if cell has specific text display different drop down menu

Lussy89

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21-01-2025

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This article explains how to dynamically change a dropdown menu in Google Sheets based on the text in another cell. This powerful technique allows for customized user experiences and streamlined data entry. We'll cover several methods, from simple data validation to using Google Apps Script for more complex scenarios.

Understanding the Problem and Solution

Imagine you have a spreadsheet tracking product orders. One column indicates the product category (e.g., "Electronics," "Clothing," "Books"). Depending on the category, you want a different dropdown menu to appear in the next column – offering relevant options. For instance, if the category is "Electronics," the dropdown should list brands like "Apple," "Samsung," "Sony." If it's "Clothing," the dropdown might list "Shirt," "Pants," "Dress."

This isn't possible with basic data validation alone. We need a way to link the cell content to the dropdown menu's options. We'll explore solutions leveraging Google Sheets' built-in functions and the power of Google Apps Script.

Method 1: Using Data Validation with Helper Columns (Simpler Cases)

For straightforward scenarios with a limited number of categories and options, this method is efficient.

Steps:

1. Create Helper Columns: Set up columns to list all possible options for each category. For example:

   • Column A: Product Category (e.g., "Electronics," "Clothing")
   • Column B: Electronics Brands (Apple, Samsung, Sony, etc.)
   • Column C: Clothing Items (Shirt, Pants, Dress, etc.)

2. Use IF Formula for Data Validation: In the column where you want the dropdown (e.g., Column D), use a formula like this (adjust cell references as needed):

   =IF(A2="Electronics", B:B, IF(A2="Clothing", C:C, ""))

   This formula checks the category in A2. If it's "Electronics," it uses the range B:B (Electronics Brands) for the dropdown. If it's "Clothing," it uses C:C (Clothing Items). Otherwise, it returns an empty string.

3. Apply Data Validation: Select the column with the formula (Column D). Go to Data > Data validation. Choose "List from a range" and select the cell containing the formula.

Limitations: This approach becomes unwieldy with numerous categories and options. It requires separate helper columns for each category.

Method 2: Leveraging Google Apps Script (For Complex Scenarios)

For more advanced scenarios, Google Apps Script provides a flexible and scalable solution. This allows for dynamic dropdown menus based on various conditions, including complex logic and external data sources.

Code Example:

function onEdit(e) {
  // Get the edited cell
  var range = e.range;
  var sheet = range.getSheet();

  // Check if the edited cell is in the category column (adjust column index as needed)
  if (range.getColumn() == 1) {
    var category = range.getValue();
    var options = [];

    // Define options based on the category
    switch (category) {
      case "Electronics":
        options = ["Apple", "Samsung", "Sony"];
        break;
      case "Clothing":
        options = ["Shirt", "Pants", "Dress"];
        break;
      // Add more cases as needed
      default:
        options = []; // No options if category is not recognized
    }

    // Get the dropdown cell (adjust column index as needed)
    var dropdownCell = sheet.getRange(range.getRow(), 2);

    // Clear existing data validation
    dropdownCell.clearDataValidations();

    // Set the new data validation
    var rule = SpreadsheetApp.newDataValidation().requireValueInList(options, true).build();
    dropdownCell.setDataValidation(rule);
  }
}

Explanation:

• The onEdit(e) function triggers whenever a cell is edited.
• It checks if the edited cell is in the "Category" column.
• Based on the category, it dynamically generates the options array.
• It clears any existing data validation in the dropdown cell.
• Finally, it sets the new data validation rule using the generated options.

Steps to Implement:

1. Open Script Editor: In Google Sheets, go to Tools > Script editor.
2. Copy and Paste Code: Copy the code above and paste it into the script editor.
3. Modify Code: Adjust the column indices (currently 1 and 2) to match your spreadsheet's layout. Add more case statements for additional categories and options.
4. Save the Script: Save the script with a descriptive name (e.g., "DynamicDropdown").
5. Authorize the Script: The first time you run the script, you might need to authorize it to access your Google Sheet.

This script provides a far more flexible and scalable approach. You can easily add new categories and options without modifying the formula in every cell.

Choosing the Right Method

For simple cases with a few categories and options, the helper column method is sufficient. However, for more complex scenarios or when scalability is important, using Google Apps Script is the recommended approach. This offers better maintainability and customization. Remember to adapt the code and formulas to match your specific spreadsheet setup.