Excel4GroupShare

The Excel for GroupShare application is a small plugin for Microsoft Excel that supports the ability to connect to a GroupShare instance and download raw data that can be used to create your own reports.  The data is downloaded in a very raw form to try and ensure that you can maximise the range of reports it's possible to create.  You are only limited by your imagination and your ability to work with Excel.  A couple of important notes on this:

  • you can connect to GroupShare 2017 or 2020
  • the data available to you will be restricted by your permissions on the GroupShare server

Installation

When you visit the SDL AppStore to download the application it will be downloaded as a zip file.  You should unzip the file to somewhere on your computer before running the installer as running it within the zip can cause problems for some users.

NOTE: If you have a previous version of the application installed you should uninstall it through Add/Remove Programs in Windows before attempting to install a new version.

Once you have unzipped the file you will find a folder with three entries:

To install you simply run the "setup.exe" file which will deliver a dialogue like this:

Click on Install and the application installation process will be completed in a few seconds:

Click on close and now you should be able to find the GroupShare toolbar in Excel like this:

Getting Started...

The first thing to do is click on Login so you have access to your GroupShare instance:

Once you are successfully logged in you'll have access to the other menu items.  If you click on the other items before logging in you'll simply be taken to the same login screen first.

What can you download?

Once you're logged in you have three options in the Excel ribbon:

Get Project Data

This feature will pull data held on your GroupShare projects and offers similar filtering to that available in GroupShare to narrow down the data being pulled.  This is important because the volume of data available is significantly higher than that available through the conventional reporting in GroupShare itself and te more you attempt to download the longer it will take.  So the more options you select, the more data you will get, the more cups of coffee you're going to need!

However, once you do have the data downloaded you'll see the amount of data available to you is significant.  To initiate the download select your options and click on Get Data.  You'l see something like this:

You can cancel the download at any time and the operation will stop, leaving you with only the data that was downloaded by the time you clicked cancel.  With all the options checked you can expect to see data in columns relating to the following:

  • Organisation
  • Project Name
  • Created at (date)
  • Delivery Date
  • Client
  • Project Language Pairs
  • Project Status
  • Project Description
  • File Status
  • File Name
  • File Type
  • File Size (bytes)
  • File Role (source/translatable/reference)
  • File Language Code
  • File Check In By (user name)
  • File Check Out To (user name)
  • File Last Check In Date
  • File Last Check Out Date
  • File Last Modified Date
  • File Approved SignOff Words
  • File Approved Translation Words
  • File Draft Words
  • File Rejected SignOff Words
  • File Rejected Translation Words
  • File Total Words
  • File Translated Words
  • File Unspecified Words
  • File Type Percent Complete
  • Assignees Names
  • Assignees Roles
  • Assignees Emails
  • Current Phase (phase name)
  • Preparation (user name)
  • Translation (user name)
  • Review (user name)
  • Finalisation (user name)

Get Resources

This option offers various types of resource related data:

  • Translation Memories
  • Language Resource Templates
  • Field Templates
  • Termbases
  • Project Templates
  • Custom Fields

Translation Memories

This download will provide the following columns of data:

  • Translation Memory Name
  • Translation Memory Language Direction
  • Number of Translation Units
  • Translation Memory Description
  • Translation Memory Location
  • Translation Memory Creation Date
  • Translation Memory Tokenizer Flags
  • Translation Memory WordCount Flags
  • Translation Memory Last Recomputed Date
  • Translation Memory Last Recomputed Size
  • Translation Memory Fuzzy Indexes
  • Last Reindex Date
  • Last Reindex Size
  • Should Recompute Statistics

Language Resource Templates

This download will provide the following columns of data:

  • Name
  • Location
  • Description
  • Language Resource Template ID (guid)
  • Owner ID (guid)
  • Is TM Specific
  • Language Resources (identifies what has changed from default)

Field Templates

This download will provide the following columns of data:

  • Name
  • Location
  • Description
  • Field template ID (guid)
  • Owner ID (guid)
  • TM Specific
  • Fields (type of field and values used)

Termbases

This download will provide the following columns of data:

  • Name
  • Id (guid)
  • Description
  • Parent Organization (where the termbase was created)
  • Linked Organization (where the termbase is used)

Project Templates

This download will provide the following columns of data:

  • Name
  • ID (guid)
  • Description
  • Organization

Custom Fields

This download will provide the following columns of data:

  • Name
  • Description
  • Resource Type
  • Default Value
  • Read Only
  • Organization

Get User Data

This option will pull user data from the server:

Data retrieval box is a little different:

Once downloaded you will have access to the following columns of data:

  • User Name
  • User Email
  • Description
  • Phone Number
  • Role
  • Project (role related)
  • Organization
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