQL API The GraphQL API enables you to retrieve and update fact
sheets and related data using GraphQL queries and muta-
tions. You can use the built-in GraphiQL tool in the adminis-
tration area of your workspace to interactively develop and
test your queries and mutations.

Integration API The Integration API supports integrations with external plat-
forms. It uses our custom LeanIX Data Interchange Format
(LDIF) to process data, simplifying the integration process
and reducing complexity. This API is ideal for building inte-
grations between SAP LeanIX and other vendor systems.

REST APIs

SAP LeanIX REST APIs offer a versatile interface for interacting with a wide range of resources, including the
meta model, workspace settings, users, metrics, surveys, and more. These APIs are designed for seamless
integration with systems that support RESTful interactions.

To enhance your experience with SAP LeanIX REST APIs, we provide the OpenAPI explorer . This tool enables
you to explore APIs, send requests, and view responses directly in your browser. To navigate to the OpenAPI
explorer from your workspace, on the help menu, choose Developer Tools > OpenAPI Documentation.

For additional information, see REST APIs [page 1897].

GraphQL API

SAP LeanIX chose GraphQL for managing fact sheets and related data due to its adaptability and efficiency
in handling intricate data structures and relationships. Fact sheets in SAP LeanIX often encompass complex
models and relationships, which can be difficult to handle with traditional REST APIs. GraphQL presents a
solution to this challenge.

Rather than dealing with fixed data structures, GraphQL enables clients to specify the exact data they need,
significantly reducing the volume of data transferred over the network and enhancing performance. This is
particularly beneficial when dealing with complex fact sheets, as it allows for more precise and efficient data
retrieval.

Moreover, GraphQL's capability to fetch related data in a single request aids in managing the relational
complexity of fact sheets. With traditional REST APIs, retrieving related data often necessitates multiple
requests to the server. However, with GraphQL, you can retrieve all related data in a single query, making it a
powerful tool for working with the interconnected data in fact sheets.

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GraphQL enables you to query data on your fact sheets as well as mutate (create, update, or delete) data. In
addition, GraphQL is used to create custom reports, specifically to pull data from the workspace and present it
using charts and other graphics.

We provide GraphiQL, an interactive tool that streamlines interaction with the GraphQL API, providing an
intuitive interface for workspace administrators to explore the GraphQL schema, experiment with queries
and mutations, and validate them in real time. To navigate to the GraphiQL tool, on the help menu, choose
Developer Tools > GraphQL Editor.

For additional information, see GraphQL API [page 1900].

Integration API

The Integration API is a powerful and flexible tool designed to streamline the integration process between
SAP LeanIX and other vendor systems. One of the key features of the API is that it uses the generic LeanIX
Data Interchange Format (LDIF), which minimizes complexity and eliminates the need to map logic within the
code. This enables developers to effectively use the API without needing an in-depth understanding of the SAP
LeanIX meta model. For more information, see LeanIX Data Interchange Format (LDIF) [page 1990].

The Integration API manages CRUD operations for any inbound data from other systems within SAP LeanIX,
significantly reducing complexity. It also allows for the definition of variables and exceptions and the use of
JUEL expressions to extract or import only specific values.

Additional benefits of the Integration API include the encapsulation of SAP LeanIX configuration in every
connector, the capability to integrate even when the external system doesn't allow direct access, and flexible
error handling. The API mitigates failure due to single or multiple data issues by disregarding data that doesn't
meet the requirements.

The Integration API also supports the import and export of data from your workspace. This feature is
particularly beneficial when the built-in functionality for importing or exporting doesn't align with your needs,
such as when managing attributes on relations. The API also excels in handling more complex scenarios, for
example, when the data from the source system is not in a clean state.

For additional information, see Integration API [page 1988].

9.3.1 REST APIs

Get started with SAP LeanIX REST APIs.

Overview

REST stands for Representational State Transfer. REST APIs are web service APIs that adhere to the
constraints of REST architecture. Learn more about REST .

SAP LeanIX offers a wide range of REST APIs. These APIs provide access to various resources, such as the
meta model, users, metrics, surveys, and more. Use REST APIs to integrate with systems that support RESTful
interactions.

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  Note

The endpoint base URL varies for different customers. It depends on the subdomain of your workspace.
In our documentation, the base URL appears as follows: https://{SUBDOMAIN}.leanix.net. For more
information, visit Base URL [page 1802].

To work with your fact sheets and related data, use the GraphQL API [page 1900].

Available APIs

To get an overview of our REST APIs and learn when to use each API, see REST APIs Overview [page 1899].

Authentication

To learn how to authenticate to REST APIs, see Authentication to SAP LeanIX APIs [page 1792].

OpenAPI Explorer

In the OpenAPI explorer , you can view available REST APIs and try out requests right in your browser. To
navigate to the OpenAPI explorer from your workspace, on the help menu, choose Developer Tools > OpenAPI
Documentation.

 Note

Because there are multiple instances of the SAP LeanIX app, the link to the OpenAPI explorer varies for
different customers. Navigate to the OpenAPI explorer from your workspace.

To browse available APIs in the OpenAPI explorer, use the menu in the upper-right corner.

Use Cases

SAP LeanIX REST APIs provide access to various resources. You can use them to import and export data, set
up integrations, and automate workflows for your organization.

Here are some example use cases:

• Update user permissions through the MTM API [page 1885]

• Get survey results using the Poll API [page 1889]

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9.3.1.1 REST APIs Overview

Get an overview of available REST APIs and learn when to use each API.

You can browse available REST APIs and try out requests in the OpenAPI Explorer .

 Note

Because there are multiple instances of the SAP LeanIX app, the link to the OpenAPI Explorer varies for
different customers.

To navigate to the OpenAPI Explorer from your workspace, on the help menu, select About SAP LeanIX, and
then click Browse API in the overlay that appears.

REST API Usage Additional Information

Apptio Connector API Configure and run your Apptio integra- Apptio Integration [page 1583]
tion.

Automations API Manage your automation templates Automations [page 991]

and retrieve information about instan-
ces and quota.

Discovery SaaS API Manage SaaS discovery integrations SaaS Discovery [page 1291]
and access discovered data.

Import Export API Interact with Inventory data through Ex- • Importing Fact Sheet Data
cel files and the standardized OData ca- Through Excel File [page 601]
pability.
• Exporting Fact Sheet Data as Excel
File [page 612]
• OData Integration [page 1658]

Integration API Configure and run your custom integra- Integration REST API [page 2124]
tions.

Integration Collibra API Configure and run your Collibra integra- Collibra Integration [page 1597]
tion.

Integration ServiceNow API Configure and run your ServiceNow in- ServiceNow Integration [page 1509]
tegration.

Integration Signavio API Configure and run your SAP Signavio SAP Signavio Integration [page 1446]
integration.

MTM API Automate user management tasks for • Authentication to SAP LeanIX
your workspaces. Services [page 1792]
• Managing Users [page 1116]

Metrics API Track your own metrics and set up KPIs Metrics [page 1069]
based on Inventory filters.

Navigation API Manage collections of reports and dia- Collections [page 895]
grams.

Notifications API Manage your notification settings. Notifications Center [page 1074]

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REST API Usage Additional Information

Pathfinder API Search for and manage the lifecycle of • GraphQL API [page 1900]
Inventory Fact Sheets, such as create
or modify your Fact Sheets. We recom-
• Bookmarks [page 1881]

mend that you use our GraphQL API

to work with Fact Sheets. Manage book-
marks programmatically.

Poll API Manage your surveys, survey runs, and Surveys [page 809]
survey submissions.

Recon API Get recommendations on potentially

related fact sheets for a specific fact
sheet and its description.

Reference Data API Maintain links between your fact sheets Reference Catalog [page 1249]
and our reference catalog.

Self-Built Software Discovery API Manage microservices and their as- Self-Built Software Discovery [page
sociated Software Bill of Materials 1337]
(SBOMs).

Storage API Manage and retrieve file resources for

your workspace.

Synclog API Get and update synchronization logs of Synchronization Logging [page 1678]
your out-of-the-box or custom integra-
tions.

To-do API Manage your To-Dos and To-Do assign- To-Dos (Administration) [page 1105]
ees.

Transformations API Manage transformations and impacts. • Transformations [page 1736]

• Impacts [page 1770]

Webhooks API Subscribe to domain events within SAP Webhooks [page 2160]
LeanIX.

9.3.2 GraphQL API

Get started with the SAP LeanIX GraphQL API.

Overview

GraphQL is a query language for APIs that allows clients to request precisely the data they need. It was
developed by Facebook to provide a more efficient and flexible alternative to traditional REST APIs. To learn
more about GraphQL, visit the GraphQL website .

The SAP LeanIX GraphQL API allows you to work with your fact sheets and related data. You can retrieve
and manipulate fact sheet data using GraphQL queries and mutations . To explore more examples, see Use
Cases [page 1901].

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The SAP LeanIX GraphQL API adheres to the October 2021 specification for GraphQL.

Benefits

GraphQL has several benefits, such as:

• You can summarize required related data in a single request. This allows you to focus on the business logic
instead of combining call results and handling different transactions.
• For large volumes of data, such as in reports or analytics, GraphQL significantly increases performance.
You can transfer exactly the attributes that you need through the network, without extra latency.
• The GraphQL schema is strongly typed. It's an advantage because strong typing implies that the API is
largely self-documented. You can see what the immediate response to the query will be. The schema
provides descriptions for all API components, making it easier for the user to navigate the reference
documentation.
• Because everything in GraphQL is schema-driven, it's easy to extend an API. You can add new fields or
types without affecting existing ones.
• In GraphQL, the @deprecated annotation is used to mark a field or type as deprecated. This eliminates
the need for versioning an API.

Use Cases

With our GraphQL API, you can complete various tasks, such as:

• Retrieve a single fact sheet or a list of fact sheets

• Retrieve Applications with specific attributes
• Manage relations between fact sheets
• Update specific attributes on fact sheets
• Fetch data from your workspaces to build custom reports

To explore more examples, see Sample Queries [page 1940].

GraphQL Basics

To learn the basics of GraphQL, see the following:

• GraphQL Basics [page 1905]: Understand how queries and mutations work.
• Using GraphQL with Python [page 1925]: Learn how to run GraphQL queries and mutations using Python.
• Sample Queries [page 1940]: View examples and try them out in your workspace.

For comprehensive information about GraphQL, refer to the GraphQL documentation .

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GraphiQL Tool

In the GraphiQL tool in your workspace, you can explore the GraphQL schema and interactively develop and
test queries. To open the GraphiQL tool, on the help menu, choose Developer Tools > GraphQL Editor.

By default, only admins have access to the GraphiQL tool. As an admin, you can grant permission to access
the GraphiQL tool to non-admin roles in the User Roles and Permissions section of the administration area. For
more details, see Role-Based Permissions [page 1126].

In the GraphiQL tool, you can:

• Create and execute queries in the interactive Query Editor. To define variables for a query, enter them in the
Variables section in JSON format.
• View the GraphQL schema. To open the schema, in the sidebar on the left, click Show Documentation
Explorer.
• View your request history and open your previous requests. To expand the History section, in the sidebar,
click Show History. You can delete specific or all entries, add requests to favorites, and edit the request
labels.
• Interactively create queries and mutations in the Explorer section. To expand the section, in the sidebar,
click Show GraphiQL Explorer. Here, you can:
• Select queries and mutations that you want to add to the Query Editor
• View and select available attributes for each query and mutation, without having to navigate to the
GraphQL schema
• Duplicate, rename, and delete queries and mutations

Creating Queries Using the Explorer in the GraphiQL Tool

GraphQL Schema

A GraphQL schema defines the structure and capabilities of a GraphQL API.

You can explore the GraphQL schema in the Docs section in the GraphiQL tool. To expand the section, in the
sidebar on the left, click Show Documentation Explorer.

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 Documentation Explorer in the GraphiQL Tool

To reload the GraphQL schema, in the sidebar, click Re-fetch GraphQL schema.

In the Docs section, you can:

• View a list of available queries and mutations

• Search for specific queries, mutations, fields, arguments, and other API elements

In the specification, required attributes are marked with an exclamation mark.

Retrieving the GraphQL Schema Metadata

To retrieve the GraphQL schema metadata, use the following query.

query {
__schema {
types {
name
kind
interfaces {
kind
name
}
fields {
name
}
inputFields {
name
defaultValue
}
}

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 queryType {
name
}
}
}

Authentication

To authenticate your requests to the GraphQL API, you need an access token. For more information, see
Authentication to SAP LeanIX Services [page 1792].

When using the GraphiQL tool in your workspace, you don't need to authenticate.

GraphQL API Endpoints

Endpoint for standard GraphQL requests:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/graphql

Endpoint for GraphQL file uploads:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/graphql/upload

Exporting Queries from the Inventory

You can export GraphQL queries from the inventory based on the current inventory data, including any applied
filters and sorting options. You can copy a JSON query for external use or export it to the interactive GraphiQL
tool in your workspace. By using these export options, you can create queries more quickly and save time on
configuring complex filtering options.

To access query export options from the inventory, select the arrow icon on the filter bar, then choose the
option you need:

• Copy as JSON Query: Copy a JSON query based on the current inventory data for external use. The query
includes any filters and sorting options you've applied.
• Open in GraphiQL: Generate a GraphQL query based on the current inventory data and open it in the
GraphiQL tool. The query includes any filters and sorting options you've applied.

By default, only admins can access these export options in the inventory. As an admin, you can grant
permissions for one or both export options to non-admin roles in the User Roles and Permissions section
of the administration area. For more details, see Role-Based Permissions [page 1126].

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 Query Export Options in the Inventory

Best Practices

Here are some best practices for using GraphQL:

• Focus on queries and mutations that are one-off in nature or for which you don't need to regularly (such as
monthly or weekly) get up-to-date information.
• Use queries to pull relatively simple information. While you can run complex queries, there are other
alternative tools that you can leverage. For example, the Integration API [page 1988] may be an easier and
more flexible choice for some use cases. Due to a complexity limit in GraphQL, long queries are denied to
prevent possible Denial of Service (DOS) attacks.
• When you query a large number of fact sheets, use pagination. To learn more, see Pagination in GraphQL
[page 1919].
• Use GraphQL when building custom reports. GraphQL allows you to pull information presented in charts
and other visual formats from your workspace. To view examples of using GraphQL with custom reports,
see Using GraphQL Queries with Custom Reports [page 1819].

Scripts

You can find scripts that use GraphQL in our public SAP LeanIX GitHub repository. Here are some examples:

• Update Costs
• Import Metrics
• Create Resources

9.3.2.1 GraphQL Basics

Learn the GraphQL basics. Create and execute your first queries and mutations.

This topic provides an overview of basic GraphQL concepts to help you get started. To learn about GraphQL
and how it works, refer to the GraphQL documentation .

To create and test your first queries and mutations, you can use the GraphiQL Tool [page 1902] in your
workspace.

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To explore the GraphQL schema, navigate to the Documentation Explorer section in the GraphiQL tool. In the
schema, an exclamation mark next to an attribute indicates that the attribute is required (cannot be null).

 Tip

To explore example queries and mutations for the SAP LeanIX GraphQL API, see Sample Queries [page
1940].

Queries

GraphQL queries allow you to retrieve data, similar to GET methods in REST APIs. To learn more about queries,
see Queries and Mutations in the GraphQL documentation.

To explore queries available within the SAP LeanIX GraphQL API, navigate to the Documentation Explorer
section in the GraphiQL tool [page 1902].

As an example, let's retrieve a Fact Sheet by its ID using the factSheet query. id is a required argument for
this query. To get the ID of a Fact Sheet, navigate to the Fact Sheet page in the application user interface and
copy the ID from the URL.

In the example, we request the following Fact Sheet attributes to be returned in the response: id, name, and
type. You can modify the query to retrieve the data you need.

Example query:

{
factSheet(id: "28fe4aa2-6e46-41a1-a131-72afb3acf256") {
id
name
type
}
}

Example response:

{
"data": {
"factSheet": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management",
"type": "Application"
}
}
}

Mutations

GraphQL mutations allow you to modify data, similar to POST, PUT, PATCH, and DELETE methods in REST APIs.
To learn more about mutations, see Mutations in the GraphQL documentation.

To explore mutations available within the SAP LeanIX GraphQL API, navigate to the Documentation Explorer
section in the GraphiQL tool [page 1902].

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As an example, let's create an Application Fact Sheet using the createFactSheet mutation. The fields name
and type of the BaseFactSheetInput input argument are required for this mutation. We pass these fields
using the $input variable.

To retrieve specific Fact Sheet attributes in the response, use the factSheet query. In the example, we retrieve
the following attributes: id, name, and type.

Example mutation with a variable:

mutation ($input: BaseFactSheetInput!) {

createFactSheet(input: $input) {
factSheet {
id
name
type
}
}
}

The mutation requires an $input variable. Define the variable in JSON format.

We recommend using variables in mutations with a large number of input parameters.

Variables:

{
"input":{"name":"New Fact Sheet", "type": "Application"}
}

Alternatively, you can create a mutation without a variable.

Example mutation without a variable:

mutation {
createFactSheet(input: {name: "New Fact Sheet", type: Application}) {
factSheet {
id
name
type
}
}
}

Once you have executed the request, you get a response that contains the details of the new Fact Sheet. The id
is generated automatically.

Example response:

{
"data": {
"createFactSheet": {
"factSheet": {
"id": "16fdc1a9-ae59-4d0a-b6ce-bb717baa74f3",
"name": "New Fact Sheet",
"type": "Application"
}
}
}
}

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Including Multiple Mutations in a Single Request Using Aliases

To make your program run faster and deal with delays caused by network connection, you can include multiple
mutations in one request by using mutation aliases.

When using aliases in mutations, follow these guidelines:

• Choose a unique alias for each mutation.

• Split your mutations into manageable chunks to prevent execution disruption caused by HTTP timeouts.
Depending on the complexity of specific mutations, 50 is a reasonable chunk size to start with.

In the example mutation, we create two Application Fact Sheets using mutation aliases fs1 and fs2.

Example mutation:

mutation {
fs1: createFactSheet(input: {name: "fs1", type:Application}) {
factSheet { id }
},
fs2: createFactSheet(input: {name: "fs2", type:Application}) {
factSheet { id }
}
}

Example response:

{
"data": {
"fs1": {
"factSheet": {
"id": "8acea607-94c6-4818-9c64-2af5ecd0be98"
}
},
"fs2": {
"factSheet": {
"id": "6fe9bd88-dd6b-461d-ab35-db139961b48f"
}
}
}
}

Retrieving a List of Filtering Facet Keys

The following example shows how to retrieve a list of all facet keys within a workspace.

Example query:

{
allFactSheets{
filterOptions {
facets {
facetKey
results {
name
key
}
}
}

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 }
}

Example response:

{
"data": {
"allFactSheets": {
"filterOptions": {
"facets": [
{
"facetKey": "FactSheetTypes",
"results": [
{
"name": "BusinessCapability",
"key": "BusinessCapability"
},
{
"name": "Process",
"key": "Process"
},
{
"name": "UserGroup",
"key": "UserGroup"
},
{
"name": "Project",
"key": "Project"
},
{
"name": "Application",
"key": "Application"
},
{
"name": "Interface",
"key": "Interface"
},
{
"name": "DataObject",
"key": "DataObject"
},
{
"name": "ITComponent",
"key": "ITComponent"
},
{
"name": "Provider",
"key": "Provider"
},
{
"name": "TechnicalStack",
"key": "TechnicalStack"
}
]
},
{
"facetKey": "hierarchyLevel",
"results": [
{
"name": "1",
"key": "1"
},
{
"name": "2",
"key": "2"
},
{

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 "name": "3",
"key": "3"
}
]
},
{
"facetKey": "DataQuality",
"results": [
{
"name": "noResponsible",
"key": "_noResponsible_"
},
{
"name": "qualitySealBroken",
"key": "_qualitySealBroken_"
},
{
"name": "noDescription",
"key": "_noDescription_"
},
{
"name": "noLifecycle",
"key": "_noLifecycle_"
}
]
},
{
"facetKey": "_TAGS_",
"results": [
{
"name": "Headquarter",
"key": "aa51ccc9-db61-48df-89d1-f217f37757ea"
},
{
"name": "Tag2",
"key": "819d3d4f-f044-470a-8f5d-c11bc15eff67"
}
]
}
]
}
}
},
"errors": null
}

Pagination in GraphQL

The SAP LeanIX GraphQL API employs the concept of relay cursor connections for pagination, allowing for
efficient and flexible data retrieval. In this pagination model, instead of using offsets, the API uses cursors to
navigate through the data set. For more details, see Pagination in GraphQL [page 1919].

9.3.2.2 Filtering in GraphQL

Learn how filtering in GraphQL works and how to apply filters to your queries.

Data filtering is crucial for extracting relevant insights from your organization's data. GraphQL allows you to
filter data accurately based on specific criteria, enhancing data retrieval and management efficiency.

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This document offers an overview of data filtering in GraphQL, with a focus on its implementation in the SAP
LeanIX GraphQL API. You'll learn how to fetch available filters and use them in your GraphQL queries.

 Tip

You can export GraphQL queries from the inventory based on your inventory data, including any applied
filters and sorting options. To learn more, see Exporting Queries from the Inventory [page 1904].

 Note

Understanding which GraphQL operations support filtering is key to using filters effectively. You can explore
available filters by navigating through the GraphiQL interface in your SAP LeanIX workspace. This interface
provides a comprehensive and interactive overview of the GraphQL schema. To learn more about GraphiQL
and how to navigate to it, see GraphiQL Tool [page 1902].

Filters

The SAP LeanIX GraphQL API offers robust filtering capabilities to enhance your data retrieval operations.
These filters are particularly useful when managing large data volumes, as they boost the accuracy and
efficiency of your data management tasks.

The filtering capabilities are supported in specific operations through the filter argument associated with
the corresponding API operation. This argument lets you define the criteria that data must meet to be included
in the operation's results.

For example, to retrieve fact sheets with a specific technical fit, use the filter argument in your API
operation. The system returns only the fact sheets that meet this criterion.

Logical Operators

Logical operators are essential tools for filtering complex data sets in GraphQL. They let you combine or modify
filter conditions, enabling you to create more complex and precise data queries.

The table below provides an overview of the logical operators you can use in your GraphQL queries:

Logical Operator Description

AND Returns true if all specified conditions are met. It allows you
to narrow down results by requiring multiple criteria to be
satisfied.

OR Returns true if at least one specified condition is met. It

allows you to broaden results by including data that satisfies
any of the given criteria.

NOR Returns true if none of the specified conditions are met. It

allows you to exclude data that satisfies any of the given
criteria.

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Facet Keys

 Note

This document doesn't provide a comprehensive list of all available filter options. You can view a full
list of filters and facet keys in the GraphQL schema, accessible through the GraphiQL tool in your SAP
LeanIX workspace. Explore filter options for each query in the Explorer section of GraphiQL and apply them
interactively to your operations.

Facets are a powerful feature that enhances the precision of data filtering operations. They are the keys used
to filter results in queries. These keys can be based on various attributes, such as the fact sheet type, the
relation between fact sheets, and more.

Given the diverse nature of fact sheets in SAP LeanIX, facets fall into two categories:

• Global facet keys [page 1912]

• Facet keys specific to fact sheet types [page 1913]

This categorization ensures you can apply the most appropriate and relevant filters to your data.

Global Facet Keys

Global facet keys apply to all fact sheet types. These facets are based on attributes or relations common to all
fact sheets, regardless of type. This consistency allows you to apply uniform filters across different fact sheet
types, ensuring uniformity in your data retrieval operations. For example, lxState is a global facet that lets you
filter fact sheets by a specific quality seal state.

The table below lists the available global facet filters. Each entry includes the facet key used in GraphQL queries
and the corresponding filter name as it appears on the left-side filter pane in the inventory.

Facet Key Filter Name in the Inventory

FactSheetTypes Type

hierarchyLevel Hierarchy Level

Subscriptions Subscriptions

DataQuality Data Quality

lxState Quality Seal

TrashBin Trash Bin

_TAGS_ Other Tags

The following image shows filters on the left-side pane of the inventory. To learn more about filtering data in the
inventory, see Searching and Filtering in the Inventory [page 636].

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 Filters in the Inventory

Facet Keys Specific to Fact Sheet Types

Facet keys specific to certain types of fact sheets rely on the specific attributes or relations of a particular
fact sheet type. For instance, the dataFlowDirection facet, which indicates the data flow direction of an
interface, is available only for fact sheets of the Interface type. This specificity helps narrow down results to
a particular fact sheet type.

In the GraphQL Explorer, you can switch between different fact sheet types. Each type has its own unique set
of facet filters, offering more granularity in data filtering. As you switch between types, the available facet filters
on the sidebar change, allowing you to access and apply unique filters to your data.

Understanding the types of fact sheets you're working with and the filters they support is key to effective data
filtering. By leveraging this knowledge, you can apply the most relevant and precise filters, ensuring your data
management and analysis tasks are efficient and accurate.

Retrieving Facet Filters

You can retrieve the available filter options for specific fact sheet types. This feature helps you understand
the available facets, their keys, the possible operators you can use with them, and the options for applying a
specific filter.

The following GraphQL query retrieves the available facet filters for the Application fact sheet type:

query availableFaceFilters {
allFactSheets(factSheetType: Application) {
filterOptions {
facets {
facetKey

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 possibleOperators
operator
results {
name
key
}
dateFilter {
from
to
type
minDate
maxDate
}
relationFieldsFilterOperator
relationFieldsFilter {
fieldName
values {
key
selected
}
}
}
}
}
}

The query returns a list of facets for the Application fact sheet type. Each facet includes the following
attributes:

• facetKey: The facet's key.

• possibleOperators: A list of logical operators you can use with the facet.
• operator: The logical operator used with the facet.
• results: A list of available options for using the facet. Each option has a name and a key.
• dateFilter: If the filter supports date ranges, this attribute provides details and options, including the
range (from and to), type, and the minimum and maximum dates (minDate and maxDate).
• relationFieldsFilterOperator: The operator used with the relational fields filter.
• relationFieldsFilter: Details of the relational fields filter, including the field name (fieldName) and a
list of values. Each value has a key and a selected status.

The following example response is shortened and doesn't include all available filter options.

{
"data": {
"allFactSheets": {
"filterOptions": {
"facets": [
{
"facetKey": "FactSheetTypes",
"possibleOperators": [],
"operator": "OR",
"results": [
{
"name": "Objective",
"key": "Objective"
},
{
"name": "Platform",
"key": "Platform"
},
{
"name": "Initiative",
"key": "Initiative"

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 },
{
"name": "BusinessCapability",
"key": "BusinessCapability"
},
{
"name": "BusinessContext",
"key": "BusinessContext"
},
{
"name": "Organization",
"key": "Organization"
},
{
"name": "Application",
"key": "Application"
},
{
"name": "Interface",
"key": "Interface"
},
{
"name": "DataObject",
"key": "DataObject"
},
{
"name": "ITComponent",
"key": "ITComponent"
},
{
"name": "Provider",
"key": "Provider"
},
{
"name": "TechnicalStack",
"key": "TechnicalStack"
}
],
"dateFilter": null,
"relationFieldsFilterOperator": null,
"relationFieldsFilter": null
},
{
"facetKey": "DataQuality",
"possibleOperators": [
"OR",
"AND",
"NOR"
],
"operator": "OR",
"results": [
{
"name": "noResponsible",
"key": "_noResponsible_"
},
{
"name": "qualitySealBroken",
"key": "_qualitySealBroken_"
},
{
"name": "noDescription",
"key": "_noDescription_"
},
{
"name": "noLifecycle",
"key": "_noLifecycle_"
}
],

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 "dateFilter": null,
"relationFieldsFilterOperator": null,
"relationFieldsFilter": null
},
{
"facetKey": "lxState",
"possibleOperators": [
"OR",
"NOR"
],
"operator": "OR",
"results": [
{
"name": "BROKEN_QUALITY_SEAL",
"key": "BROKEN_QUALITY_SEAL"
},
{
"name": "DRAFT",
"key": "DRAFT"
},
{
"name": "REJECTED",
"key": "REJECTED"
},
{
"name": "APPROVED",
"key": "APPROVED"
}
],
"dateFilter": null,
"relationFieldsFilterOperator": null,
"relationFieldsFilter": null
},
...
]
}
}
}
}

Examples

To view example queries with filters, see Filtering Fact Sheets [page 1945]. You can adapt these examples to
suit your needs based on the data you want to fetch.

In this section, we provide an example query with multiple facet filters and explain how each filter works. We
aim to filter fact sheets by these parameters:

• Fact sheet type:Application

• Technical fit: unreasonable
• Functional fit: Any value except perfect or appropriate
• Lifecycle phase: phaseIn, with the start date between 2023 and 2029

The table below lists the facet filters to use in the query and specifies the operations they perform.

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Facet Key Facet Filter Object Operation

FactSheetTypes Filters fact sheets of the

{ Application type.
"facetKey":
"FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
}

technicalSuitability Filters fact sheets with the technical fit

{ set to unreasonable.
"facetKey":
"technicalSuitability",
"operator": "OR",
"keys": [
"unreasonable"
]
}

functionalSuitability Excludes fact sheets with the functional

{ fit set to perfect or appropriate.
"facetKey":
"functionalSuitability",
"operator": "NOR",
"keys": [
"perfect",
"appropriate"
]
}

lifecycle Filters fact sheets in the phaseIn life-

{
cycle phase with the start date between
"facetKey":
"lifecycle", 2023 and 2029.
"operator": "OR",
"keys": [
"phaseIn"
],
"dateFilter": {
"type": "RANGE",
"from":
"2023-01-01",
"to": "2029-12-31"
}
}

Additionally, we sort items in the response in descending order by the updatedAt field using the sortings
variable.

Example query:

query filterFactSheets($filter: FilterInput!, $sortings: [Sorting]) {

allFactSheets(filter: $filter, sort: $sortings) {
totalCount
edges {
node {
id
displayName
type
... on Application {
technicalSuitability

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 functionalSuitability
lifecycle {
phases {
phase
startDate
}
}
updatedAt
}
}
}
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "technicalSuitability",
"operator": "OR",
"keys": [
"unreasonable"
]
},
{
"facetKey": "functionalSuitability",
"operator": "NOR",
"keys": [
"perfect",
"appropriate"
]
},
{
"facetKey": "lifecycle",
"operator": "OR",
"keys": [
"phaseIn"
],
"dateFilter": {
"type": "RANGE",
"from": "2023-01-01",
"to": "2029-12-31"
}
}
]
},
"sortings": [
{
"key": "updatedAt",
"order": "desc"
}
]
}

Example response:

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 "data": {
"allFactSheets": {
"totalCount": 2,
"edges": [
{
"node": {
"id": "01740698-1ffa-4729-94fa-da6194ebd7cd",
"displayName": "AC Management",
"type": "Application",
"technicalSuitability": "unreasonable",
"functionalSuitability": "unreasonable",
"lifecycle": {
"phases": [
{
"phase": "phaseIn",
"startDate": "2024-02-01"
}
]
},
"updatedAt": "2024-12-12T15:07:59.227127386Z"
}
},
{
"node": {
"id": "2e50479c-fd64-4800-b398-3f34c653994b",
"displayName": "Adobe Creative Cloud",
"type": "Application",
"technicalSuitability": "unreasonable",
"functionalSuitability": "insufficient",
"lifecycle": {
"phases": [
{
"phase": "phaseIn",
"startDate": "2024-02-05"
}
]
},
"updatedAt": "2024-12-03T15:45:04.375449793Z"
}
}
]
}
}
}

9.3.2.3 Pagination in GraphQL

Learn how pagination in GraphQL works and how to paginate results in your queries.

Overview

The SAP LeanIX GraphQL API employs the concept of relay cursor connections for pagination, allowing for
efficient and flexible data retrieval. In this pagination model, instead of using offsets, the API uses cursors to
navigate through the dataset. Cursor-based pagination allows for immediate access to specific items within
large datasets, unlike offset-based pagination, which can be inefficient for high offset values.

This pagination method provides real-time data, reflecting the current state of the dataset. Paginated requests
don't create static snapshots of data. Instead, data is delivered dynamically. Due to the real-time nature of the

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data, idempotence is not guaranteed in paginated requests. This means that the same request with the same
query parameters may return different results if the underlying data has changed between requests, ensuring
you always receive the most up-to-date information.

For additional information on pagination in GraphQL, refer to the GraphQL documentation .

Key Concepts

• Cursor: A unique identifier that points to a specific item in a dataset.

• Connection: A structure that provides metadata about the paginated data, including edges, nodes, page
info, and more.

How Pagination Works

 Note

The SAP LeanIX GraphQL API supports forward pagination but does not support backward pagination.
Therefore, the following arguments for backward pagination are not supported: last, before,
hasPreviousPage, and startCursor.

The following arguments for pagination are supported:

• first: Specifies the number of items to be returned in the query.

• after: A cursor that specifies the starting point for the next set of results. To retrieve the initial set of
results, you can omit this argument.

When querying a paginated field, the API returns a connection object that includes:

• pageInfo: An object that provides metadata about the current page, including the endCursor and the
hasNextPage boolean.
• edges: An array of objects that contain the node (the actual data item).

Retrieving the Initial Set of Results

The following query returns the first two fact sheets from the inventory list. The pageInfo object contains
information about the paging state:

• hasNextPage: Defines whether more pages are available.

• endCursor: Shows the position of the current paging cursor.

Example query:

{
allFactSheets(first: 2) {
pageInfo {
hasNextPage

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 endCursor
}
edges {
node {
name
}
}
}
}

Example response:

{
"data": {
"allFactSheets": {
"pageInfo": {
"hasNextPage": true,
"endCursor":
"bWl4OjEjRFhGMVpYSjVRVzVrUm1WMFkyZ0JBQUFBQUFISUJSb1dPRmhwT0dSWFlYVlNNRU55TlZGSVdY
bExTVjlLWnc9PSUxNzA1NTY3MDg3Nzg2"
},
"edges": [
{
"node": {
"name": "AC Management"
}
},
{
"node": {
"name": "AC Management Cloud"
}
}
]
}
}
}

The response contains the following:

• pageInfo: Provides metadata about the current page.

• hasNextPage: Indicates whether there are more items available.
• endCursor: The cursor of the last item in the current set. This cursor is used to fetch the next set of
results.
• edges: An array of objects containing data nodes.

Retrieving the Next Set of Results

To fetch the next set of results, use the endCursor from the pageInfo as the after argument in your next
query.

Example query:

{
allFactSheets(first: 2, after:
"bWl4OjEjRFhGMVpYSjVRVzVrUm1WMFkyZ0JBQUFBQUFISUJSb1dPRmhwT0dSWFlYVlNNRU55TlZGSVdY
bExTVjlLWnc9PSUxNzA1NTY3MDg3Nzg2") {
pageInfo {
hasNextPage
endCursor

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 }
edges {
node {
name
}
}
}
}

The response provides the next set of fact sheets and the new endCursor for subsequent queries.

Example response:

{
"data": {
"allFactSheets": {
"pageInfo": {
"hasNextPage": true,
"endCursor":
"bWl4OjMjRFhGMVpYSjVRVzVrUm1WMFkyZ0JBQUFBQUFISUJoc1dPRmhwT0dSWFlYVlNNRU55TlZGSVdY
bExTVjlLWnc9PSUxNzA1NTY3NDI2NDgy"
},
"edges": [
{
"node": {
"name": "AC Management to HR Admin"
}
},
{
"node": {
"name": "Accenture"
}
}
]
}
}
}

9.3.2.4 Error Handling in GraphQL

Learn how error handling in GraphQL works and how to manage GraphQL errors.

Overview

GraphQL is a powerful query language for APIs that provides a flexible and efficient approach to handling data.
However, error handling in GraphQL differs from error handling in traditional REST APIs, particularly regarding
the use of HTTP status codes.

Unlike REST APIs, which use HTTP status codes to indicate the success or failure of a request, GraphQL
always responds with a 200 OK HTTP status code, even when an error occurs. This happens because GraphQL
requests can result in partial success and partial failure at the same time. For example, when a GraphQL query
is used to request multiple fields, some fields may return data successfully, while other fields may return an
error.

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In GraphQL, operational errors are treated as data, not as network errors. Therefore, the HTTP status code
does not reflect the success or failure of the operation. Instead, the success or failure is communicated in the
response body.

Error Handling in SAP LeanIX GraphQL

When an error occurs in SAP LeanIX GraphQL, the response includes an errors array in the JSON payload.
Each error object in the array contains a message field that describes the error. It may also contain a
locations field that provides additional information.

Example GraphQL error response:

{
"data": null,
"errors": [
{
"message": "Validation error of type FieldUndefined: Field nonExistenField
is undefined",
"locations": [
{
"line": 6,
"column": 9
}
]
}
]
}

Error Handling for Batch Mutations

When multiple mutations are included in a request and at least one mutation is invalid, none of the mutations
are executed. The data and errors attributes provide details about the failed mutation.

In the example request below, the mutation m2 for updating a fact sheet includes an invalid field: descriptio.

Example request:

mutation {
m1: updateFactSheet(
id: "d9506c79-5d4e-4661-9297-b3b84bd17b79"
patches: [{ op: replace, path: "/description", value: "first description" }]
) {
factSheet {
id
description
}
}
m2: updateFactSheet(
id: "3b2f5b03-8cff-4aa1-a619-38aa7e90d456"
patches: [
{ op: replace, path: "/descriptio", value: "invalid field description" }
]
) {
factSheet {
id

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 description
}
}
m3: updateFactSheet(
id: "351ee5ff-c851-48c5-92e6-3d373c6483ce"
patches: [
{ op: replace, path: "/description", value: "third description" }
]
) {
factSheet {
id
description
}
}
}

In the response, the data attribute returns null. The errors attribute provides details about the failed
mutation. An error message indicates that the entire request hasn't been executed and none of the mutations
have been applied.

Example response:

{
"data" : null,
"errors" : [ {
"message" : "The path '/descriptio' is invalid in FactSheet schema
Application.",
"path" : [ "m2" ],
"extensions" : {
"errorType" : "BUSINESS_LOGIC"
}
}, {
"message" : "Error in Request. Transaction is rolled back!",
"path" : [ ],
"extensions" : {
"errorType" : "BUSINESS_LOGIC"
}
} ]
}

Handling Errors in Your Application

When working with the SAP LeanIX GraphQL API, ensure to design your application to handle errors in the
response body, not based on the HTTP status code. Here are some steps you can follow:

1. Check for the errors field in the response: After making a GraphQL request, always check if the errors
field is present in the response. If it's present, it means one or more errors occurred.
2. Parse the error message: Each error object within the errors array includes a message field. This
field usually contains a description that can help you understand the nature of the error that occurred.
Please note that the clarity and comprehensibility of these messages can vary, and they may not always
provide a complete picture of the issue. We recommend using error messages as a starting point for
troubleshooting, keeping in mind that they don't provide a definitive diagnosis of the problem.
3. View the error location: The locations field in the GraphQL error response is designed to provide specific
details about where in the query or mutation the error occurred. It contains an array of objects, each with
the line and column properties. The line property indicates the line number in the query or mutation
where the error was encountered. Similarly, the column property specifies the character position within

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 that line where the error was detected. In the provided error response, the locations field indicates that
the error was found on line 6 in column 9 of the query or mutation.

Remember that the absence of the errors field in the response indicates that the operation was successful.

9.3.2.5 Using GraphQL with Python

Learn how to run GraphQL queries and mutations using Python.

Overview

Using Python with GraphQL [page 1900] allows you to efficiently retrieve and manipulate data. You can develop
scripts that take full advantage of GraphQL's ability to fetch complex, interrelated data with a single request.

In this tutorial, you will learn how to create and run GraphQL queries and mutations using Python scripts. To
provide examples, we will create the following scripts:

• A script with a GraphQL query that retrieves Application Fact Sheets

• A script with a GraphQL mutation that adds a comment to a specific Fact Sheet

Prerequisites

Before you start, do the following:

• Install the latest LTS version of Python .

• Install Poetry , a tool for dependency management and packaging in Python.

 Note

You can create Python virtual environments using various methods. We recommend using Poetry .
It simplifies dependency management, provides a consistent environment for development, and
enhances the overall project organization.

• Install the necessary dependencies. In this tutorial, we use the requests Python library. You can install it
by executing the following command:

poetry add requests

• Learn how to authenticate to SAP LeanIX APIs. Fore more information, see Authentication to SAP LeanIX
Services [page 1792].

This tutorial assumes you have basic knowledge of:

• Python and Python virtual environments

• GraphQL

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Step 1: Create a Python Project

To get started, create a new Python project.

poetry new leanix-graphql-tutorial

Poetry generates a basic Python project within the leanix-graphql-tutorial directory.

Change your working directory.

cd leanix-graphql-tutorial

Step 2: Create and Run a Python GraphQL Query Script

GraphQL queries allow you to retrieve data, similar to GET methods in REST APIs.

Create and run a Python script to retrieve all Application Fact Sheets for a Workspace using a GraphQL query.
In the example, we only retrieve the id and name of Fact Sheets.

Follow these steps:

1. In your integrated development environment (IDE), create a Python file named query.py and paste the
following code into it:
query.py

import os
import requests
import json
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_GRAPHQL_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/
pathfinder/v1/graphql'
LEANIX_OAUTH2_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/mtm/v1/
oauth2/token'
def _obtain_access_token() -> str:
"""Obtains a LeanIX Access token using the Technical User generated
API secret.
Returns:
str: The LeanIX Access Token
"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=("apitoken", LEANIX_API_TOKEN),
data={"grant_type": "client_credentials"},
)
response.raise_for_status()
return response.json().get('access_token')
def main():
"""Executes a query against the LeanIX GraphQL API and prints
the output.
"""
access_token = _obtain_access_token()
graphql_query = """{
allFactSheets(factSheetType: Application) {
totalCount
edges {

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 node {
id
name
}
}
}
}"""
data = {'query': graphql_query}
auth_header = f'Bearer {access_token}'
response = requests.post(
url=LEANIX_GRAPHQL_URL,
headers={'Authorization': auth_header},
data=json.dumps(data)
)
response.raise_for_status()
print(response.json())
if __name__ == '__main__':
main()

 Note

To minimize the possibility of unintentionally exposing sensitive data, we use environment variables
for the LEANIX_API_TOKEN and LEANIX_SUBDOMAIN parameters instead of embedding them directly
within the script. This approach allows you to isolate sensitive information and safeguard it from
unauthorized access.

2. Launch your terminal application and navigate to the project directory. Once there, execute the following
command:

LEANIX_SUBDOMAIN="{{YOUR_LEANIX_SUBDOMAIN}}"
LEANIX_API_TOKEN="{{YOUR_LEANIX_API_TOKEN}}" poetry run python main.py

You get a response in your console that contains a list of Application Fact Sheets for your Workspace.

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 1,
"edges": [
{
"node": {
"id": "13f60713-4b8e-40b3-b680-64262d0e0e64",
"name": "AC Management"
}
}
]
}
}
}

Step 3: Create and Run a Python GraphQL Mutation Script

GraphQL mutations allow you to update data, similar to POST, PUT, PATCH, and DELETE methods in REST APIs.

Create and run a Python script to add a comment to a Fact Sheet using a GraphQL mutation. In the example,
we add a comment to the Fact Sheet that we retrieved in the previous step.

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Follow these steps:

1. Within the directory that contains the query.py file, create a Python file named mutate.py and paste the
following code into it:
mutate.py

import os
import requests
import json
LEANIX_API_TOKEN = os.getenv('LEANIX_API_TOKEN')
LEANIX_SUBDOMAIN = os.getenv('LEANIX_SUBDOMAIN')
LEANIX_GRAPHQL_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/
pathfinder/v1/graphql'
LEANIX_OAUTH2_URL = f'https://{LEANIX_SUBDOMAIN}.leanix.net/services/mtm/v1/
oauth2/token'
def _obtain_access_token() -> str:
"""Obtains a LeanIX Access token using the Technical User generated
API secret.
Returns:
str: The LeanIX Access Token
"""
if not LEANIX_API_TOKEN:
raise Exception('A valid token is required')
response = requests.post(
LEANIX_OAUTH2_URL,
auth=("apitoken", LEANIX_API_TOKEN),
data={"grant_type": "client_credentials"},
)
response.raise_for_status()
return response.json().get('access_token')
def main():
"""Executes a mutation against the LeanIX GraphQL API and prints
the output.
"""
access_token = _obtain_access_token()
factsheet_id = '13f60713-4b8e-40b3-b680-64262d0e0e64'
factsheet_comment = 'What successor is planned for this?'
graphql_mutation = """
mutation {
createComment(factSheetId: "%s", message: "%s", status: ACTIVE) {
id
message
}
}
""" % (factsheet_id, factsheet_comment)
data = {'query': graphql_mutation}
auth_header = f'Bearer {access_token}'
response = requests.post(
url=LEANIX_GRAPHQL_URL,
headers={'Authorization': auth_header},
data=json.dumps(data)
)
response.raise_for_status()
print(response.json())
if __name__ == '__main__':
main()

2. Launch your terminal application and navigate to the project directory. Once there, execute the following
command:

LEANIX_SUBDOMAIN="{{YOUR_LEANIX_SUBDOMAIN}}"
LEANIX_API_TOKEN="{{YOUR_LEANIX_API_TOKEN}}" poetry run python mutate.py

You get a response in your console that contains the comment id and message.

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Example response:

{
"data": {
"createComment": {
"id": "4f45247c-fdc5-4650-a4c7-6af39e3d7d64",
"message": "What successor is planned for this?"
}
}
}

Step 4: Validate the Mutation Script

To validate the mutation script, you can retrieve the comment that you added using the factSheet GraphQL
query. To do this, we'll modify our existing query.py script.

Follow these steps:

1. In the query.py file, replace the main function with the following code:
query.py

def main():
"""Executes a query against the LeanIX GraphQL API and prints
the output.
"""
factsheet_id = '13f60713-4b8e-40b3-b680-64262d0e0e64'
access_token = _obtain_access_token()
graphql_query = """
{
factSheet(id: "%s") {
comments {
edges {
node {
id
message
}
}
}
}
}
""" % (factsheet_id)
data = {'query': graphql_query}
auth_header = f'Bearer {access_token}'
response = requests.post(
url=LEANIX_GRAPHQL_URL,
headers={'Authorization': auth_header},
data=json.dumps(data)
)
response.raise_for_status()
print(response.json())

2. Run the query.py script.

LEANIX_SUBDOMAIN="{{YOUR_LEANIX_SUBDOMAIN}}"
LEANIX_API_TOKEN="{{YOUR_LEANIX_API_TOKEN}}" poetry run python query.py

You get a response in your console that contains the comment id and message, which confirms that the
mutation script works as expected.

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Example response:

{
"data": {
"factSheet": {
"comments": {
"edges": [
{
"node": {
"id": "4f45247c-fdc5-4650-a4c7-6af39e3d7d64",
"message": "What successor is planned for this?"
}
}
]
}
}
}
}

To view comments in the application user interface, navigate to the Comments tab on a Fact Sheet.

Summary

In this tutorial, you learned how to create and run GraphQL queries and mutations using Python scripts.

9.3.2.6 Migrating from the Fact Sheets REST API to the

GraphQL API

Mappings of REST API endpoints to GraphQL queries and mutations.

Overview

In this migration guide, you can find examples showing how to transition from the Fact Sheets REST API
to the GraphQL API. For each operation that you can perform on fact sheets through the API, we provide an
example REST call and its equivalent GraphQL query or mutation.

For the REST implementation, the result of an operation may vary depending on the provided parameters. We
illustrate requests for each specific parameter with examples, providing a clear path for a seamless migration.

In the following sections are examples for each documented endpoint within the OpenAPI Explorer .

