Checklists

A checklist is a group of activities that you add to an account, contract, event, exhibitor, function, job, event opportunity, or service order. You first configure the checklist and the activities within the checklist and then you add the checklist to an account, contract, event, and so on.

This article includes how to:

Configure a Checklist

  1. Navigate to the Activity Checklists page and click Add. The Add Activity Checklist window opens.
  2. Enter the necessary information:
    • Description: The name of the checklist that is shown in drop-downs when selecting a checklist.
    • Type: Area of Enterprise where the checklist is available for selection.
    • Code: Unique alphanumeric code.
    • Retire: If checked, the checklist is not available for selection in drop-downs.
  3. Click OK.
  4. Select the Activity Detail tab on the Add/Edit Activity Checklist window.
  5. In the Activity Detail tab, click Add. The Add Activity to Checklist window opens. 
  6. Enter the necessary information:
    • Due Date: Number of days, hours and minutes before or after the selected time period the activity due date is defaulted to when adding the checklist.
    • Activity Type: Activity type for the activity created when adding the checklist.
    • Prompt: If checked, a prompt window displays with the activity information when adding the checklist so you can edit or update information as necessary.
    • Priority: If checked, the activity is marked as a high priority activity.
    • Recipients: Users who should receive the activity. You can select particular people or you can select wildcards such as Account Representative, Primary Event Coordinator or Salesperson.
    • Text Editor: Activity text.
  7. Click OK.
  8. Repeat steps 2 - 4 to add all activities to the checklist.

Change a Checklist

You can change the description for the checklist after you have created it.  

  1. Navigate to the Activity Checklists page and select the checklist to edit.
  2. Right-click and select Edit. The Edit Activity Checklist window opens.
  3. Make the desired changes.
  4. Click OK.

You can also change the information for a checklist activity after you have created it. When you change the checklist activity information, it is not updated for any existing activities created from the checklist; it only updates when using the checklist moving forward. If you add additional activities to a checklist, it does not update wherever the checklist is used; the additional checklist activities are only added when adding the checklist in the future.

  1. Navigate to the Activity Checklists page and select the checklist to edit.
  2. Right-click and select Edit. The Edit Activity Checklist window opens.
  3. Select the Activity Detail tab.
  4. Select the checklist activity to edit.
  5. Right-click and select Edit. The Edit Checklist Activity window opens.
  6. Make the desired change.
  7. Click OK.

Inactivate a Checklist

If you no longer use a checklist but want to keep record of it, you can make it inactive. When you make a checklist inactive, it is no longer available for selection when adding checklists. 

  1. Navigate to the Activity Checklists and select the checklist to make inactive.
  2. Right-click and select Edit. The Edit Activity Checklist window opens.
  3. Check the Retire check box.
  4. Click OK.

Delete a Checklist

If you no longer use a checklist and don't want to keep a record of it, you can delete it. You cannot undo the delete process.

  1. Navigate to the Activity Checklists and select the checklist to delete.
  2. Right-click and select Mark for Delete.
  3. Click Save.

If you no longer need a checklist activity, you can delete it. When you delete a checklist activity, it does not delete the activities that were already created from the checklist.

  1. Navigate to the Activity Checklists page and select the checklist with the checklist activity to delete.
  2. Right-click and select Edit. The Edit Activity Checklist window opens.
  3. Select the Activity Detail tab.
  4. Select the checklist activity to edit.
  5. Right-click and select Mark for Delete.
  6. Click Save.

Copy a Checklist

If you have similar checklists, you can copy an existing checklist and then make adjustments to the checklist activities. You must copy a checklist with the same type as the checklist you need to create.

  1. Navigate to the Activity Checklists page and select the checklist to copy.
  2. Right-click and select Copy Checklist. The Copy Checklist window opens.
  3. Enter a Description and Code for the checklist.
  4. Click Save.
  5. Make any necessary changes to the checklist activities.

Add a Checklist to Accounts, Events, and so on

Checklists are always added from the Activities tab on whatever page you want to add the checklist. The below steps use the Events page but you can use the same steps from any of the pages available with checklists.

  1. Navigate to the Events page and select the event for the checklist.
  2. Right-click and select Edit > Edit. The Edit Event window opens.
  3. Select the the Activities tab.
  4. Click the arrow next to the Add button.
  5. Select Add Checklist. The Add Checklist window opens.
  6. Select the checklist from the Checklist To Add drop-down.
  7. Click Continue. Depending on how the checklist is configured, you may receive an Add Activity from the Checklist page for some or all of the activities. On this page, you can adjust the date, time, type, recipients, and text of the activity as necessary. You can also click Skip to not create the activity if necessary.

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Comments

44 comments

Date Votes
  • Eric Blanc

    In creating an activity checklist, I would like to highlight or change the color of the text in the "Activity Text" area. However, when I use the "Use Rich Text Editor" the changes show in the caption box, but not on the summary line once the edit screen has been closed. Am I missing a step? I would like the highlighted text to show in the summary line of the activity so you don't have to open the activity to know it's important.

