# Designing Checklists You can design your checklists in several different ways. For help enabling and configuring checklists, see Configuring Checklists. When you create and save a new _Checklist Design_ record or select a _Checklist Design_ record from the object record list page, Vault defaults your view to the Visual Checklist Designer. If you prefer to design a checklist using the traditional design options described on this page, click View Record Detail Page icon **View Record Detail Page**.
## Dependencies Checklists support question or section dependencies based on multiple choice fields. For example, answering _Yes_ to a _Yes/No_ question could expose a series of follow-up questions, whereas answering _No_ would not show the irrelevant questions. The ability to create dependent questions or sections means that you can configure a checklist that is simpler and shorter to respond to because non-pertinent questions do not appear. To define a dependency, you must set up the controlling question and the dependent question or section first. After configuring those, you can create the dependency and reference those questions. If a question or section does not appear due to unmet dependencies, Vault also automatically hides it on the review page. ### Limitations Question dependencies have several constraints: * You can only configure up to three (3) levels of dependent questions. For example, if Q1.1 is dependent on Q1, Q1.1.1 is dependent on Q1.1, and Q1.1.1.1 is dependent on Q1.1.1, that is three levels of dependency. * You can only create three (3) levels of dependent sections. You also cannot create a dependent section after a third-level dependent question. * A controlling question must be a multiple choice question that is either a radio button or drop-down list question type (checklist answer type). Controlling questions cannot be multiple choice questions with the checkbox checklist answer type. * Controlling questions must be in the same section (related to the same _Section Design_ record) as the dependent questions. * Controlling questions must not control the section to which they belong. * Dependent sections can only have one controlling question each. ### How to Configure a Dependency To configure a dependent question or section: 1. Before creating the _Dependency Design_ record, create _Question Design_ records for both the controlling and dependent questions, as well as _Available Answer_ records for the controlling question. We recommend creating all questions and answers for a checklist before configuring dependencies. 2. Navigate to the _Dependency Design_ record list. If your _Checklist Design_ object page layout is set up to show related document sections, we recommend starting from the _Checklist Design_ record. 3. Create a new _Dependency Design_ record. 4. Select **Question Dependency** or **Section Dependency**. 5. Select a **Behavior** for the dependent question or section. In the current release, _Show_ is the only available behavior option. 6. In the **Checklist** field, select the related **Checklist Design**. The options for **Controlling Question**, **Answer**, and **Dependent Question** will automatically filter once you select this. 7. Select a **Controlling Question**, **Dependent Question** or **Dependent Section**, and an **Answer** for the **Controlling Question**. The behavior defined in step 5 will only apply if respondents select the defined _Answer_ for the _Controlling Question_. 8. Click **Save**.
## Scoring & Weighting See Checklist Scoring & Weighting. ## Question Library {#question_lib} You can simplify the creation of checklist design questions by creating _Library Question_ records for common questions. When users create a new _Question Design_ record, they'll be able to select a _Library Question_ record, and Vault will default all of the library question values into the newly created question, including values for _Documents Allowed_ or _Documents Required_. Vault also defaults the values at the _Available Answer Design_ level for multiple choice questions configured with _Documents Allowed_ or _Documents Required_. All of the defaulted values are editable and the question design is not tied to the library question. ### How to Create Library Questions To create a new library question, simply create a new _Library Question_ record. The fields are the same as when creating a _Question Design_ record. For multiple choice questions, you must also create _Available Answer Design_ records after creating the question as Vault does not copy these records over from the library question. You can optionally include question guidance text for _Library Question_ records. ### How to Use Library Questions To use a library question when creating a new question design, create the _Question Design_ record as you normally would. After selecting the question type, you'll see the record details page. Rather than filling in the various fields, select a record in the **Library Question** field. If you need to edit the values loaded from the library question, you can do so. ## Multiple Choice Question Answer Types There are several ways to configure answer format for multiple choice questions: Radio Button : Allows users to select from a list of answers by selecting a radio button next to the desired answer. _Maximum Selectable Answers_ must have a value set to one (1). Drop-Down List : Allows users to select an answer from a drop-down list. _Maximum Selectable Answers_ must have a value set to one (1). Checkbox : Allows users to select multiple answers by setting the checkbox next to each answer. _Maximum Selectable Answers_ must have a value that is equal to or less than the number of _Available Answer Design_ records for that question, up to a maximum of ten (10). ## Reference Documents You can add up to five (5) _Question Design Reference Document_ records to each _Question Design_ record. Each _Question Design Reference Document_ record represents a document within your Vault and appears as a link under the question. Question respondents can click the link to view the document in a pop-up window with all UI elements hidden. You can choose the version for each document as well as the order in which they appear under the question. ## Reference Media You can add images to a checklist question or answer by using the _Reference Media_ field on the following objects: * _Question Design_ * _Available Answer Design_ * _Library Question_ * _Answer Library Design_ * _Checklist Field Translation_ Reference media is similar to reference documents; however, once an image is added, it displays under the question or answer to which it is uploaded. When previewing the checklist, you can click an image to put it in focus on screen and place the answer or question under it as a caption. Checklist respondents can do the same when completing the checklist. _Reference Media_ allows you to filter only by documents in your Vault in one of the following supported file types: * .jpg, .jpeg * .png * .gif * .bmp * .webp * .avif * .svg You can also upload a translated version of an image when configuring the _Checklist Field Translation_ object. If no translated image is uploaded, the checklist displays the original image in the translated checklist.