Before You Start

• In this guide, we provide examples for the fundamental combinations of existing parameters.

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• Example queries are basic. They do not contain separate GraphQL variables or pagination parameters. To
learn how to work with GraphQL queries and mutations, see GraphQL Basics [page 1905].
• All examples are based on the fact sheet type Application. If you want to use a different fact sheet type,
change the corresponding field.
• All queries include placeholders for variables, such as {id} or {toId}. Before you make API requests,
replace them with actual values.
• You can use the GraphiQL tool [page 1902] in your workspace to try out the provided examples. To open
the tool, on the help menu, select Developer Tools > GraphQL Editor.
• The examples usually contain simple queries that do not include all possible parameters. If needed, you
can include additional parameters in the query.
• Following GraphQL best practices, we recommend that you query minimal data to reduce the payload size
and response times. For other recommendations, see Best Practices [page 1905].

Get All Fact Sheets

Method Path Reference

GET /factSheets Schema

In this section, we provide an example of retrieving all fact sheets of the Application type and its relations to
fact sheets of the ITComponent type.

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets?
relationTypes=relApplicationToITComponent&type=Application

GraphQL query:

query {
allFactSheets(filter: {responseOptions: {maxFacetDepth: 5}, facetFilters: [
{facetKey: "FactSheetTypes",
keys:["Application"],
operator: OR
}
]}, sort: [{key: "displayName", order: asc}]) {
totalCount
edges {
node {
id
displayName
description
rev
type
permissions {
create
read
update
delete
self
}
qualitySeal
lxState
updatedAt
completion {

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 percentage
}
tags {
id
name
description
color
tagGroup {
id
name
shortName
mode
}
}
subscriptions(filter: {userId: "{userId}"}) {
edges {
node {
id
user {
id
firstName
lastName
email
}
type
roles {
id
comment
}
}
}
}
status
level
category
... on Application {
relApplicationToITComponent {
edges {
node {
factSheet {
id
name
}
}
}
}
}
}
}
}
}

In the example request, we retrieve all fact sheets of the Application type, including their default fields,
completion, tags, subscriptions, and more. For related fact sheets of the ITComponent type, we only
fetch their id and name.

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Get a Fact Sheet Hierarchy by Root ID

Method Path Reference

GET /factSheets/hierarchy/ Schema

{rootId}

You can retrieve all fact sheets equal to or below a specific root fact sheet.

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/hierarchy/
{rootId}

GraphQL query:

query {
allFactSheets(hierarchy: {mode: FULL_TREE} filter: {ids: ["{rootId}"]}) {
edges {
node {
id
displayName
}
}
}
}

Get a Fact Sheet by ID

Method Path Reference

GET /factSheets/{id} Schema

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}

GraphQL query:

query {
factSheet(id: "{id}") {
id
displayName
description
rev
type
permissions {
create
read
update
delete
self
}
qualitySeal
lxState
updatedAt

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 completion {
percentage
}
tags {
id
name
description
color
tagGroup {
id
name
shortName
mode
}
}
comments(filter: {status: ACTIVE}) {
totalCount
edges {
node {
message
}
}
}
subscriptions(filter: {userId: "{userId}"}) {
edges {
node {
id
user {
id
firstName
lastName
email
}
type
roles {
id
comment
}
}
}
}
status
level
category
}
}

To limit the results to only the id and name fields of a fact sheet, use the following query:

query {
factSheet(id:"{id}") {
id
name
}
}

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Get All Relations of a Fact Sheet

Method Path Reference

GET /factSheets/{id}/relations Schema

In this section, we retrieve all relations of a fact sheet with the specified {id}.

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}/relations

GraphQL query:

query {
factSheet(id: "{id}") {
... on Application {
relToChild {
edges {
node {
factSheet {
id
name
}
}
}
}
relApplicationToITComponent {
edges {
node {
factSheet {
id
name
}
}
}
}
relToSuccessor {
edges {
node {
factSheet {
id
name
}
}
}
}
}
}
}

In the example request, we retrieve the following relations of a fact sheet: relToChild,
relApplicationToITComponent, and relToSuccessor. For the target fact sheet, we only fetch the id
and name fields.

While the REST endpoint provides all possible fields and data in a single call, GraphQL requires you to add all
the required relations and fields of the target fact sheet to your query.

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Create a Fact Sheet

Method Path Reference

POST /factSheets Schema

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets

Example request body:

{
"name": "TestFactSheet",
"description": "This is a demo fact sheet.",
"type": "Application"
}

GraphQL mutation:

mutation {
createFactSheet(input: {
name: "TestFactSheet"
type: Application
}
patches: [
{
op: add
path: "/description"
value: "This is a demo fact sheet."
}
]) {
factSheet {
id
name
type
description
}
}
}

To update the description field, use a Patch operation.

Update a Fact Sheet

Method Path Reference

PUT /factSheets/{id} Schema

In this section, we provide an example of updating the description of a fact sheet.

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}

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Example request body:

{
"name": "TestFactSheet",
"description": "This is the updated demo fact sheet description.",
"displayName": "TestFactSheet",
"fullName": "TestFactSheet"
}

GraphQL mutation:

mutation {
updateFactSheet(id: "{id}"
patches: [
{
op: replace
path: "/description"
value: "This is the updated description of a demo fact sheet."
}
]) {
factSheet {
id
name
type
description
}
}
}

Unlike the REST endpoint, the GraphQL mutation allows you to update data in a more granular way. You don't
need to pass fields that you don't want to modify. In this example, we only update the description.

Archive a Fact Sheet

Method Path Reference

DELETE /factSheets/{id} Schema

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}

Example request body:

{
"comment": "This is a test archive."
}

GraphQL mutation:

mutation {
updateFactSheet(id: "{id}",
comment: "This is a test archive.",
patches: [{op: add, path: "/status", value: "ARCHIVED"}]) {
factSheet {
id
name
type

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 description
status
}
}
}

Create a Fact Sheet Relation

Method Path Reference

POST /factSheets/{id}/relations Schema

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}/relations

Example request body:

{
"displayNameToFS": "TestRelation",
"typeFromFS": "relToPredecessor",
"typeToFS": "relToSuccessor",
"activeFrom": "2023-11-29",
"activeUntil": "2024-11-29",
"constrainingRelations": [],
"idsOfConstrainingRelations": [],
"status": "ACTIVE",
"fromId": "{id}",
"toId": "{targetId}"
}

GraphQL mutation:

mutation {
updateFactSheet(id: "{id}", patches: [
{
op: add,
path: "/relToSuccessor/new_{id}",
value: "{\"factSheetId\":\"{targetId}
\",\"activeFrom\":\"2023-11-29\",\"activeUntil\":\"2024-11-29\"}"
}
]) {
factSheet {
id
name
type
}
}
}

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Update a Fact Sheet Relation

Method Path Reference

PUT /factSheets/{id}/ Schema

relations/{relationId}

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}/relations/
{relationId}

Example request body:

{
"id": "{relationId}",
"displayNameToFS": "TestApp",
"typeFromFS": "Application",
"typeToFS": "Application",
"permittedReadACL": [],
"activeFrom": "2023-11-29",
"activeUntil": "2025-11-29",
"constrainingRelations": [],
"fields": [],
"status": "ACTIVE",
"fromId": "{id}",
"toId": "{targetFactSheetId}",
"naFields": [],
"type": "relToSuccessor"
}

GraphQL mutation:

mutation updateRelation {
updateFactSheet(id: "{id}", patches: [
{
op: replace,
path: "/relToSuccessor/{relationId}",
value: "{\"description\":\"This is
a test description.\",\"factSheetId\":\"{targetFactSheetId}
\",\"activeFrom\":\"2023-11-29\",\"activeUntil\":\"2026-11-29\"}"
}
]) {
factSheet {
id
name
type
... on Application {
relToSuccessor {
edges {
node {
id
activeFrom
activeUntil
description
factSheet {
fullName
}
}
}
}
}
}

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 }
}

In the example request, we update a relation for a fact sheet of the Application type.

Delete a Fact Sheet Relation

Method Path Reference

DELETE /factSheets/{id}/ Schema

relations/{relationId}

REST call:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/factSheets/{id}/relations/
{relationId}

GraphQL mutation:

mutation {
updateFactSheet(id: "{id}", patches: [
{
op: remove,
path: "/relToSuccessor/{relationId}",
value: ""
}
]) {
factSheet {
id
name
type
... on Application {
relToSuccessor {
edges {
node {
id
factSheet {
fullName
}
}
}
}
}
}
}
}

In the example request, we delete a relation for a fact sheet of the Application type.

9.3.2.7 Sample Queries

Get started with the GraphQL API using example queries and mutations.

In this section, you can find sample queries and mutations for the SAP LeanIX GraphQL API. You can try them
out in the GraphiQL Tool [page 1902] in your workspace.

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To learn more about GraphQL queries and mutations, see GraphQL Basics [page 1905].

9.3.2.7.1 Retrieving Fact Sheets (GraphQL)

Example queries for retrieving fact sheets through the GraphQL API.

In the example queries, we only retrieve basic fact sheet attributes, such as id, name, or type. Modify the
queries to retrieve the data you need.

 Note

Within the GraphiQL interface in your workspace, there is a response limit of 18,006 nodes. For workspaces
with large data volumes, this node limit may result in not all fact sheets being included in the response.
We recommend implementing pagination and limiting your retrieval to no more than 1,000 fact sheets per
page. To learn more about pagination, see Pagination in GraphQL [page 1919].

Retrieving a Fact Sheet by ID

To retrieve a fact sheet by ID, use the factSheet query.

The id argument is required for this query. To find the ID of a fact sheet, navigate to the fact sheet page and
copy the ID from the URL.

Example query:

{
factSheet(id: "28fe4aa2-6e46-41a1-a131-72afb3acf256") {
id
name
type
}
}

Example response:

{
"data": {
"factSheet": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management",
"type": "Application"
}
}
}

Retrieving All Fact Sheets

To retrieve all fact sheets available in the inventory, use the allFactSheets query.

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  Tip

You can apply filters to your queries to narrow down results. For example queries with filters, see Filtering
Fact Sheets [page 1945].

Example query:

{
allFactSheets {
totalCount
edges {
node {
id
name
type
}
}
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 132,
"edges": [
{
"node": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management",
"type": "Application"
}
},
{
"node": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"name": "AC Management Cloud",
"type": "Application"
}
},
{
"node": {
"id": "688f3195-3634-418a-8ad9-a3555bb358a9",
"name": "AC Management to HR Admin",
"type": "Interface"
}
},
...
]
}
}
}

Retrieving Custom Fact Sheet Attributes

You can retrieve data specific to a certain fact sheet type using inline fragments. To understand how inline
fragments work in GraphQL, refer to Inline Fragments in the GraphQL documentation.

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Fact sheets come with standard attributes defined in the meta model configuration. You can also add custom
attributes to a fact sheet to tailor the configuration to your needs. For more details, see Adding Custom
Attributes [page 945].

The following example query returns all fact sheets with these attributes:

• Standard fields: id, name, and type

• Custom fields specific to IT component fact sheets: capEx and opEx

We use an inline fragment ... on ITComponent to request custom fields for IT component fact sheets.
These fields aren't returned for other types of fact sheets.

Example query:

{
allFactSheets {
totalCount
edges {
node {
id
name
type
... on ITComponent {
capEx
opEx
}
}
}
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 120,
"edges": [
{
"node": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management",
"type": "Application"
}
},
{
"node": {
"id": "9deb9733-5701-42f1-8c52-c165acaa6487",
"name": "App Maintenance & Support Service",
"type": "ITComponent",
"capEx": 2000,
"opEx": 1500
}
},
...
]
}
}
}

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Retrieving Related Fact Sheets

You can retrieve related fact sheets for a specific fact sheet using an inline fragment.

In the example, we retrieve the following data for a specific fact sheet of the IT component type:

• All related fact sheets of the tech category type, referred to as TechnicalStack in the GraphQL API
• All child fact sheets and their related fact sheets of the tech category type

Example query:

{
factSheet(id: "afd31c81-3fff-4367-9d90-458eecb3efa7") {
name
type
... on ITComponent {
relITComponentToTechnologyStack {
edges {
node {
id
factSheet {
name
}
}
}
}
relToChild {
edges {
node {
id
factSheet {
name
type
... on ITComponent {
relITComponentToTechnologyStack {
edges {
node {
id
factSheet {
name
type
}
}
}
}
}
}
}
}
}
}
}
}

Example response:

{
"data": {
"factSheet": {
"name": "Application Hosting",
"type": "ITComponent",
"relITComponentToTechnologyStack": {
"edges": [
{
"node": {

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 "id": "5628093c-6106-4ead-a02d-86d5e7e21a3a",
"factSheet": {
"name": "Hosting"
}
}
}
]
},
"relToChild": {
"edges": [
{
"node": {
"id": "08bde56f-ea78-438c-975a-7667a4be7caf",
"factSheet": {
"name": "Application Development",
"type": "ITComponent",
"relITComponentToTechnologyStack": {
"edges": [
{
"node": {
"id": "8834a6a8-c73e-4c79-91ea-a3aed3bc9b59",
"factSheet": {
"name": "Design & Development",
"type": "TechnicalStack"
}
}
}
]
}
}
}
}
]
}
}
}
}

9.3.2.7.2 Filtering Fact Sheets (GraphQL)

Example queries for filtering fact sheets through the GraphQL API.

The following examples show how to apply facet filters when using the allFactSheets query to retrieve fact
sheets. To learn how filtering in GraphQL works and how to retrieve facet keys, see Filtering in GraphQL [page
1910].

Filtering Fact Sheets by Type

To filter fact sheets of specific types, use the FactSheetTypes facet filter. In the example, we retrieve
Application, ITComponent, and BusinessCapability fact sheets.

Example query:

query retrieveFactSheetsByType($filter: FilterInput!) {

allFactSheets(filter: $filter) {
totalCount
edges {

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 node {
id
displayName
type
}
}
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application",
"ITComponent",
"BusinessCapability"
]
}
]
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 291,
"edges": [
{
"node": {
"id": "3c86fe91-df46-4fde-8191-6c67253ca91a",
"displayName": "Corporate Services",
"type": "BusinessCapability"
}
},
{
"node": {
"id": "b5e0fc18-bef0-414d-a38a-3409a2f8c01f",
"displayName": "Corporate Services / Fleet Management",
"type": "BusinessCapability"
}
},
...
{
"node": {
"id": "58f554bc-b8f2-487e-b598-df27b4a8e870",
"displayName": "AC Management",
"type": "Application"
}
},
{
"node": {
"id": "91a18208-aade-4a64-ae58-11a6a307a26e",
"displayName": "AC Management Cloud",
"type": "Application"
}
},
...
{
"node": {

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 "id": "645a6128-6f47-45da-bd88-51ed548c6c44",
"displayName": "Microsoft .NET Framework 1.0 Service Pack 3",
"type": "ITComponent"
}
},
{
"node": {
"id": "5ca2c6e0-7414-4887-9dee-5d0f388cf89f",
"displayName": "Microsoft .NET Framework 1.1",
"type": "ITComponent"
}
},
...
]
}
}
}

For a single fact sheet type, you can pass the factSheetType argument in the allFactSheets query.

Example query:

{
allFactSheets(factSheetType: Application) {
totalCount
edges {
node {
id
name
type
}
}
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 50,
"edges": [
{
"node": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management",
"type": "Application"
}
},
{
"node": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"name": "AC Management Cloud",
"type": "Application"
}
},
...
]
}
}
}

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Filtering Fact Sheets by Type and Technical Fit

To filter fact sheets by type and technical fit, use the following facet keys:

• FactSheetTypes: Filter for fact sheet types.

• technicalSuitability: Filter for the technical fit attribute.

In the example, we retrieve Application fact sheets with the unreasonable technical fit.

Example query:

query TechnicalFit($filter: FilterInput!) {

allFactSheets(filter: $filter) {
edges {
node {
... on Application {
id
displayName
technicalSuitability
}
}
}
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "technicalSuitability",
"operator": "OR",
"keys": [
"unreasonable"
]
}
]
}
}

Example response:

{
"data": {
"allFactSheets": {
"edges": [
{
"node": {
"id": "01740698-1ffa-4729-94fa-da6194ebd7cd",
"displayName": "AC Management",
"technicalSuitability": "unreasonable"
}
},
{
"node": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",

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 "displayName": "AC Management Cloud",
"technicalSuitability": "unreasonable"
}
}
]
}
}
}

Filtering Fact Sheets by Type and Lifecycle Phase

To filter fact sheets by type and lifecycle phase, use the following facet keys:

• FactSheetTypes: Filter for fact sheet types.

• lifecycle: Filter for the lifecycle phase attribute. Adding dateFilter is required for this facet.

In the example, we retrieve Application fact sheets in the phaseIn phase with start dates within the
specified time frame (between 2023 and 2029).

Example query:

query filterLifeCycle($filter: FilterInput!) {

allFactSheets(filter: $filter) {
edges {
node {
... on Application {
id
name
ApplicationLifecycle: lifecycle {
asString
phases {
startDate
}
}
}
}
}
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "lifecycle",
"operator": "OR",
"keys": [
"phaseIn"
],
"dateFilter": {
"type": "RANGE",
"from": "2023-01-01",

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 "to": "2029-12-31"
}
}
]
}
}

Example response:

{
"data": {
"allFactSheets": {
"edges": [
{
"node": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"name": "AC Management Cloud",
"ApplicationLifecycle": {
"asString": "phaseIn",
"phases": [
{
"startDate": "2023-11-01"
}
]
}
}
}
]
}
}
}

Filtering Fact Sheets by Type and Tags

To filter fact sheets by type and assigned tags, use the following facet keys:

• FactSheetTypes: Filter for fact sheet types.

• _TAGS_: Filter for tags assigned to fact sheets. You can use this facet key to filter tags from any tag group,
including those that don't belong to any group. In the keys array, pass the tag IDs, not names. To retrieve
tag IDs, use the allTags query.
To apply a filter for tags from a specific tag group, pass the tag group ID in the facet key instead of _TAGS_.
To retrieve tag group IDs, use the allTagGroups query.

In the example, we filter Platform fact sheets with both Production and Beta tags assigned.

To sort the results by the most recently updated fact sheets, use the sortings argument with the updatedAt
key and desc value.

Example query:

query platformTag($filter: FilterInput!, $sortings: [Sorting]) {

allFactSheets(filter: $filter, sort: $sortings) {
totalCount
edges {
node {
... on Platform {
id
displayName
type

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 updatedAt
tags {
id
name
}
}
}
}
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Platform"
]
},
{
"facetKey": "_TAGS_",
"operator": "AND",
"keys": [
"6c8d1073-0724-4582-97bd-c972e85be0cb",
"1c9c71b0-db60-453e-b607-05471c4f839a"
]
}
]
},
"sortings": [
{
"key": "updatedAt",
"order": "desc"
}
]
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 2,
"edges": [
{
"node": {
"id": "dc78b30e-8b16-4a60-a1b0-837a1663d6d8",
"displayName": "Design Platform",
"type": "Platform",
"updatedAt": "2024-03-25T14:42:47.803291477Z",
"tags": [
{
"id": "6c8d1073-0724-4582-97bd-c972e85be0cb",
"name": "Beta"
},
{
"id": "1c9c71b0-db60-453e-b607-05471c4f839a",
"name": "Production"
}
]
}
},

SAP LeanIX
Developer Guide PUBLIC 1951
 {
"node": {
"id": "07fac0d6-76bc-4e46-88c0-f4a1596172cc",
"displayName": "BI Platform",
"type": "Platform",
"updatedAt": "2024-03-25T14:40:32.422964977Z",
"tags": [
{
"id": "1c9c71b0-db60-453e-b607-05471c4f839a",
"name": "Production"
},
{
"id": "6c8d1073-0724-4582-97bd-c972e85be0cb",
"name": "Beta"
}
]
}
}
]
}
}
}

Filtering Fact Sheets by External ID

You can filter fact sheets with a specific external ID. In the example, we filter fact sheets where the externalId
is set to 1234.

Example query:

{
allFactSheets(filter: {externalIds: ["externalId/1234"]}) {
totalCount
edges {
node {
id
name
... on Application {
externalId {
externalId
}
}
}
}
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 1,
"edges": [
{
"node": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management",
"externalId": {
"externalId": "1234"
}

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 }
}
]
}
}
}

Filtering Archived Fact Sheets

To filter archived fact sheets, use the TrashBin facet key.

Example query:

query allFactSheetsQuery($filter: FilterInput!) {

allFactSheets(filter: $filter) {
edges {
node {
id
name
type
status
}
}
}
}

Variables:

{
"filter": {
"responseOptions": {
"maxFacetDepth": 5
},
"facetFilters": [
{
"facetKey": "TrashBin",
"operator": "OR",
"keys": [
"archived"
]
}
]
}
}

Example response:

{
"data": {
"allFactSheets": {
"edges": [
{
"node": {
"id": "65e5f779-b7f0-4a1f-9c88-9f0e3ae9bed9",
"name": "Application Hosting",
"type": "ITComponent",
"status": "ARCHIVED"
}
}
]
}

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 }
}

Filtering Fact Sheets by Fields on Relations

In the following example, we filter application fact sheets that support specific business capabilities. The
support type is leading.

Use the relApplicationToBusinessCapability facet key and specify the IDs of business capability fact
sheets in the keys array. To return only the relations that match the applied relation field filters, set the
relationFieldsFilterOperator parameter to INCLUSIVE.

Example query:

query filterFactSheets($filter: FilterInput!) {

allFactSheets(filter: $filter) {
totalCount
edges {
node {
id
displayName
type
... on Application {
relApplicationToBusinessCapability {
edges {
node {
type
supportType
factSheet {
id
name
}
}
}
}
}
}
}
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "relApplicationToBusinessCapability",
"operator": "OR",
"keys": [
"5634544d-4cd3-4533-b190-3f947a99e752",
"0c53c875-feab-4a87-9006-c0b3191aa65f"
],
"relationFieldsFilterOperator": "INCLUSIVE",

SAP LeanIX
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 "relationFieldsFilter": [
{
"fieldName": "supportType",
"values": [
"leading"
]
}
]
}
]
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 18,
"edges": [
{
"node": {
"id": "01740698-1ffa-4729-94fa-da6194ebd7cd",
"displayName": "AC Management",
"type": "Application",
"relApplicationToBusinessCapability": {
"edges": [
{
"node": {
"type": "RelApplicationToBusinessCapability",
"supportType": "leading",
"factSheet": {
"id": "5634544d-4cd3-4533-b190-3f947a99e752",
"name": "Customer Relationship"
}
}
}
]
}
}
}
...
]
}
}
}

Filtering Fact Sheets by Subscriptions

To filter fact sheets by subscriptions, use the Subscriptions facet key with the allFactSheets query. To
learn more about subscriptions, refer to:

• Fact Sheet Subscription [page 620]

• Subscription Roles [page 978]

In the following example, we filter fact sheets by user ID, subscription type, and subscription role. We aim to
retrieve fact sheets where a specific user is subscribed as ACCOUNTABLE (subscription type) and Solution
Architect (custom subscription role).

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Subscription types are predefined, with possible values of ACCOUNTABLE, RESPONSIBLE, or OBSERVER.
Workspace admins define subscription roles, which are associated with unique IDs. To get the IDs of
subscription roles, use the allSubscriptionRoles query.

Example query:

query getSubscriptionRoles {
allSubscriptionRoles {
edges {
node {
id
name
}
}
}
}

Example response:

{
"data": {
"allSubscriptionRoles": {
"edges": [
{
"node": {
"id": "8d1aab90-4d86-43e5-9a75-bafccee81732",
"name": "Data Architect"
}
},
{
"node": {
"id": "a523b819-208c-49ef-a0c6-8d8b84464f6e",
"name": "Solution Architect"
}
}
]
}
}
}

To filter fact sheets that a specific user is subscribed to, pass the user id in the keys array. You can provide
multiple user IDs.

• To get user IDs, retrieve all workspace users by making a GET request to the following endpoint on the MTM
REST API. For the endpoint schema, visit the API documentation .

https://{SUBDOMAIN}.leanix.net/services/mtm/v1/workspaces/{id}/users

• To find your user ID, go to the API Tokens section in the admin area and look for the UserId value.

In the example, we use the FactSheetTypes facet key to return fact sheets of the application type.

Example query:

query retrieveFactSheetsBySubscriber($filter: FilterInput!) {

allFactSheets(filter: $filter) {
totalCount
edges {
node {
id
displayName
type
}

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 }
}
}

Variables:

{
"filter": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "Subscriptions",
"operator": "OR",
"keys": [
"87678c21-98a2-9567-acaa-fc66ff2b9d56"
],
"subscriptionFilter": {
"type": "ACCOUNTABLE",
"roleId": "a523b819-208c-49ef-a0c6-8d8b84464f6e"
}
}
]
}
}

Example response:

{
"data": {
"allFactSheets": {
"totalCount": 2,
"edges": [
{
"node": {
"id": "01740698-1ffa-4729-94fa-da6194ebd7cd",
"displayName": "AC Management",
"type": "Application"
}
},
{
"node": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"displayName": "AC Management Cloud",
"type": "Application"
}
}
]
}
}
}

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9.3.2.7.3 Creating a Fact Sheet (GraphQL)

Create a fact sheet through the GraphQL API.

To create a fact sheet, use the createFactSheet mutation. The fields name and type of the
BaseFactSheetInput input argument are required for this mutation.

In the example, we create a fact sheet of the Application type and add the following attributes to it through
the add patch operation:

• description: The description of a fact sheet.

• externalId: The ID of a fact sheet in an external system.
• alias: The alternative name for a fact sheet that is also used in full-text search.

Example mutation:

mutation ($input: BaseFactSheetInput!, $patches: [Patch]!) {

createFactSheet(input: $input, patches: $patches) {
factSheet {
id
name
description
type
... on Application {
externalId {
externalId
}
alias
}
}
}
}

Variables:

{
"input": {
"name": "AC Management",
"type": "Application"
},
"patches": [
{
"op": "add",
"path": "/description",
"value": "Application for AC management"
},
{
"op": "add",
"path": "/externalId",
"value": "{\"type\":\"ExternalId\",\"externalId\":\"1234567890\"}"
},
{
"op": "add",
"path": "/alias",
"value": "AC App"
}
]
}

Example response:

SAP LeanIX
1958 PUBLIC Developer Guide
 "data": {
"createFactSheet": {
"factSheet": {
"id": "1c680bb5-2323-4aca-afce-52dab5d7de57",
"name": "AC Management",
"description": "Application for AC management",
"type": "Application",
"externalId": {
"externalId": "1234567890"
},
"alias": "AC App"
}
}
}
}

 Note

You can create multiple Fact Sheets in batch. For more information, see Including Multiple Mutations in a
Single Request Using Aliases [page 1908].

9.3.2.7.4 Updating a Fact Sheet (GraphQL)

Update a fact sheet through the GraphQL API.

To add, change, or delete fact sheet attributes, use the updateFactSheet mutation. Provide the attribute
details using patch operations.

Some patch operations are not supported for specific attributes. For example, you can only use the replace
operation for the name attribute.

id is a required argument for the updateFactSheet mutation. To learn how to get the ID of a fact sheet, see
Retrieving Fact Sheets [page 1941].

Updating the Name and Description on a Fact Sheet

In the following example, we change the fact sheet name and description using the replace patch operation.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "28fe4aa2-6e46-41a1-a131-72afb3acf256", patches: $patches)
{
factSheet {
id
name
description
}
}
}

Variables:

SAP LeanIX
Developer Guide PUBLIC 1959
 "patches": [
{
"op": "replace",
"path": "/name",
"value": "AC Management Cloud"
},
{
"op": "replace",
"path": "/description",
"value": "Application for AC management"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"name": "AC Management Cloud",
"description": "Application for AC management"
}
}
}
}

Updating the Quality Seal on a Fact Sheet

In the following example, we set the quality seal on a fact sheet to APPROVED using the replace patch
operation. For more information, see Quality Seal [page 626].

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
lxState
}
}
}

Variables:

{
"patches": [
{
"op": "replace",
"path": "/lxState",
"value": "APPROVED"
}
]
}

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Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"lxState": "APPROVED"
}
}
}
}

Updating the External ID on a Fact Sheet

In the following example, we update the external ID on a fact sheet using the replace patch operation.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
... on Application {
externalId {
externalId
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "replace",
"path": "/externalId",
"value": "{\"type\":\"ExternalId\",\"externalId\":\"123456789\"}"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"externalId": {
"externalId": "123456789"
}
}
}

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 }
}

Deleting the External ID from a Fact Sheet

In the following example, we delete the external ID from a fact sheet using the remove patch operation.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
... on Application {
externalId {
externalId
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "remove",
"path": "/externalId",
"value": ""
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"externalId": null
}
}
}
}

Updating the Lifecycle on a Fact Sheet

In the following example, we update the lifecycle on a fact sheet by changing the start dates of specific phases
through the replace patch operation.

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Ensure to include all phases and their corresponding values in the input, even if you only want to update a
single phase. Any phases that are not included in the input are deleted. For example, if you only include the
plan phase in the input, the mutation will update this phase and delete all others.

The remove patch operation deletes all phases, regardless of the specific phases included in the input.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "85be63bf-6347-4f20-a306-2d06a10dc6f3", patches: $patches)
{
factSheet {
... on Initiative {
lifecycle {
phases {
phase
startDate
}
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "replace",
"path": "/lifecycle",
"value": "{\"phases\":[{\"phase\":\"plan\",\"startDate\":\"2019-01-12\"},
{\"phase\":\"phaseIn\",\"startDate\":\"2020-03-12\"},
{\"phase\":\"active\",\"startDate\":\"2021-05-10\"},
{\"phase\":\"phaseOut\",\"startDate\":\"2025-03-30\"},
{\"phase\":\"endOfLife\",\"startDate\":\"2027-01-01\"}]}"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"lifecycle": {
"phases": [
{
"phase": "plan",
"startDate": "2019-01-12",
"milestoneId": null
},
{
"phase": "phaseIn",
"startDate": "2020-03-12",
"milestoneId": null
},
{
"phase": "active",
"startDate": "2021-05-10",
"milestoneId": null
},
{
"phase": "phaseOut",

SAP LeanIX
Developer Guide PUBLIC 1963
 "startDate": "2025-03-30",
"milestoneId": null
},
{
"phase": "endOfLife",
"startDate": "2027-01-01",
"milestoneId": null
}
]
}
}
}
}
}

Archiving a Fact Sheet

You may need to archive fact sheets to remove irrelevant or duplicate data from the inventory. Archiving
does not immediately delete a fact sheet but removes it from the default Inventory list. You can recover an
archived fact sheet within the retention period, after which it is permanently deleted. For more information,
visit Archiving, Deleting and Recovering Fact Sheets [page 660].

You can archive or recover a Fact Sheet by updating the status attribute.

To archive a Fact Sheet, set the status attribute to ARCHIVED and specify a reason for archiving in comment.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", comment:
"Irrelevant application", patches: $patches) {
factSheet {
id
status
}
}
}

Variables:

{
"patches": [
{
"op": "add",
"path": "/status",
"value": "ARCHIVED"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"status": "ARCHIVED"
}
}

SAP LeanIX
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 }
}

Recovering an Archived Fact Sheet

To recover an archived fact sheet, set the status attribute to ACTIVE and specify a reason for restoring in
comment. You can recover an archived fact sheet within the retention period, after which it is permanently
deleted.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", comment: "Recover
the application from archive", patches: $patches) {
factSheet {
id
status
}
}
}

Variables:

{
"patches": [
{
"op": "add",
"path": "/status",
"value": "ACTIVE"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"status": "ACTIVE"
}
}
}
}

Updating a Custom Attribute on a Fact Sheet

To update a custom attribute on a fact sheet, specify the attribute ID in path. You can view the attribute ID
(key) in the fact sheet configuration.

In the following example, we update the custom attribute serviceNowId on an application fact sheet using the
replace patch operation.

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Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
displayName
... on Application {
serviceNowId
}
}
}
}

Variables:

{
"patches": [
{
"op": "replace",
"path": "/serviceNowId",
"value": "SN-123456"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"displayName": "AC Management Cloud",
"serviceNowId": "SN-123456"
}
}
}
}

Updating an Attribute of the Multiple Select Type on a Fact Sheet

To update an attribute of the Multiple Select type on a fact sheet, provide the values in an array.

In the following example, we update the custom attribute supportedPlatforms on an application fact sheet
with two values: macOS and windows.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "2efa37b5-18aa-48d8-9d70-1328c0d856d7", patches: $patches)
{
factSheet {
... on Application {
supportedPlatforms
}
}
}
}

SAP LeanIX
1966 PUBLIC Developer Guide
Variables:

{
"patches": [
{
"op": "replace",
"path": "/supportedPlatforms",
"value": "[\"macOS\", \"windows\"]"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"supportedPlatforms": [
"macOS",
"windows"
]
}
}
}
}

9.3.2.7.5 Managing Fact Sheet Relations (GraphQL)

Manage relations between fact sheets and filter fact sheets for relation validity using the GraphQL API.

Creating Fact Sheet Relations

To create relations between Fact Sheets, use the updateFactSheet mutation. Apply the add patch operation
with a path that identifies the relation attribute. You can create multiple relations with one request.

To get individual error messages for each relation in case of possible errors, add a suffix in the following
format /new_1 to the path values. Use a unique suffix for each relation.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
... on Application {
relApplicationToITComponent {
edges {
node {
id
}
}
}

SAP LeanIX
Developer Guide PUBLIC 1967
 }
}
}
}

Variables:

{
"patches": [
{
"op": "add",
"path": "/relApplicationToITComponent/new_1",
"value": "{\"factSheetId\":\"9deb9733-5701-42f1-8c52-c165acaa6487\"}"
},
{
"op": "add",
"path": "/relApplicationToITComponent/new_2",
"value": "{\"factSheetId\":\"a8fe4825-42b8-431b-8124-ca12c579c78b\"}"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"relApplicationToITComponent": {
"edges": [
{
"node": {
"id": "41ff8420-05d2-46e8-9912-975a9263f27e"
}
},
{
"node": {
"id": "8a039155-774b-4c09-94b1-e221eb0fee1c"
}
}
]
}
}
}
}
}

The following response contains an example error message that may be returned by the server. The path
attribute identifies the corresponding patch operation from the request.

Example error response:

{
"data": {
"updateFactSheet": null
},
"errors": [
{
"message": "[FS_VALIDATION_RELATION_NOT_UNIQUE_OUTGOING] Outgoing relation
occurred twice! relation name = 'applicationITComponentRelation', from = 'AC
Management Cloud', from type = 'Application', to = 'App Maintenance & Support
Service', to type = 'ITComponent'",
"path": [

SAP LeanIX
1968 PUBLIC Developer Guide
 "result"
],
"extensions": {
"entityType": "FACT_SHEET",
"objectId": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"objectPath": "/relApplicationToITComponent/fbec0812-
ec6b-4c2c-8df2-525d5d3f3121",
"errorType": "MODEL_COMPLIANT"
}
}
]
}

Updating Fact Sheet Relations

To update relations between Fact Sheets, use the updateFactSheet mutation. Apply the replace patch
operation with a path attribute that contains the id of the relation.

In the example, we update an existing relation by unlinking a Fact Sheet and linking a new one.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
... on Application {
relApplicationToITComponent {
edges {
node {
id
}
}
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "replace",
"path": "/relApplicationToITComponent/
41ff8420-05d2-46e8-9912-975a9263f27e",
"value": "{\"factSheetId\":\"ed46809c-998a-4fd6-9185-4b25e4e77d9b\",
\"description\":\"Update related Fact Sheet\"}"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {

SAP LeanIX
Developer Guide PUBLIC 1969
 "factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"relApplicationToITComponent": {
"edges": [
{
"node": {
"id": "8a039155-774b-4c09-94b1-e221eb0fee1c"
}
},
{
"node": {
"id": "41ff8420-05d2-46e8-9912-975a9263f27e"
}
}
]
}
}
}
}
}

Deleting Fact Sheet Relations

Before you delete relations between Fact Sheets, get the id of relations. To do that, use the factSheet query
and copy the id of the desired relations from the response.

Example query:

{
factSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24") {
name
type
... on Application {
relApplicationToITComponent {
edges {
node {
id
}
}
}
}
}
}

Example response:

{
"data": {
"factSheet": {
"name": "AC Management Cloud",
"type": "Application",
"relApplicationToITComponent": {
"edges": [
{
"node": {
"id": "8a039155-774b-4c09-94b1-e221eb0fee1c"
}
},
{
"node": {

SAP LeanIX
1970 PUBLIC Developer Guide
 "id": "41ff8420-05d2-46e8-9912-975a9263f27e"
}
}
]
}
}
}
}

Once you get the id of relations that you want to delete, use the updateFactSheet mutation. Provide the
relation id in the remove patch operation. In the example, we delete two relations that we created.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
... on Application {
relApplicationToITComponent {
edges {
node {
id
}
}
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "remove",
"path": "/relApplicationToITComponent/8a039155-774b-4c09-94b1-e221eb0fee1c"
},
{
"op": "remove",
"path": "/relApplicationToITComponent/41ff8420-05d2-46e8-9912-975a9263f27e"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"relApplicationToITComponent": {
"edges": []
}
}
}
}
}

SAP LeanIX
Developer Guide PUBLIC 1971
Setting an Empty Relation on a Fact Sheet

You can intentionally set a relation on a Fact Sheet as empty. This implies that the Fact Sheet is not related to or
dependent on other Fact Sheets and this data is not missing. Setting an empty relation affects the completion
score of a Fact Sheet because the relation field is treated as filled.

To set a relation as empty, use the updateFactSheet mutation and apply a patch operation. The naFields
attribute indicates fields and relations that are intentionally left blank. In the example, we set the relToParent
relation as empty, which means that the Fact Sheet is not linked to any parent Fact Sheets.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24", patches: $patches)
{
factSheet {
id
name
naFields
}
}
}

Variables:

{
"patches": [
{
"op": "add",
"path": "/naFields",
"value": "[\"relToParent\"]"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management",
"naFields": [
"relToParent"
]
}
}
}
}

Filtering Fact Sheets for Relation Validity

Relation validity ("activeFrom" and "activeUntil") is the time interval during which a relation between fact
sheets is deemed to exist. The two values are dates in ISO format like 2018-07-01(no time).

SAP LeanIX
1972 PUBLIC Developer Guide
Any of them may be unspecified, which means the Relation validity is not bounded in this direction of time. If
both of these values of the relation are not set, then the Relation is considered to always exist.

For this purpose, the DateFilterInput argument type contains the fields from and to and the
DateFilterType in field type.

These are the possible values of the type field:

• Of main importance is only the date filter type RANGE.

• RANGE_START and RANGE_ENDS are not implemented for relation validity filtering and behave like RANGE
for now.
• POINT behaves like RANGE, but the given value for to is ignored and always considered to be equal to from.
• TODAY, END_OF_MONTH, and END_OF_YEAR are special cases of POINT where the given values of from and
to are ignored and considered to be equal to the day corresponding to the type.

The values of the fields from and to are dates in ISO format (no time) and define the filter interval. Any of the
two values may be null, meaning the interval is unbounded in that direction.

The relation validity filtering semantics is the following: a relation is matched by the filter if and only if the
relation validity interval has a non-empty intersection with the filter interval. In other words, if the time span
defined by the relation's activeFrom and activeUntil fields and the time span defined by the filter's from
and to fields overlap.

In the GraphQL API, you can filter Fact Sheets for relation validity in the:

• Relation facets
• Relation validity filter

Filtering Relations in the Relation Facet

You can filter relations in the relation facets (filter ->facetFilter -> dateFilter argument of the
allFactSheets top level query field).

For now, instead of the dateFilter on the individual relation facets, the dateFilter on the lifecycle facet is
used. This will change in a future version. The key field of this lifecycle filter facet is ignored for the purpose of
relation validity filtering.

Example query:

{
allFactSheets(filter:
{facetFilters: [
{facetKey:"FactSheetTypes" keys:["UserGroup"]}
{facetKey: "relUserGroupToApplication" keys: ["e3a08f5f-5c3e-4dc1-8444-
ed87bdd48634"]}
{facetKey:"lifecycle" keys:"__any__" dateFilter:{type:RANGE
from:"2018-07-01" to:"2018-07-31"}}
]})
{
edges {
node {
type
displayName
}
}
}
}

SAP LeanIX
Developer Guide PUBLIC 1973
Filtering Relations in the Relation Validity Filter
This is a filter that restricts the relations that are returned in the relation fields of a concrete Fact Sheet type,
for example, field relApplicationToUserGroup in typeApplication. Those fields accept an argument
validityFilter containing the fields activeFrom and activeUntil, which behave like from and to in
DateFilterInput (see above).

Example query:

{
factSheet(id: "e3a08f5f-5c3e-4dc1-8444-ed87bdd48634") {
displayName
... on Application {
relApplicationToUserGroup(validityFilter: {activeFrom: "2018-07-01",
activeUntil: "2018-07-31"}) {
edges {
node {
activeFrom
factSheet {
displayName
}
}
}
}
}
}
}

9.3.2.7.6 Managing Fact Sheet Tags (GraphQL)

Manage tags on a fact sheet using the GraphQL API.

Tags allow you to categorize fact sheets by attributes and relations that are not present in the standard
configuration. For more information, see Tags [page 656].

Adding Tags to a Fact Sheet

To add tags to a fact sheet, use the updateFactSheet mutation. Provide the tag details through the add patch
operation.

id is a required argument for this mutation. To learn how to get the ID of a Fact Sheet, see Retrieving Fact
Sheets [page 1941].

Adding Existing Tags to a Fact Sheet

Before you add existing tags to a fact sheet, get the id of tags. To do that, retrieve all tags using the allTags
query and copy the id of the desired tags from the response.

Example query:

{
allTags {
edges {
node {

SAP LeanIX
1974 PUBLIC Developer Guide
 id
name
}
}
}
}

Example response:

{
"data": {
"allTags": {
"edges": [
{
"node": {
"id": "c26a8509-330e-4d8f-ba48-2defcdc910f7",
"name": "Europe"
}
},
{
"node": {
"id": "7b27fc19-585e-4d95-acae-65891575a42f",
"name": "Cloud"
}
}
]
}
}
}

Once you get the id of tags that you want to add to a Fact Sheet, use the updateFactSheet mutation.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "2efa37b5-18aa-48d8-9d70-1328c0d856d7", patches: $patches)
{
factSheet {
id
name
tags {
id
name
}
}
}
}

Variables:

{
"patches": [
{
"op": "add",
"path": "/tags",
"value": "[{\"tagId\":\"7b27fc19-585e-4d95-acae-65891575a42f\"},
{\"tagId\":\"c26a8509-330e-4d8f-ba48-2defcdc910f7\"}]"
}
]
}

Example response:

SAP LeanIX
Developer Guide PUBLIC 1975
 "data": {
"updateFactSheet": {
"factSheet": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"name": "AC Management Cloud",
"tags": [
{
"id": "c26a8509-330e-4d8f-ba48-2defcdc910f7",
"name": "Europe"
},
{
"id": "7b27fc19-585e-4d95-acae-65891575a42f",
"name": "Cloud"
}
]
}
}
}
}

Adding New Tags to a Fact Sheet

In the following example, we create two new tags that don't belong to any tag group and add them to a Fact
Sheet.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "2efa37b5-18aa-48d8-9d70-1328c0d856d7", patches: $patches)
{
factSheet {
id
name
tags {
id
name
tagGroup {
name
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "add",
"path": "/tags",
"value": "[{\"tagName\":\"Development\"}, {\"tagName\":\"Demo\"}]"
}
]
}

Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"name": "AC Management Cloud",
"tags": [

SAP LeanIX
1976 PUBLIC Developer Guide
 {
"id": "2ddc9122-4513-40e2-afd8-4b28f41474a4",
"name": "Demo",
"tagGroup": null
},
{
"id": "0eb40008-28ac-467c-adc5-5b995ca47769",
"name": "Development",
"tagGroup": null
}
]
}
}
}
}

Removing Tags from a Fact Sheet

Before you remove tags from a Fact Sheet, get the id of tags. To do that, retrieve all tags using the allTags
query and copy the id of the desired tags from the response.

 Note

Removing a tag from a Fact Sheet does not delete the tag from your workspace.

To remove tags from a Fact Sheet, use the updateFactSheet mutation and apply the remove patch
operation.

Example mutation:

mutation ($patches: [Patch]!) {

updateFactSheet(id: "2efa37b5-18aa-48d8-9d70-1328c0d856d7", patches: $patches)
{
factSheet {
id
name
tags {
id
name
tagGroup {
name
}
}
}
}
}

Variables:

{
"patches": [
{
"op": "remove",
"path": "/tags",
"value": "[{\"tagId\":\"7b27fc19-585e-4d95-acae-65891575a42f\"},
{\"tagId\":\"c26a8509-330e-4d8f-ba48-2defcdc910f7\"}]"
}
]
}

SAP LeanIX
Developer Guide PUBLIC 1977
Example response:

{
"data": {
"updateFactSheet": {
"factSheet": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"name": "AC Management Cloud",
"tags": []
}
}
}
}

9.3.2.7.7 Managing Fact Sheet Resources (GraphQL)

Manage fact sheet resources using the GraphQL API.

To store additional information on a fact sheet, you can add the following resources to it: links, files, diagrams,
and logos. To learn how to work with resources in the application UI, see Storing Resources on Fact Sheets
[page 598].

 Note

In the SAP LeanIX GraphQL API, fact sheet resources are referred to as documents.

Creating a Resource on a Fact Sheet

To create a resource on a fact sheet, use the createDocument mutation. factSheetId and name are required
arguments for this mutation. To learn how to get the ID of a fact sheet, see Retrieving Fact Sheets [page 1941].

In the following example, we add a link to a fact sheet as a resource.

Example mutation for adding a link:

mutation createDocument {
createDocument(
factSheetId: "01740698-1ffa-4729-94fa-da6194ebd7cd"
name: "Website link"
url: "https://www.leanix.net/"
description: "Link to the SAP LeanIX website"
) {
id
name
url
description
factSheetId
}
}

Example response:

{
"data": {

SAP LeanIX
1978 PUBLIC Developer Guide
 "createDocument": {
"id": "fc87eb51-0f2e-4b77-9df3-f6325b6836fd",
"name": "Website link",
"url": "https://www.leanix.net/",
"description": "Link to the SAP LeanIX website",
"factSheetId": "01740698-1ffa-4729-94fa-da6194ebd7cd"
}
}
}

To be able to upload files and logos as resources to a fact sheet, activate the Uploading Files on Fact Sheets
feature in Optional Features in the administration area. If this feature is deactivated, uploading files and logos
through the GraphQL API is not possible.

To create resources of the File and Logo types using the createDocument mutation, provide the GraphQL
request and file stream as form data. To upload a file to a fact sheet as a resource, use the GraphQL endpoint
for file uploads:

https://{SUBDOMAIN}.leanix.net/services/pathfinder/v1/graphql/upload

 Note

For a Logo resource, the documentType argument is required and should be set to logo. You can only
upload one logo to a fact sheet.

For File resources, the documentType argument is optional. You can upload multiple files to a fact sheet.

Example mutation for uploading a logo:

mutation createDocument {
createDocument(
factSheetId: "01740698-1ffa-4729-94fa-da6194ebd7cd"
name: "leanix.png"
documentType: "logo"
) {
id
name
url
factSheetId
}
}

Example response:

{
"data": {
"createDocument": {
"id": "ec87eb51-0f2e-4b77-9df3-f6325b6836fd",
"name": "leanix.png",
"url": "<<storage location="" of="" the="" logo="">>",
"factSheetId": "01740698-1ffa-4729-94fa-da6194ebd7cd"
}
}
}

SAP LeanIX
Developer Guide PUBLIC 1979
Retrieving Fact Sheet Resources

To retrieve resources stored on a specific fact sheet, use the factSheet query. The fact sheet id is a required
argument for this query.

