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.
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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 can 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.
Conditional checklist items
Our checklists can also be configured to display different groups of checklist items depending on the response to a checklist question.
To add a new checklist item to a 'yes' or 'no' group, right-click on the relevant group and click + Add Item to Section.
To add existing checklist items to either section, you can drag and drop one or more checklist items using the drag and drop function on the left of each item.
You can also highlight multiple checklist items to drag and drop by left-clicking on the first item, then, while holding the Shift button on your keyboard, left-click the last item. The resulting group of checklist items will have a subtle blue highlight, ready to be moved.
To create a new checklist question, create a checklist item as normal.
Then, add another checklist item via the right-click menu options and select whether to display this child item in the 'yes' or 'no' group.
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.
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: We 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.
Once happy with the information, click Add.
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: 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.