Help with Workflow to Update Sub-Items on Epic Board from Story Board

Platform discussions Special workflows & use cases
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Hi everyone!

We’re currently using Monday.com integrated with Jira to manage our product development workflow. I wanted to share what we’ve built, what we’re trying to do next, and where we’re hitting a wall—hoping someone out there has solved a similar problem or has a creative workaround to share!

:white_check_mark: What we’ve built:

We have two boards:

  • Story Board – synced with Jira. Each Story has a “Parent Name” field that matches an Epic.
  • Epic Board – contains all our Epics. Each Epic has sub-items for the Stories beneath it.

We’ve successfully created a workflow that:

  1. Triggers when a new Story is created on the Story Board.
  2. Matches the Story’s “Parent Name” to the Epic’s Name.
  3. Creates a sub-item under the correct Epic on the Epic Board, pulling over Story data.

This setup works great for initial creation of sub-items.

:red_question_mark:What we’re trying to do next:

When a Story on the Story Board is updated (status, owner, etc.), we’d like the corresponding sub-item under the Epic to update as well.

We created a “Last Updated” column on the Story Board to track when changes are made. Ideally, we’d like to:

  1. Trigger when a Story is updated (based on “Last Updated” field).
  2. Find the corresponding sub-item under the matching Epic.
  3. Either:
  • Update the sub-item directly, or
  • Delete the old one and recreate it with updated Story data.

:construction: The Block:

It seems that Monday’s native automations do not currently support:

  • Searching for or identifying specific sub-items on a separate board.
  • Deleting or updating existing sub-items programmatically.

This has made it tricky to keep the Epic Board’s sub-items in sync with ongoing Story updates.

:light_bulb: What we’re asking:

  • Has anyone found a way to dynamically update sub-items based on changes to a separate board?
  • Are there any creative workarounds or native Monday tricks that might help?
  • Any ideas on tracking or replacing sub-items without external integrations like Make or Zapier (which we can’t use at the moment due to admin restrictions)?

Thanks in advance for any ideas or suggestions you may have! :folded_hands:
Happy to share screenshots or more detail if it helps.