Smarter Diagrams with Shape Data
Any shape in SmartDraw can be assigned a set of fields and values. These show in the data panel and in a tool tip on the shape itself.
This lets you or anyone you share your document with drill down into details about the information the shape represents without having to clutter the shape itself with the same information.
Shape data is a great way to simplify complexity for diagrams like organizational charts, sales maps, and network diagrams. The possibilities are endless.
Just drag a selected row from the Table view to the desired shape to assign a data record. Alternatively, you can select the shape first then in the Table tab, select the line of data you want to associate with the shape and click Attach Shape Data. Once the data is associated with a shape, there will be a green check mark next to it.
You can double-click to edit any existing shape data in the tool tip ro click on the shape and edit the Data fields in the SmartPanel.
Learn more about using shape data.
Once you include shape data in your diagram, you can update the values by re-importing the data anytime or manually editing individual entries.
The Update Data Table command allows you to re-import a data table. For example, if you need to update a sales map that you created in March, you can import new data to show the April numbers on the same map.
There are two ways to export shape data from a document. You can simply export the data as a table in a CSV file (the reverse of the import command) or you can create a manifest that combines the data and counts the types of any item selected.
A manifest is a report that combines data for all the shapes into a smaller number of rows. You can do under Actions by choosing Generate Manifest.
This is really useful for office plans or exhibit hall designs to count the number of items like chairs, desks, computers, types of booths, and so on. You can also generate a list of all the components used in a network diagram.
The values of shape data fields can be used to change the appearance of their shapes. This feature combined with the ability to update a shape with new data is a very powerful way to visualize data and create a dashboard.
You can display the value of a shape data field as part of the text inside the shape.
You can use this to update:
- A change in role on an organizational chart
- Show who a specific task is assigned to
- Show if a particular issue is "at risk"
For example, you can add the Name field's value to a shape combined with the text already there. Updating the value of the Name field for this shape will update the text in the shape.
You can do this under Options by clicking on Insert Data in Text and choosing the data field you want to insert from your schema.
You can make the colors and other attributes of a shape depend on the values of its data using Data Rules.
You may want to:
- Show issues on schedule or falling behind
- Show high utilization of a component on your AWS set up
- Show if a particular issue is "at risk"
You can change the color of the text, border, glow, or fill, and more. You can even add an icon when appropriate.
Combining the ability to change the appearance of shapes with updating of data via import allows you to use a diagram as a dashboard that reflects the current state of your data. Learn more about creating data rules.
