How to automate a custom field based on date calculations in Trello?

Joey Haimes

Hi everyone,

I'm trying to create an automation in Trello that can help track whether a task (sending a letter to a client) is completed within a specific time frame. Here's the scenario:

After a meeting, the letter must be sent to the client within 10 working days (WDs). If the "Sent to Client" date is within this time frame, the status should be "No Breach." However, if it's sent after 10 WDs, the status should automatically change to "Breach."

For example:

• Meeting on Monday, 2nd September
• Client must receive the letter by the close of business on 16th September (10 WDs)
• If the letter is sent on or before 16th September, set custom field 'Breach' as "No Breach"
• If the letter is sent after this, "Breach"

Is it possible to set up an automation in Trello to automatically calculate working days and set a field (like a label or custom field) based on whether the task was completed on time or not?

Any guidance would be greatly appreciated!

Carolina Lopez_rbdu5v

Hi Joey!

If I understood your use case correctly, you can use automation to achieve your goal.

Start by creating the following Custom Fields:

• "Meeting date" as a date field
• "Sent to Client" as a checkbox field
• "Sent to Client date" as a date field
• "Status" as a dropdown field with the options "Breach" and "No Breach"

Then you can create a rule to fill the "Sent to Client date" Custom Field when "Sent to Client" is checked. Here's an example:

when custom field "Sent to Client" is checked, set date custom field "Sent to Client date" to now

After that, create two rules that trigger when the  "Sent to Client date" is filled, one for each status, and add a filter for cards with the "Meeting date" field set to a date less/more than 10 working days ago. Use these rules as examples:

when custom field "Sent to Client date" is set in a card with custom field "Meeting date" set to a date less than 10 working days ago, set custom field "Status" to "No Breach"

when custom field "Sent to Client date" is set in a card with custom field "Meeting date" set to a date more than 10 working days ago, set custom field "Status" to "Breach"

 

Let me know if this helps!