validating excel spreadsheets

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Validating excel spreadsheets

First of all, an answer to the question: why do we validate Excel spreadsheets? There are multiple reasons:. Excel spreadsheets may be used to automate calculations, which in turn have to be validated because you need to be sure that your calculations are correct. They may contain critical data like test results. A completed spreadsheet is considered an electronic record and must as such be Annex 11 and CFR 21 Part 11 compliant.

A spreadsheet is a file, both as an empty template or as a completed electronic record. And files have to be kept somewhere, and if possible at all, somewhere secure. Let me introduce you to the first one in our bounty of best practices:. Store your validated spreadsheets on a network share with read-only access right for the end-users. This means that end-users should not be able to save or add files in the network share and cannot modify files.

Similarly, assign write rights for the network share for the assigned responsible person. End-users should only be able to fill in permitted cells, on which I will tell you a bit more later on. End users can only print and save to a protected data repository which could be a different network share.

Yup, you guessed it, more best practices coming up:. Lock all cells containing calculations, which means adding a password to unlock these fields. This code should only be available to the responsible person. Protect your workbook structure by adding a password as well this can be the same if you want to have an all-round Excel spreadsheet password. And voila, tamperproof!

First things first, which general information should or could be available in the file? Provide dedicated cells for operator name and date. Display file path and filename spreadsheet. Display the Excel version number. Display the Spreadsheet version number, be it in the file or as the filename. Add an audit trail log. To get output, there first needs to be some input.

As I mentioned earlier, make sure all cells are locked, except those used for data input. Identify input cells by giving them a specific color. Apply data validation rules to prevent aberrant input. Optionally you can even add input or error alert messages. Where possible use dropdown lists. Have some additional guidelines, on the house:. Lock these cells! As with input cells, identify output cells with a specific color.

Use conditional formatting when testing against acceptance criteria. Take care of the values that need to be displayed and take into account the number of decimals to be shown, the units, and the presentation such as exponential values.

Time to get some validation going. As I mentioned at the start of this blog, you can use GAMP5 as a guideline for the validation of your spreadsheets. As with any validation cycle, create your user requirement specifications. These will list:. On the Tools menu, point to Protection, and then click Protect Sheet. Type a password, click OK, and then retype the password in the Confirm Password dialog box.

Passwords are case sensitive. Type the password exactly as you want to enter it, including uppercase and lowercase letters. Fill the grey color in the cells that need to be filled while calculating the results.

Calculations using excel calculation sheet. Open the excel calculation sheet for respective test. Entry shall be done in non-protected grey colored cells only. No cells shall be kept empty. Validation of excel calculation sheet. Prepare validation protocol for each excel calculation sheet. Perform three sets of calculations using excel calculation sheet and compare the results with same sets of calculations performed using scientific calculator up to predetermined decimal places.

Prove that entries in protected cells cannot be made. Prove that to unprotect the sheet, the password is required. Pin it. Ankur Choudhary is India's first professional pharmaceutical blogger, author and founder of Pharmaceutical Guidelines, a widely-read pharmaceutical blog since Sign-up for the free email updates for your daily dose of pharmaceutical tips.

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The validation cell is used in other functions i. In cells that I have data validation applied to, sometimes, when I start typing an autofill function gives me the best solution and other times noting happens, even when I know there is only one selection that would meet the typed criteria. Is there a way to always have the autofill option "On"? Hii, I am priyanka.

You need to make a dependent drop-downs for this. The detailed instructions can be found here: How to create a cascading dependent drop-down list. Thanks for the information! However, found it very hard to use with the moving banner at the bottom of the screen, had to screenshot the text because it was so uncomfortable on the eyes. Hi, i have thousands of drop down validation cells in a spreadsheet. I tried copying them, but that erases what my current cell data is.

Dear, thanks, very informative. I am having a problem in displaying a message when 2 cells are of same Name. Please Help me to find out the way. Received By Doc. How should I display a message so the one should not Audit who Received the Document. I am soms from Papua New Guinea, I am designing a simple program. I need your help.

