Does anyone know if it’s possible to trigger an automation when a specific email template is sent?
Right now, we have to manually update the status each time an email is sent, and it seems like an unnecessary additional step considering we’re sending the emails from Monday. We have 40+ email templates that could directly update a specific status column in our CRM Projects board. Some use cases for us:
When [payment request email] is sent, change [payment status] to [sent]
When [payment reminder 1 email] is sent, change [payment status] to [reminder 1 sent]
When [payment receipt] is sent, change [payment status] to [paid]
When [intro to crew lead email] is sent, change [crew lead status] to [done]
When [schedule update email] is sent, change [schedule status] to [updated]
When [colour consult booking email] is sent, change [colour consult status] to [requested]
When [order product email] is sent, change [product status] to [done]
Also, is it possible to do a similar automation with sequences? For example:
When [step 4] in [sequence] is completed, change [status] to [something]
I haven’t been able to find a way to do this yet. Any suggestions are greatly appreciated!
I’m already using sequences for a handful of emails, but they don’t make sense for most of our status updates.
Sometimes we need to send out manual/custom emails and update the status manually, without it triggering anything.
Our Project’s board has over 100 columns (a lot of them being status columns). If I make some of these status columns trigger a sequence, while others don’t, it becomes confusing and quite difficult to manage.
If I create additional status columns just to trigger sequences/emails, we’ll almost double the amount of columns and it also becomes confusing and quite difficult to manage.
I also don’t see the option to send an email template in automation. What’s the recipe for that?
but still I am confused how this is going to change status when specific “email template” is sent I can only think of this as “custom trigger” but please share it how to, if you guys figure this out using monday
How are you sending the emails? Are you using an automation based on a status change? If yes, you could simply add the new status as the next step in the automation like so:
I’d do it the other way around. As someone else mentioned, have the status change send the email. Then each status type has its own built-in template. I do that for my service request form.
Hey all! I really appreciate everyones input on this! It gave me a lot to consider and test out.
I’ve come to the conclusion that for my use case there’s no automatic way to update a status column when an email is sent via Emails & Activities app (using an email template).
I like the idea of setting up one status column that can trigger all the email automations/sequences (based on what status is selected), however, it opens up other problems. Overall, this is a high-risk, low reward solution for my use case.
My biggest concern about having statuses trigger automations/emails that are sent to clients is the human error component. It’s too easy for one of our team members to have multiple items selected without realizing it or selecting the wrong status by accident. (Given mondays slow load time, I can see this happening easily, especially in fast paced admin/project management work.) This will either set off the wrong automation/sequence email or set off multiple automations/sequences that shouldn’t have been sent.
The sequences don’t allow you to set up a time delay of less than 1 day and from my experience, there’s no way to tell when it will send – sometimes the sequence email sends immediately, sometimes it sends hours later.
The emails via automation can only be created for email accounts that I’m an owner of. As the account owner/master admin (not sure the correct title), I create all sequences and automations for our entire monday.com account, but I don’t own all of those email accounts. The admin burden of managing these automations (or accidentally editing the wrong one, inputing the wrong {column} info, etc.) is not something I can pass on to my team.
Creating the sequences/automations is going to take a lot of time for both set up and management (e.g., needing to update both the email template in Emails and Activities and in the Sequence itself).
Unless some changes are made to how Emails & Activities templates and Sequences work (or preferably, how they work together), our team will have to continue doing the status updates manually.
