Who can use this feature:

Available on Ultimate plan

Overview

Conditional status changes let you require specific fields before someone can change a Status Column to a specific label. Conditions are set by the board owner. For example, to mark a deal as Won, your team member must complete the Amount field.

What do I need before I set up conditional status changes?

To set up conditional status changes, there are a few requirements:

• you must be subscribed to an Ultimate account
  • you must be using monday CRM. Also available on monday service. (This linked article explains which features are unique to monday service and how they compare to monday 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 do conditional status changes work?

To learn more about how conditional status changes work, let's use an example.

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.

How do I set up conditional status changes?

Use these steps to add label change conditions to a Status Column on the board where you want to enforce required fields.

Steps: Set up conditional status changes

1. Navigate to the board where you want to set the conditional status.
2. At the top of the Status Column, select the three-dot menu.
3. Select Settings.
4. Select Set label change conditions.
5. In the pop-up, choose the status label that you want to set conditions for.
6. Choose the field that you want filled out when that status is selected. 
7. Optionally, check the Required box to make the field required.
8. Select Apply.
9. Optionally, select New label change condition to add another condition.
10. Select Save.

When your team changes a status, they’ll receive a form prompt to complete the required fields.

 

Which columns are supported as conditions?

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: 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.

 

Restrictions and error messages

You can set restrictions to control who can select Status Column labels and what information is collected when a label is selected. 

Dropdown Columns

You have the option to restrict the number of labels that a teammate can select from the Dropdown Column. This limitation will be enforced when you connect the Dropdown Column to a conditional status change.

Steps: Limit Dropdown Column labels for a conditional status change

1. Open the Dropdown Column menu.
2. Select Settings.
3. Select Customize Dropdown column.
4. Tick the box to the left of the option to set a limitation.
5. Choose the number of labels you want to enforce.

 

When a teammate selects the connected status, the limit you set dictates the maximum number of labels they can choose. Once they've reached the limit, the remaining labels will be greyed out.

In this example, the team member who chose Stuck was only allowed to choose two labels to indicate the reason for the delay:

 

Restricting edit permissions

If you've set up column permissions to restrict editing to certain users, this restriction will carry over when that column is connected to a conditional status change. If a teammate selects the correlated status and does not have permission to edit the connected column, they will receive an error message:

 

Hidden columns

If you've restricted viewing access for a column, the members who do not have viewing permission will not be able to select a status that correlates to that column. If they select the status, they'll receive an error message:

 

Deleted columns

If a column connected to a conditional status change has been deleted, any teammate who selects that status will receive an error message:

You will see that the conditional status change directs to a deleted column.

To see this, open your Status column settings and select Set label change conditions. You will see Unavailable Column followed by a unique ID for the deleted column:

When are conditional status changes skipped?

There are a few cases where conditional status changes are skipped.

• 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 a value already exists in the conditional field, it will show up in the form when your teammate changes the status. That way, they don't have to re-enter the data!

We hope you enjoy this enhancement to monday 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.

FAQs

What happens if I don’t meet the prerequisites?
Conditional status changes can only be set up if you meet the requirements listed in the Prerequisites section.

Why are my conditions not being enforced?
Conditions are skipped when the status is changed by an automation, Batch Actions, an API call, or from a dashboard.

Can I use conditional status changes on mobile?
Currently, conditional status changes only work when you or your team are using monday.com from a web browser.