Checklists module

• 1. What is this module about
  • 1.1 Checklist templates
    • 1.1.1 General
    • 1.1.2 Object types and product groups
    • 1.1.3 Checklists versions
    • 1.1.4 Checklist sections and questions
  • 1.2 Checklist work order and individual checklist
  • 1.3 Filling in the checklists
  • 1.4 Email checklist
  • 1.5 Workflow processes
    • 1.5.1 Checklist work order
    • 1.5.2 Checklist (survey)
• 2. Automatic emails send in the workflow(s)
• 3. General checklist module settings
• 4. Additional information on this module

1. What is this module about

The Checklist module enables users to create and manage checklists for ad hoc inspections or in combination with preventive maintenance work orders. Checklist templates for Buildings, Areas and Assets can be created with pre defined questions for the inspector or contractor to answer. Generate a checklist directly from within the object to do a ad hoc inspection or add checklist(s) to a preventive maintenance work order template and the checklist(s) will be included to all generated preventive maintenance work orders generated from the maintenance schedule.

The next parts explain some of the core concepts of this module:

1.1 Checklist templates

1.1.1 General

Checklist templates allow users to quickly create a new ad-hoc- or preventive maintenance work order checklist based on a checklist template with relevant questions or tasks pre defined. Checklist templates can be created for things like building inspections, safety checks, elevator maintenance, etc.

When a (on the spot) inspection needs to be done for a specific object (building, area, or asset), an ad-hoc checklist can be generated for that object, based on the available checklist templates. Checklist can also be used as an addition to the preventive maintenance work orders module. In the maintenance schedule template, the applicable checklist templates can be linked and the checklists will be generated for every preventive maintenance work order.

Users with the system group ‘4. Checklist template manager' (FMB-G076) can create and manage checklist templates. Checklist templates can be created from the navigation menu ‘Maintenance’ → ‘Checklist templates’

1.1.2 Object types and product groups

Customers can have a lot of checklist templates, each for their specific purpose. To be able to distinguish between a checklist template for a building and a checklist template for elevator maintenance for example, an object type needs to be specified in the checklist template:

• Buildings
• Areas
• Assets
• Project phases

When generating an ad-hoc checklist for a building, the user can only select checklist templates for the object type 'Building'. This makes it easier for a user to select a checklist template, if the list of available checklist templates is limited to the actual object, the checklist is generated for.

The same applies for preventive maintenance. The user can only select checklist templates for object types linked to the maintenance schedule template.

For assets, there is one extra level of distinction for checklist templates possible. Different types of assets can be registered in Asset (cars, elevators, fire extinguishers, etc.). When performing an inspection on an elevator, it would not make sense to be able to select checklist templates for the inspection of a car.

Via a ‘Product group' it is possible to only link the asset checklist templates applicable for that product group. The product group of the asset will then determine, which checklist templates can be used for that asset.

When generating an ad-hoc checklist for a fire extinguisher asset, the user can only select checklist templates linked to the product group specified in the asset.

1.1.3 Checklists versions

A checklist template always has one active checklist version. This active version is automatically used when generating checklists for ad-hoc or preventive maintenance work orders.

Checklist versions make it possible to prepare new versions of a checklist without activating them immediately. This allows updates or improvements to be made in advance. Once a version is complete, the checklist template manager can activate the new version at the appropriate moment.

1.1.4 Checklist sections and questions

A checklist is made up of sections and questions. Questions are grouped into different sections. A section is simply a label with an optional description, and it contains one or more questions.

Questions can be created from within a section. When a new question is added, it is automatically linked to the section it was created in. If needed, questions can later be moved to a different section.

When creating a question, two elements are key: the question itself and the answer type. The answer type is selected from a drop-down list and includes common options by default. It defines how the user should respond to the question (e.g., date, text, number, or selecting an object).

By default available answer types:

• Condition
• Date
• Date / Time
• Float
• Integer
• Money
• Ok / Not ok
• Select area
• Select asset
• Select building
• Text
• Text multiple lines
• Yes/no

Info

Additional answer types can be created by adding a new category to the ‘SurveyAnswer’ object. The administrator must then add the desired answer field(s) to that category.

