Configure Permissions
By default, users who can view/edit the work item can view/edit the checklist. However, in Checklists for Jira (Pro) and Checklists for Jira (Enterprise), you can configure custom checklist permissions that are independent of the Jira work item permissions.
Custom checklist permissions are not available in Checklists for Jira (Free)
How Checklists Permissions Work by Default
Default Permissions for Local Checklists
By default, local Checklists for Jira follow the permissions set for the issue / work item. For example, a user who has permission to work on the issue/work item also has permission to interact with the checklists. A user who has permission to view, but not edit the issue/work item will likewise be able to view, but not edit the checklist.
A user who can… | Can also… |
|---|---|
View the Jira work item | View checklists and checklist templates |
Edit the Jira work item | Add, edit, and delete checklists and checklist templates |
However, Checklists for Jira allows you to set custom view and work permissions to set further limits for who can interact with Checklists.
How Checklists Custom Permissions Work
Checklists for Jira (Pro and Enterprise) allow you to fine tune checklist access by creating two new permissions in your permission scheme:
Custom View Permissions
The custom View Permissions can be used to control who can see checklists, checklist templates and the checklist history. This configuration allows you to hide the checklist for users who still have access to the issue / work item.
If the custom View Permissions setting is enabled, the following permissions must be granted to a user in order for them to see the Checklists:
Action | Permission Required |
|---|---|
View checklist | View checklist (issue / work item permission) |
View checklist template | View checklist template (project permission) |
If a user is allowed to view the checklist but not edit it, the checklist will be displayed in read-only mode: all items will be visible but it won't be possible for the user to make any changes.
If the View Checklist custom permission is in use, and a user does not have this permission, they can still see assigned checklist items on Assigned checklist items page.
If the Sync checklists to Custom Fields setting is enabled and the Checklist Textfield is included on Jira screens, then the checklist content will be visible to users regardless of whether or not they have permission to view the list.
If the Custom View permission is enabled, but no permissions are configured…
In company-managed projects the View checklist permission will be assigned based on the Browse projects permission (users with Browse projects permission will be able to view the checklist). If Checklist permissions have been configured, only users granted the custom view checklist permission will be able to see the checklist.
In team-managed projects all checklists will be invisible until Project permissions have been configured.
How to Configure Custom View Checklists Permissions
Custom Work Permissions
The custom Work Permissions can be used to set specific controls for who can add, edit, toggle and delete items on local checklists; and who can toggle items on Global checklists, regardless of whether or not the user has Edit issue / work item permission.
Note that to access the checklist Editor, the user must be granted all of the permissions (Add, Edit, Toggle, Delete)
For checklists to function properly, if Custom Work permissions are enabled then the Checklist Text custom field must not be present on the Work item Edit and Work item Create screens.
If the custom Work Permissions setting is enabled, the following permissions are required:
Action | Permission Required |
|---|---|
Add a checklist | Add Checklist Items |
Add checklist items | Add Checklist Items |
Save checklist as a template | Add Checklist Items |
Load template (append to current checklist) | Add Checklist Items |
Edit a checklist name | Edit Checklist Items |
Edit checklist item | Edit Checklist Items |
Reorder checklist items | Edit Checklist Items |
Toggle items / change item status | Toggle Checklist Items |
*Toggle items or change item status on Global checklists | Toggle Checklist Items |
Delete a checklists | Delete Checklist Items |
Delete items | Delete Checklist Items |
**Load template (overwrite current checklist) | Delete Checklist Items |
* This is the only case where the Custom Work permission impacts Global checklists. Only Jira administrators can create, edit, delete and apply Global checklists to issues.
**Loading templates in Overwrite mode requires both Add Checklist Items permission and Delete Checklist Items permission
If no permissions are configured…
For Company-managed projects, if the Custom work permissions toggle is enabled and no checklist permissions have been set, checklist permissions will be assigned based on the Edit work item permission (users with Edit work item permission will be able to add, edit, toggle and delete checklist items). If Checklist permissions have been configured, only users granted those permissions will be able to interact with the checklists.
For Team-managed projects all checklists will be read-only until Project permissions have been configured.