Checklists contain a list of sections, and each section in turn contains a list of items to be checked off. There are two ways to add sections and items to a checklist template: they can be entered manually or imported via CSV file.
Adding Sections and Items Manually
Adding a Section
Find the template you wish to add a section to and click its name. Alternatively, right-click the template, or left-click the template and click the menu icon
, then click View Sections and Items.Right-click on the table and click Add Section. This opens the Manage Checklist Template Section window.
Enter a number in the Sequence field. This number indicates the position this section will take in the checklist. For example, with sequence number 3, the section will be the third one down on the list.
Enter a name for the section in the Name field.
If you wish to use this section, tick the Active tick box. If left unticked, this section will not be added to any checklists even if the template is set to Current.
Tick the "Restrict completing section" tick box if you wish to disable the "Complete" button for this section on the mobile app. This will prevent mobile users from being able to complete the section in one click - they must instead complete each individual item.
Enter a description of the section in the Description field.
If you wish, select which security groups will have access to this section using the Security Groups drop-down. Users not belonging to at least one of the selected security groups will not be able to see this section. If you leave the field blank, all users will have access to the section.
If necessary, you can enter instructions for completing this section in the Instructions field. Mobile users will be able to see these instructions when they open the section.
Select entries from the drop-down menus for each of the categories on the left-hand side of the window. These are the types of plots the section (and associated items) will show for. If the lists are large, you can use the search bar at the top of each drop-down to find the desired entries. The entries will appear in the fields to the right as you select them. You can select multiple entries per row; to remove an entry, select it again from the drop-down menu. The Clear button removes all entries from a row. For master templates, only the options which exist for all linked companies are available to select.
If applicable, enter the minimum number of bathrooms and bedrooms at the bottom of the window.
Click
to save the section.
Adding an Item
Find the template you wish to add a section to and click its name. Alternatively, right-click the template, or left-click the template and click the menu icon
, then click View Sections and Items.Click the Items tab.
Right-click the table and click Add Item. This open the Manage Checklist Template Item window.
Enter a number in the Sequence field. This number indicates the position this item will take in the section. For example, with sequence number 3, the item will be the third one down on the list.
Configure the tick boxes as follows:
Enter a description of the item in the Description field.
If you wish, select which security groups will have access to this item using the Security Groups drop-down. Users not belonging to at least one of the selected security groups will not be able to see this item. If you leave the field blank, all users will have access to the item.
If necessary, you can enter instructions for completing this item in the Instructions field. Mobile users will be able to see these instructions when they open the item.
Select entries from the drop-down menus for each of the categories on the left-hand side of the window. These are the types of plots the item will show for. The entries will appear in the fields to the right as you select them. You can select multiple entries per row; to remove an entry, select it again from the drop-down menu. The Clear button removes all entries from a row.
If applicable, enter the minimum number of bathrooms and bedrooms.
Select a valuation tick group and a construction stage from the drop-down menus at the bottom of the window. These are linked to the progress tracking of plots in COINS ERP+.
Click
to save the item.
Adding Sections and Items via CSV
CSV Format
When importing sections via CSV, the spreadsheet should have the following data in the following columns:
Column | Data |
A | Template Name |
B | Section Name |
C | Description |
D | Security Group |
E | Active |
F | Min Bathrooms |
G | Min Bedrooms |
H | Market Mixes |
I | Dwelling Types |
J | Construction Programmes |
K | Construction Methods |
L | House Types |
M | HT Analysis Set 1 |
N | HT Analysis Set 2 |
O | HT Analysis Set 3 |
P | HT Analysis Set 4 |
Q | Plot Analysis Set 1 |
R | Plot Analysis Set 2 |
S | Plot Analysis Set 3 |
T | Plot Analysis Set 4 |
When importing items via CSV, the spreadsheet should have the following data in the following columns:
Column | Data |
A | Template Name |
B | Description |
C | Security Group |
D | Active |
E | Site Manager Only |
F | Min Bathrooms |
G | Min Bedrooms |
H | Sections |
I | Market Mixes |
J | Dwelling Types |
K | Construction Programmes |
L | Construction Methods |
M | House Types |
N | HT Analysis Set 1 |
O | HT Analysis Set 2 |
P | HT Analysis Set 3 |
Q | HT Analysis Set 4 |
R | Plot Analysis Set 1 |
S | Plot Analysis Set 2 |
T | Plot Analysis Set 3 |
U | Plot Analysis Set 4 |
V | Valuation Tick Group |
W | Construction Stage |
For tick box fields such as Active and Site Manager Only, enter ‘Y’ or ‘1’ if you want the box to be ticked, or enter ‘N’ or ‘0’ if you want the box to be unticked.
