Checklist items are the list of tasks for checklist in the Equus Platform. The number can vary depending on the checklist configured. You can arrange the order, provide additional customization and set up automation.
Adding Checklist Items
Click
to add checklist items.
The Checklist Template Details screen shows the Edit Checklist Item section. Populate the fields to add a checklist item of the following categories:
Basic Information
The following fields are available:
Name: The Name displayed internally on Tasks and Notifications widget.
Sequence: Items displayed on the task widget for an Employee are displayed according to Due Date, then by item sequence.
Required: When checked, marks the checklist item as a required item in a Checklist.
Description: Additional details to help further clarify the purpose of the checklist item. This field is a mandatory field and supports Rich Text Format capabilities.
Page: Checklist item will appear on the Page selected for the assigned resource when that resource is an internal user.
Milestone: When checked, indicates the checklist item to be a significant event in a Checklist. They are also used in the portal to provide a high-level outline.
Milestone Description: Additional information if the checklist item is marked a Milestone. This field will only visible if Milestone checkbox is enabled.
External Site Link: Stores the URL for the external site. When this field is used, the Name of the Checklist Item will be rendered as a link to the External Site Link allowing users to access external pages from within the Mobile Employee Experience (MEE). Upon saving the checklist item with an invalid URL, an error message will appear.
Merge Tags
Name, Description, and Milestone Description fields support merge fields from the user report selected in the User Report for Merging field at the Checklist Template Details level. Merge tags must have a prefix of "&EQ_” and added to the user report's field column caption values. Note that column captions must be fully unique so that no merge tag can be found within another tag if matched using "start with" comparison, therefore it is recommended that column captions do not include spaces.
When the checklist level is equal to Company, checklist templates (System and Company) supports ‘User Report for Merging’ using the Company ID prompt in the backing user report.
Automating Checklist Items
You can automate checklist with automatically assigning the task to a resource and if there are other tasks that needs to be complete in order for a checklist to start.
Allowed Resources
A checklist can be assigned to an assignee or any resource available in Equus Platform. When a resource role is selected, only resources with the selected resource role can be assigned to the item. All resources will appear or can be searched in the dropdown list. An error message will return if you choose to assign a resource that doesn't have the allowed resource configured.
: to add a resource role for the checklist to be assigned. Select the resource role in the dropdown and tick the check box to remove the resource.
Can Assign To Employee: Tick this checkbox if the checklist item needs to be assigned to an assignee instead of a resource
Predecessors Section
A predecessor item is any checklist item needed in order to start a checklist item. This can be configured regardless of the sequence configured. To add a Predecessor item click
to add new predecessor(s). Click and select the task from the Predecessors drop down list.
Note that the list will appear blank for the first checklist item that is created for the template.
Task Management Section
There are three sections for managing tasks in a checklist: Start, Item Due, and Completion.
Start
Start Item When: Identifies whether the checklist item automatically starts: When the checklist starts or when the predecessor is complete. If it is to be started manually, select Do Not Auto Start
Notify Resources When Item Starts: A Yes value identifies that the resource/employee (identified in the Allowed Resources section) will receive an email when the item has started. The email includes details and links for the Checklist Item, Checklist, and Company.
Auto Assign To Employee: This assigns the assignee to the checklist item once the checklist is started.
Automatically Assign When Item Starts: Select a resource role based on the selection(s) for Allowed Resources. This assigns a unique user to the checklist item once the checklist is started. For company and project initiated checklists, you will need to mark the company contacts and/or project contacts as the ‘Tasks and Reminders contact’ so the checklist knows what resource to automatically assign items. Company initiated checklists can only see company contacts types on the list but Project Checklists can see both company and project contact types.
Item Due
Item Becomes Due: Enter the number of days on which the checklist is to be due after the item start date.
Automatic Reminder to Resource: When checked, sends an email to the assigned resource/employee when an item is due and overdue. The email includes details and links for the Checklist Item, Checklist, and Company. The following must be specified when Automatic Reminder to Resource is checked:
Send Reminder to Resource: Send the reminder to the resource/employee on a specific Number of days Before or After the item due date if it is not completed.
