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Draft: Drafts are checklist templates that are not published yet and can be adjusted. They are not visible nor can they be carried out by a user.
Published: Published checklist templates are all checklists, that can be carried out by a user.
Disabled: Disabled checklist templates are those checklists, that were published in the past. They can be reactivated and published anytime by a permitted user.
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Checklist context menu
Depending on the section you find yourself in, different options are displayed when clicking on the context menu (the three dots) on the right hand side of the checklist:
Publish - checklist templates in draft can be published hereDelete - checklist templates that are in draft can still be deleted published here.
Edit - checklists checklist templates that are published can be edited and afterwards then republished. By When republishing, only the new version of the checklist will be is executable
History - published checklist templates have a history which that shows all former previous versions of the template
Periodic assignments- for automatic assignment of published checklists
Duplicate - checklist templates that are in draft can be duplicated here
Template settings - to add template settings
Enable - disabled checklist templates can be re-enabled by this option
Disable - published checklist templates can be disabled if they are not no longer relevant anymore
Enable Manage translations- disabled checklist templates that are in draft can be enabled again by this optionDuplicate - by clicking on this button the user is able to copy the checklisttranslated here
Delete - checklist templates that are in draft can still be deleted here
Preview - gives a preview of how working with the checklist template would look like in action
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Tags - checklist templates can be grouped with tags to better search for them
Export - checklist templates can be exported as json file, for example to import them into another client.
The options are explained in more detail on the following pages:
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In the audit process there are 3 roles, which have to be fulfilled by 2-3 persons (4-eyes or 6-eyes principle):
Creator: person Person who last created the checklist template. A creator can assign the checklist template to another user for auditing, but can neither audit nor publish it.
Auditor: can Can audit and publish a checklist template.
Publisher: can Can publish a checklist template.
Process stages
Draft: Template is still being edited, but not yet assigned to another user for auditing.
In auditing: template is assigned to a user for audit, but not yet audited.
In publishing: Template is assigned to a user for publishing, but not yet published.
Published: Checklist template is published.
Audit process
First, a checklist template is created in draft mode. The person who last edited the checklist is the publisher.
Publisher opens the context menu → "Publish" button is disabled". Assign the checklist template to another person with the "Assign for audit" button active.
Checklist status new: "in auditing".
The assigned team member receives a notification that a new checklist template is to be reviewed. Clicking on the notification opens the overview of all checklist templates to be checked. It is also possible to filter "in publishing by".
After the checklist has been checked, the context menu in the overview can be used to select "Assign for publishment" and to specify a person who is to
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execute the final check (Auditor / Publisher).
The assigned team member receives a notification that a checklist template is to be reviewed for release. Clicking on the notification opens the overview of all checklist templates to be checked.
The Publisher can now
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execute the final check of the template and publish it as usual via the context menu.
Export and import of data
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