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Global Checklists
Understanding Global Checklists enterprise
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 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.
Global Checklists vs Local Checklists
| Global Checklist | Local Checklist |
|---|---|---|
Available In | enterprise | Free pro enterprise |
Created in | Created in the Jira Administration section (Jira Administration > Apps > Global Checklist) and applied to issues via a context. | Added directly on issue page by typing checklist items, or by loading pre-existing checklist Template(s). |
Managed by | Jira Admins | Jira users with edit issue permissions (see details) |
Behavior / Configuration | Any changes to the Global Checklist in Jira configuration are immediately visible on existing, open issues with the checklist. | Local checklists are created on, and can only be modified on the issue page where they were created. |
Issue view | Global Checklist items displayed on the issue page can only be toggled/completed. | Depending on their permissions, users can add, modify, delete and toggle checklist items on an issue.
|
Scope | The Global Checklist context can be used to link the checklist to one, multiple, or all projects as well as to selected issue types within those projects. | Local checklists are defined on the individual issues where they are created. They are not applied to other issues unless they are copied and pasted by a user, cloned with an issue, or added via automation. |
Built-in Post Functions and Validators | Can be used in validators and post-functions. | Can be used in validators and post-functions. |
Checklist Custom Fields Compatibility | Compatible with:
Not stored in Checklist Text field. | Compatible with all checklist custom fields. Stored in Checklist Text if the Save local checklist items to Jira custom fields global setting is enabled. |
Global Checklists vs Templates
Global Checklists and Templates can both be used to save time, standardize processes and automatically apply checklists to new issues. The main difference is that Global Checklist are linked to selected issues, while Templates are just definitions that can be applied/copied to issues.
| Global Checklist | Template |
|---|---|---|
Available In | enterprise | Free pro enterprise |
Created/Managed By | Jira Admins Accessed from Global Checklist page in Jira Administration section. | Users with edit issue permissions (see details) Accessed from the issue page or project page. |
Behavior / Configuration | Global Checklist can be linked to the issues across Jira projects. Any changes to the Global Checklist are immediately visible on existing issues with this checklist. | Template can be copied/applied to the issues in a project. Any change to template (after it has been copied/loaded to issues) is not reflected on the issues. |
Scope | Global Checklist can be linked/set globally to one, multiple, or all projects. It is then visible on all existing and new issues matching the configuration (project and issue type). | Template can be individually set as a default template for an issue type(s) within a project. It is then applied/copied to all newly created issues (in that project) matching the configured issue type. |
Issue view | Users can only toggle the state/status of checklist items displayed on the issue page (subject to permissions). | Users can load templates onto an issue. Once a template is on an issue, users can add, edit or delete items (subject to permissions). Changes made to the checklist on the issue will not impact the saved template. |
Automatically Added to New Issues | Yes, via the configuration (context). | Yes, if set as a default Template. |
Creating a New Global Checklist
When a new Global Checklist, with items, is created, the Checklist will be immediately added to all open issues that meet the context. Checklists that do not have any items will not be shown on issues.
Closed issues will not be affected.
Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.
Click Add Checklist Or Create global checklist (when there are no global checklists already).
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.
Enter the items to be included in the checklist.
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.
To apply the checklist only to specific projects, switch the Apply to all toggle off and select the indicated projects. Click Save.
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.
Click Save.
Editing Global Checklist Items
When items on a Global Checklist are edited, the changes will be immediately applied to any open issues containing the checklist.
Changes to the Global Checklist will not be reflected on closed issues.
If an issue with a Global Checklist is closed, then the Global Checklist is edited, then the issue is reopened, then changes made to the Checklist will be shown as soon as the issue is reopened.
Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.
Select the checklist from the list on the left.
Add, edit or delete checklist items as indicated.
Editing Global Checklist Context
When the context of a Global Checklist is edited, the Checklist will be immediately added to any open issues that newly fit the context.
The Checklist will be deleted from any open issues that no longer fit the context.
Closed issues will not be affected.
Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.
Select the checklist from the list on the left.
Click Edit context.
Select the projects tab and/or the issue types tab as indicated and make the changes.
Click Save.
Deleting a Global Checklists
Navigate to Jira Settings > Apps and select Global Checklists under Checklist for Jira Enterprise.
Select the template from the list on the left.
Click Delete.
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.