SmartDraw lets you add data to shapes, import data, export manifests, and create data rules to change how your diagrams looks using data.
All this is done on the Data tab of the SmartPanel.
If you haven't added any data to your diagram yet, the first time you open the Data tab, all you'll see is a button called "Add Data Table."
You can build your own data table manually or you can import an existing data file.
Let's go over both ways of adding data.
Add New Data Table Manually
If you want to build your data file manually, choose "Add New Table".
You'll be asked to name your data table.
You'll now see the name of your table in a gray header with a menu of available Actions.
Import Table From File
In most cases, you might already have a CSV file of relevant data you want to associate with your diagram.
Under Add Data Table for a new diagram, click "Import Table from File" and browse to the file on your computer.
Once you've added a data table, you will also see three new tabs named Schema, Data, and Table. You'll also see an Actions menu and some Options appear at the bottom of the tab.
Let's go over each.
The schema refers to how data will be organized. Think of it as what types of information you want to keep track of in your diagram. For example, for an organizational chart, you may want to have first name, last name, title, extension, salary, number of leads, demos, closed sales, and so on. For a floor plan, you may want to keep track of the object's asset number, manufacturer, model, and so on. For a network diagram, you may keep track of asset ids, CPU use, or memory.
Here are three different examples of schemas. One is used for a sales team,the second for an AWS set up, and the third for tracking assets on an office floor plan.
To set up your own schema when you're adding data manually, just replace Field 1 with the first field you want to add. For example, a "description" for the shape.
Defining the Data Type for Any Field in Your Schema
Next, you can select what type of data this field will contain. Since we're going to want to add a description for a shape, we'll leave it as text.
You can choose: text, integer, boolean, float, date, or header.
Choosing the data type will restrict the type of data the field can store.
Adding a Field to Your Schema
To add another field to your schema, click the plus sign below the Schema tab. This will add a new field you can define with a description and data type.
Delete a Field from Your Schema
To delete a filed you no longer need, hit the trash icon. Please note that removing a field from the schema will remove all associated data with the field from every shape.
Rearranging Fields in Your Schema
The up and down arrows above the field list let you rearrange your fields. Select the field you want to move and click either the up or down arrow.
The data tab is where you find the individual values associated with a shape to match the schema you set up. So if you're looking at an object on a floor plan and your schema says shapes can have a description, room, asset number, manufacturer, and model number, you can use the Data table to enter values for those fields or to modify any existing values there.
Define the Data Associated with Any Shape
To associate data with a shape, select the shape first and then click on the Data tab. You'll notice that if no data is associated with the shape yet, the values will be blank for each field in your schema. To add a value to any field, click on the blank box and type. If there is data associated with the shape already, the values will not be blank and you can change them using this tab.
See the Data Associated with Any Shape
To see the data associated with any shape, you can select the shape and then click on the Data tab. As we mentioned above, this view also allows you modify these values. If you just want to see the values associated with the shape, you can hover your mouse over the blue information icon on the shape to see a modal of data information.
See and modify data associated with a shape in the Data Panel:
Or hover your cursor over the blue information icon:
The last tab associated with Shape Data is called Table. This is a table view of all the data you imported or that you associated with your shapes on your diagram.
Each row in a table can be assigned to a shape. The headers at the top of the table represent your Schema fields. The value shown in each column is the data associated with that field for the shape.
Assigning Data to Shapes Using the Table Tab
If you just imported a data table, you'll see there is a schema defined, but if you click on any shapes, there's no values associated with any of the schema fields yet. When you look at the Table view, you'll notice there's a row to represent an object with values for each field in your schema. You can associate any data row with a shape but clicking on the row and dragging it over the shape you want to associated with.
Once a data row is associated with a shape it will have a green checkmark indicating that it's taken.
See Which Data Row is Associated with a Shape and Which Shape is Associated with a Data Row
Clicking on any shape will highlight its associated data row in the table. Vice versa, clicking on a data row in the table, will select the shape it is associated with in the diagram.
View the Full Data Table
To view your data table better, click on the expand icon the upper right corner to see the full table.
The headers at the top of the table are the fields associated with your schema. You can sort your table in a descending or ascending manner based on these headers using the arrows next to the field names.
To collapse the expanded table, just click on the Table tab again.
The Actions menu provides commands for interacting with your entire Data table.
Here you can:
Add a New Table - This will add a new blank data table to your diagram in addition to whatever data table you currently have. You will be asked to name it and then create a schema and add data.
Import Table From File - This will let you import a new data table from file.
Update Table From File -This will let you update your existing data table with a new file. Make sure the file you're about to upload is named the same as your current data table.
Export Data Table - Export a CSV of the current data table.
Generate a Manifest - Create a presentation of your data that combines the information into a smaller number of rows. For example, if you have a multitude of a specific type of chair or desk, you can get a manifest that shows you the exact count.
Rename Data Table - Lets you change the name of your data table.
Delete Data Table - Deletes your data table.
Manage Data Rules - Lets you add new rules, and edit or delete existing ones.
Switching Between Multiple Data Tables
If you import another data table or create a new table using the Actions menu, you can switch between the multiple tables by clicking on the name of the existing data table. This will show you a drop-down of all the data tables associated with this diagram.
Options at the Bottom of the Shape Data Panel
The options at the bottom of the Shape Data panel, let you:
Apply Data Rules - These rules let you change the appearance of shapes in your diagram based on data
Delete Shape Data - Delete the shape data associated with a selected shape
Detach Shape Data - This deletes the shape data from the shape, but keeps it in the data table so you can assign it to another shape.
Insert Data in Text - Add data to your diagram as text. For example, you could add the title of someone on an org chart based on data.
Hide Shape Data - Removes the blue icon from the shape so hovering over the shape doesn't bring up the data panel. The data is still associated with the shape, it's just no longer visible.