You are here Server set up and client permissions in Excel and Add-in A-Tools

Query, Share and Manage Excel workbooks on LAN, Internet

Server set up and client permissions in Excel and Add-in A-Tools

1. Data regions formatted before sharing in the network

A-Tools automatically updates the value format: number, currency, percentage, date, custom format. Because there are many ways of formatting the values in Excel,so to ensure high consistency of value format between the server and client, the users should format the value in data regions in its own characteristics.

After server dataformatted a spreadsheet structure, value type, background color, text color, font, line..., the clients are allowed to connect with the server.
The main task of the client is to connect, view and enter value. The format will not be automatically sent to the server, the user should format previous values on the server.

If you want to update the data formatted from the client into the server, you must do the following:
+ Choose the data region needed
+ If Excel 2003: Menu A-Tools, select "Excel Network " -> "Update Formats"
+ If Excel 2007: tab A-Tools, in group Commands”, select "Update Data" -> "Update Formats"

Refer to the support functions for editing and updating the data to the server

2. Create the shared data in the network

In the screen "Server Management", from the left pane, select the data file name, worksheet name, the function “Ranges for connecting" will appear in the right screen.

The clients are granted to open the data regions for editing.
+ Add: Added new shared zone. Shared region in A-Tools has three types:
-    When client open whole workbook, users  can't edited.
-    When client open Worksheet/ Sheet, users can read and edit in the whole worksheet follow the server's permission.
-    The data / Range is a set of contiguous blocks or discrete areas, users opening the client can only edit in the allocation.
+ Remove: remove the data from the shared list.
+  Name: data area is named by the user.
+ Address: the region address of the worksheet, in this range the user can edit.
+ Sheet Name: The name of the sheet in the workbook.
+ Hidden cols: Indicate the hidden columns when shared.
        For example: C: D, F, I: M - hide columns from C-> D, column F, column from I-> M
        For example: 3:4,5, I: M - hide columns from C-> D, column F, column from I-> M
You can use the letters for column index or column name.
+ Hidden Rows: Indicate the hidden rows when shared.
        For example: 16,17,18:22 - hide rows 16, 17, 18 -> 22
+ Check: if selected, the data will not be fixed and printed if you do not select the correct data. This principle of the database was done if it is selected "C & A" - "Checking and Approval" / Acceptance and Approval. This information field allows the user from the clients to establish if granted.
+ Approve: if checked and "Confirm" is selected too, the data will not be allowed to edit and print if you do not select the data not to be printed. This principle of the database was done if it is selected "C & A " - " Checking and Approval" / Acceptance and Approval. This information field allows the user from the client to establish if granted
+ Inc Ref: if selected, the formulas in this region are linked to the data in the other worksheets in its workbook.
+ User(s): A - Tools is counting the number of connectors in the data region.
+ Max Users: Indicates the number of maximum connectors to the data. The value -1 doesn’t limit in the number of connectors.
+ Inactive :if selected, this range is locked and the users are not allowed to connect to it.

3. Develop a list of groups and users connected to the sever

In the screen "Server Manager" from the left pane, select "Groups and Users", the function of users and groups management will appear in the right screen.

This function allows users to create groups and users. Only someone with a username and password caninitialize or connect to the server.
  + Inactive: if selected, your username will not be allowed to connect to the server.
That the user names blue, red and selected "Connected" means they are already connected to the server.

4. Setting the rights for User Group

 In the screen "Server Manager", from the left pane, select "Rights" the right screen will appear decentralization function.
A-Tools implements the group decentralization, people in that group will own the same rights.

+ Read Only: If selected, the group is not allowed to be edited in that data region.
+ Format: if selected, the group will be allowed to runthe format command to the server
+ Print: if selected, the group will be shown the changes out of identified range in the address column .
+ Check: if selected, the group will be running the function "Confirm" for reporting management. This function is valid only if the database of this data region is "C & A".
+ Approve: if selected, the group will be running the function "Approve" for reporting management. This function is valid only if the database of this data region is "C & A".
When users from the client open the data area which is granted the rights "Confirm", "Approve", the buttons "Confirm ", "Approve" will appear at the bottom of the screen of the client.
+ Filter: filter the data in the forms of rapid decentralization.
All: all the data regions will appear.
ranges of Workbook: only the workbook styles (all files) appear.
If you select any workbook (file), you will have to filter the data in that workbook.
The range is also under the rule: All / Active / Inactive of "Server Manager".
This function allows to filter the data fast, to decentralize for the workbooks and groups quickly and conveniently.

 

In its own task, each group will be allocated the rights to interfere in the work in variable degrees.

5. Managing connected users

In the screen "Server Manager", from the left pane, select "Connections ", the function connected users administration will appear on the right screen.

From this list, the server can allow users to continue their intervention to the server or not, allowing users to chat with one another.
From this list, the user see “Black list” and “Connection List “ functions.
+If you select “ Black list” : the “Black list” will appear on the screen.

From this list, the server can allow users to continue their intervention to the server or not, allowing users to chat with one another.
From this list, the user see “Black list” and “Connection List “ functions.
+If you select “ Black list” : the “Black list” will appear on the screen.

The computer has IP address or machine code in the list will be allowed to connect to the server.If the list is empty, all cilents are allowed to connect to the server if they are not in Black List.

6. Data Backup

Select the button "Backup ..." to open the function "Backup Databases"

7. OPTIONS
+ Backup subdirectory of the file: if selected, the A-Tools will create a subdirectory of the database backed up.
+ Back up Ranges & Rights: if selected, A-Tools will backup all the shared data and their rights.
+ Backup files are inactive”: if selected, A-Tools will establish backup database in the stateof "K. operation". This function can only be done if the "Backup Areas & Rights" is selected.
+ The files are named: after copied (new file), database is named after templates. A-Toolssets itself the pattern yyyy-mm-dd [FILENAME]. [FILENAME] is mandatory declaration of A-Tools, users are not allowed to delete and edit.
To perform a backup, the user selects the button "Backup". When the screen "Browse For Folder" appears, the user selectsthe address of storing backup databases.
After you click "OK", backup results are shown as the following screen:

After you click "OK", backup results are shown as the following screen:

8. Change the view of database and rights

The server manages database files with the states: "inactive "," active ". If you want all of them to be shown, choose "All". When the user selects "inactive", the windows of "Databases"and "Rights setting” will only appear the data "inactive", similar to the selection of" active ".
8. "Pause" and "Continue" to run the server
In some cases, such as server maintenance, server setup, it is necessary to suspend the server. For this to be done, in the screen "server manager", the user presses the button "Pause". As soon as the button "Pause" is selected, its name (label) is changed to "Continue".
When the button "Pause" is selected, the server will not accept any connection require from the client: Log; Open the data. The client can still edit normally but not update immediately, temporarily stored in the server memory, only after the user selects "Continue" on the screen "server manager" on the server, the data is immediately undated into the databases.

9. Disconnect the database

When a database is connected to the clients, on the screen "Databases" of the server, blue letters will appear, users select this file and click "Disconnect", then A-Tools will disconnect all the clients.
This function is executed when the user needs to change the settings for this databases in the server and the client does not get access to when it is being set up.
This function is usually performed with the "Pause".

9. Stop the server

From A-Tools menu, select "Stop server”.

Note: The users can only close the data files after stoped the server.