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monday.com Automations

 
 
 

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!).

Show me the definitions for these
  • 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".

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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!

Note: To learn more about automation actions and how it affects pricing, check out the Automation and Integration Actions article.

 

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:

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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.):

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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:

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Note: The labels displayed correspond to the labels of the Status Column selected from your board.

 

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! 💥

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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:

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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!

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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. 🎉

Tip:  You can add multiple different actions onto your automation recipe! We'll go over how this can be done shortly. 

 

Multi-step automations

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!

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Pre-set automation recipes

Are you looking to use an automation from a pre-prepared template rather than creating your own? The categories in the left-hand menu are a good place to start. Browse these categories to find what you're looking for or use the search bar to instantly get started with a pre-created recipe.
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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!
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To learn more about these categories and the different types of recipes that we offer, check out these articles: 
 
 
 

 

Edit, delete, template, or duplicate an automation

 
  • Toggle automations on or off
Once you have added Automations to your board, you can click into the "Board Automations" tab and toggle Automations on and off using the switch icon as below.
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  • 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!

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  • 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!

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Tip: Automations can also be duplicated across boards and templates as long as they are toggled on in the Board Automations section!

 

  • 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!

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  • 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".

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

  • Formula
  • Auto Number
  • Progress
  • Dependency
  • Connect Boards

 

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 purposes, columns with the column viewing restrictions will not be supported in automation and integration recipes.
 
 

Time-based automations

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 support@monday.com and explain a bit about your use case so that we can pass on feedback about this to our team!

Note: If you are using a recipe that states "When date passed..." the automation will trigger on midnight of that day.

 

How to transfer ownership

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.

Note: Currently, you can only transfer ownership of automations , not integrations.

 

To do this, click on your profile picture, then "Admin", "Users", and "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!

Note: To successfully transfer ownership, the current owner of the automation must be an active user in the account. The transfer will not work for deactivated users. 

 

Automation rate limitations

While there is no limit on the number of recipes that can be created, there are some limitations when it comes to the number of automations that can be triggered or actions that can be performed through the API per minute. We have this limits in place in order to prevent the overloading of our servers.

 

  • Trigger rate limit:
    Exceeding the trigger rate limit WILL disable the recipe. If you reach these limits, you'll receive a bell notification alert & the automation will be turned off.

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  • Action rate limit:
    Exceeding the action rate limit will NOT disable the recipe. If you reach these limits, you will receive a bell notification alert.

 

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Additional resources

If you couldn't find what you're looking for in this article, not to worry. Here are a few more resources for you:
  • 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:

 

 

 

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

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