I am going to admit something about myself that very few people know. I’m kind of a nerd.* I love creating reports and analyzing data. I create spreadsheets and databases for fun. I know that most people don’t think in terms of database tables, filters and queries. They don’t lie awake at night wondering how complex the database structure of Facebook must be – or spend an entire weekend building a custom database to inventory her personal library with ratings, reviews and ISBN numbers.**
I’m a minority, but I also know that I’m not alone. Stand proud, fellow Data Nerds! While your coworkers might tease you for the Excel spreadsheet you’ve created to keep track of your DVD collection, you are also the first place they go when they need help grabbing the right data.
Share reports efficiently – and answer the same questions less frequently!
policyIQ is designed to be a collaborative tool – and that’s true in Reports, as it is in all other areas of the application. If you’re the resident Reporting Nerd in your organization, you can share your hard work with other members of your organization to save them time and headaches – and ultimately save yourself from being asked the same questions over and over again.
Here’s a few tips to get the most of your time and energy:
- Create site-wide report Categories
In version 6.7, we’ve introduced the ability to create site-wide Categories. (Until 6.7, Categories were always specific to each user. Now they can be shared with all users.) Create some Categories for your users to make it easier to find specific Reports. You might create reports based on usage (Sarbanes-Oxley, Account Reconciliation, Contract Management, etc); or based on the frequency that the reports might be run (Monthly Reports, Quarterly Reports, Annual Reports, On-going Status Reports.) What Categories you establish should be based on how your organization uses policyIQ – and what will make the most sense to your users.
- Add Administrators or Viewers to critical reports – or to basic examples
If you’ve created a report that would be valuable to others, add those individuals (or the Group to which they belong) to the Administrators or Viewers property of the report.
Administrators are able to make edits to the filters. If you don’t want any non-nerdy types messing with your report filters, you may prefer to simply add them as Viewers.
Viewers can run the report, but they cannot make any changes to the original Filter or Column selections.
- Utilize the Description field to explain your report, how to use it or how to customize it
If you do share a report with other users, use the Description field to add context to the report. The twenty filters that you’ve added make perfect sense to you – but to someone who doesn’t think in terms of data, it might not be clear. And if the report is something that is beneficial to others in slightly revised version – such as changing a Folder filter or a date range – explain how the report can be revised for those situations.
With shared reports already available, clear explanations and Categories that make everything easy to find, our Reporting Nerds can empower their fellow coworkers to retrieve their own answers and save everyone time and money! And who knows, maybe one of those coworkers is an undercover Nerd who just needs a little guidance and experience.
What happens when the Reporting Nerd needs help?
Reach out to the policyIQ support team! The ultimate Data Nerds*** are here to help you create what you need. We won’t even tell anyone that we helped! You get all the credit.
* I’m told that this is actually quite common knowledge. Sorry, my bad.
** It wasn’t the WHOLE weekend. It was actually just one Saturday.
*** Go ahead and tell them I said that. They won’t mind.