Example query:

{
factSheet(id: "4d121f64-116b-4ccc-a292-eb4e4f8d1b24") {
id
name
documents {
edges {
node {
origin
url
name
id
}
}
}
}
}

Example response:

{
"data": {
"factSheet": {
"id": "4d121f64-116b-4ccc-a292-eb4e4f8d1b24",
"name": "AC Management Cloud",
"documents": {
"edges": [
{
"node": {
"origin": "CUSTOM_LINK",
"url": "https://www.leanix.net/",
"name": "Website link",
"id": "22b9ed8f-5dea-48e8-b9c4-d7db97a811e4"
}
}
]
}
}
}
}

Updating a Resource on a Fact Sheet

To update a resource on a fact sheet, use the updateDocument mutation. id is a required argument for this
mutation. To get the resource ID, retrieve all fact sheet resources and copy the id from the response. To learn
more, see Retrieving Fact Sheet Resources [page 1980].

To update specific fields on a resource, apply patch operations. In the example, we change the link URL using
the replace patch operation.

SAP LeanIX
1980 PUBLIC Developer Guide
Example mutation:

mutation updateDocument($patches: [Patch]!) {

updateDocument(
id: "22b9ed8f-5dea-48e8-b9c4-d7db97a811e4"
patches: $patches
) {
id
name
url
}
}

Variables:

{
"patches": [
{
"op": "replace",
"path": "/url",
"value": "https://www.leanix.net/de/"
}
]
}

Example response:

{
"data": {
"updateDocument": {
"id": "22b9ed8f-5dea-48e8-b9c4-d7db97a811e4",
"name": "Website link",
"url": "https://www.leanix.net/de/"
}
}
}

Deleting a Resource from a Fact Sheet

To delete a resource from a fact sheet, use the deleteDocument mutation. id is a required argument for this
mutation. To get the resource ID, retrieve all fact sheet resources and copy the id from the response. To learn
more, see Retrieving Fact Sheet Resources [page 1980].

Example mutation:

mutation {
deleteDocument(id: "a1904f80-f9b8-4fd6-848c-bad1f55192d2") {
name
}
}

Example response:

{
"data": {
"deleteDocument": null
}
}

SAP LeanIX
Developer Guide PUBLIC 1981
9.3.2.7.8 Managing Fact Sheet Subscriptions (GraphQL)

Manage fact sheet subscriptions using the GraphQL API.

Subscriptions let you configure a set of custom permissions and responsibilities in relation to fact sheets for
various user groups within your organization. To learn more about subscriptions, see Fact Sheet Subscription
[page 620].

Creating a Fact Sheet Subscription

To create a subscription to a fact Sheet for a user, use the createSubscription mutation. The following
arguments are required for this mutation:

• factSheetId: The ID of the fact sheet to subscribe the user to. To learn how to get the ID of a fact sheet,
see Retrieving Fact Sheets [page 1941].
• user: The user to be subscribed to a fact sheet. Pass one of the following attributes in the object: id or
email.
• type: The subscription type. Possible values:
• ACCOUNTABLE: User who carries overall accountability for a fact sheet.
• RESPONSIBLE: User responsible for keeping the fact sheet data accurate and up to date.
• OBSERVER: User who follows fact sheet updates.

To specify subscription roles, use the roleIds argument. To retrieve the IDs of subscription roles, use the
allSubscriptionRoles query.

Example query:

{
allSubscriptionRoles {
edges {
node {
id
name
}
}
}
}

Example response:

{
"data": {
"allSubscriptionRoles": {
"edges": [
{
"node": {
"id": "1d7f3a77-9a33-4029-9077-d21ae4562575",
"name": "Solution Architect"
}
},
{
"node": {
"id": "b4ccabdc-f0c4-4386-8ff0-b54e0882605f",
"name": "Application Manager"
}

SAP LeanIX
1982 PUBLIC Developer Guide
 }
]
}
}
}

Once you get all the required parameters, create a subscription using the createSubscription mutation. In
the example, we subscribe a user as RESPONSIBLE with the Application Manager subscription role.

Example mutation:

mutation {
createSubscription(factSheetId: "01740698-1ffa-4729-94fa-da6194ebd7cd",
user: {id: "e45f0d10-c59e-4c80-bd56-56b9e7325gf6"},
type: RESPONSIBLE,
roleIds: ["b4ccabdc-f0c4-4386-8ff0-b54e0882605f"]) {
id
user {
id
email
}
type
roles {
id
name
}
}
}

Example response:

{
"data": {
"createSubscription": {
"id": "abd9ca16-b4a7-4199-a0ad-36e5a6de117b",
"user": {
"id": "e45f0d10-c59e-4c80-bd56-56b9e7325gf6",
"email": "john.doeC@organization.com"
},
"type": "RESPONSIBLE",
"roles": [
{
"id": "b4ccabdc-f0c4-4386-8ff0-b54e0882605f",
"name": "Application Manager"
}
]
}
}
}

Retrieving Fact Sheet Subscriptions

To retrieve all subscriptions for a specific fact sheet, use the factSheet query. id is a required argument for
this query. To learn how to get the ID of a fact sheet, see Retrieving Fact Sheets [page 1941].

Example query:

query {
factSheet(id: "01740698-1ffa-4729-94fa-da6194ebd7cd") {
id

SAP LeanIX
Developer Guide PUBLIC 1983
 subscriptions {
edges {
node {
id
user {
id
email
}
type
roles {
id
name
comment
}
}
}
}
}
}

Example response:

{
"data": {
"factSheet": {
"id": "01740698-1ffa-4729-94fa-da6194ebd7cd",
"subscriptions": {
"edges": [
{
"node": {
"id": "abd9ca16-b4a7-4199-a0ad-36e5a6de117b",
"user": {
"id": "e45f0d10-c59e-4c80-bd56-56b9e7325gf6",
"email": "john.doeC@organization.com"
},
"type": "RESPONSIBLE",
"roles": [
{
"id": "b4ccabdc-f0c4-4386-8ff0-b54e0882605f",
"name": "Application Manager",
"comment": null
}
]
}
}
]
}
}
}
}

Updating a Fact Sheet Subscription

Before you update a fact sheet subscription, get the subscription id. To learn how to retrieve all fact sheet
subscriptions, see Retrieving Fact Sheet Subscriptions [page 1983].

To update a subscription, use the updateSubscription mutation. The following arguments are required for
this mutation:

• id: The ID of the subscription.

SAP LeanIX
1984 PUBLIC Developer Guide
• user: The user subscribed to a fact sheet. Pass one of the following attributes in the object: id or email.
• type: The subscription type. Possible values:
• ACCOUNTABLE: User who carries overall accountability for a fact sheet.
• RESPONSIBLE: User responsible for keeping the fact sheet data accurate and up to date.
• OBSERVER: User who follows fact sheet updates.

In the example, we change the subscription role of the user from Application Manager to Solution
Architect using the roleIds argument. You can optionally add a comment.

Example mutation:

mutation {
updateSubscription(
id: "abd9ca16-b4a7-4199-a0ad-36e5a6de117b"
user: {id: "e45f0d10-c59e-4c80-bd56-56b9e7325gf6"}
type: RESPONSIBLE
roles: [{id: "1d7f3a77-9a33-4029-9077-d21ae4562575", comment: "Changing the
subscription role"}]
) {
id
user {
id
email
}
type
roles {
id
name
comment
}
}
}

Example response:

{
"data": {
"updateSubscription": {
"id": "abd9ca16-b4a7-4199-a0ad-36e5a6de117b",
"user": {
"id": "e45f0d10-c59e-4c80-bd56-56b9e7325gf6",
"email": "john.doeC@organization.com"
},
"type": "RESPONSIBLE",
"roles": [
{
"id": "1d7f3a77-9a33-4029-9077-d21ae4562575",
"name": "Solution Architect",
"comment": "Changing the subscription role"
}
]
}
}
}

Deleting a Fact Sheet Subscription

Before you delete a fact sheet subscription, get the subscription id. To learn how to retrieve all fact sheet
subscriptions, see Retrieving Fact Sheet Subscriptions [page 1983].

SAP LeanIX
Developer Guide PUBLIC 1985
To delete a subscription, use the deleteSubscription mutation.

Example mutation:

mutation {
deleteSubscription(id: "abd9ca16-b4a7-4199-a0ad-36e5a6de117b") {
id
name
}
}

Example response:

{
"data": {
"deleteSubscription": {
"id": "01740698-1ffa-4729-94fa-da6194ebd7cd",
"name": "AC Management"
}
}
}

9.3.2.7.9 Retrieving Event Logs for a Fact Sheet (GraphQL)

Retrieve event logs for a fact sheet using the GraphQL API.

 Note

You can retrieve event logs for fact sheets only through the GraphQL API. Our REST APIs don't offer a
dedicated endpoint for this operation.

All updates to a fact sheet are recorded in the event logs. You can use event logs to create audit trails and get
insights into the dynamics of your workspace. In the application user interface, event logs appear on the Last
Update tab of the fact sheet page.

To retrieve event logs through the GraphQL API, use the allLogEvents query. factSheetId is a required
argument for this query. To learn how to get the ID of a fact sheet, see Retrieving Fact Sheets [page 1941].

To filter logs by a specific event type, add the eventTypes argument to the allLogEvents query. To view the
full list of event types, navigate to the GraphiQL tool in your workspace and search for the EventTypes schema
type. To include multiple event types in the query, use an array of values, as shown in the following example:
eventTypes: [FACT_SHEET_TAG_ADDED, FACT_SHEET_TAG_REMOVED].

 Tip

You can automate the routine retrieval of event logs by setting up cron jobs or using automation tools. To
fetch event logs for all fact sheets or for specific types of fact sheets, create a script with a loop that iterates
over the fact sheet IDs. To obtain all fact sheet IDs, use the allFactSheets query. These IDs can then be
used as input for the allLogEvents query. To learn how to fetch fact sheets, see Retrieving Fact Sheets
[page 1941].

To receive real-time updates for specific events automatically without pulling them, consider using
webhooks. To learn more, see Webhooks [page 2160].

SAP LeanIX
1986 PUBLIC Developer Guide
In the following example query, we retrieve events of the QUALITY_SEAL_APPROVED type, which indicates the
approval of the quality seal on a fact sheet.

The createdAt attribute in the response denotes the time stamp of the event. By using this value, you can
identify when the quality seal is set to expire. For example, if the expiration time of the quality seal is set to three
months, it means that it will expire three months after the createdAt date — unless a breaking event occurs
earlier. You can use this information to get a snapshot of fact sheets whose quality seals will expire soon.

As an administrator, you can set the expiration time of the quality seal in the fact sheet configuration. To learn
more, see Quality Seal [page 626].

Example query:

{
allLogEvents(
factSheetId: "2efa37b5-18aa-48d8-9d70-1328c0d856d7"
eventTypes: QUALITY_SEAL_APPROVED
) {
edges {
node {
id
eventType
path
oldValue
newValue
message
secondsPast
createdAt
user {
id
firstName
lastName
displayName
email
technicalUser
}
}
}
}
}

Example response:

{
"data": {
"allLogEvents": {
"edges": [
{
"node": {
"id": "42574",
"eventType": "QUALITY_SEAL_APPROVED",
"path": "/qualitySeal",
"oldValue": null,
"newValue": "APPROVED",
"message": "The quality seal was approved by user 'John Doe'",
"secondsPast": 4928370,
"createdAt": "2024-02-13T14:44:06.299466554Z",
"user": {
"id": "5ee78c21-98a2-4377-acaa-fc66ff2b78fg",
"firstName": "John",
"lastName": "Doe",
"displayName": "John Doe",
"email": "john.doe@example.com",
"technicalUser": false

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 }
}
}
]
}
}
}

9.3.3 Integration API

Overview of the Integration API.

Overview

The Integration API provides the ability to import and export data using a generic LeanIX Data Interchange
Format (LDIF). LDIF is a JSON format with a very simple structure described in the following sections.
All mapping and processing of the incoming and outgoing data is done using "Data Processors" that are
configured behind the API. Configuration of the processors can be done using the UI, The configurations can be
managed using the Integration API as well.

To learn how to configure processors in the application UI, see Getting Started with the Integration API [page
1999].

Advantages

• Complexity is minimized as developers no longer have to understand the SAP LeanIX data model
• Configuration for SAP LeanIX is contained in every connector
• No longer having to map logic inside of code
• Integration now possible even if the external system does not allow direct access
• No need for a direct REST connection
• Flexible error handling, no failure due to a single or even multiple data issues. Data that does not meet the
requirements, is simply ignored
• Cross-cutting concerns are part of the API and in each connector

Inbound and Outbound Data Processors

Definitions
Inbound Data Processors read the incoming LDIF format, process and convert it into a set of commands the
Integration API can understand. Then it executes it against the SAP LeanIX backend database (Pathfinder) or in
the case of inboundMetrics the Metrics API.

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Outbound Data Processors read data from the workspace and export it to an LDIF. The content of the produced
LDIF will depend on the configured data processors.

General Attributes
There are attributes that can be set within the Processors, whether they be outbound or inbound.

The flags are set at the end of the data processors

Attribute Allowed Values Details

logLevel • off (default) When writing Data Processors, the log

• warning level can be set to show detailed out-
• debug put for all data objects processed by a
data processor. In order to do this, a key
"logLevel" needs to be set to "debug"
for the processor. debugInfo in addition
to the actual error information also con-
tains the name of the processor and the
index. The "warning" logLevel also pro-
vides the processor name as well as the
index.

Default setting is "warning". In this set-

ting detailed information will be pro-
vided in case an issue happened proc-
essing the data. There may be cases
(e.g. incoming data is not consistent/of
poor quality) where issues are expected
and must not flood the result report. In
such cases, the "logLevel" can be set to
"off". No errors will be reported for the
data processor.

enabled • true Turns the whole processor on and off.

This can be helpful to analyze the im-
• false
pact of certain processors on the result
without having to completely remove
and add back in them.

The following example shows an output with warnings that contain the processor name and index. These
attributes are also included when the logLevel is set to debug. In this case, the debug information is included
in the debugInfo section of the output log.

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 Example Output of a Processor Run

LeanIX Data Interchange Format (LDIF)

All data sent (inbound Data Processor) to the SAP LeanIX Integration API needs to be in a standard format,
called LDIF. For synchronization of data from SAP LeanIX to other systems (outbound Data Processor), the
Integration API will provide all data in the same format as well.

The LDIF contains the following information:

• Data sent from the external system to SAP LeanIX. Or in the case of outbound, data extracted from SAP
LeanIX.
• Metadata information to identify the connector instance that wrote the LDIF. The metadata is used to
define ownership of entities in SAP LeanIX if we need to ensure name spacing/deletion
• Identification of the target workspace and the target API version
• Allow customers adding some arbitrary description for any kind of grouping, notification or any
unstructured notes for display purposes that is not processed by the API

Mandatory Attributes

The following table lists mandatory attributes for data input in LDIF format.

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Attribute Details

connectorType Contains a string identifying a connector type in the work-

space. A connector type identifies code that can be deployed
to multiple locations and is able to communicate with a spe-
cific external program. In the above example, "lxKubernetes"
identifies a connector that was written to read data from
a Kubernetes installation and can be deployed into various
Kubernetes clusters. In conjunction with "connectorID", the
Integration API will match configurations the administrators
created and stored in SAP LeanIX and use it when process-
ing incoming data.

Incoming data cannot be processed if the corresponding

connectorType has not been configured for the SAP LeanIX
workspace.

connectorVersion (connector Version is not manda- In case the version number follows the pattern "num-
tory for configurations where the version numbers follow the
ber.number.number", Integration API provides automatic
pattern number.number.number)
grouping and handling of different versions of a configura-
tion.

The Admin UI will automatically group all configurations by

their version numbers and display the highest number on
the overview page. In the details users can select the specific
version in a drop down.

Configurations that follow the pattern above can be exe-

cuted without sending a specific version number in the LDIF.
The Integration API will always process with the highest
found version number if no version number was given in the
input LDIF.

In order to use a specific version for processing, the exact

version can be provided in the LDIF.

"connectorVersion" may contain any other string content. In

such cases, automatic detection of a version does not work
and the exact string must be provided in the LDIF

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Attribute Details

connectorId Contains a string to identify a specific deployment of a con-

nector type. As an example: A Kubernetes connector might
be deployed multiple times and collect different data from
the different Kubernetes clusters. In conjunction with "con-
nectorID", the Integration API will match configurations ad-
ministrators created and stored in SAP LeanIX and use it
when processing incoming data.

Administrators in SAP LeanIX can manage each instance

of a connector by creating and editing processing config-
uration, monitor ongoing runs (progress, status) and inter-
act (pause, resume, cancel...). One data transfer for each
instance can run at any point of time.

Incoming data cannot be processed if the corresponding

connectorId has not been configured for the SAP LeanIX
workspace.

lxVersion Defines the version of the Integration API the connector

expects to send data to and will be used to ensure that
a component grabbing LDIF files from a cloud storage will
send it to the right integration API version (in case no direct
communication is available).

content The content section contains a list of Data Objects. This sec-
tion contains the data collected from the external system or
the data to be sent to the external system. Each Data Object
is defined by an "id", a type to group the source information
and a map of data elements (flat or hierarchical maps). Val-
ues of map entries may be single string values or lists of
string values.

 Note

Incoming data cannot be processed if the corresponding connectorType has not been configured for the
SAP LeanIX workspace.

Content Array

The content section contains a list of Data Objects. This section contains the data collected from the external
system or the data to be sent to the external system. Each Data Object is defined by an "id" (typically a UUID in
the source system), a type to group the source information and a map of data elements. The keys "id", "type"
and "data" are mandatory. The data map may be flat or hierarchical maps. Values of map entries may be single
string values, maps or lists.

Mandatory Attributes

The following table lists mandatory attributes for the content array in the input data.

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Attribute Description

id Contains a string typically representing a unique identifier

that allows to track back the item in the source system and
to ensure updates in SAP LeanIX always go to the same Fact
Sheet. SAP LeanIX Data processors will provide an efficient
matching option to allow configuration of specific mapping
rules based on IDs or groups of IDs that can be identified by
patterns.

type A string representing any required high level structuring of

the source data. Example content in case of Kubernetes
are e.g. "Cluster" (containing data that identifies the whole
Kubernetes instance) or "Deployment" (which can represent
a type of application in Kubernetes) Will typically be used to
create different types or subtypes of Fact Sheets or relations
from. SAP LeanIX Data processors will provide an efficient
matching option to allow configuration of specific mapping
rules based on Type or groups of Type strings that can be
identified by patterns.

data The data extracted from the source system. The format is
simple: All data has to be in a Map. Each map can contain a
single string as a value for a key, a list of strings as a value
or contain a map. The map again has to follow the rules just
described.

Optional Attributes
The following table lists optional attributes for the content array in the input data.

Attribute Description

processingMode May contain "PARTIAL" (default if not existing) or "FULL".

Full mode allows to automatically remove all Fact Sheets
that match a configured query and are not touched by the
integration.

chunkInformation If existing, it contains "firstDataObject", "lastDataObject"

and "maxDataObject". Each value is a number defining what
is in this potentially chunked LDIF.

description The description can contain any string that may help to iden-
tify source or type of data. Sometimes it is helpful to add
some information to analysis purposes or when setting up
configuration on SAP LeanIX side

customFields This optional section may contain a map of fields and val-
ues defined by the producer of the LDIF. All data can be
referenced in any data processor. It will be used for globally
available custom meta data.

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Attribute Description

lxWorkspace Defines the SAP LeanIX workspace the data is supposed to

be sent to or received from. The content will be used for
additional validation by the integration API to check if data
will be sent to the right workspace. The content has to match
the string visible in the URL when accessing the workspace
in a browser.

Users need to enter the UUID of the workspace in order

to make use of this additional security mechanism. The
UUID can e.g. be read from the administration page where
API Tokens are created. Example "lxWorkspace": "19fcafab-
cb8a-4b7c-97fe-7c779345e20e"

 Note

• Additional fields in the LDIF that do not match the requirements of defined here will be silently ignored.
• Each of the values listed above, except the values in the "content" section must not be longer than 500
characters.

Example input data for importing fact sheets:

{
"connectorType": "cloudockit",
"connectorId": "CDK",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"lxWorkspace": "workspace-id",
"description": "Imports Cloudockit data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"content": [
{
"type": "ITComponent",
"id": "b6992b1d-4e4d",
"data": {
"name": "Gatsby.j",
"description": "Gatsby is a free and open source framework based on
React that helps developers build websites and apps.",
"category": "sample_software",
"provider": "gcp",
"applicationId": "28db27b1-fc55-4e44"
}
},
{
"type": "ITComponent",
"id": "cd4fab6c-4336",
"data": {
"name": "Contentful",
"description": "Beyond headless CMS, Contentful is an API-first content
management infrastructure to create, manage and distribute content to any
platform or device.",
"category": "cloud_service",
"provider": "gcp",
"applicationId": "28db27b1-fc55-4e44"
}
},
{
"type": "ITComponent",

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 "id": "3eaaa629-5338-41f4",
"data": {
"name": "GitHub",
"description": "GitHub is a tool that provides hosting for software
development version control using Git.",
"category": "cloud_service",
"provider": "gcp",
"applicationId": "28db27b1-fc55-4e44"
}
},
{
"type": "Application",
"id": "28db27b1-fc55-4e44",
"data": {
"name": "Book a Room Internal",
"description": "Web application that's used internal to book rooms for a
meeting."
}
}
]
}

Example input data for importing lifecycle information:

{
"connectorType": "cloudockit",
"connectorId": "CDK",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"lxWorkspace": "workspace-id",
"description": "Imports Cloudockit data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"content": [
{
"type": "Application",
"id": "company_app_1",
"data": {
"name": "TurboTax",
"plan": null,
"phaseIn": "2016-12-29",
"active": "2019-12-29",
"phaseOut": "2020-06-29",
"endOfLife": "2020-12-29"
}
},
{
"type": "Application",
"id": "company_app_2",
"data": {
"name": "QuickBooks",
"plan": null,
"phaseIn": "2016-11-29",
"active": "2019-11-29",
"phaseOut": "2020-05-29",
"endOfLife": "2020-11-29"
}
}
]
}

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Integration REST API

You can interact with the Integration API through REST API endpoints. For more information, see Integration
REST API [page 2124].

Grouped Execution of Multiple Configurations

A new key "executionGroups" added to the main section now allows Integration API to execute multiple
Integration API configurations as if they were one. This is advanced functionality, not available in the UI but only
when using the REST API. For details, navigate to the OpenAPI Explorer.

Example processor with grouped execution:

{
"processors": [
{
"processorType": "inboundTag",
"processorName": "Set TIME tags",
"processorDescription": "Sets the TIME tags based on existing Fact Sheet
values",
"filter": {
"advanced": "${integration.contentIndex==0}"
},
"identifier": {
"search": {
"scope": {
"ids": [],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${((lx.factsheet.functionalSuitability=='unreasonable'
|| lx.factsheet.functionalSuitability=='insufficient')
&& (lx.factsheet.technicalSuitability=='inappropriate' ||
lx.factsheet.technicalSuitability=='unreasonable'))?'Eliminate':null}"
},
{
"expr": "${((lx.factsheet.functionalSuitability=='appropriate'
|| lx.factsheet.functionalSuitability=='perfect') &&
(lx.factsheet.technicalSuitability=='inappropriate' ||
lx.factsheet.technicalSuitability=='unreasonable'))?'Migrate':null}"
},
{
"expr": "${((lx.factsheet.functionalSuitability=='unreasonable'
|| lx.factsheet.functionalSuitability=='insufficient')

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 && (lx.factsheet.technicalSuitability=='adequate' ||
lx.factsheet.technicalSuitability=='fullyAppropriate'))?'Tolerate':null}"
},
{
"expr": "${((lx.factsheet.functionalSuitability=='appropriate'
|| lx.factsheet.functionalSuitability=='perfect')
&& (lx.factsheet.technicalSuitability=='adequate' ||
lx.factsheet.technicalSuitability=='fullyAppropriate'))?'Invest':null}"
},
{
"expr": "No Data"
}
]
},
{
"key": {
"expr": "group.name"
},
"values": [
{
"expr": "Time Model"
}
]
}
],
"logLevel": "warning",
"read": {
"fields": [
"technicalSuitability",
"name",
"functionalSuitability"
]
}
}
],
"executionGroups": [
"customGroupA",
"anotherGroup",
"myGroup"
]
}

Calling /synchronizationRuns/createSynchronizationRunWithExecutionGroup with parameter

customGroupA will run all configurations that contain customGroupA in the list of executionGroups
defined.

 Caution

Advanced functionality: use with careful management of configurations.

The system will merge the configurations and use all processors from all configurations. There will be no
ordering applied. Processors from different configurations with same run levels will run in parallel.

Conflicting settings like mixing inbound and outbound configurations will result in an error. Other special
logic like settings for e.g. a data consumer will be taken from any configuration. If multiple ones are found,
the run will be executed with the last found configuration.

In order to detect the "last found configuration", Integration API configurations with a matching tag will be
sorted alphabetically and merged one by one. Sorting happens by type, then id, then version.

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Comments in Processors

Integration API allows to solve simple mapping tasks as well solving highly complex processing and aggregation
use cases.

Documentation of more complex processing is key for maintenance work in case of changes. Integration API
allows to add "description" keys in the locations listed in the below examples. The free text will be stored with
the configuration but not be used for any processing. It is just used to document more complex expressions
used.

Example inbound processor with descriptions:

{
"identifier": {
"description": "We iterate over all Fact Sheets of type 'Application'"
},
"variables": [
{
"description": "Write a variable for each found child to copy description
to that later",
"key": "collectedChild_${integration.variables.valueOfForEach.target.id}",
"value": "${lx.factsheet.description}",
"forEach": {
"elementOf": "${lx.relations}"
}
},
{
"description": "Write all children to one variable to iterate over in
later processor",
"key": "collectedChildren",
"value": "${integration.variables.valueOfForEach.target.id}",
"forEach": {
"elementOf": "${lx.relations}"
}
}
],
"updates": [
{
"description": "Values to writing the field Business Fit are taken from a
variable",
"values": [
{
"description": "The source variable is names
Businessfit_[currentFactSheetId]"
}
]
}
]
}

Example outbound processor with descriptions:

{
"output": [
{
"description": "Example description",
"key": {
"expr": "content.id"
},
"values": [
{
"description": "Example description"
}
]

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 }
]
}

9.3.3.1 Getting Started with the Integration API

Overview

To get started with the Integration API, use the built-in user interface in the Integration API section of the
administration area. Here, you can:

• View, modify, and run preconfigured processors.

• Create and manage processors.
• Complete test runs without the risk of overwriting or deleting workspace data.
• Run processors to import or export data to and from your workspace.
• Get the data model of your workspace in JSON format, which includes the keys of meta model attributes.

Integration API Page in the Administration Area

Key Concepts

• Processor: A processor defines an action to be executed on each content object of the incoming LDIF.
• Connector: A connector is not an entity within the Integration API but a middleware that creates an
LDIF. It defines a set of meta properties the Integration API uses to bind incoming LDIF to a processor
configuration. These properties are: connectorType, connectorId, and connectorVersion.
• Processing direction: The direction of data processing:
• Inbound: Data is imported from an external system to SAP LeanIX in LDIF format. For more
information, see Inbound Processors [page 2004].
• Outbound: Data is exported from SAP LeanIX to an external system in LDIF format. For more
information, see Outbound Processors [page 2043].
• Processing Modes: The mode of data processing:
• Full: The connector expects the complete set of data. You can apply deletionScope, and any data not
sent as part of the run can be archived from the workspace.

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 • Partial: The connector expects a subset of data.
• Integrated Tool: The third-party system from which the data is imported or to which it's exported.

 Note

Even though you can use outbound processors, it's recommended to use the writeToLdif [page 2036]
inbound processor to export data in LDIF format instead.

Preconfigured Processors

To get started, you can review the configuration of preconfigured processors marked with the lock icon on the
Integration API page. These processors cover typical scenarios for importing data into your workspace:

• Import Applications Example: This processor imports application fact sheets with basic attributes, tags,
subscriptions, and relations.
• Import Hierarchy Example: This processor imports business capability fact sheets with basic attributes and
relation hierarchy, including parent and child fact sheets.
• CMDB Connector Example: This processor imports data from a CMDB to your workspace, including:
• IT component, provider, and application fact sheets
• Relations from IT components to applications and providers
• Links added as resources (documents) on fact sheets

You can perform test runs for these processors and preview the results in the Output Log section. Use these
examples as a basis to create your own processors by copying the configuration and adjusting the scope to
your needs.

Preconfigured Processors

Configuring a Processor

Follow these steps:

1. In the administration area, go to the Integration API section.

2. Click New Processor Configuration.
3. Specify the processor details, then click Save. Once you save the processor, you can add new versions and
update the integrated tool. You can't change any other details.

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 Creating a Processor
4. On the left side of the configuration page, define the processor configuration. You can add multiple
processors.
5. In the Input section, enter the following depending on the processor direction:
• Inbound: Enter the data to be imported in LDIF format. For more details, see LeanIX Data Interchange
Format (LDIF) [page 1990].
• Outbound: To define the scope of data to export in LDIF format, in the upper-right corner, click
the three-dot icon > Define Scope, then select fact sheets using inventory filters. The scope in the
processor configuration on the left side is populated accordingly.
6. Click Save.

After saving a processor, you can test and run it, as described in the following sections.

Processor Configuration Page

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  Note

Processor configuration and data are strictly separated in the Integration API to ensure synchronization
runs are reliable, repeatable, and auditable. Whenever you save the configuration of processors, only the
processors are stored. The system does not store any LDIF data.

Testing a Processor

To verify the processor configuration, you can complete a test run. This doesn't apply any changes to your
workspace.

To complete a test run, click Test Run at the bottom of the processor page. The results of the test run appear in
the Output Log section. Review the output for possible errors and update the processor configuration or input
as needed.

Testing a Processor and Previewing Results in the Output Log

Running a Processor

After successfully testing a processor, you can run it. This applies changes to your workspace, so always ensure
to test your processors first.

To run a processor, click Run at the bottom of the processor page. The results appear in the Output Log section.

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Saving New Processor Versions

You can update the processor configuration and save it as a new version without deleting the previous version.
This allows you to maintain a history of changes.

Always version processors using the number.number.number format, such as 1.0.0. This convention helps
maintain the processor's version history and supports versioning during configuration updates.

To save a configuration to a new version, in the upper-right corner of the processor page, click the three-dot
icon > Save New Version, then enter the version details and click OK.

Saving a New Processor Version

You can switch between the processor versions by using the drop-down list at the top of the processor page.

Processor Versions

Getting the Data Model of Your Workspace

The data model of your workspace provides the meta model attributes in JSON format. Each fact sheet
attribute is uniquely identified by an attribute key, also known as the technical name. To learn more about
attribute keys in the meta model configuration, see Attribute Key [page 945].

To get the data model of your workspace, in the upper-right corner of the processor page, click the three-dot
icon > Get Data Model.

The data model in JSON format is returned in the Output Log section. You can copy attribute keys from here
and use them in your configurations.

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 Getting the Data Model of a Workspace

Managing Processors

• Updating the configuration: To update the processor configuration, make the necessary changes and then
click Save. Note that the system doesn't save input data.
• Updating the integrated tool: You can update the integrated tool associated with the processor from the
Integration API page.
• Deleting a processor: Be cautious with this action, as it cannot be undone. To delete a processor, click the
three-dot icon in the upper-right corner of the processor page, then select Delete Configuration.

9.3.3.2 Inbound Processors

Overview

The integration API reads provided LDIF [page 1990] and for each data object, it walks over all the configured
Data Processors and checks if the filter configured for each Data Processor matches. In case of a match, the
Processor executes the transformation of data and writes to an SAP LeanIX entity.

For each data object in the content section of the LDIF, inbound Data Processors, depending on the type of
Data Processor, create Fact Sheets, Relations, Subscriptions, Metrics and Links (Resources tab of Fact Sheets
formerly known as Documents). This includes setting and updating values in fields from certain data keys and
values in the data object.

Extended to fully support various sources and keep the connector code simple. SAP LeanIX provides a
powerful mapping component that allows to (partly) map, add and combine information from multiple
metadata elements and/or type or id. Creation of a relation that depends on certain key value pairs or keys (in

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case of simple tags), as well as combining input from different tags is supported. The configuration even allows
to set fix values in certain fields to cover cases where not all data points in the source system have values.

Each Data Object will potentially be processed by multiple Data Processors (in case filters of multiple Data
Processors match). To prevent data inconsistency in the processing run like creating a relation to a not yet
existing object it is possible to order the execution by assigning each Data Processor a numeric run key, e.g
run : 0 when creating a Fact Sheet, run: 1 when creating a relation to the new Fact Sheet.

 Note

The processor name should not include any reserved characters which are as operators e.g. +,*,>,= …

Types of Inbound Data Processors

Inbound Data Processor Type General Details

inboundFactSheet Is used to manage fact sheets (create, The configuration contains an addi-
update, delete). Example configuration
tional "type" key to define the target
can be found in the Admin UI.
Fact Sheet Type to create/update.

The configuration needs to provide the

name of the Fact Sheet to create and
the external ID in case of updating a
Fact Sheet.

The following field types in Fact

Sheet fields can be updated (us-
ing the update section): STRING,
SINGLE_SELECT, MULTIPLE_SELECT,
DOUBLE, INTEGER, LOCATION, LIFE-
CYCLE, EXTERNALID, PROJECT,MILE-
STONE,FACTSHEETSTATE

Changing the Data Processor mode to

"delete" will mark the Fact Sheet "ar-
chived", so behave the same way as if
users selected "Delete" from the UI.

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Inbound Data Processor Type General Details

inboundRelation Is used to manage relations between The configuration needs to provide an

Fact Sheets (create, update, delete). Ex-
external or internal ID of the two Fact
ample configuration can be found in the
Sheets that need to be connected.
Admin UI.
The type of the relation needs to be
provided.

Fields configured for the relation can be

updated. Supported types are the same
as for the inboundFactSheet data pro-
cessor. ActiveFrom and activeUntil can
as well be updated. The expected date
format is following the ISO 8601 format
(e.g. "2019-08-02T09:03:49+00:00").

inboundSubscription Is used to create, update, or delete sub- The processor adds a new subscription
scriptions on fact sheets.
to a fact sheet. This doesn't apply to
subscriptions of the Accountable type,
for which the processor doesn't replace
the current subscription. To add a new
subscription of the Accountable type,
delete the existing subscription first.
You can delete subscriptions in one of
the following ways:

• Using the Integration API: See

Deletion of Subscriptions [page
2101].
• Using the GraphQL API: See De-
leting a Fact Sheet Subscription
[page 1985].
• In the application UI: Navigate
to the Subscriptions tab on a
fact sheet and delete the sub-
scriptions that you need. Variables
to be set in the output section:
"user" (mandatory), "subscription-
Type" (mandatory), "subscription-
Roles" (optional, depending on
workspace configuration), "com-
ment" (optional, will be ignored if
no role given).

inboundDocument Is used to create, update or delete The updates section must contain a key
documents linked to Fact Sheets (cre- "name" or the processor will fail. Other
ate, update, delete). The structure is potential keys to be set are "descrip-
the same as for the inboundFactSheet tion", "url", "origin" to complete the in-
data processor. Same matching logic formation for a document that is linked
for Fact Sheets applies. The found Fact to a Fact Sheet.
Sheet will not be modified but a linked
document changed according to mode
(default is "createOrUpdate").

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Inbound Data Processor Type General Details

inboundTag Is used to manage Tag Groups (create, Tags can only be removed completely
update), Tags (create, update, delete) currently. There is no way to remove
and assignments from Tags to Fact tags for given Fact Sheets only. If re-
Sheets (create). Example configuration moval of flags is wanted, a Fact Sheet
can be found in the Admin UI. processor in run 0 needs to be created
to delete the tags. In run 1 a processor
can then add them back in. If no Tag
Group is provided, the processor as-
sumes the default Tag Group ("Other
tags"). The processor automatically re-
moves all Fast Sheet assignments if a
Tag is deleted.

inboundMetrics Is used to write a single new point to a Metrics can store time series data in
configured metrics endpoint. SAP LeanIX and become interactive
charts to display data. In addition the
data can be linked to Fact Sheets,
presented to the Dashboard or be dis-
played within the "Reports" area.

inboundImpact Is used to write BPM impacts using in- All standard integration API function-
tegration API. ality is available. A processor always
writes a single impact. In case a list
of input data is given where "forEach"
can iterate over, multiple impacts can
be written by a single processor. Differ-
ent types of impacts should be split into
different processors in order to keep a
configuration readable as different im-
pacts have different parameters.

inboundToDo Is used to write To-do using integration

API.

Execution of the Started iAPI Runs

When triggering the start of an iAPI run via API call, the Integration API scheduled the run to be executed
next when an available processing slot becomes available. While the Integration API service is able to scape on
demand, there may be heavy load where the underlying system needs to be protected to be still available for
standard user operations.

Integration API tries to add as much robustness to the process as possible. Most temporary outages of
underlying infrastructure is covered and in case of issues, iAPI continues at the last "save point". Save points
are generated behind the scenes and ensure, not all work has to be done again in case of a temporary failure.

When the customer calls a specific iAPI configuration multiple times, the order of execution is not guaranteed.
The second call might be processed first and in case of a failure, a newer execution might be picked up first
before the retry of the older one starts.

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Configuring the Order of Runs

For cases where the order of execution is important, administrators can add a key/value pair to the root path of
the iAPI configuration to ensure that there is only one run for the same configuration executed at a time, and in
case of failures, the first triggered run is always picked up first.

While this might be mandatory if an external system sends updates to same information shortly after each
other, it may lead to small updates having to wait for big ones.

In case you want to ensure sequential processing in order of starting time of a run, please specify the below key
value pair in your configuration

Example of using the sequentialExecution attribute for a sequential execution of runs:

{
"processors": [...],
"sequentialExecution": true
}

General Structure

Filters

Filter section is where you define if the Data Processor should work on the found data object.

 Note

Data Processors provide filter capabilities to configure on which Data Object the data processor will work
on (match the filter) and what Data Objects to skip (not match the filter)

Types of filters that can be configured:

Filter Type Details

exactType (type) The exactType and type filters work differently when
comparing strings with the type field of a data object.

The exactType filter requires an exact match between the

string and the type field. This means the entire string must
match the type field for the filter to be applied. We recom-
mend using this filter type to ensure accurate matching.

The type filter performs a comparison based on the first

characters of the string, following the logic of a regular ex-
pression. This means the filter is applied if the initial charac-
ters of the string match the type field of the data object,
without considering the remaining characters.

id If configured, the string is interpreted as a regular expression

and matched against the "id" field of the Data Object

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Filter Type Details

advanced If configured, the field contains a JUEL expression that may

evaluate to "true" for a match or "false". This filter allows to
filter even for combinations of certain key and values in the
Data Object

onRead Behaves like the advanced filter but uses results of eventu-
ally configured read sections to filter based on existence of
a Fact Sheet or based on specific values on an existing Fact
Sheet. You can find an example of how to use this filter in
Advanced Use Cases for the Integration API [page 2072].

writeToLdif Using this processor, Administrators can configure an in-

bound Integration API run to write a new LDIF file. The
resulting LDIF will be available using the /results and the /
resultsUrl endpoints same as with outbound Integration API
runs

updatedInDuration Used to filter on items that have changed recently. Integra-

tion API can target Fact Sheets that have been changed
recently. Only Fact Sheets that pass this criteria will be proc-
essed. The feature is most helpful to generate proper output
with the "writeToLdif" processor that only contains e.g. Fact
Sheets changed since last export. It is used the following
way: "updatedInDuration": "P3D". You can find an example in
Outbound Processors [page 2043].

 Note

All configured filters need to match in order to start the Data Processor on the Data Object (AND logic).

Example of combining multiple filters:

{
"filters": {
"exactType": "ITComponent",
"updatedInDuration": "P3D"
}
}

Identifier Section

Identifier section defines the pathfinder entity in scope of the processor. Depending on the processor it can
be called "identifier" (all processors with one Fact Sheet in scope) or "from" and "to" for the inboundRelation
processor.

Identification of the target Fact Sheet happens by defining the internal ID, the external ID or a "search scope".

Only one field must be filled as a value of key "identifier":

• internalId: JUEL expression, replace RegEx

Example of identification by an internal ID:

{
"identifier": {
"internal": "${content.id}"
}

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 }

• externalId: JUEL expression, replace RegEx (id/name of Fact Sheet or other entity)

Example of Identification by an external ID:

{
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
}
}

Using the external key, it is possible to create an object in case it is not found. This happens transparently
without any need to distinguish between create or update when configuring the processor.

When using the "search" based identification of the Fact Sheet that are supposed to be updated by the
incoming data object, then the section may contain a section to limit the scope of searched Fact Sheets and
an expression filtering the Fact Sheets that should be updated. Details can be found on the "Advanced" page of
this documentation.

The below processor will update all descriptions of Application Fact Sheets that have a tag "AsiaPacific" in the
tag group "Region". The full example can be found on the "Advanced" page.

Example processor for identifying Fact Sheets using search and updating them with incoming data:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Update all Cloud Apps",
"processorDescription": "Updates all Apps with tag 'Cloud'",
"type": "Application",
"filter": {
"exactType": "AppUpdate"
},
"identifier": {
"search": {
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "${integration.tags.getTagGroupId('Region')}",
"operator": "OR",
"keys": [
"${integration.tags.getTagId('Region','AsiaPacific')}"
]
}
],
"ids": []
},
"filter": "${true}",

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 "multipleMatchesAllowed": true
}
},
"logLevel": "debug",
"updates": [
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "External sync executed ${data.dateTime}"
}
]
}
]
}
]
}

Update Section
The Update Section provides the ability to write to fields or further metadata to the targeted entity (depending
on the processor).

Multiple values can be written. Each value consists of a JUEL and a RegEx for building the name of the target
key to be written and a list of potential values to be written.

Some keys might be mandatory depending on the processor (see the processor description for details).

The following field types in Fact Sheet fields can be updated (using the update section):

Attribute Description

STRING Is a basic text field with no functionality. This field has no

configurable formatting like displaying clickable links or bold
formatting

SINGLE_SELECT Allows for the selection of one value from a dropdown list.
This list of values can be changed at any point in time with-
out data loss. This attribute can be filtered in the inventory
and used as a view in the reports

MULTIPLE_SELECT Allows for the selection of multiple values from a predefined

list. Once defined this list cannot be changed again without
incurring data loss

DOUBLE There is no explicit currency field in SAP LeanIX, but this

type can display a currency icon

INTEGER Represents a numeric value without decimal places

LOCATION Will be sent to the location service to resolve a valid location

from the given input string. Setting the location will fail if
the given data is not specific and results in multiple possible
locations. In case a "#" is found as the first one, the API
will pick the first result returned by the location service and
use this. This is helpful if comma separated coordinates are
being provided

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Attribute Description

LIFECYCLE Content needs to follow the date format specifications

"yyyy-mm-dd". Each field in the life cycle can be addressed
with "."-syntax like e.g. lifecycle.active

EXTERNALID External Ids can only be written if they are not marked re-
adonly in the data model. The following fields can be writ-
ten using "."-syntax: externalId.externalId, externalId.exter-
nalUrl, externalId.comment, externalId.status, externalId.ex-
ternalVersion. The "externalId" left of the "." may be changed
with the name of the external id field.

PROJECT Project status values will always written as a full set that
replaces the currently set project status values. In order to
add to existing values, you need to add the field to the read
section. This returns an object you would then iterate over
using inner forEach (see advanced section for usage). While
iterating a filter could be applied to not write back all found
status values but selected only. In addition by defining more
values new values can be added in the same step. The struc-
ture of the required map can be copied from a read result
(e.g. output to a description field for testing):

{
"updates": [
{
"key": {
"expr": "projectStatus"
},
"values": [
{
"map": [
{
"key": "id",
"value": "myId"
},
{
"key": "date",
"value": "2020-07-25"
},
{
"key": "status",
"value": "green"
},
{
"key": "progress",
"value": "20"
}
]
}
]
}
]
}

FACTSHEETSTATE Integration API reads and writes the content of a FactSheet-

State field as a String, which makes it easy to handle. Please
be aware to only send allowed values into a state field.

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Attribute Description

MILESTONE Milestones can be written following the same logic as

"project" data is written by the Integration API. All content
will just replace the current content by default. iAPI takes
care to ensure the final state in Pathfinder reflects what was
sent in the processor. There is no need to decide if items
need to be deleted or modified or added new. The data sent
by iAPI will always reflect the full state after writing. This
allows to process without knowledge of the current state and
does not interfere with potential other operations happening
in parallel.

{
"key": {
"expr": "lxMilestones"
},
"values": [
{
"forEach": {
"elementOf": "$
{data.milestones}",
"filter": "${true}"
},
"map": [
{
"key": "name",
"value": "$
{integration.output.valueOfForEach.n}"
},
{
"key": "date",
"value": "$
{integration.output.valueOfForEach.d}"
},
{
"key": "description",
"value": "$
{integration.output.valueOfForEach.typ
e}"
}
]
}
]
}

Example updates section for an inbound data processor:

{
"updates": [
{
"key": {
"expr": "name",
"regexReplace": {
"match": "",
"replace": ""
}
},
"values": [
{
"expr": "${data.app}"
}
]

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 },
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${header.processingMode}",
"regexMatch": "abc"
},
{
"expr": "${header.processingMode}_2"
}
],
"optional": true
}
]
}

Modes
Changing the Data Processor mode to "delete" will mark the Fact Sheet "archived", so behave the same way as
if users selected "Delete" from the UI.

Delete mode:

{
"mode": "delete"
}

Example connector and input data using the delete mode:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Delete Data sent in the Input",
"processorDescription": "",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"updates": [],
"mode": "delete"
}
],
"variables": {}
}

Example input:

{
"connectorType": "example",
"connectorId": "deleteMode",
"connectorVersion": "1.0.0",

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 "lxVersion": "1.0.0",
"description": "Delete Data using mode",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "634c16bf-198c-1129-9d08-92630b573fbf",
"data": {
"app": "HR Service",
"version": "1.8.4",
"maturity": "3",
"clusterName": "westeurope",
"tags": []
}
}
]
}

In case a Fact Sheet is updated with a standard mode that has been set to "archived", there are two potential
behaviors:

• In case the Fact Sheet was matched using the external ID, then a new Fact Sheet will be created
• In case the reference was done by using the internal ID, then the old Fact Sheet will be used and set back to
"active"

Inbound Fact Sheet

Example inboundFactSheet processor:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Create IT Components",
"processorDescription": "One Processor for IT Components",
"enabled": true,
"type": "ITComponent",
"identifier": {
"external": {
"id": {
"expr": "${content.id.replaceAll('/','_')}"
},
"type": {
"expr": "externalId"
}
}
},
"filter": {
"exactType": "ITComponent"
},
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.name}"
}

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 ]
},
{
"key": {
"expr": "cloudProvider"
},
"values": [
{
"expr": "${data.provider}"
}
]
},
{
"key": {
"expr": "category"
},
"values": [
{
"expr": "${data.category}",
"regexMatch": "(cloud_service)",
"regexReplace": {
"match": "^.*$",
"replace": "cloudService"
}
},
{
"expr": "${data.category}",
"regexMatch": "(sample_software)",
"regexReplace": {
"match": "^.*$",
"replace": "software"
}
}
]
}
],
"vars": []
}
]
}

Lifecycle Management

Writing to fields of type lifecycle needs to be split into different write operations (lines in the data processor.
The value of the "key" field has to use the "." syntax. E.g. "lifecycle.plan", "lifecycle.phaseIn". Other default
values are "phaseOut" and "endOfLife".

