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How to keep your account organized

 

We keep EVERYTHING in our boards; meetings, schedules, tasks, projects, to-do lists, pipelines, KPIs, and even some personal things! We love having everything in one place, but sometimes it can get a little cluttered and overwhelming. That's why we compiled this guide with all of our best tips and tricks to help you keep your account organized!

 

Categorize your account 

  • Workspaces

Workspaces are an excellent way to separate the work of different departments or teams. It's sort of like a big folder, holding related boards, workdocs, and dashboards. Within each Workspace, different teams can work within their own boards and folders, while still having access to their department's boards! 🗃

As you can see, our company has several different Workspaces listed in the left panel of the screen.

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You can choose to organize your Workspaces however is most comfortable and logical! Organize by project, team member, client, office or client location, or by time period!

 

  • Folders

Under each separate workspace, teams can add folders to group related boards, workdocs, or dashboards together and organize work processes better. Folders add an extra layer of detail and organization and ensure that your account is always manageable for your teams. 📂

For example, our Marketing Department tackles several different types of projects at once! We've created one Workspace for the whole Marketing team, but we've separated their projects into folders, as you can see in the image below. 

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  • Tidy your left pane

Now that we have so many different Workspaces and folders, our left pane has begun to look a little cluttered. A great tip to make everything a little easier on the eyes is to collapse your folders.

Collapse or open up a folder simply by clicking on the folder name!

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Find what you're looking for

Sometimes we know exactly what we're looking for but we just can't seem to find it! Instead of searching through your whole account every time you need to find something, check out these shortcuts to help you get there quicker! 🔍

 

  • Favorites

Do you have certain boards, dashboards, or workdocs athat you use often and are critical to your workflow? The favorites setting will enable to select your preferred and most used boards and have them appear at the top of your left pane for quick, easy access! ⭐️

To favorite something, you can click on the star icon to the right of its title as so:

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Now, you can see all of your favorite boards, dashboards, and workdocs together so you can always find them!

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  • Search Everything

Search Everything allows you to search for anything across all of your boards! To get there, just click the little magnifying glass icon above your profile picture on the left pane.

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From the Search Everything field, you can search for a specific update, account member, file, tag, and much more!

 

  • Filtering your boards list

Narrow down how many boards you see in your left pane by using the quick filter or search bar! Click on the tornado icon and select which types of boards you'd like to see displayed, or type in the name of the board you're looking for in the search bar to locate it!

 

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  • Quick Search

The Quick Search is the feature to use to seamlessly move between the contents of our account! Instead of endlessly scrolling through your folders to find what you're looking for, the Quick Search allows you to easily search and navigate from one board, dashboard, workdoc, etc., to another.

To launch the Quick Search, hover over the search bar on the upper left side of your screen. From there and click on the lightning bolt icon that appears as so. Then, type the name of your desired board, dashboard or workdoc to switch between them as fast as lightning! ⚡️

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Tip:  Use a keyboard shortcut to launch the Quick Search! On a Mac, type "Command + B   and on a PC, type "Ctrl + B".

 

Clean up whatever you don't need

Are you still hanging on to old items and boards long after they're in use just in case you'll need the information in the future? If so, you would love both our "tidy up" and archive features! Instead of keeping old information around, archive it to clean up your list of boards or the amount of items on your boards with the option to restore it if you ever need it! 🗄

 

  • Tidy up

In the admin section of your account you can find a "tidy up" feature which is perfect for keeping organized! In this section, you can find a summary of all active boards you currently have within your account which you can archive directly from there if you wish. You can also access all the archived boards by clicking on the "Archived Boards" tab. 

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Archive items and boards 

  • Archive a board 

You can archive a board by clicking the three-dot menu at the top right corner of the board and selecting "Archive board". You can always delete a board if you're sure that you don't need it anymore, but we prefer to archive so that we have the option to restore it if we want!

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If you ever want to restore the item or board that you archived, follow the easy steps in this article

  • Archive an item

To archive an item, hover over an item so that the three-dot menu appears on the left side of the item. Then, click the three-dot menu to open the item's menu and select "Archive":

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If you ever want to restore the item that you archived, follow the simple steps in this article.

  • Archive automatically

You can even archive your items using automations like this one:

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  • Unsubscribe from boards

Do you feel like you're receiving too many inbox updates? One way to narrow them down is to unsubscribe from boards you don't need to see updates from!

Click on the "Invite" button at the top of your board to open up a list of all board members and then click the "x" next to your name to unsubscribe! Now, you will no longer receive inbox updates from this board!

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Narrow down your notifications

Sometimes, we log into our account and feel bombarded by lots of bell notifications and drowned in our monday.com emails! Check out these solutions to narrow down your notifications so that you only see the things you need to see! 🔕

 

  • Manage your notifications

To change the settings of your notifications, click your profile picture and then click "My profile"

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Select the "Notifications" tab and you will see a list of all possible notifications, including desktop, email, Slack notifications, and more. You can select whatever notifications you want to receive! 

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  • Filter your Inbox 

Your inbox is where you'll see all of the updates occurring across the boards you're subscribed to. On the right side of your screen, you'll see a few different ways to filter the information displayed in your inbox which can help to manage the amount of updates you need to worry about.

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Tips and suggestions

Phew! It feels GREAT to have cleaned up our account a little, but we think we can take this one step further! 🧼 Check out these cool tips and tricks we've compiled to help you use our awesome features to streamline your account even more!

 

  • Dashboards 

Dashboards are a great way to display the most important highlights across several boards in one place. There are over 40 available widgets to help you understand progress, track budgets, estimate teammates' workloads and much more! The Marketing Dashboard below gives an overview of all of our team's Marketing boards! 

Show me the widgets used here
  • Calendar Widget to show all upcoming dates and deadlines in a glance
  • Battery Widget to display an overview of the progress across all projects
  • Chart Widget to show the working status of each Marketing campaign
  • Timeline Widget to visualize the span of each project across the upcoming weeks
  • Numbers Widget to track how much our team has spent from our budget so far
  • Chart Widget to show the balance between the platforms for each Marketing campaign
  • Table Widget to display important groups across several boards in just one view
  • Quote of the Day Widget for a little daily inspiration!

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  • Automations

We know you're on top of your tasks, but sometimes things still manage to slip through the cracks. Automations were designed to help reduce the manual actions that you need to do by performing certain actions for you, or notifying you when something needs your attention! 

For example, since our board is organized by months with each group representing a different month, we can use the following automation to create a new group every month:

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The automation below is used for a board we have in which each group represents a different phase in our ongoing project! Instead of manually moving around our items from group to group (and potentially forgetting to do so), we've added automations to move them for us whenever a status changes!

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There are so many cool Automations available that will smooth out your workflow and improve communication within your team. Check out this article to become an automation pro!

 

  • My Work

My Work is a great way to see everything you and your team need to accomplish in a convenient, easy-to-use space. It works by showcasing all tasks across your monday.com account that have been assigned to you. Visualize all your work in one place and stay on top of your tasks with My Work!

Get there by clicking on the calendar checklist icon located in your left panel. When you hover over the icon, it will say "My Work".

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Keep an eye on My Work periodically to make sure you never drop the ball on your tasks!

 

 

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!

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