This article will cover the basics so that you can quickly get started.
We will show you how to:
- Create a Template.
- Create a Checklist derived from your Template.
- Update Tasks in your Checklist.
- View your Checklist from the Dashboard.
What is CheckFlow?
CheckFlow is a cloud based software solution that allows you to create and manage your team's process documents using powerful checklists.
Create process templates, run instances of your process templates as checklists and monitor the progress in real-time using our live dashboard.
With our checklists you can do the following:
- Add read-only content to your tasks so that your tasks provide more information to the checklist user. You can add text, images, videos and files.
- Capture unlimited data using our input controls. Ensure a task is not completed until certain data is captured. Our input controls include text boxes, date & time pickers, drop down boxes, file uploads, sub tasks etc.
- Assign tasks to users and/or groups.
- Set due dates on tasks.
- Control the order in which tasks are completed using halt tasks.
- Show and hide tasks based on conditional if... then... logic.
- Schedule your checklists to automatically run to a set schedule
- Permission your templates, checklists and tasks. Have fine control over what your users can view and edit.
Create Your First Process Template
- Log in to your CheckFlow account
- From the toolbar on the left click on the green button with the plus sign. This is the 'Quick Create' button. You can create templates, checklists and schedules using this button.
- Click on the 'New Blank Template' option.
- You will be redirected to the Template Designer and your new blank template will be displayed.
Give Your Template a Name and Description
The first thing you need to do is name your template.
Click on the red text 'Click to enter template name (required)' and the label will switch to a text box. Enter the name of your template in this text box.
You can also enter a description for your template. The description is optional.
If you would like to enter a description click on the grey text 'Click to enter template description (optional)', which is located below the template name. The label will switch to a text box. Enter the description of your template in this text box.
Add Tasks and Headings To Your Template
When you create a new template a blank task will automatically be created for you.
Click on the task to enter the name of your task in the text box.
To add more tasks either press the Enter key whilst you're in an existing task, or click on the '+ Task' button in the toolbar at the bottom of the tasks list area.
It can be beneficial to add headings, either to break up your tasks in to sections for better readability, or to provide additional information. Headings do not have a checkbox, they're read only.
To add a heading, click on the '+ Heading' button in the toolbar at the bottom of the tasks list area.
You can drag and drop the tasks and headings to change their order. Hover over the order number on the left and your cursor will change to a cross-hair. Drag and drop the task/heading to where you want it. If you prefer, you can also move the tasks and headings using the up and down buttons in the toolbar at the bottom of the tasks list area.
You can add as many tasks and headings as you need. There is no limit.
Add Content To Your Tasks
One of the most powerful things about our checklists is that you can add content to your tasks using our controls.
There are two types of controls in CheckFlow. Content Controls display information and Input Controls capture input from the user.
Content controls include:
Input controls include:
The controls can be added from the Controls Toolbar located on the right of the Template Designer.
To add a control you can either drag and drop the control from the controls toolbar on to the Task Content area. Or, you can simply click the control on the controls toolbar and it will be added to the task content area.
Depending on the control type, you will have to set up the control for use by setting it's properties. For example, the Short Text control will only need a label to be set, whereas the Drop-Down control wil need a label and the items that will be appear in the drop-down to be set.
Save Your Template
To save your template click on the Save button at the top of the template page.
Create a Checklist Derived From Your Template
Now that you have created your template you can create checklists based off of it.
To create a checklist click on the Quick Create button, which is the green button with the plus sign on the left toolbar. Then select the 'New Checklist' option.
A popup form will be displayed. Choose the template you would like to derive your checklist from and enter the name of your checklist. Then click the 'Create & Run New Checklist' button.
The checklist will be created and loaded for you.
Complete Some Tasks
There are two ways to complete a task. You can either click on the checkbox in the tasks list, or you can click the 'Complete Task' button located at the bottom of the tasks content area.
If your task contains one or more required fields you must enter data in to them before the parent task can be completed. If you try to complete a task without entering data in to a required field you will receive an error message.
When you complete a task the date and time it was completed, and who it was completed by is shown beneath the task.
Once all tasks have been completed the checklist is also marked as completed.
View Your Checklist From The Dashboard
You can view your checklists from the Dashboard. To get to the Dashboard cick on the Home icon on the navigation toolbar displayed on the left.
Your checklists are displayed in the dashboard. You can use the filters and the search box to view specific checklists. By default the filters will be set to show all checklists in a status of scheduled, in progress or recently completed (completed in the previous 24 hours).
If a checklist is updated by another team member your dashboard is automatically updated too. Therefore, you can be sure that you're always seeing a live view of your checklists.
Click on the plus icon displayed on the left of the checklist name to expand the checklist and reveal the tasks.
If a task can be completed you will be able to check the checkbox to complete the task.
If the task cannot be completed this will be because of one of the following reasons:
- The task is assigned exclusively to one or more other users. Or, it is assigned exclusively to one or more groups that you are not a member of.
- You have permission to view the task but not to complete it.
- The task has one or more required fields that have not been completed.
If a task cannot be completed it will either be greyed out (in the case of 1. and 2. above), or you will receive an error message notification telling you why it cannot be completed.
Well Done! ✅
That's it! You have created your first Template and run your first Checklist.
Now is the time to perfect your template.
Ensure your tasks and content are complete and clear to the end user. Then you can think about using our workflow features to make your checklists even smarter.
You can set due dates, assign tasks, enforce the order in which tasks are completed, build conditional logic rules, apply permsissions, and so much more.
Don't be afraid to experiment. Your process templates are living documents. Every time you make a change a new version is stored. You can view previous versions and revert back to a specific version if you want.