Purpose Statement

The purpose of this article is to inform First Due users how to duplicate an existing checklist in the First Due Assets module. Duplicating an existing checklist and then editing it can be a useful workflow when an apparatus or piece of equipment requires a more extensive check on occasion.

Example Use Case: Once a week, a more in-depth weekly apparatus check may be required beyond the daily check. Simply duplicate the daily check and then add the additional weekly checklist items to the newly created Weekly Apparatus Check.

Background Information

The checklist duplication feature in the Assets module allows administrators and module managers to quickly create new checklists based on existing templates. This functionality streamlines the checklist creation process by eliminating the need to rebuild similar checklists from scratch.

Common Use Cases:

• Creating periodic checks (weekly, monthly, quarterly) based on daily checklists
• Building specialized inspection checklists for different apparatus types
• Developing seasonal maintenance checklists from standard templates
• Customizing checklists for different stations or departments

Prerequisites:

• Access to the First Due Assets module
• At least one existing checklist to duplicate
• Understanding of the checklist items needed for your specific use case

Required Permissions

To duplicate checklists in the First Due Assets module, users must have:

• Assets Module Manager permissions or higher
• Access to the Assets Setup configuration area

Note: Standard field users typically do not have access to checklist duplication. Contact your system administrator if you need these permissions.

Video

Step-by-Step Guide

1. Access Checklist Configuration 

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

2. Locate and Copy the Checklist

Find the checklist you want to duplicate in the list and click the copy icon next to it, symbolized by the side-by-side sheets of paper.

3. Name the New Checklist

In the dialog box that appears:

1. Enter a descriptive name for the new checklist
2. Click Copy to create the duplicate

Tip: Use clear naming conventions that indicate the checklist's purpose and frequency (e.g., "Engine 1 - Weekly Check" or "Ladder 5 - Monthly Inspection").

4. Verify the New Checklist

The newly duplicated checklist will now be visible in the Checklist Name column alongside your existing checklists.

5. Edit the Duplicated Checklist

To customize the new checklist, click the Edit icon next to it, symbolized by the pencil.

6. Customize Checklist Items

Make necessary modifications to the checklist, such as:

• Adding new checklist items
• Removing unnecessary items
• Reordering items
• Adjusting item descriptions or requirements
• Modifying pass/fail criteria

7. Save Your Changes

When finished editing, click the Save icon, symbolized by the disk in the upper right, to preserve your changes.

Best Practices

DO:

• Use clear, descriptive names that indicate the checklist's purpose and frequency
• Review the entire duplicated checklist to ensure all items are relevant
• Test the new checklist with a sample entry before deploying to all users
• Document any customizations made to the duplicated checklist
• Keep similar checklists consistent in structure for easier completion

DON'T:

• Duplicate checklists unnecessarily—consider if modifications to an existing checklist would suffice
• Use vague names that don't clearly identify the checklist's purpose
• Forget to remove items from the duplicated checklist that don't apply to the new use case
• Create too many similar checklists that could confuse users

Tips for Efficiency:

• Start with your most comprehensive checklist and duplicate it to create simpler versions by removing items
• Group related checklists together using consistent naming prefixes (e.g., "Engine 1 - Daily," "Engine 1 - Weekly," "Engine 1 - Monthly")
• Consider creating a master template checklist specifically for duplication purposes

Troubleshooting & FAQs

Q: I don't see the copy icon next to my checklist. Why not?

A: This typically indicates a permissions issue. Verify that you have Assets Module Manager permissions. Contact your system administrator if you need access.

Q: Can I duplicate a checklist from another department or station?

A: Yes, as long as you have visibility to that checklist in your Assets module. The duplication process is the same regardless of where the original checklist was created.

Q: What happens to the original checklist when I duplicate it?

A: The original checklist remains unchanged. Duplication creates a completely separate copy that can be modified independently.

Q: Can I duplicate a checklist that's already in use?

A: Yes. Duplicating an active checklist does not affect existing check entries or reports. The new checklist is completely independent.

Q: I duplicated a checklist but forgot to rename it. Can I change the name later?

A: Yes. You can edit the checklist name at any time through the Edit function in the Checklist configuration area.

Q: How many times can I duplicate the same checklist?

A: There is no limit to the number of times you can duplicate a checklist, though it's best practice to keep your checklist library organized and avoid unnecessary duplicates.

Q: Will the duplicated checklist include all the same items and settings?

A: Yes. The duplicated checklist is an exact copy of the original, including all items, descriptions, requirements, and settings. You can then modify it as needed.