Three Ways to Automate Trello with Zapier
Trello is a popular project management tool that helps teams organize and collaborate on tasks efficiently. While Trello offers a user-friendly interface and a wide range of features, there are still many repetitive tasks that can be time-consuming and tedious. This is where Zapier comes in, a powerful automation platform that can help you streamline your Trello workflows and save valuable time.
Zapier allows you to create automated workflows, called “Zaps,” that connect Trello with hundreds of other apps and services. By setting up these Zaps, you can automate various aspects of your Trello boards, such as creating new cards, updating due dates, or sending notifications to team members. Automating these tasks not only saves you time but also reduces the risk of human error and ensures that your Trello boards are always up to date.
In this article, we will explore three ways to automate Trello with Zapier. You’ll learn how to automatically create Trello cards from new form submissions, how to update card due dates based on calendar events, and how to send notifications to team members when a card is moved to a specific list. By implementing these automations, you’ll be able to optimize your Trello workflows and focus on the tasks that matter most.
Automating Card Creation from Emails
Here’s how to streamline your workflow by automating the creation of Trello cards directly from your emails with Zapier’s powerful integration tools.
How the automation works
This automation works by monitoring your designated email inbox for new messages that meet specific criteria you’ve set, such as keywords in the subject line or from a certain sender. Using an automation platform like Zapier or Integromat, the system parses the content of the incoming email and automatically creates a new card in your project management tool, such as Trello or Asana, populating the card with details extracted from the email. This way you can ensure that actionable items from emails are promptly converted into tasks without manual data entry.
Why it’s useful
Automating card creation from emails streamlines task management and ensures immediate capture of tasks or inquiries directly from your inbox into a project management tool. This saves time, reduces the risk of missing important information, and enhances team productivity by ensuring all relevant data is accessible and organized in a central location, leading to more efficient workflow and project tracking.
Step-by-step guide
- Sign up or log in to your Zapier account
Create a new account on Zapier or log in to your existing account to get started. Zapier is a web-based automation tool that allows you to connect various apps and services. - Choose your email app and Trello as the apps to connect
Select the email app you want to use as the trigger and Trello as the app you want to automate. Zapier supports a wide range of email providers, such as Gmail, Outlook, and Yahoo Mail. - Select the trigger event as new email received
Set up the trigger event to be a new email received in your chosen email app. This means that whenever you receive a new email, Zapier will automatically trigger the next action. - Choose the action event as creating a new Trello card
Select the action event to be creating a new card in Trello. This action will be performed automatically whenever the trigger event occurs, i.e., when a new email is received. - Map email details to Trello card fields
Configure how the information from the incoming email should be mapped to the fields of the new Trello card. For example, you can map the email subject to the card title and the email body to the card description. - Test the Zap to ensure it works as expected
Before activating the Zap, test it to make sure it works as intended. Send a test email to the connected email account and verify that a new Trello card is created with the correct information. - Name and turn on your Zap
Once you’ve confirmed that the Zap is working correctly, give it a descriptive name and turn it on. From now on, whenever you receive a new email, a corresponding Trello card will be created automatically, saving you time and effort.
Syncing Trello Cards across Boards
Streamline your project management by syncing Trello cards across different boards.
How the automation works
This automation works by using a tool like Zapier or Trello’s built-in Butler feature to synchronize cards across different boards. When a card is added or updated in one board, the automation detects this change and replicates the action on another specified board, ensuring that both boards contain up-to-date information without manual intervention.
Why it’s useful
Syncing Trello Cards across Boards is particularly useful because it ensures that all team members have access to the latest updates and information, regardless of which Board they are primarily working from. This automation streamlines communication and project tracking, reducing the risk of miscommunication and overlooked tasks. It enables a more cohesive workflow, allowing teams to work more efficiently and effectively across different projects or aspects of a project.
