This article is about validating checklist results by using logic to increase the compliance of completed results. This is set up during the configuration of a checklist and executed from the mobile app.
When configuring your checklist, you can use logic to make certain questions available for specific people. This way you can set up checks to be visible only for the assignee, the reviewer or both. This is useful if certain checks made by the assignee requires review. The reviewer will be able to see, edit and comment on the answers made by the assignee. This will increase compliance of the checklist.
To use logic based on a checklist state the checklist must require validation, and the reviewer needs to be authorized. Check this article to learn more about the pre-requisites of validating a checklist. Learn more about logic in this article.
Adding logic to a checklist
To set up your checklist follow the steps below.
- Go to checklist tab and choose an existing or create a new checklist
- Chose the element you want to configure, and scroll down to logic
- Add logic and choose based on a checklist sate
- Configure the logic as you prefer:
- Visible for only assignees: Checklist is Not equal to Awaiting validation
- Visible for only Reviewers: Checklist is Equal to Awaiting validation
- Press save
By making certain question visible only for the assignee you can reduce the amount of questions (and thereby time) the reviewer needs to review. This is useful if there are certain parts of the checklist, that does not need to be reviewed. If you do not add logic to an element this question will be visible to all.
Note: The logic is based on the state of a checklists. Checklists can have four different states:
A checklist which does not require validation, and is completed within the nominal timespan.
Requires explicit validation by an approved user as it has triggered one or more of the compliance rules configured for this checklist/schedule.
Has been explicitly approved by a user.
Has been explicitly disapproved by a user.
Reviewing the result
The completed checklist can now be reviewed from the mobile app.
- Go to checklists tile
- Click the icon in the top right corner with the number of pending results to be validated. Note: if the icon is not there, it is either because there are no results awaiting validation, or you do not have the authorization to validate checklists (check step no. two).
- Pick the result you want to inspect and follow the instructions as a regular checklist. You can add comments, attachments or edit the answers made by assignees.
- At the end of inspection press Done, and choose to either approve or disapprove the result. You can add both a comment and other attachments explaining the approval or disapproval.
Note: The result report will show both the answers made by the assignee and the reviewer if the checklist is set up with logic based on a checklist's state.
Three ways of using in-app validation
In the following we present three different use cases where validating in the mobile app is useful.
- Long distance assessment
When the assigned person has completed the checklist at the specific location, the checklist is sent to be reviewed and validated at the headquarter by administrative staff. This way the headquarter can do a long-distance review without having to visit multiple locations. They can review, comment, and grade the performance, and approve or disapprove the result. The score of the checklist is collected after the reviewer completes the checklist, for you to have an objective assessment of the work performed.
- Training purposes
The extra review of a performed checklist can be used for training of new employees for example new operators or technicians. The new employee completes the checklist which then gets reviewed by the trainer. The points of the checklist will be gathered after the trainer completes the checklist, so you can make sure that the check is completed correctly. On the report of the result it is clearly marked which answers is done by the assignee, and which is done by the reviewer. This makes it great for leaning purposes, so you can give feedback on the new employee’s performance.
- Four eyes principle
If you have certain checks that requires an extra set of eyes this use of logic is optimal. You can set up all or different answers of the checklist to be reviewed depending on the case. To document this four eyes principle you make the supervisor sign off at the end with a signature.