Example inboundFactSheet processor with life cycle data:

{
"processorType": "inboundFactSheet",
"processorName": "Lifecycle Example",
"processorDescription": "Creates an Application with lifecycle information",
"type": "Application",
"filter": {
"exactType": "Application"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},

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 "type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.name}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${data.name} is an application that carries lifecycle information"
}
]
},
{
"key": {
"expr": "lifecycle.plan"
},
"values": [
{
"expr": "${data.plan == null ? '2014-01-01' : data.plan}"
}
]
},
{
"key": {
"expr": "lifecycle.phaseIn"
},
"values": [
{
"expr": "${data.phaseIn}"
}
]
},
{
"key": {
"expr": "lifecycle.active"
},
"values": [
{
"expr": "${data.active}"
}
]
},
{
"key": {
"expr": "lifecycle.phaseOut"
},
"values": [
{
"expr": "${data.phaseOut}"
}
]
},
{

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 "key": {
"expr": "lifecycle.endOfLife"
},
"values": [
{
"expr": "${data.endOfLife}"
}
]
}
]
}

Location Management

Writing to fields of type "location" will require a single string as input. The string will be sent to the location
service (open street map). In case a single result was returned, the location will be written to the field with
all meta data returned by "open street map". Providing latitudes and longitude works by simply passing the
coordinates in that order, separated by comma: "50.11, 8.682".

In case of no or multiple locations returned, the field will not be populated and an error shown in the log for this
field. Other updates by the data processor may still be valid and pass.

 Note

When writing locations, the used open street map service may return multiple results. Default behaviour is
to not set any location. In case the value provided to the Location starts with a # character, the first result
from open street map will be used (same logic as we see when providing coordinates)

Inbound Subscription

Variables to be set in the output section:

Variable Required Notes

user Required Users' email (either user or newUser"

needs to be present.

newUser Required Works like "user" but creates a new user

if not existing

subscriptionType Required

subscriptionRoles Optional It may or may not be required because

it is based on the specific configuration
set in each workspace

addSubscriptionRoles Optional Same as "subscriptionRoles" but adds

to existing roles instead of completely
replacing all existing roles

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Variable Required Notes

optional Optional Boolean(Disables warnings related to

new user creation in case inboundSub-
scription only works for existing users)

comment Optional

Example inboundSubscription processor:

{
"processorType": "inboundSubscription",
"processorName": "Subscription creation",
"processorDescription": "Creates subscriptions",
"filter": {
"exactType": "ITComponent"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"updates": [
{
"key": {
"expr": "user"
},
"values": [
{
"expr": "jane.doe@leanix.net"
}
]
},
{
"key": {
"expr": "subscriptionType"
},
"values": [
{
"expr": "RESPONSIBLE"
}
]
},
{
"key": {
"expr": "subscriptionRoles"
},
"values": [
{
"map": [
{
"key": "roleName",
"value": "Business Owner"
},
{
"key": "comment",
"value": "This person is the business owner"
}
]
}
]

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 },
{
"key": {
"expr": "newUser.userName"
},
"values": [
{
"expr": "jane.doe@leanix.net"
}
]
},
{
"key": {
"expr": "newUser.email"
},
"values": [
{
"expr": "jane.doe@leanix.net"
}
]
},
{
"key": {
"expr": "newUser.firstName"
},
"values": [
{
"expr": "Jane"
}
]
},
{
"key": {
"expr": "newUser.lastName"
},
"values": [
{
"expr": "Doe"
}
]
}
]
}

Inbound Relation

The "inboundRelation" processor requires identification of two Fact Sheets. In this processor the "identifier" is
replaced by two fields named "from" and "to". The potential values of the "from" and the "to" fields are identical
with the "identifier" values and can handle internal and external ids as well.

Allowed values: JUEL expression plus optional replace RegEx map (available for each expression, for internal
external and from and to in case of the inboundRelation processor).

Example RegEx in ID mapping:

{
"identifier": {
"external": {
"id": {
"expr": "${content.id}",
"regexReplace": {
"match": "",

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 "replace": ""
}
},
"type": {
"expr": "externalId"
}
}
}
}

Please replace the type "relApplicationToITComponent" with the name of the relation that needs to be created
or updated (e.g. "relToParent").

Example inboundRelation processor:

{
"processors": [
{
"processorType": "inboundRelation",
"processorName": "Rel from Apps to ITComponent",
"processorDescription": "Creates LeanIX Relations between the created or
updated Applications and ITComponents",
"type": "relApplicationToITComponent",
"filter": {
"exactType": "Deployment"
},
"from": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"to": {
"external": {
"id": {
"expr": "${data.clusterName}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 1,
"updates": [
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "Relationship Description"
}
]
},
{
"key": {
"expr": "activeFrom"
},
"values": [
{
"expr": "2019-08-02T09:03:49+00:00"
}
]

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 },
{
"key": {
"expr": "activeUntil"
},
"values": [
{
"expr": "2020-08-02T09:03:49+00:00"
}
]
}
],
"logLevel": "debug"
}
]
}

 Note

Referencing "from" and "to" fact sheets for relations by internal IDs.

The inboundRelation processor as well supports referencing source and target Fact Sheets by their internal
id as well. The syntax is the same we see for the identifier for inboundFactsheet processor: "internal":
"${content.id}"

 Note

To create a Fact Sheet using the inboundFactsheet processor, providing an externalId is mandatory.

Inbound Relations Constraints

The relation processor allows to set constraining relations as well. In order to do so, a target key
"constrainingRelations" needs to be defined (in the output section similar to the example target key
"description in the example above"). All values of the resulting values list will be written as constraints. Existing
ones will be removed. Alternatively the key "addConstrainingRelations" may be used to add constraints to
existing ones.

Example configuration to read information of constraining relations from an LDIF input:

{
"key": {
"expr": "constrainingRelations"
},
"values": [
{
"forEach": {
"elementOf": "$
{integration.valueOfForEach.rels.constrainingRelations.relations}"
},
"map": [
{
"key": "type",
"value": "${integration.output.valueOfForEach.type}"
},
{
"key": "targetExternalIdType",
"value": "externalId"
},

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 {
"key": "targetExternalIdValue",
"value": "${integration.output.valueOfForEach.target.externalId}"
}
]
}
]
}

Example configuration to generate an LDIF output with information about constraining relations:

{
"scope": {
"ids": [
"7750c7ba-5d24-4849-a1b4-564bc6c874a0"
],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the
outboundFactSheet processor",
"enabled": true,
"fields": [
"lifecycle",
"name",
"location",
"createdAt",
"technicalSuitabilityDescription",
"description"
],
"relations": {
"filter": [
"relApplicationToProcess"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
],
"constrainingRelations": true
},
"output": [
{
"key": {
"expr": "content.id"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{

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 "key": {
"expr": "content.type"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "Name"
},
"values": [
{
"expr": "${lx.factsheet.name}"
}
],
"optional": true
},
{
"key": {
"expr": "relations"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.relations}",
"filter": "${true}"
},
"map": [
{
"key": "relationName",
"value": "${integration.output.valueOfForEach.type}"
},
{
"key": "object",
"value": "${integration.output.valueOfForEach}"
}
]
}
]
}
]
}
]
}

Inbound Metrics

The inboundMetrics processor is used to write a single new point to a configured metrics endpoint.

The update section of the processor must contain the following keys with values:

Required Attribute Description

measurement Name of the configured metrics measurement a points

needs to be added to

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Required Attribute Description

time The date and time of the point in ISO formatting (e.g.
2019-09-09T08:00:00.000000Z)

fieldKey Name of the field to store the point value in

fieldValueNumber The value you want to store for that field and point of time

tagKey Name of the tag

tagValue Value of the tag. You may want to write the internal ID of a
specific Fact Sheet here to allow assignment of the data to
a specific Fact Sheet as a rule in the created chart for the
measurement (go to admin/metrics to configure)

The output section of the inboundMetrics data processor should be configured the same as other inbound
processors. The keys will be written to the corresponding variables.

Example inboundMetrics processor:

{
"processorType": "inboundMetrics",
"processorName": "Metrics data for measurement",
"processorDescription": "Metrics processor configuration",
"filter": {
"exactType": "Metrics",
"advanced": "${data.measurement.equals('measurement')}"
},
"run": 1,
"updates": [
{
"key": {
"expr": "measurement"
},
"values": [
{
"expr": "${data.measurement}"
}
]
},
{
"key": {
"expr": "time"
},
"values": [
{
"expr": "${data.time}"
}
]
},
{
"key": {
"expr": "fieldKey"
},
"values": [
{
"expr": "${data.fieldKey}"
}
]
},
{
"key": {
"expr": "fieldValueNumber"
},

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 "values": [
{
"expr": "${data.fieldValueNumber}"
}
]
},
{
"key": {
"expr": "tagKey"
},
"values": [
{
"expr": "${data.tagKey}"
}
]
},
{
"key": {
"expr": "tagValue"
},
"values": [
{
"expr": "${data.tagValue}"
}
]
},
{
"key": {
"expr": "tags"
},
"values": [
{
"map": [
{
"key": "key",
"value": "${data.tagKey}_1"
},
{
"key": "value",
"value": "${data.tagValue}_1"
}
]
},
{
"map": [
{
"key": "key",
"value": "${data.tagKey}_2"
},
{
"key": "value",
"value": "${data.tagValue}_2"
}
]
}
]
}
],
"logLevel": "debug"
}

Inbound Document

The inboundDocument processor is used to create, update, or delete documents linked to Fact Sheets.

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The structure is the same as for the inboundFactSheet data processor. Same matching logic for Fact Sheets
applies. The found Fact Sheet will not be modified but a linked document changed according to mode (default
is "createOrUpdate")

Keys Specific to theinboundDocumentProcessor Details

description Description of the document

origin From what department or person does this originate from

url Link to the document

documentType A string containing information how to display the

link on the Resource tab. Values are dynamic. It is
suggested to first read the links for an item, then
copy the values for writing similar links. Some exam-
ples of the value but this can change based on your
specific configuration: policy, decision, jira,
documentation, website, support_ticket,
faq, additional_help, task, roadmap

metadata A string containing information how to display the link on

the Resource tab. Values are dynamic. It is suggested to first
read the links for an item, then copy the values for writing
similar links

 Caution

The updates section must contain the key name, otherwise the run will fail.

Example inboundDocument processor:

{
"processorType": "inboundDocument",
"processorName": "My link to Integration API docs",
"processorDescription": "Contains the link that will point to the
documentation for the Integration API",
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"filter": {
"exactType": "ITComponent"
},
"run": 1,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "Integration API Document"
}
]
},

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 {
"key": {
"expr": "documentType"
},
"values": [
{
"expr": "website"
}
]
},
{
"key": {
"expr": "origin"
},
"values": [
{
"expr": "CUSTOM_LINK"
}
]
},
{
"key": {
"expr": "url"
},
"values": [
{
"expr": "https://docs-eam.leanix.net/reference/integration-api"
}
]
}
]
}

Inbound Tag

Tag Sent as an Array

In the below example if you just specify the name of the tag without other attributes the Tag by the name
specified will be created under "Other Tags" and attached to the Fact Sheet.

Example inboundTag processor:

{
"processorType": "inboundTag",
"processorName": "Tag creation",
"processorDescription": "Creates tags and tag groups",
"factSheets": {
"external": {
"ids": "${content.id}",
"type": {
"expr": "externalId"
}
}
},
"run": 1,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{

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 "expr": "${integration.valueOfForEach}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${integration.valueOfForEach}"
}
]
},
{
"key": {
"expr": "color"
},
"values": [
{
"expr": "#123456"
}
]
},
{
"key": {
"expr": "group.name"
},
"values": [
{
"expr": "Kubernetes Tags"
}
]
},
{
"key": {
"expr": "group.shortName"
},
"values": [
{
"expr": "k8s"
}
]
},
{
"key": {
"expr": "group.description"
},
"values": [
{
"expr": "Tags relevant for Kubernetes"
}
]
},
{
"key": {
"expr": "group.mode"
},
"values": [
{
"expr": "MULTIPLE"
}
]
},
{
"key": {
"expr": "group.restrictToFactSheetTypes"
},

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 "values": [
{
"expr": "Application"
},
{
"expr": "ITComponent"
}
]
}
],
"forEach": "${data.tags}",
"logLevel": "debug"
}

Example input in LDIF format for importing tags:

{
"connectorType": "ee",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"description": "Imports kubernetes data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "784616bf-198c-11f9-9da8-9263b0573fbe",
"data": {
"app": "Finance Service",
"version": "10.5",
"maturity": "5",
"clusterName": "westeurope",
"tags": [
"Important"
]
}
}
]
}

Example input in LDIF format for importing tag groups and tags:

{
"connectorType": "Report Technology Radar",
"connectorId": "Technology Radar Tags",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "1",
"data": {
"taggroups": [
{
"name": "Technology radar - Quadrant",
"shortname": "TRQ",
"description": "Beschreibung Quadrant",
"mode": "SINGLE",
"factsheettype": "ITComponent"
},
{

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 "name": "Technology radar - Ring",
"shortname": "TRR",
"description": "Beschreibung Ring",
"mode": "SINGLE",
"factsheettype": "ITComponent"
}
],
"tags": [
{
"groupname": "Technology radar - Quadrant",
"name": "Architecture Concepts",
"description": "Beschreibung Architecture Concepts",
"color": "#ff0000"
},
{
"groupname": "Technology radar - Quadrant",
"name": "Platforms",
"description": "Beschreibung Platforms",
"color": "#00ff00"
},
{
"groupname": "Technology radar - Quadrant",
"name": "Techniques",
"description": "Beschreibung Techniques",
"color": "#0000ff"
},
{
"groupname": "Technology radar - Quadrant",
"name": "Tools & Infrastructure",
"description": "Beschreibung Tools & Infrastructure",
"color": "#000000"
},
{
"groupname": "Technology radar - Ring",
"name": "Hold",
"description": "Beschreibung Hold",
"color": "#ff0000"
},
{
"groupname": "Technology radar - Ring",
"name": "Incubating",
"description": "Beschreibung Incubating",
"color": "#00ff00"
},
{
"groupname": "Technology radar - Ring",
"name": "Emerging",
"description": "Beschreibung Emerging",
"color": "#0000ff"
},
{
"groupname": "Technology radar - Ring",
"name": "Mature",
"description": "Beschreibung Mature",
"color": "#000000"
}
]
}
}
]
}

Tag Groups
Processor and sample LDIF for Tag Groups and Tags.

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Example inboundTag processor for tag groups and tags:

{
"processors": [
{
"processorType": "inboundTag",
"processorName": "Tag group creation",
"processorDescription": "Creates tag groups",
"run": 0,
"forEach": "${data.taggroups}",
"updates": [
{
"key": {
"expr": "group.name"
},
"values": [
{
"expr": "${integration.valueOfForEach.name}"
}
]
},
{
"key": {
"expr": "group.shortName"
},
"values": [
{
"expr": "${integration.valueOfForEach.shortname}"
}
]
},
{
"key": {
"expr": "group.description"
},
"values": [
{
"expr": "${integration.valueOfForEach.description}"
}
]
},
{
"key": {
"expr": "group.mode"
},
"values": [
{
"expr": "${integration.valueOfForEach.mode}"
}
]
},
{
"key": {
"expr": "group.restrictToFactSheetTypes"
},
"values": [
{
"expr": "${integration.valueOfForEach.factsheettype}"
}
]
}
],
"logLevel": "warning",
"enabled": true
},
{
"processorType": "inboundTag",

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 "processorName": "Tag creation",
"processorDescription": "Creates tags",
"run": 1,
"forEach": "${data.tags}",
"updates": [
{
"key": {
"expr": "group.name"
},
"values": [
{
"expr": "${integration.valueOfForEach.groupname}"
}
]
},
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${integration.valueOfForEach.name}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${integration.valueOfForEach.description}"
}
]
},
{
"key": {
"expr": "color"
},
"values": [
{
"expr": "${integration.valueOfForEach.color}"
}
]
}
],
"logLevel": "warning",
"enabled": true
}
]
}

Example input in LDIF format for tag groups and tags:

{
"connectorType": "Report Technology Radar",
"connectorId": "Technology Radar Tags",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "1",
"data": {

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 "taggroups": [
{
"name": "Technology radar - Quadrant",
"shortname": "TRQ",
"description": "Beschreibung Quadrant",
"mode": "SINGLE",
"factsheettype": "ITComponent"
},
{
"name": "Technology radar - Ring",
"shortname": "TRR",
"description": "Beschreibung Ring",
"mode": "SINGLE",
"factsheettype": "ITComponent"
}
],
"tags": [
{
"groupname": "Technology radar - Quadrant",
"name": "Architecture Concepts",
"description": "Beschreibung Architecture Concepts",
"color": "#ff0000"
},
{
"groupname": "Technology radar - Quadrant",
"name": "Platforms",
"description": "Beschreibung Platforms",
"color": "#00ff00"
},
{
"groupname": "Technology radar - Quadrant",
"name": "Techniques",
"description": "Beschreibung Techniques",
"color": "#0000ff"
},
{
"groupname": "Technology radar - Quadrant",
"name": "Tools & Infrastructure",
"description": "Beschreibung Tools & Infrastructure",
"color": "#000000"
},
{
"groupname": "Technology radar - Ring",
"name": "Hold",
"description": "Beschreibung Hold",
"color": "#ff0000"
},
{
"groupname": "Technology radar - Ring",
"name": "Incubating",
"description": "Beschreibung Incubating",
"color": "#00ff00"
},
{
"groupname": "Technology radar - Ring",
"name": "Emerging",
"description": "Beschreibung Emerging",
"color": "#0000ff"
},
{
"groupname": "Technology radar - Ring",
"name": "Mature",
"description": "Beschreibung Mature",
"color": "#000000"
}
]
}
}

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 ]
}

Tag Sent as a Comma-Separated List

Data in the tags looks like "Important,Mature". Helper function(toList) below will convert the comma-separated
string to an Array and the Output of the below processor will be "Other Tags" : Important and Mature attached
to Deployment "Finance Service".

Example inboundTag processor:

{
"processorType": "inboundTag",
"processorName": "Tag creation",
"processorDescription": "Creates tags and tag groups",
"factSheets": {
"external": {
"ids": "${content.id}",
"type": {
"expr": "externalId"
}
}
},
"run": 1,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${integration.valueOfForEach.trim()}"
}
]
}
],
"forEach": "${helper:toList(data.tags.split(','))}",
"logLevel": "debug"
}

Example LDIF input for tags:

{
"connectorType": "ee",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"description": "Imports kubernetes data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "784616bf-198c-11f9-9da8-9263b0573fbe",
"data": {
"app": "Finance Service",
"version": "10.5",
"maturity": "5",
"clusterName": "westeurope",
"tags": "Important,Mature"
}
}
]
}

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The inboundTag processor does automatically creates tags that do not exist for a tag group (the tag processor
does not create new tag groups).

The inbound tagProcessor can be configured to not create any tags nor change metadata of existing tags but
only to assign Fact Sheets to existing tags. To use this functionality, an additional key "tagsReadOnly" needs to
be configured in the updates section as shown in the example:

Example of enabling the "read only" mode for the inboundTag processor:

{
"updates": [
{
"key": {
"expr": "tagsReadOnly"
},
"values": [
{
"expr": "${true}"
}
]
},
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.myTagName}"
}
]
}
]
}

 Note

The "optional" flag avoids warning messages if the input data may not contain values for all fields and this is
expected.

 Note

Is used to only write values to internal variables. This will be used for aggregation use cases where the LDIF
content needs to be used to only collect values without directly writing anything to SAP LeanIX.

Write to LDIF

The processor allows Administrators to configure an inbound Integration API run to write a new LDIF file.
The resulting LDIF will be available using the /results and the /resultsUrl endpoints same as with outbound
Integration API runs.

With this functionality, inbound runs can be used in all combinations to read, process, update Pathfinder
entities and even write a new LDIF in one step. Integrations that write to SAP LeanIX and read data from SAP
LeanIX can be written and managed in one Integration API configuration executed with a single call.

The new processor can even be used to only export data or just transform an LDIF into another LDIF.

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In a configuration, all defined processors will write to a single, globally defined LDIF. This allows to collect all
kinds of data objects to the target LDIF from multiple processors including content from aggregations and
other processing (e.g. variables).

The LDIF header definition needs to be set as a global key in the Integration API congifuration. All fields can be
freely configured and will be evaluated to a String using JUEL. Exception is the "customFields" key. If defined,
the value will be interpreted as an object and passed to the target LDIF. Please ensure the expression always
results in a map object to not break the LDIF format.

Example writeToLdif processor:

{
"processors": [
{
"processorType": "writeToLdif",
"updates": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${content.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${content.type}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "Just a test. Could be any read content or JUEL
calculation"
}
]
}
]
}
],
"targetLdif": {
"dataConsumer": {
"type": "leanixStorage"
},
"ldifKeys": [
{
"key": "connectorType",
"value": "myNewLdif"
},
{
"key": "connectorId",
"value": "mycreatedId"
},
{
"key": "customFields",

SAP LeanIX
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 "value": "${integration.toObject('{\"anyKey\":\"anyValue\"}')}"
}
]
}
}

A more advanced example shows how to read content from Pathfinder and write it to an LDIF using the
processor. It requires an input LDIF with at lease one data object but content is not relevant. The data object is
only used to trigger.

writeToLdif can write variables as well (run levels are supported and variables are available one run after
creation). You may even define multiple writeToLdif processors. All content will be collected and written to one
resulting LDIF.

Please ensure to adjust the search scope to your workspace and change the id to an existing one.

Advanced example of the writeToLdif processor:

{
"processors": [
{
"processorType": "writeToLdif",
"filter": {
"advanced": "${integration.contentIndex==0}",
"onRead": "${lx.factsheet.description!=''}"
},
"identifier": {
"search": {
"scope": {
"ids": [
"8de51ff7-6f13-47df-8af8-9132ada2e74d"
],
"facetFilters": []
},
"filter": "${true}",
"multipleMatchesAllowed": true
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.name}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [

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 {
"expr": "${lx.factsheet.description}"
}
]
}
],
"logLevel": "warning",
"read": {
"fields": [
"description"
]
}
}
],
"targetLdif": {
"dataConsumer": {
"type": "leanixStorage"
},
"ldifKeys": [
{
"key": "connectorType",
"value": "${header.connectorType}_export"
},
{
"key": "connectorId",
"value": "${header.connectorId}_export"
},
{
"key": "description",
"value": "Enriched imporeted LDIF for Applications"
}
]
}
}

Example input in LDIF format:

{
"connectorType": "example",
"connectorId": "example",
"lxVersion": "1.0.0",
"processingDirection": "inbound",
"processingMode": "partial",
"content": [
{
"type": "",
"id": "",
"data": {}
}
]
}

Inbound Impact

The processor is used to write impacts to the SAP LeanIX backend.

A processor always writes a single impact. In case a list of input data is given where "forEach" can iterate over,
multiple impacts can be written by a single processor. Different types of impacts should be split into different
processors in order to keep a configuration readable as different impacts have different parameters.

The example below shows how to define Impacts. Please be aware that each type of impacts may require a
different set of keys to be configured.

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  Tip

To find out about the different keys required for each Impact type, create the needed types of impacts in
the UI, then export using an outbound processor or by using the "read" section in an inbound processor
and either export to LDIF or write to a field like "description"

Example inboundImpact processor:

{
"processors": [
{
"processorType": "inboundImpact",
"updates": [
{
"key": {
"expr": "groupName"
},
"values": [
{
"expr": "G1"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "Group Description 2"
}
]
},
{
"key": {
"expr": "impacts"
},
"values": [
{
"map": [
{
"key": "type",
"value": "FACTSHEET_SET"
},
{
"key": "factSheetId",
"value": "28fe4aa2-6e46-41a1-a131-72afb3acf256"
},
{
"key": "fieldName",
"value": "functionalSuitabilityDescription"
},
{
"key": "fieldValue",
"value": "${data.value}"
}
]
}
]
}
],
"identifier": {
"internal": "6d8acf0c-fa4e-40ed-9986-97da860f3414"
},
"logLevel": "warning"

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 }
]
}

Inbound To-dos

This processor can be used import to-dos into the workspace.

Keys specific to the inboundToDo Processor Details

title Title of the To-do

category Category of the To-do (Sample values: ANSWER,AC-

TION_ITEM)

description Description of the To-do

status Status of the To-do (OPEN, CLOSED)

resolution When closing you also have an option to provide the resolu-
tion(ACCEPTED,REJECTED,REVERTED)

Below example will need to be adapted as per specific type of To-dos.

Example inboundToDo processor:

{
"processors": [
{
"processorType": "inboundToDo",
"processorName": "Create toDos",
"processorDescription": "Creates toDos from incoming data",
"filter": {
"exactType": "ActionItem"
},
"identifier": {
"external": "${content.id}"
},
"run": 1,
"updates": [
{
"key": {
"expr": "factSheetId"
},
"values": [
{
"expr": "${data.factSheetId}"
}
]
},
{
"key": {
"expr": "title"
},
"values": [
{
"expr": "${data.title}"
}
]
},
{

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 "key": {
"expr": "description"
},
"values": [
{
"expr": "${data.description}"
}
]
},
{
"key": {
"expr": "category"
},
"values": [
{
"expr": "${data.category}"
}
]
},
{
"key": {
"expr": "dueDate"
},
"values": [
{
"expr": "${data.dueDate}"
}
]
}
],
"variables": [
{
"key": "category",
"value": "${lx.todo.id}_${lx.todo.category}"
},
{
"key": "state",
"value": "${lx.todo.state}"
}
],
"logLevel": "debug"
}
],
"variables": {}
}

Example input in LDIF format:

{
"connectorType": "todoReadType",
"connectorId": "todoReadId",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"description": "",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "ActionItem",
"id": "E-100",
"data": {
"title": "test abc",
"description": "Updated by iAPI",
"todoId": "ec25a364-66df-4313-9127-44e429df81ad",
"dueDate": "2021-08-19",
"category": "ACTION_ITEM",

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 "varValue": "value1",
"creatorId": "275617d6-2538-466c-b210-961ef2cb554a",
"factSheetId": "28fe4aa2-6e46-41a1-a131-72afb3acf256"
}
}
]
}

9.3.3.3 Outbound Processors

 Caution

We recommend to use the Write to LDIF [page 2036] inbound processor to export data as LDIF.

Overview

Outbound Processors reads data from SAP LeanIX and exports it to an LDIF. Please see the Integration API
[page 1988] main page for more information on LDIF's including a detailed breakdown of the different key-value
pairs.

When creating an outbound configuration, the user can retrieve an LDIF after executing a synchronization run.
The content of the produced LDIF will depend on the configured data processors. Only outbound processors
are available in outbound configurations.

Each Outbound Data Processors will always have the same output fields (targeting the LDIF standard) but
depending on type we will see other filter elements and have different data available in scope of the JUEL
parsers

Outbound processors will always create valid LDIF files. This includes that mandatory LDIF fields in the header
and for each data object (type, id) are always present. This information is automatically taken from the
outbound configuration.

 Note

The processor name should not include any reserved characters which are as operators e.g. +,*,>,= …

The processor configurations (outbound Data Processors) need to contain the names of the Fact Sheet fields
that will be written (for performance reasons, only selected fields will be read) and names of the relations
including the requested fields of the relations. For Tags users can filter by tag group and retrieve all tags in this
group. For Subscriptions, the user will filter by the type of a subscription.

Setting the Scope

The outbound configuration needs to contain a scope. The scope defines the set of Fact Sheets that will be
looked at when iterating over the configured outbound processors and creating content in the resulting LDIF.

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However, while the scope section needs to exist, it can be left completely empty as the example above shows,
this means that it will look at all Fact Sheets.

The scope defined in the below example will iterate over all Fact Sheets. The UI provides a visual interface
(accessible via the Set Scope button) which allows for the selection of the Fact Sheet data required and sets this
data as in "scope" into the configuration. The default scope used for all processors will be defined in the global
section. Each processor may contain a scope section to overwrite the global scope settings.

Scope configuration:

{
"scope": {},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the processor",
"scope": {
"ids": [],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
]
}

Setting the Fields

The processor needs the "fields" section to define the names of the fields that will be read from each Fact
Sheet and can then be used in the output section using "lx.factsheet.fieldName".

The "description" field was marked "optional". This means in case a Fact Sheet does not have any description,
there will be no warning generated but the Description key silently omitted as it was configured to be expected
that description may be missing.

The above configuration leads to a resulting LDIF similar to this.

Outbound processor:

{
"scope": {
"facetFilters": [],
"ids": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the processor",
"enabled": true,
"fields": [
"createdAt",

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 "description"
],
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "Description"
},
"values": [
{
"expr": "${lx.factsheet.description}"
}
],
"optional": true
},
{
"key": {
"expr": "creationDateTime"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.createdAt}"
}
]
}
]
}
]
}

LDIF output:

{
"results": {
"connectorType": "Test connector",
"connectorId": "--",
"connectorVersion": "1.0.0",
"processingDirection": "INBOUND",
"processingMode": "PARTIAL",
"lxWorkspace": null,
"lxVersion": "1.0.0",
"description": "The resulting LDIF of the outbound run c86faf41-
cac5-4309-a98a-bb01b8597752",
"content": [
{
"type": "Application",
"id": "fc2b0641-6172-40cf-9dbb-10e514c7e341",

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 "data": {
"Description": "",
"creationDateTime":
"2018-04-17T21:44:27.214Z"
}
},
{
"type": "Application",
"id": "716b9d27-3df7-42ca-ae6e-e2ef788064dd",
"data": {
"Description": "SAP Supply Chain
Management handles everything with regards to our supply chain, from planning,
coordination with our supplier and customer. It is fully integrated with our
Warehouse Management",
"creationDateTime":
"2018-04-17T21:44:27.214Z"
}
},
{
"type": "Application",
"id": "1a610104-6088-498a-856f-bb6a8298bcd4",
"data": {
"Description": "Mailsnake is supporting
newsletter mailing for different user groups for after-sales services ...
announcing new features, small online training courses, ...",
"creationDateTime":
"2018-04-17T21:44:27.212Z"
}
},
{
"type": "BusinessCapability",
"id": "58aaff75-1649-447c-bdec-01860db7026f",
"data": {
"Description": "",
"creationDateTime":
"2018-04-17T21:44:28.663Z"
}
}
],
"chunkInformation": {
"firstDataObject": 0,
"lastDataObject": 394,
"maxDataObject": 394
}
},
"warnings": [],
"debugInfo": [],
"debugVariables": [],
"statistics": {
"statusChanges": [
{
"status": "CREATED",
"timestamp": "2022-03-10T07:24:01.44829307Z"
},
{
"status": "PENDING",
"timestamp": "2022-03-10T07:24:01.768868487Z"
},
{
"status": "IN_PROGRESS",
"timestamp": "2022-03-10T07:24:03.194204924Z"
},
{
"status": "FINISHED",
"timestamp": "2022-03-10T07:24:04.614733108Z"
}
],
"processorStatistics": [

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 {
"processorIndex": 0,
"processorName": "Export to LDIF",
"networkDuration": "PT0.955467958S",
"processingDuration": "PT0.085116706S",
"itemsInScopeCount": 395,
"processedContentCount": 395,
"errorCount": 0
}
],
"totalBlockingTime": "PT0S"
},
"resultsUrl": {}
}

Setting Filters

Filter section is where you define if the Data Processor should work on the found data object. It can be set to
null to indicate no filter is being provided.

Example outbound processor with filters:

{
"scope": {},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "User Groups that Begin with Br",
"processorDescription": "",
"filter": {
"advanced": "${lx.factsheet.name.startsWith('Br')}"
}
}
]
}

Filter Type Details

type If configured, the string is interpreted as a regular expression

and matched against the "type" of the Fact Sheet

id If configured, the string is interpreted as a regular expression

and matched against the "id" d of the Fact Sheet

advanced If configured, the field contains a JUEL expression that may

evaluate to "true" for a match or "false". This filter allows to
filter even for combinations of certain key and values in the
Fact Sheet

 Note

Data Processors provide filter capabilities to configure on which Data Object the data processor will work
on (match the filter) and what Data Objects to skip (not match the filter)

Below example also includes the option to modify the choices as per external System.

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Example single outbound processor:

{
"processorType": "outboundFactSheet",
"processorName": "<Unnamed processor>",
"processorDescription": "",
"filter": null,
"enabled": true,
"fields": [
"nonExistingField",
"lifecycle",
"location",
"createdAt",
"businessCriticality",
"technicalSuitabilityDescription"
],
"output": [
{
"key": {
"expr": "content.id"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "lifecycle.times"
},
"mode": "list",
"values": [
{
"expr": "${lx.factsheet.lifecycle.endOfLife}"
},
{
"expr": "${lx.factsheet.lifecycle.active}"
},
{
"expr": "${lx.factsheet.lifecycle.phaseOut}"
},
{
"expr": "${lx.factsheet.lifecycle.phaseIn}"
}
]
},
{
"key": {
"expr": "location"
},
"mode": "selectFirst",
"values": [
{

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 "expr": "${lx.factsheet.location.rawAddress}, with place id: $
{lx.factsheet.location.placeId}"
}
]
},
{
"key": {
"expr": "businessCriticality"
},
"values": [
{
"expr": "${lx.factsheet.businessCriticality}",
"regexMatch": "administrativeService",
"regexReplace": {
"match": "^.*$",
"replace": "Administrative Service"
}
},
{
"expr": "${lx.factsheet.businessCriticality}",
"regexMatch": "businessOperational",
"regexReplace": {
"match": "^.*$",
"replace": "Business Operational"
}
}
]
},
{
"key": {
"expr": "creationTime"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.createdAt}"
}
]
},
{
"key": {
"expr": "technicalSuitabilityDescription"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.technicalSuitabilityDescription}"
}
]
}
]
}

Outbound Fact Sheet

This processor is capable writing Fact Sheet, relation, tag, document, subscription and metrics information
from SAP LeanIX to LDIF.

In order to write LDIF, the scope of total Fact Sheets to read data from needs to be defined by a search. The
Integration API UI allows to set the scope and add this scope to the configuration of an outbound configuration.
Users then only have to regularly request the LDIF and will receive one LDIF with most current information

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matching the defined query. The exported data is configurable using same mechanisms as we do the inbound
way.

Scopes can be defined globally for all processors or inside each processor. In case both was defined, the scope
in the processor takes priority over the global used as a fallback only if the processor has not defined any.

Basic structure of the outboundFactSheet processor.

Example outboundFactSheet processor:

{
"scope": {
"facetFilters": [],
"ids": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the processor",
"enabled": true,
"fields": [
"lifecycle",
"location",
"createdAt",
"description",
"technicalSuitabilityDescription"
],
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
],
"constrainingRelations": false
},
"tags": {
"groups": [
"Other tags",
"Cloud Transformation"
]
},
"subscriptions": {
"types": [
"RESPONSIBLE"
]
},
"documents": {
"filter": ".*"
},
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]

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 },
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "Description"
},
"values": [
{
"expr": "${lx.factsheet.description}"
}
],
"optional": true
},
{
"key": {
"expr": "creationDateTime"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.createdAt}"
}
]
}
]
}
]
}

Exporting Relations

In case relations need to be available to write information about them to the LDIF, a section "relations" needs
to exist. The section contains three parts: "filter", where users will configure the names of the relations they are
interested in to export, the fields and the targetFields key to define what fields on the relation and what fields
from the target Fact Sheet will be available in the output section. All fields on relations can be configured in the
"targetFields" key which is a value within the "relations" key. A processor iterating over the target Fact Sheet
types needs to be configured to read all fields.

Example configuration of relations:

{
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"

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 ],
"constrainingRelations": false
}
}

In case relations are found, they are all available as an array in "lx.relations". An example on how to access this
information fill follow below. The example above only exports the creation date of all Fact Sheets in scope.

Making information about tags and subscriptions available to be used in the output section works following the
same pattern.

Exporting All Relations and Fields within Relations

In the example below all of the relations that exist in a workspace have been associated to the processor. Along
with all of the attributes available within the relations, such as the "Active From" and "Active Until" fields and
"Total Annual Cost". Any custom relations and or attributes can be added to the appropriate object within the
LDIF.

Example processor configuration with all relations and fields within relations:

{
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the outboundFactSheet
processor",
"enabled": true,
"fields": [
"displayName",
"externalId"
],
"relations": {
"filter": [
"relToParent",
"relToRequires",
"relToSuccessor",
"relApplicationToUserGroup",
"relApplicationToDataObject",
"relApplicationToITComponent",
"relApplicationToProject",
"relProviderApplicationToInterface",
"relConsumerApplicationToInterface",
"relApplicationToProcess",
"relApplicationToBusinessCapability",
"relITComponentToTechnologyStack",
"relITComponentToUserGroup",
"relITComponentToProvider",
"relInterfaceToDataObject",
"relInterfaceToITComponent",
"relProcessToBusinessCapability",
"relProjectToBusinessCapability",
"relProjectToITComponent",
"relProjectToProcess",
"relProjectToUserGroup",
"relProjectToProvider"
],
"fields": [
"activeFrom",
"activeUntil",
"description",

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 "functionalSuitability",
"numberOfUsers",
"usageType",
"usage",
"costTotalAnnual",
"technicalSuitability",
"serviceLevel",
"supportType",
"resourceClassification",
"orderNo",
"orderedCapex",
"orderedOpex"
],
"targetFields": [
"displayName",
"externalId",
"category"
]
},
"output": [
{
"key": {
"expr": "content.id"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "displayName"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.displayName}"
}
]
},
{
"key": {
"expr": "externalId"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.externalId}"
}
]
},
{
"key": {
"expr": "relations"
},

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 "mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.relations}",
"filter": "${true}"
},
"map": [
{
"key": "relationName",
"value": "${integration.output.valueOfForEach.type}"
},
{
"key": "object",
"value": "${integration.output.valueOfForEach}"
}
]
}
]
}
]
}
],
"scope": {
"facetFilters": [],
"ids": []
}
}

Exporting Constraining Relations

All information about constraining relations may be made available as content in "lx.relations" to be ready for
export on demand by setting the key "constrainingRelations" to true. If the key is set to false or is not defined,
no information about constraining relations will be present in the variable "lx.relations"

When exporting, the following field structure may be used when iterating over relations e.g. using forEach:
"integration.valueOfForEach.constrainingRelations" and write all content to a map target or filter in a forEach
section applied in the "values" segment.

Example configuration of constraining relations:

{
"constrainingRelations": {
"relations": [
{
"id": "60f57ffd-6dc8-42a5-9099-283256e627ad",
"target": {
"id": "1c3ef333-5cc1-414d-ba3e-108af7f0ffc4",
"type": "UserGroup",
"leanixV3IdUserGroup": "120000002"
}
},
{
"id": "a4661164-a948-4112-82de-270c31da4297",
"target": {
"id": "d973d8a8-6435-4952-988d-2e29feeafd57",
"type": "UserGroup",
"externalId": "Europe",
"leanixV3IdUserGroup": "120000052"
}
}

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 ],
"totalCounts": [
{
"type": "relApplicationToUserGroup",
"totalCount": 2
}
]
}
}

Exporting Tags and Subscriptions

For Tags, users can define a list of tag groups they are interested in using for export purposes. All tags in
the listed tag groups will be part of the output scope and can be used in JUEL expressions "lx.tags" and
"lx.subscriptions". As for relations, the tags and subscriptions are collected in a list. This list can be processed
to output LDIF in multiple ways.

Iterating with an outer "forEach" allows to create separate data objects for every tag/subscription. Using the
inner "forEach" in the output section allows to add the information to the data object written for the Fact Sheet.

Below is an example that shows multiple ways to convert the information to an output LDIF. It is recommended
to potentially first try an output with the full tag/subscription object. This will allow you to see and review all
of the contained fields. After which point, you could update the processor by limiting the output to the very
specific content that needs to be part of the result LDIF.

Example outbound processor that exports relations, tags, and subscriptions into LDIF format:

{
"scope": {
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
},
{
"keys": [
"__any__"
],
"facetKey": "lifecycle",
"operator": "OR",
"dateFilter": {
"to": "2024-12-31",
"from": "2018-01-01",
"type": "RANGE",
"maxDate": "2021-08-06",
"minDate": "2010-11-07"
}
},
{
"keys": [],
"facetKey": "relApplicationToITComponent",
"operator": "OR"
}
],
"ids": []
},
"processors": [

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 {
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the outboundFactSheet
processor",
"enabled": true,
"fields": [
"lifecycle",
"location",
"createdAt",
"technicalSuitabilityDescription",
"description",
"name"
],
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
]
},
"tags": {
"groups": [
"Other tags",
"Cloud Transformation"
]
},
"subscriptions": {
"types": [
"RESPONSIBLE"
]
},
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "Description"
},
"values": [
{
"expr": "${lx.factsheet.description}"
}
],

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 "optional": true
},
{
"key": {
"expr": "lifecycleTimes"
},
"mode": "list",
"values": [
{
"expr": "endOfLife:${lx.factsheet.lifecycle.endOfLife}",
"regexMatch": ".*:.+$"
},
{
"expr": "active:${lx.factsheet.lifecycle.active}",
"regexMatch": ".*:.+$"
},
{
"expr": "phaseOut:${lx.factsheet.lifecycle.phaseOut}",
"regexMatch": ".*:.+$"
},
{
"expr": "phaseIn:${lx.factsheet.lifecycle.phaseIn}",
"regexMatch": ".*:.+$"
}
]
},
{
"key": {
"expr": "creationDateTime"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.createdAt}"
}
]
},
{
"key": {
"expr": "technicalSuitabilityDescription"
},
"values": [
{
"expr": "${lx.factsheet.technicalSuitabilityDescription}"
}
]
},
{
"key": {
"expr": "relations"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.relations}",
"filter": "${true}"
},
"map": [
{
"key": "relationName",
"value": "${integration.output.valueOfForEach.type}"
},
{
"key": "objectForFindingRelevantFields",
"value": "${integration.output.valueOfForEach}"
}
]

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 }
]
},
{
"key": {
"expr": "tags"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.tags}",
"filter": "${true}"
},
"map": [
{
"key": "tagGroup",
"value": "${integration.output.valueOfForEach.tagGroup.name}"
},
{
"key": "tagName",
"value": "${integration.output.valueOfForEach.name}"
}
]
}
]
},
{
"key": {
"expr": "subscriptions"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.subscriptions}",
"filter": "${true}"
},
"map": [
{
"key": "subscriptionObjectForTestOnly",
"value": "${integration.output.valueOfForEach}"
},
{
"key": "subscriptionType",
"value": "${integration.output.valueOfForEach.type}"
},
{
"key": "subscriptionRoles",
"value": "${integration.output.valueOfForEach.roles}"
}
]
}
]
}
]
}
]
}

Below is a sample of what the lx.subscriptions object looks like, which can be accessed in the list as
defined above.

Example lx.subscriptions object:

"lx.subscriptions": [
{

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 "id": "76cf02fa-c358-4653-af09-e1d9729960fa",
"type": "RESPONSIBLE",
"user": {
"id": "2d9b1cbb-158f-4679-b9b8-60136a52de3e",
"email": "22345@leanix.net",
"lastName": "User",
"userName": "anonymized.user@leanix.net",
"firstName": "Anonymized",
"displayName": "Anonymized User"
},
"roles": [
{
"id": "1b3e71fe-781a-4fd9-988e-56ba42b33a51",
"name": "Business Owner"
}
],
"createdAt": "2022-12-12T09:04:40.214367Z"
},
{
"id": "94fbbaf1-8c75-4cf2-a6ac-98d92e277877",
"type": "RESPONSIBLE",
"user": {
"id": "8b189683-7852-4ff7-9845-f1725e324670",
"email": "abel.tuter@example.com",
"lastName": "tuter",
"userName": "Abel.tuter@example.com",
"firstName": "abel",
"displayName": "abel tuter"
},
"roles": [
{
"id": "60d53ae5-34f0-4f8c-8ca3-9aa7f674f41f",
"name": "Application Owner Deputy",
"comment": "Deputy Comment"
}
],
"createdAt": "2023-04-10T11:34:40.145262Z"
}
]

 Note

Outbound Data Processors need to have mandatory fields configured.

An outbound Fact Sheet processor will fail if the mandatory output fields "content.id" and "content.type"
are not defined as they are mandatory part of any LDIF.

 Note

The created file may contain more optional fields. The above displays a short version for understanding the
mandatory structure. See detailed description above

Write LDIF using Modes, Map and ForEach

Produced LDIF may not only contain simple key-value pairs in the data section but lists and maps as well. The
below illustrated how to configure a data processor to write these data types.

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Mode Details

list Collects all entries and writes the result as a list.

selectFirst Is the default setting, it selecting the first value that is not
empty and uses it to write to the target key.

LDIF from Processor Set to Mode: List

In this case, the mode was switched to "list". The default ("selectFirst") would pick the first value that is not
empty and use it to write to the target key. Mode list collects all entries and writes the result as a list.

outboundFactSheet processor configuration writing values to list:

{
"scope": {
"facetFilters": [],
"ids": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"fields": [
"lifecycle"
],
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "lifecycleTimes"
},
"mode": "list",
"values": [
{
"expr": "endOfLife:${lx.factsheet.lifecycle.endOfLife}",
"regexMatch": ".*:.+$"
},
{
"expr": "active:${lx.factsheet.lifecycle.active}",
"regexMatch": ".*:.+$"
},
{
"expr": "phaseOut:${lx.factsheet.lifecycle.phaseOut}",
"regexMatch": ".*:.+$"
},
{

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 "expr": "phaseIn:${lx.factsheet.lifecycle.phaseIn}",
"regexMatch": ".*:.+$"
}
]
}
]
}
]
}

LDIF result with list values:

{
"connectorType": "lxExport",
"connectorId": "007",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"content": [
{
"type": "Application",
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"data": {
"lifecycleTimes": [
"endOfLife:2021-08-06",
"active:2018-08-06",
"phaseOut:2021-05-06",
"phaseIn:2018-05-06"
]
}
},
{
"type": "Application",
"id": "001d3e51-a3be-4d5b-90f7-5b7a9e0b9458",
"data": {
"lifecycleTimes": [
"active:2018-08-06",
"phaseIn:2018-05-06"
]
}
}
]
}

 Caution

Empty values are not written to the LDIF.

Please note that the list in the result LDIF does not always contain all elements but only the ones that are
populated. This is done by additional configuration of a "regexMatch" key eliminating all values with no
content. By removing this, the second data object would contain all four elements including the empty ones
with values like "phaseOut:"

LDIF from Processor Writing Relations: Map

The desired LDIF output and sample outbound processor are:

Sample outbound processor configuration to write relations:

{
"scope": {
"facetFilters": [],
"ids": []
},

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 "processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the outboundFactSheet
processor",
"enabled": true,
"fields": [],
"relations": {
"filter": [
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
]
},
"output": [
{
"key": {
"expr": "content.id"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "relations"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.relations}",
"filter": "${true}"
},
"map": [
{
"key": "relationName",
"value": "${integration.output.valueOfForEach.type}"
},
{
"key": "object",
"value": "${integration.output.valueOfForEach}"
}
]
}
]
}
]

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 }
]
}

LDIF result containing relations:

{
"connectorType": "lxExport",
"connectorId": "007",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"content": [
{
"type": "Application",
"id": "28fe4aa2-6e46-41a1-a131-72afb3acf256",
"data": {
"relations": [
{
"object": {
"id": "5da3529f-2d40-4f00-9a22-ab8ddb4fc216",
"type": "relApplicationToITComponent",
"target": {
"id": "20be4187-c384-4557-a6eb-c7a3d1e5eb40",
"type": "ITComponent",
"displayName": "Visual Studio 2011"
},
"description": ""
},
"relationName": "relApplicationToITComponent"
},
{
"object": {
"id": "51663856-ca7e-4a53-8412-14e6811df0ab",
"type": "relApplicationToITComponent",
"target": {
"id": "5719d96b-4c45-497a-b006-c77e0d8e767b",
"type": "ITComponent",
"displayName": "meshlab IT Application Hosting"
},
"description": ""
},
"relationName": "relApplicationToITComponent"
}
]
}
},
{
"type": "Application",
"id": "001d3e51-a3be-4d5b-90f7-5b7a9e0b9458",
"data": {
"relations": [
{
"object": {
"id": "509511e4-b5ff-43b1-b523-1ae5eb0522e0",
"type": "relApplicationToITComponent",
"target": {
"id": "1d05f6ca-2d81-4998-8e6a-be70a0c33378",
"type": "ITComponent",
"displayName": "Test Cisco Router 3925"
},
"description": ""
},
"relationName": "relApplicationToITComponent"
}
]
}
}

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 ]
}

In this case, we again use the output mode "list" to generate a list and not only select the first valid result (We
expect potentially multiple relations). Output of maps will work with mode "selectFirst" as well and export a
single map as a value.

