Purpose

The purpose of this feature is to enable module managers to remove checklists from the First Due Assets module that are no longer needed, while preserving historical data when necessary. This ensures your checklist library remains current and organized without losing valuable completed checklist records.

Key Benefits:

• Maintains a clean, relevant checklist library
• Automatically preserves historical data for completed checklists
• Prevents accidental data loss through intelligent archiving
• Allows checklist name reuse for better organization

Background Information

First Due's intelligent delete/archive system automatically determines the appropriate action based on checklist usage:

Deletion: Applies to checklists that have never been utilized or completed. These are permanently removed from the system with no historical record.

Archiving: Applies to checklists that have been completed and contain user data. These are moved to an archived state where historical data remains accessible for reporting and compliance purposes.

Common Use Cases:

• Removing outdated inspection checklists after procedure changes
• Cleaning up test or duplicate checklists
• Retiring seasonal checklists (winter equipment checks, etc.)
• Consolidating redundant checklist templates

Important Considerations:

• Deleted/archived checklists cannot be recovered and must be recreated if needed again
• Consider using the deactivation feature instead if there's potential for future reuse
• Deactivated checklists can be easily reactivated without rebuilding
• Deleted/archived checklist names can be reused when creating new checklists
• Active and inactive checklists cannot share names

Required Permissions

To delete or archive checklists in the Assets module, users must have:

Required Permission:

• Assets Module Manager or Administrator permissions

Note: Standard field users and supervisors without module manager permissions will not see the delete/archive option.

Video

Step-by-Step Guide

1. Navigate to Checklist Management

1. Click on Assets in the main navigation menu.
   
2. Click on Setup in the Assets submenu.
   
3. Click on Checklist to view all available checklists.
   

2. Locate and Delete/Archive the Checklist

4. Locate the checklist you want to remove from the active checklist list.
   • Use the search function or scroll through the list
   • Verify you've selected the correct checklist before proceeding

5. Click on the Delete/Archive icon in the Actions column for the selected checklist.
• The icon appears as a trash can for the archive symbol
• This action will trigger a confirmation prompt

3. Confirm the Action

6. Review the confirmation prompt carefully:
• For unused checklists: The system will display "Delete" - click Delete to permanently remove

• For completed checklists: The system will display "Archive" with a warning - click Yes to archive

Important: Once archived, checklists CANNOT be restored.

4. Verify Completion

7. Confirm the action was successful:
   • Deleted checklists: No longer appear anywhere in the First Due system
   • Archived checklists: Can be identified with a check found by clicking on the Archived tab in the Checklist management screen
     

Best Practices

Do's:

• Review checklist usage history before deleting or archiving
• Consider deactivating instead of deleting if there's any chance of future reuse
• Export or document important checklist templates before archiving
• Regularly audit and clean up unused checklists to maintain system organization
• Communicate with your team before removing shared checklists
• Check the archived tab periodically to review historical checklist data

Don'ts:

• Don't delete checklists during active inspection periods
• Don't remove checklists without verifying they're not part of scheduled workflows
• Don't archive checklists needed for ongoing compliance documentation
• Don't rush through the confirmation prompt - verify your selection
• Don't forget that deleted/archived checklists cannot be recovered

Optimization Tips:

• Establish a checklist review schedule (quarterly or annually)
• Create naming conventions that include version numbers or dates
• Maintain a master document of archived checklists for reference
• Use deactivation for seasonal checklists rather than deletion
• Train multiple module managers on this process for continuity

Troubleshooting & FAQs

Q: How do I know if a checklist will be deleted or archived? A: The system automatically determines this based on usage. If the checklist has never been completed or contains no user data, it will be deleted. If it has completed entries with user data, it will be archived. The confirmation prompt will clearly indicate which action will occur.

Q: Can I recover a deleted or archived checklist? A: No. Deleted checklists are permanently removed. Archived checklists remain in the system for historical reference but cannot be restored to active status. This is why it's important to consider using deactivation for checklists you might need again.

Q: Where can I find archived checklists? A: Navigate to Assets > Setup > Checklist, then click on the Archived tab at the top of the checklist list. Archived checklists can be viewed but not edited or reactivated.

Q: Can I reuse the name of a deleted or archived checklist? A: Yes. Unlike active and inactive checklists (which cannot share names), you can create a new checklist with the same name as a deleted or archived one.

Q: What's the difference between deactivating and archiving a checklist? A: Deactivation is reversible - you can reactivate the checklist at any time without recreating it. Archiving is permanent and only occurs when you attempt to delete a checklist that has historical data. Deactivated checklists remain in the active checklist view but are marked as inactive.

Q: I accidentally clicked delete - can I cancel? A: Yes, as long as you haven't confirmed the action in the prompt. Simply click outside the confirmation dialog or select "Cancel" if available. Once you confirm, the action cannot be undone.

Q: Will deleting a checklist affect historical reports? A: Archived checklists preserve historical data, so reports will still reflect past completions. Deleted checklists (which had no data) will have no impact on historical reports since they were never completed.

Q: Who can see archived checklists? A: Any user with Assets Module Manager or Administrator permissions can view archived checklists by accessing the Archived tab. This ensures historical data remains accessible for auditing and compliance purposes.