Salesforce Task Trello Card Sync
How to connect Salesforce and Trello
Salesforce Task Trello Card Sync

How to connect Salesforce and Trello

Sync task details between Trello cards and your CRM with Unito’s automated 2-way sync.

This walkthrough details the steps required to connect Salesforce and Trello with Unito to sync cards and tasks, although similar steps and principles will apply to many of our other CRM integrations, including HubSpot and Pipedrive.

Before we begin:

  • Ensure you have an account with the right permissions in both Salesforce and Trello to access and modify data.
  • The key to any successful flow lies in your custom fields. Since they are unique to each user and their tools, we encourage you to experiment with syncing your custom fields after you’ve finished with this guide.

Let’s get started

This flow will create cards in Trello based on specified tasks in Salesforce and vice versa by setting rules to filter out unrelated information from our workflow. The idea is to ensure that we only sync cards and tasks related to our specific initiative. Since we’re going to use a 2-way sync, we have to make sure that not ALL tasks in Salesforce or cards in Trello create matching tasks in the other tool.

This flow has two primary goals:

  • Create a two-way flow between Salesforce and Trello so that tasks can be created in either tool based on very specific activity.
  • Sync fields in our tasks and cards bidirectionally so that as our team works on tasks in either tool, users of the other will be able to view changes in real-time. 

Step 1.  Choose the tools you want to connect. 

Navigate to the Unito App and select +Create Flow. On the next screen, select Start Here to connect Salesforce and Trello. Choose the accounts you want to connect with Unito. Then, specify a single Trello board and Salesforce organization. The account you choose to connect must have access to the board and organization you wish to sync in order to select it.

When you’re ready, click Confirm.

Step 2. Set your flow’s direction

Since we’ll be creating tasks in both tools, we’ll select a two-way flow. But, as you’ll see in Step 4, we will also be able to choose flow direction for specific fields in case we only want 1-way flows for certain information.

NOTE: If you would rather just have one tool create tasks in the other but NOT vice versa, you can select a one-way flow instead.

Click Confirm when you’ve chosen a flow direction. 

Step 3. Set up rules

Now you can set up rules to determine which triggers will send task data between Salesforce and Trello. Select Add a new trigger to begin setting your rules. There can be some variability here depending on your particular setup in each tool. 

In the above example, we’ve established a set of rules to create Salesforce tasks ONLY when the status of a Trello card is Open in our “Salesforce Tasks test” board. This new Salesforce task will then be assigned to based on the Account Name field (see Step 4) with the default status “Not Started”.

Next, we’ll set rules for how Salesforce will trigger card creation in Trello. Since this is a two-way flow, we must set rules for each direction. In a one-way flow, we would only need to create a single set of rules.

In the above example, cards will be created in a Trello To Do list whenever a new Salesforce task is associated to an account owned by Jeremie. Get to work, Jeremie!

Find out more about setting rules.

Step 4. Set up field mappings

Next, you’ll be asked whether you want to set up your fields from scratch or let Unito do so automatically. If you select auto-map, you can change any mappings you want or add custom fields. If you’d rather DIY and know exactly how you want your fields mapped, start from scratch.

What are Field Mappings?

Your fields will be automatically mapped for two-way updates. That means any changes in one project will be applied to the other. You can adjust any or all fields to sync one-way in either direction if you prefer. That would mean only the source field will change information in the destination field.

The key to smart field mapping is to choose only the fields that are most relevant to your needs and only share the information that both sides need.

Select + Add mapping, then Select a field in both Salesforce and Trello to pair two fields together. You can select the gear icon to modify the values of applicable fields. Custom fields will display a bright blue icon beside the name.

Below is an example of our completed field mapping setup:

In this case, we have created a custom field in Trello for leads and synced them to the Contact/Lead field in Salesforce. This flow is one-way from Salesforce to Trello so that ONLY changes made in Salesforce will affect Trello, but not the other way around.

Here, we have synced our statuses in each tool. Non Archived Trello Cards are synced with Salesforce tasks that are any of the following: Not Started, In Progress, Waiting on someone else, Deferred. Meanwhile, our Archived Trello cards become Completed Salesforce tasks.

Find out more about setting field mappings.

Click Confirm when you’re satisfied with your field mappings to proceed.

Step 5. Save and close

And that’s it! You’ve just completed a flow between Salesforce and Trello. Congratulations!

If you’ve followed the steps above, your flow will now: 

  • Create a task in Salesforce based on open Trello cards in our board designated for Salesforce collaboration. 
  • Create a card in Trello in that same collaboration board whenever a Salesforce user creates a task assigned to a specific account owner.

If you have any questions, don’t hesitate to reach out and let us know.