This is a guest post by Myles Arnott from Clarity Consultancy Services – UK.
- Part 1: Introduction & overview
- Part 2: Dynamic Charts in the Dashboard
- Part 3: VBA behind the Dynamic Dashboard a simple example
- Part 4: Pulling it all together
In this the final post we are going to pull it all together to create our final Dynamic Dashboard model.
The dynamic dashboard VBA example can be downloaded here [Mirror]
Firstly a quick recap of what we have covered so far:
- How to structure a workbook with user friendly front page and user notes
- Using a structured inputs or driver page
- How to create a range of dynamic charts
- Some simple VBA to move items around a page based on the user’s parameters
Ok, so lets get to work to combine all of the above into a workable model. There is a lot to cover here so as Chandoo often says, may be time to grab a coffee!
First things first you need to bring all of the charts that you want to have in your dashboard into the spreadsheet and label up the tabs accordingly.
Homepage
I find that for a model that has multiple tabs a homepage allows any user to easily understand the contents and easily navigate to the page they are interested in.
Obviously you can make the homepage look entirely how you want. I use this design as my standard layout with a relevant title, business logo and contents structured to suit the model.
I use the free form shape to draw my boxes. This can be a bit fiddly to achieve but I think that the end result is worth the effort.
Links are achieved by inserting hyperlinks. I choose to reformat these to change the color and remove the underlining. [related: create a table of contents sheet in excel]
The help sheet is courtesy of John Walkenbach. Of all of the possible user note solutions I have encountered this to me offers the simplest and most user friendly approach. I use this in all the models that I develop for clients.
Now on to the central point of the model: The Dynamic Dashboard
There are three key parts to the dashboard, the driver area, the report area and the chart location matrix.
Driver area
This is the user interface which allows the user to hide, view or position a particular chart.
Each title is hyperlinked to the page containing the chart in question. Each location cell is a named range with data validation to control the inputs. I have also added an input message via the data validation function.
The named range relates to the chart eg: Chart one is CH_1, chart 2 is CH_2 etc.
The validation list is based on a named range Position_Range (in the Inputs tab)
The input message is defined in the Input message tab within the validation function menu.
Report area
This is your dashboard, the area to contain your charts. It is simply an area defined and formatted to be the container for the dashboard charts that the user chooses.
The Chart Location Matrix
The entries for this matrix are made in the inputs tab and pull through to the dynamic dashboard tab. Each cell of the matrix in the dynamic dashboard tab is a named range. These named ranges are referenced in the VBA. I will discuss this later in the post.
This matrix defines where each chart will be placed. Getting these positioning references correct takes a little bit of trial and error but is pretty simple to achieve.
Now onto the images themselves. The images that the model moves around are pictures of the charts in each tab. This is achieved using the camera tool. Chandoo has written an excellent post on the camera tool so I will not repeat that here.
I have then renamed the images by selecting the image and changing the name in the name box.
As you can see the chart below is called Chart4. You will also notice that in the formula bar it refers to =’CH4′!$B$2:$F$17. This is the image that it has taken from the CH4 tab.
The final step is to add a hyperlink back to the chart page so that the user can navigate to the relevant page by clicking on the image.
So now we have a structured model, images of our charts and everything in place to put in the VBA.
The VBA
The basics for the VBA were covered in part 3 – VBA behind the Dynamic Dashboard a simple example.
Location
Unlike in part 3, as we would like to avoid clicking on a button every time we want to update the layout, the VBA is located in the Dynamic Dashboard sheet itself rather than in a module.
The event target
It important to restrict the event function to specific cells. This stops the macro running completely every time any cell is changed in the sheet. In this case I have restricted it to the cells where the user chooses the chart’s position.
Variables
We need to define the variable in the VBA so that Excel knows where to put the images we have moved.
To do this we firstly define the variables and then link them to the named ranges in the chart location matrix.
To manage the loop code I have also used “I” as the current iteration and “ix” as the last desired iteration.
Moving the charts
This is based on the VBA used in part three of the post.
Loop
To avoid having to rewrite the code for each chart we instead use a loop that continues to loop as long as the current iteration “I” is less than the last desired iteration “ix”. I.e. loop for the eight charts and then stop.
