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Trello Basics-Part 1

Hello Trello users,

I’m here with my first Trello article that is pretty basic and brief. The idea behind this article is to give a quick glimpse about Trello board for new users and a refresher for long time no Trello activity like me.

Let’s start with the types of Trello board and permissions:

From the board permissions perspective, there are 6 user types (depends on the plan, logged in user permissions)

  • Invited/ Virtual Members: They are invited to the board and this new member is yet to confirm their account.

  • Board member: Normal board users with edit permissions.

  • Observers: They can be any external stakeholder outside your board who is given the “read-only” permission.

  • Workspace member: This user is a member of a dedicated workspace.

  • Guest: This user is like a normal member of the board but not to to the workspace the board belongs to.

  • Board Admin: This user is the member on the board with full permissions, like-allow members to comment, edit permissions, add/ invite others to the board etc.

Leave or Close board!

“Leaving” a board will remove your account from the board. i.e., you will not have access. However, if you are the only admin OR the member of that board, Trello won’t let you leave. If this happens, it’s recommended to either close the board or make another user an admin before leaving.

Note: Premium Workspace admins are able to close any board within their Workspace, even if they are not an admin of that particular board.

As a board admin, the following actions can be performed for a “closed board” :

  • View the closed board: To find a closed board, open the sidebar menu>> select Boards >> select “View closed boards.”

  • Permanently delete a board: You can select Delete to permanently delete a board.

  • Reopen: You can select Reopen to reopen a closed board.


Link to official Atlassian documentation.

Link to Atlassian Trello product page.

How to use Custom Fields, custom boards & convert Cards

“Custom field is inbuilt Trello feature and is available on Standard, Premium, Enterprise plans. These custom fields allow to: add new field types as well custom data to your Trello cards.

Okay, so how do we create a custom field and what can we do with them?

Trello allows to access and Create “new custom field” from 2 places.

Place 1) From the right-side board menu:

Place 2) "Add to Card" section of the card back, click on custom fields.

Clicking on custom fields will pre-populate “suggested fields”. Either the board members can use those fields or create a new field by clicking on plus symbol.

What can you do with the custom field?

  • Enter a Title.

  • Choose one of the “input types”- Checkbox, Date, Dropdown, Number, Text

  • Reorder the fields

  • Edit

  • Copy or move to a new board: When a card is moved or copied, Trello checks to see if you already have a field on the new board with the same name and field type. If so, the card will use the existing field definition on the new board. If it doesn't find a matching field, it will create a new field.

  • Exports the custom field data: Export as JSON , Export as CSV

  • Delete

Lastly, if you ask, is their a limitation to the number of custom fields, then YES!! A Trello board allows up to 50.

Templates and Boards:

Templates are used for creating boards also can be created for public distribution.

Steps: Board Menu >> More >> select Make template. This field is visible only to that board admin. Turning the board into a template will hide comments and activity, but members will remain on the template. While, reconverting a template to the board will restore the comments and activities.

An interesting feature about the Trello card is, it can be converted to a template and vice versa!!

References and complete documentation:

Link to custom fields

Link to templates boards

Link to template card

If you want to get specialized in Trello, earn an official certificate from this Atlassian University link.

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