Workflow: Move Card to Another Board When It Enters a Specific Status
🔀 Workflow: Move Card to Another Board When It Enters a Specific Status
Overview
This workflow allows you to move a card to a different board automatically when it enters a specific status. Unlike copying, this removes the card from its original board — ideal for workflows where the process transitions fully to a new team, phase, or board.
🎯 When to Use This Workflow
Use this when:
- A card needs to progress to the next department or workflow
- You want to avoid duplicating or splitting data across multiple boards
- The card is no longer needed in the original board after reaching a milestone
- You’re managing a handoff between teams (e.g., Estimating → Project Tracking)
🧩 How to Set It Up
- Go to the origin board where the card begins
- Navigate to Settings > Workflows
- Click ➕ Add
- Select: “Move Card Between Boards”
- Fill in the workflow configuration:
🔧 Workflow Setup Fields
| Field | Description |
|---|---|
| Name | Give the workflow a clear label (e.g., “Move to Estimating Board”) |
| Trigger Status | Select the status that should trigger the move (e.g., “Send to Estimating”) |
| Target Board | Select the destination board |
| Target Status | Choose the column where the card should land in the new board |
| Card Color Option | Choose whether to keep the card’s current color or assign a new one |
| Create Shadow? | (Optional) Leave a “ghost” card behind in the original board for traceability |
✅ When triggered, the card is fully moved to the new board and disappears from the origin board — unless a shadow is left behind.
⚠️ Card Design Requirement
- The target board must use the same card design as the source board
- Otherwise, the board will not appear in the selection list
👻 What Is a Shadow Card?
If you enable “Create Shadow”, a read-only version of the original card is left behind in the original board.
It includes:
- A transparent background
- A link to the new card
- Visibility into the current status of the moved card
Useful for traceability when tracking across multiple boards.
✅ Example Use Case
- A card in your “Lead Intake” board reaches the status “Qualified”
- It is moved to the “CRM - Sales Pipeline” board in the “Initial Contact” column
- The original board now shows a transparent shadow card
- Sales continues work on the active card in the CRM board, while the intake team retains visibility
🧠 Tips & Edge Cases
- Cards are fully removed from the origin board unless shadowing is enabled
- Use card color changes to visually indicate where a card came from
- Shadow cards are read-only, great for dashboards or process reviews
- Combine with a reverse move workflow to send cards back (if needed later)