The new task checklist feature for version 2.11 is a great way to manage yourself or other users, to ensure that all items in a task are actually completed, before a task is marked as complete.

Tasks can be accessed in two ways: 1) Select the relevant Client, then select Administration > Tasks; or 2) From the Dashboard, select Diary & Workflow > Tasks.

 

 

 Creating Task Checklists

The following steps are intended for the user who is creating and/or assigning the task.

Once you are within Tasks, select Add.

 

Complete your required Task fields. e.g. Subject, Description, Type, Entity and Assigned To. If you’re not familiar with using Tasks, refer to the Xplan Online Help for information on creating basic tasks.

 

To create a Task checklist, go to the Comments tab.

 

  

Change the Checklist field to Yes.

 

To add items to your Checklist, change the Add to Checklist field to Yes. If you wish to ensure that all checklist items are completed you can change the Force Checklist Completion field to Yes.

 

Note: if you force checklist completion, task assignee’s will be unable to mark a task as completed until they have completed all checklist items.

 

You will notice that you now have the option to add checklist items by selecting the ‘+’.

 

When creating checklist items you must provide a description, due date, and specify whether the item is mandatory or optional.

 

 

Select Ok.

 

 

 

Repeat the previous steps until you have created all required checklist items.

 

Finish completing any other fields required to create and assign your task then select Save.

 

Creating Checklist Items in Task Templates

The following steps are intended for users that are creating, editing or assigning task templates.

 

From the Dashboard, select Diary & Workflow > Tasks

Change the List option to Task Templates using the dropdown box.

 

 

Select Add to create a new task template or select the existing template that you wish to edit.

 

On the Comments tab, change the Checklist field to Yes if you wish to create standard checklist items for this task template.

 

 If you leave the Checklist field as No, you can hide the checklist option by selecting the checkbox.

 

Tips & Notes

You can add checklist items to the template, but prevent the task assignee from adding additional checklist items by selecting No for Add to Checklist. You can also hide this field all together by checking the box next to it.

·         Task assignees will not be able to remove checklist items that you create as part of the task template.

 

Completing Checklists Items

The following steps are intended to assist the task assignee. Select the task that you are completing by clicking on the task Subject. Select Edit, then go to the Comments tab.

To mark a checklist item as completed, select the edit icon (pencil icon).

 

Change the Completed field to Yes. Select OK.

Once you have done this, it will mark the checklist item as completed and record the date and name of the user that completed the item.

 

   

Tips & Notes:

·         If you attempt to mark a task as completed, but you have not completed all mandatory checklist items you will receive the following pop-up message.

        

• Xplan allows you to set a checklist item with a due date that is after the task due date, so check your dates carefully 

 

Specialist PMC also offer a Newsletter which expands on our Blog postings. For example, the Newsletter on this topic also provides guidance on using checklist items in task templates. We invite you to join our mailing list at the following location:

http://www.specialistpmc.com.au/specialist-pmc-client-testimonials