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Add a Checklist

In LadVen OS, a checklist helps break a task into verifiable steps and understand progress quickly without reading the whole discussion. It is useful both when creating a task and when refining work later in the task drawer.

Use a checklist not as a second task description, but as a list of actions by which the result can be accepted.

Checklist workflow

The diagram shows the path from stages to verifiable items, proof files, and acceptance by progress.

When to Use​

Add a checklist if:

  • the work repeats by a clear process;
  • the result depends on several required steps;
  • several participants execute the task;
  • work stages need to be separated from discussion in comments;
  • the task needs proof of completion: screenshots, documents, intermediate files.

If the task has only one obvious action, a separate checklist is usually unnecessary. It is better to describe the result in the task title and description.

For a manager, the checklist is especially useful where the task must be done the same way every time: launching a campaign, preparing a contract, accepting a layout, handing a client from one department to another, or closing a financial period. In such tasks, the checklist turns the manager's expectations into a clear order of work and reduces the risk that the assignee will miss a required step.

Do not use the checklist for thoughts, discussions, or long instructions. If you need to explain context, keep it in the task description. If you need to discuss a decision, use comments. The checklist should contain only actions that can be checked.

What a Checklist Consists Of​

A checklist has several levels:

  • checklist block with total progress: how many items are done out of the total;
  • groups for work stages;
  • items that can be marked as done;
  • nested items for substeps;
  • priority for an item or group;
  • attachments for a specific item;
  • numbering settings.

A group helps separate stages, for example "Preparation", "Approval", "Publication". Items inside a group should remain independent verifiable actions.

How to Add Items​

  1. Open the task or create a new one.
  2. Go to the checklist block.
  3. Add the first item or group.
  4. Write the items in execution order.
  5. Add nested items if needed.
  6. Save changes or make sure they synchronized automatically.

An item should answer the question: "What exactly can be marked as done?" Good: "Check the client's legal details." Poor: "Check legal details, send the contract, and wait for a reply." In the second case, make three separate items.

Groups and Nesting​

Use groups for large stages and nesting for substeps inside one result. Do not make the structure deeper than the assignee needs for work.

Good structure:

  • group "Preparation";
  • item "Collect source documents";
  • nested items "Request contract", "Check legal details", "Attach final version".

Poor structure:

  • a group for one item;
  • nesting where each item depends on the neighboring item only visually;
  • long wording that must be reread before marking the item done.

If an item can be completed independently, leave it on the same level as the others. If an item is proof or clarification for a step, make it nested.

Practical rule: one level is for the stage, the next level is for verifiable actions, and nested items are for clarifications or proof. If the manager has to open several levels to understand overall progress, the structure is too deep.

Two levels are enough for most tasks:

  • group as the work stage;
  • items inside the group as actions that can be completed and accepted.

Use a third level only when substeps really help avoid missing important details. For example, the item "Review the contract" can contain nested items "Check legal details", "Check payment terms", "Attach approved version". But if nested items become independent work for different people, move them to the main item level or create a separate task.

Numbering​

Numbering helps in long and nested checklists: participants can refer to an item by number in comments and check the execution order faster.

Enable numbering when:

  • there are many items;
  • there are nested steps;
  • the execution order matters;
  • the checklist is used for result review.

For a short list of two or three independent items, numbering can be unnecessary. If the task has groups, check how numbering looks inside each group and in the root block without a group.

Item Priority​

Not every item needs priority. Set high priority only for steps that block the result, deadline, or task acceptance.

Examples of critical items:

  • review a legally significant document;
  • get approval before sending something to the client;
  • attach a file without which the task cannot be closed;
  • complete a step on which another participant's work depends.

Do not raise priority on every item. If everything is marked as important, participants stop seeing truly critical steps.

Item Attachments​

Files can be attached not only to the task as a whole, but also to a specific checklist item. This is convenient when a file proves completion of a particular step.

Attach to an item:

  • a check screenshot;
  • a signed or approved document version;
  • a file with the result of a separate stage;
  • an image or material needed only for that item.

Keep general task materials in task files, and point proof in item attachments. Then the reviewer does not need to search which file belongs to which step.

If there are several attachments, check that they can be opened, downloaded, and distinguished by name. For images, open the preview and make sure the needed area is visible.

How to Keep Order​

A good checklist remains useful not only when it is created, but also during the work. Update it when the order of actions changes, a new required step appears, or part of the work is no longer needed.

Keep order this way:

  • place items in the natural execution sequence;
  • move new steps into the right stage instead of always adding them to the end;
  • delete or rename items that no longer reflect the real work;
  • do not mark an item done in advance;
  • if an item is stuck, clarify the wording or add a nested substep with the delay reason;
  • record important decisions in items, not only in comments.

