Is Offline Files the best option?

[Guest Ed from AZ]

Management has decided we need to keep all our files on the server.

Not a problem - except when the server is "unavailable" and we can't

do anything!

 

Is "Offline Files" the best option for making Word and Excel files

available for editing when the server goes out so they can be updated

when it comes back? What happens to the stability of the file if more

than one user makes edits to the copy on their machine?

 

Ed

[Guest JS]

Re: Is Offline Files the best option?

 

What you need is a Software Configuration Management (SCM)

or a Version Control application to keep your revisions under control

so an older version of your file doesn't slip back into use.

http://www.google.com/search?hl=en&q=Software+Configuration+Management+applications&btnG=Search

 

CM Crossroads

http://www.cmcrossroads.com/

 

I've used Serena Dimensions, CVS and others.

Dimensions is a high cost solution and most likely overkill

for your needs. CVS and others may be more to your

liking:

 

Googled:

http://www.google.com/search?hl=en&q=version+control+software&aq=10&oq=version

 

JS

http://www.pagestart.com

 

 

"Ed from AZ" <prof_ofwhat@yahoo.com> wrote in message

news:e7bff916-2280-463b-831c-b1d1bdf14102@73g2000hsx.googlegroups.com...

> Management has decided we need to keep all our files on the server.

> Not a problem - except when the server is "unavailable" and we can't

> do anything!

>

> Is "Offline Files" the best option for making Word and Excel files

> available for editing when the server goes out so they can be updated

> when it comes back? What happens to the stability of the file if more

> than one user makes edits to the copy on their machine?

>

> Ed

[Guest Ed from AZ]

Re: Is Offline Files the best option?

 

Thanks for the reply, JS. Unfortunately, I must apologize for not

including one important detail: we will not be allowed under any

circumstances to install any new software, even freeware. Do we have

any "best options"?

 

Ed

 

On Sep 24, 10:55 am, "JS" <@> wrote:

> What you need is a Software Configuration Management (SCM)

> or a Version Control application to keep your revisions under control

> so an older version of your file doesn't slip back into use.http://www.google.com/search?hl=en&q=Software+Configuration+Managemen...

>

> CM Crossroadshttp://www.cmcrossroads.com/

>

> I've used Serena Dimensions, CVS and others.

> Dimensions is a high cost solution and most likely overkill

> for your needs. CVS and others may be more to your

> liking:

>

> Googled:http://www.google.com/search?hl=en&q=version+control+software&aq=10&o...

>

> JShttp://www.pagestart.com

>

> "Ed from AZ" <prof_ofw...@yahoo.com> wrote in messagenews:e7bff916-2280-463b-831c-b1d1bdf14102@73g2000hsx.googlegroups.com...

>

>

>

> > Management has decided we need to keep all our files on the server.

> > Not a problem - except when the server is "unavailable" and we can't

> > do anything!

>

> > Is "Offline Files" the best option for making Word and Excel files

> > available for editing when the server goes out so they can be updated

> > when it comes back?  What happens to the stability of the file if more

> > than one user makes edits to the copy on their machine?

>

> > Ed- Hide quoted text -

>

> - Show quoted text -

[Guest JS]

Re: Is Offline Files the best option?

 

1) Management has decided we need to keep all our files on the server.

Not a problem - except when the server is "unavailable" and we can't

do anything!

 

a) How often is the server down?

b) Is it down for maintenance or because a failure?

c) How long is typically down for, minutes, hours, all day?

 

2) Is "Offline Files" the best option for making Word and Excel files

available for editing when the server goes out so they can be updated

when it comes back? What happens to the stability of the file if more

than one user makes edits to the copy on their machine?

 

a) Is it common for more than one user to be making changes at the same

time?

b) If it is a common practice to do so, haven't you had problems with

inconsistencies.

c) If more than one use makes changes to the file

(assuming they both started out with the same/identical file when they

started)

then yes you are going to have more than variation of the files and keeping

track of who has what and where any copies of those files where sent to.

d) When the server does come back online someone has to figure how to

"merge" what was added to you have one file that contains all the changes.

