# Configuring Checklist Workflows

If your organization plans to use workflows to initiate <a href="/en/gr/47738/">checklists</a>
, we recommend that you use the _Accepted_ and _Pending Acceptance_ object workflows because they have specialized system actions that are not available with other workflows:

* _Set Respondent Field_, which sets the _Respondent_ field.
* _Validate Checklist is Complete_, which verifies that all sections of the checklist are completed.

By default, these object workflows are active and do not contain steps. We highly recommend using the configurations mentioned in the _Accepted_ and _Pending Acceptance_ workflow sections below to ensure your workflows operate without issue.



<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: The best practice for workflow configuration depends on whether you use the entry action option or the user action option of the <a href="/en/gr/47738/#initiate_checklists"><em>Start Checklist</em> action</a>
.</p>
    </div>
  </div>
</div>



## Accepted Workflow {#accepted_workflow}

If you configure the _Start Checklist_ user action as the way to initiate a checklist, you must use the 'target object' _Accepted_ workflow. Configure the _Accepted_ <a href="/en/gr/33550/">workflow</a>
 to include the following steps in order:

* _Start_ step
* State change to _In Progress_
* Workflow task to complete the checklist
* System action to _Validate Checklist is Complete_
* System action to _Set Respondent Field_
* State change to _Completed_
* _End_ step

Configure the complete checklist workflow task so that the task is assigned to the workflow owner. Assigning the complete checklist task to the workflow owner ensures that the user who clicks the _Start Checklist_ user action is the user who receives the task to complete the checklist.

## Pending Acceptance Workflow {#pending-acceptance}

If you configure the _Start Checklist_ entry action as the way to initiate a checklist, you must use the 'target object' _Pending Acceptance_ <a href="/en/gr/33550/">workflow</a>
. This makes the checklist task available to a group, where a single group member can accept the task and complete the checklist. Configure the _Pending Acceptance_ workflow to include the following steps in order:

* _Start_ step
* State change to _In Progress_
* Workflow task to accept and complete the checklist
* System action to _Validate Checklist is Complete_
* System action to _Set Respondent Field_
* State change to _Completed_
* _End_ step

We recommend configuring the <a href="/en/gr/33550/#start">_Start_ step</a>
 to use roles as participants, and include _Checklist Respondent_ as the role allowed to participate. Configure the complete checklist workflow task so that the _Checklist Respondents_ role is assigned the task, and make the task available to users in the participant group. Do not assign the workflow task to all participants in the group. You can assign a checklist for completion to only a single user at any given time.

## Configuring the Start Step {#configuring-the-start-step}

If the _Accepted_ and _Pending Acceptance_ workflow configurations mentioned above are not sufficient for your business purposes, you can enable **Allow Other Participants in Checklist Workflows** under **Admin** > **Settings** > **General Settings** > **Checklist**. This setting allows you to apply the following additional configuration options in the _Start_ step <a href="/en/gr/33550/#participants-control">_Participants_ control</a>
:

* _Use roles as participants_
* _Use user reference field as participant_
* _Use Vault user groups as participant_
* _Use custom action to define participants_

When using one of the above options, ensure that roles are assigned to the Checklist's Sharing Settings, users are assigned to the roles, and appropriate permissions are assigned to the roles.

If _Allow Other Participants in Checklist Workflows_ is not enabled:

* **Accepted Workflow**: The workflow initiator is automatically assigned the _Owner_ role in the _Checklist_ record. Any other configuration in the _Participants_ control is not supported.
* **Pending Acceptance**: You can only use the _Use roles as participants_ option to assign the _Checklist Respondent_ role. All other roles, such as _Owner_, _Editor_, and _Viewer_, are not supported.

### Limits

* Other _Start_ step options, such as _Instructions_, _Date_, and _Prompt For Fields_ controls, are not supported in _Accepted_ and _Pending Acceptance_ workflows.
* You cannot select _Allow workflow initiator to select participants_ or _Allow workflow task owners to select participants_ in the _Start_ step _Participant_ control for both _Accepted_ and _Pending Acceptance_ workflows.


<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: The <em>Allow Other Participants in Checklist Workflows</em> setting, as well as the limits mentioned above, applies only if the <em>Accepted</em> or <em>Pending Acceptance</em> workflow was initiated through the <a href="/en/gr/47738/#initiate_checklists">Start Checklist action</a>
.</p>
    </div>
  </div>
</div>



[1]: #pending-acceptance