Visio2000: Multiple Error Messages When You Create a Visio Organization Chart from External Data (292800)

SYMPTOMS

When you attempt to use the Organization Chart Wizard in Microsoft Visio to create an organization chart based on data that is contained in Microsoft Excel workbook (.xls file) or a text document (.txt file), you may receive one of the following error messages:

Invalid data: name. Eliminate duplicates in the column (field) that uniquely identifies each record.
Invalid data: name. Make each value in the "reports to" column (field) refer to a valid entry in another field.
An unexpected error occurred.

Visio may also stop responding when you click OK in the error message box.

CAUSE

This behavior is caused by the following conditions:

Error Message 1

There are duplicate entries for one or more employees.

Error Message 2

The "reports to" column (field) contains an invalid name. For example, the top-level executive position's "reports to" column should be left blank, but you may have typed "CEO" in that field. Because "CEO" does not exist in the Employee Names column, Visio returns the error message.

Error Message 3

This can be a result of combinations of the two preceding errors.

RESOLUTION

To correct this behavior, use the appropriate method for your situation.

Method 1: Error Message 1
Remove or modify the duplicate names. If you add a number to a name, it may not work. You can also use employee numbers as the unique identifiers.
Method 2: Error Message 2
Make sure that the "report to" field in each record contains a valid employee name or number.
Method 3: Error Message 3
Correct the conditions that cause the other two error messages.

MORE INFORMATION

You can generate organization charts automatically from personnel data files by using the Organization Chart Wizard.

The wizard can read data in the following file formats:

Tab-delimited or comma-delimited text (.txt).
Org Plus (.txt).
Microsoft Excel (.xls).
Microsoft Exchange Server Directory.
The file format for a database created in an Open Database Connectivity (ODBC)-compliant database program.

File fields must include:

The employee's name.
The way employee names appear in this field (last name first or first name first) is the way the names appear on organization chart shapes. This field can function as the unique identifier field if each employee name is unique.

If each name is not unique, use a unique identifier, such as an employee ID number, for each employee.
Who the employee reports to.
This field must contain each manager's unique identifier, whether that identifier is a name or an ID number.

For the employee at the top of the organization chart, for example, the CEO, leave this field blank.