I have been using Airtable for the last year and have it set up in a way that I really like. We are switching to Monday and I haven’t been able to fully replicate what I had. Maybe there is a better way overall, but I have figured it out. So what I am trying to do is: Have a main “overview” board. This will have the entire year laid out with campaigns grouped together and each campaign’s deliverables underneath. Then I want to have two other boards, one for internal project management and one for external project management. I have a “proj. Mgmt” column in the main overview board with a checkbox. I want to be able to check the box, then that automatically creates the item over in the project management board. For example: I have a “Winter Newsletter Email” in the main overview board, when I click add to project management, I would like it to create an item called “winter newsletter email” where I can then add tasks as sub-items underneath. I have gotten it to automate creating the item, however it just puts it in the first group. I don’t want to have to manually create groups for each campaign as I have multiple a week. I feel like this is hard to explain but any advice would be appreciated! If you have better ideas of how to manage this, please let me know! I have attached a link to video demonstrating how I use Airtable. * Airtable Video *
You’re not missing anything. This is a current monday limitation. Automations can create items on another board, but they can’t dynamically create or select groups, so everything lands in the first group.
Two simpler approaches most teams use.
Option 1. Skip campaign groups
Use a Status or Dropdown for campaign instead of groups, then automate moving the item based on that value.
Option 2. One board, multiple views
Keep campaigns and deliverables on one board, use subitems for tasks, and create filtered views for internal and external work instead of copying items.
Teams coming from Airtable usually prefer option 2 since it stays flexible and avoids automation headaches
If you want, you will need do a paid working session where we offer a 60-minute Monday strategy session where we review your setup, recommend improvements, and map out next steps.
Andrew — let me save you weeks of trial and error.
You’re trying to solve a fundamental problem that monday doesn’t handle natively.
monday is built on this assumption:
One item = one board
So when you try to add items to another board, and maintain a clean overview and detailed PM boards, you’re forced into connected boards + mirrors that are somewhat useful..until they’re not.
If I get it right, what you’re really saying is:
“This is ONE thing.
I just want to see it in different places, for different reasons.”
One “Winter Newsletter Email” that:
Lives on your yearly overview
Also lives on your internal PM board (with subitems & tasks)
