Checklist Statuses
Use statuses to tailor checklist items workflow. Add clarity beyond ToDo or Done, and ensure clear visibility of progress ✅
Overview
Smart Checklist comes with default statuses, and you can create custom statuses to match your team’s workflow and provide clear visibility of progress ✅
Global Admins can create and manage both default and custom statuses from Global Settings. Project Admins can manage statuses for their projects, adapting them to team-specific needs without affecting other projects.
Default Statuses
Out of box Smart Checklist offers the following default statuses: todo, done, in progress and skipped
Managing Default Statuses pro
Statuses are managed in Settings → Marketplace Apps → Smart Checklist → Statuses.
You cannot delete custom statuses entirely or change the checkbox state (checked/unchecked) but you can rename and change colors to match your team workflow.
Custom Statuses
Smart Checklist doesn’t limit you to default statuses. You can easily create your custom statuses as well.
Manage statuses (Global Settings)
To manage your checklist statuses, navigate to Settings → Marketplace Apps → Smart Checklist → Statuses.
Add custom status
To add a custom status, enter the desired name, color, checkbox state, projects, and click “Add new status”.
The name of the custom status is limited to 50 characters.
☝🏼 NOTE: You can’t rename a custom status once it’s added. You’ll need to remove the status
and add a new one 🙃
Change status color
You can easily change colors of your custom statuses. In order to do that, refer to the Color column and choose the color from the dropdown:
Choose status checkbox state
Smart Checklist items can have 2 checkbox states. States allow you to display the items as completed or not:
checked state | UNchecked state |
checked state will treat the checklist item as done | UNchecked state will treat the checklist item as not completed |
In order to choose the custom status checkbox state refer to the Checkbox column and choose the state from the dropdown:
Assign status to Projects pro
You can choose which projects a custom status applies to.
Use the new Projects column to assign a status to: all projects, multiple projects, or single project.
By default, all existing global custom statuses are assigned to All projects. You can update this as needed.
Reorder statuses
Use the drag handle to move the entire status row and arrange statuses in the desired order for selecting statuses for checklist items.
Remove status
To remove a custom status, click the Trash bin icon next to the status. A warning will appear:
Once confirmed, the status will be removed, and all checklist items will be reassigned to default statuses based on the following rules:
Checked State: Items will be set to Done.
Unchecked State: Items will be set to To Do.
☝🏼 NOTE: Default statuses cannot be removed.
Manage statuses (Project Settings) pro
You can manage custom checklist statuses directly from the Project Settings.
Global and default statuses shared across all projects, however, can only be managed from the Global Settings → Checklist Statuses | Manage statuses from Global Settings
Grant users Administer Projects permissions to manage Project Statuses from the Project Settings.
To manage Project statuses, follow the next steps:
Go to Project Settings → Apps → Smart Checklist → Statuses tab.
You’ll be redirected to the Statuses tab showing a list of all available statuses for the project.
Alternatively, do it from the Issue view. Open any issue:
Click a checklist item’s status → select Manage statuses from the dropdown.
Or click Smart checklist menu → Manage checklist statuses.
Add project custom status
In the Statuses tab, enter Status name.
Click “Create“ on the appeared dropdown.
Entering a new status name in the Project SettingsSelect the color from the dropdown.
Select the status state - checked/unchecked.
Click Add new status.
🥳 That’s it! Your status is now saved and available in the list of Project Statuses. You can easily apply it to checklist items within this project.
☝🏼NOTE: If a status with the same name already exists in the instance, a new one won’t be created – the existing status will simply be added to the current project. You can only manage its presence in your project, not its color or checkbox.
Edit project custom status
You can change:
Color – click the color dropdown in the Color column.
Status state – click the value in the Checkbox column to toggle between checked and unchecked
Status Order
Statuses in the Project Settings appear in the following order:
Global statuses always appear at the top.
Other statuses follow the global-level order.
Project-level reordering is not available.
Delete project custom status
To delete a status, click on the Trash bin icon next to the status. You will be asked to confirm the deletion.
After deletion:
Checklist items with checked status will be reassigned to Done
Checklist items with unchecked status will be reassigned to To Do
☝🏼NOTE:
On the project level, you cannot manage default statuses (To Do, In Progress, Done) or global statuses shared across all projects.
You can only manage statuses that were created or added specifically for this project.
Custom statuses in templates
You can use project-specific statuses in your project templates.
If a project template containing project-specific statuses is converted to a global template, those statuses will be automatically replaced with To Do or Done.
Statuses on the Issue view
Change status for checklist items
Statuses are shown as a dropdown in the right column of checklist items:
Custom status in RAW text format
You can reference custom statuses as [status name] in the markdown formatting.
You Type | You Get |
|---|---|
- [IN REVIEW] IN REVIEW item with Unchecked state
- [CUSTOM STATUS] CUSTOM STATUS item with Unchecked state
- [FAILED] FAILED item with Checked state |
|