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Keeping a log ifle

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by lmayeda

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I have 5 users who want to keep a log file in either Excel or Access. Currently they may manual entires into a logbook and they would like to make the same entries on a server instead. Multiple times a day, they will each be making new entries to this file. What considerations do they have to keep in mind regarding file/record locking? Is there a better way of doing this?

8 replies

by nz_justice

Sounds like you need Windows Sharepoint Services (WSS).

http://www.microsoft.com/downloads/details.aspx?FamilyId=9C552114-DC9A-43EE-9281-B080B7C280B4&displaylang=en

WSS has document version tracking, so it will take care of the visioning for the user.

This version of WSS is for windows 2k3 server, and is free, there is another version available that runs standalone (without w2k3) But that cost a little bit of money. WSS will help with document collaboration and organisation, so you can use it for more than just log keeping.

by lmayeda

Thank you for responding but I'm not sure I understand what WSS would do for the user. Would it allow multiple users to update the file simultaneously? I assume that as is, if one user has the file open, the 2nd user can only modify and save it with a different name .... which is not what we want. Can you give me the "dummy" version of what WSS does? Thanks.

by nz_justice

"Will it allow multiple users to update the file simultaneously? I assume that as is, if one user has the file open, the 2nd user can only modify and save it with a different name .... which is not what we want. Can you give me the "dummy" version of what WSS does? Thanks."

WSS does allow users to update the same file but not simultaneously. The file in question will get checked out by WSS when the user selects it. Then when the user modifies\updates the file and then saves the changes, the file is then checked back in by WSS. The file then becomes the latest version of the file, but the previous version still exist (which is a good thing). The same name is kept through out the process.

Check out this link for more info on WSS,
http://www.wssdemo.com/default.aspx

by lmayeda

This is a possible answer. When a user "saves" the file (not necessarily "closing" it), the latest changes will be in the latest version. However, until the user(s) close and re-open the file, they won't see the latest version? I'll fly this by them and see if it is acceptable. I think they will have to change their process. Thanks.

by brudab

If it's a straightforward task of just entering data, then no other software is needed.

Just create the database on the server, add the shortcuts to the relevant users, and away you go.

If users are inputting into the same table(s) simultaneously, they won't see each other's changes until the data is refreshed (i.e. table view closed and reopened)

by lmayeda

Users will always be updating the same table simultaneously and part of the problem is for them to issue unique Purchase Order "numbers" so it would be important for them to "see" the other users' entries. The PO#s will sometimes be issued via phone or email ... but I suppose this could be handled operationally. I already know that users will just keep their app open continuously so it won't be refreshed in a timely manner.
Thanks anyway.

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