Find largest alphanumeric value matching alpha criteria in databas

[Alison]

I have a template that sends info to a database. In that template, I need to
put in a function that will use alphabetic information in a cell as my
criteria. It then should look in the database to find records that match
that criteria and then send back to me the largest match from a field of the
record among the records that match the criteria.
I have tried several functions, the best of which were VLOOKUP and DMAX.
Neither was what I needed. VLOOKUP gives field from the first record of the
list that matches the criteria. (Instead, I need to look at all the ones
that match and return a field from the largest alphnumberic match). DMAX for
some reason doesn't work when the database is closed and it doesn't let me
specify criteria for a field.

Here's an example: the template is used to enter project information for
several clients. Each of those clients may do similar projects. Of those
projects and within each client, several of the projects may be similar.
Let's say I have two projects and need to find the most recent that was
similar to another project. Projects have project numbers that go higher as
they become more recent. In the template, I can have the information "Calif
Insert" which represents the client name and project type, and want the
function to go to the database to find all the records that have "Calif
Insert" in a specified column. Then find me from another specified field the
largest value in that field that matches "Client Insert" in the other field.
So the answer would be the job number which might look something like "5002"
which represents the most recent job (highest numbered job) that is also
described as "Calif Insert"
As I said, VLOOKUP was very close, but gave me the FIRST in the list that
matched the criteria "CLIENT NAME PROJECT" but not the highest. I guess
VLOOKUP doesn't have the ability to go past the first one it sees. Sorting
the database is not an option.
I am desparate. Any help would be appreciated.
Thanks.

 

[Biff]

Hi!

(Instead, I need to look at all the ones that match and return a field from
the largest alphnumberic match).

Can you post some examples of these "alpha-numerics" and how do you
determine one is larger than another?

Do you mean something like:

2001-10-B
2000-75-Z

So the answer would be the job number which might look something like
"5002"

If 5002 is a real number:

=MAX(IF(A1:A100="Calif Insert", B1:B100))

Entered as an array using the key combo of CTRL,SHIFT,ENTER.

Biff

 

[Alison]

The example of the alphanumerics criteria for the lookup is something like
"yes Calif Print Ad UTLA" (this is really just an alpha example)
which serves as a description for several projects.
The alphanumerics that I referred to that I need to get the largest of could
be something like the project:
Calif 5068
which is larger than (and therefore more recent than) the project:
Calif 5037
etc.
However, I have no problem with it getting the value from another field
which is purely numeric, just
5068
etc.
I don't need to get it from the field with the "Calif" in the front of it.
Numeric only will be fine. But even then the VLOOKUP won't find anything
past the first one it sees.

 

[Alison]

I really thought your MAX formula would work, but for some reason it didnt.
In my scenario, the "Calif Insert" is a changing criteria that I need to be
able to input in a cell. Then the formula needs to look at that cell and
then go to the database to find all the records that also contain that same
description. Then among all the ones it finds that that description in one
field, return a number to me from another field... the highest number from
the matches.
So what I did was on my template (not my database, create a formula that
refers to the database and to a cell on the template:
=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))
Column D is the database column with the description like "Calif Insert" or
whatever alphabetic description I need to match. In that same column there
will be other descriptions like "Harris Print Ad" or "First Newsletter" etc.
B5 is the cell on the template that I will input that same description.
Column C has the project numbers like 5068 or 5037 etc., and I need the
largest one of those records that matches the description in column D.

Unless there's a problem with referencing a cell like B5, I'm not sure why
it didn't work.
It returned a value of 0. It should have returned an actual job number from
my test entries.

 

[Alison]

I also just trie
=(IF(('[Database.xls]Sheet1'!$D:$D)=B5,(MAX('[Database.xls]Sheet1'!$C:$C)),"N/A"))

which didn't work... returned the "N/A" which is my value if false. There
should have been an actual job number returned from Column C.

