TaskMap: Processes Made Easy

Visio Office partnership



Support >> Help Text >> Overview of Data Linking >> Linking Data to a TaskMap >> Adding TaskMap Capture Data to Existing Tasks

Adding TaskMap Capture Data to Existing Tasks

NOTE: This topic applies only to users of TaskMap Professional.

Refer to Overview of Data Linking for background information about this topic. Use the steps on this page when you have already placed Task shapes onto a page and have used TaskMap Capture for Excel to fill a worksheet with Task data.

If you have not yet started creating a TaskMap but have used TaskMap Capture for Excel to fill a worksheet with Task data, and you would like to have Tasks placed into a TaskMap for you automatically, refer to Creating Tasks from a TaskMap Capture Worksheet.

Hint: To ensure that all data is imported correctly, be sure that the TaskMap or TaskMap template that you used to create your TaskMap Capture for Excel worksheet contains the same Role Names and Frequencies as the TaskMap you want to will link to using the instructions below.

Filling your TaskMap with Data

To add data to existing Task shapes, you will link the TaskMap to your TaskMap Capture worksheet, then you’ll use the Automatic Link Wizard to transfer data to your Task shapes.

  1. Open the TaskMap into which you have already placed Task shapes as show in this sample:


  1. Select TaskMap/Link to TaskMap Capture for Excel worksheet (PRO only) from the Visio main menu.

  2. Visio will now display both your TaskMap and the External Data window as shown below. Notice that the data from your TaskMap Capture worksheet is visible in the External Data window.


  1. At this point you can manually link data and Tasks by dragging a row of data from the External Data window and dropping it onto a Task shape.

You can also let Visio link rows of data automatically by matching the Task IDs in the data with the Task IDs in the Task shapes. If you would like to link the data automatically, start Visio’s Automatic Link Wizard in one of two ways:

  • Select Data/Automatically Link… from the main Visio menu, or
  • Turn on display of Visio’s Data toolbar (note the five-button data toolbar in the upper right corner of the diagram above), then click the Automatically Link button, which is button in the center.
  1. In the Automatic Link Wizard, click Next >.


  1. Use the Shape Field dropdown list on the right side of the dialog below to select Task ID, then click Next >. NOTE: this step is critical because it tells Visio how to match data rows with Task shapes by comparing a data field contained in each. Be sure that both are set to Task ID as shown below.


  1. Click Finish.


  1. After a pause of 15 seconds to a minute depending on the number of Tasks and the speed of your PC, you Task shapes will contain data as shown below.


Note the chain link symbol that appears at the left end of each data row that was successfully linked to a Task shape.

  1. Add Task Links, Start, End and Connector shapes to complete your TaskMap.

Hint: For a high-speed alternative method for attaching Task Links, refer to the High-speed Task Links topic in the Helpful Hints chapter.

  1. The Automatic Link Wizard operates on one page at a time. If your TaskMap Capture worksheet includes data for Tasks on additional pages, repeat steps 4 through 9 for the additional pages.

Hint: At this point, your TaskMap is permanently linked to the TaskMap Capture worksheet, which has two main implications:

  1. If you make changes to the data in the worksheet, you can refresh the data displayed in the drawing either manually or automatically. For information on both manual and automatic refresh options, type refresh data into the Visio help text search box (located in the upper right corner of the Visio window).
  2. If you move either the TaskMap or the data source, you may break the link between the two. To resolve this problem, right-click in the External Data window and select Configure Refresh…, then click Change Data Source… to start the Data Selector Wizard.

See also Creating Tasks from a TaskMap Capture Worksheet