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Configure Permissions

Owned by Jennifer Choban
Last updated: Jul 23, 2024
9 min read


By default, users who can view/edit the issue can view/edit the checklist. However, in Checklist for Jira pro enterprise , you can configure custom checklist permissions that are independent of issue permissions.

Checklist Permissions

In Issue Checklist for Jira FREE , users can see/edit the checklist if they can see/edit the issue.

In Issue Checklist for Jira Pro and enterprise this is the default, however, you can choose to customize permissions to control who can  view, add, edit, toggle, and delete checklist items.

Understanding the Custom Work on Checklist Permission

The custom Work on Checklist permission can be used to control who can add, edit, toggle and delete items on local checklists, and who can toggle items on Global checklists, regardless of whether or not the user has Edit issue permissions. Users with these permissions can:

 

Add Checklist Items Permission

Edit Checklist Items Permission

Toggle Checklist Items Permission

Delete Checklist Items Permission

 

Add Checklist Items Permission

Edit Checklist Items Permission

Toggle Checklist Items Permission

Delete Checklist Items Permission

Local Checklists

  • Add items

  • Add checklists

  • Load template in Append mode

  • Save checklist as a template

  • Change item summary

  • Change item description

  • Reorder items

  • Edit checklist name

  • Toggle items (complete / incomplete)

  • Change item status

  • Delete items

  • Delete checklists

  • *Load template in Overwrite mode

Global Checklists

N/A

N/A

  • Toggle items (complete / incomplete)

  • Change item status

N/A

*Loading templates in Overwrite mode requires both Add Checklist Item permission and Delete Checklist Item permission.

Note that to access the checklist Editor, the user must be granted all of the permissions (Add, Edit, Toggle, Delete).

 

Global View Checklist Permission

Permission

required to
Add checklist item

Permission required to

Edit checklist item

Permission

required to 
Toggle

checklist item

Permission

required to 
Delete

checklist item

Global View Checklist Permission

Permission

required to
Add checklist item

Permission required to

Edit checklist item

Permission

required to 
Toggle

checklist item

Permission

required to 
Delete

checklist item

Enabled – Local Checklists

Add Checklist Items

Edit Checklist Items

Toggle Checklist Items

Delete Checklist Items

**Disabled – Local Checklists

Company-managed / Classic projects:

Edit Issues

Edit Issues

Edit Issues

Edit Issues

**Disabled – Local Checklists

Team-managed / Next-gen projects

Member, Agent or Administrator role

Member, Agent or Administrator role

Member, Agent or Administrator role

Member, Agent or Administrator role

Enabled – Global Checklists

N/A

N/A

Toggle Checklist Items

N/A

**Disabled – Global Checklists

Company-managed / Classic projects:

N/A

N/A

Edit Issues

N/A

**Disabled – Global Checklists

Team-managed / Next-gen projects

N/A

N/A

Member, Agent or Administrator role

N/A

**Disabled is the only option for Checklist for Jira free, and the default option for Checklist for Jira Pro and enterprise.

 

For checklists to function properly, if the custom Work on checklist permission is enabled then the Checklist Text custom field must not be present on the Issue Edit and Issue Create screens.

Using Custom Work on Checklist Permissions

To enable Checklist custom permissions, log in as a Jira administrator and go to Jira Settings > Apps and select Permissions under the Checklist for Jira heading. Use the toggle to enable custom permissions for who can work on checklists.

This will render all checklists read-only until Project permissions have been configured.


For Company-managed/Classic Projects

  1. After enabling the toggle, navigate to Project Settings > Permissions.

  2. Click Edit Permissions under the Actions menu.

  3. Navigate to the appropriate checklist permission (under issue permissions) and click Edit.

  4. Select the appropriate role, application access or group. You can also click Show more to select users from the issue’s fields (Assignee, Reporter, etc.)

  5. Click Grant.

     

For Team-managed/Next-gen Projects

Understanding the Custom View Checklist Permission

The custom View Checklist permission can be used to control who can see checklist and the checklist history. This configuration allows you to hide the checklist for users who still have access to the issue.

Global View Checklist Permission

Permission Required to View Checklist

Global View Checklist Permission

Permission Required to View Checklist

Enabled

View Checklist

Disabled

This is the only option for Checklist for Jira free, and the default option for Checklist for Jira Pro and enterprise.

  • Company-managed / Classic projects: Browse Projects

  • Team-managed / Next-gen projects: Viewer or higher role.

 

Using the Custom View Checklist Permission

To enable custom View Checklist permissions, log in as a Jira administrator and go to Jira Settings > Apps and select Permissions under the Checklist for Jira heading. Use the toggle to enable custom permissions for who can view checklists.

For Company-managed/Classic Projects

  1. After enabling the toggle, navigate to Project Settings > Permissions.

  2. Click Edit Permissions under the Actions menu.

  3. Navigate to the View Checklist permission (under issue permissions) and click Edit.

  4. Select the appropriate role, application access or group. You can also click Show more to select users from the issue’s fields (Assignee, Reporter, etc.).

