How to Highlight the Current Step in a Visio Workflow
Question details
The user wants to automatically highlight the active step in a Visio workflow diagram as the process advances in Teams or SharePoint.
- Product
- Microsoft Visio, SharePoint, Teams
- Device & OS
- not provided
- Scenario
- Tracking active workflow processes visually within embedded Visio diagrams in Microsoft Teams or SharePoint.
- Observed behavior
- Teams and SharePoint lack a built-in feature to automatically highlight the current location or active shape in an advancing Visio workflow process.
Verify that you have active licenses for Microsoft Visio, SharePoint, and Power Automate, as this workflow automation requires cross-platform integration within the Microsoft 365 ecosystem.
Use Power Automate to Highlight Visio Shapes
Since Teams and SharePoint do not have native auto-highlighting, you must create a custom flow in Power Automate to identify the current step and modify the Visio shape accordingly.
There is no out-of-the-box feature in Teams or SharePoint to automatically highlight the current location in a Visio workflow. A customized Power Automate flow can act as a bridge to identify the active process step and highlight the corresponding Visio shape.
Log into your Microsoft 365 account and open the Power Automate application.
Set up a new automated flow that triggers whenever your specific SharePoint list or Teams process advances to the next step.
Add actions to your flow that connect to the Visio file stored in your SharePoint library or OneDrive to dynamically update the shape's formatting.
Because modifying specific Visio shape attributes dynamically can be complex, visit the Power Automate Building Flows community (powerusers.microsoft.com) for advanced design guidance and custom script parameters.
Create Stunning Flowcharts with WPS Office
While complex automated workflows in Visio require expensive subscriptions and advanced Power Automate skills, WPS Office provides intuitive, built-in flowchart tools for everyday tasks. Create professional diagrams easily and work seamlessly with Microsoft Office formats, all within a lightweight and free productivity suite.
- 1. Download and install: Download WPS Office for free and install it on your device.
- 2. Open the drawing tools: Launch WPS Writer or Presentation, navigate to the Insert tab, and select Shapes or SmartArt to start building your workflow.
- 3. Design your process: Drag and drop standard flowchart symbols into your document and easily connect them to map out your process manually.
Frequently Asked Questions
Can I automatically highlight steps in a Visio diagram using only SharePoint?
No, SharePoint does not have a native feature to automatically highlight active steps in an embedded Visio diagram. You must use Power Automate to build this functionality.
Where can I find help for building complex Visio flows in Power Automate?
You can seek advanced design guidance by posting your specific use case in the official Microsoft Power Automate 'Building Flows' community forum.
Are there easier alternatives for creating basic static workflows?
Yes, if you do not need dynamic automation, you can manually create static process flowcharts using the standard shape tools in Microsoft Word, PowerPoint, or a free alternative like WPS Office.
