How do I create, modify, or delete a checklist template?

Available for:

• Roles: Administrator
• Plans: Premium, Advanced, Enterprise

A checklist is a verification list designed to ensure that all steps of a procedure are followed and no details are overlooked.

Checklists work on a template system. A template can only be created in the web app, from the Checklists menu, which is reserved for administrators; it cannot be created from the mobile app. Once created, the template can be added to tasks and to maintenance plans. To add a checklist to a task, see How to add a checklist to a task?

How to create a checklist template?

To create a checklist, follow these steps:

1. Click on the Checklists tab in the menu on the left side of the screen.
2. Select the Create a new checklist button.
3. Enter the information:
   • Unique name for the checklist (mandatory)
   • Checklist description (optional)
   • Tags (optional)

How to create headers?

Next, you can add headers and steps. Headers group steps by theme to make them easier for your teams to read and process. You can choose a color for each header.

How to create steps?

To add a step, click the corresponding button, then:

• Fill in the step name (mandatory).
• Fill in the step description (optional).
• Choose the step type: Validation, Text or Counter (see Step types, mandatory steps and network settings).
• Specify whether the step is mandatory to move on to the next one.

Then, you can add another step or header, or save the checklist if everything is ready.

If you choose the Counter type, select the counter that will be read in this step. A Counter step cannot be saved without a counter.

How to add an image to a checklist step?

You can add an explanatory image to each step, for example a photo of the point to check. In the step, click Add an explanatory image and choose the file. The person filling in the checklist will be able to open the image from the step.

Step types, mandatory steps and network settings

The type of each step, whether it is mandatory, and your network settings determine what the person filling in the checklist must enter, and what can block them. This section helps you configure your templates knowingly.

The three step types

• Validation: the person answers compliant (thumbs up) or non-compliant (thumbs down). This is the only type taken into account in the compliance rate of the checklist indicators.
• Text: the person enters a free answer, for example an observation or a reference read.
• Counter: the person enters the value of the counter chosen in the step, with the reading date and time. The reading is saved in the counter history, like a reading made from an activity or from the equipment.

Headers are not steps: they only group steps and are not filled in.

Mandatory and non-mandatory steps

A mandatory step must be filled in for the following steps to be unlocked:

• A mandatory Text or Counter step is unlocked as soon as a value is entered.
• A mandatory Validation step must be answered compliant (thumbs up). A non-compliant answer keeps all the following steps blocked, and a message shows the number of the step that blocks the rest.
• A non-mandatory step can be skipped, and a non-compliant answer on that step blocks nothing.

Use mandatory Validation steps for critical checkpoints, and non-mandatory steps for checks whose result must not interrupt the rest. The completion rate of the indicators only counts mandatory steps: a checklist with no mandatory step has no completion rate.

Filling in the checklist is not required to complete the task: a task can be completed even if its checklist is not complete, except in the mandatory linked task case described below.

Network setting: Require creation of a linked task

In Network Settings, Checklists section, the Require creation of a linked task option changes how mandatory Validation steps behave. It is disabled by default and only an administrator can change it.

When the option is enabled:

• A non-compliant answer (thumbs down) on a mandatory Validation step requires a task to be created from that step, using the Create Task button.
• Until this task is created, the checklist cannot be closed and the task cannot be marked as completed, including from the calendar.
• Only a task created from the non-compliant step removes the block: linking an existing task or creating a linked task from the Linked Tasks card is not enough.
• Non-mandatory steps and Text or Counter steps are not concerned.
• A user whose role does not allow creating tasks, for example a service provider, is not blocked.

When the option is disabled, a non-compliant answer on a mandatory step only blocks the following steps; creating a task from the step remains possible but optional.

To enable the option, see How do I configure my network settings? For the experience of the person filling in the checklist, see How to complete a checklist?

How to preview the checklist?

Once the template is created, you can check how it will appear to the people who will fill it in.

Click the Preview button at the top right of the template, or in the … menu of the checklist, from the checklist list.

In preview, steps are unlocked according to the same rules as in a task, but the values entered are not saved.

The three step types appear as follows:

Validation

Text

Counter

How to modify a checklist template?

Once the template is created and saved, it can be modified. The option is available in the … menu of the checklist from the checklist list, or from the template page once it is open.

⚠️ Changes to a template are not carried over to checklists already on tasks: each task keeps the template version from the time the checklist was added.

• New tasks generated by a maintenance plan after the change automatically receive the new version.
• To update upcoming maintenance plan tasks that have already been generated, remove the checklist from the plan and add it again: upcoming plan tasks that are not completed receive the new version.
• For an individual task, remove the checklist from the task and add it again. The values already entered in the old checklist are then lost.

How to duplicate a checklist template?

The option is available in the … menu of the checklist, from the checklist list.

When you click Duplicate, a new template is created automatically with all the elements of the original template, including step images. Its name shows that it is a copy: you can change it, as well as anything that should differ from the original template.

How to delete a checklist template?

You can delete a template from the checklist list:

1. Go to the Checklists menu.
2. Click the … menu of the template you want to delete.
3. Select the Delete option.
4. Confirm the deletion.

Once deleted, the template can no longer be added to new tasks. It is also removed from the maintenance plans that used it, and from the upcoming tasks of those plans whose checklist has not been started yet. Other tasks keep the checklist as it was when it was added.

How to download the checklist list?

You can export the list of your checklist templates as CSV or Excel, for example for a procedure review, an audit or archiving.

1. Go to the Checklists menu and, if needed, search by name or filter by tags: the export includes the displayed list.
2. Click the Download button.
3. Choose the format: CSV file or Excel file (XLSX).

The file is generated in the background and you receive an email and a notification with the download link. For each template, it contains its ID, name, description and tags, but not the steps or the results of checklists filled in on tasks. The Checklists menu, and therefore the Download button, is reserved for administrators.