Checklists are great for tracking tasks and staying on top of your cases! 🕵️♂️
All case types have their own out-of-the-box checklist that automatically generates when you create a new case.
Configuring checklists
But what if you don't like them? Good news - you can customize them to suit your own processes!
To get started, click on your Profile to access the Settings then select Case Type Settings.
Under the Case Type Settings, select a case type that you want to manage and click on "...". Next, select Edit to configure a case and its associated checklist.
💡Note: If you edit or copy one of the Workia standard case types, you will receive pre-loaded Workia tasks that you can then edit and turn off. However, some people like to start from zero - so if you want a new case type without any pre-configured tasks, simply click on the '+' at the top of the case type you want to create.
Adding checklist items
Workia has provided a list of pre-configured items for a given case type (unless you created a new case type - see note above). In all scenarios, it is also possible to add new checklist items.
You can add a new checklist item by clicking on the "+ " button on the top of the list and fill in the corresponding details!
The checklist automatically updates after the details of the new checklist item has been filled out.
Arranging checklist items
Checklists items can be bucketed into the status that they relate to - e.g. 'Invite employee to a briefing' might appear in the pre-move status. This helps you track the status of the case overall, as it moves through different statuses.
Checklist items can be rearranged by drag and drop or by going into Case settings and clicking on "...". Next, select Move to a Status and choose where to put the item.
💡Note: Once you have updated the template, you can pull the changes to existing cases by clicking on the bottom part of the checklist section. Applying this update will reset the checklist to the template checklist, replacing any updates made.
Automation in checklists
To make tasks easier and more specific, you can add automation buttons to checklist items!
In the checklist item, simply choose which automation button you want to be added to the task. In this example, we've added a button to send an email. Clicking on the Send Email button opens the email assistant!
Here are the automation options available:
CREATE - cost estimates, approvals, and merge documents
SEND - emails or notifications
UPLOAD - documents to a case
UPDATE - redirect to update a specific case section
Enabling or disabling checklist items
Clicking on the toggle button will enable and disable checklist items.
💡 Custom checklist items behave differently, you can enable and disable them individually, and you can also change the name of the item or remove it from the checklist by clicking on the three dot icon by the item name.
Managing checklist items in a case
For a more organized and streamlined process, tasks are grouped by their status. Clicking on the corresponding status will collapse and expand to show tasks listed in them.
Drag and drop checklist items in a case to rearrange them based on your priorities!
Marking checklist tasks
You can mark accomplished checklist items as Complete by simply checking the corresponding box. Tasks done after a smart action are auto-completed.
Items can be marked as NA or Not Applicable. This helps users stay organized and track progress easily.
To mark an item as NA or not applicable, open the checklist item and click on "...". Next, select set as NA. Tasks marked as NA appear will have broken lines in the progress bar. From here, you can also delete the checklist item.
💡Note: Items marked as NA or Completed checklist items are automatically hidden from view but an indicator is shown on the progress bar.
To view these marked items, simply toggle the Show completed items button at the bottom part of the checklist!