Checklist Alerts is an add-on functionality used to escalate issues and notify specific users of critical, urgent, unexpected, or significant findings in data that has been submitted via Checklists.
If a user finds a critical error when completing a checklist, they can click Report Issue to initiate a checklist escalation. A notification will be sent immediately to the chosen communication channel.
How do Checklists Alerts work?
A webhook is a unique URL that sends notifications to external applications (such as Microsoft Teams or Google Chat) in real-time when an issue is reported.
2. Set up your Checklist Alerts.
There are two options for setting up your checklist alerts:
Set up Platform Alerts: With platform alerts, all checklist alerts submitted on your platform will be sent to the same channel.
Create & Assign Alert Recipients: Alternatively, you can create multiple recipients and assign them to the relevant checklists, directing alerts sent from each checklist to specific individuals, teams, or channels.
3. Report Issues.
When users complete a checklist and report an issue, the notification is sent immediately to the configured channel. This allows you to fix escalated issues right when they happen.
Note: Checklist Alerts are not yet available on the Native App 📱
Create a Webhook
To activate Checklist Alerts, you need to create a webhook URL that allows notifications to be sent to the desired channel. Below are instructions for creating webhooks for Microsoft Teams or Google Chat via Zapier.
⚠️ Warning for Microsoft Teams Users ⚠️
Microsoft is deprecating the Microsoft Office 365 Webhook Connector. All customers should transition to using Microsoft Teams Workflows.
Follow the instructions below to create a new webhook for Microsoft Teams.
Create a Webhook for Microsoft Teams (via Workflows)
Create a Webhook for Microsoft Teams (via Workflows)
In the video below, we will walk you through how to create a Webhook URL for Microsoft Teams and use this to configure your Checklist Alerts in SwipeGuide. We'll also show you how to report an issue and where you will receive the alert.
To create a Webhook for Microsoft Teams:
Navigate to the channel to which you would like to send the alert.
Click the three dots next to the channel name and select Workflows
Select the option Post to a channel when a webhook request is received
Edit the name for the workflow and click Next
Check the Team and Channel and click Add workflow
Copy the webhook URL and use this to set up Platform Checklist Alerts or individual Alert Recipients
Create a Custom Webhook for Google Chat (via Zapier)
Create a Custom Webhook for Google Chat (via Zapier)
You can use workflow automation tools such as Zapier to create custom webhooks for your checklist alerts. In this example, we will create a new Zap (a Zapier workflow) that receives a custom webhook payload and forwards a notification to Google Chat.
To create a Custom Webhook for Google Chat via Zapier:
Create a new Zap in Zapier and base it on a Trigger
Select Webhooks by Zapier as your trigger
Select Catch Hook in the Event section
Go to the Test tab and copy the webhook URL
Use this URL to Set up your Platform Checklist Alert OR Create & Assign an Alert Recipient
To provide Zapier with an example event, Report an Issue on your checklist
In Zapier, go to the Webhook Test tab and click Test trigger
Click Continue with selected record
Add an action linked to Google Chat and enter event type Create Message
Connect the Account that you will use to interact with Google Chat
Click Continue
Navigate to your Google Chat where you would like to receive the alerts. Follow the steps to connect Zapier and allow zaps in your Google Chat
In Zapier, you should now be able to select the Google Chat Room
Compose a Google Chat message using a combination of text and the fields from the SwipeGuide Webhook
Navigate to the Test tab and click Test step. You will now receive a test message in Google Chat
Publish your Zap. Once published, any escalated checklist alerts will trigger this Zap, resulting in a message being sent to Google Chat
Set up Platform Alerts
By setting up Platform Alerts, all checklist alerts submitted on any checklist in your platform will be sent to the same channel.
👉 Recommendation: Choose this option to send all alerts to the same channel. This option is best for small teams who want a centralized notification system.
💡 Note: Only Platform Admins can set up Checklist Alerts
Click Settings > Checklist Alerts
Select the tab Platform Alerts
Paste the Webhook URL and click Save
When a user reports an issue on any checklist, the notification will be sent to the designated channel.
Create & Assign Alert Recipients
You can create multiple alert recipients to direct checklist alerts to different channels. After creating the alert recipients, you can assign recipients to individual checklists.
👉 Recommendation: Choose this option to send checklist alerts to specific channels based on the checklist. This is best for larger organizations with multiple departments or locations.
1. Create the Alert Recipient
💡 Note: Only Platform Admins can create alert recipients
Click Settings > Checklist Alerts
Under the Recipients tab, click on the + button to create a new recipient
Enter a unique name for your alert recipient
Select the Method Type:
Microsoft Teams for Teams webhook
Custom webhook for other channels
Paste the Webhook URL and click Save
2. Assign the Alert Recipient on your Checklist
💡 Platform Admins, Admins, & Editors can assign alert recipients to a checklist
Navigate to the Checklist where you want to assign an alert recipient
Click on the three dots next to the checklist and select Set alert recipients
Choose the recipients from the list (add up to 4 recipients)
Click SET RECIPIENTS to save
When a user reports an issue on this checklist, the notification will be sent to the designated channel.
