Checklist for Zoho Projects | Online Help | Zoho Projects

Checklist for Zoho Projects

The Checklist for Zoho Projects extension helps you stay organized by adding clear checklists to tasks and issues. With this extension, you can create a new checklist or use ready-made templates to ensure every important step is completed on time. You can also reuse checklist templates or convert an existing checklist into a template, helping you follow the same process and save time.
 
To keep work on track, checklists can be linked to task stage changes. A task can move to the next stage only after all required checklist items are completed. The extension also supports sub-items and nested sub-items, making it easy to organize related steps using a simple two-level structure.

Notes
Note: Once created, all checklists and templates can be used across all projects in your account.

Installing the extension

You can install the Checklist for Zoho Projects extension either from the Zoho Marketplace or from within your Zoho Projects.
 
To install the extension from Zoho Projects:
  1. Navigate to  > Marketplace > All Apps.
  2. Search for Checklist for Zoho Projects and click on it.
  3. Click Install.
  4. Agree to the terms of service and click Install.
  5. Under the General section, select the profiles, projects, and users you want the extension to be shared with or given access to.
  6. Click Save Changes.
  7. Agree to the terms of use.
  8. Click Install Extension.

Accessing the extension

  1. Navigate to the Tasks or Issues module of your desired project in your portal.
  2. Open a task or issue and scroll down to the extension tab in the bottom panel.
  3. Click Checklist.
You can also access the extension from the bottom navigation bar and create Checklist templates by clicking New Template.

How does Checklist work?

You will be able to create a to-do list for the current task or issue with this extension. You can also use Checklist templates while creating new to-do lists. Here is how you create and manage the work items.

Creating a checklist

  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. Click Pick from Template or New Checklist.
    1. Upon clicking Pick from Template, select the desired template from the list and click Add.
      Users must create their own templates and then select them to create new checklists.
    2. Upon clicking New Checklist, enter a Checklist Name and an item name and click Add more items.
      The checklist will be created and you will be taken to add more work items.
    3. To add bulk items, copy and paste multiple items from a spreadsheet and click Save.

Deleting a checklist

  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. Click the  icon beside a checklist's name.
  5. Click Delete to remove the checklist permanently.
    Upon deleting a checklist, all items associated with it will be permanently deleted. The data cannot be recovered.
  6. Click Delete in the warning pop-up. To exit, click Cancel.

Updating a checklist

  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. Click the  icon beside a checklist's name.
  5. Click Rename.

  6. Modify the checklist's name as necessary and click Save. To exit, click Cancel.

Marking a checklist as a template

Users can mark their existing checklists as a template and use them to create new checklists. The option to mark a checklist as a template is available only to the Portal Owner and Admins.
  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. Click the  icon beside a checklist's name.
  5. Click Mark as template.

Editing a work item

  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. To edit a specific work item that is associated with a checklist, hover over the work item and click it. The edit mode will be enabled.

  5. Modify the work item as necessary and click Save. To exit, click Cancel.
    You can rearrange the work items by dragging them up or down.

Deleting a work item

  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. Hover over a work item and click the  icon.
    You will not be able to recover a work item you delete.

Changing the status of a work item

  1. Navigate to the Tasks or Issues module of your project.
  2. Open a task or an issue and scroll down to the bottom panel.
  3. Click Checklist.
  4. Click the checkbox of the work item to mark it complete.
  5. Click the icon to view the details of who completed a work item and when.

Managing Checklist templates

Users can use an existing checklist and mark it as a template. The Checklist templates can be managed only by the Portal Owner and Admins. Other members of the portal can only view the Checklist templates, but will not be able to manage them.
 
Follow the steps below to update & delete Checklist templates.
  1. Click the   icon given in the bottom navigation bar.
  2. Select the Checklist extension from the list.
    You'll find the New Template option, using which you can create Checklist templates. 
  3. Enter a Checklist Name and an Item name, and click Add more items.
    The checklist will be created and you will be taken to add more work items.
  4. If you have already created templates, they will be listed.
  5. Click the  icon on a specific template to rename or delete it.

Accessing checklists in Blueprints

Whenever you create a blueprint in Zoho Projects, you can associate checklists using the extension while configuring the 'During' actions.
 
To associate checklist to Blueprints
  1. Navigate to  > Task Automation > Blueprint.
  2. Select the desired Blueprint from the list or create a new one.
  3. Click on the desired Transition, or create a new one.
  4. Click During, and you can see Checklist listed under Extensions.
  5. Here, you can create, rename, delete, and mark a checklist as template using the same steps explained above.
  6. You can even add or delete a work item.
Once completed, click Publish to publish the blueprints in order to associate them with tasks.

Associating blueprints to tasks

Once you have created blueprints with checklists associated to its transitions, you need to associate those blueprints to tasks. For every task, you need to associate the blueprint individually.
 
To associate blueprint:
  1. Open the desired task in Projects.
  2. Click icon on the top-right corner and select Associate Blueprint from the drop-down.
  1. Select the desired Blueprint and the task Status, and click Map.

    Upon clicking the transition, the associated checklist will be shown.
  2. Once all the checklist items are filled, click the Execute button to complete the transition.
The task status will be changed based on the transition and the checklist will be added to the Checklist tab. 

Uninstall the extension

  1. Navigate to > Marketplace > All Apps.
  2. Click Installed.
  3. Click Checklist for Zoho Projects.
  4. Click Uninstall.