Ever feel like you're doing too much manual work? Wish you could have monday.com take steps for you without learning to code first? You're in luck!
Take your workflow a step further with our automations! This amazing feature allows you to create your own automated workflows, or to choose from pre-prepared templates. Build out new combinations tailored to your team's needs and make them fit perfectly into your specific workflow!
Learn the lingo
Every automation has a trigger, a condition, and an action (or multiple!).
- Trigger: an event you choose which sets the automation into motion.
- Condition: a requirement that the trigger must meet in order for the automation to work.
- Action: an event that occurs as a result of the trigger and condition being met.
To further understand triggers, conditions, and actions, let's look at an example of a recipe: "When a status changes to something, then archive item".
In this case, the trigger is "When a status changes". The condition is "to something" (in our case, we chose the "No longer relevant" status label) and the action is "archive item".
With this automation in place, every time an items' Status Column is given the "No longer relevant" label, that item will be automatically archived!
Add an automation
When adding an automation, you'll have the option to customize your own recipe or to choose from a pre-set automation recipe (we'll show this later on!). To begin adding a custom automation, click to access the Automations Center and then select "Create custom automation" as so:
Now time to customize it! 🎉
Step 1: Choose a trigger
The first step in building your automation is to click on "When this happens" to pick a trigger. You can then choose a trigger from the options presented in the dropdown or by clicking "More options". A trigger can be a column from your board (i.e. Status, People, Date, etc.) or an action/event (i.e. item created, every time period, etc.):
In the example above, we've chosen the trigger to be a Status Column changing to something. Now, it's time to select the condition for this trigger!
Step 2: Select a condition
Depending on the trigger you've picked in step one, you will then need to select a condition. In this example, we want to trigger an action when the Status Column titled "Contract" changes to "Signed".
To do this, we've clicked into the underlined fields and selected the Status Column with the name "Contract" and then we've chosen the label "Signed" as so:
If you'd like to specify additional conditions in your recipe, simply click on the plus sign next to the condition that you set and choose another one! As an example, we've added another condition of "if person is someone".
Now, the automation will only be set in motion if "Contract" changes to "Signed" and if the sales rep is assigned to Noy! 💥
Step 3: Set an action
Now that the first part of our automation (trigger + condition) is ready, it is time to pick an action for it! To choose an action, click on the grey "Then do this" field. From here, you can select an action from the options presented in the dropdown or by clicking on "More options".
For our automation, we chose the "notify someone" action, as below:
Now it is time to finalize the selected action! To customize the exact action that will occur, click into the underlined field(s). In our case, we'll use the "notify" field to customize the notification message that will be sent, and then we'll choose who will receive this automatic notification by clicking into the "someone" field!
And voila, our automation is now ready! By selecting the blue "Create Automation" button, the automation is now good to go. With this in place, every time that the "Contract" Status Column is given the "Signed" label, the Sales manager will instantly receive a notification about it. 🎉
If you're looking to create longer and more complex automation flows, you can add multiple different actions onto a single automation recipe! To do this, simply click on the plus sign to the right of the action you already set, choose the additional action, and then fill out the underlined fields.
You can continue adding more and more actions to a single recipe, as you'd wish!
After selecting a pre-prepared recipe template, all you have to do is fill out the underlined fields, click on "Create Automation", and you're good to go!
Edit, delete, template, or duplicate an automation
- Toggle automations on or off
- Edit an automation
To edit the way you've configured your automation, click on the three dot menu and press "Edit Automation" as below. Clicking on this will open up the automation editor where you can reconfigure your recipe as you wish!
- Duplicate an automation
You can also choose to duplicate an automation from the same three-dot menu by pressing on "Duplicate Automation"! Clicking on this will open up the automation editor where you can edit the automation if you wish. To complete the duplication, make sure to select on the blue "Create Automation" button and you'll be good to go!
- Save an automation recipe as a template
You can save your own custom recipe as a template and make it available for anyone to use in your monday.com account. To do so, click on the three-dot menu to the right of the automation, select "Save as a template", give it a name and click "Create Template" to save it!
- Delete unwanted automations
Should you wish to delete an automation recipe, you can also do so from the same menu by clicking on "Delete Automation" and then "Delete Permanently".
The below column types are currently not supported in the "notify" field of a notification automation:
- Auto Number
- Connect Boards
The below column types are currently not supported in the mapping of an item:
- Time Tracking
- Link to Item
- World Clock
You may be wondering how time-based automations work. For example, in the "date" field in the following recipe: 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 firstname.lastname@example.org and explain a bit about your use case so that we can pass on feedback about this to our team!
As an admin of your account, you can transfer ownership from one person to another person with a few clicks! This can be a great option if you want a teammate to take over a board you are managing and grant them the ability to edit automations that you've set.
To do this, click on your profile picture, then "Admin", "Users", and "Automations Ownership".
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!
Automation rate limitations
- Each automation recipe can perform 4500 triggers and 4500 actions per minute (around 75 triggers/ actions per second)
- Each integration recipe can perform 4500 triggers and 1800 actions per minute
- API calls limit:
- Automation actions: 5000 actions per min per board
- Integration actions: 2000 actions per min per board per integration
Should you reach one of these limits, you will receive the following bell notification alert and your automation will turn off:
- Why is my automation deactivated: If you are having any trouble with your automation recipes, be sure to check out this article.
- Pricing Information: If you are interested in learning more about pricing, this article discusses Automation and Integration pricing.
- Automation and Integration Actions: Review all the details behind triggers and actions.
Button column: The new button column works with automations. You can set up the column so that clicking the button in the column makes an action occur.
And if you're looking for information on specific categories of automations, check out the following articles:
- Status change
- Recurring tasks
- Date reminders
- Item creation
- Move item (within a board)
- Custom recipes
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!
Have feedback? Would you like to see how other teams are using automations as part of their workflow? Check out our monday.com community.