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Permission Layers

Checklist permission control operates at multiple levels. Understanding which layer applies helps you choose the right configuration approach. diagram

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Step 1: Configure Field-Level Permissions

Polarion’s field-based permission system controls who can read and write the checklist custom field. This is the most fundamental permission layer.
  1. Navigate to Polarion Administration > Work Items > Custom Fields
  2. Locate the checklist custom field (for example, dod)
  3. Configure read/write permissions by role
You can restrict the checklist field to be:
  • Read-only for specific roles (for example, Viewer, Reporter)
  • Editable for other roles (for example, Project Lead, Quality Engineer)
  • Hidden from roles that should not see the checklist at all
Field-level permissions are the recommended way to control who can edit checklists. They integrate with Polarion’s existing role model and are enforced consistently across the UI, API, and bulk operations.

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Step 2: Understand Checklist Admin Permissions

Checklist distinguishes between regular editing (changing result states on individual items) and structural modification (clearing the entire checklist or resetting to template). The Reset to template / Clear button in the checklist UI requires checklist admin permissions. Users without admin access will not see this button.
ActionPermission Required
Change item result state (OK, NOK, N/A)Field write access
Add a note to an itemField write access
Add/remove checklist itemsField write access
Reset to template / Clear checklistChecklist admin permission
The Clear button (renamed “Reset to template / Clear” in v25.7.0) is hidden from users without checklist admin permissions. This prevents accidental or unauthorized deletion of checklist data.

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Step 3: Configure Read-Only by Status

To lock the checklist at specific workflow statuses, combine field permissions with the freeze configuration: 
nextedy.checklist._TYPEID._FIELDID._STATUS.mergeTemplate=false
Additionally, use Polarion’s read-only field configuration to make the custom field non-editable at those statuses. This provides two-layer protection:
  1. Freeze prevents template items from being added
  2. Read-only prevents users from changing result states
See Read-Only Mode and Freezing Checklists by Status for detailed configuration.

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Step 4: Restrict Workflow Function Access

Workflow functions like ChecklistResetToTemplate have a skipForUsers parameter that allows specific users to bypass the reset operation: 
checklist = dod
skipForUsers = admin,migrationUser
This is primarily designed for data migration scenarios, but it also serves as a permission mechanism — only listed users are exempted from the reset.
Checklist permission restrictions configured per template may not apply consistently during bulk edit operations. As of version 24.9.0, mixed-type bulk edits are explicitly blocked to prevent data corruption across different checklist templates. When performing bulk edits, select work items of a single type.

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Permission Decision Matrix

Use this matrix to determine which configuration to apply based on your requirement:
RequirementConfiguration
Restrict who can edit checklist itemsPolarion field permissions (read/write by role)
Prevent non-admins from clearing/resettingChecklist admin permissions (automatic)
Lock checklist at a workflow statusmergeTemplate=false + read-only field config
Exempt users from workflow resetsskipForUsers parameter on ChecklistResetToTemplate
Hide checklist from certain rolesPolarion field permissions (hide field)
Block mixed-type bulk editsAutomatic in v24.9.0+ (no configuration needed)

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Step 5: Verify Permission Configuration

Test each permission layer to confirm it works as expected. Test field permissions:
  1. Log in as a user with the restricted role
  2. Open a work item with a checklist
  3. You should now see the checklist in read-only mode (no ability to change result states)
Test admin permissions:
  1. Log in as a non-admin user
  2. Open a work item with a checklist
  3. You should now see the checklist without the “Reset to template / Clear” button
Test bulk edit restrictions:
  1. Select work items of mixed types in a table view
  2. Open the bulk edit panel
  3. You should now see a notification that checklists are not supported for mixed-type bulk edits (v24.9.0+)

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See Also

KB ArticlesSupport TicketsSource Code
  • ChecklistService.java
  • ChecklistAdminServlet.java
  • ChecklistSetupService.java
  • ChecklistResetToTemplate.java
  • DocumentChecklistView.java