 

As far as the SCM/Version management software I mentioned, this would reside

on the server and it would allow for multiple copies to be worked on and

then "merged" once the server comes back on line.

 

JS

http://www.pagestart.com

 

 

 

"Ed from AZ" <prof_ofwhat@yahoo.com> wrote in message

news:09c7a7a4-0531-4b5d-8142-377ce9d33a5b@l64g2000hse.googlegroups.com...

Thanks for the reply, JS. Unfortunately, I must apologize for not

including one important detail: we will not be allowed under any

circumstances to install any new software, even freeware. Do we have

any "best options"?

 

Ed

 

On Sep 24, 10:55 am, "JS" <@> wrote:

> What you need is a Software Configuration Management (SCM)

> or a Version Control application to keep your revisions under control

> so an older version of your file doesn't slip back into

> use.http://www.google.com/search?hl=en&q=Software+Configuration+Managemen...

>

> CM Crossroadshttp://www.cmcrossroads.com/

>

> I've used Serena Dimensions, CVS and others.

> Dimensions is a high cost solution and most likely overkill

> for your needs. CVS and others may be more to your

> liking:

>

> Googled:http://www.google.com/search?hl=en&q=version+control+software&aq=10&o...

>

> JShttp://www.pagestart.com

>

> "Ed from AZ" <prof_ofw...@yahoo.com> wrote in

> messagenews:e7bff916-2280-463b-831c-b1d1bdf14102@73g2000hsx.googlegroups.com...

>

>

>

> > Management has decided we need to keep all our files on the server.

> > Not a problem - except when the server is "unavailable" and we can't

> > do anything!

>

> > Is "Offline Files" the best option for making Word and Excel files

> > available for editing when the server goes out so they can be updated

> > when it comes back? What happens to the stability of the file if more

> > than one user makes edits to the copy on their machine?

>

> > Ed- Hide quoted text -

>

> - Show quoted text -

[Guest Ed from AZ]

Re: Is Offline Files the best option?

 

Hi, JS. I appreciate your help. I answered in-line below.

 

On Sep 24, 4:34 pm, "JS" <@> wrote:

> 1) Management has decided we need to keep all our files on the server.

> Not a problem - except when the server is "unavailable" and we can't

> do anything!

>

> a) How often is the server down?

Honestly, not all that often. But when it goes, it takes almost all

of our working files.

> b) Is it down for maintenance or because a failure?

Failure.

> c) How long is typically down for, minutes, hours, all day?

This time was 2 1/2 days.

>

> 2) Is "Offline Files" the best option for making Word and Excel files

> available for editing when the server goes out so they can be updated

> when it comes back?  What happens to the stability of the file if more

> than one user makes edits to the copy on their machine?

>

> a) Is it common for more than one user to be making changes at the same

> time?

Some of the files are Excel spreadsheets we use to track the progress

of an item. If several people are on the same item, it's not

unthinkable that two people would both want to indicate their progress

on a local copy of an offline file. It seemed like an issue that

needed to be brought up in case there would be problems, or to find

out there would likely be no problems.

> b) If it is a common practice to do so, haven't you had problems with

> inconsistencies.

No, because it's the same file, and Excel simply says the file is open

by another user and is locked for editing.

> c) If more than one use makes changes to the file

> (assuming they both started out with the same/identical file when they

> started)

> then yes you are going to have more than variation of the files and keeping

> track of who has what and where any copies of those files where sent to.

And that's what I needed to know to factor into this whole mess.

> d) When the server does come back online someone has to figure how to

> "merge" what was added to you have one file that contains all the changes..

If three different users, not located in the same building, change the

same file without knowing the other has made any changes, will there

be some sort of message to one or all three that the file has multiple

versions trying to update and synchronize? Would that depend on who

got back onto the server first to synchronize?

>

> As far as the SCM/Version management software I mentioned, this would reside

> on the server and it would allow for multiple copies to be worked on and

> then "merged" once the server comes back on line.

 

Sorry - no new software allowed here, either on the servers or the

local machines. Coroporate rules, and local people can not get around

them even for good ideas!

