Monday.com Automation

Comprehensive skill for automating Monday.com work management and team workflows.

Core Concepts

Board Structure

BOARD ANATOMY:

┌─────────────────────────────────────────────────┐

│ 📋 Project Board                                │

├─────────────────────────────────────────────────┤

│ Group: Sprint 1                                 │

│ ┌─────────┬────────┬────────┬────────┬────────┐│

│ │ Item    │ Status │ Person │ Date   │ Budget ││

│ ├─────────┼────────┼────────┼────────┼────────┤│

│ │ Task 1  │ 🟢 Done│ Sarah  │ Jan 15 │ $500   ││

│ │ Task 2  │ 🟡 WIP │ Mike   │ Jan 20 │ $800   ││

│ │ Task 3  │ 🔴 Stuck│ Lisa  │ Jan 18 │ $300   ││

│ └─────────┴────────┴────────┴────────┴────────┘│

│                                                 │

│ Group: Sprint 2                                 │

│ ┌─────────┬────────┬────────┬────────┬────────┐│

│ │ Task 4  │ ⚪ New │        │ Jan 25 │ $600   ││

│ │ Task 5  │ ⚪ New │        │ Jan 28 │ $400   ││

│ └─────────┴────────┴────────┴────────┴────────┘│

└─────────────────────────────────────────────────┘

Column Types

column_types:

  status:

    labels:

      - label: "Done"

        color: green

      - label: "Working on it"

        color: yellow

      - label: "Stuck"

        color: red

      - label: "Not Started"

        color: grey

  person:

    allow_multiple: true

  date:

    include_time: false

  timeline:

    show_weeks: true

  numbers:

    unit: "$"

  text:

    multiline: false

  dropdown:

    options: ["Option A", "Option B", "Option C"]

  formula:

    expression: "{Numbers} * 1.1"

Automation Recipes

Built-in Automations

automations:

  - name: "Status Change Notification"

    trigger:

      type: status_change

      column: "Status"

      to: "Done"

    action:

      type: notify

      target: item_subscribers

      message: "✅ {{item.name}} has been completed!"

  - name: "Due Date Assignment"

    trigger:

      type: date_arrived

      column: "Due Date"

    action:

      type: change_status

      column: "Status"

      to: "Overdue"

  - name: "Auto-Assign New Items"

    trigger:

      type: item_created

      group: "Incoming"

    action:

      type: assign_person

      column: "Owner"

      value: "team_lead"

  - name: "Move When Status Changes"

    trigger:

      type: status_change

      column: "Status"

      to: "Done"

    action:

      type: move_to_group

      target: "Completed"

  - name: "Create Dependent Task"

    trigger:

      type: status_change

      column: "Status"

      to: "Ready for Review"

    action:

      type: create_item

      board: "Review Board"

      values:

        Name: "Review: {{item.name}}"

        Link: "{{item.link}}"

Custom Automations

custom_recipes:

  - name: "SLA Warning"

    trigger:

      type: every_time_period

      interval: "1 hour"

    condition:

      - column: "Status"

        not_equals: "Done"

      - column: "Due Date"

        within: "24 hours"

    action:

      - type: change_status

        column: "Priority"

        to: "Urgent"

      - type: notify

        channel: "#alerts"

        message: "⚠️ SLA at risk: {{item.name}}"

  - name: "Budget Rollup"

    trigger:

      type: column_change

      column: "Budget"

    action:

      type: update_parent

      column: "Total Budget"

      formula: "SUM(subitems.Budget)"

Board Templates

CRM Board

crm_board:

  name: "Sales CRM"

  groups:

    - "New Leads"

    - "Contacted"

    - "Qualified"

    - "Proposal"

    - "Negotiation"

    - "Won"

    - "Lost"

  columns:

    - name: "Company"

      type: text

    - name: "Contact"

      type: text

    - name: "Email"

      type: email

    - name: "Phone"

      type: phone

    - name: "Deal Value"

      type: numbers

      unit: "$"