I really thought your MAX formula would work, but for some reason it didnt.
In my scenario, the "Calif Insert" is a changing criteria that I need to be
able to input in a cell. Then the formula needs to look at that cell and
then go to the database to find all the records that also contain that same
description. Then among all the ones it finds that that description in one
field, return a number to me from another field... the highest number from
the matches.
So what I did was on my template (not my database, create a formula that
refers to the database and to a cell on the template:
=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))
Column D is the database column with the description like "Calif Insert" or
whatever alphabetic description I need to match. In that same column there
will be other descriptions like "Harris Print Ad" or "First Newsletter" etc.
B5 is the cell on the template that I will input that same description.
Column C has the project numbers like 5068 or 5037 etc., and I need the
largest one of those records that matches the description in column D.

Unless there's a problem with referencing a cell like B5, I'm not sure why
it didn't work.
It returned a value of 0. It should have returned an actual job number from
my test entries.

Hi!


Can you post some examples of these "alpha-numerics" and how do you
determine one is larger than another?

Do you mean something like:

2001-10-B
2000-75-Z


If 5002 is a real number:

=MAX(IF(A1:A100="Calif Insert", B1:B100))

Entered as an array using the key combo of CTRL,SHIFT,ENTER.

Biff

 

[Biff]

Hi!

=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))

A couple of things:

This is an array formula. An array formula cannot reference entire columns,
D, C:C

Reduce the range reference size:

=MAX(IF('[Database.xls]Sheet1'!$D2:$D65536=B5,'[Database.xls]Sheet1'!$C2:$C65536))

Do you really need to use the entire column as a reference?

Also, since this is an array formula you MUST use the key combo of
CTRL,SHIFT,ENTER instead of just using ENTER.

Biff

I also just tried
=(IF(('[Database.xls]Sheet1'!$D:$D)=B5,(MAX('[Database.xls]Sheet1'!$C:$C)),"N/A"))

which didn't work... returned the "N/A" which is my value if false. There
should have been an actual job number returned from Column C.

I really thought your MAX formula would work, but for some reason it
didnt.
In my scenario, the "Calif Insert" is a changing criteria that I need to
be
able to input in a cell. Then the formula needs to look at that cell and
then go to the database to find all the records that also contain that
same
description. Then among all the ones it finds that that description in
one
field, return a number to me from another field... the highest number
from
the matches.
So what I did was on my template (not my database, create a formula that
refers to the database and to a cell on the template:
=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))
Column D is the database column with the description like "Calif Insert"
or
whatever alphabetic description I need to match. In that same column
there
will be other descriptions like "Harris Print Ad" or "First Newsletter"
etc.
B5 is the cell on the template that I will input that same description.
Column C has the project numbers like 5068 or 5037 etc., and I need the
largest one of those records that matches the description in column D.

Unless there's a problem with referencing a cell like B5, I'm not sure
why
it didn't work.
It returned a value of 0. It should have returned an actual job number
from
my test entries.

Hi!

(Instead, I need to look at all the ones that match and return a field
from
the largest alphnumberic match).

Can you post some examples of these "alpha-numerics" and how do you
determine one is larger than another?

Do you mean something like:

2001-10-B
2000-75-Z

So the answer would be the job number which might look something like
"5002"

If 5002 is a real number:

=MAX(IF(A1:A100="Calif Insert", B1:B100))

Entered as an array using the key combo of CTRL,SHIFT,ENTER.

Biff

I have a template that sends info to a database. In that template, I
need
to
put in a function that will use alphabetic information in a cell as
my
criteria. It then should look in the database to find records that
match
that criteria and then send back to me the largest match from a field
of
the
record among the records that match the criteria.
I have tried several functions, the best of which were VLOOKUP and
DMAX.
Neither was what I needed. VLOOKUP gives field from the first record
of
the
list that matches the criteria. (Instead, I need to look at all the
ones
that match and return a field from the largest alphnumberic match).
DMAX
for
some reason doesn't work when the database is closed and it doesn't
let me
specify criteria for a field.

