Catalyst-connected Excel files stored in SharePoint, OneDrive, or Teams can experience crashes, merge conflicts, and refresh failures when multiple users access them simultaneously. This comprehensive guide explains why these issues occur, identifies common symptoms, provides a troubleshooting decision tree for quick diagnosis, and offers best practices for working with Catalyst Excel files in shared environments. Understanding these platform limitations helps you choose the right workflow and avoid data loss.
If you're working with a Catalyst-connected Excel file stored in SharePoint, OneDrive, or Teams and experiencing crashes, merge conflicts, or refresh failures, you're encountering a platform limitation rather than a Catalyst defect. Most issues stem from how Excel handles external data connections in shared, auto-save enabled environments where multiple users attempt to edit simultaneously. This guide explains what's happening and how to work around it.
Common Symptoms You May Experience
When Catalyst-connected Excel files are accessed by multiple users in SharePoint, you may see several types of errors or unexpected behavior. These symptoms typically appear when Excel attempts to merge real-time changes while maintaining external data connections.
Unexpected Crashes and Display Issues
- Excel closing unexpectedly without warning
- Screen flickering or jumping during use
- Data failing to refresh or load correctly
- Workbook becoming unresponsive during filter or pivot operations
Merge Conflict and File Lock Errors
You may encounter messages such as:
"Upload Blocked. We ran into a problem with this file and it can't be saved. Please save a copy or close it."
"Excel found a problem with one or more saved versions of [filename]. Do you want to reopen the file?"
"This workbook has been locked. Please open a backup copy to continue editing."
These messages indicate Excel has detected conflicting changes and can't determine which version to keep. This is especially common when the file contains OLAP formulas, pivot tables, or other complex data connections like those used by Catalyst.
Why This Happens
Catalyst Excel files rely on live external data connections through the EBM Excel Add-In and Excel's connection engine. While these connections work reliably in single-user scenarios, they conflict with Excel's real-time collaboration features.
What Is Co-Authoring?
Co-Authoring is Microsoft Excel's feature that allows multiple users to edit the same file simultaneously when stored in SharePoint, OneDrive, or Teams. Changes normally appear in real time without requiring manual save or refresh. This works well for standard workbooks with formulas and simple data.
The Platform Limitation
Excel's Co-Authoring feature was designed for standard workbooks. It does not reliably support:
- External OLAP or Analysis Services connections
- Background data refresh processes
- COM add-ins that interact with workbook structure
- Simultaneous refresh operations from multiple users
- Complex formulas that cause slow recalculations
Contributing Factors
Several additional factors can increase the likelihood of conflicts:
- Slow recalculations: OLAP formulas pulling from Catalyst can keep the file "in use" longer, preventing Excel from syncing changes properly
- Device sync delays: If your device isn't syncing quickly with OneDrive or SharePoint, Excel can't update changes in real time
- Inconsistent Excel versions: Users on different versions of Excel (e.g., Excel 2019 vs Excel 365) can handle co-authoring differently, leading to compatibility issues
- Network interruptions: Temporary connection drops to SharePoint or OneDrive can create version conflicts
When multiple users open and edit a Catalyst-connected file at the same time, Excel attempts to merge workbook changes in real time, save to SharePoint automatically, maintain active cube connections, and recalculate pivots and formulas. These processes can conflict with each other and cause instability.
🎯 Key Concept
For Catalyst files, co-viewing (scrolling, reviewing data) usually works fine. Active editing, filtering, refreshing, or typing often triggers conflicts. If even one participant has the EBM Add-In enabled during editing, the session may fail. This is a Microsoft platform limitation, not a Catalyst defect.
Best Practices for Catalyst Files in SharePoint
Following these guidelines will help you avoid conflicts and maintain stable access to your Catalyst-connected Excel files.
1. Always Use Excel Desktop
Do not use Excel Online for Catalyst-connected files. From SharePoint, select Open in Desktop App to ensure full compatibility with external data connections.
✅ Why this matters: Excel Online has limited support for external data connections and cannot properly handle the background processes required for Catalyst refreshes.
