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How to Set Reminders on monday.com

Keeping everything on track can sometimes be challenging. However, while working on a project, you need to be sure to meet all deadlines to make smooth and steady progress. monday.com knows how important it is, and this is why you can set up various reminders that will help you to always be on time with your tasks. Keep reading to discover various ways of setting reminders on monday.com

Alerts and Reminders with Automations 

Automation makes it much easier to remember about your work. If you want to be automatically reminded about approaching or past tasks, monday.com is your place. Schedule an automation based on a timeline or date column to enjoy these features. 

You can set up the due date reminder directly from the date/timeline column menu or from your automation center. 

Automation Center Reminders

If you go to the automation center, you will notice a lot of automation recipes in the “Due Dates” tab. 

Set up “When” parameter to: 

  1. Send reminders exactly when the date arrives. 
  2. Sending alerts when a date has passed (at midnight after the due date). 
  3. Schedule the automation to run at the relative time.

monday.com knows how important customization is and this is why you can set up your own alert automations. It’s a great feature if you’re using a timeline column and wish to receive an alert for the start date. 

Column Menu Reminders 

The second way to add your reminders is from your date or timeline column. Discover how to do it below. 

If the date column isn’t set-up as a deadline

Open the column using the drop-down arrow and select “Add/Edit Date Reminders”. You will see “When the date arrives, notify someone.” The column that you choose will be filled automatically. Choose when you want the notification to be sent and the people you want to notify. 

If the date column is set up as a deadline mode

If you connect your date or timeline column with a status column in Deadline Mode (read more below), you will have different steps to follow. Navigate to your column menu and choose “Set Due Date Reminders”. After that you will see the recipe: “When the date arrives and status isn’t something, notify someone“.  Define the when field and mark who should be notified. 

Deadline Mode 

With this feature, you will never miss a deadline. It gives you the possibility to connect your Date or Timeline column with the Status Column. This way, you can see all deadlines on your board in a clear way.  

How to Enable Deadline Mode 

On your board, you have to connect a Date or Timeline Column with a Status Column. That means that to be able to turn on the Deadline Mode, you have to have the following columns on your boards: 

  • A Date OR a Timeline Column 
  • Minimum one Status Column
  • People Column (optional)

Click into the column menu of the column you want to set in Deadline Mode. Then select “Setting” and “Set as a Deadline”. 

After that, the option to connect the Date or Timeline Column with a Status and (if applicable) People Column. Use the arrow to see the drop-down menu and select from all of the Status and People columns in your board. All ready? Click “Connect Columns”. 

After that you will see connected columns and symbols next to the date. 

All the items due today will be marked with a circle filled with gray color, due tomorrow with a ¾ filled circle, overdue marked with a red circle and an exclamation mark, and all items that were done before the deadline will be marked with a green circle and check mark. 

If you choose the Timeline Column, you will notice bars that will fill up as the end date approaches. When you mark it as “Done”, it will fill completely with green color. 

Mark status labels as “Done”

If you want to change the label status to “Done”, click on the three dots menu on your Status Column, then go to “Settings” and choose “Customize Status Column”. Click on the color you want to apply to the realized items. 

Add a time to your deadlines

Sometimes precision is the key to success. If you want to make your deadline time very accurate, add a time to the Date Column. Use the calendar dropdown and click the “Add Time” button, then insert the time you want to set a deadline to. 

Improve Your Work with a Deadline Mode 

Deadline Mode is a great feature to use with “My Work”. “My Work” feature can be found on the left side of your monday.com. It helps you to see all the items you have to do in one place. The display is in chronological order, thanks to which you can always stay on top of all your tasks. 

Sync with your Google and Outlook calendar 

Did you already organize your workflow on monday.com? Fantastic! Now is the time to think about the meetings and tasks from your calendars such as Outlook and Google. When you have everything in one place, it’s much easier to follow your workflow. You can sync your account with both of them, so the items and tasks will appear on your external calendars. This way you will be even more sure that nothing will slip from your attention. 

Both calendars can be synced in two ways: 

  • One way sync – the dates from your monday.com board will appear on your calendar
  • Two way sync – the dates from your Google/Outlook Calendar will appear on your monday.com account and the other way around. 

Of course, you can remove your calendar integration at any time with simple steps. 

Some things you should remember:

  1. To use the Outlook integration, you must have a Microsoft 365 Business Premium license
  2. This integration only works if you have a Microsoft online exchange inbox.
  3. Automatic refresh of the Outlook calendar can take more than 24 hours. This means that to sync your board with your data in the calendar might take a full day or more. At the moment, you cannot control the frequency of sync, as it is the setting on Microsoft’s end. 

Interested in syncing your calendars with monday.com? Click here to read an article on how to sync your Google Calendar, and here to read about Outlook calendar integration. 

Update Reminders 

On monday.com, you can set up automatic update reminders. If you don’t have time at a particular moment, but want to stay on top of your work, you can set up a notification that will remind you about your request later on. 

Just click on the bell icon that will appear next to any update, and then choose at what time you would like to get another reminder. Right when the time is up, you will receive a notification. This way you won’t miss any deadlines. 

Inbox Reminders 

You can set up reminders in your inbox. Open it using the icon on the left side. Click the bell icon next to the task and choose one of the pre-set timings to snooze the notification until you have more time to work on it. 

The pre-set options allow you to postpone the reminder for: 

  • 20 minutes, 
  • 1 hour, 
  • 3 hours, 
  • Till the next day, 
  • Till the next week.

Conclusion

Fill your head with creative ideas, not with a complicated and long to-do list. monday.com has your back and will assist you with remembering everyday tasks with different reminder options. With so many various options, you can be sure that nothing will be forgotten and that you will get your projects ready on time. 

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Small Business, Tips

Permissions

With most of the world changing the way they work, i.e., switching to remote work, keeping up with daily tasks can become a challenge. In order to maintain a high level of collaboration across various teams, projects, and day-to-day tasks, teams are increasingly turning to platform tools that allow customized approaches to team management. 

