Checklists and signatures

Some work isn't done until every box is ticked, or until someone signs for it. Two field types handle that right on the ticket.

Checklist

A list of things to do or check, like an opening checklist, a kennel inspection or a pick-up handoff.

1. In the stack editor, go to Fields and click Checklist (under Choices).
2. Type the items in Items (one per line).

On a ticket, people tick items off as they go and save. The field shows how far along it is, like "2 of 3 done", in lists and on cards too.

To make sure the list is finished before a ticket moves on or closes, add a step rule: pick the checklist and is complete. A ticket with an unticked item can't pass that step.

Each ticked item shows who ticked it and when, like initials on a paper list ("WA · Nov 5"). Items ticked by an automatic rule say "Auto".

Progress in emails

Reminders and step emails can say how far along the list is:

• {{checklist.done}} of {{checklist.total}}: "5 of 10".
• {{checklist.left}}: the items still to do, one per line.

They use the stack's first checklist. For another one, use its field: {{field.<key>.done}}, .total and .left. The editor's merge field list shows them. A due-date reminder like "3 days before: you've done {{checklist.done}} of {{checklist.total}}. Still to do: {{checklist.left}}" keeps a monthly list moving.

Checklists by team

When one team does the first part and another team finishes, split the checklist into sections. For example, the front desk checks a dog in, then the groomers do the bath and trim.

1. Select the checklist in Fields and click + Split into sections by team.
2. Name the first section, pick who does it in Done by (a team or a person), and type its items.
3. Click + Add a section for the next part, and so on.

On the ticket, each section shows its team. Yours is marked Your part, and the one being worked on says Up now. You can only tick your own sections; the others are read-only for you. Company Admins and the stack's Managers can tick anything.

When a section is finished, the ticket moves on by itself:

• When a team does the next section: the ticket goes into that team's queue, so it shows in their queue and in Up for grabs on Today's Stack, and they each get a notice. If the current owner isn't in that team, the owner is cleared so someone on the team can take it.
• When a person does the next section: they become the owner and get the usual "You were assigned" notice.
• The ticket's history notes the hand-off.

To hold a step until one section is done, add a step rule: the checklist is complete, then pick Just that section (or The whole list).

Teams come from each person's team in Settings → Members.

Background: we wrote about this in Shared checklists by team: how to hand work off without dropping the ball.

Signature

A box to sign with a finger or a mouse, for pick-ups, deliveries, repairs and approvals.

1. In Fields, click Signature (under Files and layout).
2. Save the ticket first. Then, on the ticket, click Tap to sign, sign in the box and click Save signature.

The signature is saved as a picture with the ticket's files, and the ticket's history notes who signed it and when. Signed in the wrong place? Click Sign again.

To require a signature before a ticket closes, add a step rule on the closing step: the signature is not blank.

Web forms skip signature fields, since people sign in person on the ticket.

Good to know

• A checklist marked Required must be fully ticked whenever the ticket is saved. For "done by the end", a step rule is usually the better fit.
• Changing a checklist's items later doesn't untick what people already ticked, but an item you remove no longer counts.