Linking Lucidchart Diagrams to Spreadsheet Data

With our data linking capacities, you can link Lucidchart diagrams to data stored in CSV files or in Google Sheets. When you link to Google Sheets, your shape data will automatically update with any changes you make to your Sheet data, allowing you to visualize your processes in real time!

The data linking feature is only available for Professional, Team, and Enterprise accounts. To upgrade, visit our pricing page or contact our sales team.

  1. Within a Lucidchart document, click "File" in the top left corner of your screen, and select "Import Data."

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    You can also click on the database icon in the Dock on the right side of your screen, and then on the blue "Link Data" button that appears on the bottom.

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    The following window should appear at the bottom of your screen:

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  2. If you have not already given Lucidchart permission to access your Google Sheets documents, a window will pop up asking you to do so. Click "Authenticate" and then "Allow" in the following window.

    pop-up window
  3. A window will pop up asking you what kind of spreadsheet you want to import. If you would like to link Google Sheet data, select "Google Sheets." If you would like to import a CSV file, select ".csv file" and click "Choose File."

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    You will be directed to your Finder. Select the CSV file that you wish to import and click "Open."

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    Select whether you want Row 1 of your sheet to be your header row or a data row by checking or unchecking the box at the bottom (you can change this at any time).

    Click "Import." If you have linked to CSV data, your data will now be linked to Lucidchart. If you are linking to Google Sheet data, follow the steps below.
  4. Select the Google Sheet that you would like to link to your Lucidchart document.

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  5. Select which tab of your selected document you want to link and click "Import."

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Your data is now linked to Lucidchart! Your imported data will appear in the bottom right corner of your screen.

Note: Your Lucidchart data set will update periodically to show changes made in Google Sheets. If you don’t see the changes right away, click this button to sync.Screen_Shot_2017-01-18_at_2.00.05_PM.png

To manage your data sets, click on the upside-down triangle next to the name of your active linked sheet and a list of all of your linked sheets will appear.

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You can easily link a new sheet to your document by clicking the “+ Data Set” button.

If you want to manage a data set that is already linked, right-click on the sheet’s name or click on the three dots that appear when you hover over it. A window will pop up inviting you to refresh, replace, or delete the data set. If you replace your data set with another one, your shape and page data will automatically update with the data from the new sheet.

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Now that your data set is linked to your document, you can assign parts of it to shapes in Lucidchart. There are three different ways you can do this.

Option 1

  1. Drag a new shape onto the canvas OR select the preexisting shape onto which you would like to assign data.
  2. Drag a row or cell from your data set onto the shape OR onto the shape data panel, which will appear above your sheet data when a shape is selected. The dragged data will automatically be assigned to the shape.

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Option 2

  1. Drag a row or cell from your data set and drop the placeholder shape anywhere on your canvas.
  2. When you release your cursor, a drop-down menu will appear, allowing you to pick between "Standard," "Flowchart," or "Shapes." Select your desired shape, and watch the data display inside of it.

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    Note: The blue brackets that appear around text when you hover over a shape signify that the shape contains dynamic data.

Option 3

  1. Select the shape to which you would like to assign data.
  2. Click the "+" button in the top right corner of your shape data panel to add a new shape data field.
  3. In the "Label" column, type in a title for the field.
  4. In the "Value" column, link the field to a cell in your data set by typing "=" and then the reference to the cell, e.g. "A2" or "B4." Hit your "Enter" key and the reference will be replaced by the value from the referenced cell.

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Your data should now be linked to your shape! You will know that the data was successfully assigned to a shape if the data appears in the shape data panel when you select the shape.

After assigning data to a shape, you can save the linked shape to your custom shape library by right-clicking on the shape and then selecting "Add to Custom Shape Library" from the menu that appears. If you have more than one saved library, you can go on to select which one to add your shape to.

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You can also assign data to an entire page of your document. To do so, select a row or cell and drag it up to the data panel.

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Note: If you create a new page within your document, the data will not be assigned to that page unless you repeat this process.

After you have assigned data to a shape, you can call the data, making your shape display it, by using the command {{this.Label}}. For example, if I wanted to call the information found in cell A6 of my data set, I would type {{this.Creature}} into the shape.

While {{this.Label}} returns the value associated with a label, {{this.Label.label}} returns the label. So while {{this.Creature}} returns "Wildcat," {{this.Creature.label}} returns "Creature."

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To call data that is assigned to a page of your document, use the commands {{page.Label}} or {{page.Label.label}}. You can type these labels anywhere on your page to reference page data, including within shapes and text boxes.

You can also insert a label or value as text into a selected shape by clicking the "+T" icon that appears next to a label or value when you hover over it in your shape data panel. If you click on this icon when a shape is not selected, a new text box with the corresponding text will appear on your canvas.

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Note: As mentioned earlier, the blue brackets that appear around text when you hover over a shape signify that the shape contains dynamic data.

You can group linked shapes and assign a new row or cell of data to the group while still storing individual data in each shape. To group shapes, drag your cursor across the canvas to select the shapes you would like to group, and then right-click inside the selected area to pull up an options menu. Select “Group.”

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To assign data to a group of shapes, click on one of the shapes. A blue box will appear around the group, and your data panel will display the heading, “Selected Group Data.” Drag a row or cell of data onto the data panel, and the dragged data will be assigned to the group.

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To call group data from a shape, type the command {{parent.Label}} into the shape. If you have groups of shapes within greater groups, you can repeat the “parent” command as many times as you need to refer up the chain (e.g. {{parent.parent.parent.label}}).

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There are several different ways to copy and paste linked text. To reproduce a linked shape, select the shape and copy and paste it regularly (CTRL + C, CTRL + V). The same copy and paste method will reproduce the {{ syntax of selected linked text. However, if you want to reproduce the flattened version of linked text, copy it via CTRL + C and then plain paste it (CTRL + SHIFT + V). Refer to the image below for a display of these options.

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To edit the label or value of data in your data panel, simply click on the text and type over it.

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To add a new field or delete or move an existing one, right-click on a label or value or click on the three dots that appear when you hover over it. Select your desired action from the window that appears.

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If you try to add data to a shape or page that already has data with the same label names, a dialogue will appear on your screen asking whether you want to replace the existing data with the new data or keep both sets of data assigned to the shape or page. If you choose the latter option, the label names of the new data will each be appended with a “2.”

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If you add fill color to a cell, columnm, or row of data in your linked Google Sheet, the color will automatically display in your Lucidchart data set as well as in the data panel. If you do not see the color right away, click the refresh button to sync.Screen_Shot_2017-01-18_at_2.00.05_PM.png

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To display the fill color associated with a piece of your data on the canvas, click on the three dots that appear when you hover over a label or value box in the data panel. Scroll to the bottom of the drop-down menu that appears, and click on "Apply Imported Fill Color." Your fill color should appear on the selected shape, or on the background of your canvas if you are working with page data.

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When you share a linked diagram with other Lucidchart users, they will have access to the linked data sheet. You can prevent them from having this access by deleting the linked sheet from your document prior to sharing by following the steps above, under the "Manage Linked Sheets" heading. When you do this, your data values and inserted text will be preserved.

To export your linked data as a CSV file, go to “File” and then click “Download As.”

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In the pop-up window that appears, select “CSV of Shape Data” as your format, and then hit “Download.” The exported data will include shape name, shape library, text fields, and data.

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