By default, the Accepted and Pending Acceptance object workflows are active and do not contain steps. If your organization plans to use workflows to initiate checklists, we recommend that you use these because they have specialized system actions that are not available with other workflows:
- Set Respondent Field, which sets the Respondent field.
- Validate Checklist is Complete, which verifies that all sections of the checklist are completed.
Note: The best practice for workflow configuration depends on whether you use the entry action option or the user action option of the Start Checklist action.
Accepted Workflow
If you configure the Start Checklist user action as the way to initiate a checklist, you must use the ‘target object’ Accepted workflow. Configure the Accepted workflow to include the following steps in order:
- Start step
- State change to In Progress
- Workflow task to complete the checklist
- System action to Validate Checklist is Complete
- System action to Set Respondent Field
- State change to Completed
- End step
Configure the complete checklist workflow task so that the task is assigned to the workflow owner. Assigning the complete checklist task to the workflow owner ensures that the user who clicks the Start Checklist user action is the user who receives the task to complete the checklist.
Pending Acceptance Workflow
If you configure the Start Checklist entry action as the way to initiate a checklist, you must use the ‘target object’ Pending Acceptance workflow. This makes the checklist task available to a group, where a single group member can accept the task and complete the checklist. Configure the Pending Acceptance workflow to include the following steps in order:
- Start step
- State change to In Progress
- Workflow task to accept and complete the checklist
- System action to Validate Checklist is Complete
- System action to Set Respondent Field
- State change to Completed
- End step
Configure the start step to use roles as participants, and include Checklist Respondent as the role allowed to participate. Configure the complete checklist workflow task so that the Checklist Respondents role is assigned the task, and make the task available to users in the participant group. Do not assign the workflow task to all participants in the group. You can assign a checklist for completion to only a single user at any given time.