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businesslegions
businesslegions, IT Consultant
Category: Microsoft Office
Satisfied Customers: 688
Experience:  An IT Consultant with over 10 years experience
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Hi, pleqase help this first time Visio 2010 user!I am trying

Resolved Question:

Hi, pleqase help this first time Visio 2010 user! I am trying to create org charts in Visio by linking excel data to Visio. However, the output I am getting is not correct ie Visio is not recognising a supervisor, and thuis reporting lines are incorrect. Please assist? I can be reached on +XX XXXXXX. Many thanks, Nicolene

Submitted: 1 year ago.
Category: Microsoft Office
Expert:  businesslegions replied 1 year ago.

businesslegions :

Hi there,

businesslegions :

My name is XXXXX XXXXX I'll be assisting you with this issue.

businesslegions :

PLEASE NOTE: If this chat is idle for 5 minutes (no messages received by either party) it times out. If you do login to this chat and it appears I'm offline, please leave me a message here and I'll connect as soon as I can.

businesslegions :

What are the columns in your excel file?

Customer:

Thank you for your help!

Customer:

I have the fllg comumns:

Customer:

columns

businesslegions :

no problems

businesslegions :

what are the name of the columns: Name | Supervisor | Designation | Department | Phone?

Customer:

Employee number, employee name, personnel subarea (need to filter, eg select HR only fior 1st org diagram), employee position name, supervisor employee number.

Customer:

will this be easier if I call you?

businesslegions :

unfortunately we cannot call due to the terms of this service

Customer:

ok

Customer:

can I email you my excel file?

businesslegions :

you can upload it to wikisend.com

Customer:

hmmm...on 2nd thoughts, I'd rather not

Customer:

confidentila client information

businesslegions :

oh i see

businesslegions :

do you have supervisor name

businesslegions :

instead of number in your excel file?

Customer:

no, but I can just v-lookup to get that

Customer:

shall we go through step by step?

Customer:

I have now inserted supervisor name

Customer:

??

businesslegions :

ok

businesslegions :

now how are you linking it

businesslegions :

are you using the add-ons wizard

businesslegions :

if you click view then add-ons

Customer:

I'm using Visio 2010

businesslegions :

yes that's for visio 2010

Customer:

ok, view > add ons > ?

Customer:

what next pls?

businesslegions :

yes

businesslegions :

do you have business

businesslegions :

then organisation chart wizard

Customer:

ok

Customer:

do i select 1st or 2nd option?

businesslegions :

first option

businesslegions :

then select A text, org plus (*.txt_ or excel file

Customer:

ok, then 2nd option?

businesslegions :

yes second option

businesslegions :

click browse and select your excel file

Customer:

it is saying it cannot open file

businesslegions :

do you still have excel open?

businesslegions :

you need to close excel

Customer:

ok, closing excel now and trying again

businesslegions :

yes

Customer:

it says 'unable to read names from your file'

Customer:

?

businesslegions :

when you selected the file

Customer:

do I need to save my file in a special way?

businesslegions :

no it should be just xlsx

businesslegions :

e.g org.xlsx

Customer:

currently called '130704_GH_30 June 2013_v2'

Customer:

have renamed file to 'GH.xlsx', but it is still saying it cannot read names

businesslegions :

i think it could be the columns

Customer:

I have cleaned up file, and added a new one now

Customer:

it is asking me to choose 'column (fields) from your data file that you want to display

Customer:

is this what will appear in the blocks?

businesslegions :

ok that's great

businesslegions :

yes that's what is going to appear in your org chart

Customer:

ok cool

Customer:

I've clicked next

businesslegions :

ok

Customer:

now asking 'choose the columns from your data file that you want to add to organization chart shapes as shape data fields'

Customer:

what do they mean?

businesslegions :

ok thats where you select the column names

businesslegions :

select all of them

Customer:

how is this different to previous command?

businesslegions :

in the previous step did you select supervisor

Customer:

no

Customer:

because I thought i was being asked for what data to include in each box

Customer:

don't want to display each supervisor name against each employee name, if that makes sense?

businesslegions :

ok go back

businesslegions :

and don't select supervisor

Customer:

which page should I be on now?

Customer:

'column (fields) from your data file that you want to display' ?

businesslegions :

choose the columns (fields) from your data file

businesslegions :

it should be blue on the left hand side

businesslegions :

if you're on the yellow on the left hand side then click back

Customer:

ok, am on blue page

businesslegions :

ok so on the left hand side leave supervisor

businesslegions :

and move everything to the right

Customer:

ok done

Customer:

now on yellow block

Customer:

what should I select?

Customer:

hi? :)

businesslegions :

sorry i thought i said select all

businesslegions :

so move everything to the right

Customer:

you said that was for blue block

Customer:

now on yellow block

businesslegions :

hold on

businesslegions :

sorry i'm confusing you

businesslegions :

for the blue one you need to leave supervisor on the left

businesslegions :

on the yellow one there should be nothing on the left

businesslegions :

it that clear?

Customer:

ok, changing yellow now

businesslegions :

ok great

Customer:

do I need the supervisor names in the file?

