How to use a shared data table

 

The following Systems2win Excel templates have a shared data table:

• The shared data table for the FMEA, and Control Plan templates are on a VC worksheet
• The shared data table for the Work Instructions template used to be on a VC sheet

  and then it was moved to the DV sheet
  in order to better support data shared by multiple products within a product family.

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ID

ID Table

The purpose of the ID Table in your Work Instructions template

is to make it super easy, fast, and accurate to update Work Instructions for multiple items in a product family

When you use either of the buttons to 'Hide or Show Rows' or 'Generate Report'

On your Master Data Entry Sheet

(that appears when you click the button to 'Open a Blank Sheet')

for any header field that is marked with an asterisk (*) the data for that field must be entered in the ID Table on the DV sheet
(which contains all of the data that is shared by every sheet in the workbook)

 

ID Table on the DV sheet of your Work Instructions template

If you use this table for optional ID Codes within a product family, then the top row is for 'All' of the product family, and the (optional) table is for your parts within the family.

In the ID Table on your DV sheet

Data is required in the top row, for either :

Data is optional in the table (below the gold column headers) for:

Once the light bulb flashes in your head...

you're going to suddenly realize just how much time this tool is going to save you when you're the person responsible for the work instructions for your product families

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StepLabel

Step Label

When you click the Renumber Steps or Generate Report button in your Work Instructions template...

it will automatically renumber your steps
(in the wide column that also contains images).

Benefit of this feature:

This allows you to intentionally skip step numbering perhaps to provide additional comments or training for a complex sub-step.

Potential gotcha: If you change the Step Label field after you already have some numbered steps — you will need to manually delete the old numbering before clicking the Renumber Steps button (because the old number labels will start with the old text — which will no longer match the new text, and will therefore be skipped).

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HideTips

Hide or Show Tips

When you click the buttons to 'Hide or Show Rows, or 'Renumber Steps' or 'Generate Report' for 1 code or All Codes,

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Integration with Version Control software

Your shared data table makes it possible to integrate with most third-party Version Control software.

The version control software updates the data in just one place (the VC or DV sheet) which then auto-updates all sheets in the workbook.

Exception: On any sheet, you can purposefully overwrite the formula linking to the default data on the VC sheet replacing that formula with static text or data that won't change

Your version control software might then automatically generate a controlled document in PDF format and store it in your usual document control vault.

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Personalize

Personalize Header Fields on your VC sheet

These notes are more for Systems2win than for you, because when you own the Personalization Upgrade Transfer feature, Systems2win transfers your personalizations for you each time that you upgrade

 

When upgrading from a legacy template that was purchased after April 2012, the following will be automatically found and transferred to your new templates each time that you upgrade:

On the VC sheet — in the Header Fields — User Defined section:

• Header Labels
  (a field on the VC sheet that has a Name defined by Systems2win that starts with LabelUH)

  Formulas and Formats

• Header Default Data
  (a field on the VC sheet that has a Name defined by Systems2win that starts with UHeader)

  Formulas, Formats, and Validation

  Tip: When Excel copies 'Formulas', it will instead copy the data for any cell that contains data rather than an actual formula

  Tip: Formats include Wrap Text, Shrink To Fit, font size, font weight, font color, and more

  Tip: Validation can restrict acceptable data, and can present a dropdown list from the DV sheet

  Tip: See Idea Starters for User-Defined Header Fields — in the text box below

On the VC sheet — in the Default Data section:

• Default Data: Formulas
• Default Data Labels: User Substitutions only
  (see explanation in the 'Header Fields - Standard' section below)

On the VC sheet — in the Header Fields - Standard section:

• Header Labels will NOT be automatically found and transferred to your new templates each time that you upgrade, but (just like any other field in any Systems2win template) you CAN use User Substitutions to substitute your preferred text — which WILL be automatically found and transferred to your new templates each time that you upgrade.
• Default Data will NOT be automatically found and transferred to your new templates each time that you upgrade.

On the Template sheet —

• Header Data for User-Defined fields
  (a field that links to the VC sheet that has a Name defined by Systems2win that starts with VCUData)

  Formulas, Formats, and Validation are automatically found & transferred

• Header Labels for User-Defined fields
  (a field that links to the VC sheet that has a Name defined by Systems2win that starts with VCULabel)

  Formulas, Formats, and Validation are automatically found & transferred

If you made any additional changes not specified here, then be sure to use your Customization Log as a reminder to make those same changes after each upgrade.

And whenever you do an upgrade, you should always manually inspect any template that you know that you have personalized.

Changes that you made to headers on old templates might need to be manually recreated when upgrading:

• from templates older than May 2012
• from the old JobInstructions.xls template or WorkInst.xlsx template
  (because in April 2016, the VC sheet was replaced with the ID Table on the DV sheet)
• from the old StdWk.xls template
  to the (new as of December 2015) StdWork.xlsx template