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Improved Checklist Calculation with Sharing Settings
Always an up-to-date overview of the checklist status, regardless of document permissions. F104668 | 2026-04
Introduction
Previously, the calculation of the checklist status could fail when sharing settings were applied to documents. Users without specific permissions on privacy-sensitive documents would see an incomplete checklist, even though the required documents were present. With this update, the checklist status is calculated independently of individual document permissions, so the process is no longer interrupted by access restrictions.
Who is this feature relevant for?
- Recruiters
- Back-office staff
- System administrators
Benefits at a glance
- Reliable status display of the complete checklist for all users.
- No more incorrect 'incomplete' statuses caused by missing document permissions.
- Privacy-sensitive documents remain securely protected while the process continues.
Feature explanation
The way the checklist works has been updated so that sharing settings only apply at the level of the linked document itself, and no longer affect the calculation of the checklist status. This means that when a user opens a checklist, the system checks in the background whether the required documents are present, without the user needing direct access to those files.
In practice, a user with limited permissions will now see a correctly calculated status on the main object, such as a Contact. While individual checklist items are marked as completed, the content of privacy-sensitive documents remains invisible to this user. The button to upload documents is also hidden in these specific cases to safeguard the integrity of the file.
This change has also been applied to the flow actions used for automatically calculating checklist items. As a result, status information is consistent and accurate throughout the entire system, significantly improving workflow efficiency without compromising the security of personal data.
Set-up / Implementation time
This improvement is active immediately after the release for all environments where checklists and sharing settings are used; no additional configuration is required.