Trello Workflow

STANDARD WORK SC HMI DT

SETTING UP YOUR TRELLO BOARD

LAST UPDATED: 07/16/19

1. BOARD SETUP

• Each team member should have their own board, titled with their name

• Each team member should be added to every board within team

• Boards should be consistent across team - same lists, same order of lists, same labels, same spelling

2. SET UP LISTS IN THIS ORDER

• Copy/Paste these for your lists

• Stuck

• To Do

• In Progress

• Out for Proof

• Approved | Ready for Print

• Done

• Cancelled

3. SET UP YOUR LABELS

• Copy/Paste these for your labels

• Green - Same Day Turn

• Yellow - New Agent

• Orange - Magazines/Publications

• Red - Listing Specific

• Purple - Monthly/Weekly Template

• Royal Blue - Custom Agent Project

• Light Blue - Corporate Project

• Seafoam Green - Commercial

• Pink - MISC

• Global Luxury

STANDARD WORK SC HMI DT

TRELLO WORKFLOW

LAST UPDATED: 08/20/19

1. TAKING IN A NEW PROJECT

• Create a Trello Card for the project in To Do

• This can be done either by creating the card in Trello, or if the email request has enough info, you can forward the email to To Do and it will create a card

• Name the card according to agent/project type

• ex. a business card for Ann Porter would be named Ann Porter - BC

• Fill in the relevant custom fields, add label(s)

2. IN PROGRESS

• As long as you have all of the relevant information for the project, you can work on it!

• Move the card from To Do to In Progress

• *NOTE: Cards should only be in In Progress if you are actively working on them

3. OUT FOR PROOF

• Once you have a proof completed, check the due date as complete and it will kick over to Out for Proof, per the rule we set up. (Don’t forget to actually send it out for proof!)

4. REVISIONS

• If an agent comes back to you with changes, move the card from Out for Proof back to either To Do or In Progress, depending on your workload/when you can get to it and urgency

• Revisions should not take more than 2 business days to complete

• Once revisions are done, move back to Out for Proof.

• Repeat as necessary, until project is approved

5. APPROVED | READY FOR PRINT

• Once the project is approved, move from Out for Proof to Approved | Ready for Print

• Proceed to order as outlined within the custom fields

• Example: Ann Porter loves her cards and is ready to order. I need her credit card info and billing address. Quantity, stock, finish, & printer should all be filled out in Custom Fields

6. DONE

• Once the project has been ordered, move the card from Approved | Ready for Print to Done!

7. STUCK

• If an agent sends in a project, but does not include all of the info you need before you can start working on it, move the card to Stuck and reach out to them

• If they still do not provide the necessary information, reach out in another two days and loop in ASC & manager, then every day after that until they respond

• If they decide to not move forward at this time, move the card to Cancelled, otherwise proceed with regular workflow

8. FOLLOWING UP

• Agents can be hard to get a hold of or get an answer from. If you do a project and don’t hear back, a follow-up is imperative

• If you send out a proof and don’t hear back within 2 business days, send a friendly reminder email, or give them a call to make sure they got the proof

• If you still don’t hear back another two days later, give them a call

• If they don’t answer and don’t call you back, send another email and loop in their ASC and manager

• Still having trouble getting an answer? Call and kindly let them know that you’re setting the project aside and that they can email or call you whenever they’re ready to move forward

STANDARD WORK SC HMI DT

FAMILY of COMPANIES

TRELLO - CUSTOM FIELDS

LAST UPDATED: 08/20/19

1. OPEN THE POWER UP

• On any Trello Card, click on Custom Fields, underneath POWER-UPS

2. CREATE THE FOLLOWING FIELDS

• Make sure EVERYTHING is spelled exactly as it is in this walkthrough

• AGENT NAME (Type: Text)

• DBA (Type: Dropdown)

• OFFICE (Type: Text)

• DIMENSIONS (Type: Dropdown)

• DIMENSIONS (OTHER) (Type: Text)

• PRINTER (Type: Dropdown)

• QUANTITY (Type: Dropdown)

• QUANTITY (OTHER) (Type: Text)

• STOCK (Type: Dropdown)

• FINISH (Type: Dropdown)

• PAYMENT (Type: Dropdown)

• MAILING LIST (Type: Dropdown)

• Make sure they are in this order. If they are not, you can click on the icons next to the field name and drag them to where they need to be.