Customer:

or only their employee numbers pls?

businesslegions :

up to you

businesslegions :

it will mean that the employee names will come up

businesslegions :

rather than the name

Customer:

am getting error messages:

Customer:

invalid data:(NNN) NNN-NNNN/p>

businesslegions :

is that the supervisor number?

Customer:

Eliminates duplicates in the column that uniquely identifies each record

Customer:

must I just keep saying 'ok'?

businesslegions :

yes

Customer:

yes, that is the supervisor #

businesslegions :

it's validating the information

Customer:

ok

Customer:

am now on a yellow bloack page again

businesslegions :

I think there's errors with the excel file

businesslegions :

let me find you an example with instructions so you can follow

Customer:

the excel file i have contains a lot of data

Customer:

I want to be able to filter within it, and extract different org charts

businesslegions :

ok click on the following link <click here>

businesslegions :

you need to get the basics first

Customer:

is this possible, or do i need to filter separately and save under different file names each time?

businesslegions :

before you can use your excel file

businesslegions :

you will need to save it to different file names because visio don't understand the filter

Customer:

ok, 2 secs

Customer:

am going to re-create a simpler excel file

Customer:

and then start again

businesslegions :

yes

businesslegions :

always best

businesslegions :

so you can get a better understanding and feel of how to set up a complex one

Customer:

does the data have to be ordered by seniority?

Customer:

ie most senior to least senior?

Customer:

please?

businesslegions :

yes

businesslegions :

it needs to be ordered

businesslegions :

for example at the top

businesslegions :

the CEO

Customer:

hmmm...that's going to make my life difficult :)

businesslegions :

then people who report to him

Customer:

but will do for now

businesslegions :

haha creating org charts is not fun

businesslegions :

do you understand why you need to have the organisation hierachy in the excel document?

businesslegions :

it's so that it can create the links

Customer:

yeah, just thought it could pick that up when it saw supervisor number :)

Customer:

ok, it has created something which is a lot better!

businesslegions :

ok great

Customer:

but one prob:

Customer:

i created chart for 'Finance dept'

Customer:

turns out that 1 person in this dept reports to someone in another dept (Engineering)

businesslegions :

you will need to manually create the box

Customer:

how can I correct/update the chart? any other way apart from just adding that person manually?

businesslegions :

no

businesslegions :

it has to be done manually

businesslegions :

the wizard is not the smartest

Customer:

;)

Customer:

thank you, XXXXX XXXXX I manually add a block, please?

Customer:

actually, before that

Customer:

the names of each person appears twice

Customer:

how can I go back and correct that, please?

Customer:

?

businesslegions :

in the org chart?

Customer:

yes

businesslegions :

is there a column which has the same name?

Customer:

no, all columns are uniquely labled

businesslegions :

on the blue screen did you leave supervisor on the left hand side?

Customer:

yes

Customer:

am creating a new chart using same data now

Customer:

fixed it :

Customer:

I had inserted 'first name' and it was reading this as employee name

businesslegions :

I see

Customer:

ok, last q from me, pls :)

businesslegions :

sure

Customer:

how do I manually add a block?

businesslegions :

it would be easier to just copy one

businesslegions :

select an existing block

businesslegions :

then control c (to copy)

businesslegions :

then control v (to paste

businesslegions :

then edit the information in the box

Customer:

ok, done

Customer:

how do I change box colours etc?

businesslegions :

there are some edit tools

businesslegions :

at the top

businesslegions :

or you can click on the box

businesslegions :

then there is a fill button

businesslegions :

looks like a paintbucket

Customer:

great, thank you

businesslegions :

no problems

businesslegions :

if you can rate my services that will be great by clicking the smiley face

businesslegions :

bonuses much appreciated

Customer:

last q, pls

businesslegions :

sure

Customer:

how do I add titles to each block?

Customer:

without doing them manually, and individually?

businesslegions :

what do you mean by titles?

businesslegions :

like the position name?

Customer:

if you right click on a block

Customer:

and go to Properties

Customer:

there's a field for titles

Customer:

not a prob if you're not sure

Customer:

I can just add an additional field in Excel from the beginning

businesslegions :

oh yes

businesslegions :

you would need to add that in excel if you want to populate the information in the block

businesslegions :

such as the title of the position

businesslegions :

once you finished with the wizard

businesslegions :

and it creates the org chat

Customer:

perfect, thank you for all your help!

Customer:

i will rate you now :)

businesslegions :

you can't go back

businesslegions :

a step

businesslegions, IT Consultant
Category: Microsoft Office
Satisfied Customers: 688
Experience: An IT Consultant with over 10 years experience
businesslegions and 2 other Microsoft Office Specialists are ready to help you
Expert:  businesslegions replied 1 year ago.
Thank you for providing me with a positive rating. I'm glad that my skills and services helped you solve your problems. If there's any other questions that you may have please post them and I'll help you with solving the problem or post your question directly to me by going to my profile.

businesslegions Profile

Once again thanks and have a nice day

Thanks and regards,

Marco

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