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 the When a team member is added automation.
Adding the 'When a team member is added' automation
To create the automation:
Click the Alarm Clock button on the right hand side of an Activated Checklist
Click +Add New
Set the automation Trigger
Use the dropdown to choose When a new team member is added, which will then display the fields required to format this trigger type
Adding specific Company Roles is optional. If you leave it blank, whenever a new team member is added the trigger will occur. If you add a role, or roles, then the trigger only occurs when a team member is added and has the role you have set up in the automation
If the new team member should be a collaborator on the checklist, select the checkbox
Set the automation Action
In the Action section, enter the Checklist instance details, this will be the name of the activity that will run once the trigger has occurred
You also have the ability to automatically insert values by using the +Add token to the name link. This inserts a token into the Checklist instance details. There are six options available:
Once inserted, the token will add the appropriate information. Either:
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
Trigger User Name - the name of the user that was set up in your account
For this automation type, it's not required to Assign people or roles to work on this checklist. If you do not choose to do this, then you need to ensure that you've selected the Add the new team member as a collaborator checkbox in the trigger. You'll format the automation in this way if the checklist needs to be sent to the new team member only
Click the Assign button to assign people or roles to "Responsibilities". Who you select here are who will be invited to complete the checklist
Name: assigning collaborators by their name to choose specific people
Role: assign an entire role to invite everyone who is in that role to collaborate
Click Save
Activated Checklists with an Event Step
If you want to use an automation 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 the automation. 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 automations.
Select the yellow warning icon to view details of the error.