I’m working on a monday.com solution with the following requirement, and I’d like to know whether it can be achieved using native monday.com automations or the monday API, given that the use of third-party integration tools (Make.com, Zapier, n8n, etc.) is not allowed.
Requirement:
When a project’s status changes to “Closed”, automatically move the entire project folder (containing ~8 boards) to a Closed/Archived workspace.
Question:
Is there any supported method—either via monday.com’s built-in automation recipes or the GraphQL API—to detect a status change on one board and then programmatically move the related folder (and its boards) to another workspace? Moving the said boards one by one will also be helpful if that is the only way possible
I’d appreciate any insights, limitations, or recommended approaches based on the current capabilities of monday.com.
You can certainly do this via the API, I can’t see a way natively though.
To use the API, you can either use the monday Apps framework using a custom action (https://developer.monday.com/apps/docs/how-to-create-an-action-block) or a webhook (monday.com Webhooks) both can trigger when a status changes to something. These will give you the itemId or boardId to use in the next query. (if you use itemId, then you just get the board the item belongs to)
Once you have the notification, you need to query the current board location, you can get the folder id (Boards) from the boards query.
One you have the folderId, you can get the ‘children’ in the folder to determine all of the boards that you want to move - Folders
Then for each board you want to move, you need to update the board hierarchy to move to the new folder/workspace - Boards
It’s a great use-case, and a lot of people run into the same limitation. Right now, monday.com doesn’t let you automatically move entire folders between workspaces with native automations, and the API also doesn’t offer a direct folder-move action. You can move boards individually through the API, but it still requires custom scripting on your end. Hopefully they expand those capabilities soon, because it would make project archiving much smoother.
Great question, this is a pretty advanced workflow for monday.com. As of now, native automations don’t support moving entire folders or multiple boards across workspaces based on a single board’s status change. The GraphQL API does allow board and workspace updates, but linking a status change on one board to automatically relocating a related folder (or all its boards) isn’t fully supported as an end-to-end automated flow without some manual or scripted handling. Moving boards individually via the API is currently the more realistic workaround.
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