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Protect the Documents!

Question asked by Tim Dexter on Feb 29, 2012
Latest reply on Jun 23, 2012 by Wayne Matus

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Has anyone written a macro that protects specific fields used by EPDM (via a template) on an EPDM-genereated document (Word)?

I'd like to keep users from deleting/modifying the fields used by the EPDM template, but still allow the macros to update the values via EPDM. I understand the entire document can be protected, but the Auto Open and Update macros will not run.

My thought is to let the macro unlock the protected fields, update them, then lock them again. Is this possible?

Thanks in advance,

Tim

Brian Dalton Mar 22, 2012 10:28 AM

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Try Wayne at WLM Services

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Jason Capriotti Feb 29, 2012 2:25 PM
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What kind of fields?

Ours are in the header and footer. While not protected.....the users aren't likely to go there.
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- Tim Dexter @ Jason Capriotti on Feb 29, 2012 2:29 PM
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  In the header and footer as well as in the body of the document. Also, a similiar approach is desired to cover Excel docs.
  
  I realize most people will not bother with these fields, but in the event that they do, it could be pretty messy.
  
  Thanks,
  
  Tim
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  - Jason Capriotti @ Tim Dexter on Feb 29, 2012 3:17 PM
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    Well, you can always restore previous versions easy enough if something does get messed up. You can train the users not to....and you have a history of who did it.
    
    Excel gives you more options to protect sheets or the entire workbook along with indivdual cells. I have some cells linked to a named range on another sheet called "Data" which are linked to the custom properties that PDM writes to. The cells on the document that are linked have data validation set on them with a popup to prevent users from typing anything other than the formula (example: =Revision).....although it doesn't prevent them from deleting the cells......we have to be flexible enough to allow the users to format the document however it's needed. They can relink the cells up to one of the standard named ranges.
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Brian Dalton Feb 29, 2012 4:47 PM
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I've been doing this very thing with an Excel document.

You can set each cell (or selected range of cells) to either Locked (it will not be editable) or not, and then if the sheet is protected, those with the Locked property set will be protected, those without will not.

To set this property, select a cell, right-click and select Format Cells, go to the Protection tab and check or un-check the box.

You then protect the sheet using your chosen password, and have your macro unprotect the sheet before changing cells, then re-protect it afterward:

ActiveSheet.Unprotect SHEETPASS

ActiveSheet.Protect SHEETPASS

where SHEETPASS is, of course, your password. With this solution the password is coded into the macro, so could actually be accessed by someone with the knowledge, but for my purposes it's enough to make it difficult, as I don't forsee any users maliciously desiring to mess with the fields (what would be the gain?) and there's actually only 2 other guys here who might have some idea of how to get into a macro or would ever conceive that it might contain a password.

Hope this helps.
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- Tim Dexter @ Brian Dalton on Feb 29, 2012 4:53 PM
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  This sounds promising for the Excel docs, I'll give it a try and report back. Any ideas on making the same scenario work for Word? I might try and replace "cells" with "fields" from your idea above, and give it a whirl.
  
  Please keep me posted if your co-workers come up with anything related to the macro approach.
  
  Thanks for all the ideas.
  
  Tim
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  - Tim Dexter @ Tim Dexter on Mar 22, 2012 8:54 AM
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    I think I'm done dabbling in areas where I'm not proficient. Does anyone have a reccomendation for someone that has experience in this area? I'm looking for a consultant who can:
    
    Create the required Macro that leaves the fields populated by EPDM, locked and uneditable to the user.
    Configure the ~12 documents to work with the macros (Excel and Word).
    Provide preliminary support in planning for new users being brought into the system.
    Povide access to the Macros at their first use.
    
    Any suggestions would be appreciated. Individuals or companies are welcome.
    
    Thanks in advance,
    
    Tim
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    - Brian Dalton @ Tim Dexter on Mar 22, 2012 10:28 AM
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      Try Wayne at WLM Services
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      - Wayne Matus @ Brian Dalton on Mar 22, 2012 5:18 PM
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        Brian, Thanks for the recomendation!
        
        Tim, I sent you an email with a couple of questions and will call you tomorrow to discuss.
        
        Wayne Matus
        WLM Services LLC
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        Tim Dexter @ Wayne Matus on Jun 21, 2012 11:10 AM
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        Wayne,
        
        Thanks for all your help. I'm 100% satisfied with your work on protecting the documents.
        
        Tim
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        Wayne Matus @ Tim Dexter on Jun 23, 2012 12:02 PM
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        Tim,
        
        I glad to hear they worked for you.
        
        Wayne
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Protect the Documents!

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