Synchronizing Subitems Across Multiple Boards: Automatic Creation and Updates

Platform discussions
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1

Is it possible to achieve the following in Monday.com?

  • I have items in Board1.
  • I have mirrored these items in Board2.

Desired functionality:

  1. When I create a subitem in Board1, a corresponding subitem is automatically created in Board2.
  2. When I create a subitem in Board2, a corresponding subitem is automatically created in Board1.
  3. The subitems created should be linked together.
  4. Any updates to the columns of these subitems should be reflected across both boards.

Is this feasible within the capabilities of Monday.com, and if so, how can it be implemented?

2

Hi @rael!

I would love to learn more about the context of your use case to help you with the best fit solution that adapts to your desired workflow!

With what you stated above, the one challenge is creating Subitems in another board under the designated parent items is a tough thing to do with our of the box automations due to trying to recognize the correct parent to create it under.

However, you can think of it this way:

  1. The Subitems can live as parent items in one board for what would be dedicated to the tasks associated with the parent board.

  2. This is where these items can reside and connect to both views dependent on how the status triggers.

I would like to explore your idea more with you to see what is best fit as I am sure there is a good way to enable your digital transformation!

Mike B
Eligeo

3

I am also trying to achieve this. I have two boards:
Board 1 - Project Board, projects at parent level, assignments made at subitem level
Board 2 - Employee Directory/ Capacity Planning - Each employee is a parent item.

I would like when a subitem on the project board is assigned, it also creates a subitem on the Employee Directory as a subitem under the employee. I have a drop down on both boards with the employee name and would like to use the matching logic to create/connect them but it only works at a parent item level.

4

Hi all, there is no way to do this in monday out of the box. You best bet would look to make.com to script something custom, or perhaps look at a 3rd party app like Vlookup which may help for something like this.

If you ever need a hand researching this further feel free to reach out anytime.

Thanks!
Mark

5

Hey Rael

Yes, it is possible to achieve the desired functionality in Monday.com, but it requires a bit of creativity using Monday.com’s automation and integration capabilities. Here’s how you can set it up:

Set Up the Boards

  • Ensure both Board1 and Board2 are set up with the same structure for items and subitems.
    Create Mirrored Columns
  • Use mirror columns to link the necessary information between the two boards.
    et Up Automations for Subitem Creation
  • Create automations that trigger the creation of a corresponding subitem in the other board whenever a subitem is created in one of the boards.
    Link Subitems Using Integromat/Make or Zapier
    Use an integration platform like Integromat/Make or Zapier to link the subitems across both boards. This will allow for real-time updates and synchronization between the two boards.