ClearPoint 14.0

Webinar 49 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

Have you been dying to know what our new software release, ClearPoint 14.0, is all about? We’ll walk you through the new and improved Data Loader, how to make bulk changes across your account with ease, and so much more! Join us on this episode of “I Didn’t Know ClearPoint Could Do That!?!” to get the full scoop on all things 14.0!

Webinar 49 Transcript

Outline

  • Introduction (0:00)
  • Agenda (0:51)
  • Summary Reports (1;29)
  • Bulk Changes (9:29)
  • Tagging (15:44)
  • Project Evaluations (25:16)
  • Data Loader 2.0 (26:26)

Introduction (0:00)

  • Rachel: Hello everyone and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series
  • Today, we’ll be giving you a sneak preview of our upcoming release – ClearPoint 14.0!
  • But before we get started, here are your smiling hosts, I’m Rachel
    • Andy: and I’m Andy!
  • 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 [email protected]
  • Any that we don’t get to, we’ll follow up with over email!
  • Now, on our last installment, we walked through managing meetings in ClearPoint, so if you want to review establishing a reporting calendar, scheduling email reminders, or adding action items in ClearPoint, be sure to check out that recording and transcript on our website or Vimeo channel!

Agenda (0:51)

  • Today, we’ll be focusing on ClearPoint 14.0!
  • We’ll walk through some exciting enhancements to summary reports
  • Demo our super powerful bulk changes feature
  • Take advantage of a new ‘tagging’ system in ClearPoint
  • Highlight some updates to setting up Project Evaluations which are now even more user friendly)
  • And finally, we’ll wrap up with a quick intro to the new and improved version of the Data Loader

So again, if you have any questions, please reach out to [email protected]!

Summary Reports (1:29)

