Purpose Statement

This article guides module managers through the process of editing existing checklists in the First Due Assets module. Editing checklists allows administrators to maintain accurate, up-to-date inspection criteria for their agency's assets by modifying categories, adding or removing checklist items, and reorganizing content to match evolving operational requirements and compliance standards.

Background Information

Asset checklists in First Due serve as standardized inspection templates that ensure consistent evaluation of equipment, vehicles, and facilities across your agency. As operational needs change, regulatory requirements evolve, or equipment specifications are updated, administrators need the ability to modify existing checklists without creating entirely new templates from scratch.

Common scenarios for editing checklists include:

• Adding new inspection items required by updated NFPA standards or agency policies
• Reorganizing checklist categories for improved workflow efficiency
• Deactivating seasonal or temporarily irrelevant inspection items
• Correcting typos or clarifying inspection item wording
• Duplicating similar items to create variations for different asset types
• Removing outdated inspection criteria that no longer apply

Understanding the difference between deactivating and deleting checklist items is critical for maintaining historical inspection data integrity. Deactivated items remain in the system and can be reactivated when needed, while deleted items are permanently removed and cannot be recovered.

Required Permissions

To edit existing checklists in the First Due Assets module, users must have Assets Module Manager permissions or higher. This permission level grants access to the Assets Setup area where checklist configuration is managed.

If you cannot access the Assets Setup menu or see the edit icons in the checklist management interface, contact your agency's First Due administrator to request the appropriate permissions.

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Step-by-Step Guide

Accessing the Checklist Editor

1. Navigate to the Assets module by clicking Assets in the main navigation menu.
   
2. Click on Setup in the Assets submenu to access configuration options.
   
3. Click on Checklist to view all available checklists for your agency.
   

4. Locate the checklist you want to edit in the checklist library and click the edit icon in the Actions column (symbolized as the "pencil" icon).

Managing Checklist Categories

5. To add a new checklist category, click the add icon (+ symbol) in the categories section.

6. Manage existing categories using the action buttons displayed next to each category name:
   • Click the disable/enable toggle to temporarily turn categories on or off (symbolized by an "X" or "check mark" icon)
   • Click the edit icon to modify category names or descriptions (symbolized by the "pencil" icon)
   • Click the delete icon to permanently remove categories (symbolized by the "trash can" icon)

Note: Categories can be reordered by clicking and dragging a category to a new position in the list, then dropping it where you want it to appear. This drag-and-drop functionality allows you to optimize the inspection workflow sequence.

Managing Checklist Items

7. Select a category by clicking on it to display its associated checklist items. 
   
8. The category will highlight in blue to give a visual indicator of the associated checklist items.

8. To add new checklist items to the selected category, click the add icon (+ symbol) in the checklist items section.
   
9. To maximize checklist items edit view click the expand/collapse icon (two arrows symbol) in the checklist items section.

9. To deactivate a checklist item, locate the item in the list and click the deactivate icon (symbolized by the "X" icon).

Important: Deactivating a checklist item differs significantly from deleting it. When you deactivate an item:

• The item is turned off and will no longer appear in active checklists
• Historical inspection records containing this item remain intact
• The item can be reactivated at any time by clicking the activate icon
• No data is permanently lost

Deleted items, by contrast, are permanently removed from the checklist and cannot be recovered or reactivated.

10. To reactivate a previously deactivated checklist item, locate the item (deactivated items typically appear grayed out or marked with a status indicator) and click the activate icon (symbolized by the "check mark" icon). Selecting Activate (All) at the top of the Checklist Items block activates all deactivated checklist items for that category.

11. To duplicate an existing checklist item, click the duplicate icon (symbolized by the "two sheets of paper" icon) next to the item you want to copy. This creates an exact copy of the item that you can then modify as needed, saving time when creating similar inspection criteria. Selecting Duplicate (All) at the top of the Checklist Items box duplicates all items in that specific checklist category.

12. To permanently delete a checklist item, click the delete icon next to the item. A confirmation prompt will typically appear to prevent accidental deletion.

Warning: Deletion is permanent and cannot be undone. Consider deactivating items instead if there's any possibility you may need them in the future.

Saving Your Changes

13. When you have finished editing the checklist, click the save icon or Save button (symbolized by the "disk image" icon) to commit all changes.

