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Checklist Field

Manage a list of action items related to a work process or project

Jon Darbyshire avatar
Written by Jon Darbyshire
Updated over a week ago

Start Here: Learn how to Add, modify, duplicate and delete fields in SmartSuite


Plan Availability

All plan types

Permissions

Solution Managers and Administrators: Can create, modify, delete, and manage the Checklist fields.

Related Reading


What Is the Checklist Field?

Checklist fields allow you to create, assign, and set a due date for action items associated with a record such as a project, milestone, sales opportunity, or client interaction.

Why Use It?

  • Never lose sight of those key follow-ups and to-dos again!

  • Track and manage action items effectively.


Key Features

  • @Mention Members: Trigger notifications and bring awareness to checklist items.

  • Assign Members: Create formal tasks for individuals, which appear in their "My Work" queue.

  • Set a Due Date: Track due dates and identify overdue items with ease.

Customizing the Field

Solution Managers can personalize the Checklist field by:

  • Selecting a color for the Checklist field. This color appears:

    • In the progress bar at the top of the field in the record.

    • For each ✅ checkmark when an action item is completed.

    • In field previews in Grid, Card, and Kanban Views.


Field Options

Adding New Checklist Items

  • By default, users can add new checklist items.

  • To restrict this, disable the option when a static and defined process is required.

Modifying Default Checklist Items

  • Solution Managers can enable or disable members' ability to modify or delete default checklist items.

  • A checklist field can be marked as required, ensuring at least one item is added before saving a record.


Notifications

Integrated Notifications

  • Members assigned to checklist items receive:

    • Email notifications

    • In-app notifications

  • Members or teams mentioned using @mentions also receive in-app notifications.

Disabling Notifications

To disable assignment notifications:

  1. Open field settings.

  2. Check "Disable assignment notifications" under the Assignment Settings section.


Default Checklists

Creating Default Items

Default checklist items represent standard process steps.

  • Set default items in the field settings under the "Default" tab.

  • Important: Default values apply only to records created after the default settings are saved.

Modifications

Solution Managers can control whether members can modify or delete these default items.


Checklists in SmartDocs

Checklist items can include rich text formatting using SmartDocs features such as:

  • @Mentions

  • Emojis

  • Code blocks

  • Record links

  • Images, dividers, and attachments

Quick Tip

Press Shift + Enter, then type / to get started with SmartDoc fields inside a checklist.

Checklist Previews in Grid View

Hover over a cell in Grid View to:

  • Expand the checklist with a single click.

  • Track progress and mark items complete directly.


Practical Scenarios and Use Cases

1. Departmental Collaboration

Scenario: The Marketing team needs access to shared workspaces for campaigns and projects.

Solution: Create a "Marketing Team" with relevant members, ensuring they can collaborate seamlessly on tasks, SmartDocs, and comments.

2. Project-Specific Access Control

Scenario: A company launches a new product and wants to restrict access to project-related data to only key team members.

Solution: Set up a private Team for the product launch, assign specific permissions, and control who can view or edit sensitive information.

3. Cross-Functional Teams

Scenario: A cross-functional team of engineers, designers, and product managers needs to collaborate on a new feature.

Solution: Create a "Feature Development Team," ensuring all roles have access to shared tasks and communication channels.

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