Create and manage checklists and checklist templates

Create and manage checklists and checklist templates

Checklists are customizable means of tracking work order progress at any granularity.

First, you create a checklist template containing sections and steps. Next, generate a checklist from the template. Finally, add the checklist to a work order.

Each checklist you generate from a template can only be used on a single work order.

As personnel complete items, they can check the relevant steps, allowing insight into work order progress.

Note: When you add a checklist to a work order, any changes you make to the template on which the checklist was based do not affect the work order checklist.

Create a checklist template

Checklist templates are stored for repeated use. Following creation, you can generate a checklist from the template or add a checklist to a work order based on the template.

1. Go to Work orders > Checklist templates in the left-hand navigation menu.

2. Click + Add new or duplicate an existing template using the button on the right side of the table row.
   

3. In the Details section:

   1. Enter a Name.
   2. Optional: Edit the automatically generated Checklist template ID.

4. In the Sections section:

   1. Enter a name for your first checklist section.
   2. Click the > Expand button to view the steps.
   3. Use the editor to complete the step details.
      • Add and manage attachments at this level.
   4. Click Add step to create additional steps.

5. Continue to create sections and steps as required.

6. Use the Delete (bin) icon to delete any sections or steps you don’t need.

7. Click Save.

Import a checklist template

1. Click on the account name in the top right of the page, and in the dropdown select "Import"
2. On the left side of the import options, select "Checklist templates"
3. Map the field names in your CSV (Import file fieldnames) to the system names (Checklist template fields) and click "Save"
4. Select the file to upload by clicking on "Choose file".
5. Open the file, and select "Upload and import the Checklist template"

CSV file formatting

Your CSV file requires the following headers:

• externalId
  • Must be a unique ID among your checklist templates.
• templateName
• sectionName
• sectionPosition
  • A numerical position.
• stepDescription
• stepPosition
  • A numerical position.

Required Columns

Your CSV file must include the following columns in this exact order:

Create a checklist from a template

After you have created a checklist template, you can generate as many checklists as you need based on the template. After generating a checklist from a template, you can add the checklist to a work order.

1. In the left-hand menu, go to Work orders > Checklists.
2. Click + Add new.
3. Select a checklist template from the dropdown.
4. Enter a Name for the checklist.
5. Optional: Edit the Checklist ID.
6. Optional: Edit the Checklist comment section of any steps and add attachments.
7. Click Save.

Add a checklist to a work order

You can add checklists to work orders either by creating one from a template or by choosing an existing checklist.

1. Go to Work orders in the left-hand navigation menu.
2. Click + Add new or edit an existing work order.
3. Click on the Checklist tab.
4. There are two ways to add a checklist:
   1. Click Create from template:
      1. Select a checklist template from the dropdown or begin typing to search for the relevant result.
      2. Click Create checklist.
      3. Enter a Name for the checklist.
      4. Optional: Edit the Checklist ID.
      5. Optional: Edit the Checklist comment section of any steps and add attachments.
      6. Click Save.
   2. Click Select existing checklist:
      1. Select a checklist from the checklist dropdown or begin typing to search for the relevant result. Only checklists that are not yet added to a work order appear in this dropdown.
      2. Click Add checklist.
5. Click Save.

Add and manage checklist attachments

You can only edit and delete attachments on checklist templates. Your user account also requires edit and delete permissions and you must be the original uploader of the file.

1. Open any checklist or checklist template.
2. Expand the relevant step.
3. Click the Attachments (paperclip) icon.
4. Here, you have two options:
   • Add new files:
     1. Click + Click to upload or drag and drop files to add new attachments. Check the accepted file formats if you see a file format warning.
   • Manage existing attachments:
     1. On the attachment row, use the icons to view, download, edit (rename), or delete an attachment.
        
     2. After deleting or renaming an attachment, click Save and Save again.

Accepted file formats

Images:

• PNG
• JPG
• GIF
• BMP

Text:

• TXT
• PDF
• DOC
• DOCX
• XLS
• XLSX
• PPT
• PPTX
• ODS
• ODT
• ODP

Audio and video:

• WAV
• MP3
• MP4
• MPEG
• MOV
• AVI

Binary:

• CSV
• ZIP

Recording Step Outcomes and Creating Defects from Checklist Steps

When executing a checklist attached to a work order, you can record the outcome of each step using the Assessment selector and — when a step fails — raise a defect directly from that step without leaving the checklist. Both the assessment result and any linked defects are saved alongside the checklist and remain accessible for traceability.

Prerequisites

Before you can use these features, make sure the following conditions are met:

Where to find it

1. Navigate to Work Orders and open the relevant work order.

2. Open the checklist associated with the work order.

3. Expand a checklist section to reveal its steps.

4. Each step row contains two relevant columns:

   • Assessment — a button group for recording the step outcome.

   • Linked Defects — a list of defects already raised against that step.

Using the Assessment selector

The Assessment selector lets you record the result of inspecting or completing a checklist step. It appears as a row of three buttons on each step:

To set an assessment:

1. Locate the step you want to assess.

2. Click N/A, OK, or Not OK in the Assessment column for that step.

3. The selection is highlighted immediately.

   • If you select Not OK and the step has no defects linked yet, the system automatically opens the Create Defect dialog (see next section).

   • If you select N/A or OK, or if the step already has at least one linked defect, no dialog is opened — the assessment is recorded as-is.

Note: Changing the assessment back from Not OK to another value after a defect has already been created does not delete the linked defect. The defect must be managed separately in the Defects module.

Creating a defect from a checklist step

When you mark a step as Not OK and no defects are linked to it yet, the Create Defect dialog opens automatically. This dialog is pre-filled with context from the checklist and its work order to save you time.

What is pre-filled automatically:

• Title — set to the checklist name.

• Description — set to the step description text.

• Location — the most specific location available from the work order is used in this order: component → sub-assembly → asset → site.

To complete defect creation:

1. Review and adjust the pre-filled fields as needed.

2. Fill in any required fields not pre-filled (such as defect category and priority).

3. Click Save to create the defect.

   • The defect is created and immediately linked to the step.

   • The step's Linked Defects column shows the new defect ID as a clickable link.

4. If you click Cancel or close the dialog without saving:

   • No defect is created.

   • The step assessment is automatically reverted to its previous value.

Tip: You can maximise the Create Defect dialog using the maximise icon in the dialog header if you need more space to fill in details.

Viewing linked defects on a step

The Linked Defects column shows all defects previously raised against each step. Each entry is displayed as a clickable button labelled with the defect's external ID (or its title if no external ID exists).

To view a linked defect:

1. Click the defect ID link in the Linked Defects column.

2. The Defect Detail dialog opens as an overlay, showing the full defect record.

3. Close the dialog to return to the checklist.

If no defects are linked to a step, a dash (—) is shown in the Linked Defects column.

Note: You must have the Read Defect permission to see the Linked Defects column and to open defect details. If the column is not visible, check your permissions with your administrator.

Important limitations

• One defect dialog at a time: The Create Defect dialog and the Defect Detail dialog are modal overlays. Only one can be open at a time.

• No automatic deletion: Changing a step assessment away from Not OK does not remove previously linked defects. Linked defects must be closed or deleted from the Defects module.

• Defects survive checklist edits: If the checklist is edited after a defect is created, the link between the defect and the step is preserved.

• Location context is fixed at creation time: The location pre-filled on the defect at creation comes from the work order. If the work order