The below table provides information on the differing functions of Checklists and Forms to help you decide which one to use.
Considerations | Checklists | Forms |
Best For | Re-occurring items that management need to ensure are complete. | Ad-hoc situations that management need to be notified of. |
Allocation | Checklists must be assigned to an Assurance user. | Any person can access the form via a public link. |
User Licences Required For Submission | At a minimum, a Lite User is needed for each person. | No user licence is required for submission. |
Scheduling | Can be scheduled with a due date, reminders and escalations. | Cannot be scheduled, no due date, no reminders with escalations. |
Notifications | Notification on assignment, before due date, after due date, to management on completion or escalation if overdue. | Notifications are sent to management once submitted. |
Additional Notifications | Notifications are restricted to the process, not the content of the answered checklist. | Additional notifications are possible based on a field submitted in a form at multiple stages, based on single or combined conditions. |
Workflow | Sent to the appropriate reviewers to review answers, approve and follow up. | Sent to the appropriate approvers to review answers, approve and follow up. |
User Licences Required For Management | Each reviewer in the workflow would need a Full User licence. | Each approver in the workflow would need a Full User licence. |
Reporting | Checklist report including schedule status, over time and comparisons. | A range of reporting options are available including MergeDoc templates. |
Overall Benefits | Allow you to schedule completion and track the status of the activity for each individual user in Assurance to ensure accountability. | Do not require additional user licences, as forms can be submitted by any public user at any time. |
Overall Cons | An Assurance Lite User account is required for assignment and completion. | Management would have to manually track who has and who has not completed a form. |
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