Visualize Complex Processes
with Microsoft Visio 9781837631926, 9781804611869

Table of contents :
Preface
1
Choosing the Correct Business Process Diagram Type
Technical requirements
Setting the scope with context diagrams
Starting a context diagram in Microsoft Teams
Opening a Visio document in Microsoft Teams
Determining who and what with a functional flow diagram
Starting a functional flow diagram in Visio for Web
Capturing interactions with a cross-functional diagram
Starting and ending with rounded terminator shapes
Defining process steps with rectangular shapes
Highlighting decisions with diamond shapes
Labeling swimlanes for each actor
Starting a cross-functional diagram in desktop Visio Plan 2
Starting a cross-functional diagram in Visio Plan 1
Saving a desktop Visio document to a Teams channel
Defining the detail with a flowchart diagram
Knowing when to use the flowchart shapes
Using the Off-page (reference) shape
Summary
2
Choosing the Best Visio Edition for Our Needs
Technical requirements
Understanding the different Microsoft Visio editions
Using Visio documents anywhere
Comparing templates and features of Visio editions
Getting to know the Visio user interface
Understanding the desktop Visio user interface
Understanding the Visio online editor user interface
Understanding the Visio Reading View user interface
Adding stencils to the workspace
Searching for shapes
Summary
3
Learning to Manually Create Process Flow Diagrams
Technical requirements
Setting the page size and orientation
Adding basic flowchart shapes
Using Quick Shapes and AutoConnect
Aligning shapes with Smart Guides and Dynamic Grid
Relating shapes to each other
Dragging the AutoConnect arrow
Gluing connectors to a specific position
Reversing the direction of flow
Changing the routing style of connectors
Changing the type of connectors
Automatically changing the diagram layout
Labeling shapes and relationships
Resetting flowchart shape sizes
Moving the connector label
Working with swimlanes and separators
Adding a swimlane to a cross-functional flowchart
Moving and resizing swimlanes
Adding a separator to a cross-functional flowchart
Adding more detailed information to shapes
Using ScreenTips to store a longer description
Inserting shapes between existing ones
Creating subprocesses
Creating a new subprocesses page
Linking to an existing subprocess page
Creating a new subprocess page from selected shapes
Validating the structure of flowchart diagrams
Summary
4
Using Visio for Desktop with BPMN
Technical requirements
The basic idea of the BPMN approach
The terminology of BPMN
Getting started with BPMN in Visio
Finding the BPMN template
Working in the BPMN diagram environment
Changes and formatting of all BPMN shapes
Accessing the variations through metadata
Getting started with placing the shapes and formatting the shapes
Adding the start event
Extending the diagram with a task
Connecting the shapes
Visio for the web and BPMN
Validating the structure and syntax of BPMN diagrams
A built-in scenario for the BPMN template – the Power Automate export
Assigning the Power Automate elements to the shapes in the Visio diagram
Exporting the flow to Microsoft Power Automate
Summary
5
Utilizing Data Sources to Create and Enrich Business Process Diagrams
Technical requirements
Creating process diagrams automatically in Excel
Editing in Visio online
Editing in desktop Visio
Using the example Cross-Functional Flowchart of the Data Visualizer process
Creating process diagrams automatically from data in Visio for Desktop
Understanding and editing the Data Visualizer Excel workbook
Running the Data Visualizer wizard in Visio
Updating the source table from Visio
Creating Visio for Desktop and Excel process diagram templates for others
Adding extra information to process steps
Summary
6
Learn How to Diagram Efficiently
Technical requirements
Editing the built-in ribbon to provide more options
Creating a new ribbon tab, group, and buttons
Learning useful shortcut keys in Visio
Shortcut keys common in Visio and most M365 and Office applications
Visio-specific common shortcut keys
Using short keys in desktop Visio
Banding shapes together
Selecting multiple shapes
Using the built-in containers
Controlling the layout
Aligning shapes
Distributing shapes evenly
Adding callouts for annotations
Getting Callout shapes in Visio for the web
Getting the Callout shapes in desktop Visio
Adding borders and titles
Editing headers and footers
Summary
7
Preparing Diagrams for Presentation and Collaboration
Technical requirements
Using themes to enhance the appearance of pages
Using variants in desktop Visio
Applying different styles to shapes
Adding data graphics to highlight information
Text / Callout
Data Bar
Icon Set
Using Color by Value
Inserting a legend
Using layers to control visibility and color
Considering accessibility
Use high contrast to ensure text is legible
Alt text titles and descriptions
Diagram navigation
Options for multi-language versions
Summary
8
Securing and Providing Access to Diagrams
Technical requirements
Primary questions for sharing
Options for storing Visio files for broader distribution
Storage in OneDrive and OneDrive for Business
Storage in SharePoint Online
Adding Visio documents to Teams channels for reviewers (including shared channels)
Publishing a Visio file in Microsoft Teams on a tab
Using conversations and comments with Visio documents
Removing comments from a Visio document
Co-authoring in Teams and SharePoint
Sharing a Visio file
Protecting a Visio document from viewing
Protecting a Visio document or parts from edits
Summary
9
Integrating Visio with Other Microsoft Apps
Technical requirements
Exporting processes to Microsoft Word for documentation
Enhancing the Word document
Exporting diagrams to Microsoft PowerPoint for presentation
Optional Visio add-in to provide extra features
Exporting data to Microsoft Excel for integration
Creating a report definition
Running a report definition
Optional Excel add-in to convert the report into a modern table
Embedding processes in Microsoft Power BI for interaction
Preparing a Visio diagram for Power BI
Preparing data for Power BI
Embedding into Power BI
Summary
10
Customizing Master Shapes and Templates
Technical requirements
Understanding the importance of master shapes
Viewing the Document Stencil
Understanding the Drawing Explorer window
Shape instances inherit values from a master shape
Introducing the ShapeSheet
Reviewing existing selected process master shapes
Types of Shape Data
Adding description shape data to existing master shapes
Adding Duration to shape data
Assigning line weight, style, or color by Owner
Matching the shape color with the swimlane color
Summary
11
Improving the Provided Flowchart Shapes
Technical requirements
Adding the phase of swimlane to process shapes
Adding User.visHeadingText to the Separator shapes
Adding Phase to the flowchart shapes
Viewing the Phase text in the Process shape
Inheriting the labels of built-in containers
Automatically highlighting unglued connectors
Adding configuration options to callouts
Maintaining callout associations on hidden layers
Making diagrams accessible
Automatically setting high-contrast shape text
Setting the tab order
Providing meaningful alternate text
Sharing custom templates
Summary
Index
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