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AI agent for chief digital officers

Unused Dashboard Retirement Agent

Retire unused and duplicate dashboards without removing anything people still need

DecisionsAutomationExecutives and strategyManagement
See how it worksGet access
Unused Dashboard Retirement Agent: what goes in, what the agent does and what you get

What it does

A company has 600 dashboards and nobody knows which ones matter. This agent pulls usage logs, owners and last refresh dates and flags dashboards with no recent views. It then checks whether another dashboard already covers the same metrics and which one is the trusted source. For each candidate it posts a retire notice to the owner and the last viewers and waits for objections for a set period. If someone objects, it records the reason and re-evaluates. If the owner has left, it asks the data leader to assign one. It builds a retirement list with evidence. The data leader approves each retirement and the dashboards are archived, not deleted, first. Edge case: a dashboard used only at quarter end is protected.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Quarterly review starts 2 USES A TOOL Pull usage, owner and refresh data for everydashboard 3 DOES Flag dashboards with no views in 90 days 4 CHECKS THE RESULT Is each candidate free of seasonal or periodic use? If not: Check the prior year's usage and protectquarter-end dashboards. Back to step 3. 5 USES A TOOL Compare metrics with trusted dashboards 6 DOES Post a retire notice to owners and last viewers 7 CHECKS THE RESULT Were there any objections after 14 days? If not: Record the reason, keep the dashboard andre-evaluate the overlap. Back to step 5. 8 YOU APPROVE Data leader approves each retirement 9 DOES Archive approved dashboards and log them 10 RESULT Retirement list and archive log
Read the steps as a list
  1. Quarterly review starts
  2. Pull usage, owner and refresh data for every dashboard
  3. Flag dashboards with no views in 90 days
  4. Is each candidate free of seasonal or periodic use?If not: Check the prior year's usage and protect quarter-end dashboards. Back to step 3.
  5. Compare metrics with trusted dashboards
  6. Post a retire notice to owners and last viewers
  7. Were there any objections after 14 days?If not: Record the reason, keep the dashboard and re-evaluate the overlap. Back to step 5.
  8. Data leader approves each retirementThe agent waits here for your OK.
  9. Archive approved dashboards and log them
  10. Retirement list and archive log

How it decides

A dashboard becomes a candidate with no views in 90 days. It is retired only if no objection arrives and a trusted source covers its metrics.

  • Flag a dashboard after 90 days with no views
  • Protect dashboards used at quarter or year end
  • Retire only when another trusted dashboard covers the metrics
  • Archive for 30 days before final deletion

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Inactivity period (default 90 days)
  • Objection window (default 14 days)
  • Protected report list (default quarter-end and board reports)
  • Archive period before deletion (default 30 days)

What keeps you in control

It always asks you first

  • Data leader approves each retirement
  • Data leader assigns owners to orphaned dashboards

Hard limits

  • Never delete a dashboard without approval, archive first
  • Never retire a dashboard with an open objection
  • Keep a log of every action

It stops when

  • Done: Approved dashboards archived and logged
  • Stop: Many objections, so hand the list to the data leader

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOf 600 dashboards, 142 have no views in 90 days. Prior-year usage protects 19 quarter-end reports. 31 overlap with the sales dashboard. After a 14-day notice, 4 owners object. The agent keeps those and proposes 88 for retirement. The leader approves 80 and archives them; 8 are held for owner checks.

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