Care Packages – Reporting Workflows Care Package

Learn how to create and manage Reporting Workflows in ClearPoint to automate data collection, track completion progress, and streamline your update process

Fernando Montenegro
12 steps
24 seconds

Clearpointstrategy

Reporting Workflows streamline the process of collecting, tracking, and completing data updates in ClearPoint. They make reporting cycles efficient, transparent, and even a little fun — helping users stay accountable while giving administrators real-time visibility into progress.

What Are Reporting Workflows?

Reporting Workflows simplify data updates for both end users and administrators. - **For End Users:**\ The **My Updates** page consolidates all assigned updates in one place — no navigation needed. Users can see their responsibilities, track completion progress, and even celebrate when they reach 100% with a confetti animation! - **For Admins:**\ Workflows automate the update cycle by defining *who* needs to update *what*, *when*, and for *which reporting period*. Automated workflow emails prompt users to make their updates and provide direct links to their **My Updates** view. Admins can monitor progress from the **Workflow Dashboard**, which displays completion percentages, pending updates, and allows sending one-off reminders to users with outstanding tasks.

Why They Matter

Reporting Workflows turn what used to be a manual, chaotic data collection process into a coordinated, automated one. - **Save time:** Spend less time chasing updates and more time analyzing results. - **Drive accountability:** End users can see their assigned tasks and deadlines. - **Improve visibility:** Admins can instantly check completion rates and send reminders from one dashboard. - **Celebrate progress:** Confetti animations reward users for completing their updates on time. 💡 *Workflows keep everyone aligned during reporting cycles and ensure leadership always sees the most up-to-date information.*

How Reporting Workflows Work

Admins and Scorecard Admins create and manage workflows from the **Automation** section. Each workflow defines: - The **Reporting Period** - **Start and End Dates** for the update window - **Users** responsible for data entry - **Scorecards and Elements** to be included - **Workflow Emails** and **Schedules** for reminders

Creating a Reporting Workflow

Step 1: Add a New Workflow

1. From the left navigation, select **Automation**. 2. Click **Reporting Workflows**. 3. Click **+ Add Workflow**. 4. In the drawer, enter a **Workflow Name** (e.g., *Q4 Review*). 5. Select a **Workflow Scorecard**. 6. Choose a **Reporting Period** from the dropdown. 7. Set the **Start Date** and **End Date** — defining when users can make updates. 8. Click **Save**.

Step 2: Select Scorecards and Elements

1. Click the **kebab menu (⋮)** and select **Edit Workflow**. 2. Navigate to the **Options** tab. 3. Select one or more **Scorecards** containing the elements you want to include. 4. Select the **Status Indicators To Include**. 5. Click **Save**.

Step 3: Configure Workflow Emails

Workflow emails notify users of their assigned updates and provide direct links to their **My Updates** page.

1. Click the **kebab menu (⋮)** and select **Edit Workflow**. 2. Navigate to the **Emails** tab. 3. Click **+ Add Workflow Email**. 4. Edit the **Email Name** and **Subject** (default names are prefilled). 5. Click **Save**.

1. Click the **kebab menu (⋮)** and select **Edit Workflow Email**. 2. In the Email tab, set the Workflow Email Name, Subject, Copy To and CC Address. 3. In the **Email** **Body** tab, compose your email using dynamic tokens (e.g., `{UserName}`, `{TaskList}`, `{WorkflowLink}`). 4. Click **Save**. 💡 *Dynamic tokens personalize each message and automatically include each user’s specific task list.*

Step 4: Schedule Workflow Notifications

1. Click the **kebab menu (⋮)** and select **Edit Workflow Email**. 2. Navigate to the **Schedules** tab. 3. Click **+ Add Schedule**. 4. Edit the **Schedule Name** (Q4 Review Email Schedule). 5. Select the **First Run Date** and **Run Time**. 6. Click **Save** to activate your schedule. 💡 *Schedules can send recurring reminders until all updates are complete.*

Step 5: Monitor Workflow Progress

Once your workflow is active, return to **Automation > Reporting Workflows**.

1. Locate your workflow under **Workflows**. 2. See users and their assigned elements. 3. Admins can mark tasks complete or send additional reminder emails.