Checklists are a series of tasks that a user needs to complete. Arbor Workflows can see whether a task is complete, share a key document within the list or have an important document signed.
What is a checklist?
Our checklists are used to create a series of tasks that a user is required to complete. Checklists are the ideal solution if a user is required to action multiple things at a given time. They’re also great when you need a user to view or sign for documentation. Schools and Trusts use our checklists for many reasons, with one good example being as part of an onboarding workflow.
A checklist could be sent in this example to the new starter, asking them to complete the following things:
- To share ‘Keeping Children Safe in Education’, along with having the user sign and date to confirm they have read the policy.
- Have the user read their job contract, along with signing and dating.
- Sharing a link to some safeguarding training and asking the user to confirm once the course is complete.
Our checklists are highly flexible. However, there are three varieties of a checklist item which you may need when building your checklist. Let’s look at how to create each of these below. 🔎
How can I create a checklist?
- To begin creating a checklist, you will need to start by adding a step to your workflow. From the given options, select the ‘Checklist’ icon.
2. Once you have selected the Checklist, you will be asked to:
- Name the Checklist you are creating.
- Add the email of the person that you would like to assign the checklist to. This will have been collected earlier in the workflow to be able to be selected as a 'tag'. This will have been collected earlier in the workflow to be able to be selected as a 'tag'.
- Select whether you would like to output a PDF copy of the checklist.
3. Now that you have entered a recipient email address, you will also be able to add instructions for the recipient of the email using the ‘Instructions’ button on the right. They will receive these instructions to their email alongside a link to the checklist that you have created for them.
At this point, you’re all set to start adding checklist items, so let’s take a look at how to do that!
Adding Checklist Items
Earlier, we mentioned that there are three varieties of a checklist item that you may want to add. So what are these?
- Creating a to-do item for a recipient to complete ✔
- Sharing a link with a recipient for them to review 🔗
- Sharing a document with a recipient for them to sign ✍️
Let’s take a closer look at how to go about creating each of these items…
Creating a to-do item ✔
The most basic is a simple to-do item.
Here, you are providing a description of what the user should do, along with setting a due date for the item.
To create an item, you will need to start by adding a title to your task and also including any other relevant instructions, as pictured in the example below. At this stage, you can also set a date for when you would like the task to be completed by 🗓️
Once completed, this task will be added to your checklist, and you’re all set to move on to adding more tasks 👍
Sharing a link 🔗
This type of checklist item is ideal for sharing an important web link with a recipient.
Our Trusts use this for sending users to complete important tasks that are hosted elsewhere. An example of this might be sending a new starter to complete their compulsory safeguarding training, which is hosted on a separate platform. Due dates can be set on this type of checklist item. Again, as soon as the user has completed this task, they will simply mark it as complete. ✅
To share a link with a recipient, you will:
- Begin by adding a heading for the task, a due date and some additional instructions in the same way as we did above.
- Then click the ‘Attachment’ button below the instructions box.
- You will then be able to choose either File or Link. Select Link. Once you have selected the link, you will be able to paste and name the link before selecting ‘Add Link’. Your link will be added, and you’re all set to continue with your checklist.
Share a document → signed for ✍️
This type of checklist item is our most powerful. Files can be uploaded to our checklist item, which will be shared with the user. The user will be able to view this document.
If selected, and so long as the document is a PDF, the user may be requested to sign to confirm they have read the document.
We will enforce that the user has read all pages before allowing them to sign as read. The dated signature will be securely saved and populated on the output PDF, if generated. This item will automatically mark itself as complete when the user successfully signs for the document.
To assign a document to be signed by the recipient, you will need to:
- Begin by adding a heading for the task, a due date and some additional instructions in the same way as we did above.
- Then click the ‘Attachment’ button below the instructions box.
- This time, you are going to select ‘File’. You can upload any file type; however, if you would like the document to be signed, then it will need to be in pdf format.
- Once you have uploaded the relevant file, you can then ask for the document to be signed by the viewer.
⏰ If a task on the checklist isn't completed on time, you might need an overdue reminder to kick in. For a more detailed look at reminders, check out our guide Adding a Reminder
💡 Check out our other articles for guidance on adding various steps to your workflow: