How to Implement the Definition of Done in Jira

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Getting a task to “Done” should mean more than just dragging it to the final column on your board. Without a clear Definition of Done (DoD), work can be marked as complete even if some important steps are missing. The result? Reopened tickets, missed details, and extra back-and-forth that slows your team down. A well-structured Definition of Done removes ambiguity, making sure that every completed task meets quality standards before moving forward. 

In this guide, we’ll walk you through how to define, implement, and automate the Definition of Done in Jira. This will help your team work more consistently and efficiently.

What is a Definition of Done And Why Does Your Team Need One?

A Definition of Done (DoD) is a structured checklist that leaves no room for ambiguity and makes it clear when a task is truly finished. It outlines the exact steps you need to complete to meet the set quality standards.

However, defining a DoD isn’t always straightforward. To make it truly effective, your development team needs clear, measurable criteria that can be used with confidence. A good starting point is asking yes-or-no questions, such as: “Has the code been reviewed?”, “Has it been covered with unit tests?”, and so on.

An actionable Definition of Done in Jira should provide your team with:

• A shared reference point

• Clear requirements and expectations

• Measurable success criteria

• Transparent workflow

• Predictable progress

• Improved communication

DoD Example: What Does it Look Like and How to Get it Right?

Here’s an example of what a DoD might look like. Keep in mind that your team’s version may differ depending on specific workflows and needs:

✅ The code is complete and functional

✅ All known bugs are fixed

✅ Unit tests passed without failures

✅ QA has verified and signed it off

✅ Documentation is updated

✅ The build is deployed to the staging environment

✅ No remaining ToDo tasks

✅ Acceptance criteria are met

Let’s take a look at a DoD example in Jira (this one is available as a free reusable template with Smart Checklist for Jira, which we will talk about in a moment): 

Tips to help you prepare a DoD that really makes a difference:

• Make it achievable, don’t set unrealistic standards

• Don’t overload it with technical details

• Use simple language that is easy to understand

• Break complex processes into smaller steps

• Only include what is truly necessary

• Make the criteria testable so that a QA can easily check if they are met

• Collect feedback from the product owner and team members and refine your Definition of Done

Best Practices For Definition of Done in Jira

Having a DoD is one thing - making sure it’s actually used is another. If developers don’t see it as part of their daily work, it can easily be forgotten or ignored.

That’s why keeping the DoD inside Jira is important. If it lives in a separate document, there’s a good chance people will miss it. A simple way to integrate it with Jira would be by adding a custom field to Jira issues. However, while a custom field can store your DoD, it’s not always the best solution. Jira’s built-in fields are not really designed for this purpose. A field with the list of steps won’t make your DoD actionable, nor will it help with workflow validation.

Let’s talk about the best practices that allow you to put your Definition of Done to work and make sure it’s actually followed.

1. Manage Your DoD With a Checklist Tool

As I already mentioned, the Definition of Done is essentially a checklist of tasks that must be completed before work is considered finished. That’s why it makes sense to manage it with a dedicated checklist tool. Many agile teams working with Kanban or Scrum methodologies rely on checklist apps to keep things structured and transparent - in particular, when managing a DoD. However, Jira doesn’t come with a built-in checklist feature, so you will need to use a third-party app from the Atlassian Marketplace. 

Let’s see how you can do this with Smart Checklist for Jira:

• Install Smart Checklist for Jira by TitanApps.

• Open a Jira task and, in the Smart Checklist window, write down the key steps of your DoD or insert a ready list. Alternatively, you can use a Demo DoD template offered with Smart Checklist. To access it, click the three dots on the right of the Smart Checklist progress bar in your Jira task and select Manage Templates. Then, choose the Definition of Done template from the list:

• If needed, use the markdown editor to further modify your Definition of Done in Jira. Add new steps, set custom statuses, and add deadlines. You can also structure your checklist with headers and use other rich formatting options.

• If you are not using a ready-made template, save your new DoD checklist as a template as shown below.

