Last week we learned how to create dynamic hyperlinks in Excel. Today, I want to show you something even cooler. An interactive dashboard based on hyperlinks, like this:
Isn’t it impressive?
Well, to create something like this, you don’t need a degree in advanced cryogenics. You just need a bunch of data, a chart, a one line macro code and some pixie dust (go easy on pixie dust).
5 Step Tutorial to Create Interactive Dashboard using Hyperlinks
Step1: Setup your data
It is no wonder that any good chart or dashboard exercise must begin with data setup. So, the first thing we need to do is, to set up our data.
If you observe carefully, you will realize that we just have one chart and we are changing the chart’s source data based on which option user selected.
So, assuming you have 4 series of data – sales, expenses, profits & number of customers, we will add fifth series. This will always show data for the series that user selected. Like this,
Lets call the series name in fifth column as “valSelOption“. Lets assume that we will use some sort of magic to change the series name.
Note: Using this series name, we can fetch the position of the series out of 4 with MATCH formula. Once you know the position, You can fetch corresponding values using INDEX() formula.
Step 2: Create a chart from the series 5
This is very simple. Just create a chart from the data in 5th column as above. You can format this as you want.
Step 3: Create the dashboard area
This is a bit tricky, but easy too. Just set up 4 column area (since we have 4 charts) such that you can place your chart and mouse-over cells for selection. like this,
Step 4: Create Roll-over effect
Now comes the magical part. We need a simple macro or UDF to change the series based on where user pointed the mouse.
But how to activate that UDF on mouse rollover?
This is where we can use Hyperlinks.
Do you know that you can use a UDF as source for hyperlink.
Just like we can write =HYPERLINK(“http://chandoo.org/”,”Click here”)
we can also write =HYPERLINK(myFunction(),”Click here”)
And Excel would run your function when user clicks on the link.
But, there is more to it.
Excel would also run the function, when you place your mouse on the link. No need to click!
But, seasoned VBA programmers would know that Functions are not allowed to change values in other cells or format them. Well, that restriction does not apply if you use a function from Hyperlink!!!
So, we would write a one line function – highlightSeries(seriesName as Range) and put this code in there.
Public Function highlightSeries(seriesName As Range)
Range(“valSelOption”) = seriesName.Value
End Function
This function would take the series name as a variable and assigns it to named range valSelOption. As the valSelOption changes, so does the data for our chart and then we get new chart.
Now, we just write this hyperlink formula in all the 4 cells, like this:
(Assuming the series names in B3:E3)
=IFERROR(HYPERLINK(highlightSeries(B3)),"6")
Why this formula works?
- While using a UDF inside HYPERLINK() works the trick, Excel would also throw up a #VALUE! error. To fix it, we use the IFERROR()
- The number 6 is the down-arrow symbol in webdings font
- So, change the cell’s font to webdings!
Now, drag this formula sideways to fill in all 4 cells.
Note: Word-wrap the hyperlink cells so that the link works when you hover anywhere on the cell, not just the down-arrow symbol.
Step 5: Add Conditional Formatting to highlight selected series’ name etc.
This is optional, but just as awesome. Once you add conditional formatting, the dashboard feels slick and interactive.
That is all. Your interactive dashboard is ready.
Download the Example Workbook
Click here to download the interactive dashboard workbook and play with it. Examine the technique, formulas and UDF code to see how it is weaved together.
Special Thanks to Jordan:
Many thanks to Jordan, who blogged about this technique on his OptionExplicit VBA blog. He reviewed my file and gave me few suggestions too. He made an interactive snake application using this technique. You can download that file from here.
How do you like this technique?
I like the possibilities of this technique. However, it is also a bit tricky to explain. So I will use it with caution. (Also, I am not sure if this would slow down Excel, but in my experience it did not)
What about you? Do you like this idea? Are you going to experiment with it? Please tell me how you are planning to use it thru comments.
More techniques for Dashboard Makers & Analysts
If you work with Dashboards or data analysis, then you are at the right place. We have a wealth of information, tutorials, examples & ideas for you. Please check out a few below:
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