Earlier this week, we talked about all of the great things that Custom Alerts can do to enable your content to reach out of policyIQ and ping individuals about tasks to complete, deadlines approaching or special circumstances to be aware of. What we didn’t mention was that the same Custom Alert functionality that will push out emails can also be set up to display Alerts right on the policyIQ Dashboard. Keeping reading to learn more about how Custom Alerts and other Dashboard windows can provide you with a powerful “first glance” at your policyIQ responsibilities.
Have you put your policyIQ Dashboard to work for you?
If you are a power user of policyIQ, you probably already have your policyIQ Dashboard just the way you want it.
- If you are a Site Administrator, you might be seeing the Administrative Overview to keep an eye on the size of your site, the number of users or the number of attachments being uploaded. You might also have the chart of Advanced User Roles appearing, so that you always know how many Site Administrators or Project Managers are in your site at a point time.
- If you review and approve Account Reconciliation Forms, the first item on your Dashboard is probably Forms to Approve, listing out those Reconciliations that are completed and waiting for your action. If you are responsible for completing reconciliations, you most likely focus on Forms Assigned and In Process when you first log in.
- Internal Control Testers are likely going to have the Checked Out to Me Dashboard item at the top of their screen, so that they can see at a glance which Test pages are currently assigned and in their queue.
- As the Internal Audit Director, you may focus on Favorite Reports – having already created those critical reports that you need to review on a regular basis to keep track of your compliance programs or deficiency remediation.
There are a total of 22 possible windows that you might add to your Dashboard (depending on your Role and responsibilities in policyIQ), and an almost infinite combination of those. (Bonus bragging points if anyone posts in the comments on how many actual combinations there are!) If your Dashboard isn’t currently providing you with a terrific overview of what you need to focus on in policyIQ, maybe it is time to re-evaluate which windows you are seeing when you log in.
Add Custom Alerts for an even more powerful first glance!
The newest Dashboard option in version 6.7 is the Custom Alerts Dashboard window. Like email alerts, Dashboard alerts can be set to notify any user of dates that are approaching (on Contracts, Remediation Plans, Project Tasks or Policy “Expiration Dates”, for example).
Those alerts can also be used to ping a user about a Failed Test that may mean that a Gap page must be created or a Remediation Plan developed. If you are responsible for keeping a Policy document updated, you might need to know if any of the related Policies or Procedures have been changed. An alert can be set up to notify you on your Dashboard (or via email) when that related page has been updated. (Note that the alerts are set up on the related page – so if you want to receive an alert, be sure to coordinate with the Administrators of that content!)
Custom Alerts can be set up on any policyIQ page and based on any of the custom fields on the Template (with the notable exception of Short Text and Rich Text fields). When the Alert is created, a custom message can be added – so that you don’t just receive a generic alert, but a practical and clear notification that some action should be taken or some circumstances should be evaluated.
Need some help?
Contact us and let us make some recommendations of Dashboard items that will give you the best insight into your tasks in policyIQ. Are you struggling with Dashboard windows that have become out of control? It is not uncommon to find that the Pages to Read or Expired and Expiring Items lists have become too long and no longer useful due to a misunderstanding about their purpose or a lack of maintenance. Let us know and we can help you to clear these out and start fresh. If you have suggestions for items that aren’t yet options for your Dashboard, we want to hear those, too!