Monday email notifications. A pro or a con?

Feature requests
,
1

Hi Monday community,

I am wondering. Does your organization use the built in email notifications or like ours, have all your users blocked or turned them off due to SPAM?

We have tried to solve this by using a mail address with our own domain to get important notifications to the right people BUT for some strange reason - all emails sent using the outlook/gmail integration are posted as a status update which

  1. Clutters up the inbox, with jumbled-up styling, rendering it useless
  2. Clutters up the status box, with jumbled-up styling, rendering status updates almost useless
  3. Is visible to all board subscribers.

Sending an email to a specific person is inherently personal so why are all emails open for all to see?

I want to use Monday.com to trigger notifications for specific things and our team is around 100 people. I can’t afford to have 100 user updates in every item and 100 inbox notification, every time the integration triggers. If we use this, well get up to thousands of useless notifications with the same jumbled up message in week. Besides even if we’d use the Monday notification emails- there is no way to style the message. Not even put in a line-break.

There must be a better way to solve this. If you have working solution please share!

Thanks and lease upvote this post (at the top) to get visibility from the Monday.com team development team. @dipro

2

@Emil

Can you tell me a little more about the exact integration/automation you are using to notify people? Also what precisely are you trying to accomplish?

You are correct that currently you can only format emails with Plain Text, but there might be a better
option for you depending on what you need.

Let me know and I might be able to help.

3

Hi @andrewalmand

Sure.

We have 3 boards that use this integration.

Board 1 - Sales pipeline
Once an opportunity status is changed to either Won, Lost or Cancelled I have the automation send a premade email from an internal email account to specific people that need to be notified. In this case it’s only 4 people so we’ve been able to manage with the spam so far.

Board 2 - Product schedule
For new products being manufactured we have a board so that all sales people can keep track of the developments progress and milestone dates for each product. The triggers are a) milestone is reached: notify and b) one new product is added: notify. I want to use the same integration to notify all sales people (ca 100) from, again, a prewritten email sent from specific internal email address.and With the current setup, this will result in massive spam in our inbox and status update sections for every item/product added to the board.

Board 3 - Sample request
Similar idea as board 2 but once a sample of a product is available to order internally - all sales people should be notified in the same manner as in board 1 and 2.

The integration im using is:

image

If you have an idea how to solve this without the SPAM. I would be very grateful.

Thanks.

4

We also have a similar problem. We would like to trigger an e-mail notification each time a person send feedback with a form, to the e-mail address that the person indicated in the form. (Who can be a member, guest or an external person)… but we do not want that all those e-mails will go to the update section.

So, far the solution given by Monday.com support was to turn off the integration.

Probably could be added a feature to the integration to be able select if the e-mail will be added as an update or not.

5

So, far the solution given by Monday.com support was to turn off the integration.

That’s not what I call a solution :sweat_smile:

1 Like
6

No definitely not a solution. You can help by voting for this issue on the top of this post. Anything helps. Thanks.

7

Hi @Emil
I’ve experienced this with many of my clients previously.
Depending on what you use to host your emails, this can be solved by simple inbox rules.

Feel free to shoot me an email at biancajclement@gmail.com if you’d like some further help with this.

8

Hi Bianca.

I’d love your help with this but I’m afraid you are misunderstanding. How can simple inbox rules stop automatic email notifications from Monday.com to appear in the status update on Monday.com boards?

But just in case you have the solution then we are using 365 Outlook.

Here’s hoping :crossed_fingers:

9

@Emil Sorry that was my response to the spam bit.

In regards to the updates section; monday is built on transparency so that is always going to be shared. To work around, I would recommend using the notification function instead of the email function. Or possibly if these individuals had personal task boards that created tasks+ send emails/notifications from there regarding the item to keep those emails in a private space at the very least.

The workings of a personal task board would be more complex, but more effective if you’re committed to sending emails- and can work whether they are or aren’t a monday user.
Feel free to email if you’d like a hand with it biancajclement@gmail.com