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I'm trying to create an emailed report to show all cards in certain lists from a board.

Edited

I'm trying to create an emailed report to show all cards in select lists from a board.  When I create the board rule, it comes through blank & says there are zero cards in the board.  I've tried to do it 2 ways - I said to create a report with all cards in List --, in List -- & I've listed all the lists I've wanted included & then told it to sort by due date.  I've also done the same thing, but tried said to create a report in variable{boardname} with the rest the same.  Either way, the email is coming through with no cards listed &  the Usage Log is saying 0 cards either way.  How do I get it to recognize the lists & cards in the lists?

 

I just tried to update the variable to the name of my board & picked 1 list & it said it included 1 card, but the email is still blank.  

2 answers

1 accepted

0 votes
Answer accepted
Hannah Morgan Community Leader Mar 02, 2022

Hi @Stacey Brattain ! Are you able to share how your command looks? For a report with multiple lists, it should look something like this:

every friday at 11:45 pm,
create a report in variable "Doing"
with all cards in list "Doing"
using pattern "- [{cardname}]({cardlink}) ({cardmemberusernames}) {{%Priority}} => DUE on {cardduedate}",
create a report in variable "Done" with all cards in list "Done"
using pattern "- [{cardname}]({cardlink}) ({cardmemberusernames}) {{%Priority}} => DONE on {{%Completion Date}}",
and send an email notification to every member of the board
with subject "Report for week #{weeknumber}"
and message "Doing:\n\n{$Doing}\n\nDone:\n\n{$Done}"

@Hannah Morgan

Sorry, my butler command is:

create a report in variable "Loan_Pipeline" with all cards in list "SET UP" in list "RECEIVED FOR PROCESSING/DISCLOSURES" in list "SUBMITTED TO UW" in list "APPROVED WITH CONDITIONS" in list "BACK IN UW" in list "CTC 🎉" in list "IN CLOSING" in list "CLOSED/FUNDED" in list "CANCELLED" group by due date, and send an email notification to "sbrattain@channelwoodmortgage.com" with subject "Current Pipeline" and message "Here are the current loans & their statuses:\n\n{$report}"

Hannah Morgan Community Leader Mar 02, 2022

@Stacey Brattain It looks like you're not able to create a single report variable with AND/OR statements. So it won't work if you're saying "in list "X" AND "Y" AND "Z"". Instead, I believe you'll need to create separate report variables for each list like the example I gave above. 

@Hannah Morgan @Robin Warren 

I've tried it w/just 1 list & the email is coming in blank that way too, so I think I'm missing something.

There is a premade email report called "Board Snapshot" that is like what I'm trying to do, but there are some lists I don't want on the report that are showing up in the Board Snapshot.  What I'm trying to accomplish is send a report with all the cards in almost all the lists(I need to exclude a few) & show the name, labels & due dates on the cards.  Any other thoughts on how to do that?

 

Hannah Morgan Community Leader Mar 03, 2022

@Stacey Brattain it's because you're putting the wrong report variable in your email message. If you're setting the variable to "Loan_Pipeline", your email needs to say {$Loan_Pipeline} instead of {$report}.

Because you want multiple variables (cards in different lists), you would need to create multiple variables for each list. E.g. "SET_UP", "RECEIVED_FOR_PROCESSING", etc. And in your email message, you would need to include all report variables. It's totally possible to achieve what you want with butler reports :)

@Hannah Morgan 

 

I'm going nuts, lol.  I just can't figure it out & I've spent hours on it.  I currently have the command: 

every weekday, create a report in variable "Set_Up" with all cards in list "SET UP" using pattern "[{cardname}]{cardlink} {cardlabels} card due on {cardduedate}#ff0000\n", create a report in variable "Approved_With_Conditions" with all cards in list "APPROVED WITH CONDITIONS" using pattern "[{cardname}]{cardlink} {cardlabels} card due on {cardduedate}#ff0000\n", and send an email notification to "sbrattain@channelwoodmortgage.com" with subject "Pipeline {date}" and message "## Total Pipeline\n\n\n\n##Set Up\n\n{$Set_Up_html}\n\n\n\n##Approved with Conditions\n\n{$Approved_With_Conditions_html}"

This one seems to be OK for one list, but once I create another report w/another variable, it doesn't look right - the titles aren't right - it looks like this: 

Set Up

GREG

PLAZA

PRIMARY RESIDENCE

USDA

SFR

PURCHASE

LAST NAME, FIRST NAME

 

4

1

 

About this report

Email reports display up to 100 cards. All dates in this report are specified in the "EST" time zone.

