Checklist
Overview
Checklists in Unifize are designed to guide users through structured data entry and process workflows. This article covers all field types and capabilities available in checklists, organized into the following categories:
Basic Fields – Text, Number, Date, Picklist
File & Document Management – File Upload, PDF Generation, Revision Control
User & Collaboration Fields – User Assignment, Approval
Process & Relationship Fields – Linked Field, Parent/Child Conversations
Additional Fields – Form Field
Checklist Layout Options – Display configurations and user customization
Checklist Metadata – Manual and AI-assisted entry
Basic Field Types
1. Text Field
Overview
A Text field allows users to enter free-form written content. It supports both plain and rich text formats depending on the configuration.
Pain Points Solved
Replaces unstructured comments and notes with a defined input location.
Enables documentation of detailed information within a structured checklist.
Rich text allows formatted, readable entries that improve clarity.
User-Facing Functionalities
Enter plain or formatted content.
Rich text supports: bold, italics, underline, lists, hyperlinks, font colors, and highlights.
Text is saved automatically as part of the checklist record.
Admin-Facing Functionalities
Configure whether the field is plain text or rich text.
Set character limits if required.
Define visibility, requirement, or editability based on workflow stage.
Permissions & Roles
Field visibility and editability controlled via process-level role settings.
Can be read-only in specific workflow stages.
Current Limitations & Edge Cases
Rich text formatting may not render consistently in exported PDFs.
No spell check built-in.
Cannot currently include images inline in the text field.
2. Number Field
Overview
A Number field is used to capture numerical input for use cases such as measurements, quantities, or IDs.
Pain Points Solved
Prevents entry of non-numeric values.
Enables mathematical computation and data validation.
User-Facing Functionalities
Can enter whole numbers or decimals.
Real-time validation prevents invalid input.
Can support unit labels in UI (visual only).
Admin-Facing Functionalities
Configure field to accept only integers or allow decimals.
Define minimum and maximum value limits.
Set default values or auto-calculated fields if supported by logic.
Permissions & Roles
Controlled like all other fields via process-stage roles.
Input masking possible for formatting (e.g., 000-000).
Current Limitations & Edge Cases
No native support for currency formatting.
Cannot input scientific notation or non-base 10 numerals.
3. Date Field
Overview
A Date field enables users to input or pick a date from a visual calendar control. It standardizes how dates are recorded and used in workflows.
Pain Points Solved
Eliminates date format confusion.
Allows for date-based filtering and reminders.
User-Facing Functionalities
Select date from calendar picker.
Manually type in date using allowed formats.
Validated to ensure proper formatting.
Admin-Facing Functionalities
Define default values (e.g., today, blank).
Set minimum/maximum allowed dates.
Can be used in SLA or workflow deadlines.
Permissions & Roles
Can be editable, read-only, or hidden depending on stage and role.
Current Limitations & Edge Cases
Does not support date-time combination (no time input).
No recurring date logic (e.g., "every Monday").
Different date formatting preferences are not user-configurable yet (e.g., DD/MM vs MM/DD).
4. Picklist Field
Overview
The Picklist Field in Unifize enables users to select from a predefined list of options when filling out a checklist. It's a powerful way to enforce structured data entry and ensure consistency across processes. Over time, Unifize has added significant capabilities to picklist fields including:
Default values
Multi-select checkboxes
Rich-text enabled values
Dependencies
Conditional visibility and logic
These features help streamline data entry while reducing ambiguity and manual error.
Pain Points Solved
Inconsistent field inputs from free-form text fields
Errors in manual typing for repeatable values (e.g., status, reason codes)
No way to enforce options or create conditional flows based on selections
Need for multi-selection in processes with multiple applicable values
Difficulty visually scanning large lists of picklist options without styling
User-Facing Functionalities
Single-select Dropdown
Users choose one option from a predefined list
Multi-select with Checkboxes
Users can select multiple values (if enabled by admin)
Default Value Support
A default option can be pre-filled when checklist is loaded
Rich-text Options
Each picklist value can include bold, color, italics, etc.
