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5 Useful Trello Power ups with Scott Friesen | Simpletivity

September 11, 2019


(upbeat music) – [Scott] If you wanna get the most out of Trello, you need to be using power-ups. So in today’s video I’m gonna be sharing with you five of my favorites. Hello everyone. Scott Friesen here at Simpletivity and I’m excited to be back on the Keep Productive Channel. You know, there’s an
awful lot of power-ups to choose from when it
comes to using Trello. So today I’m gonna introduce you to five that I think you’re going to love. So the very first power-up on my list is Custom Fields. And I recommend that everyone turns on Custom Fields when they first start out with a new Trello board. Why? Well, it doesn’t matter if you are creating a board just for yourself or if you’re collaborating with others. Most likely, you’re gonna need some custom fields, whether that’s text, numbers or even a
particular dropdown menu. So let’s take a look at
how Custom Fields look on a particular board. In this board that you see here, you will notice that
I have some additional information on the front of my cards. I’ve got a satisfied checkbox. I’ve got a start date. I even have a color coded priority here. So if I click on this card, you will notice that I’m actually using four different custom fields. I’ve got a text field here, which I’m using as a name. I’ve got a priority menu here, which I can change. I’m gonna change that to low right now. I’ve got a checkbox and
I’ve got a start date. All you need to do is enable the Custom Fields power-up and select the Custom Fields button and you can add up to 50
different custom fields per board. That’s right, custom fields per board. So I don’t think you’re gonna run out any time soon. Of course you can reorganize the way that they are displayed within your card. And even more importantly, you can decide if you
want them to be shown on the front of the card or not. Remember how I had this checkbox on the front of my card, I’m gonna uncheck this here. And now I won’t see that information on the front of my card. Maybe just the start date
and the priority level is what’s most important to me. So you can add whatever you want with Custom Fields. So be sure to check out the Custom Field’s power-up. Now the next power-ups on my list is all about bringing a card back at a better time. You may be familiar with a snooze feature within your email or perhaps your task management client. Well, did you know that there’s a power-up called Card Snooze? Which allows you to do
the exact same thing. So let’s go back to our Trello board here and let’s say that I don’t want to see this card right now. I know I need to get it done but I don’t want to see it in this list or on this board until tomorrow. Well, all I need to do is open up the card and under the Power-Ups sections, here you see I have a Snooze button. By selecting the Snooze button, I have two choices. I can either choose a specific time by selecting Choose Time, or I have all of these
defaults to choose from. And I really love these defaults, everything from one hour all the way to one month. So I’m gonna snooze this
until tomorrow morning. I’m gonna select that option and what you will notice is what happens is that it actually archives the card. It tells us right at the top, This card is archived. So if I need to go back and find it, if I need to go back and unarchive it or find some information, I can easily do so. But the great thing is, is that it has been
removed from this list. And it will automatically reappear at that designated time, whatever you choose
with that Snooze button. Now, the next power-up
on my list is fantastic if you are wanting feedback, either from other people that you’re collaborating
with on the same board, or if you have a public board and you want to allow other people to vote on particular cards. It’s called the Voting power-up. And of course, depending on the type
of board that you have, you can choose who can vote on those particular cards. In my particular example, I’ve just got a private board here. So I’m only going to allow
members in this case. So how does the Voting power-up work? Well, if I open up any one of my cards, you will notice under the actions section, I now have a new button
and it’s called Vote. So let’s say I want us to tackle this particular project. So I’m gonna give it an up vote. And you can see right near the top, right beside the labels, you can see those votes. In fact, if I click on it, I can see that I’m the one who voted for that particular task. And so as I have other people who vote, I can also see their results as well. Now, I can simply click this button again if I want to remove my vote. And of course, I can’t rig the system. I can’t just keep hitting this to give myself more votes. But let’s up vote this one more time and I’m going to close it. And you will see that you can actually see the voting icon on the front of the card as well. So it can be really easy for you to see which cards have received
more votes than others. But it gets even better. If I go to the top of this list or any list that has cards
that have been voted, I can select the Sort By option and I can sort by the
most number of votes. So I’m gonna select that option and automatically that card, because it’s the only one with a vote in this case, is gonna shoot right to the top. So be sure to check out
the voting power-up, especially if you’re wanting feedback from your team or whoever has access to your board. Now the next power-up in this list may just be one of the
most powerful power-ups in all of Trello. And that is Butler. Why is it called Butler? Well, Butler allows you to automate almost anything within your Trello boards. Now, it would be next to impossible for me to give you a full review or a full taste of what Butler can do. But let me show you at least two examples. So if I select the Butler link in the top, right hand corner, you can see that you can
create custom buttons that perform certain actions. In this case, I’ve created a button
that’s called Take Task. And all I’ve done is that I have set certain components to tell it what to do. So for example, this is what’s gonna happen when I select the Take Task button. In any one of my cards, I’m going to join the card, I’m going to post a comment that says, Task Started. It’s gonna set a due
date in one week’s time and move the card to the top of the list of this one here To Do This Week. Now, if you wanna see
how this all happens, I’m gonna click the edit button just to show you how easy it is for you to create the actions within a Butler card or a Butler button. So here we go. Here are the four different steps that are going to happen. So let me close out of here and I’m gonna open up
one of these tasks here on the left hand side. So this sample task is
just a brand new task. And let’s say that I want to take it. So here is my Butler button, Take Task. I’m gonna select it. I’m gonna select it once and let’s see what happens. A few things have changed on here. Look at this. So for example, it’s added a due date, one week from today. It’s added me as a member of this card. Here we go, here is the comment that was just added, Task started. And did it move it? Let’s close it and make sure. It did move it. It moved it to this list. So four different things occurred and I could have added even more, simply by selecting
that one single button. That’s pretty amazing, isn’t it? Now, let’s go back to the Butler interface and this time I want to show you a rule. So this is a little bit different but it’s set up very similar to as we saw with the Custom button. So in this case, here’s what’s going to happen. When a card is added
to the list “Pending”, add the “Follow Up” checklist to the card, and set the due date in 48 hours. So in this case, we’re actually going to
add a custom checklist to this card simply by
adding or moving a card to this particular list. So let’s test it out. Let’s see if this works. Here’s my Pending list over here. Why don’t I take this card over here, it’s pretty blank. It looks pretty blank to me. No one’s assigned to it. There is no checklist in here. I just wanna make sure
that this isn’t magic. There’s no funny business here. So what I’m gonna do is I’m gonna take this card and I’m gonna drag it over
into the Pending list. Now, let’s see. Wow, look at that. Look at that, we’ve got the new due date within 48 hours of today and we’ve got a checklist. Let’s open up that card. Look at that, there’s that follow-up checklist that we saw in the Butler interface. So yes, Butler is gonna make
your life so much easier and you can customize it in almost any way that you like. So be sure to check out
the Butler power-up. Now, to finish up our
list of Trello power-ups, I wanna include something specifically for those who may be
using the Agile method of managing your projects, especially if you’re involved in software development. Agile Tools is an excellent power-up if you are using your Trello boards for this type of work. So you will see on this particular board, I have a number of other pieces of information on the front of my cards. With the Agile methodology, you will often be using Story Points as a way to estimate how
long a particular task or a particular piece of development is going to take. So by selecting the Story Points button, I can select one of these defaults here or I can enter in a number on my own. And of course, I can customize these default buttons if I want as well. Not only do I see the Story Points here within the card, but of course, I see it on the front of the card as well. If I select the Agile
Tools link in the top, right hand corner, I can see a breakdown of all of those Story Points by list. So for example, I have the most of number of Story Points, in this case, 30 points in the Doing list. And I can also see the total down below. It also allows you to identify which cards on this board have not been estimated. So if I toggle this link, you will now see I have this red Unestimated label on a large number of cards at this point. This allows me to quickly identify which cards have not been estimated. And I can toggle this
on and off as desired. But there’s another
function that you may want to benefit from when using Agile Tools. And that is this number here, the work in progress number. So for example, you can set the limit of the number of cards allowed per phase, or in this case, per list. So what this is telling
me is that I’m over. I’m six out of five. I only want to allow five in this particular list. So I need to move on. I need to push something
into another phase or maybe archive it or push it back, depending on where it is. Here we see we have a three out of five, telling me that we’re okay. Five is also the maximum in this list but if I add too many, let’s see if I take some
of these out of here. Now, we are okay. We’re yellow. Five out of five. Four out of five. That’s good but if I push one more over, what’s gonna happen? Yeah, it’s gonna let me know that we’re over our maximum and we’re gonna need to push something out or make a hard decision. So you may be interested
in finding out more and trying out Agile Tools for yourself. So I hope you enjoy exploring these Trello power-ups and many more. Be sure to subscribe right here to the Keep Productive Channel and I hope you join me at the Simpletivity Channel as well. Remember, being productive does not need to be difficult. In fact, it’s very simple. (upbeat drum music)

