Manage Checklist Templates

Only users in the security group added to the portal setting User Group for Checklist Administrator Permissions will have access to the Manage Checklist Templates and Manage Checklists Lookups pages.

Select Field Tools > Checklist Templates.

Making a New Template

  • Select New Template.
  • Create New Template Name
    • This will be the name your users see when they create a new checklist.

    • Click on a checklist template from the grid to edit that template.

      Editing a Checklist Template

      • Rename: at the top of the screen you will see the template name. This can be changed at any time by clicking the blue rename link.

      • User Groups for Access: you must assign your checklist to a user group via this dropdown, for each template. If you do not, users (Non-Checklist Admins) will not be able to use this template.
      • Admin Group for Access: the members of this administrator group will be able to fill out this checklist template and see all other checklists of this template created by others.
      • Report RDL: the "Report RDL" button allows you to overide the SSRS template from the protal with your own SSRS report made specifically for this template. Exported checklists will use this report output in place of the default. For more on how to modify see Adjust Module-Specific SSRS Reports.
      • Edit Header Text: this is HTML text that will appear at the top of your checklist, beneath the title. This is generally used for additional instructions.

      Header Fields

      There are different sections of the Checklist you are about to create. There is a header and then item groups. The header section is for anything that you would like to be at the top of your checklist. The header will appear directly after the body text of the template, and the checklist template name will be shown on the banner at the top of the header.

    1. Add Header Field: selectAdd Header Field to add a new field to the header.
    2. Name: this is the database value. This field must be filled in.

      If you want the Job or an Inspection date to show in the checklist grid, you will have to name the Name fields on the checklist template: 'Job Name' or 'Inspected Date'. You can then change the Label field to something more fitting like 'Job:' or 'Date:' and the value will show in the grid on save. The Job header field must have a Job dropdown type to populate in the grid (for example, Dropdown – KDS – Jobs).

    3. Label: the label is the text that will appear on the Header for this field.
    4. Type: the type dropdown contains a few options: Text, Numeric, Date, Time, Dropdown, or Checkbox. The type needs to match the format you would like for your Header Field information.
      • Checkbox: this is a single checkbox, with the Label acting as the directions. On a checklist, it will look like this:

        • Date: this is a field that will accept date values. These values will automatically be formatted to a mm/dd/yyyy format. There will also be a box where you can pick a day from a calendar or insert today via a button:

        • Numeric: this is a text box that will only accept numerical values.

        • Text: this is a text box that will accept any character. It is a fixed size, showing a single line of text.

        • Time: this will allow you to enter time in an HH:MM format. It will only accept numerical values. There is a button that toggles between AM and PM.

        • Dropdown - YourDropdownNameHere: this field allows you to include a dropdown list linking to a custom lookup. You can scroll through the contents of the dropdown or type alphanumeric characters to filter the dropdown. In this example, the lookup is a list of all employees:

          Note: You can add new dropdown types in Admin > Manage Lookups.
  • Required: the required checkbox determines if this header field requires a response before being submitted.
  • Restricted: only users who are part of the enabled employee group (see portal setting) will be able to see and edit this field.
  • Active: if you no longer want a Header Field to be shown you may deactivate it by unchecking the Active checkbox.

    New Item Group

    Once you are finished with creating the header for your new checklist, you can add other sections to your checklist by adding new item groups.

    • Type in the name for your new item group and then click the Add New Item Group button.
      Note: This goes in the order you enter them in (first group on the top, last one on the bottom).
    • To begin editing and adding fields to your new group, you will need to click on the group name.

      1. Add Item: Select Add Item to add a new item to your group.
      2. Up/Down Arrows: use these to rearrange the order of your items.
      3. Paperclip: use this to attach a picture to your group item.
      4. Item Number: if you want to number the items on your checklist (recommended) you can enter an item number in this section. The number will appear directly before the item itself. The first example in the list of response types shows an example of an item number.
      5. Item Prompt: this is the question your user will be answering.
      6. Item Long Prompt: this field allows you to add additional detail to your item, using HTML styles. The first example in the list of response types shows an example of an item long prompt.
      7. Response Type: choose how your user will respond to the items on the checklist. There are many options which range across: Checkbox, Date, Full Signature, Initials, Number, Prompt Only, Time, Yes/No, and more. For full details on these options see Response Type Options for Templates.

    Deleting an Item Group:

    If you would like to delete a group, click the red trashcan button next to the item group you are deleting. A pop-up will ask you for confirmation. Click Delete to delete the group.

    Saving your Checklist

    You do not need to click any save buttons; your checklist template is automatically saved with all your information.