Once you’ve picked the tools you want to connect and a flow direction, you can use rules and field mappings to control the total number of work items that get synced in a flow.
Using rules to manage items in sync
Rules allow you to determine which work items (tasks, cards, row etc.) sync between tools. Work items need to meet the requirements of your rules to sync. While you may need to sync all work items in a given container (project, board, sheet etc.) you can apply Rules to sync just a subset of work items.
Each tool will have its own set of Rules, but some standard ones include:
- Status: all Open and Archived work items in a container or just Open work items
- Creation Date: the creation date of work items in your tools. You can also choose to sync all historical work items that meet your Rules.
- Labels: work items with a specific label
- Assignees: work items from a specific assignee
- Lists: work items within a specific list
- Columns: work items in a specific spreadsheet column
- Status: work items that match a specific status
See the image below for examples of Rules being set up:
How to reduce your items in sync count
Note: As long as work items match the Rules of your flow, they will remain synced and count toward your limit. If you want to reduce your Items in Sync count, we suggest the following:
- Remove triggers for your Rules within the tools you are syncing. Referencing the image above, by removing the label “Data” from cards in Trello that no longer need to be synced (i.e. a resolved ticket or task that has been deprioritized) Unito will no longer sync these work items and they won’t count toward your limit.
- Exclude work items with “is not” Rules. For example, by adding the rule “List is not Complete” to your Unito flow, once a work item is moved to the Trello list titled Complete, it will stop syncing and won’t count toward your limit—even if the work item still meets all the other Rules criteria. See below:
- Periodically archive or complete tasks that meet your Rules but no longer need to be synced. Provided you set Status to Open only, archived or completed items will not count toward your limit.
Keep in mind, once the original work item no longer meets your rule requirements, Unito will close its copies (for example, a Jira issue created from a Trello card).
Controlling items in sync with field mappings
Rules dictate which work items will sync, while field mappings determine which pieces of information these work items will sync between tools.
- Subtask and checklists: When mapping your fields, you have the option to include or exclude subtasks and checklists, which count toward your items in sync count.
Other field mappings, such as, comments, custom fields, and descriptions do not count toward your items in sync count. For more details, here’s a refresher on what is considered an item In sync.
You can learn more about rules and field mappings in this video: