Checklist

The Checklist Layout is a list-based layout designed to let users mark items as completed via a checkbox. It offers a simple way to track tasks, steps in a process, or reminders.

The Checklist layout provides a simple, visual way to track task completion. Each record displays with a checkbox that users can toggle to mark items as complete or incomplete.

Requirements

Boolean Field Required: To use the Checklist layout, your data table must have a boolean (Yes/No) field. This field serves as the checkbox that users interact with to mark items as complete or incomplete.

If your table doesn't have a boolean field:

1. Go to your data source

2. Add a new field of type Boolean (Yes/No)

3. Name it something like "Completed", "Done", or "Checked"

4. Return to your view and select this field as the checkbox field for your checklist

How the Checklist Works

When you use Checklist Layout, each record displays with a checkbox. Users can toggle that checkbox to mark the record "done" or "pending." The checkbox field behaves like any other field, respecting permissions: only users allowed to edit that field can check or uncheck items. Changes show immediately in the list, giving real-time task tracking or status updates.

When to Use Checklist Layout

Checklist layout is ideal for:

• Task management: To-do lists, project tasks, action items

• Process tracking: Onboarding steps, setup checklists, feature rollout tasks

• Compliance: Audit checklists, safety checks, review processes

• Simple workflows: Reminders, follow-ups, approval steps

Advantages:

• Makes task lists easy to manage

• Reduces friction for status updates

• Provides visual indicator of progress

• Instant feedback when items are completed

Setting up a Checklist

Step 1: Create the View

1. Create or edit a view for your data table

2. Select Checklist as the display layout option

Step 2: Configure the Checkbox Field

1. Select which boolean field to use as the checkbox

2. This field will control the checked/unchecked state of each item

3. Common field names: "Completed", "Done", "Checked", "Is Complete"

If you don't see any boolean fields available, you'll need to add one to your data table first. See the Requirements section above.

Step 3: Set Field Permissions

Ensure the checkbox field has the correct permissions so the intended users can update it:

1. Go to Permissions settings

2. Find your checkbox field

3. Grant Edit permission to the roles/users who should be able to check/uncheck items

Step 4: Choose Visible Fields

In the Fields section, toggle on/off which fields show in the checklist view:

• Show relevant fields like: due date, assignee, priority, description

• Hide fields that don't add value to avoid clutter

• Only show fields that help users complete tasks

Step 5: Configure Filters (Optional)

Use Filter Fields to let users filter the checklist on the fly:

• Assigned person

• Priority level

• Category or project

• Due date

Tip: Add a filter for "Completed = false" to hide finished items by default.

Customization Options

Action Buttons

Add buttons to enhance your checklist functionality:

• Navigation Buttons: Link to other pages or start forms (at the view level)

• Record Buttons: Trigger actions on individual checklist items (e.g., "Mark as Priority", "Assign to Me")

• Bulk Actions: Allow users to update multiple items at once (e.g., "Complete Selected", "Delete All")

Learn more about bulk actions.

Header and Display

Customize the checklist appearance:

• Title & Subtitle: Add context about what the checklist is for

• Cover Image: Include a visual header (optional)

• Record Count: Show how many items are in the checklist without opening it

Visibility Rules

Control who can see the checklist view based on:

• User role

• Record data

• Custom conditions

Sort & Limit

• Sort: Order items by priority, due date, created date, etc.

• Limit: Cap the number of items shown to keep the list manageable

Common Use Cases

Personal Task List

• Checkbox field: "Completed"

• Visible fields: Task name, Due date

• Sort by: Due date (ascending)

• Filter: Show incomplete tasks only

Team Onboarding Checklist

• Checkbox field: "Done"

• Visible fields: Step name, Assigned to, Due date, Notes

• Sort by: Created date (to follow sequence)

• Filters: By assignee, by department

Quality Assurance Checklist

• Checkbox field: "Verified"

• Visible fields: Test case, Result, Tester, Date tested

• Record buttons: "Report Issue", "Mark as Passed"

• Permissions: Only QA team can check items

Project Milestone Tracker

• Checkbox field: "Achieved"

• Visible fields: Milestone, Target date, Owner, Status

• Sort by: Target date

• Filters: By project, by owner

Troubleshooting

Problem: Can't create a checklist view

Solution: Your table needs a boolean (Yes/No) field. Add one to your data source first, then return to create the checklist view.

Problem: Checkboxes are not editable

Solution: Check if the checkbox field has correct edit permissions for that user. If it's read-only or the user lacks rights, they can't toggle it.

Problem: Completed items still show when expected to be filtered out

Solution: Add a filter to exclude checked items. Set filter to "Checkbox field equals false" or use the "Is not" operator to hide completed items.

Problem: Too many records make the checklist long and hard to use

Solution:

• Use the Limit setting to cap the number of items shown

• Combine with Sort so highest priority or most recent items appear first

• Add filters to show only relevant items (e.g., assigned to logged-in user)

Problem: The view is cluttered with many fields

Solution: In Fields or Display settings, toggle off unnecessary fields. Keep only fields that help the user assess or act on each checklist item.

Problem: Users are checking items they shouldn't

Solution: Review field-level permissions. Restrict edit access on the checkbox field to only the appropriate roles or users.

Tips for Better Checklists

1. Keep it focused: Limit visible fields to only what's essential for task completion

2. Use clear names: Name your boolean field clearly (e.g., "Completed", "Done", "Verified")

3. Sort strategically: Order by priority, due date, or sequence to help users know what to tackle first

4. Filter by default: Consider filtering to show only incomplete items so completed tasks don't clutter the view

5. Add context: Use record buttons or field visibility to provide additional information when needed

6. Enable bulk actions: Allow users to complete multiple items at once for efficiency

7. Show progress: Enable record count to display "5 of 20 completed" style progress indicators