Checklist templates

You can create and publish checklist templates, which are used for checklist records.

The template list displays draft templates and the newest published revision of each template. If you unpublish a template, it remains in the list until you create a new revision for it. Your changes are saved automatically if you navigate to the previous or next checklist template.

Checklist item types

You can add different types of items to a checklist template.

The following table lists each item type and a description.

Item TypeDescription
CurrencyNumber field for a monetary value.
DateField with a date selector.
Date and TimeField with a date and time selector.
Dropdown ListList of options that are defined in the template.
LabelText without a field or results selector.
MemoMulti-line field for alphanumeric text without a results selector.
NoneLabel with a results selector but no additional field.
NumberGeneric number field.
Section HeaderHeader above a group of items. In a checklist record, the items under the section header are grouped together.
Section Header - CopyableHeader above a copyable group of items. In a checklist record, the header and its group of items can be copied and inserted as a new section.
SignatureSignature section. The fields in the signature section are read-only in the web application but can be completed in the mobile app.
TextSingle-line field for alphanumeric text.
TimeTime field that's not affected by timezone adjustments.
Yes/NoYes or no toggle.
Note: You can include an optional results selector for each item type except for Labels, Memos, Section Headers, and Section Headers - Copyable. See the following example:

Create a checklist template

A checklist template contains checklist items which are questions and their acceptable response types. Once you create a template, you can publish it to make it available for creating checklists.

  • Required fields are marked with an asterisk (*) but aren't enforced until you publish the template.
  • The status is updated automatically based on the publishing status of the template.
  1. On the navigation toolbar, select Create icon (Create).
  2. In the Name field at the top-left, enter the template name.
  3. In the Information panel, select the module.
  4. On the Checklist tab, add the checklist items.
    1. Select Add or to insert a row above the current one, select Insert.
    2. In the new row, select the item type, and then enter the item description.
    3. Optional: To include the results selector, select the Include Yes/No/NA checkbox for the item.
      Note: The Include Yes/No/NA checkbox is not applicable for the Label, Memo, Section Header, and Section Header - Copyable types.
    4. For dropdown lists, select , and then enter each option on a separate line.
      Tip:
      • To reorder the items, select a row and then select Up or Down.
      • To remove an item, select the checkbox for the row and then select Remove.
  5. On the Approvers tab, select Add, and then select the workflow roles that can approve the checklist.
    When a checklist is created from this template, project contacts in the selected roles are automatically added to the Approvals tab. For example, see the following images.

    In the following images:

    • 1: Team members: Workflow roles are assigned to the contacts.
    • 2: Team members: Project roles are assigned to the contacts.
    • 3: Checklist template: Roles are selected for the approvers.
    • 4: Checklist record: Contacts in the selected roles are approvers.
  6. To save the changes and keep the template open select (Save) or to save changes and close the template select (Save).
  7. Select Publish Template to make it available for making checklists. To unpublish a checklist template, select Unpublish Template.
    Note: When you unpublish a template it is locked and cannot be republished. You can create a new revision of the template and then publish it. See Create a revision of a checklist template for more information.

Create a revision of a checklist template

Once you create a checklist template, you can create subsequent revisions.

  1. Open the latest revision of a published checklist template.
  2. On the navigation toolbar, select Copy icon (Copy).

    The revision number is incremented automatically.

  3. Optional: Edit the template name.
  4. On the Checklist tab, edit the items.
  5. On the Approvers tab, edit the workflow roles.
  6. To save the changes and keep the template open, select Save icon (Save). To save the changes and close the template, select Back arrow (Save).
    Note: When you publish this revision, the previous revision is automatically unpublished. See Create a checklist template for more information on publishing a template.

Edit a checklist template

You can edit checklist items in unpublished checklist templates.

To edit a published template, create a revision of the published template and publish it. For more information, see Create a revision of a checklist template.
  1. Open the checklist template.
  2. On the Checklist tab, edit the type or description of the items.
  3. To reorder the items, select a row, and then select Up or Down.
  4. To remove an item, select the checkbox for the row, and then select Remove.
  5. On the Approvers tab, edit the workflow roles.

Edit checklist items by exporting

You can edit checklist items by using the Microsoft Excel import sheet.

Record and field permissions are checked when you export checklist templates to an Excel file and when you import the file into ProjectSight.
  1. Create or open a checklist template.
  2. On the navigation toolbar, select (Import/Export) > Export to Excel.

    The existing checklist items are downloaded in an Excel file.

  3. Open the Excel file.
  4. Add, edit, and delete the checklist items.
    • Value Type and Description are required fields.
    • For dropdown lists, enter the options in the List Values column, and type a caret (^) between them.
    • The Include Yes/No/NA column is not applicable for the Label, Memo, Section Header, and Section Header - Copyable types. If you select Yes for these types, the selection is ignored when you import the Excel file back into ProjectSight.
  5. Save the Excel file.
  6. In ProjectSight, open the checklist template.
  7. On the navigation toolbar, select (Import/Export) > Update from Excel.
  8. Select the Excel file to import.

    The Checklist tab is updated to match the file.

Delete a checklist template

You can only delete checklists that have never been published.

  1. Open the record settings and select Checklists > Templates
  2. To switch to the Select mode, select the checkbox for a checklist template.
  3. Optional: To choose more checklist templates, select each one. To choose all the checklist templates, select the checkbox on the toolbar.
  4. Select More icon(More) > Delete Selected Records.
    Tip: To delete one checklist template you can also:
    • Select (More) > Remove on the checklist template.
    • Open the checklist template and then select (More) > Delete on the navigation toolbar.