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Create a checklist template

Checklist templates define the sections, steps, and attachments that each checklist generated from them will contain. Build a template once and reuse it across as many work orders and checklists as you need. Shoreline 2.5.0 refreshes the checklist template experience with a redesigned list view, an updated configure page sidebar, mobile-friendly editing, and importer fixes.

If you want to use an existing template to create a checklist or attach one to a work order, see Create and manage checklists from a template.

Overview

A checklist template is a reusable blueprint. It contains:

  • A Name and a unique Checklist template ID.
  • One or more Sections, each with an ordered list of Steps.
  • Per-step descriptions and attachments (images, documents, audio, video).

You build templates in Work orders → Checklist templates, save them, and then generate individual checklists from them. Editing a template later does not change checklists that were already created from it — each generated checklist is an independent copy.

Prerequisites

Before you start, make sure that:

  • You are online. Creating and saving templates requires an internet connection.
  • You have the Create Checklist Template and Update Checklist Template permissions.
  • You know which sections and steps the template needs. Templates can be edited later, but it is faster to plan the structure up front.

Where to find it

  1. Open the left-hand navigation menu.
  2. Go to Work orders.
  3. Select Checklist templates.

The Checklist templates list shows every template available to your organisation, with columns for Name, Checklist template ID, and Updated. Use the search input above the table to filter by name or template ID.

How to create a checklist template

Step 1: Open the editor

  1. On the Checklist templates list, click + Add new in the upper-right corner.
  2. The New checklist template page opens with the Details and Sections fieldsets ready for input.

You can also duplicate an existing template from the row actions in the list and edit the copy.

Step 2: Enter the details

In the Details fieldset:

  • Name (required) — a clear, descriptive name. This is what users select when they create a checklist from the template (for example Pre-Lift Inspection or Daily Vessel Walkdown).
  • Checklist template ID (required) — a unique ID across all your templates. Shoreline auto-generates one, but you can override it to match your own numbering convention. The ID is also the key used by the CSV importer to update an existing template.

Step 3: Add sections

In the Sections fieldset:

  1. Click Add section.
  2. Type a section name in the inline editor (the placeholder reads Click to add section name).
  3. To reorder sections, drag a row using the reorder handle on the left.
  4. To remove a section, open the row action menu and select Remove section. Sections are only deleted from the database once you save the template.

Note: Removing a section and saving the template permanently deletes the section, all of its steps, and all of their attachments. This cannot be undone.

Step 4: Add steps to each section

  1. Click the section's expand icon to open its step list.
  2. Click Add step.
  3. Enter a description (the placeholder reads Add your step description here). Step descriptions support rich text.
  4. Add attachments to a step by clicking the paperclip icon and uploading files. Accepted formats include common image, document, audio, video, and archive types.
  5. Drag step rows to reorder them within the section.
  6. To remove a step, open its row action menu and select Remove step. The step and its attachments are permanently deleted when you save the template.

Step 5: Save the template

Click Save at the bottom of the page. The template is added to the Checklist templates list and is immediately available for creating checklists.

Importing checklist templates from CSV

For large templates or bulk migrations, use the importer instead of building each template by hand.

  1. Click your account name in the top-right corner and select Import.
  2. In the left-hand list of import types, select Checklist templates.
  3. Map your CSV column headers to the Shoreline field names and click Save.
  4. Click Choose file, select your CSV, and click Upload and import the Checklist templates.

Required CSV columns

Your CSV must include these columns in this order:

Column Description Example
externalId Unique ID across your checklist templates. Used to update an existing template on re-import. TEMPLATE-001
templateName Template name Safety Inspection Checklist
sectionName Section name Pre-Inspection
sectionPosition Section display order (starts at 1) 1
stepDescription Step description Check equipment condition
stepPosition Step display order within the section (starts at 1) 1

Tip: Use the same externalId on a re-import to update an existing template instead of creating a new one. Position numbers control display order, so keep them sequential within each section.

Importer behaviour in 2.5.0

  • The importer caches checklist templates during a run, so repeated lookups across thousands of rows no longer slow imports down.
  • createdById and updatedById are now set on sections and steps as well as the template itself, so audit information is consistent throughout the document.
  • The importer waits for the database connection before processing the first row, which removes the timeout errors that affected very large imports in earlier versions.

Editing and managing existing templates

Edit a template

  1. Go to Work orders → Checklist templates.
  2. Find the template (use the search input to filter by name or ID).
  3. Click the edit icon in the row actions.
  4. Update the Details or Sections fieldsets.
  5. Click Save.

The sidebar on the configure page shows when the template was last updated. Changes apply to future checklists generated from the template; existing checklists are not retroactively updated.

Duplicate a template

  1. In the row actions for the template, select the duplicate action.
  2. Shoreline opens the duplicate in the editor.
  3. Update the name and template ID so they are unique, then save.

Delete a template

  1. Select one or more templates in the list.
  2. Use the row action menu (for a single template) or the bulk delete action (for multiple) and confirm.
  3. Confirm in the dialog. All sections, steps, and attachments on the deleted template are permanently removed.

Important: Deleting a template does not delete checklists that were already generated from it. Generated checklists remain available on their work orders.

Best practices

  • Keep section names short and action-oriented — they appear in checklist progress widgets and on mobile cards.
  • Order steps the way the work is actually performed on site. Reordering after the fact is easy, but inconsistent order causes friction when teams work from the same template across sites.
  • Use rich text on step descriptions to highlight critical safety steps or link to procedures.
  • Attach reference files (drawings, photos, datasheets) at the template level so every generated checklist inherits the same supporting material.
  • Use a deliberate template ID scheme so CSV updates target the right template every time.
  • Test a new template by generating one checklist from it before rolling it out — it is easier to fix the template than to fix dozens of in-progress checklists.

Troubleshooting

I cannot see the Checklist templates menu item

  • Confirm your user role has the Read Checklist Template permission.
  • Confirm the checklist feature is enabled for your company.

Save is greyed out

  • The template needs a Name and a Checklist template ID.
  • Every section needs a name. Empty sections are flagged in red.
  • Confirm you are online.

Reorder is not working

  • Drag the row using the reorder handle on the left edge of the row, not the section name.
  • On mobile cards, use the row action menu to move a section or step.

CSV import fails or stalls

  • Confirm the CSV has all six required columns in the required order.
  • Confirm externalId, sectionPosition, and stepPosition are populated and unique within scope.
  • Very large imports are now cached and waited on, but if a run still fails, split the CSV into smaller files and re-run.

I duplicated a template but the duplicate has the same ID as the original

The duplicate is created with the source ID copied over. Open the duplicate and edit the Checklist template ID before saving — IDs must be unique.

Frequently asked questions

Do template edits propagate to existing checklists?

No. Each checklist is an independent copy of the template at the moment it was generated. Edit the checklist itself if you need to change an in-flight checklist.

Can I limit a template to a specific site or work order type?

Templates are organisation-wide. Use clear naming and template IDs to indicate which sites or workflows a template is meant for.

Can I attach files at the section level?

Attachments live on steps. If you need section-level reference material, add it to the first step of the section.

Will deleting a template break work orders that have checklists from it?

No. Deleting a template only removes the template. Checklists already generated from it remain on their work orders.