10X: Create Checklists to Guide Users Through Tasks

The Checklist feature in Jira Align allows you to create and follow a comprehensive list of important or relevant actions, or steps to be taken, in a specific order; it serves as a guide for accessing specific pages, in sequence, needed to complete a task. Checklists persist as users navigate through product, even if users log out and log back in, until they close the panel.

For example, a checklist could include the following steps for managing the backlog:

  1. Add epics
  2. Add features
  3. Prioritize backlog 

Each step in the list contains a link to the associated Jira Align page needed to complete the step.

There are three types of checklists:

  • Private Checklist: This is your individual checklist and only you can see it.
  • Public Individual Checklist: You can share this checklist with others, but only they will be able to check off their own list. For example, this is good option to build a common checklist for Scrum Masters, but they could all be at different stages on the list.
  • Public Shared Checklist: This is the highest level checklist. This is one checklist that multiple users can collaborate on. When one user checks an item on the list, other users associated to the checklist will see the same items checked. These are typically tied to the Rooms to drive process for large groups or efforts.

The checklists have two sizes and can be collapsed into a player view. On the initial load of the checklist, the checklist will slide up in the large-sized view. Clicking the Toggle Size option (on hover over) will make it smaller. Additionally, clicking the Collapse icon on the top middle will collapse a checklist into the player view and display the first checklist item that is not marked completed yet.

Notes:

  • Individual checklists require no additional information to show.
  • Program Room checklists will require a Program and a Program Increment if it cannot be derived from the Configuration bar.
  • Sprint Planning and Sprint Review Room checklists will require a Sprint if it cannot be derived from the Configuration bar.

Create a checklist

To create a private checklist:

  1. On the Configuration bar, click the checklist icon on the top-right of the page.
  2. On the bottom of the list, click Create New.
  3. Add a name and a description for the checklist in the corresponding boxes, select Private as the checklist view, and then click Save.
  4. On the List Items tab, type a name and a description of the first step; for example, Step 1: Add epics.
  5. In the Step Link box, start typing and select a name of the Jira Align page associated with completing the step; for example, the Epics page.
  6. Click the Add Item button. The step is added to a list at the bottom of the window.
  7. Repeat Steps 4-6 as many times as needed to add remaining steps to the checklist. Note that you can click the trash icon next to a step to delete it.
  8. If you want to add pictures/videos/external links, click the pencil icon next to the step and turn on the Use Video/Ext Link option. See the section below on how to add a video.
  9. Click Save & Close after you finished with the checklist.

To create a public checklist:

  1. On the Configuration bar, click the checklist icon on the top-right of the page.
  2. On the bottom of the list, click Create New.
  3. Add a name and a description of the checklist in the corresponding boxes, select Public as the checklist view, and then click Save.
  4. Select the usage type of your checklist: individual or shared.
  5. For the Individual usage, select the users and/or specific roles you want to share your checklist with.
  6. For the Shared usage, select whether you want to share the checklist with users and/or specific roles, or rooms (for large groups or efforts):
    1. If you share your checklist with users, select the necessary users and/or specific roles from the drop-down menu, and then click Save.
    2. If you share your checklist with a room, select the necessary room, portfolio, and users and/or specific roles, and then click Save.
  7. On the List Items tab, enter a name and a description of the first step; for example, Step 1: Add epics.
  8. In the Step Link box, start typing and select a name of the Jira Align page associated with completing the step; for example, the Epics page.
  9. Click the Add Item button. The step is added to a list at the bottom of the window.
  10. Repeat Steps 7-9 as many times as needed to add remaining steps to the checklist. Note that you can click the trash icon next to a step to delete it.
  11. If you want to add pictures/videos/external links, click the pencil icon next to the step and turn on the Use Video/Ext Link option. See the section below on how to add a video.
  12. Click Save after you finished with the checklist.
  13. On the Manage Roles tab, select roles for the roles associated with this checklist and specific users you share your checklist with, and then click Save & Close.

Note: External links may contain a maximum of 500 characters.

Follow a checklist

To follow a checklist:

  1. On the Configuration bar, click the checklist icon on the top-right of the page.
  2. Click the Checklists tab.
  3. Select the checklist you want to follow; the selected checklist displays.
  4. Click each step, in sequence, to access the associated page needed to complete the step.
  5. When a step is complete, click the tick icon next to each step, showing completion.
  6. When all the steps are selected, the checklist is complete.

Add a video to a checklist

Currently, Jira Align supports Vimeo and YouTube. While inserting a video link into a checklist, change the link as shown in the example below.

YouTube

This is the actual YouTube link:
https://www.youtube.com/watch?v=nO3pjSvA5qs

This is the YouTube link that should be used:
https://www.youtube.com/embed/nO3pjSvA5qs

Vimeo

This is the actual Vimeo link:
https://vimeo.com/211002438

This is the Vimeo link that should be used:
https://player.vimeo.com/video/211002438 

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