Sharing Your Results

Webinar 22 in the "I Didn't Know ClearPoint Could Do That!?!" webinar series

They say that sharing is caring, and sharing your performance results can be just as important as tracking your strategy in the first place. Learn how ClearPoint can help you report on your information in the 22nd episode of the “I Didn’t Know ClearPoint Could Do That!?!” webinar series.

This episode walks through creating and customizing briefing books, emailing and exporting pages, making the most out of ClearPoint during meetings, and even shows you how to publish your results online.

Happy reporting!

 

Transcript

Introduction 

  • Hello everyone and Welcome to the “I didn’t know ClearPoint could do that!?!” webinar series 
  • Today is all about Sharing Your Results, aka the awesome work you’ve put into ClearPoint 
  • I’m Catherine and I’ll be your host today 
  • 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 our last installment, we covered ways to efficiently update your information in ClearPoint, I’d highly recommend you check out the recording on the ClearPoint Live Vimeo Channel, on our blog, as well as in our Support Center. Just search webinar. 
  • Today, we’re focusing on sharing your results, so you can increase transparency inside and out. Sharing your results is important to keep everyone on the same page about your strategic plan, and can be a great way to let stakeholders and citizens know how you are doing. 

 

Agenda 

  • ClearPoint offers you a variety of ways to create exports and reports that we’ll be delving into today. Many of you may already be familiar with creating briefing books, the clickable PDF reports that combine multiple pages in ClearPoint.  
    • We’ll be talking about some ways to customize them for your organization’s needs. 
  • We’ll show the various exporting options for individual pages in ClearPoint, including how to send a PDF right straight to someone’s inbox. 
  • We’ll give you some tips and tricks for using ClearPoint during meetings and presentations 
  • And we’ll even take a peek at the world of online publishing. 
  •  
  • So that’s what’s on today’s agenda, and As I mentioned earlier, if you have questions, please send them to [email protected] and we’ll get to them at the end 
    • Alright, let’s get to it! 
  • Per usual, here we are flying the friendly skies at upward air. And we’re going to go straight to the ‘Documents’ section, our central hub for importing and exporting. 

 

Briefing book customizations (2:24) 

