How can I use the checklist field to create subtasks?
You know how some tasks have multiple moving parts? That’s where the Checklistform field type comes in handy. It lets you break down any task into smaller, trackable subtasks. Perfect for when you need to keep tabs on several related actions within a single step.
What are checklist subtasks?
When you add a Checklist field to a task:
You create a list of items that belong to the parent task
Users check off each item as they go
You decide the rules - does someone need to check all items or just some?
Click the step where you want to add the checklist.
Go to the Form Fields tab in the settings panel (usually right).
Click Add field.
Name the field (e.g., “Preparation Checklist”).
Choose Checklist as the field type.
In the Options box, type each subtask on its own line.
Choose a Validation rule (see below).
(Optional) Pre-check items that should be checked by default. See Set default content for form fields for more details about default selections.
Click Save.
How do checklist completion rules work (validation)?
Here’s the thing - you need to tell Tallyfy when a checklist is actually complete. You’ve got two options:
Require ‘at least one’ item: The checklist counts as done when at least one box gets checked. Great for when you’re offering options or only need one action completed.
Require ‘all items’: Every single box must be checked. Use this when all subtasks are non-negotiable.
Pick whichever matches your workflow.
How do I complete checklist subtasks when running a process?
Working through a checklist? Simple:
Open the task.
The checklist appears in the form fields.
Check off items as you complete them.
Once you meet the validation rule (either ‘at least one’ or ‘all items’ checked), you can complete the parent task - assuming you’ve filled out any other required fields too.
What are best practices for using checklists as subtasks?
Want your checklists to actually work? Here’s what we’ve learned:
Be crystal clear: Each item should spell out exactly what needs doing
Keep it manageable: 3-7 items per checklist hits the sweet spot (trust me on this)
Start with action verbs: “Verify ID”, “Upload document” - not “ID verification needed”
Think about sequence: Put items in the order people will actually do them
Validation matters: Really think about whether you need everything checked or just some items
Don’t skip the guidance text: A little extra context never hurt anyone
What are examples of effective checklists?
QA Check:
- Check spelling
- Verify links
- Test on mobile
Onboarding:
- Send welcome pack
- Schedule intro meeting
- Grant system access
Checklists might seem simple, but they’re incredibly effective at keeping work organized. You’ll catch those small-but-important steps that often slip through the cracks. The result? Better task management and fewer “oops, I forgot” moments.
Tallyfy enables users to complete tasks through checkmark icons in list views or Complete buttons within task views and allows reopening completed tasks with a Re-Open button while administrators can restrict completion to only assigned members using the Advanced tab settings and tasks with checklists require meeting specific completion rules before the main task can be finished.
Tallyfy offers nine form field types including short text long text dropdown list checklist radio buttons date file upload table and assignee picker that collect user input to create intelligent workflows adapting based on responses with options for validation requirements and guidance text.
Tallyfy transforms complex approval workflows into trackable automated processes with clear visibility accountability and dynamic routing that eliminates status confusion and bottlenecks through intelligent form design conditional logic real-time monitoring and collaborative communication features.
Tallyfy’s integrated approach to form building connects form submissions directly to trackable workflows while offering features like email verification conditional branching field validation and document generation to create seamless end-to-end processes rather than isolated data collection.
