How to Set Up Rules in Unito

Rules let you control what information gets synced from one tool to the other. Here's how you can set them up.

In this article:

• What is a rule?
• How to set up rules and actions in Unito
• Examples of rules

What is a rule in Unito?

Unito rules tell your flow which items to keep in sync between your tools. You can restrict your flow to only sync work items with specific tags, assignees, or statuses.

Rules can also automate certain actions, like assigning tasks to a specific person when they’re created. 

Every new flow begins with a set of default triggers and actions you can modify or delete depending on your needs.

In this example flow, you’ll find a default trigger and a default action:

• The Created at trigger, which filters out work items based on a specific date and time. 
  • Many users have tools full of work items they don't want to sync, and this trigger allows them to test out their flow without syncing hundreds of items they don't want synced.
  • You can set this rule up to sync work items created after a specific date, before a specific date, or even work items with any create date besides one you select.
• The Set List To rule, which will automatically put work items created by Unito in a pre-determined section of the destination tool.
  • You can customize this rule to choose which section your work items land in.

Here’s the main difference between triggers and actions:

• Triggers are the conditions Unito looks for to determine if a work item should be synced or not.
• Actions determine what Unito does to work items when they’re created.

How to set up rules and actions in Unito

To add a new rule:

1. Click on Add a new rule.
2. Click on the Select a field dropdown and choose the field you want to base your rule on.
3. Choose the modifier for your rule.
   1. For example, if you choose to sync Asana tasks by projects, you can choose to filter out tasks from a specific project, to only sync tasks from that project, and more.
4. Add a value for your rule.
   1. For example, if you sync Asana tasks by project, you would enter the name of the project.

To add a new action:

1. Click on Add action.
2. Click on the dropdown to choose the field you want your action to set.
   1. For example, you could choose the Checklist item completion field when syncing Trello cards.
3. Add a value for your action.
   1. For example, you could set the Checklist item completion field to True, so that a checklist is automatically checked when a Trello card is created.

Examples of rules

You can customize your flows by setting the right rules and actions. Here are some of the most common options among Unito users.

Filtering work items by assignee

With this rule, work items will only be synced between tools if they’re assigned to a specific person.

You can also set up an action that automatically assigns the work item Unito creates to the right person.

Filtering work items single select dropdowns, status or stage

Here’s an example of a task synced based on a specific column in a board. The same concept can be applied to statuses and single-select dropdowns.

You can also use an action to automatically set a dropdown to a specific option when Unito creates a new work item.

Only sync items from a specific section

Most tools have their own version of what a section is. ClickUp and Trello have lists, for example, while Smartsheet has columns. With this rule, Unito will only sync work items in a specific section. If they’re moved to another section, Unito will stop syncing them.

You can also set up an action that automatically places a new work item in a specific section.