Make duplicate items as subitems

Platform discussions
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1

Hi there

I have a board that is being populated by Jotform entries. When there is an item with an email address that matches an item already in the Monday board, I would like that item to become a subitem of that existing item.

Is this possible? Or would I need to think about Zapier doing this?

2

Hi @Ellieroberts1

Yes, it is possible. Yes, it will require something like Make or Zapier to do that.

Jim - The Monday Man
What is Make & How can it help you with monday?

3

Hey @Ellieroberts1

We developed an app called subitem automations that provides robust automation capabilities to subitems.
We have an automation that was created for this specific use case. As the item is created, it is conveted to a subitem of that item. Here it is →

Screenshot 2024-11-06 at 13.31.30
Screenshot 2024-11-06 at 13.31.302156×436 41.5 KB

You can find it in the monday.com marketplace in the platform or here - https://monday.com/marketplace/10000287

Hope that helps!

4

Thanks! I have installed that and added it to the relevant board. So when an item is created in the board, the automation is looking for any matching items (searching by item name?) and will place the new item as a subitem of the existing item? Many thanks for your reply.

5

What tier of monday.com are you using? This could be achieved natively on monday.com with the workflows feature.

  1. Use a connect boards column connected to the same board and use the connection automations to connect when an email matches.
  2. Have the column change trigger on the connection column trigger a Workflow.
  3. In the Workflow, you can find the connected item, create a subitem and populate it accordingly.

I would warn against this structure however (obviously I’m making some assumptions about your solution(. I see lots of problems when my clients try to use subitems and items together for the same purpose. Perhaps you could consider creating a subitem for the first item (i.e. every time) or using a separate board to store “parent” items. This will help when it comes to dashboarding and further automation.

Please let me know if you want a chat to discuss this further, or go ahead and book a call here: https://calendar.app.google/pxSjufGz6hbtUaUg6

6

Hi there

I installed your recommended automation, and I’ve just come to realise that since then, all new items and subitems have been automatically moved to trash. Have needed to manually restore about 200 items and then delete duplicate subitems. Have removed this automation now - super disappointed :frowning:

7

Hey @Ellieroberts1 sorry to hear this and this is super weird. Can you reach out to me by email so we can understand what’s going on and solve this?
I’m available at daniel@fantasymedia.io