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Checklists

Use checklists to track items and activities that you must verify, check, and inspect on site. Checklists ensure that your project stays on track.

General rules

License: Certain actions, such as adding checklist records, require a license as well as security permission. Contact your project administrator if you are unable to perform some actions using the mobile app.

Required fields:

If auto-numbering is on, numbers are assigned to checklist records with non-draft statuses when they're synced to the database.
Required fields are marked with an asterisk (*) and are enforced for non-draft records.

Workflow statuses:

Draft checklist records are only visible to the user who created them.
Checklist records can't be changed back to the Draft status.
Checklist records with a locked status can't be edited or deleted.

List view

Workflow status
Closed records are locked and cannot be updated
Sub-menu: duplicate or delete
Record number
Revision number
Subject
Checklist template
Assignee information

Record view - Description, References

Opens the Approval section with a list of configured approvers
Save the record
Sub-menu: Select to add an approver or checklist item, or to duplicate the record. Duplicate the record
Checklist template used to create this checklist
Checklist module
Number - Not visible in Draft mode if checklists are set to auto-increment (web > general settings)
Record status
Checklist template revision number
Subject
Location of this checklist
Courtesy copied
Select to pin the record to a drawing, or link it to drawings, photos, or videos

Record view - Checklist Items

Description
Photo carousel - excludes photos attached to a comment
Select to view who this item has been assigned to, the comments, and attachments
Select Yes (to approve), No (to reject), or N/A (not applicable)
Assign it to a project contact
Add comments and include supporting photos or files
Add photos - these will appear on the photo carousel

Creating

To create a checklist

In the Checklists list view, select .
Choose a checklist template, then select Add.

Contact your project administrator if no checklist templates are available.

Add a subject for your checklist.
Select Done.
To send courtesy copies, select CC.
Enter additional details, then select .

To duplicate a checklist

When duplicating checklists, a new revision is created based on the checklist template. Only the subject, any custom field data, and the location are copied. Courtesy copies and links are not copied to the new checklist.

For steps on how to duplicate checklists, see Duplicate Record.

Editing

To add a location

In the Location box, select >.
Choose a location from the list.

The location hierarchy is set in the web application.

Select Select.
Select .

To add items to a checklist

From your mobile device, you can add additional items to your checklist.

These new items are only added to your current checklist and will not apply to the checklist template from which the checklist was created.

Open a checklist.
On the top-right corner, select .
Select Add checklist item.
Select the checklist type to add it or select None to add a label with no additional data-entry fields.
Optionally, include a Yes/No/NA toggle for Currency, Date, Date and Time, Number, Text, and Time checklist types.
Enter a short description, then select Done.
Select Add.

The new checklist item is added to the bottom of the checklist under the Additional Items section.

Select .

To sign a signature type checklist item

Open a checklist.
Scroll down to the signature checklist item.
Select Tap to sign.

A pop-up signature card displays.

Use your finger to sign the signature card.
Select Done to save your signature and return to the record.

—Or—

Select Undo undo icon to erase your signature.

—Or—

Select Cancel to return to the record.

Select a date from the Date field.
Select Done.
Enter your first and last name in the Name field.
Select Done.
Select Assign to assign this item to a project contact. A notification is sent to the assignee.
Select Comments to enter your comments. Photos or files included in the comment are not displayed in the checklist item's photo carousel.
Select Photos to take a photo or video. Photos are displayed in the photo carousel.
Select .

The Checklists record list displays.

Approving / Rejecting

To approve / reject a checklist item

Open a checklist.
Review the checklist item to accept, then select Yes (approve) or No (reject).
Select Assign to assign this item to a project contact. A notification is sent to the assignee.
Select Comments to enter your comments. Photos or files included in the comment are not displayed in the checklist item's photo carousel.
Select Photos to take a photo or video. Photos are displayed in the photo carousel.
Select to access the Approvals page.
Select your approvers card where you can enter your signature and indicate the status of your approval task. This status will not affect the status of the checklist item.
Select Done.
Select < to return to the checklist record.
Select .