What's the difference between a reusable process templates and single-use processes or checklists

Whether you are creating a reusable process template, or a one-time use checklist, the steps and concepts are generally the same. Learn more about about the differences here.

How to create a single-use process or checklist

To create a new checklist:

  1. Open the Main Menu 
  2. Click "+ New".  
  3. Choose a starting point. Use...
    - Blank checklist for a one-time process that you do not plan on reusing.
    - Single task if you just want to create and assign a single task (then add more tasks to it if needed later).

Next, outline the tasks or process steps.

Now outline the tasks, just as you would do if you were writing up a list of tasks for your team. Outline tasks using • ("bulleted") or numbered lists. Use numbered lists if tasks need to be performed in sequence (first task 1, then task 2, etc.). If the order does not matter, then use bulleted lists

Example 1: Team Task List

In the example below, @Ann has two tasks and @Bruno has three. The tasks are outlined with round bullets, so they can be completed in any order.  

To create a task list like the one shown above, outline the tasks as you would in an email message. You can:

  • Type @ to assign a task to a member of your team.
  • Press ENTER to create a new task.
  • Press ENTER and then INDENT to create a new subtask (like "Do this" above).
  • For each task, describe the work that needs to be done (e.g. "Help with that").
  • To create a new top-level task, press ENTER and then OUTDENT. (e.g. @Bruno Mack, above)
  • Use SHIFT-ENTER to add a new line of text to the same task.

Example 2: Workflows, Processes, and Approvals

In the example below, Ann is responsible for completing the first phase of a workflow. In the second phase, Bruno and Janice need to complete their tasks.

The tasks under phase 2 will become active only after phase 1 is completed. As soon as phase 1 is finished, Bruno and Janice are notified that their tasks are ready to do.

To create step-by-step processes like the one shown above, use a numbered list instead of a • bulleted list.

  • To change a • bulleted list to a numbered list, click on a task and press the Numbered List button.
  • To change a numbered list to a • bulleted list, click the Bulleted List button.

Notice that the approvals in phase 2 of the example use • rounded bullets. This means that they can be performed in any order. If you need the approvals to occur in sequence – @Bruno first, then @Janice – you should change the list under "Approvals" into a numbered list.

Key Point:

  • Numbered bullets: the tasks in the list should be performed in sequence.
  • Rounded bullets: the tasks in the list can be performed in any order

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