What is the Action List Feature? #
With Projectmates checklist tool it’s never been easier to manage project requirements across all stages and across all teams. Projectmates checklists provide users with standardized and ad hoc checklists tools to monitor and punch a project. Tasks can be actioned or verified by project team members. Create standardized groupings, assign resources, and even link items to schedule tasks for automated due dates and completion dates. All these elements are available in the office or on the go using Projectmates mobile app.
Creating a Checklist Item #
Some checklists may be standardized and ready to go in new projects, while others, like punch lists will need to be built out or added to. Here are instructions on how to create a new checklist task in Projectmates.
1. Locate the blue +Task button located in the upper right corner of the checklist
- Fill in the required fields.
- Choose an option from the pre-configured drop downs for each group. Steps to add groups are outlined later in this document.
- Add in your description. Smart text tools are available to format more complex descriptions.
- Assigning a responsibility and setting up reminders be set up now or at any point after the task is created.
- Once complete click the Save or Save and Add Task buttons located in the upper right-hand corner.
- Clicking Save will create your task, but keep you in that window to continue working on it.
- Save and Add Task will save your task and then open a new form to create another task.
- Click the arrow located in the upper left-hand corner to view your task within the checklist.
Completing a Checklist Item #
Checklists will be formatted in one of two ways when it comes to marking an item as complete. Some checklists will have a simple Yes | No workflow and others will follow a two-step Complete | Verify workflow. The steps for completing both types are outlined below.
Yes | No Workflows
- Open the checklist and locate the Yes | No radio buttons located on the right-hand side of the page.
- Hover over the yes or no options
- If your mouse cannot perform an action on the radio button, then your role is not expected to manage these items.
- If your mouse is able to action the radio button, click on the yes or no radio button accordingly.
- Once clicked the system will automatically save that action.
Verifying a Checklist Item #
Complete | Verify Workflows
- Open the checklist and locate the Complete | Verify radio buttons located on the right-hand side of the page.
- An item must be marked complete before it can be verified.
- Hover over the complete | verify options
- If your mouse can action the complete radio button and not the verify button, then your role is only responsible for marking items as complete.
- If your mouse can action the verify radio button and not the complete button, then your role is expected to verify items marked as complete by other project team members.
- Once clicked the system will automatically save that action.
Importing a New Action List #
A checklist can be imported by opening the specific checklist and navigating to the settings menu in the top right-hand corner and selecting Import/Export Data.
- Users have two options when it comes to downloading the template. Both options have the same layout and required fields (highlighted in blue).
- Option 1: Select the template option at the top of the pop up. This will provide you with a blank template to build out and import back into Projectmates.
- Option 2: Select the export option. This will provide a filled-in version of the template based on items that already exist in the project.
- Fill in the required fields highlighted in blue on the template. Items such as responsibility or due date can easily be added later.
Once filled in, be sure and save the file somewhere that you can easily find it when you’re ready to import.
- If the window is not still open on your page, navigate back to the same settings menu you clicked on earlier and select import / export data again. This will bring back the same window as before.
- Once you have your file selected, determine if one or both of the two check boxes present need to be checked
- Delete all existing items on import will wipe all existing data from the action list upon import. If you are looking to add to an existing checklist then leave this box empty. The system will merge matching data and add new tasks that are not already present.
- Add Area and Discipline is a quick and easy way to add groupings to a checklist that may have not already been prior to your upload.
- Click Import Now your checklist will be available for the team to start working on.
Adding to Action List Groups #
Every action list is divided into two groups. The group names are dictated at the admin level, but the elements that make up a group can be built out in the project.
There are two ways to add to a group
Option 1: Directly in Projectmates
- Click on the blue settings button located in upper right-hand corner
- Select which group you want to edit from the drop down.
- Type the number and description into the field available in the pop up.
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- You can also use these steps to edit existing groups.
- Click Save and add another.
Option 2: Via Excel
- Click on the blue settings button located in upper right-hand corner.
- Select the option for import/export ______ list name.
- You can either download a blank excel template or export the template with the current data. Both templates will have the same fields and requirements.
- Fill out and save the file where you can easily find it again.
- Open that same window and use the blue select button to import your file.
- Click import and your new groups are ready to go!
Linking an Action List to a Schedule #
Action List Tasks and Schedule tasks can be linked together in order to optimize management of both tools. This automatically applies due dates to action lists and automatically updates a schedule tasks percent complete as linked items are checked off.
- Open the checklist that contains the items that you wish to link together.
- Check the box or boxes of the items that need to be linked. Checking the box at the top left will grab the whole list.
- Once items have been selected options will appear across the top of the list. Click left side option to “Link to Schedule.”
- A pop up will provide two options. Select the first to, add links to existing schedule items (does not create schedule tasks)
- Select which schedule you want to link to from the drop down
- Start typing the schedule task name and a list will populate with corresponding options
- Click save and close
- A blue dot will appear within the ellipsis that can be used to view what schedule tasks a given action list is linked to.
