How to Set Up High Level Low Level Boards in monday.com

[Music] um first let me just give a quick intro for those of you that don't know me my

name is Tara I am a monday.com certified partner um I run a company called Simple day where we help companies do

implementations of monday.com we also have some templates that we sell and a few other um things that I will tell you

about a little bit later I've been working with monday.com since 2015 um so as you can guess I'm like a

total addict and obsessed with the platform I just think it's really fun and I really enjoy it um I recently was

on a call with someone I think yesterday or day before that was kind of in my same world being a total Monday addict

so um it was nice um nice to have that so I I see Muhammad is also an addict like me so awesome keep it up so um one

of the things that I've noticed that people come to me again and again and again is this high level low-l board

structure um so what I wanted to do in this webinar was really go through it explain what it is go through it step by

step so that way you guys understand it um I'm going to teach you how to set it up then we're going to talk about ways

that you can automate this highle lowle structure there's different things that you can do to automate

it um and we'll take it from there before we get started I just want to make sure it's very clear what this

highle low-l structure is Monday always talks about it um if you read any of their support articles or you watch some

of their videos it's something that they always talk about and I see that it's really important for a lot of companies

when they're using monday.com so what I'm G to do is I am actually going to share my

screen one sec okay so I am now sharing I hope everyone

could see if someone could just give me like a thumb up because I can't see you guys at the same

time okay cool so what actually sharing a product um it's a monday.com product called work canvas if you guys are

familiar with Miro it's kind of the same thing but it connects to your monday.com account which is actually really really

cool so um happy to discuss it later if anyone's interested in it so I'm going to use this tool just to show you

exactly what a highlevel low-l structure means so that way we're clear that we're all on the same page

so what I'm going to do is I'm just going to start with any um I'm really going to start with any template I'm

just going to use this template here because it does exactly what we want okay hold on let me just zoom out a

little bit and I'm just going to delete this one sec delete okay so as you can see here in this template um this

template is actually okay so letting me move it I hope everyone can see it but what this template is is it's basically

an organization chart so here you could see we have Sam who's the CEO and then we have two people under him okay but

the concept is that we have one thing on top and then we have two people that are under him a high level low-l structure

is literally the exact same we have one board so instead of this being Sam a person I'm going to change this to a

board so we have one board within monday.com and then we have boards under it that link up to that board so so a

great example of this would be let's say a company that builds websites so um a company that builds website sometimes

they have let's say a lot of webing so they have their one website they have a one Board of like all the

projects and then each of these boards would actually be their individual website that they're building that's one

example of this another example I've done is in construction so you have the top level board the high Lev board which

right now is Sam but ignore Sam it's just the concept of a highle board would be all of the houses that you're

building then the low-level boards would be each individual project that you're working on so you can imagine any

company um any company could use this structure it doesn't really matter what your company does but your company could

use the structure because if you think about it on a high level management uh leadership whoever it is you know your

board of directors whoever it is they they probably want to see things on the M the macro level they want to see you

know where are the projects Holdings when are the when are the projects due like timelines but they don't really

care about the lower level like the individual tasks those are things that the people that are actually doing them

you know that's obviously like usually the employees in the company um who are let's say the project managers would

they may need to see both but the project managers they also need to see the specific tasks So within a company

this love this structure is something that's really really helpful because you have the high level boards which on one

hand are for management or the leadership or even project managers where you can see all the projects

everything you're doing doesn't matter if it's a project doesn't matter if it's building websites building a house or

take you know any other example that your company does you could see how you can have these like big overarching

projects that you need to track things like budgets um status of the task progress of the tasks things like that

and then we go to the lower level um the lower level boards now there's different ways to structure the lower

level boards which we'll get to but essentially what the lower level boards are just the tasks those are actually

the things that you need to do so we have higher level is managing the projects and lower level are the

individual tasks that you need to do now the beauty of Monday is that you want to be able to connect these T these boards

because I want to have a high level board that connects to a lowlevel board right because

