How to Sync Statuses or Sections in Unito

By syncing statuses or sections, you can change Unito's behavior when you close work items, move data between sections, and more.

Table of contents:

This guide will show you how to sync status values between different work items (e.g., tasks, tickets, issues, etc.) through Unito's field mapping table. Doing so will update the status of an item in one app or tool when the status changes in another. 

This is useful for making sure your completed tasks or other work items are marked "done" or the equivalent in both tools, which can help reduce your items in sync count

 

Understanding field mappings in Unito

Mapping fields in Unito, such as status or section, defines the relationship between those fields across different apps or tools. 

This step allows specific details to flow back and forth, which is crucial for syncing statuses, sections, lists, or any other custom field you use to track work.

Asana Trello statuses

Why should you map statuses?

Mapping statuses ensures consistent tracking across your tools.

So if you mark a task as "Done" in one tool – Unito can automatically update its status in another tool to "Completed" or "Archived," keeping your teams aligned.

Wrike Trello Statuses

In the above example, we can expect the following to be true:

  • A non-archived card in Trello will maintain its status if the synced Wrike task is any of Ongoing, Ready to Brief, or On Hold.
  • If a Wrike task is Completed or Cancelled, it will be immediately Archived in Trello.
  • If an archived Trello card is unarchived, it will become an Ongoing Wrike task in this example. Items in this context will always assume the first status option possible. 

Key benefits of syncing status:

  • Consistency: Avoid confusion caused by mismatched terminology or status updates getting lost in the shuffle.
  • Clarity: Get a unified view of project progress, no matter which tool you're looking at.
  • Efficiency: Automate status updates, saving time and reducing manual errors.

How to map statuses, sections, or lists between tools

This exact functionality will vary depending on the tools you integrate, but generally follows a similar set-up process. Here's how you would map sections when setting up a flow between a Trello board and a Jira project.

Log in to Unito and select your flow:

From Unito Sync Platform, open the flow you're working on.

Find the Field Mappings table, look for Status, List, or Section (depending on your tools) and select the gear to the left.

status fields 1 1

Add new statuses, lists or sections as needed

 If the list, status, or section you need isn't already mapped, you can add it by clicking on Add more lists & statuses. Then, Select a value in each tool that you'd like to pair up.

list status or section

You can sync any list names you can think of, but obviously it makes sense to associate lists that have common purposes, (e.g., done with completed, in progress with active, etc.).

status progress 1

Sync multiple statuses from one tool to a single status in another

You can map a single status or section in one tool to multiple statuses in another. For instance, 'In Progress' in Trello could correspond to both 'In Progress' and 'Selected for Development' in Jira.

Simply click on the + symbol beside the list you'd like to add additional options to.

selected status 1

In the above example, Trello cards in the In Progress list will be synced with Jira tasks with either the In Progress and Selected for Development statuses.

If the status in Trello changes from In Progress to something else, then back to In Progress, the associated Jira issue will switch to In Progress, as it's the first status listed above.

What should my synced statuses look like in Unito?

Make sure you don't accidentally group your statuses together if they're meant to be separate. For example, this set of synced statuses is incorrect:

Status Syncing Wrong

With the above set of status mappings, if the user were to change a status from "to do" to "in progress" in the left-hand tool, the right-hand tool would remain "to do" since all four options have been grouped together into a single status pair.

Instead, it should look like this: Status Syncing Right

Now, each status has its own unique pair. The reason you're able to group statuses together, is in case you have several similar statuses in one tool that don't exist in the other. For example, perhaps you would consider a "done" task in one tool to be the same as a "cancelled" or "completed" task in another.

Additional examples of status syncing

The exact fields you sync with Unito will depend on the tools you're using. Here are several examples:

Trello ←→ Trello

If you work in multiple Trello boards and your lists have different names, you'll need to map each pair individually. This can also be necessary if one Trello board has more lists than the other.

trello trello status

Trello ←→ Jira

Trello's lists can be mapped to Jira's statuses. This is particularly useful if you use Trello for high-level planning and Jira for detailed project management.

trello Jira status

Asana ←→ Trello

You can sync Asana's sections with Trello's lists, ensuring tasks move smoothly between the two tools based on their progress.

Asana trello status 

Practical Tip: When setting up mappings, consider how your team uses each tool and aim to align the workflows as closely as possible. This makes transitions between tools seamless and intuitive.

Enhance Your Workflow with Effective Mapping

Mapping statuses and sections between tools doesn't just keep your tasks aligned; it streamlines your workflow, ensuring that updates in one tool reflect across all others. With Unito's field mapping feature, you can ensure your projects stay consistent, clear, and efficient, no matter how many tools you use.