People Resources

Checklists

Checklists are a series of tasks of HR processes like recruitment, performance review, induction process, new joinee process, employee exit process etc., In other words, it's a simple to-do list used to define your HR workflow actions. The corresponding Checklist will be triggered whenever a record is added, edited, approved or rejected and the respective task owner(s) will be notified automatically through an email about the task(s) assigned.

Configuration of Checklist

Administrators (those who have the 'Admin' role) can create and assign checklist tasks to co-workers, individuals, departments and roles. Checklists are created based on the forms that are available in your organizational account. You can create multiple checklists for each individual form.

How do I create a new Checklist?

To configure a new Checklist, please follow the steps below.

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Checklists'.
  4. Click on the 'Add Checklist' button.
  5. Name the Checklist.
  6. Choose a form from the list and its action on which the Checklist task(s) must be triggered.
  7. Create task(s) and assign owner(s) for the task.
  8. Click 'Save'.

Example Scenario

Here's a basic and a simple scenario of how Checklists can be used in an organization. Let's consider the 'New Joinees' process: When a new employee joins an organization, the basic things that you (an HR) must do is to create login access for the employee(s), provide ID card, allocate a place, provide work computer, phone, configure system, enroll employees in the benefit plans, etc., That is such a huge list! It could be an easy process for 1 or 2 employees but not in the case of more than 10 employees. You cannot email or call each individual or department members to get this done every single time. You can eliminate this tiresome process and highly reduce manpower just by creating automated checklists.

Configuring Checklists for New Joinees

A Checklist can contain as many number of parent tasks and sub-tasks. Please follow the step by step instructions given below to configure the 'New Joinees' process for your organization.

  1. Log in as Administrator
  2. Go to 'Setup' at the top of the page.
  3. Click 'Checklists'.
  4. Click 'Add Checklist' button.
  5. Name the checklist as 'New Joinees'.
  6. Select the 'Employee' form.
  7. To invoke the checklist, select when 'A record is added'.
  8. Click 'Next'.
  9. You'll now be in the 'Add New Task' Page.
  10. Here, you can add task and assign it to individuals, teams and roles. You can add multiple different tasks one after one.
  11. Below is the list of tasks that you need to add and assign.
    • Allocate Place for Employee(s): Assign this task to the Reporting Manager of the employee.
    • Enroll Benefit Plans for Employee(s): Assign this task to the Finance Department.
    • Conduct Induction Program for New Joinees: Assign this task to the HR Department.
    • Provide Laptop for New Employee(s): Assign this task to the System Admin Department.
      1. Setup System Configuration: Assign this task to the IT Department.
      2. Provide Phone to Employees: Assign this task to the System Admin Department.
    • Create login access and provide ID Card: Assign this task to the HR Department.

    In the above mentioned task list, there are 5 parent tasks and 2 sub-tasks. Parent tasks can be completed simultaneously whereas sub-tasks cannot be completed before completing the corresponding parent task.

    The task 'Provide Laptop for New Employees' is a parent task assigned to System Admin Department and the tasks 'Setup System Configuration' and 'Provide Phone to Employees' are its sub-tasks. System Admin Department should first provide laptops to new joinees and mark the status as completed. Once done, the task notification mail will be sent to the IT Department and System Admin Department for the corresponding sub-tasks. The parent task should be completed first and only then the sub-task alert will be triggered. The other 4 parent tasks do not have sub-tasks. So they can be completed simultaneously by any one and at any time. Each department or individual should manually mark the task status as 'Completed' after completing their respective tasks. Only then the Checklist status will show 'Completed'.

  12. Add tasks as mentioned in the 11th step. To learn more about adding new tasks, click here.
  13. You can directly configure mail alert and create custom templates or use pre-defined templates while adding a task.
  14. You can also set the duration for the task.
  15. Assign individual, team, role or even based on form fields.

    Note:

    • The values listed in the 'Form Field' are the 'Look up' fields that was added while you created the form.
  16. Click 'Save' if you have finished adding task or click 'Save & New' to add more tasks to the same Checklist.
  17. To reorder the tasks, just drag and drop the tasks in the order that you want.

When will a Checklist be triggered?

The Checklist tasks will be triggered based on the below form actions:

  • When a record is added.
  • When a record is edited
  • When a record is approved.
  • When a record is rejected.

For example, whenever a new record is added in the Employee form, checklists that are associated with the 'Employee' form will be triggered automatically and an email notification will be sent to the respective owner(s) of the task based on the task workflow.

How do I Edit, Enable/Disable and Delete Checklists?

