What is Insights?
Insights is an additional module in Silverfin that allows you to access the data of all files in an overview, search in a targeted manner for files that meet specific criteria, and receive notifications about certain situations.
Insights consists of two main blocks: "Insights" and "Triggers":
In the "Insights" tab, you can retrieve and filter data across all records. You can save these search terms as queries. Once you have saved a query, you can add a trigger to it. This trigger allows you to automatically add a note or a to-do item to all files that meet the criteria of the query.
Note: If you do not have the full version of Insights, you will not see the "Triggers" tab and can only use the recommended queries (about which more information is provided below).
How do I use queries?
Existing saved queries can be found by clicking the "See all firm queries" button.
When you click the button, you can view both the queries added by admin users from the marketplace, as well as queries they have created. To execute a query, simply click on it. Additionally, there are two sections for quickly accessing queries you've previously executed and queries recommended by Silverfin.
The latter can also be used by users who do not have access to the full Insights module. Within it, certain queries are highlighted for relevance at a particular time during the year, or as inspiration to get started.When you select a query, the columns and filters will be completed, and the results will be retrieved. Depending on the data used and the size of the office, this may take some time.
How can I change filters?
By clicking on the the element in the section "filters applied" you can adjust the existing filter.
How to set up filters?
Below, we describe the various filtering options available in Silverfin. These options enable you to create highly specific and customised filters. Additionally, as an admin user you can save these filters as a query.
Note: The total overview of files depends on the number of files you have access to within your firm. Therefore, it is possible that colleague X may have a different total overview than colleague Y because person X has access to more files than person Y!
Period selection
For most queries, it is necessary to begin by selecting the desired period. The results of the other filters are then delivered within this chosen period.
- Financial year: Silverfin will search for the last complete financial year ending on or before the entered date.
- Accounting period: Silverfin will search for the last available period ending on or before the entered date.
Tip: If you leave the date set to "Today," the query will dynamically update at the time of execution.The following filters require the selection of a period: formula, reconciliation data, workflow progress, workflow status, period locked.
Client attribute
This filter allows you to search for specific attributes in files, such as the company form, the synchronisation used, or the mapping list.
Formula
A formula is built using the chart of accounts nominal codes. Want to find a client with revenue over £1,000,000? No problem! Want to see clients with a negative GP? Go for it! All you'll need to do this is have access to the chart of account used by your firm (please ask one of your Admin users for this).
Here are a few trips and tricks to help you out:
- Use a # before typing in the account number
- if wanting to set up a filter based on revenue, profit or liabilities then use a minus sign (-) before the #
- BODMAS! (brackets, orders, division, multiplication, addition, subtraction)
- If you wanted to look at a group of similar accounts that all begin with the same nominal code, you simply need to key in the first part of the number. For example, if you want to filter on revenue then your 'Formula' would begin with #4. Let's say you wanted to filter on all tangible fixed assets, your 'Formula' would begin with #11 (note, for tangible fixed assets, you wouldn't just use '1' as this would mean the filter is looking at ALL assets, however tangible fixed assets starts with 11).
- If you want to create an equation based on a range of accounts, use 2 underscores to denote a range (__) - so let's say you wanted to create a filter showing the value of losses, you don't need to sum up and type in every P&L nominal code, you would simply stipulate account range 4-9. In the 'Formula' box this would be #4__9
Please note: Formulas are sometimes reliant on liquid code (i.e. when wanting to incorporate more complex formulas). Please contact your CSM if you're struggling to set up your desired formula.
Clients followed by users
This field allows you to filter files by who is following a file, and thus get a very personalised view. In each file you can indicate if you want to follow it.
Feel free to contact your firm's dedicated customer success manager if you would like to set this up in bulk for all files at once.
End of bookyear
This filter allows you to search for example files that close on 30/12/xx; you explicitly select that date.
Reconciliation data
This filter is a powerful tool in Insights as it enables you to search across nearly all fields in the reconciliations. Consequently, it can display extra-computable data in the overview. The filter operates on what are known as "result tag" located within the code of the reconciliation. This is where the custom Insights/Core Data template comes into play! What is this? Basically, you can create a custom template detailing data that your firm would find useful to interrogate across all client files! Examples include industry type, bookkeeping system, the preparer/manager or perhaps you have certain tiers of clients (Gold, Silver, Bronze). The world is your oyster!
Workflow progress
This filter allows you to search for files where a specific workflow has been completed up to a certain percentage. For instance, the example below displays only the files where the work file is not yet 100% finished.
Workflow status
This functions in a similar manner to the workflow progress filter. It permits you to inquire about the current status of each workflow or filter so that only files up to or from a certain status are displayed. For additional details on workflow status, please refer to the provided link.
Period locked
This filter allows you to check whether selected period is locked or not in your files
How can I set up triggers?
Once you have saved a query (which entails saving a specific search based on the chosen filters) in Insights, a trigger can be attached to it. Only admin users have the capability to save a query.
A trigger is a standard communication message dispatched to the files, typically in the form of a note or a To-do item. Additional information regarding communication methods can be found here.
To add a trigger, follow these steps:
1) Select a query.
2) Add a trigger.3) You can initiate either a note or a To-do on the selected files for the specified period. The selected period refers to the defined time frame within the search segment (refer to the explanation provided under "Period selection" above).
4) Within this note or to-do, you can define a default text. Subsequently, this text will be displayed on the file for that period after the trigger is executed.If you wish to delve deeper, you also have the option to add liquid code here. This enables you to make the text dynamic. For more information about liquid, you can consult our developers on the Silverfin Community.
5) Lastly, you select the frequency of the trigger. You can opt to run it manually or daily. Choosing "manually" means Insights generates notes or to-dos only when you manually initiate this trigger. Selecting "daily" frequency means Silverfin reviews the query every day and sends a note or to-do to files that meet the conditions for the first time.
In the triggers overview, you can click 'run once' if you wish to manually run a trigger.
Where does the note/to-do appear?
You will see the relevant communication in the communications panel (and communication tab) in the relevant period selection. So, for example, if the directors loan value exceeds £10 000 in a certain file, you will see the below on the relevant file in Silvefin.
You will also get a notification, as you would with any other to-do or a note (if you are mentioned/following the client file).Note: The note/to-do will only appear in the relevant period selection where the query filters were met (i.e when a client file fits into the relevant query).
An introduction to the wonderful world of Insights and how to use this powerful tool across your client database.
We also have more specialised videos on how to use insights. Please find them here:
What We'll Talk About
What is Insights and why should I care? Find out what steps you can take to ensure your business is primed to get the most it can out of Silverfin’s Insights capability. The first of this series will inform you on the first steps to getting Insights ready, including what information should sit within Silverfin, why it's important for your business and how to get there.
What You'll Learn
- The unique functions of Insights for your business
- Step-by-step instructions to maximise the capability of Insights
- How to create a rich, centralised and complete data source
What We'll Talk About
How does Insights investigate data to uncover meaning from our mountain of information? The second episode of this Insights series will guide you on the building blocks to investigate your data to make sure you're getting accurate, informative and relevant results.
What You'll Learn
- Filters and how it breaks down your data
- Discovering the results and what it means
What We'll Talk About
How additional tools such as Filters, Segments and Triggers can level up your ability to query data and divulge meaningful answers to burning questions. This Masterclass will give you a glimpse of how to query your data in efficient, accessible and powerful ways.
What You'll Learn
- Segments and how they can be used to further carve up data
- Activation of Triggers to alert and inform users