# Unlock the Power of monday\.com with Automations - Canonical: https://33rdsquare.com/unlock-the-power-of-monday-com-with-automations/ - Published: 2024-04-29 - Author: Kara Masterson - Categories: [Technology](https://33rdsquare.com/category/tech/) --- monday.com has quickly become one of the most popular work operating systems on the market. With its flexible building blocks and automations, monday.com allows teams to manage everything from projects and tasks to documents and communication seamlessly in one place. But to truly harness the platform‘s capabilities, implementing automations is key. Automating manual processes helps teams work smarter, faster and more efficiently. In this ultimate guide, we‘ll explore the automation capabilities in monday.com and provide tips, real-world examples and step-by-step instructions to help you streamline workflows. ## Overview of Automation Capabilities monday.com offers several builtin automation tools allowing users to simplify workflows, sync data between apps, notify team members and more. Key automation features include: **Integrations**: monday.com integrates with over 100+ apps via Zapier and Integromat. This allows you to connect monday.com with tools like Salesforce, Jira, Google Sheets and more. **Formulas**: Formulas allow you to automatically update values, set statuses, assign users and even create or link items based on triggers. **Views**: Views automatically filter and organize information in monday.com dashboards to match specific parameters. You can automate view updates. **Workflows**: Maps out the step-by-step stages of a process and moves items automatically based on status changes. **Notifications**: Automatically notify assignees about new tasks, due dates, delays or other updates by email or mobile push. **Portfolio Dashboards**: Automatically sync parent/child projects and roll up statuses across portfolios. Combined, these create a flexible Work OS that teams can mold to their custom processes and toolstack. Automations eliminate repetitive manual work so teams can focus on more important strategic tasks. ## Top 5 Use Cases for Automation While automation use cases are endless, here are 5 of the most popular examples: ### 1. Sync Data Between Apps monday.com doesn‘t operate in a vacuum. Chances are your team uses other apps like Jira, Trello, Salesforce and more. Syncing data between these apps eliminates manual duplication of work. As one example, you can automatically create monday.com tasks when issues are logged in Jira. Or automatically populate Salesforce records based on monday.com project updates. ![monday\.com and Jira Integration](https://33rdsquare.com/monday-jira-integration.png) Two-way syncing ensures data remains up-to-date across both platforms. This helps teams collaborate effectively. ### 2. Automatically Update Views and Dashboards Manually updating views and dashboards to reflect the latest project statuses or KPIs can become tedious. Luckily, monday.com allows users to automatically update views based on parameters or time intervals. For example, you may want to show all tasks due this week. Or create a live dashboard showing budget spent per project updated daily. Automated views make this possible without any manual intervention. ![Automated Dashboard Example](https://33rdsquare.com/automated-dashboard.png) This ensures teams always have access to real-time data to enhance decision making. ### 3. Notify Team Members of Changes Communication is critical in project management. Automated notifications ensure team members are aligned on project timelines and responsibilities. monday.com enables users to automatically notify assignees or teams via email or mobile when key events occur like: - A task is created and assigned to a user - A deadline is approaching - A project has been delayed - A document requires review Custom notifications tailored to your workflows ensure tasks don‘t slip through the cracks. ### 4. Create Tasks from Form Submissions Many teams use forms to collect information from clients, partners or internal stakeholders. For example, an IT help desk might use a web form so employees can submit tech support tickets. Or a marketing team may send out a survey to customers to collect product feedback. Manually copying these form submissions into monday.com can become extremely tedious. Automations streamline this process by automatically creating tasks, subtasks or entire projects in monday.com based on new form responses. This instantly makes the information actionable for teams to drive progress. ![Automated Form Submissions Example](https://33rdsquare.com/form-submissions.png) No more copying and pasting! ### 5. Backup Data to External Sources While monday.com touts high uptime and reliability, accidents happen. Outages occur even for the most dependable apps. That‘s why it‘s critical to backup your monday.com data including tasks, milestones, documents and other information regularly to an external location. Automations can schedule automatic daily or weekly exports of all monday.com data to cloud storage platforms like Google Drive or Dropbox. Or even to Excel if your team relies on spreadsheets. This provides invaluable peace of mind and a version history in case you ever need to rollback changes. ## Step-by-Step Guide to Automating Workflows Curious how you can start automating workflows within your monday.com environment? Here is an example walkthrough of setting up an automation from start to finish. We‘ll use a common example relevant to most organizations – syncing project data between monday.com (used for task/workflow management) and Salesforce (used for CRM and sales). ### Overview This two-way integration will automatically create monday.com tasks when Salesforce opportunities are created or updated. It will also automatically update Salesforce opportunity records when monday.com project statuses change. This keeps progress in sync across both platforms to enhance team visibility. ### Pre-requisites To follow this guide, you‘ll need: - Active monday.com and Salesforce accounts - Zapier account – [free forever plan](https://zapier.com/pricing) is fine For advanced use cases, the Zapier Premium plan unlocks more functionality like custom fields, chained actions and higher limits. But the free plan works great to start. ### Step 1 – Create Zaps Log into your Zapier account and create a new multi-step Zap called `monday.com-Salesforce sync`. This will serve as the foundation for our automation. The first Zap triggers when a _new_ Salesforce opportunity record is created. This auto-generates a monday task in a project board of your choosing with key details: ![Salesforce Opportunities to monday\.com Tasks Zap](https://33rdsquare.com/sf-monday-zap.png) The second Zap triggers when monday project status is updated. This mirrors the change by updating the linked Salesforce opportunity record. Stitching these two Zaps together forms a bi-directional sync. ### Step 2 – Map Fields You‘ll need to manually map relevant fields between the two platforms. Name, dates and status are typical important ones to sync. For example, map Salesforce _Close Date_ to monday.com _Date Column_. And map monday.com _Status_ column to Salesforce _Stage_. You can rename fields if needed to standardize terms across platforms. ### Step 3 – Set Filters Next, define filters to control which records sync, and how. For our example, we only want "Open" SF opportunities to create monday tasks. Closed ones are ignored. And within monday.com, we only want to sync status changes for tasks tied to the "Sales" board to avoid spamming SF with irrelevant updates. ### Step 4 – Test! Once built, manually test your Zap by creating a test opportunity record in Salesforce and validating a linked task appears in monday. Then change the monday task status, and validate the Salesforce opportunity also updates. Smoothing out any hiccups now prevents surprises down the road! When ready, flip the switch to trigger automatic execution moving forward. ### Ongoing Management Periodically check your automation logs for errors, review succesfull syncs and monitor performance over time. As needed, tweak your mappings, filters and triggers to align with changing business needs. ## Key Takeaways Automations provide tremendous value for monday.com power users. Core advantages include: **Improved Efficiency** – Automating repetitive, manual workflows frees up employee bandwidth for strategic work. **Enhanced Visibility** – Real-time syncing and notifications keep all stakeholders aligned on status changes. **Risk Reduction** – Automatic backups help mitigate data loss risk and enhance recoverability. **Greater Insights** – Up-to-date views and dashboards surface key trends and anomalies instantly. Getting started is easy via tools like Zapier which provide pre-built templates for rapid automations accessible to everyday employees – no coding needed. Over time try layering in additional automations to connect the entire martech and sales stacks. The sky‘s the limit to streamline processes through monday.com automation. What questions do you still have about monday.com automation capabilities? What integrations or use cases would you find most valuable for your organization? Let me know in the comments! --- Source: [Unlock the Power of monday\.com with Automations](https://33rdsquare.com/unlock-the-power-of-monday-com-with-automations/)