Jira Checklist 2025: What changed? / What's New?

[#1]

Jira is changing the way teams handle checklists in 2025.

The long-awaited native Action Items feature finally brings basic checklist functionality directly into work items. It’s a big step forward for teams that need a fast, lightweight way to manage small tasks without relying on subtasks for everything. But the update also raises new questions: What are the limitations? When should you use native checklists versus advanced checklist tools?

In this article, we’ll walk through everything you need to know about checklists in Jira - what’s changed, what’s possible, and which tools can help you get more done.

We’ll cover:

• What Jira checklists are and how they work
  
  

• How to set up and manage checklists in your Jira instance
  
  

• Best practices for automation, templates, and team workflows
  
  

• Advanced use cases for Agile, ITSM, and compliance teams
  
  

• How to track progress, manage permissions, and connect with Confluence
  
  

Whether you’re new to Jira or want to streamline your current workflow, this guide will help you choose the right checklist setup for your needs in 2025.

What Is a Jira Checklist?

A Jira checklist is a lightweight to-do list embedded inside a Jira work item. It allows you to break down work into smaller, trackable steps without creating separate work items. These checklist items help teams stay on top of quick tasks or validate work before an issue is closed.

Jira introduced a native checklist feature called Action Items in late 2024. With this feature, users can add checkbox-style to-dos directly inside rich text fields like the Description or Comments. It’s a fast way to capture informal tasks, reminders, or collaborative notes—right where the work happens.

However, Action Items come with limitations. You can’t assign them to teammates, automate them through Jira Automation, or filter them using JQL. That’s why they’re better suited for quick notes rather than formal workflows.

For structured, recurring work or advanced tracking, many teams still rely on checklist apps or subtasks.

Why Compare Action Items to Jira Subtasks?

Both Action Items and subtasks are ways to break down work inside a work item. But they serve different use cases.

Action Items are quick and informal. They help capture checklists on the go, inside a work item’s description or comment field. They’re great for lightweight collaboration or one-off reminders.

Subtasks, on the other hand, are full-fledged work items. They support workflows, assignees, automation, and reporting. They’re better suited for structured tasks that require ownership and progress tracking.

If you’re deciding between them, here’s a comparison to help you choose:

Feature	Jira Action Items	Jira Subtasks
Location	Inside issue fields	Separate work item
Assign to user	❌ Not supported	✅ Supported
Workflow status	❌ None	✅ Has own status
Supports automation	❌ No	✅ Yes
Searchable in JQL	❌ No	✅ Yes
Use for recurring work	❌ No	✅ Yes
Good for small task lists	✅ Yes	❌ Too heavy

Use Action Items for small, internal checklists that don’t require status or ownership.

Use subtasks when you need structure, tracking, or workflow control.

For Agile teams, apps like Smart Checklist offer a middle ground. They provide templates, automation, and progress tracking - ideal for things like Definition of Done, QA steps, or release prep. These checklist apps let you manage recurring task lists without overloading your Jira project with subtasks.

How to Add a Checklist in Jira

There are two main ways to add checklists in Jira:

1. Using native Action Items
   
   

2. Using a checklist plugin like Smart Checklist
   
   

Let’s look at both.

Using Jira Native Action Items (Basic Functionality)

Jira Action Items are built into the platform. You don’t need to install anything.

They live inside rich text fields like Description, Comments, and custom paragraph fields.

To add an Action Item:

• Type [ ] to start a new item
  
  

• Use the /action item command
  
  

• Click the checkbox icon in the toolbar
  
  

Once created, you’ll see a list of checkboxes that you can mark complete.

When to Use Jira Action Items

Action Items are a great tool for capturing quick thoughts or steps without adding overhead to your project. They’re ideal for:

• Listing key points or next steps inside an Epic’s description

• Capturing follow-ups from meetings directly in comments

• Keeping track of informal tasks in a collaborative thread

While they’re handy for fast-moving work, Action Items have functional limits.

You can’t assign them to individual users—so they won’t show up in anyone’s personal task list. They also don’t trigger Jira Automation, and their completion state isn’t searchable. This makes them less suitable for structured workflows, reporting, or cross-issue tracking.

You also can’t reuse Action Items across different issues or enforce them with validators. So while they’re perfect for quick checklists, they’re not meant to replace more formal work item structures

These are helpful for quick task lists, but limited when you need structure or repeatability.

