Historical item data on dashboards

Hi there!

I’m trying to set up some widgets on dashboards. On the board I’m pulling data from, items are divided into groups, and occasionally some items get archived automatically based on a status change. The rest of the items eventually move onto another board based on a status change. I’d like a way to track on the dashboards how many items total there were in a given month, which would include the items moved off the board & the archived items. Is there a way to do this?

ex. On board A, I have 10 items in the group for January. 2 of those items get archived when the status changes to “Archived”, and 8 of them move to board B when the status changes to “Complete”. How do I track on the dashboard that there were 10 items on board A that were worked on in January?

Let me know if you need any additional information. Thank you so much!

Hi Paige,
You could keep a record in a separate document—like a Monday Workdoc. List each item there and count them up. As such even if items are removed from the original board, they’re still recorded in your tracking doc. You can then embed this document into your dashboard for easy reference
Cheers,
Harsh


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@hart I have also had these challanges trying to track a baseline and then changes from that. Please see an idea to help:

To track the total number of items on your dashboard for a given month, including items that were archived or moved to another board, you can use Monday.com’s native features and some creative configuration. Here’s a step-by-step approach:


1. Enable an Activity Log

  • Monday.com automatically logs changes such as status updates, moving items to another board, and archiving items. These changes can be used for automation and reporting.
  • To capture this in your dashboard, you’ll need a way to count items that meet your criteria.

2. Add a Date Column

  • Ensure your board includes a “Date” column to track when the items were created or worked on.
  • If you’re only tracking the month the items were worked on, this date column should reflect when the item was last updated before being archived or moved. You can use automations to update the “Date” column automatically when a status changes:
    • For example: When status changes to “Complete” or “Archived,” set the date column to “Today.”

3. Create Status Groups for Tracking

  • Use different statuses for “Active,” “Archived,” and “Complete.”
  • This will help in filtering and segmenting items for reporting.

4. Set Up Automations to Track Total Items

  • Use Monday.com’s automations to track all items worked on, regardless of where they end up.
    • Automation example: When an item is moved to another board, create a mirror of it in a “Tracker” group on the original board.
    • Automation example: When an item is archived, create a copy of the item (or its summary) in a separate group or board.

5. Create a Summary Board for Reporting

  • Set up a separate board (e.g., “Monthly Summary”) to consolidate all tracked items.
  • Use automations to copy items into this board whenever their statuses change to “Complete” or “Archived.”

6. Use a Dashboard with Relevant Widgets

  • Add a Table Widget or Chart Widget to your dashboard to visualize the data.
  • Use filters to group data by month or status. For example:
    • Group by the “Date” column to view the total number of items worked on in a specific month.
    • Include archived items and completed items using the status or group filter.
  • Use a Workload Widget if you want to track item counts over time.

7. Alternative: Use Automations for Custom Reporting

  • If the above options are insufficient, consider integrating a Monday.com app like General Caster or using an integration with Make (formerly Integromat) or Zapier. These tools allow for advanced tracking and reporting by exporting data to a custom spreadsheet or another external tool.

Example Workflow:

  1. On Board A, track all items using a “Created On” (Date) column and “Status” column for workflow stages.
  2. When items are archived or moved, ensure the “Tracker” group or “Monthly Summary” board gets updated with the item’s details.
  3. Use a Dashboard to pull data from both Board A and the “Monthly Summary” board to display a complete count of all items worked on in a specific month.

Hopefully, this sparks a few ideas! Let me know if it was helpful by giving it a like :blush:. Let me know if you need other tweaks or its not clear.

Hi Paige, if you would like to keep a record of Archived items in your reporting, you can use the Master Data app. It retains archived and deleted items information in your Master Board. Example here:

Bruce Gosk | bruce@mintconsulting.org
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