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Job Checklists

Job checklists let you set requirements that suppliers confirm before they deliver a job, such as "Glossary applied" or "Client style guide followed". You define a checklist once in Settings and attach it to a workflow step. Every job created on that step then carries it, with a record of who confirmed each item and when.

Creating a Job Checklist

Follow these steps to create a checklist:

  1. Go to Settings > Project and Work Processes, click Configure next to Job checklists, and click Add checklist.

  2. Enter a Checklist name and, optionally, an Internal description. Suppliers do not see the internal description.

  3. For each requirement, enter a title and an optional description, then choose Optional or Mandatory. Click Add item to add more items, and use the arrows to change their order.

  4. Click Save. A checklist needs at least one item.

Item type

What it does

Mandatory

The job cannot be completed until the supplier ticks the item.

Optional

The supplier can deliver without ticking it. The completion dialog warns about unticked items.

Suppliers see the items in the order you set and read the full text. A web address in a description, such as a link to a style guide, becomes a clickable link for them. Item text appears exactly as you typed it, even for suppliers who use Wordbee Translator in another language.

Attaching a Checklist to a Workflow Step

Follow these steps to attach a checklist:

  1. Open the workflow template from Settings > Project and Work Processes > Workflow Templates and click Configure. To change only one project, open its workflow from the project's Workflow & Suppliers page (Standard) or Workflow tab (Codyt).

  2. On the work step, tick Attach a checklist to jobs on this step.

  3. Pick the checklist from the list that appears.

  4. Click OK to save.

Jobs created on that step carry the checklist, in Standard and Codyt projects. The option is off by default, so existing templates and jobs are not affected until you turn it on.

How Suppliers Confirm a Checklist

The assigned supplier ticks the items in the Checklist tab of the job popup in Editor v2. Each tick is saved with the supplier's name and the time.

While a Mandatory item is unticked, nobody can complete the job, from any screen or through the API. That includes Editor v1 and the job pages, which show This job cannot be completed yet. Confirm the required checklist items in the new editor. Jobs completed by automated workflows or AI agents are blocked the same way.

Items can be ticked only in Editor v2, so move your suppliers to Editor v2 before you add Mandatory items.

Users with the Administrator profile can complete a job while Mandatory items are open, unless they are assigned to the job. Viewing job checklists requires the standard Settings permission. Creating, editing, duplicating, and deleting them requires permission to edit Settings.

Managing Checklists

The Job checklists list shows each checklist's name, internal description, number of items, and when and by whom it was last updated. Click a checklist's Select link to open it, or the menu icon next to the link for more actions:

  • Edit: changes take effect immediately for jobs in progress that use the checklist. A job whose checklist was already fully confirmed stays confirmed. Items you remove are no longer shown, and the confirmations already recorded for them are kept. Users who can only view Settings see View instead.

  • Duplicate: copy a checklist to start a variant.

  • See projects...: list the projects that use the checklist and that you have access to. If others exist, the list says how many it does not show.

  • See workflow templates...: list the workflow templates that use the checklist.

  • Delete...: the confirmation shows how many workflow templates and projects use the checklist. Steps that used it go back to having no checklist, and jobs keep the confirmations already recorded.

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