Entering a range of numbers and searching same

[Guest]

I'm working with numbered documents. Some clients have a range of documents
(12003-12212) I want to search for document 12,198 and pull up the specific
client tied to that document number.

Know of any possible way to make this happen? Thanks again for your time
and assistance. pennstertx(removeme)@hotmail.com

 

[Dave O]

Hi, Penny-
I started working on a solution for you and got sidetracked (my boss is
so impetuous that way). Your earlier post said you're working with
Bates numbering- are your document numbers contiguous, or do they have
gaps? Also, by any chance are the documents related to a client
entered as two numbers in two cells (the lowest document number and the
highest document number), or are they entered in a single cell in the
format 12003-12212?

More globally speaking, do you have the latitude within your
organization to re-arrange the data if you need to, in order to make
this lookup idea possible?

DaveO

 

[Guest]

Dave - You are such a sweetheart! Thank you. Sorry to have reposted. I
don't post often enough to know how best to do this. And how dare that boss
of yours! Aren't they all the same way.

I'm still using docs with Bates numbers. For the lack of a better
explanation from me, I'm trying to inventory all the docs. I do have
complete control over the data and how it is entered and manipulated. For
now, I have the bates number data in one field, but that can be changed.
Some records have one doc, some have hundreds within the field. Should that
be my first step, separate the beginning and ending of the range of docs?

Hope this isn't too much info. I have not had enough caffeine this morning.
Thanks again for your time. It is so very much appreciated.

Penny

 

[Guest]

Just a sample:

Lets say you have a row for each block of documents, with the number of the
first doc in col A and the number of the last doc in column B and the Client
name in column C:

1 10 client 1
20 25 client 2
60 62 client 3
33 37 client 2

So docs numbered 1 thru 10 are assign to client 1, etc.

First enter this small macro:

Sub Macro1()
Dim r As Range
Dim j, k, l As Long
Set r = Intersect(ActiveSheet.UsedRange, Columns("A:A"))

j = r.Rows.Count
k = --InputBox("Enter document number:")

For l = 1 To j
If k >= Cells(l, 1).Value Then
If k <= Cells(l, 2).Value Then
MsgBox ("Document Number " & k & " Client " & Cells(l, 3).Value)
Exit Sub
End If
End If
Next
MsgBox ("Document Number " & k & " not assigned")
End Sub

When run, the macro will ask for a document number and return the client
name. If the number entered is not assigned, the macro will tell you so.

 

[Dave O]

No such thing as too much caffeine. I forgot to ask: are your Bates
numbers *always* numeric, or might they have alpha characters?

By any chance do the clients have account numbers that are also
*always* numeric?

Is it possible that a client might have document numbers from 1 - 50,
60-75, and 1002-1009, for example?

Separating the start number and end number of a given range will likely
be helpful, but we don't have to decide that yet.

 

[Guest]

First, I would separate your numbers into two columns, say A and B, then on
cell A1, do Format > ConditionalFormat > FormulaIs > and in the right window,
put
=AND($A1<=$G$1,$B1>=$G$1) > and set the Format as Patterns > Green, or
whatever.........then just type the number you're looking for in Cell G1 and
the correct combination of cells will light up...........clearcontents on G1
and they go white again............of course, you can use any unused cell in
place of G1, just change the formula accordingly........

hth
Vaya con Dios,
Chuck, CABGx3

 

[Guest]

NEVER too much caffeine. Grabbed some while I was eagerly awaiting another
response.

Since my post yesterday, I've made things even more complicated (not by
choice!) I'm going to have two distinct bates stamps for each document. And
they do have alphas in them. (One set from Respondent and one from Claimant
- some overlap between docs.) For now, I have the alpha characters in a sep
field. And I did correct the range within one field, made it two sep fields.
I do have account numbers that are alpha and numeric. The account numbers
all start with a number.

You are correct on the client example. If it matters, there are single docs
in the range as well. Example: Brewer has docs labeled 5319, 5325-5898,
6315-6594, etc.

Can't thank you enough. I battled it for too long before turning to you
guys for help.

 

[Guest]

You guys are amazing. Thanks so much. I'm trying this now. I really
appreciate it.

Penny

 

[Guest]

Thank you Chuck for your response. I'm giving this a try now. I really
appreciate all of the help.

