9 replies to this topic

[kconf]

Hi all,

This is an Excel related question. Currently our format is in Excel where we print a form everyday for pre-op inspection. 

 

How do I turn it into sheets or tabs with dates and fill out everyday and save, instead of printing. Could someone help me with it please? I am not super tech savvy as you can tell. 

 

Thanks! 

[TimG]

Open the EXCEL, Right click the tab and select Move or copy, then copy. It will make a copy of it in another tab. You can then date that tab with what you want it to be.

Or are you looking for the formula to fill in the date tab so that it automatically puts in the current date every time it's opened?

[kconf]

I want to create a file in such a way that when I open it, it should have all the forms for the year 2025. Is it possible? 

[TimG]

Yeah, it's possible. Do you already have all of these forms built but different EXCEL sheets? If so you can do the same right click copy trick and move them all over to one excel, which would then have different tabs for each form.

[kconf]

No. Currently it is just a blank form in Excel. One page.

[TimG]

Ok, so you have a form in EXCEL right now that they print, fill out, and file or scan? And you are looking to be able to fill that info out IN THE EXCEL and save it digitally?

[kconf]

Exactly. We save hard copies and it gets excessively thick. I want to go digital.  

[TimG]

Exactly. We save hard copies and it gets excessively thick. I want to go digital.  

 Ok, you have a couple options here depending on what works best for you:

• If the document requires a verification step, such as by the PCQI/SQF practitioner or any other qualified individual, you will want to scan the completed/signed document into a computer directory file. That is now your record.
• If the entire document can be filled in while still in the EXCEL (just a plug and play type) you can print to PDF and file that in a computer directory file. Also now your record.
• If you absolutely don't care if there is any type of audit verification trail (for example production schedules, etc.) you can copy the tab every day and use the EXCEL to store the data by date/tab. This one is easy to screw up though if someone 'accidentally' deletes a tab, or hell the whole EXCEL file.. I usually only go this route if it's only a couple people using the EXCEL and they have ownership of it

EDIT: It's pre-op, so you are probably going to go with option 1. I review and sign off on each daily and give to my tech to scan in. She scans them in as a weekly bundle on Fridays (2 shifts, so 10 total records per weekly scan bundle). 

Edited by TimG, Yesterday, 07:19 PM.

[salsoir]

Hey kconf,

 

it depends what exactly you are looking, in Excel you have the option to automate some things with VBA. I could help if you need. 

[jfrey123]

For a Pre-Op inspection, my hot take is you're going to want to continue printing them out, filling them out manually with the signatures for review, then scan them back into a computer.  No issue at all doing that.

 

But to fill out a checklist in Excel, then save it, you'll be questioned whether someone sitting at a computer in an office actually performed ever single one of the checks.  It'll be up to you to prove the person completing the pre-op inspection actually did the inspections vs sitting in their office typing info.  And without a valid signature on the record, it'll again be up to you to prove that the appropriate person reviewed and approved the record (vs a QA Manager telling one of their techs to complete the record and type their name at the bottom).

 

Completing forms electronically comes with a new set of challenges.  If you're looking to just avoid storing reams of paper in a file cabinet, scanning the paper record and cataloguing onto your company drives is the easiest and most trouble free.

Edited by jfrey123, Yesterday, 09:35 PM.