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Integrating Excel as part of database management

I realize this is not a very specific question that is open to different opinions, but answering it requires technical expertise that I do not currently have.
My team of 10 people continually maintains and updates a SQL database of approximately 1 million records and 100 fields. We are a market research outfit - most of the data points are modeled assumptions that we need to update frequently as new information becomes available.
We use a .NET web interface to update/insert/delete. However, this interface is clunky and slow. For example:
We cannot copy/paste in a row of numbers; e.g., budgeted amounts across several time periods;
We cannot copy/paste similar dimension values across multiple records;
We cannot create new records and fill it's contents quickly
Cannot assess the effect of your changes on your dataset, as you could with Excel
Most of us are more inclined to navigate data, change values and test our assumptions in Excel, and then go back and make changes in the .NET interface.
My question is:
is it possible for multiple users to simultaneously use Excel as a content management system for a custom SQL database? I would design a workbook with tabs that would be specifically designed to upload to the database, and on other tabs analysts could quickly and easily perform their calculations, copy/paste, etc.
If Excel is not ideal, are there other CMS solutions out there that I could adapt to my database? I was looking at something like this, but I have no idea if it is ideal: http://sqlspreads.com/
If the above is not realistic, are there ways that a .NET CMS interface can be optimized to 1) run queries faster 2) allow copy/paste, or 3) other optimization?

Having multiple people working on one Excel sheet won't work. What you want to do it create an Excel template that is the same for everyone. Then you have have everyone entering data in on their templates. Write a script that takes this template and uploads it to the database table. You can have a template for each table/view and then you have join tables or views to get a bigger picture of all the data.

it's possible to do something like that in Excel - but it's not that easy. I created such a solution for one of my customers. 400 to 500 users are downloading data from a MS-SQL server into Excel. The data can be changed there and uploaded back to the server then. This works for pure line by line as well as for more complex reporting decks. But as I said: to built such a solution isn't a quick one.
Personally I would try to improve the .NET frontend. Because if it is so slow then I would guess you are doing something wrong there. On the end of the day it doesn't make such a great difference what kind of frontend you use. You will always face similar problems.

C# Add-in vs VBA Macro for Excel functionality

We would like to give users of our system the opportunity to drag some of the data from a database into Excel. (Only reading data, no chance of writing any data back to the DB). The users do not have direct access to the database, so we would have some authentication for them in place. (Firstly to connect to the database, but also secondly to use the security settings of our system, so that user 1 is only allowed to see certain tables.)
I was instructed to begin writing a C# addin for this, but a colleague was instructed to write a VBA macro.
I was thinking of using the Entity Framework to access the data, but I haven't worked with it before. I don't know what they would be using from within the macro, but the macro-manager thinks that I will be killing the network with the heavy data transfer. He also doesn't like the idea that the users have to install the add-in on their computers. However, I have a vague uneasiness regarding macro's and the notion that they're not very secure. How safe are macro's? Are they tweak-safe, or could a knowledgable user change the code?
I would like to know, what are the pro's and con's of each approach and what the general feeling is of people with more experience and knowledge than myself?
With particular regard to matters such as:
Information Security (Some tables should not be accessed.)
Network traffic
Ease of maintenance and future modifications
Any other relevant concern that I've missed
Kind regards,

What I would do in a situation like this is:
-Create Views on the database and assign them to a schema. Don't restrict the data, just specify the columns you want them to see, let them filter the data in Excel (assuming it's a massive amount of data returned)
-Create an Active Directory Group and give members of it read access to that schema
-Use the Excel -> Data -> Connections (It's in Excel 2010, not sure about 2008) to connect worksheets to that View
They can mess away with the data in excel, but it can't be written back to the database. And you can restrict what tables / columns they can see, and do the joins for lookup tables in the View so they don't see the Database Ids.

SaaS application needs to export/backup data to individual customer sites

We have a cloud based SaaS application and many of our customers (school systems) require that a backup of their data be stored on-site for them.
All of our application data is stored in a single MS SQL database. At the very top of the "hierarchy" we have an "Organization". This organization represents a single customer in our system. Each organization has many child tables/objects/data. Each having FK relationships that ultimately end at "Organization".
We need a way to extract a SINGLE customer's data from the database and bundle it in some way so that it can be downloaded to the customers site. Preferably in a SQL Express, SQLite or an access database.
For example: Organization -> Skill Area -> Program -> Target -> Target Data are all tables in the system. Each one linking back to the parent by a FK. I need to get all the target data, targets, programs and skill areas per organization and export that data.
Does anyone have any suggestions about how to do this within SQL Server, a C# service, or a 3-rd party tool?
I need this solution to be easy to replicate for each customer who wants this feature "turned on"
Ideas?

