Distributing the workbook to users

After creating a view-based workbook, distribute the workbook along with the user names and passwords.

If you are using basic authentication on the web server, you need to send users their authenticated user names and passwords. If you are using anonymous on the web server, you need to send users their database user names and passwords.

  1. For security purposes, use the Clear View command to replace data with empty cells prior to distributing a workbook. If you change and save the workbook after exiting design mode (such as rotating dimensions, drilling, or changing member selections), be aware that other users cannot see these changes, because they are set only for the current user.
  2. Distribute the workbook. For workbooks that support the Approval process, remember that only users defined as submitters for the Approval process can enter data; all other users are locked for data entry. There are three suggested methods:
    • Send the workbooks via email.
    • Place the workbooks in a protected location on a network and let users know where they can find the workbooks. If your workbooks are placed in a public directory, we recommend setting the file access to Read Only. This protects your workbooks by forcing users to save their customizations as personal XLS files. Excel's AutoSave option does not create a personal XLS file; the user must save the view.
    • Insert links from a web page to the workbooks. If your workbooks are accessed from web page links, users must set up Excel as a helper application so it can run in its own window (instead of embedded in the browser). Send the users these instructions:
    1. Start Windows Explorer.
    2. Click the Files Type tab.
    3. Highlight Microsoft Excel Worksheet (the XLS extension) in the list.
    4. Click Advanced and clear Browse in same window.
    5. Click OK.