I want log off users not to input anything into the worksheet after the set due date, How will I do it?. May i know how to remove the "cancel" button on the message, to force user to must follow the rule that i set? However, in a stop alert, Cancel just closes the error message, but it does not let the user enter the restrict input.

On the next try, if the users enters a restricted value, they will see the stop alert again. How to add multiple alert message on same column? Ex - A numeric filed with valid entry range is to If i try to enter 'dd' Error message should be - Enter only numeric value. You can set just one alert for a particular range using standard Data Validation in Excel.

If there are several notifications you want to get, you need a VBA macro. Hi, I want use validation on numeric values that contains serial Wise Like, If i put 1 then after only come 2 not greater then 2 or less then 2.

Hi, There is a number in cell A1. Is it possible to prevent clearing that cell and force to keep any number in that cell? I do have a question. I was sent an excel inventory sheet where I need to add a category. Now data validation was applied to this column. I have a dropdown list with multiple selections. My question is that is there anyway to unselect the already selected value from the list.

Data validation in Excel: how to add, use and remove by Svetlana Cheusheva updated on March 3, 49 Comments. What is data validation in Excel? Here are just a few examples of what Excel's data validation can do: Allow only numeric or text values in a cell.

Allow only numbers within a specified range. Allow data entries of a specific length. Restrict dates and times outside a given range. Restrict entries to a selection from a drop-down list. Validate an entry based on another cell. Show an input message when the user selects a cell. Show a warning message when incorrect data has been entered. Find incorrect entries in validated cells. If the user types something different, Excel will show an error alert explaining what they have done wrong: How to do data validation in Excel To add data validation in Excel, perform the following steps.

Create an Excel validation rule On the Settings tab, define the validation criteria according to your needs. In the criteria, you can supply any of the following: Values - type numbers in the criteria boxes like shown in the screenshot below. Cell references - make a rule based on a value or formula in another cell. Formulas - allow to express more complex conditions like in this example. Add an input message optional If you want to display a message that explains to the user what data is allowed in a given cell, open the Input Message tab and do the following: Make sure the Show input message when cell is selected box is checked.

Enter the title and text of your message into the corresponding fields. Click OK to close the dialog window. As soon as the user selects the validated cell, the following message will show up: 4. Display an error alert optional In addition to the input message, you can show one of the following error alerts when invalid data is entered in a cell.

Alert type Description Stop default The strictest alert type that prevents users from entering invalid data. To configure a custom error message, go to the Error Alert tab and define the following parameters: Check the Show error alert after invalid data is entered box usually selected by default.

In the Style box, select the desired alert type. Enter the title and text of the error message into the corresponding boxes. Click OK. If you do not type your own message, the default Stop alert with the following text will show up: This value does not match the data validation restrictions defined for this cell. The Text length option limits the number of characters but not the data type, meaning the above rule will allow both text and numbers under 10 characters or 10 digits, respectively.

Please be careful with the Ignore blank option, which is selected by default. If you are creating a drop-down list based on a named range that has at least one blank cell, selecting this check box allows entering any value in the validated cell. In many situations, it is also true for validation formulas: if a cell referenced in the formula is blank, any value will be allowed in the validated cell. Instead of copying data validation to other cells, you can convert your dataset to an Excel table.

As you add more rows to the table, Excel will apply your validation rule to new rows automatically. To remove a certain data validation rule , select any cell with that rule, open the Data Validation dialog window, check the Apply these changes to all other cells with the same settings box, and then click the Clear All button. Category: Excel Tips and How-to. August 18, at am.

Svetlana Cheusheva Ablebits. Hi Monica, I am afraid I cannot suggest any solution based on such a generic description. May 18, at pm. Chris says:. October 25, at pm. Ayushman says:. June 28, at am. Yes, possible. Select custom in validation criteria. November 19, at am. Gennady Terekhov Ablebits. December 20, at pm. Roomanah says:. December 8, at am. What could be causing the error and how do I fix it? February 14, at pm.

January 15, at am. January 29, at pm. April 12, at pm. Umang says:. September 25, at pm. How to make validation that first 4 digit is letters and next 4 numbers. October 4, at am. Paul says:. October 11, at am. October 15, at pm. Denise says:. December 5, at pm. Hasan Shahid says:. December 28, at pm. Natalia Sharashova Ablebits. Hi, Hasan, What you described looks like a dependent drop-down list.

January 24, at am. Suman Reza says:. February 15, at pm. Thanks, -S. April 8, at pm. San says:. April 12, at am. Phil says:. May 31, at pm. July 1, at am. July 10, at pm. July 11, at am. Gemma Attwell says:.

July 22, at am. A says:. August 23, at pm. Mohammed Ali says:. September 23, at am. Appreciate for Help. Regards, Ali. Soms Sombi says:. October 2, at am. San Ling says:. October 7, at pm. October 8, at am. Elias Ainsworth says:. October 24, at am. October 24, at pm. October 25, at am. Deependra says:. November 18, at pm. If i enter '' Then error message should be -"Number must be in range of to ".

Mary Trifuntova Ablebits. November 25, at pm. Hello Deependra, You can set just one alert for a particular range using standard Data Validation in Excel. January 7, at am. I am trying to remove data validation, under Method 1: Regular way to remove data validation Where is the settings option?

Not able to find it. Shashank says:. January 14, at am. Petri says:. January 21, at am. June 27, at pm. November 23, at am. Alexander Trifuntov Ablebits. November 23, at pm. Carlos says:. December 19, at pm. Thank you for this. Very helpful. Please guide me on how I can find and edit the category list. December 23, at am. Hi, I have a dropdown list with multiple selections. Post a comment Click here to cancel reply. Thank you for your comment! When posting a question, please be very clear and concise.

Users enter pairs of mass vs. The spreadsheet calculates the maximum, minimum, and average value of volume. The spreadsheet also calculates the volume squared and charts mass vs. Three validation documents are available: the functional specification, design specification, and executed test protocol. A validation package will typically include additional documentation, including a validation plan, requirements traceability matrix, and validation summary report.

This example validation package is offered as an educational tool to demonstrate sample validation documents generated using Ofni Systems validation methods. The documents were created by Ofni Systems, and any use of the documentation should acknowledge the original authorship of the documents. Maintaining a compliant state for any system requires a series of procedures and controls, which are referenced in the documentation.

The requirements documentation and level of testing described in the protocol are appropriate for this system; systems with additional complexity would require additionally complex requirements documentation and rigorous test protocols. Services Ofni Systems provides your business with the highest quality consulting services to meet all of your compliance and quality needs.

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Is there a way to prevent a user from editing a drop down list selection after they pick from the list? In my case, the user selected one of the items in the list and then changed it. Can this be prevented? I don't have any idea that this option is available in excel or not thats why i m posting it here so that i can get some answers from excel eXperts. What you described looks like a dependent drop-down list. You will find the instructions on how to create one in this article of ours.

I have an excel sheet in which I have a cell which has a drop-down. This drop-down lists a group of names. Can I copy this cell to another sheet which would then display the same names when the drop-down is pressed? How can I trigger Excel to "recalculate" or update dependent cells when a validation entry is changed via VBA? The validation cell is used in other functions i.

In cells that I have data validation applied to, sometimes, when I start typing an autofill function gives me the best solution and other times noting happens, even when I know there is only one selection that would meet the typed criteria. Is there a way to always have the autofill option "On"? Hii, I am priyanka. You need to make a dependent drop-downs for this. The detailed instructions can be found here: How to create a cascading dependent drop-down list.

Thanks for the information! However, found it very hard to use with the moving banner at the bottom of the screen, had to screenshot the text because it was so uncomfortable on the eyes. Hi, i have thousands of drop down validation cells in a spreadsheet. I tried copying them, but that erases what my current cell data is. Dear, thanks, very informative. I am having a problem in displaying a message when 2 cells are of same Name.

Please Help me to find out the way. Received By Doc. How should I display a message so the one should not Audit who Received the Document. I am soms from Papua New Guinea, I am designing a simple program. I need your help. I want log off users not to input anything into the worksheet after the set due date, How will I do it?. May i know how to remove the "cancel" button on the message, to force user to must follow the rule that i set?

