asked on

Tricky lookup and concatenate formula

Hi Experts using excel 2010

See attached workbook
Need a formula that does the following look the I'd in column A and if we have a Y in column b then find the corresponding Y in range c2:p5 and also if we have a Y in column q and a Y in second data range r2:v5 then return back results as shown in column x.
Book2.xlsx

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Rob Henson

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route217

ASKER

Thanks for the feedback...excellent
Trying find that extra comma..

Rob Henson

Made even longer in the process of dealing with the surplus comma after the last entry from each key range and the requirement for "/" or not:

=$A2&"("&IF($B2="Y",SUBSTITUTE(IF(C2="","",C$1&",")&IF(D2="","",D$1&",")&IF(E2="","",E$1&",")&IF(F2="","",F$1&",")&IF(G2="","",G$1&",")&IF(H2="","",H$1&",")&IF(I2="","",I$1&",")&IF(J2="","",J$1&",")&IF(K2="","",K$1&",")&IF(L2="","",L$1&",")&IF(M2="","",M$1&",")&IF(N2="","",N$1&",")&IF(O2="","",O$1&",")&IF(P2="","",P$1&",")&IF($Q2="Y","/",""),",","",COUNTA(C2:P2)),"")&IF($Q2="Y",SUBSTITUTE(IF(R2="","",R$1&",")&IF(S2="","",S$1&",")&IF(T2="","",T$1&",")&IF(U2="","",U$1&",")&IF(V2="","",V$1&","),",","",COUNTA(R2:V2)),"")&")"

Rob Henson

For the key2 values will there be multiple entries or will it always be only one of the 5 issues?

If so, the second half (in bold) can be shorter:

=$A2&"("&IF($B2="Y",SUBSTITUTE(IF(C2="","",C$1&",")&IF(D2="","",D$1&",")&IF(E2="","",E$1&",")&IF(F2="","",F$1&",")&IF(G2="","",G$1&",")&IF(H2="","",H$1&",")&IF(I2="","",I$1&",")&IF(J2="","",J$1&",")&IF(K2="","",K$1&",")&IF(L2="","",L$1&",")&IF(M2="","",M$1&",")&IF(N2="","",N$1&",")&IF(O2="","",O$1&",")&IF(P2="","",P$1&",")&IF($Q2="Y","/",""),",","",COUNTA(C2:P2)),"")&IF($Q2="Y",INDEX($R$1:$V$1,MATCH("Y",$R2:$V2,0)),"")&")"

Rob Henson

I have been looking at this again to see if I can come up with anything shorter.

Is there a maximum or fixed number of Y entries in Key1 range? With your sample, both entries where there are entries in the Key1 range, there are 3 entries. If we knew that there would only be 3 entries then it could be reduced to checking three ranges based on the placing of the Y.

Alternatively, it could be done with a User Defined Function (UDF). A UDF is basically a bit of VBA that is used in the same way as a formula. This would mean changing the workbook to an xlsm though with the subsequent allowing of macros which that would enforce.

Thanks
Rob H

Rob Henson

As I thought, it can be done with a UDF; see attached. The script of the Function is below:

Function CheckKey(Name As Range, Ch1 As Range, Key1 As Range, Res1 As Range, Ch2 As Range, Key2 As Range, Res2 As Range)

If Ch1 = "Y" Then
    Str1 = ""
    Count1 = 0
    For Each Cell In Key1
        Count1 = Count1 + 1
    Next Cell
    
    For C = 1 To Count1
        Check = WorksheetFunction.Index(Key1, 1, C)
        If Check = "Y" Then
        Result = WorksheetFunction.Index(Res1, 1, C) & Chr(44)
        Else
        Result = ""
        End If
        Str1 = Str1 & Result
        Result = ""
    Next C
        Str1 = Left(Str1, Len(Str1) - 1)
        If Ch2 = "Y" Then Str1 = Str1 & Chr(47)
End If

If Ch2 = "Y" Then
    Str2 = ""
    Count2 = 0
    For Each Cell In Key2
        Count2 = Count2 + 1
    Next Cell
    
    For C = 1 To Count2
        Check = WorksheetFunction.Index(Key2, 1, C)
        If Check = "Y" Then
        Result = WorksheetFunction.Index(Res2, 1, C) & Chr(44)
        Else
        Result = ""
        End If
        Str2 = Str2 & Result
        Result = ""
    Next C
    Str2 = Left(Str2, Len(Str2) - 1)
End If

CheckKey = Name & "(" & Str1 & Str2 & ")"

End Function

Open in new window

It has several input values, they are listed below with the equivalent description and range in your sample workbook:

Name As Range - The name to be included at start of final result, column A (ID)
Ch1 As Range - The cell to be checked for Key1 values, column B (Key1)
Key1 As Range - The range of cells containing Y as a result of Key1, columns C to P
Res1 As Range - The range of cells containing the result of Key1, columns C to P (1 to 14)
Ch2 As Range - The cell to be checked for Key2 values, column Q (Key2)
Key2 As Range- The range of cells containing Y as a result of Key2, columns R to V
Res2 As Range - The range of cells containing the result of Key2, columns R to V (Issue 1 to 5)

It is used in the spreadsheet like a formula with the following syntax:

=CheckKey($A2,$B2,$C2:$P2,$C$1:$P$1,$Q2,$R2:$V2,$R$1:$V$1)
$A2 = Name
$B2 = Ch1
$C2:$P2 = Key1
$C$1:$P$1 = Res1
$Q2 = Ch2
$R2:$V2 = Key2
$R$1:$V$1 = Res2

Note the $ locking the row for Res1 and Res2; this will ensure the results are still taken from row 1 when the formula is copied down to more rows.

Any further questions, please let us know.

Thanks
Rob H
Lookup-UDF.xlsm