Checklists

The Checklists feature allows you to streamline task management by breaking down complex tasks into detailed sub-tasks, automating key actions, and ensuring workflows dynamically adapt to different scenarios. With features like automated task status updates and built-in communication tools, checklists provide a more efficient way to manage tasks from start to finish.

This guide will explain how to use checklists to enhance workflow management, improve accuracy, and save time by automating repetitive tasks and communications.

1. Creating a Checklist

2. Adding subtasks

2.1. What are subtasks?

2.2. Common elements of subtasks

2.3. Creating a Default Checklist Item

2.4. Creating a Send Message Subtask

2.5. Creating a Record Outcome Subtask

2.6. Creating a Trigger Action Subtask

2.7. Creating an Approval Request Subtask

3. Checklists in your tasks

Create a Checklist

You can create a checklist for any standard task type or for any custom tasks you’ve added.

To create a Checklist:

1. Navigate to Settings and select Tasks.

2. Choose the task from the left-hand menu to which you want to add a checklist.

3. Click Create Checklist 
4. Enter the Checklist name and Description

   • Note: If you are creating an Inspection checklist, you will also need to select the Inspection Type

5. Click Create Checklist

Once the checklist is created, if you’d like it to automatically apply to new tasks of that type, simply select the pencil icon within the checklist, and click the checkbox for the option for Add to tasks by default.

Adding Subtasks 

What are subtasks?

Subtasks are the individual checklist items within a checklist. These can be completed manually by the user or set to automatically trigger specific actions.

In Rex PM, there are five types of subtasks available:

1. Default checklist item: A basic subtask that appears as a simple line item in the checklist with no additional actions attached.
2. Send message: Allows users to send an email, SMS, or create a letter. This can either be triggered after completing a subtask or automatically based on preset parameters.
3. Record outcome: This subtask allows you to create a new workflow path based on a particular outcome or decision made during the checklist process.
4. Trigger action: Enables actions within the system directly from the checklist, such as closing a task, setting a task status, creating a note, uploading a document, or adding a linked task.
5. Approval request: Adds a step that requires approval from a specific individual or portfolio role before the task can proceed.

The following will provide more details on how to configure each subtask and guide you through their common elements

Common elements of subtasks

Before creating your checklist, it’s important to understand the common elements shared by each subtask. 

Understanding these elements will ensure that your checklist is structured in a logical, efficient way, helping your team manage tasks with clarity and accuracy.

• Subtask Name: This is the label that will appear on the checklist to describe the action (e.g., “Contact the landlord”).
• Subtask Due Date: The due date for completing the subtask can be set in two ways:
  • Related Date: This is linked to a date field from the task it’s attached to (e.g., task creation date, inspection time).
  • Before/After the Related Date: This allows you to set a deadline relative to the related date (e.g., 7 days before the task creation date or 2 weeks before the inspection time).
• Assigned To: This allows you to assign the subtask to a specific contact or a portfolio role within the team.
• Require this subtask to be completed before subsequent subtasks can be completed: This option enables you to set certain subtasks as mandatory before any subsequent subtasks can be completed. It ensures that tasks are completed in a proper sequence, preventing progression until the required subtask is finished.

Creating a Default Checklist Item

A Default Checklist Item is a basic subtask that functions as a simple line item in your checklist without any associated actions or automation. It serves as a straightforward task that can be manually completed without triggering additional workflows.

To add a Default Checklist Item to your checklist, follow these steps:

1. If this is your first subtask, click Edit Checklist in the checklist where you want to add the item. If you’ve already started, click the pencil icon or the Add Subtask button.
2. Select the Default Checklist Item option at the top.
3. Enter a Subtask Name
4. [Optional] Add a Subtask Due Date if necessary.
5. [Optional] Assign the subtask to a contact or portfolio role using the Assigned To field.
6. [Optional] If you want to ensure this subtask is completed before moving to subsequent subtasks, check the Require this subtask to be completed before subsequent subtasks option.

Creating a Send Message Subtask

The Send Message subtask allows you to automate communication by sending an email, SMS, or generating a letter when certain conditions are met within your checklist. This message can be triggered either after a subtask is completed or automatically on a specified due date.

Before adding a Send Message subtask, it’s important to first set up your Message Templates that will be used in the subtask. You can find the instructions on how to do this in the Message Templates - SMS & Email help article.

Here’s how to add a Send Message subtask to your checklist:

1. If this is your first subtask, click Edit Checklist in the checklist where you want to add the item. If you’ve already started, click the pencil icon or the Add Subtask button.

2. Select the Send Message option from the top.

3. Enter a Subtask Name

4. [Optional] Add a Subtask Due Date if necessary.

5. [Optional] Assign the subtask to a contact or portfolio role using the Assigned To field.

6. Under the Send Message section, choose when to trigger the message:

   • On Subtask Completion: Sends or creates the message once the subtask is checked off.

   • On Subtask Due Date: Sends or creates the message automatically based on the subtask’s due date.

