You can design your checklists in several different ways. For help enabling and configuring checklists, see Configuring Checklists.
Checklists support question or section dependencies based on multiple choice fields. For example, answering “Yes” to a Yes/No question could expose a series of follow-up questions, whereas answering “No” would not show the irrelevant questions. The ability to create dependent questions or sections means that you can configure a checklist that is simpler and shorter to respond to because non-pertinent questions do not appear.
To define a dependency, you must set up the controlling question and the dependent question or section first. After configuring those, you can create the dependency and reference those questions.
If a question or section does not appear due to unmet dependencies, Vault also automatically hides it on the review page.
Question dependencies have several constraints:
- You can only configure up to three levels of dependencies. For example, if Q1.1 is dependent on Q1, Q1.1.1 is dependent on Q1.1, and Q18.104.22.168 is dependent on Q1.1.1, that is three levels of dependency.
- A controlling question must be a multiple choice question that is either a radio button or drop-down list question type (checklist answer type). Controlling questions cannot be multiple choice questions with the checkbox checklist answer type.
- Controlling questions must be in the same section (related to the same Section Design record) as the dependent questions.
- Controlling questions must not control the section to which they belong.
- Dependent sections can only have one controlling question each.
How to Configure a Dependency
To configure a dependent question or section:
- Before creating the Dependency Design record, create Question Design records for both the controlling and dependent questions, as well as Available Answer records for the controlling question. We recommend creating all questions and answers for a checklist before configuring dependencies.
- Navigate to the Dependency Design record list. If your Checklist Design object page layout is set up to show related document sections, we recommend starting from the Checklist Design record.
- Create a new Dependency Design record.
- Select Question Dependency or Section Dependency.
- Select a Behavior for the dependent question or section. In the current release, Show is the only available behavior option.
- In the Checklist field, select the related Checklist Design. The options for Controlling Question, Answer, and Dependent Question will automatically filter once you select this.
- Select a Controlling Question, Dependent Question or Dependent Section, and an Answer for the Controlling Question. The behavior defined in step 5 will only apply if respondents select the defined Answer for the Controlling Question.
- Click Save.
Note: Controlling Question, Dependent Question, Dependent Section, and Answer use object record auto-naming, and Vault displays the Name of each record when configuring a Dependency Design record. We suggest having the question and answer details (Question Text, etc.) available when completing this configuration.
Scoring & Weighting
You can simplify the creation of checklist design questions by creating Library Question records for common questions. When users create a new Question Design record, they’ll be able to select a Library Question record, and Vault will default all of the library question values into the newly created question, including values for Documents Allowed or Documents Required. Vault also defaults the values at the Available Answer Design level for multiple choice questions configured with Documents Allowed or Documents Required. All of the defaulted values are editable and the question design is not tied to the library question.
How to Create Library Questions
To create a new library question, simply create a new Library Question record. The fields are the same as when creating a Question Design record. For multiple choice questions, you must also create Available Answer Design records after creating the question as Vault does not copy these records over from the library question. You can optionally include question guidance text for Library Question records.
How to Use Library Questions
To use a library question when creating a new question design, create the Question Design record as you normally would. After selecting the question type, you’ll see the record details page. Rather than filling in the various fields, select a record in the Library Question field. If you need to edit the values loaded from the library question, you can do so.
Multiple Choice Question Answer Types
There are several ways to configure answer format for multiple choice questions:
- Radio Button
- Allows users to select from a list of answers by selecting a radio button next to the desired answer. Maximum Selectable Answers must have a value set to one (1).
- Drop-Down List
- Allows users to select an answer from a drop-down list. Maximum Selectable Answers must have a value set to one (1).
- Allows users to select multiple answers by setting the checkbox next to each answer. Maximum Selectable Answers must have a value that is equal to or less than the number of Available Answer Design records for that question, up to a maximum of ten (10).
You can add up to five (5) Question Design Reference Document records to each Question Design record. Each Question Design Reference Document record represents a document within your Vault and appears as a link under the question. Question respondents can click the link to view the document in a pop-up window with all UI elements hidden. You can choose the version for each document as well as the order in which they appear under the question.
