The Checklist Module in FieldEx provides a structured method to standardize inspections, automate workflows, and ensure compliance with operational procedures. Checklists can be configured for preventive maintenance, quality control, safety procedures, and routine equipment servicing. Once set up, checklists can be linked to job orders, tasks, and spare part requests for seamless maintenance execution.
Creating a Checklist
Path: Settings > Workflow > Checklists > New Checklist
1. Enter Checklist Details
Provide a descriptive name that helps users understand its purpose.
“Quarterly HVAC Inspection”
“Warehouse Receiving Inspection”
“Pre-Rental Tractor Inspection”
Best Practice: Use structured names like “Monthly Generator Inspection” to make checklists easier to find and reuse. |
2. Configure Checklist Status
A checklist starts in Draft Mode by default and can only be activated once at least one question is added.
Keeping checklists in draft mode ensures that they are reviewed and finalized before deployment.
3. Update Asset Information from the Checklist
Fieldex allows technicians to update asset details while completing a checklist. This helps ensure real-time tracking of asset status and condition.
Asset Status:
If enabled, technicians can modify the operational status of an asset, such as marking it as "Needs Repair."
This feature is useful for preventive maintenance and troubleshooting checklists.
Meter Reading:
When enabled, technicians can record updated meter readings to track usage-based maintenance.
This ensures accurate servicing schedules for assets such as vehicles or heavy equipment.
4. Assign Assets to the Checklist
Define which assets will use this checklist. This ensures that only relevant equipment triggers the checklist during inspections.
Asset Type: Choose a category, such as Forklifts, HVAC Units, or Water Purifiers.
Service Zone: Apply the checklist only to assets in specific locations, such as "North Warehouse" or "Rental Clients."
Equipment Type: Further refine the checklist’s applicability by selecting specific models.
5. Configure Follow-Up Checklists
Follow-up checklists can be triggered automatically when the primary checklist is completed. This feature is useful for multi-stage inspections.
Example: “Pre-Rental Tractor Inspection” triggers “Tractor Pre-Delivery Checklist”
Why This Matters: This setup ensures follow-up tasks like fueling and setup are completed automatically after inspection. |
Setting Checklist Order, Adding Images, and Coming Up with Questions
Path: Settings > Workflow > Checklists > Select Checklist > Questions Tab
1. Access the Questions Tab
Once a checklist is created and saved, the next step is to define the structure by adding sections, organizing the question order, and attaching reference images.
Navigate to your checklist and open the Questions tab
Click New to begin adding questions
2. Create Sections and Define Question Order
Questions should be grouped logically into sections based on the type of inspection or task being performed.
Example: Pre-Rental Tractor Inspection Checklist
Section 1: Engine Inspection
Section 2: Hydraulic System Check
Section 3: Safety Features Inspection
Defining Question Order: The order of the questions determines the sequence in which technicians complete the checklist.
Questions should follow the actual inspection process.
For example, in a fleet maintenance checklist, a technician should check the fuel level before starting an engine test.
Example Question for Engine Inspection:
Question: “Are there any visible oil leaks in the engine compartment?”
Order: 1 (since engine checks should be performed first)
3. Add Images for Clarity
Fieldex allows users to attach images to questions, providing technicians with visual references. This is especially useful for:
New team members learning to conduct inspections.
Complex inspections requiring precise visual identification.
How to Add an Image:
Click Upload Photo or drag and drop an image file.
Choose an image that best represents the expected condition.
Examples of Image Usage:
For a tire pressure check, an image of a properly inflated forklift tire can help technicians compare and identify issues.
For a coffee machine maintenance checklist, an image of a clean vs. clogged filter can guide technicians in evaluating the condition of the equipment.
Best Practice: Use concise questions, mirror actual workflows, and add visual aids when possible to reduce guesswork. |
Creating Answers and Linking to Job Orders for Automated Triggers
Path: Settings > Workflow > Checklists > Select Checklist > Questions Tab > Select Question
Once a question is created in the checklist, the next step is to define the available answer options. Answer options standardize responses across inspections and determine whether follow-up actions are needed.
1. Add Answer Options
Once a question is created in the checklist, the next step is to define the available answer options. Answer options standardize responses across inspections and determine whether follow-up actions are needed.
Click Add Answer under a question
Create choices like:
No leaks detected (tick default to have this answer selected by default)
Minor leak observed
Major leak present
2. Link an Answer to a Job Order Template
Certain checklist responses may require immediate action. Fieldex allows users to link an answer to a job order template, ensuring that follow-up maintenance tasks are automatically created when needed.
For critical responses like “Major leak present,” link a job order template (e.g., “Tractor Maintenance Job Order Template”)
This ensures repairs are triggered automatically
3. Review Answer Options and Triggers
Ensure every question has clear and relevant answers
Verify that job order templates are properly assigned to trigger follow-up actions
Set a default response to speed up form completion
Why This Matters: Linking job orders directly to checklist responses eliminates delays, reduces missed issues, and keeps workflows fully automated. |