Recently, I watched Mark Proctor’s video titled “XLOOKUP Spilling Secret: How to Fix the Array of Arrays Problem.” This video, released on November 7, 2024, dives into handling arrays in Excel using XLOOKUP, with innovative techniques that have captured the attention of Excel enthusiasts. The video has garnered over 7,500 views and more than 100 comments, showcasing the community’s engagement with Mark’s approach. While the techniques presented are undoubtedly clever, they raise a fundamental question: Are these solutions tailored for enterprise scenarios or standalone spreadsheet contexts?
The Problem with Array of Arrays
Mark’s video explores how to resolve the array-of-arrays problem using advanced Excel techniques. Comments on the video reveal admiration for his ingenuity, with users praising solutions like combining XLOOKUP, BYROW, LAMBDA, XMATCH, and CHOOSEROWS. While these approaches are impressive from a technical standpoint, it’s crucial to ask: What is the context in which these techniques are being applied?
- Standalone Spreadsheets: These are commonly used by freelancers, solo entrepreneurs, or small teams. In this context, advanced Excel functions like XLOOKUP can provide practical solutions for managing data directly in a spreadsheet.
- Enterprise Processes: In larger organizations, where collaboration and scalability are paramount, relying on such techniques within individual spreadsheets is often a misstep. Data in these scenarios should not live in standalone spreadsheets but rather in a centralized, structured location—typically a database.
The Enterprise Perspective: Why Reinvent the Wheel?
If the goal is to retrieve a filtered list of data based on specific criteria, as Mark demonstrates, the question becomes: Why isn’t the data centrally stored and queried directly?
In an enterprise context, the solution lies in adopting a Hub-and-Spoke architecture, where:
- Centralized Data Storage: Data resides in a database or a central repository, not scattered across individual spreadsheets.
- Filtering via Queries: Instead of using complex spreadsheet formulas, filtered datasets can be retrieved efficiently using SQL or data models. For example:
- Create a table to store filter criteria.
- Join this table with the central data table.
- Query the result to extract only the relevant rows.
This approach aligns with fundamental principles of enterprise architecture: scalability, maintainability, and accuracy.
What About Data Models and Power Query?
Some might argue that Power Query or data models could be a solution here. While these tools are powerful for ETL (Extract, Transform, Load) processes and reporting, they often lack the real-time, bi-directional functionality required for operational processes in an enterprise environment.
The better approach is to recognize the problem’s scope:
- For analysis and reporting: Power Query and XLOOKUP may suffice.
- For operational processes: A database-driven solution ensures reliability and scalability.
Who Are These Techniques For?
The heart of the matter is identifying the target audience for such Excel solutions. Are we solving problems for:
- Freelancers and small businesses managing standalone spreadsheets?
- Enterprise professionals dealing with large-scale processes?
For enterprise professionals, the time spent mastering clever workarounds for spreadsheet-based issues might be better spent learning to design processes that leverage centralized data and client-server architectures.
Final Thoughts
Mark Proctor’s video is a testament to the creativity and depth of the Excel community. However, it also highlights the divide between “Popular Excel” solutions—crafted for standalone spreadsheet contexts—and “Professional Excel” solutions that address the needs of enterprise environments.
As we applaud innovations like XLOOKUP techniques, we should also ask: Are these solutions preparing us for the challenges of modern, enterprise-level data management? If not, perhaps it’s time to shift focus from workarounds within spreadsheets to adopting scalable, sustainable architectures that meet the demands of today’s interconnected business processes.
This is a podcast by Hiran de Silva. Narrated by Bill.
REF: XLOOKUP Part 3
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