  • So, many of you are probably familiar with Briefing Books – they’re our clickable PDF reports, 
  • And they’re a great way to export a collection of information to send out to your teammates, organization leaders, or even make publicly available. 
  • Today we’ll take a look at some great ways to customize briefing books that you may not yet be taking advantage of.  
  • To start, we’ll need to create a template on the ‘Create New Briefing Book’ page, 
    • Briefing book templates are great – instead of having to re-create a report over and over, you can simply generate standard reports with updated information month after month, or quarter after quarter 
  • I’ll add a new briefing book template by clicking the plus icon in the top right. 
  • I’ll give it a name first, call it Webinar Report. 
    • It’s always good to give your briefing books a name that will be easy to reference later.  
    • For example, if you’re creating a briefing book for an Executive meeting that happens once a quarter, you could call your template Quarterly Executive Review Report. 
  • And when you’re selecting content too, it is important to keep your audience in mind.  
    • So first I’ll determine the scorecards I want to include, here on the Scorecards Tab. 
      • Then within each scorecard, I can determine what content to include. 
      • For this book, I’ll be sure to show my balanced scorecard view 
        • and from here, I could include ALL the linked detail pages, but maybe I’ll just be reviewing corporate objectives at this meeting, 
          • So I’ll go over to the objectives tab, and check them all off. 
  • Now that we’ve got the right content included, let’s go back to the template tab where we named the report. 
  • So further down on this screen is where you’ll see the first customization option we’ll cover today – adding a cover page. 
    • Adding a document here lets you use a cover page that is customized beyond the default title and table of contents pages offered in ClearPoint. 
    • So, it’s a great opportunity to customize the look and feel of your report from the very start.  
      • and you can provide some context and background information here as well. 
    • You might be asking, is it really a good idea to put all of this on one page? 
      • But you can actually pack more punch with a cover page than the name would suggest. 
      • it doesn’t just have to be one page. 
      • As long as your cover page is in a PDF format, it can span as many pages as you need.  
      • It’s a great way to include some company branding and background on your report. 
  • So, let’s go ahead and add a cover page to this report.  
    • Alright, here we’ve got a two-page PDF document. 
    • The first is a sweet Upward Air title page, with our smiling flight crew and plane cruising into the sunset. 
    • The second gives us an introduction about the report, and a very high level summary of what is included.  
      • At the bottom, it also provides contact information for the performance management team so that viewers have an opportunity to follow up on questions. 
  • We can upload this to ClearPoint by dragging the file onto the screen from our file finder, or clicking the grey box under ‘PDF Cover Page’ to select a file. 
    • So, once we’ve clicked to add the report, we’ll see the message change to PDF Cover Template Added.  
  • Before we move on to making the rest of the briefing book look as awesome and customized as the cover page, I’ll point out a few more features here at the bottom of this window. 
    • If you wanted to add a watermark to your briefing book, this is easy to customize as well. Just type the text that you want to appear.  
    • You can also select a larger paper size, such as Legal, if letter doesn’t give you enough space. 
    • Down under report options, you have a few choices, including to hide features from the page such as the footer, page numbers, or navigation icons. 
      • I’m going to leave these in for now 
  • And, to continue the branding of this briefing book, I’ll click over to the Header tab.  
    • The fields here might be small but they give you a wide range of possibilities. 
    • This is an HTML text field, meaning you can insert images and format text to design a custom header. 
    • This allows you to match your briefing books to your organizational standards! 
      • Say we want to add our logo here at the top. 
      • I’ll click the image icon and grab the upward air logo from our files. 
        • My image is 30px tall – keep in mind that you’re dealing with a letter-size page, so you’ll want to be sure your logo is sized appropriately to use in the header. 
    • Once I have my image inserted, I can highlight it 
      • and use this alignment icon to place it on the right hand side. 
    • Great. Now, we’ll use a little more code to spruce up our header even more. 
      • Let’s click these brackets to take a look at the source code. I’ll show you an easy way to add a colored line as a border here. 
      • The <p> tags that you see indicate a paragraph in HTML. 
      • This section here, from style, through the quotations is the CSS, or cascading style sheet code. CSS is the code that influences the design of what you’re showing. 
        • I’m going to use CSS to add a border to the bottom of my header. 
        • So, we’ll use border-bottom, followed by a colon, and then we’ll set the values for our bottom border. 
        • There are three parts to the border – height, pattern, and color. 
          • First, we’ll make it 3 pixels tall, and we’ll use a solid line, as opposed to dashed or dotted. 
          • We’ll set the color to our signature orange: #FF9900 
            • This is the six-digit hex code that corresponds to the color. 
          • Most organizations have a style sheet that can provide these colors!  
      • So now, we click away from the code by hitting those brackets again, and we see we have a nice clean orange line displayed in our header! 
    • The last thing we’ll want to do is to specify a top margin for our header. Let’s set 5 pixels at the top. 
      • I know that this is just one example of what a header might look like, so please feel free to reach out to us if you need help creating the header you want to see!   
  • We can add an equally awesome footer if we want to mirror this style at the bottom of the page. 
    • I’ll just click over to the Footer tab,  
      • you’ll see that it is just the same as the Header tab, except, of course, we’ll be customizing the bottom of the page. 
    • Maybe I want to put a little note about what report this is so that it will show on every page- 
      • I’ll type Upward Airlines Webinar Report 2016 
    • You can use a lot of the icons here to edit your text without delving into code –  the alignment and text styling elements to make this text bold and centered. 
      • Now, let’s click back over to the code here, just click on those brackets. 
    • And, we’ll add our orange line again, but this time we’ll add it as a top border, above our content, rather than at the bottom. 
    • This way, we’ll have a nice clean line at the top and bottom of our page content. 
      • So this time, our CSS property, added in those quotation 
      •  will be border-top, and again we’ll specify a 3px height, solid line, and our #FF9900 orange color. 
      • When I Click back out of the code, I see my orange line and purple text appear! 
    • Again, we’ll set that bottom margin to 5 pixels.  
  • Now that we have our content and styles all set, I’ll click ‘Save’. 
  • When I want to generate the report, I’ll simply click the generate icon, choose my period from the window that pops up, and click Generate. 
  • Now, we’ll click over to the briefing book page 
    • This page shows you all exported  briefing books, and we can see here that our Webinar report is generating 
    • I actually already created a copy, since I know that briefing books can take a couple minutes to generate,  
      • and I wouldn’t want to spend a second of our webinar waiting today. 
    • So, let’s click the download icon next to this report 
      • And here you can see all our customizations appear!  
        • We have our cover page, and our header and footer throughout the whole briefing book. 

