10 things I Love About ClearPoint
Webinar 55 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series
Do you love ClearPoint as much as we do? After tuning in to this webinar, we can almost guarantee the answer will be yes! We’ll walk through our favorite parts of ClearPoint, including some ‘secret’ features that are totally awesome, but often forgotten! Think major time savings, search tips, exporting options, setting home pages, and quick ways to make updates! Join us on this episode of the “I Didn’t Know ClearPoint Could Do That!?!” to learn more!
Webinar 55 Transcript
- Introduction (0:00)
- Agenda (0:58)
- ClearPoint Navigation (2:17)
- Set up your account (9:16)
- Make your updates (15:10)
- Share Your Results (19:05)
- Bonus (20:58)
- Questions (23:15)
- Rachel: Hello everyone, and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series
- Today, we’ll be sharing 10 things we love about ClearPoint!
- But before we get started, here are your smiling hosts, I’m Rachel
- Arah: And I’m Arah!
Rachel: 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… the new 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 walked through some updates to Project Management in ClearPoint, so if you’re interested in learning best practices surrounding milestones, percent complete, and Gantt charts or you want your initiatives’ statuses to evaluate automatically, be sure to check out that recording and transcript on our website or Vimeo channel!
- Arah: Today, we’ll highlight ten of our favorite things about ClearPoint that are often overlooked OR forgotten! These things can be huge timesavers so we want to make sure you are taking advantage and are feeling as MUCH ClearPoint love as our team does!
- So first, we’ll cover some handy navigation tips and tricks!
- Then, we’ll walk through some shortcuts for setting up new elements or scorecards.
- Next, we’ll share some simple ways to share your results outside of ClearPoint.
- And finally, make sure to stick around til the end, because we’ll be sharing an 11th bonus for the things we love about ClearPoint. I can guarantee that it will make everyone’s life so much easier!!
Rachel: So again, if you have any questions you’d like us to address during the webinar, be sure to submit them to the Q&A located at the bottom of your Zoom toolbar!
- Arah: Okay Rachel, let’s cut to the chase – can you list off the 10 things right now??
- Rachel: 10 things? Of course! “I hate your big dumb combat boots, and the way you read my mind…”
- Arah: Ummm….
- Rachel: “I hate it when you’re not around, and the fact that you didn’t call. But mostly I hate the way I don’t hate you, not even close, not even a little bit, not even at all.”
Arah: Okay, I know you’re from Seattle but this is not a performance of ‘10 things I hate about you’…
- This is the ‘10 things I love about ClearPoint’ webinar!!
Rachel: Wow, I have clearly been watching too many movies during quarantine. Sorry about that!!
- Let’s get back to business… Arah, do you want to start us off?
ClearPoint Navigation (2:17)
Arah: Yeah I think that’s probably a good idea!
- Today we’re going to show you how to make the most out of your account, starting with some tips on how to navigate around ClearPoint most efficiently!
- Rachel: Believe it or not, there are a lot of cool things that are right in front of your eyes!
- Arah: Absolutely! Let’s dive in. In no particular order, our first favorite thing is…
- Rachel: Raindrops on roses? Whiskers on kittens?
- Arah: Rachel…
- Rachel: Well I know you didn’t like the poem, but what about a song? “Brown paper packages tied up with strings, these are a few of my favorite ClearPoint things!!”
Arah: Okay fiiine, I guess we can allow it!
- As I was saying, the first ‘favorite thing’ that we want to highlight is…#1
1. The Period Selector
- When we log in, this is the first thing we see at the top left of the control panel, and it is actually one of the most important features in ClearPoint. Before we do anything, we need to make sure that we are in the correct reporting period.
Rachel: Right! When you first login, by default you will be taken to the most recently completed period. That is because only when the month is over will you have a full set of data to report on. So since we are in the month of August, we are seeing the Jul-20 period since July is complete and we can accurately report on the month as a whole. When August is over, the period selector will switch to display the Aug-20 period.
- However, there may be some instances where you want to look back at historical periods to see what was happening at that time, or you might want to look at the last update you made to inform your next.