Step-by-step guide
- Log in to your Zapier account
Navigate to the Zapier website and sign in using your registered email and password. If you don’t have an account, create one to access the automation features. - Select Trello as both the trigger and action app
In the Zapier dashboard, choose Trello as the app for both the trigger (the event that starts the automation) and the action (the task to be performed). - Set up the trigger event to be “New Card in Board”
Configure the trigger event by selecting “New Card in Board” from the available options. This means that whenever a new card is created in a specific Trello board, it will initiate the automation. - Choose the action event as “Create Card” in another board
Set up the action event by selecting “Create Card” and specify the destination board where you want the new card to be created. - Customize the card details to ensure relevant information is transferred
Map the necessary information from the trigger card to the action card, such as the card title, description, labels, and due dates. This ensures that all relevant data is carried over to the newly created card. - Test the automation to verify its functionality
Before activating the Zap, run a test to ensure that the automation works as intended. Check if the new card is created in the specified board with the correct information. - Activate the Zap for continuous synchronization
Once you’ve verified that the automation functions properly, activate the Zap. From this point forward, whenever a new card is created in the trigger board, Zapier will automatically create a corresponding card in the action board, keeping your workflow synchronized.
Automating Deadline Reminders
Keep projects on track and never miss a deadline again by discovering three innovative ways to automate your Trello tasks with Zapier.
How the automation works
This automation typically involves scheduling software or task management tools that monitor the deadlines of various projects or tasks. When a deadline approaches, the system automatically sends out email or in-app notifications to the relevant parties, reminding them of the upcoming deadline. This ensures that team members are aware of impending due dates without requiring manual tracking or reminders.
Why it’s useful
Automating deadline reminders is incredibly useful because it ensures that all team members are aware of upcoming deadlines, reducing the risk of missed deadlines and the stress associated with last-minute rushes. It also allows project managers and team members to better plan their workload and prioritize tasks, leading to improved productivity and project outcomes.
Step-by-step guide
- Access your Zapier account
Navigate to the Zapier website and log in to your account. If you don’t have an account, create one for free. - Choose Trello and your preferred calendar or reminder app (e.g., Google Calendar)
Select Trello as the trigger app and your desired calendar or reminder app, such as Google Calendar, as the action app. This will allow Zapier to connect the two apps and automate the process. - Use “Card Due Date” in Trello as the trigger event
When setting up the Zap, choose “Card Due Date” as the trigger event in Trello. This means that whenever a due date is added or updated on a Trello card, it will trigger the automation. - Select the action event as creating a calendar event or sending a reminder
Depending on your preference, choose the appropriate action event in your calendar or reminder app. This could be creating a new calendar event or sending a reminder email or notification. - Map Trello card details to your calendar or reminder details
Configure the Zap to map the relevant information from the Trello card, such as the card title, description, and due date, to the corresponding fields in your calendar or reminder app. This ensures that the automated events or reminders contain the necessary details. - Perform a test to ensure the accuracy of reminders
Before activating the Zap, run a test to verify that the automation is working as intended. Check that the calendar events or reminders are created accurately and contain the correct information from the Trello cards. - Turn on the Zap to automate deadline reminders
Once you’ve confirmed that the Zap is functioning properly, turn it on to start automating deadline reminders. From this point forward, whenever a due date is added or updated on a Trello card, Zapier will automatically create a corresponding event or send a reminder in your chosen app, saving you time and effort.
Conclusion
In conclusion, automating Trello with Zapier can significantly enhance productivity and streamline workflow processes. By setting up triggers and actions between Trello and other applications, users can automate repetitive tasks, ensuring that nothing falls through the cracks. Whether it’s managing project deadlines, syncing calendars, or automating communication, Zapier’s integration capabilities allow for a seamless, efficient workflow that can adapt to the needs of any team or project.
These three automations — automating card creation from emails, syncing calendars with Trello boards, and automating notifications for due tasks—represent just the tip of the iceberg in terms of what’s possible when these powerful tools are combined. As teams look to optimize their workflows and reduce manual effort, adopting such automation strategies will be key. Embracing these tools not only saves time but also allows teams to focus on more strategic tasks, pushing projects forward with efficiency and ease.
Tags: Automation.