Checklist Task activity

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of Checklist Task activity

    The Checklist Task activity in ServiceNow Playbooks prompts agents to complete all items in a task checklist. It enables structured task management by associating checklist items with a specific task record, ensuring clear ownership and progress tracking.

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    Key Features

    • Role-based access: Available to users with admin, playbook.admin, or pdauthor roles for adding to playbooks.
    • Common properties configuration: Customize activity behavior with inputs like Label, Description, Run Condition, and Start Rule to control when and how the activity runs within a playbook stage.
    • Start Rule options: Define activity start triggers such as when the stage starts, after specific activities, or after specific stages, with optional delays.
    • Checklist-specific inputs:
      • Checklist Owner: Assigns a user responsible for the checklist.
      • Checklist Items: Defines the list of tasks to be completed.
      • Checklist Name: Sets the display name of the checklist.
      • Task reference: Associates the checklist with a particular task record, enabling checklist visibility and state tracking on that task.
      • Show SLA: Optionally displays SLA countdown details for the task.
      • Can Skip: Allows agents to skip the checklist if enabled, with options to restrict skipping permissions to specific users or groups.
    • Skip assignment controls: Specify which users or groups can skip the activity when skipping is enabled, enhancing control over workflow progression.
    • Outputs: Provides a reference to the updated task record after activity completion, enabling data flow to subsequent playbook activities.
    • UI Layouts: Configure how the activity appears during playbook execution for improved user experience.

    Practical Benefits

    By using the Checklist Task activity, ServiceNow customers can:

    • Ensure agents systematically complete all checklist items tied to a task.
    • Maintain clear ownership and accountability through the Checklist Owner field.
    • Integrate checklist progress directly into task records for centralized tracking.
    • Enhance playbook flexibility with conditional execution, start rules, and skip options tailored to organizational needs.
    • Provide transparency on SLA adherence with optional countdown visibility.

    Prompt an agent to complete all items in a task checklist.

    The key inputs for this activity are the Checklist Owner, Checklist Items, and Checklist Name fields under the Inputs section.

    Roles and availability

    This activity is available as a common activity. Users with the admin, playbook.admin, or pd_author can add this activity to a playbook.

    Common properties

    These properties are common to all to activities in Playbooks.

    Open the activity properties panel and configure your activity to add values for the following inputs. If the input value varies, use the pill-picker to show where to get the value. To learn more about the pill-picker, see Dot-walking examples.
    Input Type Description
    Label String Title to display as activity and playbook card.
    Description String Information to display about activity usage or outcome.
    Run condition Condition Builder Conditions that must be met to run an activity or stage. You can use data from prior activities to build conditions.
    Note:
    Select Show additional options to see this field.
    Start Rule Choice Under Schedule > Start Rule, select a start rule for when your stage should start running:
    • When process starts: Your stage starts running as soon as the playbook starts.
    • After specific stages: Your stage starts running after specified stage(s) have finished running.
    Under Schedule > Start Rule, select a start rule for when your activity should start running:
    • When stage starts: Your activity starts running as soon as its stage starts running. Your stage starts running when your playbook is triggered.
    • After specific activities: Your activity starts running after specified activities have finished running.
    Start with delay True/False Option to wait for a duration of time before running an activity or stage. When enabled, this input displays the Start with delay input properties.
    Note:
    Select Show additional options to see this field.

    Inputs

    After configuring the required inputs for your activity, you can also choose to configure additional inputs. In the side panel, select Show additional options to display these advanced inputs. For more information, see Activity experience.
    Input Type Description
    Skip Assignment Group Reference.Group [sys_user_group] Group that is allowed to skip this activity when Can Skip is enabled.
    Note:
    If Can Skip is enabled, and you do not specify a Skip Assignment Groupor Skip Assigned To, all users will be able to skip this activity.
    Skip Assigned To Reference.User [sys_user] User that is allowed to skip this activity when Can Skip is enabled.
    Note:
    If Can Skip is enabled, and you do not specify a Skip Assignment Groupor Skip Assigned To, all users will be able to skip this activity.
    Checklist Owner Reference.User [sys_user] The user who owns this checklist.
    Checklist Items String The items you want display in your checklist.
    Checklist Name String The name to display for the checklist.
    Task Reference.Task [task]

    Reference a record to associate with the checklist activity. The checklist is also displayed in the associated task record.

    Note:
    When a specific task record is associated with the checklist, the state of the checklist does not change if you run the playbook again. When you don't provide a specific task record, a new private task record is created for each run.

    Checklist in a task record
    Show SLA True/False Option to show SLA countdown details for the task.
    Note:
    Select Show additional options to see this field.
    Can Skip True/False Option to allow agents to skip the checklist and to continue through the playbook.

    Additional properties

    Move stuff here.

    Outputs

    These outputs can provide data to other activities in your playbook. You can access this data as activity inputs when you configure your activity:
    Output Type Description
    Checklist Task Reference.Task [task] Task record that updates when this activity completes.

    UI Layouts

    Set properties for how the activity renders during a playbook run.