A Checklist contains a set of tasks, which must be carried out as part of completing a Work Order. Checklists are created from templates and attached to Work Orders.
You have completed setup for Checklists.
You can create Checklists, which can be attached to Work Orders. A Checklist contains a list of tasks (lines) to be completed in sequential order before or after the maintenance job described on the Work Order.
Working with Checklists includes
The screenshot below gives you an overview of the Checklist workflow.Top
You create a Checklist in the Dynaway Forms module. You use a Form Template to create a Checklist. A Checklist may contain few or many tasks that a Technician must carry out as part of a Work Order maintenance job. Checklist tasks are additional tasks, for example
When you create a Checklist, you add the lines (tasks) that a Technician must complete. Depending on your Checklist setup, an answer on a Checklist may trigger/open another Checklist to be filled out.
You manually change status on a Checklist when it is ready to be used. Here is a status overview:
|Status||Description / related action|
|Open||The Checklist is created.|
|Released||You can attach the Checklist to a Work Order Plan.|
|Closed||The Checklist is no longer used.|
When you add a checklist line (task), there are several line types to choose from in the Type field. To give you an idea of what the different line types look like to the Technician that fills out a checklist - and what they are used for - take a look at the five screenshots "Checklist Line Types Explained" below.
When a Checklist is ready to be used, you update the status to "Released". Released Checklists can be selected in the Before Work and After Work fields on a Work Order.
Refer to the test case below for step-by-step instructions on how to create and release a Work Order Checklist.
Search for and select Form Templates.
Enter a Name (title) for the Checklist. A number is automatically created for the template from the number series setup.
Enter a Description.
Select a Category Code of type "Work Order Checklist".
On the Questions FastTab, you add the required Checklist tasks as lines. Enter text in the Question Text field.
Enter Instruction Text if further explanation is required (apart from what you added in the Question field).
Select a Type on a Checklist line.
If you select type "Options" or "Select" or "Record Lookup", on a Checklist line, additional configuration is required. Select the link in the Configuration field to apply the details.
If you select type "Boolean" or "Options" or "Select" on a Checklist line, you can select Related Forms, meaning you can set up an answer or selection on the checklist line to trigger another Form (Checklist) to be filled out.
If you select Forms to be triggered by a specific answer or selection, those answers/selections are shown as links in the Related Forms field on the Checklist line. This gives you a good overview on a Checklist regarding which Checklist lines use additional Checklists.
The screenshot below shows an example of a Checklist regarding pneumatic work, to be done before work on a Work Order is started. The second checklist line uses the type "Options", and the options are:
- "Yes, I cleaned the floor" and
- "No, contact the Facility Management Dept."
If the "No, contact the Facility..." is selected by a Technician, that selection triggers a Related form (Checklist), which must also be filled out.
Select the Mandatory check box for lines that are important to the task at hand.
Example: On a Checklist, you may ask a Technician about general comments or ideas for new ways to do the work. That sort of task on a Checklist should not be marked as mandatory.
If a Checklist line allows multiple answers, select the Multiple Choice check box on the line.
If a Checklist line involves GDPR-related data, select the GDPR check box on the line.
When you have completed the Checklist, select Release > Release in the ribbon.
The Status field is updated to "Released". Now, the Checklist can be attached to a Work Order Plan.
Note: It is possible to revert status on a Checklist to status "Open". This is done if you want to prevent selection of the Checklist on a Work Order Plan.
To revert the status on a Checklist, you select Release > Reopen in the ribbon.
Tip: During creation of a Checklist, you can select Process > Preview to see how the Checklist will be presented to the Technician.
The user can create and release a Checklist, created from a Form Template.
When you have created Checklists, next step is to assign them to Work Order Plans.
Refer to the test case below for step-by-step instructions on how to assign a Checklist to a Work Order Plan.Top
On the General tab > Before Work field, select the Checklist to be filled out before starting work on the maintenance job.
On the General tab > After Work field, select the Checklist to be filled out after the maintenance job is completed.
In each Checklist field, you can check if the correct forms are attached by selecting the ellipsis button (...) in the proper field.
The user can assign Checklists (Form Templates) to a Work Order Plan.Top
Checklists are automatically transferred from a Work Order Plan to the Work Order generated from the plan. Checklists are shown in the following fields on a Work Order:
If Checklists are attached, you see a notification about this on the Notification line shown at the top of the Work Order. One or two Checklists may be attached to a Work Order. Technicians fill out Checklists as part of their work on the Work Order.
