Microsoft Office Tutorials and References
In Depth Information
Five Key Ways to Use Excel Services
With this setup, the workbook author can manage and control the distribution of the workbook and
verify that the intended recipients are always viewing the correct version of the report. Figure 1-13
shows how you can access these features directly from within Excel 2007.
After the workbook author saves and checks in a major version of the workbook, the approval workflow
is activated. The financial analyst receives a link to the workbook by e-mail and is asked to review it for
At this point, the workbook is not accessible to anyone but the workbook author and the analyst. After
the analyst reviews the workbook and approves it, everyone else is authorized to view the workbook. But
they can do so only in the browser. This ensures that the workbook they are looking at is the approved
distribution copy, and that they cannot download and create copies of this workbook. It also protects any
proprietary information represented by the model or sections of data in the workbook.
In addition, after the workbook has been approved, a second workflow is triggered. This one creates a
copy of the workbook in the official records-management repository. That document library includes
various retention settings to ensure that the document is archived according to corporate regulations.
The site administrator can view an audit log that shows who exactly has seen the workbook, which
version, and when.
As you can see, integrating Excel Services capabilities with the rest of the Office SharePoint Server
features provides a great solution for managing and controlling workbook distribution.