Data validation rules in Google Sheets - Dashboard Guide

Dashboard Mode - Data validation rules

Dashboard Goal

Help users enter correct data by showing how to use data validation rules in Google Sheets. This dashboard guides you to set rules that limit input to specific types like numbers, dates, or dropdown lists.

Sample Data

Item	Quantity	Order Date	Status
Apples	10	2024-06-01	Pending
Bananas	5	2024-06-03	Shipped
Oranges	8	2024-06-02	Pending
Grapes	12	2024-06-05	Cancelled
Mangoes	7	2024-06-04	Shipped

Dashboard Components

• KPI Card: Total Orders
  Formula: =COUNTA(A2:A6)
  Shows total number of orders (5).
• KPI Card: Valid Quantity Entries
  Formula: =COUNTIF(B2:B6, ">=1")
  Counts quantities that are 1 or more (5 valid entries).
• KPI Card: Valid Order Dates
  Formula: =COUNT(C2:C6) (Note: This counts numbers, so better use =COUNTIF(C2:C6, ">="&DATE(2024,6,1)) - COUNTIF(C2:C6, ">"&DATE(2024,6,30)) to count dates between June 1 and June 30, 2024.)
  Counts valid dates in the range.
• Data Validation Rule Example 1: Quantity must be whole number >=1
  Rule: Set data validation on Quantity column (B2:B6) to allow only whole numbers greater than or equal to 1.
• Data Validation Rule Example 2: Order Date must be a date between 2024-06-01 and 2024-06-30
  Rule: Set data validation on Order Date column (C2:C6) to allow dates between June 1 and June 30, 2024.
• Data Validation Rule Example 3: Status must be from dropdown list
  Rule: Set data validation on Status column (D2:D6) to allow only these values: Pending, Shipped, Cancelled.

Dashboard Layout

+----------------------+----------------------+----------------------+
|    Total Orders       |  Valid Quantity      |  Valid Order Dates    |
|       (KPI)           |      (KPI)           |        (KPI)          |
+----------------------+----------------------+----------------------+
|                      Data Table with sample orders                    |
|                      (Items, Quantity, Order Date, Status)           |
+-----------------------------------------------------------------------+
|  Data Validation Rules Examples (Quantity, Date, Status columns)      |
+-----------------------------------------------------------------------+

Interactivity

When users enter data in Quantity, Order Date, or Status columns, the data validation rules check the input immediately. If input is invalid, a warning or rejection message appears. The KPI cards update automatically to reflect only valid entries.

Self Check

Add a filter to show only orders with Status = "Pending". Which components update?

• The Data Table shows only rows with Status "Pending".
• The KPI cards for Total Orders, Valid Quantity Entries, and Valid Order Dates update to count only the filtered rows.

Key Result

Dashboard demonstrating how to apply and monitor data validation rules for Quantity, Order Date, and Status columns in Google Sheets.

Practice

1. What is the main purpose of Data validation rules in Google Sheets?

easy

A. To control what users can enter in cells to keep data clean

B. To automatically calculate sums and averages

C. To change the color of cells based on values

D. To create charts from data

Solution

1. Step 1: Understand what data validation does

   Data validation sets rules that limit what users can type or select in cells.

2. Step 2: Compare options to the purpose

   Only To control what users can enter in cells to keep data clean describes controlling user input to keep data clean, which is the main goal.

3. Final Answer:

   To control what users can enter in cells to keep data clean -> Option A

4. Quick Check:

   Data validation = control input [OK]

Hint: Data validation controls input, not calculations or colors [OK]

Common Mistakes:

• Confusing data validation with formulas
• Thinking it changes cell colors
• Assuming it creates charts

2. Which of these is the correct way to set a data validation rule for a cell to only allow numbers between 1 and 10?

easy

A. Select the cell, go to Data > Data validation, choose 'Number' and set 'between' 1 and 10

B. Type =IF(A1>0, "Valid", "Invalid") in the cell

C. Use conditional formatting to highlight numbers between 1 and 10

D. Enter a formula =AND(A1>=1, A1<=10) directly in the cell

Solution

1. Step 1: Identify how to set data validation

   Data validation rules are set via the Data menu, not by typing formulas in cells.