On the Work Order, a Checklist is shown in red color if the Checklist is not completed and in green color if the Checklist is completed.
Refer to the test case below for step-by-step instructions on how to fill out Checklists.
The screenshot "Example of a Checklist..." below shows an example of a not yet completed Checklist.
The screenshots "Work Order with Checklists - Screen 01..." and "Work Order with Checklists - Screen 02..." show the process of working with a Before Work Checklist. An answer in that Checklist triggered another Checklist with at least one mandatory checklist line that has not yet been filled out. The Technican must complete all mandatory checklist lines on all Checklists related to the Before Work Checklist before status on that Checklist is updated to "Completed".
On the Work Order card, find the Before Work and After Work fields on the General FastTab.
Select the ellipsis button (...) in the Before Work field. The Checklist form opens.
Add answers to all checklist lines and select Submit.
Note: Some answers may include entering text, others may include selection in a list, selecting from options presented on the screen, or attaching files.
When you have submitted a Checklist, you cannot edit it.
You return to the Work Order card. If one or more answers on the Before Work Checklist triggered another Checklist, then you see red text "Not Completed (Additional)" in the Before Work field.
In that case, select the ellipsis button (...) again to open and complete the next Checklist.
Repeat steps 3-4 as long as your answers trigger additional Checklists.
When the Before Work Checklist, including any mandatory checklist lines on other Checklists that was triggered by your answers, is completed, you see the text "Completed" shown in green color in this field.
Now, you can update Status on the Work Order to "In Progress" and start working on the maintenance job described in the Work Order.
When you have completed the maintenance job described in the Work Order, you are ready to fill out the second Checklist.
Select the ellipsis button (...) in the After Work field.
Repeat steps 3-5 for the After Work Checklist, including any related Checklists.
When the After Work Checklist, including any mandatory checklist lines on other Checklists that was triggered by your answers, is completed, you see the text "Completed" shown in green color in this field.
If you have completed all work on the Work Order, including created registration lines and posted consumption registration, you are able to update Status to "Completed".
Note: Whether update of status to "Completed" should be done by a Technician or a Manager depends on the workflow in your maintenance department.
The user can fill out Checklists attached to the Work Order.
Update of Work Order status to "In Progress" or "Completed" can only be done when all mandatory Checklist lines on all Checklists related to the Before Work and After Work Checklists are completed.Top
When a Checklist is completed, the word "Completed" is shown in green color in the Before Work or After Work field on an open Work Order.
You can inspect a completed Checklist on an open or a closed Work Order to see the answers provided by the Technician.
Refer to the test case below for step-by-step instructions on how to inspect a completed Checklist.Top
Open a Work Order from the Work Orders list or the Posted Work Orders list.
On the General FastTab, find the Before Work and After Work fields.
Note: On an open Work Order, the word "Completed" is shown in green color in the fields. On a posted Work Order, the word "Completed" is shown as unformatted text.
Select the ellipsis button (...) in the Before Work field. One of these views will be shown:
- If only the Before Work Checklist was used (no other Checklists were triggered), the View - Completed Form Lines window opens, and Checklist lines with answers to each task/line are shown.
- If answers in the Before Work Checklist triggered other Checklists, the Edit - Order Checklists - Order window opens, showing a list of all Completed Checklists on the Work Order. To see answers, select a Checklist on the Completed Checklists FastTab, then select Manage > Answers.
When you are inspecting answers in the Completed Form Lines list, select Related > Attachments to see if files were attached to the Checklist when it was filled out.
If files were attached, a list of files is shown.
Go back to Work Order card.
Select the ellipsis button (...) in the After Work field. One of these views will be shown:
- If only the After Work Checklist was used (no other Checklists were triggered), the View - Completed Form Lines window opens, and Checklist lines with answers to each task/line are shown.
- If answers in the After Work Checklist triggered other Checklists, the Edit - Order Checklists - Order window opens, showing a list of all Completed Checklists on the Work Order. To see answers, select a Checklist on the Completed Checklists FastTab, then select Manage > Answers.
Repeat step 4 as you require.
Return to the Work Order card when the Checklist inspection is completed.
The user can inspect answers provided in Checklists on a Work Order, whether the Work Order is open or closed.
Note: On a Work Order or Posted Work Order, you can also select Related > Checklists to get an overview of all the Checklists. This is means you see all Checklists related to the Before Work Checklist and the After Work Checklist in one screen.Top