Using its intuitive Kanban-style approach of moving cards to lists, organizations can use Trello for project management, software development, personal task management and many other purposes.
Trello works best for just-in-time work and is a fluid workflow system. When things are changing so quickly, especially in large environments, it's important to store that data; a great way to do that is to integrate Trello with a database.
To narrow our scope a little bit, let's first cover one way to integrate Trello with a database backend. I'm assuming that you already have a Trello account and a board or two created with some lists and cards. You now need a database to store information in. One database I highly recommend is AirTable. AirTable is a spreadsheet/database combo service with an easy-to-use API. This will come in handy.
Next, we could build our application or script to update AirTable when changes in Trello are detected, but let's not reinvent the wheel. To keep Trello and AirTable in sync, I'll use the automation platform Zapier. Zapier connects thousands of services together and allows you to build some advanced automation. Luckily, it has support for both Trello and AirTable.
Getting set up
Assuming you've got accounts with Zapier, AirTable and Trello already set up, we'll start with creating a zap. If you're not familiar with Zapier, I encourage you to check out their Getting Started Guide.
To store a database record in AirTable for each Trello card that gets created on a board, use Zapier. Create a trigger to fire whenever a new card is created on a board.
Add a step to create a new record in AirTable. Then create a Create Record step. Using the AirTable step, I can specify fields that are returned via my Trello trigger as you can see below.
Zapier automatically pulled all of the fields that were available in my Partner table inside of my Personal CRM base. At this point, it's just a matter of selecting the field dropdowns and picking the Trello items.
Notice the Trello logos in the Name and Courses fields. These indicate that the data that will be inserted to create this AirTable record will come from the Trello trigger we created earlier. These items will be added in real time (technically every five minutes) into AirTable from Trello.
Once I'm done, I can enable the zap which will tell Zapier to begin monitoring my Trello board for new cards. When one is found, it will create a new record in AirTable.
This is just one simple example of connecting Trello with a database backend. The options are limitless in what you can do. Using Zapier, you're able to trigger when cards move lists, are updated, when comments are made and just about any event that happens inside of Trello.
Merging Trello and a database like AirTable using Zapier is a great way to save information from Trello to transform Trello into a much more robust solution for large companies.