Overview
Every Checklist has configuration options that control how it behaves for the Users completing it and how it's organized in the Backend. These are chosen when you first create a Checklist and can be changed any time from the Settings menu. This article explains each option.
Users must be Super Users or have one of the following Roles to configure a Checklist:
Checklists: Create or Modify
Why this matters: A few settings — like Require Download and attachment permissions — directly shape what field Users can and can't do, so getting them right up front avoids surprises in the mobile app.
Identity and language
Setting | What it controls |
Title | The Checklist name shown to Users in the mobile app and used throughout reporting. Make it clear, for example Daily Ride Pre-Opening Inspection. |
Description | An internal note visible only to administrative Users in the Backend — not shown in the mobile app. |
Primary language | The language you build in. Used when editing and as a fallback when no translation exists in a User's language. |
Secondary languages | Additional languages the Checklist can appear in, based on each User's profile language. See Translate a checklist. |
Behavior and completion settings
These options shape what Users can do while completing the Checklist:
Require Download — requires the Checklist and all its content to be fully downloaded before it can be started, so large reference documents are available offline.
Allow attachments from device gallery — lets Users upload existing photos from their gallery on any Question.
Allow attachments from camera — lets Users capture new photos on any Question.
Allow comments — lets Users add optional comments that can appear on Reports.
Allow assignments — lets Users create new or additional Assignments from Questions, even when a Question already triggered one.
Best practice: Attachment permissions can be set at the Checklist level and refined per Question. If gallery uploads are off, any attached image must be taken live while performing the Checklist.
Organization: Categories and Folders
Two settings keep a growing Checklist library tidy:
Checklist Categories — defined in your organization's configuration and attachable to a Checklist; used to sort and filter views on Dashboards and Results.
Checklist Folders — group similar Checklists, drive the mobile
Foldersview, and can carry granular permissions. See Utilizing checklist permission folders.
Note: Categories and Folders serve different purposes — Categories drive filtering and reporting, while Folders drive organization and permissions.
Example: an offline maintenance checklist
Scenario
A maintenance crew works in a basement plant room with no signal but needs a large equipment manual on hand.
Setup
Require Download is enabled so the Checklist and its manual download before the crew heads down.
Allow attachments from camera is on so photos are captured live on site.
Result
The crew completes the Checklist offline with the manual available, and their answers sync once they're back in range.
Frequently asked questions
Q: Can I change these settings after the Checklist is in use?
A: Yes. Open the Checklist and click the Settings icon to update any option at any time.
Q: Should I always enable Require Download?
A: Enable it for poor-connectivity environments or Checklists with large manuals. For always-online use it's usually unnecessary.
Q: What's the difference between Allow comments and a Requirement Trigger?
A: "Allow comments" makes commenting optional across the Checklist. A Requirement Trigger forces a comment or photo when a specific answer is selected.