Difficulty: novice
Content
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Learning Objectives
After reading this article you will be able to:
Perform the Solution-based rollout for Checklists
How to navigate to the rollout
To start the Solution-Based rollout for Checklists we have to: navigate to the startBoard > click: Solution-Based rollout > select Checklists > click “Rollout selected solutions”. This will provide you with a short explanation like the one below.
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After your click ‘OK’, a new page (first step of the wizard) will open:
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The Solution-Based rollout takes you through all the steps that need to be performed.
Steps to follow
Step 1: Settings to be determined
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Tip: We go over the settings in the table below. However, hovering over the field you are filling in will often provide you with the same help text. |
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Setting
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Explanation
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Checklist template
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This template is sued to automatically generate a checklist document. By default, the standard available baseline document is used.
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Use checklists in preventive workorders
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If set to yes, use checklists in preventive workorders.
Pre-defined setting tab
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There are some predefined settings. If these need to be adjusted this should be done via the "Module settings" button on your startBoard > ‘Checklists’ tab.
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Setting
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Explanation
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Use Checklists
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If set to yes, Checklists are used in this environment.
Step 2: Start this rollout
What happens when clicking the green Start button in this wizard step?
You move on to the next page of the Wizard.
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| title | Authorizations |
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The following groups can be assigned to users when creating/ changing user profiles.
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Group
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Reference
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Comment
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Create ad hoc checklists
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FMB-G077
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This group is used to generate ad hoc checklists from an object.
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4. Checklist template manager
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FMB-G076
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This group is used to manage checklist templates.
Workflow emails are automatically created. Meaning that we create the workflow emails that are send out when submitting/cancelling/closing Checklists. More on these emails in the next step.
You’re done with this step and can click the green ‘Start’ button to start the actions described above.
Step 3: Check data and close the rollout.
On the next page we can check all items that have been created. This also contains a checklist you can follow.
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To see what workflow emails have been created we navigate to the Generated workflow emails include. We can take a closer look at the individual emails by clicking on the hyperlinks but for more info on workflow emails check /wiki/spaces/KB/pages/25034763.
If everything is handled we can close the rollout by clicking the close button, Checklists will now be shown as a NavigationMenu option.
Where do I find the settings I selected
General checklists settings can be found in the client settings: press the ‘Module settings’ tile on your startBoard > ‘Checklists’ tab.
Summary
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This article is about activating this module as an implementation consultant. For more detailed information on how to manage or use the concepts in this module as an application manager or a user (for instance, details on how to create an object), see the related module in the application managers and/or Users part of this knowledge base: Application Managers / Users |
1. Checklists in general
Checklists are essential tools for standardizing tasks, ensuring consistency, and maintaining quality across processes. They help users break down complex tasks into manageable steps, reducing the risk of overlooking critical actions. By providing a clear structure, checklists promote accountability, simplify task delegation, and support thorough follow-through. They can be used in a wide range of scenarios, from daily routines to compliance checks and quality control, making them valuable for both individual productivity and team collaboration.
2. What is this module about
For more information on the content of this module, including detailed descriptions of some of the core components, see: Checklists module in the 'Application Managers' section.
3. Why use this module
Within Workplace management, the Checklists module allows users to create, manage, and track structured task lists for various operational needs, such as maintenance, and ad hoc procedures. By using checklists, organizations can improve task accountability, streamline processes, and enhance overall operational efficiency.
3.1 Choices to be made within the module
Checklists can either be used as a stand alone module, together with some of the master data modules (Buildings, Areas and / or Assets), as it is possible to generate a ad hoc checklist within the context of these master data objects. Next to stand alone (ad hoc) checklists, it is also possible to link checklist templates to preventive maintenance schedules and automatically generate a checklist per preventive maintenance work order.
For more information on these options, see: Checklists module in the 'Application Managers' section.
4. How to activate this module
As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation
4.1 Prerequisites before enabling this module
Checklists do not have any mandatory prerequisites in the form of other modules that must be activated first. However, it will be relevant to activate some of the related master data modules (Buildings & areas and/or Assets) as checklists always need to be related to one of these types of master data. If checklists are to be used within preventive maintenance schedules, also make sure to activate the preventive maintenance work orders module.
