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Content

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Learning Objectives

After reading this article, you’ll be able to:

  • Tell what checklists are.

  • Create checklist templates.

  • Create checklists and questions.

What is a checklist?

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A checklist is a list of all the things you need to do, information that you want to find out, or things you need to take somewhere, which you make to ensure that you do not forget anything. Make a checklist of the steps you will need to do.For example you can make a checklist for a maintenance run for a property or asset like an elevator.

When you want to use templates the process always consist out of two steps:

  1. Create a checklist template; the sections and questions are defined here

  2. Apply this checklist to a: Property, Area, Asset, or Workorder

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titleHow to create a checklist template

How to create a checklist template

You can create and generate checklists templates related to properties, areas, or assets using the checklist functionality. These can be made when you need them or can be linked to maintenance schedules. Before you can create a checklist, you need a checklist template.

Create a Template

  1. To create  a checklist template, use the “Checklist templates”

button

  1. menuoption under the module header “Maintenance.”

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2. It will open the next screen. In this case, we don`t have any template yet and have to create a new one by clicking “New.”

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By doing so, we get the following screen. Where

3. In the next screen, we can enter details about the checklist and create questions, give the template a relevant name, and

you can also write

add a short description

of the list. There is a built-in version tracker to track changes and see which version is currently being used

for the checklist.

4. It`s possible to have different versions for your checklist,

  • by using the “New” button in the include “Checklist versions. This will create a new empty version.

  • by using the copy icon on the top right of the module. You will make a copy (new version) of your existing version where you can add or edit questions.

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Info

Be aware that only one version will be active, you can select the version by using the “Active version” field.

5. You must also define if the template concerns a Property, Area, or Asset. This choice will

be of influence

determine for which type of object the template

will be

is available

for

. A template created for a Property can only be used by a Property and not by an Asset

, for example

.

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6. After filling in the requested details, like in the screenshot, it`s time to add the questions to the template. To do this, press the button “Questions.”

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Create a section

A checklist consist of at least one section. Section are used to sort your question. Each sections contains one or more questions.


7. Click on the button “Create Section.” This will open a new screen.

A Checklist exits out of one or more sections with questions.

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8. In the following screen, you can give the section a name and a short description. By pressing the “Create question” button, you will get to the next screen, where you can create a question for your checklist template.

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Create a question
9. In this screen, you can create your question. The question will be added to the section you are working in. Depending on the kind of question, you can adjust the answer type. For example, if the question is regarding a date, choose as answer type “Date.”

  • Enter your question in the question box

  • There is the option to make a question mandatory or not

. , Enter your question in the question box, and if necessary add

  • ( Required ‘yes/no’).

  • Add text to the clarification box to clarify the question.

  • Also, it`s possible to add a comments field and a field to upload pictures

. This way, you can build up your templates with sections and questions.
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Important note:

  • .

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10. Click ‘Save and return when you are done with this question.

11. You now return to the section you just created. Here you have two options:

  • You can add more question by clicking the ‘Question’ button

  • If you’re done with questions in this section. Click ‘Save and return’ to navigate back to the overview page. On this page you can create another section.

12. If you want to preview and check your checklist, press the preview button. You will see how the checklist looks like and you can answer the questions.

Move question to other section

You can move a question from one section to another:

  1. Go to the questions overview by using the “Questions” button in the checklist view

  2. Select the question you want to move

  3. Press the small arrow at the end of the row of the “Section field” (this one: '>')

  4. Press the three dots

  5. Select the section you want the question to be and press the button “Ok”

Info

A checklist template is always related to a type of object (mandatory field on the checklist template). This determines the choice of available checklist templates when generating the checklist from an object.

  • Property


When

  • : when generating checklists for a property, all (and only) the templates for type 'Property' can be chosen.

  • Area


When

  • : when generating checklists for

a property

  • an area, all (and only) the templates for type '

Property

  • Area' can be chosen.

  • Asset


For assets,

  • : the available checklist templates are further specified via Product groups. You can define different Product groups. This is, for example, to avoid being able to choose a checklist related to an elevator inspection for a car.

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titleGenerate checklist based on a template

Generate a checklist based on a template

For a specific object

Users can generate the checklists from a list of available templates via the tab

“Related objects”

“Checklists” on a property, area, or asset.

Next,

For example for a property follow to steps to navigate to the

specific object via the menu, it is also possible to use the QR code scan option via the startBoard if assets are given a QR code.

Please take a look at the screenshot below, where you can find the checklist.

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The 'Available checklist templates' button on the checklist tab shows all checklist templates available for the object / linked product group.

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By selecting one or more checklist templates and using the 'Create checklist work order function, a checklist work order is generated, and the checklists are linked to this work order. You can directly enter and submit the checklist or assign the checklist work order to someone else.

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As part of a preventive work order

Users can add checklists to the

part where you can generate a checklist based on a template:

  1. Use the “Properties” option in the menu under “Properties.”

  2. Search for the property for which you want to generate a checklist

  3. Select the ‘Checklist’ tab. This might be hidden under the “Related Objects” tab.

For details review the end user article on checklists Checklists.

Expand
titleLink checklist to preventive workorder (via maintenance schedule)

Link checklist to preventive workorder (via maintenance schedule)

Checklists can be added to a preventive work order template within a maintenance schedule via the Checklists tab.

To get this tab follow the next steps:

The checklist(s) that are linked to the maintenance schedule will than be applied to all work orders that are generated from this maintanance schedule.

  1. Click on “Maintenance schedules” under

“Maintenance.Image RemovedClick

  1. the “Maintenance” in the navigationMenu.

  2. Search for your maintenance schedule and open it or create a new schedule

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  1. After opening the maintenance schedule > click on the button

“Workorder Template.”Image Removed

  1. “Work order Template”

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4. In this screen,you will see four different

ta,select the thee

tabs. Select the the tab “Checklists”

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5. Press the button “Add checklists”

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6. Select the checklist(s) you want to use and press the button “Add selected checklists to work order.”

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How to fill out the checklist

There are different ways to fill out a checklist. We will go through them. Open the property, area, or asset. Go to the checklists through the tab “Related objects.”

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Generate a new checklist using the “Available checklist templates” button and select the one you want to generate or open the checklist if it`s already generated.

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  • Use the button “Fill out checklist” (The first question is automatically opened. Enter the answer and go to the next question. This option is incredibly user-friendly for tablet or phone users.)

  • Via the include (bottom part of the screen )  'Questions' (An overview of all questions is shown. Navigate through the questions using the Tab on the keyboard and directly answer the questions via the include.

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Summary

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    Summary

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    • Before you can create/use a checklist you first have to have a “Checklist template.”

    • You can use checklist when you need one or a part of work order

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