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sgeisel1975430's avatar
sgeisel1975430
Copper Contributor
Sep 08, 2024
Solved

Filter data - then filter the filtered data

I have some data that is over 3200 lines with multiple columns each

 

I know I can just select the headers and put a filter in each column - and can drill down the data 

 

But - I want to create a query page - where I can reference the data (on a different page) - and filter it

 

That part is easy - and I've done that - but I want to be able to add more filter options to the already filtered data......independently of each other

 

I know that I can use the formula

 

=FILTER(Data,(Application=B4)*(Type=C4)*(Series=D4)*(Size=E4)*(Geometry=F4),"SELECT APPLICATION")

 

But - this will only show the data once all the criteria is met

 

I want to be able drill down the data using 1 or more criteria in any order

 

I hope I am explaining that correctly

 

Can excel do that?

  • Lorenzo's avatar
    Lorenzo
    Sep 09, 2024

    Hi sgeisel1975430 

     

    See attached sample file where a tab named List is hidden. Lists on that sheet are dynamically adjusted according the filter(s)/criteria already applied on the Query tab:

     

    With Data formatted as a structured Table, FILTER formula on the Query tab is:

    =LET(
      Filtered, FILTER(Data,
                  IF(ISBLANK(B4), 1, Data[Application] = B4) *
                  IF(ISBLANK(C4), 1, Data[Type] = C4) *
                  IF(ISBLANK(D4), 1, Data[Series] = D4) *
                  IF(ISBLANK(E4), 1, Data[Size] = E4) *
                  IF(ISBLANK(F4), 1, Data[Geometry] = F4)
      ),
      IF(QueryCriterias, Filtered, "Select at least a criterion")
    )

     

    Where QueryCriterias in defined in Name Manager as: =COUNTA(Query!$B$4:$F$4)

6 Replies

  • Harun24HR's avatar
    Harun24HR
    Bronze Contributor
    You can use IFS() function to execute filter function based on multiple criteria. Can you please share a sample file so that we can check more. Also can you please show us few scenario that you want.
  • mathetes's avatar
    mathetes
    Silver Contributor

    sgeisel1975430 

     

    You've had a fair number of views (approaching 40) without any responses yet. My suspicion is that you leave your readers somewhat puzzled as to how to help. Let's see if I can explain why that might be.

     

    • I have some data that is over 3200 lines with multiple columns each
    • I know I can just select the headers and put a filter in each column - and can drill down the data 
    • But - I want to create a query page - where I can reference the data (on a different page) - and filter it

     

    • I know that I can use the formula
      • =FILTER(Data,(Application=B4)*(Type=C4)*(Series=D4)*(Size=E4)*(Geometry=F4),"SELECT APPLICATION")
    • But - this will only show the data once all the criteria is met
    • I want to be able drill down the data using 1 or more criteria in any order

     

    For whatever it's worth, 3200 lines isn't really a lot. There are databases far more extensive than that. And you can always nest a FILTER within a FILTER function to do secondary or tertiary filtering on data that's gone through a primary filter. Presumably you already know that.

     

    You make a point that you already know you could just sort via the tool bar filter tool, the little diamonds in the header row of your basic dataset, and filter away to your heart's content. But apparently your heart isn't content with that--you "want to create a query page" for your filtering. You have said that quite cleary; what you haven't really done is explain  WHY you are so intent on that separate"dashboard" page, and how much flexibility you'd need and why the basic sort right there at the top of the 3200 rows isn't satisfactory. After all, that method really does work quite well, offering a lot of flexibility.

     

    The dynamic array functions, including FILTER, are also wonderful tools, especially given the way that they can work in concert with one another, but it sounds like you want a degree of flexibility that may require writing ad hoc formulas, FILTER within FILTER, or the like.

     

    So let me invite you to explain a bit more fully why the tool bar filter tool is not acceptable, and then the specifics of the flexibility that you apparently need but only allude to.

