Understanding Checklists and Tasks

SUMMARY
Checklists help admins and agents stay in compliance by tracking tasks, due dates, and required documents within a transaction. Each checklist contains a set of tasks. This article explains how checklists and tasks may be used to support your office’s workflow.

Summary: How Checklists and Tasks Work

Checklists are Paperless Pipeline’s way of tracking tasks that need to be completed on a transaction. Checklist templates are set up by an admin for use across the company's transactions. Templates can be assigned due dates relative to certain trigger dates that will be automatically assigned based on rules the admin sets up. Visibility can also be set to determine who can see the the tasks, minimizing clutter for those who don't need to see them. These template-level attributes save admins the time of having to define due dates and visibility on each transaction’s checklist individually. Once a checklist template has been set up, it can be added to transactions either manually or through powerful automated rules the admin defines.

Once a checklist is added to a transaction, admins can add, remove, or modify individual tasks on the checklist to suit the transaction. 

Agents can check tasks to indicate they have completed a task, and admins can check tasks to approve the completion. 

Checklist items with due dates are listed on the Tasks page where they can be managed across all transactions. Users who have subscribed to be notified about upcoming and overdue tasks will receive a daily reminder email containing tasks that are upcoming and overdue.

Learn to Set Up Checklist Templates →

Learn to Automatically Assign Checklist Templates→

What Are Tasks?

Tasks are the items on checklists that help agents and admins track what needs to get done on a transaction. Tasks can represent documents that need to be uploaded or actions that need to be completed. 

Tasks are defined within checklist templates in the Admin area of Pipeline. They can be given due dates and be set to be visible depending on a person's role on the transaction. Specific users and roles can be @mentioned on a task to highlight the task for that person/people wherever they see the task. 

Learn more about @mentions →

Once an admin sets up tasks with the appropriate attributes (e.g., due date, visibility restrictions, @mention), the task serves as an automatic reminder and tracking tool for managing what needs to get done on a transaction.

Who can Manage Tasks?

Checklists provide admins the ability to track whether necessary tasks have been completed on transactions. Therefore, admins are the ones responsible for managing tasks and checking off completed ones.

Once an agent completes a task and an admin is notified about the task completion, the admin verifies the task’s deliverables and marks it as complete.

Learn How to Get Notified →

Agents can be given the permission to add checklists to transactions, but should not be given the “Fully Manage Checklists” admin-level permission. Learn about Managing User Permissions →

Who Can View Tasks?

Admins can use the Task Visibility feature to define whether a task can be seen by only admins, by listing agents, by selling agents, or by any agents of a transaction. Users see their visible tasks on individual transactions, on the Tasks page, and in daily reminder emails.

Learn About Setting Task Visibility →

To highlight tasks for specific users or roles, use the powerful @mention feature. Learn about @mentions →

Setting Up Reusable Checklist Templates

Learn to Create a Checklist Template →

Adding a Checklist to a Transaction

Learn to Manually or Automatically Add a Checklist Template to a Transaction →

Checking Tasks

Checklists provide admins the ability to track whether necessary tasks have been completed on transactions. Agents can check tasks to indicate they have completed a task, and admins can check tasks to approve the completion. 

Agents Communicating Task Completion

When an agent checks a task, the task gets marked as agent-checked as it awaits approval by the admin. This special agent-checked checkmark is distinctly different from the standard checkmark.

Tasks that are agent-checked will not be included in daily task reminder emails for agents. Likewise, agent-checked tasks will not be included on an agents' Task page.

 Learn How to Opt in or out of Daily Task Reminder Emails →

Agent Checked Tasks

In this Pipeline Pro webinar, learn how agents can indicate to admins that they have completed a task by checking the task's checkbox. Tasks checked by agents will display a special indicator which lets both agents and admins know when a task has been completed.

6:06

View more Pipeline Pro Webinars here →

Admins Approving Completion

Once an agent completes a task, the admin verifies the task’s deliverables and checks it off. When an admin checks a task, it marks the task as completed and the checkbox becomes fully checked.

Tasks that are agent-checked will continue be included in admins' daily task reminder emails, serving as reminders when tasks still need to be approved by the admin.

Likewise, agent-checked tasks will continue to be included on an admin's Task page.

Admins can remove an agent-checked checkmark by clicking the red [X] that appears when hovering over the task. Removing an agent-check returns the task to being displayed on agent's task pages and in their daily reminder emails, when appropriate.

Monitoring Tasks

Admins and agents can keep track of upcoming and overdue tasks by monitoring their Tasks page and their daily task reminder email. 

Tasks Page

The Tasks page displays all of the logged in user's checklist items with a due date across all transactions. Tasks are sorted by date due with the most overdue tasks appearing first. The Tasks page includes several filtering and sorting options making this page ideal for identifying and prioritizing tasks that need to be completed on all transactions.

For agents, the Tasks page will include upcoming and overdue tasks that have not been agent-checked.

For admins, the Tasks page will include all upcoming and overdue tasks, including agent-checked tasks. Admins can filter to only display agent-checked tasks by clicking [Agent-checked].

Learn more about the Tasks page →

Daily Reminder Emails

When a task is either overdue or due within the next day, that task will be included in a daily reminder email to anyone who is authorized to view the task. This automatic reminder allows tasks to be a simple, hands-free method of ensuring compliance while helping agents and admins get their tasks done.

For agents, all reminder emails will include upcoming and overdue tasks that have not been agent-checked.

For admins, all reminder emails will include all upcoming and overdue tasks, including agent-checked tasks. Agent-checked tasks will be highlighted orange.

Automatic reminder emails may be turned on or off for individual users. Learn to Opt in or out of Daily Task Reminder Emails →

Managing Task Details on Transactions

Because admins are the ones with ultimate accountability for tasks, they are the only ones who can add, edit, and delete task names, due dates, and visibility.

Managing Checklists on Transactions →

Pipeline Pro Webinar Recording: Getting Tasks to the Right People

This webinar shows multiple ways to streamline the process of emailing from Pipeline. We'll cover features and strategies to execute before and after the send.

12:49

View more Pipeline Pro Webinars here →