Create Automation Rules with Butler

Trello's automation rules, powered by Butler, allow you to streamline your workflow by automatically performing actions when specific conditions are met. This guide walks you through creating custom automation rules to reduce manual work and ensure consistent processes across your boards.

Understanding Automation Rules

Automation rules in Trello work on a simple principle: when something happens (trigger), do something else (action). Rules can automate card movements, assignments, due date management, notifications, and much more, helping teams maintain consistent workflows without manual intervention.

Key Benefits

• Reduce repetitive manual tasks and human error
• Ensure consistent processes across team members
• Improve team productivity and focus on high-value work
• Maintain project momentum with automatic updates and notifications

Navigation to Automation Rules

To access automation rules, navigate to your Trello board and look for the Automation button in the top menu bar. Click on it to open the automation dashboard, then select Rules from the sidebar to view and manage your automation rules.

1

From the automation dashboard, you'll see the Rules overview page that explains how automation works. This page shows existing rules and provides access to create new ones. The interface displays that "Rules are simple: when one thing happens, another thing happens automatically" along with examples of common automation scenarios.

2

Click on the Create a Rule button to begin the rule creation process. This opens the rule builder interface showing the three-step process: Select Trigger, Select Action, and Review and save.

3

The trigger selection screen displays various categories of triggers you can choose from. Common trigger types include card movements, due date events, member assignments, and label changes. Browse through the available options to find the trigger that matches your automation needs.

4

After selecting your trigger type, configure the specific conditions for when the rule should activate. This might include selecting specific lists, labels, or members depending on your chosen trigger. Be precise with your conditions to ensure the rule only fires when intended.

5

Once your trigger is configured, select what action should happen when the trigger conditions are met. Actions can include moving cards between lists, assigning members, adding labels, setting due dates, creating new cards, or sending notifications. Choose actions that align with your workflow requirements.

6

Define the specific parameters for your chosen action. This includes specifying target lists, selecting members to assign, choosing labels to apply, or setting notification messages. Ensure all action details are configured to achieve your desired automation outcome.

7

Review your complete rule configuration to ensure both the trigger and action are set up correctly. The interface shows a summary of your rule in plain English, making it easy to verify the automation will work as expected. Double-check all parameters before proceeding.

8

Click Save to create and activate your automation rule. The rule will immediately become active and will trigger whenever the specified conditions are met. You can return to the Rules page to manage, edit, or disable this rule at any time.

Common Automation Scenarios

Task Flow Management

• Automatically move cards to "In Progress" when a member is assigned
• Move completed cards to "Done" when all checklist items are checked
• Archive cards automatically after they've been in "Done" for a specified period

Due Date Management

• Add red labels to cards approaching their due dates
• Send notifications to assigned members when deadlines approach
• Move overdue cards to a dedicated "Overdue" list

Team Coordination

• Automatically assign team leads when cards are added to specific lists
• Add priority labels based on card creation locations
• Create follow-up cards automatically when certain conditions are met

Managing and Troubleshooting Rules

After creating rules, you can manage them from the Rules dashboard. You can edit, disable, or delete existing rules as your workflow needs change. Rules can also be copied to other boards if you want to replicate successful automations across multiple projects.

Best Practices

1. Test rules thoroughly before deploying them to active projects
2. Use descriptive naming for rules to make them easy to identify and manage
3. Avoid creating conflicting rules that might trigger unexpected behaviors
4. Document your automation strategy so team members understand the automated processes
5. Regularly review and optimize rules as your workflow evolves

Conclusion

Automation rules in Trello provide a powerful way to streamline your workflow and reduce manual overhead. By setting up trigger-action relationships, you can ensure consistent processes, improve team coordination, and maintain project momentum. Start with simple automations and gradually build more sophisticated rules as you become familiar with Butler's capabilities.

For more advanced automation features, explore Access Automation Dashboard to discover additional automation options like scheduled commands, due date commands, and custom buttons.