Welcome Notification Messages
Each Checklist Type in your vault has a corresponding welcome notification message template that you can customize for each Checklist Design. If configured, the welcome notification is sent to checklist respondents to alert them that they are assigned a checklist to complete.
To customize the welcome notification, update the following fields on the Checklist Design record:
- Welcome Email Subject
- Welcome Email Text
- Welcome Notification Text
Note: Configuration by an Admin is required before you can customize checklist welcome notifications.
Before approving a checklist design and allowing users to start creating instances of it, you can preview the full checklist. The preview is interactive, which lets you test the dependencies and verify the available answers. For Checklist Designs with Aggregate Checklists set to Yes, this action is not available.
How to Preview Checklists
To preview a checklist:
- From the Checklist Designs object record details page, choose Preview Checklist Template from the Actions menu.
- When the checklist design preview opens, you can click through the questions and provide answers, including previewing Comments, Attachments, and Document configuration options. You can also navigate between pages (sections).
- After previewing, close the window. Vault will not save your answers.
You can copy your checklist design along with all related records to create a new checklist based on the same design. Before using the Deep Copy Checklist Design user action, an Admin must configure it for the Draft or Approved Checklist Design lifecycle states. This action is not available on Checklist Designs with Aggregate Checklists set to Yes.
To copy a checklist design:
- Navigate to Admin > Business Admin > Checklist Templates and select the checklist design.
- Select Deep Copy Checklist Design from the Actions menu.
- In the Copy Checklist Design dialog, enter information in the required fields for the new copy of the checklist.
- Click Save.
You will receive a notification when the checklist copy is complete.
You can enable checklist versioning at the Checklist Type level. For Checklist Types with version control enabled, a Checklist Design Master record is created for the initial Checklist Design version (Version 0). As you create new versions of the Checklist Design, the Checklist Design Master represents the list of versions for that design.
For a versioned Checklist Design, you can have only one version in each of the Draft and Approved states. Moving a Draft checklist version to Approved moves the previous Approved version to Superseded.
Note: If you enable version control for an existing Checklist Type, a Checklist Design Master is created for each related Checklist Design, and the existing Checklist Designs are set to Version 0.
Creating New Checklist Versions
For Checklist Types with version control enabled, you can create a new version of a Checklist Design. You can create a new version only from the latest version, which can be in the Approved, Superseded, Revision Required, or Obsolete state. The new version is automatically created in the Draft state, and the version number is incremented by 1 from the previous version. The new version is associated with the same Checklist Design Master record as the previous version. The name of the new version is defined during creation as the previous checklist design name plus “-V(n)” appended to the name, where n is the previous version incremented by 1, such as: “Example Checklist-V(2)”. You can create a new version by creating from a copy of the current version or by creating a new blank version.
To create a new checklist design version:
- Navigate to the appropriate Checklist Design record, and select Create New Version from the Actions menu.
- Select whether to create the new version from a copy of the current design or to create a blank checklist design.
- Optional: Enter a description of the version.
- Click Continue.
- Configure the new checklist design as needed.
At the Checklist Design level, you can set Aggregate Checklists to Yes, which allows you to instantiate a single runtime checklist that is created by aggregating two or more approved checklist designs. You cannot aggregate an already-aggregated checklist. For an Aggregate Checklist design, you can add Sub-Checklist Designs instead of question sections. For each sub checklist, specify the order in which the sub checklist should appear in the runtime checklist.
Sub checklists must be in the Approved state for the aggregate checklist to be instantiated.
You can delete your checklist designs along with all related records if the need arises. This prevents you from having to manually delete individual records. Select Delete from the Actions menu when editing a checklist design.
This option is only available for designs in the Draft or Inactive lifecycle state, and not available for any checklist designs that you have already used to create a checklist. For Checklist Designs with Aggregate Checklists set to Yes, the Delete action removes the joins to the specified sub checklists; the action does not delete any sub checklists.
Alternatively, you can configure the Delete in Background user action to provide users who have the appropriate permissions the option to delete a checklist design and all related records asynchronously.