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7 Comments

  • Reply Keep Productive October 19, 2018 at 10:45 am

    COMMUNITY QUESTION:
    What Trello Power ups do you use?!
    Scott touched on 5 here, but which ones are you using to get things done.

  • Reply Keep Productive October 19, 2018 at 1:11 pm

    There seems to be a problem with the captions/subtitles.
    As soon as they become available, I'll get them up!

  • Reply Gwilym James October 20, 2018 at 1:47 pm

    Custom Fields are really cool. I like that you also have lots of sorting options for them. Would be nice if the filter section was a bit better for them though. Currently, you can filter by searching text within a field though.

    My main beef with trello is the lack of powerups open to Gold members. You can only have 3 per board, even the ones that should really be normal features like calendar view.

  • Reply Arnau Martí October 24, 2018 at 11:06 pm

    How did you setup the colored priority on custom fields? It did'nt show up on me

  • Reply Friedrich Will December 15, 2018 at 5:59 am

    Fantastic!!! This was so informative.

  • Reply Brent Skaggs March 4, 2019 at 2:32 am

    Thanks so much for this.

  • Reply Darwin Cruz March 10, 2019 at 6:13 am

    Hi. I am just learning Trello since i have seen it from your channel. But I am wondering if you have considered replacing Trello with Notion?

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