Putting Critical Information at Your Fingertips

What questions do you find yourself asking and researching again and again? If you can’t find the answer in policyIQ, the solution might partly be in adjusting the configuration of policyIQ to include the critical information that you need to address your pressing questions. You might need to add a field, a dropdown choice or a folder.

Another powerful tool that you can use is policyIQ reporting. You can create a report to check on the status of testing, the progress of approving the project or the next wave of upcoming contract renewals. If you need any help creating a report to pull together your information in a meaningful way, reach out to us! We are happy to help you understand your reporting options, to pick the appropriate filters and to display the results in a way that is useful to you.

Featured Feature: Favorite Reports

Beyond creating the reports that get to the critical and helpful information, we hope that you also take advantage of “Favorite Reports” to give yourself quick access to this information within the Dashboard of policyIQ.

Favorite_Reports

While in the Reports menu, you can highlight any report that you have created and choose Add > Report to Favorites from the toolbar above the table. And just as you get used to having convenient access to this important information, we’re going to make it even better! Look for the ability to schedule reports and have the results emailed to you in the next release of policyIQ (version 7.4 is in testing now and will be released in the coming weeks).

Reach out to us if you have any questions about using policyIQ to help you stay on top of your deliverables.

Combine Search with Table Filters to focus on critical content

In previous posts on our policyIQ Blog, we have highlighted the new centralized Search capability and also directed your attention to the new Table Filter. Each feature makes it simpler for users to narrow your search for specific information in the table. Some recent conversations with clients left us wondering if policyIQ users realize the value of using these two features in conjunction with one another?!

In the past, many clients have guided their users (procedurally) to drill into the appropriate Folder to locate their test pages, contracts, or procedures. They might have used the Folder structure or, more likely, Reports to identify the subset of pages that they are responsible for updating: such as 2013 tests, Service agreements with Vendors or the procedures that are “checked out to me”. Some users might find themselves frustrated with their unfamiliarity with the Folder structure or they didn’t know how to build reports in policyIQ.

Since using search utilities on the internet has become second nature for many people, we have worked to make policyIQ more powerful and user friendly. Let’s talk through an example of how the Search and Table Filter features will help your users to quickly get to their desired set of content.

Notice in the image, a Search for the term “test” reveals 162 pages:

Search_for_Test

If I am responsible for reviewing the 2013 test pages, I can use the Table Filter to narrow down the original Search results to just the “control test” Type and those pages in the 2013 Folders. Notice in the following image that this reduced the displayed results to just 17 pages:

17-2013-tests

Using very common techniques, your users can home in on the work that is critical for them. Notice how a search for Contracts narrowed by the Table Filter to Vendor, Service Agreements would yield a specific set of pages. A search for Procedures narrowed by the Folder: Procurement Department and Stage: Checked Out to Me will also present a very specific set of content that is actionable for me!

Of course, there are benefits to learning about features like Advanced Search where searches can be saved for later use or learning about Reports where a report with a number of more complex filters can be saved to “Favorite Reports” in the Dashboard. Still, if you and your colleagues are jumping in and want to dig into a quick analysis or some quick changes, the use of policyIQ’s Search feature in combination with the Table Filter might be just the welcome set of tools that you were looking for!

Carefully Select Useful Columns to Display in Your Reports

In previous posts, we have highlighted the benefit of being able to use the “Table Filter” to vastly increase your options for further analyzing your content. In this example below, a view of the pages within a Folder that contain “Control” within the Type column are displayed.
TableFilter

Consider amplifying the benefit of Table Filters ten-fold (or more) by applying them to your Report or Advanced Search. When you create an Advanced Search or a custom report, you may choose which columns you would like to be displayed in your results. In addition to some of the standard columns such as Icon, Template Type, Name and Stage, you can select columns for output that allow you to make key business decisions.

For example, which process owners should be notified of this period’s failed tests? Including the Full Folder Path among the displayed columns may help many companies to easily see the processes associated with the period’s failed tests.

You have a new manager in the Procurement department who is responsible for ensuring that the group’s policies and procedures are up to date. Including the “Last Edit Date” may be helpful in determining which documents are in urgent need of attention.

The above examples include options that are among the standard Columns available for each report. Other standard columns include:

Standard-Report-Columns

Remember that virtually every element that you configure into policyIQ becomes reportable information. So, each of your fields on your templates is also an option that can be used for analysis in your reports. This means that your report of all tests for the San Diego plant can also include a breakdown of “Sample Size” to aid with your test plans. You can include “Initiating Department” in your report of Contracts expiring in the next 90 days or “Systems Used” in your report of IT procedures that are being outsourced to a third party.

The next time you are looking for information, get into the Reports module and explore your options for filtering and customizing the display by selecting meaningful variables for your columns. This video on Reporting on Key Information may be the best investment of 60 minutes that you make all day!