Solved

Visio 2013 - How to Extract comments from all shapes on one page and place them in Excel worksheet.

Posted on 2014-03-12
6
1,658 Views
Last Modified: 2016-09-01
I have a diagram with about 200 shapes.  I would like to extract the names of those shapes and the contents of the COMMENTS field.  I would like to place these on an Excel worksheet.

How can I do this?
0
Comment
Question by:brothertruffle880
[X]
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 3
  • 2
6 Comments
 
LVL 30

Accepted Solution

by:
Scott Helmers earned 500 total points
ID: 39924502
The Visio report writer will do that for you quite easily.

Select Review>Shape Reports then step through the wizard, selecting <Displayed Text> as one of the fields you want in your report. Then when you run the report, choose Excel as the output type.
0
 

Expert Comment

by:HvdH62
ID: 41549711
"Displayed text" will not show comments under Review/Shape reports in Visio 2013. Any other solution?
0
 
LVL 30

Expert Comment

by:Scott Helmers
ID: 41550340
I can think of two alternatives:

1) Because the report writer doesn't seem to have direct access to the Comments cell, you can create a Shape Data field or a User cell and then equate it to the Comments cell. After than, just include your Shape Data field or User cell in the report definition.

2) If your shape doesn't already display other text, you could Insert>Field, use a custom formula and set it equal to Comment. That will display the comment text on the shape but will also make it available in a report via the <Displayed Text> field.

Let me know if you need additional help with either technique.
0
Free Tool: Port Scanner

Check which ports are open to the outside world. Helps make sure that your firewall rules are working as intended.

One of a set of tools we are providing to everyone as a way of saying thank you for being a part of the community.

 

Expert Comment

by:HvdH62
ID: 41550580
Hi Scott,
1) Shape data field doesn't see comments. User field is not known in Visio 2013.
2) Nice idea, but 'Comments' is not in the Fields list and thus cannot be added.
Other ideas?
0
 

Expert Comment

by:Ryan M
ID: 41779836
I'm also not having any luck with this and would love suggestions.  Thanks!
0
 
LVL 30

Expert Comment

by:Scott Helmers
ID: 41779991
Suggestion #2 in my reply above does work. This image shows how to insert the Comment field so its contents displays on a shape:commentThen the text of the comment will be available as <Displayed Text> when you are defining a report.

Also, you said that User fields are not known in Visio 2013. They certainly are (they've been in every version of Visio since the beginning). However, they are not accessible via the Visio user interface. You need to learn how to edit the ShapeSheet to work with user cells. To get started with the ShapeSheet you might try part 1 of the "Becoming a Visio Power User" series I recorded for Microsoft Virtual Academy.
0

Featured Post

Free Tool: SSL Checker

Scans your site and returns information about your SSL implementation and certificate. Helpful for debugging and validating your SSL configuration.

One of a set of tools we are providing to everyone as a way of saying thank you for being a part of the community.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Have you ever created a custom Visio stencil – a collection of your own unique master shapes – and then created a drawing by dragging masters onto the drawing page? Have you then made changes to the stencil master and wondered why the shapes on the …
Meetings to discuss business process can waste time, and often do .  The meeting's dialog can get confusing when participants have different professional perspectives and backgrounds.  A jointly-developed process picture helps wade through the confu…
I've attached the XLSM Excel spreadsheet I used in the video and also text files containing the macros used below. https://filedb.experts-exchange.com/incoming/2017/03_w12/1151775/Permutations.txt https://filedb.experts-exchange.com/incoming/201…

762 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question