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Checklist Rules when moving checklist item from one list to another

Our team has a list for priority tasks. Each team member has a card on that list.  On each member's card there are two checklists:
-So-and-so's Priority Task List

-Ready for Review

I *thought* had set up a rule that would notify our supervisor when a checklist item was moved from the "To Do" checklist to the "Ready for Review" checklist, but I recently realized it wasn't firing.

I've tried the following rule configurations to no avail:

-------------------

Trigger: when an item assigned to {username} is added to the check list "Ready for Review"

Action: Content action sending email to to our supervisor letting them know the task is ready for review

Why it doesn't work The rules don't consider an item moved from one checklist to another to be "added" to the other checklist.

-------------------

Trigger: when an item assigned to {username} is removed from the checklist "Team Members's Priority Task List"

Action: Content action sending email to to our supervisor letting them know the task is ready for review

Why it doesn't work The rules don't consider an item moved from one checklist to another to be "removed" from the original checklist.

-------------------

Trigger: when an item is checked in the checklist "So-and-so's Priority Task List"

Actions:

  • Remove {checklistitemname} from the checklist "Team Members's Priority Task List"
  • Add {checklistitemname} to the checklist "Ready for Review"
  • Assign {checklistitemname} to {username}
  • Uncheck {checklistitemname}
  • Content action sending email to to our supervisor letting them know the task is ready for review

Why it doesn't work: I'm guessing it won't recognize {checklistitemname} variable in the item field, even though when creating the trigger, there is a note that states you can use that variable in the actions that stem from the trigger.

-------------------

Can anyone help with this?  Is it just not possible? Is there a way to do this that I'm somehow missing?

2 answers

1 accepted

0 votes
Answer accepted

@J. Brooke Chao 

Tested this . It essentially covers the scope of your last item. I use comment instead of email but you should not have problem replacing that portion. I do a find so that there is no chance item A gets deleted before all the processing ahead of it gets done. Lastly this will not work if there is another item with the same name in A.

Without business class I can see the person assigned by it . Console says it ran clean.

when an item is checked in a checklist named "A", add item "{checklistitemname}" to checklist "B", assign the item to member @{username}, post comment "{checklistitemname}", find a card with link "{triggercardlink}", and remove item "{checklistitemname}" from checklist "A"

Am I missing something? 

I set up the following rule:

when an item is checked in a checklist named "Brooke’s Task Priority List" by @jbrookechao, add item "{checklistitemname}" to checklist "Done and Ready for Review by Carrie", assign the item to member @{username}, post comment "@{username} {checklistitemname} ready for review", find a card with link "{triggercardlink}", remove item "{checklistitemname}" from checklist "Brooke’s Task Priority List"

Nothing happens except the checked task gets crossed off in list A.  That's it.

 

I would really like to understand what I need to do to make your example work.  I think I have all the parameters right, but no matter what I use, as soon as I check the item, it just stays checked...nothing else happens.

@J. Brooke Chao 

With the exception that you have added the condition that it is checked by you, the command looked the same. If you want to dm me my contact is on my profile page. 

Like J. Brooke Chao likes this

That did the trick!  I think I had a mismatch somewhere in my checklist names, but it's working beautifully now.  Thank you so much!

0 votes
Iain Dooley Community Leader Mar 24, 2021

@J. Brooke Chao I just tested and there is a webhook notification sent via the API for a checklist item move "action_moved_checkitem_lower" and because it tells you if the checklist id of the item changed as a result of the move, you could therefore determine that a checklist item had been moved from one list to another.

As such, even though I've never encountered this requirement before it's something I could add into the Trellinator framework for automations:

https://community.atlassian.com/t5/Marketplace-Apps-Integrations/Introducing-Trellinator-Automate-Trello-with-Google-Apps-Script/ba-p/925271

However there might be a simpler solution:

Instead of a list called "priority tasks" with one card per person and them dragging checklist items from one list to another (which is kind of not how lists are intended to be used) why not have a board called "Staff Priority Tasks" with one list per person, one card per task and then they can add a label to the card to indicate the state change (and your Butler trigger will then just work because you would be triggering when a particular label had been added to a card).

This would have the added benefit of being able to discuss individual tasks in each card, rather than being confined to checklist items which don't have the ability to make comments and so on.

That is something considered. We do have separate cards for main projects in lists based on type of project as well as projects that need to be done this week. 

These specific checklists are specifically for a quick and dirty "to-do" for this week (and maybe next) in order of priority that can be rearranged by our supervisor as necessary as other urgent stuff comes in.  It frequently has great deal of smaller tasks (related to other, more detailed, cards in various lists) per week.  It also has small tasks not related to projects.  For instance, things like "Update so-and-so's title," or "remove thus-and-such from announcement block." 

We already have a very crowded board, so adding a list per individual, and a card per small task would not be efficient.  

I am going to try SGi Admin's solution and if we can't get that to work, I'll circle back around to you on the Trellinator automation suggestion.

Thanks!

Brooke

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