In the above example we use two new concepts:

Definitions: map & forEach

Data Type Details

map Here we define the set of key names and value names we
want to see in the output. Both are evaluated dynamically
and can contain JUEL expressions referencing available data
like Fact Sheet data.

forEach *Following the same pattern we see for the forEach in in-
bound processors, we iterate over a given list variable. In the
example the list of found relations. For each relation entry we
expect to see one map with the configured keys and values.

 Note

Expression-based filtering for Outbound Data Processors.

The forEach as well provides an expression based filtering to e.g. only output specific relations
(${integration.output.valueOfForEach.type=='relApplicationToITComponent'} in case multiple different
relations have been requested in the relations section. More useful filtering may be done on target id
or specific fields of a Fact Sheet or relation.

To learn more about forEach and other advanced functionality please see Advanced Use Cases for the
Integration API [page 2072].

Use Relations to Create Separate Data Object

Last example shows how to use the relation (alternatively tag or subscription) information to create separate
data object from it.

The example as well shows, how to filter specific relations from being written to the LDIF. In the example all
relations with description "skipme" will not be exported. Please see the Setting Filters [page 2047] section for
more information on filters.

Example outbound processor that uses relations to create a separate data object:

{
"scope": {
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"

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 }
],
"ids": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Relations relFromApp",
"processorDescription": "Export all relations for Apps",
"filter": {
"advanced": "${integration.valueOfForEach.description!='skipme'}"
},
"enabled": true,
"fields": [
"description",
"name"
],
"relations": {
"filter": [
"relApplicationToBusinessCapability"
],
"fields": [
"description",
"activeFrom",
"activeUntil",
"functionalSuitability"
],
"targetFields": []
},
"forEach": "${lx.relations}",
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "0"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "lxRelApplicationToBusinessCapability"
}
]
},
{
"key": {
"expr": "lxId"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "lxTargetId"
},
"values": [
{
"expr": "${integration.valueOfForEach.target.id}"

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 }
]
},
{
"key": {
"expr": "lxFsName"
},
"values": [
{
"expr": "${lx.factsheet.name}"
}
]
}
]
}
]
}

Export Metrics

Integration API allows to export metrics information visible in a chart on a Fact Sheet to an LDIF file. This is
advanced configuration and requires deeper understanding of Metrics data and configuration in SAP LeanIX.
The Fact Sheet processor will contain one or more definitions to point to series of data points stored in the
Metrics and displayed as a diagram attached to the Fact Sheet.

The configuration allows flexibility to customize the selection and aggregation of data points even different
from the current display on the Fact Sheet as Integration API accesses the raw data not the processed data
visible in the UI. Multiple data series as e.g. displayed on a stacked bar chart need to be configured as separate
configurations in the processor and will be accessed separately when writing to the LDIF.

This example shows how to export Metrics data and needs to be adjusted to the defined metrics series in the
workspace.

Multiple different configurations all need to define different values for the "name" key. This value is then
used to access the collected data. Please use only characters that are supported by JUEL, avoid any special
characters. In the example below "variableName" is used in the definition and then in the output section to
access the data and write it to the LDIF.

• "comparator" currently only supports "=" and intended for future extension.
• "aggregationFunction" does support all standard influx aggregations supporting a column as parameter.

Example outboundFactsheet processor that exports metrics:

{
"scope": {
"ids": [
"28fe4aa2-6e46-41a1-a131-72afb3acf256"
],
"facetFilters": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the processor",
"enabled": true,
"fields": [
"lifecycle",

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 "location",
"createdAt",
"technicalSuitabilityDescription",
"description"
],
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
],
"constrainingRelations": false
},
"tags": {
"groups": [
"Other tags",
"Cloud Transformation"
]
},
"subscriptions": {
"types": [
"RESPONSIBLE"
]
},
"documents": {
"filter": ".*"
},
"metrics": [
{
"name": "variableName",
"measurement": "money",
"fieldName": "dollars_per_day",
"aggregationFunction": "MEAN",
"groupBy": "1h",
"start": "2020-01-20T00:00:00Z",
"duration": "P0DT24H30M",
"rules": {
"key": "factSheetId",
"comparator": "=",
"compareWith": "${lx.factsheet.id}"
}
}
],
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}

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 ]
},
{
"key": {
"expr": "values"
},
"values": [
{
"expr": "${integration.toJson(lx.metrics.variableName.values)}"
}
],
"optional": true
},
{
"key": {
"expr": "fields"
},
"values": [
{
"expr": "${integration.toJson(lx.metrics.variableName.fields)}"
}
],
"optional": true
},
{
"key": {
"expr": "series"
},
"values": [
{
"expr": "${integration.toJson(lx.metrics.variableName.series)}"
}
],
"optional": true
},
{
"key": {
"expr": "metrics"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.metrics.variableName.series}",
"filter": "${true}"
},
"map": [
{
"key": "time",
"value": "${integration.output.valueOfForEach.time}"
},
{
"key": "value",
"value": "${integration.output.valueOfForEach.values}"
}
]
}
]
}
]
}
]
}

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Filtering on items that have changed recently

Integration API can produce 'delta' extracts, reflecting only recently updated Fact Sheets. This functionality is
scoped to updates for entries in the audit history for specific Fact Sheets; It does not work for changes on
documents or relations.

To filter, just add an additional key "updatedInDuration" to the filter section as shown below in the example:

Example processor that filters items by the change date:

{
"scope": {
"ids": [
"28fe4aa2-6e46-41a1-a131-72afb3acf256"
],
"facetFilters": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the processor",
"filter": {
"updatedInDuration": "${header.customFields.age}"
},
"enabled": true,
"fields": [
"lifecycle",
"location",
"createdAt",
"technicalSuitabilityDescription",
"description"
],
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
],
"constrainingRelations": false
},
"tags": {
"groups": [
"Other tags",
"Cloud Transformation"
]
},
"subscriptions": {
"types": [
"RESPONSIBLE"
]
},
"documents": {
"filter": ".*"
},
"output": [
{
"key": {
"expr": "content.id"

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 },
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "updatedAt"
},
"mode": "selectFirst",
"values": [
{
"expr": "${lx.factsheet.updatedAt}"
}
]
}
]
}
]
}

To pass the value for updatedInDuration, just use the below LDIF when calling the outbound run. The example
exports all Fact Sheets that changed in the last 3 days. Of course it is possible to add the P3D directly into the
configuration if this does not need to be a parameter.

 Note

Duration is encoded in ISO 8601 duration format.

Example LDIF that contains the duration for updates to be exported:

{
"connectorType": "test",
"connectorId": "test",
"connectorVersion": "1.0.0",
"processingDirection": "outbound",
"processingMode": "partial",
"customFields": {
"age": "P3D"
}
}

Translate list entries

A first use case covers the need to translate all entries of a list of values read from a Fact Sheet. Combining
the option to iterate over a list of values in the output section and being able to configure this multiple times to
collect results to output and on top of this filter by specific entries of the list.

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We iterate over the list of entries multiple times. One time for each known option we want to translate. And we
skip all other entries of the list. As a result, we collected a list of translated values.

The solution can be used for inbound and outbound processors both.

Example of translating all entries of a list to be exported:

{
"key": {
"expr": "myGermanValues"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${myList}",
"filter": "${integration.output.valueOfForEach==’english value 1’}"
},
"expr": "Deutscher Wert 1"
},
{
"forEach": {
"elementOf": "${myList}",
"filter": "${integration.output.valueOfForEach==’english value 2’}"
},
"expr": "Deutscher Wert 2"
}
]
}

How to export Fact Sheets that are archived

To include archived Fact Sheets when using outbound processors, a flag "omitArchivedFactSheets" needs to
be set to false as in the sample below. Default for Integration API is to ignore all archived Fact Sheets when
exporting.

Example scope definition to export Fact Sheets including archived ones:

{
"scope": {
"omitArchivedFactSheets": false,
"ids": [],
"facetFilters": [
{
"keys": [
"BusinessCapability"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
},
{
"keys": [
"archived"
],
"facetKey": "TrashBin",
"operator": "OR"
}
]
},
"processors": [...]
}

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How to export large amounts of data

To export large amounts of data, in case this is not possible to read data from the /synchronizationRuns/
{id}/resultsand the response is too big the option which you have is to fetch data from blob storage.

{
"scope": {},
"processors": [],
"dataConsumer": {
"type": "leanixStorage"
}
}

Fetch the resultsUrl by using the below and then use this to stream results from the Azure Blob storage.

• Endpoint : https://{customerdomain}.leanix.net/services/integration-api/v1/
synchronizationRuns/{id}/resultsUrl
• Method : GET

The response can look like this below:

{
"url": "https://leanixsomething.blob.core.windows.net/xxxx"
}

9.3.3.4 Advanced Use Cases for the Integration API

Explore advanced scenarios and examples for the Integration API.

Field and Value Processing

Data Processors allow to map the incoming data found in the LDIF to fields of the specific entity in SAP LeanIX
(e.g. a Fact Sheet) or the other way round in case of "Outbound Data Processors". The configuration allows to
map incoming values to different types of SAP LeanIX fields (single value, float, multi value, life cycle...).

Applying Field and Value mappings may result in errors in case of source fields are not existing. Reason may
be low input data quality, optional data in the source system. This types of "error" is expected and would only
be noted in "test mode". Processing for next configuration lines of the data processor and next data processor
always continues.

Type conversions to proper output type (variable for SAP LeanIX, String for LDIF) happen transparently. JUEL
provides implicit type conversion and allows even calculations on Strings that contain numbers.

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JUEL and RegEx

To provide high flexibility, predictability and at the same time guarantee to easily understand the configuration,
all relevant configuration options for the Data Processors always support a combination of JUEL and regEx
configuration executed after each other. For additional information, visit the JUEL site .

JUEL allows to access and combine all input fields and values of the incoming data and data of the target entity
(e.g. Fact Sheet).

RegEx allows final string mapping on the JUEL result.

All conversion of data types happens transparently.

While a most simple JUEL is always required to define the value to be used as an output, the RegEx replace
may be empty if no value conversion is supposed to happen. Both methods provide in parts overlapping
functionality. This is wanted and allows the user to focus on a potential solution based on technical knowledge.

Fields and value mapping in the Data Processors are configured as a list of single field configurations. Each
configuration allows a JUEL/RegEx for the Key and a list of JUEL/RegEx Match/RegEx Replace for the value(s).
This allows multi value field support.

Each JUEL Expression returns data.

This logic allows for configurations that fit many types of scenarios.

Processing of each field configuration works following this specification:

Value Type Details

In case of a "List" (multi select field in pathfinder) Each item in the List is tested against the regEx Match. If it
matches, the regEx replace is executed and the result added
to the list of target values for the configured field

In case of a single value, It is tested against the RegEx Match. If it matches, the regEx
replace is executed and the result added to the list of target
values for the configured field All Strings in the list of target
values are written to the configured target field

In case of a Multi value target field All non-empty Strings will be written to Pathfinder

In case of a Single Value Field the first non-empty String will be written to Pathfinder

In case no regEx match is configured The match is considered to be true

In case no regEx replace is configured The original String will be part of the output list The Logic
allows to configure all kinds of scenarios.

RegEx and JUEL

All RegEx filters allow negation and case insensitivity. The Java RegEx syntax can be applied: To match all but
"notMe", "^((?!notMe).)*$" would be used. To ensure matching in a case insensitive manner, you'd add "(?i)" to
the beginning of the regular expression.

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Each inbound Data Processor JUEL expression contain the following references to the data object the is in
scope for processing:

Reference Example Details

* header "header.customFields.myGlodaldata1" the value of myGlobaldata1" would be

useable in any expression, given such
a global value is provided in the JUEL.
If not present (no customFields section
or no defined key), this will always eval-
uate to an empty string.

* content "${content.id}" "688c16bf-198c-11e9-9d08-926310573f

bf"

* data "${data.chart}" ill result in a string "chartmuseum-1.8.4"

(given the first data object in the above
LDIF is being processed)

"${header.connectorId} would result in an evaluated string "Kub

Dev-001".

"${content.id}" will result in a string

"688c16bf-198c-11e9-9d08-926310573f
bf"

"${data.chart}" "chartmuseum-1.8.4" (given the first

data object in the above LDIF is being
processed)

Each of them allow to access all data elements in the same or in subsections. It allows to e.g. access the id of
the connector creating the LDIF. "${header.connectorId}" would result in an evaluated string "Kub Dev-001".

Using the "header" section, there is as well access to the global custom data section. Using
"header.customFields.myGlodaldata1" the value of "myGlobaldata1" would be useable in any expression, given
such a global value is provided in the JUEL. If not present (no customFields section or no defined key), this will
always evaluate to an empty string.

Users can use any type of operation that can be executed on String objects in Java. Documentation of all the
Java String methods is not in scope of this documentation. For more information on methods for Java 8, refer
to the Java documentation .

Advanced JUEL

JUEL Advanced functions Details

Working with keys that contain spaces. Sometimes the keys Instead the syntax "data['key with space']" can be used.
in LDIF may contain spaces. That means that "." syntax
"data.key with space" does not work.

Capitalize an incoming value ${data.name.toUpperCase().charAt(0)}${data.name.sub-

string(1)}

How to use different data based on a condition to map into a ${data.name1.length()>3 ? data.name1 : data.name2}
field

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JUEL Advanced functions Details

Display all list values of a key in LDIF as comma separated ${data.architecture} and configure the regexReplace section
string (e.g. input in LDIF: "architecture": ["amd64","Intel"]) like this: "regexReplace": { "match": "(\[|\])","replace": "" }
(the regex matches all characters '[' and ']' and replaces with
an empty string. Result will be "amd64, Intel"

Add a Hash value to make something unique ${data.name} (${data.app.hashCode()>0 ? data.app.hash-

Code() : data.app.hashCode()*-1})

Combine two fields into one** (here the second is in brack- ${data.name} (${data.app})
ets)

Replace some characters with something else ${data.name.replace('chart','xx')}

Remove characters ${data.name.replace('chart','')}

Use one entry of a string containing values separated by a ${data.clusterName.split(',')[1].trim()} (given clusterName
certain value (in this example a comma) has a value of "abc, def, ghi", the resulting string will be "def"

Map a comma separated String found in LDIF to a multi ${data.clusterName.split(',')} (given clusterName has a
value field in SAP LeanIX value of "abc,def,ghi", the multivalue field in SAP LeanIX will
be filled with these values. An additional regEx replace may
be used to remove unwanted space characters if existing in
each field

Fill defined values based on some prefix of incoming data ${data.clusterName.toLowerCase().startsWith('lean') ?

'High' : 'Low'}

Accessing hierarchical data in LDIF data section. ${data.level0.level1a} will result in a string "abc"
Given a data section like this: "data": {"level0":
{"level1a":"abc","level1b":"def"}}

How to efficiently check if a source value is not null and not This could be done by "${data.myKey != null && data.my-
an empty string. Key != ""}. But it can be combined into a short expression:
${not empty data.myKey}

How to do a filter that finds a certain word in a multi line text "onRead": "${lx.factsheet.alias.matches('(?s).\\bwordTo-
field like in description Search\\b.')}"

JUEL Use Cases

Input From Configured

Scenario LDIF JUEL Regex Match Regex Replace Target Field Result

Mixed input "Home Coun- "${data.['Home multi value D

from single and
try": "D" Country']}"
multi value field UK
written to multi "Other Coun- "${data.['Other
value field DK
tries": countries']}"
["UK","DK"]

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Developer Guide PUBLIC 2075
 Input From Configured
Scenario LDIF JUEL Regex Match Regex Replace Target Field Result

Multi value in- "Area": "$ ^EU$ EU / Europe multi value D

put in LDIF to
{data.Area.trim(
multi value in [" EU ","US "," ^US$ US / United UK
)}"
SAP LeanIX APAC "," MARS States
with mapping of ^APAC$ DK
"] "$
defined input APAC / Asia Pa-
{data.Area.trim(
values to alter- cific
)}"
native multi val-
ues in SAP "$
LeanIX, filtering
{data.Area.trim(
out any unde-
)}"
fined values

Multi value in- "flag": ["Impor- "${data.flag}" multi value Important

put data in LDIF tant","Urgent"]
to multi value Urgent
field in SAP
LeanIX

Multiple single "importance": "${data.impor- multi value High Impor-

value Fields in
"High" tance} Impor- tance
LDIF to one
tance"
multi value field "urgency": High Urgency
in SAP LeanIX "High" "${data.ur-
gency}" Ur-
gency

Multi value in- "importance": "${data.impor- single value High Impor-

put data into
"High" tance} Impor- tance
single value
tance"
field in SAP "urgency":
LeanIX (first "High" "${data.ur-
matching will
gency}" Ur-
be selected)
gency

Multi value in- "importance": "${data.impor- ^Top .* single value High Urgency
put data into
"High" tance} Impor-
single value
tance"
field in SAP "urgency":
LeanIX (first "High" "${data.ur-
matching will
gency}" Ur-
be selected,
gency
matching on
second config-
ured input hap-
pens. Impor-
tance would
only match if
value started
with "Top")

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 Input From Configured
Scenario LDIF JUEL Regex Match Regex Replace Target Field Result

Single value in- "importance": "${data.impor- single value high

put data in LDIF "high" tance}"
to single value
field in SAP
LeanIX

Single value in- "importance": "${data.impor- multi value high

put data into "high" tance}"
multi value field
in SAP LeanIX

Single field to "importance": "${data.impor- ^very high multi value nothing written
single field but "high" tance}"
only write if the
input data con-
tains defined
value(s)

Best Name for Fact Sheet

There are situations where it is not easy to find the best potential name for a Fact Sheet based on incoming
data. The best name may not be available as it is not unique. Another use case might be that the source may
provide different candidates for a name where we want to select from best possible option to lower ranked
options automatically based on information availability for each data object.

On the other hand we want to ensure that we do not change names of already created Fact Sheets all of a
sudden just because a better name option became available during an update.

All the above use cases can be covered simply by providing a list of potential name candidates. Every candidate
that results in a null (evaluated in the 'values' section) or is already taken by another Fact Sheet will be skipped.
In case I want to keep a name once set and not changed after creation, admins configure to read current Fact
Sheet content and use the existing name as a first option. This will automatically be skipped if the Fact Sheet is
not yet existing.

Example
Please see the example of a processor and a sample LDIF. You may test play around with matching against
existing Fact Sheet names and remove/rename some of the keys from the source data and do test runs:

Best fact sheet name selection:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {

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 "external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${lx.factsheet.name}"
},
{
"expr": "${data.app}"
},
{
"expr": "${data.app2}"
},
{
"expr": "${data.app3}"
}
]
}
],
"read": {
"fields": [
"name"
]
},
"logLevel": "debug"
}
]
}

Sample LDIF for best name suggestion:

{
"connectorType": "ee",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"description": "Imports kubernetes data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "634c16bf-198c-1129-9d08-92630b573fbf",
"data": {
"app3": "veryLongAndUnhandyNameIDoNotWantToSeeIfPossible",
"app2": "littleBitBetterNameButStillNotGood",
"app": "Best Name"
}
}
]
}

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Using "Integration" Object

Expression Details More Examples

"${integration.now}" Contains the information about the integration.now.plusHours(1) would re-

date and time the synchronization run turn an object showing date and
started. "integration.now" contains a time UTC plus one hour. Con-
Java LocalDateTime object and allows tent like the date of last sync
to call methods with parameters of can be made visible in any SAP
types String or long. E.g. LeanIX field like this "Last sync:
${integration.now.getMonth}.${integra-
tion.now.getDayOfMonth()}.${integra-
tion.now.getYear()}". The values can be
used for filtering and/or to write date
and time to the output of a data pro-
cessor.

"${integration.contentIndex}" Contains the index number of the cur-

rently processed data object. This could
be used to e.g. create a filter for a data
processor to always run for the first
data object of a synchronization run.

"${integration.maxContentIndex}" Contains the contentIndex of the last

data object in scope of the sync run.
Matching this in an advanced filter for
a data processor would ensure the pro-
cessor only runs e.g. when processing
the last data object.

"${integration.toJson(data.Proper- Offers a helper method to convert any

ties)}" given section from the LDIF (data.Prop-
erties in the example) into a valid JSON
string. The JSON can be used to be ren-
dered in a Fact Sheet without any op-
tion to search but dump arbitrary data.

"${integration.toObject(data.Proper- The opposite of "toJson". The method Given a String "{"key1":"value1"}" (a

ties)}" converts any Json String back to the serialized JSON) in a data prop-
corresponding object representation. erty 'json'. The method "${integra-
This might be lists or maps e.g.. tion.toObject(data.json).key1}" will pro-
vide "value1" as the result string after
evaluating the JUEL expression

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Expression Details More Examples

${helper:toActiveLifecycle- Offers a helper method to read the "${helper:toActiveLifecycle-

Phase(lx.factsheet.lifecycle, integra- name of the lifecycle phase at a
Phase(lx.factsheet.lifecycle,
tion.now)}" given point of time. Potential parameter
'2020-02-01'}"
for the current date may be "integra-
tion.now" "${helper:toActiveLifecycle-
Phase(lx.factsheet.lifecycle, integra-
tion.now)}"

Note: In case custom lifecycle

phases are defined, pleases use
the "helper:toActiveLifecyclePhaseOr-
dered" function to ensure ordering
when lifecycle phases occure on the
same date.

${helper:toActiveLifecyclePhaseOr- Same as "helper:toActiveLifecycle- "${helper:toActiveLifecyclePhaseOr-

dered(lx.factsheet.lifecycle, Phase" with an additonal parameter to dered(lx.factsheet.lifecycle,
integration.now, define the order of the phases. integration.now, helper:toL-
helper:toList("planned","phaseIn","ac- ist("phase1","phase2","phase3"))}"
tive","phaseOut","endOfLife"))}"

"${helper:toList('default','optionHigh- Converts a set of strings into a list to This works as well if an array is
Prio','optionMediumPrio','optionLow- be used as parameters in a java String passed to the helper: helper:toList(my-
Prio')}" method String.split(','))

integration.processing.* The methods sum(), distinct(), aver- Even chaining like data.myvalueWithAL-
age(), max(), min(), and getNumbers() ist.getNumbers().distinct().size() works
allow to operate on every list in the to e.g. find out how many different
JUEL scope in order to aggregate data number values are in a given input list.
and work with all lists in a way that is
already supported for variables

integration.processing.mergeList(first- The method merges two source lists Even merging multiple lists is possible
List, secondList) and can be used to iterate over all val- by nesting the calls
ues in multiple different input lists using
one forEach loop

integration.tags.getTagGroupId(tag- Allows to resolve internally used tag The conversion is used in search based
GroupName}" group ids from their external name scope filters to allow Filters based on
tag names their name and not their in-
ternal IDs. Internal IDs are not exposed
easily and will change from workspace
to workspace

integration.tags.getTagId(tagGroup- Allows to resolve internally used tag ids The conversion is used in search based
Name,tagName) from their external name scope filters to allow Filters based on
tag names their name and not their in-
ternal IDs. Internal IDs are not exposed
easily and will change from workspace
to workspace

integration.tags.getAllTagGroups() Allows to work with an object contain- See example configuration "Export all
ing all tag groups and all tags defined in tag groups" below this table
the workspace

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Expression Details More Examples

helper:localDateTimeFrom- Returns a LocalDateTime object repre- Can be used to convert any input string
String(‘2016-03-04 11:30’, ‘yy- senting the time 2016-03-04 11:30 into a localDateTime object. The object
MM-dd HH:mm’, ‘yyyy-MM-dd HH:mm’) and available Java methods can then be
used in the JUEL expression. See Java
documentation:

• LocalDateTime
• SimpleDateFormat

helper:localDateTimeToString(integra- Returns a string “20-07-02 11:30". The See Java documentation for string pat-
tion.now, ‘yy-MM-dd HH:mm’) helper allows to convert any localDate- tern description: SimpleDateFormat
Time object back to a string in the re-
quired format

helper:getDuration(localDateTime,lo- Returns a Duration object to allow flex- The helper will be used to calculate
calDateTime) ible work with the result. See java time differences between two points of
documentation to Duration class meth- time. Writing the age in days to a field
ods. Parameters can be the return is one potential use case. See the Java
of the localDateTimeFromString or in- documentation for methods on the re-
tegration.now as well as localDateTi- turned "duration" object: Duration
meObjects returned by other methods
called.

math:nameOfTheMethod calculates abs, round and other func- For details on supported methods see
tions always on the highest available the Oracle Java documentation.
precision (double). In case a method
returns a double, users can add ". in-
tValue()" to convert to an integer for
display purposes or to push to an inte-
ger field

lx.toOrdinal('fieldName') returns the position of the currently See the configuration example "Calcu-
set value for a SINGLE_SELECT field. lating with single select fields" below
This allows to do calculations on SIN- this table. Please be aware that the
GLE_SELECT fields given the order of fields to be used need to be defined as
the select options reflect a kind of order fields in the "read"-section of the pro-
like "low", "medium", "high" would be cessor as shown in the example.
returned as 0, 1, 2

helper:getFromMap(myMap,myKeyIn- returns the object referenced by the The helper allows to avoid [] syntax to
TheMapAsString) specified key in the provided map. The access elements of a map where dot
helper can be used to access keys syntax is not possible. E.g. in cases
with spaces like a map containing a where the map is "variables" and the
key names "my Important Value", which name of the variable needs to be deter-
cannot be referenced by dot Syntax. mined dynamically.

To test the below example, please change the id in "ids" to an existing internal id of a Fact Sheet in your
workspace. You may just open a Fact Sheet and copy the id from the browser URL.

In real world scenarios, you may not want to export the whole object, but iterate over tag groups or export a
subset of the information.

Example for exporting all tag groups:

{
"scope": {
"ids": [

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 "869ee28b-c60a-4e88-8d18-f9e4ff466456"
],
"facetFilters": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export tag groups and tags",
"processorDescription": "Sample how to export all available tag groups and
all tags as part of one fact sheet export",
"fields": [
"name"
],
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${lx.factsheet.name}"
}
]
},
{
"key": {
"expr": "tagGroupsAndTags"
},
"values": [
{
"object": "${integration.tags.getAllTagGroups()}"
}
]
}
]
}
]
}

A similar configuration will help gathering all tag groups where a specific Fact Sheet has tags set. The
lx.tagGroups list will be filled with all tag groups where the Fact Sheet has at least one tag set. And inside
each tag group element there will be a list of the found tags for the Fact Sheet. The below example filters and
returns only a sub set (default tag group). Just adding "${true}" in the filter will ensure to return all tag groups
and included tags the Fact Sheet has set.

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Reading all tag groups for a fact sheet:

{
"scope": {
"ids": [
"bb8b0b74-f737-4f1b-a937-a06bddf3fe47"
],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export to LDIF",
"processorDescription": "This is an example how to use the processor",
"enabled": true,
"fields": [
"lifecycle",
"location",
"createdAt",
"technicalSuitabilityDescription",
"description"
],
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"
],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId"
],
"constrainingRelations": false
},
"tags": {
"groups": [
"SomeTagGroupName"
],
"multipleGroups": "${dm.tagGroup.name =='Other tags'}"
},
"subscriptions": {
"types": [
"RESPONSIBLE"
]
},
"documents": {
"filter": ".*"
},
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}

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 ]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "Description"
},
"values": [
{
"expr": "${integration.toJson(lx.tagGroups).toString()}"
}
],
"optional": true
}
]
}
]
}

Calculating with single-select fields

This processor enables calculations with single-select fields

Example:

{
"connectorId": "id-92476445-10b3-40f7-9386-6f13c61e4b89",
"connectorType": "ee",
"connectorVersion": "1.2.0",
"processingDirection": "inbound",
"processingMode": "partial",
"processors": [
{
"enabled": true,
"filter": {
"type": "DataObject"
},
"identifier": {
"internal": "${content.id}"
},
"logLevel": "debug",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"processorName": "Apps from Deployments",
"processorType": "inboundFactSheet",
"read": {
"fields": [
"businessValue",
"projectRisk",
"dataClassification"
],
"noNullForOrdinal": true
},
"run": 0,

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 "type": "DataObject",
"updates": [
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "No null - ${lx.toOrdinal('dataClassification')}"
}
]
}
],
"variables": [
{
"key": "deploymentMaturity",
"value": "${data.maturity}"
}
]
}
]
}

Updating multi_select fields from an array

This processor supports updating multi_select fields in SAP LeanIX.

Example. Pre-requisite: Have the multi-select field myMultiSelect available in the workspace with options: FOO
and BAR. Update myMultiSelect field with values from myField in input.

Connector:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications
from Kubernetes Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.app}"
}

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 ]
},
{
"key": {
"expr": "myMultiSelect"
},
"values": [
{
"expr": "$
{integration.output.valueOfForEach}",
"forEach": {
"elementOf": "$
{data['myField']}"
}
}
]
}
]
}
]
}

LDIF input:

{
"connectorType": "Kubernetes",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"description": "Imports Kubernetes data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "634c16bf-198c-1129-9d08-92630b573fbf",
"data": {
"app": "HR Service",
"tags": [],
"myField": [
"FOO"
],
"version": "1.8.4",
"maturity": "3",
"clusterName": "westeurope"
}
},
{
"type": "Deployment",
"id": "784616bf-198c-11f9-9da8-9263b0573fbe",
"data": {
"app": "Finance Service",
"tags": [
"Important"
],
"myField": [
"FOO",
"BAR"
],
"version": "10.5",
"maturity": "5",
"clusterName": "westeurope"
}
}
]

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 }

Remove content from fields

The integration API can be used to remove content. In case Values array contains "null" values after evaluating
all configured elements in the Values Array, the Integration API will try to reset the configured field to an initial
"not filled" state. This is specifically helpful for Single or multi select fields. String fields can simply be cleaned
by passing an empty String. Numbers may rather be set to 0.

To avoid a warning, that no value could be found, ensure the "optional" field is used.

 Note

variableProcessor

Is used to only write values to internal variables. This will be used for aggregation use cases where the LDIF
content needs to be used to only collect values without directly writing anything to SAP LeanIX.

Write-back to Fact Sheet

inboundFactsheet processor, the inboundRelation and the writeToLdif processor allow to read information from
the Fact Sheet (currently supported: fields, relations, subscriptions, tags, documents and metrics) and use
the information when writing back to the Fact Sheet. In case you need to work with read information in other
processors, please write results to a variable first. The below example shows two use case examples, where
a cost field is increased by the incoming value and an update of the risk section will only be done if the
description is not starting with a key word "manually".

The example as well contains information how to use this feature. In case you define the read section for the
inboundRelation processor, the fields will be read for the Fact Sheet defined in the "from" section. You can still
read the fields from the target Fact Sheet using the "relations/targetFields" as shown below.

For the example to work, the workspace needs to contain a Project Fact Sheet with external ID "12345". Or
change the LDIF data to an external ID of a Project Fact Sheet existing in the workspace.

Write to fact sheet based on current content:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Project",
"filter": {
"exactType": "prj"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},

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 "type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "budgetOpEx"
},
"values": [
{
"expr": "${lx.factsheet.budgetOpEx+data.monthlyOpEx}"
}
]
},
{
"key": {
"expr": "projectRisk"
},
"values": [
{
"expr": "${(lx.tags.toString().contains('\"name\":\"MANUAL_INPUT'))?
null:data.risk}",
"regexMatch": ".+"
}
],
"optional": true
},
{
"key": {
"expr": "projectRiskDescription"
},
"values": [
{
"expr": "${(lx.tags.toString().contains('\"name\":\"MANUAL_INPUT'))?
null:data.riskDescription}",
"regexMatch": ".+"
}
],
"optional": true
},
{
"key": {
"expr": "metrics"
},
"values": [
{
"expr": "${integration.toJson(lx.metrics.variableName.values)}"
}
]
}
],
"logLevel": "debug",
"read": {
"fields": [
"budgetOpEx"
],
"tags": {
"groups": [
"Other tags"
]
},
"relations": {
"filter": [
"relToParent",
"relApplicationToITComponent"

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 ],
"fields": [
"description"
],
"targetFields": [
"displayName",
"externalId",
"location"
]
},
"subscriptions": {
"types": [
"RESPONSIBLE"
]
},
"metrics": [
{
"name": "variableName",
"measurement": "money",
"fieldName": "dollars_per_day",
"aggregationFunction": "MEAN",
"groupBy": "1h",
"start": "2020-01-20T00:00:00Z",
"duration": "P0DT24H30M",
"rules": {
"key": "factSheetId",
"comparator": "=",
"compareWith": "${lx.factsheet.id}"
}
}
],
"impacts": {
"readAll": true
}
}
}
]
}

Sample LDIF:

{
"connectorType": "showcaseUpdate",
"connectorId": "showcaseUpdate",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"content": [
{
"type": "prj",
"id": "12345",
"data": {
"monthlyOpEx": 50000,
"risk": "lowProjectRisk",
"riskDescription": "The risk is considered to be low."
}
}
]
}

Example to access fields on relations and on the target Fact sheet of a relation:

{
"lx.relationsElement": {
"id": "9316291b-361a-4050-ac79-bf9f96811fb1",
"type": "relApplicationToITComponent",
"target": {

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 "id": "161abc0d-7bed-4440-b756-5c14a741e1ad",
"name": "Application Development",
"type": "ITComponent"
},
"activeFrom": "2021-01-18",
"description": ""
}
}

 Note

Access to fields on relations and relation target fields.

By defining the fields on the relations and on the target Fact Sheets of a relation, admins can use the
values in JUEL expressions in the output section. The found relations need to be iterated using "forEach".
Each element will then contain the standard information about e.g. name and type of a relation plus the
requested fields. They can be accesses following the structure shown in the below example

Dynamic definition of Fact Sheet fields to read

Sometimes it is helpful to decide at run time which fields from a Fact Sheet to read and not hard code the
names of the fields in the configuration.

For this purpose, Integration API allows to define a key "multipleFields" and a value that is a JUEL expression
and will be resolved to boolean true and false. The Integration API will iterate over all available fields taken
from the data model and allow the expression to do any filter logic required. As input value, the currently
iterated field can be used with "dm.factSheetField.name". The type of the field can be identified with
"dm.factSheetField.type"

In following JUEL expressions like forEach or update section, the list of read fields can be used with
dm.factSheetFields, which is an object with keys: name, type and factsheetType

The below example would read all fields of type "STRING" from a Fact Sheet.

Dynamic fact sheet fields:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"read": {

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 "multipleFields": "${dm.factSheetField.type=='STRING'}"
},
"updates": [
{
"key": {
"expr": "${integration.valueOfForEach.name}"
},
"values": [
{
"expr": "${lx[integration.valueOfForEach.name]} - added by Integration
API"
}
]
}
],
"forEach": "${dm.factSheetFields}",
"logLevel": "debug"
}
]
}

In the sample, all String fields of the Fact Sheet get a string " - added by Integration API" appended.

multipleFields can be used for relations as well.

After evaluation of dynamic relation reading, fields dm.relationFilters[], lx.relationTargetFields[] and

lx.relationFields[] are available.

Multiple fields on relations:

"multipleFields": "${data.fieldsToRead.contains(dm.relationField.name) &&

dm.relationField.type=='relToParent'}"
"multipleTargetFields": "${data.fieldsToRead.contains(dm.factSheetField.name) &&
dm.relationType=='relToParent'}"
"multipleFilters": "${data.myDynamicRelationList.contains(dm.relationType)}",

Same way, dynamic definition of Tags can happen: (after execution, the collected tag groups are available in a
"lx.tagGroups" list.

In the filter "multipleGroups", the object of the currently iterated tag group "dm.tagGroup" can be used.

Dynamic tag group definition:

{
"read": {
"tags": {
"multipleGroups": "${true}",
"groups": [
"Cloud Transformation"
]
}
}
}

 Note

Availability of information read from the Fact Sheet.

Information read from the Fact Sheet is available in the output section. The information is not available in
the outer forEach, in the identifier and the filter section. The reason for this is, that at the time when the
content in these sections is evaluated, the target Fact Sheet is not yet identified.

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Auto deletion with inboundProcessors

Integration API supports the processing mode "full" mode when creating the configuration. Only in case, the
configuration is set to mode "full", a section "deletionScope" is read from the processor configuration. The
following operations are supported:

• Deletion of Fact Sheets If that section does contain a key "factSheets", all Fact Sheets matching the scope
query inside will be removed if they are not found in the processed LDIF
• All Fact Sheets that match the deletion scope but are not touched by an inbound Data Processor during
processing, will be removed (set to "Archived")
• Relations can be automatically removed as well. The structure to define relations to be deleted is similar.
See an example configuration below. The example removes all relations but by narrowing the scope to
fewer Fact Sheets, only for these Fact Sheets relations will be removed
• Documents can be deleted by defining a scope of Fact Sheets and adding a regular expression pattern to
match the documents by name that may be removed if they are no longer referenced by the incoming LDIF
data

How does this work? Do I need to delete any data manually or first delete in a processor?

The concept of deletion is unique with the Integration API in that there is no active deletion needed by the user.
All the deletion is done by the iAPI automatically through the configuration of a 'deletion scope'.

The logic of deletion works as follows:

1. In an inbound 'Run', factsheets and other data like tags or relations are created and updated. These actions
of creating or updating mark artifacts as 'touched'.
2. Upon finishing a the 'Run', the API determines which artifacts within the defined deletion scope have not
been touched at all in the course of the run and these untouched artifacts are deleted.
3. This prevents constant “delete-create-delete-create” cycles that would be visible in the audit log of
factsheets and avoids any manual work deletion any data

 Note

Sending data for an archived Fact Sheet in the SyncRun.

In case an archived Fact Sheet exists in the Workspace with the same externalId as sent in one of the input
LDIFs, Integration API will create a new FactSheet rather than recovering the deleted Fact Sheet, this is
done in order to avoid unexpected data on the archived Fact Sheet reflected on the Active Fact Sheet.

This scenario can only happen when the "uniqueFactSheet" attribute for a Fact Sheet is set to "false" when
set to "true" externalIds are already cleared while archiving a Fact Sheet.

 Note

Please note that you can define multiple sets of deletion scopes for every type (e.g. 2 Fact Sheet deletion
scopes and 3 relation deletion scopes). Processed items during synchronization runs will be compared
against each set separately. Any item in each deletion scope definition will be removed if not touched
during processing. It is allowed to even define overlapping scopes. Each item will be handled once only.

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Example
The example processor in this section removes the following data from a workspace:

• All project fact sheets that are no longer part of the incoming LDIF data
• All relations from applications to IT components
• All documents prefixed with "MyDocs_"

 Caution

Before running this example processor, consider implications and always proceed with caution. The
processor is configured to delete all project fact sheets present in the workspace. To limit the deletion
scope, modify the code so that a tag such as "TEST_PRJ" is assigned to test projects. You can add this tag
as a facetFilter to the deletion scope definition as shown below:

{
"facetKey": "${integration.tags.getTagGroupId('Testing')}",
"operator": "OR",
"keys": [
"${integration.tags.getTagId('Testing','TEST_PRJ')}"
]
}

Run this example processor multiple times to first create all projects, then remove one item and try again.

Sample configuration for processingMode "full" to remove projects automatically:

{
"deletionScope": {
"maximumDeletionRatio": {
"relations": 40,
"factSheets": 30
},
"factSheets": [
{
"scope": {
"facetFilters": [
{
"keys": [
"Project"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
],
"ids": []
}
}
],
"relations": [
{
"relationTypes": [
"relApplicationToITComponent"
],
"scope": {
"facetFilters": [],
"ids": []
}
}
],
"documents": [
{
"documentMatches": [

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 "^MyDocs_.*"
],
"scope": {
"facetFilters": [
{
"keys": [
"Project"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
],
"ids": []
}
}
]
},
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Deployments",
"type": "Project",
"filter": {
"exactType": "prj"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.name}"
}
]
}
],
"enabled": true,
"logLevel": "debug"
}
]
}

Sample LDIF:

{
"connectorType": "prjFull",
"connectorId": "prjFull",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"content": [
{
"type": "Project",
"id": "prj-42",
"data": {

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 "name": "Project 42"
}
},
{
"type": "Project",
"id": "prj-43",
"data": {
"name": "Project 43"
}
},
{
"type": "Project",
"id": "prj-44",
"data": {
"name": "Project 44"
}
}
]
}

Remove tags

Deletion of Tags works similar. One or more deletion scope sections of type "tags" needs to be configured. The
scope defines the set of Fact Sheets to be looked at when removing tags and allows to configure a tag group
and a tag name to be deleted. Tag names support regular expression matching to allow removal of tags based
on name patterns. Please note that tags will be removed from the Fact Sheets where no longer referenced by
processors adding them but tags themselves will not be deleted.

The following example processor removes tags and subscriptions from fact sheets.

Example configuration to remove tags and subscriptions from fact sheets:

{
"deletionScope": {
"maximumDeletionRatio": {
"tags": 40
},
"tags": [
{
"tagScopes": [
{
"group": "myGroup",
"tag": "Prefix_.*"
}
],
"scope": {
"facetFilters": [
{
"keys": [
"Project"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
],
"ids": []
},
"advanced": "${lx.tag.tagGroup.name==null}"
}
],
"subscriptions": [

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 {
"subscriptionScopes": [
{
"type": "RESPONSIBLE",
"roles": [
"My Role"
]
}
],
"scope": {
"facetFilters": [
{
"keys": [
"Project"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
],
"ids": []
}
}
]
},
"processors": []
}

Preventing removal of items

The Integration API can be configured to not delete any configured item if the ratio of to be deleted items
in any deletion scope exceeds a defined ratio compared to the total items in scope for the deletion scope.
This can be used to protect the existing data in case of erroneously sending incomplete data into a full scope
synchronisation with deletion defined. by defining "maximumDeletionRatio" for each type of deletion scope,
this mechanism can be used. A format example can be found in the examples above. A threshold of 30 means
that all deletion will be stopped if 30% or more items would be deleted for a given deletion scope.

 Note

To create valid JSON content to define the scope of Fact Sheets to be deleted if they no longer exist in
the incoming LDIF, admins may want to use an outbound configuration. Using this configuration, a Button
"Scope" is available that opens the facet filter UI. Once confirmed, the scope is automatically pasted to the
processor configuration. Admins may copy and paste it into the inbound configuration where they need to
use automatic deletion.

Advanced deletion

The functionality to delete content for elements we do no longer see references in the LDIF, can be used in
an even more advanced was if required. The deletion scope for Relations, Tags and Documents may contain
an optional key "advanced". If configured in the specific deletion scope, the value is evaluated as a JUEL
expression resulting in "true" or "false". Only such elements will be added to the scope of elements potentially
to be deleted if not touched where the JUEL expression evaluates to "true".

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Multiple deletion scopes of same or different types can be defined. Please note that deletions of Fact Sheets
will always happen last. This allows to use the Fact Sheet meta data lx.factsheet.* even for Fact Sheets that
will be deleted. If allows to even use the owner field of the Fact Sheet deletion and evaluate in a relation, tag,
document or subscription deletion scope in the state before the owner of the current run will be removed from
the field (see ownership concept of advanced Fact Sheet deletion)

Please note, that currently no content from fields of type projectStatus is available for advanced deletion.

The information about the current Fact Sheet (for relations always the source Fact Sheet of a relation) is
available using "lx.factsheet.*". All fields of the Fact Sheet can be used. In addition, all meta data fields of
relations, documents and tags can be used in the JUEL for the related type of deletion scope.

Sample configuration to execute an advanced filter on document meta data:

{
"deletionScope": {
"factSheets": [
{
"scope":
{
"facetFilters": [
{
"keys": [
"Project"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
],
"relations": [
{
"relationTypes": [
"relProjectToITComponent"
],
"scope": {
"ids": [],
"facetFilters": []
},
"advanced": "${lx.relation.description.contains('from hr service')}"
}
],
"documents": [
{
"documentMatches": [
".*"
],
"scope": {
"facetFilters": [
{
"keys": [
"Project"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
},
"advanced": "${lx.document.documentType.equals('jira') ||
lx.document.name.equals('someName') }"
}
]
},

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 "processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Read Projects",
"processorDescription": "Creates LeanIX Projects from Project Management
Solution",
"type": "Project",
"filter": {
"exactType": "prj"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
}
}
]
}

Deletion for multiple external sources

Advanced deletion is as well available for Fact Sheets but works slightly different. Advanced Fact Sheet deletion
supports multiple external sources for one SAP LeanIX Fact Sheet. Deletion would not happen unless the last
referenced source of a Fact Sheet does not longer contain information about the Fact Sheet.

This functionality is helpful in cases where a Fact Sheet might be created and again removed by potentially
more than one foreign system providing separate LDIF to update the SAP LeanIX side.

In cases, where the Fact Sheet was no longer referenced by one of the sources, a deletion would not be a valid
solution unless all sources no longer contain the information.

For such cases, the advanced deletion allows every sources to set a unique id as a marker. If this marker,
called "owner", was found in the configuration, the Integration API first checks the field with all markers and
only removes (archives) the Face Sheet if the list of markers found in the field is empty. The field to store the
markers needs to be created in the data model as a standard String type. Integration API will read the content
ant treat as a JSON list.

The below example shows example usage including the way to add the marker for a specific owner as part of
the output section.

Please note that the example uses the "alias" field to store the owner information. This is for testing and
demonstration as it allows easy inspection and required no data model work. For production usage, this needs
to be written to a new created field not visible in the UI.

Advanced fact sheet deletion:

{
"deletionScope": {
"factSheets": [
{
"scope": {
"ids": [],
"facetFilters": [

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 {
"keys": [
"Process"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
},
"owner": {
"fieldName": "alias",
"ownerId": "myOwner"
}
}
]
},
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Process",
"identifier": {
"external": {
"id": {
"expr": "fullSyncOwnerTest ${integration.valueOfForEach}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "Full Sync Owner Test ${integration.valueOfForEach}"
}
]
},
{
"key": {
"expr": "alias"
},
"values": [
{
"expr": "${helper:addIfNotExisting(lx.factsheet.alias, 'myOwner')}"
}
]
}
],
"enabled": false,
"forEach": "${data.tags}",
"logLevel": "debug",
"read": {
"fields": [
"alias"
]
}
}
]
}

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Delete tags of multiple groups

Use case: Remove all tags of two tag groups from Fact Sheets of a given type can be performed as easy as
shown in the below example. The deletion scope marks all Fact Sheets with tags in the tag groups and the given
Fact Sheet type to be deleted if not touched. Then the processor configuration stays empty. No Fact Sheet will
be touched when processing. At the end of the run, all tags will be removed.

Please do not forget to increase the deletion limit set to 50% by default to 101 to allow removing even 100% of
the tags.