Using Smart Checklist for Jira (Advanced Functionality)

Smart Checklist is a powerful add-on available on the Atlassian Marketplace. It’s designed for teams that need more from their checklists—especially when those checklists are part of recurring processes or formal workflows.

Once installed, Smart Checklist adds a dedicated checklist panel to every work item. You can use it to build structured lists, assign items, and track completion status without relying on subtasks.

You can also format checklist items using Markdown, assign tasks to specific team members, and set due dates for each checklist item individually. This gives teams much more control over task ownership and deadlines, right from within the work item.

Need to standardize your team’s Definition of Done or onboarding steps? You can save checklist templates and apply them automatically using Jira Automation.

Another benefit is visibility. Smart Checklist supports JQL-based reporting, so you can filter issues based on checklist progress or status. This is especially helpful when you want to track whether critical steps were completed before a work item moved forward.

Smart Checklist is ideal if:

• Your team uses repeatable checklists in sprint planning, QA, or compliance.

• You want to reduce subtasks but still track detailed steps.

• You need to monitor checklist completion across projects.

• You want to assign checklist items without assigning the full issue.

You can also set permissions separately from the work item itself. For example, some users may be allowed to update checklist items without editing the rest of the work item.

Installation & Licensing Tips

• Smart Checklist supports Jira Cloud and Data Center environments.

• A free version is available for teams with up to 10 users.

• Advanced features like automation, templates, and permission settings require a paid plan.

• You can start with a free trial directly from the Atlassian Marketplace.

We’ll go deeper into how Smart Checklist templates and automation work in later sections.

Jira Action Items vs. Smart Checklists: When to Use What?

Feature	Jira Action Items	Smart Checklists by TitanApps
Where It Works	Rich text fields (description, comments)	Dedicated checklist panel in work items
Use Case	Quick, ad-hoc tasks	Structured, recurring checklists
Assign Items	❌ No assignees	✅ Assign checklist items
Due Dates	❌ Not available	✅ Set due dates per checklist item
Automation	❌ Not supported	✅ Jira Automation & API support
Templates	❌ Manual entry	✅ Save & reuse checklist templates
JQL Search	❌ Not available	✅ Search checklist progress with JQL

Why Use Jira Checklists?

Checklists help teams stay organized inside a work item. They bring order to steps that often get skipped or forgotten.

Instead of relying on memory, you can follow a clear, repeatable process. This is useful for things like Agile workflows, testing, onboarding, and approval steps.

Templates are especially helpful for recurring work. They let teams apply a consistent checklist every time—no need to build the list from scratch.

When you assign items and set due dates, checklists become collaborative. Everyone knows who’s responsible for what and when it’s due.

Advanced checklist apps like Smart Checklist go further. You can:

• Trigger checklists automatically using Jira Automation

• Filter and report on checklist status using JQL

• Limit checklist editing based on user roles

• Maintain a history of changes for audits and compliance

Checklists work across teams:

Engineering can manage release steps and QA criteria. Marketing can track content approvals. HR can run hiring processes. IT can document incident response.

No matter the use case, checklists are one of the simplest ways to stay consistent, reduce error, and keep tasks visible until they’re done.

How to Create a Jira Checklist

Creating a checklist in Jira depends on the method you choose - either using Jira’s built-in Action Items, or a more advanced checklist app like Smart Checklist.

If you’re using native Action Items, just type [ ] into the description or comment field. Jira will turn it into a checkbox. You can also use the slash command /action item. This works well for short, one-time task lists.

But for structured work, like recurring workflows or team-wide processes, a checklist app gives you more control.

You can:

• Add a dedicated checklist panel to your issues
  
  

• Use Markdown to format checklist items
  
  

• Assign tasks to specific people
  
  

• Set due dates
  
  

• Track progress over time
  
  

• Create and reuse checklist templates
  
  

Here’s a quick example: Let’s say your team runs a weekly QA cycle. With a checklist plugin, you can create a detailed QA checklist once, save it as a template, and reuse it every week. No need to copy-paste or start from scratch.

You can also manage multiple checklists in one work item. For example, a bug report might have one checklist for triage and another for testing. Each one can have different owners and due dates.

Formatting also matters. With Markdown, you can add headers, bold text, and links to documentation. That makes long checklists easier to read and follow.

