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Visio 2013 Pro Options to Document a BPMN Shape and Store the Content (text, screenshots, etc.) As Part of the Shape

    Question

  • Hello Forum!

    We wish to create and store BPMN process and shape documentation within Visio.  For training purposes, we want to send one portable Visio file to a learner that contains both process and documentation all within the same vsdx file. 

    A hyperlink would definitely work, but that forces us to create/manage MSWord objects outside of Visio.  We could use sub-processes, but we would want to keep the process levels simplified and flat for the end user community.  We could paste content, text, tables and screenshots directly into the Visio document, but I believe the volume of data would become unwieldy. 

    The best option we can find is to insert an MSWord object as an icon into the Visio document and resize it to a smaller icon image.  Through "Document Object / Convert," we can change the display filename and icon as needed.  And, we can use the connector tool to connect the MSWord object to its parent BPMN shape so that when the shape moves, we retain the link to the BPMN shape.

    Any other ideas?

    Many thanks in advance!

    Allen

    mardi 29 mai 2018 13:24

Réponses

  • Hi Allen,

    Your workaround is good if you want to save both process and document to the visio file. Adding Word document as a Visio shape, then share this drawing to learners. Then can open the drawing with Visio, and double-click the word shape to open the document with Word app.

    One thing I would like to share is that, when inserting Word object by clicking Insert > Object, do not select Link to file option for it. It can avoid some opening issue in learn side. Additionally, it is suggested to save the Word document with .doc file type.


    Best Regards,
    Winnie Liang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.


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    mercredi 30 mai 2018 08:04
    Modérateur

Toutes les réponses

  • Hi Allen,

    Your workaround is good if you want to save both process and document to the visio file. Adding Word document as a Visio shape, then share this drawing to learners. Then can open the drawing with Visio, and double-click the word shape to open the document with Word app.

    One thing I would like to share is that, when inserting Word object by clicking Insert > Object, do not select Link to file option for it. It can avoid some opening issue in learn side. Additionally, it is suggested to save the Word document with .doc file type.


    Best Regards,
    Winnie Liang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.


    Click here to learn more. Visit the dedicated forum to share, explore and talk to experts about Microsoft Teams.

    mercredi 30 mai 2018 08:04
    Modérateur
  • Hi Winnie!

    Thank you for the confirmation and advice of our approach.  We will follow your advice and store content as .doc objects without the link to file option.

    I will wait a short time to see if we receive other responses or other idea/tool suggestions.

    Many thanks again,

    Allen

    jeudi 31 mai 2018 12:42
  • Hi Winnie!

    We tested the *.doc and *.docx options for stored MSWord files in Visio.  We could not identify any issues between the two file types at this time.

    Would you have guidance/reasons to use *.doc as a suggested, preferred option?

    Trying to understand, and many thanks in advance!

    Allen

    lundi 4 juin 2018 13:31
  • Hi Winnie!

    We tested the *.doc and *.docx options for stored MSWord files in Visio.  We could not identify any issues between the two file types at this time.

    Would you have guidance/reasons to use *.doc as a suggested, preferred option?

    Trying to understand, and many thanks in advance!

    Allen

    The suggestion for *.doc format is because I suspect if you are sharing this Visio file to other users who are using old Office versions.

    If your recipients are all using Office 2016 (Word 2016), *.docx file is a better choice :)


    Best Regards,
    Winnie Liang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.


    Click here to learn more. Visit the dedicated forum to share, explore and talk to experts about Microsoft Teams.

    mardi 5 juin 2018 01:38
    Modérateur