## Welcome Notification Messages Each _Checklist Type_ in your vault has a corresponding welcome notification message template that you can customize for each _Checklist Design_. If configured, the welcome notification is sent to checklist respondents to alert them that they are assigned a checklist to complete. To customize the welcome notification, update the following fields on the _Checklist Design_ record: * _Welcome Email Subject_ * _Welcome Email Text_ * _Welcome Notification Text_
## Previewing Checklists Before approving a checklist design and allowing users to start creating instances of it, you can preview the full checklist. The preview is interactive, which lets you test the dependencies and verify the available answers. For _Checklist Designs_ with _Aggregate Checklists_ set to _Yes_, this action is not available.
### How to Preview Checklists To preview a checklist: 1. From the _Checklist Designs_ object record details page, choose _Preview Checklist Template_ from the **Actions** menu. 2. When the checklist design preview opens, you can click through the questions and provide answers, including previewing _Comments_, _Attachments_, and _Document_ configuration options. You can also navigate between pages (sections). 3. Optional: If the checklist design has been translated, you can preview any available translations using the **Language** picklist. Translations in the _Obsolete_ state are not available for preview. Additionally, only the translated text will appear in the preview. Other controls are not translated. 3. After previewing, close the window. Vault will not save your answers. ## Copying a Checklist Design {#copying-checklist-design} You can copy your checklist design along with all related records to create a new checklist based on the same design. Before using the _Deep Copy Checklist Design_ user action, an Admin must configure it for the _Draft_ or _Approved Checklist Design_ lifecycle states. This action is not available on _Checklist Designs_ with _Aggregate Checklists_ set to _Yes_. To copy a checklist design: 1. Navigate to **Business Admin > Objects > Checklist Designs** and select the checklist design. 2. Select **Deep Copy Checklist Design** from the **Actions** menu. 3. In the _Copy Checklist Design_ dialog, enter information in the required fields for the new copy of the checklist. 4. Click **Save**. You will receive a notification when the checklist copy is complete. ## Working with Checklist Versioning {#versioning} Checklist versioning allows Admins to manage changes to checklist designs over time in a controlled manner. With versioned checklists, responses can be tracked to the specific checklist version it was created from, improving traceability. You can enable checklist versioning for any _Checklist Type_. For _Checklist Types_ with version control enabled, a _Checklist Design Master_ record is created for the initial _Checklist Design_ version (Version 0). As you create new versions of the _Checklist Design_, the _Checklist Design Master_ represents the list of versions for that design. For a versioned _Checklist Design_, only one version at a time can be in each of the _Draft_ and _Approved_ states. If you configure the _Approved_ state's entry action to _Make previous checklist design version superseded_, then moving a _Draft_ checklist version to _Approved_ moves the previous _Approved_ version to _Superseded_.
### Creating New Checklist Versions {#new-version} For _Checklist Types_ with version control enabled, you can create a new version of a _Checklist Design_. You can create a new version only from the latest version, which can be in the _Approved_, _Superseded_, _Revision Required,_ or _Obsolete_ state. The new version is automatically created in the _Draft_ state, and the version number is incremented by 1 from the previous version. The new version is associated with the same _Checklist Design Master_ record as the previous version. The name of the new version is defined during creation as the previous checklist design name plus "-V(_n_)" appended to the name, where _n_ is the previous version incremented by 1, such as: "*Example Checklist-V(2)*". You can create a new version by creating from a copy of the current version or by creating a new blank version. To create a new checklist design version: 1. Navigate to the appropriate _Checklist Design_ record, and select **Create New Version** from the **Actions** menu. 2. Select whether to create the new version from a copy of the current design or to create a blank checklist design. 3. Optional: Enter a description of the version. 4. Click **Continue**. 5. Configure the new checklist design as needed. ## Working with Aggregate Checklist Designs {#aggregate} At the _Checklist Design_ level, you can set _Aggregate Checklists_ to _Yes_, which allows you to instantiate a single runtime checklist that is created by aggregating two or more approved checklist designs. You cannot aggregate an already-aggregated checklist. For an _Aggregate Checklist_ design, you can add _Sub-Checklist Designs_ instead of question sections. For each sub checklist, specify the order in which the sub checklist should appear in the runtime checklist. Sub checklists must be in the _Approved_ state for the aggregate checklist to be instantiated.
## Deleting a Checklist Design {#delete} You can delete your checklist designs along with all related records if the need arises. This prevents you from having to manually delete individual records. Select **Delete** from the **Actions** menu when editing a checklist design. This option is only available for designs in the _Draft_ or _Inactive_ lifecycle state, and not available for any checklist designs that you have already used to create a checklist. For _Checklist Designs_ with _Aggregate Checklists_ set to _Yes_, the **Delete** action removes the joins to the specified sub checklists; the action does not delete any sub checklists. Alternatively, you can configure the _Delete in Background_ user action to provide users who have the appropriate permissions the option to delete a checklist design and all related records asynchronously.