Master Monday.com Automations: Save Hours with These Pro Tips

In this video, I'm going to explain everything that you need to know about Bunny.com automations. And by the end of

this video, you will be able to create your own automations that save you and your team hours per week. Hey, I'm

Patrick and over the past 6 years, I've helped over 150 companies setting up their monday.com account. If you need

help with your Monday project, you can always reach out to me via the link in the description below. So, without

further ado, let's get started. The first thing we need to do is to start with the basics. So, let's get started.

To make an automation, click on the robot icon here and go to automate. Then the automation center will show up. At

the top, you see two things, create and manage. If you've created an automation in your board before, it will show up as

manage to see all your automations. If not, you'll see create. In my case, I've not created anything, so it shows

create. That's where we need to be to create new automations. On the left hand side, we see all types of categories of

templates of automations that Monday has created for you. You can definitely use this to get inspired about what's

possible. But today we're going to create an automation from scratch so you can learn how you're able to build

anything that you want. So let's click create from scratch. And then we see this screen. What you need to understand

is that automations consist of two parts. A trigger which is the top part and an action which is the bottom part.

So in human language when something happens then do something else. So for example if we click here we can actually

select the trigger. If you scroll through it, you see a lot of options. In my case, I'm going for a simple one.

Let's go for when a status changes to something. If you click there, you'll see that these are gray, which means

that we need to do something there. We need to configure it. So, let's click on them. For status, we need to select a

column. So, if there's multiple status columns in your board, you can select, you know, one of them. In my case,

there's only one. As you can see, it's not gray anymore. So, I know that I don't have to configure it anymore. Now

we have something which could be you know either every time a status changes to anything so every single time it

changes or to a specific thing. So in my case let's say stuck. When a status changes to stuck we're going to do

something something that could be helpful for example is to notify a person. So let's click here to create

the action and type notify to find the notification trigger or sorry action. Here you find it and once again they're

grayed out. So we need to do some configuration. Let's click on someone. So who are we going to notify? It could

be a people column, could be which is dynamic, could be a subscriber of the board, could be a team, could be a

guest. My case, I'm just going for me for an example. Then the notification itself. Here you can add fields from the

board itself to your notification. So let's say, hi, this is a test. This is a notification

about task. And then we do, for example, item name for the task name from board. And then we do, for example, board name.

And then for example the status is status. This is all dynamic. So super helpful in your notification. Click

done. And now click create automation. The automation will be created and we can test it. As you can see in our

manage section we now have one automation. So if we go back to the board and click status to stock. What

you'll see here at the bottom left is that an automation is running and it's now done. So if I go to the top right of

my screen, I see a bell icon and there you go. This is a test with all the information that we added. So that

worked quite well. Now let's go for two more examples so you get the hang of it. So you understand the basics. So let's

go to automate. Go back to create or here you can also find create automation whatever you prefer. One uh automation I

like a lot is when date arrives because once again you have two things that are gray. One is your date column which you

can just select but one is this one. So either when the date arrives at a certain time or we can click here one

day before a date arrives or maybe five days or maybe five weeks. It's all possible or maybe after or before. You

can do whatever you want here. But I really like this kind of automation. So that's one I wanted to show. Very

interesting one. Then the third one I want to show to you. And by the way, as you can see, if you want to remove

anything, you can just click on this bin icon. And the third one I want to show you is how to automatically create a

list of sub items. So let's say you're going to create a YouTube video and you always have the same list of things that

you need to do. Then you don't want to type those same tasks over and over again. This is where automations can be

very helpful. So let's say when an item is created, we're going to create a sub item. There you go. Create sub item. And

if you click here, you can actually sometimes it's there you go. It will load for a second. You can create a

name. So let's say come up with an idea. Now you would say, well Patrick, how would you do this? Because with a

YouTube video, you have multiple tasks. So we want to have multiple sub items. Well, this is actually possible by using

this little plus icon. So you can add multiple actions. So if we click here, you can see then create a sub item and

then do this. So we can create another sub item and we can create another sub item. Let's create three for this

example. So the first thing was an idea. Second thing is record video and the third thing would be edit video. You get

the point. You can also get here some presets. For example, everything can have a to-do status for example. Now, if

we click create automation, you'll see that if we start creating an item such as new YouTube video, it will apply that

automation to this item. And I think this is a very important concept that you need to understand is that the

automations you're adding always apply to the item row can also apply to sub items. If you do something with a

certain item, then the automation will be applied to that specific item based on your triggers. So in my case, we just

created this item. And there you go. We have three new sub items with the information that we provided. So those

are some of the basic examples of how to use automation. Now let's dive into a more advanced one. One of them was

already with the extra layer of actions that we just generated, the one here. However, there's one more that I like a

lot. So let's create it. If you click create automation and we're going for when date arrives. So in my case, date

is actually a due date. So we're going for when a date arrives. But when the date arrives, I only want to notify

someone if the task is not done yet. And we're going to do that by clicking on this plus icon here. So we can say when

a date arrives and only if a status, for example, is not done. So, we're going to notify this person if the status is not

done, but the date is arrives. So, hey, there's a deadline, but you haven't finished it yet. Then, we're going to

notify the people column and then the person. So, you know, this could be um the person that's assigned to the task.

So, we're going to say, "Hi, this task is due today. Please finish it." There you go. And this is how you can use

different multiple layers of triggers if you want to have only one action. But as you can see, you can also add more

layers. Just keep clicking on the plus icon and you'll be able to create whatever you want. There you go. So,

this was actually a great example. Now, another thing I want to show you is how to leverage sub items with your board.

So, as you know, we have items and we have sub items. And this is actually also applicable in automations. So if

you click on automate and we go to create a new one. If we go to the simple example of status changes, what you can

see here is that we have a column here on the item level. But as you can see, we also have it on a sub item level. So

if you want to trigger an automation when your sub item status changes, you need to go for this one rather than this

one. So pay attention to this small icon because this tells you whether or not an automation is about a sub item. What you

will also see is if you create if you do for example when sub item status changes you'll see that you cannot do anything

with an item anymore or actually sometimes you can it depends a little bit on the automation. In this case you

can so let's say when a sub item status changes to anything then we're going to change the status of the original item

to something else but you can also change the status of a sub item to something else. So this is something

that's important to note that if you're doing something on an sub item level, you can always adjust things on the

parent item. So the item that's actually above the sub item. But if you're doing something on the item level, which I'll

show you now, then you cannot select sub item here as you can see because it doesn't include sub item context. So the

automation doesn't know what sub item should be changed because there could be multiple sub items for one item. So keep

that in mind. There's a common problem that people run into. Some of the more advanced automations can only be found

in the automation center of Monday. So if you go to the automation center which we're in right now, you'll see for

example connected and mirror columns and these have a lot of automations as you can see here which are all templates.

Most of the time you cannot recreate those templates from scratch. So if you want to do more advanced things

sometimes you need to use default templates. So, I recommend playing around with these and looking into them

because there's a lot you can do that you cannot do with a normal automation. Another thing that you need to know is

that there are some limitations with the columns that you can use in automations. By default, you cannot use formula

columns, for example, in your automations. The same thing is true for mirror columns most of the time. So,

you'll see a few of those columns where you cannot use them in automations. And it's actually very important to know the

limits here because otherwise you might run into some problems. There are however workarounds. So every now and

then, you know, an app comes along that will solve all these problems. And I'll show you a few of those apps that are

worth looking into if you run into problems. So if you go to the app marketplace of Monday and you type

automation, you will actually find most of the apps that I'm going to mention. So one of them is about sub item

automations. It's this one. If you do a lot with sub items, you might run into problems there. I highly recommend this

app. Another one is called AutoBoost. very good app to do a lot of different things with, you know, formula columns

and, you know, columns that are not supported by Monday itself. There's also column magic that's worth looking into

this one. And there's a lot more. If you just type automation, there will always be an app that solves your specific use

case. You might just need to install a few to figure out which one it is. But those three apps are very helpful.

Monday recently added an update where you can do some interesting things with mirror columns. So, let me just create

that for you right now. There you go. So now we have a board with a mirror column on it. And as I'll show you, if you go

to automate and go to create automation and you go for when a status change to something in the status section, the

mirror column actually doesn't show up. It's because it's not really supported in automations. However, there's a smart

workaround with the new update of Monday because if you go back and you go to your automation center here in the

connected and mirror column section, there's a new automation. That's this one. When status changes to something,

change another status to something. Sounds the same as what I just showed, but it's actually different. So, let's

click on it. And if you click status, you actually see that the mirrored status will now also show up. So, we can

say when a mirrored status changes to, for example, stock, then change normal status column also to stock. Let's

create the automation. And now, let's test it. So, if we change this to stuck, you'll see that this will change to

stock as well. And that's actually what you can do with mirrored automations. This can be very helpful if you use

mirror columns. Just keep in mind that you know you would need to use this workaround to then build other

automations on top of it. So you could for example now build your normal automations based on this status column

because it's always connected to this one. There are some limitations here as well. So keep that in mind. If you

connect multiple boards for example to this board, this automation won't work because Monday won't allow you to build

it simply because there can be multiple status labels and then it becomes a bit tricky. So, if you want to go with

mirror columns, I usually recommend going for an app, unless it's as simple as what I'm just showing to you right

now. So, another thing that's important to know is that some apps within Monday are actually, you know, native Monday

apps. So, if we go to automate, what you'll see in the create section is that some things such as, you know, emails

and activities, which is something in the CRM, is seen as an app. As you can see here, emails and activities. Same

thing with AI. And the same thing with work forms, for example. And there's another thing called sequences in the

CRM. They are all considered apps. So if you want to do anything with their automations, you need to find the app

and click on it to see all the templates that you can use to automate it. Unfortunately, Monday doesn't allow you

to add those things in your own automations from scratch at the moment. Hopefully, they're going to do it in the

future, but I think that's actually more something for workflows, which I'm going to tell about right now. Monday

workflows is actually the next step of Monday automations. If you're on the enterprise plan, this is a very helpful

thing for you. Fortunately, it's not available on Pro yet. Hopefully, it will be in the future. But if you're on an

enterprise plan, you'll find this logo on the top right of your screen. If you click there, you will go to the workflow

center. And here you can add a new workflow. This is very similar to something like make or zap year. And I'm

going to show you what it is right now. So, let's give it a name, new workflow. Basically when you start doing a lot of

if this then that statements within Monday automations that I just showed it will get messy. You need more something

like a canvas. So what we have here so this is actually very similar. So when for example status change to something

on a certain board let's click through the options then you can do other stuff and here it becomes interesting because

it looks similar but it's different. So for example we can wait which is not possible in a normal automation. We can

do if else. So for example, if status is yes, then do this. And if it's no, do this. And we can do things like a

multibranch thing. So if a status matches X, do this. If it matches something else, do Y. We can do a lot

more actions. So they're going to add a lot of interesting things here. And the interesting thing is you can refer to

things that have happened in an earlier step of the process. I'm going to make a complete video on Monday workflows, but

this is actually the way more advanced option building automations. It's still in development, so there's a lot of

things that there it's actually missing, but over time, it's actually getting better and better, and I think it's

already at a pretty good place. So, if you want to take your workflows to the next level, I would recommend checking

out Monday Workflows. If you would prefer to stay on the pro plan, I would highly recommend that you check out

make.com. It's actually a platform that is similar to what you saw in Monday Workflows. It's a pretty cheap platform,

by the way. It's like 10 bucks a month to get started, and you can build very advanced workflows. The downside is that

it requires a bit more technical knowledge, but I'm going to cover videos about that in the future on my channel

as well. So, if you like that, just subscribe to the channel. Thanks for watching. If you thought this video was

helpful, please leave a like and subscribe to the channel. If you have any questions, feel free to leave them

in the comments and I'll answer all of them to help you as much as possible. And if you need help with your own

project, you can reach out to me via the link in description. And by the way, I also have a cool other fun thing. If you

want free weekly monday.com tips, you can also subscribe to my free newsletter which you can find in the description

below as well. Hope you'll like it and I'll see you soon. Bye-bye.