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Question

Hi!

We are trying to create a workflow in our Trello account for the Finance and Accounting Team for our payment approval process.

It is a requirement to be able to search and retrieve specific "payment batch" and "vendor" payments. We were thinking of using Labels; we would add a label for every card processed and add the "Batch Number" and "Vendor" as labels so that we can easily find them in trello.

Is this the best way to tag/label in order to search for these categories? AND is there any limit on the labels created from the cards directly or generally?

Your help would be greatly appreciated!

Yasmin

Yasmin Eyre · Answer

Thanks for this! It helped a lot.

I do have another question that is not related to my existing topic. I'll put it below but let me know if it is best that I start a new question.

The F&A Team has a requirement that the software we go with to do this workflow needs to have the ability of being "backed up" and restored if there is a crash.

I do see there is an ability to export. It seems there is no range on the export and everytime it is just a full export of everything to date.

Let's say there is a crash in the Trello system; is there a way to re-upload the exported information?

Yasmin

Iain Dooley · Answer

@Yasmin Eyre In general I would advise against using labels for variable data. For example, using labels to store a batch number that changes each batch. Eventually you run into performance issues if you have thousands of labels on a board.

If you only have a handful of vendors, you could reasonably use labels to store the vendor name.

For the batch number you can use the Custom Fields power up, and then you can filter the board and type the batch number in and any cards with that text matching in a custom field will be displayed.

The only issue you will run into is that the filter conditions are "OR" rather than "AND", so for example if you filtered by vendor name label and then put a batch number into the text field it would show you all cards with that batch number OR all cards that had that vendor label, rather than showing only cards that contained both batch number AND vendor label specified.

However, you can set the custom fields power up to display fields on the front of the card, so you could for example filter by vendor, find what batch numbers were active for that vendor then filter by batch number.

Depending on how many active batches you had for a given vendor at a given time you might choose to have a board for each vendor and put all active batch numbers in there.

If your requirement doesn't extend to having to look up both vendor and batch number simultaneously then you're golden :)