Checklist

Introduction

Checklists in Unifize are core components of process records that define how data is captured, tasks are completed, and compliance is enforced. As an admin, you are responsible for designing and configuring these checklists to align with your business workflows. This includes defining field types, layout preferences, role permissions, and data validation logic.

Capabilities

Checklists support a wide range of configuration and operational features:

• Add/edit/remove fields using Process Builder

• Organize checklists using Sections and Subsections

• Define default layout views (e.g., Single, Double, Full Width)

• Set conditional visibility and field-level logic

• Enable PDF generation and version control

• Embed forms for repeating tabular data

• Configure approval workflows and participant assignments

• Support audit-ready field tracking

Configuration Steps

1. Open Checklist section

   Go to Manage > Select Process > Edit (pencil icon)

2. Add or Edit Checklist Fields

   Navigate to the checklist area and click + Add Field

3. Choose Field Type

   Select from the available field types (e.g., Text, Date, Approval)

4. Configure Field Properties

   Set name, visibility, help text, conditions, and required status

5. Organize with Sections

   Group fields using Section and Subsection elements

6. Set Layout Defaults

   In Process Settings, configure checklist layout (Single, Double Column, etc.)

7. Save and Exit

   Once configured, save changes and exit the builder

Technical Workflow

• Fields configured are applied to all future records in that process

• Existing records retain values unless the field is deleted or hidden

• Deleting a field does not permanently erase it—admins can restore from the Deleted Fields section

• All updates to fields are tracked in record history and reflected in real-time to users

Checklist field universal settings

Unifize checklists offer powerful customization through Universal checklist field settings, a set of configuration options available across all field types. These settings work alongside each field’s unique properties (like picklist options, text formatting, date restrictions, etc.) to define how fields behave, display, and interact within a checklist.

While each field type (e.g., Picklist, Text, Date) has its own specialized settings, the universal settings apply consistently across them all and include:

• Conditions: Set visibility, requirement, or interactivity rules based on other fields.

• Prompts: Notify or nudge specific users or roles to complete the field.

• Layout: Control the field’s visual arrangement and width in the checklist.

Conditions

Setting Category	Setting Name	Description	Use Case
Top-Level Condition Modes	Show until condition met	Field is visible by default, hides when the condition is true	Temporarily display fields that are no longer relevant once a certain value is selected
	Hidden until condition met	Field stays hidden until a condition is satisfied	Show dependent fields based on user input (e.g., show "Reason" when "Status" is "Rejected")
	Mandatory until condition met	Field is required unless the condition becomes true	Make a justification field mandatory unless a bypass condition is selected
	Disable until condition met	Field is locked (read-only) until a condition is satisfied	Prevent edits unless a prerequisite step is completed
Condition Logic	Condition (Field)	Checklist or form field used to trigger the logic	Picklist, checkbox, or user fields used to determine logic
	Qualifier (Value)	The specific value that triggers the logic	e.g., “Yes”, “Red”, “John Doe”
	+ Add condition (AND)	Adds a second condition that must also be true	e.g., Show field only if Status = “Open” AND Priority = “High”
	Mandatory if not hidden	Makes field required if it is visible due to logic	Use when conditional fields must be completed once shown
Behavior Actions	Hide field	Hides the target field entirely	Use to simplify checklists and avoid irrelevant fields
	Disable/Lock field	Field is visible but disabled (read-only)	Prevent further edits after a specific step or selection
	Show field	Makes a hidden field visible when the condition is met	Used to progressively reveal fields as needed
	Dependent picklist include	Filters picklist values to only include matching ones	Cascading picklists (e.g., State based on Country)
	Dependent picklist exclude	Filters picklist values to exclude matching ones	Hide invalid options based on prior selections

Prompts

Setting Category	Setting Name	Description	Use Case
Prompt Recipient	Search People / Roles	Defines who will be prompted. You can choose specific users or dynamic roles like Creator, Participant, or Owner.	Prompt checklist owners to complete fields relevant to their step.
	Individual Users	Allows you to manually select specific users in your org to receive the prompt.	Use for special approvals, SME involvement, or ad hoc reminders.
	Roles (e.g., Owner, Participant, Creator)	Prompts users dynamically based on their assigned role in the conversation.	Ensures prompts stay relevant even if people change across records.
Trigger Timing	Every time they view the conversation	Prompts are shown persistently each time the user opens the record.	Reinforce urgency or mandatory actions during ongoing work.
	When they get added to the conversation	Triggered once when the user is newly added as a participant.	Good for onboarding contributors to a record who must take specific actions.
	When they close the conversation	Prompts appear just before a user closes the record’s conversation.	Prevents users from leaving incomplete required data before closure.
	When the previous step is completed	Triggers the prompt once the previous checklist step is marked complete.	Ensures sequential task ownership—next person is nudged right on time.

Layout

Setting Category	Setting Name	Description	Use Case
2D Auto Layout	1x / 2x / 3x / Max Width	Defines the field’s width in the checklist layout grid. Smaller widths allow more fields per row.	Use 1x for compact fields like picklists or checkboxes; Max Width for rich-text or long inputs.
	1x (Default)	Standard width for most fields.	Recommended for single-value inputs (picklists, numbers).
	2x / 3x	Increases field width to span 2 or 3 columns.	Use for fields with slightly longer labels or expected input length.
	Max Width	Field spans the full width of the checklist area.	Ideal for long text fields, file uploads, or detailed forms.
Row Placement	Force start on a new row	Ensures the field begins on its own line, regardless of available space.	Use when visual clarity or separation from other fields is needed.

Roles and Permissions

Role	Permissions
Admin	Full checklist configuration via Process Builder
Process Owner	Configure checklist within assigned process
Record Owner	Assign values to checklist fields
Participant	Fill fields they are assigned to (if editable)
Viewer	View-only access to checklist fields

Checklist fields reference table

Field Type	Description
Text	Free-form text entry; supports single line input
Rich Text	Allows formatted input including bold, lists, and hyperlinks
Number	Captures numeric values; used for calculations or measurements
Date	Selectable date field; supports manual entry or date picker
Picklist	Drop-down field with predefined options; users can add options if enabled
User	Assigns a user from the org to the checklist item
Approval	Adds a digital signature workflow for approvals
File Upload	Allows users to upload documents, images, or spreadsheets
PDF	Auto-generates a printable PDF version of the checklist using a template
Revision	Tracks version changes to the record or specific checklist entries
Linked Field	Links the current record to another record; supports bidirectional links
Parent Conversation	Links the current process to another as its parent; helps establish traceability
Child Conversation	Links a sub-process under the current record
Form	Adds a tabular form (multi-row data entry) inside the checklist
Section	Visually separates groups of fields using headers
Subsection	Adds collapsible groups within a section
Upload Fields from CSV	Allows importing a list of fields via CSV to create a checklist quickly
Upload Fields from JSON	Imports field structure using a JSON schema

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