Purpose Statement

This article outlines how users with the appropriate permissions can manage asset checklists within the First Due Assets module, including resolving overdue checklists, reviewing completed checklist history, generating printable records, and deleting incomplete or historical checklist records.

Effective checklist management helps agencies:

• Maintain compliance with department inspection requirements
• Accurately track asset readiness
• Preserve documentation for audits and reporting
• Reduce missed or duplicate inspections
• Maintain organized and accurate checklist history

These processes apply to Apparatus, Equipment, Kits, and Locations.

Background Information

Asset checklists are used to document inspections, operational readiness checks, and compliance activities for department assets.

When a checklist is not completed within its scheduled timeframe, it becomes Overdue. Depending on permissions and the circumstances, an overdue checklist can either be completed or cancelled.

Users can also access checklist history to review previously completed checks and, when permitted, manage incomplete or historical checklist records.

Overdue or incomplete checklists can:

• Impact compliance reporting
• Create gaps in inspection documentation
• Cause confusion for field personnel
• Affect the accuracy of asset readiness records
• Create unnecessary checklist backlogs

Users with additional checklist management permissions may be able to:

• Cancel overdue checklists
• View checklist history
• Generate printable checklist records
• Delete incomplete checklists
• Delete historical checklist records

Standard users may have more limited access depending on their assigned permissions.

Required Permissions

Permissions vary by agency configuration and the checklist management action being performed.

Typical permissions include:

To View Checklist History:

• Applicable Assets module access for Apparatus, Equipment, Kits, or Locations
• View Checklist History permission

To Generate Printable Checklist Records:

• View Checklist History permission

To Cancel Overdue Checklists:

• Cancel Checks permission

To Delete Incomplete or Historical Checklists:

• Delete Checklist History permission, if enabled
• Applicable Module Manager-level access

If a cancellation or deletion option is unavailable, verify the user's assigned role and permissions in User Management.

Video

Step-by-Step Guide

Managing an Overdue Checklist

Overdue checklists can be managed from either the Assets Dashboard or the applicable Asset Overview.

Depending on the situation and your permissions, you can complete the overdue checklist or cancel it.

Method 1: Access an Overdue Checklist from the Assets Dashboard

1. Navigate to the Assets Dashboard

• Click Assets from the main navigation menu.
• Select Dashboard.
• Use the available filters to locate the asset with the overdue checklist.
• Select Start Check for the applicable asset.

2. Choose How to Manage the Overdue Checklist

From the checklist options:

• Select Start to open and complete the overdue checklist
• Select the Trash Can to cancel the overdue checklist, if permitted

Method 2: Access an Overdue Checklist from an Asset Overview

1. Navigate to the Asset

• Click Assets from the main navigation menu.
• Select the appropriate Asset Overview:
  • Apparatus Overview
  • Equipment Overview
  • Kit Overview
  • Location Overview
• Open the Asset Group containing the applicable asset, if necessary.
• Select the specific asset.
• Expand the Checklist section.

2. Locate the Overdue Checklist

Locate the Overdue Checks field.

The oldest overdue checklist will display first. If multiple overdue checklists exist, the next oldest checklist will appear after the currently displayed overdue checklist is resolved.

3. Cancel an Overdue Checklist

If an overdue checklist should not be completed, users with the appropriate permission can cancel it.

• Locate the overdue checklist.
• Click the X icon.
• The Cancel Overdue Checks workflow will appear.
• Select the appropriate option:
  • Cancel Latest Overdue: Cancels the single overdue checklist currently displayed
  • Cancel All Overdue: Cancels all overdue checklists for that asset
• Confirm the applicable cancellation action.

4. Complete an Overdue Checklist

If the overdue inspection still needs to be performed:

• Click Start Check.
• Complete all required checklist items.
• Review the checklist responses for accuracy.
• Click Submit when the checklist is complete.

Completing the checklist preserves the inspection responses as a completed checklist record.

