How to create and set up Checklists

[thoai.nguyen]

Tired of forgetting important tasks during a job? Our user-friendly Checklists feature is here to save the day!

1. WHAT IS A CHECKLIST?

A checklist consists of a list of tasks that need to be completed in order to do jobs and ensure compliance with regulations.
The Checklists feature in Onix Work consists of 3 levels of organization: checklists, check groups, and checkpoints.

• Checklists: the top level, containing one or multiple check groups.

• Check groups: the second level, containing one or multiple checkpoints. When doing a job, the check group’s status is automatically generated based on the checkpoints’ statuses; however, you can also edit the check group’s status as you wish. To complete a checklist, you have to complete all check groups.

• Checkpoints: the bottom level. Checkpoints are individual criteria with relevant details. To complete a check group, you have to complete all checkpoints by marking their statuses.

Why it helps?

• User-friendly design: Enjoy a modernized and intuitive interface.
• Boosted productivity: Easily create, organize and find checklists.
• Seamless collaboration: Effortlessly share checklists with your partners.
• Enhanced accuracy: Avoid unwanted errors in checklist design and management.

*. A USER-FRIENDLY INTERFACE

The Checklists feature can be accessed from the Settings module.

Before the Summer 1 Release 2023

• Checklists are presented in a small panel without a preview of important information.

• Checklists must be fetched manually, causing friction and slowing down your work progress.

Since Summer 1 Release 2023

• Checklists are listed in a Table layout:

  • Important information is clearly displayed for a quick overview.

  • The layout design is consistent with the Modern Equipment module to help you seamlessly adapt to it.

  • Monitor and view which control categories, equipment or products are linked to the checklist right from the table.

• Buttons for quick actions are displayed on top of the table: New checklist, Edit checklist, Link items, etc.

• The new Filter panel and Search box enhance navigation among checklists.

3. NAVIGATE, MANAGE AND SHARE CHECKLISTS

3.1. Search, filter, sort and group checklists

• Search: Use the Search box on the top right corner to quickly locate the desired checklist.

• Filter:

  • Checklists can be filtered against fields of their general information.

  • Here’s how: Enter values in the filter criteria —> Apply. Quickly remove all filters using this button

• Sort: Click on a column’s name to sort the checklists against that field in ascending or descending order.

• Group: Click on a column’s name —> select Group by to categorize checklists accordingly.

3.2. Quick actions with selected checklist(s)

Comes with the new Checklists feature is a handy toolbar on top of the list, which includes several quick actions for the selected checklist(s).

Selecting 1 checklist

• Link checklist to Control categories, Products or Equipment:

  • Click on

—> choose what you want to link the checklist to —> add linked items from the list.

NOTE:

• If you do NOT link the checklist with any control category, product, or equipment, the checklist will be available for ALL equipment.
• If you link the checklist to any specific control category, product, or equipment, the checklist will only be available to what you have linked.

• Edit details of the checklist:

  • Click on —> a Checklist detail panel will appear for you to view and edit at will.

• Preview with or without procedures

  • Click on
    —> choose to preview the inspection report with or without procedures —> a PDF file is generated for you to view or download.

• Create copy of the checklist

  • Click on —> a new checklist is created with a “Copy of” prefix in its name and identical properties to the original one.

• Share a copy of the checklist with your connected company

  • Click on —> select the wanted company —> OK.

  • An almost identical checklist is created in your partner company’s Settings and its accessibility is set as Private by default.

  • If you check the Connect control categories box, the copied checklist will have the same linked control categories as the original.

• Delete the checklist: Click on —> the checklist will be permanently removed from your company’s system.

IMPORTANT NOTE: You can delete the checklist ONLY WHEN it is not yet used in any jobs.

Selecting multiple checklists

• Delete the checklist: Click on —> the checklist will be permanently removed from your company’s system.

IMPORTANT NOTE: You can delete the checklist ONLY WHEN it is not yet used in any jobs.

4. CREATE AND DESIGN CHECKLIST

4.1. Create a new checklist

• Click on

• Fill in the checklist’s general information —> Save.****

IMPORTANT NOTE

• For a checklist WITH the Job class of Mandatory inspection: when it is being used in a job and has its details edited, the original checklist in this Settings module will also be affected.
• For other checklists: their details will not be affected by adjustments in jobs; they are only editable when you access them in the Settings module.

4.2. Link with control categories, products or equipment

For example, you want to link the checklist with several Control categories:

• In the Checklist detail panel, go to the Linked to section —> select the wanted type of linked item —> a relevant panel is opened.
• Click on —> Browse and tick the wanted items —> Save.
• You can set the checklist as default for certain control category(s):
  • Select one single or multiple control categories —> click on
    —> the green icon will appear next to the control category.
  • To revert the action, select the wanted item —> click on —> the icon is removed from the control category.

If you want to link the checklist with Products or Equipment, the same steps are applied.

IMPORTANT NOTE:

• If you do NOT link the checklist with any control category, product, or equipment, the checklist will be available for ALL equipment.
• If you link the checklist to any specific control category, product, or equipment, the checklist will only be available to what you have linked.

5. DESIGN A CHECKLIST

In Summer 2 Release 2023, the Checklist designer is redesigned completely. In addition, multiple powerful functionalities are added to offer a user-friendly and productivity-enhanced setup process.

5.1. Create and edit check groups and checkpoints

Copy from an existing checklist file

• Open the checklist file —> Copy the texts in the existing checklist. You can copy a single or multiple lines depending on your needs.
• In Checklist designer, click on the text box of a check group or checkpoint —> Ctrl + v / Paste —> Your checklist content will be filled automatically.

Design a completely new checklist

• In Checklist details, Open Checklist designer —> a new panel will open.
• To start, click on Add a check group —> Add a checkpoint.
• Fill in the required fields:
  • Number of the check group or checkpoint.
  • Name of the check group or checkpoint.
• Hit ENTER in a check group or a checkpoint to add a new one.
• Customize other fields to best serve your needs:
  • Procedure: Instructions on how to use the checkpoint.
  • Sample text: How a proper comment should look like. This field is only visible in Onix Work, so you can crosscheck with the inspection report once a job is filed.
• Continue creating by clicking on Add a check group or Add a checkpoint.

5.2. Select statuses that will be applied during jobs

• Define a set of available statuses for each checkpoint.
  • Only necessary statuses that are ticked will appear for selection when doing inspection jobs.
  • Set a status as Default and will show up first when filling in the checkpoint.
• Quickly set statuses for the entire checklist or check group using the Fill down checkpoint statuses button.

5.3. Reorder the check groups and checkpoints

• Add a check group in the middle of other check groups by hovering in the space between 2 items.
• Reorder a check group or checkpoint by dragging and dropping it to the desired location.
  • If the Auto-numbering toggle is ON: Ordering numbers will be automatically updated. The number format is 00 for check groups and 00.00 for checkpoints.
  • If the Auto-numbering toggle is OFF: Ordering numbers/texts will not be updated and you need to adjust manually.

5.4. Navigate the checklist quickly

• Quick access: This interactive “table of contents” helps you quickly navigate to a check group or checkpoint with a click.
• Expand/Collapse buttons: open the check groups and checkpoints to view their content easily.

6. DELETE A CHECKLIST, CHECK GROUP OR CHECKPOINT

• Checklist: In the Checklist detail panel, click on Delete button —> The checklist will be permanently removed from your company’s system, regardless of its link with any jobs.
• Check group and checkpoint: Hover over the check group or checkpoint —> A button will appear on the right —> Click on it to remove the check group or checkpoint.