What are checklists and doclists used for?
The checklists feature in Safefood 360° allows you to quickly setup your Internal Audit Programs using predefined checklists from the most popular GFSI standards such as BRC & SQF. You can also create your own checklists which can be reused throughout your system in places like Auditing, Supply Chain Management, Management Review, Traceability and much more. As the BRC, SQF, IFS & FSSC 22000 are updated, Safefood360 updates these ‘system’ checklists for you, giving you complete confidence that your Audit checklists will always be compliant with the latest requirements.
Doclists relate to the Supply Chain Management Module, specifically, material and supplier assessments. A doclist is a list of documents you want to collect from the supplier. Doclists are structured in a different way compared to checklists.
1. Enter Checklist / Doclist Details
1. Name: Give your checklist or doclist a name.
2. Folder: Organize your checklists/doclists into folders so they are easy to find when you need them.
Tip: It is a good idea to develop a consistent naming practice for your checklists/doclists so that you will be able to identify different checklists/doclists from each other even after a long time.
2. Select between Checklist & Doclist
Checklist: Checklist is usually a list of questions. You could use a checklist as part of an internal audit, risk assessment, supplier audit, supplier/material assessment etc.
Doclist: Doclist is a list of documents that you want to source from your supplier. If you embed a doclist into your supplier assessment – as opposed to a normal checklist – what will happen is that the user is prompted to upload documents and select a review date for the documents that expire on a regular basis e.g. BRC cert. This document will be automatically named and stored in that supplier’s own folder under the document control module and in the your own documents module in a folder for the supplier. So essentially the doclist is a tool for sourcing a standard list of documents from each supplier and getting those documents named automatically.
3. Define your Checklist or Doclist
Below are two examples: One for a traditional checklist that would be used in audits, the other is for a doclist that is specifically used to source documents from a supplier.
3.1. Example: Checklist
1. No.: Enter the number of the check (if applicable).
2. Description: Enter the description of the check.
3. Response: The response column is not mandatory. The response feature allows you to customize responses and scores for each question. You can use responses with or without scoring. To add responses simply type your first response followed directly by a comma and then a space. Type your next response and continue the process for all responses e.g. Yes, No, Not Applicable. To include scoring, simply open a bracket after you type the name of your first response, type the number and close the bracket. Follow with your comma and then space and continue the sequence e.g. Yes(5), No(0), Not Applicable. If you would like a response to a question(s) to appear by default in the record (i.e. to save time), include square brackets around the response i.e [Yes(5)], No(0), Not Applicable.
Note: You can create a Rating in Master Data and define your rating ranges and results.
4. Document: Attach a procedure or a document to the check if you need to give the user some instructions for example. This document can be viewed with a single click when the person is filling in the checklist.
5. Heading: You can breakdown your checklist into sections by using the Heading column. Any questions after a heading are assumed to belong to the same section in the checklist until the next heading line appears. Using this feature will allow the audit scores to be automatically calculated for each section of the checklist. It will also help you structure the checklist in a more visually appealing way. In the example above we broke the checklist down into two main sections. Then we broke the second section further into two sub sections.
6. Mandatory: Tick the mandatory box opposite and any line of the checklist which should be mandatory for the user to complete in the record. Mandatory fields in the record will have a red asterisk beside the number column and the user completing the record will not be able to close out the stage unless the mandatory fields are completed. In a checklist (which is appearing in a record) the mandatory field is the response field.
7. Add Line: Add new lines to your checklist as is necessary.
8. Add Checklist: You can load existing checklists (both system provided checklists and your own) to be part of your new checklists and modify them accordingly.
9. Blue Arrows: You can move lines in the checklist up or down by using the blue arrows.
10. Delete Line: You can remove a line by clicking the red X.
11. & 12: The example at points 11 & 12 was created using HTML. If you know HTML, you can use some basic tags to format the checklist items and make them look appropriate. In this case the code <b>exampletext</b> was used to bold the words. Other HTML codes can be inserted as well.
3.2. Example: Doclist
The doclist is used when you want to source a standard list of documents from a supplier. The documents – once they have been uploaded by the supplier – will be automatically stored in your documents module and in the suppliers own folder under the document control module, and they will be automatically named.
The name of the document that is stored in the folder will be: SUPPLIER :: MATERIAL :: DOCLIST ITEM * or SUPPLIER :: DOCLIST ITEM * depending on whether the document was sourced as part of material assessment or a supplier assessment/audit.
1. Description: The description field is the name of the document. Important! Notice that in doclists you can use the colon symbol “:” to separate the document name from the document description / work instructions . This is very beneficial and important to understand. In the above example the supplier would see the entire instruction when they log into the supplier portal. However once they have uploaded the documents they will be named “SUPPLIER :: MATERIAL :: Quality Certificate” as opposed to “SUPPLIER :: MATERIAL :: Quality Certificate: Please upload your latest….” This is a great and effective way of managing your documents and instructions to ensure they are tidy in appearance.
2. Response: When creating a doclist you are not required to use the responses field (In a record the responses do not appear in the doclist).
3. Document: If you want the supplier to download a document – for example a word document or an excel sheet – you can link to a document from the Document Control module. Don’t forget to give your supplier sufficient instructions in the description part as to what they should do. In the above example we’ve instructed them to download the document, to fill it and upload it.
4. Heading: Heading levels are not necessary in a doclist.
5. Mandatory: Tick the mandatory box opposite and document which should be mandatory for the supplier to attach in the record. Mandatory fields in the record will have a red asterisk beside the number column and the user completing the record will not be able to close out the stage unless the mandatory fields are completed. In a doclist (which is appearing in a record) the mandatory field is the Add File field.
6. Add Line: Add as many lines to your doclist as you need.
Important Note: When creating your doclist it’s important to ensure you do not duplicate a doclist item* text on another doclist line as each document you are uploading requires a unique name. An example is highlighted below.
* Doclist Item: this is the doclist “No.” (number) concatenated with the text before the “:” symbol in the doclist description.
Automatic naming of documents that have been sourced using a doclist
Notice that a colon symbol “:” separated the document name and the description.
Tips for formatting checklist items
You can use HTML tags to format your checklist items. For example:
- <b>This text would be bold</b>
- <i>This text would be in italics</i>
- <small>This text would be smaller</small>
- <center>This text would be aligned to the center</center>