Creating Templates to Save You Time

Webinar 70 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

Transcript

Outline

  • Intro (0:00)
  • Agenda (1:41)
  • Why is Utilizing Templates Helpful? (2:10)
  • Default Page Layouts (3:38)
    • Bulk Changing Page Layouts (3:38)
    • Duplicating Template Elements (6:15)
  • Adding in Reports from Templates (10:10)
  • Setting Default Series & Default Charts (14:03)
    • Setting a Default Series with a Calculation (14:03)
    • Setting a Default Series with an Evaluation (16:30)
    • Default Charts & Project Evaluations (18:25)
    • Example Measure with Default Series & Charts (21:09)
  • Poll & Questions (21:30)

Intro (0:00)

Reah: Hello everyone, and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series

Today, we’ll be talking about how you can create templates within ClearPoint. We have several best practices that we are excited to share with you that will hopefully make your ClearPoint experience better and more efficient!

But before we get started, here are your smiling hosts, I’m Reah!

Marisa: And I’m Marisa!

Reah: As a few housekeeping announcements:

We will be recording this session and will make it available within a week.

The webinar will last about 25 minutes with time for questions at the end.

So you can submit your questions to our Q&A chat box!! This is located in the toolbar at the bottom of the Zoom window.

As always, any questions that we don’t get to, we’ll follow up with over email!

Finally, the Comments box is meant for you to add any additional insights or thoughts that you may have as we go through the webinar

Now, on our last installment, we hosted a webinar on how to set your end users up for success, so if you want to learn some awesome tips and tricks to help out your end users that you may not already know, be sure to check out that recording and transcript on our website or Vimeo channel! Now let’s get into the topic of today and learn how creating templates in ClearPoint can make your life easier.

Agenda (1:41)

Marisa: First, let’s talk through an agenda of topics for today. We will begin by explaining why creating templates is something that will be useful to you.

Then, we will dive into ClearPoint, where we will discuss creating template elements​, creating and utilizing report templates​, and setting default Measure series and default charts​.

Finally, we will answer any questions that may have come up during the webinar, so remember to put your questions into the Q&A chat box!

Why is Utilizing Templates Helpful? (2:10)

Reah: Before we dive into ClearPoint, let’s discuss why utilizing templates may be helpful for you.

Templates provide you the opportunity to create more uniformity in your account. If you are setting a template layout and structure for elements, reports, and scorecards as a whole, it will help provide that uniformity.

Having this uniformity makes it easy for you to jump into different parts of your account and immediately understand how everything is structured, even if you haven’t been in that part of your account often.

Additionally, as noted in the name of the webinar, creating templates will save you some time! At the broadest level, creating templates saves you from having to build the same structure of an element or report over and over in your account. The more that ClearPoint can streamline these processes for you, the better! Let’s get started and dive into ClearPoint!

Default Page Layouts (3:38)

Bulk Changing Page Layouts (3:38)

Reah: Here, I have my Upward Airlines account open where we’ll go to one of our Measure Detail Pages. 

Let’s go to manage measures and let’s go to the measure named “Measure Default Layout.” I want to add in a new pod that will appear for all the measure detail pages. Let’s click the dropdown arrow next to the pencil icon to edit the layout. Let’s add in a Description field. Next to the save button we can click on the Arrow icon and select “Update all measures in this scorecard.” And it will update the layout for the elements in the Upward Airlines scorecard

Marisa: This detail page looks really great! Is there a way for me to have this same layout across all my new measure detail pages?

Reah: Good question Marisa!  You can easily do this in ClearPoint by setting up a default layout. Let me show you.

To do this you want to first go to System Settings. Click on Admin Options. Click on the Report Options tile. Click on Default Layouts on the side. Here you can select which element you want to set the default layout for. Let’s set the Measure element type.  Next, you can select the scorecard you want the element default page from. Let’s click on Upward Air. Then select the element named “Measure Default Layout.” Lastly, click Save.

Next click into Manage measures. And let’s add a new measure. Let’s name this measure, “Example Measure.” Click Save.

You can see when I add in a new element. It will have the same layout as the element I specified in the default layout feature.

Duplicating Template Elements (6:13)

Marisa: What if I don’t want to set a default for my whole account. Can I set a default page that is different for different scorecards?

Reah: Yes, you can easily do this within ClearPoint by duplicating an element. I’ll show you how you can do this for the Measure and Initiative detail pages.

