Dynamic dropdowns are a handy way to get your users to make choices based on what they’ve previously chosen, while steering them away from making invalid choices. Today we’re going to look at one that easily handles multiple levels, and we’ll take a look at what could go wrong. Let’s see one in action, shall we?
Right, what’s on the (dropdown) menu?
Fruit, anyone?
*BING!*
Cool…check it out…as you can see from the above, the user gets prompted with “Choose…” whenever a subsequent choice must be made.
Ok, what kind of fruit should I have? Hmmm, let me see….eeny, meeny, miny, STRAWBERRIES!!!…MO!
*BING!*
Ok, so what delights does Sub Category 2 have in store for me?
Earliglow? Never heard of it. Sounds delicious…I’ll have those, please.
*BING!*
There, all done. Pretty nifty eh…users only get to see valid choices depending on what they chose last. So users simply can’t screw up! Or can they?
[Evil user, determined to prove me wrong]: Wait a minute…I just remembered that mother expects me to eat my vegetables first, before I move on to dessert. So I better change that initial selection:
*BING!*
What the…Strawberries are vegetables???
Damn…changing upstream dropdowns later on means those downstream choices can be flat out wrong! So how can we make this bulletproof?
Macros to the rescue
Yep, we’ll use some code to clear out any ‘downstream’ choices if anything ‘upstream’ changes. Let’s go back to that original strawberry fest:
Now watch what happens when our user subsequently decides they better vege out first:
*BING!*
Ahh…look at that: the code realized that all those downstream choices are no longer valid. So it deleted them, and prompted the user to choose again. There. Now that IS bulletproof.
So let’s see…hmmm…for an appetizer, I’ll have baby carrots:
And I already decided on Strawberries for pudding…
But what about my main course. Ah, yes, of course…
MEAT! Yummy. BURP!
What’s the recipe?
My approach draws on Roger Govier’s excellent sample file on the Contextures website. Be sure to check out that link to see Roger’s in-depth discussion of the formula magic behind this puppy…It’s genius.
In my Dynamic-Dependent-dropdowns-20140214, you’ll see that all the different categories used by the dropdowns are hosted in an Excel Table, that has the initial categories down the left hand side, and subsequent categories across the top:
So how do these categories get used by the data validation dropdowns? Roger’s approach uses two dynamic named ranges to feed the data validation lists, one called MainList and one called SubList:
Here’s the MainList formula:
=INDEX(Table1[[Choose…]],1):INDEX(Table1[[Choose…]],COUNTA(Table1[[Choose…]]))
…and here’s the SubList formula:
=IF(OR(Sheet1!B8="Choose…",Sheet1!B8=""),"",INDEX(Table1,1,MATCH(Sheet1!B8,Table1[#Headers],0)):INDEX(
Table1,COUNTA(INDEX(Table1,,MATCH(Sheet1!B8,Table1[#Headers],0))),MATCH(Sheet1!B8,Table1[#Headers],0)))
The SubList formula has a relative reference in it: whatever cell you use it in, it retrieves the value of the cell to the immediate left, and then it scans the column headers of our validations table (Table1) looking for the heading that matches that value. Once it’s found it, it simply uses the items listed underneath that heading.
Because this formula is relative, before you enter it into the Name Manager, you will need to first select cell C8, because the above relative formula refers to B8 – the cell to the left. (Note that it doesn’t matter what is in C8 or where your actual dropdown are…rather it’s just that the above formula happens to refer to B8, and because we want our formula to always reference the cell on the immediate left, then we’ve got to select the cell to the immediate right before we enter this relative formula into the Name Manager.
Also note that my version of Roger’s approach uses Excel Tables and the associated Structured References that Table functionality allows. My table is called Table1. Your validation lists MUST be held within an Excel Table (which requires Excel 2007 or greater) and you MUST change the Table1 references in the above formula to match the name of your table.
Excel Tables – known as ListObjects to VBA developers – were introduced in Excel 2007, and are a very powerful and simple way to store things like lists, chart data, and PivotTable data…especially if you might need to add more data to your spreadsheet at a later date, and want to avoid having to repoint all your formulas to include the additional data. If you’re not familiar with Excel Tables – or you don’t know what that Table1[#Headers] guff above means – then I strongly suggest you check out Chandoo’s Introduction to Structural References and this great video he did with MrExcel.
The way these two formulas work is very clever. That MainList named range only gets used by dropdowns in that very first ‘Main Category’ column:
…and all other ‘downstream’ dropdowns – no matter what level they are – are fed by the SubList named range:
The beauty of Roger’s approach is that it can handle any number of cascading levels, provided all the category names are unique. All you need to do is simply add the new subcategories to the right hand side of our validations table (Table1).
Let’s look at an example. If you look at the below screenshot, you’ll see that users can choose from a number of different kinds of meat:
Let’s add a further level that would give meat eaters some further choices relating to how their meat is prepared.
