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Sorting a list of employees in hierarchical order in Excel|General Excel Questions & Answers|Excel Forum|My Online Training Hub

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sp_CrumbsHome HomeExcel ForumGeneral Excel Questions & Answe…Sorting a list of employees in hier…
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Sorting a list of employees in hierarchical order in Excel
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Tony Parker

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October 29, 2020 - 8:37 am
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Hi,

I'm trying to sort a list which has been exported from a data base and then covered to a table in excel in to a hierarchical list with the most senior employee at the top of the list (CEO), then their next direct report, followed by subsequent employee reports.  My data has circa 2300 rows with each employee on a new row and the relationship between a manager and employee is dictated by a manager number and a person number.  The outcome is shown below in simple form but due to the number of rows its very time consuming to sort line by line.

Hierarchy Employee Number Employee Name Manager name Manager Number Job title
++ 123 James Smith     CEO
++/++ 432 Shaun Parker James Smith 123 Chief People officer
++/++/++ 234534 Georgina Fredricks Shaun Parker 432 HR Manager
++/++/++/++ 542323 Bob Smart Georgina Fredricks 234534 Reward Manager
++/++/++/++ 13 Charles Banker Georgina Fredricks 234534 Payroll Manager
++/++ 2353 Neil Luckins James Smith 123 Chief Operations officer
++/++ 98 David Dimbleby Neil Luckins 2353 Operations Manager
++/++/++ 24 Fred Smith David Dimbleby 98 IT Manager

Can someone post a detailed way of creating this?

Many thanks

Tony

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Mynda Treacy
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October 29, 2020 - 8:49 am
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Hi Tony,

One way is to create a lookup table that ranks the hierarchy codes into numeric equivalents. See file attached. 

Note: if you sort based on the hierarchy codes in column A it will sort correctly anyway, but if you have new codes that don't follow this same pattern, then you may need to use the lookup table solution.

Hope that helps.

Mynda

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Tony Parker

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October 29, 2020 - 5:50 pm
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Hi Mynda, 

That makes perfect sense, however I don't have the hirarchy column to create the custom sort, all I have is columns B to F - I'd also like to create column A in the spreadsheet.

Thanks

Tony

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Mynda Treacy
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October 30, 2020 - 7:13 am
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In that case you'd use column F in your lookup table and then rank these job titles numerically and, or with the hierarchy code you displayed in column A.

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