I you don't want this disjointed um setup in your company like you have your you don't want a situation where you

have your project managers on one board and then they need to they're doing everything on the lowlevel boards and

then they have to go to the high level boards to either update your leadership team or the managers or whoever it is

like you want everything to be everything within one place so that's really the beauty of the highle low-l

boards you have the ability of like viewing things in a macro View and micro view so depending on what's important

for your role to look at you can see this information in different ways on different boards and then obviously you

can build dashboards off of this so you can build dashboards off a high level board and you can build dashboards off

low-level boards I hope that that was clear can anyone if anyone had any questions about that I'm going to take a

30- second break if anyone had any questions about this um because if you don't understand this then you know then

the rest of the then then moving forward won't make so much sense so I just want to make sure thank you for the thumbs up

Nancy and Connie um I just want to make sure that this concept is clear the high level board and the lowle board so any

questions okay cool just going to take that as a no um hope that was clear okay so now that we have now that you guys

understand really understand what your high Lev board and your low level board is and again I really hope that you can

translate that into whatever company you are in um I've done this structure for so many different kinds of companies

like Consulting companies marketing company website companies construction painting companies uh manufacturing

production I'm trying to think what else e-commerce like there's companies that can use this setup so again it doesn't

really matter what um what vertical you're in anyone can use anyone can use a setup so now that we understand what

this is I want to discuss some basic terms um within Monday that you need in order to set up a high level low-level

board structure um I'd love if everyone could just add in the chat quickly like what your understanding is of Monday if

you're like a basic user more intermediate more advanced if you guys could just let me know um that would be

great just so I have a sense of who's here if you guys don't mind I'll just give you a second to do that

anyone can I assume everyone's just a basic user except for that one except for Muhammad who gave me the thumbs

up see awesome okay so um great okay so what I'm going to do is can everyone see

my screen now I'm on the high level lowle board let me just share this okay cool okay so now I am in my

Monday account and we're going to go through a lot lot of different boards um but I'm actually going to start from

scratch with a new board um the first thing that we're just going to do is just to show you the concepts of things

that I need you to to make sure that you know and then we're going to go through again step by step exactly how to set up

a high level lowle board so right now this is just a test board there's a few things that you need to know within a

board um I'm sure I hope everyone here is familiar with a board we have columns in our board so the first thing that you

have to add in order to have a highle low-l structure that's connected again if you don't want them to be connected

you don't need to have this um what I'm going to talk about in a minute but if you want it to be connected you have to

have a connected board column so I am just going to add a connected board column I'm not gonna I'm not even going

to set it up I'm going to talk about it later but I just want to show you this is a connected board column um I'm

actually going to go back to my original example because it's already set up so you can see here this is a connected

board column so the way that you know it's a connected board column is it has this underline so see this color so this

is telling me that this board this column is a connected board what that means it's connecting one board to the

other board if you click on this information the I it's telling me here that it's connected from two boards and

we'll get into how you can connect to different boards and all that don't worry I'm just explaining explaining the

concepts of the important things that you need to know to have this set up so the first thing that we have is a

connected board column okay the second thing that we have is a mirror column so what we have here is this First Column

is the connected board and any other column after that you see this green line under is a mirror column what a

mirror column is is it's literally mirroring what you have on the on the one board to another board so that

column doesn't actually doesn't really um like live on this board you can see it like a mirror you can see it but it

doesn't actually live on this board so you have these mirror coms that can pull in whatever data you want from the

low-level boards they don't actually live here but they're pulling in they're pulling in columns from the other boards

again if you have um a number of low-level boards and mirror colums you will see that each lowle each sorry each

connected board will have a different color under it so that's how you know um that it's a connected board and it's not

like what I call a local board on um on this specific on your specific board okay so those are essentially the

two columns I know it seems like pretty simplistic but those are the two columns that you need for this high level lowl

structure and the truth is you may not even need a mirror com because not everyone wants to mirror everything you

need a connected board column and we're going to go into the details exactly about how to set this up any questions

about column types these two column types okay um the next thing that I want to introduce you to is something called

the item default value now if I click on this these three dots and then I click on this little pen it says default item

values basically what this is is this is a um it gives you the option to have one of the fields in the board show up as

soon as you add a new item so let's just say I would set my item default value as not started right and I just hit save

changes so if I'm going to go here and just do a test so you can see that automatically this came up as not

started so the item default value is every single item that you add to this board you can pick a value that you want

it to always be entered as soon as you create that item and the reason that this is really important is because

