monday.com Automations

 
Ever feel like you are doing too much manual work? Wish you could have monday.com take steps for you without learning to code first? You're in luck! 🍀
 
Our Automations allow you to use an event inside monday.com (like the changing of a status) to trigger an action (like sending a notification). This is done by using predefined automation flows which we have created for you to choose from. How does it work? Keep reading to find out. 👇
 
 
 Tip: You can watch our recorded automations webinar right here :)
 
 

How to add an Automation? 

To add an Automation, go to the board you want to create an Automation for and click on the Automate button, located on the upper right of your screen. 
 
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You will get to our Automations center as below: 
 
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What are the automation flows?

Automation flows are combinations of triggers and actions, which we provide for you, where you customize the parameters of each aspect of the flow to suit your exact needs. Let’s walk through an easy example: when status change to something, notify assignee every time period. In the platform, this would look like this 👇:
 
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In this instance, the trigger will be a specific status column changing to a specific label, where both parameters are chosen by you (i.e. which status column and which label). This trigger will cause the action (a notification, the wording which you will determine, being sent to the associated assignee). 
 
We have created many flows for you to choose from, allowing you to create lots of cool Automations inside your monday.com account. 
 

So how does this work? 

Once you've picked your automation flow, you will need to add your parameters. Anywhere in the flow which is underlined is a parameter. In our example, let's say that whenever the "Copywriting" status column updates to "Done", the associated assignee in the "Editor" person column, will be notified. 
 
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After clicking on the “notify” parameter you can type out what you want your notification to say. Variables for the item name, board name can be added to your notifications by clicking on on the blue buttons at the bottom of the notification editor.
 
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Then, for the purpose of this example, select the “Editor” column for the “someone” parameter.  
 
 
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After clicking “Add to Board”, the Automation will be turned on.
  
Now each time the Copywriting status is changed to Done, the person assigned in the Editor column will automatically get a notification in the bell icon and via email Every week Thursday. 
 
We’ve done it! Our first Automation is live. 🎉🎉
 
How to edit or delete an automation?
 
Once you have added Automations to your board, you can toggle Automations on and off using the switch icon. You can also use the pencil icon to edit the Automation or the trash can to delete it entirely.

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Notify someone when...

  • When date arrives and status is something, notify someone
  • When a column changes, notify someone
  • When date arrives, notify someone
  • When a status changes to something, notify someone
  • When status changes from something to something else, notify someone
  • When a new item is created, notify someone
  • When an item moves to group, notify someone after some time
  • When date has passed and status is something, notify someone every time period
  • When status is something notify someone every time period
  • Every time period, notify someone
  • When any update is posted, notify someone   
  • When an update is posted in this item, notify someone 
  • When an item is created in this group, notify someone 

 

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These automations allow you to notify users about different changes on a board and even customize the timing of these notifications.  The custom notification, created within the automations recipe, will appear in the user’s bell notifications once the parameters are set.  

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When status changes...

  • When a status changes to something, move item to group
  • When a status changes to something archive the item
  • When status changes to something, change another status to something
  • When status changes to something, set due date to current date plus some days
  • When date arrives and a status is something, change it to something else 
  • When status changes to something, push due date by some days
  • When a status changes to something, assign someone as assignee
  • When a new item is created, set it's status to something
  • When a status changes to something notify someone
  • When a status changes to something, create an item
  • When a status changes to something delete the item 
  • When a status changes from something to something else notify someone
  • When a status changes to something, assign a team as assignee
  • When a status changes to something, move item to group after some time
  • When a status changes to something, start time tracking. When it changes to something stop. 
  • When a status changes to something, stop time tracking 
  • When a status changes to something, start time tracking
  • When a status changes to something, set hour to current hour 

 

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This group of automations functions with the Status column and contributes to the efficiency of different workflows by triggering different actions as a project progresses, including adjusting due dates, moving items to different groups within a board, archiving items, and updating other dependent statuses.

Set recurring action for...

  • Every time period, create an item
  • Every time period, duplicate a group
  • When status is something, notify someone every time period
  • Every time period, notify someone
 
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Many teams work cyclically or on repeat projects and need to create recurring tasks and items.  Now, this can be done easily through the recurring action automations that allow you to create an item or duplicate a group at the time period of your preference.  You can set the time period on a daily, weekly, or monthly basis at a specific time of day.
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Set Due Date reminders to...

  • When date arrives and status is something, notify someone
  • When date arrives, notify someone
  • When due date arrives move item to group and push date by some time
  • When date arrives, move item to group
  • When due date arrives duplicate the item to this group and push the date by some time 
  • When date arrives and a status is something, change it to something else
  • When date has passed and status is something, notify someone every time period
  • When item is created, set due date to creation date plus some days
  • When status changes to something, set due date to current date plus some days
  • When status changes to something, push due date by some days
  • When date has passed and status is something, move item to group
  • When date changes, adjust another date by the number of days in number 
 
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You might notice that these automations were listed under the notifications section of the automations store.  These are also listed within their own section because they are specifically meant for reminding users of due dates in order to make sure tasks are being done on time. The first automation listed can even be accessed directly through the Date column when it is set to Deadline mode.  By clicking the column dropdown menu and selecting Set Due Date Reminders, you will be taken directly to the automation recipe.

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Item creation

  • When a status changes to something, create an item in board 
  • When due date arrives, create an item in board
  • When person is assigned to someone, create an item in board  
  • Every time period, create an item
  • When a new item is created, assign a team as assignee
  • When a new item is created, assign someone as assignee
  • When item is created, set due date to creation date plus some days
  • When item is created notify someone 
  • When a new item is created, set its status to something 
 

 

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These automations contribute to managing teams by ensuring team members are automatically assigned to items based on new item creation or status.  This saves time manually assigning team members and increases accountability as projects progress.   

Move Item

  • When a status changes to something, move item to group
  • When due date arrives, move item to board
  • When person is assigned to someone, move item to board
  • When a status changes to something move item to group
  • When date arrives, move item to group
  • When due date arrives duplicate the item to this group and push the date by some time
  • When date arrives and a status is something, move item to group
  • When an item moves to group notify someone after some time
  • When status changes to something, move item to group after some time
  • When due date arrives move item to group and push date by some time 

 

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Dependencies

  • Ensure that the date of an item always starts after the date of its dependency item
  • Ensure that this date in the item always starts after this other date has passed
  • When a status changes to something, change the status of its dependency to something 
  • Adjust this date to reflect the changes made in this other date of the same item
  • Adjust the date of an item to reflect the changes made in the date of its dependency item

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If you have due dates that are dependent on one another, you can now set those up through our dependency automations!  These automations work in conjunction with a dependency column, which you can add to your board directly through the automation recipe.  Click here to read more about setting up dependencies in monday.com.

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Cross-board

Many teams create boards on monday.com that organize separate projects and tasks but still contain information directly related to each other.  Cross board automations offer the ability for boards to interact by allowing an action in one board to trigger an action in a completely separate board.  With the recipes listed above, users can move items from one board to another or create entirely new items based on specific actions.  These automations add a new layer to team collaboration and allow monday.com users to manage interrelated projects seamlessly and cohesively.

  • When status changes to something, create an item in board
  • When due date arrives, create an item in board
  • When person is assigned to someone, create an item in board
  • When status changes to something, move item to board
  • When due date arrives, move item to board
  • When person is assigned to someone, move item to board
 

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The cross-board automations support all fields outside of the progress-bar and the mirror formula.

 If you have any questions about this or anything else in this article, feel free to reach out to us at customer success at [email protected]