With that being said, the platform needs to have a detailed permission function to ensure that the administrators can supervise Enterprise content. Furthermore, managing permissions across your team will enable you to pinpoint exactly which team members should have access to which boards and tasks. It’s also worth mentioning that permissions will prevent your team members from accidentally or purposefully deleting content from your work boards. 

Helping your team focus on the tasks that are relevant to their work position will streamline your work process and make your team members more efficient. 

Moreover, if your company works with vendors whose employees are taking tasks from your enterprise management tool, having set permissions in place can protect your data from unauthorized viewing. 

A cloud-based platform, such as monday.com, offers permission settings across the workspace, boards, columns, and even items. Let’s take a look at how easy permission configuration is on monday.com.

Workspace permission  

If you’re an owner of a workspace on monday.com, you will want to control and tailor the actions team members can perform in the workspace. You can set up permissions tailored to the needs of the workspace itself or individual teams. Keep in mind that you will need the Enterprise plan in order to tweak workspace permissions. 

How does it work?

Permissions set on the account level will always be the primary permissions, with the ones set for workspace, for example, secondary. As a quick example, if you allow only admins to create private boards, changing that on the workspace level will not allow all users to create private boards. Such changes have to be made on the account level. 

However, you will be able to set permissions according to workspace roles (workspace owner, member, or non-member).

Setting up workspace permissions 

To quickly access the permissions for your workspace, click on the name of your workspace from the workspace dropdown menu. Next, click on the “Permissions” tab from the main workspace page.  

From here, you will be able to cycle through workspace roles and turn on or off the permissions to perform certain actions within the workspace (create board types, dashboards, workdocs, etc.). 

You can tailor your workspace and permissions with just a few simple clicks. 

If you want to know the list of available permission types across various platform areas, you can check them out in the table below. 

Workspace roles

Customizing workspace permissions will allow you to specify which role will have access to certain permissions. On monday.com the following roles are differentiated: 

  • Workspace owner – creator of the workspace; or christened as an owner by an admin that created the workspace. This user will have a blue crown next to their name
  • Workspace member – a user invited to the workspace with a gray crown next to their name
  • Workspace non-member – a user invited to a part of the workspace (board or workdock) but not the workspace itself. Their name will not be displayed under the “Members” tab

Types of workspaces

Finally, let’s take a quick look at the types of workspaces offered on monday.com. Users can choose to have an “Open” or “Closed” workspace. But what does that mean?

Open workspace means: 

  • Team members can join instantly and have open access to the workspace
  • All team members will have access to all boards they have been invited to 

Closed workspace means:

  • Such workspaces are marked by a lock symbol
  • Only invited team members can join
  • Once joined access to all private and shared boards is given if the users are invited to them
  • Team members subscribed to a board in a closed workspace will have access only to the board and nothing else from the workspace

Board permission

The person that creates a board is the owner per default; however, more owners can be added through the “Invite” icon, on the upper right of your board. Clicking on the gray crown next to a user’s name will turn the crown blue, indicating that the user is now an owner of the board. 

To access board permission details, click on the three dots in the upper right corner of your board. Next, click “Board permissions” to enter the permissions center from which you can choose the type of permissions you would like to apply to your board. 

To quickly review your board permissions, click on the lock icon at the top of your board and next click on “View permissions settings.”    

Board permission types

The all-encompassing permission is the “Edit everything on the board” permission that allows all board members to change the content and the structure of the board. Next is the ”Edit the board’s content without changing its structure,” allowing non-board owners to add, delete and change statutes across the board. It is ideal if you’re looking to collaborate with an external guest. 

“Only edit items, or subitems that users are assigned to ” permission is available from the Pro plan onwards and will allow anyone who isn’t the board’s owner to edit items assigned to them. And finally, “Write updates on items only” will lock down the board so that changes can only be made by the owners of the board. 

Item viewing permissions

If you’re looking to restrict the view function to items either because of the sensitivity of information or to focus users on items assigned to them, you can do so with the help of item viewing permissions. 

To access this function, click on the three dots on the top right of your board and select “Board Permissions.” Under “View Permissions,” you will be able to set viewing permissions. 

The default option is “View everything,” which allows anyone with access to the board to see everything. “View items assigned to them in any column” will ensure that users are assigned an item under the people columns to be able to view it. Note, creators of items and board owners will be able to view all items on the board. 

Column Permissions

If you have sensitive information you don’t want users to see or change, then column permissions can help you out. To edit column restrictions, press the down-facing arrow next to the column name, click on “Column Permissions,” and choose “Restrict Column Edit.”

The names you enter after restricting column edit will give those users column edit capabilities.

Similarly, if you want to restrict view access for columns, press the down-facing arrow next to the column title and choose “Column Permissions” and “Restrict Column View.” 

The names you enter after restricting the column view will allow those users to see the column. 

Conclusion

There you have a quick overview of the permissions on monday.com. If you’re looking to pull your team together into a common workspace, allow them to focus on tasks that are assigned to them, or collaborate with external employees, you will need to understand how permissions work on monday.com.

With everything above, you will be able to set permissions for the workspace, individual teams, for boards, for columns and even items, to make your team and your organization work to the best of their abilities. 

Small Business

Board Views

Board views on monday.com are adjustable, so you can display your data the way you want to. Colors, shapes, and graphs help make it visual and easy to read. Thanks to board views, you can visualize the board’s information in many ways. Keep reading to learn about how to add a board view and discover various view options available on monday.com.

How to add a view

Adding a board view to monday.com is very simple. Go to your board and look at the board’s title. Under it, you will notice the + icon. Click on it. 

Choose “More views” to be directed to monday.com’s Views Center. You will see all the view options available. 

The second way to add a new board view is by clicking on “Board Power-Ups” (find this button on the top right corner of the screen) and selecting “Board Views”, then choosing the view you want to use. 

