5 min read

Feature

Who can use this feature:

monday 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 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 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.

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.

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:

 

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.

 

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.

To set this up, open the Dropdown Column menu and select Settings > Customize Dropdown column:

From there, tick the box to the left of the option to set a limitation, and choose the number of labels you want to enforce.

When a teammate selects the connected status, the limit you set will dictate the maximum number of labels they are able to 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:

On your end, you will be able to 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:

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!

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.