Skip to main content

How to complete a checklist?

Nina BENDERAC
Updated

Available for:

  • Roles: Administrator, Technician, Production and Service Provider (for these last two roles, only on tasks assigned to them)
  • Plans: Premium, Advanced, Enterprise

If the task you are working on contains a checklist, you fill it in directly from the task, step by step. This article explains how to start a checklist, how to fill in each step type, what happens when a mandatory step is non-compliant, and how to create a task from a step.

How to start a checklist?

To fill in the checklist, click the Start button. The checklist opens with the steps to fill in. Once the checklist is started, the task status changes from Planned to In Progress, or from Late to Late and Started. The checklist gets the In Progress status and shows its progress as a percentage. Your answers are saved immediately, as you enter them, even on a slow connection.

To view the checklist without starting it (and without changing the task status), click Preview.

Who can fill in the checklist:

  • An administrator or a technician can fill in the checklist of any task.
  • A Production user can fill in the checklist only if the task is assigned to them, directly or through their team. On a task they created without being assigned to it, they can only preview the checklist.
  • A service provider can fill in the checklist only on tasks assigned to them.
  • A checklist can no longer be filled in once the task is completed or canceled.

How to complete the steps in my checklist?

The checklist appears in a panel on the right: first the general information (checklist name and description), then the steps to fill in.

Each step is filled in according to its type:

  • Validation: click the thumbs up if the checked point is compliant, or the thumbs down if it is non-compliant. Clicking the selected thumb again clears the answer.
  • Text: type your answer in the field. A message warns you if the field is left empty, and a link lets you clear a value already saved.
  • Counter: the counter to read is already set in the step. Enter the value read; the reading date and time are prefilled with the current time and can be changed. The reading is saved in the counter history.

Colored headers only group steps by theme: they are not filled in.

Mandatory steps and blocked steps

Some steps are mandatory. As long as a mandatory step is not filled in, the following steps stay blocked:

  • For a mandatory Text or Counter step, entering a value is enough.
  • For a mandatory Validation step, the answer must be compliant (thumbs up). If you answer non-compliant (thumbs down), the following steps stay blocked and a message shows the number of the mandatory step that blocks the rest.
  • A non-mandatory step can be skipped, and a non-compliant answer on that step does not block the rest of the checklist.

If you clear the answer of a mandatory step (by clicking the selected thumb again, or by clearing the value entered) while the following steps are already filled in, a message warns you that these steps will be blocked and asks whether you want to keep the values already entered.

Filling in every step is not required to complete the task, except in the case described below.

Non-compliant step: mandatory linked task

If your network has enabled the mandatory creation of a linked task, a non-compliant answer (thumbs down) on a mandatory Validation step requires you to create a task from that step, using the Create Task button (see below). Until this task is created, you can neither close the checklist nor mark the task as completed.

  • Only a task created from the non-compliant step removes this block: linking an existing task is not enough.
  • If your role does not allow you to create tasks, you are not blocked.

This setting is managed by your network administrator. To find out more, see How do I create, modify, or delete a checklist template?

How to view the image linked to a step?

Some steps have an explanatory image that helps you understand what to check.

If an image exists, it is indicated below the step.

Click the Open Image button: the image opens in the checklist panel.

As the image size depends on the panel size, the image may be hard to read. Right-click and select Open in a new tab to view it in its original size.

How to leave a comment on a checklist step?

When filling in the steps, you can add a comment to each step, for example to describe the action taken or inform your colleagues.

Once the comment is ready, click Publish. Only one comment can be added per step.

A comment can only be deleted by its author or by an administrator.

How to create a task from a checklist step?

If, while carrying out the checklist, additional maintenance is needed (for example after a non-compliant point), you can create a task directly from the step concerned.

The Create Task button appears below the step and becomes active once the step is filled in. It is available if your role allows you to create tasks (Administrator, Technician, Production). This action opens the task creation page, prefilled with the following information:

  • the equipment or spare part;
  • a description stating that the task follows a checklist step, with the ID of the original task.

You can change this information if needed.

Once saved, the new task is automatically linked to the original task: it appears in the Linked Tasks card of both tasks, with the label Created from the checklist. To find out more, see How do I create a linked task from another task?

Good to know

Related to

Related articles