Duplicating Board and Rolling Dates Forward

I have a board that contains every task that we need to do in a quarterly time period. These boards are pretty large and contain, often times, over a thousand pulses. However, the same items recur each quarter.

So far, in order to achieve this we have a master excel list that has every task for the entire year that we sort for the quarterly time period we want to create a board for and then import it to a new board.

Each quarter gets a new board with three months worth of tasks that we then compartmentalize into groups for each week. Example: Group 1= January 1st - 5th, Group 2= January 6th - 12th, etc.

This allows us to easily open the current week’s group and work on tasks that are specific to the week.

Is there a current automation or work around for skipping the excel list altogether?

I’d love to just automatically duplicate the entire board, clear the status and people columns, and roll the dates forward by X days.

Hi @mrdjallen

Without knowing your process or policy needs, it’s unclear if this will help, but we may have been in a similar position.

We similarly have the potential to have 4,500 pulse/month (15 per account * 15-20 accounts each * 14-15 staff) across our small company if we create each task as a separate pulse.

Before (Split):

Oof. So many items.

Automation for this setup was tough to maintain because you need at least one trigger to create the item every month. If you want to auto-set deadlines or other things, you’ll have even more.

To make things worse, because of the way Monday currently displays automations, finding a specific automation for an item among 10+ automations means opening up and checking every automation to find it, because there are no labels identifying the pulse. You just see a long list of this:


After (Grouped):

Instead of splitting every item, we chose to “group” them all. By this I mean we do not create pulses for every item, but instead have a reference for the team member somewhere. Once they go through the list, they just go to an “overview” board and check their “check” column to report that they’ve fulfilled their entire SOP list. Each overview board belongs to a specific department SOP.

To maintain flexibility for each staff, we also create a “person” board (e.g., Aaren, John, Kelly…) to provide staff with a way to self-manage some of those items (and others) if they wish. This can help them still collaborate or ask others for help.

Each “person” board has matching columns which enables them to “move” pulses from person to person without losing data. Each of these boards has an “Inbox” group where incoming pulses should be moved to so the recipient knows they have something new to do.

Person Board example (aids in collaboration to complete work):

Pros:

  • Maintenance: We only need one automation that clears the “check” columns each year. We don’t need to update a ton of tasks if our SOP changes, and because of the way the setup was done prior, we ended up with about 1/10th of the initial board quantity.
  • Oversight: Managers can see what’s fulfilled or not fulfilled at a glance.
  • Account Collaboration: Since the SOP is collapsed onto one row per client, you can use the pulse item to have an “account wide” conversation.

Cons:

  • Status Per Item: This setup likely won’t work if you want fine oversight over each item’s status. It’s still possible, but combining pulses into groups means updates and status on each item is gone. You can try to mitigate this by using a status column to communicate progress more heuristically, like “Started”, “50% done”, “Done”, and then reset that each month, but it’s not as transparent as seeing which items have been done.
  • Training: It’s pretty straight forward, but staff does need to know how to report completion and maintain their SOPs.
  • Automation flexibility: Since pulse items with the group method aren’t a thing, you can’t set specific dates and such. This requires some other method to supplement that need.

Although not perfect, we voted to restructure our account to use the “group” setup. That being said, even if this setup doesn’t fit your scenario, if tons of pulses still aren’t realistic, you may need to find a way to abstract the work to make Monday setup easier.

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