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Trello - sort automation rules

Iain Pritchard June 28, 2023

I have a large number of rules - many of which are similar to each other. 

I would like to be able to find the rule I'm looking for without having to scroll through the whole list each time - or narrowing it down by using "find" and a phrase. 

Is there any way to "sort" the list of rules - or do I just have to remember which ones I modified recently and head to the bottom of the list to find them..?

  

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Dreamsuite Mike
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June 29, 2023

Hi Iain,

There is no real best practice as such.  

You can use tags to create automation libraries and use a system that builds in some organisation.  Further info is here:

https://support.atlassian.com/trello/docs/working-with-command-libraries/ 

This is an area that I have struggled with for some of my clients who have a lot of automations, which also take a long time to load.  Here are my tips:

  1. Try to structure automation libraries to be on a per-board basis, it is the easiest way to duplicate and port to other boards
  2. If the number of automations for a single board, try to break them down into manageable libraries using a naming convention like, Sales Pipeline > New Leads
    1. Do bear in mind that too many subcategories is equally unmanageable so its important to find the balance
  3. Once you have created a library of automations, go through a "refactoring" stage.  Much like writing any software, you can always rationalise and clean up your automations. That for me involves removing any automations that aren't being executed (thus not necessary), merging actions into a single command and using regex to be able to create and/or conditions in the automation trigger
  4. Don't forget the search function in Trello (I always do but am trying to remember)
    Screenshot 2023-06-29 101813.pngScreenshot 2023-06-29 101840.png
  5. Most of the solutions I create for clients evolve over time so I have started adding a changelog to their boards (normally in an  📢Info list), in which I list the commands I have created, modified or deleted on a specific day. 
  6. Lastly, when there have been so many commands (the record I have amongst my clients is >700 automations...), I have done a select all and copied/pasted the commands into a spreadsheet.  It was quite manual the first time round but I am looking into making this process a little easier.  Once in a spreadsheet it is easier to sort/filter and view the automations.  I wouldn't recommend this in many cases though 

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