Working with templates

Available since 5.1.0

Templates make it easier to create checklist items for recurring tasks. They help standardize processes and ensure that the required steps get completed.

With templates, users don’t have to input each item by hand, which reduces the risk of human error. They can then just adjust bits and pieces as needed and focus on completing their tasks.

In this page:

Templates are bound to a checklist’s configuration scheme context and can be used in either one specific project or in all projects within that context.

The features that are available to use within the template are dictated by the configuration scheme context’s settings. The only exception is that you cannot assign template items to users, since assigned items must be associated with a specific issue.

Templates can be viewed from the following three pages:

Manage apps

  1. Go to Administration > Manage apps.

     

  2. In the sidebar, go to Checklist for Jira > Templates.

The administrator template page will be displayed, where you can browse all templates.

Project settings

  1. In the header, click Projects and select a project.

  2. At the bottom of the sidebar, click the gear icon (collapsed view) or the Project settings button (expanded view).

     

  3. In the secondary sidebar, click Checklist Templates.

     

The template list for the current project will be displayed.

Field config context

Some fields and layouts may vary depending on what page you are viewing the templates on. The fundamentals are the same, but the interface changes slightly for ease of use if you are already inside a custom field or project. All screenshots on this page are taken from the Manage apps page.

Searching templates

At the top of the template list, various filter options are available. All filters are cumulative; for example, filtering by checklist and project would only show templates that matched both filters.

Filter by name

Manage apps project settings field config context

This filter is case insensitive and returns templates with names that contain the entered text.

Filter by checklist

manage apps project settings

This filter returns templates that can be used in the specified checklist. Because a checklist can have multiple configuration scheme contexts, it can be simpler to filter by the checklist field itself.

Filter by context

manage apps

This filter returns templates that can be used in the specified configuration scheme context.

Filter by project

manage apps field config context

This filter is used to filter the Project column specifically. It is not used to display all the templates that are available for a certain project.

For more information on the Project column, see the table in the Creating templates section below.

Creating templates

To create a template:

  1. Click the Create template button at the bottom right of the template list.

     

  2. In the Create Template dialog that appears, fill out the fields as described in the table below and click Next.

     

  3. In the next page, fill the template’s items and click Save.

Field

Description

Field

Description

Name

mandatory

The name of the template that will be seen and searched by users.

Description

Additional information about the template that can be seen when browsing templates in template lists.

Checklist (Context)

mandatory

The configuration scheme context to which the template can apply. This determines what features are available when adding and editing items.

In the Project settings page, this field is replaced with a Checklist selection drop-down, but its role remains the same.

Project

The project in which the template will be available. Since the template will only be used in one project, and there won’t be any concerns about accidentally impacting other projects, it can be edited or deleted on the Project Settings page.

If no project is selected, the template will be available in all projects within the selected custom field context. As a result, the template cannot be edited or deleted by anyone on the Project Settings page, since it may still be used in other projects. It can only be edited or deleted by an administrator on the Manage apps or Field config context pages.
A preview will still be available by clicking on the preview icon.

Importable

Indicates if this template is available when importing a template in a checklist.

Templates that are marked as “not importable” are typically used for Default Local Items and/or Post Functions and aren’t meant to be used by end users.

Checklist items

The checklist items that the template contains. For more information about working with checklist items, see https://okapya.atlassian.net/wiki/spaces/CHKDOC5/pages/1951629430/Editing+checklists+in+Jira+issues.

Editing templates

To edit a template:

  1. Click the pencil icon at the end of a template row.

     

  2. In the Edit Template dialog that appears, edit the items as needed and click Update.

Configuring templates

To configure a template:

  1. Click the cog icon at the end of a template row.

     

     

  2. In the Configure Template dialog that appears, edit the fields as needed and click Update.

Deleting templates

To delete a template:

  1. Click the trash icon at the end of a template row.

     

  2. In the Delete Template dialog that appears, click Confirm.

Template usages

If the template is in use, the Delete Template dialog will show a warning.

By deleting the template:

  • Default local items using this template will be lost.

  • Post function(s) using this template will now be empty. Depending on the configuration, they will either append no items or replace with an empty checklist.

References should be updated if these are not the desired behaviors.


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