Posted on August 17, 2016|by: Ricardo Palhano| No Comments

Dynamic SharePoint Graphical Inventory using Visio Viewer

In this post we will create a Visio diagram with data shapes linked to multiple SharePoint lists.  We will then display the Visio floorplan diagram in a SharePoint inventory dashboard.

1. We start with multiple lists containing various different inventories.


In this example we have different lists to manage permissions more effectively.  Otherwise we could have used one list with different content types or even a single list if we are tracking the same data.


2. Now we create a Visio digram that has several objects relating to the floor plan where our inventory will go.  This diagram uses default shapes that come with Visio.


3. What we want to do now is link these shapes to their respective entries in the Inventory list we have on our SharePoint site.  First select the DATA tab then click Link Data to Shapes.


4. Now select Microsoft SharePoint Foundation List and click Next


5. Type in or Copy/Paste the name of the site that contains your list(s)


6. Now select the list you want to link to.

7. At this point you can do the same for the other lists.  If you were using just one list you can manage the different data using multiple views instead, to make things more manageable in Visio.


8. Now that we have our data source we can start linking shapes to that data.  First select an item from one of the External Data tabs, then drag that to the appropriate object on your diagram.


9. You will see the default Graphic:Data Display.  We want to change what field is shown and how it displays, so right click on the Shape Data and then select Data>Edit Data Graphic


10. Here we can delete the field we do not want and edit the existing one to show the Model field instead.  We also want it a bit closer to the shape so select Right Edge and click OK

11. Continue linking each item to its shape and editing the Shape Graphic if necessary.


12. Now when you right click a shape and select Properties…


13. You can see all of the fields from SharePoint associated with that item.


14. Another method of editing the Shape Graphics is to create the shape you want before linking anything.


15. Once we have linked all of the data we are ready to put the Visio into SharePoint.


16. Save the Visio Graphic as a Visio 2010 Web Drawing and Upload into a SharePoint Document Library.  You can do this directly from Visio by entering in the Library URL in the Path bar.


17. You can test to see if the Visio is working by clicking on the file.  You will need the Visio Web Access feature turned on to use this.


18. Now on the web part page that you want to add the Visio to, add the web part by clicking on Add a Web Part>Business Data> Visio Web Access


19. With the Web Part added, click on the link to open the tool pane.


20. Click the points of ellipses and select where you saved the Visio drawing to.  You may need to play with the width and height of the web part to get a size that works for you.  Now click OK.


21. Now when we click on a Shape Graphic we can then click on Shape Info to see all the fields.


22. The Shape Info panel is a pop up that shows all the additional info from SharePoint.


23. If you have the screen real estate on your dashboard you can see a great visual representation of your office wing’s inventory.

Filed in: Collaboration, Sharepoint, Technology, Tips & Tricks

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