SAM Admins create checklists that match your agency's workflow. Checklists can be setup for different programs and clients.
Checklist Item are date fields in SAM. When used on checklists, the field has attributes to set due date, responsible worker and document upload field associated with the Checklist Item.
Changes can be made to the Checklists Configuration at any time. Changes made do not affect checklists that have already been triggered for a record.
Access Checklist Configuration
- Click Settings > Checklist Configuration.
- Checklists are setup for each Entity, such as Child, Birth Parent, Person. Select the checklist to edit.
Add Checklist Item
To add tasks to a checklist section, click Add Item from the sidebar. New checklist items will be added at the end of the selected section and can be reordered.
1) Section for Checklist Item
Checklist Sections group similar checklist items. Sectioning Checklist Items helps to not overwhelm staff and clients with too many checklist items at once. Each section can be presented timely or hidden once completed. We recommend checklist sections correspond roughly to Case Stages or major processes in your programs.
Once this checklist item is saved, if a new section was created, the whole section will be added at the bottom of the Checklist configuration page.
2) Select Existing Field or Create New Field
Choose a field from existing fields in SAM. Select the table, then the field.
When adding a checklist item that doesn't already exist, SAM Admins will create a new field in SAM.
- Click Create New Field
- Select the table
- Type in the title of the new field
New fields created through Checklists are set as a date field type. Fields shown as checklist items can also be shown on other forms. Once a value is entered it will be shown anywhere that field is shown.
Note: Never select fields that are marked with (Entered Date). These fields are generated by SAM and will cause errors when trying to complete checklist items.
3) Response Time
SAM can present a due date to users based off the completion of a related checklist item.
Note: Set in business days excludes weekends and major US holidays).
4) Responsible Employee
This section sets a SAM User as the responsible person to complete this task.
Not Set - The Checklist Item will be added to the Checklist, but will not be presented on any user's My Task section. This option often used for items shared with client to complete.
Select Specific Employee - select a user that has the Person Type field = Own Employee/Staff.
Employee Set By Role - set by the role a user has with a client/record. Big Search List fields on the entity/record linked to Person records.
By default, checklist items are shown My Task section from the responsible worker's Home Page. This can be changed per checklist item when Show in "My Tasks" on Home Page is unchecked.
5) Document for Upload
There are three options in this section used to connect a Document for this Checklist Item.
- Select Document Field which connects the Checklist Item to a document upload field already added to SAM. The document upload field allows clients to upload this document to you and you can also use this field on other forms throughout the client record.
- Create a Document if the field does not already exist.
Note: There must be at least one Document Upload field on the Main Entity or Case table for this option to show up. If it does not, create a new field, then refresh the Checklist Item Configuration form to select the new field.
- Select Document Type when you want to upload the documents collected for the record into SAM, but don't need a family to enter the field, nor do you need to show the field on other forms.
Documents uploaded through Checklists will be added to Documents on the client's record.
The Document Types available are managed through the Document Type List. Often the Document Type is redundant to the Checklist Item itself making it easily recognized under Documents. The edit link to the right of Document Type drop box is convenient to modify the Document Type list. When creating a new Document, you will enter the Document Type from here as well.
6) Shown for Clients
This section allows the checklist item to be shown on a Public Form based on the Checklist, so the client can upload documents in a checklist format. Not all checklist items in a section must be shared with clients.
Document for Download allows you to provide a link to a document the end user needs to download, complete and upload. This is used often for contracts, release agreements, and templated documents.
When a document is put on the checklist for download, this icon will appear on the checklist configuration. It can be clicked to reference the document shared with clients.
To remove or change the file, click the gear icon and then click Upload new/Replace Existing link next to Open Document.
Form to Use links the end user to a public form where they can answer questions.
Memo/Instructions for Clients allows your team to provide more information about a checklist item to help the end user with completing the task.
View Client Items from the sidebar of the Checklist Configuration screen displays only the checklist items that are shared with clients for clearer visibility to those items.
7) Checklist Item Criteria
Set specific criteria which must be entered on a record for the checklist item to be shown.
Conditions are helpful if your programs have different response times or workers, or if the Checklist Item should only be presented on a record in the instance where the condition is met. These are suggestions, as the options are endless here.
Click the "Add" link on the Checklist Item Criteria section, then use the Table - Field - Operator - Value prompts to provide logic for the specific circumstances that this Checklist Item will apply.
Modify Checklist Items
To edit checklist items, click the gear icon next to the task to be modified.
Organize the order of checklist items by clicking Edit Item Order from the sidebar. Drop down lists display to move items between sections or to reorder items within each section.
Delete checklist items by clicking Advanced Options > Remove Item(s).
Checklist Section Configurations
SAM Admins can customize when sections are triggered to open for client, if the section is valid for a subset of client records and how the section displays for end users through the gear icon shown at the top right of the Checklist section header.
1) Automatically Enter Section
Tell SAM when this checklist section should open for a record through this setting. There are 3 field choices, however most users choose one (1) data entry point. This field should be available to users on another form or checklist section they interact with.
Alternatively, sections can be added through Auto Actions if there's more complex criteria desired.
2) Checklist Section Criteria
As complexity of requirements or programs may mean that some documents or processes are required for only a subset of client records, SAM Admins can configure sections to show up when "a,b,c or x,y,z" happens. In those cases, criteria will need to be added.
Knowing the table, field and value (or reason) why this applies in certain situations is necessary here.
3) Client Checklist Settings
Checklist sections can be titled differently for end users than what users view internally for a more friendly feel and to provide more instruction for the end user.
- Retitle the section for clients
- Add more instructions to support end users
- Add a template when you're ready to play with formatting