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Pulling data based on two data validation choices

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    Pulling data based on two data validation choices

    I am new to the forum and have been looking at prior postings and do not see anything posted for my current situation.

    EMPLOYEE DATA SAMPLE.xls I am creating an employee data sheet for new hires (members of multiple unions) to have all information readily available to them and for us to easily enter the necessary data to an Oracle database. However, to get the proper information, the data will based on the outcomes of two data validation drop down lists 'EMPLOYEE DATA!' cells A13 and D13. There are multiple sheets to the Excel file and similar information on each sheet, with different data for union contributions and deductions. I would like for the data based on these two criteria to be pulled from the other sheets onto this one 'summary' sheet. Information is based on the union number and the 'job name'. Some unions have five or six deductions/contributions and others have 11-13...just depends.

    Based on the current selections in A13 and D13 on 'EMPLOYEE DATA!', I would like for the data from the corresponding sheet to appear on lines A19 (contribution and benefit names that appear in sheets in the A column and the $ currency numbers based on the data from the columns matching the data selected in D13 to be compiled under B19.

    Any help would be greatly appreciated and if more information is needed to figure this out, please ask. I am attaching a sample, dummy data for you to review and see what information is needed and from where the data is coming from.

    Thanks,
    Jennifer

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    Re: Pulling data based on two data validation choices

    looking at your file, is UA Local 4 (sheet name) the same as LOCAL_004 (value in A13)?
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    Re: Pulling data based on two data validation choices

    Yes, that is correct!

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    Re: Pulling data based on two data validation choices

    ok i will see what i can come up with. but for started it will simply things if names in your drop-down matched exactly your sheet names. if you have no objection, i will change the drop-down names to match the sheet names

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    Re: Pulling data based on two data validation choices

    Whatever makes it simple, go for it. All I care about is the end results. Thank you!

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    Re: Pulling data based on two data validation choices

    FDibbins...any luck on getting anywhere with this?

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    Re: Pulling data based on two data validation choices

    is there a specific need to have all of the tables seperated the way you have them? eg "Journeymen" etc in 1 table, below it "1st period" in a table below it etc. my reason for asking is that if all of the categories were in 1 table, i could create a very simple index/match function that would find the position you wanted, and use an indirect() function to find it onthe sheet you wanted

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    Thumbs up Re: Pulling data based on two data validation choices

    I had it in two tables per sheet for printing purposes only. However, if each sheet had one table each, that would be fine. Sounds like a plan! Do you want me to do anything to make each sheet have one table each sheet? Thanks, Jennifer

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    Re: Pulling data based on two data validation choices

    that would be great, im sure you know better than me which should do where. also, i noticed that there is a 2nd table to the right of the 1st set of tables. do they have anything to do with the data we will be extracting?

    I have another question for you too. On your summary sheet, you are looking for value for "Contributions and Benefits". is that the value in the "TOTAL WAGE / BENEFIT PACKAGE" cells in each of your sheets?

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    Re: Pulling data based on two data validation choices

    Please find the updated tables in the attached spreadsheet (REVISED). I am also attaching a PDF file of what I need the data to look like once the data is pulled from the proper workbook to the front EMPLOYEE DATA sheet.

    Based on the criteria of Union: (A14) and Position: (A16), the BASE RATE showing on the workbook should appear in B19 and then the contribution/benefit names should appear in A23-A38, depending upon the number of contributions and benefits that the criteria should show. The dollar amounts of each of the contributions/benefits should then appear in positions C23-C38.

    Let me know if need further explanation.

    Thanks,
    Jennifer

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    Re: Pulling data based on two data validation choices

    whew, i think i have what you want (at last). when i was testing it, i noticed that some of your "contrib/benifit" headings are not always the same from 1 sheet to another.

    eg your emplyee_data sheet has a category on "Apprenticeship Fund (JACT)", but LOCAL 100 has "Apprentice Training" if these are not the same, maybe consider adding all possibe categories to your E_D sheet, or changing category names to be consistant through-out. you know them better than i do, so i will leave that up to you

    let me know if we got it right this time?
    Attached Files Attached Files

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    Re: Pulling data based on two data validation choices

    OK, getting closer!

