Checklist library

This screen is the library of checklists a maintenance plan can pull onto its own task list, so a round typed once — the quarterly pump service, the safety isolation sequence — is not retyped on every plan that needs it. Open it from Administration → Checklist library.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The checklist library with a checklist expanded

The stat strip counts checklists, steps and how many are on plans. Warnings appear when a checklist has no steps, has nothing published (so it cannot be pulled onto a plan) or when plan sections are on an older version. Who can change this. Add checklists to the library and Edit checklists in the library. Anyone with View the task checklist library can browse it.

Browsing the library

Filter with Search the library and the Category list (Every category or one of the categories your checklists use). Each card shows:

Item	What it shows
Name	The checklist
Category · asset category · site	Its shelf label, the equipment it was written for, and Every site or the one site it is limited to
Steps	How many steps the published version has
Minutes	The estimated time, and steps add to n when the steps’ own minutes disagree with it
Plans	on one plan, on n plans, or nothing
Tags	retired when switched off, Nothing published when there is no version in force

Click a card to expand it, and Edit to change its details.

Inside a checklist

An expanded checklist shows its description, then the version:

Version state	What it means
Published vn	In force — what a plan built now copies. Changing the steps means taking a draft
Draft vn — not in force	Being edited. Nothing reaches a plan until it is published

The steps lists each Step, What it asks for (a reading, a photo, a signature, a failure raises work, optional, one of n answers) and its Minutes.

Action	What it does
Take a draft	Starts the next version from the published one, so you can change its steps
Add a step	Adds a step to the draft. Drag steps to reorder them
Publish vn	Puts the draft in force for plans built after it. It asks you to confirm, and says how many plan sections already hold a copy
Discard the draft	Throws the draft away and leaves the published version in force

Who can change an answer

After an answer is saved decides who may change a step’s answer once a job built from this checklist has recorded it: “Once a step on a job is passed, failed or otherwise answered, only these roles can change it. With no role chosen, the answer is final. This applies to jobs already open as well as new ones, and an administrator can always change an answer.” Pick roles under Who can change an answer (Select all ticks every role). With none chosen, “a saved answer is final, and only an administrator can change it” — on the job, the step shows Final instead of Change. A step somebody added on the job itself came from no checklist, and its answer stays open. This sits outside the draft and the published version: it is saved as soon as you pick or remove a role, and reaches jobs already open as well as the next ones. On a job, a step whose answer you may not change shows Locked, naming the roles that can — see the Tasks tab. Copied onto these plans lists every plan that took a copy. Each holds its own copy of the steps as they were when it was built, and publishing never changes them. A plan whose copy is behind says so on its own checklist, and is brought up to date there, section by section — see the plan builder.

The checklist form

Add a checklist opens a new one; Edit changes one.

Field	What it means	Notes
Name	What the checklist is called — “Centrifugal pump — quarterly service”	Required
What this round is	Read by the technician before the first step	What the round is for, what it assumes has been done, anything true of the whole job
Asset category	The class of equipment the steps were written for	Empty for a checklist that suits anything, such as a safety isolation. Narrows the planner’s picker
Category	The shelf label the library browses by — “Statutory”, “Lubrication”	Free text, so nothing has to be set up first
Site	Restricts the checklist to one site	Empty means every site can use it
Estimated (minutes)	How long the whole checklist takes	So a plan built from it can be scheduled honestly
Active	Whether it is offered to planners	Turning it off retires it: it leaves the picker, and every plan built from it is untouched
Attach a drawing or photo	Reference material for the whole round	Travels onto every job raised from it

The step form

Steps are added and edited on a draft. The fields that appear depend on the kind of step.

Field	What it means	Notes
Step	One instruction, as a technician reads it — “Check coupling alignment”	Required
How it is done	The detail behind the step: the tolerance, the torque figure	Shown when the technician taps the step for help
Kind of step	What the technician does: step, measurement, inspection, pass/fail, meter reading, photo, signature, lubrication, cleaning, replacement or dropdown	Defaults to a plain step
Estimated minutes	How long the step takes
Mandatory	Whether the step must be done	On by default
Unit, minimum and maximum	The limits a reading must fall within	Shown for a measurement or a meter reading. Give at least one limit, or the reading cannot pass or fail
Answers and The technician may pick more than one	The answers a dropdown step offers, and whether each counts as a pass or needs a remark or photo	Shown for a dropdown step
Requires photo, requires signature	Evidence asked for as well as the step	Not offered when the step’s kind is already a photo or a signature
A failed step raises a corrective job	A failure starts the fix, not just records it	A reading outside its limits fails by itself; other steps are failed by whoever completes them
Failure priority	The priority that corrective job is raised at	The highest priority you have if left empty
Skill	The skill the step needs	From workforce skills
Attach a drawing or photo	The diagram that shows where to look	Travels with the step onto every job

Setting up

Configuration

Browsing the library

Inside a checklist

Who can change an answer

The checklist form

The step form