First, let’s quickly create a Measure detail page. Let’s go to Manage Measures and let’s click the Plus icon to add a new measure. I am going to name this measure “Measure Template.” Let’s click Save. I am going to edit the layout. And add in a new pod named “Instructions” and click Save. I am going to copy in instructions for any end users who come to this page and need to make any updates on the data table.

Let’s go back to Manage Measures and click the Duplicate icon. I am going to rename the Measure since we are duplicating it from the template I made. We can call it “June Measure.” Click the green Duplicate button. Let’s click on the new Measure we duplicated. We can see that the instruction pod I added with text has been duplicated. That’s how we can duplicate a Measure detail page. You can imagine how useful this feature is especially if you want to create custom detail pages for different scorecards for different elements.

Marisa: Wow, that’s so useful! What if I have Milestones in my Initiatives that I want to be saved for future projects?

Reah: You can duplicate Initiatives too. For example, I can add Milestones and duplicate the Initiative. When I click into the new Initiative, all I need to do is adjust the Milestone dates. Let me show you!

First let’s go to Manage Initiatives. Let’s click on the Plus icon to add a new Initiative. I’m going to name it “Initiative Template.” On the left-hand side, let’s click into the Milestone tab. Let’s add in a new Milestone called “Phase 1.” Click Save. Let’s go back to the Manage Initiative page and click the Duplicate icon. I am going to rename it “New Terminal Initiative.” Here we see that the Milestone was also copied so all I need to do is change the date of the Milestone. Wasn’t that easy?

Marisa: Wow that was easy and it will save me so much time when I am adding in new elements.

Adding in Reports from Template (10:10)

Reah: Speaking of saving more time, I wonder if we would be able to accomplish something similar with summary reports? It would be awesome if we could also have a template summary report that we could apply across multiple scorecards.

Marisa: I’m glad that you brought this up because we can definitely do this by leveraging a feature called the template library. With the template library, we can build out the structure of a report once, save it to our template library, and then easily apply it across multiple scorecards without having to rebuild it every time.

Reah: That’s great! There are some reports that I have created that use several filters and advanced options, so not having to rebuild those reports across scorecards will definitely save me time! Can you show me how to leverage the template library?

Marisa: Absolutely! We can start by navigating to this “Awesome Heat Map” I made under Measure Reports. In this report, I have set up filters and utilized advanced options, so I would rather not have to rebuild this across the rest of my scorecards. Instead, I will click the edit pencil to edit this report. You will notice on this first Measure Report tab that there is a check box at the bottom to “Include in template library.” The first step will be to check this box. Click Save.

Now that I have included this report in the template library, I will navigate to a different scorecard to add in this same report. In this example, I will navigate to the Eastern Division child scorecard. I will then click Measures in the top navigation bar, and then I will click into Manage Measure Reports.

Normally when we want to add a new report from scratch, we would click the Plus icon in the top right of the screen. To add a report from the template library, we will instead click the dropdown arrow next to the Plus icon and click “Add from template.”

For the report template, we will select our Awesome Heat Map. We can then give this report a name. For this example, I will call this report “New Heat Map.” I will then click Save.

When we click into this new report, the first thing we will notice is that the report is only pulling in Measures from the Upward Airlines scorecard instead of the Eastern Division scorecard. The reason for this is that when we add a report from a template, it is adding in an exact replica of the version that we originally saved as template. Because of this, we have one last step, which is to direct the report to pull in Measures from the Eastern Division instead of the Upward Airlines scorecard.

We can do this by clicking the edit pencil in the top right to edit the report. We can then click into the Measures tab. Here, we can unselect the Upward Airlines scorecard and select the Eastern Division scorecard. Then we can save, and we are good to go!

Reah: Woah, this is super awesome and helpful! I can see how once you have a report template set up that it would be easy to apply across your scorecards. Are there any other ways we can make this even faster?

Marisa: Yes, we can! If you are on our Enterprise package, you have access to Bulk Changes and Custom Scripting. We have special Custom Scripts that we can run for you that can bulk add in a template report and set each report to pull from the correct scorecard. If you are on an Enterprise package and interested in this, you should reach out to your account manager on running this Custom Script.

Setting Default Series & Charts (14:03)

Setting a Default Series with a Calculation (14:03)

Marisa: Hm, talking about all of these different ways my account can be set up and automated has me thinking. I wish there was a way for series to be automatically added to all my new Measures!

