I Didn t Knw ClearPint Culd D That!?! Webinar 22 WEBINAR 22: SHARING YOUR RESULTS CLEARPOINT STRATEGY 06/27/2017
Webinar 22 Transcript Intrductin Hell everyne and Welcme t the I didn t knw ClearPint culd d that!?! webinar series Tday is all abut Sharing Yur Results, aka the awesme wrk yu ve put int ClearPint I m Catherine and I ll be yur hst tday HOUSE KEEPING We will be recrding this sessin and will make it available within a week Webinar will last abut 25 minutes with time fr questins Submit questins t Supprt@clearpintstrategy.cm (answered at the end) We ll fllw up via email On ur last installment, we cvered ways t efficiently update yur infrmatin in ClearPint, I d highly recmmend yu check ut the recrding n the ClearPint Live Vime Channel, n ur blg, as well as in ur Supprt Center. Just search webinar. Tday, we re fcusing n sharing yur results, s yu can increase transparency inside and ut. Sharing yur results is imprtant t keep everyne n the same page abut yur strategic plan, and can be a great way t let stakehlders and citizens knw hw yu are ding. Agenda ClearPint ffers yu a variety f ways t create exprts and reprts that we ll be delving int tday. Many f yu may already be familiar with creating briefing bks, the clickable PDF reprts that cmbine multiple pages in ClearPint. We ll be talking abut sme ways t custmize them fr yur rganizatin s needs. We ll shw the varius exprting ptins fr individual pages in ClearPint, including hw t send a PDF right straight t smene s inbx. We ll give yu sme tips and tricks fr using ClearPint during meetings and presentatins And we ll even take a peek at the wrld f nline publishing. S that s what s n tday s agenda, and As I mentined earlier, if yu have questins, please send them t supprt@clearpintstrategy.cm and we ll get t them at the end Alright, let s get t it! Per usual, here we are flying the friendly skies at upward air. And we re ging t g straight t the Dcuments sectin, ur central hub fr imprting and exprting. Briefing bk custmizatins (2:24) S, many f yu are prbably familiar with Briefing Bks they re ur clickable PDF reprts, And they re a great way t exprt a cllectin f infrmatin t send ut t yur teammates, rganizatin leaders, r even make publicly available. Tday we ll take a lk at sme great ways t custmize briefing bks that yu may nt yet be taking advantage f. T start, we ll need t create a template n the Create New Briefing Bk page, Briefing bk templates are great instead f having t re-create a reprt ver and ver, yu can simply generate standard reprts with updated infrmatin mnth after mnth, r quarter after quarter 1
I ll add a new briefing bk template by clicking the plus icn in the tp right. I ll give it a name first, call it Webinar Reprt. It s always gd t give yur briefing bks a name that will be easy t reference later. Fr example, if yu re creating a briefing bk fr an Executive meeting that happens nce a quarter, yu culd call yur template Quarterly Executive Review Reprt. And when yu re selecting cntent t, it is imprtant t keep yur audience in mind. S first I ll determine the screcards I want t include, here n the Screcards Tab. Then within each screcard, I can determine what cntent t include. Fr this bk, I ll be sure t shw my balanced screcard view and frm here, I culd include ALL the linked detail pages, but maybe I ll just be reviewing crprate bjectives at this meeting, S I ll g ver t the bjectives tab, and check them all ff. Nw that we ve gt the right cntent included, let s g back t the template tab where we named the reprt. S further dwn n this screen is where yu ll see the first custmizatin ptin we ll cver tday adding a cver page. Adding a dcument here lets yu use a cver page that is custmized beynd the default title and table f cntents pages ffered in ClearPint. S, it s a great pprtunity t custmize the lk and feel f yur reprt frm the very start. and yu can prvide sme cntext and backgrund infrmatin here as well. Yu might be asking, is it really a gd idea t put all f this n ne page? But yu can actually pack mre punch with a cver page than the name wuld suggest. it desn t just have t be ne page. As lng as yur cver page is in a PDF frmat, it can span as many pages as yu need. It s a great way t include sme cmpany branding and backgrund n yur reprt. S, let s g ahead and add a cver page t this reprt. Alright, here we ve gt a tw-page PDF dcument. The first is a sweet Upward Air title page, with ur smiling flight crew and plane cruising int the sunset. The secnd gives us an intrductin abut the reprt, and a very high level summary f what is included. At the bttm, it als prvides cntact infrmatin fr the perfrmance management team s that viewers have an pprtunity t fllw up n questins. We can uplad this t ClearPint by dragging the file nt the screen frm ur file finder, r clicking the grey bx under PDF Cver Page t select a file. S, nce we ve clicked t add the reprt, we ll see the message change t PDF Cver Template Added. Befre we mve n t making the rest f the briefing bk lk as awesme and custmized as the cver page, I ll pint ut a few mre features here at the bttm f this windw. If yu wanted t add a watermark t yur briefing bk, this is easy t custmize as well. Just type the text that yu want t appear. 2
