Checklists for Jira (Templates & Automation) by Stiltsoft adds checklists to Jira and Jira Service Management work items. You can save checklists as templates, add them automatically with Jira Automation, nest items up to 6 levels deep, and attach images and files to individual items.

General questions

Does Jira have a built-in checklist?

Jira has a simple built-in option: action items (checkboxes) in a work item's description. They look like a checklist and work well for a quick to-do list. You can't save them as templates, add them with automation, assign individual items, attach files to them, or report on them. Teams that need those things install an app such as Checklists for Jira (Templates & Automation) by Stiltsoft, which adds a separate checklist panel to the work item.

How do I add a checklist to a Jira work item (issue)?

Adding a checklist to a Jira work item with Checklists for Jira (Templates & Automation) takes a few clicks. Open the work item, click the app menu below the title, and select Checklists. When the checklist panel appears, click Add Checklist, type the first step, and press Enter to add the next one. You can give the checklist a title, such as "QA Review" or "Release Steps", and add several checklists to one work item. The getting started guide shows each step.

What's the difference between a checklist and subtasks in Jira?

A checklist and a subtask in Jira differ in the amount of information they carry. A subtask is a separate work item with its own key, status, and workflow, and it appears on the board. A checklist item is a line inside the parent work item that you check off when it's done. Teams using Checklists for Jira by Stiltsoft keep verification steps, such as the Definition of Done, QA checks, and release steps, in checklists and use subtasks for work that needs its own card on the board.

Can I convert a checklist item into a Jira subtask?

You can convert a checklist item into a Jira subtask in Checklists for Jira by Stiltsoft when a step grows into work that needs its own workflow or card on the board. Most teams start with a checklist and convert only the steps that need it, which keeps small steps off the board.

How do I track checklist progress in Jira?

Checklists for Jira (Templates & Automation) allows you to track checklist progress on each work item as the number of completed items out of the total. To see progress across many work items, run a JQL query, for example, to find work items with open checklist items, save it as a filter for a Jira dashboard, or add the app's Checklists Progress dashboard gadget. The gadget groups checklist items by assignee, project, or work item.

Nested items and attachments

Can I create nested or sub-items in a Jira checklist?

You can create nested items in a Jira checklist with Checklists for Jira (Templates & Automation), up to 6 levels deep. Press Cmd+] / Ctrl+] to indent an item and Cmd+[ / Ctrl+[ to outdent it, or use the item's "⋯" menu. For example, a "Tests" step can hold "Unit", "Integration", and "Acceptance" sub-steps.

How do I organize a long checklist into sections in Jira?

A long checklist in Jira can be split into sections with nested items in Checklists for Jira by Stiltsoft. Make each section a top-level item and nest its steps underneath, so a long list stays easy to scan. An onboarding checklist, for example, can have sections such as "Welcome & Intro", "Key Meetings", and "Access & Accounts".

Can I add images and files to a Jira checklist item?

You can add images and files to any Jira checklist item with Checklists for Jira (Templates & Automation) by Stiltsoft. Attach a screenshot of a failed test, a design mockup, or a deploy log to the step it relates to, and anyone who opens the checklist sees it there. Teams use this for QA evidence, design reviews, release logs, bug reports, and onboarding instructions. The attachments guide explains the details.

How do I attach a file to a Jira checklist item?

You can attach a file to a Jira checklist item in Checklists for Jira by Stiltsoft in three ways, the same way you add an image elsewhere in Jira or Confluence:

  1. Type /image on the item and choose a file from your computer.
  2. Paste a screenshot onto the item with Cmd+V / Ctrl+V.
  3. Drag a file from your desktop onto the item. You don't need to open edit mode for this.

More about each method is in the attachments guide.

Where are Jira checklist attachments stored?

Jira checklist attachments in Checklists for Jira by Stiltsoft are stored inside Atlassian's infrastructure. The app is built on Atlassian Forge, so files don't go to a third-party server. Each file is linked to its checklist item.

