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Manifestly Checklists 101

The quick start startup guide for setting up Manifestly. You can also schedule a personalized demo for your organization.

The difference between Workflows and Checklist Runs

Workflows

Standard recurring processes (SOPs) such as New Employee On-boarding, New Rental Listing, Weekly IT Tasks, etc. Workflows say how the work should be done.

Checklists

Instances of a workflow. Checklists are where you do the work of completing tasks and are a fresh start of the workflow each time.


Step 1: Creating Workflows

Some tips to help you create easy to use and maintain workflows that can scale as your process changes and grows.

Use Sections

Good workflows utilize sections to organize steps. This is especially important for longer workflows.

Keep step titles Short

Long step title? Put those details in the content for the step where can include links, images and videos.

Expected Duration and Due Dates

You can set an expected duration for a workflow. When the workflow is used, the system will auto-calculate the due date and then send late notifications if the checklist is not completed in time.

You can also set expected durations for individual steps. Again, the actual due dates will be calculated each time the workflow is used. (How to set due dates on steps.)

Assignments

If you set an assignment in the workflow, that person will be assigned each time the workflow is used and they’ll be notified of their new assignments.

You can use Role Based assignments to give your team more flexibility when there are multiple people who perform the same tasks, depended on the specific checklist.

Data Collection

You can collect data within a workflow step. You can have people enter data, choose from a list, upload an image, and upload a file. You can make this data collection required or optional.

Our full list of help center videos on creating and editing workflows.


Step 2: Using Workflows (checklists runs)

Naming the Checklist Run

The first option is the name of the checklist run. This helps your team refer to each checklist run specifically. For example, an employee onboarding checklist would use the name of the employee for the name of the run. For checklists that are related to the date, leave the name blank and the system will use the date it was started. Details here.

Invite People

You can invite other people to join you on the checklist. People you add to the checklist will receive an email with a link to the checklist run.

You can work on checklists right within a Slack channel. See this article for details.


Step 3: Manage Your Team

Roles

There are 3 different permissions you can assign to people in your account.

Admins:
Have the ability to add and delete users and create, edit and delete workflows. They have access to all features for your account, with exceptions related to departments below.

Users:
Can view all workflows and use them for new checklist runs. They can’t edit workflows nor add or delete users.

Limited:
They can work on checklists they’ve been assigned, but can’t create new checklist runs like Users can. Limited users cannot see anything other than the checklists that they have been invited to. A detailed review of limited user role is here.

Limited users do not count against your subscription.

Departments


Step 4: Scheduling Recurring Checklists

If you have checklists that happen every day, week, or month you can set a schedule to launch and assign a workflow based on this schedule.


Step 5: Keeping Track of Tasks

Dashboard Items

You can fully customize your dashboard in Manifestly. Dashboard items to track tasks.

Checklist Runs Page

The checklist runs page can be used to view all your in-progress checklist runs as well as those that have been completed. You can filter the list based on workflow, status, participants, and even tags. This is where you would go to delete or archive a checklist run or export data.

Assignments Page

Similar to the checklists page, the assignments page shows you the next level of detail where you can see individual tasks that are assigned to each person.

Notifications

Each user in the system can adjust their notifications for email, web push, and Slack. These notifications are sent for new checklist assignments, late checklists, late checklists steps, and when you are mentioned in a comment.

Weekly Email

Our system sends a weekly email containing high-level information of the status and completion of checklists in your account. This can be turned off if you wish.

Reporting

High level reporting on the reports tab. Overview here:


Step 6: Integrations

Manifestly integrates well with all the major integration platforms such as Workato, Tray.io, Zapier, Power Automate, and more.

With Zapier

Manifestly has an app within Zapier to help non developers create complex integrations between Manifestly and 1000s of other services.

There are several recipes we’ve created to help you start integrating Manifestly with other online systems on our Zapier-Manifestly Checklists integration page.

We have several videos on integrating with Zapier in our Zapier Video showcase.

API

We also have a full and open API that is included in all subscriptions.

Web Hooks

Manifestly web hooks are an easy way to use an integration platform such as Workato, Automate.io, and even Zapier to integrate Manifestly with other software systems.

Read more on using web hooks to integrate Manifestly with other systems.

Updated on January 10, 2022

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