In this video, we'll cover the external mode for checklists and how to print them off. External mode is executing the checklist by paper instead of digitally. An example of this might be when you're on a project and there aren't enough iPads to hand out to everybody who needs to fill in a checklist that day. Or maybe you're in a project admin role with multiple subcontractors, and for the project to progress, you need to give these checklists to an individual who isn't in the system, using a checklist that looks something like this.
This paper checklist gets filled out in the field and then handed off to the project admin who puts in all of the paper checklists together in a scanned package and imports them into Completions. After Completions scans the QR codes for each external checklist, the project admin can complete those paper checklists electronically and store them in the system. We'll start by selecting a checklist. To execute a checklist in external mode, turn the toggle ON.
That locks in the current revision. It's also going to lock out the ability to answer any of these questions digitally. If I wanted to go back and edit the header, any information or specific questions, I'd need to turn off external mode. Since I'm still in the external mode, I need to print out the checklist by clicking Reports > Generate PDF Report.
In this case, I'm going to print out a single PDF item and keep the remaining fields unchecked, and I'll save it to my hard drive. The system will download the PDF template, and it will typically also open the checklist for you. The PDF will contain basic Detail information, the QR code, and the checklist questions that you can print and then fill out manually. If you wanted to do multiple checklists at the same time, you'd start by ensuring the External Mode is turned to NO from within the filter set.
Then you can select your checklists and click Execution Mode > External. Once you toggle External Mode back to YES and select the checklists you want. You can select Reports > Generate PDF Report. Select the first option that includes multiple PDF reports for all the selected items.
If you chose that second option, it would include everything that's in the filter, but in this case, they're one and the same. I'm saving those PDFs to my computer, which get bundled into a zip file. Once I extract that file, I get a folder with all three of three files that I can use separately. That covers the external mode for checklists and how to print them off.
Now the checklist can be filled in from the field and return to the Project Admin who will scan them in and complete them. Thanks for watching.
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