Conditional Visibility
Fields can appear/disappear based on picklist selection
Validation
Required picklist fields prompt users if not filled
Mobile-responsive UI
Fully usable on mobile; dropdowns adapt for smaller screens
Inline Field Editing
Selected value(s) can be edited directly without reloading the form
Technical Flow of the Feature
Picklist Setup by Admin
Navigate to Process Builder and select or add a checklist field
Choose Field Type = Picklist
Configure the following:
Options: List of selectable values
Allow Multiple Selections: Enable checkbox mode
Default Value: Pre-fill a selected option
Rich Text Styling: Apply styles (bold, color, etc.) to options
Set Validation Rules (e.g., required field, visibility conditions)
Publish the process
Picklist Usage by End Users
User opens a checklist with a picklist field
Depending on configuration, user sees:
A dropdown (single select)
A checkbox list (multi-select)
Default value already filled in
User selects or edits value(s)
If field is required, system prompts before submission
Changes are saved automatically or on form submit, depending on checklist design
Admin-Facing Functionalities
Configure picklist options and label formatting
Apply default selections
Choose between single or multi-select
Use conditional logic to:
Show/hide other fields based on selections
Trigger field dependencies
Apply rich-text styling:
Bold/italic
Font colors
Highlight colors (for emphasis)
Permissions & Roles
Edit Picklist Options
Admins only (via Process Builder)
Set Default Value
Admins only
Modify Picklist Selection
End users with field access
View Conditional Fields
Controlled by process visibility logic
Use Rich Text in Values
Admin configuration only
Current Limitations & Edge Cases
Rich-text options are visible but not editable by end users; only styled in admin config
Multi-select values cannot be ordered by user; order follows admin configuration
Default values only apply at record creation, not during editing
Picklist options are not currently user-personalized (i.e., no user-specific filtering)
No support for nested or cascading picklists as of current release
File upload and management
1. File upload
Overview
The File Upload field allows users to attach documents, images, spreadsheets, or other files to a checklist step. It supports multiple upload types, in-line previews, and configuration of accepted formats.
Pain Points Solved
Eliminates dependency on external file-sharing tools
Keeps all process-related documents in one place
Improves audit readiness with contextual file storage
User-Facing Functionalities
Upload files via drag-and-drop or file picker
Preview supported file types (PDF, images)
Rename or replace uploaded files
Upload multiple files (if allowed by admin)
Download or delete files (if permissions allow)
Technical flow of the feature
Admin:
Adds a new field in Process Builder and sets the field type to "Upload File"
Specifies:
Allowed file types (e.g., PDF, DOCX, PNG)
Whether multiple files can be uploaded
Whether versioning is enabled
Stage and role-level access for view/edit/delete
End Users:
Open a record and locate the file upload field
Upload files via:
Drag-and-drop
File browser picker
Preview supported file types (inline viewer for PDFs/images)
Replace or delete existing files (if allowed)
View uploader info and timestamp
Permissions & Roles
Upload: Controlled by edit access in Process Builder settings
View/Download: Controlled by stage-role mapping
Delete/Replace: Only if user has edit rights for the field
Current limitations & edge cases
Cannot tag files or categorize within the upload field
File size limits are enforced (default or plan-based)
No in-app file editing
Image annotations not currently supported
2. PDF Generation
Overview
The PDF field enables users to generate structured, printable PDFs from checklist data using an admin-defined template.
Pain Points Solved
Replaces manual documentation formatting
Ensures consistent output for audit/export
Enables sharing records outside Unifize
User-facing functionalities
One-click PDF generation
Preview/download PDF output
Regenerate if checklist data changes
Technical flow of the feature
Admin:
Creates a PDF template in the PDF Template Builder
Adds layout, company branding, fields, and static content
In Process Builder:
Adds a PDF field to the checklist
Links it to the desired template
End Users:
Click Generate PDF in the checklist
System renders the current field data into the template
View/download the PDF directly from the checklist
Permissions & Roles
Generate/View PDF: Based on role-stage mapping
Edit Templates: Admin-only
Current Limitations & Edge Cases
One template per checklist type
Cannot conditionally hide fields/sections in output
Advanced layouts (e.g. repeating child tables) limited
3. Revision Control
Overview
Revision Control allows you to version checklist records and their associated files, supporting regulated change management and documentation traceability.