Process use cases (DoD, AC, DoR, SOP, QA)

How do I set up a Definition of Done in Jira?

You set up a Definition of Done (DoD) in Jira by listing each done criterion as a checklist item in Checklists for Jira (Templates & Automation) and saving the list as a template, so every work item uses the same standard. A Jira Automation rule can then add the template to new work items. If the team wants a hard gate, a workflow validator blocks the transition to Done until the mandatory items are checked. The guide How to track the Definition of Done in Jira with checklists walks through the setup.

How do I add Acceptance Criteria to a Jira story?

Acceptance Criteria (AC) go on the Jira story as a checklist in Checklists for Jira by Stiltsoft. Each criterion becomes an item that a tester or developer checks off once it's verified. AC are different for every story, so teams usually write them for each work item and don't use a fixed template. A workflow validator can keep the story from moving to Done until every criterion is checked. There's a full tutorial on Acceptance Criteria in Jira with checklists.

What is a Definition of Ready, and how do I set one up in Jira?

A Definition of Ready (DoR) is the list of entry criteria a ticket must meet before the team takes it into work, such as a clear description, an estimate, and known dependencies. To set one up with Checklists for Jira by Stiltsoft, write the list once and save it as a template. Then create a Jira Automation rule that adds the template when a work item of a given type is created, for example, every new Story. The DoR then appears on each incoming ticket automatically, and the team can see what's missing before sprint planning.

How do I standardize a repeatable process in Jira so no step gets missed?

A repeatable process in Jira stays consistent when it lives in a checklist template in Checklists for Jira by Stiltsoft. Everyone who runs the process follows the same steps in the same order. Teams use this for SOPs and support procedures, for example, a password reset that has to follow the same sequence every time. Add the template to a ticket by hand or automatically with Jira Automation, and use nested items to split long procedures into stages.

How do I attach test evidence to QA steps in Jira?

You attach test evidence to QA steps in Jira by writing the test cases as checklist items in Checklists for Jira by Stiltsoft and adding the screenshot or log to the item it proves. Mark each item as passed or failed with a checklist status. The test run and its evidence stay on the work item, so nobody has to search comments or spreadsheets for them. For checks you repeat every release, save the checklist as a template or have Jira Automation add it when a work item moves to "Ready for testing". The attachments guide shows how to add files.

Templates

How do I reuse the same checklist across Jira work items?

You reuse the same checklist across Jira work items by saving it as a template in Checklists for Jira by Stiltsoft and applying it to any work item with the Use Template button. Everyone with access to the project can see and use the template. There are three ways to create a Jira checklist template.

Does updating a Jira checklist template update checklists that already exist?

Updating a Jira checklist template in Checklists for Jira by Stiltsoft doesn't change checklists that already exist. The edited template applies to checklists you add after the change, and checklists already on work items keep their original items, so work in progress stays as it was. Template editing is covered in Create checklist templates.

How do I manage checklist templates for a team?

Managing checklist templates for a team in Checklists for Jira by Stiltsoft is easier with a small set and one owner for each template who keeps it up to date. You can view, edit, and delete templates under Manage templates. Most teams start with templates for their most common processes, such as the Definition of Done or a release, and add more as new needs arise.

Jira Automation

How do I add a different checklist depending on the Jira issue type?

A Jira Automation rule adds a different checklist depending on the issue type when you use it with Checklists for Jira by Stiltsoft. Use the Work item created trigger, add a condition such as Request type equals Bug, and add the Add Checklist to work item action with the matching template. Add a condition and action for each type you need, and every new work item gets the checklist for its type. The Automation quick start shows the full rule setup.

How do I add a checklist when a Jira issue moves to a certain status?

Jira Automation can add a checklist when a work item moves to a certain status. Use the Work item transitioned trigger with the Add Checklist to work item action from Checklists for Jira by Stiltsoft. A release checklist can appear when a work item moves to "Ready for release", and a QA checklist when it reaches "Ready for testing". The Automation quick start has the setup steps.