later when we talk about um ways that you can automate the connection of the high level to lowlevel board this is one

thing that you can do to this is one of the things that we can do to automate it and again I'll show you how to do that

as we get there so just to summarize the three most important things connected board columns mirror columns and item

default values now before we jump into the next part of this webinar where we talk about exactly how to set up this

high level low-l structure um I just want to point out that it's important to realize what your monday.com plan is

because that's going to affect the amount of connections that you can have so I personally don't recommend anyone

having anything um because if you're serious about running your business on

monday.com you need to have dashboards and you need to have formula columns um so that's why I recommend everyone at

least has Pro if you're on the pro account so I'm going to start there if you're on the

pro account you can connect one board like one highlevel board to 20 low-level boards okay so that means let's go back

to our example of a website company if they are building websites if they have one highlevel board which lists all

their websites that they're building and they have 20 projects great each and each project is a board to the high High

Lev board now let's say that someone has 70 projects that you're managing a construction company has 70 projects

that they're managing on the pro version of monday.com you're not going to be able to connect 70 boards to that

highlevel board so it's really important when you're setting up your structure for Monday to think about this on the

Enterprise plan you're allowed to have 60 boards connect to one board so I see this I would say

about 95% of the time of new users within monday.com when they set up Monday by themselves they build out a

board per project per client per process whatever it is and they don't necessarily need it but everyone tries

to separate things so much and then they want to build the structure of the high level lowl structure and then they're in

trouble because they're like well we built out we have 25 clients so we built out a 25 clients um low-level boards

each client has their own board but we're on the Pro Plan and we can't connect them all to the high Lev board

so it's really important to see what your limits are within monday.com depend depending what plan you're on if you do

need to connect a lot of boards um then I would recommend looking into the Enterprise version there are ways around

this um and and we could talk about them but just keep that in mind when you're setting up your structure for monday.com

because a lot of times people get all the way to the end they're like okay we set everything up and then they're like

wait I can't connect all my boards what am I supposed to do so it's really important to keep that in mind any

questions about just basic definitions that we just covered okay moving

on okay um okay moving on I am going to now we're going to actually talk about how

you can actually set up a highle low-l board now the first thing that you need to take into account and I'm going to

start from scratch with this um because I really want to walk through every single step with you the first thing

that you need to think about is your naming convention I am very big on naming conventions which is like what do

you call things within monday.com so come up with your nameing convention is your high level board just called high

level is it called overview is it called all projects all tasks whatever makes sense within your company

all websites whatever it is come up with a naming convention because I'm telling you all the time you're going to be

saying like on this board this and that board that like you need a name um so it's important to think about that

before you get started so what we're going to do is we're actually starting from scratch here and I'm going to walk

through it you can see I'm building a new board I'm just going to call it new board and for the sake the high Lev

board and I'm going to hit create board okay so now we have our high level board it is a very basic board there's nothing

you know this is just a template now I'm going to create another board which is are going to be a low level

board and I'm going to hit create board so we have our high level and our low-l boards now if I want to connect

them so that way the information can flow between boards like I said we need to have a connected board column so what

I'm going to do is I'm going to go to the columns and just do plus and I'm going to look for connected

boards okay let me just make my screen a drop smaller so you guys could see it okay basically what happens is it's

telling me to select boards so here I'm just GNA I'm assuming it's this one this lowl

board one sec and I'm going to hit connect boards now before I hit connect boards I should

actually say this because this is like the most important thing if you see here there's something called a two-way

connection and if you don't choose this now you cannot fix it later so it's really really important before you

connect that blue button and I almost did it and people do it all the time before you hit that button to think

about if you want a two-way connection or a one-way connection so let me explain what that means a two-way

connection means that I can see this information on both boards so if I would choose create a two-way connection right

here that means I'm going to be able to see the information on the high level board and and the lowle board I can see

it on both boards if I hit a one if I don't click this I'm going to only see it on one board so that would mean in

this case I can only see the column on the high level board sometimes you need a oneway connection and sometimes you

need a two-way connection so it's really important to think about that before you create this column because this is not

something that you can change later so once you've created it you're stuck with it so if you need to change it you're

going to have to rebuild rebuild the column which like you see is like 1 minute it's not a big deal but if you

