How to Set Your End Users Up for Success
Webinar 69 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series
- Intro (0:00)
- Agenda (1:09)
- Updating from Individual summary report (2:56)
- How to make updates from a report (2:56)
- Filtering for Current User (5:02)
- Creating a Scorecard Report (6:34)
- Create Data Grid Custom Field (6:34)
- Adding Pods to Layout & Referencing Reports to Data Grids (9:29)
- Setting as Scorecard Landing Page and User Home Page (11:44)
- My ClearPoint (14:13)
- My Updates (14:13)
- My Favorites (15:55)
- My Scorecard (17:31)
- Poll & Questions (18:48)
RJ: 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 set your end users up for success in ClearPoint. We have several best practices that we are excited to share with you that can help make the update process for end users as simple as possible!
But before we get started, here are your smiling hosts, I’m RJ!
Mara: And I’m Mara!
RJ: 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 that we don’t get to, we’ll follow up with over email!
Now, on our last installment, we hosted a webinar on 10 more things that we love about ClearPoint, so if you want to learn some awesome tips and tricks about ClearPoint 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 ClearPoint can make your update process a slam dunk for end users.
Mara: As an agenda for today, we will look at the importance of having a quick and easy update process, then we will dive into ClearPoint where we can learn more about using Summary Reports, Scorecard reports, and the options in ‘My ClearPoint’ to make this process easier, and finally, we will go over any questions you all submitted to the Q&A chat box.
RJ: Sounds good Mara, let’s jump in. Just like any team needs to work hard and have all the necessary steps in place to cut the net at the end of the tournament, we know that your team has numerous processes involved in creating the final, polished report that is used to show progress across your strategic plan. ClearPoint helps make all the steps in the reporting process a lot more efficient, but today, we will focus specifically on the data collection process.
Mara: Looking at the data collection process, there are a few difficulties we can see. This process can be very lengthy, and require constant back-and-forth communication across the organization. Further, the clutter of information can make it difficult for individuals to know what their responsibility in the process is. Thankfully, ClearPoint helps ensure all members of our team are running the same play and know where they fit in the process. With ClearPoint, they will be able to make all of their updates directly from one page, understand the process that goes into making updates, and have visibility into exclusively what they need to update to reduce clutter.
RJ: Well, this sounds like it has all balls and whistles, but can we take a look at this in ClearPoint to see what this is like in practice?
Mara: Absolutely – let’s jump in!
Updating from Individual Summary Report (2:56)
How to Make Updates from a Report (2:56)
Mara: I am currently logged in under my UNC Tar Heels account that I am using to track all of my teams data relating to March Madness. Let’s go through a few things that will make your update process easy.
First, your data can be edited and updated right from the summary report itself – no navigating to other pages to update the data you need. Simply do it from one screen. Further, report formatting and any information that’s automated or already in your account will instantly be added to the report. In a fraction of the time, your report will be ready to circulate or add to a meeting agenda.
RJ: That’s amazing. And how often can we make these updates?
Mara: Great question! It can be updated at any reporting frequency. For example, many of our customers make sure they have their game plan locked in at the start of every quarter.
RJ: Really, Mara?
Mara: It’s up to the player! Remember, ClearPoint automatically inputs four basic reporting frequencies into your account: Annual, Fiscal Years, Monthly, and Quarterly. However, you can add a reporting frequency at a different cadence based on your organization’s reporting needs.
RJ: Alright, so why don’t we start by taking a look at a report we already have. We have two reports we are using to track important March madness information – a Measure Report, and an Initiative Report. Let’s take a look at our measure report. I will click the Measure dropdown and navigate to March Madness Stats Report where we can see a report that is pulling in our Measures, the owner, analysis, and relevant measure data.
RJ: In order to make updates within the summary report, you can double click on your desired field. Then enter your information. Once you are finished putting in all of your information, make sure to click on the green check mark at the top right corner to save.
Filtering for Current User on a Summary Report (5:02)
Mara: Wow, that’s really easy. But it’s a little overwhelming to see the information for all of my team. What if I’m just responsible for updating my own starting lineup?
RJ: Great question! Filtering and sorting summary reports can be a great way to focus in on certain information. Filters can be applied to summary reports to further narrow down what is included in a summary report. You can filter by fields such as status, owner, and many others to further customize a report.
