Manage Checklists

What are checklists in Requirements Management?

Checklists are collections of tasks that must be completed throughout the requirements lifecycle. They are tailored for specific purposes, such as requestors or contracting. Additionally, checklists can be modified by adding, removing, or reassigning tasks to adapt to changing circumstances. Privileged users manage checklists centrally.

View checklists

To view checklists:

1. Select a requirement record to navigate to its summary.
2. Click Checklist to navigate to the Checklist tab. The completion bar chart on the left panel displays the percentage of tasks completed and the count of statuses. The out-of-the-box values are Outstanding, Completed, Not needed, and Cancelled.
3. Use the left panel statuses to filter the list of tasks displayed.
4. Filter the list using the status (All, Assigned, or Queued) dropdown, category dropdown, and the radio buttons (All, Requestor, or Contracting).

Set up checklists

Set up checklists using any of the following three different methods.

Set up checklists without recommendations

After you click CREATE on the Create New Requirement wizard, the confirmation screen appears with the SELECT CHECKLIST button along with any relevant Best in Class contract vehicles.

To set up checklists without recommendations:

1. Click SELECT CHECKLIST.

2. Select the appropriate checklist for the requirement using the checklist dropdown.

   

   After the checklist is selected, the wizard auto-populates with the pre-configured tasks for each task category (such as Compatibility and Market Research).

   

3. Set up tasks.

4. Click SET UP CHECKLIST to save changes.

   

   The solution takes you back to the My Requirements dashboard. Click the created requirement to view the checklist tasks.

   

Set up checklists with recommendations

After you click CREATE on the Create New Requirement wizard, the confirmation screen appears with the SELECT CHECKLIST button along with any relevant Best in Class contract vehicles.

To set up checklists with recommendations:

1. Click SELECT CHECKLIST.
   • If recommended checklists are available for the created requirement, the wizard displays two tabs, RECOMMENDED (default selection) and MANUAL SELECTION.

   • Click MANUAL SELECTION to add a checklist other than the recommended one, and select the appropriate checklist for the requirement using the checklist dropdown. After the checklist is selected, the wizard auto-populates with the pre-configured tasks for each task category (such as Compatibility and Market Research).

     

   • Proceed with the following steps to use the recommended checklist.
2. Set up tasks.

3. Click SET UP CHECKLIST to save changes.

   

   The solution takes you back to the My Requirements dashboard. Click the created requirement to view the checklist tasks.

   

Set up checklists from the Summary tab

To set up checklists from the Summary tab:

1. Click ADD CHECKLIST on the requirement Summary tab.

   

2. Select the appropriate checklist for the requirement using the checklist dropdown. After the checklist is selected, the wizard auto-populates with the pre-configured tasks for each task category (such as Compatibility and Market Research).
3. Set up tasks.
4. Click SET UP CHECKLIST to save changes. The solution takes you back to the Summary tab.

See the Configuring Checklists page for instructions on how to create, update, and delete checklists.

View tasks

Tasks are the individual items within a checklist. Tasks are viewed using the following two different navigation methods in the RM solution.

To view tasks in the My Tasks tab:

• Navigate to Home > My Tasks to view all the tasks.

To view tasks specific to a requirement on the Summary tab:

1. Click a requirement record in the Requirements tab to navigate to its Summary tab. Under the Summary tab, tasks are visible in the Tasks section.

2. Select the Checklist Type using the dropdown to filter tasks by All, Requestor, or Contracting.

3. Use the Assignee dropdown to filter tasks by All, Assigned to me, or Unassigned.

   

Add tasks

RM enables you to add preset and custom tasks to checklists.

Add preset tasks to a checklist

To add preset tasks to a checklist in the set up checklist wizard:

1. Click ADD TASK on the category where you want to add the tasks. Existing tasks appear under the Preset Tasks section. These are tasks that are already configured and are available to be added to the checklist.

2. Select the tasks using the checkbox and click ADD TASKS to add the tasks to the checklist.

   

3. Set up tasks.

Add custom tasks to a checklist

To add custom tasks to a checklist in the set up checklist wizard:

1. Click ADD TASK on the category where you want to add the tasks.

2. Click ADD CUSTOM TASK on the Custom Tasks section to navigate to the Add Custom Task wizard and fill in the required fields.

   

3. Click ADD TASK in the Add Custom Task wizard to add it to the Custom Tasks section.

   

4. Click ADD TASKS to add the created task to your checklist.

   

5. Set up tasks.

Add custom tasks from the Summary tab

To create ad-hoc tasks from the Summary tab:

1. Click ADD TASK on a requirement Summary tab.

   

2. Enter a task Name.
3. Select a Category using the dropdown.
4. Select an Assigned Group using the auto-suggest dropdown.
5. Select a task Type using the dropdown.
   • If Attach Document is selected as the task type, select a Document Type using the dropdown.
   • If Create Document from Template is selected as the task type, select a Document Type and Document Template using the dropdowns.
6. Select an Individual Assignee using the auto-suggest dropdown.
7. Select a Due Date using the date picker.
8. Click ADD TASK to save changes. This task can now be added to a checklist within a category.

Set up tasks in a checklist

To set up tasks after adding them to a checklist:

1. Select Dependents using the Dependents multi-select dropdown. Dependents are used to create parent-child relationships among the tasks. Dependent tasks are triggered once the parent task is completed. Workflow is organized per the dependent group configuration.
2. Update the Assigned Group using the auto-suggest dropdown.
3. Update the Individual Assignee using the auto-suggest dropdown.
4. Enter Days to Complete to define the number of days to complete the task.
5. Select the Due Date of the task using the date picker.
6. Click X icon corresponding to a task to remove it.
7. Click Plus iconADD TASK to add more preset or custom tasks within a category.

Cancel tasks

Sometimes tasks may no longer be needed due to evolving circumstances. To cancel a task, it must be assigned to a group you are a part of.

To cancel a task:

1. Select a task using the checkbox in the Tasks grid on the requirement Summary tab.
2. Click MARK NOT NEEDED. The task disappears from the checklist. Select one or more tasks to cancel them simultaneously.

Claim tasks

Claiming a task enables you to assign it to yourself. To claim a task, the task must be assigned to a group you are a part of.

To claim a task:

1. Select a task using the checkbox in the Tasks grid on the requirement Summary tab.
2. Click CLAIM TASK. The task is assigned to you. You can select one or multiple tasks to claim at a time.

Reassign tasks

For a task to be reassigned, the user reassigning the task must be a part of the assigned group.

To reassign a task:

1. Select a task using the checkbox in the Tasks grid on the requirement Summary tab.
2. Click REASSIGN.
3. Enter the name of the user (within their assigned group) using the Reassign To autosuggest field.
4. Click REASSIGN. The checklist grid is now reflected with the new assignee. You can select one or multiple tasks to reassign at a time.

Edit task due dates

To edit a task’s due date:

1. Select a task using the checkbox in the Tasks grid on the requirement Summary tab.
2. Click EDIT DATES.
3. Select the Due Date using the date picker.
4. Select a Reason For Change from the dropdown list.
5. Click SAVE.

Complete tasks

To complete a task, click on the task assigned to you, and follow the directions to complete it. See Task types for more information.

Receive task notifications

Notifications inform you of changes to task status:

• The system sends a notification when you are assigned a task.
• You receive a notification when a task is reassigned.
• You receive a notification when an assigned task is overdue.

The notification email includes a link directly to the task.

See the Configuring Tasks page for instructions on how to create, import, update, and delete tasks.

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