Accessing Completed Checklist History

Checklist History allows users with the appropriate permissions to review previously completed checks and generate printable checklist records.

Checklist History can be accessed from either the Assets Dashboard or an individual Asset Overview.

1. Navigate to Checklist History

Navigate to Assets, then access either:

• The appropriate Asset Overview
• The Assets Dashboard

Locate the applicable asset and access its checklist options.

2. Open Checklist History

From the applicable asset:

• Expand the Checklist section when accessing history from an Asset Overview.
• Click Checklist History.

From the Assets Dashboard, access the applicable asset's checklist options and select History.

From the Assets Dashboard

From an Asset Overview

3. Find a Completed Checklist

When accessing Checklist History from a specific Asset Overview, use the available filters to narrow results by:

• Checklist Name
• Date Range

Checklist History may display information such as:

• Submitting user
• Date and time of completion
• Time spent on the checklist
• Number of checklist questions completed

From the checklist record, users can:

• Click the Eye icon to view the checklist
• Click the Print icon to generate a printable PDF record

4. Review Checklist Details

When viewing a completed checklist:

• Locate the applicable checklist item.
• Click the Expansion icon to view additional details.
• Review available information, which may include:
  • Checklist question results
  • Field Update data
  • Work orders created from the checklist
  • Remarks
  • Uploaded images
• Click Back when finished reviewing the checklist.

Deleting Incomplete or Historical Checklists

Users with the appropriate permissions may be able to permanently delete incomplete or completed checklist records.

Method 1: Delete a Checklist from the Assets Dashboard

1. Navigate to the Checklist Records

• Navigate to the Assets Dashboard.
• Use the available filters to locate the applicable asset.
• Select Start Check for the asset.
• Select:
  • History to view completed checklist records
  • Incomplete to view incomplete checklist records

2. Delete the Checklist

• Locate the checklist record that should be removed.
• Click the Trash icon.
• Verify that the correct checklist record is selected.
• Confirm the deletion when prompted.

Completed Checklists

Incomplete Checklists

Method 2: Delete a Checklist from an Asset Overview

1. Navigate to the Asset

• Click Assets from the main navigation menu.
• Select the appropriate Asset Overview:
  • Apparatus Overview
  • Equipment Overview
  • Kit Overview
  • Location Overview
• Open the applicable Asset Group, if necessary.
• Select the specific asset.
• Expand the Checklist section.

From the Assets Dashboard

From an Asset Overview

2. Locate the Checklist Record

Open the appropriate checklist records:

• Checklist History for completed checklists
• Incomplete Checks for incomplete checklists

From the Assets Dashboard

From an Asset Overview

3. Delete the Checklist

• Locate the applicable checklist.
• Click the Trash icon.
• Verify the checklist before continuing.
• Confirm the deletion.

Completed Checklists

Incomplete Checklists

Best Practices

Managing Overdue Checklists

• Review overdue checklists regularly to prevent a backlog of unresolved inspections
• Complete an overdue checklist when the inspection still needs to be performed and documented
• Cancel an overdue checklist only when the scheduled check should no longer be completed
• Review the asset and checklist carefully before selecting Cancel All Overdue, since this option cancels all overdue checklists for that asset
• Remember that only the oldest overdue checklist is displayed first; resolving it may reveal another overdue checklist
• Investigate repeated overdue checklists to determine whether field personnel need additional guidance or whether the checklist scheduling process should be reviewed

Maintaining Checklist History

• Use Checklist History when verifying whether an inspection was completed before creating or completing another checklist
• Use the Checklist Name and Date Range filters from an Asset Overview to locate specific records more efficiently
• Review the submitting user, completion date and time, time spent, and completed questions when validating a checklist record
• Expand individual checklist items when additional detail is needed, including responses, Field Update information, work orders, remarks, or uploaded images
• Generate printable checklist records when documentation is needed for audits, internal review, or other recordkeeping requirements

