I am part of a couple of kanban boards which use mirrored tasks across both. That is, there are numerous tasks which are present on both project boards for the sake of tracking.
The two boards have slightly different needs and therefore slightly different swimlanes, though many common swimlanes (e.g. not yet started; underway; completed). In typical kanban style, the swimlanes on both boards do reflect a progression of the tasks.
Having the tasks mirrored is helping ensure the members of the two boards (who are not always the same people) are communicating and on the same track with the tasks. However, having to keep the cards progressing along each board is a manual tasks.
Is there a way to create a rule which would be something like “when the card moves to column x in Project A, move the same card to column x in Project B”. This automating would mean that we wouldn’t have to manually align both boards.
The key would be to create an org-wide single-select custom field that represents the stages and and that field to both projects.
Write rules in each project that trigger from a change to the stage field, with a branch for each possible value, and taking the action to move the task to the appropriate section. These rules are unique in each project and can account for the differences.
Users should get used to changing the custom field, or you could write additional rules that trigger the stage field change upon a move to a section.
Perhaps give that a try, reading up on rules as needed, or ask a follow-up question here.
Yes @David_Hall1
As @lpb explained, this is very easy to achieve with rules. I currently use it and the rule is simple:
When task in Project A is x, check if (enter the condition), do Y in project B.
Thanks again @lpb - that’s working a treat and will be a great timesaver.
I’m not sure whether I should be starting a new query for this but, considering the success of this query (one I didn’t think was possible), I have another query which would be even more amazing if possible.
My team use Portfolios for stand-ups as we can focus on At Risk and On Hold projects based on status updates. In other meetings, those same projects are identified as cards in a board view. There is no link in the system between the card on the board and a project. So, we just link to the project in the card description.
To update the card on the board, I manually copy the status update text from each project and paste it in the the related card’s comment section. I doubt very much that text from a status update could be placed in a comment of an identified card.
But, is it possible for a status of a project to trigger a custom field (also of the statuses) which would update the card to reflect the same status? I hope I’ve explained that clearly.
I understand the Portfolio, made of projects, is a level up from a project (kanban board) made up of tasks, so hadn’t thought this would be possible.
Re this second one, your understanding is correct and there’s no way to achieve the linkage your describing automatically. If I were consulting for your org, I’d explore your workflow that necessitates this connection because it hasn’t come up as a common need.