I'm a big fan of using messaging to propagate data at the moment, so here's a message based solution that will allow external customers to keep a local, in sync copy of the data which you provide on the web.
The basic architecture would be an online, password secured and user specific list of changes which have occurred in the system.
At the server side this list would be appended to any time there was a change to an entity which is relevant to the specific customer.
At the client would run an application which checks the list of changes for any it hasn't yet received and then applies them to its local database (in the order they occurred).
There a a bunch of different ways of doing the list based component of the system but my gut feeling is that you would be best to use something like RSS to do this.
Below is a practical scenario of how this could work:
A new skill area is created for organisation "my org"
The skill is added to the central database and associated with the "my org" reccord
A SkillAreaExists event is also added at the same time to the "my org" RSS with JSON or XML data specifying the properties of the new skill area
A new program is added to the skill area that was just created
The program is added to the central database and associated with the skill area
A ProgramExists event is also added at the same time to the "my org" RSS with JSON or XML data specifying the properties of the new program
A SkillAreaHasProgram event is also added at the same time to the "my org" RSS with JSON or XML data specifying an identifier for the skill area and program
The client agent checks the RSS feed and sees the new messages and processes them in order
When the SkillAreaExists event is processed a new Skill area is added to the local DB
When the ProgramExists event is processed a new Program is added to the local DB
When the SkillAreaHasProgram event is processed the program is linked to the skill area
This approach has a whole bunch of benefits over traditional point in time replication.
Its online, a consumer of this can get realtime updates if required
Consistancy is maintained by order, at any point in time in the event stream if you stop receiving events you have a local DB which accuratly reflects the central DB as at some point in time.
Its diff based, you only need to recieve changes
Its auditable, you can see whats actually happened not just the current state.
Its easily recoverable, if there's a data consistency issue you can revert the entire DB by replaying the event stream.
It allows for multiple consumers, lots of individual copies of the clients info can exist and function autonomously.
We have had a great deal of success with these techniques for replicating data between sites especially when they are only sometimes online.

While there are some very interesting enterprise solutions that have been suggested, I think my approach would be to develop a plane old scheduled backup solution that simply exports the data for each organisation with a stored procedure or just a number of select statements.
Admittedly you'll have to keep this up to date as your database schema changes but if this is a production application I cant imagine that happens very drastically.
There are any number of technologies available to do this, be it SSIS, a custom windows service, or even something as rudimentary as a scheduled task that kicks off a stored procedure from the command line.
The format you choose to export to is entirely up to you and should probably be driven by how the backup is intended to be used. I might consider writing data to a number of CSV files and zipping the result such that it could be imported into other platforms should the need arise.
Other options might be to copy data across to a scratch database and then simply create a SQL backup of that database.
However you choose to go about it, I would encourage you to ensure that the process is well documented and has as much automated installation and setup as possible. Systems with loosely coupled dependencies such as common file locations or scheduled tasks are prone to getting tweaked and changed over time. Without those tweaks and changes being recorded you can create a system that works but can't be replicated. Soon no one wants to touch it and no one remembers exactly how it works. When it eventual needs changing, or worse it breaks, you have to start reverse engineering before you can fix it.
In a cloud based environment this is especially important because you want to be able to deploy as quickly as possible. If there is a lot of configuration that needs to be done you're likely to make mistakes or just be inconsistent. By creating a nuke-and-repave deployment you have a single point that you can change installation and configuration, safe in the knowledge that the change will be consistent across any deployment.

From what i understand, you have one large database for all the clients, you use relations which lead to the table organization to know which data for which client, and you want to backup the data based on client => organization.
To backup the data you can use one of the following methods:
As the comments from #Phil, and #Kris you can use SSIS for automated backup, check this link for structure backup, and check this link for how to Export a Query Result to a File using SSIS and instead of file do it to access or SQL Server database.
Build an application\service using C# to select the data and export it manually, need time but customization has no limits.

Have you looked at StreamInsight?
http://www.microsoft.com/sqlserver/en/us/solutions-technologies/business-intelligence/complex-event-processing.aspx

