Checklists

What can I do with Checklists?

Track process progress and completion

A Checklist can be created from a process to coordinate participants completing each step. Create easy to follow checklists from processes with the click of a button and track each step to see when it is completed.

Cross-team communication

Using Checklists increases cross team communication and coordination, ensuring everyone is informed when their input or participation is required as part of a process. Process users can clearly see their responsibilities as part of the end-to-end flow and are more conscious of handover points.

Feedback and process improvements

Checklists also provide feedback opportunities for the line of business. When exceptions or process breakdowns occur, the Checklist can be used for feedback and improvement suggestions, allowing the process user to log comments or attach documents for additional information.

Compliance and Accountability

Increased compliance and accountability is another outcome of using Checklists. By tracking the completed tasks, Checklists build complete audit records and identify who is responsible for every step, every time. Timestamped completions provide granular insight into time frames for greater analysis and opportunities to increase process efficiency.

Identify opportunities for process automation

Checklists can be used to validate a process manually, recognize potential improvements and optimize processes for automation.

Who has Checklist rights?

The following table describes who can manage different Checklist rights.

	Privileges			Process Stakeholders		Group Stakeholders
Checklist rights	Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site.	Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities.	User	Process Owner A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed.	Process Expert A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process.	Process Group Champion A user responsible for the maintenance and improvement of all processes within their area.	Process Group Editor	Process Approver	Process Publisher	Process Participants
										Assigned to a role	Can only view process	Assigned to Checklist item
Create or View Checklists
Assign Checklist items
Discard Checklist
Add or View comments or files to any Checklist
Edit Checklist title		Only the user who created the Checklist.
Add or edit dates		Only the user who created the Checklist.
Edit comments		Only the user who added the comment.
Delete comments and files		Only the user who added the comment or file.
Edit completed Checklist items		Only the user who completed the item.
Delete Checklist		Only the user who created the Checklist.

Create a Checklist

The following Checklist fields and actions are available. Select or enter the required details.

Field	Description	Action
Title	Pre-filled with the process name and date/time the Checklist is created.	Hover on the title and click to update. Type a descriptive title which will help other users understand what the Checklist is used for.
Due Date	Date by which the Checklist must be completed.	Select a date from the date selector.
Checklist items	Each activity in the process is displayed as an item in the Checklist with a check box next to it.	Expand and view details: Hover over the activity and click .
		Assign item: Hover over the To be assigned to text and click to select the user you want to assign the item to.
		Add a due date: Add a date by which the Checklist activity must be completed. Hover over the To be assigned to text, click Add due date and select a date from the date selector.
		Add comments:Type the required text and click Add Comment. Note:  Add additional details about the Checklist item which can help other users to complete the next steps in the Checklist. No notifications are sent when comments are added to Checklists. Process Owners/Process Experts can view the comments on each Checklist to identify any issues or potential improvements. If you want to provide process feedback and notify the Process Owner/Process Expert, use the Feedback button on the top-right of the process toolbar.
		Attach File: Click Attach File to upload related documents.
Discard Checklist	You can discard an incomplete Checklist. For example: If you have an incomplete Checklist which has been started but there is a change in the process and you want to retain the Checklist for reference. Once discarded, the Checklist details are displayed in Read-only mode.	Discard Checklist: Go to Processes > All Checklists and open the Checklist. Click Discard Checklist. Provide the reason for discarding the Checklist for future reference. View Discarded Checklists: Go to Processes > All Checklists. Click on the Status drop-down list and then click Clear selection. Click Discarded. Select the Created from and to dates if you want to filter by a specific date range. The list of discarded checklists is displayed.
Delete Checklist	You can delete a Checklist only if there are no items marked as done.	Go to Processes > All Checklists and open the Checklist. Click Delete Checklist. In the confirmation dialog, click Yes. The Checklist is deleted and cannot be viewed by anyone.

Note: When all Checklist items are marked as done, the Checklist is automatically completed. Any user who completed a checklist item, or a Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. can edit a completed Checklist.

View active process Checklists

You can view active Checklists for a particular process from the process page.

1. Go to Processes > All Processes and open the required process.
2. Click Checklists on the top left of the process toolbar. All active Checklists for the process are displayed with the following columns:

Column Name	Description
NAME	Checklist name. Click to open the Checklist.
STATUS	One of the following based on the current Checklist status: Active Completed Discarded
VERSION	Links to the process Minimode page.
CREATED BY	User who created the Checklist.
CREATED	Date when the Checklist is created.
DUE	Date when the Checklist is due for completion.

View all Checklists

You can view all Checklists from the Checklists menu.

• Go to Processes > Checklists. The list of all Checklists in your Nintex Process Manager site is displayed with the following filters and columns:

Filters

Filter Name	Description
Status	Select multiple filters or click Clear selection to display all Checklists. The following values are available: All: Displays all active, completed, and discarded Checklists. Active: Displays all active Checklists. Completed: Displays all completed Checklists. Discarded: Displays all discarded Checklists.
Created from and to	Select the date range. Default date range is the last 3 months from the current date.


Columns

Column Name	Description
NAME	Checklist name. Click to open the Checklist.
STATUS	One of the following based on the current Checklist status: Active Completed Discarded
PROCESS	Links to the process Minimode A permalink to a Nintex Promapp process or document which allows anonymous users to access processes, documents or process groups. page.
CREATED BY	User who created the Checklist.
CREATED	Date when the Checklist is created.
DUE	Date when the Checklist is due for completion.

Checklist notifications

The following table describes which actions trigger notifications and who gets notified.

Checklist Action	Dashboard	Email	Who gets notified?
Create a Checklist			N/A
Edit a Checklist			N/A
Delete a Checklist			N/A
Discard a Checklist			N/A
Checklist activity status:
Overdue			Assigned user, Checklist creator
Waiting			Assigned user, Checklist creator
Complete			Checklist creator when another user completes a Checklist activity.
Not Assigned			Checklist creator will get this if the next activity to be completed is not assigned.
Assign user to the first Checklist item			Assigned user, Checklist creator (only dashboard notifications)
Complete Checklist item			The user assigned to the next item in the Checklist. If there is no user assigned to the next Checklist item, the email and dashboard notifications are not sent. Checklist creator (only dashboard notifications)
Complete Checklist			Checklist creator

View Checklist notifications

Do one of the following to view Checklist notifications:

• Go to Home Page and click Checklist Items:

• On the main navigation bar of your Nintex Process Manager site, click My Dashboard > My Checklist Activities.

The My Checklist Activities page is displayed and the following columns and actions are available:

Column	Description
CHECKLIST ACTIVITY	Displays the activity number for the assigned Checklist item.
STATUS	One of the following based on the current Checklist activity status: Not assigned Waiting Complete Overdue
ACTIVITY DUE DATE	Date when the Checklist activity is due for completion.
ASSIGNED BY	Name of the user who assigned the Checklist item.
ASSIGNED TO	Name of the user who is responsible for completing the Checklist item.
CHECKLIST	Links to the Checklist.
CHECKLIST DUE DATE	Date by which the Checklist item must be completed.
PROCESS	Links to the process Minimode page.
ACTIONS	View: Click to review the assigned item. Mark as done: Click to select the check box and mark the Checklist item as done.

Checklist FAQs