Linking Fields Between Pages In Visio

Dave Goodfellow
Dave Goodfellow used Ask the Experts™
on
Is it possible in Visio to link blocks of data in Visio so that if I fill a field of information in one page it is automatically filled in another page located on a different tab in the workbook? This would be similar to what you can do in excel. Right now I am typing in the information on my main page and then duplicating the exact same information on two other pages. This is not very efficient.
Comment
Watch Question

Do more with

Expert Office
EXPERT OFFICE® is a registered trademark of EXPERTS EXCHANGE®
Rajul RajInformation Security Officer

Commented:

Author

Commented:
Maybe using the word "Link" wasn't the correct way to describe my issue. I don't want to create a hyperlink. I want to type a word in a block on one page and have it automatically duplicated into other blocks on other pages. Like in Excel where you can type something in one page and program it to then fill other other pages automatically because those pages have fields that are linked to the field on the first page where you typed the information.
Rajul RajInformation Security Officer

Commented:
Do you mean to replication? whatever you type in one page it should come in another one ?
Become a Certified Penetration Testing Engineer

This CPTE Certified Penetration Testing Engineer course covers everything you need to know about becoming a Certified Penetration Testing Engineer. Career Path: Professional roles include Ethical Hackers, Security Consultants, System Administrators, and Chief Security Officers.

Visio Consultant, Trainer, Author, and Developer
Most Valuable Expert 2011
Commented:
The comment from Rajul above is about creating a hyperlink from one page to another -- very useful but not what you want to do.

I can think of three techniques for duplicating data values on multiple pages.
1) Enter data into shapes on one page (as you've done), and then create shapes that contain ShapeSheet formula that refer to the fields in the "master" shapes.
2) Store the data in ShapeSheet fields in the document and then create shapes that contain ShapeSheet formula that refer to the document's data fields.
3) Store the data in an external data source, e.g., Excel, link the diagram to the data source, and then link each row of data to specific shapes (each data row can be linked to multiple shapes).

All three options will allow you to change data values in one place and have the new values appear in multiple places.

Options 1 and 2, while viable, require knowledge of the Visio ShapeSheet and will require some 'behind the scenes' tinkering with multiple ShapeSheets. I definitely don't want to dissuade anyone from learning about the ShapeSheet (in fact, if you're interested, take a look at Part 1 of this free, three-part course I created at Microsoft Virtual Academy).

Nevertheless, I would recommend option 3. Not only is it often easier to maintain your source data in Excel (or a database or a SharePoint list) but you can accomplish what you're asking about just using the Visio user interface; you won't need to mess with the ShapeSheet.

To learn about data linking, a couple of suggestions:
-- Take a look at video #8 in The MVP Sessions. Though created for Visio 2010, the essential details are still relevant, despite a few UI changes in Visio 2016.
-- Try this page of Office help.
-- Read chapter 10 in Visio 2016 Step by Step; details about the book are on my EE profile page.
[/list]

Author

Commented:
Will give it a try, thanks Scott.
Scott HelmersVisio Consultant, Trainer, Author, and Developer
Most Valuable Expert 2011

Commented:
You're welcome, and let me know if you have any questions along the way.
Scott HelmersVisio Consultant, Trainer, Author, and Developer
Most Valuable Expert 2011

Commented:
Hey, Dave -- did you have a chance to experiment with creating the data links you need? No problem if not, but the automated software at EE is trying to close this question so i thought I'd post this comment to keep it open a bit longer.

Author

Commented:
Have not had a chance yet. I'll copy what is here so I can try at a later date and not lose the suggestions.
Scott HelmersVisio Consultant, Trainer, Author, and Developer
Most Valuable Expert 2011

Commented:
If you have questions when you do have a chance to test, come on back here and fire away.

Do more with

Expert Office
Submit tech questions to Ask the Experts™ at any time to receive solutions, advice, and new ideas from leading industry professionals.

Start 7-Day Free Trial