Sync parent values to subitems on creation

Sync parent values to subitems on creation

TL;DR: When a new subitem is created, automatically copy a parent column value (Owner, Status, Priority, Date, etc.) into its matching subitem column. Existing subitems aren't touched. The most-used Subitem Automation in the app — used by 21% of all accounts.

What this does

Recipe: "When subitem is created, set the value of its column to match the value of column in its parent item."
When you create a new subitem under a parent item, this automation copies a value from the parent's column into the matching column on the subitem.
Works for most column types: Status, Date, People, Connect, Numbers, Text, Dropdown, and more.

When to use it

  • Inherit a value from parent to every new subitem (owner, priority, due date, project status)
  • Pre-fill subitems with consistent data so users don't have to re-enter it
  • Keep new subitems aligned with the parent at creation
This recipe fires only on creation. If you want existing subitems to stay in sync when the parent changes later, use  Sync parent values to subitems on every change⁠  instead. For all 9 sync variants, see  Sync values between parent & subitem⁠ .

Before you start

  • The same column type on both parent and subitem (e.g. both Status, both Date)
  • Column names don't need to match — you map them in the automation
  • Read-only columns (Mirror, Formula, Last updated) can't be the destination

Set it up (2 minutes)

1. Open the Automations Center

From your board, click Automate → Create.

2. Search Subitem Automations

Search Subitem Automations and pick Subitem Automations – All Automations.

3. Find the recipe

Find the recipe "When subitem is created, set the value of its column to match the value of column in its parent item." and click Use template.

4. Map the parent column first

Click the second column placeholder (the source) and pick the parent item's column you want to copy from.

5. Map the subitem column

Click the first column placeholder (the destination) and pick the subitem column that should receive the value. It must match the parent column's type.

6. Click Create automation.

Test that it works

    On the parent item, set a value in the source column.
    Create a new subitem under that parent.
    Confirm the value copied into the subitem's destination column.

Common gotchas

  • Fires only on creation. If the parent's value changes later, existing subitems aren't updated. Use  Sync parent values to subitems on every change⁠  for ongoing sync.
  • Column types must match. Status → Status, Date → Date. You can't sync a Status to a Date column.
  • Read-only columns can't be the destination. Mirror, Formula, and Last-updated columns won't receive values.
  • Column names don't need to match — you map them explicitly in the automation. Different names are fine.
  • For per-name inheritance (only specific subitem names should inherit), use  Sync parent values to named subitems on creation⁠  instead.

Next up

Related

  •  Sync values between parent & subitem⁠  (parent landing — see all 9 sync variants)
  •  Sync parent values to subitems on every change⁠  (the ongoing version — keeps existing subitems in sync)
  •  Sync parent values to named subitems on creation⁠  (filtered version — only specific subitem names inherit)
  •  Sync subitem changes back to the parent⁠  (the reverse direction)

Still stuck?

Email  hello@fantasymedia.io  and we'll help you configure the right setup for your board.