The variable “I” is also passed to the position part of the VBA to select the relevant image to move:
ActiveSheet.Shapes(“chart” & i).Select
Ok So here is the full code:
Dim Topleft_T As Integer
Dim Topleft_L As Integer
Dim MiddleLeft_T As Integer
Dim MiddleLeft_L As Integer
Dim BottomLeft_T As Integer
Dim BottomLeft_L As Integer
Dim Topright_T As Integer
Dim Topright_L As Integer
Dim Middleright_T As Integer
Dim Middleright_L As Integer
Dim Bottomright_T As Integer
Dim Bottomright_L As Integer
Dim Hide_T As Integer
Dim Hide_L As Integer
Dim View_T As Integer
Dim View_L As Integer
Dim i As Integer
Dim ix As Integer
‘Define the position values (based on named ranges)
Topleft_T = Range(“Top_Left_T”).Value
Topleft_L = Range(“Top_Left_L”).Value
MiddleLeft_T = Range(“Middle_left_T”).Value
MiddleLeft_L = Range(“Middle_left_L”).Value
BottomLeft_T = Range(“Bottom_left_T”).Value
BottomLeft_L = Range(“Bottom_left_L”).Value
Topright_T = Range(“Top_right_T”).Value
Topright_L = Range(“Top_right_L”).Value
Middleright_T = Range(“Middle_right_T”).Value
Middleright_L = Range(“Middle_right_L”).Value
Bottomright_T = Range(“Bottom_right_T”).Value
Bottomright_L = Range(“Bottom_right_L”).Value
View_T = Range(“View_T”).Value
View_L = Range(“View_L”).Value
Hide_T = Range(“Hide_T”).Value
Hide_L = Range(“Hide_L”).Value
‘Set ix to be the number of charts
ix = 8
‘reset i
i = 1
”Select the shape and position it
Do While i <= ix
ActiveSheet.Shapes(“chart” & i).Select
If UCase(Range(“CH_” & i).Value) = “TOP LEFT” Then
Selection.ShapeRange.Top = Topleft_T
Selection.ShapeRange.Left = Topleft_L
ElseIf UCase(Range(“CH_” & i).Value) = “MIDDLE LEFT” Then
Selection.ShapeRange.Top = MiddleLeft_T
Selection.ShapeRange.Left = MiddleLeft_L
ElseIf UCase(Range(“CH_” & i).Value) = “BOTTOM LEFT” Then
Selection.ShapeRange.Top = BottomLeft_T
Selection.ShapeRange.Left = BottomLeft_L
ElseIf UCase(Range(“CH_” & i).Value) = “TOP RIGHT” Then
Selection.ShapeRange.Top = Topright_T
Selection.ShapeRange.Left = Topright_L
ElseIf UCase(Range(“CH_” & i).Value) = “MIDDLE RIGHT” Then
Selection.ShapeRange.Top = Middleright_T
Selection.ShapeRange.Left = Middleright_L
ElseIf UCase(Range(“CH_” & i).Value) = “BOTTOM RIGHT” Then
Selection.ShapeRange.Top = Bottomright_T
Selection.ShapeRange.Left = Bottomright_L
ElseIf UCase(Range(“CH_” & i).Value) = “VIEW” Then
Selection.ShapeRange.Top = View_T
Selection.ShapeRange.Left = View_L
ElseIf UCase(Range(“CH_” & i).Value) = “HIDE” Then
Selection.ShapeRange.Top = Hide_T
Selection.ShapeRange.Left = Hide_L
End If
i = i + 1
Loop
End If
End Sub
Closing Thoughts
We now have a model that provides pertinent summary information to aid management decision making. It combines a high level of flexibility within each report and then allows the user to choose which reports to include and where to position them. This allows an enormous amount of flexibility over the message to be communicated.
I hope you enjoyed the post and please feel free to make comments and suggestions on the model.
Finally a huge thank you for Chandoo for agreeing to host this post for me.
Download the complete dashboard
Go ahead and download the dashboard excel file. The dynamic dashboard can be downloaded here [mirror, ZIP Version]
It works on Excel 2007 and above. You need to enable macros and links to make it work.
Added by Chandoo:
Myles has taken various important concepts like Microcharts, form controls, macros, camera snapshot, formulas etc and combined all these to create a truly outstanding dashboard. I am honored to feature his ideas and implementation here on PHD. I have learned several valuable tricks while exploring his dashboard. I am sure you would too.
If you like this tutorial please say thanks to Myles.
24 Responses
I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
@John
That is one option.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
@Mathew
Your correct, There is no difference.
I thought it may have been easier to explain this method.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
@RB
I am not sure what is the issue as if I use the sample data in the post the following work fine
Count:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)), –(C7:C13=”L”))
Sum:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)),(C7:C13=”L”)*(D7:D13))
You may want to check that there are no leading or trailing spaces in your list of Apples
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
Hopefully this was a better explanation
Hello-
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
Thanks!
I am trying to sum filtered data in a column, but would want to ignore the negative values in the column. How to go about doing this?
@Akshay
Why not just add a filter to that column to only show the values greater than zero?
The negative values are required for reporting purposes, but their effect on the total is distorting the required output. Please advise.
@Akshay
I’d suggest making a post in the Chandoo.org Forums
http://forum.chandoo.org/
Attach a sample file to simplify the task
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
@Bob
As your formula b13:b200=”01.??.??” looks like you are trying to check the first day of the month of the range
What about trying Day(B13:B200)=1
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
thanks for providing this.. but why does excel keeps on prompting Circular referencing in cell D3?
@Vivek
I don’t know
I just downloaded the file and it is working fine and not showing that error
Goto the Formulas, Calculation Options Tab and check that Calculation is set to Automatic
What version of Excel and Windows are you using ?
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
=SUMPRODUCT(SUBTOTAL(3,OFFSET($C$6:$C$39500,ROW($C$6:$C$39500)-MIN(ROW($C$6:$C$39500)),,1)),- -($C$6:$C$39500=H1),($D$6:$D$39500))
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
@ Terry
Please ask the question at the Chandoo.org Forums
https://chandoo.org/forum/
Please attach a sample file to ensure a quicker more accurate answer
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
How exactly do you do sum filtered cells when two criteria are need not just one?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.