    The Base Rate looks good when selecting the UNION and POSITION.

    The problem I see is that each union has specific contribution/benefits unique to them...I need those names to come from the worksheet and be pasted under the Contributions and Benefits heading. There should be no constant in these fields. For example, if a selection for UA Local 100 and Foreman is made, then the lines below the heading should appear as:

    Health / Welfare Fund 1.15
    National Pension Fund 1.40
    Apprentice Training 0.45
    International Training Fund 0.10
    Industry Fund 0.07
    PAC Fund 0.05
    SW Org MR Fund 0.10
    Educational Fund 0.26
    Market Recovery Fund (per hr) 0.25
    General Fund (Prov.Appr. ONLY) -
    Apprentice Fund (FLAT WKLY AMT for Prov. & Indent. Appr. ONLY) -

    But, for another union, those specific items would be showing, not the above. There is also no way to make generic titles, as each union has their own names for those items. How hard would this be to make it do this?

    Sorry if I did not communicate clearly...should not have had any constant data in the E_D sheet under the Contributions and Benefits heading.

    What else do you need from me to make it easier to know what is needed?

    Thanks!
    Jennifer

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    Re: Pulling data based on two data validation choices

    ok, i think i have what you want this time (dont tell any1, but this was a very enjoyable post to solve)

    see the attached
    Attached Files Attached Files

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    Re: Pulling data based on two data validation choices

    Just a few items....in the union worksheets...I have highlighted the values that need to come over. The contributions (portion employer pays) are seperate in the spreadsheet from the benefits (portion employee pays). All of these values need to be pulled over to the E_D sheet.

    On Local 7 & SMW 67, no POSITIONS can be selected currently...not sure why.

    Local 100 is showing no BASE RATE for any of the apprentices...The positions above the apprentices do pull their base rates properly.

    IBEW 236 shows BASE RATE for the first top three POSITIONS...the rest show N/A.

    Should I copy code or add code in order for these other rates to show?

    Getting even closer to a completed project!

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    Re: Pulling data based on two data validation choices

    checking your page and range names, they are not all consistant. for example, you have UA Local 7 in your list page, but UA Local 007 in your sheet name. likewise for SMW 67. these names MUST all be the same, or it wont work.

    Also, replace the "-" in SMW Local 67-Austin with a space

    for IBEW 36, remove the alt enter that you used to start a new row, just add a space instead. do this for all other enties on any other sheets, the function is not set up to look for "2" different rows

    i looked at your union sheets, and could not see any high-lighting?

    make the changes i have suggested, and let me know how you make out

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    Re: Pulling data based on two data validation choices

    FDibbins, sorry for not getting back with you sooner...had other issues I was dealing with.

    Back to the spreadsheet, I have actually updated the spreadsheet with actual information and ALL of the unions and rates, etc. that we work with. I have renamed everything to match each other (ie...IBEW_236) over the entire worksheets. Since these changes, all of the unions in A14 and positions in A16 are appearing as they all should! And, most appear to be working correctly. IBEW_236 is not pulling the base rate for positions beginning with N4 on it's worksheet...more columns used than normal, I am assuming that would be the issue. (342 will be the only union that is not going to be used at this time...so nothing has really been done with it.)

    The other issue that I still see is that the contributions and benefits are not all coming over from union to union. I have highlighted in green on each of the individual union sheets of what rows need to come over to the E_D sheet based on the Union and Positions selected. There are three to fourteen or fifteen deduction/contribution lines that should be coming over based on the union the employee is a part of. Can you please help with this? I have tried several things after reviewing the functions you had written and I cannot figure out what is wrong. Let me know if you have other questions after looking at the revised attachment! I should be able to focus on this and get it completed ASAP.