    • sgeisel1975430's avatar
      sgeisel1975430
      Copper Contributor
      True, 3200 lines is not a lot - and I never said it was - I was only stating that is what I am working with - and that it is too much data to scroll through

      I want a query page to make it clean and easy to view the data using pre-determined filters - as this document will be given to Sales people and distributors to use as a reference - so I am going to hide the original data tab....and other tabs - so they cannot be messed with

      Basically this is a products data file - so I have made the filters change based on the type of information the user is looking for

      It is my hope that I can use the first filter - and have the data populate

      Then if I wish to use the second filter - it will then filter the already filtered data further......and so on if I wish to use any of the other filters

      That way I can see as much or as little of the data as I want

      As it stands right now - the data will only populate once I have met all the criteria in the formula

      Hopefully that helps answer your questions

      I have never used the IFS function.....can it be used in the filter equation?
      • Lorenzo's avatar
        Lorenzo
        Silver Contributor

        Hi sgeisel1975430 

         

        See attached sample file where a tab named List is hidden. Lists on that sheet are dynamically adjusted according the filter(s)/criteria already applied on the Query tab:

         

        With Data formatted as a structured Table, FILTER formula on the Query tab is:

        =LET(
          Filtered, FILTER(Data,
                      IF(ISBLANK(B4), 1, Data[Application] = B4) *
                      IF(ISBLANK(C4), 1, Data[Type] = C4) *
                      IF(ISBLANK(D4), 1, Data[Series] = D4) *
                      IF(ISBLANK(E4), 1, Data[Size] = E4) *
                      IF(ISBLANK(F4), 1, Data[Geometry] = F4)
          ),
          IF(QueryCriterias, Filtered, "Select at least a criterion")
        )

         

        Where QueryCriterias in defined in Name Manager as: =COUNTA(Query!$B$4:$F$4)

Resources

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I have some data that is over 3200 lines with multiple columns each

 

I know I can just select the headers and put a filter in each column - and can drill down the data 

 

But - I want to create a query page - where I can reference the data (on a different page) - and filter it

 

That part is easy - and I've done that - but I want to be able to add more filter options to the already filtered data......independently of each other

 

I know that I can use the formula

 

=FILTER(Data,(Application=B4)*(Type=C4)*(Series=D4)*(Size=E4)*(Geometry=F4),\"SELECT APPLICATION\")

 

But - this will only show the data once all the criteria is met

 

I want to be able drill down the data using 1 or more criteria in any order

 

I hope I am explaining that correctly

 

Can excel do that?

","body@stringLength":"938","rawBody":"

I have some data that is over 3200 lines with multiple columns each

 

I know I can just select the headers and put a filter in each column - and can drill down the data 

 

But - I want to create a query page - where I can reference the data (on a different page) - and filter it

 

That part is easy - and I've done that - but I want to be able to add more filter options to the already filtered data......independently of each other

 

I know that I can use the formula

 

=FILTER(Data,(Application=B4)*(Type=C4)*(Series=D4)*(Size=E4)*(Geometry=F4),\"SELECT APPLICATION\")

 

But - this will only show the data once all the criteria is met

 

I want to be able drill down the data using 1 or more criteria in any order

 

I hope I am explaining that correctly

 

Can excel do that?

