Workflow - Tasks: How to use Task Checklists
How to use Task Checklists Overview
The purpose of this guide is to provide you with instructions on how to use Tasks with a Checklist.
Checklists offer a way to create a list of items that need to be completed as part of a Task. The checklist items can be Optional or Mandatory and are a great way to ensure all component of a Task are completed.
How to Create a Task for your Client with a Checklist
Access your client's tasks.
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The most efficient way to add a task for a client is to click on the Tasks / Workflow menu option in the client menu.
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Click on Tasks.
- In the Tasks panel click on the Add button.
- Enter the Subject of the task.
- Enter a Description of the task.
- Click on the Comments Tab.
For this task we can create a checklist of the items that need to be completed before the task can be completed. You also have the option to force the assignee to complete each item in the checklist before they can complete the task. This acknowledges that they have completed the required actions.
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Select Yes to add a Checklist to this task.
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The Add to Checklist controls whether additional items can be added to the Checklist. For example, if you want to create a task and then allow the assignee to add additional checklist items, you would need to select yes here. If you don't want them to add more items to the checklist, select no. When used in a Task template, this prevents users adding items in addition to the items set in the template.
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Set Force Checklist Completion to Yes so all mandatory items must be completed in order to complete the Task.
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To add items to the checklist click on the + icon.
- Add a description for the checklist item you are adding.
- Select if the item is mandatory for the user to complete or if it is an optional item.
- Enter a due date the item should be completed by.
- Click Ok to save the checklist item.
- Click on the + icon and repeat this process to add each item to the checklist.
- After all items have been added to the checklist click Save.
How to Complete a Task and he Checklist Items
Open the task by:
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Clicking on the Action button
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Select Edit.
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Click on the Comment Tab to access the checklist.
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Click on the edit button.
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Select Yes in the Completed field.
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Click Ok.
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The task checklist items update here as they are completed.
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Click Save after you have updated the checklist item.
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Return to this section each time you have actioned an item in the checklist and select edit to complete the item.
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Click Save.
Once you have competed all the checklist items, click on the status field and select Complete.
If you try to complete a task that has mandatory checklist items, a pop up message appears notifying you that the task can not be completed until the checklist items have been completed within the task.
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