    Thanks for your help,
    Jennifer

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    Re: Pulling data based on two data validation choices

    Hi Jen and welcome back. I had all-but forgotten about this 1, but I will climb back in and see if i can remember what we were doing and where we were

    edit: ok yes, the "more columns" is the issue there, the current range only goes over to column O, that table goes to V. I am reluctant at this stage to just adjust the ranges (it's simple enough), because looking through some of the other sheets, your 2nd set of tables (the "burn rates")are also within the "V" range.

    What I would suggest is that you move all the burn rates tables to a few columns past column V, then we can adjust the ranges on EMPLOYEE DATA sheet to...
    =IFERROR(INDEX(INDIRECT("'"&$A$14&"'!"&"A2:V24"),MATCH(A23,INDIRECT("'"&$A$14&"'!"&"A2:a24"),0),MATCH($A$16,INDIRECT("'"&$A$14&"'!"&"A2:v2"),0)),"")
    copied down (except for C31) - dont forget to do B19, too

    you can also remove all that stuff in D22:D38, that was just some temporary working i made

    lets get this part sorted out, and then we can move on to the next part
    Last edited by FDibbins; 01-10-2013 at 02:38 AM.

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    Re: Pulling data based on two data validation choices

    Good afternoon....all changes that were suggested have been made to the current, attached spreadsheet.

    Next:
    Here's what needs to occur....for example, based on the selection of union and position (in this case using UA_Local_773 and Journeyman), all of the rows on the worksheet for 773 need to be listed...

    Base Rate 31.43
    Annuity 2.75
    Local Pension Fund (Hours PAID) 8.90
    National Pension Fund 0.70
    Training Fund 0.75
    International Training Fund 0.10
    Health / Welfare Fund 9.75

    TOTAL WAGE / BENEFIT PACKAGE 54.38

    Working Dues 1.10
    Working Assessment 0.61
    Building Fund 0.20
    PAC Fund 0.10

    Each union has a different amount of contributions/benefits...so one may have five lines and another have 12 lines. All pertinent to each union needs to be shown on the EMPLOYEE DATA sheet, as the title in A23 and below and the rate in C23 and below.

    Please let me know how this can be accomplished!

    Thank you for your help!

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    Re: Pulling data based on two data validation choices

    I see what the problem there was. change the formula in a23 DOWN, TO THIS...
    =IFERROR(INDIRECT("'"&$A$14&"'!A"&ROW()-18),"")

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    Re: Pulling data based on two data validation choices

    Wow, that is great!

    So hopefully down to one of the last questions...to lock the EMPLOYEE DATA worksheet so that is all admin see and can only type in certain spaces, select from the dropdown lists only and then only see this one tab to work on...what is the best way to go about it?

    Thanks!

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    Re: Pulling data based on two data validation choices

    What about if we want to leave the line of the TOTAL WAGE/BENEFIT PACKAGE off of the data being pulled over...is there an easy way to do this? Or, would it be easier to re-arrange each worksheet as to the data to pull in the top 24 lines, etc?

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    Re: Pulling data based on two data validation choices

    Another question. Each worksheet of union information has an effective date for the rates shown. How can that one cells information, based on the selection made in EMPLOYEE_DATA A13 come up in EMPLOYEE_DATA C22 cell? This way, the admins completing this form will know the effective date of the rates, as well as on the data sheet for historical purposes?

    Thanks,
    Jennifer

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    Re: Pulling data based on two data validation choices

    On Union 190....this is the union that has the most contributions/benefits to be shown on EMPLOYEE_DATA. It is showing dollar amounts through line 24...how to make it show rates through line 30 on the worksheets?

