User Dropdown Field in Opener Checklist

Overview

This feature allows Opener Checklists to be assigned to users through role-based user dropdown fields created in Information Manager. Instead of assigning checklists manually or by broad role type, you can now dynamically link checklist tasks to specific contacts defined within each unit — such as an Operations Manager or Local Trainer.

Step 1: Create a Role-Based User Field in Information Manager

This is a one-time setup performed by an Admin. The field you create here will become available for checklist assignment across all units.

1. Navigate to Information Manager
   1. Go to Admin > Information Manager > Form Generator. Select the tab where you want the field to appear.
2. Create a new field
   1. Click Create Field. Set the Field Type to "Multi-Select Dropdown" and select "Role-Based Users Selection" as the Field Option.
3. Select eligible roles
   1. Choose one or more Roles whose members should be available for selection in this field (e.g., Corporate Roles, Product FC Login). Only users with these roles will appear in the dropdown.
4. Name and save the field
   1. Give the field a clear display name (e.g., "Local Trainer(s)" or "Franchise Contact"). Save the field to make it available in Unit Details.

Step 2: Assign Users to the Field in Unit Details

Once the field is created, franchisor users (Corporate, Divisional, or Regional) populate it per unit.

1. Open the Unit record
   1. Navigate to Units > [Select Unit] > Details Tab.
2. Locate the new field
   1. Find the newly created field (e.g., "Local Trainer(s)") in the form.
3. Select one or more users
   1. Choose the user(s) to populate the field. The dropdown lists only users belonging to the roles configured during field creation. Single or multiple selections are supported.
4. Save
   1. Save the unit record. The selected users are now linked to this field and will be referenced for checklist assignment.

Step 3: Configure Checklist Assignment

Admins configure how the field maps to checklist contacts. This can be done at the Admin template level, directly on a Unit, or in bulk across multiple units.

Admin-Level Configuration

When creating or editing an Opener Checklist template:

• Under Contacts, select the role-based user field (e.g., Franchise Contacts) from the dropdown.
• Upon saving, the checklist is automatically assigned to whoever is populated in that field for each unit.
• If no user is assigned to that field on a unit, the checklist task remains Unassigned until a user is added.

Unit-Level Configuration

When adding a checklist directly on a unit record:

• Under Contacts, select the role-based user field.
• Single user: checklist is assigned to that user.
• Multiple users: checklist is assigned to all selected users (comma-separated).
• If only the field header is selected (no user yet), the checklist is created unassigned and will automatically assign once a user is added.

Bulk-Level Configuration

When publishing a checklist across multiple units from Admin > Opener > Checklists > Create Checklist:

• In the Contacts(s) section, the field label (e.g., Local Trainer(s)) is shown instead of a combined user list, since contacts vary per location.
• On publish, the system assigns the checklist to the users mapped under that field for each respective unit.
• Units with no user assigned to that field will have the checklist remain Unassigned.

Filtering Tasks by User Dropdown Field

The Contact(s) filter on the Tasks page has been updated to include the new user dropdown fields.

• Navigate to Opener > Search / Tasks.
• Use the Contact(s) filter dropdown to select a role-based field and/or a specific user.
• The task list will update to show only records matching your filter selection.

FranConnect Mobile App

The Contact(s) field on the mobile app reflects the same assignment logic as the web version. The field is read-only on mobile.

Notifications & Email Alerts

Checklist task notifications follow the same rules as standard assignments, governed by your admin and user-level notification settings.

• Email and in-app notifications are sent to the users assigned via the role-based field.
• If a checklist has multiple users (multi-select field), a separate checklist instance is created for each assigned user.
• Notification types that apply: Checklist Alert Emails, Checklist Completion Emails, Checklist Creation Notifications.
• Location Assignment Notifications are also triggered when a checklist is assigned via this method.

Areas Impacted by This Feature

This feature has updates across the following areas of FranConnect:

Frequently Asked Questions

What happens if no user is assigned to the field on a unit?

The checklist task will be created with an Unassigned status. Once a user is added to that field in Unit Details, future checklists referencing the field will automatically be assigned to them.

Can the same field name exist on multiple tabs?

Yes. If the same field name appears across multiple tabs, the tab name is displayed in brackets to distinguish them. For example: Legal (Agreement) or Local Trainers (Territory).

What if a field has multiple users selected?

A separate checklist instance is generated for each user assigned in the field. All assigned users also receive the relevant email and in-app notifications.

Can I update a contact after the checklist is already in progress?

Updating the role-based field in Unit Details will affect newly created checklists going forward. Checklists already in progress retain their original assignment.

Is this available on mobile?

Yes. The Contact(s) field on the FranConnect Mobile app reflects the same assignment. The field is read-only on mobile — assignments must be managed via the web.