MS Access extracting elements from multi-valued field based on condition - sql

Question

I get a report where there is a multi-valued field that houses user roles and the respective user information. There are a total of 6 roles and each row of data could have multiple people operating under the same role. I am using MS Access 2013 to do my data manipulation.
ID Data Users
1 Data1 Supervisor (MICROSOFT OUTLOOK; microsoftoutlook#example.com 9999999999) Admin Assistant (WATER BOTTLE; waterbottle#example.com, 9999999999) Analyst (GREEN BLUE; greenblue#example.com; 999999999)
2 Data2 Supervisor (COMPUTER MONITOR; computermonitor#example.com; 9999999999) Admin Assistant (MICROSOFT EXCEL; microsoftexcel#example.com, 9999999999) Analyst (GREEN BLUE; greenblue#example.com; 999999999); Analyst (ORANGE PURPLE; orangepurple#example.com; 999999991)
3 Data3 Supervisor (GREEN BLUE; greenblue#example.com; 9999999999) Admin (MICROSOFT ACCESS; microsoftaccess#example.com, 9999999999) Analyst (ORANGE PURPLE; orangepurple#example.com; 999999999); Analyst (YELLOW BLACK; yellowblack#example.com; 999999991)
The above is a truncated and substituted data set. In ID = 2 and 3, there are 2 analysts. There could be a case where there are 2 "Admin Assistants". The formatting for the Users is exactly as listed. Individual users could be listed across multiple rows as well and under different roles sometimes.
I don't necessarily need to split the data apart, but I do need pick out certain roles based on the Data column. If Data = [Certain Condition], then pull in a certain user role. For example, if Data = "Completed", I need to pull all the "Supervisors" for that row. If Data = "In progress", I need to pull all the "Analysts" for that row. There are other conditionals too for determining which role and users to pull. I need to pull both the user role and the users associated with that role for that row. I would like to create 2 new columns for "Ownership Role" and "Current Ownership". "Ownership Role" is the User Role and "Current Ownership" should contain all the users associated with that role for that row.
Please let me know if you have any questions or need any clarification. I appreciate you taking the time to read this.
UPDATE
My desired results are below.
ID Data Ownership Role Current Ownership Users
1 Completed Supervisor MICROSOFT OUTLOOK Supervisor (MICROSOFT OUTLOOK; microsoftoutlook#example.com 9999999999) Admin Assistant (WATER BOTTLE; waterbottle#example.com, 9999999999) Analyst (GREEN BLUE; greenblue#example.com; 999999999)
2 In Progress Analyst GREEN BLUE, ORANGE PURPLE Supervisor (COMPUTER MONITOR; computermonitor#example.com; 9999999999) Admin Assistant (MICROSOFT EXCEL; microsoftexcel#example.com, 9999999999) Analyst (GREEN BLUE; greenblue#example.com; 999999999); Analyst (ORANGE PURPLE; orangepurple#example.com; 999999991)
3 Initiated Admin MICROSOFT ACCESS Supervisor (GREEN BLUE; greenblue#example.com; 9999999999) Admin (MICROSOFT ACCESS; microsoftaccess#example.com, 9999999999) Analyst (ORANGE PURPLE; orangepurple#example.com; 999999999); Analyst (YELLOW BLACK; yellowblack#example.com; 999999991)
UPDATE 2019-05-10
Due to my failure to properly explain the question and set up a sample data set, I am posting the cases based on June7's answer and a sample row of data.
Case "Initiated"
strRole = "Main Admin Assistant"
Case "Drafted"
strRole = "Financial Analyst"
Case "Rated"
strRole = "Contractor Rep"
Case "Reviewed"
strRole = "Assessing Official"
Case "Finalized"
strRole = "Reviewing Official"
Sample Data - this is all in 1 cell in Excel and each element is on a different line in that cell. Immediately after the close parenthesis, there is NO space from what I can tell so the next user role begins IMMEDIATELY.
Supervisor (ERGO KB; ergokb#example.com; [phone])Team Lead (WIDE SCREEN; widescreen#example.com; 9999999999)Team Rep (CELL PHONE; cellphone#example.com; 999-999-9999)Team Rep (CLICK PEN; clickpen#example.com; [phone])Main Admin Assistant (WIRED MOUSE; wiredmouse#example.com; 999-999-9999)Main Admin Assistant (PHONE CHARGER; phonecharger#example.com; 9999999999)Financial Analyst (WATER BOTTLE; waterbottle#example.com; [phone])Financial Analyst (CLEAR TAPE; cleartape#example.com; 999-999-9999)Human Resources (POST IT NOTE; postitnote#example.com; 999-999-9999)
For each status below, I want the associated User Role.
Status User Role
Initiated Main Admin Assistant
Drafted Financial Analyst
Rated Team Rep
Reviewed Financial Analyst
Finalized Human Resources
Completed Completed
Real Desired Results
Status User Role Users
Initiated Main Admin Assistant WIRED MOUSE, PHONE CHARGER
Drafted Financial Analyst WATER BOTTLE, CLEAR TAPE
Rated Team Rep CELL PHONE, CLICK PEN
Reviewed Financial Analyst WATER BOTTLE, CLEAR TAPE
Finalized Human Resources POST IT NOTE
Completed Completed Completed

