Checklists

Purpose

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 create, edited, either created or 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 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?

  1. Log in as administrator.
  2. Click Setup > Checklists under Automation > Add Checklist.
  3. Provide Checklist name.
  4. Select respective form from the drop-down list.
  5. Create tasks and assign owners for the task.
  6. Click Save.

Example scenario

Here is a basic and a simple scenario of how checklists can be used in an organization. Let us consider the new joinee onborading process: When a new employee joins an organization, the basic things that the HR must do is to create login access for the employees, provide ID card, allocate a place, provide work computer, phone, configure system, enroll employees in the benefit plans, etc., It could be an easy process for one or two employees but not in the case of more than ten 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 man power just by creating automated checklists.

Configuring checklists for new joinees

A checklist can contain as many number of parent tasks and subtasks.

  1. Log in as administrator
  2. Click Setup > Checklists under Automation > Add Checklist.
  3. Provide Checklist name.
  4. Select respective form from the drop-down list.
  5. Click Next.
  6. In Add New Task page you can add task and assign it to individuals, teams and roles. You can add multiple different tasks one after one.
  7. Below is the list of tasks that you need to add and assign for the new joinee onboarding process.
    • 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 administrator department.
      1. Setup system configuration: Assign this task to the IT department.
      2. Provide phone to employees: Assign this task to the system administrator department.
    • Create login access and provide ID card: Assign this task to the HR department.

    In the above mentioned task list, there are five parent tasks and two subtasks. Parent tasks can be completed simultaneously whereas subtasks cannot be completed before completing the corresponding parent task.

    The task Provide laptop for the new employees is a parent task assigned to system administrator department and the tasks setup system configuration and Provide phone to employees are its subtasks. System administrator 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 administrator department for the corresponding subtasks. The parent task should be completed first and only then the subtask alert will be triggered. The other four parent tasks do not have subtasks. 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.

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

    Note:

    • The values listed in the form field are the lookup fields that was added while you created the form.
  12. Click Save if you have finished adding task or click Save & New to add more tasks to the same checklist.
  13. 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. The form actions should be configured in the workflow.

  • When a record is created.
  • When a record is edited
  • When a record is created/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. Click Setup > Checklists under Automation.
  2. All checklists will be listed.
  3. Click Edit under Actions.
  4. Modify the checklist.
  5. Click Save.

Enable/disable a checklist.

  1. Click Setup > Checklists under Automation.
  2. All workflows will be listed.
  3. Select the workflow that you want to enable/disable.
  4. Enable/disable the Status checkbox.

Note:

  • Since the status of the checklist, mail alert and webhooks are associated with the workflow, disabling/enabling a workflow process will trigger/deactivate all the processes that are associated with the workflow. However, you have the option to remove only a particualr process, for example, the checklist from the workflow by deleting the actions.

Delete a checklist.

  1. Click Setup > Checklists under Automation.
  2. Click Delete under Actions.
  3. Click Ok.

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.

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:

  1. Click Add New Task.
  2. Provide Specify task name, Description and Duration to complete the task (in days).
  3. Provide Select individual, Select team, Select role and Select form field from drop-down list.
  4. For configuring mail alert, select the From and To fields.
  5. Add a Subject for the template.
  6. If you already have a pre-defined template, you can select that from the pick list.
  7. If not, you can edit the default template and write your own custom template.
  8. If you would like to create a new template, click Create Template.
  9. The new template box will appear with the Insert field values option.
  10. Provide a new template and add field values like Reporting To, Employee Name, Emp ID by using the Insert field values option.
  11. 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.

  12. 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 subtask is same as adding a parent task. Follow the steps below to add subtasks.

  1. Click Setup > Checklists.
  2. Click 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 subtasks in a checklist.

When will a sub-ask be triggered?

A subtask 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. Click Home > Checklists.
  2. To view all the tasks that was assigned to you, click My Checklist Tasks.
  3. You can view all your tasks based on the status.
  4. To view the Checklist requests that was triggered by you, click My Checklist Requests.
  5. To view all the checklists, click All Checklist requests.

How do I change the status of the checklist tasks?

  1. Click Home > Checklists > My Checklist Tasks.
  2. Click Update Status to change the status.