Handover checklists

Use Administration → Handover checklists to control what must be recorded before an accepted order moves to delivery or scheduling. The Orders module must be enabled under Administration → Company before users can start handovers.

Each checklist can be available for Quote Control quotations, External orders or both. The order-start dialog lists only active published versions that match the selected source. Quote Control has one company default, not a separate default for each source.

Build a draft

Each checklist contains ordered sections and controls. A control can be:

• a confirmation;
• a Yes/No decision;
• a short text reference; or
• a sign-off by a Quote Control user or a named external person.

Use Show this control to reveal a follow-up only after an earlier confirmation or decision. Mark a control Required before handover when an active handover cannot complete without it. Optional controls remain available but do not block completion.

A sign-off can require earlier controls, restrict the allowed Quote Control roles and require a supporting reference. For two signed-in approvals, use Independent from to require a different user from an earlier sign-off. External sign-offs record a named person but cannot use the independent-user rule.

Drag controls or sections to reorder them; the arrow actions provide the same result without dragging.

Save the draft after reviewing the validation message. Quote Control rejects duplicate identifiers, forward conditions, invalid sign-off prerequisites and checklists with no required controls. If another administrator saves the same draft first, refresh before applying your changes again.

Publish and choose the default

Publishing creates an immutable version. A published checklist can be made the company default, and a user can choose another applicable published checklist when starting an order. Quote Control quotations and External orders can have different available checklists.

Changing a draft never changes an order already in progress. Each order pins the exact published checklist version selected when it starts. Publish a new version for future orders, then make it the default if appropriate.

Effect on existing work

Publishing appends an immutable version. It does not replace an earlier version or change an active, waiting or completed handover. Those handovers retain the exact checklist name, version, sections, controls and sign-off rules selected at creation.

Inside an active handover, changing an answer that controls a conditional branch clears responses that become hidden and invalidates sign-offs that depended on them. The handover cannot complete until the newly active required controls are complete.

Duplicate or archive

Duplicate an established checklist before making substantial changes. Archiving removes it from new-order selection while keeping historical orders, PDFs and audit records readable. Choose another default before archiving the current default.

Sign-off records

An authenticated sign-off stores the signed-in user’s identity and time. An external sign-off stores the name entered by an authorised order owner or administrator and, when required, its supporting reference. It is labelled as a recorded external sign-off rather than an authenticated signature.

Download the order checklist PDF for a portable record of the pinned version, responses and sign-offs.