> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fentufsm.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Checklists
> Create inspection and maintenance procedures for service tasks
## Overview
Checklists are configurable inspection and maintenance forms that technicians complete during service tasks. They ensure consistent procedures, capture required data, and document work performed. Checklists can be linked to products, product types, assets, and branches for targeted use.
Checklists standardize service procedures. Instead of relying on technician memory, checklists guide them through each step, ensuring nothing is missed and all required data is captured.
## When to Use Checklists
Create checklists to:
* Standardize inspection procedures across technicians
* Ensure regulatory compliance (fire safety, elevator inspections)
* Capture required measurements and readings
* Document work performed with signatures and photos
* Guide technicians through complex procedures
* Create consistent service reports for customers
* Train new technicians on proper procedures
### Key Capabilities
Mark checklist items or entire checklists as mandatory. The technician cannot close the task until all mandatory items are completed.
Link checklists to specific assets, product types, or products. Checklists verify asset serial numbers and model details before work begins.
Use readout templates to capture multiple structured measurements (Machine readings, electrical measurements) in a single checklist item.
Mark items as defective or requiring follow-up. Defect annotations are carried forward to subsequent service visits.
***
## Checklists List View
### What You See
The Checklists list displays all configured checklists:
| Column | Shows |
| --------- | ------------------------------------------------------------------------------------------------------------ |
| **Label** | Checklist name (e.g., "Fire Door Annual Inspection") |
| **Code** | Optional short code for identification |
| **Type** | Checklist types: Installation, Maintenance, Delivery, Repair, Conversion, Courtesy Inspection, Quality Check |
### List Features
* **Search** - Find checklists by name or code
* **New** - Create new checklist
* **Actions** - Edit or delete checklists
* **Filter** - Filter by type or branch assignment
* **Sort** - Click columns to sort
***
## Creating a Checklist
When you click **New**:
### Basic Configuration
| Field | Description |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Label** | Checklist name (e.g., "Machine Quarterly Inspection", "Fire Door Monthly Check") |
| **Code** | Optional short code for quick reference |
| **Type** | Select one or more types (multiselect):
• Installation
• Maintenance
• Delivery
• Repair
• Conversion
• Courtesy Inspection
• Quality Check |
| **Branch** | Assign to specific branch (checklist only available in that branch) |
| **Is Risk Assessment** | Flag if this is a safety risk assessment checklist |
| **Sequence** | Order in which checklist appears if multiple checklists assigned |
***
## Checklist Detail View
After creating the checklist, configure the items technicians will complete:
### Checklist Items Tab
This is where you define the actual inspection steps and questions.
**Adding Items:**
1. Click **Add Item**
2. Configure each item:
| Item Field | Description |
| -------------------- | ----------------------------------------------------------------------------------- |
| **Label** | The question or instruction (e.g., "Check door closes smoothly", "Measure voltage") |
| **Type** | Response type (see Item Types below) |
| **Default Value** | Pre-filled value (optional) |
| **Sequence** | Order items appear in |
| **Internal** | Flag if item is for internal use only (not shown to customer) |
| **Group** | Organize items into logical groups |
| **Readout Template** | Link to measurement template if capturing multiple readings |
### Item Types
Simple yes/no or pass/fail check.
**Use For:**
* "Door latches properly"
* "Battery voltage acceptable"
* "Safety labels present"
**Result:** Checked or unchecked box.
Free-text input for notes and descriptions.
**Use For:**
* "Describe any damage observed"
* "Notes on customer concerns"
* "Additional findings"
**Result:** Text entry field.
Numeric input for measurements and counts.
**Use For:**
* "Battery voltage (volts)"
* "Operating temperature (°F)"
* "Number of cycles completed"
**Result:** Number entry with optional units.
Selection from predefined options.
**Use For:**
* "Condition: Excellent / Good / Fair / Poor"
* "Action Required: None / Minor Repair / Major Repair / Replace"
* "Severity: Low / Medium / High / Critical"
**Result:** User selects one option from list.
Digital signature capture.
**Use For:**
* "Technician signature"
* "Customer acceptance signature"
* "Supervisor approval"
**Result:** Captured signature image.
Photo capture from device camera.
