Subitems provide your board with a deeper structure by letting you add an extra layer of information within the items on your board! You can use them to better support your workflow or enable more complex workflows on a single board.
Utilizing Subitems will give you the low-level item detail that you are looking for when breaking down your work for a more granular view. 🙌
How to create Subitems
You can create Subitems from any of the following locations:
1. Add it from the columns center:
2. Right-clicking on the item name and pressing "Add Subitem":
3. From the item's dropdown menu and selecting "Add Subitem":
Which column types can be added to Subitems?
You have the ability to add most of the columns from the column center to your Subitems. We currently do not support the Dependency Column for Subitems but we are working on it. Stay tuned for updates very soon!
How to expand and collapse Subitems
You can expand and collapse your subitems in two different ways:
- You can either click on the subitem icon in the subitem column
- Or, you can use the right-click menu of the specific item.
To duplicate a subitem, simply select it on the left side and press "Duplicate" from the resulting menu on bottom of the screen.
Additionally, when duplicating an item or a group or board of items that contains subitems, the subitems will also duplicate. 🙌
Moving subitems between items
To move subitems between other parent items on your board, simply hover over the left of the subitem and select it. Once the subitem(s) are selected, press on 'Move to' in the menu that appears at the bottom of the screen and select the item that you'd like to move it to:
Move items with Subitems to another board
To move items with Subitems to another board, simply select the item(s) that you are looking to move, press "Move to board" and select the board of your choice.
From there, you'll see the following screen pop up where you can "map out" the parent and Subitem columns according to those on the destination board. Keep in mind, if there is no matching Subitem column on the destination board (as shown in the "Tags" column in the GIF below), that column's data will not transfer over.
Once you press the blue button to move the information, you should be all set! If there are any columns which do not match those of the destination board, you will be able to choose to go back to the column mapping or to move items anyway:
The moment that you've been waiting for has arrived, you can now convert Subitems into parent items and vice versa, too! Let's see how you can perform each of these actions below.
- Convert Subitem to item
To convert a Subitem to an item on your board, select a Subitem from the left side and click "Convert" on the bottom pane that appears or through the Subitem menu or through the subitem menu.
From there, you'll be able to "map out" the column values according to the parent items on your board. If your parent items have more than one of the same column (as we have multiple Status columns in the example below) you can choose which one it will be converted to.
- Convert item to Subitem
Similar to the conversion shown above, to convert an item to a Subitem, you can start by selecting the given item on the left side and clicking "Convert" on the bottom of the screen or through the item menu. Doing so will prompt you to choose the parent item which the converted Subitem will fall under, as so:
After selecting the parent item that the converted Subitem will belong to, you can then map out the column values according to the Subitem column types on your board.
Get a visual overview of Subitem data
If you’d like to see the aggregated data of your subitems on the parent item, you can mirror it using the rollup feature! In the subitems, open the desired column settings you want to reflect on parent item, and select "Show Summary on Parent Item":
You can summarize many different subitem columns on the parent item, such as the Tags Column, Time Tracking, Date, Numbers, and more to get a clear overview of your subitems in one place:
Subitems Activity Log
Looking to track the different actions that you and your team performed on a board's Subitems? We created an Activity Log for your Subitems for this exact purpose!
To access the Subitems Activity Log, simply click to on a Subitem to open it up and then select "Activity Log". Here, you'll find an ongoing list of the actions performed on that given Subitem. 🙌
Subitems in the Dashboards
In terms of viewing subitem information on the Dashboards, at this time, the Gantt, Timeline, Workload & Calendar widgets allow you to show subitem data with in them. Keep your eye out for more subitem widget support in the future!
At the moment, as subitems are still in Beta, they are not supported on all monday.com features. Keep in mind the following limitations when looking to use subitems:
- Subitems are not supported on the board views at the moment.
- Subitems are not supported on the quick or advanced Board Filter. They are, however, supported on the board search bar and person filter.
- Not all widgets support subitems. As mentioned previously, currently only the Gantt, Timeline, Workload & Calendar widgets allow you to view subitem data within them.
- Converting an item to a subitem or vice versa is not possible at the moment.
What’s next to come?
As subitems are in Beta, and we are continuously adding more features and ironing them out! These are some of the things we are working on:
- Full support on views and dashboards
- Full support on our mobile apps
Check out the full roadmap release plan here. 🌟
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!