Unlock your team's full collaboration potential with Unito's Multi-way Sync
Multi-way Sync is an exciting new feature here at Unito. and with this guide, getting set up will be a snap. You'll be connecting tools and syncing across your whole organization in no time.
Before we begin, though, it's worth mentioning three things:
1. If you're new to the Multi-way Sync process, it's best to try setting up a few test syncs with test data. Unito syncs are powerful tools, and Multi-way Sync adds even more to what you can do. It's definitely easier to send things where you don't mean to with Multi-way Sync until you learn the ins and outs, so test data is the best place to start.
2. This is still a beta feature, which means we're very open to feedback. :) We're still learning how to make the user experience perfect on this feature - That's why it's a beta. If something doesn't look right to you, or doesn't feel intuitive, let us know!
3. If at any point in the process you get stuck or you're not sure where to go next, don't be shy about reaching out! We want to make sure that everyone's set up how they'd like. We'd be more than happy to help if you find yourself out of your depth.
Got it? Then let's jump in!
What is Multi-way Sync?
Unito has always required that you only sync two different projects together. This is enough for a lot of teams. As your organization grows you'll often want to connect three tools together. Or five. Or thirty! Build any kind of workflow you can imagine. Chain tools together with Unito. Apply labels and filters and make collaborating between teams easier than ever.
There are three particular use cases that Multi-way Sync fits very well with:
"Sharing" - Sharing one project across many different teams with almost no filtering
"Splitting" - Taking a giant project and parceling it out to different teams in other tools
"Merging" - Bringing several different teams' work together into a single tool.
In this article, we'll go over how to set up all three.
Setting up a Sharing Multi-sync
Sharing with Multi-way sync is the easiest to setup we have. It's exactly the same as setting up a regular sync! Sync your first two projects together as normal, and then sync your third (or fourth, or fifth...) to one of the two projects you've already synced. With no further customization, they will all share the same tasks to each other. This is spectacular if you have teams in different tools but they're all working on the same project.
The first step might be enough, but there's always room for a little improvement. You can customize the fields a little bit to make sure the tasks are appearing in the correct places. If you'd like to filter some tasks, that's easy too. Set up filtering by labels or issue types as you would in a regular sync. Beyond that, there's no trick to sharing a sync. Like a normal sync, you can be up and running in minutes.
Setting up a Splitting Multi-sync
Splitting a large project into smaller ones isn't much different than sharing a sync. It does requires a little more initial setup, though. Before you begin the sync, set up a special label/tag for each of the projects you'll want to sync to - we'll use those tags to determine where we're sending our issues. From there, we'll set up each sync in turn.
For the first sync, select the smaller project, and then the larger project. Select 'customize now' before setting the sync live. In the large project's tab, you'll want to go to the 'filters' section and select 'only sync tasks with any of the following labels...' and select the special label/tag that you made for that specific project. Then, navigate to the fields tab. Ensure that all your statuses/lists are syncing to the correct counterparts in the smaller project. That way, everything goes where you expect it to. Finally, hit "save and sync", and you're done!
Now, the next step will be to repeat that same step for as many split syncs as you want. Remember to start the sync creation by selecting the smaller project first, and then the larger one. This will give the syncs more recognizable names in your Unito dashboard, which is handy. Remember to add the special tag to the filter for the larger project in each sync.
Now your can tag issues in the large project with a smaller project's tag, and it will start syncing to that project. You can also tag tasks with many projects and they will sync to all of them. They will reflect changes across all the projects, regardless of origin. If the task gets completed anywhere it will show as completed everywhere. This will work like a regular sync but on a larger scale!
Setting up a Joining Multi-sync
Joining many projects together into a single large project is the most complicated use case. It's complicated because it requires filters to exist on both sides of the sync. That said, Once you have the basic concept down, it's quite easy to do. Like with Splitting, we're going to need to do an extra few steps before we start syncing at all. This time, we'll need to first set up a special label/tag in each of the smaller projects. Then we'll also need to set up a special label/tag for each of the small projects in the large project. We'll see why that's important in a moment.
For the first sync, select the smaller project and then the larger one. Then select 'customize now', like for Splitting above. When we get to customizing, there are two steps here that rely on tags on both sides of the sync. At this stage, you'll have to create the tags before starting the sync. Then set up a filter on each side, and make sure that the tags sync together under 'fields'.
First, head to the smaller project. Under "only sync tasks with the following labels", put the tag that applies to the larger project. Next, you'll want to do the same thing under the larger project's tab but with a twist. Select "Only sync tasks with the following labels" there, too. But enter the label that you're using to identify tasks for the smaller project. Finally, you'll want to go to the "Fields" tab, and click the small 'cog' icon to the right of the Tag/Label mapping. This will expand your tags, and show you which tags map to each other. Here, you want to break our automatic mapping and make sure that your two tags map together. After that, you're done! Save and sync, and you're ready to go. Now, you'll want to do exactly this for each of your other small projects, exactly the same way.
Users in any project will be able to add a 'special tag' to a task, and it will sync to the other project, but not to all the other projects. Because the tags map across tools, it means that the task will be 'locked' to that sync. This is important. It means that when a smaller project syncs to the larger project, it won't sync to all the other teams' projects. If you want that, you can still do it by flagging the task on the large project's side with all the tags for each of the smaller projects. The task will then appear in all of the smaller projects. This method gives you granularity and control while keeping a project's privacy by default.
In this article, we've only covered 3 of the many possible uses for multi-sync - there are a lot more out there. Every company is different, which is why we tried to make multi-sync as open-ended as possible. If you have questions about possible uses, don't be shy about getting in touch. We'd love to help, and we'll be able to work with you and help you to get started on the right foot with Multi-way Sync.
Have fun, and let's get back to work. :)