Checklist Template | Customization | Zoho Sprints Help

Checklist Template

Checklists are a set of requirements that should be met to complete a task. Many a times these checklists are reused on multiple work items. Recreating them across multiple tasks is time-consuming and inefficient. In Zoho Sprints, you can create Checklist Templates, which can be used as a base template to create a new checklist group for work items in a project. On the other hand, you will have the option to convert an existing checklist group as a template whenever you feel the same checklist can be used on other work items. This makes it easy for the users to create them swiftly without having to enter the same requirements all over again.

Info
Feature availability: Elite, Premier and Enterprise plan
Alert
Accessibility: Users with 'Manage Checklist Template' permission can create new checklist templates.

Use case

Consider a Quality Testing team who have a list of processes to be completed before they change the status of the work item to 'Completed' for the feature to go live. They can add the below checklist as Definition of Done checklist within the work item.
  1. Functional and Regression Testing
  2. Compatibility Testing
  3. Performance and Accessibility
  4. Security
  5. Usability testing
  6. User acceptance testing
Once all these checklist are verified and marked as complete, the quality analyst can update the status

Create Checklist Template

  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to the Checklist Templates section under Customization.
  3. Click the + Template button. The Create Checklist Template window will appear.
  4. Enter the Template Name.
  5. Template name can contain placeholders. Placeholders are field values fetched from the work item's layout.
  6. Add a description.
  7. Select a Template Type from the dropdown.
  8. In the Clone From field, list of all the templates matching the selected template type will be listed in the dropdown. Select an existing template from the list, if needed.
  9. Enter the checklists along with its Assignee Type and Priority.
    1. Assignee Type: You can choose an owner for the checklist allowing them to carry out this specific checklist.
    2. Priority: Set a priority for the checklist to give weightage on how important this checklist means for the work item.
  10. Click Create. 

A new checklist template is created. This template can be used while creating a new checklist group within a work item. Learn more.

Notes
Note:
  1. If you had selected a placeholder that doesn’t has no data in the work item field, a prompt will appear showing the field details. You can then choose to update the field or continue without making any changes.
  1. You can create a maximum of 150 templates overall, with 50 templates in each template type.

Edit Checklist Template

  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to the Checklist Templates section under Customization.
  3. The Checklist Templates will be listed on the page.
  4. Hover over a template. The Edit button will appear.

  5. Click the Edit button. The Edit Checklist Template form appears.
  6. Make the necessary changes to the template.
    1. Update the Checklist Name, Assignee Type, Priority.
    2. Reorder checklist: Change the sequence of the checklist by dragging and dropping them or enter the sequence number in the numbering box.
  7. Click Update.

Template Views

There are three categorizations of a checklist.
  1. Checklist
  2. Acceptance Criteria
  3. Definition of Done
To view each type template separately:
  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to the Checklist Templates section under Customization.
    The Checklist Templates will be listed on the page.
  3. In the Template header, click the respective template type, to view the templates belonging to them. 

Delete Checklist Template

  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to the Checklist Templates section under Customization.
    The Checklist Templates will be listed on the page.
  3. Hover over a template. The Delete button will appear.
  4. Click the Delete button. A confirmation pop-up will appear.
  5. Confirm your action and click Delete. 


The checklist template will be deleted.

Activity Stream

All actions carried out within the checklist template will be listed within the Activity Stream section.
  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to the Checklist Templates section under Customization.
    The Checklist Templates will be listed on the page.
  3. Hover over a template. The Activity Stream button will appear.
  4. Click the Activity Stream button.
  5. View the details along with the date and user who carried out the action.
Notes
Note: Users who do not have the permission to Manage Checklist Templates can create a new checklist group with the checklist template.