Demo: Know comments, show comments in Visio

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Do you need a team review of your diagram before you can call it done? Would you like to make sure that no one but you can actually change the original? Now you can capture reviewers' comments and suggested changes while protecting your original document, using the new Track Markup feature in Microsoft Office Visio® 2003.

Each reviewer has a separate markup overlay that is superimposed over the original drawing. Your reviewers can add shapes, use ink to hand-draw over your drawing, or add comments to the drawing — all on their own markup overlay. You can show and hide markup overlays to see each reviewer's suggested changes separately, or view them all at once for a comprehensive look. Then you can revise the drawing as you see fit, with everyone's comments in mind.

 Note   For screen reader text detailing the onscreen actions and a screen reader version of the audio script, click Demo text version.

ShowDemo text version

Screen Action Audio Script
Visio 2003 is open, showing the Business Process drawing of a flowchart for processing orders, with a page name of Warehouse review. The Reviewing toolbar is floating near the top of the drawing window. The Reviewing task pane is open to the right of the drawing window.

Our team is documenting the processes used to fulfill mail orders in our warehouse.

To start with, I've created a flowchart with Visio 2003 that shows all of the tasks required for processing orders.

The pointer moves to the Reviewing task pane and clicks Track Markup. In the Show Markup Overlays section of the task pane, the list of reviewers appears. A colored check box appears to the left of each person's name. None of the boxes is selected.

The drawing appears as it did in the previous scene, except now there is a white tab at the lower right corner that says Original.

I've made the document available to our team, so each person can review the flowchart and comment on it.

The pointer clicks the arrow on the Reviewers button on the Reviewing toolbar to display the list of reviewers.

In the Reviewing task pane, the pointer clicks Show All and then selects and clears the check boxes next to each reviewer's name in succession, showing and then hiding each reviewer's tabbed markup overlay with comments and suggested changes. The suggested changes appear in the same color as the check boxes by their names.

The pointer then selects the check boxes next to all three names. All three overlays are displayed, so all reviewers' comments and suggestions appear superimposed on the drawing.

We can add our comments and suggest changes directly in the flowchart document.

Each person's markup appears as a separate overlay on the drawing. The original drawing remains unchanged. This way, I can view comments and choose what changes I want to make to the flowchart.

The scene changes to show the drawing without any visible markup overlays. The pointer selects the check box next to Peter Waxman [PW], and the PW markup overlay is displayed on the drawing with Peter's suggested shape, connectors, and comments in green. The pointer pauses on the PW1 comment next to the suggested Stock or ship decision shape, and the comment text explaining his suggested changes appears on the screen. Our warehouse manager, Peter, used ink and added a comment to show where a new shape and connections should be added.
The pointer selects the blue check box next to Chris Preston [CP], and the CP markup overlay is displayed on the drawing with the markup appearing in blue. The pointer pauses on the CP1 comment next to a circle that Chris added in ink around the Invoice shape. The comment text appears with his question about whether more detail should be provided for this part of the process. Our shipping clerk, Chris, commented that we could add more detail about our invoice process.

The pointer selects the red check box next to Karen Archer [KA], and the KA markup overlay is displayed on the drawing with the markup appearing in red. The pointer pauses over the KA1 comment, which appears near the CP1 comment, and Karen's response to Chris' CP1 comment appears, suggesting that the shape link to another diagram that shows that part of the process in more detail.

The pointer pauses over the KA2 comment next to the Verify order shape Karen added to the process. The comment text appears with a question Karen has about her suggested shape.

I've added a response to Chris, suggesting that we link to another flowchart that describes our invoicing process in more detail.

I also added a shape to suggest an idea for a new step in the process.

The pointer pauses over the PW2 and CP2 comments, and the comment text appears. After we finished our review process, I reviewed everyone's comments and responses.
The scene changes to show a revised drawing, incorporating the reviewers' suggested changes. The drawing page is renamed New order process. The pointer circles the new shapes and connections made to the drawing. The pointer right-clicks the Invoice shape, and then clicks the hyperlink Invoice process details on the menu. The Invoice drill down page of the drawing appears. The pointer right-clicks the Verify Order shape, and then clicks the hyperlink High-level process on the menu. The New order process page appears. Then I incorporated the changes into the original drawing. And here's the final result!
Visio disappears. The animated text Experience Your Own Great Moments appears. Under it appears the static text For more information followed by the URL: http://www.microsoft.com/office. The track markup feature in Visio makes it easy for everyone on my team to help improve our process. Find out how Visio 2003 can help keep your business processes on track too.

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Applies to:
Visio 2003