Tokens enable you to insert a default value into a specific location within Way We Do.
Tokens can be utilized in two features associated with the Activated Checklist: Schedules and Checklist Settings, and enable you to insert content automatically such as today's date, the current time, or even a persons name.
This article will show you how to use tokens on a Schedule and within Checklist Settings.
There are three sections to this article, the below links will jump you to the corresponding section:
Schedules
Schedules are how you can run an Activated Checklist automatically, inviting predetermined Collaborators to work on the process together. An excellent way to ensure your important work doesn't slip through the cracks.
When creating a Schedule, one of the configuration items is to give the checklist instance a default title in the Checklist instance details field. You can add date based tokens to this default title - which is perfect for tracking checklist instances after they've been run.
Setting tokens on a Schedule
To add the token, simply select +Add date to the name
There are five options available:
When you add one of these tokens in, it inputs a code that will ensure the selected date or time will display, for example:
Full Date (dd MM yyyy) will input {{dd MMM yyyy}}
Month Only (MM yyyy) will input {{MMM yyyy}}
Previous Month (MM yyyy) will input {{MMM yyyy|-P1M}}
Future Month (MM yyyy) will input {{MMM yyyy|P1M}}
Current Time (hh:mm) will input {{HH:mm}}
You don't need to do anything further to the token
Note: ensure you have a space between the brackets of the token and any manually input text, to ensure there's a gap between the date and the word
Checklist Settings
Checklist Settings enables you to customize the way the Activity Title displays on an Activated Checklist.
One of these options is to input a Default Value into the field to provide guidance on how to name your checklist, which can include tokens for dates as well as a persons name.
Setting tokens on the Default Value field
To add the token, simply select +Add token to the default value
There are six options available:
When you add one of these tokens in, it inputs a code that will ensure the selected date, time, or name will display, for example:
Full Date (dd MM yyyy) will input {{dd MMM yyyy}}
Month Only (MM yyyy) will input {{MMM yyyy}}
Previous Month (MM yyyy) will input {{MMM yyyy|-P1M}}
Future Month (MM yyyy) will input {{MMM yyyy|P1M}}
Current Time (hh:mm) will input {{HH:mm}}
Initiator Name (Firstname Lastname) will input {{initiator name}}
You don't need to do anything further to the token
Note: ensure you have a space between the brackets of the token and any manually input text, to ensure there's a gap between the date and the word
Changing the tokens
You can manually change the tokens you use so that they input different information to the default, which enables you greater variation in their use.
Changing the date order
The tokens are set to use a day, month, year order for dates. To change this to reflect a different format, you can manually alter the token.
For example, you may want the date to display a month, day, year format. To do this:
Insert the token into the field
It will display as {{dd MMM yyyy}}
Swap the characters that indicate day and month around i.e. {{MMM dd yyyy}}
You can also make other adjustments, for example:
Year, month, day: change this to {{yyyy MMM dd}}
Day, month only: change this to {{dd MMM}}
Extending the Previous or Future options
The Previous and Future options select the period either immediately before or immediately after the current date. You can amend this to be further back or further forward if required.
Previous or Future Month
Previous and Future Month are preset tokens you can input. To change these, you can amend the token after it's been selected.
Insert the token into the field
It will display as:
{{MMM yyyy|-P1M}} for previous month
{{MMM yyyy|P1M}} for future month
Change the number in the token to reflect the number of months prior or future you'd like e.g. for 3 months, change the 1 to a 3 i.e. {{MMM yyyy|-P3M}}
Previous or Future Days / Years
We do not have preset tokens for Previous or Future Day or Future Year, however these codes can be added manually. We can do this by varying the code of the token.
The code required to indicate Previous or Future Day is:
Previous Day, input |-P1D
Future Day, input |P1D
So, the full token for Previous Day will be {{dd MMM yyyy|-P1D}} and the full code for Future Day will be {{dd MMM yyyy|P1D}}
The code required to indicate Previous or Future Year is:
Previous Year, input |-P1Y
Future Year, input |P1DY
So, the full token for Previous Year equals {{dd MMM yyyy|-P1Y}} and the full code for Future Year equals {{dd MMM yyyy|P1Y}}
Note: you can still adjust the amount of days, years you want to display, by changing the 1 to represent the amount you're after i.e. 2 Future Years is you would add |P2Y so the token appears as {{dd MMM yyyy|P2Y}}
Previous or Future Time
Once you've added in a time token, {{HH:mm}}, you can add on a code to indicate previous or future minutes or hours.
The codes to add on are:
Minutes:
Previous Minute, input |-T1M
Future Minute, input |T1M
Hours:
Previous Hour, input |-T1H
Future Hour, input |T1H
Note: to change the number of minutes or hours, change the 1 to the amount of time required i.e. 2 future hours is {{HH:mm|T2H}}
References
In the above examples the letters and numbers are references, which are summarized below:
P = period, referring to a period of time
D = day
M = month
Y = year
If you require it, you can also use W to indicate a weekly time period.
T = time
M = day
H = month
If you require it, you can also use S to indicate seconds.