Yu can als select a larger paper size, such as Legal, if letter desn t give yu enugh space. Dwn under reprt ptins, yu have a few chices, including t hide features frm the page such as the fter, page numbers, r navigatin icns. I m ging t leave these in fr nw And, t cntinue the branding f this briefing bk, I ll click ver t the Header tab. The fields here might be small but they give yu a wide range f pssibilities. This is an HTML text field, meaning yu can insert images and frmat text t design a custm header. This allws yu t match yur briefing bks t yur rganizatinal standards! Say we want t add ur lg here at the tp. I ll click the image icn and grab the upward air lg frm ur files. My image is 30px tall keep in mind that yu re dealing with a lettersize page, s yu ll want t be sure yur lg is sized apprpriately t use in the header. Once I have my image inserted, I can highlight it and use this alignment icn t place it n the right hand side. Great. Nw, we ll use a little mre cde t spruce up ur header even mre. Let s click these brackets t take a lk at the surce cde. I ll shw yu an easy way t add a clred line as a brder here. The <p> tags that yu see indicate a paragraph in HTML. This sectin here, frm style, thrugh the qutatins is the CSS, r cascading style sheet cde. CSS is the cde that influences the design f what yu re shwing. I m ging t use CSS t add a brder t the bttm f my header. S, we ll use brder-bttm, fllwed by a cln, and then we ll set the values fr ur bttm brder. There are three parts t the brder height, pattern, and clr. First, we ll make it 3 pixels tall, and we ll use a slid line, as ppsed t dashed r dtted. We ll set the clr t ur signature range: #FF9900 This is the six-digit hex cde that crrespnds t the clr. Mst rganizatins have a style sheet that can prvide these clrs! S nw, we click away frm the cde by hitting thse brackets again, and we see we have a nice clean range line displayed in ur header! The last thing we ll want t d is t specify a tp margin fr ur header. Let s set 5 pixels at the tp. I knw that this is just ne example f what a header might lk like, s please feel free t reach ut t us if yu need help creating the header yu want t see! We can add an equally awesme fter if we want t mirrr this style at the bttm f the page. I ll just click ver t the Fter tab, yu ll see that it is just the same as the Header tab, except, f curse, we ll be custmizing the bttm f the page. 3
Maybe I want t put a little nte abut what reprt this is s that it will shw n every page- I ll type Upward Airlines Webinar Reprt 2016 Yu can use a lt f the icns here t edit yur text withut delving int cde - the alignment and text styling elements t make this text bld and centered. Nw, let s click back ver t the cde here, just click n thse brackets. And, we ll add ur range line again, but this time we ll add it as a tp brder, abve ur cntent, rather than at the bttm. This way, we ll have a nice clean line at the tp and bttm f ur page cntent. S this time, ur CSS prperty, added in thse qutatin will be brder-tp, and again we ll specify a 3px height, slid line, and ur #FF9900 range clr. When I Click back ut f the cde, I see my range line and purple text appear! Again, we ll set that bttm margin t 5 pixels. Nw that we have ur cntent and styles all set, I ll click Save. When I want t generate the reprt, I ll simply click the generate icn, chse my perid frm the windw that pps up, and click Generate. Nw, we ll click ver t the briefing bk page This page shws yu all exprted briefing bks, and we can see here that ur Webinar reprt is generating I actually already created a cpy, since I knw that briefing bks can take a cuple minutes t generate, and I wuldn t want t spend a secnd f ur webinar waiting tday. S, let s click the dwnlad icn next t this reprt And here yu can see all ur custmizatins appear! We have ur cver page, and ur header and fter thrughut the whle briefing bk. Using ClearPint fr Meetings (13:30) An alternative t briefing bks if yu ll be discussing yur results in a meeting is t simply use yur ClearPint accunt during yur presentatin. There are a few tips and tricks that yu can use t make ClearPint extra meetingfriendly. A simple place t start is the hamburger buttn in the tp-right crner. Clicking n this, yu ll see that hiding the cntrl panel