Data Flow Diagram Symbols

Data Flow Diagram Symbols, Types,
and Tips
Reading time: about 7 min
Posted by: Joel Bangerter
Data Flow Diagram Overview

Physical vs Logical DFDs
DFD Levels
DFD Symbols & Notation
How to Create a DFD
Businesses are built on systems and processes—a company couldn’t operate

without them. From lead nurturing methods to the way a team interacts with
customers, nearly everything a business does involves a system of some sort.
And, when it comes to systems and processes, efficiency is everything. In some
cases, shaving even a minute or two off can lead to substantial savings. There are
countless ways to analyze and improve efficiency, but one that stands out is
through data flow diagrams.
Whether you are improving an existing process or implementing a new one, a

data flow diagram (DFD) will make the task easier. However, if you’ve never
created a DFD before, getting started can be intimidating. There is a lot to take in:
different levels of diagrams, symbols and notation, not to mention actually
creating the diagram—navigating it all will take more than looking at a few
examples. If you’re new to data flow diagrams, this guide will help get you
started.
What is a data flow diagram?

A data flow diagram shows the way information flows through a process or
system. It includes data inputs and outputs, data stores, and the various
subprocesses the data moves through. DFDs are built using standardized symbols
and notation to describe various entities and their relationships.
Data flow diagrams visually represent systems and processes that would be hard
to describe in a chunk of text. You can use these diagrams to map out an existing
system and make it better or to plan out a new system for implementation.
Visualizing each element makes it easy to identify inefficiencies and produce the
best possible system.
Read our full data flow diagrams overview to learn more about best practices
when building DFDs.
Physical and logical data flow diagrams

Before actually creating your data flow diagram, you’ll need to determine
whether a physical or logical DFD best suits your needs. If you’re new to data flow
diagrams, don’t worry—the distinction is pretty straightforward.
Logical data flow diagrams focus on what happens in a particular information

flow: what information is being transmitted, what entities are receiving that info,
what general processes occur, etc. The processes described in a logical DFD are
business activities—a logical DFD doesn’t delve into the technical aspects of a
process or system. Non-technical employees should be able to understand these
diagrams.
Physical data flow diagrams focus on how things happen in an information flow.
These diagrams specify the software, hardware, files, and people involved in an
information flow. A detailed physical data flow diagram can facilitate the
development of the code needed to implement a data system.

Both physical and logical data flow diagrams can describe the same information
flow. In coordination they provide more detail than either diagram would
independently. As you decide which to use, keep in mind that you may need
both.
Data flow diagram levels

Data flow diagrams are also categorized by level. Starting with the most basic,
level 0, DFDs get increasingly complex as the level increases. As you build your
own data flow diagram, you will need to decide which level your diagram will be.
Level 0 DFDs, also known as context diagrams, are the most basic data flow
diagrams. They provide a broad view that is easily digestible but offers little
detail. Level 0 data flow diagrams show a single process node and its connections
to external entities.
Data Flow Diagram Level 0 Template (Click on image to modify online)
Level 1 DFDs are still a general overview, but they go into more detail than a
context diagram. In a level 1 data flow diagram, the single process node from the
context diagram is broken down into subprocesses. As these processes are
added, the diagram will need additional data flows and data stores to link them
together.

Level 2+ DFDs simply break processes down into more detailed subprocesses. In

theory, DFDs could go beyond level 3, but they rarely do. Level 3 data flow
diagrams are detailed enough that it doesn’t usually make sense to break them
down further.

Data flow diagram symbols and notation
Depending on the methodology (Gane and Sarson vs. Yourdon and Coad), DFD
symbols vary slightly. However, the basic ideas remain the same. There are four
basic elements of a data flow diagram: processes, data stores, external entities,
and data flows. The picture below shows the standard shapes for both
methodologies.

How to create a data flow diagram
Now that you have some background knowledge on data flow diagrams and how
they are categorized, you’re ready to build your own DFD. The process can be
broken down into 5 steps:
1. Identify major inputs and outputs in your system
Nearly every process or system begins with input from an external entity and
ends with the output of data to another entity or database. Identifying such
inputs and outputs gives a macro view of your system—it shows the broadest
tasks the system should achieve. The rest of your DFD will be built on these
elements, so it is crucial to know them early on.
2. Build a context diagram
Once you’ve identified the major inputs and outputs, building a context diagram
is simple. Draw a single process node and connect it to related external entities.
This node represents the most general process information undergoes to go
from input to output.
The example below shows how information flows between various entities via an
online community. Data flows to and from the external entities, representing both
input and output. The center node, “online community,” is the general process.
3. Expand the context diagram into a level 1 DFD
The single process node of your context diagram doesn’t provide much
information—you need to break it down into subprocesses. In your level 1 data
flow diagram, you should include several process nodes, major databases, and all
external entities. Walk through the flow of information: where does the
information start and what needs to happen to it before each data store?
4. Expand to a level 2+ DFD
To enhance the detail of your data flow diagram, follow the same process as in
step 3. The processes in your level 1 DFD can be broken down into more specific
subprocesses. Once again, ensure you add any necessary data stores and flows—
at this point you should have a fairly detailed breakdown of your system. To
progress beyond a level 2 data flow diagram, simply repeat this process. Stop
once you’ve reached a satisfactory level of detail.
5. Confirm the accuracy of your final diagram
When your diagram is completely drawn, walk through it. Pay close attention to
the flow of information: does it make sense? Are all necessary data stores
included? By looking at your final diagram, other parties should be able to
understand the way your system functions. Before presenting your final diagram,
check with co-workers to ensure your diagram is comprehensible.
Sharing your data flow diagram

After completing your DFD, the next step is sharing it. You didn’t create it just to
keep to yourself—whether it’s team members, your boss, or stakeholders,
chances are somebody else needs to see it. If you use Lucidchart to create a data
flow diagram, you’ll have a variety of sharing options at your disposal. Diagrams
can be sent directly within Lucidchart, giving the recipient access to the
Lucidchart document. Depending on the recipient’s role, you can give them
permission to edit or send the diagram as view only. Lucidchart’s extensive
integrations allow for diagram sharing across several other platforms including G
Suite and Slack.
About the author
Joel Bangerter is a rising sophomore studying English at Johns Hopkins University. He is

working as a content marketing intern at Lucid Software for the summer. After work, Joel
enjoys reading, camping, and spending time with his dog, Goosey.
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Data Flow Diagram Symbols, Types,

Posted by: Joel Bangerter

Data Flow Diagram Overview

Businesses are built on systems and processes—a company couldn’t operate

Whether you are improving an existing process or implementing a new one, a

What is a data flow diagram?

Physical and logical data flow diagrams

Logical data flow diagrams focus on what happens in a particular information

Data flow diagram levels

Data Flow Diagram Level 0 Template (Click on image to modify online)

Level 2+ DFDs simply break processes down into more detailed subprocesses. In

1. Identify major inputs and outputs in your system

2. Build a context diagram

3. Expand the context diagram into a level 1 DFD

4. Expand to a level 2+ DFD

5. Confirm the accuracy of your final diagram

Sharing your data flow diagram

About the author

Joel Bangerter is a rising sophomore studying English at Johns Hopkins University. He is

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