Most used views

At monday.com, we know that different projects have different needs.. This is why we offer various view options to best suit your business and audience. Here is a list of the most used views with an explanation of each of them. 

The Table view 

In table view, you can display a filtered view of the table from the board. You can filter by column, group, or person. This way, you can hide some of the information that you might not want others to see or simplify the table for better understanding of important data which is located there. 

The Chart view

The chart view is a perfect choice if you want to showcase multiple reports on a board. You can use it for one or multiple boards. This view allows you to better analyze tasks, see the progress of your project, or even verify how your team members are dealing with their tasks. 

You can customize the chart view to present your data the way you need. After selecting your chart type, you can select the breakdown of the chart. Some of the most popular include:

  • Pie chart
  • Bar graph
  • Line graph
  • Stacked graph

If you want to see the progress of your project over, let’s say, a month, you can use a benchmark and cumulative data option. It’s a great way to trace sales progressions. 

To make your data even more clear, you can sort your chart, for example, from ascending to descending values. 

The Kanban View

The Kanban view is a perfect solution for projects that have some weak spots or cause trouble to the people working on them. Thanks to this view, you can better manage your work by prioritizing tasks and dealing with demand while taking into consideration available capacity. 

The three major industries that use this type of view are: 

  1. Manufacturing,
  2. Healthcare,
  3. IT and Software Development.

Kanban is great for any development department, sales, marketing, human resources, customer support, and more.

The Gantt Chart View

If you want to simplify a complex project, the Gantt chart view is your choice. This chart is very flexible and can easily respond to changes in your project’s development. 

A Gantt chart is a very helpful and classic way to showcase activities over time. It is a horizontal bar chart which displays tasks, events, and everything in between the start and finish dates of a particular project. Each bar on the chart represents a task. In short: items are listed vertically against a horizontal calendar. 

You know well that, in a project, no task or event is independent. On the Gantt chart, you can see arrow lines that show dependencies between items of a project. 

Remember that to be able to create a Gantt chart view, you need to have: 

  • The timeline column and date column (to mark the dates of particular tasks, events, etc.)
  • The dependency column (to show which tasks depends on which, if applicable)

To enhance your experience with that view, consider also adding:

  • The people column
  • The status column

Add a Baseline

In the Gantt Chart View, you can add a baseline. It’s a useful feature that gives you a frame of reference, allowing you to see progress on the project in case changes or delays in the original plan occur. 

Click on “Baseline” and select “Add a new snapshot”. After creating a baseline, you will notice that items turn gray and are locked in position. They will remain locked even if there are changes in the timeline along the way. 

When items are realized as they should, they turn green. In case of delay, they turn red. All items that depend on the delayed item will also turn red. 

Critical Path

A critical path allows you to identify and easily remember individual tasks that are crucial to finish a project before the deadline. It gives a clear picture of what is actually done and on which things team members should work to complete it in time. 

A critical path is a great option to know how to prioritize tasks, considering which things are crucial and which are non-critical.

Time and Date Customization 

To track your project closer, you can use time and date customization. 

Select the time frame

You can choose if you want your Gantt to be shown in days, weeks, months, quarters, or even years. Use a dropdown menu to analyze your data within a particular time frame. 

Show today indication

You might notice a blue, vertical bar on your Gantt graph. It indicates today’s date. It is a feature that allows you to know where you are at a particular moment, compared to the start and end points. Click on “View Settings” and choose “Show Today Indication” to display the bar. 

Set the first day of the week

Decide which day should be the first day of the week on your graph: Sunday or Monday. To do so, click “View Settings” and then “Edit”. You will be directed to the admin page, where you can change this setting. 

Show weekends

Depending on your needs, you can keep weekends on display or hide them to visualize projects without Saturdays and Sundays. You can do it through “View Settings”, by choosing “Show Weekends”. 

Milestones

Milestones are crucial for making a project go smoothly. They represent the most important points in a project. In the Gantt View, you can track those dates easily by displaying them on your timeline as a diamond. 

To set a date as a milestone, click on it and choose “Set as a milestone” on the pop-up window. 

The Workload View

As the name suggests, this view is the best option to track and measure the workload of team members. To be able use this view, your board needs to have: 

  • A People Column
  • A Date or a Timeline Column

If you also want to track the time effort which is required to realize each task, add a number or formula column. 

If you want to use this view for measuring any other resources, for example, machines, tools, cameras, meeting rooms, you can use a Dropdown or Status Column. 

While using this view, remember about the weekends. You can exclude them from your working days or count them in. The decision is yours! You can customize this in the admin section. 

The Form View

The Form View allows you to convert your boards in just one click. You can send them to your contacts for a quick spread of information. 

WorkForm is a feature that allows you to create and use custom forms which collect, track, and analyze data. All of this while automatically syncing with your boards and workflows on monday.com 

To use this option, you need to sign up on workforms.com, where you log in to your existing monday.com account. 

To create a WorkForm, you can start from scratch or use a pre-made template of your choice. After choosing, you will be redirected to the WorkForm editor. There, you can create what you need. Read this article to be guided through the whole process step by step. 

Choose favorites

Do you have multiple views on your board and want them to be presented first on the top left side of your board? “Favorite” the most-used views for easy access! You can do this! Hover your cursor over the board view name. The three dot menu will appear. Click on it and choose “Add to my favorites” from the list. Right after choosing this option, the favorite view will appear next to the main table view.

Did you change your mind or the view is no longer your favorite? No problem! Follow the same steps as above, but this time select  “Remove from my favorites”.

Set a default view

If you are a board owner, you can set a default view which will be visible for all the viewers and subscribers. This way, your board always presents data in the exact way you want it. 

Setting a default view is quite easy: choose the name of the view you want to use, and click on the same three-dot menu next to it. Choose “Set as board default” and it’s ready!

Remember that the particular view must be first added to your board. 

If you want to switch the default, simply follow the above steps with a different view.

