How do I add a scope of work checklist to a work order?

The Scope of Work section of the work order form is where you list the tasks the crew has to perform. You add one or more checklist groups, add tasks inside each group, and — where you need data back from the field — attach custom fields to a task so the crew records measurements, quantities or selections instead of just ticking a box.

Before you start

• The work order must already exist, or you can build the scope while creating it.
• Editing the scope happens on the work order form (Edit Work Order), not on the read-only detail tabs.
• Reusable templates are managed under Settings > Workflow > Project & Work Order Rules > Templates, so you need settings access to create them.

Add checklist groups and tasks

1. Open the work order from the Work Orders list and click Edit Work Order.
2. Scroll to Scope of Work and click Add Checklist Group.
3. Name the group — for example Site Preparation or Installation Steps.
4. Add tasks: type the task and press Enter, or use Quick Add Tasks to paste several at once.
5. Add more groups with Add Checklist Group if the job has distinct phases.
6. Click Save Changes. Nothing on the work order form is saved until you do.

What to fill in on a task

A task can be a plain checkbox, or it can carry custom fields so the crew returns structured data:

Each field also has properties:

• Required — must be filled before the task can be completed.
• Display order — controls the position of the field (or the column, in table view).
• Input vs display-only — input fields are editable by anyone with permission; display-only fields can only be edited by administrators and managers.

Table view for repetitive scopes

When a checklist is a grid of the same values repeated per unit — units, floors, panels — switch the checklist to Table View. Columns are the fields, rows are the tasks. On desktop you can Tab between cells, press Enter to drop to the next row, and export the completed grid to CSV. On mobile, field workers get the same data as one card per task with the fields inside it.

Reuse a scope with templates

• Load Template on a task pulls in a saved task definition and its fields, overwriting that task''s text and fields but keeping its position in the list.
• Load Checklist Group pulls in a whole saved group of tasks; you can still edit individual tasks afterwards.
• Templates are created and categorised in Settings > Workflow > Project & Work Order Rules > Templates — task templates for a single task, checklist group templates for a set.

Notes and limits

• The scope is what completion reports are built from: the completion dialog loads the scope tasks as checklist items, and a completion report cannot be submitted while scope items remain unchecked.
• Loading a task template generates new field IDs, so previously recorded values are not carried over.
• Template validation: field labels cannot be blank, a checklist group template must contain at least one task, and task text cannot be blank.

Common errors

• You changed the scope and it reverted — the work order form only persists on Save Changes.
• A field worker cannot edit a value — the field is set to display-only, which limits editing to administrators and managers.
• A completion report will not submit — one or more scope tasks are still unchecked, or a required field on a task is empty.

Related: create a work order, progress and completion reports and work order statuses.