How to automate an email to send linked attachment when task is complete?

Question

Our team utilizes Trello for operational task management. Our client account managers submit tasks for our operational specialists to complete. The client account managers will include attachments (Excel files) for data that is needed to fulfill the request. Once the task is completed, the operational specialist will add data to the attachment (Excel file) that the client account manager will need. I am trying to make the workspace as automated as possible so the client account managers do not have to go back into Trello to retrieve the attachment. Is it possible to set up a rule to automatically email the attachment to the client account manager once the task has been moved to the "complete" list? I do have an rule set up that automatically sends an email to the client account manager once the task is complete, so it would be great if the attachment can be included in that email.

Çiğdem Büyükaşik · Answer

Hello @Amanda Jerry, 
Cigdem from Hipporello here. Yes, what you're asking doable. Our Service Desk Power-Up allows for communication between clients, team members and others.

In your scenario, your client account managers can submit tasks through forms, which create cards on your board. And you can set automations about the card movements to send automated messages.

See automation sample below:

You can book a demo through our website if you'd like to get a quick overview of what you can do with it. Hope this helps!

Sal_mqejn5 · Answer

Hey @Amanda Jerry! Sadly, there isn't a direct way to send an email to a particular person or card and board members with the attachment link when moving a card to another list. However, I have found a helpful workaround for this issue. You can create a Custom Field where you can store the attachment link using an Automation command once it's added to the card. Then, you could set up another automation that sends an email with the value stored in the custom field. Let me provide you with an example of how this could work:

when an attachment is added to a card, set custom field "Google Drive" to "{attachmentlink}", and send an email notification to "testemail@myemail.com" with subject "Here are the files for the project" and message "Here are the files: {{%Google Drive}}"

This command basically takes the attachment link from the card and sets it as a value for the custom field called "Google Drive." Then, it sends an email to a specific user and includes the attachment link from the custom field in the body of the message.

I recommend you check our help article about Automation variables and how to create email reports. I'm sure they'll be extremely helpful for you to get yourself started:

Automation variables

Creating email reports with Automation

I hope that helps, Amanda!