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Dashboard help! Data from columns showing in the correct boxes on dashboard

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    Dashboard help! Data from columns showing in the correct boxes on dashboard

    Good morning all

    I have created a dashboard which will be printed every week and using Excel using the data refresh the data in tab 2 will update

    The spreadsheet has two tabs the first tab the dashboard, which I call the wall and the second the data.

    The data is really simple and don't need to do anything complicated with it just need it to pull through into the right boxes and that's where I need the help.

    For example in the data tab for Monique (Primary Owner, column D) I need the Definition, Aspiration and cost cell information from the row pulled through into the right location which is determined by the spin cycle stage (column B in data tab) on the wall

    In this instance Monique is in stage Build so I need the information from the Definition, Aspiration and costs to pull though to the first tab the wall and appear in the Build area of boxes, and not the others.

    I assume an index match would work for this?

    However, at some point the data tab will refresh once the data refresh is pressed and Monique will move from Build to Implemented so will need that information from Definition, Aspiration and costs to move down into the boxes in the Implemented area.

    Hopefully this makes sense.

    For now I just want to get that mechanism to work before looking and with more rows making other 3 work and see if this is possible.

    I'm pretty sure it is with the right formulas but this is where I need help.

    Hopefully, fingers crossed someone here can

    Thanks

    Matt
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    So I have made an update to this.

    The data the wall tab is looking at now a filtered data source so it will only pull through 1 category (column A in data tab in this instance IT Risks.

    I have called the wall IT Risks in tab one and managed to pull through all the information from the data into the wall.

    However the data is pulling through into 'all' boxes but as you can see the Definition, Aspiration & Costs its just the data repeated.

    Is there a way I can have it that based on the Spin cycle column in the data column B the wall will only show the information in that area. Basically hides the others from showing?

    I have highlighted in yellow the areas the text should appear in and the other boxes should just remain white.

    When the data changes in column B in the data tab for example to another stage the current stage showing in the wall should go white then it appear in the other area in the wall.

    Can anyone help?

    Hopefully this refinement should make it easier to work out.

    Thanks

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Thou shalt not use merged cells for they are bad news. The only place you should use merged cells is for titles like in column B. Don't use them in column headers or any cells in which there will be formulas or cells that formulas reference. Sometimes they may work, but in general they cause a lot of problems. So if you want something "3 columns wide," make the cell three times wider. The same goes for row height.

    I redid the matrix so each "cell" is a real cell.

    Here is the magic formula each cell has a slight variation depending on the spin cycle and what column you are looking up.

    Here is a typical formula:
    =IF(ISNUMBER(MATCH(D$6,IF(Table_owssvr[Spin Cycle Stage]="Identified",Table_owssvr[Primary Owner],FALSE),0))=TRUE,INDEX(Table_owssvr,MATCH(D$6,Table_owssvr[Primary Owner],0),3),"")

    This is an array formula so confirm it with CTRL-SHIFT-ENTER.

    Let's tear it apart.
    MATCH(D$6,IF(Table_owssvr[Spin Cycle Stage]="Identified",Table_owssvr[Primary Owner],FALSE),0)

    this is really a simple match formula. It states find the row on whivh the owner's name is found, but only look at rows where the spin cycle stage is "Identified." The if statement to select the range in this part of the formula is what makes the formula an array formula.

    Match returns the number of the matching row if a match is found otherwise #N/A. So wrapping in in ISNUMBER returns True for a match and False if not found.

    If it is found, then do this: INDEX(Table_owssvr,MATCH(D$6,Table_owssvr[Primary Owner],0),3),
    Find the row with the owner and return the 3rd column (Definition).

    I did a little bit of testing and managed to move the results up and down depending on the spin cycle selected. I also added data validation for this item in the table since spelling is critical to the formulas.
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Awesome this works exactly how I wanted it to, thanks dflak

    That formula really is magic and this is so cool as I can hit data refresh and the latest information pulls through and the dashboard changes so I just need to print and stick on the wall once a week - this is so cool

    Hopefully the data validation wont be needed as most of the selection's apart from Definition, aspiration and costs are drop down selections in SharePoint. Where possible I have let users select information because as you said spelling errors will break it haha

    Just one more thing and I don't know if this is possible, but is there a way to do a conditional format which makes the boxes light up (go in colour like the yellow) if information is showing in that box?

