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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. For example:

  • 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.

 

Office ViewField View

Checklists can be added manually to any Task after it has been created, or, if it's a series of steps common to your Task Types, automatic Checklists can also be inserted as soon as the Task is created.

Create a checklist template

Task checklists are generated from checklist templates. Please refer to Checklist Templates for more information.

View task checklists

When viewing a Task in Office, Checklists appear in the Checklist tab. 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.


Auto-Add Checklists can be set up by your Site Administrator within Site Admin - Task Types

Add more checklist items

Once a Task has been created, additional checklist items can be added if required. This can be useful if a task requires ad hoc checklist items that are unique to a particular job, or if you need to add existing items from other checklist templates.

An ad hoc checklist Item is effectively a one-off checklist step. Ad hoc checklist items can be added by clicking Add New Checklist Item.

Ad hoc checklist items can also be set up to update Checklist Templates automatically within Site Admin - Checklist Settings.

Copy and paste checklist items

If you have existing checklists saved in a different file format such as Word or Excel, you can easily copy and paste that information into AroFlo to quickly create custom checklists.

1. Click the arrow icon on the Add New Checklist Item button.

2. Click Add Multiple Checklist Items.

3. Copy text from an external source and paste into the white box.

You will need to ensure each checklist item is on a new line. This text box is limited to 800 characters.

4. When you're ready, click Add Items.

These items can be edited before saving.

5. Save.

Multi-search checklist items

Multi-search allows you to select an existing checklist item from another checklist template.

1. Select Multi-Search > Task Type Checklists

2. To select all items within a checklist template, double click the checklist template name.

3. To select an individual item, click the + icon to expand the checklist template and double click the item you require.



Add manual checklists

You can manually add additional checklists to a task via the Manual Checklist tab. 

Manual checklists are useful if:

  • You have generic checklists which could be used for multiple Task Types, 
  • You have checklists which don't need to be added every time you select that Task Type. 
  • If you are working on the task over multiple days or with multiple people. For example, you have completed the first checklist item (ie. Arrived on Site) on day 1, and need to add the same checklist item again on day 2.

Manual Checklists shown in the list are configured by a Site Administrator within Site Admin - Task Types

   

Complete 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 band must be marked with a response before the Task can be completed.

 

When selecting any response, the following details are also filled:

ColumnDescription
Comp. ByName of User that last changed / completed the Checklist Item
CompletedTime and date when the Checklist Item was last changed / completed.
 GPS

If enabled in  Checklist item settings, GPS location where the Checklist Item was last changed / completed.

Selecting will open a map showing the location

To ensure this function works, make sure the:

  • user card in Site Admin has Allow GPS Tracking enabled (see Feature Access tab)
  • user's mobile phone has GPS functions enabled, location sharing enabled for the web browser, and is in range of a GPS signal (e.g. not in an underground carpark).

Users will be asked the first time they log into the Field interface whether they want to enable location sharing. If they choose 'Don't share', and later want to enable location sharing, they can do so in their browser settings.

If a Checklist Item is marked as FAIL (N), you may also have two options shown. (If setup in   Checklist 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.

 

Link checklist item to a form

Each Checklist Item allows you to link existing forms such as Compliance Forms, OHS Checklists and Custom Forms. Selecting Forms allows you to Create Form (Add) or View Forms which are linked to that Checklist item.


Add and view checklist notes

Each Checklist Item allows you to add or view existing notes by pressing the Notes button. 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 a checklist item

A checklist Item can be duplicated by clicking the icon and 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.

 

Service Actions

If a Service Action Group has been linked to the Checklist Template, a column will appear so a Service Action can be selected for each Checklist Item.

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 Items listed could be the Items being changed frequently with Service Actions to add an Inventory Item, Form or Document for each.


 


Feature access

Your permission group determines access to this feature.

Parts of this feature are included in AroFlo Go .

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