HELP: Use the autofilter result on one workbook to filter the next list on another workbook

[Kathy Houtami]

Hi All,

Is it possible to extract the filtered result after using the
AutoFilter and use this list to be the filter criteria on another
worksheet.

So for example:
on the first worksheet - filter for all failed (grade <= D+) students
on one paper on the next worksheet - get the filtered list on the 1st
worksheet and automatically use this list to custom filter the next
list, so it will display all the failed students past grades history


Can this be done?

Cheers
Kathy

 

[Mike Fogleman]

Yes, it can be done. I have built a report that part of it does something
similar with a filtered list. Because it is all automated, the second list
is filtered by each item from the first list so fast there is no time to
read the results. So what I did was to transfer the results to a third sheet
that could be named "Failed History" in your case. That sheet would list
each failed student from the first list, and their grade history from the
second list, with a blank row between each student's history, as a
separator.
We would need details of your workbook(s) in order to help you get started.
What is your experience level in writing VBA code? None, Some, Intermediate,
Advanced, Developer?

Mike F

 

[Kathy Houtami]

Hi Mike

What kind of detail do you need on my work book. I have an
intermediate - advance level on VBA programming, though only in MS
Access, but I assume not too much difference. This is my first attempt
on try to program in excel VBA.

Cheers
Kathy

 

[Mike Fogleman]

How the data is laid out in the two tables and what kind of data are in the
tables. Is the name entered in one cell or two and how? LastName, FirstName?
This is important because the names are how we are going to filter the
historical list. The grade values are important to filter the first list.
Are they numerical values or are they as your example; A+, A, A-, etc. If
they are letters then the formula (grade <= D+) is meaningless to Excel and
we would need to assign some value to each grade. If you were to sort
lettered grades in ascending order you would get: A, A-, A+. Do you see why
I am asking this?
An easier alternative to writing a description is to email a copy of the
workbook to me.

Mike F

 

[Kathy Houtami]

Hi Mike

I have 2 worksheets on the same workbook, both worksheets has exactly
the same data.

It has ID column (number), Name, Grade (but I have also added a
numeric column to convert the grade so I can easily do filter on this,
and once the result is produced this numeric column will be hidden
before it goes to print), papers (which will list any papers has been
taken by each student).

ID Name Marks Grade Paper
1001 Nam1 68 C P1
1002 Nam2 78 B P1
1003 Nam3 42 D P1
1004 Nam4 86 A P1
1005 Nam5 65 C P1
1006 Nam6 66 C P1
1001 Nam1 55 C P2
1002 Nam2 60 C P2
1003 Nam3 58 C P2
1004 Nam4 76 B P2
1005 Nam5 43 D P2
1006 Nam6 67 C P2
1001 Nam1 39 E P3
1002 Nam2 89 A P3
1003 Nam3 44 D P3
1004 Nam4 73 B P3
1005 Nam5 40 D P3
1006 Nam6 52 D+ P3
1001 Nam1 68 C P5
1002 Nam2 78 B P8
1004 Nam4 73 B P9
.. . . . .
.. . . . .
.. . . . .

One the first worksheet I have put AutoFilter on the column headers,
so I can filter by Paper and custom filter on the Marks column to find
all failed students for one paper.

And I would like sheet2 to automatically pick up the ID numbers from
the filtered sheet1, and filter sheet2 list to display only those ID
listed on sheet1 and sort by the Paper.

Cheers
Kathy

 

[Mike Fogleman]

OK Kathy, I have something for you to try out. This code assumes that both
lists start in A1 and there is nothing else on the sheets. That would mess
up my row counts. There are 3 routines. The first one does the bulk of the
work. You could put a CommandButton on sheet1 and assign this macro to it.
It will copy the filtered data in column A to 1 row below your list, in
column C. It will use that list as the Advanced Filter criteria on sheet2
and then display sheet2 for you. On sheet2 you can have another
CommandButton and assign to it the macro named "UnfilterList2". That macro
will show all data on sheet2, go back to sheet1 and delete the criteria
range. You are now ready to filter list1 all over again.

Option Explicit
Public rng As Range

Sub FilterList2byList1()
Dim LRow As Long, FiltRow As Long
Dim LRow2 As Long, FiltRow2 As Long

LRow = Sheet1.UsedRange.Rows.Count
FiltRow = Cells(Rows.Count, 1).End(xlUp).Row
Set rng = Range("A1:A" & FiltRow)
rng.Copy Cells(LRow + 2, 3)
Cells(LRow + 2, 3).CurrentRegion.Name = "Criteria"
Set rng = Cells(LRow + 2, 3).CurrentRegion
LRow2 = Sheet2.UsedRange.Rows.Count
FiltRow2 = Sheet2.Cells(Rows.Count, 1).End(xlUp).Row
If LRow2 > FiltRow2 Then Sheet2.ShowAllData
'FiltRow2 = Sheet2.Cells(Rows.Count, 1).End(xlUp).Row
Sheet2.Cells(1, 1).CurrentRegion.Name = "Database"
Range("Database").AdvancedFilter _
Action:=xlFilterInPlace, _
CriteriaRange:=Range("Criteria")
Sheet2.Activate
End Sub

Sub UnFilterList2()
Sheet2.ShowAllData
Cleanup
End Sub

Sub Cleanup()
Sheet1.Activate
Sheet1.Range(rng, rng(-1, 1)).Rows.EntireRow.Delete
End Sub

Mike F