ClearPoint is designed to help our clients easily collect and present data to facilitate thoughtful, data-driven decision-making, and Reporting Workflows are now an integral part of that process.
What is it?
Reporting Workflows make the data update process easier for both end-users and account admins. For end-users, it provides them a simple view for data entry called ‘My Updates’. Everything they are responsible for updating is located on one page, meaning minimal navigation for users. The pie chart and completed tasks marker provide the end user with a sense of accomplishment, as they complete their updates. When the user reaches 100% complete on a workflow, they are greeted with celebration confetti for a job well done!
For the admin user, Reporting Workflows simplifies the data collection process in a big way, eliminating the risk of missing data or updates falling through the cracks before an important meeting. Within a workflow, admins can define the reporting period to update, when it needs to be updated, and by whom. Customized workflow emails can then be scheduled and sent to responsible users, providing them with a list of everything they are responsible for and a direct link to their ‘My Updates’ view. Once tasks have been assigned, the Workflow Dashboard gives admins visibility into the percentage of tasks completed and who still has outstanding tasks. Admins can also send one-off emails to those who need an extra push to get things done.
Why does it matter?
Reporting Workflows refocuses your time. With Reporting Workflows, you spend less time chasing down data and more time focusing on activities that deliver breakthrough results at your organization. The ‘My Updates’ view promotes accountability of end users and celebrates their hard work when all of their tasks are complete. Meanwhile, the Workflow Dashboard gives admins insight into the update process and peace of mind as they prepare to share reports with leadership at important meetings. Often thought of as a chaotic process, the update process now runs seamlessly with Reporting Workflows.
How does it work?
Reporting Workflows are created by Admin or Scorecard Admin users under ‘Automation’ in the left panel menu. Once the reporting period, start and end date, users responsible, and scorecards are assigned, Workflow Emails can be sent out to notify users that they have tasks to complete.
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, ‘January EOM 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.
Navigate to the Workflow Emails tab
You will be prompted to Save before you can continue
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
Navigate to the Schedules tab
You will be prompted to Save before you can continue
Click on the Plus icon
You will find a pre-populated Schedule name that you can modify
Select the First Run Date
Choose the Run Time
Click Save
Once you are done with the process, click Save
You will find the Reporting Workflow under Manage Workflows
Click the three dots icon
Select Preview Workflow
Click the expand icon to see the list of your pending tasks
You can mark your tasks as completed from this view
