Today, lets learn how to create an interesting chart. This, called as network chart helps us visualize relationships between various people.
Demo of interactive network chart in Excel
First take a look at what we are trying to build.
Looks interesting? Then read on to learn how to create this.
Note: thanks to Hans whose email question inspired me to create this chart.
Tutorial to create interactive network chart in Excel
Note: This tutorial requires intermediate-to-advanced Excel knowledge. So if you are beginner, learn the basics & advanced concepts first and then comeback for this.
In order to create this chart in Excel, we need to first understand various ingredients of it.
As you can see, the chart contains these parts:
- A set of dots, each representing one stakeholder
- A set of grayish thick & dotted lines representing all relationships between people.
- A set of green thick & blue dotted lines representing relationships for the selected person.
- A slicer for person selection (can be replaced with list box or clickable cells in Excel 2007 or below)
- Summary statistics of the selected person
Getting started with the relationship data
To simplify our tutorial, lets assume we are talking about relationships between just 4 people, named Ash, Billy, Cynthia & Darren.
Our relationship matrix looks like this:
- 0 means no relationship
- 1 means weak relationship (for example: Ash & Billy just know each other)
- 2 means strong relationship (for example: Cynthia & Billy are friends)
The downloadable workbook is created to take up to 20 stakeholders.
Geometry of the network chart
If we draw the relationships between these 4 people (Ash, Billy, Cynthia & Darren) on a paper, it would look like this:
The 2 things we need to determine are,
- The location of dots (where person names are printed)
- The lines (starting & ending point of lines)
Plotting dots around circle
We need to plot our dots in such a way that gap between each dot is same. This will create a balanced chart.
What shape satisfies our need for such equal gaps? A circle of course.
Hey wait, I don’t see a circle in the chart you have shown…?
Thats right. We don’t need to draw a circle. We just need to plot dots around it.
- So we have 4 stakeholders, we need 4 dots
- If we have 12 stakeholders, we need 12 dots
- If we have 20, we need 20 dots.
Assuming the origin of our circle is (x,y), radius is r and theta is 360 divided by number of dots we need,
the first dot (x1,y1) on the circle will be at this position:
x1 = x + r*COS(theta)
y1 = y + r*SIN(theta)
[Related: How to create a spoke chart in Excel]
Once all the dots are calculated & plugged in to an XY chart (scatter plot), lets move on.
Plotting the lines
Lets say we have n people in the network. So that means, each person can have a maximum of n-1 relationships.
So the total possible lines in our chart are n*(n-1)/2
We need to divide it by 2 as if A knows B, then B knows A too. But we need to draw only 1 line.
My network chart template is set up to work with up to 20 people. So that means, the maximum number of lines we can have will be 190
Each line requires a separate series to be added to the chart. That means, we need to add 190 series of data just for 20 people. And that satisfies only one type of line (either dotted or thick). If we want different lines based on type of relationship, then we need to add another 190 series.
This is painful & ridiculous.
Fortunately there is a way out.
We can use far fewer series and still plot the same chart.
Lets say we have 4 people – A B C & D. For the sake of simplicity, lets assume the co-ordinates of these 4 are
- A – (0,0)
- B – (0,1)
- C – (1,1)
- D – (1,0)
And lets say, A has relationships with B, C & D.
That means we need to draw 3 lines, from A to B, A to C & A to D.
Now, instead of supplying 3 series for the chart, what if we supply one long series that looks like this:
(0,0), (0,1), (0,0), (1,1), (0,0), (1,0)
That means we are just drawing one long line from A to B to A to C to A to D. Agreed that it is not a straight line, but Excel scatter plots can draw any line as long as you provide a set of co-ordinates.
PS: This is a trick I learned from Roberto of E90E50. He used this trick in the winning entry of our recent dashboard contest.
See this illustration to understand the technique.
So instead of 190 series of data for the chart, we just need 20 series.
In the final chart, we actually have 40 + 2 + 1 series of data. This is because,
- 20 lines for weak relationships (dotted lines)
- 20 lines for strong relationships (thick lines)
- 1 line for highlighted person’s weak relationships
- 1 line for highlighted person’s strong relationships
- 1 set of no line & just dots for the people
How to generate all the 20 series of data:
This requires following logic:
- Assuming we need lines for the relationship of person n.
- That person’s dot location will be (Xn, Yn) and already calculated earlier (in the plotting dots around circle)
- We need total of 40 rows of data
- Every odd row will have (Xn, Yn)
- For every even row
- Divide the row number by 2 to get person number (say m)
- (Xn,Yn) if there is no relationship between n and m
- (Xm,Ym) if there is a relationship
We need MOD & INDEX formulas to express this logic in Excel.
Examine the download workbook to understand how its done.
Once all the line co-ordinates are calculated, add them to our scatter plot and format.