Sharing views publicly

Publishing your boards with others is easy. It is a great feature when you want to display something on your website, share data with your clients without the need to give them access to your account, or even display a board on a screen in your conference room. 

Remember that to be able to share a board, you have to be its owner. Click on the three-dot menu, which you can find on the right side of your board or view’s name. Choose the “Share” option. Send a shareable link to others or embed it in a website with an embed code. 

After choosing the “Share” option, you will be able to edit the name and description that will show to the public. This way, you can personalize your board or view taking into consideration what information you want to have displayed. To do so, hover your cursor over the name/description. The blue pen will appear – click on it, and make the changes you want!

Choose the information you want to display

Don’t want to share all the data? No problem. You can choose which information you want others to see publicly. To do so, use the board filters or explore the option of hiding columns from the board.

  • Use the board filter 

If you choose this option, you can create the exact view you want people to see. Do it simply by applying filters. Make sure that after applying filters you click “save as new view”. This way your board view only shows the information you chose to be displayed. 

Click the “share” button to display it to others!

  • Hide columns

If you want some information to be hidden from the public, use the option for hiding specific columns. Click on the eye icon, which you can find at the top of the board. Then choose the columns you want others to see. Once it’s done, save your view and give it a name!

Remember that filtered items and columns might still be accessible through the shared view by more tech-savvy users, even when they are hidden.  

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Small Business, Tips

Set Relative Timeline

A timeline view in a task or project management software enables high-output planning for teams looking to streamline their work. Such deadline-driven teams often use the timeline view to order the tasks or projects chronologically. Seeing scope and deadlines in one view enables you and your team to stay as agile as possible and to adjust when things go awry. 

Some users may wonder why use a timeline when there is a Gantt chart. While both have their uses, the timeline builds on the Gantt chart and allows greater customization and flexibility.

With this, we come to the automation part that is introduced through the Set Relative Timeline application developed by monday.com. Let’s take a look at how to set it up and use it properly to give yourself the flexibility your project or work requires and utilize the timeline column to its fullest potential. 

What is a Set Relative Timeline?  

Automating certain tasks may have to do more with freeing up one’s time than with trying to avoid human error. With Set Relative Timeline, both of these objectives can be easily achieved. Namely, the app allows you to define a timeline that will be set at a later time (e.g., when a task changes its status). This change will be defined relative to the time the trigger fires. 

The application is developed by monday.com power users and is available through the marketplace. Once downloaded, the app will be in trial mode (10 days); however, users can unlock the app through the Excellent Team shop at any time. 

More details

The support for months, weeks, days, working days, and hours as input is all there; users can even use negative values (in the past) when defining relative start and end dates. Note that the business days definition follows the monday.com standard, five days per week, reading weekend settings from your account settings.

It’s worth mentioning that the timeline column in monday.com only supports dates without time; this means that the definition of hours has an effect when the trigger fires X hours before midnight.  

Automation

When it comes to automation, the app itself doesn’t contain recipes, but will be present as an action in any possible monday.com custom automation. This is in no way limiting, as it offers users maximum flexibility when it comes to defining the trigger and combining the action with other actions.   

How to install Set Relative Timeline?

To install the application, you will have to go into the marketplace, and the quickest way to reach it is by clicking on the puzzle piece icon on the left-hand side of your dashboard.

In the marketplace’s search box, type in “Set Relative Timeline.” Next, click on the app to add it to your account, and select to which workspace it will be applied (or to all workspaces) and click install.  

During the installation process, the required permission for the app will be displayed. The app does not store access tokens, but the monday.com platform will grant permission for 60 seconds to the app during the installation process. All actions will be performed with the user credentials of the user that installed the app.

How to configure Set Relative Timeline?

As mentioned earlier, the app does not have its internal recipes, but shows up as an action in the custom automation builder. 

You can configure the action using the usual way on monday.com by clicking the highlighted words to configure the action part of your custom automation recipe. 

  • Timeline: pick your timeline column provided in the dropdown
  • relative start: enter a number and pick the unit from the dropdown list for the start date
  • relative end: enter a number and pick the unit from the dropdown list for the end date

Added value

While the application offers a free trial of 10 days to test it out if you’re unsure whether it fits your needs, the actual pricing is a one-time payment. The app currently costs $34 regardless of the number of automated triggers. This represents good value compared to how much return on investment you can have, depending on the number of items that use the timeline column (especially in the PMO environment). 

The 10 day trial kicks off once the first action is used, unless you purchased the Excellent Team app in the shop. If you wish to use the action block after the trial period ends, you can purchase the app through the Excellent Team shop. Once you purchase the app, it will be available instantly, with all of the configurations you have made previously. 

You will receive a notification on monday.com that indicates that the app is in trial mode, and a few days before the end of the trial period, you will receive another notification. If you no longer wish to use the app after the trial period, you can safely remove the app from your account.  

Finally, users get a detailed PDF guide on installing, configuring, and using recipes for automated processes. 

Conclusion 

Set Relative Timeline is a cheap and great solution for users that utilize time management and timelines in specific. Per default, the solution based on a specific trigger that will utilize automation to reach the desired goal does not exist on monday.com, which makes the app much more useful. 

Installation and configuration are simple and easy to do, making the app accessible to novices and experienced users alike. 

Small Business

5 Ways to communicate on monday.com

To make any project become reality, you need good communication between everyone who works on it. From sharing ideas and brainstorming, through seeking help, to polishing the last bits of the job, a team has to communicate to reach a common goal in a smooth and timely manner. On monday.com, you have many ways to communicate with your colleagues to make work as smooth as possible. Read on to discover five of them.

1. Communicate through the updates section

The Updates Section is an easy way to communicate with your team. It is an intuitive, social media-style method. Using this technique, you can keep conversations and discussions on a specific project or task in one place. No one will miss out on the context, as everything is straightforward. 

