How Do I Link Checklist Tasks To Documents, Policies And Training Items?

Each task in a checklist template can be linked to a document type, a policy, or a training item. These links do not block task completion - they act as signposts so the person actioning the task knows exactly which record they need to interact with.

This feature is available in the online (web/mobile) app. Open HR Suite >> Onboarding & Offboarding >> Checklist Templates, then create or edit a template to reach the task editor.

The three link fields

Below each task's title and description there are three small fields arranged in a row:

• Link doc type (optional) - enter the exact name of a document type configured in HR Suite >> Documents >> Document Types. When the task is shown during a live checklist run, this indicates which document needs to be collected or verified for that step.
• Link policy ID - enter the numeric ID of a published policy from HR Suite >> Policies. You can find a policy's ID in the URL when you open it in the policy editor. Linking a policy here signals that the employee or admin should read or acknowledge that policy as part of this task.
• Link training (optional) - enter the exact name of a training catalogue item from HR Suite >> Training >> Catalogue. This indicates which training course or certification is relevant to the task.

How to add links to a task

1. Go to HR Suite >> Onboarding & Offboarding >> Checklist Templates and click Edit on an existing template, or Create Template to start a new one.
2. Locate the task you want to link, or click Add Task to create a new one.
3. Under the task's title and description fields, enter a value in one or more of the three link fields: Link doc type (optional), Link policy ID, or Link training (optional).
4. The doc type and training name fields accept free text - the value must exactly match the name as it appears in Document Types or the Training Catalogue respectively.
5. The policy ID field accepts a number - enter the ID of the policy, not its title.
6. Click Update Template (or Create Template for a new template) to save.

Tips

• All three fields are optional. Leave them blank if no document, policy, or training item is relevant to that task.
• Spelling must match exactly for doc type and training name links. Copy the name directly from the Document Types or Training Catalogue screens to avoid mismatches.
• Links are stored at the template level. When you start a checklist from the template, each live task instance carries the same link values.
• If the linked document type, policy, or training item is later renamed or deleted, the text value on the task is not automatically updated - review your templates periodically.

For guidance on building the full template structure, see How Do I Build Effective Onboarding And Offboarding Templates? For training catalogue setup, see How Do I Configure Training From Catalogue To Evidence? For policy management, see How Do I Publish Policies And Track Employee Acknowledgements?