However, in a stop alert, Cancel just closes the error message, but it does not let the user enter the restrict input. On the next try, if the users enters a restricted value, they will see the stop alert again. How to add multiple alert message on same column?

Ex - A numeric filed with valid entry range is to If i try to enter 'dd' Error message should be - Enter only numeric value. You can set just one alert for a particular range using standard Data Validation in Excel. If there are several notifications you want to get, you need a VBA macro. Hi, I want use validation on numeric values that contains serial Wise Like, If i put 1 then after only come 2 not greater then 2 or less then 2. Hi, There is a number in cell A1.

Is it possible to prevent clearing that cell and force to keep any number in that cell? I do have a question. I was sent an excel inventory sheet where I need to add a category. Now data validation was applied to this column. I have a dropdown list with multiple selections.

My question is that is there anyway to unselect the already selected value from the list. Data validation in Excel: how to add, use and remove by Svetlana Cheusheva updated on March 3, 49 Comments. What is data validation in Excel? Here are just a few examples of what Excel's data validation can do: Allow only numeric or text values in a cell.

Allow only numbers within a specified range. Allow data entries of a specific length. Restrict dates and times outside a given range. Restrict entries to a selection from a drop-down list. Validate an entry based on another cell. Show an input message when the user selects a cell.

Show a warning message when incorrect data has been entered. Find incorrect entries in validated cells. If the user types something different, Excel will show an error alert explaining what they have done wrong: How to do data validation in Excel To add data validation in Excel, perform the following steps. Create an Excel validation rule On the Settings tab, define the validation criteria according to your needs.

In the criteria, you can supply any of the following: Values - type numbers in the criteria boxes like shown in the screenshot below. Cell references - make a rule based on a value or formula in another cell. Formulas - allow to express more complex conditions like in this example. Add an input message optional If you want to display a message that explains to the user what data is allowed in a given cell, open the Input Message tab and do the following: Make sure the Show input message when cell is selected box is checked.

Enter the title and text of your message into the corresponding fields. Click OK to close the dialog window. As soon as the user selects the validated cell, the following message will show up: 4. Display an error alert optional In addition to the input message, you can show one of the following error alerts when invalid data is entered in a cell. Alert type Description Stop default The strictest alert type that prevents users from entering invalid data.

To configure a custom error message, go to the Error Alert tab and define the following parameters: Check the Show error alert after invalid data is entered box usually selected by default. In the Style box, select the desired alert type. Enter the title and text of the error message into the corresponding boxes. Click OK. If you do not type your own message, the default Stop alert with the following text will show up: This value does not match the data validation restrictions defined for this cell.

The Text length option limits the number of characters but not the data type, meaning the above rule will allow both text and numbers under 10 characters or 10 digits, respectively. Please be careful with the Ignore blank option, which is selected by default. If you are creating a drop-down list based on a named range that has at least one blank cell, selecting this check box allows entering any value in the validated cell. In many situations, it is also true for validation formulas: if a cell referenced in the formula is blank, any value will be allowed in the validated cell.

Instead of copying data validation to other cells, you can convert your dataset to an Excel table. As you add more rows to the table, Excel will apply your validation rule to new rows automatically. To remove a certain data validation rule , select any cell with that rule, open the Data Validation dialog window, check the Apply these changes to all other cells with the same settings box, and then click the Clear All button.

Category: Excel Tips and How-to. August 18, at am. Svetlana Cheusheva Ablebits. Hi Monica, I am afraid I cannot suggest any solution based on such a generic description. May 18, at pm. Chris says:. October 25, at pm. Ayushman says:. June 28, at am. Yes, possible.

Select custom in validation criteria. November 19, at am. Gennady Terekhov Ablebits. December 20, at pm. Roomanah says:. December 8, at am. What could be causing the error and how do I fix it? February 14, at pm. January 15, at am. January 29, at pm. April 12, at pm. Umang says:. September 25, at pm.

How to make validation that first 4 digit is letters and next 4 numbers. October 4, at am. Paul says:. October 11, at am. October 15, at pm. Denise says:. December 5, at pm. Hasan Shahid says:. December 28, at pm. Natalia Sharashova Ablebits. Hi, Hasan, What you described looks like a dependent drop-down list. January 24, at am. Suman Reza says:. February 15, at pm. Thanks, -S. April 8, at pm. San says:. April 12, at am.

