Lists (Checklists)

Creating Lists

Lists are reusable checklists that can be attached to tasks. They're perfect for standardizing procedures and ensuring nothing is missed.

  1. Navigate to the Lists page
  2. Click
    New List
  3. Enter a list name and optional description
  4. Choose list type: Ordered (numbered) or Unordered (bullets)
  5. Add items to the list

Conditional Items

List items can be conditional, meaning they present multiple choice options that can trigger different actions:

  • Skip to Item: Jump to a specific item in the list
  • Complete List: Finish the list immediately
  • Create Task: Automatically create a follow-up task

Running Checklists

When a list is attached to a task, you'll need to complete it before finishing the task:

  1. Open the task and click on the attached list
  2. Check off each item as you complete it
  3. For conditional items, select the appropriate option
  4. Add notes if needed
  5. Click
    Complete
    when finished

Completion History

Every time a list is completed, a record is saved with:

  • Who completed it and when
  • All items and their completion status
  • Choices made for conditional items
  • Any notes added during completion

Common Scenarios

Scenario 1

Creating a Standard Operating Procedure

You need to ensure every team member follows the same steps for a routine process.

  1. Navigate to Lists and click 'New List'.
  2. Choose 'Ordered' type so steps must be followed in sequence.
  3. Add each step as a list item with clear, actionable instructions.
  4. Attach the list to the relevant task as a required checklist.
  5. Team members must complete every item before the task can be marked done.
Scenario 2

Building a Branching Inspection Checklist

An inspection has different follow-up actions depending on what's found.

  1. Create a new list and add the initial inspection items.
  2. For items that need branching, toggle 'Conditional' on.
  3. Add choice options (e.g., 'Pass' → continue, 'Fail' → create follow-up task).
  4. Set the action for each choice: skip to item, complete list, or create task.
  5. Test by running the checklist to verify all branches work correctly.
Scenario 3

Reviewing Checklist Completion History

A manager needs to audit how checklists were completed over the past month.

  1. Open the list you want to review.
  2. Click 'View History' to see all past completions.
  3. Filter by date range or user to narrow results.
  4. Click any completion record to see item-by-item details and choices made.
  5. Export completion data via Reports for further analysis.

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