Workflow Toolkit — Getting Started

Three Jira micro-tools, bundled. One install.

• Smart Checklists — AI-generated acceptance criteria, mandatory items, nested structure, REST/JQL/webhook integration
• Issue Templates — variable substitution, starter checklists, AI-inferred templates from past closed issues
• Time in Status — bar chart, bottleneck detection, per-issue breakdown, CSV export

Works on Atlassian Cloud (Jira Software Standard, Premium, Enterprise). Free evaluation: 30 days.

Marketplace listing: Install Workflow Toolkit (replace with real listing URL after approval)

Support: mrmateuszbaran+sprintautopilot@gmail.com

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1. Install (site admin)

1. Open the Marketplace listing (link above)
2. Click Try it free — Atlassian handles installation
3. Confirm scopes when prompted
4. Wait 30 seconds for Forge runtime to provision

2. Configure your Anthropic API key (one-time)

Smart Checklists and Issue Templates use Claude Haiku 4.5 via the customer’s own Anthropic key (BYO model — no vendor markup). The Time in Status report works without a key.

1. In Jira, open Apps → Manage your apps → Workflow Toolkit → Configure
2. Or navigate directly: Jira settings → Apps → Workflow Toolkit
3. Paste your Anthropic API key (get one here)
4. Click Save

The key is stored as an encrypted Forge KVS secret (kvs.setSecret), never logged, and auto-wiped on uninstall.

3. Test Smart Checklists

Add the field to an issue type:

1. Project settings → Issue types → pick any type (e.g., Story)
2. Click Edit on the issue type
3. Drag Smart Checklist from the fields panel into the layout
4. Save

Try each of the four ways to populate it:

Method	Steps
Manual typing	Open any issue → click Smart Checklist field → + Add → type items
Apply template	Open issue → Smart Checklist field → Apply template dropdown → select
AI generate	Open issue → Smart Checklist field → Generate from ticket with AI button (requires Anthropic key)
REST write	See “REST integration” below

Mandatory items: Append ` *` (space + asterisk) to any item text. It renders with a red “REQUIRED” lozenge. Combine with the included workflow validator to block transitions to “Done” statuses while mandatory items are unchecked (see “Workflow validator” section).

Nested items: Indent with 2 spaces per level in Markdown-edit mode (- [ ] parent, ` - [ ] child`).

4. Test Issue Templates

Create a template:

1. Project settings → Issue Templates (added by the app)
2. Click New template
3. Fill in:
   • Name (e.g., “Bug report v2”)
   • Summary pattern with `` — e.g., [BUG] :
   • Description with Markdown + ``
   • Default issue type, priority, labels (dropdowns)
   • Starter checklist — items that will pre-populate the Smart Checklist field
4. Save

Apply a template when creating an issue:

1. Create issue → in the modal, choose Apply template dropdown
2. Pick your template
3. Fill in the variables that appear
4. Create — issue is created with substituted content + starter checklist

AI-infer a template from past issues:

1. Issue Templates page → Generate template from past issues with AI
2. The app pulls 6 recent closed issues from the current project
3. Claude identifies recurring structure and produces a ready-to-edit template
4. Review and save

5. Test Time in Status

1. Open any project → sidebar menu → click Workflow Toolkit
2. The report loads with last 30 days by default
3. Try the three filter modes:
   • Last 30 days (default)
   • By sprint — dropdown of active + closed sprints
   • Custom range — pick from/to dates
4. Bar chart animates per status; bottleneck (slowest status) is called out at the top
5. Per-issue table shows each ticket’s time in each status
6. CSV export — button in top-right; either downloads directly or opens a modal with copyable CSV if the browser blocks the download

No AI calls in this feature — pure changelog parsing, runs in milliseconds.

6. Test the workflow validator (company-managed projects)

Blocks transitions to “Done”-category statuses while any mandatory Smart Checklist item is unchecked.

1. Project settings → Workflows → edit the workflow
2. Click the transition into your “Done” status
3. Add Validator → search for "Smart Checklist — block on incomplete mandatory items" → select
4. Publish workflow

Now attempt to transition an issue with an unchecked mandatory item — Jira blocks the transition and shows our error message listing the incomplete items.

Note: Atlassian’s Forge platform currently supports workflow validators on company-managed projects only. Team-managed projects can achieve the same business signal using the built-in JQL function (see below).

