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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
My name is XXXXX XXXXX I'll be assisting you with this issue.
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What are the columns in your excel file?
Thank you for your help!
I have the fllg comumns:
what are the name of the columns: Name | Supervisor | Designation | Department | Phone?
Employee number, employee name, personnel subarea (need to filter, eg select HR only fior 1st org diagram), employee position name, supervisor employee number.
will this be easier if I call you?
unfortunately we cannot call due to the terms of this service
can I email you my excel file?
you can upload it to wikisend.com
hmmm...on 2nd thoughts, I'd rather not
confidentila client information
oh i see
do you have supervisor name
instead of number in your excel file?
no, but I can just v-lookup to get that
shall we go through step by step?
I have now inserted supervisor name
now how are you linking it
are you using the add-ons wizard
if you click view then add-ons
I'm using Visio 2010
yes that's for visio 2010
ok, view > add ons > ?
what next pls?
do you have business
then organisation chart wizard
do i select 1st or 2nd option?
then select A text, org plus (*.txt_ or excel file
ok, then 2nd option?
yes second option
click browse and select your excel file
it is saying it cannot open file
do you still have excel open?
you need to close excel
ok, closing excel now and trying again
it says 'unable to read names from your file'
when you selected the file
do I need to save my file in a special way?
no it should be just xlsx
currently called '130704_GH_30 June 2013_v2'
have renamed file to 'GH.xlsx', but it is still saying it cannot read names
i think it could be the columns
I have cleaned up file, and added a new one now
it is asking me to choose 'column (fields) from your data file that you want to display
is this what will appear in the blocks?
ok that's great
yes that's what is going to appear in your org chart
I've clicked next
now asking 'choose the columns from your data file that you want to add to organization chart shapes as shape data fields'
what do they mean?
ok thats where you select the column names
select all of them
how is this different to previous command?
in the previous step did you select supervisor
because I thought i was being asked for what data to include in each box
don't want to display each supervisor name against each employee name, if that makes sense?
ok go back
and don't select supervisor
which page should I be on now?
'column (fields) from your data file that you want to display' ?
choose the columns (fields) from your data file
it should be blue on the left hand side
if you're on the yellow on the left hand side then click back
ok, am on blue page
ok so on the left hand side leave supervisor
and move everything to the right
now on yellow block
what should I select?
sorry i thought i said select all
so move everything to the right
you said that was for blue block
sorry i'm confusing you
for the blue one you need to leave supervisor on the left
on the yellow one there should be nothing on the left
it that clear?
ok, changing yellow now
do I need the supervisor names in the file?
or only their employee numbers pls?
up to you
it will mean that the employee names will come up
rather than the name
am getting error messages:
invalid data:(NNN) NNN-NNNN/p>
is that the supervisor number?
Eliminates duplicates in the column that uniquely identifies each record
must I just keep saying 'ok'?
yes, that is the supervisor #
it's validating the information
am now on a yellow bloack page again
I think there's errors with the excel file
let me find you an example with instructions so you can follow
the excel file i have contains a lot of data
I want to be able to filter within it, and extract different org charts
ok click on the following link <click here>
you need to get the basics first
is this possible, or do i need to filter separately and save under different file names each time?
before you can use your excel file
you will need to save it to different file names because visio don't understand the filter
ok, 2 secs
am going to re-create a simpler excel file
and then start again
so you can get a better understanding and feel of how to set up a complex one
does the data have to be ordered by seniority?
ie most senior to least senior?
it needs to be ordered
for example at the top
hmmm...that's going to make my life difficult :)
then people who report to him
but will do for now
haha creating org charts is not fun
do you understand why you need to have the organisation hierachy in the excel document?
it's so that it can create the links
yeah, just thought it could pick that up when it saw supervisor number :)
ok, it has created something which is a lot better!
but one prob:
i created chart for 'Finance dept'
turns out that 1 person in this dept reports to someone in another dept (Engineering)
you will need to manually create the box
how can I correct/update the chart? any other way apart from just adding that person manually?
it has to be done manually
the wizard is not the smartest
thank you, XXXXX XXXXX I manually add a block, please?
actually, before that
the names of each person appears twice
how can I go back and correct that, please?
in the org chart?
is there a column which has the same name?
no, all columns are uniquely labled
on the blue screen did you leave supervisor on the left hand side?
am creating a new chart using same data now
fixed it :
I had inserted 'first name' and it was reading this as employee name
ok, last q from me, pls :)
how do I manually add a block?
it would be easier to just copy one
select an existing block
then control c (to copy)
then control v (to paste
then edit the information in the box
how do I change box colours etc?
there are some edit tools
at the top
or you can click on the box
then there is a fill button
looks like a paintbucket
great, thank you
if you can rate my services that will be great by clicking the smiley face
bonuses much appreciated
last q, pls
how do I add titles to each block?
without doing them manually, and individually?
what do you mean by titles?
like the position name?
if you right click on a block
and go to Properties
there's a field for titles
not a prob if you're not sure
I can just add an additional field in Excel from the beginning
you would need to add that in excel if you want to populate the information in the block
such as the title of the position
once you finished with the wizard
and it creates the org chat
perfect, thank you for all your help!
i will rate you now :)
you can't go back