What this article covers:

  • What are rules?
  • How to build a rule
  • Using custom fields in rules

What are rules?

Rules help you determine just how much information gets synced from tool to tool. This is done by creating filtering rules, which look for specific fields to determine which work items should get synced over. The exact fields you can use to build rules vary depending on the tools you're using. When syncing Trello boards, for example, you can use Members, Labels, or Lists in your rules. In contrast, our Smartsheet integration lets you use most column types for your rules, such as Date, Text, Number, Dropdown, and Checkbox.

But rules aren't just for filtering information. They can also be used to direct the flow of information between your tools with Status and progress mapping. In a Trello-Asana flow, for instance, you could match a To-do list in Trello to a Backlog section in Asana. This means they'll be treated as essentially the same thing, and any card that lands in that Trello list will be moved to the corresponding Asana section.

How to build a rule

Building a rule can be done in just a few clicks.

Never created a flow before? Make sure you get familiar with that process here before you try creating a rule.

Start by creating a flow, either from your flow list or the workflow designer.

Then choose the tools and blocks of work you need to connect.

Hit Next and you'll be taken to the Rules tab.

By default, your flow will sync all tasks that haven’t been closed. You can build rules in one tool or both by clicking Filter tasks. The wording here will vary depending on the tool you’re using. If you’re using Trello, for example, you’ll see Filter cards.

The exact rules you can build will vary depending on the tool you’re integrating. For instance, with Asana you could build a rule that filters tasks by Assignee, Section & Columns, Tags, and Task Types.

Meanwhile, our Jira integration lets you build rules to filter issues by Assignee, Components, Epics, Fix Versions, Issue Types, Labels, Sprints, and Statuses.

You could even build multiple rules for each side of your flow to further restrict which tasks get through. With rules, you can let as much or as little information out of your tool as you need.

Using custom fields in your rules

You can use custom fields in your rules as long as your tools support them. For instance, you could create a custom field in Trello to replicate Jira's "Sprint End Date" field and use this new field in filtering rules. Custom field syncing is only available for Team plans and up. If you need custom field support for your workflow, please reach out to us!

What's next?

Learn how to add tags to incoming work items.
Learn how to sync custom fields in Trello.
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