Who is this article for?

Administrators and Users who want to understand to benefits of using a Checklist template

Reporting authorities, roles, and record access controls restrict data visibility.

Warning 
The information below reflects a generalized summary of features included in the current version of Checklists. It is important to note that the Checklists feature may not be enabled in every subscriber's area, or a checklist might be configured to display unique fields and behaviors customized for specific application use only.  Changes to the Checklist modules are documented under Release Notes or Beta Feature Testing. Contact an Ideagen Technical Account Manager (TAM) for additional information.

Checklist Templates outline key steps or tasks needed to complete a specific process, or a structured record used to collect detailed observations of a particular situation. Checklist Templates are repetitive lists of simplified details, questions, or instructions unique to each situation. A Checklist Template can be a reusable blueprint for ensuring all important aspects are considered and nothing is missed.

Administrators can define a checklist and/or checklist item settings to improve the efficiency of the checklist.

Record Information

• Status: Defines whether a checklist template is Active or Inactive. If the Checklist Template is Inactive, users cannot create new checklists based on the template. Existing checklists will not be affected.
• Identifier: A unique system ID for the Checklist Template.
• Initiated On: The date the Checklist Template was created.
• Initiated By: The individual who created the Checklist Template.
• Reporting Authority: Reporting Authorities are selected to identify access and assist with data restrictions.
• Point of Contact: Defines who manages and has access to the checklist, if applicable.

Template Information

• Template Type: Checklists are frequently connected to various modules or distinct types of business processes. A Template Type is used to categorize or filter the list. (e.g., Inspections, IH Checklists, Supplier Management Checklists, etc.)
• Sub-type: The Sub-type allows the checklist to be filtered into additional groups or categories. (e.g., Facility Inspection, Equipment, etc.)
• Template Name: The user-facing name unique to the checklist. Detailed names vs. generic names are encouraged. (e.g., IH Spill Checklist (detailed) vs. Risk Checklist (generic))
• Description: Optional field to describe the purpose of the checklist. It is not displayed anywhere to end users; it is for administrative reference only.
• End-user Instructions: An optional field that, if populated with text, will place an info box above the checklist template for the user to see as they complete the checklist.

Settings

Default Settings

Commonly used settings can be programmed for the entire checklist under the default setting, or each checklist item can be uniquely configured under the checklist item's Advanced Option settings.

• Response Type: When enabled, the checklist row will default to the selected response type. When left blank, the administrator managing the template will need to choose a type of response for each row.
  • Picklist Response: A user will be able to select predefined picklist responses
    • Option Group: Identifies which group of checklist items will be used as the picklist. These responses, and the grouping of the responses, are managed by a Checklist Options Group reference module.
• Numeric Response: A user enters a value and unit of measure (e.g., $, %, mm, kg etc.)
• Comment / Note Only Response: A user would provide a written response
  
• Require Comment / Note: a comment field can be optional, conditional, or required
  
• Display Additional Instructions: additional instructions can be displayed based on a condition, never, or always
  

General Settings

Administrators can require that every checklist item meets certain requirements.

• Require Response: A response would be required for every checklist item.
• Require Comment/Note: A comment / note would be required for every checklist item regardless of the response type.
• Enable Item-Level Attachments: Admins can decide if an attachment can be added to a checklist item.
• Group Checklist Items by Section/Category:
  • When enabled, a new Section/Category column appears for each Checklist Item row, where the admin can group similar checklist rows under the same text header.
  • When disabled, the checklist rows will not be grouped but appear as one list.
• Response Prompt: This setting allows an Admin to override the default column heading that displays to the end user for their response. (e.g., column heading changed from “Rating” to “Compliant”)

Allow end users to select a trending item (Trend Code, Tag, etc.) for each row when filling out an executed Checklist Template. When disabled, the end user cannot track trending data for each item within an executed Checklist Template.

• Trending Type (Line-Item): Allows the admin to define what type of trending items an end user can select when filing in an executed Checklist Template 
  • This field is only visible if the "Allow End-User Line-Item Trending" field is checked yes
  • If no, a trending type is provided, and the end user can select any active Trending item
• Enable for Mobile: Only available if the Template Type has a Mobile component. When enabled, the system will make the Checklist available on the Mobile App

Android device limitations* currently include the following:

• Linked form fields that allow multiple fields to share the same data and allow changes in one field to automatically update the other field
• Checklist checkboxes or icons
• Time fields that use a calculation to display a time
• External links within a child-level field
• Include/exclude behavior conditions

* Follow the Release Notes for updates to this list

Solution Specific Settings

A Checklist Template can inherit Solution-Specific header-level settings. These pre-defined Solution behaviors configured into the Solution's header-level setting allow a checklist to influence the behavior of a Solution. In the example below, when a Checklist template is used in an Inspection Form, additional Facility Data can be required, the Inspection can be flagged for follow-up, or the Geolocation can be enabled for Mobile.

Again, while these settings are displayed in the checklist template, they are configured in the related Solution during the initial designs of the Solution by a module developer.

Advanced Conditions

Administrators can set multiple limits and ranges to enforce behaviors if those conditions are met.