already have connected items it could get a little bit annoying so take the time to think about if you want a

two-way connection or a one-way connection before you start so here I'm going to do a two-way connection

sorry okay I'm not sure why this is being buggy so I'm not going to do this let's just skip to one of our boards

that are already built um sorry about that now if you look here so here I'm on this High Lev

board if I click here on my settings and customize boards so if you see um if I click connect more boards I just want to

try and show you where where it says it see it shows me this is already a two-way connection so I've already

created that but as you could see I can't I can't edit it so pretend it was working how I wanted to and of course or

live demo it never works properly um so what would happen is you would click this two-way connection and it's

actually going to create a column on this board because it's a two-way connection and on my lower level board

so if it would have worked properly over here on this High Lev lowl board it would have had a connected board column

here try it again to see if it works and it would also have a connected create a connected board column On My Level board

let's see if it's going to let me do it I'll really try one more time sorry about

that let's try no I don't know what's going on you know what one trick that sometimes I've

learned is that if you go to the second group for some reason things that don't work in the top group sometimes work so

let's just try that and if not we'll just continue on oh nope okay oh I'm striking out today okay so like I said

had we added that um column had we been able to connect push on that blue button then it would have connected and because

it was a two-way it would have created a column on both boards it then gives you the option to create a mirror column um

you can also go back and create a mirror column later so here you could see I already have remember we see this green

line these two mirror columns so what I can do is I can go to settings customize connect

boards and I can add a mirror column so as you see here sorry another column was added you can

see I have two status columns and if I want I can edit what this is so I can change

this and let's just say I want to make it uh the person column so here you could see that the

person column is now mirrored so essentially just to review what I did I added a connected board column decided

if it's one way or two and then I can add mirror columns now you can always M add mirror columns later if you want I

can either click on these dots settings customize connect boards and then add more um add a mirror column or I

actually can just do this these three dots and I could just hit duplicate column and I duplicate

it and then if I want I can change the settings so here I go to settings customize and then I can just access out

now this is connect to two boards here so I need to choose what column I want to set it's kind of nice that if I click

date here sometimes it will automatically sorry um it will automatically pull it for in the second

in the second um board that is connected it is important to note

that in one column I can only pull in one kind of data so like in this mirror column that's a people column I can't

have this item be you know from board let's say lowle number one have a mirror have a people column and then this a

date column it needs to be the same kind of columns in all the boards so that way you're pulling the data okay um so that

is the mirror column now like I said in the beginning depending on your plan there's different requ there's different

allowances for amounts of boards that you want to connect to or you can connect to again if I click on the three

dots settings customize so you can see these are the boards that I'm connected to I can disconnect it and you'll see

it'll give me like um if I disconnected it'll tell you it's disconnected are you sure you want to so I can disconnect it

or if I want I can also add a new column so if I go to customize I can scroll down and I can add another board so it's

showing me on top which boards already here and then I can add you know here I can add let's say that second level

board that we set up I can check that and then do connected boards which it seems to not be working

but normally this works so basically we've gone through um setting up a setting up a

board seeing um connected board column seeing the mirror columns you can again you can add the mirror columns in later

or you can do them when you're setting up the boards and um that's really it how to

set up these connected board columns I know it's like I I think people get stuck on this concept because it's it's

complicated sometimes especially when you want to connect a lot of different boards it does that get complicated but

that's it you just need that one connected board column and then think about which ways you want to mirror now

I've done a lot of interesting setups where people want to mirror things back and forth so sometimes

you're mirroring from the lowlevel board to the high level board like let's say status or progress and sometimes you're

mirroring the other way like sometimes you want to mirror um from the high level board to the lowl board okay so

what you have is here you can see these are all my columns that I'm mirroring from the lowlevel board and if I go here

so now these are all my columns from the high level board okay so it's only it's actually only this column so I didn't

even I didn't actually in this example I didn't even mirror but if I wanted to mirror I could just click on this

customize boards um add a mirror column it usually automatically goes to status but you can obviously change that

let's just say I want to pull in the date here so now this is a mirror column you'll see in a second see it has the

green line under it so that is a mirror column from my high Lev board so sometimes you have these interesting

cases where you need to see different information but you don't want things twice um so that way you kind of have

