What this article covers:

  • The value of a reporting workflow
  • How to build a reporting workflow with Unito and Trello
  • How to create different workflow for different levels of hierarchy

The value of a reporting workflow

One of the hardest things to see as a manager is what's going on in teams which are not directly reporting to you. A good manager knows what's going on well enough to realign teams when needed but doesn't micromanage every step of what the team members do.
 
That's easier when you can see the actual work that your team members are doing through a reporting view workflow powered by Unito.

How to build a reporting workflow with Unito and Trello

The basic way to look at a reporting view is that it is simply a “Personal View Workflow,” but it has more than one level of hierarchy. So the steps to set up the workflow are pretty similar. Instead of filtering this workflow by who it's assigned to, though, let's filter it by key tasks. We will use labels to determine this.
 
We're going to start by creating the report from the bottom tier of the hierarchy to the middle one.

  1. Go to app.unito.io
  2. Create a new sync
  3. Select the source tool & project that you want to sync key tasks from
  4. In the Only sync tasks with any of these labels enter “Key Task” and click Next
  5. Create a new Trello board as your destination
  6. Under Only sync tasks with any of the following labels put in “Important from x” (And replace “X” with the project it came from). You need to do this because syncs are 2 way, and if you don't apply an incoming tag, all of the tasks from every project will sync to each other and make a mess
  7. Click on Customize Sync
  8. Click on Fields and scroll down to the status mapping (also called “List” mapping, “Status: Basic” or “Status: List / Column”, depending on the tools you're configuring) and make sure that your statuses/lists are mapped the way you want
  9. Save & Sync!
  10. Follow steps 1 - 9 above, but choose a different project for step 3 and choose the same Trello board as you already chose in the first sync for step 5. Do this as many times as you want to build a report of what various people or teams have flagged as “Important” for their immediate manager
  11. Create a mid-level report for every mid-level manager in the hierarchy

How to create different workflows for different levels of hierarchy

Now we'll build the C-level report from the middle manager reports. Let's assume that they also use the label “Key Task” for tasks which they want to make sure that the C-level exec sees from this reporting board. Remember that, due to how we created our sync, all issues marked as “Key Tasks” by the bottom of the hierarchy will be labelled as “Important from X” in this middle-level reporting board. That means that no tasks will have “Key Task” on them unless they're manually applied.

  1. Go to app.unito.io
  2. Create a new sync
  3. Select one of the Trello report boards that we created in the first part of this article
  4. In the Only sync tasks with any of these labels Put in "Key Task” and click Next
  5. Create a new Trello board as your destination
  6. Under Only sync tasks with any of the following labels put in “Important from x” (and replace “X” with the project it came from). You need to do this because syncs are 2 way, and if you don't apply an incoming tag, all of the tasks from every project will sync to each other and make a mess
  7. Click on Customize Sync
  8. Click on Fields and scroll down to the status mapping (also called “List” mapping, “Status: Basic” or “Status: List / Column”, depending on the tools you're configuring) and make sure that your statuses / lists are mapped the way you want
  9. Save & Sync!
  10. Follow steps 1 - 9 above, but choose a different project for step 3 and choose the same Trello board as you already chose in the first sync for step 5. Do this as many times as you want to build a report of what various people or teams have flagged as “Key Task” for their immediate manager
  11. Link every mid-level report to this C-Level Reporting View Workflow with the above steps

And that's it! Whenever anyone in the chain makes a comment, changes the list / status, assigns the task to someone else, or leaves an attachment, anyone who's project is synced with that key task — even if it is several levels of the hierarchy up or down from the source — will be able to see what's happened. It's magical nearly real-time reporting of what's happening in a team.

What's next?

Learn how to build a personal view workflow.
Learn how to build a project view workflow.
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