I used a macro to automate the formatting. It can be done manually too, just takes a little patience.
Slicer for selecting a person
This works only in Excel 2010 or above.
Select the first 2 columns of relationship matrix & create a pivot table.
Now, insert a slicer on Person name column.
Using simple IF formula, extract the selected person name from pivot table (examine download file for the logic).
And using the name, extract the subset of line data to separate range (2 sets of data – one for weak & one for strong relationships)
Add this new data to our scatter plot and format.
Format the slicer (using slicer styles) so that it looks slick.
Related: formatting slicers using styles.
NOTE About Slicers: If you change or add any data, you must refresh (from Data ribbon) to update the slicer. This can be automated with a macro, but I want to keep this file macro free.
[Alternative] Selecting a person with form controls
You can use either a list box or a range of clickable cells. See the 2003 compatible download file for an example of this.
Summary statistics
Using simple formulas extract statistics for the selected person and show them near the chart.
Adding labels to the chart (person names)
In our chart, we are showing person names instead of regular label like X or Y value. This is done with value from cells label feature in Excel 2013.
For earlier versions of Excel, I recommend using Rob Bovey’s excellent XY Chart Labels add-in.
Putting it all together
Once everything is ready, clean up the chart, slicer and other elements, put them together. And we are ready to go.
Download Network Relationships Interactive Chart Template
Click here to download the chart template workbook. The download is a ZIP file and it contains 3 workbooks – compatible with Excel 2013, 2010 & 2003+. Use the version that you need.
Please examine the formulas & chart settings to understand how it is constructed.
Note: Hit Refresh from Data ribbon to change slicer once you have added or modified data.
When to use network relationship chart?
A network graph is a good place to explore relationships between people in a project or team. It is especially useful when selecting a sub-set of people from large group to closely work on a project.
Any alternatives?
There is a popular Excel Add-in named NodeXL that can help you visualize and analyze relationships between people in a more in-depth fashion.
Check out Chord diagram & Cosmograph from E90E50 site for other ways to present this data.
Do you use these kind of charts?
I have used network charts earlier to depict relationships between various people or things. But I have never created such charts in Excel, I always used either Power Point or some other drawing program to create them. That is why I am excited about this chart. Figuring out the formula & graphing logic was fun.
What about you? Have you used such charts before? How do you like the network chart presented here? Please share your thoughts using comments.
42 Responses to “Prevent Duplicate Data Entry using Cell Validations”
Hi Chandoo, I need you help in the following problem.
I'm trying to get a direccion from a found result. With this dirreccion I will want the before cell value. For example, If result of a find is 38 localized in cell $C$2, I need to get previus value (cell $B$2 ), maybe Andrés.
Do you know some way to do that?
Thank you for you help.
Hi Chandoo
Thanks for this. One thing though: In my pre-2007 version of Excel, the COUNTIF function doesn't recognise a semicolon (;), but requires a comma.
Is the semicolon an Excel 2007 thing?
Jair... I am not sure I understand what you want. what do you mean by Dirreccion?
@Lincoln: I am sorry, often I forget that I am using European version of excel where the delimiter is ; instead of ,. I have corrected the formula now.
Thanks for this nice tip, i used to do a find all after filling every new items which was cumbersome.
Do you know a way to extend this validation search to other tabs/sheets ?
Thanks for you attention. I'm trying to get of value continue from a found value. Let me show a example:
Name Years
John 35
Maria 28
Teresa 32
If I search the max years, the result is 35, but I need that result to be John. Do you know how I can do it?
@Subbu.. you can easily extend the validation to other sheets by pasting the data validations. See the latest article here: http://chandoo.org/wp/2009/10/28/copy-data-validations/
@Jair.. you can use the large() or small() formulas to do this. for eg. =index(A1:A3,large(B1:B3,1)) will get you the name of the person with highest "years". More help here: http://chandoo.org/excel-formulas/large.html
Hi, I don't know if I'm using bad the formula or its performance is diferent for my Office version. Large() formula return the value in the cell, in my example 35. The index() formula use a range, row and column. I'm using the large() as number of row, and it is bad because into the range don't have row 35. This is my perception. What do you think?
Hi, I going to prove, with this solution by JLD http://jldexcelsp.blogspot.com/2008/07/extraer-direccion-de-celda-en-matriz.html
Hello,
I am trying to attempt data validation in Excel Mobile, but the DV tool isnt available. I want to prevent duplicates is all, any advice on acheiving this in Excel Mobile? Thanks..
@Jair... my french aint that good. it starts at "merci" and ends at "beau coup".
Anyhow, you need to merge the large with vlookup to do this. I am not sure if you have solved the problem. Otherwise let me know with details and I can write the formula in comments.
@Chad... I have never used excel mobile, so I have no idea. May be they have not implemented data validations in excel mobile.
Any excel mobile users out there?