How do I fill a Jira checklist with work item details automatically?

Smart values fill a Jira checklist with work item details automatically when you use them in the template syntax of Checklists for Jira by Stiltsoft. When an automation rule adds the checklist, it inserts data from the ticket, such as the work item key, summary, or assignee, into the items. The syntax is described in our Checklist syntax guide.

Control and reporting

How do I stop a Jira ticket from closing with unfinished checklist items?

A workflow validator stops a Jira ticket from closing with unfinished checklist items. Checklists for Jira by Stiltsoft has two validators that you add to a transition, for example, the one into Done:

  • Checklists: Validate that all mandatory items are complete blocks the transition until every item marked as mandatory is checked. Items that aren't marked as mandatory don't affect it.
  • Checklists: Validate that all checklist items are complete blocks the transition until every item is checked, whether it's marked as mandatory or not. It applies to all checklists on the work item.

When a validator blocks a transition, the user sees an error message that you can customize. Most teams use checklists as reminders and turn on a validator only for steps that are expensive to skip. Setup takes a few minutes and is described for the mandatory items validator and the all items validator.

How do I find Jira issues with unfinished checklist items?

You find Jira issues with unfinished checklist items with this JQL query from Checklists for Jira by Stiltsoft: checklistsOpenItemsCount > 0


It returns every work item that still has open checklist items. You can save it as a filter, add it to a Jira dashboard, or combine it with other JQL. For more specific reports, the app also has checklistsItemsCount, checklistsCompletedItemsCount, and assignee fields such as checklistsOpenItemAssignee, all listed in the JQL reference.

Security, JSM, and pricing

Is Checklists for Jira safe with my data?

Checklists for Jira (Templates & Automation) by Stiltsoft keeps your data inside Atlassian's infrastructure. The app is built on Atlassian Forge, so checklist data and attachments don't go to a third-party server, and it has the Cloud Fortified badge. Stiltsoft is an Atlassian Platinum Marketplace Partner and has built Jira and Confluence apps for more than 10 years.

Does Checklists for Jira work with Jira Service Management (JSM), and can customers see checklists?

Checklists for Jira by Stiltsoft works with Jira Service Management, and agents use checklists on requests the same way as in Jira. Customers don't see checklists on the portal by default. To change that, open the JSM project, go to Space settings → Apps → Checklists for Jira (Templates & Automation), and choose an option under Customer portal visibility. The setting applies to the whole project and has three options:

  • Hide checklists (default): customers don't see checklists.
  • Show progress only: customers see the checklist name and progress, for example, "Migration checklist (3/5)".
  • Show full checklist: customers see all items and their statuses in read-only mode.

Customers can't edit or complete items in either mode. The full setup is in Show checklists to customers in the customer portal.

How much does Checklists for Jira cost, and is there a free trial?

Checklists for Jira (Templates & Automation) by Stiltsoft has a free 30-day trial. The price depends on the number of users on your Jira site, and the current price for your user count is on the Marketplace pricing page.

Data recovery after app reinstallation

1) Why do data disappear after reinstalling the app?

Since the app is built on Forge and uses Forge hosted storage, all data is tied to the app installation ID, not to the user account. This means that when the app is uninstalled and then reinstalled, a new installation ID is generated, and the previous data becomes inaccessible.

2) How long is data retained after app uninstallation?

Forge hosted storage retains data for 28 days after uninstallation. However, data recovery requests must be submitted within 21 days of uninstallation to ensure the request is processed before the data is deleted.

For more information, see Atlassian documentation.

3) How can I recover data after reinstalling the app?

To restore data from a previous installation, you can:

⚠️ Note:

  • The recovery request must be submitted within 21 days of uninstallation.
  • Data added after reinstalling the app will be overwritten during recovery.