COUNTIFS with a multiple drop down field

Jen S.
Jen S. ✭✭
edited 10/25/22 in Formulas and Functions

I'm struggling with some syntax. I have the following fields:

I want to count status by team lead. The team lead is a dropdown allowing multiple entries, status is a dropdown with single entry. I found that it counts Joe, but can't find Jane.

I have two references to this table - {Retail - Status} and {Retail - Lead)

My original syntax s as follows:

=COUNTIFS({Retail - Status}, "Red", {Retail - Lead}, "Jane Jones") – Picks up Joe, but will not pick up Jane

Tried some variations:

=COUNTIFS (CONTAINS ("Green", {Retail – Status}, "TRUE", "FALSE"), CONTAINS ("Jane Jones", {Retail – Lead}, "TRUE", "FALSE").

=COUNTIFS(FIND("Jenny O’Rourke", {Retail-Lead}) > 0, {Retail-Status}, "Green")


Any assistance is appreciated

Best Answer

  • Ryan Sides
    Ryan Sides ✭✭✭✭✭✭
    Answer ✓

    @Jen S.

    Hi Jen, you'll need to use the HAS function on multiselect dropdowns and multiselect Contacts columns:

    =COUNTIFS({Retail - Lead}, HAS(@cell, "Jane Jones"), {Retail - Status}, "Red")

    Please let me know if that works for you!

    -Ryan

    Ryan Sides

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Answers

  • Ryan Sides
    Ryan Sides ✭✭✭✭✭✭
    Answer ✓

    @Jen S.

    Hi Jen, you'll need to use the HAS function on multiselect dropdowns and multiselect Contacts columns:

    =COUNTIFS({Retail - Lead}, HAS(@cell, "Jane Jones"), {Retail - Status}, "Red")

    Please let me know if that works for you!

    -Ryan

    Ryan Sides

    Smartsheet Tips and Tricks for Beginners and Advanced on LinkedIn and YouTube

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  • Jen S.
    Jen S. ✭✭

    Thank you, that worked

  • Ryan Sides
    Ryan Sides ✭✭✭✭✭✭

    @Jen S. Whoop! Glad it did :) - Ryan

    Ryan Sides

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  • Jen S.
    Jen S. ✭✭

    @Ryan Sides So, I spoke too soon on this. I'm getting weird errors. The first query below is a summary sheet field. The second query is where I'm trying to pull the same info into a summary sheet since I have 7 names with 4 different statuses which creates 112 different combinations.

    I would really rather not put 112 summary fields in to capture this information.

    Summary query:

    =COUNTIFS([Team Lead]:[Team Lead], "Andy Becker", Status:Status, "Gray")

     Separate Sheet Query with the cross references

    =COUNTIFS({Retail - Lead}, HAS(@cell, "Andy Becker"), {Retail - Status}, HAS(@cell,"Gray"))

     

    The first query returns 10 which is correct, the second query returns 14. In fact every query (different names, statuses) are all returning 14.  

  • Hi @Jen S.

    I would recommend going the Summary Sheet route with this!

    You could then have a Contact Column with a single contact listed down the column in each cell. Then you can reference this cell in your formula instead of writing out the name:

    HAS(@cell, "Andy Becker") - changes to - HAS(@cell, [Contact Column]@row)


    Then for the Status column you don't need the HAS function, as it will only ever have one selection at a time.

    Try this:

    =COUNTIFS({Retail - Lead}, HAS(@cell, [Contact Column]@row), {Retail - Status}, "Gray")

    Then in a second column, you could count the other status colours:

    =COUNTIFS({Retail - Lead}, HAS(@cell, [Contact Column]@row), {Retail - Status}, "Green")



    Cheers,

    Genevieve

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  • Ryan Sides
    Ryan Sides ✭✭✭✭✭✭
    edited 11/08/22

    @Jen S. Hi Jen, did you get this one figured out? Sorry for my delay in replying I was out last week.

    @Genevieve P. is spot on in her reply!

    -Ryan

    Ryan Sides

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