Here's an example: the template is used to enter project information
for
several clients. Each of those clients may do similar projects. Of
those
projects and within each client, several of the projects may be
similar.
Let's say I have two projects and need to find the most recent that
was
similar to another project. Projects have project numbers that go
higher
as
they become more recent. In the template, I can have the information
"Calif
Insert" which represents the client name and project type, and want
the
function to go to the database to find all the records that have
"Calif
Insert" in a specified column. Then find me from another specified
field
the
largest value in that field that matches "Client Insert" in the other
field.
So the answer would be the job number which might look something like
"5002"
which represents the most recent job (highest numbered job) that is
also
described as "Calif Insert"
As I said, VLOOKUP was very close, but gave me the FIRST in the list
that
matched the criteria "CLIENT NAME PROJECT" but not the highest. I
guess
VLOOKUP doesn't have the ability to go past the first one it sees.
Sorting
the database is not an option.
I am desparate. Any help would be appreciated.
Thanks.

 

[Alison]

Thanks so much, Biff!

Hi!

=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))

A couple of things:

This is an array formula. An array formula cannot reference entire columns,
D, C:C

Reduce the range reference size:

=MAX(IF('[Database.xls]Sheet1'!$D2:$D65536=B5,'[Database.xls]Sheet1'!$C2:$C65536))

Do you really need to use the entire column as a reference?

Also, since this is an array formula you MUST use the key combo of
CTRL,SHIFT,ENTER instead of just using ENTER.

Biff

I also just tried
=(IF(('[Database.xls]Sheet1'!$D:$D)=B5,(MAX('[Database.xls]Sheet1'!$C:$C)),"N/A"))

which didn't work... returned the "N/A" which is my value if false. There
should have been an actual job number returned from Column C.

I really thought your MAX formula would work, but for some reason it
didnt.
In my scenario, the "Calif Insert" is a changing criteria that I need to
be
able to input in a cell. Then the formula needs to look at that cell and
then go to the database to find all the records that also contain that
same
description. Then among all the ones it finds that that description in
one
field, return a number to me from another field... the highest number
from
the matches.
So what I did was on my template (not my database, create a formula that
refers to the database and to a cell on the template:
=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))
Column D is the database column with the description like "Calif Insert"
or
whatever alphabetic description I need to match. In that same column
there
will be other descriptions like "Harris Print Ad" or "First Newsletter"
etc.
B5 is the cell on the template that I will input that same description.
Column C has the project numbers like 5068 or 5037 etc., and I need the
largest one of those records that matches the description in column D.

Unless there's a problem with referencing a cell like B5, I'm not sure
why
it didn't work.
It returned a value of 0. It should have returned an actual job number
from
my test entries.
:

Hi!

(Instead, I need to look at all the ones that match and return a field
from
the largest alphnumberic match).

Can you post some examples of these "alpha-numerics" and how do you
determine one is larger than another?

Do you mean something like:

2001-10-B
2000-75-Z

So the answer would be the job number which might look something like
"5002"

If 5002 is a real number:

=MAX(IF(A1:A100="Calif Insert", B1:B100))

Entered as an array using the key combo of CTRL,SHIFT,ENTER.

Biff

I have a template that sends info to a database. In that template, I
need
to
put in a function that will use alphabetic information in a cell as
my
criteria. It then should look in the database to find records that
match
that criteria and then send back to me the largest match from a field
of
the
record among the records that match the criteria.
I have tried several functions, the best of which were VLOOKUP and
DMAX.
Neither was what I needed. VLOOKUP gives field from the first record
of
the
list that matches the criteria. (Instead, I need to look at all the
ones
that match and return a field from the largest alphnumberic match).
DMAX
for
some reason doesn't work when the database is closed and it doesn't
let me
specify criteria for a field.

Here's an example: the template is used to enter project information
for
several clients. Each of those clients may do similar projects. Of
those
projects and within each client, several of the projects may be
similar.
Let's say I have two projects and need to find the most recent that
was
similar to another project. Projects have project numbers that go
higher
as
they become more recent. In the template, I can have the information
"Calif
Insert" which represents the client name and project type, and want
the
function to go to the database to find all the records that have
"Calif
Insert" in a specified column. Then find me from another specified
field
the
largest value in that field that matches "Client Insert" in the other
field.
So the answer would be the job number which might look something like
"5002"
which represents the most recent job (highest numbered job) that is
also
described as "Calif Insert"
As I said, VLOOKUP was very close, but gave me the FIRST in the list
that
matched the criteria "CLIENT NAME PROJECT" but not the highest. I
guess
VLOOKUP doesn't have the ability to go past the first one it sees.
Sorting
the database is not an option.
I am desparate. Any help would be appreciated.
Thanks.