For the drop-down fields (Dwelling Types through to Plot Analysis Set 4, plus Valuation Tick Group and Construction Stage for items) enter the code rather than the full name of the record. If you are unsure of the code for the record you wish to enter, open a window for manual entry, then open the drop-down menu for the relevant field and find the record in the list. The code will be displayed on the left. To enter multiple records in one field, enter each code separated by ‘ | ’, for example: ‘1AP | 1BD | 1DA’.
After you upload the CSV, a check is performed on the entries for these drop-down fields to ensure that they are valid for the company or companies linked to the template you are trying to add them to. If any of the filter options do not exist for any company linked to the template, an error will occur.
Uploading the CSV
Create the spreadsheet of sections/items following the above format and save it as a .csv file.
Find the template you wish to import sections and/or items to and click its name. Alternatively, right-click the template, or left-click the template and click the menu icon
, then click View Sections and Items.To import sections, click the
button at the bottom of the Sections tab. To import items, click the 
button at the bottom of the Items tab. This opens the import window.
Open File Explorer and find the CSV file, then drag and drop it into the import window. The data will then appear in a grid.
If the first row in your CSV file contains column headings, tick the “first row is title” tickbox to ignore the first row of data.
If there are problems detected with the alignment of your data, click the
button and the system will attempt to match the labels in your CSV to the expected columns. Click the Reset button to undo Auto Align.Click
to import the CSV.
It is also possible to export sections and items back into a CSV once they have been added to a template. To do this, use the 
and 
buttons at the bottom of each tab, where the Import buttons used to be.
Editing Sections and Items
Sections and items can be edited within a checklist template at any time. When an item is edited, all checklists in which it has not already been checked off will be updated; checklists in which the item has already been checked off will be unaffected. When a section is edited, all checklists in which no items within that section have been checked off will be updated; checklists in which at least one item within the section has been checked off will be unaffected.
To edit a section or item:
Right-click the section/item you wish to deactivate, or left-click and click the menu icon
, then click Manage Section/Manage Item. This opens the Manage Checklist Template Section or Manage Checklist Template Item window, respectively.Edit the fields as necessary.
Click
to save your changes.
Deactivating and Reactivating Sections and Items
All sections and items added or uploaded to a checklist template are active by default, however they can be deactivated and reactivated at any time. Inactive sections and items are not added to checklists. If an item is deactivated, it is removed from all checklists in which it has not yet been checked off; if a section is deactivated, it is removed from all checklists in which no items within that section have yet been checked off.
Deactivating and Reactivating a Single Section or Item
To deactivate a section or item:
Right-click the section/item you wish to deactivate, or left-click and click the menu icon
, then click Inactivate Section/Inactivate Item. You will receive a popup message asking if you are sure.
Click
to confirm. The status of the section/item in the Status column of the grid will change to Inactive.
To reactivate a section or item:
Right-click the section/item you wish to reactivate, or left-click and click the menu icon
, then click Activate Section/Activate Item. You will receive a popup message asking if you are sure.Click
to confirm. The status of the section/item in the Status column of the grid will change to Active.
Deactivating and Reactivating Sections or Items in Bulk
Select the sections or items you wish to deactivate or reactivate by ticking the boxes in the left-most column of the grid. You can tick the box in the column heading to quickly select or deselect every row in the grid.
To deactivate the selected sections or items, click
or 
. To activate the selected sections or items, click 
or 
. You will receive a popup message asking if you are sure.
Click
to confirm. The status of every selected section or item will change to Active/Inactive, depending on which button you clicked. If you had active sections or items selected and clicked the Activate button, or vice versa, those sections or items will be unaffected.
Reference Images
Images can be uploaded to sections and items within a checklist template. These images will be visible to mobile users to use as a reference when completing checklists. Valid image types are JPG, JPEG and PNG.
Uploading Images
Right-click the section/item you wish to upload to, or left-click and click the menu icon
, then click Manage Files. This opens the Manage Template Section/Item Files window.
Click Browse to open File Explorer.
Find the image you wish to upload, then either select it and click Open, double click it, or drag and drop it into the Manage Template Section/Item Files window. The file name will now be displayed on top of the Browse button.
Click
to upload the image.
Uploaded images are displayed as thumbnails beneath the Images header. Clicking on an image thumbnail opens that image in full screen.
Deleting Images
Right-click the image you wish to delete, or left-click and click the menu icon
, then click Delete. You will receive a popup message asking if you are sure.
Click
to confirm the deletion.
It is also possible to delete all images from a section or item with one action by selecting Delete All instead of Delete in step 1.