Reah: I have great news for you, ClearPoint allows you to do just that! Through Default Series & Charts you can add series and charts so that they appear for each Measure that is created. This makes it easy to create multiple Measures without having to manually add and edit specific series and charts for every single Measure.

Reah: To create a default series, we first need to go to System Settings – Admin Options, and then click into the Default Series and Charts tile. Here, you can see all the default series that already exist in your account. As you can see, we already have Actual and Target default series.

Marisa: Awesome, this is going to save me so much time! One series I add to a lot of my Measures is Variance. I wonder, can we add a Variance series that automatically calculates?

Reah: Yes, we can! Let’s click the Plus icon to add a new series. Here, you have all the same options you would if you were to add the series from a Measure detail page. We’re going to name the series “Variance”.  As you can see, we can also select different data types when creating this default series. Here, we’re going to select Currency. Then, we can click into the Calculation tab to add the calculation.

Marisa: That’s amazing. Does this mean I only have to add in the series calculation one time?

Reah: Yes, exactly! Here, we can select Calculated Series and then we’re going to scroll down to add the data tokens. Insert the series “Actual” for the “Current Period”. Click the subtraction sign and then follow that with the “Target” series data token for the “Current Period”. When we Save, this series will be added to our default series list.

Setting a Default Series with an Evaluation (16:30)

Marisa: Awesome! I saw there was an option to input an evaluation for the series as well, this is another super exciting feature that I would love to see how it works.

Reah: Of course! Let’s go ahead and edit our Actual default series. When we click into the Evaluation tab, we can select the Above Target, Caution, Below Plan, and No Information status indicators to be included in this series evaluation.

In the first column, the dropdown menus allow me to select the comparison type I want to use. In this case, I will select “greater than or equal to” for Above Target and Caution. I will select “less than” for Below Plan and “Any” for No Information.

In the second column, we type in the name of the series we are using as the comparison value. Here, we are comparing the Actual series to the Target so we will input “Target” as the Series Name for each of these evaluations.

Finally, in the ‘Calculation’ field, we can perform calculations to the comparison value as well. Here, for the Caution status indicator we will multiply the Target value by .8 for the evaluation criteria.

Finally, we can check the box for this series to be used for overall element evaluation and then click Save.

Marisa: Wow, this is a really great time-saving feature in ClearPoint! I don’t have to worry about forgetting to add an evaluation, ClearPoint does it for me! Automatically evaluating the overall measure through this feature will really allow me to standardize how I evaluate all of my measures!

Default Charts & Project Evaluations (18:25)

Marisa: I see that there’s also a Charts tab, can we also set up Default Charts?!?

Reah: Exactly! This is another feature that’s going to make your job easier. I’ll show you!

When I click into the Charts tab, you can see here we can choose a Chart Type and a Legend Position. This feature is super helpful if you use the same Chart type for a lot of your Measures. I’ll go ahead and select a Line Chart as well as a Legend position for the Default and then click Save.

Marisa: Wow, that is amazing! ClearPoint is so customizable and makes it really easy to set my strategy up for success.

Reah: Another amazing feature that ClearPoint has is the ability to set up automatic evaluations for different project-based elements. For all of those with the Enterprise package, under System Settings – Admin Options there is a tile for Project Evaluations.

Marisa: Wow! This seems like it is a really great feature. Why might someone want to automatically evaluate all of these different elements?

Reah: Great question! As you can see, you can set up automatic evaluations for elements such as Initiatives, Milestones, Action Items, and Risks. With these set up, you can have a general understanding of the progress of an initiative without needing to dive deep into the details of each project.

Marisa: That’s really helpful, especially when I’m juggling so many projects at once. ClearPoint makes it easy to stay up to date with all that I have on my plate. I can’t wait to see these default options in action!

Example Measure with Default Series & Charts (21:09)

Reah: Let’s go ahead and do that! When I go into my Upward Airlines Scorecard, I’ll click into the Measure dropdown and Manage Measures. Here, we’ll click the Plus icon to add a new Measure.  Let’s add in a Measure called “Default Example” and we can click into the Update Measure Data tab to add in our data for this Measure. Here, I’m just going to add in some data that we already have for this new measure.

Once we click Save and click into the Measure we just created, you can see the series we added is already here and the chart is ready to go!

Marisa: Wow, this is great! I didn’t have to add in the calculation for my Variance series or set up my chart. After learning about all these great features in ClearPoint I can’t wait to show them to my end-users. Before we know it, they’ll all be reporting champions!

Poll & Questions (21:30)

EXPLORE MORE VIDEOS