 

[Biff]

You're welcome. Thanks for the feedback!

Biff

Thanks so much, Biff!

Hi!

=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))

A couple of things:

This is an array formula. An array formula cannot reference entire
columns,
D, C:C

Reduce the range reference size:

=MAX(IF('[Database.xls]Sheet1'!$D2:$D65536=B5,'[Database.xls]Sheet1'!$C2:$C65536))

Do you really need to use the entire column as a reference?

Also, since this is an array formula you MUST use the key combo of
CTRL,SHIFT,ENTER instead of just using ENTER.

Biff

I also just tried
=(IF(('[Database.xls]Sheet1'!$D:$D)=B5,(MAX('[Database.xls]Sheet1'!$C:$C)),"N/A"))

which didn't work... returned the "N/A" which is my value if false.
There
should have been an actual job number returned from Column C.

:

I really thought your MAX formula would work, but for some reason it
didnt.
In my scenario, the "Calif Insert" is a changing criteria that I need
to
be
able to input in a cell. Then the formula needs to look at that cell
and
then go to the database to find all the records that also contain that
same
description. Then among all the ones it finds that that description
in
one
field, return a number to me from another field... the highest number
from
the matches.
So what I did was on my template (not my database, create a formula
that
refers to the database and to a cell on the template:
=MAX(IF('[Database.xls]Sheet1'!$D:$D=B5,'[Database.xls]Sheet1'!$C:$C))
Column D is the database column with the description like "Calif
Insert"
or
whatever alphabetic description I need to match. In that same column
there
will be other descriptions like "Harris Print Ad" or "First
Newsletter"
etc.
B5 is the cell on the template that I will input that same
description.
Column C has the project numbers like 5068 or 5037 etc., and I need
the
largest one of those records that matches the description in column D.

Unless there's a problem with referencing a cell like B5, I'm not sure
why
it didn't work.
It returned a value of 0. It should have returned an actual job
number
from
my test entries.
:

Hi!

(Instead, I need to look at all the ones that match and return a
field
from
the largest alphnumberic match).

Can you post some examples of these "alpha-numerics" and how do you
determine one is larger than another?

Do you mean something like:

2001-10-B
2000-75-Z

So the answer would be the job number which might look something
like
"5002"

If 5002 is a real number:

=MAX(IF(A1:A100="Calif Insert", B1:B100))

Entered as an array using the key combo of CTRL,SHIFT,ENTER.

Biff

I have a template that sends info to a database. In that template,
I
need
to
put in a function that will use alphabetic information in a cell
as
my
criteria. It then should look in the database to find records
that
match
that criteria and then send back to me the largest match from a
field
of
the
record among the records that match the criteria.
I have tried several functions, the best of which were VLOOKUP and
DMAX.
Neither was what I needed. VLOOKUP gives field from the first
record
of
the
list that matches the criteria. (Instead, I need to look at all
the
ones
that match and return a field from the largest alphnumberic
match).
DMAX
for
some reason doesn't work when the database is closed and it
doesn't
let me
specify criteria for a field.

Here's an example: the template is used to enter project
information
for
several clients. Each of those clients may do similar projects.
Of
those
projects and within each client, several of the projects may be
similar.
Let's say I have two projects and need to find the most recent
that
was
similar to another project. Projects have project numbers that go
higher
as
they become more recent. In the template, I can have the
information
"Calif
Insert" which represents the client name and project type, and
want
the
function to go to the database to find all the records that have
"Calif
Insert" in a specified column. Then find me from another
specified
field
the
largest value in that field that matches "Client Insert" in the
other
field.
So the answer would be the job number which might look something
like
"5002"
which represents the most recent job (highest numbered job) that
is
also
described as "Calif Insert"
As I said, VLOOKUP was very close, but gave me the FIRST in the
list
that
matched the criteria "CLIENT NAME PROJECT" but not the highest. I
guess
VLOOKUP doesn't have the ability to go past the first one it sees.
Sorting
the database is not an option.
I am desparate. Any help would be appreciated.
Thanks.