Best Practice for Populating Multiple tabs with Master Data

Asmiz465 

To accomplish the workflow you described in Excel 365, you can use a combination of data filtering and formulas. Here is a step-by-step guide on how you might set this up:

Step 1: Set Up the Master Sheet

1. Create a Master Sheet:

Create a master sheet with all the job data, including the "Department" column.

2. Create a List of Departments:

In a separate column or on a separate sheet, create a list of unique departments. You can use the "Remove Duplicates" feature to extract unique values from the "Department" column.

Step 2: Create Department Sheets

Create Department Sheets:

For each unique department, create a new sheet (tab) in your workbook.

Step 3: Use Formulas to Populate Department Sheets

Use FILTER Function:

On each department sheet, use the FILTER function to extract data from the master sheet based on the selected department. For example, if the master sheet is named "Master" and your list of departments is in column A, and you are working on the sheet for the "Sales" department, you might use a formula like this in cell A2:

=FILTER(Master!A:Z, Master!C:C = "Sales")

This formula filters the data in columns A to Z on the "Master" sheet where the "Department" column is equal to "Sales."

Step 4: Set Up Data Validation

Create a Drop-Down List:

On the master sheet, create a drop-down list in the "Department" column. You can use Data Validation for this. Select the cells where you want the drop-down list, go to "Data" > "Data Validation," choose "List" as the validation criteria, and select your list of departments.

Step 5: Automate Data Movement

Use Worksheet Change Event (Optional):

If you want to automate the process of moving data to different department sheets when the department is changed in the master sheet, you can use a Worksheet Change event.

Open the VBA editor (Alt + F11), find the sheet module for your master sheet, and enter the following code:

Vba code (is untested):

Private Sub Worksheet_Change(ByVal Target As Range)
    If Target.Address = "$C$2" Then ' Assuming "Department" dropdown is in C2
        ' Code to move data based on the selected department
        ' You might use a loop to iterate through the department sheets and update the data accordingly.
    End If
End Sub

Replace the comment with the actual code to move data. This could involve clearing existing data on department sheets and then reapplying the FILTER function based on the newly selected department.

Important Notes:

• The VBA approach is optional and adds a layer of complexity. If you are not comfortable with VBA, you can manually update the department sheets when the department is changed in the master sheet.
• Make sure to save a backup of your workbook before implementing significant changes, especially when using VBA.

This setup allows you to select a department from the drop-down list in the master sheet, and the corresponding department sheet will be populated with the filtered data. If you then change the department, the data will move to the newly selected department sheet. The text and steps were edited with the help of AI.

My answers are voluntary and without guarantee!

Hope this will help you.

Was the answer useful? Mark as best response and Like it!

This will help all forum participants.