Process mapping with MS Visio 2013 Quick Reference

Adding shapes
Start a new document
 Open Visio Displaying the stencils you need
 Click on a template to select it and then click Create. A stencil is a collection of shapes for a specific type of drawing. For a ba sic
Suggested templates: process map, most of the shapes you will need will be in the Basic
Flowchart stencil, which will appear by default when you select the Basic
Basic Flowchart for simple process diagrams Flowchart template.

If you need to display another stencil (e.g. the Miscellaneous

Flowchart stencil in order to use the Delay shape):
Cross-Functional Flowchart to illustrate process flows  In the Shapes area on the left of the screen,
across roles/departments click on More Shapes.
 Click on the type of stencil required (e.g.
Flowchart)
Page set up
 Click on the stencil required (e.g.
Check the page set up before starting to create your flow diagram.
Miscellaneous Flowchart Shapes)
 Click on the Design tab on the ribbon.
To hide the stencil again, repeat the steps above.
 Use the Orientation button to change from portrait to landscape.
Adding shapes to the process map
 Use the Size button to choose the paper size for your page.  Click to select the shapes stencil on the left of the screen that contains
the shape you require.
Adding a new page to your Visio file
 Drag the shape you want from the left of the screen to the position on
 At the bottom left of the screen, click on the Insert Page icon. the page at which you want shape to appe ar.
 A new page tab will appear. Green gridlines and spacing guides will appear to help you
Double click on the page name and type a position the shape in relation to the page and other shapes
new name to rename it. on the page.
 Type the text to appear within the shape.
View gridlines
 Click outside of the shape on the page to finish editing.
Gridlines make it easier to position your shapes on the page.
Process maps usually start with the shape from the Basic
 Click on the View tab.
Flowcharts stencil.
 Click to select the Grid checkbox.
.

Last updated August 2018 1 Faye Brockwell

See https://staff.brighton.ac.uk/is/training for more videos and documentation
 Using autoconnect to add shapes
Basic process mapping shapes
Once you’ve added your first shape, autoconnect is the fastest way of
 Use for an action in a process Basic flowchart
adding more shapes to your diagram as the new shape will be aligned and
 Start text with an active verb shapes stencil
spaced automatically and connectors will also be added at the same time.
 On the diagram, hover over the shape that you want to
 Use for step in the process that connect something to.
is a sub-process that is Basic flowchart  4 arrows will appear. Hover over the arrow that points in
documented elsewhere shapes stencil the direction of the shape you want to add.
 Click on the shape you want from the pop up that
 Use to illustrate a step in the appears.
process where a decision is The 4 shapes available will be the first 4 shapes in the
made. stencil that is currently selected on the left-hand side of the screen.You can
 Route of process is determined Basic flowchart drag shapes within the stencil to change the order in which shapes appear.
by the decision. shapes stencil

 Outcome should be binary e.g. Adding connectors manually

yes/no, true/false If you do not use autoconnect to add shapes, you must add connectors
manually.
 Use to illustrate the start and
 On the Home tab, click to select the Connector tool
end points of the process. Basic flowchart  Point at the first of the two shapes you want to connect.
 Only one start and one end shapes stencil Where you point determines the type of connection:
point for each process map.

Sets up a If you move this shape,

 Use to illustrate where a delay Miscellaneous Centre of the
dynamic Visio determines the
occurs in a process Flowchart shape
connection best connection point to
Shapes stencil
use for the connector
 Use to illustrate an output of Miscellaneous Specific connection Sets up a If you move this shape,
the process Flowchart point point the connector will stay
Shapes stencil connection attached to this
connection point
 Used to indicate where an IT Basic flowchart
 Click and drag to the second of the two shapes you want to connect.
system is used in the process shapes stencil
As above, where you release your mouse on the second shape
determines the type of connection you will create for the second shape.

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Working with shapes Moving a shape
 Select the shape(s)
Selecting a shape
 On the Home tab, click to select the Pointer tool  Point at the middle of the shape/selected shapes so your cursor is a 4 -
 Click on a shape to select it. headed arrow
Selecting multiple shapes  Drag and drop the shape(s) to the desired location

 Select the first shape Holding down the SHIFT key whilst dragging will constrain the
 Hold down the CTRL key on the keyboard whilst clicking to select the positioning vertically or horizontally
OR
other shapes
OR  Use the arrow keys on your keyboard for more precise positioning.

