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Support >> Help Text >> Overview of Data Linking >> Linking Data to a TaskMap >> Creating Tasks from a TaskMap Capture Worksheet

TaskMap Help Text

Creating Tasks from a TaskMap Capture Worksheet

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 used TaskMap Capture for Excel to fill a worksheet with Task data but have not yet placed any Task shapes on a TaskMap.

If you have already created a TaskMap that corresponds to the data in your TaskMap Capture for Excel worksheet, refer to Adding TaskMap Capture Data to Existing Tasks.

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.

Creating your TaskMap

To create your Tasks you will link your TaskMap to a TaskMap Capture worksheet that you’ve previously created, then you’ll drag data records onto your TaskMap to create pre-filled Task shapes.

  1. Open a blank TaskMap using one of the four standard TaskMap templates or your own customized TaskMap template.

  2. Add a Page Title and rename the pages, including setting a Page ID, if desired.

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

  4. 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. Click once on the Task shape in the TaskMap Stencil to select it. Image above shows the Task shape selected.

  2. Select all data rows for which you would like to create Tasks on this page.


  1. Drag selected data rows onto the drawing page. Note that the cursor should have a Task shape underneath it as you move out of the External Data window and onto the drawing page. If the cursor has any shape other than a Task, go back to step 5.


You can ignore the warning message that "Data was linked to hidden Shape Data fields on some of your shapes" – some text related to the Guidelines and Resources is stored in hidden fields.

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

Hint: When you create Tasks by dragging them onto the page, TaskMap automatically numbers them and will replace the Task IDs that were associated with these Tasks in the spreadsheet. To maintain

  1. Select and drag each Task shape to the desired location on the page. You can close the External Data window to give yourself more room, if necessary.

Hint: When Task shapes are stacked on top of each other, you can only drag one away from the stack by dragging on the edge of the Task shape. If you attempt to drag from the interior of the Task shape, the Task will be deselected and won’t move to the desired location.

The final map might look like the one shown below.


  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. Repeat steps 5 through 10 for additional pages, as required.


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 Adding TaskMap Capture Data to Existing Tasks