When I've had to deal with backups of relational data in the past (in MySQL which isn't super different in terms of capability from MSSQL that you're running) is to create a backup "package" file which is essentially a zip file with a different file extension so that windows won't let users open it.
If you really want to get fancy, encrypt the file after zipping it and change the extension. I presume you're using ASP for your SaaS and since I'm a PHP-geek, I can't help too much with the code side of things, but the way I've handled this before was for a script that would package an entire Joomla site and Database for migration to a new server.
//open the MySQL connection
$dbc = mysql_connect($cfg->host,$cfg->user,$cfg->password);
//select the database
mysql_select_db($cfg->db,$dbc);
output( 'Getting database tables
');
//get all the tables in the database
$tables = array();
$result = mysql_query('SHOW TABLES',$dbc);
while($row = mysql_fetch_row($result)) {
$tables[] = $row[0];
}
output( 'Found '.count($tables).' tables to be migrated.
Exporting tables:
');
$return = "";
//cycle through the tables and get their create statements and data
foreach($tables as $table) {
$result = mysql_query('SELECT * FROM '.$table);
$num_fields = mysql_num_fields($result);
$return.= 'DROP TABLE IF EXISTS '.$table.";\n";
$row2 = mysql_fetch_row(mysql_query('SHOW CREATE TABLE '.$table));
$return.= $row2[1].";\n";
while($row = mysql_fetch_row($result)) {
$return.= 'INSERT INTO '.$table.' VALUES(';
for($j=0; $j<$num_fields; $j++) {
$row[$j] = mysql_escape_string($row[$j]);
$row[$j] = ereg_replace("\n","\\n",$row[$j]);
if (!empty($row[$j])) {
$return.= "'".$row[$j]."'" ;
} else {
$return.= "NULL";
}
if ($j<($num_fields-1)) {
$return.= ',';
}
}
$return.= ");\n";
}
}
That's the relevant portion of the code in PHP that loops the database structure and stores the recreation script in $result which can then be output to a file.
In your case, you don't want to recreate the databases, but rather the data itself. You've compounded the issue slightly since you have a SaaS that is prone to possible data structure changes which you'll need to be able to account for. My suggestion would be this then:
Use a similar system to the above to dump the relevant data from the individual tables. I'm simply pulling all the data, but you could pull only the parts that pertain to the individual user by using JOIN statements and whatnot. Dump the contents of each table's insert/replace statements into a file named after the table. Create a file called manifest.xml or something of that sort and populate it with the current version of your SaaS application, name/information, unique ID, etc of the client exporting the data.
Package all those files into a ZIP file, change the extension to whatever you want, encrypt it if you desire, etc. Let them download that backup file and you're set.
In your import script, you will need to read the version number of the exported data and compare it to some algorithm that can handle remapping the data based on revisions you make later on. This way if you need to re-import one of their backups later, you can correctly handle transitioning the data from when they pulled the backup to the current structure of the data in that table now.
Hopefully that helps ;)

Because you keep all the data in just one database, it will always be difficult to export/backup data on customer basis.
Even if you implement such scenario now, you will end up with two different places you need to maintain/change/test every time you change the database schema (fixing bugs, adding new features, optimization, etc).
I would recommend you to partition the data, say, by using a database per organization. Then you change your application just once (mainly around building a connection string for the specified organization), and then you can safely export/backup each database separately in a way you want it.
It also gives you a lot of extra benefits "for free" such as scalability and the ability to dedicate resources on per-organization base (whether it is needed in the future).
Say, you have a set of small and low priority (from a business point of view) organizations, and a big and high priority one. So you will be able to keep a set of small low priority databases on one server, but dedicate another one for that specific important big one.
Or if your current DB server is overloaded (perhaps you have A LOT of data and A LOT of requests to the database), you can simply get another cheap server and move half of the load without any changes in your system...
You still need to write something in order to split the existing big database into several small ones, but you do it just once, and after it is done this "migration tool" can be thrown away so you don't need to support it anymore.

Have you tried SyncFramework?
Have a look at this article!
It explains how to sync filtered data between databases using Sync Framework.
You can sync to the customer's database or sync to your own empty db and then export it as a file.

Did you thought about using an ORM? (Object Relational Mapper)
I know, and use, LLBLGen Pro (so I can talk only about the feature of this specific ORM)
Anyway, with LLBLGen you can reverse-engineer the DB and create a hierarchy of class that map the tables and relations of your DB.
Now If all the data of a customer is reachable via relations, I can tell to my ORM framework to load a single costumers (1 row of a specific table) and then load all the related data in the related table.
If the data is not too complex, it should be possible.
If you have hundreds of self referenced tables or strange relations, it may be undoable, it depend upon your data.
If all the data of a single customer is, say, 10'000 rows in 100 tables, it will probably work.
If all the data of is 100'000 rows in 1000 tables it "may" work if you have some times, and a lot of memory.
If all the data is 10'000'000 you probably cant load it all at once, and you'll need a more efficient way.
Anyway, if you can load all the data at once, then you'll have a nice "in memory" graph with all the data of a single customer, and then you can serialize this data, or project it on a dataset (obtaining a set of datatable/relations) and then serialize the dataset.
Using an ORM to load and export all the data of a single customer as explained, probably, is not the most efficient way of doing things, but when doable it's a simple and cheap way.
Naturally, with or without ORM, you can find hundreds of different way to export this data :-)