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data    But - I 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Contributor","color":"333333","icon":null,"rankStyle":"TEXT"},"User:user:861404":{"__typename":"User","id":"user:861404","uid":861404,"login":"Harun24HR","biography":null,"registrationData":{"__typename":"RegistrationData","status":null,"registrationTime":"2020-11-07T22:38:48.239-08:00"},"deleted":false,"email":"","avatar":{"__typename":"UserAvatar","url":"https://techcommunity.microsoft.com/t5/s/gxcuf89792/images/dS04NjE0MDQtMzcyNzYyaTFGNzMyRkU3ODgxQ0U3RTA"},"rank":{"__ref":"Rank:rank:33"},"entityType":"USER","eventPath":"community:gxcuf89792/user:861404"},"ModerationData:moderation_data:4239575":{"__typename":"ModerationData","id":"moderation_data:4239575","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:4239575":{"__typename":"ForumReplyMessage","author":{"__ref":"User:user:861404"},"id":"message:4239575","revisionNum":1,"uid":4239575,"depth":1,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumTopicMessage:message:4239537"},"conversation":{"__ref":"Conversation:conversation:4239537"},"subject":"Re: Filter data - then filter the filtered data","moderationData":{"__ref":"ModerationData:moderation_data:4239575"},"body":"You can use IFS() function to execute filter function based on multiple criteria. Can you please share a sample file so that we can check more. Also can you please show us few scenario that you want.","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"199","kudosSumWeight":0,"repliesCount":0,"postTime":"2024-09-08T19:24:54.507-07:00","lastPublishTime":"2024-09-08T19:24:54.507-07:00","metrics":{"__typename":"MessageMetrics","views":1280},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:microsoft365/category:products-services/category:communities/community:gxcuf89792board:ExcelGeneral/message:4239537/message:4239575","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"Rank:rank:32":{"__typename":"Rank","id":"rank:32","position":13,"name":"Silver Contributor","color":"333333","icon":null,"rankStyle":"TEXT"},"User:user:425987":{"__typename":"User","id":"user:425987","uid":425987,"login":"mathetes","biography":null,"registrationData":{"__typename":"RegistrationData","status":null,"registrationTime":"2019-10-14T14:32:54.987-07:00"},"deleted":false,"email":"","avatar":{"__typename":"UserAvatar","url":"https://techcommunity.microsoft.com/t5/s/gxcuf89792/images/dS00MjU5ODctMTM3NDk4aTkwQ0M3NTg0NTc0RDBFRkM"},"rank":{"__ref":"Rank:rank:32"},"entityType":"USER","eventPath":"community:gxcuf89792/user:425987"},"ModerationData:moderation_data:4239570":{"__typename":"ModerationData","id":"moderation_data:4239570","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:4239570":{"__typename":"ForumReplyMessage","uid":4239570,"id":"message:4239570","revisionNum":1,"author":{"__ref":"User:user:425987"},"readOnly":false,"repliesCount":4,"depth":1,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumTopicMessage:message:4239537"},"conversation":{"__ref":"Conversation:conversation:4239537"},"subject":"Re: Filter data - then filter the filtered data","moderationData":{"__ref":"ModerationData:moderation_data:4239570"},"body":"

sgeisel1975430 

 

You've had a fair number of views (approaching 40) without any responses yet. My suspicion is that you leave your readers somewhat puzzled as to how to help. Let's see if I can explain why that might be.

 

 

 

For whatever it's worth, 3200 lines isn't really a lot. There are databases far more extensive than that. And you can always nest a FILTER within a FILTER function to do secondary or tertiary filtering on data that's gone through a primary filter. Presumably you already know that.

 

You make a point that you already know you could just sort via the tool bar filter tool, the little diamonds in the header row of your basic dataset, and filter away to your heart's content. But apparently your heart isn't content with that--you \"want to create a query page\" for your filtering. You have said that quite cleary; what you haven't really done is explain  WHY you are so intent on that separate\"dashboard\" page, and how much flexibility you'd need and why the basic sort right there at the top of the 3200 rows isn't satisfactory. After all, that method really does work quite well, offering a lot of flexibility.

 

The dynamic array functions, including FILTER, are also wonderful tools, especially given the way that they can work in concert with one another, but it sounds like you want a degree of flexibility that may require writing ad hoc formulas, FILTER within FILTER, or the like.

 

So let me invite you to explain a bit more fully why the tool bar filter tool is not acceptable, and then the specifics of the flexibility that you apparently need but only allude to.

