Checklists

Checklists consist of a series of tasks, which in turn, can be broken down into a series of steps, if necessary.

You can assign each checklist task and step to system users. Assigned tasks and steps display on the user’s task list (WF Tasklist) when the task or step is ready to have work performed. Whether a task or step is ready depends on a variety of factors.

  • If you do not enforce order for the checklist, and no tasks (or steps) are required, all tasks and steps display on the respectively assigned user’s task list.

  • If you enforce checklist order, and no tasks (or steps) are required, the first task displays on the assigned user's task list. The next task on the checklist will not display until a user assigns a final status to the first task. Additionally, the first step associated with the first task, if any, displays on the assigned user's task list. The next step associated with the first task will not display until a user assigns a final status to the first step.

  • If you enforce checklist order, and all tasks are required, the first task displays on the assigned user’s task list. All non-required steps associated with that task will display on the assigned user’s task list.

  • If you assign a final status to a task, and there are still incomplete steps associated with it, the system warns that the steps are incomplete. You can then choose to apply the same status to all associated steps, regardless of the assigned user for each step. Otherwise, you must complete each step prior to completing the task.

  • If you change the status of a step from a new status to an in progress or final status, the system updates the task to the default in progress status (determined on WF Checklist Status Codes; for more information, refer to Related Topics below). After all steps have been assigned a final status, the task remains at an in progress status. You must change the task status manually.

Understanding Status Types

Checklists statuses determine the progress for a checklist, task, or step. The assigned user can update the status of a checklist item (task or step) using WF Tasklist. Supervisors can monitor or update checklist item statuses using WF Checklist Tasks

There are three types of status types available:

  • New – This status indicates that work has not begun for the checklist or checklist item.

  • In Progress – This status indicates that someone is currently working on the checklist or checklist item.

  • Final – This status indicates that work on the checklist or checklist item is complete.

For each status code you create, there can only be one assigned status type. However, you can create numerous codes for each type to help customize the module to fit your organization’s own workflow and processes. For example, you might create ‘In Progress’ codes with descriptions of “On Hold” or “Waiting” and create ‘final’ codes with descriptions of “Complete” or “Canceled”.

You can designate a single, default status code for each status type. Each time the system automatically uses a status type, it will automatically use the code that you designate as the default.

Note: If you do not designate a default status code, the system uses a hard-coded default (i.e., New, In Progress, or Final).