A Day with Anna – How Clarity Admins Can Achieve a Lot with Limited Time

Anyone like Anna, who is responsible for Clarity in their organization, juggles spontaneous requests, system maintenance, and strategic development on a daily basis. In this post, we follow Anna through her workday and show how even small optimizations using the Modern UX can have an immediate positive impact.

And in case you’re wondering: No, most admins don’t have as much time as Anna to dedicate an entire day solely to Clarity Administration. That’s precisely why every impulse that makes daily work easier is worthwhile.

9:00 AM – Starting the Day with Views

Anna starts her day by checking her to-do list – directly in Clarity. She uses a personalized view with filtered widgets and conditional formatting to sort tasks by topic and maintain an overview.

Important: Anna’s filter for the to-do owner is set to “Current User.” When the saved view is shared, Clarity automatically recognizes the currently logged-in user, who then sees only their own to-dos.

Anna’s first to-do today involves views. The global view list offers numerous options to create more transparency, clarity, and structure.

A colleague is retiring. Anna takes over their saved views. Thanks to the bulk-edit function in the global view list, she can transfer ownership of all affected views to the successor with just a few clicks. This keeps responsibilities clearly defined – without manual individual editing.

10:00 AM – Creating Structure with Business Rules

The power of the Modern UX is also evident in blueprints: For her next to-do, Anna copies an existing template, adds the financial module, and activates new business rules.

Especially helpful is a new rule type that ensures certain fields must be filled in when previously defined conditions occur: the conditional required modal. Example: If a project status is set to “On Hold,” a justification must first be entered explaining why the status was changed.

In her notifications, Anna discovers an ad hoc to-do: An attribute on the project object appears to be missing. The cause? A label that overrides the attribute name in the Modern UX and field-level security that restricts access.

Anna adjusts the visibility and adds a tooltip – so project managers know how to use the field going forward.

12:00 PM – Chat with Colleagues

Anna uses her lunch break for informal conversations – and to gather feedback on new features. After all, what good are the best features if no one knows about them?

1:00 PM – Focus on Notifications

In the afternoon, Anna reviews the notifications created by her working student Markus. These notify a user about a specific event but, unlike approvals, do not require any follow-up action. She distinguishes between:

• Simple notifications: e.g., when a new to-do is assigned. These are based on a resource attribute, such as the owner of a to-do.
• Complex notifications: e.g., when an idea moves into a specific phase and multiple people need to be informed. These are based on a target attribute, such as the phase of a project or idea.

Configuration is done directly in the administration area of the Modern UX interface – including selection of target objects, conditions, and recipients. Especially practical: Content can be dynamically designed using attributes – for example, the project name is automatically inserted into the message.

2:00 PM – Tasks in the Timesheet

Next up: timesheets. Anna tests new validation rules that, for example, prevent internal employees from logging more than 50 hours per week. The rules apply directly upon submission – including error messages and explanatory text.

Another to-do concerns task visibility in the timesheet. Anna activates the new “Open for Time Entry” option. Only tasks that are approved for time entry at the resource level appear in the timesheet. Previously, this was only possible at the project level – now it’s also granular at the task level.

With Clarity version 16.3.3, Anna can now use two new jobs to automatically submit or approve timesheets for individual employees. These jobs process all timesheets with the status “Open/Returned” or “Submitted” that meet the specified parameters – reducing her manual workload.

3:30 PM – System Settings and Background Optimizations

To wrap up her day, Anna focuses on system settings:

• She creates a login message to announce an upcoming upgrade. This message appears upon login – for example, as an info banner with date and message text.
• She adjusts the navigation structure – including icons, labels, and visibility of individual menu items. For example, new menu items can be displayed, existing ones renamed, or items hidden for specific groups. The order of menu items can also be changed.
• She defines landing pages for different groups – for example, the PMO will now start directly on the status report page. The landing page at login can be individually set based on access rights group.
• She uses the new user impersonation feature to test other users’ perspectives – ideal for checking access rights. For example, Anna can log in as “Dana” and verify that all permissions are correctly set.
• She also reviews the feature toggles, which allow her to enable or disable additional modules and features. She activates the notification bell for timesheets, which informs users when they have new notifications about their timesheets.

6:00 PM – Anna’s End-of-Day Takeaway

Small Impulses, Big Impact

Anna’s day shows that the Modern UX offers many opportunities to make Clarity administration more efficient and user-friendly. Whether through improved clarity, targeted automation, or personalized adjustments – often, small steps are enough to achieve noticeable improvements.