Tables and Fields are fundamental to creating Forms, Reports, Auto Actions, and Templates. 

SAM Leads create checklists that match your agency's workflow. Checklists can be setup for different programs and clients.

Create your program workflow in SAM

Where do I start?

You'll need a solid understanding of your program's workflow to create a checklist that benefits your team and clients. Once your team understands your program's unique process(es), SAM Leads can begin building Checklists. 

Recommended resources to design your unique process:

Access Checklist Configuration

This Guide Introduces

• Adding a Checklist Item & Settings
• Checklist Section Configurations 
• Modifications to Checklist

Adding a Checklist Item

Checklist Item are date fields. When used on checklists, the field has attributes to set a Due Date, Responsible Employee, and Document Upload field associated with the Checklist Item.

Checklist Item Settings

These settings tell SAM how this checklist item should behave: when it applies and is due, who's responsible, if a document should be uploaded or shared, and whether it's shown to end users (clients).

Section for Checklist Item

Checklist Sections group and organize checklist items. This setting is required to add a Checklist Item. 

Select Existing Field as Checklist Item

Choose a field from existing fields in SAM. Select the table, then the field. This setting is required to add a Checklist Item. 

Create New Field for Checklist Item

Commonly used Tables are shown by default to simplify choices. However, sometimes you'll want to add a Checklist based on a table outside of what's shown. 

Response Time

SAM can present a due date for Checklist Items based off another field.

• Example: Sending an Inquiry Packet due 3 days after Inquiry Received Date. This setting is optional. 

Note: Response Time in Business Days excludes weekends and major US holidays from timing.

Responsible Employee

Sets a user as the responsible person to complete this task. This setting is optional. 

• Not Set - The Checklist Item will not be shown on a user's My Task section. Often used for items shared with client to complete. 
• Select Specific Employee - select a user that has Person Type = Employee/Staff. 
• Employee Set By Role - set by the role a user has on a client record (Big Search List fields on a client's record linked to Persons.

Update Show in My Tasks on Home Page as desired.

Document for Upload

There are three (3) options in this section used to connect a Document to a Checklist Item. This setting is optional. 

• Select Document Field - connects the Checklist Item to an existing document upload field. 
• Create a Document Field - create a new document upload field when one does not already exist.
   
• Select Document Type - when you want to upload a document, but don't need a client to upload or for the document to be shown on other forms.

Client Public Checklist Settings

Allows Checklist Items to be shown on Client Checklists. Not all checklist items in a section must be shared with clients. This setting is optional. 

Shown for Clients - checking this box opens additional prompts of sharing options for clients

Document for Download - provide a document end users can download, complete, and upload. When a document is added for download, this icon will appear on the checklist configuration. Click to reference the document shared with clients. Note this option will only be visible if "Show for Clients" checkbox is selected.

Remove or Change Download File

Form to Use - links end users to a Public Form where they can input data directly into SAM. 

Memo/Instructions for Clients - provide more information about a checklist item to help end users complete the task.

Checklist Item Criteria

Set conditions for a record for the checklist item to be shown. Conditions are helpful if your programs have different programs, response times, or workers. This setting is optional. 

Checklist Section Configurations 

Customize Checklist Section triggers, conditions, and formatting options for end users. This setup is required for proper functioning. 

Sections can be presented sequentially, roughly corresponding to Case Stages or major processes. New Checklist Sections will be added at the bottom of the Checklist configuration page. 

Checklist Section Settings 

Automatically Enter Sections

Set when the Checklist Section will open for a record after data for the selected field is entered. This setup is required. 

Alternatively, Checklist Sections can be added with Auto Actions when more complex criteria is desired. 

Checklist Section Criteria 

Checklist Sections can be setup to show in conditional situations. This setting is optional. 

Example: Checklist sections might differ for programs or states. 

Client Checklist Settings 

Checklist sections can be titled differently for end users for a more friendly feel and to provide additional instruction for end users. There are options to: 

• Retitle the section for clients 
• Add more instructions to support end users 
• Add a template for improved formatting

Multi-record Checklist Items 

When tasks can be repeated, Checklists should be built on a table other than the Case table. Choose the table that best represents the goal for your workflow. 

Example:

You want to open a checklist for each person in home over age 12 that requires background checks. 

Other common examples of Multi-record tables to build checklists from, include: Home Study, Household Members, References, Pets, Previous Marriages, Placements, Adoptions, Post-Adoption Reports, etc. 

Add Tables to Checklists

Not every table in SAM is setup to be used on Checklists. If a desired table is not shown when selecting an existing field, SAM Leads can update the Table Settings to allow the Table to be used on Checklists.

Modify Checklist Items and Checklist Sections

Changes can be made to the Checklists Configuration at any time. Modifications to checklist items and Checklist Sections take effect after the configuration changes are complete.

Edit Checklist Items

Modify Order of Checklist Items

Delete Checklist Items

Effects to Records after Modifying Checklist Configurations

Checklist Section Table Mismatch Warning

This warning means that a checklist item recently added is NOT on the same table as the Checklist Section table. The checklist will function, but your data may not track the way you intend. 

Checklist Sections are based on a table. The Checklist Section table is set when the first checklist item is added to that section. The table can be viewed by editing the checklist section. 

Options to Remove Warning

• Remove the Field from the Checklist Section
• Move the Field to another Checklist Section 
• Create a new Checklist Section based on the Field's table
• Create a new Checklist Item based on the Checklist Section's table
• Leave it as is and disable the warning