SharePoint Graphical Inventory using Visio Viewer Tutorial

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.

Recent Inventory Desktop

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

SharePoint add new item

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.

Visio Viewer

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.

Link Data to Shape

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.

Select Microsoft foundation list

4. Now select Microsoft SharePoint Foundation List and click Next

SharePoint Select a site

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

Select Inventory Desktop

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.

Visio Viewer external data list

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.

Visio Viewer data

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

visio viewer data inventory desktop

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.

visio viewer properties

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

visio viewer shape data

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

visio viewer data graphic

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

visio viewer floorplan diagram

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

Save sharepoint document

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.

Visio graphic floor plan diagram

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.

SharePoint Inventory

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

select a web drawing in sharepoint

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

visio viewer web access

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.

visio viewer floor plan info

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

visio viewer data shape info

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

visio viewer sharepoint inventory

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