About GravityBoard Checklists
This guide covers everything you need to know about using checklists in GravityBoard, from basic setup to advanced features.
Table of Contents
- Overview
- Enabling Checklists
- Checklist Permissions
- Using Checklists
- Checklist Features
- Gravity Forms Entries Table Integration
- Export and Import
- Developer Information
- Troubleshooting
Overview
Checklists in GravityBoard allow you to add task lists to cards, making it easy to track progress on multi-step processes. Each card can have multiple checklist items that can be checked off as they're completed.
Enabling Checklists
To enable checklists for your board:
- In the WordPress sidebar, navigate to Forms. Click on the form you want to edit, then go to Settings, and choose GravityBoard from the submenu
- Edit your board feed or create a new one
- Go to the Checklists tab
- Toggle "Enable Checklists" to ON
- Configure permissions (see below)
- Click Save Settings
Checklist Permissions
GravityBoard provides two permission levels for checklists:
View Checklists Permission
Controls who can see checklists on cards. Options include:
- Disabled for Everyone: No one can see checklists
- Everyone (including logged-out users): Public access
- All Logged-in Users: Any authenticated user
- Specific Gravity Forms capabilities: Based on form permissions
- WordPress Roles: Specific roles like Administrator, Editor, etc.
Edit Checklists Permission
Controls who can add, edit, delete, and check/uncheck items. Same options as viewing, but typically more restricted.
Best Practice: Set viewing permissions broader than editing permissions. For example, allowing all logged-in users to view, but only editors and above to edit.
Using Checklists
Adding Checklist Items
- Open a card by clicking on it
- Scroll to the Checklists section (below the main card content)
- Click "Add an item" or press the + button
- Type your checklist item and press Enter
- The item is automatically saved
Editing Checklist Items
- Click the text of any checklist item
- Modify the text in the input field
- Press Enter to save or Escape to cancel (or click the visible Save and Cancel buttons next to the field)
- Changes are saved automatically
Checking/Unchecking Items
- Click the checkbox next to any item to toggle its completion status
- Use the spacebar when the checkbox is focused (keyboard navigation)
- Progress is shown as a percentage at the top of the checklist
Deleting Items
Note: Unlike cards, checklist items are deleted without any confirmation.
- Click the delete icon (trash can) aligned with the item
- The item is permanently removed
Reordering Items
- Click and drag a checklist up or down to its new position
- See the border representing where the checklist item will be placed
- Release to drop the item
- The new order is saved automatically
Checklist Features
Progress Tracking
- Visual progress bar shows completion percentage
- Item counter displays "X of Y completed"
- Real-time updates as items are checked/unchecked
- Color coding: Progress bar changes color based on completion
Display Checklist Progress in Gravity Forms Entries
Checklists are integrated into the Gravity Forms entries table:
Adding the Column
- In the WordPress sidebar, navigate to Forms, click on your form, and then select Entries
- Click the column selector (gear icon)
- Find "GravityBoard Checklists" in available columns
- Drag it to your selected columns
- Click Save
Column Features
- Progress display: Shows "☑ 3/5 (60%)" format
- Clickable links: Click to jump to the checklist inside the entry details
- Searchable: Filter entries by checklist content
- Sortable: Sort by completion percentage
Searching Checklists
- Use the search field in entries table
- Select "Any form field" or "GravityBoard Checklists" as the field
- Enter keywords from checklist items
- Results show all entries containing those keywords
Export and Import
Exporting Checklists
When exporting entries (CSV, Excel, etc.), checklists are included:
- Format: Each item on a new line with
☑
for completed and☐
for incomplete - Example output:
☑ 2/5 (40%) ☐ 0/2 (0%)
Importing Checklists
Currently, checklists cannot be imported directly. Items must be added manually after import.
Troubleshooting
Checklists Not Appearing
- Verify checklists are enabled in board settings
- Check user permissions - ensure you have view permission
- Clear browser cache if recently enabled
- Check JavaScript console for errors
Can't Edit Checklists
- Verify edit permissions in board settings
- Ensure you're logged in with appropriate role
- Check if board is read-only for your user role
Items Not Saving
- Check internet connection
- Verify form permissions haven't changed
- Look for JavaScript errors in console
- Try refreshing the page
Developer Information
Hooks and Filters
Refer to the GravityBoard Developer Hooks doc.