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How do I create, import, and export checklists?

Einar Austlid
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Table of contents:

1. Single project checklist

1.1 Import & Export file structure

1.2 Export

1.3 Import

1.3.1 Add to existing - Import

1.3.2 Replace Everything - Import

 

2. Checklist template for organizations

2.1 File structure

2.2 Import

2.3 Export

 

 

 

1. Single project checklist

Checklists which are used in a single project

 

1.1 Import & export file structure 

 

An example file (.xlsx) might look like this:

mceclip0.png

Headers:

  • Index *- This field determines the location of the element in the structure. Each element(except root) must have a parent. For example, if we want to have 1.1.2 node we need to create node 1.1 and 1. The node at the end of the tree is treated as a checklist item. In this example nodes 1.1.1, 1.1.2, 1.2.1 and 1.2.2 are items.
  • Name *- Name of the checklist node.
  • Description - Detailed description of checklist node.
  • Due date - Date when the checklist item should be completed. The format must be yyyy-mm-dd.
  • Hours planned - Numbers of hours that we assume for checklist item.
  • Hours spent - Numbers of hours that currently spent on checklist item.
  • Progress - Percentage value of checklist item completion. (the value must be whole number)

* - Required fields

 
If we import the example into Fonn, it will look like this:
mceclip0.png
 
 
and in checklist element 1.1.2: 
mceclip1.png
 

1.2 Export

Project checklists export allows you to download your checklist in .xslx format.
 
 
 
Exporting your checklist from a project:
 
1. Go to project settings by clicking the "Edit Project” button on the project dashboard.
 
mceclip2.png
 
 
2. Select the "Checklists" tab.
mceclip3.png
 
3. Click "Save as template"
 mceclip4.png
 
 
 

1.3. Import

 
Checklist import allows you to import a custom checklist structure into an existing project.
Imports are available in to variants: "Insert" and "Replace".
 
Import checklists into a project:
 
 
1. Click the "Edit Project” button on the project dashboard in the project you want to import checklists into.
mceclip2.png
 
 
2. Click the "Checklists” tab
 
mceclip3.png
 
 
 3. Click on "Select file" and select your checklist template
 
mceclip5.png
 
4. Click on "Apply template"
mceclip6.png
 
5. Select how the checklists should be added to the project.
There is more information regarding what the different choices mean below.
Please see 1.3.1 for Add to existing, and 1.3.2 for Replace everything.
mceclip7.png
 
6. The import has now started and may take some time. If everything is in order with the template being uploaded, you will see a green box in the top right corner when the import is complete.
mceclip8.png
 
 
 

1.3.1 Add to existing - Import

 
"Add to existing" is a safe way to import new checklists into an existing project.

For example lets say you have a project where the current checklist export looks like this:
mceclip0.png
 
 
 
And we import this structure:mceclip14.png
Here 1.2, 1.2.1, and 1.2.2 are added, and 1.1.2 is updated with a new name and new data.


Since we are using "Add to existing" for this import, only the new fields will be added (marked in green) into the checklists. The existing checklists will not be changed.
 
 
 
 The project checklist will now look like this:
mceclip0.png
Here we see that 1.2, 1.2.1 and 1.2.2 are included and that 1.1.2 has not been changed. By using the "Add to existing" import, you can be sure that the existing structure and data will not change.
 
 

1.3.2 Replace everything - Import

 
 The "Replace everything" method will delete all current checklists in the project before it imports the new checklist.

For example lets say you have a project where the current checklist export looks like this:
mceclip0.png
 
And we import this structure:
mceclip13.png
 
Here we have added 1.2, 1.2.1 and 1.2.2, we have updated 1.1.1 and we have removed 1.1.2
 
 
 
With this import, all existing checklists will be removed from the project before the new structure is added.
 
 
 
We then end up with this checklist structure:
 
mceclip15.png
 
 
 
 

 

2. Checklist template for organizations

Checklist templates allow you to create a checklist structure and add it into your organization, and easily use in all projects within the organization.

 

2.1 File structure

 

An example file (.xlsx ) might look like this:

mceclip16.png

 

Headers:

  • Index *- This field determines the location of the element in the structure. Each element(except root) must have a parent. For example, if we want to have 1.1.2 node we need to create node 1.1 and 1. The node at the end of the tree is treated as a checklist item. In this example nodes 1.1.1, 1.1.2, 1.2.1 and 1.2.2 are items.
  • en-US *- Name of the element
  • Description en-US - Description
  • Due date delay in days - The amount of days after set start date this element / chapter should be completed. 
  • Hours Planned - How many hours are planned for this element
  • Relevant URL - Any URL related to the element can be added here and is easily accessible by other members viewing this checklist.

* - Required fields

 

 

2.2 Import

To create and import a new checklist template you must be an administrator for your organization.

 

1. Go to the organizational panel

mceclip18.png

 

2. Select "Checklists"

mceclip19.png

 

3. Type a name for the template and click "Add template".mceclip20.png

 

4. Click the "Import" button by the new template you added and upload your .xlsx file.

mceclip21.png

 

5. Your template is now available for every project in your organization.

 

 

 

To use the template in a project follow these steps:

1. Create a new project within the organization, or find an existing project without any checklists which is part of the organization.

mceclip22.png

 

 

2. Click "Enable checklists".

mceclip23.png

 

 

3. Select the template you have imported into the organization, and click "Enable checklists".

This is also where you add a start date of your project, if you used the "Due date delay in days" field in your template.

mceclip24.png

 

 

4. The checklist structure is now activated in the project. We can see that the data from the template is there, and the due date is automatically populated based on the start date.

mceclip25.png

This checklist element had a "4" on "Due date delay in days". The start date of the checklist was set to 31.01.2020. Therefore the final due date is 03.02.2020.

 

 

2.3 Export

To export your template, go back to where you created the template and click on the "Export" button.

 

mceclip26.png

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