Learn everything you need to know about manage checklists tab in TRAKKD.

Trakkd - Manage Checklists

The TRAKKD platform has several menu-items that are dedicated for our digital checklists functionality. Navigate to Manage checklists. All checklists can be managed here. There are two different tabs. Based on the size of an organization one (All checklists) or both tabs will be shown. Three items will be explained below:

Manage Checklists

1. Create new categories

The checklist overview shows all checklists the user might see based on the organizational structure. There are several options:

1. New checklist
Click on New checklist to create a new checklist. This will be explained below.

2. Manage categories
This is only shown if the organization uses Standard checklists. If so, this option is shown in the Standard tab. This will be explained below.

3. Filter options
There are several filter options in the checklist overview:

a. Filter on checklist name
b. Filter on category (only shown in the Standard tab)
c. Filter on organizational unit (only shown in the All checklist tab)
d. Filter on latest version

4. Actions per checklist
There are several actions while clicking on Actionsper document:

a. Edit – Edit the checklist
b. Delete – Delete the checklist
c. Disable – Disable all (standard) questions in the checklist (this is only applicable to standard checklists shown in the All checklist overview)
d. Copy – Copy the checklist (this is only possible with regular checklists in the All checklist overview, Standard checklist can’t be copied)

Checklists need to be planned before they are available in the App or the Pending checklists overview. Check out our Plan checklist page for more information. Changes to already planned checklists are visible when the checklists are published again. Changes do not work retroactively.

2. Create / edit checklists

Click on New checklist to add a new checklists. Both standard and regular checklists are created quite similar. The only difference while creating a checklist is:

  • Standard checklists are added to a category
  • Regular checklists are added to an organizational unit

This overview has a number of functionalities:

1. Checklist icon
Give the checklist an icon so it’s recognizable for users. There are several options:

a. Checkbox
b. Receiving
c. Storage
d. leaning
e. Temperature
f. Audit

2. Checklist name
Give the checklist a name. The checklist name will be shown to recognize the checklist. The maximum number of characters is 100 characters, but make sure the name isn’t longer than necessary since some smaller smartphones might not be able to show all 100 characters.

3. Organizational unit / category (for respectively a regular checklist / standard checklist)
Select the category or an organizational unit the checklist is meant for. It will only be visible for locations with that category or for the selected organizational unit.

4. Add questions (regular)
Add components (categories, questions, answers, actions and action answers) by dragging and dropping these components in the checklist.

5. Customize questions
Edit all text, values, norms, or checkboxes you see to customize the checklist. Determine the questions, values, norms or whether a photo should be allowed. There are two additional functionalities:

a. Allow skipping checklists
If this options is enabled, a user is asked when starting a checklist whether it should be skipped (with a mandatory comment). The checklist will receive the status Skipped.
b. Allow skipping categories
If this option is enabled, categories of the checklist can be skipped. You can do this from the category overview in the App when filling in a checklist. The checklist will receive the status Partially skipped.

There are several components which can be used to create a checklist:

1. Trashcan
Drag questions from the checklist here to remove them.

2. Category
Drag this item to the checklist to add a category. Categories are used to create an overview in a checklist. If a checklist has more than one category, a category overview will be shown in the App.

3. Questions
Drag questions to the checklists. Questions can only be added underneath categories.

4. Answers
Answers can be dragged under a Multiple Choice question and Yes / No (/ N/A) question. By clicking on the red or green dot of an answer, the question changes into a positive or negative answer.

5. Actions
Actions can be dragged under answers and if the will pop-up if the given answer is wrong. Some actions can be added to positive answers as well and will pop-up when selecting this answer. There are three action types:

a. Open action – The user needs to add text and may add a photo.
b. Additional measurements – The users need to do one or more additional measurements. If these are still wrong, the user needs to enter an explanation in an open text field.
c. Multiple choice actions – The user need to select one or more multiple choice actions answers. The user can’t enter any text and the answers are predefined when creating the checklist.

6. Action answers
Action answers can be added underneath multiple choice actions. These will pop-up as buttons as soon as an multiple choice action is triggered.

3. Difference standard and regular checklists

As shown in the previous paragraphs there are some differences between standard checklists and regular checklists. In short, the main difference is:

  • Standard checklists are used by somewhat bigger organizations which has locations that have fairly similar checklists.
  • Regular checklists are used by smaller organizations or organizations with locations that differ heavily for each other if we look at the checklists.

Standard checklists
A standard checklist is a checklist that is added to a category. These categories can be created in the Standard checklist tab. Usually a category translates to one department of a location or an entire location.

The category can be added to an organizational unit. The standard checklists that are linked to that category will automatically be created for that organizational unit. These “copies” are found in the All checklists overview.

These “copies” of the standard checklists can be customized by a location in a limited way. The “copy” of a standard checklist differs in the following ways from a regular checklists:

  • Green/Orange/Red dot
    In the All checklists overview the “copy” of a standard checklist is characterized with a green, orange or red dot. The dot indicated whether the checklists is active, inactive or partially inactive:
    Red dot: All questions in the checklist are disabled
    Orange dot: All standard questions are disabled, but the checklist has some regular questions as well. These cannot be disabled.
    Green dot: At least one question is enabled.
  • Switch on / off questions
    Standard questions in a “Copy” of a standard checklist can be switched off (or on). By switching a question off, the question won’t be shown while filling the checklists. By switching off all questions the checklist won’t be published (unless regular questions had been added).
  • Limited editing
    Users are only able to edit standard checklists to a limited extent. The norm, actions and action answers can’t be edited. The checklist icon and name can’t be edited either. Users are allowed to change the order of questions and add regular questions. Both the question and category text can be edited. The question and category won’t be overwritten when the Standard checklist is saved. Regular questions can’t be turned on or off, but can be deleted by using the trashcan.
  • Plan checklists
    “Copies” of standard checklists can’t be planned in the regular way. This can only be done using a Standard plan.

Regular checklists
A regular checklists (created in the All checklists overview) are added directly to an organizational unit. A regular checklist can be completely changed if the user has permission to edit a checklists.

Regular checklists are planned in the Custom plan overview.