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Activity Categories

Activity Categories allow you to group similar activities together on your dashboard. You can easily sort your categories to move a group of activities on your dashboard.

Title Background You can set the background color and font color for activity categories and then edit your dashboard and choose "Show Activity Category Title" to show the titles on the dashboard. 

Activity Background You can set the background color and font of activities on the dashboard. This is helpful if you want all activities for a certain category to be color-coded but you don't want the actual category title to show on the dashboard. By setting this option and unchecking the "Show Activity Category on Dashboard" on the dashboard edit page, activities will be displayed in the sort order you have chosen but will be color-coded based on their activity category.

You can move activities into the specified categories by dragging and dropping them on the dashboard or by assigning a category when you edit the activity. If you select the plus (+) sign next to the category name on the dashboard, you can create activities that will be automatically assigned to that category.

Import You can import the categories used on another dashboard by selecting the import link and choosing the dashboard from the drop-down list. 


Activity Status

You can use this screen to filter by team member and/or dashboard to manually update the status for each team member. This can be useful if a team member (or contractor) does not update their status and you want to do it for them (e.g., when you’re meeting with them personally). It is also useful if you have a confidential dashboard that you don't intend to email out but you want to keep track of team member statuses.  

For example: Human Resources (HR) may need to keep track of which employees signed various documents. Rather than requesting a status from each employee, he/she can simply update the status manually once the signed documents have been received.


Dashboard & Activity Logs

Every time an email is sent to a team member requesting a status update, we record the activity. When you view the log, you will see a link to "View Email" for emails that are sent. This will allow you to see the exact email message that was sent. If the team member has left a comment along with the status, you will be able to click the "View Comment" link to see what they wrote. 

Additionally, when you are viewing the dashboard, you can hover over the status for any team member/activity to see the last date and time the status was updated along with the comment that was left.

Use the Activity Log Report to quickly find the update records on specific activities for specific team members.

Dashboard Schedules
Dashboard schedules are used to automate the sending of email to request status updates from team members for all of the activities on a dashboard. You can set up as many schedules as you want, and each dashboard can have more than one schedule if you need it to.
Dashboard Settings

There are many settings for a dashboard that are used to configure how it appears on the screen and what functionality is available.

BASIC SETTINGS

Name Give your dashboard a unique name to identify it in your list of dashboards

Description Enter a description for your dashboard, which will be visible when a user clicks the note icon next to the dashboard name when viewing the dashboard. You can include as much information as you want here: specific directions to team members, full syllabus for a “course”, client contact information, etc. Include any information you want to be readily accessible to your team members.

Select Team Members for this Dashboard Choose which team members you want to appear on this dashboard. You can quickly select or deselect all team members by clicking the designated checkbox.

Categories (optional) If you have set up optional dashboard categories, you can select one or more categories from the drop-down list. To create categories, select “Dashboard Categories” under the “Manage” menu item at the top of the screen. This is a great way to group your dashboards by function or department.

Due Date (optional) You can set an overall due date for your dashboard and set up individual activity due dates based on the number of days from the dashboard due date. This will allow you to reuse your dashboard for another project with a different due date without having to recreate individual activity due dates. They will adjust automatically based on the newly selected dashboard due date.

Show Activity Description Checking this option will cause all of the activity descriptions to show directly on the dashboard. If you leave this unchecked, you will need to click on the “i” information icon next to the activity in order to see the description of the activity. NOTE: If you plan to share a report of your dashboard and you want those receiving the report to see the activity description, you must check this option. Reports don’t allow users to view information icons. If you want the description to remain private, uncheck the box so the description is not included in reports. 

Show Activity Days Left Till Due Date Checking this option will show the number of days left until the due date is reached for each activity on the dashboard.

Show Activity Start Date Checking this action will display on the dashboard the date on which each activity is set to start. 

Show Activity Due Date Checking this option will show the actual due date on the dashboard for each activity.

Confidential If the dashboard is set as confidential, your team members will not be able to view the dashboard after submitting their statuses via email updates. Instead, they will be redirected to a "Thank you" page. If you want team members to be able to see everyone's status on the dashboard after updating, leave this unchecked.  

Restricted If the dashboard is set to restricted, your team members will only be able to view their own statuses on the dashboard after submitting their statuses.

Flip to Show Activities at Top If you check this item, the activities will be placed along the top as column headings, and the team members (or the column headings on a standard dashboard) will be placed as descriptors of the rows. This is helpful when you have a large number of team members or clients/projects and only a few activities. Flipping a dashboard does not alter any information, and you can easily return the dashboard to its original configuration by unchecking this checkbox.