Edit a Checklist.

  1. Go to 'Setup' at the top of the page.
  2. Click 'Checklists'.
  3. Click on the 'Edit' icon for the intended Checklist.
  4. Modify the Checklist.
  5. Click 'Save'.

Enable/Disable a Checklist.

  1. Go to 'Setup' at the top of the page.
  2. Click 'Checklists'.
  3. Click on the enable/disable icon for the intended Checklist.

Delete a Checklist.

  1. Go to 'Setup' at the top of the page.
  2. Click 'Checklists'.
  3. Click on the 'Delete' icon for the intended Checklist.

How do I add a new task?

Once you add a new record for a Checklist, you can add multiple tasks to it and assign owner(s) for each individual task. Follow the steps below to add a new task.

  1. Once you add a new record, you will be taken to the page as shown below.
  2. Click 'Add New Task'.
  3. Specify the task name.
  4. Add a description.
  5. Set task duration to be completed.
  6. Assign owner for the task. You can assign the task to any individual, team, role or form field using the Lookup.
  7. Configure 'From' and 'To' fields for sending Mail Alert and create a custom template for the task. Learn More.
  8. Click 'Save'.

Custom Templates for Checklists Tasks.

Templates in Checklists helps you to easily send template messages to task owners about the task assigned to them. While creating a task for a Checklist, you can directly type in custom templates so that the task owner will be notified through an email containing the custom template message. The template preview lets you choose the appropriate pre-defined templates based on the form selection. Each individual form can contain multiple templates. You can choose the required one from the pick list. Click here to learn more about Templates. You can also create a new template or edit the default template based on your requirements. It highly saves your time and makes the process much simpler!

How to use Templates in Checklists

As explained in this scenario, the first task in this Checklist is to add a task to the Reporting Manager of the employee to allocate a place. To Configure a template, please follow the steps below.

      1. Click 'Add New Task'.
      2. Specify the task name.
      3. Add a description.
      4. Set task duration(in number of days) to be completed.
      5. Assign owner for the task. You can assign the task to any individual, team, role or form field using the 'Lookup'.
      6. For configuring Mail Alert, select the 'From' and 'To' fields.
      7. Add a Subject for the Template.
      8. If you already have a pre-defined template, you can choose that from the pick list.
      9. If not, you can edit the default template and write your own custom template.
      10. If you would like to create a new template, click 'Create Template'.
      11. The new template box will appear with the 'Insert field values' option.
      12. Write a new template and add field values like 'Reporting To, 'Employee Name', 'Emp ID' by using the 'Insert field values' option.
      13. 'Insert field values' option contain Checklist parameters like 'Task Owner', 'Checklist Name' and 'Checklist Item name' as shown in the image below.

        Task Owner: A Person for whom the task is assigned.

        Checklist Name: Name of the Checklist. For example, 'New Joinee' Checklist.

        Checklist Item Name: Item name of the Checklist. i.e., Task name of the Checklist. For example, 'Allocate place for employee' task.

      14. Click 'Save'.

Below is a sample template image for 'Allocate Place for Employee' task.

How do I add sub-tasks?

Few HR processes will have multiple set of tasks. Such tasks can be split up into sub-tasks and can be handled separately by a different team or individual. Adding a sub-task is same as adding a parent task. Follow the steps below to add sub-tasks.

  1. Go to 'Setup' and 'Checklists'.
  2. Click on the Checklist that you have created.
  3. All the tasks (parent tasks) will be listed.
  4. Just drag a task and move it under any parent task. Make sure to place the task slightly down to the right side of the parent task.
  5. You can add as many parent tasks and sub-tasks in a Checklist.

When will a sub-task be triggered?

A sub-task will be triggered only when the corresponding parent task is completed. The email notification will be sent to the owners of the sub-tasks automatically when the parent task is completed.

How do I view the status of the Checklists tasks?

  1. Log in to Zoho People.
  2. Go to 'Home'.
  3. Click ' Checklists'.
  4. To view all the tasks that was assigned to you, click 'My Checklist Tasks'.
  5. You can view all your tasks based on the status.
  6. To view the Checklist requests that was triggered by you, click 'My Checklist Requests'.
  7. To view all the Checklists, click 'All Checklist requests'.

How do I change the status of the Checklist tasks?

To change the status of the Checklist tasks, please follow the steps below.

    1. Log in to Zoho People.
    2. Go to 'Home'.
    3. Click ' Checklists'.
    4. Go to 'My Checklist Tasks'.
    5. Scroll your mouse over the 'Update Status' and change the status.

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