Display roadmap and create individual tickets and add them to other boards possible?

[Mathias Mohrs]

Hello,

i need your help :-) A brief update on the current situation:

In our small company, a lot of boards have accumulated over time and I would like to introduce a new structure and thus order with immediate effect. For example, we use individual boards for marketing SEO, a board for the marketing website, a board for developer team 1, a board for developer team 2, and so on. The respective teams and colleagues work on their tasks on these boards. So far so good.

Now I would like to achieve the following:

I would like to create a roadmap board on which I create new features as a card. The board should serve as a general overview. In the columns I use e.g. Q1/24; Q2/24; Q3/24 etc., so that you can see at a glance when which feature is planned. I've already set all that up.

But now comes the part where I get stuck. Let me explain with an example:

Each feature consists of individual tasks that have to be completed in order for the feature to be finished. For the new feature "Redesign", team 1 has to work on 3 tasks, team 2 on 5 tasks and 2 tasks have been created in marketing to promote the new feature. So there are a total of 10 tasks that belong to this feature or the "Redesign" card and I don't want to create these 10 tasks as a card on the same roadmap board, but rather the teams should have the tasks/individual cards on their own board. Nevertheless, I would like to see an overview of the current status of all 10 cards on my "Redesign" card.

It would be nice if you could create a new topic, such as "Redesign", then write tasks directly in it and then assign them to the individual teams so that they apper as a card on their boards. The current status of the team cards should then be visible in the "Redesign" roadmap card, but the actual tasks should then be placed in the respective boards of the teams.

I would also like to achieve the same thing the other way round: A card is created in Team 1 board that is to be assigned to the "Redesign" card in terms of content - so I want to be able to add it there later.

I find the linking as an attachment very confusing.

Is there a solution / powerup for this? The idea is that every card on my roadmap board  should be like an epic in Jira - it shall show what the feature is about, all tickets can be created there directly and assigned to the teams and you can always see the overview in the epic!

Can someone please help me?

[Hannah Humbert - Simpla Workflows]

@Mathias Mohrs potentially using linked checklist items could be the way to go (automated through butler). So basically you would create a "parent card" on your roadmap board, and then add checklist items within that card. These would then automatically be sent to the respective team board and appear on their board as cards. It should work in the other direction as well. With this you can:

• See in the parent card all the tasks the team are working on
• What status it's in (it will show the list the card is in)
• Automate closing of tasks (when a card is complete on a team board, automatically complete the related checklist item)
• etc.

Here's a rough diagram of how it would look:


Does that sound like what you're looking to achieve? If so, happy to help with setting it up so you can have a play around - just let me know!

[Mathias Mohrs]

Hey Hannah! Wow - thank you very much for the detailed reply! That sounds very good! 

I did the following today: I created an automation that when an entry is written in a checklist called "Tasks", a card is automatically created in the column "New cards for team assignment". All the cards that are in this column, I would then manually send to the other boards for the responsible team. 

Is that what you meant? However, I don't know how to make the entry in the checklist automatically Set to done as soon as the corresponding card is ready.

Therefore, please feel free to describe to me exactly how I can implement your entire proposal! That would make me and the company very happy! 

Thank you very much 

[Hannah Humbert - Simpla Workflows]

Great I'm happy to help! Is the method of manually triaging cards from the "New cards for team assignment" list a normal part of your workflow? Or would you rather automatically triage them directly from the roadmap board?

If so, you could achieve that with two rules:

This rule would be enabled on your timeline board:

when an item is added to checklist "Team 1", convert the item to a linked card and move the card to the "New cards for team assignment" list on the "Team 1" board.

*Using a separate "Team 1" checklist is one way to filter the cards to ensure they are being sent to the correct board - you can automatically add these empty team checklists on card creation if you want.

This rule would be enabled on your Team 1 board:

when a card is moved into list "Done", find the first card linked in the attachments, and check item "{triggercardlink}"

Let me know if that works for you and if you have any further follow-up questions. I'm also happy to do a free 30-minute screen share if that helps (I do Trello consulting).