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Hide cards details to certain members in certain lists

JMB I'm New Here May 29, 2022

Our team's use case:

We use trello for the purchases process of the company: from the moment in which the need to buy something arises, through approval of the request to buy, through the bidding process, through the purchase order issuing, through logistics and up to the arrival of the purchased goods to our warehouse.

 

LISTS IN OUR BOARD:

A) In need of purchase

B) Purchase need authorised

C) In purchasing process

D) Purchase Order Issued = Logistics

E) Order arrived in warehouse

 

PROCESS PIPELINE:

1. The people that detect the need of a purchase create a CARD on list A.

2. Then a supervisor reviews the CARD, approves it and moves the CARD to list B.

3. When the purchasing team begins working on the purchase of the materials listed in the CARD, they move the card to list C. During the bidding process the purchasing team attach all the received quotations to the card.

4. When the purchasing team decides the provider and payment terms, they issue the purchase order, attaching the PO pdf to the card as well and move the CARD to list D.

5. Then the logistics manager begins working on the card. When the purchased goods arrive to our warehouse, the logistics manager moves the CARD to list E.

 

PROBLEMS WITH THE CURRENT WAY TRELLO WORKS:

Once the card is in list C and the purchasing process has started, I do not want the whole team to see the bidding process, the received quotations and price paid for the purchased goods.

We need to hide all card details except for one file (list of requested items pdf inside the card) once the card enters the purchasing process. 

All the team needs to be able to see the purchasing pipeline to know where their request is in the pipeline, but they should not access all the details within the card.

 

I hope you can give some solution to this issue, otherwise we cannot continue to use Trello. We have approximate 25 people in the board and growing rapidly, we are now testing the free trial of Premium Trello, but without this feature we will have to find another solution.

Thanks!

 

2 answers

1 accepted

0 votes
Answer accepted
Hannah Morgan Community Leader May 29, 2022

Hi @JMB ! Welcome to the community :) It's not currently possible to set really granular permissions in Trello so that certain elements of cards are hidden. When you add a user to a board, that user has access to all cards on the board as well as all card details. 

An idea for how to manage your workflow: create a separate "purchasing" board and automatically "sync" cards to this board when they're moved into list D. This purchasing board can be set to private and only the needed members can be added as board members. You can achieve this connection through butler automation. The cards can also be linked so members can easily toggle between the two cards. So basically, you'll have two versions of the same card - one that has restricted info, and one that has all of the details. Because the cards are linked, you'll also be able to sync some changes (e.g. due date changes, comments, etc.)

Alternatively, there is a power-up called Amazing Fields which creates custom fields on your cards. You can set permissions on these fields so that only certain users can view/edit them.

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JMB I'm New Here May 29, 2022

We would also need to group members into different groups in order to allow access to cards details only to a certain group.

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