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The Subitems

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

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2. Right-clicking on the item name and pressing "Add Subitem":

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3. From the item's dropdown menu and selecting "Add Subitem":

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Note: Once you've added a Subitem, a Subitem column will be created indicating the number of subitems you have within each parent item on your board.

 

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!

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NoteSubitems can have their own column structure that is separate from the parent items on the board. All the Subitems on the board will have the same column structure as each other, though.

 

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.

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Duplicating subitems 

To duplicate a subitem, simply select it on the left side and press "Duplicate" from the resulting menu on bottom of the screen.

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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:

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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.

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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. 

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Note: This action is available only if you have a Subitems column in the destination board and if the board permissions allow you to edit this column. 

 

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: 

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Note: If using automations to move items, as long as the column type and title on both boards are identical, the values will be transferred to the newly created Subitem. If the column title/type are not identical, the values will not be moved and will remain empty.

 

Convert Subitem to item (and vice versa!)

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.

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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.

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Note: If there are any parent columns types which do not exist on your Subitems, that data will be deleted as you perform the conversion.

 

  • 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: 

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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.

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Note: As previously, if there are any Subitem columns types which do not exist on your parent items, that data will be deleted as you perform the conversion.

 

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":

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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: 

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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. 🙌

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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!

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Subitem limitations

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. 🌟

 

 

Note: Stay tuned for more progress, influence what comes next, and discuss with other monday.com lovers by joining our monday.com community.

 

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!