Shared Records

Use the same record across databases and workspaces, without creating copies.

A shared record can appear in more than one database. Sharing does not create a copy. The record keeps one set of comments and checklists in every database that contains it.

You can add a record to another database yourself, or with an automation. The database can be in the same workspace or in another workspace of the same organization.

Plan requirements

Shared records require the Pro or Enterprise plan.

Add a record to a database

  1. Open the record.
  2. Find the Databases field. It lists every database that contains the record.
  3. Select Add to database.
  4. Select the database.

Blue adds the same record. It does not create a copy. To use this control, you must be able to manage both workspaces.

Blue does not set a value in the fields of the new database. See What shows in the new database.

Add records to another workspace

  1. Open the automations of the source database.
  2. Create an automation with the trigger that you need.
  3. Add the Add to workspace action.
  4. Select the target workspace.
  5. Save the automation.

Use the Add to workspace automation action to add records automatically. When the automation runs, Blue adds the record to the first database of the target workspace. If that database has a List field, Blue puts the record in the first option of that field. The target must be a workspace in the same organization.

Shared data

These items belong to the record, so every database that contains the record shows them:

  • Comments
  • Checklists and checklist items
  • The record’s cover image

A field value belongs to the record and the field. A database shows the value only if the field is added to that database. Fields that exist in one database only keep their values in that database.

What shows in the new database

The record has no name

Each database uses one Record name field. A database created with New database uses its own Name field, so a shared record has no value there. The card shows no name. Records databases can use the same Title field, so the name shows in those databases.

To show the same name in both databases:

  1. In the source database, open Database Settings and select Fields.
  2. Open the Title field. Under Used in databases, select Add to database, then select the other database.
  3. Open the settings of the other database and select Records. Set Record name field to Title.

The record is in a None column

The manual control does not set a board column. If the record has no value in the field that the board is grouped by, the board shows it in a column named None. This column is not a list, and it shows only while it contains records.

To fix this, drag the card to a column, or change the value of the field in the record.

Data for each database

Each database stores these items separately:

  • The record’s position and its column on the board
  • The archive state. Archiving the record in one database does not archive it in the other databases.

Remove a record

To remove a record from one database, open the record, find the Databases field, and select Remove from database next to the database. You cannot remove the record from its last database. To hide the record in one database and keep it there, archive it.