Cancelling vs. Deleting Checklist Records

• Use Cancel to resolve an overdue scheduled checklist that will not be completed
• Use Delete only when an incomplete or historical checklist record should be permanently removed
• Do not use deletion as a routine method for cleaning up valid checklist history
• Verify the asset, checklist, date, and record before deleting anything
• Avoid deleting a completed checklist solely because it contains information that requires review; deletion permanently removes the record
• Limit cancellation and deletion permissions to users who are responsible for checklist administration

Supporting Accurate Checklist Records

• Encourage users to complete checklists within their scheduled timeframe to reduce overdue records and administrative cleanup
• Review incomplete checks before starting another checklist when there is a possibility that a user already began the required inspection
• Use checklist history to confirm previous activity when duplicate or missing inspections are suspected
• Review associated work orders when evaluating checklist results that identified maintenance or asset issues
• Preserve remarks, images, and checklist responses when they provide relevant documentation of an asset's condition

Troubleshooting & FAQs

Why can't I cancel an overdue checklist?

Cancelling overdue checks requires the Cancel Checks permission. If the cancellation option is unavailable, contact your system administrator to verify your assigned permissions.

Why can't I delete a completed or incomplete checklist?

Checklist deletion is restricted to users with the appropriate checklist deletion and Module Manager-level access. If the Trash icon is unavailable, verify your assigned permissions.

What is the difference between cancelling and deleting a checklist?

Cancelling is used to resolve an overdue scheduled checklist that will not be completed.

Deleting removes an existing incomplete or historical checklist record. Deletion is permanent and should only be used when the record should no longer be retained.

What is the difference between Cancel Latest Overdue and Cancel All Overdue?

Cancel Latest Overdue cancels the single overdue checklist currently displayed.

Cancel All Overdue cancels all overdue checklists for that asset. Review the asset's overdue checks carefully before using this option.

Why is only one overdue checklist visible when I know there are multiple overdue checks?

The oldest overdue checklist displays first. After that checklist is completed or cancelled, the next oldest overdue checklist will appear.

Continue resolving the displayed records until the applicable overdue checks have been addressed.

Should I cancel an overdue checklist or complete it?

Complete the checklist when the inspection still needs to be performed and documented.

Cancel the checklist when the overdue scheduled check should no longer be completed. Users should follow their agency's checklist management procedures when determining which action is appropriate.

Why don't I see filters in Checklist History?

Checklist History filters are available when accessing history from a specific Asset Overview. Checklist History accessed from the Assets Dashboard does not provide the same filtering options.

Navigate to the applicable Asset Overview if you need to filter by Checklist Name or Date Range.

Why can't I find a completed checklist?

First, verify that you are reviewing the correct asset.

When accessing Checklist History from an Asset Overview, use the Checklist Name and Date Range filters to narrow the results. If the checklist still does not appear, verify that it was submitted as a completed checklist rather than remaining incomplete.

Where can I find a checklist that someone started but did not submit?

Access the applicable asset's checklist options and review Incomplete Checks. Users with the appropriate permissions may also be able to delete an incomplete checklist from this area.

How can I see who completed a checklist?

Open Checklist History and locate the applicable record. Checklist History includes the submitting user along with completion information.

How can I see the answers submitted on a completed checklist?

Open the checklist from Checklist History using the Eye icon. Expand individual checklist items to review available details, including question results, Field Update information, work orders, remarks, and uploaded images.

How do I print a completed checklist?

Open Checklist History, locate the applicable checklist, and select the Print icon to generate a printable PDF record.

Why don't I see the Trash icon?

The Trash icon is only available when the user has the appropriate permissions to delete checklist records. If it is not displayed, contact your system administrator to verify your role and permissions.

Can I recover a deleted checklist?

No. Checklist deletion is permanent. Verify that the correct checklist record is selected before confirming deletion.

A checklist is still showing as overdue after I resolved another overdue check. Why?

If multiple overdue checklists exist for the asset, the system displays the oldest overdue checklist first. Resolving that checklist may reveal the next oldest overdue record that still needs to be completed or cancelled.