Web App: Creating Checklists

Checklists are a catalog of items managed through a specified process and within a set timeframe. Use this tutorial to understand how to create checklists in your SmartSense account.

1. 1. Navigate to the DIGITAL LOGBOOK tab and select  CHECKLISTS from the dropdown.
      
      
      
      
   2. On this page, you can manage existing checklist groups or add a new checklist group by selecting the + CHECKLIST GROUP button in the right corner. A modal window will appear.
      
      
      
      
   3. Enter a unique name for your new checklist group under the NAME field then select CREATE. The checklist group will appear under the Checklist Groups.
      
      Now that the checklist group is created, you can start adding checklists to the group. Select the name of the checklist group to begin.
      
      
      
      
   4. In the right corner, select + CHECKLIST. On the Create Checklist page, you will need to fill out any fields marked with an asterisk. In the CATEGORY field, select an option from the dropdown. In the NAME field, enter a unique label that is easy to identify, e.g., “AM temperature check.” In the TYPE field, select one of the available options. The NOTIFICATIONS field is optional and can be added later. In the FIRST AVAILABLE field, clicking the box will display a calendar where you must select a date. The START TIME field is where you will add the time that the checklist begins, and the TIME AVAILABLE box is the number of hours that the checklist is available. 
      
      
      
      If you select the TIME OVERDUE checkbox, you can override the previous field so that the checklist can be completed even if it is overdue. In the ITEM SELECTION field, choose an option to designate whether the checklist is fixed or dynamic. Finally, CHECKLIST ITEMS can be added, however, this is optional and can be done later.
      
      
   5. Once you are done, select SAVE. Alternatively, if you wish to create another checklist, select SAVE + CREATE ANOTHER. You should now see the checklist under the selected checklist group.
      
      
   6. If you have multiple locations and wish to add another layer to the newly created checklist, select the ASSOCIATIONS tab, then click on + CHECKLIST GROUP ASSOCIATIONS. A modal window will appear.
      
      
      
      
   7. Select the location(s) that fall under the alert acknowledgment association. Click SAVE when you are done.
      
      
   8. In the top left of your screen, select BACK TO CHECKLIST GROUPS to display the NOTIFICATIONS tab. If you wish to schedule notifications for a specific checklist, you will need to add a notification. Select + NOTIFICATION to get started.
      
      
      
      
   9. In the CREATE NEW NOTIFICATION IN field, a dropdown will appear where you must select an account. In the NAME field, enter a label such as “AM notification.” In the TYPE field, select an option from the dropdown. In the TIME field, select an option from the dropdown. In the NOTIFICATION FREQUENCY field, select an option from the dropdown.
      
      
      
      Next, you will have to add a recipient. Under RECIPIENT ROLE, select a person from the dropdown. Under CONTACT METHOD, select the preferred form of communication for the recipient. In the SEND NOTIFICATION field, you can send notifications to the recipient or configure the time and days that notifications are allowed.
      
      If you would like to have multiple recipients, select + NOTIFICATION FREQUENCY.
      
      
   10. Once you are done, select SAVE. Alternatively, if you wish to create another checklist, select SAVE + CREATE ANOTHER.
       
       
   11. To add the notification to a checklist, go back to the CHECKLIST GROUPS page then select the checklist group.
       
       
   12. Hover over the checklist you wish to use then select the PENCIL ICON to the far right.
       
       

       Note: Notifications can only be applied to scheduled checklists created with category types of FOOD SAFETY, QUALITY, or OTHER.

        

   13. You should now be on the EDIT CHECKLIST screen. Locate the + NOTIFICATIONS  button and a modal window will appear.
       
       
       
       
   14. Select the notifications that should be applied to the checklist then click the SELECT button.
       
       
   15. Click the SAVE button in the bottom right corner to record changes.

How to Copy a Checklist Group

1. Under DIGITAL LOGBOOK > CHECKLISTS you can find a list of Checklists. Here you have the option to copy a Checklist Group by selecting the ELLIPSIS (three dots) to the far right and clicking COPY CHECKLIST.
   
   
   
   

2. On the next page, fill out all the required fields (marked with an asterisk) and select SAVE to apply changes. All Checklists that belong to the Checklist Group will be copied with a start date of the current date.
   
   

   Note: Associations will not be copied.

    

3. Additionally, you can change the checklist type from AD HOC to SCHEDULED and vice versa.