Is it possible to create a checklist custom record...
# generall
Luis
06/19/2024, 1:36 PMIs it possible to create a checklist custom record? I am planning to create a checklist of our internal control quarterly reviews. Each point in the checklist will have a Task record where a person is assigned to do the initial testing and another person to do the final signoff.
Luis
06/19/2024, 1:48 PM@KevinJ of Kansas Hi, I saw your post here on Slack back in 2020 asking a similar question. I'm just wondering if you were able to successfully create a "custom record checklist". Thanks.
m
MGBC
06/19/2024, 1:55 PMThe only think I can think of is to make the tasks a child record of a main custom record, then you would have a sublist of tasks that you could see related to the main custom record
l
Luis
06/19/2024, 1:58 PMThat makes perfect sense. Our checklist contains the "same" tasks every month. Is it possible to automatically create the custom record every month with the automatically created Task records as well? Hopefully without scripting.
m
MGBC
06/19/2024, 3:45 PMYes this could be doable with probably 2 scheduled workflows
MGBC
06/19/2024, 3:48 PMFirst you would need to make a custom record that would be the parent of the task records. Add all the fields you want for this "Parent" record but be sure to have a date field and probably a "Status" field.
MGBC
06/19/2024, 3:48 PMThen add a custom field to the task record that is a list/record field and select your custom parent record as the list...and mark "Record is Parent"
MGBC
06/19/2024, 3:48 PMThen I would probably setup a "template" of sorts
MGBC
06/19/2024, 3:49 PMSo make 1 instance of the customer parent record and set the status to "TEMPLATE" or something
MGBC
06/19/2024, 3:49 PMThen make all your tasks associated with this "TEMPLATE" but assign them to you as the Admin (or make a new user called "Template" or just someway to distinguish this task as one that doesn't need to get completed because it is part of the template)
MGBC
06/19/2024, 3:50 PMThen make a saved search on your custom record where Status = TEMPLATE and use this saved search as the basis of a scheduled workflow
MGBC
06/19/2024, 3:51 PMUse the Create Record action to make a new instance of this record and set all the fields accordingly. (make sure to set the Status to "NEW" or "TASKS GENERATING" or something that is unique to know it's NOT a template, but DOES need tasks created)
MGBC
06/19/2024, 3:51 PMThen make a second saved search of all Task records assigned to "Template" (or however you distinguished the template tasks) and use it as the basis of a second scheduled workflow.
MGBC
06/19/2024, 3:52 PMUse the create record action again to create a new task record for each existing "Template" task, but set the fields correctly for Assigned To, Start Date, etc. Also be sure to set the Custom Parent Record field on these to be the new Custom Record you just created in the first workflow above
MGBC
06/19/2024, 3:56 PMThis last step will get tricky to make sure you are assigning the new tasks to the correct Parent Custom Record, but there are ways to do it.
Question though: Will the entire checklist ALWAYS be completed before the NEW checklist needs to be created at the start of the new month?
If so you can use a sourced custom field on the task record that is filtered to the parent custom record where status = TASKS GENERATING
Otherwise you can use a filter of custrecord_parent_date = this month
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