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Macro Help Hiding ShapeData on an Organizational Chart

Posted on 2010-09-15
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Last Modified: 2012-05-10
I've recorded the following Macro to hide sensitive employee data within the ShapeData on a Visio Org. Chart; I would like your assistance in editing the macro to apply to all shapes (employees) across multiple worksheets.

Also if the ordering or number of data fields in shape data were to change would it affect this macro?
Sub HideSensitiveShapeData()
'
' Hides sensitive employee information
'
' Keyboard Shortcut: Ctrl+Shift+H
'

    Dim UndoScopeID1 As Long
    UndoScopeID1 = Application.BeginUndoScope("Shape Data")
    Dim vsoShape1 As Visio.Shape
    Dim intPropRow2 As Integer
    Set vsoShape1 = Application.ActiveWindow.Page.Shapes.ItemFromID(7)
    intPropRow2 = 4
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 7
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 8
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 9
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 10
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 13
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 14
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 15
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    intPropRow2 = 16
    vsoShape1.CellsSRC(visSectionProp, intPropRow2, visCustPropsInvis).FormulaU = "1"
    Application.EndUndoScope UndoScopeID1, True

End Sub

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Question by:-Polak
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Accepted Solution

by:
Scott Helmers earned 500 total points
ID: 33691663
Let me answer you last question first -- yes, unfortunately, the macro recorder generates code that is very specific, so moving shapes around or selecting different shapes may prevent this code from working properly.

Consequently, we need to generalize a bit. The key problem with the code above is that it refers to each "invisible" cell by it's position in the shape data section of the shapesheet (that's the "intPropRow2" value). What we want to do is refer to the invisible cell based on the name of the field rather than a position in the shapesheet.

The code below does that. The two main subs ("HideShapeDataFields" and "ShowShapeDataFields") include the code to loop through each shape on each page. Within the main loop is a Call to a sub that does the actual work of hiding or showing a field (note that we pass the current shp and the name of the field we want to change). You can add as many Call statements as you have fields to hide/show -- just include one field name in quotes in each Call statement.

BTW, the reason that the called subs test for existence of a field before trying to hide it is that the main loop will cycle through every shape on every page -- including labels, graphics and any other random shapes that happen to be present. Because those shapes won't contain the data fields we're trying to alter, we need to prevent the code from producing an error if it tries to show/hide a non-existent field.

Regards,
Scott
 

Sub HideShapeDataFields()
' hide selected shape data fields

    Dim pg As Page
    Dim shp As Shape
    
    For Each pg In ActiveDocument.Pages
        For Each shp In pg.Shapes
            
            Call HideField(shp, "Telephone")
            Call HideField(shp, "Email")
            Call HideField(shp, "AnotherField1")
            Call HideField(shp, "AnotherField2")
            
        Next
    Next

End Sub
Private Sub HideField(shp As Visio.Shape, sField As String)
' if field exists, hide it

    If shp.CellExistsU("Prop." & sField, False) Then
        shp.CellsU("Prop." & sField & ".Invisible").Formula = True
    End If

End Sub
Sub ShowShapeDataFields()
' show selected shape data fields

    Dim pg As Page
    Dim shp As Shape
    
    For Each pg In ActiveDocument.Pages
        For Each shp In pg.Shapes
            
            Call ShowField(shp, "Telephone")
            Call ShowField(shp, "Email")
            Call ShowField(shp, "AnotherField1")
            Call ShowField(shp, "AnotherField2")
            
        Next
    Next

End Sub
Private Sub ShowField(shp As Visio.Shape, sField As String)
' if field exists, show it

    If shp.CellExistsU("Prop." & sField, False) Then
        shp.CellsU("Prop." & sField & ".Invisible").Formula = False
    End If

End Sub

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by:-Polak
ID: 33702899
Am I using the "Label" of the field or the "Name" of the Field?
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Expert Comment

by:Scott Helmers
ID: 33703195
Good question -- you need to use the name.
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Author Comment

by:-Polak
ID: 33703264
Alright well i've gotten them to hide successfully, but they won't show up again? No debugger or anything just seems to not do anything when the ShowShapeDataFields macro is run.


Sub HideShapeDataFields()
' Hide Sensitive Employee Data

    Dim pg As Page
    Dim shp As Shape
    
    For Each pg In ActiveDocument.Pages
        For Each shp In pg.Shapes
            
            Call HideField(shp, "SeriesGrade")
            Call HideField(shp, "_VisDM_Reports_to")
            Call HideField(shp, "_VisDM_Supervisory_Code")
            Call HideField(shp, "_VisDM_FPL")
            Call HideField(shp, "_VisDM_Bargaining_Unit")
            Call HideField(shp, "_VisDM_Master_Record_Number")
            Call HideField(shp, "_VisDM_Funding")
            Call HideField(shp, "_VisDM_IPN")
            
        Next
    Next

End Sub
Private Sub HideField(shp As Visio.Shape, sField As String)
' if field exists, hide it

    If shp.CellExistsU("Prop." & sField, False) Then
        shp.CellsU("Prop." & sField & ".Invisible").Formula = True
    End If

End Sub
Sub ShowShapeDataFields()
' Show Sensitive Employee Data

    Dim pg As Page
    Dim shp As Shape
    
    For Each pg In ActiveDocument.Pages
        For Each shp In pg.Shapes
            
            Call HideField(shp, "SeriesGrade")
            Call HideField(shp, "_VisDM_Reports_to")
            Call HideField(shp, "_VisDM_Supervisory_Code")
            Call HideField(shp, "_VisDM_FPL")
            Call HideField(shp, "_VisDM_Bargaining_Unit")
            Call HideField(shp, "_VisDM_Master_Record_Number")
            Call HideField(shp, "_VisDM_Funding")
            Call HideField(shp, "_VisDM_IPN")
            
        Next
    Next

End Sub
Private Sub ShowField(shp As Visio.Shape, sField As String)
' if field exists, show it

    If shp.CellExistsU("Prop." & sField, False) Then
        shp.CellsU("Prop." & sField & ".Invisible").Formula = False
    End If

End Sub

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Expert Comment

by:Scott Helmers
ID: 33703457
It looks like a simple copy/paste problem. After pasting the customized call statements into ShowShapeDataFields, you need to change Call HideField... to Call ShowField...
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Author Comment

by:-Polak
ID: 33704954
Thanks for the catch everything works great!
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