Content Management and Capture

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Managing Excel files with reference to another

  • 1.  Managing Excel files with reference to another

    Posted Thu December 24, 2020 11:52 AM

    Hello,

    We manage a lot of Excel files in our local network. 

    Almost all excel files use a reference (link) to another workbook on the network. The link is in the cell of the Excels.

    We want to upload all the files to FileNet repository with the links. So the customer will be able to maintain the linkage between the excel files.

    What is the best practice to work with excel references in Content Management?

     



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    Olga Voronovitch
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  • 2.  RE: Managing Excel files with reference to another

    Posted Mon January 04, 2021 07:21 PM
    Hi Olga,

    I'm not aware of specific best practices in this area, especially since it sounds like the client doesn't want to update the link/value in the Excel cells?  But there are a few relevant concepts to bear in mind: 

    1). They could replace the current links within the Excel cells with links to the relevant documents within FileNet (ie from Content Navigator, right click on a document --> Link --> 'View link' will display a URL addressable link to the desired version of a document). 

    2). Depending upon their use case, it may be desirable to organize the documents as compound documents:  
    https://www.ibm.com/support/knowledgecenter/en/SSNW2F_5.5.0/com.ibm.p8.ce.admin.tasks.doc/docsandfolders/df_about_compound_docs.htm

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    MATT Vest
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  • 3.  RE: Managing Excel files with reference to another

    Posted Tue January 05, 2021 01:31 AM
    Hi Matt,
    Thank you for replying me.
    I'll detail the problem:

    I have in my network folder two excels. The first excel uses some data from the second excel(simple link inside the first excel to the second)  for several calculations. There are excels with some finance data. 

    Two different employs in our organization have an access to these excels.  They use them in their daily work.

    According to the new policy of our organization , we must prevent access to this network folder.

    So we want start manage these two excels in Filenet repository.

    In this case we lost the connection from the first excel to the second, because no more network, only Filenet.
    We use the Office Integration and Content Navigator.

    And the question : How/If we can manage the links/pointers/relationships (you name it) inside the excels to Filenet system.

    I tried to set the link from the navigator, it doesn't work. The link actually opens the file, but not point to the specific cell like ='C:\Temp\[Test12.xlsx]Sheet1'!$A$2
    and I am not sure how compound document implementation can serve me.

    Thanks,
    Olga



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    Olga Voronovitch
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  • 4.  RE: Managing Excel files with reference to another

    Posted Thu January 07, 2021 01:11 PM
    And just as an FYI in case you were wondering, there is no feature within ICN/ICN for Office integration (NMO) that would do this.  There's currently no support in the office integration to handle linked documents.

    thanks
    Jon Lum

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    JONATHAN Lum
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  • 5.  RE: Managing Excel files with reference to another

    Posted Mon January 11, 2021 07:46 AM

    Hi,

     

    I'm not familiar with the Genus File Explorer for FileNet, but maybe this solution could help her.

     

    Regards

    Roland

     

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  • 6.  RE: Managing Excel files with reference to another

    Posted Wed January 06, 2021 08:19 AM

    Olga, we have a solution which supports linked excel documents in P8, compliments ICN and does not require extra training to use it. If you are interested feel free to contact us to discuss it the solution if it is a good fit for your client.



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    Alex Makovetsky
    Genus Technologies
    alexm@genustechnologies.com
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