Managing spreadsheets

Spreadsheet Management provides a central repository for the "golden" version (original source version) of your spreadsheets. It enables you to use templates to create your own spreadsheets and to populate your spreadsheets.

This topic describes the following tasks:

When a job runs, Spreadsheet Management ensures that your spreadsheets (and any attachment files) are put in the BMC Remedy AR System repository path defined in the System Setting form by your AR Administrator.

DMT Admins can create, modify, or delete spreadsheets to which they have company-level access.

DMT Users can view all of the spreadsheet records for their companies, but they can modify or delete only the spreadsheets that they have created.

To copy a template and create a new spreadsheet

1. From the Applications list on the IT Home page, select Data Management > Spreadsheet Management.
2. From the Spreadsheet Management window, under Filtering Options, go to the Spreadsheet Type drop-down list and select the BMC Template spreadsheet type to show the list of out-of-the-box spreadsheets or the Custom Template spreadsheet type to show the list of spreadsheet templates created by your company in the table of spreadsheet records.
   You can optionally filter the table of spreadsheet records by selecting the company that will own the spreadsheet and the spreadsheet category (for example, Foundation, Process Setup, or Transactional).
   The table displays the related spreadsheet records.
3. Highlight the spreadsheet record that you want to use in the table. Click Copy to New.
4. In the Create Spreadsheet Information dialog box, complete the required information (including description, company, spreadsheet type, and spreadsheet group).
   Most of the time, you will select the User's Data spreadsheet type, which you use when you want to populate a spreadsheet with new data. If you want to create a template that users at your company can use, select the Custom Template spreadsheet type.
5. To attach your spreadsheet, click Attach, browse for your spreadsheet, and click OK.

6. If you have attachment fields with data in your ARX files or Excel spreadsheets, you must add an attachment .zip file. For information about loading spreadsheets with attachments, see Configuring an Atrium Integrator job for a Load step. To attach your attachments .zip file, click Attach, browse for your .zip file, and click OK.

   Warning

   This file must be a .zip file. No other compression formats are supported.

   Note

   If you are attaching files that have a shared file name you must put these in separate local sub-folders before zipping them. Your spreadsheets will need to reference these sub-folders.
   
   If you remove a spreadsheet, by clicking Remove, you will also remove the attachments .zip file.

7. To save the spreadsheet record, click Save.
8. Locate your spreadsheet record in the spreadsheet records table:
   1. Filter the table by selecting the spreadsheet type.
   2. Highlight your spreadsheet record.
9. Click Download and then click Open to open the spreadsheet in Microsoft Excel.
10. Populate the spreadsheet with the required data and save your changes locally in Excel. Then close the spreadsheet.
11. To replace the attached spreadsheet with your updated spreadsheet:
    1. Double-click your spreadsheet record or highlight it and click View.
    2. In the View Spreadsheet Information dialog box, click Attach.
    3. When you are prompted to replace the attached spreadsheet with a new file, click Yes.
    4. Browse for your spreadsheet, and click OK.
    5. To save your changes, click Save.

To create your own spreadsheet

1. From the Spreadsheet Management window, click Create.
2. In the Create Spreadsheet Information dialog box, complete the required information (including description, company, and spreadsheet type).
   Most of the time, you will select the User's Data spreadsheet type, which you use when you want to populate a spreadsheet with new data. If you want to create a template that users at your company can use, select the Custom Template spreadsheet type.
3. Add an Excel spreadsheet file as an attachment:
   1. Click Attach.
   2. Browse for your spreadsheet, and click OK.
4. To save your changes, click Save.

To delete spreadsheet records and attached files

Use this procedure to delete both the spreadsheet records and the attached spreadsheet files.

1. From the Spreadsheet Management window, select the record (or records) that you want to remove in the spreadsheet records table.
2. Click Delete.

Managing spreadsheets - video presentation