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Creating KPI Snapshots

KPI Snapshots allow users to capture KPI values at scheduled intervals, creating a record of KPI performance at any given point in time. Instead of recalculating KPIs dynamically against live data, KPI Snapshots store the calculated KPI results as historical data, enabling reliable trend analysis over time.

Before you begin

Before you can create KPI Snapshots, you must complete these prerequisites:

  • Set up user access: As only team admins have access, you also need to provide access to the analysts who will create KPI Snapshots and track KPI values. Analysts can set up KPI Snapshots for Knowledge Models they have access to in Studio.

    To set service level permissions, see: Managing Service level permissions.

    Tip

    For enterprise-wide value tracking, we recommend providing access to Analysts responsible for KPI and value tracking. Their familiarity with the KPIs and update cadence makes them well-suited to set up and maintain KPI Snapshots.

  • Configure KPI Snapshot data pool: Once the service is activated, a KPI Snapshots data pool is created within the Celonis Platform team. This data pool behaves like a standard Celonis Platform data pool, with any created KPI Snapshots being saved to the data pool. Like the service permissions, initially only team admins have access to this data pool, so you need to provide access to an other users who will work with the raw data.

    To set data pool access, see: Data Integration Data Pool permissions.

  • Knowledge Model containing KPIs to track: KPIs must be available in an accessible Knowledge Model before creating the snapshot.

    To learn more about Knowledge Models, see: KPIs.

Creating KPI Snapshots

To create a KPI Snapshot:

  1. From the main Celonis menu, click More - KPI Snapshots:

    KPI_snapshots.png

  2. Click + Add KPI Snapshot.

  3. Configure the KPI source:

    • KPI Snapshot name: Enter a name for the snapshot, an internal reference only.

    • Studio space: Select the Studio space containing the Knowledge Model to use.

    • Knowledge Model: Select the Knowledge Model containing the KPIs you want to snapshot. The KPI Snapshot will use the latest published version of the model. If the Knowledge Model, or any KPIs or filters you want to use, isn't published, it won't appear in the selection dropdown.

      Configure_KPI_source.png

  4. Configure KPIs and attribute breakdowns to regularly take snapshots of:

    • KPIs: Select from the KPIs available in the Knowledge Model.

    • Filtered by (optional): Select from the filters available in the Knowledge Model.

    • Breakdown: Select attributes to breakdown filtered KPIs by. An additional snapshot will be taken per attribute breakdown. Attributes not captured in filtered KPI will have a null snapshot.

      Configure_KPIs_and_breakdowns.png

  5. Configure the snapshot schedule:

    • Take snapshots on: Select from daily, weekly, and monthly.

    • On: Select the days to take the snapshot on.

    • At: Select the time to take the snapshot on.

    • Timezone: Select the timezone to use.

    • Start date / end date: Select the date to start and end the snapshots on.

      configure_schedule.png

  6. Click Save.

    The KPI Snapshot now runs as configured, with the results displayed on the overview page.

Deleting KPI Snapshots

Warning

Deleting a KPI Snapshot is permanent. This action will also delete all historical data points and records previously captured by this snapshot. This data cannot be recovered.

To delete a KPI Snapshot:

  1. From the KPI Snapshot list, click the Delete icon. The Delete KPI Snapshot modal will open.

  2. In the confirmation modal, click Delete to confirm.

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Tracking value with KPI Snapshots

Use KPI Snapshots to monitor enterprise-wide performance or track value realized from implemented solutions. For these use cases, the Transformation Hub in Views app is available in the Celonis Marketplace.

Avoid over counting (Incremental vs. Cumulative)

The Transformation Hub calculates total value by summing all logged entries. To avoid inflated results, do not log cumulative (Total to Date) KPIs. Instead, log only the incremental value (delta) generated since the last snapshot.

Recommendation: Use time-based filters

To ensure your snapshots capture the correct window of data, apply a filter within the KPI Snapshots:

  • Daily Snapshots: Filter for Date = previous day. Schedule the execution for 00:05 to ensure the full previous day's data is processed.

  • Weekly Snapshots: Configure the KPI to filter for the last 7 days only.

Handling execution delays

If you schedule a snapshot at 23:59:59, a delay of even one second can cause the filter to skip data or target the wrong date. We recommend scheduling snapshots shortly after midnight and using this PQL command to target the previous day:

FILTER ROUND_DAY("Table"."TimestampColumn") = ADD_DAYS( TODAY(), -1);

Note

Always align your PQL time zone with your snapshot schedule. Since TODAY() defaults to UTC, specify your time zone (e.g., TODAY('Europe/Berlin')) to prevent inconsistent data.

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