like your source of Truth like let's say your dates in your high level board is your source of Truth so you can pull it

into your lowlevel board I'm not going to go into it on in this um in this webinar but you should just know that

mirror ing um is not as easy to use in automations there are some automations you can use some you can't so just again

that's something to keep in mind when you're doing all this mirroring what what things you can keep what things you

can use for automations and what you can't um just as way of example like I mirror this date here on the lowlevel

board so let's say that I want to have an automation when date arrives notify a person so because this is a mirror

column on this board I can't do that on this board so there's ways around that and that's not really the topic of this

this webinar but I just want to let you know that mirroring columns is great to pull in data there's certain things that

you can use within automations but you can't necessarily use everything in automations now since we set this up the

manual way to do this I'm just going to let's say add a new task um I don't know let's just say I'm

going to create a letter head right that's my example here and if I want to connect it to my high level

board it's actually has automations on it I'm sorry but if I I'm going to delete that for one second if I want to

create it to connect it to my highle board I would just hit plus and here you can see I have my highle board and I

choose this is part of project one and now it's connected so I see project one here and if I go to my high level board

so project one remember we have all these tests and I just added a fourth if you click on

it it's taking a minute to load but if you hover over it so you can see create letter head is there so that was how I

manually connected the high level to lowle boards and I can do it from this end Also let's just say I want to

connect it from here so I can choose a task I'm going to unchoose higher florist and then I can choose it again

and you can see that I've I'm able to connect it from both boards so that's basically how you set it up it's pretty

straightforward again you just need to keep in mind connection limits you need to keep in mind the structure how many

boards you have that's the basic concept any questions about how to set up a high level low-level board

structure uh yes D there is a question in the question field from Nancy so if you can just open the question so she's

asking she has a project with 800 web pages and she wants to know uh should she perhaps mirror with one way view for

some of the summary columns in the low level board I don't know if you see the question in

the questions right yeah I can't see the I can't see the whole thing but I see part of it um so if you have 800 project

web pages so that okay so there's a few things here I'm assuming the 800 page

project is on one board and then you're saying you wna you w to connect it to the high Lev board there is another

limitation that I didn't speak about um you can only connect 750 items per column so like if I have

project a for this 800 pages I can't connect all 800 Pages back to the high level of project a because you can only

have 750 connections so what I may do in this situation is maybe divide the web pages

into different sections um I used to be I used to help design websites so um you know like you could design it like these

are the home these are the home P this is the homepage and then all these pages that are associated within that category

these are the about Pages or whatever it is um you may not be able you're not going to be able to I mean I know you

can't connect 800 pages so you may need to think of a different structure for that does that answer your question

Nancy okay you'll let us know yes okay awesome happy to discuss this offline with you also um any other questions

about the high level low-level um structure how to do it uh yes Mary uh wrote the question um I

seem to have some items not connected and it may be due to some sub items can you talk about how the sub items are

connected okay sure so sometimes I'm not sure um some items are not connected sometimes just

something I should mention um if one person is not on your boards like I'll just give you an example so

here on this High Lev board right and I'm pulling in information from the lowl board let's just say that Rosa is not um

subscrib to the lowle board she won't be able to see this column so it could be I'm not sure if it's not connected or

you can't see it sometimes people can't see it because you're not actually connected to that board you're not

actually um sorry subscribed to that board so someone who's seeing all of these mirror coms and connected board

commoms they need to be subscribed to both boards so that's just like a really important thing to notice in terms of

sub items sub items are unfortunately kind of annoying with high level low-l boards there's not really

any automations which we'll get into in the next few minutes to in terms of like how to connect them you normally can

connect a sub item to an item level um like on another board so and you can't connect sub item to sub item so it's a

little bit complicated depending on your setup um most times honestly when I'm dealing

with sub items and connections we usually use a thirdparty tool called make because it has a lot more

flexibility than Monday has I know Monday's working on improving the automations for sub items and I hope

that they'll work on the connections also but right now that functionality is just not there um and I see another

question about increasing the level of boards you can connect I can't see the rest after currently week

um I don't know if Monday is looking to increase this I know that on Enterprise they're at 60 they may increase it in

the future you would have to double check their road map I really hope that they increase it um but I'm not sure if

