Copy data from large worksheet into multiple workbooks


R

richzip

I want to know if it is possible to do the following:

I have a worksheet with hours worked for approx 400 employees. As employees
request a look at their hours, I copy their individual data into a template,
which I then email to them. The template has a small pivot table, which I
have set up to auto-refresh as data in the cells is changed. I want to try
to automate this process as much as possible:

I want to copy the rows for an employee into this template (using "paste
special" and "values" only, to preserve the formatting of this template).
The selected rows would depend on the employee number, which is the first
column of the main workbook. Then I want to save it with the employee number
as the file name. Then, it would repeat this process for each employee.
Each employee's data would have to be copied into the "blank" template before
saving, since some employees might have fewer rows than the previous
employee.
 
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R

richzip

Hi there ..thank you so much for your help. I have a couple of other
questions:

I probalby won't use the mail thing you mentioned, since names are not on
the source workbook. However, copying the data to a new work book will be
very helpful.

I used the section titled "Create a new workbook for all unique values" and
it worked great. however, I want the source data to be copied to a
"template" in a totally separate workbook,that I already have saved in "my
document". that template has its own header row, and I want to paste the
data to the row right below that header (row 3).

Should I modify the "Create a new workbook for all unique values" or the Add
data to an existing sheet (AutoFilter))" instructions? If so, what needs to
be modified?

Thanks again!!
 
R

Ron de Bruin

Hi richzip

Is it a normal workbook the template or a real template workbook (xlt)
 
R

richzip

It has a .xls file name, so I'm guessing a normal workbook. It has 2
worksheets: "paysheet" (the one I want to paste the data to) and another
one, which is used to help calculate a pivot table that is contained within
"paysheet"
 
R

Ron de Bruin

Test this one

Change the path here
Set WBNew = Workbooks.Open("C:\Users\Ron\Documents\mytemplate.xls")

And the paste cell here
With WBNew.Sheets("paysheet").Range("A3")



Sub Copy_To_Workbooks()
Dim CalcMode As Long
Dim ws1 As Worksheet
Dim ws2 As Worksheet
Dim WBNew As Workbook
Dim rng As Range
Dim cell As Range
Dim Lrow As Long
Dim foldername As String
Dim MyPath As String
Dim FieldNum As Integer
Dim FileExtStr As String
Dim FileFormatNum As Long

'Name of the sheet with your data
Set ws1 = Sheets("Sheet1") '<<< Change

'Determine the Excel version and file extension/format
If Val(Application.Version) < 12 Then
'You use Excel 97-2003
FileExtStr = ".xls": FileFormatNum = -4143
Else
'You use Excel 2007
If ws1.Parent.FileFormat = 56 Then
FileExtStr = ".xls": FileFormatNum = 56
Else
FileExtStr = ".xlsx": FileFormatNum = 51
End If
End If

'Set filter range : A1 is the top left cell of your filter range and
'the header of the first column, D is the last column in the filter range
Set rng = ws1.Range("A1:D" & Rows.Count)

'Set Field number of the filter column
'This example filters on the first field in the range(change the field if needed)
'In this case the range starts in A so Field:=1 is column A, 2 = column B, ......
FieldNum = 1

With Application
CalcMode = .Calculation
.Calculation = xlCalculationManual
.ScreenUpdating = False
End With

' Add worksheet to copy/Paste the unique list
Set ws2 = Worksheets.Add

'Fill in the path\folder where you want the new folder with the files
'you can use also this "C:\Users\Ron\test"
MyPath = Application.DefaultFilePath

'Add a slash at the end if the user forget it
If Right(MyPath, 1) <> "\" Then
MyPath = MyPath & "\"
End If

'Create folder for the new files
foldername = MyPath & Format(Now, "yyyy-mm-dd hh-mm-ss") & "\"
MkDir foldername

With ws2
'first we copy the Unique data from the filter field to ws2
rng.Columns(FieldNum).AdvancedFilter _
Action:=xlFilterCopy, _
CopyToRange:=.Range("A1"), Unique:=True

'loop through the unique list in ws2 and filter/copy to a new workbook
Lrow = .Cells(Rows.Count, "A").End(xlUp).Row
For Each cell In .Range("A2:A" & Lrow)

