📘 Screen: Completed Checklists
This is where the inspections that have already been answered are kept: the checklist the tractor driver filled out on the phone before heading out, the check read through the QR code stuck on the machine, the round of the shed. It is the screen where the manager reviews what was answered, sees the photo the operator attached and decides what to do about the problem reported.
📍 Location in the system
Menu: Operations > Completed Checklists
The same screen also appears under Fleet > Completed Checklists.
🧩 Main function
Look up, review and finalize the checklists answered from a Checklist Template — and, when the template calls for it, accept or reject the service request that comes out of the inspection.
🖥 The list
| Filter | Description |
|---|---|
| Start Date (from) and End Date (to) | Period shown. The screen opens with 7 days before and 7 days after today — that is why a checklist from last month only shows up after you widen the period. |
| Status | All, Pending, Finalized or Work Order Generated. |
The grid shows Code, Date, the template used, the Identifier (the answer that identifies the checklist — usually the machine or the license plate), the linked Work Order and the Service Req. column, which shows the status of the request as a colored tag. Each column has a search box below its title.
The New and Reload buttons are at the top, next to the Reports ▼ menu — the list of reports varies according to what is enabled for your user. The New button lets you enter a checklist through the portal itself, which is useful when the inspection was done on paper and needs to be typed in later.
📝 Record fields
| Field | Description |
|---|---|
| Code and Date | Number and day it was filled out. |
| Identifier | Text that identifies the inspection in the list. |
| Checklist Template | Which form was answered. Setting the template is what brings the questions into the details tab. |
| Equipment | The machine inspected, when the checklist is a fleet checklist. |
| Work Order | The order generated from this checklist, if any. |
| Notes | Free note from whoever reviewed it. |
🗂 Details/Topics tab — the answers
Lists question by question what was answered: Order, the template question, Title, Subtitle and the Answer. When the question was of the Image type, the Image button downloads the photo attached by the operator — it is the record that settles arguments about the condition the machine left or came back in.
You can also correct an answer here, while the checklist is still pending.
✔️ Finalizing the checklist
The Finalize button closes the review and asks for the outcome:
- Finalized — the inspection was reviewed and did not generate any service
- Work Order Generated — the inspection led to an order
Once finalized, the save buttons are locked. To correct something, click Finalize again: the checklist goes back to Pending and accepts changes.
🔧 Service request: accept or reject
When the template is set to generate a work order, the completed checklist arrives as a request — the operator reported the problem, but whoever schedules the maintenance decides.
The Accept/Reject button opens the window where you choose between the two options. When accepting, you enter the Planned Date (the system suggests the next day) and a note; the request moves to Scheduled. The record's Work Order block keeps, for reference only, the status, the date and the user who decided, the planned date, the completion date and the note from whoever approved it.
- History of every inspection by machine, with date and person responsible
- Field photos stored alongside the answer
- A problem reported by the operator becomes a work order with a scheduled date
- Clear separation between what has been reviewed and what is still pending
❓ Frequently asked questions
Where do I see the checklist the operator filled out this morning?
On the Completed Checklists screen. It opens showing the last 7 days and the next 7, so the day's checklist already shows up in the list. Click the row to see, in the Details/Topics tab, each question with the answer given.
How do I see the photo the operator attached to the inspection?
Open the checklist, go to the Details/Topics tab and select the Image-type question. The Image button downloads the file sent from the operator's phone.
What does the "Work Order Generated" status mean on the checklist?
It means that inspection was closed by generating an order — usually because the operator reported a problem that needs fixing. The other statuses are Pending, for what has not been reviewed yet, and Finalized, for what was reviewed without generating any service.
The operator reported a defect on the machine. How does that become a work order?
If the checklist template is set to generate a work order, the completed checklist arrives as a request. Open the checklist and use the Accept/Reject button: when accepting, enter the planned date and the request moves to Scheduled. If you reject it, the record keeps the justification for later reference.
I finalized the wrong checklist. Can I reopen it?
Yes. Select the checklist and click Finalize again: the system asks whether you want to reopen the document and the status goes back to Pending, unlocking changes.
The inspection was done on paper. Can I enter it in the system later?
Yes. Click New, choose the matching checklist template and answer the questions in the Details/Topics tab. The record ends up the same as one filled out on the phone.