Overview
Based on the checklist state is one of the six logic conditions you can add to a Checklist page or element. It has one state, Awaiting Validation, which is true while a reviewer has the Result open for validation in the mobile app. Use it to split a Checklist into questions for the person completing it and questions for the reviewer.
This article is the reference for the condition itself. For the full reviewer workflow, including the Schedule settings validation needs, see Checklist state-based logic for in-app validation. For logic in general, see Adding logic to a Checklist.
At a glance |
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Who can do this | Super Users, a Role with Checklists › Modify (or Create, for Checklists you created), or an Administrator or Editor of the Checklist's permission folder |
Where | Checklists › a Checklist › Edit › a page header or element › Logic |
Works on | Backend (web) to set up. The logic runs in the mobile app. |
Availability | All organizations |
💡 Why this matters: A sign-off step needs its own fields, such as a reviewer's score or signature, that shouldn't clutter the form while it's being filled in. The checklist state lets one Checklist capture both the work and the review.
How the condition works
The condition reads Checklist › Awaiting Validation, with one of two operators:
Operator | The page or element shows |
equal to Awaiting Validation | Only while a reviewer validates the Result in the mobile app. Use it for reviewer-only questions. |
not equal to Awaiting Validation | While the Checklist is being completed, and not to the reviewer. Answers given stay on the Result. |
No state condition | In both phases. |
Awaiting Validation is the only state you can choose. There's no condition for a Checklist that is in progress (use not equal to), or for Results that are Approved, Disapproved or preapproved.
⚠️ Heads-up: Reviewer-only questions appear only when a Result actually goes to validation and the reviewer validates it in the mobile app. If the Schedule doesn't require validation, or someone approves the Result from Results in the Backend, those questions stay unanswered. See How to validate Checklists.
Add a checklist state condition
1. Open the logic panel
Go to Checklists, select the Checklist and click Edit. Click the page header, or the element, that belongs to one phase, and expand Logic.
2. Add the condition
Click Add Logic and choose Based on the checklist state. Pick equal to for reviewer-only content, or not equal to for content only the person completing it should see.
3. Save
Click Accept Changes, then Save.
Combine with other conditions
A page or element can have several conditions. At the top of the logic panel, choose Show this element if All conditions are met, or One or more. For example, a reviewer question with equal to Awaiting Validation and an answer condition on "Restraint check passed" equal to "No", combined with All, appears only for the reviewer, and only when the check failed.
Page logic hides everything on the page when its conditions aren't met, even elements whose own logic is met. Put reviewer questions on their own page to keep them together.
Example
An inspection Checklist ends with a page, Supervisor validation, with the condition equal to Awaiting Validation. The Schedule marks Results as requiring validation, with the supervisor as Reviewer. The operator never sees the page. The supervisor sees it while validating in the mobile app, scores the work and signs, and both sets of answers end up on the same Result.
Best practices
Scope only what belongs to one phase. Keep shared context, such as the Location and key findings, visible to both.
Keep the reviewer phase short: scoring, sign-off and exception flags.
Test both phases in the mobile app: complete the Checklist, then validate it as a Reviewer, before you schedule it.
Frequently asked questions
Can supervisors add their checks to the same checklist, only after staff have completed their part?
Yes. Give the supervisor's questions the condition 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. See Checklist state-based logic for in-app validation.
Which checklist states can I use?
Only Awaiting Validation, with equal to or not equal to. For content shown while the Checklist is being completed, use not equal to Awaiting Validation. There's no in-progress, approved or disapproved state.
Can I restrict a question to specific users?
Not with the checklist state, which only separates the completing phase from the reviewer phase. To show a question only to members of certain User Groups, use Logic based on User Group membership.
Can I make a checklist available only after another checklist has been submitted?
No. Logic reads only the Checklist being completed and its own state; it can't check other Checklists. To start follow-up work, such as an Ad Hoc Slot for another Checklist, from an answer, use a trigger. See Adding triggers to a checklist.