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How to Create Jira Checklists. Step-by-Step Guide 2023

Jira projects frequently contain complex tasks that may be challenging for the team to follow.

  • Getting your team organized? Check ☑️ 
  • Define resources? Check ☑️ 
  • Prepare task description? Check ☑️ 

 

Even when a task just calls for a few easy steps, occasionally, we forget or unintentionally skip one. One of the most useful business tools – checklists can ensure consistency and eliminate errors when completing some work. Let’s look at how to organize a custom-fit checklist in Jira.

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Why do you need checklists in Jira?

It is possible for various team members to comprehend the tasks outlined in the Jira workflow differently. Without clearly defined steps, it might be challenging to acquire a picture of what needs to be done.

Project managers frequently divide complicated tasks into multiple subtasks. This could result in hundreds of smaller activities that are challenging to handle for complex projects. The task is frequently more understandable and less complex when there is integrated step-by-step guidance.

With the checklist in your hands, you will:

  • Never miss any crucial step of your project;
  • Save your time when creating tasks for repeatable actions.

Not every checklist is made equally. If you want to utilize checklists to become more organized and brush up on your performance, get the right checklist or create one with the right tool.

How to create a custom-fit Jira checklist 

Is there some recipe to make a perfect checklist? How about you choose the ingredients you need? And we describe the steps to get it with the Recurring Checklists and Report add-on. 

Let’s start with the flexible checklist builder. Here you can play with layouts: add explanations, lists, tables, action items, and mention users by @. Manual and automated checklist creation are both available. 

  1. Decide which type of to-do list you’re going to build and open the plugin menu.
  2. You’ll see the “Add new checklist” button; that’s where we start. Click and move along.

    image.png
  3. Think about Project you’d like to create a checklist for. Type and select it from the drop-down list. Repeat the same for the Issue type
    image.png
  4. Choose a person who will be responsible for completion. If more than one user or group is selected, the system will create a separate issue with this checklist for every assignee.
    image.png
  5. Decide on the name for your checklist and type it in the specified field.
  6. Select a desirable text format, color, style, etc., from the variety of available ones.
  7. Add as many action items as you need.
  8. Include a team member in the required action – click the "@" symbol and select the person you wish to mention.
    image.png
  9. Add a table to your checklist by clicking on the table icon or pressing Shift+Alt+T.
  10. You can also change the layout or insert additional items like dividers, decisions, or quotes.
  11.  When you’ve added everything you need, please save changes

image.png

Your Jira checklist is ready for use. You can edit or delete it any time you wish.

Automate your recurring checklists

The best part is about to come. Imagine your checklist always goes to the right person at the right time. You don’t have to set it over and over again. Automation can do some magic for you.

Recurring Checklists and Reports add-on helps you to automate repeatable issues on a regular basis: daily, monthly, quarterly, or annually. Try the built-in scheduler to lessen the time and effort spent on routines.

How does it work?

The option for scheduling a checklist is called Recurring. You will find it on the menu panel.

  1. Set the frequency of recurring. How often would you like to assign the specific checklist?
  2. Specify the time. It can be done for up to minutes.
  3. Choose a suitable option if you want/don’t want to end recurring.
    image.png

As a result, the system automatically creates a Jira issue with the checklist.

How is it going? Monitor checklists’ progress 

Last but not least. Every manager needs to track team performance. With Recurring Checklists and Report, you’ll get a one-page report where you can see at what stage the process is:

  • The date when the checklist was added
  • The current submission status
  • Information about the issue reporter and assignee

As a result, you will be sure every step of the process runs smoothly. If it’s not, you can always adjust your efforts to get the work done.

image.png

Takeaway

Now you know how to:

  • Create a checklist in Jira. Check ☑️ 
  • Automate the checklist. Check ☑️ 
  • Monitor submission process. Check ☑️ 

Would you like to try how it all works? You can check if it’s suitable for your team during 30 days free trial.

Try Recurring Checklists and Report. Check ☑️?

 

6 comments

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Pritam Shirahatti February 15, 2023

@Karyna Tyrnavska _SaaSJet  Hi, Do we need an app to create a checklist or I can create it in existing Jira?

Jack Hunter _HeroCoders_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
February 24, 2023

@Pritam Shirahatti in Jira you need an app to create checklist.

There are several of them available, but you can focus on the free checklist apps for Jira or most popular paid checklist apps.

Rich Andersen
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December 20, 2023

Hi, Is there a way of implementing a basic checklist into Jira issues/tickets, the same as the Checklist feature in Trello? I just need a basic checklist for random things, like 'Remind Joe when this is complete' or 'Tell Marketing to update their link'. I need a checklist that I can quickly add something in and so I can't move the ticket to Done unless it's been checked off. Is that possible?

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Wojciech Wardaszko _HeroCoders_
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December 22, 2023

@Rich Andersen,

as @Jack Hunter _HeroCoders_ mentioned, checklists are not natively available in Jira, but there are free and paid apps out there that provide this functionality.

For a simple use like the one you described, I strongly recommend our Issue Checklist Free.

It's very intuitive, works right after installation with little to no setup, and is typically enough for smaller teams that do not need more than 20 checklist items or more than 6 templates.

If you have any questions about it, you can always reach out to us via the service portal.

Cheers!

Greg Venable
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February 8, 2024

The "How to Create Jira Checklists. Step-by-Step Guide 2023" posted on the Atlassian Community by @Karyna Tyrnavska _SaaSJet from SaaSJet is an exceptional article highlighting the benefits of utilizing checklists to streamline project management within Jira. It effectively demonstrates the role of checklists in simplifying complex tasks, ensuring consistency across projects, and minimizing errors.

However, it's crucial to note the additional capabilities brought to the table by Smart Issue Templates for Jira, available at AppsDelivered.com - Smart Issue Templates for Jira. This tool extends the checklist concept into a full-fledged business process enhancement tool. Smart Issue Templates for Jira are engineered to boost efficiency and revolutionize project management practices by ensuring tasks are perfectly aligned with project standards, maintaining uniformity in all team activities.

Integrating Smart Issue Templates for Jira with Jira's existing checklist features allows for a highly automated approach to applying templates. This approach is specifically tailored to the nuances of each project or issue, ensuring that checklists are pre-filled with all necessary steps and criteria for the task at hand. This level of automation ensures that no vital process is missed and that every project goal is met with unwavering accuracy.

Moreover, Smart Issue Templates for Jira enhance the functionality of recurring task management. Automating the checklist creation process for tasks that occur regularly simplifies project management, making task assignment, monitoring, and completion more efficient.

Incorporating Smart Issue Templates for Jira with the checklist strategies highlighted in the Atlassian Community article has significantly improved how I manage projects in Jira. This integration transcends mere task completion, elevating the quality and consistency of work throughout the project lifecycle. For those aiming to refine their Jira workflows, exploring the capabilities of Smart Issue Templates at AppsDelivered - Smart Issue Templates for Jira is highly recommended. Paired with the insights from the article, this tool offers a comprehensive solution for achieving unparalleled project management success in Jira.

Smart Issue Templates for Jira, available at AppsDelivered - Smart Issue Templates for Jira

Hector Lombardo
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March 7, 2024

Good Morning, could someone tell me if is it possible to include into searching advanced JQL lists, a data contained in an elements checklist, because I can't do it trying by columns customization inserts. thks a lot in adavance. hector_lombardo@hotmail.com is my inbox

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