Removing all tags from all fact sheets of a specific type:

{
"deletionScope": {
"maximumDeletionRatio": {
"tags": 101
},
"tags": [
{
"tagScopes": [
{
"group": "Cloud:Region",
"tag": ".*"
}
],
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"CloudComponent"
]
}
],
"ids": []
}
},
{
"tagScopes": [
{
"group": "Cloud:Cloud Service",
"tag": ".*"
}
],
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"CloudComponent"
]
}
],
"ids": []
}
},
{
"tagScopes": [
{
"group": "Cloud:Tech Category",
"tag": ".*"
}
],

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 "scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"CloudComponent"
]
}
],
"ids": []
}
}
]
},
"processors": []
}

Deletion of Subscriptions

Example configuration to use advanced deletion on subscriptions. Here, to remove all subscriptions
on application Fact Sheets that have an anonymised user as a subscriber for a subscription of type
"RESPONSIBLE".

Please note, that the below configuration does not configure any processors, thus can work with an empty LDIF
as input to trigger Integration API.

Delete all RESPONSIBLE subscriptions of anonymized users for application fact sheets:

{
"deletionScope": {
"subscriptions": [
{
"subscriptionScopes": [
{
"type": "RESPONSIBLE",
"roles": []
}
],
"scope": {
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
},
"advanced": "${lx.subscription.user.userName=='AnonymizedUser'}"
}
]
},
"processors": []
}

Empty LDIF for advanced deletion:

{
"connectorId": "subscription",

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 "connectorType": "subscription",
"connectorVersion": "1.0.0",
"content": [],
"lxVersion": "1.0.0"
}

 Note

Using External IDs in pathfinder search scopes.

When working with integrations, specifically with deletion scopes it is handy to know that pathfinder is
capable filtering documents by their external id. and not only by internal id which is most of the times not
known to foreign systems.

To filter by external ids, just use the field "externalIds" instead of "ids" in the search scope definition.

Please note that Pathfinder required a special syntax when defining external ids using the name of the
externalID field, a slash ("/") then value of the externalId.

Example for the default externalId field:

"externalIds": ["${'externalId/'.concat(header.customFields.myExternalId)}"]

Data exchange and Aggregation between Objects

In some situations it may be required to use information from multiple Data Objects and store a joint
result in another entity like a Fact Sheet or Relation. Even Creating specific relations if we find certain value
combinations in different Data Objects is possible.

In order to perform such operations, a "variables" section is available to write and add to, while iterating over
Data Objects. Data Processors in the following Runs (!! Not in the same Run) can then read the values and
perform defined operations on them.

This works in the following steps:

Working with Variables Details Example

Define the variable with a default value This avoids errors if a variable was
never written but later a try to access is
configured (example in the admin sec-
tion of the UI)

Write additional values to the variable This is available on all Data Processors
by adding a "variables" section (same
structure as in step 1) and assigning a
value to the variable.

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Working with Variables Details Example

In a subsequent "Run", processors can Variables can have dynamic names As an example, the user needs to
access the variable and perform opera- based on content. In combination with collect cost data from various data
tions on it or even use the variable in the "forEach" feature, this allows pow- objects. The cost data needs to be
the "forEach" section (see below) to ex- erful use cases. grouped by the subscription they be-
ecute steps for every entry for the varia- long to. Each data object contains the
ble cost in field "cost" and the id of the
subscription in a field "subscriptionId".
The user simply needs to collect all
subscriptions in a variable "subscrip-
tionList" and add each found cost to
another variable named "_cost". in the
next run, a data processor iterates
over all unique entries in "subscrip-
tionList" ("forEach": "${variables.sub-
scriptionList.distinct()}". Then the ag-
gregated cost variable can be accessed
by using the name taken from "inte-
gration.valueOfForEach" plus "_cost".
Please see the example below.

Writing Variables using Expressions

The following example shows how to write variables using expressions to define names and values.

{
"variables": [
{
"key": "prefix_§{dataMyNameFromDataObjectValue}",
"value": "${data.myValueFromDataObject}"
}
]
}

Below is an example of a processor with a matching LDIF that shows how variables work. In the first run which
is marked by the processor with "run": 0, the variable section can be called on with the key aggregatedCosts
and gathers together all the costs in the data section of each entry of an LDIF that is gathered by the filter in
place. In this case, that filter is a Fact Sheet of type ITComponent. In the next run marked with "run": 1, the
processor is calling the sum function on the variable aggregatedCosts and writing the sum to the description
field of the Fact Sheets that fall under the specified filter, which in this case is all the Applications in the LDIF.

The example's result is three Fact Sheets created, two IT Components, and one Application with a description
of 11. Note that the costs of the IT Components were not written in the IT Component's Fact Sheets.

Using variables in processors:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Create IT Components",
"processorDescription": "One Processor for IT Components",
"enabled": true,
"type": "ITComponent",

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 "identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"filter": {
"exactType": "ITComponent"
},
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.name}"
}
]
}
],
"variables": [
{
"key": "aggregatedCosts",
"value": "${data.cost}"
}
]
},
{
"processorType": "inboundFactSheet",
"processorName": "Create Applications",
"processorDescription": "Aggregated IT Costs in Application's Description",
"enabled": true,
"type": "Application",
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 1,
"filter": {
"exactType": "Application"
},
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.name}"
}
]
},
{
"key": {
"expr": "description"
},

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 "values": [
{
"expr": "${variables.aggregatedCosts.sum()}"
}
]
}
]
}
],
"variables": {}
}

Sample LDIF:

{
"connectorType": "ee",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"content": [
{
"type": "ITComponent",
"id": "itc1",
"data": {
"name": "IT1",
"cost": 5
}
},
{
"type": "ITComponent",
"id": "itc2",
"data": {
"name": "IT2",
"cost": 6
}
},
{
"type": "Application",
"id": "app",
"data": {
"name": "My App"
}
}
]
}

Dynamic Variable Handling

Example for dynamic variables:

${variables[integration.valueOfForEach.concat('_cost')].sum()}
(which is same as: variables['12345_cost'].sum() in case valueOfForEach is
"12345")

Supported Dynamic Variable Operations

Supported operations are listed below. Each invalid entry will be counted as "0" when calculating.

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Method Details

myVariable.sum() Creates a number adding all values in the variable

myVariable.get() Reads the variable as a single value (first value)

myVariable.join(String delimiter) Creates a String concatenating all values using the passed
string. E.g. myVariable="1","2","3"] will be converted to "1, 2,
3" by variables.myVariable.join(', ')

myVariable.distinct() Returns the same list of values but with duplicate entries
removed. The result can be used to do further calculations
like e.g. variables.myVariable.distinct().join(', ') to show all
unique entries

myVariable.contains(String value) Returns a boolean that e.g. can be used in advanced filters
for Data Processors to execute a Data Processor only if cer-
tain values occur in a variable

myVariable.count() Returns a number of entries in the variable

myVariable.average() Calculates the math average of all values. non numerical

values will be ignored

myVariable.toList() Converts to a Java-List in order to execute standard java list

methods

myVariable.max() Selects the highest number value in the variable and returns
it

myVariable.min() selects the lowest number value in the variable and returns it

myVariable.getNumbers() Filters out all non-numeric values and returns a list of values
other methods explained can be executed on. In the variable
and allows to safely calculate average, min, max.. avoiding
errors with values added that cannot be converted to a num-
ber myVar.getNumbers().average() uses the numbers only
that have been added to the variable

myVariable.selectFirst() Picks the first available String from method parameters

that match any of the values of myVariable. If nothing
was matched, the first parameter will be selected (de-
fault). Please note that the list of options to match
needs to be provided as a list as JUEL does not allow
a parameter list variable parameters. A helper function
was added to allow creation of a list from any string
split result (array). Example: variables.myVariable.select-
First(helper:toList('default','optionHighPrio','optionMedium-
Prio','optionLowPrio'))}

forEach Logic

Each data processor provides additional capabilities to handle values that are lists. Using the standard
functionality, every data processor will be executed exactly one time for each data object sent to the
Integration API.

Sometimes however, there is a need to update multiple Fact Sheets or multiple fields in a Fact Sheet for each
value we find in a list of values found in the LDIF.

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Iterate over lists in Data Processor Configuration:

{
"data": {
"attachedDocuments": [
{
"extension": "vsdx",
"name": "thediagram.vsdx",
"displayName": "Diagram",
"url": "sotrage.azure.com/123/thediagram.vsdx",
"content": null
},
{
"extension": "docx",
"name": "thedoc.docx",
"displayName": "Documentation",
"url": "sotrage.azure.com/123/thedoc.docx",
"content": null
},
{
"extension": "html",
"name": "webpage.html",
"displayName": "Web Page",
"url": null,
"content": "<body>the vm 789 ...</body>"
}
],
"version": "1.8.4",
"myForEachField": "attachedDocuments",
"maturity": "3",
"note": "I did the first comment here",
"Home Country": "D",
"Other Country": "UK",
"clusterName": "leanix-westeurope-int-aks"
}
}

inboundFactSheet ForEach example:

{
"processorType": "inboundFactSheet",
"processorName": "Deployment To Application",
"processorDescription": "The processor creates or updates an Application from
every data object of type 'Deployment'",
"type": "Application",
"name": "My Awesome App",
"run": 0,
"enabled": true,
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"filter": {
"exactType": "Deployment"
},
"forEach": "${data.myForEachField}",
"updates": [
{
"key": {
"expr": "name"

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 },
"values": [
{
"expr": "${data.attachedDocuments[integration.indexOfForEach].name}", //
or in short: ${integration.valueOfForEach.name}, remove this comment before
trying
"regexReplace": {
"match": "",
"replace": ""
}
},
{
"expr": "${data.value}"
}
]
}
]
}

Using the "forEach" section in each data processor as in the example above. Will result in executing the data
processor "Deployment To Application" four times for the given data object and each run will allow the user to
use the index of the current iteration in all expressions (integration.indexOfForEach).

To fill some output field of the data processor with the specific url (see example above), the configuration
would look like this: ${data.attachedDocuments[integration.indexOfForEach].name}. This will generate the
three different names of the attached documents in each run of the data processor. This could be used to
create separate Fact Sheets and relations from the source data.

There is another way to access the value of the element referenced by the current index:

${integration.valueOfForEach}

Which is the same as:

${data.attachedDocuments[integration.indexOfForEach].name}

The index variable however can be used to reference the same index of another list element e.g. Important
note: The admin can configure a "regexReplace" section in the forEach section. This will allow to manipulate
the JSON representation of the value object resulting from the expression. In case such a manipulation is
configured, it will have impact on the "integration.valueOfForEach" and not alter the original data one may
reference using the indexOfForEach variable in the original data and reference manually.

Of course, the logic could be used to always execute a data processor n times. Just add
'[1,2,3]' as configuration and the data processor will execute three times with the index variable
integration.indexOfForEach set to 0-2 for reference.

In case the field 'attachedDocuments' is not available or contains an empty list, the data processor will not
execute (operate on an empty list). In case the url is a single value and no list, the data processor will execute
once.

The Integration API allows to iterate over list values and map values. In case of iterating over a map,
indexOfForEach will always return -1 as maps are not sorted. For maps there is an additional variable
"keyOfForEach" available providing access to the name of the key. The value will be accessed with
"valueOfForEach"

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Example: forEach

Sample LDIF with a map:

{
"connectorType": "ee",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"content": [
{
"type": "Deployment",
"id": "634c16bf-198c-1129-9d08-92630b573fbf",
"data": {
"app": "HR Service",
"version": "1.8.4",
"myList": [
"lValue1",
"lValue2"
],
"myMap": {
"key1": "value1",
"key2": "value2"
}
}
}
]
}

Iterate over maps:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.app}"
}
]
},
{

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 "key": {
"expr": "description"
},
"values": [
{
"expr": "${integration.keyOfForEach}: $
{integration.valueOfForEach}"
}
]
}
],
"forEach": "${data.myMap}",
"logLevel": "debug"
}
]
}

For each logic can as well be applied inside the value section for and update key. The list or map will be iterated
and the values result will contain n entires that are then mapped to the defined key. Please ensure to set the
mode to "list" if not only the first value is to be used as a result (default mode for every key in the update
section of a processor is "selectFirst" to only take the first non null result from what was defined in the values
array. The "inner forEach" is behaving exactly as if the admin defined a fix number of elements in the "values"
section.

Example: Nested forEach

Using all three options to iterate with "forEach" functionality, Integration API now allows to ingest data in LDIF
where data structures are nested up to three levels.

Example configuration of "inner forEach":

{
"key": {
"expr": "targetITComponents"
},
"mode": "list",
"values": [
{
"forEach": {
"elementOf": "${lx.relations}",
"filter": "${true}"
},
"map": [
{
"key": "id",
"value": "${integration.output.valueOfForEach.target.id}"
},
{
"key": "type",
"value": "${integration.output.valueOfForEach.target.type}"
},
{
"key": "name",
"value": "${integration.output.valueOfForEach.target.displayName}"
}
]
}
]
}

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Given the processor was configured to read relations (read section) and put the results into a list "lx-relations",
the above example of an outboundFactsheet processor, will output all relation results into an array as value of a
key named "targetITCmponents".

Please note that admins may configure the filter JUEL expression evaluating to boolean in order
to not have some of the input list elements in the output. The JUEL may contain references to
"integration.output.valueOfForEach" and filter on any content.

A third option to iterate using "forEach" is to add the key at the level of "updates". It allows to create a dynamic
set of field updates to be pushed to e.g. a Fact Sheet. In the below example the fields to be updated will be
read from the incoming LDIF. In order to execute the example, the referenced Fact Sheet needs to already exist.
Most easy way is to one time execute the "starter example" configuration on the workspace.

Example: forEach to update dynamic fields

Example how to use forEach to update a dynamic set of fact sheet fields:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"logLevel": "debug",
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"updates": [
{
"key": {
"expr": "${integration.updates.keyOfForEach}"
},
"values": [
{
"expr": "${integration.updates.valueOfForEach}"
}
],
"forEach": {
"elementOf": "${data}",
"filter": "${integration.updates.valueOfForEach!='toBeFiltered'}"
}
}
]
}
]
}

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Sample LDIF:

{
"connectorType": "Kubernetes",
"connectorId": "Kub Dev-001",
"connectorVersion": "1.2.0",
"lxVersion": "1.0.0",
"description": "Imports Kubernetes data into LeanIX",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Deployment",
"id": "634c16bf-198c-1129-9d08-92630b573fbf",
"data": {
"name": "HR Service",
"version": "toBeFiltered",
"description": "test description"
}
}
]
}

Use "object" key to output all objects

The "object" key might be used instead of "map" or "expr" to retrieve a representation of any potential input
object as a defined value. This allows to easily export all information without need to know about the details
inside the object.

Use Object key Value:

{
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
}
],
"ids": [
"90a8296c-92fe-4009-a4cf-21db710719ec"
]
},
"processors": [
{
"processorType": "outboundFactSheet",
"logLevel": "debug",
"fields": [
"lifecycle"
],
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{

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 "expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "${lx.factsheet.type}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"object": "${lx.factsheet.lifecycle}"
}
]
}
]
}
]
}

Filter Processor execution based on current Fact Sheet content

Using the onRead filter in an inbound processor allows to execute a processor based on currently existing Fact
Sheets. The processor can be configured to only execute if a Fact sheet already exists or if the Fact sheet has
defined values in some fields.

Or exactly the other way round: The Processor may only be executed if the Fact Sheet does not yet exist.

The following Example shows a Processor that will execute if a Fact Sheet exists that has a defined name and
is flagged with a certain Tag. It adds " (Cloud)" to the name of a Fact Sheet if current the name is exactly as
defined in the data object and a tag "Public Cloud" in a tag group "Cloud Transformation" is set on the Fact
Sheet.

Processor configuration to demonstrate the onRead filter:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment",
"onRead": "${lx.factsheet.name==data.name && lx.tags.size()>0 &&
lx.tags[0].name=='Public Cloud'}"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"

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 },
"type": {
"expr": "externalId"
}
}
},
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${lx.factsheet.name} (Cloud)"
}
]
}
],
"logLevel": "debug",
"read": {
"fields": [
"name"
],
"tags": {
"groups": [
"Cloud Transformation"
]
}
}
}
]
}

 Caution

The onRead filter is only available for inbound processors. The outbound processor will ignore setting this
filter configuration.

Functionality is available same way outbound however as it is possible to use read content in the
"advanced" filter like e.g. "filter": {"advanced": "${lx.relations.size()>0}"}, for cases where you only want
to export if any requested relation was found

 Note

Order of RegEx execution.

Using the replace regEx will allow to modify the output after applying the match regEx

Load large LDIFs

Depending on the source of the incoming data, LDIF files can be very large. The Integration API may not accept
LDIF larger than 50 MB. If your file is bigger, it needs to be provided as a URL reference on an Azure Blob
storage.

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The configuration can be added to the Processor configuration part:

Read LDIF from Azure Blob Storage:

{
"dataProvider": {
"url": "${header.customFields.url}"
},
"processors": [
]
}

The value can be configured fix or as in the example passed in as part of the custom fields information in the
LDIF. Please ensure to not send the "content" section in case you want to read from Azure. If content is part of
the API call, this content will be used instead of the content in the Azure storage.

The URL needs to contain the path to the blob storage entry plus the Azure SAS token. For details, refer to the
Azure documentation .

 Note

No support for IP whitelisting.

Please note that we process from our Azure infrastructure where IP addresses can dynamically change.
Reading data from a URL only works if no IP whitelisting is set. Instead SaS tokens with limited ttl can be
used.

Long running API calls

The default behaviour of Integration API is to execute all changes with the user that is provided by the API client
when logging in. E.g. the history of factsheets will show this user as the one executing the changes as if the user
logged into the SAP LeanIX UI and did the changes manually. This is easy to understand and communicate. In
some situations however, it may not be sufficient.

Use Cases may be:

• The process takes more than 60 minutes.

• All changes the API does are caused by different login users, but should rather be shown to the user as a
change the Integration API did instead of showing all the different API users.

In order to support long running inbound or outbound processes, an API Token may be provided in the
configuration. This will be used instead of the access token that comes with the call from the API (as it will
expire after one hour and does not contain any refresh token to grant access to the workspace data for more
than 60 minutes)

Configure API Token as part of the Processor configuration:

{
"credentials": {
"apiToken": "..."
},
"processors": [
]
}

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As an alternative, the Integration API can be configured to use a "Technical User" for accessing the SAP LeanIX
Pathfinder backend. This user called INTEGRATION_API will be automatically created in the workspace by the
API if it is not existing.

To use the Technical Users, please add the following section.

Usage of the default Technical User by the Integration API:

{
"credentials": {
"useTechnicalUser": true
},
"processors": [
]
}

Executing Processor Configurations with Custom Technical Users

Besides using the default technical user that is created by the integration, it is possible to use technical users
that are already set up in the workspace. To execute a processor configuration with a custom technical user,
the user ID of the technical user has to be added to the credentials section of the configuration. In the following
example, the CUSTOM_TECHNICAL_USER_ID placeholder would need to be replaced by the ID of the technical
user that will be used when reading data from or writing data to your workspace.

Usage of a Custom Technical User by the Integration API:

{
"credentials": {
"technicalUserId": "CUSTOM_TECHNICAL_USER_ID"
},
"processors": [
]
}

Restricting the Execution of Processor Configurations

To restrict the execution of processor configurations to specific users, you can add the
executionRestrictions object next to the processors of the configuration.

Restricting the execution of Integration API processor configurations:

{
"executionRestrictions": {
"defaultTechnicalUser": true,
"userIds": ["USER_ID"]
},
"processors": [
]
}

The defaultTechnicalUser parameter specifies whether the default technical user should be allowed to
execute the configuration, while the userIds parameter specifies the user IDs of the users that should be

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allowed to execute the configuration. To restrict execution to multiple users, simply add their user IDs to the
userIds array.

Both parameters are optional and when the executionRestrictionsobject is specified and keept empty no
user will be able to execute the processor.

Search Based Matching of Fact Sheets

When using the "search" based identification of the Fact Sheet that are supposed to be updated by the
incoming data object, then the section may contain a section to limit the scope of searched Fact Sheets and an
expression filtering the Fact Sheets that should be updated.

In case Integration API iterates over a search result, two variables can be used in all JUEL expressions:
search.resultSize (indicating the total number of items we iterate over in the processor) and search.resultIndex
(number of current item being iterated)

When configuring an inboundFactsheet processor, a key "search" is now allowed. the value of this key is an
object as defined in the example below. One or more Fact Sheets may be identified by the search and be
updated based on the same data object in the LDIF.

The search works in two steps:

1. The "scope" defines a search against the pathfinder backend and limits the number of Fact Sheets to be
matched. A valid scope can e.g. be created by using an outbound Integration API configuration and click on
"set scope". Then the Scope can be copied from there.
2. After reducing the scope of Fact Sheets potentially in scope as good as possible with pathfinder filtering
options, an additional JUEL expression is being executed to further narrow down the scope (key: "filter").
This is the far more costly process but allows much more flexibility identifying the right Fact Sheets.
Admins should always try to limit the scope in phase 1 as far as possible to avoid long processing
times. In the JUEL expression all fields defined in the "read" section can be used for filtering (e.g. $
{lx.factsheet.description.startsWith('Autoupdate: ')}

As the Outcome, all identified Fact Sheets will be processed as if they had been found by the processor one by
one.

The "search" key can be used in conjunction with the "external" key. In this scenario, the Integration API first
tries to find based on the external ID. If that fails, the search will be executed. If that fails as well, the integration
API will try to create the Fact Sheet based on information in the "external" value. The last step can be avoided if
creation is not allowed for the use case by adding an onRead filter and check for "lx.factsheet" not being null.

From a use case perspective, it allows to search for a Fact Sheet with a specific external id, if not existing then
search for a Fact Sheet with e.g. a specific name and add the external id in case it is existing. OR create a new
Fact Sheet in case a Fact Sheet with the name was not found.

The key "multipleMatchesAllowed" allows to define the API behaviour in case multiple Fact Sheets are
matching the search criteria. Some use cases may only want to update if exactly one Fact Sheet was found
(then the value will be set to "false"). By allowing multiple matches, bulk updates on multiple Fact Sheets are
possible. Default if not existing is "true"

The following example processor will update all descriptions of Application Fact Sheets that have a tag
"AsiaPacific" in the tag group "Region".

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Search based on fact sheet identification:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Update all Cloud Apps",
"processorDescription": "Updates all Apps with tag 'Cloud'",
"type": "Application",
"filter": {
"exactType": "AppUpdate"
},
"identifier": {
"search": {
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "${integration.tags.getTagGroupId('Region')}",
"operator": "OR",
"keys": [
"${integration.tags.getTagId('Region','AsiaPacific')}"
]
}
],
"ids": []
},
"filter": "${true}",
"multipleMatchesAllowed": true
}
},
"logLevel": "debug",
"updates": [
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "External sync executed ${data.dateTime}"
}
]
}
]
}
]
}

Sample LDIF:

{
"connectorType": "searchBasedScope",
"connectorId": "searchBasedScope",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"description": "Updates external sync date",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [

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 {
"type": "AppUpdate",
"id": "apps",
"data": {
"dateTime": "06/08/2019"
}
}
]
}

Extending the example is easy to e.g. only match update the Fact Sheets where the description already starts
with a specific text, indicating that an automatic update was allowed:

Extended example with filter option set:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Update all Cloud Apps",
"processorDescription": "Updates all Apps with tag 'Cloud'",
"type": "Application",
"filter": {
"exactType": "AppUpdate"
},
"identifier": {
"search": {
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Application"
]
},
{
"facetKey": "${integration.tags.getTagGroupId('Region')}",
"operator": "OR",
"keys": [
"${integration.tags.getTagId('Region','AsiaPacific')}"
]
}
],
"ids": []
},
"filter": "${lx.factsheet.description.startsWith('External sync')}",
"multipleMatchesAllowed": true
}
},
"logLevel": "debug",
"read": {
"fields": [
"description"
]
},
"updates": [
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "External sync executed ${data.dateTime}"
}
]
}

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 ]
}
]
}

Include Archived Fact Sheets in scope result

It is even possible to tell iAPI to include archived Fact Sheets in the result by enabling a specific flag. Just set
"omitArchivedFactSheets" to false in the scope:

Include archived fact sheets in search results:

{
"scope": {
"omitArchivedFactSheets": false,
"ids": [],
"facetFilters": [
{
"keys": [
"BusinessCapability"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
},
{
"keys": [
"archived"
],
"facetKey": "TrashBin",
"operator": "OR"
}
]
},
"processors": [
....
]
}

 Note

Using ExternalIDs in search based scope (and in deletion scope).

Scope filters may not only filter for items by their internal ids (key "ids") but by external ids as well. To use
this, the key "externalIds needs to be defined and contain an array of searched external ids. Each need to
be prefixed with the name of the external id field and a slash. See example below

The Below example can even be dynamic and inject content from the LDIF custom fields:

"externalIds": ["${'externalId/'.concat(header.customFields.myExternalId)}"]

Example how to use external ids in search based scope:

{
"scope": {
"facetFilters": [],
"externalIds": [
"externalId/Ext-ID-0m0NiY6Z"
]
}

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 }

Bookmarks to define search scope

It is possible to not hardcode the search scope into the Integration API configuration but allow users with
access to specific bookmarks to dynamically change the scope of Integration API runs by modifying the
Bookmark in the Frontend of the application. In Integration API the ID or name of a Bookmark can be
configured to be used to set the scope for search based scoping as shown in the below example:

If a bookmark is used, the whole bookmark object is available to be used in JUEL expressions in the processor.
The below example shows this by accessing the bookmark name in the updates section.

Example how to use a Bookmark to define the search based scope:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Apps from Deployments",
"processorDescription": "Creates LeanIX Applications from Kubernetes
Deployments",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {
"search": {
"filter": "${true}",
"multipleMatchesAllowed": true,
"scopeFromBookmark": "${integration.bookmarks.getBookmarkId('book-1')}"
}
},
"updates": [
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "bookmark name: '${bookmark.name}' AND id=$
{integration.bookmarks.getBookmarkId('book-1')}"
}
]
}
]
}
]
}

 Note

Find out details about Bookmarks.

You may output the bookmark object into the description field to inspect the structure and available
information in a Bookmark. Use the "test run" mode to not alter any Fact Sheets.

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Read-Only FactSheet Processor

In case you want to collect information from the resulting FactSheets into variables, you can enable the
"readonly" mode on the inboundFactsheet processor. In the example below, all entries of the "releases" field of
each application are collected into a variable releases. Results could then be used in a next run.

Using the "filter": "${myExpression}", the set of Fact Sheet values collected can be even more narrowed down
according to the use case. This feature comes handy to save processing time as the processor does not need to
prepare any write operation.

Example how to set the "readonly" mode on an inboundFactSheet processor:

{
"processorType": "inboundFactSheet",
"processorName": "Process variables with Search Scope",
"processorDescription": "Collect deploymentMaturity ",
"type": "Application",
"filter": {
"exactType": "Deployment"
},
"identifier": {
"search": {
"scope": {
"ids": [],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
},
"run": 0,
"enabled": true,
"variables": [
{
"key": "releases",
"value": "${lx.release}"
}
],
"logLevel": "debug",
"readOnly": true
}

Accessing the "Hierarchy Level" of a Fact Sheet

It is easily possible to access the hierarchy level of a Fact Sheet just by reading the field "level" provided by the
pathfinder backend. This information can be used to filter for certain hierarchy levels or do calculations.

In the below example, it is used to filter for Level 2 Project Fact Sheets for export.

This could of-course have been done by just applying the restriction to the pathfinder scope query. The below is
just to show case and allow extending for more advanced filtering.

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Export Only Processes In Hierarchy Level 2:

{
"scope": {
"facetFilters": [
{
"facetKey": "FactSheetTypes",
"operator": "OR",
"keys": [
"Project"
]
}
],
"ids": []
},
"processors": [
{
"processorType": "outboundFactSheet",
"processorName": "Export Projects L2",
"processorDescription": "Exports only Level 2",
"enabled": true,
"filter": {
"advanced": "${lx.factsheet.level==2}"
},
"fields": [
"name",
"level"
],
"output": [
{
"key": {
"expr": "content.id"
},
"values": [
{
"expr": "${lx.factsheet.id}"
}
]
},
{
"key": {
"expr": "content.type"
},
"values": [
{
"expr": "project}"
}
]
},
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${lx.factsheet.name}"
}
]
},
{
"key": {
"expr": "level"
},
"values": [
{
"expr": "${lx.factsheet.level}"
}

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 ]
}
]
}
]
}

9.3.3.5 Integration REST API

How to connect to the Integration API from an external system.

Overview

In the previous documents in this series the focus is on utilizing the Integration API via the built-in UI. This is an
excellent way to quickly get started, and to test different scenarios. In addition, it can be used with real data in
"one-off" situations where you quickly need to get an answer to a question using the Outbound Processor, or
even doing a simple one time import via the Inbound Processors. However, in other more complex cases such
as when you need to connect an "other vendor" system to SAP LeanIX, it will eventually be necessary to build a
REST API.

If you haven't done so already please see Integration API [page 1988] in order to familiarize yourself with the
basics of the Integration API.

To view reference documentation for the Integration REST API, navigate to the OpenAPI Explorer . When you
make API requests, ensure that you use the right base URL. For more information, see Base URL [page 1802].

To learn how to authenticate to SAP LeanIX APIs, see Authentication to SAP LeanIX Services [page 1792].

Integration runs in two steps and a minimum two calls are required to start a Sync run. Please see below for the
integration flow including calls.

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Creating a Processor

Create a Processor under Integration API, with the below details:

• Connector Type: importProjectsExample

• Connector Id: importProjectsExample
• Connector Version: 1.0.0
• Processing Direction: inbound

Place the below details in the processor :

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Projects from prj",
"processorDescription": "Creates LeanIX Projects from external LDIF",
"type": "Project",
"filter": {
"type": "prj|subp"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.displayName} (${content.id})"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${data.processDescription}"
}
]
},
{
"key": {
"expr": "lifecycle.active"
},
"values": [
{
"expr": "${data.startActive}"
}
]
}
],

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 "enabled": true,
"variables": [],
"logLevel": "warning"
}
],
"variables": {}
}

Creating a Synchronization Run

To create a synchronization run, make a POST request to the following endpoint and include the processor
details in the request body:

https://{SUBDOMAIN}.leanix.net/services/integration-api/v1/synchronizationRuns

Example request body:

{
"connectorType": "importProjectsExample",
"connectorId": "importProjectsExample",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"processingDirection": "inbound",
"description": "Imports Projects from default project connector",
"content": [
{
"type": "prj",
"id": "0123-459",
"data": {
"displayName": "Save the company",
"processDescription": "Most important project of our 'Herkömmliche AG'",
"startActive": "2019-12-12",
"tags": [
"Importance:High",
"Some invalid Content to be ignored",
"Effort:Medium"
]
}
}
]
}

In the response, the id of the synchronization run is returned. The id is required to start a synchronization run.

Example response:

{
"id": "xxxx523c-2c03-4b16-a1f1-xxxxc9dc6e6df"
}

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Starting a Synchronization Run

With the id of the synchronization run, you can start a synchronization by making a POST request to the
following endpoint:

https://{SUBDOMAIN}.leanix.net/services/integration-api/v1/synchronizationRuns/
{id}/start

Canceling a Synchronization Run

To cancel a synchronization run in progress, make a POST request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/integration-api/v1/synchronizationRuns/
runId/stop

Retrieving the Status of a Synchronization Run

To get the status of the synchronization run that you initiated, make a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/integration-api/v1/synchronizationRuns/
{id}/status

Example response:

{
"id": "xxxx523c-2c03-4b16-a1f1-xxxxc9dc6e6df",
"status": "FINISHED"
}

Retrieving the Details of a Synchronisation Run

With the id of a synchronization run, you can get additional details about it. To do that, use the following
endpoints listed in the table.

Method Endpoint Details

GET https:// Get the status of a synchronization run.

{SUBDOMAIN}.leanix.net/
services/integration-
api/v1/
synchronizationRuns/runId/
status

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Method Endpoint Details

GET https:// Get the results of a synchronization

{SUBDOMAIN}.leanix.net/ run in LDIF format. The LDIF output
services/integration- includes all Fact Sheet data which is
api/v1/ defined in the corresponding processor
declared in a workspace.
synchronizationRuns/runId/
results

GET https:// Get warning messages for a synchroni-

{SUBDOMAIN}.leanix.net/ zation run. For example, if an attribute
services/integration- that is included in a processor does not
api/v1/ exist in a workspace, this information is
returned in a warning message.
synchronizationRuns/runId/
warnings

Importing a Collection to Postman

To make API calls to the Integration REST API in Postman, you can import the following file into it.

{
"info": {
"_postman_id": "d5fc07f1-cef1-4b28-b965-97f2c662eb4b",
"name": "Connect Integration API with Sample Connector",
"description": "Check documentation for more details :- https://docs-
eam.leanix.net/reference/integration-api",
"schema": "https://schema.getpostman.com/json/collection/v2.1.0/
collection.json"
},

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 "item": [
{
"name": "Post LDIF to LeanIX",
"request": {
"method": "POST",
"header": [
{
"key": "Content-Type",
"name": "Content-Type",
"type": "text",
"value": "application/json"
}
],
"body": {
"mode": "raw",
"raw": ""
},
"url": {
"raw": "https://{{base_url}}/services/integration-api/v1/
synchronizationRuns",
"protocol": "https",
"host": [
"{{base_url}}"
],
"path": [
"services",
"integration-api",
"v1",
"synchronizationRuns"
]
}
},
"response": []
},
{
"name": "Start the Sync",
"request": {
"method": "POST",
"header": [],
"url": {
"raw": "https://{{base_url}}/services/integration-api/v1/
synchronizationRuns/:id/start",
"protocol": "https",
"host": [
"{{base_url}}"
],
"path": [
"services",
"integration-api",
"v1",
"synchronizationRuns",
":id",
"start"
],
"variable": [
{
"key": "id",
"value": "e546e34b-cbe5-43f2-9f43-2cbcda4c5405"
}
]
}
},
"response": []
},
{
"name": "Status of Sync",
"request": {
"auth": {

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 "type": "oauth2",
"oauth2": [
{
"key": "accessToken",
"value": "",
"type": "string"
},
{
"key": "tokenType",
"value": "bearer",
"type": "string"
},
{
"key": "addTokenTo",
"value": "header",
"type": "string"
}
]
},
"method": "GET",
"header": [],
"url": {
"raw": "https://{{base_url}}/services/integration-api/v1/
synchronizationRuns/:id/status",
"protocol": "https",
"host": [
"{{base_url}}"
],
"path": [
"services",
"integration-api",
"v1",
"synchronizationRuns",
":id",
"status"
],
"variable": [
{
"key": "id",
"value": "e546e34b-cbe5-43f2-9f43-2cbcda4c5405"
}
]
}
},
"response": []
},
{
"name": "Results of Sync",
"request": {
"method": "GET",
"header": [],
"url": {
"raw": "https://{{base_url}}/services/integration-api/v1/
synchronizationRuns/:id/results",
"protocol": "https",
"host": [
"{{base_url}}"
],
"path": [
"services",
"integration-api",
"v1",
"synchronizationRuns",
":id",
"results"
],
"variable": [
{

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 "key": "id",
"value": "e546e34b-cbe5-43f2-9f43-2cbcda4c5405"
}
]
}
},
"response": []
},
{
"name": "Warnings of Sync",
"request": {
"method": "GET",
"header": [],
"url": {
"raw": "https://{{base_url}}/services/integration-api/v1/
synchronizationRuns/:id/warnings",
"protocol": "https",
"host": [
"{{base_url}}"
],
"path": [
"services",
"integration-api",
"v1",
"synchronizationRuns",
":id",
"warnings"
],
"variable": [
{
"key": "id",
"value": "e546e34b-cbe5-43f2-9f43-2cbcda4c5405"
}
]
}
},
"response": []
}
],
"auth": {
"type": "oauth2",
"oauth2": [
{
"key": "accessToken",
"value": "",
"type": "string"
},
{
"key": "tokenType",
"value": "bearer",
"type": "string"
},
{
"key": "addTokenTo",
"value": "header",
"type": "string"
}
]
},
"event": [
{
"listen": "prerequest",
"script": {
"id": "ec73502c-9e67-4cf0-85cf-cf8170200181",
"type": "text/javascript",
"exec": [
""
]

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 }
},
{
"listen": "test",
"script": {
"id": "74a45df7-6d1e-4161-9f91-cf050d515c92",
"type": "text/javascript",
"exec": [
""
]
}
}
],
"variable": [
{
"id": "99861109-e4a2-4607-9ed3-75857900a6ab",
"key": "base_url",
"value": "app.leanix.net",
"type": "string"
}
],
"protocolProfileBehavior": {}
}

Follow these steps:

1. Import the collection to Postman.

2. Within the Postman UI, edit the collection at the Parent level, updating the Authorization by clicking Get
New Access Token, and providing an API token from your SAP LeanIX workspace.
3. Updated the raw body of the 'Post LDIF to LeanIX 'step to reflect the identifiers of the Integration API
connector you would like to test.
4. Send the Post LDIF to LeanIX request, and notice that an id is returned in the response { "id":
"xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx" }
5. Pass this id to Start the Sync, and each subsequent step as a Path Variable, id. Note: Start the Sync returns
no Body, just a status 200 OK.

9.3.3.6 Initiating Integration API Runs with Python

Overview

The goal of this tutorial is to provide a working example of how 'runs' of the SAP LeanIX Integration API can be
initiated from a 3rd party system using Python.

 Note

Command Line Interface (CLI) Version

This tutorial involves modifying/assigning variables in a Python script. For a version of this that can be
executed in the CLI without directly modifying code, please visit our Public Scripts repository .

 Note

Processor Details

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 Detailed documentation about configuring Integration API connectors are not covered in this tutorial.
Comprehensive documentation of the Integration API can be found here [page 1988].

Prerequisites

• The Integration API enabled in your SAP LeanIX workspace (for this, contact your Customer Success
Manager).
• An outbound and/or inbound processor configured in your workspace to test out, depending on your
requirements.
• Python 3 installed on your system.
• Python Libraries installed: json, requests, time.

Initial Script Setup

The script initiateOutboundRun.py below provides a template which can be customized to initiate either
inbound and outbound run to/from the Integration API.

 Note

Outbound vs Inbound

This tutorial focuses initially on initiating an outbound run. Please continue to the bottom of the page for
instructions on adapting the script for inbound purposes.

• Download the script below open it in a text editor of your choosing (we use Visual Studio Code).
• Update the request_url and auth_url variables on lines 5 and 6 with your workspace domain. You can find
this by looking at your SAP LeanIX workspace URL.
• Generate an API Token within your workspace (Admin > API Tokens) and assign in to the api_token variable
(line 9)

initiateOutboundRun.py

import json
import requests
import time
auth_url = 'https://<your domain>.leanix.net/services/mtm/v1/oauth2/token'
request_url = 'https://<your domain>.leanix.net/services/integration-api/v1/'
api_token = '<your api token>'
response = requests.post(auth_url, auth=('apitoken', api_token),
data={'grant_type': 'client_credentials'})
response.raise_for_status()
access_token = response.json()['access_token']
auth_header = 'Bearer ' + access_token
header = {'Authorization': auth_header, 'Content-Type': 'application/json'}
def call_post(endpoint, data=False):
response = requests.post(url=request_url + endpoint, headers=header,
data=data)
response.raise_for_status()
return response
def call_get(endpoint):

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 response = requests.get(url=request_url + endpoint, headers=header)
response.raise_for_status()
return response
def create_run(run_config):
result = call_post("synchronizationRuns", json.dumps(run_config))
return json.loads(result.text)['id']
def start_run(run_id):
start_run_endpoint = 'synchronizationRuns/%s/start' % (run_id)
result = call_post(start_run_endpoint)
return result.status_code
def check_run_status(run_id, status_response=None):
print('checking status')
status_endpoint = 'synchronizationRuns/%s/status' % (run_id)
status_response = call_get(status_endpoint)
status_response = json.loads(status_response.text)['status']
print(status_response)
if status_response != 'FINISHED':
time.sleep(5)
return check_run_status(run_id, status_response)
else:
return True

def fetch_results(run_id):
results_endpoint = 'synchronizationRuns/%s/results' % (run_id)
results_response = call_get(results_endpoint)
return json.loads(results_response.text)
def handle_run(ldif_data):
run_id = create_run(ldif_data)
if start_run(run_id) == 200:
if check_run_status(run_id) == True:
if ldif_data['processingDirection'] == "outbound":
return fetch_results(run_id)
elif ldif_data['processingDirection'] == "inbound":
return f"inbound run: {run_id} finished successfully"
connectorType = ""
connectorId = ""
connectorVersion = ""
lxVersion = "1.0.0"
processingDirection = ""
#inbound or outbound
processingMode = ""
#partial or full
description = ""
contents = []
### contents array will be left empty for outbound runs
run_config = {
"connectorType": connectorType,
"connectorId": connectorId,
"connectorVersion": connectorVersion,
"lxVersion": lxVersion,
"description": description,
"processingDirection": processingDirection,
"processingMode": processingMode,
"content": contents
}
run_results = handle_run(run_config)
with open('leanixOutboundData' + connectorVersion + '.json', 'w') as outfile:
json.dump(run_results, outfile, ensure_ascii=False, indent=4)

Adjust Connector Variables

The variables on lines 69 - 74 are used to identify the proper Workspace and Connector to be triggered by the
script.

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• Variables connectorType, connectorId, connectorVersion, processingDirection, and processingMode
should all be adapted to match the Connector you want to trigger and can be found within the Integration
API user interface (Admin > Integration API).
• lxWorkspace should be set to your workspace ID, which can be found in Admin > API Tokens.

 Note

For detailed information about the LDIF configuration elements, visit Mandatory Attributes [page 1990].

With these variables in place, you can run the script and it will call the Integration API, initiating a 'run' of the
processor indicated per your configured variables. The data retrieved from the run will be saved in the same
directory as your copy of initiateOutboundRun.py in a file called leanixOutboundData.json

Adapt for Inbound

If you would like to submit an LDIF to an inbound connector, this is possible with the following steps:

• Adjust your configuration variables to point the script at an inbound processor

• Add the key "contents": [] to the run_config object on line 87
• Submit your LDIF formatted data [page 1990] within the contents array (see example below)

Inbound LDIF:

contents:[
{
"type": "ITComponent",
"id": "b6992b1d-4e4d",
"data": {
"name": "Gatsby.j",
"description": "Gatsby is a free and open source framework based on
React that helps developers build websites and apps.",
"category": "sample_software",
"provider": "gcp",
"applicationId": "28db27b1-fc55-4e44"
}
},
{
"type": "ITComponent",
"id": "cd4fab6c-4336",
"data": {
"name": "Contentful",

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 "description": "Beyond headless CMS, Contentful is an API-first content
management infrastructure to create, manage and distribute content to any
platform or device.",
"category": "cloud_service",
"provider": "gcp",
"applicationId": "28db27b1-fc55-4e44"
}
}
]

 Caution

You will likely not want to 'hard code' your LDIF in the run_config in any substantial implementation, as this
would be inflexible and not scalable.

If you are considering implementing an integration with SAP LeanIX Integration API, please don't hesitate to
reach out to your Customer Success Manager to arrange a meeting with a member of our Engineering team for
a consultation.

9.3.3.7 Configuring Automated Nightly Runs for Inbound

Processors

Adjust the configuration of inbound Integration API processors to enable automated nightly runs.

Overview

This guide explains how to enable automated nightly runs for an inbound Integration API processor by
adjusting the processor configuration.

Enabling nightly runs allows you to ensure that your processors work without disruptions after the deprecation
of workflows, which occurred on February 15, 2024. Previously, you could configure a custom schedule for a
processor using workflows.

 Note

Nightly runs only work on processors that don't require input in LDIF format and directly handle workspace
data.

You can configure nightly runs only for inbound processors. For outbound processors, nightly runs are not
supported.

Prerequisites

Get administrator access to your workspace.

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  Tip

For processors with custom scheduled workflows, please contact support to remove the workflows first.
Then you can configure automated nightly runs for these processors as described in this guide.

To contact support, submit a ticket from the SAP LeanIX support portal . If you're an SAP customer, use
the SAP for Me portal.

Procedure

1. In the administration area, navigate to the Integration API section.

2. On the Integration API page, select an inbound processor that you want to modify.
3. Within the processor configuration object, add the scheduling object with the type attribute set to
NIGHTLY, as shown in the following code. Click Save.

{
"processors": [
{},
{},
{}
],
"scheduling": {
"type": "NIGHTLY"
}
}

The following image shows an example processor configuration with the scheduling object.

scheduling Object in the Configuration of an Integration API Processor

Once configured, the processor will automatically run daily between 2 AM and 6 AM local time, as determined
by your workspace location.

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9.3.3.8 Best Practices for the Integration API

Best practices and tips to optimize your usage of the Integration API.

Overview

Integration API offers a wide range of functionality. Expanding scope of Integration possibilities with SAP
LeanIX. Here is a collection of some suggested best practices and tips to optimize usage of Integration API.

To get access to the Integration API, navigate to the Integration API section in the admin area.

Integration API Section in the Admin Area

Use the UI

While we also have our REST API [page 2124] available, it is highly recommended to setup your processors in
the UI before addressing the API.

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 Utilizing the UI allows for quick testing and debugging of processors.

Check Scope Before Firing Test Runs

Test runs on a large workspace can take up a lot of time and unnecessary processing. Setting a scope while
doing testing ensures that the testing is quick and does not overload the system.

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Adhere to Proper Processor Versioning Convention

Integration API Processors should always be versioned using the number.number.number format. (e.g. 1.0.0).
Following this convention allows for maintaining versioning support in case there is an update to the processor.

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Following the convention allows for version history of the processor to be saved and be accessible from the UI
itself.

Use Webhooks

Our tutorial on Sending Alerts to Slack and Microsoft Teams [page 1893] can be used to set up alerts for
Integration API runs that occur on a recurring basis.

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One way to do this could be to have a separate slack channel wherein successful or unsuccessful runs are sent
with a different emoji in their payload.

{
"deliveryType": "PUSH",
"id": "",
"identifier": "Integration Statistics to Slack",
"tagSets": [
[
"integrations",
"statistics"
]
],
"createdAt": "2020-06-10T15:17:11.064809Z",
"workspaceId": "[Workspace ID from API Token section",
"userId": "[User ID from API Token Section]",
"targetUrl": "[SLACK TARGET URL]",
"targetMethod": "POST",
"authorizationHeader": "",
"callback": "var payload = delivery.payload;delivery.active = false;var
base_url = 'https://eu.leanix.net/WORKSPCENAME/';if((payload.progress ==
'FINISHED') && (payload.connectorId == 'ConnectorID-3' || payload.connectorId
== 'ConnectorID-1' || payload.connectorId == 'ConnectorID-2')){delivery.active
= true;var text = ':SLACK EMOJI: '+'*Workspace:* WORKSPACE_NAME '+ '*Connector
Id:* '+payload.connectorId+' *Scope:* '+ payload.scope+' *Connector Direction:*
'+ payload.direction+' has *Status:* '+ payload.progress+' and *error count:*
'+ payload.errorCount;text += ' *Synclog link :* '+base_url+'/admin/synclog/'+
payload.synchronizationId;}delivery.payload = {text : text}",
"lastDeliveryStatus": 200,
"ignoreError": false,
"maxBatchSize": 512,
"workspaceConstraint": "WORKSPACE",
"active": true,
"errorCount": 0,
"firstTimeDeliveryFailed": null,
"payloadMode": "DEFAULT"
}

Leverage Deletion Scope

Deletion scope can be used to set up automatic deletion when loading data using inbound Data Processors.

