Purpose Statement

Asset Checklists provide a standardized way to inspect, maintain, and verify equipment readiness across your organization. This article serves as a central lifecycle overview to help users understand how to access, manage, and maintain checklists without diving into detailed configuration steps.

Background Information

Asset Checklists act as reusable templates that support consistent inspections, compliance tracking, and operational efficiency. They evolve over time as equipment, standards, and departmental needs change.

Effective checklist management ensures:

• A clean and organized checklist library
• Accurate and up-to-date inspection criteria
• Preservation of historical data for reporting and compliance
• Flexibility to adapt to seasonal or operational changes

This article focuses on how to manage checklists across their lifecycle, including when to update, duplicate, deactivate, or remove them.

Required Permissions

To manage asset checklists, users typically need:

• Assets Module Manager or Administrator permissions
• Access to Assets Setup / Checklist configuration

Field users and supervisors generally do not have access to checklist management actions.

Video

Accessing Checklist Setup

To view and manage checklists:

• Navigate to Assets → Setup → Checklist

Use this screen to search, filter, and manage checklist status and actions.

Checklist Setup List Filters and Search Functions

• Select the Magnifying Glass to perform.
• Select Filter to view and apply list filters.
• Use the Pin icon to view all actions and columns on the checklist setup list while viewing all available filters

Checklist Setup Management Actions Overview

When to Use Each Action

• Edit → Minor updates or corrections
• Duplicate → Create a variation of an existing checklist
• Activate/Deactivate → Temporarily stop usage or re-enable
• Delete → Permanently remove 
• Archive → Moves checklist to the Archived library
• Download → Export for backup or sharing
• Add Checklist → Build a brand-new checklist

Create

• Build a new checklist from scratch
• Use when introducing new asset types, procedures, or compliance requirements

Action: there are three actions that create new checklists, or add checklist templates, for building and editing:

• Click Add Checklist to add a blank checklist template for creation

• Click Import CSV to import a checklist template from another vendor or agency

• Click Checklist Library to view sample checklists and import for department specific customization

Edit

• Modify an existing checklist’s structure, categories, or items

Action: Select the Edit (pencil icon) next to the checklist

Use when:

• Updating inspection criteria
• Correcting errors
• Reorganizing checklist flow
• Important considerations:
  • Changes affect future use
  • Deactivating items preserves data, deleting removes them permanently

Duplicate

• Create a copy of an existing checklist

Action: Select the Duplicate icon (two sheets of paper)

Use when:

• Creating variations (daily vs. weekly)
• Standardizing formats
• Saving time
• The duplicated checklist is independent of the original

Activate / Deactivate

• Control whether a checklist is available for use

Actions:

• Select the Check mark icon to activate
• Select the X icon to deactivate

Use when:

• Temporarily pausing checklists
• Managing seasonal workflows
• Making updates without deleting
• Key behavior:
  • Prevents new and in-progress submissions
  • Preserves scheduling and historical data

Delete

• Permanently remove a checklist that does not have records associated

Actions: Select the ellipsis, then the Trash can icon, then confirm

Use when:

• Removing unused checklists
• Cleaning up duplicates or test data
• Key considerations:
  • The system determines delete vs. archive based on usage
  • This action is permanent and cannot be undone

Archive

• Retires checklists that have associated records
• Moves checklist to the Archived library
• Archived checklists can be re-downloaded if necessary

Actions: Select the ellipsis, then the Paper Box icon, then confirm

Use when:

• Removing outdated checklists
• Cleaning up duplicates or test data
• Key considerations:
  • The system determines delete vs. archive based on usage
  • All Archived checklists move to the Archived library

Download Checklists

• Export a checklist for offline use or sharing
• Download the Checklist Setup List 

Action: Select the Download icon

Use when:

• Saving a checklist locally as a .CSV file
• Sharing checklist structure outside the system
• Backing up checklist content before making major changes
• Retention of checklist setup list for records management

Individual Checklist Download

Checklist Setup List Download

Best Practices

• Prefer deactivation over deletion if future reuse is possible
• Use duplication for major changes instead of heavily modifying active checklists
• Export (download) important checklists before making major changes
• Regularly review checklists for accuracy and compliance
• Maintain consistent naming conventions
• Communicate changes to field personnel
• Verify checklist usage before deleting or archiving

Troubleshooting & FAQs

What’s the difference between deactivating and archiving?

• Deactivation is temporary and reversible
• Archiving is permanent and preserves historical data

Can I recover a deleted or archived checklist?
No. Deleted checklists are permanently removed, and archived checklists cannot be restored to active use

Will editing a checklist affect past inspections?
No. Historical records remain unchanged

Why don’t I see certain actions?
You likely do not have Module Manager or Administrator permissions