Care Packages - Reporting Workflows Care Package | Scribe

    Care Packages - Reporting Workflows Care Package

    • Fernando Montenegro |
    • 0 step |
    • 5 minutes
    Start by logging into ClearPoint Strategy at [app.clearpointstrategy.com/#/home](http://app.clearpointstrategy.com/#/home)

    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. ClearPoint is designed to help our clients easily collect and present data to facilitate thoughtful, data-driven decision-making, and Reporting Workflows is now an integral part of that process.

    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 prepopulated **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
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