To start, click the edit pencil icon in the top right-hand corner, and in the window that now displays, navigate to the Filters tab. Click the Add Filter button to add filter criteria. For a measure summary report, you can filter on measures or series. Under Field, we are going to select the owner field to filter your report on. Next, we select equals as the Comparison criteria and select current user.
This will allow us to create a report that is dynamic depending on who is viewing it. So when I am logged in with my account I can see measures that I own, but if a different user logs in and looks at the same report they will see the Measures they own.
Mara: Alright awesome, I think I’ll have the team put in their own information then.
RJ: That’s the goal!
Mara: You mean basket.
RJ: Moving on.
Creating a Scorecard Report (6:34)
Create Data Grid Custom Field (6:34)
Mara: This is great that I now have these gorgeous summary reports filtered dynamically by owner so that each person can only see the items that they are responsible for updating when they log in, but I wonder if I can make this process even easier for my end users?
RJ: Mara you happen to be in luck! Something else that we can do to make this even easier on your end users is leverage Scorecard Summary Reports, also referred to as dashboards in ClearPoint. Scorecard Summary reports allow us to pull numerous reports and fields onto a single page within ClearPoint.
Mara: Wow RJ, this is a game changer – can we see what this looks like and how to get these onto the same page?! How customizable is this report? I also have an Initiative update report I want to include; can this be added too?! Surely I won’t be able to include instructions on it as well so they have visibility into exactly what needs to be updated and how they can do it?!
RJ: We can absolutely do this! I’ll walk through the steps that go into this now. To start, we will need to add the appropriate fields that will allow us to reference these reports on the same page. We can start by clicking System settings, and then going to Admin Options. From here, we can click into Custom Fields.
Mara: Oh, this is great! I can see that there are different element types displaying in the left-hand panel. Does this mean I am able to add any field that I want to track across any of these element types?
RJ: You bet! These custom fields are a feature that will help lock you in as a first ballot hall of famer when it comes to reporting! So, as we mentioned before, we are creating this update page as a Scorecard report, so we can add our necessary fields under the Scorecards section in the left-hand panel.
We can click to add a new one, and input ‘Measure Data Grid’ as the name. Next, under the field type dropdown, we can select ‘Data Grid’ – this is the field that we use to reference Summary Reports across other pages in ClearPoint… Great! Now that we have our Measure one in let’s repeat the process for our Initiative report. We can click to add a new Custom Field and call this one ‘Initiative Data Grid’. Once again, we can select Data Grid for the field type, and then save.
Adding Pods to Layout & Referencing Reports to Data Grids (9:29)
RJ: Now that these fields exist, we just need to add them to our Scorecard summary report. To do this, click the Scorecard dropdown in the top menu, and choose ‘Manage Scorecard Summary Reports’, this is where all of our dashboards live. Next, we will click the add icon to input a new Scorecard Summary Report, and in the window that pops up, name it ‘Update Report’.
Mara: I see – so this will be the page where we can then pull those fields we just recently added onto the page! Let me take a stab at it! I will use the filter to search for my Initiative Data Grid, and then add that to the page. Then I will use the filter to find my Measure data grid and pull that onto the page. Something else that I had that I would love to reference on this page are my update instructions, so I will go ahead and add those to this page as well. This is looking great, so I will go ahead and Save to take a look…. Oops RJ, it seems like there may be a few steps left here before we can tell our Updaters that they are ready to come in and use the new report to make their updates.
RJ: I almost forgot – once we have these fields on the page, our last step will be referencing our summary reports. To do this, I can double click my first data grid that will allow me to reference my Measure summary report and click ‘Select Report’. In the window that pops up I will use the dropdowns to select Scorecard, Element Type, and the specific Summary report I want to reference. Once I finish this process for my first data grid, I can go ahead and do it for my second by once again double clicking the data grid, clicking Select Report, and using the dropdowns to choose my report. Finally, once I am finished, I can click the green check to save my changes.
Setting as Scorecard Landing Page and User Home Page (11:44)
Mara: Wow, this looks amazing and is going to be so easy for them to update with. I know something that I had done in the past was set a page as the Landing page for a specific Scorecard, as well as set pages as the home page for certain users. I think I am going to go ahead and do this now.
But first, I want to remove these pesky pod headers from my report! I will edit the report, and then use the green edit pencil icon next to each of my data grids, and check the option for ‘Remove Pod Borders and Header’…. Now we are ready to go!