there's a plan right now to increase it um Mary I hope I answered your question any other questions before we

move on Okay cool so what I want to talk about now is I want to talk about ways

to automate highle low-l boards now depending on your structure there's basically three different ways that you

can automate the connection of these boards obviously if someone just connects them manually how I did you

know if someone just goes in and adds an item that's not that's not automated but you can always do that manually and make

sure things are connected so that's like the first manual just to make sure you got that down now we're going to talk

about ways that we can audit it now the first way that you can automate things and I am going to look at um this

employee onboarding these employee onboarding boards so what I have here is I have a human resources board which is

basically potential employees okay so these are all my potential employees and now when anyone starts working with me

basically I have a whole onboarding process so I have a board for onboarding you could see here there's employee

onboarding um you know I have to sign a contract with them I have to set up their email set up their Monday account

set up their Zoho password account um update their emergency details buy them a laptop whatever things I need to do

now this is consistent every single every single hire that I make so therefore we have one onboarding board

so we make sure that we don't lose the tasks like we don't want to we don't want to forget about doing something so

we have one board it's temporary like when someone is hired they go through this board they do everything and then

we move on we don't actually use the board again but what we have is we have a template here so first of all I just

want to show you a template is a board that you can continuously use if you change the template any future boards

that you use that you have will be updated any past boards in the template will not be updated so what I can do is

if I just hit plus here and I click on choose from templates so you can see here that I

have templates created in your account and I probably have a bunch of templates you can see all these different

templates I can choose a template and it will create this exact board so the first thing is I've made this board as a

template and you can see that it has this note here if you want to make a board of template you just click these

three dots and sorry and here there's an option save as template or you could do it in

the top right corner now what I did for this process and this is the same thing as a highle low-l board because on the

highle board we have all of our potential employees right or people that I've hired so here I have a hired group

and then my low-level boards are all of the onboarding tasks that I need to do them again same structure high level low

level so what I did is there's an automation that says um and I did it based on status so when status changes

to hired sorry not that one when status changes to hired create a board from template okay so what I'm doing is I'm

creating a number of low-level boards that are going to look exactly the same this is not connecting them I just want

to make sure that's very clear this is just um this is just creating a board from template so that way you have this

structure so here I have my trigger and again I I chose create board from template and I what I decided to do was

pull in like I just says onboarding with the name of the person and if you want you can end um edit like where it goes

in terms of the workspace in terms of the folder you can choose owners there's like a whole bunch that you can do so

what I do this process is let's take Samantha let's just say I really like Samantha I need a new CMO I hired her so

I changed this to hired now as soon as she's hired she's going to move down to my hired group and we're going to see on

the left see how this board was created so I have a new board called onboarding Samantha

Thomas and I have all of these tasks okay so I have everything here that I need her to do now this board like I

said is not connected to the highle board so I don't even think we have column so what I would do if I want to

have that connection is again I'm going to go back and add the connected board column I hope that it's going to work

this time and select boards and here I'm gonna do Samantha do

create okay it's not letting me do the two-way so I'm only going to do one way come

on I don't even see why it's not letting me connect I don't know why I'm really sorry I'll

have to tell Monday about this but you see it's not letting me connect okay pretend that there's a connected board

column here basically if there's a connected board column here what I can do is then I can fill in all of the

information so that way I can see what saman NOP sorry sharing again I can fill in the information so that way I can see

Samantha's progress now what I like to do um on something like this and I'm going to show you on this highl level

lowle board that I have here it's on this board okay so you can see that I have this progress tracking

column this is like one of my favorite columns that no one knows about um if anyone's interested you could just write

in the chat and Rosa can send you we have a video on this on YouTube but what I have here is I've created a progress

tracking column on this low-level board so again it would have been on Samantha's board right and once they're

connected so you can see that this is um the column where once she does something it's marked as 100% so on the lowlevel

board it doesn't really matter but as soon as we go to the high Lev board you can see we had this column see remember

that it's at 20% so what I would do had it let me do it um in this case I would have on Samantha's board I would add the

progress tracking and then I would have mirrored those columns to the high level board so essentially what I have is I

have a board my HR board where I can see all of my you know employees that are on the

onboarding process and then I can see the progress of how they're going through on all the onboarding process

