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Microsoft Visio 2010 : Viewing Shape Data Attributes

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When you want to add data fields to a Visio shape, you need to open the Define Shape Data dialog box. To do so, right-click a shape, point to Data, and then click Define Shape Data.


Tip:

You can also open the Define Shape Data dialog box by right-clicking anywhere in the Shape Data window and then clicking Define Shape Data.


The Define Shape Data dialog box looks like one of the following two samples. The one on the left appears for most Visio users. The one on the right appears if you are running Visio in developer mode, and offers several additional options.


Note:

For information about developer mode, see the Appendix.


In both variations of the dialog box, notice that each data field has multiple attributes:

  • Label Field name

  • Type One of the eight types

  • Format Determines how data entered by the user will be presented; different field types have different format options

  • Value The data value entered when a shape was defined or entered by the user

  • Prompt Tooltip text that appears when the user points to the shape’s name in the Shape Data window

In developer mode, you will see the additional attributes described in the following list. Although some of them are primarily for use by programmers, one or two may be of value even if you are not a programmer:

  • Name An internal name used by Visio programmers; can be the same as Label except that Name cannot contain spaces or most special characters (an underscore character is OK).

  • Sort key Visio uses the alphanumeric value in this field to determine the sequence in which fields will be presented in the Shape Data window.


    Warning:

    Important

    Visio treats the contents of the Sort key field as text even if you enter a number, which means that it arranges fields based on alphabetic sequence rather than numeric sequence. For example, if field A has a sort key of “1”, field B has a sort key of “2”, and field C has a sort key value of “10”, Visio will place them in the Shape Data window in the sequence A, C, B, because the first character “1” in field C is less than the “2” in field B.


  • Add on drop If selected, Visio opens the Shape Data dialog box whenever the user drops a shape containing this field onto a page.

  • Hidden If selected, Visio hides this field; that is, the field does not appear in either the Shape Data window or Shape Data dialog box. Fields like this are often used by programmers to hold intermediate calculations or results that the user does not need to see.


Tip:

The shape data exercises that follow all use the regular Define Shape Data dialog box and not the developer version.

Although it is not advertised in any obvious way, you can create, edit, or delete shape data fields for more than one shape at a time. If you select multiple shapes before opening the Define Shape Data window, the changes you make will be applied to all selected shapes. This feature can be very powerful or very destructive, so it pays to be cautious.

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