Cross-Board Automations
- 5 min read
- Feature
Are there boards in your SalesTitan.io account that arrange different projects and duties yet possess closely connected data?
The feature allows boards to communicate by enabling activity in one board to activate an activity in another board that is entirely distinct. Several of these procedures will also connect related objects between boards. These automated procedures introduce a fresh dimension to team cooperation and enable your team to handle related projects in a smooth and unified manner.
How to add a custom automation
With custom automation, you can devise automation combinations customized to your team’s demands and align them perfectly with your unique workflow.
To include a customized cross-board recipe in your work process, you should initially navigate to our automation store in the board’s upper section.
Here have the option to “Create Custom Automation”:
Select your trigger from the available options. A trigger could pertain to a column on your board, such as Status, Person, Date, etc., or a task on your board, such as creating an item, shifting it to a group, etc. For this illustration, we will opt for “When a Status changes to Something.” Our board will utilize the “Tried It?” column and the “Yes” tag.
Next, we will select the actions that will ensue after selecting the trigger. To devise a cross-board automation procedure, we will initially select the recipe block labeled “generate item in board & link boards.”
It is time to arrange the “generate item in board & link boards” block now!
The steps to set up this block are as follows:
- Select the board where you wish to generate the novel item. In this instance, we desire to create a fresh item on the “Anthony bought it!” board to record the products we’ve bought
- We’ll map the information from the item we’ve tried from Freddie’s pizza board to the new item we’ll create on the Anthony bought it! Board.
- We’ll choose the board where we want to display the connection between these two items.
- After that, we will determine the column where we plan to showcase this link. If you do not possess a Connect Boards Column on your board, you can establish one while configuring this recipe by selecting “Add new column.”
- Finally, click on “Create Automation.”
That’s it! Here’s what this custom automation looks like in action:
How to add a standard automation
To include the pertinent cross-board recipe in your work process, you should initially navigate to our automation store situated at the top of your board:
At that point, you can opt for various recipes and configure the cross-board automation that aligns with your work process. You can look for relevant recipes quickly by exploring “in board” or “in another board.”
Make sure to scroll down to see additional cross-board recipes.
There are numerous alternatives to select from!
Note: The column you wish to map should be present on both boards to perform mapping across boards. Besides, the information in the updates section will only transfer when you use “move item” automation, but not when you use automation that produces new items.
Mapping columns
In case the recipe you select generates or transfers an item, you will have a chance to specify which details should transfer to the designated board and where those details will be placed in the designated board’s arrangement. This process is referred to as mapping.
Note: Transferring items that are synchronized with third-party apps through the Integration Column will disconnect the link. This indicates that when this item shifts to another board, it will no longer be associated with the integration established in the original board.
When you use a “move item to board” automation, the subitems will also be transferred. However, there is no option to map the subitem during the setup process of this automation. The mapping of the subitem will be done automatically, provided that the column type and column title of the subitem are the same in both the original board and the receiving board. If these match, the subitem’s column values will be moved to the new board along with the item.
- Mirror
- Dependency
- Link to Item
- Time Tracking
Static columns will miss the blue + sign in the empty field when mapping an item.
Understanding “match” recipes
To find cross-board automation that match the same data between items on two different boards to connect them, you can type “match” into the search bar in the automation center.
These automation recipes operate by recognizing matching data from two different boards as specified in the chosen formula and then linking the items together where the data coincides by utilizing a Connect Boards Column.
- Configuring a “Match” recipe
Let’s take the first “Match” recipe from the image above (top left) as an example to learn how to set it up. This recipe aims to link items between two boards based on matching owners. To do this, we must first select the “Owners” column from the current board. Then, we choose the “High-Level Projects” board and its Connect Boards Column. Finally, we choose the “Project Manager” column from the High-Level Projects board, where the matching data will be found.
Suppose the assignee of an item on the current board is changed to match an assignee that already exists in the “Project Manager” column on the “High-Level Projects” board. The two items will be immediately connected and appear in the chosen Connect Boards Column.
Cross-Board Examples
Example #1
The Project Management team maintains a board that provides an overview of each iteration, containing the tasks of all team members. This allows the entire team to understand the ongoing iteration comprehensively.
The team requires tasks to be replicated on the individual boards of each team member, which is accomplished by using a predefined automation recipe.
This automation recipe creates a new task on another board and links it to the original task on the selected board whenever a person is assigned.
This automation recipe enables the creation of a new item in a different board when a specific person is assigned to an item. The new item will be created in the board selected under “another board,” allowing team members to have a separate board containing a comprehensive list of tasks.
Note: By clicking on the “connect them” field, you can add a Connect Boards Column on the board you have selected under “another board.”
Example #2
A marketing company is utilizing a form embedded within SalesTitan.io to manage its mailing list. After the form is filled out, an item is sent to an SalesTitan.io board. If the item is approved, it should be automatically moved to the next board in the pipeline. The origin board for this process is shown below:
The following workflow is completed using the following recipe:
Status changes trigger an item to move to the board.
Note: Moving an item to a board via automation is not considered creating a new item. Automation is set up to notify when a new item is added to the receiving board and will not be triggered. Please refer to this article for more information on the different types of automation available.
Interested in learning more about our variety of automations? Check out this article!