The goal:
-
Clean up unused reports
-
Simplify dashboards
-
Improve decision-making speed
What You’ll Achieve
-
Streamlined reporting environment
-
Faster access to key insights
-
Reduced confusion for teams
-
Improved portal performance
Step 1: Identify Unused Reports
Navigate to:
-
Reports → Reports
-
Click Manage reports
Apply Filters
-
Last viewed date
-
Report owner
Recommended Filters
Owner: Inactive user OR unknown
Step 2: Define Cleanup Criteria
Establish clear rules before deleting anything.
Suggested Criteria
- No longer tied to active dashboards
- Owner is inactive or undefined
- Duplicate of another report
Best Practice
-
Align criteria with stakeholders (sales, marketing, leadership)
Step 3: Bulk Select Reports
Actions
-
Use checkboxes to select multiple reports
-
Review selections before proceeding
Tip
-
Start with a small batch to avoid removing critical assets
Step 4: Archive or Delete Reports
Options
-
Archive (recommended first step)
-
Delete (permanent removal)
Actions
-
Remove reports from dashboards
-
Archive unused reports for safety
Step 5: Clean Up Dashboards
Navigate to:
-
Reports → Dashboards
Actions
-
Remove archived reports
-
Consolidate duplicate dashboards
-
Standardise naming conventions
Step 6: Automate Ongoing Governance (Optional)
Establish a Quarterly Audit Process
Suggested Workflow
→ Review reports with low/no usage
→ Archive outdated reports
→ Notify report owners (optional)
Optional Enhancements
-
Assign dashboard ownership
-
Create “approved reports” list for teams
Result
-
Cleaner, more intuitive reporting environment
-
Faster access to critical metrics
-
Reduced clutter and confusion
-
Improved team adoption of reporting
Pro Tips
-
Standardise report naming conventions (e.g. “Sales | Pipeline | Q1”)
-
Limit report creation permissions to avoid future sprawl
-
Regularly review dashboard relevance with stakeholders