• DBA and Office should have ‘Show field on front of card’ checked. The rest should be unchecked.

3. DBA DROPDOWN OPTIONS

• Enter these in this order

• AJS-Schmidt

• C21 Schmidt Real Estate

• Paradise

• Routh Realty

• Schmidt Family of Companies

• Schmidt Realtors

• Schmidt Realty

• St. Croix Realty

• Sunstar Realty

• Woodland Schmidt

• N/A

• If they are out of order, you can drag and drop into the correct order.

4. DIMENSIONS DROPDOWN OPTIONS

• Enter these in this order

• 2”x3.5”

• 5”x7”

• 5.5”x8.5”

• 9”x6.5”

• 11”x6.125”

• 8.5”x11”

• 11”x17”

• 8.5”x17” Folded

• 11”x17” Folded

• Other

• N/A

• If they are out of order, you can drag and drop into the correct order.

5. PRINTER DROPDOWN OPTIONS

• Enter these in this order

• Digital File

• GotPrint

• Holland Litho

• In-House (Holland)

• In-Office Laserjet

• Vistaprint

• XpressDocs

• N/A

• If they are out of order, you can drag and drop into the correct order.

6. QUANTITY DROPDOWN OPTIONS

• Enter these in this order

• 10

• 25

• 100

• 200

• 250

• 500

• 1000

• 1500

• 2500

• 5000

• Other

• N/A

• If they are out of order, you can drag and drop into the correct order.

7. STOCK DROPDOWN OPTIONS

• Enter these in this order

• Trifecta - Black

• Trifecta - Blue

• 16 pt Matte Cover

• 14 pt Uncoated Cover

• 80 lb Cardstock Coated

• 100 lb Cardstock

• 20 lb Printer Paper

• N/A

• If they are out of order, you can drag and drop into the correct order.

8. FINISH DROPDOWN OPTIONS

• Enter these in this order

• Matte

• Glossy

• Uncoated

• Glossy Coated

• N/A

• If they are out of order, you can drag and drop into the correct order.

9. PAYMENT DROPDOWN OPTIONS

• Enter these in this order

• Agent CC

• Tracy CC

• Tom Gray CC

• Bill to Office

• Bill to Agent AMP Account

• Bill to Agent Ed Fund

• Bill Agent Account

• Bill to Agent Marketing Account

• N/A

• If they are out of order, you can drag and drop into the correct order.

10. MAILING LIST DROPDOWN OPTIONS

• Enter these in this order

• New List from Agent

• Use List on File As Is

• Use List on File with Updates

• Chicago Title - Radius

• Chicago Title - Area

• N/A

• If they are out of order, you can drag and drop into the correct order.

11. FILL IN FIELDS FOR PROJECTS

• Proceed to fill in the fields for projects!

*Using these custom fields is very important so we can track which agents are using the marketing team the most, which offices, how many things are being printed in-house, etc.

STANDARD WORK SC HMI DT

EMAILING A PROJECT TO YOUR BOARD

LAST UPDATED: 08/20/19

1. FIND YOUR EMAIL LINK

• In Trello, click on ... Show Menu in the top right corner

2. MORE

• Click on ... More

3. EMAIL-TO-BOARD SETTINGS

• Click on Email-To-Board Settings

• Under ‘Your emailed cards appear in...’ choose List: To Do, Position: Bottom

• Copy the email address at the top, create contact in your email address book

4. FORWARD PROJECTS

• Now you can type in Trello (or whatever you saved the contact as) and forward new projects to your board

• Rename the card to fit the naming convention previously outlined - Agent Name - project type

• Label the card according to the project type

STANDARD WORK SC HMI DT

FAMILY of COMPANIES

ADDING FONTS TO FONTS FOLDER

LAST UPDATED: 7/12/19

1. MAKE A FOLDER

• If you download a font for a job, and it doesn’t already exist on the server, go to Marketing > FONTS, and navigate to the folder with the first letter of the font name.

• Create a new folder with the font name in Title Case (e.g., Franklin Gothic).

* Title the folder to match the display name of the font, NOT the actual file name (e.g., file name for Japanese Brush is JAPAB__. Folder name should be Japanese Brush).

2. ADD FONT FILE(S)

• Drop any applicable font files (.otf, .ttf) in the folder. Leave out any .txt, .png, etc. files that are often included in free font downloads.

