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Conditional status changes

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Who can use this feature:
monday sales CRM users
Only available for Enterprise accounts

 

Sometimes, when our team is in a rush, important details are left out of a deal update. With our latest addition to monday sales CRM you can set conditions for updates, ensuring that important details are never left out again! Read on to learn about how to set up conditional status changes. 

 

 

Introducing conditional status changes

Our new conditional status change feature allows you to enforce required fields when changing a status label. This means that certain conditions, set by a board owner, must be met in order for a member of your team to change a status column to a specific label. For example, in order to mark a deal as "Won", your team member needs to complete the "Amount" field.

 

 

Prerequisites

To set up this feature, there are a few requirements:

  • you must be subscribed to an Enterprise account
  • you must be using monday sales CRM
  • you also must be the owner of the board where you hope to set up the conditions

If all of these requirements are met, you can set up conditions on specific status labels. 

 

 

How it works

To learn more about how this feature works, let's use an example.

Use case

In this example, you are the manager of a sales team. Your VP wants a breakdown of the industries that your team has received opportunities from. To gather this information without having to send reminders to your team, you can set a conditional status. This way, your team is required to complete the "Industry" field for an opportunity when setting the "Priority" status.

Setting it up

To start, navigate to the board where you want to set the conditional status. At the top of the status column, select the three-dot menu. Select "Settings" and then the "Set label change conditions" option:

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The pop up will guide you through how to set conditions. First, choose the status label that you want to set conditions for, then choose the field that you want filled out when that status is selected:
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Check the "Required" box to make this condition a requirement. Required fields will be indicated by a red asterisk. In the above below, the "Required" box is checked. This means that your team won't be able to change the status to "High" priority without first filling out the Industry field.
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You can also add multiple fields for one status and choose whether each field is required or not.
To apply a condition to your board, select "Apply":
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You can add additional conditions by selecting "New label change condition":
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Click the "Done" button to save your conditions. 
Now, when your team changes a status, they'll receive a form as a prompt:
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That's it! With a few clicks, you can enjoy more streamlined teamwork.

 

 

Supported columns

The conditional status change can only be triggered by changing a status column label.

The following columns are supported as conditions for changing a status:

  • Status column
  • People column
  • Date column
  • Link column
  • Text column
  • Long Text column
  • Numbers column
  • Phone column
  • Email column
  • Dropdown column

 

Note: It's important to note that you can only set a condition that one field must be completed when changing a status label. At this time, this feature does not make it possible to set a condition such as: When Status Column A is changed to label X, your team member needs to also change Status Column B to label Y. If this is in line with your desired outcome, you may be better served by automations.

 

 

Important information

There are a few safeguards in place to make sure that your operations continue to run smoothly.

  • The conditions you set on a status change will be skipped if the status is changed as the result of an automation, Batch Actions, or an API call.
  • Conditions will also be skipped if an item's status is changed on a dashboard.
  • Currently, this feature will only work when you or your team are using monday.com from a web browser. Typically, monday.com is used on mobile when your team is on the go. We don't want to slow you down! So for now, this feature is not active on mobile.

A few other notes worth mentioning:

  • If there is already a value in the conditional field, that value will show up in the form when your teammate changes the status. That way, they don't have to re-enter the data!
  • If a column is restricted from view for certain teammates, it will not show up in the list of columns available when setting conditions.

 

We hope you enjoy this new enhancement to monday sales CRM. If you'd like to see additions or changes to this feature in the future, we want to hear from you! Let our team know your thoughts.

 

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.