Checklists

Checklists in Unifize serve as structured, action-oriented components within records, ensuring tasks are completed systematically. Checklist refers to the collection of structured attributes and data fields associated with each checklist item, enabling enhanced process tracking, automation, and collaboration. These fields allow users to define and categorize checklist items with meaningful data, facilitating better visibility and compliance.

See: Checklist Definition

Types of Checklist Fields (Metadata)

The following fields are available in Unifize checklists:

Data Entry & Collaboration Fields

• Text – A free-text field for entering descriptions, comments, or details.

• Picklist – A dropdown selection of predefined values, allowing structured data input.

• Number – A numerical entry field, useful for calculations and analytics.

• Date – Allows users to input a date manually or via a date picker.

• File Upload – Attach/upload documents or images for reference.

• PDF – Generate a printable PDF version of the checklist using a predefined template.

• Form – Add a pre-configured form for handling multiple line items within a checklist.

• User – Assign a user from the organization to a specific checklist item.

Process & Relationships Fields

• Approval – Enables digital signatures and formal approvals for compliance and document control.

• Linked Field – Establishes a two-way link to another process or record within Unifize.

• Parent Conversation – Links the checklist to another process as a parent conversation.

• Child Conversation – Links another process as a child conversation for better traceability.

Organizational & Structural Fields

• Section – Divides the checklist into collapsible sections for better organization.

• Subsection – Adds a collapsible subsection within a section to categorize checklist items.

• Revision – Allows the creation and management of conversation revisions for tracking changes.

Navigating the Checklist

Accessing Checklist Metadata

1. Open a Record from My Conversations or use the Search Bar.

2. The Checklist is open by default on the right edge within each record.

3. You can use your mouse to expand the Checklist to your desired width.

4. Click on any checklist item to view or modify its metadata.

Updating Checklist Fields

• Click on a checklist item to edit fields such as status, assignee, due date, or linked fields.

• Anytime a user updates a field on a checklist, it gets reflected to all record participants in real-time.

• Use File Upload or PDF fields to attach relevant documents.

• Add structured input using Picklist, Number, or Date fields.

• Establish relationships between processes using Linked Field, Parent Conversation, or Child Conversation.

• Organize checklists efficiently by adding Sections and Subsections.

Customizing Checklist Layout

Unifize allows users to control how the checklist appears within a record by adjusting the layout to suit their workflow. This is especially helpful for records with long or complex checklists where more screen space is needed to focus on data entry.

There are five layout options available:

• Single Column – A compact, linear view of checklist items

• Double Column – A two-column layout for grouped or parallel sections

• Triple Column – Ideal for wide checklists with multiple sections

• Split View (50/50) – Divides the screen equally between the checklist and conversation thread

• Full Width – Expands the checklist to use the entire screen by collapsing the conversation panel

Users can manually resize the layout within any individual record by dragging the divider between the checklist and the conversation pane.

Admins can also define a default layout across all records within a process by configuring it in Process Settings.

To learn more, read the full guide on Checklist Layout Settings.

Best Practices for Using Checklist Metadata

✅ Keep checklist items structured – Use appropriate fields to categorize data efficiently.

✅ Leverage Linked Fields – Connect related records for seamless data flow.

✅ Utilize Sections & Subsections – Organize complex checklists into manageable components.

✅ Attach relevant files – Upload documents to provide additional context.

✅ Use approvals when required – Ensure compliance by integrating approval workflows.

Checklist Metadata in Unifize transforms simple task lists into powerful process management tools by adding structured attributes. With a wide range of fields available, teams can enhance visibility, improve accountability, and drive efficiency across operational workflows. By leveraging these features, organizations can ensure traceability, compliance, and effective collaboration.