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Checklists

This chapter describes how to create and process checklists and checklist templates in our ERP solution. By using checklists, you can structure work processes and standardize them across the company. In addition, checklists can be used, e.g., to maintain data for machines without opening the service item card. The checklists created with our ERP solution can also be used in our mobile applications, such as Aptean Mobile Rental and Aptean Equipment Mobile Service, so that your employees can add data on the go. This chapter is divided into the following sections:

General Setup for Checklists

If you want to use checklists in our ERP solution, you must first make some general settings. To do so, follow these steps: To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklists Setup page.
  • In the Template Number Series field, enter a number series for the checklist templates.
  • In the Checklist Number Series field, enter a number series for the checklists.
  • Optional In the Automation FastTab, you can specify the business areas (purchase, sales, service) for which checklists should be added automatically.

Tip

We recommend using CHK-VOR for the checklist template number series and CHK for the checklist number series.

You have successfully completed the general setup regarding the use of checklists.

Creating Checklist Templates

This section describes how to create a new checklist template. This is necessary in order to create any number of checklists that can be applied to machines (service items) or items. To set up a checklist template, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklist Template page.
  • To set up a new checklist template, click New in t
    he menu bar.
  • Fill in the fields according to the information in the following table:
Field Description
No. This field will be filled in automatically by the system once you have set up a number series.
Description Enter a significant description for the checklist template.
Type Select a type for the checklist template.
Column Layout Select a column layout for the checklist template. Wide data entry will dedicate most of the space to the forms. Wide label uses more space for labels. Each line can override the default.
Group Code To assign the checklist template to a specific group, select a group code for the checklist template or specify a new group code.
Group Description The group description is automatically filled in by the system once you select a Group Code.
Linked Table ID Select a table ID that can be linked to the lines. You can then link checklist fields to fields from this table that will be automatically filled when completing the checklist.
Linked Table Name The table name is automatically filled in by the system once you select a Linked Table ID.
Handler A handler code unit can be programmed and entered in this field so that the values from the checklist are automatically transferred to the system when the checklist is finalized.
  • Navigate to the Lines FastTab.
  • In the Type column, specify the desired field type for the checklist according to the information in the following table:
Field Description
Group Use this field to add a sub-headline to the checklist. The following fields will be put below this headline and can be shown or hidden by clicking the headline.
Information Use this field to add information to the checklists that will be displayed in a box.
One-Line Textbox Use this field to create a text field. You can only use one line.
Multi-Line Textbox Use this field to create a text field. You can use multiple lines.
Checkbox Use this field to create a checkbox.
Number Field Use this field to create a number field.
Date Field Use this field to create a date selection field.
Option Field Use this field to create an option button.
Selection Field Use this field to create a selection field.
Image Use this field to create an image field.
Signature Use this field to create a signature field.
  • Enter a significant description of the checklist field in the Description column.
  • Select the Mandatory Field checkbox if the checklist field should be mandatory. The checklist cannot be completed until all mandatory fields have been filled out.
  • Optional Click Details in the menu bar of the Lines FastTab, if you want to enter more information for a specific field.
  • Fill in the fields according to the information in the following table:
Field Description
Type This field shows the type of checklist template field.
Description This field shows the description of the checklist template field.
Mandatory field Activate this toggle switch if the selected field should be marked as a mandatory field. A checklist can only be completed once all mandatory fields have been filled out.
Group Code This field shows the group code of the checklist template field. Group codes allow you to assign checklist templates to certain groups.
Type Code Choose a type code for the checklist template group.
Column Layout This field shows the column layout of the checklist template field.
Read Only Activate this toggle switch if the selected field should be marked as a Read Only field. Read only fields cannot be edited.
Hidden Activate this toggle switch if the selected field should be marked as a Hidden field. A hidden field will not be displayed on the checklist.
Field Link This toggle switch specifies whether the checklist field is linked to a field from the Linked Table ID on the checklist template. If the linked field (e.g. Meter 1 Value) is filled in and the checklist is completed, the value from the checklist is automatically written into the selected field.
Link to Field No. This field can only be edited if you have activated the Field Link toggle switch. Select a field number that you want to link to the checklist field. The available fields depend on the Linked Table ID specified on the checklist template card.
Link to Field Name This field shows the field description of the linked field number.
Automatic Option Value Activate this toggle switch if you want to use automatic option values.
Hint Text If needed, use this field to enter hints for the checklist template.
  • Repeat the process for all necessary checklist fields.

You have successfully set up a checklist template. Your changes are saved automatically.

Tip

You can assign checklist templates to specific service item categories. When a service item from that category is added to the lines of a sales or transfer order, a checklist is automatically created based on the assigned template. For more information, see Checklists for Service Items.

You can print checklists to, for example, fill them in manually or send them in printed form. Proceed as follows to print a checklist:

  • Use the quick search (ALT+Q) to find the Checklists page.
  • Open the checklist you want to print.
  • Click Report > Print... in the menu bar.
  • The Checklist window was displayed.
  • In the Printer field, select the printer that you want to use to print your checklist.
  • In the Report Layout field, select the report layout for the checklist.
  • In the Options FastTab, make the desired settings according to the following table:
Option Description
Hide Header/Footer Activate this toggle switch if you want to hide the header and footer on the checklist printout.
Print Customer Signature Activate this toggle switch if you want to print the signature of the customer.
Show as empty fields Activate this toggle switch if you want the checkboxes to be empty on the checklist printout.
No. of Copies Enter the desired number of copies.
  • Optional Change the settings in the Advanced FastTab as needed.
  • Optional Click Preview to view a preview of the checklist printout.
  • Click Print to print the checklist.

You have successfully printed a checklist.

Sending Checklists

You can save and send checklists in different digital file formats. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklists page.
  • Open the checklist you want to send.
  • Click Report > Print... in the menu bar.
  • The Checklist window was displayed.
  • In the Report Layout field, select the report layout for the checklist.
  • In the Options FastTab, make the desired settings according to the following table:
Option Description
Hide Header/Footer Activate this toggle switch if you want to hide the header and footer on the checklist printout.
Print Customer Signature Activate this toggle switch if you want to print the signature of the customer.
Show as empty fields Activate this toggle switch if you want the checkboxes to be empty on the checklist printout.
  • Optional Change the settings in the Advanced FastTab as needed.
  • Optional Click Preview to view a preview of the checklist printout.
  • Click Send to... to download and send the checklist.
  • Select the desired file format in the dialog window.
  • Confirm with OK.
  • The checklist was exported in the selected file format and can now be sent via email.
  • Compose the email as usual.
  • Send the email.

You have successfully sent a checklist.