Updating Checklists

Updating Articles with Checklists

If you should need to change a checklist, for example editing the name, or adding or removing items, you can do this by updating the article as you would a regular page. Approvals may or may not be required based on the configuration of the article. 

Keep in mind, though, any checklists that are already in progress after you update the page will not show the changes you have made until after the checklist is completed. Checklists currently in progress are tied to the specific version of the page when the checklist was started, and will always show that version until complete.

If checklists are used for mission or project critical procedures, it would be best practice to notify users who may still be going through a checklist, prior to an update.

Updating Submitted Checklists

Updating Data Stored In Custom Lists

If you are using custom lists to store your checklist data, you can also set up a separate article that updates records added to that custom list. Simply add a form that has a field with a type "Edit Custom List Record". Then, for the remaining fields, give them the same name/title as the fields you want to update. The system should then do the rest for you: when you publish and use the checklist, there will be a dropdown list that lets you select an existing record, and then you can update the remaining fields and that will be reflected in the selected record once the checklist is complete.

Correcting Errors

You can also update the checklist data stored even if you don't use a custom list. However, to ensure secure workflow that runs as expected, we don't make it particularly easy to change any data that is submitted. If you have previously submitted a checklist entry with form values, but you need to edit those submitted details, we allow this by taking several steps as detailed below:

  1. Go into Explore mode on the page where you submitted the checklist entry.
  2. Click the "Tasks" tab underneath the record.
  3. Look for the checklist entry (probably at the top), and click it.
  4. Then look at the sub-tasks tab underneath the record, and look for the entry that you submitted already.
  5. Go to What's Next and then Reassign, and select yourself as the user. 
  6. Once this completes, click Update and set the Status to be "In Progress"
  7. Depending on your configuration, you may have to approve this change. 
    1. Click on the Changes tab below the task, and click the first entry.
    2. Click the Accept button to approve the change.
    3. Then go back to the parent task.
  8. You will now see a link at the top saying "Click here to edit". Click that link.
  9. Complete the form as you intended, and click OK to submit that change.


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