Linking workbooks

[lobo]

Hi, I have two workbooks, exactly the same, on two different computers
and both have to be updated. Updating takes place by two different
people. My problem is that when I try to update the one on the other
computer, the user has left it on and I get a read only file and vice
versa when he tries to update mine.
We both need this file at varying times of the day, sometimes at the
same time. Is there anyway that I can link these two files so that as I
input data or he inputs data, both files are updated?
Thank you

 

[Bill Ridgeway]

I am not sure from your comments whether you have one file accessible from
two computers or two copies of the files on separate computers.

One file accessed from two computers
It is bad practice to have a file available for update by more than one
person which is why, by default, any other user will be locked out. Whilst
it may be inconvenient for one person to be locked out of a file having both
users trying to update the same record would produce a muddle.

Two files on separate computers
Having two copies of a file means that you can both access data
independently but, at the end of the day, you now have two files with a
mixture of updated data which should now be merged.

I hope I have adequately covered your query.

Regards.

Bill Ridgeway
Computer Solutions

 

[lobo]

Bill, I have two identical workbooks, with identical data being input.
The problem is we are in two different offices and if the gentleman
that is supposed to do the job leaves his open, I can only open as read
only. So I recreated the workbook on my computer and input into that,
which does not up date his and vice versa, hence they are never
identical.

I was wondering if I could link the files so that I could update his at
the same time I update mine and vice versa. Preferably without a lot of
programming, because worksheets get added and deleted as drivers are
hired and leave.

This may not be possible? I don't know

Thanks
Martin Bentler
McGillion Transport Ltd.

 

[Bill Ridgeway]

Martin,

Thanks for the clarification.

I appreciate it may be inconvenient for you both not being able to access a
single file simultaneously. You say <<if the gentleman that is supposed to
do the job leaves his open, I can only open as read only.>> This indicates
that you are on a network. There should, therefore, be no need for a second
copy. As has already been explained, the reason the file is locked is to
prevent two users trying to update the same file. By having a duplicate
file you run the risk of having up-do-date and out-of-date information on
both files. Eventually there will be a need for someone to compare ALL data
on BOTH files, identify mismatching data, guessing which is the up-to date
data and updating the main file. Given that this also leads to the
possibility of important business decisions being made on out-of date
information it is really a disaster in the making. Linking the files as you
suggest is just not a viable option in the long term.

I would respectfully suggest that you have just gone for the easiest
(initially) option and haven't thought the problem through or maybe someone
is trying to avoid a personality clash. If this is so someone needs to take
the bull by the horns and consider that the requirements of the business
takes precedence of personalities. Perhaps there is a need to come to some
understanding / arrangement that there should be only one file and that this
should be open to either one user or the other as needed. Keeping it open
"just because I may need it" should not be an acceptable option. There may
also need to establish a pecking order (hierarchy) so that it is clear who
is responsible for resolving the problem, deciding on procedures and
protocols and who should be doing as instructed.

Apologies if this sounds rather heavy but someone should be taking a lead.

Regards.

Bill Ridgeway
Computer Solutions

 

[lobo]

Bill, you have a very good intuition....reading very well between the
lines.
The data comes from one source, so the input is exactly the same in
both cases, but you are right one file would be easier, if I could get
it closed when my other party is finished with it. Sometimes it takes
someone outside to point out the real problem.
Thank you, you have provided me with the solution.
Martin Bentler
McGillion Transport Ltd.

 

[Bill Ridgeway]

Martin,

You wrote in your last post <<The data comes from one source, so the input
is exactly the same in both cases>> It occurs to me that there is not only
the problems associated with duplicated data (already discussed) but having
two people keying in the same data onto two spread-sheets is downright
inefficient. In that case establishing a pecking order (chain of command)
will also determine the line of communication and responsibility for
allowing such a system to become established.

Regards.

Bill Ridgeway
Computer Solutions