---
title: How to Create a Checklist
description: "A Prefilled Table lets you build a reusable checklist, such as an inspection checklist or a list of requirements, that appears in an entry already filled in with its rows. Users completing the entry work through each row, mark it off, and add notes. They can't change the checklist requirements themselves.\n\nYou can set a checklist to appear automatically when a specific Item is selected in an entry, or make it available for users to choose on a Project."
---

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# How to Create a Checklist

## A Prefilled Table List lets you build a reusable Checklist, such as an inspection checklist or a material acceptance checklist. Users completing the entry work through each row, mark it off, and add notes. Checklists can even be associated with list values, like Items, and dynamically display when the associated list value, item, is selected.

### **How a Checklist Is Built**

A checklist has two parts:

- **The structure** is the set of columns every row shares. You set it up in the **List Library**.
- **The rows** are the individual requirements or questions. You add them in **Account Settings or Project Settings \> Lists** area.

This article uses a simple three-column checklist structure as an example:

| Column | Purpose |
| --- | --- |
| **Requirement** | The requirement or question being checked. Locked so users can’t edit it. |
| **Checked** | A checkbox the user selects to show the requirement was observed or met. |
| **Notes** | Lets the user add a note about that requirement. |

These are existing fields in the Field Library, but you can use any fields you like. Every row in a checklist uses the same structure. If you need a different kind of answer, such as Yes/No, add that field to the structure instead of **Checked**.

 

### **Step 1: Create the Checklist Structure**

1. Click the **Gear** icon and select **List Library**.
2. Create a new list with the following settings:

| Setting | Value |
| --- | --- |
| **List Name** | The name of your checklist |
| **List Level** | Account |
| **List Type** | Prefilled Table |

1. Drag the fields you want, such as **Requirement**, **Checked**, and **Notes**, into the list from the Field Library, or create new fields.
2. On the **Requirement** field, turn on the **Lock Field in Entry** switch. Users can then complete the other columns in an entry, but they can’t edit the requirements.
3. Click **Publish**.

![](https://support.facsware.com/hs-fs/hubfs/image-png-Oct-13-2026-11-20-34-4528-PM.png?width=670&height=406&name=image-png-Oct-13-2026-11-20-34-4528-PM.png)

 

**NOTE:** This step only sets up the checklist’s columns. You’ll add the requirements in Step 2.

When creating a Checklist, select Account or Project, as the List Level depending on if the values (rows) within the Checklist are universal across the Account or change Project to Project.

 

### **Step 2: Add the Checklist Requirements**

1. Go to **Account Settings \> Lists (or Project Settings \> Lists)**
2. Find and open the checklist you created.
3. Add each requirement as its own row, using either of these methods: 
     - **Import** the requirements from an Excel file (.xlsx or .xls). Open the **three-dot menu** in the upper-right corner of the table to download the import template, fill it in, and then import it from the same menu.
     - **Add** each requirement as a new row by hand.

![](https://support.facsware.com/hs-fs/hubfs/image-png-Oct-13-2026-11-21-09-9151-PM.png?width=670&height=447&name=image-png-Oct-13-2026-11-21-09-9151-PM.png)

 

### **Step 3: Make the Checklist Available on a Project**

A checklist can be tied to specific Items, made available on a Project for users to choose, or both.

#### **Assign the Checklist to an Item (Optional)**

To have the checklist appear automatically when a specific Item is selected in an entry:

1. Go to **Project Settings \> Lists \> Pay Items**.
2. Find and edit the Item.
3. Select the checklist in the **Checklist** field.
4. Click **Save**.

Repeat these steps for each Item that should bring up the checklist.

 

![](https://support.facsware.com/hs-fs/hubfs/image-png-Oct-13-2026-11-23-18-0589-PM.png?width=572&height=450&name=image-png-Oct-13-2026-11-23-18-0589-PM.png)

**NOTE:** FACS automatically adds the **Checklist** field to the Pay Item list, which is what links an Item to its checklist.

 

#### **Assign the Checklist to the Project**

A checklist doesn’t have to be linked to an Item. To let users choose it on a Project, assign it to the Project:

1. Go to the **List Library**.
2. Select the checklist on the Log Page.
3. Click **Assign** and choose the Project.

When a user selects an Item that doesn’t have a linked checklist, they can choose any checklist assigned to the Project.

 

### **Step 4: Add the Checklist to a Document Template**

**Skip this step if you’re using the FACS standard Daily Report**, which is already set up.

For a checklist to appear in an entry, its Document Template needs a **Table - Prefilled** field whose **Source** is the checklist list or to have the checklist appear when a user makes a catalog selection, such as choosing an Item, the source list for that selection must also include a **Checklist** field. The Pay Item list already includes one.

![](https://support.facsware.com/hs-fs/hubfs/image-png-Oct-13-2026-11-25-35-7619-PM.png?width=982&height=986&name=image-png-Oct-13-2026-11-25-35-7619-PM.png)

 

### **Completing a Checklist in an Entry**

In the FACS standard Daily Report, checklists are selected in the **Checklist** field of the Items **Standard Table**.

1. Select an **Item** in the table.
2. If the Item has a linked checklist, it appears automatically in the **Checklist** field. If not, select any checklist assigned to the Project.
3. Work through each row, completing the **Checked** and **Notes** columns. The **Requirement** column is locked.
4. Save or publish the entry.

**NOTE:** If the Checklist field does not display at the bottom of the Item Details flyout within the Daily Report, it is because no prefilled lists are assigned to the project. Assign a prefilled list to the project to force the Checklist field to display.

 

### **Creating More Checklists**

Repeat these steps for each checklist you need - 1 Prefilled List = 1 Checklist. Each one can have its own structure, its own requirements, and its own Item links.

### **Who Can Do What**

| Task | Who |
| --- | --- |
| Create the Prefilled Table (Steps 1 and 2) | Account Administrators |
| Assign a checklist to an Item (Step 3) | Project Administrators and Project Managers |
| Add a checklist field to a Document Template (Step 4) | Account Administrators |
| Complete a checklist in an entry | Any user who has access to the Document Template and can create an entry |

 

 If you have any questions, or need additional assistance, please reach out to our support team at [support@facsware.com](mailto:support@facsware.com) and we will be happy to assist you. 

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