Many Aptly boards rely on filters to identify and copy specific cards into a workflow. Filters help automate processes by defining exactly which cards move between boards — keeping your data accurate and your team organized.
For example:
- The Lease Renewals board depends on leases expiring within 120 days.
- The Accounts Receivable board might pull leases with an outstanding balance.
- The Owner Onboarding board could track new properties after a signed management agreements on the Owner Leads board.
In each case, the original record (such as a lease) remains the source of truth, while the copied cards act as tasks that move through your operational process.
Setting Up a Board Filter
Filters are the foundation of how cards flow into your boards. By creating one, you’re telling Aptly which cards should be copied and tracked for a specific process.
To set up a filter:
- From your board, click Filter.
- At the bottom of the menu, select + Add Filter.
- Give your filter a name.
- Choose the field you want to filter by (for example, “Lease End Date”).
- Define the criteria (for example, “ends within the next 120 days”).
- Optionally, add more fields and criteria if you want to narrow the results further.
- Click Save.
Once saved, you’ll see the filtered view on your board.
💡 Examples of Common Filters
- Leases expiring in 120 days → Lease Renewals
- Leases with a balance → Accounts Receivable
- New Owner Agreement signed → Properties
- New Properties added → Property Onboarding
- Upcoming move-outs (Leases) → Move-Out Board
Automatically Copying Cards Between Boards
Once your filter is created, you can set up card rules to automatically copy cards from one board to another.
For example, when a lease is expiring within 120 days, it appears on your Lease Renewals board. Once approved by the owner, it can automatically copy to your Tenant Renewals board — keeping both workflows in sync without manual work.
To create this rule:
- On your destination board, click on the integrations icon 🔌.
- Choose Aptly Board or Location.
- Click New Create Card Rule.
- Define your rule by selecting:
- The source board
- The filter you created
- Any archived card handling rules
- Save your rule — cards that meet the criteria will begin populating your board.
💡 Example:When a Lease card’s end date is within 120 days, create a renewal card on the Lease Renewals board.
Archived Card Options
When setting up your Create Card Rule, you’ll decide what happens if a related card is already archived. The setting you choose depends on the purpose of your board.
Option | What It Does |
Create New | Always create a new card, even if one is archived. |
Unarchive | If a matching card exists but is archived, unarchive it instead of creating a new one. |
Unarchive if less than X days, else create new | Unarchives if archived recently; creates a new card if it’s been too long. |
Create New if archived card is older than X days, else skip | Creates new only if it’s been archived longer than X days. |
Skip – Do Not Create | Prevents new cards from being created if one already exists, even if archived. |
💡 Example:
If your board handles recurring processes like lease renewals, using “Unarchive if less than X days” can prevent duplicates while keeping recurring workflows active.
Manually Copying a Card to Another Board
Sometimes you only need to move one card — no automation needed. You can copy cards manually from any view.
- Open the card (on the board, in the pop-out, or full view).
- Click the three dots (⋮) menu.
- Select Copy to Board.
- Choose the destination board.
- You’ll see a confirmation popup once the card is copied.
💡 You can also copy a card directly from the expanded card view for quick action.
Frequently Asked Questions
Why are there duplicate cards on my board?
Duplicate cards usually mean the filter or archive settings are creating new cards when a similar one already exists. Review your Create Card Rule settings to make sure your archive handling rules fit your process.