Names & Text Columns Sync
TL;DR: Sync names between connected items, or capture connected item names into a text column on this board. Three recipes for keeping linked records' names consistent or for snapshotting them at a moment in time.
When to use these automations
- Rename a master record on this board and have all linked items follow automatically
- Snapshot the names of connected items into a static text column for reporting or export
- Keep a real-time list of connected item names in a text column as connections evolve
Before you start
- Items on this board must already be connected via a Connect Boards column (see Setting up Connect Boards columns )
- For the name-rename recipe: connected items must be in the connect column you specify
- For the text-column recipes: a Text column must exist on this board (or on the connected board, depending on direction) as the destination
Pick the recipe that fits your workflow
1. Rename all connected items when an item name changes
Recipe: "When item name changes change the name of all other items connected to it connect column."
Rename a master record on this board and the recipe propagates the new name to every connected item on other boards. Keeps names consistent across records that should always reflect the same thing (e.g. Project name across Project, Tasks, and Reports boards).
Set it up
Open Automate → Create, search Connected Boards Automations, find this recipe, click Use template.
Pick the connected column on this board — items in this column will be renamed when the item name changes here.
Click Create automation.
2. Copy connected item names to a text column on status change
Recipe: "When status changes to something, copy the name/s of the connected items in the connected column to this text column."
When this item's status hits a value you pick (e.g. "Done", "Closed"), the recipe writes the names of all currently-connected items into a text column you choose. Useful for "freezing" a snapshot of related records at a milestone.
Set it up
Open Automate → Create, find this recipe, click Use template.
Pick the status column on this board and the something (trigger value).
Pick the connected column whose linked items' names you want to capture.
Pick the text column on the connected board where the name(s) will be written.
Click Create automation.
3. Copy connected item names to a text column when the connect column changes
Recipe: "When connected boards column changes, copy the name/s of the connected items to this text column."
Every time the connect column changes (an item is added or removed from the connection), the recipe rewrites a text column on this board with the updated list of connected item names. Keeps a live, exportable list of related records.
Set it up
Open Automate → Create, find this recipe, click Use template.
Pick the connected board column on this board (the trigger — changes to this fire the recipe).
Pick the text column on this board where the running list of names will be stored.
Click Create automation.
Common gotchas
- The rename recipe overwrites all connected names. If any connected item should keep its own name, this isn't the right recipe — use only when names truly should follow the master.
- The text-column recipes write a single text value. Multiple connected items get joined into one string. The format isn't user-configurable.
- "On status change" only fires at the threshold. Subsequent connection changes after the trigger won't update the text column unless the status changes again.
- "On connected-column change" fires on every connection edit. If your connect column is busy, the text column updates frequently — every change consumes 1 action.
Related
- Sync values between connected items (parent landing)
- Columns Value Sync — sync any column value, not just names
- Updates & Communication Sync — copy updates and mirror values
- Setting up Connect Boards columns — prerequisite
Still stuck?