Building data flow diagrams in draw.io

A data flow diagram (DFD) is a visual tool that maps the flow of information through a process, typically within an information system. It shows how data enters and exits each entity, travels through various subprocesses, and is stored along the way.

DFDs can vary in complexity, from high-level overviews to detailed breakdowns, in turn helping identify inefficiencies and improve processes. These levels allow different stakeholders, with varying levels of technical knowledge, to access the data flow diagram.

In this blogpost, we’ll look at how to build data flow diagrams in draw.io, as well as some helpful tips and tricks to ensure your diagrams provide the right level of detail for your audience.

Getting started

Data flow templates

In draw.io, there are a number of pre-made data flow diagram templates to get you started.

To access these:

1. In your Confluence page, start typing /draw and select “draw.io Diagram“

2. Searching for “data flow” in the left-side search bar will bring up the data flow diagram templates. Use the zoom (magnifying glass) icon to preview the template, before inserting it.

Use the search bar to locate pre-made data flow diagram templates

3. Once you’ve loaded the diagram template, you’re ready to customize the flow, colors, shapes, etc., as you need.

A data flow template loaded in draw.io, ready to be customized

Generate a data flow diagram using AI

Alternatively, you can use Smart Templates to generate a data flow diagram as per your requirements.

a) Click on Generate and type in your diagram requirements, then click OK to create your diagram using AI

b) The AI-generated template

c) The customized template

Data Flow Diagram shape library

In addition to our data flow templates, draw.io has a specific Data Flow Diagram shape library. Whether you’re using Yourdon/DeMarco or Gane/Sarson notation, we’ve got you covered.

To access the data flow shape library:

1. Head to +More Shapes at the bottom of the left side menu;

2. Scroll down to Software and tick the box next to Data Flow Diagram;

3. Click Apply.

Head to +More Shapes at the bottom of the left side menu

Tick the box next to Data Flow Diagram, then hit apply

Pro tip

When creating a data flow diagram, it’s best to begin top-down: begin with your high-level overview, then break down each process into further detail as necessary. This is typically done using levels: Most data flow diagrams have levels 0, 1, and 2, but some systems may extend to level 3 or higher. This approach helps clarify which organizations or systems are involved, and provides a comprehensive view of each step in the data processing workflow.

In draw.io there are two ways you can show different levels of complexity in your data flow diagram:

1. Multipage diagrams

You can have multiple pages per diagram to build up your data flow diagrams. This allows stakeholders accessing the diagram to view only the specific level they need. You can link in shapes to other pages in your diagram, for example, if you expand on a particular process in more detail on another page.

2. Using layers

Another option allowing viewers to show and hide layers of complexity in your diagram is to use the layers feature. This allows you to build up your diagram in stages, starting with a background layer containing the basic structure, and adding further detail (for example, diagram hierarchies), in subsequent layers. Viewers can choose to show or hide diagram layers, depending on what level of detail they wish to view.

To learn how to build up your diagram in layers, see, Create a diagram with layers and images.

Show or hide diagram layers, depending on the level of detail you wish to view

You can also lock certain layers, to prevent further edits. Simply click on the padlock icon next to a layer, to lock it.

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