And Remind: Send an additional reminder either <Once> or <Once Every> specific number of days until the checklist item is complete.
Completion
Notify Resources when Item Completes: Sends an email to the assigned resource/employee when the checklist item completes. The email includes details and links for the Checklist Item, Checklist, and Company.
Allow Not Applicable: Allows the resource/employee to complete the item by marking it as n/a. This indicates that the item might not really be completed, but no longer shows as a task for that resource/employee.
Complete Item:
Manually - If the item is set to manually complete, the assigned resource/employee must manually check the Complete checkbox for the item.
Automatically - If the item is set to automatically complete, the item is dependent on a field or value change. When this value is selected, additional fields will appear.
Auto-Completion
To configure a checklist item for automatic completion, open the checklist line item and set Complete Item to Automatically. When Automatically is selected, additional fields display.
Identify whether a page, a questionnaire or an e-signature document opens when an employee or resource clicks the task. This allows employees or resources to navigate to the right place in order to trigger completion. This is required when Auto Assign to Employee or Assign to Employee is checked. This can be configured for resource users but is not required. Only one of the following is allowed:
By Going to Page: Select the page that will open when the task is clicked. Page must be configured to be shown to employees or resources.
By Going to Questionnaire: Select the Questionnaire that will open in the Questionnaire Application. For employees, this only works with tasks on the MEE's Tasks section and the Equus Platform must be configured to support opening the Questionnaire Application from the MEE. For internal and external resources, this only works with tasks on the Internal – Tasks and Notifications widget.
Please contact an Equus Representative for assistance in configuring questionnaires on the MEE or widget. Selecting this option will automatically default the Take Action, Data Source, Target Field, and Conditions fields/sections to the appropriate values that relate to Questionnaires. Make changes as appropriate. Beware that if the Questionnaire Screen Name changes on the Questionnaire Definitions screen, the name will need to be manually updated in the Conditions fields.
By Going to E-Signature Document: Selecting this option will create a task in MEE's Tasks section. The task opens the E-Signature Document that requires their signature.
Take Action: Identifies what action triggers completion.
Target Field Value Changes – Completion is triggered when a field value changes or a blank field is populated.
Data Source – The table that contains the field that is being monitored for a change.
Target Field - The field that is being monitored for a change.
When Target Date Passes> - Completion is triggered when a specific date field in the system passes.
Include Dates in the Past: When checked, identifies that the item’s completion will be triggered if a past date is entered. This will only take action when a date field is updated to be in the past; it won’t apply retroactively to records containing a date in the past.
Trigger: Identifies the date on which the item is completed. Articulated by the amount of time before or after the Data Source. Enter the following:
A Number that identifies when the item must be completed.
Whether the checklist is completed based on <Days>, <Weeks>, <Months>.
Whether the checklist is completed <Before> or <After> the date identified in the Data Source.
Data Source: The table that contains the field that is being monitored for a change.
Target Field: The field that is being monitored for a change. When a date or value is entered into the Target Field associated with the checklist, the item will automatically complete. Select a Data Source First to activate this field
Alert Only If These Condition Are True: Click
to add filters on completing the checklist line item. Filters are not required for a checklist item to automatically complete, but instead constrain the conditions under which the item completes. If Filters are used, they are similar to conditions found in Quick Workflows where there is a choice of using Field or Business Rule under the Source column of the grid.
Saving
There are several ways to save the configured checklist item:
to save the configuration of the checklist item.
to create another checklist item or
to copy the checklist item configured
Utilize the above options until all checklist items are added to the template.
Things to Note
For the condition to evaluate True when a value is not equal to a specified value or when the record has no value in the field, two condition rows are required. For example: Dependent: Status 'Is Not Equal To' a value of 'On Assignment' followed by an Or comparator and Dependent: Status 'Is Blank' as the second condition row.
