Glad to hear the Status column worked!
Now regarding the email option. Have you looked at the pre-built Outlook Integrations? Outlook Integration – Support
The trick is to cause a “status to change” as that will be required to trigger the Outlook Integration. I think the simplest solution would be to add an extra Status Column called “Email” or something like that. Then an automation like:
When item is created, change status to something.
When item is created, change Email to Send.
When your item is created, it changes the Email columns status, which can then trigger an Outlook Integration like so:
When status changes to something, send email to someone.
Another thing to consider, in order to dynamically change the email recipient, you will need another set of automations. This does mean creating an automation per department head.
When item is created and status is X department, assign person to X department head.
This will have triggered before you Outlook Integration. You should be able to choose that People column in said Integration and it will take their email from their Monday account.
Natively through Monday, I can’t currently think of a way to dynamically select a person to email. This could be easily achieved through Integromat though, which could handle assigning the department head to the People column, finding their email and then sending an email. Doing all of this through Integromat would also allow you to send HTML emails with CC/BCC, attachments etc. Currently the built in Gmail & Outlook Integrations only allow plain text emails with 1 recipient(can send to separate emails but not CC’d).
Hope this helps! Feel free to reach out if you need more assistance.