Checklist templates

You can create and publish checklist templates, which are used for checklist records. Your changes are saved automatically if you navigate to the previous or next checklist template.

The template list displays draft templates and the newest published revision of each template. If you unpublish a template, it remains in the list until you create a new revision for it.

  1. Open the record settings.
  2. Click Checklists.
  3. On the settings menu, click Templates.
  • In the checklist template settings, click the template.

You can add different types of items to a template.

You can include an optional results selector for each item type except for Labels, Memos, Section Headers, and Section Headers - Copyable.

Checklist example

Checklist created in the ProjectSight web app

Item type Description
Currency Number field for a monetary value.
Date Field with a date selector.
Date and Time Field with a date and time selector.
Dropdown List List of options that are defined in the template.
Label Text without a field or results selector.
Memo Multi-line field for alphanumeric text without a results selector.
None Label with a results selector but no additional field.
Number Generic number field.
Section Header Header above a group of items. In a checklist record, the items under the section header are grouped together.
Section Header - Copyable Header above a copyable group of items. In a checklist record, the header and its group of items can be copied and inserted as a new section.
Signature Signature section. The fields in the signature section are read-only in the web application but can be completed in the mobile app.
Text Single-line field for alphanumeric text.
Time Time field that's not affected by timezone adjustments.
Yes/No Yes or no toggle.

A checklist template contains checklist items, which are questions and their acceptable response types. You can add the items in ProjectSight or use the Excel import sheet.

  • Required fields are marked with an asterisk (*) but aren't enforced until you publish the template.
  • The workflow status is updated automatically based on the publishing status of the template.
  1. On the navigation toolbar, click add_circle (Create).
  2. In the Name field at the top-left, enter the template name.
  3. In the Information panel, select the module.
  4. On the Checklist tab, add the checklist items.
    1. Click Add.

      2. —Or—

      To insert a row above the current one, click Insert.

    2. In the new row, select the item type, and then enter the item description.
    3. To include the results selector, select the Include Yes/No/NA checkbox for the item.

      4. The Include Yes/No/NA checkbox is not applicable for the Label, Memo, Section Header, and Section Header - Copyable types.

    4. For dropdown lists, click , and then enter each option on a separate line.
      5. Dropdown list example
    • To reorder the items, click a row, and then click Up or Down.
    • To remove an item, select the checkbox for the row, and then click Remove.
  5. On the Approvers tab, click Add, and then select the project roles that can approve the checklist.

    6. When a checklist is created from this template, project contacts in the selected roles are automatically added to the Approvals tab.

    In the following images:

    1. Team members: Project roles are assigned to the contacts.
    2. Checklist template: Roles are selected for the approvers.
    3. Checklist record: Contacts in the selected roles are approvers.
  6. To save the changes and keep the template open, click save (Save).

    7. —Or—

    To save the changes and close the template, click arrow_back Done.

  1. Open the latest revision of a published checklist template.
  2. On the navigation toolbar, click content_copy (Copy).

    3. The revision number is incremented automatically.

  3. Edit the template name.
  4. On the Checklist tab, edit the items.
  5. On the Approvers tab, edit the project roles.
  6. To save the changes and keep the template open, click save (Save).

    7. —Or—

    To save the changes and close the template, click arrow_back Done.

    When you publish this revision, the previous revision is automatically unpublished.

You can edit checklist items in ProjectSight or use the Excel import sheet. Only unpublished checklist templates can be edited. To edit a published template, create a revision of the published template and publish it.

Record and field permissions are checked when you export checklist templates to an Excel file and when you import the file into ProjectSight.

  1. Open the checklist template.
  2. On the Checklist tab, edit the type or description of the items.
  3. To reorder the items, click a row, and then click Up or Down.
  4. To remove an item, select the checkbox for the row, and then click Remove.
  5. On the Approvers tab, edit the project roles.
  1. Create or open a checklist template.
  2. On the navigation toolbar, click Project export toolbar button (Import/Export) > Export to Excel.

    3. The existing checklist items are downloaded in an Excel file.

  3. Open the Excel file.
  4. Add, edit, and delete the checklist items.
    • Value Type and Description are required fields.
    • For dropdown lists, enter the options in the List Values column, and type a caret (^) between them.
      • List options example
    • The Include Yes/No/NA column is not applicable for the Label, Memo, Section Header, and Section Header - Copyable types. If you select Yes for these types, the selection is ignored when you import the Excel file back into ProjectSight.
  5. Save the Excel file.
  6. In ProjectSight, open the checklist template.
  7. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  8. Select the Excel file to import.

    9. The Checklist tab is updated to match the file.

Publish a checklist template to make it available for creating checklists. You can also unpublish a template so it's no longer available.

  • In the checklist template, click Publish Template.
  • In the checklist template, click Unpublish Template.

    • The checklist template is now locked and can't be republished. You can create a new revision of the template and then publish it.

You can only delete checklists that have never been published.

  1. To switch to the Select mode, select the checkbox for a checklist template.
  2. To select more checklist templates, click each one.

    3. —Or—

    To select all the checklist templates, click done_all (Select All) on the navigation toolbar.

  3. Click more_horiz (More) > Delete Selected Records.

To delete one checklist template, you can also:

  • Click more_horiz (More) > Remove on the checklist template.
  • Open the checklist template, and then click more_horiz (More) > Delete on the navigation toolbar.