gives yu sme extra real estate n the screen, which is great when yu re including a lt f infrmatin in yur summary reprts and detail pages One great benefit t using ClearPint fr meetings is that, as yu g thrugh and review yur bjectives, measures r initiatives, actin items can be taken right in ClearPint. Let s click n the redesign emplyee satisfactin survey initiative. After we ve reviewed the analysis, recmmendatins, and milestne, maybe there are sme meetings that need t be scheduled, r ther types f ther tasks t take nte f. We can duble click the actin items field, and then click t add an actin item Frm here, yu can easily name the task, assign it, and then click ver n Edit Dates t define a due date. Then, click save, and simply click n the blue x t exit the actin items field. 4
On the ther hand, if yu want t make sure n changes are made during yur presentatin, that lck buttn at the tp f the screen will keep everything in place. The lck buttn was made fr situatins where yu want t temprarily prevent changes, like a presentatin. That s why we als refer t it as presentatin mde. And this wrks in a cuple f places: First, yu wn t accidentally duble click int a cell r field n a detail page Instead yu ll see a taster pp up letting yu knw the field can t be edited. Next, if I click int the tp navigatin, yu ll see that yu als dn t have access t the manage reprts r manage elements menus, which makes fr a cleaner lk here. Lastly, the edit icns have been cnverted t PDF exprt icns n all pages, s that yu dn t accidentally click int and edit windw. All yu need t d t get ut f presentatin mde, is t click the lck buttn again, and this will unlck ClearPint. Exprting and emailing single pages (16:57) And speaking f page exprts, These exprts are a great way t share yur results frm a single page in ClearPint. We have several ptins fr exprting ClearPint pages based n the type f page yu want t shw. Fr starters, every page in ClearPint can be exprted as a PDF, whether it s a detail page r a summary reprt. These will shw the pages exactly as they are in ClearPint. S let s click n the revenue measure. We ll click int the menu next t the edit icn, and simply select Exprt t PDF. We can chse a page size fr the exprt, and als pt fr it t be in Prtrait rather than landscape mde. A ntificatin will appear up tp a cuple secnds after yu ve exprted the reprt. We can click right frm the ntificatins menu t see ur exprt in a nice clean PDF frmat. Emailing a page Maybe yu re creating a PDF exprt with the sle purpse f emailing it t smene else. Lk n further than ur email page buttn, which will cut ut the middle man. I ll click int the edit menu again, and select email page. Here yu can select recipients frm amng the users in ClearPint, OR simply enter the email address f smene utside f ClearPint. I ll g ahead and send this page t James Crckett. By default, the subject line will be the name f the reprt, and yu can always change it t suit yur needs. Type yur message in the bdy field James, Please take a lk at this page! Best, Catherine S this will send the page as a PDF attachment in an email t James, And yu can see at the bttm that yu can select a page size and rientatin fr the PDF befre clicking Send. We d have ther types f exprts available beynd PDFs, and we ll tackle thse next. 5
While we re n the detail page here, if yu want a reprt that just gives yu the numbers fr the measure, yu can exprt the data table t Excel. We live in an Excel dminated wrld, s if smene asks fr yur reprt in this frmat, we ve made sure yu can easily get it t them. Again, we ll use the menu next t the edit icn, and this time select Exprt t Excel. This will give yu the series in yur data table as clumns in an Excel sheet. And while we re n Excel, any summary reprt with a grid layut can als be exprted in this frmat. S, any summary reprt with rws and clumns is fair game. When I click int the edit menu, I see I have that Exprt t Excel ptin available S I lll just click t exprt the reprt. Let s click n page exprts and dwnlad bth f thse guys. Page Exprts shws a list f detail pages and summary reprts that yu have exprted, s yu can always re-dwnlad them, Nt t mentin it s a nice lg f the pages that yu ve exprted. Dwnlading and clicking int ur tw excel reprts, here I see my data table, with each series in a clumn, and here we have the BSC view. Clicking back int ClearPint, we have ne mre frmat t cver And that is PwerPint exprts. Let s click n the Dashbard summary reprt, and select Exprt t PwerPint frm the edit menu. All dashbard summary reprts can be exprted t PwerPint. The dashbard frmat displays fur charts per slide, and if yur reprt uses the Dashbard Large frmat, yur charts will exprt ne per slide. Then, if yu need t, yu can cpy the chart graphic t paste