Mentions 

You can mention a person or a team (if you created a team(s) in your account). Thanks to that, you can be sure that the right person sees your update quickly. When you mention a member of a team, a notification will pop up on their account as a notification bell. Collaborators can also receive an email about the notification.

Mentioning people on monday.com is very simple. Click the  “@ Mention” button or simply type @ on your keyboard. After that, you can select a team member or a team from the drop-down menu. If you have a big team and don’t want to waste time scrolling through the list, start typing the person’s name after the @ sign and choose the right person more quickly. 

GIFs and Thumbs Up 

To make communication quicker and more fun, your team members can respond to your mention with emojis, files, or further mentions. They can also simply give your update a thumbs up. Use GIF responses to get more attention. You can even copy and paste images from the clipboard. 

Not sure if everyone saw your update? Hover your mouse over the eye icon under your message to see the people that read your update. 

Formatting text 

If you want your text to get more attention, you can use colors or even special effects, such as bolding, strikethrough, or underline. 

Reply with a file 

Click the “add files” button to upload documents from your computer, Google Drive, Box.com, or Dropbox. You can add a message to give it context or even mention the person or team who has to notice it!

Update reminder 

If you don’t have time to create an update or reply to a mention at the moment, don’t worry. You can set up a notification to remind you about it later on. Click on the bell icon, which you can find at the top right of an update. After that, you can select the time when you want to be reminded. When the time comes, you will receive the bell notification. This way, you can stay on track and communicate smoothly with your team, even on the busiest days. 

Pin an update

Do you have one particular update that everyone has to see? Pin it to the top so no one misses it, even when the discussion board is on fire. Once you pin the message, it will stay at the top. Click the arrow at the top right corner and click the “Pin to top” option. 

Bookmark update 

If you don’t want to lose that one important post in the flood of other mentions, messages, and others, you can bookmark it. This way, you can check it as often as you like without the need to waste time searching for it. Click the arrow in the top right corner and click on “Bookmark”. Your bookmarked posts can be found in your Inbox. 

2. Using status column notes

Upgrade communication with your team members using the Status Column. If you want to comment on a specific Status, you just need to click on the + button in the top right corner of a status box. 

The Status Update will also appear in the item’s Updates section!

3.Comment on the File Column

You can communicate with your team by commenting on an uploaded file. It’s possible thanks to the annotation feature. You don’t have to download the file or even open it in order to discuss what’s to be done or corrected. Using the annotation feature, you can make comments, tag people, and talk with them directly within the file in your File Column or Files Gallery. 

Adding an annotation to your file is super simple: 

  • Click on a file from the File Column or the Files Gallery. 
  • Click on “Comment” (the speech bubble icon).
  • Select where you would like to leave a comment. 
  • Comment and click “Update”.

If you tag people using @, they will be notified in the bell notifications. 

4. Communicate by adding a general group or item at the top of your board just for discussions

If you need to talk with your team members about something more general, not a particular project, you can do it in multiple ways. monday.com wants communication to be as easy and smooth as possible with everything to be found in a central hub. 

Create a group named “General” at the top of your boards. Use it as a place to post important updates, general guidelines, comments, and everything else that you need to talk about with your team. 

Add an update to any of the items of the “General” group to discuss various ideas and concepts. Keep it in one place and benefit from having it in the context of the relevant boards. 

5. Set different Notifications

Improve your communication thanks to different notifications. On monday.com, you have a few types of notifications. Thanks to them, everyone in the team can keep up and no project or items fall behind or get forgotten. Reduce your work with automated notifications. Check all your options below!

Bell notification 

Whenever a person needs to know about something, they are notified by bell notifications. That includes situations when you assign them an item, tag them in an update, reply to one, subscribe them to items, and much more. 

Email notifications

By default, your team members will get email notifications. This type of notification works the same way as the bell notification, but instead of informing people on monday.com, the message goes straight to their mailbox. 

Slack integrations 

You can integrate your monday.com with Slack. This way you can quickly send notifications to your team. Thanks to this integration, you can be sure that all important information will reach the right person, because monday.com will automatically communicate everything new to your team members. 

Automated notifications

To expand, customize, and automate your notifications, you can use monday.com’s pre-set notification automation recipes. You can use them or even customize your own recipe that best suits your needs. 

Set them up to automatically communicate the progress on an item or project and prevent your team members from forgetting or missing an important update. 

Conclusion

Communication is key, especially in the workplace. However, different people and workplaces need different ways of passing information. Thanks to the rich offer of monday.com, you can find a channel and style that best fits your company and team needs. 

Small Business

AutoID Column App

monday.com gives you all you need for managing your work. To expand the possibilities, you can also add some apps to it. One of them is the AutoID Column app. In this article, you will find everything you need to know about it.

Using AutoID Column App 

You might want to add this app to monday.com if you want to add IDs to your boards items, when you want to use the ticketing system or want to have unique IDs for your requests, invoices, service Incidents and many more. 

Why Is It Worth Using the AutoID Column App?

The point of using extra apps is to make your work simpler, faster, and even more efficient. The AutoID Column app offers you a fully automated process of generation of completely unique (not repetitive/duplicated) IDs within your monday.com account.

Using this app means eliminating the human error factor. Thanks to this app, you can be sure that all of your data is correct and in order. 

 How to install 

While logged in to your monday.com account, you can see a few icons on the left side of the screen. Click on the one that looks like a puzzle piece. This way, you will be able to access the App Marketplace. 

Use the search box. Enter the name of the application “AutoID Column” to find the app more quickly.

When the app appears on your screen, click the blue button “Add to your account” on the right side. 

After clicking on the box, you will see an option to install the app. You can choose from two options: 

  • apply AutoID Column to all workspaces, 
  • apply AutoID Column to specific workspaces (you will be able to choose one or more workspaces on which you want to use this app. The app will be limited to your choice and won’t make any changes on other workspaces).

The app can read and modify board data, send notifications, and create and modify webhooks on all or a few workspaces, depending on your choice. 

