4.3Shape data, fields
The essentials in 30 seconds
- SHAPE DATA are the structured PROPERTIES attached to a shape (fields: IP, model, position, e-mail, duration, etc.) that it CARRYS beyond its wording; viewable in the Shape Data window.
- They make each shape an INFORMED OBJECT (equipment “knows” its IP) → the diagram becomes a visual, searchable DATABASE. Usable: display (4-2), consult, filter, reports (4-4), update.
- Define consistent property SETS (custom field sets, e.g. “IT Equipment”) for structured documentation. Automatically available via data link (4-1).
Ongoing mini-case — Nadia applies “Shape data, fields”
Nadia, quality and organization manager in a service SME in Algiers, must use shape data (structured properties attached to shapes) to make the diagram a searchable documentation base. She starts from “Shape data, fields” and follows the procedure: Open the Shape data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields). Add custom shape data (e.g. Manager, Cost, Location) as needed. Define a consistent SET of properties (set of fields, e.g. “IT Equipment”) applicable to multiple forms for structured documentation. Distinguish what is displayed (labels, data graphics) from what is attached (searchable shape data); exploit them (display, filter, reports — 4-4). Expected result: You exploit shape data (structured properties attached to shapes): each shape becomes an INFORMED object, and the diagram a structured and searchable documentation base.
Ongoing case from section 4.3: it comes back in the script and the 48 hour challenge.
1. Attached properties
shape data are the PROPERTIES attached to a shape — structured information that the shape “carries,” beyond its appearance and wording. Each shape can have a set of FIELDS (properties) with values: for example, a network equipment shape can have the shape data "IP Address", "Model", "Serial Number", "Location", "Manager"; an organization chart box, “Post”, “Department”, “E-mail”, “Telephone”; a process step, “Duration”, “Responsible”, “Cost”. This data is not necessarily displayed visually (unlike labels) — it is ATTACHED to the form and searchable. They can be seen and modified in the Shape Data window (Data ribbon or right click on the shape → Data). Some shapes (especially in technical templates) already have PREDEFINED shape data relevant to their type; you can also ADD and create personalized ones.
2. An informed diagram
What is shape data used for? (1) They make each form an object CARRIER OF structured INFORMATION — network equipment “knows” its IP and its model, a person “knows” their position and their e-mail. The diagram becomes a visual DATABASE: each shape carries its properties. (2) They are usable: we can DISPLAY certain data (via the data graphs, 4-2), CONSULT them (Shape Data window), FILTER/search them, generate REPORTS (4-4), and — when the shapes are linked to a source (4-1) — UPDATE them. (3) They enrich the documentation: a network diagram where each piece of equipment has its characteristics is complete and searchable documentation, not just a drawing. You can define custom property sets (shape data sets): create a consistent set of fields (for example, an “IT Equipment” set with relevant fields) applicable to multiple shapes — for structured and consistent input. Shape data can also be ENTERTAINED automatically when you link shapes to data (4-1: each shape receives the data from its recording). Good practices. (1) Use form data to carry relevant STRUCTURED INFORMATION (instead of putting everything in the wording, which must remain concise). (2) Define consistent property SETS for structured documentation. (3) Distinguish what is DISPLAYED (labels, visible data graphics) from what is ATTACHED (searchable form data) — make the essential visible, the details in form data. Shape data is what makes a Visio shape not just a drawing but an INFORMED OBJECT: it transforms a diagram into a structured and usable documentation base. Combined with data binding (4-1) and data graphics (4-2), they realize Visio's vision as a data visualization and documentation tool — a diagram that carries, displays, and uses real information.
🔎 Concrete example — Details without overloading
Label + shape data.
Label: “Web Server” (identity, concise).
Form data: IP, model, location, responsible (attached).
→ the visual remains light, the information is there and can be consulted.Result: a readable AND information-rich diagram.
Reflex: the essential visible, the details in form.
Section vocabulary
- Shape data
- Structured properties attached to a form (FIELDS with values: IP, model, position, e-mail, duration, etc.) that it “carries”, beyond its wording; viewable (Shape Data window).
Simple example: In “Shape data, fields”, Nadia applies it as follows: open the Shape Data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields).
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Shape data → structured properties attached to a shape (FIELDS with values: IP, model, position, e-mail, duration, etc.) that it “carries”, beyond its wording
- Fields (properties)
- The structured information of a form (field name + value); some shapes have predefined ones, you can add them and customize them.
Simple example: In “Shape data, fields”, Nadia applies it as follows: open the Shape Data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields).
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Fields (properties) → structured information of a form (field name + value)
- Form = informed object
- Thanks to shape data, each shape carries structured information (a piece of equipment “knows” its IP); the diagram becomes a visual database.
Simple example: In “Shape data, fields”, Nadia applies it as follows: open the Shape Data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields).