\n\n\n\n##Approved with Conditions\n\n

JONATHAN

CONV

SFR

PLAZA

PRIMARY RESIDENCE

PURCHASE

LAST NAME, FIRST NAME

 

7

1

Mar 11

 
 
 
 

 

It has the 2nd title wrong AND between each section it has the wording which I don't want: 

About this report

Email reports display up to 100 cards. All dates in this report are specified in the "EST" time zone. 

 

By the way, If I take off the _html, then I don't see my labels, except in text - like this: yellow "JONATHAN", instead of showing yellow label itself on there(if there's a way to just have the label on there, I would be fine w/o, but I don't know how to do that).  Right now, w/o the html added on, it looks like this:

Approved with Conditions

LAST NAME, FIRST NAME yellow "JONATHAN", orange "CONV", purple "SFR", blue "PLAZA", pink "PRIMARY RESIDENCE", green "PURCHASE" due on March 11, 2022#ff0000

 

Help!  Like I said, I want it to look like the "Board Snapshot" Report, or a list w/my labels showing & the due date(in red, if possible)

Hannah Morgan Community Leader Mar 03, 2022

@Stacey Brattain If you're after a board snapshot appearance, you're on the right path with including the _html part onto the end of the report variable.

This command here:

every weekday, create a report in variable "Projects" with all cards in list "Projects", create a report in variable "Tasks" with all cards in list "Tasks", and send an email notification to "hannah@simplaworkflows.com" with subject "Report" and message "Projects: {$Projects_html} Tasks: {$Tasks_html}"

Will generate a report that looks like this:

html report.PNG 

It looks like Trello auto-adds the "About this report" part at the end of each variable.

If you don't want that, another way to approach your report is to look at an alternative way to filter your cards. Is there another way to separate the cards you need to be seeing? For example:

every weekday, create a report with all cards with an incomplete due date group by list, and send an email notification to "hannah@simplaworkflows.com" with subject "Report" and message "{$Report_html}"


And this is the report it generates:

html report 2.PNG 

If there's no alternative way to filter, there's the non_html report, for example:

every weekday, create a report in variable "Tasks" with all cards in list "Tasks" using pattern "- [{cardname}]({cardlink}), => Labels: {cardlabelnames}, => DUE on {cardduedate}", create a report in variable "Projects" with all cards in list "Projects" using pattern "- [{cardname}]({cardlink}), => Labels: {cardlabelnames}, => DUE on {cardduedate}", and send an email notification to "hannah@simplaworkflows.com" with subject "Report" and message "Projects:\n\n{$Projects}\n\nTasks:\n\n{$Tasks}"


This will generate a report like so:
 butler report.PNG

As you can see, the labels just generate the text, and the due date doesn't highlight in red if it's overdue. 

If none of the above look like what you want, you might want to look into alternative reporting tools like Blue Cat Reports like Robin Warren suggested.

@Hannah Morgan @Robin Warren 

 

Is there a way to number the cards in the list?  The total # of cards in the list I've chosen, is what I'm looking for. 

I added a Dashcard, on the board, for the cards I want to track - is there a way to have that number in my report?

Hannah Morgan Community Leader Mar 07, 2022

@Stacey Brattain Is there a reason why you're wanting it emailed to you rather than just using the dashcard to see everything you need? You can then pivot on list in your dashcard to see the total number of cards per list.

@Hannah Morgan 

I'm actually creating this report for other people in my office, who don't use Trello.  I'm just sending it to myself right now to see how it looks.  That will change if I can get it to look right.  I think I'm close, but I would like to add a total of the cards that are included in the report somewhere, like what shows on the dashcard.  I wish I could export the dashcard info in a way that looks nice, but it's just raw data & I can't send the screen I see in a way that would work.

Do you know if there's a command or a way to add up the cards in each list included for a total to add?

