Data Validation Dropdown remove item when limit reached

dave3009

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Hi Guys

I need a little hand with find a solution to a data validation issue. I checked the search and the usual help sites such as contextures.com but haven't managed to find an answer.

Basically I am creating a booking system, when a class has reached it's limit I want it not to appear in my validation dropdown. The limit for arguments sake is 15,
Excel Workbook
AB
1ClassAttendees
2Class 11
3Class 215
4Class 36
5Class 42
6Class 515
Sheet1
Excel 2007

At the moment I use a standard OFFSET so I can add and delete classes and keep my list neat, but for this example I do not want sheet users to be able to book in more than the limit to one particular class so when it reaches 15 it will no longer be available as a choice. So in the above example only classes 1, 3 & 4 would be options.

I'm going to be sharing this workbook if that makes any difference to the possible solutions. And restrictions at work mean VBA is not an option, apparently.

Thanks for looking, TIA for any solutions

Regards


Dave
 

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Hi Guys

I need a little hand with find a solution to a data validation issue. I checked the search and the usual help sites such as contextures.com but haven't managed to find an answer.

Basically I am creating a booking system, when a class has reached it's limit I want it not to appear in my validation dropdown. The limit for arguments sake is 15,

Excel Workbook
AB
1ClassAttendees
2Class 11
3Class 215
4Class 36
5Class 42
6Class 515
Sheet1
Excel 2007



At the moment I use a standard OFFSET so I can add and delete classes and keep my list neat, but for this example I do not want sheet users to be able to book in more than the limit to one particular class so when it reaches 15 it will no longer be available as a choice. So in the above example only classes 1, 3 & 4 would be options.

I'm going to be sharing this workbook if that makes any difference to the possible solutions. And restrictions at work mean VBA is not an option, apparently.

Thanks for looking, TIA for any solutions

Regards


Dave
It looks like what you need to do is to extract the classes with<15 attendees to another range of cells and then use that range of cells as the source for the drop down list.

See if this helps:

http://www.mrexcel.com/forum/showpost.php?p=2696961&postcount=3
 
Upvote 0
Thanks Biff

Think I'm getting there, just can't seem to figure out how to change the array to get the<15. Keep getting >15 or blanks no matter what I try.
Excel Workbook
ABCDEF
1ClassAttendeesClass MaxListNew List
2Class 11153Class 2
3Class 215Class 5
4Class 36#NUM!
5Class 42
6Class 515
Sheet1
Excel 2007
Cell Formulas
RangeFormula
E2=COUNTIF(UsedClass, "<"&D2)
#VALUE!
Entered with Ctrl+Shift+Enter. If entered correctly, Excel will surround with curly braces {}.
Excel Workbook
NameRefers To
AvailClasses=Sheet1!$A:$A
UsedClass=Sheet1!$B:$B
Workbook Defined Names


Excellent post btw. ;)

Regards


Dave
 
Upvote 0
Thanks Biff

Think I'm getting there, just can't seem to figure out how to change the array to get the<15. Keep getting >15 or blanks no matter what I try.

Excel Workbook
ABCDEF
1ClassAttendeesClass MaxListNew List
2Class 11153Class 2
3Class 215Class 5
4Class 36#NUM!
5Class 42
6Class 515
Sheet1
Excel 2007
Cell Formulas
RangeFormula
E2=COUNTIF(UsedClass, "<"&D2)
#VALUE!
Entered with Ctrl+Shift+Enter. If entered correctly, Excel will surround with curly braces {}. Note: Do not try and enter these manually yourself
Excel Workbook
NameRefers To
AvailClasses=Sheet1!$A:$A
UsedClass=Sheet1!$B:$B
Workbook Defined Names



Excellent post btw. ;)

Regards


Dave
In the extraction formula you're using UsedClass=D$2 where it should be UsedClass< D$2.<D$2.< p>
 
Upvote 0
Excel Workbook
ABCDEF
1ClassAttendeesClass MaxListNew List
2Class 11153Class 1
3Class 215Class 3
4Class 36Class 4
5Class 42
6Class 515
Sheet1
Excel 2007
Cell Formulas
RangeFormula
E2=COUNTIF(UsedClass, "<"&D2)
#VALUE!
Entered with Ctrl+Shift+Enter. If entered correctly, Excel will surround with curly braces {}.
Excel Workbook
NameRefers To
AvailClasses=Sheet1!$A:$A
UsedClass=Sheet1!$B:$B
Workbook Defined Names



EDIT: Apology......the less than $D$2 didn't show in your post. It works PERFECTLY!!.