For a manager, the checklist should answer three questions without an extra call: what is already ready, what blocks the result, and which proof can be opened for review. If the answers have to be searched manually in comments and files, the checklist needs to be cleaned up.

AI Draft​

The AI assistant helps quickly assemble a checklist draft from text or an image. It is convenient when you already have a process description, email, screenshot, requirements list, or draft specification.

Working order:

  1. Open the AI assistant in the checklist block.
  2. Paste text or add an image.
  3. Start draft preparation.
  4. Review the suggested groups and items.
  5. Delete unnecessary items, rename unclear items, and only then apply the draft.

An AI draft does not replace human review. Before applying it, make sure the items are short, verifiable, and do not duplicate the task description. If the assistant could not confidently recognize the steps or returned an image warning, clarify the source text and run preparation again.

Saving, Synchronization, and Errors​

When the checklist changes, the system can show intermediate states:

  • item is saving;
  • file is uploading;
  • change is waiting for synchronization;
  • an error occurred and retry is available;
  • action is unavailable because of permissions.

Do not close the task immediately after adding large files: wait until upload is complete. If an item shows an error indicator, retry the action or check access to the task. If marking an item done fails, make sure the item did not remain completed only visually: after refreshing the task, the state should match the real result.

In task creation mode, item attachments can upload after the task itself is saved. After creating the task, it is useful to open it and check that files ended up on the right items.

How to Work with Execution​

Mark an item done only after the step is actually complete. If the task requires review, do not close it only because all items are checked: first make sure the result matches the task description and the required proof is attached.

If an item is worded too broadly, do not mark it partially. Split it into several steps and mark only the completed parts.

To discuss a specific item, quote the item in a comment. This lets participants see which step is being discussed without extra explanation.

A closed checklist is not the same as an accepted result. Before closure or acceptance, the manager checks not only percentages but also meaning: whether the result matches the task description, final files are attached, a final comment exists, and no new requests remain without a related task.

If all items are closed but the final file is not attached or the comment does not explain a limitation, it is better not to accept the task silently. Ask the assignee to add proof or record the new scope in a separate related task.

Examples of Working Checklists​

For a simple execution task:

  • get source data;
  • prepare the result;
  • attach the final file;
  • send for review.

For a task with acceptance:

  • group "Preparation": collect materials, check access, clarify acceptance criteria;
  • group "Execution": do the work, attach intermediate proof, fix comments;
  • group "Acceptance": attach the final result, get confirmation, close the task.

For a cross-department task:

  • group for the department that prepares source data;
  • group for the department that does the main work;
  • group for the department or manager who accepts the result.

Do not turn these examples into a rigid template for all tasks. The purpose of the checklist is to make specific work transparent, not to fill the drawer with identical formal items.

Good Practices​

  • Keep items short and verifiable.
  • Use groups for stages, not decorative separation.
  • Leave the root block without a group for single or quick items.
  • Enable numbering for long and nested lists.
  • Set high priority only for critical steps.
  • Attach proof to a specific item, and keep general materials in task files.
  • Before applying an AI draft, remove unnecessary and vague items.
  • Do not hide important decisions only in comments: if a decision affects execution, add or update an item.

What to Check After Saving​

  • total progress shows the correct number of done and total items;
  • groups expand and collapse as expected;
  • nested items are under the right parent item;
  • numbering does not break the reading order;
  • priorities are set only where they are really needed;
  • files open on the right items;
  • there are no loading or error indicators;
  • after refreshing the task, the checklist kept its structure and completion marks.

Common Mistakes​

Duplicating the task description. A checklist should show execution steps, not repeat a long description.

Mixing several actions in one item. If an item cannot be clearly marked done, split it.

Creating overly deep nesting. The assignee should quickly understand the next step without reading the tree as an instruction.

Using groups without meaning. A group is for a stage or logical block, not visual decoration.

Attaching all files to the task when they relate to different steps. Proof for a specific action is better kept in item attachments.

Applying an AI draft without review. An automatically created list can contain unnecessary, repeated, or too-general items.

Ignoring synchronization errors. If a change was not saved, participants will see an outdated checklist and may accept incorrect progress.

Screenshots Needed for Documentation​

Public checklist documentation benefits from screenshots that show not only the add button, but the working logic.

Needed states:

  • empty checklist block in a new task;
  • checklist with groups, nested items, and total progress;
  • numbering enabled and disabled;
  • item with high priority and an attached file;
  • AI draft before applying and result after editing;
  • loading or attachment error state on an item;
  • mobile view of a long checklist;
  • dark theme for the same scenario as the main light screenshot.

Screenshots must not contain real personal data, commercial documents, private client names, or internal comments. Use demo tasks with clear item names: "Review the contract", "Attach final version", "Get approval".