User preferences
The behaviour specified by your user preferences will be applied to all workbooks except those that have specific workbook preferences associated with them (see Preferences overview).
You can set user preferences in the following categories:
Updating
In this section you can choose when the AutoDocumentation sheets are updated, when the tests are run and when import sheets and Timestamps are updated. Whatever you choose here, you can always update the AutoDocumentation sheets, run the tests or update the import sheets or timestamps manually through the XLSior menu.
You can choose to update existing AutoDocumentation sheets, to run the tests or to update the import sheets whenever any of the following events occur
Depending on the setting you choose, if you open or save a workbook that contains AutoDocumentation sheets, they will be updated automatically. No new sheets will be added to any workbook as a result of this setting. The update that is performed is the same one that happens when you choose the XLSior > AutoDocument > Update menu item.
Also depending on the setting you choose, the tests will be run automatically when a workbook is opened or saved. Note that if the tests fail, the workbook will not be saved. The recommended setting is to run the tests automatically when you save a release, but not at any other time.
In addition, depending on the settings you choose, the import sheets and timestamps will be updated automatically when a workbook is opened or saved.
XLSior will make sure that the settings you choose are consistent. For example, if you choose to update the AutoDocumentation sheets when a workbook is saved, they will also be updated when a version is saved. If you choose to run the tests when a version is saved, they will also be run when a release is saved.
The default settings are to update AutoDocumentation sheets and timestamps when a workbook is saved (and when a version or release is saved), to run tests when a release is saved, not to update import sheets automatically.
Sort AutoDocs
You can choose the order in which the entries on the AutoDocumentation sheets appear. Any changes will take effect the next time the sheets are updated.
The options for sorting the list of sheets are:
- Workbook order
- The sheets appear in the same order as they appear in the workbook. This is the default.
- Name
- The sheets are listed alphabetically by name.
- Hidden
- The sheets are listed according to whether they are hidden or not, and within that by their order in the workbook.
- Protected
- The sheets are listed according to whether their contents and objects are protected, and within that by their order in the workbook.
The options for sorting the list of Names are:
- Name
- The Names are listed alphabetically by name. This is the default.
- Sheet
- The Names are listed alphabetically by the name of the sheet to which they are local, if any, and within that alphabetically by name.
- Reference
- The Names are listed alphabetically by the formula that they refer to, and within that alphabetically by name. Because the formula always includes the sheet name for ranges, this allows you to sort Names by the sheet that they appear on.
- Visible
- The Names are listed according to whether they are visible or not, and within that alphabetically by name. Names that are not visible are usually names defined by Excel, such as _FilterDatabase which is used by AutoFiltering.
- Valid
- The Names are listed according to whether they are valid or not, and within that alphabetically by name.
- External
- The Names are listed according to whether they contain an external link or not, and within that alphabetically by name.
The options for sorting the list of comments are:
- Location
- The comments are listed by worksheet in the order in which they appear in the workbook. This is the default.
- Sheet name
- The comments are listed by worksheet in alphabetical order.
- Author
- The comments are listed by the name of their author, and within that by location.
The options for sorting the list of links are:
- Workbook
- The links are listed by the name of the workbook that they refer to, in the order that they appear in the Edit > Links dialog. This is the default.
- Workbook name
- The links are listed by the name of the workbook that they refer to, in alphabetical order.
- Directory
- The links are listed by the directory of the workbook they refer to.
The options for sorting the list of advanced techniques are:
- Worksheet
- The worksheets are listed alphabetically by name. This is the default.
- Total
- The worksheets are listed in the order of the number of advanced techniques appearing on each sheet.
Prompts
XLSior can remind you to add its functionality to workbooks, and to update the AutoDocumentation sheets when using Save As on a workbook. You can choose whether you want these prompts or not.
Workbook Save As
If this option is checked and a workbook contains AutoDocumentation sheets, you will be reminded to update the AutoDocumentation sheets after saving the file, if you are using the File > Save As... command.
This is useful because the AutoDocumentation sheets use the name of the workbook, which may be changed if you are using File > Save As...
Workbook Open
If this option is checked you will be reminded to add XLSior functionality when you open a workbook that doesn't already have it.
Using the OK button on this prompt doesn't actually add the functionality.
Add information to worksheets
You can choose whether to automatically add information to worksheets. There are two types of information that can be added:
- Sheet description
- Comments box
These options help you to impose a common format for all your worksheets.
If you check the box in the New column, the information will be added to new worksheets that you add to existing workbooks, and to sheets in new workbooks that you create.
If you check the box in the Existing column, the information will be added to worksheets in the active workbook when you use the menu item XLSior > Document > Add XLSior functionality. Information will not be added to protected sheets. You will be asked for confirmation before information is added to existing worksheets.
Sheet description
The automatic documentation of sheets assumes that cell A1 of every worksheet contains a brief description of that sheet.
You have the option of adding a placeholder description to new or existing worksheets, as described above.
The default setting is to add a sheet description to both new and existing sheets. However, XLSior will not add a sheet description if doing so would overwrite existing information.
Note that this may be inappropriate if you use other tools that insert sheets automatically, including the Pivot table and Scenario tools.
Comments box
You also have the option of adding a comments box to New worksheets. This is a specially formatted area towards the top of the sheet in which you can write comments about the sheet: how to use it, what it contains, and so on. These comments are useful both to users who are new to the workbook, and to those who are maintaining it.
The default setting is to add a Comments Box to new sheets, but not to existing sheets. Note that this may be inappropriate if you use other tools that insert sheets automatically, including the Pivot table and Scenario tools.
Printing
You can choose whether to use the standard XLSior footer when you print.
You can choose to use the XLSior footer when printing XLSior workbooks or Other workbooks or both. An XLSior workbook is one that has been operated on by XLSior.
The default setting is to add a footer when printing XLSior workbooks, but not when printing others.
Add sheets to workbooks
You can choose whether to automatically add information to workbooks. The information is added in the form of new worksheets.
The sheets that can be added are:
- Sheets list
- This is the worksheet produced by the List sheets AutoDocument command. It lists all the sheets in the workbook.
- Names list
- This is the worksheet produced by the List Names AutoDocument command. It lists all the Names in the workbook.
- Cell comments list
- This is the worksheet produced by the List cell comments AutoDocument command. It lists all the cell comments in the workbook.
- External links list
- This is the worksheet produced by the List external links AutoDocument command. It lists all the external links in the workbook.
- Techniques list
- This is the worksheet produced by the List advanced techniques AutoDocument command. It lists the advanced techniques that are used on each worksheet.
- Summary
- This is the summary sheet X~Summary. It summarises information from the AutoDocumentation sheets and the test results sheet.
- Notes sheet
- This is a sheet on which you can write notes about this workbook.
You can choose to add each type of sheet to New or Existing workbooks, or both.
New workbooks are ones that you create when XLSior is installed.
Existing workbooks are ones on which you use the menu item XLSior > Document > Add XLSior functionality. You will be asked for confirmation before sheets are added to existing workbooks.
These preferences help you to maintain a consistent structure for all your workbooks.
The default settings are to add a sheets list and names list to both existing and new workbooks, and to add a notes sheet to new workbooks.