Checklist Templates

Summary

Checklist templates define reusable task lists that can be applied to work orders. Each template contains numbered tasks that technicians complete during a job. Tasks can be marked as safety-critical, meaning they must be completed before sign-off.

Prerequisites

• You are signed in as a user with the settings.access capability (typically the Owner or Manager role).
• Your organisation has been set up in Torqueflow.

Steps

Viewing Checklist Templates

1. Click Settings in the main navigation.
2. Click Checklist Templates.
3. The page shows a card titled Templates with a count of defined templates.
4. Each template in the list displays:
   • Template name.
   • Description (if set).
   • Number of tasks (e.g. “5 tasks”).
   • Safety-critical count shown as a red badge (e.g. “2 safety”).
   • An Inactive badge if the template has been deactivated.
   • Creation date.
5. If no templates exist, an empty state message reads: “No checklist templates yet. Click ‘Create Template’ to define your first checklist.”

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Creating a Template

1. Click the Create Template button (top right of the page).
2. A dialog opens with the title “Create Checklist Template”.
3. Fill in the fields:

Field	Required	Description
Template Name	Yes	A short name (max 100 characters). Examples: B Service, MOT Prep.
Description	No	Brief description of when to use this template (max 500 characters).

4. The Tasks section starts with one blank task row.
5. For each task:
   • Enter a task description (required, max 500 characters).
   • Toggle the Safety-Critical switch if the task must be completed before sign-off. Safety-critical tasks display in red.
6. Click Add Task to add more task rows.
7. To remove a task, click the bin icon on its row. You cannot remove the last remaining task.
8. Tasks are numbered automatically in the order they appear.
9. Click Create Template to save. Click Cancel to discard.

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Editing a Template

1. Click the three-dot menu icon on the template row.
2. Select Edit.
3. The edit dialog loads the full template with all its tasks.
4. You can change:
   • Template Name and Description.
   • The Active toggle. Inactive templates cannot be applied to new work orders.
   • Individual task descriptions and safety-critical flags.
   • Add new tasks with Add Task.
   • Remove tasks with the bin icon.
   • Reorder tasks by removing and re-adding them in the desired order.
5. Click Save Changes to update. Click Cancel to discard.

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Deleting a Template

1. Click the three-dot menu icon on the template row.
2. Select Delete.
3. A confirmation dialog appears: “Are you sure you want to delete [template name]? This action cannot be undone.”
4. The dialog notes that existing work order tasks created from this template are not affected.
5. Click Delete to confirm or Cancel to keep the template.

Expected Outcome

• Created templates appear in the templates list with the correct task count and safety-critical badge.
• Templates are available for selection when creating or editing work orders.
• Inactive templates do not appear in work order template selection.
• Deleting a template does not remove tasks already applied to existing work orders.

Troubleshooting

Problem: You cannot access the Checklist Templates page. Cause: Your user role does not have the settings.access capability. Fix: Ask your administrator to assign a role with settings.access. See the Roles and Permissions guide.

Problem: The Create Template button does not appear. Cause: Same permission issue as above. Fix: Ensure your role includes settings.access.

Problem: A template shows as Inactive and cannot be selected on work orders. Cause: The template was deactivated via the Active toggle in the edit dialog. Fix: Edit the template and turn the Active switch back on.

Problem: You cannot remove a task from the template. Cause: At least one task is required per template. Fix: You must have a minimum of one task. Add a replacement task before removing the unwanted one.

Notes

• Safety-critical tasks are enforced at sign-off. Technicians must complete all safety-critical items before the work order can be signed off.
• Template changes (edits, deactivation, deletion) do not affect tasks already applied to existing work orders.
• Tasks are ordered by their position in the form. The numbering updates automatically when you add or remove tasks.

Permissions

Action	Required Capability
View, create, edit, delete checklist templates	settings.access