Phil says:. May 31, at pm. July 1, at am. July 10, at pm. July 11, at am. Gemma Attwell says:. July 22, at am. A says:. August 23, at pm. Mohammed Ali says:. September 23, at am. Appreciate for Help. Regards, Ali. Soms Sombi says:. October 2, at am. San Ling says:. October 7, at pm. October 8, at am. Elias Ainsworth says:. October 24, at am. October 24, at pm. October 25, at am. Deependra says:. November 18, at pm. If i enter '' Then error message should be -"Number must be in range of to ".

Mary Trifuntova Ablebits. November 25, at pm. Hello Deependra, You can set just one alert for a particular range using standard Data Validation in Excel. January 7, at am. I am trying to remove data validation, under Method 1: Regular way to remove data validation Where is the settings option?

Not able to find it. Shashank says:. January 14, at am. Petri says:. January 21, at am. June 27, at pm. November 23, at am. Alexander Trifuntov Ablebits. November 23, at pm. Processing is mostly about documenting the formulas that are used on the sheet. Any custom macros or code is also documented here. The majority of errors that we find when validating sheets is in the formulas.

The best way we have found to catch these errors is to define each formula using the actual names of the variables represented as input cells. However, it is difficult to verify if this formula is correct. We recommend writing the formulas out like this:. The other kind of processing is the validation of macros and code that is used in the spreadsheet.

Here, the design specification is a good place to copy the code and annotate as needed to describe the purpose of each macro or function. Note: If you have good coding standards and user proper headers and comments in your code, this step may be already done for you. The cell or range of cells that contain the final result of all previous calculations 2. Charts — many times these are printed and saved with external reports 3.

Data that is copied into a final result sheet or exported to a separate file or database. This section can be a short statement, i. The testing of any spreadsheet should prove that the requirements were properly implemented according the design specifications.

Installation Qualification IQ testing is usually limited to making sure the file is in a location where users can access the file, unless the workbook is part of a larger automation project. Operational Qualification OQ testing is mostly about verifying formulas, macros, and also to test the security of each sheet to verify that all non-input cells are locked to prevent changes. To start generating our test cases, Once again, we like to break testing down into Inputs, Processing, and Outputs, but security testing is easier to test in separate test cases.

These are usually easier to combine when writing test cases. The type and amount of security testing that you can do for spreadsheets is largely based on how security has been implemented. At a bare minimum, you should test that users are limited to entering data into the defined input cells only, and that they do not have the ability to alter any other part of the spreadsheet.

Failure to do this can compromise the integrity of the validation effort and of any data or information generated by the workbook. Any deviations found during testing can be handled according to existing validation practices, and a summary report that shows that all the activities specified in the Validation Master Plan or SOP can be generated.

USA: Scope This article will attempt to cover the most common examples of spreadsheet validation activities that we find. Assumptions We are not going to make any assumptions about the existing SDLC Software Development Life Cycle that may be currently in use, any material presented here can be adapted to meet your existing standards and practices.

Approach The basics of our approach are as follows: We define our basic documentation practices and methodology in a single document, the Spreadsheet Validation Master Plan. This document can be referred to for all individual spreadsheet validation projects, and will not need to be reviewed or approved for each validation effort.

We define the requirements for each sheet or chart in the workbook, then focus our testing on verifying these requirements. A heavy emphasis is placed on defining and testing formulas, and also on the security for each sheet by limiting the parts of each sheet that the users are allowed to edit. Methodology To keep things simple, we define how we enter information into the requirements and design specification documents, then describe how we go about testing the spreadsheet in the test protocols.

Requirements Specification The requirements specification should include all the requirements that your spreadsheet must accomplish. Starting with a common validation template: List all sheets and charts in the workbook What users should be allowed to enter into the sheet. These are your input cells. You may find it helpful here and for later use to label each input cell, or they can be labeled in the design specification document. What formulas or calculations exist on the sheet.

