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Ron_2510's avatar
Ron_2510
Copper Contributor
Jul 04, 2022
Solved

How to Hide Previously Used Item(s) In Dropdown List?

I have sheet that makes certain Data Validation Lists available based on how the source cell is populated. Their are three dropdown lists that can be used. Here is a sample of the DataValidation form...
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  • Adnan_Amin's avatar
    Adnan_Amin
    Mar 31, 2022
    If you are going to create the sites after making changes in template, you will get the changes.
    Any changes on the template will not have any impact on created sites.
Ron_2510's avatar
Ron_2510
Copper Contributor
Jul 05, 2022
I may not have explained this correctly.
A3 has a dropdown list to choose from (companies), ACME, Roadrunner or Coyote.
The other cells (many) use a data validation dropdown list built with this formula, =IF(A$3="ACME",Lists!$G$2,IF(A$3="Roadrunner",Lists!$H$2:$H$3,IF(A$3="Coyote",Lists!$I$2:$I$3))). Each company then has one or two floating holidays, ACME#1, Roadrunner#1 or Roadrunner#2 and Coyote#1 or Coyote#2.
If the company (A3) is ACME then the other cells dropdown only has one choice, (ACME#1) for a floating holiday. once that is used all the other days should only get a blank in the dropdown.

If the Company (A3) is say, Roadrunner the dropdown now has Roadrunner#1 and Roadrunner#2.
Again the challenge, once Roadrunner#1 and or Roadrunner#2 is used it should be hidden so it can not be used twice.
mtarler's avatar
mtarler
Silver Contributor
Jul 05, 2022

Ron_2510  I think I understood.  I have attached a sample sheet using the formulas I mentioned except I moved the 'helper lists' down to row 10 instead of A4 and B4 to give some space.  They can really go anywhere.  As I noted if the additional drop downs are 'together' you can reference that range but if not, I suggest you create another set of helper cells.  For example if your other drop downs are in C5 and E7 then in the helper list use the formula =C5 and =E7 so in the COUNTIF formula inside the FILTER formula you can reference a single range as I demonstrate in the attached.  

  • Ron_2510's avatar
    Ron_2510
    Copper Contributor
    Jul 05, 2022

    mtarler how do I post the file i'm working on?  Here are screen shots.

    • mtarler's avatar
      mtarler
      Silver Contributor
      Jul 05, 2022
      You go into "Open full text editor" and there is a box to add an attachment. If it isn't letting you post here then you can post a link to the file in sharepoint or dropbox or the like or you can PM me here (click my name and then message).
      Either way, did you open the file I sent? Do the Yellow drop downs work the way you want? On your sheet you want the dropdown options to be exclusive per 2wk period (e.g. D10:D25) or additional days/weeks (i see another section in column S and are there more?)
      • Ron_2510's avatar
        Ron_2510
        Copper Contributor
        Jul 05, 2022
        ok. I was over thinking your example sheet. I swapped the formulas around. It all works the way it should. THANK YOU!!!! It was driving me crazy!!!

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Their are three dropdown lists that can be used. Here is a sample of the DataValidation form...","body@stringLength":"1178","rawBody":"

I have sheet that makes certain Data Validation Lists available based on how the source cell is populated. Their are three dropdown lists that can be used. Here is a sample of the DataValidation formula, =IF(A$3=\"ACME\",Lists!$G$2,IF(A$3=\"Roadrunner\",Lists!$H$2:$H$3,IF(A$3=\"Coyote\",Lists!$I$2:$I$3))). Each list has one or two dropdown selections based on what A3 is.

How to hide/remove the choice from any other cells on the sheet, with the dropdown once it is used. There are many cells that have the dropdown on the main sheet. However once the selection is used there should be a blank selection anywhere else, unless that item is cleared, to be used in another cell on that sheet.

* A3 has a Data Validation list to set the base (ACME with one option, Roadrunner with two options, Coyote with two options)

* A3 sets the base for the rest of the cells that have the option to use a dropdown on that sheet.

* Each of those cells have the dropdown list with options. ex: ACME is A3, the Dropdown will only have ACME. If Roadrunner was chosen for A3, the options are Roadrunner#1 or Roadrunner#2.