If multiple answer fields are needed for the same answer type, they can be added to the same category. This is useful for an answer type like ‘List', where several lists may be relevant (for example: ‘Type of installation – A, B, C’ and ‘Size of installation – Large, Medium, Small’). In contrast, an answer type such as ‘Yes/no’ only requires one answer field, which already exists by default.

When a category contains more than one answer field, the checklist manager must choose which field applies to the question (answer subtype). If the category contains only one answer field, it is automatically selected and hidden from view.

Additional settings can also be applied to a question. You can specify whether the question is mandatory, whether an extra comment field should be shown so users can add remarks to their answer, and whether users are allowed to upload one or more photos.

1.2 Checklist work order and individual checklist

There are two objects involved in the (ad-hoc) checklist functionality: a checklist work order and a checklist (survey).
When creating a new ad-hoc checklist, you can select one or more checklist templates to generate the checklists. Regardless of how many templates are selected, all generated checklists are grouped into a single checklist work order.

A checklist work order can be completed as a whole, or individual checklists within it can be assigned and completed separately, depending on the situation.

Via the 'Checklists' tab, the linked checklists can be managed. From this tab, the checklists can be opened and handled separately and additional checklists can be added to the checklist work order.

In a maintenance schedule template it is also possible to link checklists. These checklists will be generated for each of the preventive maintenance work orders generated from the maintenance schedule. In this case there is no checklist work order, but the checklists are directly linked to the preventive maintenance work order.

1.3 Filling in the checklists

There are several ways to go through the checklist questions:

• All questions can be answered from a single overview within the checklist work order. If the checklist work order contains multiple checklists, the questions from all checklists are combined into one consolidated overview for completion.
• Questions from each individual checklist can also be answered separately through a similar overview.
• Using the ‘Fill out checklist’ button, questions can be answered one by one. When selected, the first question is displayed, and the user can proceed to the next question when ready. This option can be used from the checklist work order or the individual checklists. This approach is more suitable for use on tablets and smartphones.

1.4 Email checklist

Before signing and completing the checklist, the user can choose to send the answered checklist by email. All checklists within a checklist work order can be combined into a single PDF, or each checklist can be sent as a separate PDF to an email address of choice.

If an individual checklist requires correction, a new document can be generated and sent. The chosen email address will receive the updated checklist reflecting the applied corrections.

1.5 Workflow processes

The following part describes the workflows of a checklist (work order) from a high-over point of view. For a detailed description, see the user manual Checklists module for (end)users.

1.5.1 Checklist work order

Create an ad-hoc checklist
A user can create a new ad-hoc checklist work order with one or more checklists from the desired object (building, area or asset).

Directly handle the ad-hoc checklist
The user who creates the ad-hoc checklist work order can directly complete all questions and handle the checklist work order. The user responsible for handling the checklist work order is required to provide a signature.

Assign the checklist work order to another user
If the ad-hoc checklist work order needs to be handled by another user, the checklist work order can be assigned to that user for completion.

Cancel
The checklist work order can be canceled until the checklist work order is completely handled. Any linked checklists still in status Draft are automatically expired.

1.5.2 Checklist (survey)

Handle an individual checklist from a checklist work order
Through the checklist work order, all checklists can be handled simultaneously. It is also possible to handle each checklist individually. The user to whom a checklist is assigned can complete it and is required to provide a signature.

Expire a checklist
If a checklist is no longer applicable, it can be expired without completing the questions or processing it further.

Correct the handled checklist
Corrections can be made after a checklist has been completed.

2. Automatic emails send in the workflow(s)

Workflows can automatically send emails after a certain task is executed or a workflow has been in a status for a certain amount of time. The default emails need to be activated per workflow. For more information on how to enable the default workflow emails, see Workflow emails.

For the checklist module, an overview of the default workflow emails can be found in the user manual: <LINK TO BE ADDED>

3. General checklist module settings

To navigate to all the general checklist module settings, go to Modules settings → tab Checklists. Hover over the available settings to get more information about a specific setting:

4. Additional information on this module

More information on the Reservation module can be found via the following related articles:

• For an (end) user manual, see: Checklist module for (end)users
• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Checklist module activation and information