Checklists tasks can automatically start/complete by completing a previous task. such as uploading a document or changing/updating data in Assignment records.
Checklist Completion
The following checklist features can be used together to automate the checklist completion:
Set Launch Checklist to <Automatically>.
Set the Auto Complete Rule to be one of the following: <All required items are complete<, All items are complete (not just required)>, or <When last milestone is complete>.
Set Start Item When for the first checklist item to be <When Checklist Starts> and any subsequent items to start <When Checklist Starts> or <When Predecessor is Complete>.
Set Complete Item for all the Checklist items to <Automatically>.
Checklist Launch
A checklist can start automatically when some other action is completed in the platform (i.e. when a particular Service is authorized or an assignment/relocation has ended). To do this, set the Launch Checklist field to Launch Checklist Automatically. By selecting Automatically, additional fields will be available for configuration; particularly the Take Action field and Conditions section.
There are two values for the Take Action field - When Target Field Value Changes and When Target Date Passes.
Automatically triggered checklists will store the database table and record that launched them. The checklist item link that is created for checklists launched automatically will take the user to the exact record.
For example, a task in the Task section of the Mobile Employee Experience can take the employee to the exact election that requires submission. The checklist will remember the ID of the employee election that triggered it. If the checklist item is configured to complete automatically by going to the employee election details page, the link will automatically include the appropriate ID to display the correct page. Internal users also benefit from this logic when using the Tasks and Notifications widget.
Configuring Checklist Launch Automation
Complete the below mandatory fields that are marked with * on the screen.
Take Action -
When Target Date Passes – Use this option if you want your checklist template to launch when the specified date passes or in advance of the specified date.
When Target Field Value Changes – Use this option if you want your checklist template to launch when a field value changes or a blank field is populated.
Data Source – This identifies the table of the field that is being monitored for a change
Target Field – This identifies the field that is being monitored for a change. Within an assignment, when a date or value is entered into the Target Field associated with the checklist, the checklist will automatically be created and started.
These two fields also appear when When Target Date Passes is selected from Take Action
Include Dates in the Past – When checked, this identifies that the checklist will be triggered if a past date is entered. This will only take action when a date field is updated to be in the past. Note - it won’t apply retroactively to records containing a date in the past.
Trigger – This identifies the date on which the checklist will be launched, articulated by the amount of time before or after the Data Source. Enter the following:
A Number that identifies when the checklist must be launched.
Whether checklist is launched based on Days, Weeks, Months.
Whether the checklist is launched Before or After the date identified in the Data Source.
To configure the checklist so that it automatically launches for a specific condition e.g. E-Signature document changes to "Signature(s) Requested" configure the Alert Only If These Conditions are True section as below.
Alert Only If These Conditions Are True
Filters can be added to the checklist’s automatic launch criteria and allows users to further specify the exact criteria to be met. Click the
button so that the Conditions section of the Checklist Template Workflow Details screen are displayed. When adding a condition to the Checklist, there is a choice of using Field or Business Rule under the Source column of the grid. Configuring filters for checklist templates works in a similar to the filters used by Quick Workflows.
Things to Note
Where you have multiple conditions, use the appropriate 'And/Or' comparison values to your conditions to form complex rules. There is validation to ensure the conditions grid has a value set in the “AND/OR” column for all rows other than the last.
You can monitor the change of the ID within the table where the new record was created if you want a notification to be sent for an immediate action.
Group certain fields that are alike together in parentheses.
When the Comparison value of 'Is Blank' is selected, the system will evaluate if there is any data for that field. This includes a blank field as well as records that have not been created. For example, if you want to send a notification with a condition that the employee has no dependents, the 'Is Blank' comparison would be sufficient.
If you want to notify when the employee has a dependent with a missing Birth Date, you will want to add a condition, such as Dependent ID: ID 'Is Not Blank' in additional to Dependent: Birth Date 'Is Blank' to ensure a dependent record exists and also that the Birth Date is blank.
For the condition to evaluate True when a value is not equal to a specified value or when the record has no value in the field, two condition rows are required. For example: Dependent: Status 'Is Not Equal To' a value of 'On Assignment' followed by an Or comparator and Dependent: Status 'Is Blank' as the second condition row.
A Checklist Item will not complete automatically if the Checklist is marked Complete or if the Checklist Template or the specific Checklist Item in the Template is deleted.