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Checklist sub-task/sub-checklist

Megan P_
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May 17, 2023

I'm hoping someone out there can assist..

I am the middle-man compiling all the documents & forms for new employees/providers and the hospitals they will be working at (4 locations in total). The punch list of items needed is the same for each hospital, however each hospital has its own version of each form. I need to create a 'sub-checklist' within each checklist. Is this possible?

This applies to dozens of items, so it's not realistic to make each item its own checklist, but rather 5 checklists with 10-15 items per list, then 4 'sub-tasks' (locations) per item.

For example, each location runs its own Background Check. I need to 'check off' when each separate location is complete, then 'check off' the overall Background Check once all 'sub-tasks' have been completed.


-Background Check

              -location #1 

               -location #2 

               -location #3

               -location #4

-Case Logs

              -location #1 (needs 2 years)

               -location #2 (needs 4 years)

               -location #3 (needs 3 years)

               -location #4 (needs 2 years)



2 answers

0 votes
Dreamsuite Mike
Community Leader
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May 18, 2023

You can create the idea of levels in checklists by using the formatting.  I often use the Markdown formatting available in combination with emoji's.  Please see the example below:

Screenshot 2023-05-18 085646.png

If you work through the locations sequentially, you could have a coding structure like below.  Then when BC - Location #4 is checked, you can have an automation to check off Background Checks
Screenshot 2023-05-18 085946.png

I personally would still be tempted to use separate checklists.  You can have the checklist structure like this:

Overall Progress

  • Background Check
  • Case Logs
  • Another thing...
  • Another thing...

Background Check

  • Location #1
  • Location #2
  • Location #3
  • Location #4

Case Logs

  • Location #1
  • Location #2
  • Location #3
  • Location #4

Then set up automations similar to this to automatically check the Overall Progress and remove the completed checklist, keeping the card clean:

Screenshot 2023-05-18 090537.png

0 votes
Wojciech Wardaszko _HeroCoders_
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May 18, 2023

Hi @Megan P_

Welcome to the Community! 

Checklists in native Jira are pretty limited, so I'm assuming you're using (or going to use?) one of the many checklist apps available on the Marketplace.

I can't speak for all of them, but I bet quite a lot support multiple checklists. I know for sure that our (as in made by my team, the HeroCoders) Issue Checklist for Jira supports this feature in both Free and Pro.

The way I imagine this working for you would be treating an Epic or a Story as your focal point, then you would have tasks or subtasks as the first breakdown, and then each subtask could have all the necessary checklists - so a checklist called Background Check with locations as items, another called Case logs with locations as items and so on.

But your taxonomy seems a little off to me. Have you considered an approach where you have locations as subtasks and then checklists for each location including all the things that need to be done there? so Employee (Story)>Location #something (a task/subtask) with Checklists: Background Check, Case Logs, Other stuff that needs to be done? Seems more intuitive to me as it will show you if someone is good to apply for a particular location.

At any rate, I'm pretty confident that Issue Checklist for Jira can help you solve this. If you'd like to discuss this further, please share more about your use case here or just reach out to our support team - we're always happy to help crack nuts like this one!


Wojciech Wardaszko _HeroCoders_
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May 18, 2023

Oh my, completely missed that this is Trello and not Jira! Sorry, my bad!

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