Show Category Title In addition to categories for dashboards, each dashboard can contain activity categories. In order for the activity categories to be visible on the dashboard, you must select this option to show the category title. 

Border Thickness This field controls the space between each row and column on the dashboard and is used to create a customized visual affect.

Border Color This field controls the color between each row and column on the dashboard and is used to create a customized visual affect.

Empty Cell Color This field controls the color of cells when no status has been set and is used to create a customized visual affect.

ADVANCED SETTINGS

Empty Cell Assigned Character Before a status has been updated for the first time, or after a status update request has been sent to a user, this symbol will be placed in the cell, indicating a status update is needed. 

Use HTML Control for Status Comments This option allows you to use HTML to customize comments with background and text colors, text styles, bullet points, numbered lists, etc. This is helpful especially when you choose to make text comments visible on your dashboard by checking “Display Comment” for a status. 

Slack Channel Identifier If your team uses Slack for communications, you can include your identifier here. A hashtag symbol (#) will appear in the dashboard’s button bar menu, allowing you to access the channel quickly. Note: You must first setup your Slack name in Company Settings.

External File Sharing Link Enter a link to a Google Drive or DropBox folder (or any other link). A file icon will appear in the button bar menu that will take you directly to the folder. No more searching for your file-sharing location!

Change Default Dashboard Column Headings To customize your dashboard, you may want different heading titles. Type the replacement names in the fields next to the default column headings.

Flipped Dashboard Settings & Column Headings For a flipped dashboard where activities show up as column headings and your “team members” show up as row titles, you can change the column headings for Team Member and Role/Description to the text you enter into the respective fields.

Force Team Members to Update Their Bio First before updating their dashboard status for the first time by clicking the checkbox. This option is only applicable on flipped dashboards, as they are designed to focus more on managing people than managing activities. 

NOTIFICATIONS

You can receive notifications hourly that list each status that has been updated and by whom. Include the email address where you want the notification to be sent and select the type(s) of notification you want to receive. You can send this list to more than one recipient by using a semi-colon (;) to separate email addresses.

Edit Activity

Edit When you choose to edit an activity using the link in the action drop-down menu, you are given the following options.

BASIC SETTINGS

  • Category If you have set up activity categories, you can choose the category from the drop-down list. 
  • Activity Description This description will appear on your dashboard if you have selected the dashboard option to show activity descriptions. You can list tasks that must be completed in order for the activity itself to be finished, include instructions for completing the activity correctly, or any other information your team might need. 
  • Assign Team Members By default, all team members on your dashboard have access to all activities. You can select or deselect team members from the drop-down list or select the “Select/Deselect All Team Members” option. Alternatively, you could create an N/A status (with the “Don’t Request Status” option checked) and use this status to indicate a team member is not required to complete an activity.
  • Start Date You can enter a start date for an activity. Adding a start date in addition to a due date will show a date range on the calendar for the activity.
  • Due Date You can enter a due date for an activity. If you have configured your dashboard to show the days left on the activity or the due date, then this is the date that will be used.

NOTIFICATIONS

When you enter a due date, the system will automatically set the activity to notify team members. You can change the default values to customize each activity to send up to 5 notifications as needed. If a team member's status for this activity is a status marked as "Don't Request Status", then they will not receive a notification. Notifications are sent automatically at 5 a.m. Pacific Time.  

ADVANCED SETTINGS

If you have set a due date for your dashboard in the dashboard settings, you can choose a relative due date for each activity based on the number of days from the dashboard due date that the activity must be completed. This allows you to reuse dashboards by copying them and simply changing the overall dashboard due date. All activity due dates will update automatically based on the new dashboard due date.

Manage Activities

You can think of activities as the individual "to-do" items for which you need to track the status. An activity could represent a task on a project, a project in a program or a particular training course or skill that needs to be tracked per team member.  

Categories You can create categories to group your activities by priority, function, phase or project using the Activity Categories management screen (use the icon next to the dashboard drop-down list). You can then quickly choose a category for each activity by selecting the category from the drop-down list next to each activity name. 

Action You can choose to copy an activity (retaining the current activity settings), mark it as complete (which removes it from the dashboard), delete it or view activity logs from this menu. You can also edit the activity characteristics (see below).

Sort Activities You can sort the activities by clicking on the sort icon. This will allow you to drag and drop your activities until they are in the order you would like to see in your dashboard. Your sort order is saved automatically when you navigate away from the page.

View Dashboard Click on the image next to the Dashboard drop-down list to go directly to the dashboard view of your activities.

