Skip to main content

Checklists and checklist items

TaskFlow has two ways to keep track of small things to do: a checklist inside a task, and a checklist item that sits in a list on its own. This article explains both.

Checklists inside a task​

Every task has a Checklists section on its details page. Use it for simple steps that don't need their own hours or people, like "Send the draft" or "Check the links".

  1. Open the task and scroll to Checklists.
  2. Click Add Checklist. A checklist called "Checklist 1" appears. Click its name to rename it.
  3. Type in Add an item... and press Enter. Repeat for each item.
  4. Tick the box next to an item when it's done. The bar next to the checklist name shows your progress, for example "3 of 5".
Screenshot

The Checklists section of a task, with one checklist, a progress bar and some items ticked.

Work with items​

  • Click an item's text to edit it.
  • Use the buttons on the item's row to Assign it to someone, Set due date, Indent or Outdent it (one level), Move up, Move down, or Delete item.
  • Drag an item by its handle to change the order.
  • To remove a whole checklist, click Delete Checklist and confirm.

A task can have up to 10 checklists. Checklist changes save straight away and don't need approval. Once the task is completed, cancelled or rejected, its checklists can't be changed.

Extra options for managers​

  • From Template: add a checklist from a saved template.
  • Save as Template: save a checklist to reuse on other tasks.
  • Auto-complete task when all checklists are 100%: when every item is ticked, the task is marked complete. If an item is unticked later, the task goes back to in progress.

Checklist items​

A checklist item is a task type for things that need doing but don't need an estimate, like "Book the meeting room". If your workspace offers it, you'll see Checklist item in the Task Type list.

A checklist item works like a task, with a status, priority, assignees, due date, comments and attachments. The differences:

  • No hours. It has no estimate and nothing to approve.
  • No subtasks. It can have its own Checklists instead.
  • No time tracking. You can't run a timer or log time on it.
  • No approval. It goes straight into the list, ready to work on, whatever your workspace's approval settings.

If the work needs hours or time tracking, make it a task instead.

Create a checklist item​

  • From the full form: on New Task Request or Create & Assign Task, choose Checklist item under Task Type. The hours and subtasks disappear from the form.
  • From Quick Add: click the checklist icon inside the Quick Add box, type a name and press Enter. See Quick Add: create a task in seconds.