STANDARD WORK SC HMI DT FAMILY of COMPANIES

TRELLO / BUTLER - BOARD BUTTONS

LAST UPDATED: 08/19/19

1. MAKE SURE BUTLER IS INSTALLED

• If it’s not - go to Trello

• Click on ... Show Menu

• Click on Add Power-Up

• Search for Butler

• Click on Add in upper right corner of Butler

2. START A NEW BOARD BUTTON

• Open Butler

• Select the ‘Board Buttons’ tab

• Click on the green + Create Button button

3. CHOOSE ICON AND TITLE

• Choose the Archive Box icon

• Name your button Weekly Archive

4. CREATE YOUR FIRST ACTION

• ‘Archive all the cards in list Done’

• Click the + button to add action to button

5. CREATE YOUR SECOND ACTION

• Repeat Step 4, replacing Done with Cancelled

• ‘Archive all the cards in list Cancelled’

• Click the + button to add action to button

• Click Save

6. USE THIS BUTTON

*Either every Friday before you leave, or every Monday before you begin working, click this button to clear out your work history from the previous week.

STANDARD WORK SC HMI DT

FAMILY of COMPANIES

BUTLER - CREATING A NEW JOB IN ‘TO DO’

LAST UPDATED: 08/16/19

1. MAKE SURE BUTLER IS INSTALLED

• If it’s not - go to Trello

• Click on ... Show Menu

• Click on Add Power-Up

• Search for Butler

• Click on Add in upper right corner of Butler

2. START A NEW RULE

• Open Butler

• Select the ‘Rules’ tab

• Click the green + Add Rule button

3. CREATE A TRIGGER

• ‘When a card is created in list To Do by me’

• Click the + button (repeat for every new step)

4. CREATE ACTIONS - MOVE CARD

• ‘Move the card to the bottom of list To Do’

5. CREATE ACTIONS - SET DUE DATE

• ‘Set due in 5 working days at 5:00pm’

6. CREATE ACTIONS - JOIN CARD

• ‘Join the card’

7. CREATE ACTIONS - SORT LIST

• ‘Sort the list by due date ascending’

8. LABELING CARDS

• Label according to project type, using only the labels previously outlined in SETTING UP YOUR TRELLO BOARD Standard Work

9. FINISHED RULE SHOULD LOOK LIKE THIS

• Hit Save

STANDARD WORK SC HMI DT

FAMILY of COMPANIES

BUTLER - SETTING UP MONTHLY CAMPAIGNS

LAST UPDATED: 08/19/19

1. MAKE SURE BUTLER IS INSTALLED

• If it’s not - go to Trello

• Click on ... Show Menu

• Click on Add Power-Up

• Search for Butler

• Click on Add in upper right corner of Butler

2. START A NEW CALENDAR COMMAND

• Open Butler

• Select the ‘Calendar’ tab

• Click on the green + Add Command button

3. CREATE A TRIGGER

• ‘Every month on the 25th at 8:00am’

• Click the + button (repeat for every new step)

4. SELECT AN ACTION

• ‘Create a new card with title [agent name]Monthly Campaign in list To Do’

• Click the label button to continue command

• ‘and add the purple “Monthly/Weekly Template” label’

• Click the users button to continue command

• ‘and add member @(yourself) to the card’

• Click the calendar button to continue command

• ‘and set due on the first of next month at 5:00pm’

• Click the + button to add action to schedule

• Save your schedule

5. SET UP ALL CAMPAIGNS

• Repeat for every monthly campaign you have

CALENDARS HAVE MANY USES

*If you have commonly recurring projects (magazines, postcards, ads, etc.), feel free to use Butler’s calendar functionality to automate those projects for you.

STANDARD WORK SC HMI DT FAMILY of COMPANIES

BUTLER RULE - MARK AS DONE, SWITCH LISTS

LAST UPDATED: 08/19/19

1. MAKE SURE BUTLER IS INSTALLED

• If it’s not - go to Trello

• Click on ... Show Menu

• Click on Add Power-Up

• Search for Butler

• Click on Add in upper right corner of Butler

2. START A NEW RULE

• Open Butler

• Select the ‘Rules’ tab

• Click the green + Add Rule button

3. SELECT A TRIGGER

• ‘When the due date is marked as complete in a card by me’

• Click the + button to add the trigger to the rule

4. SET UP AN ACTION

• ‘Move the card to the bottom of the list Out for Proof’

• Click the + button to add the action to the rule

• Save your new rule