Updating Efficiently

Webinar 21 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

Watching athletes from around the world achieve record-breaking times in Olympic events is inspiring. Now, it’s time to break your own records – in ClearPoint! Making updates is faster and easier now than ever before.

In this episode of the “I Didn’t Know ClearPoint Could Do That!?!” webinar, we’ll walk through tips and tricks for shaving time off of your changes in ClearPoint, including updates from summary views, bulk updates, copying information forward, and more.

Happy Reporting!

 

Webinar 21 Transcript 

Introduction 

  • Hello everyone and Welcome to the “I didn’t know ClearPoint could do that!?!” webinar series! 
  • I’m Catherine and I’ll be your host today. 
  • And today’s episode is all about making efficient updates in ClearPoint. 
  • You may have recently watched a slew of world record-breaking athletics during the Rio Olympics, and now it’s time to become the Simone Biles of your own ClearPoint account. 
  • HOUSEKEEPING 
    • We will be recording this session and will make it available within a week 
    • Webinar will last about 25 minutes with time for questions 
    • Submit questions to [email protected] (answered at the end) 
      • We’ll follow up via email on any we don’t get to 
  • On our last installment, we covered administrator capabilities and showed you how to use ClearPoint… like a boss! So, if you missed that last webinar, I’d highly recommend you check out the recording on the ClearPoint Live Vimeo Channel, on our blog, and in our Support Center. Just search webinar. 
  • Today is all about saving you and your users time, so we’ll be showing you some great ways to make changes in ClearPoint at lightning speed. 

 

Agenda 

  • Many users will be logging in specifically to make their monthly or quarterly updates and edits. There are a few views like My Favorites and My Scorecard where this can be accomplished especially quickly. 
  • We’ll also talk about how to easily update multiple elements at once. 
  • And we’ll talk about how to use ClearPoint 10’s summary report capabilities to your advantage. 
  • We’ll also touch on copying forward information from previous periods. 
  • As I mentioned earlier, if you have questions, please send them to [email protected] and we’ll get to them at the end 
  • Alright, that’s more than enough intro. Let’s jump right in! 

 

My Favorites and My Scorecard (2:25) 

  • Per usual, we’re flying the friendly skies with Upward Airlines 
  • We’ll start out here by talking about two pages that are useful for gathering and updating important information. 
  • Right below “Home” in the Control Panel is “My Favorites”. Let’s click there. 
    • Using My Favorites is a great way to easily access the pages that are most important to you in ClearPoint. 
    • Each page that you have chosen as a favorite will be listed here.  
    • You can use this page to edit any detail pages and non-default summary reports 
    • Not to mention set an element as your home page by clicking that house icon 
      • – so that the first thing you see when you log into ClearPoint is the most relevant to you. 
  • You might be wondering how to add elements to the My Favorites page, and there are a couple of places that you can do so. 
    • I’ll click on Home to see our new homepage 
      • And I’ll see that there is an orange star in the upper-right corner. I can favorite and remove the page from favorites by clicking here. 
    • From here, I’ll click on the Measures dropdown, and go to Manage measures. 
    • As you can see, there is also a star here next to every Measure in this list.  
      • By clicking on that star, I’ve favorited the page, and you’ll see it shows up now with an orange fill. 
      • So, in addition to seeing these on the my favorites page, you’ll be able to click into the top navigation, and see the element favorited there as well. 
        • We really want to make your favorite pages easily accessible across ClearPoint 
  • So going back to My Favorites, There is also another page here worth mentioning, and that is My Scorecard. 
    • We’ll use the blue toggle in the top-right corner of the My Favorites page to switch over to My Scorecard. 
    • My scorecard shows all of the elements that list me as an owner OR as a collaborator. 
      • So even if there are multiple people working with me on an initiative, that initiative will be shown in this view. 
    • If I want to look at the items I own in a particular scorecard, I can collapse the others and make it easier to find what I am looking for. 
    • Then, I can click to update any and all of these elements, making all changes right from the my scorecard page – it will save me time to get them done all in one place. 
      • And, as you’ll remember, all information associated with the element is now stored in the edit window 
      • So, if I want to make updates to my analysis I can do so 
      • I can input new data 
      • Make any necessary changes to information like the name and description 
      • And so on. 