 

Ed

[Guest JS]

Re: Is Offline Files the best option?

 

So for 2 1/2 days some of your office work ground to a halt.

I hope this was not time critical information as time is money in the

business world.

You should at least have a fall back server (second server).

 

Version management (VM) software would take care of identifying each update

to a file

when it is sent back (checked in) to the server.

 

Each VM software has it's own capabilities, some have the ability to send

email, other VM products will show the current status (who's using the

file), some VM packages have that and a lot more.

 

Don't know what it is about your IT department, they seem to be unresponsive

to your needs, could be a funding ($$$) issue or could be a poor attitude on

their part.

 

Now is that time of the year when planning for capital expenditures for the

next year are identified (wish list) and funds are either approved or

denied. Make your need known to management, identify the loss in

productivity in $$$ and any side effects as management thinks in term of

money coming into the business and money flowing out the door. In short you

need to come up with a good plan, identify to management their ROI (Return

On Investment) and the repercussions you and they face every time the server

goes down.

 

JS

http://www.pagestart.com

 

 

 

"Ed from AZ" <prof_ofwhat@yahoo.com> wrote in message

news:9bee359f-29b4-482f-b679-5bd6eb8e5b47@k30g2000hse.googlegroups.com...

Hi, JS. I appreciate your help. I answered in-line below.

 

On Sep 24, 4:34 pm, "JS" <@> wrote:

> 1) Management has decided we need to keep all our files on the server.

> Not a problem - except when the server is "unavailable" and we can't

> do anything!

>

> a) How often is the server down?

Honestly, not all that often. But when it goes, it takes almost all

of our working files.

> b) Is it down for maintenance or because a failure?

Failure.

> c) How long is typically down for, minutes, hours, all day?

This time was 2 1/2 days.

>

> 2) Is "Offline Files" the best option for making Word and Excel files

> available for editing when the server goes out so they can be updated

> when it comes back? What happens to the stability of the file if more

> than one user makes edits to the copy on their machine?

>

> a) Is it common for more than one user to be making changes at the same

> time?

Some of the files are Excel spreadsheets we use to track the progress

of an item. If several people are on the same item, it's not

unthinkable that two people would both want to indicate their progress

on a local copy of an offline file. It seemed like an issue that

needed to be brought up in case there would be problems, or to find

out there would likely be no problems.

> b) If it is a common practice to do so, haven't you had problems with

> inconsistencies.

No, because it's the same file, and Excel simply says the file is open

by another user and is locked for editing.

> c) If more than one use makes changes to the file

> (assuming they both started out with the same/identical file when they

> started)

> then yes you are going to have more than variation of the files and

> keeping

> track of who has what and where any copies of those files where sent to.

And that's what I needed to know to factor into this whole mess.

> d) When the server does come back online someone has to figure how to

> "merge" what was added to you have one file that contains all the changes.

If three different users, not located in the same building, change the

same file without knowing the other has made any changes, will there

be some sort of message to one or all three that the file has multiple

versions trying to update and synchronize? Would that depend on who

got back onto the server first to synchronize?

>

> As far as the SCM/Version management software I mentioned, this would

> reside

> on the server and it would allow for multiple copies to be worked on and

> then "merged" once the server comes back on line.

 

Sorry - no new software allowed here, either on the servers or the

local machines. Coroporate rules, and local people can not get around

them even for good ideas!

 

Ed

[Guest Ed from AZ]

Re: Is Offline Files the best option?

 

Thanks again, JS. It looks like maybe Offline Files is all we can do

for now, and work through any potential conflicts. It's possible I

may be able to run this up the chain far enough to get someone with

more power that I to push it. Then again, we may just be stuck. It's

not IT - it's people far above and pretty detached from everything

down here making decisions that we and IT have to work around. And

these people may not be able to be reached by even the biggest voice I

can find here locally.

 

Oh, well . . . on with the show!!

 

Cheers!

Ed

 

On Sep 25, 7:46 am, "JS" <@> wrote:

> So for 2 1/2 days some of your office work ground to a halt.

> I hope this was not time critical information as time is money in the

> business world.

