Checklist Set-Up Documentation

Keystyle Support Team -

 

Corresponds with V: 1.10 of the Portal

QUICK LINKS:

PORTAL SETTINGS

MANAGE CHECKLIST TEMPLATES

MANAGE CHECKLIST LOOKUPS

DOWNLOADING & DISTRIBUTING CHECKLISTS

PORTAL SETTINGS:

LOCATION: Admin, Portal Settings, Checklists

  • Checklist Administrator Security Group Number (from VP)

    • You can either create a new Security Group in Viewpoint or add an existing one.

    • Users within this security group will have access to Manage Checklist Templates, Manage Checklist Lookups

  • Checklist Report Override RDL (include .rdl in filename)

    • If you choose to change the format of the printed checklist pdf you can put the new report name here

    • The current report is in C:/Program Files 9x86)/Keystyle Data Solutions/Keystyle Data Solutions/HRIM/BusinessLogic/SSRS and it is called “HRIM_Checklist.rdl”

  • Show Branch Filter in Checklist Index

    • This feature is specific for the company that sponsored checklists.

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Manage Checklist Templates:

LOCATION: Office Tools, Manage Checklist Templates

Only users in the security group added to the portal setting “Checklist Administrator Security Group Number” will have access to the Manage Checklist Templates and Manage Checklists Lookups pages.

To create a new template:

  • Select “New Template”

  • Create New Template Name

    • This will be the name your users see when they create a new checklist.

  • TEMPLATE NAME: At the top of the screen you will see the field with ‘Template Name’. This can be changed at any time.

  • USER GROUPS: You must assign your checklist to a user group via this dropdown, per template. If you do not, users (Non-Checklist Admins) will not be able to use this template.

  • REPORT RDL: The Report RDL field is to specify an SSRS report that was made specifically for this template. Exported checklists will use this report output in place of the default.

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Header Field’s:

There are different sections of the Checklist you are about to create. There is a header and then groups. The header section is for anything that you would like to be at the top of your checklist.

  1. ADD HEADER FIELD: Click Add Header Field to add a new field on the header.

  2. NAME: Aka the database value

If you want the Job or an Inspection date to show in the checklist grid, you will have to Name the fields on the checklist template: Job Name or Inspection Date. You can then change the Label field to something more fitting like Job: or Date: and the value will show in the grid on save.

  1. LABEL: The label is the text that will appear on the Header for this field.

  2. TYPE: The type dropdown contains a few options: Text, Numeric, Date, Time, Dropdown, or Checkbox. The type needs to match the format you would like for your Header Field information.

NOTE: You can add new type dropdowns in Manage Checklist Lookups.

  1. REQUIRED: The required checkbox determines if this header field requires a response before being submitted.

  2. Restricted: Only users who are part of the enabled security group (see portal setting) will be able to see and edit this field.

  3. DEACTIVATING: If you no longer want a Header Field to be shown you may deactivate it by unchecking the Active checkbox.

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New Item Group:

Once you are finished with creating the header for your new checklist, you can add other sections to your checklist by adding new groups.

  • Type in the name for your new group and then click the “Add New Group” button.

NOTE: This goes in the order you enter them in (first group on the top, last one at the bottom).

  • To begin editing and adding fields to your new group, you will need to click on the group name.

    1. ADD ITEM: Click Add Item to add a new Item to your group.

    2. UP/DOWN ARROWS: Use these to rearrange the order of your items.

    3. PAPERCLIP: Use this to attach a picture to your group item.

    4. ITEM NUMBER: If you want to number the items on your checklist (recommended) you can enter an item number in this section.

    5. ITEM PROMPT: This is the question your user will be answering.

    6. ITEM LONG PROMPT: This field allows you to add additional detail to your item.

    1. RESPONSE TYPE: Choose how your user will respond to the items on the checklist. There are a few basic options: Checkbox, Date, Full Signature, Initials, Number, Prompt Only, Time, Yes/No.

Other response type options include:

  • Numeric (1, 3, 5) – Can be used to track how well safety rules are followed and any number selected below 5 will be counted as a safety violation in the checklist grid. These violations can be resolved before they are submitted.

    1. DROPDOWN: If you select Checkbox list, Dropdown, or Radio Button response type, you will need to select a checklist lookup that will populate the options in the checklist.

    2. MAX LENGTH: If you select the Multiline Text or the Single Line Text Response Type, you will need to specify how many characters you want to allow in the response here.

    3. SHOW COMMENTS: When show comments is selected, you will allow users to add additional information in a comment box for that item.

    4. SHOW ATTACHMENTS: If this option is enabled, it will allow users filling out the item in the checklist to attach attachments.

    5. REQUIRED: By selecting this option, the item will be required to be filled out before the checklist can be submitted.

    6. REQUIRED ATTACHMENT: If the show attachment option is selected, this option will become available. By selecting required attachment, a user filling out the checklist will have to attach a document or picture to the item before it can be submitted.

    7. ACTIVE: You may choose which items are visible on your checklist by checking or unchecking the checkbox.

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Deleting an Item Group:

If you would like to delete a group click the “Delete Group” Button next to New Item Group. A pop-up will have you select the Group and then click “Delete” to delete the group.

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Saving your Checklist:

You do not need to click any save buttons; your checklist template is automatically saved with all your information.

MANAGE CHECKLIST LOOKUPS:

LOCATION: Office Tools, Manager Checklist Lookups

To Create your own

  • Select “Add New Look-up” in the Select Look-up dropdown

  • Enter the Lookup Name

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Downloading & Distributing Checklists

To Distribute:

  • Go to Field Tools, select checklists

  • Select which checklists you want to use by (1) checking the box next to it’s name then (2) click on Distribute Checklists

  • The “Distribute Checklists” pop-up will appear:

    • Type in the email address you would like to send the checklists to and then press “+” to add to the list.

    • If you need to Add another attachment, select “Add Attachment” to add another attachment

    • When you’ve finished press “Send” to send your checklists

NOTE: For Emails addresses to pull in Distributing checklists the LDAP settings must be filled in [Admin, Portal settings Administration/Initial Set-up]. Once the LDAP Domain and Path are filled in go to Admin, Portal Settings and select “Refresh Global Email List” from the Administrative Actions List.

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To Download

  • To Download the Safety checklist select the boxes of the checklists you would like to download and select “Download”

 

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