Difficulty: starter/ novice/ expert/ legend

Content

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?

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. 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:

Create a checklist template; the sections and questions are defined here
Apply this checklist to a: Property, Area, Asset, or Workorder

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

To create a checklist template, use the “Checklist templates” menuoption under the module header “Maintenance.”

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.”

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

4. It`s possible to have different versions for your checklist, by using the “New” button in the include “Checklist versions.

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 determine for which type of object the template is available. A template created for a Property can only be used by a Property and not by an Asset.

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.”

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.

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.

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 ( 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.

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:

Go to the questions overview by using the “Questions” button in the checklist view
Select the question you want to move
Press the small arrow at the end of the row of the “Section field” (this one: '>')
Press the three dots
Select the section you want the question to be and press the button “Ok”

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

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

For example for a property follow to steps to navigate to the part where you can generate a checklist based on a template:

Use the “Properties” option in the menu under “Properties.”
Search for the property for which you want to generate a checklist
Select the ‘Checklist’ tab. This might be hidden under the “Related Objects” tab.

For details review the end user article on checklists Checklists for end users.

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. 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.

Click on “Maintenance schedules” under the “Maintenance” in the navigationMenu.
Search for your maintenance schedule and open it or create a new schedule
After opening the maintenance schedule > click on the button “Work order Template”