How to structure Excel data for a flowchart
Use one row per process step, explicit destinations, decision labels and owner columns. See a real table render as a QueryChart flowchart and compare Visio's schema.
A flowchart table needs a unique step, its visible label, its shape, and explicit destinations. Decision rows need a label for each outgoing branch.
The short version
- One process step per row.
- Write explicit destinations and pair every decision outcome with its destination.
- Visio uses step IDs; QueryChart's Line to uses row positions.
- Use an owner or Function column for cross-functional swimlanes.
Give every arrow a destination
A useful source table has one action or decision per row. In QueryChart, Box text is the visible label, Shape chooses the node, and Line to contains the 1-based row number of each destination. For a decision, a cell such as 3,4 in Line to pairs with Yes,No in Line text. Vertical lane names the owner; Horizontal lane can name a phase. The live table below is a travel approval example with a decision, an exception route and owner handoffs.
For Visio desktop Data Visualizer, use Microsoft's Excel data template or map your own Excel table in the Create Diagram from Data wizard. Its process fields include Process Step ID, Process Step Description, Next Step ID, Connector Label, Shape Type, Function and Phase. Visio's Next Step ID points to a step ID; QueryChart's Line to points to a row position. Translate IDs through a lookup if they are not 1, 2, 3 in order. See /guides/how-to-create-a-flowchart-from-excel-in-visio for the wizard and /excel-to-flowchart for the QueryChart upload route.
Do not sort a QueryChart table after mapping row destinations without checking the links again. Keep a copy of the original IDs, and test every branch against the source process. An unlabelled decision edge or a destination that points outside the table can look plausible until someone follows it.
The rows and the resulting flowchart
Open the sheet view under the live QueryChart chart to inspect the exact input columns and output together.
Labels and shape types
The first four rows establish the request, estimate and policy decision.
Destinations and branch names
Line to supplies the destinations; Line text makes the two outcomes of the policy decision readable.
Owner lanes
The owner column groups steps into lanes so a handoff becomes visible.
Review the complete chart
Inspect the completed visualization against the preserved workbook table, including every loop, branch label, owner lane and ending.
How it works
List and number the steps
Write one step per row, including a start, every decision and every ending. Keep old IDs in a separate column when migrating a Visio table.
Choose shapes and destinations
Set Shape to Start, Process, Decision or an ending as appropriate. Enter one or more destination row numbers in Line to.
Name branches and owners
Put branch labels in Line text in the same order as destinations. Put the responsible department in Vertical lane.
Render and trace
Open /excel-to-flowchart, import or paste the prepared rows, and trace every path from start to a valid ending.
Mistakes to avoid
Confusing step IDs with row numbers
Visio's Next Step ID is a key reference. QueryChart's Line to is a row position. Build a mapping before importing nonsequential IDs.
Open the editable table
See the sample rows and change a destination to watch the chart update.
Sources
Frequently asked questions
What columns are needed for a flowchart?
Use one row per step with a visible label, a shape and explicit destination rows. Add outcome labels to decisions and owner values for swimlanes.
Can I copy Visio Next Step IDs directly?
Only when each ID equals its 1-based row position. Otherwise translate each ID to the destination row number used by QueryChart.
How are decision branches stored?
Put comma-separated destinations in Line to and matching comma-separated outcomes in Line text, in the same order.