Checklists are particularly useful when you are looking to break down an item or a task into smaller bits. For instance, let’s say your marketing team has a task entitled “Send offer X to client Y”. This is usually a one woman or man job but it is composed of simple subtasks to execute before sending the actual offer. These could logically be as follow:
- Verification and final review of the offer
- Composition of the email
- Create follow-up task
- Sending the offer
Such a checklist has the benefit of reminding the task owner of the steps in the right order to finish the task. Additionally, it also helps management to follow up with the progress of the task as the owner is crossing of each item as he finishes it.
A checklist is probably not the best way to represent related or dependent tasks that could be carried out by a different employee. Taking the same example, a related item could be “Validating the offer”, in most companies this task is usually the responsibility of the manager who is not necessarily in charge of sending the offer. For this kind of data representation, have a look at the Linked List article to understand how to link items or records from the same list or other.
How to create a checklist?
- Click on the “Edit List” button at the top right corner of the list view
- Click on the “New Field”
- Enter the field name
- Select the checklist field type
- Click on "Save " to add it to the list.
Checklists are intended to be edited by users, this gives them the freedom to add items to records or items assigned to them. If you wish to create default items to a checklist simply add items to it under the “Default Values” section
How does it work?
To mark your checklist items as complete, click the checkbox to the right of the list item. This will mark it as complete, cross it off as well, and will also automatically calculate the progress percentage.
You can monitor the progress or the details of this record from the kanban view(link) or the Grid view(link):
Also you can Edit or add directly from the grid view table: