FieldEx allows you to build structured, digital checklists that guide technicians through inspections, standardise data capture, and automate follow-up actions. Each checklist can be linked to assets, job types, and locations to ensure the right checklist is triggered at the right time.
This article covers:
How to create and activate a checklist
How to configure asset updates and assignment rules
How to structure questions into sections
Creating a Checklist
Path: Settings > Workflow > Checklists > New Checklist
Click New Checklist
Enter a clear Name (e.g., “Monthly Generator Inspection”)
Checklist starts in Draft mode until at least one question is added
Add an optional Description and assign a Category if needed
Click Save to begin configuring the checklist
Tip: Use naming conventions like “Forklift Pre-Use Checklist” or “HVAC Quarterly PM” for better searchability and reporting. |
Checklist Configuration Options
Once saved, you can open the checklist and configure additional behaviour:
Update Asset Status: Enable if you want technicians to change the asset’s condition during inspection (e.g., mark “Needs Repair”)
Update Meter Reading: Enable to let technicians log updated usage values (used for servicing schedules)
These options allow checklist results to directly update asset records in real time.
Assigning Assets to the Checklist
You can control which assets the checklist applies to using the following filters:
Asset Type: e.g., HVAC, Vehicle, Generator
Service Zone: e.g., “North Depot”, “Customer Rental Sites”
Equipment Type: e.g., Model-specific filtering
This ensures that only relevant assets will trigger this checklist during jobs or inspections.
Structuring Questions and Sections
Path: Checklist > Questions Tab
Open the checklist and go to the Questions Tab
Click New to add your first question
Group questions into Sections (e.g., “Engine Check”, “Safety Walkthrough”)
Set Order Numbers to control the inspection flow
Attach Images for visual reference when needed
Well-structured checklists help technicians move through inspections logically, reducing skipped steps and improving consistency.
Configuring Answer Options and Triggers
After adding a question, you can define its possible answers. These standardised responses help technicians answer quickly and allow the system to trigger actions automatically.
Go to the Questions Tab of the checklist
Click into a specific question
Click Add Answer and enter options like:
“No Issues” (default)
“Minor Issue – Monitor”
“Major Issue – Needs Repair”
Optionally set one answer as the Default for faster data entry
Triggering Job Orders from Answers
If an answer requires follow-up, you can link it to a Job Order Template:
Select the answer (e.g., “Major Issue – Needs Repair”)
Set the Job Template to trigger when selected (e.g., “Pump Repair Job”)
Save the answer configuration
Example Use Case: If a technician selects “Major Leak Present” during an engine inspection, FieldEx will automatically create a corrective maintenance job order.
Optional Triggers:
Tasks: Specific checklist answers can generate tasks inside job orders
Spare Part Requests: Answers can flag needed parts for dispatch or pre-loading
Tip: Review each answer set carefully, automated follow-ups can reduce delays, but only if your job templates and part logic are set up correctly. |
Activating the Checklist
Once at least one question has been added, you can switch the checklist from Draft to Active. Only active checklists can be linked to jobs or job templates.
Tip: You can always come back and edit the checklist later, but it’s best to finalise structure before making it active, especially for inspections tied to job triggers. |