conditional formatting dropdown

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Conditional Formatting from Dropdown Menu

Hello everyone,

I have a question please about how I would go about solving this problem.

I'm trying to work out how to update a cell (as a percentage) from the data from another sheet.

(It should be mentioned here that I'm trying to do this in Smartsheets - but it looks to me like the syntax is pretty much the same as Excel)

I am a video editor and my managers need to know 3 states of a module (which is comprised of 11 topics).

1. Not Started
2. In Progress
3. Complete

For me and my colleagues, we need a granular level view of the progress states of each Topic and the three options are displayed in a dropdown menu.

What I'm trying to achieve is some form of conditional logic that returns a specified value when any of the following three states are selected.
For example, if "Not Started" is chosen from the menu, then we get a 0 value.
If "In Progress" is chosen we get something like 0.5
If "Complete" is chosen we get 1.

So from my view, I can see all 11 topics and they will have various statuses.
For my managers (who don't need to concern themselves with the statuses of individual Topics, just the status of the module as a whole), how would they go about constructing a formula that would allow for these various statuses and various corresponding values?
I hope that makes sense. I can take screen shots if needed.
Thanks in advance for your help!

Cheers, Dan


RE: Conditional Formatting from Dropdown Menu

Hello Dan,

Thank you for your question. If I understand your question correctly, you need four things:

1. In your granular topics, for each topic, you need a drop-down which lists Not Started, In Progress or Completed.

2. You need a separate lookup table as follows:

Column 1 Column 2
Not Started 0
In Progress 0.5
Completed 1

3. Next to each topic drop-down, you need a lookup function which looks at the drop-down cell and returns 0, 0.5 or 1 from the lookup table, depending on the drop-down selection.

4. You could apply conditional formatting (e.g. Color Scales) to the lookup results for red amber green indication.

5. For your managers, for each project, use an Average function to calculate the 'average progress' of each project, using all the lookup results (0, 0.5 and 1). This might then show a project as e.g. 34% or 77% etc. complete.

I hope this helps. If not, please post again.

Kind regards
Marius Barnard
STL

RE: Conditional Formatting from Dropdown Menu

Hi Marius,

That's perfect! Thank you so much.

Cheers!

Dan

RE: Conditional Formatting from Dropdown Menu

Hi Dan,

Glad we could be of service!

Regards
Marius

Thu 20 Jan 2022: Automatically marked as resolved.


 

Excel tip:

No Zeros

Want all the zeros in your worksheet to appear blank? Choose Tools/Options, Click on the View Tab, Deselect the Zero Values Option, Click OK.
Easy wasn't it? But be aware that these cells are not actually blank, they still contain the value zero. This is important because certain functions (ie AVERAGE) make a distinction between blank cells and those with a zero value.

View all Excel hints and tips


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