2. Step 2: Match the correct method

   Select the cell, go to Data > Data validation, choose 'Number' and set 'between' 1 and 10 correctly describes using Data > Data validation and setting number between 1 and 10.

3. Final Answer:

   Select the cell, go to Data > Data validation, choose 'Number' and set 'between' 1 and 10 -> Option A

4. Quick Check:

   Data validation set via menu = Select the cell, go to Data > Data validation, choose 'Number' and set 'between' 1 and 10 [OK]

Hint: Set rules via Data menu, not by typing formulas [OK]

Common Mistakes:

• Trying to type validation formulas in cells
• Confusing conditional formatting with validation
• Using formulas that only display text, not restrict input

3. You set a data validation rule on cell A1 to allow only dates after 2023-01-01. What happens if a user tries to enter '2022-12-31'?

medium

A. The entry is accepted without any warning

B. The cell automatically changes the date to 2023-01-02

C. Google Sheets shows an error and prevents the entry

D. The cell highlights the date but allows the entry

Solution

1. Step 1: Understand data validation behavior for invalid input

   When a user enters data that breaks the validation rule, Sheets shows an error and blocks the entry by default.

2. Step 2: Apply this to the date rule

   Since '2022-12-31' is before '2023-01-01', the entry is invalid and will be rejected with an error.

3. Final Answer:

   Google Sheets shows an error and prevents the entry -> Option C

4. Quick Check:

   Invalid input triggers error and blocks entry [OK]

Hint: Invalid input triggers error and blocks entry by default [OK]

Common Mistakes:

• Thinking invalid data is accepted silently
• Assuming automatic correction of invalid data
• Confusing highlighting with blocking input

4. You created a data validation rule to allow only text from a list: 'Apple', 'Banana', 'Cherry'. But users can still enter 'Orange'. What is the likely mistake?

medium

A. The list was entered as plain text in the cell, not as a range or list in validation

B. The validation rule was set to 'Show warning' instead of 'Reject input'

C. The cell was formatted as Number instead of Plain text

D. The sheet was not saved after setting the rule

Solution

1. Step 1: Check validation settings for handling invalid input

   Data validation can either reject invalid input or just show a warning but allow it.

2. Step 2: Identify why 'Orange' is accepted

   If 'Show warning' is selected, invalid entries like 'Orange' are allowed with a warning, explaining the issue.

3. Final Answer:

   The validation rule was set to 'Show warning' instead of 'Reject input' -> Option B

4. Quick Check:

   Show warning allows invalid input [OK]

Hint: Use 'Reject input' to block wrong entries, not just warn [OK]

Common Mistakes:

• Confusing warning with blocking input
• Not checking validation input handling option
• Assuming formatting controls validation

5. You want to create a data validation rule that allows users to select only weekdays (Monday to Friday) from a date picker in cell B2. Which custom formula should you use in the data validation rule?

hard

A. =OR(WEEKDAY(B2) = 1, WEEKDAY(B2) = 7)

B. =B2 >= DATE(2023,1,1)

C. =WEEKDAY(B2) > 5

D. =AND(WEEKDAY(B2) >= 2, WEEKDAY(B2) <= 6)

Solution

1. Step 1: Understand WEEKDAY function output

   WEEKDAY returns 1 for Sunday, 2 for Monday, ..., 7 for Saturday.

2. Step 2: Identify weekdays range

   Weekdays are Monday (2) through Friday (6), so the formula must check if WEEKDAY is between 2 and 6.

3. Step 3: Match formula to condition

   =AND(WEEKDAY(B2) >= 2, WEEKDAY(B2) <= 6) uses =AND(WEEKDAY(B2) >= 2, WEEKDAY(B2) <= 6), which correctly allows only weekdays.

4. Final Answer:

   =AND(WEEKDAY(B2) >= 2, WEEKDAY(B2) <= 6) -> Option D

5. Quick Check:

   Weekdays = WEEKDAY 2 to 6 [OK]

Hint: WEEKDAY 2-6 means Monday to Friday [OK]

Common Mistakes:

• Using wrong WEEKDAY numbers for weekdays
• Allowing weekends by mistake
• Not using AND to check range