Pain Points Solved
Tracks document and data changes over time
Supports regulated processes (CAPA, SOPs, specs)
Prevents data loss via manual overwrites
User-facing functionalities
View current and historical revisions
See revision history log with metadata
Download earlier versions of attached files
Technical flow of the feature
Admin:
Enables Revisioning in Process Builder
Defines:
When revisions can be created (manual or workflow)
Which fields are version-tracked
End Users:
Open a checklist record
Click Create Revision (if allowed by workflow/stage)
View current revision number in the checklist
Access Revision History to compare old versions
Permissions & Roles
Create Revision: Controlled at workflow/stage level
View Revisions: Available to users with record access
Edit Fields Post-Revision: Can be locked or restricted
Current limitations & edge cases
No rollback to a previous revision (read-only comparison only)
Revisions must be manually triggered
Only marked fields/files are tracked in revisions
Process and relationship fields
1. Linked Field
Overview
The Linked Field in Unifize allows users to reference and connect other records from across the platform into a checklist. It enables powerful data relationships between records and provides real-time access to associated data points.
Recent updates such as Linked Tables significantly enhance this feature by letting users pull in and display multiple records from a related process within a single checklist item in a structured, tabular view.
Pain Points Solved
Eliminates redundancy by allowing reuse of existing data
Improves data traceability across related processes
Enables master-detail relationships between records
Reduces manual errors in referencing external information
Centralizes decision-making by aggregating connected data in one place
User-facing functionalities
Single Linked Record Field
Select and link to one record from another process
Linked Table View
Display multiple related records in tabular format
Search and Filter
Find linked records using full-text search or filters
Quick View Access
View snapshot of linked record fields without navigating away
Live Sync
Updates in the linked record reflect in the referencing checklist (read-only)
Dynamic Field Display
Admins can configure which fields show in table or quick view
Technical Flow of the Feature
Admin Setup: Linking a Record Field
Go to Process Builder and add a new field in the checklist
Set Field Type = Linked Record
Configure:
Target Process: Which process should this link point to
Single Select or Table Mode: Choose if the field should link to one record or many
Display Settings: Select fields to show in preview or table
Filter Criteria: (Optional) Limit available records based on field values or process state
Linked Table (Multiple Records) Configuration
Choose Enable Table View option in linked field configuration
Define:
Columns (which fields from the target process to show)
Sort order
Max number of records (if needed)
Save and publish the process
User Interaction Flow
User opens a checklist with a Linked Field or Linked Table
Clicks the link icon to browse available records
Searches or filters results and selects one or more records
Linked records are displayed:
As cards (single linked field)
As rows in a table (linked table)
Clicking a linked record shows a pop-up preview (non-editable)
5. Admin-facing functionalities
Link to any process
✅
Configure display fields
✅
Enable single-select or multi-row (table)
✅
Apply filters to limit selectable records
✅
Control visibility based on checklist logic
✅
Pre-filter linked records dynamically
✅ (via field value mapping)
6. Permissions & roles
Configure Linked Field
Admin (via Process Builder)
View Linked Records
Any user with view rights on both processes
Select Linked Records
User must have read access to target process
Edit Linked Records
Only possible by navigating to the source record, not via link
View in Table Format
Available to all users with checklist access
7. Current limitations & edge cases
Linked records are view-only: Cannot be edited inline in the source checklist
No nested links: A linked record cannot reference another linked record beyond the first level
Filters are static: Cannot apply complex runtime filter expressions (yet)
Limited actions: Cannot initiate actions (e.g., approvals, file uploads) on linked records from within a link preview
2. Parent Conversation
Overview
The Parent Conversation field is used to link a checklist to its originating or controlling conversation, allowing visibility into broader workflows (e.g. CAPA → Change Control → Document Update).
Pain Points Solved
Ensures traceability across nested workflows
Keeps context of root cause or origin process
Enables aggregated reporting across related conversations
User-Facing Functionalities
See the parent conversation record from the checklist
Open the parent record in a new tab
See contextual metadata from the parent (e.g. CAPA ID)
4. Technical Flow of the Feature
Admin:
In Process Builder, enables "Allow as Child Process" in the checklist process
Defines which fields from the parent should be displayed
Maps stage transitions (e.g. auto-close child when parent is completed)
End Users:
Create checklist from within a parent conversation (e.g. CAPA)
Parent ID auto-links in the new child checklist
View parent metadata within the child record
Navigate to parent for context or discussion
Permissions & Roles
View Parent Info: Based on record visibility of parent
Create Child from Parent: Requires create access on child process
Field Visibility from Parent: Controlled via field mapping settings
Current Limitations & Edge Cases
Only one parent per checklist
Cannot re-link to a different parent after creation
Field mappings are static; no dynamic refresh from parent post-creation
3. Child Conversation
Overview
The Child Conversation field enables launching a related conversation or checklist from within the current checklist, ideal for breaking down work into modular sub-processes.