> You should at least have a fall back server (second server).

>

> Version management (VM) software would take care of identifying each update

> to a file

> when it is sent back (checked in) to the server.

>

> Each VM software has it's own capabilities, some have the ability to send

> email, other VM products will show the current status (who's using the

> file), some VM packages have that and a lot more.

>

> Don't know what it is about your IT department, they seem to be unresponsive

> to your needs, could be a funding ($$$) issue or could be a poor attitude on

> their part.

>

> Now is that time of the year when planning for capital expenditures for the

> next year are identified (wish list) and funds are either approved or

> denied. Make your need known to management, identify the loss in

> productivity in $$$ and any side effects as management thinks in term of

> money coming into the business and money flowing out the door. In short you

> need to come up with a good plan, identify to management their ROI (Return

> On Investment) and the repercussions you and they face every time the server

> goes down.

>

> JShttp://www.pagestart.com

>

> "Ed from AZ" <prof_ofw...@yahoo.com> wrote in messagenews:9bee359f-29b4-482f-b679-5bd6eb8e5b47@k30g2000hse.googlegroups.com...

> Hi, JS.  I appreciate your help.  I answered in-line below.

>

> On Sep 24, 4:34 pm, "JS" <@> wrote:> 1) Management has decided we need to keep all our files on the server.

> > Not a problem - except when the server is "unavailable" and we can't

> > do anything!

>

> > a) How often is the server down?

>

> Honestly, not all that often.  But when it goes, it takes almost all

> of our working files.> b) Is it down for maintenance or because a failure?

> Failure.

> > c) How long is typically down for, minutes, hours, all day?

>

> This time was 2 1/2 days.

>

> > 2) Is "Offline Files" the best option for making Word and Excel files

> > available for editing when the server goes out so they can be updated

> > when it comes back? What happens to the stability of the file if more

> > than one user makes edits to the copy on their machine?

>

> > a) Is it common for more than one user to be making changes at the same

> > time?

>

> Some of the files are Excel spreadsheets we use to track the progress

> of an item.  If several people are on the same item, it's not

> unthinkable that two people would both want to indicate their progress

> on a local copy of an offline file.  It seemed like an issue that

> needed to be brought up in case there would be problems, or to find

> out there would likely be no problems.> b) If it is a common practice to do so, haven't you had problems with

> > inconsistencies.

>

> No, because it's the same file, and Excel simply says the file is open

> by another user and is locked for editing.> c) If more than one use makes changes to the file

> > (assuming they both started out with the same/identical file when they

> > started)

> > then yes you are going to have more than variation of the files and

> > keeping

> > track of who has what and where any copies of those files where sent to..

>

> And that's what I needed to know to factor into this whole mess.> d) When the server does come back online someone has to figure how to

> > "merge" what was added to you have one file that contains all the changes.

>

> If three different users, not located in the same building, change the

> same file without knowing the other has made any changes, will there

> be some sort of message to one or all three that the file has multiple

> versions trying to update and synchronize?  Would that depend on who

> got back onto the server first to synchronize?

>

>

>

> > As far as the SCM/Version management software I mentioned, this would

> > reside

> > on the server and it would allow for multiple copies to be worked on and

> > then "merged" once the server comes back on line.

>

> Sorry - no new software allowed here, either on the servers or the

> local machines.  Coroporate rules, and local people can not get around

> them even for good ideas!

>

> Ed

[Guest JS]

Re: Is Offline Files the best option?

 

Here is some info worth looking at:

 

When you use the Compare and Merge feature to

compare any two documents, Microsoft Word shows the

differences between.

See: http://office.microsoft.com/en-us/word/HP030822041033.aspx

 

How to compare and merge Microsoft Word documents:

http://support.microsoft.com/kb/306484

 

How to use Microsoft Query to merge two Microsoft Excel 2000 files:

http://support.microsoft.com/kb/211802

 

JS

http://www.pagestart.com

 

 

"Ed from AZ" <prof_ofwhat@yahoo.com> wrote in message

news:a068d435-1ea2-4912-81d0-d32d6082a27f@79g2000hsk.googlegroups.com...

