Overview
You can make Checklist questions visible only to the person completing the Checklist, or only to the reviewer who validates it — so one Checklist captures both the work and the sign-off. Operators record their answers; a reviewer then adds their own answers while validating the Result in the mobile app.
This uses logic Based on the checklist state. The only state you can choose is Awaiting Validation, which is true while a reviewer has the Result open for validation in the mobile app. The pattern supports long-distance assessment, training feedback and four-eyes checks. For the logic editor in general, see Adding logic to a Checklist.
At a glance |
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Who can do this | Set up: Super Users, or a Role with Checklists › Modify (or Create, for Checklists you created). Review: Super Users, or Results › Validate plus being a Reviewer on the Schedule or Ad Hoc Slot |
Where | Checklists › a Checklist › Edit › an element or page › Logic; reviewers use the Checklists tile in the mobile app |
Works on | Backend (web) to set up. Mobile app to complete and validate. |
Availability | All organizations |
💡 Why this matters: Think of the Checklist as two phases. While it is being completed, it is not Awaiting Validation, so assignee questions show. While a reviewer validates it, it is Awaiting Validation, so reviewer questions show. Both sets of answers end up on the same Result.
What must be in place
Reviewer-only questions only appear when a Result actually goes to validation. The Schedule or Ad Hoc Slot must mark Results as requiring validation — Mark all results as requiring validation, or a deviation option such as Require maximum score — and have Reviewers who can validate. See How to validate Checklists.
⚠️ Heads-up: Reviewer-only questions appear only when the reviewer validates in the mobile app. Approving or disapproving a Result from Results in the Backend doesn't open the Checklist, so those questions stay unanswered.
Result states and the logic state
A submitted Result is in one of these states:
Preapproved — it didn't require validation, so it's done when submitted.
Awaiting Validation — waiting for a reviewer, because the Schedule requires validation or a deviation option was triggered.
Approved — a reviewer approved it.
Disapproved — a reviewer disapproved it. The Result stays on record and can still be approved later.
The logic condition can only test Awaiting Validation, with equal to or not equal to. You can't build logic on Approved or Disapproved Results, or on preapproved ones.
Add state-based logic
1. Open the Checklist
Go to Checklists, select the Checklist and click Edit.
2. Pick the question or page
Click the question, or the page header, that should be limited to one phase, and expand Logic.
3. Add a checklist state condition
Click Add Logic and choose Based on the checklist state. The condition reads Checklist › Awaiting Validation.
4. Choose the operator
Reviewer only: equal to Awaiting Validation. The question shows only while a reviewer validates.
Assignee only: not equal to Awaiting Validation. The question shows while the Checklist is completed and is hidden from the reviewer during validation. Its answers stay on the Result.
5. Save
Click Accept Changes, then Save. Questions without state-based logic stay visible to both the assignee and the reviewer.
Review a Result in the mobile app
Open the Checklists tile.
Tap the double check-mark with the red counter, which shows how many items are waiting for your review.
Select the Result. The Checklist opens with the reviewer-only questions shown. Answer them, then tap Done.
Choose Approve or Disapprove, add an optional comment and attachments, and confirm.
The reviewer can also change answers to questions visible during validation; changes to existing answers are recorded in the Result's history. The final Result includes both the assignee's and the reviewer's answers.
Examples
Long-distance assessment: operators capture readings on site (assignee only). A regional safety supervisor grades them and adds comments while validating from the office (reviewer only).
Training feedback: a new technician completes a preventive maintenance Checklist. A trainer, set as Reviewer, scores the work and adds written feedback in reviewer-only questions.
Four-eyes check: the assignee records restraint measurements; a second qualified person verifies them and signs a reviewer-only Signature Question. See Designing Checklists for the four-eyes principle.
Best practices
Keep shared context — Location, timestamps, key findings — visible to both phases. Scope only the questions that belong to one phase.
Keep the reviewer phase short and high-value: scoring, sign-off and exception flags.
Add a reviewer-only Signature Question when the reviewer must sign the Result.
Don't confuse approving a Result with approving a Missing Result — see Approving or rescheduling missed Results.
Frequently asked questions
Can a supervisor fill in part of the same checklist after the operator?
Yes. Give the supervisor's questions logic Based on the checklist state equal to Awaiting Validation, require validation on the Schedule, and make the supervisor a Reviewer. They answer those questions while validating in the mobile app.
Where does the approver find results to validate in the app?
In the Checklists tile, behind the double check-mark with the red counter. It appears only when something is waiting, and only for Reviewers of that Schedule or Ad Hoc Slot with Results › Validate. See How to validate Checklists.
How do I undo a disapproved result?
Approve it. A disapproved Result can still be approved, and the approval replaces the disapproval. See How to validate Checklists.
Can a checklist have more than one level of approval?
No. Each Result gets one approval or disapproval. To add a second person's check, use reviewer-only questions as described above, or see Designing Checklists for the four-eyes principle.
Why don't the reviewer-only questions show up?
Either the Result didn't require validation, so it was preapproved, or it was approved from Results in the Backend, which doesn't open the Checklist. Require validation on the Schedule and validate in the mobile app.
Can I show a question only after a result is approved?
No. The only checklist state you can use is Awaiting Validation. There's no condition for approved, disapproved or preapproved Results.