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Auto Populating Chart

  1. #1
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    Auto Populating Chart

    I don't even know how to properly explain what I need but here it goes...

    I am trying to create a chart where the arrangement of names will change depending on the percentage points each person has. I understand this will probably need a VBA but I suck at writing those.

    So on the example I provided, sheet 1 will be the chart and sheet 2 is where I will update the data on a weekly basis. If the percentage points fall between 100%-90%, then the person will be on a “gold card”. If the percentage points fall between 89%-70%, then the person will be on “Blue Card”. If the percentage points fall between 69%-0%, then the person will be on “White Card”.

    What I'm trying to accomplish is to "dummy proof" the document so people can just update the data and print the sheet without having to add or delete rows. You see if there were 3 people on Gold Card last week and 5 people on Gold card this week - then there will be a lot of adding and deleting of rows.

    I hope this makes sense.
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    Forum Expert dflak's Avatar
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    Re: Auto Populating Chart

    You don't need VB, but you do need to revise the data.

    Sheet2 shows "normalized" data in the table. To make a table, simply click in the data range, select the home tab and format as a table. Tables have the advantage that they know how big they are, so when you add or delete rows, formulas based on them automatically reference exactly the right amount of data. Also formulas written against tables use header names which makes them easier to understand.

    I populated the percentages with random numbers for the purposes of testing. I don't know how you are populating this data.

    I made another table called Table_Card to assign percentages to card colors. I used this to figure out what color card to assign on the main table. The helper column E (Card) has the formula: =VLOOKUP([@Percentage],Table_Card,2,TRUE),

    You can see how using tables make the formula easier to read. You are probably used to seeing the VLOOKUP formula with the FALSE option which means give me an exact match or give me #N/A. The True option works when the data you are looking up on is sorted lowest to highest. The way it works is if an exact match is found it will take it. Otherwise it "falls back" the then next lowest level. So 91% falls back to 90% (Gold), 90% is an exact match (Gold) and 89% falls back to 70% (Blue). The TRUE option is a good way to put things into "Buckets" or "Grades" without having to write complex IF statements.

    Then I created a pivot table using the main table as the source. I have Card as the Filter, Name and Rank as the Rows and Percentage as the Values. I made it tabular with no sum and no subtotals. Then I copied it twice and set the three filters to Gold, Blue and White.

    Now you can enter data as you wish in to the table. You can even erase all the rows (select them, right click and select Delete -> Table Row) and fill in with new data. The table also "remembers" the formulas.

    When you change data, you will have to refresh the have to refresh the pivot table. Since each pivot table is based on the same data set, refreshing one refreshes them all.
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    One spreadsheet to rule them all. One spreadsheet to find them. One spreadsheet to bring them all and at corporate, bind them.

    A picture is worth a thousand words, but a sample spreadsheet is more likely to be worked on.

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