Checklist Module — Build Brief v2 for Zane-SF Corp

1. Functional spec — what the module does (v2)

One-paragraph summary

Admins maintain a small Item Master (each item = name, section, positive wording, negative wording, optional "image required if negative"). Admins build Configurations that select which items apply for a given Frequency × Vehicle Type, with per-item Mandatory toggle. A driver opens the checklist form → it reads the active config → it prefills a single inspection subform, one row per item from the config → driver answers Positive/Negative on each row, uploads images where required, signs and submits. Validation, failed-checks emails, and SMS all iterate the subform — no per-item code anywhere.

The cast of forms (v2)

MC = Motorcycle · LP = Light Passenger/Commercial · MCV = Medium Commercial · HCV = Heavy Commercial.

Phase 1 — Admin sets up the catalogue

a. Item Master. Each inspection item is one record with just five fields: Item Display Name, Section (fixed list of 7), Positive Outcome Wording, Negative Outcome Wording, Image Required On Negative. Wording is the natural language the driver sees and the email recipient reads — e.g. positive = "no scratches", negative = "scratches". End users can add their own items here with no code change anywhere.

b. Configuration. A configuration binds Frequency (Daily / Weekly / Monthly / Ad Hoc) and optionally Vehicle Type to a curated list of items. Two modes: Frequency + Vehicle Type (the common case) and Frequency Only (Ad Hoc and cross-vehicle setups). Section 3 of the Configuration form is a subform — one row per item the config includes. Each row has a Lookup to Item Master and an "Is Mandatory" checkbox. Presence of a row = the item is included; no separate "Is Included" flag.

c. Reporting. Section 2 of the Configuration form covers who receives reports, when (on submit / daily / weekly / monthly / on unsafe), SMS settings, and toggles for negative answers and missed-checklist alerts.

Phase 2 — Driver fills in a checklist

1. Driver opens Add_Checklist_2, scans the vehicle's QR code (or types the registration). Asset Type, the four Associations, Previous Odo, and the linked Driver auto-populate and lock.
2. Started Date-Time auto-fills.
3. Checklist Type auto-selects: 1st of month → Monthly · Mondays → Weekly · otherwise → Daily. Ad Hoc is never auto-selected, but is directly selectable from the dropdown once Override is ticked.
4. Override Checklist Reason — when ticked, unlocks the Checklist Type dropdown so the driver can pick Daily / Weekly / Monthly / Ad Hoc.
5. The form prefills the Inspection Items subform: it queries the active Configuration matching this Vehicle Type + Checklist Type (vehicle-specific wins, Frequency-Only is fallback) and creates one row per item from that config's Section 3 subform. Each row shows the item name, the section, and a question prompt built from the item's positive/negative wording. If no active config matches, the form raises a loud blocking alert and Section 4 stays empty — the driver cannot continue.
6. Driver works through each subform row, picks Positive or Negative, and uploads an image if the row's item has Image Required On Negative = true and the driver picked Negative.
7. Declaration — Safe to Operate (Y/N), auto Sign Datetime, Driver Signature.
8. On submit: validate every row that the config marked Mandatory has an Outcome, and every Negative answer with Image-Required has an image uploaded. Block submit if any are missing — show the specific items.
9. On successful submit, stamp the Asset with "Checklist Type Completed Last", and trigger emails per the active config's Send Failed Checks Report setting (see table below).

Phase 3 — Reporting & alerting

Email body uses each item's Negative_Outcome_Wording verbatim — so the recipient reads "Body Panels: scratches" rather than "Body Panels: Negative". Recipients = the User records in the active config's Who_Should_Receive_The_Reports.

2. Data model — forms & fields (v2)

Form A — Checklist_Item_Master (1 section, 5 fields)

Form B — Checklist_Configuration (3 sections)

Section 1 — Configuration Setup

Section 2 — Reporting & Notifications

Section 3 — Items (NEW — replaces the standalone Checklist_Config_Items form)

Subform row schema:

Form C — Add_Checklist_2 (5 sections, ~14 fields)

Driver-facing form. Build from scratch — there's no v1 of this form on Zane-SF Corp.

