We are currently using “Admin” product and we are considering moving to Monday.com. We work with European project and the team is usually composed by a number of partners (10 or more). The leading partners normally assigns the same task to all the partners (requiring either to contribute with the partner’ specific point of view or to just execute the very same task). Each partner needs a way to communicate its progress versus the completion of its own task and the leading partner needs to be aware both of the overall progress on that specific task and the specific progress of each partner). Ex. As a leading partner I create task1 and I assign it to partner1, partner2, partner3). Each partner fills in manually its own progress and status (ex. partner 1 will fill in status=in progress, progress: 80%, partner 2 will fill in different values etc..). As a leading partner I need to know what is the status and progress of each single partner and what is the overall average progress.
What are you trying to achieve
As a leading partner I need to:
Assign the same task to different partners (it then must be possible to update the item and naturally the updates should be seen by all partners)
Always know what is the status and progress of each single partner and what is the overall average progress.
As a non leading partner I need to be able to update my own progress and status.
Hi there, welcome to the community!
This is a pretty common setup, and yes, monday.com can support it nicely.
The best way to handle this is by using one main task for the leading partner and subitems (or linked items) for each partner. Each partner gets their own item to update their status and progress, so everyone can work independently without overwriting each other.
The leading partner can then use Rollup columns to easily see each partner’s progress and the overall average in one place.
This isn’t supported natively with a single item today. The usual workaround is to create subitems or mirrored items per partner, each with its own status and progress, and then roll those up to the parent item using formulas or the progress column.
That way, each partner updates only their own progress, while the lead partner can see both individual statuses and an overall average. It works, but it’s definitely an area where native multi-assignee progress tracking would be a big improvement.
hi @antonio.labarba, one thing that can help on top of the subitems/rollup setup is adding Time in Status. It doesn’t replace the structure you described, but it adds a really useful layer: you can see how long each partner’s subitem sits in each status (e.g. In progress, Waiting, Blocked), and the lead partner gets objective data on delays or bottlenecks without chasing updates.
There’s a 14-day trial, and happy to walk through the setup on a quick demo if helpful.
thanks for replying. In fact, upon suggestion of Monday.com trainer, creating subitems was the first way I tried to achieve my setup.
It turned out it doesn’t work for the following reasons.
At the moment I work with 10 partners (in future projects we might become more) so I don’t want to manually create 10 identical subitems each time I create a (from my point of view, as a user, is one single task) task for the partners. Even more important, I don’t want to modify each subitem any time (and it happens very often) I modify a task.
So I need automation BUT:
Automation in Monday.com allows you to create multiple subitems identical to the father however there is a bug: while creating subitems I want to generate a subitem name structure like this: [father item name]: [name of the partner] while doing this monday.com does not replace properly [father item name] with the right string (if use automation in developer mode [father item name] will be empty, if I use workflow [father item name] will be populated with a numerical string)
Even worse: when I update the father item monday.com will not automatically updates subitems. I have also tried using mirroring but it doesn’t work because the item description (which is inside the comments) and the comments cannot get mirrored. I know there is a separated column for description which can be mirrored but description column does not support formatting (which makes this column not usable to properly describe a task), on top it still remains the issue of comments not being mirrored.
All in all I don’t see how can I apply this setup to Monday.com at the present time (note that this is a very common setup while working with European project so I don’t dare to introduce Monday.com to my partners just yet)
