What this article covers:

  • Why Trello is the perfect tool for shared project boards
  • How to create a live dashboard in Trello with Unito

Why Trello is the perfect tool for shared project boards

Cross-team collaboration is more and more frequent in organizations. With new methodologies such as Agile or Lean Startup, companies realize they have to draw their teams closer if they want their products to succeed.

The proliferation of work management tools doesn't help that, though. That's why at Unito we sync them so teams can work together while staying on the tool they love.

Trello is the perfect application when it comes to having a shared board between teams:

  • From the support team that files bugs to the engineers working in GitHub
  • The marketing team that works on a project launch with the dev team
  • An external team that wants to see live progress from an organization they work with
  • A consultant that wants to provide a live dashboard to their clients

The possibilities are limitless! Trello acts as a great "buffer" between other teams and their work management tools.

Here are the steps to configure a live dashboard in Trello to share with other teams.

Before we begin:

  • Make sure you are a user in any of the connectors you want to sync
  • Once it is done, make sure you have the right permissions to access the projects
  • For certain tools (such as Jira) you need to configure them to accept Unito.

How to create a live dashboard in Trello with Unito

1. Create the Trello sync in Unito

If it is not already done, sign up to Unito with Trello and at least one of the other tools you want to sync (don't worry--you can add more connectors later).

Log into the Unito dashboard and click on "Add Sync".

The first step is to select what you want to sync. Here choose the tool and project you want to bring into Trello or the Trello board you want to bring in your primary work management tool.

Then you choose where to sync this project, in our case, Trello or your work management tool. 

You can either choose to sync with a new or existing Trello board. If you're syncing an existing project with another work management tool like GitHub or Asana, it's probably best to create a new Trello board.

Finally, review your sync to make sure everything is good to go. You have two options here: one is to just create the sync with no filters, the other one is to customize the sync before enabling it. 

2. Customize the sync to fit everyone needs

Filters

The big advantage of using Trello as an additional layer of your work management tool is that it acts as a "buffer" between you and the other team. The other team is free to add tasks, comment on them etc. but you are free to make these new task sync automatically to your personal list of task.

Unito offers two kinds of filters based on labels: Unito will sync all tasks that have specific "whitelisted" labels to them (the top filter), and will not sync tasks that have specific "blacklisted" labels to them (the bottom filter). Note that you can use both types of filters at once; in that case, if a task has both a whitelisted label and a blacklisted label, it will not be synced.

To add labels to your whitelist or blacklist, go to your Sync settings.

One-way sync

If you are working with teams to which you just want to show your progress, without letting them edit the tasks coming from another work management tool which you're using, just click on the "Read only" toggle in your sync settings.

This way, only the tasks from this work management tool will sync and not the other way around. And the other team won't be able to close or comment on your tasks.

3. Collaborate on the live dashboard

That's it, you now have a live dashboard between other teams and you, everyone can add tasks, move them from one list to another, add comments, attachments and so on.

Depending on your sync settings, they will automatically sync with your work management tool (for example GitHub if you're working on code) and you'll be able to manage these tasks directly from there. Every new change will be synced automatically.

What's next?

Learn how to sync Trello boards.
Learn how to build a master board with Trello.
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Already a user? Sign in here!

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