Generating Checklist Templates with AI

Last updated: August 3, 2026

Creating a checklist template from existing document procedures or text is quick and easy using our AI transcription feature. You can paste text or upload a document, provide custom instructions to guide the AI, and generate your checklist tasks in one click.

How to Generate a Checklist using AI

Option 1: Upload Multiple Documents > Convert to Checklists

  1. Go to Documents > Upload Multiple

  2. Select the Document Category

  3. Under Document Handling, toggle to Convert to Checklists.

  4. (Optional) Enter custom instructions in the AI instructions field (up to 4,000 characters).

    1. Tip: You can guide how the AI formats or filters the tasks—for example, "Ignore cover pages and headers" or "Format safety steps as required tasks."

  5. Choose Files

  6. Upload

Option 2: Create a single Checklist or Edit an Existing one.

  1. Go to Documents > Checklist Templates and select an existing template to Edit (or create a new one).

  2. Locate the Generate checklist with AI section at the top of the editor page.

  3. Choose your source type:

    • Paste text: Copy and paste procedure steps, work instructions, or notes directly into the text box.

    • Upload file: Select a supported document file (such as a PDF) from your computer.

  4. (Optional) Enter custom instructions in the AI instructions field (up to 4,000 characters).

    Tip: You can guide how the AI formats or filters the tasks—for example, "Ignore cover pages and headers" or "Format safety steps as required tasks."

  5. Click Generate checklist.

Reviewing and Approving Transcribed Checklists

  1. Once you have uploaded your files, you will see Documents Uploaded: Upload Successfully Completed

    • You will also see a link for View Documents List: This takes you to the documents that are currently pending for transcription. 

  2. Note: A URL is created here; you can copy that URL to view this batch once you navigate from the page i.e. company.leading2lean.com/documents/batch/41/ or search the documents under Import Batch if you know the number. 

  3. When the transcription status is complete, if you do not see a pending revision, please view the document history and select the revision in order to preview the transcribed checklist template and approve and/or publish.

  4. This gives you a chance to go in and view the newly created checklist and make any changes you want to specific settings and/or question tasks.  (Note: this will upload dates, short fields, and task descriptions.  We do not upload tables, images, or videos.)

  5. You will be brought to the status page where you will see the document Pending until it's Complete. If you open the document before it is complete, you may see a failure error.

Frequently Asked Questions

Will transcription start as soon as I paste text or upload a file?

No. Transcription will not start until you review your input, set any optional AI instructions, and click Generate checklist.

Can I add instructions before selecting a file or pasting text?

Yes! You can add or edit your AI instructions at any time before clicking Generate checklist. Your instructions will stay in place even if you switch back and forth between pasting text and uploading a file.

What happens if the AI generation fails?

If an error occurs (for example, if a PDF contains no readable text), an inline message will appear explaining the issue. Your pasted text, uploaded file, and custom instructions will be saved so you can adjust them and click Try again without losing your work.

How do I know if my custom AI instructions were used?

Once the checklist is generated, a confirmation message will display above the new tasks confirming whether your custom instructions were applied.

Prior to uploading the documents, you will want to make sure you have your document categories created.