Tools for Jira
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Jira Action Items are a new feature introduced in Jira to help teams track small tasks inside a work item (issue) without needing to create subtasks. Instead of breaking out additional tickets for quick to-dos or follow-ups, you can now add lightweight checklists directly into rich text fields like the description or comments.
This update is part of Atlassian’s broader effort to improve in-context collaboration within Jira Software, JSM, and Confluence. The action items feature brings checklist-like functionality into Jira’s core product, allowing users to quickly note, check off, and discuss tasks as part of ongoing work.
However, as simple as they are, action items also come with limitations. They don’t support due dates, assignees, or automation. That’s where checklist apps like Smart Checklist for Jira become essential, especially when you’re managing structured workflows, recurring processes, or complex acceptance criteria across your Jira project.
In this guide, we’ll explore how Jira Action Items work, what they’re best for, and when to use more advanced tools like Smart Checklist to keep your team’s work visible, actionable, and trackable.
How Jira Action Items Work
Jira Action Items are embedded checkboxes you can create directly in rich text fields within a work item (issue). They’re designed for quick, informal task tracking, like jotting down to-dos during standups or marking next steps in a bug report.
Creating Action Items in Jira
You can create action items in any description, comment, or other text field that supports rich formatting. There are three ways to add them:
- Type /action item – This shortcut inserts an interactive checkbox into the field
- Use [ ] markdown – Typing square brackets automatically creates a checklist-style line item
- Use WYSIWYG (What-You-See-Is-What-You-Get)
Once added, these checkboxes are clickable. As you check off tasks, Jira updates the comment or description field in place.
Where Action Items Appear
Action items work inside:
- The description field of a Jira work item (issue)
- Comments – great for capturing feedback or follow-ups
- Supported rich text editors across Atlassian products
Checked items remain visible, so teams can see which parts of the to-do list are completed.
Notifications for Action Items
When action items are created in comments and include @mentions, Jira can notify the mentioned users. However, there’s no formal assignee field, no due dates, and no way to track progress across multiple work items or projects.
Limitations of Jira Action Items
While Jira Action Items are a convenient way to keep track of small tasks, they’re not designed for structured workflows or recurring processes. Here are some important limitations to consider before relying on them for daily operations:
No formal assignee field for tasks
Action items live in the description field or comments. While you can mention a team member using @username to notify them via email, the item itself doesn’t have a formal assignee field.
Notifications will only work if the mentioned user has the appropriate permissions to view and edit the field. If a user doesn’t have edit access (e.g. to the description), they won’t be able to check off that action item, even if it’s addressed to them.
No automation or workflow integration
Unlike checklist apps like Smart Checklist, Jira Action Items don’t support automation rules, Jira APIs, or workflow triggers. That means:
- You can’t add checklists from templates
- You can’t update issue statuses or block the issue transition based on action item progress
No due dates, assignees, or reporting
There’s no way to assign a Jira Action Item to a specific team member, add a due date, or track progress across your Jira project. As a result:
- You lose visibility into who is responsible
- You can’t search just for action item status with JQL
- There’s no audit trail or reporting for completed tasks
Not trackable or searchable
Because action items are stored as part of rich text fields, there’s no aggregate data across work items. You can’t:
- See checklist completion rates
- Filter issues by action item progress
- Monitor who completed what and when
These gaps make Jira Action Items ideal for quick, informal checklists—but less useful for larger Agile workflows or definition of done tracking.
Jira Action Items vs. Smart Checklists: When to Use What?
While Jira Action Items offer a lightweight way to manage quick tasks, Smart Checklists by TitanApps provide the structure, automation, and visibility needed for larger Agile workflows.
Here’s a quick comparison of both tools:
| Jira Action Items | Smart Checklists by TitanApps | |
| Where It Works | Rich text fields (description, comments) | Dedicated checklist panel & custom fields |
| Use Case | Quick, ad-hoc to-dos | Structured, recurring checklists |
| Assign Items | Mention a user | Assign checklist items directly |
| Due Dates | Not available | Set due dates per checklist item |
| Automation | Not supported | Full support via Jira Automation and API |
| Templates | Manual entry only | Save, manage, and reuse checklist templates |
| JQL Search | Not available | Search checklist progress using JQL |
| Trackability | Not visible across issues | Checklist progress visible at a glance |
| Audit & Monitoring | Not available | See history of who checked what and when |
| Permissions | Inherits from field (limited control) | Configure who can view/edit checklist independently |
| Custom Fields | Not supported | Checklists work inside custom fields |
With Smart Checklists, you gain control over the entire task lifecycle:
- Monitor checklist completion status across your Jira project
- Audit what was done, by whom, and when
- Grant edit rights only to selected team members—separate from issue permissions
In short, if your team relies on workflow automation, recurring processes, or audit-ready reporting, Smart Checklist offers everything Jira Action Items cannot.
Advanced Functionality: When to Use Smart Checklists
For teams managing structured workflows, repeating processes, or compliance-heavy projects, Jira Action Items won’t cover all the bases. That’s where Smart Checklist becomes the go-to solution.