  5. Click Grant.

 

For Team-managed/Next-gen Projects

  1. After enabling the toggle, navigate to Project Settings > Access.

  2. Click the Manage roles button (top right).

  3. Click Create role and select the App permissions tab.

  4. Give the new role a name.

  5. Select the View Checklist permission.

  6. Select the users/groups who will be added to the role.

  7. Click Create.

 

Limit Ability to View/Edit Checklists to Assignee

To allow only the assignee to view and/or work on checklists:

  1. Log in as a Jira administrator and go to Jira Settings > Apps and select Permissions under the Checklist for Jira heading. Use the toggles to enable the custom Work on checklist and the custom View Checklist permissions.

  2. After enabling the toggle, navigate to Project Settings > Permissions. Click Edit Permissions under the Actions menu.

  3. Navigate to the appropriate permission and click Edit.

  4. Click Show more on the Grant permissions popup.

  5. Select Current Assignee and click Grant. Note that may also want to grant permission to the Reporter, Project lead, etc.

  6. Remove permission from any Groups or Roles who should not be able to make changes to the checklist.

Template Permissions

Work on Templates

If the custom Work on Checklist Permission is enabled, the ability to create templates is granted by adding the appropriate user, role or group the Manage Checklist Template project permission in the project’s permission scheme.

Company-managed (Classic) Projects

The following permissions are required to work with templates in Company-managed projects: 

 

Global custom Work on checklist permissions setting  disabled

Global custom Work on checklist permissions setting enabled

Create template

Edit Issues

Manage Checklist Template

*Load template (append)

Edit Issues

Add Checklist Items

*Load template (overwrite)

Edit Issues

Add Checklist Items + Delete Checklist Items

Edit template (author)

Browse Projects

Manage Checklist Template

Edit template (all)

Administer Projects

Manage Checklist Template

Delete template (author)

Browse Projects

Manage Checklist Template

Delete template (all)

Administer Projects

Manage Checklist Template

Set default template

Administer Projects

Manage Checklist Template

*View Template Permission is also required if the Global custom View checklists permission is enabled.

Team-managed (Next-Gen) Projects

The following permissions are required to work with templates in Team-managed projects: 

 

Global custom Work on checklist permissions setting  disabled

Global custom Work on checklist permissions setting enabled

Create template

Member, Agent or Administrator role

Manage Checklist Template

Load template (append)

Member, Agent or Administrator role

Add Checklist Items

Load template (overwrite)

Member, Agent or Administrator role

Add Checklist Items + Delete Checklist Items

Edit template (author)

Viewer, Member, Agent or Administrator role

Manage Checklist Template

Edit template (all)

Administrator role

Manage Checklist Template

Delete template (author)

Viewer, Member, Agent or Administrator role

Manage Checklist Template

Delete template (all)

Administrator role

Manage Checklist Template

Set default template

Administrator role

Manage Checklist Template

View Templates

If the custom View Checklist Permission is enabled, then the ability to view the list of checklist templates is granted by adding the appropriate user, role or group the View Checklist Templates project permission in the project’s permission scheme.

Users who have not been granted the View Checklist Template permission will see an error message if they attempt to view the templates page or load templates on an issue.

Company-managed (Classic) Projects

The following permissions are required to work with templates in Company-managed projects: 

 

Global custom View checklist permissions setting  disabled

Global custom View checklist permissions setting enabled

See templates list

Browse Projects

View Checklist Templates

Load templates on an issue

Browse Projects

View Checklist Templates

Team-managed (Next-gen) Projects

In team-managed projects, if the global custom View checklist permission is enabled, you will need to grant the View Checklist Template permission to the appropriate role in order for them to be able to see and load checklist templates.

 

Global custom View checklist permissions setting  disabled

Global custom View checklist permissions setting enabled

See templates

Viewer, Member, Agent or Administrator role

View Checklist Templates

Load templates on an issue

Viewer, Member, Agent or Administrator role

View Checklist Templates

 

Combining Permissions

View Checklist Templates Permission Without Manage Checklist Templates Permission

Users who have the View Checklist Template permission, but not the Manage Checklist Templates will be able to see:

  • The list of templates

  • The list of issue types for which the templates is a default

  • The contents of each template

 

Manage Checklist Templates Permission Without View Checklist Templates Permission

Currently, users who have the Manage Checklist Template permission, but not the View Checklist Templates will be able to create checklist templates, but will not be able to view templates (including templates they created), or load them on issues.

If both the custom permissions are enabled, a user has been granted the following permissions will be able to:

 

View Checklist Template Permission only

Manage Checklist Template Permission only

Both View and Manage Checklist Template Permissions

See templates

Yes

No

Yes

Create template

No

Yes

Yes

Load template (append)

Yes

No

Yes

Load template (overwrite)

Yes

No

Yes

Edit template (author)

No

No

Yes

Edit template (all)

No

No

Yes

Delete template (author)

No

No

Yes

Delete template (all)

No

No

Yes

Set default template (author)

No

No

Yes

Set default template (all)

No

No

Yes

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