From the Human Resources screen, select the Options menu and then Checklist Instances.
At the Checklist Instances 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 description for the checklist instance in the Checklist Instance Description field. The description can be up to 40 characters long (no spaces). Leave the field blank to use a default description assigned by the system.
Enter the ID of the checklist to use with the checklist instance in the Checklist ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the ID of the employee for whom the checklist instance is being created in the Employee ID field; otherwise, leave the field blank. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: If desired, click the Go To button located to the right of the Employee ID field to open the specified employee's record in the Employee File.
If desired, enter any additional information for the checklist instance in the Comments field. The comment can be up to 1,000 characters long.
All the active tasks defined for the specified checklist will appear in the Checklist Instance Tasks List. If needed, edit the tasks in the Checklist Instance Tasks List as follows:
The status for each task defaults to Open, and can be changed to Closed as each step is completed (or changed to Cancelled if the task will not be completed for the particular checklist instance).
If desired, enter the date a task should be completed by in the Due Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Select the Display Notification field for the task to have an alert appear 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. The Display Notification field will be selected by default for a task if the Display Notification field is selected for the task on the applicable checklist (within the Checklists option).
If the Responsible User ID field is completed, the Email Notification field is enabled. If applicable, select the Email Notification field to send an email 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. The Email Notification field will be selected by default for a task if the Email Notification field is selected for the task on the applicable checklist (within the Checklists option).
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.
The system tracks the user who closed (or cancelled) each task in the Changed by User ID field and the date it was completed in the Changed Date field. Initially, when the checklist instance is first created, the Changed by User ID and Changed Date fields will be blank; but after a checklist instance is saved, when additional changes are made to a task, the Changed by User ID and Changed Date fields are updated.
Click the Save button.
If designated to do so, a notification email will be sent at this time for the task with the lowest checklist task sequence (if the Email Notification field is selected).
Note: If a notification email message did not go through, a message will appear; click OK and then contact the Business Office in order to check the activity log file (System Log tab within the Activity Log option) and resolve the error(s). If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.