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Shape = informed object → thanks to shape data, each shape carries structured information (equipment “knows” its IP)
- Property sets
- Consistent sets of personalized fields (e.g. an “IT Equipment” set) applicable to several forms — for structured and consistent entry.
Simple example: In “Shape data, fields”, Nadia applies it as follows: open the Shape Data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields).
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Property sets → consistent sets of custom fields (e.g.
- Displayed vs Attached
- Distinguish what is DISPLAYED (labels, visible data graphics) from what is ATTACHED (searchable form data); essential in visible, details in form data.
Simple example: In “Shape data, fields”, Nadia applies it as follows: open the Shape Data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields).
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Displayed vs attached → distinguish what is DISPLAYED (labels, visible data graphs) from what is ATTACHED (searchable shape data)
In practice — Use shape data
- Open the Shape Data window (Data ribbon or right click → Data) on a shape: view/enter its properties (fields).
- Add custom shape data (e.g. Manager, Cost, Location) as needed.
- Define a consistent SET of properties (set of fields, e.g. “IT Equipment”) applicable to multiple forms for structured documentation.
- Distinguish what is displayed (labels, data graphics) from what is attached (searchable shape data); exploit them (display, filter, reports — 4-4).
Script to say — Shape data, fields
1) Open the Shape Data window (Data ribbon or right click → Data) on a shape: consult/enter its properties (fields). 2) Add custom shape data (e.g. Manager, Cost, Location) as needed. 3) Define a consistent SET of properties (set of fields, e.g. “IT Equipment”) applicable to multiple forms for structured documentation. 4) Distinguish what is displayed (labels, data graphics) from what is attached (searchable shape data); exploit them (display, filter, reports — 4-4). Then I check: You use the shape data (structured properties attached to the shapes): each shape becomes an INFORMED object, and the diagram a structured and searchable documentation base
Adapt the names, forms and distribution format to your context.
Copy and paste model — Card 4.3
Card 4.3 — Shape data, fields
Objective: use shape data (structured properties attached to shapes) to make the diagram a searchable documentation base
1. Open the Shape Data window (Data ribbon or right click → Data) on a shape: view/enter its properties (fields).
2. Add custom shape data (e.g. Manager, Cost, Location) as needed.
3. Define a consistent SET of properties (set of fields, e.g. “IT Equipment”) applicable to multiple forms for structured documentation.
4. Distinguish what is displayed (labels, data graphics) from what is attached (searchable shape data); exploit them (display, filter, reports — 4-4).
Expected result: You exploit shape data (structured properties attached to shapes): each shape becomes an INFORMED object, and the diagram a structured and searchable documentation baseSME / low budget
Minimum version: SHAPE DATA are the structured PROPERTIES attached to a shape (fields: IP, model, position, e-mail, duration, etc.) that it CARRYS beyond its wording; viewable in the Shape Data window. We limit ourselves to a model, a diagram and a PDF export.
Algerian SME
Local context: they make each shape an INFORMED OBJECT (equipment “knows” its IP) → the diagram becomes a visual, searchable DATABASE. Usable: display (4-2), consult, filter, reports (4-4), update. We adapt the wording, examples and distribution formats to the team.
Remote work
Remotely: define consistent property SETS (custom field sets, e.g. “IT Equipment”) for structured documentation. Automatically available via data link (4-1). We favor cloud storage, sharing by link and comments.
Multidisciplinary team
For a mixed audience: distinguish what is DISPLAYED (labels, visible graphics) from what is ATTACHED (form data). Shape data transforms a diagram into a structured, actionable documentation base — a diagram that CARRIES information. We explain the symbols and keep the wording short.
✓ Best practices
- Put the details in form (concise wording).
- Define consistent property sets.
- Populate them automatically via data link (4-1).
✗ Common pitfalls
- Put everything in the label (overloaded, unreadable).
- Use only shape data without displaying anything (hidden info).
- Inconsistent fields from one form to another.
Key takeaways
- SHAPE DATA are the structured PROPERTIES attached to a shape (fields: IP, model, position, e-mail, duration, etc.) that it CARRYS beyond its wording; viewable in the Shape Data window.
- They make each shape an INFORMED OBJECT (equipment “knows” its IP) → the diagram becomes a visual, searchable DATABASE. Usable: display (4-2), consult, filter, reports (4-4), update.
- Define consistent property SETS (custom field sets, e.g. “IT Equipment”) for structured documentation. Automatically available via data link (4-1).
- Distinguish what is DISPLAYED (labels, visible graphics) from what is ATTACHED (form data). Shape data transforms a diagram into a structured, actionable documentation base — a diagram that CARRIES information.
