Scenario Refresh

Update an existing scenario with the latest Main Org data

Scenario Refresh lets you update an older scenario with the latest data from your Main Org (or the latest synced HRIS data that is now reflected in Main Org).

This is useful when you created a scenario some time ago, but your Main Org has since changed and you want to bring those updates into the scenario without starting over.

With Scenario Refresh, you can control:

• which position / people get refreshed

• which fields get refreshed

• whether to keep scenario values or overwrite with Main Org

• whether to include new joiners that are now part of the scenario scope

Agentnoon also creates a backup scenario automatically before refresh is applied, so you can go back if needed.

When to use Scenario Refresh

Use Scenario Refresh when:

• your scenario was created weeks or months ago

• Main Org has newer data than your scenario

• new fields have been added to Main Org

• new employees have joined and should be pulled into the scenario

• you want to update selected fields without recreating the scenario

Examples:

• new people joined the team after the scenario was created

• department, role, or manager data changed in Main Org

• new custom fields were added and now need to appear in the scenario

• you want the scenario to reflect the latest HRIS sync before continuing planning

How to refresh a scenario

Step 1: Open the scenario

Go to the scenario you want to refresh.

Step 2: Open Data Management

From the left toolbar, click Data Management.

Step 3: Click Refresh Scenario

Select Refresh Scenario.

You’ll now see:

• Main Org on the left

• Your scenario on the right

This view helps you compare your current scenario against the latest main data.

Step 1 of refresh: Select people

In the first step, choose which people should be refreshed.

You can:

• select all people already in the scenario

• include newly joined people from Main Org

• search by:

  • name

  • role

  • department

• apply filters to narrow the list

This is especially useful if only part of the org has changed and you do not want to refresh the full scenario.

Step 2 of refresh: Select fields

Next, choose which fields should be refreshed.

You can:

• select specific fields only

• use Select All to refresh every available field

This includes:

• existing fields already present in the scenario

• new fields that now exist in Main Org but were not present when the scenario was created

Example: If Main Org now contains a field such as Performance Review or New Attribute, those fields will appear in the field list during refresh and can be added into the scenario.

Step 3 of refresh: Review conflicts and summary

Before confirming, Agentnoon shows a summary of what will change.

This includes:

• Total headcount before vs. after

• Total compensation before vs. after

• Number of fields refreshed

• People with manager changes

• a preview of which fields and values are changing

This is the review step where you can decide how to handle conflicts.

Keep Scenario Values vs. Overwrite with Main Org

For each field, you can choose:

Keep Scenario Values

Use this when you want to preserve edits already made inside the scenario.

Overwrite with Main Org

Use this when you want the scenario to take the latest value from Main Org.

Example: If your scenario already contains a custom value for New Attribute, but Main Org now has a newer value, you can decide whether to:

• keep the scenario’s version, or

• replace it with the latest Main Org value

Step 4: Confirm and Refresh

When you’re ready:

1. Click Next

2. Review the final summary

3. Click Confirm and Refresh

Before refresh is applied, Agentnoon automatically creates a backup scenario of your original version.

This gives you a recovery point in case you want to undo the refresh later.

What happens after refresh

Once refresh is complete:

• your scenario is updated with the selected Main Org data

• newly selected people are added into the scenario

• newly selected fields become available in the scenario

• the refreshed values are visible across the scenario views

You may also see a scenario status tag such as Refreshed by… for newly added people.

Full Org vs. Partial Org scenarios

Scenario Refresh behaves slightly differently depending on how the scenario was created.

Refreshing a Full Org scenario

In a Full Org scenario:

• you can refresh all current people in the scenario

• you can also bring in new joiners from Main Org

• you can select any relevant fields to refresh

This is the most flexible version of Scenario Refresh because the scenario already represents the full workforce scope.

Refreshing a Partial Org scenario

In a Partial Org scenario, refresh is limited to the original scenario scope.

For example:

• if the scenario was created only for the IT department

• Scenario Refresh will only show:

  • people already in the IT scenario

  • new people who joined the IT department

• it will not show people from Engineering, Sales, or other departments outside the original scenario scope

This is intentional and keeps the partial scenario aligned to its original filter boundaries.

Important limitation for Partial Org scenarios

If you want to bring in people from outside the original scenario scope, Scenario Refresh is not the right feature.

Best practice:

1. Create another scenario for that additional group

2. Use Scenario Merging to combine them

Example: If your current scenario is for IT only, and you now want to include new Engineering employees, create an Engineering scenario separately and merge it with the IT scenario.

Common workflow example

Refresh an old scenario with new fields and new joiners

1. Open the old scenario

2. Go to Data Management → Refresh Scenario

3. Select all current people in the scenario

4. Select any new joiners from Main Org

5. Choose the fields to refresh

6. Review the summary

7. Decide which fields should:

   • keep scenario values, or

   • overwrite with Main Org

8. Confirm the refresh

9. Continue planning using the updated scenario

Best practices

Refresh before major planning work

If your scenario is old, refresh it before making large changes so you are planning on the latest data.

Refresh only the fields you need

If you want to preserve certain scenario edits, avoid selecting fields unnecessarily.

Use conflict handling carefully

Only overwrite with Main Org when you are sure the latest source data should replace scenario edits.

Review new fields before confirming

If Main Org now includes new attributes, decide whether they should be added into the scenario during this refresh.

Use partial scenarios carefully

Remember that partial org refresh only pulls changes within the scenario’s original filter scope.

Rely on the backup

If you are unsure, proceed with refresh knowing a backup scenario is created automatically.

Limitations

• Scenario Refresh only updates the scenario based on the latest Main Org data

• Partial org scenarios only refresh within their original scope

• If you want to include people outside that scope, create another scenario and merge it

• Refresh does not replace the need for Scenario Merging when combining broader workforce segments

Related Articles

• Scenario Approvals

• Scenario Merging