Move, archive & copy subitems

Move, archive & copy subitems

TL;DR: Reorganise work as it progresses — move subitems between parents, copy them across boards, archive completed batches, or convert between items and subitems. Pick the recipe that matches the action and the trigger.

When to use these automations

  • A subitem completing a stage should hand off to another parent or board
  • Bulk-archive completed subitems on a status flip
  • Promote a subitem to a top-level item (or vice versa) when its scope changes
  • Generate a parallel item in another board for cross-team handoffs

Move recipes

Recipe (exact text from automation center)
Use when
Deep-dive
"When subitems status changes to something, move subitem to this item."
Status-driven handoff to another parent on the same board.
 Move a subitem and notify its assignee⁠ 
"When subitems status change to something, move subitem to this item in this board and map values where both column name and type match."
Cross-board move with column mapping.
—
"When status changes to something, archive all subitems with this status in this status column."
Bulk archive — clean up completed work in one shot.
 Auto-archive subitems on status change⁠ 

Copy recipes

Recipe (exact text from automation center)
Use when
Deep-dive
"When an item is created, copy all the subitems of this item to the new item."
Use one item as a template — every new sibling inherits its full subitem list.
 Create subitems from a template⁠ 
"When subitems status changes to something, copy subitem to this item in this board and map values where both column name and type match."
Snapshot a subitem to another parent without removing the original.
—
"When status changes to something, copy item with its subitems to this board and map values where both column name and type match."
Move an entire project (item + all subitems) to a new board.
 Copy an item and its subitems to another board⁠ 

Promote a subitem into an item (or back)

These conversion recipes also live in the new  Convert items ↔ subitems⁠  landing — the canonical home for the full set of 9 conversion patterns. The recipes below are kept here for discoverability when you start from a Move/archive/copy mindset.
Recipe (exact text from automation center)
Use when
"When subitems status change to something, create item in this board and map values where both column name and type match."
Subitem reaches a stage where it needs its own top-level item.
"When subitems status change to something, create item in another board and connect using connect column."
Cross-board ripple — subitem completion creates and connects an item elsewhere.
"When subitems status change to something, convert subitem to item in this board and map values where both column name and type match."
Promote in place — the subitem becomes a top-level item, parent loses it.
"When status changes to something, convert item to a subitem on this item in this board and map values where both column name and type match."
Demote — an item becomes a subitem under another item.
"When status changes to something, convert item to a subitem on this item in this board."
Demote without column mapping — fastest version.
"When an item is created, convert it to a subitem of the item with the same name in this board and map values where column type and name match."
Inbound items get auto-nested under their matching parent.

Deep-dives

Related

  •  Sync values between parent & subitem⁠ 
  •  Create subitems automatically⁠ 
  •  Full recipe library⁠ 

Still stuck?

Email  hello@fantasymedia.io  and we'll help you set up the right move/copy pattern.