This article explains how to set up and use checklists in Dalux FM.
Checklists are predefined points that can be utilized for various controls. They are an excellent way to complete daily tasks such as building inspections, maintenance, and equipment checks.
In Dalux FM, checklists are linked to work orders and can be added to individual or recurring work orders.
How to set up checklists
User rights
Administrators or users in a user role with administrator rights for the operation and maintenance module can set up checklists.
How to create checklist templates
Before checklists can be used, you must create one or more templates.
To create a new checklist template go to:
Settings
Operation & maintenance
'Checklist templates'.
From the Add menu, you can either:
-
Create new - Create a new template from scratch
-
Import from Excel - Import from an uploaded Excel template (export an existing checklist to see the template)
-
When making a checklist template you must give the checklist a name.
You can also organize your checklists in folders or sub-folders. By categorizing your checklists, you can keep them well-organized, making it easier to find the desired checklists.
New folders can be created by typing in a name. If there are existing folders they can be selected from the list.
Checklist templates are created by dragging and dropping the data fields from the left. To delete a point from the checklist, drag it to the icon.
When adding the data fields to the checklist template, a pop-up window appears where you can enter the required information.
It is possible to set each data field as required. This means the point has to be filled out before the checklist can be completed.
When you add a list data field, you can add custom values for the list.
When a data field is added to the checklist, you can click the icon, to either edit, duplicate or remove the data field. Conditions can be applied to lists and the red/yellow/green data fields to include additional data fields when specific criteria are fulfilled - e.g. a text field for the consequence when a point is 'not ok'.
When you are done with your template, click on 'Save'. The template can be edited later if needed.
Edit, duplicate, or delete checklist templates
If you need to edit, duplicate, or delete a checklist, go to:
Settings
Operation & maintenance
'Checklist templates'.
When selecting a template from the list, use the toolbar to Edit,
Delete, or
Duplicate the template.
Version history
When you edit checklists the version number will automatically increase. To see and compare different versions of a checklist, open a checklist template by double-clicking or clicking on Edit. Then click
Show history.
You can use this to see changes between different versions of checklist templates.
How to use checklists
Checklists can be added to work orders or recurring work orders. Go to:
Work orders
All work orders
Find the work order
Show work order.
With the work order open click on More and select
Checklists. Then find the checklist, select whether it is required, and click 'Add'.
Note
If a work order has multiple placements, you can select 'Create per placement' to add the checklist to each work order.
When a checklist has been added to work orders, and set as required, a banner will appear at the top of the work order.
The checklist can then be opened and filled out, on either Dalux Desktop or the Dalux FM Mobile App.
How to fill out a checklist on desktop
When you open a checklist in Dalux FM each point of the checklist is shown, and can be filled out.
Theshows that certain fields are required. A checklist can be saved, but it cannot be marked as completed, until the requirements are met.
To complete the checklist, fill out the required points and tick 'Completed' in the bottom left. Then save the checklist by clicking 'Save'.
How to fill out a checklist on the Dalux FM mobile app
When opening a work order with an attached checklist on the mobile app, you can scroll down to the 'Checklist' area of the work order. Press on the checklist to open.
The checklist is filled out by pressing the different points in the list.
When you press on the name of a data field it will open, and you can add photos or comments. Depending on your permissions, you can also attach a new work order to a checklist point.
The checklist can always be saved, but it cannot be marked as completed before the required points are filled out.
When you finish the checklist, click Complete to lock and save it.
Please note that once you complete a checklist, it is immediately saved, marked as complete. Admins and users with edit permissions can reopen closed checklists. If the checklist is part of a closed work order, the work order must be reopened first. This allows you to make corrections to checklists. If a checklist is reopened, it is logged in the new history log.