Help w/complex Due Date Function

[Dax Arroway]

I'm hoping someone can help me write a function, please, please, please.

What I have:
I have a spreadsheet ($surveys) with one record per line.
The columns are:
A1:Name (type:text)
A2:Survey1 (type:date)
A3:Survey2 (type:date)
A4:Survey3 (type:date)

What I need:
I need a function that tells me when a survey is due and when it's past due
for each person. Names and dates will be entered by hand. The function
needs to function like this:
If there is no date in Survey1, disregard that row.
If there is a date in Survey1, but not it Survey2 or 3, use Survey1's date.
If there is a date in Survey2, but not Survey3, use Survey2's date.
And if there is a date in Survey3, use that date.
(In other words, use the latest date.)
The date needs to be compared to Today's Date and the words "Survey Due" or
"Survey Past Due" needs to be returned. "Survey Due" needs to be returned if
after 70 days and "Suvey Past Due" if after 90 days.
I then need this list to be truncated (all the blank cells removed) and
displayed with corrolating names on another speadsheet ($surveys_due).

What I'm after:
Surveys need to be completed every 90 days for each person. What this
function should do is give me a list of people who are due or past due to
take the survey no matter if it's the first, second, or third survey they've
taken. It's a "tickler" to let me know when to get folks in to take their
next survey and when they're past due. I'm not interested in those who
haven't done a survey. (I realize that this does not give me consecutive
dates for each next survey, every 90 days down the line. The "next" survey
should come after 90 days of the previous one; in other words I don't need
them to be every 90 days consecutively from the first one, 90 days does need
to pass between them no matter how long it's been between the previous 2
surveys.)

Can anyone please help me with this?

Thanks for your help in advance.
- Dax

 

[Dax Arroway]

I should have added that ($surveys_due) should look like this:
A1:<name from $surveys:A1>
A2:<returned Value from function>

 

[Sandy Mann]

It sounds like you only want the formula in A2 of the $surveys_due sheet. If
so try:

=IF(TODAY()>MAX('$surveys'!A2:A4)+90,"Survey Past
Due",IF(TODAY()>MAX('$surveys'!A2:A4)+70,"Survey Due",""))

--
HTH

Sandy
In Perth, the ancient capital of Scotland
and the crowning place of kings

(e-mail address removed)
Replace @mailinator.com with @tiscali.co.uk

 

[Dax Arroway]

Yes that's right, and that function works but it displays Survey Past Due in
blank rows. I need to ignore those rows. I also need the A1:Name that
corrolate with the returned functions. And lastly I need all the blank rows
(the ones with no data in them, the ones that are ignored) removed so I don't
have a list with a bunch of empty rows in it.

Just a little more help please?
- D.

 

[Sandy Mann]

I'm going to assume that your data in the $surveys sheet is in the form of:

A1:Name1 (type:text)
A2:Survey1 (type:date)
A3:Survey2 (type:date)
A4:Survey3 (type:date)
A5:<Blank Row>
A6:Name2 (type:text)
A7:Survey1 (type:date)
A8:Survey2 (type:date)
A9:<No Date>
etc.

and you want
A1:Name1 (type:text)
A2:Survey3 (type:date)
A3:<Blank Row>
A4:Name2 (type:text)
A5:Survey2 (type:date)
etc.

There may be more sophistocated way of doing this but try:

on the $surveys Due sheet:

A1:
=IF('$surveys'!A1="","",'$surveys'!A1)

A2:
=IF(MAX('$surveys'!A2:A4)=0,"",IF(TODAY()>MAX('$surveys'!A2:A4)+90,"Survey
Past Due",IF(TODAY()>MAX('$surveys'!A2:A4)+70,"Survey Due","")))

A3: x
A4: y
A5: z

Yes A3:A5 have the letters x,y, & z

Highlight A1:A5 and copy down as far as you have data, (or could possibly
have in the future), in the $surveys sheet.

