Reporting: Multi-Select Data, Best Practice?

I have a multi-select column I'm trying to count instances of for each quarter of each year. I created a make-shift report using a sheet and I'm looking for help to determine if there's a better way to do this.

Report I created:

https://publish.smartsheet.com/6a1dd449c6c44729b7da69c7eba9145d

I've duplicated that sheet into more columns so I could share the formulas I am using. The left side is the actual report I created (see first screenshot). It's saved as a sheet and not as a report because I can't figure out how to do this any other way.

This is what the report looks like now and I'm trying to determine if I've done it the best way (screenshot of above link):

{9CB2288B-AF23-4053-9164-6956CD27AB4D}.png

Here's the sheet with the source data:

https://publish.smartsheet.com/e8b7bb0ced194cd6a1451483e833a293

{ED2F34F6-4D3B-4231-85B8-BE19E302C3F0}.png

Notice that the "Business Owner Status", where we are doing our lookup on, is a multi-select column and often has multiple values in it.

Can anyone give me a better way to display this data IN THIS FORMAT using dashboard or a report?

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Accepted answers

jmyzk_cloudsmart_jp

@NeilKY

In my solution, instead of having a Year or Quoter value in the sheet cells, I put it in the Sheet Summary field or column formula. (For example, {Quarter}, CONTAINS("Q1", @cell) condition in the COUNTIF function.

[Is Parent] =IF(COUNT(CHILDREN()) > 0, 1)
[Business Order Status Col] =IF([Is Parent]@row, "", IF(Row@row < [Count Distinct Status]#, INDEX(DISTINCT({All Business Order Status Data}), Row@row)))
[Q1] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q1", @cell))))
[Q2] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q2", @cell))))
[Q3] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q3", @cell))))
[Q4] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q4", @cell))))

Note: Year# is the value of the Sheet Summary field, 2020, for example.

If you need a copy of the sheets, please contact me by email on my profile page.

All comments

jmyzk_cloudsmart_jp

Hi @NeilKY

The formula I came up with is as follows;

[Q1] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q1", @cell))))
[Q2] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q2", @cell))))

I put the [Column Totals:] row as the Parent row to use the column formula.
Thus, the IF([Is Parent]@row, SUM(CHILDREN()) formula is in front.

https://app.smartsheet.com/b/publish?EQBCT=2f8fe0b4bc8445179117b381d42ddd0a

Somehow, your [Business Order Status Col] values in the Report: Business Order Status sheet have data incompatible with multi-select data in the ReportDataSource sheet.

For example, in the 15th row, Asian-Owned Business has a trailing value (Chinese, Filipino, etc.) that is not in the multi-select value.

I've found some un-Capitalized "Asian-Owned Businesses" entries in the image below.

So, I retrieved the [Business Order Status Col] values from the original ReportDataSource sheet's Business Order Status values.

Though creating the [Business Order Status Col] values or lists is not the central theme of this discussion, I have included the procedure for the community's reference.
For detailed information on this procedure, please refer to my recent comment.

https://community.smartsheet.com/discussion/comment/465632#Comment_465632

All Business Order Status Data From Source

This sheet gets all Business Order Status Data values from the Multiple-Select Value range of the ReportDataSource sheet.

https://app.smartsheet.com/b/publish?EQBCT=46661b59d4fc4b30921c8128f02adc01

Then, the Report: Business Order Status 2 sheet gets the distinct values of the above All Businesses Order Status Data.

=IF([Is Parent]@row, "", IF(Row@row < [Count Distinct Status]#, INDEX(DISTINCT({All Business Order Status Data}), Row@row)))

Humashankar

Ideal!

NeilKY

https://community.smartsheet.com/discussion/comment/465649#Comment_465649

🤯

NeilKY

https://community.smartsheet.com/discussion/comment/465649#Comment_465649

🤯🤯🤯. Thank you for spending the time on that! Unfortunately, I am lost.

Could you possibly list all the columns you added and to which sheet, and include the formulas of each?

For the source data and the "Asian Owned" error, that was just a typo from when I was trying to share the data with the world. I had removed the extra text to make it easier but it just broke that value :) I've fixed it on the original sheet so hopefully that fixes it. However, do love that you created workaround, which I'd like to keep anyway just in case this happens again after I hand the sheet over to the user.

jmyzk_cloudsmart_jp

@NeilKY

[Is Parent] =IF(COUNT(CHILDREN()) > 0, 1)
[Business Order Status Col] =IF([Is Parent]@row, "", IF(Row@row < [Count Distinct Status]#, INDEX(DISTINCT({All Business Order Status Data}), Row@row)))
[Q1] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q1", @cell))))
[Q2] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q2", @cell))))
[Q3] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q3", @cell))))
[Q4] =IF([Is Parent]@row, SUM(CHILDREN()), IF(ISTEXT([Business Order Status Col]@row), COUNTIFS({BusinessOwnerStatus}, CONTAINS([Business Order Status Col]@row, @cell), {Year}, Year#, {Quarter}, CONTAINS("Q4", @cell))))

Note: Year# is the value of the Sheet Summary field, 2020, for example.

If you need a copy of the sheets, please contact me by email on my profile page.

NeilKY

https://community.smartsheet.com/discussion/comment/465851#Comment_465851

Thanks again. I have emailed you.

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