Paper Checklists

Use of a Paper Checklist

Online completion of a checklist housed in Completions, might not be an option for you and your organization if:

  • Your organization or market do not have the ability, access or funds to deploy iPads at all locations

  • It might not be physically safe (exposure risk)

  • Wet signatures are still needed on some documents

If any of these is the case, a paper checklist fills the gap. The existing checklist in Completions is downloaded and saved, manually completed, and then imported back into Completions as processed and closed.

The system is designed to hand-off a stack of Checklists to the admin, who orders them, and scan in all the paper into a PDF document. After all is scanned in, the above process would be completed and many checklists would be completed.

Step by Step — Enable External Mode

  1. From an executed Checklist, turn the External Mode button to On.
  2. Click OK in the dialog box to proceed.

 

The following steps walk you through creating a PDF, or paper version, of a checklist.

Step by Step — Create a Paper Checklist

  1. From the Checklists tab, locate and select the desired checklist.
  2. Click Reports > Generate PDF Report.

  1. Select if a single PDF will be created. Multiple PDFs or a Summary Report are also options.

  2. Click Save To to confirm the export.

  3. Navigate to where you want to save your PDF, and then click Save.

    If the Multiple detail PDF reports option is selected, PDFs of all visible records arwill be generated.

    The resulting PDF paper checklist shows with the bar code on the top and all checklist questions beneath it.

  4. Manual documentation on the paper checklist can now be added.
  5. When the checklist is completed, click the Close button on the PDF.

The following steps walk you through how to import the completed paper checklist into Completions. This requires the project admin role assignment.

Step by Step — Import Completed Paper Checklist File

  1. Click ADMIN tab, and then select Import Record File.

  2. Pull up the completed checklist.

  3. Select the check box, and then click the SAVE button to process the checklist and close.

  4. Preview the PDF.

There can be more than one checklist in a PDF. The system reads the first page QR Code and scans subsequent pages looking for other QR Codes. If located, it separates the PDFs from each other.

The following steps outline how to preview and edit checklist record information before completing the record. The Admin who is completing importing the paper checklists is automatically assigned as the individual who Resolved the Checklist on the date and time that the admin imported the checklist. Since this is not accurate to the checklist contents, the admin can use the edit feature to call out the individual who did execute the checklist and change the date in the system to reflect the executed paper document.

Step by Step — Edit Checklist Record Information

  1. Click the Edit icon.

2. Update the following three items in the dialog box, if necessary:

Resolved By name

Resolution Date and time

Resolution Note (freeform)

  1. Click OK when complete.
    • This information is uploaded and the Modified column shows a dot

  2. Click SAVE, and then click Yes to confirm the update.

  1. Return to your Checklist record, and the checklist shows as Closed.

 If the checklist is re-opened and Attachments is selected, the Attachment can be viewed and the Resolution Note is shown.

Now the checklist is completed.