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Creating a roster that counts occurrences of names in raw data

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    Creating a roster that counts occurrences of names in raw data

    Hello! I'm new to the forums here, so hopefully I'm in the right forum. Firstly, thanks very much for taking the time to read this! I have a roster of employees and I'm trying to track how many occurrences of each individual name occurs in a raw data dump, and check those figures against a master roster. I'll use an example:

    I have five employees that are salesmen at a TV store. Every morning I pull a raw data report that gives me the breakdown of all cumulative sales done since the beginning of the month. One employee has sold three TVs, and the other four haven't sold any TVs.

    Now, since four of the employees haven't sold any TVs, their names will not show up in my morning raw data report. What I would like is a final report with all five employee names on it, that checks the raw data report to see if any of the employees' names are appearing in the raw data. So, for example, my table would say:

    Employee 1: 3
    Employee 2: 0
    Employee 3: 0
    Employee 4: 0
    Employee 5: 0


    I hope I'm being clear enough. My actual report that I'm trying to create would have to account for hundreds of employees, and potentially thousands of occurrences. Up until this point, I've been doing this manually. But Excel is such an extemely versatile program, I have to believe that there is an easier way to be doing this.

    Thanks again for taking the time to read this. If any points need clarification, please let me know. I'm grateful for your help!

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    Re: Creating a roster that counts occurrences of names in raw data

    Assuming your sample list is in A2:A6
    and the raw data is on Sheet2, Rows 1 through 500...Col_A: Employee, Col_B: Sales total

    this formula, copied down, returns the sales total for each referenced employee
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    Is that something you can work with?
    Ron
    Former Microsoft MVP - Excel (2006 - 2015)
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    Re: Creating a roster that counts occurrences of names in raw data

    Thanks for the reply, Ron! More accurately what I'm looking for is to see how many occurrences of each name appears in Col_A: Employee, and compare that against my master roster. Say that I have 300 employees and each employee has to sell 5 TVs. Now, if I pull my raw data report mid-month, any employees who have yet to sell a TV will not be on my report.

    So, let's say John Doe works for me, and he hasn't sold any TVs. If I only look at my raw data, I don't see John Doe's name. But I do see his name on my roster report. So what I'm trying to create is a roster report that will show me a zero next to John Doe's name, as his name does not appear in the raw data.

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    Re: Creating a roster that counts occurrences of names in raw data

    I have a different take on this problem. If an employee isn't on the Raw Data, find the missing employees and put a 0 beside them.

    Oops.....forgot something.
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    Last edited by newdoverman; 11-28-2014 at 07:11 PM.
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    Re: Creating a roster that counts occurrences of names in raw data

    Right, and I could do that. The problem is that I have 350 employees and thousands of TVs being sold each month. So I have to look at the raw data for how many TVs John Doe sold and put that number next to his name on the master roster report. This becomes time consuming, and susceptible to human error. I'd love to find a way to phase out the manual aspect of the task.

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    Re: Creating a roster that counts occurrences of names in raw data

    Thanks for your help everyone, but I've solved the issue. I was looking for =COUNTIF('RawData'!C:C,A2) where the C column is the employee name, and A2 would be the employee's name on the master roster.

    I would ask one further question, though. Is there a way to have this formula go down the entire column, and on each row have it pull the same row value but from the A column?

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    Re: Creating a roster that counts occurrences of names in raw data

    I think that a representative Excel worksheet will be necessary to try and solve your problem. If you are working with dated sales (weekly, monthly, quarterly, yearly etc) then the solution will be more complicated than a simple countif. There are quite a few different scenarios that cold be in play here like filtering, Pivot Tables, date range totals against each employee etc.

    Attach a sample workbook. Make sure there is just enough data to demonstrate your need. Include a BEFORE sheet and an AFTER sheet in the workbook if needed to show the process you're trying to complete or automate. Make sure your desired results are shown, mock them up manually if necessary.

    Remember to desensitize the data.

    Click on GO ADVANCED and use the paperclip icon to open the upload window.

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