Answer 1

Consistency in structure is critical when parsing strings. For instance, there is a semi-colon after ) between the last two elements of IDs 2 and 3 but no semi-colon after the others. That extra semi-colon complicates programming logic. Since comments say that semi-colon is a typo as well as no space following ), code reflects those corrections in structure.
Here is a function to get you started. Place this procedure in a general module and it can be called from query or textbox.
Function GetUsers(strData As String, strUsers As String) As String
Dim aryS As Variant, x As Integer, strRole As String, strNames As String
aryS = Split(strUsers, ")")
Select Case strData
Case "Initiated"
strRole = "Main Admin Assistant"
Case "Drafted"
strRole = "Financial Analyst"
Case "Rated"
strRole = "Team Rep"
Case "Reviewed"
strRole = "Financial Analyst"
Case "Finalized"
strRole = "Human Resources"
End Select
For x = 0 To UBound(aryS) - 1
If strRole = Left(aryS(x), InStr(aryS(x), "(") - 2) Then
strNames = strNames & Mid(aryS(x), InStr(aryS(x), "(") + 1, InStr(aryS(x), ";") - 1 - InStr(aryS(x), "(")) & ", "
End If
Next
If strNames <> "" Then GetUsers = Left(strNames, Len(strNames) - 2)
End Function
Instead of determining Role by calculation with Data, suggest a table that defines these associations. Include that table in query then pass the Role to function instead of Data and the Case block should not be needed.
Revised code to deal with inconsistent phone number structure that sometimes has parens causing previous code to fail as well as the possibility of similar role names (I probably should have gone this way to begin with):
Function GetUsers(strData As String, strUsers As String) As String
Dim strRole As String, strNames As String
Select Case strData
Case "Initiated"
strRole = "Main Admin Assistant ("
Case "Drafted"
strRole = "Financial Analyst ("
Case "Rated"
strRole = "Team Rep ("
Case "Reviewed"
strRole = "Financial Analyst ("
Case "Finalized"
strRole = "Human Resources ("
Case "Completed"
strRole = "Financial Analyst Jr ("
End Select
Do While InStr(strUsers, strRole) > 0
strUsers = Mid(strUsers, InStr(strUsers, strRole))
strNames = strNames & Mid(strUsers, InStr(strUsers, "(") + 1, InStr(strUsers, ";") - Len(strRole) - 1) & ", "
strUsers = Mid(strUsers, 2)
Loop
If strNames <> "" Then GetUsers = Left(strNames, Len(strNames) - 2)
End Function