Best wishes,
Penny

 

[Dave O]

Penny-
In retrospect it probably was a good idea to separate the beginning and
ending document numbers, since it will make the search and comparison
easier. For clients with only one document number, the beginning and
ending doc numbers will match.

The responses above from Chuck and Gary's Student will work where the
document numbers are purely numeric with no alpha characters. How much
trouble is it to keep the alphas separate from the numerics?

 

[Guest]

Dave (and Chuck and Gary's Student),

I kept the original entry with the range in one field. I do have it
separate now as well. Obviously, I wasn't thinking when I entered them in
one.

I have kept the alpha characters out for now. That can be worked around.
I'm trying both of their solutions now. I was having trouble with Chuck's
option (user error) and I just made it happen! Yeah!!! You guys are soooo
wonderful! I still want to try the solution from Gary's Student. I love
learning new things.

A question though, the Conditional Format gives me the exact field formatted
how I want it... and then I scroll through the doc to find the one selected.
Is there a way to have the cursor move to that field? Sorry if I'm asking
too much. Just really excited to have made this progress. Thanks to all of
you!!!!

Penny

 

[Guest]

Hi Penny........glad to have been of some bit of help..........please
clarify your statement for me...

"the Conditional Format gives me the exact field formatted
how I want it... and then I scroll through the doc to find the one
selected. "


Exactly what does "scroll through the doc" mean.....are all the numbers
listed across the same ROW that the CF found?.........

tks
Vaya con Dios,
Chuck, CABGx3

 

[Guest]

That makes NO sense!!!!

What I mean to say ... the Conditional Format finds the record for me.
Formats it exactly how you showed me to do so. Once it does this, I manually
page up/down to scroll through the doc and find that record. I was asking if
there was a way to tell it to go to that record/field it has found/formatted.

Sorry for the confusion. Thanks for asking me to clarify.

Penny

 

[Dave O]

If I recall correctly, Penny needs to go to the row that contains the
document number so she can click on a link to the document. That's why
she needs to physically move to that cell. Penny, did you have any
luck running Gary's macro? If so we can amend it to move to the cell
in question.

 

[Guest]

Cool.........gotcha now.....
Here's a mod on Gary's code that will locate the cursor to the cell just to
the right of the second column (where possibly your link to the doc yo're
after may be)..........it's set up to be used in conjunction with the
Conditional Formatting thing I gave you yesterday.....just typing your Doc
number in the InputBox that pops up will automatically put it in the cell G1
and control the CF.........

Sub FindDoc()
Dim r As Range
Dim j, k, l As Long
Set r = Intersect(ActiveSheet.UsedRange, Columns("A:A"))
j = r.Rows.Count
k = --InputBox("Enter document number:")
Range("g1").Value = k
For l = 1 To j
If k >= Cells(l, 1).Value Then
If k <= Cells(l, 2).Value Then
Cells(l, 3).Select
' MsgBox ("Document Number " & k & " Client " & Cells(l, 3).Value)
Exit Sub
End If
End If
Next
MsgBox ("Document Number " & k & " not assigned")
End Sub

hth
Vaya con Dios
Chuck, CABGx3

 

[Guest]

You guys are amazing. I'm working with Gary's code now. I was out of the
office this AM... sorry for not responding before now. Thank you so very
much!!! I couldn't have made it this far without you. Hope to post great
news soon!

Penny

 

[Dave O]

Let us know!

 

[Guest]

It's me again!!! Ugh! I have Chuck's latest code entered and I'm having a
little trouble with it. (User error on my part, I'm certain.) When I run
the Macro, it does find the document number and it does format it as I have
specified. It does not go to that specific cell/row that it found. It also
gives me the message "Document Number XX not assigned" even when it is
assigned.

Sorry to bother you guys, again and again. If you have any suggestions for
me, that would be so wonderful. Thanks for all of your help.

Penny

 

[Dave O]

Hi, Penny-
When I mocked up some sample data and used Chuck's code it worked
properly- IF the list of documents started in cell A1. By any chance
does your document list start in a cell other than A1?

Dave O

 

[Dave O]

Forgot to add that it's Ok if your data starts on a different row-
we'll just modify the code a bit, no worries.