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    Re: Pulling data based on two data validation choices

    for post #20, you can hide all the other sheets. for the Union sheets, click on the 1st 1, scroll to the last 1 and click on that. then right-click on a tab name and select HIDE. You can also go into...
    excel options/advanced/display options for this workbook/uncheck show sheet tabs - this will make it so that no sheet tabs are visible at all. Note however, that any=one with some basic excel skills may be able to have the sheets shown again you could, before you hide them, password protect them 1st, that way even if any-one does manage to unhide them, they cant change anything. to protect a sheet, right click on the tab, select "protect sheet", check all options and follow the instructions

    to have only the 2 drop-downs available, right click on the cell, select format/protection, uncheck LOCKED.
    then right click on the tab and select protection (see above)

    for post #21, you could re-arrange the data, but you might mess up some formulas if you are not careful, or you could just change the formulas to...
    =IFERROR(IF(INDIRECT("'"&$A$14&"'!A"&ROW()-18)="TOTAL WAGE / BENEFIT PACKAGE","",INDIRECT("'"&$A$14&"'!A"&ROW()-18)),"")

    for post #22 put this wherever you want it to be...
    =IFERROR(INDIRECT("'"&$A$14&"'!A1"),"")

    Hope this helps?

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    Re: Pulling data based on two data validation choices

    FDibbins:

    Good Friday, for any of the Contributions & Benefits that come over from the proper worksheets that say 'VOLUNTARY', is there any way for that cell to be highlighted or have the text a different color? Some unions will have voluntary items but most will not. And, it may be on any row...none in particular.

    Please let me know if this is something easy to do. If not, we'll keep it like it is.

    Thanks,
    Jennifer

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    Re: Pulling data based on two data validation choices

    Hi again Jen

    can you give me a cell ref/location of something that says voluntary please? I had a quick look but couldnt see any

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    Re: Pulling data based on two data validation choices

    Sure....

    Try: worksheet UA_Local_342_CA, cell A26

    There will be a few others as time goes by that we will add 'VOLUNTARY' to the text in the A column...we don't have all of them in our worksheets yet.

    Thanks FDibbins!

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    Re: Pulling data based on two data validation choices

    OK thanks, thats an easy 1 you can do this with conditional formatting....

    1. highlight the range you want to apply the conditional formatting to A23:A38
    2. on the home tab, styles, select CF
    3. select new rule, select use formula
    4. enter =ISNUMBER(SEARCH("voluntary",A23,1))

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    Re: Pulling data based on two data validation choices

    I am about to deploy the union employee data sheet...however, since I incorporated the date picker into Excel, I have had to change computers and now this computer will not allow me to pick a date. The only date item in Excel add-ins is the SEP Date....it works fine, except for the fact that it will not 'PRINT' the date when I print the page...it is just a lightly colored box. I must have the 'HIRE DATE' print when the document is either saved to PDF or printed.

    Is there any code I can add to create this date picker directly into the worksheet so that I don't have to worry about other users not having the proper downloaded files on their computer and possibly have them unable to use the calendar to select a date?

    I am attaching the final version to the file in case you can easily enter the date into A2, EMPLOYEE DATA worksheet. You can delete what is already there, if you so desire.

    Please let me know...once this is complete, I will close out this thread!

    Thanks...I appreciate all of your help!
    Jennifer

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    Re: Pulling data based on two data validation choices

    Hi again Jen. I am out of time right now, I will take a look at this when I get home

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    Re: Pulling data based on two data validation choices

    Hi Jen

    Looking at your latest file, it seems that you have a "object" over A2? I am unable to select/grab it at all, I see you have been doing some hiding and protecting and stuff, do you have any idea what that might be?

    Also, where are you getting the HIRE DATE from? is it something you are manually entering, or is it referenced?

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    Re: Pulling data based on two data validation choices

    There was a calendar that i had added but no longer seems to work. You can delete it and start fresh. As for the hire date, that will be filled in manually from the admins. I would like a calendar for them to look at...Makes it easier to select the proper date because we get hires in every day of the week. And it would be best if the calendar was a part of the workbook so that if they have another version of Windows or Excel, they can use the calendar still.

