Auto Filter Pivot table

[Robandemmy]

I have file that on a monthly basis I dump an extract into. That extract feeds pivot tables on 3 other sheets displaying the information at varying levels of detail.

I already have a VBA to auto refresh the tables when new information is added but I'd really like one that could auto filter the first row of the table based on a list.

For example:

One of the columns in the extract is called project number. In that extract there are ~100 project numbers with 100s of entries for each. I would like the pivot table to filter on project numbers 1, 5, 40, 65 and 80 based on a table I have created. That way I can easily change the values in the table to be reflected in the pivot tables.

Is this possible?

Thanks,

Rob

 

[Robandemmy]

In case that was a bit confusing...

What i am trying to do is filter the "Row labels" column of multiple pivot tables on multiple sheets. I would like to filter based on a range (the 1, 5, 40, 65 and 80) stated earlier but if I change this range to 3, 76, 99 then I'd like the "Row labels" to filter accordingly.

 

[Robandemmy]

In case that was a bit confusing...

What i am trying to do is filter the "Row labels" column of multiple pivot tables on multiple sheets. I would like to filter based on a range (the 1, 5, 40, 65 and 80) stated earlier but if I change this range to 3, 76, 99 then I'd like the "Row labels" to filter accordingly.

I have a sample workbook but do not have attachment posting rights.

 

[Robandemmy]

I have a sample workbook but do not have attachment posting rights.

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[SpillerBD]

Use your ranges to assign the Projects to a Group. Then use that Group as a Slicer field to easily switch between the different Groups to be displayed. You still could have any group displayed in individual Pivot Tables.
Refreshing the Data would be better through the Get and Transform/Power Query function.

 

[Fazza]

In any version of Excel, the pivot table can be made from a dataset that comes from the two tables. The data extract and the list of project numbers. One way, is like

SELECT fields
FROM extract X, projects P
WHERE X.project_number = P.project_number

This makes the data in the pivot table only the ones you want.

This is a rough outline of one way to set it up. You might need some google assistance or post again. Works in all versions of Excel with pivot tables. Assuming you have defined names for the data, save the file. From a new file (CTRL-N) start the pivot table wizard ALT-D-P & follow to the end. Choose external data option at the first step. At the end choose the option to edit in MS Query and then edit the SQL to your specific names. Exit MS Query & complete the pivot table. The worksheet containing the pivot table can then be moved into your source file if you want.

 

[Fazza]

Thinking again, Rob, there is a simpler alternative that may suit. Add another field to the worksheet with the extract and populate with a formula that returns TRUE/FALSE by checking project numbers in the extract against the separate list of projects to report. Something like new field "ShowIt" and formula
=isnumber(match(project_number,list of projects to show, 0))

Use this new field as a page field in the pivot table, with TRUE selected. OK?

 

[Robandemmy]

Thanks Fazza! Worked like a charm. I’ll protect the cells containing the formulas and we’ll be set!

Thanks again!

Rob

 

[Fazza]

good to hear, Rob. all the best