Excel VBA - Splitting data into report table

Question

I\'m after a bit of help automating a report for work.

I have a spreadsheet with a data dump on, as per screenshot below (this is some data I have mocked up for this

Answer 1

The logic you want to follow would seem to need a nested For Each...Next Statement.

1. Get the first (or next) Rep from the list
2. Filter Raw_Data!B:B on that Rep.
3. Without altering the Rep filter, add another filter for column C (e.g. 'Hot')
4. Transfer the visible values to a new or existing worksheet
5. Without altering the Rep filter, change the filter for column C to 'Warm, then 'Lukewarm' then 'General. With each change, transfer the visible values to the appropriate worksheet.
6. Remove the filter from column C and column B.
7. Go to step 1.

Template Worksheet:

As far as receiving the data, a well-constructed but otherwise blank worksheet could be used as a template. I envision four named ranges with worksheet scope; e.g. lst_Hot, lst_Warm, lst_Lukewarm and lst_General. These can be referenced in your code by concatenating "lst_" & filter_criteria. The cells they point to (aka Applies to:) are best referenced dynamically with a formula.

'lst_Hot Applies to:
=Template!$A$4:INDEX(Template!$H:$H, MATCH("hot", Template!$A:$A, 0)+COUNTA(Template!$A$4:$A$5))
'lst_Warm Applies to:
=Template!$A$7:INDEX(Template!$H:$H, MATCH("warm", Template!$A:$A, 0)+COUNTA(Template!$A$7:$A$8))
'lst_Lukewarm Applies to:
=Template!$A$10:INDEX(Template!$H:$H, MATCH("lukewarm", Template!$A:$A, 0)+COUNTA(Template!$A$10:$A$11))
'lst_General Applies to:
=Template!$A$13:INDEX(Template!$H:$H, MATCH("general", Template!$A:$A, 0)+COUNTA(Template!$A$13:$A$14))

    

Note that the named ranges are of Worksheet scope, not the more common (and default) Workbook scope. This is necessary to reference them in new worksheets without confusion.

While the Template worksheet may be initially visible, it will be hidden with xlSheetVeryHidden after first use. This means it will not be listed in the conventional dialog to unhide a worksheet. You will need to go into the VBE and use the Properties window (e.g. F4) to set the .Visible property to XlSheetVisible or run Sheets("Template").Visible = xlSheetVisible in the VBE's Immediate window (e.g. Ctrl+G). If you do not require this level of hiding the template worksheet, alter the code that makes it xlSheetVeryHidden.

Module1 (Code)

Option Explicit

Sub main()
    'use bRESETALL:=True to delete the Rep worksheets before creating new ones
    'Call generateRepContactLists(bRESETALL:=True)
    'use bRESETALL:=False to apppend data to the existing Rep worksheets or create new ones if they do not exist
    Call generateRepContactLists(bRESETALL:=False)
    
    'optional mailing routine - constructs separate XLSX workbooks and sends them
    'this routine expects a full compliment of worksheet tabs and valid email addresses
    'Call distributeRepContactLists(bSENDASATTACH:=True)
End Sub

Sub generateRepContactLists(Optional bRESETALL As Boolean = False)
    Dim f As Long, r As Long, rs As Long, v As Long, col As Long
    Dim wsr_rws As Long, wsr_col As Long, fldREP As Long, fldSTS As Long
    Dim vSTSs As Variant, vREPs As Variant
    Dim wsrd As Worksheet, wsr As Worksheet, wst As Worksheet, wb As Workbook
    
    On Error GoTo bm_Safe_Exit
    appTGGL bTGGL:=False
    
    If bRESETALL Then
        Do While Worksheets.Count > 3: Worksheets(4).Delete: Loop
    End If
    
    Set wb = ThisWorkbook
    Set wsrd = wb.Sheets("Raw_Data")
    Set wst = wb.Sheets("Template")
    vREPs = wb.Sheets("Reps").Range("lst_Reps")
    'need to go through these next ones backwards due to named range row assignment
    vSTSs = Array("General", "Lukewarm", "Warm", "Hot")
    
    With wsrd
        If .AutoFilterMode Then .AutoFilterMode = False
        With .Cells(1, 1).CurrentRegion
            fldREP = Application.Match("rep", .Rows(1), 0)
            fldSTS = Application.Match("status", .Rows(1), 0)
            For r = LBound(vREPs) To UBound(vREPs)
                .AutoFilter field:=fldREP, Criteria1:=vREPs(r, 1)
                For v = LBound(vSTSs) To UBound(vSTSs)
                    .AutoFilter field:=fldSTS, Criteria1:=vSTSs(v)
                    With .Offset(1, 0).Resize(.Rows.Count - 1, .Columns.Count)
                        If CBool(Application.Subtotal(103, .Columns(fldSTS))) Then
                            rs = Application.Subtotal(103, .Columns(fldSTS))
                            On Error GoTo bm_Missing_Rep_Ws
                            Set wsr = Worksheets(vREPs(r, 1))
                            On Error GoTo bm_Safe_Exit
                            With wsr.Range("lst_" & vSTSs(v))
                                wsr_rws = .Rows.Count
                                .Offset(wsr_rws, 0).Resize(rs, .Columns.Count).Insert _
                                    Shift:=xlDown, CopyOrigin:=xlFormatFromRightOrBelow
                            End With
                            For col = 1 To .Columns.Count
                                If CBool(Application.CountIf(wsr.Range("lst_" & vSTSs(v)).Rows(1), .Rows(0).Cells(1, col).Value2)) Then
                                    wsr_col = Application.Match(.Rows(0).Cells(1, col).Value2, wsr.Range("lst_" & vSTSs(v)).Rows(1), 0)
                                    .Columns(col).Copy _
                                      Destination:=wsr.Range("lst_" & vSTSs(v)).Cells(1, wsr_col).Offset(wsr_rws, 0)
                                    wsr.Range("lst_" & vSTSs(v)).Cells(1, 1).Offset(wsr_rws, 0).Resize(rs, 1) = Date
                                End If
                            Next col
                            With wsr.Range("lst_" & vSTSs(v))
                                .Cells.Sort Key1:=.Columns(8), Order1:=xlDescending, _
                                            Key2:=.Columns(7), Order2:=xlDescending, _
                                            Orientation:=xlTopToBottom, Header:=xlYes
                                .Parent.Tab.Color = .Rows(0).Cells(1).Interior.Color
                            End With
                            Set wsr = Nothing
                        End If
                    End With
                    .AutoFilter field:=fldSTS
                Next v
                .AutoFilter field:=fldREP
            Next r
        End With
        If .AutoFilterMode Then .AutoFilterMode = False
        .Activate
    End With

