Overview
This article describes how to verify whether the most recent version of the SmartView Excel Add-In is installed. If a user's version is out-of-date, this article demonstrates installing the up-to-date version that facilitates improved data entry for the Oracle Planning and Budgeting tool (EPBCS).
Prerequisites
- These instructions are intended only for department budget preparers/approvers and a subset of Resource Commitment Tracking Tool users provisioned with access to (EPBCS).
- If you are unsure whether you should be provided access to this tool, please connect with a fiscal contact in your VC office before proceeding.
- Budget preparers should already have previously completed the SmartView installation process and have it running on their machine.
- The user should have Administrator rights on their machine.
- If this is a user's first time installing, refer to KB0033251, How to Download and Install Smart View Excel Add-In.
- Budget preparers must have approved access to their Financial Units within EPBCS, to verify, login to the EPBCS web application.
Next Steps
Step 1: Verify Current Version
a. Select the Windows icon in the toolbar or press the Windows button on the keyboard, then enter Add or Remove Programs, and select Open once it displays.
b. Within the Apps & Features dialog box that displays, in the Search field in the middle of the window, enter Oracle.
c. Click on Oracle Smart View 64-Bit for Office to expand that tile, revealing the current version.
d. If the version listed is less than 23.200, the user will need to upgrade to the latest version and follow the steps in the next section.
Step 2: Uninstall Outdated Version
a. Before proceeding, verify all Microsoft Office Programs are fully closed: Excel, Word, PowerPoint, Outlook, Teams, etc. via the Task Manager by right clicking any blank space within the toolbar and selecting Task Manager within the dialog box.
b. If the dialog box shown below doesn't display, select More Details.
c. In Apps section, closeout any Microsoft programs, highlighting each with a single click, in the bottom right corner of the Task Manager dialog box, select End Task.
d. Repeat for each Microsoft Application until no more remain under Apps and then close Task Manager.
e. Navigate back to Apps & Features (as in step 1a of the Verify Smart View Version section), search for Oracle Smart View 64-bit for Office, select Uninstall, then select Uninstall once more in the secondary dialog box.
f. Follow the prompts and click OK once a successful Uninstall message displays.
Step 3: Download and Install the Latest Smart View Install File
a. Navigate to the EPBCS web application sign in page.
b. Sign in with SSO by clicking on UCSD Single Sign-On.
c. Enter AD credentials and click Login:
d. From the EPBCS home page, click on the drop-down arrow in the upper right corner of the page, directly to the right of their name:
e. Within the drop-down menu, select Downloads…
f. Within the ‘Downloads’ pop-up menu, scroll to the ‘Smart View’ section and click on Download from Oracle Technology Network.
g. Upon completion of step 2f, the user will be redirected to an intermediary web page. Click on Download Now.
h. A new web page will render prompting the user to sign into the Oracle Technology network.
NOTE: This login is separate from EPBCS and is not affiliated with UCSD directly. SSO login will not work here. If this is the user’s first time accessing an Oracle Technology Network download, proceed to the next step to create an account. If a user has an existing Oracle Technology Network account, skip to step 3k.
i. Create an Oracle account by clicking on Create Account.
j. Fill out the required fields using the user’s @ucsd.edu email address and click Create Account.
k. Enter Oracle Technology Network credentials and click Sign in.
l. Within the Oracle Software Delivery Cloud page, expand the Platforms dropdown menu and place a checkmark in the box that corresponds with the user’s machine.
m. Check the box to the left of I reviewed and accept the Oracle License Agreement.
n. Click on the hyperlinked .zip file below Oracle Smart View for Office 23.200 within the Software field to initiate the download of the .zip file.
o. Once the download is complete, extract the zip file contents by clicking the Extract all button within the Compressed Folder Tools ribbon. If the user loses track of the download file, check the Downloads folder.
p. The Select a Destination and Extract Files pop-up will appear. Leave the default save location as is and click OK.
q. Once the zip file is extracted, navigate into the folder with the extracted files, right-click on the SmartView file, and select Run as administrator to initiate the install process.
NOTE: If the user doesn't have admin rights on their machine, they will need to submit a ticket with ITS.
r. The installer will ask for the destination folder, click OK.
s. If any Microsoft Office applications such as Excel, Word, PowerPoint or Outlook are open, the user will receive the error message below, close the applications and click Retry. Otherwise skip to next step.
t. The install takes approximately 15 seconds and then displays a success message. Click OK once the success message displays.
Step 4: Verify Smart View Installed Properly in Excel
a. Open Excel, click File at the top left corner of Excel, towards the bottom, select Options.
b. In Excel Options, click Add-ins in the left column.
c. Verify that two Oracle Smart View Add-ins for Office, the Excel Add-in and the COM Add-in, are listed under the Active Application Add-ins section.
d. Close Excel and reopen.
i. If the two Smart View Add-ins are not listed, at the bottom of the screen at the Manage area.
ii. Change Excel Add-Ins to Disabled Items and click Go.
iii. In new dialog box, select Oracle Smart View for Office, click Enable, then restart Excel, the two Add-ins should now be visible.
e. After installation is complete establish connection with an EPBCS database. Please refer to KB0033253: How to Establish a Connection Between Smart View and EPBCS for instructions.