Add a New Checklist

Have the checklists.settings
permission.

Checklists are an optional feature in Workday VNDLY. They enable you to configure checklists for Workday VNDLY to apply based on numerous criteria including:

Country

Subdivision

Region

Location

Job Category

Job Template

Organization Unit

Module

Hire Type

Checklists automatically apply to jobs created after the checklist creation date based on the rules that you select. If you edit an existing checklist, it doesn't impact existing checklist actions.

From the header, select

Company Settings

Under

Jobs & Work Orders

, click

Checklists

Click

Create New Checklist

. As you fill out the New Checklist form, consider:

Option	Description
(Optional) Add Criteria	This option is only available for Per Worker and Per Contractor selections for Must Complete type. It instructs Workday VNDLY to predict which checklist items to apply to the job or SOW role based on the selected criteria. Adding criteria rules enables you to create different checklists for various geographic areas, job categories, job templates, organization unit, module, and hire types. If you don't select any criteria, Workday VNDLY applies this checklist to every job you create. Criteria are grouped into criteria families and you can only select 1 criteria from each criteria family. After selecting a criteria, select one or more of the appropriate options. When selecting a job category, organization unit or region criteria, Workday VNDLY applies the checklist to both the parent as well as the children categories. Example: You can create a checklist using criteria of Region for Alabama and Arkansas and Hire Type of Contractor and Job Category of Engineering. The checklist will only display for candidates applying to Engineering contractor jobs in those 2 states. Be aware that the checklist will also display for matching jobs that are in sub-org units within the Engineering parent job category.
Timing	Determines when this checklist action is due. Pre-Onboarding - blocks the onboarding workflow if you don't complete or waive the checklist. Post-Onboarding - requires you to specify the number of days for when the checklist is due after onboarding the contractor.
Action Required From	Determines the roles responsible for satisfying the action in Workday VNDLY. These roles will have open, related checklist actions. You can select more than 1 role. Roles include: Vendor : For Per Work Order and Per Contractor checklists, VNDLY sends a notification to the vendor users associated with the work order or contractor. Vendor users will be able to take action on the checklist, as long as Vendor is selected in the Action Required From field and the users have the checklist.admin or the checklist.update permission. For Per Vendor checklists, VNDLY sends a notification to vendor users if they have been added to VNDLY. Note that you can’t manually apply a checklist action to a vendor for Per Vendor checklists. Vendor users can take action on the checklist if they have the checklist.admin , the checklist.update , or the vendor_company.activate permission. Users with Program Team role tag in the Organization Unit : For Per Work Order and Per Contractor checklists, VNDLY sends a notification to users who have the Program Team role tag on the security role attached to their organization unit. If these users have the checklist.admin or the checklist.update permission, they’ll be able to take action on the checklist. For Per Vendor checklists, these users need the checklist.admin , the checklist.update , or the vendor_company.activate permission to take action. Resource Manager : This option is only available for Per Work Order and Per Contractor checklists. For Per Work Order checklists, VNDLY sends a notification to the resource manager associated with the work order. For Per Contractor checklists, VNDLY sends a notification to the resource manager associated with any of the work orders the contractor is assigned to, including inactive work orders. Resource managers will be able to take action on the checklist, as long as Resource Manager is selected in the Action Required From field, they’re listed as the resource manager on the particular work order, and they have the checklist.admin or the checklist.update permission. Admin : For all checklist types, VNDLY sends a notification to all client admin roles. For Per Worker and Per Contractor checklists, these admin users will be able to take action if they have the checklist.admin or the checklist.update permission. For Per Vendor checklists, any client admin users with the checklist.admin or the checklist.update permission will be able to take action. Contractor : This option is only available for Per Work Order and Per Contractor checklists with the Timing field set to Post-Onboarding . VNDLY sends a notification to the contractor. Contractors will be able to take action on the checklist, as long as Contractor is selected in the Action Required From field and they have the checklist.admin or the checklist.update permission. You also must enable the Allow contractors to manage checklist actions setting in your tenant ( More Company Settings Jobs & Work Orders Checklists Configuration ). This ensures that contractors can access the Manage Checklist Actions page and view the Checklist tab on work order. Program Team Users : For Per Work Order and Per Contractor checklists, VNDLY sends a notification to users listed in the Program Team Users field on the job or work order. These users can take action on the checklist if they have the checklist.admin or the checklist.update permission. For Per Vendor checklists, VNDLY sends a notification to the users specified on the job. These users can take action on the checklist if they have the checklist.admin , the checklist.update , or the vendor_company.activate permission.
Hide From	Workday VNDLY will hide the checklist actions from the selected side of the application. You can select both check boxes, if required. Program team members, Administrators, and MSP users are able to see all checklist actions and aren't blocked by the Client selection.
(Optional) Custom Field Setup	Enables you to add custom fields to per-work order, per-contractor, and per-vendor checklists. Once added, the custom fields display on checklist actions for users who are prompted to complete them. See Add Custom Fields to Checklist Actions.
Expiration	Determines how long a checklist action is valid before you must update it. Select the appropriate option for the checklist action: Never: Item will never expire. Specific date of the year: Item will expire on a specific date every year. The renewal date for the related actions is based on the next occurrence of this date after the last completed date of action. User-entered Expiration Date on Action: Item will force the Action owner to enter an expiration date. The expiration date isn’t calculated and relies on the user-entered value.
(Optional) Notify When Nearing Expiration	Select this setting to configure single or multiple notifications that remind users when a checklist item is nearing expiration. You can configure reminder notifications by the number of days before expiration and the roles to notify. See Set Up Multiple Checklist Expiration Notifications.
(Optional) Additional Details	Add helpful information to display to users. This text can help users select the correct checklist. It displays on each checklist action in the checklist actions list pages and each job checklist requirements tab.

When dealing with different regional requirements, you can create different checklists for specific work locations and job categories.

This example demonstrates how to create a compliance checklist required for each contractor for engineering jobs in California and Oregon. Selecting the

Per Contractor

option requires contractors in these work areas to only complete this checklist once.

Field	Value
Checklist Type	Compliance
Must Complete	Per Contractor
Criteria	Subdivisions: California and Oregon
Criteria	Job Categories: Engineering

If your Statement of Work stipulates that contractors must supply a specific valid credential for a specified job title in specific work regions, you can set the credentials as:

Field	Value
Checklist Type	Credentials
Must Complete	Per Contractor
Criteria	Subdivisions: Florida, Louisiana, Texas
Criteria	Job Template: [selected desired job title]
Criteria	Module: Statement of Work
Criteria	Hire Type: Contractor