Activity Logs Each time a request is sent to a team member to update the status of an activity, a record is created in the Activity Log. You can see not only the message that was sent to the team member, but also any comment they entered when they updated their status.


Manage Dashboards

From this page you can see the list of all the dashboards that you have created and manage the activities and statuses that make up each dashboard.

Dashboard Categories If you have already set up dashboard categories, you will see the categories in the drop-down list at the top of the page. If you don’t see a recently created dashboard on your screen, choose “All” from the drop-down list.

Create New Use the "Create New" link to add a new dashboard. You can choose to start with a blank dashboard or use one of our templates to get up and running quickly. You can also create your own templates to reuse within your company or distribute to other Statdash users using an Access Code.  

View You can click on the image next to the dashboard name to view the dashboard. The color of the image tells you the health of your dashboard, so you can see quickly which dashboards need your attention. Red means you have activities due this week, orange means you have activities due within 2 weeks and green means nothing is coming due within two weeks.

Action Button The action button contains a list of functions that can be performed for each dashboard. Some of these functions can also be performed from the button bar menu visible while viewing the dashboard. Below is a description of each action: 

  • Edit Use the "Edit" link to make changes to how your dashboard works. 
  • Copy Use the “Copy” link to create a duplicate dashboard.
  • Archive When you archive your dashboard, it means that you no longer want it to appear in your list of dashboards and you no longer want to track team member statuses. It does not delete your dashboard, it just archives it. Use the link at the bottom of this page to view your archived dashboards. You can then choose to delete the dashboard or make it active again.
  • Share Report This option opens a form that will allow you to send a view-only dashboard status report to one or more email addresses.
  • View Logs Use the link to view the log files for the dashboard. This will show you each time a team member was sent a status update request and when they responded.
  • Copy to Template When you copy a dashboard to a template, you can choose the template from a drop-down list to reuse it when creating a new dashboard. Copying does not retain team members, but it does maintain your list of activities and list of statuses along with other settings. Creating a template in this way also generates an Access Key you can provide to others so they can use your template for their dashboard.  
  • Convert to Template Converting a dashboard to a template makes your dashboard a template, which means it will no longer be visible in your list of dashboards. You can find it on the Templates page (accessed by selecting the View Templates icon at the bottom of your list of dashboards). Converting to a template retains activities, categories, Team Members, and your status list. This provides an exact replica of your dashboard for future use and an Access Key for sharing the template with others. HINT: Make a copy of your dashboard and convert the copy to a template. If you forget, you can convert the template back to a dashboard.
Navigating the Dashboard

Mobile Shortcuts Click on the name of an activity to view all statuses for a single row. Or, click on a column heading to view all activities for a single column. Pages are optimized for mobile viewing and you can update the statuses by clicking on each cell.

Email All Dashboard Activities Click on the envelope icon next to the name of your dashboard to send an email to all dashboard team members to request an update on all activities.

Email a Single Activity Click on the envelope icon next to the name of an activity to send an email out to team members requesting their status on a single activity.

Last Status Update Use your mouse to hover over any status in the columns to see the date that the activity was last updated and any comment that was entered. If the team member entered a comment when they updated their status, you will see a small comment bubble icon next to the status name.

Update Team Member Status Click on any cell to quickly change the status and optionally enter a comment. The status is immediately updated and the change is entered into the activity log for auditing.

Button Bar Menu Use the buttons at the top right of the dashboard to quickly navigate to the various management pages that affect the dashboard. The icons allow you to go to the calendar view, share the dashboard status report, edit the dashboard settings, manage activities, manage categories, manage team members (or column headings), manage statuses, and change the sort order of activities automatically by start date, due date, days remaining, descending or filter by tasks assigned to you. The default setting is manual sorting of activities.

Sorting Activities Just drag and drop the rows on your dashboard to change the sort order. Your new order is saved immediately. To change the sort order of activities automatically by start date, due date, days remaining, descending or by tasks assigned to you, select the gear icon at the far right in the button bar menu. The default setting is manual sorting of activities.

Row Icons Use the icons at the beginning of each row to sort activities, view the activity description, remove the activity from the dashboard, send an email update notification to every team member who needs to update the activity status, bulk update the activity status (note that using this option will apply a single status or action to all columns for the activity, which is quicker than changing every status individually if most will be set to the same status) or edit the activity settings.


Sort Activities & Columns
You can easily sort activities by using your mouse to drag the directional icon for each row and dropping it where you want it.  To sort columns, select the Manage Columns people icon from the button bar menu and drag the directional icons to move the columns to the desired order. Your rows or columns will now show on the dashboard in the order you set.