If your work depends on consistency and collaboration, a structured checklist will help your team stay on track without overcomplicating your Jira workflow.

Checklist Templates in Jira

Most teams repeat the same types of tasks every week. It could be onboarding new hires, preparing a release, or publishing a blog post.

Instead of writing out the same checklist every time, you can save it as a template.

Templates make checklists consistent. They save time and reduce errors. You set them up once, and then apply them to any iwork item - whenever needed.

This is especially helpful for recurring workflows like:

• Setting up Definition of Done for all stories
  
  

• QA testing for each release
  
  

• Weekly marketing content tasks
  
  

• Employee onboarding flows
  
  

With Smart Checklist, you can turn any checklist into a reusable template. Then you can apply it manually or automatically with Jira Automation.

How to Create and Save a Checklist Template in Jira

There are two ways to create a checklist template using Smart Checklist:

Option 1: Save an existing checklist as a template
If you’ve already written a checklist in a work item, you can turn it into a template right from that issue.

1. Open the work item and click the Smart Checklist icon.
   
   

2. Click the three-dot menu.

3. Select “Save as Template”.
   
   

4. Give your template a name and click Save.
   
   

This works well when you’ve already fine-tuned a checklist and want to reuse it.

Option 2: Create a template from scratch

1. Go to a work item with Smart Checklist enabled.
   
   

2. Open the Smart Checklist panel.
   
   

3. Click the Templates button.
   
   

4. Select “Manage Templates”.
   
   

5. Create a new template using the input box or full-screen editor.
   
   

You can also manage templates globally (especially useful for Data Center and Server versions).

Once a template is saved, you can apply it manually or automate it using Jira rules. You can also limit access to templates using permission settings.

Popular Checklist Templates for Jira

Some checklists show up in almost every Jira instance. These are the templates that teams use again and again because they work.

Here are a few common ones that you can build into Smart Checklist and apply across your projects:

1. Definition of Done (DoD)

This checklist helps Agile teams know when a task is truly complete. It often includes code review, tests, documentation, and product sign-off.

      # Definition of Done

– **Code produced** (_all `to do` items in code completed_)

> Code commented, checked in and run against current version in source control

– **Code reviewed**

> * @peer reviewed (or produced with pair programming) 

> * meeting development standards

– **Builds** without errors

– **Unit tests** written and passing

– **Deployed** to system `test environment` and passed system tests

– **Acceptance criteria** met

> * Passed UAT (User Acceptance Testing) 

> * signed off as meeting requirements by @productowner 

– Any build/deployment/**configuration changes** implemented/documented/communicated

– Relevant **documentation/diagrams** **produced** and/or **updated**

2. Acceptance Criteria

Use this template to capture what a feature should do. It’s often written in the Given/When/Then format.

      # Acceptance criteria

– **Given** my bank account is in credit, and I made no withdrawals recently,

> **When** I attempt to withdraw an amount less than my card’s limit,

> **Then** the withdrawal should complete without errors or warnings

3. Onboarding Checklist

Make sure new hires have access to tools, documents, and accounts from day one. The onboarding Smart Checklist for the new employee should outline tasks for the trial period, along with links to onboarding materials.

See the example below:

Company onboarding for Maria Smith | Developer

# During the 1st week

- Use your *full name* in your Slack profile 

- Add your picture to _all company profiles_ 

> List of company profiles: Slack, Google account, Jira/Confluence, etc.

- Fill out [the form](http://rw.rw/vimeo.com) to get company merch 

> Please state your current address 

- Install required software

>VPN setup

>Antivirus installation 

- Complete Orientation day 

- Complete Product Training - Day 3

- Complete Compliance Workshop - Day 5

- Join team introduction meeting

# During the 1st month

- Read [company-wide policies](https://vimeo.com)

- Watch [Slack usage video](https://vimeo.com)

- Learn [working with sensitive information](https://www.atlassian.com/software/confluence)

- Prepare for the first feedback session

>Purpose: Assess your training progress and role adaptation.

- Schedule Bi-weekly meetings with your coordinator

 >Purpose: Review progress on tasks, ask questions

4. QA / Testing Checklist

Standardize how features are tested and reviewed before release.

