Scan worksheet for missing items per ID - excel

Question

I have a worksheet with IDs of people visiting on certain days.
Simple example.
I want to scan all IDs to check if they have missed a visit day. When visit day 1, 2, 3, 4 and 5 are obligated.
I can't add code to this database, because it is locked (it is a worksheet with confidential info).
I don't know where to start.

Answer 1

The following solution is using Power Query which is available in Excel 2010 Professional Plus and all later versions of Excel. My demonstration is using Excel 365.
Suppose you have two tables:
Table1 is called Tbl_Visitday which is the 2-Column table in your example;
Table2 is called Rng_Obligated which is a 1-Column table containing all obligated days.
Go to Data tab in your Excel ribbon, use From Table function to add both tables to the power query editor one by one. When you access the editor for the first time, make sure set up the Query Options as below to avoid loading every query to a new worksheet;
Once you have added both tables to the editor, make a duplicate of Tbl_Visitday in the Queries section on the left hand side as shown below:
Let's work on Rng_Obligated first, highlight the column, use Transpose function under the Transform tab to transpose the data from rows to columns, then use Merge Columns function to merge all columns by delimiter semicolon ;, then you should have something like the following:
Let's move to Tbl_Obligated(2), remove the Visitday column, remove duplicates within the ID column and sort it ascending, then you should have:
Use Append Queries function under the Home tab to append Rng_Obligated table to the current table, and then right click the Merged column header and choose Fill -> Up to quickly fill the merged column with the same string, then you should have something like follow:
Filtered the ID column to hide null, then use the Split Columns function under the Transform tab to split the Merged column by delimiter semicolon ;, and in the advanced options to choose to put the results into Rows as shown below:
Use Merge Queries function under the Home tab to merge Tbl_Visitday table with the current table by holding the Ctrl key and select the first and second column consecutively in each table as shown below:
Expand the newly merge column to show Visitday column only, add a custom column using this formula =[Merged]=[Visitday], then filter the Custom column to show FALSE results only, then you should have:
Change the format of the Merged column to Text, then use Group By function under the Transform tab to group the Merged column by ID as shown below, the result will be error which is expected:
Go back to the last step in the APPLIED STEPS section on the right hand side, go to the formula bar and replace this part of the formula List.Sum([Merged]) with Text.Combine([Merged],","), hit enter and you will notice the error have become a text string as shown below:
You can close and load the query which will be created as a connection if you have amended the query setting in the first step. You can click Queries & Connections under the Data tab and right click the query and choose to load it to a specific location in your workbook.
In your case, you will need to ask the owner of the shared workbook to unlock the workbook so you can use the power query editor and load the output. Alternatively you can copy and paste the data to a new workbook where you can execute the power query to obtain the result.
Power Query allows you to update your source tables and recalculate the output (once you choose to refresh the data) in the back-end normally in a few seconds. If you do not want the output to be refreshed, you can copy and paste the output to a new table so the results stay unchanged.
Here are the power query M Code for the two tables for your reference. Let me know if you have any questions. Cheers :)
Rng_Obligated
let
Source = Excel.CurrentWorkbook(){[Name="Rng_Obligated"]}[Content],
#"Changed Type" = Table.TransformColumnTypes(Source,{{"obligated", Int64.Type}}),
#"Transposed Table" = Table.Transpose(#"Changed Type"),
#"Merged Columns" = Table.CombineColumns(Table.TransformColumnTypes(#"Transposed Table", {{"Column1", type text}, {"Column2", type text}, {"Column3", type text}, {"Column4", type text}, {"Column5", type text}, {"Column6", type text}, {"Column7", type text}}, "en-AU"),{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7"},Combiner.CombineTextByDelimiter(";", QuoteStyle.None),"Merged")
in
#"Merged Columns"
Tbl_Visitday(2)
let
Source = Excel.CurrentWorkbook(){[Name="Tbl_Visitday"]}[Content],
#"Changed Type" = Table.TransformColumnTypes(Source,{{"ID", type text}, {"Visitday", type text}}),
#"Removed Columns" = Table.RemoveColumns(#"Changed Type",{"Visitday"}),
#"Removed Duplicates" = Table.Distinct(#"Removed Columns"),
#"Sorted Rows" = Table.Sort(#"Removed Duplicates",{{"ID", Order.Ascending}}),
#"Appended Query" = Table.Combine({#"Sorted Rows", Rng_Obligated}),
#"Filled Up" = Table.FillUp(#"Appended Query",{"Merged"}),
#"Filtered Rows" = Table.SelectRows(#"Filled Up", each ([ID] <> null)),
#"Split Column by Delimiter" = Table.ExpandListColumn(Table.TransformColumns(#"Filtered Rows", {{"Merged", Splitter.SplitTextByDelimiter(";", QuoteStyle.Csv), let itemType = (type nullable text) meta [Serialized.Text = true] in type {itemType}}}), "Merged"),
#"Changed Type1" = Table.TransformColumnTypes(#"Split Column by Delimiter",{{"Merged", Int64.Type}}),
#"Merged Queries" = Table.NestedJoin(#"Changed Type1",{"ID", "Merged"},Tbl_Visitday,{"ID", "Visitday"},"Table6",JoinKind.LeftOuter),
#"Expanded Table6" = Table.ExpandTableColumn(#"Merged Queries", "Table6", {"Visitday"}, {"Visitday"}),
#"Added Custom" = Table.AddColumn(#"Expanded Table6", "Custom", each [Merged]=[Visitday]),
#"Filtered Rows1" = Table.SelectRows(#"Added Custom", each ([Custom] = false)),
#"Changed Type2" = Table.TransformColumnTypes(#"Filtered Rows1",{{"Merged", type text}}),
#"Grouped Rows" = Table.Group(#"Changed Type2", {"ID"}, {{"MissedDay", each Text.Combine([Merged],","), type text}})
in
#"Grouped Rows"