Reporting Workflows | ClearPoint Strategy

Reporting Workflows

Reporting Workflows allow managers to easily define what updates are needed, by when, and by whom. Scorecards included in a Reporting Workflow will populate appropriate elements in My Updates for whoever is responsible, thus making their reporting experience as simple as possible!

Feature available for Professional Plan and above

In This Article

Adding a Reporting Workflow

Admins and Scorecard Admins can create Reporting Workflows to manage and track the reporting cycle. Reporting Workflows can be accessed from the Control Panel within Automation. Once a Reporting Workflow has been created, ClearPoint users can then access their elements on their personal My Updates page.

A reporting workflow must include the following: Name, Reporting Period, Start and End Dates, Users to Include, Scorecard(s), and Element(s)

  • Name: The name of the Reporting Workflow e.g. March 2021 Updates
  • Reporting Period: The Reporting Period in which users will update their elements e.g. Mar-21
  • Start and End Dates: The date range for which the Reporting Workflow is active for users
  • Users To Include: These users will have their My Updates dashboards populated with the selected elements
  • Instructions: Directions at the top of the My Updates dashboard that guides users making their updates
  • Scorecards: The scorecards which contain the selected elements
    • Include Linked Elements: Checking the box for Include Linked Elements will include any elements – such as Measures and Initiatives – that are linked to Objectives in the selected Scorecard
  • Elements: The element type(s) you want to include in your workflow

Leveraging Workflow Emails

Workflow Emails make Reporting Workflows more effective by automating the reach-outs needed to remind end-users to make updates. They can be accessed through the Workflow Emails tab on any Reporting Workflow.

Setting up Workflow Emails

Click on the Workflow Emails tab and then the plus icon to set up a reminder email for the workflow. Workflow emails can be sent to all users in the workflow or just those with incomplete tasks. Workflow Emails can be copied to any email address. The subject and the body of the email can be fully customized. The tokens in the body of the email are dynamically filtered according to the recipient.

Workflow Email Tokens

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

Scheduling Workflow Emails

Workflow emails can be scheduled so that they go out to users exactly when needed. Click on the Schedules tab and then plus icon to schedule when a workflow email is sent out.

Note: Check out this help article to learn more about ClearPoint Schedules.

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

The Workflow Dashboard can be accessed from Automation and then Reporting Workflows. From here, click on the turquoise screen icon, to view the Workflow Dashboard. On the Workflow Status tab, 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.