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
  • Ryan Canny

    Jason,

    I checked with our Development team and the email option is only available when adding manual activities (without using a checklist). An email is only sent when adding an activity when the email recipient checkbox is checked. When using checklists there is currently no option to enable or disable sending emails. I would encourage you to post this over on our CRM Product Ideas forum (link below) so this can be reviewed by our Product Management team as a possible future enhancement.

    https://supportcenter.ungerboeck.com/hc/en-us/community/topics/360001531614-CRM-Product-Ideas 

    Thanks,

    Ryan

    0 upvotes

  • Ryan Canny

    Jason,

    I checked with our Development team and the email option is only available when adding manual activities (without using a checklist). An email is only sent when adding an activity when the email recipient checkbox is checked. When using checklists there is currently no option to enable or disable sending emails. I would encourage you to post this over on our CRM Product Ideas forum (link below) so this can be reviewed by our Product Management team as a possible future enhancement.

    https://supportcenter.ungerboeck.com/hc/en-us/community/topics/360001531614-CRM-Product-Ideas 

    Thanks,

    Ryan

    0 upvotes

  • Shelby Dodge

    We had a similar issue but a work around we used was relying on the Activity Notification Preferences in your User Settings.  The notification timing revolves around the Due Date/Time stipulated in the Activity Details within the checklist.  We had to place a little bit more emphasis on due dates and workflows for some of our checklists but we haven't hit an instance where the couple minute delay time for notification has caused a problem.  

     

    0 upvotes

  • Michelle Herson

    Hi Shelby,

    Can you expand upon this?  Were you able to edit the notification timing to get emails to go out?  Or, just an alert within the system?

    We are also looking for emails to go out with the checklist activities.  

    0 upvotes

  • Pamela Smith

    Hi Team,

    Is there a functionality to send an email to the recipient when a checklist item is nearing due date (or the date it is due), regardless of when the activity checklist was setup originally?

    Thanks,
    Pam

    0 upvotes

  • Ryan Canny

    Hi Pam,

    You will want to reach out to your Momentus Account Manager to make sure your Azure service has been turned on for activity notifications.

    Thanks,

    Ryan

    0 upvotes

  • Michelle Herson

    Hi Ryan,

     
    We get email notifications with activities, but not with checklists.  I didn't think you were able to set up the checklist items to send an email.  Are you able to?  That would be super helpful!
     
    Thanks,
    Michelle

    1 upvotes

  • Heather Gruppelaar

    Hi, is there a way to add a checklist to multiple events at the same time? thanks

    1 upvotes

  • Ryan Canny

    Hi Michelle,

    Checklists are just adding a bunch of activities at once and activity notifications are emails. You will want to turn on activity notifications from your user settings window. The system will then send out all activities that are not completed or cancelled and are also tied to your personnel account with a valid email address in the organization the activities are generated in. Like I mentioned to Pam you will want to work with your Momentus Account Manager to make sure your Azure service has been turned on for activity notifications. I hope this helps. 

    Thanks,

    Ryan

    0 upvotes

  • Ryan Canny
    • Edited

    Hi Heather,

    It is not currently possible to add a checklist to multiple events at the same time. If this is something you would like to see added as a future enhancement, I would encourage you to post this on our CRM Product Ideas forum (see link below). Our Product Management team goes through all customer posts and looks at how many community upvotes each receives when determining which enhancements we bring in for Development to start work on as new features.

    https://supportcenter.ungerboeck.com/hc/en-us/community/topics/360001531614-CRM-Product-Ideas

    Thanks,

    Ryan

    0 upvotes

  • Nina Dennison

    It would be nice to "Mark for Delete" multiple lines on a Checklist once it's copied. We have a few checklists that are very similar and need maybe 1/3 of the activities to be deleted. The current option is to copy & paste the 2/3rds to create a list OR individually open the 1/3 not needed off a Copied version and delete one by one!! :(

     

     

    1 upvotes

  • Sean Tame

    Hi Nina Dennison,

    There is actually a piece of functionality to address just this.

    For the checklist items that are 'sometimes yes, sometimes no' you should check the Prompt checkbox.  Then when you are adding the checklist, these items will pop with an edit screen where you can change any of the details as it is being added OR you can elect to Skip the item and it will not be added.

    0 upvotes

  • Nina Dennison

    Sean Tame, that's a cumbersome process when all I want to do is Delete the unwanted items for each list instead of having a pop up everytime for each time we use a list. 

    0 upvotes

  • Sean Tame

    Nina Dennison

    Perhaps I misunderstood you.  Are you saying you are configuring checklists and when creating a new checklist by copying one to another, you want to delete a bunch of items within the Edit Checklist window?

    If you close the Edit window and have the checklist preview pane on the right-hand side, you can highlight and Mark for Delete multiple items at once.  I am not sure at all why the same functionality is not available in the Edit Checklist window.

    0 upvotes

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