RJ: Sounds good Mara, this is looking great, and setting this as the landing page, as well as home page for users will definitely make it even easier for end users because when they log in they will be brought right to the update page, and as they navigate around, they can always click back into the Scorecard, and be brought right to this landing page.
Mara: Exactly! To start I will make this page the Scorecard’s landing page, so it is the first page that pops up when someone navigates to the scorecard. To do this, all I need to do is ensure that this report is the top report on my ‘Manage Scorecard Reports’ page. I will click ‘Scorecard’ then ‘Manage Scorecard Reports’. I can now use the dropdown arrow next to the add icon to choose ‘Sort Reports’, and move my new report to the top. Now when I save, and then click the name of my scorecard in the left hand panel, I will see that I am brought right back to this page since it is my landing page.
RJ: That is so cool and I am happy I know about this so I can set some landing pages of my own.
Mara: Happy to help! The last step I want to take is to set this page as the home page for my end users. To do this, I will click the dropdown arrow next to the star icon, and then click ‘Bulk Set Home Page’. When I click this it will give me a list of people, and I can use the check box next to their name to set this page as their home page. Once this is set they will be brought to this page upon logging in, and can always find it by clicking the Home option in the left hand panel.
RJ: Now you’re cooking with gas! Getting your updates in has never been easier!
My ClearPoint (14:13)
My Updates (14:13)
Mara: I think this process is very easy, but the other thing I am interested in seeing is Reporting Workflows and how these function for my end users.
RJ: I thought you might ask that! We have a webinar dedicated to how these workflows can make your reporting process super easy, both for admins and end users, so check out Webinar 67, as well as our support center to see more information on Reporting Workflows. Right now, we can also take a look at the update process for workflows as an end user. If you navigate to My ClearPoint, and then My Updates, you will see how easy this process can be made for the end user.
Mara: I love this! All the instructions are right at the top, and the workflow clearly specifies which period the update will be made for, so I do not need to worry about updates being made in the incorrect period. I can also see the dates that the workflow will be open for, and a list of all the elements I need to update.
RJ: Exactly! Easy as pie! When you want to actually make your update, you can click the edit pencil icon next to the first element and make all the necessary changes. Once finished, you can click the green check to save, and finally mark this as task complete so that both you and the administrator of the account know the update has been made for the reporting period. If you have another element to update, you can click ‘Next’ and then repeat the process again until we have updated all of our elements.
My Favorites (15:55)
Mara: Wow! I love this My Updates page that end-users can use to make their updates. I also noticed under “My ClearPoint,” that there are a few other interesting pages such as “My Favorites” RJ, can you show me what this page is for?
RJ: Absolutely! If we click into the My Favorites page, we can see what we have set as our home page as well as all the pages that we have favorited throughout the account. Favorited pages are also grouped by scorecard, so if you have pages favorited through various different scorecards, you can see where in your account those pages reside. And even better, you can edit any of these pages directly from the My Favorites page by clicking the edit pencil to the right of the element. This gives users another way to make all of their updates from one page!
Mara: That is awesome! I know we talked about how to set a home page earlier, but can you remind me how we can favorite pages?
RJ: Of course. If we click into the detail page for one of these pages we have favorited, you will notice the yellow star icon in the top right of the page. We can click this star for any detail page or summary report to favorite it. Likewise, we can click the star icon for any currently favorited page to unfavorite it.
Mara: This is great. I can see how favoriting would be useful if there are certain detail pages or summary reports that I go to a lot. This would give a simpler, customized view of all of the pages that pertain to me.
My Scorecard (17:31)
RJ: Yep! However, now that you mention the My ClearPoint pages, I still am not sure what this My Scorecard page is. Mara, do you know any more about this My Scorecard page?
Mara: You bet, RJ! The My Scorecard page shows you all of the pages that you are the Owner or Collaborator for. You can see what kind of ownership you have for the element in the light blue label on the right of the row. And just like the My Favorites page, you can edit elements directly from the My Scorecard page by clicking the edit pencil next to each element.
RJ: That’s great! Just so I am clear, this page would dynamically update as we adjust ownership of different elements throughout our account?
Mara: Yes, that is one of the great parts of this page! The user doesn’t have to take any action on their end to flag this page like they do with favoriting. Their My Scorecard page will update dynamically as they are added or removed as Owners or Collaborators of elements throughout the account.
RJ: Mara, I cannot wait to show these features to my end users – with these, we are going to be reporting champions in no time!