Pain Points Solved
Helps break complex workflows into trackable units
Supports multi-step processes with linked sub-activities
Provides traceability between original and resulting actions
User-facing functionalities
Click to create a new child conversation/checklist
Auto-link back to the current (parent) record
View status of all child records in one view
Technical flow of the feature
Admin:
Enables "Allow Launch of Child Process" in Process Builder
Defines which process types can be launched as children
Optionally sets auto-fill rules for child checklists (preload data)
End Users:
Click Launch Child from the checklist field
Select child process (if multiple available)
Fill out child record with inherited data (if configured)
Track all child records from parent record's conversation tab
Permissions & roles
Launch Child Record: Requires create rights on child process
View Child Record: Dependent on user’s access level to child process
Pre-fill/Inheritance Rules: Configurable by Admin
Current limitations & edge cases
No bulk creation of child records
Cannot change child’s parent once linked
Data sync is one-time unless explicitly configured for live sync
Form Field
Overview
The Form Field in a checklist allows users to embed a structured, repeatable sub-form directly within a checklist. This is especially useful for managing repeating data patterns like line items, measurements, inspection results, or any other set of grouped fields that may appear multiple times.
A Form Field acts like a mini checklist inside a checklist item, with its own field definitions, validation, and table-like structure for better data capture and traceability.
Pain points solved
Enables capturing tabular or repeating data within a checklist, without requiring external processes.
Eliminates the need for creating a separate checklist for line items or sub-processes.
Prevents clutter in the main checklist by encapsulating repeatable fields in a structured format.
Ensures data consistency and completeness through standardized form templates.
Supports multiple entries of the same data structure, essential for things like:
Inspection measurements
Material lists
Component specifications
Test results
User-facing functionalities
Add, duplicate, or remove rows (entries) in the form
Fill out each row using predefined field types: text, number, date, picklist, etc.
View data in a spreadsheet-like format within the checklist
Navigate through form entries inline, without leaving the checklist
Rich validation feedback if required fields are missing or conditions fail
Collapse or expand form section for better usability
Forms support dependencies, calculations, and visibility conditions
Technical flow of the feature
Admin Setup:
Go to Process Builder > open target process
In the checklist configuration, add a new field and set Field Type to
FormDefine a Form Template:
Add fields inside the form: Text, Number, Picklist, Date, etc.
Define rules for each field (required, default values, visibility logic)
Set max/min number of rows (e.g. minimum 1 line item)
Enable auto-calculations (e.g. sum, average) for number fields if needed
Save and publish the process
End-user workflow:
Open the checklist record
Scroll to the Form Field section
Click “Add Row” to create a new entry
Fill out the form entry using field-specific input formats
Click “Duplicate Row” to reuse a prior entry
Delete or re-order entries as needed (if allowed by admin)
Submit the checklist when complete
5. Permissions & roles
Form Field Visibility: Controlled via stage → role mapping in Process Builder
Field-level Permissions: Inside form template, admins can set which roles can view/edit individual fields
Add/Delete Rows: Can be restricted at the form level (e.g. fixed rows only)
6. Current limitations & edge cases
Cannot reference another checklist/process from within a form row
No drag-and-drop sorting (reordering limited to manual controls)
Limited field types supported inside forms (Rich Text, User fields not yet available inside Form Field)
Form Fields do not currently support attachments or file uploads within rows
Form calculations are limited to row-level or column-level summaries (e.g. sum/avg)
Display configurations & user customization
Overview
Unifize allows users and admins to customize how the checklist is displayed within a record. This includes the ability to control the layout (e.g. single column, split view), collapse sections, and personalize views to match their working style.
These configurations are aimed at optimizing the workspace based on screen size, type of checklist, and user preference—ultimately enhancing usability and productivity.
Pain Points Solved
Users previously had limited control over how much screen space was allocated to checklists versus conversations.
Long checklists were difficult to view without constant scrolling.
Lack of layout flexibility hindered usability on different devices or screen sizes.
Needed a way to toggle between collaboration-focused and data-entry-focused views.
