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- Subtasks and checklists<\/strong> are two ways to break down a Jira work item, but they solve different problems<\/li>\n\n\n\n
- Jira offers subtasks natively and supports simple checklists <\/strong>with action items using square-bracket syntax in text fields. For richer checklists with assignees, deadlines, custom statuses, and reusable templates, you can use Smart Checklist for Jira<\/a><\/li>\n\n\n\n
- Common subtask use cases <\/strong>include: developing features with work split across frontend, backend, and QA; marketing campaigns with separate deliverables per channel, or research tasks broken into distinct investigation streams. Each subtask is a work item that you can track independently<\/li>\n\n\n\n
- Checklists are commonly used for <\/strong>multi-step tasks and processes, as well as for verification tasks and lists of criteria, where the individual steps are too granular to warrant their own work item. Examples include the Definition of Done checklist, Code Review criteria, managing the hiring and onboarding process in Jira<\/a>, or coordinating the dev and QA teams to ensure release readiness<\/li>\n\n\n\n
- Both formats can show progress on the Jira board.<\/strong> Subtasks appear as separate cards, while Smart Checklist progress can be displayed on the parent work item’s card without adding new cards<\/li>\n\n\n\n
- The decision rule: <\/strong>if a step is substantial enough to hand off as its own unit of work, make it a subtask. If it’s part of a multi-step process or a verification list inside a larger unit of work, make it a checklist item.<\/li>\n<\/ul>\n\n\n\n
Revisiting the Basics: What is a Jira Subtask?<\/h2>\n\n\n\n
<\/p>\n\n\n\n
\n \n![\"\"](\"https:\/\/titanapps.io\/blog\/wp-content\/uploads\/2024\/08\/note.png\")
Definition<\/span>\n <\/div>\n \nA subtask is a part of a larger work item in Jira: a task, story, or bug. It can also be a part of a custom work type, if it\u2019s located on the same hierarchy level as a task. This means you can\u2019t add a subtask to another Jira subtask or an epic. <\/span><\/p>\n <\/div>\n <\/section>\n\n\n\n
A parent work item can consist of multiple subtasks – a great way to divide work into smaller chunks. Each subtask can have its own description, assignee, reporter, deadline, and other fields. So it\u2019s a common choice when you want to assign different parts of a task to different people.\u00a0<\/p>\n\n\n\n
Two Real-World Examples of Jira Subtasks<\/h2>\n\n\n\n
Example 1. Subtasks for an IT Conference Preparation Task<\/h3>\n\n\n\n
Here\u2019s what a typical Jira subtask looks like. In this case, the parent work item is a task, \u201cPrepare for the IT conference\u201d. The three subtasks address different things that should be done. Drafting the product presentation, ordering merchandize, and arranging booth production – these are all examples of Jira subtasks.<\/p>\n\n\n\n
![\"1.](\"https:\/\/titanapps.io\/blog\/wp-content\/uploads\/2023\/11\/1.-Examples-of-a-Jira-Subtask-1024x774.png\")
<\/figure>\n\n\n\nExample 2. Subtasks for the Landing Page Preparation Task<\/strong><\/h3>\n\n\n\n
Here, we have a parent task for creating a set of landing pages. Each of the pages compares a brand to a different competitor. So, for each of them, there\u2019s a separate subtask sitting within a larger task.<\/p>\n\n\n\n
![\"2.](\"https:\/\/titanapps.io\/blog\/wp-content\/uploads\/2023\/11\/2.-Examples-of-a-Jira-Subtask-1024x934.png\")
<\/figure>\n\n\n\nAs you can see, subtasks are used for distinctive chunks of work. In this example, each of them has its own deliverable (a separate landing page). This is a common way to use subtasks.<\/p>\n\n\n\n
If you compare Jira subtasks vs checklists, you\u2019ll see that checklists have a slightly different purpose and features. <\/p>\n\n\n\n
A Lesser-Known Element: What is a Jira Checklist? <\/strong><\/h2>\n\n\n\n
<\/p>\n\n\n\n
\n \n Definition<\/span>\n <\/div>\n \nIn Jira, a checklist is a structured list of steps within a parent work item. A checklist can be a part of an epic, task, story, or any other work type. You can even add a checklist to a subtask. Although a checklist is not created as a standalone unit, you can convert it into a work item later, if needed.<\/span><\/p>\n <\/div>\n <\/section>\n\n\n\n
A checklist can contain deadlines, tags for responsible teammates, external links, and more. You can also set custom statuses for each step\/checklist item. This gives you all the elements you need in a lightweight structure – without extra overhead (such as issue fields, description, etc.). One more benefit of checklists is that they can be saved as templates and then easily reused. That\u2019s why they are a great choice for recurring tasks and multi-step processes.<\/p>\n\n\n\n
Checklists can be added natively with the help of Jira action items<\/a>, but their functionality is very limited. To add a simple checklist with the help of Jira action items, type [] \u2013 square brackets in any rich text field (such as a work item description or comments). The brackets will be automatically turned into a checkbox.\u00a0<\/p>\n\n\n\n
To access more features, it\u2019s better to use a checklist app from the Atlassian Marketplace.<\/p>\n\n\n\n
Two Practical Examples of a Jira Checklist<\/h2>\n\n\n\n
Example 1. A checklist for the recruitment process<\/h3>\n\n\n\n
Here\u2019s a reusable template created with Smart Checklist for Jira<\/a>. This checklist documents the standard steps for the recruitment process. It includes all the relevant details, links to helpful resources, and internal policies. You can also tag users, assign checklist items, add deadlines, and write step descriptions in the expandable detail fields.<\/p>\n\n\n\n
The responsible person can simply follow this pre-defined plan step by step, checking off completed items. When they need to recruit another employee, they can easily reuse the same Position Opening template<\/a> – without the need to prepare a new Jira ticket from scratch. <\/p>\n\n\n\n
![\"3.](\"https:\/\/titanapps.io\/blog\/wp-content\/uploads\/2023\/11\/3.-Examples-of-a-Jira-Checklist-1024x934.png\")
<\/figure>\n\n\n\nYou can track progress on completing the checklist with the help of a special bar on the top. If it\u2019s more convenient, view progress directly on your Jira board – it shows checklist statuses too. Smart Checklist also offers several gadgets for Jira dashboards, allowing for custom reporting.<\/p>\n\n\n\n
As you can see, a checklist can contain anything you need. At the same time, you don\u2019t have to fill out multiple issue fields for each step. <\/p>\n\n\n\n
In this case, the Jira subtask vs Jira checklist battle is clearly won by the checklist. Since there are dozens of steps grouped under multiple sections, creating a separate subtask for each one wouldn\u2019t be practical. Adding a multi-step checklist is much simpler, easier, and doesn\u2019t require much time. This is a good example of how checklists make it easy to document complex processes in a clear, structured way.<\/p>\n\n\n\n
However, checklists can also be simple and include only several items, depending on your needs and the specific task.<\/p>\n\n\n\n
- Jira offers subtasks natively and supports simple checklists <\/strong>with action items using square-bracket syntax in text fields. For richer checklists with assignees, deadlines, custom statuses, and reusable templates, you can use Smart Checklist for Jira<\/a><\/li>\n\n\n\n