  • Rachel: With so much exciting content to cover, we better go ahead and get started!
    • Let’s kick things off with those summary report enhancements! This is a particularly exciting update because we specifically incorporated your feedback on ClearPoint’s reporting capabilities, so chances are some of this stuff will be familiar! The other great thing is that users across all plan types can benefit from these awesome changes!
    • So Andy, would you mind walking us through some example reports?
  • Andy: No problem!
    • Let’s start from scratch and create a brand new summary report.
      • Let’s add an Objective Summary Report by going to Manage Objective Reports.
      • We’ll call this ‘New 14.0 Report’
  • Now here’s where things get exciting! When I click on ‘Columns’ to determine which fields to include in my report, I am met with a brand new user-interface.
    • But before you start to panic, let’s walk through it together.
    • To start, the columns are now arranged horizontally instead of vertically, which mirrors how the report actually looks in ClearPoint once its been created.
      • This should help with visualizing what your report will look like.
    • To add a new column, you can click on the green ‘Add Column’ button. From here a new window will appear.
    • You’ll notice that there is a list of all my Objective fields, where I can simply check the boxes for the objective fields I want to include. This is similar to how it worked before.
    • However, you will also see tabs for other element types, which means I can add in fields from other elements!
    • So even though this is technically an objective summary report, I can include any fields associated with the linked measures, initiatives, etc. as well.  
  • Once I’m happy with the fields I’ve selected, I can click Save. These can always be adjusted going forward by clicking on the yellow X to remove a column or clicking the green ‘Add Column’ to add additional fields.
  • From this view, I can easily give the columns custom names by typing in the ‘Column Header’ box and adjust the ‘Column Width’ so that fields like ‘Analysis’ have a little more space for all their content.
    • Now I can see my objective, measure, analysis all in one place, plus any other field you want to include!
  • Rachel: That’s so cool!  That can’t be all though, right? If you go back to the Columns tab of the edit window, what happens if you check the box next to ‘Show Advanced Options’?
  • Andy: The advanced options allow you to get even more granular for each field in your summary report.
    • Before, many of these settings were for the entire report.  It was all or nothing.
    • For example, you can select to ‘Hide Status’ for just the Objective column and ‘Show Owner’ name in-line for Measures.
    • Also, each column can even have its own custom table style, so if we really wanted to emphasize where Updater users should be making their updates, for example, we could set the Analysis field to this ‘Orange’ table style to really make it standout.
    • Now we can see the lack of statuses for my Objectives, the owners in line with just my measures, and of course our orange style that makes it clear where to update.
  • Rachel: That is super cool.  Now you aren’t forced to pick between the two options for the entire report!
  • Andy: Sort of like picking between dark and white meat at Thanksgiving dinner! Except now you can have both!
  • Rachel: Surebut no turkey is complete without cranberry sauce–where’s that?
  • Andy: Well, in addition to getting more granular on some of the column display settings, you can also customize periods of data and what elements to include, also on a report-by-report basis!
    • For example, in this summary report, I have analysis and series status.
    • If I wanted to show my analysis for 2 periods, I can
      • Go to the columns tab
      • Click on advanced options
      • Select Last 2 periods for analysis, keeping my series status at Last 6
      • Now the report shows 2 analysis and 6 series
    • However, I think this report is starting to get pretty noisy, especially with the variety of series names.
    • Which leads me to our next feature–series control on reports!
    • If I edit my report, and go to the Filters tab, I can add a filter for Series Name equals “Actual.”
    • When I save, I can see that my series on display are different!  You can customize each report individually.
    • In addition to filtering by name, you can also filter by a new cool feature called ‘Tags’ which we’ll be covering later on.
    • Another cool customization for individual reports is in the order of the elements.
    • We know that different audiences require reports with different orders. In 14.0, you’ll be able to define element order on a report by report!
    • All you need to do is check the box next to ‘Use Custom Element Sort Order’ and then you can drag and drop the elements into the order you would like them to be included in, or use the up and down arrows.
      • Once we’re done, we can click Save to see our new report order.
  • Rachel: Wow, those summary reports are way cooler than I even imagined. I have so many great ideas for new reports to create! For those of you out there that are lucky enough to have me as their account manager – get excited!!
  • Andy: How excited?
  • Rachel: Mashed Potatoes with butter and gravy excited!!
  • Andy: Wow, that’s pretty excited.
  • Andy: Sounds delicious! I wish you were my account manager!
    • One final thing I’d love to show is a cool new report option that I think will lead to some really innovative reports from our clients.
    • If I go over to my Objective Overview report, we can see the objective name is spanning the width of the report, instead of showing as its own column.
    • This option is called ‘Full Width’ and can be accessed by
      • Editing the report
      • Going to Columns
      • Enabling advanced Options.
    • For those of you trying to take advantage of all the space on the page, this will allow you to eliminate a lot of empty white space taken up by your element name!
  • Rachel: I think I’ll be stuffing my reports with even more columns now!

Bulk Changes (9:29)