 

Using ClearPoint for Meetings (13:30) 

  • An alternative to briefing books if you’ll be discussing your results in a meeting is to simply use your ClearPoint account during your presentation. 
    • There are a few tips and tricks that you can use to make ClearPoint extra meeting-friendly.  
  • A simple place to start is the hamburger button in the top-right corner. 
    • Clicking on this, you’ll see that hiding the control panel gives you some extra real estate on the screen, which is great when you’re including a lot of information in your summary reports and detail pages 
  • One great benefit to using ClearPoint for meetings is that, as you go through and review your objectives, measures or initiatives, action items can be taken right in ClearPoint.  
    • Let’s click on the redesign employee satisfaction survey initiative. 
    • After we’ve reviewed the analysis, recommendations, and milestone, maybe there are some meetings that need to be scheduled, or other types of other tasks to take note of.  
    • We can double click the action items field, and then click to add an action item 
    • From here, you can easily name the task, assign it, and then click over on Edit Dates to define a due date. 
      • Then, click save, and simply click on the blue x to exit the action items field. 
  • On the other hand, if you want to make sure no changes are made during your presentation, that lock button at the top of the screen will keep everything in place. 
    • The lock button was made for situations where you want to temporarily prevent changes, like a presentation. That’s why we also refer to it as presentation mode. And this works in a couple of places: 
    • First, you won’t accidentally double click into a cell or field on a detail page 
      • Instead you’ll see a toaster pop up letting you know the field can’t be edited. 
    • Next, if I click into the top navigation, you’ll see that you also don’t have access to the manage reports or manage elements menus, which makes for a cleaner look here. 
    • Lastly, the edit icons have been converted to PDF export icons on all pages, so that you don’t accidentally click into and edit window.  
  • All you need to do to get out of presentation mode, is to click the lock button again, and this will unlock ClearPoint. 

 

Exporting and emailing single pages (16:57) 

And speaking of page exports, 

  • These exports are a great way to share your results from a single page in ClearPoint.  
  • We have several options for exporting ClearPoint pages based on the type of page you want to show. 
  • For starters, every page in ClearPoint can be exported as a PDF, whether it’s a detail page or a summary report. These will show the pages exactly as they are in ClearPoint. 
    • So let’s click on the revenue measure. 
    • We’ll click into the menu next to the edit icon, and simply select Export to PDF. 
      • We can choose a page size for the export, and also opt for it to be in Portrait rather than landscape mode. 
      • A notification will appear up top a couple seconds after you’ve exported the report.  
      • We can click right from the notifications menu to see our export in a nice clean PDF format. 
  • Emailing a page 
  • Maybe you’re creating a PDF export with the sole purpose of emailing it to someone else. Look no further than our email page button, which will cut out the middle man. 
    • I’ll click into the edit menu again, and select email page. 
    • Here you can select recipients from among the users in ClearPoint, OR simply enter the email address of someone outside of ClearPoint.  
    • I’ll go ahead and send this page to James Crockett. 
    • By default, the subject line will be the name of the report, and you can always change it to suit your needs. 
    • Type your message in the body field – James, Please take a look at this page! Best, Catherine 
    • So this will send the page as a PDF attachment in an email to James,  
      • And you can see at the bottom that you can select a page size and orientation for the PDF before clicking Send. 

We do have other types of exports available beyond PDFs, and we’ll tackle those next.

  •  
    • While we’re on the detail page here, if you want a report that just gives you the numbers for the measure, you can export the data table to Excel. 
      • We live in an Excel dominated world, so if someone asks for your report in this format, we’ve made sure you can easily get it to them. 
      • Again, we’ll use the menu next to the edit icon, and this time select ‘Export to Excel’. This will give you the series in your data table as columns in an Excel sheet. 
    • And while we’re on Excel, any summary report with a grid layout can also be exported in this format. 
      • So, any summary report with rows and columns is fair game. 
      • When I click into the edit menu, I see I have that Export to Excel option available 
        • So I’ll just click to export the report. 
      • Let’s click on page exports and download both of those guys.  
        • Page Exports shows a list of detail pages and summary reports that you have exported, so you can always re-download them,  
          • Not to mention it’s a nice log of the pages that you’ve exported. 
      • Downloading and clicking into our two excel reports, here I see my data table, with each series in a column, and here we have the BSC view.  
    • Clicking back into ClearPoint, we have one more format to cover 
      • And that is PowerPoint exports. 
    • Let’s click on the Dashboard summary report, and select Export to PowerPoint from the edit menu. 
    • All dashboard summary reports can be exported to PowerPoint.  
    • The dashboard format displays four charts per slide,  
      • and if your report uses the Dashboard Large format, your charts will export one per slide.  
      • Then, if you need to, you can copy the chart graphic to paste into any other documents you are creating. 
      • Beyond exporting documents, I want to be sure to cover your options for making information publicly available. 

