Using multiple columns from different boards but same client notes to generate a summary based on date ranges.

Platform discussions
, , , , ,
1

Within Monday I have multiple boards that have data from a consultant working on a client. These come from a weekly report they submit and their daily QuickBooks time entries with notes. I would like to reference multiple columns from different boards, but with the same client (as defined by a shared status/naming convention) and generate text for an email to send to the client on a weekly or monthly basis. Is this possible with Monday functionality? No third party apps.

2

Short answer: Yes—mostly. You can do this natively with a “client hub” board, Connect Boards + Mirror columns, and the Gmail/Outlook integrations to send the email. Purely automatic date-based rollups (e.g., “last 7 days across multiple boards”) are limited, but you can get a reliable weekly/monthly flow with a small helper step.

How to set it up:

  1. Create a board to use as a “Client Hub“

  • One item per client. Add columns: Client (text/dropdown), Client Email, Send cadence (status: Weekly/Monthly/Off), Send toggle (checkbox).

  • Add two Connect Boards columns: link to your Weekly Reports board and your Time Entries board. Allow linking to multiple items.

  1. Auto-link items by client

  • Make sure all source boards have the same Client field.

  • Add the native “match” automations on each source board:

    • When an item is created (or when Client changes), connect it to the item in Client Hub where Client matches this item’s Client.

  • Now each Client item is continuously linked to that client’s reports and time entries.

  1. Pull in the data you need

  • Add Mirror columns on Client Hub to bring in:

    • Hours (from Time Entries) and set aggregation to Sum.

    • Notes/details (from Weekly Reports and/or Time Entries). Mirrored text will appear as a combined list.

Optional for cleaner “this period” control:

  • Add a status “Include in next update?” on the source boards.

  • Add a second Connect Boards column on Client Hub called “This period.”

  • Automation on source boards: When “Include in next update?” changes to Yes, connect this item to the matching Client in the “This period” connection. Mirror from “This period” for the email so you’re only pulling what you’ve flagged for that week/month. After sending, bulk-clear or flip that status to No to reset.

  1. Build and schedule the email

  • Use the native Gmail or Outlook integration (not a third-party app):

    • Every Monday at 9am (or monthly), and only if Send cadence = Weekly (or Monthly) and Send toggle is checked, send an email to {Client Email}.

    • Use column variables in the subject/body, e.g.:

      • Subject: Weekly update – {Client}

      • Body: Total hours: {Hours (sum)} New notes: {Notes (mirrored)}

  • You can keep two recipes (one weekly, one monthly) and control per-client with the Send cadence/status.

Important limitations to know:

  • Natively, monday can’t auto-filter mirrored data by “last 7/30 days.” Use the “This period” connect trick or a simple “Include” status to control what goes into each send.

  • Mirrored text is combined as a list; formatting is basic.

  • To email external clients you must use the Gmail/Outlook integrations (built-in to monday). “Notify” only pings monday users.

If you want it 100% hands-off by date windows with richer formatting, you’d need an external automation tool—but for most teams the Client Hub + Connect/Mirror + email integration gets the job done without third-party apps.