Set WBNew = Workbooks.Open("C:\Users\Ron\Documents\mytemplate.xls")

'Firstly, remove the AutoFilter
ws1.AutoFilterMode = False

'Filter the range
rng.AutoFilter Field:=FieldNum, Criteria1:="=" & cell.Value

'Copy the visible data and use PasteSpecial to paste to the new worksheet
ws1.AutoFilter.Range.Copy
With WBNew.Sheets("paysheet").Range("A3")
.Parent.Select
' Paste:=8 will copy the columnwidth in Excel 2000 and higher
.PasteSpecial Paste:=8
.PasteSpecial xlPasteValues
.PasteSpecial xlPasteFormats
Application.CutCopyMode = False
.Select
End With

'Save the file in the new folder and close it
WBNew.SaveAs foldername & " Value = " _
& cell.Value & FileExtStr, FileFormatNum
WBNew.Close False

'Close AutoFilter
ws1.AutoFilterMode = False

Next cell

'Delete the ws2 sheet
On Error Resume Next
Application.DisplayAlerts = False
.Delete
Application.DisplayAlerts = True
On Error GoTo 0

End With

MsgBox "Look in " & foldername & " for the files"

With Application
.ScreenUpdating = True
.Calculation = CalcMode
End With
End Sub
 
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R

richzip

Hi Ron,

When I tried to run this macro, I got an error window that simply said
"400". It did the auto-filter, and filtered to show my first ID # from the
source workbook. It also created a 2nd worksheet that listed all the ID
numbers from the source worksheet. It also opened the destination workbook I
wanted to paste the data too, and the cursor went to the cell where I wanted
the paste to start. That was it.

Thanks, Rich
 
R

Ron de Bruin

Be sure that sheet name is correct in your template workbook (paysheet)
Is the sheet protected ?
 
R

richzip

No, the sheet is not protected, and the sheet name is correct.

In addition, when the macro opened the destination workbook, it
automatically "unhid" some columns I had hidden. I don't think this would
affect it, because the columns still match up to the source data. In any
case, I also tried unhiding the columns myself and re-running the macro, but
got the same error 400.
 
R

Ron de Bruin

In addition, when the macro opened the destination workbook, it
automatically "unhid" some columns I had hidden.

This is very strange

If you test it with another template workbook do you have the same problem then ?
If you want you can send me your template workbook and I look at it for you
 
R

richzip

That would be great . .where do you want me to send it?

It did work when I started with a blank workbook, and had it copy the data
to that blank one. It even began pasting in the correct cell (A3).
 
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R

richzip

Hi Ron,

I got this to work with another destination template. I do, however, have a
couple of other questions for you:

1. Is it possible to auto refresh the pivot table on the destination
template when it is created? If I go into the newly created document and
make a change myself, the auto refresh works-it just doesn't refresh the
pivot table when it is first created.

2. How do I prevent the header row from the source worksheet from showing
up on the destination worksheet?

3. I may want to save the document as an html document rather than xls.
How can I change the code to reflect that if I decide to go that way?

Thanks again for everything!
 
R

Ron de Bruin

Hi

There is event code in the sheet so we must add two lines
Add the EnableEvents line in this two blocks of code


With Application
CalcMode = .Calculation
.Calculation = xlCalculationManual
.ScreenUpdating = False
.EnableEvents = False
End With

With Application
.ScreenUpdating = True
.Calculation = CalcMode
.EnableEvents = True
End With


If you use Excel 2007 change this line

FileExtStr = ".xlsx": FileFormatNum = 51

To
FileExtStr = ".xlsm": FileFormatNum = 52
 
R

Ron de Bruin

Not much time but

1: After the copy and before the save line add the refresh code line

2: See a example here
http://www.rondebruin.nl/copy5.htm#Add

3: look in the VBA help for SaveAs
look at the fileformat

If you record a macro you also have the basic code

If you need more help post back and I will help you.
Working in my bathroom on this moment (most of my computers are below plastic for the dust)
 
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R

richzip

This is the code I had in the worksheet to auto refresh the pivot table, but
it didn't work:

Private Sub Worksheet_Change(ByVal Target As Range)

Me.PivotTables(1).RefreshTable

End Sub


Error box says : compile error: Expected end sub
 
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