Swimlane Diagram Examples
Most swimlane diagram examples are pictures. These examples are datasets: copy, import, render, then customize.
The patterns below include branching, rework loops, approvals, and system handoffs because that is where real processes break.
Related hubs: Swimlane diagrams | Visio Data Visualizer
How to use these swimlane examples
- Start small. Use 10-20 steps to validate the first import.
- Keep lane labels controlled. Function values should not be free text.
- Customize by editing rows. Change ownership, branching, and loops in the dataset.
- Refresh the diagram view. Avoid manual shape edits except rare presentation tweaks.
If imports fail, use import troubleshooting and dataset format reference.
2 format rules that prevent most failures
Rule 1: no blank rows in tab-separated values (TSV).
Rule 2: branching is stored as comma-separated Next Step IDs in 1 cell (no spaces).
Example 1: intake + rework loop
This example includes a decision and an honest loop back to the requester.
Process Step ID Process Step Description Next Step ID Connector Label Shape Type Phase Function
010 Start 020 Start Intake Requester
020 Submit request 030 Process Intake Requester
030 Validate request 040 Process Review Coordinator
040 Request complete? 050,060 Decision Review Coordinator
050 Return for rework 020 Process Review Requester
060 Route for approval 070 Process Approve Coordinator
070 Approve request 080 Process Approve Approver
080 End End Complete CoordinatorExample 2: approval + escalation branch
This example models the exception path explicitly (escalation).
Process Step ID Process Step Description Next Step ID Connector Label Shape Type Phase Function
100 Start 110 Start Intake Requester
110 Create request 120 Process Intake Requester
120 Manager review 130 Process Review Manager
130 Meets policy threshold? 140,150 Decision Review Manager
140 Finance approval 160 Process Approve Finance
150 Escalate for exception 155 Process Approve Director
155 Director decision 160 Process Approve Director
160 Route to fulfillment 170 Process Fulfill Coordinator
170 End End Complete CoordinatorExample 3: systems handoff map
This version uses lanes as systems to expose manual copying and swivel-chair work.
Process Step ID Process Step Description Next Step ID Connector Label Shape Type Phase Function
200 Start 210 Start Intake Email
210 Request received 220 Process Intake Email
220 Log request in CRM 230 Process Intake Customer relationship management system (CRM)
230 Export details to spreadsheet 240 Process Work Spreadsheet
240 Create order in ERP 250 Process Work Enterprise resource planning system (ERP)
250 Send confirmation 260 Process Close Email
260 End End Close EmailIf the same work bounces between systems repeatedly, the diagram makes the automation candidates visible.
Example 4: tiered triage workflow
This example shows tiered escalation and exception routing.
Process Step ID Process Step Description Next Step ID Connector Label Shape Type Phase Function
300 Start 310 Start Intake Requester
310 Submit ticket 320 Process Intake Requester
320 Triage and categorize 330 Process Triage Service desk
330 Standard issue? 340,350 Decision Triage Service desk
340 Resolve standard issue 360 Process Resolve Service desk
350 Route to Tier 2 355 Process Resolve Tier 2
355 Resolve exception 360 Process Resolve Tier 2
360 Close ticket 370 Process Close Service desk
370 End End Close Service deskMost common example mistake: deleting rework and exceptions to keep the picture clean. If rework exists, the loop belongs in the model.
FAQ
Why use dataset examples instead of screenshots?
Because dataset examples can be imported, refreshed, and reused. Screenshots cannot be validated or updated.
How do these examples relate to Visio Data Visualizer?
Visio Data Visualizer renders a swimlane diagram from a strict dataset. These examples are designed to be “import-first” so the first render succeeds quickly.
What should be changed first when customizing an example?
Start with Function values (lane owners) and then update step descriptions and branching. Keep step IDs stable.
Can lanes represent systems instead of teams?
Yes. System lanes (email, customer relationship management system (CRM), enterprise resource planning system (ERP), ticketing, spreadsheet) are useful for finding manual handoffs and automation candidates.
Where is the strict template?
Use the swimlane diagram template to start with strict headers and the cross functional template for more patterns.
Fast path: validate output with Lite, then scale the workflow with Standard.
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