K2's Road to Excellence with Excel Part 7 and Adagio

This is the seventh of sixteen sessions in Excel that will provide you with the information you need to become an Excel expert. This session will focus on securing documents and collaborating with others.

There are multiple options for securing your Excel documents and also for sharing and working with others in real-time on the same Excel workbook. In this session, you will learn how to work more effectively with Excel’s primary security and collaboration tools.

Learning Objectives

  • Identify the benefits of shared workbooks and utilize this feature to facilitate collaboration;
  • Extend the functionality of shared workbooks by merging multiple workbooks into one;
  • Manage Excel’s security settings in the Trust Center;
  • List and describe methods for securing Excel workbooks; and
  • Utilize digital signatures as a means of securing a workbook.

Electronic Documents and the Accounting Department
Accounting departments are beginning to realize the benefits of capturing the documents they deal with electronically. Adagio has taken a unique approach to storing and tracking PDFs that minimizes “change anxiety”. It allows accounting departments to reap the benefit of electronic document storage without having to undergo the wholesale change of “going paperless”.

Electronic documents:
  • Are less expensive to handle than paper documents
  • Are easier to locate than paper documents
  • Can be accessed anywhere, not just by the filing cabinet
  • Can be given to an auditor on a USB key
 
Adagio DocStore allows the attachment of unlimited documents to an accounting transaction and automatically “flows” the attached documents through the accounting modules. Processing speed is not affected by the number of documents attached to a transaction. Documents can be inspected from the drill-down on a financial statement to answer the “quick question” that always comes up at the end of the month.

Learning Objectives

  • Review all the electronic documents managed by the accounting department
  • Review the various needs for access to electronic documents
  • Learn the different ways of locating documents
  • Understand how Adagio DocStore addresses process concerns

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Questions & Answers from the Webinar

Excel Questions
Answers
I only have one password for all the password protected Excel & Word documents. I have so many passwords that I only use one for the Excel & Word Documents.  I have different passwords for all other programs - different from each other and I don't use the same password EVER. Your thoughts on this approach are appreciated.
I understand your situation. I use LastPass to store my passwords securely.
What if you don't know the password and the person who password protected the spreadsheet is no longer around?  How do you access the spreadsheet then?
Check out this site for a possible solution.
We used to have tools for breaking the MS passwords -- they weren't terribly sophisticated technology as far as modern security goes.  So I wouldn't trust it for sensitive info.
Check out this site for a possible solution.
How do you add send adobe pdf for share commenting under share? I don't have it.
The "Send Adobe PDF for Shared Commenting" is a COM add-in that requires Adobe Acrobat Standard or Professional be installed on your computer and the COM add-in be activated under Excel Options>Add-ins>COM add-ins.
When sharing a document by fax (CRA requires this), do I need fax service (as the sender) or only the recipient?
As the sender.
I am in Office 2007, so where do I find the settings that Alan has on the screen now?
Click on the Office Button at the top left of the tool bar.
Trying to add a nas drive to trusted location. Gave set up allow trusted location on my network. The error is the remote or network path you have entered is not allowed by your current security settings.
This is not a recommended configuration. To proceed, on the trusted locations screen check "Allow Trusted Locations om my network (not recommended)" at the bottom of the window.
It is possible to break passwords (even on more recent versions of excel) using a macro. I found a macro online and used this in the past. It does work. It allows a locked file to be accessible to the user. That being said, most people would never think that this was possible so it’s still a good control to password protect the file.
See the answer above.
Adagio Questions
Answers
Sounds to be very through, how is it for data entry clerks to attach the source documents.
You can attach a document in the following ways:
  • Pressing F11 and browsing to a Folder to select a document. (The selected path is remembered for the next time F11 is pressed.)
  • Scanning using a ScanSnap (Fujitsu) or TWAIN compatible scanner.
  • Drag and drop from an Explorer window (drop anywhere on the entry form or attached documents.)
  • Drag and drop from an email (saving just the PDF attachment)
  • Drag and drop from Outlook (saving the email body and all PDF attachments)
Thanks for the compliment. We've worked hard to try and cover most eventualities.
What is the cost for each module of Adagio?
Modules such as Ledger (GL) and Payables (AP) are $1920 each with the first year of Upgrades included. More complex modules, such as PurchaseOrders and JobCost, are $2,880. DocStore, since it enables functionality in the entire product line, is $3,840. Discounts are usually available when multiple modules are purchased.
Can you attach more than one document to a transaction?
You can attach as many documents as you want to a single transaction. Transaction post, copy and lookup speed is not affected by the number of documents attached. Attached documents are stored in a Folder system easy for humans to navigate and separate from the accounting data. The Folder system can be moved to a new device without breaking any of the associated document links.
Is there any software that will mark an electronic document as printed and code the same document with the accounting info for an audit trail?
I think that the challenge is not to print out the electronic document. To the extent that you access the electronic document through the accounting software, the software should be able to tell you the coding of the document. Adagio offers a complete audit trail through posting journals and cross module posting. Posted documents are linked to the electronic documents for easy access and review.