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Create and manage checklists from a template

Once a checklist template has been defined, you can generate as many checklists from it as you need and attach them to work orders. This article covers creating a checklist from a template, attaching it to a work order, working through it on desktop or mobile, closing and re-opening it, and the audit trail Shoreline records for every step.

If you still need to build the template, see Create a checklist template.

Overview

A checklist generated from a template inherits the template's sections, steps, and attachments at the moment of creation. The checklist is then an independent record — later edits to the template do not change it.

Each checklist can be attached to one work order. Once a step is checked off, Shoreline records who checked it and when. When the checklist is complete you can close it; if corrections are needed, you can re-open it.

Prerequisites

Before you start, make sure that:

  • You are online to create, edit, close, or re-open a checklist.
  • You have the Create Checklist and Update Checklist permissions. Delete Checklist is needed for removal.
  • At least one checklist template exists. See Create a checklist template if not.
  • A work order exists for the work the checklist will support (only required when attaching the checklist to a work order).
  • For the assessment and defect-linking workflow, the Checklist defect feature flag is enabled and you have Create Defect and Read Defect permissions.

Where to find it

Checklists live in two places:

  • Work orders → Checklists — the standalone list of every checklist in the organisation.
  • Work orders → [a specific work order] → Checklists tab — the checklists attached to that work order.

The standalone list shows columns for Name, External ID, Work order, Site, Asset, Defects, Status, and Updated. External IDs are shown in brackets next to each work order, site, and asset name. Use the search input above the table to filter.

Create a checklist from a template

You can create a checklist directly in the Checklists list, or while editing a work order.

Option A: From the Checklists list (not yet linked to a work order)

  1. Go to Work orders → Checklists.
  2. Click + Add new.
  3. Select a checklist template from the Select a checklist template dropdown. Type to filter the list.
  4. Enter a Name for the checklist.
  5. Optional: edit the Checklist ID.
  6. Optional: expand sections to add comments or attachments to individual steps.
  7. Click Save.

The new checklist appears in the list with status Open. It is not yet attached to any work order — you can attach it later when you open the relevant work order.

Option B: From a work order

  1. Go to Work orders and open an existing work order (or click + Add new).
  2. Open the Checklist tab.
  3. Choose one of:
  • Create from template — pick a template, click Create checklist, give it a name, and save. The checklist is created and linked to this work order in one step.
  • Select existing checklist — pick an unlinked checklist from the dropdown and click Add checklist. Only checklists not already attached to a work order appear here.
  1. Click Save on the work order.

When a checklist is attached to a work order, the configure page sidebar shows the linked Work order, Site, and Asset (each with its external ID in brackets) so the context follows the checklist wherever it is opened.

Work through a checklist

Once the checklist is open, work through it section by section.

  1. Open the checklist from Work orders → Checklists (or from the work order's Checklist tab).
  2. Expand a section to see its steps.
  3. For each step:
  • Tick the checkbox to mark the step complete. Shoreline records your name and the current timestamp in the Checked by column.
  • Optional: click Add comment in the Comment column to leave notes. The comment opens a rich-text editor on desktop and a plain text area on mobile.
  • Optional: click the paperclip icon to attach files to the step.
  • In the Assessment column, choose N/A, OK, or Not OK. Selecting Not OK on a step that has no linked defects opens the Create defect dialog automatically, pre-filled with the checklist name, the step description, and the location inherited from the work order.

      4. Click Save at the bottom of the page to persist your progress.

You can save partial progress as often as you like. Shoreline shows the section's progress as completed steps over total steps (for example 3 / 7) in the section header.

Per-step audit trail

Every time a step is checked off, the Checked by column updates with the user's name and the date and time. Unchecking a step clears these values. The configure page sidebar also shows Updated at and Updated by for the checklist as a whole.

Close a checklist

When the checklist is complete, close it to finalise it.

  1. With the checklist open, click Save & Close in the footer.
  2. The checklist status changes from Open to Closed.
  3. All fields and step actions become read-only and a banner appears at the top of the page:

Note: This checklist is closed. Click "Re-open" to make changes.

Closed checklists are intended to represent the final state of the work. You can still view them and their step history at any time.

Re-open a closed checklist

If corrections are needed after closing:

  1. Open the closed checklist.
  2. Click Re-open in the footer.
  3. The status returns to Open and all fields and step actions become editable again.
  4. Make your changes and click Save (or Save & Close when finished).

Re-opening does not clear the existing step audit trail — previously recorded Checked by values stay on each step until that step is unchecked.

Add and manage attachments

Attachments can be added at the template level (so every generated checklist inherits them) and at the checklist level (so you can attach photos taken on site to a specific run).

  1. Open the checklist and expand the section containing the step.
  2. Click the paperclip icon on the step.
  3. Click + Click to upload, or drag and drop files.
  4. To rename, view, download, or delete an existing attachment, use the icons on the attachment row.
  5. After any change, click Save to persist it.