 Configuration

monday.com wants you to be able to adjust everything to your needs. This is why you can configure the features of the AutoID Column App. You just need to click the highlighted words to configure the feature for your board. 

Here is a small explanation on what you can adjust using particular highlighted words:

  • this number: the number to start with

  • this format: text preceding the auto generated number with field support (see below)

  • number of digits: the minimum number of digits (e.g. 5 digits and it will generate 00100)

  • this column: the column in which the generated ID is written

Using fields

In the text box (“this text”), you can enter fields in between curly brackets {}. Supported fields are:

  • {year} – the current year in 4-digit notation
  • {year2} – the current year in 2-digit notation
  • {quarter} – the current quarter
  • {month} – the current month in 2-digit notation
  • {day} – the current day (0-31)
  • {id} – the generated ID
  • {no_overwrite} – this feature instructs the app to not overwrite existing values. This implies that duplicating an item will lead to duplicated IDs.

In case you choose to omit the {id}, the generated ID is added to the end of the string specified in this format.

The field {columnid} can be used to replace this part of the string with the value found in the column with the entered column ID.

Review 

You can test this app for free for 10 days. It’s a great option if you are not sure if this is what you need to work with. You can try out the app and decide if you want to keep using it or just resign with no payment involved. 

The AutoID Column app doesn’t work on a subscription basis. You pay one time. It ends up being cheap, considering how much possible return on investment you will have depending on the number of items and/or IDs are created. You can buy the app for $41 regardless of how many unique IDs you want to create.

After purchase, you will get a detailed guide in PDF that will help you to install, use, and configure the recipes for automated processes.

The customer support is also great. I wanted to achieve a specific format using Column IDs (using values from other columns) and was unable to find a way to do so. I decided to reach out to the customer support team. An hour after sending the email to the address I found on the developer’s site, I received the necessary information and assistance that I was asking for.

The AutoID Column App is a great solution for teams that use IDs for: 

  • Incidents, 
  • IDs for documents such as invoices or other financial and/or legal paperwork, 
  • customer support tickets,
  • and many many others.

The bottom line is that this app can be a great addition to your monday.com. It is a relatively cheap solution. It’s sustainable and reliable, giving great support in day-to-day tasks. Additionally, flexibility in customizations makes it a perfect choice for people who want maximum personalization that makes the app perfectly suit their needs. 

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Small Business, Tips

7 hacks to save your time on monday.com

Stress and burnout can quickly accumulate when you try to do more with less time. Managing your time properly will increase your happiness, adjust your work-life balance, and help you reach your goals. 

In short, being really good at managing your time will help you work smarter, not harder. With this approach, you can focus on more opportunities and maximize your strengths.   

To be more productive, you will need the right tools and tips on how best to use them to free up your time. With that being said, let’s dive into seven hacks that will help you save time on monday.com. 

1. Automate your boards

Automation can be used at the board level on monday.com, but it can also be used across boards. Automation recipes could help you link information across different boards. These recipes allow one action to trigger an action on a completely different board, thus speeding up your work and saving you the time of going through each one individually.

The first recipe we will look into will allow you to move items across groups, which could help you achieve more work and help your team get better organized. 

To add the recipe, go to the automation store on top of your board. Choose the recipe move item (within a board) that will support your necessary workflow. The recipes have the following paradigm: “when X happens, do Y.” 

This recipe would allow you to automate the archive process across all of your boards. For example, when a task’s status moves to closed, move it to archive. This will ensure the most relevant and active tasks are on your boards and your team is fully focused on delivering value. 

Another helpful recipe that will save you time is the item creation process automation. If you create a recurring monthly task, the “every time period, create an item” recipe could help you automate the tedious job and ensure that human error is no longer an issue. 

2. Integrate external tools

Correspondingly, digital platforms like monday.com thrive on bringing all of your work tools to one place. Integrations allow you to have your customized work hub to streamline your work. Moreover, this process is simple by following predefined integration flows; click on the integration icon on the upper left part of the screen on the board where you want to create an integration. 

Since email is an integral part of online communication, integrating your favorite mail client or provider will save you time from switching across tabs or platforms. Gmail, Outlook, and Mailchimp are great options to add if you use your email often. 

If you’re a software developer or a scrum master, integrating Jira Cloud, Gitlab, Github, or Jira Server will allow you to manage all of your tasks from a central location. In addition, you can lead more productive discussions on builds and even track the deployments and commits your team makes through Gitlab. 

3. Boltswitch 

Complex projects with numerous items usually end up getting bogged down with numerous boards. To help you skip a scrolling marathon, the Quick Search is there to help you easily navigate your boards, dashboards, and workspace. 

To access the quick search, hover over the search bar in the upper left side of the screen and click on the lightning bolt icon. Here you can enter the name of the item or document you are searching for and find it instantaneously. Links offered by quick search can be opened in a new tab by holding the ⌘ Command/Windows key.

4. Batch Actions

Batch actions are the bread and butter for speeding up your work. This approach allows you to edit, move, delete, archive, export, and duplicate items with a single click. Batch actions will allow you to select single or multiple items, depending on what you want to edit. 

Once you select the items, the toolbar at the bottom will show you how many items you selected. From here, you can duplicate items, export files to Excel, archive items, delete items, and move them to another board. Additionally, you will be able to change the column values and apply them across all items. For example, you can easily change item statuses or assignees with just a few easy clicks. 

5. The favorites board

By adding boards to your favorite section, you can have them all in one list for easy access and cut the time needed to find and access them. Adding boards to your favorites is as simple as clicking on the star located at the top of your board. Favorite boards will appear at the top of your Workspace list for streamlined access. 

To organize your favorite section, expand the left panel of your account. From there, you can find the Favorites section under your Workspace dropdown menu. Here you can create folders to organize your boards even further.   

6. My work

If you are looking for one place to see all of the items you worked on, across your entire account, then My Work is the place for you. Instead of jumping across boards and dashboards, My Work brings all of your items to you, saving you the time and stress of going through each board. 

