Page Comparison

Understanding Global Checklists

Checklist for Jira Enterprise allows you to create Global Checklists that span several Jira projects and are automatically applied to and kept up to date on selected issues.

Global Checklists can be used to standardize processes across multiple projects.

Global Checklists configuration

Global Checklists are created and managed at the admin level. They have a Context (similar to a field context in Jira) that defines which projects and issue types the Checklist will be applied to.

Global Checklists usage / features

• Global Checklist will automatically be shown on any issues meeting the Context (of the designated Projects and Issue types).

• Jira users cannot add, edit or delete items on Global Checklists from an issue page. They can only toggle/complete the checklist items

• Jira users cannot manipulate Global Checklist items through API and Checklist Text field. That is only available for local checklists.

• Global checklist are live. Existing open issues where a Global checklist has been applied will automatically reflect any changes made a Jira administrator makes to the checklist (such as renaming the checklist, adding, editing or deleting checklist items). Issues that are in a DONE status category (such as DONE, RESOLVED, CANCELED, etc.) will not reflect changes made to the Global checklist.

• When issue is closed (move to DONE status category) Global Checklist is locked on that issue - any changes made to the Global Checklist (new items, modified text, etc.) will not be visible on closed issues (unless reopened). Users will still be able to toggle the status of Checklist items on closed issues.

• Metadata custom fields (Checklist Progress, and Checklist Percent Progress) reflect combined status of both Global and Local checklists on the issue. So the total checklist progress can be shown on the Jira issue, board cards, etc.

• Issues can have both Global and Local checklists.

• Global Checklists are not stored in Checklist Text field so Global Checklist items cannot be changed through API and Checklist Text custom field.
  The reason is that Global Checklist items are defined globally and they can be toggled only on the issue level (but not added or deleted). Checklist Text allows for full modification and for that reason Checklist Text is compatible with local checklists but not Global Checklists.

Creating a New Global Checklist

1. Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.

2. Click Add Checklist Or Create global checklist (when there are no global checklists already).

3. Click on the name of the newly create checklist and changed it from Unnamed checklist #X to something you like. Press the Enter key to save the name.

4. Enter the items to be included in the checklist.

   

5. New global checklists are not applied to any project or issue types by default. Click Edit context to configure the projects and issue types you want the checklist to be applied to.

6. To apply the checklist only to specific projects, switch the Apply to all toggle off and select the indicated projects. Click Save.

   

7. To apply the checklist only to specific issue types, click on the Issue types tab. Switch the Apply to all toggle off and select the indicated issue types.

   

8. Click Save.

Editing Global Checklist Items

1. Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.

2. Select the checklist from the list on the left.

3. Add, edit or delete checklist items as indicated.

   

Editing Global Checklist Context

1. Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.

2. Select the checklist from the list on the left.

3. Click Edit context.

4. Select the projects tab and/or the issue types tab as indicated and make the changes.

5. Click Save.
   

Deleting a Global Checklists

1. Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.

2. Select the template from the list on the left.

3. Click Delete.

4. Click Delete to confirm that you want to permanently delete the checklist.

   

Synchronize Global Checklists

Checklists are kept in sync with Jira in order to ensure the functionality of:

• Checklist metadata (Completeness, Progress, Percent Progress, etc.)

• Jira entity properties used by workflow post functions and validators

• Entity properties and custom fields used in Jira automation rules.

Changes made to a Global Checklist automatically trigger a resync of the checklist with Jira. However, there are some circumstances that require a resync to be triggered manually:

• If you choose to downgrade from Enterprise to Pro/Free you will need to navigate to Jira Settings > Apps > Global Checklists and use the Synchronize Global Checklists button to trigger a resync after you are on the Pro/Free version. Global Checklists are not available in Issue Checklist Pro/Free. As part of the downgrade, Global Checklists will be removed. The resync will ensure that associated entity properties, metadata and custom fields are updated.

• If you used the Enterprise version in the past, then downgraded to Free or Pro, and are now re-installing Enterprise, then a resync will need to be performed. This will allow previously used Global Checklists to be reinstated according to their contexts. Navigate to Jira Settings > Apps > Global Checklists and click the Synchronize Global Checklists button to resync.