Get the latest revision
Table of Contents
1. Get the latest revision
Column B contains document names, many of them are duplicates. The adjacent column C has the revision of the documents in alphanumeric format.
The array formula in cell F3 returns the latest revision based on the document name in cell F2.
The issue here is that the revisions may contain both letters and numbers and Excel can't extract the latest revision based on sorting from A to Z, that is why the revision hierarchy is in column H to guide Excel.
To enter an array formula, type the formula in a cell then press and hold CTRL + SHIFT simultaneously, now press Enter once. Release all keys.
The formula bar now shows the formula with a beginning and ending curly bracket telling you that you entered the formula successfully. Don't enter the curly brackets yourself.
Explaining array formula in cell F3
The IF function extracts revisions based on the document name in cell F2.
IF(F2=$B$3:$B$12, $C$3:$C$12, "")
becomes IF("SH-W2A2A"={"SH-W1A2A"; "SH-W2A2A"; "SH-W1A2B"; "SH-W1A2A"; "SH-W1A2A"; "SH-W1A2B"; "SH-W2A2A"; "SH-W2A2A"; "SH-W1A2B"; "SH-W1A2B"},{"650"; "24b"; "489"; "12y"; "759"; "698"; "18n"; "5k"; "116"; "Ca"},"")
and returns {"";"24b";"";"";"";"";"18n";"5k";"";""}.
The MATCH function then finds the position of each value in the array, if a value is not found the function returns an #N/A error.
MATCH(IF(F2=$B$3:$B$12, $C$3:$C$12, ""), $H$3:$H$2456,0)
becomes
MATCH({"";"24b";"";"";"";"";"18n";"5k";"";""}, $H$3:$H$2456,0)
and returns {#N/A; 1326; #N/A; #N/A; #N/A; #N/A; 1176; 822; #N/A; #N/A}
A higher number means a later revision.
The IFERROR function converts error values to blanks.
IFERROR(MATCH(IF(F2=$B$3:$B$12, $C$3:$C$12, ""), $H$3:$H$2456,0), "")
becomes
IFERROR({#N/A; 1326; #N/A; #N/A; #N/A; #N/A; 1176; 822; #N/A; #N/A}, "")
and returns {""; 1326; ""; ""; ""; ""; 1176; 822; ""; ""}.
The MAX function gets the largest number in the array, it corresponds to the latest revision.
MAX(IFERROR(MATCH(IF(F2=$B$3:$B$12, $C$3:$C$12, ""), $H$3:$H$2456, 0), ""))
becomes
MAX({""; 1326; ""; ""; ""; ""; 1176; 822; ""; ""})
and returns 1326.
The INDEX function then returns the latest revision value.
INDEX($H$3:$H$2456, MAX(IFERROR(MATCH(IF(F2=$B$3:$B$12, $C$3:$C$12, ""), $H$3:$H$2456,0), "")))
becomes
INDEX($H$3:$H$2456, 1326)
and returns 24b in cell F3.
Get Excel *.xlsx file
2. Create a list with most recent data available
A3 data2 B3 55
A4 data3 B4 44
A5 data5 B5 22
A6 data4 B6 33
A7 data9 B7 22
A8 data6 B8 44
A9 data88 B9 55in the second set
D2 data1 E2 33
D3 data2 E3 55
D4 data3 E4 44
D5 data4 E5 33
D6 data88 E6 12
the new list should change B2 from 22 to 33.
If there is no change it shows the first sets result . if there is a change it reports from the second set.
To complicate it... the first set of data is twice as long as the second one. not all data is in the second set and finally the lists are not sorted and cant be.
Formula in F3:
copied down as far as needed.
Explaining formula in cell B13
Step 1 - Count given value in cell range
The COUNTIF function counts cells based on a condition, it will return 1 if the value exists in cell range $B$13:$B$17.
COUNTIF($B$13:$B$17, E3)=0
becomes
COUNTIF({"data1";"data2";"data3";"data4";"data88"},"data1")=0
becomes
1=0 and returns FALSE.
Step 2 - Which cell range?
The IF function determines from which cell range the formula retrieves the value needed.
IF(COUNTIF($B$13:$B$17, E3)=0, INDEX($C$3:$C$10, MATCH(E3, $B$3:$B$10, 0)), INDEX($C$13:$C$17, MATCH(E3, $B$13:$B$17, 0)))
becomes
IF(FALSE, INDEX($C$3:$C$10, MATCH(E3, $B$3:$B$10, 0)), INDEX($C$13:$C$17, MATCH(E3, $B$13:$B$17, 0)))
and returns
INDEX($C$13:$C$17, MATCH(E3, $B$13:$B$17, 0))
Step 3 - Get value
The MATCH function returns the relative position of a value in a cell range or array.
INDEX($C$13:$C$17, MATCH(E3, $B$13:$B$17, 0))
becomes
INDEX($C$13:$C$17, 1)
The INDEX function returns a value based on a row number (and a column number if needed).
INDEX($C$13:$C$17, 1)
returns 33 in cell F3.
Get Excel *.xlsx file
Create-a-column-with-most-recent-data-in-excel.xlsx
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