- Open all major browsers

- Run functional tests

- Log test results in Jira

- Tag bugs and assign

- Confirm fixes in latest build

5. Content Publishing Checklist

Keep marketing and editorial tasks on track.

– Research SEO and demand

– Research the topic @username

– Interview the knowledge holder within the company (@UserName)

– Create a draft for the article

– Review the draft with the knowledge holder

– Request visuals @username

– Request images for WP and Social Media @username

– Approve the article with your lead @username

– Proofreading

– Publication

These templates are editable and reusable. You can format them with Markdown, include links, or assign items to team members.

How to Automate Templates with Jira Automation

You don’t have to apply checklist templates manually every time. With Jira Automation, you can set rules to add templates based on conditions.

Here’s how it works:

1. Go to Project Settings > Automation
   
   

2. Click Create Rule
   
   

3. Set your trigger (e.g., work item created, status changed)
   
   

4. Add a condition (e.g., issue type = Story)
   
   

5. Choose “Smart Checklist: Apply Template” as the action
   
   

6. Select the template you want to apply
   
   

This way, every time someone creates a Story issue, the DoD checklist appears automatically. No manual work needed.

You can also:

• Use JQL filters to target specific work items
  
  

• Set up different templates per issue type
  
  

• Trigger templates when an issue transitions from one status to another
  
  

Templates + automation = fewer missed steps and a faster setup for recurring work.

Automating Jira Checklists for Efficiency

Checklists are most powerful when they work behind the scenes. With Jira Automation and the Smart Checklist you can add templates, update items, and trigger rules - all without manual work.

Let’s break this into two parts: using automation rules, and using the API for custom setups.

How to Automate Checklists with Jira Automation

Smart Checklist supports Jira’s native automation engine. You can set up rules to automatically add templates or update checklist items based on work item changes.

Common triggers include:

• Work item created
  
  

• Work item transitioned to a new status
  
  

• Field value updated
  
  

• Comment added
  
  

For example, you can apply a Definition of Done checklist every time a task moves from “To Do” to “In Progress.” 

You can also trigger checklist templates based on custom field values. This is useful for work item types like “Bug” or “Story,” each with different requirements.

You can even append templates or replace existing checklists depending on your setup.

Smart Checklist API & Advanced Integrations

For deeper use cases, like CI/CD workflows or custom dashboards, Smart Checklist also provides API access.

With the API, you can:

• Create, update or delete checklist items programmatically
  
  

• Trigger checklist actions from your DevOps pipelines
  
  

• Connect checklists with tools like Confluence or Jira Service Management
  
  

Example use cases:

• In a release pipeline, add a QA checklist once a build passes staging
  
  

• During onboarding, sync checklist progress between Jira and HR tools
  
  

• Link checklist data to Confluence pages for documentation or audits
  
  

Checklists are often part of larger systems. The API helps you integrate them without switching tools or losing context. 

Jira Checklist Use Cases for Agile & Project Management

Checklists play a key role in helping Agile teams stay focused, reduce clutter, and follow consistent processes. When used inside Jira, they make sprint tasks easier to manage and review without the overhead of subtasks or scattered documentation.

Here’s how teams use checklists across different stages of the Agile workflow.

How Agile Teams Use Jira Checklists

1. Keep sprint issues clean and organized
Scrum teams often break down work into small steps. But creating a subtask for each step can clutter the board and slow things down.

A checklist inside the Jira issue solves that. You can track progress, assign items, and update statuses without switching views.

Example:
A development task for a new feature might include:

• Design the UI
  
  

• Implement logic
  
  

• Write unit tests
  
  

• QA testing
  
  

• Update changelog
  
  

Each of these steps can be a checklist item. No need for separate subtasks. Progress stays visible inside thework item.

2. Use checklists for Definition of Ready (DoR) and Done (DoD)
Before a story enters a sprint, it should meet clear standards - this is the Definition of Ready.
When it leaves the sprint, it must meet your Definition of Done.

You can create templates for both and reuse them across stories.

DoR might include:

• Clear user story format
  
  

• Acceptance criteria written
  
  

• UI/UX designs attached
  
  

• Dependencies identified
  
  

• Story estimated
  
  

DoD could include:

• Code reviewed
  
  

• Tests written and passed
  
  

• Documentation updated
  
  

• Story reviewed and approved by Product Owner
  
  

Applying these checklists ensures consistent quality and reduces back-and-forth between teams.