    That would just be a little cool effect to draw attention to those boxes in the stage it is in.

    Many thanks - wooooo

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Just check to see if the length of the text in the cell is greater than zero.
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    I would never of thought of =LEN(D17)>0 in conditional format.

    So is this basically saying if the length of the box is greater than nothing add the colour.

    Regards

    Matt

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Oh no!

    I hit data refresh that pulled down the latest information from SharePoint which added changes and more rows to the data tab and then everything stopped working

    The middle name fields stop worked, and the information is not longer pulling into the squares.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    If the data is going to be variable, we might have to do this in VB. I'm only about 8 hours behind today, so I'll look at it tomorrow.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hi dflak

    Indeed it will be, the data tab (owssvr) is an extract from SharePoint which I will hide this tab when all working so no one can see.

    Once data refresh is selected the data tab will change depending on what the user has input into SharePoint.

    There will always only be 5 rows in the data so the dashboard will only ever have 5 IT Risks in it as an example.

    Once working of course I will then need to do add extra tabs each with is own data tab like the IT Risks.

    Once the IT Risks one works my plan was to learn, understand and use this new knowledge to replicate with the other tabs myself

    I really hope this makes sense

    Many thanks

    *Also just to note your help on this so far is really appreciated and loving learning along the way
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    I've had a chance to look at this, and need clarification on what the issue is. It should not matter how many rows there are, the table should take care of them. As long as the columns and the column names don't change, then you should be OK.

    So, make sure all the data is in the table, click anywhere in the table. This should make the Table Tools ribbon visible then click on design. On the far left is the table name and under that is a link to Resize Table. Click on this link and it shows the range of cells Excel thinks is in the table. It also puts a marquee around the range. If the table doesn't include everything you want, you can do a manual update as a one-time fix. Then check the process by which you add data to the table. If the rows are deleted properly (select rows and then Delete -> Table Rows) and you copy the new data into cell A2, then all the new data should become part of the table automatically. This is the default action. If this is not happening then there is a setting somewhere (I'd have to look around) that got reset to keep data from being automatically incorporated.

    As for the "middle named fields stop working check the Spin Cycle Stage names. Compare them to the formulas in the cells. For example: Table_owssvr[Spin Cycle Stage]="Identified" make sure the table data has "Identified" (check for trailing spaces). If it does not and this is the way it's being sent down, change the formula to match the data.

    Let's get this issue resolved first.

    I noticed that the names of the owners are formulas relating to the owssvr table (E.g., =owssvr!D2) - should this be like this or should it be a "manual entry" (recommend data validation).

    Will the owners be restricted to a specific Top 5 Category? In other words will Sarah always be working only IT risks? If this is so then the existing formulas will continue to work. If not (Sarah can also work other categories), then I will have to adjust the formulas to include Top 5 Category. I can do this, but it will take some concentration to get it right .

    So far, we can still stick with formulas and not need VBA.

    One final question: can an owner have more than one project in the same category? If so, then we will need to use VBA, which might actually be easier than the formulas .

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Do you mean one person for example could be looking at 2 things out of a total of 5 in IT Risks? So they could have there name twice at the top, yes this is possible

    I was hoping for example in IT Risks that because the data that comes down is specifically IT Risks related meaning the data could easily be managed. for example the first row of data could always mean the first column in the dashboard. 5 rows only with 5 names (one person could be responsible for more than one item in the 5 under the category) but as the formula might be able to just look up that row only.

    If you have skype might be easier to talk it though maybe
    Last edited by AliGW; 04-25-2019 at 05:47 AM.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    My mind must be running on low octane today. Could you provide some data that is NOT working.

    I am doing this in my spare time at work and I don't have skype.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hi Dflak

    Basically the middle 2 owners are not pulling through on dashboard, cant work out why not.

    Also when the spin cycle column in tab 2 changes (from dropdown update from user in SharePoint) they don't pull through onto the dashboard, even though tab 2 updates.

    I think the issue here is that on tab 2 the column spin cycle stage works against a drop down you put in. So it works as long as the user changes the drop down in tab 2.

    What happens is this information is linked to a Sharepoint list so if the user makes changes on Sharepoint and presses data refresh in excel the information pulls through and changes in the spin cycle stage column as its connected. Once this data refresh has happened the dashboard clears in tab 1 and does not up date.

