Here are a few important considerations—especially in co-authoring environments to help you sort data in DataSnipper workbooks
Sorting Data with DataSnipper References
Sorting in Excel is a powerful way to structure your data, but when your workbook contains DataSnipper references (Snips), there are a few important considerations—especially in co-authoring environments.
If you are on DataSnipper v25.1 or earlier: Refer to Sorting limitations with Snips in Excel.
Sorting Data in v25.2 and above:
From V25.2 onwards, we’ve introduced improvements to the snip sorting experience, but there are still some technical limitations you need to be aware of.
Sorting Options in V25.2
When you sort a dataset containing DataSnipper references, you’ll now be prompted to choose between two options:
- Sort with references (but lose undo)
- This updates all Snip references so they continue pointing to the correct source document.
- Limitation: Excel must clear the undo history, meaning you cannot revert to your previous sort.
- Recommendation: Include an index column in your dataset before sorting. This is a best practice for auditing and allows you to quickly restore the original data structure manually if needed.
- Sort values only (keep undo)
- This keeps the undo function available, but Snip references may no longer point to the correct source.
- Recommendation: Again, an index column is your safety net—allowing you to restore the correct references to the right cells.
Co-Authoring Considerations
Sorting becomes more complex in co-authoring mode because DataSnipper can only maintain one correct state for references across all users.
- In co-authoring, Excel allows you to see everyone’s changes or see just your own.
- If you select “See just mine” and sort with references, your changes will update references for everyone—but other users’ views may now show incorrect links.
- We cannot detect which view you’re using, so the safest approach is:
- Always choose “See everyone’s” before sorting with references in shared workbooks.
Why These Limitations Exist
From a technical perspective:
- Snips are tied to cell positions in the workbook.
- Sorting with references changes those positions, and we must rewrite the reference map.
- Excel’s undo system can’t track those changes, so the undo history must be cleared.
- In co-authoring mode, Excel can show multiple personal views, but Snips can only exist in one consistent state. This mismatch can cause broken links.
Best Practices
- Always add an index column before sorting—whether you choose to keep or break references.
- In co-authoring mode, switch to “See everyone’s” before sorting with references.
- Be mindful that once references are updated, they can’t be undone without re-sorting.