Visio Shape Data

Quick reference

• 00:04 In this video,
• 00:04 I want to show you how you can go further with a shape with the shape data.
• 00:08 So I'm going to click on this chair, and we're going to right click on it.
• 00:14 And then we're going to pick on the word data and
• 00:17 we're going to pick on shape data.
• 00:20 And this window will open.
• 00:21 Now you can move this window, you can move it maybe to the side and
• 00:25 something like that.
• 00:26 So what we can see is maybe the chair has a certain manufacturer or
• 00:32 a serial number, and we can really get very, very specific about that chair.
• 00:37 The purchase date, the product number, and so on.
• 00:40 So let's say for the serial number, I'll type in 123.
• 00:44 And in this case executive meeting room.
• 00:49 So I'm really getting very specific about the details of that shape.
• 00:55 And you can do the shape data for all the different shapes.
• 01:00 Each shape will have its own set of shape data.
• 01:01 So let's say I bought that on 8 slash 1 slash 2020,
• 01:08 and maybe the product number was Chair ABC.
• 01:16 Now, the shape will come with certain fields,
• 01:20 now watch how you can add more fields on to that.
• 01:23 So I'm going to close that window.
• 01:26 I'm going to right click on that shape again.
• 01:30 And then I'll pick on data, and then I'll pick on define shape data.
• 01:34 Then you get this window.
• 01:36 Here you can actually change a field or delete it or add new fields.
• 01:41 So I'm going to add a new field.
• 01:44 And I would like to have the supplier, where can I get that chair again.
• 01:49 And the supplier is just going to be a string which is a text field, but
• 01:53 it can be other kinds of fields, it could be number or a date and so on.
• 01:57 Let's just make that a string, which is text.
• 02:01 And I'm going to click on OK there.
• 02:04 If I right click on that shape again and then pick on data and then shape data.
• 02:09 Now notice how it has the supplier as well.
• 02:13 So maybe I bought that from from Target,
• 02:18 and then I have the product number in there.
• 02:20 Let's say I would like to add the original cost.
• 02:24 So I'm going to right click on that shape, I'm going to pick on data,
• 02:28 define shape data.
• 02:30 And then I'm going to add a new field, and I'll call it cost.
• 02:35 And let's say I want that to be a number field or a currency, currency is fine.
• 02:42 I'll click on OK, so now that field is associated with that shape.
• 02:46 So now if I scroll down on the shape data I see the cost, and
• 02:50 let's say that chair was 225.
• 02:54 All right, so I'm going to close that window now.
• 02:59 You can right click on a shape, and then you can pick on data,
• 03:03 and then you can pick on shape data.
• 03:06 And then it'll come with certain fields, and you can fill in that information in.
• 03:10 So you're adding some more relevant information for
• 03:13 that particular shape to make it more specific.
• 03:16 And if you wanted to add fields on to that,
• 03:18 I'm going to right click on that shape.
• 03:20 I'll pick on data, and then I'll say define shape data.
• 03:25 And then you can see, we can change the fields, we can add new fields,
• 03:29 or we can delete them on the screen.
• 03:32 Now let's see if I can select multiple shapes.
• 03:35 I'm going to click on this shape, this shape, and this shape.
• 03:39 Let's see if we can define the data for all three of those.
• 03:42 So I'm going to right click, and then pick on data.
• 03:45 See, if I define shape data now it'll do it for all of the chairs.
• 03:50 So let's say I'd like to add the cost into here.
• 03:54 So I'll pick on new, and I'll type in cost.
• 03:58 And we'll make that a currency.
• 04:01 Good. I'll click on OK.
• 04:04 So now if I right click on that chair and
• 04:06 then pick on data and then shape data, then the cost should be on that one.
• 04:12 And it should be on this one as well.
• 04:15 And then it should be on this one as well.
• 04:16 But notice how the cost is not going to be on this shape,
• 04:19 because I didn't have it selected when I changed the data.
• 04:23 So what you might want to do is select all the shapes of the same type,
• 04:28 and then go into the data so that you can change them all at the same time.
• 04:33 All right, so I can right click on that shape, click on Data, and
• 04:38 say Shape Data and see the ones that come with it.
• 04:40 If I want to change those fields, I'm going to right click on that shape and
• 04:44 pick on Data and then say Define Shape Data.
• 04:47 From there, I can change them or add them or delete them.
• 04:50 And if you pick more than one at the same time,
• 04:53 then everything you do will be applied to all of the ships.
• 04:57 So that's how you can manage the shape data.

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