# Best Trello Automations: 7 Workflows to Boost Productivity Source: https://www.youtube.com/watch?v=l034Rdn9feI Recap page: https://rapidrecap.app/video/l034Rdn9feI Generated: 2026-03-05T18:36:11.3+00:00 --- ## Quick Overview The video demonstrates seven powerful Trello automation workflows, including setting up card-to-top-of-list rules for new inbox items, creating recurring daily/weekly tasks using scheduled automations, implementing staged-based workflow triggers based on label changes, and using advanced filters to automatically move content cards between production stages, all designed to save significant time and reduce manual effort in business processes. **Key Points:** - The tutorial covers seven key Trello automation workflows to boost productivity and reduce stress. - Automation 1: Moving any new card added to the 'INBOX' list to the top of that list (0:43). - Automation 2: Creating a recurring daily task card titled 'Morning Routine' in the 'DOING | TODAY' list every weekday at 6:00 AM, adding a 'Routines' label and the 'Morning Routine Checklist' (4:58). - Automation 3: A weekly cleanup rule runs every Friday at 10:00 PM, moving all cards from 'TO DO | THIS WEEK' back to 'INBOX' (9:31). - Automation 4 (Staged-Based): When a card with the 'Video' label moves to the 'READY TO PUBLISH' list, it automatically adds the 'Post Upload Video Checklist' and assigns the user @karljacobson1 to the card (14:20). - Automation 5 (Staged-Based): When the 'Content Production Checklist' is completed on a card in 'CONTENT PRODUCTION', the card automatically moves to the 'READY TO PUBLISH' list (21:35). - Automation 6 (Advanced Filter): Every month on the 1st at 11:00 PM, move all cards older than 30 days from 'INBOX' to 'MAYBE/SOMEDAY' (12:53). ![Screenshot at 0:14: The initial introduction highlights the goal: showing the top 7 workflow automations in Trello to save time and reduce stress, featuring graphics for both workflow management and automation features.](https://ss.rapidrecap.app/screens/l034Rdn9feI/00-00-14.jpg) **Context:** Productivity Coach Karl Jacobson presents a tutorial demonstrating seven specific Trello automation workflows designed to streamline project management, reduce manual upkeep, and prevent overlooked tasks. The demonstration uses a custom Trello board structured with workflow stages like 'INBOX', 'TO DO | THIS WEEK', 'DOING | TODAY', 'CONTENT PRODUCTION', 'READY TO PUBLISH', and 'DONE', illustrating how rules and scheduled automations ensure consistent task progression and board cleanliness. ## Detailed Analysis The video details seven distinct Trello automation workflows categorized into basic rules, scheduled tasks, staged-based movements, and advanced filtering cleanup. The first basic rule ensures any card added to the 'INBOX' list is immediately moved to the top of that list (0:43). The second is a scheduled automation creating a 'Morning Routine' card every weekday at 6:00 AM in the 'DOING | TODAY' list, complete with a specific checklist and a 'Routines' label (4:58). A weekly cleanup scheduled automation runs every Friday at 10:00 PM, moving all cards from 'TO DO | THIS WEEK' back to 'INBOX' to keep the weekly list focused (9:31). For staged workflows, a rule is set up so that when a card gets the 'Video' label and is added to the 'READY TO PUBLISH' list, it automatically adds the 'Post Upload Video Checklist' and assigns @karljacobson1 to the card (14:20). Another staged automation moves a card from 'CONTENT PRODUCTION' to 'READY TO PUBLISH' automatically when the 'Content Production Checklist' is marked complete (21:35). A monthly scheduled automation cleans up old cards, moving any card remaining in 'INBOX' for over 30 days to the 'MAYBE/SOMEDAY' list on the 1st of every month at 11:00 PM (12:53). Finally, a complex rule demonstrates how completing a checklist item ('Content Production Checklist') on a card in 'CONTENT PRODUCTION' automatically moves that card to 'READY TO PUBLISH' (20:51). These examples illustrate how to use Trello's automation builder to define triggers (like card addition or checklist completion) and corresponding actions (like moving cards, adding checklists, or assigning members) to create efficient, multi-stage workflows. ### Basic Workflow Rule - Automate moving any new card added to the 'INBOX' list to the top of that list (0:43) ### Recurring Task Automation (Scheduled) - Create a 'Morning Routine' card every weekday at 6:00 AM in the 'DOING - TODAY' list, adding the 'Routines' label and a checklist (4:58) ### Weekly Board Cleanup (Scheduled) - Move all cards from 'TO DO - THIS WEEK' to 'INBOX' every Friday at 10:00 PM (9:31) ### Staged Workflow Automation (Rule on Label) - When a card gets the 'Video' label and moves to 'READY TO PUBLISH', automatically add the 'Post Upload Video Checklist' and assign @karljacobson1 (14:20) ### Staged Workflow Automation (Rule on Checklist Completion) - When 'Content Production Checklist' is completed on a card in 'CONTENT PRODUCTION', move the card to 'READY TO PUBLISH' (21:35) ### Advanced Cleanup Automation (Scheduled) - Monthly on the 1st at 11:00 PM, move all cards older than 30 days in 'INBOX' to 'MAYBE/SOMEDAY' (12:53) ![Screenshot at 0:00: Productivity Coach Karl Jacobson introduces the topic of using Trello automations for business workflows, with the Trello logo displayed.](https://ss.rapidrecap.app/screens/l034Rdn9feI/00-00-00.jpg) ![Screenshot at 0:22: The demonstration begins by showing a sample Trello board with various lists and cards \('INBOX', 'TO DO \| THIS WEEK', 'DONE', etc.\).](https://ss.rapidrecap.app/screens/l034Rdn9feI/00-00-22.jpg) ![Screenshot at 0:48: The Trello interface showing the Automation menu open, highlighting the 'Rules' option for setting up custom triggers and actions.](https://ss.rapidrecap.app/screens/l034Rdn9feI/00-00-48.jpg) ![Screenshot at 1:00: The 'Rules' configuration screen detailing existing automations, showing the structure of 'when a card is added to list...' triggers.](https://ss.rapidrecap.app/screens/l034Rdn9feI/00-01-00.jpg) ![Screenshot at 1:26: The 'Create a Rule' screen displaying the three-step process: Select Trigger, Select Action, Review and Save, starting with selecting a trigger.](https://ss.rapidrecap.app/screens/l034Rdn9feI/00-01-26.jpg)