Hi Chandoo, the proposed solution by JlD is interesting. He created a macro to get values when the matrix is not one dimensional, how on my problem. This fuction for me.
I would like to share you my work, how can I upload?
@Jair.. sorry for such a delayed reply.. you can upload the files to skydrive and link them here. Or you can email them to me at chandoo.d @ gmail.com and I will upload them somewhere. But it could take forever if you email files to me as I am a bit lazy.
[...] Day 31: Advanced Data Validation Tricks in Excel – Part 2 [...]
Hi,
Can you help me in Microstrategy?
Br,
Moin
really wonderful article. I feel it is implementing Primary Key concept into spreadsheets.
Hi article on data validation. Excel is a very versatile platform to work with and we use it for all kinds of data tabulation. In fact this must have been the most rudimentary data management tools I must have worked with and knowing such tips only adds functuionality to our user experience. Great article. looking forawrd to read more.
Hi Chandoo,
Thanks for such a nice idea.
I tried copy paste the data into the validated area, but the pop-up msg (warning msg) doesn't came. Is it something that we need to update the data manually each time,.
Do we have any option where we can bulk upload the number and it throws a warning message that the data already exits and do we want to continue with this ?
Please do reply me.
Thank you.
Regards,
Vasanth.
It was really useful chandoo...thanks a lot...
Tried this in excel 2010 and it did not work?
Could the newer excel have changed that much?
@Leo
It works fine in Excel 2010
The formula used above =COUNTIF($B$4:$B$11,B4)<=1
only applies to the range B4:B11
Did you adjust the range to your data?
This page helped me accurately to find solution of my question. thanx
we want to prevent duplicate entries in three columns combined, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
I want to prevent duplicate entries in three columns combine, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
Hi, I've tried above validation method to prevent duplicate value from entering into the cells. It's work, when user key in the data into the selected range. However, it's not working when user copy-&-paste the info into the same range.
Please advice. Thanks.
Hi Chandoo,
Does it work in Excel 2007?
Please Reply
thanks chandoo........
it does not work when data is copy pasted...any solution for this??
hi i m shaloo and i want to know in excel if i write duplicate no.then it says or show about we are write duplicate no.
Hi Chandoo
I've tried using this with a Named Range, which is actually a column in a Table as DV wont accept a table reference, and it wont work.
Also tried using Offset to specify the Named Range, but that wont work either.
Is it possible to use Named Ranges with DV?
Thanks
Kris
I have tried the above formula on a table column. The Error box does not pop up, there is only the small ! next to the cell with the duplicate. The column I am working with is formulas that produce a date. Is the reason it doesn't work that the cells contain formulas rather than data?
The formula works but only if I enter data in cell above it. So for example, if I have "123" in B11 it does not allow me to enter "123" in B10, B9, B8, etc. But I can still enter "123" in B12. Please help! 🙂
Great tip.. thanks a lot
I have 21 years of experience working as data entry assistant. I constantly read several blogs to keep myself up-to-date with the advances in data entry profession. I really enjoyed this blog post. From my several years of experience, I agree with you 100% when you say, “ We all know that data validation is a very useful feature in Excel. You can use data validation to create a drop-down list in a cell and limit the values user can enter. ”
Keep blogging. I will come here again.
--data entry assistant
Hi,
This is really very helpful.
Thank you
how can i assign two validation on a single cell
one is for list validation (means the data should be from that range)
second i want to prevent them from repetition
how can i do this ?
P7 to P506 have GR# which are for list
i want to prevent C column to not to repeat and should be from the P column
@Junaid
Can you please post the question in the Chandoo.org Forums
http://forum.chandoo.org/
You have to register to be able to post questions
Please attach a file so that a specific answer can be delivered.
i made an account but there is no option available to post questions ??
where can i ??
@Jubaid
Goto http://forum.chandoo.org/
Goto Ask an Excel Question
Post New thread
Type your question
Attach a file
Please attach a file so that a specific answer can be delivered.
friend can any one tell me the formula
exname location qty
gaurav 1 1
rofan 2 5
sandeep 3 6
gaurav 4 3
rofan 5 4
sandeep 6 8
gaurav 7 9
If this is a data.
if i want a formula by which if i type gaurav then all the location and qty should be shown in a new page.
i had 5,00,000 sku so if i punch one name i can get the entire details
@Gaurav
Can you please post the question at the Chandoo.org Forums
http://forum.chandoo.org/
Please attach a sample file for a quicker more targeted response
IF(ISERROR(INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2)),"",INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2))
please explain
YOUR COUNTIF FORMULA IS REALLY HELPFUL AND WORKS. I TRIED SEVERAL SITES BUT THEIR FORMULA DOES NOT WORK. ONLY YOU HAVE GIVEN A RIGHT FORMULA!
THANK YOU!!!!!