The monday.com workflow builder helps you create custom workflows that automate repetitive tasks and connect your tools in one place. You can easily design, visualize, and manage your automations to keep your team aligned and your projects running smoothly.
How to access the workflow builder and AI workflows
Looking to activate, turn on, or run a workflow? There are a few ways to access the workflow builder and AI Workflows: from the left pane, the Autopilot hub, and from your workspace.
Access AI workflows from the left pane
At the bottom of the left pane, click More, then select AI Workflows to open the workflow builder chat:
Here you'll be able to describe exactly what you need the workflow builder to create for you, supercharged with the power of AI.
If you don't want to start completely with a prompt, you may also choose from several templates that you can later customize as needed.
Access from the Autopilot hub
Clicking on the Autopilot hub robot button on the top of your screen:
Once you're in the Autopilot hub, click on the Workflows tab on the left:
Here you'll be able to see all the information relevant to existing workflows.
To create a new workflow, click on the + Add workflow button at the top right of the screen.
Access from your workspace
Another way to access workflows is by opening a workspace where you plan to implement your workflow. Click on the blue plus sign button and click on Workflow from the menu.
A window will pop up prompting you to name your new workflow. Once you name is, choose if you want it to be available for all to see (Main) or Private. Then click on Create.
How the workflow builder works
Each workflow is built up of blocks, which contain triggers, conditions, and actions.
Consider this example of a monday automation in order to understand the basic structure of workflow blocks:
How to build a new workflow
Once you have created your new workflow, it's time to actually build it out. You can either start from scratch, or you can use our AI workflow builder.
Creating your workflow from scratch
First, you need to choose a trigger. You can use the search bar to find the trigger you want to use or you can click on Explore all triggers to scroll through the list and browse through all the options.
After setting up your initial block, click the plus sign icon to create a new block. You will have several options:
- Action: Simply put, these blocks do something, for example, "Create item"
- If / Else: These blocks check a condition before continuing to the next action, for example, "If status is something"
- Multi-branch conditions: Blocks that let you set up multiple conditional paths so your workflow can take different actions based on more than one condition, for example, "if group matches"
- Wait for event: Wait until a certain event is triggered, for example, "Wait until item moves to group"
- Delay: These blocks will allow you to pause in between workflow steps for a set amount of time
When you choose one of these options, the configuration panel will open on the right side.
This is where you will configure what actions you want the trigger to set into motion. Then you can chain on additional steps or conditions with more blocks by clicking on the + sign button.
This will enable you to create the exact workflow you need.
If you delete a step in your workflow but want to undo this action, you have the ability to do so by using the undo button as seen below:
Using sidekick to build a new workflow
You can use monday sidekick to help you use the workflow builder. Start with the action suggestions or tell sidekick exactly what you'd like it to help you with.
You may have the following option to use AI to jumpstart the workflow building process:
Click on the Build your workflow with AI, and then you'll be prompted with the following screen:
Describe the workflow you need, and click on Generate. Watch as your workflow is then created for you instantly!
Using AI within the workflow builder
AI capabilities within the workflow builder make it easier to map, design, and run cross-functional processes at scale. They provide a visual and intuitive way to build, automate, and manage even the most complex workflows across teams, boards, and products, all in one place, uniting AI agents with structured logic, no-code simplicity, and full governance built in.
AI Powered action blocks
When choosing an action, you can use AI Powered blocks to do the work for you. Choose from the options listed:
-
Call sidekick action block - use your personalized assistant directly as an action block in the workflow when given a certain trigger to do the work for you. Give sidekick the exact instructions for what you need it to do within the workflow builder.
- Search the web action block - use this block to search for results directly from the web, ensuring you'll get accurate and up to date results
-
Call my agent action block - use this block to call any CRM agents you have in place to assign them tasks directly in the workflow builder.
Coming soon: you'll be able to create custom agents within the monday platform and then call any agents you create to perform tasks within your workflow. Stay tuned!
Adding an action
When you choose an action, select the board where the action will occur. The list will auto-populate with your recently accessed boards first. You can also search for a specific board:
If you choose the same board or item referenced in a previous block, you will be able to refer to it specifically using the block's number:
For example, Item ID | Step 1 means the item created or updated in block 1. This lets you pass data from one block to the next without re-entering it manually.
To complete the rest of the set up, enter a value for each field. You will need to complete all setups before you can publish your workflow.
Adding a condition
Conditions allow you to create a more flexible workflow. You can create a condition at any point within your workflow. You can even create conditions within conditions.
There are two main options for adding conditions to your workflow:
1If / Else: Use this option to create conditional paths that check whether certain criteria are met before continuing the workflow
2Multi-branching conditions: These allow you to set up multiple conditional paths so your workflow can take different actions based on more than one condition
If / Else
If you choose to add an If / Else condition, you will have three options-- to use the person, item value, or status of an item or an item's subitems as a condition.
You can then set up the workflow from the point that the condition is met, and the point where the condition is not met.
After setting up the initial branches of your condition, it will look something like this:
If you already created a branch and you need to switch the brand from "Yes" to "No" or vice versa, you can hover over "Yes" or "No" and click the dropdown arrow.
Multi-branching conditions
Multi-branching conditions allow you to run options for multiple potential outcomes at once.
This is especially helpful in the case of Status Columns, to set up an option for each label.
When you select Multi-branching conditions, select a status column from your board. Then choose the matching labels for option 1 and option 2.
To add another condition, click on + Add condition. You can also choose what happens if none of the conditions are met:
The options are to:
- Stop workflow. This will terminate any runs of your workflow where none of the branching conditions are met.
- Do something else. This will allow you to add another condition, action, or delay block to your workflow.
Delaying an action
If you want to add a pause in between steps of your workflow, you can add a delay block. You can choose your delay duration and the exact time you want the next step to be executed. To learn more about delay blocks in depth, check out the delay block article.
Editing, deleting, and publishing
To tweak your workflow, you can:
- Delete any block at any point except for the first block that starts the workflow.
- Edit any block at any point.
To open a block's menu, use the three dots in the upper right-hand corner:
You can click on Change action type to change actions. Click on Delete to remove a block completely.
You can also add blocks at any point in your existing workflow by hovering over the line connecting between two blocks and then clicking on the plus sign that shows up:
When you're done building your workflow, click on Publish workflow.
After you publish, you will see a switcher icon in the top left corner that indicates the workflow is active. To deactivate the workflow, click to switch it off.
To edit the workflow, click the Edit workflow button in the top right corner:
While your workflow is in Edit mode, you can make changes. To keep your changes, click on Update workflow.
Helpful workflow tips
- As your workflow grows and you navigate through it, you will see a target in the top right corner. Click on this target to return to your last selected block:
- To make navigating your workflow easier, you can change the name of a block. Click on the name in order to change it and then press enter to save it.
- You can manage your workflows in the Autopilot hub. They can be accessed at any point by clicking on the Autopilot robot icon in the top right corner of the screen. This is also where you can review active vs. inactive workflows across your account.
- To check whether steps were completed, identify failed blocks, or confirm actions fired as expected, click Run history at the top right of your workflow.
- You can always stay on top of new features that have been added to the workflow builder by clicking on the gift box button at the top right of your screen:
Other features are available on workflows
FAQs
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.