# Checklist

### Introduction

In the Unifize platform, Checklists are core components of any process. Checklists define the structure of a process and all the records inside that process. Basically, whichever Checklist is configured and added at the process level will be visible to the users of all the records of that process.

Checklists can be customized to capture specific information requirements, track progress through defined stages, and ensure all necessary data points are collected before a record can be considered complete. This structured approach to data collection helps standardize processes and ensures consistency across similar records.

<figure><img src="/files/y4ipIWNvpPciHcNq3JHM" alt=""><figcaption></figcaption></figure>

### 2. Capabilities

Checklists support a wide range of configuration and operational features:

* You can add, edit, or remove checklist fields from inside a process and all the records of that process by using the Process Builder.
* You can organize checklist fields inside your records using Sections and Subsections to add them in specific categories.
* You can define the layout view by customizing the field width of your checklist fields.
* You can set conditional visibility and field-level logic for any checklist fields.
* Use custom Checklist fields for end-to-end quality and document management of your processes.

### 3. Configuration Steps

1. Start by navigating to the Manage View section.
2. Click on the “NEW PROCESS TEMPLATE” button to create a process inside your org.
3. Give your process a name.
4. Click on the small edit icon next to the process name. This will take you to the process settings.
5. Go to the “Checklist” section and click on the “+ Add Fields” button
6. Upon doing so, you’ll be able to see a list of all the [existing checklist fields](https://docs.unifize.com/manage/processes/checklist#checklist-fields-reference-table). You can choose any number of fields, one at a time, and configure these fields according to the needs of your process.
7. For the selected field, you can set a custom name for every checklist field, configure field settings, and add conditions to your field to configure the field behaviour based on your needs.
8. You can also use the Prompts section to set conversation notifications for your specific checklist fields.
9. Layout can also be adjusted based on specific checklist fields.
10. Once the field settings are configured, you save changes by clicking on the “Update Field Settings” followed by the “Save & Exit” button.

### 4. Checklist Field Types

Below is the list of all the Checklist Fields on the Unifize platform and their detailed guide.

| **Field Type**                                                                         | **Description**                                                                   |
| -------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------- |
| [AI](https://docs.unifize.com/manage/processes/checklist/ai-checklist)                 | AI Field to provide AI checklist suggestions for and fill other checklist fields. |
| [**Approval**](https://docs.unifize.com/manage/processes/checklist/approval)           | Adds a digital signature workflow for approvals                                   |
| [**Date**](https://docs.unifize.com/manage/processes/checklist/date)                   | Selectable date field; supports manual entry or date picker                       |
| [**File Upload**](https://docs.unifize.com/manage/processes/checklist/file-upload)     | Allows users to upload documents, images, or spreadsheets                         |
| **Form**                                                                               | Adds a tabular form (multi-row data entry) inside the checklist                   |
| [**Linked Record**](https://docs.unifize.com/manage/processes/checklist/linked-record) | Links the current record to another record; supports bidirectional links          |
| [**Number**](https://docs.unifize.com/manage/processes/checklist/number)               | Captures numeric values; used for calculations or measurements                    |
| [**PDF**](https://docs.unifize.com/manage/processes/checklist/pdf)                     | Auto-generates a printable PDF version of the checklist using a template          |
| [**Picklist**](https://docs.unifize.com/manage/processes/checklist/picklist)           | Drop-down field with predefined options; users can add options if enabled         |
| [**Revision**](https://docs.unifize.com/manage/processes/checklist/revision)           | Tracks version changes to the record or specific checklist entries                |
| [**Rich Text**](https://docs.unifize.com/manage/processes/checklist/rich-text)         | Allows formatted input including bold, lists, and hyperlinks                      |
| [**Section**](https://docs.unifize.com/manage/processes/checklist/section)             | Visually separates groups of fields using headers                                 |
| [**Subsection**](https://docs.unifize.com/manage/processes/checklist/subsection)       | Adds collapsible groups within a section                                          |
| [**Text**](https://docs.unifize.com/manage/processes/checklist/text)                   | Free-form text entry; supports single line input                                  |
| [**User**](https://docs.unifize.com/manage/processes/checklist/user)                   | Assigns a user from the org to the checklist item                                 |
| **Parent Conversation**                                                                | Links the current process to another as its parent.                               |
| **Child Conversation**                                                                 | Links a sub-process under the current process.                                    |
| **Upload Fields from CSV**                                                             | Allows importing fields to add to the process via a CSV file.                     |
| **Upload Fields from JSON**                                                            | Allows importing fields to add to the process via a JSON file.                    |

### 4.1 Checklist Conditions

Each checklist field has a set of conditions that can be used to configure and control the behaviour of the checklist field. Each field has conditions that apply differently based on the field type. You can find details about checklist conditions in the [guide for that specific checklist.](https://docs.unifize.com/manage/processes/checklist#checklist-fields-reference-table)

### 4.2 Prompts and Layouts

Each checklist field has prompts and Layouts that function similarly across all checklist fields.

#### **4.2.1 Prompts**

Prompts are the rules that you set on specific checklist fields to prompt the user to complete or fill that particular checklist field until your created rule is satisfied. These prompts will be visible as Conversation Notification to the end user.

Prompts can be configured for any checklist field by going to the Settings section of that particular checklist. There, you will see a Prompts section. Inside it, click on the “Create new rule” button to create a prompt.

Upon doing that, you will see two fields:

1. Prompt whom: Defines who will be prompted. You can choose specific users or dynamic roles like Creator, Participant, or Owner.
2. When: You can choose from the following options for the timing of when you want your prompt to trigger.

Everytime they view the conversation: Prompts are shown persistently each time the user opens the record.

When they get added to the conversation: Triggered once when the user is newly added as a participant.

When they close the conversation: Prompts appear just before a user closes the record’s conversation.

When the previous step is completed: Triggers the prompt once the previous checklist step is marked complete.

#### 4.2.2 Layout

You can customize the field width of specific checklist fields by using the 1x, 2x, 3x options. Smaller widths allow more fields on a row.

### Roles and Permissions

| Role          | Permissions                                                                                                        |
| ------------- | ------------------------------------------------------------------------------------------------------------------ |
| Admin         | Create new checklists, full checklist configuration via Process Builder.                                           |
| Org Member    | Can view, fill and update checklist fields inside a record.                                                        |
| External User | Can view the checklist fields. Edit and update checklist fields inside a record if the admin gives the permission. |

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