that's basically the first way that you can automate everything the second way that you can automate everything is with

item values now I am going to go to this board a project overview board again this is the same concept we have an

overview called projects and then we have each board is a different project and you can see that they are mirrored

here okay again actually have the progress column so you could see that again now what I do here is I can do

something called an item default value which we reviewed that concept again but again it's every single time an item is

created it sets a certain value so right here I'm going to set the value in my lowlevel

um hold on why is it one second in my lowlevel in the connected board column

I'm trying to figure out why it's hold on this is supposed to one sec sorry supposed to link to the

overview column and now when I go here oh sorry I okay I'm not sure what happened there if I go to link overview

so what I want to do is here is my projects right so this is always project one so if I hit save

changes what that means is any task that I'm going to add on this board is all connected to item one right so I made an

item default value so if I do another test test two you're going to see when a new item is created it's gonna

automatically connect to project number one in a minute because today Monday is not being nice to me here connect it to

project number one so I've one time setup of setting up this item default value and it automatically connects to

your high level board so if we go back to our high level board you could see project number one I just added you can

see I have all these task connected but I just added test two it automatically connected so if you have a setup where

you have a lot of low-level boards that are connected to one highlevel board you can set the item default value and it

will automatically connect those boards together because I'm choosing which task on my highlevel board I want to

automatically connect as soon as an item is created on my low-level board okay those are the two simpler ways to um

connect boards we're going to get into something a bit more complicated so any questions I'm going to just take a quick

drink of water any questions before we move on

okay the last thing that I want to talk about is something called match automations now Monday has three

automations within the automation Center that are called match automations what they do is they essentially say when you

have an item on one board and you have an item on another board that match exactly connect them okay so this is

like exactly what we want to do if you want to connect project one and project one you know like on a high level and

low level board the task for project one Monday can automatically connect them first it's important to keep in mind

that there's only certain columns that they can do the match automations for so status column number column text column

not a drop down um the item name and a People column it could be a missing one but I'm pretty sure those are all the

columns for right now so a you just have to um keep in mind which columns you you want to match now like I said there's

three different kinds of match automations I'm going to go through them um I see Rosa just posted a link to our

YouTube video um YouTube channel there is this concept is like a little confusing so there is a video on this as

well if you want to review the different match automations and I'm going to talk about a master class after this that

also goes through them in a lot more detail but what we have here is I'm going to start with match automation

number one so what we have is we have a we have a highlevel board this board called match one is a high level board

okay and here we have the the tasks for client one and here we have the second board okay actually sorry match two is

the high Lev board because here you have client one client two client three and what we want to do is we want to say

whenever this client changes to a certain client you could see one two or three we want to automatically connect

it over here so if you go to your automation Center and if you search for the word

match sorry in the templates sorry about that when it loads okay if you search for the word match you are going to see

three automations so here we have one two three the first two are based on a status changing and the second second

one the third one that is now disappearing on me is based on when an item is created okay so the difference

between number one and two number one is when the column changes connect those two

columns um the automation number two is when one column changes connect another two columns because remember you need to

match them so here we're going to start with number sorry with automation number one and I added that automation before

and basically we have one client which is our status com colum changes right we're going to connect and you need to

choose which column you want again you have to have a connected board column and we're going to say when name matches

name in number two by adding a new matched item now there are different options you can add a new match or you

can overwrite existing so let me show you what happens once we do this so here I'm on match

number one if I and see this connected board column is empty if I change this to say client number two what's going to

happen is it's automatically going to Connected see it automatically connected it to client 2 so I change this column

client 2 which matches client 2 on my board over here and it automatically connected them that's the first match

automation the second match automation is and I'm going to um leave it like this okay the second

match ration is when one column changes so in this case the people column is going to change and then it's going to

match the client so like the trigger is a different column changing and then it's using this to match so I'll just

show you how I do it if I add myself as a person here so now you can see it's going to go to find client 2 and it

connected it over there this is if you go to the template you certain match it's for the second one and this is when

again I'll just go through how I did it quickly when the people changes I'm going to connect here's my connected

board column um I'm going to choose which column needs to match which item either a name or status it could be

whatever you want by adding a new matching column so those are match number one again both of them match

number one match number two are both based on statuses changing but one is when the status changes match that

