In this article, we will review how to configure and use Gate Checklists in PPM Express Process Management.
Gate Checklists let organizations define activities, requirements, or deliverables that must be completed before a project moves to the next stage.
With this functionality, administrators can establish standardized requirements for project stages, while project managers can track their completion and, if permitted, add checklist items at the project level.
Enable Gate Checklists for a Process Stage
Gate Checklists are configured on the Process Management page by PPM Express Administrators.
To enable a gate checklist for a stage, follow these steps:
- Navigate to Settings -> Process Management.
- Open the process where you want to configure Gate Checklists.
- In the Stages section, select the required stage and open it for editing.
- Navigate to the Gate Checklist tab.
- Enable the gate checklist functionality for the stage.
- Click Add Gate Checklist.
- Enter the item name. Optionally, provide a description.
- Specify whether the item is required.
If required, the item must be completed before the project can proceed to the next stage.
- Administrators can also control whether project managers can add and manage checklist items at the project level.
When the option is enabled, users with the appropriate project editing permissions can add gate checklist items directly within the project's Process section.
When the option is disabled, the gate checklist structure is defined centrally at the process level.
Project managers cannot add new checklist items at the project level. However, authorized users can still mark existing items as completed.
- Save the stage configuration.
Repeat these steps for each stage where you want to use a gate checklist.
Gate Checklists can be enabled independently of stage approvals. This means that a stage can have a checklist even if no approval is required for the transition.
View and complete Gate Checklists
Once a process with Gate Checklists is assigned to a project, the configured checklist items become available in the project's Process section.
To view and complete a checklist:
- Open the required project.
- Navigate to the Process section.
- Locate the stage with a configured checklist.
- Click Open Gate Checklist.
- Review and mark the completed checklists.
- Save the changes.
The gate checklist opens and displays the items configured for the selected stage.
Users can review the checklist and mark items as completed as the corresponding requirements are fulfilled.
PPM Express provides visual indicators to help users track checklist progress.
In the Process section, stages with Gate Checklists display a checklist indicator.
A Gate Checklist column is also available in the List view, displaying checklist completion progress.
The indicator shows how many checklist items have been completed out of the total number of items.
Gate Checklist indicators are informational. To complete checklist items, users need to open the checklist using the Open Gate Checklist action.
Add Checklist Items at the Project Level
If the administrator has enabled the Project Manager can edit the Gate Checklist at the Project level option on the Process Management page, authorized users can add checklist items directly to the project.
To add an item:
- Open the required project.
- Navigate to the Process section.
- Locate the stage where you want to add checklist items.
- Click Open Gate Checklist.
- Click Add Checklist Item.
- Enter the item details and specify whether it is Required or Optional.
- Click Apply, then Save the changes.
The new item becomes part of the checklist for that stage in the selected project.
This is useful when different projects require additional activities or deliverables that are not included in the standard process configuration.
Gate Checklists can be used together with stage approval functionality to provide an additional level of project governance.
For example, an organization may configure a Planning stage with the following requirements:
- Complete all required checklist items.
- Submit the stage for approval.
- Receive approval from the assigned approvers.
In this scenario, the checklist helps ensure that the necessary activities have been completed, while the approval workflow provides formal authorization to proceed.
When both features are configured, the project must satisfy the applicable checklist and approval requirements before advancing.
This allows organizations to combine operational readiness checks with formal governance decisions.
The following permissions apply to Gate Checklist functionality:
PPM Express Administrator can enable Gate Checklists for process stages, configure checklist items at the process level, enable or disable project-level checklist editing, and skip stages containing incomplete Required checklist items.
Users with project editing permissions can mark checklist items as completed and add checklist items at the project level if project-level editing is enabled.