Free License - Managing the Checklists Instance Page
The Checklists Instance page provides comprehensive tools for filtering, searching, and managing checklist tasks.
The Checklists Instance page displays activated checklist templates as expandable sections. Each checklist shows a header with summary information and a task table containing all associated tasks.
Sample Checklist Template
Account Reconciliation includes pre-configured checklist templates for common close processes:
Example: Monthly Close Process
The Monthly Close Process template standardizes all month-end financial close activities. This pre-configured checklist includes tasks organized into folders such as operating account reconciliation, outstanding checks review, accruals review and posting, bank reconciliations, journal entry reviews, and financial statement preparation.
To manage Checklists:
- Navigate to the Checklists module.
The Checklists page is displayed by default, showing all activated checklists for the current period.
- Use the action buttons in the header bar to filter and manage checklist tasks:
Control Function Search Bar Searches folders and tasks by name or description Refresh Updates the checklist page with the latest task data - Review checklist header information:
Element Description & Usage Progress Indicator Circular indicator showing completion percentage of the checklist Checklist Name Name of the checklist template (for example, Monthly Close Process) Description Brief description of the checklist purpose Status Badge Current workflow state of the checklist (In Progress, Completed) Task Count Total number of tasks in the checklist by status (for example, "0 of 1 items") Overdue Alert Count of overdue items displayed in red when tasks exceed their due date Expand/Collapse Arrow icon to show or hide the task list - Review task information in the task table:
Column Name Description & Usage Title Task name and description. Tasks are numbered hierarchically (1, 1.1, 2, 2.1) to show parent-child relationships Preparer User responsible for completing the task Reviewer User responsible for reviewing and approving the task Due Date Deadline for task completion. Overdue dates are displayed in red Status Current workflow state with color-coded badge (Not Started, In Progress, Pending Review, Completed) Actions Submit for Review, Mark as Complete, or Reject buttons based on current workflow state and user role - Click Submit for Review to submit completed work to the assigned reviewer.
- Review submitted tasks and click Mark as Complete to approve or click Reject to return the task to the preparer for corrections.
Understanding Task Organization
The system organizes tasks in a parent-child hierarchy using decimal numbering. Parent items (1, 2, 3) function as folders that group related tasks. Child tasks (1.1, 2.1, 2.1.1) represent the actual work items that users complete. Users can only complete child tasks directly. The system automatically marks parent folders as complete when users complete all child tasks within them.
The system calculates due dates as working days relative to the period close date and excludes weekends from the calculation. For example, a task with a due date of "-5 days" is due five working days before the period closes.
Adding Comments
To add a comment to a task:
- Click Add Comment on the task row.
- Enter your comment in the text field.
- Click Post to save the comment.
The system timestamps each comment and displays it in the workflow history, providing an audit trail of task activity.
Uploading Attachments
To attach supporting documentation:
- Click the upload icon on the task row.
- Select files from your computer.
- Click Open to upload.
The system accepts the following file types: Excel (.xlsx, .xls), CSV (.csv), PDF (.pdf), and text files (.txt).
Note: Bank statements in multi-page PDF format are fully supported. The system analyzes all pages in the document, identifies transaction tables, and extracts dates, descriptions, and amounts for automatic matching.
See Multi-Page PDF Parsing Support for more information.
The system displays uploaded files in the attachments count for the task. Click the attachment count to navigate to the Files page with results filtered for that task.
[v26.1]
Note: Users can upload file attachments directly to individual checklist items. After uploading, the total number of attachments displays on the checklist item. Click the attachment count to navigate to the Files page where uploaded documents can be viewed and managed.
A success message confirms each upload. An error message displays if the upload fails.
Submitting Tasks for Review
To submit a task for review:
- Locate the task in the checklist.
- Click Submit for Review.
The Submit Task for Review dialog opens and displays the current task status and a comment field.
- Optionally enter a comment in the Comment field to provide context about the completed work.
- Click Submit for Review to confirm submission, or click Cancel to return to the task list without submitting.
The system changes the task status to Pending Review and sends a notification to the assigned reviewer.
Reviewing Tasks
To review a submitted task:
- Navigate to tasks showing Pending Review status or use the Assigned to Me filter to find tasks awaiting your review.
- Examine the task details.
- Take one of the following actions:
- Click Mark as Complete to approve the task. You can optionally add a comment. The system changes the task status to Completed.
- Click Reject to return the task to the preparer. Enter comments explaining the required corrections. The system changes the task status to In Progress and returns it to the preparer's task list.
Viewing Overdue Tasks
The system highlights tasks that exceed their due date with red text in the Due Date column. The checklist header displays a count of overdue items when applicable, helping you quickly identify tasks requiring immediate attention.
To focus on overdue tasks:
- Review the overdue count in the checklist header.
- Prioritize completion of overdue tasks to maintain close schedule compliance.