- Arah: Exactly! For example, have you ever had a situation where you are positive that you filled in your data, but somehow it all ….“poof” … went missing?
- Rachel: Yes! This often happens at the beginning of a new month, and I swear I’m not crazy! Look here at this measure for example!
- Arah: Don’t worry, it’s not you. And it’s not me. It’s usually just the reporting period you are looking at. Your data is safe in ClearPoint and revision history tells me likewise. We can simply use the toggles on the period selector to move back to the previous reporting period. You can breathe now, Rachel!
Rachel: Phew, thank goodness! I was two reporting periods away from a breakdown!
- So what if I want to look further back in time? To updates I made back in 2018, for example? Do I have to toggle through 24 periods to get to the one I want?
- Arah: We have a handy trick for that actually! You can click directly on the reporting period to a larger list of periods. From here you can go back to previous years and click directly on the one you would like to view.
Rachel: That’s great! I feel much better about navigating reporting periods now!
- But what about navigating to detail pages or summary reports? I always spend so much time looking through the dropdown menus for each element, but sometimes the list of measures or initiatives is so long that it’s nearly impossible to skim through it all to find what I am looking for…
- Arah: That does sound overwhelming. Luckily, I know the perfect shortcut! Which brings us to favorite thing #2 …
2. New search features
- Arah: We released new search capabilities that can really help pinpoint what you’re looking for! To access them, first you’ll need to click into the top search button.
- Rachel: Wait, how is that any different from the old search bar?
Arah: Remember how it used to just spit out a long list of items and it would sometimes get confusing to pick out the right thing you’re looking for? Now, there’s a new layout! The first column shows pages that you have recently edited or updated. The middle column shows the pages that you have most recently viewed. And the final column shows which documents and exports you have recently viewed.
- To search for a specific element or summary report, type in at least three characters to pull up the item you are looking for.
- So we’ll try typing in three characters ‘rev’ in this case and select the right item
- Rachel: This is too cool. Being able to search for summary reports is a game changer.
- Arah: Absolutely. Moving away from the top menu, there are also a few hidden ‘favorite things’ stowed away at the bottom of the page to keep you anchored and have a full sense of direction as you navigate around ClearPoint. Which brings us to #3…
3. The History Stack and Breadcrumbs!
- Rachel: Wait hold up, before we move on, what page were we just on again? We’ve done a lot of navigating around ClearPoint already!
- Arah: Great question, Rachel! Our handy dandy History Stack will show us where we once were! We can hover over the left hand side and this list will show us the locations that we recently viewed. You can click directly on it and navigate right back to the page you were working on.
- Rachel: That makes ‘flying’ around ClearPoint a lot easier! Just like those ‘wild geese that fly with the moon on their wings…’
Arah: ‘…these are a few of my favorite things!’ Julie Andrews, Sound of Music, what a classic. Rachel, we need to focus! Anyways!
- You can always bounce back to where you were without having to waste time searching for it! That’s not ALL the bottom half of ClearPoint has to offer.
- Rachel, do you ever just get so deep in the zone while working on updating your elements, but then you snap back to reality and suddenly you have no idea where in ClearPoint you are?
- Rachel: This happens to me all the time when I’m making updates to an initiative, like this, and then drill down to a milestone’s detail page to make updates there.
- Arah: No fear, the ClearPoint breadcrumb is here! This will show you where exactly you are in the system. It will lay out a roadmap of which scorecard to which element you are working in. You can also click into the breadcrumb to jump to different locations.
- Rachel: It’s almost like teleporting within ClearPoint!
- Arah: Just wait! We’re still not done yet! There’s another way to teleport, which leads us to #4…
4. The Page Selector
- Arah: From these detail pages, you can use the page selector at the bottom to navigate between pages. That way you don’t have to click the dropdowns at the top or scroll to find the next page. We make traveling from point A to Z super simple!
- Rachel: Could navigating ClearPoint be any easier?!
- Arah: Just you wait! With all that navigation, sometimes it’s helpful to return to homebase before continuing on, which leads us right to #5 on our list!
