Checklist Basics/Terminology
If you have a project you are working on and you need an interactive mutual plan, look no further than a ProteusEngage Checklist. Everyone knows that a checklist contains a list of items need to be completed. Our checklists are build smart to create visibility and accountability throughout your project. We have pre-built reminders, automations, and status updates making it easy to stay on track.
If this is your first time using one of our checklists, here is a basic overview of how they work:
Your content managers will build checklist templates, which can be added to modules and published on workspaces. Each checklist template is made up of checklist items.
Each checklist item has:
Name: Summary of the item to be completed
Description/Instructions: Helpful information that details what is required in order to complete the item.
Assignee: The person who will be completing the item
Once a checklist it added to a workspace, checklist items are unassigned by default unless an automation is in place to do so.
Rep users are allowed to assign and unassign checklist items at any time to anyone.
Contacts can assign anyone to a checklist item. If the checklist item is assigned to a contact, a contact can unassigned the item. But when a checklist item is assigned to a rep user, the contact is no longer able to edit the assignee.
Due Date: The calendar date the item is expected to be completed by
Once a checklist it added to a workspace, due dates are blank by default unless an automation is in place to do so.
It is important to always populate due dates as these help set clear expectations and ensure project deadlines/goals are met.
Status: Indicates if the item has been competed or is still being worked on.
Each checklist item has a status. These status names can be whatever you want, but each custom status you choose must be mapped to one of our system statuses. Our system statuses are: Not Started, In Progress, Complete, and Cancelled. For example, you could have many different custom statuses (working, in review, ect.) that all translate to our system status of In Progress. Your content manager has permissions to customize these statuses to match with your organization’s processes.
These help with reporting and analytics to identify progress markers of checklists. Also, status changes can trigger certain automations to alert users of progress.
Section: Checklist items are grouped by sections. Sections can represent phases, milestones or topics within a checklist. Think of a section like a folder to organize certain checklist items. Each checklist item must belong to a section.
Categories: Optional tags to add to checklist items to help organize or group certain items together.
Checklist items can be simple or complex depending on what you want to accomplish.
More complex checklist items can contain the following:
Custom Fields:
Custom Fields allow you to create interactive visuals or requirements to your checklist items. Each custom field option is named to represent the type of content you wish to users to interact with. For example, some checklist items might require images/videos as visual guides, files to be uploaded/edited, or questions to be answered. Each of these can be represented with one of our custom fields built into each checklist item.
Checklist Task (Sub-Item):
Some checklist items require many smaller items to be complete in order to consider the overall checklist item as complete. This is where tasks come in.
For example, one of your checklist items may be to activate your user profile. In order to do this, you need to connect your email, upload a photo, submit your signature, etc. All of these can be tasks under the overarching “activate your profile” checklist item.
Automations:
Automations are actions that happen automatically when triggered by specific conditions. For example, once a checklist item has been assigned, an automation can be triggered to send the assignee of that checklist item a notification to indicate what item they have to work on.
Automations can be added to checklist items. Each item can have many automations or none at all.
Your content managers have permissions to build automation and add them to checklist items in each checklist template. Once a checklist is on a workspace, rep users can add default library automations to checklist items as well as edit/configure each automation to better fit that checklist item use case.
Learn more about Automations and how to configure them here.