I’m working on a Zapier automation to sync meeting notes from Fellow.ai into Monday.com, and I want to make sure it’s set up properly without overwriting data or creating duplicates.
Goal of the automation:
Match each Fellow.ai meeting to the correct Monday item
Append notes (not replace existing content)
Keep the workflow stable and scalable
Questions for those who’ve done this with Zapier:
Is it better to add notes as item updates or store them in a long-text column in Monday?
What’s the most reliable way to match the correct item?
Email/owner
Deal ID
Meeting ID
Meeting title
Custom unique ID field
What’s the best pattern in Zapier?
Find item → Create update
Find item → Update long-text column
Create item if not found?
How do you handle duplicate prevention in Zapier for recurring meetings or re-syncs?
Would you recommend doing this on one board or splitting across multiple boards?
If anyone has a working architecture or best-practice flow, I’d really appreciate your insight
Trying to avoid bad data structure early before scaling this.
Personally I didn’t do this exact flow with Zapier, but I’ve done plenty of other flows with this API aggregator so I hope my answer helps you anyway
Is it better to add notes as item updates or store them in a long-text column in Monday?
You wrote": “Append notes (not replace existing content)” - updating the column probably would replace the existing content so if you want to keep the history of the meetings, using updates is better. Otherwise you will have to create multiple long-text columns for each meeting and at some point your board gets cluttered.
What’s the most reliable way to match the correct item?
I would go with anything that relates to ID as this data should be unique and non-changing over the time. Deal ID sounds like it could give you a window to more advanced flows (ie. creating an overview of the deal history), but meeting ID can also be good if you want to store information about meetings only. Meeting title or email/owner may not be unique in your case - meeting names can be the same, and one person can run multiple meetings over the course of time. It all depends if you want to store information about the deal/meeting in one place, or each meeting should be a separate item.
What’s the best pattern in Zapier?
The pattern you provided should be enough First find the item and then create update. If no item matches the given criteria, create one.
How do you handle duplicate prevention in Zapier for recurring meetings or re-syncs?
What would be a duplicate in your case exactly?
Would you recommend doing this on one board or splitting across multiple boards?
It depends on how actually your job looks like. If you have only few deals/meetings and managing them won’t be a hassle, then one board can be enough. But if you want to have it grouped per project/offer/client and you’re dealing with many meetings during the day/week then probably splitting it into multiple boards will be a better idea to avoid the data chaos.
Hello @Aleem
For notes, item updates are usually best since they naturally append, keep history, and avoid overwrites. Long Text works only if you want one “living doc” and you’re careful because Zapier updates can overwrite.
For matching, use a dedicated unique ID column. Fellow Meeting ID is ideal. Emails and titles change too often to be reliable.
Best Zapier flow is Find Item by unique ID → Create Update. Only use Create Item if not found if your unique ID is truly stable.
For duplicates, store and match on the meeting ID (and for recurring meetings, meeting ID + date).
Start with one board unless you truly need separate ownership or permissions.
If you’d like hands-on help or want us to walk through this live, you can book a 1:1 paid 60-minute strategy session with our team here: Calendly
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First find the item and then create update. If no item matches the given criteria, create one.