    Think it is a case of getting the dashboard to update against the information in the spin cycle stage column and not by clicking from the drop down.

    Hope that make sense. This is like 90% there hehe, just need to work this off that column I think and workout why the name of people are not pulling through on dashboard.

    Thanks Matt
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    Last edited by MattExcelLearner; 04-25-2019 at 05:55 AM.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    If you have skype might be easier to talk it though maybe
    ALL communication on this is to remain here in this thread, please. Thanks.
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Sure no worries, sorry

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    There were two things wrong with the file.

    1. Some of the cells were formatted as text.

    2. "Implemented" was spelled wrong in the formula.

    I fixed both these issues. I added a helper column on the owssvr table that does a check to see if the imported data is spelled correctly. That was not the issue this time, but it would be nice to have this check.
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Awesome that looks to work

    So I added another Wall into this spreadsheet and called it Repeat Incidents and added the supported OWSSVR tab to it but this time its called OWSSVRA so has an extra letter on the end.

    I then did the following:

    1- Relinked the Owners to the OWSSVRA so =OWSSVRA!D2 as an example to pull through the names.

    I checked that none of the cells were formatted as text, however D & J cells didn't pull through the names

    ****UPDATE**** I have solved the owners names now, I copy and pasted the cell for the second one and pasted which seemed to fix them

    2- Link the squares in the wall to the new OWSSVRA table formulas.

    It wouldn't let me update the tables to =IF(ISNUMBER(MATCH(D$6,IF(Table_owssvra[Spin Cycle Stage]="Identified",Table_owssvra[Primary Owner],FALSE),0))=TRUE,INDEX(Table_owssvra,MATCH(D$6,Table_owssvra[Primary Owner],0),3),"") as an example

    Do you have any ideas as to why it wouldn't let me? I was hoping to copy what you did to the next tab and mirror the process.

    Many thanks

    Matt
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    Last edited by MattExcelLearner; 04-29-2019 at 04:28 AM.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    When you copied Table_Owssvr to the new sheet, it got renamed to Table_Owssvr3 - Excel does that when you copy tables, it will add on an extra digit. Change the new table name from Table_Owssvr3 to Table_Ossvra and it should work. It worked for me when I tried it.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hi Dflak

    I changed the table name by clicking on table tools then design the changing the name on the left for the OWSSVRA tab.

    I then updated everything under Matthew to link to OWSSVRA

    Example
    =IF(ISNUMBER(MATCH(D$6,IF(Table_owssvra[Spin Cycle Stage]="Identified",Table_owssvra[Primary Owner],FALSE),0))=TRUE,INDEX(Table_owssvra,MATCH(D$6,Table_owssvra[Primary Owner],0),3),"")

    However it didn't pull anything information though, did I miss something?
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    There were some instances where you did not have an array formula and other instances where you did not replace every instance of owssvr with owssvra.

    If you need to make another page, duplicate the Repeat Incident sheet, then highlight all the cells with formulas. Press CTRL-H and replace owssvra with owssvrb or whatever. It should take a couple of seconds.
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hi dflak

    Sorry to be a pain, I tried the above and highlighted the cells and pressed control and H but this just pulled up find and replace without anywhere showing formulas.

    What I have done:

    1. I put in all the walls and all the associated owssvr's in the spreadsheet.
    2. Have changed the table names for the new owssvr's
    3. Tried to add the checks to the owssvr's don't think it worked, columns L & O

    I am just trying to work out how to link it which is confusing me

    This is now the fully populated spreadsheet but walls not linked attached.

    There is probably just a small step i'm missing to get this working.

    Cheers
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    Last edited by MattExcelLearner; 05-01-2019 at 04:40 AM.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    You have to type in what you want to find and replace manually.

    Highlight the range D12:J44. Press CTRL-H. Fill in the dialog box as shown. Click on Replace all. You should get the message that there were 195 replacements.
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Unfortunately this didn't work for me, and I think mucked other things up. OOP's sorry

    It said 195 replaced, however looking at the cells the 3rd table part in formula for example in F12 as an example doesn't update.

    All tabs pretty much had this error

    =IF(ISNUMBER(MATCH(F$6,IF(Table_owssvrb[Spin Cycle Stage]="Identified",Table_owssvrb[Primary Owner],FALSE),0))=TRUE,INDEX(Table_owssvr,MATCH(F$6,Table_owssvrb[Primary Owner],0),3),"")

    So unfortunately the wall still doesn't work, its a real shame as so so so so close

    I also noticed on the 4 different wall tabs that the formula for D19, D21, D23 were matching to the word DEFINED and not DEFINE. I went to change this on all the walls and noticed this broke all those formulas the {} seemed to vanish from the formula

    I found this for H26 that the match was looking for BUID and not BUILD so made those changes to and the same thing happened as above the {} vanished from the formula which I think could be breaking it all.

    I have attached version 1.5, hopefully your far superior Excel knowledge could fix.

    Regards

    Matt
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    To make the {} "unvanish, select the formula bar and confirm it with CTRL-SHIFT-ENTER. These are array formulas.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Morning, so I think we are just about getting there now.

    I have done all the above and checked the formulas individually for the squares in the dashboard.

    So it all seems to be working apart from:

    1. Repeat requests dashboard column D - The name doesn't seem to pull through so the board wont light up for Implemented area

    2. Operational Disciplines - Column D - The name pulls through, however the board doesn't light up in the Define squares.


    I think those 2 columns are the only 2 that need to be fixed then all is working

    Would you know why those to columns are not performing as they should?

    Cheers

    Matt
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    I believe I have solved all issues now.

    To fix the above I did CTRL + F in the owner name and replaced = with = which fixed the name coming in

    To ensure the dashboard worked I did CTRL + SHFT + ETR together which seemed to make it all work and information pull through.


    I only have one remaining question as it all works.

    I noticed that on a dashboard tab if a name was repeated or used more than once in an owner box, it would bring both information into the dashboard so a column could have 6 boxes light up instead of 3 as it recognizes the name.

    Cheers

    Matt
    Last edited by MattExcelLearner; 05-13-2019 at 04:11 AM. Reason: SOLVED

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hi dflak

    Seem to have one issue popping up which is if the owner is used more than once the information pulled through from the owssvra goes wrong as you can see in the defined area the information is repeated.

    Is there a way to fix.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Try the following array entered formula as modeled for 'Definition':
    Formula: copy to clipboard
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Oh wow, awesome thanks

    Learning loads here, cheer JeteMc

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    You're Welcome and thank you for the feedback. Please take a moment to mark the thread as 'Solved' using the thread tools menu above your first post. I hope that you have a blessed day.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hi JeteMc

    I tried to apply this the all the squares in the dashboard but could only get define to work.

    When I tried aspiration the formula just changed to blank, the code I used was:

    =IF(ISNUMBER(MATCH(H$6,IF(Table_owssvra[Spin Cycle Stage]="Aspiration",Table_owssvra[Primary Owner],FALSE),0)),INDEX(Table_owssvra,AGGREGATE(15,6,(ROW(Table_owssvra[[Spin Cycle Stage]:[Spin Cycle Stage]])-ROW(Table_owssvra[[#Headers],[Spin Cycle Stage]]))/(Table_owssvra[[Primary Owner]:[Primary Owner]]=H6)/(Table_owssvra[[Title]:[Title]]=H9),1),3),"")}

    I changed the cycle stage to aspiration hoping this would work but no luck

    I was then going to do the same for Costs then apply same formula to columns D,E and J which would permanently fix the owner duplication of name issue

    Thanks

    Matt

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    It is easier to troubleshoot a formula if we can see a sample file that demonstrates the issue. That said you may want to make sure that there are no extra leading/following spaces when the word aspiration is placed in the Spin Cycle Stage column.
    Also, I should have used a mixed reference to H6 and H9 so as to lock the row i.e. ...(Table_owssvra[[Primary Owner]:[Primary Owner]]=H$6)/(Table_owssvra[[Title]:[Title]]=H$9),1),3),"")
    Let us know if you have any questions.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    I had misread the Table_owssvra table. This regular formula works provided that in row 22, cost is changed to costing:
    Formula: copy to clipboard
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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    Hehe, I will give this a try.

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    All works nicely now

    SOLVED... wwwwwooooo

    Thanks all

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    Re: Dashboard help! Data from columns showing in the correct boxes on dashboard

    You're Welcome and thank you for the feedback. To mark the thread as 'Solved' use the thread tools menu above the first post on this page. I hope that you have a blessed day.

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