Activated Checklist Instances can be run manually or automatically. To run an Activated Checklist automatically, you need to add an Automation.
There are 4 types of automations that can be created:
Date Schedule: which runs the checklist at a predetermined frequency
When a checklist instance is completed: which runs the a checklist upon completion of another
When a step in a checklist instance is completed: which runs the a checklist upon completion of a step in another
When a new team member is added: which runs the checklist when a team member is added to your account
Automations are created based on Triggers and Actions. You build an automation on the checklist you want to run automatically - this is the action. You format the automation to respond to a trigger that happens elsewhere.
This article will show you how to create a Date Schedule.
Adding a Date Schedule
To create a Date Schedule:
Click the Alarm Clock button on the right hand side of an Activated Checklist
Click +Add New
Date Schedule Trigger
Use the dropdown to choose Date Schedule, which will then display the fields required to format this trigger type.
Enter the Frequency (daily, weekly, etc) and how often you wish it to repeat
Enter the Start Before time to specify when you want the checklist instance to initiate and invite collaborators automatically
Enter the Timezone you want the automation to occur in
Enter the Start Date of when you want the instance to start
Enter an End Date if you'd like the date schedule to turn off after a specified period of time. Note: leave End Date blank if you want it to run until you choose to turn it off
Date Schedule Action
In the Action section, enter the Checklist instance details, this will be the name of the activity that will run on a recurring basis. For example, if you are automatically running a finance reporting process on a monthly basis, the activity name could be Monthly Finance Reporting
You also have the ability to automatically insert date or time values by using the +Add date to the name link. This inserts a token into the Checklist instance details. There are five options available:
Once inserted, the token will add the appropriate date / time (based on the token selected), for example, Monthly Finance Reporting {{MMM yyy}} will become Monthly Finance Reporting SEP 2024 when the checklist is run
Click the Assign Collaborators button to assign people or roles to the checklist
Where there are roles assigned to steps in the checklist, you'll need to choose which team member is going to fulfil that role by clicking Assign
Steps with no role specified is where you can add other colleagues to work on this checklist with you
Additional Viewers allows you to add colleagues in a read only capacity, click here for more information
Click Save
Activated Checklists with an Event Step
If you want to use a Date Schedule on an Activated Checklist that has an Event step, you need to ensure that there is a default due date set. Otherwise, you won't be able to format a Date Schedule. This is because a checklist without a default due date requires a user to enter an event date, meaning the system cannot initiate the checklist instance.
You will see a warning when trying to add Date Schedules.
Select the yellow warning icon to view details of the error.