Software to manage lists?

[olds]

I need something that will mange multiple lists.
I need to make one list and use that info to populate other lists. When the first list is updated, it automatically updates the other lists.
They need to be able to be printed separately.

Will Visio or Excel do this?
Something better?

 

[KentState]

Should be able to do this with separate sheets in a workbook in Excel. For example, sheet A would have the data, then B-D would be a pivot on the data. Do you Sharepoint available? Could always make different views over data and lock down different pieces of information.

 

[olds]

Should be able to do this with separate sheets in a workbook in Excel. For example, sheet A would have the data, then B-D would be a pivot on the data. Do you Sharepoint available? Could always make different views over data and lock down different pieces of information.

I don't have Sharepoint but I could get most anything that is commercially available.

 

[thedosbox]

If you have Excel, you don't even need a pivot table. Just add a column to your master list for "category" (i.e. manager, support, liaison) and filter on that to get your sub-list.

That should be enough unless each person can fall into multiple categories.

 

[olds]

If you have Excel, you don't even need a pivot table. Just add a column to your master list for "category" (i.e. manager, support, liaison) and filter on that to get your sub-list.

That should be enough unless each person can fall into multiple categories.

There will be some, but not all.

 

[Carson Dyle]

Maybe the main question to ask is what format do you want to use to publish this directory? Do you want to hand out printed lists? Or would it be best to have it available on a web page that could be pulled up on a computer or smart phone?

If you wanted it online, a competent web developer could knock out a small application to do that in an hour or two. A database with two or three tables, a form to maintain the data, and a page with a sortable/filterable directory. Pretty simple.

If you just want a printout, Excel would certainly work, but there are also dozens of contact management programs out there that would do it.

 

[olds]

I want it in a list. Part of it is done in Visio with nice diagrams but it isn't maintained because it's about 5 different lists. (It's not my job but I want to make it work)

 

[Carson Dyle]

Yeah, we got that. A list. How do you want to publish the list? How will people access the list?

 

[thedosbox]

There will be some, but not all.

So use three separate category columns - one for manager, one for support, one for liaison. Enter an X into the relevant columns for each person in the list. Filter on the appropriate column.

Having said that, how many people are in the master list? Excel won't be the best solution if it runs into the hundreds.

 

[olds]

The list will be published to a .pdf and emailed or printed.

 

[debian0001]

Are you using Active Directory at all?

 

[olds]

Are you using Active Directory at all?

I had to google that. It sounds like what our IT department uses.

An AD domain controller authenticates and authorizes all users and computers in a Windows domain type network—assigning and enforcing security policies for all computers and installing or updating software. For example, when a user logs into a computer that is part of a Windows domain, Active Directory checks the submitted password and determines whether the user is a system administrator or normal user.

 

[Carson Dyle]

In most companies, there's also the issue of privacy and need to know. Maybe Sally's manager needs to have access to her home and cell phone numbers. Maybe the members of her team also need her phone numbers for emergencies. But the guys working in the warehouse probably don't need to know her personal home and cell numbers. There may be a very good reason why there is no all-encompassing 'master' list of phone numbers.

 

[ringtail]

The "best" way (among other ways) would be to use a relational database management system. However, there's a learning curve to learn how to use one.

I happen to favor MySQL, but there are a ton of other brands. If you have MS Office then you probably already have MS Access. It'd do the job.

 

[olds]

In most companies, there's also the issue of privacy and need to know. Maybe Sally's manager needs to have access to her home and cell phone numbers. Maybe the members of her team also need her phone numbers for emergencies. But the guys working in the warehouse probably don't need to know her personal home and cell numbers. There may be a very good reason why there is no all-encompassing 'master' list of phone numbers.

I lists with home numbers, etc. I just need to consolidate it so we aren't updating 5 different lists that have some of the same numbers on them.

The "best" way (among other ways) would be to use a relational database management system. However, there's a learning curve to learn how to use one.

I happen to favor MySQL, but there are a ton of other brands. If you have MS Office then you probably already have MS Access. It'd do the job.

Do have Access

 

[thedosbox]

I lists with home numbers, etc. I just need to consolidate it so we aren't updating 5 different lists that have some of the same numbers on them.

Again, how big is this list? No need to build a gold-plated solution if you're only dealing with a couple dozen names.

Do have Access

The simple solution would be a similar approach to the one I outlined before:

1) Create one table with separate columns for each category
2) Populate each category column as appropriate - e.g. if person A is a manager, enter "X" into the manager column. If they're a manager and liasion, enter "X" into both columns.
3) Build a query for each list you want to generate which filters on the appropriate column.
4) Enter any updates into the table, then run the queries anytime you want to regenerate the lists.

Assuming you don't know how to do this, someone with access expertise could do that in an hour or two. Longer if you want fancy forms or other features.

You'll probably spend more time entering the data than he will building the database.

 

[olds]

Off hand, I'd say there are about 250-300 names in total.

 

[thedosbox]

Off hand, I'd say there are about 250-300 names in total.

That's not a particularly big list IMO, so it'll be up to you as to whether the cost/benefit of using something other than Excel is worth it.

If you don't have the time to learn Access, hire a student from a local college. They should be able to create the table and queries, then enter most of the data within a day. Maybe add another day if you want them to explain what they're doing

Heck, someone here might be willing to do it gratis.

Just bear in mind that Access is best suited to single-user usage (i.e. only one person at a time should be entering/updating data).