• Numeric value exceeding limit: Admins can define a value that should not be exceeded and apply it to conditional behaviors for specific numeric checklist item rows. If the User inputs a number that exceeds the value, then the conditional behavior will be enabled and require that the User act on it. (e.g., If a User exceeds the limit that an Admin has defined, then they will be required to provide a comment)
• Numeric value below limit: Admins can define a value that a User should not go below and apply it to conditional behaviors for specific numeric checklist item rows. If the User inputs a number that is below the value, then the conditional behavior will be enabled and require that the User act on it. (e.g., If a User inputs a number below the limit that an Admin has defined, then they will be required to provide a comment)
• Numeric value within a range: Admins can define a range between two values and apply it to conditional behaviors for specific numeric checklist item rows. If the User inputs a number within that range, the conditional behavior will be enabled and requires that the User act on it, e.g., if a User inputs a number within the range that an Admin has defined, then they will be required to enter a comment
• Numeric value outside of a range: Admins can define a range between two values and apply it to conditional behaviors for specific numeric checklist item rows. If the User inputs a number outside that range, the conditional behavior will be enabled and require that the User act on it, e.g., if a User inputs a number outside the range that an Admin has defined, then they will be required to enter a comment
• Multiple Picklist values: Admins can define values in a picklist group that would enforce behavior in the Checklist Items grid, e.g., if a User selects options ‘1’ or ‘2’ from the Option Group 1-5, then they will be required to enter a comment

Checklist Items

Admins can create a row for every question that should be displayed in the checklist and set Default Settings.

• Display Order: Admins can rearrange the order of a checklist row. The Display Order will automatically move the row to the new designation and reassign all the Display Order numbers to a new value in increments of 10. (i.e., Changing row 40 to 5 will move row 40 to the first row, change the Display Order from 40 to 10, and increase the other row's Display Order numbers by 10.)

• Section/Category: Visible when Section/Category is enabled. Sections/Categories are assigned under the Advanced Options Template Information tab.

  Important Note: Admin can add a short text header that will group similar Checklist Item rows.

• Checklist Item: This is the text of the checklist question posed to the end user.
• Response Type: Allows the admin to define how the checklist item should be answered; Picklist Option, Numeric Measure, Comment Only.
  • Option Group: Choose the option group (picklist) that the user may choose from to respond to this Checklist Item row. To create a new picklist option, review the Checklist Options Group below.

• Require Photo (Mobile Only): Control whether a mobile user must include a photo when responding to this Checklist Item row given the condition that is set. 

  Important Note: These conditions are typically “Yes, Always”, “No”, followed by Response Type specific conditions, e.g., if a picklist then a photo can be enforced if a certain value is chosen, or, if a numeric then a photo can be enforced if a certain limit has been exceeded.

Advanced Options

While Default Advanced Conditions Settings apply to each checklist, checklist item rows can be uniquely configured under Advanced Option settings.

• Require Comment/Note: Controls whether a comment or note is required for this Checklist Item row given the set condition.

  Important Note: These conditions are typically, “Yes, Always”, or “No”, followed by Response Type specific conditions, e.g., if a picklist then a comment can be enforce if a certain value is chosen, if numeric then a comment can be enforce if a certain limit has been exceeded.

   

• Admin Trend Code: When trending is enabled, a trending code can be assigned to a checklist item by an Administrator.

  Important Note: This Trending Code is not visible to the end user.

   

• Display Additional Instruction: Controls if additional text instructions appear for this Checklist Item row given the set condition.

  Important Note: These conditions are typically “Yes, Always”, “No”, followed by Response Type specific conditions, e.g., if a picklist then display additional instructions can be enforced if a certain value is chosen, if numeric then display additional instructions can be enforced if a certain limit has been exceeded.

• Dependent Item: Conditionally visible Checklist Items.

  Important Note: A Dependent Item is currently only available on Desktop. Mobile Checklist Items will only be displayed when Items that do not meet the Dependent Requirements are removed.

• Dependent Checklist Item: Select when this item will be displayed based on the answer to the Dependent Item.

• Trending: If Trending is enabled, an Admin can select specific settings based on global, section or lines.

  Important Note: Trending codes are not displayed to the end user when they execute a Checklist Template. They are only used for Admin search/reporting purposes. To enable the “Allow Default Line-Item Trending” for a Template Type, please contact your Technical Account Manager (TAM).

• Template Information and Record Information tabs: Information about the template and record including Section/Category assignments.

Linked Templates

Linked Templates allow an end user to execute a Sub-Template from a checklist. These sub-templates are also available on a mobile device. If mobile is not enabled, all templates are displayed as one.

When a sub-template is connected to a checklist template, the sub-template cannot contain the parent template. Doing so would cause a continuous nested loop. For example, when a Facility Inspection is linked to a Room Inspection, the Room Inspection template cannot include a linked Facility Inspection.

Checklist Reference Modules

Checklist Options Group

The Checklist Options Group reference module manages the picklist options and groups them together.

Options Group – Name: This is the unique options group name that the user will select on the Checklist Template.

Picklist Options: Add a new row for each desired Option in the option group.

• Define the Label the user will see for the Option.
• Use the Display Order to reorder the Options as desired.
• Define whether an Option is “Active” or “Inactive” for an end user to select
• Optionally add a text color for an Option
  Example: Yes: Green, No: Red
• Set a value to provide weighting or scoring to a given picklist Option
  Example: Yes: 1, No: 0

Status: Use the Status field to deactivate deprecated option groups. Inactive option groups will no longer be available to be selected on new Checklist Templates.

Checklist Item Library

A Checklist Item Library displays the checklist categories and can be used for one or more templates. Any updates to a Checklist category will be reflected across all templates that use the Category. The Checklist Item Library could also display the main point of contact who should be contacted before changing a Checklist Item Library record.