Copy an item with its subitems to another board when status changes

Using the Subitem Automations app in  Monday.com , you can automatically copy an item together with all of its subitems to another board when its Status changes.
This is very helpful when work needs to move from one stage to another, such as from Leads → Deals or from Orders → Fulfillment, without recreating everything by hand Raising Hands.


What this does Sparkles

When you change an item’s Status to a specific label (for example, Done):
  • A new copy of the item is created on another board
  • All subitems are copied too
  • Most column values are copied automatically (Status, Date, Text, Numbers, etc.)
Cross Mark Read-only columns are not copiedThis includes Mirror columns and Formula columns. These cannot be mapped or copied.


When to use this Three O’clock

Use this automation if you want to:
  • Move work from one board to another automatically
  • Keep the original item unchanged
  • Copy both the item and its subitems Package
  • Avoid rebuilding items and subitems manually ProhibitedWriting Hand
This automation is especially useful for workflows that move through clear stages.


Automation recipe Receipt

“When status changes to something, copy item with with its subitems to this board and map values where both column name and type match.”


How to set up the automation Hammer and Wrench

Setting this up is simple. Just follow these steps Backhand Index Pointing Down

Step 1: Choose the Status column Green Square

Click on the word “status” in the recipe.Select the Status column you want to use as the trigger.

Step 2: Choose the Status label Label

Click on the word “something”.Pick the label that should trigger the automation (for example: Done or Approved).

Step 3: Choose the target board Bullseye

Click on “this board”.Select the board where the item and its subitems should be copied to.

Step 4: Map the item’s columns Puzzle Piece

Click on the word “item”. This opens the mapping page.Here, you connect columns from the original board to columns in the new board.
NOTE: You have to select a target board first before you can access the mapping page. See Step 3.
Example mapping:
  • Name → Name
  • Status → Status 2
  • Date → Date 2
Just click the ( + ) sign next to each field to connect them Plus.



How the mapping works Brain

This part is important, so we’ll break it down slowly Slightly Smiling Face

Item (parent item)

  • Item columns must be mapped manually
  • You do this in the mapping page
  • Column names do not need to match
You are in full control here.

Subitems

  • Subitems are mapped automatically High Voltage
  • You do not map them manually Prohibited
Warning Subitem column names must match exactlyThis includes capital letters, spaces, and numbers. It is case-sensitive Input Latin Uppercase.


Below are two real-world examples to help you understand when this automation is useful. Test Tube

CRM workflow example

When a Lead’s Status changes to Won, the item and its subitems are copied to the Customers board automatically.
Scenario
You have:
  • A Leads board
  • A Customers board
Each lead has subitems like:
  • Discovery call
  • Demo
  • Follow-up
How the automation helps
  • When a Lead’s Status changes to Won
  • The item is copied to the Customers board
  • All subitems are copied too
  • All important details move over automatically
This way:
  • Sales works in the Leads board
  • Account management works in the Customers board
  • No one has to rebuild anything manually

Order management example PackageDelivery Truck

When an order is marked Ready for Fulfillment, it is copied with all subitems to the Fulfillment board.
Scenario
You have:
  • An Orders board
  • A Fulfillment board
Each order has subitems like:
  • Packing
  • Shipping
  • Delivery
How the automation helps
  • When an order’s Status changes to Ready for Fulfillment
  • The order is copied to the Fulfillment board
  • All subitems are copied
  • Dates, statuses, and notes move over automatically
This keeps:
  • Order tracking clean
  • Fulfillment work organized
  • Everyone on the same page


Important things to remember

  • This automation creates a copy, it does not move the original item
  • Item columns must be mapped manually
  • Subitem columns must have exactly the same names
  • Read-only columns cannot be copied


Need help setting this up? Sos Button

If you’re stuck, our support team is happy to help! Reach out to us anytime at  hello@fantasymedia.io  Incoming Envelope