Automate Group Name and Deliverables

Platform discussions Special workflows & use cases
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Hi - I’m currently working on a board that’s designed to help us track deliverables for our clients, all of whom have the same set of deliverables. Our goals are to make the process as seamless as possible for our sales team when they input client names, to reduce errors associated with rekeying data, and to provide appropriate filtering of like deliverables for our communications team.

Here’s what I’m trying to achieve:

Sales Team Input: Our sales team interacts with the board through a form view, where they simply enter the client’s company name.

Ideal Automation: Through automation, we want to create a new group for each new client with a set of predefined deliverables. The automation would name the newly created group so that it matches the company name provided by the sales team via the form entry. Additionally, it would be great if we could automatically assign team members to these new groups based on predefined roles.

Why We Need This: The predefined deliverables all have to do with public recognition of the client so we need to reduce the chances of manual errors.

Is this even possible, specifically the automatic naming of a new group? I’d greatly appreciate any input or guidance on how to set it up if so.

Thanks!

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Hey Mark!

Charlotte here from the monday team! :wave:

It does sound like all of these are possible except perhaps distinct columns/predefined deliverables for each group.

You can use item default values on the board to make every new item have certain data filled out in columns automatically, but this achieves basically the same thing that creating items via a form does.

You can use automations to create a new group and items within that group. However, if you’re using a form it sounds like the automation workflow would look more like “When item is created and Status is __, create Group __”.

However, I do believe the best way to create new clients would be to do a new board per client so you can have columns and data specific to that client instead of way too many columns that don’t apply to every group/client in the board.

Perhaps instead you can set up “When item is created, create board from template” automation recipe instead.

You can chat with our support team here if you want more help setting this workflow up!