Microsoft(r) Excel Spreadsheet Remediation with an Enterprise Content Management System.
Managing Microsoft Excel Spreadsheets in CyberLABCyberLAB Enterprise Content Management System (ECMS) from Scientific Software, Inc. can help users manage MS Excel spreadsheets in a secure environment while allowing controlled access to users for periodic updates. Spreadsheets, like all electronic files stored in CyberLAB ECMS, enjoy standard features like complete version control, electronic signature, and automated metadata extraction for searching / reporting.
In addition to these standard software features, CyberLAB ECMS’ Microsoft Excel Desktop tools provide a cell-by-cell audit trail, which tracks the entire history of all worksheets within a spreadsheet. Scientific Software’s XCell program limits a user’s interaction with the spreadsheet’s functionality and contents.
With Desktop add-ins developed specifically for MS Excel, users can access data stored within the secure CyberLAB ECMS repository directly, through their desktop applications. Presenting users with access to their data through standard, familiar desktop application reduces the training issues often encountered when rolling out enterprise-wide solutions.
CyberLAB ECMS Integration with MS Excel
Implementing a corporate-wide solution for data storage, protection and management is only effective when accepted and utilized by end users. The CyberLAB ECMS Desktop tools allow users to interact with spreadsheets stored inside CyberLAB through the familiar and comfortable Microsoft Excel user interface while improving compliance with 21 CFR Part 11 mandates.
Complete, Cell-by-Cell Audit TrailWhen operating in a regulated environment, managing and understanding the differences in the different versions of spreadsheets, including who made changes, when they were made, the nature of the changes, and reason for them is essential. CyberLAB ECMS’ Desktop tool for MS Excel generates a cell-by-cell audit trail for each sheet in a workbook.
The audit trail is computer-generated, time-stamped, and cannot be edited or deleted by the end user. The audit trail feature of CyberLAB ECMS’ Desktop tool records changes to each cell of each worksheet in the spreadsheet including cells where values are edited directly, cells where contents change as a result of a new calculated value, and changes to formulas. All entries include the date / time, the CyberLAB ECMS user name, the name of the sheet, the original cell value, the new cell value, and the user entered reason for the change.
In addition to the audit trail, CyberLAB EMCS Desktop includes a comparison function allowing users to highlight changes between two versions of a spreadsheet.
ting User Access to Workbook Content
Scientific Software XCell application allows users to lock down access to data cells and menu functions within MS Excel files. With XCell, users can open and save spreadsheets stored in the secure CyberLAB ECMS repository, and edit unlocked cells, but they can not access the many other MS Excel functionalities.
When the spreadsheets or cell ranges are locked, users can be restricted to entering only necessary pieces of information in designated cells. Any formatting, formulas or macros are protected.
The ability to access, edit and save spreadsheets directly from the secure ECMS repository coupled with the protection that limits access to MS Excel’s features enables customers to effectively manage their MS Excel spreadsheets in a regulated environment.
data Extraction for Searching and Reporting
When MS Excel spreadsheets are added to the CyberLAB ECMS system, users can extract a variety of metadata directly from the file. This extracted data is available for searching and reporting.
Users can optionally extract any of the available metadata keys, which include:
Character Count with Spaces
Total Editing Time
Last Edited By Line Count
These keys and their values are stored with the file and can be used for the ready retrieval of spreadsheets with any of CyberLAB ECMS’ search tools.
The search tools include a Quick Search, which is a Web style search. Users enter the key word or words of interest, and any spreadsheet that the user has permission to see within the specified search locations, with a metadata key value matching the entered criteria, is returned. The Smart Search is a more focused search tool. Users enter search criteria based on specific key / value pairs, rather than a general search through all metadata keys. Users are presented with drop-down list boxes that contain the available keys, the appropriate operators and the choices for connecting multiple search statements together. With the Advanced Search, users can generate complex queries with nested search statements and queries within key sets within an individual file.
CyberLAB ECMS’ search tools can be used to search a specific Location, Cabinet, Drawer, or Folder within a single account, or can be expanded to search other accounts or other CyberLAB systems.
Automated metadata extraction and the three search tools are a standard feature of CyberLAB ECMS.
User Defined Metadata
In addition to the information that can be extracted directly from the file, there may be other pieces of information specific to the spreadsheet, of interest to the user, but not contained within the file itself. CyberLAB ECMS allows the user to define additional metadata keys that can be associated with the stored files. These keys might include information like a Project Name, Notebook Name, or Product Code.
When user-defined keys are specified for a file, users can be prompted to enter the values, they can be presented with a list of pre-defined values to select from, or the values can be entered automatically based on a script or program which accesses other corporate databases.
What Can CyberLAB ECMS do for You?
Here are just a few of the benefits:
•Store your Excel spreadsheets in a secure environment while allowing privileged users necessary access.
•Maintain a complete revision history of Excel spreadsheets for tracking and auditing purposes.
•Reduce training time by using familiar desktop applications to access, edit and store your protected Excel spreadsheets.
•Audit Trail and compare the content and formulas contained in Excel spreadsheets throughout the file’s history.
•Improve 21 CFR Part 11 compliance.
•Make better use of corporate knowledge assets by making them available when and where they are needed.
•Make more informed decisions.CyberLAB Enterprise Content Management System is a trademark of Scientific Software, Inc. All other brands and product names are trademarks of their respective owners.