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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 below to find out!
 
 
Tip:  You can watch our recorded Automations webinar right here :)
 

 

How to add an Automation Recipe? 

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 is an Automation Recipe?

Automation recipes are combinations of triggers and actions that we provide for you, in which you customize the parameters of each aspect of the recipe to suit your exact needs. Let’s walk through an easy example: when {status} is {something}, {notify} {someone} {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 you choose both parameters (i.e. which status column and which label). This trigger will cause the action (a notification--the wording of 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 recipe, you will need to add your parameters. Anywhere in the recipe that is underlined is a parameter. At monday.com, we have a bugs queue board in which our customer success team can report any bugs. 
 
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Once a bug is marked as done, we want to make sure the reporter of the bug gets notified. We will set up the below automation: 
 
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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, etc. can be added to your notifications by clicking on on the blue buttons at the bottom of the notification editor.
 
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Once done, click on  “add to board”  to turn on your automation. We’ve done it! Our first Automation is live. 🎉
Now each time a bug is fixed, the reporter will get notified and will be able to inform his/her client accordingly. 
 

More Automation Resources

What is Mapping?

Are you using an automation recipe to create items on one board or cross-board? Mapping allows you to select specific column data to be pulled from a previously created item on your board into a new dynamic item. Anywhere in a recipe that has an underlined {item} field designates mapping.

For example, let's say we have a recurring task that needs to be created in our board every Monday. 

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You are able to map into the recipe's {item} field which information will be created in each column.

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Note: When your automation recipe involves creating a new board, you will have the option to choose what kind of board the automation will create (Main, Shareable or Private) and in which Workspace that board will be created. 

 

Mapping terminology

  • Dynamic Fields

Column specific data on your board that can be pulled from a current {item} into a new {item} automatically created. Dynamic fields are designated by a blue plus sign on the right side.

  • Static Fields

Designated by a grey box, this is information that can't be mapped. Instead, if a value is added it will be the same for each auto {item} added. In the example below, the name, person, status, date, and email can be mapped however the time tracking and location cannot.

 

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Note: In order to map dynamically cross-board, the column must exist on both boards.

 

Time zones and time-based automations

You may be wondering how time-based automations work. For example, {When} {date} arrives, {notify} {someone}. The same time-based automation will run at different times for different users if they have different time zones configured in their desktop settings. Meaning, if your “When” in the aforementioned recipe is set to 9 am, New York City users will be notified at 9 am EST and Tel Aviv users will be notified at 9 am IDT.

As mentioned, time-based automations will run on your local desktop’s time zone. However, if your time zone settings under My Profile are extremely different than your local time zone (more than a few hours), you may see an issue. If this is the case for you and it is essential that these two settings are different, please reach out to our support team at [email protected] and explain a bit about your use case so that we can pass on feedback about this to our team!

 

Pre-made automations

A pre-made automation is an automation that’s set up on your board by monday.com upon the board’s creation. In your Automation Center, those automations will look like this:

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If your board was created with pre-made automations, those automations will behave somewhat differently than automations you set up yourself. For example, when upgrading from a trial account to a Basic account, these automations will continue to run although the Basic plan does not support automations. However, you still will not be able to add automation to new boards, and when these pre-made automations are turned off, you will not be able to turn them back on again.

 

Subitems and automations

You can now use select automations with subitems! 🎉  Visit the Subitems section of the Automation Center to see recipes specific to subitems:

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You can also see whether or not an automation recipe supports subitems by going to the Automation Center and looking for the "Supports subitems" note:

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Where supported, you can use a subitem as either a trigger or a field in the notify section of a recipe:

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As for custom recipes, subitems are supported for all triggers except:

  • when an item is created
  • when an update is created
  • when an item moves to group
  • when an item moves to board

 

Automation Column Support 

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

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

The below column types are currently not supported in the mapping of an item:          

  • Tags
  • Mirror
  • Dropdown
  • Time Tracking
  • Dependency
  • Link to Item
  • Location
  • World Clock
  • Phone
  • File
  • Week
  • Link
  • Country
  • Team
  • Vote

 

Note: For security, columns with the permission setting "restrict column view" will not be supported in automation and integration recipes.

 

Automation Activity Log

Keep track of your automations activity with the activity log!

 

  • Where to find it?

Whenever an automation is triggered, you will have the ability to keep track of what happened on your board through the log. You will find the activity log on the top right of your board as below: 

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The automation activities will have the robot icon as shown below:  

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  • Analyse your automation 

 By clicking on the small triangle as shown below, you will be able to see the initiating trigger. 

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Let's say we have the following automation on our board: 

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If I change the status of phase 1 to done, it will trigger another status for phase 2. The activity log will display who changed the status of phase 1 and which action did it trigger: 

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  • Edit your automation from the log

Hoover on the robot with your mouse to see the full detail of the automation: 

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The Green dot indicates your automation is active and the sentence is the configured sentence of that exact automation. With the "Edit" button you can immediately go and edit your automation right from the log! 🤩

If your automation has been deactivated from the board, the dot will be grey. If the automation has been completely deleted from your board, you will see the additional message as below: 

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Note:  The activity log does not yet fully support all our automations. Automations that are triggered by a date column (e.g. when a date arrives) will not reflect in the log. We are planning to release it in the upcoming weeks. Stay tuned! 

 

Duplicating a board with automations

When duplicating a board, your automations will also be duplicated except for the following recipes: 

  • Automation recipes that include mapping
  • Cross-board automation recipes

For more information about how to duplicate a board, check out this article

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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Note: Automations can be duplicated across boards and templates as long as they are toggled on in the automations store. Cross board, time tracking, recurring and any automation where you are able to "map" fields in the item are not supported when duplicating or templating a board. 

How to transfer ownership of automations

A new tool has been added to the Admin section of your account. Now, you can transfer ownership from one person to another person with a few clicks!

To access this new tool, navigate to your avatar > Admin > Users > Automations Ownership.

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On this page, use the dropdown menu to select the current owner and the new owner. Click "Change owner" and you're good to go!

Why is my automation disabled?

If you are having any trouble with your automation recipes, be sure to check out this article "Why are my automations disabled?"
 
 

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

Have feedback? Would you like to see how other teams are using automations as part of their workflow? Check out our monday.com community