Checklists let your team work through a set list of controls on a record, such as an investment application or a redemption order, and keep a permanent record of who did what. Each item records who completed it and when. A named reviewer then signs the checklist off.
Note: Checklists are available on accounts where Caruso has enabled them. Contact Caruso Support if you do not see Checklists in the navigation pane.
How checklists work
A checklist template defines the items to check. Each template applies to one record type.
You add a checklist to a record from that record's Checklists tab, choosing a template and a reviewer.
Your team ticks each item, or marks it not applicable with a reason.
When every item is done, the checklist goes to the reviewer, who completes or declines it.
Create a checklist template
In the navigation pane, select Settings, then Checklist Templates
Click Add checklist template
Enter a Name and, optionally, a Description
In Applies to, select the record type this template is for
Click Create template
The template opens in the editor as version 1, with no items yet.
Note: A template does not appear when adding a checklist until it has at least one item.
Record types a template can apply to
Investment Application, Redemption Order, Transfer Order, Investing Entity, Contact, Fund, Distribution Batch, Redemption Batch, Issuance Batch, Adviser Payment Batch, Capital Call Batch, Statement Batch and Email Batch.
Important: Applies to cannot be changed once a checklist has been created from the template.
Add sections and items
Items sit inside sections, so add a section first.
In the template editor, open the add menu in the Items section and select Section
Enter a Section name and save. The section number is assigned automatically.
Open the add menu again, select Item, and complete the following:
Section: the section the item belongs to
Control point: what must be true
Audit evidence: the evidence required
Instructions (optional): step-by-step guidance for whoever completes the item. You can use headings, numbered lists and bulleted lists.
Click Add item
Drag sections and items to change their order.
Note: Every change to a template's name, sections or items creates a new version. Checklists already created keep the version they started with.
Cancel, reactivate or delete a template
Click the ellipsis (...) next to the template, or use the actions at the top of the template editor
Select Cancel to hide the template from new checklists. Existing checklists are not affected. Select Reactivate to make it available again.
Select Delete to remove a template permanently. You can only delete a template that has never been used. Cancel a used template instead.
Add a checklist to a record
Open the record, for example an investment application, and go to the Checklists tab
Click Add checklist
Select a Template. Only active templates for this record type are listed.
Select a Reviewer
Click Create checklist
The checklist appears on the record's Checklists tab with its status, reviewer and progress. The tab shows a warning icon while a record has open checklists.
Note: If no templates are listed, create an active template for this record type in Settings › Checklist Templates.
Complete checklist items
Open the checklist from the record's Checklists tab. Items are grouped by section, and each section shows how many of its items are done.
Tick an item when it is done. Your name and the date and time are recorded beside it.
Mark an item not applicable if it does not apply to this record. Click the Mark not applicable icon, enter a Reason and confirm. The item shows N/A with the reason, your name and the time. Select Clear not applicable to undo this.
View instructions opens the item's instructions in a side panel, where you can also copy them.
Note: The checklist's reviewer cannot tick items. Items can only be changed while the checklist is In Progress.
Send a checklist for review
When every item is ticked or marked not applicable, click Ready for review. The checklist moves to Awaiting Review and can no longer be edited.
While a checklist is in progress or awaiting review, you can also:
Change reviewer: choose a teammate who has not worked on the checklist
Cancel checklist: stop the checklist and keep it as a record. No reason is required.
Review a checklist
Only the assigned reviewer can complete or decline a checklist. When a checklist is ready, the reviewer receives a task linking to it.
Open the checklist and review each item
Click Complete review to save the checklist as a permanent, read-only record, or Decline to return it to the team
Enter a Comment. A comment is required either way and is saved on the record.
A declined checklist cannot be reopened. To submit again, add a new checklist to the record.
Find checklists across your records
In the navigation pane, select Checklists under Registry to see every checklist in one list. It opens on checklists that are In Progress or Awaiting Review. Use the Status and Record type filters, or search, to find others.
Checklist statuses are In Progress, Awaiting Review, Complete, Declined and Cancelled.
Tips
Write the Control point as a statement that must be true, and the Audit evidence as the document or check that proves it. This makes the completed checklist easier to audit.
Use Instructions for anything a new team member would need to complete the item without asking.
Choose a reviewer who is not completing the items, so sign-off is independent.
If you have any questions or need help at any stage, please contact our Caruso Support team either by email or live chat.