Checklist Configuration Overview

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.

In SAM, click Settings > Checklist Configuration > select desired Entity Checklist Checklists are setup for each Entity, such as Child, Birth Parent, Person.

This Guide Introduces

• Adding a Checklist Item
• Checklist Item Settings
• Checklist Section Settings 
• Modifications to Checklist Configuration

 

Add 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.

In SAM, click Settings > Checklist Configuration > select desired Entity Checklist > click Add Item (sidebar) > set Section for Checklist Item > select an Existing Field or Create new Field > set optional settings > Save New checklist items will be added at the end of the selected section and can be reordered.

 

 

Checklist Item Settings

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 

In SAM, click Settings > Checklist Configuration > select desired Entity Checklist > click Add Item (sidebar) > set Checklist Section > click Create new Field (Select Existing Field section) > select desired Table > enter title of the new field

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. 

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 = Own 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.

 

Document Fields allow clients to upload documents. Documents uploaded through Checklists will be added to Documents on the client's record. 

Document Types 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 (right of Document Type dropdown) is convenient to modify the Document Type list. 

SAM Guide: Lists

 

Client 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. 

 

Remove or Change Download File

In SAM, click Settings > Checklist Configuration > select desired Entity Checklist > click gear icon for desired Checklist Item > click Upload new/Replace Existing (next to Open Document) > select new file from local drive > Open

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. 

In SAM, click Settings > Checklist Configuration > select desired Entity Checklist > click gear icon for desired Checklist Section

 

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 replicated for multiple people or time periods, a table other than case should be used. Examples include: Home Study, Background Checks, 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.

In SAM, click Settings > Tables and Fields > select desired Table > click Advanced Options (sidebar) > Really Advanced Options > Advanced Table Properties > update Can be used on Checklists = Yes To verify the table is available on checklists: In SAM, click Settings > Checklist Configuration > select desired Entity Checklist > click Add Item (sidebar) > under Select Existing Field section, the new table will be available

 

Modify Checklist Items

• Edit Checklist Items - click the gear icon next to the task to be modified.
• Order checklist items - click 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 - click X on checklist item row > click Ok to confirm. 

Note: 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.

 

Effects to Records after Modifying Checklist Configurations

Modifications to Checklists do not automatically update Checklist Sections opened on client records.

To update a client Checklist Section to include updates to the configuration:

In SAM, open a client record > click Checklist (sidebar) > click Advanced Options (sidebar) > Insert Section with Items > Select the Checklist section that you want to add

 

Deleting a Checklist Section will not delete the section if added to a client record.

 

Update Responsible Worker

Responsible Workers are Persons that have a Login enabled in SAM and Person Type = Employee/Staff. 

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

In SAM, open a report based on desired Entity Checklist > filter records where Completed Date is empty > click Options > Bulk Update Records > select Responsible Worker > set new user responsible for the work > Save

 

Checklist Section Table Mismatch Warning

This warning means that a checklist item recently added is NOT on the same table.

Checklist Sections are based on a table. The Checklist Section table is set when the first checklist item is added to that 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