 

Bulk Updating and Editing (5:50) 

  • So, I’d like to show you a great feature here on the series tab. 
    • You’ll see that there are check boxes next to each of the series – this is our bulk editing feature, which you’ll see in multiple different places around ClearPoint 
  • As you may have guessed, Bulk editing allows to you make the same change in bulk across elements 
  • For series in particular, you may not use this month to month, but it is definitely the fastest way to make a change to several items at once when you need to. 
    • So here, in order to bulk update these series, I can either check the boxes next to each series, or use the check box at the top to check them all at once. 
    • And then in the menu next to the add button, I’ll have the option to edit multiple 
    • Once I check the box next to a particular aspect of the series, I’ll be able to edit that feature 
    • So, if we need to apply a new number format, we can just check off “Data Type” 
      • Select a data type, and click save, and this will apply the change to all the series we included. 
      • And any other aspects of the series have remained un-changed. 
      • I’ll click save, and I can see this change applied in my data table. 
  • So what else can you bulk edit in ClearPoint?  
    • As far as measures are concerned, you can also bulk edit charts from the edit measure window, and then if I click on manage initiatives here… 
    • You’ll see that you can bulk edit any type of element 
      • Just check the appropriate boxes, or check the top box to select them all, and click on edit multiple from the menu next to the add icon. 
      • Here, you can make bulk updates, for example, if you need to mark multiple elements green or red 
      • And you can edit other criteria like owner and description as well. 
      • Here you’ll see our changes appear. 
  • You can also bulk edit the milestones associated with an initiative by clicking to edit the initiative, 
    • Going to the milestones tab, and again, checking the box, edit multiple, and selecting criteria from here 

Matrix Summary Reports (9:05) 

  • We’ve covered some features here in the control panel, on detail pages, and in the Manage Elements view, but now we’ll talk about how to update – from summary views 
  • One key piece of tracking your strategic plan is, of course, keeping your data up to date.  
    • And this is what many users will be doing when they log into ClearPoint 
  • And with ClearPoint 10’s great new feature of inline editing of summary views, making these updates is more efficient than ever before. 
  • I’m going to show you how to add what we like to call a matrix summary view, which shows series data from each measure, along with status evaluations, for multiple periods. 
  • We’ll navigate to the Manage Measure Reports page, and click the plus icon to add a new report. 
  • I’ll give it a name – “Webinar Matrix View”, and now let’s click to add columns. 
  • For my Columns, I’m going to choose to display the Measure name, Owner, and the column that makes the Matrix View unique – the Series Status column. 
    • As long as the series status column is included, you can show whatever other information you need. 
  • Once I’ve got my columns on the screen, I’m able to select further options by using the small arrow icon next to each column. 
    •  Let’s click to expand series status. 
  • If I want to rename my series column, I can do so, but more importantly, I can opt to display information from multiple periods. 
  • Next, I’ll click on the Periods tab. This will be where you select how many periods of data you want to show. 
  • I’m going to go ahead and select Last N, and choose 3. This is going to show 3 months’ worth of data. 
  • Let’s click save. 
    • So, here we can see data from all of our measures, and how we’re doing over time. 
  • To use the matrix for quick updates, your measure owners can simply go to this view, double click to input the data for each necessary series, and save it all at once. 

Summary Report Filters (12:35) 

