Linked Templates

😎 Pro Featurehttps://railsware.atlassian.net/wiki/spaces/CHK/pages/309657613

Contents👇🏼

 

Linked Templates are an advanced type of Smart Checklist templates designed to create and sustain a dynamic link with related issues when imported. Unlike the regular (non-linked) templates  that involve adding a snapshot of the template during import into the checklist, Linked Templates directly import the live template instance.

 

Main Highlights:

🔗 Live Connection: Linked Templates stay connected to associated issues, ensuring instant updates and synchronization.

🔒 Immutability: Users can't make changes to the imported Linked Templates, other than changing the status of items.

🔄 Synchronized updates: Admins can update the original template, automatically reflecting changes across all checklists where the template is imported to.

 

You can create a Linked Template by:

  • creating a new template from the Templates list on the Jira Issue view or Project Settings

  • converting the existing template into a Linked Template

Create a Linked Template

  1. Open the “Manage Templates” menu using one of the following methods:

  • Way #1: Navigate to a Jira Issue → click on the 3-dot menu to open the Smart Checklist menu → click Manage Templates

  • Way #2: Go to Project Settings → Apps → Smart Checklist

  1. Click the “Create Template“ button

Screenshot 2024-01-16 at 16.39.16-20240116-143927.png
  1. In the dialogue that appears, check the “Linked” checkbox.

image-20240116-144247.png
  1. Add checklist items as needed.

Convert a Template to Linked

You can convert a template to Linked and vice versa.

  1. Open the “Manage Templates” menu

  2. Click on the 3-dots next to the template you want to convert.

  1. Select "Convert to linked" to switch to a Linked Template

Import the Linked Template

Importing Linked Templates is as simple as importing a regular template. Follow these steps:

  1. Navigate to your Jira Issue and open the Smart Checklist menu.

  2. Choose "Import from a template."

  1. Select the template you want to add to your Jira issue and click "Import."

  1. Once imported, your linked template will appear in your issue, separated from your main checklist.

  1. To view all linked issues, go to “Manage Templates” → expand the template → click the “View linked issues” link in the right sidebar.

For unlinking a template from an issue, please refer to the relevant section in the documentation.

☝🏼NOTE: You can import the same Linked Template only once per issue. If the template is already linked to an issue, the “Import” button will be disabled.

☝🏼NOTE: After the import the template will be linked with its original copy. Any changes made to the original template, will affect every checklist where the template is imported to.

Set Linked Template as Default

Similar to regular templates, you can set Linked Templates as default for automatic import when a specific issue type is created.

Edit a Linked Template

Any changes made to a Linked template will automatically reflect in every checklist where the template has been imported. Our app keeps track of every single item in the template and its status in the issues where it was imported.

To edit the linked template:

  1. Open the “Manage Templates” menu, accessible from either the Issue view or Project Settings.

  2. Click on the template name to expand the details.

  3. Select "Edit" to enter editing mode.

  1. Make the desired changes to your template.

  1. Click the “Save” button to apply the changes to your template. Same changes will be applied to every checklist where the template is imported to.

Removing a Linked Template

There are several ways to remove Linked Templates from the Smart Checklist:

  • Unlink a Template from a Single Issue

  • Convert a Template to Non-Linked

  • Delete a Linked Template

These options offer you the flexibility to either entirely remove the linked template from your issues or remove the link while keeping the associated items.

To unlink a template from a specific issue, follow these steps:

  1. Navigate to the Issue view.

  2. Click on the three-dot menu near your Linked Template.

  1. In the three-dot menu, you'll find two options:

    • “Unlink template and keep items”: Linked template items and their statuses will be appended to your main checklist.

    • “Unlink template and remove items”: The Linked template will be completely removed from the issue.

  2. Choose the appropriate option, and the template will be successfully unlinked from the issue.

Convert a Template to Non-Linked

To convert a template to non-linked, follow these steps:

  1. Open the “Manage Templates” menu.

  2. Click on the three dots next to the template you want to convert.

  3. In the opened menu, choose "Convert to non-linked."

  1. In the subsequent dialogue, decide whether you want to “Keep” or “Remove” the checklist items from all the issues where the linked template was imported.

  1. Click "Convert to non-linked" to confirm.

Now, your template is ready for use as a regular template.

Delete a Linked Template

To delete a template, use the following steps:

  1. Open the “Manage Templates” menu.

  2. Click on the three dots next to the template you want to delete.

  3. In the opened menu, choose "Delete."

  1. In the subsequent dialogue, decide whether you want to “Keep” or “Remove” the checklist items from all the issues where the linked template was imported.

  1. Click "Delete" to confirm.

By following these steps, you can efficiently unlink, convert or delete your templates based on your needs.

History events for Linked Templates

All the changes done for the Linked Templates imported to the issues will be tracked in the Smart Checklist History tab. Please find the newly added events in the table below:

Operations with Linked templates

Events in the Smart Checklist History tab

Operations with Linked templates

Events in the Smart Checklist History tab

Edit Linked Template

edited the linked "Template name" template

Rename a Linked Template

renamed the linked "Old template name" template to "New template name"

Link (Import) the Linked Template to the issue

linked a "Template name" template

Unlink the Linked template (and keep/remove items)

unlinked a "Template name" template, and appended/removed items

Convert Linked Template to non-linked (and keep/remove items)

The "Template name" template has been unlinked, and items have been appended/removed from the checklist

When linked templates are automatically assigned to any issue type

The checklist has been created

Change status for items of the linked template in the issue view

changed the item

Delete a Linked Template (and keep/remove items)

The "Template name" template has been unlinked, and items have been appended to/remove from the checklist

Assigned items and notifications

Similar to regular operation available for checklist items - you can assign a user to a checklist item in a Linked Template.

Once you import a Linked Template to an issue that contains a checklist item with a user mention, an item will be added to the Smart Checklist Pro items page.

Users who have been mentioned in a Linked Template checklist will receive an email notification once the items from it are imported into an issue.

Linked Templates in the Checklists custom field

If you have custom field Checklists added to any of the screens, items imported from any linked template will be displayed but couldn’t be updated via this field.

Erasing the entire checklist or the linked template, or making any changes to the items imported from a Linked template in the custom field Checklists does not unlink the template nor remove/update it.

Items imported from a linked template will be displayed like this in the Checklists custom field:

Linked Templates and Jira Automation

If you need to add Linked Template to any Jira Automation scenario you can copy Linked Template id as any regular Template id and add it to Jira Automation scenario. After scenario is properly added and activated you can get all the benefits of the Linked Template in cooperation with Automation. For example, you can add a new item to a linked template and it will be immediately displayed in the checklist assigned to the Jira task. Detailed instruction how to use templates in automation.