Sync subitem dates with the parent (only matching status)

Sync subitem dates with the parent (only matching status)

TL;DR: When the parent item's date changes, only subitems with a specific Status (e.g. Not Started) shift by the same offset. Subitems marked Done stay put. Setup takes 3 minutes.

What this does

Recipe: "When item's date changes, move the dates of all subitems where status column is status by the same offset."
When the parent item's date changes, only subitems matching a specific Status condition shift. Other subitems are left alone.
Example: a client pushes the launch date by 5 days → only Not Started subitems shift by 5 days. Done tasks keep their dates.

When to use it

  • Project deadline shifts but you only want to update pending or future tasks
  • Don't disturb completed work even if the parent moves
  • Filter syncs by any status condition (Not Started, In Progress, Pending, etc.)

Before you start

  • A Date column on the parent item (the trigger)
  • A Date column on the subitem (the date that adjusts)
  • A Status column on the subitem (the filter)
  • A clear decision on which Status value should trigger the shift

Set it up (3 minutes)

    Open Automate → Create on your board.
    Copy the recipe text above and find it in your board's automation center, then click Use Template.
    Configure the underlined fields:
Field
What to select
Example
Item's date
Parent date that triggers the sync
Launch Date
Subitem's date
Subitem date to adjust
Due Date
Subitem's status column
Which Status column to filter by
Status
Status value
Which status should sync
Not Started
Status values are case-sensitive and exact: "Not Started" ≠ "not started" ≠ "Not started".
    Click Create automation.

Test that it works

    Mark one subitem with the sync status (e.g. Not Started) and another with a different status (e.g. Done).
    Change the parent date by 5 days.
    Confirm: Not Started shifted by 5 days. Done stayed put.

Common gotchas

  • Status values are case-sensitive. Triple-check your spelling.
  • Only one Status value per automation. If you want both "Not Started" AND "In Progress" to sync, you need two automations.
  • Subitems with a different status are completely ignored — they don't shift even if the parent date changes by a year.

Next up

Related

  •  Date & timeline automations⁠  (parent landing)
  •  Create subitems automatically⁠  (companion: set initial dates on creation)

Still stuck?

Email  hello@fantasymedia.io  and we'll help you set up the right sync.