User-Facing Functionalities
Drag to Resize: Adjust the split between the conversation thread and the checklist pane
Collapse/Expand: Temporarily hide the conversation thread for full checklist view
Layout Presets:
Single Column: Best for linear flows
Double Column: Good for moderate complexity
Triple Column: For large checklists with sections
Split View (50/50): Balanced view for collaboration and data entry
Full Width: Maximum space for checklist-only usage
Persistent Preferences: User-selected layout persists per record
Responsive Design: Adjusts automatically on different devices
Technical Flow of the Feature
Admin Setup (Default Process Layout)
Go to Process Builder → Open the desired process
Scroll to Checklist Layout Configuration
Choose one of the following presets:
Single Column
Double Column
Triple Column
Split View (50/50)
Full Width
Save changes to apply default layout for all new and existing records under that process
End-User Customization (Per Record)
Open any record that includes a checklist
Hover between the conversation thread and checklist pane
Drag the divider to adjust the layout
Optional:
Collapse the conversation thread for full-width checklist view
Expand it again when collaboration is needed
Layout preference is stored per user per record
Permissions & Roles
Admins control default layout settings for a process
All Users can modify the layout on a per-record basis
There are currently no restrictions for layout controls based on roles
Current limitations & edge cases
Per-user layout changes are not shared with other users on the same record
Layout setting is not global—must be adjusted per record unless defined at the process level
On small screens (e.g. mobile), layout defaults to a single column for usability
Cannot currently define layout rules conditionally (e.g. based on stage)
Manual and AI-assisted metadata entry
Overview
Checklist metadata in Unifize refers to the information users fill out to complete a checklist, typically through structured fields like text, number, date, picklist, etc. This metadata can be entered manually by users or assisted using AI, which helps accelerate data entry, ensure consistency, and reduce human effort in filling repetitive or predictable fields.
AI assistance in Unifize enhances the usability of checklists by intelligently suggesting or pre-filling metadata based on the context of the record, such as the conversation thread, previously filled data, or linked records.
Pain Points Solved
Manual Entry:
Manual data entry was time-consuming and error-prone, especially for long or repetitive checklists.
Users had to switch between conversation context and checklist fields, increasing cognitive load.
High variance in how users filled similar fields impacted data consistency.
AI-assisted Entry:
Users can now get context-aware field suggestions, reducing repetitive typing.
Faster form filling by pre-populating fields using existing data or instructions.
Reduced manual effort in scenarios where checklist fields follow a predictable pattern.
Better adoption and compliance for structured processes due to simplified inputs.
User-Facing Functionalities
Manual Entry:
Click into any field to enter data (e.g. type in a text field, select from a picklist)
Field validations, tooltips, and dependencies guide user input
Realtime feedback on missing required fields or invalid data types
AI-assisted Entry:
For eligible fields, users will see:
“Fill with AI” button above the checklist (visible if AI is enabled)
Pre-filled field suggestions that can be edited
Tooltips showing how the AI determined the value (e.g. "Based on thread content")
Users can choose to:
Accept AI suggestions as-is
Edit suggested content
Clear and re-fill fields manually
AI typically supports:
Free text fields
Summary-type fields
Description fields
Repetitive responses with minor contextual differences
Technical flow of the feature
Manual Entry
Admin defines checklist fields in Process Builder
End user opens a checklist record
Each field is manually filled using standard UI components
Field-level rules (required, validations, visibility) apply during entry
Checklist is saved or submitted once required fields are completed
AI-assisted entry
Admin enables AI Field Assistance in process settings (if available)
Fields eligible for AI prefill are tagged in Process Builder (e.g. text, summary)
User opens checklist and sees a “Fill with AI” option if:
Checklist is in an editable stage
Eligible fields are empty
Thread contains enough context
On clicking “Fill with AI”:
AI scans thread, attachments, and related metadata
Generates suggestions for target fields
Populates fields with editable content
User reviews and accepts or modifies AI-filled values
Permissions & Roles
Manual Entry
All users with field access
Controlled via process role mapping
AI-assisted Entry (visibility)
All users (if enabled)
Admin enables/disables per process
AI-prefill Scope
Limited to editable, eligible fields
Defined by field type (text, description)
Field Restrictions
Role-based in Process Builder
Cannot override required fields
Current limitations & edge cases
AI assistance only works on specific field types (primarily Text and Rich Text)
AI does not yet handle picklists, date fields, or file uploads
AI suggestions are based on the current thread content—may be less accurate with vague or unrelated threads
AI field suggestions do not auto-submit; users must explicitly confirm them
No fine-grained AI role permissions—either all users in a process have access or none do
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