How do I configure a checklist?

Important information
This article assumes that you have a role with rights to configure a checklist. Don't have the correct role? Please contact your organisation's Administrator.

Configuring a checklist has many optional settings and can sometimes be complicated. In this article, you will find a step-by-step plan for each topic to configure or make changes to a checklist:

• Checklist definition
• Links
• Mark definitions
• Categories
• Subcategories
• Items

Checklist definition

Follow the steps below to create a checklist:

    1. In the menu bar at the top, click on Audits & Forms and then on Checklist definitions

    2. Choose the checklist definition that needs to be changed or create a new one by clicking on Add

There are several options for a checklist: 

1. Calculation methods
When a checklist is completed, a final score is displayed; this is calculated based on the scores of the categories. Indicate whether the category scores are to be added or whether an average should be calculated. 

a. Average of category scores: The average of the scores per category is used as the final score 

b. Total of category scores: All scores are added together

 2. Approval limit
A completed checklist shows whether the final score of the checklist is Sufficient/Insufficient. The approval limit is the minimum score to complete a checklist as sufficient. 

3. Lowest possible score
If the score is below this limit, the number will be rounded up to this score. 

4. Highest possible score
If the number exceeds this limit, the number is rounded down to this score.

 5. Attendees
With attendees it can be indicated whether the button Completion must be shown in the app while completing this check (Yes), attendees must be filled in ( Required) or to hide the button (None). 

6. Roles Indicate the roles that should have access to this checklist.

Under the title, you also have two other options:

1. Hide subcategories in app and reports

When a checklist is running in the app, the subcategories will not be shown but everything will be under the main category, this will also be hidden in the reports of the run checklists.

2. Hide legend in the PDF

In the reports of the walked checklist, the number definitions and scores are not put in a legend.

Once you have created a checklist, you can set the numeric definitions, (sub)categories and questions.

Links

Here you set which customer, object and/or units the checklist can be run on. 

    1. Open the definition checklist and click on Links in the left menu.

    2. Indicate at which clients, objects or units the checklist can be executed.

a. If you choose clients, you link the checklist to one or more clients.

b. If you choose for objects of clients, you simply link the checklist to all objects of one or more clients.

c. If you choose objects, you link the checklist to one or more objects.

d. If you choose units of objects, you link the checklist easily to all units of one or more objects.

e. If you choose units, you link the checklist to one or more units.

    3. Click on Save

Mark definitions

In number definitions you set which answers can be chosen. Each subcategory can have a different grade group. With numerical definitions you determine which answers belong together. For example; Group A: 'Good', 'Not Good' and 'Not Applicable' and Group B: 'Yes', 'No' and 'Not Applicable'.

Follow the steps below to set the definitions of numbers:

1. Open the definition checklist and click on Markdefinitions in the left menu.

2. Click on Add Markdefinitions

Please fill in the following information:

a. At Title you fill in the term of the answer you give. For example: 'Good

b. At Group you fill in to which answer group this answer belongs. Everything you put in the same group will then be shown as different answer options for a question

c. Under Colour you choose the colour of the answer (e.g. the green colour for 'Good')

d. At Abbreviation you can fill in 3 characters that are shown in the questionnaire (e.g. NVT for 'Not applicable')

e. If you do not tick Has mark, it will not be included in the calculation of the score (e.g. under 'Not applicable')

3. Click on Save

Important information
If the title is longer than 9 characters, the application will display the abbreviation

After creating the numeric definition, you can start the Category.

Categories 

Categories can be used to distinguish between questions per group. For each category you can also set the weighting factor, so that important categories count more heavily in the final score.Categories Categories can be used to distinguish between questions per group. For each category you can also set the weighting factor, so that important categories count more heavily in the final score.

Follow the steps below to set categories:

1. Open the checklist definition and click on Add Category
2. Fill in the following information:

a. At Title, enter the name of the category
b. Choose the Calculation Method: indicate whether the scores of the subcategories should be added or an average calculated
c. You can choose a Icon as an image
d. Under Approval Limit, fill in the minimum score in order to consider the category as sufficient
e. Fill in the Lowest possible score. If the score of the category is below this limit, the number will be rounded up to this score
f. Fill in the Highest possible score. If the score of the category is above this limit, the number will be rounded down to this score 

g. With the Weighting Factor you can set how often this category is included in the final score

3. Click on Add 

After creating the category you can start the Subcategory.

Subcategories

With subcategories you can further divide the category, here you also set the questions and answers. Follow the steps below to set up subcategories:

1. Open the definition checklist and open the Category, in which you want to add the subcategory. 2. Fill in the following information:

a. At Title, enter the name of the category.
b. Choose the Calculation method: indicate whether the scores of the items are to be added or whether an average is to be calculated.
c. You can choose an Icon as an image
d. With Default number definition you determine which answer group applies and which answer is shown by default
e. In Approval limit, fill in the minimum score to mark the subcategory as sufficient
f. Fill in the Lowest possible score. If the score of the category is below this limit, the number will be rounded up to this score
g. Fill in the Highest possible score. If the score of the category is above this limit, the number will be rounded down to this score
h. With the Weighting Factor you can set how often this subcategory counts in the score of the category

4. Click on Add 

After creating the subcategory you can start adding the questions.

Tip
When editing a Subcategory, a copy of the corresponding Subcategory can be made to make it easier and faster to create multiple Subcategories with the same values.

Items

To add questions, also called items, follow the steps below

1. Open the checklist definition, the Category and the subcategory to which you want to add the items

2. Fill in the following information:

a. At Title you fill in the question you want to have answered

b. As a Description you can explain the question, this is not obligatory

After filling in the questions, you have finished creating the checklist. The checklists will appear in the Leviy App.