Help: Approval workflow with 2 different boards

Platform discussions Special workflows & use cases
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1

Hey guys,

I am currently trying to realize an approval-workflow for Social Media Manager x Project Leads in which the SMM can create a post for social media (including caption, platforms, media…), send it to the PL (who checks if everything’s correct) who sends it back to the SMM with an approval or change request.

Board 1: Editorial Board for the Social Media Manager
Board 2: Approval Board for the Project Lead
X: Originally created item
Y: Dublicate of X created by automation

What I want to do:

  1. Create item (X) on Board 1 with different characteristics (text, link, status…)
  2. Change the status of X and create a dublicate (Y) of X in Board 2 (by automation)
  3. Add text, then change the status on Y in Board 2, which automatically removes it from Board 2 but sends all changed characteristics (status and added text) to X, the original item, in Board 1.

IMPORTANT: It’s necessary for me to keep X on Board 1 and not move it somewhere else. I want the PL to make changes on item Y (the dublicate of X) in Board 2 which then will be synchronized to item X on Board 1 followed by deleting Y (but keeping the changes on X), if that makes any sense.

I tried out many different automations with mirror elements and so on but couldn’t come to a conclusion that realizes this workflow by 100%. I hope somebody can tell me if this process is possible and can give me an automation setup.

Thanks guys!

2

Hi Nico,

It can be done with the Advanced Formula Booster, a 3rd-party app that allows you to create formulas that include actions like creating and deleting items. You would need 2 formulas.

The 1st formula will duplicate the item from Board1 in Board2, upon changing the status of the item in Board 1.

The 2nd formula will be triggered by the change of status of the item in Board 2. It will identify the corresponding item in Board 1 and copy the content from Board 2 to Board 1, then delete the item in Board 2.

If that’s of interest to you, let me know and I’ll help you write the 2 formulas.

3

Hey GCavin,

thanks for the reply and with helping me out!

I actually found a third party tool (with free plan) that can completely synchronize two boards. It’s called VLOOKUP.