All about subitems

Subitems allow you to add layers of information within the items on your board, giving your board a richer structure. They can be utilized to enhance workflow assistance or to enable more complicated workflows on a single board.

When working to see a more in-depth view, using subitems will offer you the low-level item detail you need.

How to create subitems

On your board, subitems can be added in the following ways:

  • Click “Add Subitem” in the item menu 


Note: Subitems can have their own column structure that is separate from the parent items on the board. All the subitems on the board will have the same column structure as each other, though.

Copy columns from parent items

You might want to quickly add some (or all!) of the same column kinds from your parent items to your subitems when adding them to your board. To make this simple, we’ve provided the option for you to directly copy the columns of your choosing from your parent item to your subitems.

Open a subitem on your board to begin copying columns from the parent item to the subitems. Then, as seen below, click “Copy parent columns” after clicking the plus sign to the right of the last subitem column.

The time has come to decide which pertinent columns you wish to replicate to your subitems. Simply click “Copy columns” after selecting the checkbox next to the columns you want to add.

After adding your subitems to your board, you can quickly add some (or all!) of the same column types from your parent items to your subitems. We’ve allowed you to directly copy the columns of your choice from your parent item to your subitems to make this process straightforward.

To start copying columns from the parent item to the subitems, open a subitem on your board. Click the plus symbol to the right of the final subitem column, as shown below, and then select “Copy parent columns”.

Note: The only activity carried out by this functionality is copying; no synchronization between the parent item and subitem columns is produced. The changes made to the parent items' columns won't appear in the subitems (and vice versa).

How to expand and collapse subitems

By clicking the small arrow to the left of the item name or the number that indicates how many subitems are included within an item, you can expand and collapse your subitems.


Duplicating subitems 

Simply select the subitem on the left side and choose “Duplicate” from the menu that appears at the bottom of the screen to duplicate it.

Additionally, when duplicating an item or a group or board of items that contains subitems, the subitems will also duplicate. 

Moving subitems between items

To move subitems between other parent items on your board, simply hover over the left of the subitem and select it. Once the subitem(s) are selected, press on ‘Move to’ in the menu that appears at the bottom of the screen and selects the item that you’d like to move it to:

Move items with subitems to another board

To move items with subitems to another board, simply select the item(s) that you are looking to move, press “Move to board” and select the board of your choice.

From there, you’ll see the following screen pop up where you can “map out” the parent and subitem columns according to those on the destination board. Keep in mind, if there is no matching subitem column on the destination board (as shown in the “Tags” column in the GIF below), that column’s data will not transfer over. 

Once you press the blue button to move the information, you should be all set! If there are any columns which do not match those of the destination board, you will be able to choose to go back to the column mapping or to move items anyway: 

Subitems will also duplicate when an item, group, or board of items that contains them, is duplicated.

Note: The values will be moved to the newly generated subitem when utilizing automations to move items, provided both boards' column type and title are the same. The values won't be relocated and will stay empty if the column title and type differ.

Convert subitem to item (and vice versa!)

You may now turn subitems into parent items and vice versa, which is a long-awaited feature! Check out the instructions for each of these tasks below.

  • Convert subitem to item.

Choose a subitem from the left side of the screen, then click “Convert” in the bottom pane that displays, or choose “Convert” from the subitem menu to change it into an item on your board.

The column values can then be “mapped out” in accordance with the parent items on your board. You can select which one will be converted if your parent items have numerous instances of the same column (like we do in the example below when we have multiple Status Columns).

Note: When you conduct the conversion, any parent column types that don’t exist on your Subitems will have their data removed
  • Convert item to subitem.

Like the conversion displayed above, picking the supplied item on the left side and clicking “Convert” at the bottom of the screen or through the item menu will initiate the conversion. After you do this, you will be prompted to select the parent item that the converted subitem will be categorized under, as in:

You can map out the column values by the subitem column types on your board after choosing the parent item to which the converted subitem will belong.

Note: During the conversion, any subitem column types that don’t exist on your parent items will have their data removed.

Get a visual overview of subitem data.

To get a summary of your subitem data directly on the parent item, you can do so by using the “roll-up” feature! In the subitems, open the desired column settings you want to reflect on the parent item and select “Show Summary on Parent Item”:

To get a clear picture of all of your subitems in one location, you may summarize many various subitem columns on the parent item, including the Tags Column, Time Tracking, Date, Numbers, and more: 

Subitems activity log

Want to keep track of the work you and your group did on a board’s subitems? For just this reason, we made an Activity Log for each of your subitems!

Simply click on a subitem to bring it up, then choose “Activity Log” to access the subitems Activity Log. An ongoing list of operations on that specific subitem can be seen here.

Subitems in the Dashboards

The Gantt, Timeline, Workload, Batteries, Number & Calendar widgets, and the files from subitems in the Files View, currently support seeing subitem information on the Dashboards. Watch out for future developments regarding more subitem widget support!

Subitem limitations

Subitems are not yet supported on features. While considering the use of subitems, bear the following restrictions in mind:

  • Currently, subitems are not supported on the board views.
  • The quick suggested filter does not support subitems. Nonetheless, they are supported by the person filter, the board search bar, and the advanced board filter.

Note: Join our salestitan community to be updated on the latest developments, have a say in what happens next, and learn more about other businesses success stories

For further questions, please visit our Knowledge Center.  To view the Knowledge Center, click the Home Page icon the top right of your page, then select “Support” and make you way to “Help Center” in the bottom left.  If you have additional questions, please feel free to contact our team by selecting the blue “Contact Us” button.