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Manage Checklists

Manage Checklists

Owned by Testify
Last updated: Dec 27, 2022
5 min read

Table of Contents

Manage Checklists

Checklist templates can be managed in the "Manage checklists" area. The search field and the filter next to it can be used to search for a desired checklist template. The history can be displayed via the context menu and checklist templates can be imported as json.file.

All checklist templates are divided into the three categories “Draft“, “Published” and “Disabled”. In the right upper corner you can search for specific checklist templates by clicking on the magnifying glass. Right next to it you can set filters for test objects and test object types.

  • 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.

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 that are in draft can be published here.

  • Edit - checklist templates that are published can be edited and then republished. When republishing, only the new version of the checklist is executable

  • History - published checklist templates have a history that shows all 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 no longer relevant

  • Manage translations - checklist templates that are in draft can be translated 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

  • 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:

Manage checklists with ISO 9001:2015

This feature must first be set in the Company settings by the Testify Admin.

If this is activated, the selection options in the context menu adjust accordingly by the extensions "Assign for audit" and "Reset audit". The "Publish" item is grayed out until the checklist template has been released by third parties in draft mode.

Release process

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 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 audit and publish a checklist template.

  • Publisher: 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

  1. First, a checklist template is created in draft mode. The person who last edited the checklist is the publisher.

  2. Publisher opens the context menu → "Publish" button is disabled". Assign the checklist template to another person with the "Assign for audit" button active.

  3. Checklist status new: "in auditing".

  4. 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".

  5. 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 execute the final check (Auditor / Publisher).

  6. 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.

  7. The Publisher can now execute the final check of the template and publish it as usual via the context menu.

Export and import of data

Inserting data is possible either directly in Testify by manual creation or by export/import. For more on export/import: Administering Testify

Example: Audit checklist templates

Step 1: Assign checklist for audit

Step 2: Checklist template is under audit

Step 3: The checklist template was assigned for audit

The "Assigned to me for audit" filter displays all checklist templates that are or were assigned to a person for audit.

Step 4: Check checklist template: Open and check the checklist template

Click on the checklist template and check the contents or adjust if necessary

Step 5: If the checklist template is in order, confirm with "Audit”

Step 6: Open and check the checklist template

Click on the checklist template and check the contents or adjust if necessary

Step 7: Confirm with "Assign for publishment”

If the checklist template is in order, confirm with "Assign for publishment”

Step 8: Assign for Publishment

The Checklist can now be either assigned to the same person as before (4-eyes principle) or to a third person (6-eyes principle)

Step 9: Final check of the checklist template

Click on the checklist template to check if everything is alright

Step 10: Publish

Step 11: The checklist template has now been published

 

 

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