Continuing on with the previous example, you will next be presented with the pie-chart settings.  In the image below we have drawn arrows to all of the parts commonly used, and specifically highlighted the source “location” and subsequent “filter” areas. These two areas will appear on all widgets, and allow you to very carefully craft the data you see.

The Importance of Starting with the End

When creating a widget, the most important thing you can do is start the end result you want to achieve.  The easy way to do this is by stating what you want to view.  It is good to consider such things as status, service line, custom fields, and time frame.  For example, “I want to see the current status of all SU/Adhere CPAP patients (tasks) that are using the 3B Luna 2 and were setup last month.”  This may provide some insight into the first 30 days of adherence with that machine in particular.  Of course, it will not show us how all of the patients will fare in 60 days, but the “last month” time frame is easy to use and always references the previous calendar month in ClickUp.

Let’s use that statement as the basis of what we want to accomplish with our pie graph.

Source Data – the “Location”

So where do we get the data?  Well the answer to that requires an understanding of why we have organized the data the way we did.

In the past we simply had all client lists under a folder in the “Client Reporting Lists” space and would just select specific lists within that folder.  Sounds great, until you add a new client and realize that a salesperson’s dashboard may have 20 widgets, and there are 4 people with dashboards. That’s a LOT of widget editing every time you have a new client!  This was particularly and frequently frustrating for the sales teams, as they frequently had to wait for admins to update their dashboards, and had incomplete data reported until then.

To solve this, we decided to start with subdividing our client’s reporting lists into appropriate sales person folders.  These folders could then be selected to represent all client/patient data for that particular sales person.  We eventually decided to separate even these salesperson folders into VGM and non-VGM clients, to allow the CSO to easily have a VGM specific dashboard.

The easiest way for you to learn this is to see it in action.  Continuing on with our example, we are going to want to make sure our location includes all of our CPAP patients across all of our salespeople lists.  These are located under the “Client Reporting Lists” space.  ClickUp allows us to select multiple folders, so we can go ahead and select all salespeople folders, both VGM and not.  (Keep in mind that if we were creating a widget for 1 salesperson, we could select one or two folders particular to their clients).  This should be the totality of our CPAP patients.

Next, let’s select how we want the data grouped on our pie graph.  This just means, the individual slices.  What should they represent?  In going back to our statement, we see that we want to see the statuses.  We will use filters to make sure that we are getting the rest of the data filtered down, but ultimately, we want them grouped by status. Note that if you wanted to, you could exclude certain statuses as well.

Next, let’s keep the default value at “tasks” (see “Value” in the image above).  Remember – each task is a patient, and you wanted to see individual patient data in your statement.

Let’s look at our end statement again.  I will highlight the parts that are currently accomplished and not accomplished:

“I want to see the current status of all SU/Adhere CPAP patients (tasks) that are using the 3B Luna 2 and were setup last month.”

At this point our widgets would show us all CPAP patients grouped by status. That is a good starting point.  It is the right source data.  But your statement wants just a subsection of these patients.  That’s where filters come in. It looks like we will want 2 filters.

Click on the “filter” and type “actual” in the search box to quickly find the “actual setup date” custom field.  Click on it.

Keep the Boolean operator as the default “is” and select “Last Month” from the dropdown list.  As a reminder, “last” in ClickUp means last calendar month, or last work week (which starts on Sunday).

While we could also add the next filter right now, let’s not do that yet.

Click “Add Widget”.

Let’s look at our statement again and the data we see:

“I want to see the current status of all SU/Adhere CPAP patients (tasks) that are using the 3B Luna 2 and were setup last month.”

(Please note that your data may look different as the numbers will change).

But we still have one filter left.  Dashboards can be viewed in either “editing” or “viewing” mode (at the top of the screen).

Make sure editing is selected.

Now mouse-over the widget you just created to reveal the “filter” button.  Click on it to reveal the filter you just created.  Let’s add the final filter.

Click on the “add filter” button and type “pap eq” to bring up the PAP Equipment custom field.  Click on it.

Leave the Boolean operator at the default “is” and from the drop-down select “3B Luna 2” and click Apply.

Take a look at your statement again and look at the widget.

“I want to see the current status of all SU/Adhere CPAP patients (tasks) that are using the 3B Luna 2 and were setup last month.”

The pie chart should now reflect your statement.  Please note that we set up this widget to display percentages for our groupings, but you can see specific numbers by rolling over a slice of the pie.  In addition, this can easily be reversed in the settings (notice the cog wheel in the image above) by turning off the “display as percent” switch.

Source Location Notes

The source location is the starting point of your data. Filters are used to reign it in.  With filters, it is incredibly important to understand what the relevant custom fields are, and how they have been used over time.

For example, if we wanted to limit this data to only ADHERE patients, rather than SU/ADHERE, the “actual setup date” will not necessarily be sufficient.  While we enter this data field for all patients we setup, we have not always been able to capture this data for our adherence-only patients.  In this circumstance, “intake date” may be a more appropriate custom field to filter with.

Also, please note that sometime it is extremely helpful to filter out information.  You can do this by setting the boolean in the filter to “is not”.  (For example, if our statement was “I want to see the current status of all SU/Adhere CPAP patients (tasks) that are NOT using the 3B Luna 2 and were setup last month.”)

Sometimes you can use the boolean in a filter to find patient data only if a custom field is actually set (it isn’t blank).  This can also be useful.  For example, if our statement said “I want to see the current status of all SU/Adhere CPAP patients (tasks) that are NOT using the 3B Luna 2 and were setup last month and have been reached out to at least 2 times” then you could add an additional filter that checks to see that “adhere reach 2” is set as well.

In short – it’s important to know the custom data fields, and get the source right.