We understand that keeping track of updates and deadlines can be challenging for managers. That's why we provide Reporting Workflows, which help managers define necessary updates, deadlines, and owners, making the process easier and more efficient.
Adding a Reporting Workflow
Admins and Scorecard Admins can create Reporting Workflows to manage and track the reporting cycle. Once a Reporting Workflow has been created, ClearPoint users can then access their elements on their personal My Updates page.
From the Control Panel click on Automation
Select Reporting Workflows
Click on the Plus icon
Under Name, enter the name of the Reporting Workflow, in this example, ‘EOD Updates’.
Select the Reporting Period from the dropdown menu
Choose the Start and End date
This is the date range for which the Reporting Workflow is active for users
Select the intended users under Users To Include
Under Instructions, you will include a set of directions that will guide users in making their updates.
Navigate to the Scorecards tab
Select the Scorecard that contains the desired elements
Use Include Linked Elements to include any elements – such as Measures and Initiatives – that are linked to Objectives in the selected Scorecard
Navigate to the Elements tab
Select the appropriate elements that you want to include in your workflow
Navigate to the Status tab
Select the appropriate Status to be included in your workflow.
Once you are done with your configuration, click Save
You will find the newly created Reporting Workflow under Manage Workflows
Leveraging Workflow Emails
Workflow Emails make Reporting Workflows more effective by automating the reach-outs needed to remind end-users to make updates.
Setting up Workflow Emails
From the Control Panel click on Automation
Select Reporting Workflows
Click on the edit Pencil icon to the right of the Reporting Workflow of your choice
Navigate to the Workflow Emails tab
Click on the Plus icon
Under Name, you will see a prepopulated name that you can edit
Under Send Workflow Emails to you can choose to send emails to all users in the workflow or only to those that have incomplete tasks.
You can also send a copy of the email to the email addresses of your choice under Copy Emails to.
You will also find a prepopulated Subject that you can modify.
The Body field will allow you to compose the message your users will receive:
The tokens in the body of the email are dynamically filtered according to the recipient.
There are several tokens that can be used in the email body to easily create a custom email for every recipient:
{FirstName}: Recipient’s first name
{LastName}: Recipient’s last name
{ReportingPeriod}: Reporting Workflow’s reporting period
{MyUpdatesLink}: Provides a hyperlinked button to the My Updates page
{ItemList}: Lists all elements the user is responsible for in this workflow
{Instructions}: Inserts the Instructions field when the Reporting Workflow was set up
Once you are done with your configuration, click Save
Scheduling Workflow Emails
Workflow emails can be scheduled so that they go out to users exactly when needed.
Note: Check out this Help Center article to learn more about ClearPoint Schedules
From the Control Panel click on Automation
Select Reporting Workflows
Click on the edit Pencil icon to the right of the Reporting Workflow of your choice
Navigate to the Workflow Emails tab
Click on the edit Pencil icon
Navigate to the Schedules tab
Click on the Plus icon
You will find a prepopulated Schedule name that you can modify
Select the First Run Date
Choose the Run Time
Once you are done, click Save
Managing Workflow Dashboard
The Workflow Dashboard provides great insight into reporting progress. For the reporting cycle, view the progress of users on their updates, analyze trends, and mark items as complete.
Navigating the Workflow Dashboard
From the Control Panel click on Automation
Select Reporting Workflows
Locate the Reporting Workflow you are going to be working with
You can either click on the Reporting Workflow name or click the three dots icon and select Preview Workflow
On the Workflow Status tab you can mark tasks as complete, reach out to specific users, and track reporting progress.
Using ‘My Updates’
Reporting Workflows pair effectively with My Updates, which allows users to update all their assigned elements from defined workflows on one page. Users can view assigned tasks for specific reporting cycles with instructions written by their ClearPoint Administrator.
From the Control Panel click on My ClearPoint
Click on My Updates
From here you can see the number of tasks completed, Mark tasks as completed, and move on to the next one.
