Best approach to automate users having their own individual checklist for testing?
I have a project where an individual tester (end user) will need to complete their own checklist for testing a process. Each individual is assigned a role, so whatever role they are assigned is the template that they will use to checkoff items as tasks are completed.
As seen in the screenshot above, we have an example of one of the checklists assigned to James Bond who is doing testing for the "Telecom Field" role. The Telecom Field role has its own template for those doing testing for that role, while another template will have a role for "Distribution Ops" and so on.
The issue I am running into with this approach is that I feel like it would be too much work manually to send each tester a link to the template in smartsheet and have faith that those testers won't override the templates when they save their own templates in their name. Hopefully that makes sense?
A very simple way to explain what I said above is that the current approach is:
- A link is sent out to testers taking them to the template based on their role (be even better if they didn't have to sign in)
- End users will have to save the template "as new" and begin working on the checklist
- Once they are saved it be great if we can get the information from all those templates onto a single sheet for analysis and dash-boarding purposes. Is there a way to do that easily? Or do I need to put in vlookups for every single checklist that is saved by the user?
- For the step above, the best approach I see is to create a report that gathers data from all the sheets
Based on all of that, I'm wondering if there is a simpler or easier way to do this. And I say that because the end users (testers) are not that familiar w/ Smartsheet so having trust that they won't save (override) the templates don't seem like the best approach to me.
Its very possible that my whole plan could be done better. I am very open to suggestions.