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How To Create Recurring Tasks

While we may always be innovating and growing at our workplace, sometimes our workflow still follows certain patterns or repetitions. That often means that on monday.com, we repeat certain actions, use the same notifications, board structure, groups, or even items for a lot of our projects! That's why we want to share a few tips and tricks to create recurring tasks to make your workflow smoother! 🤩

 

Reset a Group every time period

  • Use case

At our small soap making company, we keep a "Schedule" board with meetings and tasks that we do on the same day of the week every week. 

At the end of every week, we reset the Status Column so that we can fill them in based on the upcoming week! Instead of doing this manually each week so that we don't forget or get confused, we use an Automation! Check out how we do this hands-free with an Automation recipe!

 

 

  • Automation

Click the robot icon to launch the Automations Center:

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From the "Recurring" category in the left panel, choose the Automation "Every time period, clear column". 

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Now, you can customize all of the underlined phrases. In the image below, we've customized our Automation to reset the "Status" Column:

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We then customized how often we want the Column to reset! In the image below, we selected "Weekly" on Mondays at 9 am. 

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We can add this Automation for each of the Columns on our board to start each week with a clear board!

 

 

Notify your team every time period

We found that our Sales Team was forgetting to restock the shelves in our stores at the beginning of every week, and we don't want our customers to see empty shelves! To fix this problem, we've added this great automation:

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We customized the automation to notify the entire Sales Team every Monday morning at 9am with the message "Reminder to restock shelves!". Now, we start every week with a fully stocked store and happy customers!

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Tip:  We can use this automation to notify anyone of anything! For example, we use it to remind our entire team to fill out the hours they worked in our billing calendar at the end of every month! We also use it to notify our team that the alarm will be set at the end of every Friday so that they can log off and leave the building in time! The possibilities are endless!

 

Create a group every time period

  • Use case

We keep track of all of our store's inventory orders throughout each month. Every time a store needs to restock a product, they request the product and quantity using this board, and then we can tally up the numbers at the end of the month to see how much we should be producing back at the factory!

Some of our store managers were forgetting to create new order requests in a new group at the beginning of the month, and our statistics were skewed, so we started using this great automation to create a new group for us at the beginning of each month!

 

 

  • Automation 

 

From your Automations Center, select "Every time period, create a new group", as shown here:

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Now, just customize the recipe as we've done below! You can choose how often a new group is created, and at exactly what time!

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You can use a similar Automation to create a new item every time period! 

 

 

Duplicate a group every time period

  • Use case

We release a brand new product every month! Every time we release a new product, we follow the same workflow, which we track with our "Product Release" board. Each group in this board is a different new product, and the items in each group are the different events related to its release. Rather than rewriting each item every time a new product is being released, we'll use an automation to duplicate the group!

 

  • Automation

From our Automations Center, we'll select the "Every time period, duplicate a group" automation. 

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Now we can choose which group we want to duplicate and exactly when! We chose to duplicate "Candied Apple Spray", but they are all the same, so it doesn't matter in this case. We chose to duplicate the group every month on the 1st of the month at 9am so that we can start working on our new product release right at the start of each new month!

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Now we have a fresh new group created right at the top of our board! 

Since our group has been created identical to the original "Candied Apple Spray" group, we want to clear all of the data using batch actions! First, we'll change the name and the color of our new group. Next, we'll hover over the left side of each item, to select each item in the group. Now, we just have to reset each column, just like this:

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 Read this article to find out all of the cool actions you can do with Batch Actions!

 

 

 

If you have any further questions please feel free to reach out to us at [email protected]. We are available 24/7.