Sync dates across same-named subitems

Sync dates across same-named subitems

TL;DR: Change the date on one subitem named "Milestone" → all OTHER subitems named "Milestone" across your board sync to that same date. Useful when standardized task names should always share a date. Setup takes 3 minutes.

What this does

Recipe: "When subitem's date changes and if the subitem's name is name, then change the date of all subitems with this value in name/text to the same date + X days/weeks/months."
This variant differs from the parent-triggered date syncs — it's triggered by a subitem date change, not a parent date change. When you change the date on one subitem with a specific name, every other subitem with that exact same name across the board updates to match.
Example: you have 12 projects, each with a "Milestone" subitem. When you update the date on one "Milestone", all 12 sync to the same date.

When to use it

  • You have standardized task names across multiple parent items
  • Tasks with the same name should always share the same date (e.g. company-wide milestones)
  • You want to update one and propagate to all
This is not parent-triggered. Changing the parent item's date does nothing here. The trigger is changing one of the matching-name subitem dates.

Before you start

  • A Date column on the subitem
  • The exact name of the subitem you want to sync (e.g. "Milestone", "Final Review")

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 enter
Example
Subitem's name is
Exact task name (type it)
Milestone
Subitem's date column
Which date should propagate
Due Date
Days/weeks/months
Time offset (use +0 days for "same date")
+0 days
Subitem names are case-sensitive and exact: "Milestone" ≠ "milestone" ≠ "Milestone " (trailing space).
    Click Create automation.

Test that it works

    Make sure you have at least 2 subitems named exactly "Milestone" under different parent items.
    Change the date on one "Milestone" subitem.
    Confirm all other "Milestone" subitems on the board now share the same date.

Common gotchas

  • Subitem name is case-sensitive and exact. Trailing spaces will silently fail.
  • This is subitem-triggered, not parent-triggered. Don't expect parent date changes to fire this — they won't.
  • One automation per task name. If you want to sync both "Milestone" and "Launch", set up two automations.
  • This loops through every subitem on the board with the matching name — across all parent items. That's the point, but be aware of the scope.

Next up

Related

  •  Date & timeline automations⁠  (parent landing)
  •  Set due dates by task name (from parent date)⁠  (similar by-name pattern, but for setting initial dates)

Still stuck?

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