If you’re using the mobile version of monday.com, you can still use My Work to get a one-page overview of your work on the go. As with almost all functions of monday.com, you can customize My Work to meet your needs. 

To quickly access this function, click on the calendar checklist icon in the left panel. It will show all tasks assigned to you across your account. Note that you will have to have a People Column and the items assigned to you if you want them to show up in My Work. All of the items there will be formatted in a similar way to how you see them across your boards. 

Keep in mind that there is a limit of 50 boards and 1000 items that My Work can house. A pop-up notification will warn you once you reach the limit. In a sense, this will help you practice good task hygiene across your boards. 

7. Search everything 

Another time hack on monday.com starts by clicking the magnifying glass icon above your profile picture on the left pane. With this, you will open up the Search Everything function, the greatest search tool, on monday. 

As the name implies, you can search for anything across all of your boards. For example, search for their name to check a colleague’s workload quickly. If you want to check your tasks for this week, search for items assigned to you and filter them by date. 

Once you have performed your search and obtained the necessary results, you can export them to Excel. Simply click on the cogwheel and choose the option “Export to Excel”.

Keep in mind that you can only see data from Main Boards or Private/Shareable boards that you are subscribed to. Administrators will be able to access most of the boards, but they will have to be subscribed to private boards in order to see them. 

Finally, another tip that can speed you up even more is saving a search for future use by clicking on the Save button after you have entered your search. 

Conclusion

On the whole, being productive and good at managing your own time comes down to the processes you put in place surrounding your work and private life. With the above seven hacks, you can speed up your work on monday.com platform and shave off precious minutes from repetitive tasks. 

When you become more productive, the extra time you save can be spent focusing on other high-value tasks or simply taking a moment to enjoy a breather or focus on your own well-being. In the long run, this will pay dividends for both you and your work. 

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Small Business, Tips

Useful apps for monday sales CRM

Selling seems to be more sophisticated than ever, thanks to numerous technological advances. Yet, there is still an opportunity to be creative and unique, but the prevailing sentiment is that an integrated digital tool, like a sales Customer Relationship Management system (CRM), is indispensable. 

In essence, a CRM helps with the customer lifecycle by analyzing, tracking, and auditing the entire process. Lead management and accounts and contact management are the backbones of the system. At the same time, more advanced CRM systems include support calls and notes from sales calls. CRM software would handle and automate each process, leaving the user to focus on closing deals.    

One such solution is monday.com which incorporates all of the above-mentioned aspects and much more. Let’s dive into why you should choose monday sales CRM.  

Why monday sales CRM?

While monday.com can be used for different purposes, let’s focus on how and why to use it as a CRM tool. It is a highly customizable platform that can help users collect and nurture leads through the entire lifecycle. The dashboard offers roughly 50 columns that allow you to have custom customer segmentation and group management approaches. In short, the goal is to give the user complete control and use the intuitive drag-and-drop system to customize each detail. Let’s look at the four main points where monday sales CRM can help you. 

  1.  Automate manual work

As more tasks reach our desks and each one with competing priorities, having a high-quality marketing automation system becomes key. To help you get more work done, monday.com automates the work and reduces the element of human error when sorting large swaths of data. Right now, the platform offers over 250,000 human actions to speed up your work. 

  1. Boost team efficiency 

Teamwork makes the dream work, as the adage says, which is quite true as none of us can work in a vacuum. One of the main goals of CRM software should be to enhance collaboration between teams and team members. From the initial log, monday.com allows users to join teams and start collaborating and integrating their favorite messaging and video conferencing tools. Furthermore, the timeline view allows users to see who is available and what kind of workload they have to plan better and meet deadlines. With the component of task management, reminders, and comments, following tasks through to their completion is simplified.    

  1. Access everything in one place

A new way of working was the concept behind building monday.com, and the platform lives this concept by allowing users to have everything they need in one place. Users can manage projects of varying sizes, oversee work, collaborate, handle HR, work remotely, speed up the creative process, and much more. Having everything in one place with a high level of customization makes the platform truly unique. 

  1. Real-time tracking and reporting 

Data dashboards allow multiple visuals and a level of customization necessary to get the right message across. With more than 20 widgets available, dashboards can be designed as needed, and the data can be pulled from the platform to create time tracking and reporting metrics necessary to better visualize the work that has been performed. 

For more details on why monday.com could be the right tool for you and your organization visit the following link.

Let’s now jump into the top three CRM apps for monday.com  

1. DocuGen

What can be done:

DocuGen is a document-generating tool for monday.com, packed with features and customization options. With this app, users will be able to use monday.com to manage the entire sales process and to create quotations, proposals, and/or invoices with just one click. Another advantage of the app is that it allows users to pull information from their own boards into the document that they’re creating. 

The automation element comes in the form of the app sending generated documents by email or attaching them directly to File columns or conversation feeds inside monday.com. 

The app has a 9.1 rating for ease of use and a 9.4 rating for quality of support on G2 Crowd, making it the best document generation app on monday.com 

Why to use:   

  • Offers integration with document creation 
  • Offers 100 free documents per month 
  • Has a dedicated support team 
  • Can simplify the administrative work 
  • Offers unlimited users and templates 

Works with:

Integrations – With pre-built integration recipes users can generate documents with a click of a button. Go to integrations at the top of your board and search for DocuGen integrations, click on the integration recipe called “When this button is clicked, generate document using settings from this view.” Additionally, users can use pre-built integration recipes to create documents, for example, when a status is changed or based on date. 

Here you can fill out documents based on a specific view or date. 

Board Views –  Users have the ability to define which data from the boards the app will use to generate documents. Users can use connect boards and mirror columns to create documents from the chosen boards. 

How to install:  

Installation of the app is simple through the monday.com marketplace

For more details you can check out the video below. 

