Overview of Checklists

Checklists keep required steps, deadlines, and key milestones — including important documents — organized and easy to see. They turn complex processes into clear, manageable actions your team can confidently follow.

New Accounts will not have checklists established until Checklists are established. SAM Leads can configure Checklists after defining your workflow.

Access Checklists 

Checklist Terms

1. Client Checklists: Checklists can be shared with clients through the power of SAM's public forms. 
2. Checklist Filters: Filters to reduce checklist Sections and Items to match selection.
3. Checklist Sections: Sections divide checklist items into organized, manageable groups. 
4. Checklist Items: Tasks to move a client through your process. Checklist Items are date fields. Set due dates, assign responsibility, view overdue items, add memos, upload documents, and link forms for users to complete. 
5. My Tasks: Responsible workers are notified of their upcoming tasks on the Home Page.

Checklist Symbols

• Eyeball: Checklist item/section is shown to clients.
• Lightning Bolt: Auto-action is tied to the checklist item.
• Funnel : Checklist item has filters to appear when certain criteria are met.
• Up Arrow: There is a document to upload.
• Pen/Paper: There is a form to complete.
• Sticky Note: Checklist item memo.
• Calendar/Clock: A response time has been set for the checklist item. (Only viewable from Checklist Configuration page)

My Tasks

Through My Tasks users can:

• Access the record by clicking on the name.
• Access the checklist by clicking on the name of the task.
• Access the checklist item by clicking the grey edit link.
• Mark the task as complete by clicking the green check mark. Completed date = current date.

SAM Leads can see other user's checklist Items from My Tasks by selecting another user's name from the drop down list. 

Checklist Items with a Responsible Worker and not marked as complete are shown under My Tasks.

To remove a Responsible Worker from the List, remove the Responsible Worker's name from checklist items that still need to be complete or mark the items as complete. 

Using Checklists

Overdue Items

Checklist items that have a "Due Date" set will appear in bold red text if that due date has already passed, making it easy to see which items need attention.

Update the Completed Date for a Checklist Item

Uploading Documents for Checklist Items

A folder icon is shown next to checklist Items with an associated Document. 

To upload a document and mark the checklist item as complete: 

Modify or Reupload a Document

Add Checklist Item

Users can enter Checklist Items to create tasks for themselves.

Edit Checklist Items

SAM Leads can edit due dates and responsible users for checklist items entered from the Checklist Configuration. Non Full Admin Users can change Checklist Item names, due dates, and completed dates for items the user entered themselves.

Add Section with Items

Users can add a Checklist Section based on Case from the Checklist Configuration to a client record. 

Issue: My Checklist Section is Not Available!

All potential Checklist Sections will NOT be shown in this drop down list. Checklist Sections based on Multi-Record Tables are excluded from this list because the Checklist Section must be triggered by data entry from a record. 

Example: A Checklist Section based on the home study table requires a home study record to be a added.

1. Add Home Study Record
2. Enter data that triggers the Checklist Section based on your Checklist Configuration.

Update Multi-Record Checklist Sections 

There are generally two scenarios for needing to update these checklist sections: 

1. The client record has been updated after a checklist has been triggered.
2. The Checklist Configuration has been updated after a checklist has been triggered.

Steps to Re-trigger Checklist Sections once added to client records

Retrigger Checklist Sections Scenarios: 

Scenario 1: The client record has been updated after a checklist has been triggered.

Scenario 2: The Checklist Configuration has been updated after a checklist has been triggered.

Update Responsible Worker

Responsible Workers can only be Person records that have a Login enabled in SAM and Person Type = Employee/Staff. 

Responsible Workers listed on checklists for individual checklist items when tasks are reassigned.

Use Bulk Update from a Report to assign Responsible Worker from one person to another.

Delete Checklist Sections

Users with permissions to delete checklists can do so on records. 

Checklist Reports

Checklist Reports can be found through Settings > Reports or you can build new reports using the Case Checklist table under the desired entity. 

Using Checklist Reports is helpful to see: 

• Workload, based on the Responsible Worker field
• Time to complete certain steps using Response Time field
• Complete/Incomplete tasks

Managing Checklist Items for Closed Cases

When a case is closed or becomes inactive, Checklist Items will be shown until: 

• Due Date is removed 
• Completed Date is entered
• Show in My Tasks is set to No

Periodically clearing out these dates for incomplete checklist items when cases closed will help your team stay focused. This can be done through Checklist Reports > Bulk Update or manually one at a time. 

Update Checklist Items Responsible Worker

Update the responsible worker from a report (in situations where staff changes) to reassign tasks.