Copy subitems from a specific template item based on the Status label you selected (Create reusable “template subitems”) 📋



What problem does this automation solve?

If you often create the same set of subitems for different items on your
board, this automation can save you a lot of time.
With the Subitem Automations app, you can automatically copy all subitems from a specific item and add them to another item when its Status changes.
Many teams use this as a way to create template subitems. Instead of manually adding the same subitems over and over again, you can simply trigger the automation and the full set of subitems will appear instantly.


What this automation does

Automation recipe:
“When item's Status changes to something, copy all subitems from an item in this board and map subitem column values.”
When the Status of an item changes to a specific label, the automation will:
  • Find a designated template item
  • Copy all of its subitems
  • Create those same subitems under the item where the Status changed
  • Copy the column values you mapped in the automation setup
This allows you to create complex sets of subitems instantly, without building them one by one.


When this is useful

This automation works well for workflows where each item requires the same set of tasks or steps.
Examples include:
  • Order management – create the same processing steps for every order
  • CRM workflows – add follow-up tasks whenever a deal enters a new stage
  • Project management – generate the same checklist for each new project
  • Task management – automatically create recurring task structures


Why teams love using template subitems

  • Speeds up the process of creating new subitems
  • All subitem values can be pre-filled
  • No need to manually create multiple subitems one by one
  • Easier than building complex automations with many "create subitem" actions
  • Templates can be edited anytime by simply updating the template item
  • No need to create new boards in  monday.com 's Template Center
Instead of rebuilding structures repeatedly, you simply reuse your existing items and subitems as templates.


(Optional) How to create template subitems

Before setting up the automation, many teams create a dedicated area in their board to store templates. This step is optional but highly recommended.

Step 1: Create a Template group

Create a new group in your board and name it something like:
Template
Place this group near the bottom of the board so your team knows these items are templates and should not be modified during normal work.

Step 2: Create your template items

Inside the Template group, create items that will act as your templates.
For example:
  • Item 1 – Onboarding Process
  • Item 2 – Order Processing Steps
  • Item 3 – Sales Follow-Up Tasks

Step 3: Add subitems to each template

Each template item can have its own set of subitems.
Example for an order template:
  • Verify payment
  • Prepare shipment
  • Package order
  • Send tracking email
These will become the subitems that get copied when the automation runs.

Step 4: Prepare a Status column

You can use an existing Status column or create a new one.
Each Status label will trigger a different template.
Example:
  • Template 1 → Copies subitems from Item 1
  • Template 2 → Copies subitems from Item 2
  • Template 3 → Copies subitems from Item 3


Pro Tip:

The template subitems can also come from other boards!


How to set up the automation

Step 1: Select the Status column

Click the word "Status" in the automation recipe and choose the Status column you want to use as the trigger.

Step 2: Choose the Status label

Select the label that should trigger the template.
Example: Template 1

Step 3: Select the board

Click "this board" and choose the board where the template item is located.

Step 4: Select the template item

Click "item" and choose the template item whose subitems will be copied.
Example:
Item 1

Step 5: Map subitem column values

Click "subitem column values" to open the mapping page.
Here you can map which column values should be copied.
Click the ( + ) button next to each field to connect the columns.
You can also leave some columns unmapped if you prefer not to copy those values.

Step 6: Create the automation

Click Create automation to finish the setup.


Quick video tutorial



How this works in practice

Once everything is set up, the workflow becomes very simple:
    Create or open an item on your board
    Change its Status to the template label
    The automation immediately copies the template subitems
    The subitems appear under your item automatically
What normally takes several minutes can now happen instantly.


Editing your templates later

One of the best parts of this system is how easy it is to maintain.
If you need to update your template:
    Go to your Template group
    Find the template item
    Edit or add new subitems
The next time the automation runs, the updated template will be used automatically.


Final note

Keep your Template group clearly labeled so your team knows those items are used for automation. This keeps your board organized while still allowing you to reuse powerful subitem templates whenever you need them.


Need help?

If you need help setting up this automation or if it’s not working as you expected, please feel free to reach out to us at  hello@fantasymedia.io . Our team will be happy to assist you.

This article was created on March 5, 2026.