(SOLUTION) Rollup subitem formula result to parent item and move parent items to new groups automatically (Subitems + Formulas + Auto-Move)

Platform discussions Special workflows & use cases
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Hey fellow monday.com users! :waving_hand:

Are you trying to setup a workflow that requires configuring formulas on subitems (e.g comparing two number columns), then updating a subitem column (e.g status column) with the result of the formula, then updating the parent item column with the result of the subitem formula and then moving items to a different group? Imagine if your board could do this for you, automatically!

The Problem (aka, why it’s a headache natively):
We all love monday.com, but it has some limitations, which the good people at monday are working hard trying to solve; limitations like:

  • The formula column is smart, but it has some limitations. You can’t natively use a formula result to trigger an automation or project a formula result to another column or the lack of essential functions like IFERROR, IFNA etc. So, your “Mismatch Check” formula just becomes a bottleneck.

  • Subitem rollups are basic. Getting complex subitem data to actually do something on the parent item (like change a status that can then trigger a move to a group) is a showstopper for many.

Bridging the gap with Formula PRO Automations app + Native monday.com:

This workflow combines Formula PRO’s power with monday.com’s native automations for seamless data validation and migration!

Here’s the quick setup (no coding wizardry needed!):

  • Board Prep (Your “Project Tracker” board):

    • Subitems (e.g., “Task Deliverables”): Add Numbers columns {Actuals} & {Target}. Add a Status column {Deliverable Status} (e.g., “Aligned”, “Flagged”).
    • Parent Items: Add a Status column {Project Health} (e.g., “On Track”, “Flagged for Review”).
    • Create a group: “Needs Review”.

  • Formula PRO - Subitem Check (The Magic Formula!):

    • Recipe: “When any column changes, execute formula: IF({Actuals} = {Target}, “Aligned”, “Flagged”) and project the result to {Deliverable Status} (on the same subitem).”
    • This instantly flags your subitems.

  • Formula PRO - Parent Rollup (Pushing it Up :up_arrow: ):

    • Recipe: “When {Deliverable Status} (on subitem) changes to ‘Flagged’, retrieve the calculated value of subitem formula column and project result to {Project Health} (on the parent item).”
    • Now your parent item knows there’s an issue!

  • Native monday.com - Auto-Move (The Final Touch!):

    • Automation: “When {Project Health} changes to ‘Flagged for Review’, then move item to Needs Review group.”

Workflow in Action:
Update {Actuals} or {Target} on a subitem. If they don’t match, Formula PRO flags the subitem, updates the parent’s status, and monday.com automatically moves the whole item to your “Needs Review” group!

Seriously, it’s a lifesaver.

Impact:

  • Automated Data Validation: No more manual hunting for issues!
  • Real-time Visibility and improved roll-ups: Parent items always reflect subitem problems.
  • Effortless Routing: Items self-organize for immediate action.
  • Save HOURS & Boost Accuracy!

Ready to automate your data checks? Get access to more functions than the native monday.com formula column supports like IFERROR, IFNA, SKIP, EMPTY and many more. And project formula column results to other columns like the mirror column, subitems, item names and much more.

:backhand_index_pointing_right: Add Formula PRO to your board for free with this link

Got questions or need a hand setting it up? Book a call

Or
Drop a comment below! Let’s get those boards working smarter, not harder! :down_arrow:

subitems #rollup formula groups