- ‘Homesetting’ allows you to set a specific detail page or report as the home page that you will be greeted with when you first login to ClearPoint. Then you can return to it from anywhere in the account when you click on the ‘Home’ button.
- For this detail page, you can simply click on the dropdown next to the ‘My Favorites’ star. Select ‘Set as home’ and it will set the detail page we are on as our home page. This way you don’t have to set it through “my favorites’ and just do it directly from the detail page itself. You can also set the home page in Users and Groups.
- Rachel: Awesome! Quick question, as an Admin can I control the homepage of other users?
- Arah: Yes! From the same dropdown, you can also select ‘Bulk Set Home Page’ and then check the boxes next to the users you want to have that home page.
- Rachel: That will be great for keeping everyone on the same page!
- Arah: Exactly. Home Sweet Home.
Set Up Your Account (9:16)
- Rachel: Now that we’ve got the ‘lay of the land’, let’s get our account set up and ready for action!
- Arah: Yes! So I have a big set-up project coming up. We’ll be adding a new department scorecard with about 50 measures in it. However, it can be so tedious adding new series and setting up automatic evaluations for each one. I wish there was a way to start with a more built-out set up than just having ‘Actual’ and ‘Target’ series. I mean, it’s a great starting point, but there’s just so much more work to do after that!
- Rachel: That does sound like a big task! What if I told you we could set up that new scorecard in 5 minutes instead of 5 hours??
- Arah: I’ll believe it when I see it!!
- Rachel: Challenge accepted! And this is a perfect segue to #6 on our list….
6. Default series and calculations
- This is actually one of my all-time favorite things about ClearPoint! Certainly up there with ‘doorbells and sleigh bells and schnitzel with noodles’!
- As an Admin user, I can go to System Settings > Admin Options > Default Series & Charts.
- All accounts start with ‘Actual’ and ‘Target’ series as defaults, but what many do not know is that you can rename or add additional series to be included as defaults as well.
- Arah: Right! I always forget about Default Series! This will prevent me from having to make ‘naming adjustments’ or add new series to each individual measure in the scorecard. Phew!!
- Rachel: Exactly! So for example, if we wanted to change ‘Target’ to be ‘Goal’ for all new measures, we can edit the Target series here once and it will apply to all newly added measures.
- Arah: Awesome! And then, it would be great to have a Year to Date series for each new measure that is calculated from the ‘Actual’ value. Can we add a calculation to a default series?
Rachel: Great question! Yes – we can also add calculations and evaluation criteria to default series. For this example let’s set up a new series with a calculation.
- We can add a new series by clicking the plus icon and giving the series a name.
- For data type, we can select ‘Number’, since most of the measures in the new scorecard will be tracking numbers.
- On the Calculation tab, we’ll select ‘Calculated Series’ from the dropdown menu. Then we can use the additional dropdown menus that appear to reference the ‘Actual’ series and the aggregation will be ‘Year To Date Sum’.
- Year-To-Date is a common series calculation we see clients include in their measure data tables, especially if a measure is set to a monthly or quarterly reporting frequency but the total value for the year is also significant.
- Then we can click ‘Insert’ and ‘Save’
- Now everytime a new measure is added, it will have an ‘Actual’, ‘Goal’, and ‘YTD’ series
- Arah: This is perfect!! Can we test it out in the new scorecard?
Rachel: Of course! From the scorecard tree we can make sure we are in the new scorecard – Human Resources. Then we can click on Measures > Manage Measures to add some new ones.
- To add multiple new measures at once, we can click the dropdown arrow next to the plus icon and then select ‘Add Multiple’
- Here we can copy and paste in all 50 of the new measures we want to add. For now, I’ll just type in a couple – ‘Hiring Costs’ and ‘Turnover Rate’, and then click Save.
- Now, if we click into one to look at the detail page, we can see that the data table has the three series we set as defaults and the YTD series is greyed out indicating it is a calculated series.
- Arah: This is awesome! Adding the rest of my measures will be a no brainer! Speaking of bulk set up, once all my measures are added, is there anything else I can do to bulk update the layout of my detail pages?
