Use cross-functional flowcharts to show the relationship between a business process and the functional units (such as departments) responsible for that process.
The swimlanes in the flowchart represent functional units, such as departments or positions. Each shape representing a step in the process is placed in the swimlane for the functional unit responsible for that step.
Note: If you're using Visio for the web, be aware that cross-functional flowcharts are available in Visio Plan 1, but are not available in Visio in Microsoft 365.
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Start Visio.
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In the Categories list, click Flowchart.
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Click the Cross Functional Flowchart template, and then click Create.
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If prompted, select Horizontal or Vertical for the swimlane orientation and click OK. You can change the orientation on the Cross-Functional Flowchart tab.
The template opens with swimlanes already on the page.
Note: You can also automatically create a cross-functional flow chart from Excel-based data by using a Data Visualizer diagram. For more information, see Create a Data Visualizer diagram.
Add swimlanes
There are several ways to add swimlanes to your diagram:
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Right-click a swimlane header, and then click Insert ‘Swimlane’ Before or Insert ‘Swimlane’ After in the shortcut menu.
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Hold the pointer over a corner of one of the swimlanes. Click the little Insert ‘Swimlane’ Shape arrow that appears.
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On the Cross-functional Flowchart tab, in the Insert group, click Swimlane. A swimlane is added after the selected swimlane, or at the end if no swimlane is selected.
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From the Cross-Functional Flowchart Shapes stencil, drag a swimlane shape and drop it where you want it to appear.
Change the text
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To label the diagram and swimlanes, click a shape that contains placeholder text, and then type the label.
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To reposition a label, on the Home tab in the Tools group, click the Text Block tool, click a label, and then drag it to a new location.
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To change the orientation of the label text, click the Cross-functional Flowchart tab, and then in the Design group, click Rotate Lane Label.
Organize and group shapes
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To indicate phases in your process, use Separator lines from the Cross-Functional Flowchart Shapes stencil. Drop one on the swimlanes to mark a phase change (such as moving from Milestone 1 to Milestone 2). To change the label, type while the phase is selected.
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Use Containers to add a border that surrounds groups of related shapes. First select the shapes you want to group, and then on the Insert tab, in the Diagram Parts group, click Container and choose one from the gallery.
Rearrange the swimlanes
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On the Home tab, in the Tools group, click the Pointer Tool.
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Click the heading of the swimlane you want to move, so the swimlane is selected.
The pointer should display the Move icon.
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Drag the swimlane and drop it where you want it.
Shapes that are contained by the swimlane will move with it. To check whether a shape is contained and not just sitting under the swimlane, select the shape. The swimlane will glow with a slight highlight if the shape is contained. If a shape is not contained but you want it to be, move the shape a little and the swimlane will recognize it.
Delete a swimlane
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Click the heading of the swimlane you want to delete, and then press Delete. All the shapes contained in the swimlane are also deleted.
You can easily create a cross-functional flowchart by using a template on the Visio Home page.
Note: Creating and editing cross-functional flowcharts on Visio for the web requires a Visio Plan 1 or Visio Plan 2 license, which is purchased separately from Microsoft 365. For more information, contact your Microsoft 365 admin. If your admin has turned on "self-service purchasing," you can buy a license for Visio yourself. For more details, see Self-service purchase FAQ.
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Open the Visio Online Home page.
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Under Popular Templates, on the Cross Functional Flowchart module, click Create.
The template opens with two swimlanes already on the page.
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Now you can add swimlanes, change text, organize shapes, and rearrange or delete swimlanes.
Add swimlanes
There are several ways to add swimlanes to your diagram:
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Right-click a swimlane header, and then click Insert ‘Swimlane’ Before or Insert ‘Swimlane’ After in the shortcut menu.
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On the Cross-functional Flowchart tab, click Swimlane. A swimlane is added after the selected swimlane, or at the end if no swimlane is selected.
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From the Cross-Functional Flowchart Shapes stencil, drag a swimlane shape and drop it where you want it to appear.
Change the text
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To label the diagram and swimlanes, double-click the placeholder text, and then type the label.
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To change the alignment of the label text, select the text, then on the Home tab click the Align Text button, and then click the options you want.
Organize and group shapes
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To indicate phases in your process, use Separator lines from the Cross-Functional Flowchart Shapes stencil. Drop one on the swimlanes to mark a phase change (such as moving from Milestone 1 to Milestone 2). To change the label, type while the phase is selected.
Rearrange swimlanes
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Drag each swimlane where you want it, and when you see the red line, drop it.
Shapes that are contained by the swimlane will move with it. To check whether a shape is contained and not just sitting under the swimlane, select the shape. The swimlane will glow with a slight highlight if the shape is contained. If a shape is not contained but you want it to be, move the shape a little and the swimlane will recognize it.
Delete a swimlane
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Click the heading of the swimlane you want to delete, and then press Delete. All the shapes contained in the swimlane are also deleted.
