Duplicate items via automation

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Dear Monday.com Community,

I’m currently managing a portfolio with a sophisticated workflow comprising 10 low-level boards, each dedicated to individual team members for their respective tasks. These boards are all interconnected with one central portfolio management (PF) board, allowing for seamless oversight and coordination.

To streamline our processes, I’ve implemented an automation within the PF board, with the following logic: “Once an assignee is designated in the people column, and only if that assignee is labeled as ‘A’, then create a corresponding task item in the ‘A’ member’s board and establish the necessary connections with the PF board.”

While this automation has been effective in many respects, we’ve encountered an issue when adding additional team members to the same people column. Specifically, the automation triggers for both the newly assigned team member and the previously assigned individual. This unintended duplication disrupts our workflow and leads to unnecessary clutter within the system.

I’m reaching out to the community for insights and suggestions on how to refine this automation to prevent triggering for previous assignees when new team members are added. Are there any adjustments or alternative approaches that could help us achieve this desired outcome without sacrificing efficiency?

Any advice, best practices, or shared experiences would be greatly appreciated. Thank you in advance for your assistance!

Best regards,

2

Hi Shoaib,

What is triggering the custom automation? Is it on item creation or when you assign someone to a specific People Column? Is the person assigned manually or is this also achieved via automation?

Even better, could you share a snip of the automation block?

I may have a solution, but really need to see the construct of your automation to see if it would be successful.

Cheers.

KC

3

With zzBots you can set up a bot to automatically sync new and or updated items with specific assignee to that persons board. You can add additional filters as well. I didn’t quite understand where the assignee is labeled as ‘A’, but it should be able to handle that as well.

If you are interested in getting this set up just chat with us on our website.

There are unlimited sync possibilities.

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If your board is not too cluttered already, you could create multiple people columns, and create automations for each individual column.

For Example, Person 1, Person 2, Person 3 “People” columns on the Portfolio-level, with the understanding that new assignees are added to empty columns. Further, you could limit the number of assignees in each People column to 1. Then, duplicate your automation using the logic you have in place and change the Person columns respectively for each duplicated automation.