Excel shared file errors

[EXCEL STUMPED]

Currently we used an Excel file to maintain bed availability for the
adolescent programs (Adolescent Bed Board). This document is stored on the
network and is shared with all of the staff members in admissions. The
sharing of the document allows each program to interact with the admissions
department in real time. This is the ideal way for us to schedule/coordinate
admissions and I would like to move to this across the board but I routinely
run into the following problems:
• Error messages: Almost daily we have some type of error message. The
document is then corrupted and it does not function as a shared workbook any
longer.

Here is a sample of the errors:

o File is read only (which it shouldn’t be)
o File is locked by “ “
o Sharing violation, resave workbook in another location
o File is not in recognized format, you may continue but the document may
contain errors
• After you run into these errors you have to re save the document, reset
the sharing properties, and start again.

i have research and nothing that really points out. i seen where it said if
two people are sharing at once you can get this message. i really have no
clue as to what is causing this anyone with any kind of help is greatly
appriciated.

thanks,

 

[geoff_ness]

I personally don't use shared workbooks for exactly the reasons you
give here - in my experience sharing workbooks is unreliable and prone
to errors like those you have listed. Some alternative approaches:
- Use a database (For a multi-user application I'd recommend server-
based, e.g. SQL Server, MySQL). Although this is potentially more
expensive and/or demanding of technical expertise than an Excel
application, you can expect it to be more reliable and easier to
report from.
- You could also try using multiple workbooks, with a central read-
only workbook linked to all of the others to consolidate totals.
Depending on whether or not you have someone who is proficient in VBA
available as a resource, you might be able to build an application to
organise this.

Having said all that, a common cause of the problems you describe is
sharing being implemented incorrectly and users not being restricted
appropriately in terms of the sections which are available to them to
edit. I'd look there to resolve this going forward.

HTH

 

[Freddy]

The file will go read only, or locked, when someone else is saving or opening
the file.

I too run into the sharing violations on a workbook that is required to be
shared.