Bulk editing/activating automations

Platform discussions
1

I have 512 automations assigned to my user (I am an admin in the account) across hundreds of different boards. Since a number of these automations have been transferred from other users’ accounts I want to make sure they are all active.

Is there a way to view all automations assigned to me and view (and update) their activation status? Or is there a way to view/update all automations in the account as an admin? If it’s not possible in the interface, is there a way to do it through the API?

Thanks in advance for any assistance!

2

Great question! Here’s a detailed answer about managing automations in Monday.com as an admin:

Viewing and Managing Automations Assigned to a User in Monday.com

1. Native Monday.com Interface:

  • There is no built-in feature in the Monday.com UI to list all automations assigned to a specific user across all boards in one place.
    The automation center on each board only shows automations for that board, and you have to check them board-by-board.
  • Activation status of automations:
    You can see if automations are active or inactive on the board’s automation center, but again, this is per board, so no consolidated view.
  • Updating automations:
    You can edit or disable automations from the board automation center, but must do this manually for each automation on each board.

2. Admin-level Controls:

  • As of now, Monday.com does not provide a global admin panel to view or manage all automations across all boards at once.
  • Admins have broader rights but still must manage automations at the board level.

3. Using the Monday.com API:

  • Yes, the API provides more flexibility. You can use the Monday.com GraphQL API to:
    • Query boards and their automations.
    • Retrieve details about automations, including their active/inactive status.
    • Potentially identify which automations are assigned to a specific user.
  • However, note:
    • The API currently doesn’t provide a direct way to query “automations by user” in one call.
    • You’d likely need to iterate through all boards (or boards you have access to) and query the automations on each.
    • You can then filter automations assigned to your user ID and check their status.
  • To update activation status:
    • The API currently offers limited options for managing automations programmatically.
    • Editing or enabling/disabling automations via the API is not fully supported.
    • You might be able to delete and recreate automations via API calls as a workaround.

Summary & Recommendations

  • No centralized UI to view/manage all automations assigned to a user or account-wide.
  • Board-by-board manual checks are required for UI management.
  • The API can help audit and list automations by iterating through boards and querying automation details.
  • Changing activation status via API is limited; you may need to do manual edits in the UI.

Next Steps

  • If you’re comfortable with scripting, you can write a script using the Monday.com API that:
    1. Fetches all boards in your account.
    2. For each board, fetches automations and their assigned users and status.
    3. Outputs a consolidated report for you to review.
  • For updates, consider creating a prioritized list of boards/automations needing attention and update them via UI.