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Sync to Custom Fields" writes nothing and the workflow validator doesn't block Done (Jira Cloud, com

Rafaela Orlando

Hi everyone.

I am trying to block the transition to "Done" in cases where the checklist is not 100% complete.

We use the Checklists for Jira | Pro by HeroCoders app.
- In the app settings, **"Sync checklists to Custom Fields" is ON**, sync shows 100%, and "Allow multiple checklists per work item" is ON.

However, Jira still allows work items to be completed even with open checklist items.

Accepted answers

Anwesha Pan

Hi @Rafaela Orlando

Enabling "Sync checklists to Custom Fields" only synchronizes checklist data into Jira custom fields (such as Checklist Progress %, Checklist Completed, or Checklist Uncompleted Items), it does not automatically block transitions on its own.

To physically block the transition to "Done", you must configure a Workflow Validator (or Rule) on the transition leading to "Done" as Matthew has also mentioned.

Let me know if you need help to configure the validator.

Is it company managed or team managed project?

Josh

Anwesha's point is the key: the sync itself never blocks anything, the workflow does. And the reason your validator passes is probably that it's reading a synced field that is currently empty, not one that says complete.

For a company-managed project, the more direct route is the validator that ships with the Checklists app itself. On the transition into Done, open Validators, add the checklist validator from the app rather than a generic field validator, and set it to require all checklist items to be checked. That checks the real checklist state on the issue, so it works whether or not the synced fields have populated.

If you'd rather keep a field-based validator, first put one of the synced fields on a screen and confirm it actually shows a value on an issue with an open checklist. If it stays blank with sync at 100%, that's worth raising with the app vendor, since the validator has nothing to judge against.

All comments

Matthew Sinclair

A Workflow Validator requires a target to check against.

Have you checked the configuration? Maybe you have the condition set backwards? (As in it's set to "Equals" as opposed to "Does not Equal")

Is there a Workflow validator? Be sure to check - may want to give a bit more information on how its set up beyond the app.

Anwesha Pan

Hi @Rafaela Orlando

To physically block the transition to "Done", you must configure a Workflow Validator (or Rule) on the transition leading to "Done" as Matthew has also mentioned.

Let me know if you need help to configure the validator.

Is it company managed or team managed project?

Rafaela Orlando

Hi.

Is a company-managed @Anwesha Pan.

I added the rule to the validator, but the item still completes.

I noticed that the fields (Checklist Progress %, Checklist Completed, or Checklist Uncompleted Items) aren't populating, even though synchronization is enabled.

Matthew Sinclair

The Workflow is the gatekeeper on the "transitioning" of tickets - how does this app interface at that point?

Is it locking the UI out from moving a ticket or?

Josh

Matthew Sinclair

Echoing Josh's sentiments - unless this is a sort of "Scriptrunner" behaviorism that blocks the UI - won't work without the Workflow's cooperation.

You may want to read the fine print on the app to make sure you understand how it works - I feel like your missing something.

Most apps of this type will have a customized Workflow Validator prefunction/postfunction

Bitrupt - Software Development

Hi Rafaela Orlando,

I would first check whether the checklist sync is actually updating the custom field used by your workflow validator. Even if sync is enabled in the app settings, the validator may not be checking the correct field or value.

Here are a few things worth checking:

Verify the custom field value: Open a work item with incomplete checklist items and confirm whether the synced custom field reflects the current checklist status.
Check the validator configuration: Make sure the validator is using the correct custom field and is configured to reject the transition when the checklist is incomplete.
Review multiple checklist behavior: Since multiple checklists are enabled, confirm how the app combines their completion statuses and whether the field used by the validator reflects all checklists.
Test the transition: Try transitioning an item with an incomplete checklist to Done and inspect the validator's configuration and execution results.

If the custom field remains empty or continues to show 100% despite incomplete items, the issue may be with the sync configuration or how the app updates that field. In that case, checking the app's logs or contacting the app vendor would help narrow it down.

One important question: which custom field are you using in the validator, and what value does it show when the checklist is incomplete?

Rafaela Orlando

We are using Checklist Completed, but all the fields used by the app are coming through empty.
We are currently trying to contact the vendor to understand why the fields aren't syncing. When I test it on my free account, the fields sync correctly.

Until we get an answer, we’re going to use an automation to help us out.

Thanks to everyone for the replies.

Joanna Lopes Marques

Rafaela and I are working on this together. We noticed that fields such as Checklist Progress %, Checklist Completed, and Checklist Uncompleted Items aren't syncing, even with Sync checklists to Custom Fields enabled. Even after I check off every item in the checklist, those fields stay empty. Does anyone know why the plugin is behaving this way? Or rather, why it isn't working the way it should 😂

Matthew Sinclair

That will be a question for the plugin vendor to answer. They would know more than we would. 😁

Alpha Tec

Hi Rafaela,

From what you describe, the validator is reading the synced custom fields, and since the sync isn’t filling them, there’s nothing for it to check. That’s why the transition still goes through. HeroCoders support is the right place to fix the sync itself.

I’ve dealt with this exact scenario, and I’m happy to walk you through how I solved it (full disclosure: I build checklist tools for Jira). Feel free to reach out on LinkedIn: https://www.linkedin.com/in/thiago-souza-a1a9311a0/

Hope it helps!

Bartosz Stankiewicz

A field based validator can only be as good as the field: if "Sync to Custom Fields" writes nothing, the field is empty and the validator has nothing to fail on, so Done goes through. Two things worth checking: run the sync on a single work item and look at the field value directly (not on the board), and if the vendor offers its own checklist validator, use that instead of a condition on the synced field, because it reads the checklist itself.

Disclosure: I'm the developer of Checklist Flow (StaIf the sync fields stay empty, a validator that reads them has nothing to check, so it lets the move through. That would explain what you see. I'd ask the vendor's support what differs between your project and one where it works, because I don't know their app well enough to say more.

I built Checklist Flow, so I'm biased. It marks items Required and puts a validator on the Done transition that refuses the move and lists the open items. It reads the item state itself, not a synced field. Company-managed projects only.

Do you need Jira to refuse the move, or is an automation that reopens the item good enough?nki Guild), another checklist app. Its validator "Checklist Definition of Done" reads the checklist state directly, so there is no synced field in between, and it can be limited to one named checklist (for example only the DoD, not the DoR). Hope the vendor gets your sync fixed either way. It is in Marketplace review right now, so message me if you want a direct install link.

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