Change Task Categories of other Cards when One Card is Updated

MariaG

We have a lane that contains several services to be confirmed when a new client uses our product. There are multiple cards in that lane that need to move to other lanes based on the updating of the task category of one.

For example, If a client says that they are going to use Product A, then we move it to a lane for our staff to manage, however, there are additional cards that become the client's responsibility at the same time and we'd like to be able to have their cards move to the Client To Do list at the same time. Our card view is organized by Task Category, so when I change the task category of card 1, I want it to be able to change the task category of cards 2, 3, and 4.

Can someone please help?

Heather_Verde

How many clients are you looking at here? It can be done with workflows. You would need to define the criteria for the trigger, the criteria for the rows that need to be changed, the cells you want changed, and the values you want them changed to. For example if you have cards with this data:

Customer: XYZ Company

Card: (Drop down selection) 1, 2, 3, 4

Product: (Drop down selection) A, B C, D

Task Category: (Drop down selection) Pending, Our To Do, Client To Do

You can have 1 workflow to set the row where when the product changes to "A", the task changes to "Staff" for that row. Then have another workflow that when the product changes to "A", in rows with the criteria of customer "XYZ Company" and product not "A", the task changes to "Client".

The drawback with the above solution is that you would have to set a condition for each customer.

You could also set up parent/child hierarchy on the rows and use a formula to change the status of the child rows when the parent is set to a certain task. So card 1 will be the Parent where the Product will be selected and the Task for that card will change to "Staff". Cards 2, 3, 4 (or however many you indicate in the parent/child hierarchy setup) will have the Task set to "Client" when the parent changes to "Staff". The drawback of this is that you would have to set up the hierarchy and set the formula for the child rows or have a helper column that triggers a workflow to change the status of the child rows.

MariaG

I appreciate the time you spent responding. This actually doesn't seem to apply for what we are doing.

Maybe to make it more clear:

We have a have a column in Grid View titled "Task Category" that has a single select dropdown with the following options:

• Meeting & Training/Dates
  Client To Do List
  Client Completed
  Resources
  AZZLY CL Svcs. Confirmed
  AZZLY To Do List
  AZZLY Completed
  Additional Svs/Not Currently Using

We use the Card view with the lanes organized by Task Categories, so our lanes are as above.

There are many task cards within the "AZZLY CL Svcs. Confirmed" column. Several tasks have separate cards so that if a particular feature is confirmed, then cards are moved to the AZZLY To Do List, Client To Do List, or if not using, then to the Additional Svs/Not Currently Using.

I'd like to move one card, "ePrescribing Registration" for example to the AZZLY To Do List, and have that indicate that the service will be used, then have an automation where I can specify that associated cards should automatically move to the Client To Do List and to the Resources lane.

ePrescribing is only one example, but we have several features that if a client has chosen to use, means that cards need to be dispersed to different lanes based on responsibilities for those tasks to be completed.

Does this make sense?

Brian_Richardson

Do this with automations and child rows. Setup your individual task rows as indented children underneath your feature row.

Then, add a helper column called "Parent Task Category" with the column formula =PARENT([Task Category]@row)

Now you can setup an automation to trigger when the Parent Task Category changes. Then use condition blocks to determine what status you want to set each child to, based on the parent (feature's) task category and potentially other factors.

When you switch a feature to another Task Category lane, the child tasks will automatically have their "Parent Task Category" change and then trigger the automation to change their Task Category.