To make changes to a Published checklist, use the Revise feature. This allows you to update the checklist while maintaining a record of previous versions.
Revise and create a new version of a checklist
- Go to a checklist that has the status 'published'.
- Click the title to open the checklist.
- Go to the top right hand corner of the page and select 'Revise', confirming you wish to revise the record.
- Make the required updates to the checklist. Before publishing, you’ll have the option to replace the automatically generated version number with a custom version of your choice, by simply overtyping the information in the field, as highlighted below.
- Once all changes have been made, select 'publish'.
Checklist status Workflow
The checklist can be in one of three statuses. Before reviewing each status in detail, users should first enable the available statuses on the record list.
- Go to the checklist record list.
- Select the 3 dots, located top right of the record list.
- Slide the record status toggles to show/hide the information.
Draft - This is the status of a checklist when it is first created but hasn't yet been published.
Published - This is the status of a checklist once it has transitioned from draft to published and is effectively 'live'.
Unpublished - A checklist enters the Unpublished status when the Revise option is selected, indicating that a published version is currently being edited or modified. While in this status, the 'un-published' checklist is not available for use in any audits.
In the record list, an unpublished checklist will display a dropdown arrow (as shown below). Selecting this arrow will reveal the current live version of the checklist.
When a checklist moves from Unpublished to Published, the record list updates to show the new version with the latest version number. This version becomes the one available for use in any new audits or those in a scheduled state (not yet started).
Older versions, while still marked as Published, are no longer available for selection in new or upcoming audits.
Deleted - This state is no longer supported. Some workspaces may still display this status for records that were deleted before this change was implemented.