When you start a checklist instance, an optional activity you can perform is to select team members to be an Additional Viewer.
Additional Viewers are able to see checklist instances in a read only capacity, meaning they aren't involved in the instance to complete the process. This is perfect for when a process requires supervision for situations such as Quality Management reviews, audits, or managerial oversight.
Adding a Viewer
When you start a checklist, within the Collaborators section there is an area to assign Additional Viewers
Select Assign
Use the dropdown to scroll a list, or search, for either individual team members or an entire role to add as an Additional Viewer
Once you have chosen your Additional Viewers, select Done
The selected Employees or Roles will be invited as a Viewer to the checklist
Dashboard
In order to ensure clarity between when you're participating on a checklist instance as a Collaborator vs when you are an Additional Viewer, checklist instances you're a viewer on will not show in your Processes I'm In section.
What can a Viewer Do?
Additional Viewers are not able to interact with the checklist instance in a way that enables them to complete an activity. Additional Viewers cannot:
Mark a step as complete
Confirm a selection on a Decision Point
Modify a due date, delay, or event step
An Additional Viewer can:
Make comments, including @mentions
Add more Additional Viewers
Searching
Checklist instances that you've been added to as an Additional Viewer can be searched, using a Checklist Instance Search
To search using the checklist instance title
Ensure that Instances is selected from the dropdown next to the search field
Search for the Checklist Instance using the title it was given
Select the relevant item from your search results
You can then select Close and view the Activity Tab (more details in the Activity Tab section below)
Using Advanced Search & Filters
Use the dropdown to select Advanced Search
Add a filter for Viewer add your self as the User
Select Show Results
This will show you all instance you're an Additional Viewer on, regardless of if the checklist instance is complete, incomplete, or abandoned
To see only incomplete (Active) checklist instances, add the Status filter and select Active, Awaiting Supervisor Invite, and Awaiting Supervisor Sign-off
Select Show Results
This will filter out any completed checklist instances
To see only incomplete (Active) checklist instances for a specific Master Checklist, add the Master Checklist filter and enter the master checklist title
Select Show Results
This will filter to the specific master checklist that you're a viewer on
Activity Tab
You can also switch between processes you're a Collaborator on and processes you're an Additional Viewer on via the Activity tab on a Master Checklist
Navigate to a specific checklist in Way We Do
Select the Activity tab
The dropdown on the right allows you to swap between:
Processes I'm In: where you are a Collaborator
Processes I'm Viewing: where you are a Viewer
Note: if you're an Administrator in Way We Do, you'll also have an additional selection All Processes, which gives you a view of all checklist instances that have been run for that checklist
Related Articles
Checklist Instance Report: how to run a report on instances that you're a Collaborator or a Viewer on