Share a Checklist

Email a copy of a construction checklist to other project team members, clients, or subcontractors

BACKGROUND

Within the industry's leading construction management software, project task lists can be easily created, managed, and stored in a single, secure location: ConstructionOnline™.

While project team members, subcontractors, or even clients can be directly added as resources to checklists––providing them easy access the list or assigned item(s) in their respective ConstructionOnline™ accounts––ConstructionOnline™ also provides an option to distribute project checklists via email.

Sharing a construction checklist sends an email containing the entire task list to the intended recipient(s), and the list can then be viewed or printed out at a later time.

This article contains the following sections:

1. Prerequisites
2. Step-by-step instructions
3. Video walkthrough
4. Additional information

PREREQUISITES

• The intended recipient(s) of the Checklist must be added as Contacts in ConstructionOnline™ before the list can be sent via email. 
  • More information on the different types of ConstructionOnline™ Contacts can be found in the Essential Guide to Contacts. 

STEPS TO SHARE A CHECKLIST

1. Navigate to the desired Project via the Left Sidebar.
2. Select the Project Tracking tab, then choose the Checklists category. 
3. Right-click on the specific Checklist you wish to share, then select the "Share Checklist" option from the dropdown menu. 
   1. If the Checklist is stored within a Folder, drill down to the specific list by clicking on & opening the relevant Folder(s).
4. Within the Share Checklist window, choose from the following details to customize how the Checklist is sent.
   1. Recipients: Select which ConstructionOnline™ User(s) you would like to send the Checklist to
      1. *This is a required field
   2. Filter the Checklist by:
      1. Resource: Choose which ConstructionOnline™ User you would like to sort the Checklist by
         1. Only one Resource can be selected at a time
   3. Choose what Items to include in the Checklist: Using the provided dropdown menus, select which Items should be included on the shared Checklist
      1. Item Priority: Only include Items that are a specific Priority
         1. Options include: Show All, None, Low, Medium, and High
         2. "Show All" is selected by default
      2. Item Status: Only include Items that have a specific Status
         1. Options include: Show All, None, In Dispute, Work Completed, Closed, Ready, Open, and any Custom Status Units
         2. "Show All" is selected by default.
      3. Completed vs Incomplete: Only include Items that fall under a specific completion level
         1. Options include: Incomplete Items & Incomplete Issues, Incomplete Items & All Issues, Completed Issues, and Completed & Incomplete Issues
         2. "Completed & Incomplete Issues" is selected by default
   4. Additional Options
      1. Choose from other customization options by selecting or deselecting the ☑️ check mark beside the corresponding option. Options include:
         
         ☑️ Include Signature Lines: Adds two blank signature lines to the bottom of the shared Checklist
         ☑️ Include Project Information: Displays the Project Address and Client on the shared Checklist
5. Finalize sharing the Checklist by clicking the blue "Send" button to deliver the Checklist to the selected recipients. 
   1. A pop-up message will appear, notifying you that the email(s) have been sent. 

VIDEO WALKTHROUGH

ADDITIONAL INFORMATION

• Only one Checklist can be shared at a time.
• Permissions: ConstructionOnline™ Company Users must have Checklists permissions set as "Can View" or "Can Create, Edit, and Delete" to share a Checklist via email. 
  • ClientLink™ and TeamLink™ Users cannot share Checklists via email; however, depending on their Checklists permissions and Assigned Roles, they may be able to:
    • See Checklists they're assigned a Viewer on
    • Make changes to Checklists they're assigned an Editor on
    • Make changes to Checklist Items they're an Assigned Resource on
• Mobile App: Checklists can also be shared from the CO™ Mobile App. 

HAVE MORE QUESTIONS?

• Frequently asked questions (FAQ) regarding Checklists can be found in the FAQ: Checklists article. 
• If you need additional assistance, chat with a Specialist by clicking the orange Chat icon located in the bottom left corner or visit the UDA support page for additional options.