    The calendar, when it quit working will no longer let me see the date on the printed version of the form. I must have the date visible when the form is printed.

    Let me know if you have any other questions. I will send the password to you via private message.

    Thanks!

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    Re: Pulling data based on two data validation choices

    The file doesnt ask for a P/W when you open it, and I can select other objects on the sheet, like your logo. I just cant even click on where you had the calendar.

    Im going to put this to some of the other experts and see if they have any ideas

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    Re: Pulling data based on two data validation choices

    Not sure whats going on with the object itself, but if you go into VBA,View->Objects, you can select it and manipulate it...still looking for the code related to it though...maybe still on old computer/hard drive?
    As in was part of custom user functions and did not get transferred when workbook did??

    Just a suggestion, really not sure whats going on with it, only way I could even get Excel to let me select it was VBA View Objects
    A picture may be worth a thousand words, BUT, a sample Workbook is worth a thousand screenshots!
    -Add a File - click advanced (next to quick post), scroll to manage attachments, click, select add files, click select files, select file, click upload, when file shows up at bottom left, click done (bottom right), click submit
    -To mark thread Solved- go top of thread,click Thread Tools,click Mark as Solved
    If you received helpful response, please remember to hit the * of that post

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    Re: Pulling data based on two data validation choices

    Thanks for the help dred

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    Re: Pulling data based on two data validation choices

    Wish I could have offered more help, but the view code on the object just brings up a lot of "empty" subs, the one "non-empty" sub looks like it requires a specific sheet in the workbook...then I get lost

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    Re: Pulling data based on two data validation choices

    FDibbins:

    OK, I have it on another computer and deleted the 'object' that was located in cell A2. This was the calendar I had added previously but no longer works. Hopefully you can add a calendar internally in the workbook now and all will be completed.

    See the updated workbook.

    Thanks!
    Jennifer

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    Re: Pulling data based on two data validation choices

    I think you may have mis-understood what I was trying to say...your code and object probably work just fine on your old computer, THE problem is, the Object, got transferred, but the code associated with it...seems to have gone AWOL, (ie- did NOT get transferred) on your new machine...I would not like to be the one to try to reduplicate the possible answers to that code, especially as I do not KNOW how it would affect your answers...Sorry if I was a bit vague about it in the previous answer

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    Re: Pulling data based on two data validation choices

    Dredwolf...is there a possibility of adding a calendar (starting over) that will work even when moving between computers and possible different versions? I deleted the object to allow a new start to getting a calendar working.

    I understand when you said that the object may work on an old computer...however after Fdibbins told me about the object, it would not even work on the computer I had worked with it on. That is when I decided that I need to start over.

    Let me know if you have any more ideas about a calendar that can be enabled in the actual workbook and not dependent on installed items on computers spread out throughout jobsites across the U.S.

    Any help is greatly appreciated.
    Jennifer

  40. #40
    Administrator FDibbins's Avatar
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    Re: Pulling data based on two data validation choices

    My VBA is very poor, perhaps dred can put something together to give you a calendar in the workbook?

  41. #41
    Forum Expert dredwolf's Avatar
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    Re: Pulling data based on two data validation choices

    I'm not that great at VBA myself, I can spot some glaring errors...missing code, etc.. only because I was a programmer at one time... however, one thing I cantell you from the start, if the code and object are not part of the workbook itself, then the likelyhood of losing one or the other, or both, is very large if you are not doing a complete transfer of your excel files...using the myfunc directory/file is great, but if you need the functions/macros/subs/ to be independent, they SHOULD be in the workbook they are needed in...other than that, you need someone GOOD at VBA, which, unfortunately, is not me

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    Administrator FDibbins's Avatar
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    Re: Pulling data based on two data validation choices

    I was looking at another thread...
    http://www.excelforum.com/excel-gene...ng-a-cell.html
    maybe this can help you...
    http://www.rondebruin.nl/calendar.htm

    (Thanks to Martin Wilson)

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