* How do you hide a choice, once used?

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Ron_2510  I think I understood.  I have attached a sample sheet using the formulas I mentioned except I moved the 'helper lists' down to row 10 instead of A4 and B4 to give some space.  They can really go anywhere.  As I noted if the additional drop downs are 'together' you can reference that range but if not, I suggest you create another set of helper cells.  For example if your other drop downs are in C5 and E7 then in the helper list use the formula =C5 and =E7 so in the COUNTIF formula inside the FILTER formula you can reference a single range as I demonstrate in the attached.  

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  I think I understood.  I have attached a sample sheet using the formulas I mentioned except I moved the 'helper lists' down to row 10 instead of A4 and B4 to give some space.  They can really go anywhere.  As I noted if the additional drop downs are 'together' you can reference that range but if not, I suggest you create another set of helper cells.  For example if your other drop downs are in C5 and E7 then in the helper list use the formula =C5 and =E7 so in the COUNTIF formula inside the FILTER formula you can reference a single range as I demonstrate in the attached.  

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A3 has a dropdown list to choose from (companies), ACME, Roadrunner or Coyote.
The other cells (many) use a data validation dropdown list built with this formula, =IF(A$3=\"ACME\",Lists!$G$2,IF(A$3=\"Roadrunner\",Lists!$H$2:$H$3,IF(A$3=\"Coyote\",Lists!$I$2:$I$3))). Each company then has one or two floating holidays, ACME#1, Roadrunner#1 or Roadrunner#2 and Coyote#1 or Coyote#2.
If the company (A3) is ACME then the other cells dropdown only has one choice, (ACME#1) for a floating holiday. once that is used all the other days should only get a blank in the dropdown.

If the Company (A3) is say, Roadrunner the dropdown now has Roadrunner#1 and Roadrunner#2.
Again the challenge, once Roadrunner#1 and or Roadrunner#2 is used it should be hidden so it can not be used twice.","body@stringLength":"844","rawBody":"I may not have explained this correctly.
A3 has a dropdown list to choose from (companies), ACME, Roadrunner or Coyote.
The other cells (many) use a data validation dropdown list built with this formula, =IF(A$3=\"ACME\",Lists!$G$2,IF(A$3=\"Roadrunner\",Lists!$H$2:$H$3,IF(A$3=\"Coyote\",Lists!$I$2:$I$3))). Each company then has one or two floating holidays, ACME#1, Roadrunner#1 or Roadrunner#2 and Coyote#1 or Coyote#2.
If the company (A3) is ACME then the other cells dropdown only has one choice, (ACME#1) for a floating holiday. once that is used all the other days should only get a blank in the dropdown.

If the Company (A3) is say, Roadrunner the dropdown now has Roadrunner#1 and Roadrunner#2.
Again the challenge, once Roadrunner#1 and or Roadrunner#2 is used it should be hidden so it can not be used twice.","isEscalated":null,"postTime":"2022-07-05T05:07:06.631-07:00","solution":false,"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"repliesCount":4},"ModerationData:moderation_data:3565712":{"__typename":"ModerationData","id":"moderation_data:3565712","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"Attachment:{\"id\":\"attachment:message3565712AttachmentNumber1\",\"url\":\"https://techcommunity.microsoft.com/t5/s/gxcuf89792/attachments/gxcuf89792/ExcelGeneral/153053/1/dropdowns.xlsx\"}":{"__typename":"Attachment","id":"attachment:message3565712AttachmentNumber1","filename":"dropdowns.xlsx","filesize":10514,"contentType":"application/vnd.openxmlformats-officedocument.spreadsheetml.sheet","url":"https://techcommunity.microsoft.com/t5/s/gxcuf89792/attachments/gxcuf89792/ExcelGeneral/153053/1/dropdowns.xlsx"},"Rank:rank:32":{"__typename":"Rank","id":"rank:32","position":13,"name":"Silver 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been turned off for this event"},"localOverride":false},"ModerationData:moderation_data:3565821":{"__typename":"ModerationData","id":"moderation_data:3565821","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:3565821":{"__typename":"ForumReplyMessage","uid":3565821,"id":"message:3565821","revisionNum":1,"author":{"__ref":"User:user:1445206"},"readOnly":false,"repliesCount":2,"depth":5,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"AcceptedSolutionMessage:message:3565712"},"conversation":{"__ref":"Conversation:conversation:3565055"},"subject":"Re: How to Hide Previously Used Item(s) In Dropdown List?","moderationData":{"__ref":"ModerationData:moderation_data:3565821"},"body":"

mtarler how do I post the file i'm working on?  Here are screen shots.

