automation help for someone in the Recruiting space

Hi ​@Sveny,

Welcome to the Community.

To automate your recruitment process in Trello with Zapier, create a Zap that triggers when a new card is added to your "Roles" board. Use a "Filter by Zapier" step to continue only if the card title contains a predefined code word. Then, add a "Find Card in Trello" action to search the "Candidates" board for cards with the code word and the "contactable" label. Finally, use a "Move Card to List in Trello" action to move the matching candidate cards to the "Need to Process" list. If you have multiple code words, create separate Zaps for each.

I hope this information helps you. Please let me know if you have any other questions.

Thanks so much for your help.

I got as far as this: Then, add a "Find Card in Trello" action to search the "Candidates" board for cards with the code word and the "contactable" label. Finally, use a "Move Card to List in Trello" action to move the matching candidate cards to the "Need to Process" list. If you have multiple code words, create separate Zaps for each.

As the title of my cards have lots of information - I need it to only find titles “containing” code word and label with contactable but im not sure where to enter the information for the labels and the code word?

Also I have many different roles and locations; it it possible to create it all in one or will i need to just copy the zaps and do it for each one.

For argument say: I have a python role based in hamburg. I want it to find all cards with PYHAM(Hamburg) and move to need to process. But sometimes I have PYBER (for Berlin) and with the labels contactable.

Also I may just rather keep it all on one board to simplify things.

Hi ​@Sveny,

I'm glad to see you're making progress with your Zap. To search for Trello cards by title and label, use the 'Search Term' field for the title and the 'Labels' field for the 'Contactable' label in the 'Find Card in Trello' action. Create separate Zaps for each combination for multiple roles and locations, adjusting the 'Search Term' for each. If you want to keep everything on one board, modify the 'Move Card to List in Trello' action to move cards to a different list on the same board.

I hope this helps. If you have any other questions or need further clarification, feel free to ask.

I have attached two pics.

It doesnt say anything about search field?

Im also worried under card name it will be that the card has to match exactly that word?

Hi ​@Sveny,

The 'Search Term' field in the 'Find Card in Trello' action searches for card titles and does not require an exact match—any part of the title will work. The 'Labels' field can be used to filter cards by specific labels, like 'Contactable.' If these fields are missing in your Zap setup, try re-adding the action to resolve any issues.

Can you please send me a screen shot? 

I tried evrything last night and it hasnt been working.

Do I add a filter on find cards?
 

Could you send it in step by step function?

An example of how my cards look for my candidates:
Leo Triangle | Python | Somerset West | PYCPT (with the label: Contactable)

And the roles:

Senior Python developer | Triad | PYCPT

I want the roles card s soon as its moved into jobs to be filled to move all my candidates with PYCPT and contactable to “Need to process”

Hi ​@Sveny,

To automate moving Trello cards based on specific criteria, set up a Zap in Zapier. Use "New Activity" in Trello as the trigger, then add a Filter step to check if the card contains "PYCPT" and has the "Contactable" label. If these conditions are met, set the action to "Move Card" in Trello, directing it to the "Need to Process" list. The exact setup may vary depending on your Trello board structure.

1st step card with pycpt gets moved into jobs to be filled

2nd step I want all cards with PYCPT to be triggered and with labels Contactable 

3rd step for all those cards to move to list: Need to process

If there is a better way please let me know

Hi ​@Sveny,

You are in the right path. The basic principle when automating Trello card management with Zapier. First, create a Zap with Trello as the trigger (using "New Activity"). Add a filter to proceed only if the card contains "PYCPT" and the label "Contactable." Set up an action to move the card to the "Need to process" list. Test the Zap to ensure it works, then turn it on. This will automatically move qualifying Trello cards as needed. Let me know if you need further assistance!

The only thing is - i will have different roles so i will need to create different zaps.

Some others need to be PYJHB or NETCPT.

so shouldnt my first trigger be when card containing PYCPT is moved into "Jobs to be filled" on trello on the candidate pipeline board. For all cards with names containing "PYCPT" and the "contactable" Label on the "candidate pipeline" board to be moved to the list "Need to process" on " candidate pipeline" board.

And this then copied with other code words.

I have been struggling with this for long - cause its not working.

Hi ​@Sveny,

To automate moving Trello cards based on keywords, set up a Zap with Trello’s "New Activity" trigger for updates in the "Jobs to be filled" list. Add a Filter step to check if the card name contains "PYCPT" and has the "contactable" label. If both conditions are met, use the "Move Card to List" action to send it to the "Need to process" list. You can duplicate this Zap and adjust the keyword for other roles. If issues persist, providing error details would help troubleshoot and contact Zapier support.

Hi Jammer,

I dont want it to move that specific card though.

I want it to find roles that natch the keyword in “jobs to be filled” to other cards in the whole board with the same keyword and contactable label to the “Need to process”

So will I do two filters? one for when a card with “keyword: in jobs to be filled and then do I do the search open for all cards that match the above and then say move or do i say moved card and choose with filter for the above?

Non seem to be working

Hi ​@Sveny,

To use Zapier, card movement in Trello should be automated based on keywords and labels. Set a trigger for new cards added to the "Jobs to be filled" list, then add a filter to check for specific keywords. Next, search for other cards with the same keyword and the "Contactable" label. Finally, move those cards to the "Need to process" list. Ensure each step is configured correctly, and share details if issues arise for more specific guidance.

I hope this information helps. Feel free to ask if you need further assistance setting up your Zaps.

Bllaaaa I got an error: 

Failed to create a move card in Trello

The app returned "invalid id".

the second filter seems to write out what im lookig for but not the second filter.

Last step also warned of looping

 

Hi ​@Sveny,

The "invalid id" error in Zapier when moving a Trello card usually happens when the provided card or list ID doesn't match an existing one. To fix this, verify the Trello card and list IDs and try reconnecting Trello with Zapier. Additionally, Zapier warns about potential looping if a Zap's trigger and action could repeatedly activate each other. To prevent this, ensure your Zap's logic avoids self-triggering actions.

So I initially made an action to find card and put all the filters.

Then i chose move card and it asked if i wanted to serch for card - which i selected and removed the old ones and created the same filters and then it added the ID in for the 3rd action

And I dont know if thats the error.

Because I cant ask it to move just one card.

Gosh is there anyway to get someone to set this up for me or something?

I have been trying to figure this out for ages now and its somehow just not working.

 

Hi ​@Sveny,

If your Zap isn't moving a specific Trello card, ensure the 'Find Card' action correctly filters for the card before using its ID in the 'Move Card' action. If the card isn't found, check your filters. If it's created in the same Zap, add a delay to allow Trello to process it. Also, confirm the 'Move Card' action correctly uses the found card's ID. If issues persist, consider Zapier's expert support for assistance.

I hope this helps. If you have any further questions or need more assistance, please don't hesitate to ask.

Do you think its possible its not working since i havent paid for the premium supscriptions?

I might just end up hiring someone rather.

Thanks so much for your assistance

Hi ​@Sveny,

Zap functionality isn't limited to premium plans, though premium users can access more features like multi-step Zaps and higher task limits. If you're facing issues, it could be due to setup errors, glitches, or app limitations. I'm happy to help troubleshoot, or you can hire a Zapier Expert if preferred.

Would love it if you are able to help me troubleshoot - how can we go about doing that? because im not managing to get it set up. Apparently I have multiple zaps, so I would need to pay now or what?

 

Hi ​@Sveny,

I understand you're having trouble setting up your Zaps and have questions about pricing. Zapier's pricing is based on task usage and features, so if you run multiple Zaps, you may need a paid plan. However, the Free plan might still work for you if your usage is low.