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excel as a template, data from a field

Posted on 2011-02-14
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I would like to use an excel spreadsheet Purchase Order template. Add it as a custom type to a doc library.

I would like to assign the PO a number once it's approved. Most likely with an SPD Workflow.

This is my main problem - I would like this number to show up on the excel document as well. How can I accomplish this?

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Question by:sullisnyc44
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by:Amick
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by:sullisnyc44
ID: 34908532
thanks for the link. Is what I want to do feasible?
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by:Amick
Amick earned 2000 total points
ID: 34918740
Yes, it is feasible and not uncommon. This is a big part of why Microsoft has spent so much effort on Object Linking and Embedding.  Of course, as with all accounting data, you need to be sure that you are able to get "a single version of the truth" that is auditable and fulfills your regulatory and fiduciary duties, so be sure you understand what you are doing.

Here's a link from Google's book search that might help: http://books.google.com/books?id=tTVbRMqv3pwC&pg=PA225&lpg=PA225&dq=object+linking+and+embedding+purchase+order&source=bl&ots=dIEJ7HdUwJ&sig=JcuHZilMbG86-g-hte3BYF3aKno&hl=en&ei=F2NdTYipKYb2gAfPz8zIDA&sa=X&oi=book_result&ct=result&resnum=1&sqi=2&ved=0CBcQ6AEwAA#v=onepage&q=object%20linking%20and%20embedding%20purchase%20order&f=false

The book that is referenced is Excel models for business and operations management By John F. Barlow, and it discusses a purchase order system. The author provides quite a bit of detail,  and the book is highly review, so it might be worth trying to find a copy of the book for reference.
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by:Amick
ID: 34918756
EDIT:
The book that is referenced is Excel Models for Business and Operations Management By John F. Barlow. Among other things, it discusses a purchase order system. The author provides quite a bit of detail,  and the book is highly reviewed, so it might be worth trying to find a copy of the book for reference.
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Author Comment

by:sullisnyc44
ID: 35001897
thanks so much. this looks lind of awesome.

So the OLE would link to my SharePoint 'unique number list' ? or whatever I call it. Is that the correct way to think about this?

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by:Amick
Amick earned 2000 total points
ID: 35002758
Yes.  
Here's a quick description of linking versus embedding:
http://www.digitalpurview.com/what-is-object-linking-and-embedding-ole/

Here is a more complete description:
http://microsoft.wikia.com/wiki/Object_Linking_and_Embedding

Here's a simple example using Excel and Word to demonstrate: http://www.homeandlearn.co.uk/excel2007/excel2007s8p6.html

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Author Comment

by:sullisnyc44
ID: 35039334
thanks. But I'm still not sure how to include the specific PO number to my Excel form. How do I make THAT connection?
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by:Amick
Amick earned 2000 total points
ID: 35039903
I don't have sharepoint installed, so I can't walk you through, but a related demo is available on Youtube http://www.youtube.com/watch?v=weyli9OGJhk&feature=related.

The example links an entire list, but if I remember correctly you can link a single item as well.

If you need more info,  Google returns a lot of results for ole between sharepoint and excel.  One result was a link to another book that looked useful called
Office and SharePoint 2010 User’s Guide: Integrating SharePoint with Excel ... By Michael Antonovich

I'm sorry that I can't take you to the finish line, but at least there are a lot of resources available to help you get there.

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Author Comment

by:sullisnyc44
ID: 35056698
will this work with MOSS 2007?
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Expert Comment

by:Amick
ID: 35060388
It should be substantially the same.
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Author Comment

by:sullisnyc44
ID: 35165277
Im still unsure of how to get the SharePoint list item associated with the specific spreadsheet into the specific excel spreadsheet.

found this:
http://www.mindsharpblogs.com/penny/archive/2007/06/15/1888.html

and this:
http://www.johnchapman.name/sharepoint-2007-%e2%80%93-update-sharepoint-document-property-from-excel-vba/

http://msdn.microsoft.com/en-us/library/bb462636(office.11).aspx

but am having issues...
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by:Amick
Amick earned 2000 total points
ID: 35166022
OK. Apparently the ability to update SharePoint lists from Office Excel 2007 is deprecated in favor of publishing and synchronizing lists using Office Access 2007; is that an option for you?

Basically it appears you'd keep the data in Access and update both the SP list and Excel document with the Access data.

There are add-ins available to restore the old Excel/Sharepoint relationship, such as http://www.codeproject.com/KB/solution-center/two-way-sync.aspx
but since you're doing new development, perhaps Access is a better way to go.

Here's a previous EE thread on using Access: http://www.experts-exchange.com/OS/Microsoft_Operating_Systems/Server/MS-SharePoint/Q_26693822.html

Perhaps these suggestions will lead you closer to the solution.
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Author Comment

by:sullisnyc44
ID: 35167583
The issue is that I need to create a Purchase Order form. I guess I can use infopath but we were going for the simplest option here.

And I installed that  plug in for excel that 'fixes' the sync issue.
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sullisnyc44 earned 0 total points
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Author Closing Comment

by:sullisnyc44
ID: 35321735
as long as I can figure out how to deploy it, this works
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