Super users can create and amend checklists that can be filled out on the mobile app or on the desktop.
Checklist settings are broken down into two components, categories and templates. Categories are folders which house the templates, so for example users could have a category called ‘Ladder Checks’ and within that, they could have a variety of templates i.e. ‘Weekly Ladder Check’, ‘Monthly Ladder Check’ and ‘Quarterly Ladder Check’
If the category you need already exists, proceed to Step 3.
If the checklist you need already exists and you are just making edits, proceed to Step 4.
Step 1. Creating a New Checklist Category
- Go to Settings > Checklists
- At the bottom of the screen, you will see two options. Choose 'Add New Checklist Category'
Step 2. Name and create the category
- Enter a name for your new category
- Click display in menu
- Duplicate the name on the ‘grid columns’ tab
- 'Save and close' the category.
Step 3. Adding a New Template to our Category
- To add a new template to our category, click the plus symbol next to our newly created category and click ‘Add New Checklist template’.
- Name your checklist template and duplicate the name for the plural box.
- You then need to add a ‘system generated prefix’ this is a shortened version that will be displayed on the system for example if we were to create ‘Monthly Ladder Check’ we could name this MLC.
- If you would like this checklist to be available when you hover over the checklist section of the main menu select ‘Display in Menu’. If you select this option you will need to give access to this new menu option via role-based menu visibility.
- Click the ‘Available on Mobile Devices’ option if you would like the checklist to be available on the QUOODA® Mobile app.
- Click ‘Save and Close’ and the new Monthly Ladder Check will be available within its category.
TOP TIP – If you want to edit these settings later you select ‘Edit checklist template’ from the options under your checklist.
Step 4. Adding Tabs to the Checklist
We need to now add tabs to our checklist, these will house our checklist questions. You can create as many tabs as you want so take some time to think about your structure. For this example, we will create 2 tabs. The first will be called details and the second will be the ladder check itself.
- Click the plus symbol next to your new template
- Click 'Tabs'
- Click 'Add new tab'
- Name your Tab
- Click 'Save and close'
Step 5. Adding Questions to our tab
To add questions, click the tab and then select ‘Manage Custom Fields’.
You will be presented with a choice of field types where you can pick the way you want your question to be answered. Common examples include:
- Calendar – this will present a date field
- Time – this will present a time field
- TextArea – This will allow the person completing the checklist to add a free text answer
- Yes/No/NA/Unqualified Option – creates up to 3 radio buttons as the answer choices to the question
- Choice – You can create a fixed list of options as a drop-down list
- Lookup Data – A prefilled list of data from elsewhere in QUOODA®
For a full list of the available options and more in-depth explanations of how to use them please visit our custom field types help page.
TOP TIP: The Text Box, Text Area and Yes/No/NA field types have an additional option to ‘Allow Images' as additional evidence when answering questions. You can enable this setting via the 'Details’ tab on the field settings.
The system will automatically add an asset field and a managing agent field to all checklists. In this example, we will add the date of inspection and time of inspection to the details tab.
Step 6. Repeat this process for all the required questions
We can now repeat this process for the Ladder Questions, in this example we will create some yes/no/na questions.
All field types will have 2 common options:
- Is Field Mandatory? – select yes if you would like the checklist to need an answer to this before it can be saved
- Display on entity grid? – select yes if you want the answer to this question to be available as a filterable option on the checklist table
Repeat this process with as many different field types as you need to cover the required questions.
TOP TIP – There is a ‘Completed by' and ‘Completed date’ on the cover page of every checklist PDF. When you add a question to your checklist which covers this information you can link it to these fields via the Advanced tab. You can set the ‘Map to static field’ option on that tab
- ‘Inspected by’ will map to the 'Completed by’ field
- ‘Inspected date’ will map to the ‘Complete date’ field'
Step 7. Mapping assets to the checklist
Every checklist will be associated with an entity in QUOODA®. Usually, this is an asset of some description but it can be anything you need it to be. Examples include:
- Property Inspections – these will map to property assets
- DSE Self Assessments – these will link back to employees completing them
- Ladder inspections – if you have ladders set-up as sub-assets they would link to them, if not they would link to the property the ladder is within.
The asset field that is automatically added to every checklist will be populated by the entities you map to the checklist in this step. To map entities to the checklist follow these steps.
- Go to the template and click ‘Configure checklist template’
- Click the ‘Map’ button on the top right of the screen
- Choose the entity you would like to map to. In this example, we have chosen Assets and then Property
- Click the properties you want or click the select all option on the left
TOP TIP – If you add more entities of that type to the system later please remember to map them to the relevant checklists.
Step 8. User Visibility
To allow users to see the checklist you need to give them access based on their role, for more information on this please see the role security help page.