When it comes to working with Trello, one of the most common questions I receive is how can I sync cards from one board to another. I only want to see a fraction of the cards on this particular board or maybe I want multiple boards to filter up into a single board.
Well, today I'm going to show you how to do just that.
Overview
Hello everyone, Scot Friesen here at Simpletivity helping you to get more done and enjoy less stress.
Today we are taking a look at one of the most powerful power-ups on Trello and more than just Trello. It is called Board Sync and it's brought to you by Uneeda.
As you can see here from the Uneeda website, you can do so much more than just Trello. You can sync Trello to any of these other applications including Asana, Basecamp, and many more.
But perhaps one of the most common uses of Board Sync is to sync one Trello board to another or multiple Trello boards to one another. So let's take a look at an example.
Sync Multiple Boards
Here I have an example team board—a team project. And as you may already know, when you are working with others, sometimes your boards can grow into more than a hundred cards, and you've got multiple members.
You've got many different people working on that board, but perhaps you want a high-level view. You just want to work on your own board so you can focus in on your tasks.
Maybe you even want multiple boards filtering up into that. So what I've done is I have created a personal board—a separate board which is only going to show me the tasks that are assigned to me from this board.
Better yet, I'm gonna have a bit of a cleaner view because this first list is just called Ideas and I don't really want to see this. This is sort of in an incubator mode; I don't need to see this just yet.
So I don't want to see that on my personal board. So let's go over to my board—obviously, a much cleaner view because I only have the things that are assigned to me and I don't have that Ideas list at the beginning.
But what Board Sync has done—and you can see it's enabled here in the top right-hand corner—is it has created a true sync between this board, my personal board, and the team project board. It has not just duplicated these cards.
When I make a change or an edit to this card, it's gonna reflect here on the team project board and vice versa. And you can choose to set that up if you want a dual sync, right, both directions, or if you just want a one-way sync.
Board Sync will allow you to set it up that way as well. Now let's take a look at a few examples of how this works. So let's say that here are my tasks; I want to focus in.
I'm back on my personal board and I want to talk to Karen about spelling her last name. So I take this task and, let's say I've completed it. I'm gonna drag it over here into the Complete list.
But remember, this is my personal board. Is the rest of my team going to know that I've completed this task? Well, let's go back over to the project board.
And look at that—I didn't click anything. We did see it better just for a split second. It automatically synced and moved it over to this Complete board.
So I don't even have to spend any time—or at least very little time—in the team board. I can focus on all of my work here on my personal board and when I make changes and drag things over, it's going to be reflected over here.
Let's take a look at another example—this time making a change on the team board. So here I have that Ideas list and remember, I've chosen not to see it on my personal board.
But let's say that my manager assigns this task, assigns this card to me. So what they're gonna do is they are gonna come in and drag this over into the Tasks list over here.
But perhaps I'm not looking at this board. Am I going to miss out, or am I going to be assigned this task as well? Well, let's go back over to my personal board.
And there it is—there it is. Took it just a split second, but now I have that new task. It reflects in my Tasks list just like the master Tasks list.
I can see it there within my own personal board. Now remember, it goes far beyond just matching lists to lists. You can create filters based on labels and you can create filters on a variety of different criteria.
So let's take a look under the hood to show you what the setup looks like within Uneeda. So here I have my sync and I have auto-sync turned on.
But what you may find is that sometimes it may be as much as a five-minute delay depending on the size of your boards—how many cards, how many boards you are syncing at a time.
But in this case, let's go into the Edit window and I want to show you what I've got set up here. So here you can see I've got my team project board.
I've got a dual sync so we're syncing both directions with my personal board. And the nice thing is that it keeps a nice history of your sync history.
So here you can see all the operations—if it found an error or not, what is going on with that particular sync. Now the Filter Tasks area is really the key part and also the Map Fields is really the key part of Uneeda's Board Sync.
So here are the filters which I have applied. So from my team project board, I only want to sync cards with the following members. I only want to sync cards with me—the ones that I'm assigned to.
And remember how I hid the Ideas list? I don't want to sync cards that appear in this list, and you can add multiple lists. In fact, one way that many people will use Board Sync by Uneeda is that they'll create an executive board.
So let's say that you have a team project that has multiple steps on a long, large workflow—maybe twelve different lists. But the executive team, they only want to see the approval list or maybe two or three of those steps.
Well, you can do that. You can create that here within Board Sync. And I'll just give you an example of some of the other filters you can apply.
So here's the labels—only sync or don't sync. Lists—only sync cards in the following lists and of course members, which we've also applied here at the top.
Now the last one I want to show you here as a part of the setup is Map Fields. Now within Trello, you're gonna see a lot of things that are the same—members to members, due date to due date.
It makes sense because here we are. List is a little bit different as you see here because one of the lists is not coming over. We've chosen that specifically.
But where this page will become more useful is if you decide to use Board Sync to sync Asana to Trello. Right, because Asana and Trello use slightly different terminology.
Depending on members, due dates, labels, lists, and what you—what is a label in Trello, you could map that to something completely different within Asana. So think about that for just a moment.
I'm going to click over here back to the Uneeda homepage. Think if you're working with a team that loves Asana—they love Asana, but you love Trello. Well, that's fine.
You don't have to limit yourself. You can continue to work in Trello and then they can work in Asana and have your tasks and your projects sync back and forth.
So if you would like to learn more about Board Sync, you can either select the power-up here within Trello or you can go directly to Uneeda.io and find out all the different ways in which you can sync your Trello projects.
But also multiple projects with all of the different apps that you see here. Now I would love to hear from you next. What do you think of syncing cards within Trello or with other project management tools?
Be sure to leave your comments down below. Thank you so much for watching. I hope you give this video a like, be sure to subscribe right here to the Simpletivity channel.
And remember, being productive does not need to be difficult. In fact, it's very simple.