Finally run this macro:

Sub DeleteThem()
Dim rLast As Long
Dim x As Long
If ActiveSheet.Name <> "$surveys due" Then _
Exit Sub

Application.ScreenUpdating = False

rLast = Cells(Rows.Count, 1).End(xlUp).Row

For x = rLast To 1 Step -1
If Cells(x, 1).Value = "x" Or _
Cells(x, 1).Value = "y" Then

Cells(x, 1).EntireRow.Delete
End If
Next x

rLast = Cells(Rows.Count, 1).End(xlUp).Row

For x = rLast To 1 Step -1
If Cells(x, 1).Value = "z" Then
Cells(x, 1).ClearContents
End If
Next x

Application.ScreenUpdating = True
End Sub


--
HTH

Sandy
In Perth, the ancient capital of Scotland
and the crowning place of kings

(e-mail address removed)
Replace @mailinator.com with @tiscali.co.uk

 

[Sandy Mann]

I forgot to add a comment in the code to say that if the sheet name is not
$surveys due the change the name in the code to the real sheet name.

--
HTH

Sandy
In Perth, the ancient capital of Scotland
and the crowning place of kings

(e-mail address removed)
Replace @mailinator.com with @tiscali.co.uk

 

[Dax Arroway]

Thanks for the reply. Close, but not quite. This is what I have:
Sheet="Surveys"
Row A=Header Row
A1=Name
A2=Survey1
A3=Survey2
A4=Survey3
B1=Frank
B2=5/29/07
B3=6/30/07
B4=<blank>
C1=Betty
C2=<blank>
C3=<blank>
C4=<blank>
D1=David
D2=9/25/07
D3=<blank>
D4=<blank>
E1=Debbie
E2=3/15/07
E3=5/15/07
E4=7/30/07
There are only 4 columns and every row is a new record/person.

What I want is:
Sheet="Surveys_Due"
A1="Surveys Due Report" (Header)
B1=Frank
B2=Past Due
C1=Debbie
C2=Due (supposing the last date is between 70 and 90 days ago)

I hope that makes it clearer. And thanks so much for your help!
- Dax

 

[Sandy Mann]

I am sure that it is possible to do it automatically with formulas but I ran
into problems with tied dates and it is too late tonight tolook at it. In
the mean time here is some code that will do what you want but if anyone can
do it with formulas the feel free to jump in.

Option Explicit
Sub Surveys_Due()
Dim WS As Worksheet
Dim sName As String
Dim sMsg As String
Dim i As Integer
Dim r As Integer
If ActiveSheet.Name <> "Surveys Due" Then Exit Sub

Set WS = Sheets("Surveys")

Range("A:A").ClearContents
Cells(1, 1).Value = "Survey Due Report"

With WS
r = 2
For i = 2 To 5
If Application.Count(.Cells(2, i), _
.Cells(4, i)) > 0 Then

If Date - Application.Max(.Cells(2, i), _
.Cells(4, i)) >= 70 Then

sName = .Cells(1, i).Value
sMsg = "Survey Due"
End If

If Date - Application.Max(.Cells(2, i), _
.Cells(4, i)) >= 90 Then
sMsg = "Survey Past Due"
End If

If sName <> "" Then
Cells(r, 1).Value = sName
r = r + 1
Cells(r, 1).Value = sMsg
r = r + 1
End If
End If

sName = ""
sMsg = ""

Next i

End With

End Sub




--
HTH

Sandy
In Perth, the ancient capital of Scotland
and the crowning place of kings

(e-mail address removed)
Replace @mailinator.com with @tiscali.co.uk

 

[Pete_UK]

I think you have your rows and columns mixed up. Does your data look
like this:

Name1 date1 date2 date3
Name2 date1 date2 date3
Name3 date1 date2 date3
Name4 date1 date2 date3
Name5 date1 date2 date3

etc., with maybe some dates missing? If that is the case then your
names are in column A, date1 in column B etc. I think Sandy assumed
from your earlier description that all the data was in one column.

Pete

 

[Sandy Mann]

Hi Dax,

I see where Pete is coming from with your saying:

There are only 4 columns and every row is a new record/person.

