Creating checklist questions and checklists

You can create checklist questions that you can then compile into checklists. A checklist question can be used in several different checklists. A default checklist can be defined for each customer, the default checklist is then automatically applied to orders for that customer. In order reception and on the web, you can manually add, delete or change the checklist on an order. If there is a checklist on an order, the driver is required to complete the checklist in Opter Driver upon pick-up and/or delivery. Notifications can be set to be sent automatically when a driver completes a checklist.

It is only possible to have one checklist per order.

If you want checklist questions, checklists and answers to checklist questions to be sent via EDI, please contact the EDI team at . For information about the cost of EDI work, see your agreement with Opter.

Information on checklists for drivers can be found at Register proof of delivery (POD) in Opter Driver for iOS. The image below shows what it might look like when the driver completes a checklist in Opter Driver for iOS and Opter Driver Labs for Android.

Conditions

In order to create checklist questions and checklists, you need to have edit rights in Checklists. Contact the system administrator or click on Settings > Access rights and set the correct access rights if you are a system administrator. For more information, see Setting access rights for users.

Tip

If the system administrator has changed a user’s access rights, the user must restart Opter for the new access rights to take effect. It is not sufficient to simply log out.

Step 1: Create a checklist question

To create a checklist question, proceed as follows:

Click on Settings > Checklist questions.
Click on and give the question a name. For example, “Identity check”.
Type the question in the Question field. For example, “Have you checked the receiver’s ID?”
If the driver should answer yes or no to the question, select the Yes/No answer checkbox.
If the driver should type the answer in a text field instead, deselect the Yes/No answer checkbox.
Choose when to answer the checklist question by selecting one or more of the following checkboxes:
- Order pickup.
- Order delivery.
- Shipment pickup.
- Shipment delivery.
Click on to save all changes.

For more information, see Checklist question (window).

Step 2: Create a checklist

To create a checklist, proceed as follows:

Click on Settings > Checklist.
Click on and give the checklist a name.
To ensure a notification is sent automatically when the checklist is completed, enter the email address or mobile number in the Send notification to field.
Select email or SMS from the Notify customer when complete drop-down list. For more information on notifications and notification subscriptions, see Sending notifications automatically.
To add freight bills and package labels as attachments to email notifications, choose which report to use for the attachments in the respective drop-down list. If you have selected SMS as the method, freight bills and package labels cannot be attached.
In the table, choose which checklist questions to include in the checklist and the order in which to include them. To add a new question, click in an empty field in the Query column and select the desired question from the drop-down list.
Keep adding questions until you are satisfied with the checklist. To change a question, click on next to the question to open the Checklist question window.
Click on to save all changes.

For more information, see Checklist (window).

Step 3 (optional): Setting up a default checklist for a customer

A default checklist can be set up for each customer. The default checklist is then automatically applied to orders for that customer. To set up a default checklist for a customer, proceed as follows:

Click on Register > Customers > Default values.
Search for the customer for whom to set up a default checklist.
Select a checklist from the Check list drop-down list.
Click on to save all changes.

The default checklist is automatically added to the order when you select the customer on a new order in the order reception and on the web, but it is possible to change the checklist or remove it completely in the order reception and on the web.

If there is a checklist on an order, the driver is required to complete it in Opter Driver upon pickup and/or delivery. The checklist is displayed in Opter Driver when the driver finishes the scan during loading and/or unloading.

Step 4 (optional): Add the section Check lists to the order reception

In order to see whether there is a checklist on an order and which checklist has been selected, the Check lists section needs to be displayed in order reception. It is also needed to manually add, delete or change the checklist on an order.

For information on how to add sections to order reception, see Arranging the sections in order reception.

Step 5 (optional): Add the section Checklist selection to the web

On the order page of the website, the user can create new orders. You need to add the section Checklist selection if you want the user/orderer to be able to do the following:

Check if there is a checklist on the order and if so, which checklist. (That is, if you have set up a default checklist for the customer. For more information, see Step 3 (optional): Setting up a standard checklist for a customer above).
Be able to add, delete or change the checklist on the order.

