Automation Basics
TL;DR: Subitem Automations runs automations on subitems — something monday.com doesn't natively support. Every automation follows the same pattern: When [trigger] → Then [action]. This page covers the core concepts you need to pick the right recipe, configure it, and verify it works. Trusted by 25,000+ teams.
How automations work in monday.com
Every monday.com automation follows the same simple structure:
When [trigger] → Then [action]
- Trigger ("when something happens") — the event that starts the automation
- Action ("perform an action") — what runs when the trigger fires
That's it. Every recipe in the library — all 100+ of them — is a different combination of trigger + action.
What makes Subitem Automations different
monday.com 's native automations work on items. Subitem Automations unlocks the same power for subitems:
- Run automations on subitems — just like regular items
- Sync parent ↔ subitems — keep values, dates, and statuses in lockstep
- Automate subitem workflows — creation, movement, updates, archiving
- 100+ recipes — purpose-built for parent/subitem relationships
Common examples
Keep subitems in sync with parent
When parent status changes → update all subitems
Auto-populate new subitems
When a subitem is created → copy owner from the parent
Track project completion
When all subitems are Done → mark the parent Complete
Sync timeline shifts to all subitems
When parent date changes → adjust all subitems by the same offset
Choosing the right automation
With 100+ recipes available, finding the right one is easier when you start with two questions:
What do I want to do? Pick your goal.
When should it run? Pick your trigger.
What do I want to do?
Each goal maps to one of our nine automation categories:
Keep parent & subitem values in sync
Most-used category. When parent changes, subitems update automatically — or vice versa.
Manage project timelines & dates
Set defaults on creation, sync shifts when parent date moves, status-based deadlines, weekend handling.
Auto-create subitems
Generate templated checklists, set defaults on creation (owner, prefix, link to parent).
See progress summary on parent
Roll dates up to parent timeline, sum / average / count subitem numbers.
Apply rules only to specific subitems
Filter by name or status. Different subitems need different settings.
Move, archive, copy across boards
Hand off subitems between parents, archive completed work, convert items ↔ subitems.
Notify or alert on subitem activity
Ping owners on status changes, copy subitem updates to the parent feed.
Chain subitems by dependency
Each new subitem auto-depends on the previous one. Stepwise workflows.
Schedule recurring actions
Create subitems on a schedule, fire actions when a specific date arrives.
Looking for complete business workflows? See Main Use Cases . Need to browse all 100+ recipes? See All Available Automation .
When should it run?
Pick your trigger based on when you want the automation to activate:
Parent item changes
"When column changes on an item"
Parent status = Done → all subitems = Done
A subitem is created
"When subitem is created"
New subitem → copy owner from parent
A subitem changes
"When subitem column changes"
Subitem done → update parent progress
On a schedule
"Every time period"
Every Monday → create weekly tasks
On a specific date
"When date arrives"
7 days before deadline → create reminder
All subitems reach a status
"When status of all subitems is something"
All tasks done → parent = Complete
How to customize an automation
Once you select a recipe in the Automations Center, you'll see a setup screen with dropdowns and fields to configure it for your board.
What you can adjust:
- Columns — pick which columns the automation uses (Status, Owner, Date, Text, Numbers, etc.)
- Values — define specific statuses, labels, or text. Example: "When status changes to Done" or "Set owner to Design Team".
- Time offsets — add date logic for timeline automations. Example: "Set due date to parent date + 3 days" or "+1 week".
- Boards & items — choose where the action happens (same board, connected board, or specific item).
- Conditional logic — add "only if" conditions for advanced filtering. Example: "Only if subitem name is Design Review" (case-sensitive).
Once everything's set, click Create automation. Your custom logic is live instantly.
Testing your automation
How to test
Create the automation in monday.com 's Automations Center.
Trigger it manually — create or update the item/subitem that should activate it.
Check the result — did the expected action happen on the subitem or parent?
View run history — go to Automate → Manage → click your automation → see the activity log.
Pro tip: Start with a test board before rolling out to production boards. You can experiment without affecting real work.
If it didn't trigger
Run through this 4-step checklist:
Permissions
You need Admin or board edit access at three levels (Account, Workspace, Board) to create automations.
Webhooks
monday.com creates webhooks for automations behind the scenes. They don't count toward your quota.
Trigger
Make sure you're triggering the right way. "When subitem created" = create a NEW subitem, not just edit one.
Test again with a fresh item/subitem
Quota
Each automation run consumes 1 action. Out of quota = automations pause until next month.
Once everything works
- Toggle on/off — pause automations temporarily without deleting them
- Edit — adjust settings without recreating the automation
- Duplicate — copy to other boards or items
- Delete — remove automations you no longer need
- View history — see when automations last ran and their results
Pro tip: Duplicate working automations to other boards instead of rebuilding from scratch. Right-click the automation → Duplicate → select target board.
Next up
Related
- Set up your first automation (the step-by-step setup walkthrough)
- The best way to start with Subitem Automations (the 2 highest-impact recipes)
- All Available Automation (full recipe library)
- Install & set up
- Understanding permissions