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 workorder.

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 enabled first. However, it will be relevant to enabled 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 maintenance schedules, also make sure to enable the preventive maintenance work orders module.

4.2 Module activation

For this specific module activation, only one setting applies:

Settings to be determined

Checklist template: This is the (Word) template that is used to automatically generate a checklist document once a checklist is done. By default, the standard available 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 submitted) 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, Workflow emails

For a detailed description of the emails sent via the checklist and checklist workorder workflow, see: Checklists module in the 'Application Managers' section.

4.3 Data imports

When activating this module, some 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).

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:

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.

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:

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 workorders module is also used in combination with Checklists, some additional settings related to checklists in preventive maintenance workorders will also become available via the Preventive workorders 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.