Creating Checklist Templates
Checklist templates allow you to set up a standard checklist (or procedure) that you or your team should use repeatedly when producing content.
You can associate checklists with content types. For example, you might want to create a Blog Article checklist template to be used every time you produce a blog article, and a Podcast episode checklist to be used for every podcast episode.
Checklists on individual pieces of content can be customized. But using checklist templates as a starting point speeds up your workflow tremendously, and keeps things standardized and optimized.
Creating a checklist template
- Go to Settings (top-right corner) > Checklists
- Click "Create Checklist Template"
- Give it a name. For example, "Blog Article Checklist"
- Add Phases and Tasks to your checklist template.
Phases & Tasks
"Phases" break your checklists into sections. For example, a Blog article checklist might be broken into multiple Phases called "Planning", "Draft", "Setup", "Promotion".
Tasks are what they seem: Tasks! Specific action items that someone will need to complete every time they work on this type of content. You can enter multiple tasks in each Phase.
Every task in a checklist template can assigned to a specific role, for example "Writer", "Editor", "Manager", "Assistant", etc. Later on, when this checklist template is applied to a specific content item, then whoever on your team has been assigned to that particular role, will be automatically assigned to that task.
For example, let's say you've invited Jon to your team, and assigned him the role of "Writer". In your checklist template, you can create a task called "Draft article" and assign this task to the "Writer" role. When this checklist is applied to a blog article on your calendar, it will be automatically assigned to Jon, since Jon is the "Writer".
Some tasks can't be worked on until other tasks are completed. This is where Dependencies come into play.
For example, let's say you've created a task in your checklist called "Draft article" and another task called "Edit article". Obviously, you can't edit the article until the draft has been completed. So you can specify that the "Edit article" task is dependent on the "Draft article" task. To do this, when editing the "Edit article" task, use the Dependencies dropdown and check the box for "Edit article".
When this checklist is applied to a piece of content in your calendar, the "Edit article" task won't be able to be completed until the "Draft article" task has been completed.
Relative Due Dates
You can specify the number of days before or after the publish date of the content that each task should be due. In other words, you can set the "lead time" you'll need for each task in order to publish on time.
By specifying a negative number, you'll set the due date that number of days before the publish date. By setting 0 (or leaving it blank) this task will be due on the publish date. By setting a positive number, this task will be due that number of days after the publish date.
When this checklist is applied to a piece of content in your calendar, the due dates will be automatically calculated and set using the values you've set in your template. If you reschedule a piece of content, it's checklist task due dates will be rescheduled along with it.