7. Choose the Message Type (Email, SMS, or Letter).

8. Select the Message Template to use for this subtask.

9. [Optional] If you want to ensure this subtask is completed before moving to subsequent subtasks, check the Require this subtask to be completed before subsequent subtasks option.

Creating a 'Record Outcome' Subtask

The Record Outcome subtask allows you to create different workflow paths based on specific outcomes or decisions made during the checklist process. This feature adds flexibility and complexity to your workflow by enabling branching based on user inputs.

For example, if you need to ask, “Does the landlord want to proceed with the maintenance request?” (Yes/No), you can set up different checklist paths depending on the response or outcome.

To add a Record Outcome subtask to your checklist:

1. If this is your first subtask, click Edit Checklist in the checklist where you want to add the item. If you’ve already started, click the pencil icon or the Add Subtask button.

2. Select the Record Outcome option from the top.

3. Enter a Subtask Name

4. [Optional] Add a Subtask Due Date if necessary.

5. [Optional] Assign the subtask to a contact or portfolio role using the Assigned To field.

6. Under the Outcomes section, define the outcomes or inputs you want for the subtask.

7. [Optional] If you want to ensure this subtask is completed before moving to subsequent subtasks, check the Require this subtask to be completed before subsequent subtasks option.

Creating a 'Trigger Action' Subtask

The Trigger Action subtask allows you to automate specific actions within the system directly from your checklist. This feature streamlines your workflow by letting users perform key actions without leaving the checklist interface.

There are six available actions that can be implemented into your checklist:

1. Close task: Automatically closes the main task and sets its status to “Closed.”
2. Set task status: Adjusts the status of the overarching task. The available status options will vary depending on the task type for which the checklist is being created.
3. Upload document: Allows users to upload a document directly from the checklist. By default, the document is uploaded to the task, but users can adjust this in the document upload dialogue.
4. Create note: Enables users to create a note directly from the checklist. By default, the note is attached to the task, but users can modify this in the note-creation dialogue.
5. Add a linked task: Allows users to create a linked task directly from the checklist, streamlining task creation and linking related activities.
6. Upload compliance document (Move-In Checklists only): Allows users to upload compliance-related documents directly from the Move-In Checklist (e.g., smoke alarm certificates, gas/electrical safety, ID check). Uploaded files are automatically filed to the correct record — property, tenancy or ownership —based on the type of compliance selected.

To add a Trigger Action subtask to your checklist:

1. If this is your first subtask, click Edit Checklist in the checklist where you want to add the item. If you’ve already started, click the pencil icon or the Add Subtask button.

2. Select the Trigger Action option from the top.

3. Enter a Subtask Name

4. [Optional] Add a Subtask Due Date if necessary.

5. [Optional] Assign the subtask to a contact or portfolio role using the Assigned To field.

6. Under the Trigger Details section, choose when to trigger the action:

   • On Subtask Completion: The action will occur once the subtask is checked off.

   • On Subtask Due Date: The action will be triggered based on the subtask’s due date.

7. Choose the desired Action (Close Task, Set Task Status, Upload Document, Create Note, or Add Linked Task).

8. [Optional] If you want to ensure this subtask is completed before moving to subsequent subtasks, check the Require this subtask to be completed before subsequent subtasks option.

Creating a 'Approval Request' Subtask

Adds a step that requires approval from a specific individual or portfolio role before the task can proceed.

To add an Approval Request subtask to your checklist:

1. If this is your first subtask, click Edit Checklist in the checklist where you want to add the item. If you’ve already started, click the pencil icon or the Add Subtask button.

2. Select the Approval Request option from the top.

3. Enter a Subtask Name

4. [Optional] Add a Subtask Due Date if necessary.

5. Assign the subtask to a contact or portfolio role who will be actioning this subtask using the Assigned To field.

6. [Optional] If you want to ensure this subtask is completed before moving to subsequent subtasks, check the Require this subtask to be completed before subsequent subtasks option.

Checklists in your Tasks

Once your checklist is set up, you can either select it manually when creating a task or if you’ve configured it to apply automatically, it will appear by default.

When you open your checklist, you’ll see a progress overview displayed in the top right corner for a quick status update.

To access the checklist, you can either click on the module in the top right corner or select Checklist from the left-hand menu.

As you work through the checklist, you can view any actions associated with a subtask directly below its name. To complete a subtask, simply check it off from this menu. If the subtask is automated, no further action is needed—Rex PM will handle it automatically, allowing you to focus on other tasks while the system takes care of the rest.​

Video Walkthrough of Smart Checklists

Here’s a short step-by-step guide to help you set up and configure your checklists in Rex PM, as well as a preview of how they will appear once set up.

In this walkthrough, we’ll cover the basics of configuring your checklists, including how to add subtasks, automate actions, and customise workflow paths. You’ll also get a glimpse of what a fully configured checklist looks like in action, providing you with a clearer understanding of how these checklists will streamline your task management.