# Build diagrams from Plexii data

> Generate an org chart, flow, cards or mind map from a Plexii table, link shapes to table rows, and embed live work widgets, apps and tools.

Source: https://plexiidesk.com/help/diagrams-data-and-binding
Section: Office > Diagrams
Plans: All plans
Updated: 2026-10-21

A PlexiiDiagrams diagram can draw on the rest of your PlexiiDesk. Build a diagram from the rows of a Plexii table, link single shapes to table rows so they show the row's values, and place live work widgets, apps and tools on the canvas.

## Before you start

- Data sources are on every plan.
- To build from a table, you need a Plexii table with some rows. See [Table work widget](https://plexiidesk.com/help/widget-table).
- Open a diagram. See [PlexiiDiagrams overview](https://plexiidesk.com/help/diagrams-overview).

## Open Data sources

Click **Data** in the toolbar. The **Data sources** window opens with four tabs: **Tables**, **Work widgets**, **Apps** and **Tools**.

## Generate a diagram from a table

1. In **Data sources**, open the **Tables** tab. You can also choose **Insert** > **From a Plexii table…**.
2. Under **Table**, choose a table.
3. Under **Diagram**, choose what to build:

   | Diagram | What you get | The extra column it asks for |
   | --- | --- | --- |
   | **Cards (one per row)** | One card for each row, in a grid. | |
   | **Org chart** | A reporting tree. | **Reports to (manager)** |
   | **Flow / process** | Steps joined in order, from left to right. | **Next step(s)**, or **Table order** to follow the rows in order |
   | **Mind map** | A central idea with branches. | **Group by** |

4. Set the rest:
   - **Label**: the column that names each shape.
   - **Colour by**: a single-select or multi-select column whose colours tint the shapes. Leave it at **None** to skip.
   - **Extra fields**: click the columns to show as more lines on each shape.
5. Choose **Add to this page** or **Replace this page**.
6. Click **Build diagram**.

Each row becomes a shape linked to its row, and the shapes are laid out to suit the kind of diagram. If something could not be built as asked, the window lists notes under **Built, with notes:**.

## Link a shape to a table row

You can link any single shape to a row, so it shows that row's values.

1. Select the shape.
2. In the inspector, open the **Data** tab and find **Data source**.
3. Under **Table**, choose the table. Under **Row**, choose the row from **Pick a row…**.
4. In **Label**, type a label template using column names in braces, such as `{Name} · {Role}`. The shape shows the row's values in their place.
5. Under **Show fields**, click the columns to list on the shape.

To remove the link, click **Unlink from table**.

If the table or row is deleted, the shape keeps its place and marks the missing link. The inspector says **The linked table is loading or no longer exists.**

### Colour shapes by their values

Under **Conditional formatting (first match wins)**:

1. Click **Add rule**.
2. Choose a column, a test, and a value. The tests are **is**, **is not**, **contains**, **>**, **<**, **≥**, **≤**, **is empty** and **has a value**.
3. Click the colour box and pick the fill to use when the rule matches.

Add more rules for other values. The first rule that matches sets the colour.

## Embed a live work widget

1. In **Data sources**, open the **Work widgets** tab and click **Choose a work widget…**. You can also choose **Insert** > **Work widget from a desk…**, which opens **Data sources** on the **Work widgets** tab.
2. In **Work widget from a desk**, search or browse by desk, and click the work widget.

The work widget is placed as a shape that shows its current content and updates as it changes.

You can also drag a work widget from the side menu onto the canvas. Dragging one from the **Work widgets** section makes a new work widget file, listed in Files, and embeds it. See [Work widget files](https://plexiidesk.com/help/work-widget-files).

## Add app and tool tiles

- **Apps:** tick the Plexii apps you want, then click **Add** (it shows how many, such as **Add 3 apps**). Each tile stays linked to its app. Use them to map how work moves between apps.
- **Tools:** tick the Plexii tools, then click **Add**, such as **Add 2 tools**. Use them to plan which tools a workflow uses. To show a tool's live content, embed it from the **Work widgets** tab instead.

The new tiles are placed below the shapes already on the page.

## Custom data, links and notes

The inspector's **Data** tab also has, for a single shape:

- **Link & notes**: a web address or Plexii link for the shape, and notes about it.
- **Custom data**: your own fields and values. Type a **Field** and a **Value** and click **Add**.

## Common questions

**The Table list says No Plexii tables yet.** You have no Plexii tables. Make one first. See [Table work widget](https://plexiidesk.com/help/widget-table).

**My table has rows but the build added nothing.** The window explains why under its notes, or says **That table has no rows.** if the table is empty.

**Can I lay the generated shapes out differently?** Yes. Use **Layout** in the toolbar. See [Tidy lines and lay out a diagram](https://plexiidesk.com/help/diagrams-layout-and-tidy).

**A section or desk agent will not embed.** They arrange a desk, so they only live on one, and the app says so when you drop one.

## Related tasks

- [PlexiiDiagrams overview](https://plexiidesk.com/help/diagrams-overview)
- [Tidy lines and lay out a diagram](https://plexiidesk.com/help/diagrams-layout-and-tidy)
- [Start a diagram from a template or AI](https://plexiidesk.com/help/diagrams-templates-and-ai)
- [Table work widget](https://plexiidesk.com/help/widget-table)
- [Work widget files](https://plexiidesk.com/help/work-widget-files)