7. Test JQL integration (native)

Smart Checklist data is stored as an indexed Jira issue entity property (wt.smartChecklist). Native JQL queries work in Jira’s own search bar:

issue.property["wt.smartChecklist"].hasUnchecked = 1
issue.property["wt.smartChecklist"].hasUncheckedMandatory = 1
issue.property["wt.smartChecklist"].total > 5
issue.property["wt.smartChecklist"].markdown ~ "deploy"

Custom JQL functions (syntactic sugar):

issue IN incompleteChecklist()
issue IN mandatoryChecklistOpen()

Both work on team-managed AND company-managed projects.

8. Test the REST API (Zapier / Make / n8n / custom scripts)

Read a checklist:

GET /rest/api/3/issue/{issueKey}/properties/wt.smartChecklist

Returns:

{
  "key": "wt.smartChecklist",
  "value": {
    "markdown": "- [ ] deploy to staging *\n- [x] code review",
    "total": 2,
    "done": 1,
    "hasUnchecked": 1,
    "hasUncheckedMandatory": 1
  }
}

Write a checklist:

PUT /rest/api/3/issue/{issueKey}/properties/wt.smartChecklist
Content-Type: application/json

{
  "markdown": "- [ ] deploy to staging *\n- [ ] run E2E tests\n- [x] code review",
  "total": 3,
  "done": 1,
  "hasUnchecked": 1,
  "hasUncheckedMandatory": 1
}

Public webtrigger endpoint (for external dashboards):

GET https://{forge-app-id}.hello.atlassian-dev.net/x1/{install-token}?projectKey=SCRUM&include=templates,checklists

Returns JSON with the project’s templates and Smart Checklist values. Read-only. The URL itself is a per-install shared secret; optional token can be configured in the admin page for an extra auth layer.

Webhook: every checklist update fires Jira’s built-in IssuePropertySet event — subscribe to it via Jira’s Webhooks admin to pipe changes into Slack, CI, notifications, etc.

9. Cost transparency

Admin page shows monthly AI usage broken down by feature (Smart Checklist gens vs Template infers), token totals, and estimated cost in USD.

Typical project usage on Claude Haiku 4.5: well under $1/month. Time in Status uses zero AI — pure changelog parsing.

10. Uninstall

Standard: Manage apps → Workflow Toolkit → Uninstall.

On uninstall, the app’s lifecycle handler (avi:forge:uninstalled:app) wipes:

• Encrypted Anthropic API key
• Per-project templates
• Per-project checklist templates
• AI usage counters
• Optional webtrigger token

Smart Checklist data stored as issue properties on individual issues remains in Jira (owned by the customer, not the app) and can be removed via Jira’s standard issue property deletion if desired.

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Troubleshooting

“Generate from ticket with AI” button does nothing:

• Check the admin page shows “Key configured”
• Test key validity at console.anthropic.com
• Check monthly usage isn’t exceeded on your Anthropic account

Smart Checklist doesn’t appear on the issue view:

• Confirm the field is added to the issue type’s field layout (Project settings → Issue types → drag field in)
• Reload the browser tab

Time in Status shows “no data”:

• Confirm the project has issues with status transitions in the selected time range
• Sprint filter requires the project to be linked to an Agile board

Workflow validator doesn’t appear in “Add rule”:

• On team-managed projects, Atlassian’s Forge platform currently doesn’t support workflow validators — use JQL functions instead (see “Test JQL integration”)
• On company-managed projects, the validator appears in Add validator in the workflow editor

REST PUT /properties/wt.smartChecklist returns 401 or 403:

• The requesting user needs the standard Jira “Edit issue” permission on the target issue
• If using an API token, ensure the token belongs to a user with those permissions

Privacy & security

• BYO Anthropic key — no vendor markup, direct customer-to-Anthropic relationship
• No data retention on our side — configuration in Forge KVS, checklist data in Jira issue properties
• Encrypted key storage — Atlassian Forge secret storage, scoped to your site
• Auto-wipe on uninstall — lifecycle trigger removes all app data
• No telemetry — no Mixpanel, no Amplitude, no Google Analytics

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Support

Email: mrmateuszbaran+sprintautopilot@gmail.com Bug reports / feature requests: GitHub Issues Response times: Critical issues within 2 business days; standard inquiries within 7 business days.