- Rachel: ‘Silver white winters that melt into springs’, that is another one of my favorite things! And #7 on the list is just that…
7. Bulk updating detail page layouts
- Let’s walk through this together! First we can adjust one of the detail pages in the scorecard to look the way we want it to. To edit the layout of a detail page we can click on the dropdown arrow > Edit Layout.
- Now we can drag and drop to move the fields around the page. Let’s add Collaborators and a Description field. And since we do not have any initiatives or objectives currently linked to this measure, we can click the yellow X to remove the ‘Initiatives’ and ‘Objectives’ fields.
- Arah: This is great, but aren’t these changes only going to apply to the detail page for this particular measure? How can we apply this in bulk?
Rachel: This is where the secret bulk update feature comes into play! If we click on the dropdown arrow next to the ‘Save’ button, a few options will appear.
- We can select to update just this measure, update all measures in this scorecard, all measures that share the same name as this measure, or we can update all measures in the entire account.
- Since we want all of the detail pages in the new Human Resources scorecard to have a consistent layout, we can select to ‘Update all Measures in this Scorecard’.
- Now if we view another measure in the scorecard, it will have the same layout we set for the original measure.
- Arah: Wow! The power of the dropdown arrows – who would have thought!!
Make Your Updates (15:10)
- Rachel: I know, right?! So we’ve made some great progress on setting up the new HR scorecard. I think now it’s time to share some tips and tricks for making your monthly or quarterly updates.
- Arah: Perfect! Making updates is actually my main role in ClearPoint, but the process is always SO daunting and requires so much time when I have to update and save each field for each measure individually.
Rachel: Oh no, don’t tell me you have been making updates and saving everything one by one!
- For starters, you can double click and update as many fields as you would like on the detail page. The orange bar at the top let’s you know you have unsaved changes, so after you have made all of your updates, you only have to click on the green check mark to Save all your updates once.
- Arah: That definitely saves me a lot of extra clicks, but it’s still a bummer that I can’t make updates across multiple elements at once too!
- Rachel: You actually can with our #8 favorite thing about ClearPoint!
8. Inline editing
- Inline editing and updating can be done from any summary report. Let’s pop back over to the Upward Airlines scorecard and go to the ‘Update Report’ to test this out.
- You might recognize this report from the summary report webinar from a couple months ago. It is set up specifically for making updates, with the Analysis and Recommendations highlighted to let me know that is where I need to make my update each month or quarter (depending on the reporting frequency of the measure).
- Inline editing allows me to double click and make updates for all the measures that are included in this report at once. And just like before, the orange bar appears as I make my updates so that I can save them all at once when I am done.
- So we can fill in some Analysis to this measure, and then provide Recommendations here. Then I’ll click the green check mark to save.
- Arah: Okay, but don’t I still have to go back to the measure detail pages to make the updates there too? It doesn’t make sense to do the same work twice.
- Rachel: I’m glad you brought that up! Any fields displayed in a summary report are actually referencing the fields that display on the element’s detail page. So when you make an update from a summary report via inline editing, you are actually making it to the same field on the detail page too. No double data entry here!
- Arah: Oh, that makes so much more sense! Thanks for clarifying!
Rachel: Of course! Now that we have a solid understanding of inline editing in summary reports, let’s take this up a notch.
- Let’s say you have objectives, measures, and initiatives that you are responsible for updating.
- While possible, it can be a lot to pack all three element types and the corresponding fields that need updating all into the same summary report.
- So instead we can use the 9th thing we love about ClearPoint!!
9. Interactive data grids
- With interactive data grids we can make a custom ‘Update view’ for users to make all their updates for all strategic elements all in the same place.
- We can navigate to an ‘Update View’ that Upward Air has already set up and take a look.
- Arah: This might just beat out ‘cream-colored ponies and crisp apple strudels’ on my favorite things list since you got that ‘Favorite Things’ song stuck in my head now!
Rachel: Totally agree! And sorry not sorry. It’s a good song! So you can see we have some instructions on making updates at the top, and then we have two data grid fields on the page that are pulling in a Measure Update summary report and Initiative Update summary report.