    - name: "Stage"

      type: status

    - name: "Owner"

      type: person

    - name: "Next Action"

      type: date

    - name: "Lead Source"

      type: dropdown

    - name: "Notes"

      type: long_text

Project Tracker

project_board:

  name: "Project Tracker"

  groups:

    - "Backlog"

    - "This Sprint"

    - "In Progress"

    - "In Review"

    - "Done"

  columns:

    - name: "Task"

      type: text

    - name: "Status"

      type: status

    - name: "Assignee"

      type: person

    - name: "Priority"

      type: status

      labels: ["Critical", "High", "Medium", "Low"]

    - name: "Timeline"

      type: timeline

    - name: "Estimated Hours"

      type: numbers

    - name: "Actual Hours"

      type: numbers

    - name: "Tags"

      type: tags

    - name: "Dependencies"

      type: dependency

Views & Dashboards

View Types

views:

  main_table:

    type: table

    default: true

    columns: all

  kanban:

    type: kanban

    group_by: "Status"

    card_fields:

      - "Assignee"

      - "Due Date"

      - "Priority"

  timeline:

    type: timeline

    date_column: "Timeline"

    color_by: "Status"

  calendar:

    type: calendar

    date_column: "Due Date"

    color_by: "Priority"

  chart:

    type: chart

    chart_type: bar

    x_axis: "Status"

    y_axis: count

  workload:

    type: workload

    person_column: "Assignee"

    effort_column: "Estimated Hours"

Dashboard Widgets

dashboard:

  name: "Project Overview"

  widgets:

    - type: numbers

      title: "Total Tasks"

      board: "Project Board"

      column: count

    - type: chart

      title: "Tasks by Status"

      board: "Project Board"

      chart_type: pie

      group_by: "Status"

    - type: battery

      title: "Sprint Progress"

      board: "Project Board"

      group: "This Sprint"

    - type: timeline

      title: "Project Timeline"

      boards: ["Project Board"]

    - type: workload

      title: "Team Workload"

      board: "Project Board"

      person_column: "Assignee"

Integration Workflows

Slack Integration

slack_automations:

  - trigger: status_change_to_done

    action:

      post_to_channel: "#wins"

      message: "🎉 {{person}} completed {{item}}!"

  - trigger: item_stuck

    action:

      post_to_channel: "#blockers"

      message: "🚧 {{item}} is stuck. Owner: {{person}}"

  - trigger: new_item_created

    action:

      post_to_channel: "#tasks"

      message: "📋 New task: {{item}} ({{board}})"

Email Integration

email_automations:

  - trigger: due_date_approaching

    days_before: 3

    action:

      send_email:

        to: "{{item.person.email}}"

        subject: "Task Due Soon: {{item.name}}"

        body: |

          Hi {{item.person.name}},

          Your task "{{item.name}}" is due on {{item.due_date}}.

          Please update the status or reach out if you need help.

API Workflows

// Monday.com GraphQL API Examples

// Create Item

const createItem = `

  mutation {

    create_item (

      board_id: 123456789,

      group_id: "new_group",

      item_name: "New Task",

      column_values: "{\"status\":\"Working on it\",\"person\":\"12345\"}"

    ) {

      id

    }

  }

`;

// Update Status

const updateStatus = `

  mutation {

    change_column_value (

      board_id: 123456789,

      item_id: 987654321,

      column_id: "status",

      value: "{\"label\":\"Done\"}"

    ) {

      id

    }

  }

`;

// Query Items

const queryItems = `

  query {

    boards (ids: 123456789) {

      items_page (limit: 50) {

        items {

          id

          name

          column_values {

            id

            value

          }

        }

      }

    }

  }

`;

Best Practices

• Group Organization: Use groups for workflow stages

• Consistent Columns: Standardize across boards

• Automation Rules: Reduce manual updates

• Mirror Columns: Connect related boards

• Dashboard Views: Provide executive visibility

• Templates: Reuse board structures

• Subitems: Break down complex tasks

• Dependencies: Show task relationships