Checklists are the basic units of work defined under an Activity to inform the assignees exactly what is expected of them. Under a checklist, you can define action steps, which can further have sub-action steps. In addition to being used under the Activities to mark off the checklist items, the checklists also contribute to the progress calculations of Jobs, Job milestones, and Activities by counting the number of completed checklist items and sub-items. In this article, we will explore the types of checklists, how to create them and how to use them.

 

In this article, we'll be covering the following items.

• Checklist Types
• Create a Global Checklist
• Using Checklists in Activities

 

Checklist Types:

In im✻PACT, we have 3 different types of checklists:

1. Action: These are the checklists associated with the Action stage of the Activity. This checklist defines exactly what the Action stage assignee is required to do to mark an Activity as complete.
2. Verify: This is the checklist that is used to verify the Action stage of an Activity. The Verify assignee, in addition to verifying the Action checklist, must also complete the verification checklist to ensure that the Action stage passes all the Quality Assurance checks.
3. Accept: This is the 2nd level of verification checklist that is used to verify both the Action and the Verify stages of the checklist. This is carried out the the Accept stage assignee.

 

Create a Global Checklist:

im✻PACT offers 2 ways of creating a checklist. You can create a Global checklist which can defined once and reused for multiple Activities. We recommend this method if you have similar Activities where the completion requires similar steps. You can also create a Local checklist directly under an Activity. Generally, this is created when an Activity has a highly specific checklist that does not need to be reused. In this section, we'll go over how to create a Global Checklist.

1. Navigate to your Landing screen and tap the Checklists button from the jump-off points.
   
   
   
   
2. You'll be routed to the Checklist Listing screen. We currently don't have any checklists defined so let's create our first one by tapping the New Checklist Name add bar.
   
   
   
   
3. Above your phone keyboard, you'll notice some more options. Here, you can define the type of your checklist (action, verify, accept). You can also copy an existing checklist to modify and save as a new checklist. Once you're done entering the checklist name, tap the Done button on your keyboard.
   
   
   
   
4. If your checklist is created successfully, you'll see the entry in the listing. Currently, the checklist is empty without any steps or sub-steps defined under it. Let's further modify the checklist by tapping the checklist tile that we just created.
   
   
   
   
5. You'll be routed to the Checklist Details screen. Here you can start adding some more details to your checklist. The following is a breakdown of the various components of this screen.
   
   
   
   

 Name: Here you can edit the name of your checklist which would be your primary identifier for the checklist.
Type: Tap here to switch the checklist type between Action, Verify, and Accept.
 Tags: Attach some tags to this checklist for searching and classification purposes.
 Checklist Item Entry: Here, you can view and enter all the steps under this checklist. Tap here to bring up the keyboard and enter the checklist step name.
 Banner Images: You can decorate your images with some banner images to help distinguish your checklist.
 Description: Add some further description to your checklist.

6. After you have added some checklist steps, banner images, and a description, let's populate a checklist item with some further checklist sub-items. Tap on the arrow of the checklist item where you'd like to add sub-steps.
   
   
   
   
7. You'll be routed to the Checklist Item Details screen. Here you can start modifying your checklist item and adding sub-items. The following is a breakdown of the various components of this screen.
   
   

 

 Name: Here you can edit the name of your checklist item which would be your primary identifier for the checklist item.
Action Response: Tap here to modify the required response on this checklist item. This would help you create an advanced checklist item with customisable checklist item responses. For more information on advanced checklists, you can refer to this article.
Checklist Sub-Items Entry: Here, you can view and enter all the sub-steps under this item. Tap here to bring up the keyboard and enter the checklist sub-step name.
Description: Add some further description to your checklist item.
 Attachments: You can add some supporting documents (such as PDFs, MS Word files etc.) to provide some further context to the assignee regarding this checklist item.

8. After you have added some checklist sub-steps, you can further modify the checklist sub-step. To do so, tap on the arrow of the checklist sub-item tile you'd like to modify.
   
   
   
   
9. You'll be routed to the Checklist Sub-Item Details screen where you can modify your checklist sub-item. The following is a breakdown of the various components of this screen.
   
   

 

 Name: Here you can edit the name of your checklist sub-item.
Action Response: Tap here to modify the required response on this checklist sub-item. For more information on advanced checklists, you can refer to this article.
Description: Add some further description to your checklist sub-item.
Attachments: You can add some supporting documents (such as PDFs, MS Word files etc.) to provide some further context to the assignee regarding this checklist sub-item.

10. Once you have added all your checklist items, and their sub-items you can do a final preview of what your checklist would look like by tapping the Preview button.
    
    
    
    
11. The checklist preview will show up as follows:
    
    
    
    

Using Checklists in Activities

Once you have created your Global checklist, it is now time to start utilising it in your Activities. This section will guide you in the checklist usage in Activities.

1. Navigate to the Activity Details screen of the Activity where you'd like to use this checklist. On the screen, tap the Checklist Editor tile.
   
   
   
   
2. This would bring up the sheet where you can use a Global checklist or create a new one.
   
   

 

 Workspace/GPT Toggle: Toggle this switch to Workspace if you'd like to use an existing Global checklist from your Workspaces. im✻PACT also has ChatGPT integration to allow you to dynamically generate your checklist using AI. You can switch to AskGPT to generate your checklist. Please note that this is subject to your entitlement plan.
Global Checklist Listing: In this section, you'll be able to see all the Global checklists that have been created. You can tap on a checklist to import it into your Activity.
Create a Local Checklist: Tap on the Create with Title add bar to start creating a Local Checklist for your Activity. The steps to create a Local checklist are the same as the Global as shown here.

3. After you have selected a Global checklist, or created a local one, the name of the Checklist will be reflected on the Activity Details screen.
   
   
   
   
4. Tap the Done button on the app bar (as highlighted), then press the Save and Exit button.
   
   
   
   
5. The Activity's action assignee would now be able to view the checklist in the Activity Closure screen. They can start marking off the checklist items and sub-items by tapping the Begin Report button.
   
   
   
   
6. In the Checklist Completion screen, they can begin marking off the checklist items as they complete the task. 
   
   
   
   
7. Please note that the user needs to check in before they can start working on the Activity. For more information on how to perform a check-in, you can refer to this article.