Spreadsheet use monitor

The Spreadsheet usage monitoring utility is free software (to use not just download) which allows you to monitor the use of spreadsheets across your organization.

Based on our experience implementing and using the Spreadsheet Discovery module of our ComplyXL Enterprise suite, we've created a no cost utility which can be configured to track when spreadsheet use across any number of network servers. Unlike the search tools built into Windows, this utility knows how Excel opens, closes and saves files so can distinguish between, say, a file being copied or one being opened using Excel or being saved following a change.

End User Licence Agreement

Copyright (c) 2009-2010 Lyquidity Solutions Limited

This software is provided under the Lyquidity Solutions Limited End User License Agreement (EULA) for no-cost software.

In summary, the license grants you permission to use the software on any number of computers but requires that you install the software from this web site each time not copy any installed files. You are not allowed to distribute the software. You are not allowed to decompile or make any other change or alter the software so it can be installed from another location. We reserve the right to terminate your use of the utility.

THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF, CONTRACT TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.

By installing the software you are accepting these terms.

Installing

To install the utility, click on the link at the top of this page. This will take you to another page containing instructions and a link to begin the install process.

The utility is designed to help professionals working with spreadsheets. Although the utility has no monetary cost to you, we do ask you to provide professional contact details. You will need to enter details that can be validated to be able to download and install the utility or access other information on this site. If you provide a generic email address such as @gmail or @yahoo.com or similar, provide a domestic email address such as @comcast, @bellsouth, @ntl or @blueyonder or provide incomplete details it is likely the web site will not enable your account to use this feature.

Configuring the utility

On this web site there also information about configuring the spreadsheet usage utility and information about using the reporting features.

During the configuration process you will:

  • Define the network or local folders in which you want the utility to watch for workbook changes;
  • Identify and verify your account on the Lyquidity web site using a verifiable business email address;
  • Optionally install the utility as a Windows service and start it.
How does it work?

Once the utility is installed and you have followed the instructions to configure and start it, it will monitor the selected folders for actions affecting Excel workbooks (.xls, .xlsx and .xlsm) documents in those folder. Actions monitored are open, save and close.

The utility is efficient. It doesn't scan folders for documents and somehow look at the date/time stamps to workout whether a document has been changed. Instead the utility asks any machines hosting files that are to be monitored (the machine running the utility and any remote file servers) to let it know when files have changed. The file change notification service used by the utility is a standard feature of the Windows operating system. By taking advantage of this service, the utility only reacts when relevant changes to relevant files occur. This cuts the potential workload enormously and its vastly more efficient than scanning for files. As a consequence the utility is capable of monitoring file servers with both a large number of files (tens or hundreds of thousands spreadsheet workbooks and millions of other files) and many users. The sort of scenario you'd find in a corporate environment.

No details of the workbook or of the account changing the workbook are recorded. If you need these and other options, they are available in our commercial product, ComplyXL.

Details of the document changes such as file path/name, changed date/time and file size will be recorded locally and periodically uploaded to our website where you can use the reporting option. If you are logged to this site the option to access the report option is available avove.