Add reporting to your shared inbox in Trello
Get your sales off to the best start in the new year with email reporting in Trello.
Trello is a lightweight and highly customizable platform for sales teams looking to collaborate more effectively on their deals pipeline.
With the addition of the Email for Trello Power-Up, sales teams can manage email outreach directly from their Trello board. This effectively puts their shared inbox right alongside their Trello tasks and discussions, so that everything can be managed from one central dashboard.
In this article, we show you how to take things even further by adding email reporting to your shared sales inbox in Trello.
How to set up sales email reports in Trello
1. Level up your sales reports with Email for Trello
The Email for Trello Power-Up makes it possible to set up advanced email report automations that respond to actions as they happen in your workflow.
Instead of occuring only on a fixed schedule, Email for Trello can combine with Trello automation to create dynamic automations for your sales pipeline that can also include details from your Trello cards and emails.
For example, here’s how to send an email update to your sales lead whenever a deal moves from ‘Negotiating’ to ‘Closed’ in your Trello workflow. It relies on three main concepts:
Creating a Saved Reply. This is the email template that will be sent when your chosen workflow trigger is met (i.e. the card moves from one list to another). Visit our help center to find out more about how Saved Replies work.
Including variables in your email. Use email variables to reference data from your Trello card, so that you can highlight the metrics that matter most to your team (like the value of a deal or the name of the responsible sales rep). Each variable will be automatically populated when your email report is sent.
Building the automation. Set up a Trello automation to automatically send your email report when the card moves into the ‘Closed’ list. There are two parts to this automation:
Trigger: When a card is moved into the list ‘Closed’
Action: Post comment @email teamlead@example.com ##dealreport
The above action uses Email for Trello’s @email keyword to send the Saved Reply (##dealreport) by posting a Trello comment. For a step-by-step guide to how this works, take a look at how to automatically send an email when you drag a card in Trello.
When the automation is triggered, your team lead will receive an email with an overview of the important information regarding that particular deal in Trello.
2. Generate quick reports with built-in Trello reporting
If you just need a few straightforward scheduled reports, there are two other ways to generate email reports using built-in Trello automation:
Pre-built reports that send a snapshot of cards that are due soon, overdue, or assigned to you.
Customized reports that can be adapted to include specific information from your cards.
Pre-built email reports in Trello
Trello’s pre-built options are relatively simple, but very useful for sending overview emails that can be time-consuming and repetitive to create manually.
For sales agents keeping a close eye on open leads and time-to-close, it can be useful to set up a standard pre-built Trello report to send out an email with all cards that are due in the next 7 days. Here’s how to set it up:
Navigate to Automation > Email Reports > Due Soon
Set your schedule, for example, every Monday at 09:00
Choose your recipients. This might be your team lead, or other person responsible for meeting targets.
Customize your subject line and message, and send a test if needed, before hitting ‘Schedule’.
Once saved, your chosen team members will automatically receive a scheduled recap email of all cards that are due soon, so that they can take action to ensure sales targets are met.
Customizing Trello email reports with scheduled automation
Scheduled automation gives you more control over which details to include in your Trello email reports.
For example, let’s say the management team is keeping an eye on a particularly valuable client, and wants to make sure that their SLAs are being achieved:
Select a trigger. From the Trello Automation menu, select Rules > Scheduled. Create a new automation to trigger an action at a set time (i.e. ‘Every Friday at 2pm’).
Create an action. In the Actions panel, select ‘Other’ and create a report. Here, you will name your report variable, then choose the Trello cards you want to include. For example, create a report with all the cards with a red ‘ImportantClient’ label that are due within less than 14 days.
Choose your recipient. Add the ‘send an email notification’ action to your automation and choose who to send it to.
Visit the Atlassian help center to find out more about how create email reports with Trello automation.
Tips for adding more reporting power to your Trello board
Extra Power-Ups are a great way to add more granular sales details to your Trello board, and can even be layered with Email for Trello for additional reporting power!
Use Reports by Blue Cat to create and generate visual reports including Trello card details and custom sales data. Find out more about how to track the value of your sales deals in Trello with Reports by Blue Cat.
The Dashcards Power-Up can help your team track cards at a glance, for example by highlighting the number of overdue or in-progress deals. Read more how to manage bottlenecks with Dashcards in Trello.
Set up formulas and perform calculations on your Trello cards with the Amazing Fields Power-Up. You can even combine this data with Email for Trello to create an automated sales proposal workflow in Trello for your next in-person event.
💡 TIP For more recommended Power-Ups to boost your Trello sales workflow, check out our ultimate guide to Trello Power-Ups.
New year, better sales reporting
Make sure your sales team puts their best foot forward in the new year! Learn how to use scheduled email reporting in Trello – and make the most of the Email for Trello Power-Up to create workflow-responsive email reports, customized to your sales team’s needs.
