Automation to schedule reoccurring line items based on date & status columns

Platform discussions monday CRM
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We run a CRM board to manage scheduling for campaign deployments. The deployments flow into the scheduling/resource allocation board from an approval board. Many of these deployments are regularly scheduled to deploy Weekly/Biweekly or Monthly. At present , we manually duplicate a campaign deployment(line item) to fill the board with scheduled deployments for the quarter. We urgently need the ability to automate the creation of Weekly/Biweekly or Monthly deployments from the original line item entry that flows from the approval board. We are looking to base the automation on the Cadence column ( Weekly/Biweekly/monthly) and on the Scheduled end date column ( which specifies how long a campaign is to run). Is there any combination of automation/formulas that can help us achieve this?

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Hi @DonnaRoss Welcome to the community :slight_smile: Yes, what you’re describing is a common use case in Monday.com, and while Monday’s native automations and formulas have some limitations for advanced recurrence logic, there are a few ways to approach this using a combination of automations, formulas, or if your advanced possibly integrations like Make.com (or Zapier for more advanced logic.
To automatically create recurring deployment line items (Weekly, Biweekly, Monthly) based on:
• A Cadence column (Weekly/Biweekly/Monthly)
• A Scheduled End Date column (used to define the campaign’s duration)

:white_check_mark: Option 1: Native Monday.com + Workarounds
Step 1: Use Custom Automations
While Monday doesn’t support native recurring task creation out-of-the-box for dynamic recurrence, you can create custom automations like:
“When item is created AND Cadence is Weekly → Create an item”
And you can duplicate certain values from the original item.
Problem: This only creates one new item at a time. So you’d still have to string together multiple automations or duplicate them manually. Not ideal for a whole quarter’s worth.

Step 2: Use a Formula Column (Optional)
Create a formula to calculate how many deployments need to be created based on the cadence and end date, though this is mainly for visibility and reporting.
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IF({Cadence}=“Weekly”, DATEDIFF({Scheduled End Date}, TODAY(), “weeks”),
IF({Cadence}=“Biweekly”, ROUND(DATEDIFF({Scheduled End Date}, TODAY(), “days”) / 14),
IF({Cadence}=“Monthly”, DATEDIFF({Scheduled End Date}, TODAY(), “months”), 0)))
This doesn’t trigger automations but helps visualize the number of deployments needed.

:counterclockwise_arrows_button: Option 2: Use Make.com for Recurring Item Creation
This is the best approach for full automation.
Here’s what you’d do:

  1. Trigger: When a new item is created in your “CRM/Approval Board” and has a valid cadence + end date.
  2. Logic in Make:
    o Read the cadence and scheduled end date.
    o Calculate the list of deployment dates.
    o Use a loop to create a new item in the Scheduling Board for each date.
  3. Populate fields: Clone necessary fields from the original item.
    Benefits:
    • You can generate all the line items for the quarter in one go.
    • Full flexibility for Weekly, Biweekly, Monthly logic.
    • Easily extendable in the future.
    Let me know with a like if this helps or reach back out for more support :smiley: