Currently creating a project request and proposal board.
When a form get filled out both requestor and proposer have the ability to upload files. When forms get submitted an email gets sent to the proper people and the file link is generated and also attached in the email. The email link takes the longest to populate in the column and thus needs to be the trigger so it appears in the sent email. A file might not be uploaded for some projects so is there a way to delay sending the email automations to give the file enough time to populate and appear in the email.
Can you elaborate on how the uploaded file is generated into a link from the form? If you’re happy to share some screenshots of the recipes you have setup that would be helpful for me to test on my end
I’m using the public Files integration to copy the generated URL of files and it places it into a text column which is then able to be put into an email. The file takes the longest to generate so we made that our trigger to send out emails when forms submit, however, we might not need to upload a file on a specific project.
I’m not sure which screenshots you specifically need as i have 17 automations going on this board.
I am afraid because this is a 3rd party app that you’re using, there isn’t much we can do in terms of delaying the native email automation. I’d recommend reaching out to the app developers incase there is a reason behind the delay
The email automation itself is native to Monday.com. The 3rd party app just casts the URL into a column so it’s available to be use in an email automation. The 3rd party app should have no effect on a delay to a native email automation, if a delay is even possible. If the delay is possible why wouldn’t it be able to work with the integrated app?
Apologies if I’ve misunderstood From what I understood you mentioned that the - email link takes the longest to populate in the column and thus needs to be the trigger so it appears in the sent email - from my understanding because of the delay in generating that link, the email is sometimes sending without the link populating - this in my opinion isn’t an issue with the automation natively as you mentioned an automation is set up to send the email out based on item creation - as soon as the item is created, this triggers the recipe, so if there is a delay in generating the file link, it is expected that it’s not included in the automation. Please let me know if I am understanding the issue correctly!
The only way to get the link to populate in the email properly is by making the trigger the file link generation itself because it takes so long. However, we might not have any files to upload for certain projects so we cant make it the file generation.
Hi Jared. Could you include a status or dropdown question in your form for people to select yes if they have files to upload or no if they don’t, and then have two automation paths for your automated email based on that? For the first path, if they selected no in the “Do you have files to upload” question, the automation recipe would be what you have currently, but would include the condition of When an item is created and only if the dropdown contains only the “no files” label, then send automated email. For the second path if there are files, then your automation to send the email would be triggered by the file link column changing: When [column] (file link column) changes, then send automated email.
This would not work because the requestor has the opportunity to submit files first then the proposer has the opportunity to do so. The item is already created by time it gets to the proposer.
Ok so if the proposer is working on the item in monday once it gets created by the requester, can you integrate a small step for the proposer to add any files and then change a status column to trigger your automated email? Or you could still trigger the automation based on when the file link column changes to make sure there’s enough time for that step before the email goes out.
Here’s the process. Requestor fills out the Request Form which triggers an email sent to the Proposer. The trigger for that email is “when item name changes send email” this so far has been properly generating any files that are submitted with the requestor form in that automated email. When that email is received by the proposer he opens and fills out the Proposal Form that is attached in the email. He has the opportunity to upload files in the proposal form which then should populate in the next email back to the requestor. The problem is the only way to make sure it has enough time to generate the the File URL is by making the file link column the trigger when it changes. It’s too slow when generating and doesn’t generate till after the email is sent so it doesn’t appear in the email at all. I cant make the status column a trigger because it has nothing to do with the generation of the URL file link column. The status gets set quickly compared to a URL link populated in a column.
An idea I had was using Super Forms, a form integration I am using, PDF function as my trigger. The pdf function creates a PDF of the entire form and therefore should take longer to generate than the URL itself. The PDF would get uploaded to a column and I can use the changing of that column as a trigger. The problem with that is every time I submit the proposal Form it fails to upload the PDF. I was hoping to use and test this as the trigger but it wont upload for some reason.
Honing in on this section here: “The problem is the only way to make sure it has enough time to generate the the File URL is by making the file link column the trigger when it changes. It’s too slow when generating and doesn’t generate till after the email is sent so it doesn’t appear in the email at all. I cant make the status column a trigger because it has nothing to do with the generation of the URL file link column. The status gets set quickly compared to a URL link populated in a column.”
Could you have an interim status that only changes after the file link column changes and then that triggers the email being sent? I wish I could see your board and automations!
