Overview: A checklist template in Active Workpapers is a customisable list of tasks and compliance requirements that guides users through standardised workflows within record templates.
These templates are customised to ensure firm-wide consistency and regulatory compliance while controlling which checklist items appear based on entity types and date ranges.
Please refer to the Glossary for definitions of key terms used in this article.
Watch the video
Checklist items in record templates vs standalone checklist record templates
Checklist items can exist within normal record templates (worksheet templates), or as a standalone checklist record template.
Standalone checklist record templates can easily be identified in the record templates list, as below.
Customise checklist items in Business Fitness record templates
You are able to customise the checklist items that come standard with the Business Fitness record templates in the same way you can with standalone checklist record templates.
Select the relevant record template you wish to modify, we will select F10 Bank for this example.
Click Customise within the chosen record template within the Checklist Items.
Once in customisation mode, you are able to add new items one by one, or import items from Excel. This is particularly handy when you have multiple checklist items to add.
You are also able to edit the text of existing checklist items or delete them if desired.
As an example, we will add a checklist item, click + Add Item. Add a title and description to the item as appropriate.
Checklist item filters
Set the filters for where you want the checklist item to show up in specific binders.
FILTER | DESCRIPTION |
Include | Allows you to filter the binder dates you want this specific item to show up in. For example, if the checklist item relates to a tax law that is only applicable between 1 July 2024 and 30 June 2025, then you can select to have the item show up in Workpaper binders with start and end dates between these dates. |
Entity types | You can make the checklist item show up only in certain entity’s Workpaper binders. For example, if the tax law only applies to companies and would not apply to trusts or partnerships, then you would select company and this checklist item would only show in company Workpaper binders. |
Click Save.
Note: You are able to group checklist items by selecting the required items (i.e. holding the Ctrl button & clicking on relevant items), and selecting Quick Group.
Give the group a name and the checklist will update accordingly.
Conditional checklist items
Checklists can also be configured to show different groups of items based on the answer to a checklist question. This feature is further explained under 'Conditional checklist items' in the 'Create standalone checklist record templates' section below.
Finalise checklist
Once you are satisfied with the updated checklist, click Save.
If you wish to compare the default checklist with the customised checklist, click Compare to Master.
If you wish to revert the checklist, click Revert to Master. This will discard your changes and revert it to the default checklist.
Tip: To clone a checklist worksheet, right click anywhere on the checklist items and click Excel Export. This will generate an Excel document with all the checklist items on it so you can use the Import from Excel function to upload the checklist into a new worksheet.
Note: For more information relating to customising existing Business Fitness record templates, see the support article: How to customise an existing Business Fitness record template.
Create standalone checklist record templates
From the Admin Centre, click on Record Templates under the Workpapers banner.
To create a checklist record template, click + Add Record Template.
Scroll to the bottom and untick the checkbox to 'Attach worksheet to record'.
Scroll back up to the top and ensure the 'Active' checkbox is ticked. Give the checklist record template a reference, name, and description (if applicable), and change the record type to be Standalone Checklist.
Note: The System Role function is not used regularly and is for advanced administrator use.
Filters
Set the filters for where you want the record template to appear within the Active Platform.
FILTER | DESCRIPTION |
Always show | Will make this record template available within all types of binders, all the time. |
Entity types | If non-entity specific, leave as the default (as shown below). If not, select the entity type you wish the record to appear in. Note that the record will not appear in any other entity once a choice has been made. For example, any entity can have an amortising loan, and therefore this section would be left as the default. |
Binder types | This is where you select which binder you wish the record to appear in. For example, a loan amortisation schedule would only be added to the 'Accounts and Tax' binder so you would just select that one. |
Account types | The types of accounts where the record will show up. For example, the amortising loan is a form of borrowing. |
Categories | This is the section of the Workpaper binder where the record will show up in. For example, an amortising loan is a form of borrowing which can either be a current or non-current liability. |
Checklist items
Follow the steps under the 'Customise checklist items in Business Fitness record templates' section above to add checklist items.
Note: Business Fitness have created an Accounts & Tax Checklist available to all entities, allowing us to maintain just the one master checklist. This approach enables us to tailor checklist items for specific entities within the same record template, eliminating the need to create and manage separate checklists.
Conditional checklist items
Checklists can also be configured to show different groups of items based on the answer to a checklist question.
Checklist resulting in no final response (recommended)
To start, add an item by clicking + Add Item.
Add a title for the item and click Save. This will likely be your question.
Once the item is added, right click on the item title and select + Add Item.
Add a title for the item - this will be a response resulting from a 'yes' or 'no' answer to the above checklist item. Assign the item to the 'yes' or 'no' section, in this case it will be assigned to the 'yes' section. Click Save.
Now add another item repeating the steps above, ensuring you click + Add Item on the checklist item itself.
Your checklist for this group will now look like this. Setting up a checklist like this will mean that these items will only show when the response to the item is 'yes' in this case.
Note: You are able to add existing checklist items to 'yes' and 'no' sections if you wish. To do this, select the relevant checklist items (you are able to hold the Ctrl button and select items accordingly) and drag and drop these into the section using the icon on the left.
Checklist resulting in a final response
To start, create a group. To do this, click + Add Group.
Add a title for the group and click Save.
Once the group is added, right click on the group title and select + Add Item.
Add a title for the item - this will be a question resulting in a 'yes' or 'no' answer. Click Save.
Once added, right click on the newly created item and click + Add Item.
This time you will need assign the item to the 'yes' or 'no' section. This one will be assigned to the 'yes' section. Click Save.
Repeat this step in response to the next question.
For example, in this case, if the entity answered 'yes' to carrying on a business and 'yes' to being under the aggregated turnover threshold, then an item needs to be added to say that the entity is a SBE. Click Save.
Also add an item saying the entity is not a SBE if the response was 'no' to the final question. Again, right click and select + Add Item.
Add a title, assign it to the 'no' section and click Save.
WARNING: You cannot add more than 4 levels of nested checklist items (i.e. there can be no more than 4 follow on checklist items in a row). Ensure you keep this in mind when adding conditional checklist items.
To finalise the checklist, add an item if the response is 'no' to the first question. Again, right click on the first checklist item and select + Add Item.
Add a title, assign it to the 'no' section and click Save.
Your checklist for this group will now look complete.
Note: If you have a simple conditional checklist, you may not wish to add a group, but rather just add an item and then add the 'yes' and 'no' responses from there.
Note: You are able to add existing checklist items to 'yes' and 'no' sections if you wish. To do this, select the relevant checklist items (you are able to hold the Ctrl button and select items accordingly) and drag and drop these into the section using the icon on the left.
Finalising
Once happy with all the information, click Add.
Note: Consider the points below so you can effectively manage checklists in Active, improving efficiency and ensuring users have the necessary guidance for completing tasks.
Consider using descriptive titles and clear instructions for each checklist item
Utilise filters effectively to ensure checklists appear in the most relevant binders for your users
Regularly review and update your checklists to reflect any changes in processes or regulations.