To set this up, all we need to do is take the individual items from that ‘Meat’ column and add each one as a new column header:
Then we simply list the new options for each type of meat below the relevant header:
Now here’s the magic: as soon as we add another column to our input table and set it up with data validation – which I did simply by clicking on the bottom right corner of the cell with the word ‘Human’ and dragging it across – then Excel picks up on the fact that there’s a sub-subcategory, and serves it up to us. *BING!* Order up!
Add code, and stir-fry for 10 milliseconds
As mentioned earlier, in addition to Roger’s great method, I’ve written some code that clears out any downstream entries in the event that an upstream entry is changed. It’s in the sample workbook already, all set to go. But here’s the actual code, for you VBA nerds. (Special thanks to Gabor Madacs for some enhancement suggestions)
Option Explicit
Const CHOOSE = "Choose…"
Private Sub Worksheet_Change(ByVal Target As Range)
On Error GoTo ErrorHandler
Dim targetCell As Range
Dim nextCell As Range
Dim oldCalc As Excel.XlCalculation
If Not Intersect(Target, [DataEntryTable]) Is Nothing Then
If [Radio_Choice] = 1 Then
With Application
.EnableEvents = False
.ScreenUpdating = False
oldCalc = .Calculation
.Calculation = xlCalculationManual
End With
For Each targetCell In Target
'Clear any cells that use 'SubList' to the right of targetCell in the current table.
If targetCell.Column < (targetCell.ListObject.ListColumns.Count + targetCell.ListObject.Range.Column - 1) Then 'there are table cells to the right
For Each nextCell In targetCell.Offset(, 1).Resize(, targetCell.ListObject.ListColumns.Count + targetCell.ListObject.Range.Column - targetCell.Column - 1)
If HasValidationFormula(nextCell) Then
If nextCell.Validation.Formula1 = "=SubList" Then nextCell.Value = ""
End If
Next nextCell
End If
'Perform different action depeding on whether we're dealing with a 'MainList' dropdown
' or a 'SubList' dropdown
If HasValidationFormula(targetCell) Then
Select Case targetCell.Validation.Formula1
Case "=MainList"
If targetCell.Value = "" Then
targetCell.Value = CHOOSE
ElseIf targetCell.Value = CHOOSE Then
'Do nothing.
Else
targetCell.Offset(, 1).Value = CHOOSE
End If
Case "=SubList"
If targetCell.Value = "" Then
targetCell.Value = CHOOSE
ElseIf targetCell.Offset(, -1).Value = CHOOSE Then
targetCell.Value = ""
ElseIf targetCell.Value = CHOOSE Then
'Do nothing
Else
Set nextCell = targetCell.Offset(, 1)
If HasValidationFormula(nextCell) Then
If nextCell.Validation.Formula1 = "=SubList" Then nextCell.Value = CHOOSE
End If
End If
End Select
End If
Next targetCell
With Application
.EnableEvents = True
.ScreenUpdating = True
.Calculation = oldCalc
End With
End If
End If
Exit Sub
ErrorHandler:
With Application
.EnableEvents = True
.ScreenUpdating = True
If oldCalc <> 0 Then .Calculation = oldCalc
End With
MsgBox Err.Description, vbCritical, Name & ".Worksheet_Change()"
End Sub
Private Function HasValidationFormula(cell As Range) As Boolean
On Error GoTo ValidationNotExistsError
If cell.Validation.Formula1 <> "" Then
HasValidationFormula = True
Else
HasValidationFormula = False
End If
Exit Function
ValidationNotExistsError:
HasValidationFormula = False
End Function
Hungry for more?
Here’s some related Posts at Chandoo.org:
Download the file
To see how this is done, download this file and enable macros:
Dynamic-Dependent-dropdowns-20140214
About the Author.
Jeff Weir – a local of Galactic North up there in Windy Wellington, New Zealand – is more volatile than INDIRECT and more random than RAND. In fact, his state of mind can be pretty much summed up by this:
=NOT(EVEN(PROPER(OR(RIGHT(TODAY())))))
That’s right, pure #VALUE!
Find out more at http:www.heavydutydecisions.co.nz
31 Responses to “Beautiful Budget vs. Actual chart to make your boss love you”
Would be considerably easier just to have a table with the variance shown.
On Step 3, how do you "Add budget and actual values to the chart again"?
There are a few ways to do it.
Easy:
1) Copy just the numbers from both columns (Select, CTRL+C)
2) Select the chart and hit CTRL+V to paste. This adds them to chart.
Traditional:
1) Right click on chart and go to "select data..."
2) From the dialog, click on "Add" button and add one series at a time.
One more way to accomplish it is just select the columns into chart. Press Ctrl+C and then press Ctrl+V
Regards
Neeraj Kumar Agarwal
Unfortunately, this doesn't seem to work for me in Excel 2010. The "Var 1" and "Var 2" columns cannot combine two fonts to display the symbol and the figure side-by-side.
