Select all Pivot Items that match list of items in another Excel sheet


I have one Excel sheet that contains a list of people and their associated departments. In a PivotTable on another sheet, I would like to filter my results so that all items "Assigned To" any of the people in a given department will be displayed.

So far, I have code that will filter the list of people to the desired department, and will create an array that contains the names of all of those people. I have then tried to filter the PivotItems that contain these lists of names to be visible and all others to be hidden, but when I try to run the macro it is just continuously thinking. Is there an easier way to do this?

ActiveSheet.Range("$A$1:$E$175").AutoFilter Field:=4, Criteria1:= _ "DEPARTMENT NAME" 'Selects first visible row of filtered data set & _ create array that contains all filtered names ActiveSheet.AutoFilter.Range.Offset(1).SpecialCells(xlCellTypeVisible).Cells(3, 2).Select employeerange = "C" & ActiveCell.Row & ":C" & ActiveSheet.Rows.Count Dim employeearray As Variant employeearray = Range(employeerange).Value 'Cycle through all possible items for the given Pivot Field and compare to _ each of the names in the employee array. Set items that match to visible _ and all others to hidden. Dim PI As PivotItem Dim element As Variant With ActiveSheet.PivotTables("PivotTable2").PivotFields("PIVOT FIELD") For Each PI In .PivotItems For Each element In employeearray If PI Like "*" & CStr(element) & "*" Then PI.Visible = True Else PI.Visible = False End If Next element Next PI End With


Have you checked the first part of your code that builds the array? I can't see your data but I'm not sure that will work the way you hope.

To build up your array, use something like:

ActiveSheet.Range("$A$1:$E$175").AutoFilter Field:=4, Criteria1:= "DEPARTMENT NAME" Dim employeearray As Variant employeearray = ActiveSheet.AutoFilter.Range.Offset(1).SpecialCells(xlCellTypeVisible).Columns("C").Value

As for the 2nd part of the macro..

You're over-testing the match, which if you left it to run would hide everything but the last match.

Use the following instead, which loops through all the .PivotItems but uses a single test to check if the item is in the array.

Dim PI As PivotItem With ActiveSheet.PivotTables("PivotTable2").PivotFields("PIVOT FIELD") For Each PI In .PivotItems PI.Visible = (UBound(Filter(employeearray, PI.Name)) > -1) Next PI End With


When iterating over PivotItems, there's a couple of bottlenecks and gotchas that you want to avoid. See my post at <a href="http://dailydoseofexcel.com/archives/2013/11/14/filtering-pivots-based-on-external-ranges/" rel="nofollow">http://dailydoseofexcel.com/archives/2013/11/14/filtering-pivots-based-on-external-ranges/</a> for more on this.

Among other things, you want to set the PivotTable's ManualUpdate property to TRUE while you do the iteration and then back to FALSE when you're done. Otherwise Excel will try to update the PivotTable each time you change the visibility of a PivotItem. And you also want to ensure that at least one item remains visible at all times. I use something like this:

Option Explicit Sub FilterPivot() Dim pt As PivotTable Dim pf As PivotField Dim pi As PivotItem Dim i As Long Dim vItem As Variant Dim vCountries As Variant Set pt = ActiveSheet.PivotTables("PivotTable1") Set pf = pt.PivotFields("CountryName") vCountries = Array("FRANCE", "BELGIUM", "LUXEMBOURG") pt.ManualUpdate = True 'Stops PivotTable from refreshing after each PivotItem is changed With pf 'At least one item must remain visible in the PivotTable at all times, so make the first 'item visible, and at the end of the routine, check if it actually *should* be visible .PivotItems(1).Visible = True 'Hide any other items that aren't already hidden. 'Note that it is far quicker to check the status than to change it. ' So only hide each item if it isn't already hidden For i = 2 To .PivotItems.Count If .PivotItems(i).Visible Then .PivotItems(i).Visible = False Next i 'Make the PivotItems of interest visible On Error Resume Next 'In case one of the items isn't found For Each vItem In vCountries .PivotItems(vItem).Visible = True Next vItem On Error GoTo 0 'Hide the first PivotItem, unless it is one of the countries of interest On Error Resume Next If InStr(UCase(Join(vCountries, "|")), UCase(.PivotItems(1))) = 0 Then .PivotItems(1).Visible = False If Err.Number <> 0 Then .ClearAllFilters MsgBox Title:="No Items Found", Prompt:="None of the desired items was found in the Pivot, so I have cleared the filter" End If On Error GoTo 0 End With pt.ManualUpdate = False End Sub


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