3. Standardize sprint and project setup
Starting a new Scrum project involves many small tasks - setting up the board, scheduling meetings, creating workflows.

You can create a checklist template for Scrum setup that includes:

• Creating the Jira project and board
  
  

• Configuring sprints and filters
  
  

• Scheduling sprint ceremonies
  
  

• Adding reusable DoR and DoD checklists
  
  

• Automating work item transitions
  
  

Once saved as a template, this can be applied to any new project saving hours of manual setup.

Managing Checklist Permissions and Custom Fields in Jira

Smart Checklist works across different team setups. Some teams need open editing. Others want to control who can update the checklist.

You can restrict checklist actions based on Jira roles. For example:

• Let only assignees mark items as done
  
  

• Allow only project leads to edit content
  
  

• Keep checklists read-only for some users
  
  

This gives managers control without blocking progress.

Custom Fields vs. Issue Properties: What's the Difference?

Smart Checklist stores checklist data in two ways: Issue Properties and the optional Checklists custom field.

Issue Properties are the default. They power most features right after installation. You don’t need to set up anything manually.

But some advanced features need a custom field.

Here's a quick breakdown:

Feature	Issue Properties	Checklists Custom Field
Checklist content	✅	✅
Markdown support	✅	✅
API access	✅	✅
Agile board visibility	✅	✅
Automation triggers	❌	✅
JQL search & filters	❌	✅
Progress tracking (custom field view)	❌	✅
Workflow validators	❌	✅
Checklist sync to Confluence	❌	✅
Audit & change tracking	❌	✅

If you want to track checklist progress across work items, use automation, or run JQL searches you’ll need  set up a custom field.

Reporting and Tracking Jira Checklist Progress

Checklists aren’t just for tracking tasks inside one work item. With the right setup, you can monitor checklist progress across projects using JQL, custom fields, and Jira dashboards.

You can answer questions like:

• Which tasks are still open?
  
  

• Which work items have incomplete checklists?
  
  

• What’s blocking a release?
  
  

Use Custom Fields to Track Checklist Progress

To track checklist completion, set up two custom fields:

• Checklists (for content search)
  
  

• Smart Checklist Progress (for completion tracking)
  
  

Once added, these fields let you:

• View progress on your Jira board
  
  

• Create automation rules
  
  

• Build reports and filters

Search Work Items Using JQL

Once custom fields are active, you can search for work items based on checklist data.
Here are some simple examples:

What you need to find	JQL Example
Work items with unfinished checklists	"Smart Checklist Progress" ~ "-Done"
Work items where all items are done	"Smart Checklist Progress" ~ "Done"
At least one item completed	issue.property[SmartChecklist].hasClosedChecklistItems = 'true'
All items open	issue.property[SmartChecklist].hasOpenChecklistItems = 'true'
Checklist contains “login”	"Checklists" ~ "login"

You can also filter by:

• Number of checklist items
  
  

• Due dates
  
  

• Status (Todo, In Progress, Done)
  
  

• Assignees

Advanced Features: Multiple Checklists in One Work Item

Some work items involve many teams or complex workflows. One checklist is not always enough.

With Smart Checklist, you can now split your checklist into separate tabs. Each with its own tasks, progress, and purpose.

This gives you a clean, structured way to manage complex work inside a single work item.

Why Use Multiple Checklist Tabs?

Multiple checklist tabs help you:

• Keep work organized by team or process step
  
  

• Track progress for each tab separately
  
  

• Assign tabs to different users or departments
  
  

• Automate tabs based on issue type or status
  
  

• Apply templates to each tab individually
  
  

Each tab acts like its own checklist. You can switch between them inside the work item, without creating multiple tasks or pages and also review progress of each tab without a need to open it seprarately.

Use Cases for Multiple Checklists

Split checklists by team or department
For example, in a product launch, marketing, sales, and support may all contribute. You can give each team their own checklist tab. Everyone sees the full picture, but without mixing tasks.

Add tabs based on issue type
Automatically apply “Definition of Done” or “Definition of Ready” tabs to specific issue types like Stories. This helps teams stay consistent during sprint planning and execution.

Add tabs during workflow transitions
Some tasks need approvals or checks during the process. Create tabs like “Legal Review” or “Security Audit” that appear when the work item moves to a specific status.