column and one is when a different column changes match it now I'm going to go to um the third one which is

basically when an item is created so in order to do this I want to say when an item is created match client and

connected now I can't do do it by just adding an item on the board I'll just show you because when I created this

item client wasn't entered so nothing so it's not going to work so what I have to do just to test this is I have a

form so here I'm just going to do test one okay and then my client is client number two I'm going to hit submit and

now when we go back to our board so we have test one see it came in as in client number two and it automatically

connected again I went through the um to the templates and I added the third one when an item is created so this is

really good just when you're um have a form to fill something out or if you want to match the item name to something

else if you're matching a different column um you either need to use like the status the first two automations or

fill it out with a form because remember if you're filling it in manually right away um it's not going to show

up okay any questions about match automations I know they're complicated and there's a lot um there's a lot of

details and it does take time to figure out like which one you need depending on your use case but match automations

again allow you to connect one board to another board any any last questions about

that an answer nope okay awesome so um I now that I think we covered most of the topics about um

using these highle low-l boards I hope that you've found different ways that you can use them within your company I

do want to tell you that we offer a master class it's pretty short um it's about 45 minutes a master class it goes

into a lot more detail that we went into today explain step by step how to do all the all of the match automations um we

are offering a 40% discount so you will get a email with a code for that if you're interested in it and one of the

advantages besides um besides getting more in-depth information about this concept the high level low-l class is we

also have templates that are part of this um master class and I see that Rosa just added a link to it so feel free to

check out the link the coach is there automatically the we have templates of a number of different um use cases that

you would use so one is like the high level the on the sorry the HR onboarding um onboarding hiring boards that I

showed you one is about employee capacity a high Lev low-l board for that the projects board like a highle lowl

board for that there templates one is a wedding planner um to track events so there's a few different templates that

come as part of this master class so if it's something that you feel that you need more help with I highly recommend

you check it out and again um for a limited time you also get 40% off Master Class um and with that I will open up I

think I want to just be respectful of everyone's time we have a couple of minutes left I just if anyone had any

last minute uh questions I'm happy to answer them uh yes there is a question uh from

Mary uh in a question trade I'm in construction so my high level is all current projects and low

level is each project how can my project manager go to each low-level board directly from the high level

board so from the high level board you're not going to be able to see every single you're not going to be able to

see every single like the details of every single um task on the low-level boards but what

you can do let me just share my screen again one sec

um hold on sorry okay so we're back here and let's just look at our projects our projects

one so if you're on the overview board what you can do is you can click here and and this one you're going to see all

of the Tex all the the details of that specific task like from each project um but unfortunately you can't see it for

the other items so the really like if something's important that you need to see like a summary of I would do the

mirror columns if not unfortunately you're going to need to go um to the lowlevel

boards what some people do is that they do use a dashboard to connect a d I'll just show you really

quickly they have a dashboard so if I just do this um and I can create a dashboard and what I can do is I can

connect it let's hope that it's working to let's say project one

and just do one more project two okay so here I've connected a couple

of boards doesn't really matter what they are and then what you can do is you can add a widget and if you

search sorry more widgets if you search for table you can add a table View and what a table view will allow you to

do is you can see all your boards and you can see all the details of them so once it loads it'll show all of the

tasks from all the board so so you can have like a view like this of everything together if you want you can make it

bigger you could choose which you want or you can have like a table you can have one for project one one for project

two and then again if you're on the Pro Plan you're limited to 10 if you're on the Enterprise you're limited to 20 but

then you can have them here and then your project manager for construction can go through that board and see all

the projects in one place does that answer your question Mary I hope so T gin suggested uh you

can make a link column oh yeah that's a good idea also thank you gin yeah very good idea I've done

that be also you can make a link column to have a link to all the other boards so then that technically they can click

on the link column and it'll open the board in another in another tab basically yeah thank you Gina for

reminding me about that okay any other questions okay well I guess we'll finish

a few minutes early and again I just want to say thank you for everyone who has joined our webinar today I really

appreciate it um it was great meeting all of you and good luck building out your highle low-l structure um and I

hope this was helpful have a great day hit the like button if you enjoyed this video and remember to subscribe to

receive tips and tricks on how to use monday.com thanks so much for watching and I'll see you soon

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