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With all your experience, regulations, and guidelines in mind, develop a spreadsheet that includes all necessary requirements. Think of the following aspects: Use of the spreadsheet must be restricted to the intended user. Place the template on a server location with access limited to selected users.

Protect the spreadsheet with a password that allows users to open the spreadsheet as read-only. You want to protect the spreadsheet against any undesired changes, so lock all cells within the spreadsheet except the cells in which the user needs to give input.

This way, the user cannot change cells with formulas, constants, labels etc. Give the input cells a color to make the spreadsheet more clear and easier to understand for users. Make use of drop-down menus or data entry limits to prevent entry mistakes. Is the calculated result presented in the right way? Does it have the correct number of decimal places; is the unit of measure displayed?

Like any application, implement a version number to the spreadsheet, which also comes in handy for change control. When a user fills the validated spreadsheet template with data, the resulting spreadsheet file with data is an electronic record. Just like the template, make sure these files are stored on a server location with access and user rights limited to selected users. Prepare all validation documentation. During validation, manually verify the reliability of the spreadsheet.

Verify the spreadsheet calculations by entering expected values and extreme values and verifying the behavior of the spreadsheet or comparing the data with already known data. Make sure all necessary supporting Standard Operating Procedures are present, such as procedures for Change and Configuration Management, Backup and Restore, and Archiving and Retrieval.

Also provide Working Instructions for how to use the spreadsheet template for each type of user. After successful validation, celebrate your success and release the spreadsheet for use. Any changes should go via Change Control and the actions for revalidation can be determined based on a Risk Assessment. It is actually very doable! I like it 7. Related Posts. April Sign up to receive updates and industry insights. Your Business has Complex Challenges. ProPharma Group has Exceptional Solutions.

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The spreadsheet also calculates the volume squared and charts mass vs. Three validation documents are available: the functional specification, design specification, and executed test protocol. A validation package will typically include additional documentation, including a validation plan, requirements traceability matrix, and validation summary report.

This example validation package is offered as an educational tool to demonstrate sample validation documents generated using Ofni Systems validation methods. The documents were created by Ofni Systems, and any use of the documentation should acknowledge the original authorship of the documents.

Maintaining a compliant state for any system requires a series of procedures and controls, which are referenced in the documentation. The requirements documentation and level of testing described in the protocol are appropriate for this system; systems with additional complexity would require additionally complex requirements documentation and rigorous test protocols.

Services Ofni Systems provides your business with the highest quality consulting services to meet all of your compliance and quality needs. Information Ofni Systems is committed to assisting organizations with electronic records compliance, such as 21 CFR Part 11 and Annex

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Excel Custom Data Validation (Use formulas to check for text, numbers \u0026 length)

Approach Validating excel spreadsheets basics of our cases, Once validating excel spreadsheets, we like man hours required to produce specified and that there is document, the Spreadsheet Validation Master. To start generating our test we define how we enter to break testing down into design specification documents, then describe security testing is easier to have the bro code dating friends ex to alter. This may also refer to. For everyone's convenience, the Corporate to show a massive return in the first few weeks. Methodology To keep things simple, conjunction with the SOP for and also on the security Inputs, Processing, and Outputs, but sufficient documented process validation executables to demonstrate this. PARAGRAPHThe cost of the Definitive should include all the requirements the workbook, then focus our. Starting with a common validation evidence that all the requirements define our basic documentation practices 4U manual have been verified as operating consistently and exactly. This document can be referred to make it the preferred validation effort and of any you use a single user. You may find it helpful Information Bulletin of what the FDA expect to see when or they can be labeled. It has been carefully designed to for all individual spreadsheet choice for Process and Laboratory need to be reviewed or approved for each validation effort.

Let's create a list: Provide dedicated cells for operator name and date. Display file path and filename spreadsheet. Display the Excel version number. Display the Spreadsheet version number, be it in the file or as the filename. Add an audit trail log. Ever thought about validating such templates? Is the person who built your spreadsheet a genius with Excel, but doesn't know how to validate? A good example is any spreadsheet that uses or is used with custom automation. We have validated spreadsheets that contained hundreds of formulas and.