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Checklists

OpenGRC provides a comprehensive checklist system for tracking recurring tasks, compliance activities, and operational procedures. Checklists are created from reusable templates and support assignment, completion tracking, and approval workflows.

Overview

The checklist feature supports:

  • Reusable templates with customizable items
  • Multiple item types (checkbox, text, file upload, etc.)
  • User assignment and due dates
  • Progress tracking and completion status
  • Approval workflow with digital signatures
  • Recurring schedules for automated checklist generation

Process Overview

  1. Create a new Template
  2. Create a new Checklist based on that template
  3. Assign / Complete the Checklist
  4. Approve
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    columns 4
    step1["Create\n Template"] 
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    step2["Create Checklist\n from Template"] 
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    step3["Assign/Complete\n Checklist"]
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    step4["Approve \nChecklist"]

    step1 --> step2
    step2 --> step3
    step3 --> step4

Example: A "Monthly Security Review" template can generate a new checklist each month for your team to complete.

Creating a Template

Step 1: Navigate to Templates

  1. Go to Checklists in the main navigation
  2. Click Templates dropdown
  3. Click Create Template

Step 2: Enter Template Details

  1. Title - Enter a descriptive template name
  2. Description - Optionally describe the template's purpose
  3. Status - Select Draft while building, change to Active when ready

Step 3: Configure Assignment (Optional)

  1. Default Assignee - Select a user to automatically assign checklists
  2. This can be overridden when creating individual checklists

Step 4: Configure Recurrence (Optional)

Set up automatic checklist generation:

  1. Frequency - Daily, Weekly, Monthly, Quarterly, or Yearly
  2. Interval - How often (e.g., every 2 weeks)
  3. Day of Week - For weekly recurrence
  4. Day of Month - For monthly recurrence

Step 5: Add Checklist Items

For each item:

  1. Click Add Item
  2. Item Text - Enter the question or task description
  3. Item Type - Select the response type
  4. Required - Toggle whether the item must be completed
  5. Allow Comments - Toggle to allow additional notes
  6. Help Text - Optional guidance for the assignee
  7. For choice items, add the available options

Step 6: Save

Click Create to save the template.

!!! warning "Template Locking" Once a checklist has been created from a template, the template items become locked and cannot be modified. This ensures consistency across all checklists created from the same template.

Creating a Checklist

Step 1: Navigate to Checklists

  1. Go to Checklists in the main navigation
  2. Click New Checklist

Step 2: Select Template

  1. Choose an Active template from the dropdown
  2. Only active templates are available for selection

Step 3: Configure Assignment

  1. Assigned To - Select the user responsible for completion
  2. Due Date - Set when the checklist should be completed

Step 4: Save

Click Create to create the checklist.

Completing a Checklist

Step 1: Open the Checklist

  1. Navigate to your assigned checklists
  2. Click on a checklist to view it

Step 2: Fill Out Items

  1. Click Fill Out to enter response mode
  2. Complete each item according to its type:
    • Checkbox - Check Yes or No
    • Text - Enter your response
    • Choice - Select from available options
    • File - Upload required documents
  3. Add comments where allowed and helpful

Step 3: Save Progress

  • Click Save Progress to save and continue later
  • Your responses are preserved between sessions

Step 4: Submit

  • Click Submit Checklist when all required items are complete
  • The checklist status changes to Completed

Checklist Statuses

Status Description
Not Started Checklist created but no items completed
In Progress Some items have been answered
Completed All required items submitted

Approving a Checklist

For checklists requiring approval:

Step 1: Open Completed Checklist

  1. Navigate to completed checklists awaiting approval
  2. Click on the checklist to review

Step 2: Review Responses

  1. Examine all responses for completeness and accuracy
  2. Review any uploaded files or attachments

Step 3: Approve

  1. Click Approve
  2. Enter your digital signature
  3. Optionally add approval notes
  4. Confirm the approval

The checklist now shows as approved with the approver's signature and timestamp.

Recurring Checklists

Templates can automatically generate checklists on a schedule:

Frequency Description
Daily Every day or every X days
Weekly On a specific day of the week
Monthly On a specific day of the month
Quarterly Every 3 months
Yearly Once per year

How It Works

  1. Configure recurrence settings on the template
  2. Set the template status to Active
  3. The system automatically creates new checklists based on the schedule
  4. New checklists are assigned to the template's default assignee
  5. Due dates are calculated based on the recurrence pattern

Filtering and Searching

Search checklists by:

  • Title
  • Template name
  • Assignee name

Filters

Filter the checklist list by:

  • Status - Not Started, In Progress, Completed
  • Template - Filter by source template
  • Assigned To - Filter by assignee
  • Due Date - Filter by due date range
  • Approval Status - Pending, Approved

Best Practices

  • Start with Draft - Build templates in Draft status, switch to Active when ready
  • Use clear item text - Write items as clear questions or tasks
  • Add help text - Provide guidance for complex items
  • Set appropriate types - Choose item types that match the expected response
  • Plan recurrence carefully - Consider workload when setting up recurring checklists
  • Review before approval - Thoroughly review completed checklists before approving
  • Clone templates - Use the duplicate feature to create variations of existing templates

Permissions

Permission Capabilities
List Checklists View the checklist list
Create Checklists Create new checklists
Read Checklists View checklist details
Update Checklists Edit and complete checklists
Delete Checklists Remove checklists
List ChecklistTemplates View the template list
Create ChecklistTemplates Create new templates
Read ChecklistTemplates View template details
Update ChecklistTemplates Edit templates
Delete ChecklistTemplates Remove templates

Default role assignments:

  • Super Admin - All permissions
  • Security Admin - List, Create, Read, Update (no Delete)
  • Regular User - List, Read only

Template Attributes

Each template includes the following information:

Field Description
Title Template name
Description Optional description of the template's purpose
Status Draft, Active, or Archived
Default Assignee User automatically assigned when creating checklists
Recurrence Schedule for automatic checklist generation
Items The checklist items to be completed

Template Statuses

Status Description
Draft Template is being developed, cannot create checklists
Active Template is ready for use, can create checklists
Archived Template is retired, cannot create new checklists

Checklist Item Types

Templates support multiple item types to capture different kinds of responses:

Type Description Use Case
Yes/No Checkbox Simple boolean confirmation "Has the backup been verified?"
Short Text Brief text response (single line) "Enter the ticket number"
Long Text Detailed text response (multi-line) "Describe any issues encountered"
Single Choice Select one option from a list "Select the severity level"
Multiple Choice Select multiple options from a list "Select all applicable categories"
File Upload Attach documents or evidence "Upload the scan report"