Additional Benefits:

• Better structure - separate tabs help reduce clutter inside work items. Teams only see the checklist that’s relevant to them.

• Track progress clearly - each tab shows its own progress bar. You can spot blockers at a glance.

• Improve collaboration - assign checklist tabs to specific roles or team members. Everyone knows what they’re responsible for.

• Use templates per tab - attach different checklist templates to each tab. This saves setup time and keeps your processes consistent.

Best Practices for Managing Checklists in Jira

Checklists can make work smoother or harder, depending on how you use them. Here are some tips on how to keep your checklists helpful for the team:

Keep It Simple and Focused: Don’t use a checklist when a subtask is a better fit. Checklists are great for step-by-step tasks within one work item. If each item needs a separate assignee or status, create subtasks instead.

• Organize for Readability: Use headers, indentation, and spacing if your checklist is long. Break larger checklists into multiple tabs when possible. Use Markdown formatting to highlight important items or link to docs.

• Assign Owners and Due Dates: If your team shares a checklist, assign specific items to each person. Add due dates so nothing gets delayed. This makes everyone’s responsibility clear from the start.

• Use Templates for Recurring processes: If you do the same tasks often, save time by using templates. Create standard templates for repeatable processes like onboarding, testing, or publishing. You can apply them manually or set up automation to add them on work item creation or status change.

• Automate Where It Makes Sense: Use Jira Automation to apply templates, update checklists, or trigger workflows. You can base rules on issue type, transitions, or custom field values. Automation reduces manual setup and keeps your team focused.

• Avoid Overload: Don’t add every detail to a checklist. Keep it task-based. Add only what someone needs to do or confirm. If your checklist feels too long, consider splitting it into tabs or simplifying it.

• Set the Right Permissions: Use Smart Checklist permissions to control who can edit or complete checklist items. This helps teams stay aligned and avoids accidental changes.

Checklists work best when they are simple, clear, and built into your team’s workflow. Start small, improve over time, and make sure they actually help people do their work better.

Final thoughts

Jira checklists are a simple way to make work easier, faster, and more consistent. Whether you use native Action Items or the Smart Checklist app, adding clear to-do items helps your team stay aligned and on track. With templates, automation, and multiple checklists, you can build repeatable processes that actually work without overcomplicating your Jira instance.

FAQ – Common Questions About Jira Checklists

Q1: Can you create checklists in Jira natively?
Yes. Jira’s Action Items feature lets you add simple checkboxes inside descriptions or comments. They’re good for quick notes, but don’t support automation, templates, or tracking.

Q2: What is the difference between checklists and subtasks in Jira?
Checklists are lightweight task lists inside a work item. Subtasks are separate work items with their own workflow and assignees. Use checklists for small steps; use subtasks for bigger, standalone work.

Q3: How can I automate checklist creation in Jira?
Use Jira Automation with Smart Checklist. You can apply templates automatically based on issue type, status, or other triggers. Learn more in the automation guide.

Q4: Can checklists be linked to workflows and issue transitions?
Yes. You can trigger checklists when an work item moves between statuses. You can also block transitions (coming soon) if a checklist tab isn’t completed.

Q5: What is the best Jira checklist plugin for project management?
Smart Checklist by TitanApps is one of the top-rated checklist apps on the Atlassian Marketplace. It supports templates, automation, JQL, permissions, and more.

Q6: How do I set due dates and assignees for Jira checklist items?
Use Smart Checklist. You can assign checklist items to users and add due dates directly inside the checklist.

Q7: Can I track checklist progress in Jira reports or dashboards?
Yes. Use the “Smart Checklist Progress” custom field to track completion. Add it to your filters, dashboards, or boards for team-wide visibility.

Q8: How do checklists integrate with Confluence and Jira Service Management?
You can link work items with checklists to Confluence using the Jira macro. In JSM, checklists help agents follow steps, stay consistent, and resolve tickets faster.

💡Learn more about Smart Checklist

[Jeramy]

My company has been using this add-on for a year or more and we LOVE it! It has become part of our normal workflows, most teams use the checklist templates, and built-in automation features are great. What used to be dozens (or more) of sub-tasks, are now simple checklists. This keeps our boards and dashboards much cleaner!

Thank you for such a good Jira add-on. :)