Note: Editing or deleting attachments on a generated checklist requires the relevant edit and delete permissions, and the file must have been uploaded by you. Attachments on templates remain governed by template permissions.

Accepted file types include common image (PNG, JPG, GIF, BMP), document (PDF, DOC/DOCX, XLS/XLSX, PPT/PPTX, ODS/ODT/ODP, TXT), audio/video (WAV, MP3, MP4, MPEG, MOV, AVI), and archive (CSV, ZIP) formats.

Track defects from a checklist

When the Assessment column is enabled, you can raise defects directly from a checklist step.

  1. Set a step's assessment to Not OK.
  2. If no defect is yet linked to that step, the Create defect dialog opens automatically. Title, description, and location are pre-filled from the checklist and work order.
  3. Add any required fields (category, priority) and click Save.
  4. The new defect appears in the step's Defects column as a clickable link, and the work order's defect count updates.

To open a linked defect from a checklist step, click its ID in the Defects column. The defect detail dialog opens as an overlay.

Important: Changing the assessment back from Not OK to OK or N/A does not delete the linked defect. Defects must be managed separately in the Defects module.

Using checklists on mobile

Shoreline 2.5.0 introduces a redesigned mobile experience for checklists.

  • Tables render as cards so each step is easy to tap.
  • Assessment buttons display as icons (✓, ✗, N/A) instead of long labels on narrow screens.
  • The page header collapses and exposes a mobile floating action button for primary actions.
  • Row actions are bundled into a compact menu so they fit on small viewports.
  • Comments open in a plain text area on mobile and a full rich-text editor on desktop.
  • The sidebar (work order, site, asset, updated by, updated at) is hidden on small screens and replaced with a single header banner.

Use the same workflow as on desktop — tick steps, add comments, attach files, set assessments, then Save or Save & Close when finished.

Edit, search, and delete checklists

Search the list

  1. Go to Work orders → Checklists.
  2. Type into the search input above the table.
  3. Results filter by name and external ID as you type.

Edit a checklist

  1. Find the checklist in the list.
  2. Click the pencil icon in the row actions.
  3. Make your changes and click Save (or Save & Close).

Delete a checklist

  1. In the row actions for the checklist, click the delete icon.
  2. Confirm in the dialog. Deletion is permanent.

Deleting a checklist requires the Delete Checklist permission. Closed checklists can be deleted just like open ones, as long as you have the permission.

Best practices

  • Use Save & Close as the final step in your sign-off workflow, not while a step is still expected to change.
  • Re-open sparingly. Each re-open extends the period during which the checklist can change, which affects audit clarity.
  • Use the Checked by column to spot incomplete sections at a glance — empty columns mean steps still need attention.
  • Attach photos at the step level on the checklist (not the template) when they relate to a specific run.
  • Use the Defects column on the list to find checklists that uncovered the most issues and feed that back into work-order planning.
  • On mobile, use Save often. The PWA caches actions but a save is the cleanest way to make sure progress is on the server.

Troubleshooting

I cannot tick a checkbox or change a field

Check the status banner at the top of the page. If it reads This checklist is closed, click Re-open to make changes.

Save & Close is not visible

  • The checklist needs to be saved at least once before it can be closed — for brand-new checklists, click Save first.
  • Confirm you have the Update Checklist permission.

Re-open does not appear on a closed checklist

  • Confirm you have the Update Checklist permission.
  • Confirm you are online. Re-open requires an internet connection.

The Defects column is empty even though I marked steps Not OK

  • Confirm the Checklist defect feature flag is enabled for your company.
  • Confirm you have the Read Defect permission. Without it the column is hidden.
  • Confirm a defect was actually saved — if you cancelled the Create defect dialog, the assessment is reverted automatically and no defect is created.

A checklist is missing from the "Select existing checklist" dropdown on a work order

That dropdown only shows checklists that are not yet attached to any work order. If the checklist you want is already attached elsewhere, detach it from the other work order first.

Step audit trail values disappeared

Unchecking a step clears its Checked by values intentionally. Re-tick the step to record a new audit entry.

The mobile view looks misaligned

Reload the page to make sure the PWA has the latest 2.5.0 assets cached. If the issue persists, clear the PWA cache from your browser and reload.

Frequently asked questions

Can one checklist be attached to multiple work orders?

No. A checklist is attached to a single work order. Generate additional checklists from the same template if you need more than one.

Does closing a checklist lock the underlying work order?

No. Closing only changes the checklist's status. The work order's own lock/approval state is independent.

Does re-opening reset the step audit trail?

No. Re-opening only restores edit capability. Existing Checked by values stay on each step until that step is unchecked.

Will deleting a checklist remove its linked defects?

No. Linked defects are independent records and remain in the Defects module after the checklist is deleted.

Can I close a checklist that still has unchecked steps?

Yes. Save & Close finalises the checklist regardless of how many steps remain unchecked. Make sure the partial state is intentional — re-opening is the only way to make further changes.