But assuming that you meant "There *are* only 4 columns and every *Column*
is a new record/person." so that your data looks like:


Name_____Frank____Betty____David_____Debbie
Survey1___5/29/07___________9/25/07___3/15/07
Survey2___6/30/07____________________5/15/07
Survey3_____________________________7/30/07

It is possible with a helper row,(in fact I'm still convinced that it is
possible with formulas only).

In the Surveys sheet cell B5 enter the formula:
=IF(COUNT(B2:B4)=0,0,IF(TODAY()-MAX(B2:B4)>69,TODAY()-MAX(B2:B4)+1-COLUMN()/100,0))

and copy across to E5 on the fill handle. Row 5 may now be hidden if
required.

In the Surveys Due sheet cell A2 enter the formula:

=IF(INDEX(Surveys!$B$5:$E$5,MATCH(LARGE(Surveys!$B$5:$E$5,CEILING((ROW()-1)/2,1)),Surveys!$B$5:$E$5,0))=0,"",INDEX(Surveys!$B$1:$E$1,MATCH(LARGE(Surveys!$B$5:$E$5,CEILING((ROW()-1)/2,1)),Surveys!$B$5:$E$5,0)))

and in Surveys Due A3 enter:
=IF(INDEX(Surveys!$B$5:$E$5,MATCH(LARGE(Surveys!$B$5:$E$5,CEILING((ROW()-1)/2,1)),Surveys!$B$5:$E$5,0))=0,"",IF(INDEX(Surveys!$B$5:$E$5,MATCH(LARGE(Surveys!$B$5:$E$5,CEILING((ROW()-1)/2,1)),Surveys!$B$5:$E$5,0))>90,"Survey
Past Due","Survey Due"))

Highlight A2:A3 and drag both down on the fill handle to A9.



--
HTH

Sandy
In Perth, the ancient capital of Scotland
and the crowning place of kings

(e-mail address removed)
Replace @mailinator.com with @tiscali.co.uk

 

[Dax Arroway]

OH SO CLOSE! Thank you for all the help! (And the formulas too! Good
Golly!) But Pete_UK had it right. The A column is Name, B column is first
date, C column is second date, and D is third date. So:

Name1 date1 date2 date3
Name2 date1 date2 date3
Name3 date1 date2 date3
Name4 date1 date2 date3
Name5 date1 date2 date3

is correct, with the names running on down the list (so far there are 278
records/rows) with some dates missing. What I'm looking for is a list of all
the people who are due to have a survey done, but IF a person has not done a
survey (no dates entered), the names should not be included in the report.

So if I have:
Frank 01/01/07 <blank> <blank>
Betty <blank> <blank> <blank>
Sue 05/04/07 07/05/07 09/10/07
George <blank> <blank> <blank>
....and so on and so forth going down the list through 278 and-then-some names,

On the Surveys_Due sheet, I want:
Frank Past Due
Sue Due (supposing the latest date is between 70-90 days)
(and George, Betty, and all others without dates would NOT be on the list).

I'm so sorry about all the confusion! It's basically a report of people
that are due and past due for surveys. This would be SO MUCH easier if they
actually did the database in Access but "they" love pivot table so much that
they had us do this database in Excel! So now I have to come up with this
way of getting a report out of it. I agree with Sandy, however; I think this
could entirely be done with functions and that's what I'm after. I'm hoping
this is easy and thanks again for all the support!
- Dax

 

[Roger Govier]

Hi

If you added 2 more columns to your data, headed Lastdate and Survey Due
E2 = MAX(B22)
This would return 00/01/1900 for entries where there were no dates at all in
columns B)
F2 =IF(E2<1/1/1900,"",IF(TODAY()-E2>90,"Past Due",IF(TODAY()-E2>70,Due for
Survey,"")))

You could just apply an Autofilter to row 1, and use the dropdown on Survey
due to Select Non Blanks if you wanted a list of both Due and past Due, or
select one of the types to just shown those people on their own.

You could create a Pivot Table for their data if required, (but I hardly
think it necessary).
If you did want to, then mark your data>Data>Pivot Tables>Finish
Drag Name to Row area
Drag Survey due to Column Area
Drag Survey Due again to the Data area, as Count of Survey Due

From the Column dropdown, de-select the blank (empty category)