Task Checklists are a series of items that require a response (Yes, No, NA) which can be added to tasks. They are visible in Office and in Field.
A Task Checklist might be used to list a series of steps that field staff should follow to properly complete a task. e.g.:
Arrived On Site
Compliance Forms Completed
Labour and Materials booked out
Site left clean and tidy
Checklists can be incredibly useful to:
Guide a user through a Task
Prompt a user to complete certain forms which might Include Compliance or Maintenance forms.
Record when or where a certain item was completed for future.
Checklists can be added manually to any Task after it has been created, or, if its a series of steps common to your Task Types, automatic Checklists can also be inserted as soon as the Task is created.
When viewing a Task in Field, Checklists appear in the Task Checklist area. Depending on the Task Type Auto-Add Checklists may appear as soon as the task is created. Otherwise Checklist Items can also be added manually using instructions below.
Additional Checklist Items can also be added using Add Checklist Item.
Completing Checklist Items
Checklist Items are completed by selecting a response which can be either PASS (Y), FAIL (N) or NOT APPLICABLE (N/A)
Any Checklist Item which is highlighted with a colour background must be marked with a response before the Task can be completed.
When selecting any response, the following details are also filled:
Name of User that last changed / completed the Checklist Item
Time and date when the Checklist Item was last changed / completed.
If enabled inChecklist settings, GPS location where the Checklist Item was last changed / completed.
Selecting will open a map showing the location
If a Checklist Item is marked as FAIL (N), you may also have two options shown. (If setup inChecklist settings)
Escalate Fault: allows you to create a new task that uses checklist items description as the Task Identification.
Leave a Note: allows you to leave a small text note that is linked to the checklist item.
If pressing the Options button, a menu will open:
Each Checklist Item allows you to link existing forms such as OHS Checklists, Risk Templates and Custom Forms.
Selecting Create Form allows you to Create a new form based on an existing Template.
Selecting View Forms shows existing forms created for that Checklist Item.
Within Forms you can then choose a form from:
Forms made available to the linked to the Task Type or that have been made available to all Task Types.
All Forms within available for a Task.
Existing forms created for the Task Checklist Item. This is the same as selecting View Forms
Add and View Checklist Notes
Each Checklist Item allows you to add or view existing notes by clicking Create Note or View Notes. This might include details on why an Item was marked as a certain condition (such as marking it failed) or general notes about the Checklist Item when it was completed.
Duplicate Checklist Item
A Checklist Item can be duplicated by selecting Duplicate Checklist Item.
This is the fastest way to duplicate a Checklist item where multiple people are working on a step. Each technician can simply duplicate a Checklist Item and tick it off for themselves. Duplicating also retains any settings on the original (such as email or SMS on pass / fail / N.A).
It is also especially useful in scenarios where someone marks a Checklist Item as failed and leaves a note. A new user can review the note, duplicate the Item and update the Checklists with an ongoing record. By duplicating, different users can work on common Checklist Items.
This feature can be especially useful where Items are changed on a very frequent basis. This could be during maintenance swap outs where it may not be worthwhile to maintain the changes in an Asset Register.
The Checklist Item could be parts being changed frequently, and the linked Service Actions might be to add an Inventory Item against the task, or add a Form or Document each time a Checklist Item is marked.
Click on the Service Action drop-down menu.
Select the appropriate Service Action from the list.
Once selected, be sure to click Save to lock in your change.
You can set the Service Action against multiple checklist items before needing to click save, you don't need to click save after changing each individual item.
This particular Service Action had an Inventory Item attached to it. You can see above that this item was automatically added to the task by a service action because it has the tag icon.