Secondly, there is no option to Click on “Value from cells” option when formatting the label options. The only options provided are Series Name, Category Name or Value.
@TheQ47... the emoji font also has normal English letters, so if you use that font, then you should be ok. I am assuming your computer doesn't have that font or hasn't been upgraded for emoji support.
Reg. Excel 2010, you can manually link each label to a cell value. Just select one label at a time (click on labels, wait a second, click on an individual label) and press = and link it to the label var 1 or var 2.
I am using excel 2010, please explain how to apply Step 12
Regards
Neeraj Kumar Agarwal
Hi Neeraj,
"Value from cells" option is only available in Excel 2013 or above. In older versions, you have to manually adjust the label value by linking each label seperately.
Read this please: https://chandoo.org/wp/change-data-labels-in-charts/
Sir, you are just awesome.
Your creativity has no limit.
Regards
Neeraj Kumar Agarwal
Hi Chandoo,
I just found your website, and really love it. It helps me a lot to be an Excel expert 😉
Currently I am facing with a problem at step 11:
Var1 Var2
D30%
A5%
B0%
B4%
B7%
C10%
C13%
D27%
I42%
Though at mapping table, I used windings, here formula uses calibra. How I can change it? I am able to change only the whole cell. In this case numbers will be Windings too.
Thanks for your help!
Hi Mariann... Welcome to Chandoo.org and thanks for your comment.
If you wanted to use symbols from wingdings and combine them with % numbers, then you need to setup two labels. One with symbol, in wingdings font and another with value in normal font. Just add the same series again to the chart, make it invisible, add labels. You may need to adjust the alignment / position of label so everything is visible.
[…] firs article explains how you can enhance your charts with symbols. You can simply insert any supported symbol into your data and charts. To some extend you can […]
You're a good person, thank you to share your knowledge with us, I will try to do in my work
Great visualization of variance. My question is that is this possible in powerbi?
How would you go about it?
HELLO, WHY CANT I FIND VALUES FOR LABELS IN EXCEL 2013
Dear chanddo sir,
What to do if we have dynamic range for Chart. How this will work. can you able to make the same thing works on dynamic range.
Sir Chandoo,
Good Day!
First, I'd like to say that I am very grateful for your work and for sharing all these things with us.
I tried to do this chart but it seems that the symbols don't work with text (abs(var%),"0%") unless we keep the Windings font style.
The problem is, it converts the text into symbol as well and you wont see the 0% anymore. I'm using Windows 7.
WOW - Segoe UI Emoji
This is the greatest discovery for me this month 🙂 Thanks for sharing.
Here's my two-cents:
https://wmfexcel.com/2019/02/17/a-compelling-chart-in-three-minutes/
Sir This is awesome chart, and very easy to made because of your way to explain is very simple , everyone can do. Thank you
one problem i am facing, I hv made this chart , but when i am inserting data table to chart it is showing two times , how can i resolve this
in this chart when i am adding new month data for example first i made this chart jan to mar but when i add data for the apr month graphs updated automatically but labels are missing for that new month
Hi Renuka,
Please make sure the formulas for labels are also calculated for extra months. Just drag down the series and set label range to appropriate address.
So I am playing with the Actual chart here - but amounts are bigger than your - you have 600 as Budget - my budget is 104,000 - is there a way to shorten that I am unaware of
thank you - I LOVE YOUR SITE
Thanks for the tips and tricks on Excel. In the Planned versus Actual chart examples, you use multiple values (ex. multiple Categories in above). How can this be done when we have only 1 set of values? For example if I have only this:
Planned Actual
SOW Budget 417480 367551
How can I create a single bar chart like the one above?
Thank you Chandoo.
This one is just perfect for my Quarterly Review presentation on Operational Budget against Actual Performance for the Hospital I'm currently working with.
Just Subscribed today (10 minutes ago)
Is there a way to make the table of data into a pivot table to be able to add a slicer for the graph due to many different categories and months?
Hi, I tried to modify you template with something appropriate for me, and I found a problem. this template was modified by me started with excel 2010, then 2016 and finally 2019. Same thing - somehow appear an error - or didn't show the emoticons for positive percentage or doubled the emoticons for some rows. I suspect to be from excel. if is need it I can sand you my xlsx for study. Please help if you can.
Hi Chandoo,
Could you please check the Var Formula in Step1. You have mentioned budget-actual and when i did this i got different values but when reversed like actual-budget i got the actual value what you have demonstrated in step1.
Please share your view.
This is a great chart (budget vs. actual). However, in trying recreate it, I cannot color in the UP Down bars individually, and they all become formatted with the same color. I'm using Office 365. Look forward to the feedback.
Thanks.
Dan
pls explain in detail step 7
While in the Excel sheet you have used following formula for Var
Var = Actual - Budget
But
in the note, you have written
Var = Budget - Actual
Good Presentation and Data information.thank you so much chandoo.