Thanks again, JS. It looks like maybe Offline Files is all we can do

for now, and work through any potential conflicts. It's possible I

may be able to run this up the chain far enough to get someone with

more power that I to push it. Then again, we may just be stuck. It's

not IT - it's people far above and pretty detached from everything

down here making decisions that we and IT have to work around. And

these people may not be able to be reached by even the biggest voice I

can find here locally.

 

Oh, well . . . on with the show!!

 

Cheers!

Ed

 

On Sep 25, 7:46 am, "JS" <@> wrote:

> So for 2 1/2 days some of your office work ground to a halt.

> I hope this was not time critical information as time is money in the

> business world.

> You should at least have a fall back server (second server).

>

> Version management (VM) software would take care of identifying each

> update

> to a file

> when it is sent back (checked in) to the server.

>

> Each VM software has it's own capabilities, some have the ability to send

> email, other VM products will show the current status (who's using the

> file), some VM packages have that and a lot more.

>

> Don't know what it is about your IT department, they seem to be

> unresponsive

> to your needs, could be a funding ($$$) issue or could be a poor attitude

> on

> their part.

>

> Now is that time of the year when planning for capital expenditures for

> the

> next year are identified (wish list) and funds are either approved or

> denied. Make your need known to management, identify the loss in

> productivity in $$$ and any side effects as management thinks in term of

> money coming into the business and money flowing out the door. In short

> you

> need to come up with a good plan, identify to management their ROI (Return

> On Investment) and the repercussions you and they face every time the

> server

> goes down.

>

> JShttp://www.pagestart.com

>

> "Ed from AZ" <prof_ofw...@yahoo.com> wrote in

> messagenews:9bee359f-29b4-482f-b679-5bd6eb8e5b47@k30g2000hse.googlegroups.com...

> Hi, JS. I appreciate your help. I answered in-line below.

>

> On Sep 24, 4:34 pm, "JS" <@> wrote:> 1) Management has decided we need to

> keep all our files on the server.

> > Not a problem - except when the server is "unavailable" and we can't

> > do anything!

>

> > a) How often is the server down?

>

> Honestly, not all that often. But when it goes, it takes almost all

> of our working files.> b) Is it down for maintenance or because a failure?

> Failure.

> > c) How long is typically down for, minutes, hours, all day?

>

> This time was 2 1/2 days.

>

> > 2) Is "Offline Files" the best option for making Word and Excel files

> > available for editing when the server goes out so they can be updated

> > when it comes back? What happens to the stability of the file if more

> > than one user makes edits to the copy on their machine?

>

> > a) Is it common for more than one user to be making changes at the same

> > time?

>

> Some of the files are Excel spreadsheets we use to track the progress

> of an item. If several people are on the same item, it's not

> unthinkable that two people would both want to indicate their progress

> on a local copy of an offline file. It seemed like an issue that

> needed to be brought up in case there would be problems, or to find

> out there would likely be no problems.> b) If it is a common practice to

> do so, haven't you had problems with

> > inconsistencies.

>

> No, because it's the same file, and Excel simply says the file is open

> by another user and is locked for editing.> c) If more than one use makes

> changes to the file

> > (assuming they both started out with the same/identical file when they

> > started)

> > then yes you are going to have more than variation of the files and

> > keeping

> > track of who has what and where any copies of those files where sent to.

>

> And that's what I needed to know to factor into this whole mess.> d) When

> the server does come back online someone has to figure how to

> > "merge" what was added to you have one file that contains all the

> > changes.

>

> If three different users, not located in the same building, change the

> same file without knowing the other has made any changes, will there

> be some sort of message to one or all three that the file has multiple

> versions trying to update and synchronize? Would that depend on who

> got back onto the server first to synchronize?

>

>

>

> > As far as the SCM/Version management software I mentioned, this would

> > reside

> > on the server and it would allow for multiple copies to be worked on and

> > then "merged" once the server comes back on line.

>

> Sorry - no new software allowed here, either on the servers or the

> local machines. Coroporate rules, and local people can not get around

> them even for good ideas!

>

> Ed