Trello is well known for its visual simplicity and intuitiveness. Anyone can open a board and instantly get a feeling for what it’s about, and how far along things are. This has led to a wide adoption of Trello as a reporting tool for every level of an organization.
We call these report boards Master Board. They’re a collage of little windows into multiple projects, teams, and tools. The problem is, these boards are rarely up to date! Someone has to manually update them with progress, often minutes before the dreaded status meeting. And since nobody had a chance to look at that board, half the meeting is spent just updating people. It’s a huge waste of time.
So in this age of agility and autonomy, how do we let teams self-organize without losing visibility on progress or adding management overhead?
In this guide, we will assume you want to aggregate some cards from a Trello board called Tribe into another board called Guild. You could just as well aggregate a GitHub repository, Jira project, or any other tool we support.
1) Create your Trello Master Board
In Trello, create a new board which will act as your Master Board for the Guild board. You can add any list you want, but usually you’ll want something close to the lists used in the boards you want to report on. You must create at least one list.
If you want to sync the card members too, you’ll also need to add your colleagues as board members.
2) Assign labels/tags
Open the Tribe board you want to aggregate into your Guild Master Board. Assign a Guild label (or any other name of your choice) to each item you would like to sync between the boards. Similarly, in the Master Board, create a corresponding Tribe label to identify cards that came from the Tribe board.
3) Create a sync between your Master Board and the source board
Important: on the review tab, make sure to click on "Customize Sync." We don’t want to bring every card over!
4) Setup filters and field mappings
Head over to the "Filter Tasks" tab. For each side, add a label filter to Only sync cards with the Tribe and Guild labels, respectively.
6) Map your labels and lists
Open the Map Fields tab and expand the Labels-Labels mapping. You’ll want to map your Guild label to the Tribe label. This will translate the labels automatically.
Now expand the List-List mapping. If your lists have similar names, they will have been mapped automatically. Otherwise, associate the boards’ lists together. You can even map multiple lists to the same one to have a high-level view of progress on the Master Board instead of the detailed workflow the Tribe might have.
7) Let the sync begin!
Go ahead and save your new sync. Your Master Board should now populate with any card from the Tribe board that has the Guild label. Go ahead and edit that card or move it to a different list, after a few minutes it will update in the other board.
If you create a new card on the Master Board, it won’t sync to the other board until you label it with Tribe.
Recommended Unito Settings
Try out these settings to get the most out of your syncs:
- Add more labels and filters to mark different levels of reporting. Learn more about filters.
- Map the different users of each board so you can easily see who is working on what.
- Map your lists for more advanced workflows.