2. Op.Sign Digital e-Signature

What can be done:

Op.Sign empowers organizations with digital signing capabilities in order to streamline the process of document creation and approval. It will allow you to send proposals, invoices, documents, to track their progress and trigger automation based on the rules you set up. An additional benefit is that users outside of monday and Op.Sign ecosystem will also be able to sign documents which widens the use case for the app.   

Why to use:

  • It’s easy to set up and has a comprehensive and easy to use how to guide
  • Automates the entire process surrounding documents 
  • Saves time 

Works with:

Integrations – Users can eSign any document on the board using this app. 

How to install: 

The app can be installed by accessing it from the monday apps marketplace, here

3. Funnel

What can be done:

Funnel is an analysis tool for monday that can help users have a more effective sales and marketing funnel, thus increasing their conversion rates. It does this by visualising sales or marketing funnels, offering diagram drawing unction thus enabling easier tracking of which routes most of the leads take from contact to closing.  

More specifically, users will be able to visualize their funnels based on the order of Statuses in the process and visualize the transition of items across Statuses. This will enable an in-depth analysis of the Status transition of individual items. 

With a customizable graph and drag-and-drop functionality, it will be easier to show or hide any status in the workflow.  

Why to use:

  • It can show a percentage of items dropping off at every stage of the process 
  • Allows easy comparison of conversion rates across different lead sources 
  • Visualise how many steps are required to reach a certain status 
  • Helps in identifying bottlenecks in the process

Works with:

Board views – Through this view, users will be able to visualize the sales funnel and journey the items take through the workflow. 

How to install: 

The app can be installed by accessing it from the monday apps marketplace here

Small Business

How to import data from your Excel sheet to an existing board on monday.com

monday.com can help you manage your project and grow your business. Perhaps before you were using Excel sheets to keep all your data organized. Now is the time to enhance your experience with worksheets by importing them to an existing board on monday.com, you can do it in an easy way. From this article you will learn how to do it step by step. 

Why would you import data from Excel sheets to monday.com? 

There are many reasons why users decide to import data to monday.com. You might need this feature when: 

  • you are a new user who has previously worked on Excel sheets and now wants to upload your work onto monday.com to have everything in one place. 
  • you are regularly getting data from an outside source, for example, a client or other platforms, and need to add that information to the existing board. 
  • you used or are using another platform, and need to export data from there and import onto monday.com. 

Putting all your data manually on the platform is an option, but it is not efficient at all. By importing data from Excel sheets, you save time. Less time spent on working on something that has already been done means more time to do tasks that actually matter. 

When you were creating your sheets, you probably checked if all the data was correct. Why do it again? When you import sheets, you are sure there are no mistakes and that none of the items will be missing. 

Before you start the import 

Importing files can be easy and smooth, but you need to be sure that the Excel sheet you are importing is correctly formatted. So before you jump on monday.com, check the files you will be uploading. Think how you want the information to be displayed on monday.com and edit your Excel accordingly. 

How to import data from Excel to an existing board on monday.com

Go to your monday.com profile. Open the board to which you want to add files. Click on the New Item button (it can also be called  “New Contact”, “New Project”, etc., depending on what you are working on), and a list with two options will pop up. Click on ‘Import Items’. 

The window with the option to import data from Excel will appear. After that, you will see an option to import data from this software to monday.com. 

You can drag a file you want to import from a folder on your computer or click the button to browse files on your device. monday.com supports all spreadsheet files, including .csv, .xlsx, and .xls. Thanks to that, you don’t have to waste your time on changing your file format from one to another. 

After making the selection of the file, it will be uploaded. After that, click the “Next” button. 

Choosing the item name

After you choose a file to be imported, you need to take care of how it is going to look on monday.com. First you choose which column on your Excel sheet will appear as the item name. The item name could be, for example, a name of a product, customer name, and so on. 

Mapping the columns

While importing files, it is crucial to map the columns correctly. This way, you ensure that all data will be presented the same way as on your Excel sheet and you will avoid confusion or mixed information. On the screen, you will see two columns: one that shows you what Excel columns you are mapping, and the other that shows the name of existing board columns. You can have different names for columns on monday.com and Excel but it might be harder for you to remember what is what while mapping. Decide to which existing board columns you want to transfer data from your Excel column. For example, you might want to assign the “Addresses” column from Excel to “Customer Addresses” on monday.com. 

Remember that columns that are not mapped will not be imported to monday.com. It is a great feature if you don’t need all your data imported but also don’t want to copy and paste data you want to import to another Excel file. 

How to handle the duplicates

Some data from your Excel sheet might be already on monday.com. You don’t have to worry about duplicating the content, as there are three options to manage duplicates. Your choice depends on what you want to do with the duplicates. 

After mapping you click “Next” and you will see three options on your screen. 

  1. Create new items (Choose if you want to add all duplicated entries as new items to the board). 
  2. Skip items (Choose if you don’t want to add items that match a particular column). 
  3. Overwrite existing items (When you choose this option, the data from Excel will be overwritten by data on monday.com)

If you decide on options two or three, you should choose the unique column in which the value is different for each of the items. Usually it is the item name column. 

Once you decide what to do with duplicated data, click the ‘Start Import’ button. 

Wait a moment for the import to end. When the process is done, a new group will be created on your board, and the new items will appear. 

Batch Actions

While importing the data, not all columns are supported, for example people column and dropdown. 

If you have a dropdown column, you need to update it manually on monday.com. However, you don’t need to update each of them one by one. You can use batch actions. 

To proceed with batch actions, mark all the items you want to edit, ticking the box on the left side. You can now edit all the marked items at the same time. This way you speed up your work. 

Copy and paste option 

You wrote down some data in one Excel column and want to quickly add it to your monday.com board? No problem. You can do it very easily. Skip the import part and simply use the copy and paste method. 

Copy data from the Excel column. Then go to your board, click on the +Add item button and use the shortcut or right-click the “Paste” option to add data from the Excel column into your board. 

This option is available just for the item name on the board. It means that if you need to upload data to other columns, you should use the importing process described above. 

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