Right now, my command is what follows:  I'd like to put the total after the "Total Pipeline" header:

every weekday, create a report in variable "Set_Up" with all cards assigned to anyone in list "SET UP" using pattern "1. [{cardname}]({cardlink}) -- Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _**{cardduedate}**_" group by list, create a report in variable "Received_for_Processing_Disclosures" with all cards assigned to anyone in list "RECEIVED FOR PROCESSING/DISCLOSURES" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, create a report in variable "Submitted_to_UW" with all cards assigned to anyone in list "SUBMITTED TO UW" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, create a report in variable "Approved_With_Conditions" with all cards assigned to anyone in list "APPROVED WITH CONDITIONS" using pattern "1. [{cardname}]({cardlink}) -- Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _**{cardduedate}**_" group by list, create a report in variable "Back_in_UW" with all cards assigned to anyone in list "BACK IN UW" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, create a report in variable "CTC" with all cards assigned to anyone in list "CTC 🎉" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, create a report in variable "In_Closing" with all cards assigned to anyone in list "IN CLOSING" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, create a report in variable "Closed_Funded" with all cards assigned to anyone in list "CLOSED/FUNDED" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, create a report in variable "Cancelled" with all cards assigned to anyone in list "CANCELLED" using pattern "1. [{cardname}]({cardlink}) => Labels: {cardlabelnames} in list **{cardlistname}** => DUE on _{cardduedate}_" group by list, and send an email notification to "sbrattain@channelwoodmortgage.com" with subject "Total Pipeline {date}" and message "## Total Pipeline\n\n\n\n{$Set_Up}\n\n\n\n{$Received_for_Processing_Disclosures}\n\n\n\n{$Submitted_to_UW}\n\n\n\n{$Approved_With_Conditions}\n\n\n\n{$Back_in_UW}\n\n\n\n{$CTC}\n\n\n\n{$In_Closing}\n\n\n\n{$Closed_Funded}\n\n\n\n{$Cancelled}\n\n"
Enabled on this board
It looks like this, which is as close as I've gotten so far(it's not perfect, but closer to what I think my boss might want, in a report).  After the Total Pipeline header is where I'd like to put the total of the cards in all the lists in the report:

Total Pipeline

SET UP:

  1. LAST NAME, FIRST NAME -- Labels: GREG, PLAZA, PRIMARY RESIDENCE, USDA, SFR, PURCHASE in list SET UP => DUE on ****

SUBMITTED TO UW:

  1. LAST NAME, FIRST NAME => Labels: CASH-OUT REFI, DAVY, FHA, SFR, PLAZA, PRIMARY RESIDENCE in list SUBMITTED TO UW => DUE on March 25, 2022

APPROVED WITH CONDITIONS:

  1. LAST NAME, FIRST NAME -- Labels: JONATHAN, CONV, SFR, PLAZA, PRIMARY RESIDENCE, PURCHASE in list APPROVED WITH CONDITIONS => DUE on March 11, 2022
  2. LAST NAME, FIRST NAME -- Labels: ANDY, VA, SFR, UWM, PURCHASE in list APPROVED WITH CONDITIONS => DUE on ****
  3. LAST NAME, FIRST NAME -- Labels: GREG, FHA, SFR, UWM, PRIMARY RESIDENCE, PURCHASE in list APPROVED WITH CONDITIONS => DUE on March 18, 2022

BACK IN UW:

  1. LAST NAME, FIRST NAME => Labels: CASH-OUT REFI, JONATHAN, CONV, SFR, UWM, PRIMARY RESIDENCE in list BACK IN UW => DUE on March 25, 2022

CLOSED/FUNDED:

  1. LAST NAME, FIRST NAME => Labels: JONATHAN, NON-QM, SFR, PLAZA, INVESTMENT, PURCHASE in list CLOSED/FUNDED => DUE on March 8, 2022

@Hannah Morgan 

Or, an alternative, is if the numbered list didn't restart with each list & it continued through the lists. That would work too, if you'd know how to do either one, would be great!

Hannah Morgan Community Leader Mar 08, 2022

@Stacey Brattain I don't believe there's a variable for the number of cards in a list. Your numbered lists would continue if each list of cards wasn't grouped by list. If the grouping is removed, it would look something like this:

butler report 2.PNG

If that's going to be too basic, there is the Blue Cat Reports option like Robin Warren mentioned. See below for an example of a report dashboard which can be sent out to different emails on a recurring basis:

blue cat reports.PNG

@Hannah Morgan 

My employer won't pay for BlueCat.  I create a report on my own already, outside of Trello, but I was trying to do it through Trello & set it up to send automatically & then I don't have to do it.  I think taking off the grouping might be what I need.

There's no way to get the Dashcard "card" on the report to show the "number" that shows in Trello, right?  Meaning, I can Add the Dashcard Card, but when I do, the number is blank & it just shows the title of the card & nothing more.  That would be perfect with the grouping!  But, if not, I think I can take the grouping out & make it work.