**Use For:**
* "Photo of serial number plate"
* "Before/after comparison"
* "Document damage or repairs"
**Result:** One or more photos attached to checklist.
Allows the technician to scan or enter asset identifiers (such as a serial number) and capture or update specific fields on the linked asset record.
**Use For:**
* "Capture asset serial number during installation"
* "Update firmware version field on the asset record"
* "Confirm asset model number matches documentation"
**Result:** Asset record is updated directly from within the checklist item.
Links to a **Readout Template** to capture a structured set of measurements in one step — for example, an Machine service sheet with supply air temperature, return air temperature, and static pressure.
**Use For:**
* Multi-point electrical or Machine measurement sheets
* Refrigerant readings (suction pressure, head pressure, superheat, subcooling)
* Vibration or noise levels at multiple sensor points
**Result:** All measurements recorded against the readout template; values stored on the asset history.
Prompts the technician to register a new part directly against the asset from within the checklist — for example, recording the exact filter part number installed.
**Use For:**
* "Register replaced belt on the asset parts list"
* "Record installed filter part number and quantity"
* "Log new capacitor details on compressor asset"
**Result:** A new Asset Part record is created and linked to the asset without leaving the checklist.
### Item Groups
Organize items into logical sections:
**Example Fire Door Checklist Groups:**
* **Visual Inspection** (items 1-5)
* **Operational Testing** (items 6-10)
* **Safety Systems** (items 11-15)
* **Documentation** (items 16-18)
**Benefits:**
* Easier for technicians to navigate
* Logical workflow through inspection
* Professional-looking reports
### Conditional Logic (Triggers)
Checklist items can show, hide, or become required depending on the value of another item. This keeps checklists concise — technicians only see the items relevant to their answers.
Each trigger rule is defined on a **child item** and has the following fields:
| Field | Description |
| ----------------- | ------------------------------------------------------------------------------------ |
| **Child Item** | The item that will be shown / hidden or made required |
| **Trigger Value** | The value of the parent item that activates the rule |
| **Condition** | Comparison operator: `Equals`, `Not Equals`, `Greater Than`, `Less Than`, `Contains` |
| **Action** | What happens when the condition is met: `Show`, `Hide`, `Require`, `Disable` |
| **Sequence** | Order in which multiple rules for the same child item are evaluated |
Use triggers to reveal follow-up text fields only when a dropdown answer indicates a defect (e.g., show "Describe deficiency" only when Condition = "Poor" or "Failed").
***
## Linking Checklists
### To Products
1. Open **Product** record
2. Go to **Checklists** tab
3. Add relevant checklists
4. **Result:** All assets based on this product inherit these checklists
**Use When:** All instances of a product type need same inspection (e.g., all "Model X Fire Doors" get "Fire Door Annual Inspection")
### To Product Types
1. Open **Product Type** record
2. Go to **Checklists** tab
3. Add checklists
4. **Result:** All products of this type inherit these checklists
**Use When:** Checklists apply broadly to equipment category (e.g., all "Machine Systems" get "Filter Inspection")
### To Assets
1. Open **Asset** record
2. Go to **Checklists** tab
3. Add asset-specific checklists
4. **Result:** Only this specific asset uses these checklists
**Use When:** Special requirements for specific installations (e.g., one elevator has additional state-mandated checks)
### To Branches
Set **Branch** field when creating checklist.
**Result:** Checklist only available in that branch (useful for regional compliance variations)
***
## Common Checklist Scenarios
### Scenario 1: Creating Fire Safety Inspection Checklist
**Goal:** Standardize annual fire door inspections per code requirements
**Steps:**
1. Create checklist: "Fire Door Annual Inspection"
2. Set Type: "Maintenance"
3. Set **Is Risk Assessment**: checked
4. Add items:
* (Checkbox) "Door closes completely"
* (Checkbox) "Latching mechanism functions"
* (Number) "Closing time (seconds)"
* (Photo) "Serial number plate"
* (Dropdown) "Condition: Excellent/Good/Fair/Poor"
* (Text) "Describe any deficiencies"
* (Signature) "Inspector signature"
* (Signature) "Customer signature"
