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LeanIX Automation task causing the Factsheet alert "Factsheet out-of-Date" or In some cases not allowing enabling " Save"

  • Sep 25, 2026 1:43 PM UTC
  • 1 reply
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  1. I have some Automation Scripts that Trigger based on a Field Change to update a user defined field. Also have an Automation that updates a Field on New Factsheet Creation.

The issue is when the Factsheet gets created and when I try to update the description and other fields that could trigger another Automation script because of a Field Change. I get the msg that the factsheet is out of date also the Save is disabled.

Anyone have this issue ? Any Work Around ?

  1.  Also how do you check if there is a Subscription Role that has been filled or not to enable an Action ?

 

Best answer by priyankagupta

Hi ​@JEROME VINCENT,
 
This is a known challenge when you have multiple automations that can fire in quick succession — for example, one automation triggers on new fact sheet creation and another triggers on a field change. What's likely happening is:

  1. Your "new fact sheet" automation fires and updates the fact sheet in the background.
  2. While you're still editing the fact sheet (updating description, other fields), the version you're working on becomes stale because the automation already modified it server-side.
  3. LeanIX detects a version conflict and disables the Save button, showing the "out of date" message.

Possible workarounds to consider:

  • Refresh the fact sheet after creation before making additional edits. This ensures you're working on the latest version.
  • Consolidate automations where possible — if you can combine the logic from your "new fact sheet" and "field change" automations into fewer automations, you reduce the chance of concurrent modifications.
  • Add conditions to your field-change automations to avoid them firing unnecessarily during initial setup of a new fact sheet (e.g., using conditions based on tags, categories, or specific field values).
  • Use the "Include or ignore fact sheets that are updated by technical users" filter in your automation conditions — this can help prevent cascading triggers where one automation's changes trigger another.

If the issue persists and significantly impacts your workflow, I'd recommend reaching out to SAP LeanIX support directly, as they can review your specific automation configuration for conflicts.

Checking if a Subscription Role is Filled

Within automations, you can use conditions and subscription-based triggers to work with subscriptions:

  • Automations support triggers like "Subscription is added" and "Subscription is removed", where you can specify a subscription type and, if applicable, a subscription role (user documentation link).
  • In the Then section of an automation, you can use actions like "Add subscription" or "Set subscription", selecting specific users, subscription types, and roles.
  • For more advanced logic — such as checking whether a particular subscription role is filled before enabling an action — you'd likely need to use the "Run Script" action. Within a script, you can query the fact sheet's subscriptions and programmatically check whether a specific role is present before taking further action.

The script editor includes code helpers (accessible on the left side of the script editor overlay) that can assist with building these queries.

I hope the above will help. Please let me know if there are any questions.

Best Regards,
Priyanka

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  • priyankagupta
  • Community Manager
  • Answer
  • Oct 12, 2026 3:26 PM UTC

Hi ​@JEROME VINCENT,
 
This is a known challenge when you have multiple automations that can fire in quick succession — for example, one automation triggers on new fact sheet creation and another triggers on a field change. What's likely happening is:

  1. Your "new fact sheet" automation fires and updates the fact sheet in the background.
  2. While you're still editing the fact sheet (updating description, other fields), the version you're working on becomes stale because the automation already modified it server-side.
  3. LeanIX detects a version conflict and disables the Save button, showing the "out of date" message.

Possible workarounds to consider:

  • Refresh the fact sheet after creation before making additional edits. This ensures you're working on the latest version.
  • Consolidate automations where possible — if you can combine the logic from your "new fact sheet" and "field change" automations into fewer automations, you reduce the chance of concurrent modifications.
  • Add conditions to your field-change automations to avoid them firing unnecessarily during initial setup of a new fact sheet (e.g., using conditions based on tags, categories, or specific field values).
  • Use the "Include or ignore fact sheets that are updated by technical users" filter in your automation conditions — this can help prevent cascading triggers where one automation's changes trigger another.

If the issue persists and significantly impacts your workflow, I'd recommend reaching out to SAP LeanIX support directly, as they can review your specific automation configuration for conflicts.

Checking if a Subscription Role is Filled

Within automations, you can use conditions and subscription-based triggers to work with subscriptions:

  • Automations support triggers like "Subscription is added" and "Subscription is removed", where you can specify a subscription type and, if applicable, a subscription role (user documentation link).
  • In the Then section of an automation, you can use actions like "Add subscription" or "Set subscription", selecting specific users, subscription types, and roles.
  • For more advanced logic — such as checking whether a particular subscription role is filled before enabling an action — you'd likely need to use the "Run Script" action. Within a script, you can query the fact sheet's subscriptions and programmatically check whether a specific role is present before taking further action.

The script editor includes code helpers (accessible on the left side of the script editor overlay) that can assist with building these queries.

I hope the above will help. Please let me know if there are any questions.

Best Regards,
Priyanka

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