- So we can double click to edit here. Make our measure updates. Save. And then simply scroll down to do the same for our initiatives!
- And the best part is that these reports are filtered to just show me the elements that I am the owner of as ClearPoint Support. And for any other user that views this same report, they will see the elements that they own.
Share Your Results (19:05)
Arah: Once I make all those updates, I am SO going to be ready to share my results! Since I am not the main admin though, I usually don’t put together briefing books to share with leadership during our review meetings.
- In fact, sometimes I just want to share a single page from ClearPoint to show my direct boss what I’ve been working on and ask for feedback. Right now I just screenshot the page and that works okay…but the image can be sort of blurry and it’s important for my boss to be able to read my analysis and recommendations. Is there anything I can do about that?
- Rachel: Yes! That brings us to… last, but definitely not least, our 10th thing we love about ClearPoint –
10. “What you see is what you get” page exports
- You can click the dropdown arrow next to the edit pencil on ANY page in ClearPoint, and you will be met with a number of different export options!
- Let’s say you want to share this whole ‘Update View’ page. You can select to ‘Export to PDF’ or even directly email a PDF copy to your boss.
- If I select ‘Export to PDF’, then we can use the dropdown menus to select the Page Size and Orientation.
- This will take just a few seconds to generate!
- Arah: So what do you exactly mean by “what you see is what you get” exports??
Rachel: You’ll see in a moment!
- Wow that was quick! In the toaster that appears we can click right on the link to download it. If we miss the toaster, we can always access the export from the Alerts Inbox or in Page Exports under Documents.
- Let’s take a look at the export!
- Arah: Wow! What you see in ClearPoint REALLY is exactly what you get in the export! This looks so much nicer than my screenshots, and will look clean and professional to share with my boss!
- Rachel: Perfect! So with our remaining time today, before we get to your questions, we have a bonus ‘thing’ that we love about ClearPoint and that is our…
11. New and Improved Support Center!
- As you know, you can access the Support Center directly from ClearPoint, by clicking on the yellow question mark icon.
- This will take you right to a help article that ClearPoint thinks might be helpful to you, based on some of the last actions you took in the tool.
- However, once you are in the Support Center on our website, you can click on Support Home for an overview.
- The main updates we made are to the categories. These are now better organized to represent certain aspects of your strategic plan and tasks that need to be done – such as building the plan, tracking performance measures, managing your projects, or reporting your results.
- Then within each category, there will be a few featured ‘frequently visited’ articles, as well as a few ‘sub-categories’ that further break down the actions you are looking to take in ClearPoint.
- You can click on the arrows next to the sub-categories to view the articles available.
- Rachel: So in conclusion… when the dog bites, or when the bee stings, and when you’re feeling bad… just remember your favorite ClearPoint things!
- Arah: And then you won’t feel so bad!
Rachel: Alright, so before we dive into your questions, we wanted to put out a poll to see what parts of ClearPoint you loved the most while watching this webinar!
- And it looks like winner is… Easy updates! Woo hoo, that’s awesome!
Rachel: With that, we’d love to use our remaining time today to open up the floor for your questions!
Question 1: For the homesetting feature, can I set someone’s home page to a page they do not have access to?
- Arah: Nope! Only the users who have access to the page will appear as options in the bulk set menu and only pages that the user has access to will be available on their profile.
Question 2: Remind me how to create a data grid custom field?
- Rachel: Great question! If you are an Admin user, you can add custom fields from System Settings > Admin Options > Custom Fields.
- To create a custom update view, you would want to add the data grid custom field for ‘Scorecards’ since the dashboard is created as a scorecard summary report.
- You can click the plus icon and give it a name – like ‘Make Updates Here!’ and then select ‘Data Grid’ as the field type. All data grids are now ‘interactive’ meaning you can edit reports from them directly.
Rachel: Alright, well it looks like that’s all we have time for today! Thanks for taking the time to check out our favorite things about ClearPoint! We hope you can now confidently say ‘I DID know ClearPoint could do that!’. See you next time, and Happy Reporting!