Automate backups of your Trello boards

Trello is an excellent tool for organizing tasks, managing projects, and collaborating with teams. However, it does not natively offer an automated backup feature, which can be a concern for users who want to ensure their data is safe. Automating backups of Trello boards can help prevent potential data loss due to unexpected issues such as accidental deletions, board corruption, or other unforeseen problems.

Here’s how you can automate backups for your Trello boards:

1. Use Trello’s Built-in Export Feature

Trello allows users to export boards as JSON or CSV files. While this is a manual process, you can automate it using third-party tools or scripts. To export your board, you would:

• Open the board you want to back up.

• Click on the Show Menu button on the right-hand side.

• Click More, then Print and Export.

• You can either download the board as a JSON file (which includes detailed card information) or a CSV (which includes only basic data like lists, cards, and due dates).

Limitations:

• This process must be repeated manually, making it difficult for large teams or frequently changing boards.

2. Use Third-Party Automation Tools

To automate the backup process, third-party tools like Zapier, Integromat (Make), or Automate.io can integrate with Trello and other services to back up your data at scheduled intervals.

Using Zapier:

Zapier allows you to connect Trello to various cloud storage services, like Google Drive, Dropbox, or OneDrive. By creating a “Zap” (automation), you can automatically back up your Trello boards to one of these services.

Steps to set up Zapier for Trello backups:

1. Create a Zapier Account: Sign up for a free or paid account at Zapier.

2. Connect Trello to Zapier: Follow the instructions to link your Trello account to Zapier.

3. Set Up Your Trigger: Choose the trigger event in Trello that will start the backup process (e.g., when a new card is created, when a card is moved to another list, etc.).

4. Choose Your Action: Select the cloud storage service where you want the backup (e.g., Google Drive). Zapier can automatically create a file with board details every time the trigger occurs.

5. Schedule Regular Backups: Customize the backup schedule to suit your needs. Zapier can trigger these actions based on time intervals such as every day, week, or month.

By using Zapier, you can automate the backup process, ensuring that your Trello data is saved without manual intervention. However, you might be limited in terms of how much data you can back up with the free plan.

Using Integromat (Make):

Integromat, now known as Make, offers more advanced automation options compared to Zapier and may allow you to create more complex workflows for backing up Trello data.

Steps for setting up Integromat to automate Trello backups:

1. Create an Integromat Account: Sign up at Make.

2. Create a Scenario: In Integromat, a “scenario” refers to an automation workflow. Start a new scenario and connect Trello to your Integromat account.

3. Select Modules: Integromat provides modules for Trello, Google Drive, Dropbox, and other services. You can set up actions such as “get boards,” “get lists,” and “get cards,” followed by an action to save that data to cloud storage.

4. Configure Scheduling: Set the frequency of the backup (e.g., every day, week, or month) based on your needs.

Integromat allows for more flexible backups, as you can define exactly what information to back up and how it should be saved. This makes it ideal for users who need more control over the backup process.

3. Use Power-Ups for Automated Backups

Some Power-Ups (Trello’s name for integrations and add-ons) allow you to automatically export or back up your Trello data.

Google Drive Power-Up:

The Google Drive Power-Up allows you to attach Trello cards to Google Drive files, so you can back up content such as documents, spreadsheets, and images attached to Trello cards. You can also configure a setup that automatically stores a copy of these files in Google Drive whenever they are added or modified in Trello.

To set this up:

1. Go to your Trello board and click Show Menu on the right-hand side.

2. Select Power-Ups, search for Google Drive, and enable it.

3. After activation, configure the Power-Up settings to upload any new files or updates to Google Drive.

This method doesn’t provide full board backups, but it can be useful for backing up file attachments linked to cards.

Backup & Export Power-Up:

The Backup & Export Power-Up offers a more direct way to back up your boards, lists, and cards. Once activated, this Power-Up allows you to export your board data to a CSV file, but some features (like automatic backups) may require a paid plan.

4. Use the Trello API for Custom Backups

If you have development skills or access to a developer, you can use Trello’s API to create a custom backup system. The Trello API provides access to board data, cards, lists, members, labels, and more. By writing a custom script, you can back up your board data in various formats like JSON or CSV and upload it to cloud storage services.

Basic Steps to Use the Trello API for Backups:

1. Access the API Key and Token: You’ll need to generate an API key and token through Trello’s developer website.

2. Write a Script: Use a programming language like Python or Node.js to write a script that pulls data from Trello. The script can be set to run on a schedule using tools like cron jobs (Linux/Mac) or Task Scheduler (Windows).

3. Backup to Cloud Storage: Configure the script to automatically upload the backup to a cloud service, such as AWS, Google Cloud, or Dropbox.

This option requires more technical expertise but provides complete control over how and when your backups are made.

5. Regular Manual Backups

If you prefer not to use third-party services or don’t want to deal with APIs, you can always back up your Trello boards manually. Trello allows you to export boards in JSON format, which provides a comprehensive snapshot of your board’s structure and data. While this approach is time-consuming, it’s always a reliable fallback in case automated solutions aren’t an option.

To back up manually:

• Go to Board Settings and click on More, then select Print and Export.

• Export the board as a JSON file.

• Store the file in your preferred cloud storage service for safekeeping.

Conclusion

Automating backups for your Trello boards can save time and ensure that your valuable data is protected. By using tools like Zapier, Integromat, Power-Ups, or the Trello API, you can easily set up an automated backup system that fits your needs. Whether you prefer a no-code solution or a custom script, there are plenty of options available to suit different levels of technical expertise.

Consider how frequently you want your backups and which data elements are critical for you. Automating the backup process is an important step in safeguarding your project management work and maintaining peace of mind.