Templates and auto-population

A template configures a panel with a pre-defined set of rows. Instead of handing users an empty table, you hand them a ready-made checklist. Templates can also be restricted to certain work items with JQL and applied automatically.

Templates live on the Templates tab of a panel, which appears once the panel has been saved. If you open the tab before creating a panel, you will see "A panel is required to create templates. Please return to the Panels tab and create a panel."

Creating a template

Select Create Template.

Field

Required

What it does

Name

Yes

Identifies the template in the picker on the work item

JQL Condition

No

Restricts the template to work items matching the query

Below the fields sits an empty copy of the panel. Select the pencil icon, then Add Row, to build the rows that the template will apply. Save with Create.

If you leave without saving, a banner warns: "You have unsaved changes. Ensure these are saved before leaving or switching to the Panels tab."

JQL conditions

The JQL field is pre-filled with a base query built from the panel itself:

project = PROJ AND issuetype IN (Bug, Task)

That base comes from the panel's project and its Work Types. Your own conditions are added on top with AND:

project = PROJ AND issuetype IN (Bug, Task) AND priority = Highest

Leaving the JQL condition empty means the template applies to any work item the panel itself applies to. The helper text says as much: "The template applies only to issues matching the JQL and work items set in "Panels" tab. Leave empty for no conditions."

Testing a query

Select the search button beside the field to test it. Matching work items are listed with their Key, Summary, Work Item Type and Status.

Three things to know:

  • A template cannot be saved while its JQL test has failed. Fix the query or clear the field before saving.

  • If the query is valid but matches nothing, you will see "No work items found for this JQL query." That is not an error - the template will simply never apply until a work item matches.

  • The preview shows at most 50 results, with no indication that more exist. It is a sanity check, not a complete list.

Ranking templates

The templates table has a Ranking column with up and down arrows. Rank matters in one specific case: when auto-population is set to use the first matching template. The highest-ranked matching template wins.

Rank changes save immediately.

Rank does not affect the order in which templates appear in the picker on a work item. Users see them in whatever order they are returned.

Copying a template

The copy button duplicates a template, including its JQL condition and all its rows. The duplicate is named "Copy of {name}". Rename it and adjust as needed.

This is the fastest way to build a family of similar templates that differ only in their JQL condition.

Deleting a template

The delete button asks to confirm: "Are you sure you want to delete template {name}? This action cannot be undone."

Deleting a template does not affect SmartLists already created from it on work items.

Auto-population

Beneath the templates table is Auto-populate on work item creation, a setting that belongs to the panel, not to any one template. It has three options:

Do not auto-populate. Users add SmartLists to work items themselves. This is the default.

Auto-populate the panel with the content of the first template whose JQL condition matches the work item. Templates are checked in rank order, and the first one that matches is applied. Use this when your templates are mutually exclusive variations - a different checklist per priority, say - and you want exactly one.

Auto-populate the panel with the content of all the templates whose JQL condition matches the work item. Every matching template contributes its rows, all into the same SmartList. Use this when your templates are additive - a base checklist plus extra steps for certain conditions.

This setting saves the moment you change it. There is no separate save button.

Known issue. Auto-population is not yet restricted to work-item creation. If a user deletes an auto-populated SmartList, it can reappear.

Worked example

A test team wants a regression checklist on every Bug, plus three extra security steps when the bug is flagged as a security issue.

  1. Create a panel Test checklist with Work Types set to Bug, and columns Test Name (Text), Passed? (Select: Pass / Fail) and Date Performed (Date).

  2. Create template Standard regression with no JQL condition and the six standard rows. Set its rank to 1.

  3. Create template Security addendum with JQL condition ... AND labels = security and the three extra rows. Rank 2.

  4. Set auto-population to all the templates whose JQL condition matches.

Every Bug now gets the six standard rows. Bugs labelled security get nine.

Had you chosen first, a security bug would get only the six standard rows - because Standard regression has no JQL condition, it matches everything and wins on rank. When using first, put your most specific templates at the top and your catch-all last.

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