Data validation is a great way to keep your users informed about possible values in a cell and guide them to select something appropriate. As part of the spreadcheats series, in this post we will discuss 2 advanced data validation techniques that can help you when you are modeling a complex worksheet.
Problem 1: You have 2 lists of possible values and you want a way to switch between both
PS: Many thanks to Alex who proposed this idea and solution through e-mail.
You have a cell where user can enter any value from 2 lists. But you don’t want to overload the in-cell drop down list with tons of values, and rather prefer a simpler approach like this:
Solution: Use an IF() formula in validation criteria
The solution is to use an if() formula to determine which one of the two ranges should be used to validate cell contents.
- Select the cell where you want to have this type of validation
- Go to menu > data > validation
- In the criteria area, select “allow” as “list”
- In the source area, specify a formula like this:
=IF($B$7="Full List",Full-list-range,Partial-list-range)
That is all, you now have a data validation list that can change its source based on user preference.
Problem 2 : You would like to change a list’s values based on what is selected in another list
PS: Many thanks to Catherine for asking this question through email
You have a status tracking spreadsheet where each employee enters the status for each of the projects they are working on. They enter the status by first selecting the department and then selecting a project (from that department).
So how do you do this in Excel?
Solution: Use OFFSET and MATCH to determine which range to use
Remember the offset() and match() formulas we discussed in the last spreadcheats? Assuming the list of projects for each department is in a range B10:C22 with column B having the department name and column C having the project name and the list is sorted on column B, we can use offset() and match() combination along with countif (ahem!) to determine which range to use for project cell drop-down.
- For the department cell, we can use simple list validation with values as “Marketing, Ops, Sales, IT”
- For project cell, go to data validation (menu > data > validation) and specify a formula like this:
=OFFSET(C9,MATCH($B$6,$B$10:$B$22,0),0,COUNTIF(B10:B22,$B$6),1) - What is above formula doing? It is fetching a sub-range from the by finding where the first entry for the selected department is, returning x number of rows from that point, where x = no. of projects in that department.
That is all. You now have a list drop-down that changes values based on what is selected in an earlier cell.
Still having doubts?
Feel free to download this example workbook containing a tutorial on Advanced Data Validation in Excel and poke around to learn.
27 Responses to “9 Box grid for talent mapping – HR for Excel – Template & Explanation”
Great stuff! I can understand how to add a slicer to the pivot table, but how do you implement the departmental selector on the 'Filter' formula scheme?
Just saw this on your Youtube channel, and it’s areat idea...!
An easy way to overcome the "ugliness" of pivot tables and get it to look nice (in the format of the Output sheet), would be to simply build a sheet with the nice map at the top, a pivot underneath it and a slicer next to formatted map and then reference each of the 9 cells in the formatted map to the “related” cell in the Pivot.
Keep up the good work!
/Claus
Thanks Claus. That is a great idea 🙂
Hi Chandoo,
This is great! Curious how to make additional columns operate the same as the Department column (ex. have a "manager column") that would allow you to sort a 9 box by manager, area, or team in addition to department?
Feel free to email me if needed! mfry01@minnetronixmedical.com
Happy New Year
Madison Fry
I am curious about the smae thing. I would like to populate the 9 box with other views as well by adding additional columns. IE., I would like to add location, region, etc. Thank you.
This is great, thank you!
How can i see the whole data set of all the teams in the output table. Need a formula that will pick up all the employees
Hello,
Love the template. Thank you. Question - the drop down to pick a department on the Output tab does not seem to work on the downloadable template. Am I doing something incorrectly?
Thank you!
Hi Heather... Thank you. I am using Excel 365 to make the calculations. If you are using an older version of Excel, then the drop-down filter won't work.
Hi
I was able to follow your 9 box grid and modified based my needs. However, you tutorial did not show how to you create the filter for the "Pick a department. Can you kindly share how to create that filter that updated the grid. Thank you.
I am working on this project but I am struggling with the data validation for the department. I copy the worksheets data entry and output as the managers want to see different tabs for each managers.
I updated the source reference for each tab but It does not update the grid based on the new source. The list was updated but it does not populate the grid based on the performance and potential listed.
In addition the hyperlink Update Data and View Talent Map no longer works. Can you please help me.
I keep getting this error message in the pivot table:
This formula is invalid or incomplete: 'The expression is not valid or appears to be incomplete. Please review and correct the expression.
The following syntax error occurred during parsing: Invalid token, Line 1, Offset 14, ‘.
Hi, I used your 9-box excel template with excel 365. First off, thank you so very much. It is incredibly helpful!! My only question is that the boxes aren't big enough for all of the employees (specifically the middle which we call 'Core Employee'). Is there a way to make the boxes larger? Even though it is in excel, I am not able to increase row height (like I normally do in a speadsheet). Any ideas? Thanks again, Jody
Hi Chandoo,
Thanks for the great content. Re. 9 box grid, pls advise how do I increase the size of the box to accommodate more names?
Hi Chandoo,
I figured it out. Excel 365 has the format row height on the ribbon. Thank you
Merci Chandoo pour le modèle proposé,
j'ai une question et un souhait est il possible de développer davantage ce modèle en insérant la photo de chaque employé.
Hi Chandoo!
Great tutorial and tool, thank you! Your tutorial didn't include how to create additional filters on the "Output" tab. Could you please share how you did it?
Can this be done exactly in google sheets?
Hi Chandoo,
Thanks for the video it was really helpful. Is there any way to multi select the dropdown to display multiple or all departments rather than just one at once?
Hello Prish
I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is?
Many thanks
Hello Jody, I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is? Many thanks
Is there a way to change the 9 box wording descriptions, i.e. Work Horses, to our own internal langauge?
You can edit the file. The descriptions are textboxes.
Hi Chandoo, this is awesome and has worked perfectly. Due to a big organisation the 9 box grid on the output file is too small. I tried adjusting using the row/width ribbon under the format ribbon however it doesn't seem to work. Is there an easier way to adjust this?
Thanks!
When I drag the formula, it doesn't work, and the order I use with the data changes. In the beginning, the order is it is " candidates," " potential," and " performance," but when it goes to another column, it is " Potential," Performance," and "Candidates."Can you help me? Thank you very much, sending love from vietnam
Hi- I am working on the 9 grid project and I am trying to expand the box since I have over 100 names on a few of the columns. How do I do that?
Hi, Thank you this is great stuff and really useful.
As well as department as demonstrated on your clip, how can I display all candidates on the grid at once?
Many thanks in advance