Excellent
 
Last edited:
Upvote 0
I get #VALUE error

Excel Workbook
ABCDEF
1ClassAttendeesClass MaxListNew List
2Class 11153#VALUE!
3Class 215#VALUE!
4Class 36#VALUE!
5Class 42
6Class 515
Sheet1
Excel 2007
Cell Formulas
RangeFormula
E2=COUNTIF(UsedClass, "<"&D2)
#VALUE!
Entered with Ctrl+Shift+Enter. If entered correctly, Excel will surround with curly braces {}. Note: Do not try and enter these manually yourself
Excel Workbook
NameRefers To
AvailClasses=Sheet1!$A:$A
UsedClass=Sheet1!$B:$B
Workbook Defined Names
The named range UsedClass should be a smaller specific range. Based on the sample data that was posted UsedClass should be defined as:

=Sheet!$B$2:$B$6

If you have empty cells in the UsedClass range then in the extraction formula you'd also have to test the UsedClass range for not being empty.

...IF(usedlClass< D$2,IF(UsedClass<>,ROW(UsedClass))),...

What version of Excel are you using?

How many classes are there?
 
Upvote 0
Hi Biff,

Thanks for help me through this. At the moment I book in between 11 and 15 classes a week. Am I good to use a standard OFFSET for UsedClasses or do I need to be specific?

I don't foresee blank spaces in this list as it will be based on worksheet functions and not user entry, for now....

Regards


Dave

p.s. Using Excel 2007 both at home and work
 
Upvote 0
Hi Biff,

Thanks for help me through this. At the moment I book in between 11 and 15 classes a week. Am I good to use a standard OFFSET for UsedClasses or do I need to be specific?

I don't foresee blank spaces in this list as it will be based on worksheet functions and not user entry, for now....

Regards


Dave

p.s. Using Excel 2007 both at home and work
Later this evening I'll put together a sample file.
 
Upvote 0
Later this evening I'll put together a sample file.
I just thought of something...

Can you have duplicate class selections? If so, then do you need to check the cumulative total for the class? Like this...

Sheet1

<TABLE style="PADDING-RIGHT: 2pt; PADDING-LEFT: 2pt; FONT-SIZE: 10pt; FONT-FAMILY: Verdana,Arial; BACKGROUND-COLOR: #ffffff" cellSpacing=0 cellPadding=0 border=0><COLGROUP><COL style="FONT-WEIGHT: bold; WIDTH: 30px"><COL style="WIDTH: 72px"><COL style="WIDTH: 72px"></COLGROUP><TBODY><TR style="FONT-WEIGHT: bold; FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center"><TD> </TD><TD>A</TD><TD>B</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">1</TD><TD style="BORDER-RIGHT: #000000 1px solid; BORDER-TOP: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class</TD><TD style="BORDER-RIGHT: #000000 1px solid; BORDER-TOP: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Attendees</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">2</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class1</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">3</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">3</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class2</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">15</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">4</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">5</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">6</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">7</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">8</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">9</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">10</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR></TBODY></TABLE>


In the above sample, Class1 has less than 15 attendees so it can be selected again. Class2 is at the max number of attendees so it can't be selected again.

Sheet1

<TABLE style="PADDING-RIGHT: 2pt; PADDING-LEFT: 2pt; FONT-SIZE: 10pt; FONT-FAMILY: Verdana,Arial; BACKGROUND-COLOR: #ffffff" cellSpacing=0 cellPadding=0 border=0><COLGROUP><COL style="FONT-WEIGHT: bold; WIDTH: 30px"><COL style="WIDTH: 72px"><COL style="WIDTH: 72px"></COLGROUP><TBODY><TR style="FONT-WEIGHT: bold; FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center"><TD> </TD><TD>A</TD><TD>B</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">1</TD><TD style="BORDER-RIGHT: #000000 1px solid; BORDER-TOP: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class</TD><TD style="BORDER-RIGHT: #000000 1px solid; BORDER-TOP: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Attendees</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">2</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class1</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">3</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">3</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class2</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">15</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">4</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">Class1</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">7</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">5</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">6</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">7</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">8</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">9</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR><TR style="HEIGHT: 17px"><TD style="FONT-SIZE: 8pt; BACKGROUND-COLOR: #cacaca; TEXT-ALIGN: center">10</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT: #000000 1px solid; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD><TD style="BORDER-TOP-WIDTH: 1px; BORDER-RIGHT: #000000 1px solid; BORDER-LEFT-WIDTH: 1px; BORDER-LEFT-COLOR: #000000; COLOR: #ffffff; BORDER-TOP-COLOR: #000000; BORDER-BOTTOM: #000000 1px solid; TEXT-ALIGN: center">_</TD></TR></TBODY></TABLE>
 
Upvote 0
Hi Biff

There will not be any duplicate classes to consider.

Thanks


Dave
 
Upvote 0

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