48h challenge — apply tomorrow
Within 48 hours, take a real diagram and apply “Shape data, fields”: You exploit the shape data (structured properties attached to the shapes): each shape becomes an INFORMED object, and the diagram a structured and searchable documentation base Deliver the .vsdx and a PDF export, with a sentence about what has changed.
- I know how to explain: SHAPE DATA are the structured PROPERTIES attached to a shape (fields: IP, model, position, e-mail, duration, etc.) that it CARRYS beyond its wording; viewable in the Shape Data window.
- They make each shape an INFORMED OBJECT (equipment “knows” its IP) → the diagram becomes a visual, searchable DATABASE. Usable: display (4-2), consult, filter, reports (4-4), update.
- Define consistent property SETS (custom field sets, e.g. “IT Equipment”) for structured documentation. Automatically available via data link (4-1).
Frequently asked questions
What's the difference between label, shape data, and data graphics — how to combine them?
Label, shape data, and data graphs are three complementary ways of carrying/showing information about a shape—distinguishing and combining them intelligently is the key to an informative and readable diagram. The three notions: (1) The LABEL (the text of the form): the text DISPLAYED in/on the form (the name, the title). It is VISIBLE and must be CONCISE (a name, a brief action — a diagram is not a document). The wording identifies the shape at a glance. Example: “Web Server”, “Validate Order”, “Alice Martin”. (2) SHAPE DATA (attached properties): structured information ATTACHED to the shape (fields with values), NOT necessarily displayed — viewable in the Shape Data window. They carry the DETAILS that the form “knows” without cluttering the visual. Example: for the “Web Server”, data in the form “IP: 192.168.1.10”, “Model: Dell R740”, “Location: Room A”, “Manager: John”. These details are there (attached), consultable, usable, but not displayed (so as not to overload). (3) DATA GRAPHICS (visual display of data): a VISUAL REPRESENTATION of certain data on the form (color, icon, bar, displayed text). They visually SHOW selected information. Example: color the server RED if it is down (“Status” data), display a bar for its load, an icon according to its status. Data graphs make specific data VISIBLE, in a meaningful way. The key distinction — DISPLAYED vs. ATTACHED: (1) WORDING is DISPLAYED (visible, concise — the identity). (2) FORM DATA is ATTACHED (form-carried, searchable, not necessarily displayed — the details). (3) DATA GRAPHICS VISUALLY DISPLAY a selection of data (make visible what matters to the message — colors, icons, bars). How to COMBINE them intelligently: (1) Put the IDENTITY in the LABEL (concise): the name/title that identifies the shape at a glance. Keep it short (the wording should not be cluttered). (2) Put the DETAILS in the SHAPE DATA (attached): all the structured information (characteristics, properties) that the shape must “carry” without cluttering the visual. They are there, consultable and usable, but do not weigh down the diagram. (3) VISUALLY DISPLAY KEY data via DATA GRAPHS: select the few IMPORTANT pieces of information for the message/analysis (status, progress, an alert) and make them visible in a meaningful way (color, icon, bar). This creates a visual dashboard. The combination logic: (1) The LABEL identifies (visible, concise). (2) FORM DATA carries all the details (attached, searchable — the form “knows” everything). (3) DATA GRAPHS make visible what MATTERS (a selection, speaking — the dashboard). Thus, the diagram is READABLE (not overloaded with text — the wording is concise, the details are attached) AND INFORMATIONAL (the details are carried by the shape data, the essentials are visualized by the data graphics). A complete example (network server): (1) LABEL: “Web Server” (identity, concise). (2) FORM DATA (attached, searchable): IP, model, serial number, location, responsible, installation date… (all the details, without clutter). (3) DATA GRAPHICS (visually displayed): color according to status (red if faulty), status icon, possibly load bar (essential for the dashboard). Result: a readable diagram (the server is identified by its label, colored according to its state) AND rich (all its characteristics are attached, searchable). Mistakes to avoid: (1) Put everything in the LABEL (overloaded, illegible) — the details go in the form data. (2) Use only form data without displaying anything visually (the information is there but hidden — no dashboard) — display key data via data graphs. (3) Show everything visually (overload) — select what matters. In summary: the WORDING (displayed, concise) carries the IDENTITY; the FORM DATA (attached, searchable, not necessarily displayed) carries the structured DETAILS (the form “knows” its properties without cluttering the visual); DATA GRAPHICS VISUALLY DISPLAY a selection of key data (color, icon, bar — the dashboard). Combine them like this: identity in the wording (concise), all the details in the shape data (attached), the essential visualized by the data graphics (visible and speaking). This results in a READABLE (not overloaded) AND INFORMATIONAL (carrying and visualizing information) diagram. It's the combination that realizes Visio's vision as a data visualization and documentation tool: a diagram that identifies (labels), carries (shape data), and shows (data graphs) the actual information. Mastering this articulation is the key to creating diagrams that are both clear and rich in information.
What is shape data?