Does anyone know how to use a workflow or automation that allows Monday.com to recognize the next item or subitem and automatically trigger a notification on that next item or subitem once the item or subitem above it is marked with the status as done?
We’ve tried subitem automations, workflows and are preferring not to use dependencies (selecting by name of item vs. an item number without multiple connections or mirroring isn’t worth the effort).
This is a simple functionality we can’t seem to crack and we’re having a hard time understanding why a PM system doesn’t have this built in. Is there an automation or workflow we’re missing here?
It doesn’t look like this is currently available natively. However, if you’re open to using a third-party app, you might want to check out our Subitems Pro Automations to help with the subitems case.
The app introduces a custom workflow block that can retrieve the next subitem:
Once the next subitem is resolved, you can add additional blocks to pull subitem data and trigger a notification based on that data.
Alternatively, you can create an automation that copies data into the next subitem’s column (using the app) and then set up a standard monday automation to send a notification when that column changes. For example:
Hello,
While Monday offers a lot of flexibility, this specific “sequential trigger” based on status change without relying on dependencies or item names can be a bit tricky to achieve natively.
Let’s explore some potential workarounds and see if we can crack this for you:
Leveraging the “When an item’s status changes to something, push date by…” Automation (with a twist):
This automation is typically used for date management, but we can repurpose it to trigger a notification. Here’s how:
Create a “Next Action Date” column: Add a Date column to your board (or subitem board).
Set up the automation:
Trigger: “When an item’s status changes to Done…” (Select the status column and the “Done” value).
Action: “…push the ‘Next Action Date’ by 1 day.” (Or any short duration).
Second Action (Notification): “When the ‘Next Action Date’ arrives, notify someone…” (Select the relevant people column).
The Twist: The key here is that the “Next Action Date” will only be pushed forward when the preceding item is marked “Done.” The notification will then fire based on that pushed date.
Limitations:
This introduces a date column that might not be directly relevant to your workflow.
The notification will be time-based (when the date arrives), not immediately after the status change. You’d need to set the push duration to be very short (e.g., 1 day) for it to feel relatively immediate.
2. Utilizing Integromat (Make) or Zapier:
These third-party automation platforms offer more advanced logic and can bridge the gap in Monday’s native automation capabilities. Here’s a general idea of how you could set this up:
Trigger (Monday): “When an item’s status changes to Done…” (for the relevant board/subitem board).
Action (Integromat/Zapier):
Search for the next item/subitem: This is the trickiest part. You’ll need a way to identify the “next” item. This could involve:
Sorting by a specific column: If you have a column that inherently orders your items (e.g., a numerical ID you manually maintain, or creation date if that’s reliable), you could fetch all items/subitems, sort them, and identify the one immediately following the trigger item.
Using a connected board and mirroring: While you want to avoid multiple connections, a temporary connected board solely for ordering might be a possibility if the volume is manageable. You could connect items sequentially and then use the connection to find the next one.
Trigger a notification: Once you’ve identified the next item/subitem, use the Monday.com integration in Integromat/Zapier to trigger a notification for the relevant people in that item/subitem.
Why Monday Doesn’t Have This Built-In (Potential Reasons):
Complexity of “Next”: Defining “next” can be ambiguous. Is it based on creation order? Alphabetical order? A manual order? Without a clear, consistent way to define “next,” building a universal automation becomes challenging.
Focus on Dependencies: Monday heavily emphasizes dependencies for sequential task management. While you’ve rightly pointed out the limitations of name-based dependencies, their core logic leans in this direction.
Flexibility vs. Specificity: Monday aims to be a highly flexible platform. Sometimes, very specific sequential logic requires more tailored solutions like custom integrations.
Which Approach to Choose:
For a very simple, time-delayed notification: The “push date” workaround might suffice.
For a more immediate and robust solution: Integromat (Make) or Zapier offer the most power and flexibility, although they require an additional subscription and some setup effort.
