Checklist & Templates Permissions
- Pavel Pavlovsky (Unlicensed)
- Oleksandr Haiun
- Daria Molochenko
☝🏼IMPORTANT NOTE: Due to the upcoming transition of Smart Checklist to Forge, Custom permissions must be reconfigured within permission schemas after the upgrade.
Smart Checklist Custom Permissions to view and work with checklists will be reset post-migration and must be manually reconfigured.
Jira permissions will be migrated without changes.
☝🏼 Please be aware that users may temporarily lose access to checklists until the custom permissions are properly reconfigured after the upgrade to Forge.
💡HINT: To simplify reconfiguration, take a screenshot of your current Custom permissions setup before update to Forge.
Smart Checklist emulates global Jira permissions by default as follows:
Users with "Browse Projects" only permission will be able to browse issues and see Smart Checklist content in these issues. They will not be able to bring any changes to checklists though.
Users with "Edit Issue" permission will be able to modify checklists (mark items as done/undone; edit items content, add/delete items, etc.), import templates and save checklist as a template.
Users with "Administer Projects" permissions are able to create/modify templates and set them as default. You can grant proper permissions via Project Settings → People → Add People
You can enable Custom Permissions to View and Work with Smart Checklist. See how to Set-up Custom Permissions
Project Admin has all defined accesses in case he has “Browse Projects” permissions for custom permissions disabled and in addition “View Smart Checklist” for custom permissions enabled.
Site Admin has same permissions as Administer Projects.
Custom permissions to Work with Smart Checklist ENABLED
| Add Smart Checklist Items | Set Status of Smart Checklist Items | Delete Smart Checklist Items | Manage Smart Checklist Items | Administer Projects |
|---|---|---|---|---|---|
Feature | Smart Checklist permissions | Jira permissions | |||
Checklist | |||||
View checklist items | requires at least “Browse Projects” and (or) “View Smart Checklist“ permission to view and access checklists | ||||
View Smart Checklist History | |||||
Add checklist Items |
|
|
| ||
Set status of checklist Items (linked/non-linked) |
|
|
| ||
Edit checklist Items, use Full-Screen Editor |
|
|
|
| |
Reorder checklist Items |
|
|
|
| |
Delete checklist Items |
|
|
| ||
Convert to Jira Issue new |
|
|
|
| |
Add checklist item details new |
|
|
|
| |
Delete checklist item details new |
|
|
|
| |
Clear checklist |
|
|
| ||
Make the item |
|
|
|
| |
Templates | |||||
View Templates |
|
| requires at least “Browse Projects” and (or) “View Smart Checklist“ permission to view and access checklists | ||
Import Template (linked/non-linked) |
|
| |||
Save Template |
|
| |||
Unlink template from Issue view PRO |
|
|
|
| |
Manage Templates | |||||
Create Template new |
|
| |||
Edit Template |
|
|
|
| |
Delete Template |
|
|
|
| |
Set Template as Default |
|
|
|
| |
Duplicate Template new |
|
|
|
| |
Convert to global/project/linked new |
|
|
|
| |
Manage Templates in Project Settings new | |||||
Create Template |
|
|
|
| |
Edit Template |
|
|
|
| |
Delete Template |
|
|
|
| |
Set Template as Default |
|
|
|
| |
Duplicate Template |
|
|
|
| |
Convert to global/project/linked |
|
|
|
| |
If you enable custom permissions to Work with Smart Checklist only - access to View Smart Checklist features is defined by standard Jira permissions (roles).
Note: If you use the "Checklists" custom field, make sure that users without Work with Smart Checklist permissions cannot edit the field, as this would allow them to modify the checklist content.
Custom permission to View Smart Checklist ENABLED
Feature | View Smart Checklist |
|---|---|
View checklist items | |
View Smart Checklist History |
If you enable custom permissions to View Smart Checklist only - access to Work with Smart Checklist features is defined by standard Jira permissions (roles).
If you enable both custom permissions — View Smart Checklist and Work with Smart Checklist—you must have the View Smart Checklist permission to be able to view the Smart Checklist, regardless of any other checklist permissions you have.
Note: Checklist data is also stored within the issue properties. Users who can view the issue, but do not have View Smart Checklist permission, can still access the checklist content through the issue properties.
Note: If you have set up the “Checklists” custom field and included it on Jira screens, the checklist content will still be visible in the field, even if the user does not have View Smart Checklist permission.
Custom permissions to View and Work with Smart Checklist DISABLED *
*standard Jira permissions (Roles) are used
| "Browse Projects" | "Edit Issues" | "Administer Projects” | “Viewer” | "Member" | "Administrator" |
|---|---|---|---|---|---|---|
Feature | Company Managed (Classic) projects | Team Managed (Next Gen) projects | ||||
View checklist items | requires at least “Browse Projects” permission to view and access checklists | requires at least “Browse Projects” permission to view and access checklists | ||||
View Smart Checklist History | ||||||
Add checklist Items |
|
|
| |||
Set status of checklist Items (linked/non-linked) |
|
|
| |||
Edit checklist Items, use Full-Screen Editor |
|
|
| |||
Reorder checklist Items |
|
|
| |||
Delete checklist Items |
|
|
| |||
Clear checklist |
|
|
| |||
Convert to Jira Issue new |
|
|
| |||
Add checklist item details new |
|
|
| |||
Delete checklist item details new |
|
|
| |||
Make the item mandatoryPRO |
|
|
| |||
Templates | ||||||
View Templates (linked/non-linked) |
| requires at least “Browse Projects” permission to view and access checklists |
| requires at least “Browse Projects” permission to view and access checklists | ||
Import Template (linked/non-linked) |
|
| ||||
Save Template |
|
| ||||
Unlink template from Issue view PRO |
|
|
|
| ||
Manage Templates | ||||||
Create Template new |
|
| ||||
Edit Template |
|
|
|
| ||
Delete Template |
|
|
|
| ||
Set Template as Default |
|
|
|
| ||
Duplicate Template new |
|
|
|
| ||
Convert to global/project/linked new |
|
|
|
| ||
Manage Templates in Project Settings new | ||||||
Create Template |
|
|
|
| ||
Edit Template |
|
|
|
| ||
Delete Template |
|
|
|
| ||
Set Template as Default |
|
|
|
| ||
Duplicate Template |
|
|
|
| ||
Convert to global/project/linked |
|
|
|
| ||
NOTE: If you have an open project access for team-managed projects, everyone can manage Smart Checklists. To change it go to the Project → Project Settings → Access → Change project access and choose the convenient option for your project:
