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Configuring Checklist Items

This content applies solely to Award Management, which must be purchased separately from the Appian base platform.

Introduction

After you access the Award Management Settings site, you can view the Checklist Item page.

Checklist items are the individual tasks within a checklist. To add items to an award checklist, you must create a library of checklist items.

This page describes how to configure items needed to create your organization's checklists.

Checklist item types

Checklist items can be one of four types:

  • Confirmation: This type of item requires a user to enter a date to confirm the checklist item has been completed.

    AM_Confirmation_Item_v2.png

  • Attach Document: This type of item requires a user to upload a specific document.

    AM_Attach_Document_Item_v3.png

  • Review: This type of item requires a user to approve, reject, or request changes on a checklist item.

    AM_Review_Item_v1.png

  • Create Document from Template: This type of item requires a user to create a specific document from the provided document template.

    AM_Create_Document_item_v1.png

  • Alert: This is an automated checklist item that alerts users to an upcoming date or amount that requires user action.

    AM_Alert_Item_v2.png

  • Address Review Comments: This is an automated item that asks users to confirm they have addressed comments from review.

Viewing Checklist Items

You can view the Checklist Items page in one of two ways:

  • From the Welcome page, click CHECKLIST ITEMS.
  • From the left navigation menu, click Checklist Items.

A list of existing checklist items displays.

To filter the lists of items, select a category from the dropdown list or enter a search term in the Search Items field.

AM_Search_Items.png

See the Managing checklist items section for more details on changing or adding items.

Managing checklist items

You can add an individual item or import multiple items from an Excel spreadsheet. You can also edit existing items.

Add an individual item

If you only need to add a few items, you can add them one at a time.

To add an individual item:

  1. From the Checklist Items page, click ADD ITEM.
  2. Enter an Item Name.
  3. Select an Item Category.
  4. Use the Assigned Group picker to select the group that should be responsible for the checklist item.
  5. Select the Item Type.
    • If the Item Type is Attach Document, select a Document Type.
    • If the Item Type is Create Document from Template, select a Document Type and a Document Template.

  6. Click ADD ITEM.

    AM_Add_Item.png

The new checklist item will be available in all new award Select checklist setup items and new and existing award checklists.

Add multiple items by importing from Excel

If you want to add many items at once, you can import items from an Excel spreadsheet.

To add multiple items:

  1. From the Checklist Items page, click IMPORT ITEMS.
  2. Download and open the Sample Import Excel File.
  3. Add items to the spreadsheet by filling out the following fields:
    • Item Name: The display name for the item. There is a 50 character limit. Item names must be unique, or the item won't be imported.
    • Item Category: The category that the item should be grouped with. The valid values are any category listed on the Category page.
    • Assigned Group: The group that will automatically be assigned the task. The valid values are all business groups that are in the AM application. For example, Contracting Officer or Contract Specialist. See the Groups Reference Page for a list of the out-of-the-box groups.
    • Item Type: The type of item. Out-of-the-box, the valid values are: Confirmation, Attach Document, Review, and Create Document from Template.
    • Document Type: Only required if Item Type is Document Upload or Create Document from Template. If the Item Type is something else and a value is entered in this field, it will be ignored. Out of the box, the valid values are: Award Document, Memo, Justification Document, Determination, Waiver, Research, Checklist, Evaluation, Briefing, Notification, Appointment, Other.
    • Document Template: Only required if Item Type is Create Document from Template. If the Item Type is something else and a value is entered in this field, it will be ignored. Out-of-the-box, the valid values are: Exercise Option Letter Template and COR Appointment Letter Template.
  4. Save the spreadsheet.
  5. On the Checklist Items page, click UPLOAD and select the AS TMG Sample Task Import.xlxs file that you just modified.

  6. A list of the columns from the spreadsheet displays. Map the columns from the Excel sheet to the item fields. If you used the template without modifying the column headers, these should all match up automatically. Click NEXT.

    AM_mapping_v1.png

  7. The items fields that you entered display. Verify all of the fields are correct and there are no validation errors.
  8. To create a new checklist with the items you just imported, click ADD ITEMS TO CHECKLISTS.

  9. To add the items to the library of items, click ADD ITEMS.

    AM_Add_Imported_to_checklist.png

Edit items

To edit an item:

  1. From the Items page, click the name of the checklist item you want to modify.
  2. Modify the Item Name, Item Category, Assigned Group, Item Type, and/or Document Type or Document Template
  3. Click SAVE CHANGES.

AM_Edit_Item.png

All award checklists that reference the item will be updated. Awards that are in progress will not be affected.

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