Multiple boards rely on specific filters to generate cards for a process. For example, the Lease Renewal process relies on Leases that expire within 120 days. The lease remains the source of truth, and the cards that copy over act as tasks going through a process.
In this article, you will learn how to:
- Set up Board Filters
- Copy cards to a board
How to Set Up a Board Filter
In Aptly, you can save filters as a way to copy cards over to another board. A filter pinpoints the exact cards that need to go through a particular process.
From the Board, click the View button in the top right.
- Click on +Add Filter at the bottom of the menu.
- Name the Filter.
- Select the field that you’re using to trigger the copy card rule.
- Select the criteria. Optional: Add additional filter criteria.
- Click Save.
You’ll see the view on your Board.
Example: Lease Renewals - Leases with an end date in the next 90 days
How to Copy Cards to a Board
To start a process, you’ll need a source for the cards. One source is to copy cards from another board. For example, in Lease Renewals, we look at leases expiring within 120 days so that we can get owner approval to renew. Then, when the owner approves, the card moves to the approved leases stage to get copied over to the Renter Renewals Board. We can do this by adding a Create a Card Rule in Card Sources. You’ll first need a filter set up on the originating board.
On the board, click on Card Sources in the left Board Settings Menu.
- Choose Aptly Board or Location.
- Click on New Create Card Rule.
- Complete each part of the rule.
New cards will start to populate the board if they meet the filter requirements on the connected board.
If Archived
This setting has several options to consider. It’s important to think about the purpose of your board. This will help you decide what to do if archived cards exist on the board.
Option | Description |
Create New | Add a new card even if a card is archived. |
Unarchive | If a card meets the filter criteria of the Create Card rule and it is already archived, Unarchive it. |
Unarchive if less than x days, else create new | If a card meets the filter criteria within the selected number of days after it was archived, unarchive it. If it’s been longer than the set number of days, create a new card. Ex: If 45 days is selected - Lease Card A is archived on the Accounts Receivable board for 30 days and now has a balance. The card will unarchive. If it was archived for 46 days, a new card would be created. |
Create New if archived card is older than x days, else skip | If a card has been archived for more than a selected number of days, then a new card will be created. If it is archived for less than those days, no card will be created. For example, a lease is up for renewal, goes through the process, and archives. The lease end date is still within 90 days, but the selected number of days is 180 so the archived lease renewal card will stay archived; no new card is created. |
Skip - Do Not Create | If an archived card exists, do not create a new one. |
How to Manually Copy a Card to Another Board
There are times when you only need to copy one card to another board. You can do this manually on the board.
- From any card view (on the board, card on the right, or in the popout card view), click on the 3 vertical dots (more menu).
- Click Copy to Board.
- Select the board. You can view the card via the popup at the bottom of the card.
