Checklists & Forms

In Unifize, checklists and forms are essential tools for capturing and structuring data as part of your business processes. While both live inside a record and help standardize how work is done, they serve slightly different purposes and are optimized for different use cases.

This article explains what each is, how they differ, and when to use one over the other.

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What is a Checklist?

A Checklist in Unifize is a structured, step-by-step list of actions or data fields that guide users through completing a process. It typically includes:

• Fields like text, rich text, date, picklist, user, approval, file upload, etc.

• Sections and subsections to group related tasks

• Dependencies and conditions to control flow

• Approvals and assignments to track accountability

Checklists are ideal for workflows that involve reviews, validations, or a series of steps that need to be completed in sequence or parallel.

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What is a Form?

A Form in Unifize is a special checklist field designed to handle tabular data or repeating sets of fields. It's best suited for capturing multiple entries that follow the same structure, such as:

• A list of materials or ingredients

• Multiple defects or observations in a single report

• Line items in a bill of materials

• Audit questions or responses

Forms allow you to define a sub-structure inside a checklist item and fill it out as a table with multiple rows.

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Key Differences

Feature	Checklist	Form
Structure	Sequential steps or grouped fields	Tabular, multi-row data input
Use Case	Guided workflows, task lists, approvals	Repetitive data capture within a record
Field Types	All field types supported, including text and rich text fields	Limited to structured, repeatable sets
Location	Core part of every record	Embedded as a field within a checklist

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When to Use a Form Inside a Checklist

Use a Form when you need to:

• Capture multiple instances of the same data structure

• Minimize checklist clutter from repeating fields

• Support auditing, inspections, or data collection at scale

Use a Checklist when you need to:

• Guide a user through a process

• Involve multiple roles in approvals or data entry

• Control visibility and logic through conditions or dependencies

• Capture structured information or formatted entries using rich text fields

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Best Practices

• Use sections to keep checklists organized and easier to navigate

• Use forms for any repeating line-item style data

• Combine both in the same record when your process requires a mix of structured workflow and batch data capture

• Use approvals, assignments, file uploads, and rich text fields in checklists to enhance accountability, traceability, and clarity of communication

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Checklists and forms are powerful tools that help structure your workflows and capture high-quality, traceable data in Unifize. While they serve different purposes, they’re designed to work together seamlessly to support even the most complex processes by combining structured fields, formatted rich-text entries, and real-time collaboration.

Need help configuring your checklist or form layout? Reach out to your Unifize Admin or Customer Success Manager.