Checklists
This chapter describes how to create and process checklists in TRASER DMS 365. You can use checklists to structure and standardize work processes company-wide. In addition, checklists allow you to enter information without having to open the service item card. The checklists created with TRASER DMS 365 can also be used in mobile applications like Mobile Rent 365 and Mobile Service 365 so that your employees can add data on the go. This chapter is divided into the following sections:
- Entering General Information Regarding Checklists
- Creating a Checklist Template
- Printing a Checklist
- Sending a Checklist
Entering General Information Regarding Checklists
You can enter some general information regarding the use of checklists. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Checklists Setup page.
- In the Template Number Series enter a number series for the checklist templates.
- In the Checklist Number Series enter a number series for the checklists.
- In the Automation tab, you can specify the area (purchase, sales, service) to which checklists should be added automatically.
Tip
We recommend using the code CHK-VOR for the checklist template number series and the codeCHK for the checklist number series.
You have successfully entered some general information regarding the use of checklists.
Creating a Checklist Template
This section describes how to create a new checklist template. Checklists that can be applied to a large number of machines or items can only be generated from a checklist template. A template must always be created before a checklist can be generated from it. You can create as many checklists as you want from one template. Proceed as follows to set up a checklist template:
- Use the quick search (ALT+Q) to find the Checklists Template page.
- To set up a new checklist template, click on New in the menu bar.
- Complete the information according to 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 an accurate description for the checklist template. |
| Type | Choose a type for the checklist template. |
| Column Layout | Choose a column layout for the checklist template. |
| Group Code | Select a group code for the checklist template or specify a new group code. Group codes allow you to assign checklist templates to specific groups. |
| Group Description | The group description will be filled in automatically by the system based on the chosen group code. |
| Linked Table ID | Select a table ID that can be linked to the lines. |
| Linked Table Name | This field will be filled in automatically by the system based on the 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.
- Specify the fields for the checklist according to the following table of available fields:
| Field | Short 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 on 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. |
- Click on Details in the menu bar of the Lines FastTab, if you want to enter more information for a specific field.
- Complete the information as needed according to the following table:
| Field | Short 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 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 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. Counter 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 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. |
You have successfully set up a checklist template. Your changes are saved automatically.
Printing a Checklist
You can print checklists to e.g. fill them in manually or send them in printed form. Please proceed as follows to print a checklist:
- Use the quick search (ALT+Q) to find the Checklists page.
- Navigate to the checklist you want to print or open a checklist card.
- Click on Report > Print... in the menu bar.
- The Checklist window is displayed.
- In the Printer field, select the printer you would like to use to print your checklist with.
- 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. |
- Change the settings in the Advanced FastTab as needed.
- Click on Preview to view a preview of the checklist printout or click on Print to print the checklist.
You have successfully printed a checklist.
Sending a Checklist
You can save and send checklists in different digital file formats. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Checklists page.
- Navigate to the checklist you want to send or open a checklist card.
- Click on Report > Print... in the menu bar.
- The Checklist window is 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. |
- Change the settings in the Advanced FastTab as needed.
- Click on Preview to view a preview of the checklist printout or click on Send to... to download and send the checklist.
- Select the desired file format (PDF, XML, Word or Excel file) in the dialog window and confirm with OK.
- The checklist is exported in the selected file format and can now be sent via email.
- Compose the email as usual, then send it.
You have successfully sent a checklist.