Checklists are structured tools to guide inspections, controls, audits and any activity that has to be carried out systematically and traceably. Each checklist contains a list of items to work through, and they are organised by type.
As a rule the application menu contains "Control activities" and "Maintenance activities", but other checklist types may have been configured. Each type works in a similar way, whatever its name.
Tip
The checklist types available depend on how the application is configured in your organisation: they may have names different from those used in this manual, or cover different areas. If you would like more detail on the checklists configured and how they should be used, we suggest asking the colleagues who look after the application.
Each checklist can be configured as schedulable, non-schedulable, or both:
Schedulable
The activity is planned with a due date and assigned to one or more responsible users, who have to take it on by the due date.
Non-schedulable
The activity is started immediately. To be used in cases where it cannot be planned in advance (for example a check on incoming goods).
Checklist pages
Each checklist type has its own page in the menu (Control activities, Maintenance activities, and so on). Each shows the activities of that type you have access to: planned, in progress and completed. The features are similar for all types, apart from anything configured specifically for each type.
The list opens with no filters active: all the activities you have access to are visible. Activities are loaded progressively as you scroll. The filter panel opens with the magnifying glass (
) (see Search filters). The download button (
) exports to Excel all the activities matching the applied filters, including those not yet loaded on screen (see Excel download).
The process
There are two ways to start a checklist, depending on whether it is scheduled or not. If it is scheduled, a manager or default supervisor sets the due date and assigns the responsible users; if it is not, whoever is going to carry out the activity starts it themselves, where the checklist type allows it.
Once started, the responsible fills in the header fields and the checklist items. When they have finished, they declare the activity complete.
These steps are reflected in the statuses the activity goes through, from creation to closure:
| Status | Meaning |
|---|---|
| Draft | Activity saved but not yet started or confirmed |
| Scheduled | Activity with a due date and assigned responsible users, awaiting execution |
| In progress | Being carried out |
| Completed | Activity completed |
On the activity list page, the (
) button starts a new one. The options available are:
- Carry out assigned checklist: shows the activities assigned to you that are waiting to be carried out
- Start checklist name: starts the activity immediately; visible only for checklists where the non-schedulable mode is enabled
- Schedule checklist name: plans an activity with a due date and responsible (visible only to managers and default supervisors)
Starting a scheduled activity
A manager or default supervisor plans the activity with a due date and assigns it to the responsible users. The responsible users are notified and find the activity on the «Assigned to me» page. They start the activity and begin filling it in: they complete the header fields and each of the checklist items. When they have finished, they declare the activity complete using the relevant button.
How to schedule an activity Managers and default supervisors
- Fill in the fields required for scheduling and set the completion date
- Add at least one responsible
- Click Confirm scheduling
In Scheduled status the behaviour varies according to role:
- Supervisor: all fields, header and checklist items alike, show the gear icon (
) instead of the pencil (
). They can edit freely without starting the activity; their changes are treated as reconfigurations. If they are also responsible, they can start it explicitly with the Start button. - Responsible (not supervisor): all fields show the pencil. They can start it explicitly with the Start button, but any change starts the activity automatically.
When the activity moves to In progress status, the checklist items show the pencil and can be filled in.
Starting an unscheduled activity
Whoever is going to carry out the activity starts it themselves: they click the () button and select «Start checklist name». They can go straight on to fill in the header fields and the checklist items and, when they have finished, declare the activity complete.
No Scheduled status for unscheduled activities
Unscheduled activities go straight to In progress, skipping the Scheduled status, which applies to scheduled activities only.
Completing the activity
To declare the activity complete, all the checklist items (checks or other) must have been completed and all the mandatory header fields filled in. At that point the responsible (and only they) can declare the activity complete using the relevant button (
).
Roles on an activity
Four functional roles can be assigned on each activity: Supervisor, Responsible, Involved and Informed. There must always be at least one supervisor and one responsible on the activity.
| What they can do | Supervisor | Responsible | Involved | Everyone |
|---|---|---|---|---|
| Edit the header fields | ✓ | ✓ | ||
| Carry out the checklist items | ✓ | ✓ | ✓ | |
| Declare the activity complete | ✓ | |||
| Assign (and remove) users to the various roles | ✓ | (partial) | ||
| Add attachments and comments (if the relevant sections are enabled) | ✓ |
Special cases in user management Managers
- Managers can always manage users, whatever functional role they hold on the activity.
- The responsible has more limited powers: they can manage involved and informed users, add other responsible users (but not remove them) and cannot change the supervisors.
Using the bell icon (
), anyone can add themselves to Informed to be notified of what happens on the activity, or remove themselves.
How roles are assigned varies according to whether the activity is scheduled or started on the spot.
Scheduled activities
Only managers and the default supervisors set for that particular checklist can schedule the activity. Whoever schedules it becomes the actual supervisor of that activity and must select at least one responsible. Default informed users are added automatically.
Unscheduled activities (started on the spot)
Whoever opens the activity becomes its responsible. If default supervisors have been set, they are assigned automatically as supervisors; otherwise whoever opens it also becomes the supervisor. Default informed users are added automatically.
Who can start an unscheduled activity
By default all users can start unscheduled activities; the administrator can restrict this to a specific list of users (in addition to managers and default supervisors, who can always do it).
The detail page
The detail page of a checklist is organised into sections:
- Header
- Checklist items
- Linked issues
- Users
- Attachments
- Comments and history
The order of the sections may vary and some may not be present, depending on how the checklist is configured.
The header shows the fields of the activity that have been filled in (empty fields are hidden, see How forms work). The action buttons are shown at the bottom:
| Button | Function | Who can use it |
|---|---|---|
|
Notifications | Everyone |
|
Download PDF with the current values | Everyone |
|
Edit the header fields | Those with permission |
|
Declare the activity complete | Responsible only (active once all checklist items and mandatory fields are filled in) |
 |
Delete the activity | Supervisor only (Draft, Scheduled and In progress statuses) |
Filling in the header form
The header form varies from one checklist to another: each checklist has its own, configured by the administrator according to the organisation's needs.
Not all mandatory fields are required from the start
Some become mandatory at later stages. See Mandatory fields.
Tip
Since the forms are designed for your organisation, for clarification on what to fill in or which values to enter we suggest asking the colleagues who look after the application.
Carrying out the checklist items
Each checklist item is something to be done: a check, a control, a measurement, a calibration or other, according to the configuration. Each item is marked with a pencil icon (): clicking it opens the form, with the operating instructions, the reference standards and the fields to fill in according to the type of check to carry out. Each item has its own button to mark it as complete (), which becomes active only once all the mandatory fields have been filled in; at that point the pencil icon is replaced by a tick.
Organising the checklist items
Administrators can group checklist items by category; in that case, category buttons appear at the top:
- One button for each category (e.g. «Safety», «Maintenance»): clicking it shows only the items in that category
- «Show all»: shows all the items
- «To be completed»: shows only the items still to be completed
Each button includes a counter with the number of items still to be completed. The counters update in real time as items are completed. For activities with many items, the category buttons make it easier both to fill the activity in and to review it later.
Other sections
Depending on the configuration, the following may be present:
- Linked issues: the issues opened as part of this activity
- Users: see Users section
- Attachments: see Attachments section
- Comments and history: see Comments and history