  • Rachel: So next on our agenda today is Bulk Changes. This feature is going to be totally life changing!
    • All Bulk Changes can be managed from System Settings > Admin Options. As you can see, there are a lot of things that look different here, especially in the Enterprise features section. However, we’ll make sure to fill you in on all of the big changes during this webinar, so definitely stick around.
    • One new tile here is Bulk Changes & Scripting.
    • Bulk Changes will allow you to make mass additions, updates, and deletions across your ClearPoint account.
  • Andy: Wait a minute…this sounds a lot like Template Scripting, which we released this past summer. Can you explain the difference?
  • Rachel: That’s exactly right, Bulk Changes is a lot like Template Scripting. In fact, it actually is template scripting, but now it has a totally simplified user interface.
    • For those of you that have used Template Scripting before, I’m sure you can agree that those scripts could be a little intimidating at times. But now, anyone can easily make changes to scorecards, elements, series in the data table, or charts in bulk – rather than getting lost in a script or, even worse, making hundreds of changes one by one!
  • Andy: So while adding a template script is still an option on the Custom Scripts tab for more complex bulk changes, this new feature Bulk Changes will save you a lot of time when making standard changes to scorecards, elements, series, and charts.
  • Rachel: So you can see here that we currently do not have any Bulk Change Scripts set up, so let’s add one together now! Didn’t Upward Air mention they needed some help adding a new series to a bunch of measures in their account?
  • Andy: Yeah they did actually! They are going to start looking at YTD values for all their measures in the Eastern Division during their monthly review meetings, so they need to set up a calculated series for all of those measures.
    •  They have quite a few measures in that division though…Would it be possible to bulk change all of that? I know that’s a pretty tall order..
  • Rachel: Coming right up! With Bulk Change Scripts that’ll be a piece of cake, or should I say pumpkin pie!
    • **We’ll start by clicking on the Plus icon and a new window will appear.
    • From here, we can give the script a name, like YTD series’
      • In the description section we could add some more details about this bulk change script if we want.
      • For ‘Element Type’, you can see we have a number of options including scorecards, all of strategic element types, data table series, and charts. For this example, since we are adding a new series to every measure, we’ll select ‘Series’.
      • Our options for ‘Action’ are Add, Edit, or Delete. We’ll go ahead and select ‘Add’.
    • On the Filters tab, we can narrow down which measures will be affected. Let’s set this up so that only measures in the Eastern Division Scorecard will be impacted by this bulk change. So Scorecard Name Contain “Eastern Division”. Then, to ensure this will only be added to Measure series, we’ll add one more filter for Measure Name Is Not Blank.
    • If we click on the ‘Preview Filter’ button, we can get a quick view of which elements will be impacted.
    • On the Changes tab, we’ll start by selecting the fields we want to ‘change’, or in this case be added as part of the new series.
      • For this example, we’ll select Series Calculation Type, but as you can see I could set a Series Data Type or even a Series Evaluation in bulk as well.
      • We’ll name our series ‘YTD’ here.
      • When we selected ‘Series Calculation Type’, a new field for selecting a Calculation Type appeared. Here we can select ‘Calculated Series’ and the standard calculation box will appear. We’ll set it up so that the YTD Aggregation is based on the ‘Actual’ series, and the Aggregation will be ‘Calendar YTD Sum’. Then I’ll click ‘Insert’ to add in the calculation.
      • After I’m done setting up my changes, I can click Save.
  • Andy: Adding a calculation is a pretty big change though, and this is going to impact a lot of measures. It’s important to be cautious here. Is there a way we can review what we’ve set up and make sure it looks the way we want it to?
  • Rachel: Yes! Our super awesome product team thought people might want a way to check over their work, so when I click the play icon to run the script, we are prompted to preview our changes first. This gives us a final chance to go back and make any adjustments before we’ve made the change in bulk.
  • Andy: Those guys down in Atlanta are always one step ahead – even in the ClearPoint turkey trot!
  • Rachel: Yeah they’re natural athletes, running scripts or running races, they can’t be beat!
    • But back to the matter at hand…so we can right away see the number of measure series that will be added. If I click on the dropdown arrow, we can see in more detail the changes that will be occurring for each individual measure!
    • Once I feel comfortable with how the script is going to impact my measures, I can click ‘Run’ to officially run the script.
    • I’ll be met with one more window message, double checking that I want to make this bulk change, because – as they say, better to be safe than sorry!
    • When the script has run successfully, we’ll get a green toaster message letting us know!
    • Now, if I navigate to the Eastern Division scorecard, click on the % of on time departures measure, and scroll down to the data table, we can see that the YTD series has been added, automatically populating based on the calculation set.
  • Andy: That just saved us so much time! It would have taken Upward Air at least a couple hours to add all of those series manually. Now they can use that time to focus on more important work, like watching more ClearPoint webinars or perfecting their world-famous stuffing recipe!
  • Rachel: That’s exactly what I do with my spare time!

