Checklists
Introduction
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.
- Prerequisites
You have completed setup for Checklists.
- Audience
- Maintenance Manager, Technician
Video: Work Order Checklists
Overview
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
- Create and release a Checklist (using a Form Template)
- Attach the Checklist to a Work Order Plan
- Fill out Checklist lines on the Work Order created from the Work Order Plan
- It is possible to have two primary Checklists on a Work Order - one regarding tasks to be done before a maintenance job starts, and one for tasks to be done after the maintenance job is completed.
- A Checklist may trigger another Checklist to open, depending on your Checklist setup. Example: A Checklist line may have an option for a 'Yes' or 'No' answer. If 'No' is selected, that triggers a new Checklist in which one or more lines must be filled out.
- Inspect Answers on the completed Checklist
The screenshot below gives you an overview of the Checklist workflow.
Create and Release a Checklist
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
- Clean the floor around a work area
- Have the correct tools ready for the job
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.
- "Checklist Line Types Explained" is a Checklist in which each line explains a type.
- "Checklist Line Types Explained [01-02-03-04]" show how a line created for each Checklist type is shown on the Checklist. During creation of a Checklist (Form Template Card), you can always select Process > Preview to see if the Checklist is presented in the right way, using the correct line types.
- The final screenshot "Checklist with status "Released"..." is an example of a Checklist that could be used on a Work Order - to be done before the actual maintenance job starts.
When a Checklist is ready to be used, you update the status to "Released". Released Checklists can be selected in the Before Work, During 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.
Creating a Work Order Checklist (from a Form Template)
Data Requirements
- At least one Category of type "Work Order Checklist" exists.
- Form Template Nos. used in Forms Setup is set up as default number series.
Steps 13 expand
Search for and select Form Templates.
Select New.
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.
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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.
Expected
The user can create and release a Checklist, created from a Form Template.
Assign a Checklist to a Work Order Plan
When you have created Checklists, the next step is to assign them to Work Order Plans.
- On a Work Order Plan, you are only able to select Checklists with the status "Released".
- On the Work Order instances, you can only use form templates (checklists) that have a type specified as a Work Order Checklist type.
- You can assign three Checklists to each Work Order Plan - one to be done before, during, and after the maintenance job described in the Work Order.
- Depending on your Checklist setup, more Checklists may be embedded in one Checklist. Those additional Checklists are conditional. They may or may not be triggered when a Before Work, During Work, or After Work Checklist is filled out, depending on the answers/options selected in the Before Work, During Work, or After Work Checklist. You can have two or more levels of Checklists in one 'main' Checklist, depending on your Checklist setup.
- When you assign one to three Checklists to a Work Order Plan, the Checklists are automatically transferred to the Work Order generated from the plan.
- You can also assign a Checklist to the After Close field. This Checklist will be automatically transferred to the Posted Work Order created from the closed Work Order.
Refer to the test case below for step-by-step instructions on how to assign a Checklist to a Work Order Plan.
Assign Checklist to Resource Lines
You can assign Checklists to the Resource Lines on the plan. By default, all fields related to checklists on the resource line are hidden. but you can show them by using personalization. Checklists on resources behave in the same way as checklists on a Work Order Plan.
Assigning a Checklist to a Work Order Plan
Data Requirements
- At least one Work Order Plan (with status 'Open') exists.
- At least three released Checklists (Form Templates) with the category 'Work Order Checklist' exist.
- The Work Order Plan card is open.
Steps 4
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 > During Work field, select the Checklist to be filled out during 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.
Expected
The user can assign Checklists (Form Templates) to a Work Order Plan.
Fill out a Checklist
Checklists are automatically transferred from a Work Order Plan to the Work Order (or even Posted Work Order) generated from the plan.
Checklists are shown in the following fields on a Work Order:
- Before Work - The checklist to be completed before the maintenance job starts, such as preparing the work area for the job to be done.
- During Work - The checklist to be completed during the maintenance job is executed, such as executing different tasks as part of the maintenance job.
- After Work - The checklist to be completed after the maintenance job is done, such as cleaning up the work area.
Checklists added to the Posted Work Order is visible in the After Close field on the Posted Work Order Card.
If Checklists are attached, you see a notification about this 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.
- If a Checklist triggers one or more Checklists, all Checklist lines that are marked as "Mandatory" on all those Checklists must be completed before a Before Work Checklist, During Work Checklist, or After Work Checklist (also checklists on the resource lines) is validated as completed on the Work Order.
- You cannot update the status of a Work Order to "In Progress" unless you have completed the Before Work Checklist.
- You cannot update the status of a Work Order to "Completed" unless you have completed the After Work Checklist.
- You cannot close a Work Order unless you have completed the After Work Checklist or checklists on resource lines.
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 Technician must complete all mandatory checklist lines on all Checklists related to the Before Work Checklist before the status on that Checklist is updated to "Completed". The same applies if you're working with the During Work Checklists.
Filling Out a Checklist on a Work Order
Data Requirements
- At least one Work Order exists.
- The Work Order was calculated from a Work Order Plan containing three Checklists ("Before Work", "During Work, and "After Work"). The Checklists have not yet been filled out.
- The Work Order card is open.
Steps 13 expand
On the Work Order card, find the Before Work, During 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 can't 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 working on the maintenance job, there might be During Work Checklists that you need to fill out.
Select the ellipsis button (...) in the During 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, attaching files, or confirming that you have read a text.
When you have submitted a Checklist, you can't edit it.
You return to the Work Order card. If one or more answers on the During Work Checklist triggered another Checklist, then you see red text "Not Completed (Additional)" in the During Work field.
In that case, select the ellipsis button (...) again to open and complete the next Checklist.
Repeat steps 11-12 as long as your answers trigger additional Checklists.
When you have completed the maintenance job described in the Work Order, you are ready to fill out the third Checklist.
Select the ellipsis button (...) in the After Work field.
Repeat steps 11-12 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.
Expected
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.
Inspect a Checklist
When a Checklist is completed, the word "Completed" is shown in green color in the Before Work, During 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.
Inspecting a Completed Checklist from a Work Order
Data Requirements
- At least one open Work Order or posted Work Order exists.
- The Work Order was created from a Work Order Plan containing one or three Checklists ("Before Work" and/or "During Work" and/or "After Work").
- The Checklists on the Work Order are completed.
Steps 10 expand
Open a Work Order from the Work Orders list or the Posted Work Orders list.
On the General FastTab, find the Before Work, During 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 During Work field. One of these views will be shown:
- If only the During 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 During 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.
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.
Expected
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 means you see all Checklists related to the Before Work Checklist, During Work checklist and the After Work Checklist in one screen.
Add Checklists to Existing Document
Sometimes you just need to add an additional checklist to a document (Work Order or Posted Work Order) that has already been created.
On the Work Order, you can use the Add Checklists action. It opens a window where you can specify which checklists you want to add.
You can use the same action on the work order resource line to add a checklist to the selected line.
For work orders and posted work orders you can do this also directly from the page with all checklists on the selected record (the list can be opened directly from the specific record with the Checklists action). Remember that on the posted work order there is an additional action with the same name that shows all checklists filled in on the work order. In this way, you can only add checklists to the document, not to its resource lines.
