Basic checklist

Tasks can have a checklist. Checklists within a task are typically smaller components of the overall task. Take this example of a task assigned to "Write a blog on product design best practices". 

Now this has multiple items to be taken care of like:

  • Upload png files
  • Check for long sentences
  • Check for duplication of info
  • Section header font to be changed
  • Check for SEO tags

So here is what you can do; first we need to click on the 'pencil' icon which places the Checklist in an 'edit' mode.

Add items you need and save them.

Add a Note to a checklist item

You could have also included Notes using the Notes option as shown below:

A small pop up window opens where you can type your notes for this checklist item. Once saved there is an indicator to denote there is a Note associated with the checklist item. You can also view Notes for the checklist item by clicking on the Notes indicator.

Mandatory checklist items

You can also make each of these items as mandatory to complete before the assigned user can complete the task. You need to check the checkboxes against each item. In this example we have marked all as mandatory. Hit Save and the checkboxes for the mandatory items appear in Blue color as shown below:

Linked tasks

Now here is something interesting that you can do with a checklist. You may want to assign the SEO related work to someone else; you can go right ahead and create a linked task against the checklist item as shown below:

Once a linked task is created you will get a Blue indicator just before the checklist title. This indicator means that there is a task linked to this checklist item. If the task is marked as completed this checklist item will automatically be marked as "checked". You can open the linked task.

... to view, message, assign, plan (for a reminder), set a deadline, upload an image. Linked tasks appear in the messages view of the parent task. 

A little about subtasks which would be useful to know

You can also create subtasks which have a larger context within this task. In this example researching and speaking to various Product Designers to gather information can each be considered as subtasks; which independently needs to be completed. John Denver is a designer at ABC Corp; and his views will be important for the blog; so this is called out as a separate task which needs to be planned and executed. There is a separate TAB for such tasks, aptly named "Subtasks"

Similarly, add more subtasks.

Locked Checklist items

Another interesting point about checklists is that if you have created the checklist; the other users (say assigned users, or followers of the task) cannot edit the same checklist item). They are locked!

But they can certainly add more checklist items, as shown below.

Completing tasks with Checklists

If you try to complete a task with mandatory checklist items this is the message you will get. So you need to make sure all the mandatory checklist items have been worked on / 'checked' before marking the task as completed.

Organizing your checklist

When there are a bunch of items in a checklist; would it not be great that we can arrange them? Here is an example of what may need arranging.

Here is a brief video tutorial on checklists.

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