To add the Checklist selection section to the order page on the website, follow these steps:

In Opter , click on Settings > Internet > Internet order settings.
Select the customer web in the list on the left and click on the tab Fields on the order page.
Search for Checklists in the list Excluded, then double-click on Checklists and it will move to the list Included.
Click on the tab General and tick the checkbox Enable checklists on web order. You will find the tick box in the Settings for new orders box.
Click on to save all changes.

Step 6 (optional): Add the column Check list to the web

If you want the column Check list to appear in the listings on the main page and in the search results on the web search pages, do the following:

In Opter, click on Settings > Internet > Internet order settings.
Select the customer web in the list on the left and click on the tab Columns in the lists and fields in the detail view.
Search for Check list in the list Excluded, then double-click on Check list and it will move to the list Included.
Click on to save all changes.

Step 7: View checklists in Opter Driver

You can choose whether or not to display checklists in Opter Driver. If you choose to display checklists in Opter Driver and if there is a checklist on the order, the driver is obliged to fill in the checklist at pick-up and/or delivery. The checklist is displayed in Opter Driver when the driver finishes the scan during loading and/or unloading. The checklist is displayed even if the task is not assigned to the resource (driver/vehicle) performing the scan.

Proceed as follows:

In Opter, click on Settings > Mobile data > Settings mobile data.
Click on an empty row in the Name column and then on the down arrow in the row being added.
Select QueryPermission from the list.
Enter “true” or “false” in the Value column as follows:
- “True”: If there is a checklist on the order, it will be displayed in Opter Driver and the driver will then be required to complete the checklist on collection and/or delivery.
- ”False” (default): No checklists are displayed in Opter Driver.
Click on Save.

Users who are logged in to the app when the changes are saved in Opter must log out and then log back in to the app to see the changes.

Adding or editing a checklist in order reception

It is possible to add to or edit a checklist on an order in order reception. Even if a default checklist has been set up for customer, an exception can be made and a different checklist can be used on an individual order. Proceed as follows:

Open the order in order reception.
Click on the tab where the Check lists section is located and select the desired checklist from the Check list drop-down list.
Click on to save all changes.

The driver is required to fill in the checklist in Opter Driver upon pickup and/or delivery. The checklist is displayed in Opter Driver when the driver finishes the scan during loading and/or unloading.

Remove a checklist from an order in order reception

A checklist can be deleted from an order in order reception. Even if a default checklist is set up for a customer, it is possible to make an exception and use a different checklist on an individual order. Proceed as follows:

Open the order in order reception.
Click on the tab where the Check lists section is located. Select [None] from the Check list drop-down list.
Click on to save all changes.

Adding, removing or changing a checklist on the web

You can add, delete or change the checklist on an order online. Even if you have set a default checklist for a customer, you can make an exception and use a different checklist or remove the checklist on an individual order. Proceed as follows:

On the customer website, double-click on an order on the main page or search for your order and double-click on it, then click on the Edit button in the details view.
Tip
If the Edit button is not displayed, you cannot change the order. For more information on the settings for when the order can be changed, see Changes to orders registered on the customer web.
You can also add or change checklists on the order page.
Click on the drop-down menu in the Checklist selection section and add, remove or change the checklist on the order.
To remove the checklist, select [None] from the drop-down menu.
If the Checklist selection section is not displayed, see Step 5 (optional): Add the Selection Checklist section of the website above.
When you have finished making your changes, click on Save.

Delete a checklist in Opter

You can only delete checklists that are not used on any order. If you try to delete a checklist that is in use, a pop-up window will appear telling you that the checklist is in use and therefore cannot be deleted.

If you want to delete a checklist in Opter, follow these steps:

Click on Settings > Checklist.
Click on the checklist you want to delete in the list on the left.
Click on to remove the checklist and click on Yes/Yes in the window that appears.
The checklist is removed.