Whether you’re managing a sprint, validating a release, or onboarding a new teammate, Smart Checklist brings checklist templates, automation, and advanced tracking into your Jira Cloud setup.
When Smart Checklists Make Sense
- You need to define a Definition of Done, acceptance criteria, or QA steps for every work item (issue)
- You want to standardize DevOps routines using checklist templates (e.g., deployment, release, or rollback steps)
- You’re managing recurring workflows that should follow the same structure every time
- You need to track progress, monitor who did what, and audit completed work
- You want to automate checklist creation and updates with Jira Automation or external triggers via API
- You run finance routines, like vendor payment approvals, invoice processing, or budget reviews
- You manage HR processes, including onboarding, offboarding, and performance review cycles
- You coordinate marketing tasks, such as new feature launches, content production, or campaign checklists
Key Features That Go Beyond Action Items
- Due Dates: Track deadlines at the checklist item level
- Assignees: Assign checklist items to specific team members
- Checklist Templates: Save and reuse templates across epics, teams, and issue types
- Automation Support: Trigger checklist population via Jira automation or external systems
- Audit Trail: Know exactly when and by whom each checklist item was completed
- Custom Field Integration: Show checklist status in board views or issue panels
Smart Checklist turns Jira into a checklist-powered workflow engine, offering visibility and structure without the overhead of subtasks or custom dev work.
Best Practices for Using Action Items, Subtasks & Smart Checklists
Choosing the right tool for task tracking in Jira depends on the complexity of your process, your team’s workflow, and how much structure you need.
Jira Action Items work well for simple, informal tasks. You might use them to list follow-ups from a daily Scrum, or to document action points from a team meeting. They’re quick to create and keep everything in the same place and especially handy when you want to keep your backlog clean and avoid issue sprawl.
However, as soon as you need to assign work to specific team members, track progress over time, or set due dates, Subtasks become a more suitable choice. Subtasks are ideal for splitting work inside a parent issue and ensuring each piece can be independently owned and completed.
Smart Checklists, meanwhile, are the most flexible option. They bridge the gap between too-light and too-heavy. You can use them for structured processes like Definition of Done, acceptance criteria, or recurring task checklists, without having to manage subtasks or create custom Jira fields. They’re also a great fit for non-technical teams managing workflows in finance, HR, or marketing where consistency and clarity matter just as much.
Another advantage is their compatibility with automation rules, which allows teams to auto-apply templates based on issue type, component, or issue status. This makes Smart Checklists ideal for teams scaling their Jira usage across multiple projects or squads.
In many cases, combining all three tools gives you the most control. Use Action Items for fast collaboration, Subtasks for granular execution, and Smart Checklists to manage repetitive workflows, ensure process compliance, and keep everything structured and consistent.
Conclusion: Which Solution Fits Your Team’s Needs?
Jira Action Items are a great starting point for teams looking to capture quick tasks, meeting notes, or informal follow-ups without leaving the issue view. They keep conversations actionable and help team members stay aligned on what needs to be done next.
But for structured workflows, recurring processes, or anything that requires tracking and accountability, you’ll quickly outgrow Action Items. That’s where Smart Checklists come in. They offer due dates, assignees, reusable templates, and full automation support to scale your task management.
Use Jira Action Items to speed up collaboration in comments and descriptions, and bring in Smart Checklists as you main tool when your process needs structure, visibility, and repeatability.
FAQs: Jira Action Items & Smart Checklists
What are Jira Action Items, and how do they work?
Jira Action Items are inline checkboxes that you can add to rich text fields like the description or comments in a Jira work item (issue). They’re created using /action item or [ ] markdown and help track simple, ad-hoc tasks.
Can I assign Jira Action Items to a team member?
You can mention a team member (e.g. @alex) to notify them via email, but you can’t formally assign action items or set due dates. Mentions only work if the user has permissions to view and edit the field.
What’s the difference between Jira Action Items and subtasks?
Subtasks are full Jira work items with their own fields, assignees, statuses, and reporting. Action Items are lightweight checkboxes embedded in rich text fields and aren’t tracked independently.
Can I automate Jira Action Items in workflows?
No. Action Items don’t support Jira automation, JQL, or API integration. You’ll need a checklist app like Smart Checklist to automate task creation or track checklist progress in workflows.
How do Smart Checklists extend Jira’s Action Items functionality?
Smart Checklist adds a dedicated checklist panel inside the issue, supports due dates, assignees, templates, automation rules, and integrates with Jira APIs for advanced use cases like Definition of Done, onboarding, vendor planning, marketing feature release, etc.
Are Action Items available in Jira Service Management (JSM)?
Yes, Action Items work in JSM and Jira Software Cloud, wherever rich text fields are supported. However, the same limitations apply – no tracking, no field-level reporting, and no automation.
Can I search for completed Action Items using JQL?
No. Action Items aren’t indexed by JQL, so you can’t filter or report on their progress. Smart Checklists, on the other hand, support JQL for tracking checklist status across issues.
