Hi John,

try this.

Sub Rearrange()

Dim ws1 As Worksheet
Dim ws2 As Worksheet
Dim rngNames As Range
Dim colNames As String
Dim c As Range
Dim saveName As String
Dim offSetCol As Long

Set ws1 = Sheets("Sheet1")  'Edit with original list sheet name
Set ws2 = Sheets("Sheet2")  'Edit with your Output sheet name

colNames = "A"  'Edit to your column of names

With ws1
   Set rngNames = Range(.Cells(2, colNames), _
       .Cells(.Rows.Count, colNames).End(xlUp))
End With

With ws2
   .Cells(1, "A") = "Name"
   .Cells(1, "B") = "Doc1"
   .Cells(1, "C") = "Doc2"
   .Cells(1, "D") = "Doc3"
End With

For Each c In rngNames
   If c.Value <> saveName Then
       With ws2
           .Cells(.Rows.Count, "A").End(xlUp). _
               Offset(1, 0) = c.Value
           saveName = c.Value
       End With
   End If
   If c.Offset(0, 1) <> "" Then
       Select Case Right(c.Offset(0, 1), 1)
           Case 1
               offSetCol = 1
           Case 2
               offSetCol = 2
           Case 3
               offSetCol = 3
       End Select
       With ws2
           .Cells(.Rows.Count, "A").End(xlUp). _
           Offset(0, offSetCol) = "X"
       End With
   End If
Next c

End Sub