The system will typically display a confirmation message indicating your changes have been saved successfully. Your edited checklist is now ready for use in asset inspections.

Best Practices

Do's:

• Deactivate rather than delete when removing checklist items that may be needed seasonally or in the future (e.g., winter weather equipment checks, specialty apparatus inspections)
• Use descriptive category names that clearly indicate the inspection area or equipment system being evaluated
• Organize categories logically by ordering them to match the physical inspection workflow (e.g., exterior checks before interior checks, safety equipment before operational systems)
• Test edited checklists by performing a sample inspection before deploying to all users
• Duplicate items strategically when creating variations for different asset types rather than building from scratch
• Document significant changes by communicating checklist updates to field personnel who will be conducting inspections
• Review checklists periodically (quarterly or annually) to ensure they remain aligned with current standards and operational needs

Don'ts:

• Don't delete items impulsively – remember that deletion is permanent and affects historical data integrity
• Don't create overly granular categories that make checklists cumbersome to navigate during field inspections
• Don't duplicate entire checklists when only minor modifications are needed – edit existing templates instead
• Don't forget to save – changes are not committed until you click the save button
• Don't remove compliance-required items without verifying alternative documentation methods are in place
• Don't reorganize extensively without considering how changes will impact personnel familiar with the current structure

Common mistakes to avoid:

• Accidentally deleting items instead of deactivating them, resulting in loss of historical inspection data
• Failing to communicate checklist changes to field personnel, causing confusion during inspections
• Creating duplicate categories with slightly different names, leading to inconsistent data entry
• Making too many changes simultaneously without testing, which can introduce errors or workflow issues
• Forgetting that category order affects the inspection sequence in the field application

Troubleshooting & FAQs

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

A: This typically indicates a permissions issue. You need Assets Module Manager permissions or higher to edit checklists. Contact your agency's First Due administrator to request appropriate access. Alternatively, the checklist may be locked for editing if another user currently has it open.

Q: Can I recover a checklist item I accidentally deleted?

A: No, deleted checklist items cannot be recovered. This is why we strongly recommend deactivating items instead of deleting them whenever there's any possibility you may need them in the future. If you've deleted an important item, you'll need to recreate it manually.

Q: What happens to completed inspections that used checklist items I've now deleted?

A: Historical inspection records remain intact and continue to display the deleted item in past inspection reports. However, the item will no longer appear in new inspections conducted after the deletion. This can create inconsistencies in reporting over time, which is another reason to prefer deactivation over deletion.

Q: I made changes to a checklist but field personnel still see the old version. Why?

A: This can occur if: (1) You didn't click the save button to commit your changes, (2) Field personnel need to sync their mobile devices to receive the updated checklist, or (3) There's a caching issue in the mobile application. Have users force-refresh or log out and back in to their mobile apps.

Q: Can I edit multiple checklists simultaneously?

A: No, checklist editing occurs one checklist at a time. If you need to make the same changes across multiple checklists, you'll need to edit each one individually. Consider whether creating a new master checklist and archiving old versions might be more efficient for large-scale standardization efforts.

Q: How do I know which items are deactivated versus deleted?

A: Deactivated items typically remain visible in the checklist editor but appear grayed out or marked with a status indicator (often showing "Inactive" or a crossed-out icon). Deleted items disappear completely from the editor interface. You can usually filter or toggle the view to show/hide deactivated items.

Q: Will reordering categories affect how they appear on mobile devices during field inspections?

A: Yes, the category order you establish in the checklist editor directly determines the sequence in which categories appear on mobile devices. This is why it's important to organize categories in a logical inspection flow that matches how personnel physically move through equipment checks.

Q: Can I add images or attachments to checklist items?

A: The ability to attach reference images or documents to individual checklist items depends on your First Due configuration. This article covers basic checklist editing; for information about advanced customization options, refer to the article "Advanced Checklist Customization in First Due Assets" or contact First Due support.

Q: What's the maximum number of categories or items I can include in a single checklist?

A: While First Due doesn't impose strict limits, extremely long checklists (over 100 items) can become unwieldy for field personnel to complete efficiently. If your checklist is becoming too extensive, consider breaking it into multiple specialized checklists for different inspection frequencies (daily, weekly, monthly) or equipment types.