Managing Checklists

Checklists help you track verification items and ad-hoc to-dos on a study. Unlike workflows (which track process steps with dates), checklists are for things like "Do I have all the required documents?" or "Have these questions been answered?"

Accessing Checklists

1. Go to All Studies in the sidebar
2. Click Details on the study row to open the study
3. Click the Details tab (third tab, after Overview and Workflows)
4. Click Checklists in the filter bar
5. View existing checklists or create new ones

Checklist Card Display

Each checklist shows:

• Checklist name - Title of the checklist
• Progress indicator - Number of items completed (e.g., "3/5")
• Expand/collapse toggle - Show or hide items
• Action buttons - Edit, save, delete (when editing)

Viewing Checklists

Expanding a Checklist

1. Click the toggle arrow on a checklist card
2. The checklist expands to show all items
3. See which items are checked and unchecked

Checklist Modes

Mode	Description
Standalone	Full header with all actions
Editing	Save, Cancel, and Delete buttons visible
Collapsed	Shows only summary and progress

Creating a Checklist

From Scratch

1. Click Add Checklist in the checklists section
2. Enter a checklist name
3. Add items one by one:
   • Click Add Item
   • Enter the item text
   • Repeat for all items
4. Save the checklist

From a Template

If your organization has checklist templates:

1. Click Add from Template or Add Checklist
2. Select a template from the list
   • Each template shows: name, number of items, and how many copies already exist on this study (e.g., "5 items · 2 on study")
3. The checklist populates with predefined items
4. Customize if needed
5. Save the checklist

The "on study" count helps you see at a glance which checklists you've already added, preventing accidental duplicates.

Adding Checklists from a Workflow View

You can also add checklists directly from within a specific workflow:

1. Open the study and go to the Workflows tab
2. Select a workflow to view its details
3. Click the Checklists tab within the workflow panel
4. Click the Add Checklist button (top right of the tab)
5. Select a template from the list
6. The checklist is automatically associated with that workflow

This keeps checklists organized by workflow without navigating away from the workflow view.

Permission Required

The Add Checklist button only appears for users with edit permissions (project admin or collaborator roles).

Checking Items

1. Expand the checklist to view items
2. Click the checkbox next to an item to mark it complete
3. The progress counter updates automatically
4. Click again to uncheck if needed

Editing a Checklist

Editing Checklist Details

1. Click the Edit button on the checklist
2. Modify the checklist name
3. Add, remove, or reorder items
4. Click Save to keep changes
5. Or click Cancel to discard

Adding Items

1. Enter edit mode
2. Click Add Item
3. Type the new item text
4. The item appears at the end of the list

Removing Items

1. Enter edit mode
2. Click the Remove button next to an item
3. The item is removed from the list

Reordering Items

1. Enter edit mode
2. Drag items to reorder them
3. Or use up/down controls if available
4. Save to preserve the order

Deleting a Checklist

1. Enter edit mode
2. Click the Delete button
3. Confirm the deletion
4. The entire checklist is removed

WARNING

Deleting a checklist removes all its items. This cannot be undone.

Progress Tracking

The progress indicator shows:

• Completed count - Number of checked items
• Total count - Total number of items
• Visual indicator - Progress bar or percentage

Example: 3/5 means 3 out of 5 items are complete

Checklist Templates

Your organization may have predefined checklist templates:

• Templates contain standard sets of items
• Use templates for consistent processes
• Templates can be imported and customized
• See Managing Templates for personal templates

Checklists vs. Workflows

Use Checklists For	Use Workflows For
"Do I have X document?"	Process milestones with dates
"Has X been answered?"	Sequential steps to track progress
Ad-hoc verification items	Reporting and timeline metrics
One-off task lists	Repeatable organizational processes

Checklists are flexible and informal. Workflows are structured and feed into progress tracking and metrics.

Best Practices

• Use for verification - "Do I have...?" and "Did we...?" questions
• Keep items specific - Clear yes/no items work best
• Don't duplicate workflows - If it's a process step with a date, use a workflow
• Use templates - Create templates for common verification lists (e.g., "Required Documents")
• Review before closing - Ensure all items are addressed before closing a study