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17.5 Sharing Workbooks and Objects

Workbooks aren't files you send around: they're stored in the project, and everyone with access to the project can open them. Sharing a workbook means saving it in a folder your colleagues can see.

Saving Where Others Can See It

  • File → Save as... saves a copy under a new Name and Description, in the Folder you choose. A folder path that doesn't exist yet is created.
  • Each user can be limited to a private folder by the administrator: they then see only that part of the Workbooks tree. Save shared workbooks in a folder that all intended users can reach.
  • Colleagues see your saved changes after Load changes in the main window, or the next time they open the project.

Save as... isn't available in Datashop Workbook.

Copying Objects

In the main window, right-click a workbook, metric, filter or other object → Copy, then Paste into another folder – also in another project opened in another Datashop window.

Exporting and Importing Objects

To move objects between projects as a file:

  1. Right-click the object in the main window → Export.... Datashop saves it with everything it uses – metrics, filters, styles – as an .amo file.
  2. In the other project, right-click a folder → Import... and pick the file. If objects already exist, Datashop asks how to handle them.

Seeing What Uses an Object

Right-click an object → View dependent objects to see which workbooks, metrics or distributions use it – before you change or delete it.

Tips – Sharing Workbooks and Objects

  • Agree on a folder structure, e.g. one shared folder per department plus personal folders.
  • Write a short Description when you save – it's shown in the main window and used by nikolAI to find the workbook.
  • A workbook used by a distribution needs an Acinta Server restart before changes reach the e-mails – Datashop reminds you.

Common Issues – Sharing Workbooks and Objects

Problem: A colleague can't find my workbook. - Solution: It's outside their private folder. Save it in a shared folder.

Problem: Duplicate workbook name. - Solution: A workbook with that name exists in the folder. Choose another name or folder.