Replace checklist items on issue transition

This guide is based on Jira built-in automation functionality.

The guide works for Classic projects only. Next-gen projects are too limited and do not support automation features.

Prerequisites

"Save checklist data to Jira custom fields" option must be enabled in Issue Checklist Global Settings

Step by step guide

  1. Create a new Automation rule (go to Project Settings > Automation and click Create rule button)



  2. Select "Issue Transitioned" as a trigger and next choose source and destination statuses (details of transition)



  3. Select Action as the next step and choose "Edit Issue" from the list of actions



  4. Select Checklist Text field on the next screen



  5. Paste checklist in text format as presented on the screenshot, i.e.:




    If you want to append checklist items, then put Checklist Text field ID in double curly braces as the first line, before new items, as explained in separate documentation page.

  6. Save the rule and test your setup (transition an issue, refresh the page and spot the checklist updated)

     If it doesn't work, read this

    If the checklist is not updated then, please add Checklist Text custom field to issue screen and check if it is correctly updated when the issue is transitioned.

    1. If Checklist Text field is not updated (its content does not change) then please check the created rule, especially step 2 (source and destination transition) as the rule might not be started for a given transition.
    2. If Checklist Text field is updated but the checklist panel (list of checkboxes) does not, then most likely custom fields integration is not enabled (please enable it).
     Read why page refresh is required to see the checklist

    The following happens in the background:

    1. Issue is transitioned
    2. Jira sends a webhook notification to Automation plugin (this is asynchronous; usually 1 to 3 seconds but might take significantly more time)
    3. Automation plugin does its job (updates issue by setting the checklist field)
    4. When the issue is updated (checklist field), Jira sends a webhook notification to Checklist plugin (again, this is asynchronous; usually 1 to 3 seconds but might take significantly more time)
    5. Checklist plugin reads checklist text field and transforms it into the checklist that you can see in the UI (this is synchronous and almost instant 1-3 seconds)

    The above means that:

    • The issue page needs to be refreshed to see the checklist (because the process described in the list above is not finished yet when the issue page is loaded after transition - that is how plugins work in Jira Cloud).
    • On average, few seconds after transition are required to see the checklist in the UI (so usually the first page refresh after transition shows checklist already)
    • In rare cases, it might take longer to see the checklist (dozen of seconds or a couple of minutes so keep refreshing the issue page)