Moving items based on due dates on a specific week day

FAQs
#1

Hi I need some help with automatically moving items into groups based on due dates.

I have 4 groups for all my job items - “due today” , “due this week”, “due next week”, and " confirmed jobs"

I want the jobs to be moved to the right group automatically.

Currently I can get the jobs into “due today” with no problem, but for “due this week” and “due next week” I am unable to get the automation going smoothly.

If I set items to move 7 days prior due date, items due next work week might show up in “due this week” depending on which day of the week it is at the moment (e. if today is Thursday, items due next mon-wed will be moved to due this week if I set it to be moved 7 days prior due date). Same issue happen for setting up “due next week”.

I need the moving to happen on a specific week day prior due date rather than X days prior the due date.

Automations I am thinking of are:

  • on 1st Sunday before due date at 7pm , move item to “due this week”
  • on 2nd Sunday before due date at 7pm , move item to “due next week”

Is there any way to achieve this?

#2

hi @aelia

Welcome to the community. I do not fully understand what you are trying to achieve here. For moving items to your groups “due today” , “due this week” and “due next week” you probably need to specify when to do this. “Next week” is a relative thing. There is an automation available that let you build these kind of recipes. You specify when to run them (once a day / week etc) and how many days you want to “look forward” per group (from the time it is ran). The app is called “Date Controlled Groups” and you can find all information here: Date Controlled Groups | Excellent Team

#3

I do have a specific date - each item has the due date already set up.

I need the items to be moved as follow:

  • move to the group “due next week” [ on the 2nd sunday prior due date at 7pm]
  • move to the group “due this week” [ on the sunday prior due date at 7pm]
  • move to the “due today” group [ on the due date at 7am] (this is currently working as needed)

Does this clarifies my needs?

#4

OK, understood. Don’t think you can do that out of the box. The scheduler (used to trigger) uses a defined pattern (every day, week, 3nd Sunday, all Fridays etc) and does not has the possibility to run relative to the due date. The only way to solve this is to develop an app for this I am afraid.

#5

Developing an app is definitely not what I am hoping for. Will there be other ways that we can sort items into weekly due groups other than manually moving them every Monday that I am not aware of?

We have just started using Monday, so not an expert. But this is like the major thing we require to be automated and I thought it is pretty basic as other management apps mostly will provide weekly due list summary…

#6

@aelia

I’m actually trying to accomplish something like this for my team. I haven’t had a lot of time to dive into it but once I do, I’ll let you know how I set it up.

It may require some use of 3rd Party low code apps, like Integromat or Zapier. But I’ll be first trying to solve this natively within Monday.

#7

Thank you! Let me know how it goes :slight_smile: It would be the best if it can be done natively but other solutions are definitely helpful too!

#8

@aelia,

Interesting puzzle.

This would be much simpler using Integromat. But, I think this would work in base monday… (I did not test this.)

Create two status columns: {trigger} with “ready”, set default to “ready” and {issunday} with “yes”, “no”. Both columns can be hidden.

Setup the following automations (all this is to set a flag saying it is Sunday for two hours):

  • Every time period, clear {trigger} (set to run weekly on Sunday at 6pm) (to turn on {issunday})
  • (Custom) When {trigger} changes from “ready” to anything and {issunday} is not “yes”, change {issunday} to “yes”
  • (Custom) When {trigger} changes from “ready” to anything and {issunday} is “yes”, change {issunday} to “no”
  • When {issunday} changes to anything Change {trigger} to “ready”
  • Every time period, clear {trigger} (set to run weekly on Sunday at 8pm) (to turn off {issunday})

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Then, Setup these automations (These will move the items on Sunday. Might need to adjust set days):

  • When {duedate} arrives and {issunday} is “yes”, move item to “due next week” (Set to 14 days before at 7pm)

  • When {duedate} arrives and {issunday} is “yes”, move item to “due next week” (Set to 13 days before at 7pm)
    …

  • When {duedate} arrives and {issunday} is “yes”, move item to “due next week” (Set to 8 days before at 7pm)

  • When {duedate} arrives and {issunday} is “yes”, move item to “due this week” (Set to 7 days before at 7pm)

  • When {duedate} arrives and {issunday} is “yes”, move item to “due this week” (Set to 6 days before at 7pm)
    …

  • When {duedate} arrives and {issunday} is “yes”, move item to “due this week” (Set to 1 days before at 7pm)

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