Visio Guy

Visio Discussions => ShapeSheet & Smart Shapes => Topic started by: brandyph on September 10, 2016, 02:25:53 PM

Title: Viewing Shape Data without Visio Pro
Post by: brandyph on September 10, 2016, 02:25:53 PM
What's the purpose of creating Shape Data when it's not visible to all users?

I linked my data from Excel to Visio, and I am the only person on the team that can view the data in Visio.  Apparently, you have to have Visio Pro to review the Shape Data.

Even when I convert the diagram to PDF, the Shape Data does not covert/transfer.

Is there a work around?
Title: Re: Viewing Shape Data without Visio Pro
Post by: Nikolay on September 10, 2016, 03:18:04 PM
Of course.

Option 1. Buy Visio Pro

Option 2. Buy Sharepoint and use Visio Services

You have to spend money to earn money. Microsoft is a commercial company, if you have not noticed :)

Other than that, you can always use free Visio Viewer - it does display shape data.
Title: Re: Viewing Shape Data without Visio Pro
Post by: vojo on September 10, 2016, 03:24:33 PM
isn't this more a statement of turning on developer mode than pro / not pro?

Visio used to allow developer mode for standard visio as well as pro
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 11, 2016, 02:17:20 AM
Are you serious?

One says... Buy Pro and the other option is to Turn on Developer Mode.... Why I didn't think of that?...

WOW!
Title: Re: Viewing Shape Data without Visio Pro
Post by: Yacine on September 11, 2016, 03:47:49 AM
Hi brandyph,
the purpose of creating shape data is to get the intelligence (the data) in the shapes. This is the first step.
Showing the data is the second step of Visio's concept.
There are plenty of options to display them. The easiest being data graphics. https://www.google.de/search?newwindow=1&safe=off&site=&source=hp&q=visio+data+graphics (https://www.google.de/search?newwindow=1&safe=off&site=&source=hp&q=visio+data+graphics)
Why the separation? Because it gives you the flexibility to show just what you want and how you want it. You may for example have a drawing for multiples audiences - each requiring different data.
There may be also data used for auxilliary purposes - for example formatting shapes, or grouping and classifying them, etc.

So instead of just putting the data in the shapes, think about displaying them as well.
HTH, Y.

PS: by the way, you don't need Visio Pro to see shape data. Go to the view menu and switch on the shape data window. It's the external data window, that can only be seen in Pro. And this window is not meant for display, but for allocating the data to the shapes. So where's the problem?
Title: Re: Viewing Shape Data without Visio Pro
Post by: wapperdude on September 11, 2016, 10:22:01 AM
There is a distinction between shapedata and datagraphics.  Shapedata is information associated with a particular shape...just the information.  It is stored in the shapesheet. Datagraphics is the visual presentation of the data.  Shapedata is universal to all versions of Visio.   Datagraphics, at least the generation of such, is a feature of "Pro".  That is, all of the convenience of generating the datagraphics, is packaged with "pro".  But, it is not restricted  "pro".  You can manually create your own...with some effort.  So, the "Pro" version isn't strictly required, but without it you lose convenience, uniformity, and expedience.

As far as Developer mode is concerned, can't recall if that has to be enabled our not.  It is certainly easy enough to try.  I have V2007Std, and have been able to see and create datagraphics.  I just don't have any files for example at present. 

In addition to the links that have been provided, if you could upload a sample file, perhaps, greater, in-depth help might be provided.  For my case, I would need ".vsd" file version.

Lastly, when you say no-one can see the data, do you just the data, or the data graphic plus data?

Wapperdude

Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 11, 2016, 12:49:47 PM
Yacine, thank you

Unfortunately, it will not allow other users to refresh the data in Standard Visio.  The "Data" tab is not available in Standard.

I can set the auto update / refresh.

I will test it tomorrow.

Again, thank you
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 11, 2016, 12:59:14 PM
Wapperdude, I will upload a sample tomorrow.

I created a demo and someone asked how it was done... He shared his screen and the "Data" tab was missing.

Turning on the "Developer" tab did nothing.

Thank you
Title: Re: Viewing Shape Data without Visio Pro
Post by: Nikolay on September 11, 2016, 01:32:02 PM
Are you serious?

Sure. As serious as a heart attack :D
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 11, 2016, 08:46:12 PM
Why buy over 30,000 Visio Pro and we already use SharePoint.... SharePoint will not allow users to view the Shape Data info.