 On the Home tab, click on the Select icon Moving a shape to a different page
 Click on Area Select  Select the shape(s)
 Point the mouse just above the top-left shape of the group  Drag and drop the shape on the page
of shapes you want to select number/name at the bottom left of the screen
 Hold the left mouse button down and drag right and down
Duplicating a shape
to draw a box around all of the shapes you want to select
 Select the shape(s)
 Release your mouse
 Press CTRL and D keys on the keyboard together
To remove any shapes from the selection, hold down the CTRL key and
click on the shape. Grouping shapes
Useful if a set of shapes should always stay together
Selecting all shapes
 Select the shapes
 Press CTRL and A keys on the keyboard together
 On the Home tab, click on the Group icon
To deselect shapes
 Click on an empty area of the page or press Esc key Ungrouping shapes
 Select the shapes
Resizing a shape
 On the Home tab, click on the Group icon
 Select the shape.
 Click on Ungroup
 Use the drag handles that appear on the shape’s
border to resize the shape. If your guidelines to not appear when adding/moving shapes
OR  Click on the View tab
 Click on the width on the blue status bar at the  Click on the arrow to open the Visual Aids
bottom group dialogue box
 Overtype the width with the width you require  Tick the Snap, Glue,Dynamic Grid and
 Click on the X to close the pop-up window Drawing Aids checkboxes and click OK.

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Aligning shapes relative to each other Connectors
 Select the shape that is already in the correct position
Adding text to a connector
 Hold down the CTRL key on the keyboard whilst clicking to select the
E.g. to indicate outcomes of a decision shape.
other shapes
 On the Home tab, click on the Align icon  Double click on the connector line
 Type the text
 Click to select the type of alignment you require.
 Click on an empty area of the page or press Esc
Using autoconnect to add shapes will automatically align the shapes.
to finish editing
Distributing shapes evenly Double click on the text to edit it.
 Select the shapes
Changing the route of a connector
 On the Home tab, click on the Position icon
 Click on Auto Align & Space  Click to select the connector. Mid-points will appear
on the connector.
Inserting shapes between other shapes  Drag and drop the mid-points to change the position
 Drag the new shape from the stencil on the left onto the of the lines.
connector that connects the two shapes that you want to  Hold down SHIFT whilst dragging a mid-point to add an
insert the new shape between. extra section to the connector.
Deleting a shape  Hold down CTRL whilst dragging a mid-point to change part

 Select the shape and press Delete of the connector to a diagonal line.
 Use CTRL and click to select the adjoining shapes Formatting connectors
 On the Home tab, click on the Position icon
 Click to select the connector.
 Click on Auto Align & Space to correct the spacing  Use the formatting tools in the Shape Styles group on the Home tab.

Adding gridlines as a guide Changing the connector type

Adding your own guides helps with positioning as shapes will snap and glue  Click to select the connector.
themselves to the guides automatically. Also, if you move the gridline,  On the Design tab, click on the Connectors icon.
anything glued to that gridline will move with it.  Choose the type of line you require.
 Click on the View tab and ensure that the Ruler
checkbox is ticked To edit the line jump style of a connector

 Point at the left-hand vertical ruler. Your cursor will change  Click to select the connector.

to be a double-headed arrow.  On the Design tab, click on the arrow at the bottom -right of

 Hold down the left mouse button and move your mouse the Layout group to open up the Page Setup window.

across the page to drag the gridline into position.  On the Layout and Routing tab, click on the drop-

 You can do the same with the horizontal ruler at the top of the page to down on the Line jump style: box to change the style

add a horizontal gridline of the line jump.

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Containers Text
Containers are used to group parts of a process together or to create swim -
Adding text to a shape
lanes to differentiate between different roles/departments.
 Double click on the shape
When a container is moved or deleted, any shapes within that container are
 Type the text
also moved or deleted.
 Click on an empty area of the page or press Esc to finish editing
Adding a container to an existing diagram
Increasing the size of text within shapes
 Select all the shapes to be included in the container.
 Select the shape(s)
 On the Insert tab click on the Container icon
 On the Home tab, click on the icon until the text is the size you want.
 Click to choose the type of container.
 Click on the container heading and type a new Aligning text within shapes
heading. Click outside the container to finish.  Select the shape(s)

Adding a container before the shapes  On the Home tab, use the vertical alignment and
 On the Insert tab click on the Container icon
horizontal alignment icons to alter the position of text
 Click to choose the type of container.
within the shape(s)
 Click on the border of the container and drag it to the desired position on
the page. Adding a text box
 Use the drag handles on the container to resize it. These can be used to add extra information to your process map.
 Click on the container heading and type a new heading. Click outside  On the Insert tab click on the Text Box icon.
the container to finish.  Position your mouse on the page where you want the top left
 Drag shapes from the stencils on the left to the container to add them to corner of the text box to be.
the container. The container will turn green to in dicate that the shape will  Hold down the left mouse button and drag right and down to draw the
belong to the container. size of text box you require, then release your mouse.

Formatting a container  Type the text in the text box.

 Click on the container to select it. Checking spelling

 Use the tools on the Container Tools Format tab.  On the Review tab, click on the Spelling icon and then

Locking a container follow the on screen instructions.

This prevents shapes being moved out of a container.

 Click on the container.
 On the Container Tools Format tab click on Lock Container.

Removing a container
 Click on the container.
 On the Container Tools Format tab click Disband Container.
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Formatting Adding headers and footers
 On the Design tab, click on Borders and Titles
Using themes and variants to save time
 Choose one of the page designs
Themes change the colour scheme of the entire process diagram and is
 Click on the extra Visio page tab that has appeared at the bottom left of
faster than formatting each shape manually.
the Visio screen with a name similar to
 Click on the Design tab.
VBackground-1.
 Explore the different themes available in the Themes gallery. Note the
 Double click on the Title to edit it.
Simple black and white theme, which is best for printing.
 Add/edit elements to the header and footer as required.