GoTo bm_Safe_Exit
bm_Missing_Rep_Ws:
    If Err.Number = 9 Then
        With wst
            .Visible = xlSheetVisible
            .Copy after:=Sheets(Sheets.Count)
            .Visible = xlSheetVeryHidden
        End With
        With Sheets(Sheets.Count)
            .Name = vREPs(r, 1)
            .Cells(1, 1) = vREPs(r, 1)
        End With
        Resume
    End If
bm_Safe_Exit:
    appTGGL
End Sub

Sub distributeRepContactLists(Optional bSENDASATTACH As Boolean = True)
    Dim rw As Long, w As Long, fn As String
    
    On Error GoTo bm_Safe_Exit
    appTGGL bTGGL:=False
    
    With Worksheets("Reps").Range("lst_Reps")
        For rw = 1 To .Rows.Count
            fn = .Cells(rw, 1).Value2 & " Contact List " & Format(Date, "yyyy mm dd\.\x\l\s\x")
            fn = Replace(fn, Chr(32), Chr(95))
            fn = Environ("TEMP") & Chr(92) & fn
            If CBool(Len(Dir(fn))) Then Kill fn
            
            For w = 4 To Worksheets.Count
                If LCase(Worksheets(w).Name) = LCase(.Cells(rw, 1).Value2) Then Exit For
            Next w
            
            If w <= Worksheets.Count Then
                With Worksheets(.Cells(rw, 1).Value2)
                    .Copy
                    ActiveWorkbook.SaveAs Filename:=fn, FileFormat:=xlOpenXMLWorkbook
                    ActiveWindow.Close False
                End With
                If bSENDASATTACH Then
                    Call emailRepContactLists(sEML:=.Cells(rw, 2).Value2, sATTCH:=fn)
                    .Cells(rw, 3) = Now
                End If
            End If
        Next rw
    End With
    
bm_Safe_Exit:
    appTGGL
End Sub

Sub emailRepContactLists(sEML As String, sATTCH As String)
    Dim sFROM As String, sFROMPWD As String, cdoMail As New CDO.Message
    
    sFROM = "your_email@gmail.com"
    sFROMPWD = "your_gmail_password"
    
    On Error GoTo bm_ErrorOut
    With cdoMail
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/sendusing") = cdoSendUsingPort
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/smtpusessl") = True
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/smtpserverport") = 465
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/smtpserver") = "smtp.gmail.com"
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/smtpauthenticate") = cdoBasic
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/sendusername") = sFROM
        .Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration/sendpassword") = sFROMPWD
        .Configuration.Fields.Update
        .From = sFROM
        .To = sEML
        .CC = ""
        .BCC = ""
        .Subject = Format(Date, "\N\e\w\ \C\o\n\t\a\c\t\ \L\i\s\t\ \f\o\r\ dd-mmm-yyyy")
        .HTMLBody = "
Please find attached the new contact listings.
"
        .AddAttachment sATTCH
        .send
    End With
    
    GoTo bm_FallOut
bm_ErrorOut:
    Debug.Print "could not send eml to " & sEML
bm_FallOut:
    Set cdoMail = Nothing
End Sub

Sub scrub_clean(Optional wb As Workbook)
    appTGGL bTGGL:=False
    If wb Is Nothing Then Set wb = ThisWorkbook
    Do While Worksheets.Count > 3: Worksheets(4).Delete: Loop
    appTGGL
End Sub

Sub appTGGL(Optional bTGGL As Boolean = True)
    Application.Calculation = IIf(bTGGL, xlCalculationAutomatic, xlCalculationManual)
    Application.EnableEvents = bTGGL
    Application.DisplayAlerts = bTGGL
    Application.ScreenUpdating = bTGGL
    Application.Cursor = IIf(bTGGL, xlDefault, xlWait)
End Sub

• Sub main() - run the operational procedures from here to take advantage of some options
• Sub generateRepContactLists(...) - This is the routine that performs the two nested filtering operations and value transfer to a copy of the Template worksheet.
• Sub distributeRepContactLists(...) (optional) - breaks the Rep contact lists to separate XLSX workbook. Optionally initiates the email send.
• Sub emailRepContactLists(...) (optional) - email with attachments routine configured for a gmail account
• Sub scrub_clean(...) - Helper sub to remove all Rep contact list worksheets
• Sub appTGGL(...) - Helper sub to control application environment

Results:

After running the main() you should be left with a workbook populated with a number or rep contact list worksheets that resemble the following:.

      

You may want to consider putting the classes from Orphid's response into the operational code found in this one.

For the time being, that sample workbook is available from my public dropbox at Rep_Contact_List_Reports.xlsb.