5. Link to Product Type: "Fire Safety Equipment"
**Result:** Every fire safety asset automatically gets this checklist on annual maintenance tasks.
***
### Scenario 2: Installation Verification Checklist
**Goal:** Ensure new installations meet quality standards
**Setup:**
1. Create checklist: "New Installation Quality Check"
2. Set Type: "Installation", "Quality Check"
3. Add item groups:
* **Pre-Installation:**
* (Checkbox) "Site prepared properly"
* (Photo) "Before installation"
* **Installation:**
* (Checkbox) "Mounting secure"
* (Checkbox) "Electrical connections correct"
* (Number) "Voltage reading (V)"
* **Testing:**
* (Checkbox) "Full cycle test passed"
* (Checkbox) "Safety features operational"
* **Documentation:**
* (Photo) "Installed equipment"
* (Photo) "Serial number/model plate"
* (Signature) "Installer signature"
* (Signature) "Customer acceptance"
4. Mark "Serial number" and "Installed equipment" photos as mandatory
**Usage:** Add to all installation work orders before closing.
***
### Scenario 3: Quick Courtesy Inspection
**Goal:** Free inspection during service calls to identify potential issues
**Setup:**
1. Create: "10-Point Courtesy Inspection"
2. Set Type: "Courtesy Inspection"
3. Add quick check items (all checkboxes):
* "Unusual noises during operation"
* "Visible wear or damage"
* "Loose mounting or components"
* "Safety labels legible"
* "Lubrication needed"
* "Filter replacement recommended"
* "Software/firmware updates available"
* "Calibration drift observed"
* "Customer training needed"
* "Extended warranty recommended"
4. Add final item (text): "Additional recommendations"
5. Set **Internal**: checked on recommendation items
**Use:** Generates upsell opportunities while providing value to customer.
***
### Scenario 4: Risk Assessment Checklist
**Goal:** Safety risk evaluation before work
**Setup:**
1. Create: "Job Site Safety Risk Assessment"
2. Set **Is Risk Assessment**: checked
3. Add risk items (all dropdown: Low/Medium/High/Critical):
* "Fall hazard risk"
* "Electrical hazard risk"
* "Confined space risk"
* "Heavy equipment risk"
* "Chemical/hazmat risk"
4. Add (Text): "Required PPE"
5. Add (Text): "Safety precautions"
6. Add (Signature): "Supervisor approval required for High/Critical risks"
**Usage:** Technicians complete before starting any work, supervisor notified of high-risk situations.
***
## Checklist Actions
Modify checklist name, type, or branch assignment. Add/remove/reorder items.
Remove checklist. Only possible if not linked to products/assets or used in historical tasks.
Create copy as starting point for similar checklist. Saves time setting up variations.
See how checklist appears to technicians. Test flow before deploying.
***
## Tips and Best Practices
**Do:** One checklist per procedure
* "Machine Quarterly Inspection" (20 items)
* "Machine Filter Replacement" (5 items)
* "Machine Emergency Repair" (8 items)
**Don't:** Mega-checklist covering everything
* "Machine All Procedures" (200 items) ❌
**Why:** Focused checklists are faster, easier to follow, and more likely to be completed properly.
**Good Item Labels:**
* ✅ "Verify door closes completely without assistance"
* ✅ "Measure and record battery voltage under load"
* ✅ "Photograph serial number plate"
**Poor Item Labels:**
* ❌ "Door" (what about it?)
* ❌ "Check battery" (check what exactly?)
* ❌ "Documentation" (what kind?)
**Why:** Eliminates ambiguity, ensures consistent execution across technicians.
Organize items into logical sections:
1. **Pre-Service** - Setup and preparation
2. **Visual Inspection** - Observation items
3. **Testing** - Operational checks
4. **Measurements** - Quantitative readings
5. **Documentation** - Photos and signatures
**Benefits:** Natural workflow, professional reports, easier training.
Flag items that must be completed:
* Safety checks (emergency stops, guardrails)
* Compliance requirements (certifications, approvals)
* Customer-facing items (signatures, acceptance)
**System:** Prevents task completion until mandatory items filled.
Instead of text fields where responses vary, use dropdowns:
