When using a new tool, more often than not we have to face a learning curve.

The same is true when we learn a new skill.

Creating workflows in Trello board is becoming increasingly popular, so in this post I want to give you a bit of a taste what to watch out for when creating workflows in your Trello boards for the first time.

12 things to know about workflow creation in trello

 

These are the 12 things I recommend to take to your heart for workflow creation in Trello boards.

1

Start with simple commands.

Grow as you go.

Butler for Trello is easy to understand, as it uses plain English to set up the commands. Take it easy and set up a few simple commands first to get a feeling how quick and seamlessly everything is working.

2

Workflows need to be tested.

Always. Always. Always. 

You always need to test whether you will get the result you actually wanted. Make this a habit, and it will pay off. You will save yourself a lot of time and nerves.

 

3

Watch & adapt!

Workflows are subject to change. It’s very likely to adjust them over time.

Is what you are getting really what you wanted? Try several small changes and test the outcome. It either brings you closer to what you wanted … or you find a completely new way you hadn’t thought of before!

4

The sort order of actions in a command does matter.

A command can have more than one action. In extremis, it can have 20 or 30 actions, even more. Whilst there might be good reasons that so many actions are packed into a command, it’s not necessarily a good practice. But more importantly,, keep in mind that the arrangement of actions do influence the outcome.

If a command isn’t doing what you wanted it to do, it’s a good idea to reconsider the sort order of actions in it. Since multiple actions are concatenated with an and, it’s quite simple to reorganize them. 

5

command ⧣ workflow

A command isn’t necessarily the same as a workflow, but a workflow can consist of a single command only (with the ButlerBot).

 

Want to learn more about commands and workflows?

6

Trello’s default behavior needs to be considered upon the creation of workflows!

workflow creation in Trello labels
Let’s take Trello’s label feature as an example.

When you copy a card across boards, the labels that this card has will be copied over to the new board. If this second board runs with a different system of labels, this will now have expanded.

Think it through yourself, if that’s your preferred behavior, but if you don’t like it, make sure you remove the label from the card on board 1 before it is moved/copied over to board 2.

7

Case-sensitivity

The case-sensitivity of labels, list names and all kind of word phrases is one of the most underestimated mistakes people make during workflow creation in Trello. Make sure you pay attention when using these in a command sequence, you otherwise end up with new lists, new labels or all kinds of other chaos … because Butler creates anew what it cannot find.

8

Developing a Standard

Developing a “standard” that can be imposed onto other boards makes workflow creation in Trello much easier – in the long-term. 

Boards that are connected and communicate with each other, benefit from a consistent labelling system, for instance. Or the same system of dates that are used. Setting up workflows that add cross-board functionality to your boards gets so much quicker when there’s a certain uniformity behind.

9

Using Variables

workflow creation in Trello variables
Variables are the salt in workflow creation in Trello. 

Educate yourself what kind of variables exist and under which circumstances you can use them. Then test & try. It’s totally worth it!

10

Using Wildcards

workflow creation in Trello wildcards
 When variables are the salt, wildcards are the pepper for setting up workflows in Trello boards. 

These are highly useful shortcuts that can lead to incredibly sophisticated workflows!

11

Integrating Power-Up’s

Trello has 100+ Power-Ups under their belt, and they say, the only limit now is your creativity. Either or either, some of these Power-Ups can be used with each other. For workflows & automations with Butler for Trello, you can use – for instance – Custom Fields or Plus for Trello. Besides these two, the Calendar Power-Up is always a nice visual enhancement for set due dates on cards.

Tip: Particularly the Custom Fields Power-Up works well with Butler and allows some really nice productivity wins!

12

Want to get something done, but can’t figure out, how?

That’s quite common, but here’s a tip for you: When you know what you want, but don’t know how to get there, try to think it through backwards. What’s your end result and what would be the step right before that? And then, before that? For creating workflows, we sometimes need logic, and sometimes we need creativity. And sometimes both.

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