    Eric Blanc
    Tampa Convention Center

    0 upvotes

  • Carrie Spalding

    Eric,

    The columns are only configured to show plain text formatting, not the rich text formatting.  If this is something you would like to see, please submit an enhancement request.

    Thanks!

    --Carrie

    0 upvotes

  • Kris Corrigan

    What does the period start date and end date refer to, I would like to create a checklist on a monthly basis indicating to recpitents an area they need to cover, i.e. 1 day before the end of the month myself needs to complete payroll etc so what would be the best way to complete this using checklists

    0 upvotes

  • Carrie Spalding

    Kris, I'm not sure what you're referring to when you say period start date and end date, could you elaborate?

    Checklists are attached to events, accounts, etc., in the database and are not really designed to manage monthly tasks, unless you want to attach them to an account.  They don’t recur like tasks in Outlook and are date specific so they would need to be added each month if you wanted to do that.

    Let me know.  Thanks!

    --Carrie

    0 upvotes

  • Sean Tame

    The ability to add Financial Checklists (attached to Fiscal Periods) has been around for a while now.  I requested this a long time ago for Finance Departments to manage all their During and End of Month activities.

    Add a Checklist of type 'Financial'
    Period Start and Period End refers to the Fiscal period dates.

    Go to your Fiscal Calendar and Edit a Year

    Highlight a Period (you will need to add the 'Activities' section to your layout most likely.

    Select Add Checklist.  (I could not get this to actually work in v20 though - nothing happened when I did that)

    You should be able to add your checklist to the period in question.

    0 upvotes

  • Kris Corrigan

    Thanks Sean I will continue to test this, the 'Activities' isn't within the layout of the fiscal calendar (unless I am missing it completely)

    Carrie this is what I am referring to as Sean has mentioned above.

     

    0 upvotes

  • Carrie Spalding

    Sean & Kris, after testing it does appear this is a bug.  A case has been submitted.  Thank you!

    --Carrie

    0 upvotes

  • Kris Corrigan

    Hi

    I was working with Pat Tenny at the conference in configuring checklists as to why our notifications were not sending the recipients, I have come back to apply the correct method and although the notifications are being flagged in V20 the emails aren't being sent, we do have the email notification box ticked but they aren't being sent.

    Also in v19 when we are adding the checklist to fiscal calendar the summary is not being displayed for the recipient in V19.

    Any ideas on how to resolve this.

    Thanks

    Kris

    0 upvotes

  • Carrie Spalding

    Kris, unfortunately in this case it sounds like a bug.  Could you please submit a ticket to support?

    Thank you!

    --Carrie

    0 upvotes

  • Kris Corrigan

    Thanks Carrie

    0 upvotes

  • Laura Webb

    One of our checklists was configured for Type: Financial and we now need it to show up in Events. We'd like to change the type to Events, but it's restricted. I've tried copying the checklist to see if that would give me the option to reassign the type, but it doesn't. What access privilege or restriction can I change so that we can change Type on an Activity Checklist after it's been created?

    0 upvotes

  • Maggie U.

    Hi Laura,

    The Type field is locked down when editing or coping a checklist.  It may be possible to provide you a SQL statement to either update the type on the copied checklist or to copy the activities on your Financial checklist to a new checklist with the new type but that would be beyond my technical abilities to provide here:)  I'll let your account manager, Jill Newman, know this may be something you are interested in and she can reach out to get more details.

    Thanks,

    Maggie

    0 upvotes

  • Sean Tame

    Hi Laura,

    Just to explain the reason why the Type can not be edited after creating the checklist, is because the Based On date options are different for each checklist type.  Eg, the financial checklist is based on fiscal period start/end dates while event checklists are based on Event / Contract dates etc.

    I'd recommend learning from experience and creating the checklist again.

    0 upvotes

  • Laura Webb

    I appreciate all the help. We're all set now. Thank you!

    0 upvotes

  • Kris Corrigan

    Which date is used for the 'Contract;' Type on the activity checklist?

    0 upvotes

  • Kris Corrigan
    • Edited

    Hi

    For an event checklist why isn't the 'Decision Date' able to be chosen? can this be added for this checklist.

    I can see for the contract you can choose the decision date for a checklist, however on the contract layout the Decision Date is not available.

    Thanks

    Kris

    0 upvotes

  • Kaitlyn Batliner

    Hi Kris,

    Please submit an Enhancement Request for adding Decision Date as an available option for the Due Date field when adding an Activity to an Event Activity Checklist.

    Could you please further clarify the second issue? Decision Date should still be available on the Edit Contract window unless the contract is in a locked status.

    Thanks,

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Kris Corrigan

    Thanks Kaitlyn

    The decision date is available on the contract checklist but within a contract I cant see this field even in the edit layout.

    Thanks

    Kris

    0 upvotes

  • Kaitlyn Batliner

    Hi Kris,

    There could be a couple of situations at hand. First, you may have the field renamed to a different phrase. Second, if you go to Edit Layout on the Edit Contract window and search for Decision Date and no results display, then the phrase is already on your layout somewhere. I would double check the various sections and tabs. Lastly, the field may be hidden to your role using field restrictions.

