I recently came across this great question in one of the monday.com communities.
It’s a common scenario—someone completes a task, and you want to notify collaborators who aren’t part of your board or monday.com workspace.
Here are several ways to solve this:
1. Native Gmail/Outlook Integration + Automation
You can use monday.com’s built-in Gmail or Outlook integrations.
Example automation:
When status changes to “Done”, send an email to [someone@domain.com]
- Easy to set up inside the platform
May result in email overload if multiple tasks are completed in a short time
2. Board Email Reports App (Digest-Based Emails)
Instead of triggering emails for every task, this app lets you:
- Collect all tasks marked “Done” over a day, week, or custom period
- Send a single email with an XLS report to one or more external recipients
Why it’s helpful:
- Less noise, more value—only one email per period
- Reports can include direct transitions (e.g., “In Progress” → “Done”) or the full status journey
- No need to set up email integrations—just mention the recipient emails in the automation rule
- External recipients don’t need a monday.com account
3. Use Make.com or Zapier
These tools let you build custom workflows:
Trigger**: When item status changes to “Done”
Action**: Send a personalized email via Gmail, Outlook, or another service
- Highly customizable (format, recipients, message content)
- Steeper learning curve
- Setup and testing can take time
- Might require technical help for more complex workflows
Have you found other ways to solve this use case? Share your thoughts or favorite tools in the comments!