Recurring / time-based checklists / Prevent a duplicate checklist
complete
Martin Seibert
complete
We have added this feature. Please find more info here: https://seibert.biz/checklistsrecurring - Please like here: https://www.linkedin.com/feed/update/urn:li:share:7063808576225439744/
Martin Seibert
in progress
We are currently working on this feature and have come to a point where your feedback is highly appreciated again: Our understanding is, that we will prevent duplication at all costs when you define intervals. Today anyone can create a new checklist anytime. Their own. With this feature we will force everyone to use the same checklist in the same interval. If you want to create your own checklists on top you will have to copy the checklist template and deactivate the recurring feature in the copy. Please speak up if this does not feel right to you.
M
Marco-Niklas Rathke
Martin Seibert: Sounds right to me...
Martin Seibert
I have also been talking to Alexander Brandt about how we could make the Email notifications smarter. And this issue is a pre-requisite for what Alex' team would need.
Martin Seibert
Talked to Cameron Clancy and got this description: Time scheduling where, for example, the cleaning of a facility is done weekly, but might be done by different staff at different times during the week. This would need a start date and time and end date and time schedule for a checklist where whoever opens it gets the same checklist during that scheduled time and multiple people can be using that checklist at the same time, rather than creating a new instance each time.
My answer: This is on our radar and I promise that we'll work on this. Getting in Jira on eye level is a higher priority. But this has been a huge ask we've heard multiple times already. I am confident, that we can sneak it in at some point in the not so far future.
Martin Seibert
Internal Jira Issue: https://seibertmedia-cloud.atlassian.net/browse/CHECKS-1401
Cameron Clancy
Martin Seibert This issue is still the biggest hindrance to one organisation using Checklists more effectively.
Where there are multiple people completing a checklist over a period or hours (or a whole day/week), not creating new instances would resolve this for us.
Users are just expecting that when they open the template, it takes them to the one the whole team is working on that day. They don't know any better and it's too hard to explain to volunteers.
It means a team can effectively collaborate on a checklist to get it all done without creating a plethora of blank checklists on the backend that I am forced to delete.
FYI.
Martin Seibert
Cameron Clancy: I am with you. We should bring it in to one of the next sprints. I cannot guarantee, when this will happen. But thanks for re-iterating and helping us see it from your perspective. I‘ll keep it in the back of my head for our next sprint planning.
Martin Seibert
Merged in a post:
Preventing duplicate checklists in certain time intervals
Andreas Mauer
As a checklist template creator, I would like to define an interval such as "every week from Monday to Sunday". If a new checklist is created within this interval (e.g. via a link or QR code), the app should check whether an instance has already been created and then always open the same checklist instance.
The system thus ensures that only one checklist can be created within an interval and that the fillers are all directed to the same version to avoid duplication of work.
Martin Seibert
I assume that it could be helpful to have an option that will redirect me always to the open version of a checklist until there are only completed checklists. Then it will generate a new checklist.
Cameron Clancy
Martin Seibert: I think this needs to be an option.
For one customer we need to keep opening the same checklist until the cut off date/time.
But I can also see the point of not having a cut off date and to continue reopening it until it's complete, then open a new checklist once completed.
M
Marco-Niklas Rathke
A time-based "reminder" function in the template to notify the assigned users would be a nice way.
Andreas Mauer
We already have a potential UI in mind, but are not yet sure what customers expect from this feature.
Currently, recurring / automatically created checklists would just create a new checklist in the checklist overview in Confluence.
Responsible checklists users have to "pick them up“ there. So please tell us:
Is this sufficient / wanted?
How do the checklists get to the people who are supposed to fill them out?
Should these checklists be assigned to a fixed person?
Should someone be informed when new checklists are created and if so, who?
Axel Blumentritt
Andreas Mauer: From my point of view, adding this function to a checklist template would be the best approach. I would expect a similar UI to the one I use in my calendar to e.g. select first/last (business) day of the month/week/quarter, on Tuesday 7. a.m., every business day 7 a.m.
Cameron Clancy
Andreas Mauer: Feedback and responses to your specific questions below:
>>Currently, recurring / automatically created checklists would just create a new checklist in the checklist overview in Confluence.
Yes, agreed.
>>Is this sufficient / wanted?
For us, it's external Confluence users checking off the tasks, so they're not assigned to anyone and could be completed by multiple people, depending on what's happening on that particular day.
>>How do the checklists get to the people who are supposed to fill them out?
If we wanted a specific user to complete a checklist, I would assume a field at the template level with one or more email addresses.
>>Should these checklists be assigned to a fixed person?
We'd like that option.
Our use case: We have a team leader who needs to make sure high level actions are completed on a regular basis. We also have team members who complete more granular work. The team leader is one or two people constantly, but team members could be any of 6 different people.
>>Should someone be informed when new checklists are created and if so, who?
We don't need this function. But others may.
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