Tagging (15:44)

  • Rachel: And I also just realized something else…besides template scripting, this new bulk changes feature feels similar to Master Measures. We haven’t used them in a while since there were some limitations, but the more I think about it, bulk changes could even replace Master Measures.
  • Andy: What a great idea! So great in fact, that that is exactly what will happen in 14.0! If we go back to Admin Options, you may have noticed that the Master Measures tile is gone.
    • That’s because we are replacing it with Bulk Changes! This will provide a lot more flexibility for making bulk changes throughout your account, without being limited to a master measure template.
  • Rachel: This already sounds much easier and less restrictive than Master Measures. My only question is, what will happen to our existing Master Measure templates? Will all the linked measures be lost?
  • Andy: That’s where ClearPoint’s new ‘Tagging’ feature comes in!
    • Tags provides a way to group like elements together.
    • You can think of a tag as a sort of like a multi-picklist custom field that spans across element types.
    • So you could group a scorecard, objectives, series, milestones–whatever you want–all under the same tag
  • Rachel: Awesome! Can we see this in action?
  • Andy: Definitely!
    • To add and manage our tags, we can go to the Tags menu tile.
    • You can see we already have a bunch of tags built out here, including one to group the measures that used to be linked to our Master Measure template.
    • For those of you who had master measures set up before, this process will be done for you automatically when we do the upgrade
  • Rachel: Those look great! So as far as use cases go, tagging could also be helpful for grouping objectives, measures, and initiatives that belong to one department but live in different scorecards. And, it can also be helpful for facilitating team collaboration!
  • Andy: 
    • Exactly. So for example, our ‘Marketing’ elements could all be grouped together by a tag to help keep that team organized.
  • But to add a new tag, we can click on the Plus icon, give the tag a name (like ‘Financial’), and we can even assign it a color using the color picker or a specific hex code!
  • I’ll do green for money!
    • Once we click Save, the new tag will be added to our list and available as a tag option going forward.
  • Rachel: So now that the tags have been created, how do we assign them to items in our account?
  • Andy: There are actually two ways to assign a tag.
  • First, is in Admin Options.  This is where Admins can manage all tag usage from one place. This occurs on the ‘View/Map Elements’ tab.
    • You can either search for elements to tag by name, or use these filters.
    • Once you’ve found the element to tag, you can quickly tag it from here.
  • The other place a tag can be applied is when you are editing an element.
  • For example, if we navigate to an objective detail page, click the edit pencil, and go to the Edit Fields tab, I can add or remove tags from here.
  • Rachel: This is great! So if I wanted to use tags to filter in my Bulk Changes script, what would I need to do?
  • Andy: For bulk changes, you can use tags to filter for the elements you’d like to include. So in our example we filtered by scorecard name, but tags is an option as well!
  • Rachel: Gotcha! Also as a reminder for everyone, since tagging is a brand new feature, the current functionality is limited to use for Bulk Changes and as well as filtering Summary Reports.
    • However, if you have ideas on how you want to use tags, please let us know! We are looking forward to adding new functionalities to tags in the future!

Project Evaluations (19:44)

