Subtitles of the Movie

We were in the middle of the Organization Chart Wizard, and this is an important step as I said at the conclusion of the last movie. Here we're creating that mapping so that Visio needs to know which shapes are linked with which others. And you'll notice that if we open these drop-down list boxes we'll see the three columns that correspond to the columns in our data table in Microsoft Excel. Now the name tab, actually, can be mapped directly to my name column header in Excel, so that's fine. The Reports To field I mentioned was particularly important. You'll notice it's no coincidence that I've named that appropriate column in Excel: Reports To as well, and then there's an optional first name field that I'll ignore for now. So in other words, our primary key, or our link that uniquely identifies each row or record in the table is the Name field. The Reports To is where that linkage is going to take place, as I mentioned before. The next step says: what do we want to see? Actually, what do we want to display in our resulting organization chart? We don't want to show Reports To, because that's going to be graphically displayed in the Organization Chart. We do want to see name and title, though, so I'll leave these here. And you notice that we have Up and Down buttons if you want to adjust those fields. Let's click Next. See if there's anything else. Nope. This is fine. We don't want to add any external data to these shapes at this point. Actually it will involve data fields of these two names; we've talked about adding custom data to shapes previously in the course. Myself, in my own experience, I tend not to use external or internal shape data with this kind of a drawing, but your mileage may vary. Let's click next, and next says: How do we want to break pages? And the Default is to have the Wizard automatically determine where the break should take place and at what place in the tree, in the organization chart tree, that break will take place. If the Organization Chart Wizard does need to break pages, it'll add hyperlinks to get you from page to page. So, let's click Finish and wrap this up. And it looks pretty good, doesn't it? I'm going to start right out by opening the Shape menu and choose Center drawing, just to get that stuff down the page a little bit. And now I'm going to open; actually, rather than opening the zoom, I'm going to hold down Control and Shift and zoom in so we can take a closer look here. Why don't I also open up View and deselect grid and let's close the Shapes window so we can see this thing and make sure everything looks good. It looks okay, except I added an extra name field to these shapes, so if something like this happens, there are a couple of ways that you can correct it. Number one, you can double-click each shape and make the appropriate changes there, just by manually getting rid of the superfluous information. The other way, frankly, is to just do a Control Z and re-import the data. This time, specifying less to be included on your shapes. Again, my mistake here is that I included the name field twice, so I'm getting kind of a double-vision effect. But I hope you get the idea, and the take-home message here is, as long as you have your homework finished; that is to say, your source data that contains your staff is appropriately formatted, remember the most important field is that Reports To field, so that Visio can make these appropriate decisions here in the tree, but other than that it will definitely save you some work on the front and back ends in creating an Organization Chart for your organization.