    If you are still unable to find the field, please reach out to our client care team to further assist.

    Thank you and have a great day!

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Allyson Gommer

    I've created a checklist under the event, Marketing Checklist (Event). It seems that when I add a checklist to an event and am prompted to set the date for the tasks, they are in some random order. I am looking to get the tasks in a specific order.

    How it currently decides the order for each prompt. Is it by when they were entered? Edited? Alpha order? It’s not clear to us right now.

    Is there a way that I can place tasks in order within the checklist itself, so that when added to an event they show up to the user in that same order?

    Thank you to anyone who can provide some context.

    Allyson

    0 upvotes

  • Kaitlyn Batliner

    Hi Allyson,

    To answer your first question, when you add an Event Activity Checklist to an Event, the prompts for each activity on the checklist appear in the order in which the activities were added to the Activity Checklist.

    The order in which the activities will display on the Activities grid are not dependent to the order in which the prompts appear.

    Once activities have been added to the event, they will display on your Activities grid based on how your Activities View is configured. Therefore, to answer your second question, there is not necessarily a place within the checklist itself to place tasks to display in a specific order so when they are added to an event, they show up to the user in the same order. The order the activities display to the user on the Activities tab rely on your configuration of the View you are using.

    If you would like all of your users to be utilizing the same Activities view, you can configure a View that all your users have access to. Feel free to check out this video on how to Sort, Group and Total Data on grids: https://supportcenter.ungerboeck.com/hc/en-us/articles/115004434373-Sort-Group-Total-Data

    The example in the video utilizes the Events grid, but the same concept carries throughout the entire system.

    Helpful Tip: If the first activity on the checklist should always occur, say 90 days out from the Event Move In, you are able to utilize the ‘Due Date’ field when you configure the activities on the checklist. Utilizing the ‘Due Date’ field provides consistency for when a particular activity requires completion.

    Regards,

    Kaitlyn Batliner

    Ungerboeck Consultant

     

    0 upvotes

  • Kayla Jungkind

    Hi all - I'm coming back into this, wondering if anyone knows a way to set up a checklist (or something similar in activities)  that is not contingent on days before/after the event, but instead more of a workflow checklist?  For example, have activities A,B,C, once A is completed, A2 should be started without setting specific times around the event.

    Feels like a shot in the dark,

    Kayla

    1 upvotes

  • Kayla Jungkind

    Any updates on adding activities to fiscal calendar periods? It's still not available in edit layout, unless I'm missing something.

    0 upvotes

  • Kaitlyn Batliner
    • Edited

    Hi Kayla,

    To answer your first question, this desired functionality would require custom work. Please feel free to add this workflow as a suggestion on one of our Product Ideas forums. The Product Idea links should be located at the very bottom of our support center pages under the Product Ideas section.

    If you are interested in custom work, please feel free to submit a ticket so we can do some further discovery and provide an estimate for you.

    In regard to adding activities to fiscal calendar periods, your second question, when you configure your Financial Activity Checklist, you should have the ability to choose Period Start Date or Period End Date for the Activity Due Date.

    Is this the functionality you are referring to or could you further clarify the functionality you are looking for?

    Thank you and have a great day!

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Kayla Jungkind

    Thanks Kaitlyn,

    I've just created a short checklist with some activities set to 1 day before period and added myself as the recipient. When I look at my activities they do not show.  So I'm wondering if I have to assign the financial activity checklist to the actual period or somewhere else.

    0 upvotes

  • Kaitlyn Batliner

    Hi Kayla,

    Activity Checklists need to be added to an account, contact, event, etc. in order for the recipient to receive the activities configured on the checklist.

    In this instance, the Financial Activity Checklist can be added by going to the Main Menu >> Fiscal Period Diary (v19) >> on the Fiscal Period Diary (v19) window, right click >> Add Checklist >> select your configured Financial Checklist.

    After the checklist has been added, you should be able to go to your Activities window in v20 and verify that the Activities have been added.

    Kaitlyn Batliner

    Ungerboeck Consultant

     

    0 upvotes

  • Kayla Jungkind

    Excellent, thank yoU!

    0 upvotes

  • Shelby Dodge

    The due dates for some of our checklists will vary. Is it possible to manually enter the due date in the checklist prompt when our event managers add an activity checklist to an event? 

    For example when requesting parking passes from access control, they will sometimes need them within 3 days, sometimes a week, sometimes in 5 minutes.  It seems inefficient to create an activity checklist for ever single default deadline configuration. We could have 50 options. 

    0 upvotes

  • Jason Rief

    Has anyone been successful at getting an activity checklist to send out email notifications? If I add an individual activity to an event it sends out the email but I want it to send out the email notifications when I add an activity checklist. Thanks

    0 upvotes

  • Ryan Canny

    Hi Jason,

    I tested this in our Quality environments and like you did not receive an email notification when an activity checklist was created. I have entered a case for our development team to review and will let you know when I have an update.

    Thanks,

    Ryan

    1 upvotes

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