This article contains information about many of the features of OnTrack Checklists which are not contained in the OnTrack Overview. See also: All OnTrack Articles.
Index
- Conditional Questions
- Read-Only Actions
- Required Corrective Actions
- Permissioning OnTrack Checklists
- Hiding from Images
- Tagging Users
- The OnTrack Manager Role
- OnTrack @Work
- Auto-Tagging Triggered Lists
- Additional Functionality
- Edit Action from Checklist Fulfillment Page
- Action Activity Log
- Delegated Administration ↗️
- Revision History
Read-Only Actions
Read-Only Actions are informational only and are not added to the Actions tab. They do not receive a Due Date or Status, and users cannot tag a user on a Read Only Action. They are visibility-restricted to those with access to the checklist instance, Submitted Checklist Report, and downloadable PDF Report.
Read Only Actions have the ability to be configured with an Allow Override. When enabled, the Allow Override setting allows the checklist user to disable the read-only attribute at the time of entry, thereby allowing the individual Checklist Action or Corrective Action to follow the normal workflow.
Conditional Questions
You can add sections of questions in a conditional manner dependent on either the location of the person filling out the OnTrack Checklist, or based on the value of another answer in the checklist.
Adding a follow-up Sub-section with conditional rules
The subsection will display its conditions and will only be presented to the team member completing the checklist when the conditions have been met. To add a conditional (follow-up) question or section to a checklist:
- Click on the sub-section menu and select Settings. The sub-section settings modal will display.
- In the Sub-Section Rules section, click on the '+Question' button.
- Select the question/task that will trigger the subsection.
- Select the response corresponding to the question/task that will trigger the subsection.
- Save your changes.
Adding a location-specific Sub-Section
The subsection will display its conditions, and will only be presented to the team member completing the checklist when the Location of the user filling out the form matches the specified value. To add location-specific sub-section or questions to a checklist:
- Click on the sub-section menu and select Settings. The sub-section settings modal will display.
- In the Set Scope section, click on the 'Locations' drop-down and select the location(s) where the sub-section should be utilized.
- Save your changes.
Required Corrective Actions
Required Corrective Actions, where utilized, must be entered by checklist users before they may submit the checklist.
When a user provides a negative response (No, Fail, or Unacceptable), a Corrective Action can be set to be required. Required Corrective Actions are a prerequisite to submit an OnTrack Checklist. You can then exclude the requirement, on a question-by-question basis, if needed.
For questions requiring Corrective Action, team members will be prompted to add one whenever they provide a negative response (No, Fail, or Unacceptable).
A photo can be required in order to complete a Corrective Action.
Permissioning OnTrack Checklists
Note: The options which appear under permissions are configurable. If you do not see a field you would like to apply permissions with, reach out to your CX Rep.
OnTrack Checklists can have a defined audience so that a specific checklist will only be seen by those who need it. From within the OnTrack admin tool, create a new checklist or edit an existing one.
- Click on + Checklist Permissions under Set Audience.
- Select how the permissions should be applied.
- ALL are true – all the selections made must be true in order to see the checklist.
- ANY are true – any one of the selections made must be true in order to see the checklist.
- Choose which permissions to use and make selection(s) from each list.
- Review the statement preview to ensure you have applied all the permissions you would like.
- Click Apply Now.
- Save the changes to the checklist (Save & Close or Activate).
Hiding from Images
The Flag Image button, once clicked, presents the team member with a confirmation message. Once the action is confirmed, the image will be permanently hidden from that specific user. As long as the checklist remains Open or In Progress, they may replace the image with a different one. However, once a checklist has been submitted they will no longer have this ability. The flagging button is always available regardless of the checklist status.
NOTE: "Flagging" an image only hides it from the reporting user. All other users will still see the image, and no notification or other form of communication is sent to admins or anyone else.
Tagging Users
You can send notifications when a user is tagged on a checklist or action. By ensuring that OnTrack notifies users when they've been tagged, our clients can have extra reassurance that important updates won't be missed by the people that need to see them. Is the refrigerator broken or have you run out of hand soap? You can add a corrective action, tag the appropriate person and they'll be notified and provided a link to the corrective action. Want somebody in particular to cover the PM cleaning list? Tag them and they'll be provided with a link to the checklist you'd like them to complete.
Within the application, you'll see a togglable notification icon on the user tagging modal window for both checklists (fig. 1) and actions (fig. 2). Tagged users will then receive a notification via email (fig. 3):
The notification is togglable (on/off) while tagging a user. The notification is toggled 'off' by default when tagging yourself (fig. 4), and 'on' by default when tagging somebody else (fig. 5). To enable or disable the notification, simply click the bell icon (fig. 6):
The OnTrack Manager Role
The OnTrack Manager Role grants special privileges to OnTrack Managers, including access to select OnTrack reports, manager notifications (based on Sparks), and manager visibility that lets them see all checklists in their locations, even when they aren't included in the permissions. However, not all of these are appropriate for every scenario. District Managers might want heightened visibility and access to reports, but they might not want to receive every overdue checklist notification. And Manager Visibility might be overwhelming for everyday users and can make the checklists they need to work on more difficult to find.
The OnTrack Manager role also allows you to disable Manager Visibility and Manager Notifications on a per-group basis:
- Navigate to Admin Tool → Users → Roles → OnTrack Manager System role.
- Optional: to add a new Manager Group and modify its abilities, click on Add Manager Group.
- Find the Manager Group you'd like to update and click Edit.
- Scroll down to the Manager Abilities section and toggle off the abilities you'd like to remove from the Group.
OnTrack Functionality Within @Work
See: OnTrack @Work.
Auto-Tagging Triggered Lists
OnTrack provides powerful workflow automation capabilities that allow you to trigger new checklist instances when certain conditions are met. This allows you to trigger checklists in a specific sequence to be completed by the same person. The auto-tagging feature can assign the next checklist to the same person that submitted the previous checklist.
To use OnTrack Sparks to Auto-tag a Checklist:
- From Admin Tool → OnTrack, select the checklist you want to be the 1st in the sequence.
- Click on the Sparks icon.
- Select an existing At Submit → Trigger Checklist spark, or create a new one.
- In step 3 under Auto Tagging, select the option Submitter.
- Click Next and then Save.
Your sequence will now include auto-tagging.
Additional Functionality
Broken Sparks Indicator
OnTrack Sparks which no longer have valid triggers will be automatically flagged so you can fix the issues. For example: If you have a Pass/Fail question that sparks a manager notification on Fail, and then change the question to a Yes/No/NA, the Broken Spark indicator will inform you that you need to fix the issue.
Revision History
OnTrack allows you to view previous versions of your checklists and compare them against one another.
- From Admin Tool → OnTrack → select the desired checklist → More Options → View Revision History.
- Use the Revision dropdown to browse checklist revisions.
- When finished, click Exit Revision History Mode.
Edit Action from Checklist Fulfillment Page
Users can edit active actions without leaving the checklist fulfillment page via an inline edit modal. See the OnTrack Actions article for full details.
Action Activity Log
Every OnTrack action has a chronological Activity Log accessible from the 3-dot menu on the action details page. See the OnTrack Actions article for full details on what gets logged and how entries are displayed.
Revision History
OnTrack Schedules have a detailed revision history tool. This allows you to examine the exact configuration of an OnTrack Checklist in detail for every single change that has ever been made to it. This is a view-only tool, and cannot be used to rollback changes.
Note: this will only have data for changes made going forward, and you will not have this information for changes made prior to 2025 September.