DM4: Create & Manage Checklists for Administrators

Checklists help you track required items during inspections. You can use them to make sure tasks are complete, documents are received, or standards are met.

This guide shows you how to create a new checklist in Database Management within the Inspection Module. It also explains how to set up questions, answer choices, deadlines, and pass or fail values.

Who can use this feature?

System Administrators | Container Administrators

Important Note:

If you do not have Container Administrator permissions in your system, you will not be able to complete the tasks in this guide. Please contact your administrator for assistance.

Understanding Checklist Fields

Checklist fields control what staff see, select, and track when they complete an inspection checklist. Understanding these fields can help Container Admins build clear, useful, and easy-to-maintain checklists.

Question

The question field is where you enter the checklist item, standard, or question that staff need to review during the inspection.

Values

The values field creates the drop-down options for a checklist question. Each question can have its own list of values, such as N/A, Yes, No, Pass, Fail, Complete, or Not Complete.

Community Development recommends using N/A as the first value. The system defaults to the first value entered, so using Yes or Pass first may make an item look complete or compliant before staff reviews it.

Enter values with no spaces. Add a comma after each value.

• Example: N/A,Yes,No.

Deadline

The deadline field is used when staff need alerts for a checklist item. Past-due alerts can appear on the status tab of the related record.

Pass/Fail Value

The pass/fail value field helps the system identify which checklist responses should count as passed, failed, or negative items. This is useful when staff need to print or report only failed or negative checklist items.

Max Result

The max result field is used when a checklist item needs a score. This is most often used for food service inspections.

Create a New Checklist

Creating a new checklist helps staff capture the right information during an inspection. A checklist can include sections, questions, values, and pass or fail options so inspection results are easy to review and track.

Note:

For a tutorial and written instructions, view Create & Manage Checklists.

Manage an Existing Checklist

Managing checklists helps keep inspection requirements accurate and up to date. Existing checklists can be reviewed and updated when questions, values, sections, or inspection needs change.

Note:

For a tutorial and written instructions, view Create & Manage Checklists.

Knowledge Check

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