Duplicating a saved file

[Michele]

I originated an Excel file that acts as a work order registry. I invited 7
people to it. As work orders come in they get entered in(not usually by me),
and then any one of the seven fixes the problems, updates the file, etc. We
wanted it to be an ongoing document so that we all see the same thing and the
same updates. Sometimes after entering something, it saves to a new document.
Other times, it just updates the original. The last person who updates it
name appears. So if Sharon was in it last, and then I add one thing and save
it, my name should replace sharon's on the same document. It doesn't always
do this - and I get a prompt to ask me if I want to save and then a duplicate
appears. next person in doesn't know what one to use, though they could look
at the last date. What is the proper way to save and maintain this one file?

 

[Jan Talens]

Hi Michele,

It is difficult to actively work with several people, simultaniously, on
one single Excel file. As you noticed, synchronization conflicts appear
which is a logical result that you can hardly avoid.

Excel's behaviour on date stamps makes things even worse...
Excel changes the date/time stamp on opening the file, and put back to
its original date/time when closed without saving

In case your Excel file is like a "list of tasks" or a "list of
incidents" (cf. work orders), I would recommend to use a Groove forms
tool. Each line as entered in the Excel file becomes a seperate entry
in Groove. Hence, synchronization conflicts become rare.

There are some ready to use forms tools in Groove.
Some others can be downloaded from the Microsoft web http://www.groove.net/

Ideally, you would (have) develop(ed) a forms tool that exactly meets
your business requirements.
Contact me in case you would like to further discuss

Best regards,

Jan Talens
Hommes & Process

+33-(0)1.70.08.51.25


http://www.grooveit.biz/ Solutions for Groove...




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