Connect Board Automation to Update Existing Item

Platform discussions
, ,
1

Hello -

I am looking for a way to automate updates to existing items on connected boards.

Board 1
Lifecycle Management/LM: Records flow down through Sales Pipeline to LM. Project Managers update records in LM. Only Members have access to this account, no Guests.

Board 2
Client Access/LM: When a record reaches LM, a duplicate copy is created in Client Access. This is the only app/board Guests have access to and has a limited field set of what we want them to see. The intent is that, as PMs update their orders, updates are pushed over from LM to CA.

  • We need a way to carry over live updates on fields that are shared from LM to CA.
  • We cannot use mirror columns for this purpose because mirror columns can only be viewed by those who have access to LM, and Guests do not have access to LM.
  • We created an automation that will successfully copy over data from mirrored columns to equivalent native columns in CA.
  • We have also created an automation that triggers new records in LM to automatically copy over to CA and trigger the above mirror column automation.

What we are NOT able to do as of now is push live updates from LM to CA without creating new records. The connect boards automation only allows you to connect boards and create a new item, there is no automation that I’ve found that will allow you to connect boards and update an existing item.

I need to figure out an automation that copies data from mirror fields (from LM to CA) to native fields in CA. Example: PM updates Status in LM, Status mirror field in CA automatically copies to Status long text field in CA.

The automation would work whether it was triggered directly by updates in the mirror columns or through a checkbox selected in LM triggering all updates to push through.

So far I can’t find a solution. Any ideas?

2

Hi there,

To automate updates from Board 1 (LM) to Board 2 (CA) without creating new records, you can use Integromat or Zapier to bridge the gap. Here’s a simplified approach:

  1. Set Up a Webhook in Monday.com:
  • Trigger the webhook when specific fields are updated in LM.
  1. Use Integromat or Zapier:
  • Create a scenario/automation that listens to the webhook.
  • Fetch the updated record from LM.
  • Use the record ID to find the corresponding item in CA.
  • Update the relevant fields in CA with the new data from LM.

This way, you can push live updates from LM to CA without creating new records.

Hope this helps!

Best,
RHJ

3

To achieve live updates from the Lifecycle Management (LM) board to the Client Access (CA) board without creating new records, you can use an integration platform like Make.com (formerly Integromat) to set up a custom workflow. Here’s a high-level approach to accomplish this:

Step-by-Step Solution:

  1. Trigger Setup in Make.com:
  • Trigger: Use the “Watch Item” or “Watch Updates” module to monitor changes in the LM board.
  • Condition: Set a condition to trigger only when specific fields are updated (e.g., Status).
  1. Get Item Details:
  • Action: Use the “Get Item” module to fetch the details of the updated item from the LM board.
  1. Find Corresponding Item in CA:
  • Action: Use the “Search Items” module to find the corresponding item in the CA board based on a unique identifier (e.g., Order ID, Project ID).
  1. Update Item in CA:
  • Action: Use the “Update Item” module to push the changes from the LM board to the CA board. Map the fields from the LM item to the CA item.
  1. Optional: Checkbox Trigger in LM:
  • Trigger: If using a checkbox in the LM board to trigger updates, monitor this field as well.
  • Condition: Set a condition to check if the checkbox is selected and then proceed with the update workflow as described above.
4

Hey @jwomack8983

We’ve developed an app called Advanced Item Link & Match. It was built to address monday’s native solution shortcomings, including the ability to connect to existing items.
Here’s the difference & an example →

Screenshot 2024-02-05 at 17.08.59
Screenshot 2024-02-05 at 17.08.592164×520 37.7 KB

  1. Advanced conditions - You can specify up to 4 conditions instead of 1 for more accurate matching.

  2. Logic flexibility #1- You can connect all items that meet the condition or just the first one.

  3. Logic flexibility #2 - You match empty values or not match empty values

  4. Supports override existing or add to existing (just like monday.com’s solution)

  5. Trigger flexibility - Supports connecting both on column change & on item creation.

  6. Built for scale & actually works :slight_smile:

You can find it in the monday.com app marketplace in the platform.

Hope that helps!

If you have any questions I’m available here - daniel@fantasymedia.io