When importing data, you may want to combine all the members of a team into a single box. This can be done manually after importing data or during the import process by combining all records that share a common field value.
For example, importing the data shown in the following table can be displayed in a multi-record box or in individual boxes, as shown below. A third option is to display multiple records in a multi-column box.
ID |
ReportsTo |
Name |
Title |
Function |
1 |
|
Lynn Brewer |
CEO |
|
2 |
1 |
Larry Stevens |
Manager Sales |
|
3 |
2 |
Claire Chancellor |
Sales Associate |
Sales |
4 |
2 |
Bill London |
Sales Associate |
Sales |
5 |
2 |
Joanne Banks |
Sales Associate |
Sales |
6 |
2 |
Patrick Gaines |
Sales Associate |
Sales |
Combining all sales associates would yield:
this chart… |
rather than this. |
To combine records into multi-record boxes:
1 In the Import Wizard - Verify Hierarchy dialog box select the Combine button to display the Combine dialog box.
2 Select the Combine Records checkbox.
3 Use the Combine using: selector to select a field (For example, the ReportsTo field in the example above).
4 Select the Only combine boxes with no subordinates checkbox to limit creation of multi-record boxes to the bottom level of your organizational chart. If you select this option, you can also set the Include subordinates with no peers checkbox to create multi-record boxes that contain only one record.
5 Optionally, you can use the Criteria tab to restrict multi-record box creation to include only boxes that meet specific criteria (i.e. Title = Sales Associate).
6 Click OK to exit the Combine dialog box.
7 Click OK.
Notes: To manually create multiple record boxes see Multi-Record Boxes in Working with Charts: Advanced Charting. Another approach to combining records is to use a shared Position ID field value to combine records, as shown below.
PositionID |
Reports To |
Name |
Title |
1 |
|
Larry Stevens |
Manager Sales |
5 |
1 |
Claire Chancellor |
Sales Associate I |
5 |
1 |
Bill London |
Sales Associate II |
5 |
1 |
Joanne Banks |
Sales Associate II |
5 |
1 |
Patrick Gaines |
Sales Associate I |