Notifications for your reporting process

ClearPoint notifications help you streamline your reporting process and stay updated on important changes to elements you are responsible for. This article gives instructions for setting up notification templates for five common areas where important information is regularly updated: status alerts, project alerts, analysis alerts, owner assignments, and overall changes to elements that you own. You can read more about the uses for these notifications in our related blog post, Hello? It’s your strategy giving you a quick heads up!

Status Alerts

Click on Automation, and then Notifications in the menu beneath it.

Click the plus icon to add a notification. A new window will appear. First, enter a Name for the notification. Choose an element from the Element Type dropdown that you want to be notified about. Choose when to notify the recipient, e.g. when Status Equals Below Plan. You can also add additional criteria to the notification.

Next, click into the Elements and Recipients tab. Select the scorecard that contains the element you want to be notified about and the specific element you want to be notified about. Make sure to click Add Link. You can link multiple elements to the notification. Finally, click Save.

Project Alerts

First, add a new notification template. Give your notification a name. In this scenario it may be helpful to mention that this is a notification about changes in information relating to your projects or initiatives.

Select Initiative as the Element Type since this notification alert is related to projects. Check the box next to Status and use the dropdown menus to set the criteria for change in status of initiatives. A common set up for project alerts is when the status ‘Does Not Equal‘ ‘Above Target‘.

To be notified when your project is halfway complete or more, check the box next to Percent Complete and use the dropdown menus to set the criteria for change in percent complete of initiatives.

To be notified when your project has been marked as complete, check the box next to Completed and use the dropdown menus to set the notification criteria for when completed Equals True.

To be notified when someone updates the analysis or recommendations information for your projects, which may indicate key turning points you want to be aware of, check the boxes next to Analysis and Recommendations and use the dropdown menus to set the notification criteria to Any Change.

Click into the Elements and Recipients tab. Use the dropdown menus and click Add Link to link initiatives you would like to be notified about when the selected project aspects change. Lastly, click on Recipients to select the users that should be notified.

Click Save to save your “Project Alert” notification template.

Analysis Alerts

Add a new notification template. Give your notification a name. In this scenario it may be helpful to mention that this is a notification about changes to the Analysis field.

Select Objective as the Element Type. This example is an analysis alert for changes in the ‘Analysis’ field of objectives. The same thing can be done for the other element types. Check the box next to Analysis.

Use the dropdown menu to set the criteria for change in the content of the analysis field. For this example select Contains. Use the dropdown menu to specify exact terms found in the content of the analysis field that will trigger a notification. For this example, type the words “bad”, “below”, and “unfortunate” to be notified if there has been negative analysis of your objectives.

Click into the Elements and Recipients tab to select which objectives you would like to be notified about when the analysis contains the key words indicated previously. Click on Recipients to select the users that should be notified.

Click Save to save your “Objective Analysis Alert” notification template.

Owner Assignments

Add a new notification template. Give your notification a name. In this scenario it may be helpful to mention that this is a notification about ownership assignments.

Select Action Item as the Element Type. This example is for the common scenario of being assigned ownership of an action item during a meeting. This notification can be set up for the other element types as well.

Check the box next to Owner. Use the dropdown menu to set the criteria for what should be identified in the Owner field. For this example select Equals, and use the dropdown menu to specify which user being set as the owner will trigger the notification.

Click into the Elements and Recipients tab to select which action items you would like to be notified about. Click on Recipients to select the users that should be notified.

Click Save to save your “Action Item Owner” notification template.

Changes to Elements You Own

Add a new notification template. Give your notification a name. In this example, we’ll call it “Changes to my milestones”.

Select Milestone as the Element Type. This example is for when another user changed information in a milestone that you are the owner of. This notification can be set up for the other element types as well.

Check the box next to Owner. Use the dropdown menus to select Equals and select your own name from the list of users.

Check the box next to Milestone Percent Complete. Use the dropdown menu to set the criteria for change in the Milestone Percent Complete field. For this example, select Any Change to be notified if another user alters your progress in ClearPoint.

Check the box next to ‘Completed’. Use the dropdown menu to set the criteria for change in the Completed field. For this example, select Equals True to be notified if someone marks your milestone as completed.

Click into the Elements and Recipients tab to select which of your milestones you would like to be notified about. Click on Recipients to select the users that should be notified.

Click Save to save your “Change to my milestones” notification template.