3. Workflow logic — three workflows total

v1 had seven Deluge workflows. v2 collapses to three because the subform pattern eliminates the per-field show/hide bookkeeping and the hardcoded validator chain.

4. Step-by-step build sprint

Tick each task as you finish it. Browser remembers your progress. Hit Reset (top right) only if you want to start over.

Step 0 — Setup & audit (15 min)

Step 1 — Reshape Checklist_Item_Master (45 min)

for each itm in Checklist_Item_Master[]
{
  itm.Positive_Outcome_Wording = "OK";
  itm.Negative_Outcome_Wording = ifnull(itm.Negative_Value, "Failed");
  itm.Image_Required_On_Negative = false;
}

Step 2 — Reshape Checklist_Configuration (1 hr)

for each cfg in Checklist_Configuration[]
{
  cfg.Items.clear();
  links = Checklist_Config_Items[Checklist_Configuration == cfg.ID && Is_Included == true];
  for each lk in links
  {
    row = Items();
    row.Item = lk.Checklist_Item_Master;
    row.Is_Mandatory = lk.Is_Mandatory;
    cfg.Items.add(row);
  }
}

Step 3 — Build Add_Checklist_2 (2–3 hrs)

Step 4 — Build the 3 workflows (2 hrs)

Step 5 — Verify the v1→v2 data migration is clean (30 min)

5. Acceptance test

Done means: a fresh test asset can complete a checklist end-to-end with no errors, AND a brand-new user-created item flows through with no code change. Run this top-to-bottom — if anything misbehaves, screenshot and ask before "fixing" it.

6. Open questions to flag

Don't try to "fix" these — they're known design questions Zane is still resolving. If your build hits any, ask before deciding:

1. Tiebreaker order: vehicle-specific config wins, Frequency-Only is fallback. Confirm.
2. Submitted checklist = read-only. No edit/reopen flow.
3. Override-untick re-snaps to today's auto-select rather than re-locking what was selected.
4. QR code parsing: real-world stickers — %-delimited or numeric Asset ID?
5. Driver lookup picks "first linked driver" — fine for single-driver vehicles, ambiguous for rotation. Should the driver self-select?
6. Subform row count limits. Zoho Creator subforms support hundreds of rows in practice, but a 200-row inspection subform on a phone is bad UX. If a config exceeds ~80 items, consider splitting.
7. Image storage on the subform row. Zoho stores subform images on the parent record. Bulk emails attaching all images may exceed the email size limit — confirm send strategy if there are 5+ image-required negatives.

Resolved decisions (do not re-ask)

• Sections — fixed list of 7 (Operational / PPE / Interior / Exterior / Electrical / Drivetrain / Fluids). No section master form. Resolved 2026-04-30.
• Subform radio constraint — radios in a subform share one label set across all rows, so the radio uses fixed "Positive / Negative" values. Per-item wording surfaces as the row's read-only Question Prompt and is used in failed-checks emails. Resolved 2026-04-30.
• Items mechanism — single subform on the Configuration form (Section 3) replaces the old Checklist_Config_Items standalone form. Subform row presence = item is included; no "Is Included" flag. Resolved 2026-04-30.
• Driver-form items mechanism — single Inspection Items subform on Add_Checklist_2 (Section 4), prefilled by Deluge from the active config's Items subform at form load. Replaces the v1 approach of 92 hardcoded fields with show/hide. Resolved 2026-04-30.
• Workflow count — three workflows total (Form_Load, Submit_Validate, Submit_Notify), down from seven. Resolved 2026-04-30.
• Ad Hoc — directly selectable from the Checklist Type dropdown once Override is ticked. Resolved 2026-04-29.
• No active config — form raises a blocking error and prevents the driver from continuing. Resolved 2026-04-29.
• Negative-answer alert thresholds — "When Vehicle Is Not Safe To Operate" = immediate, mandatory negatives + Safe-to-Operate=No only. "On Submit" = include both mandatory and non-mandatory negatives; if both are selected, On Submit wins. Resolved 2026-04-29.