4.2 Module activation
For this specific module activation, only one setting applies:
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Settings to be determined:
Checklist template: This is the (Word) template that is used to automatically generate a checklist document once a checklist is completed. By default, the standard available template document is used. This template can be changed to, for instance, include the look and feel of the customer (this needs to be done in a document editor like Word).
4.2.1 Workflow emails
The emails that are automatically sent via the workflow (e.g., the email with the completed checklists added as an attachment) are also generated and shown in the include on the module activation after the module activation is started. If the customer does not want to use one or more workflow emails, the emails can directly be deleted from the overview. For more information on workflow emails, see Workflow emails
For a detailed description of the emails sent via the checklist and checklist work order workflow, see: Checklists module in the 'Application Managers' section.
4.3 Data imports
Relevant data imports can become available in the module activation after the activation has been started. Default data imports can also be found on the admins startboard (only for level 2 and level 3 administrators).
For more information on data imports in general, see: Data imports
For the checklists module, no data imports are relevant.
4.4 System groups
When a module is activated, system groups become available that can be assigned to user profiles. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, system groups, users, and the user profile dashboard, see:User management
For the Checklists module, the following system groups become available:
Reference | Name | Description | License needed |
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FMB-G077 | Create ad hoc checklists | This group gives the authorizations to generate and handle ad hoc checklists linked to an asset, area or building | Full user |
FMB-G076 | Checklist template manager | Group gives the authorizations and options to manage checklist templates | Full user |
Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or add them to newly created user profiles.
4.4.1 Relevant system groups from other modules:
For some modules, other modules might be of importance, to be able to use this module fully.
For Checklists, the Master data modules ‘Buildings and areas’ and ‘Assets' and the ‘Preventive maintenance work orders’ module are relevant therefore, the following system groups could also need to be assigned to users (if not already done in the past), to be able to create and edit the relevant master data objects and preventive maintenance work orders.
Reference | Name | Description | License needed |
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GOB-G007 | Edit buildings and areas | Group gives create and edit rights on buildings and areas | Full user |
GOB-G008 | Edit assets | Group gives create and edit rights on assets | Full user |
GOB-G022 | View buildings and areas | If a user should be able to generate an ad-hoc checklist for a building or area, they need this system group to be able to navigate to buildings and areas via the navigation menu | Requestor |
GOB-G025 | View assets | If a user should be able to generate an ad-hoc checklist for an asset, they need this system group to be able to navigate to assets via the navigation menu | Requestor |
FMB-G016 | Preventive workorder manager | This system group has the rights to create and edit preventive maintenance schedules as well as the preventive maintenance work orders generated out of these schedules. | Full user |
When generating the user profiles, it is advised to also include these groups in the profiles or have dedicated profiles (and users) for these modules.
4.5 Navigation menu and startboard options
When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next to that, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.
For more general information on the navigation menu and startboard, see: Navigation menu and Startboard
For the Checklists module, the following navigation menu options become available:
Navigation menu option | Available to system groups | Description |
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Checklist templates | Checklist template manager | This menu option can be used to manage the checklist templates. These templates can be used to generate the actual checklists in the context of a master data object or preventive maintenance schedules. |
For the Checklists module, there is no dedicated startboard tab available.
5. Additional reports
Additional reports can be available for some modules via the ‘Reports’ navigation menu option.
For the Checklists module(s), there are reports available via → Navigation menu reports: → folder Checklists:
Open ad hoc checklists: This report shows all open ad hoc checklists.
6. Additional settings and options after enabling
For most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, it may have more advanced settings available, which can also be managed via the module settings.
To navigate to all Checklist module settings, go to Modules settings → tab Checklists. Hover over the available settings to get more information.
If the preventive maintenance work orders module is also used in combination with Checklists, some additional settings related to checklists in preventive maintenance work orders will also become available via the Preventive work orders module settings.
7. Additional information
No additional information currently.
8. User manual
For the user manual with a more step-by-step explanation of the process itself, see: Checklists for users.
9. Q&A
Waiting for questions to answer.