Count distinct values, but not all distinct values based on a different set of criteria

Based on Smartsheet limiting the number of columns you may have, I have a situation where unique identifiers from single form entries (inspection IDs), must be carried into another row. This is where the count distinct function comes into play.

=COUNT(DISTINCT(COLLECT({Unique ID}, {Area}, OR(@cell = "Area 1", @cell = "Area 2", @cell = "Area 3", @cell = "Area 4", @cell = "Area 5"), {Date}, AND(IFERROR(MONTH(@cell), 0) = 11, IFERROR(YEAR(@cell), 0) = 2020))))

As you can see the criteria in there that filter the count for the specific areas in one column and the specific date range in another column that I am looking at. This works fine.

However, there are sometimes instances where the same Unique ID is used (within the same criteria specified above) where I would like to count Re-inspections done as well. Inspection (or Unique ID) stays the same, however, whoever fills out the form selects a separate dropdown that says "Re-Inspection 1", "Re-Inspection 2" and so on. Those are unique inspections so I want to count those as well, while at the same time not counting those duplicates that I have eliminated with the formula above.

Any ideas on this much appreciated.

Thank you

Answers

  • Kelly Moore
    Kelly Moore ✭✭✭✭✭✭

    Hi Ross

    If I understand right, you have inspections and re-Inspections. Each re-inspection of the same ID is a unique event.

    A solution could be to join your Unique I’d and Inspection to form a new string and use this string as your unique ID. This would require a helper column - if your sheet has room for that. Not knowing your data I called your drop down column “Inspection category “

    In the helper column

    = [Unique Id]@row+[Inspection category]@row (Change formula to match your column names)

    Then in your index collect use this Joined ID instead of your original {Unique ID}. If I understood your scenario properly, I believe it will give you your distinct counts

  • 谢谢你股。我只是试试这个。没有成功,my formulas are yielding a value of 1 now. But I think that we are on the right track.

  • I think that the count distinct collect formula was not working because of a combo of text and numbers in the new joined ID helper column. My own fix just fixed this.

    =VALUE([Unique ID]@row + RIGHT([Re-Inspection]@row, 1))

    The right-most character in the re-inspection dropdown column is a number 1-10 so it helped to bring those numbers over. Thanks KDM for that help.

  • Now we just need to figure out how to sum values in another column based on this new combined Unique Id column

    Not seeing a lot of info out there on SUM unique values.

    For instance:

    =SUM(DISTINCT(COLLECT({Combined Unique ID}, {Area}, OR(@cell = "Area 1", @cell = "Area 2", @cell = "Area 3", @cell = "Area 4", @cell = "Area 5"), {Date}, AND(IFERROR(MONTH(@cell), 0) = 11, IFERROR(YEAR(@cell), 0) = 2020))))

    I seem to SUM together my unique IDs here. I want the criteria to my combined unique ID field be that it is distinct. But I want to SUM another field. Lets call this field the number of work locations inspected that I want to sum.

    • Combined unique ID must be distinct
    • Area must be specific
    • Date range in the specified month and year

    Brain not working on a Friday afternoon.

    Thanks,

  • Kelly Moore
    Kelly Moore ✭✭✭✭✭✭
    edited 12/12/20

    Hi Ross

    I'm taking a shot at this, not knowing exactly how your data is arranged. I expect we'll have to modify the formula because of this.

    I added two helper columns to the source sheet (the cross referenced one) to pull the DISTINCT more easily. Helper#1 is the system generated auto-number column [Row ID]. I reasoned that the first instance of a CombinedID is a Distinct occurrence. I use the minimum Row ID to find these occurrences. Once found, I tag these rows using my second helper column, a checkbox column. I'll call this Checkbox.

    If you don't already have the system [Row ID] please add it and save.

    Add the checkbox column and in that column, insert this formula

    =IF([Row ID]@row = MIN(COLLECT([Row ID]:[Row ID], CombinedID:CombinedID, CombinedID@row)), 1)

    I will assume that your column [number of work locations inspected] actually contains numbers. Although we can count anything, we can only sum numbers.

    On your target sheet, place this formula in a Text/Number column

    =SUMIFS({number of work locations inspected}, {Test Sheet Checkbox}, @cell = 1, {Test Sheet Area}, OR(@cell = "Area 1", @cell = "Area 2", @cell = "Area 3", @cell = "Area 4"), {Date}, AND(IFERROR(MONTH(@cell), 0) = 11, IFERROR(YEAR(@cell), 0) = 2020))

    Give this a try, modifying the Area to meet your specific needs. I used the same criteria you had used in your earlier request.

