communication of task status changes

[Tamás Mogyorósi]

We would like to send notifications to an external email address about the execution of a task on the card without direct card access. We do not want to share other data generated on the card (messages, attachments, etc.).

[Hannah Humbert - Simpla Workflows · Accepted solution]

Hi @Tamás Mogyorósi welcome to the community 😊 you can create a custom alert using butler automation. For example:

When a card is moved into list "Done", send an email notification to xxx@email.com with subject "Card Complete", and message "{cardname} has been completed". 

You can choose which card information you would like to include in your message using variables. 

[Tamás Mogyorósi]

Dear Hannah,

thank you for the warm welcome and the quick help!
I'll take a look and come back if I have any more questions.
Thanks again!

Tamás

[Tamás Mogyorósi]

Hannah,

as a metrology service provider, each of our cards is a separate order, even for a separate client. We create lists on the cards that contain the tasks to be performed. We have automated what happens when each list item is completed, e.g. be added to a new list with new members.
We would like to send an email to the customer about these status changes (e.g. part received, part sent to the measuring room, measurement completed).
The boards contain the partner's name and email address. How can I use this information and automatically inform him by email? That's the question...
and I hope I managed to describe it clearly :)

[Hannah Humbert - Simpla Workflows]

Hi @Tamás Mogyorósi thanks for the additional context! Yes, that all makes sense :) where are you storing the contact information? Do you use custom fields for this? You can take the value from the custom field and apply it in your rule. (See here)

So, for example, let's say you have a custom field called "Email" and you'd like to send a notification to the address contained in this field when a card transitions from one list to another. Your rule would look something like:

When a card is moved into list "Done", send an email notification to {{%Email}} with subject "Card Complete", and message "{cardname} has been completed". 

[Tamás Mogyorósi]

Dear Hannah,

sorry for the late reply, just how did your suggestion work - of course! - I immersed myself in testing.

So thank you very much!

I still have certain questions, I will contact you if I have collected a few that are difficult for me.

[Tamás Mogyorósi]

Dear Hannah!

I hope all is well with you. I am making good progress with my tasks, thanks to your help. I have a few questions again.
How to do it in automatically sent emails
- change the sender (currently this is displayed: tamasmogyorosi-noreply@trellobutler.com)
- the inscription at the bottom of the email (This email notification was set up by Tamás Mogyorósi through automation. You have not subscribed to this email? Click here to unsubscribe and block emails from the user @tamasmogyorosi.)
- possibly add a company logo?

Thanks in advance!

[Tamás Mogyorósi]

Hi  Hannah!

Can you help me in topics above?

Thank you!

[Hannah Humbert - Simpla Workflows]

Hi @Tamás Mogyorósi ! Sorry for the late reply - I've been offline for a couple of weeks. It's not possible to customize the email sender or edit/remove the inscription at the footer of the email. You can add images to your email but it's not very customizable. The way to do it is using markdown. You can add the following anywhere in your message to insert an image: .

If you want something more customizable, I'd look into Zapier as an alternative: https://zapier.com/apps/trello/integrations/gmail