","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"213","kudosSumWeight":0,"postTime":"2024-09-08T19:04:09.250-07:00","lastPublishTime":"2024-09-08T19:04:09.250-07:00","metrics":{"__typename":"MessageMetrics","views":1184},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:microsoft365/category:products-services/category:communities/community:gxcuf89792board:ExcelGeneral/message:4239537/message:4239570","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuM3wyLjF8aXwzfDEzMjowfGludCw0MjM5ODQ5LDQyMzk4NDk","node":{"__ref":"ForumReplyMessage:message:4239849"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"ModerationData:moderation_data:4239849":{"__typename":"ModerationData","id":"moderation_data:4239849","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"User:user:75890":{"__typename":"User","id":"user:75890","uid":75890,"login":"Lorenzo","biography":null,"registrationData":{"__typename":"RegistrationData","status":null,"registrationTime":"2017-09-04T04:27:48.284-07:00"},"deleted":false,"email":"","avatar":{"__typename":"UserAvatar","url":"https://techcommunity.microsoft.com/t5/s/gxcuf89792/images/dS03NTg5MC0xOTU5NWkwOTBCNjgwN0ZDNDYwQUUz"},"rank":{"__ref":"Rank:rank:32"},"entityType":"USER","eventPath":"community:gxcuf89792/user:75890"},"ForumReplyMessage:message:4239849":{"__typename":"ForumReplyMessage","uid":4239849,"id":"message:4239849","revisionNum":1,"author":{"__ref":"User:user:2657215"},"readOnly":false,"repliesCount":3,"depth":2,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumReplyMessage:message:4239570"},"conversation":{"__ref":"Conversation:conversation:4239537"},"subject":"Re: Filter data - then filter the filtered data","moderationData":{"__ref":"ModerationData:moderation_data:4239849"},"body":"True, 3200 lines is not a lot - and I never said it was - I was only stating that is what I am working with - and that it is too much data to scroll through

I want a query page to make it clean and easy to view the data using pre-determined filters - as this document will be given to Sales people and distributors to use as a reference - so I am going to hide the original data tab....and other tabs - so they cannot be messed with

Basically this is a products data file - so I have made the filters change based on the type of information the user is looking for

It is my hope that I can use the first filter - and have the data populate

Then if I wish to use the second filter - it will then filter the already filtered data further......and so on if I wish to use any of the other filters

That way I can see as much or as little of the data as I want

As it stands right now - the data will only populate once I have met all the criteria in the formula

Hopefully that helps answer your questions

I have never used the IFS function.....can it be used in the filter equation?","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"203","kudosSumWeight":0,"postTime":"2024-09-09T04:26:57.009-07:00","lastPublishTime":"2024-09-09T04:26:57.009-07:00","metrics":{"__typename":"MessageMetrics","views":1147},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:microsoft365/category:products-services/category:communities/community:gxcuf89792board:ExcelGeneral/message:4239537/message:4239849","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuM3wyLjF8aXwxfDEzMjowfGludCw0MjM5OTAzLDQyMzk5MDM","node":{"__ref":"AcceptedSolutionMessage:message:4239903"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"ModerationData:moderation_data:4239903":{"__typename":"ModerationData","id":"moderation_data:4239903","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"AcceptedSolutionMessage:message:4239903":{"__typename":"AcceptedSolutionMessage","author":{"__ref":"User:user:75890"},"id":"message:4239903","revisionNum":1,"uid":4239903,"depth":3,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumReplyMessage:message:4239849"},"conversation":{"__ref":"Conversation:conversation:4239537"},"subject":"Re: Filter data - then filter the filtered data","moderationData":{"__ref":"ModerationData:moderation_data:4239903"},"body":"

Hi sgeisel1975430 

 

See attached sample file where a tab named List is hidden. Lists on that sheet are dynamically adjusted according the filter(s)/criteria already applied on the Query tab:

 

With Data formatted as a structured Table, FILTER formula on the Query tab is:

=LET(\n  Filtered, FILTER(Data,\n              IF(ISBLANK(B4), 1, Data[Application] = B4) *\n              IF(ISBLANK(C4), 1, Data[Type] = C4) *\n              IF(ISBLANK(D4), 1, Data[Series] = D4) *\n              IF(ISBLANK(E4), 1, Data[Size] = E4) *\n              IF(ISBLANK(F4), 1, Data[Geometry] = F4)\n  ),\n  IF(QueryCriterias, Filtered, \"Select at least a criterion\")\n)

 

Where QueryCriterias in defined in Name Manager as: =COUNTA(Query!$B$4:$F$4)

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