There's no need for Visio Viewer... Everyone already have the Standard.
Title: Re: Viewing Shape Data without Visio Pro
Post by: vojo on September 11, 2016, 10:16:43 PM
ah...you don't want shape data...you want all power of accessing "function" data...yes that has been PRO for along time.
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 09:19:31 AM
There's no "Shape Data" option in Visio Standard 2010
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 09:20:59 AM
You are only to view "Shape Data" information in PRO
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 09:30:45 AM
I checked the Standard version against Pro and I was correct.

Any user should have the ability to click on any component and review the Shape Data information without purchasing Pro. 
Title: Re: Viewing Shape Data without Visio Pro
Post by: Yacine on September 12, 2016, 09:43:48 AM
I told you to watch under the view menu, not developer.
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 09:55:06 AM
It's not there
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 09:56:38 AM
It's not there... 2010 Standard does not have Shape Data option
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 09:59:22 AM
Only Pro has that option
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 10:04:24 AM
Even Pro doesn't have it in "View".
Title: Re: Viewing Shape Data without Visio Pro
Post by: Yacine on September 12, 2016, 10:09:04 AM
I recon the new menus are crappy.
Title: Re: Viewing Shape Data without Visio Pro
Post by: Yacine on September 12, 2016, 11:03:33 AM
Hi brandyph,
just uploaded a small tool to get data displayed on shapes. Hope you can use it.
http://visguy.com/vgforum/index.php?topic=7461
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 11:21:24 AM
Thank you so much, but I'm not allow to upload anything to office computers.  I was trying to find a way that everyone / anyone can click on a component / shape and view the Shape Data.

All that work for nothing... I want to scream...

Thank you so, so much.
Title: Re: Viewing Shape Data without Visio Pro
Post by: wapperdude on September 12, 2016, 12:38:55 PM
Curious...if you open shapesheet of data graphic, assuming that's what we're dealing with, at the top of the geometry  there is a cell labeled geometry.no show.  There ought to be a formula in the cell which evaluates to true/false.  This ought to be what controls visibility.  But, I'm only guessing.  Had you uploaded a sample Visio file, could have advised with more certainty.

Wapperdude
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 01:10:50 PM
You are correct Yacine.... I tested it and had a member of the Team test it on Visio 2010 Standard.

The only issue is that no one but myself can review the "External Data Window".

The Excel Spreadsheet is a list of each shape "Dependency" and I needed anyone to have the ability to view it.  I needed to provide a list of what is dependent on that particular server, switch, router, etc....

Thank you so, so much for all your help.

Brandy
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 01:15:57 PM
No, thank you Wapperdude. 

Thank you so much...
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 01:19:26 PM
Yacine... you are correct about the Menu... my issue is the colors and the connectors... they are so tiny and can't see them... If you zoom in, the screen blanks out... it drives me crazy...

in 2013, the connectors are blue and very, very tiny...

Again, thank you so, so much for all your help.
Title: Re: Viewing Shape Data without Visio Pro
Post by: Nikolay on September 12, 2016, 01:51:02 PM
Why buy over 30,000 Visio Pro and we already use SharePoint.... SharePoint will not allow users to view the Shape Data info.

I'm not sure what you mean by "shape data info".
Usage scenario of Share Point Visio Services appears to match your case more or less (allowing others in your organisation to see the shape data, and have "live" update from the source)
You said you already have SharePoint, so what's the problem.. Just save the diagram in a SharePoint library, and ask admin to set up Visio Service (e.g. security to allow data update).

Check out this video for example:
https://www.youtube.com/watch?v=_kLz0LLs2ig
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 12, 2016, 03:11:01 PM
Thanks Nikolay....

They are clueless... They wouldn't know how to set that up. 

The Shape Data Info is the information that displays in the Shape Data dialog box.  I linked the data with an Excel Spreadsheet Database that I created. 

I can link it to any Database, but that's too much info for them and I would have to set up a training class to teach them.

I already created a Demo to demostrate how they can view the information and how to update the information.

my next dilemma is to create Master Shape Stencils and link them to a Database, so whenever a user select that particular Server, Router, Switch, etc., it will already have their dependencies linked to it.

I just got SDK Tools installed. 

Again, thank you so much...
Title: Re: Viewing Shape Data without Visio Pro
Post by: Nikolay on September 12, 2016, 03:58:03 PM
Actually there's not that much to set up, its not a rocket science :)
It might be even sort of interesting, as well for admins (they are IT people, right?), so you could give it a try :)

Note that you could just use existing Excel files (as soon as stored in the SharePoint as well), that should be fine.
Title: Re: Viewing Shape Data without Visio Pro
Post by: brandyph on September 13, 2016, 08:56:01 AM
Cool... thank you...

I will try.

Again, thanks for all your help.