Visio template / form question or is there another tool

I document networks with visio

For a page, for example about backups, I have a favorites stencil with a "backup boilerplate" item that consists of text such as:

Backup start time
Backup end time:
Minutes between backups:

(these are some of the items in a Shadowprotect backup job)

I will drag that item into a visio page and then edit that item to add details for start time, end time and minutes.

All fine and good till either I want to add another field about backups, for example if I forgot to record the encryption key for the backups.

I can edit the favorites item to add that line but it won't add that line retroactively to drawings already using that favorites item.

I'd either have to remember to add that line to the drawing for each existing client or drag the newly revised favorite into each drawing then retype the details for the start and end time, et al.

Is there an easier way to record data for each client and allow for changes in the fields? A key thing is to have this data wind up in a visio document with the graphic network layout.  I would very much want to avoid having a visio doc along with a doc in another application.
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Scott HelmersVisio Consultant, Trainer, Author, and DeveloperCommented:
The key to understanding how to add new shape data fields in a way that makes the same change to existing shapes is to understand the difference between a master in a stencil and a master in the document stencil. Because the question arises periodically, I wrote an article about it a few years ago. Please take a look at the article and let me know if you have additional questions.

One caveat: editing a master in the document stencil only affects shapes in that diagram. There isn't a way to make a change in one place that affects the shapes in multiple diagrams.

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