 

• Additionally, you can assign your DoD checklist to a specific issue type. Then, it will be added automatically to each new issue of this type. Click the three dots as shown in the image above and select Manage Templates. Expand the Definition of Done template and tick the issue types it should be applied to.

  

•  Please note that these changes will only be applied to new issues. The tasks that your software development team already has in their backlog won’t be altered.

Typically, a team can have multiple DoDs for different issue types: bugs, stories, and tasks. Smart Checklist allows you to create as many templates as you need to meet your requirements.

2. Use the Definition of Done With Automation For Jira

Although it’s very useful to assign different DoD checklists to different issue types, sometimes you need to take into account other conditions as well. In this case, Smart Checklist’s native functionality can be enhanced with the help of Automation for Jira. 

It allows you to integrate DoD templates into your issues based on complex conditions. For instance, it can check if an issue description contains “New Feature” and assign a special DoD checklist to all issues that meet this criteria. You can also automatically apply templates to Jira tasks based on issue field value or workflow transition.

Let’s see how to use Automation for Jira to add a DoD checklist to a Jira issue once it’s created.

• Go to Project Settings -> Automation -> Create Rule.

• As a trigger, set Issue Created. Specify your conditions. In our example, the rule only checks if a new issue’s type is Bug, but you can also add any other conditions you need.

• To include your Smart Checklist DoD template, select Set issue property as a trigger. Insert the following in the Property key field: com.railsware.SmartChecklist.checklist.

• In the Property value field, paste the list of steps that your Definition of Done consists of. 

• Save your rule and name it. Then, turn it on and create a test issue to check if it works correctly. 

That’s it! Now you know how to use Automation for Jira to add different Definition of Done templates to your issues based on various conditions.

For more details on this, check out these Smart Checklist Guide and Checklist Template Guide to select the specific type of automation you need and set it up. 

3. Configure a Workflow Validator

A well-structured Definition of Done is only useful if it’s followed. With an automated DoD that’s added to issues as they’re created, the next step is making sure it’s enforced.

This is where a workflow validator comes in. It stops issues from moving to the next status until every DoD checklist item that is marked as mandatory is completed. No skipped steps, no unfinished work slipping through - just a clear, reliable process that ensures the high quality of your work. 

Here’s how to configure a workflow validator to back your DoD checklist in Jira:

• Navigate to Project Settings -> Workflows.

• Select the workflow you want to add validation to and click Edit:

• Choose the required transition and click Validators, as shown in the image below:

• On the next page, click the Add Validator button. 

• In the Administration section, select Regular Expression Check and click Add.

• Next, choose Smart Checklist Progress from the dropdown menu and set the Regular Expression value to: (^$|.*Done)

• Finally, publish the changed workflow. Now your team members will have to complete each item on the DoD checklist before transitioning the issue to Done. If they try to do so when some steps are skipped, they will see an error message.

4. Keep Your Definition of Done Fresh And Relevant

As your team evolves, so do your workflows. New processes emerge, priorities shift, and what worked yesterday might not be enough tomorrow. That’s why your Definition of Done should never be static. Make it a habit to review and refine your DoD templates to keep them relevant. If you're using Smart Checklist, you can quickly adjust them from the Manage Templates view - ensuring your DoD always reflects your team's current needs.

Why the Definition of Done in Jira Really Matters

Without a solid Definition of Done or Definition of Ready, “done” can mean anything from “I think it works” to “We’ll fix it later.” And that’s how teams end up with half-baked features, endless rework, and surprise bugs popping up at the worst possible time.

By implementing the DoD as a core part of your Jira workflow, you’re not just ticking checkboxes - you’re setting a clear standard for quality, accountability, and teamwork. Everyone knows what’s expected, nothing slips through the cracks, and “done” actually means done-done - not “almost there.” So, if you want fewer headaches, smoother sprints, and a team that moves forward with confidence, integrating the DoD into Jira tasks is a great way to achieve this.

I hope this tutorial was helpful! Check out my other articles in the Atlassian Community for more tips on project management and organizing work in Jira.