What You’ll Learn: This article is for Digital Budget Books Editors and explains what you need to know to keep the financial data in your budget books current after a data update.
When to Read This: After your financial data is updated in ClearGov, or when a budget book shows Needs Recalculation.
Note: You can select any image below to zoom in.
When your financial data changes in ClearGov, your budget books need to refresh to show the latest numbers. Published budget books (those set to “visible to public”) update automatically. For any other budget book, such as a draft or a clone, you are able to choose when to recalculate, so the data stays current without interrupting your work.
There are 3 steps to recalculate your budget book data. Select the step below to navigate directly to that section of this article.
- Check the Data Status of Your Budget Books
- Recalculate from the Digital Budget Books Page
- Recalculate from Inside Your Budget Book
Step 1: Check the Data Status of Your Budget Books
Navigate to the Digital Budget Books module under Report to view the Digital Budget Books home screen.
The Data Status column shows whether each budget book has the latest data:
| Status Label | Meaning |
|---|---|
| Up to Date | The budget book shows your latest financial data. No action is needed. |
| Needs Recalculation | Your data was updated after this budget book was last calculated. Recalculate to show the latest numbers. |
| Recalculating | The recalculation is in progress. A progress window shows how far along it is. |
What Changes the Data Status?
A budget book shows Needs Recalculation after your financial data is updated, such as when:
- The ClearGov Data team uploads new data for you, like a new budget type or version.
- You or your team update data in ClearGov Tools, such as Position Count, Dynamic Figures, Fund Balance, or Debt information
Note: Published budget books (those set to visible to public) are recalculated automatically and their status label will return to Up to Date on their own. Only budget books that are not published, such as drafts, clones, and working copies, need you to recalculate them.
Step 2: Recalculate from the Digital Budget Books Page
- Find the budget book that shows Needs Recalculation.
- Under the three action dots (...) on the right, select the Recalculate action.
The status changes temporarily to Recalculating and a green banner appears in the upper right-hand corner of the screen letting you know it is being recalculated. When the recalculation is complete, the status changes to Up to Date.
Step 3: Recalculate from Inside Your Budget Book
Find a budget book that shows a Needs Recalculation status label and select its title to open up the Document Editor. Upon opening a budget book that needs recalculation, a pop-up displays to inform you that your financial data has been updated.
- On the pop-up message that appears, select the Recalculate now button.
- A loading screen shows the progress. For larger budget books, it also shows an estimate of how many pages are being updated. At this point, you can select the Back to Digital Budget Books button to return to the home screen while the data is being recalculated, or simply wait for it to finish.
When the recalculation is complete, the status on the Digital Budget Books home screen changes to Up to Date and shows the latest data throughout your book.
Pro Tip: Most recalculations take only a few minutes. Smaller budget books often finish almost right away.
Ready to Learn More?
- Check out the article: Document Building - Edit the Data Source (Digital Budget Book and CIP Documents)
- Check out the article: Document Building - Manage your Dynamic Figures
- Check out the FAQ: Why can't I update parts of the pages in my document that have a Live Connection status?
Have more questions or need assistance?
Submit a Request