For more information, see Auto deletion with inboundProcessors [page 2092].

 Caution

Examples provided can archive Fact Sheets.

Executing examples in the section above needs to be done with care. All potentially existing project Fact
Sheets in the workspace will be in scope for deletion. To limit, you may want to change the sample that

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 a tag "TEST_PRJ" or similar will be set for the test projects. This tag can be added as filter criteria to the
deletion scope definition.

Cover All Edge Cases to Eliminate Warnings and Errors

Whenever value mapping is defined in the processor, it is highly suggested to add a "catch-all" option at the
end of the value mapping list. By doing so, warnings that arise from the processor on not finding any matching
value from other value mapping list can be removed.

{
"leanixType": "tag",
"fields": [
{
"leanixFieldName": "group",
"inboundPropertyPath": "Process Frequency",
"valueMappings": []
},
{
"leanixFieldName": "name",
"inboundPropertyPath": "${editordata.model.properties[\"meta-
processfrequency\"]}",
"valueMappings": [
{
"outputExpression": "High",
"regexMatch": "ci1560953961659160925663"
},
{
"outputExpression": "Medium",
"regexMatch": "ci1560953961659758129772"
},
{
"outputExpression": "Low",
"regexMatch": "ci1560953961659682886651"
},
{
"outputExpression": "None",
"regexMatch": "ci1560953961659123251220"
},
{
"outputExpression": "Other value",
"regexMatch": ".*"
}
]
}
]
}

In the example above, by using the last value mapping of "Other Value", the Integration will not output a
warning in the sync log when it does not find any of the matching values defined.

Configuring Automated Nightly Runs

You can configure automated nightly runs for inbound processors. For more information, see Configuring
Automated Nightly Runs for Inbound Processors [page 2136].

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9.3.3.9 Integration API Tutorials

Explore practical examples of using the Integration API.

• Importing and Updating Fact Sheets [page 2144]

• Calculating Scores from Numeric Fields and Updating Custom Fact Sheet Fields [page 2150]
• Importing Resources to Fact Sheets [page 2155]

9.3.3.9.1 Importing and Updating Fact Sheets

Learn how to import and update application fact sheets using the inboundFactSheet processor of the
Integration API.

Overview

You can import fact sheets into SAP LeanIX using the inboundFactSheet processor of the Integration API. By
the end of this tutorial, you'll be able to:

• Import application fact sheets into SAP LeanIX, including basic information like names and descriptions.
• Update imported fact sheets with business criticality values.
• Set up value mappings for fact sheet fields in the processor configuration.

Prerequisites

This tutorial assumes you have basic knowledge of:

• LeanIX Data Interchange Format (LDIF) [page 1990] of the Integration API
• Inbound processors [page 2004] of the Integration API, including the inboundFactSheet processor
• Fact sheets [page 577] in SAP LeanIX

Step 1: Import Fact Sheets with Basic Information

In the first step, import application fact sheets with the following attributes:

Attribute Key Type Description

name STRING The name of the fact sheet.

description STRING The description of the fact sheet.

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  Tip

To get attribute keys, go to the processor configuration page, click the three-dot icon in the upper-right
corner, then select Get Data Model. The data model of the workspace is returned in the Output Log section,
where you can find the keys of specific attributes.

Getting the Data Model of the Workspace from the Processor Page

To configure and run a connector, follow these steps:

1. Go to the Integration API section in the administration area.

2. Click New Processor Configuration, fill in the required details, and then click Create.
3. On the connector configuration page, enter the processor configuration in the left-side section.
4. In the Input section on the right, enter the input data.
5. To start a test run, click Test run. If successful, proceed to the next step.
6. To start a run, click Run.
7. To save the connector, click Save in the lower-left corner.

Two application fact sheets are imported into the workspace with their names and descriptions. You can check
the created fact sheets in the inventory. To learn how to use the inventory, see Inventory [page 572].

Processor Configuration
Example processor configuration:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Create applications",
"processorDescription": "Creates application fact sheets",
"type": "Application",
"filter": {
"type": "Application"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},

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 "values": [
{
"expr": "${data.name}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${data.description}"
}
]
}
],
"enabled": true,
"variables": [],
"logLevel": "warning"
}
]
}

Input Data

 Note

The id passed in the content array represents the record ID in the external system. This ID is written
to the externalId field (External ID). A unique fact sheet ID is generated automatically upon fact sheet
creation.

Example input data:

{
"connectorType": "Basic-ImportApplications",
"connectorId": "ImportApplications",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"description": "",
"processingDirection": "inbound",
"processingMode": "full",
"customFields": {},
"content": [
{
"type": "Application",
"id": "APP-0001",
"data": {
"name": "AC Management",
"description": "AC Management description"
}
},
{
"type": "Application",
"id": "APP-0002",
"data": {
"name": "AC Management Cloud",
"description": "AC Management Cloud description"
}
}
]
}

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Step 2: Update Fact Sheets with Business Criticality Values

In this step, update the imported fact sheets with business criticality values. The names and descriptions
remain unchanged.

Attribute Key Type Description

businessCriticality SINGLE_SELECT Indicates the importance of an ap-

plication to the functioning and suc-
cess of a business. Possible values:
missionCritical (Mission criti-
cal), businessCritical (Business
critical), businessOperational
(Business operational), or
administrativeService (Admin-
istrative service).

Consider a scenario where business criticality values differ between the external customer's system and SAP
LeanIX. To address this, create a mapping of business criticality values and provide these mappings in the
processor configuration. This setup lets you import business criticality values from your external system by
aligning them with SAP LeanIX values.

External Value SAP LeanIX Value

1-Critical missionCritical

2-High businessCritical

3-Low businessOperational

0-NonCritical administrativeService

In the connector you created in the previous step, update the processor configurations and input data. Then,
run the connector. This updates two application fact sheets you imported earlier. Business criticality values are
mapped from the external system to SAP LeanIX.

Processor Configuration
Example processor configuration:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "Create applications",
"processorDescription": "Creates application fact sheets",
"type": "Application",
"filter": {
"type": "Application"
},
"identifier": {
"external": {
"id": {
"expr": "${content.id}"
},
"type": {
"expr": "externalId"
}
}

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 },
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${data.name}"
}
]
},
{
"key": {
"expr": "description"
},
"values": [
{
"expr": "${data.description}"
}
]
},
{
"key": {
"expr": "businessCriticality"
},
"values": [
{
"expr": "${data.businessCriticality}",
"regexMatch": "1-Critical",
"regexReplace": {
"match": "^.*$",
"replace": "missionCritical"
}
},
{
"expr": "${data.businessCriticality}",
"regexMatch": "2-High",
"regexReplace": {
"match": "^.*$",
"replace": "businessCritical"
}
},
{
"expr": "${data.businessCriticality}",
"regexMatch": "3-Low",
"regexReplace": {
"match": "^.*$",
"replace": "businessOperational"
}
},
{
"expr": "${data.businessCriticality}",
"regexMatch": "0-NonCritical",
"regexReplace": {
"match": "^.*$",
"replace": "administrativeService"
}
}
]
}
],
"enabled": true,
"variables": [],
"logLevel": "warning"
}
]

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 }

Input Data
Example input data:

{
"connectorType": "Basic-ImportApplications",
"connectorId": "ImportApplications",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"description": "",
"processingDirection": "inbound",
"processingMode": "full",
"customFields": {},
"content": [
{
"type": "Application",
"id": "APP-0001",
"data": {
"name": "AC Management",
"description": "AC Management description",
"businessCriticality": "1-Critical"
}
},
{
"type": "Application",
"id": "APP-0002",
"data": {
"name": "AC Management Cloud",
"description": "AC Management Cloud description",
"businessCriticality": "2-High"
}
}
]
}

Summary

In this tutorial, you learned how to import application fact sheets and update them using the
inboundFactSheet inbound processor of the Integration API. You also learned how to set up value mappings
in the processor configuration.

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9.3.3.9.2 Calculating Scores from Numeric Fields and
Updating Custom Fact Sheet Fields

Learn how to set up a custom calculation using the inboundFactSheet processor of the Integration API. The
processor calculates risk scores from numeric fields and writes the calculated score and mapped risk tier to
custom fact sheet fields.

Overview

You can use the Integration API to set up custom calculations for fact sheet fields. In this tutorial, you'll learn
how to configure an inboundFactSheet processor to perform calculations and update custom fact sheet
fields. The configuration includes three processors that run sequentially to:

1. Read values from two numeric fields and calculate the total risk score.
2. Write the total calculated score to a custom fact sheet field.
3. Map the total risk score to a user-friendly risk tier and write the tier to a custom fact sheet field.

Alternatively, you can set up calculations using trigger-based automations. In this method, a webhook
triggers a calculation whenever a specific fact sheet field is updated. For tutorials on setting up trigger-based
automations for calculations, please visit:

• Calculating Risk Scores and Updating a Fact Sheet Based on Survey Responses [page 1841]
• Assigning Tags to Fact Sheets Based on a Custom Calculated Field [page 1852]

Prerequisites

You need an admin role for your SAP LeanIX workspace.

This tutorial assumes you have a basic understanding of:

• LeanIX Data Interchange Format (LDIF) [page 1990] of the Integration API
• Inbound processors [page 2004] of the Integration API, including the inboundFactSheet processor
• Fact sheets [page 577] in SAP LeanIX

Step 1: Create Custom Fact Sheet Fields

The processor in this tutorial is configured for application fact sheets. In the meta model configuration, create
custom fields on the application fact sheet for individual risk scores, total risk score, and risk tier. To learn more
about fact sheet configuration and fields, refer to:

• Meta Model Configuration [page 938]

• Fact Sheet Fields [page 947]

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To create custom fields, follow these steps:

1. In the administration area, navigate to the Meta Model Configuration section.

2. Select the application fact sheet.
3. Create a subsection for risk assessment by clicking Add subsection. Alternatively, you can add custom
fields to an existing subsection.
4. To create custom fields within a subsection, click Add field and configure each field in the right-side
panel. For details, refer to the following table. You can generate labels and help texts using AI-supported
translation.
5. Save the changes.

Key Field Type Displayed As Values and Labels

InfrastructureRiskS Integer Number N/a

core

ApplicationOperatio Integer Number N/a

nalRiskScore

TotalRiskScore Integer Number N/a

RiskTier Single Select Status • Green

• Yellow
• Orange
• Red

The following image shows how custom fields appear on the application fact sheet.

Custom Subsection "Risk Assessment" with Custom Fields on the Application Fact Sheet

Step 2: Map Risk Scores to Risk Tiers

Map the total risk score to a user-friendly risk tier. Here's an example mapping:

Risk Score Risk Tier

< 10 Green

10–16 Yellow

17–23 Orange

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Risk Score Risk Tier

> 23 Red

Include these mappings in the processor configuration, as described in the following step.

{
"key": {
"expr": "RiskTier"
},
"values": [
{
"expr": "${ lx.factsheet.TotalRiskScore < 10 ? 'Green' :
lx.factsheet.TotalRiskScore < 17 ? 'Yellow' : lx.factsheet.TotalRiskScore < 24 ?
'Orange' : lx.factsheet.TotalRiskScore > 23 ? 'Red' : null}"
}
]
}

Step 3: Configure a Connector

To configure and run a connector, follow these steps:

1. Go to the Integration API section in the administration area.

2. Click New Processor Configuration, fill in the required details, and then click Create.
3. On the connector configuration page, enter processors in the left-side section.
4. In the Input section on the right, enter the input data.
5. To start a test run, click Test run. If successful, proceed to the next step.
6. To start a run, click Run.
7. To save the connector, click Save in the lower-left corner.

 Tip

You can configure the processor to run automatically every day, keeping your inventory data up to date.
To learn how to configure daily runs, refer to Configuring Automated Nightly Runs for Inbound Processors
[page 2136].

Processor Steps
The connector includes three processors that perform these tasks:

1. Read values from the InfrastructureRiskScore and ApplicationOperationalRiskScore numeric

fields and store them in the TotalRiskScore variable.
2. Write the calculated total risk score to the TotalRiskScore field.
3. Map the total risk score to a user-friendly risk tier and write it to the RiskTier field.

 Tip

When specifying multiple processors in the configuration, use the run attribute to set the execution order.
Numeration starts at 0, so the processor with "run": 0 runs first, the processor with "run": 1 runs
second, and so on.

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Processor Configuration
Example processor configuration:

{
"processors": [
{
"processorType": "inboundFactSheet",
"processorName": "1. Gather scores and store in variables",
"processorDescription": "Gather Scores and Store in Variables",
"type": "Application",
"identifier": {
"search": {
"scope": {
"ids": [],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
},
"run": 0,
"enabled": true,
"variables": [
{
"key": "${lx.factsheet.id.concat('_TotalRiskScore')}",
"value": "$
{helper:toList(lx.factsheet.InfrastructureRiskScore,lx.factsheet.ApplicationOpera
tionalRiskScore)}"
}
],
"read": {
"fields": [
"InfrastructureRiskScore",
"ApplicationOperationalRiskScore"
]
}
},
{
"processorType": "inboundFactSheet",
"processorName": "2. Write total risk score",
"processorDescription": "Gather Scores and Store in Variables",
"type": "Application",
"identifier": {
"search": {
"scope": {
"ids": [],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
},
"run": 1,
"updates": [
{

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 "key": {
"expr": "TotalRiskScore"
},
"values": [
{
"expr": "$
{variables[lx.factsheet.id.concat('_TotalRiskScore')].getNumbers().sum() != 0 ?
variables[lx.factsheet.id.concat('_TotalRiskScore')].getNumbers().sum() : null }"
}
]
}
],
"enabled": true
},
{
"processorType": "inboundFactSheet",
"processorName": "3. Write Risk Tier",
"processorDescription": "Assign Risk Tier based on Total Risk Score",
"type": "Application",
"identifier": {
"search": {
"scope": {
"ids": [],
"facetFilters": [
{
"keys": [
"Application"
],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
}
},
"run": 2,
"updates": [
{
"key": {
"expr": "RiskTier"
},
"values": [
{
"expr": "${ lx.factsheet.TotalRiskScore < 10 ? 'Green' :
lx.factsheet.TotalRiskScore < 17 ? 'Yellow' : lx.factsheet.TotalRiskScore < 24 ?
'Orange' : lx.factsheet.TotalRiskScore > 23 ? 'Red' : null}"
}
]
}
],
"enabled": true,
"read": {
"fields": [
"TotalRiskScore"
]
}
}
],
"variables": {}
}

Input Data
Example input data:

{
"connectorType": "DerivedScoring",

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 "connectorId": "DerivedScoring",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"description": "",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "",
"id": "",
"data": {}
}
]
}

Summary

In this tutorial, you learned how to configure an inboundFactSheet processor to perform calculations and
update custom fact sheet fields.

9.3.3.9.3 Importing Resources to Fact Sheets

Import links as resources to application fact sheets using the Integration API.

Overview

To store additional information on a fact sheet, you can add the following resources to it: links, files, diagrams,
and logos. To learn how to work with fact sheet resources in the application UI, see Storing Resources on Fact
Sheets [page 598].

In this tutorial, you'll learn how to import links as resources to application fact sheets in batch using the SAP
LeanIX Integration API [page 1988].

By the end of this tutorial, you'll be able to:

• Programmatically convert a CSV file into LDIF format using a Python script
• Import links to application fact sheets using an inbound processor of the Integration API

Prerequisites

This tutorial assumes you have basic knowledge of:

• Python
• pandas library for Python

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• LeanIX Data Interchange Format (LDIF) [page 1990] of the Integration API
• Inbound processors [page 2004] of the Integration API
• Fact Sheets [page 577] in SAP LeanIX

Step 1: Prepare Data

The Integration API supports the LDIF format for processing data. To import data, you should first convert it
into this format. In this tutorial, we convert a CSV file into LDIF format using a Python script.

Prepare a CSV file with links that you want to import to application fact sheets. The file should contain the
following columns:

• type: The type of the fact sheet. In this tutorial, we only import application fact sheets.
• id: The ID of the fact sheet.
• name: The name of the link to be added to the fact sheet as a resource.
• url: The link URL to be added to the fact sheet as a resource.

You can retrieve application fact sheets and their IDs in the following ways:

• By using the GraphQL API. For more information, see Filtering Fact Sheets by Type [page 1945].
• By exporting data in XLSX format in the application UI. To learn more, see Export Your Data via Excel [page
612]. Once you've downloaded the file, convert it into CSV format.

Here's an example CSV file with the required columns.

type id name url

Application 28fe4aa2-6e46-41a1-....-72af Technical documentation https://

b3acf256 docs.example.net/

Application 2efa37b5-18aa-48d8-....-132 Vendor's website https://

8c0d856d7 www.example-
vendor.net/

 Note

You can import multiple links to a single fact sheet.

Step 2: Convert a CSV File into LDIF Format

Once you've prepared a CSV file, convert it into LDIF format that the Integration API can process. The script in
this tutorial uses the pandas library, a Python tool for data analysis and manipulation.

The following script converts and maps data into LDIF format and returns an output JSON file named
output.json.

Example script:

import pandas as pd

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 import json
df = pd.read_csv("LeanIX_Resources_Import_template.csv")
excelData = []
for index, row in df.iterrows():
excelData.append({
"type": row['type'],
"id": row['id'],
"data": {
'name': row['name'],
'url': row['url']
}
})
ldif = {
"connectorType": "leanix",
"connectorId": "leanix-pandasCSV",
"connectorVersion": "1.0.0",
"processingDirection": "inbound",
"processingMode": "partial",
"lxVersion": "1.0.0",
"description": "LDIF Generated by PANDAS CSV data",
"content": excelData}
print ("Writing output to output.json")
f = open("output.json", "w")
f.write(json.dumps(ldif, indent=2))
f.close()
print ("Done")

Example output:

{
"connectorType": "leanix",
"connectorId": "leanix-pandasCSV",
"connectorVersion": "1.0.0",
"processingDirection": "inbound",
"processingMode": "partial",
"lxVersion": "1.0.0",
"description": "LDIF Generated by PANDAS CSV data",
"content": [
{
"type": "Application",
"id": "28fe4aa2-6e46-41a1-....-72afb3acf256",
"data": {
"name": "Technical documentation",
"url": "https://docs.example.net/"
}
},
{
"type": "Application",
"id": "2efa37b5-18aa-48d8-....-1328c0d856d7",
"data": {
"name": "Vendor's website",
"url": "https://www.example-vendor.net/"
}
}
]
}

Step 3: Create an Inbound Data Processor

Now that you have data to be imported in the required LDIF format, you can create a data processor for the
Integration API and complete a run to import links to Applications in batch.

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The inboundDocument processor is used to create, update, and delete resources linked to fact sheets. To
learn more about the processor, see Inbound Document [page 2026].

To create a processor, follow these steps:

1. In the administration area of SAP LeanIX, select Integration API.

2. Click New Processor Configuration.
3. Enter parameters for the processor:
• Connector Type: Enter a name for the connector type.
• Connector Id: Enter an ID for the connector.
• Connector Version: Enter 1.0.0.
• Processing Direction: Select inbound.
• Processing Mode: Select partial.
• Integrated Tool: Select None.
4. Click Create.

A processor is created.

Step 4: Complete a Processor Run to Import Data

Follow these steps:

1. On the page of the processor that you created, enter the following code in the input field on the left:

{
"processors": [
{
"processorType": "inboundDocument",
"processorName": "applicationResourceMapper",
"processorDescription": "Processor to link applications to their
relevant resources",
"identifier": {
"internal": "${content.id}"
},
"run": 0,
"updates": [
{
"key": {
"expr": "name"
},
"values": [
{
"expr": "${content.data.name}"
}
]
},
{
"key": {
"expr": "url"
},
"values": [
{
"expr": "${content.data.url}"
}
]
}
],
"enabled": true

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 }
],
"variables": {}
}

2. Under Input, enter the following code. In the content field, add an array of objects in JSON format that
you retrieved in the previous step. Each object should contain the type and id of the fact sheet and the
links to be added. In the example, we import two links to application fact sheets.

{
"connectorType": "leanix",
"connectorId": "leanix-pandasCSV",
"connectorVersion": "1.0.0",
"lxVersion": "1.0.0",
"description": "LDIF Generated by PANDAS CSV data",
"processingDirection": "inbound",
"processingMode": "partial",
"customFields": {},
"content": [
{
"type": "Application",
"id": "28fe4aa2-6e46-41a1-....-72afb3acf256",
"data": {
"name": "Technical documentation",
"url": "https://docs.example.net/"
}
},
{
"type": "Application",
"id": "2efa37b5-18aa-48d8-....-1328c0d856d7",
"data": {
"name": "Vendor's website",
"url": "https://www.example-vendor.net/"
}
}
]
}

3. Click Save.
4. To test the processor, click Test run. Once the run is completed, check the output log for possible errors. If
the run is successful, proceed to the next step.
5. To initiate the import process, click Run.

The links with associated names are added as resources to the specified application fact sheets.

To verify that the import was successful, navigate to the Resources tab of a specific fact sheet. You can also run
a GraphQL query in the GraphiQL Tool [page 1902] to retrieve resources for a specific fact sheet.

Example query:

{
factSheet(id: "{id}") {
id
name
documents {
edges {
node {
origin
url
name
}
}
}
}

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 }

Summary

In this tutorial, you learned how to:

• Programmatically convert a CSV file into LDIF format using a Python script
• Import links to application fact sheets using an inbound processor of the Integration API

9.3.4 Webhooks

Listen to events in SAP LeanIX using webhooks.

Overview

Webhooks let you receive updates about events as they happen in near real time in SAP LeanIX. With
webhooks, you can set up event-driven triggers that initiate automated actions, which allows you to automate
workflows for your organization and eliminate manual processes.

We support the following webhook types, based on the event delivery method:

• PUSH webhooks: As events occur in SAP LeanIX, they're sent through HTTP POST requests to the
specified target URL. This is the recommended way to receive events from SAP LeanIX.
• PULL webhooks: A client requests events by polling a REST endpoint on the SAP LeanIX API. This method
of retrieving events is useful if your environment doesn't allow exposing a public HTTP server to receive
events, such as when your application operates behind a firewall. Events are retained on the server for 30
days, but it's recommended to retrieve them more regularly.

The following image illustrates how PUSH and PULL webhooks work.

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 Workflows for Data Retrieval Using PUSH and PULL Webhooks

 Note

Within the Webhooks API , webhooks are referred to as subscriptions. This term is also used in the
application UI and this document.

Creating a Webhook

Follow these steps:

1. In the administration area, navigate to the Webhooks section.

2. Click New Webhook.
3. Optional: Enter a name and description for the webhook.
4. Configure the visibility of the webhook:
• Private: Only you can access the webhook.
• Workspace: Any admin in the workspace can view, modify, or delete the webhook.
5. Select the delivery type and configure relevant parameters:
• PUSH: Enter a target URL for delivering events. Optionally, decide whether you want to skip events that
can’t be delivered.
After you save the webhook, you have the option to select an authorization method and enter a
callback to manipulate the payload. For more information, see PUSH Webhooks [page 2163].
• PULL: Optionally, adjust the maximum batch size that defines a soft upper limit for data in event
batches. To learn how to fetch events, see PULL Webhooks [page 2165].

 Note

Once you save a delivery type for a webhook, you cannot change it.

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6. The webhook is active by default. To deactivate the webhook, switch it off under Status.
7. In the Triggering Events section, click Add new set to add a triggering event for the webhook. For a full list of
events, see Webhook Events [page 2167].
8. Click Save.

A webhook is created. You can update its configuration or delete it if needed.

Event Types and Payloads

For a full list of available event types, see Webhook Events [page 2167].

To view example payloads for selected event types, see Webhook Payloads [page 2170].

PUSH Webhooks

With PUSH webhooks, each time an event occurs in SAP LeanIX, it's sent to the specified target URL through
an HTTP POST request. The request body contains an event payload in JSON format. To learn how to use PUSH
webhooks, visit PUSH Webhooks [page 2163].

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PULL Webhooks

With PULL webhooks, a client requests events by polling an endpoint on the SAP LeanIX Webhooks API. To
learn how to use PUSH webhooks, visit PULL Webhooks [page 2165].

9.3.4.1 PUSH Webhooks

Receive events to a target URL as they occur in your workspace.

With PUSH webhooks, each time an event occurs in SAP LeanIX, it's sent to the specified target URL through
an HTTP POST request. The request body contains an event payload in JSON format.

Your server should return a successful HTTP response code to confirm successful delivery. Delivery results for
the past 30 days are listed on the webhook details page, below the configuration fields.

 Tip

Before configuring automations with a PUSH webhook, verify the webhook configuration using a test target
URL.

Authorization

In webhooks, we support the HTTPS protocol for the target URL, enhancing the security of your data
transmission. Ensure to keep your target URL private to prevent unauthorized access.

We offer several authorization methods within the webhook configuration to further secure the delivery of
webhook events to your target URLs. These include the Authorization header and OAuth 2.0. Additionally, you
can append a token to the query string of the target URL for an extra layer of security. This ensures that only
authorized entities can access your webhooks, further enhancing the security of your PUSH webhooks.

Authorization Header
This method uses an authorization header secret for security. To use it, generate a unique secret in your
instance. For added protection, add a Basic authorization header by clicking Add basic authorization header.
The username and password you supply will be encoded for Basic authorization, ensuring their confidentiality
during transmission.

OAuth 2.0
This method is recommended for its enhanced security. It involves authenticating with your identity provider
(IdP) and using the Bearer token issued by your IdP to authorize with your target URL. To implement OAuth
2.0 authorization, configure your target URL instance to accept authorization through a Bearer token from
your IdP. Once your JWT settings are correctly configured, specify the following details in the webhook
configuration:

• Token URL: The endpoint in your IdP used to issue an OAuth 2.0 Bearer token.
• Client ID: The unique identifier for the client to which the Bearer token is issued.

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• Client Secret: The client secret used to issue the Bearer token.
• Scopes: Scopes required for accessing the target URL endpoint. The Bearer token is issued with these
scopes.
• Credentials Location: Select where to place credentials in the request:
• Authorization Header: Credentials are sent as a Base64-encoded Basic authorization header.
• URL Encoded Body Request: Credentials are sent in the request body as URL-encoded parameters.
• Request Body Parameters: A set of key/value pairs to include in the request body.
• Request Query Parameters: A set of key/value pairs to include as query parameters.

Error Handling

If event delivery fails, retries occur every 50 seconds until successful. Delivery may fail in the following cases:

• The target URL is unreachable or is improperly configured.

• The client returns a non-successful HTTP response code.

To skip events that cannot be delivered to the target URL, select the Ignore errors option in the webhook
configuration. With this option enabled, delivery retries do not occur.

Automatic Deactivation

Webhooks that have an unreachable target URL or respond with a non-successful HTTP status code for more
than 10 days are automatically deactivated. An administrator needs to reactivate the webhook manually once
the target URL becomes valid. To reactivate a webhook, in the webhook configuration, set the status to Active.

Callback

To manipulate the webhook payload before it's sent out to the target URL, you can define a callback using
JavaScript code. You do this on the Callback tab of the webhook configuration page.

In the JavaScript code, the object data is available in the global scope. It includes the following properties,
which you can modify directly in your code:

• active
• payload
• targetMethod
• targetUrl

 Sample Code

export function main() {

const payload = data.payload;
data.targetMethod = 'POST';
data.targetUrl = data.targetUrl += '?test=' + payload.factSheet.id;

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 data.payload = {
text : 'Hello World'
};

return data
}

9.3.4.2 PULL Webhooks

Request events by polling an API endpoint.

With PULL webhooks, a client requests events by polling an endpoint on the SAP LeanIX Webhooks API.

When configuring a PULL webhook, you can optionally adjust the maximum batch size that defines a soft upper
limit for data in each event batch. The default maxBatchSize value is 512 KB. Usually, batches don't exceed
the specified size limit. However, a single event exceeding this limit will still be delivered.

Intended Usage

PULL webhooks are intended to be used in a loop:

1. Make a request to retrieve some events.

2. Process events.
3. On success, make a request to advance the cursor or use the autoCommit option. Move the cursor
forward only after you've processed the current batch of events. Once the cursor is moved, you can't fetch
events from previous batches.
4. Repeat the above steps.

Concurrency

While we detect and reject processing of concurrent requests to the same subscription id, you should ensure
that only one client uses the same webhook. Create one PULL webhook per client.

Event Availability

Events are retained on the server for 30 days. After this period, they are not available for retrieval.

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Automatic Deactivation of PULL Webhooks

After 30 days of inactivity (no pulls or commits), a PULL webhook is automatically deactivated. To reactivate a
webhook, in the webhook configuration, set the status to Active.

Retrieving Events

Before you start, ensure that you know how to authenticate to SAP LeanIX APIs. To learn more, see
Authentication to SAP LeanIX Services [page 1792].

To retrieve events, make a GET request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/webhooks/v1/subscriptions/{id}/events

To get the subscription id, navigate to the webhook details page.

Example request:

curl --request GET \

--url https://{SUBDOMAIN}.leanix.net/services/webhooks/v1/subscriptions/
888eaaf3-c72f-411c-a78a-d382ba9b2f75/events \
--header 'Authorization: Bearer {ACCESS_TOKEN}'

Example response:

{
"status": "OK",
"type": "PullResult",
"errors": [],
"total": 3,
"data": {
"events": [
{
"cursor": {
"offset": 178
},
"event": {...}
},
{
"cursor": {
"offset": 179
},
"event": {...}
}
],
"nextCursor": {
"offset": 182
}
}
}

The event object contains the webhook payload. Additionally, each event is annotated with the cursor
attribute that can be used later to navigate to this event. The nextCursor attribute applies to the entire batch
of events.

If there are no new events, an empty response is returned.

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Moving the Cursor

Once you have successfully retrieved and processed a batch of events, you need to move the cursor forward to
get the next batch. Otherwise, the next GET request would return the same events as in the previous response.
This ensures that even if your application is temporarily malfunctioning, it will eventually receive all events.

 Caution

When using PULL webhooks, move the cursor forward only after you've processed the current batch of
events. Once the cursor is moved, you can't fetch events from previous batches.

To move the cursor to the next given nextCursor, make a PUT request to the following endpoint:

https://{SUBDOMAIN}.leanix.net/services/webhooks/v1/subscriptions/{id}/cursor

Example request:

curl --request PUT \

--url https://{SUBDOMAIN}.leanix.net/services/webhooks/v1/subscriptions/
888eaaf3-c72f-411c-a78a-d382ba9b2f75/cursor \
--header 'Authorization: Bearer {ACCESS_TOKEN}' \
--header 'Content-Type: application/json' \
--data '{"offset": 182}'

Alternatively, you can move the cursor forward automatically when retrieving events. To enable this behavior,
add autoCommit=true as a query string parameter to the /services/webhooks/v1/subscriptions/
{id}/events endpoint. Enabling automated commits does not guarantee that all events will be successfully
received and processed by your application due to possible network issues or other problems.

Example request:

curl --request GET \

--url https://{SUBDOMAIN}.leanix.net/services/webhooks/v1/subscriptions/
888eaaf3-c72f-411c-a78a-d382ba9b2f75/events?autoCommit=true \
--header 'Authorization: Bearer {ACCESS_TOKEN}'

9.3.4.3 Webhook Events

Available event types for webhook subscriptions.

Fact Sheets

 Note

For events related to fact sheets, you can optionally select a fact sheet type. This allows you to receive
event notifications only for this fact sheet type without configuring a callback.

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Event Description

FACT_SHEET_CREATED A new fact sheet is created.

FACT_SHEET_UPDATED A fact sheet is updated. This also includes updates to fact

sheet relations.

FACT_SHEET_VIEWED A fact sheet is viewed by a workspace user.

FACT_SHEET_ARCHIVED A fact sheet is archived.

FACT_SHEET_DELETED A fact sheet is deleted. Deletion occurs when a fact sheet

type is deleted from the meta model configuration or the
retention period for an archived fact sheet ends.

FACT_SHEET_RECOVERED A fact sheet is recovered.

Fact Sheet Relations

Event Description

RELATION_CREATED A new relation between fact sheets is created.

RELATION_UPDATED A relation between fact sheets is updated.

RELATION_ARCHIVED A relation between fact sheets is archived.

RELATION_DELETED A relation between fact sheets is deleted. Deletion occurs

when a fact sheet type is deleted from the meta model con-
figuration or the retention period for an archived fact sheet
ends.

RELATION_SWITCH Only the target fact sheet within a relation changed.

Fact Sheet Tags

Event Description

FACT_SHEET_TAG_ADDED A tag is added to a fact sheet.

FACT_SHEET_TAG_REMOVED A tag is removed from a fact sheet.

Fact Sheet Fields

Event Description

FACT_SHEET_FIELD_UPDATED A field on a fact sheet is updated.

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Fact Sheet Resources

Event Description

DOCUMENT_CREATED A resource is added to a fact sheet.

DOCUMENT_UPDATED A resource is updated on a fact sheet.

DOCUMENT_DELETED A resource is deleted from a fact sheet.

Fact Sheet Subscriptions

Event Description

SUBSCRIPTION_CREATED A subscription is added to a fact sheet.

SUBSCRIPTION_UPDATED A subscription is updated on a fact sheet.

SUBSCRIPTION_DELETED A subscription is deleted from a fact sheet.

Fact Sheet Comments

Event Description

COMMENT_CREATED A comment is created on a fact sheet.

COMMENT_REPLY_ADDED A reply is added to a comment on a fact sheet.

COMMENT_DELETED A comment is deleted from a fact sheet.

Integration Runs

 Note

For events related to integrations, you can optionally select a specific integration. This allows you to receive
event notifications only for this integration without configuring a callback.

Event Description

INTEGRATION_RUN_STARTED An integration run started.

INTEGRATION_RUN_FINISHED An integration run finished.

INTEGRATION_RUN_ABORTED An integration run is canceled.

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Integration Configurations

Event Description

CONFIGURATION_CREATED A configuration for an integration is created.

CONFIGURATION_UPDATED A configuration for an integration is updated.

CONFIGURATION_DELETED A configuration for an integration is deleted.

CONFIGURATION_ACTIVATED A configuration for an integration is activated.

CONFIGURATION_DEACTIVATED A configuration for an integration is deactivated.

Automations

Event Description

AUTOMATION_TRIGGERED A no-code automation is triggered. For more details, see

Creating an Automation with a Webhook Action [page 1025].

Surveys

Event Description

POLL_RESULT_CREATED A survey response is created.

POLL_RESULT_UPDATED A survey response is updated.

POLL_RESULT_FINALIZED (within A survey response for a fact sheet is submitted.

POLL_RESULT_UPDATED)

9.3.4.4 Webhook Payloads

Example payloads for selected webhook events.

 Note

This document provides example payloads for selected webhook events. To view a full list of event types,
see Webhook Events [page 2167].

The data provided in a webhook payload is specific to each event type. In general, a payload contains the
following information:

• Event details
• User who triggered the event

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• Metadata, such as the fact sheet type, fields, and relations

The maximum supported payload size is 20 MB.

FACT_SHEET_CREATED

{
"id": 42834,
"type": "FactSheetCreatedEvent",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"createdAt": "2024-02-16T13:12:27.032622Z",
"factSheet": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 0,
"name": "AC Management",
"type": "Application",
"level": 1,
"fields": [],
"status": "ACTIVE",
"lxState": "BROKEN_QUALITY_SEAL",
"fullName": "AC Management",
"naFields": [],
"createdAt": "2024-02-16T13:12:26.995583770Z",
"documents": [],
"relations": [],
"updatedAt": "2024-02-16T13:12:26.999252278Z",
"completion": {
"type": "SectionCompletion",
"completion": 0.005952380952380952,
"percentage": 1,
"totalWeight": 7,
"weightedSum": 0.041666666666666664,
"subCompletions": {
"section.projects": {
"type": "SectionCompletion",
"completion": 0,
"percentage": 0,
"totalWeight": 1,
"weightedSum": 0,
"subCompletions": {
"subsection.factSheetsAffecting.label": {
"type": "ConcreteCompletion",
"completion": 0,
"percentage": 0,
"totalWeight": 1,
"weightedSum": 0
}
}
},
"section.sourcing": {...},
"section.information": {...},
"section.dependencies": {...},
"section.dataManagement": {...},
"section.businessSupport": {...},
"section.lxPortfolioStrategy": {...}
}
},
"milestones": [],
"displayName": "AC Management",
"subscriptions": [],
"permittedReadACL": [],
"permittedWriteACL": [],
"lxExcludeFromQuota": false

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 },
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"clonedFactSheet": false,
"transactionSequenceNumber": 75086
}

FACT_SHEET_UPDATED

{
"id": 42844,
"type": "FactSheetUpdatedEvent",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"createdAt": "2024-02-16T13:15:23.702272Z",
"factSheet": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 3,
"name": "AC Management",
"tags": [...],
"type": "Application",
"level": 1,
"fields": [],
"status": "ACTIVE",
"lxState": "BROKEN_QUALITY_SEAL",
"fullName": "AC Management",
"naFields": [],
"createdAt": "2024-02-16T13:12:26.995584Z",
"documents": [],
"relations": [],
"updatedAt": "2024-02-16T13:15:23.678693644Z",
"completion": {...},
"milestones": [],
"description": "AC Management app",
"displayName": "AC Management",
"subscriptions": [],
"permittedReadACL": [],
"permittedWriteACL": [],
"lxExcludeFromQuota": false
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"transactionSequenceNumber": 75088
}

FACT_SHEET_VIEWED

{
"id": 118540,
"type": "FactSheetViewedEvent",
"userId": "e84a8c18-a374-4ccd-b783-5a8050787614",
"createdAt": "2024-07-05T11:13:11.834105Z",
"factSheetId": "3921ec8c-a81a-470e-89de-b26b972bca59",
"workspaceId": "95ed41a8-1856-4372-96b7-f3117fbc9675",
"transactionSequenceNumber": null
}

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FACT_SHEET_ARCHIVED

{
"id": 42914,
"type": "FactSheetArchivedEvent",
"fsType": "Application",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"comment": "Duplicate application",
"createdAt": "2024-02-16T13:49:42.181834Z",
"fsIdAndRev": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 11
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"affectedFactSheetIdAndRev": [
{
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 11
},
{
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"rev": 27
}
],
"transactionSequenceNumber": 75126
}

RELATION_CREATED

{
"id": 42846,
"type": "RelationCreatedEvent",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"relation": {
"id": "675aacdd-cfdf-4702-8084-0646e74533b9",
"toId": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"type": "relToChild",
"fields": [],
"fromId": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"status": "ACTIVE",
"naFields": [],
"typeToFS": "Application",
"typeFromFS": "Application",
"displayNameToFS": "AC Management / AC Management Cloud",
"permittedReadACL": [],
"constrainingRelations": []
},
"createdAt": "2024-02-16T13:17:20.965779Z",
"toDetails": {
"factSheetInfos": {
"type": "Application",
"idAndRev": {
"id": "2efa37b5-18aa-48d8-9d70-1328c0d856d7",
"rev": 25
},
"displayName": "AC Management / AC Management Cloud"
},
"effectiveRelationName": "relToParent"
},
"relationId": "675aacdd-cfdf-4702-8084-0646e74533b9",

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 "fromDetails": {
"factSheetInfos": {
"type": "Application",
"idAndRev": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 3
},
"displayName": "AC Management"
},
"effectiveRelationName": "relToChild"
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"transactionSequenceNumber": 75089
}

FACT_SHEET_TAG_ADDED

{
"id": 42840,
"type": "FactSheetTagAddedEvent",
"tagId": "5ab3558a-580b-422d-8a95-12f7f075dfd7",
"fsType": "Application",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"tagName": "Public Cloud",
"createdAt": "2024-02-16T13:14:08.732070Z",
"fsIdAndRev": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 1
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"tagGroupName": "Cloud Transformation",
"transactionSequenceNumber": 75087
}

FACT_SHEET_FIELD_UPDATED

{
"id": 42860,
"path": "/externalId",
"type": "FactSheetFieldUpdatedEvent",
"fsType": "Application",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"newValue": {
"type": "ExternalId",
"status": "ACTIVE",
"comment": null,
"externalId": "123456",
"externalUrl": null
},
"oldValue": {
"type": "ExternalId",
"status": "ACTIVE",
"comment": null,
"externalId": "123456789",
"externalUrl": null
},
"createdAt": "2024-02-16T13:23:03.697933Z",

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 "fsIdAndRev": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 7
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"transactionSequenceNumber": 75093
}

DOCUMENT_CREATED

{
"id": 42851,
"type": "DocumentCreatedEvent",
"refId": null,
"fsType": "Application",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"createdAt": "2024-02-16T13:19:09.116531Z",
"documentId": "d2421a7c-b4db-485f-873a-71a354eb7209",
"fsIdAndRev": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 4
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"documentName": "Link to SAP LeanIX website",
"documentType": null,
"documentOrigin": "CUSTOM_LINK",
"transactionSequenceNumber": 75090
}

SUBSCRIPTION_CREATED

{
"id": 42854,
"type": "SubscriptionCreatedEvent",
"fsType": "Application",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"createdAt": "2024-02-16T13:20:23.769518Z",
"roleInfos": [],
"fsIdAndRev": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"rev": 6
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"subscriptionId": "39aae878-6ded-40de-aa01-9524ce3ee6d0",
"subscribedUserId": "8393b7a8-8bfb-4989-a348-6cb31d56745f",
"subscriptionType": "RESPONSIBLE",
"transactionSequenceNumber": 75091
}

COMMENT_CREATED

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 "id": 118533,
"type": "CommentCreatedEvent",
"fsType": "Application",
"userId": "e84a8c18-a374-4ccd-b783-5a8050787614",
"message": "This is a comment",
"commentId": "e8182dd9-586b-4a5d-82f2-cfbec02cb118",
"createdAt": "2024-07-05T11:02:00.129002Z",
"fsIdAndRev": { "id": "3921ec8c-a81a-470e-89de-b26b972bca59", "rev": 35 },
"workspaceId": "95ed41a8-1856-4372-96b7-f3117fbc9675",
"transactionSequenceNumber": 106302
}

COMMENT_REPLY_ADDED

{
"id": 118537,
"type": "CommentReplyAddedEvent",
"userId": "e84a8c18-a374-4ccd-b783-5a8050787614",
"replyId": "847f58e0-8298-4f71-b541-71a38fccc0df",
"commentId": "e8182dd9-586b-4a5d-82f2-cfbec02cb118",
"createdAt": "2024-07-05T11:02:03.980262Z",
"workspaceId": "95ed41a8-1856-4372-96b7-f3117fbc9675",
"transactionSequenceNumber": 106303
}

COMMENT_DELETED

{
"id": 118542,
"type": "CommentDeletedEvent",
"fsType": "Application",
"userId": "e84a8c18-a374-4ccd-b783-5a8050787614",
"comment": {
"id": "e8182dd9-586b-4a5d-82f2-cfbec02cb118",
"status": "ACTIVE",
"userId": "e84a8c18-a374-4ccd-b783-5a8050787614",
"message": "This is a comment",
"replies": [
{
"id": "847f58e0-8298-4f71-b541-71a38fccc0df",
"userId": "e84a8c18-a374-4ccd-b783-5a8050787614",
"message": "This is a reply to a comment",
"createdAt": "2024-07-05T11:02:03.939396098Z"
}
],
"createdAt": "2024-07-05T11:02:00.017209Z",
"replaySequence": 0
},
"commentId": "e8182dd9-586b-4a5d-82f2-cfbec02cb118",
"createdAt": "2024-07-05T11:15:06.301588Z",
"fsIdAndRev": { "id": "3921ec8c-a81a-470e-89de-b26b972bca59", "rev": 35 },
"workspaceId": "95ed41a8-1856-4372-96b7-f3117fbc9675",
"transactionSequenceNumber": 106304
}

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INTEGRATION_RUN_FINISHED (Integration API)

{
"type": "INTEGRATION-API",
"scope": "PARTIAL",
"version": "1.0.0",
"duration": 3.924405624,
"progress": "FINISHED",
"direction": "INBOUND",
"errorCount": 0,
"connectorId": "inbound-document-connector",
"warningCount": 0,
"connectorType": "inboundDocument",
"integratedTool": "",
"processedCount": 2,
"synchronizationId": "865b71a1-e66f-49c0-89de-5bc5fb42401b"
}

INTEGRATION_RUN_STARTED (ServiceNow Integration)

{
"version": "?",
"type": "SERVICENOW",
"scope": "PARTIAL",
"errorCount": 1,
"warningCount": 2,
"processedCount": 3,
"duration": "PT0.123S",
"progress": "RUNNING",
"synchronizationId": "18886403-3edb-483d-a13f-cac5f4b34802"
}

INTEGRATION_RUN_FINISHED (ServiceNow Integration)

{
"version": "?",
"type": "SERVICENOW",
"scope": "PARTIAL",
"errorCount": 1,
"warningCount": 2,
"processedCount": 3,
"duration": "PT0.123S",
"progress": "FINISHED",
"synchronizationId": "18886403-3edb-483d-a13f-cac5f4b34802"
}

INTEGRATION_RUN_ABORTED (ServiceNow Integration)

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 "version": "?",
"type": "SERVICENOW",
"scope": "PARTIAL",
"errorCount": 1,
"warningCount": 2,
"processedCount": 3,
"duration": "PT0.123S",
"progress": "ABORTED",
"synchronizationId": "18886403-3edb-483d-a13f-cac5f4b34802"
}

CONFIGURATION_CREATED

{
"type": "CONFIGURATION_CREATED",
"userId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"connectorId": "inbound-document-connector",
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"connectorType": "inboundDocument",
"processingMode": "partial",
"integrationType": "Integration API",
"connectorVersion": "1.0.0",
"processingDirection": "inbound"
}

AUTOMATION_TRIGGERED

{
"tag": "AUTOMATION_WEBHOOK_TAG",
"userId": "6ef78c21-98a2-4377-acaa-fc66ff2b78gf",
"factSheet": {
"id": "7a5bace3-4f7c-4682-b511-aecc9a6927d0",
"type": "Application",
"displayName": "Test Application Fact Sheet"
},
"automation": {
"id": "3c72aa45-457a-4c10-9fac-40146121167c",
"sourceUrl": "https://app.leanix.net/workspace-name/admin/automations/edit/
3c72aa45-457a-4c10-9fac-40146121167c"
},
"workspaceId": "b7d655f1-4aa0-4132-92c6-a390a60cb8gh"
}

POLL_RESULT_CREATED

{
"type": "POLL_RESULT_CREATED",
"pollRun": {
"id": "0b38d423-7b15-4ecd-ae3e-175c9fb8134a",
"poll": {
"id": "3754281a-f8f2-43b5-8ec5-b78465f48be6",

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 "title": "Update Life Cycle Dates",
"status": "ACTIVE",
"language": "en",
"creatorId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"timeFrame": 0,
"userQuery": {
"roles": [
{
"roleDetails": [],
"subscriptionType": "RESPONSIBLE"
},
{
"roleDetails": [],
"subscriptionType": "OBSERVER"
}
]
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"creationDate": "2024-02-16T13:31:19.391993Z",
"factSheetType": "Application",
"questionnaire": {
"id": "5af9a9b9-6da1-465a-bc95-8344b9ec2fb2",
"questions": [
{
"id": "9de72fa1-d999-bff3-eabb-ba3315bb479b",
"type": "factsheetelement",
"label": "Update life cycle",
"deleted": false,
"disabled": false,
"powerfeature": true,
"factSheetElement": {
"type": "FACT_SHEET_FIELD",
"factSheetFieldName": "lifecycle",
"factSheetFieldType": "LIFECYCLE"
}
}
]
},
"factSheetQuery": {
"ids": ["95fbeddd-abdf-4552-a82b-ce37c287735c"],
"filter": {
"facetFilter": [
{
"keys": ["Application"],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
},
"repeatIntervall": 0,
"introductionText": "...",
"introductionSubject": "...",
"additionalFactSheetText": "...",
"allowedPermissionStatus": "ACTIVE_ONLY",
"sendChangeNotifications": true,
"additionalFactSheetSubject": "A Fact Sheet has been added to a Survey you
are participating in",
"additionalFactSheetCheckEnabled": true
},
"status": "PREPARING",
"language": "en",
"pollCopy": {
"id": "3754281a-f8f2-43b5-8ec5-b78465f48be6",
"title": "Update Life Cycle Dates",
"status": "ACTIVE",
"language": "en",
"creatorId": "3et65c21-98f2-5376-acaa-fchf654b9c22",

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 "timeFrame": 0,
"userQuery": {
"roles": [
{
"roleDetails": [],
"subscriptionType": "RESPONSIBLE"
},
{
"roleDetails": [],
"subscriptionType": "OBSERVER"
}
]
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"creationDate": "2024-02-16T13:31:19.391993Z",
"factSheetType": "Application",
"questionnaire": {
"id": "5af9a9b9-6da1-465a-bc95-8344b9ec2fb2",
"questions": [
{
"id": "9de72fa1-d999-bff3-eabb-ba3315bb479b",
"type": "factsheetelement",
"label": "Update life cycle",
"deleted": false,
"disabled": false,
"powerfeature": true,
"factSheetElement": {
"type": "FACT_SHEET_FIELD",
"factSheetFieldName": "lifecycle",
"factSheetFieldType": "LIFECYCLE"
}
}
]
},
"factSheetQuery": {
"ids": ["95fbeddd-abdf-4552-a82b-ce37c287735c"],
"filter": {
"facetFilter": [
{
"keys": ["Application"],
"facetKey": "FactSheetTypes",
"operator": "OR"
}
]
}
},
"repeatIntervall": 0,
"introductionText": "...",
"introductionSubject": "...",
"additionalFactSheetText": "...",
"allowedPermissionStatus": "ACTIVE_ONLY",
"sendChangeNotifications": true,
"additionalFactSheetSubject": "A Fact Sheet has been added to a Survey you
are participating in",
"additionalFactSheetCheckEnabled": true
},
"senderId": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"startTime": "2024-02-16T13:40:56.246318Z",
"resultView": "NEW",
"pollRunType": "LIVE",
"pollResultType": "PER_FACTSHEET",
"factsheetsTotal": 1,
"recipientsTotal": 2,
"factsheetsProgress": 0,
"factsheetsSelected": 1,
"recipientsProgress": 0,
"factsheetsCompleted": 0,
"recipientsCompleted": 0,

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 "sendChangeNotifications": true,
"additionalFactSheetCheckEnabled": true
},
"createdAt": 1708090856819,
"pollResult": {
"id": "1eda2425-2d33-4c5e-a3e3-7f767770b778",
"users": [
{
"id": "8393b7a8-8bfb-4989-a348-6cb31d56745f",
"email": "john.smith@organization.com",
"fullName": "John Smith",
"lastName": "Smith",
"firstName": "John"
},
{
"id": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"email": "john.doe@organization.com",
"fullName": "John Doe",
"lastName": "Doe",
"firstName": "John"
}
],
"sender": {
"id": "3et65c21-98f2-5376-acaa-fchf654b9c22",
"email": "john.doe@organization.com",
"fullName": "John Doe",
"lastName": "Doe",
"firstName": "John"
},
"status": "NEW",
"answers": [
{
"questionId": "9de72fa1-d999-bff3-eabb-ba3315bb479b"
}
],
"factSheet": {
"id": "95fbeddd-abdf-4552-a82b-ce37c287735c",
"name": "AC Management",
"type": "Application",
"displayName": "AC Management App"
},
"pollRunId": "0b38d423-7b15-4ecd-ae3e-175c9fb8134a"
},
"workspaceId": "ae6756f1-4aag-4356-92c6-a390a60cb8fg",
"pollResultEventType": "POLL_RESULT_CREATED"
}

9.3.5 Rate Limiting

Learn how our rate limiting in SAP LeanIX APIs works.

