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I’ve been tasked with creating a report for outstanding document approvals within IQM and i’ve noticed that there is a Ideagen created dashboard for outstanding copyholders in the dashboards section of the web client.

I’ve been able to show this to my superiors, who like the fact that it is interactive and can show names and departments of who has not acknowledged the document.

Now, has anyone been able to create a dashboard, similar to the one i’ve described, that can show all outstanding document approvals? If so, would you be able to share how it was set up so I can also set it up in my company’s database?

Thanks in advance.

Hey Steven,

Great to hear your team are enjoying the Outstanding Copyholder dashboard! You’ll be pleased to know you can create something very similar for Outstanding Approvers. I’ve shared some tips below to get you started, but feel free to reach out if you need more help.

(As a side note, we also offer a two-day Dashboard Designer training course that many customers find invaluable. It covers the full functionality and features of the dashboard designer, and you can even bring your own ideas to build during the course, so you leave not only knowing how to create dashboards, but also with a ready-to-use library. If you’re interested, your Account Manager or Customer Success Manager can share more details.)

Getting started

  • Choose the right data source

    For this dashboard, I’d recommend starting with the Approval Item data source. This contains all approval process fields, and if you drill into Approval Cycle > Revision, you’ll also see document-specific fields like Document Number, Owner, and Review Date.

  • Add your base columns

    I started with a Grid visual and added:

    • Name

    • Notify Date (Day-Month-Year)

    • Response Date (Day-Month-Year)

  • Create the calculated field

    Next, instead of selecting a standard field, create a calculated field to identify approvers who’ve been sent the document but haven’t responded. Here’s the expression (you an try copy/pasting may need to add this in manually if you’re getting errors):

    Iif( IsNull(>NotifyDate]), 'Approved', Iif(IsNull(rResponseDate]), 'Outstanding Approval', 'Approved') )

    What this does:

    • If the person hasn’t been sent the approval yet → Don’t flag it

    • If they have been sent it but haven’t replied → show as Outstanding Approval

    • If they have been sent it and have replied → show as Approved

  • Filter the results

    Once the calculated field is created, you can drag it to Hidden Measures if you don’t want it displayed on the grid. Then, under Data > Filtering, add a filter where your calculated field equals Outstanding Approval. This will show only pending approvals.

  • Enhance the view

    After filtering, you can reuse the calculated field in other visuals, e.g., a treemap showing departments, which you can then drill into by user. Think of it like painting a picture, you choose exactly what story the dashboard tells.

Hope this helps! I’ve attached some screenshots throughout so you can visualise each step. Let me know if you hit any snags.

Sam

 

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