Combining checklists with automation and workflow behaviors opens up a world of possibilities for automating and streamlining processes. You can:
- Automatically close an issue when a checklist is completed
- Replace checklist items when an issue transitions to a new status
- Reset a checklist daily
- Clear a checklist when an issue is transitioned
- Mark all checklist items complete when an issue is transitioned
- Validate that all checklist items are complete before an issue can be transitioned
But what if you want to perform operations on or validate for a specific checklist item, rather than the checklist as a whole?
This is where Regex comes into the picture. Using Regex allows you to match for exact text, or a defined range in any string. You can use Regex to check for the specific text of a checklist item, or a checklist custom status. Here's some examples of how you can use regular expressions with checklists in Jira.
What is Regex?
Regex, also known as Regular Expressions or Regexp, is a set of characters that can be used to define a search pattern in text. These patterns can be used to find text in a string, to validate input, etc. For example, given a list of file names, you could use Regex to identify only those that have a “.pdf” extension. Or you could validate that a date or a phone number in a text field is formatted correctly.
Regex is a powerful tool. However, it is not easily readable or particularly intuitive. Therefore it’s good to have a few resources available when you’re learning Regex:
- RegexLearn includes a detailed tutorial, a cheat sheet, and a playground where you can practice/test your regular expressions
- QuickRef.Me has a nicely formatted Regex cheat sheet
- Regex 101 provides a great environment for developing and testing Regex
- Generative AI tools, including the Atlassian Intelligence available in Confluence Premium and Enterprise, can create Regex expressions for you
Jira Regex Uses
Jira uses the JavaScript Regex Engine and there are several places where Regular Expressions can come in handy in Jira:
- Jira automation rules
- Checklists
- Jira workflow validators
- JSM form and alerts validation
Regex in Jira Automation Rules
The {{Smart values condition}} in Jira automation allows you to compare two values. Using this condition you can check if a field either contains or exactly matches a regular expression:
Jira Regex Smart Values
If you’re thinking Regular Expressions are confusing enough without having to nest them in brackets and quotation marks, then you have a fair point. As a work-around, you can use Regex to define a variable, then use the variable name in further elements of your automation rule.
Using Regex with Checklists
Using regex with checklists allows you to identify:
- A custom checklist status
- A specific checklist item
- A specific checklists (when multiple checklists are used on one issue)
Here are some examples of using regular expressions with Jira checklists.
Change Status of Checklist Items to Custom Status
You can use the replaceAll function with Regex to transition checklist items to a custom status. In this case, an automation rule accessed the Checklist Text custom field to change the status of all checklist items to “Deployed” when the issue was transitioned.
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Validate for a Specific Checklist Item
You can use the Regex validator to check that a specific checklist item is complete. The examples below will work with both simple checkboxes and item statuses.
- To check that a checklist item called first item is complete
- To check that two items, called first item and second item are complete
- To check that an item in a given position (4th) on the list is complete
The example above will block the transition if the fourth item in the list is incomplete. To block transition if Nth item is incomplete, change the 3 in the expression above to N - 1.
Note that this expression cannot be used to validate for the first item in the list, and that the list must contain at least N items. If you want to validate for more than one position in the list, you will need to create separate validators for each position.
- To check that there are no items in an Open status
The following regular expressions can be used to make the transition require at least one checked item, and optionally to require that checklist has at least one item. The expressions can work with or without statuses. If you use custom statuses, you will need to adjust the expressions.
Validate that a Particular Checklist has a Minimum Number of Items
In this case, a team was using multiple checklists on development issues. They used a Definition of Ready checklist that was added to stories by default. Later they added an Acceptance Criteria list. A Regex validator blocked the issue from being transitioned to the QA status unless the Acceptance Criteria list was present and had at least three items:
Transition Issue when Items on a Given Checklist are Complete
These expressions are useful if you have multiple checklists on a single issue.
- Check that all items on a given checklist are complete
- Check that all mandatory items on a given checklist are complete
Using Regex in a Jira Validator
Among the validators you can use on a Jira workflow transition, there is a Regular Expression Check option.
You can also use Regex in a Jira validator to block a transition unless the contents of a given field match your expression - for example if you wanted to allow the transition to proceed for some selections in a choice field, but not for others.
Regex Validators in Jira Service Management Forms & Alerts
Regular Expressions also have some special uses in JSM projects:
Regex Validation in JSM Forms
Jira Service Management allows you to make forms which can collect very specific information on a request without having to create a bunch of Jira custom fields (Project Settings > Request management > Request types > Forms). Fields on JSM forms have various validation options, and for text fields that includes the ability to validate text fields with Regex.
Regex Validation in JSM Alerts
JSM also allows you to create Alert policies as part of your incident response procedures. You can use Regular Expressions to customize the filters that trigger Jira Service Management Alerts.
Finally, the Atlassian Marketplace includes apps that allow you to use regex to define a Jira custom field, or to use a Regular Expression in JQL search. These are just a few examples of how you can use the powerful combination of Regular Expressions and Checklists in Jira. See the automation section of our documentation for more ideas.