    Kelly

  • Worked like a charm. Thank you Smartsheet Wizard. Up top

  • Kelly Moore
    Kelly Moore ✭✭✭✭✭✭

    So glad it worked! Happy to help

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Hi, <\/p>

Instead of applying the formula to \"Multiselect Text String\" row, did you tried with \"Multiselect Values\" row?<\/p>

=IF(HAS([Multiselect Values]@row, [Component ID]@row), \"MATCH\", \"NO MATCH\")<\/p>

Thank you,<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":109493,"type":"question","name":"I am having trouble using \"And\", \"OR\" & \"Countif(s)\" to build a formula.","excerpt":"Hello, I am attempting to come up with a sheet summary formula that counts cells if they meet at least one of 3 different statuses in the same column, AND also meet one of 5 different statuses in a separate column. So using the screenshot I've provided as an example (although it doesn't have 5 different statuses in the…","snippet":"Hello, I am attempting to come up with a sheet summary formula that counts cells if they meet at least one of 3 different statuses in the same column, AND also meet one of 5…","categoryID":322,"dateInserted":"2023-08-25T20:03:21+00:00","dateUpdated":null,"dateLastComment":"2023-08-26T00:34:49+00:00","insertUserID":165710,"insertUser":{"userID":165710,"name":"SmarsheetNewb","url":"https:\/\/community.smartsheet.com\/profile\/SmarsheetNewb","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-26T00:33:27+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":161714,"lastUser":{"userID":161714,"name":"Carson Penticuff","url":"https:\/\/community.smartsheet.com\/profile\/Carson%20Penticuff","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B0Q390EZX8XK\/nBGT0U1689CN6.jpg","dateLastActive":"2023-08-26T01:04:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":22,"score":null,"hot":3386005690,"url":"https:\/\/community.smartsheet.com\/discussion\/109493\/i-am-having-trouble-using-and-or-countif-s-to-build-a-formula","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109493\/i-am-having-trouble-using-and-or-countif-s-to-build-a-formula","format":"Rich","tagIDs":[254],"lastPost":{"discussionID":109493,"commentID":392692,"name":"Re: I am having trouble using \"And\", \"OR\" & \"Countif(s)\" to build a formula.","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/392692#Comment_392692","dateInserted":"2023-08-26T00:34:49+00:00","insertUserID":161714,"insertUser":{"userID":161714,"name":"Carson Penticuff","url":"https:\/\/community.smartsheet.com\/profile\/Carson%20Penticuff","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B0Q390EZX8XK\/nBGT0U1689CN6.jpg","dateLastActive":"2023-08-26T01:04:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-26T00:33:25+00:00","dateAnswered":"2023-08-25T20:44:12+00:00","acceptedAnswers":[{"commentID":392662,"body":"

Try this:<\/p>

=COUNTIFS([Item Number]:[Item Number], OR(@cell = \"C001\", @cell = \"COO2\", @cell = \"COO3\", @cell = \"COO4\"), [Status]:[Status], OR(@cell = \"Green\", @cell = \"Yellow\", @cell = \"Red\"))<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":254,"urlcode":"formulas","name":"Formulas"}]},{"discussionID":109474,"type":"question","name":"Help with date calculation formula","excerpt":"Hello, I'm trying to find a formula that will help me calculate how long an intake took to resolve. The rows I need to be calculated are Date Reported & Resolution Date. If the resolution date is blank I want it to use the current date in the calculation to see how long this issue has gone unresolved. Any help is much…","snippet":"Hello, I'm trying to find a formula that will help me calculate how long an intake took to resolve. The rows I need to be calculated are Date Reported & Resolution Date. If the…","categoryID":322,"dateInserted":"2023-08-25T16:29:39+00:00","dateUpdated":"2023-08-25T16:29:59+00:00","dateLastComment":"2023-08-25T23:01:30+00:00","insertUserID":165688,"insertUser":{"userID":165688,"name":"Nwest","title":"Systems Analyst","url":"https:\/\/community.smartsheet.com\/profile\/Nwest","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!ukHVZ18ImX4!BcjWAe8S9SY!l7iQo_PZHOx","dateLastActive":"2023-08-25T17:22:30+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":165688,"lastUserID":8888,"lastUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-26T17:06:33+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":23,"score":null,"hot":3385987269,"url":"https:\/\/community.smartsheet.com\/discussion\/109474\/help-with-date-calculation-formula","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109474\/help-with-date-calculation-formula","format":"Rich","tagIDs":[254],"lastPost":{"discussionID":109474,"commentID":392687,"name":"Re: Help with date calculation formula","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/392687#Comment_392687","dateInserted":"2023-08-25T23:01:30+00:00","insertUserID":8888,"insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-26T17:06:33+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-25T17:04:22+00:00","dateAnswered":"2023-08-25T16:36:59+00:00","acceptedAnswers":[{"commentID":392622,"body":"

\n \n https:\/\/community.smartsheet.com\/discussion\/109474\/help-with-date-calculation-formula\n <\/a>\n<\/div>\n

Hi, <\/p>

I hope you're well and safe!<\/p>

Try something like this.<\/p>

=IF([Date Reported]@row <> \"//www.santa-greenland.com/community/discussion/73916/\", IF([Resolution Date]@row = \"//www.santa-greenland.com/community/discussion/73916/\", NETDAYS([Date Reported]@row, TODAY()), NETDAYS([Date Reported]@row, [Resolution Date]@row)))<\/p>

Did that work\/help? <\/p>

I hope that helps!<\/p>

Be safe, and have a fantastic weekend!<\/p>

Best,<\/p>

Andrée Starå<\/strong><\/a> | Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p>

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