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EveningSong
Regular Visitor

Master Spreadsheet Distributing to Separate Sheets w/in Different Spreadsheets Based on Field Information

I want to build a work flow where a master spreadsheet distributes select information from some columns to other spreadsheets based on what is contained in other cells on the master spreadsheet.

This is designed for an enrollment system: personal information from some columns on the master would be distributed to sheets within different spreadsheets based on the dates that are indicated in the other fields on the master.

Example:

First name, last name, DOB, email in one line on the master is distributed to a regional spreadsheet which has a sheet containing information for a 04/27 Session whenever a subsequent cell on the master spreadsheet next to that personal information has the "04/02 Session" denoted there. Likewise, a separate sheet in a different regional spreadsheet would be pinged for a "05/08 Session" because the sessions move around to different regions in the country. If the enrollee has both dates in their line next to the personal information, the personal information will be distributed to both sheets.

Please let me know if you need any clarification in order to answer this question.

Another possible option: A Master Tab within each Region's spreadsheet feeds select information from columns to different tabs within the same spreadsheet.  Each session would have a tab and, based on if a cell corresponding to that session is filled in, feeds the generic contact information to that appropriate sheet.

5 REPLIES 5
Andrew_J
Memorable Member
Memorable Member

@EveningSong 

 

I am going to start off by saying I may not get you to a conclusion on this one.  But I am going to try and work through your example:

 

The master spreasheet has the following columns:

 

  • First name
  • Last name
  • DOB
  • Email

A row is created for each person which is then added to a regional sheet for 04/27 Session if they have selected the 04/27 Session.  And I understand the 05/08 issue. 

 

You state this is an enrollment system.  How is the data being added to the Master Spreadsheet, is this by the user themselves interacting with it or is this via a MS Form.  What happens to the data that is copied to the other sheets.  Who deals with the processing of this data.

 

If we take an Enrolment System to be a class in a school that has a maximum number of places determined on the area or number of seats in the room the class uses.  So is there a maximum number of attendess per session like the class sceniro. 

 

Is excel your preferd option or would you consider something else, like SharePoint.

 

Regards,

 

Andrew

EveningSong
Regular Visitor

@Andrew_J : Great questions!  I appreciate your clarification.

The data will mainly be added to the master spreadsheet through an MS form, but some might be added manually due to some specific needs of certain participants.  And yes--you are correct in thinking there is a capacity for these sessions.  The sessions are also part of an optional series of classes, which is why the participant's information needs to be added to multiple sheets, but not necessarily all: the personal information needs to be added to each session they select and each session has its own sheet.

Excel is what I've been using and is the preferred option right now because the system has been established in Excel, but SharePoint could be utilized instead, if it's easier to scale.  Are you suggesting a SharePoint table?

Great questions!  I appreciate your clarification.

The data will mainly be added to the master spreadsheet through an MS form, but some might be added manually due to some specific needs of certain participants.  And yes--you are correct in thinking there is a capacity for these sessions.  The sessions are also part of an optional series of classes, which is why the participant's information needs to be added to multiple sheets, but not necessarily all: the personal information needs to be added to each session they select and each session has its own sheet.

Excel is what I've been using and is the preferred option right now because the system has been established in Excel, but SharePoint could be utilized instead, if it's easier to scale.  Are you suggesting a SharePoint table?

@EveningSong 

 

I am going to have to bow out, MS forms to Excel and all you require is not my thing.

 

If this was based around SharePoint, I would collect all the data via the MS Form, including the session or sessions the person wanted to attend to the Master SP List.  Then distribtue through flow to write each class data to a seperate list for each session.  By taking the data from the master list.  I know you have minimal data at the start but I do not know how many sessions you want to run and re-reading the orginal post it seems as though these sessions are "in person" and not virtual. 

 

I do have a tendancy to want to redesign Flows and systems that are working not knowing peoples timelines.  And SharePoint does have its limits on numbers of parralle branches and or SWITCH cases.

 

Happy to continue with SharePoint but not Excel, sorry.

 

Regards,

 

Andrew

 

I had considered moving the system to SharePoint, but I'm not sure which is more scalable.  This is a small project that will grow increasingly larger as time goes on and spreadsheets may not be as user-friendly/searchable as SharePoint lists.  And yes--the sessions are in person.  Each participant may have their data written to as many as four sessions but the same form will feed many, many sessions over a long period of time.  How many such sessions would this Master SP List be able to feed, in your experience?  

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