There's no way to indent the data in the "pattern", is there?  I tried to put ">" before the part I wanted indented & it didn't work, so I'm thinking it doesn't do that in the reports?  

Thank you sooo much for all your help!!

@Hannah Morgan 

Also, is there a way to put a double space between the numbered items?  This is my message command right now:

## Total Pipeline Status\n\n\n\n{$Set_Up}\n\n\n\n{$Received_for_Processing_Disclosures}\n\n\n\n{$Submitted_to_UW}\n\n\n\n{$Approved_With_Conditions}\n\n\n\n{$Back_in_UW}\n\n\n\n{$CTC}\n\n\n\n{$In_Closing}\n\n\n\n{$Closed_Funded}\n\n\n\n{$Cancelled}\n\n

 

And it looks like this:

Total Pipeline Status

  1. LAST NAME, FIRST NAME ---- GREG, PLAZA, PRIMARY RESIDENCE, USDA, SFR, PURCHASE, ---- In List SET UP, ---- Started February 8, 2022, ---- => DUE on _**** _
  2. LAST NAME, FIRST NAME ---- GREG, FHA, SFR, UWM, PRIMARY RESIDENCE, PURCHASE, ---- In List APPROVED WITH CONDITIONS, ---- Started November 10, 2021, ---- => DUE on March 18, 2022
  3. LAST NAME, FIRST NAME ---- CASH-OUT REFI, DAVY, FHA, SFR, PLAZA, PRIMARY RESIDENCE, ---- In List APPROVED WITH CONDITIONS, ---- Started February 17, 2022, ---- => DUE on March 25, 2022
Hannah Morgan Community Leader Mar 08, 2022

No, I don't believe there's an integration with Butler and Dashcards.

What do you mean indent the data in the pattern? The whole card contents is within the pattern. Are you wanting to indent the information after the card title? You could add line breaks to your pattern (\n\n) to separate out the information.

To add a line break between each card you need to add \n\n to the pattern.

So this pattern here: 
1. **[{cardname}]({cardlink})**\n\n List: **{cardlistname}**, => Labels: {cardlabelnames}, => DUE on {cardduedate}\n\n\n

will produce this:

butler report 3.PNG

I'd recommend having a play around with the formatting in your pattern - I'm not sure I can help much more :)

@Hannah Morgan I had my report set up as above & then I noticed a couple of weeks ago it started to look different, more spaced out between items & the numbers were no longer consecutive.  I didn't change my command so didn't know if you knew of a change they made or how to fix it.  Here is the command: 

every monday at 9:00 am, create a report in variable "Set_Up" with all cards assigned to anyone in list "SET UP" using pattern "1. [{cardname}]({cardlink})\n\n ---- {cardlabelnames},\n\n ---- In List **{cardlistname}**,\n\n ---- Started {cardstartdate},\n\n ---- => DUE on _**{cardduedate}**_\n\n", create a report in variable "Received_for_Processing" with all cards assigned to anyone in list "RECEIVED FOR PROCESSING/DISCLOSURES" using pattern "1. [{cardname}]({cardlink})\n\n ---- {cardlabelnames},\n\n ---- In List **{cardlistname}**,\n\n ---- Started {cardstartdate},\n\n ---- => DUE on _**{cardduedate}**_\n\n"

 

It looks like this now:

Total Pipeline & Status



  1. CUSTOMER ONE

 

---- PURCHASE, JONATHAN, VA, SFR, PLAZA, PRIMARY RESIDENCE,

 

---- In List SET UP,

 

---- Started May 20, 2022,

 

---- => DUE on June 27, 2022



  1. CUSTOMER 2

 

---- CASH-OUT REFI, DAVY, FHA, SFR, PLAZA, PRIMARY RESIDENCE,

 

---- In List RECEIVED FOR PROCESSING/DISCLOSURES,

 

---- Started May 16, 2022,

 

---- => DUE on June 16, 2022

@Hannah Morgan What I want is for the numbering to be consecutive & I don't mind it spaced out between items, but the spacing got bigger & the --- is now all the way to the left margin. & it wasn't before.  It was like in your example

@Hannah Morgan This is what it looked like 2 weeks ago(I made no change to the command before it changed):

Screenshot 2022-05-23 123319.png

0 votes

hi @Stacey Brattain 

As Hannah has said I don't think you can set this up in Butler. You could create multiple separate reports, or maybe look at 3rd party tools like Blue Cat Reports which has email reports and is a lot more flexible.

Thanks,

Robin

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