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Introducing Report Viewers


A report Viewer is an Excel user that has Jet Professional installed but is not licensed to design reports. A report Viewer is allowed to change report options and use Jet report but may not use any other Jet Professional features. A report Viewer may not enter Jet Functions into cell formulas or make any changes to the report design.

To design reports that a Viewer can use, you must do one of two things: lock all worksheets that contain Jet formulas or convert the Jet Professional formulas to values.

Introducing Locked Worksheets

Locking a worksheet prevents Viewers from accidentally changing the formulas. When you select Report mode in a workbook with locked sheets, Jet saves all formulas to a hidden worksheet and does not recalculate them when the workbook opens. You create a locked worksheet by entering "Auto+Hide+Lock" in cell A1. The worksheet will be locked after the report is generated with Jet/Report and can be unlocked (by a licensed Designer) with Jet/Design.

If you want to create a report that Viewers can use, you should create an Options worksheet that is not locked. The Options worksheet should be used for all the report options, such as the dates, that might change. This worksheet cannot contain any Jet formulas. The actual report should be on other worksheets which must have "Auto+Hide+Lock" in cell A1. You must choose Jet/Report to lock the formulas and then save the workbook before giving it to Viewers.

Introducing Viewer Editable Worksheets

If you would like to design a report that Viewers can use without locking any of the worksheets, you can instead convert the workbook to values. You do this by placing "Auto+Hide+Values" in cell A1 of any worksheet. Upon doing this, all Jet Professional formulas will be converted to values while all other Excel formulas will remain intact and the worksheet will be editable (although changes to Excel formulas will be lost when the report is run). The Jet Professional formulas can be restored (by a licensed Designer) by selecting Jet/Design. Please note that this is only applicable if you are using Excel XP (2002) or later.

We designed most of the sample workbooks for use by Viewers so you can see examples of how to do this.

Sharing Reports with Excel Users Who Do Not Have Jet Professional

In the previous two sections we introduced the +Lock and +Values keywords, which allow Jet Professional Viewers to use your reports. Both of these features are also useful for allowing people to view reports who use Excel and don't have Jet Professional, but there are several advantages to using +Values. The first advantage is that +Values does not lock the report so the person receiving the report can edit it. The second advantage is that using +Values eliminates any link to the Jet Professional add-in so Excel will not display a warning message asking the user if they want to update data from external sources upon opening the report. This message can be confusing to the person who receives your report so save in report mode with +Values to eliminate this problem.

 
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