View and Download Checklist Items

View and Download Checklist Items

The Checklists report page, located under Teams > HR > Checklists > Checklists, includes options to view and manage checklists and checklist items for each employee. From this page, you can also assign a new checklist to one or more employees. Multiple employees can be selected, and you can then view or delete the checklist assignments.



Assign New

You can assign a checklist to one or more employees. You will use the Browse and Select Employees component to select your employee(s). You will then select a checklist and save.





Saving the checklist will send the checklist to the employee where they will access it under the Bell icon and then under the My Checklists tab. They will complete the checklist and once completed, they can manage their and view their own checklists. There are two tabs for them to use: Open and Submitted. They can View Details, Upload Document, and Download PDF. These options are security dependent.


View Available

This option will show you all available checklists. When selecting this option, the Checklists maintenance page will open. If you are authorized, you may be able to add, edit, clone, and delete the checklists.




Viewing Checklists


Viewing a checklist can be done by row, or en masse. To view a checklist assigned to a single employee, select the row level icon. To view checklists to multiple employees, select those employees and then select the View button.



When viewing the checklist, you may have permission to add notes, upload documents, or download PDFs. The employee's name and the checklist are hyperlinked and will open the employee profile or the assigned checklist.


Deleting Checklists


One or more checklists can be deleted from this page by selecting employees, the Delete button will become active, then you can confirm the deletion. This cannot be undone.




Deleting Checklist Assignments: Removing Associated Data

When deleting a checklist assignment from an employee, the system will delete incomplete Government Forms, HR Actions & Custom Forms that were assigned to that employee via the checklist.
This occurs when checklist deletion is done via the following methods:
  • HR > Checklists > Checklists
  • HR > Checklists > Checklist Items
  • Checklist Employee Profile Widget
Upon deleting, the following can be expected:
  • A message displays stating: "This action cannot be undone. Would you like to delete only this checklist or this checklist and all incomplete Actions and Forms that were assigned via this checklist?" You will have the option to select one of the following:
    • Cancel
    • Delete Checklist Only
    • Delete All
If Delete All is selected, all incomplete items and objects that were created as part of the assigned checklist will be deleted. Incomplete objects are those items that haven't been through the full flow of approval or been system verified.
  • Government Forms: For Government Forms, this applies to those that haven’t passed through the final verification/approval step.
  • Custom Forms: For Custom Forms, this applies to those that haven't reached the END step of its workflow. For Custom Forms without a workflow, this applies to those that have not passed through the Verified step.
  • HR Actions: For HR Actions, this applies to those that haven't reached the END step of its workflow.

Checklist Items

Checklist items can be viewed by navigating to Teams > HR > Checklists > Checklist Items.  From the Checklist Items menu, you will see all checklist items for all employees and checklists.



From the Checklist Items menu, you can view the checklist associated with the checklist item by using the row level icon, or you can select the hyperlinked checklist from the Checklist Name column. By opening the checklist you can view the pages and checklist items that are part of that checklist.
  • The Item Name column shows the name of the checklist item.
  • The Should Be Completed column shows who should complete the checklist item. This can be the employee or another designee, depending how the checklist item is defined.
  • The Is Completed column shows if the item has been completed.
  • The Completed On column shows the date/time the item was completed.



Using Checklists


Once a checklist has been assigned to a manager or employee, they can access the checklist from one of these areas.
  • The Bell icon in the header: After selecting the icon, select the My Checklists tab and select the checklist.
My Info > My HR > Checklists: Select the hyperlink for the desired checklist.



Checklists Left Panel


The panel on the left side of the page displays the elements of the checklist. They are organized by the items used to create the checklist and will be presented with drop-down listings.
Progress Bar: At the top of the left panel, a progress bar indicates the completion status. It lists the number of items to be completed. If for example, you have 14 items to complete and you've completed 2 of those items, the numbers next to the progress bar will display as 2/14, or two out of 14 items have been completed.
Hide Toggle: There is also a toggle to hide completed items as you work through the list. Some users may not wish to see items in their list they have completed, so may choose to use this feature.
Documents: If any supporting documents have been attached to the checklist, the attachment icon will display the number of documents attached.
Download: A download icon will allow you to download the checklist as a PDF. On the PDF you will see a listing of the checklist items contained in the checklist.

Checklists Main Panel

In the main panel, the checklist item is filled out. As you work through the fields on the item, you can select Save and return to the item later. If the checklist has multiple items, as you complete the fields, you can select Continue to move to the next portion of that item.

If an item is not completed, the item will display in the left panel with a broken icon will display, indicating the item is incomplete. When completed, the icon will show as solid. If you have selected Hide Completed, the completed items will not display in the left panel.


HR Action Items in a Checklist

HR Actions when not in checklist have their own wizard that guides you through the process. When an HR Action is added to a checklist, it will behave as any other checklist item, and the wizard will not engage. This streamlines the process so you and your users can navigate through the checklist without additional pages displaying.






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