Applying a header/footer to an existing Visio map

 Click on the drop down in the Variants group  Right click on the diagram’s page tab at the

to explore the different options for colour, bottom left of the Visio screen.
 Click on Page Setup.
connector style and effects.
 In the Page Setup window, click on the Page
Applying a theme or variant to all pages of a Visio document Properties tab.
 On the Design tab, right-click on the theme or variant you require.  In the Background box, use the drop-down to select the name of the
 Click on Apply to All Pages. Borders and Titles page you want to apply to this map.

Formatting individual shapes  Click Apply and then click OK.

 Select the shape(s)

 On the Home tab, use the tools Adding the University of Brighton logo
within the Shape Styles group to format the shapes.
(This works in Word, PowerPoint and Publisher too!)
 Insert a text box.
Printing
 On the Home tab, choose Starfont from the
Fitting to the page Font type list*
 Click on the File tab and then on Print  In the text box, type a lower case s
 Check that the orientation is set to Landscape Orientation  Double click on the (tiny) logo that has appeared.
 Check that the page size is set to A3 (if available on the selected  On the Home tab, use the icon to increase the size of the logo.
printer)
 Click on Page Setup and choose Fit to 1 sheet across by 1 *The starfont font is available on all University of Brighton computers as
sheet down (edit this setting as required) standard. To use the starfont font at home, visit the Marketing and
Communications area on staffcentral to download the university fonts.

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Subprocesses (Visio Pro only)
The Subprocess shape is used to indicate a step in the
process that is defined elsewhere.

Adding a link to a new subprocess

 Click on the subprocess shape in the process map
 On the Process tab, click on the Create New icon
 A new page tab will appear at the bottom left of the Visio
screen with the same name as the process shape originally selected.
 Click on this new page and build the process map for the sub -process.
 Whenever someone CTRL-clicks on the subprocess shape in the original
map, they will jump to the sub-process diagram.

Linking a subprocess shape to an existing Visio diagram

 Click on the subprocess shape in the process map
 On the Process tab, click on the Link to Existing icon. Please turn over for
Cross-functional Flow Charts
 To link to a page in the current Visio file, choose the name of the page .

 To link to another Visio file, click on Browse to other document

and navigate to the file containing the sub -process map.

 Whenever someone CTRL-clicks on the subprocess shape in the original

map, they will jump to the sub-process diagram.

Creating a subprocess from an existing process map

If the map is getting unwieldy and some subprocesses need to be defined:
 Select all of the shapes that make up the subprocess
 On the Process tab, click on the Create from selection icon.

 The shapes will all be moved to a new page within the Visio file. Rename
the page tab to reflect the name of the subprocess.
 The shapes will be replaced by one subprocess shape containing the
page number of the newly created subprocess. Edit the text to reflect the
name of the subprocess.

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Cross-functional flow charts  Type the text and then click anywhere outside of the label to finish
Otherwise known as swimlane diagrams, these charts are used to illustrate editing.
how a process flows between roles or departments.
Adding separators (phases)
Separators are used to distinguish between phases in a process or project.
Adding the first separator will separate the current page into two:
 Click on the Cross-functional flow chart tab on the ribbon.
 Click on the Separator icon.
 The page will be split into 2 phases. Double click on the
word Phase to edit the phase’s label.
 Drag and drop the phase’s borders to change the size of the phase.
Note that phases will automatically resize as you add shapes to them.
Creating a new cross-functional flow chart
 Open Visio and click on the Cross-Functional Flowchart
Each subsequent phase you add will split the currently selected phase on
template to select it.
the chart into two.
 Click Create.
 Click on the phase that you want to split into 2 phases.
Changing the orientation of the chart  Click on the Cross-functional flow chart tab on the ribbon.
 Click on the Cross-functional flow chart tab on the ribbon.  Click on the Separator icon.
 Click on the Orientation icon.
 Choose the Orientation you require. Note that you can set a default
Adding a shape that crosses swimlanes
orientation here for this type of chart.
 Draw the entire process, with the process steps
 When switching to landscape orientation, you may need to drag the
that need to cross swimlanes appearing in only
right-hand border of the swimlanes so that it fills the page.
one swimlane.
Adding another swimlane  Only when the process map is finished, click on
 Click on the swimlane above where you want to insert the new swimlane. the shape that needs to cross swimlanes and
 Click on the Cross-functional flow chart tab on the ribbon. use the drag handles to resize it.
 Click on the Swimlane icon.

Moving swimlanes Changing the colour of a swimlane

 Click on the swimlane to select it.  Click on the swimlane
 Drag and drop the swimlane to the desired position.  On the Home tab, use the tools
within the Shape Styles group
Editing labels on swimlanes
to format the shapes.
 Double-click on the swimlane label.