User RolesAdminStaff contributorExternal Contributor✗Pulse user

Checklists are essential tools that verify the completion of all necessary tasks within client files. This article provides an overview of how checklists are created, assigned, and utilised to maintain consistency and thoroughness across workflows.

Table of contents

Key information

  • Checklists are created at the firm level and managed by admin users.
  • Completing checks contributes to the overall workflow completion percentage.
  • Several checklists can be applied to a specific period within a file.

How to create a checklist?

Only admin users can create checklists. To create a checklist, follow these steps:

  1. Go to the 'Templates' section on the firm level.
  2. Scroll down to 'Checklists' section and click "Add Checklist".
  3. On the new screen, fill in the details:
    • Name: Choose a unique name for the checklist. If it’s already in use, a pop-up message will appear.
    • Manually added: If enabled, users can manually add the checklist to a workflow.

How to assign checks within a checklist?

Admin users can assign checks in three ways:

  1. General checks: These appear in the communication panel in the client file and are not tied to any specific account or reconciliation.
  2. Reconciliation-specific checks: Assign checks to particular reconciliations to ensure users verify specific financial data.
  3. Account or account range checks: Assign checks to specific accounts or a range of accounts.


When an admin user adds new checks to an existing checklist, these checks do not automatically appear in the file-level checklist.

How to add a checklist to a workflow?

Checklists must be assigned to a workflow to be actionable. There are two methods to do this:

Method 1: As an admin user, add checklist to a workflow on a firm level

  1. Go to "Templates".
  2. Open the desired workflow and scroll down to the bottom of the page and click "Add checklist". 
  3. Select the checklist(s) you want to apply to a workflow.
  4. Enable Auto-Add to automatically include the checklist in future periods.
A checklist can be added only to a workflow that is not synchronised with a marketplace.


Method 2: Add checklist to a workflow on a file level 

If auto-add in a workflow on a firm level is off, manually add the checklist to the workflow in the the desired period.

  1. Navigate to the workflow within the specific period.
  2. Click Actions > Add Checklist.
  3. Manually added checklists must be re-added in subsequent periods.
On the file level, checklist can be added by admin users, internal users and external contributors.

How to access a checklist on a file level? 

  • You can find a list of all the checklists added to a workflow in the workflow working screen.
  • Checks assigned to a specific account (or range of accounts) or reconciliation are visible in the workflow working screen and are indicated by the blue square.
  • General checks are not visible in the workflow working screen. You need to access the individual checklists in the navigation bar to see all checks applicable to the workflow.

Who can sign off the checks in checklist?

  • Checklist added manually: A user who adds a checklist is by default responsible.
  • Checklist auto-added: No default assignee; checklist is assigned to Anybody. 

Managing a checklist 

  • Anyone who has access to a file can assign users who should complete checks.
  • If you add several people to the same checklist, a check is only complete once everyone has marked this check as completed.
  • When the value in an account with a check is changed (e.g. due to a correction booking), and the check has been completed, it will return to ‘not approved’ status.
  • if you delete a person, any audit trail that they have signed any checks off will also be deleted.
  • In the audit log, there is no information about who and when a person was added or deleted from a checklist.
  • Checklist functionalities are not accessible to Pulse users.
  • A checklist cannot be exported as a PDF or Excel

How to delete a checklist? 

  • Firm level: admins can delete checklist if not utilised. If in use, checklist needs to be firstly removed on the file level.
  •  File level: checklist can be removed by any internal user and external contributor having access to a file. 

Communication in checklist

  • A user assigned to a checklist can add comments and attachments.
  •  When a comment is added to a checklist item, a small green bulb will appear in the communication panel next to the specific item where the comment was made.
  • There is no notification sent to the user's inbox when a reply is added to a check. 
  • While it's not possible to delete a comment or attachment within a checklist, comments can be changed or deleted in the communication panel.