Want to make the most out of your AI Workflows but are not sure what capabilities are available?

There are countless possibilities for autonomously executing your complex work processes with AI Workflows and the workflow builder.

Read on to learn more about which could be the most helpful for your needs.

Core building blocks

Using the power of monday AI within the workflow builder

Click on AI Workflows in the left pane to open the AI workflow builder:

Describe your process in plain language and click Build workflow to generate a workflow in seconds. 

If you prefer to build step by step, click + Start from scratch to open the canvas and add blocks manually. You can also choose from several templates to customize as needed.

Using sidekick in the workflow builder

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.

To use Sidekick in workflows, click on the Sidekick button on the top left of the workflow builder, and it will open up a chat window on the left of your screen to assist with the workflow configuration:

AI Smart condition

The Smart condition block lets you create dynamic conditions using AI, so you don’t need to manually define every rule. Instead of setting up multiple static conditions, you describe what you want to check in simple language, and the block evaluates the data accordingly. You can also refer to previous steps as in other workflow builder blocks.

To use it, add the Smart condition block to your workflow, enter the logic in plain terms (for example, what should qualify or trigger the next step), and connect it to the action that should happen when the condition is met. This makes your automations more flexible and easier to maintain as your data changes.

Loop block

The Loop block lets you run the same actions on multiple items in a single workflow run. For example, if a status changes on a parent item, the loop can automatically update every one of its sub-items without you having to trigger a separate workflow for each one. It also works with AI action blocks, for example, summarizing each connected record in a CRM board.

To set up a loop, start by choosing a trigger. In this example, we selected When status changes to something to kick off the workflow whenever a deal reaches a specific stage.

Next, add a Get all step before the Loop block. This step fetches the items you want to process: for example, all sub-items under a given item, all items in a group, or all items connected via a connect-boards column. 

Then add the Loop block and select the results from the previous step as the source. 

Inside the loop, add the action block you want to apply. Use Current result - Loop to refer to whichever item is being processed at that moment. 

Steps placed after the Exit loop block run once when all items have been processed: for example, sending a notification to confirm the batch is complete.

The Loop block works with the following:

• Sub-items — all sub-items under a given item
• Items — items in a board or group
• Connected items — items linked via a connect-boards column

Update item and update subitem

Use the Update item and Update subitem blocks to update multiple column values at once in a single block. 

Delaying your workflows

To add a pause in between steps of your workflow for a set amount of time, you can use the delay block, creating a flexible workflow timing schedule that works for you. Check out this article to learn more about the delay block.

Get item data from a previous step

If you'd like to get information from a step you've used in a previous workflow block, you can use the Get item data action block. This will automatically fill in the information from your selected step. You can even add this data to an item on a completely different board.

Change any column value

The Change column value action block allows you to change the value of any column value in a board.  

You can change the value of any column within this one dynamic block that automatically matches your column to the value chosen. You can also a change column value for a subitem. 

When any item column changes block

Using the When any item column changes block can trigger your workflow without having to specify a particular column so any changes in any column on your board will automatically trigger your workflow.

Board structure and cross-board actions

Integrating subitems

You can integrate subitems seamlessly into almost any workflow capabilities. 

When referring to a subitem, you would use the Subitem ID instead of the Item ID. This will allow you to modify columns, notify users, delete and archive, archive and duplicate, and more.

For example, here's a workflow where we'd like to send an email with content from a subitem:

Duplicating your workflows

Duplicate any existing workflow without having to rebuild it from scratch. This way, you can easily use the same workflow logic and structure for various projects across different boards.

Create board and Duplicate board blocks

The Create board action block helps you automate one of the most fundamental building blocks of any monday process: board creation! This block allows you to reuse boards directly in your workflow process.

You also have the option to use the Duplicate board block in order to duplicate an existing board. You can opt to duplicate the board's structure only or to also duplicate the content, as well as manage board members and owners.

Create from template

The Create from template action block allows you to create instances from a template as part of a workflow.

For example, when a status changes, you can create a new board from a template, as shown below, that then creates a new item using the item ID from the first step of the workflow.

Push date and Set date blocks

Both the push date block and the set date block allow you to set a custom date for your workflow steps.

• The Set date block gives you the flexibility to set the date as a custom date, today, or the date from a previous step.
• The Push date block allows you to push the date by a custom interval such as days, business days, weeks, or months. You can also selected the duration from a previous step.

Find connected and matching items or subitems

The Find connected item/subitem and Find matching item/subitem action blocks will help you locate and then use or update any item by column value or by board connection. This is extra useful for cross-board workflows in order to easily manage data in multiple independent boards.

• Find connected item - this block allows you to find a connected item (using the Connect board column) and then perform any action on it or use its data from other columns.
• Find connected subitem - with this block, you can get the connected subitem and perform any action on it. For example, when an item column is updated in an Epic's board, you can find the connected subitem in the Release board and update its column name.
• Find matching item -  this action block allows you to find any item in any board matching a column value and perform any action on it or use its data from other columns. 
• Find matching subitem item block - this block allows you to search for any subitem by column value across any board. You can then perform actions on the found subitem or its parent item.

Move item to board

Move an item from a source board to a target board with column mapping support using the Move item to board block.

For example, When an item is created in the "Leads" board, you can move it to your "Clients" board and choose which columns carry over, like syncing "Email" with "Client Email" or "Status" with "Deal Stage."

Use files from update

With the Use files from update block, automatically pull files from updates as part of a trigger's output, meaning that files can be directly inserted into a Files column on any board. Insert files into a Files column wherever you need them.

When using the trigger "When update is created," you can also pull files from updates.

Set timeline dates

monday workflows has the unique ability to populate the Timeline Column with start and end dates. You can update the timeline start and end dates individually using any date column value from a previous item in the workflow. You can also manually set any date.

You can also choose Today to select the current date. This is a dynamic field, meaning that the date will be set to the current date on the day that the action is triggered by the workflow.

Triggers and conditions

Using a new user joining your account as a trigger

Using this trigger will set your workflow in motion whenever a new user joins your monday.com account. This is especially helpful for any team that hopes to set up an orientation for their monday.com account, or any team coordinating company or team onboarding.

Slack integration action block

Slack integration action blocks enable you to send a Slack message, create channels, notify others in specific channels, and invite others to channels all directly from workflows so you can maximize collaboration while minimizing manual tasks.

• Notify users - Send others a Slack message whenever a previous item is done.
• Create channel - Automatically create a Slack channel from within your workflows.
• Notify in channel - Message others about anything you need directly from workflows in any Slack channel you choose.
• Invite to channel - Effortlessly add anyone to any newly created Slack channels directly from your workflows.