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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
Stand alone vs via workordersChecklists 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
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4.1 Prerequisites before enabling this module
The corrective work orders module requires the requests module to be enabled beforehand. Prerequisites for the requests module can be found here: Requests moduleChecklists 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, multiple settings and options applyonly 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 confirmation email to the requestor after the new request is submittedwith 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 workorder work order workflow, see: Checklists module in the 'Application Managers' section.
4.3 Data imports
When activating this module, some Relevant data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).Relevant data imports 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).
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Reference | Name | Description | License needed |
|---|---|---|---|
FMB-G077 | Create ad hoc checklists | This group gives the authorizations to generate and handle ad hoc checklists within linked to an asset, area or building | Full user |
FMB-G076 | Checklist template manager | group Group gives the authorizations and options to manage checklist templates | Full user |
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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 Corrective work ordersChecklists, the Master data modules ‘Buildings and areas’ and ‘Assets' and the ‘Requests’ ‘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 requestspreventive maintenance work orders.
Reference | Name | Description | License needed |
|---|---|---|---|
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 |
Reference
Name
Description
License needed
GOB- |
Create requests
Group gives access to creating requests (object and startboard menu options)
Requestor
FMB-G151
View requests
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 |
Servicedesk employee
Group grants general rights to view and handle requests. Group must be assigned to each service desk employee (in addition to the customer-specific service desk group for handling the specific requests for that service group)
Limited user
GOB-G033
Service groups
Parent group under which al client-specific ServiceDesk groups are created. Access rights and filter pages use this group and all child groups in lots of places to provide the client-specific ServiceDesk groups with the correct access rights and the possibility to select them.
FMB-G057
Manage problemtrees
Group gives access to create and edit problem trees and problem types.
Full user
FMB-G082
Management dashboards requests
Group gives access to the menu option "Management dashboards" for the requests module, as well as access to the relevant objects to view this content of the dashboards.
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.
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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.
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Navigation menu option | Available to system groups | Description | |
|---|---|---|---|
Checklist templates |
| The option to search for all work ordersChecklist 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 checklistsfolder Checklists:
Open ad hoc checklists: This report shows all open ad hoc checklists.
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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
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For the user manual with a more step-by-step explanation of the process itself, see: Checklists for users.
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