int any ther dcuments yu are creating. Beynd exprting dcuments, I want t be sure t cver yur ptins fr making infrmatin publicly available. HTML Publishing (23:18) We hear a lt f peple ask, can I publish my infrmatin t my website frm ClearPint? And the answer is a resunding yes. Yu can, f curse, always uplad ne f the file types we mentined abve t yur site t make a reprt available, But mre imprtantly, ClearPint gives yu the ability t exprt HTML reprts. And HTML reprts can be used n a public facing site, intranet, r simply sent as a URL in an email t yur clleagues. Whether yu are aiming t prvide infrmatin publicly t stakehlders and citizens, r n yur intranet t yur team, published reprts have yu cvered. They can be embedded as iframes, r linked as a full page. We ll click n Create New Reprt under Dcuments t get started. I ll click the plus icn t add a new reprt template. Yu ll ntice that this wrks very similarly t creating a briefing bk! 6
Give the reprt a name, and we ll als need t specify the unique ending fr the URL. I ll enter webinar123. Every time yu update yur reprt with new infrmatin, this link will stay cnsistent, and replace the previus versin f the HTML reprt. Where it says include tp menu, this determines whether yu want the tpnavigatin drpdwn menus t appear fr changing pages. This is typically necessary when multiple screcards are included in the accunt. The alternative t including the tp navigatin wuld be t simply rely n the links within yur reprt t navigate between pages. Next, we ll chse what t include in ur reprt. First n the screcards tab, deciding which screcards t include. Then, the cntent fr each screcard. Since this is just an example, I ll include the BSC view, and a cuple f bjectives. Then, I ll click save Anytime I need t generate the reprt, I simply click the generate buttn, chse a perid, and click Generate. Nw, we can g ver t the Published Reprts page under dcuments. Yu ll ntice tw icns here the screen icn is where yu can click t brwse yur reprt and grab the URL. yu can then use the URL t send, hyperlink, r embed the reprt. The dwnlad icn will be greyed ut until the reprt is fully finished generating. This lets yu dwnlad a zip flder f HTML files, which can be stred as a backup r upladed t yur website s dcument rt t display the reprt. We ll refresh the page, and see that ur reprt is dne generating. Clicking n the brwse icn, here I have a website that shws my infrmatin frm ClearPint in a what-yu-see-is-yu-get frmat! And I can click dwn frm my summary page t ther included pages in the reprt. Dashbard (27:55) If yu are interested in having a custm frmat fr yur public facing infrmatin, different frm the frmat in ClearPint, we are able t d that as well. We can leverage ClearPint s API, WrdPress Plugin, and Ggle Chrme Extensin t pull yur ClearPint infrmatin int a WrdPress site designed t yur specificatins. Here is an example f ur site here All f this data can be updated mnthly r quarterly t pull in the newest infrmatin frm ClearPint in just a few clicks. S yu nly need t enter yur infrmatin nce, but yu get the benefit f a custm site t display yur data. Stay tuned, as we are planning t explre the Cmmunity Dashbard mre in-depth during a future webinar! We are reaching the end f ur time here tday, s I want t be sure t leave a few minutes fr questins. 7
Questins (29:12) 1. Is publishing capability nly available t a system administratr? a. Yes, this is an administratr respnsibility. b. If yu are interested in learning mre abut publishing, please feel free t reach ut t us after the webinar. 2. Can I track infrmatin in ClearPint withut having it exprt? a. On detail pages, yu have the ptin t hide particular pds when exprting pages frm ClearPint i. This allws yu t keep track f fields in ClearPint, but keep them ut f yur exprts. ii. The data table is a gd example f this. Yu might chse nt t include the data table in exprts since yu already have the data shwn in a chart frmat. iii. In rder t hide it, click n the menu next t the edit icn, and select edit layut. iv. Using the arrw icn next t each field, we can expand the pd ptins fr the data table. v. Yu ll see that three f these ptins are related t hiding fields in particular frmats fr sharing yur infrmatin. vi. We ll check ff Hide pd in Print view i the ptin we ll check ff t make sure these fields are nt displayed in PDF exprts, and this will als hide the field when the page is included in briefing bks. 1. The ther tw ptins refer t HTML exprts and presentatin mde 2. S n matter what frmat yu re using, yu re able t hide pds t clean up the page where necessary. Wrap Up That s all that we have time fr tday, thank yu s much fr jining us, and we ll see yu next time n the I didn t knw ClearPint culd d that webinar. Happy reprting! 8