Adding Data and Refreshing Data

[John]

I am trying to utilizing the data link feature in Visio Prof.
2007. In doing so, I have recently built a Visio file and linked up to an
Access Database for some ongoing reporting needs. Post linking the data to
the appropriate shapes in my Visio file, I then reformatted the data callouts
in order to improve legibility. However, upon refreshing the data with the
source file, all data callouts reformat to the default positions and a
mixture of sizes. I have reviewed the protection and behavior settings on
the shapes as well as the data refresh configuration, yet I have found no
feature that allows locking the formats
for the data callouts. Could anyone please provide some thoughts on how to
avoid reformatting data callouts post data refreshes from a source file?
Also, is there a way to format one data graphic as a template and then use
that graphic as a standard for future data callouts (change font, line
spacing, etc.)? Thanks.

 

[LadySnowWhite]

Hi John,

You might try creating custom callouts with your specified formatting by
first creating a stencil and saving the callout as a Master shape. To do
this, first create the callout you want on a separate drawing sheet. Once
you have it the way you want it, you can then go to File, Shapes, and select
New Stencil. Right click the stencil bar and choose Edit Stencil (you may
not need to do this with a new Stencil, but if you are changing an already
existing stencil, you will need to open it for editing). A red star should
appear when it can be edited. Now you may either create a new master shape
or load an existing shape as the master. To create a new master, right click
inside the area beneath the title bar and choose New Master. Give your shape
a name and I recommend making the name relatively unique and descriptive so
you can find it by searching later. Double click the new master shape and an
empty drawing grid will come up. From here you can create the drawing from
scratch or go to the file menu and insert an existing picture from elsewhere.
If you want to load an existing shape as a master, then right after opening
the stencil for editing, instead of creating a new master, just drag your
previously created callout shape onto the stencil and drop it. Visio will
give it a generic name which you should change by right clicking and
selecting Rename. You can also right click and go to Edit Master and Master
Properties. This page will also let you input key words for searching, which
is always a good idea. Afterwards, click on the save icon for your stencil
and right click and select Edit Stencil again to close it for editing. Now,
when you use this shape, its formatting should be permanent.

If you like, here is a good article on creating Visio Stencils and Master:
http://blog.componentoriented.com/?p=30

I hope this helps, and good luck with your project.