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Alerts and Reminders with Automations

Looking for a way to be automatically notified of approaching our past due items on your monday.com board? Using monday.com automations, you can now create a due date reminder by scheduling an automation based on a date or timeline column (whether it's set in Deadline Mode or not!).

There are a couple of ways to set up your due date reminders: (1) from your automations center or (2) directly from your date or timeline column menu. This article covers both methods.

 

How to add from the Automations Center 

You can find a wide range of automation recipes under the "Notifications" tab of the automation center.

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   The When parameter above can be configured to:

  1. Run exactly when the date arrives.
  2. Schedule the automation to run on a relative time.
  3. When a date has passed. This means the automation will run at midnight after the date has passed. This recipe does not work retroactively.

 

Note: Learn how to configure your automation here: monday.com Automations.

  

 

How to add from your column menu

You can also add a reminder directly from your date or timeline column! You will be presented with two different selections depending on whether your date column is set-up as a deadline.

  1. Date column isn't set-up as a deadline:

To set up reminders, simply select the drop-down carrot to open up the column menu settings and select "Set Date Reminders".

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You'll be navigated to the first of the automations listed above, "When date arrives, notify someone." The specified column will automatically be filled - you'll just need to choose when you'd like the notification to run and who you'd like to notify!

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  •  Date column is set up as a deadline mode:

If you have already linked your date or timeline column together with a status column in Deadline Mode, you'll experience a slightly different setup. As above, open up your column menu. You'll see instead the option to "Set Due Date Reminders".

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When clicked you'll be navigated to the recipe: "When date arrives and status isn't something, notify someone". Again, the column that you've selected will be pre-filled, as will the status column to which it is linked. You'll need to define the when field, as well as who you would like to be notified.

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Note: You can also set your own alerts to upcoming item deadlines by connecting monday.com to your calendar. Learn more about setting up reminders using calendar integration here.  

  

How to configure the "notify" field

The notify column can be customized to your team's needs. Click on your columns in the "Supported Fields" box to add a dynamic element to your automated notifications. 

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Note: The notify section doesn't support HTML formatting at this time. 

  

Column Support for "notify" field

The below column types are currently not supported in the "notify" field of the automation        

  • Formula
  • Auto Number
  • Progress
  • Dependency
  • Link to Item

      

Note: When adding a date column to the "notify" field in the recipe, the notification sent only supports a *European date* format.

 

So let's dive into a use case 😀 

 

Use Case

When {date} has passed and {status} is {something}, {notify}{someone}{every time period}

Use case: A sales team needs to send client follow-up emails "x" days after a call. If the client email status isn't marked as done by the due date then a reminder will be sent to the Sale's lead at specified repeating times until the status is updated. 

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We will use the following automation recipe: 

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Remember! This recipe checks every day at midnight to see if any item's date has passed. If the date has passed, the automation will trigger.

 

 If you have any questions, feel free to reach out to our customer success team at [email protected].