Sharing workbooks with private views

Sharing locally saved workbooks whose views have been modified, such as by rotating dimensions or changing off-grid dimension members, involves private views. Private views store changes made to the default view definition.

If a workbook includes private data entry views, the views will always revert to the default view definition and will not retain the settings for the private view when the workbook is opened by other users who are sharing the workbook. Therefore, these users may not see the same data slice that displayed when the modified workbook was saved. This behavior is required to safeguard against data being saved to an unintended data slice. This could happen if a user sharing a workbook changes data but does not submit the data until after the original view owner saves new changes to the off-grid members for that private view (in this case, the workbook would not refresh when opened in order to preserve the changed data on the worksheet).

Consequently, data entry views in shared workbooks always open to the default view definition. If the data entry view had been modified by the original owner of the workbook, an error message displays and warns the user that the view has been set to the original format.

If a workbook includes private reporting views (not data entry views) and the administrator allowed sharing of private views, then shared workbooks open with the shared private view displayed, retaining the modified settings made by the private view's owner.