  • Rachel: Okay, so this has been a lot to take in. It might be time to bring out the stretchy pants because I am totally stuffed!
    • But I am super pumped about these new features!! Now that we’ve covered Bulk Changes and Tagging, I think we better quickly touch on Project Evaluations too since those were tied to Master Measure templates in the past.
    • So in ClearPoint 14.0, Project Evaluations are a lot easier to manage and much more flexible to better meet the diverse needs of ClearPoint users.
    • In case you need a refresh, the Project Evaluation feature allows you to have a data table with quantitative information, just like we’ve always had for measures, but for ‘project-based’ elements such as Initiatives, Milestones, Action Items, and Risks.
    • To enable this option, all we need to do is click into the ‘Project Evaluations’ tile.
      • For each element type on the left, we need to make sure we have set some default series to be included in it’s data table.
      • Since the series here are for an Initiative data table, it makes sense to have ‘Budget’ and ‘Amount Spent’ series as defaults, which we’ve already set up.
      • These default series will work exactly the same as they do for measures – they will automatically be added to the data table for initiatives when a new one is created; however, they can always be edited or deleted at the individual element level any point in time.
      • Since the default series are already set up, all we need to do now is check the box to ‘Enable Initiative Evaluations’ and a data table will now be available for any Initiative we would like to use it for.
  • If we navigate to the ‘Create new Employee Training’ initiative back in the Upward Air scorecard, all we need to do is Edit Layout and pull the Data Table out onto the detail page.
  • Now we can fill in data just like we would for a measure (*Add some data to the current period of ‘amount spent’ series) and add or delete series as we see fit!
    • For this initiative, we could add a % Complete series, which references the Percent Complete field that we have here on the detail page and is also displayed on the Gantt chart.
    • To set this up, I’ll double click on the data table and select to ‘Add Series’. I’ll name it % Complete, and then we can set up a calculation so that this References the Percent Complete field.
    • Once I save and refresh the page, my new series has been added and it automatically populating based on the calculation we set up!
  • Andy: One great advantage to having a data table here, is we can also add charts with initiative data! Can we set one up to show off our new % complete series?
  • Rachel: **Great idea! We can edit the initiative > chart tab > plus icon. I’ll name the chart % Complete.
    • For Chart Type we can select ‘Line’.
    • For Chart Series we’ll select to include % Complete and remove the other two series.
    • Then we’ll Save our changes and the last step will be to add our new chart to detail page layout
  • And one final note about project data – it can now be referenced in calculated fields for summary reports! Say goodbye to those crazy work-arounds you used to get project data into your summary reports! We can take a look at an example for our initiative data in our Project Progress Report. Here we have a calculated field that is referencing the Amount Spent series in the Initiative data table.

DataLoader 2.0 (25:16)

  • Rachel: By this point you might be wondering what else could possibly be coming in ClearPoint 14.0?! But the rumors you’ve heard are true, our development team is working on a new version of the beloved ClearPoint Data Loader.
    • It will be able to do everything the current Data Loader can do, plus a lot more!
    • The key update here is that in addition to quantitative measure data it can also upload qualitative information such as Analysis and Recommendations.
    • It also does not need to be mapped to existing elements in ClearPoint, but can actually add new elements itself, making scorecard set-up easier than ever!
    • Also, in addition to manual and scheduled uploads, the new Data Loader can be set to simply watch a file for any changes and automatically upload when the changes are saved to the file.
  • Andy: That’s pretty wild!
  • Rachel: I know! And that’s just a quick overview of the capabilities!
  • Andy: So what will happen to the current Data Loader once 14.0 is released?
  • Rachel: Don’t worry, we won’t make you quit cold turkey! We will slowly be phasing the current Data Loader out over the next year, and will be here to help make sure the transition is seamless!
  • Sadly, we’re nearing the end of our time here today, but definitely be on the lookout for a future webinar where we go into more depth on all things Data Loader 2.0.

Questions (26:26)

So with that, we’d love to use our remaining time today to open up the floor for your questions!

Q: Default series – what are our options here

A: calculations can be added on default series

Q: I could have sworn I saw little question marks added to the top corner of various edit windows that I don’t think were there before! What are those?

A: Those little question marks are what we are referring to as ‘quick helps’. You are probably familiar with accessing our Support Center through the large yellow question mark at the top of your screen. Now we have more specific point question marks in areas that might require some further explanation or that may include some more advanced functionality that we want you to be aware of!

Ex. Calculated Fields

Rachel: Alright, looks like that’s all we have time for today! As a final note, you can expect to see ClearPoint 14.0 in the next couple months, but members of our Customer Success team will be reaching out in the next few weeks to offer early access tours of how the new updates will look in your account specifically.

So with that, thanks for taking the time to preview ClearPoint 14.0 with us! We hope you can now confidently say ‘I DID know ClearPoint could do that!’. See you next time, and Happy Reporting!

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