","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"94","kudosSumWeight":0,"postTime":"2022-07-05T09:31:22.170-07:00","lastPublishTime":"2022-07-05T09:31:22.170-07:00","metrics":{"__typename":"MessageMetrics","views":2815},"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:3565055/message:3565821","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuM3wyLjF8aXwzfDEzMjowfGludCwzNTY1ODk0LDM1NjU4OTQ","node":{"__ref":"ForumReplyMessage:message:3565894"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"ModerationData:moderation_data:3565894":{"__typename":"ModerationData","id":"moderation_data:3565894","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:3565894":{"__typename":"ForumReplyMessage","uid":3565894,"id":"message:3565894","revisionNum":1,"author":{"__ref":"User:user:570951"},"readOnly":false,"repliesCount":1,"depth":6,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumReplyMessage:message:3565821"},"conversation":{"__ref":"Conversation:conversation:3565055"},"subject":"Re: How to Hide Previously Used Item(s) In Dropdown List?","moderationData":{"__ref":"ModerationData:moderation_data:3565894"},"body":"You go into \"Open full text editor\" and there is a box to add an attachment. If it isn't letting you post here then you can post a link to the file in sharepoint or dropbox or the like or you can PM me here (click my name and then message).
Either way, did you open the file I sent? Do the Yellow drop downs work the way you want? On your sheet you want the dropdown options to be exclusive per 2wk period (e.g. D10:D25) or additional days/weeks (i see another section in column S and are there more?)","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"203","kudosSumWeight":0,"postTime":"2022-07-05T11:10:22.041-07:00","lastPublishTime":"2022-07-05T11:10:22.041-07:00","metrics":{"__typename":"MessageMetrics","views":2806},"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:3565055/message:3565894","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuM3wyLjF8aXwxfDEzMjowfGludCwzNTY1OTEwLDM1NjU5MTA","node":{"__ref":"ForumReplyMessage:message:3565910"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"ModerationData:moderation_data:3565910":{"__typename":"ModerationData","id":"moderation_data:3565910","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:3565910":{"__typename":"ForumReplyMessage","author":{"__ref":"User:user:1445206"},"id":"message:3565910","revisionNum":1,"uid":3565910,"depth":7,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:ExcelGeneral"},"parent":{"__ref":"ForumReplyMessage:message:3565894"},"conversation":{"__ref":"Conversation:conversation:3565055"},"subject":"Re: How to Hide Previously Used Item(s) In Dropdown List?","moderationData":{"__ref":"ModerationData:moderation_data:3565910"},"body":"ok. I was over thinking your example sheet. I swapped the formulas around. It all works the way it should. THANK YOU!!!! It was driving me crazy!!!","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"147","kudosSumWeight":1,"repliesCount":0,"postTime":"2022-07-05T11:33:24.737-07:00","lastPublishTime":"2022-07-05T11:33:24.737-07:00","metrics":{"__typename":"MessageMetrics","views":2794},"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:3565055/message:3565910","customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"CachedAsset:text:en_US-components/attachments/AttachmentView/AttachmentViewChip-1745505307000":{"__typename":"CachedAsset","id":"text:en_US-components/attachments/AttachmentView/AttachmentViewChip-1745505307000","value":{"errorTitle":"Failed!","previewFile":"Preview File","downloadFile":"Download File {name}","removeFile":"Remove File {name}","errorBadExtension":"This file does not have a valid extension. \"{extensions}\" are the valid extensions.","errorFileEmpty":"This file is empty or does not exist.","errorTooLarge":"The maximum file size is: {maxFileSize}.","errorTooMany":"Too many attachments. 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