From the Human Resources screen, select the Maintenance menu and then Checklists.
At the Checklists screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the checklist in the Checklist ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Enter the description for the checklist in the Checklist Description field. The description can be up to 40 characters long.
Select the Active field to stipulate the checklist is currently used at the school district. A checkmark will appear in the box if the field is selected. When adding a new checklist, the Active field is selected by default.
To add a task to the specified checklist, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Checklists Tasks List, enter the sequence number for what order to have the task listed on the checklist in the Checklist Task Sequence field. The sequence number can be up to 2 digits long (1-99). For example, if this task should be listed first on the checklist, enter 1 as the sequence number; if it should be listed second, enter 2. The same sequence number can be entered for multiple tasks if the tasks are to be completed at the same time; tasks with the same sequence number will be listed in alphabetical order by the description.
Enter the description for the task in the Checklist Task Description field. The description can be up to 40 characters long.
If applicable, enter the ID of the user who is responsible for completing the task in the Responsible User ID field; otherwise, leave the field blank. If the ID is not known, click the down-arrow button to select the correct one.
Select the Display Notification field to have the Display Notification field selected by default for the task on a checklist instance created using this checklist (the default can be changed when creating a checklist instance, if needed). If the Display Notification field is selected for a task on a checklist instance, an alert appears on the Human Resources screen for the designated user (or all users with rights to Human Resources if the Responsible User ID field is not completed) if the task is pending completion. A checkmark will appear in the box if the field is selected.
If the Responsible User ID field is completed, the Email Notification field is enabled. If applicable, select the Email Notification field to have the Email Notification field selected by default for the task on a checklist instance created using this checklist (the default can be changed when creating a checklist instance, if needed). If the Email Notification field is selected for a task on a checklist instance, an email will be sent to the designated user specified in the Responsible User ID field as a reminder the task is pending completion. A checkmark will appear in the box if the field is selected.
Tip: An email is sent for the task with the lowest checklist task sequence (with the Email Notification field selected) when initially creating (saving) the checklist instance, and then an email is sent for the task with the next checklist task sequence (with the Email Notification field selected) after that as the Task Status field is updated to Closed or Cancelled for a task and the checklist instance is saved.
Note: In order to send notification emails to the user specified in the Responsible User ID field, complete the following: 1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing notifications for Human Resources; 3) complete the Notification Options section on the Human Resources tab in the Email Manager option; and 4) verify the employee tied to the user specified in the Responsible User ID field has an email address entered in the Employee File with the Other Communication field selected. The notification emails sent for the tasks on checklist instances use the verbiage as defined within the program and it cannot be changed.
Select the Active field to allow the task to be used in a checklist instance. A checkmark will appear in the box if the field is selected. When adding a new task, the Active field is selected by default.
Note: If the Active field is unselected for a checklist task, the task will be omitted when a checklist instance is created for the specified checklist.
Repeat these steps until all the tasks have been added for the specified checklist.
Click the Save button.