Unlock your team's full collaboration potential with Unito's Multi-way Sync
Have you ever wanted to create a reporting board, where you bring many different projects together into one, automatically? Or, have you ever thought of syncing all of your different projects into a personal board so that all of your tasks are in one neat and tidy place? With Multi-way sync, both of these cases and many more are possible, and in this guide, I'll show you how to do it.
Want to just jump in and get started? These articles might be a faster start for precisely what you're doing:
- How to Build a Personal View Workflow
- How to Build a Team View Workflow
- How to Build a Project View Workflow
- How to Build a Reporting View Workflow
Otherwise, let's get started! Before we begin, it's worth mentioning two things:
1. If you're new to the Multi-way Sync process, it's best to set 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. 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?
Multi-way sync is simply the ability to connect several different projects together into a single project. 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.
Although each of these cases individually seem fairly simple, by combining and extending them, you can create incredibly nuanced and advanced workflows.
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 one of our easiest features to set up. 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 using different tools but working on the same project.
The first step might be enough, but there's always room for a little improvement. You can customize your status mapping to make sure the tasks are appearing in the correct places. If you'd like to filter some tasks, that's easy too. Beyond that, there's no trick to sharing a sync. Like with 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 unique 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 larger project, and then the smaller project. Select 'customize now' before setting the sync live. In the "Filter Tasks" tab, you'll want to go to the larger project's side and select 'only sync tasks with any of the following labels...' and select the unique label/tag that you made for that specific project. That's it! If you'd like to map your statuses using the "Map Fields" tab, you can do that now; otherwise, hit "Save and Sync", and you're done!
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 larger project first, and then the smaller one. This will make your automatic sync names a little more consistent, which can be helpful for keeping track of them. Remember to add a unique tag to the filter for the larger project in each sync.
Now you 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 Merging Multi-sync
Joining many projects together into a single large project is a bit more complicated. That's 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 unique label/tag in each of the smaller projects. Then we'll also need to set up a unique 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 larger project and then the smaller 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, you'll just need to set up a filter on each side.
First, head to the "Filter tasks" tab. Under "only sync tasks with the following labels" for the smaller project, put the tag that applies to the larger project. Next, you'll want to do the same thing under the larger project's side 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. This is very important because it will automatically label all incoming tasks from that sync with the proper tag, and it will ensure that your tasks don't inadvertently get re-routed into the wrong projects!
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. 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 you get started on the right foot with Multi-way Sync.
Have fun, and let's get back to work. :)