**Text field:** "What's the condition?"
* Responses: "OK", "Fine", "Good shape", "Not bad" (inconsistent)
**Dropdown:** "Condition" with options: Excellent / Good / Fair / Poor / Failed
* Responses: Consistent, reportable, analyzable
**Use dropdowns when:** Answers should come from a predefined set.
Photos are powerful documentation:
* **Serial/model plates** - Proves correct equipment serviced
* **Before/after** - Shows work performed
* **Deficiencies** - Documents issues found
* **Installations** - Verifies quality
**Best Practice:** Make photos mandatory for compliance work and installations.
Order items to match physical workflow:
* Top to bottom (roof to basement)
* Outside to inside
* Pre-service → Service → Post-service
* Visual → Operational → Testing
**Why:** Technicians don't waste time jumping around, reduces forgotten items.
Before linking to products:
1. Preview checklist in technician view
2. Complete a test run yourself
3. Time how long it takes
4. Ask a technician to review
5. Adjust based on feedback
**Prevents:** Deploying confusing or impractical checklists.
***
## Common Questions
Yes, tasks can have multiple checklists:
**Sources:**
* Product-level checklists
* Product type-level checklists
* Asset-specific checklists
* Manually added task checklists
**Order:** Checklists appear in sequence order. Set sequence to control order.
**Example:** Annual fire door inspection might have:
1. "Fire Door Monthly Check" (from product)
2. "Annual Certification Checklist" (from product type)
3. "Building-Specific Requirements" (from asset)
**Active/Future Tasks:**
* Changes apply immediately
* Technicians see updated checklist
**Completed Tasks:**
* Historical data preserved
* Original checklist responses remain unchanged
**Best Practice:** For major changes, create new checklist version instead of modifying existing.
Yes, checklist responses appear in:
* Service reports (emailed/printed)
* Customer portal (if enabled)
* Work order completion documents
**Control What's Shown:**
* Mark items **Internal** to hide from customer
* Internal items visible to technicians and managers only
* Use for internal notes, upsell opportunities, quality checks
**Example:** "Recommend extended warranty" marked Internal - shows to sales team, not customer.
Items can be flagged as mandatory:
**Enforcement:**
* Task cannot be marked complete until mandatory items filled
* System highlights incomplete mandatory items
* Mobile app prevents submission
**Use For:**
* Safety-critical checks
* Regulatory requirements
* Customer signatures
* Serial number documentation
**Caution:** Don't over-use - too many mandatory items frustrates technicians.
Yes, checklist items can link to **Readout Templates**:
**What This Does:**
* Opens measurement template with multiple variables
* Captures structured data (temp, pressure, voltage, etc.)
* Validates against acceptable ranges
* Generates pass/fail based on measurements
**Example:** Checklist item "Machine System Readings" links to "Machine Diagnostic Template" with 15 measurement points.
**See:** Readout Templates documentation for details.
Set **Is Risk Assessment** checkbox for safety checklists:
**Usage:**
* Appears before work starts
* Technicians complete on-site before service
* Identifies hazards and required precautions
* Can require supervisor approval for high-risk situations
**Example:** "Confined Space Entry Risk Assessment" must be completed and approved before technician enters space.
**Compliance:** Documents due diligence for workplace safety.
Yes, but **be careful:**
**Safe to Delete:**
* Checklist hasn't been used yet
* Item was just added and not deployed
**Risky to Delete:**
* Checklist in use on active tasks
* Historical data references this item
**Better Approach:**
* Mark item as deprecated in label
* Create new checklist version for major changes
* Archive old checklist instead of deleting items
Assigning a **Branch** to checklist:
**Restricts Availability:**
* Checklist only appears in that branch
* Useful for regional compliance variations
* Different states/countries have different requirements
**Example:**
* "California Fire Safety Inspection" (California branch only)
* "EU CE Compliance Check" (European branches only)
**No Branch Assigned:** Checklist available in all branches (most common).
***
## Related Documentation
Link checklists to products for automatic assignment to all assets.
Assign checklists at type level to inherit across all products of that type.
Create measurement templates for capturing structured diagnostic data.
Technicians complete checklists as part of task execution.