  • This view is great – but you may be wondering how we can take this further. 
    • After all, we are going for gold. 
  • What if I want to set up a view that makes it crystal clear to users which measures they need to update? 
  • We can easily do that using ClearPoint’s summary report filters 
    • Filters let you choose which items to include in a summary report based off of one or more characteristics they have in common 
  • I’m going to click to edit our report, and click on the Filters tab 
    • Here I’ll select what type of information is going to serve as my filter 
    • this can be any field associated with the element type 
    • For now, we’ll choose Owner 
      • Once we select this, we’re going to enter criteria.  
      • You’ll see for our owner field that you can choose to show elements that don’t have an owner specified, that do have an owner specified, and we’re going to choose equals. 
      • For the specific criteria, I’ll be given a list of users as possibilities for whom I might want to include 
    • I’ll choose the Current User, and this filter is great because it’s dynamic 
      • So, whoever is looking at the screen, is going to see only the measures that have been assigned to them. 
      • Yes that’s right, instead of having to create views for each measure owner to look at separately, you can use one that is tailored to them all. 
    • I’m logged into Upward Air as ClearPoint Support, my Olympian alter ego, so when I click save, I’m going to see only the measures I own. 
    • Now, not only do I have all the info I need to update in one convenient report, I won’t even be distracted by measures that I don’t own. 
      • I can be in and out of ClearPoint in seconds. 
  • Before we move on I want to point out a couple of other ways the summary report filters can help track down what needs to be updated 
  • So if we click back in to edit the report, and go to the filters tab,  
    • Let’s say that only our monthly measures should only be shown here. 
    • We can choose the reporting frequency for the measures that we want to display so that I’ll just be looking at the monthly measures 
      • Maybe we want to show when these measures were last updated, so I’ll go to the columns tab, and choose to show Last Updated as my column, along with the owner who should be updating the measure. 
    • Click save 
      • I can see exactly when each monthly measure was last updated, and who will need to go in and make changes for this month 
  • So as you can see, with these report filters and columns, you can whittle your reports down to exactly what you need to know,  
    • Which will save you time in tracking down the information you need.  
    • Filters can get pretty specific, and we hear questions about them a lot,  
      • So if you’re ever wondering how to set up a particular view, feel free to reach out and ask.

Copy Forward (16:41) 

  • Lastly we have a feature to show you that is useful for updates when things haven’t changed much from period to period,  
    • And that is the copy forward arrow. 
    • You may have seen it – It is a small, blue icon with a circular arrow. 
  • You’ll see this in various places across ClearPoint where there is information to be updated 
    • I’ll click into the revenue measure to show you. 
    • To demonstrate, we’ll pull February information into March 
      • So let’s double click on the analysis field 
    • For data pertaining to individual fields, this arrow will appear only when the field is blank. 
    • I’ll click to copy the information forward, confirm, and my February analysis will appear. 
  • As a disclaimer, copy forward is not a replacement for taking the time to analyze your measure, 
    • but sometimes it is useful to have last month’s information as a base to build on for your most recent analysis.  
    • So, I’ll use this prior format and make sure that everything is up to date – our revenue for this month did not reach our target, but we did achieve x percent of the target value. 15th month. This continues to be a period of unprecedented growth. 
  • Similarly, if I click on the edit measure window, I’ll see the copy forward arrow in the top right corner.  
    • Clicking this arrow is going to copy forward information for all blank fields displayed here from the previous period.  
    • As you can see, since there was already information in our analysis, that field remains the same, but the other fields have been filled with information from February. 
  • And last but not least, you can even copy information forward across a whole scorecard. 
    • Under manage scorecards 
    • I’ll click on that same arrow next to Upward Airlines Corporate 
    • And this time I can choose what period the information is going to come from.  
      • So if all the information is quarterly, I can go back to the end of the last quarter to pull it forward. 
    • I’ll specify the period where the information will end up,  
    • And we can get granular here with the types of elements and types of data that will be included 
    • So maybe all of our initiatives are tracking the same as last month,  
      • and I want to update the status indicator 
      • I’ll just leave those boxes checked and click copy forward 
    • With scorecards this can take some time, depending on how much you include, so ClearPoint will send you an email when your copied data is ready to rock. 
    • Where we would have had to go to February to check the status of each indicator, and then update them individually, we’ve now copied them all forward with just a couple of clicks. 

 

 

Questions (24:27)

  1. It’s great that you can choose what measures to show in the matrix view, but what if there are series that I don’t want to be shown here, or series that I don’t want my updaters to change? 
    • Revenue measure > edit > edit series
    • Hide from summaryy view, lock series both on same tab
  2.  Can I filter off of measures that don’t have data for a particular period? 
  • Yes! Do so by using the summary report periods

Wrap Up 

And with that, it’s getting toward the end of our time together today, but we’ll be back in a few weeks with a new webinar for you. 

Thanks so much for your time today and for joining us. 

We’ll play you out with some Olympic fanfare and we’ll see you next time, on the “I didn’t know ClearPoint could do that!?!” Webinar. Happy reporting!

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