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Microsoft Visio 2010 : Sharing and Publishing Diagrams - Publishing Visio Drawings to SharePoint 2010 Visio Services

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Important

Publishing Visio drawings to Visio Services on a SharePoint server produces a very different result than using the Save As Web Page feature to publish a website to a SharePoint server.


Important

You need access to Visio Services on a SharePoint 2010 server to complete this exercise. Visio Services are available only with a SharePoint Server 2010 Enterprise Client Access License (ECAL). Contact your SharePoint administrator to determine whether Visio Services have been provisioned and enabled.

  1. On the File tab, click Save & Send, and then click Save to SharePoint.

    Important

    If you have previously saved to SharePoint, the Recent Locations section in the right column may contain one or more paths to SharePoint locations. Either way, the Browse For A Location button will always be available in the Locations section.

  2. In the Locations section, click Browse for a location; in the File Types section, click Web Drawing (*.vdw), and then click the Save As button. The Save As dialog box opens and the Save As Type entry is preset to Web Drawing (*.vdw).

    Important

    By default, Visio will open your new web drawing in your browser when you click the Save button. If you don’t want this to happen, you can clear the Automatically View Files In Browser check box.

    Clicking the Options button displays the Publish Settings dialog box.

    Important

    In the Pages section on the left, you can select a subset of the diagram’s pages if you don’t want to include all of them in your web-published drawing.

    Important

    Be sure to notice the warning at the top of the Publish Settings dialog box: unchecking pages in this dialog box eliminates them from the browser view of the drawing. However, the unchecked pages are still in the .vdw file and are available to anyone who elects to edit the drawing while viewing it in a browser.

    If your diagram is linked to one or more data sources, you can use the Data Sources section on the right to select which ones will refresh their data to the browser. Visio Services is capable of refreshing data from Microsoft SQL Server tables and views, SharePoint Lists, Excel workbooks stored in SharePoint, and OLEDB/ODBC data sources.

    Important

    In order for Visio Services to have access to data in an Excel workbook, the workbook must be stored in SharePoint prior to linking to it from your Visio drawing.

  3. Either use the left side of the Save As dialog box to navigate to a folder on your SharePoint site, or type the URL for a SharePoint folder in the address box at the top of the Save As dialog box.

    Tip

    Often the easiest way to select the desired folder on the correct SharePoint site is to navigate to it first in your web browser. After locating the correct folder, copy and paste its URL into the address bar at the top of the Save As dialog box.

  4. Click Save. You may see several progress indicators as Visio creates your web drawing, and then the drawing will open in Internet Explorer.

    Important

    In the web drawing view, you can drag the diagram in any direction to change which portion of the page you see. In addition, you can use the controls in the top center and top right of the browser window to change your view of the drawing.

    You can use the page list in the top center to view a different page.

    You can change the zoom setting in four ways:

    • Click the displayed percentage and type a new percentage.

    • Click the plus or minus signs to increase or decrease the zoom level.

    • Use the zoom slider to change the zoom level.

    • Click the Zoom To Fit Page To View button to see the entire Visio page in the browser window.

    You can click Toggle The Visibility Of The Shape Information Pane to show or hide the shape data pane.

    In the upcoming steps, you will apply data graphics and make other changes in Visio and will see how those changes are applied to the published drawing.

  5. Return to Visio (do not close the web browser).

    Important

    Before you start making changes, look at the title of the Visio window. You will see that the title has changed from Theater Ticketing Web Drawing.vsd to Theater Ticketing Web Drawing.vdw.

    Important

    This may not seem like a big deal, but it is actually very important. You are no longer editing the Visio diagram you started with but are editing the Visio web drawing that is stored in SharePoint. (For a comparison, look at the Visio title bar after you use the Save As Web Page function; the file name still ends in .vsd because, in that case, you are still editing the original diagram.) This distinction is particularly important if you close the Visio drawing and want to edit it later. If you edit the .vsd file, it will have no effect on the published web drawing. Instead, you must open the .vdw file from the SharePoint server.

    image with no caption

    Data Graphics

  6. Press Ctrl+A to select all shapes on the Main Process page. Then on the Data tab, in the Display Data group, click Data Graphics. In the Available Data Graphics section of the gallery, click Color by Process Status. Visio applies the color-by-value data graphic to the shapes on this page.

  7. Click the Print and Fulfill page name tab, select all shapes on that page, and apply the same data graphic.

    image with no caption

    Save

  8. On the Quick Access Toolbar, click the Save button.

    image with no caption

    Refresh

  9. Return to your open web browser and click the SharePoint Refresh button (do not click the browser refresh button). The browser view now reflects the current state of the Visio diagram.

    See Also

  10. Return to Visio and click Print and Fulfill to change to that page.

  11. Right-click the Ship tickets shape, point to Data, and then click Shape Data to open the Shape Data window.

  12. In the Shape Data window, click the arrow to the right of Status, and then click Completed (do not click Completing) in the drop-down list. The Ship tickets shape turns green to reflect its new status.

  13. On the Quick Access Toolbar, click the Save button, and then close Visio.

  14. Return to your open web browser, and click the Print and fulfill ticket order shape to follow its embedded hyperlink to the subprocess page.

    The Ship tickets shape on the Print And Fulfill page is already green in the browser rendering.

    Tip

    It isn’t necessary to click the Refresh button because changing pages automatically triggers a refresh of the web drawing.

    In the remaining steps in this exercise, you will open and edit the underlying Visio diagram while viewing the web drawing in SharePoint.

    image with no caption

    Open in Visio

  15. In the upper left of the browser window, click the Open in Visio button. The Open Document dialog box opens.

    Tip

    You can also open the Visio web drawing directly from Visio, but be sure to open the .vdw file stored on SharePoint and not the original .vsd file.

    See Also
  16. In the Open Document dialog box, click Edit, and then click the OK button. The .vdw file opens in Visio.

    Tip

    Note that the default in the Open Document dialog box is to open the Visio drawing in Read Only mode. You must select Edit if you want to make changes to the drawing.

  17. Click the Main Process page name tab to go to that page.

  18. Right-click the Print and fulfill ticket order shape, point to Data, and then click Shape Data to open the Shape Data window.

  19. In the Shape Data window, click the arrow to the right of Status, and then click Completed (do not click Completing) in the drop-down list. The Print and fulfill ticket order shape turns green to reflect its new status.

  20. On the Quick Access Toolbar, click the Save button.

  21. Return to your open web browser and navigate to the Main Process page. The color of the Print and fulfill ticket order shape reflects its new status.

    Important

    Under some circumstances, there may be a small delay before the web drawing refreshes.

Clean Up

Save your changes to the Theater Ticketing Web Drawing file and close it. Close your web browser.

Although you didn’t explore shape data in this exercise, all shape data is available in web-published drawings. To view shape data in your browser, click the Toggle The Visibility Of The Shape Information Pane button in the upper right of your web browser. The shape information pane displays both shape data and the names of any hyperlinks that are embedded in a shape. For example, the shape information pane for the Print and fulfill ticket order shape is shown in the following graphic.

Clean Up

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