Create & Manage Checklists

This guide explains how to create a checklist. It also shows how to link the checklist to an inspection type or a specific planning or zoning project.

Checklists are available for the following:

• Checklists are added as attachments in inspection records. This includes inspections for permits, code enforcement, fire, licenses, and planning or zoning projects. Each checklist is linked to an inspection type. The inspection type must exist before you can link a checklist to it.

• Fire Safety System checklists have a separate area for creation, but the process is the same.

• Checklists also appear as a tab in project records for planning and zoning. Staff use them to make sure all required items are completed for each project.

Create a Checklist

1. Sign in to your site

2. Navigate to Admin Tools and select Database Management:

3. Select the Inspections Module:

4. Click Inspection Checklists in the right column:

5. Ensure Add New Checklist is selected:

   Note:

   You can also copy an existing Fire or Building Checklist and select Append to edit content:
   

6. Enter the Name of the checklist being added:

7. Click the Add Checklist Section link:

   Note:

   Checklists consist of sections and items. A checklist must have at least one section.

8. Change the Section Name, as needed:

9. Add data to the remaining fields:

   • Question: The question column is where the standard, question, or item-to-track description is entered. Enter the required checklist item question.

     Note:

     If the question should be ignored from the overall inspection pass or fail status, check the box to the left of that question field.
     

   • Values: This is used to create a dropdown list for a specific checklist question. Each question can have its own list of values. Some questions use yes or no, pass or fail, complete or not complete, or received or open. You can add as many values as needed. We recommend using N/A as the first value. If you don’t, all checklist items will default to the first value entered. If that value is pass or yes, it may wrongly suggest the item is complete or compliant.

     • The format for entry is:

       • No spaces.

       • The first value will appear first. Each value should be followed by a comma.

       • Example: To create a list of N/A, Yes, No, and Maybe we would type: N/A, Yes, No, Maybe

   • Deadline: The deadline is used if staff want to alert on specific checklist items. These alerts of dates past due will appear in the status tab of the associated record.

   • Pass or Fail Value: Staff can choose to track and print documents that only show failed or negative checklist items. This is instead of showing all items or only those marked as passed or similar. To do this, the user must set which value counts as a pass or a fail.

     • Example: One of our checklist values is "not received". We want to create a document that only lists required items marked as not received. Because "not received" is not clearly a failed value, we need to type it into the fail value column. This lets the system run a failed checklist report and only show items tagged as "not received".

   • Max Result: This field is used in very specific examples where customers have to track a score associated with a checklist. It is most commonly used in food service inspection operations. This feature is still under development.

10. (Optional) Select the Add link to add additional items to the section:

11. (Optional) Repeat steps 6 to 9 to add additional checklist sections

12. Click the Save Checklist button:

13. You can now associate the checklist with Permitting, Code Enforcement, or Licensing Inspection Types, Fire Safety Inspections, or the Project System

Associate a Checklist to an Inspection Type (Permitting, Code Enforcement, & Licensing)

1. Sign in to your site

2. Navigate to Admin Tools and select Database Management:

3. Select the Inspections Module:

4. Click Insp Type Checklists Relation in the right column:

5. Select the Inspection Type to link the checklist to:

   Note:

   Only inspection types for permits, projects, licenses, and code enforcement will appear on the list.

6. Click the Add Checklist link:

7. Select a Checklist to link to the inspection type:

8. Click the Save Checklists button:

Associate a Checklist with a Fire Safety Inspection

1. Sign in to your site

2. Navigate to Admin Tools and select Database Management:

3. Select the Inspections Module:

4. Click Fire Insp Checklists Relation in the right column:

5. Select the Inspection Type to link the checklist to:

   Note:

   Only inspection types for fire safety will appear on the list.

6. Click the Add Checklist link:

7. Select a Checklist to link to the inspection type:

8. Click Save Checklists:

Associate a Checklist for Use in the Project System (Planning and Zoning)

The project system is the only one with a checklist tab inside a project application. This lets you use checklists to track required steps and items. Setting up and linking checklists to project records works the same as in other modules. However, there is one extra step. You must mark the inspection type for use with a checklist, not a regular inspection record.

1. Sign in to your site

2. Navigate to Admin Tools and select Database Management:

3. Select the Inspections Module:

4. Select Projects from the Select Module for Managing Inspection Types dropdown menu:

5. Ensure there are inspection types created for each checklist that needs to be created and used in projects:

   Note:

   This area is used for two things. First, it handles regular inspection types, like permit inspections. It also creates placeholders to attach checklists. The third column shows whether the inspection type is for regular inspections or for showing a checklist in the project application's checklist tab.

6. Ensure those inspections used for projects have the second column set to Hide in Portal:

7. Scroll to the bottom and click the Save Inspection Types button:

8. Associate the checklist with an inspection type:

   1. Choose Insp Type Checklists Relation
      

   2. Select the Inspection Type to relate checklists to by using the dropdown icon. Select the appropriate inspection checklist
      

   3. Click Save Checklists
      

9. Link the checklist to the project type and use:

   1. Click the Case Type, Insp Type, Relation button:

   2. Select Projects from the Case Code dropdown menu:

   3. Click the Load Inspection Types button before clicking a dropdown list in type or use:

   4. If needed, set the checklist to only be used for specific project Types or Uses:

   5. Click the Add Inspection Type link:

   6. Select the Inspection Type (checklist) to apply to the project application type and use:

   7. Click the Save Relationships button to make the checklist available within the identified project application type or use:

10. Add the checklist to a project application:

    1. Navigate to Projects System and then Search and select a record:

    2. Click the Edit button:

    3. Select the Checklist tab:

    4. Click Add New under the Actions column:

    5. Select the checklist under the Checklist Type dropdown menu:

    6. Click the Save Checklist button:

Supporting Articles

• Use Inspection Checklists

• Create & Manage Inspections