Setup & Administration

This guide covers installation, the Admin Dashboard, template management, project enablement, workflow enforcement, automation wiring, JSM portal exposure, auto-apply configuration, and the Hub page.

1. Install the App

From Jira, open Apps → Explore more apps and search for Enterprise Checklists for Jira, or install directly from the Atlassian Marketplace listing.
Once installed, open Jira Settings (⚙) → Marketplace apps → Enterprise Checklists for Jira to reach the Admin Dashboard.
First-time admins are routed through a Getting Started page and a Configure page that walk through the four dashboard tabs.

Only users with Jira Site Admin or Project Admin rights can reach the Admin Dashboard. Day-to-day checklist permissions follow the project’s existing permission scheme — see Permissions Model below.

2. Admin Dashboard — Four Tabs

Templates

The Templates tab is your control plane for the Global Template Library.

Create / edit / delete named checklists (e.g., QA Release Checklist, Bug Triage, Production Deployment). Template names are limited to 100 characters.
Preview the rendered checklist before publishing.
Linked issue count — each row shows how many active issues currently reference the template, so you understand blast radius before syncing.
Sync — pushes new template items out to every active, unresolved issue currently linked to that template. Sync is append-only (see Dynamic Template Sync below).
Checklist type — every template is labelled Do-Confirm or Read-Do (after Atul Gawande’s The Checklist Manifesto). Use Do-Confirm to verify completed work against a list, and Read-Do for sequential procedures executed step by step. The label appears as a lozenge in the template list, the starter gallery, and on the issue panel. Legacy untyped templates are still supported.

Built-in Starter Templates

The Templates tab also exposes a curated catalogue of 11 starter templates that ship with the app. Browse the gallery, preview rendered items + meta lozenges (category, type, item count), and click Add to my templates to copy a starter into your workspace’s editable Global Template library.

Category	Starter
Engineering / DevOps	Production Deployment · Production Database Schema Migration
QA / Agile	Sprint Readiness
ITSM	Incident Management · IT Provisioning
Security / Vendor	Vendor Assessment · Third-Party Data Sharing Request
HR	Employee Offboarding & Access Revocation
Compliance	Cloud Infrastructure ePHI Baseline (HIPAA) · Financial System ITGC Audit (SOX)
Marketing / General	External Press Release

Adoption creates an independent copy through the standard createTemplate path. The catalogue originals are read-only, never auto-applied, and never overwrite your customised copy on later app upgrades.

Projects

Searchable, paginated list of all Jira projects.
Per-project Enable / Disable toggle. Projects are enabled by default (opt-out model).
Disabling a project completely hides the checklist panel from every issue in that project (it is not merely greyed out).

Settings

Notify on item completed — global toggle controlling whether checking an item fires native Jira watcher / assignee notifications.
JSM portal visibility — global toggle controlling read-only checklist exposure on the Jira Service Management customer portal. Can also be overridden per project.
Auto-Apply Default Templates — map any Global Template to one or more Jira issue types. New issues of that type get the template appended at creation time, with no Jira Automation rule required.

Export

Bulk CSV export of every checklist in a chosen project, paginated for large estates.
Output is OWASP formula-injection protected and uses the human-readable Jira issue key (e.g. CMSP-7) in the Issue Key column for direct auditor cross-reference.
Per-issue exports remain available from the issue panel (Jira Admin / Project Admin only).

3. The Checklist Hub (Admin View)

Accessible directly from Jira’s top navigation menu, the Checklist Hub serves as a single entry point for all users. While end-users see their own assigned work, Jira and Project Admins get access to additional governance features on this page:

Template Usage Insights: See aggregate stats (total checklists and templates) across the instance, along with a ranked table showing exactly how many issues are linked to each template. Use this to identify highly relied-upon processes or to deprecate unused ones.
Project Exceptions: Quickly audit your configuration surface with a rolled-up list of projects that deviate from the global defaults (e.g., checklist disabled entirely, or project-level visibility overrides applied).
Quick Actions: Direct navigation links to drop you straight into the Admin Dashboard or the Getting Started onboarding flow.

4. Permissions Model

Checklist permissions piggyback on the issue’s existing Jira permission scheme:

Jira permission	What they can do
Edit Issues	Create, edit, delete, check / uncheck, reorder, apply templates, save current checklist as a template.
Browse Projects only	See the checklist read-only.
Project Admin	Everything above + per-issue audit CSV export.
Jira / Site Admin	Everything above + Admin Dashboard, Global Template management, project toggles, bulk CSV export.

JSM portal customers always see the checklist read-only, and only when JSM portal visibility is enabled.

5. Dynamic Template Sync

When you change a Global Template and click Sync:

The admin UI shows a count of affected issues and requires explicit confirmation before continuing.
The sync is append-only — new items are added at the end of each issue’s checklist.
Existing items (whether reordered, edited, or even deleted locally) are never overwritten or re-inserted.
Duplicates are detected by case-insensitive text match and skipped.
Bulk syncs suppress per-issue watcher notifications to avoid mailbox storms; users see new items the next time they open the issue.

6. Workflow Enforcement — `Checklist Complete` Validator

Block transitions until the checklist is satisfied.

Edit the target Jira workflow and select the transition you want to gate (e.g., In Review → Done).
Add Validator → Checklist Complete.
Issues with no checklist pass the validator (so legacy issues are not blocked).

7. Native Notifications & Automation

Watcher notifications — controlled by the Notify on item completed setting. When on, checking an item sends a native Jira notification to watchers and the assignee.
Automation property — every check / uncheck writes to the issue property enterprise-checklist-event. In Jira Automation, build rules with the Issue property changed trigger and react to checklist activity (e.g., post to Slack, transition the issue, create a sub-task).

8. JQL & Custom Fields

Two read-only custom fields are exposed for filters, dashboards, boards, and JQL:

Checklist Progress (0–100%) — usable in JQL such as "Checklist Progress" < 100 AND status = "In Review". Also displayed as a numeric badge on Kanban / Scrum board cards.
Checklist Audit Log — summary of the most recent audit entries, surfacing in the Jira History tab.

9. Auto-Apply Default Templates

In Settings → Auto-Apply, map any Global Template to one or more Jira issue types. When a user creates a new issue of that type, the matching template is appended automatically. This replaces the brittle “if issue type = Bug then add checklist” Jira Automation rules most teams build by hand.

10. JSM Portal Visibility

Toggle the global setting in Settings, then optionally override per project from the Projects tab. When enabled, the checklist appears as read-only on the Jira Service Management customer portal — useful for HR onboarding and IT provisioning requests where the requester wants visible progress without permission to edit.

11. Operational Limits

Constraint	Value
Maximum items per checklist	50
Checklists per issue	1
Item text length	500 characters
Template name length	100 characters

These limits are enforced in both the UI and the backend.