For you design, you should have sharded your database for customers.
However, as you have already developed the database design, I suggest you to create a temp database and create the new tables in this temp database using the FK relation.
For this, you need to sort the tables based on the FK relationship and create them in the temp database.
Then, select the table data from the source database and insert them in the temp database.
You can also use this technique to shard your database and revamp your database design.
Aravind

How to transfer data (Entities) from one database to another

I have a system (using Entity Framework) that is deployed in various production systems and also on a quality control system. My problem is that data entry is often done only on one of those occurrences of my system (different databases).
I want to find the best way to transfer my data from one database to another database. Ids can change, as long as the relations between my objects are maintained. 98% of my data in in DB, some of it is external files, I can manage those separately, manually.
Currently we use a xml structure as a transition file. The file is then imported in the destination system, and code manually imports the entities and re-creates the data.
I'm looking for a more generic way to do this, with less code. Since all my data in stored in Entities couldn't I simply create a big List and throw all my objects in there, then serialize that in some matter into an external file and finally generically import all the entities in there in my destination system? (I'll probably have to be careful in maintaining relation ids, but should be ok...)
Anyways I'm wondering if anyone would have smart approaches, I'm pretty sure I,m not the first with a similar problem.
Thanks!

You need to get some process around this. If all environments contain the same data (unlikely) you can replicate. It is the most automatic. But a QA environ should not update production, so you have to really think this through.
If semi-automated is okay, there are tools out there you can use from a variety of vendors. I use Red Gate tools, personally, but others are also fine.
Can you set up a more automated push with EF? Sure, but the amount of time you spend is really not worth it.

In my opinion you can check some of the following approaches:
1) Use Sql Compare or Sql Data Compare. Those tools are from Red Gate and can be found here
2) Regular backups and restores of the databases. You could, if it is an option regularly backup your most up-to-date database and restore it on the destination systems. I have no experience in automatizing this but here is a link to do that through .net.
3) You could always give it a go creating a version control system of your own. I would picture one such system selecting all records from a certain table (or all of them), deleting all records in the target database and inserting them. This seems pretty complex though, as you have to worry about relationships, data dependencies, etc.
Hope this helps in some way.
Regards

If you for some reason will not be satisfied with existing tools may be you'll want take a look at the Sync Framework and implement this functionality yourself for your very particular data bases.

Given what you described, pushing data from One SQL Server to another for demo purposes, you should consider SQL Server Integration Services.
If you're got a simple scenario where you just move the data and objects from DB to the next you can use their built-in Wizards. If you need to do custom stuff you can build complex workflows using C# and SQL (tools you already know). Note: most of what you're going to want comes with the standard edition so if you're using express this is less interesting.
The story for Red Gate products is more compelling when you don't have SQL Server (So you have to go out and buy something) and if you are interested in finding out what the changes are between DB's (like viewing code changes in a .cs file in a source control product)

Best way to store urls locally

I am creating an RSS reader as a hobby project, and at the point where the user is adding his own URL's.
I was thinking of two things.
A plaintext file where each url is a single line
SQLite where i can have unique ID's and descriptions following the URL
Is the SQLite idea to much of an overhead or is there a better way to do things like this?

What about as an OPML file? It's XML, so if you needed to store more data then the OPML specification supplies, you can always add your own namespace.
Additionally, importing and exporting from other RSS readers is all done via OPML. Often there is library support for it. If you're interested in having users switch then you have to support OPML. Thansk to jamesh for bringing that point up.

Why not XML?
If you're dealing with RSS anyway you mayaswell :)

Do you plan just to store URLs? Or you plan to add data like last_fetch_time or so?
If it's just a simple URL list that your program will read line-by-line and download data, store it in a file or even better in some serialized object written to a file.
If you plan to extend it, add comments/time of last fetch, etc, I'd go for SQLite, it's not that much overhead.

If it's a single user application that only has one instance, SQLite might be overkill.
You've got a few options as I see it:
SQLite / Database layer. Increases the dependencies your code needs to run. But allows concurrent access
Roll your own text parser. Complexity increases as you want to save more data and you're re-inventing the wheel. Less dependency and initially, while your data is simple, it's trivial for a novice user of your application to edit.
Use XML. It's well formed & defined and text editable. Could be overkill for storing just a URL though.
Use something like pickle to serialize your objects and save them to disk. Changes to your data structure means "upgrading" the pickle files. Not very intuitive to edit for a novice user, but extremely easy to implement.

I'd go with the XML text file option. You can use the XSD tool built into Visual Studio to create a DataTable out of the XML data, and it easily serializes back into the file when needed.
The other caveat is that I'm sure you're going to want the end user to be able to categorize their RSS feeds and be able to potentially search/sort them, and having that kind of datatable style will help with this.
You'll get easy file storage and access, the benefit of a "database" structure, but not quite the overhead of SQLite.