2. Avoid Simultaneous Editing
Treat Catalyst files as analytical tools, not collaborative working documents. If multiple users need access:
- Coordinate usage to ensure only one person is editing at a time
- Create separate working copies for different users or departments
- Avoid refreshing data while others are viewing or editing the file
3. Turn Off AutoSave
AutoSave can trigger cloud saves during refresh or recalculation, which increases crash risk. Turn AutoSave off while working in Catalyst files.
To disable AutoSave: In Excel, locate the AutoSave toggle in the top-left corner of the ribbon and switch it to Off.
4. Confirm Trust Center Settings
In Excel Desktop, verify that external connections are enabled to prevent connection errors:
- Go to File → Options
- Select Trust Center from the left menu
- Click Trust Center Settings
- Navigate to External Content
- Enable options for external data connections as needed
5. Standardize Excel Environment
For stability across your team:
- Use 64-bit Excel (recommended for Catalyst)
- Ensure all users are on a consistent Microsoft update channel
- Confirm everyone is using the latest EBM Excel Add-In version
6. Separate Data Tabs from Editing Tabs
If your workflow requires collaboration, consider structuring your files to minimize conflicts:
- Keep Catalyst-connected data tabs (with pivots, OLAP formulas, and cube connections) in a separate file
- Create a second file for collaborative editing where team members input data, make notes, or build presentations
- Link the editing file to the data file using cell references or formulas
- This separation prevents multiple users from triggering refresh conflicts on the same file
7. Verify OneDrive/SharePoint Sync
Ensure your local OneDrive or SharePoint sync is functioning properly:
- Check the OneDrive icon in your system tray (Windows) or menu bar (Mac)
- Verify it shows "Up to date" or a green checkmark
- If you see sync errors or warnings, resolve those before opening Catalyst files
- Consider pausing sync temporarily while working in complex files, then manually sync when finished
If You Must Use Co-Authoring
If your team needs live collaboration on a file despite the risks, follow this workaround to minimize conflicts.
Temporary Add-In Disable Method
- All users should disable the EBM Excel Add-In before editing
- With the add-in disabled, basic Excel connection refreshes still work through Data → Queries and Connections → Connections
- Re-enable the add-in only when a full Catalyst refresh is required (for example, after structural changes like new hierarchies or attributes)
- Use the EBM Office Bridge ribbon → Refresh All Cubes for full refresh
How to Disable or Enable the EBM Add-In
- In Excel, go to File → Options
- Select Add-Ins from the left menu
- At the bottom, change the dropdown to COM Add-Ins and click Go…
- Uncheck EBM Excel Add-In to disable it, or check it to re-enable
- Click OK
⚠️ Important: This workaround should be used as a last resort. The safest approach is still to avoid simultaneous editing of Catalyst-connected files.
Troubleshooting Decision Tree
Use this decision tree to quickly identify and resolve your specific issue:
🔍 Step 1: Identify Your Scenario
Which statement best describes your situation?
📱 "I'm using Excel Online or the web browser version"
→ Solution: Switch to Excel Desktop immediately
Why: Excel Online cannot properly handle external OLAP connections. Click "Open in Desktop App" from SharePoint.
👥 "Multiple people are editing the file at the same time"
→ Solution: Coordinate usage - only one editor at a time
Why: Co-authoring conflicts with external data connections. Consider creating separate working copies or scheduling edit times.
💾 "AutoSave is turned on"
→ Solution: Turn off AutoSave (toggle in top-left corner)
Why: AutoSave triggers cloud saves during refresh/recalculation, causing conflicts and crashes.
⚠️ "I see 'Upload Blocked' or 'Merge Conflict' errors"
→ Solution: Close file, wait 2 minutes, reopen in Desktop with AutoSave off
Why: Excel needs time to resolve version conflicts. Ensure no other users are in the file when you reopen.
🔄 "Data won't refresh or pivots won't update"
→ Solution: Check Trust Center settings and verify external content is enabled
Why: Excel may be blocking external connections. Go to File → Options → Trust Center → Trust Center Settings → External Content.
🌐 "Using different Excel versions across the team"
→ Solution: Standardize on 64-bit Excel 365 with consistent update channel
Why: Version differences handle co-authoring differently. Get IT to ensure everyone uses the same Excel build.
📊 "Need collaboration but experiencing constant conflicts"
→ Solution: Separate Catalyst data tabs into dedicated file, create second file for collaboration
Why: This isolates data connections from collaborative editing, preventing refresh conflicts.