Introduction

Rate limiting is a measure to restrict the number of requests that a user or system can make to a network
interface within a specific timeframe. Rate limiting ensures that:

• The system is protected from excessive traffic and certain types of attacks, such as DoS (Denial of
Service).

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• The resources are available to all users, and the user experience remains consistent and predictable.
• The traffic is fairly distributed among users, for example, each customer Workspace receives the same
share of requests.
• The risk of potential downtimes is reduced.

Consider our rate limits when implementing high-frequency API calls.

How Rate Limiting Works

If you reach a rate limit, you get the HTTP 429 Too Many Requests response status code.

The API response may contain a message showing the reason for reaching the rate limit. For example, if
you reach a user-based rate limit, you get a response like the following: HTTP 429 Too Many Requests.
USER_INTERVAL_REQUEST_LIMIT_EXCEEDED.

In the event of rate limiting or temporary unavailability, the API response may include a Retry-After header,
indicating the recommended duration the client should wait before initiating a new request. If this header is not
present, the client must determine an appropriate retry interval based on the specific rate limits established by
the API.

Rate Limits for the Pathfinder API

The Pathfinder API is the core service that allows you to work with your fact sheets. The API powers data
and capabilities behind the fact sheets functionality.

 Note

Rate limits apply to both your interactions with fact sheets in the application UI and your backend API calls.

We set the following rate limits for the Pathfinder API:

Rate Limits
Type Rate Limit

User-based rate limit 1800 requests per minute per user (including both human
users and technical users)

Rate limit for internal requests 1200 requests per minute per workspace for requests from
specific internal services listed below. These services auto-
matically reschedule rate-limited requests for you. This ap-
plies to:

• Import Export API

• Integration API
• Integration ServiceNow API
• Integration Signavio API

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9.3.6 Response Status Codes

Overview of HTTP response status codes in SAP LeanIX APIs.

SAP LeanIX uses HTTP response codes to communicate the status of API requests, enabling developers to
effectively interpret the outcome of their interactions with SAP LeanIX services. These codes fall into three
broad categories, reflecting the nature of the response:

• Success codes (2xx)

• Client-side error codes (4xx)
• Server-side error codes (5xx)

 Note

Response codes may change in future API updates. Consider the information in this guide as a general
reference, taking into account the dynamic nature of APIs and the potential for modifications in response
codes with future updates. To view detailed information about response codes for each API, use our
OpenAPI Explorer .

Success Codes (2xx)

2xx status codes indicate that the request was successful and the desired action was completed. These codes
provide positive feedback, allowing developers to proceed with further processing or updates. Success codes
adhere to the guidelines specified in Section 6.3 of RFC 7231 , the Internet Standards Track document issued
by the Internet Engineering Task Force (IETF).

Code Meaning

200 (OK) The request was successful, and the resource was retrieved
or updated.

Client-Side Error Codes (4xx)

4xx status codes indicate errors originating from the client side, such as invalid requests or missing
parameters. They provide actionable information for identifying and rectifying the problem before retrying
the request. These error codes adhere to the guidelines specified in Section 6.5 of RFC 7231 , the Internet
Standards Track document issued by IETF.

Code Meaning

400 (Bad Request) The request was malformed or invalid.

401 (Unauthorized) The request requires authentication.

403 (Forbidden) The request is not authorized to access the resource.

404 (Not Found) The resource does not exist.

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Code Meaning

405 (Method Not Allowed) The requested method is not supported for the specified
resource.

409 (Conflict) The request could not be completed due to a conflict with
the current state of the target resource.

410 (Gone) The requested resource is no longer available.

422 (Validation Error) The request was syntactically valid but semantically invalid,
meaning that the data provided does not meet the specified
validation rules.

429 (Too Many Requests) The request rate exceeds the allowed limit. For more infor-
mation, see Rate Limiting [page 2181].

Server-Side Error Codes (5xx)

5xx codes indicate errors originating from the SAP LeanIX servers, suggesting system-level issues or
temporary disruptions. These error codes adhere to the guidelines specified in Section 6.6 of RFC 7231 ,
the Internet Standards Track document issued by IETF.

Code Meaning

500 (Internal Server Error) An unexpected server-side error has occurred.

502 (Bad Gateway) The SAP LeanIX servers received an invalid response from
an upstream service.

503 (Service Unavailable) The SAP LeanIX servers are temporarily unavailable.

9.3.7 API Updates

GraphQL API: Error Handling for Multiple Mutations Sent in a Single Request (July 28, 2025) [page 2184]

Self-Built Software Discovery API: Asynchronous Processing of SBOM File Ingestions (April 7, 2025) [page
2186]

GraphQL API Changes (January 15, 2025) [page 2191]

9.3.7.1 GraphQL API: Error Handling for Multiple Mutations

Sent in a Single Request (July 28, 2025)

 Note

The release date for this update has changed from the originally planned date of July 14, 2025, to July 28,
2025.

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We plan to improve the error handling behavior of the GraphQL API for multiple mutations sent in a single
request. If a payload contains at least one invalid mutation, the API will provide a clearer response in the data
and errors attributes. The response will explicitly indicate that no mutations have been applied, preventing
assumptions of partial success. The core behavior of the GraphQL API remains unchanged in how it handles
multiple mutations in a single request.

To learn more about how error handling in GraphQL works, visit Error Handling in GraphQL [page 1922].

Current Behavior

When you send multiple mutations in a single API request and at least one mutation is invalid (such as a
mutation for updating a non-existent field), none of the mutations in that request are executed. However, the
API response might be mistaken for a successful partial execution because valid mutations are listed in the
data attribute of the response.

What’s Changing

On July 28, 2025, at 9 AM CEST, we’ll update the error handling behavior of the GraphQL API. When multiple
mutations are sent in a single API request and at least one mutation is invalid, the following will happen:

• The data attribute will return null in the API response.

• The errors attribute will include an entry for each failed mutation, along with an error description.
• A message Error in Request. Transaction is rolled back! will be returned to indicate that any
other valid mutations that did not cause an error weren't effectively applied.

What You Need to Do

Adjust your GraphQL API calls and integrations where needed to account for the new error response.

Example

In the request below, the mutation m2 for updating a fact sheet includes an invalid field: descriptio.

Example request:

mutation {
m1: updateFactSheet(
id: "d9506c79-5d4e-4661-9297-b3b84bd17b79"
patches: [{ op: replace, path: "/description", value: "first description" }]
) {
factSheet {
id
description
}

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 }
m2: updateFactSheet(
id: "3b2f5b03-8cff-4aa1-a619-38aa7e90d456"
patches: [
{ op: replace, path: "/descriptio", value: "invalid field description" }
]
) {
factSheet {
id
description
}
}
m3: updateFactSheet(
id: "351ee5ff-c851-48c5-92e6-3d373c6483ce"
patches: [
{ op: replace, path: "/description", value: "third description" }
]
) {
factSheet {
id
description
}
}
}

In the response, the data attribute returns null. The errors attribute provides details about the failed
mutation. An error message indicates that the entire request hasn't been executed and none of the mutations
have been applied.

Example response:

{
"data" : null,
"errors" : [ {
"message" : "The path '/descriptio' is invalid in FactSheet schema
Application.",
"path" : [ "m2" ],
"extensions" : {
"errorType" : "BUSINESS_LOGIC"
}
}, {
"message" : "Error in Request. Transaction is rolled back!",
"path" : [ ],
"extensions" : {
"errorType" : "BUSINESS_LOGIC"
}
} ]
}

9.3.7.2 Self-Built Software Discovery API: Asynchronous

Processing of SBOM File Ingestions (April 7, 2025)
Learn what’s changing in the Self-Built Software Discovery API and how to prepare for these changes to avoid
any issues with your integrations.

 Note

The changes to the Self-Built Software Discovery API described here have been implemented on April 7,
2025. If you have questions or need additional support, please contact SAP LeanIX support.

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Overview

We're introducing enhancements to the Self-Built Software Discovery REST API to improve SBOM file
ingestion and system performance for our customers. These changes will come into effect on April 7, 2025,
following a transition period. During this period, you can test and familiarize yourself with the new behavior
while continuing to use your current API implementation. However, after the transition period, only the new
behavior will be supported.

• Transition period: March 10, 2025 – April 6, 2025

• Switchover date: April 7, 2025

 Note

If your current implementation of /factSheets/{factSheetId}/sboms does not rely on the HTTP

status code or the payload, these changes will not affect you. Otherwise, you will need to update your
integrations as detailed below.

During the transition period, you can try out the updated API to see how the behavior will change. For
details, see Test the New API Behavior During the Transition Period [page 2191].

To learn more about self-built software discovery and SBOMs, refer to:

• Self-Built Software Discovery [page 1337]

• Software Bill of Materials (SBOM) [page 1376]

Background

These API updates are designed to significantly improve SBOM file ingestion and enhance system efficiency.
The changes are driven by two primary factors:

• Scalability and resilience: While our systems can handle the current load, we anticipate increased SBOM
traffic. To maintain optimal user experience and ensure our systems can manage this growth, we're
transitioning to asynchronous processing of SBOM files. This shift will address potential hurdles and
ensure continued high performance.
• Extensibility: Currently, our system processes SBOM files to show library reuse in the wider business
context (for example, the log4j case) and intelligently match technology stacks. Switching to asynchronous
processing will allow us to add additional post-processing mechanisms in the future, such as vulnerability
checks. Though there's no established timeline for these enhancements, we aim to have the right technical
foundation in place for future implementation.

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What’s Changing

The changes affect the following endpoint on the Self-Built Software Discovery API:

Method Endpoint Schema

POST /factSheets/{factSheetId}/ Reference

sboms

We're also adding a new endpoint for tracking the processing job status.

Here's what's changing:

• Response Status Code [page 2188]

• Enhanced Response Payload [page 2188]
• New Endpoint for Tracking the Job Status [page 2189]

 Note

While the processing of SBOM files will be asynchronous, the validation of request payloads will remain
unchanged. The API immediately validates payloads upon receiving requests.

Response Status Code

The HTTP response status code changes as follows:

• Current code: 201 (Created)

• New code: 202 (Accepted)

Enhanced Response Payload

The following fields are added to the data object in the response payload:

Field Description

jobId Identifier of the processing job.

workspaceId Identifier of the workspace.

status Current status of the job.

errorMessage Error message provided when the job fails.

created_at Timestamp indicating when the job was created.

plannedExecutionAt Timestamp indicating the scheduled execution time.

updatedAt Timestamp indicating when the job was last updated.

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Current payload:

{
"data": {
"message": "SBOM file successfully processed"
}
}

New payload:

{
"data": {
"jobId": "5e28492a-5d0e-4dfb-9935-503b0463d0c5",
"workspaceId": "56f7d2ae-4b03-4c4d-bfbb-b6aae4aa1eb9",
"status": "SCHEDULED",
"errorMessage": null,
"createdAt": "2025-01-28T07:53:25.358Z",
"plannedExecutionAt": "2025-01-28T07:55:22.102Z",
"updatedAt": "2025-01-28T07:53:25.358Z"
}
}

New Endpoint for Tracking the Job Status

We’re introducing a new endpoint for tracking the processing job status using the jobId returned in the
response payload [page 2188]. Job statuses are maintained for 48 hours after submitting SBOM files.

Method Endpoint Schema

GET /sboms/jobs/{jobId} Reference

Response payload:

{
"data": {
"id": "1a10138e-302b-4797-9038-058e14d1a0b6",
"workspaceId": "56914519-c634-41bb-b163-866333b907ee",
"status": "SUCCEEDED",
"errorMessage": null,
"createdAt": "2025-03-06T07:33:25.833318Z",
"plannedExecutionAt": "2025-03-06T07:33:31.479195Z",
"updatedAt": "2025-03-06T07:33:31.479195Z"
}
}

What You Need to Do

If your current implementation of /factSheets/{factSheetId}/sboms does not rely on the HTTP status
code or the payload, these changes will not affect you. Otherwise, you will need to update your integrations as
detailed below.

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Adjust Your Integrations for the New Response Code and Payload

Update your systems to recognize the new 202 HTTP response status code and parse additional response
payload fields.

Pseudo code to handle the new status code:

function handleApiResponse(response):
if response.statusCode == 202:
print("Request accepted. Processing asynchronously.")
jobId = response.payload.data.jobId
jobStatus = response.payload.data.status
jobCreationTime = response.payload.data.created_at
print("Job ID:", jobId)
print("Job Status:", jobStatus)
print("Job Created At:", jobCreationTime)
return jobId # Save Job ID for status checks
elif response.statusCode == 201:
print("Request processed successfully.")
else:
print("Error with request. Status Code:", response.statusCode)
# Example of using the function with a hypothetical API response
apiResponse = {
"statusCode": 202,
"payload": {
"data": {
"jobId": "5e28492a-5d0e-4dfb-9935-503b0463d0c5",
"status": "In Progress",
"created_at": "2021-07-01T12:00:00Z"
}
}
}
jobId = handleApiResponse(apiResponse)

Adapt Your Requests for Asynchronous Processing

Implement logic to periodically check the job status, accommodating the change from synchronous to
asynchronous processing.

Pseudo code to handle the job status:

function checkJobStatus(jobId):
statusEndpoint = "https://api.example.com/job/status/" + jobId
response = makeHttpRequest(statusEndpoint)
if response.statusCode == 200:
jobStatus = response.payload.jobStatus
print("Current Job Status:", jobStatus)
return jobStatus
else:
print("Failed to retrieve job status. Status Code:", response.statusCode)
function periodicStatusCheck(jobId, interval):
import time
jobComplete = False
while not jobComplete:
jobStatus = checkJobStatus(jobId)
if jobStatus == "SUCCEEDED" or jobStatus == "FAILED":
jobComplete = True
print("Final Job Status:", jobStatus)
else:
print("Continuing to monitor job status...")
time.sleep(interval) # Delay next check by 'interval' seconds
# Example usage with a job ID and a check interval of 30 seconds
periodicStatusCheck(jobId, 30)

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Test the New API Behavior During the Transition Period

During the transition period, which lasts until April 7, 2025, you can try out the new behavior. To do this, add the
x-leanix-dev header set to dev to your current API requests.

Example request:

curl --request POST \

--url https://{SUBDOMAIN}.leanix.net/services/technology-discovery/v1/
factSheets/{factSheetId}/sboms \
--header 'authorization: Bearer {API_TOKEN}' \
--header 'content-type: multipart/form-data' \
--header 'x-leanix-dev: dev' \
--form sbom=<sbom file location>

For authentication details, see Authentication to SAP LeanIX Services [page 1792].

9.3.7.3 GraphQL API Changes (January 15, 2025)

Learn what's changing in our GraphQL API and how to prepare for these changes to avoid any issues with your
integrations.

 Note

The GraphQL API changes described here have been implemented on January 15, 2025. If you have
questions or need additional support, please contact SAP LeanIX support.

To improve our API's overall robustness and consistency, we'll apply changes to our GraphQL API validation
rules, which will take effect on January 15, 2025 after a grace period.

What's Changing

Previously, our GraphQL API validation allowed certain malformed queries to pass through. These queries
represent edge cases and do not reflect typical usage patterns. We've identified and addressed these
inconsistencies to ensure stricter validation. We anticipate that this change will only impact a few customers
who may have unintentionally leveraged these validation loopholes in their integrations.

Also, we're implementing stricter validation of the number of tokens allowed in a single GraphQL request. This
measure is aimed at enhancing the overall stability and performance of the API.

We're providing a grace period until January 15, 2025 to allow ample time for testing and adjustments. After
this date, stricter validation will be enforced, and any non-compliant queries will fail.

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What You Need to Do

To prepare for the upcoming changes to the GraphQL API, do the following:

• Review API responses: Review API responses to ensure that they don't contain warning messages. If a
warning message is returned, review the details in the response and adjust your queries as necessary.
• Review your GraphQL API usage: Carefully examine your interaction with our API, particularly if you’ve
implemented custom integrations.
• Test your integrations: Before the effective date, thoroughly test your integrations to identify any potential
issues caused by the stricter validation.
• Update your integrations (if necessary): If your integrations rely on the previously allowed malformed
queries, you'll need to update them to comply with the new validation rules. Also, you should check your
queries to ensure that they don't exceed the allowed token limit.

How to Validate Queries

To validate queries in your integrations, include the HTTP header x-graphql-enable-extensions in your
requests and set its value to true. If a query is invalid, a warning message is returned in extensions in the
response. Without this HTTP header, no warning message will be returned for invalid queries.

HTTP header:

"x-graphql-enable-extensions": "true"

In the GraphiQL interface in your workspace, a warning message is automatically returned for invalid queries.

Example Warning Message

For invalid requests, a warning message is returned in the response, as shown in the following example. The
warning message and relevant details are returned in extensions, which is a new element introduced in
responses. Review the details provided in reasons and adjust your queries as necessary.

{
"data": { ... },
"extensions": {
"warnings": [
{
"message": "Your request contains elements that will be considered
invalid after January 15, 2025 due to stricter GraphQL API validation rules.
Please review and update your request as necessary.",
"reasons": [
"Invalid syntax encountered. There are extra tokens in the text that
have not been consumed. Offending token '}' at line 10 column 1"
]
}
]
}
}

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Resources and Support

We'll be updating our API documentation to reflect the new validation rules. The updated documentation will be
available before the grace period ends.

If you have any questions or require further assistance, please don't hesitate to contact SAP LeanIX
Support . If you're an SAP customer, submit a request from the SAP for Me portal.

Upcoming Changes

The following sections provide an overview of upcoming changes to the GraphQL API and what you need to do
to prepare for them.

• Stricter Validation of Unconsumed Tokens [page 2193]

• Stricter Validation of Invalid Tokens [page 2194]
• Stricter Validation of the GraphQL Parsing Token Limit [page 2195]
• Stricter Data Type Validation [page 2196]

 Tip

Our interactive GraphiQL interface provides a convenient way to test and validate your queries against the
latest schema. Paste your query into the GraphiQL editor and check the query for syntax errors. Syntax
errors are highlighted in red. If needed, modify the query to ensure that there are no syntax errors. Then,
run the query to ensure that it doesn't result in a warning message.

To learn more about using GraphiQL, see GraphiQL Tool [page 1902].

Stricter Validation of Unconsumed Tokens

One of the upcoming API changes addresses the issue of unconsumed tokens in the request body. Previously,
our validation might have allowed requests containing extra tokens (for example, }) at the end of the payload
to pass through. Under the new validation rules, such requests will be flagged as malformed and will fail
validation.

What You Need to Do

Review the payloads of your GraphQL API requests for any extraneous characters following the intended data.
To ensure successful calls after the grace period, you should modify your code or tools to construct requests
that strictly adhere to the documented syntax, avoiding any extraneous characters after defined parameters.

Example Query and Warning Message

Under the new validation rules, the following example request would fail.

Example query with unconsumed tokens:

{
allFactSheets(first: 10, factSheetType: Application) {

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 totalCount
edges {
node {
id
name
type
}
}
}
}}

Example warning message:

"warnings": [
{
"message": "Your request contains elements that will be considered
invalid after January 15, 2025 due to stricter GraphQL API validation rules.
Please review and update your request as necessary.",
"reasons": [
"Invalid syntax encountered. There are extra tokens in the text that
have not been consumed. Offending token '}' at line 12 column 2"
]
}
]
}

Stricter Validation of Invalid Tokens

Another upcoming API change involves stricter validation to catch requests with invalid syntax and unexpected
tokens. Under the new validation rules, malformed requests will be flagged as invalid and will fail validation.

What You Need to Do

• Ensure that there are no incorrectly escaped characters within your request data.
• Ensure that your development environment and tools are configured to use the correct character
encoding.
• Examine specific warning messages returned by our API to identify the location and nature of the syntax
issue.

Example Query and Warning Message

Under the new validation rules, the following example request would fail.

Example query with invalid tokens:

{
��factSheet(id: "28fe4aa2-6e46-41a1-a131-72afb3acf256") {
����displayName
��������... on Application {
������relApplicationToUserGroup {
��������edges {
����������node {
������������id
������usageType
������factSheet {
��������������level
��������������id
��������������name
��������������displayName

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 ������������}
����������}
��������}
������}
����}
��}
}

Example warning message:

[
{
"message": "Your request contains elements that will be considered
invalid after January 15, 2025 due to stricter GraphQL API validation rules.
Please review and update your request as necessary.",
"reasons": [
"Invalid syntax with ANTLR error 'token recognition error at: '�'' at
line 2 column 3"
]
}
]

Stricter Validation of the GraphQL Parsing Token Limit

We're implementing stricter validation of the number of tokens allowed in a single GraphQL request. This
change is introduced to enhance the overall stability and performance of our GraphQL API.

What the Limit Means

In GraphQL, a request is broken down into smaller units called tokens during the parsing process. These tokens
represent elements like keywords, variable names, field names, and string values.

An excessively large number of tokens in a single request can strain our parsing capabilities and potentially lead
to performance issues. The limitation on the number of tokens ensures optimal API performance and a smooth
experience for all users.

How This Affects Your Integrations

This change only affects customers who construct exceptionally complex GraphQL queries with a very high
token count.

What You Need to Do

• Review your GraphQL queries: Analyze your current GraphQL queries to identify any queries that might fail
because of the token limit.
• Refactor complex queries (if necessary): If you find queries exceeding the limit, explore ways to simplify
or refactor them. This could involve breaking down the query into smaller, more manageable requests or
optimizing the query structure.

Example Error Message

Under the new validation rules, queries exceeding the token limit will fail, and the following error message will
be returned.

{
"errors": [

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 {
"message": "The request contains too many characters. To prevent Denial Of
Service attacks, parsing has been cancelled."
}
]
}

Stricter Data Type Validation

We’re implementing stricter data type validation in GraphQL queries to improve data integrity and query
accuracy. This enhancement aims to ensure that the data types passed in GraphQL queries align with the
expected types, thereby mitigating potential errors and enhancing the overall query performance.

Here are some examples of warning messages that will be returned for requests where the data types do not
match the expected ones:

• Variable has an invalid value: Expected a String input, but it was a 'Integer':
Returned when an integer value is passed where a string is expected.
• Variable has an invalid value: Expected a String input, but it was a 'Boolean':
Returned when a boolean value is passed where a string is expected.
• Variable 'patches' has an invalid value: Expected a String input, but it was a
'Double': Returned when a double value is passed where a string is expected.

What You Need to Do

Validate your queries to ensure that the data types of passed values correspond to the expected types.

Example Mutation and Warning Message

The following example illustrates a mutation where the data type of the passed value in the variable does not
match the expected type. In the description field, an integer value is provided where a string is expected,
resulting in a warning message returned for this query.

Example mutation with a variable:

mutation($patches: [Patch]!) {
updateFactSheet(
id: "ed37c4fe-7c86-45cd-97de-02cabf05bc4c",
patches: $patches
) {
factSheet {
id
name
description
}
}
}

Variable with an incorrect data type passed in value:

{
"patches": {
"op": "replace",
"path": "/description",
"value": 12345
}

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 }

Example warning message:

"warnings": [
{
"message": "Your request contains elements that will be considered invalid
after January 15, 2025 due to stricter GraphQL API validation rules. Please
review and update your request as necessary.",
"reasons": [
"Variable 'patches' has an invalid value: Expected a String input, but
it was a 'Integer'"
]
}
]

9.4 Reporting Framework and CLI

Build custom reports using the LeanIX Reporting Framework and CLI.

Overview

SAP LeanIX offers a wide range of standard out-of-the-box reports [page 662]. However, standard reports may
be insufficient for your organization.

As a developer, you can build custom reports using the LeanIX Reporting Framework and Command-Line
Interface (CLI). With this toolset, you can tailor reports to the needs of your organization.

The reporting toolset consists of two components:

• LeanIX Reporting Framework : The framework provides a connection to the SAP LeanIX app, which
allows you to create custom reports within SAP LeanIX using the report data and functionality.
• LeanIX Reporting CLI : Command-line interface (CLI) tools let you run, build, upload, and publish custom
reports to your workspaces and the SAP LeanIX Store.

Reporting Framework

The Reporting Framework is embedded in the SAP LeanIX app architecture. It communicates with the SAP
LeanIX app through the Reporting Library API. Based on this JavaScript API, you can build custom reports
using a framework of your choice.

 Note

To learn more about specific framework components, refer to the Reporting Framework documentation .
The documentation provides a comprehensive reference for enumerations, classes, interfaces, type
aliases, variables, and more.

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The Reporting Framework provides a wide range of features:

• Filtering of fact sheet information

• View selection
• Tabular view of report data and support of Excel reports
• Export to PDF and PNG files
• Choice of visualization options

To learn more, see Features of the LeanIX Reporting Framework .

Reporting CLI

The Reporting CLI allows you to initialize, develop, and publish custom reports.

To learn how to use the CLI tool, run the lxr --help command. To get detailed help for individual commands
and their options, run lxr help [command].

Required Knowledge

To work with the Reporting Framework and CLI, you should have a robust understanding of the following:

• Command-line interface
• A JavaScript framework of your choice
• GraphQL APIs
• REST APIs

Depending on the use case, you may need knowledge and skills in other areas.

Tutorials

To learn how to build custom reports using the reporting toolset, see our tutorials in Custom Reports [page
1803].

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10 Additional Resources

10.1 Data Privacy Statement: SAP LeanIX Workspace

Data privacy statement for SAP LeanIX workspaces.

1. Purpose and scope

The purpose of this Data Privacy Statement (“Statement“) is to provide information to the Users of the SAP
LeanIX workspaces as to the type of information the SAP LeanIX software may process on behalf of the
controller (i.e. the customer), as well as how such information may be used and the relevant data subject
rights.

This Statement explains the following:

• Who is Data Controller?

• What is the scope of processing?
• What are the rights of a User?

2. Data Controller

Data Controller in terms of the SAP LeanIX software is, if you are not an employee or a contractor of SAP
LeanIX, the Customer of SAP LeanIX you are employed with or contracted by.

If you have difficulties in finding out who your Data Controller is and, respectively, its Data Protection Officer,
please refer to dataprivacy@leanix.net.

If you are not employed or contracted by any customer of SAP LeanIX, the Data Controller is:

LeanIX GmbH, Friedrich-Ebert-Allee 37-39, 53113 Bonn, Germany

Contact email: dataprivacy@leanix.net

Data Protection Officer of LeanIX is Andreas Schmidt, c/o postal address above (refer to Data Protection
Officer, personally)

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3. Scope of Processing

Data types collected and relevant purpose of processing

• Personal master data: name, surname, job title, profile picture (optional), user role in the software,
subscriptions of objects, e-mail address, individual use case
• Purpose: user management, functions in the software such as subscriptions of objects
• Communication data type: e-mail, user activity in the software, browser identification, IP address
• Purpose: user management, functions in the software such as notifications, error analysis, quality
assurance of the operation and the faultlessness of the software, user support and information about
news, individual user training

Methods of processing
The Data Controller takes appropriate security measures to prevent unauthorized access, disclosure,
modification, or unauthorized destruction of the Data.

The Data processing is carried out using computers and/or IT-enabled tools, following organizational
procedures and modes strictly related to the purposes indicated. In addition to the Data Controller, the Data
may be accessible to certain types of external parties (such as third-party technical service providers, hosting
providers, or IT companies) appointed, if necessary, as Data Processors by the Data Controller. The updated
list of these parties may be requested from the Data Controller at any time.

Legal basis of processing

Legal basis is the respective contract between the Data Subject and the Controller (Art. 6 (1)(c) GDPR).

Unless SAP LeanIX is the Data Controller, the data processing occurs in order to fulfill the SaaS contract
between the Data Controller and SAP LeanIX.

Places of processing
Hosting - The Data is hosted in the hosting region chosen by the Data Controller as it subscribed for the SAP
LeanIX software. To know which data region has been chosen by your Data Controller, please contact your Data
Controller. Among others, SAP LeanIX offers as hosting regions

• Germany
• Netherlands + Ireland
• United Kingdom
• Switzerland
• Australia
• USA
• Canada
• UAE
• Singapore
• Brazil
• Japan

Further places of processing - The Data is then accessed and processed at the Data Controller's operating
offices and in any other places where the parties involved in the processing are located. That might include SAP
LeanIX subprocessors.

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Subprocessors - SAP LeanIX relies on subprocessors for processing Data. To learn where such subprocessors
are located, what is the purpose of the transfer towards this subprocessors and what are the safeguards that
we have put in place to ensure that any data processing is executed in accordance with applicable legislations,
please visit https://www.leanix.net/en/legal/list-of-subprocessors .

Retention time

Personal Data shall be processed and stored for as long as required by the purpose they have been collected
for.

In due course, Personal Data will be deleted 30 days upon expiration or termination of the contract between
Data Controller and SAP LeanIX at the latest.

Once the retention period listed above expires, Personal Data shall be deleted. Therefore, the right to access,
the right to erasure, the right to rectification, and the right to data portability cannot be enforced after the
expiration of the retention period.

4. The Rights of Users

Object to processing of their Data

Users have the right to object to the processing of their Data if the processing is carried out on a legal basis
other than consent. Further details are provided in the dedicated section below.

Access their Data

Users have the right to learn if Data is being processed by the Data Controller, obtain disclosure regarding
certain aspects of the processing, and obtain a copy of the Data undergoing processing.

Verify and seek rectification

Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.

Restrict the processing of their Data

Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Data
Controller will not process their Data for any purpose other than storing it.

Have their Personal Data deleted or otherwise removed

Users have the right, under certain circumstances, to obtain the erasure of their Data from the Data Controller.
To do so, they shall submit a request to SAP LeanIX Customer Support.

Receive their Data and have it transferred to another controller

Users have the right to receive their Data in a structured, commonly used and machine-readable format and, if
technically feasible, to have it transmitted to another controller without any hindrance.

Lodge a complaint

Users have the right to bring a claim before their competent data protection authority.

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How to exercise these rights
Any requests to exercise User rights can be directed to the Data Controller through the contact details provided
in this document. These requests can be exercised free of charge and will be addressed by the Data Controller
as early as possible and always within one month.

5. Additional information about Data collection and processing

Legal action
The User's Personal Data may be used for legal purposes by the Data Controller in court or in the stages
leading to possible legal action arising from improper use of this Application or the related Services.

The User declares to be aware that the Data Controller may be required to reveal personal data upon request of
public authorities.

Additional Information
More details concerning the collection or processing of Personal Data may be requested at any time. Please
see the contact information at the beginning of this document.

Changes to this privacy policy

The Data Controller reserves the right to make changes to this privacy policy at any time by giving notice
to its Users on this page and possibly within this Application and/or - as far as technically and legally
feasible - sending a notice to Users via any contact information available to the Data Controller. It is strongly
recommended to check this page often, referring to the date of the last modification listed at the bottom.

10.2 Cookies and Local Storage Policy: SAP LeanIX

Workspace

Cookies and local storage policy for SAP LeanIX workspaces.

1. Purpose and scope

In order to provide personalized and adequate services, SAP LeanIX workspaces rely on so-called cookies and
local storage objects to save and store information on the client side.

Cookies and local storage objects are a standard component of web technology and provide important
functionalities to improve the user experience, but it is important that our Users understand the implications
from a privacy perspective. All data collected through cookies and local storage objects are used exclusively for
the purposes specified in this Cookie and Local Storage Policy (“Policy”).

This Policy explains the following:

• What is a cookie?

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• What is a local storage?
• Types of cookies and local storage objects used in SAP LeanIX Workspaces
• How to block or delete cookies and local storage objects

For clarity, the present Policy only applies to cookies and local storage objects on the SAP LeanIX Platform. For
a description and a list of the cookies and local storage objects that the SAP LeanIX website might also rely on,
please review the relevant Cookie Policy available here .

2. What is a cookie?

Cookies are small temporary files stored in your browsing device (computer, telephone, tablet, etc) when you
visit a website. Cookies enable the website to store certain information in your device, for example to store user
preferences or to recognize you if you visit the website later.

When a cookie is created in your device, the following information is stored:

• The address (domain) of the website that created the cookie.

• The duration of the cookie.
• The content of the cookie.

You can configure your web browser at any time to block the use of cookies by certain websites. You may delete
previously stored cookies as well.

3. What is a local storage object?

A local storage is a file created by a website in your device. Cookies are just one type of local storage, but there
are others. It is important that you know them so you can block them or delete the data stored by them:

• Browser local storage. Some websites use the browser's "sessionStorage" and "localStorage" to store
data; "sessionStorage" is stored temporarily, but the “localStorage” is persistent. You may erase them by
deleting your browser's history.
• Flash local storage ("Flash Local Shared Objects"). Flash is a browser plug-in used to add Interactive and
multimedia content into websites. Flash can store data in your device.
• A web beacon is a tracking method that consists of an image embedded into a website. When your browser
connects to the server where the image is located to download it, your access is tracked. Some times web
beacons are very small or transparent images so the user is not aware of them.

4. Types of cookies and local storage objects used in SAP LeanIX

Workspaces

• ESSENTIAL: “essential” are those technical cookies/local storage objects that are necessary to manage
your flow within the website or to keep you logged in. If you block them, it is possible that certain parts of
the website might not work properly.

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• FUNCTIONALITY: “functionality” cookies/local storage objects are cookies not essential for the functioning
of the overall application, but are required by certain functionality.If you block them, it is possible that
certain parts of the website might not work properly.
• ANALYTICS: “analytics” cookies/local storage objects are used to collect information to help understand
how the website/services are being used by Users
• MARKETING: “marketing” or “advertising” cookies/local storage objects are used to deliver adverts more
relevant to users and their interests.

4.1 List of cookies and local storage objects

Below a list of the cookies and local storage objects generated from our platform.

Cookie / Local Where is it

Cookie Name Description Domain Storage Type used Lifespan

_idp_authn Used to anony- {region}- COOKIE ESSENTIAL IDP (SAP Session

_lc_key mously keep svc.leanix LeanIX)
track of the .net
user during the
login flow

JSESSIONID Used to anony- {region}- COOKIE ESSENTIAL IDP (SAP Session

mously keep svc.leanix LeanIX)
track of the .net
user during the
login flow

_idp_sessi Used to anony- {region}- COOKIE ESSENTIAL IDP (SAP Session

on mously keep svc.leanix LeanIX)
track of the cur- .net
rent user ses-
sion

_shibsessi Used to anony- {instance} COOKIE ESSENTIAL IDP (SAP Session

on_{charac mously keep .leanix.ne LeanIX)
ters} track of the cur- t
rent user ses-
sion

intercom- Allows visitors .leanix.ne COOKIE FUNCTIONALIT SAP LeanIX 9 months

id- to see any con- t Y
{character versations
s} they've had on
Intercom chat
support

intercom- Allows users to .leanix.ne COOKIE FUNCTIONALIT SAP LeanIX 1 week (from
session- access their t Y each log-in)
{character conversations
s}

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 Cookie / Local Where is it
Cookie Name Description Domain Storage Type used Lifespan

lxAccessTo Holds JWT to {instance} LOCAL ESSENTIAL SAP LeanIX Unlimited

ken: authenticate as .leanix.ne STORAGE
{workspace the user against t
} SAP LeanIX
services

lxLastActi Used to imple- {instance} LOCAL FUNCTIONALIT SAP LeanIX Unlimited

vity: ment auto-log- .leanix.ne STORAGE Y
{workspace out t
}

lxCurrentD Used to store {instance} LOCAL FUNCTIONALIT SAP LeanIX Unlimited

ashboard: what the cur- .leanix.ne STORAGE Y
{workspace rent SAP t
} LeanIX dash-
board of the
user is

Note: SAP LeanIX maybe using additional Cookies as part of its website. Kindly refer to https://www.leanix.net/
en/privacy-policy for more details.

5. How to block or delete cookies and local storage objects

You can control and manage cookies in different ways using your browser. You can delete all cookies on your
device by clearing your browsing history. This will remove all cookies from all websites you have visited. Keep in
mind that if you delete all cookies, the preferences you have stored will also be deleted. Also, for the “Essential”
cookies and local storage objects, deletion might have an impact on certain functions of the product.

You can also delete all web storage objects saved on your device by following the instructions available through
the links provided:

• Firefox
• Internet Explorer
• Microsoft Edge
• Chrome
• Safari
• Opera

10.3 SAP LeanIX Applications Terms and Conditions

(Microsoft Teams)

This document ("SAP LeanIX Applications Terms and Conditions") sets forth the terms and conditions
for access and use of the LeanIX Integration for Microsoft Teams ("LeanIX Notifications”) and associated
documentation (the "Application"), and it is a legal agreement between your company (“you”, “your”, “your

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company” or “Customer”) and the LeanIX entity with which your company entered into a contract with
(“LeanIX”). Please be aware that by agreeing to these Application Terms, you represent and warrant that you
have the authority to enter on such entity’s behalf into - and to legally bind it to - the terms below.

Provision of the Application

1. LeanIX hereby grants you a royalty-free, non-exclusive, non-transferable right to access and use the
Application in support of your use of the LeanIX products and services. Such right shall terminate in
connection with the expiration or the termination of your agreement with LeanIX for the use of such
products and services.

LeanIX Terms

1. Your use of the Application will be governed by the applicable agreement entered into by your company
and LeanIX ("LeanIX Terms"). In case of any inconsistency between the LeanIX Terms and these
Application Terms, these Application Terms shall take precedence.
2. You may not use the Application to violate the LeanIX Terms. Any use of the Application that violates the
LeanIX Terms will also be a violation of these Application Terms. You will be responsible for any use of the
Application that is performed on or through your account.

Data

1. The Application may collect personal information. LeanIX will process such information in accordance with
the LeanIX Terms.

Disclaimer

1. Notwithstanding anything to the contrary stated in the LeanIX Terms, the Application is provided on an "as
is" basis, and no warranty, either express or implied, is given. In particular, LeanIX does not warrant that
your use of the Application will be uninterrupted, timely, secure, or error-free or that the results that may be
obtained from the use of the Application will be accurate or reliable.

Limitations of Liability

1. In no event shall the aggregate liability of LeanIX arising out of the Application exceed one thousand dollars
($1,000 USD). To the maximum extent allowed by applicable law, LeanIX shall not be liable for any direct,
indirect, incidental, special, consequential, or exemplary damages, including but not limited to damages for
loss of profits, goodwill, use, data, or other intangible losses related to the application.

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2. LeanIX will not grant Service Credits, as defined in the LeanIX Terms, in case of non-availability of the
Application.
3. LeanIX reserves the right at any time and from time to time to modify or discontinue, temporarily or
permanently, the Application (or any part thereof) with or without notice. LeanIX shall not be liable to you or
to any third party for any price change, suspension, or discontinuance of the Application.

Miscellaneous

1. Governing Law. You agree that these Application Terms and your use of the Application are governed under
Massachusetts law, and any dispute related to the Application must be brought in a tribunal of competent
jurisdiction located in or near Boston, Massachusetts.

10.4 Geo-Blocking

Restrict traffic from sanctioned countries and regions.

As part of our ongoing commitment to providing a secure and compliant service, we implemented a geo-
blocking feature that restricts access to our platform for users located in sanctioned countries and regions:

• Cuba
• Iran
• North Korea
• Syria
• Crimea region
• Sevastopol
• The so-called Donetsk People’s Republic (DNR)
• The so-called Luhansk People’s Republic (LNR)

This decision was not taken lightly, and it is driven by our responsibility to ensure the safety and compliance of
our service in light of evolving international regulations.

While we value all our users around the world, recent developments have necessitated this step to protect our
platform and your data.

What you need to know:

• Geo-blocking Implementation: Starting October 1st 2023, users located in the above-mentioned
sanctioned countries and regions are no longer able to access our platform. This applies to both new
and existing users.
• Data Privacy and Security: This decision aligns with our commitment to data privacy and security. We
believe that by limiting access in this way, we can better protect your data and maintain our platform's
integrity.
• Customer Support: Our support team is here to assist you during this transition. If you have any questions
or need help with any aspect of this change, please reach out to our support team at support@leanix.net

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We understand that this decision may impact your business, and we sincerely apologize for any inconvenience
it may cause. Please know that this decision was made after careful consideration, and our primary goal is to
continue providing a secure and reliable service to our customers.

We value your partnership and appreciate your understanding as we work to uphold the highest standards of
compliance and security.

10.5 Data Quality Control Mechanisms

Overview of the mechanisms that we employ to track, monitor, and alert on data deviations, ensuring the
quality and reliability of our data.

Overview

At SAP LeanIX, we prioritize the integrity and reliability of our data. Ensuring high data quality is essential for
making informed business decisions and maintaining trust with our customers. By continuously monitoring
and alerting on data deviations, we ensure that our customers can trust the data they rely on for their business
operations.

This document outlines the mechanisms that we employ to track, monitor, and alert on data deviations in our
Gainsight environment to ensure that our data remains reliable and consistent for all stakeholders.

For any questions or further information, please reach out to your Customer Success Manager.

Data Quality Monitoring Framework

Our data quality monitoring framework is designed to detect and alert on any deviations that might indicate
potential issues. In the following sections, you can find out how we ensure robust data quality control.

Data Quality Monitoring Framework

Data Source Integration

We integrate data from multiple sources into Gainsight, ensuring comprehensive data coverage. The following
table lists our primary data sources.

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Data Source Usage Additional Information

Salesforce Used to connect with our CRM system, Salesforce Connector

allowing our Sales team to view Gain-
sight data

Snowflake Used to retrieve product usage data Snowflake Connector

and customer engagement metrics, as
well as track the adoption of SAP
LeanIX

Zendesk Used to ingest support tickets and track Zendesk Connector

their statuses

Productboard Used to collect and monitor product Configure Product Requests

ideas sent to our Product team

Gainsight Customer Community Used to track engagement in the SAP Customer Communities and Gainsight
LeanIX Community Integration - Admin Guide

Automated Alert Mechanisms

We've established automated systems in Snowflake to identify significant data changes at both the regional
and workspace levels, enhancing data quality and reliability. Additionally, we’ve set up a webhook as a backup
in case Snowpipe, a data ingestion service provided by Snowflake, fails.

Our primary focus is identifying the following:

• Daily row count deviations: Monitoring the number of rows for each data source and table in the last 7 days.
• Percentage change alerts: If there is a decrease of more than 25% in the row count from the previous
day, an alert is triggered. The 25% threshold for deviations is set to balance sensitivity and practicality
in our data monitoring system. By establishing this threshold, we aim to identify significant anomalies
without overloading the system with alerts for minor fluctuations that are within the normal range of data
variability. Deviations under 25% are considered acceptable as they typically reflect natural variations
in data volume rather than issues needing immediate attention. This approach allows us to focus our
resources on addressing more substantial and potentially problematic changes, ensuring efficient and
effective data quality management.
• Weekend exception: To avoid false positives due to typically lower weekend activity, no alerts are generated
for data collected on weekends (Saturdays and Sundays, CEST time zone).

Customer Communication

In the event of a data deviation affecting all customers, our team promptly investigates the issue and
communicates any findings and resolutions to the customers. Our goal is to ensure transparency and maintain
the highest standards of data quality.

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Continuous Improvement

We're committed to continuous improvement of our data quality processes. This involves regular reviews,
updates, and enhancements to our monitoring systems to adapt to new challenges and ensure ongoing
reliability.

10.6 Welcome to the New Home of SAP LeanIX

Documentation

We’re excited to announce that as of June 30, 2025, the SAP LeanIX documentation has officially moved to
SAP Help Portal! This change brings a more streamlined and user-friendly experience, with enhanced features
like multilingual support, PDF downloads, and an intuitive navigation.

This quick start guide will help you get the most out of the new documentation platform.

Choose a Language

Select your preferred language from the language menu at the top of the page. Real-time machine translation
is available in 39 languages.

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 Selecting a Language

Search in Your Preferred Language

When viewing a translated page, enter your search term in the search bar in that language. Select the page you
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