Wherein the people can add themselves as assignees in one task, then for the rest of the board, they get auto assigned to certain items and subitems
What are you trying to achieve
PROBLEM:
Having to go into each item and subitem looking for certain steps and manually assigning yourself/a person to that step
IDEA:
Let’s say it’s a writer and an editor that I want to assign. One way I could think of is making a new Top Group where people can just add themselves per board:
Task name: Writer, Assignee: Person A
Task name: Editor: Assignee: Person B
Then the way our boards are currently set up, different tasks are listed according to our workflow, step by step. I could add a text column to each task saying “Writer” or “Editor”, so that when Person A adds themselves in the Top Group, that person gets matched to all items where the text column says Writer. Then similarly, when Person B adds themselves as an assignee in the Top Group, they get auto assigned to all the items where the text column says “Editor”
Any possible solutions to the mentioned problem are appreciated
Note: Person A/B is not always the same, so I can’t use the generic “assign Person” function
One option you could try is using a Status or Dropdown column for roles (Writer / Editor) along with a small setup group at the top of the board. You can assign people to those role items and then use automations like “When status changes to Writer → assign Person A” on the rest of the board.
It’s not completely dynamic, but it can help cut down a lot of manual assigning.
You can create a setup where Make watches the “Top Group” where people assign themselves as Writer, Editor, etc. Once someone assigns themselves to a role, Make can automatically find all items and subitems where the role column says “Writer” or “Editor” and assign that person to those items.
This way, the person only needs to assign themselves once, and Make handles assigning them everywhere else on the board based on the matching role. It also works well when the assigned person changes, since Make will update assignments dynamically without any manual effort.
If I’m understanding correctly, I’ve built something “similar” within our company. The application within our company was aligning 2 people columns from our Accounts board to 10+ other boards. When the person changed on the Accounts board, it synced everywhere else.
You can achieve this natively using the workflows & automations. Here is the best path I’ve found—it might look tedious, but it works like a charm without needing external apps. Below you’ll find pictures for setup.
Note: You will need access to the Workflow Builder (available on Enterprise plans) to build this.
Preface: You’ll be creating an intra-board connection. Your “Tasks” will be the “connected items.” I suggest making this a 1-way connection, and keep in mind that the syncing logic focuses on items outside of your Top Group.
Setup: The “Trigger” System
Regardless of which option you choose, you need to set up these columns first:
Status Column: Name it Trigger. Labels: ON, OFF, and the default gray.
Mirror Column: Name it mirrorTrigger. Point it to the Trigger status of the connected item.
Use this if you only plan to sync multiple Top Group rows to 1+ Bottom Group row(s) and/or add people to the column and don’t need to worry about sync-removals.
The Automations
Auto 1: When Connect-Board column changes → clear Trigger & set to ON.
This automation could be further refined as a workflows by adding the block: “If group is NOT Top Group.”
Auto 2: When Person column changes (and only if in Top Group) → clear Trigger & set to ON.
Auto 3: When mirrorTrigger changes to ON → change Trigger to ON.
Auto 4: When mirrorTrigger changes to OFF → change Trigger to OFF. (optional)
I get that already but it can’t be Person A all the time. That’s what will make that certain recipe not work, because the choice right now is still to manually assign Person A/B/C per board
thank you for this - we have a “video status board” which triggers creating a board every time. Those created boards are where I want to assign things. How can I mirror each board that gets created?
I understand that Video Status Board triggers created new boards, let’s call them NB1, NB2, etc.
You want to mirror the assignments made in NB1 and NB2 etc. to the Video Status Board?
You want to mirror the assignments made in NB1 to NB2?
In NB1, you want to create a Group entitled Top Group that will have rows of responsibilities, which will then be “mirrored” to other items in Group entitled Bottom Group?
welcome to the 
Note: You will need access to the Workflow Builder (available on Enterprise plans) to build this.
