This article will explain how to use work package associations with checklists to speed up the process of connecting checklists to work packages or workflows.
Work package association makes sure that the correct work packages or workflows have the desired checklists.
A note on unassociated checklists
Checklists not associated with specific work packages or workflows will be considered 'public checklists'. This means the checklists will be visible to each project participant, who is in the 'Creator' role in any work package in the project.
This means all these users across all work packages and workflows will be able to create new 'public checklists' and edit/see 'public checklists' created by other users.
It is therefore recommended to use work package associations with checklists, to control who can see and create these on the project.
Only project/Field administrators can delete 'public checklists'. Users only in hold point or approval workflows do not have access to 'public checklists'.
Table of contents
- How to manage and create work package associations
- How to associate a checklist to multiple work Packages or workflows
- How to associate multiple checklists to a workflow
How to manage and create work package associations
User rights
Setup for work package association needs to be done by a Field or project administrator.
You can create individual work package associations and manage existing associations in the project settings.
To get started, go to: Settings
Field
'Work package association'.
From this window, all work package associations can be found. If no checklist associations have been created yet, the window will be empty.
New associations can be created by clicking Add. When doing so, you will be prompted to select a checklist type, and which work package to associate it with. After selecting a work package, it is also possible to select a specific workflow. When done click 'Add'.
The association will appear in the All area and the appropriate folder.
When selecting an association in the list, it can be edited by clicking on Edit. When editing you can change the work package and workflow.
If needed the association can also be deleted by clicking on Remove.
How to associate a checklist to multiple work Packages or workflows
If you want to link one checklist to multiple work packages or workflows, you can do this using the checklist template.
To get started, go to:
Settings
Field
'Checklist templates'
Select a checklist
Edit.
With the checklist open, click on 'Settings'. Under the work package click on 'Choose'. This will open a new window, where you can select which work packages or workflows the checklist should be associated with. When done, click 'OK' to save your work.
Remember to save the checklist template as well.
The associations will then also be visible in the 'Work package association' window.
How to associate multiple checklists to a workflow
If you wish to associate multiple checklists with a single workflow, this can be done from the work package/workflow settings. It is only possible to associate checklists to work packages, by following one of the methods listed above.
To get started, go to Settings
Field
Work packages.
Find the work package and the workflow you wish to associate checklists with. Over your mouse over the workflow and click the -icon. Then click 'Edit workflow'.
This will open a new window, where you can select one or more checklists to associate with the workflow.
Click 'OK' to save your work. The work package associations can also be seen in the work package association menu.
Read more
If you want to learn more about setting up checklists, you can read this article: How to set up Checklist.