Automatic New Tables

Question

I tried searching for an answer to this but I don't really know what terminology to use. So I apologize if this has been covered recently or is really easy to find in the user's guide.
I'd like to be able to automatically fill tables using data from another table. Let me lay out my exact scenario so this will make more sense. I'm creating a master roster for everyone attending an all night event for teenagers. Some of the attendees are adult counselors. Also, some of the students attending are sort of like student helpers. So I'd like to make three other tables that would auto fill with data from the master table based on this criteria. For example, if the student column in the master table equaled "yes" then that student's row would also be added to the "Student" table. But if the student leader column in the master table also equalled yes, then that student's row would be added to the student leader table. Lastly, if the counselor column in the master table equalled yes, then that person's row would be added to the counselor table.
I hope this makes sense. I know that I can "categorize" by this column, but I'd like to keep my master table as it is and be able to look back and forth at the different categories without having to re-categorize all the time.
Thanks for your attention to this post. Best wishes.

Answer 1

Wilsone wrote:
the setup you posted doesn't completely matchup what I'm trying to do. I actually have several types of counselors and need more than three sub-tables, so I was trying to figure out the process so that I could apply it to exactly what I was doing.
But the setup Yvan posted doescome very close to a "completely matchup" of what you said you were trying to do:
So I'd like to make three other tables that would auto fill with data from the master table based on this criteria. For example, if the student column in the master table equaled "yes" then that student's row would also be added to the "Student" table. But if the student leader column in the master table also equalled yes, then that student's row would be added to the student leader table. Lastly, if the counselor column in the master table equalled yes, then that person's row would be added to the counselor table.
Yvan used checkboxes to indicate if the person was a counsellor ("adult") or was a student leader ("helper"). Other than the labels, that's a close match for your Counsellor and Student Leader tables.
His interpretation of the third category differs from mine, though.
Yvan's formula for column D ("basic") assumes that a Student Leader ("helper") is not to be included on the "Student" table. My reading is that the student leaders are also Students, and should be on both tables.
Here's Yvan's formula, followed by a version that will mark the "basic" column for inclusion in the Students table:
=IF(OR(B=TRUE,C=TRUE),"","*")
=IF(B=TRUE,"","*")
I wouldn't make the change yet, though. The edited formula works fine for only three categories on the table, one of which (Students) includes the members of one of the others ("helpers").
But you have more that three categories, so in its present form, the edited formula won't work for you.
Columns E, F and G of Yvan's main table are indexes that tell Numbers which names to include on each sub table.
The formula in column E: IF(B=TRUE,ROW(),999999)
places the row number in the cell if the checkbox in that row of column B is checked, or the number 999999 if the box is not checked.
You'll note that the first three small numbers in column E are 2, 7 and 8, and that those are the row numbers of the first three checked boxes in column B.
The formula in column F is the same except for the column it references (C), and does the same thing.
The formula in column G is the same, except for the column reference (D) and the condition (D="*").
The assumption here is that anyone who is on the master list is in only one of the three categories. For rows where neither of the first two checkboxes is checked, the person must be in the third category ("basic"). The (original) formula in column D looks at columns B and C. If either has been checked, the formula puts a null string ( "" ) in its cell, if neither has been checked, it puts a marker ( "*" ) in the cell.
The presence of that marker (D="*") is what makes the formula in column G place the row number in its cell, marking the name for inclusion in the "basic" (Students) table. See rows 3, 5 and 7.
For your case, which has more than three categories, you will need a column of checkboxes for each category except "Students", for which you can use the same technique as Yvan, with a formula revised to fit the new conditions. (See below)
For each (checkbox) category you will also need a matching 'index' column, similar to and using the same formula as those in columns E and F of Yvan's table, plus an index column using the similar formula using "=*" for the "Students" column.
Formulas for each of the breakout tables (sub-tables) will be the same as those for Yvan's example, with the column reference changed to match the index column for each table.
The Warning table will need one row for each breakout table. The two column references in the formulas for this table need to match column A on the table for which the warning applies, and the column on the main table holding the checkboxes (or "*"s ) for the category matching that table.
The formula for the "Students" (or "basic") column will depend on how many categories of 'counsellor' there are , how many 'student leader' categories there are, which columns hold the checkboxes for each of these categories, and whether 'student leaders' are to be included in the 'students' table as well as one or more of the 'student leaders' tables.
The formula below is for three categories of Counsellors (checkboxes in columns B, C and D; excluded from the 'students' column and table), two categories of Student Leaders (checkboxes in columns E and F; included in the 'students' column and table) and one category of Students (column G; includes all who are NOT checked in columns B, C or D).
G2 (and Fill down):   =IF(OR(B,C,D),"","*")
Remember that you'll need an index column for each breakout table.
Regards,
Barry