Purpose Statement

This article guides module managers through the process of activating and deactivating existing checklists in the First Due Assets module. Managing checklist activation status allows administrators to control which checklists are available for field personnel to complete while preserving underlying scheduling configurations for future use.

Background Information

Checklist activation control is a key administrative function that provides flexibility in managing inspection and maintenance workflows. When a checklist is deactivated, it becomes unavailable for new submissions while preserving all associated scheduling rules and historical data. This is particularly useful when:

• Seasonal equipment requires temporary suspension of certain inspections
• Regulatory requirements change, requiring checklist modifications before reactivation
• Equipment is temporarily out of service or undergoing major maintenance
• Departmental priorities shift, requiring focus on specific inspection types
• Checklists need revision but scheduling configurations should remain intact

Unlike deleting a checklist, deactivation maintains the complete checklist structure, scheduling parameters, and historical completion data, allowing for seamless reactivation when needed without reconfiguration.

Prerequisites:

• Existing checklist(s) already created in the Assets module
• Understanding of which checklists need activation status changes
• Knowledge of the operational impact of deactivating specific checklists

Required Permissions

To activate or deactivate checklists in the First Due Assets module, users must have:

• Assets Module Manager or Assets Administrator permissions
• Checklist Setup access rights

Standard field users and supervisors cannot modify checklist activation status. Contact your system administrator if you require these permissions.

Video

Step-by-Step Guide

1. Accessing Checklist Setup

1. From the First Due main navigation menu, click Assets.
2. Click Setup from the Assets submenu.
3. Click Check List to display all existing checklists with their current activation status. 
   

2. Deactivating an Active Checklist

1. Locate the checklist you wish to deactivate in the checklist list view.
2. In the Actions column for that checklist, click the deactivate icon (symbolized the "X" icon in the Actions list).

5. A confirmation dialog will appear. Click Yes to confirm deactivation.

5. Verify the change by confirming the Status column now displays "Inactive" for the deactivated checklist.

3. Activating an Inactive Checklist

1. Locate the inactive checklist you wish to activate in the checklist list view.
2. In the Actions column for that checklist, click the activate icon (symbolized the check mark icon in the Actions list).

5. A confirmation dialog will appear. Click Yes to confirm activation. 
   

5. Verify the change by confirming the Status column now displays "Active" for the reactivated checklist. 

Important Note About Deactivation

When a checklist is deactivated:

• The checklist will no longer generate due notifications or appear in users' active task lists
• Field personnel cannot begin new instances of that checklist
• Users cannot continue working on or submit in-progress instances of that checklist
• All scheduling information in the Checklist Scheduler remains intact and unchanged
• When the checklist is reactivated, all scheduling rules automatically resume without requiring reconfiguration

This preservation of scheduling data makes deactivation ideal for temporary suspensions rather than permanent removal.

Best Practices

Do:

• Review the impact on field operations before deactivating widely-used checklists
• Communicate checklist deactivations to affected personnel in advance
• Document the reason for deactivation for future reference
• Use deactivation (rather than deletion) when you may need to reuse the checklist
• Verify the correct checklist before confirming activation/deactivation
• Review inactive checklists periodically to determine if they should be reactivated or archived
• Consider seasonal patterns when planning checklist deactivations

Don't:

• Deactivate checklists during active inspection periods without notification
• Delete checklists when deactivation would suffice
• Leave checklists inactive indefinitely without periodic review
• Forget to verify the status change after confirmation
• Deactivate checklists that have compliance or regulatory requirements without alternative procedures

Common Mistakes to Avoid:

• Confusing deactivation with deletion—deactivation is reversible and preserves all data
• Failing to notify field personnel about checklist unavailability
• Deactivating checklists with in-progress submissions without considering data loss
• Not documenting which checklists are intentionally inactive versus forgotten

Troubleshooting & FAQs

Q: What happens to checklists that are already in progress when I deactivate a checklist?
A: Users cannot continue working on or submit in-progress checklists once deactivated. Ensure all necessary submissions are completed before deactivation, or communicate the change to affected users.

Q: Will I need to reconfigure scheduling when I reactivate a checklist?
A: No. All scheduling rules, intervals, and assignments are preserved during deactivation and automatically resume when the checklist is reactivated.

Q: Can field users see inactive checklists?
A: No. Inactive checklists do not appear in field users' available checklist lists or due notifications. They are only visible to administrators in the Checklist Setup area.

Q: What's the difference between deactivating and deleting a checklist?
A: Deactivation temporarily removes a checklist from use while preserving all data, scheduling, and configuration for future reactivation. Deletion permanently removes the checklist and all associated data.

Q: Can I deactivate multiple checklists at once?
A: Currently, the First Due interface requires individual deactivation of each checklist. For bulk changes, contact your system administrator to explore alternative options.

Q: Will historical data be preserved when I deactivate a checklist?
A: Yes. All historical completion records, audit trails, and associated data remain intact and accessible in reporting features.

Q: The deactivate/activate icon isn't appearing in the Actions column. What should I check?
A: Verify you have Assets Module Manager or Assets Administrator permissions. If permissions are correct and the icon still doesn't appear, contact your system administrator or First Due support.

Q: How can I tell which checklists are currently inactive?
A: In the Checklist Setup view, review the Status column. Inactive checklists will display "Inactive" status, and you can sort or filter by this column for easier review.