Workflow Gates and Validation - Nextedy Documentation

Available Workflow Functions and Conditions

Checklist provides the following workflow functions and conditions for gate enforcement:

Checklist workflow functions and conditions in Polarion workflow designer

Name	Type	Behavior
`ChecklistFailIfAnyUnchecked`	Function	Blocks transition if any checklist item is unchecked
`ChecklistFailIfMandatoryUnchecked`	Function	Blocks transition if any mandatory item is unchecked
`ChecklistApplyTemplate`	Function	Applies the configured template to checklist fields
`ChecklistResetToTemplate`	Function	Resets checklist fields to the template state (discards changes)
`ChecklistUncheckAll`	Function	Clears all result states in the checklist
`ChecklistAllChecked`	Condition	Enables transition only if all items are checked
`ChecklistMandatoryChecked`	Condition	Enables transition only if all mandatory items are checked

All functions and conditions accept a mandatory checklist parameter containing the custom field ID(s) to validate.

Step 1: Open the Workflow Designer

Navigate to Polarion Administration > Work Items > Workflow (or the equivalent for documents/test runs)
Select the work item type whose workflow you want to configure
Open the workflow editor

Step 2: Add a Validation Function

To block a transition when checklist items are incomplete, add a workflow function to the target transition.

Block if Any Item Is Unchecked

Use ChecklistFailIfAnyUnchecked when every checklist item must be completed:

Select the transition (for example, “Mark as Done”)
Add a workflow function: ChecklistFailIfAnyUnchecked
Set the checklist parameter to the custom field ID

checklist = dod

When a user attempts the transition, Checklist validates that every item in the specified field has a result state of OK. If any item is unchecked, the transition is blocked with a user-friendly error message showing the field name.

Block if Mandatory Items Are Unchecked

Use ChecklistFailIfMandatoryUnchecked when only mandatory items must be completed:

checklist = dod

This allows the transition as long as all items flagged as mandatory are checked, even if optional items remain unchecked.

Step 3: Add a Validation Condition

Conditions control whether a transition appears as available to the user. Unlike functions (which show an error on attempt), conditions hide the transition entirely when not satisfied.

Require All Items Checked

Add the ChecklistAllChecked condition to a transition:

checklist = dod

The transition button is visible only when every item in the checklist is checked.

Require Mandatory Items Checked

Add the ChecklistMandatoryChecked condition:

checklist = dod

The transition button appears once all mandatory items are checked.

Use a condition to hide the transition when incomplete, and a function as a safety net to block it if the user somehow reaches it (for example, through API calls). This provides both a clean UI and strict enforcement.

Step 4: Validate Multiple Checklists

You can validate multiple checklist fields in a single function or condition by providing a comma-separated list:

checklist = dod,dor,reviewChecklist

When you specify multiple checklist fields, all of them must pass validation. If any single checklist has unchecked items, the transition is blocked. There is no OR logic — every listed field must be fully satisfied.

Step 5: Apply Templates on Transition

Use ChecklistApplyTemplate to populate or refresh checklist items when a transition occurs:

checklist = dod,dor

This merges the configured template into each listed field. Template items that already exist are preserved; missing items are added. Common use case: Attach ChecklistApplyTemplate to a “Start Work” transition to ensure the checklist is populated when an engineer begins a task.

Step 6: Reset Checklists on Transition

Use ChecklistResetToTemplate to discard all changes and restore the template state:

Parameter	Required	Description
`checklist`	Yes	Comma-separated field IDs to reset
`skipForUsers`	No	Comma-separated user IDs who bypass the reset

checklist = dod,dor
skipForUsers = admin,migrationUser

Unlike ChecklistApplyTemplate (which merges), ChecklistResetToTemplate replaces the entire checklist. All manually added items, result states, and notes are lost.

When performing bulk updates or data migrations, add your administrator account to skipForUsers to prevent the workflow from resetting checklists you are importing.

Step 7: Uncheck All Items

Use ChecklistUncheckAll to clear all result states without removing items:

checklist = dod

This sets every item back to Empty, which is useful for “reopen” or “rework” transitions where the user must re-verify all items.

Object Type Support

All workflow functions and conditions work with:

Work items — requirements, tasks, defects, test cases, and all custom types
Documents (LiveDocs) — useful for document review and approval gates
Test runs — enforce pre-execution or post-execution checklists

Function/Condition	Work Items	Documents	Test Runs
`ChecklistFailIfAnyUnchecked`	✅	✅	✅
`ChecklistFailIfMandatoryUnchecked`	✅	✅	✅
`ChecklistApplyTemplate`	✅	✅	✅
`ChecklistResetToTemplate`	✅	✅	✅
`ChecklistUncheckAll`	✅	✅	✅
`ChecklistAllChecked`	✅	✅	✅
`ChecklistMandatoryChecked`	✅	✅	✅

Verification

After configuring workflow gates:

Open a work item with an incomplete checklist
Attempt the protected transition
You should now see an error message (for functions) indicating which checklist field has unchecked items, or the transition button hidden entirely (for conditions)
Complete all checklist items (or all mandatory items) and retry
The transition should succeed

​Available Workflow Functions and Conditions

​Step 1: Open the Workflow Designer

​Step 2: Add a Validation Function

​Block if Any Item Is Unchecked

​Block if Mandatory Items Are Unchecked

​Step 3: Add a Validation Condition

​Require All Items Checked

​Require Mandatory Items Checked

​Step 4: Validate Multiple Checklists

​Step 5: Apply Templates on Transition

​Step 6: Reset Checklists on Transition

​Step 7: Uncheck All Items

​Object Type Support

​Verification

​See Also

Available Workflow Functions and Conditions

Step 1: Open the Workflow Designer

Step 2: Add a Validation Function

Block if Any Item Is Unchecked

Block if Mandatory Items Are Unchecked

Step 3: Add a Validation Condition

Require All Items Checked

Require Mandatory Items Checked

Step 4: Validate Multiple Checklists

Step 5: Apply Templates on Transition

Step 6: Reset Checklists on Transition

Step 7: Uncheck All Items

Object Type Support

Verification

See Also