Working with Checklists

Checklists are specialized forms designed for task completion and verification.

Overview

[SCREENSHOT MARKER: checklist-overview] Description: Show a checklist form with multiple checkbox items. How to capture: Open a checklist, show the list of items with checkboxes.

Checklists are task-based forms that: - Have multiple checkbox items - Track completion status - May have required items - Support notes or comments - Can be submitted when complete

Checklist Structure

Checkbox Items

[SCREENSHOT MARKER: checklist-items] Description: Show checklist items with checkboxes and descriptions. How to capture: Show a checklist with several items, some checked, some unchecked.

Each checklist item typically has: - Checkbox - Check when complete - Task description - What to do - Optional notes - Additional comments - Required indicator - If item is mandatory

Item Types

Checklists may include: - Simple checkboxes - Yes/no completion - Text fields - Additional information - Dropdowns - Select from options - Date fields - When completed - File uploads - Supporting documents

Completing Checklists

Checking Items

[SCREENSHOT MARKER: checking-items] Description: Show the process of checking off items. How to capture: Show clicking checkboxes to mark items complete.

  1. Read the task description
  2. Complete the task
  3. Click the checkbox to mark complete
  4. Add notes if required
  5. Move to next item

Required Items

[SCREENSHOT MARKER: required-checklist-items] Description: Show required items in a checklist. How to capture: Show items marked as required (asterisk or indicator).

Some items may be required: - Marked with asterisk (*) - Must be completed before submission - Validation error if incomplete

Adding Notes

[SCREENSHOT MARKER: checklist-notes] Description: Show adding notes to checklist items. How to capture: Show a checklist item with notes field visible.

Many checklists allow notes: - Explain completion - Document findings - Add context - Reference information

Checklist States

Current Checklists

[SCREENSHOT MARKER: current-checklists] Description: Show current checklists in the list. How to capture: Navigate to My Checklists > Current, show the list.

Current checklists are: - In progress - Can be edited - Items can be checked/unchecked - Not yet submitted

Access via: My Checklists > Current

Submitted Checklists

[SCREENSHOT MARKER: submitted-checklists] Description: Show submitted checklists. How to capture: Navigate to My Checklists > Submitted, show the list.

Submitted checklists are: - Completed - Read-only - Cannot modify items - Permanent record

Access via: My Checklists > Submitted

Archived Checklists

[SCREENSHOT MARKER: archived-checklists] Description: Show archived checklists. How to capture: Navigate to My Checklists > Archived, show the list.

Archived checklists are: - Historical records - Past retention period - Read-only - Accessible for reference

Access via: My Checklists > Archived

Creating Checklists

[SCREENSHOT MARKER: create-checklist-process] Description: Show creating a new checklist from template. How to capture: Show Create tab > Select role > Select checklist template.

  1. Click Create tab
  2. Select a role in sidebar
  3. Click on a checklist template (clipboard icon)
  4. Click “Create New Checklist”
  5. Checklist opens for completion

Submitting Checklists

Pre-Submission Check

Before submitting: - [ ] All required items checked - [ ] All required notes added - [ ] All validation errors resolved - [ ] Attachments uploaded (if required)

Submit Process

[SCREENSHOT MARKER: submit-checklist] Description: Show submitting a completed checklist. How to capture: Show a completed checklist with Submit button.

  1. Complete all required items
  2. Review all entries
  3. Click Submit button
  4. Wait for confirmation
  5. Checklist moves to Submitted

After Submission

After submitting: - Checklist becomes read-only - Moves to Submitted category - Cannot modify items - Permanent record created

Checklist Features

Progress Tracking

[SCREENSHOT MARKER: checklist-progress] Description: Show progress indicator if available. How to capture: Show a checklist with progress bar or completion percentage.

Some checklists show progress: - Percentage complete - Items completed / total items - Progress bar - Visual indicators

Conditional Items

[SCREENSHOT MARKER: conditional-checklist-items] Description: Show items appearing based on selections. How to capture: Show a checklist where checking an item reveals additional items.

Some checklists have conditional logic: - Items appear based on selections - Required items change dynamically - Adapts to your responses

Attachments

[SCREENSHOT MARKER: checklist-attachments] Description: Show file attachments in a checklist. How to capture: Show a checklist with file upload fields.

Checklists may require attachments: - Upload supporting documents - Photos or images - Reports or files - Evidence of completion

Checklist Types

Inspection Checklists

[SCREENSHOT MARKER: inspection-checklist] Description: Show an inspection-style checklist. How to capture: Show a checklist designed for inspections.

Used for: - Safety inspections - Quality checks - Facility walkthroughs - Equipment verification

Features: - Pass/fail items - Photo documentation - Inspector notes - Date/time stamps

Procedure Checklists

[SCREENSHOT MARKER: procedure-checklist] Description: Show a procedure-style checklist. How to capture: Show a checklist for following procedures.

Used for: - Step-by-step processes - Standard operating procedures - Setup/shutdown procedures - Training completion

Features: - Sequential steps - Completion verification - Notes for each step - Sign-off requirements

Compliance Checklists

[SCREENSHOT MARKER: compliance-checklist] Description: Show a compliance-style checklist. How to capture: Show a checklist for compliance verification.

Used for: - Regulatory compliance - Audit preparation - Policy adherence - Certification requirements

Features: - Required documentation - Evidence uploads - Compliance notes - Audit trail

Tips for Completing Checklists

Organization

  • Complete items in order
  • Don’t skip items
  • Add notes as you go
  • Upload attachments promptly

Accuracy

  • Read each item carefully
  • Verify completion before checking
  • Be thorough with notes
  • Double-check required items

Efficiency

  • Gather materials before starting
  • Complete in one session if possible
  • Use templates for recurring checklists
  • Save progress if available

Common Checklist Tasks

Task Steps
Start new checklist Create tab > Select role > Click template > Create
Complete item Read task > Do task > Check box
Add notes Click in notes field > Type notes
Upload attachment Click upload > Select file
Submit checklist Complete all items > Click Submit
View submitted My Checklists > Submitted > Click checklist

Checklist Best Practices

Before Starting

  • Understand the purpose
  • Gather required materials
  • Have attachments ready
  • Review all items

During Completion

  • Follow items in order
  • Be thorough
  • Document findings
  • Take photos if needed

Before Submitting

  • Review all items
  • Verify required items checked
  • Check notes are complete
  • Ensure attachments uploaded

Troubleshooting Checklists

Can’t Check Item

  • Item may be locked until previous items complete
  • May require additional information first
  • Check for error messages

Can’t Submit

  • Check all required items completed
  • Verify all required notes added
  • Ensure attachments uploaded
  • Look for validation errors

Lost Progress

  • Check My Checklists > Current
  • Auto-save may have preserved work
  • Recreate if necessary

Next Steps

Next: Administration