⚠️ Still experiencing issues? If you've tried the appropriate solution above and problems persist, proceed to the "Need Help" section at the bottom for advanced troubleshooting.
Summary: When Catalyst Excel Files Work Best
Catalyst-connected Excel files are stable and reliable when used with the following configuration:
| Configuration | Recommendation |
|---|---|
| Application | Excel Desktop (not Excel Online) |
| AutoSave Setting | Off (prevent automatic saves during refresh) |
| Co-Authoring | Disabled (one active editor at a time) |
| Usage Pattern | Analytical tool, not collaborative document |
| Excel Version | 64-bit, latest updates, consistent across team |
When treated as collaborative cloud documents with multiple simultaneous editors, conflicts are likely. This is a limitation of Excel's platform, not a problem with Catalyst.
Looking Ahead
EBM is actively enhancing the EBM Excel Add-In. Future versions will require reinstalling when they become available and will aim to support Co-Authoring alongside other Microsoft collaboration features. We'll notify customers when improved co-authoring support is available.
Need Help?
If you continue experiencing issues after following these guidelines, we're here to help. To expedite resolution, gather the following information before submitting a request.
Required Diagnostic Information
📋 System Configuration
- Excel version: Go to File → Account → About Excel (specify 32-bit or 64-bit and full build number)
- EBM Add-In version: File → Options → Add-Ins → locate EBMOfficeBridge
- Operating System: Windows 10, Windows 11, or Mac (specify version)
- Update channel: File → Account → Update Options → View Updates (Current Channel, Monthly Enterprise, etc.)
⚙️ File & Environment Details
- AutoSave status: Was it enabled or disabled when the error occurred?
- Application used: Excel Desktop or Excel Online?
- Storage location: OneDrive, SharePoint, or Teams (include site name if applicable)
- Number of users: Were multiple users accessing the file simultaneously?
- File size: Approximate size of the Excel file in MB
🎯 Error Specifics
- Exact error message: Screenshot or copy the full error text
- Triggering action: What were you doing when the error occurred? (refreshing data, filtering, typing, opening file, etc.)
- Frequency: Does this happen every time, occasionally, or only in certain conditions?
- Timing: When did the issue first start? After an Excel update, Windows update, or change to the file?
Pre-Support Checklist
Before contacting support, verify you've completed these steps:
- ☐ Confirmed using Excel Desktop (not Excel Online)
- ☐ Turned off AutoSave
- ☐ Verified no other users are currently editing the file
- ☐ Checked Trust Center settings for external content permissions
- ☐ Restarted Excel and reopened the file
- ☐ Confirmed OneDrive/SharePoint sync shows "Up to date"
- ☐ Tested with EBM Add-In both enabled and disabled
- ☐ Cleared Excel's cache (File → Options → Advanced → General → Empty Auto Recover folder)
Common Advanced Issues
| Symptom | Possible Cause | Next Step |
|---|---|---|
| File immediately shows merge conflict on open | Previous session didn't close cleanly; temp files remain | Delete local cache, force OneDrive sync |
| Connection timeouts during refresh | Network latency, VPN issues, or Analysis Services processing | Check network, wait 5 min for backend processing to complete |
| "Mark of the Web" security blocking | File downloaded from email or internet | Right-click file → Properties → Unblock → Apply |
| Intermittent "file in use" locks | Ghost sessions from previous users or crashed Excel instances | Have all users close file, admin can clear locks in SharePoint |
| Data refresh works locally but fails in SharePoint | Trusted Location set only on local machine | Add network location to Trusted Locations |
📧 Contact EBM Support: Submit a request
📚 Related Articles: Setting Up Excel Trusted Locations | Troubleshooting Excel Locking Conflicts
Catalyst-connected Excel files work reliably in Excel Desktop when AutoSave is disabled and only one user edits at a time. The merge conflicts and crashes that occur with co-authoring are due to Microsoft Excel's platform limitations with external data connections, not Catalyst itself. By treating these files as analytical tools rather than collaborative documents, coordinating usage across your team, and using Excel Desktop with proper settings, you can avoid data loss and maintain stable access to your Catalyst data.
Comments
0 comments
Article is closed for comments.