We create a lot of documents for our clients. We have various boards that contain dif bits of data. The idea of a master record is to have one board that pulls the needed data points from other boards. But, if we are to do this, I don’t want to have a bunch of mirror columns and formulas that are not accessible by email templates, etc. It needs to be real data sitting on that board. With that in hand, we can work towards mail merge processes etc. Guidance is appreciated.
Hello @mabecassis
You’re thinking about this the right way. Mirror and formula columns are great for visibility, but they won’t work for email templates or document generation because the data doesn’t truly live on the board.
The best approach is to copy values into a master record board so they exist as native data. You can do this with board automations that create or update items and map column values directly, or with integrations like Make or Zapier if ongoing sync is needed.
Once the master board holds real values, email templates, Workdocs, and mail merge processes work smoothly.
If helpful, you can also schedule a session with the team to review the setup and choose the best approach for this . you can book a session here Calendly
Hey @Moe ,
Instead of complex automations and setup, you can try the Mirror Item Multiple Boards app.
It allows you to add the same item on multiple boards. You can create a master board with tasks from different boards.
This allows you to use regular columns and run full automations.
Feel free to reach out to us at support@fortimus.co for a FREE Demo.
If you have the workflow center, this is pretty easy to do (without having to use a 3rd party). Which product (CRM/Work Management, etc) and level (Pro/Enterprise) do you have?
Desiree - www.thecleverclovers.com
I have enterprise version. CRM for sure. Not sure about work management as I don’t think we have implemented it.
Hey Moe 
If your goal is to create a true “master record” that lives across multiple boards (and not just mirrored data), I’d strongly recommend using Same Item Multiple Boards.
It lets you keep one real item synced across multiple boards — meaning:
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Updates, status changes, and column values stay in sync everywhere
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You can use regular columns (not mirrors), so automations, integrations, formulas, and forms all work as expected
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You can build a dedicated master board that pulls in items from many different boards without duplicating data
A few reasons teams typically choose it:
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SOC 2 compliant (used by many enterprise accounts) -
Most installed & best-selling monday app for 2 years in a row
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Designed exactly for master-record / single-source-of-truth use cases
If you want, feel free to share a bit more about your CRM setup (objects/boards you’re trying to connect), and I can suggest the cleanest structure for a master record setup.
If you’re open to a 3rd party app, Same Item Multiple Boards is great for this.
Without an app, you ‘can’ do it, but nowhere near as easily. You’d need to set up worflows to say when ‘column changes’ then ‘change column’ on connected item on another board. But you’d need to have one for each column and it would take a lot… If you only have a few columns it would be ok though.
Desiree - www.thecleverclovers.com
Yup, that’s exactly what Same Item Multiple Boards does 
Here’s a video showing how it works: Setting Up Board Automation for John Smith's Workflow | Loom
Or another app, called “Match Index Column“ is using a matching key (the Match part) to keep any column (the Index) in sync. It is very much replicating the Excel MATCH/INDEX function.
Thank you. But does it work with layered mirror and formula columns?
Hey there! You’ve touched on a classic Monday challenge—Mirror columns are great for a quick look, but since the data isn’t “physically” on the board, document generators and email templates usually can’t see them.
To get that “Master Record” feel with real data for your mail merges, I’d recommend looking into two specific apps that turn those ghosts into real values:
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VLOOKUP: This is perfect for keeping items synced across boards. It pulls data from a source board and drops it into a standard column on your master board. Since it’s a standard column, your document generator will recognize it instantly.
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Smart Mirror Columns: If you already have mirrors set up, this app “casts” the mirror value into a standard column automatically. It’s the easiest way to bridge the gap between a mirror and a document.
Pro Tip: Since you’re looking into document generation and mail merges, I highly recommend checking out GetSign. It’s fantastic for generating documents and getting them signed directly from your Monday data—it plays very nicely with standard columns!
Want to see how to bridge these boards together? I’d be happy to walk you through a setup that works for your specific workflow. Book a demo meeting with me here