 

HTML Publishing (23:18) 

  • We hear a lot of people ask, can I publish my information to my website from ClearPoint? And the answer is a resounding yes. 
    • You can, of course, always upload one of the file types we mentioned above to your site to make a report available,  
      • But more importantly, ClearPoint gives you the ability to export HTML reports. 
  • And HTML reports can be used on a public facing site, intranet, or simply sent as a URL in an email to your colleagues. 
  • Whether you are aiming to provide information publicly to stakeholders and citizens, or on your intranet to your team, published reports have you covered. 
    •  They can be embedded as iframes, or linked as a full page. 
  • We’ll click on Create New Report under Documents to get started. 
    • I’ll click the plus icon to add a new report template. You’ll notice that this works very similarly to creating a briefing book! 
    • Give the report a name, and we’ll also need to specify the unique ending for the URL. I’ll enter webinar123.  
      • Every time you update your report with new information, this link will stay consistent, and replace the previous version of the HTML report. 
      • Where it says include top menu, this determines whether you want the top-navigation dropdown menus to appear for changing pages.  
      • This is typically necessary when multiple scorecards are included in the account. 
        • The alternative to including the top navigation would be to simply rely on the links within your report to navigate between pages. 
    • Next, we’ll choose what to include in our report.  
      • First on the scorecards tab, deciding which scorecards to include. Then, the content for each scorecard. 
      • Since this is just an example, I’ll include the BSC view, and a couple of objectives. 
      • Then, I’ll click save 
      • Anytime I need to generate the report, I simply click the generate button, choose a period, and click Generate. 
      • Now, we can go over to the Published Reports page under documents. 
      • You’ll notice two icons here – the screen icon is where you can click to browse your report and grab the URL. 
        • you can then use the URL to send, hyperlink, or embed the report. 
      • The download icon will be greyed out until the report is fully finished generating. 
        • This lets you download a zip folder of HTML files, which can be stored as a backup or uploaded to your website’s document root to display the report.  
      • We’ll refresh the page, and see that our report is done generating.  
      • Clicking on the browse icon, here I have a website that shows my information from ClearPoint in a what-you-see-is-you-get format! 
        • And I can click down from my summary page to other included pages in the report. 

Dashboard (27:55) 

  • If you are interested in having a custom format for your public facing information, different from the format in ClearPoint, we are able to do that as well.  
    • We can leverage ClearPoint’s API, WordPress Plugin, and Google Chrome Extension to pull your ClearPoint information into  a WordPress site designed to your specifications. 
  • Here is an example of our site here  
    • All of this data can be updated monthly or quarterly to pull in the newest information from ClearPoint in just a few clicks. 
    • So you only need to enter your information once, but you get the benefit of a custom site to display your data. 
    • Stay tuned, as we are planning to explore the Community Dashboard more in-depth during a future webinar!  

We are reaching the end of our time here today, so I want to be sure to leave a few minutes for questions. 

 

Questions (29:12) 

  1. Is publishing capability only available to a system administrator? 
    • Yes, this is an administrator responsibility.  
    • If you are interested in learning more about publishing, please feel free to reach out to us after the webinar.  
  2. Can I track information in ClearPoint without having it export? 
    • On detail pages, you have the option to hide particular pods when exporting pages from ClearPoint  
      • This allows you to keep track of fields in ClearPoint, but keep them out of your exports. 
      • The data table is a good example of this. You might choose not to include the data table in exports since you already have the data shown in a chart format. 
      • In order to hide it, click on the menu next to the edit icon, and select edit layout. 
      • Using the arrow icon next to each field, we can expand the pod options for the data table. 
      • You’ll see that three of these options are related to hiding fields in particular formats for sharing your information. 
      • We’ll check off Hide pod in Print view i the option we’ll check off to make sure these fields are not displayed in PDF exports, and this will also hide the field when the page is included in briefing books.  
        1. The other two options refer to HTML exports and presentation mode 
        2. So no matter what format you’re using, you’re able to hide pods to clean up the page where necessary. 

 

Wrap Up 

That’s all that we have time for today, thank you so much for joining us, and we’ll see you next time on the I didn’t know ClearPoint could do that webinar. Happy reporting! 

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