How to display checklist dynamically based on project phase or project state

[BiancaK]

Good day 

I am trying to achieve the below:

I would like to display a specific checklist template based on the current project phase. 

For example, if the project is in the initiating phase then display checklist 1. If the the project phase is planning then display checklist 2 etc 

I have followed this article to automatically display the checklist, by using a BR:

https://www.servicenowelite.com/blog/2019/1/30/auto-generate-checklists

But this hard codes a specific template. I would like it dynamic and a check should first be done to see what phase the project is currently in. 

Any assistance would be appreciated. 

Thanks

#spm 

#strategic portfolio management

#project portfolio management

[Allen Andreas]

Hi,

There's a few other ways to go about it, such as by using project tasks or perhaps a playbook, which is more of a modern way to help support fulfillment.

In any case, you could still pursue what you've been using, but expand the functionality to first review the phase of the project and use template A or B or C, accordingly.

The previous checklist record would probably have to be deleted (unless you're adding to it) and then the new one added. I'm unsure of the specifics of what all you have going on, but the concept of what you're using now could be dynamic, you just need to check the phase, then do x or y or z (taking into account that there may already have been a checklist associated with that record based on a previous phase...and so I'm sure you'd want to remove those pieces and show net new).

[BiancaK]

Hi Allen

Thanks

I had explored the thought of Project tasks but prefer having the Checklist tab. I had also looked at Playbooks  and read these articles: https://docs.servicenow.com/bundle/vancouver-build-workflows/page/administer/workspace/concept/playb... and https://developer.servicenow.com/blog.do?p=/post/playbooks-getting-started/ 

I am not familiar with Playbooks as yet but I will try and explore how to achieve this with PPM 

Thanks

[Allen Andreas]

Hi @BiancaK 

I'm glad my reply above seemed to be Helpful.

As mentioned, you can still pursue what you're currently doing with the business rule, it's just going to need a bit more work to it to first check the project phase, then remove any previous checklist pieces that may have already been there, then apply the right template for the phase as you'd like.

Otherwise, yes, playbooks may be a better option to consider.

If my reply ends up guiding you towards a solution, please consider marking it as "Accept Solution".

Thanks!

[BiancaK]

Good day ServiceNow community 

I have implemented the Checklist requirement by using a Flow. 

Here is the requirements:

1. Auto populate the checklist when the Project form is created (new project is created) - this is working fine. When a new project is created the Phase is Initiating and the Checklist template "Initiate phase checklist" is displayed on the form:

2. When the Phase is changed to Planning - the same "Initiate phase checklist" is still showing.

However, my requirement is when the Phase is changed to Planning then the Checklist template "Plan phase checklist" should display

Here is the flow I configured: